Solo practice to SATUSEHAT: three steps, and who holds the key

Article 3(2) of Permenkes 24/2022 names solo medical and dental practices as health facilities that must run electronic medical records. To many doctors that sounds like a single task: choose an app, install it, done.

The official SATUSEHAT guide numbers four parts. We condense them into three steps, because the fourth, activating the account by email, follows from the second. Only the first one involves the app. The other two are done by the practice itself, on portals run by the Ministry of Health.

1. Choose an EMR system that is registered and verified

Only EMR systems that are registered and verified on the SATUSEHAT Platform appear in the list of EMR system providers, and only those systems can be chosen in the next step. The list can be filtered by facility type. Before you subscribe, look the app up there.

The other option is a self-built EMR system. Such a system has to be registered and verified just like a provider’s. For a one-doctor practice, that route rarely makes sense.

2. Update your EMR system data in REGFASYANKES

Solo medical practices (TPMD) and solo dental practices (TPMDG) update their data through REGFASYANKES. Clinics use DFO; hospitals use RS Online. There are two forms to fill in:

• Update EMR System Data: choosing the app you use.
• Update SATUSEHAT Contact Data: this form also creates the practice’s SATUSEHAT Platform account. The practice does not need to sign up separately on the SATUSEHAT Platform. The activation email goes to the address you enter as the integration email. Follow it to set a password; the official guide calls this part Account Activation.

Use an integration email you will keep for years, not a staff member’s address (staff leave) or one owned by the vendor. The account belongs to the practice.

3. Collect your Production API access code

Once both forms are filled in correctly, the Production API access code appears in REGFASYANKES, within 3 working days according to the guide. It consists of an Organization ID, a Client ID, and a Client Secret. With this code, your app sends data on the practice’s behalf. If the code has not appeared after three working days, the same guide gives an email channel for complaints.

Who holds the key

One point is rarely explained. The EMR provider you choose can see your practice’s access code in its own SATUSEHAT Platform account. That is by design, so the vendor can help send your data. Control still stays with the practice:

• Switching EMR systems is done by the practice itself on a Ministry of Health portal (the SATUSEHAT guide calls it the Ditjen Keslan portal; REGFASYANKES for practices), not on the SATUSEHAT Platform, and at most once every 24 hours.
• As soon as the system is switched, the practice receives a new access code, and the old code can no longer be used by the previous vendor (Change EMR System guide).
• Even without switching systems, the practice can stop an access code it has given to an EMR provider (API Access Code guide).

So moving to another app does not need the old vendor’s permission. What you do need to secure before moving is the medical records themselves. Get a copy of the practice’s data while the subscription is still active, because the duty to keep medical records stays with the practice, not with the app.

Once connected: what counts is what gets sent

Connected does not mean reporting. The SATUSEHAT Integration Monitoring Dashboard shows data that was successfully sent, and its transaction log records both successful and failed sends, record by record. The Production dashboard can only be opened by verified facilities; EMR providers can only monitor the Sandbox (Monitoring Dashboard guide). The log screen shows the last 90 days, and logs going back six months can be downloaded (FHIR Transaction Log guide). Make a habit of checking it now and then, whatever app you use. Hospitals are learning the same lesson: connected is not the same as complete.

Where we stand

Adievia Praktik is listed among SATUSEHAT EMR system providers. Once a doctor’s STR and SIP are verified, the practice enters its own access code under Settings → Integrations, and visit data is sent automatically as soon as a visit is closed. The practice still fills in REGFASYANKES with its own account. We help over WhatsApp if it is your first time. All practice data can be downloaded at any time, and after a subscription ends the medical records stay readable. The reason is the same one this article makes: the key belongs to the practice.