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Republic of the Philippines Department of Health CENTER FOR HEALTH DEVELOPMENT-CARAGA Butuan City

17th years of ensuring that all Filipinos, especially the disadvantaged group in CARAGA have equitable access to health care through the Kalusugan Pangkalahatan which promotes equity in health through the provision of a full financial protection and improvement of access to priority health programs and quality hospital care especially for the poor.


TABLE OF CONTENTS Foreword - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 2 History - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3 Past & Present Regional Directors - - - - - - - - - - - - - - - - - - - - - - - - 4 Vision and Mission - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5 Citizen’s Charter - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 6 Process Flow of Transactions - - - - - - - - - - - - - - - - - - - - - - - - - 7-27 Kalusugan Pangkalahatan (KP) - - - - - - - - - - - - - - - - - - - - - - - -

28

Organizational Structure - - - - - - - - - - - - - - - - - - - - - - - - - - - -

29

Chapter I : Organizational Functions/ Services - - - - - - - - - - - - 30-43 Chapter II : Facilities and Equipment - - - - - - - - - - - - - - - - - -

44-47

Chapter III : Administrative Procedures - - - - - - - - - - - - - - - - - 48-50 Chapter IV : Preparation of Disbursement Voucher - - - - - - - - - 51-52 Chapter V : Checklist of Supporting Documents - - - - - - - - - - - 53-63 Chapter VI : Internal Control Procedures for Payment of Claims – 64-67 Chapter VII: Procurement System - - - - - - - - - - - - - - - - - - - - - 68-100 Roles & Responsibilities in the conduct of Training - - - - - - - - 101-104 DOH Hymn - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

105

Panunumpa sa Watawat - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 106 Panunumpa ng Kawani ng Gobyerno - - - - - - - - - - - - - - - - - - - DOH-CHD CARAGA HANDBOOK

107 Page 2


FOREWORD This service guide is conceived as a tool for government and nongovernment workers, POs and NGOs for health, Local Government Units and the public seeking health service assistance. It represents the DOHCenter for Health Development - Caraga that puts premium in the delivery of quality services through Kalusugan Pangkalahatan. It is aimed to contribute in strengthening the access of the public to DOH CHD- Caraga as government institution for quality health information. It contains the brief history and background of the institution, the organizational structures and services rendered as well as the administrative, financial and procurement policies and procedures designed for an efficient and immediate disposition of our mission to the public. Though primarily designed to provide accurate information of the policies and procedures, this Service Guide will also prove to be useful as a reference in the everyday dealing with our personnel which will ultimately redounds for the benefit of our costumers. This could not have been possible without the help of a great number of personnel in this Center. It is a useful management instrument to all the CHD - Caraga personnel in providing assistance and excellent quality service achievable to the best interest in public health service.

ARIEL I. VALENCIA, MD, MPH, CESO III Director IV

DOH-CHD CARAGA HANDBOOK

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HISTORY

The DOH CENTER FOR HEALTH DEVELOPMENT - CARAGA Butuan City On February 23, 1995, His excellency Fidel V. Ramos approved Republic Act 7901 creating Region 13, the Caraga Administrative Region. Many people wonder what does the name CARAGA stand for. Its history can be traced back to the 15th century when “Kalagans” were discovered by explorers. The Kalagans were believed to be of Visayas origin, in one of the three districts of Mindanao. The name was derived from two Visayan words: “Kalag” for soul or people, and “An” for land. They had a long history of being brave and fearless people, that, early chroniclers called the region the “Land of the Brave and Fierce People”. Kalagans were later called by the Spaniards as “Caragans”, from which the word Caraga was derived. They occupied the district composed of the provinces of Surigao, Northern part of Davao Oriental and the Eastern Misamis Oriental. The two Agusan provinces were then organized under the Administrative jurisdiction of Surigao. Agusan became independent as a province in 1914. In 1960, Surigao was divided into Norte and Sur, and in June 1967, Agusan followed suit. Butuan became a Chartered City in 1950 by virtue of Republic Act 523. Initially, it was composed of four provinces, three cities, seventy municipalities and 1,306 barangays. Agusan del Norte, Agusan del Sur, Surigao del Norte and the cities of Butuan and Surigao were once part of Region X, Northern Mindanao, while Surigao del Sur and Bislig City were part of Region XI. At present, Caraga region has five provinces, 6 cities, namely Agusan del Norte, Agusan del Sur, Surigao del Sur, Surigao del Norte and Dinagat Province and the cities were, Butuan City, Surigao City, Bislig City, Tandag City Bayugan City and Cabadbaran City. The Regional Field Health Office of Caraga was organized in July 5, 1995 pursuant to R.A. 7901 of February 23, 1995. The Center for Health Development - Caraga serves as the regional technical authority on health, one that will ensure the highest achievable standards on quality health care, health promotion and health protection from which the LGUs, NGOs, other private organizations and individual members of civil society will anchor their health programs and strategies.

DOH-CHD CARAGA HANDBOOK

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PAST & PRESENT REGIONAL DIRECTORS

USEC Nemesio T. Gako, MD, MPH

1995 initial operation

Rodrigo C. Go, MD, MPH

1995 to March 1997

Dolores C. Castillo, MD,MPH,CESO III

1997 to Dec. 1999

Charito A. Awiten, MD,MPH, CESO III

2000 to 2004

Hendry D. Plaza, MD, MPH

2004 (2 months OIC)

Brenda B. A. Lopez, MD,MPH,CESO III

2004 to Jan. 2007

Aristedes M. Tan, MD, MPH, CESO III

February 2007

Leonita P. Gorgolon, MD,MHA,MCHM,CEO VI 2007 to March 2012 Ariel I. Valencia, MD, MPH, CESO III

March 2012 to Present

DOH-CHD CARAGA HANDBOOK

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Vision “Champion in Accelerating Reforms for the Attainment of a Guaranteed and Accessible Health Care Services” Mission “The Center for Health development – Caraga is Committed to provide a responsive and sustainable quality health care services especially the marginalized sector in partnership with all stakeholders” Thrusts Better Health Outcome More Responsive Health System Equitable Health Care Financing Values C – Compassionate A – Accountable RResponsible AAchiever G– God fearing AAccessible

DOH-CHD CARAGA HANDBOOK

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CITIZEN’S CHARTER Service Pledge We, the officials and employees of Center for Health Development in Caraga pledge and commit to deliver quality public service as promised in this CHDCaraga Citizen’s Charter. Specifically, we will; Serve with Integrity Be prompt and timely Display procedures, fees and charges Provide adequate and appropriate information Be consistent in applying rules Provide feedback mechanism Be polite and courteous Demonstrate sensitivity and appropriate behavior and Professionalism Wear proper uniform and identification Be available during office hours Respond to complaints Provide comfortable waiting area Treat everyone equally Signed by: Officials and Employees DOH-CHD CARAGA HANDBOOK

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PROCESS FLOW OF TRANSACTIONS Procedure for Complaints/Recommendations/Inquiries/Suggestions Step 1

Activity

Responsible officer/Employee

Member of the public submits Regional Director the

complaint,

recommendation, inquiry, or ARIEL I. VALENCIA,MD, MPH, suggestion in person, by txt, by

CESO III

phone call, by e-mail, or by mail 2

Acknowledges receipt of report

Receiving staff member/PACU MR. ANDRES ATREGENIO

3

Notifies concerned person on

Officer in Step 1

action taken THE DOH CHD CARAGA MAY BE CONTACTED AT Telephone Landline Nos. (085) 225-2970 Telefax (085) 342-5208 (local 116) (085)341-3579

DOH-CHD CARAGA HANDBOOK

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Process of handling complaints filed against officers and employees of Centers for Health Development lower than CHD Assistant Director (DOH A.O. 2009-0019, dated 10/30/09) Step

Activity

1

Complaint received by the Regional Director

2

Initial evaluation of complaint (CHD Director) within 24 hours

Responsible Officer/Employee Regional Director ARIEL I. VALENCIA, MD,MPH,CESO IV

from receipt by the CHD Director 

With no verifiable information, complaint will be forwarded to Internal Affairs Board or SubCommittee on Deterrence for reporting to Integrity Development Committee

Fact Finding Committee Integrity Development Committee

With verifiable information but not under oath, the CHD Fact Finding Committee with 1 IDC member as member of the FFC. FFC should be composed of at least 3 members with one member serving as the chair.

If complaint is under oath- proceed to preliminary investigation.

3

Preliminary Investigation (CHD Legal Officer) 

CHD Legal Officer

If no prima facie case-recommend dismissal of complaint within 7 days from receipt by the Legal Officer

With prima facie case – recommend filing of a formal charge within 30 days from receipt by the Legal Officer of the last responsive pleading.

4

Approval of Appropriate Action (CHD Director)

5

Hearing of the Case

6

Approval of the decision (CHD Director) – within 7 calendar

CHD Regional Director CHD Hearing Committee

days from submission of recommendation by the Hearing Committee 

Motion for recommendation may be filed with the Office of the CHD Director within 15 days from receipt by the respondents of the decision

7

Appeal (Secretary of Health) 

Appeal may be filed within 15 days from receipt of the denial of the motion for reconsideration

The penalty of dismissal from the service, shall only

Secretary of Health

take effect upon approval of the decision of the Secretary of Health

DOH-CHD CARAGA HANDBOOK

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COMPLEX PROCEDURE: ISSUANCE OF THE CERTIFICATE OF NEED (CON) BY THE CENTERS FOR HEALTH DEVELOPMENT STEP

1

ACTIVITY

FEE

NECES-

REQUIRED

MAXI-

RESPONSIBLE

SARY

DOCU-

MUM

OFFICER/

FORM

MENTS

TIME

EMPLOYEE

Evaluates application

Please refer

Designated

form and documents

To list in

OSS

for completeness and

1 page

CHD

30 min

secretariat

issues order of

CON

Citizen’s

Engr. Sarah

payment if complete

form

charter

Jean L. Jumamoy & Other Regulatory Officers (RO)

2

Receives payment

P2000

Order of payment

Cashier 5 min

Ms. Elsie M. Bonocan

3

Receives complete

Designated

application form and

5 min

documents

OSS Secretariat Engr. Sarah Jean L. Jumamoy & other ROs

4

Notifies applicant of

CON

disapproval or

30 DAYS

approval and release

committee FLORMINDA

of CON

B. TEJANO, DPA, PhD

DOH-CHD CARAGA HANDBOOK

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COMPLEX PROCEDURE: ISSUANCE OF THE PERMIT TO CONSTRUCT (PTC) BY THE CENTERS FOR HEALTH DEVELOPMENT STEP

ACTIVITY

FEE

NECES-

REQUIRED

MAXI-

RESPONSIBLE

SARY

DOCUMENTS

MUM

OFFICER/EMPLOYEE

FORM 1

Evaluates

1 page

application

PTC

form and

FORM

documents

TIME 1. CON cert. 2. Floor

Plan

Designated OSS

min.

secretariat

(3 sets) for

Engr. Sarah Jean L.

