Submissions

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Submission Preparation Checklist

As part of the submission process, authors are required to check off their submission's compliance with all of the following items, and submissions may be returned to authors that do not adhere to these guidelines.
  • The submission has not been previously published, nor is it before another journal for consideration (or an explanation has been provided in Comments to the Editor).
  • The submission file is in Microsoft Word (.doc or .docx), OpenOffice ( .odt), or Rich Text Format (RTF), document file format.
  • Where available, URLs for the references have been provided.
  • The manuscript must be typed double-spaced with Times New Roman (Font size 12); employs italics, rather than underlining (except with URL addresses); and all illustrations, figures, and tables are placed within the text at the appropriate points.
  • The text adheres to the stylistic and bibliographic requirements outlined in the Author Guidelines, available in the ‘About’ section under ‘submission’.
  • If submitting to a peer-reviewed section of the journal, the instructions in ‘Ensuring a Blind Review’ have been followed.

Author Guidelines

INTRODUCTION


MED PHOENIX, Journal of National Medical College (JNMC), is an international, peer-reviewed, open-access biomedical journal published biannually online by National Medical College since 2016. It serves as a leading platform for the dissemination of research in medical, dental and allied health sciences, including pharmacology, biochemistry, molecular biology, and molecular medicine, covering various aspects of basic and clinical research.

MED PHOENIX adheres to the publishing ethics guidelines of the International Committee of Medical Journal Editors (ICMJE), Committee on Publication Ethics (COPE), World Association of Medical Editors (WAME), and Council of Science Editors (CSE).

AIMS AND SCOPE

The aim of MED PHOENIX is to increase the visibility and ease of use of open access scientific and scholarly articles, promoting their increased usage and bring positive impact in medical knowledge and research activities. Considering these facts, MED PHOENIX grants the permission to read, copy, print, download, and distribute, search, or link to the full texts of these articles which is available online (www.nmcbir.edu.np) freely.

To ensure wider readership, MED PHOENIX, Journal of National Medical College (JNMC) encourages articles of general interest as well as scientific articles, based on topics relevant to our region. Our journal allows free access (Open Access) on its contents and permits authors to self-archive the final accepted version of the articles.

We accept original scientific research articles, comprehensive reviews, communications, case reports, commentaries, brief reports, viewpoints, book, book chapter and editorial letter containing new insights into medical, dental, and allied health sciences.  The journal is particularly interested in papers related to:

  • Basic and clinical medical sciences
  • Dental sciences and oral health research
  • Medical education and public health
  • Pharmacology, biochemistry, and molecular medicine
  • Healthcare management and hospital administration

 Any attempt at dual publication will lead to automatic rejection, may affect future submissions.

THE EDITORIAL PROCESS 

MED PHOENIX, JNMC values your hard work and aims to publish high-quality research while adhering to COPE, CSE, WAME, ICJME, DOAJ, and OASPA guidelines.  All submissions are acknowledged and reviewed with the understanding that they are exclusive to Medphoenix and have not been submitted, published, or accepted elsewhere.

Initial Screening and Rejection:

All submissions are screened by the editorial team to ensure they fit within the journal’s scope and guidelines. Manuscripts may be rejected at this stage due to:

  • Lack of originality or scientific merit
  • Incorrect formatting or failure to follow submission guidelines
  • Ethical concerns or incomplete documentation (e.g., missing ethical approval)
  • Plagiarism or publication misconduct

 

Peer Review and Final Decision:

Manuscripts that pass the initial screening undergo double-blind peer review by experts. Final rejection may occur due to a lack of originality, flawed methodology, generalized/exaggerated findings not supported by the aims and objectives, unanswered or inadequately addressed peer reviewer comments, plagiarism, publication misconduct, or other related issues.  Following the MED PHOENIX guidelines carefully can significantly reduce the risk of both preliminary and final rejection.

Publication Process and Timelines:

The average time to the first decision is 5-7 days for initial screening and 30-45 days with peer review. Articles submitted to the journal may be automatically declined (auto-pruned) due to incomplete submissions, failure to follow MED PHOENIX format/supplementary document requirements, issues with the submission (e.g., ethical concerns or research misconduct), or loss of contact with the authors. If you haven't received an update within 2-4 weeks of submission, please contact the Medphoenix editorial office via the official email address for all inquiries regarding your submission.  Please do not contact the Editor-in-Chief, editorial team, or MED PHOENIX staff directly via personal email, social media, or phone. This policy ensures that all communication is properly documented and facilitates efficient handling of your submission. MED PHOENIX is committed to publishing the highest standard of articles.

