Manual of Procedures

Republic of the Philippines

Department of Health

CENTER FOR HEALTH DEVELOPMENT-CARAGA

Butuan City

17th years of ensuring that all Filipinos,

especially the disadvantaged group in CARAGA

have equitable access to health care through the

Kalusugan Pangkalahatan which promotes equity

in health through the provision of a full financial

protection and improvement of access to priority

health programs and quality hospital care especially

for the poor.

DOH-CHD CARAGA HANDBOOK Page 2

TABLE OF CONTENTS Foreword - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 2 History - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3 Past & Present Regional Directors - - - - - - - - - - - - - - - - - - - - - - - - 4 Vision and Mission - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5 Citizen’s Charter - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 6 Process Flow of Transactions - - - - - - - - - - - - - - - - - - - - - - - - - 7-27 Kalusugan Pangkalahatan (KP) - - - - - - - - - - - - - - - - - - - - - - - - 28 Organizational Structure - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29 Chapter I : Organizational Functions/ Services - - - - - - - - - - - - 30-43 Chapter II : Facilities and Equipment - - - - - - - - - - - - - - - - - - 44-47 Chapter III : Administrative Procedures - - - - - - - - - - - - - - - - - 48-50 Chapter IV : Preparation of Disbursement Voucher - - - - - - - - - 51-52 Chapter V : Checklist of Supporting Documents - - - - - - - - - - - 53-63 Chapter VI : Internal Control Procedures for Payment of Claims – 64-67 Chapter VII: Procurement System - - - - - - - - - - - - - - - - - - - - - 68-100 Roles & Responsibilities in the conduct of Training - - - - - - - - 101-104 DOH Hymn - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 105 Panunumpa sa Watawat - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 106 Panunumpa ng Kawani ng Gobyerno - - - - - - - - - - - - - - - - - - - - 107


F O R E W O R D

This service guide is conceived as a tool for government and non-government workers, POs and NGOs for health, Local Government Units and the public seeking health service assistance. It represents the DOH-Center for Health Development - Caraga that puts premium in the delivery of quality services through Kalusugan Pangkalahatan.

It is aimed to contribute in strengthening the access of the public to DOH CHD- Caraga as government institution for quality health information. It contains the brief history and background of the institution, the organizational structures and services rendered as well as the administrative, financial and procurement policies and procedures designed for an efficient and immediate disposition of our mission to the public.

Though primarily designed to provide accurate information of the

policies and procedures, this Service Guide will also prove to be useful as a reference in the everyday dealing with our personnel which will ultimately redounds for the benefit of our costumers. This could not have been possible without the help of a great number of personnel in this Center. It is a useful management instrument to all the CHD - Caraga personnel in providing assistance and excellent quality service achievable to the best interest in public health service.

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


HISTORY

The DOH CENTER FOR HEALTH DEVELOPMENT - CARAGA Butuan City

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


PAST & PRESENT REGIONAL DIRECTORS

USEC Nemesio T. Gako, MD, MPH 1995 initial operation Rodrigo C. Go, MD, MPH 1995 to March 1997 Dolores C. Castillo, MD,MPH,CESO III 1997 to Dec. 1999 Charito A. Awiten, MD,MPH, CESO III 2000 to 2004 Hendry D. Plaza, MD, MPH 2004 (2 months OIC) Brenda B. A. Lopez, MD,MPH,CESO III 2004 to Jan. 2007 Aristedes M. Tan, MD, MPH, CESO III February 2007 Leonita P. Gorgolon, MD,MHA,MCHM,CEO VI 2007 to March 2012 Ariel I. Valencia, MD, MPH, CESO III March 2012 to Present


Vision

“Champion in Accelerating Reforms for the Attainment of a

Guaranteed and Accessible Health Care Services”

Mission

“The Center for Health development – Caraga is Committed to

provide a responsive and sustainable quality health care

services especially the marginalized sector in partnership with

all stakeholders”

Thrusts

Better Health Outcome

More Responsive Health System

Equitable Health Care Financing

Values

C – Compassionate

A – Accountable

R - Responsible

A - Achiever

G – God fearing

A - Accessible


CITIZEN’S CHARTER

Service Pledge

We, the officials and employees of Center for Health Development in Caraga

pledge and commit to deliver quality public service as promised in this CHD-

Caraga Citizen’s Charter.

Specifically, we will;

Serve with Integrity

Be prompt and timely

Display procedures, fees and charges

Provide adequate and appropriate information

Be consistent in applying rules

Provide feedback mechanism

Be polite and courteous

Demonstrate sensitivity and appropriate behavior and

Professionalism

Wear proper uniform and identification

Be available during office hours

Respond to complaints

Provide comfortable waiting area

Treat everyone equally

Signed by:

Officials and Employees


PROCESS FLOW OF TRANSACTIONS

Procedure for Complaints/Recommendations/Inquiries/Suggestions

Step Activity Responsible officer/Employee

1 Member of the public submits

the complaint,

recommendation, inquiry, or

suggestion in person, by txt, by

phone call, by e-mail, or by mail

Regional Director

ARIEL I. VALENCIA,MD, MPH,

CESO III

2 Acknowledges receipt of report Receiving staff member/PACU

MR. ANDRES ATREGENIO

3 Notifies concerned person on

action taken

Officer in Step 1

THE DOH CHD CARAGA MAY BE CONTACTED AT Telephone Landline Nos.

(085) 225-2970 Telefax

(085) 342-5208 (local 116)

(085)341-3579


Process of handling complaints filed against officers and employees of Centers for Health Development lower

than CHD Assistant Director (DOH A.O. 2009-0019, dated 10/30/09)

Step Activity Responsible Officer/Employee

1 Complaint received by the Regional Director Regional Director

ARIEL I. VALENCIA, MD,MPH,CESO IV

2 Initial evaluation of complaint (CHD Director) within 24 hours

from receipt by the CHD Director

With no verifiable information, complaint will be

forwarded to Internal Affairs Board or Sub-

Committee on Deterrence for reporting to Integrity

Development Committee

With verifiable information but not under oath, the

CHD Fact Finding Committee with 1 IDC member as

member of the FFC. FFC should be composed of at

least 3 members with one member serving as the

chair.

If complaint is under oath- proceed to preliminary

investigation.

Fact Finding Committee

Integrity Development Committee

3 Preliminary Investigation (CHD Legal Officer)

If no prima facie case-recommend dismissal of

complaint within 7 days from receipt by the Legal

Officer

With prima facie case – recommend filing of a formal

charge within 30 days from receipt by the Legal

Officer of the last responsive pleading.

CHD Legal Officer

4 Approval of Appropriate Action (CHD Director) CHD Regional Director

5 Hearing of the Case CHD Hearing Committee

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

days from submission of recommendation by the Hearing

Committee

Motion for recommendation may be filed with the

Office of the CHD Director within 15 days from

receipt by the respondents of the decision

7 Appeal (Secretary of Health)

Appeal may be filed within 15 days from receipt of

the denial of the motion for reconsideration

The penalty of dismissal from the service, shall only

take effect upon approval of the decision of the

Secretary of Health

Secretary of Health


COMPLEX PROCEDURE: ISSUANCE OF THE CERTIFICATE OF NEED (CON) BY

THE CENTERS FOR HEALTH DEVELOPMENT

STEP ACTIVITY FEE NECES-

SARY

FORM

REQUIRED

DOCU-

MENTS

MAXI-

MUM

TIME

RESPONSIBLE

OFFICER/

EMPLOYEE

1 Evaluates application

form and documents

for completeness and

issues order of

payment if complete

1 page

CON

form

Please refer

To list in

CHD

Citizen’s

charter

30 min

Designated

OSS

secretariat

Engr. Sarah

Jean L.

Jumamoy &

Other

Regulatory

Officers (RO)

2 Receives payment P2000 Order of

payment

5 min

Cashier

Ms. Elsie M.

Bonocan

3 Receives complete

application form and

documents

5 min

Designated

OSS

Secretariat

Engr. Sarah

Jean L.

Jumamoy &

other ROs

4 Notifies applicant of

disapproval or

approval and release

of CON

30 DAYS

CON

committee

FLORMINDA

B. TEJANO,

DPA, PhD


COMPLEX PROCEDURE: ISSUANCE OF THE PERMIT TO CONSTRUCT (PTC) BY

THE CENTERS FOR HEALTH DEVELOPMENT

STEP ACTIVITY FEE NECES-

SARY

FORM

REQUIRED

DOCUMENTS

MAXI-

MUM

TIME

RESPONSIBLE

OFFICER/EMPLOYEE

1 Evaluates

application

form and

documents

for

completeness

and issues

order of

payment if

complete

1 page

PTC

FORM

1. CON cert.

2. Floor Plan

(3 sets) for

CO, CHD,

client

3. DTI/SEC

Cert.

4. AO

30

min.

Designated OSS

secretariat

Engr. Sarah Jean L.

Jumamoy & other

Regulatory Officers

2 Receives

payment

L1=1500

L2=2000

L3=2500

L4=3000

Order of

payment

5 min Cashier

Ms. Elsie M. Bonocan

3 Receives PTC

application

5 min Designated OSS

secretariat

Engr. Sarah Jean L.

Jumamoy & other

Regulatory Officers

4 Notifies

applicant of

disapproval

or approval

And release

of PTC

5 days HFERC

Florminda B.

Tejano, DPA, PhD


K. COMPLEX PROCEDURE: PROCUREMENT OF GOODS

STE

P

ACTIVITY FEE NECESSARY

FORMS

REQUIRED

DOCUMENTS

MAXIMU

M TIME

RESPONSIBL

E OFFICER/

EMPLOYEE

AL-

LOW

A

BLE

EX-

TENSI

ON

ACCEPTABLE

REASONS

1 Issues notice

of payment

for purchase

of Bid

Documents

Depends

on the

fee

schedul

e

Downloadabl

e in Philgeps

Bid

Documents

5 minutes

BAC

Secretariat

Ms. Jenalyn

C. Reveche

2 Receives

payment

Depends

on the

fee

schedul

e

Order of

Payment

Official

Receipts

5 minutes

Cashier

Ms. Elsie M.

Bonocan

3 Conducts

Pre-Bid

Conference

(Mandatory

for contracts

with ABCs of

at least

P1million

and optional

for other

situations)

None

Attendance

Sheets

Minutes

Pre-bid

Conference

Bidding

Documents

12

calendar

days

before the

deadline

for

submission

and

opening of

bids

BAC Chair

Florminda B.

Tejano, DPA,

PhD

4 Conducts

public

bidding

(submission

and opening

of bids)

None

Checklist of

documentary

requirements

Minutes of

the opening

of bids

Attendance

sheet

Notice of

opening of

All

documentary

requirements

, i)

eligibilitydocs

; legal, tech-

Nical and

financial, ii)

technical

proposal and

1 day

(includes

eligibility

check)

BAC Chair

Florminda B.

