Professional Documents
Culture Documents
Manual of
Processes and Procedures
PART I
• OPD PROCEDURES
• ER PROCEDURES
• ADMISSION PROCEDURES
• WARD PROCEDURES
• PROCEDURES FOR PATIENTS NEEDING SURGERY
and OPERATING ROOM PROCEDURES
• LABOR ROOM/DELIVERY ROOM PROCEDURES
• OB WARD PROCEDURES
• LABORATORY PROCEDURES
• RADIOLOGY PROCEDURES
GSC HOSPITAL OPERATIONS PATIENT SUMMARY FLOW
A patient may enter the hospital system through the Out-Patient Department or the
Emergency Room. In these two units, the patient may be: (1) admitted to the wards (2)
referred to other health facilities, or (3) sent home. In the ward, the patient receives care
from doctors, nurses, and support units, such as: Pharmacy, Dietary, Central Supply Room,
Laboratory, Radiology, Medical Social Service, and Medical Records. Upon admission, the
1
patient is classified based on his/her ability to pay. Before a patient is discharged or referred
to another health facility, he/she must pass through the Billing Section and Cashier’s office to
settle his / her financial obligations to the hospital.
2
CHART NO. 1. HOSPITAL OPERATIONS: PATIENT SUMMARY FLOW
Patient Patient
comes to comes to
the OPD the ER
Admitting
Patient Classification
Billing / Cashier
Disposition
Other Others,
health Home e.g.
facilities morgue
3
GENERAL FUNCTIONS OF GSC HOSPITAL SERVICES AND
UNITS
Services/Units Functions
PATIENT CARE
SERVICES
OUT PATIENT DEPARTMENT 1. Provides initial care to the patient and serves as
AND EMERGENCY ROOM entry point for patients requiring hospitalization.
NURSING SERVICE 2. Provides nursing care and management.
3. Administers medicines, performs procedures,
monitors, and records patient’s status,
coordinates with other health providers, and
implements nursing care plan.
MEDICAL SERVICE 4. Provides medical care, diagnosis, and
management of patient conditions.
DIETARY SERVICE 5. Provides nutritional care and management.
SUPPORT
SERVICES
LABORATORY UNIT 6. Collects specimens and performs laboratory
procedures and tests to confirm and/or
support clinical diagnosis
RADIOLOGY UNIT 7. Performs contrast and non-contrast radiological
Procedures.
PHARMACY SERVICE 8. Provides drugs, medicines, and other therapeutic
substances
MEDICAL SOCIALE 9. Performs social work interventions. Assesses
SERVIC patient’s social, emotional, and economic
conditions and provides appropriate
interventions.
ADMITTING UNIT 10. Facilitates the admission of patient for hospital
care.
LINEN AND LAUNDRY UNIT 11. Provides clean linen and linen materials.
HOUSEKEEPING UNIT 12. Provides a sanitary and therapeutic environment.
BILLING 13. Collects and summarizes charges and bills
patient for costs incurred for his/her care.
CASHIER 14. Collects payment.
MEDICAL RECORDS SERVICE 15. Processes and maintains all medical records.
ENGINEERING 16. Performs building and equipment maintenance
and repairs.
SECURITYSERVICES 17. Protects the hospital’s properties and maintains
general order.
CENTRAL SUPPLY ROOM 18. Prepares, sterilizes, and provides medical
supplies and materials to the different units.
ACCOUNTING 19. Produces financial reports to facilitate decision
making, provides information on the status of
the
hospital’s economic resources and financial
performance.
BUDGETING 20. Develops and monitors the hospital operational
plan and indicates the hospital Budget for each
activity.
4
OUT-PATIENT DEPARTMENT
Responsibility Actions
OPD CLERK 1. Determines whether patient is “old” or “new”.
1.1. If patient is “new”, issues new ID and card,
logspatient’s name in the OPD register, and
creates new chart.
1.2. If patient is a referral from other health facilities,
asks for the referral slip and attaches this to the
chart.
1.3. If patient is “old”, retrieves OPD Record [Form
no. 1] from file.
2. Advises patient regarding the use and care of the
card.
3. Forwards OPD record to the OPD Nurse.
OPD NURSE 4. Calls patient’s name and takes patient’s vital signs.
5. Notes findings on the OPD record, including chief
complaints and reason for consultation.
6. Refers patient to department/specialty concerned (if
applicable) and gives OPD record to the OPD
Physician.
7. Advises patient to wait for his/her name to be called.
OPD PHYSICIAN 8. Interviews patient, examines, evaluates, and
determines the medical care needed:
8.1. If the patient is for medical care,
givesprescriptions and instructions to the
patient.
8.2. If the patient is for diagnostic work-up, writes
order, fills-up request form [Form no. 2] and
forwards them to the OPD Nurse.
8.3. If patient is a medico-legal case, refers patient
to the proper authorities.
OPD NURSE 9. Facilitates request for diagnostic examination.
10. If needed, refers patient to the Medical Social
Service(MSS) using MSS OPD referral form [Form no.
3].
NURSE ATTENDANT 11. Directs patient/watcher to the Medical Social Worker
(MSW).
MEDICAL SOCIAL WORKER 12. Evaluates and classifies patient accordingly, and
refers patient to the Diagnostic Center Staff (please
see MSS procedures for classifying OPD
patients, pp. 100-101).
REVENUE CENTER STAFF 13. Receives request and issues charge slip [Form no.
(laboratory or radiology staff) 4]. Advises patient to pay to the Cashier. (please
see Laboratory Procedures for OPD Patient,
pp. 7072; Radiology Procedures for OPD
patients, pp.
87-88).
CASHIER 14. Receives payment and issues official receipt.
5
Responsibility Actions
OPD PHYSICIAN 15. Upon receipt of the diagnostic result, evaluates
examination outcomes, completes the patient’s record,
prescribes medication, and provides instructions to the
patient.
15.1. If the patient is for confinement, accomplishes
Doctor’s Order Sheet (DOS) [Form no. 5) and
Admitting History Sheet [Forms no. 6 and 7]
and endorses these to the OPD Nurse.
15.2. If the patient is for referral to other health
facilities, prepares clinical summary [Form no.
8], accomplishes referral slip [Form no. 9] and
endorses other documents to the Nurse (See
Referral Procedures, pp. 50-51).
15.3. If patient has a notifiable disease, indicates
diagnosis or findings on the patient’s records.
15.4. If the patient needs dietary management,
refers patient to the Clinical Dietitian for diet
counseling [Form no.10).
NUTRITIONIST-DIETITIAN 16. Conducts diet counseling on the dietary requirements
of the patient and fills-up appropriate forms [Forms
no. 11, 12, 13].
OPD NURSE 17. Carries out doctor’s orders.
18. If for admission, informs the Admitting Staff
andforwards patient’s record to the Admitting Unit.
(See Admission Procedures, pp. 16-17).
19. If patient has a notifiable disease, enters patient’s
name on the Notifiable Diseases Register.
OPD PHYSICIAN 20. Reports to the Hospital Epidemiological Surveillance
Unit (HESU) the admitted patient with notifiable
disease.
HOSPITAL SURVEILLANCE UNIT 21. Informs City Epidemiological Surveillance Unit
NURSE (CESU) about admitted patient with notifiable disease.
CITY 21.1. Forwards result of the surveillance to the HESU.
EPIDEMIOLOGICAL
SURVEILLANCE UNIT (CESU)
Responsibility Actions
PHARMACIST 24. Receives prescription and dispenses the
medicines required by the patient and provides
counseling and drug information (please
seePharmacy Procedures - Filling up of
prescription for OPD patients, pp. 131-
132).
PHYSICIAN 25. Writes on the OPD records the observations,
diagnosis, and treatment rendered.
26. Endorses OPD record to the Nurse.
OPD NURSE/NURSING 27. Prepares daily summary of OPD patients
ATTENDANT attendedby the respective medical staff, with
corresponding diagnosis and disposition.
28. Forwards patients’ records and summary of
OPDcases attended to the OPD Records Unit or to
the Medical Records Officer (MRO) or designate.
OPD RECORDS CLERK OR 29. Enters OPD data in the OPD Register.
MEDICAL RECORDS 30. Prepares the summary of OPD cases, notifiable
OFFICER/DESIGNATE diseases, and other reports.
31. Files OPD records.
7
CHART NO. 2:OPD PROCEDURES
HESU CESU PHYSICIAN OPD NURSE OPD CLERK NURSE MSW DIAGNOSTIC CASHIER NUTRITIONIST-
ATTENDANT CENTER STAFF DIETITIAN
Start Here
8
CHART NO. 2:OPD PROCEDURES (continuation)
9
EMERGENCY ROOM
PROCEDURES
Responsibility Actions
ER NURSE 1. Provides emergency nursing measures.