Revision and Acceptance:

Manuscripts with potential but requiring significant revisions will be returned to authors with reviewer comments.  Revised manuscripts must be resubmitted within the specified timeframe. The editorial board holds final authority on acceptance or rejection, considering peer reviews and editorial assessment. Accepted articles undergo copyediting, and galley proofs are sent to the corresponding author for review within 48-72 hours. Failure to meet this deadline may result in publication delays or rejection. 

REPORTING GUIDELINES

The guidelines listed below should be followed where appropriate. Please use these guidelines to structure your article. Completed applicable checklists, structured abstracts and flow diagrams should be uploaded with your submission; these will be published alongside the final version of your paper.

  • ARRIVE guidelines (Animal Research: Reporting of In Vivo Experiments)
  • CARE (for case report)
  • CONSORT Statement (for reporting of randomised controlled trials: please use the appropriate extension to the CONSORT statement, including the extension for writing abstracts)
  • TREND (`for nonrandomized evaluations of behavioural and public health interventions)
  • COREQ (for reporting qualitative research - interviews and focus groups)
  • STARD (for reporting of diagnostic accuracy studies)
  • STROBE (for reporting of observational studies in epidemiology)
  • PRISMA (for reporting of systematic reviews)
  • PRISMA-P (for reporting of systematic review and meta-analysis protocols)
  • MOOSE (for reporting of meta-analyses of observational studies)
  • TREND (Quasi-experimental / non-randomized evaluations)
  • SPIRIT (for reporting protocols for RCTs)
  • STREGA (for reporting of gene-disease association studies)
  • CHEERS (for reporting of health economic evaluations)

The Equator Network (Enhancing the Quality and Transparency Of health Research) provides a comprehensive list of reporting guidelines.

AUTHORSHIP

MED PHOENIX adheres to the policy published and regularly updated by International Committee of Medical Journal Editors (ICMJE). For detailed and updated information please visit - http://www.icmje.org/recommendations/browse/roles-and-responsibilities/defining-the-role-of-authors-and-contributors.html

All authors must fulfil all four authorship criteria, and all individuals who meet these criteria should be listed as authors.

  1. Substantial contributions to the conception or design of the work, or to the acquisition, analysis, or interpretation of data; AND
  2. Drafting the work or critically revising it for important intellectual content; AND
  3. Final approval of the version to be published; AND
  4. Agreement to be accountable for all aspects of the work by ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

Individuals who contributed to the study but do not meet all four authorship criteria listed above should be acknowledged in the acknowledgments section.

The corresponding author of the article has to confirm all individuals listed as authors meet the appropriate authorship criteria, that no qualified authors are omitted, that written authorization has been received from all co-authors, that contributors and all funding sources (for authors and contributors) have been properly acknowledged and that authors and contributors have approved the acknowledgement of their contribution.

The corresponding author is responsible for ensuring that all authors have seen, approved and are fully conversant with the contents of the manuscript. All authors are responsible for the accuracy of the manuscript, including all statistical calculations.

INSTRUCTIONS TO AUTHORS

Manuscripts must be prepared in accordance with "Uniform requirements for Manuscripts submitted to Biomedical Journals" which was developed by the International Committee of Medical Journal Editors (ICMJE). The requirements of MED PHOENIX are summarized below. Authors are requested to check for the latest instructions available prior sending the manuscripts which are also available from the website of the journal (www.nmcbir.edu.np/journal)

Types of manuscripts and word limits

Original Article: These manuscripts present original research. Submitted work must detail scientifically sound experiments and contribute substantial new information to the field. Articles should incorporate the most current and relevant references. The required structure includes an Abstract, Keywords, Introduction, Materials and Methods, Results, Discussion, and Conclusions section. We recommend reviewing the journal website for specific guidelines and templates. We welcome randomized controlled trials, interventional studies, screening and diagnostic test evaluations, outcome studies, cost-effectiveness analyses, case-control series, and surveys with high response rates. Manuscripts should not exceed 4000 words, excluding a maximum of 40 references and a 250-word abstract. 

Review Article: The Journal welcome systemic and non-systemic critical assessments of literature and data sources, with a word limit of 5000 words, excluding 50-100 references and a 250-word abstract.

Case Report: The journal publishes case reports of novel, rare, or clinically significant cases (up to 1000 words,). These reports must include a literature review and highlight unique clinical scenarios such as unexpected associations, rare disease features, or atypical management. Authors must use the CARE Checklist, obtain patient consent, and submit a copy of the consent form. All reports undergo peer review.

Short Communication: These are concise, peer-reviewed articles focusing on a high-quality, hypothesis-driven, self-contained piece of original research and/or the proposal of a new theory or concept based on existing research. They should not be preliminary reports or contain merely incremental data and should be of significance and broad interest to the field of medical sciences. Manuscripts are limited to 2000 words, excluding a maximum of 30 references and a 250-word abstract.