Tejano, DPA,

PhD

3 cd

Prospective

bidder who was

declared

“INELIGIBLE”

has 3 cd within

which to file a

motion for

reconsideration

.


bids

Abstract of

Bids

iii) financial

proposal

7 cd

BAC has 7 cd to

respond

5 Bid

Evaluation

Issues notice

of award and

informs the

winning

bidder to

submit

necessary

documents

for DOH

preparation

of

PO/Contract

Bid

Proposals

21

calendar

days after

bid

opening

TWG

BAC

Secretariat

Ms. Jenalyn

C. Reveche

1 cd

3 cd

7 cd

6 Receives

documentary

requirement

s submitted

by winning

bidder for

DOH PO/

contract

preparation

5 minutes

BAC

Secretariat

Ms. Jenalyn

C. Reveche

7 Issues the

Contract/PO

and the

Notice to

Proceed

49

calendar

days after

bid

opening

BAC

Secretariat

Ms. Jenalyn

C. Reveche


L. PROCUREMENT FOR CIVIL WORKS/INFRASTRUCTURE

STE

P

ACTIVITY FEE NECESSARY

FORMS

MAXIMUM

TIME

REQUIRED

DOCUMENT

S

RESPONSIBL

E OFFICER/

EMPLOYEE

ALLOWABL

E

EXTENSION

ACCEPTABLE

REASONS

1 Receives

the

supplier’s

Letter of

Intent and

Application

for

Eligibility

Depend

s on the

fee

schedul

e

Application

for

eligibility

7 calendar

days after last

day of

advertisement/

Posting of

IAEB

Letter of

Intent and

Eligibility

doc reqt’s;

legal,

technical and

financial

BAC

Secretariat

Ms. Jenalyn C.

Reveche

2 Receives

payment

Depend

s on the

fee

schedul

e

Order of

payment

5 minutes None Cashier

Ms. Elsie M.

Bonocan

3 Notifies

suppliers

who passed

the

eligibility

check and

are allowed

to purchase

bid

documents

10 calendar

days after last

day of

advertisement

/ posting of

IAEB

4 Issues

notice of

payment

for

purchase of

Bid

Documents

Depend

s on the

fee

schedul

e

5 minutes None BAC

Secretariat

Ms. Jenalyn C.

Reveche

5 Receives

payment

Depend

s on the

fee

schedul

e

Order of

Payment

5 minutes None Cashier

Ms. Elsie M.

Bonocan

6 Conducts

Pre-Bid

Conference

(Mandatory

for contracts

with ABC’s of

at least P1M

None 12 calendar days

before the

deadline for

submission and

opening of bids

Bidding

Document

BAC

Florminda B.

Tejano, DPA,

PhD


and optional

for other

situations)

7 Conducts

public

bidding

(submission

and opening

of bids)

issues notice

of award and

informs the

winning

bidder to

submit

necessary

documents

for DOH

preparation

of

PO/Contract

None Checklist of

documentary

requirement

s

Minutes of

the Opening

of bids

Attendance

sheet

Notice of

Opening of

Bids

Abstract of

bids

1 day for ABC

costing P50M

and below; 16

calendar days

after bid opening

All

documentary

requirements,

i) technical

proposal and

ii) financial

proposal

BAC

Florminda B.

Tejano, DPA,

PhD

BAC Secretariat

Ms Jenalyn C.

Reveche

3 cd

7 cd

1 cd

Prospective

bidder who

was declared

“INELIGIBLE”

has 3 cd within

which to file a

motion for

reconsideratio

n

BAC has 7 CD

to respond

8 For ABC costing

above P50M – 21

calendar days

after bid opening

BAC

Florminda B.

Tejano, DPA,

PhD

BAC Secretariat

Ms Jenalyn C.

Reveche

3 cd

9 Recees

documentary

requirement

s submitted

by winning

bidder for

DOH PO/

Contract

preparation

5 minutes BAC Secretariat

Ms. Jenalyn C.

Reveche

10 Issues the

Contract/ PO

and the

Notice to

Proceed

For ABC costing

P50M and below-

33 cd after bid

opening

For ABC costing

above P50M – 49

calendar days bid

opening

BAC Secretariat

Ms. Jenalyn C.

Reveche


FRONTLINE SERVICE: RECRUITMENT PROCEDURE FOR SERVICE CUSTOMERS

Ste

p

Activity Fee Necessary

Forms

Documentary

Requirements

Maximum

Time

Responsible

Officer/Employ

ee

Allowable

period of

extension

&

Acceptab

le Reason

1. Publication

of vacancies

non

e

10 days HRMO III

2 Receives

application

with

necessary

documents

for initial

screening

Resume/CS

C Form

212-

Personal

Data Sheet

Copy of CSC

eligibility/PRC

license, Diploma,

Transcript of

Records,

Certificate of

training/Experien

ce, Application

Letter

10 minutes HRMO III/ HRM

assistant

3 Conducts

qualifying

examination

for pre-

screened

applicants

5 days after

completion of

evaluation of

all applicants

HRMO III or

HRM Assistant

1 week

4 Informs

concerned

applicants

of the result

of their

exam and

the date of

their panel

interview

Job Related

Recruitment

Forms

1 week after

completion of

initial

interview &

exam of all

applicants

HRMO III &

HRM Assistant

5 Conducts

Character

Investigatio

n of

qualified

applicants

1 week after

the panel

interview

PSB & HRMO

III


6 Integration

& Evaluation

of PSB-

Comparative

Assessment

Report

submitted to

RD

Comparativ

e

Assessmen

t Form

5 days after

the conduct of

character

investigation

PSB & HRMO

III

7 Appointed

Authority

decides

based on list

recommend

ed by PSB

1 week after

receipt of

recommendati

on from PSB

RD & HRMO


FLOW OF APPLICATION AS BASE/ AFFILIATING

INSTITUTION

(1)

(2)

(6) (3)

Release to forwarded to

(4) Forwarded to (5) Release upon approval

School

(Submit

Requirement)

Hospital

(Screens school &

other health

facilities and issues

contract)

RCATS

(screens school &

recommends

approval)

Secretary of

Health thru

Authorize

Representative

(Undersecretary of

Health, Assistant

Secretary of Health

& Regional

Director)



(Renewal of Certificate of Embalmers/Massage Therapists)

Incomplete

Complete

HRDU Applicant submits

requirements for

renewal of license.

Evaluates for

completeness &

validity

Back to applicant

Done Immediately

HRDU (within a week)

License-issues CEMT/CEUE Form 4- A

- Applicant accomplishes &

together with all the

documents, submits for

processing

- Documents submitted to

Director’s Office for

approval

HRDU (1 week)

Director’s Office Approves renewal certificate

of Embalmer/ Massage


MEDICAL DEVICE FLOWCHART

Client Submit Requirements

Evaluation of Documents

Inspection of Establishment

Inspection Report Preparation

Inspection Report to CHD Caraga

Bureau of Health

Device and

Technology

(BHDT)

Food and Drug

Administration

(FDA)

CHD Caraga

Client

ONE STOP SHOP LICENSING PROCESS FLOW

INITIAL APPLICATION FOR HOSPITAL LICENSE

Client con at the CHD

PTC

Disapproved

CHD Committee

Evaluates

CON Issued

Client applies

For PTC at CHD

CHD Checks for

Completeness

And submit to C.O

CHD HFERC Evaluates

and makes

Recommendation

CHD Director

Approves/disapproves (HFEP)

Clients make changes and re-applies

(HFEP)

CON not Issued

CHD

Renews LTO

w/in

5 working

Days

Level 1 & 2

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

Client applies for Renewal of LTO/ Submits documentary requirements

complied

CHD evaluates

Documents for

Completeness &

Compliance to

requirements

Not

complied

CHD issues Order

Of Payment

LTO

Not

renewed

Client makes payment

& submits OR number

CHD officially receives

Complete application for

LTO renewal

CHD Indorse to BHFS C.O. for

Level 3 & 4

Client

Submits

Application

Records section

Releases LTO to

Client

LICENSING OF DENTAL LABORATORIES

FLOW CHART

CHD returns

Application to

client

CHD reviews

Documents for

completeness

CHD receives

Application &

Issues order of

payment

Client

Pays

Application

fee

CHD Team

Schedules

inspection

Director

Signs LTO

RLED Chief

Recommends

Issuance of LTO

To Director for

signature

Process

LTO

Team evaluates,

Signs SOE

& provides

Copy to

Client

Team

Conducts

Ocular

inspection

Client is informed to comply w/in

30 days

CHD returns

Disapproved

Application to

client

CHD

informs

client need

For re-

inspection

Client

Pays for

Re-

inspection

CHD must act on the application

Within 45 calendar days after

Receipt.

COMPLETE

NO

YES

COMPLIANT

YES

NO

Client

Complies?

Need Re-

Inspection?

NO

NO YES

YES

Applicant

Complete documents

Not complied/ with deficiencies

COMPLIED

HOSPITAL PHARMACY OPENING

FLOW CHART

FDRO interviews applicant and

provide checklist of requirements

(documentary & technical)

Applicant submits application

documents in 3 sets

FDRO reviews all documents


FDRO schedules inspection of

hospital pharmacy

FDRO conducts inspection &

prepares inspection report

Return to applicant

FDRO submits documents to FDRO III

with inspection report

FDRO III does final evaluation &

recommends inclusion of pharmacy in

the OSS license (for level I & II hospital)

FDRO III prepares endorsement of

documents to BHFS (for level 3

hospitals)

RLED Chief initial the

endorsement

RD signs the endorsement for

BHFS


Applicant

Complete documents

Not complied with/non-conformance

complied

Food, Drug, Cosmetics, Medical Devices & HHS

Manufacturers/Repackers/Traders and Outlets (drugs)

FDRO interviews applicant and

provide checklist of requirements


Applicant submits requirements to

FDRO in 3 sets (1 original, 2 copies)

FDRO reviews all documentary &

technical requirements

FDRO schedules initial inspection of

establishment/cGMP audit inspection

for food establishments

FDRO conducts inspection &

prepares inspection report cGMP

audit report with recommendation

Return to applicant for compliance

FDRO prepares assessment for initial

LTO fee

FDRO submits original copy of

requirements to FDRO III together

with inspection report or audit report

& official receipt

FDRO III does final evaluation of

documents and prepares endorsement

to FDA Director

RLED Chief initials the endorsement

RD signs endorsement

Release of documents


Client

Client complies

With requirements

INITIAL RENEWAL/LICENSING OF CLINICAL LABORATORIES

FLOW CHART

Filling of Application


Incomplete Complete

Payment of License

Inspection/Monitoring of

Health Facility

Evaluation of Inspection/

Monitoring Report

Without Deficiencies

Processing of Documents

Approval of LTO

Releasing of LTO

With Deficiencies


Client

RENEWAL OF LICENSE OF EMBALMERS/MASSEURS

FLOW CHART

Filling-up of application form for renewal of license with attached requirements

Current Community Tax Certificate

Current Professional Tax Certificate (PTR)- photocopy

Medical Certificate (Original)

Professional Identification Card (Photocopy/Bring Original copy)

Certificate of Registration (Photocopy/Bring original copy)

CMTE Certificate of Credits Units earned (30 units)

1pc 1x1 ID picture & 2 pcs 2x2 ID picture

Renewal Fee Receipt


Incomplete

Client Complies

Requirements

Compliance

Issuance of Order of Payment

Payment of License Fee Renewal

To Cashier

Processing of Documents for

Renewal of Certificate of

Registration & ID for signature of

the Regional Director

Release of Renewal

License



AT THE CHD CARAGA PUBLIC ASSISTANCE & COMPLAINT UNIT

(PACU)

Requests in the conduct of Medical and Dental Mission

PACU receives

Letter requests

Classify

Requests If request for

manpower

If requests are

Medicines/supplies

Make letter reply that

The agency will provide staff to

assist

Make a letter of

regret

Provides &

Inform thru letter

Available Unavailable Available

RD’s Office

Human Resource Dev’t Unit

(HRDU)


The KALUSUGAN PANGKALAHATAN (KP)

The Department of Health is currently headed by the Honorable Secretary

Enrique T. Ona pursuing the thrusts of Universal Health Care (UHC) for all

Filipinos or the “Kalusugan Pangkalahatan” (KP) namely 1) Rapid expansion

in the National Health Insurance Program (NHIP) enrollment and benefit

delivery using national subsidies for the poorest families: 2) Improved access

to quality hospitals and health care facilities through accelerated upgrading of

public health facilities; and 3) Attainment of the health-related Millenium

Development Goals by applying additional effort and resources in localities

with high concentration of families who are unable to receive critical public

health services.

