DOH Guidelines on IDTOMIS Fee Collection

The guidelines require IDTOMIS subscription/user fees to achieve system sustainability by maintaining and regularly updating the system without additional funding.
The order anchors user fee usage on Section 4 of Dangerous Drugs Board Regulation No. 8 series of 2007, which covers the usage of the IDTOMIS user fee collection.
The order also aligns with Dangerous Drugs Board Regulation No. 9 series of 2007 (paragraph 3) on operationalizing the IDTOMIS and funding its constant maintenance partly through subscription fees paid by drug test laboratories.
The order establishes subscription/user fee collection as a funding mechanism for ongoing IDTOMIS operations and maintenance.

The order applies to all government entities operating Drug Test Laboratories.
The order applies to all private persons, whether natural or juridical, operating Drug Test Laboratories.
The regulated entities are Drug Test Laboratories regulated by the Bureau of Health Facilities and Services and the Centers for Health Development.
The order applies to entities that upload drug testing transactions to the DOH IDTOMIS Central Database.

A “Transaction” is any record submitted to the DOH database regardless of result.
“Subscription/User Fee” means a fee prescribed for the connection and transmission of IDTOMIS transactions.
“BHFS” refers to the Bureau of Health Facilities and Services, the DOH regulatory arm for Drug Test Laboratories, Drug Abuse Treatment and Rehabilitation Centers, and other Health Facilities.
“CHD” refers to the Center for Health Development, the DOH field offices serving as frontline support for IDTOMIS implementation.
“CO” refers to the Department of Health Central Office.
“DTL/DTC” refers to Drug Test Laboratories/Drug Test Centers applying for either a License to Operate (Hospital-Based) or a Certificate of Accreditation, and these are the entities responsible for using the IDTOMIS software.
“IDTOMIS” refers to the Integrated Drug Test Operation and Management Information System, which automates processes from accreditation, drug test and rehab operations, quality assurance, and monitoring.

A subscription/user fee of PHP 30.00 must be paid for each transaction uploaded to the DOH IDTOMIS Central Database.
The user fee must be paid every fifteenth (15th) day and end of each month.
The user fee bill must be sent through the IDTOMIS website five (5) days before the due date.
If the payment due date falls on Saturday or Sunday, the bill must be settled on the following working day.
The DTL owner and/or DTL administrator must check the bill regularly.
Payment may be made to the DOH, the CHD cashier, or any DOH authorized payment facility.
If a DTL delays or does not pay the user fee on or before the prescribed due date, the DTL is subject to automatic disconnection from IDTOMIS the following day without prior notice.
A disconnected DTL must pay a reconnection fee of PHP 1,000.00.
Reconnection to IDTOMIS must be processed within one (1) to two (2) working days.

The BHFS must review and revise the schedule of fees on a regular basis.
Fee revisions must be made subject to consultation with concerned parties/sectors (as needed).
Fee revisions must be made only with the approval of the DDB.

The IDTOMIS Fund must be used subject to usual government accounting and auditing rules and regulations.
The IDTOMIS Fund must be used for Information and Communication Technology (ICT) Infrastructure Maintenance, including:
- recurring costs for the Internet Service Provider (ISP) maintenance; and
- hardware/software maintenance.
The IDTOMIS Fund must be used for Confirmation of Results, including checking screening positive results.
The IDTOMIS Fund must be used as subsidy for licensing, accreditation, monitoring and fact-finding activities.
The IDTOMIS Fund must be used for hiring additional contractual personnel for Help Desk and/or System/Software Maintenance.
The IDTOMIS Fund must be used for the development and/or implementation of other programs related to Drug Abuse Prevention, Control and Treatment.
The IDTOMIS Fund must be used for subsidy for capability building for implementing agencies, including Information Management Service, National Reference Laboratory, BHFS, Office for Special Concerns, and Centers for Health Development.
The IDTOMIS Fund must be used for maintenance and support to Rehabilitation facilities.
The IDTOMIS Fund must be used for purchase, upgrade and maintenance of Gas Chromatograph Mass Spectrometer (GCMS) machine.

All Screening Drug Test Laboratories must maintain a Memorandum of Agreement with a Confirmatory Laboratory, preferably the nearest to their locations.
Confirmatory Laboratories must maintain a Memorandum of Agreement with the Department of Health to facilitate, among others, payment to confirmatory laboratories or their services to screening DTLs.
The DOH must pay only DOH accredited Confirmatory Laboratories upon submission of the requirements to DOH.
Payments to Confirmatory Laboratories must begin after DOH has generated enough buffer funds from subscription/user fee collection.
Commencement of payments must be accompanied by a separate memo informing concerned parties.

The fee collection and disconnection/reconnection rules apply upon effectivity fifteen (15) days after approval and publication in the official gazette or a newspaper of general circulation.
The payment cycle structure requires payment at every fifteenth (15th) day and end of each month with billing five (5) days before each due date.
Automatic disconnection must occur the following day when payment is not made on or before the prescribed due date.
Reconnection timelines require processing within one (1) to two (2) working days after payment of the reconnection fee PHP 1,000.00.