Viewpoint: These articles present personal perspectives, offering authors the opportunity to express their views on health-related issues, particularly those of a controversial nature. Submissions are limited to 800 words, excluding 5-8 references.

Letter to the Editor: These should present concise, definitive observations. They should not report preliminary findings requiring subsequent validation. These are written by the editor or editorial board members and are not open to external authors unless specifically invited. Word limit: 500 words, with a maximum of 5 references.

Guidelines for Images and Tables: For all manuscript categories, the number of tables and images should be kept to a minimum, displaying only indispensable data. Original research articles may include up to 5 tables and 5 images. Each table and image requires a brief, meaningful title. Table titles are to be positioned above the table, whereas image/figure titles/legends should be placed below. Please ensure all tables and images are cited within the text (e.g., Table 2, Fig. 3). Images must be scanned at a minimum resolution of 300 dpi and submitted as TIFF/JPEG file formats. Written consent to reproduce any borrowed materials (illustrations, tables, and photographs) is mandatory.

MANUSCRIPT SUBMISSION

Manuscripts prepared according to the journal's guidelines should be submitted online, along with the following documents. Please review the checklist below before submission.

  1. Cover Letter-Explaining why the manuscript is suitable for publication in Medphoenix. 
  2. Authorship-Including signature of each author listed in the manuscript.
  3. Declaration
  4. Cover (Title) page
  5. Approval Letter from Institutional or National Review Board: All research involving humans and animals must have been approved by the authors' institutional review board or equivalent committee(s), and that board must be named by the authors in the manuscript. For research involving human participants, informed consent must have been obtained or the reason for lack of consent explained, and all clinical investigations must have been conducted according to the principles expressed in the "Declaration of Helsinki". The Methods section of the paper must state about the approval from the board and informed consent.
  6. Letter of Consent (for case reports)

PREPARATION OF MANUSCRIPT

  1. Format

All manuscripts should adhere to the MED PHOENIX format. The manuscript must be typed double-spaced with Times New Roman (Font size 12). A minimum of 25 mm margins should be present. A typical research paper should be organized in the following order: (1) Title page, (2) Abstract and Keywords, (3) Text (Introduction, Materials and Methods, Results, Discussion, and Conclusion), (4) Acknowledgments, (5) Author Contributions, (6) References, ((7) Funding, (8) Conflict of Interest, (9) Data availability and (10) Tables and Figures embedded within the text at their cited locations. All pages should be numbered sequentially at the bottom, starting with the title page as page 1, the abstract as page 2 and so on.

  1. Title page

The title page of the manuscript should include the following information:

  • Type of manuscript (e.g. Original Article, Review Article, Case Report etc.)
  • Title of the article (should be concise and informative). Should identify the main issue and adequately describe the context.
  • The name(s) of the author(s): first name(s) followed by family name(s).
  • The name(s) of the department(s) or institution(s) affiliated to the author(s) such as department, school, institution, address including city and country.
  • Corresponding author's full name, highest academic degree, designation, affiliation, email address, and telephone number (if applicable)
  • Running title (less than 50 characters) indicating major features of the article.
  • Total number of tables and figures/images separately.
  • Word counts for abstract.
  • Word count for Main Body (text only, excluding title, abstract, references, tables, and figure legends)
  1. ABSTRACT

Abstract is advertisement of the manuscript, so it should reflect a brief summary of the manuscript. It should be accurate, specific, engaging, and easily understood. Abstracts must be structured, including Background, Objectives, Methods, Main Findings, and Conclusions. Provide 3-5 keywords in alphabetical order, carefully selected as labels for the manuscript. Abbreviations and references should not be included in the abstract.

  1. TEXT (MAIN BODY)

The main text should be divided into (i) INTRODUCTION (ii) MATERIALS AND METHODS (iii) RESULTS (iv) DISCUSSION (including Limitations) and (V) CONCLUSIONS.

 (i) INTRODUCTION

 Introduction provides a brief context to the readers. It should provide description of the research area and pertinent background information (i.e. the nature of the problem and its significance, and justification for the study), any limitations and the hypotheses tested in the study. This section should also tell scientific readers the reason you have undertaken the study, clarify what your work adds to the existing scientific literature, and make sure that you have sufficiently reviewed literatures to know what has been studied before. The specific aims of the project should be identified along with rationale for the specific experiments and other work performed.