The implementation of KP is being directed towards ensuring the

achievement of the health system goals for better health outcomes, sustained

health financing and responsive health system by ensuring that all Filipinos,

especially the disadvantaged group, have equitable access to health care. The

general objective is to promote equity in health through the provision of full

financial protection and improvement of access to priority public health

programs and quality hospital care especially for the poor.

In the course of good governance, establishment of Quality Management

System certifiable to the ISO QMS 9001:2008 Standards is deemed necessary

to implement its goal for Kalusugan Pangkalahatan, involving the full array of

all offices/bureaus/centers in the Department of Health.


Caraga Regional Hospital

Ponciano S. Limcangco, MD

Chief of Hospital III

CHD-Caraga Organizational Structure

Office of the Director

Ariel I. Valencia, MD, MPH,

CESO III

Director IV

Philhealth Insurance Corp. Johnny Y. Sychua Assistant Vice President

Populatio Commission Camilo S. Pangan Regional Director

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

HEMS & RESU

Gerna M. Manatad,MD

Head

Local Health Technical

Assistance Division

Ernesto E. Pareja, MD,

MPH

Medical Offier V

Regulation Division

Florminda B. Tejano,

DPA, PhD

Chief Administrative

Officer

Management Services

Division

Susan M. Valencia,

CPA, MBA

Chief Administrative

Officer

PHT-Agusan Norte

Jane Y. Lugo,

MD

PHT-Agusan Sur

Sandia C. YU,

MD

PHT-Surigao Norte

Erwin Pingal,

RMT

PHT-Dinagat

Epifanio

Carbonilla, RN

PHT-Surigao Sur

Helen A. Caῆo, MD

Adela Serra Ty Memorial Medical

Center

Andres M. Dolar, MD

Medical Center Chief


Chapter I

ORGANIZATIONAL FUNCTIONS / SERVICES

OFFICE OF THE CHD DIRECTOR

Office of the Director IV

1. Provides overall administration, supervision and coordination of programs/

projects and operations of the CHD and other health facilities; and

2. Establishes/ strengthens public-private partnerships for an integrated health

service delivery system.

Office of the Director III

1. Oversees the day-to-day operation of the various health units in the Office of the

Director and various divisions;

2. Acts as OIC of the CHD in the absence of the Director IV;

3. Provides efficient and effective support to the management; and

4. Performs other functions as delegated by the SOH or the Director IV.

SUPPORT TO OPERATION

Policy, Planning and Info. Mgt. Unit

1. Formulates and coordinates policy, plans and programs with other divisions;

2. Renders technical assistance, consultative and advisory services on health planning

and program/ project development;

3. Manages information system development and maintenance;

4. Reviews/ monitors region‟s programs and maintenance; and

5. Manages the conduct of researches.

Epidemiology, Surveillance and Emergency Management Unit

1. Develop, implement and evaluate health information systems in coordination with

LGUs and other stakeholders;

2. Renders technical assistance to LGUs on disease outbreaks, disease surveillance

and disaster/ emergency response;

3. Provide “total quality” epidemiologic services related to:


a. health information system

b. outbreak investigation and control

c. health status assessment

d. program monitoring and evaluation

4. Assists in setting up local surveillance units;

5. Conducts disease surveillance and epidemiologic studies including surveys and

program evaluation; and

6. Assists LGUs in responding to emergencies/ disasters.

Health Emergency Management Service (HEMS) 1. Reports directly to their respective Director in the CHD and coordinate with the

HEMS Director in times of emergencies and disasters. 2. Takes the lead in the preparation of the Emergency Preparedness Plan of the

Center for Health Development, duly approved by the Chief and disseminated to all staff and regularly tested, evaluated and updated.

3. Prepares the annual work and financial plan and takes the lead in the implementation of the health emergency activities.

4. Responsible for the organization and dispatching of teams to respond to emergencies and disasters as embodied in the plan. The team coming from the CHD should lead in the rapid assessment, monitoring, social advocacy and other public health activities.

5. Makes themselves available and accessible in times of emergencies and disasters hence must equip themselves with the necessary communications needed.

6. Responsible for the training of its members in the Region (CHD) including their communities relative to health emergency skills and management.

7. Ensures that the necessary drugs, medicines, supplies and other necessary equipment are available and properly stocked for emergencies and disasters.

8. Takes the lead in public information and awareness concerning disasters and emergencies.

9. Network with members of the Health Sector responding to emergencies and disasters within the region/zonal catchment areas and the communities as well as other agencies responding to emergencies and disasters.

10. Follow the HEARS reporting and coordinates with the DOH Central Operation for all emergencies and disasters.

11. Fully responsible in the implementation of the Memorandum Order, Circular, Administrative Order and Department Order issued by the Secretary and the director of HEMS respectively, especially in extreme emergencies.

12. Documents all related activities including a Postmortem Evaluation of each event responded and report to the Director of the CHD/Hospitals copy furnished the Director, HEMS.

13. Develops research proposals that would aid the service in policy direction, implementation and improvement.

14. Submits quarterly reports to the Director of the Health Emergency Management Staff.


HEMS Assistant Coordinators: 1. Assist the HEMS-Coordinator in all activities. 2. Act as an Action Officer on Health Emergency and Disaster 3. Act on behalf of the Coordinator in his absence 4. Act as Training Officer in relation to health emergencies and disasters.

Roles and Responsibilities of Health Emergency Teams

A. WASH Team

Immediate action for water supply after hazard

Provision of safe drinking water and water for domestic use

Provision of clean toilet facilities

Proper solid waste management

Proper liquid waste management

Insect and rodent control

Overcrowding

General cleanliness

B. Disease Surveillance Team

Conducts daily Disease Surveillance

Coordinates with PESU and MESU regarding epidemiologic investigation

Submits daily report as to findings and recommendations to the Command Post C. Rapid Assessment Team

Conducts daily Rapid Assessment Survey

Submits daily report as to findings and recommendations to the Command Post

Facilitate allocation and distribution of needed identified supplies

Collect provincial and city reports D. Medical Team

Augment medical staff of LGUs in need of health workers

Conduct consultation in areas identified by the RAS Team with shortage of medical staff

Identify essential health services needed like vaccination/immunizations, nutritional needs, RH needs

Provide drugs, medicines and supplies needed by the affected LGUs.

Refers patients to health facilities for appropriate medical management


E. Logistic and Transportation

1. Logistic

Regular inventory of emergency drugs, medicines and supplies

Regular replenishment of pre-positioned drugs, medicines and supplies

Receives and properly stock files donated drugs, medicines and supplies

Facilitates distribution of donated drugs, medicines and supplies

2. Transportation

Ensures availability of vehicles and drivers during health emergencies

Ensures safe and prompt transport of drugs, medicines and supplies to health facilities in the Region.

Conducts the Health Emergency Response Teams (Medical, RAS and Disease Surveillance Teams) during health emergencies

Maintains all CHD vehicles in good running condition. F. Psychosocial Team

Conducts Critical Incidence Stress Debriefing

Conducts Focus Group Discussion (FGD), feedback session as well as consultative meetings with key stakeholders

Refers identified high risk cases to local Psychiatrist for follow-up treatment.

Monitoring and evaluation of the impact of the conducted psychosocial activities

Conducts assessment of psychosocial activities done during the relief phase. G. PHT HEMS Point Person

Collects and collates health emergency reports (HEARS, Updates, etc) from Municipal DOH reps and submits to PHT Leader and CHD HEMS.

Coordinates with Municipal DOH Reps in the provision of technical assistance to LGUs affected by a hazard.

Submits to CHD requests from LGUs for technical assistance.

Attends PDCC meetings in the absence of PHT leader.

Attends Regional HEMS quarterly consultative meetings.

Attends training, orientations, workshops related to health emergency management.


Internal Audit Unit

1. Monitors financial and internal operations and performance of the center and

retained facilities; and

2. Provides technical assistance on internal operations.

Human Resource Development Unit

1. Develops plans and programs related to health human resource planning, training,

development and management;

2. Enhances capability and capacity for specific health workers in the region;

3. Provides technical assistance, consultancy and advisory services to collaborating

centers and other stakeholders;

4. Develops health human resource information system;

5. Monitors training activities; and

6. Maintains and oversees library operation.

Health Promotion Unit

Functions:

Implement directions, policies, standards and guidelines on health promotion

from the NCHP; Take the leadership in the implementation of national health communication

campaign including media management and placements as approved by management;

Provide capacity building opportunities on health promotion for health workers at the CHD, LGUs and retained hospitals;

Provide technical assistance, policy advice and health promotion data to CHD, LGUs, retained hospitals and other partners;

Develop, produce and provide prototype IEC materials for CHD, LGUs, retained hospitals and other partners;

Establish networks with LGUs and partner agencies; and Establish monitoring and evaluation system to ensure evidence-based health

promotion efforts.


Policies

Media Management

All media activities by the CHD should pass through the Health Promotion Unit for proper coordination and implementation;

Media activities include: press briefing, press conference, radio/TV interviews, press release, ad placements in print and broadcast media, regular radio programs;

Interviews for radio and TV are generally granted on Mondays to ensure availability of resource persons;

Granting of interviews to TV/radio and print agencies shall follow these procedures to facilitate smooth completion of interviews:

Guard issues “ Visitor‟s Pass” to media person; Media person presents “ Visitor‟s Pass” to PACU officer on duty; PACU officer gives direction to media person to go to HPU; HPU receives media person and determines purpose of visit

specifically topic/issues to be discussed; HPU determines availability of spokesperson or point person for

the particular topic/health issue requested. The usual spokespersons are the Regional Director and Assistant Regional Director especially during outbreaks, disasters and other emergency or sensitive issues. In the absence of the RD and ARD, the Program Manager are designated resource persons for topics outside of those previously mentioned;

If no resource person is available on the day requested, HPU arranges for another schedule should the media person agrees. Media person returns on the new schedule following the above- steps stated.

HPU coordinates with resource person; HPU directs media person to available resource person for the

actual interview; HPU logs activity/interview completed (date, time and duration,

topic, name of resource person, name of interviewer, media establishment, radio program where aired);

Should the request be made through phone for phone interviews, the unit or person receiving the call other than HPU refers the media person to HPU for facilitation.

