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Mitanin is the mobile application used by Chhattisgarh's community health workers, called Mitanins, to record health care activities and generate monthly incentive claims. This document defines the requirements for the Incentive Verification module of the Mitanin application, covering two roles: the Mitanin Trainer (MT), who reviews a defined set of activities, and the ANM, who provides final approval or rejection of each Mitanin's monthly claim.
Target Users | Mitanin Trainer, ANM |
Primary Audience | Product managers, engineering and backend teams, UI/UX designers, program stakeholders |
Phase | Phase 1 |
Platform | Android mobile application |
Approval Level | Mitanin Trainer reviews four defined incentive activities. ANM reviews the complete monthly claim and gives the final approval or rejection. |
Future Scope | Web portal access, and any expansion of the Mitanin Trainer's reviewed activity list as decided by the program team |
Please refer to the Mitanin-Trainer-ANM-Prototype.html for the clickable prototype.
2. Background and Context
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Give the Mitanin Trainer and the ANM a simple mobile interface to review and approve Mitanin incentive claims every month, with clear accountability for each decision.
Goals
Category | Goal | Description |
Process Digitisation | Digitise incentive verification | Replace the manual, paper based verification process with a fully digital workflow for the Mitanin Trainer and the ANM. |
Operational Efficiency | Reduce verification turnaround | Minimise the time between a Mitanin's submission and the ANM's final decision. |
Accuracy and Compliance | Improve verification accuracy | Reduce manual errors through structured review by both the Mitanin Trainer and the ANM. |
Transparency and Audit | Enable audit ready verification | Every decision by the Mitanin Trainer and the ANM is traceable, with identity, timestamp, and reasons where applicable. |
Adoption | Track usage of the module | Percentage of monthly claims verified digitally, and average turnaround time at each stage. |
5. User Personas
5.1 Mitanin Trainer (MT)
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This module uses two roles instead of one, and they do not have the same authority.
Role | What they review | What they can decide | When it applies |
Mitanin Trainer | The four named activities listed in Section 8, when claimed by the Mitanin that month | Approve or reject each of those four activities. Cannot act on any other activity, and cannot approve or reject the whole month's claim | Only when a Mitanin's monthly claim includes one or more of the four activities |
ANM | Every activity the Mitanin has claimed for the month | Approve or reject the whole month's claim in one decision | Every month, for every submitted claim. This is the only route to final approval |
The ANM's decision on a claim becomes available only once the Mitanin Trainer has approved the four activities, if the Mitanin claimed any of them that month. This is not a limit on the ANM's authority. It simply means the ANM reviews a claim once the specific activities the Trainer can personally vouch for have already been checked. If a Mitanin's claim does not include any of the four Trainer activities, the ANM can review and decide on it without waiting on the Mitanin Trainer at all.
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The following four incentive activities fall within the Mitanin Trainer's review. All four are meeting attendance or self reporting activities rather than clinical or beneficiary linked ones, which fits the Trainer's role: she can personally confirm attendance at these meetings and the completeness of the register during her own fieldwork with the Mitanin, unlike clinical activities such as antenatal visits or immunisation records.
S.No | Activity | Rate | Category |
23 | Attending monthly cluster meetings of Mitanins | Rs. 150 per case | Village Health Meetings |
24 | Organising and attending monthly meetings of the Village Health, Sanitation and Nutrition Committee (VHSNC) | Rs. 150 per meeting | Village Health Meetings |
25 | Filling prescribed information in the Mitanin register | Rs. 500 per month | Mitanin Register and Reporting |
40 | Filling 5 prescribed types of information in the Mitanin register | Rs. 1,000 per month | Mitanin Register and Reporting |
9. Timelines and Cut off Dates
Stage | Timeline |
Mitanin submission window | 1st to 3rd of every month |
Mitanin Trainer review window | 24 hours from the moment a Mitanin submits, or resubmits, a claim that includes one or more of the four Trainer activities |
ANM review and approval | By the 5th of every month, regardless of when the Mitanin Trainer's review is completed within that window |
Because the Mitanin Trainer's 24 hour window sits inside the ANM's overall cut off, a Mitanin who submits close to the 3rd leaves less time for the ANM to act. This document does not change the submission window or the ANM's due date; both roles are expected to act well within their own windows so the ANM still has enough time to review.
