EVERSLEY CHILDS SANITARIUM AND GENERAL ...

EVERSLEY CHILDS SANITARIUM AND GENERAL

HOSPITAL

CITIZEN’S CHARTER

2020 (2nd Edition)

1

EVERSLEY CHILDS SANITARIUM AND GENERAL

HOSPITAL

CITIZEN’S CHARTER

2020 (2nd Edition)

2

I. Mandate:

Eversley Childs Sanitarium is mandated through the Republic Act No. 11273

signed into law April 12, 2019, to become a Teaching and Training Tertiary Level

Facility increasing its bed capacity to 200 beds and changing its name to

Eversley Childs Sanitarium and General Hospital.

II. Vision:

A leading health care, training and research facility providing quality health care

services.

III. Mission:

Provision of affordable, accessible and available quality health care training

and research services, by competent empowered health workers, state of the

art equipment and facilities, sustained by a sound financial management and

systematic operating procedures.

IV. Service Pledge:

We, at Eversley Childs Sanitarium, shall provide quality, timely delivery, cost-

effective health care services to all patients driven by risk-based thinking that

will ensure Total Customer Satisfaction, Legal and Social Compliance, Healthy

and Safety Environment, Business Growth and Opportunity and Project-Based

activities that support Continual Improvement of Quality Management System.

We shall commit to satisfy customers and other requirements and continually

improve the effectiveness of our Quality Management System.

3

LIST OF SERVICES Ancillary Services External Services Admission in the wards Page 7

Animal Bite Treatment Page 8-9

Application for Basic Intravenous Therapy (IVT)

Training (External) Page 10-12

Application for Basic Life Support (BLS) Training (External) Page 13-14

Application for Intravenous Therapy (IVT) Refresher

Course (External) Page 15-17

Classification of Patient Page 18

Dental Care Services Page 19-20

Discharge in the Wards Page 21-22

Dispensing of Medical Supplies Page 23

Dispensing of Medical Supplies (Admitted Patients) Page 24-30

Emergency Room Admission Page 31

Emergency Room Consultation Page 32-33

Emergency Room Entry Triage Page 34-35

Family Planning Services Page 36-37

Handling of Found Items Page 38-39

Handling of Lost Items within Hospital Premise Page 40

Handling of Theft Incident within Hospital Premise Page 41-42

Hospital Laboratory Blood Station Page 43-44

Hospital Laboratory Services For In Patients Page 45-47

Issuance of Medical/Confinement Certificate/Certified True Copy

Documents Page 48-50

Issuance of Official Receipt Page 51-52

Issuance of Unregistered Certificate of Live Birth Page 53-56

Issuance of Watcher’s Identification Card Page 57

Labor and Delivery Room Admission Process Page 58-59

Labor and Delivery Room Consultation Process Page 60-61

Laboratory Services For Out Patients Page 62-64

Newborn Screening Page 65-66

Newborn Screening Center Purchase Orders through

Email Courier Page 67-69

Newborn Screening Center Walk in Purchase Orders for Facilities

Paying In Cash Page 70-72

Out- Patient Department Consultation Page 73-74

Pharmacy Services For in Patients Page 75-76

4

Pharmacy Services For Out Patients Page 77-95

PhilHealth Point of Service (POS) Enrollment Page 96-97

PhilHealth Portal- PhilHealth Benefit Eligibility Form (PBEF) Page 98

Postnatal Consultations Page 99-100

Prenatal Consultations Page 101-102

Preparation of Menu until Meal Distribution Page 103

Processing of Medical Assistance Page 104-105

Processing of Medical Assistance through the Malasakit Center Page 106-107

Psychosocial Counseling Page 108

Radiology In-Patient Services Page 109-110

Radiology Out-Patient Services Page 111-116

Receipt of Deliveries Page 117

Receiving Patient Scheduled for Operating Room Page 118-119

Referral Process to other Hospitals Page 120-121

Rehabilitation Unit Services Page 122-123

Releasing Of Checks to External Creditors Page 124-125

Releasing of Expanded Newborn Screening Results to Facilities Page 126-128

Releasing of Statement of Accounts (SOA) Page 129-130

Skin Clinic Consultations and Admissions Page 131-132

Transfer of In-patient from one Accommodation to the other

(Ward to Ward) Page 133

Transport of Patients Page 134

Internal Services

Application for Basic Intravenous Therapy (IVT)

Training (Internal) Page 136-138

Application for Basic Life Support (BLS) Training (Internal) Page 139-140

Application for Intravenous Therapy (IVT) Refresher

Course (Internal) Page 141-143

Creation of Forms or Documents (New & Revision) Page 144-145

Dispensing of Medicines and Other Supplies Page 146-147

Issuance of Appointment Page 148-151

Issuance of Breakdown of Terminal Leave Page 152

Issuance of Certificate of Employment Page 153-154

Issuance of Service Record Page 155-156

Issuance of Temporary ID for Newly Hired Employees Page 157-158

Laundry of Linens (Internal) Bloody Linens Page 159

Laundry of Linens (Outsource) Non-Bloody Linens Page 160

Leave of Absence Application Page 161-163

5

Liquidation of Cash Advance Page 164-165

Liquidation of Cash Advance (Reimbursement) Page 166-167

Payroll Certification for Salary Loan Applications with

Lending Institutions Page 168-169

Preparation & Distribution Of internal Communications Page 170-171

Processing of Disbursement Voucher (DV) Page 172-188

Processing of Obligation Request and Status and Budget

Utilization Request and Status for Purchase Orders and

Disbursement Vouchers Page 189-194

Processing of Purchase Orders (POs) Page 195-209

Production of Linen Supplies Based On Approved Job

Request (Internal) Page 210

Releasing of Checks to Internal Creditors Page 211-212

Release of Petty Cash Fund (PCF) Availment Page 213-214

Request for Computer Corrective Maintenance Page 215-216

Request for Condemnation of Equipment Page 217-218

Request for Fabrication/ Corrective Maintenance Page 219-220

Requisition of Pay slip Page 221

Transport of Employees Page 222

Transport of Visitors Page 223

6

Ancillary Services

External Services

7

1. Admission in the wards This procedure covers activities in admitting a patient in the ward.

Office/Division: Nursing Service – MPSDI/OBW/QUARANTINE WARD

Classification: Simple

Type of Transaction: Government to Citizen

Who may avail: All patients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Patient’s chart Attending Physician

CLIENT STEPS AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. To ward via wheelchair or stretcher.

1. Ushered and placed patient comfortably on assigned bed.

None

30 minutes

Nurse / Nursing

Attendant

2. SO will write on-hand medications/supplies on the logbook and give them to the nursing staff.

Note: For OB Cases only, patient will prepare a name for their baby and answer all questions to be asked by the midwife for the Certificate of Live Birth.

2.1 Carry doctor’s orders.

2.2 Follow up

labs. 2.3 Monitor the

patient. 2.4 Administer

medications.

None None None None

30 minutes 10 minutes 30 minutes 15 minutes

Nurse

Nurse

Nurse

Nurse

TOTAL NONE 1 hour and 55 minutes

8

2. ANIMAL BITE TREATMENT

The Animal Bite Treatment Center is available every Monday and Thursday except on

Holidays, 8:00 am to 5:00 pm. It cater cases on animal bites such as dog, cat and rodent

bites.

Office or Division: Out-Patient Department


Type of Transaction: Government-to-Citizen

Who may avail: All Patients/ Clients


1. Filled out Patient’s Information Sheet/Slip 2. Referral Form, if applicable 3. Receipt/ MSSU grant

Entry Triage Area Referring physician MSSU Social worker

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Patient’s Information Sheet/Slip

1.1 Register patient to the system.

1.2 Re-assess patient’s condition.

1.3 Issue charge slip.

None

None

1st visit Php 190.00 2nd and 3rd visit Php 155.00

10 minutes

IT personnel

OPD Nursing Attendant

2. Proceed to cashier for payment and present Official Receipt / Grant paper to OPD Triage Staff.

*if cannot pay, proceed to Medical Social Worker for assistance.

2. Document record of payment.

None 5 minutes OPD Staff

3.1 Wait at consultation area

3.1 Call patient’s name.

3.2 Examine and

explain

None

None

1 hour

30 minutes

Nurse/Doctor

Doctor

9

3.2 Subject self for consultation to doctor

treatment plan to patient.

4. Subject self for Anti rabies vaccination.

4. Administer Anti-Rabies Vaccine and issue Rabies Post-Exposure Prophylaxis Card

None 10 minutes ABTC nurse

TOTAL Php 190.00 Or

Php 155.00

1 hour, 55 minutes

10

3. Application for Basic Intravenous Therapy (IVT) Training (External)

The Basic Intravenous Therapy (IVT) Training course is a 3-day training course designed for nurses and healthcare providers who need certification in order to provide hands-on Intravenous practice to patients including IV insertion, medication, fluid therapy, and blood transfusion. This program features a combination of lectures, interactive workshops and return demonstration.

Office or Division: Training Office

Classification: Highly Technical

Type of Transaction: Government to Business, Government to Government, Government to Citizen

Who may avail: External Client


1. Approved Letter of Intent Medical Center Chief (MCC)

2. Must be registered nurse Requesting party

3. Valid and current PRC license card Requesting party

After Training (ANSAP Requirements):

1. 2x2 ID picture with green background Requesting party

2. Original copy ECSGH Certificate of Completion

Requesting party

3. Photocopy of PRC license back to back Requesting party

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit letter of Intent to the office of the Medical Center Chief (MCC).

1.1 Accept approve letter of Intent from MCC Office.

1.2 Inform client thru (text or call) to pay the Registration Fee for reservation and photocopy of PRC license.

None

None

5 minutes

10 minutes

Medical Center Chief (MCC)

Training Assistant

2. Proceed to Training Office 2-3 days after the approval of Intent for individual participants.

2. Issue Order of Payment (IVT Registration Fee & ANSAP Fee).

3,500.00

500.00

5 minutes Training Director

11

3. Proceed to Cashier for payment.

3.1 Receive photocopy of Original Receipt (OR).

3.2. Inform the client for the training schedule & discuss the requirements.

None

None

5 minutes

25 minutes

Cashier

Training Director

4. Proceed to Training venue on scheduled date & time.

Note:

For Government Agencies & Private Sectors who will be paying check, proceed to Cashier Office for issuance of Original Receipt (OR).

4.1. Let the participants sign the attendance sheet.

Note:

Issue Order of Payment for Government Agencies and Private Sectors paying on the day of training.

4.2. Conduct training

None

None

5 minutes

3 days

Training Assistant

IVT Trainers & Preceptors

5. Perform and submit the 3+3+1 Accomplished Requirements form within 1 week after the training, 2x2 picture with green background, Original copy of Eversley Childs Sanitarium and General Hospital (ECSGH) Certificate of Completion and photocopy of PRC license back to back.

5.1. Receive copy of performed 3+3+1 accomplished Requirements form and after training requirements.

5.2. Consolidate and Submit all documents and requirements to ANSAP Office (Attendance Sheet, IVT Grading Sheet, Evaluation Sheet, 3+3+1 Accomplished Report and Completion Calendar).

None

None

5 minutes

5 days

Training Director / Training Assistant

Training Assistant

12

Note:

In the event, the client couldn’t submit the requirements they are required to submit it personally to ANSAP Office.

Note:

Wait until 15-30 working days on the delivery of Certificate of Completion and IVT Identification (ID) Card coming from ANSAP Manila.

6. Accept IVT ID & Certificate of Completion.

6. Receive and Issued IVT ID & Certificate of Completion from ANSAP Manila.

None

5 minutes Training Assistant

TOTAL:

4,000.00

8 DAYS, 1 HOUR & 5

MINS

13

4. Application for Basic Life Support (BLS) Training (External)

Basic Life Support (BLS) is a level of first-aid resuscitation that can be used in emergency situations until victims are placed into the care of medical professionals. BLS technique can be used when victims appear to be choking, drowning, unconscious or suffering from cardiac arrest. Knowing the proper steps in providing BLS can be the difference between life and death.


Classification: Complex




1. Approve Letter of Intent Medical Center Chief (CCC)

2. Participants Profile Training Office

3. Medical Certificate (Physically Fit) Training Office


PROCESSING TIME

PERSON RESPONSIBLE



1.2 Schedule Training and forward to the MCC secretariat for the issuance of Hospital Order.

1.3 Inform client thru (text or call) to pay the Registration Fee.

None

None

None

5 minutes

1 Hour

10 Minutes


BLS Trainers Training Assistant

2.1 Proceed to Training Office 1 week before the training to receive Order of Payment.

2.2 Pay the Registration Fee to the Cashier and present the Official

2.1 Receive photocopy of OR.

2.2 Inform the client for the training schedule & discuss the requirements.

450.00

None

5 Minutes

25 Minutes

Training Director

Training Director

14

Receipt (OR) to the Training Director.

3. Preparation of the logistics and training venue.

3. Conduction of Training

None

2 days

BLS Trainers

4. Accept BLS Identification (ID) Card & Certificate of Completion.

4.1 Issued BLS ID & Certificate of Completion.

4.2 Consolidate & Submit Training Analysis to DOH Region VII

None

None

10 minutes

1 day

Training Assistant

Training Assistant

TOTAL:

450.00

3 DAYS, 1 HOUR & 55

MINS

15

5. Application for Intravenous Therapy (IVT) Refresher Course (External)

The Intravenous Therapy (IVT) Refresher course have 3 or 4 modules depends on

the requirements of ANSAP Office which will be conducted 3 or 4 days also. This course geared towards active and non-active healthcare providers who needs updated knowledge and science in clinical practice and those seeking to renew their certification on IV therapy. This program features a combination of lectures, seminars and interactive workshops.






1. Approved Letter of Intent Medical Center Chief (MCC)


3. Expired and nearly expired Intravenous (IVT) license card

Requesting party



2. Original copy ANSAP Certificate of Completion

Requesting party


4. Original and photocopy of expired or nearly expired Intravenous (IVT) license card

Requesting party


PROCESSING TIME

PERSON RESPONSIBLE



1.2 Inform client thru (text or call) to pay the IVT Refresher Course Registration Fee for reservation and photocopy of PRC license.

None

None

5 minutes

10 minutes


Training Assistant

16

2. Proceed to Training Office 2-3 days after the approval of Intent for individual participants.

2. Issue Order of Payment IVT Refresher Course Registration Fee & ANSAP Fee).

600.00

Note: per module

500.00

5 minutes Training Director

3. Proceed to Cashier for payment.

3.1 Receive photocopy of Original Receipt (OR).

3.2. Inform the client for the IVT Refresher Course schedule & discuss the requirements.

None

None

5 minutes

25 minutes

Cashier

Training Director

4. Proceed to IVT Refresher Course venue on scheduled date and time and bring with you the Official Receipt (OR).

Note:

For Government Agencies & Private Sectors who will be paying check, proceed to Cashier Office for issuance of Original Receipt (OR).

4.1 Let the participants sign the attendance sheet.

Note:

Issue Order of Payment for Government Agencies and Private Sectors paying on the day of training.

4.2 Conduct IVT Refresher Course.

None

None

5 minutes

3 or 4 days

Note:

(depends on module given by ANSAP Office)

Training Assistant

IVT Trainers

5. Submit 2x2 picture with green background, Original copy of ANSAP Certificate of

5.1 Receive copies of after training requirements.

None

5 minutes


17

Attendance, Photocopy & expired and nearly expired Intravenous (IVT) license card and photocopy of updated PRC license back to back, one (1) week after training.

Note:

In the event, the client couldn’t submit the requirements they are required to submit it personally to ANSAP Office.

Note:

Wait until 15-30 working days on the delivery of Certificate of Attendance and IVT license Card coming from ANSAP Manila.

5.2 Consolidate and Submit all documents and requirements to ANSAP Office (Attendance Sheet, IVT Refresher Course Grading Sheet, Evaluation Sheet, photocopy of expired or nearly expired Intravenous (IVT) license card and Certificate of Attendance).

None

5 days

Training Assistant

6. Accept Renew IVT license card & Certificate of Completion.

6. Receive and Issued Renew IVT license card & Certificate of Attendance from ANSAP Office.

None


TOTAL:

1,100.00

9 DAYS, 1 HOUR & 5

MINS

18

6. Classification of Patient An interview conducted by a licensed medical social worker, which the result will be the basis of the patient’s eligibility availing medical social services in government hospital.

Office/Division: Medical Division/ Medical Social Service Unit



Who may avail: All Patient


1. Admitting form Admitting Unit


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Get queuing number.

1. Call number. None

1 minute Social Welfare Aide

2. Subject self to interview and show admitting form or its equivalent

2. Conduct interview and classify patient base on AO-51-A.s.2000 using Intake Sheet

None 10 minutes Medical Social Worker

3. Listen to MSS Worker’s explanation

3. Explain the patient’s classification and its significance.

None 5 minutes Medical Social Worker on duty

4. Receive classification in the admitting form or its equivalent

4. Indicate classification in the Admitting form or on Patient’s Admitting Chart at the Nurse Station


TOTAL NONE 21 minutes

19

7. Dental Care Services

Dental Unit caters services such as Tooth Extraction, Tooth Filling, and Consultation. All

patients can avail the service, however minor patients (20 years old and below) should

be accompanied by an adult because he/she is not of legal age and cannot sign

documents. Medically compromise patients should present medical clearance prior to

rendering dental procedure. The Dental Unit is open from Monday to Friday 8:00 am to

5:00 pm (No Noon Break).

Office or Division: Dental Unit / Medical and Professional Division


Type of Transaction:

Government to Citizen (G2C)

Who may avail: All Patients


Complete OPD Chart with vital signs OPD Staff


PROCESSING TIME

PERSON RESPONSIBLE

1. Wait when your

name is called.

1.1 Received the

patient from the

registration

area.

1.2 Re-assess the

patient.

1.3 Conduct the

appropriate

service needed.

1.4 Prescribed

Medicine

1.5 Give charge

slip.

Tooth Extraction – Php 200.00 Tooth Filling – Php 130.00 Dental Certificate – Php 75.00

2 minutes 10 minutes 45 minutes 10 minutes 3 minutes

Dental Aide

Dentist

Dentist

Dentist

Dental Aide

2. Proceed to cashier for payment and present Official Receipt / Grant paper to Dental Aide/Dentist.

*if cannot pay, proceed to Medical


None 5 minutes Dental Aide

20

Social Worker for assistance.

3. Follow the

instruction

on how to

take proper

medication.

3. Instruct the patient on how to take their prescribed medicine.

None 5 minutes Dentist

TOTAL Tooth Extraction – Php 200.00 Tooth Filling – Php 130.00 Dental Certificate – Php 75.00

1 hour, 20 minutes

21

8. Discharge in the wards This procedure covers activities for discharging a patient in the ward.




Who may avail: All in-patients


1. Patient’s chart Attending Physician

2. Charge slip Nurse

3. Alagang pinoy tagubilin Nurse

4. Clearance for discharge slip Billing section


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Discuss with the doctor for the May Go Home (MGH) order.

1.1 Discharge order.

1.2 Carry out doctor’s order, tag and bill at iHomis.

1.3 Give charge slip

None

None

None

10 minutes

15 minutes

10 minutes

Attending Physician

Nurse

Nurse

2.1 Bring charge slip and other documents to Billing section for the release of Statement of Account (SOA).

2.2 Proceed to

cashier for payment and signature of clearance slip.

2.3 Present Official

Receipt to Billing and PhilHealth Staff as basis for signature of clearance slip.

2. Discharge per doctor’s order with discharge instructions (medications, follow-up check-up), then sign clearance slip.

None 20 minutes Nurse

22

*if cannot pay, proceed to Medical Social Worker for assistance, then go back to Billing and PHIC for SOA adjustments. 2.4 Back to the nurses’ station for signature of clearance slip.

TOTAL

None 55 minutes

23

9. Dispensing of Medical Supplies

Dispensing of Medical Supplies for Out- patients.

Office or Division: Central Sterilization Service Department; Nursing Division


Type of Transaction: Government-to-Government

Who may avail: Nurses, Nursing Attendant/Administrative Aide


1. Prescription for Medical Supplies Prescribing Doctor or Nurse

2. Order Slip CSR


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit prescription to CSR *If No Prescription,

1.1 Receive and check the availability of supplies

1.2 Make order slip 1.3 Write price of Item

None

None

Refer to price list

5 minutes

5 minutes

5 minutes

Nursing attendant /

CSSD Staff

CSSD Staff

CSSD Staff

2. Pay to Cashier *if cannot pay, proceed to Medical Social Worker for assistance

2. Receive Official receipt

None 5 minutes

Cashier, CSSD Staff

3. Receive supplies

3. Dispense supplies None

5 minutes

CSSD Staff

Total None 25 minutes

24

10. Dispensing of Medical Supplies (Admitted Patients)

The Central Supply Room services shall provide the requested hospital medical

supplies utilizing standardized recording, reporting, and monitoring of hospital stocks.

Office or Division: Central Sterilization Service Department; Nursing Division


Type of Transaction: Government-to-Citizen (G2C)



Requisition and Issued Slip CSSR Office


PROCESSING TIME

PERSON RESPONSIBLE

1. Hand-in Requisition And issued Slip

1.1 Check the completeness of Requisition and issued slip

1.2 Check and prepare the availability of supplies

1.3 Call the client for pick-up

None

None

None

5 minutes

50 minutes

5 minutes

Central Supply Room Attendant

Central Supply

Room Attendant

Central Supply Room Attendant

2. Received supplies

2. Dispense medical supplies

None 30 minutes Central Supply Room Attendant

Total None 1 hour, 30 minutes

25

26

27

28

29

30

31

11. Emergency Room Admission Inpatient care within the relevant medical department. Available Monday – Sunday 24 HOURS (No Noon Break)

Office/Division: Emergency Room



Who may avail: All patients seeking Emergency Care Services


1. Accomplished Patient Information Sheet

Patient

2. ER blotter Triage Nurse

3. Patient Chart ER physician

4. Patient Consent Form Patient

5. Carried orders – Private doctors, as necessary

Private doctors

6. Clinical Face Sheet Admitting section

CLIENT STEPS AGENCY ACTION FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Discuss with the ER doctor about hospitalization

1.1 Treatment and Management.

1.2 Administer prescribed drugs and medication.

1.3 Monitor patient

Charge to bill

2 hours

Physician on Duty Nurse Nurse

2. Escort must submit Accomplished Patient information sheet to Admitting Section.

2. Refer to Admitting Process

None 5 minutes Admitting Officer

3. Escort send diagnostic examination requests to Laboratory, Radiology

3. Perform respective processes

Charge to bill

Refer to LAB/RADIO CC

Medical Technologist, Radiology

4. To ward 4. Call ward, transport and endorse patient to receiving ward nurse

None 5 minutes Nurse

TOTAL Charge to bill

2hr&15mins

32

12. Emergency Room Consultation

The department responsible for the provision of medical and surgical care to patients arriving at the hospital in need of immediate care. Once seen and managed by ER doctor and decided to be stable with a good disposition, patient is then discharged. Patients are seen according on the doctors’ evaluation of the severity of each case and not according to the time people arrive. Every patient will be seen and given the fullest attention. Open every Monday – Sunday 24 HOURS (No Noon Break)






1. Accomplished Patient information Sheet (PIS)

Patient

2. ER blotter Triage Nurse

3. ER charge slip ER nurse

4. Treatment consent Patient


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Give completely filled out PIS & treatment consent

1. Take vital signs, details of complaints; categorize according to level of care.

None 5 minutes Triage Nurse

2. Proceed to ER Treatment area & discuss with ER physician

2.1 Examine and provide doctor’s orders.

2.2 Carry out doctor’s orders.

2.3 Administer drugs & medicines, as necessary.

2.4 Monitor patient

None None None None

1 hour & 30 minutes

ER Physician

3. Escort send diagnostic examination requests to laboratory, radiology

3.Perform respective processes

See price list

Refer to CC OF LAB/RADIO

Medical Technologist, RadTech

33

4. Results handed to ER doctor

4.Diagnostic results interpretation; additional orders- as necessary

None 10 minutes ER doctor

5. Settle ER charges; If unable to pay, ask assistance of the medical social service

5.1 Clear charges.

5.2 Receives social service grant of ER charges.

5.3 Discharge home per doctor’s order, with instructions

None None None

10 minutes 1 minute 4 minutes

Social worker ER nurse ER nurse

TOTAL 4 hours

34

13. Emergency Room Entry Triage Screening point for COVID 19 related symptoms for all patients seeking medical

treatment in ECSGH. Open from Monday – Sunday 24 HOURS (No Noon Break).






