A.

SYSTEM OVERVIEW

To streamline the management of the Health Emergency Allowance (HEA), the Health Emergency
Allowance Processing System (HEAPS), shall replace the One COVID-19 Allowance Information
(OCAIS), to serve as the official platform automating the entire process for the grant of HEA starting
from masterlisting of HCWs and non-HCWs, submission of CREC reports, up to the processing of HEA
forms and reporting of the disbursement of HEA.

B. AUTHORITY TO ACCESS AND PROCESS

All information collected using this system shall only be used for the purposes of COVID-19 Risk
Exposure Classification and processing of the Health Emergency Allowance. ONLY authorized
personnel shall have access to the information that have been submitted. All information collected will
remain secure and confidential within the respective Centers for Health Development (CHD) / Ministry
of Health (MOH), Management Services Team (MST, Field Implementation and Coordination Team
(FICT), Administrative Service (AS) and the Knowledge Management and Information Technology
Service (KMITS).

C. CONTACTS AND REFERENCES

TOPIC REFERENCE CONTACT PERSONS

Grant of Health DOH Administrative For LGU-owned or private health facilities,

Emergency Allowance Order No. 2022-0039 please contact your respective Centers for
Health Development.
COVID-19 Risk DOH Administrative
Exposure Classification Order No. 2022-0001-A For DOH hospitals, sanitaria, DATRCs,
attached agencies, GOCCs or specialty
hospitals, please contact the MST or AS-PAD
at trunkline 8651-7800 local 1247 and 4208.

Email: [email protected]

Health Emergency DOH Department Email:

Allowance Processing Memorandum No. [email protected]
System 2022-0390 [email protected]

D. TABLE OF CONTENTS

1. Registration - page 2-8

2. Submission of CREC Reports - page 9-20
3. Processing of Approved HEA Forms - page 21-25
4. Submission of Appeal - page 26-27
5. Filling up CREC template version 8 - page 28-29

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A. REGISTRATION

1. Visit the HEAPS website at https://heaps.doh.gov.ph

2. Click on the “Downloads” link on the lower right corner of the landing page. Download all the
documents necessary for using the system.

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3. Click on the “Sign-up” button to register an account.

4. Populate all the required fields for your desired login credentials and click on the “Next” button to
proceed. NOTE that the email address used to register must match the email address of the
user indicated in the facility’s letter of intent.

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5. Click on the “Classification” tab and select the appropriate facility type classification.

6. Search for your health facility using your health facility name or facility code by typing on the space
provided to pull up the record of your health facility.

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All demographic information will automatically be population upon selecting the health facility.

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7. Attach required documents for the registration. Make sure to select all files that are needed to be
uploaded at the same time. Click “next” to proceed.

a. For Licensed Health facilities (hospitals, infirmaries, diagnostic laboratories, COVID-19

testing laboratories, birthing homes, dialysis centers/clinics, ambulatory surgical clinics,
blood centers and psychiatric facilities): Copy of latest and valid License to Operate (LTO)
and duly Accomplished Letter of Intent (LOI) (Annex B) duly signed by the head of
health facility; Select both documents at once to upload both files.

b. For Provincial/City/Municipal Health Offices, rural health units, barangay health stations,
vaccination sites, TTMFs and other health facilities that may operate without a license: Only
attach a copy of the accomplished Letter of Intent

c. For health-related establishments designated by the Department of Health for COVID-19

response: Copy of certification from their respective CHD/MOH designating the health
facility for COVID-19 response and duly accomplished LOT;

d. For eligible health facilities not found in the system: Contact the concerned CHD in your
area for inclusion

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8. Enter your security question and answer in
order for the user to reset the account’s
password in the event that the user forgets
the password. Click “next” to proceed.

9. Enter the details of the Authorized personnel of

the health facility listed in the letter of intent.
These information shall be used for contacting
purposes only by authorized personnel from
implementing agencies. These details shall not
be shared publicly.

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10. Upon successful registration, a prompt message indicating the registration number shall appear on
the screen. The applicant will also receive a system-generated email notification indicating the
successful completion and submission of the registration.

11. Wait for your registration approval/disapproval email. If the registration is disapproved, the applicant
will receive a notification email indicating the reason for the disapproval. If the registration is
approved, the applicant will receive an “Activation” link email to activate the account.

12. Click on the activation link in the registration approval email. The user will be directed back to the
HEAPS website and the user will now be able to sign in using the registered login credentials.

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B. Submission of CREC reports

1. Once you are logged-in to the website, hover your mouse to the left side of the screen. Click on the
“CREC REQUEST” tab to open the CREC module.

2. Click on the “+ New Request” button to create new CREC request

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3. On the pop-up window that appears, select the correct coverage month and year of the CREC
report you are going to submit.

