DHA HMIS Transition: Your Questions Answered

Everything healthcare facilities need to know about the SHA/DHA mandate in plain language, no jargon.

The DHA HMIS mandate is real. The deadline is 90 days. But most facility leaders have the same questions. We answered them, no jargon, no fluff.

What You Need to Know

In 2026, Kenya's healthcare system is undergoing a significant shift. The Social Health Authority (SHA) is moving away from its legacy provider portal and requiring all contracted healthcare facilities to operate a Health Management Information System (HMIS) that is certified by the Digital Health Agency (DHA).

If that sentence made your head spin, you are not alone. Most facility leaders are asking the same questions: What does this mean for us? When do we need to act? What if we don't comply?

We put together this FAQ to answer those questions in plain language. No corporate speak. No bureaucratic jargon. Just clarity on what the mandate requires and what you need to do next.

Frequently Asked Questions

1. What's actually changing?

SHA is phasing out its old Provider Portal system. Going forward, every healthcare facility that works with SHA needs to run an HMIS (that's a system for managing patient records, billing, and patient data) that has been certified by the Digital Health Agency. The system must also be able to connect directly to SHA's platform so that patient information, claims, and verifications happen in real time, not manually or through spreadsheets.

2. Is this mandatory?

Yes. SHA has made it clear: a DHA-certified, SHA-integrated HMIS is a requirement for contracting with SHA, renewing contracts, and continuing to receive SHA reimbursement from July 2026 onwards. Facilities that don't meet this requirement risk losing their SHA accreditation entirely.

3. What's the deadline?

90 days from June 29, 2026, so essentially by end of September 2026. That is the hard line. After that, non-compliance opens the door to de-contracting.

4. Do we have to use a specific HMIS vendor?

No, there is no single mandated vendor. What matters is that your system is DHA-certified and can technically integrate with SHA. If you already use an HMIS, the first step is checking whether it is certified, you may not need to switch at all. If you are shopping for a new system, confirm DHA certification status before you buy.

5. Which HMIS systems are already approved?

DHA maintains a certification programme at certification.dha.go.ke covering electronic medical records (EMR), health information systems (HIS), lab systems, pharmacy systems, and diagnostic systems. However, there is no single public list of all currently accredited vendors yet. Your best move is to ask DHA directly about your current system's certification status, or check with prospective vendors to confirm they have DHA certification.

6. What does the system actually need to do?

At minimum, it needs to handle real-time patient verification (including biometric data when required), process electronic claims, and securely exchange health information with Kenya's national digital health system. On top of that, it should do all the standard things: patient registration, billing, clinical records, and appointment management.

7. What should we do right now?

Move fast. First, find out if your current HMIS is DHA-certified, contact DHA or your vendor directly. Second, if it is certified, confirm that the technical integration with SHA is actually working, not just 'in progress'. Third, train your staff on the new workflows. Fourth, check whether your internet connectivity and hardware are reliable enough to handle real-time data exchange. If you are in a rural or low-connectivity area, this matters more than you think. Do not wait for the deadline, start now.

8. What happens if we miss the deadline?

SHA has stated that non-compliant facilities may be de-contracted. That means you lose eligibility for SHA-funded claims and reimbursement. If SHA represents a significant portion of your revenue, this is not a small thing.

9. What if we don't take SHA patients?

There are actually two things going on here. One is the SHA-specific mandate: if your facility does not submit SHA claims, the de-contracting penalty does not apply to you directly. But there is also a broader rule under Kenya's Digital Health (Health Information Management Procedures) Regulations, 2025: if your facility uses any digital health solution to manage patient data, it must be DHA-certified. This applies whether you work with SHA or not.

In practical terms, a cash-only or private-pay facility will not face de-contracting from SHA, but you are still legally required to have a DHA-certified system if you use one. The enforcement pressure is lower right now for non-SHA facilities, but the legal obligation is the same.

⚠️ IMPORTANT DISCLAIMER

This is general guidance based on publicly available information from SHA and DHA. It is not a compliance certification. Your facility's specific status and obligations may differ based on your contract type, location, and service offerings. Verify your specific requirements directly with DHA and SHA before making any investment or system changes.

Still Have Questions?

The DHA transition can feel overwhelming, but you do not have to navigate it alone. LGM Health Advisory specializes in helping healthcare facilities understand and comply with digital health mandates.

We can assess your facility's DHA readiness, build a compliant implementation plan, and manage the transition so your clinical team can stay focused on patients.

Reach out for a confidential consultation at lgmhealthadvisory.org/contact