1. Accomplished Patient information sheet (PIS)

Triage Nurse

2. Treatment consent Patient

3. Referral slip (Optional) From other Institutions or Clinics

4. SARI form Emergency Triage Nurse


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1.1 Proceed to Entry Point Triage & fill out PIS & treatment consent form.

1.1. Perform assessment and take vital signs.

1.2. Receive Accomplished PIS & consent.

1.3. Categorize patient to respiratory & non-respiratory cases (SARI Form)

Respiratory case: 1.3.1 Holding

area- awaiting further orders, inform ER doctor & nurse (admission to Quarantine/ isolation ward or referral).

None None None None

5 minutes 2 minutes 5 minutes 15 mins

ET staff ER doctor

ER doctor

35

1.2 If for referral, wait for transport to other hospital.

1.3 Proceed to Main

E.R., LR/DR, OPD, PHU

If for referral: Perform e-referral, swabbing & other diagnostic exams; await transport to other hospital.

Non-respiratory: 1.3.2 Instruct to

go to respective area.

None

5mins

ET Nurse

TOTAL Non-respiratory: 17 minutes Respiratory: 27 mins

36

14. FAMILY PLANNING SERVICES

Family Planning is a strategy for married couple or any women of reproductive age to decide how many children to have with the use of natural and/or artificial contraceptives. The Family Planning Services of the Out-Patient Department for Level 1 hospitals is available from Monday to Friday except on Holidays, 1:00pm to 5:00pm.

Office or Division: Public Health Unit / Medical and Professional Division





1. Filled out Patient’s Information Sheet/Slip with Vital Signs

OPD Triage Staff

2. Pregnancy Test Result (if necessary) Family Planning Counselors


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Accomplished Patient’s Information Slip

1.1 Issue charge slip for cashier payment.

1.2 Register patient in Registration Logbook. 1.3 Encode

patient’s data in the iHOMIS

Php 75.00

None

None

5 minutes

5 minutes

5 minutes

PHU Nurse

PHU Nurse

IT Personnel

2. Proceed to cashier for payment and present Official Receipt to OPD Triage Staff.

*if cannot pay, proceed to Medical Social Worker for assistance

2. Records Official Receipt Number.

None

5 minutes

PHU Nurse

3.1 Proceed to Family Planning Screening, and submit result of pregnancy test, then sign

3.1. Screened patient using the Family Planning Client Form 1.

Php 155.00 for

pregnancy test

None

45 minutes

10 minutes

Family Planning

Trained Providers

37

Consent to Family Planning procedure.

In case of Removal: Patient informs the reason - change of method or desire to conceive again.

3.2. Secure Doctors Order and Signed Consent.

3.3 Perform the Family Planning Method of Choice to patient

In case of Removal: Secure a signed consent and remove Family Planning method.

None

45 minutes

FP Trained Providers

Doctor

Total

Php 230.00

2 hours

38

15. Handling of Found Items

The Security Unit handles found items/documents. To those who find any lost items

specially important documents, please turn-over it to the Security Personnel on Duty. The

unit has protocols to follow for found item turned over until the verified owner claim it or

even if it remains unclaimed.

Office or Division: Security Unit (HOPS)



Government-to-Citizen (G2C)

Who may avail: All citizens who found and item within hospital premises


1. Identification Card Client

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Turn-over to the Security Personnel on Duty.

1.1 Logs the item

to security lost

and found

logbook.

1.2 Check found

item/s and log

details; name

of person who

found the item,

date, time, and

area where

item was found.

None

None

10 minutes

5 minutes

Security Personnel on Duty


2. Person who found

the item affix

signature on

security logbook

after reading the

details.

2.1 Receive signed logbook.

2.2 Inform the

Security Head of the incident and endorse logbook.

2.3 Post found item

in the lost and found bulletin.

None

None

None

None

2 minutes

3 minutes

2 days

5 minutes


Security Personnel

on Duty


Security Head

39

2.4 Turn-over the item/s to PACD Chairman after 2 days of no claimant, and let his/her sign the endorsement.

TOTAL NONE 2 days, 25 minutes

40

16. Handling of Lost Items within Hospital Premise

The Security Unit handles lost items/documents within the hospital premise. To those who

lost items especially important documents, please report it to the Security Personnel on

Duty or Security Head for immediate action.





Who may avail: All citizens who lost an item within hospital premise


1. Identification Card Client

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Report the incident to any Security Guard on duty or at the Security Head’s Office.

1.1 Logs details to

security lost

and found

logbook and let

his/her sign.

1.2 Investigate the

person who lost

the item.

1.3 Review CCTV

of hospital and

other means of

investigation.

1.4 Post lost item/s

in the lost and

found bulletin.

None

None

None

None

15 minutes

15 minutes

30 minutes

10 minutes

Security Personnel on Duty / Security

Head

Security Head, and Assistant

Security Head

Security Head

TOTAL NONE 1 hour, 10 minutes

41

17. Handling of Theft Incident within Hospital Premise

The Security Unit handles theft incident within the hospital premise. For victims of theft,

report the case as soon as possible to the Security Personnel on Duty or directly to the

Security Head for immediate action to resolve the case.





Who may avail: All citizens within hospital premise


Identification Card Client

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Report the incident to any Security Guard on duty or at the Security Head’s Office.

1. Let the

complainant write

the incident in

details.

None

15 minutes

Security Head

2. 2. Write the incident in details, and sign the incident report.

2.1 Receive incident report and log theft incident and apprehension of suspect.

2.2 Conduct investigation.

2.3 Consolidate results of investigation.

2.4 Call the suspect and complainant.

None

None

None

None

10 minutes

2 days

30 minutes

10 minutes

Security Head

Security Head, and Assistant

Security Head

Security Head

3. Appearance of complainant and suspect at Security Guard Office.

3. Make a report based on consolidated results of investigation.

None

30 minutes

Security Head

42

If settled: 3.1 The complainant

will not pursue filing a case with the suspect.

3.2 Both parties will sign the report.

If not settled:

3.3 The complainant will file a case to be endorse to the Police with the help of Security Personnel.

3.4 Both parties will sign the final report.

If settled: 3.1 Let both

parties sign the Security Blotter.

3.2 Release suspect.

If not settled:

3.3 Make a final report, and let both parties sign it.

3.4 Endorse suspect to the Police, and ban entry of the suspect in the hospital premise.

None

None

None

None

2 minutes

2 minutes

1 hour

20 minutes

Complainant and

Suspect

Security Head

Security Head

Security Head and Police

TOTAL NONE If settled – 2 days, 1 hour, 39 minutes If not settled – 2 days, 2 hours, 55 minutes

43

18. HOSPITAL LABORATORY BLOOD STATION

This involves storage of blood units, compatibility testing & antibody screening, testing

for transfusion transmissible infection and releasing of blood units to outpatients who

avail this service. This service is available from Monday to Sunday, 24/7.

Office or Division: Laboratory Section/ Blood Station



Government to Citizen; Government to Business; Government to Government

Who may avail: All Patients that need blood units


1. Completely filled-up blood request form

Nurse’s station / Requesting Physician

2. Completely filled-up cross matching request form

Nurse’s station / Requesting Physician

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1.1 Submit blood request form and cross matching request form

1.2 Wait for the

advice on blood unit availability

1.1 Receive, assess and register request form in the General Logbook.

1.2 Check the availability of blood unit requested

*if available:

proceed to step 1.3

*if not available: call other Blood Bank Facilities where the laboratory has existing MOA - Referral System Guideline of the Laboratory and/ or instruct watchers to look for a possible blood donor and

None None

5 minutes 10 minutes

Nurse/Liaison officer Phlebotomist/Medical Technologist

44

proceed to nearest BCU/Blood bank Facility

1.3 Prepare for pick up.

None

5 minutes

Laboratory Staff/ Driver (Motorpool)

2.1 Get blood units 2.2 Get charge slip

and pay for blood units

2.1 Check the blood request and blood unit for verification.

2.2 Encode client’s

data and issue laboratory charges.

None

PRBC SCREENING = 1,500.00 WHOLE BLOOD

= 1,800.00


Medical Technologist

Medical Technologist /

Laboratory Aide

3.1 Submit self for collection of sample

3.2 Wait for the

availability of prepared, cross matched

3.1 Collect patients’ blood sample for cross matching

3.2 Perform cross

matching *If Compatible, validate then release result *If Incompatible, repeat procedure once again with new red cell suspension and newly opened reagents.

None

Php 375.00

1 hour 2 hours

Phlebotomist / Medical Technologist


4. Get the result 4. Give the results via *IHOMIS/HARD COPY/LIS

None 20 minutes Physician/Nurse

TOTAL 1,875.00 TO 2,500.00

3 hours, 55 minutes

45

19. HOSPITAL LABORATORY SERVICES FOR IN PATIENTS

A Secondary Hospital-Based Laboratory that involves the processing and examination

of blood, urine, stool and sputum samples to IN Patients who wants to avail laboratory

services. This service is available 24 hours from Monday to Sunday.

Office or Division: Laboratory Section



Government to Citizen



1. Completely filled-up laboratory request form

WARD/ Requesting Physician

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present a Laboratory request from the doctor/ ER/ WARD by the Healthcare Workers

1. Receive and check Laboratory request for the availability of tests *if tests are offered, proceed to step 2

*if other tests are not offered refer testing to other laboratory with existing MOA.

None

5 minutes

Medical

Technologist/Nurse

/Doctor/Laboratory

Aide

2.1 Receive instruction/s

2.2 Provide personal

information required for verification

2.1 Instruct the client for necessary procedure to be done prior to extraction and/or sample collection

2.2 Encode client’s

data and laboratory charges

Refer to fees for the specific procedure None


Laboratory Aide/ Medical technologist Laboratory Aide/ Medical Technologist

46

3. Give sample/Submit self for sample

3.1 Extract/ collect blood.

3.2 Process and analyze specimen according to the procedure requested.

3.3 Validate results.

3.4 Print official results.

3.5 Record all results in its specific logbooks

None None None None None

20 minutes Routine: within 2 hours upon receiving

the samples

Routine Blood Chemistry

Within 4 hours upon receiving

the samples

Special Tests: Within 6 hours

STAT

(Routine Tests and some

Blood Chemistry

Test): Within 1 hours upon receiving

the samples

STAT (Special Test): as soon as the test is available

Phlebotomist/ Medical Technologist


Medical Technologist/ Chief

Medical technologist/ Pathologist

4. Releasing of results

4. Give the results via *IHOMIS/HARD COPY/LIS

None 20 minutes Physician/Nurse/Laboratory Aide/


TOTAL Refer to laboratory procedures charges/ fees

Refer to laboratory procedures specified timeframe

47

48

20. Issuance of Medical/Confinement Certificate/Certified True Copy Documents

This service involves processing and releasing of Medical/Confinement Certificate, Certified True Copy Documents. Availability of service is from Monday to Friday at 8:00am-5:00pm (No noon break), except Holidays. Next of kin refers to the following: spouse, parents, children, and sibling/s.

Office or Division: Health Information Management Service


Type of Transaction: G2C and G2G

Who may avail: Patient Next of kin/ Authorized Representative Courts and Administrative bodies exercising quasi-judicial and/or investigative function


Primary requirements for principal: 1.One (1) photocopy valid ID, any of the following:

government issued IDs such as GSIS, SSS, Pag-ibig, Driver’s License, Passport, Voter’s IDs, PHIC ID, TIN, Postal)

Cedula Student ID Company ID

2.Official Receipt or MSS Note/Form or its equivalent

GSIS, SSS, PagIbig, LTO, DFA, LGU, BIR, PhilHealth, PHLPost, COMELEC, School and concerned company of the requesting party Cashier/MSS

Authorized Representative: 1.Pre-filled up Service Form 2. One (1) photocopy of valid ID of the principal and authorized representative, any of the following:




NICU/DR/OR GSIS, SSS, PagIbig, LTO, DFA, LGU, BIR, PhilHealth, PHLPost, COMELEC, School and concerned company of the requesting party Cashier/MSS

49

4.Hospital card (inpatient) 5.Authorization letter (Notarized)/Special Power of Attorney

Admitting Section Requesting party (patient/principal)


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Secure priority number and present requirements.

1.2 Undertake interview

1.1 Receive priority number and requirements.

1.2 Evaluate requirements and interview the client

None

None

2 minutes

5 minutes

HIM Staff

HIM Staff

For non-indigent: 2. Receive charge slip/order of payment and proceed to Cashier for payment For indigent: 2. Receive charge slip/order of payment and proceed to MSS for discounting

2.1 Issue charge slip/order of payment and instruct the client to proceed to cashier for payment or MSS for discounting.

2.2 Retrieve patient’s chart.

2.3 Prepare the medical/confinement certificate/Certified True Copy Document and secure signature of the attending physician

For confinement certificate: Secure the signature of HIM head

Php 75.00

None

None

3 minutes

3 minutes

2 hours

30 Minutes

HIM Staff

HIM Staff

HIM Staff

For non-indigent: 3.Pay the amount indicated on the charge slip/order of payment

For non-indigent: 3. Receive charge slip/order of payment and its corresponding amount; issue Official Receipt

None

20 minutes

Cashier

Medical social

worker

50

For indigent: 3.1 Present charge slip/order of payment and undertake interview 3.2 Receive MSS Note/MSS form

For indigent: 3. Receive charge slip/order of payment and interview client; issue MSS Note/MSS form

30 minutes

4.1 Return to Health Information Management Office (based on the indicated schedule) and present the Official Receipt/ MSS Note/MSS Form.

4.2 Sign the releasing logbook.

4.3 Receive the Medical/Confinement Certificate

4.1 Receive and check Official Receipt MSS Note/MSS Form.

4.2 Instruct client to sign the logbook.

4.3 Release the Medical/Confinement Certificate

None 3 minutes

2 minutes

2 minutes

HIM Staff

HIM Staff

HIM Staff

TOTAL: For non-

indigent client: Php

75.00

For indigent client:

depending on

the MSS Note/ Form

For non-indigent client: 2 hours & 40 minutes For indigent client: 2 hours & 50 minutes

51

21. Issuance of Official Receipt

The Cashier is in charged with the collection of hospital fees, sales of pharmacy

and central supply items, professional fees of authorized practicing physicians

charged and billed through charge slips, statement of accounts, order slips,

professional fee slips and the like. The Cashier is located at Pharmacy and

Laboratory Building and open 24hours from Monday to Friday, 7am to 11pm

every Saturday and Sunday.

Office or Division: Cash Operations


Type of

Transaction:

Government-to-Citizen (G2C), Government-to-Business (G2B),

Government-to-Government (G2G)

Who may avail: Patients or their representatives, employees, government agencies,

health maintenance organizations


Any of the following:

1. Charge slip or its equivalent

Cost center where service was rendered (eg.

Emergency Department, Pharmacy, Central

Supply Room, etc.)

2. Professional Fee Slip Attending physician or his authorized

representative

3. If for discharge,

1 copy Clearance Form

Nurses station of ward or area where admitted

4. Statement of Account or Billing

Statement

Billings and Claims Section or Outpatient

Department

5. Order of Payment or its equivalent Cost center (eg. Accounting section, Billing

Section, Nursing Service, Bids and Awards

Committee, Human Resource Management

Office)

CLIENT STEPS AGENCY ACTIONS FEES TO

BE PAID

PROCESSIN

G TIME

PERSON

RESPONSIBLE

1. Get queuing

number and

wait for number

to be called

Note: Special

priority for Senior

1. Call the number

of the transaction

to be

accommodated

None 5 minutes Collecting Officer

Cash Operations

52

Citizens, Pregnant

women and PWDs.

2. Approach the

window when

called and

present

required

document

2. Receive

document, such

as: charge slip /

order of payment

/ statement of

account (SOA)/

Order of

Payment

None 1 minute Collecting Officer

Cash Operations

3. Give cash/

check payment

3.1 Receive cash /

check from clients /

creditors.

3.2.Issue official

receipt/s (OR) for

payment from clients

None

None

3 minutes

7 minutes

Collecting Officer

Cash Operations

Collecting Officer

Cash Operations

4. Receive Official

Receipt and

clearance

4.1 Clear hospital bill

4.2. Give instruction

to the client as

needed

None

None

2 minutes

2 minutes

Collecting Officer

Collecting Officer

TOTAL None 20 minutes

53

22. Issuance of Unregistered Certificate of Live Birth

This service involves processing and releasing of unregistered Certificate of Live Birth.

Availability of service is from Monday to Friday at 8:00am-5:00pm (No noon break), and

Saturday 8:00am - 4:00pm (No noon break) except Holidays. Further, this service is

necessary for the registration of Certificate of Live Birth at the Local Civil Registry.

Office or Division: Health Information Management Service



Who may avail: Parents Authorized Representative


Primary requirements for principal: 1.Pre-filled up Draft of Certificate of Live Birth 2.One (1) photocopy of valid ID, any of the following:



3.Official Receipt or MSS Note/Form or its equivalent 4. Marriage Certificate (for married) or Authority to Use the Surname of the Father and Certificate of Live Birth for mother (for unmarried)

Ward Nurse / Midwife (ECSGH) GSIS, SSS, PagIbig, LTO, DFA, LGU, BIR, PhilHealth, PHLPost, COMELEC, School and concerned company of the requesting party Cashier/MSS (ECSGH) PSA/Local Civil Registry

Authorized Representative: 1.Pre-filled up Draft of Certificate of Live Birth 2. One (1) photocopy of valid ID of the principal and authorized representative, any of the following:




Ward Nurse / Midwife (ECSGH) GSIS, SSS, PagIbig, LTO, DFA, LGU, BIR, PhilHealth, PHLPost, COMELEC, School and concerned company of the requesting party Cashier/MSS (ECSGH)

54

4. Marriage Certificate (for married) or Authority to Use the Surname of the Father and Certificate of Live Birth for mother (for unmarried) 5. Authorization letter

PSA/Local Civil Registry

Parent (mother or father)

Additional requirements for Late Registration: If more than 30 days after birth but within six months: Medical Certificate issued by the Agency to Mother Certification from LCR of non-registration (LCR Form No.18) If more than six months after birth: Certification from NSO for No Records of Birth Available

ECSGH Local Civil Registry PSA


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Secure priority number and present requirements.

1.2 Undertake interview

1.1 Receive priority number and requirements

1.2 Evaluate requirements and interview the client

None

None

2 minutes

5 minutes

HIM Staff

HIM Staff

For non-indigent: 2. Receive charge slip/order of payment and proceed to Cashier for payment For indigent: 2. Receive charge slip/order of payment and proceed to MSS for discounting

2.1 Issue charge slip/order of payment and instruct the client to proceed to cashier for payment or MSS for discounting.

2.2 Advise client to return on the scheduled date.

2.3 Prepare/encode birth certificate and secures signature of the attending

Php 75.00

None

None

2 minutes

2 minutes

30 minutes

HIM Staff

HIM Staff

HIM Staff

55

physician.

For non-indigent: 3.Pay the amount indicated on the charge slip/order of payment For indigent: 3. Present charge slip/order of payment and undertake interview 3.1 Receive MSS Note/MSS form

For non-indigent: 3. Receive charge slip/order of payment and its corresponding amount; issues Official Receipt For indigent: 3. Receive charge slip/order of payment and interviews client; issues MSS Note/MSS form

None

None

20 minutes

30 minutes

Cashier

Medical social

worker

4.1 Return to Health Information Management Office (based on the indicated schedule) and present the Official Receipt/ MSS Note/MSS Form.

4.2 Sign the releasing logbook.

4.3 (For Private Doctors) Receive the unregistered Certificate of Live Birth Certificate

4.3.1 (For In-house)

Receive the Claim Slip and advice client to return on a scheduled date to claim the Registered Certificate of Live Birth

4.1 Receive and checks Official Receipt/MSS Note/MSS Form.

4.2 Instruct client to sign the logbook.

4.3 Release the unregistered Certificate of Live Birth Certificate

4.3.1 (For In-house) Receive the Claim Slip and advice client to return on a scheduled date to claim the Registered Certificate of Live Birth

None None None None

3 minutes

2 minutes

3 minutes

3 minutes

HIM Staff

HIM Staff

HIM Staff

HIM Staff

56

4.4 Advise client to process the registration of the Certificate of Live Birth Certificate at the Local Civil Registry

None 5 minutes

TOTAL: For non-

indigent client: Php

50.00

For indigent client:

depending on

the MSS Note/ Form

For non-indigent client: 2 Days & 44 minutes For indigent client: 2 Days & 54 minutes

57

23. ISSUANCE OF WATCHER’S IDENTIFICATION CARD

The Security Unit issues watcher’s ID so that the Security Personnel, nurses, and doctors

assigned in the service areas will be able to identify the patient’s significant other /

guardian visiting the wards or rooms. This will also help to strictly implement and control

the “No Visiting Hours Policy”.





Who may avail: All Significant Others of admitted patients


1. ID of Significant Other / Guardian Client

2. Name of Patient

3. Ward and Bed Number

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Significant Other will fill-up the Security Guard’s logbook.

1. Get the name of the patient, SO/guardian, ward, and bed number, and let his/her sign the logbook.

None

5 minutes


2. Affix signature to

the logbook.

If lost or damaged;

2.1 Pay a certain

amount to the

cashier upon

discharge.

2.2 Provide

photocopy of

Official Receipt

to Security

Guard on Duty.

2.1 Explain the watcher/s policy.

2.2 Explain the watcher’s ID policy.

If lost or damaged;

2.2.1 Issue charge slip and let the patient/SO pay to the cashier upon discharge.

2.2.2 Attached photocopy of Official Receipt to the discharge slip of patient.

None

None

Php 50.00

None

5 minutes

5 minutues

5 minutes

3 minutes


Security Personnel on Duty,

Client


TOTAL NONE 15 minutes, Lost/Damaged – 23 minutes

58

24. Labor and Delivery Room Admission Process Patients meeting criteria for inpatient admission. Requires monitoring and necessary

management.