NOTE: The system will not allow the reselection of a month that
was already processed and submitted by your health facility.
Selecting a month that was already processed and submitted will
result to this error code:

4. There are two (2) ways of registering a healthcare worker:

a. Direct Registration
b. Importing a masterlist

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4.a.1. DIRECT REGISTRATION. Click on the “Add Employee” button.

4.a.2. Directly encode all fields indicated in the form. Note that all fields highlighted in red are
required fields. After completion of fields click on the “+Add Employee” Employees that are already
registered previously in this facility account and/or to other accounts will not be registered, because
the system can detect duplicate accounts. After successful registration, the employee record will be
reflected on the request form.

4.a.3. Indicate the scores of the HCW per Risk Classification (Low, Moderate, and High) for: A) Type
of Health Facility, B) Work Setting and C) Nature of Work and the corresponding number of hours
physically reported per risk classification. TAKE NOTE:

- ONLY populate the fields for the risk classification applicable for the health care
worker. Leave the other risk classification/s blank if not applicable.
- The system will automatically tally the scores and reflect them under the “Total Score
(A+B+C)” column. The correct total score for each risk classification are as follows: Low:
3-4; Medium: 5-7; and High: 8-9. The system will not allow the encoding of the “Number of
Hours Physically Reported” column for erroneous total scores.

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4.b.1. IMPORT CREC TEMPLATE. Click on the “Import” button to upload your accomplished CREC
template. (For instructions on how to fill-up the CREC template, proceed to pages 28-29.)

4.b.2. Click the “Browse File” button to select the file for uploading.

4.b.3. Select the file that you want to upload. Please note that the system will ONLY accept the
prescribed CREC version 8 Template by MST.

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4.b.4. Wait for the system to finish importing the uploaded CREC template. The number of
employees listed in the attached CREC template will be indicated in the “To Upload” field.

The status column will show the progress of the uploading status.

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The progress tab will show the number of individuals that was successfully uploaded and the total
number of individuals that have failed. The system will show a prompt message after successfully
uploading the file.

4.b.5. An “Upload Response” excel file will automatically be downloaded after uploading the file. It
will indicate the upload status of each individual. Use this response excel as your guide for
identifying if the HCWs were successfully registered or not.

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5. After uploading or encoding the list of personnel, all successfully uploaded/encoded individuals will
be reflected in the Request form. Note that you may still edit all individuals encoded/uploaded by
clicking on the “edit” button or delete them by clicking on the “delete” button located on each of the
HCW’s record.

You may also delete all encoded/uploaded HCW records prior to submission by clicking on the
“Clear Employee list”.

Key statistics will be available on the dashboard of the request form after encoding/uploading
employees.

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6. Click on the “Browse file” and attach an accomplished Attestation form and click on the “Upload
Attestation” button.

7. Click on the “Submit” button once the form is finalized. DOUBLE CHECK THE REQUEST FORM
BEFORE SUBMITTING IT. PLEASE NOTE THAT THE CREC TEMPLATE CAN ONLY BE
SUBMITTED ONCE PER MONTH.

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8. View your submitted requests in the CREC tab.

9. Wait for the notification via email regarding the validation and approval of your submitted CREC
report by your designated CHD/FICT and the final approval of the DOH-MST for further instructions.

10. For the succeeding months, visit the “CREC Request List” tab and click again on the “+New
Request” button. The system will not allow the reselection of a month that was already
processed and submitted by your health facility.

11. Note that the initial employees that you have submitted in the previous month will automatically be
available in the request form. Users must update each employees’ COVID-19 Risk Exposure
Classification (High/Moderate/Low) and the number of hours rendered for the selected month. Click
on the “Edit” button to update them. Don’t forget to attach another accomplished Attestation
form for the month.

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12. The status of the CREC will be updated in the “CREC Request list” tab from New Request to
“Submitted” after successful submission.

13. The status of the CREC will be again updated depending on the validation conducted by the health
facility’s designated CHD/FICT.
a. If approved, the CREC status will be changed to “Approved” and the CREC will be
subjected for approval of the DOH-MST.
b. If disapproved, the status of the CREC status will change to “Disapproved”.

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13.b.1. To resubmit a disapproved CREC, click on the “magnifying glass” icon to open the CREC
and see the reason for the disapproval.

13.b.2. Upon successful compliance to the findings, click on the “Submit” button to resubmit the
CREC.

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13.b.3. The status of the CREC will now be updated to “Re-Submitted” upon successful
resubmission.

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C. Processing Approved HEA Forms

1. Check your email for the notification that your CREC report has been approved by the DOH-MST.
Once you receive the notification, log-in to the HEAPS website.
2. Once logged-in to the HEAPS website, hover your mouse to the left side of the window and click on
the “HEA - Approved” tab to view your approved HEA request.