2. Obtains patient data, takes and records vital signs,
gives support measures, and refers patient to the
Physician on duty.
ER NURSE 2.1. If vital signs are absent, gives immediate
resuscitative measures while notifying the ER
Physician on duty.
ER PHYSICIAN 2.2. If resuscitative measures fails, pronounces
patient as ER Death or Dead on Arrival (DOA).
ER NURSE/NURSING 2.3. Gives post mortem care. (See Disposition of
ATTENDANT Cadaver pp. 63-64)
ER NURSE 3. Enters patient’s status and data on the ER register
including time of arrival, name of companion and
his/her relation to the patient.
ER PHYSICIAN 4. Examines, evaluates, and treats patient while taking
his/her health history and writes doctor’s orders for
medication and treatment [use Forms no. 5. 6 and 7].
4.1. If patient is a medico-legal case, informs proper
authority.
4.2. If patient is for admission, writes and signs
admitting orders.
4.3. If patient is for referral to other health facilities,
prepares referral documents [Forms no. 8 and 9]
Responsibility Actions
DESIGNATED STAFF 7. Reviews charge slips.
8. Bills patient or watcher.
9. Issues a temporary receipt.
10. Instructs patient/watcher to return during office
hours to claim official receipt.
ER PHYSICIAN 11. Interprets results of diagnostic procedures, reviews,
and completes patient’s ER record.
ER NURSE 12. If patient has psycho-social or economic problems,
refers patient to the Medical Social Worker [Form no.
3].
13. If patient is for admission:
13.1. Advises patient/relative to proceed to
theAdmitting Unit. (Please see Admission
Procedures, pp. 14-15).
13.2. Carries out doctor’s orders and
accomplishesadmission record.
13.3. Endorses patient to the designated ward.
14. If patient is not for admission:
14.1. Conducts health education activities.
14.2. Gives charge slip and instructs patient
toproceed to the Cashier, or to the designated
staff if after office hours.
14.2.1. If patient is unable to pay, refers
patient to the Medical Social Worker
(MSW).
MEDICAL SOCIAL WORKER 15. Conducts crisis intervention and initial assessment.
16. Evaluates and classifies patient (please see
Medical Social Service, pp. 98-99).
CASHIER 17. Collects payment and issues official receipt.
ER UTILITY WORKER/ 18. Transports the patient to the designated ward.
ER NURSE ER NURSE indorses patient to ward nurse.
ER NURSE 19. Prepares ER summary according to department,
diagnosis, and disposition.
SENIOR HOUSE OFFICER 20. Checks and approves ER summary.
ER NURSE 21. Forwards ER records including summary to the
Medical Records Officer.
RECORDS OFFICER 22. Files ER records and consolidates ER cases.
11
CHART NO. 3: EMERGENCY ROOM PROCEDURES
PHYSICIAN ER ER REVENUE MSW CASHIER
STAFF NURSE CENTER STAFF
CHART NO. 3: EMERGENCY ROOM PROCEDURES (continuation)
SENIOR ER NURSE CASHIER MEDICAL RECORDS
HOUSE OFFICER OFFICER
(A)
(B)
Provides health education
(C)
Issues charge slip
Forwards ER records
including summary to the Consolidates ER records
Medical Records Officer
Files ER records
13
ADMISSION
PROCEDURES
Responsibility Actions
ADMITTING STAFF 1. Fills-up demographic data on the Clinical Cover
Sheet (CCS) [Form no. 14] and Patient Information
Sheet (PIS) [Form no. 15] in duplicate.
2. Asks patient to sign consent for hospitalization.
3. Enters admission data in the admission register.
4. Refers patient/relative to the Medical Social
Workerfor classification.
5. Forwards CCS to the Medical Social Service (MSS).
6. Forwards the patient’s information sheet to the
Billing Section.
MEDICAL SOCIAL WORKER 7. Evaluates and classifies patient.
8. Indicates classification of patient on the CCS.
9. Forwards the CCS to the Admitting Section.
ADMITTING STAFF 10. Notifies nurses’ station/ward of new admission.
UTILITY WORKER 11. Transfers patient to the ward.
ER/OPD NURSE 12. Endorses patient and medical record to the Ward
Nurse.
WARD NURSE 13. Receives patient and medical record.
14
CHART NO. 4: ADMISSION PROCEDURES
15
WARD PROCEDURES
Responsibility Actions
Admission to Ward (Upon notice of admission)
WARD NURSE 1. Prepares bed assignment, individual
patient’s supplies and materials needed
based on the information from the
Admitting Unit.
WARD NURSE/ NURSING 2. Prepares patient’s unit (bed, bed tags, bedside
ATTENDANT/ UTILITY table, drinking water, etc.).
WORKER
Upon Arrival of Patient in the Ward
WARD NURSE 1. Receives patient and medical records from
theOPD/ER Nurse.
2. Accompanies patient to his/her assigned unit.
3. Orients patient/companion about hospital
policiesand location of the different hospital
units.
20
9. Monitors patient’s status regularly.
10. Updates Kardex after every round and physician’s visit.
11. Fills up medication treatment form.
12. Carries out medication treatment orders.
13. Assists Physician in conducting ward procedures.
14. Prepares request for routine examinations and
sendsthem to the service/unit concerned (e.g.,
Laboratory [Form no. 2] and/or Radiology [Form no.
22]).
Responsibility Actions
WARD NURSE ON DUTY/ HEAD 15. Patient for discharge: Informs Billing Section and
NURSE MSW and facilitates the accomplishment of
Clearance Certificate (CC) [Form no. 23] (see
Disposition of Patient, pp. 57-58; 61-62).
16. Patient for referral: Facilitates transfer of patient
(see Referral of patients, pp. 50-51).
SENIOR NURSE/SUPERVISING 17. Conducts regular and daily rounds and performs
NURSE the following:
17.1. Supervises nursing care provided by the
Ward Nurse.
17.2. Observes staff nurses to determine their
competency level.
17.3. Checks accuracy and utilization of ward
supplies and equipment.
17.4. Checks/counterchecks and updates ward
directory.
18. Assists Ward Nurse in carrying out patient care, if
necessary.
18.1. Discusses with ward nurses the nursing care
plan.
18.2. Discusses with the Attending Physician the
plan of care, diagnosis, and prognosis of
patient.
19. Decides on procedural and administrative matters
within the bounds of the nursing service policies
OUTGOING NURSE 20. Endorses to the incoming nurse the shift activities
21
INCOMING NURSE and special treatments and medications that need
to be carried out.
21. Makes rounds with the incoming nurse and
nursing attendant and introduces incoming shift to
newly-
admitted patients.
22. Endorses drugs and medicines to the incoming
nurse and signs out.
CHART NO. 5: WARD PROCEDURES
ATTENDING NURSE WARD NURSE NURSING OPD/ER OUTGOING/
PHYSICIAN SUPERVISOR ATTENDANT NURSE INCOMING
22
NURSE
23
PROCEDURES FOR PATIENT UNDERGOING SURGERY
1. ELECTIVE SURGERY
Pre-operative procedures
Responsibility Action
Before the operation
SURGEON 1. Explains the procedure to the patient and
hisfamily (how the operation will be performed
and the reason for performing the operation).
2. Obtains the informed consent [Form no. 24]
ofthe patient for the surgery (patient/relative is
asked to sign on the consent form).
3. Writes the order for surgery and the pre-
operative medicines in the physician’s order
sheet.
4. Prepares request for surgery [Form no. 25],
toinclude type of operation, anesthesia to be
used, names of surgeon and anesthesiologist,
and sends it to the Chief of Hospital (COH) or
Senior Resident for approval.
5. Informs the Nurse about the operation.
CHIEF OF HOSPITAL/ SURGICAL 6. Approves request and sends it back to the
DEPARTMENT HEAD/ (If the Admitting Nurse.
COH or Surg. Dept. Head are not
available, ADMIN OFFICER)
ADMITTING NURSE 7. Carries out doctor’s order for the operation.
8. Checks the patient’s record and ensures
thatinformed consent has been signed by the
patient or his/her nearest kin.
9. Forwards approved request for surgery to
theOperating Room (OR) Nurse.
OPERATING ROOM NURSE 10. Enters request in the OR logbook and informs the
Admitting Nurse of the schedule of operation.
SURGEON 11. Determines the schedule of operation.
ANESTHESIOLOGIST 12. Writes order for cardio-pulmonary (CP) clearance
in the patient’s medical chart.
ADMITTING NURSE 13. Forwards request for CP clearance [Form no. 26]
to the Medical Resident/Internist.
MEDICAL RESIDENT/INTERNIST 14. Examines and evaluates patient and issues
CPclearance.