Pregnancy Uterine Full Term - Internal examination of 5cm cervical dilatation;

premature rupture of membrane.

Office/Division: Nursing Service – Labor and Delivery Room



Who may avail: All OB and Gyne in-patients


OB PATIENTS IN LABOR: 1. Accomplished Patient Information Sheet/slip (Impormasyon sa pasyente)

Patient

2. Consent to care

3. Prenatal record

4. Ultrasound result

5. Clinical Cover Sheet


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Discuss with the Attending Physician and submit accomplished Patient Information Sheet/Slip.

1. Assess patient,

history taking

and admission

orders.

Charged to Bill

20 minutes

Attending Physician

2.1 Significant Other

will bring the

accomplished

Patient Information

Sheet (PIS) to

Admitting Section.

2.2 Significant Other

will bring

Laboratory

Request to

Laboratory

Section, and

prescription to

Pharmacy Section.

2. Carrying out

doctor’s orders.

Charged to Bill

20 minutes

Nurses

59

3. Patient at labor

room.

3.1 Ushered to her assigned bed

3.2 Monitor progress of labor

Refer to Pricelist

Depends on the progress of

labor

Nurses; Midwives

4. Patient at Deliver Room mounted at Delivery Room table.

4.1 Delivery of baby.

4.2 Repair of laceration

Normal Delivery Package

Php 3,000.00

2 hours Attending Physician

Nurses;

Midwives

5. Patient transfer to

ward.

5. Endorse to

Ward Nurse.

None

5 minutes

Nurse; Janitor

TOTAL Php 3,000.00

2 hours, 45 minutes or more. Depending on the progress of labor

60

25. Labor and Delivery Room Consultation Process This procedure covers activities for OB and Gyne consultation who did not met the

admission criteria.

Office/Division: Nursing Service – Labor and Delivery Room



Who may avail: All OB and Gyne out-patients


1. Accomplished Patient Information Sheet/slip (Impormasyon sa Pasyente)

Patient

2. Prenatal Record

3. Ultrasound result


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit accomplished Patient Information sheet/slip (Impormasyon sa pasyente), and read and sign Treatment Consent.

1.1 Assess and

re-check vital

signs.

1.2 Inform

Attending

physician.

None

None

20 minutes

10 minutes

Nurses and Midwives

2. Discuss with the Attending Physician

2.1 Perform assessment, Treatment and Management.

2.2 Issue charge slip to patient / Significant Other.

None

Php 120.00 (IE & Doppler use) User’s fee Php 150.00

40 minutes

5 minutes

Attending Physician

Nurse

61

3. Pay service charge to cashier or proceed to Medical Social Worker for assessment / assistance.

3.1 Document

Official

Receipt

Number.

3.2 Discharge

patient per

doctor’s order

with

instruction.

3 minutes

20 minutes

Nurse

Nurse

TOTAL Php 150.00 for user’s

fee

Php 270.00 if with IE &

Doppler

1 hour and 38 minutes

62

26. LABORATORY SERVICES FOR OUT PATIENTS

A Secondary Hospital-Based Laboratory that involves the processing and examination

of blood, urine, stool and sputum samples to Out Patients who wants to avail laboratory

services. This service is available 24 hours from Monday to Sunday.

Office/Division: Laboratory Section


Type of Transaction: Government to Citizen; Government to Business; Government to Government

Who may avail: All


1. Completely filled up laboratory request Attending Physician / Requesting Agency / OPD

2. Hospital ID Admitting Section

3. Official receipt/MSS clearance/ Claim Slip

Cashier/MSS/Laboratory Section


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Get priority number 1. Provide priority number

None 2 minutes Laboratory Staff

2. Present the Laboratory request form from the doctor/ER/OPD

2. Receive and check Laboratory request for the availability of tests

*If tests are offered, proceed to step 3. *If other tests are not offered, refer testing to other laboratory with existing MOA.

None 5 Minutes Laboratory Staff

63

3.1 Receive instruction/s.

3.2 Get charge slip

and proceed to Cashier for payment, or Medical Social Worker for assistance.

3.1 Instruct the client for necessary procedure to be done prior to extraction.

3.2 Issue charge slips or its equivalent to clients.

3.3 Enter client data

*if client is unable to pay, advise the client to proceed to MSS (Medical Social Service)

None Refer to fees for the specific procedure None

5 minutes 2 minutes 20 minutes (CC with cashier 3-5 minutes (CC with MSS) 3 minutes

Laboratory staff Laboratory staff Cashier/MSS Staff Laboratory staff

4.1 Present classified-MSS or official receipt together with the laboratory request.

4.2 Sample / Blood Extraction.

4.3 Get claim slip. 4.4 Wait for the result

4.1 Check classified-MSS or official receipt and receive the laboratory request.

4.2 Verify the client then proceed to extraction and/or collection of sample.

4.3 Give claim slip for the claiming of results.

4.4 Process and analyze specimen according to the procedure requested.

4.5 Validate results.


5 minutes 10 minutes For Consultation: Routine: Within2 hours upon receiving of samples STAT: 1 hour

Laboratory Staff

Medical

Technologist/Lab

oratory Staff

Laboratory Staff

Laboratory Staff

Laboratory Staff

Laboratory Staff

64

4.6 Print official results.

4.7 Record all results in its specific logbooks.

None None

Routine Blood Chemistry: within 6 hours upon receiving of samples Special Tests: within 6 hours

Medical

Technologist/

CMT/ Pathologist

Medical

Technologist

Laboratory Staff

5. Present claim slip and sign Releasing Logbook upon claiming the Laboratory Results

5. Get and verify claim slip and release laboratory results IHOMIS/HARD COPY/LIS

None 5 minutes Laboratory Staff

TOTAL (check schedule of

fee, compute

accordingly)

FOR CONSULTATI

ON:

Routine: within 2 hours

STAT

(Routine Tests)

1 hours

STAT (Special

Test): as soon as the

test is available.

Routine Blood

Chemistry Within 6 hours

65

27. NEWBORN SCREENING

Newborn Screening (NBS) is an essential public health strategy that enables the early detection and management of several congenital metabolic disorders, which if list untreated, may lead to mental retardation or death. Early diagnosis and treatment of the disorders can result in normal growth and development of the affected child. The right timing in screening is between 24 hours to 72 hours after birth. The Newborn Screening of the Out-Patient Department for Level 1 hospitals is available from Monday to Friday except on Holidays, 1:00pm to 5:00pm.






1. Filled out Patient’s Information Sheet/Slip

OPD Triage Staff


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Accomplished Information Slip

1.1 Issue a charge slip for cashier

1.2 Register patient in Registration Logbook 1.3 Encode

patient’s data in the IHOMIS

Php 2,250.00 for

Newborn Screening

None

5 minutes

5 minutes

5 minutes

PHU Nurse

PHU Nurse

IT Personnel



2. Records Official Receipt Number, and secure signed consent.

None 10 minutes

PHU Nurse

3. Sign consent and subject baby to Newborn Screening procedure.

3. Perform the Newborn Screening procedure and instruct mother

None

1 hour

Midwife

66

when to claim the Newborn Screening result.

Total

PhP 2,250

1 hour, 25 minutes

67

28. NEWBORN SCREENING CENTER PURCHASE ORDERS

THROUGH EMAIL/COURIER

This service involves processing and releasing of Purchase Orders of Expanded

Newborn Screening (ENBS) Kits through email of courier for entire Region 7. Availability

of service is from 8:00am to 5:00pm, Monday to Friday. Orders will be delivered within

seven (7) working days upon receipt of the PO. If there are changes in the delivery

schedule, NSF will be notified.

Office or Division: Newborn Screening Center Central Visayas (NSCCV)


Type of Transaction: Government to Business (G2B), Government to Government

(G2G).

Who may avail: All Birthing Facilities in Region 7


1. Completely Filled up Prescribed Purchase Order form of NSCCV with complete signatories sent via email or courier of choice of facility. (Facility Name, Address, Contact #, PO#, Date, Facility code, courier of choice, # of ordered ENBS kits. Name and signature of requestee, approver, and noted by).

Administrative mechanics. NSCCV @ ECS-GH – OPD Building (Basement)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Send a complete

purchase order

form via email or

courier of choice.

Note: (Unsettled Account - PO will be automatically put on hold if the NSF has unsettled accounts for reconciliation. Notices of Collection with Statement of Account will be sent to your facility for

1.1 Receive and

check Purchase

Order for

completeness of

form.

1.2 Acknowledge

PO’s received via

email with a reply

regarding status of

PO.

1.3 Prepare

ordered ENBS kits.

None

None

None

10 minutes

10 minutes

Depending on

the # of ENBS

kits purchased.

Purchase Officer

Purchase Officer

Kits officer

68

further settlement of your past due accounts. Incomplete and incorrect information on PO - Necessary correction on the PO should be communicated through a phone call or letter addressed to NSCCV Unit Head. Three (3) Outstanding Purchase Orders Policy - Maximum allowable number of outstanding PO, whether due not due, is three (3). Succeeding orders are automatically put on-hold until settlement of one (1) the outstanding PO has been made.)

1.4 Packs prepared

ENBS kits.

1.5 Releasing/

shipping of

packed ENBS

kits to different

facilities with

their courier of

choice.

None

None

Minimum order

of 5 kits per

facility.

5 kits – 10

minutes

10-20 kits – 15

minutes

21-30 kits – 20

minutes

31-50 kits – 30

minutes

51-100 kits –

60 minutes

101-3000 kits –

2 days

Big Box 45

minutes

10 minutes

Kits officer

Kits officer

Kits officer

69

1.6 Documents

airway bill and

tracking

number.

None 10 minutes

Total

None 5 kits – 1

hour, 35

minutes

10-20 kits – 1

hour and 40

minutes

21-30 kits – 1

hour and 45

minutes

31-50 kits – 1

hour, 55

minutes

51-100 kits – 2

hours, 25

minutes

101-3000 kits – 2 days, 1

hour, 25 minutes

70

29. NEWBORN SCREENING CENTER WALK IN PURCHASE ORDERS FOR

FACILITIES PAYING IN CASH

This service involves processing and releasing of Purchase Orders of Expanded

(ENBS) Newborn Screening Kits for walk in clients entire Region 7. Availability of

service is from 8:00am to 5:00pm, Monday to Friday.



Type of Transaction: Government to Business (G2B), Government to Government

(G2G).

Who may avail: All Birthing Facilities in Region 7


1. Completely Filled up Prescribed Purchase Order form of NSCCV with complete signatories sent via email or courier of choice of facility. (Facility Name, Address, Contact #, PO#, Date, Facility code, courier of choice, # of ordered ENBS kits. Name and signature of requestee, approver, and noted by).

Administrative mechanics. NSCCV @ ECS-GH – OPD Building (Basement)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present a

complete

purchase order

form.

Note: (Unsettled Account - PO will be automatically put on hold if the NSF has unsettled accounts for reconciliation. Notices of Collection with Statement of Account will be sent to your facility for further settlement of your past due accounts.

1.1 Receive and

check Purchase

Order for

completeness of

form.

1.2 Issues order of

payment and

instruct client to

proceed to main

cashier.

None

None

5 minutes

10 minutes

Purchase Officer

Purchase officer

71

Incomplete and incorrect information on PO - Necessary correction on the PO should be communicated through a phone call or letter addressed to NSCCV Unit Head. Three (3) Outstanding Purchase Orders Policy - Maximum allowable number of outstanding PO, whether due not due, is three (3). Succeeding orders are automatically put on-hold until settlement of one (1) the outstanding PO has been made.)

2. Proceed to main

cashier for

payment and

present

photocopy of

Official Receipt

(OR) to NSCCV

staff.

2.1 Receive

photocopy of OR,

documents, and

update billing

statement system.

2.2 Prepare

ordered kits.

Each kit

costs Php.

1,750.00

Note:

(Minimum

order per

facility: 5

kits)

None

5 minutes

5 kits – 10

minutes

10-20 kits – 15

minutes

21-30 kits – 20

minutes

Admin Officer

Kits officer

72

31-50 kits – 30

minutes

3. Receives

purchased ENBS

kits and Billing

statement.

3. Release ENBS

kits to walk in

clients

None

5 minutes

Kits officer

Total

(Depending on the #

kits purchased. Each kit is priced at

Php 1,750.00)

5 kits – 35

minutes

10-20 kits – 40

minutes

21-30 kits – 45

minutes

31-50 kits – 55 minutes

73

30. OUT-PATIENT DEPARTMENT CONSULTATION

The Out-Patient Department Consultation is available from Monday to Friday except on

Holidays, 8:00 am to 5:00 pm. It caters only non-emergent medical/surgical health cases

of patients and essential services like immunization.

Office or Division: Out-Patient Department / Medical and Professional Division





1. Filled out Patient’s Information Sheet/Slip 2. Diagnostic Results, if applicable 3. Referral Form, if applicable 4. Immunization Card, if applicable 5. Receipt/ MSSU grant

Entry Triage Area Different Diagnostic Units Referring physician MSSU Social worker


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Patient’s Information Sheet/Slip

1.1 Register patient to the system.

1.2 Re-assess patient’s condition.

1.3 Issue charge slip.

None

None

Php 75.00

5 minutes

5 minutes

3 minutes

IT personnel

OPD Nursing Attendant

2. Proceed to cashier for payment and present Official Receipt / Grant paper to OPD Triage Staff.

*if cannot pay, proceed to Medical Social Worker for assistance.


None

5 minutes

OPD Staff

3.1 Wait at consultation area.

3.2 Subject self for consultation to doctor

3.1 Call patient’s name.

3.2 Examine and explain treatment plan to patient.

None

None

5 minutes

30 minutes

Nurse/Doctor

Doctor / Dentist

74

If for referral: 3.2.1 Prepare

referral form and instruct patient accordingly.

If for admission: 3.2.2 Prepare

referral form and endorsed patient to nurse for transport to ER.

If for laboratory / diagnostic

examinations: 3.2.3 Issue/

encode requests for diagnostics, if needed. Issue prescription, if needed.

If for discharge: 3.2.4 Provide

home care or discharge instructions.

TOTAL Php 75.00 53 minutes

75

31. PHARMACY SERVICES FOR IN PATIENTS

Our Hospital Pharmacy operates 24/7 Mondays – Sundays, except on scheduled

inventory (10 hours) and we adhere to the No-Noon-Break Policy. We are one unit serving

both the admitted patients and out-patients medication needs. In filling prescriptions for

admitted patients, we are implementing the Modified Drug Dispensing System (MDDS)

wherein prescriptions will be forwarded to the Pharmacy per ward/clinical area, then

prepared by the Pharmacist and/or Pharmacy Aide on duty which will then be picked up

by the requesting ward. Medications dispensed for admitted patients will be automatically

charge to their hospital bill after dispensation.

Office or Division: Pharmacy Section / Medical and Professional Division






1. Complete prescription Ward / Requesting Physician


PROCESSING TIME

PERSON RESPONSIBLE

1. Endorse the

prescriptions to

the Pharmacy

Staff on duty.

1.1 Receive the prescriptions and log in the Modified Drug Dispensing System logbook.

1.2 Check for the availability of the prescribed medicines.

* If unavailable, secure prescribed medication (PNF-listed) thru petty cash fund or charge account.

1.3 Prepare

prescribed

medicines.

1.4 Call the

requesting ward

and inform them

None None None None

10 minutes 15 minutes 1 hour 5 minutes

Pharmacist/

Pharmacy Staff on

duty

Pharmacist/

Pharmacy Staff on

duty

76

that medications

are ready for pick-

up.

2.1 Ward in charge

will pick-up

medications

from the

Pharmacy.

2.2 Nurse on duty

will check the

medications

upon receipt

and fill-up the

Medication

Monitoring Tool.

2.1 Instruct the ward in-charge to receive the items and prescriptions, then log-in time of pick up.

2.2 Encode the prescriptions in the APMS and iHOMIS for charging in the patient’s hospital bill and recording. Keep the prescriptions on file.

None None


Pharmacist/

Pharmacy Staff on

duty, Ward Nurse

Pharmacist/

Pharmacy Staff on

duty

TOTAL Refer to Billing Section for hospital charges

1 hour, 45 minutes

77

32. PHARMACY SERVICES FOR OUT PATIENTS

For out-patients medication needs, we are open 24/7 Mondays - Sundays except on

scheduled inventory (10 hours) and we adhere to the No-Noon-Break Policy.

Office or Division: Pharmacy Section / Medical and Professional Division



Government to Citizen (G2C), Government to Government (G2G)

Who may avail: All out-patients


Complete prescription Out-Patient Department / Requesting Physician


PROCESSING TIME

PERSON RESPONSIBLE

1. Present the prescription to the Pharmacy Staff on duty.

1.1 Receive, then

check for the

availability of the

prescribed

medicines.

* If unavailable, instruct the patient to secure it outside the hospital.

1.2 Quote the prices of available medicines.

None Refer to pricelist

5 minutes 5 minutes

Pharmacist/

Pharmacy Staff on

duty

Pharmacist/

Pharmacy Staff on

duty

2.1 Proceed to

Cashier for

payment, then

present the

prescription and

Official Receipt

to the

Pharmacy Staff

on Duty.

2.2 If cannot pay,

proceed to

Medical Social

Worker for

assistance, then

present the

prescription with

2.1 Receive and check Official Receipt and prescription.

2.2 Prepare, double check and dispense the medications by reading it aloud in front of the patient/Significant Other per item description and as to quantity dispensed.

2.3 Instruct the patient/Significant

None None None

5 minutes 5 minutes 5 minutes

Pharmacist/

Pharmacy Staff on

duty

Pharmacist/

Pharmacy Staff on

duty

Pharmacist/

Pharmacy Staff on

duty

78

complete

notation from

the MSSU or

with attached

supporting

documents for

assistance.

Other to receive the items by noting their printed name and signature at the back of the prescription, then log-in time consumed.

3. Patient or Significant Other will check the medications upon receipt, receive it and fill-up the Customer Satisfaction Survey Form.

3.1 Give instructions to the patient/ Significant Other regarding medication and/or provide a photocopy of their prescription.

3.2 Encode the prescriptions in the Automated Pharmacy Management System for reporting purposes, then keep the prescriptions on file.

None None

5 minutes 5 minutes

Pharmacist/

Pharmacy Staff on

duty

Pharmacist/

Pharmacy Staff on

duty

TOTAL Refer to pricelist

35 minutes

79

80

81

82

83

84

85

86

87

88

89

90

91

92

93

94

95

96

33. PhilHealth Point of Service (POS) Enrollment Point of Service (POS) refers to the program provided by the GAA for the current year, to cover all Filipinos under the National Health Insurance Program, including the unregistered and inactive registered members especially those who are financially incapable.

Office or Division: Medical Division/ Medical Social Service Unit



Government-to-Citizen

Who may avail: All In-Patient


Any of the following document of the patient: 1. 1 Valid Government Issued ID, Birth Certificate, Marriage Contract, Police Clearance, NBI Clearance, Voters Certification or Baptismal Certificate.

SSS, GSIS, COMELEC, BIR, PAGIBIG, PSA,

POLICE STATION, NBI, COMELEC and CHURCH

2. PhilHealth Member Registration Form (PMRF)

Medical Social Service Unit or Billing/Claims Unit

3. POS Certificate for Financially Incapable (POS FI)

Medical Social Service Unit

4. POS Certificate for Financially Capable (POS FC)

Medical Social Service Unit

5. Affidavit of Guardianship if patient is a minor

Lawyer or MSW to stand as Guardian if patient is alone


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Patient submit for interview.

1.2 Submit filled-up PMRF and the required document.

1.3 Wait to be enrolled to PhilHealth post.

1.1 Medical Social Worker to conduct Intake interview.

1.2 Provide PMRF and instruct client to fill-up the form correctly and complete the requirements.

1.3 Receive and review PMRF and attached documents.

None None None


Medical Social Worker

on duty


on duty


on duty

97

2.1 Return on the following day 2.2. Pay at PhilHealth Main Office for the PhilHealth Membership

2.1 For Point of Service Financially Incapable (POS FI): Enroll patient to PhilHealth POS.

2.1.1. Advice

patient to return the following day for the approved enrolment, and answer all other queries.

2.1.2. Informed

patient on the approval of PHIC

2.1.3. Provide

patient Copy of Approved Registration

2.2. For Point of Service Financially Capable (POS FC): Instruct client to pay required amount for PhilHealth Membership at PhilHealth Main Office.


15 minutes 5 minutes 5 minutes 1 minute 5 minutes

Medical Social Worker Encoder


on duty


on duty


on duty


on duty

TOTAL None 1 hour, 6 minutes

98

34. PHILHEALTH PORTAL – PHILHEALTH BENEFIT ELIGIBILITY

FORM (PBEF)

The Billing and PhilHealth Section is tasked with receiving and checking patient’s

PhilHealth documents. This is to ensure that proper documents are complied and forms

are completely filled-out as a requirement in processing PhilHealth claims. PhilHealth

Portal is a website utilized by the section to easily look up member’s information and

category.

Office or Division: BILLING and PHILHEALTH




Who may avail: External Clients who wish to avail PHIC benefit for hospitalization


1. Member’s Data Record (MDR) Client

2. PhilHealth ID

3. PhilHealth Number

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present the following documents: Member’s Data Record (MDR), PhilHealth ID, PhilHealth Number

1.1 Verify documents and look up client’s in PhilHealth Portal

1.2 Fills in pertinent details (Admission Date, Dependents, etc)

1.3 Issuance of PBEF

None

10 minutes

10 minutes

3 minutes

Billing and PhilHealth Aide,

Billing and PhilHealth Officer

2. Member affixes signature on PBEF and returns to the Billing and PhilHealth office

2.1 Issue Acknowledgement Receipt to the client to be given to the Nurse in their ward

None

5 minutes

Billing PhilHealth Aide,


Client


99

35. POSTNATAL CONSULTATIONS

Postnatal Care (PNC) is the care given to the mother and her newborn baby immediately after the birth and for the first six weeks of life. The post-partum period lasts six to eight weeks, beginning right after the baby is born. Post-partum care involves getting proper rest, nutrition and vaginal care. The Postnatal Consultations of the Out-Patient Department for Level 1 hospitals is available from Monday to Friday except on Holidays, 1:00pm to 5:00pm for postnatal.







OPD Triage Staff


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Accomplished Information Slip

1.1 Issue a charge slip for cashier

1.2 Register patient in Postnatal Logbook 1.3 Encode


Php 150.00 for mother and baby

None

None

5 minutes

5 minutes

5 minutes

PHU Nurse

PHU Nurse

IT Personnel




None 5 minutes

PHU Nurse

3.1 Subject self and newborn for consultation / treatment with doctor for 1st postpartum visit.

3.1 Examine patient & newborn, give breastfeeding counseling.

3.2 Family Planning Counseling for

None

2 hours

Midwife

100

3.2 Subject self and partner for Family Planning Counseling for 2nd postpartum visit.

mother and husband/partner.

