Promed MRS Provider Account Setup Guide
Critical: Complete This Before Delivering Patient Services
Why Provider Accounts Are Essential
Before any clinician can deliver patient services in Promed MRS, they MUST have both a User Account and a Provider Account configured. This is not optional—it is a fundamental requirement for the system to function correctly.
Understanding the Two-Account System
User Account (System Access)
- Allows login to Promed MRS
- Controls what features are accessible (privileges and roles)
- Manages security and permissions
Provider Account (Clinical Identity)
- Identifies who provides medical care
- Appears on all medical records, prescriptions, and encounters
- Ensures medical-legal accountability
- Required for ALL clinical actions
Critical Point: Having all privileges is NOT enough. Without a Provider Account, clinicians will encounter system errors when trying to:
- Write prescriptions
- Create patient encounters
- Record clinical observations
- Order laboratory tests
- Document medical procedures
What Happens Without a Provider Account?
System Errors You Will Encounter:
Error: Cannot read properties of null (reading 'uuid')
Error: Column 'provider_id' cannot be null
Clinical Impact:
- ❌ Unable to prescribe medications
- ❌ Cannot create patient encounters
- ❌ Cannot complete clinical documentation
- ❌ Service delivery completely blocked
- ❌ Patient care is interrupted
Why This Must Be Done BEFORE Service Delivery
1. Medical-Legal Accountability
Every clinical action must be attributed to a licensed healthcare provider. Without a Provider Account, the system cannot record who is responsible for patient care decisions.
2. Patient Safety
Medical records must accurately reflect who provided care. This is essential for:
- Continuity of care
- Clinical audits
- Quality assurance
- Legal protection
3. Operational Efficiency
Setting up Provider Accounts after staff begin work leads to:
- Service disruptions
- Frustrated clinicians
- Delayed patient care
- Data integrity issues
- Need to retroactively fix records
4. System Functionality
Promed MRS is designed with Provider Accounts as a core requirement. Many clinical features simply will not work without them.
Who Needs a Provider Account?
MUST Have Provider Account:
✅ Doctors/Physicians ✅ Nurses ✅ Midwives ✅ Clinical Officers ✅ Pharmacists (if prescribing or dispensing) ✅ Laboratory Technicians (if recording results) ✅ Any staff member who performs clinical actions
Does NOT Need Provider Account:
❌ Registration clerks ❌ Administrative staff ❌ Data entry personnel (non-clinical) ❌ System administrators ❌ Report viewers only
How to Create a Provider Account
For Existing Users (Quick Fix):
- Login as Administrator
- Navigate to Provider Management
- System Administration → Advanced Administration → Manage Providers
- Add New Provider
- Click “Add Provider”
- Select the clinician’s name from the “Person” dropdown
- Enter a unique Provider Identifier (e.g., staff ID, license number)
- Save
- Verify Setup
- Have the clinician log out completely
- Log back in
- Test by creating a prescription
For New Users (Recommended):
- Go to Account Management
- System Administration → Manage Accounts → Add New Account
- Create Both Accounts Together
- Fill in user details
- CRITICAL: Check the option to create Provider Account
- Assign appropriate role (Doctor, Nurse, etc.)
- Save
Troubleshooting
“Cannot read properties of null (reading ‘uuid’)”
Solution: The user does not have a Provider Account. Follow Option 1 above.
“Can’t handle users with multiple provider accounts”
Solution: Duplicate Provider Account created. Go to Manage Providers and delete the duplicate.
Clinician has Provider Account but still getting errors
Solution:
- Ensure they logged out completely after Provider Account creation
- Clear browser cache
- Verify the Provider Account is properly linked to their User Account