15. Forwards CP clearance to the Admitting Nurse.
Responsibility Action
24
ADMITTING NURSE 16. Informs the Surgeon about the result of the CP
clearance.
SURGEON 17. Makes referral to the Anesthesiologist.
ADMITTING NURSE 18. Notifies / informs Anesthesiologist.
Before the Operation
ANESTHESIOLOGIST 1. Evaluates patient’s condition, reviews record,
andchecks pre-requisites [Form no. 27].
2. Reassures the patient and explains the type of
anesthesia that would be used, its effect and the
post-anesthetic period.
3. Prepares prescription for pre-operative
medication and anesthetic drugs needed. 4.
Discusses with the OR Nurse the need for a
successful and safe induction of anesthesia.
RESIDENT PHYSICIAN/ 5. Ensures that the following pre-operative
ANESTHESIOLOGIST/ requirements are complete:
ADMITTING NURSE/OR NURSE 5.1. Consent for surgery
5.2. CP clearance
5.3. Cross-matched blood, if needed
5.4. Pre-operative medications
5.5. Surgical checklist and other supplies
6. Prepares patient psychologically and spiritually,
and orients him/her on the procedures to be
performed.
OPERATING ROOM NURSE 7. Checks instruments, surgical supplies, and other
materials needed prior to surgery.
ADMITTING NURSE 8. Instructs patient on NPO (Nil Per Orem) starting
midnight before the operation.
8.1. Instructs watcher to strictly comply with
NPO order for the patient.
9. Notifies Dietary Service of the operation to be
performed on the patient.
NURSING ATTENDANT 10. Places a tag on the patient’s bed indicating the
schedule and kind of operation.
SUPERVISING NURSE/SENIOR 11. Reviews the pre-operative preparations made for
NURSE the patient.
Responsibility Action
25
ADMITTING NURSE/NURSE 12. Prepares patient.
ATTENDANT 12.1. Performs pre-operative procedures (e.g.,
enema) as needed.
12.2. Conducts preliminary preparation of the
operative site.
12.3. Reminds patient to maintain the pre-
operative order(s) (e.g. NPO).
12.4. Removes all nail polish and advises patient
on personal and oral hygiene.
12.5. Advises patient to remove all jewelry,
contact lenses, prosthetic teeth, etc. and
turn over these items to the patient’s
companion for safekeeping. If the patient
has no companion, the Admitting nurse
receives the items for safekeeping
supported by an acknowledgement receipt.
ADMITTING NURSE 13. Fills and signs checklist of pre-operative
preparations [Form no. 28].
SENIOR NURSE 14. Reviews and countersigns checklist and
endorses the same to the Admitting Nurse.
ADMITTING NURSE 15. Attaches checklist in the patient’s record.
Early Morning of the Operation Day
ADMITTING NURSE 1. Ensures that jewelry, contact lenses, prosthetic
teeth, etc. have been removed.
2. Gives cleansing enema, if ordered.
3. Inspects operative site and checks
completenessof pre-operative medications.
4. Re-checks the checklist of pre-operative
medications.
5. Takes and records vital signs: Blood Pressure
(BP)/Temperature/ Pulse Rate (PR) or Heart
Rate (HR)/ Respiratory Rate (RR) and the level
of consciousness, and records findings [Form
no. 29] 15 minutes before and after pre-
operative medications have been given.
NURSING ATTENDANT 6. Changes patient’s clothes into OR gown.
ADMITTING NURSE 7. Gives pre-operative medications as scheduled.
OR NURSING ATTENDANT/ 8. Wheels patient from the ward to the OR with the
UTILITY WORKER medical record and other needed medications
and supplies on hand.
ADMITTING NURSE 9. Endorses patient to the OR Nurse.
26
2. EMERGENCY SURGERY
Responsibility Action
Before the Operation
27
ANESTHESIOLOGIST 1. Evaluates patient’s condition, reviews record,
andchecks pre-requisites [Form no. 27].
2. Prepares prescription for pre-operative
medication and anesthetic drugs needed.
3. Discusses with the OR Nurse the need for a
successful and safe induction of anesthesia.
RESIDENT PHYSICIAN/ 4. Ensures that the following pre-operative
ANESTHESIOLOGIST/ requirements are complete:
ADMITTING NURSE/OR 4.1. Consent for surgery
NURSE 4.2. Cross-matched blood, if needed
4.3. Pre-operative medications
4.4. Other supplies
5. Prepares patient psychologically and
spiritually,and orients him/her on the procedures
to be performed.
OPERATING ROOM NURSE 6. Checks instruments, surgical supplies, and other
materials needed prior to surgery.
ADMITTING NURSE 7. Instructs patient on NPO (Nil Per Orem)
7.1. Instructs watcher to strictly comply with
NPO order for the patient.
SUPERVISING NURSE/SENIOR 8. Reviews the pre-operative preparations made for
NURSE the patient.
ADMITTING NURSE/NURSE 9. Prepares patient.
ATTENDANT 9.1. Performs pre-operative procedures as
needed.
9.2. Conducts preliminary preparation of the
operative site.
9.3. Reminds patient to maintain the order of
NPO.
9.4. Removes all jewelry, contact lenses,
prosthetic teeth, etc. and turns over these
items to the patient’s companion for
safekeeping.
Responsibility Action
ADMITTING NURSE 10. Fills up and signs checklist of pre-operative
preparations [Form no. 28] and gives it to the
Senior Nurse.
SENIOR NURSE 11. Reviews and countersigns checklist and returns
it to the Admitting Nurse.
ADMITTING NURSE 12. Attaches checklist in the patient’s record.
28
13. Inspects operative site.
14. Takes and records vital signs: Blood Pressure
(BP)/Temperature/ Pulse Rate (PR) or Heart
Rate (HR)/ Respiratory Rate (RR) and the level
of consciousness, and records findings [Form
no. 29] 15 minutes before and after pre-
operative medications have been administered.
NURSING ATTENDANT 15. Changes patient’s clothes into OR gown.
ADMITTING NURSE 16. Gives pre-operative medications as scheduled.
OR NURSING ATTENDANT/ 17. Wheels patient from the ward to the OR with
the
UTILITY WORKER medical record and other needed medications
and supplies on hand.
ADMITTING NURSE 18. Endorses patient to the OR Nurse.
29
CHART NO. 6: PRE-OPERATIVE PROCEDURES
CHART NO. 7: EARLY MORNING OF THE OPERATION DAY
Gives pre-operative
medications as scheduled
32
2.2. Preparation of the Operating Room before Surgery
Responsibility Action
OR AIDE/UTILITY WORKER 1. Cleans and disinfects OR and OR table before use.
Checks that OR lights and airconditioners are
functioning effectively.
NURSING AIDE/NURSE/ 2. Re-checks availability of suction apparatus,
ANESTHESIOLOGIST anesthesia machine, oxygen, and other OR
equipment/supplies needed.
3. Re-checks if machines are functioning effectively.
CIRCULATING NURSE 4. Prepares OR pack for the particular operation.
5. Prepares set-up for the particular operation.
Immediate Pre-operation Period
SCRUB NURSE 1. Sets up the table for sterile instruments, suturing
sets, sponges, basin, etc.
CIRCULATING NURSE 2. Counts and writes on the board the number of
sponges, instruments, and needles on the table.
2.3. Maintenance of the Operating Room
Responsibility Action
SUPERVISING OR NURSE 1. Assures the readiness of the OR at all times
2. Approves requisition for supplies and materials.
3. Reviews inventory of supplies and endorses reports.
SENIOR OR NURSE 4. Maintains the sterility of the OR.
5. Ensures the availability of supplies and materials.
6. Schedules cases appropriately.
7. Submits monthly report.
8. Implements strict compliance to
ORpolicies/procedures.
9. Assists OR Nurse in difficult cases.
10. Requests for OR equipment, drugs, supplies,
andmaterials.
OR NURSE 11. Prepares OR packs for sterilization.
12. Checks condition of OR instruments.
13. Maintains proper storage and labeling of supplies
andinstruments.
14. Enforces prescribed level of disinfection and sterility.
OR AIDE/UTILITY WORKER 15. Cleans the OR before and after each use.
16. Gathers the used linens/scrub suits. Disinfects and
forwards the same to the Laundry Unit
17. Collects all used tubes, needles, clips,
syringes,gauze, IV bottles, etc., and disposes these
properly.
18. Sanitizes the OR table.
19. Autoclaves OR packs and keeps these in its proper
storage.
CHART NO. 8: PREPARATION OF THE OPERATING ROOM
33
ANESTHESIOLOGIST CIRCULATING NURSING SCRUB OR AIDE/ NURSE AIDE
NURSE UTILITYWORKER
Prepares OR pack
for the particular
operation
Counts and
writes on the
board the
number of
sponges,
instruments and
needles on the
table
34
Responsibility Action
CIRCULATING NURSE AND 1. Receives patient and checks if all the pre-operative
ANESTHESIOLOGIST requirements were given.