 (ii) MATERIALS AND METHODS

This section should clearly detail the research methodology, encompassing study design, duration, location, sample size and sampling procedures, materials, data collection, protocols, and statistical tools, including software. It must include ethical approval details: approving authority (e.g., IRC), approval date, and approval number (if applicable). In essence, this section should address three key questions: study design, execution, and data analysis. Authors of review article should describe the methods used for locating, selecting, extracting, and synthesizing data.

 (iii) RESULTS

Results should be clear, concise, and easily understood. Present findings in a logical sequence, emphasizing key results first. Utilize a combination of text, tables, and figures, avoiding data repetition. Present data using both numbers and percentages, and include appropriate statistical analyses.

(iv) DISCUSSION (Including limitations)

 This is the most important section of the manuscript and thus, it should be very carefully constructed. While discussing, it should not merely be a repetition of results section. Instead, connect the discussion to the major findings, compare your results with previously published research, and discuss the basic, clinical, and scientific implications of your findings. Suggest avenues for further research.

Study limitations are design or methodological characteristics that influenced the interpretation of your findings. If linking limitations to further research, explain how your study can focus unanswered questions. A core objective of research is not only to discover new knowledge but also to challenge assumptions and explore what remains unknown.

(v) CONCLUSIONS

Conclusion should be succinct. It should provide justification for the work. Link the conclusions with the goals of the study but avoid unqualified statements and conclusions not adequately supported by the data. If the introduction followed a general-to-specific structure, the conclusion should adopt a specific-to-general approach. Furnish the reader with a compelling reflection, perhaps suggesting real-world applications of the study's findings.

  1. Author contribution: For research articles with multiple authors, a brief paragraph detailing each author's specific contributions are required. Use the CRediT taxonomy for term explanations and structure the paragraph as follows: 'Conceptualization, X.X. and Y.Y.; methodology, X.X.; software, X.X.; validation, X.X., Y.Y. and Z.Z.; formal analysis, X.X.; investigation, X.X.; resources, X.X.; data curation, X.X.; writing—original draft preparation, X.X.; writing—review and editing, X.X.; visualization, X.X.; supervision, X.X.; project administration, X.X.; funding acquisition, Y.Y. All authors have read and agreed to the published version of the manuscript.' Authorship must be limited to those who have made significant contributions to the reported work.
  2. Acknowledgements: Those who have helped the authors carry out the study and/ or prepare the manuscript but have not made significant intellectual contribution to deserve authorship must be acknowledged. Mention all applicable grants and other funding that supported the work.
  3. Ethical Statement: For studies involving human subjects, authors must confirm compliance with the ethical standards of the responsible human experimentation committee (institutional or regional) and the Helsinki Declaration of 1975 (revised 2000, available at http://www.wma.net/e/policy/17-c_e.html). Patient anonymity is mandatory, and personal identifiers such as names, initials, and hospital numbers must be excluded, particularly from illustrative materials. For animal studies, authors should provide details on adherence to institutional or national research council guidelines for animal care and use, or any relevant national laws, ensuring that experiments are conducted with humane principles and appropriate use of anesthetics and analgesics. All experimental procedures must align with the guidelines of the CPCSEA (Committee for the Purpose of Control and Supervision of Experiments on Animals) for animal studies and the CIOMS (Council for International Organizations of Medical Sciences) for human studies. A statement confirming ethical committee approval and adherence to these ethical practices must be included in the 'METHODS' section of the manuscript. Manuscripts failing to meet these ethical standards will not be considered. Alternatively, this section can be included in the Materials and Methods.

Institutional Review Board/Committee Statement:

In this section, please include the Institutional Review Board/Committee (IRB/IRC) Statement and approval number for studies involving human or animal subjects. The Editorial Office may request additional details if needed. You should include one of the following statements:

  1. The study was conducted in accordance with the guidelines of the Declaration of Helsinki, and approved by the Institutional Review Board (or Ethics Committee) of [NAME OF INSTITUTE] (protocol code XXX and date of approval).
  2. Ethical review and approval were waived for this study, due to [REASON] (please provide a detailed justification).
  3. “Not applicable” for studies that did not involve human or animal subjects.

   8. Sources of financial support: Authors should clearly and concisely list all entities or individuals providing funding for the work you're describing. This includes grants, sponsorships, personal funds, or any other financial contributions. Be specific, naming the organizations or individuals, and if applicable, include grant numbers or award IDs. If the work was conducted without external funding, you should state "This research received no specific grant from any funding agency in the public, commercial, or not-for-profit sectors. The goal is to provide transparency about the financial backing of your project.  

    9. Data availability: Authors should state whether your data is publicly available, restricted, or available upon request. If public, provide links to repositories or databases. If restricted, explain why and any conditions for access. If available upon request, state who to contact and any necessary procedures. The goal is to clearly and concisely inform readers about the accessibility of your data, enabling them to verify or build upon your findings.

