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
Page 3
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
Page 4
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
Page 5
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
Page 6
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
Page 7
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
Page 8
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
Page 9
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
Page 10
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
Page 11
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 .
Page 12
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
Page 13
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
Page 14
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
Page 15
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
Page 16
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
Page 17
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)
Page 18
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
Page 19
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
Page 20
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
Page 25
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
Page 26
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
Page 27
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
/
/
Page 56
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
Page 57
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
1. Approved PR
/
/
/
2. Statement of Account
/
/
/
DOH-CHD CARAGA HANDBOOK
Page 58
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
Page 60
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
Page 61
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.
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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
Page 68
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.
DOH-CHD CARAGA HANDBOOK
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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
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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
Page 73
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
Page 74
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
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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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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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