4. Receive Newborn Screening result.

If for admission: Inform spouse, parents and partners.

4. Release Newborn Screening result.

If for admission: Prepare referral note and endorsed patient to nurse for transport to LR-DR for doctor’s order.

None 25 minutes Midwife

Total

Php 150.00

2 hours, 45

minutes

101

36. PRENATAL CONSULTATIONS

Prenatal care can help reduce/prevent pregnancy complication and increases the chance of a safe and healthy delivery. Regular prenatal visits can help doctors monitor the pregnancy and identify any problems or complications before they become serious. The Prenatal Consultations in the Out-Patient Department for Level 1 hospitals is available from Monday to Friday except on Holidays, 8:00am to 12:00noon for prenatal check-up.







OPD Triage Staff

2. Mother’s Booklet for old patient PHU Staff

3. Maternal Birth Plan / Antenatal

4. Education Checklist – Breastfeeding / Antenatal Feeding for new patient


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Accomplished Information Sheet/Slip and Mother’s Booklet for old patient; and Enrollment forms for new patient.

1.1 Issue charge slip for cashier.

1.2 Register patient in Prenatal Logbook. 1.3 Encode


Php 100.00 for prenatal

None

None

5 minutes

5 minutes

5 minutes

PHU Nurse

PHU Nurse

IT Personnel




None 5 minutes

PHU Nurse

3. Proceed to the Prenatal Area for Fundic Height &

3. Retrieve Individual

None

15 minutes

Nurse/Midwife

102

Fetal Heart Tone taking.

Treatment Record.

4. Subject self for consultation / treatment with doctor on duty.

4.1. Interview and examine patient.

4.2. Give treatment, request for laboratory exams, prescription, and schedule for CS if necessary.

None

Php 60.00 if undergone

Internal Examinatio

n

45 minutes Doctor / Nurse / Midwife

Doctor

5. Write name in the Appointment Logbook for next schedule, and pay to cashier for the injection fee.

If for admission: Inform spouse, parents and partners. If for Cesarean Section: Secure bag of blood and give to laboratory for storage

5. Administer Tetanus Diptheria Injection.

If for admission: Prepare referral note and endorsed patient to nurse for transport to DR. If for Cesarean Section: Make an OR Proposal & submit to OR for CS.

Php 40.00 for injection

fee

45 minutes Doctor/Nurse

Total

Php

140.00, If with IE – Php 200.00

2 hours, 5 minutes

103

37. Preparation of Menu until Meal Distribution

Prepare one (1) week regular and therapeutic diet cycle menu to ensure that patient receive balance and safe meals within the budgetary limits of the institution. Submit to Medical Center Chief for review and approval.

Office or Division: Nutrition and Dietetics / Medical and Professional Division


Type of Transaction: Government to Citizen (G2C)

Who may avail: Nurse


Diet list Nurse


PROCESSING TIME

PERSON RESPONSIBLE

1. Gather all diet list

1.1 Collect all diet list from OB, SPR & Private room, ISO room, Medical/ Pediatric ward.

1.2 Write patients diet prescription on color coded diet cards.

1.3 Prepare& cook meals of patient’s food based on the menu.

1.4 Prepare food on patients’ trays with corresponding diet cards.

NONE

NONE

NONE

NONE

5 minutes

5 minutes

2 hours

1 hour

FOOD SERVER/NURSE

FOOD SERVER/DIETIC

IAN

COOK

FOOD SERVER

2 Confirm food distribution & affix signature.

2. Distribute patients’ food to their respective beds, after confirming time delivered from nurse station.

None

30 minutes

FOOD SERVER

TOTAL None 3 hours, 40 minutes

104

38. Processing of Medical Assistance Provision of medical assistance for poor or indigent patients seeking medical treatment in the hospital.



Type of Transaction: G2C (Government to Client)



1. MSSU Approval or Acknowledgement Note Medical Social Service Unit

For MAIP either of the following: 1. 4PS ID 2. Sponsored MDR 3. Certificate of Indigency 4. Social Work Case Summary

DSWD PhilHealth Barangay Captain DSWD, MSWDO, MSSU

For Out Patients: 1. Prescriptions 2. Diagnostic test requests 3. Medical abstract or medical certificate (if consultation was not done at the OPD of the facility)

Physician COST CENTERS (OPD, Pharmacy, Central Supply, Radiology, Laboratory, Dental and Medical Records)

For Elective Procedures: 1. Treatment Protocol 2. Estimated cost 3. Certificate of Indigency (CoE)

Attending Medical Officer Attending Nurse MSSU

For In Patient: 1. Final Hospital Bill

Billing


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit for assessment

1. Assess client financial capability to pay and provide necessary intervention to client’s presenting problem.

None 30 minutes

Medical Social Worker on duty

2. Receive assessment If no payment is required: Go to Cost

2. Provide assessment.

If no payment is required: MSW to

None

10 minutes


105

Center/s or billing Unit and present MSW assessment copy If payment is required: Pay the indicated amount to the Cashier and go back to the cost center and present the receipt

sign the patient’s charge slip/s or hospital billing and instruct client to present copy of charge slip/s to Cost Center/s or Billing Unit. If payment is required: Sign patient’s charge slip/s or hospital billing and instruct the client to pay the indicated amount to the Cashier

None

10 minutes



106

39. Processing of Medical Assistance through the Malasakit Center Provision of medical assistance or hospitalization for poor or indigent patients seeking medical treatment in the hospital.



Type of Transaction: G2C (Government to Client)



1. MSSU Approval or Acknowledgement Note Medical Social Service Unit

For Malasakit Center including MAIP either of the following: 1. 4PS ID, NHTS, Solo Parent 2. National athlete 3. Veterans 4. Sponsored MDR 5. Certificate of Indigency, BHW 6. Certificate of eligibility (CoE)

DSWD Phil Sports Commission Philhealth / Host hospital Barangay Captain DSWD, MSWDO, LGU MSSU

For Out Patients: 1. Prescriptions 2. Diagnostic test requests 3. Medical abstract or medical certificate (if consultation was not done at the OPD of the facility) 4. Certificate of Eligibility (CoE)

Physician COST CENTERS (OPD, Pharmacy, Central Supply, Radiology, Laboratory, Dental and Medical Records) MSSU

For Elective Procedures: 1. Treatment Protocol 2. Estimated cost 3. Certificate of Eligibility (CoE)

Attending Physician and or Attending Nurse MSSU

For In Patient: 1. Final Hospital Bill

Billing


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit for eligibility assessment

1. Assesses client through an intake interview and issues Certificate of Eligibility (CoE).

None 15 minutes


2.1 Patient present CoE, photocopy of their ID, Medical

2.1 SWA receives and checks documents, and

None

3 minutes

Social Welfare Assistant

107

Abstract, and Hospital Bill / charges to Social Welfare Assistant (SWA) of MC.

2.2 Patient fill up Information Sheet and gives to Social Welfare Assistant

asks patient to accomplish Information Sheet (IS).

2.2 SWA gives queuing number to patient and submit IS to MSW.

2.3 SWA accomplishes Unified Information Sheet (UIS) and refers patient to relevant participating agency

None

None

5 minutes 3 minutes



3. Patient will go to different offices.

3.1 PCSO Desk assesses the patient, accomplishes UIS and endorses the patient to next Desk.

3.2 DSWD Desk assesses patient, accomplishes UIS and endorses back the patient to the MSW.

3.3 MSW signs and submits copy of UIS to the Billing Section for processing based on the prescribed Order of Charging

None

None

None

5 minutes

5 minutes

2 minutes

PCSO ASAP Desk Social

Worker

DSWD Social Worker



108

40. Psychosocial Counselling A service provided to an individual, family, or group for the purpose of improving well-being, alleviating distress, and enhancing coping skills.






None


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit to interview 1. Conduct intake interview. Assess client's presenting problem and provide necessary intervention.


2. Agree to work with the medical social worker in addressing his / her presenting problem.

2. Guide and make progress notes on client's problem. Advice on follow-up date


3. Return as scheduled 3. Follow-up, make progress notes and possible referrals


4 Undergo final evaluation

4.1 Conduct final assessment.

4.2 If custodial care patient, proceed with continual processing. Advise patient on follow up date, until case close.

4.3 If general care patient, proceed with a final evaluation and terminate the helping process

None 1 hour


TOTAL None 2 hours and 30 minutes

109

41. Radiology In-Patient Services

The Radiology In-Patient services shall provide quality radiographic images and accurate results of the diagnostic services offered ensuring utmost safety of the patient all throughout the performance of the procedure.

Office or Division: Radiology Department



Who may avail: All In-Patients


1. 1 original Radiology Request Form Prescribing Doctor

2. Hospital Card (if applicable) Admitting/ Information Section

3. MSS Approval/ Acknowledgment (if applicable)


If by an Authorized Representative 1. 1 Valid ID photocopy of the authorized

representative

Any valid ID (Government or private offices)

2. 1 Valid ID photocopy of the patient Any valid ID (Government or private offices)

3. Authorization Letter from the patient Patient


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Present the request form.

1.2 Provide data

1.1 Receive patient’s request form duly signed by a qualified physician or counter-signed by nurse on-duty.

1.2 Check for completeness of data and verify the last menstrual period (if female client).

1.3 Indicate the fee on the request form

None

None

Radiology Fees Summa

ry (see table

below)

2 minutes

2 minutes

3 minutes

Radiology Staff

Radiology Staff

Radiology Staff

2. Wait for the instruction.

2.1 Give specific instructions on the

None

5 minutes

Radiology Staff

110

needed preparation (if any) and scheduled date if procedure cannot be done on the same day.

2.2 Inform Nurse station as to scheduled date & patient preparation

None

3 minutes

Radiology Staff

3.1 Wait until name is called for the requested procedure.

3.2 Submit self for the procedure/s.

3.3 Wait for the instruction of the result

3.1 Call Nurse Station for the procedure.

3.2 Perform the requested procedure/s.

3.3 Inform the patient that the result will be given to the Nurse station.

3.4 Process the image.

3.5 Charge the bill to Hospital Information System.

3.6 Send the image for reading.

3.7 Do final reading. 3.8 Review and print

the result

None

None

None

None

None

None

None None


2 minutes

2 minutes

5 minutes


Radiology Staff Radiologic Technologist/Sonologist Radiology Staff Radiologic Technologist Radiology Staff Radiology Staff Radiologist/Sonologist/IM Radiology Staff

4. Wait for the result and sign the logbook.

4.1 Give the result to the Nurse station.

4.2 Let the nurse/attendant sign the releasing logbook

None None

1 day 3 minutes

Radiology Staff

Radiology Staff

TOTAL Radiology Fees Summa

ry (see table

below)

1 day, 1 hour and 47

minutes

111

42. Radiology Out-Patient Services

The Radiology Out-Patient services shall provide quality radiographic images and accurate results of the diagnostic services offered ensuring utmost safety of the patient all throughout the performance of the procedure.

Office or Division: Radiology Department



Who may avail: All Out-Patients


1. 1 original Radiology Request Form Prescribing Doctor

2. Hospital Card (if applicable) Admitting/ Information Section

3. 1 original Official Receipt Cashier Section

4. MSS Approval/ Acknowledgment (if applicable)


If by an Authorized Representative 1. 1 Valid ID photocopy of the authorized

representative

Any valid ID (Government or private offices)

2. 1 Valid ID photocopy of the patient Any valid ID (Government or private offices)

3. Authorization Letter from the patient Patient


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Present the request form.

1.2 Provide data

1.1 Receive patient’s request form duly signed by a qualified physician or counter-signed by nurse on-duty.

1.2 Check for completeness of data and verify the last menstrual period (if female client).

1.3 Indicate the fee on the request form and give necessary

None

None

Radiology Fees Summa

ry (see table

below)

2 minutes

2 minutes

3 minutes

Radiology Staff

Radiology Staff

Radiology Staff

112

instructions for the payment.

2.1 Pay the indicated amount on the request form at the Cashier.

2.2 If unable to pay, proceed to Medical Social Service for patient classification and financial assistance prior to payment.

2.1 Ask the request form, receive the payment and issue official receipt.

2.2 Interview and assess the patient.

None

None

20 minutes

20 minutes

Cashier Staff

MSS Staff

3. After Cashier/MSS, go back to the Radiology Department and show the request form with official receipt/MSS approval.

3.1 Ask for the request form with official receipt/MSS approval.

3.2 Write the OR number on the request form/MSS approval should be checked carefully

None

None

2 minutes

5 minutes

Radiology Staff

Radiology Staff

4. Wait for the instruction.

4. Give specific instructions on the needed preparation (if any) and scheduled date if procedure cannot be done on the same day.

None 5 minutes Radiology Staff

5.1 Wait until name is called for the requested procedure.

5.2 Submit self for the procedure/s.

5.3 Get schedule of x-ray result

5.1 Call patient for procedure.

5.2 Perform the requested procedure/s.

5.3 Inform the patient when to return for the official result and issue claim slip. Instruct to bring the official

None None

None

30 minutes

20 minutes

10 minutes

Radiology Staff

Radiologic Technologist


113

receipt/claim slip upon claiming the result.

5.4 Process the image.

5.5 Send the image for reading.

5.6 Do final reading. 5.7 Review and print

the result

None

None

None None

2 minutes

10 minutes



Radiology Staff

Radiologist Radiology Staff

6.1 Claim the x-ray result Show the official receipt/give the claim slip.

If patient is not available, authorized representative will bring authorization letter, ID of the patient and ID of authorized person. 6.2 Sign the logbook

6.1 Release the x-ray result to the patient.

Get the authorization letter and record the ID numbers of the patient and authorized representative. 6.2 Let the patient sign the releasing logbook

None

None

None

1 day

2 minutes

3 minutes

Radiology Staff

Radiology Staff

Radiology Staff

TOTAL Radiology Fees Summa

ry (see table

below)

1 day, 2 hours and 36

minutes

114

115

116

117

43. Receipt of Deliveries

Receiving deliveries of office supplies, medical supplies and equipment from different

suppliers and donors.

Office or Division: Property and Supply Section, Hospital Operations and Patients Support Division


Type of Transaction: Government-to-Government, Government-to-Business

Who may avail: All Suppliers and Donors


1. Approved Purchase Order (PO) Client

2. Receipts, Warranty Cards, Option to Return

Supplier/Donor


PROCESSING TIME

PERSON RESPONSIBLE

1. Supplier delivers goods/services based on conformed Approved PO.

1. Receives and checks deliveries if in accordance with specifications.

None

1 hour

Property and Supply Staff

2. Provide delivery receipt and/or sales invoice.

Note: Provide warranty cards for equipment and Option to Return for medical supplies and drugs that does not meet the 18 month expiry requirement

2.1 Accepts deliveries and affixes signature, date and time.

2.2 Records deliveries accordingly in the logbook and stock/bin/property cards.

2.3 Contacts Inspection Committee for inspection of received deliveries.

2.4 Preparation of Inspection and Acceptance Report for complete and inspected deliveries.

None None None None

15 minutes 1 hour 10 minutes 10 minutes





Total None 2 hours, 35 minutes

118

44. Receiving Patient Scheduled for Operating Room

This procedure covers activities from receiving a patient scheduled for surgery until

transported to service areas.

Office or Division: Operating Room / Nursing Service Division






1. Operating Room Proposal Surgeon

2. Patient’s Chart Nurse on Duty


PROCESSING TIME

PERSON RESPONSIBLE

1. To OR via wheelchair / stretcher

1.1 Endorsement from the service area.

1.2 Checks all

necessary

documents for

operation.

1.3 Prepare the

patient for

surgery.

None None None


Surgeon, Anesthesiologist, Circulating Nurse

2 To Main

Operating Room

2. Start of surgical procedure.

2 hours or more

Surgeon, Anesthesiologist, OR

nurses, Nursing Attendants

3 Significant Other

(SO) will

facilitate

laboratory

requests, drugs

and medicines.

3.1 Transport post-

operative patient

to Post

Anesthesia Care

Unit (PACU).

3.2 Monitor patients’

post-operative

status.

3.3 Carries out

doctor’s orders

and procedures.

2 hours (may extend depending on post-operative complications)

Circulating Nurse

119

4 Transfer patient

to service areas.

4.1 Inform service

areas of post-

operative patient

transport.

4.2 Endorsement of

patient to

ward/room

nurse.

None None

5 minutes 5 minutes

Circulating Nurse

Circulating Nurse and Ward Nurse

TOTAL 4 hours, 25 minutes or more

120

45. Referral Process to Other Hospitals A patient is be advised by the physician for transfer to other facility for further

management or the patient decides to be transferred.

Office/Division: Nursing Service – Labor and Delivery Room; Emergency Room; Wards



Who may avail: All patients for referral


1. Trip ticket Ambulance Driver

2. Referral Slip Doctor


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Discuss with the

Attending

Physician.

Note: For Private Institutions, the Significant others makes sure of the arrangement of their admission (reservation fee) to their hospital of choice for room reservation and business office clearance purposes.

1.1 Advise and prepares patient's transfer to Tertiary Hospital for further management/ Per patient’s request.

1.1.1 For Government Hospitals, Referring facility must refer patient thru E-Referral and phone call.

1.1.2 For Private Institutions, call for availability of room and make reservation.

None

None

None

10 minutes

1 hour

1 hour

Attending Physician;

Nurses

2.1 Settle patient’s hospital bill to cashier or Medical

2. Document Official Receipt Number.

Refer to laboratory

and

3 minutes

121

Social Worker for assessment.

Note: For admitted patients, accomplish clearance slip.

pharmacy pricelist

3. Arrive at hospital of choice

3. Accompany

patient during

transport and

endorse to

receiving

facility.

None

30 minutes

Nurse; Ambulance

Driver

TOTAL Refer to laboratory

and pharmacy pricelist

Refer to Government Hospitals – 1

hour, 43 minutes

Refer to Private

Hospitals – 1 hour, 43 minutes

122

46. Rehabilitation Unit Services The Rehabilitation Unit shall conduct Nerve Function assessment to patient who is suspected with Leprosy case, HD patients with ongoing MDT and post MDT, and those with type 1 and type 2 reaction. It also provides rehabilitation to patients with Impairment/Physical deformities secondary to Hansen’s disease as long as it is within the “Golden Period” (6 months to 1 year) or base on the assessment of the physician. Moreover, The Unit performs wound dressing as well as Unna Boot treatment. And is open from Monday to Friday at 8:00 AM to 5:00 PM except holiday.

Office or Division: Rehabilitation Unit/ Medical and Professional Division


Type of Transaction: Government-to- Citizen

Who may avail: All Hansen’s Disease Patients and PAL


1. Secure Rehabilitation Request Physician


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Rehabilitation Request to Rehabilitation staff/In charge, and wait to be called.

1.1 Receive rehab request, then verify the correctness of entry.

1.2 Instruct patient to wait for her/his name to be called.

1.3 Retrieve charts for old patients, while make a new chart for new patient.

1.4 Call patient and instruct to proceed to Physical Exam area/Working Area.

None None None None


Rehabilitation staff




123

2. Proceed to Physical Exam area/working area for assessment.

2.1 Check Rehabilitation Request.

Nerve Function Assessment. 2.1.1 Conduct Nerve Function Assessment. Physical Rehabilitation 2.2. Assess patient

as to physical condition.

2.2.2 Give appropriate physical exercise.

Wound dressing/Unna Boot treatment 2.3. Wound dressing: 2.3.1 Unna Boot

treatment.

None None None None

2 minutes 45 minutes 5 minutes 1 hour 5 minutes 10 minutes

Rehab staff/in charge

Rehab staff/In charge PT/OT Aide

3. Rest and listen to health teaching/self-care orientation.

3.Give health teaching/self-care orientation.

None

5 minutes

Rehab staff/in charge

Nerve function Assessment

Total None 1 hour and 5 minutes

Physical Rehabilitation

Total None 1 hour and 25 minutes

Wound Dressing


Unna Boot Treatment


124

47. RELEASING OF CHECKS TO EXTERNAL CREDITORS

The Cash Operations is tasked with the releasing of checks to external creditors through

issuance of processed and approved checks or through Authority to Debit Advice System,

while ensuring that payments are duly acknowledged by mentioned creditors through the

issuance of valid official or collection receipts whichever is appropriate, with the

corresponding acknowledgment on the approved disbursement or payroll vouchers and

withholding tax certificates. Releasing of checks is done at the Cash Operations Office

Window located at Laboratory and Pharmacy Building and open from Monday to Friday,

8am – 5pm.



Type of

Transaction:



Who may avail: External creditors or suppliers


1. Valid identification card with signature of the claimant (1 ID)

Company affiliation, Land Transportation

Office, or Professional Regulation

Commission, GSIS, SSS, OSCA or OWWA,

COMELEC

2. If applicable, Authorization Letter from the Finance and Management Officer

Finance and Management Office

3. For company representative: a. Authorization letter using

company stationary (1 original document)

b. Photocopy of valid identification of authorizing person with signature as shown in the identification for comparison purposes (1 copy)

Legitimate payee company

The authorizing person of the company

4. If representing a person: Special Power of Attorney (1 original document)

Notary public

5. If representing a deceased payee: Extrajudicial Settlement of Estate where name of representative of the claimant is included or Affidavit of

Lawyer or judicial court

125

Self-Adjudication (1 original document)

6. If claimant is a single proprietor: Authenticated Proof of Ownership (1 photocopy)

Department of Trade and Industry or Bureau

of Internal Revenue

7. Additional requirement for suppliers: Valid Official or Collection Receipt

Bureau of Internal Revenue authorized print

CLIENT STEPS

AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Present identifying documents If applicable,

Present authorization letter from Finance Management Officer of the hospital

1.1 Verify documents

1.2 If identification is appropriate, log out documents to be issued out

None

None

3 minutes

2 minutes

Disbursing Officer

Cash Operations

Disbursing Officer

Cash Operations

2. Acknowledge the disbursement documents by affixing signature

2. Retrieve the

check or Authority

to Debit Account

None 3 minutes Disbursing Officer

Cash Operations

3. Issue Official or Collection Receipt and acknowledge BIR forms 2306 and 2307

3. Issue the check

or Authority to

Debit Account

None 3 minutes

Disbursing Officer

Cash Operations

4. Return the signed disbursement documents

4. Inspect the

documents for

completeness

and propriety of

acknowledgme

nt


Cash Operations


126

48. RELEASING OF EXPANDED NEWBORN SCREENING

RESULTS TO FACILITIES This service involves receiving, processing, running of samples and releasing of

patient results for the entire Region 7 birthing facilities. The cut-off time in receiving

samples is 12:00 noon on Mondays to Thursdays and 3 p.m. on Fridays and long

holidays.




Government to Business (G2B), Government to Government (G2G).

Who may avail: All DOH licensed/accredited Birthing Facilities in Region 7


Duly accepted newborn

screening filter card with blood

sample

Transmittal Form

Patient Update Form if

necessary

Filter Cards – NSCCV-ECS-GH, OPD Building (basement) Filter Cards with blood spots – different birthing facilities in entire Region 7.