   10. Conflict of interest: Specifically, state if you have received any payments, grants, or benefits related to the research or topic, or if you have any affiliations that could be perceived as influencing your findings or opinions. If no conflicts exist, explicitly state "The authors declare no conflict of interest." Transparency is key to maintaining trust and credibility.

     11. References

Medphoenix adheres to the Citing Medicine style guide, the US National Library of Medicine (NLM) standard for authors, editors, and publishers. Cite references in the text, tables, and legends using Arabic numerals in superscript following/before the punctuation marks; for example, 1, 1–3 or 1,3. In the reference section, references should be numbered consecutively based on their first appearance in the text, not alphabetically.  Refer to the examples below, which are formatted according to the NLM style used in MEDLINE/PubMed database

   I. Journal Article:

NLM Style: Author 1 AB, Author 2 CD. Title of article. Abbreviated Journal Name. Year;Volume(Issue): Page range. DOI number.

Example Smith AB, Jones CD, White EH. The effect of caffeine on sleep patterns. J Sleep Res. 2023;32(2):25-35. doi: 10.1093/sleep/zsac012.

   ii. Book:

NLM Style: Author 1A, Author 2B. Book title. 3rd ed. Publisher Location, Country: Publisher; Year. p. 154-196.

Example: Smith A, Jones B. Human physiology. 3rd ed. New York, NY: McGraw-Hill; 2022. p. 154-196.

iii. Book Chapter:

NLM Style: Author 1A, Author 2B. Title of chapter. In: Editor 1 A, Editor 2 B, eds. Book title. 2nd ed. Volume 3. Publisher Location, Country: Publisher; Year. p. 154-196.

 

Example: Smith A, Jones B. Cardiovascular physiology. In: Smith A, Jones B, eds. Human physiology. 2nd ed. Vol 3. New York, NY: McGraw-Hill; 2022. p. 154-196.

iv. Unpublished Material (Intended for Publication):

NLM Style: Author 1 AB, Author 2 C. Title of unpublished work. J Abbrev Name. Year. (accepted; in press).

Example: Smith AB, Jones C. The impact of diet on cardiovascular health. J Am Heart Assoc. 2023. (accepted; in press)

v. Conference Proceedings:

NLM Style: Author 1 AB, Author 2 CD, Author 3 EF. Title of presentation. In: Title of collected work, Proceedings of the Name of the Conference, Location of Conference, Country, Date of Conference; Editor 1, Editor 2, eds. Publisher: City, Country; Year. Abstract number (optional). p. Page1-Page2 (optional).

Example: Smith AB, Jones CD, Doe EF. The impact of diet on cardiovascular health. In: Proceedings of the American Heart Association Scientific Sessions, Chicago, IL, USA, November 1-3, 2023; Smith A, Jones B, eds. American Heart Association: Dallas, TX, USA; 2023. Abstract 123. p. 10-12.

vi Thesis:

NLM Style: Author 1 AB. Title of thesis. Degree. Degree-Granting University; Location of University. Year.

Example: Smith AB. The impact of diet on cardiovascular health. PhD dissertation. University of California, Los Angeles; Los Angeles, CA, USA. 2023.

vii. Website:

NLM Style: Title of site. Available online at: URL. Accessed 2023 January 1.

Example: National Institutes of Health (NIH). Available online at: https://www.nih.gov/. Accessed 2023 January 1.

viii. Archived Website:

NLM Style: Title of site. URL. Archived 2023 January 1.

Example: National Institutes of Health (NIH). https://www.nih.gov/. Archived 2023 January 1.

Note:

If there are six or fewer authors in a manuscript, do not use "et al."

If there are more than six authors, list the first six authors followed by "et al."

  1. Tables/Illustrations

 Tables: Each table should be typed on a separate, double-spaced page. Tables must not be submitted as photographs. Number tables consecutively in the order they are first cited in the text. Label each table at the top with its number and a brief title. Place any explanatory matter in footnotes, indicated by symbols. Include relevant statistical measures (e.g., Mean ± SEM, Mean ± SD, p-values) within the table.

Figures: Figures should be professionally drawn with a high data-to-ink ratio and avoid 3D representations. Photographs/images must be sharp, high-contrast, and typically in black and white (5x7 inches). However, Histochemistry/Immunohistochemistry and other biomolecular results images should be in colour. Letters, numbers, and symbols should be clear, uniform, and sufficiently sized for legibility after reduction. Provide a title and detailed explanation in the figure legend, not on the figure itself. Label each figure at the bottom with its number. Do not use paper clips on figures. Photographs of individuals must not be identifiable unless accompanied by written permission. Number figures consecutively in the order they are first cited in the text. Images should have a minimum resolution of 300 dpi.