Should the person concerned be the one to receive the call, he or she may decide to grant the interview. However, HPU must be informed of said interview upon completion.


IEC Materials

Guard issues “ Visitor‟s Pass” to client; Client presents “ Visitor‟s Pass” to PACU officer on duty; PACU officer directs client to HPU; HPU receives client and determines purpose of visit specifically the type

of IEC materials requested; HPU determines availability of IEC materials. Usually only one copy of

the material is provided. Client reproduces, if necessary; and HPU logs IEC materials granted (date, name of client and address,

contact number, type and quantity of material requested, purpose). HEALTH REGULATION DIVISION

1. Enforces policies, rules and standards relative to health facilities and services,

food, drugs and cosmetics, relation, health, medical and health related devices

and technologies and household hazardous substances;

2. Ensures compliance by health facilities and by health providers, manufacturers,

distributors, advertisers, and retailers of health products, devices and

technologies and radiation facilities with health rules and regulations and

standards of quality; and

3. Manages and oversees the operations of satellite laboratories for food, drugs,

cosmetics and household hazardous substances regulations.

Health Facilities Section

1. Regulates hospitals, clinics, laboratories, blood banks and health related

establishments and services;

2. Evaluate and act on application for Licenses of initial categories of hospitals and

renewal of Level 1, 2, 3, and 4 hospitals;

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

4. Inspect levels 1, 2, 3 and 4 hospitals;

5. Issue License to Operate;

6. Monitor hospitals and other health facilities with deficiencies; and


7. Analyze statistical report of hospitals and other health facilities for the use of

internal and external stakeholders.

Radiation Health, Devices and Technologies Section

1. Regulates radiation facilities and devices;

2. Regulates medical devices and other health-related device and technologies; and

3. Regulates devices and technology establishment.

Food and Drugs Services Section (FDS)

Functions

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

establishments;

Monitoring of advertisements and supervision of product promotions;

Formulation of regional policies, guidelines, advisories based on existing laws,

rules and regulations;

Technical assistance to clients, partners in health and other stakeholders on

issues relating to drugs, processed foods, cosmetics, and other products

regulated by BFAD;

Information dissemination on BFAD implemented laws, rules and regulations;

Evaluates application and issues promo permits;

Issuance of DDB prescription booklets;

Inspection of salt transshipment;

Monitor prices of essential drugs;

Monitor compliance on Milk Code;

Coordinate with government agencies, Ngo, and other stakeholders for the

implementation of rules and regulations of mutual concerns; and

Perform other functions assigned by the RD/PHTL.

Products regulated by BFAD

Drugs (prescription/ethical & Over the Counter, Vaccines and biologicals,

Herbal Medicines, Veterinary)

In Vitro Diagnostic Reagents

Medical Devices

Household Hazardous Substances

Cosmetics

Processed Foods


Bottled Water

Food Supplements

Establishments regulated by BFAD

Drug Retail Outlet: drugstore/pharmacy/botica, hospital pharmacy, retail

outlet for non-prescription drugs,

Distributor/Wholesaler, Importer, Exporter, Trader & Manufacturer of drug,

medical device, food, cosmetic, household hazardous substance

Botika ng Barangay

LOCAL HEALTH TECHNICAL ASSISTANCE DIVISION

1. Provides advisory and consultancy services on local health systems dealing with

quality health care and health care financing;

2. Provides logistical assistance to LGUs, Pos and NGOs to sustain local health

systems development;

3. Establishes and fosters continuous coordination, linkages and alliances with LGUs,

POs, private organizations and NGOs;

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

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

6. Monitors and evaluates health programs/ projects in coordination with the Health

Program and Facility Development Division.

Unified Project Development and Management Unit

Provide assistance to LGUs on project development and management to sustain local health initiatives

Manages administration of on-going projects

Monitors and evaluates projects

Packages new projects that will strengthen/ sustain local health initiatives

Local Health Development Management Officers

Provides advisory and consultancy services to LGUs on health matters including logistics support

Acts as liaison between DOH, LGU and other stakeholders


Provide technical assistance in the development and management of local health systems

Promotes the development and implementation of legislation and health initiatives consistent with national health policies.

Intersectoral Coordination & Quality Improvement Section

Develops/strengthen tools and mechanisms for public-private collaboration

Enhances capability of LGUs in the managing and sustaining local health networks

Provides technical assistance in supporting social health insurance and quality improvement projects

HEALTH OPERATION SECTION

1. Develops health plans, programs/ projects for both public health and hospitals in

consonance with national policies, goals and objectives;

2. Monitors and evaluates implementation of health programs/ projects by the LGUs

and other partners in coordination with LHAD;

3. Provides advisory and consultancy services, and technical assistance to

implementing units and partners on health programs/ projects;

4. Designs advocacy and other health promotions and education activities

5. Conducts researches relative to health service delivery, regulations and financing

at local levels; and

6. Provides direct service on priority diseases and other major public health

concerns.

Disease Control

1. Plan, implement, monitor and evaluates regional plans and programs on disease

control and advocacy;

2. Advocates the adoption of national programs, policies, guidelines and standards at

the local level;

3. Provides technical assistance to LGUs and other partners; and

4. Enhances capability of LGUs and other partners in disease control and health

promotion activities


Health Facility Enhancement Unit

1. Develops regional plans on hospital and other health facility development;

2. Provides technical assistance in the implementation of policies and standards on

health facility development;

3. Establishes regional networking

4. Monitors operations of hospital and other health facility;

5. Plans and coordinates with HRDU for the capacity building of LGU hospital

personnel; and

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

facilities.

Provincial Health Team Office Composition Team Leader: Provincial DOH Representatives

Members : All DOH Representatives to the Local Health Board (LHB) Members of the Vertical Health Programs

Functions Team Leader

Supervises the activities of the DOH Representatives to the LHBs and personnel handling vertical programs;

Ensures that DOH Representative in the province functions according to DOH AO No. 135 s. 2004, dated Feb. 2, 2004

Ensures that the regular monitoring functions of PHT members – DOH Reps and vertical health program members are being conducted;

Facilitates the orientation and/or updating of the PHT members on health information, plans programs, policies and standards of the DOH and other concerned NGAs, NGOs/Pos;

Initiates plans, programs (e.g. on competency enhancement) policy guidelines to support LGU efforts on local health management;

Facilitates the conduct of regular annual Provincial LHB Program Review with the DILG provincial counterpart;


Ensures that DOH monitoring mechanisms such as Health Information System (modified FHSIS) and Local Health Board Assessment and LGU Score Card are functioning from the municipal level up and assists PHO in the preparation of quarterly and annual reports;

Facilitates the implementation of advocacy plans/measures with other PHT members for the legislation and implementation of appropriate health programs and projects in the province;

Maintains the coordinative and facilitative role of DOH – Quick Response System (QRS) and Provincial Transition at the provincial level;

Assists the Regional Program Coordinators in the conduct of monitoring and evaluation of program implementation in the province.

DOH Representatives Perform tasks of DOH Representatives according to DOH Administrative

Order No. 135 s. of 2004; Facilitate by coordinating appropriate action in times of epidemic and

natural disasters; Assist the Local Health Office concerned in the collection of data for

the Health Information System (modified FSHIS) and collects the quarterly and annual reports for DOH and PHO;

Update other PHT members on health information, locally initiated plans and programs and ordinances/ policies;

Initiate plans, projects and/ or policy guidelines which may help support LGU efforts on local health management;

Participate in the regular conduct of program reviews with other PHT members;

Perform coordinative tasks relative to local health concerns with other organizations in the LGU;

Participate in advocacy plans/ measures with other PHT members for the legislation and implementation of appropriate DOH programs in the LGUs;

Assist all concerned in the implementation of all DOH programs and negotiation with the LCEs in the LGU.

Members of the Vertical Health Programs (VHPs)

Participate in he implementation of PHT operational plans and programs;

Initiate the formulation of policies, guidelines and ordinances for the accomplishment of targets of vertical health programs (VHPs);

Plan and initiate plans and programs on VHPs in coordination with the Provincial Health Office (PHO).


MANAGEMENT SUPPORT DIVISION

1. Provides the CHD with efficient and effective services related to personnel, legal

records/ communication and information management system, procurement and

logistics, transport and general services including housekeeping, securities

facilities, equipment and ground maintenance ad other related services;

2. Coordinates budget preparation activities, financial planning including program

budgeting and review based on the national policies, plans and objectives for

health;

3. Serves as fiscal comptroller of the CHD, and provides services related to

budgeting, accounting performance and cash management;

4. Formulates plans, policies, standards and guidelines related to procurement and

logistic management of the CHD;

5. Procures, maintains and manages supplies, materials and services to support the

logistical requirement of the CHD; and

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

service.

Finance Service

1. Provides services related to accounting, budgeting and cashiering; and

2. Ensures compliance with COA, DBM, other government entities and the Office

pertaining to financial transactions.

Personnel Service

1. Manages personnel actions;

2. Handles personnel benefits and welfare; and

3. Ensures implementation and compliance with CSC and other government rules and

regulations on personnel matters or transactions.


Records Section

1. Manages communications and records system;

2. Handles messages

Transport and General Services Service

1. Provides transport, security and janitorial or housekeeping services;

2. Maintains the proper condition of office facility and equipment; and

3. Maintains the proper condition of Motor Vehicles.

Supply Service

1. Manages procurement and logistics services;

2. Provides warehousing and distribution services; and

3. Provides property and disposal management.

BAC Support Unit

1. Provide administrative support to the Bids and Award Committee;

2. Manages procurement documents and monitor procurement activities;

3. Consolidates Annual Procurement Plan; and

4. Serves as the central channel of communications for the BAC.


Chapter II

FACILITIES and EQUIPMENT

The Gate

To instill adherence in the observance of mandated office hours and cognizant of the

need to prevent unnecessary wastage of government resources to avoid out-of-time departure

by personnel and to secure DOH-CHD Caraga facilities and equipment, the opening and

closure of the side gate shall be made only if there are big items to be delivered inside this

office and in times of disaster and calamities where there is a need to open the side gate.

The main gate shall be open from 6:00 o‟clock in the morning to 6:00 o‟clock in the

afternoon except during Saturdays, Sundays and Holidays or whenever necessary for the

interest of public health services.

Use of Visitor’s Pass

The guard on duty at the main gate shall require all visitors who wish to enter the

compound to register at the logbook before the visitor shall be allowed to transact business

within the office premises.

No vendors shall be allowed inside the compound.

The Employee’s Gate Pass

Personnel who wish to leave the Office or CHD Compound whether on official business

or personal in nature shall secure a “gate pass” approved by their respective Division Head.

The approved “gate pass” shall be given to the guard on duty who will fill-in the time-out

and time of returned to office by the concerned employee who went out. The Personnel

Officer shall collect the gate pass from the guard every 5:00 clock in the afternoon for file

and reference.


Garage and the Motor Pool

Only government vehicles owned by the DOH shall be parked within the CHD garage

and motor pool.

Use of Motor Vehicle

Accountability for the vehicles in the Transport and General Services Section shall be

assigned to the Transport Officer of this Office. These vehicles shall have a pool of drivers

and are available for the official use only of the CHD-Caraga Personnel.