PROCESSING TIME

PERSON RESPONSIBLE

1. Hand in filter cards with blood spots through accredited courier services or by walk-in clients and log its details.

1.1 Receives pouches or envelopes.

1.2 Checks details in the logbook, receives and signs air waybills and endorses pouches or envelopes to data encoders

1.3 Sorts, numbers and accessions samples

1.4 Data captures

and detaches data sheets from dried blood spots

None None None None

10 minutes/100 pouches or envelopes 5 minutes 20 minutes/100 samples for initial samples, 1 minute/sample for repeat, special, monitoring and unfit samples 5 minutes/100 samples

Receptionist

Receptionist

Data Encoder

Data Encoder

127

1.5 Demographics entry, verification, entry audit and release, tally and sample receipt by hospital sheets printing

1.6 Barcodes of

plates, punches blood spots, generates and loads worklists to the instruments

1.7 Performs

expanded newborn screening tests

1.8 Analyzes

controls, interprets results; verifies controls and results

Note: Initially positive results are retested in duplicate, Lower than the Lowest Standards, Higher than the Highest Standards, NDE (Not Determined, NE (Not Eluted), With Special Clinical Information (STPN (Suspected Total Parenteral

None None None None

1 hour/100 samples for demographic entry and verification 1 hour/1000 samples for demographic audit, demographic release, tally sheet printing and sample receipt by hospital 2 hours/batch (4 tests with 4 plates each) 24 hours 3 minutes/plate

Data Encoder

Data Encoder

Analyst

Analyst Team Captain

128

Nutrition, TPN (Total Parenteral Nutrition), With Blood Transfusion, With significant family history, Abnormal Patterns in HPLC, etc.) 1.9 Merges, prints merge log and PPR; releases and endorses positive and deficient results to the follow-up team 1.10 Generates

summary and individual results; endorses to result officer

None None

1 hour/12 plates (3 batches) 2 hours/1000 samples

Analyst Team Captain

Laboratory Manager

Result Officer

2. Facilities receive results

2. Sends out summary and individual results to the newborn screening facilities

None

9 days

Result Officer

TOTAL

None 14 days

129

49. RELEASING OF STATEMENT OF ACCOUNTS (SOA)

The Billing and PhilHealth Section is tasked with the computation of hospital charges to

external clients through issuance of Statement of Account or Hospital Bills, while ensuring

that proper Medical benefits are deducted and that payments are duly acknowledged by

the Cash Section through the issuance of valid official receipts.

Releasing of Statement of Accounts are done at the Billing and PhilHealth Section located

beside Property and Supply Office, near the Emergency Room and open from Monday to

Sunday 8:00am to 5:00pm.

Office or Division: BILLING and PHILHEALTH




Who may avail: External Clients for Discharge (May Go Home)


1. Clearance for Discharge Slip Nurse Station (Wards)

2. If PHIC Eligible client brings the following:

CF 2 CF 3 Progress of Labor Surgical Record/ Technique Laboratory Test Result Newborn Filter Sticker

Nurse Station (Wards)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present Clearance for Discharge Slip

1.1 Compute Hospital Charges and deduct PHIC Benefits (if applicable) 1.2 Printing of SOA and other PHIC documents

None 20 minutes

5 minutes

Billing and PhilHealth Aide

2. Receive SOA for signature and returns this to the Billing and PhilHealth Office

2.1 Check SOA and PHIC Documents for signatures 2.2 Release SOA for payment

None 10 minutes

5 minutes

Billing and

PhilHealth Aide, Billing and

PhilHealth Officer

130

3. Pay Hospital Bill If NOT ABLE to pay: 3.1 Ask assistance at MALASAKIT CENTER

3.1 Adjustment on the Hospital Bill based on the amount of assistance given by MALASAKIT Center. 3.2 Clients proceed to the Cashier for payment and/or signature on the Clearance for Discharge Slip and go back to the Billing and PhilHealth Office after.

None 5 minutes Billing and PhilHealth Aide,


Cash Unit

MSSU

4. Go back to Billing and PhilHealth Section and have the Clearance for Discharge Slip signed

4.1 Check for OR/ signature of cashier 4.2 Billing/ PhilHealth personnel affixes signature on Clearance for Discharge Slip 4.3 Directs client to proceed to ward.

None 4 minutes

3 minutes

3 minutes

Billing and PhilHealth Aide,



131

50. SKIN CLINIC CONSULTATIONS AND ADMISSIONS

Consultation on non-emergent dermatologic disorders to include especially Hansen’s disease. Admission of patient’s suffering advance Multi Bacillary Leprosy with complications. Severe physical disability, elderly and abandoned. Available Monday to Friday except Holidays, 8:00 am – 5:00 pm.

Office or Division: Skin Clinic / Medical and Professional Division



Who may avail: All Patients


Filled out Patient’s Information Sheet (PIS) Entry Triage Treatment consent


PROCESSING TIME

PERSON RESPONSIBLE

1. Give PIS & Treatment Consent to nursing staff

1.1 Re-check Vital Signs

1.2 Retrieve chart for old patients, while make a new chart for new patient.

1.3 Attach PIS & Treatment Consent

1.4 Issue charge slip

None None None Php 75.00


Nurse/ Nursing Attendant

2. Proceed to cashier for payment and present Official Receipt to Skin Clinic Staff.


2.1 Records Official Receipt Number.

2.2 Conduct pre-consultation.

2.3 Conduct examination & treatment.

2.4 Carry out doctor’s orders (laboratories & medicines, as needed)

None None None None


Nurse

Nurse

Doctor, Nurse

Nurse

132

3.1 Submit laboratory request to Laboratory & prescription to Pharmacy.

3.2 Hand in to nursing staff the laboratory results & medicines.

3.1 Interpret laboratory results and discuss.

3.2 Administer medicines as needed.

3.3 Discharge as per doctor’s order with instructions.

3.3.1 If for

admission, carry doctor’s order and transport patient to ward and endorse.

None None None None


Doctor

Doctor/Nurse

Doctor/Nurse

Total Php 75.00

1 hour, 42 minutes

133

51. Transfer of In-patient from One Accomodation to the Other (Ward to Ward)

This procedure covers activities of transferring in-patient from one ward to another due

to medical reasons.






1. Patient’s chart Attending Physician


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Discuss with doctor for transfer to other ward

1.1 Orders on the chart transfer to other ward.

1.2 Carry doctor’s order.

1.3 Inform Admitting Officer/ receiving unit for transfer via intercom.

None

None

None

10 minutes

15 minutes

5 minutes

Attending Physician

Nurse

Nurse

2. Transfer to other ward.

2. Transfer, ushered and placed patient comfortably on assigned bed and endorsed to the receiving nurse.

None 30 minutes Nurse/ Nursing Attendant

TOTAL NONE 1 hour

134

52. Transport of Patients This service involves transportation of patients from Emergency Room to Wards, Delivery Room to Wards, Referral to other hospitals, and outside laboratories.

Office or Division: Transportation and Motorpool



Government to Government (G2G), Government to Citizen (G2C), Government to Business (G2B)

Who may avail: All patients


1. Approved trip ticket by Physician on Duty

Office of the Head of Motorpool


PROCESSING TIME

PERSON RESPONSIBLE

1. Nurse on duty will call Motorpool for patient transport

1. Acknowledge call and go directly to Emergency Room or Delivery Room.

None

3 minutes

Driver on duty

2. Nurse on duty will prepare the patient for transport

2.1 Let the Significant Other sign the trip ticket on the passenger side, and double check if it was signed by Physician on duty.

2.2 Transport patient to ward or other hospitals / laboratories.

2.3 Return to Motorpool / Hospital.

None None None

5 minutes Ward – 10 minutes Other hospitals / laboratories – 45 minutes Ward – 5 minutes Other hospitals / laboratories – 45 minutes

Driver on duty

Driver on duty

Driver on duty

TOTAL None Ward – 23 minutes Other hospitals / laboratories – 1 hour and 38 minutes

135

INTERNAL SERVICES

136

1. Application for Basic Intravenous Therapy (IVT) Training (Internal)

The Basic Intravenous Therapy (IVT) Training course is a 3-day training course designed for nurses and healthcare providers who need certification in order to provide hands-on Intravenous practice to patients including IV insertion, medication, fluid therapy, and blood transfusion. This program features a combination of lectures, interactive workshops and return demonstration.



Type of Transaction: Government to Government, Government to Citizen

Who may avail: All Employees



2. Valid and current PRC license card Requesting party



2. Original copy ECSGH Certificate of Completion

Requesting party



PROCESSING TIME

PERSON RESPONSIBLE

1. Receive notification or Hospital Order for Basic Intravenous Therapy (IVT) Training Schedule.

1.1. Receive copy of list of participants coming from Nursing Office.

1.2. Prepare Plan of Action, Purchase Request for food and booking of venue.

1.3. Notify the Participant & Section Head for the schedule Basic IVT Training one (1) month before the training so that they can adjust work schedule.

None

None

None

2 minutes

2 Hours

4 Hours

Training Director

Training Assistant


137

2.1. Proceed to Training Office one (1) week before the training schedule.

2.2. Proceed to Cashier for payment of Notarial Fee of Training Bond and ANSAP Fee.

Note: Incurred Cost: Up to 7,000.00 = One (1) year service; 7,001.00 to 10,000.00 = Two (2) years’ service; 10,001 to 15,000 Three (3) years’ service.

2. Issue Order of Payment (Notarial Fee for Training Bond and ANSAP Fee)

200.00 – Notarial

Fee 500.00 – ANSAP

Fee

3 minutes

Training Director

3. Proceed to training venue on scheduled date and time and bring with you the Official Receipt (OR).

3.1. Let the participants sign the attendance sheet and Training Bond (for Job Order nurses only).

3.2. Conduct Training

None

None

5 minutes

3 days

Training Assistant

IVT Trainers & Preceptors

4. Accept Certificate of Completion at the end of training.

4. Issue ECSGH Certificate of Completion.

None 5 minutes Training Assistant

5. Perform and submit the 3+3+1 Accomplished Requirements form within 1 week after the training, 2x2 picture with green background, Original copy of ECSGH Certificate of Completion and photocopy of PRC license back to back.

Note:

5.1. Receive copy of performed 3+3+1 accomplished Requirements form and after training requirements.

5.2. Consolidate and Submit all documents and requirements to ANSAP Office (Attendance Sheet, IVT Grading Sheet, Evaluation Sheet,

None

None

5 minutes

5 days


Training Assistant

138

In the event, the client couldn’t submit the requirements they are required to submit it personally to ANSAP Office. Note: Wait until 15-30 working days on the delivery of Certificate of Completion and IVT Identification (ID) Card coming from ANSAP Manila.

3+3+1 Accomplished Report and Completion Calendar).

6. Accept IVT Identification (ID) card & Certificate of Completion.

6. Receive and Issued IVT Identification (ID) card & Certificate of Completion from ANSAP Office.

None


TOTAL:

700.00

8 DAYS, 6 HOURS &

25 MINUTES

139

2. Application for Basic Life Support (BLS) Training (Internal)

Basic Life Support (BLS) is a level of first-aid resuscitation that can be used in emergency situations until victims are placed into the care of medical professionals. BLS technique can be used when victims appear to be choking, drowning, unconscious or suffering from cardiac arrest. Knowing the proper steps in providing BLS can be the difference between life and death.






1. Participants Profile Training Office

2. Medical Certificate (Physically Fit) Training Office & Out-Patient Department (OPD)


PROCESSING TIME

PERSON RESPONSIBLE

1. Receive notification / Hospital Order for BLS Training Schedule.

1. Meeting of BLS Trainers for the BLS Schedule so that their assign workplace won't be hampered.

1.2. Prepare Plan of Action, Purchase Request for food and booking of venue.

1.3. Notify the Participant & Section Head for the schedule of BLS Training, 1 month before the training so that they can adjust work schedule.

None

None

None

2 Hours

4 Hours

4 Hours

BLS Trainers

Training Assistant

Training Assistant

2. Proceed to Training venue on scheduled date and time.

2. Conduction of Training

None

2 days

BLS Trainers

3. Accept BLS Identification (ID)

3. Issued BLS Identification (ID)

None

1 days

Training Assistant

Training Assistant

140

card & Certificate of Completion.

card & Certificate of Completion

3.1 Consolidate & Submit Training Analysis to DOH Region VII

None

1 day

TOTAL:

None

4 DAYS & 10 HOURS

141

3. Application for Intravenous Therapy (IVT) Refresher Course (Internal)

The Intravenous Therapy (IVT) Refresher course have 3 or 4 modules depends on the requirements of ANSAP Office which will be conducted 3 or 4 days also. This course geared towards active and non-active healthcare providers who needs updated knowledge and science in clinical practice and those seeking to renew their certification on IV therapy. This program features a combination of lectures, seminars and interactive workshops.







2. Expired and nearly expired Intravenous (IVT) license card

Requesting party



2. Original copy ANSAP Certificate of Completion

Requesting party


4. Original and photocopy of expired or nearly expired Intravenous (IVT) license card

Requesting party


PROCESSING TIME

PERSON RESPONSIBLE

1. Receive notification or Hospital Order for Intravenous Therapy (IVT) Refresher Course Schedule.

1.1 Receive copy of list of participants coming from Nursing Office.

1.2 Prepare Plan of Action, Purchase Request for food and booking of venue.

1.3 Notify the Participant & Section Head for the schedule IVT Refresher Course one (1) month before the training so that they can

None

None

None

3 minutes

2 Hours

4 Hours

Training Director

Training Assistant


142

adjust work schedule.

2.1 Proceed to Training Office one (1) week before the IVT Refresher Course schedule.

2.2 Proceed to Cashier for payment of Notarial Fee of Training Bond and ANSAP Fee.

Note: Incurred Cost: Up to 7,000.00 = One (1) year service; 7,001.00 to 10,000.00 = Two (2) years’ service; 10,001 to 15,000 Three (3) years’ service.

2. Issue Order of Payment (Notarial Fee for Training Bond and ANSAP Fee)

200.00 – Notarial

Fee 500.00 – ANSAP

Fee

3 minutes

Training Director

3. Proceed to IVT Refresher Course venue on scheduled date and time and bring with you the Official Receipt (OR).

3.1 Let the participants sign the attendance sheet and Training Bond (for Job Order nurses only).

3.2 Conduct IVT Refresher Course

None

None

5 minutes

3 or 4 days Note:

(depends on module given by ANSAP Office)

Training Assistant

IVT Trainers

4. Accept ANSAP Certificate of Attendance at the end of training.

4. Issue ANSAP Certificate of Attendance.

None 5 minutes Training Assistant

5. Submit 2x2 picture with green background, Original copy of ANSAP Certificate of Attendance, Original & photocopy of expired or nearly

5.1 Receive copies of after training requirements.

5.2 Consolidate and

Submit all documents and requirements to

None

None

5 minutes

5 days


Training Assistant

143

expired Intravenous (IVT) license card and photocopy of updated PRC license back to back, one (1) week after training.

Note: In the event, the client couldn’t submit the requirements they are required to submit it personally to ANSAP Office. Note: Wait until 15-30 working days on the delivery of Certificate of Attendance and IVT license card coming from ANSAP Manila.

ANSAP Office (Attendance Sheet, IV Refresher Course Grading Sheet, Evaluation Sheet, photocopy of expired or nearly expired Intravenous (IVT) license card and Certificate of Attendance).

6. Accept Renew IVT license card & Certificate of Completion.

6. Receive and Issued Renew IVT license card & Certificate of Attendance from ANSAP Office.

None


TOTAL:

700.00

10 DAYS, 6 HOURS &

26 MINUTES

144

4. CREATION OF FORMS OR DOCUMENTS (NEW, REVISION) A course to generate forms (a printed or typed document with blank spaces for insertion of required or requested information) or documents (a written representation/ guide to perform a standard process) to be used in implementing different processes and provide evidences kept as records.

Office/Division: DOCUMENT CONTROL OFFICE


Type of Transaction: Government-to-Government

Who may avail: All areas/ committees of ECSGH


53. Document Review Change Notice (DRCN)

Document Control Officer (DCO)

54. Draft Form or document Process owner


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit draft (forms, documents); with effectivity date

1.1 Receive draft & review. Stamp draft as reference

1.2 Provide

DRCN. Issue control number with revision indicator

None None


Document Control Officer


2. Send to authorized reviewer & approver.

(Discuss document with concerned areas/ individuals.)

2.1. Once approved, produce the master (DCO) and controlled copies (Process owner, QMS Coordinator)

2.2 Update

Master list of documents

None None




145

3.1 Receive the controlled hard copy, and implement.

3. Update distributed list.

None 10 minutes Document Control Officer

TOTAL None 1 hour & 10 minutes

146

5. Dispensing of Medicines and Other Supplies

Dispensing of Office Supplies, Medical Supplies and Medicines for different Offices/ Sections.

Office or Division: Property and Supply Section, Hospital Operations and Patients Support Division


Type of Transaction: Government to Client (G2C)

Who may avail: All concerned Areas/office


1. Approved Requisition & Issue Slip (RIS)

Client (form is also available at Property and Supply Office)


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Available supplies checked with list (per fund cluster) prior to submission.

1.2 Submit RIS form

duly approved by division head/OIC.

1.1 Receive & check as to completeness of form.

1.2 Check for quantity requested against actual available stocks. Quantity may be adjusted.

1.3 Approval of RIS 1.4 Prepare the

available supplies requested.

1.5 Record/Update stock/ bin cards.

1.6 Notify the requesting office for pick-up.

None None None None None None

5 minutes

45 minutes 15 minutes 1 hour 1 hour 5 minutes



Head of PSS Property and Supply Staff



2. Proceed to Property and Supply Office to pick-up supplies

2. Release supplies & let the requestor check the accuracy of their request.

None

45 minutes

Property and Supply Staff, End

user

147

3. Acknowledge receipt of supplies by affixing signature.

3. Let them affix their name & signature in the “received” portion of the RIS.

None 5 minutes

Property and Supply Staff,

End user

Total None 4 hours

148

6. Issuance of Appointment

This service is provided to any qualified applicant who has been appointed or promoted to the vacant position offered by the agency based on the requirement set by the Civil Service Commission and other selection process as stipulated in the Merit Selection Plan.

Office or Division: Human Resource Management Section


Type of Transaction: Government to Government (G2G)

Who may avail: All Active Human Resources (Plantilla Positions)


Personal Data Sheet (CSC Form 212) with most recent ID passport size picture to be attached and submitted (3 Original Copies)

Requesting party

Original copy of Authenticated of the following, if applicable (1 Original Copy and 3 Photocopies) a. Civil Service Eligibility b. Valid Professional Regulation Commission (PRC) ID c. PRC Board Rating d. Any related eligibility granted in the government

Civil Service Commission/Professional Regulatory Commission

Medical Certificate (CSC Form 211) signed and check-up by the designated Government Physician with complete results of the following: (3 Original Copies) a. Blood Test b. Urinalysis c. Chest X-Ray d. Neuro-Psychiatric Examination

Human Resource Management Section

Certified True Copy of Diploma and Transcript of Records (TOR) (1 Original Copy and 3 Photocopies)

Requesting party’s School/University

Original latest NBI Clearance (1 Original Copy) National Bureau Investigation

Original and Certifies True Copy of Birth Certificate (PSA Form) (1 Original Copy & 3 Photocopies)

Philippine Statistics Authority

Original and Certified true Copy of Marriage Contract if applicable (1 Original and 3 Photocopies)

Philippine Statistics Authority

Statement of Assets, Liabilities, and Networth (4 Original Copies back-to-back)

Requesting party

149

Tax Identification Number (TIN) (3 Photocopies)

Bureau of Internal Revenue

Documentary Stamp (2 pcs.) Requesting party

Certificate of Successful Completion of Training on non-degree courses, formal in-service training programs, Fellowships, grants and other forms of formal training activities (1 Original & 1 Photocopy)

Requesting party


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Receive the notification on promotion/appointment and checklist of requirements.

1.2 Submit all the complete requirements.

1.3 Receive the schedule date of issuance of appointment

1.1 Notify successful applicant who have been appointed/promoted to the position.

1.2 Give/Notify the client on the Checklist of Requirements to the appointee.

1.3 Receive and check the correctness in filling out forms and completeness of the requirement.

1.4 Advise the schedule date of issuance of appointment.

1.5 Prepare and print the Appointment and other necessary documents (Oath of Office, Certificate of Assumption, Resolution, Position Description Form (PDF)).

None

None

None

None

None

10 minutes

5 minutes

30 minutes

5 minutes

2 hours

Human Resource Management Officer

Human Resource Management Staff




Human Resource

Management Officer

150

1.6 Check the correctness and completeness of the Appointment and other necessary documents (Oath of Office, Certificate of Assumption, Resolution, and Position Description Form (PDF)).

1.7 Facilitate signing of Appointments and other necessary documents (Oath of Office, Certificate of Assumption, Resolution, Position Description Form (PDF)) to concern signatories (HRMPSB, HMCC, Appointing Authority, Division Head & Section/Unit Heads).

None

None

1 hour

7 days


2. Return and sign the appointment.

2.1 Facilitate signing of the Appointment and other necessary documents (Oath of Office, Certificate of Assumption, Resolution, Position Description Form

None

1 hour


151

(PDF)) to concern appointee.

2.2 Submission of Report on Appointment and other necessary attachments ( Appointment, Oath of Office, Certificate of Assumption, Resolution, Position Description Form (PDF)) to the CSC Field Office.

None

2 hours


TOTAL: None 8 days, 2 hours & 20 minutes

152

7. Issuance of Breakdown of Terminal Leave

Breakdown of Terminal Leave is a computation of leave credits given to any official/employee of the government, who retires, voluntarily resigns, or is separated from the service.




Who may avail: All inactive employees


Approved Resignation Letter by the head of the agency

Requesting party


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Fill-out the logbook/request form/slip for the request of breakdown of terminal leave.

1.2 Receive the scheduled date of release of the approved loan application

1.1 Entertain the client’s request and advice to Log in the Logbook.

1.2 Reconcile the leave card balances to HRMIS/ Excel.

1.3 Print the employee’s breakdown of terminal leave.

1.4 Review and sign the breakdown of terminal leave

None

None None

None

2 minutes

5 days

2 minutes 5 minutes





a. Return and claim breakdown of terminal leave.

b. Sign the Released Logbook

2.1 Release the breakdown of terminal leave.

2.2 Give the Released Logbook and instruct the client to sign

None

None

2 minutes

2 minutes



TOTAL: None 5 days and 13 minutes

153

8. Issuance of Certificate of Employment This certificate is issued to a requesting client relative to their services rendered as an employee of Eversley Childs Sanitarium and General Hospital.




Who may avail: All inactive human resource


Principal: 1.Proof of Identification 2. Official receipt (if applicable)

Any Government-issued IDs Cashier

Authorized representative: 1.Proof of Identification of the principal and authorized representative 2. Authorization letter 3. Official receipt (if applicable)

Any Government-issued IDs Requesting party (principal) Cashier


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Fill-out the logbook/request form/request slip for the request of Certificate of Employment (COE).