  1. Units of Measurements: Measurements of length, height, weight and volume should be reported in metric units. Temperature should in degree Celsius.
  2. Abbreviations: Standard abbreviations only should be used. Abbreviations are to be avoided in the Title and Abstract, as well as upon their first appearance in the manuscript.
  3. Reprints: Reprints can be done after only the permission of Editorial Board. Following the request of author(s).

TEMPLATES
The majority of the submitted manuscript lack proper formatting, on the top of that heading and subheading, is not correctly written. Therefore, we encourage you to use appropriate template for your manuscript.

  1. Original Article Template
    2. Case Report Template
    3. Review Article Template
    4. Medical Education Template
    5. Viewpoint Template
    6. Editorial Letter Template

Please go through MED PHOENIX checklist and reference and prepare a document for your manuscript submission. However, we use CITING MEDICINE (NLM) style for citation. Incorrect reference and erroneous citation will invalid your paper at MED PHOENIX.

MUST HAVE INFORMATION

To minimize article rejection or requests for revision, please follow these guidelines: 

  1. All the documents have to be submitted at once (as listed above).
  2. Please use the template for your respective manuscript to avoid error in the heading and subheadings.
  3. Please address all the point described in the Medphoenix checklist, references and manuscript preparation guidelines etc.
  4. Please do not submit the article that we do not publish (Check journal scope, author guideline for a different type of article we accept).
  5. If you have difficulty working on the computer or not good at it particularly Microsoft word document, please seek a professional help to prepare your manuscript according to our need.
  6. Email is the preferred method of communication. Please check your email daily after submitting your article. We will update you on your article's status via email to the address you provided. We may also contact you for urgent information to accelerate the review process.
  7. Please do not contact editorial members via personal telephone numbers. For inquiries, contact MED PHOENIX. You can reach us anytime via email at medphoenix@nmcbir.edu.np  To ensure prompt assistance, please provide all required information as listed on this page.

CHECK LIST

While submitting your manuscript to MED PHOENIX, please make sure you have submitted following documents:

  1. Cover Letter
  2. Authorship
  3. Declaration
  4. Manuscript with Title page
  5. Ethical Approval Letter 
  6. Consent letter (Case Report)

Cover Letter

  • How your work aligns with this journal's scope?
  • Signed by all contributors
  • Previous publication / presentations mentioned if any
  • Source of funding mentioned
  • Conflicts of interest disclosed

Authors

  • Complete author information
  • Author for correspondence, with e-mail and tel. no.
  • Identity not revealed in paper except title/cover page (e.g. name of the institute in material and methods, citing previous study as ‘our study’, names on figure labels, name of institute in photographs, etc.)

Language and grammar

  • The journal follows British English spelling and grammar. Authors should ensure consistency throughout their manuscript.
  • Abbreviations spelt out in full for the first time
  • Numerals from 1 to 10 spelt out
  • Numerals at the beginning of the sentence spelt out

Tables and figures

  • Number within specified limits.
  • No repetition of data in tables/graphs and in text
  • Actual numbers from which graphs drawn, provided
  • Figures necessary and of good quality (Minimum 300 dpi in colour)
  • Table and figure numbers in Arabic letters (not Roman)
  • Labels pasted on back of the photographs (no names written)
  • Figure legends provided (not more than 50 words)
  • Patients’ privacy maintained (if not, written permission enclosed)
  • Credit note for borrowed figures/tables provided

Article Processing/Publication Fees

Medphoenix does not charge authors any submission, processing, or publication fees.

Open Access Policy

This journal provides immediate open access to its content on the principle that making research freely available to the public supports a greater global exchange of knowledge.

Privacy Statement

Nepal Journals Online (NepJOL) is a member of the Ubiquity Partner Network coordinated by Ubiquity Press. According to the EU definitions, NepJOL is the data controller, and Ubiquity Press are the service providers and data processors. Ubiquity Press provide the technical platform and some publishing services to NepJOL and operate under the principle of data minimisation where only the minimal amount of personal data that is required to carry out a task is obtained.

More information on the type of data that is required can be found in Ubiquity Press’ privacy policy below.

Ubiquity Press Privacy Policy

We take seriously our duty to process your personal data in a fair and transparent way. We collect and manage user data according to the following Privacy Policy. This document is part of our Terms of Service, and by using the press portal, affiliated journals, book, conference and repository websites (the “Websites”), you agree to the terms of this Privacy Policy and the Terms of Service. Please read the Terms of Service in their entirety, and refer to those for definitions and contacts.