UTILITY WORKER 2. Transfers patient to the operating table.
ANESTHESIOLOGIST 3. Takes and records vital signs, checks patency of IV
fluid line, urethral catheter, and other gadgets
attached to the patient.
CIRCULATING NURSE 4. Checks if operative site have been properly shaved
and cleaned.
ANESTHESIOLOGIST/ 5. Places patient in the prescribed position to ensure
CIRCULATING NURSE safety and protect patient from trauma.
SCRUB NURSE 6. Performs scrubbing techniques, gowning,
andgloving.
7. Arranges instruments and supplies according to
thespecified order and type of operation to be
performed.
8. Counts sponges and instruments and informs
theCirculating Nurse of the total number.
CIRCULATING NURSE 9. Writes on the board the number of sponges
andinstruments to be used.
10. Assists and anticipates the needs of the Scrub
Nurse, Surgeon, and Anesthesiologist.
ANESTHESIOLOGIST 11. Inducts anesthesia.
12. Continuously monitors vital signs during
operationand properly records them in the
Anesthesia Record [Forms no. 30 and 31].
13. Updates surgeon on the status of the patient.
CIRCULATING/ SCRUB 14. Disinfects the skin/operative site.
NURSE
SURGEON/ASSISTANT 15. Performs aseptic scrubbing, gowning, and gloving.
SURGEON
SCRUB NURSE/SURGEON 16. Prepares operative area aseptically and drapes
patient.
SURGEON/ASSISTANT 17. Performs the operation.
SURGEON
SCRUB NURSE/ 18. Assists and anticipates the needs of the surgeon
CIRCULATING NURSE during operation.
Before the Surgeon Closes the Operative Site
SCRUB NURSE 1. Informs the surgical team as to the completeness of
instruments, sponges, and needles.
CIRCULATING NURSE AND 2. Confirms the completeness of instruments, sponges,
SCRUB NURSE and needles.
SURGEON/ASSISTANT 3. Closes operative site and applies top dressing.
SURGEON
CIRCULATING NURSE 4. Completes documentation and recording.
CHART NO. 9: PATIENT CARE IN THE OR
35
2.5. Post-operative procedures
Responsibility Action
Inside Operating Room (OR)
36
SCRUB NURSE 1. Cleans and keeps the patient dry.
2. Checks for undue pressure of contraptures.
3. Keeps patient safe and comfortable by providing
ablanket and using straps or bed railings.
NURSING ATTENDANT 4. Gathers and washes used instruments and abdominal
packs.
CIRCULATING NURSE 5. Removes all straps attached to the patient.
ANESTHESIOLOGIST 6. Takes and records vital signs until patient
conditionstabilizes.
7. Checks patency of IV fluid lines and
othercontraptures.
8. Accomplishes anesthesia record and post-operative
orders.
SURGEON 9. Accomplishes operating room record [Forms no. 32
and 33] and writes the surgical technique used.
CIRCULATING 10. Accompanied by the Anesthesiologist, wheels
patient
NURSE/UTILITY WORKER to the recovery room and transfers the patient to
the bed.
CIRCULATING NURSE 11. Endorses patient to the Recovery Room Nurse.
SCRUB NURSE 12. Collects, places, and labels specimen in a
container with 10% formalin solution (see
Histopath Examination, pp. 83-84).
UTILITY WORKER 13. Cleans and disinfects Operating Room.
Recovery Room (RR)
RECOVERY ROOM NURSE 1. Receives patient from the OR Nurse.
2. Monitors patient’s condition and records in the
chartall observations, nursing care, and interventions
made. [Forms no. 34 and 35].
3. Refers to the Physician when needed.
ANESTHESIOLOGIST 4. Monitors patient’s status and progress.
5. Orders patient’s transfer to the ward.
RECOVERY ROOM NURSE 6. Informs Admitting Nurse on the patient’s transfer to
the ward.
UTILITY WORKER AND 7. Transports patient to the ward.
RR
NURSE 8. Endorses patient and patient record to the Admitting
Nurse.
ADMITTING NURSE 9. Receives the patient and the patient’s record.
37
CHART NO. 10: POST-OPERATIVE PROCEDURES
Cleans and
keeps patient
Takes and records dry
vital signs
Checks for
Accomplishes Checks patency undue pressure
operating of IV fluid lines of contraptures
room and other
record/writes contraptures
surgical
technique
used Keeps patient
safe and
Accomplishes comfortable by
anesthesia record providing
and post- blanket and
operative orders using straps or
Removes all straps bed railings Gathers and
from the patient, brings used
takes and records instruments to
patient’s vital signs wash room &
washes them
Collects, places
Endorses patient to the and labels Cleans
Recovery Room Nurse specimen in a and
container with disinfects
10% formalin OR
solution
38
CHART NO. 11: CARE IN THE RECOVERY ROOM
Receives
endorsement
from the OR
nurse
tient’s status
ogress
ent’s transfer
e ward
th
Receives the
patient and the
patient’s record
from the RR nurse
39
Responsibility Action
OBSTETRIC NURSE 1. Receives patient with record and duly accomplished
consent form signed by the patient or responsible
party.
2. Prepares patient for internal examination (e.g.,
perineal flushing, shaving).
Note: May be performed by the Nursing Attendant
3. Informs the Resident on duty
RESIDENT ON DUTY 4. Assesses patient.
5. Orders routine laboratory examinations, etc.
OBSTETRIC NURSE/ WITH 6. Monitors and records patient’s condition including
RESIDENT ON DUTY vital signs, blood pressure, weight, fetal heart tone
(FHT), and progress of labor (interval and duration
of uterine contractions), and refers patient if
necessary [Forms no. 36 and 37].
OBSTETRICIAN/ 7. Assesses patient.
RESIDENT ON DUTY 8. For direct to labor room admission,
orderspreparation for delivery like enema, complete
blood count (CBC), clotting time/bleeding time
(CT/BT) urine examination, and blood for blood
transfusion, if needed.
9. Orders the transfer of the patient either to
theDelivery Room (DR) or Operating Room (OR), as
the case may be.
CHART NO. 12: PATIENT CARE IN THE LABOR ROOM
40
OB NURSE WITH RESIDENT ON DUTY OBSTETRICIAN/ ROD
Assesses patient
Positions patient on the DR table and
informs Obstetrician on duty
41
2. Patient care in the Delivery Room
Responsibility Action
DR NURSING ATTENDANT 1. Disinfects DR before and after use.
(NA)/UTILITY WORKER
DR NURSE 2. Receives the patient from the labor room with
themedical record, medicines, and other supplies.
3. Prepares DR pack.
4. Prepares set-up for normal vaginal delivery.
5. Arranges, counts, and writes on the board the
number of sponges, instruments, and needles.
6. Prepares patient for delivery.
6.1. Disinfects perineal area.
6.2. Drapes patient with sterile linen.
7. Monitors patient’s vital signs and FHT.
8. Informs the Obstetrician when patient is ready to
deliver the baby.
OBSTETRICIAN/ 9. Attends to the delivery and assist the patient.
RESIDENT ON 10. Observes aseptic technique.
DUTY 11. Records the obstetrical intervention/management.
DR NURSE/MIDWIFE 12. Assists Obstetrician during the procedure, initiates
latching-on of baby immediately after delivery.
13. Prepares and attaches ID tags to
bothmother/patient and baby.
PEDIATRICIAN/ 14. Receives baby and suctions secretions from thebaby’s
RESIDENT ON DUTY) mouth.
15. Assesses baby’s status.
16. Performs initial newborn care and management (use
the Newborn Record) [Form no. 38].
17. For complicated cases, endorses baby to theNeonatal
Intensive Care Unit (NICU).
NOTE:
If pediatrician or Pediatric resident is not readily
available, the Obstetrician/OB rersident on duty
will assess the baby’s condition.
39
OBSTETRIC (OB) WARD PROCEDURES
RESPONSIBILITY ACTION
RD NURSE 1. Receives mother, baby, and medical records from
the Delivery Room (DR) Nurse.
2. Prepares pre-form of Birth Certificate (BC)
[COHtocopy of Form no. 40] and forwards the same
to the Senior Nurse.
3. The Senior Nurse reviews pre-form of BC for
completeness and instructs Nursing Attendant to
forward the same to the Medical Records Service
(MRS) for transcription to official form [Form no.
40]
(please see Medical Records procedures on
preparation of Birth Certificates, pp.
166167).
4. Carries out treatments and medications ordered by
the Attending Physician.
5. Advises mother to breastfeed newborn baby.
6. Monitors vital signs and reports any untoward
findings to the Attending Physician.