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13. Status Lifecycle and Workflow
13.1 Statuses
Status | Meaning |
Mitanin Unclaimed | The Mitanin has not submitted a valid claim for the month by the ANM due date (the 5th). This also applies when a claim was sent back for correction and the Mitanin never resubmitted it in time. |
Pending | The claim has been submitted and is awaiting a decision, either from the Mitanin Trainer on her four activities, or from the ANM on the whole month, whichever stage the claim is currently at. |
Overdue | The claim is still Pending after the ANM due date (the 5th) has passed. |
Rejected | The ANM has rejected the whole month's claim and sent it back to the Mitanin for correction. |
Verified | The ANM has approved the whole month's claim. The claim is final and moves forward for processing. |
13.2 Standard Flow
Mitanin submits before the 3rd
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13.3 If the Mitanin Trainer Rejects One of Her Four Activities
Step | What happens |
1 | Mitanin submits her claim. |
2 | Mitanin Trainer rejects one of the four activities within her 24 hour window. |
3 | Mitanin has 24 hours to correct and resubmit that activity. |
4 | Mitanin Trainer reviews the correction and approves it. |
5 | Claim proceeds to the ANM as in the standard flow. |
13.4 If the ANM Rejects the Whole Month's Claim
Step | What happens |
1 | ANM rejects the claim. It is sent back to the Mitanin along with the reasons. |
2 | Mitanin must resubmit the whole claim before the ANM's due date, the 5th, for it to be considered again. |
3 | If resubmitted in time, the Mitanin Trainer reviews and approves the four activities again on the new submission. |
4 | Once approved, the claim becomes available to the ANM again, who gives the final decision. |
5 | If the Mitanin does not resubmit before the due date, the claim for that month becomes Mitanin Unclaimed. |
14. Business and System Logic
Area | Rule |
Mitanin Trainer decision finality | Approving or rejecting one of the four activities is final once submitted. It can only be reopened if the Mitanin corrects and resubmits after a rejection, or if the ANM later rejects the whole month's claim. |
ANM decision mode | One decision covers every activity claimed that month. There is no per activity approve or reject for the ANM. |
Resubmission after a Mitanin Trainer rejection | The Mitanin must correct and resubmit within 24 hours for the Mitanin Trainer to approve it. |
Resubmission after an ANM rejection | The Mitanin must resubmit the whole claim before the ANM's due date. If resubmitted in time, the Mitanin Trainer reviews the four activities again before the ANM gives her final decision. |
Cut off and Overdue | The ANM's due date, the 5th of the month, does not change based on how long the Mitanin Trainer's review takes. A claim becomes Overdue once the 5th passes while still Pending, regardless of which stage caused the delay. |
Escalation | Escalation relies mainly on the notifications defined in Sections 10.6 and 11.8, timed to give both roles enough warning. Escalation to the Medical Officer by SMS or WhatsApp remains available as a fallback, but is expected to be rarely needed if these notifications are followed. |
Incentive freeze | Once the ANM approves a month's claim, all figures for that Mitanin's month become final and cannot be changed. |
Concurrency | If the underlying claim changes while a screen is open, the user is asked to refresh before taking any action. |
15. Data and Audit Requirements
Attribute | Description |
Mitanin Trainer ID | Identifier of the Mitanin Trainer performing the action |
ANM ID | Identifier of the ANM performing the action |
Mitanin ID | Identifier of the Mitanin whose claim is being reviewed |
Activity ID | Identifier of the specific activity, recorded for Mitanin Trainer actions since these are activity level decisions. Not required for the ANM's whole month actions |
Action Type | Trainer Approve Activity, Trainer Reject Activity, ANM Approve Month, or ANM Reject Month |
Timestamp | Date and time the action was performed |
Remarks | Reason given, where applicable |
16. Security and Access Control
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