Motor Vehicles shall be parked within the designated parking area after completion of

the travel.

The Transport Office shall exercise control over these vehicles and undertake the

following duties and responsibilities:

1. Prepare and approve all the Trip Tickets and approve withdrawals of gasoline,

diesel, oil and other lubricants;

2. Assign the official driver and monitor monthly travel report of motor vehicles

3. Maintain the proper condition of the vehicles and functionality of motor-pool

equipment;

4. Keep all official keys and duplicate keys that are under his supervision;

5. Maintain individual logbook to record the maintenance of vehicles;

6. Undertake necessary actions for the insurance claims as the need arises;

7. Ensures that registration and insurance of these vehicles are updated and paid;

8. Promote safety practices and cleanliness at the Motor-pool; and

9. Prepares budgetary plans for the Repair and Maintenance of MVs including those

assigned at the PHT Offices.

All motor vehicles shall be used for official travels only. Except for personnel with

different point of destination, the Transport Office is likewise encouraged to espouse

transportation of passengers on a multiple basis to conserve time and resources.


The DOH-CHD Caraga Compound

Smoking is strictly prohibited inside the DOH-CHD Caraga Compound. Pursuant to the

DOH thrust the use of cigarettes and other tobacco products, which have been confirmed as a

health hazard to smokers and non-smokers alike, smoking shall not be permitted anywhere

within the CHD Caraga compound. CHD Employees are encouraged to advocate this policy to

all the visitors entering the premises.

Use of Fax Machines

Only messages bearing approval of the Director IV or the OIC shall be transmitted. The

personnel in-charge of the telefax machine operator shall see to it that all messages for

transmission bears the approval of the Director IV or the OIC and must be recorded in their

official log book.

Use of telephone for long-distance calls

Only business and official calls are allowed. Except for direct lines, request for

domestic long distance call must be relayed to the telephone operator informing him / her of

the receiving party, telephone number and the purpose of the call. This is to effectively

control long distance calls.

In case personal long distance call are urgent and cannot be avoided, the MSD chief or

his authorized representative can approve/sign on the record book maintained by the Tel.

Operator before the call can be made. Personal long distance calls for outside the Philippine

jurisdiction are strictly prohibited.

Use of Internet / LAN

All personnel are encouraged to exercise prudence in operating the internet. Use of

this technology for personal gain is strictly prohibited.

The System‟s Administrator shall from time-to-time evaluate the operation of this

system and regularly submit their report to the MSD Chief for information of the Management.


Use of Biometrics System

To ensure the systematic and accurate recording of attendance, the CHD-Caraga shall

adopt the Biometrics System. Personnel are required to enroll thru the system‟s

administrator for encoding of data in the said machine. It is likewise the responsibility of all

the personnel under this Office to observe proper care in handling the Biometrics Machine.

CHD Personnel are expected to log-in and log-out using the Biometric Machine

stationed at the Public Assistance Desk Unit of this Office. Record their official time of

logging-in or out from the System with the logbook provided thereat, for reference purposes.

On the 1st working day of the month, the designated system administrator shall print

the Daily Time Record (DTR) of the preceding month and submit the same to the Personnel

Section. It shall be the responsibility of the Personnel Section‟s staff to distribute these DTRs

to the respective Division or Section for signature and approval of the individual personnel

and Division Chief, respectively.

Only the designated system‟s administrator is authorized to update, encode or print

the data installed in the machine. Thus, any technical problem encountered shall

immediately be reported to the administrator.

In case the Machine becomes unstable and in the state of hang, all personnel are

advise to use the logbook.


Chapter III

ADMINISTRATIVE PROCEDURES

Communications

Incoming Communications

All incoming communications including bills for light and water, telephone,

freight and handling fees, statement of accounts from outside suppliers/ creditors,

reports from other government agencies or operating units and other similar

communications addressed to this Office shall be forwarded to the Record Section to

officially register the receipt thereof. The staff of the Record Section shall record the

document in its official log book and stamped the face of the mailing envelope and/

or the letter as “RECEIVED”.

If the letter is intended to personnel using this Office‟s official address, same

process shall be released to the latter‟s respective division receiving clerk. Should it

require the Office‟s appropriate action the personnel concerned is enjoined to return

back the said letter to the Record Section for record and control purposes.

The Record Section, upon receipt of a communication shall stamp and indicate

the time and date of receipt of all official communications.

The letter shall be submitted to the Directors IV of the Office for immediate

action or endorsement to the appropriate Division Chief for immediate/ proper

dispatch.


Outgoing Communications

All letters and other forms of communication prepared by each of this Office‟s

respective division shall be recorded in their official log book. The Chief of Division concerned

shall affix his/ her signature or initial below the name of the Director IV or the OIC as a

recommendation for the approval thereof. It should be coursed through all the Division

Chiefs, including the Director III for information, suggestions or recommendation and initial as

the case may be before the same can be forwarded to the Director IV for approval.

Afterwards the document shall be entrusted to the Record Section and officially stamp the

document as “RELEASED.”

In the absence of the Director IV, approval of ordinary communications e.g. invitation

letter, endorsement of budget request to concerned agencies, submission of reports, etc. is

hereby delegated to the Officer-In-Charge indicating his/her name below the name of the

Director IV as enumerated below.

“xxx . . . . . . . . . . xxx”

Very truly yours,

ARIEL I. VALENCIA, MD, MPH, CESO III

Director IV

By:

CESAR C. CASSION, MD, MPH

OIC - Director III


Collection of Income

All income accruing this Office for services rendered by the Bureau of Food and

Drugs, and Other Forms of Collections, shall be paid directly to the Cashiering Office.

All payment of any nature received by the Cashier‟s Office shall immediately be issued

an Official Receipt (OR) acknowledging the receipt thereof. All money collected shall be

deposited intact to this Office‟s government servicing banks not later than the following

banking day.

Report of collections and deposits must be submitted to the Accounting Section on a

daily basis for immediate and proper recording of transaction.

Procedures in the collection of income:

1. Personnel in-charge at the service sections/units mentioned above shall

accomplish the Order of Payment or OP Form indicating the amount and the nature

of payment or the services rendered;

2. Personnel who prepared the Order of Payment shall initial below the name of the

authorized signatory; and

3. Accomplished and signed Order of Payment Form shall be presented to the

Cashier‟s Office for payment and issuance of Official Receipt (OR).


Chapter IV

PREPARATION OF DISBURSEMENT VOUCHER

As a general policy, Disbursement Voucher and Obligation Request shall be prepared

where said expenses are incurred or by the claimant himself. It shall be prepared in triplicate

(3) and duplicate (2) copies, respectively. However, for mandatory and other recurring

expenses e.g. salaries, wages and other personnel benefits, bills for light and water,

communications, freight services, catering and others, including payment for the purchase of

goods and other supplies, Disbursement Vouchers shall be prepared through the following:

Nature of Expense Section/ Unit/ Person Responsible

Salary Payroll; First Salary; RATA; and Personnel Section/ PHT Office (for

Other Personnel Benefits their respective field personnel)

Payroll Register, Terminal Leave and Other Budget Section

Retirement Benefits -do-

Traveling Expenses Claimant

Catering for Training and Seminar Assigned Secretariat to the Activity

Procurement of Office Supplies, Janitorial, Supply Section

Construction and Other Supplies including -do-

Drugs and Medical Supplies -do-

Telephone Bills; Internet Services (except Transport and General Services

for direct lines and cables, which shall be

prepared by the end-user or where said line

are connected)

Light and Water Transport and General Services

Section/ PHT Liaison Officer (for

their respective electric bills)

Advertising: Printing and Binding Requesting Division or End-

User

Subscription of Newspapers Personnel Section

Subscription of Reading Materials for Librarian

Library


Auditing Services COA Office

General Services Expense and other Transport and General Services

Janitorial requirements; including Security Section

Services

Gasoline, Oils and Lubricants Transport and General Services

Repair and Maintenance Expenses Transport and General Services

Fidelity Bond Cashier Section

Insurance Premiums Transport and General Services


Chapter V

CHECKLIST OF SUPPORTING DOCUMENTS

First Salary

1. Copy of Appointment

2. Oath of Office

3. Statement of Assets and Liabilities

4. Daily Time Record

5. Certificate of Assumption or Entrance to Duty

6. Duly Accomplished BIR Form No. 2305 (Certificate of Update of Exemption

and Employer‟s Employee‟s Information)

Additional Requirement in case claimant is transferee from other agency:

7. Clearance from previous Office

8. Certificate of Last Salary Received

9. Certificate of Leave Credits

Promotions and Salary Differentials

1. Approved Appointment

2. Daily Time Record or Certificate of Service

3. Certificate of Assumption or Entrance to Duty

4. Oath of Office

Commutation of Leave Credits

1. Approved Application for Leave

2. DOH-CHD Caraga Clearance

3. Medical Certificate

4. Marriage Contract (for 1st Maternity Leave)

Payment of Terminal Leave

1. Approved Application for Leave

2. Complete Service Records

3. DOH-CHD Caraga Clearance

4. Ombudsman Clearance

5. GSIS Clearance


6. Statement of Assets and Liabilities

7. Copy of Last Appointment

8. Notice of Salary Adjustment

9. Certificate of Leave Credits

Payment of Retirement Gratuity

1. All the requirements enumerated and supported to claim for Terminal

Leave Benefits plus the GSIS Retirement Gratuity Adjunction.

Traveling Expenses

Cash Advance

1. Approved Regional Travel Order or Special Order

2. Approved Appendix “A”

The itinerary of travel reflecting the transportation

and travel expenses to be incurred signed by the

claimants, his/ her immediate supervisor or the Chief

of Division and approved by the Director IV or his

authorized representative as basis for determining

the amount of cash advance.

Reimbursement or Liquidation of Cash Advance


2. Approved Appendix “A” and “B”

The itinerary of travel reflecting the actual

transportation and travel expenses incurred signed by

the claimant, his/ her immediate supervisor and

approved by the Director IV or his authorized

representative.

3. Used Ticket

Plane, boat or bus tickets covering the actual

transportation expense from the official station or

residence to the place of destination and back

4. Official Receipts

OR for gasoline, tool fees paid during the travel.

5. Approved Purchase Request

W/out MV

/

/

/


Purchase Request indicating fuel consumption to

support claims for gasoline incurred during the travel.

6. RER with Approved PR

For freight/ baggage incurred in transporting supplies

7. Certificate of Appearance

8. Narrative Report

A written report on the result of the travel with his/

her recommendations signed and approved by their

respective Chief or Immediate Supervisor per Sec. 16 of

EO 298. (Except Drivers)

9. Justification

A written justification duly approved by the Director IV

or III when travel exceeds the approved travel order to

support claims for additional itinerary as indicated in

item No. 2 (Appendix “A” and “B”) above.

For Drivers


2. Approved Appendix “A” and “B”

The itinerary of travel reflecting the actual

transportation used and travel expenses incurred signed

by the claimant, his/ her immediate supervisor and

approved by the Director IV or his authorized

representative.

3. Trip Tickets

Trip tickets reflecting the actual gas and other

lubricants consumption during the travel approved by

the Transport Officer.