7. Documents observations and nursing care given
[Form no. 16].
8. Refers patients contemplating legal adoption of
their babies to the Medical Social Service (MSS)
(please see Medical Social Service
Procedures, p. 120).
9. Submits daily charges to the Billing Section.
10. Informs Dietary Service of new admission(s) from
the DR.
11. Educates nursing mothers on lactation management
and breastfeeding sustainability counseling through
proper nutrition.
RSING ATTENDANT 12. Performs perineal flushing.
TENDING PHYSICIAN 13. Performs perineal assessment and Internal
Examination (IE) before the patient is sent home.
14. Gives discharge orders and instructions.
RD NURSE 15. Submits additional charges to the Billing Section.
40
CHART NO. 14: OB WARD PROCEDURES
WARD N NURSE NURSING ATTENDANT ATTENDING
Submits additional
charges to the Billing
Section
41
PHYSICIAN
PROCEDURES IN THE CENTRAL SUPPLY ROOM
1. Requisition of supplies
Responsibility Action
CSR HEAD 1. Monitors stock level of supplies.
1.1. For supplies below stock level, instructs
Central Supply Room (CSR) Nurse/Attendant
to prepare requisition.
2. Disseminates information on status of new
supplies,materials, and instruments.
MIDWIFE/NURSING 3. Prepares Requisition Issuance Slip (RIS) [Form no.
ATTENDANT (NA)/CSR 41] and forwards the same to the CSR Head/Chief
STAFF Nurse.
43
2. Receiving and sterilization of used articles
Responsibility Action
WARD NURSING 1. Delivers used articles to the CSR (from clinical
ATTENDANT area).
CSR COUNTER 2. Receives and checks used articles.
CLERK/NURSING 3. Indicates missing items on the borrower’s slip.
ATTENDANT
BORROWER 4. Acknowledges missing items/ parts.
CSR COUNTER 5. Places articles inside the autoclave for disinfection.
CLERK/NURSING 6. Files borrower’s slip/logbook for the report
ATTENDANT/UTILITY preparation.
WORKER 7. Forwards articles to the designated washers.
NURSE ATTENDANT 8. Washes, dries, and packs articles.
CSR/ NURSE/ NURSING 9. Labels packs indicating the contents and the date
ATTENDANT ofsterilization.
10. Places articles in the autoclave for sterilization.
11. Sorts sterilized packed articles.
12. Informs units/end-users concerned that sterilized
articles are ready for use/withdrawal.
INFECTION CONTROL 13. Monitors observance of aseptic techniques and
COMMITTEE MEMBERS infection control measures.
CHART NO. 16: CSR PROCEDURES:
RECEIVING AND STERILIZATION OF USED ARTICLES
50
INFECTION CSR CSR CSR NURSE BORROWER WARD NURSING CONTROL
STAFF NURSING ATTENDANT
Delivers used
articles to the
CSR
Acknowledges
YES missing items,
Missing items? if any
NO
Washes, dries
and packs articles
Labels and
sterilizes packs,
and sorts
sterilized articles
Monitors
observance of Informs units/end-
aseptic users concerned that
techniques and sterilized articles are
infection control ready for
measures use/withdrawal
51
3. Issuance of sterile articles
RESPONSIBILITY ACTION
CSR STAFF/ 1. Receives borrower’s slip (2 copies) duly signed by
MIDWIFE/NURSING the end-user/ borrower.
ATTENDANT 2. Prepares articles and supplies listed on theborrower’s
slip and places them on a tray/receptacle.
3. Checks items against the borrower’s slip and
signsclearance for release.
4. Issues articles to the borrower.
CSR COUNTER 5. Issues copy of slip to the borrower and files original
CLERK/PERSONNEL copy.
52
CHART NO. 17: CSR PROCEDURES: ISSUANCE OF STERILE ARTICLES
Checks prepared
articles and supplies
Issues articles to the against those listed in
Ward Nursing the borrower’s slip and
Attendant or borrower clears release of said
items being borrowed
Issues copy of
slip to the
borrower and
files original copy
53
4. Routine preparation of supplies for sterilization
Responsibility Action
CSR HEAD 1. Identifies supplies/instruments/packs for
sterilization.
CSR STAFF/ATTENDANT/ 2. Prepares and labels needed supplies and packs
them
UTILITY WORKER individually or in bulk, or wraps them in clean
paper.
3. Sterilizes items.
CSR NURSE 4. Checks sterilized supplies.
CSR CLERK/NURSING 5. Updates stock card.
ATTENDANT (NA)
CHART NO. 18: CSR PROCEDURES:
ROUTINE PREPARATION OF SUPPLIES FOR STERILIZATION
ATTENDANT
Identifies
supplies/packs/
instruments for
sterilization
Updates stock
card
54
5. Articles
for to be condemned/disposed
Responsibility Action
NURSING ATTENDANT 1. Endorses items to the CSR.
CSR STAFF /NURSING 2. Receives and lists articles to
ATTENDANT becondemned/disposed.
3. Accomplishes and signs Return Slip [Form no. 44]
intwo copies (1 copy for Supply Officer and 1 copy
for CSR) and forwards the same to the Chief Nurse
for approval.
CHIEF NURSE 4. Approves the Return Slip and returns the same to
the CSR personnel.
CSR STAFF /NURSING 5. Returns items to the Supply Officer/Storekeeper for
ATTENDANT their eventual disposal (Please see Property and
Supply Procedures, pp. 232-233).
5. Updates stock card [Form no. 43].
6. Files return slip.
7. Updates inventory.
CHART NO. 19: CSR PROCEDURES: ARTICLES TO BE CONDEMNED/DISPOSED
Updates Inventory
55
REFERRAL PROCEDURES
1. Referral of patient
56
COH/SENIOR ATTENDING NURSE NURSING MEDICAL
HOUSE RESIDENT PHYSICIAN ATTENDANT SOCIAL WORKER
Prepares clinical
summary and
accomplishes
referral slip
Seeks approval of
referral from COH or
senior house officer
Approves referral
Identifies other
Coordinates with the MSW problems that might
regarding the referral
affect referral
If necessary,
arranges for
ambulance
Accompanies patient to
referral facility
57
ATTENDING PHYSICIAN 1. Accomplishes inter-departmental slip or referral slip
within the hospital [Form no. 26].
2. Attaches laboratory and x-ray results and
provisional diagnosis.
3. Seeks approval of referral from the Senior
House Officer.
SENIOR 4. Approves referral.
HOUSE OFFICER
WARD NURSE 5. Sends referral slip to the Physician concerned.
RECEIVING PHYSICIAN 6. Examines patient and evaluates together with
theAttending Physician.
7. Documents assessment on the patient’s
medicalrecord.
58
CHART NO. 21: REFERRAL PROCEDURES:
TO OTHER DEPARTMENTS WITHIN THE HOSPITAL
Accomplishes
Inter-departmental
referral slip
Attaches laboratory
and x-ray results and
provisional diagnosis
Documents
assessment in the
patient’s medical
record
59
MEDICAL SOCIAL WORKER 3. Completes the requirements for referral and
preparessocial case study [Form no. 45].
4. Coordinates with the referral facility about
theexpenses and schedule.
5. Orients and prepares the family about the expenses.
6. Sources out funds for those who cannot fully
affordthe procedure.
7. Informs the Nurse of the schedule.
NURSE 8. If necessary, coordinates with the hospital
transportation service for ambulance.
PHYSICIAN/NURSE 9. If necessary, accompanies patient to the referral
facility.
PATIENT’S RELATIVE 10. If referral is for laboratory procedures, transports the
specimen to the referral facility.
60
CHART NO. 22: REFERRAL PROCEDURES: NETWORKING FOR SPECIALIZED
EQUIPMENT/PROCEDURES
Prepares inter-
agency referral
form and gives
this to the nurse
Receives and Completes the
forwards the requirements for referral
referral form to and prepares social case
the Medical study
Social Worker
Coordinates
with the
hospital
transportation
service for
ambulance, if
necessary
61
3. Accepting referral from other facilities
Responsibility Action
CHIEF OF 1. Accepts referrals.
HOSPITAL/SENIOR
HOUSE OFFICER 2. Endorses the request to the concerned service or unit.
SERVICE/UNIT STAFF 3. Prepares charge slip [Form no. 4].
CASHIER 4. Accepts payment and issues official receipt.
SERVICE/UNIT STAFF 5. Performs requested procedure and reads result.
6. Types/writes result in an official form.
7. Releases result to the requesting physician,
throughthe patient or relative.
CHART NO. 23: REFERRAL PROCEDURES: ACCEPTING REFERRAL FROM
OTHER
FACILITIES
Accepts referrals
Endorses the
request to the Performs requested
concerned service procedure and reads result
or unit
Types/writes result in an
official form
1. Discharge of patient
Responsibility Action
ATTENDING PHYSICIAN 1. Examines and evaluates patient and indicates in
thepatient’s medical record the order for discharge.