CO,

Jumamoy & other

CHD,

for

client

completeness

3. DTI/SEC

and issues

Cert.

order of

30

Regulatory Officers

4. AO

payment if complete 2

Receives

L1=1500

Order of

payment

L2=2000

payment

5 min

Cashier Ms. Elsie M. Bonocan

L3=2500 L4=3000 3

Receives PTC

5 min

application

Designated OSS secretariat Engr. Sarah Jean L. Jumamoy & other Regulatory Officers

4

Notifies

5 days

HFERC

applicant of

Florminda B.

disapproval

Tejano, DPA, PhD

or approval And release of PTC

DOH-CHD CARAGA HANDBOOK

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K. COMPLEX PROCEDURE: PROCUREMENT OF GOODS STE

ACTIVITY

FEE

P

NECESSARY

REQUIRED

MAXIMU

RESPONSIBL

AL-

ACCEPTABLE

FORMS

DOCUMENTS

M TIME

E OFFICER/

LOW

REASONS

EMPLOYEE

A BLE EXTENSI ON

1

2

Issues notice

Depends

Downloadabl

BAC

of payment

on the

e in Philgeps

for purchase

fee

of Bid

schedul

Documents

e

Receives

Depends

payment

on the

Order of

Official

fee

Payment

Receipts

Bid

5 minutes

Documents

Secretariat Ms. Jenalyn C. Reveche

Cashier 5 minutes

Ms. Elsie M. Bonocan

schedul e 3

Conducts

12

Pre-Bid

Attendance

Conference

Sheets

(Mandatory

None

calendar Bidding

days

BAC Chair

Documents

before the

Florminda B.

for contracts

Minutes

deadline

Tejano, DPA,

with ABCs of

Pre-bid

for

PhD

at least

Conference

submission

P1million

and

and optional

opening of

for other

bids

situations) 4

Conducts

Checklist of

All

public

documentary

documentary

requirements

requirements

1 day

BAC Chair

(submission

Minutes of

, i)

(includes

Florminda B.

declared

and opening

the opening

eligibilitydocs

eligibility

Tejano, DPA,

“INELIGIBLE”

of bids)

of bids

; legal, tech-

check)

PhD

Attendance

Nical and

sheet

financial, ii)

Notice of

technical

opening of

proposal and

bidding

None

3 cd

DOH-CHD CARAGA HANDBOOK

Prospective bidder who was

has 3 cd within which to file a motion for reconsideration .

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bids

iii) financial

Abstract of

proposal

7 cd

Bids

BAC has 7 cd to respond

5

Bid

Bid

Evaluation

Proposals

TWG

Issues notice

21

BAC

of award and

calendar

Secretariat

informs the

days after

Ms. Jenalyn

winning

bid

C. Reveche

bidder to

opening

1 cd

3 cd

submit necessary documents for DOH

7 cd

preparation of PO/Contract 6

Receives documentary requirement s submitted

BAC 5 minutes

Secretariat

by winning

Ms. Jenalyn

bidder for

C. Reveche

DOH PO/ contract preparation 7

Issues the

49

BAC

Contract/PO

calendar

Secretariat

and the

days after

Ms. Jenalyn

Notice to

bid

C. Reveche

Proceed

opening

DOH-CHD CARAGA HANDBOOK

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L. PROCUREMENT FOR CIVIL WORKS/INFRASTRUCTURE STE

ACTIVITY

FEE

P 1

Receives

Depend

NECESSARY

MAXIMUM

REQUIRED

RESPONSIBL

FORMS

TIME

DOCUMENT S

BAC

Application

7 calendar

Letter of

ALLOWABL

ACCEPTABLE

E OFFICER/

E

REASONS

EMPLOYEE

EXTENSION

the

s on the

for

days after last

Intent and

Secretariat

supplier’s

fee

eligibility

day of

Eligibility

Ms. Jenalyn C.

Letter of

schedul

advertisement/

doc reqt’s;

Reveche

Intent and

e

Posting of

legal,

IAEB

technical and

Application for

financial

Eligibility 2

Receives

Depend

Order of

payment

s on the

payment

5 minutes

None

Cashier Ms. Elsie M.

fee

Bonocan

schedul e 3

Notifies

10 calendar

suppliers

days after last

who passed

day of

the

advertisement

eligibility

/ posting of

check and

IAEB

are allowed to purchase bid documents 4

Issues

Depend

5 minutes

None

BAC

notice of

s on the

Secretariat

payment

fee

Ms. Jenalyn C.

for

schedul

Reveche

purchase of

e

Bid Documents 5

Receives

Depend

Order of

payment

s on the

Payment

5 minutes

None

Cashier Ms. Elsie M.

fee

Bonocan

schedul e 6

Conducts

None

12 calendar days

Bidding

BAC

Document

Florminda B.

Pre-Bid

before the

Conference

deadline for

Tejano, DPA,

(Mandatory

submission and

PhD

for contracts

opening of bids

with ABC’s of at least P1M

DOH-CHD CARAGA HANDBOOK

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and optional for other situations)

7

Conducts

None

3 cd

Prospective

Checklist of

1 day for ABC

All

BAC

public

documentary

costing P50M

documentary

Florminda B.

bidding

requirement

and below; 16

requirements,

Tejano, DPA,

(submission

s

calendar days

i) technical

PhD

and opening

Minutes of

after bid opening

proposal and

of bids)

the Opening

ii) financial

BAC Secretariat

issues notice

of bids

proposal

Ms Jenalyn C.

which to file a

of award and

Attendance

Reveche

motion for

informs the

sheet

winning

Notice of

bidder to

Opening of

submit

Bids

necessary

Abstract of

documents

bids

bidder who was declared 7 cd

“INELIGIBLE” has 3 cd within

reconsideratio n 1 cd

BAC has 7 CD to respond

for DOH preparation of PO/Contract

8

For ABC costing

BAC

above P50M – 21

Florminda B.

calendar days

Tejano, DPA,

after bid opening

PhD

3 cd

BAC Secretariat Ms Jenalyn C. Reveche

9

Recees

5 minutes

BAC Secretariat

documentary

Ms. Jenalyn C.

requirement

Reveche

s submitted by winning bidder for DOH PO/ Contract preparation

10

Issues the

For ABC costing

BAC Secretariat

Contract/ PO

P50M and below-

Ms. Jenalyn C.

and the

33 cd after bid

Reveche

Notice to

opening

Proceed

For ABC costing above P50M – 49 calendar days bid opening

DOH-CHD CARAGA HANDBOOK

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FRONTLINE SERVICE: RECRUITMENT PROCEDURE FOR SERVICE CUSTOMERS

Ste

Activity

Fee

p

Necessary

Documentary

Maximum

Responsible

Allowable

Forms

Requirements

Time

Officer/Employ

period of

ee

extension & Acceptab le Reason

1.

2

Publication

non

of vacancies

e

Receives

Resume/CS

Copy of CSC

application

C Form

eligibility/PRC

with

212-

license, Diploma,

necessary

Personal

Transcript of

documents

Data Sheet

Records,

for initial

Certificate of

screening

training/Experien

10 days

HRMO III

10 minutes

HRMO III/ HRM assistant

ce, Application Letter 3

Conducts

5 days after

HRMO III or

qualifying

completion of

HRM Assistant

examination

evaluation of

for pre-

all applicants

1 week

screened applicants 4

Informs

Job Related

1 week after

HRMO III &

concerned

Recruitment

completion of

HRM Assistant

applicants

Forms

initial

of the result

interview &

of their

exam of all

exam and

applicants

the date of their panel interview 5

Conducts

1 week after

PSB & HRMO

Character

the panel

III

Investigatio

interview

n of qualified applicants

DOH-CHD CARAGA HANDBOOK

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6

Integration

Comparativ

5 days after

PSB & HRMO

& Evaluation

e

the conduct of

III

of PSB-

Assessmen

character

Comparative

t Form

investigation

Assessment Report submitted to RD 7

Appointed

1 week after

Authority

receipt of

decides

recommendati

based on list

on from PSB

RD & HRMO

recommend ed by PSB

DOH-CHD CARAGA HANDBOOK

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FLOW OF APPLICATION AS BASE/ AFFILIATING INSTITUTION (1)

School

(2)

(Submit Requirement)

(6) Release to

Hospital (Screens school & other health facilities and issues contract)

(3) forwarded to

(4) Forwarded to

RCATS (screens school & recommends approval)

(5) Release upon approval

DOH-CHD CARAGA HANDBOOK

Secretary of Health thru Authorize Representative (Undersecretary of Health, Assistant Secretary of Health & Regional Director)

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PROCESS FLOW OF TRANSACTIONS (Renewal of Certificate of Embalmers/Massage Therapists)

HRDU Applicant submits requirements for renewal of license. Evaluates for completeness & validity

Incomplete

Back to applicant

Done Immediately Complete

HRDU (within a week) License-issues CEMT/CEUE Form 4- A - Applicant accomplishes & together with all the documents, submits for processing - Documents submitted to Director’s Office for approval

HRDU (1 week)

Director’s Office Approves renewal certificate of Embalmer/ Massage

DOH-CHD CARAGA HANDBOOK

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MEDICAL DEVICE FLOWCHART

Client Submit Requirements

Evaluation of Documents

Inspection of Establishment

Inspection Report Preparation

Inspection Report to CHD Caraga

Bureau of Health Device and Technology (BHDT)

Food and Drug Administration (FDA)

CHD Caraga Client DOH-CHD CARAGA HANDBOOK

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ONE STOP SHOP LICENSING PROCESS FLOW INITIAL APPLICATION FOR HOSPITAL LICENSE

Client con at the CHD

CHD Committee Evaluates

CON not Issued

CON Issued

Client applies For PTC at CHD

CHD Checks for Completeness And submit to C.O

CHD HFERC Evaluates and makes Recommendation

CHD Director Approves/disapproves (HFEP) PTC Disapproved Clients make changes and re-applies (HFEP)


ONE STOP SHOP LICENSING PROCESS FLOW Renewal of License to Operate (LTO)

Client applies for Renewal of LTO/ Submits documentary requirements

CHD evaluates Documents for Completeness & Compliance to requirements

Not complied

LTO Not renewed

complied CHD issues Order Of Payment

Client makes payment & submits OR number

CHD officially receives Complete application for LTO renewal

CHD Indorse to BHFS C.O. for Level 3 & 4

CHD Renews LTO w/in 5 working Days Level 1 & 2


LICENSING OF DENTAL LABORATORIES FLOW CHART CHD returns Application to client NO

Client Submits Application

CHD reviews Documents for completeness

CHD receives Application & Issues order of payment

COMPLETE

Client Pays Application fee

CHD Team Schedules inspection

YES

Records section Releases LTO to Client

Director Signs LTO

RLED Chief Recommends Issuance of LTO To Director for signature

Team evaluates, Signs SOE & provides Copy to Client

YES Process LTO

COMPLIANT

Team Conducts Ocular inspection

NO Client is informed to comply w/in 30 days

CHD must act on the application Within 45 calendar days after Receipt.

Client Complies?

NO

CHD returns Disapproved Application to client

YES NO Need ReInspection?