1.2 Submit the filled out logbook/request form/request slip and receive scheduled date of release of the COE

1.1 Entertain client’s request and advise to fill-out the COE Logbook/request form/request slip.

1.2 Receive the filled out logbook/request form/request slip and advise the schedule of release of the COE.

1.3 Prepare, verify and print the COE.

1.4 Review and sign the COE by the designated signing authority.

None

None

None

None

2 minutes

5 minutes

1 day

3 minutes

Human Resource Management

Staff

Human Resource

Management Staff

Human Resource

Management Staff

Human Resource

Management Officer

154

2.1 Return on the scheduled date and claim the COE.

2.2 Sign the COE Released Logbook

2.1 Release the signed COE.

2.2 Give the COE Released Logbook

None

None

2 minutes

2 minutes


Staff


Staff

TOTAL: None 1 day and 14 minutes

155

9. Issuance of Service Record A service record is issued to clients relative to their services as an employee of Eversley Childs Sanitarium and General Hospital.




Government to Citizen

Who may avail: All inactive human resource


Principal: 1. Proof of Identification

Any Government-issued IDs

Authorized representative: 1.Proof of Identification of the principal and authorized representative 2. Authorization letter

Any Government-issued IDs Requesting party (principal)


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

a. Fill-out the logbook for the request of Service Record.

b. Submit the filled out logbook and receive scheduled date of release of service record

1.1 Entertain client’s request and advise to Log in the Service Record Logbook.

1.2 Receive the filled out logbook for the request of Service Record and advise the schedule of release of the Service Record.

1.3 Reconcile Service Records from old files (B.P.W. Form No. 114-A).

1.4 Update and encode of


2 minutes

5 minutes

2 days

2 days

2 minutes

5 minutes


Staff


Staff

Human Resource

Management Officer

Human Resource

Management Officer

Human Resource

Management Officer

156

Service Record to HRMIS/Excel.

1.5 Print the Service Record.

1.6 Review and sign the Service Record


Officer

2.1 Return on the scheduled date and claim the Service Record.

2.2 Sign the Service Record Released Logbook

2.1 Release the signed Service Record.

2.2 Give the Service Record Released Logbook

None None

2 minutes

2 minutes


Staff


Staff

TOTAL: 4 days and 20 minutes

157

10. Issuance of Temporary ID for Newly Hired Employees

Temporary Identification Card (ID) is being issued for the newly hired employee while Official Identification Card is still on process.




Government to Government

Who may avail: All active employees


1. Filled up I.D. Requisition Slip 2. 2 x 2 ID picture ( 1 copy)

Human Resource Management Section Requesting party


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sign the ID Requisition Logbook

1.Give the Logbook and have it sign for the specific request

None 2 minutes Human Resource Management

Staff

2.1 Fill up the I.D. Requisition Form.

2.2 Submit the filled up I.D. Requisition Form and receive the scheduled date of release

2.1 Provide the I.D. Requisition Form.

2.2 Receive the completely filled up I.D. Requisition Form with I.D. picture 2x2 (1 copy) and advise the scheduled date of release.

2.3 Process the request ( lay-outing, scanning, printing, cutting and lamination)

None

None

None

1 minute

2 minutes

3 days


Staff


Staff


Staff

3.1 Return and receive the laminated Identification

3. Release the laminated Identification Card with I.D

None

2 minutes Human Resource Management

Staff

158

Card with I.D Sling.

3.2 Sign the released logbook for ID

Sling and instruct to sign the released logbook for ID


159

11. LAUNDRY OF LINENS (Internal) Bloody linens

Release and replenishment of soiled linen for admitted patients.

Office or Division: Linen and Laundry/ Nursing



Government-to-Government

Who may avail: Various Wards


None


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1.Segregate to Bloody and non- bloody bins

1.1 Collect, Sort,

count and

check soiled

linen.

1.2 Weigh linen.

1.3 Disinfection of

linen.

1.4 Laundry of

linens.

1.5 Segregate

linen as to

designated

area.

None

None None

None

None

30 minutes

30 minutes 1 hour

5 hours

30 minutes

Laundry Worker

Laundry Worker Laundry Worker

Laundry Worker

Laundry Worker

2. Receive clean linens

2. Dispensing of linens

None

30 minutes

Laundry Worker

TOTAL None 8 hours

160

12. LAUNDRY OF LINENS (Outsource) Non-Bloody Linens

Release and replenishment of soiled linen for admitted patients.

Office or Division: Linen and Laundry/ Nursing




Who may avail: Various Wards


None


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Collect dirty linen 1. Collect, Sort, count Linens, then inform outsource pre schedule.

None 35 minutes

Laundry Worker, Outsource

2. Laundry, then weigh newly laundered linens.

2.1 Inspect. 2.2 Segregate &

dispense to service areas linens

2.3 Prepare and give summary report every 15th day to outsource

None None None

Laundry – 1 day 10 minutes 10 minutes

Outsource Inspection committee

Laundry worker

3. Make invoice 3. Make voucher to be signed by Division head

None

5 minutes CSSS/LL in charge

4. Receive payment

4. Process payment

None Refer to accounting process

Accounting

TOTAL None 1 Day & 1 hour or more

161

13. Leave of Absence Application Leave of absence is generally defined as a right granted to officials and employees not to report for work with or without pay as may be provided by law and as the rules prescribe in Rule XVI hereof. Leave application refers to the application of an employee to avail leave of absence.



Type of Transaction: Government to Government

Who may avail: All employees holding plantilla position


Please refer to Table of Requirements for the Specific Type of Leave Applied

Please refer to Table of Requirements for the Specific Type

of Leave Applied


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBL

E

1. Fill-up Leave Application Logbook

1. Give the application Logbook

None 2 minutes Human Resource

Management Staff

2. Submit the required documents for the specific type of leave applied

2.1 Receive and validate the required documents/ attachments.

2.2 Verify the Leave Balance(s) of the employee. 2.2.1 If the

employee has no leave balance, inform the employee that he/she cannot avail the desired leave.

None

None

None

None

None

3 minutes

5 minutes

2 minutes

2 minutes

2 minutes

Human Resource

Management Staff

Human

Resource Management

Staff

Human Resource

Management Staff

Human Resource

Management Staff

162

2.3. Entry the Leave application

For automated: 2.3.1 Print the

Leave Application Form (CSC Form NO. 6)

For manual: 2.3.2 Receive

the duly accomplished leave application form

2.4 Certify the Leave Application Form.

1 minute

1 day

Human Resource

Management Staff

Human Resource

Management Staff

Human Resource

Management Officer

3. Receive the printed

Leave Application

Form and sign the

receiving logbook

3. Give the printed leave application form and instruct to log in the receiving logbook


Management Staff

4. Process the Leave

Application Form

with complete

attachments for the

recommending

approval of their

immediate

supervisor

4. Recommend for the Approval / disapproval of Leave application

None 2 days Immediate supervisor

5. Submit the Leave

application form

approved by

immediate

supervisor with

complete

attachment (if

5.1 Receive the Leave Application Form signed by the recommending approval.

None

2 minutes

Human Resource

Management Staff

163

applicable) to

HRMS

5.2 Log and submit the Leave application form with complete attachments (if applicable) to designated approving authority.

5.3 Approve / disapprove the Leave application.

5.4 Transmit the approved/ disapproved leave application form to HRMS.

5.5 Segregate and file the Leave application form (HRMS and Employees copy)

None

None

None

None

10 minutes

2 days

10 minutes

5 minutes

Designated approving authority

Designated approving authority

Designated approving

authority Staff

Human Resource

Management Staff

6. Claim the

approved/disapprov

ed leave and sign

the released

logbook for leave

application for

employee’s copy

6. Release the Approved Leave Application Form and give the Released Logbook for Employees copy


Management Staff

TOTAL: None

5 days and 48 minutes

164

14. Liquidation of Cash Advance A cash advance is settled and liquidated either by returning the money advanced if unspent, or by the presentation of regularly accomplished vouchers, giving satisfactory detail of the items thereon paid which must be in accordance with the purpose for which cash advance was granted, and further supported by proper receipts and other evidence of payment, subject to the result of the post-audit thereof by the auditor concerned.

Office or Division: Accounting Section


Type of Transaction: Government-to-Citizen(G2G)

Who may avail: Employees


Evidence of expenses from specific activities: 1. Original Receipt 2. Certification of Expenses not requiring

receipts 3. Department Order 4. Liquidation Summary 5. Disbursement Voucher

Notes:

Official receipts must be photocopied

Must be liquidated 15 days after completing the Special Activities

No overlapping of Cash Advance

No Cash Advance allowed if existing C/A is not liquidated.

Evidences must be accomplished in 3 copies.

Receipt In-house Form DOH Employee Form provided by Accounting Dept.

Evidence of expenses from official travel of employees (Local/Foreign)

1. Plane Ticket Official Receipt 2. Photocopy of Boarding Pass 3. Certificate of Attendance (Seminar) 4. Certification of Expenses Not Requiring

Receipts 5. Amended Itinerary of Travel 6. Certification of Travel Completed 7. Travel Order 8. Department Order 9. Office Order 10. Disbursement Voucher

Notes:


Airline

Airline

Accounting Office

Accounting Office

Accounting Office

Accounting Office

DOH DOH Accounting Office

165

Must be liquidated 7 days after travel

Non-liquidation will result to removal of payroll of the concerned personnel according to Section No. 8 of the guidelines on Official Receipt and Local Travels.


No Cash Advance allowed if existing C/A is not liquidated. Evidences must be accomplished in 3 copies.


PROCESSING TIME

PERSON RESPONSIBLE

1. Submits Liquidating

papers with

supporting

documents.

Note: If the liquidated

amount of expenses is

the same as the cash

advance, don’t proceed

to Step Number 2.

1.1 Receives

liquidation

papers from

employees.

1.2 Check & verify

accuracy of the

details of

liquidation.

1.3 Issue order of

payment if cash

advance is

higher than the

actual expenses.

None

None

None

5 minutes

10 minutes

5 minutes

Accounting Aide

Accounting Aide

Accounting Aide

2. Employee should

settle the excess

amount to the Main

Cashier, and provide

photocopy of Official

Receipt to

Accounting Section.

2. Remove employee

from the

monitoring of Cash

Advance.

None 10 minutes

TOTAL: None 30

minutes

166

15. Liquidation of Cash Advance (Reimbursement)

A cash advance is settled and liquidated either by returning the money advanced if unspent, or by the presentation of regularly accomplished vouchers, giving satisfactory detail of the items thereon paid which must be in accordance with the purpose for which cash advance was granted, and further supported by proper receipts and other evidence of payment, subject to the result of the post-audit thereof by the auditor concerned.



Type of Transaction: Government-to-Citizen(G2G)

Who may avail: Employees


Evidence of expenses from specific activities: 6. Original Receipt 7. Certification of Expenses not requiring

receipts 8. Department Order 9. Liquidation Summary 10. Disbursement Voucher

Notes:


Must be liquidated 15 days after completing the Special Activities


No Cash Advance allowed if existing C/A is not liquidated.

Evidences must be accomplished in 3 copies.

Receipt In-house Form DOH Employee Form provided by Accounting Dept.

Evidence of expenses from official travel of employees (Local/Foreign)

11. Plane Ticket Official Receipt 12. Photocopy of Boarding Pass 13. Certificate of Attendance (Seminar) 14. Certification of Expenses Not Requiring

Receipts 15. Amended Itinerary of Travel 16. Certification of Travel Completed 17. Travel Order 18. Department Order 19. Office Order 20. Disbursement Voucher

Notes:


Airline

Airline

Accounting Office

Accounting Office

Accounting Office

Accounting Office

DOH DOH Accounting Office

167

Must be liquidated 7 days after travel

Non-liquidation will result to removal of payroll of the concerned personnel according to Section No. 8 of the guidelines on Official Receipt and Local Travels.


No Cash Advance allowed if existing C/A is not liquidated. Evidences must be accomplished in 3 copies.


PROCESSING TIME

PERSON RESPONSIBLE

1. Submits Liquidating

papers with

supporting

documents.

Note: If the liquidated

amount of expenses is

higher than the Cash

Advance, the

Employee should

reimbursed by the

excess thereof.

1.1 Receives

liquidation papers

from employees.

1.2 Check & verify

accuracy of the

details of

liquidation.

1.3 Submit the papers

to Budget Section

for Obligation, then

submit back to the

Accounting

Section.

1.4 Process

reimbursement

1.5 Remove

employee from the

monitoring of Cash

Advance.

None

None

None

None

None

5 minutes

10 minutes

10 minutes

10 minutes

5 minutes

Accounting Aide

Accounting Aide

Accounting Aide

Accounting Aide

Accounting Aide

TOTAL: None 40

minutes

168

16. Payroll Certification for Salary Loan Applications with Lending Institutions

Payroll certification is required for the Approval of Loan Applications. This certifies whether or not the applicable loan amortization for the employee’s applied loan can be deducted from his/her salary; and provided that in no case shall the foregoing deductions reduce the employee’s monthly net take home pay to an amount lower that Five Thousand Pesos (PHP 5,000).



Type of Transaction: Government to Government

Who may avail: All employees holding plantilla position


1.Refer to the checklist of requirements of the choice Lending Institution

2.Salary Loan Application Form

Bank or Lending Institutions


PROCESSING TIME

PERSON RESPONSIBLE

1.1 Submit the Filled-up Salary Loan Application Form with complete attachments.

1.2 Receive the scheduled date of release of the approved loan application

4.1 Receive and evaluate the client request as to the eligibility for loan availment and advise the schedule of release of the approved loan application (for qualified)

If qualified: 1.1.1process payroll certification to be signed by Authorized Officer If not qualified: 1.1.2 inform the concerned employee (End of Transaction)

None

None

None

10 minutes

2 days

5 minutes


Staff


Officer


Officer

169

2.Return and receive the approved Loan Application Form

2. Release the Approved Loan

None

5 minutes


Staff


170

17. Preparation & Distribution of Internal Communication

The Hospital Order and Hospital Memoranda are official documents issued by the

Supervising Administrative Officer (SAO) and Medical Center Chief (MCC) containing

authorization of concerned employees such as meeting, conference, seminar/ workshop

& training, to cash advance and to disseminate vital information to the concerned staff.

Office or Division: SAO Office




Who may avail: All Employees of ECSGH


Any of the following: 6. Approved Letter Request

Medical Center Chief’s Office

2. Approved Communication from External Offices

Medical Center Chief’s Office


PROCESSING TIME

PERSON RESPONSIBLE

1. Employee / client will give the approved letter request or approved Communication from external offices.

1.1 Forwards the letter to Supervising Administrative Officer (SAO).

1.2 Drafts the Internal Communication such as Hospital Order and Hospital Memoranda.

1.3 Encodes Internal communication.

1.4 Review the Internal Communication, and countersign.

i. If there are

corrections,

edit the file.

1.5 Forwards the Internal Communication to


2 minutes 5 minutes 10 minutes 5 minutes 5 minutes 5 minutes

SAO Secretary

SAO

SAO Secretary

SAO

SAO Secretary

SAO Secretary

171

Medical Center Chief for signature.

1.6 Photocopy the signed Internal Communication according to the number of recipients.

1.7 Signed /Approved Communication will be distributed to respective personnel concerned.

None None


SAO Staff

SAO Staff

7. Acknowledge

their copy of the

approved

internal

communication

by affixing

signature on the

master copy.

2.1 Let them sign the master copy of the approved internal communication.

2.2 Files the master

copy of the approved Internal Communication.

None None

5 minutes 3 minutes

SAO Staff

SAO Secretary

TOTAL None 1 hour, 20 minutes

172

18. Processing of Disbursement Vouchers (DV)

This procedure ensures that the disbursement are authorized, accounted and all the documents necessary are complete.



Type of Transaction: Government-to-Citizen(G2C) Government-to-Business(G2B) Government-to-Government(G2G)

Who may avail: Suppliers, Utility Provider, Employees and Professional Consultants CHECKLIST OF REQUIREMENTS WHERE TO SECURE

General Requirements for All Types of Disbursements: 1. Certificate of Availability of Funds issued by

the Chief Accountant 2. Existence of lawful and sufficient allotment

duly obligated as certified by authorized officials [except for government-owned and controlled corporations/government financing institutions (GOCCs/GFIs)]

3. Legality of transaction and conformity with laws, rules or regulations

4. Approval of expenditure by Head of Office or his authorized representative

5. Sufficient and relevant documents to establish validity of claim

Accounting Office Budget Office Division Head Chief’s Office Accounting Office

Specific Requirements for Each Type of Disbursement 1. Cash Advance

1.1. Granting of cash

Documentary Requirements to all cash

advances except for travels

Authority of the accountable officer

issued by the Head of the Agency or his

duly authorized representative

indicating the maximum accountability

and purpose of cash advance (for initial

cash advance)

Certification from the Accountant that

previous cash advances have been

liquated and accounted for in the books

Chief’s Office Accounting Office

173

Approved application for bond and/or

Fidelity Bond for the year for cash

accountability of P2,000 or more

1.1.1. Payroll Fund for Salaries, Wages,

Allowances, Honoraria and Other Similar

Expenses

Approved contracts (for initial

payment)

Approved Payroll or list of payees

indicating their net payments

Approval or authority (presidential

directive or legislative enactment) or

legal basis to pay any

allowances/salaries/wages/fringe

benefits

Daily time record (DTR) approved by

the supervisor

1.1.2. Petty Cash Fund (PCF)

Approved estimates of petty

expenses for one month

Copy of policy for maintaining PCF

under the imprest system for

GOCCs

1.1.3. Field/Activity Current Operating

Expenses (COE)

Approved Budget for COE of the

agency field office or agency activity

in the field

1.1.4. Travel Expenses (Local)

Office Order/Travel Order approved

in accordance with Sec. 3 of EO No.

2098

Duly approved itinerary of travel

Certification from the accountant

that the previous cash advance has

Accountable Officer HR Office HR Office HR Office HR Office Petty Cash Custodian Petty Cash Custodian Budget Office Chief’s Office Accountable Officer Accounting Office

174

been liquidated and accounted for in

the books

1.2. Liquidation of Cash Advance

General Guidelines

The accountable officer shall liquidate

cash advances within the following period:

Salaries, Wages, Allowances,

Honoraria and Other Similar Payments

– within five calendar days after the end

of the pay period

Field Operating Expenses – within 20

calendar days after the end of the year

subject to replenishment as frequently

as necessary during the year

Petty Cash Fund (PCF) – as soon as

the disbursements

1.2.1. Payroll Fund for Salaries, Wages,

Allowances, Honoraria and Other

Similar Expenses

Report of Disbursements certified

correct by the accountable officer

Approved payrolls/vouchers duly

acknowledged/signed by the payee/s

Approved daily time records (DTRs) or

Certificate of Service

Approved application for leave

In case of payment of personnel under

the “job order” status, duly verified/

accepted accomplishment report

Official Receipt (OR) in case of refund

for unclaimed salaries

Authority from the claimant and

identification documents, if claimed by

person other than the payee

Such other pertinent supporting

documents as are required by the

nature of expense

Accountable Officer Accountable Officer Accountable Officer Disbursing Office Disbursing Office HR Office HR Office HR Office Cashier Claimant

175

1.2.2. Petty Cash Fund

Summary of Petty Cash Vouchers

Report of Disbursements

Petty Cash Replenishment Report

Approved trip ticket, for gasoline

expenses

Canvass from at least three suppliers

for purchases involving P1,000.00 and

above, except for purchases made

while on official travel

Summary/Abstract of Canvass

Petty Cash Vouchers duly

accomplished and signed

OR in case of refund

For reimbursement of toll receipts

o Tolls Receipts

o Trip tickets

Such other supporting documents that

may be required and/or required under

the company policy depending on the

nature of expenses

1.2.3. Field/Activity Current Operating

Expenses

Same requirements as those for

salaries, petty operating expenses,

other personal services, and

maintenance and other operating

expenses depending on the nature of

expenses incurred

1.2.4. Traveling Expenses for Local Travel

Paper/electronic plane, boat or bus

tickets, boarding pass, terminal fee

Certificate of appearance/attendance

Copy of previously approved itinerary

was not followed

Petty Cash Custodian Petty Cash Custodian Petty Cash Custodian Motor pool Requesting Party Requesting Party Petty Cash Custodian Requesting Party Requesting Party Requesting Party Accountable Officer Accountable Officer Accountable Office

176

Certification by the Head of Agency as

to the absolute necessity of the

expenses together with the

corresponding bills or receipts, if the

expenses incurred for official travel

exceeded the prescribed rate per day

(certification or affidavit of loss shall

not be considered as an appropriate

replacement for the required

hotel/lodging bills and receipts)

Liquidation Report

Reimbursement Expense Receipt

(RER)

OR in case of refund of excess and

advance

Certificate of Travel Completed

Hotel room/lodging bills with official

receipts in the case of official travel to

places within 50-kilometer

Division/ Chief’s Office

Accounting Office

Accounting Office

Accounting Office

Accounting Office Accountable Office

2. Individual Claims (Salary)

2.1. First Salary

Certified true copy of duly approved

Appointment

Assignment Order, if applicable

Certified true copy of Oath of Office

Certificate of Assumption

Statement of Assets, Liabilities and

Net Worth

Approved DTR

Bureau of Internal Revenues (BIR)

withholding certificates (Forms 1902

and 2305)

Payroll Information on New Employee

(PINE) (for agencies with

computerized payroll systems)

Authority from the claimant and

identification documentation, if

claimed by person other than the

payee

HR Office

HR Office

HR Office

HR Office

Accountable Officer

Accountable Officer

Accountable Officer

HR Officer

Claimant

177

Additional Requirements for transferees (from

one government office to another)

Clearance from money, property and

legal accountabilities from the

previous office

Certified true copy of pre-audited

disbursement voucher of last salary

from previous agency and/or

Certification by the Chief Accountant of

last salary received from previous

office duly verified by the assigned

auditor threat

BIR Form 2316 (Certificate of

Compensation Payment/ Tax

Withheld)

Certificate of Available Leave Credits

Service Record

2.2. Salary of Casual/Contractual Personnel

For accredited agencies by the CSC

(for the first claim)

For other agencies (for first claim)

Certification by the Local Chief

Executive (LCE), in case of LGU’s, that

the employment/hiring is still within the

Personal Services (PS) limitation

prescribed under section

2.3. Salary Differentials due to Promotion

and/or Step Increment - General Payroll

Certified true copy of approved

appointment in case of promotion or

Notice of Salary/Adjustment in case of

step increment/salary increase

Certificate of Assumption

Approved DTR or certification that the

employee has not incurred leave

without pay

Employee

Employee

Employee

Employee

Employee

HR Office

HR Office

HR Office

178

Certification by the LCE, in case of

LGUs, that the promotion/step

increment is still within the PS limitation

prescribed under Section 325(a) of RA

No. 7160

2.4. Last Salary


legal accountabilities

Approved DTR

2.5. Salary due to heirs of deceased employee

Same requirements as those for last

salary

Additional requirements:

o Death Certificate authenticated

by National Statistics Office

(NSO)

o Marriage Contract authenticated

by NSO, if applicable

o Birth Certificates of surviving

legal heirs authenticated by

NSO

o Designation of next-of-kin

o Waiver of right of children 18

years old and above

HR Office

HR Office/Employee

HR Office/Employee

Employee’s Heirs

Employee’s Heirs

3. Allowances, Honoraria and Other Forms of

Compensation

3.1. Representation and Transportation

Allowance

For Individual Claims

o Certificate of Assumption (1st

Payment)

o Certification that the

official/employee did not use

government vehicle and is not

assigned any government

vehicle

HR Office Employee HR Office

179

o Certificate or evidence of

service rendered or approved

DTR

3.2. Clothing/Uniform Allowance

Documentary Requirements for newly

hired personnel


o Certified true copy of approved

appointment of new employees

o Certificate of Assumption of new

employees

o Certificate of non-payment from

previous agency, for transferees

General Claims

o Clothing/Uniform Allowance

Payroll

o Payroll Register (hard and soft

copy)

o Letter to the Bank to credit

employees’ account of their

salaries or other claims

o Validated deposit slips

3.3. Quarters Allowance

Payroll of personnel entitled to claim

subsistence, laundry and quarters

allowance

Approved DTR

Authority to collect (for initial claim)

3.4. Productivity Incentive Allowances (PIB)



performance ratings, for the two

semesters given to the

personnel of the concerned

divisions/office is at least

satisfactory

HR Office HR Office Employee HR Office HR Office Disbursing Office Disbursing Office HR Office HR Office Employee HR Office Employee

180

o Certification from the Legal

Office that the employee has no

administrative charge

General Claims

o PIB Payroll

o List of personnel who were

suspended either preventively

or as a penalty as a result of an

administrative charge within the

year for which PIB is paid,

regardless of the duration

(except if the penalty meted out

is only reprimand)

o List of personnel dismissed

within the year

o List of personnel on Absent

Without Official Leave (AWOL)


performance ratings for the two

semesters given to the

personnel of the concerned

division/office is at least

satisfactory

o Payroll Register (hard and soft

copy)


employees’ account of their PIB

claims

o Validated deposit slips

3.5. Honoraria

3.5.1. Government Personnel involved in

Government Procurement

Collections from successfully

completed procurement projects

limited however, to activities prior to

awarding of contracts to winning

bidders:

HR Office HR Office HR Office HR Office HR Office HR Office Disbursing Office Disbursing Office Cashier

181

o Proceeds from sale of bid

documents

Under DBM Circular No. 2004-5 A, the

payment of honoraria shall be limited to:

Successfully completed procurement

project. A procurement project shall

be considered successfully

completed once the contract has

been awarded to the winner bidder.