2. Writes discharge instructions and prescriptions needed
for home treatment [Form no. 6].
3. Completes diagnosis (ICD 10 Classification) on
thepatient’s record and forwards the same to the
Ward Nurse.
WARD NURSE 4. Informs Medical Social Service (MSS) of all indigent
patients for discharge planning.
MEDICAL SOCIAL WORKER 5. Visits and discusses discharge plan with the patient
(please see MSS procedures, pp. 110-111).
WARD NURSE 6. Reviews patient’s medical record for completeness.
7. Gives discharge instructions and health education
tothe patient and informs him/her of the date of
follow-up/check-up.
8. Prepares Clearance Certificate (CC) [Form no. 23]
and discharge notice [Form no. 46]. (See
Issuance of Clearance Certificate, this
chapter, pp. 6162).
9. Notifies Pharmacist regarding patients to
bedischarged and directs patient/watcher to the
Pharmacy to return unused drugs.
PHARMACIST 10. Dispenses take home medicines, if any, to the
patient and provides drug information and
counseling.
11. Prepares a list of returned medicines
usingpharmacy charge slip [Form no. 4].
11.1. Forwards charge slip to the Billing Section
(please see Billing procedures for in-patients,
pp. 203-204).
NURSING ATTENDANT 12. Ensures that all equipment/items previously issued
to the patient have been returned.
PATIENT/COMPANION 13. Presents duly accomplished CC and official receipt to
the Ward Nurse.
63
WARD NURSE 14. Discharges patient.
15. Cancels name of patient in the diet list and
patient’sdirectory both in the ward and Information
Unit.
16. Informs Dietary Service of the discharged patients.
17. Returns CC to the patient to be presented to
thedesignated hospital staff as pass.
64
CHART NO. 24: DISPOSITION OF PATIENT: DISCHARGE
65
ATTENDING WARD NURSE NURSING PHARMACIST MEDICAL PATIENT
67
ATTENDING WARD NURSE NURSING PHARMACIST MEDICAL PATIENT
PHYSICIAN ATTENDANT SOCIAL WORKER
Advises Refers
Requests
patient/ request to HAMA
relative on attending
implications physician
and
consequences
of HAMA Counsels
patient about
the
consequences
Indicates of HAMA &
HAMA on coordinates
patient’s with the
chart & refers attending
patient to Fills up HAMA physician &
MSS for form and ward nurse
counseling requests
patient/relative Signs HAMA
to sign form
Gives back CC to
be presented to
the designated
hospital staff as
pass
68
PHYSICIAN 1. Writes discharge orders and forwards them to the
Ward Nurse.
WARD NURSE 2. Checks patient’s record for the physician’s
dischargeinstructions.
3. Prepares three copies of the Clearance
Certificate[Form no. 23].
4. Instructs patient/companion to secure clearance
withthe other units concerned, namely, Radiology,
Laboratory, Pharmacy and Central Supply Room
(CSR).
REVENUE CENTER STAFF 5. Checks for unbilled charges.
6. Prepares charge slips for unbilled accounts,
writesthe amount on the CC, and attaches the
charge slips [Form no. 4] on the clearance
certificate.
7. Initials in appropriate space of the CC and
instructspatient to proceed to the Billing Section.
BILLING SECTION 8. Checks patient’s jacket [Form no. 48] and
preparesStatement of Account [Form no. 49]
according to MSS classification.
9. Initials the CC and instructs patient/companion
topay to the Cashier. If patient cannot pay,
instructs patient to go to MSS.
MEDICAL SOCIAL WORKER 10. Re-evaluates patient and sources out funds to
cover hospital expenses.
11. Refers patient back to the Billing Section.
BILLING 12. Bills patient and instructs patient to proceed to the
Cashier.
CASHIER 13. Receives payment and indicates official
receiptnumber in the CC.
14. Issues official receipt to the patient/companion and
signs CC.
15. Instructs patient/companion to forward CC to
theWard Nurse.
NURSING ATTENDANT 16. Checks if all equipment/items previously issued to
patient have been returned.
WARD NURSE 17. Checks if CC have been properly accomplished.
18. Signs in appropriate space.
19. Gives final instructions to patients/relatives
regardinghome care, medication, and check-up
schedule.
20. Issues the CC to the patient/companion.
69
CHART NO. 26: DISPOSITION OF PATIENT: ISSUANCE OF CLEARANCE CERTIFICATE
PHYSICIAN WARD NURSE NURSING REVENUE CENTER BILLING CASHIER MEDICAL SOCIAL
ATTENDANT STAFF SECTION WORKER
Writes discharge
orders and
forwards them
to the Ward
Nurse
Checks unbilled
Bills patient and
charges, prepares Re-evaluates
instructs patient NO
Checks patient’s record for charge slips for unbilled Able to patient and
to go to the
discharge instructions and accounts, writes the pay? sources out
physician’s signature Cashier
amount on the CC and funds
attaches the charge
slips on the CC
YES
Prepares three copies of CC &
instructs patient/
companion to secure Initials in appropriate Receives
clearance with the other units space of the CC and payment and
concerned instructs patient to indicates official
proceed to the Billing receipt number
Section in the CC &
Checks if Clearance Certificate Checks if all gives OR and
have been properly equipment/ CC to the
accomplished items patient/
previously companion and
issued to signs CC
patient have
Signs in appropriate space been returned
72
SENIOR HOUSE NURSE ON DUTY WARD
OFFICER
CHART NO. 27: MSW PHYSICIAN ON DUTY NURSING UTILITY ATTENDANT WORKER
DISPOSITION OF
CADAVER:
PREPARATION OF
CADAVER IN THE
2. Receiving in the morgue
Responsibility Action
MORGUE ATTENDANT 1. Receives cadaver with the Death Certificate [Form
no. 50] and medical records, and logs receipt in the
register.
2. Files and maintains the confidentiality of the
medicalrecords in the appropriate area.
3. Keeps and maintains cadaver until it is claimed.
CHART NO. 28: DISPOSITION OF CADAVER: RECEIVING IN THE MORGUE
MORGUE ATTENDANT
74
3. Release of cadaver to the claimant
Responsibility Action
CLAIMANT 1. Requests for release papers (Disposition of the
cadaver) [Form no. 51] at the Information Unit.
INFORMATION CLERK 2. Interviews claimant to establish identity
(claimantmust be next of kin or executor/guardian).
3. Gives release documents to the claimant and
directshim/her to see the Morgue Attendant.
CLAIMANT 4. Presents the release paper to the Morgue Attendant.
MORGUE ATTENDANT 5. Receives notice of release of cadaver from
theclaimant.
6. Ensures that claimant has appropriate vehicle to
transport the cadaver.
7. Releases cadaver to the claimant and indicates in
thelogbook the date and time of release, the name
of the claimant, and ensures that no hospital
property is carried with the cadaver (e.g., hospital
linen).
8. Asks claimant to sign over his/her printed
ortypewritten name.
CLAIMANT 9. Receives cadaver and countersigns in the logbook.
MORGUE ATTENDANT 10. Forwards release documents, Death Certificate and
medical records to the Medical Records Service
(MRS). If after office hours, forwards these
documents to the Information Unit.
INFORMATION CLERK 11. Forwards medical records and other documents to
the Medical Records Unit.
RECORDS CLERK 12. Files all documents.
CHART NO. 29: DISPOSITION OF PATIENT: RELEASE OF CADAVER TO THE
CLAIMANT
75
4. Conducting autopsy examination (when applicable)
Responsibility Action
76
ATTENDING PHYSICIAN 1. Requests the family for an autopsy examination
of the deceased and explains the need for such
examination.
WARD NURSE 2. Prepares and secures consent of the
patient’srelative for autopsy examination [Form no.
52].
77
CHART NO. 30: DISPOSITION OF CADAVER: CONDUCTING AUTOPSY EXAMINATION
ATTENDING PATHOLOGIST WARD NURSE LABORATORY MORGUE AUTOPSY RECORDS STAFF ATTENDANT
ATTENDANT CLERK
Takes
Endorses consent Informs cadaver to
and request to the pathologist the autopsy
laboratory room
Performs autopsy
of the cadaver
Prepares autopsy
report
Forwards report to
Explains autopsy attending physician
report to the Endorses cadaver
family of the
to the morgue
deceased
Attaches the
Forwards autopsy autopsy report
result to Medical on patient’s
Records Service medical records
69
LABORATORY PROCEDURES
1. Laboratory examination for OPD Patient
Responsibility Action
LABORATORY STAFF 1. Receives request(s) [Form no. 2],
acceptsspecimen(s), and records them in the
logbook.