YES

CHD informs client need For reinspection

Client Pays for Reinspection


HOSPITAL PHARMACY OPENING FLOW CHART Applicant

FDRO interviews applicant and provide checklist of requirements (documentary & technical)

Applicant submits application documents in 3 sets

RD signs the endorsement for BHFS

RLED Chief initial the endorsement

FDRO reviews all documents (documentary & technical) FDRO III prepares endorsement of documents to BHFS (for level 3 hospitals) Complete documents

FDRO schedules inspection of hospital pharmacy

FDRO III does final evaluation & recommends inclusion of pharmacy in the OSS license (for level I & II hospital)

FDRO conducts inspection & prepares inspection report FDRO submits documents to FDRO III with inspection report Not complied/ with deficiencies

Return to applicant

COMPLIED


Food, Drug, Cosmetics, Medical Devices & HHS Manufacturers/Repackers/Traders and Outlets (drugs)

Applicant

FDRO interviews applicant and provide checklist of requirements (documentary & technical)

Release of documents

Applicant submits requirements to FDRO in 3 sets (1 original, 2 copies)

RD signs endorsement

FDRO reviews all documentary & technical requirements

RLED Chief initials the endorsement

Complete documents FDRO schedules initial inspection of establishment/cGMP audit inspection for food establishments

FDRO III does final evaluation of documents and prepares endorsement to FDA Director

FDRO submits original copy of requirements to FDRO III together with inspection report or audit report & official receipt

FDRO conducts inspection & prepares inspection report cGMP audit report with recommendation

FDRO prepares assessment for initial LTO fee Not complied with/non-conformance Return to applicant for compliance

complied

DOH-CHD CARAGA HANDBOOK

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INITIAL RENEWAL/LICENSING OF CLINICAL LABORATORIES FLOW CHART

Client

Filling of Application

Evaluation of Documents

Incomplete

Complete

Payment of License Inspection/Monitoring of Health Facility

Evaluation of Inspection/ Monitoring Report

Without Deficiencies

With Deficiencies

Processing of Documents

Approval of LTO

Client complies With requirements

Releasing of LTO

DOH-CHD CARAGA HANDBOOK

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RENEWAL OF LICENSE OF EMBALMERS/MASSEURS FLOW CHART Client

Filling-up of application form for renewal of license with attached requirements Current Community Tax Certificate Current Professional Tax Certificate (PTR)- photocopy Medical Certificate (Original) Professional Identification Card (Photocopy/Bring Original copy) Certificate of Registration (Photocopy/Bring original copy) CMTE Certificate of Credits Units earned (30 units) 1pc 1x1 ID picture & 2 pcs 2x2 ID picture Renewal Fee Receipt Evaluation of Documents

Compliance

Incomplete

Issuance of Order of Payment Client Complies Requirements

Payment of License Fee Renewal To Cashier

Processing of Documents for Renewal of Certificate of Registration & ID for signature of the Regional Director

Release of Renewal License

DOH-CHD CARAGA HANDBOOK

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PROCESS FLOW OF TRANSACTIONS AT THE CHD CARAGA PUBLIC ASSISTANCE & COMPLAINT UNIT (PACU) Requests in the conduct of Medical and Dental Mission

PACU receives Letter requests

RD’s Office

Human Resource Dev’t Unit (HRDU)

If request for manpower

Available Make letter reply that The agency will provide staff to assist

Classify Requests

Unavailable

Make a letter of regret

DOH-CHD CARAGA HANDBOOK

If requests are Medicines/supplies

Available Provides & Inform thru letter

Page 28


The KALUSUGAN PANGKALAHATAN (KP)

The Department of Health is currently headed by the Honorable Secretary Enrique T. Ona pursuing the thrusts of Universal Health Care (UHC) for all Filipinos or the “Kalusugan Pangkalahatan� (KP) namely 1) Rapid expansion in the National Health Insurance Program (NHIP) enrollment and benefit delivery using national subsidies for the poorest families: 2) Improved access to quality hospitals and health care facilities through accelerated upgrading of public health facilities; and 3) Attainment of the health-related Millenium Development Goals by applying additional effort and resources in localities with high concentration of families who are unable to receive critical public health services. The implementation of KP is being directed towards ensuring the achievement of the health system goals for better health outcomes, sustained health financing and responsive health system by ensuring that all Filipinos, especially the disadvantaged group, have equitable access to health care. The general objective is to promote equity in health through the provision of full financial protection and improvement of access to priority public health programs and quality hospital care especially for the poor. In the course of good governance, establishment of Quality Management System certifiable to the ISO QMS 9001:2008 Standards is deemed necessary to implement its goal for Kalusugan Pangkalahatan, involving the full array of all offices/bureaus/centers in the Department of Health.

DOH-CHD CARAGA HANDBOOK

Page 29


CHD-Caraga Organizational Structure

Office of the Director Ariel I. Valencia, MD, MPH, CESO III Director IV

Philhealth Insurance Corp. Johnny Y. Sychua Assistant Vice President

Adela Serra Ty Memorial Medical Center Andres M. Dolar, MD Medical Center Chief

Populatio Commission Camilo S. Pangan Regional Director

Caraga Regional Hospital Ponciano S. Limcangco, MD Chief of Hospital III

National Nutrition Council Ariel I. Valencia, MD, MPH, CESO III (Designated NPC)

HEMS & RESU Gerna M. Manatad,MD Head

Local Health Technical Assistance Division Ernesto E. Pareja, MD, MPH Medical Offier V

Regulation Division Florminda B. Tejano, DPA, PhD Chief Administrative Officer

Management Services Division Susan M. Valencia, CPA, MBA Chief Administrative Officer

PHT-Agusan Norte

PHT-Agusan Sur

PHT-Surigao Norte

PHT-Dinagat

PHT-Surigao Sur

Jane Y. Lugo, MD

Sandia C. YU, MD

Erwin Pingal, RMT

Epifanio Carbonilla, RN

Helen A. Caῆo, MD

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Chapter I ORGANIZATIONAL FUNCTIONS / SERVICES OFFICE OF THE CHD DIRECTOR Office of the Director IV 1. Provides overall administration, supervision and coordination of programs/ projects and operations of the CHD and other health facilities; and 2. Establishes/ strengthens public-private partnerships for an integrated health service delivery system. Office of the Director III 1. Oversees the day-to-day operation of the various health units in the Office of the Director and various divisions; 2. Acts as OIC of the CHD in the absence of the Director IV; 3. Provides efficient and effective support to the management; and 4. Performs other functions as delegated by the SOH or the Director IV. SUPPORT TO OPERATION Policy, Planning and Info. Mgt. Unit 1. Formulates and coordinates policy, plans and programs with other divisions; 2. Renders technical assistance, consultative and advisory services on health planning and program/ project development; 3. Manages information system development and maintenance; 4. Reviews/ monitors region‟s programs and maintenance; and 5. Manages the conduct of researches. Epidemiology, Surveillance and Emergency Management Unit 1.

Develop, implement and evaluate health information systems in coordination with LGUs and other stakeholders;

2.

Renders technical assistance to LGUs on disease outbreaks, disease surveillance and disaster/ emergency response;

3.

Provide “total quality” epidemiologic services related to:

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a. health information system b. outbreak investigation and control c. health status assessment d. program monitoring and evaluation 4.

Assists in setting up local surveillance units;

5.

Conducts disease surveillance and epidemiologic studies including surveys and program evaluation; and

6.

Assists LGUs in responding to emergencies/ disasters.

Health Emergency Management Service (HEMS) 1. 2. 3. 4.

5. 6. 7. 8. 9. 10. 11. 12. 13. 14.

Reports directly to their respective Director in the CHD and coordinate with the HEMS Director in times of emergencies and disasters. Takes the lead in the preparation of the Emergency Preparedness Plan of the Center for Health Development, duly approved by the Chief and disseminated to all staff and regularly tested, evaluated and updated. Prepares the annual work and financial plan and takes the lead in the implementation of the health emergency activities. Responsible for the organization and dispatching of teams to respond to emergencies and disasters as embodied in the plan. The team coming from the CHD should lead in the rapid assessment, monitoring, social advocacy and other public health activities. Makes themselves available and accessible in times of emergencies and disasters hence must equip themselves with the necessary communications needed. Responsible for the training of its members in the Region (CHD) including their communities relative to health emergency skills and management. Ensures that the necessary drugs, medicines, supplies and other necessary equipment are available and properly stocked for emergencies and disasters. Takes the lead in public information and awareness concerning disasters and emergencies. Network with members of the Health Sector responding to emergencies and disasters within the region/zonal catchment areas and the communities as well as other agencies responding to emergencies and disasters. Follow the HEARS reporting and coordinates with the DOH Central Operation for all emergencies and disasters. Fully responsible in the implementation of the Memorandum Order, Circular, Administrative Order and Department Order issued by the Secretary and the director of HEMS respectively, especially in extreme emergencies. Documents all related activities including a Postmortem Evaluation of each event responded and report to the Director of the CHD/Hospitals copy furnished the Director, HEMS. Develops research proposals that would aid the service in policy direction, implementation and improvement. Submits quarterly reports to the Director of the Health Emergency Management Staff.

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HEMS Assistant Coordinators: 1. 2. 3. 4.

Assist the HEMS-Coordinator in all activities. Act as an Action Officer on Health Emergency and Disaster Act on behalf of the Coordinator in his absence Act as Training Officer in relation to health emergencies and disasters.

Roles and Responsibilities of Health Emergency Teams A. WASH Team        

Immediate action for water supply after hazard Provision of safe drinking water and water for domestic use Provision of clean toilet facilities Proper solid waste management Proper liquid waste management Insect and rodent control Overcrowding General cleanliness

B. Disease Surveillance Team   

Conducts daily Disease Surveillance Coordinates with PESU and MESU regarding epidemiologic investigation Submits daily report as to findings and recommendations to the Command Post

C. Rapid Assessment Team    

Conducts daily Rapid Assessment Survey Submits daily report as to findings and recommendations to the Command Post Facilitate allocation and distribution of needed identified supplies Collect provincial and city reports

D. Medical Team  Augment medical staff of LGUs in need of health workers  Conduct consultation in areas identified by the RAS Team with shortage of medical staff  Identify essential health services needed like vaccination/immunizations, nutritional needs, RH needs  Provide drugs, medicines and supplies needed by the affected LGUs.  Refers patients to health facilities for appropriate medical management

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E. Logistic and Transportation 1. Logistic    

Regular inventory of emergency drugs, medicines and supplies Regular replenishment of pre-positioned drugs, medicines and supplies Receives and properly stock files donated drugs, medicines and supplies Facilitates distribution of donated drugs, medicines and supplies

2. Transportation  Ensures availability of vehicles and drivers during health emergencies  Ensures safe and prompt transport of drugs, medicines and supplies to health facilities in the Region.  Conducts the Health Emergency Response Teams (Medical, RAS and Disease Surveillance Teams) during health emergencies  Maintains all CHD vehicles in good running condition. F. Psychosocial Team  Conducts Critical Incidence Stress Debriefing  Conducts Focus Group Discussion (FGD), feedback session as well as consultative meetings with key stakeholders  Refers identified high risk cases to local Psychiatrist for follow-up treatment.  Monitoring and evaluation of the impact of the conducted psychosocial activities  Conducts assessment of psychosocial activities done during the relief phase. G. PHT HEMS Point Person  Collects and collates health emergency reports (HEARS, Updates, etc) from Municipal DOH reps and submits to PHT Leader and CHD HEMS.  Coordinates with Municipal DOH Reps in the provision of technical assistance to LGUs affected by a hazard.  Submits to CHD requests from LGUs for technical assistance.  Attends PDCC meetings in the absence of PHT leader.  Attends Regional HEMS quarterly consultative meetings.  Attends training, orientations, workshops related to health emergency management.

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Internal Audit Unit 1.

Monitors financial and internal operations and performance of the center and retained facilities; and

2.

Provides technical assistance on internal operations.

Human Resource Development Unit 1. Develops plans and programs related to health human resource planning, training, development and management; 2. Enhances capability and capacity for specific health workers in the region; 3. Provides technical assistance, consultancy and advisory services to collaborating centers and other stakeholders; 4. Develops health human resource information system; 5. Monitors training activities; and 6. Maintains and oversees library operation.

Health Promotion Unit Functions:  Implement directions, policies, standards and guidelines on health promotion from the NCHP;  Take the leadership in the implementation of national health communication campaign including media management and placements as approved by management;  Provide capacity building opportunities on health promotion for health workers at the CHD, LGUs and retained hospitals;  Provide technical assistance, policy advice and health promotion data to CHD, LGUs, retained hospitals and other partners;  Develop, produce and provide prototype IEC materials for CHD, LGUs, retained hospitals and other partners;  Establish networks with LGUs and partner agencies; and  Establish monitoring and evaluation system to ensure evidence-based health promotion efforts.