/

/

/

Payment of Catering Services (conducted by the Office)

Required Documents

With

Accom

Without

Accom

1. Approved Purchase Request (PR)

/

/


2. Approved Regional Order for Pax

3. Canvass Papers (for at least 3 Caterers)

4. Abstract of Canvass

5. Approved Purchase Order

6. Notice of Award

7. Statement of Account (from the Caterers)

8. Attendance Sheet

9. Report of Inspection

10. Photocopy of the Guest Book (concurred by the

Facilitator

11. Justification in case of additional pax approved by the

RD

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

X

/

Light and Water

1. Statement of Account from:

ANECO for electric consumption; and

Butuan City Water District for water

Communication Expenses

Landline

Official Receipt

Statement of Account

Mobile

Used Cell Card

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

Purchased of Cell Cards in conduct of emergency

response and other health related activities as approved

by the Management

Approved Special Order

Approved PR

Purchase Order

Canvass or Request for Quotation from at least 3

Reimbursement

/

X

Payment

X

/

/


Suppliers

Abstract of Canvass

Notice of Award

OR or Sales Invoice

Inspection and Acceptance Report

Deliveries

Statement of Account (concurred by the Records

Officer)

Official Receipt

Stamps

Approved PR

Aproved PO

Statement showing by denomination the beginning

balance, issuances, and the remaining balance on

the date of the last purchase prepared by the

Records Officer.

Inspection and Acceptance Report

/

/

/

/

/

/

/

Subscription

Internet and Cable

Official Receipt

Statement of Account or Bill

Newspapers

Statement of Account duly concurred by the Receiving Officer

Sales Invoice

Official Receipt or OR

Advertising Expenses

Required Documents

TV

Radio

Print

1. Approved PR

2. Statement of Account

/

/

/

/

/

/


3. Purchase Order or Contract

4. Request for Quotations


6. Notice of Award

7. Copy of the Newspapers or Clippings

8. Certificate of Performance duly

concurred by the Program Coordinator

/

/

/

/

X

/

/

/

/

/

X

/

/

X

X

/

/

x

Printing and Binding

1. Approved PR



4. Notice of Award

5. Inspection and Acceptance Report

6. Delivery Receipt or Charge Invoice

7. Copy of the Design (if applicable)

Rent Expenses

Office Space

Approved or Notarized Contract of Agreement

Facilities/ Equipment

Approved PR

Request for Quotation

Abstract of Canvass

Notice of Award

Approved Contract or PO

Official Receipt

Transportation and Delivery Expenses

1. Approved PR

2. RER or Official Receipt

3. Bills of Lading

4. Charge Invoice


Security Services

1. Approved or Notarized Contract (for 1st claim)

2. Statement of Account

3. Payroll of Guards for the period

4. Daily Time Record of the Guards duly concurred by the Transport and

General Services Section Chief

Repair of Facilities/ Equipment and Motor Vehicles

1. Approved PR

2. Pre-Repair Inspection Report

3. Certificate from the Property Custodian that the damage was due to wear

and tear

4. Request for Quotation from at least 3 Suppliers


6. Notice of Award

7. Approved Purchase Order/ Notarized Contract

8. Performance Bond

9. Accomplishment Report

10. Waste Material Report

11. License to Operate

12. Certificate of Accreditation issued by the DTI

13. Post Repair Inspection and Acceptance Report

14. Certificate from the Property Custodian that the property belongs to this Office

15. Sales Invoice or Official Receipt

16. Certificate of Warranty

Procurement of Office Supplies/ Janitorial/ Electrical/ MV Spare Parts and Other

Maintenance Supplies

Required Documents

DBM

PS

Exclusive

Distributor

Other

Supplier

1. Approved Purchase Request

/

/

/


2. Agency Procurement Request

3. Purchase Order

4. Price List

5. Certificate of Exclusive Distributorship

6. Certificate from the End-User that no

substitutes of the products

7. Request for Quotation


9. Notice of Award

10. Charge Invoice and/ or Sales Invoice


12. Sample Collection Receipt (for

product subject to test)

/

X

X

X

X

X

X

X

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

X

X

X

/

/

/

/

/

/

Procurement of Office/ IT/ Laboratory and Medical Equipment/ Furniture and Fixtures and

Other Capital Assets

Required Documents

Shopping

Bidding

1. Approved PR

2. Abstract of Bids



5. Notice of Award

6. Charge Invoice and/ or Sales Invoice

7. Warranty Certificate


9. Acknowledgement Receipt of Equipment (ARE)

10. Brochures and/ or copy of the Design

/

X

/

/

/

/

/

/

/

/

/

/

X

X

/

/

/

/

/

/

Purchase of Drugs/ Medical and Laboratory Supplies

Required Documents

Shop

Bidding

Direct

Contract


1. Approved PR

2. Price List

3. Request for Quotation


5. Abstract of Bids

6. Notice of Award

7. Approved PO

8. Certificate of Exclusive Distributorship

9. Certificate from the End-User that no

substitute of the product

10. Charge or Sales Invoice


12. Stock Position Sheet

13. License to Operate (LTO)

14. Sample Collection Receipt (for product

subject to test)

/

/

/

/

X

/

X

X

/

/

/

/

/

X

X

X

/

/

/

X

X

/

/

/

/

/

/

/

X

X

X

/

/

/

/

/

/

/

/

/

Payment of Retention

1. Certified true copy of Paid Vouchers

2. Report of Analysis from the BFAD and other authorized agency for articles subject to

test e.g.:

BFAD – for Drugs and other registrable products

PIPAC – Fire Extinguishers

3. Certified True Copy of the PO

4. Sample Collection Receipt

Payment of Warranty

1. Certified True Copy of the DV

2. Certified True Copy of the PO

3. Certification from the End-Users, that the supplies/ equipment are free from

patent and latent defects and all conditions imposed under the contract have been

fully met.


Infrastructures

Final Payment

Required Documents

Bidding

Negotiated

1. Copy of Advertisement (Clippings)

2. Abstract of Bids

3. Bidders Bond

4. Performance Bond

5. Notice of Award

6. Notice of Commence Work

7. Notarized Contract

8. Program of Work

9. Detailed Cost Estimates

10. Accomplishment Report

11. Inspection or Progress Report

12. Pictures

13. Plans and Specifications

14. Certificate of Acceptance

15. Statement of Account or Billing of Contractor

16. Contractor‟s Accreditation from the PCAB


18. Certificate of Failure of Bidding

19. Authority to Enter into a Negotiated Contract

20. Contractor Affidavit re: payment to Laborers and

Materialism

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

X

X

/

/

x

x

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

/

Request of Mobilization

1. Copy of Advertisement (Clippings)

2. Abstract of Bids

3. Bidders Bond


4. Performance Bond

5. Notice of Award

6. Notice of Commence Work

7. Notarized Contract

8. Program of Work

9. Detailed Cost Estimates

10. Contractor‟s Accreditation from the PCAB


12. Certificate of Failure of Bidding

13. Authority to Enter into a Negotiated Contract

Change Order/ Price Escalation

1. Approved Change or Extra Work Order and/ or Price Escalation

2. Billing of the Contractor

3. Agency Estimates

4. Inspection Report


Chapter VI

INTERNAL CONTROL PROCEDURES for PAYMENT OF CLAIMS

A. Preparation of Disbursement Vouchers (DV) and Obligation Slip (OS)

Respective Division – Two (2) Hours)

Disbursement Voucher (DV) shall be prepared by the concerned personnel in triplicate

copies and the necessary Supporting Documents (SD) in accordance with Chapter IV and V

hereof. The claim shall be submitted to the Division‟s Receiving/ Releasing Clerk (Div RC)

to check whether the SD is complete based on the “checklist” provided in Chapter V. If

the SD is complete, the Div RC shall prepare the Obligation Request (OR) or Fund

Utilization Request (FUR) in duplicate copies and record the claim in their Log Book (LB).

Then, submit to their respective Division Head (DH) for initial to the Director IV in the box

“A” of the OS.

The DH shall determine whether the claim or charges to appropriation / allotment or

trust fund under his direct supervision, is necessary and lawful. Initial the box “A” of the

OS, then return it to their Div RC for submission to the MSD RC. If the claim is not

necessary and lawful, the same shall be returned to the Div RC for release back to the

claimant.

B. Processing and Payment of Claims

The MSD Receiving Clerk – Thirty (30) Minutes

The MSD RC shall check whether the SD attached to the DV and the OS with the

“checklist” if complete, receive the claim, record it in their LB. Submit the claim to the

Accounting Staff for further processing.

The MSD RC shall not receive the claim if SD therewith is not complete.

The Accounting Section – Four (4) Hours

The Accounting Staff shall process the claim. Determine validity / completeness of the

SD submitted and examine the accuracy of the amount in accordance with the existing

government accounting and auditing rules and regulations. If the claim is justified, the

staff shall then prepare the Journal and Issue Voucher (JEV), record it in the NCA Book

and Index of Creditor.


The Head of the Accounting Section shall review the course of action done by her

staff, then sign box “A” of the DV as a certification that the SD is complete and proper,

and the cash is available, assign DV Number and fill-up box “D” thereof, then submit it to

Budget Staff.

If SD is not complete, the claim shall be returned to the MSD RC for release back to

the Div RC.

The Budget Section – Two (2) Hours

The Budget Staff shall review whether the claim is in accordance with the approved

WFP of the respective Division and determine availability of fund. Adjust OS whenever

necessary to tally with the amount of the DV signed and passed thru the Head of the

Accounting Section. Record the obligation in the Registries of Allotment and Obligation

(RAO).

The Head of the Budget Section shall sign the box “B” of the OS as a certification that

the appropriation / allotment or the fund is available and obligated for the purpose

indicated in the claim, assign OS Number and the Responsibility Center Title and Code,

fill-up the boxes requiring the OS Number and the Responsibility Center of the DV. Then,

submit the claim to the MSD Chief for further review and recommendation.

If the claim is not in accordance with the WFP and no fund is available, the same

should be returned to the MSD RC for release back to the Div RC.

The MSD Chief – One (1) Hour

The MSD Chief shall re-examine the processing made by the Accounting and Budget

Section. Ascertain whether the claim adheres to the existing office and government

policies; responsive to the exigencies of the public health service; does not exceed to

what is usual and proper; does not exceed to the bound of propriety.

Then, affix her initial below the name of the Approving Officer as a recommendation

for the approval of claim and return it to the MSD RC for release to the ICU. If the claim

does not conforms with the existing office policies, government accounting and auditing

rules and regulations, the same shall be returned to MSD RC for release back to the Div

RC.

The MSD RC shall retain original copy of the OS and duplicate copy of the DV and SD

for file at the Budget Section then, release the original copy of the DV jointly with the RS

and the complete set of SD to the ICU for further review.


The Internal Control Unity – One (1) Hour

The ICU shall review the claim and determine further whether the claim is proper and

justified. Check accuracy of the amount, stamped the face of the DV with “Reviewed in

the Amount of Pxxx and Recommended for Payment” and sign. Submit the claim to the

Director III or the Undersigned for approval.

If the claim is not justified, it shall be returned to the MSD RC and/or the Div RC for

release back to the claimant. (Noted deficiency maybe coordinated for rectification

directly to the person responsible thereon).

The ARD/ RD – Two (2) Hours

All the Disbursement Voucher shall bear the approval of the Director IV and/ or the

Director III.