2. Sorts out request(s) as to Stat, Referral or
SpecialProcedure:
a. For stat request/s - locates patient for specimen
collection.
b. For referral to other facilities - notifies Attending
Physician, patient, or relatives.
c. For special procedure/s - notifies Attending
Physician, instructs patient or relatives and
schedules specimen collection.
d. For referral from other facilities,
reviewsrequirements.
MEDICAL TECHNOLOGIST 3. Performs requested laboratory procedure(s)
andreads result(s).
4. Types or writes result(s) in an official
laboratoryresult form and signs in the result form.
LABORATORY HEAD 5. Reviews laboratory result/s and signs on the result
form.
NOTE: If repeat or additional examination is needed,
notifies Attending Physician, instructs patient or relatives
and schedules specimen collection.
LABORATORY STAFF/ 6. Records the result(s) and files the request.
MEDICAL TECHNOLOGIST 7. Prepares charge slip [Form no. 4]:
a. If pay patient, instructs him/her to proceed to
theCashier.
b. If patient cannot pay, instructs him/her toproceed
to the Medical Social Worker for classification.
8. Enters transaction in the Income Proof Sheet (IPS)
[Form no. 55].
84
PHYSICIAN/ LABORATORY MEDICAL LABORATORY
ER NURSE HEAD TECHNOLOGIST STAFF
Attaches result to
the patient’s
medical records
85
LABORATORY STAFF/ 1. Receives request(s) [Form no. 2],
MEDICAL TECHNOLOGIST acceptsspecimen(s), and records these in the
register.
2. Sorts out request(s) as to Routine/Stat/Referral
orSpecial Procedure:
a. For routine request(s) - schedules specimen
collection and notifies the Nurse.
b. For stat request(s) - locates patient for
specimen collection.
c. For referral - notifies Attending Physician,
patient, or relatives.
d. For Special Procedure(s) - notifies Attending
Physician or Ward Nurse and gives instructions
for any special preparation prior to specimen
collection.
MEDICAL TECHNOLOGIST 3. Performs requested laboratory procedure(s)
andreads result(s).
4. Types or writes result(s) in an official laboratory
result form and signs the same.
LABORATORY HEAD 5. Reviews laboratory result(s) and signs on the result
form.
NOTE: If repeat or additional examination is needed,
notifies Attending Physician or Ward Nurse and
schedules another specimen collection.
LABORATORY STAFF/ 6. Records result(s) and files requests.
MEDICAL TECHNOLOGIST 7. Prepares two copies of the charge slip [Form no.
4],submits the first copy to the Billing Section and
retains/files the second copy (please see Billing
procedures, pp. 201-202).
8. Enters transaction in the IPS [Form no. 55].
BILLING SECTION 9. Posts laboratory charges to in-patients’ ledger card
and files charge slip [Form no. 4] in the patient’s
jacket [Form no. 48].
LABORATORY STAFF 10. Submits official laboratory result(s) to the Attending
Physician or Ward Nurse.
ATTENDING PHYSICIAN/ 11. Accepts results and signs laboratory
WARD NURSE releasinglogbook.
12. Attaches result in the patient’s medical records.
13. If patient has already been discharged, forwards
laboratory result to the Medical Records Section
(MRS).
MEDICAL RECORDS 14. Attaches results to the patient’s medical records.
SERVICE
86
CHART NO. 33: LABORATORY PROCEDURES: LABORATORY EXAMINATION FORIN-PATIENTS
Receives request(s),
accepts specimen(s)
and records them in
Reviews laboratory
the register
result/s and signs the
result form
Attaches
result to
the
patient’s
record
79
4.2. Release of donor’s blood
Responsibility Action
LABORATORY STAFF/ 1. Receives request for blood [Form no. 58 for Adultand
MEDICAL TECHNOLOGIST Form no. 59 for Pediatric patient].
2. Retrieves second copy of cross-matching result from
the file for validation.
3. Gets corresponding blood unit from the storage.
4. Reviews compatibility of data on both blood unit and
cross-matching result form.
5. Inspects whether the physical characteristics of the
blood units are suitable for transfusion.
6. Releases/issues compatible blood units.
7. Gives instructions to the receiving staff on the
properhandling and transport of blood units.
NURSING ATTENDANT 8. Signs the Blood Bank releasing logbook.
(NA)/WARD NURSE 9. Notifies the Attending Physician of the receipt of
blood unit(s).
Receives request for blood Signs the Blood Bank releasing logbook
80
4.3. Blood transfusion procedures
Responsibility Action
NURSING ATTENDANT 1. Prepares blood transfusion set.
(NA)/WARD NURSE 2. Notifies patient or relatives about the transfusion.
3. Secures consent from the patient agreeing to a blood
transfusion [Form no. 24].
4. If patient does not give consent, asks him/her
(orrepresentative) to sign on the Refusal to Permit
Blood Transfusion Form [Form no. 60].
ATTENDING PHYSICIAN 5. Reviews compatibility of data in both blood unit
andcross-matching result form.
6. Inspects blood units for physical characteristics to
ensure that it is suitable for blood transfusion.
7. Initiates/performs blood transfusion on the patient.
8. Closely monitors patient for the first 15 to 30 minutes
for any untoward reactions to the transfusion.
Notifies patient or relatives about the blood transfusion & secures consent
for the same
Reactions NO
occurred?
YES
Stops transfusion
immediately, notifies the
Institutes appropriate actions
physician, gets vital signs
immediately
and notes reaction in
patient’s record
Records
transfusion in the
patient’s medical
records
82
5. Histopath examination
Responsibility Action
SURGEON/RESIDENT 1. Writes order in the patient’s record.
PHYSICIAN 2. Notifies Resident Physician/Nurse.
3. Transcribes and signs order in a
Histopathologyrequest form [Form no. 62].
NURSE/OR STAFF 4. Places specimen in a suitable container with 10%
formalin, and labels the container properly.
5. Endorses request form(s) and/or specimen(s)
tothe laboratory.
LABORATORY STAFF 6. Receives request(s), accepts specimen(s), and
records these in the logbook.
NOTE: If laboratory is not capable of doing
histopath procedure, specimen is for “Referral”
(please see Referral procedures, pp. 54-55).
PATHOLOGIST 7. Performs gross examination on the specimen.
LABORATORY STAFF 8. Assists the Pathologist in performing the histopath
examination.
9. Writes down gross description of the
surgicalspecimen.
10. Processes the specimen (blocking, cutting,
staining,and mounting).
11. Refers specimen for reading/interpretation.
PATHOLOGIST 12. Performs microscopic examination on the
processed specimen.
LABORATORY STAFF 13. Types/transcribes two copies of the
surgical/histopathology report in an official result
form (original copy to be attached to the
patient’s record and the duplicate copy for file)
[Form no.
63].
PATHOLOGIST 14. Reviews and signs official histopath report.
MEDICAL TECHNOLOGIST 15. Records result and files request.
16. Prepares two copies of the charge slip [Form no.
4] submits the original copy to the Billing Section
(please see Billing Procedures, pp. 203-
204) and attaches the second copy to the result
form.
17. Enters transaction in the IPS [Form no. 55].
BILLING SECTION 18. Files charge slip in the patient’s jacket [Form no.
48].
LABORATORY STAFF 19. Submits official laboratory result to the Attending
Physician or Ward Nurse.
20. If referral is from other facilities, gives result
topatient/relative.
AUTHORIZED STAFF 21. Accepts results and signs laboratory
releasinglogbook.
22. Attaches result to the patient’s medical records.
83
CHART NO. 37: LABORATORY PROCEDURES: HISTOPATH EXAMINATION
SURGEON RESIDENT PHYSICIAN/ PATHOLOGIST LABORATORY MEDICAL BILLING AUTHORIZED PATIENT/
NURSE/OR STAFF STAFF TECHNOLOGIST STAFF STAFF RELATIVE
Transcribes
histopathology
report Enters
transaction in Files
the IPS charge
Reviews and signs
slip in the
official Histopath report
patient’s
Submits official jacket
result to physician Accepts results and signs
or nurse. If referral laboratory releasing
from other hospital, logbook
submits result to
the patient/relative
Attaches
result to
patient’s
record
84
6. Screening of volunteer blood donors
Responsibility Action
NURSING ATTENDANT 1. Welcomes potential blood donors.
BLOOD DONORS 2. Registers or fills-in Blood Donor Registration
Form/Record [Form no. 64].
MEDICAL TECHNOLOGIST 3. Interviews blood donors, takes vital signs and
medicalhistory.
4. Notifies Medical Officer for physical examination
andpre-donation counseling.
MEDICAL OFFICER 5. Decides whether potential donor is suitable/acceptable
for blood donation or not.
a. If suitable/accepted for blood donation,
securesdonor’s consent.
b. If deferred, provides counseling.