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Policies  Media Management  All media activities by the CHD should pass through the Health Promotion Unit for proper coordination and implementation;  Media activities include: press briefing, press conference, radio/TV interviews, press release, ad placements in print and broadcast media, regular radio programs;  Interviews for radio and TV are generally granted on Mondays to ensure availability of resource persons;  Granting of interviews to TV/radio and print agencies shall follow these procedures to facilitate smooth completion of interviews:  Guard issues “ Visitor‟s Pass” to media person;  Media person presents “ Visitor‟s Pass” to PACU officer on duty;  PACU officer gives direction to media person to go to HPU;  HPU receives media person and determines purpose of visit specifically topic/issues to be discussed;  HPU determines availability of spokesperson or point person for the particular topic/health issue requested. The usual spokespersons are the Regional Director and Assistant Regional Director especially during outbreaks, disasters and other emergency or sensitive issues. In the absence of the RD and ARD, the Program Manager are designated resource persons for topics outside of those previously mentioned;  If no resource person is available on the day requested, HPU arranges for another schedule should the media person agrees. Media person returns on the new schedule following the abovesteps stated.  HPU coordinates with resource person;  HPU directs media person to available resource person for the actual interview;  HPU logs activity/interview completed (date, time and duration, topic, name of resource person, name of interviewer, media establishment, radio program where aired);  Should the request be made through phone for phone interviews, the unit or person receiving the call other than HPU refers the media person to HPU for facilitation.  Should the person concerned be the one to receive the call, he or she may decide to grant the interview. However, HPU must be informed of said interview upon completion.

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 IEC Materials Guard issues “ Visitor‟s Pass” to client; Client presents “ Visitor‟s Pass” to PACU officer on duty; PACU officer directs client to HPU; HPU receives client and determines purpose of visit specifically the type of IEC materials requested;  HPU determines availability of IEC materials. Usually only one copy of the material is provided. Client reproduces, if necessary; and  HPU logs IEC materials granted (date, name of client and address, contact number, type and quantity of material requested, purpose).    

HEALTH REGULATION DIVISION 1.

Enforces policies, rules and standards relative to health facilities and services, food, drugs and cosmetics, relation, health, medical and health related devices and technologies and household hazardous substances;

2.

Ensures compliance by health facilities and by health providers, manufacturers, distributors,

advertisers,

and

retailers

of

health

products,

devices

and

technologies and radiation facilities with health rules and regulations and standards of quality; and 3.

Manages and oversees the operations of satellite laboratories for food, drugs, cosmetics and household hazardous substances regulations.

Health Facilities Section 1.

Regulates hospitals, clinics, laboratories, blood banks and health related establishments and services;

2.

Evaluate and act on application for Licenses of initial categories of hospitals and renewal of Level 1, 2, 3, and 4 hospitals;

3.

Assists in the conduct of fact finding activities on complaints against hospitals;

4.

Inspect levels 1, 2, 3 and 4 hospitals;

5.

Issue License to Operate;

6.

Monitor hospitals and other health facilities with deficiencies; and

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7.

Analyze statistical report of hospitals and other health facilities for the use of internal and external stakeholders.

Radiation Health, Devices and Technologies Section 1. Regulates radiation facilities and devices; 2. Regulates medical devices and other health-related device and technologies; and 3. Regulates devices and technology establishment. Food and Drugs Services Section (FDS) Functions 

Inspection of food, drug, cosmetics, medical devices and household hazardous establishments;

Monitoring of advertisements and supervision of product promotions;

Formulation of regional policies, guidelines, advisories based on existing laws, rules and regulations;

Technical assistance to clients, partners in health and other stakeholders on issues relating to drugs, processed foods, cosmetics, and other products regulated by BFAD;

Information dissemination on BFAD implemented laws, rules and regulations;

Evaluates application and issues promo permits;

Issuance of DDB prescription booklets;

Inspection of salt transshipment;

Monitor prices of essential drugs;

Monitor compliance on Milk Code;

Coordinate with government agencies, Ngo, and other stakeholders for the implementation of rules and regulations of mutual concerns; and

Perform other functions assigned by the RD/PHTL.

Products regulated by BFAD 

Drugs (prescription/ethical & Over the Counter, Vaccines and biologicals, Herbal Medicines, Veterinary)

In Vitro Diagnostic Reagents

Medical Devices

Household Hazardous Substances

Cosmetics

Processed Foods

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Bottled Water

Food Supplements

Establishments regulated by BFAD 

Drug Retail Outlet: drugstore/pharmacy/botica, hospital pharmacy, retail outlet for non-prescription drugs,

Distributor/Wholesaler, Importer, Exporter, Trader & Manufacturer of drug, medical device, food, cosmetic, household hazardous substance

Botika ng Barangay

LOCAL HEALTH TECHNICAL ASSISTANCE DIVISION 1.

Provides advisory and consultancy services on local health systems dealing with quality health care and health care financing;

2.

Provides logistical assistance to LGUs, Pos and NGOs to sustain local health systems development;

3.

Establishes and fosters continuous coordination, linkages and alliances with LGUs, POs, private organizations and NGOs;

4.

Assists and coordinates with LGUs in responding to emergencies/ disasters;

5.

Enhances capability of LGUs in managing and sustaining local health systems; and

6.

Monitors and evaluates health programs/ projects in coordination with the Health Program and Facility Development Division.

Unified Project Development and Management Unit    

Provide assistance to LGUs on project development and management to sustain local health initiatives Manages administration of on-going projects Monitors and evaluates projects Packages new projects that will strengthen/ sustain local health initiatives

Local Health Development Management Officers  

Provides advisory and consultancy services to LGUs on health matters including logistics support Acts as liaison between DOH, LGU and other stakeholders DOH-CHD CARAGA HANDBOOK

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 

Provide technical assistance in the development and management of local health systems Promotes the development and implementation of legislation and health initiatives consistent with national health policies.

Intersectoral Coordination & Quality Improvement Section   

Develops/strengthen tools and mechanisms for public-private collaboration Enhances capability of LGUs in the managing and sustaining local health networks Provides technical assistance in supporting social health insurance and quality improvement projects

HEALTH OPERATION SECTION 1. Develops health plans, programs/ projects for both public health and hospitals in consonance with national policies, goals and objectives; 2. Monitors and evaluates implementation of health programs/ projects by the LGUs and other partners in coordination with LHAD; 3. Provides advisory and consultancy services,

and technical assistance

to

implementing units and partners on health programs/ projects; 4. Designs advocacy and other health promotions and education activities 5. Conducts researches relative to health service delivery, regulations and financing at local levels; and 6. Provides direct service on priority diseases and other major public health concerns. Disease Control 1. Plan, implement, monitor and evaluates regional plans and programs on disease control and advocacy; 2. Advocates the adoption of national programs, policies, guidelines and standards at the local level; 3. Provides technical assistance to LGUs and other partners; and 4. Enhances capability of LGUs and other partners in disease control and health promotion activities

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Health Facility Enhancement Unit 1. Develops regional plans on hospital and other health facility development; 2. Provides technical assistance in the implementation of policies and standards on health facility development; 3. Establishes regional networking 4. Monitors operations of hospital and other health facility; 5.

Plans and coordinates with HRDU for the capacity building of LGU hospital personnel; and

6. Evaluates bills and other congressional initiatives on hospital and other health facilities.

Provincial Health Team Office Composition Team Leader:

Provincial DOH Representatives

Members

All DOH Representatives to the Local Health Board (LHB)

:

Members of the Vertical Health Programs Functions Team Leader      

Supervises the activities of the DOH Representatives to the LHBs and personnel handling vertical programs; Ensures that DOH Representative in the province functions according to DOH AO No. 135 s. 2004, dated Feb. 2, 2004 Ensures that the regular monitoring functions of PHT members – DOH Reps and vertical health program members are being conducted; Facilitates the orientation and/or updating of the PHT members on health information, plans programs, policies and standards of the DOH and other concerned NGAs, NGOs/Pos; Initiates plans, programs (e.g. on competency enhancement) policy guidelines to support LGU efforts on local health management; Facilitates the conduct of regular annual Provincial LHB Program Review with the DILG provincial counterpart;

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  

Ensures that DOH monitoring mechanisms such as Health Information System (modified FHSIS) and Local Health Board Assessment and LGU Score Card are functioning from the municipal level up and assists PHO in the preparation of quarterly and annual reports; Facilitates the implementation of advocacy plans/measures with other PHT members for the legislation and implementation of appropriate health programs and projects in the province; Maintains the coordinative and facilitative role of DOH – Quick Response System (QRS) and Provincial Transition at the provincial level; Assists the Regional Program Coordinators in the conduct of monitoring and evaluation of program implementation in the province.

DOH Representatives         

Perform tasks of DOH Representatives according to DOH Administrative Order No. 135 s. of 2004; Facilitate by coordinating appropriate action in times of epidemic and natural disasters; Assist the Local Health Office concerned in the collection of data for the Health Information System (modified FSHIS) and collects the quarterly and annual reports for DOH and PHO; Update other PHT members on health information, locally initiated plans and programs and ordinances/ policies; Initiate plans, projects and/ or policy guidelines which may help support LGU efforts on local health management; Participate in the regular conduct of program reviews with other PHT members; Perform coordinative tasks relative to local health concerns with other organizations in the LGU; Participate in advocacy plans/ measures with other PHT members for the legislation and implementation of appropriate DOH programs in the LGUs; Assist all concerned in the implementation of all DOH programs and negotiation with the LCEs in the LGU.

Members of the Vertical Health Programs (VHPs)   

Participate in he implementation of PHT operational plans and programs; Initiate the formulation of policies, guidelines and ordinances for the accomplishment of targets of vertical health programs (VHPs); Plan and initiate plans and programs on VHPs in coordination with the Provincial Health Office (PHO).

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MANAGEMENT SUPPORT DIVISION 1.

Provides the CHD with efficient and effective services related to personnel, legal records/ communication and information management system, procurement and logistics, transport and general services including housekeeping, securities facilities, equipment and ground maintenance ad other related services;

2.

Coordinates budget preparation activities, financial planning including program budgeting and review based on the national policies, plans and objectives for health;

3.

Serves as fiscal comptroller of the CHD, and provides services related to budgeting, accounting performance and cash management;

4.

Formulates plans, policies, standards and guidelines related to procurement and logistic management of the CHD;

5.

Procures, maintains and manages supplies, materials and services to support the logistical requirement of the CHD; and

6.

Advice the Director IV and III on matters pertaining to administrative and finance service.

Finance Service 1. Provides services related to accounting, budgeting and cashiering; and 2. Ensures compliance with COA, DBM, other government entities and the Office pertaining to financial transactions. Personnel Service 1. Manages personnel actions; 2. Handles personnel benefits and welfare; and 3. Ensures implementation and compliance with CSC and other government rules and regulations on personnel matters or transactions.

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Records Section 1. Manages communications and records system; 2. Handles messages Transport and General Services Service 1. Provides transport, security and janitorial or housekeeping services; 2. Maintains the proper condition of office facility and equipment; and 3. Maintains the proper condition of Motor Vehicles. Supply Service 1. Manages procurement and logistics services; 2. Provides warehousing and distribution services; and 3. Provides property and disposal management. BAC Support Unit 1. Provide administrative support to the Bids and Award Committee; 2. Manages procurement documents and monitor procurement activities; 3. Consolidates Annual Procurement Plan; and 4. Serves as the central channel of communications for the BAC.

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Chapter II FACILITIES and EQUIPMENT The Gate To instill adherence in the observance of mandated office hours and cognizant of the need to prevent unnecessary wastage of government resources to avoid out-of-time departure by personnel and to secure

DOH-CHD Caraga facilities and equipment, the opening and

closure of the side gate shall be made only if there are big items to be delivered inside this office and in times of disaster and calamities where there is a need to open the side gate. The main gate shall be open from 6:00 o‟clock in the morning to 6:00 o‟clock in the afternoon except during Saturdays, Sundays and Holidays or whenever necessary for the interest of public health services. Use of Visitor’s Pass The guard on duty at the main gate shall require all visitors who wish to enter the compound to register at the logbook before the visitor shall be allowed to transact business within the office premises. No vendors shall be allowed inside the compound. The Employee’s Gate Pass Personnel who wish to leave the Office or CHD Compound whether on official business or personal in nature shall secure a “gate pass” approved by their respective Division Head. The approved “gate pass” shall be given to the guard on duty who will fill-in the time-out and time of returned to office by the concerned employee who went out. The Personnel Officer shall collect the gate pass from the guard every 5:00 clock in the afternoon for file and reference.