What type of personal data do we handle?

There are four main categories of personal data stored by our journal platform, our press platform, and our book management system; Website User data, Author data, Reviewer data and Editor data.

The minimum personal data that are stored are:

  • full name
  • email address
  • affiliation (department, and institution)
  • country of residence

Optionally, the user can provide:

  • salutation
  • gender
  • associated URL
  • phone number
  • fax number
  • reviewing interests
  • mailing address
  • ORCiD
  • a short biography
  • interests
  • Twitter profile
  • LinkedIn profile
  • ImpactStory profile
  • profile picture

The data subjects have complete control of this data through their profile, and can request for it to be removed by contacting info@ubiquitypress.com

What do we do to keep that data secure?

We regularly backup our databases, and we use reliable cloud service providers (Amazon, Google Cloud, Linode) to ensure they are kept securely. Backups are regularly rotated and the old data is permanently deleted. We have a clear internal data handling policy, restricting access to the data and backups to key employees only. In case of a data breach, we will report the breach to the affected users, and to the press/journal contacts within 72 hours.

How do we use the data?

Personal information is only used to deliver the services provided by the publisher. Personal data is not shared externally except for author names, affiliations, emails, and links to ORCiD and social media accounts (if provided) in published articles and books which are displayed as part of the article/book and shared externally to indexes and databases. If a journal operates under open peer review then the reviewer details are published alongside the reviewer details.

How we collect and use your data:

1. When using the website

1.1 what data we collect

  • When you browse our website, we collect anonymised data about your use of the website; for example, we collect information about which pages you view, which files you download, what browser you are using, and when you were using the site.
  • When you comment on an article or book using Disqus, we are not collecting, controlling or processing the data. More details on the DISQUS privacy policy can be found on their website.
  • When you annotate an article or book, this is done via a 3rd party plugin to the website called Hypothes.is. In using this plugin we are not collecting, controlling or processing the data. More details on the Hypothes.is privacy policy can be found on their website.

1.2 why we collect the data

  • We use anonymised website usage data to monitor traffic, help fix bugs, and see overall patterns that inform future redesigns of the website, and provide reports on how frequently the publications on our site have been accessed from within their IP ranges.

1.3 what we do (and don’t do) with the data

  • We do not collect personal information that can be used to identify you when you browse the website.
  • We currently use Google Analytics for publication reports, and to improve the website and services through traffic analysis, but no personal identifying data is shared with Google (for example your computer’s IP is anonymised before transmission).

1.4 what to do if you want to get a copy of your data, or want your data to be removed

  • Please contact info@ubiquitypress.com to request a copy of your data, or for your data to be removed/anonymised.

2. When registering as an author, and submitting an article or book

2.1 what data we collect

  • When registering an account we ask you to log in and provide certain personal information (such as your name and email address), and there is the option to register using an ORCiD which will pre-fill the registration form.
  • As part of submitting an article for publication, you will need to provide personally identifying information which will be used for the peer review process, and will be published. This can include ‘Affiliation’, ‘Competing interests’, ‘Acknowledgements’.

2.2 why we collect the data

  • Registering an account allows you to log in, manage your profile, and participate as an author/reviewer/editor. We use cookies and session information to streamline your use of the website (for example in order for you to remain logged-in when you return to a journal). You can block or delete cookies and still be able to use the websites, although if you do you will then need to enter your username and password to login. In order to take advantage of certain features of the websites, you may also choose to provide us with other personal information, such as your ORCiD, but your decision to utilize these features and provide such data will always be voluntary.
  • Personal data submitted with the article or book is collected to allow follow good publication ethics during the review process, and will form part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.

2.3 what we do (and don’t do) with the data

  • We do not share your personal information with third parties, other than as part of providing the publishing service.
  • As a registered author in the system you may be contacted by the journal editor to submit another article.
  • Any books published on the platform are freely available to download from the publisher website in PDF, EPUB and MOBI formats on the publisher’s site.
  • Any personal data accompanying an article or a book (that will have been added by the submitting author) is published alongside it. The published data includes the names, affiliations and email addresses of all authors.
  • Any articles published on the platform are freely available to download from the publisher website in various formats (e.g. PDF, XML).
  • Ubiquity Press books and articles are typeset by SiliconChips and Diacritech.This process involves them receiving the book and book associated metadata and contacting the authors to finalise the layout. Ubiquity Press work with these suppliers to ensure that personal data is only used for the purposes of typesetting and proofing.
  • For physical purchases of books on the platform Ubiquity Press use print on demand services via Lightning Source who are responsible for printing and distribution via retailers. (For example; Amazon, Book Repository, Waterstones). Lightning Source’s privacy policy and details on data handling can be found on their website.