Procurement that involves public

bidding. Public bidding activities are

present only in:

o Competitive bidding

o Limited source bidding

o Negotiated procurement, only

when resorted to after there

has been failure of bidding for

second time

Office Order creating and designating

the BAC composition and authorizing

the members to collect honoraria

Minutes of BAC Meeting

Notice of award to the winning bidder

of procurement activity being claimed

Certification that the procurement

involves competitive bidding

Attendance Sheet listing names of

attendees to the BAC meeting

3.6. Hazard Duty Pay

General Guidelines

National government agencies which are

not specifically authorized by law to grant

Hazard Duty Pay are allowed to use

savings under Personal Services for

payment thereof to officials and employees

who are actually assigned to.

3.7. Longevity Pays

Bids and Awards Committee Bids and Awards Committee Bids and Awards Committee Bids and Awards Committee Bids and Awards Committee Bids and Awards Committee Bids and Awards Committee

182

Service Record

Certification issued by the Personnel

Officer that the claimant has not

incurred more than 15 days of

vacation without pay

3.8. Overtime Pay

As a general rule, the total overtime pay of

the employee for a given calendar year

shall not exceed 50 percent of his

annual basic salary.

Overtime authority stating the

necessity and urgency of the work to

be done, and the duration of

overtime work

Overtime work program

Quantified Overtime

accomplishment duly signed by the

employee and supervisor

Certificate of service or duly

approved DIR

3.9. Year-End Bonus (YEB) and Cash Gift

(CG)


o Clearance from money, property

and legal accountabilities

o Certification from head of Office

that the employee is qualified to

receive the YEB and CG benefit

General Claims

o YEB and CG Payroll

o Payroll register (soft and hard

copy)


employees account of their YEB

and CG claims

o Deposit slips

HR Office HR Office Employee Employee Employee Employee Employee Employee HR Office HR Office Disbursing Office

183

3.10. Terminal Leave Benefits

General Guidelines

The filing of application for terminal leave

requires as a condition precedent, the

employee's resignation, retirement or

separation from the service. It must be

shown first that public employment ceased

by any of the said modes of severances.


legal accountability from the Central

Office and from Regional Office of

last assignment

Certified photocopy of employees

leave card as at last date of service

duly audited by the Personnel

Division and COA/Certificate of leave

credits issued by the Admin Human

Resource Management Office

(HRMO)

Approved leave application

Complete service record

Statement of Assets, Liabilities and

Net Worth (SALN)

Certified photocopy of appointment

Notice of Salary Adjustment (NOSA)

showing the highest salary received if

the salary under the last appointment

is not the highest

Computation of terminal leave

benefits duly signed/certified by the

accountant

Applicants Authorization (in affidavit

form) to deduct all financial

obligations with the

employer/agency/LGU

Affidavit of applicant that there is no

pending criminal investigation or

prosecution against him/her (RA No.

3019)

Disbursing Office Employee HR Office HR Office HR Office Employee HR Office HR Office Employee Employee

184

In case of resignation, employee's

letter of resignation duly accepted by

the Head of the Agency

Additional requirements in case of death of

claimant\

Death certificate authenticated by

NSO

Marriage contract authenticated by

NSO

Birth certificates of all surviving heirs

authenticated by NSO Designation of

next-of kin

Waiver of rights of children 15 years

old and above

3.11. Monetization

General Guidelines

Official and employees in the career

and non-career service, whether

permanent, temporary, casual or

coterminous who live accumulated 15

day of vacation leave credits shall be

allowed to monetize a minimum of 10

days Provided that at least 5 days is

retained after monetization and

provided further that a maximum of 30

days may be monetized in a givenyear

Documentary Requirements

Approved leave application (ten days)

will leave credit balance certified by

the Human Resource Office

Request for leave covering more than

ten days duly approved by the Head of

Agency

For monetization of percent or more

o Clinical abstract/medical

procedures to be undertaken in

Employee Employee’s Heirs Employee’s Heirs Employee’s Heirs Employee’s Heirs HR Office Employee

185

case of health medical and

hospital needs

o Barangay Certification in case of

her for financial about by

calamities, typhoons, fire, etc.

3.12. Loyalty Cash Incentive/Award


o Service Record

o Certificate of non-payment from

previous office (for transferee)

o Certification from the HRO that

the claimant has not incurred

more than 50 days authorized

vacation leave without pay within

the 10-year period or aggregate

of more than 25 days authorized

vacation leave without pay within

the 5 year period as the case

may be

For General Claims

o Loyalty Cash Award/Incentive

Payroll

o PayrollRegister (hard and soft

copy)

o Letter to the Bank claims to

credit employee's account of

their salaries or other claims

o Deposits slips

3.13. Collective Negotiation Agreement

(CNA) Incentive

Resolution signed by both parties

incorporating the guidelines/criteriafor

granting CNA incentive

Comparative statement of DBM

approved level of operating expenses

and actual operating expenses

Employee Employee HR Office Employee HR Office HR Office

HR Office

Disbursing Office

Disbursing Office

Employee’s Union

Budget Office

186

Proof of remittance to the National

Treasury of its 50 percent dividends

share of percentage approved by the

Department of Finance on the annual

earnings for income generating

GOCCs/GFIs

Copy of CNA

Certificate issued by the Head of the

Agency on the total amount of

unencumbered savings generated

from cost-cutting measures identified in

the CNA which resulted from the joint

efforts of labor and management and

systems/productivity/income

improvement

Proof that the planned

programs/activities/projects have been

implemented and completed in

accordance with targets of the year

3.14. Other Expenditures

3.14.1.1. Utility Expenses

Statement of Account/Bill (for pre-

audit purposes)

Invoice/Official Receipt or machine

validated statement of account/bill

(for post-audit purposes)

3.14.1.2. Telephone/Communication

Services

Statement of Account/Bill


validated statement of account (for

post-audit activities)

Certification by Agency Head or his

authorized representatives that all

National Direct Dial NDD), National

Operator Assisted Calls and

Disbursing Office

Employee’s Union

Top Management

Top Management

Utility Provider

Utility Provider

Utility Provider

Utility Provider

Chief’s Office

187

International Operator Assisted

Calls are official calls

3.14.1.3. Outside Laboratory Provider

Statement of Account/Bill (for pre-

audit purposes)



(for post-audit purposes)

Referral

3.14.1.4. Payment of Professional Fee

Medical Consultants

o Summary of patients served

with their corresponding fees

Other Consultants

o Accomplishment and other

deemed necessary

documents

3.14.1.5. Refund

PHIC

o Billing Statement

o Notice of Payment from PHIC

o Certification from the Billing

Section regarding the period of

confinement of the patient

o Original OR

o Prescription

o And other documents deemed

necessary

Drugs and Medicines

o Original OR

o Prescription

Utility Provider

Utility Provider

Utility Provider

Disbursing Office

Disbursing Office

Patient

Patient

Billing Office

Patient

Patient

Patient

Patient


PROCESSING TIME

PERSON RESPONSIBLE

1. Submits DVs with

corresponding

supporting

documents

1.1 Receives all DVs

with supporting

documents from

Budget Section.

None

2 minutes

Receiving Clerk

188

1.2 Check/verify the

accuracy of

amount and

completeness of

supporting

documents:

Monthly bills

Cash Advances

Payrolls

Travels/Various

Activities/

Petty Cash

Refunds/

Reimburse-

ments/

Replenish-

ments, PF,

PHIC claims,

Petty Cash,

etc.

1.3 Forward to the

Accountant to

certify as to

availability of

funds, correctness

of computation,

completeness of

supporting

documents and

entry to RANCA.

1.4 Records POs and

DVs for Medical

Center Chief for

OIC approval.

None

None

None

None

None

None

None

None

3 minutes

3 minutes

4 hours

20 mins.

30 mins.

30 minutes

30 minutes

5 minutes

Processing Clerk

Processing Clerk

Processing Clerk

Accountant

Releasing Clerk

TOTAL: None 6 hours, 3

minutes

189

19. Processing of Obligation Request and Status (ORS) and Budget Utilization Request and Status (BURS) for Purchase Orders (PO) and Disbursement Vouchers (DV)

Obligation Slip refers to the form used by government agencies to document the charging of the expenditure against the approved allotment.

Office or Division: Budget Section


Type of Transaction: Government-to-Citizen(G2C) Government-to-Business(G2B) Government-to-Government(G2G)

Who may avail: All Suppliers and Employees


Purchase Order :

Public Bidding -Authenticated photocopy of the approved APP and any amendment thereto

-Approved contract supported by the following documents which are required under COA Circular No. 2009-001 dated February 12, 2009 and COA Memorandum No. 2005-027 dated February 28, 2005 to be submitted to the Auditor’s Office within five days from the execution of the contract:

A. Invitation to Apply for Eligibility and to Bid;

B. Letter of Intent; C. Eligibility Documents and Eligibility

Data Sheet; D. Eligibility Requirements; E. Results of Eligibility Check/Screening; F. Bidding Documents (Sec. 17.1, IRR-A,

RA 9184); G. Minutes of Pre-bid Conference, if

applicable; H. Agenda and/or Supplemental Bid

Bulletins, if any; I. Bidders Technical and Financial

Proposals; J. Minutes of Bid Opening; K. Abstract of Bids; L. Post Qualification Report of Technical

Working Group;

Procurement Office

190

M. BAC Resolution declaring winning bidder;

N. Notice of Post Qualification; O. BAC Resolution recommending

approval; P. Notice of Award; Q. Contract Agreement; R. Performance Security; S. Program of Work and Detailed

Estimates; T. Certificate of Availability of Funds,

Obligation Request; U. Notice to Proceed V. Detailed Breakdown of the ABC W. Copy of Approved PERT/CPM

Network Diagram and detailed computations of contract time

X. Detailed Breakdown of the Contract Cost

Y. Purchase Request

Limited Source Bidding 1. Specific requirements to be submitted

within five working days from the execution of the contract as required under COA Circular No. 2009-001 dated February 12, 2009

A. Copy of direct invitation to bid served by the concerned agency to all suppliers or consultants appearing in the pre-selected list of manufacturers/suppliers/distributors

B. Winning Bidder’s offer or proposal C. Abstract of Bids D. Notice of Award

2. Documentary requirements under Section 23.1 and 25.2 (a) for goods, 23.1 and 25.2(b) for infrastructure, 25.1 and 25.2(c) for consultancy services, of the Revised IRR of RA No. 9184

3. Such other documents peculiar to the contract and/or to the mode of procurement

4. Bid Security 5. Purchase Request

191

Direct Contracting 1. Specific requirements to be submitted

within five working days from the

execution of the contract as required

under COA Circular No. 2009-001 dated

February 12, 2009

A. Copy of letter to selected

manufacturer/supplier/distributor to

submit a price quotation and

conditions of sale

B. Certificate of Exclusive

Distributorship

C. Certification from the agency

authorized official that there are no

sub-dealers selling at a lower price

D. Certification of the BAC in case of

Procurement of Critical Plant

components and/or to maintain

certain standards

E. Purchase Request

2. Study/survey done to determine that there

are no-sub-dealers selling at lower prices

and for which no suitable substitute can

be obtained at more advantageous terms

to the government

3. Such other documents peculiar to the

contract and/or to the mode of

procurement

Repeat Order

1. Specific requirements to be submitted

within five working days from the execution

of the contract as required under COA

Circular No. 2009-001 dated February 12,

2009

A. Copy of the original contract used as

basis for repeat order indicating that

the original contract was awarded

through public bidding

B. Certification from the Purchasing

Department/Office that the supplier

has complied with all the requirements

under the original contract

192

Shopping





2009

A. Price quotations from at least three

bonafide and reputable

manufacturers/suppliers/distributors

B. Abstract of canvas

C. Purchase Request

Negotiated Procurement





2009

A. Price quotation/bids/final offers from at

least be three invited suppliers

B. Abstract of submitted Price Quotation

C. BAC Resolution recommending award

of contract to Lowest Calculated

Responsive Bid(LCRB)

Disbursement Voucher

Payroll Fund for Salaries, Wages,

Allowances, Honoraria and Other Similar

Expenses

1. Approved contracts

2. Approved Payroll or list of payees

indicating their net payments

3. Approval/authority or legal basis to pay

any allowance/salaries/wages/fringe

benefits

4. DTR approved by the supervisor

Local Travel

1. Office Order

2. Duly approved itinerary of travel

3. Certification from the accountant that the

previous cash advance has been

liquidated and accounted for in the books

Foreign Travel

193

1. Office Order

2. Duly approved itinerary of travel

3. Letter of invitation of host

4. For plane fare, quotations of three travel

agencies or its equivalent

5. Flight itinerary issued by airline/ticketing

office/travel agency

6. Copy of the UNDP rate for the daily

subsistence allowance

7. Document to show the dollar to peso

exchange rate

8. Where applicable, authority form the OP

to claim representation expenses

9. In case of seminars/trainings

A. Invitation addressed to the agency

B. Acceptance of the nominees as

participants

C. Programme Agenda and Logistic

Information

10. Certification from the accountant that the

previous cash advance has been

liquidated and accounted for in the books

Utility Expenses

1. Statement of Account/Bill

2. Invoice/Official Receipt or machine


Telephone/Communication Services

1. Statement of Account/Bill

2. Invoice/Official Receipt or machine


3. Certification by Agency Head that all

NDD and National Operator Assisted

Calls and International Operator Assisted

Calls are official calls.


PROCESSING TIME

PERSON RESPONSIBLE

1. Submits Purchase

Order/Disbursement

Voucher with

1.1 Receives

Purchase Order /

Disbursement

None

5 minutes

Budget Aide

194

supporting

documents

Voucher from BAC

and from Different

Sections

1.2 Check & Verify

accuracy of the

details of the

Purchase Order

and Disbursement

Voucher

1.3 Forward to the

Budget Officer the

checked and

verified Purchase

Order for the

availability of funds

and proper

charging.

1.4 Records and

Obligate PO & DV

1.5 Forward

ORS/BURS of PO

and DV to

Accounting

Section for final

checking of

documents and

certification by the

Accountant as to

the availability of

funds.

None None None None


Budget Aide

Budget Officer

Budget Aide Budget Aide

TOTAL: None 30 minutes

195

20. Processing of Purchase Orders (POs) This procedure ensures that the procurement is in accordance to Philippine government

procurement law/s and to prevent from irregular, unnecessary excessive, extravagant and

unconscionable practices funds and properties.



Type of Transaction: Government-to-Citizen(G2C) Government-to-Business(G2B)

Government-to-Government(G2G)

Who may avail: Suppliers and Employees


Principal:

Mayor’s Permit

DTI Certification

LTO

Certificate of Product Registration from

FDA (For Drugs and Medicines)

Certificate of Good Manufacturing

Practice from FDA

Batch Release Certificate from FDA

If supplier is not the manufacturer,

certification from the manufacturer that

the supplier is an authorized

distributor/dealer of the products/items

Supplier

Specific Requirements for Each Mode of

Procurement

1. Procurement through Public Bidding

Basic Requirements for all types of

procurement through public bidding

Approved Procurement Plan

Purchase Request of supplies, materials

and equipments duly approved by

authorities

Invitation to Apply for Eligibility to Bid

Letter of Intent

Results of Eligibility Check/Screening

Bidding Documents enumerated under

Section 17.1 of the Revised IRR of RA

Bids and Awards Committee

End User/ Supply Office





196

No. 9184 which includes a complete set

of approved plans/drawings and

technical specifications for infrastructure

projects, complete technical description

of equipment, aircraft and accessories,

scope of work, if applicable, for goods,

and rental and repair contracts, and

Terms of Reference (TOR) for

consultancy services

Minutes of Pre-Bid Conference,

[Approved Budget for Contract (ABC)

P1.0 million and above]

Agenda and/or Supplemental Bulletins, if

any

Bidders Technical and Financial

Proposals

Minutes of Pre-Bid Opening

Abstract of Bids

Post-Qualification Report of Technical

Working Group

BAC Resolution declaring winning bidder

Notice of Post Qualification

BAC Resolution recommending approval

and approval by the Head of the

Procuring Entity of the Resolution of the

BAC recommending award of contract

Notice of Award

Performance Security

Program of Work and Detailed Estimates

Notice to Proceed, indicating the date of

receipt by the contractor

Detailed Breakdown of the ABC

Copy of the Approved PERT/CPM

Network Diagram and detailed

computations of contract time

Detailed Breakdown of the Contract

Cost:

o Including the detailed breakdown of

estimates and/or unit cost


197

analysis/derivation for each work

item expressed in

volume/area/lump sum/lot for

infrastructure projects

o Indicating the following, among

others, for consultancy services:

Schedule of basic rates

certified by the consultant

with a sworn statement

Derivation of the billing

factor/multiplier certified by

the consultant with a sworn

statement

Detailed breakdown of

reimbursable costs based

on agreed fixed rates and

actual costs

o Indicating costs and dates of

acquisition of the equipment,

quantities and cost of materials,

spare parts, and supplies furnished

by the contractor for

janitorial/security/maintenance

services

o Indicating the monthly lease

payment and period of lease for

lease contracts

Copy of Advertisement of Invitation to Bid/

Request for expression of interest

o Newspaper clippings of

advertisement (ABC P5.0 million

and above for infrastructure, P2.0

million and above for goods, and

P1.0 million or four months duration

and above for consulting services)

o Printout copy of advertisement

posted in PhilGEPS

o Certification from the Head of BAC

Secretariat on the posting of



198

advertisement at conspicuous

places

o Printout copies of advertisement

posted in agency website, if any

Minutes of Pre-procurement Conference for

project costing above P5.0 million for

infrastructure, P2.0 million and above for

goods, and P1.0 million and above for

consulting services

Bid Evaluation Report

Ranking of shortlisted bidets for consulting

services

Post Qualification Evaluation Report

Printout copy of posting of Notice of Award.