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Garage and the Motor Pool Only government vehicles owned by the DOH shall be parked within the CHD garage and motor pool. Use of Motor Vehicle Accountability for the vehicles in the Transport and General Services Section shall be assigned to the Transport Officer of this Office. These vehicles shall have a pool of drivers and are available for the official use only of the CHD-Caraga Personnel. Motor Vehicles shall be parked within the designated parking area after completion of the travel. The Transport Office shall exercise control over these vehicles and undertake the following duties and responsibilities: 1. Prepare and approve all the Trip Tickets and approve withdrawals of gasoline, diesel, oil and other lubricants; 2. Assign the official driver and monitor monthly travel report of motor vehicles 3. Maintain the proper condition of the vehicles and functionality of motor-pool equipment; 4. Keep all official keys and duplicate keys that are under his supervision; 5. Maintain individual logbook to record the maintenance of vehicles; 6. Undertake necessary actions for the insurance claims as the need arises; 7. Ensures that registration and insurance of these vehicles are updated and paid; 8. Promote safety practices and cleanliness at the Motor-pool; and 9. Prepares budgetary plans for the Repair and Maintenance of MVs including those assigned at the PHT Offices. All motor vehicles shall be used for official travels only. Except for personnel with different point of destination, the Transport Office is likewise encouraged to espouse transportation of passengers on a multiple basis to conserve time and resources.

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The DOH-CHD Caraga Compound Smoking is strictly prohibited inside the DOH-CHD Caraga Compound. Pursuant to the DOH thrust the use of cigarettes and other tobacco products, which have been confirmed as a health hazard to smokers and non-smokers alike, smoking shall not be permitted anywhere within the CHD Caraga compound. CHD Employees are encouraged to advocate this policy to all the visitors entering the premises. Use of Fax Machines Only messages bearing approval of the Director IV or the OIC shall be transmitted. The personnel in-charge of the telefax machine operator shall see to it that all messages for transmission bears the approval of the Director IV or the OIC and must be recorded in their official log book. Use of telephone for long-distance calls Only business and official calls are allowed. Except for direct lines, request for domestic long distance call must be relayed to the telephone operator informing him / her of the receiving party, telephone number and the purpose of the call. This is to effectively control long distance calls. In case personal long distance call are urgent and cannot be avoided, the MSD chief or his authorized representative can approve/sign on the record book maintained by the Tel. Operator before the call can be made. Personal long distance calls for outside the Philippine jurisdiction are strictly prohibited. Use of Internet / LAN All personnel are encouraged to exercise prudence in operating the internet. Use of this technology for personal gain is strictly prohibited. The Systemâ€&#x;s Administrator shall from time-to-time evaluate the operation of this system and regularly submit their report to the MSD Chief for information of the Management.

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Use of Biometrics System To ensure the systematic and accurate recording of attendance, the CHD-Caraga shall adopt the Biometrics System.

Personnel are required to enroll thru the systemâ€&#x;s

administrator for encoding of data in the said machine. It is likewise the responsibility of all the personnel under this Office to observe proper care in handling the Biometrics Machine. CHD Personnel are expected to log-in and log-out using the Biometric Machine stationed at the Public Assistance Desk Unit of this Office. Record their official time of logging-in or out from the System with the logbook provided thereat, for reference purposes. On the 1st working day of the month, the designated system administrator shall print the Daily Time Record (DTR) of the preceding month and submit the same to the Personnel Section. It shall be the responsibility of the Personnel Sectionâ€&#x;s staff to distribute these DTRs to the respective Division or Section for signature and approval of the individual personnel and Division Chief, respectively. Only the designated systemâ€&#x;s administrator is authorized to update, encode or print the data installed in the machine.

Thus, any technical problem encountered shall

immediately be reported to the administrator. In case the Machine becomes unstable and in the state of hang, all personnel are advise to use the logbook.

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Chapter III ADMINISTRATIVE PROCEDURES Communications Incoming Communications All incoming communications including bills for light and water, telephone, freight and handling fees, statement of accounts from outside suppliers/ creditors, reports from other government agencies or operating units and other similar communications addressed to this Office shall be forwarded to the Record Section to officially register the receipt thereof. The staff of the Record Section shall record the document in its official log book and stamped the face of the mailing envelope and/ or the letter as “RECEIVED”. If the letter is intended to personnel using this Office‟s official address, same process shall be released to the latter‟s respective division receiving clerk. Should it require the Office‟s appropriate action the personnel concerned is enjoined to return back the said letter to the Record Section for record and control purposes. The Record Section, upon receipt of a communication shall stamp and indicate the time and date of receipt of all official communications. The letter shall be submitted to the Directors IV of the Office for immediate action or endorsement to the appropriate Division Chief for immediate/ proper dispatch.

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Outgoing Communications All letters and other forms of communication prepared by each of this Office‟s respective division shall be recorded in their official log book. The Chief of Division concerned shall affix his/ her signature or initial below the name of the Director IV or the OIC as a recommendation for the approval thereof. It should be coursed through all the Division Chiefs, including the Director III for information, suggestions or recommendation and initial as the case may be before the same can be forwarded to the Director IV for approval. Afterwards the document shall be entrusted to the Record Section and officially stamp the document as “RELEASED.” In the absence of the Director IV, approval of ordinary communications e.g. invitation letter, endorsement of budget request to concerned agencies, submission of reports, etc. is hereby delegated to the Officer-In-Charge indicating his/her name below the name of the Director IV as enumerated below. “xxx . . . . . . . . . . xxx” Very truly yours,

ARIEL I. VALENCIA, MD, MPH, CESO III Director IV

By:

CESAR C. CASSION, MD, MPH OIC - Director III

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Collection of Income All income accruing this Office for services rendered by the Bureau of Food and Drugs, and Other Forms of Collections, shall be paid directly to the Cashiering Office. All payment of any nature received by the Cashier‟s Office shall immediately be issued an Official Receipt (OR) acknowledging the receipt thereof. All money collected shall be deposited intact to this Office‟s government servicing banks not later than the following banking day. Report of collections and deposits must be submitted to the Accounting Section on a daily basis for immediate and proper recording of transaction.

Procedures in the collection of income: 1. Personnel in-charge at the service sections/units mentioned above shall accomplish the Order of Payment or OP Form indicating the amount and the nature of payment or the services rendered; 2. Personnel who prepared the Order of Payment shall initial below the name of the authorized signatory; and 3. Accomplished and signed Order of Payment Form shall be presented to the Cashier‟s Office for payment and issuance of Official Receipt (OR).

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Chapter IV PREPARATION OF DISBURSEMENT VOUCHER As a general policy, Disbursement Voucher and Obligation Request shall be prepared where said expenses are incurred or by the claimant himself. It shall be prepared in triplicate (3) and duplicate (2) copies, respectively. However, for mandatory and other recurring expenses e.g. salaries, wages and other personnel benefits, bills for light and water, communications, freight services, catering and others, including payment for the purchase of goods and other supplies, Disbursement Vouchers shall be prepared through the following: Nature of Expense

Section/ Unit/ Person Responsible

Salary Payroll; First Salary; RATA; and

Personnel Section/ PHT Office (for

Other Personnel Benefits

their respective field personnel)

Payroll Register, Terminal Leave and Other

Budget Section

Retirement Benefits

-do-

Traveling Expenses

Claimant

Catering for Training and Seminar

Assigned Secretariat to the Activity

Procurement of Office Supplies, Janitorial,

Supply Section

Construction and Other Supplies including

-do-

Drugs and Medical Supplies

-do-

Telephone Bills; Internet Services (except

Transport and General Services

for direct lines and cables, which shall be prepared by the end-user or where said line are connected) Light and Water

Transport and General Services Section/ PHT Liaison Officer (for their respective electric bills)

Advertising: Printing and Binding

Requesting Division or EndUser

Subscription of Newspapers

Personnel Section

Subscription of Reading Materials for

Librarian

Library

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Auditing Services

COA Office

General Services Expense and other

Transport and General Services

Janitorial requirements; including Security

Section

Services Gasoline, Oils and Lubricants

Transport and General Services

Repair and Maintenance Expenses

Transport and General Services

Fidelity Bond

Cashier Section

Insurance Premiums

Transport and General Services

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Chapter V CHECKLIST OF SUPPORTING DOCUMENTS First Salary 1. Copy of Appointment 2. Oath of Office 3. Statement of Assets and Liabilities 4. Daily Time Record 5. Certificate of Assumption or Entrance to Duty 6. Duly Accomplished BIR Form No. 2305 (Certificate of Update of Exemption and Employer‟s Employee‟s Information) Additional Requirement in case claimant is transferee from other agency: 7. Clearance from previous Office 8. Certificate of Last Salary Received 9. Certificate of Leave Credits

Promotions and Salary Differentials 1. Approved Appointment 2. Daily Time Record or Certificate of Service 3. Certificate of Assumption or Entrance to Duty 4. Oath of Office Commutation of Leave Credits 1. Approved Application for Leave 2. DOH-CHD Caraga Clearance 3. Medical Certificate 4. Marriage Contract (for 1st Maternity Leave) Payment of Terminal Leave 1. Approved Application for Leave 2. Complete Service Records 3. DOH-CHD Caraga Clearance 4. Ombudsman Clearance 5. GSIS Clearance DOH-CHD CARAGA HANDBOOK

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6. Statement of Assets and Liabilities 7. Copy of Last Appointment 8. Notice of Salary Adjustment 9. Certificate of Leave Credits Payment of Retirement Gratuity 1. All the requirements enumerated and supported to claim for Terminal Leave Benefits plus the GSIS Retirement Gratuity Adjunction. Traveling Expenses Cash Advance 1.

Approved Regional Travel Order or Special Order

2.

Approved Appendix “A”

W/out MV

The itinerary of travel reflecting the transportation and travel expenses to be incurred signed by the claimants, his/ her immediate supervisor or the Chief of Division and approved by the Director IV or his authorized representative as basis for determining the amount of cash advance.

/

Reimbursement or Liquidation of Cash Advance 1. Approved Regional Travel Order or Special Order 2. Approved Appendix “A” and “B” The

itinerary

of

travel

reflecting

the

actual

transportation and travel expenses incurred signed by the claimant, his/ her immediate supervisor and approved by

the

Director

IV

or

his

authorized

representative.

/

3. Used Ticket Plane, boat or bus tickets covering the actual transportation expense from the official station or residence to the place of destination and back 4. Official Receipts

/

OR for gasoline, tool fees paid during the travel. 5. Approved Purchase Request

DOH-CHD CARAGA HANDBOOK

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Purchase Request indicating fuel consumption to

/

support claims for gasoline incurred during the travel. 6. RER with Approved PR For freight/ baggage incurred in transporting supplies 7. Certificate of Appearance 8. Narrative Report A written report on the result of the travel with his/ her recommendations signed and approved by their respective Chief or Immediate Supervisor per Sec. 16 of EO 298. (Except Drivers) 9. Justification A written justification duly approved by the Director IV or III when travel exceeds the approved travel order to support claims for additional itinerary as indicated in

/

item No. 2 (Appendix “A” and “B”) above. For Drivers 1. Approved Regional Travel Order or Special Order 2. Approved Appendix “A” and “B” The

itinerary

of

travel

reflecting

the

actual

transportation used and travel expenses incurred signed

/

by the claimant, his/ her immediate supervisor and approved by

the

Director

IV

or

his

authorized

representative. 3. Trip Tickets Trip tickets reflecting the actual gas and other lubricants consumption during the travel approved by the Transport Officer.