3. Click on the “magnifying glass” icon to open the approved HEA request.

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4. Review all the details of the request and click on the “Print HEA Form” to generate the HEA form.

5. Download or print the HEA form and have the head of the facility sign on the designated space at
the bottom of the document. This document shall serve as the basis for the sub-allotment and
disbursement of HEA funds.

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6. Submit your accomplished HEA Form to your designated CHD/FICT office.

7. Check your email for the notification that the funds for your HEA has been released by DOH. Once
email is received, click on the “HEA - Released” tab on the HEAPS website.

8. Click on the “magnifying glass” icon to open the file.

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9. Click on the “Received Allocated HEA Funds” button once the funds have been received by your
health facility.

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D. Submission of Appeal

1. Before submitting an appeal on the HEAPS, make sure that your request has already been
approved by your respective validator (CHD/FICT/MST). Otherwise, your appeal will NOT be
processed by the DOH. (For the process on how to submit an appeal, please refer to DOH
Department Memorandum No. 2022-0390.)

2. Once you receive a reply from your respective validator approving your request for an appeal, log-in
to the HEAPS website.

3. Hover your cursor to the left side of the window and click on the “CREC APPEAL” button.

4. Click on the “New Appeal Request” button to submit a new CREC report.

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NOTE: An appeal can ONLY be created if the health facility’s CREC report was already approved by the
DOH-MST (seen to have “Approved HEA” status under the “HEA - Approved” tab). The system will not
allow the user to create an appeal for a CREC report that not yet been approved by the DOH-MST.

5. Follow steps outlined in SECTION B of this document. Note that in order for your appeal to be
processed, you must upload a new attestation form and a copy of the letter response from your
validator (CHD/FICT/MST) approving your appeal. The appeal will undergo the same approval
process as the other CREC reports.

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E. Filling-up CREC template version 8

1. Download CREC template version 8 under the “Downloads” tab at the landing page of the HEAPS
website or through this link: bit.ly/3wPUp5P

2. Fill-up the template with the required information.

Variable Definition

Last Name Last name of personnel

First Name First name of personnel

Middle Name Complete middle name of personnel (NOT INITIAL)

Suffix Suffix of personnel, if applicable. If not applicable, leave blank.

Date of Birth (mm/dd/yyyy) Date of birth of personnel following the format of

MONTH/DATE/YEAR

Sex Select from the dropdown menu if Male or Female.

PhilHealth No. (000000000000) Unique PhilHealth No. of personnel (beware of duplicates, each
person, including dependents, should have a unique number)

PRC ID No. (if applicable) License number of personnel. If not applicable, leave blank.

Position Title Complete title of the personnel’s current position in the health facility

Cadre Select from the dropdown menu the type of cadre of the personnel.
For more details, check the “DEFINITION” sheet/tab on the file.

Employment Status Select from the dropdown menu the employment status of the
personnel. For more details, check the “DEFINITION” sheet/tab on
the file.

Salary Information (NOT REQUIRED FIELDS)

Salary Grade FOR GOV’T EMPLOYEES ONLY

Step FOR GOV’T EMPLOYEES ONLY

Monthly Basic Salary FOR GOV’T EMPLOYEES ONLY

Monthly Basic Salary FOR PRIVATE EMPLOYEES ONLY

Place of Assignment Area/s where the personnel has been assigned in the month
covered

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Risk Classification

LOW RISK Fill-up items 1-3 using the guidelines stipulated in DOH
1. Type of Health Facility (A) Administrative Order No. 2022-0001-A.
2. Work Setting (B)
3. Nature of Work (C) The total score (item 4) will be automatically computed by the
4. Total Score (A+B+C) template.
5. Number of Hours
Physically Rendered Type in the cell for item 5 the total number of hours physically
6. Remarks rendered under each risk classification.

MEDIUM RISK Type in the cell for item 6 any remarks or justification regarding the
1. Type of Health Facility (A) identified risk classification.
2. Work Setting (B)
3. Nature of Work (C) If the computed risk of the personnel only falls under one risk
4. Total Score (A+B+C) classification, leave the other cells blank.
5. Number of Hours
Physically Rendered * The system will not accept risk classification whose scores do not
6. Remarks fit within the specified range for each risk classification. (Low: 3-4
points, Medium: 5-7 points, High: 8-9 points).
HIGH RISK
1. Type of Health Facility (A)
2. Work Setting (B)
3. Nature of Work (C)
4. Total Score (A+B+C)
5. Number of Hours
Physically Rendered
6. Remarks

3. Once all information is complete and verified, you may import the file to the HEAPS website.

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