Notice to Proceed and Contract of award in

the PhilGEPS

Evidence of Invitation of three observers in

all stages of the procurement process

pursuant to Section 13.1 of the Revised IRR

LR of RA No. 9184

Request for purchase or requisition of

supplies, materials and equipment duly

approved by proper authorities

1.1. Infrastructure

Letter request from contactors for

advance/progress/final payment or for

substitution in case of release of retention

money

Common to progress/final payments

o Statement of Work

Accomplished/Progress Billing

o Inspection Report by the Agency’s

Authorized Engineer

o Results of Test Analysis, applicable

o Statement of Time Elapsed

o Monthly Certificate of Payment

o Contractor's Affidavit on payment of

laborer and materials



Property of Supply Office

Contractors

Engineering Office

199

o Pictures, before, during and after

construction of items of work

especially the embedded items

o Photocopy of vouchers of all

previous payments

o Certificate of completion

1.1.1. Advance Payment

Irrevocable Standby Letter of

Credit/Security Bond/Bank Guarantee

Such other documents peculiar to the


procurement and considered necessary

in the auditorial review and in the

technical evaluation thereof

1.1.2. Variation Order/Extra Work Order

Copy of Approved Change Order

(CO)/Extra Work Order (EWO)

Copy of the approved original plans

indicating the affected portion(s) of the

project and duly revised plans and

specifications, if applicable, indicating

the changes made which shall be

color coded

Copy of the agency's report

establishing the

necessity/justification(s) for the need

of such CO and/or EWO which shall

include: (a) the computation as to the

quantities of the additional works

involved per item indicating the

specific stations where such works are

needed; (b) the date of inspection

conducted and the results of such

inspection: (c) a detailed estimate of

the unit cost of such items of work for

new unit costs including those

Contractor

Contractor

Engineering Office

Engineering Office

200

expressed/revised in

volume/area/lump-sum/lot

Copy of the approved revised

PERT/CPM Network Diagrams which

shall be color coded, reflecting the

effect of additional/deductive time on

the contract period and the

corresponding detailed computations

for the additional/deductive time for

the subject Change Order/Extra Work

Order

Copy of the approved detailed

breakdown of contract cost for the

variation order

Copy of the COA Technical Evaluation

Report for the original contract

If the Variation Order to be reviewed is

not the 1st variation order, all of the

above requirements for all previously

approved variation orders, if not yet

reviewed, otherwise, copy of the COA

Technical Evaluation Report for the

previously approved variation orders

Additional performance security in the

prescribed formand amount if variation

order exceeds 10 percent of the

original contract cost


contract and/orto the mode of

procurement and considered

necessary in the auditorial review and

in the technical evaluation thereof

1.1.3. Progress Payment

Letter request for payment of partial

Pictures of the accomplished work

Certified true of the persistent order

1.1.4. Final Payment

Engineering Office

Engineering Office

Engineering Office

Engineering Office

Engineering Office

Engineering Office

Engineering Office

201

As-Built plans

Warranty security

Clearance from me Provincial

Treasurer that the corresponding sand

and gravel fees have been paid

DPWH

Copy of turn over documents/transfer

of project and facilities such as motor

vehicle, laptops, other equipment and

furniture included in the contract to

concerned government agency

1.1.5. Release Retention of Money

Any security in the form of cash, bank

guarantee, irrevocable standby letter

of credit from a commercial bank,

GSIS or surety bond callable on

demand

Certification from the end-user that the

project is completed and inspected

1.2. Goods

1.2.1. Supplies, Materials, Equipment and

Motor Vehicles

Certificate of Exclusive Distributorship,

if applicable

Samples and brochures/photographs, if

applicable

Original copy of Dealer/Suppliers’

Invoices showing the quantity,

description of the articles, unit and total

value duly used by the dealer or his

representative, indicating receipt by the

proper agency official of items delivered

Results of Test Analysis, if applicable

Tax receipts from the Bureau of

Customs or the BIR indicating the exact

specifications and/or serial number of

the equipment procured by the

government as proof of payment of all

Contractor/Engineering Office




Engineering Office

Engineering Office

Engineering Office

202

taxes and duties due on the same

equipment, supplied or sold to

government (Administrative Order

CAO) No. 200 dated November 21,

1990)

Inspection and Acceptance Report

prepared by the Department/Agency

property inspector and signed by the

Head of Agency or his authorized

representative

For equipment, Property

Acknowledgement Receipt

Warranty Security for a minimum period

of three months, in the case of

expendable supplies, or a minimum

period of one year in the case of non-

expendable supplies, after acceptance

by the procuring entity of the delivered

supplies

Request for purchase of supplies,

materials and equipment duly approved

by proper authorities

In case of motor vehicles (A No 233

dated August 1, 2008) authority to

purchase from

o Agency head and Secretary of

DBM, or OP depending on the

type of vehicle being provided

(Sections 7 and 9)

o Local Chief Executive, including

Punong Barangay, for types of

vehicles enumerated under

Section 7 of AO No. 233 sourced

from their unencumbered local

funds and if chargeable under the

GAA, either from the DEM or OP

depending on the type of vehicles

purchased (Sections 7 to 9)

203

For procurement of drugs and

medicines

o Certificate of product registration

from Food and Drug

Administration (FDA)

o Certificate of good manufacturing

practice from FDA

o Batch Release Certificate from

FDA

o If the supplier is not the

manufacturer, certification from

the manufacturer that the supplier

is unauthorized distributor/dealer

of the product/items

o Such other documents peculiar to

the contract and/or to the mode of


necessary in the auditorial review

and in the technical evaluation

thereof

1.2.2. General Support Services (janitorial,

security, maintenance, garbage

collection and disposal and similar

services)

For janitorial/security/maintenance

services

o Appropriate approved documents

indicating the following:

The number of personnel

involved in the

corresponding rates/salary

Schedule of work and places

of assignment or

station/visits indicating

among others the number of

hours per visit

The type and number of

equipment to be served (in

204

case of visitorial

maintenance service).

o The scaled floor plans of the

building and other area/s covered

by the service contract (for

janitorial services)

o The group classification of

personnel to determine the

Equivalent Equipment Monthly

Statutory Minimum Wage Rate in

accordance with the applicable

Rules Implementing RA No. 6727

o Approved documents indicating

the minimum requirements of the

agency on the number of security

personnel to be involved in the

project (for security service

contract)

o The population of the agency

where the services are rendered

(for county service control)

o Detailed description of the

maintenance services to be

rendered or activities to be

performed (for maintenance

service contracts)

For Garbage Collection and Disposal

o Complete description/

specifications (brand name,

model, make/country of origin, hp,

piston displacement capacity) and

number of units of dump truck to

be used

o Complete

descriptions/specifications (age,

condition, brand, etc.) and number

of units of all other equipment to be

rented/used

205

o Appropriate approved documents

containing the terms and

conditions, whether operated or

bare rental for heavy equipment,

whether per trip or package deal;,

and other relevant condition

o The designated dumpsite/location

of dumpsite (if provided in a

separate document)

o The measurement in kilometers of

the total distance covered by one

complete route for all the required

routes to be traveled

o Estimated volume in cubic meters

of garbage to be hauled from area

of operation, including the basic for

such estimates

o In cases where the type of contract

differs from the usual per trip

contract basis, sufficient

justification and comparative

analysis between the type of

contract adopted against the basic

per trip type of contract

For forwarding/shipping/hauling contract

o Accomplishment Report

o Request for payment

o Contractor’s Bill

o Certificate of Acceptance

o Record of Attendance/Service

o Proof of remittance to concerned

government agency and/or

GOCCs [BIR/Social Security

System (SSS)/Pag-Ibig]

o Such other documents peculiar to

the contact and/or to the mode of



206


thereof

1.2.3. Repair and Maintenance of Aircraft,

Equipment, and Motor Vehicles

Copy of the pre-repair evaluation

report and approved detailed plans

by the agency showing insufficient

detail the scope of work/extent of

repair to be done

Copy the latest service bulletin, in

case of aircraft

Report of waste materials

Copy of document indicating the

history of repair

Post-inspection reports

Warranty Certificate

Request for payment

Bill/Invoices

Certificate of Acceptance

Pre-repair inspection reports






thereof

1.2.4. Advertising Expense

Bills/Statement of Account

Copy of newspaper clippings

evidencing publication and/or CD in

case of TV/Radio commercial

2. Procurement through Alternative Modes

Purchase Order/Letter Order/Contract,

duly approved by the official concerned

and accepted by the supplier (date of

acceptance must be clearly indicated,

especially when the time or date of

delivery is dependent on or will be counted

Property and Supply Office

207

from the date of the purchase order/letter

order/contract)

Proof of posting of invitation or request for

submission of price quotation in the

PhilGEPS website, website of the procuring

agency, if available and at any conspicuous

place reserved for this purpose in the

premises of the procuring agency for a

period of seven calendar days in case of

Shopping under Section 52.1(b), and

Negotiated Procurement under Sections

53.1 (two failed bidding) and 53.9 (small

value procurement) of the Revised IRR RA

No. 9184 (PHILGEPS)

Performance and warranty securities,

except for shopping and negotiated

procurement under emergency cases,

small value procurement, lease of real

property and United Nation (UN) agencies

BAC Resolution recommending and

justifying to the Head of Procuring Entity

(HOPE) the use of alternative mode of

procurement and approval by the HOPE of

the BAC Resolution recommending award

of contract

Proof of posting of Notice of Award in the

PhilGEPs website, the website of the

procuring entity concerned, If available, and

at any conspicuous place reserved for this

purpose in the premises of the procuring

entity

Approved Procurement Plan

Request for purchase or requisition of

supplies, materials and equipment, duly

approved by proper authorities

2.1. Limited Source Bidding

Copy of direct invitation to bid served by the

concerned agency to all suppliers or

208

consultants appearing in the pre-selected

list of manufacturers/suppliers/distributors

with known experience and proven

capability on the requirements of the

particular contract

Winning bidders offer or proposal

Abstract of bids showing the most

responsive and complying bidder from

among the other bidders who participated

in the bidding

Notice of Award

2.2. Direct Contracting

Copy of letter to selected

manufacturer/supplier/distributor to submit

a price quotation and conditions of sale

Certificate of Exclusive Distributorship

issued by the principal under oath and

authenticated by the embassy/consulate

nearest the place of the principal, in case of

foreign suppliers

2.3. Repeat Order

Copy of the original contract used as basis

for repeat order indicating that the original

contract was awarded through public

bidding

Certification from the Purchasing

Department Office that the supplier has

complied with all the requirements under

the original contract

2.4. Shopping

Price quotations from at least three

bonafide and reputable

manufacturers/suppliers/distributors

Abstract of canvass

209

CLIENT STEPS AGENCY ACTIONS FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Submits POs with

corresponding

supporting

documents

1.1 Receives all POs

with supporting

documents from

Budget Section.

1.2 Check/verify the

accuracy of

amount and

completeness of

supporting

documents

(Depending on the

processed PO).

1.3 Forward to the

Accountant to

certify as to

availability of

funds, correctness

of computation,

completeness of

supporting

documents and

entry to RANCA.

1.4 Records POs for

Medical Center

Chief for OIC

approval.

None

None

None

None

2 minutes

1 hour

30 minutes

5 minutes

Releasing Clerk

Processing Clerk

Accountant

Receiving Clerk

TOTAL: None 1 hour and 37

minutes

210

21. PRODUCTION OF LINEN SUPPLIES BASED ON APPROVED JOB

REQUEST (Internal)

Manufacturing of special requested linen supplies.

Office or Division: Linen and Laundry Service / Nursing




Who may avail: All Section and Division Heads


8. Approved Job Request Form End-User


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit approved job request form.

1.1 Receives the job request form and delegate to the seamstress for approval.

1.2 Check availability of linen supplies.

1.3 Prepare the requested supplies.

1.4 Manufacture linen.

1.5 Call the end-user for pick-up.

None

None

None

None

None

5 minutes

5 minutes

5 minutes

4 days

10 minutes

Supervisor

Seamstress

Seamstress

Seamstress

Seamstress

2. Fill-up Requisition and Issued Slip (RIS), and Customer Satisfaction Survey (CSS) Form.

2. Issue RIS and CSS Form.

None

15 minutes

Seamstress

3. Receive linens. 3. Received filled-up RIS and CSS, and issue linen.

5 minutes Seamstress

TOTAL None 4 days and 45 minutes

211

22. RELEASING OF CHECKS TO INTERNAL CREDITORS

The Cashier is tasked with the releasing of checks to internal creditors through issuance

of processed and approved checks or through Authority to Debit Advice System, while

ensuring that payments are duly acknowledged by mentioned creditors through the

issuance of valid official or collection receipts whichever is appropriate, with the

corresponding acknowledgment on the approved disbursement or payroll vouchers and

withholding tax certificates. Releasing of checks is done at the Cash Operations Office

Window Laboratory and Pharmacy Building and open from Monday to Friday, 8am – 5pm.



Type of

Transaction:



Who may avail: Hospital personnel


55. Valid identification card of the claimant (1 ID)

Company affiliation, Land Transportation

Office, or Professional Regulation

Commission, GSIS, SSS, OSCA or OWWA,

COMELEC

56. If applicable, Authorization Letter from the Finance and Management Officer

Finance and Management Office

57. If representing a person: Special Power of Attorney. (1 original document)

Notary public

58. If representing a deceased payee: Extrajudicial Settlement of Estate where name of representative of the claimant is included or Affidavit of Self-Adjudication (1 original document)

Lawyer or judicial court

59. Additional requirement for suppliers: Valid Official or Collection Receipt

Bureau of Internal Revenue authorized print

CLIENT STEPS

AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Present identifying documents If applicable,

5. Verify documents

None

3 minutes

Disbursing Officer

Cash Operations

Disbursing Officer

212

Present authorization letter from Finance Management Officer of the hospital

5.1 If identification is appropriate, log out documents to be issued out

None 2 minutes Cash Operations

6. Acknowledge the disbursement documents by affixing signature

2. Retrieve the

check or Authority

to Debit Account


Cash Operations

7. Issue Official or Collection Receipt and acknowledge BIR forms 2306 and 2307

3. Issue the check

or Authority to

Debit Account

None 3 minutes

Disbursing Officer

Cash Operations

8. Return the signed disbursement documents

5. Inspect the

documents for

completeness

and propriety

of

acknowledgme

nt


Cash Operations


213

23. Release of Petty Cash FUND (PCF) AVAILMENT

Petty operating expenses consisting of small payments for maintenance and operating

expenses such cannot be paid conveniently by check or are required to be paid

immediately.

Releasing of Petty Cash Fund is done at the Cash Operations Office Window located at

Laboratory and Pharmacy Building and open from Monday to Friday, 8am – 5pm.

Office or Division: Cash Section (HOPS)


Type of

Transaction:



Who may avail: Hospital personnel


1. Petty Cash Voucher (PCV) Disbursing Office

2. Purchase Request and Canvass Sheet (PR and CS) and Inspection and Acceptance Report (IAR)

Disbursing Office

3. Certificate of Expenses not Requiring Receipts (if applicable)

Disbursing Office

4. Valid Official or Collection Receipt BIR Registered entity

CLIENT STEPS

AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Submits approved Petty Cash Voucher (PCV) with supporting documents ( i.e PR, IAR) from requesting division / section

1.1 Verify

Accuracy and

completeness

of documents

and purpose of

request of

which the cash

is intended

1.2 Release cash

None

3 minutes

Disbursing Officer

Cash Operations

2. Acknowledge cash and the disbursement documents by affixing signature

Note: Liquidation of cash advance from PCF shall be within 5 days after the

2. Signs the paid

PCV

None 1 minute Disbursing Officer

Cash Operations

214

completion based on the last OR provided

3. Return to Disbursing Section and submit the Official Receipt for liquidation

3. Verification of

Valid Official /

Collection

Receipt or

Certificate of

Expenses not

Requiring

Receipts


Cash Operations

4. Present the item purchased to the Inspector assigned

4. Inspection of

the items

purchased

None 5 minutes Inspection

Committee

5. Submits accomplished Petty Cash Voucher (PCV) with supporting documents ( i.e PR, IAR, CERR, OR)

5. Verify the

completeness of

the documents

and close the

transaction.


Cash Operations

Total None 17minutes

215

24. REQUEST FOR COMPUTER CORRECTIVE MAINTENANCE

Common corrective measures involve removing viruses and malware, uninstalling

harmful programs, reformatting, and running a system restore, transfer of LAN (Local

Area Network) connection, among others.

Note: All job request shall be duly signed by the Unit Head / Area In-charge.

Office or Division: Information Technology Section




Who may avail: Heads of Unit / Area in-charge


9. Job Request Form ITS Office


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Fill out and

submit the Job

Request Form

1.1 Receive job request.

1.2 Assign staff for troubleshooting / repair / LAN Cabling / Networking.

1.3 Start troubleshooting / repair / LAN Cabling / Networking

None None None

2 minutes 5 minutes 8 hours for

troubleshooting /

repairs

5 days for LAN Cabling / Networking *Depending on work to be done and complexity

IT Officer / ITS Staff

IT Officer

ITS Staff

2. Acceptance of Work requested

2. Issue Job Report and Customer Satisfaction Survey Form

None

5 minutes

ITS staff

3. Sign the Job Report and fill out Customer Satisfaction Form

3. Receives signed Job Report and filled-up Customer Satisfaction Survey Form

None

5 minutes ITS staff

216

TOTAL None For Computer Troubleshooting / Repairs – 8 hours and 17 minutes For LAN Cabling / Networking – 2 days and 17 minutes

217

25. REQUEST FOR CONDEMNATION OF EQUIPMENT

Under the policy set by Property and Supply Unit on “Receipt of return equipment / other inventory item”. Hospital property with PAR (Property Acknowledgement Receipt) to be returned to their office should undergo technical evaluation and assessment. The Engineering Office shall be responsible in evaluating the functionality and serviceability of the office and medical equipment including office furniture and other semi-expendable items issued to ECSGH employee. The service report from Engineering Office is the pre-requisite document required by the Property and Supply in returning any item excluding computer and printer and other IT equipment.

Office or Division: Engineering and Maintenance (HOPS-General Services)



Government-to-Government, Government-to-Citizen

Who may avail: All hospital employee


1. Job Request Form Engineering and Maintenance Office


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Fill out and submit Job Request

1.1 Receive job request

1.2 Assign Engineering Staff to do the evaluation and assessment

1.3 Start evaluation and assessment

None


Office staff

Chief Maintenance Officer

Engineering staff

2. Acceptance of item / Work requested


None

5 minutes Engineering staff


3.1 Receives signed Job Report and filled-up Customer

None

5 minutes

Engineering Staff

218

Satisfaction Survey Form

3.2 Give 1 copy of Job Report to the end-user

1 minute

Engineering Staff


219

26. REQUEST FOR FABRICATION / CORRECTIVE MAINTENANCE

Prompt repairs and fabrication of hospital furniture/fixtures/wood and steel works and

other facilities are vital to provide and sustain quality healthcare services. This aims to

expedite repair works and other job requests to restore a hospital operation/system

soonest possible time.

Note: All job request shall be sign by the Unit Head / Area In-charge. Hospital repairs or

renovations that cost Fifty Thousand (PHP 50,000.00) and above shall be subject for

discussion and approval in the ExeCom/ManCom meeting.

Office or Division: Engineering and Maintenance (HOPS-General Services)



Government-to-Government, Government-to-Citizen

Who may avail: Heads of different Unit / Area in-charge of the hospital


1. Job Request Form Engineering and Maintenance Office

2. Shop drawing of fabrication and or plan of renovation (if necessary)

Client


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Fill out and submit Job Request

1.1 Receive job request

1.2 Assign Engineering Staff to do the repair or fabrication

1.3 Start fabrication / repair / renovation

None

2 minutes 5 minutes 3 hours for

Electrical and

Medical Eqt.

Repairs

4 hours for plumbing repairs Depending on work to be done and complexity

Office staff

Chief Maintenance Officer (CMO)

Engineering staff

2. Acceptance of item / Work requested


None

5 minutes

Engineering Staff

220


3. Receives signed Job Report and filled-up Customer Satisfaction Survey Form

None 5 minutes Engineering staff

TOTAL None For Electrical and Medical Eqt. Repairs – 3 hours and 17 minutes For Plumbing Repairs – 4 hours and 17 minutes Others – within 20 days

221

27. Requisition of Payslip Payslips are provided to all employees. It shows all the salaries, allowances and deductions of loan amortizations and statutory contributions such as GSIS, Pag-IBIG, PhilHealth, and SSS.

Office or Division: Human Resource Management Section / HOPS


Type of Transaction: Government to Government (G2G)

Who may avail: All human resource and authorized person


Principal: Proof of identification (Office ID)

Requesting party

Authorized person: Recognized representative per section

Human Resource Management Section


PROCESSING TIME

PERSON RESPONSIBLE

1. Identified/

representative per

section

1. Recognized

authorized person/

representative per

section found in

the HR list

None 2 minutes Human Resource Management Staff

2. Fill up monitoring sheet

2.1 Provide the monitoring sheet

2.2 Provide the

payslip

None None

1 minute 2 minutes



3.Receive Payslip 3.Release Payslip None 1 minute Human Resource Management Staff

TOTAL: None 10 minutes

222

28. Transport of Employees

This service involves transportation of employees from ECSGH to government agencies

like DOH, Civil Service, etc., and vice versa.




Government to Government (G2G), Government to Citizen (G2C),

Who may avail: All employees of ECSGH


1. Approved vehicle request form one day before travel schedule

Office of the Head of Motorpool


PROCESSING TIME

PERSON RESPONSIBLE

1. Fill-up vehicle request form one day before travel schedule.

1.1 Accepts and grant duly filled-up vehicle request form.

1.2 Assign admin driver available.

1.3 Assigned driver prepares trip ticket signed by the Division Head.

1.4 Transport employee on scheduled trip.

None None None None

5 minutes 5 minutes 10 minutes Depends on location

Motorpool Head

Motorpool Head

Assigned Driver

Assigned Driver

TOTAL None 20 minutes (excluding transport and vice versa)

223

29. Transport of Visitors

This service involves transportation of ECSGH visitors from airport / residence to any

specified point in Cebu, and vice versa.




Government to Government (G2G), Government to Citizen (G2C), Government to Business (G2B)

Who may avail: All acknowledged visitors of ECSGH


1. Hospital Order issued from the Office of the Medical Center Chief.

Office of the Medical Center Chief


PROCESSING TIME

PERSON RESPONSIBLE

1. The Chairman of the Committee or any person responsible will provide a copy of hospital order and fill-up vehicle request form.

1.1 Accept hospital order and duly filled-up vehicle request form.

1.2 Assign driver and schedule transportation activities based on hospital order.

None None


Motorpool Head

Motorpool Head


224

FEEDBACK AND COMPLAINTS MECHANISM

How to send feedback 1. Fill-up Customer Satisfaction Survey Form and give it to all frontline service personnel, PACD Staff, or drop it inside the Suggestion Box.

How feedbacks are processed 1. The Quality Management System

Office is responsible to distribute

Client Satisfaction Survey Form

every Monday or when the need

arises, and collects duly

accomplished forms every Friday.

2. Segregate, tabulate, and analyze

result, and submit to DOH QMSO

on or before 5th day of the month.

3. Distribution of section’s result will

be on or before the 2nd Friday of the

month.

4. If there are negative feedbacks and

low rating, concerned section will

investigate and submit a report to

their division heads, then the

division heads through their point

persons will submit the consolidated

report with supporting documents.

How to file a complaint 1. Receive accomplished Complaint

Form from patient/significant others.

2. Patient/significant others may

express verbal complaints/

discontentment to frontline officers/

Nurses/ Officer of the day/ PACD.

3. Nurse supervisor assigned in the

unit/ward conducts initial

assessment of complaint, settle the

complaints within the area and log.

4. Unsettled complaints are referred

first to PACD chairman then QMS

officer in the absence of the chair

225

and to Nursing Training Officer in

this order.

How complaints are processed Complaint that reached PACD are processed: 1. Replies from concerned

individual/unit are sought from within forty-eight (48) hours.

2. Analyze responses from individual involved and unit heads where the complaints came from.

3. Call the parties involved from both sides on a specified date for classification of complaints and actions done in the area.

4. Analyze the data gathered. 5. Inform patient/significant others on

the action done. Complaints received from 8888 Citizen’s Complaint Hotline: 1. Investigate about the complaint. 2. Send response to 8888 Complaint

Center. 3. Inform complainant on the actions

done. Issuance of Corrective Action Report (CAR): 1. Investigate 2. Analyze data collected. 3. If none, log. 4. If lapses in the procedure / behavior

are found, issue CAR to concerned head/ Personnel.

5. Monitor.

Contact Information of CCB, PCC, ARTA

8888 – Presidential Complaints Center 09088816565 – CSC Contact Center ng Bayan 478-5093 – Anti-Red Tape Authority

226

Office Address Contact Information

Chief’s Office ECS, Jagobiao, Mandaue City, Cebu

(032) 346-2468 (Ext)

SAO’s Office and QMS Office

ECS, Jagobiao, Mandaue City, Cebu

(032) 346-2468

Chief Nurse Office and Central Supply


(032) 238-6810 (Ext.)

OPD ECS, Jagobiao, Mandaue City, Cebu

(032) 272-5578

Property & Supply ECS, Jagobiao, Mandaue City, Cebu

(032) 238-6810

Cashier & Disbursing ECS, Jagobiao, Mandaue City, Cebu

(032) 272-5618

Medical Records ECS, Jagobiao, Mandaue City, Cebu

(032) 346-9604

Emergency Room ECS, Jagobiao, Mandaue City, Cebu

(032) 238-6811 09338216284

Delivery Room ECS, Jagobiao, Mandaue City, Cebu

09338257561

Newborn Screening Center Central Visayas


(032) 272-3036