Payment of Catering Services (conducted by the Office) Required Documents

1. Approved Purchase Request (PR)

DOH-CHD CARAGA HANDBOOK

With

Without

Accom

Accom

/

/

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2. Approved Regional Order for Pax

/

/

3. Canvass Papers (for at least 3 Caterers)

/

/

4. Abstract of Canvass

/

/

5. Approved Purchase Order

/

/

6. Notice of Award

/

/

7. Statement of Account (from the Caterers)

/

/

8. Attendance Sheet

/

/

9. Report of Inspection

/

/

/

X

/

/

10. Photocopy of the Guest Book (concurred by the Facilitator 11. Justification in case of additional pax approved by the RD

Light and Water 1. Statement of Account from: 

ANECO for electric consumption; and

Butuan City Water District for water

Communication Expenses Landline 

Official Receipt

Statement of Account

Reimbursement

Payment

/

X

X

/

Mobile 

Used Cell Card

OR for Pre-paid and/ or Sales Invoice for Prepaid

Purchased of Cell Cards in conduct of emergency response and other health related activities as approved by the Management 

Approved Special Order

Approved PR

Purchase Order

Canvass or Request for Quotation from at least 3 /

DOH-CHD CARAGA HANDBOOK

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Suppliers

/

Abstract of Canvass

Notice of Award

OR or Sales Invoice

Inspection and Acceptance Report

/ /

Deliveries 

Statement of Account (concurred by the Records

/

/ /

Officer) 

/

Official Receipt

Stamps 

Approved PR

Aproved PO

Statement showing by denomination the beginning balance, issuances, and the remaining balance on the date of the last purchase prepared by the Records Officer.

Inspection and Acceptance Report

Subscription Internet and Cable 

Official Receipt

Statement of Account or Bill

Newspapers 

Statement of Account duly concurred by the Receiving Officer

Sales Invoice

Official Receipt or OR

Advertising Expenses Required Documents

TV

Radio

Print

1. Approved PR

/

/

/

2. Statement of Account

/

/

/

DOH-CHD CARAGA HANDBOOK

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3. Purchase Order or Contract

/

/

/

4. Request for Quotations

/

/

X

5. Abstract of Canvass

/

/

X

6. Notice of Award

/

/

/

7. Copy of the Newspapers or Clippings

X

X

/

/

/

x

8. Certificate

of

Performance

duly

concurred by the Program Coordinator

Printing and Binding 1. Approved PR 2. Request for Quotations 3. Abstract of Canvass 4. Notice of Award 5. Inspection and Acceptance Report 6. Delivery Receipt or Charge Invoice 7. Copy of the Design (if applicable) Rent Expenses Office Space 

Approved or Notarized Contract of Agreement

Facilities/ Equipment 

Approved PR

Request for Quotation

Abstract of Canvass

Notice of Award

Approved Contract or PO

Official Receipt

Transportation and Delivery Expenses 1. Approved PR 2. RER or Official Receipt 3. Bills of Lading 4. Charge Invoice DOH-CHD CARAGA HANDBOOK

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Security Services 1. Approved or Notarized Contract (for 1st claim) 2. Statement of Account 3. Payroll of Guards for the period 4. Daily Time Record of the Guards duly concurred by the Transport and General Services Section Chief Repair of Facilities/ Equipment and Motor Vehicles 1. Approved PR 2. Pre-Repair Inspection Report 3. Certificate from the Property Custodian that the damage was due to wear and tear 4. Request for Quotation from at least 3 Suppliers 5. Abstract of Canvass 6. Notice of Award 7. Approved Purchase Order/ Notarized Contract 8. Performance Bond 9. Accomplishment Report 10. Waste Material Report 11. License to Operate 12. Certificate of Accreditation issued by the DTI 13. Post Repair Inspection and Acceptance Report 14. Certificate from the Property Custodian that the property belongs to this Office 15. Sales Invoice or Official Receipt 16. Certificate of Warranty Procurement of Office Supplies/ Janitorial/ Electrical/ MV Spare Parts and Other Maintenance Supplies

Required Documents 1. Approved Purchase Request

DBM

Exclusive

Other

PS

Distributor

Supplier

/

/

/

DOH-CHD CARAGA HANDBOOK

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2. Agency Procurement Request

/

/

/

3. Purchase Order

X

/

/

4. Price List

X

/

X

5. Certificate of Exclusive Distributorship

X

/

X

6. Certificate from the End-User that no

X

/

X

7. Request for Quotation

X

/

/

8. Abstract of Canvass

X

/

/

9. Notice of Award

X

/

/

10. Charge Invoice and/ or Sales Invoice

/

/

/

11. Inspection and Acceptance Report

/

/

/

/

/

/

substitutes of the products

12. Sample

Collection

Receipt

(for

product subject to test) Procurement of Office/ IT/ Laboratory and Medical Equipment/ Furniture and Fixtures and Other Capital Assets Required Documents

Shopping

Bidding

1. Approved PR

/

/

2. Abstract of Bids

X

/

3. Request for Quotations

/

X

4. Abstract of Canvass

/

X

5. Notice of Award

/

/

6. Charge Invoice and/ or Sales Invoice

/

/

7. Warranty Certificate

/

/

8. Inspection and Acceptance Report

/

/

9. Acknowledgement Receipt of Equipment (ARE)

/

/

10. Brochures and/ or copy of the Design

/

/

Purchase of Drugs/ Medical and Laboratory Supplies Direct Required Documents

Shop

DOH-CHD CARAGA HANDBOOK

Bidding

Contract

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1. Approved PR

/

/

/

2. Price List

/

X

/

3. Request for Quotation

/

X

X

4. Abstract of Canvass

/

X

X

5. Abstract of Bids

X

/

X

6. Notice of Award

/

/

/

7. Approved PO

X

/

/

X

/

X

X

/

10. Charge or Sales Invoice

/

/

/

11. Inspection and Acceptance Report

/

/

/

12. Stock Position Sheet

/

/

/

/

/

/

/

8. Certificate of Exclusive Distributorship 9. Certificate from the End-User that no substitute of the product

13. License to Operate (LTO) 14. Sample Collection Receipt (for product

/

subject to test)

Payment of Retention 1. Certified true copy of Paid Vouchers 2. Report of Analysis from the BFAD and other authorized agency for articles subject to test e.g.: BFAD – for Drugs and other registrable products PIPAC – Fire Extinguishers 3. Certified True Copy of the PO 4. Sample Collection Receipt Payment of Warranty 1. Certified True Copy of the DV 2.

Certified True Copy of the PO

3. Certification from the End-Users, that the supplies/ equipment are free from patent and latent defects and all conditions imposed under the contract have been fully met.

DOH-CHD CARAGA HANDBOOK

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Infrastructures Final Payment Required Documents

Bidding

Negotiated

1. Copy of Advertisement (Clippings)

/

/

2. Abstract of Bids

/

x

3. Bidders Bond

/

x

4. Performance Bond

/

/

5. Notice of Award

/

/

6. Notice of Commence Work

/

/

7. Notarized Contract

/

/

8. Program of Work

/

/

9. Detailed Cost Estimates

/

/

10. Accomplishment Report

/

/

11. Inspection or Progress Report

/

/

12. Pictures

/

/

13. Plans and Specifications

/

/

14. Certificate of Acceptance

/

/

15. Statement of Account or Billing of Contractor

/

/

16. Contractorâ€&#x;s Accreditation from the PCAB

/

/

17. License to Operate

/

/

18. Certificate of Failure of Bidding

X

/

19. Authority to Enter into a Negotiated Contract

X

/

20. Contractor Affidavit re: payment to Laborers and

/

/

Materialism Request of Mobilization 1. Copy of Advertisement (Clippings) 2. Abstract of Bids 3. Bidders Bond

DOH-CHD CARAGA HANDBOOK

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4. Performance Bond 5. Notice of Award 6. Notice of Commence Work 7. Notarized Contract 8. Program of Work 9. Detailed Cost Estimates 10. Contractorâ€&#x;s Accreditation from the PCAB 11. License to Operate 12. Certificate of Failure of Bidding 13. Authority to Enter into a Negotiated Contract Change Order/ Price Escalation 1. Approved Change or Extra Work Order and/ or Price Escalation 2. Billing of the Contractor 3. Agency Estimates 4. Inspection Report

DOH-CHD CARAGA HANDBOOK

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Chapter VI INTERNAL CONTROL PROCEDURES for PAYMENT OF CLAIMS A. Preparation of Disbursement Vouchers (DV) and Obligation Slip (OS) Respective Division – Two (2) Hours) Disbursement Voucher (DV) shall be prepared by the concerned personnel in triplicate copies and the necessary Supporting Documents (SD) in accordance with Chapter IV and V hereof. The claim shall be submitted to the Division‟s Receiving/ Releasing Clerk (Div RC) to check whether the SD is complete based on the “checklist” provided in Chapter V. If the SD is complete, the Div RC shall prepare the Obligation Request (OR) or Fund Utilization Request (FUR) in duplicate copies and record the claim in their Log Book (LB). Then, submit to their respective Division Head (DH) for initial to the Director IV in the box “A” of the OS. The DH shall determine whether the claim or charges to appropriation / allotment or trust fund under his direct supervision, is necessary and lawful. Initial the box “A” of the OS, then return it to their Div RC for submission to the MSD RC. If the claim is not necessary and lawful, the same shall be returned to the Div RC for release back to the claimant. B. Processing and Payment of Claims The MSD Receiving Clerk – Thirty (30) Minutes The MSD RC shall check whether the SD attached to the DV and the OS with the “checklist” if complete, receive the claim, record it in their LB. Submit the claim to the Accounting Staff for further processing. The MSD RC shall not receive the claim if SD therewith is not complete. The Accounting Section – Four (4) Hours The Accounting Staff shall process the claim. Determine validity / completeness of the SD submitted and examine the accuracy of the amount in accordance with the existing government accounting and auditing rules and regulations. If the claim is justified, the staff shall then prepare the Journal and Issue Voucher (JEV), record it in the NCA Book and Index of Creditor.

DOH-CHD CARAGA HANDBOOK

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The Head of the Accounting Section shall review the course of action done by her staff, then sign box “A” of the DV as a certification that the SD is complete and proper, and the cash is available, assign DV Number and fill-up box “D” thereof, then submit it to Budget Staff. If SD is not complete, the claim shall be returned to the MSD RC for release back to the Div RC. The Budget Section – Two (2) Hours The Budget Staff shall review whether the claim is in accordance with the approved WFP of the respective Division and determine availability of fund. Adjust OS whenever necessary to tally with the amount of the DV signed and passed thru the Head of the Accounting Section. Record the obligation in the Registries of Allotment and Obligation (RAO). The Head of the Budget Section shall sign the box “B” of the OS as a certification that the appropriation / allotment or the fund is available and obligated for the purpose indicated in the claim, assign OS Number and the Responsibility Center Title and Code, fill-up the boxes requiring the OS Number and the Responsibility Center of the DV. Then, submit the claim to the MSD Chief for further review and recommendation. If the claim is not in accordance with the WFP and no fund is available, the same should be returned to the MSD RC for release back to the Div RC. The MSD Chief – One (1) Hour The MSD Chief shall re-examine the processing made by the Accounting and Budget Section. Ascertain whether the claim adheres to the existing office and government policies; responsive to the exigencies of the public health service; does not exceed to what is usual and proper; does not exceed to the bound of propriety. Then, affix her initial below the name of the Approving Officer as a recommendation for the approval of claim and return it to the MSD RC for release to the ICU. If the claim does not conforms with the existing office policies, government accounting and auditing rules and regulations, the same shall be returned to MSD RC for release back to the Div RC. The MSD RC shall retain original copy of the OS and duplicate copy of the DV and SD for file at the Budget Section then, release the original copy of the DV jointly with the RS and the complete set of SD to the ICU for further review.

