Background
The Tamil Nadu Nurses and Midwives Council (TNNMC) was established to regulate the nursing profession in Tamil Nadu. Since 1926, the council has maintained vital records for Auxiliary Nurse Midwives (ANM), Health Visitors (HV), Registered Nurses (RN), and Registered Midwives (RM). However, the physical records from 1926 to 1998 had deteriorated over time, posing a risk to the preservation of critical historical data. Motif Solutions was entrusted with the digitization of these records to ensure secure storage and future accessibility.

The Challenge
With the successful digitization of nursing records, TNNMC faced a new challenge: handling a vast number of renewal applications for nursing licenses. According to Indian Nursing Council norms, registered nurses must renew their licenses periodically. Previously, this was a manual process, requiring candidates to visit the council office in person. With an influx of records numbering in the lakhs, TNNMC posed the query, “How do we manage this growing volume of renewal requests?”

The Solution
Motif Solutions implemented a robust online renewal registration system to address this challenge:

• Online Data Entry: Candidates can now enter their license number on an online platform to access their records. The system displays 12 key data fields related to their registration.
• Information Collection: Simultaneously, candidates provide additional information—30 fields including current employment details, address, email ID, contact number, and soft copies of required documents (license, academic credentials, current employment proof, and a recent photo).
• Payment Gateway Integration: For the first time, Motif Solutions introduced an online payment gateway for the renewal fee of ₹350, streamlining the payment process.
• Admin Panel for Verification: An administrative panel was created for council staff to verify the uploaded documents against the provided information, ensuring data accuracy.
• Outsourcing for Processing: Upon verification, Motif Solutions received an outsourcing order from TNNMC to process the records with final approval. The renewal certificates are printed with barcodes, along with an ID card.

Efficient Delivery System:

TNNMC partnered with India Post to deliver the license certificates and ID cards directly to candidates across India at a minimal cost of ₹28, covering regions from Kashmir to Kanyakumari.

The Result:
The new online renewal process eliminated the need for direct visits to the TNNMC office, providing a seamless experience for candidates. They receive their license certificates and ID cards efficiently and conveniently—all for a total cost of ₹350.

Key Benefits:

• Preservation and Accessibility: Vital historical nursing records are securely digitized and easily accessible.
  Efficiency: The online renewal process significantly reduces the time and resources previously required for manual submissions.
• Cost-Effective Delivery: Affordable delivery services ensure that candidates receive their documents promptly.
• Enhanced Public Services: The project contributes to a more efficient public service framework, benefiting both the council and healthcare professionals.

Through this initiative, Motif Solutions has not only safeguarded important nursing records but has also revolutionized the renewal registration process for the TNNMC, setting a benchmark for e-governance in the healthcare sector.