Approval of mandatory claims e.g. Personal Services item, telephone, light and water,

registration of MV, Security Services and TEV is delegated to the Officer-In-Charge of the

Office whenever both the Director III and the Undersigned is not available.

Approved DV shall be forwarded to the Cashier‟s Office for issuance of check and

preparation of ACIC.

The Cashier Section Three (3) Hours

The Cashier Staff shall record the claim and strictly observe that no check shall be

issued unless the Disbursement Vouchers or Payroll is approved.

Issue Check and prepare the Advice of Checks Issued and Cancelled (ACIC) and/ or the

Advice to Debit Account (ADA) and sign. Submit the check and the ACIC/ ADA to the ARD/

RD and/ or the MSD Chief, whoever is available for countersigning and approval of the

ACIC (subject to the limitation provided under the DOH Adm. Order No. 2006-0034 or the

Delegation of Authority dated October 10, 2006.

The Cashier Staff shall submit the approved ACIC to the AGSB and immediately release

the Check in accordance with DBM Circular Letter No. 91-3 dated March 14, 1991, to the

Client. Retain the original copies of the DV/ SD together with the Report of Check Issued

and the RS for submission to the Accounting Section and the Internal Control Unit

respectively, on the last working day of the week.

To ensure prompt release of Check and/ or payment to Clients, the Chief of the

Cashier Section shall notify the claimant using any of the following means of

communication whichever is deemed appropriate:

1. Fax Machine (thru the PHT Offices – for internal and external creditors outside this

Office but within the Caraga Region); or


2. Formal notice or official letter (for external creditors); and/ or

3. Telephone (and/ or the PABx thru the Division‟s RC for internal creditors).

Strict observance as to the number of working hours therein indicated to take actions,

recommendation and approval within their respective Divisions, Sections and/ or Units, is

enjoined. Furthermore, designated Budget Officers of each Division are also encouraged

to reconcile their record of charges to allotment with the Budget Section at the end of the

month.

Republic of the Philippines

Department of Health CENTER FOR HEALTH DEVELOPMENT – Caraga

Butuan City

ROUTING SLIP __________________________ NO. ______________________

ORIGIN: ( ) MSD ( ) STO ( ) HRD ( ) LHS ( ) PHT ____________

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

( ) PO (SPECIFY): ______________ ( ) CONTRACT (SPECIFY): _______________ ( ) OTHERS (SPECIFY): _________________

PR / PO / CONTRACTS DV / PAYROL / OTHERS

RECEIVED RELEASED RECEIVED RELEASED DATE TIME DATE TIME DATE TIME DATE TIME REMARKS / SIGNATURE Requisitioning Div. RC _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Division Head/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ HRDU (Training/WS) _______ ______ ______ _______ _______ _______ _______ _______ ______________________ MSD Receiving Clerk _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Budget Officer III/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ MSD Chief/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ ARD/ RD _______ ______ ______ _______ _______ _______ _______ _______ ______________________ BAC Secretary _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Canvass Committee _______ ______ ______ _______ _______ _______ _______ _______ ______________________ BAC Chair/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Supply Officer III/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Requisitioning Div. RC _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Division Head/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ MSD Receiving Clerk _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Budget Officer III/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Accountant III/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Chief, MSD/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ MAA II/ Rep _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Asst. Reg. Dir./ OIC _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Regional Dir./ OIC _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Records Section _______ ______ ______ _______ _______ _______ _______ _______ ______________________ Cashier _______ ______ ______ _______ _______ _______ _______ _______ ______________________


Chapter VII

PROCUREMENT SYSTEM

Requisition of Supplies

No supplies shall be issued unless the Requisition and Issue Slip (RIS) is approved.

Available stocks at the warehouse shall be requested using the prescribed RIS Form to be prepared in duplicate copies, while those that are not available shall be requested using the Purchase Request Form or PR.

In accomplishing this Form, the Requisitioning Officer shall see to it that the items are marked with complete specifications, the desired menu or venue for trainings or seminars, the estimated unit and total cost and appropriately indicate the purpose for which requested items or activities will be used. The Head of the Division shall likewise look at the items and determine the necessity of the request.

Specification of goods and other related services, consulting services and civil works should also pass the technical evaluation as maybe required by the following:

Computer Unit For computers and other related information technology equipment and

peripherals, softwares, local and wide area networks, information technology solutions, communications, internet and other related technical assistance.

Transport and General Services

Office equipment, housekeeping and securities, repair and maintenance of

office equipment and facilities (minor repair as maybe determined by the Infra Unit), including supplies and parts such as batteries and tires for maintenance of the proper condition of Motor Vehicles.

Infrastructure Unit

Major repair and maintenance of facilities (e.g. fire alarm system including

the fire extinguishers, electrical system and lightings, etc.) construction and plumbing works or supplies, structural works and airconditioning as a check against the master plan of the DOH-CHD Caraga.


Health Promotion Unit Printing services, media advertisements and other related media services

requiring technical assistance. Therapeutic Committee and RESU Drugs and medicines. Regional Laboratory and RESU Medical laboratory supplies and other reagents. Health Human Resource Development Unit Request for venues such as hall, rooms in hotels or restaurants for

meetings/trainings or seminars to be conducted by this Office and other official functions; training materials; audio visual supplies and equipment; and other necessary training supplies.

All training and seminar workshops which will be undertaken by this Office

shall be coordinated with the HRDU. The Division and/or the Program Coordinator requesting the activities shall:

1. Discuss the training plan with HRDU for the preparation of worksheet; 2. Identifies the secretariat, participants, resource speakers/facilitators

and the training materials; 3. Monitors pre-training activities and coordinates confirmation of

identified participants; 4. Prepares the training materials with the HRDU-training secretariat; and 5. Provide the Technical Assistance.

The HRDU and the designated secretariat shall: 1. Prepare the Regional Office Order for the participants; 2. Checks and examine the completeness of pre-training documents; 3. Facilitate the training or workshop proper; 4. Prepares the Certificates of Appearance/Attendance/Participation

/Recognition/Commendation and/or Appreciation; 5. Ensure post training documents e.g., Approved Contract or Purchase

Order (together with its supporting documents like the PR, NOA, OR, etc.), the Attendance Sheet, Regional Office Order for the Participants, Inspection Report and other documents necessary to support the claim of the caterer; and


6. Prepare Disbursement Voucher within five (5) days from the fulfillment of the contract and submit the same to the MSD – RC.

Strict adherence to COA rules and regulations on the “prevention of Irregular, Unnecessary, Expensive or Extravagant Expenditures or Uses of Funds and Property” is encouraged.

Procedures

1. Previous to the preparation of RIS or the Purchase Request (PR), the requisitioning personnel shall verify to the Accounting Section the availability of stocks at the warehouse using the Supplies Availability Inquiry (SAI) form.

2. The PR or RIS shall be prepared in duplicate copies.

3. The Division Receiving and Releasing Clerk shall record the RIS or the PR

in their logbook and submit to their respective Division Head for signature and recommendation. Then, forward to the Management Support Division – Receiving Clerk (MSD-RC)

4. MSD-RC shall receive and record the RIS or the PR and forward:

a) The RIS to the Accounting Section for recording and indexing as withdrawal to the Stocks Ledger Card, then assign RIS Number; and

b) The PR to the Budget Section for budget allocation which will be the basis for the approval of the budget for contract or ABC, and assign PR Number.

5. The PR or the RIS shall be forwarded to the MSD Chief for review based on the provision of the government accounting and budgetary rules and regulations, initial and recommendation. Then release to the ARD or the undersigned for approval.

6. The ARD, (the designated Officer-In-Charge of the Office in the absence of the ARD and the Undersigned), or the undersigned, at its discretion as head of the Office may approve or disapprove the request.

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


b) Procurement of Goods and Other Related Services

No procurement shall be undertaken unless the same is in accordance with this Office’s approved Annual Procurement Plan.

It shall therefore be the responsibility of the Division Head as requisitioning officer to update if possible their procurement plan consistent with their work and financial plan, except for the procurement of the following:

1. Commonly use office supplies regular requirement chargeable against the MSD Funds which shall be undertaken by the Supply Section;

2. Laboratory reagents and supplies requirements for the National

Voluntary Blood Service Program to be prepared by the Program Coordinator; and

3. Drugs and Medicines, Medical Supplies for disaster and epidemics to

be prepared by the therapeutic committee in coordination with the HEMS and RESU and other concerned.

The APP must contain the end-user‟s recommendation as to what mode of procurement will be used and submit it to the BAC Support Unit for consolidation. Splitting of Contract is strictly not allowed. Procurement of commonly used office supplies and equipment available at the DBM-Procurement Service shall be centrally channeled to the Supply Section subject to the recommendation of the Bids and Award Committee. Procedures

The BAC Support Unit:

1. Upon receipt of the approved PR by the BAC Support Unit, the head of the Unit shall request the BAC Chairman to convene the Committee in order to determine the appropriate mode of procurement for the particular request in accordance with RA 9184 or the Government Procurement Reform Act.

2. The BAC Support Unit shall post said procurement to the Government

Electronic Procurement System (GEPS) Website and facilitate the preparation of all the necessary documents.

3. For procurement thru “shopping”, the BAC Support Unit Chief as

chair of the Canvass Committee shall facilitate the distribution/ retrieval of the Canvass Papers to and from the Supplier (including


the PHT Offices with their designated canvassers), and the preparation of the Abstract of Canvass.

4. For procurement thru “public bidding and other alternative mode of

procurement”, the Abstract shall be prepared by the Technical Working Group.

5. Facilitate the preparation of Notice of Award and Notice to

Commence. The Bids and Award Committee (BAC)

1. Recommend approval of the Notice of Award and Notice to Commence to the Undersigned or the MSD Chief in accordance with DOH-Administrative Order No. 2006-0034 dated October 6, 2006.

2. The Notice of Award together with the Abstract, Result of evaluation

conducted by the Technical Working Group, and Notice to Commence shall be forwarded to the chief of the MSD for review and recommendation before approval of the undersigned.

3. Following approval of the Award and Notice to Commence, the BAC

Support Unit shall then prepare the Contract or the Purchase Order and submit the same and the following supporting documents to the Requisitioning Division Receiving/Releasing Clerk, and post to the GEPS:

1. Notice of Award 2. Notice to Commence 3. Abstract of Bids/Canvass (suchlike documents depending

on the mode of procurement adopted) 4. Purchase Request

The Requisitioning Division

1. Subsequent to receipt of the Contract or Purchase Request from the

BAC Support Unit, the Requisitioning Division RC shall record the document to their respective logbook; check with the WFP and APP then prepare the Obligation Request or OR.

2. Record the OR and fill the RS before the same is submitted to the

Division Chief for signature of the Box “A”.

3. Submit the following documents to the Budget Section for appropriate funding:

a) Filled Routing Slip


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

The MSD and Budget Section

1. The MSD Receiving Clerk shall receive the document, record in the logbook and submit to the Budget staff for:

a) Recording in the Registry of Allotment b) Assignment of Obligation Number. c) Processing of documents in accordance with the budgetary

rules. d) Signature in Box “B” of the OR by the Chief, Budget Section. e) Forward the Documents to the Chief of the MSD for final

review or recommendation, and initial.