DOH-CHD CARAGA HANDBOOK

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The Internal Control Unity – One (1) Hour The ICU shall review the claim and determine further whether the claim is proper and justified. Check accuracy of the amount, stamped the face of the DV with “Reviewed in the Amount of Pxxx and Recommended for Payment” and sign. Submit the claim to the Director III or the Undersigned for approval. If the claim is not justified, it shall be returned to the MSD RC and/or the Div RC for release back to the claimant. (Noted deficiency maybe coordinated for rectification directly to the person responsible thereon). The ARD/ RD – Two (2) Hours All the Disbursement Voucher shall bear the approval of the Director IV and/ or the Director III. Approval of mandatory claims e.g. Personal Services item, telephone, light and water, registration of MV, Security Services and TEV is delegated to the Officer-In-Charge of the Office whenever both the Director III and the Undersigned is not available. Approved DV shall be forwarded to the Cashier‟s Office for issuance of check and preparation of ACIC. The Cashier Section Three (3) Hours The Cashier Staff shall record the claim and strictly observe that no check shall be issued unless the Disbursement Vouchers or Payroll is approved. Issue Check and prepare the Advice of Checks Issued and Cancelled (ACIC) and/ or the Advice to Debit Account (ADA) and sign. Submit the check and the ACIC/ ADA to the ARD/ RD and/ or the MSD Chief, whoever is available for countersigning and approval of the ACIC (subject to the limitation provided under the DOH Adm. Order No. 2006-0034 or the Delegation of Authority dated October 10, 2006. The Cashier Staff shall submit the approved ACIC to the AGSB and immediately release the Check in accordance with DBM Circular Letter No. 91-3 dated March 14, 1991, to the Client. Retain the original copies of the DV/ SD together with the Report of Check Issued and the RS for submission to the Accounting Section and the Internal Control Unit respectively, on the last working day of the week. To ensure prompt release of Check and/ or payment to Clients, the Chief of the Cashier Section shall notify the claimant using any of the following means of communication whichever is deemed appropriate: 1. Fax Machine (thru the PHT Offices – for internal and external creditors outside this Office but within the Caraga Region); or

DOH-CHD CARAGA HANDBOOK

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2. Formal notice or official letter (for external creditors); and/ or 3. Telephone (and/ or the PABx thru the Division‟s RC for internal creditors). Strict observance as to the number of working hours therein indicated to take actions, recommendation and approval within their respective Divisions, Sections and/ or Units, is enjoined. Furthermore, designated Budget Officers of each Division are also encouraged to reconcile their record of charges to allotment with the Budget Section at the end of the month.

Republic of the Philippines Department of Health CENTER FOR HEALTH DEVELOPMENT – Caraga Butuan City

ROUTING SLIP __________________________ ( ) STO

NO. ______________________

ORIGIN:

( ) MSD

( ) HRD

( ) LHS

( ) PHT ____________

DOCUMENTS RECEIVED

( ) DV (SPECIFY): ________ ( ) PAYROLL (SPECIFY): _________ ( ) PR (SPECIFY): ___________

( ) PO (SPECIFY): ______________ ( ) CONTRACT (SPECIFY): _______________ ( ) OTHERS (SPECIFY): _________________ PR / PO / CONTRACTS

DV / PAYROL / OTHERS

RECEIVED DATE TIME

RELEASED DATE TIME

RECEIVED DATE TIME

RELEASED DATE TIME

Requisitioning Div. RC Division Head/ Rep HRDU (Training/WS) MSD Receiving Clerk Budget Officer III/ Rep MSD Chief/ Rep ARD/ RD BAC Secretary Canvass Committee BAC Chair/ Rep Supply Officer III/ Rep Requisitioning Div. RC

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______

______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______

______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______

______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________

Division Head/ Rep MSD Receiving Clerk Budget Officer III/ Rep Accountant III/ Rep Chief, MSD/ Rep MAA II/ Rep Asst. Reg. Dir./ OIC Regional Dir./ OIC Records Section Cashier

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______

______ ______ ______ ______ ______ ______ ______ ______ ______ ______

______ ______ ______ ______ ______ ______ ______ ______ ______ ______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ _______ _______ _______ _______ _______

______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________ ______________________

DOH-CHD CARAGA HANDBOOK

REMARKS / SIGNATURE

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Chapter VII PROCUREMENT SYSTEM

Requisition of Supplies No supplies shall be issued unless the Requisition and Issue Slip (RIS) is approved. Available stocks at the warehouse shall be requested using the prescribed RIS Form to be prepared in duplicate copies, while those that are not available shall be requested using the Purchase Request Form or PR. In accomplishing this Form, the Requisitioning Officer shall see to it that the items are marked with complete specifications, the desired menu or venue for trainings or seminars, the estimated unit and total cost and appropriately indicate the purpose for which requested items or activities will be used. The Head of the Division shall likewise look at the items and determine the necessity of the request. Specification of goods and other related services, consulting services and civil works should also pass the technical evaluation as maybe required by the following: Computer Unit For computers and other related information technology equipment and peripherals, softwares, local and wide area networks, information technology solutions, communications, internet and other related technical assistance. Transport and General Services Office equipment, housekeeping and securities, repair and maintenance of office equipment and facilities (minor repair as maybe determined by the Infra Unit), including supplies and parts such as batteries and tires for maintenance of the proper condition of Motor Vehicles. Infrastructure Unit Major repair and maintenance of facilities (e.g. fire alarm system including the fire extinguishers, electrical system and lightings, etc.) construction and plumbing works or supplies, structural works and airconditioning as a check against the master plan of the DOH-CHD Caraga.

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Health Promotion Unit Printing services, media advertisements and other related media services requiring technical assistance. Therapeutic Committee and RESU Drugs and medicines. Regional Laboratory and RESU Medical laboratory supplies and other reagents. Health Human Resource Development Unit Request for venues such as hall, rooms in hotels or restaurants for meetings/trainings or seminars to be conducted by this Office and other official functions; training materials; audio visual supplies and equipment; and other necessary training supplies. All training and seminar workshops which will be undertaken by this Office shall be coordinated with the HRDU. The Division and/or the Program Coordinator requesting the activities shall: 1. Discuss the training plan with HRDU for the preparation of worksheet; 2. Identifies the secretariat, participants, resource speakers/facilitators and the training materials; 3. Monitors pre-training activities and coordinates confirmation of identified participants; 4. Prepares the training materials with the HRDU-training secretariat; and 5. Provide the Technical Assistance. The HRDU and the designated secretariat shall: 1. 2. 3. 4.

Prepare the Regional Office Order for the participants; Checks and examine the completeness of pre-training documents; Facilitate the training or workshop proper; Prepares the Certificates of Appearance/Attendance/Participation /Recognition/Commendation and/or Appreciation; 5. Ensure post training documents e.g., Approved Contract or Purchase Order (together with its supporting documents like the PR, NOA, OR, etc.), the Attendance Sheet, Regional Office Order for the Participants, Inspection Report and other documents necessary to support the claim of the caterer; and DOH-CHD CARAGA HANDBOOK

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6. Prepare Disbursement Voucher within five (5) days from the fulfillment of the contract and submit the same to the MSD – RC. Strict adherence to COA rules and regulations on the “prevention of Irregular, Unnecessary, Expensive or Extravagant Expenditures or Uses of Funds and Property” is encouraged. Procedures 1. Previous to the preparation of RIS or the Purchase Request (PR), the requisitioning personnel shall verify to the Accounting Section the availability of stocks at the warehouse using the Supplies Availability Inquiry (SAI) form. 2. The PR or RIS shall be prepared in duplicate copies. 3. The Division Receiving and Releasing Clerk shall record the RIS or the PR in their logbook and submit to their respective Division Head for signature and recommendation. Then, forward to the Management Support Division – Receiving Clerk (MSD-RC) 4. MSD-RC shall receive and record the RIS or the PR and forward: a) The RIS to the Accounting Section for recording and indexing as withdrawal to the Stocks Ledger Card, then assign RIS Number; and b) The PR to the Budget Section for budget allocation which will be the basis for the approval of the budget for contract or ABC, and assign PR Number. 5. The PR or the RIS shall be forwarded to the MSD Chief for review based on the provision of the government accounting and budgetary rules and regulations, initial and recommendation. Then release to the ARD or the undersigned for approval. 6. The ARD, (the designated Officer-In-Charge of the Office in the absence of the ARD and the Undersigned), or the undersigned, at its discretion as head of the Office may approve or disapprove the request. 7.

After approval of the PR or the RIS, the RIS shall be forwarded to the Supply Section for issuance of stocks while the PR shall be submitted to the Bids and Award Committee Support Unit for immediate and appropriate action.

DOH-CHD CARAGA HANDBOOK

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b) Procurement of Goods and Other Related Services No procurement shall be undertaken unless the same is in accordance with this Office’s approved Annual Procurement Plan. It shall therefore be the responsibility of the Division Head as requisitioning officer to update if possible their procurement plan consistent with their work and financial plan, except for the procurement of the following: 1. Commonly use office supplies regular requirement chargeable against the MSD Funds which shall be undertaken by the Supply Section; 2. Laboratory reagents and supplies requirements for the National Voluntary Blood Service Program to be prepared by the Program Coordinator; and 3. Drugs and Medicines, Medical Supplies for disaster and epidemics to be prepared by the therapeutic committee in coordination with the HEMS and RESU and other concerned. The APP must contain the end-user‟s recommendation as to what mode of procurement will be used and submit it to the BAC Support Unit for consolidation. Splitting of Contract is strictly not allowed. Procurement of commonly used office supplies and equipment available at the DBM-Procurement Service shall be centrally channeled to the Supply Section subject to the recommendation of the Bids and Award Committee. Procedures The BAC Support Unit: 1. Upon receipt of the approved PR by the BAC Support Unit, the head of the Unit shall request the BAC Chairman to convene the Committee in order to determine the appropriate mode of procurement for the particular request in accordance with RA 9184 or the Government Procurement Reform Act. 2. The BAC Support Unit shall post said procurement to the Government Electronic Procurement System (GEPS) Website and facilitate the preparation of all the necessary documents. 3. For procurement thru “shopping”, the BAC Support Unit Chief as chair of the Canvass Committee shall facilitate the distribution/ retrieval of the Canvass Papers to and from the Supplier (including DOH-CHD CARAGA HANDBOOK

Page 72


the PHT Offices with their designated canvassers), and the preparation of the Abstract of Canvass. 4. For procurement thru “public bidding and other alternative mode of procurement”, the Abstract shall be prepared by the Technical Working Group. 5. Facilitate the preparation of Notice of Award and Notice to Commence. The Bids and Award Committee (BAC) 1. Recommend approval of the Notice of Award and Notice to Commence to the Undersigned or the MSD Chief in accordance with DOH-Administrative Order No. 2006-0034 dated October 6, 2006. 2. The Notice of Award together with the Abstract, Result of evaluation conducted by the Technical Working Group, and Notice to Commence shall be forwarded to the chief of the MSD for review and recommendation before approval of the undersigned. 3. Following approval of the Award and Notice to Commence, the BAC Support Unit shall then prepare the Contract or the Purchase Order and submit the same and the following supporting documents to the Requisitioning Division Receiving/Releasing Clerk, and post to the GEPS: 1. Notice of Award 2. Notice to Commence 3. Abstract of Bids/Canvass (suchlike documents depending on the mode of procurement adopted) 4. Purchase Request The Requisitioning Division 1. Subsequent to receipt of the Contract or Purchase Request from the BAC Support Unit, the Requisitioning Division RC shall record the document to their respective logbook; check with the WFP and APP then prepare the Obligation Request or OR. 2. Record the OR and fill the RS before the same is submitted to the Division Chief for signature of the Box “A”. 3. Submit the following documents to the Budget Section for appropriate funding: a) Filled Routing Slip DOH-CHD CARAGA HANDBOOK