2.4 why we store the data

  • We store the account data so that you may choose to become a reviewer and be able to perform those tasks, or to become an author and submit an article and then track progress of that article.
  • Published personal data that accompanies an article or a book forms part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.

2.5 what to do if you want to get a copy of your data, or want your data to be removed

  • You are able to view, change and remove your data associated with your profile. Should you choose to completely delete your account, please contact us at support@ubiquitypress.com and we will follow up with your request as soon as possible.
  • To conform to publication ethics and best practice any personal data that is published alongside an article or book cannot be removed. If you have a query about a publication to which you are attributed please contact info@ubiquitypress.com

3. When registering as a reviewer

3.1 what data we collect

  • To become a reviewer you must first register as a user on the website, and set your preference that you would like to be considered as a reviewer. No new personal data is collected when a registered user elects to become a reviewer.
  • When registering an account we ask you to log in and provide certain personal information (such as your name and email address), and there is the option to register using an ORCiD which will pre-fill the registration form.
  • Reviewers can also be registered by editors who invite them to review a specific article. This requires the editor to provide the reviewer’s First Name, Last Name, and Email address. Normally this will be done as part of the process of inviting you to review the article or book.
  • On submitting a review, the reviewer includes a competing interest statement, they may answer questions about the quality of the article, and they will submit their recommendation.

3.2 why we collect the data

  • The data entered is used to invite the reviewer to peer review the article or book, and to contact the reviewer during and the review process.
  • If you submit a review then the details of your review, including your recommendation, your responses to any review form, your free-form responses, your competing interests statement, and any cover letter are recorded.

3.3 what we do (and don’t do) with the data

  • This data is not shared publicly and is only accessible by the Editor and system administrators of that journal or press.
  • The data will only be used in connection with that journal or press.
  • Data that is retained post final decision is kept to conform to publication ethics and best practice, to provide evidence of peer review, and to resolve any disputes relating to the peer review of the article or book.
  • For journals or presses that publish the peer reviews, you will be asked to give consent to your review being published, and a subset of the data you have submitted will become part of the published record.

3.4 what to do if you want to get a copy of your data, or want your data to be removed

  • If you would no longer like to be registered as a reviewer you can edit your profile and tick the box ‘stop being a reviewer’. This will remove you from the reviewer database, however any existing reviews you may have carried out will remain.
  • If you have been contacted by an editor to peer review an article this means that you have been registered in the system. If you would not like to be contacted for peer review you can reply to the email requesting that your data be deleted.

4. When being registered as a co-author

4.1 what data we collect

  • Co-author data is entered by the submitting author. The submitting author will already have a user account. According to standard publishing practice, the submitting author is responsible for obtaining the consent of their co-authors to be included (including having their personal data included) in the article/book being submitted to the journal/press.
  • The requested personal data for co-authors are at the bare minimum; first name, last name, institution, country, email address. This can also include; ORCID ID, Title, Middle Name, Biographical Statement, Department, Twitter Handle, Linkedin Profile Name or ImpactStory ID.

4.2 why we collect the data

  • Assuming that it is accepted for publication, this data forms part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.
  • Author names, affiliations and emails are required for publication and will become part of the permanent cited record.

4.3 what we do (and don’t do) with the data

  • The co-author’s personal data is stored in the author database. This personal data is only used in relation to the publication of the associated article.
  • Any co-author data collected is added to the author database and is only used in association with the article the user is co-author on.

4.5 what to do if you want to get a copy of your data, or want your data to be removed

  • To receive a copy of your data, please contact info@ubiquitypress.com
  • To conform to publication ethics and best practice any personal data that is published alongside an article or book cannot be removed. If you have a query about a publication to which you are attributed please contact info@ubiquitypress.com

5. When signing-up to receive newsletters

5.1 what data we collect

  • We require you to include your name and email address

5.2 why we collect and store the data, and for how long

  • This data would be collected to keep you updated with any news about the platform or specific journal

5.3 what we do (and don’t do) with the data

  • We use mailchimp to provide our mailing list services. Their privacy policy can be found here

5.4 what to do if you want to get a copy of your data or want your data to be removed

  • All emails sent via our newsletter client will include a link that will allow you to unsubscribe from the mailing list

Notification about change of ownership or of control of data

We may choose to buy or sell assets. In the case that control of data changes to or from Ubiquity Press and a third party, or in the case of change of ownership of Ubiquity Press or of part of the business where the control of personal data is transferred, we will do our best to inform all affected users and present the options.

(Updated: 18 May 2018)