2. Fill the Routing Slip then submit the documents to the Undersigned (or the Chief of the MSD in the absence of the undersigned pursuant to DOH Adm. Order No. 2006-0034) for APPROVAL.

The Internal Control Unit

1. The Internal Control Unit staff shall receive the documents; review

the completeness of signature and supporting papers in accordance with the existing DOH and this Office‟s policies and other government rules and regulations; stamped the Contract or PO with the phrase “Reviewed and Recommended for APPROVAL in the amount of Pxxx”.

2. Fill the Routing Slip then submit the documents to the RD‟s Staff.

The Regional Directors Office

1. Subsequent to the approval of the Contract or PO, the Secretary of

the RD shall forward the documents to the Supply Section. 2. The Supply Section shall receive the documents and release to the

following:

a) Supplier – duplicate copy of the Contract or PO to be release upon conforming on terms and condition thereof.


b) Resident Auditor – duplicate copy of the Contract or PO

pursuant to COA Circular No. 76-34 and 96-010.

c) Program Coordinator and/or HRDU (for catering services) – Original copies of the documents.

3. The Chief of the Supply Section shall likewise require the Supplier to post the necessary bond to guarantee its faithful performance of the contract.

The Supply Section

1. Following receipt of the Contract or PO and its supporting

documents, the Supply staff shall notify and follow up the Supplier for immediate delivery of the goods and services.

2. At that point in time of delivery, the Supply Officer shall prepare the

Request for Inspection addressed to the Committee and forward the document to the MSD Chief for signature and approval.

3. Approved request for inspection shall be forwarded to the Chairman

of the Committee on Inspection.

4. Accept the delivery of the inspected goods as indicated in the Report of Inspection submitted by the Committee on Inspection.

5. Prepare the Disbursement Vouchers attach the necessary supporting

documents in accordance with the existing government accounting and auditing rules and regulations.

6. Submit the complete set of documents to the MSD Receiving Clerk for

immediate processing at the Accounting and Budget Section.

The Committee on Inspection

Incompliance with Articles “16”, “17”, “19” of the GAAM and Section “45” of the Manual on the New Government Accounting System, the Chairman of the Committee on Inspection, following receipt of the request for inspection shall appoint from its members to immediately inspect of the delivery. Coordinate with the end-user or its authorized representative to verify specifications of the items or articles as requested.


Inspector shall:

1. Ensure that goods and / or services delivered or rendered are in accordance with the terms and conditions provided for in the Contract or Purchase Order.

2. Requires the necessary documents to support the articles delivered or

the services rendered.

3. Get samples of the articles that are subject to test for submission to the proper authorities for further analysis.

4. Submit the Inspection Report to the Supply Section within three (3)

working days, from receipt of the request.

Inspection shall be scheduled during office hours only, subject however for extension as maybe requested by the Chairperson and approval of the Undersigned.

For items or goods transferred or allocated by the DOH-Central Office,

and / or goods donated in this Office, the same shall be inspected by the representative from the Supply Section and the COA Office in order to properly book-up the receipt of property.


CHD CARAGA PROCUREMENT SYSTEM

FLOWCHART






















Div-Receiving Clerk (RC)

records & checks documents

w/ “Checklist for Duly

Accomplished PR” &

assigns Routing Slip

HRDU/Division:

Discuss trng

prep./prepares

Worksheet/PR/SO

HRDU reviews worksheet &

other documents

Div-RC submits

Worksheet/PR/SO to MSD

Div. Head signs Box “A” of the

PR

Div-RC

returns

document

Prog.

Coord.

Div Head determines the

necessity of the training & if it

is in the WFP

Is the trng

necessary &

in the WFP?

Did it comply

w/ the

requirements?

MSD-RC receives PR &

records in logbook assigns RS

no. & submits to Budget

Officer III

Budget Officer III checks w/

WFP & allocates funds

B

Yes

No

A

1

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1

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FLOWCHART ON PROCUREMENT OF CATERING

SERVICES


HRDU prepares Letter of

Invitation(LOI) & fax or sends

LOI/SO to PHT

CONDUCT OF TRAINING

Trng Sec. ensures signatures of

pax in Attendance Sheet & gets

Statement of Account or Invoice

Receipt from caterer. If w/

accommodation, gets room

assgnment & xerox copy of hotel

logbook

MSD-RC checks completeness

of documents w/ checklist

PHT distributes LOI to LGUs &

confirms attendance & gives

feedback to HRDU

Training Secretariat prepares

Disbursement Voucher (DV) &

attaches Attendance Sheet &

Statement of Account, Inspection

Report & other SD & checks

completeness of attachments w/

Checklist of Duly Accomplished

DV”,

MSD-RC receives, records in

LB, for indexing, recording &

journalizing.

DV-RC files checklist

Cashier awards/signs check &

prepares ACIC

Documents

complete?

Cashier notifies caterer

MSD Chief & ARD and /or RD

countersigns check & approve

ACIC

Client

claims

payment

ACIC to

bank

D8

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2

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3

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5

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Yes

E

ENo


Div-RC receives PO w/ RS &

other SD, records logbook

(LB), prepares Obligation Sip

(OS)

Budget staff determines

availability of funds

MSD-RC receives OS/PO/RS

& other SD, records in LB &

submit to Budget

Div Head signs Box “A” of OS

& initial PO

Funds

available?

Budget Officer III records in

RAO, signs OS & assigns OS

no.

MSD Chief initials OS & PO

ICU reviews & checks prices

ICU stamped the PO w/

“Reviewed in the amount of”

Records Staff notifies HRDU

that Supplier signed the PO

Record staff receives PO/OS/RS &

other SD & issues PO to Supplier or:

for venue outside Butuan City: RS

fax PO to PHT & sends other SD to

Training Secretariat

RD or OIC approves PO in

accordance w/ DOH-AO 2006-

0034

Are prices not

excessive?

Winning Caterer receives & signs

original PO & submits to Supply Sx.

Fr venue outside Butuan City: PHT

faxed signed PO to Supply Sx.

Original copy to be submitted to

Supply Sx by PHT

C

NoA Yes

D

PO to

COA

pere

AO

73-

696

010

Supp

ly Sx

file a

copy

of

PO

1

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1

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1

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2

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Budget Officer III initials

Box “B” of PR/assigns PR No

ARD/RD approves & signs PR

BAC Support Unit

prepares/distributes canvass to

CHD suppliers If outside CHD – fax

canvass to PHT concerned

MSD Chief recommends

approval & initials

MSD determines if not IUEE

Are items not

IUEE?

Canvassers ( canvass from

bonafide suppliers

BAC opens canvass. If venue is

outside Butuan City, PHTL do the

canvass & send to CHD-BAC. Orig

Are items in

WFP & funds

available?

BAC Support Unit prepares PO

and attach approved

PR/Abstract/NOA

BAC approves Abstract & issue

Notice of Award(NOA) & notify PHT

of resuts. PHT gives feedback to

losing/winning caterers)

BAC Support Unit prepares

Abstract of Canvas

No YesA

C

YesNo

A

B

1

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3

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1

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Roles & Responsibilities

DIVISION – Program Coordinators

1. Discusses training plan with HRDU

2. Prepares worksheet & identifies participants

3. Identifies training materials

4. Resource speaker facilitator

5. Monitors progress of pre-training activities

6. Prepares training materials with

HRDU/Training Secretariat

7. Coordinates with HRDU re: confirmation pax

8. Prepares the Certificate of Attendance/

Training

9. Conducts evaluation of training activities.

10. Ensures that Post-training documents

needed in the payment are complete.



HRDU

1. Discusses training plan with Division-

Program Coordinator.

2. Prepares Personnel Order

3. Checks completeness of pre-training

documents.

4. Provides technical assistance.

5. Act as facilitator

6. Monitors progress of pre-training activities

7. Prepares training materials with Division-

Program coordinator/ Training Secretariat

8. Collates all Post-training evaluations

conducted by program coordinators for

assessment.


Roles and Responsibilities

PHT

1. Canvasses from 3 bonafide suppliers (if training

will be conducted in their area and collect

sealed canvass forms & fax to BAC.

2. Facilitates signing of PO by winning bidder

then fax/send PO to Supply Section. (Signed

original PO to be submitted on date of training).

3. Provides feedback to winning and losing

bidders.

4. Ensures that LOI are received by participants

(thru DOH Reps), and coordinates with HRDU re:

confirmation of attendance

5. Act as secretariat during trainings

6. Conducts the inspection (if training is done in

their province)



Training Secretariat

1. Prepares Purchase Request/Special Order

2. Monitors progress of pre-training

documents.

3. Prepares training materials

4. Prepares Disbursement voucher

5. Coordinates with HRDU re: confirmation

of pax & give feedback to Program

Coordinator

6. In-charge of signing of pax in attendance

Sheet

7. Prepares Certificate of Appearance.

8. Collects Statement of Account from

caterer and Inspection report from PHT


DOH HYMN

Lahat tayo‟y magkabuklod

Upang baya‟y itaguyod

Walang sawang naglilingkod

Sa nayon man o sa lungsod

Pilipino ang layunin

Kapwa tao‟y tangkilikin

Pangarap ko‟y Pilipinas

Sa mundo‟y walang katulad

Chorus:

Kagawaran ng kalusugan

Gabay naming kahit saan

Lagi naming gagampanan

Ang tungkuling sinumpaan

Laan sa „yo maging ang buhay

Upang tayo‟y magtagumpay

Sa pagbuo ng iisang bansa

Na matatag at Malaya


Panunumpa sa Watawat

Ako ay Pilipino.

Taos Pusong Nanunumpa

Sa Watawat ng Pilipinas.

At sa Bansang Kanyang

Sinasagisag na may

Dangal, Katarungan at Kalayaan

Na Pinakikilos ng Sambayanang

MakaDiyos, Makatao,

Makakalikasan at Makabansa


Panunumpa ng Kawani ng Gobyerno

Ako‟y Kawani ng Gobyerno.

Tungkulin ko ang maglingkod nang tapat at mahusay.

Dahil ditto. . .

Ako‟y papasok ng maaga at magtratrabaho ng lampas

Sa takdang oras kung kinakailangan;

Magsisilbi ako ng magalang at mabilis sa lahat ng

Nangangailangan;

Pangangalagaan ang mga gamit, kasangkapan at iba

Pang pag-aari ng pamahalaan.

Magiging pantay at makatarungan ang pakikitungo ko

Sa mga lumalapit sa aming tanggapan;

Magsasalita ako laban sa katiwalian at pagsasaantala;

Hindi ko gagamitin ang aking panunungkulan sa sarili kong

Kapakanan;

Hindi ako hihingi o tatanggap ng suhol;

Sisikapin kong madagdagan ang aking talino at kakayahan

Upang ang antas ng paglilingkod sa bayan ay patuloy

Na maitaas

Sapagkat ako‟y kawani ng gobyerno, tungkulin ko ang

Maglingkod ng tapat at mahusay sa bayan ko.

At sa panahong ito, ako at ang aking mga kapwa kawani

Ay kailangan tungo sa maunlad, masagana at mapayapang

Pilipinas.

Sa harap ninyong lahat, ako‟y taos-pusong nanunumpa.