Introducing HMS

The new registration system is now online

Monday, February 24, 2025

Attention all College members: You can now access your HMS account and fill out all the information needed to renew your licence online without the hassle of filling out lengthy forms and dealing with paperwork. Find out how further in this post.

The new online registration and renewal application—the Human Management System (HMS)—will allow you to maintain your professional profile and fulfill your legal obligations as a regulated health professional with ease. The new system also provides the tools for your registrar to efficiently manage the College registrants and streamline the registration and renewal processes.

Accessing your account for the first time

If you are a registered College member, your HMS account is already set up. Here's how to access it for the first time:

  1. Go to the HMS login portal, and click/tap on the forgot password link.
  2. Enter the email address you provided to the College and submit the form.
  3. Find the email message containing the link to reset your password in your inbox, click/tap on the provided link.
  4. Set your password.

You will now be able to log in and access your member profile. Please browse around and fill out any missing information. The profile sections and fields where the mandatory information is missing will be marked with a warning symbol (). The College will not ask you for any information you already provided to the registrar's office, but there could be pieces of information lost in the transition from physical to virtual register, as well as some new pieces of information we are starting to collect to meet the legislative requirements. If the system is asking you to provide the information or documents you already supplied, please contact us and we will help.

If you are having trouble accessing your account, please reach out and we will help you.

Note that some items in your profile may have a red text next to it, but those items are not necessarily required for renewal. For example, the Education tab will have the red warning triangle, and your dental education might have the red none text next to it. Updating your dental/dental assistant education is optional for existing members—only update it if the existing information is inaccurate. 

However, the CPR/BLS information under Education is mandatory for renewal. Once you provide that information, and it is approved by the registrar, the red triangle will disappear from the Education tab.

For all documents, the system accepts .jpg, .png, or .pdf file types, not larger than 8 MB.

Troubleshooting

Did not get the password reset email message?

Check your spam or junk folder. Make sure that you whitelisted the system's email address (see the instructions in the green box above). If you are still not getting the system's message, make sure that you used the same email address you provided to the College, and that you don't have any typos when entering the address in the form.

The system not behaving as expected?

If you encounter any unexpected system behaviour, or get any errors while updating your profile, please record the steps you took before the error occurred and report those steps and the exact wording of the error to the registrar's office. In your report, please include:

  • the information about the device you were using to access the system;
  • operating system version on your device;
  • browser version;
  • the exact wording of the error message, if there was one.

The more details you provide, the easier it will be to investigate the problem.

My documents won't upload...

Please check if your document is in an acceptable format (.jpg, .png, .pdf) and not larger than 8 MB. If it is, and you are still having trouble, please reach out and we will assist you.

Adjusted renewal requirements

Because the online system is new, and its launch comes during the renewal period, we have adjusted some of the renewal requirements for this year only. You will find all the details on the member dashboard in the HMS.

How to make your payment

Once you've completed all your mandatory information and your documents have been reviewed and approved by the registrar, the amount you need to pay will show up at the bottom of your member dashboard.

The HMS does not have a built-in online payment feature. You will pay your fee using the email/Interac e-transfer payment method. You can find the payment email address on your dashboard. 

Once you pay via the email transfer, please allow 3-5 business days for the registrar to process your payment in the HMS. After that happens, you will find your receipt in the Payment section of your HMS account.

Where can I find my renewed certificate of registration?

After the registrar has approved all your information, accepted your payment in the HMS, and activated your renewed licence, you can access your certificate under payment history from the side menu, or under Payments > receipts and certificate from your dashboard.