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b) c) d) e) f) g)

Obligation Request (Box “A” signed by the Division Head) Contract or the Purchase Order Purchase Request Notice to Commence Notice of Award Abstract of Bids/Canvass

The MSD and Budget Section 1. The MSD Receiving Clerk shall receive the document, record in the logbook and submit to the Budget staff for: a) Recording in the Registry of Allotment b) Assignment of Obligation Number. c) Processing of documents in accordance with the budgetary rules. d) Signature in Box “B” of the OR by the Chief, Budget Section. e) Forward the Documents to the Chief of the MSD for final review or recommendation, and initial. 2. Fill the Routing Slip then submit the documents to the Undersigned (or the Chief of the MSD in the absence of the undersigned pursuant to DOH Adm. Order No. 2006-0034) for APPROVAL. The Internal Control Unit 1. The Internal Control Unit staff shall receive the documents; review the completeness of signature and supporting papers in accordance with the existing DOH and this Office‟s policies and other government rules and regulations; stamped the Contract or PO with the phrase “Reviewed and Recommended for APPROVAL in the amount of Pxxx”. 2. Fill the Routing Slip then submit the documents to the RD‟s Staff. The Regional Directors Office 1. Subsequent to the approval of the Contract or PO, the Secretary of the RD shall forward the documents to the Supply Section. 2. The Supply Section shall receive the documents and release to the following: a) Supplier – duplicate copy of the Contract or PO to be release upon conforming on terms and condition thereof. DOH-CHD CARAGA HANDBOOK

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b) Resident Auditor – duplicate copy of the Contract or PO pursuant to COA Circular No. 76-34 and 96-010. c) Program Coordinator and/or HRDU (for catering services) – Original copies of the documents. 3. The Chief of the Supply Section shall likewise require the Supplier to post the necessary bond to guarantee its faithful performance of the contract. The Supply Section 1. Following receipt of the Contract or PO and its supporting documents, the Supply staff shall notify and follow up the Supplier for immediate delivery of the goods and services. 2. At that point in time of delivery, the Supply Officer shall prepare the Request for Inspection addressed to the Committee and forward the document to the MSD Chief for signature and approval. 3. Approved request for inspection shall be forwarded to the Chairman of the Committee on Inspection. 4. Accept the delivery of the inspected goods as indicated in the Report of Inspection submitted by the Committee on Inspection. 5. Prepare the Disbursement Vouchers attach the necessary supporting documents in accordance with the existing government accounting and auditing rules and regulations. 6. Submit the complete set of documents to the MSD Receiving Clerk for immediate processing at the Accounting and Budget Section. The Committee on Inspection Incompliance with Articles “16”, “17”, “19” of the GAAM and Section “45” of the Manual on the New Government Accounting System, the Chairman of the Committee on Inspection, following receipt of the request for inspection shall appoint from its members to immediately inspect of the delivery. Coordinate with the end-user or its authorized representative to verify specifications of the items or articles as requested.

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Inspector shall: 1. Ensure that goods and / or services delivered or rendered are in accordance with the terms and conditions provided for in the Contract or Purchase Order. 2. Requires the necessary documents to support the articles delivered or the services rendered. 3. Get samples of the articles that are subject to test for submission to the proper authorities for further analysis. 4. Submit the Inspection Report to the Supply Section within three (3) working days, from receipt of the request. Inspection shall be scheduled during office hours only, subject however for extension as maybe requested by the Chairperson and approval of the Undersigned. For items or goods transferred or allocated by the DOH-Central Office, and / or goods donated in this Office, the same shall be inspected by the representative from the Supply Section and the COA Office in order to properly book-up the receipt of property.

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CHD CARAGA PROCUREMENT SYSTEM FLOWCHART

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FLOWCHART ON PROCUREMENT OF CATERING SERVICES HRDU/Division: Discuss trng prep./prepares Worksheet/PR/SO

1 wd

Div-RC returns document Prog. Coord.

Div-Receiving Clerk (RC) records & checks documents w/ “Checklist for Duly Accomplished PR” & assigns Routing Slip Div Head determines the necessity of the training & if it is in the WFP

A No

HRDU reviews worksheet & other documents

Is the trng necessary & in the WFP? Yes Div. Head signs Box “A” of the PR

Did it comply w/ the requirements? 1 wd Div-RC submits Worksheet/PR/SO to MSD

MSD-RC receives PR & records in logbook assigns RS no. & submits to Budget Officer III

Budget Officer III checks w/ WFP & allocates funds

B

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8 wd

D

HRDU prepares Letter of Invitation(LOI) & fax or sends LOI/SO to PHT

Documents complete? Yes

PHT distributes LOI to LGUs & confirms attendance & gives feedback to HRDU CONDUCT OF TRAINING Trng Sec. ensures signatures of pax in Attendance Sheet & gets Statement of Account or Invoice Receipt from caterer. If w/ accommodation, gets room assgnment & xerox copy of hotel logbook

2 wd

E

Training Secretariat prepares Disbursement Voucher (DV) & attaches Attendance Sheet & Statement of Account, Inspection Report & other SD & checks completeness of attachments w/ Checklist of Duly Accomplished DV�,

MSD-RC checks completeness of documents w/ checklist

No

E

MSD-RC receives, records in LB, for indexing, recording & journalizing. DV-RC files checklist

3 wd

Cashier awards/signs check & prepares ACIC

Cashier notifies caterer 5 wd MSD Chief & ARD and /or RD countersigns check & approve ACIC

Client claims payment

DOH-CHD CARAGA HANDBOOK

ACIC to bank

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C 1 wd

Div-RC receives PO w/ RS & other SD, records logbook (LB), prepares Obligation Sip (OS) Div Head signs Box “A” of OS & initial PO MSD-RC receives OS/PO/RS & other SD, records in LB & submit to Budget Budget staff determines availability of funds

1 wd

Funds available?

A

No

ICU reviews & checks prices

ICU stamped the PO w/ “Reviewed in the amount of” RD or OIC approves PO in accordance w/ DOH-AO 20060034 Record staff receives PO/OS/RS & other SD & issues PO to Supplier or: for venue outside Butuan City: RS fax PO to PHT & sends other SD to Training Secretariat

Yes

Budget Officer III records in RAO, signs OS & assigns OS no.

1 wd

Are prices not excessive?

PO to COA pere AO 73696 010

Supp ly Sx file a copy of PO

Winning Caterer receives & signs original PO & submits to Supply Sx. Fr venue outside Butuan City: PHT faxed signed PO to Supply Sx. Original copy to be submitted to Supply Sx by PHT

2 wd

MSD Chief initials OS & PO Records Staff notifies HRDU that Supplier signed the PO

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D

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B

A

Are items in WFP & funds available? No

MSD determines if not IUEE

Are items not IUEE? No

A

3 wd

Yes

Budget Officer III initials Box “B” of PR/assigns PR No

1 wd

BAC Support Unit prepares/distributes canvass to CHD suppliers If outside CHD – fax canvass to PHT concerned

Yes

MSD Chief recommends approval & initials

Canvassers ( canvass from bonafide suppliers

BAC opens canvass. If venue is outside Butuan City, PHTL do the canvass & send to CHD-BAC. Orig

1 wd

BAC Support Unit prepares Abstract of Canvas

BAC approves Abstract & issue Notice of Award(NOA) & notify PHT of resuts. PHT gives feedback to losing/winning caterers)

1 wd

ARD/RD approves & signs PR BAC Support Unit prepares PO and attach approved PR/Abstract/NOA

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C

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Roles & Responsibilities DIVISION – Program Coordinators 1. Discusses training plan with HRDU 2. Prepares worksheet & identifies participants 3. Identifies training materials 4. Resource speaker facilitator 5. Monitors progress of pre-training activities 6. Prepares training materials with HRDU/Training Secretariat 7. Coordinates with HRDU re: confirmation pax 8. Prepares the Certificate of Attendance/ Training 9. Conducts evaluation of training activities. 10.

Ensures that Post-training documents

needed in the payment are complete.

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Roles & Responsibilities HRDU 1. Discusses training plan with DivisionProgram Coordinator. 2. Prepares Personnel Order 3. Checks completeness of pre-training documents. 4. Provides technical assistance. 5. Act as facilitator 6. Monitors progress of pre-training activities 7. Prepares training materials with DivisionProgram coordinator/ Training Secretariat 8. Collates all Post-training evaluations conducted by program coordinators for assessment.

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Roles and Responsibilities PHT 1. Canvasses from 3 bonafide suppliers (if training will be conducted in their area and collect sealed canvass forms & fax to BAC. 2. Facilitates signing of PO by winning bidder then fax/send PO to Supply Section. (Signed original PO to be submitted on date of training). 3. Provides feedback to winning and losing bidders. 4. Ensures that LOI are received by participants (thru DOH Reps), and coordinates with HRDU re: confirmation of attendance 5. Act as secretariat during trainings 6. Conducts the inspection (if training is done in their province)

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Roles & Responsibilities Training Secretariat 1. Prepares Purchase Request/Special Order 2. Monitors progress of pre-training documents. 3. Prepares training materials 4. Prepares Disbursement voucher 5. Coordinates with HRDU re: confirmation of pax & give feedback to Program Coordinator 6. In-charge of signing of pax in attendance Sheet 7. Prepares Certificate of Appearance. 8. Collects Statement of Account from caterer and Inspection report from PHT

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DOH HYMN Lahat tayo‟y magkabuklod Upang baya‟y itaguyod Walang sawang naglilingkod Sa nayon man o sa lungsod Pilipino ang layunin Kapwa tao‟y tangkilikin Pangarap ko‟y Pilipinas Sa mundo‟y walang katulad Chorus: Kagawaran ng kalusugan Gabay naming kahit saan Lagi naming gagampanan Ang tungkuling sinumpaan Laan sa „yo maging ang buhay Upang tayo‟y magtagumpay Sa pagbuo ng iisang bansa Na matatag at Malaya DOH-CHD CARAGA HANDBOOK

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Panunumpa sa Watawat Ako ay Pilipino. Taos Pusong Nanunumpa Sa Watawat ng Pilipinas. At sa Bansang Kanyang Sinasagisag na may Dangal, Katarungan at Kalayaan Na Pinakikilos ng Sambayanang MakaDiyos, Makatao, Makakalikasan at Makabansa DOH-CHD CARAGA HANDBOOK

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Panunumpa ng Kawani ng Gobyerno Ako‟y Kawani ng Gobyerno. Tungkulin ko ang maglingkod nang tapat at mahusay. Dahil ditto. . . Ako‟y papasok ng maaga at magtratrabaho ng lampas Sa takdang oras kung kinakailangan; Magsisilbi ako ng magalang at mabilis sa lahat ng Nangangailangan; Pangangalagaan ang mga gamit, kasangkapan at iba Pang pag-aari ng pamahalaan. Magiging pantay at makatarungan ang pakikitungo ko Sa mga lumalapit sa aming tanggapan; Magsasalita ako laban sa katiwalian at pagsasaantala; Hindi ko gagamitin ang aking panunungkulan sa sarili kong Kapakanan; Hindi ako hihingi o tatanggap ng suhol; Sisikapin kong madagdagan ang aking talino at kakayahan Upang ang antas ng paglilingkod sa bayan ay patuloy Na maitaas Sapagkat ako‟y kawani ng gobyerno, tungkulin ko ang Maglingkod ng tapat at mahusay sa bayan ko. At sa panahong ito, ako at ang aking mga kapwa kawani Ay kailangan tungo sa maunlad, masagana at mapayapang Pilipinas. Sa harap ninyong lahat, ako‟y taos-pusong nanunumpa. DOH-CHD CARAGA HANDBOOK

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Manual of Procedures  

MOP DOH-CHD Caraga

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