6. Signs donor record form [Form no. 64].
BLOOD BANK STAFF/ 7. Prepares materials for blood collection.
MEDICAL TECHNOLOGIST 8. Performs phlebotomy/blood collection.
9. Monitors blood donor for 15 to 30 minutes during and
after blood collection.
10. Provides post-donation counseling and post-donation
care.
11. Labels blood bags/units appropriately.
12. Refers blood bags to other blood service facilities
forblood testing of five transmissible diseases
(hepatitis B, syphilis, malaria, HIV infection/AIDS and
hepatitis C).
85
CHART NO. 38: LABORATORY PROCEDURES: SCREENING OF VOLUNTEER BLOOD
DONORS
MEDICAL BLOOD BANK MEDICAL NURSE NURSING BLOOD
OFFICER STAFF TECHNOLOGIST ATTENDANT DONORS
Welcomes Fills-in
potential Blood
blood Donor
donors Registration
Decides whether Interviews blood Form/
donor is suitable / donors, gets vital signs Record
acceptable for and medical history
blood donation or
not
a.If accepted
for blood Notifies Medical Officer
donation, for physical examination
secures and pre-donation
consent. counseling
b. If deferred,
provides
counseling
86
RADIOLOGY PROCEDURES
1. Conducting radiographic examinations for OPD patients
Responsibility Action
OPD PHYSICIAN 1. Prepares and signs request for examination [Form
no. 22].
OPD NURSE/NURSING 2. Instructs the patient to proceed to the x-ray room
ATTENDANT for the examination.
PATIENT 3. Presents request to the x-ray Clerk/Radiologic
Technologist.
RADIOLOGIC 4. Receives request and records it in the logbook.
TECHNOLOGIST 5. If patient requires special procedures, schedules
patient for examination:
5.1. Indicates in the registry card the date
thepatient is scheduled to return for the
special procedures.
5.2. Gives advice on the required preparations.
5.3. Notifies Radiologist about the scheduled
special procedure.
6. If patient is for routine x-ray procedure:
6.1. Enters patient’s name, procedure, and
otherdata on the x-ray register.
7. Prepares charge slip [Form no. 4]:
a. If pay patient, instructs him/her to proceed to
theCashier.
b. If patient cannot pay, instructs him/her to
proceed to the Medical Social Worker for
classification.
MEDICAL SOCIAL WORKER 8. Evaluates and classifies patient, and issues
Indigency Certification [Form no. 56] to fully
indigent patients (please see Medical Social
Service procedures, pp. 100-101).
CASHIER 9. Receives payment and issues official receipt.
RADIOLOGIC 10. Performs specified examination(s).
TECHNOLOGIST
NOTE: The requesting physician may make the initial
reading of the radiograph, to be confirmed by the
Radiologist (please see Getting Official Result,
this chapter, pp. 93-94)
87
CHART NO. 39: RADIOGRAPHIC PROCEDURES: RADIOGRAPHIC EXAMINATIONS FOR OPD PATIENTS
OPD PHYSICIAN OPD NURSE NURSING RADIOLOGIC CASHIER MEDICAL PATIENT
ATENDANT TECHNOLOGIST SOCIAL WORKER COMPANION
YES
Enters patient’s name in Evaluates and
the x-ray register classifies
Receives patient and
payment issues
Schedules special certification to
procedure and issues
official fully indigent
receipt patients
Performs examination(s)
and files request(s)
Informs patient of
scheduled release of
result
Releases result
88
2. Conducting radiographic examinations for ER patients
Responsibility Action
PHYSICIAN 1. Prepares and signs request for x-ray examination
[Form no. 22].
NURSE-ON-DUTY 2. Informs X-ray Unit of the examination to be
performed.
ER STAFF 3. Accompanies patient with request on hand to the
xray room.
RADIOLOGIC 4. Performs examination and notifies the ER Physician
TECHNOLOGIST when the radiographs would be available.
5. Prepares two copies of the charge slip [Form no.
4] please see ER procedures # 6.1-6.3, p.
10).
Submits one copy to the billing section and files
the other copy.
6. Enters transaction in the Income Proof Sheet (IPS)
[Form no. 55].
ER PHYSICIAN / 7. Wet reads the radiographs and gives impression of
RADIOLOGIST the findings.
89
CHART NO. 40: RADIOGRAPHIC PROCEDURES:
RADIOGRAPHIC EXAMINATIONS FOR ER PATIENTS
ER PHYSICIANRADIOLOGIST NURSE ER RADIOLOGIC STAFF TECHNOLOGIST
Enters
transaction in
the Income
Proof Sheet
90
3. Conducting radiographic examinations for in-patients
Responsibility Action
PHYSICIAN 1. Prepares and signs request for x-ray [Form no. 22].
WARD NURSE 2. Coordinates with the X-ray Unit for scheduling.
NURSING ATTENDANT 3. Records request on the logbook.
(NA)
RADIOLOGIC 4. Logs request on the X-ray room register.
TECHNOLOGIST 5. Notifies Ward Nurse of the patient’s schedule and
gives advice on the necessary preparations for
special radiological procedures using contrast
agent.
WARD NURSE 6. Notifies Physician about the schedule and lists
preparations needed for the special radiographic
examination.
PHYSICIAN 7. Indicates on the patient’s record the preparation
required prior to the scheduled x-ray procedure.
UTILITY 8. Accompanies patient with doctor’s request on hand
WORKER/NURSING
ATTENDANT (NA) to the x-ray unit.
RADIOLOGIC 9. Receives request and records the same on the
TECHNOLOGIST logbook.
10. Performs x-ray examination.
RADIOLOGIST 11. Performs official reading of the radiographic
examination [Form no. 66] (please see
subsection 4, this chapter, pp. 93-94).
RADIOLOGIC 12. Forwards result to the Ward Nurse.
TECHNOLOGIST 13. Accomplishes IPS [Form no. 55] and prepares
charge slip [Form no. 4] and forwards the same to
the Billing Section.
BILLING STAFF 14. Inserts charge slip in the patient’s jacket [Form
no. 48] (please see Billing Procedures, pp.
203204).
WARD NURSE 15. Attaches result to the patient’s record and forwards
Or informs the same to the Physician.
91
CHART NO. 41: RADIOGRAPHIC PROCEDURES: RADIOGRAPHIC EXAMINATIONS FOR IN-PATIENTS
PHYSICIAN RADIOLOGIST WARD NURSE RADIOLOGIC NURSING UTILITY TECHNOLOGIST ATENDANT WORKER
Writes on the
patient’s chart the Notifies ward nurse of the
preparation patient’s schedule
required prior to
scheduled x-ray Takes
procedure Notifies NO doctor’s
physician about Special request and
the schedule procedures? patient to
and list of the x-ray
preparations unit
required YES
• Attaches original to
patient’s MR
• Files second copy
• Gives third cop y to the
patient (if requested)
94
5. Performing ultrasonography
Responsibility Action
REQUESTING/ATTENDING 1. Prepares and signs request for ultrasonography
PHYSICIAN [Form no. 22].
NURSING ATTENDANT/ 2. Brings accomplished request form to the Radiology
NURSE Unit.
RADIOLOGIC 3. Receives, records, and files request.
TECHNOLOGIST 4. For OPD/In-patient:
4.1 Schedules the date/time of ultrasound
procedure.
4.2 Gives advice on preparations prior to the
procedure.
4.3 Notifies Ultrasonologist regarding the
schedule.
4.4 For OPD patient: advises patient to return
on scheduled date and time of the
ultrasonography.
4.5 For in-patient: Accompanies patient to the
ultrasonography room.
ULTRASONOLOGIST 5. Prepares patient and performs the procedure.
6. Reads and interprets the results.
RADIOLOGIC 7. Types results and submits the same to the
TECHNOLOGIST Ultrasonologist.
ULTRASONOLOGIST 8. Reviews and signs the official ultrasonography result
[Form no. 65].
RADIOLOGIC 9. Files results and sends the same to the ward or to
TECHNOLOGIST the requesting Physician.
10. Prepares and forwards charge slip [Form no. 4]
tothe Billing Section.
11. Enters transaction in the IPS [Form no. 55].
BILLING STAFF 12. Receives charge slips and bills patient (please see
Billing Procedures, p. 201-204).
95
CHART NO. 43: RADIOLOGIC PROCEDURES: PERFORMING ULTRASONOGRAPHY
ATTENDI
NG ULTRAS
PHYSICIAN TECHNOLOGIST ATTENDANT
Schedules the
procedure, gives
advice on the
preparations prior to
the procedure
Notifies the
Ultrasonologist
NO
In patient?
YES
Brings patient to
Prepares patient ultrasonography
and performs the room
procedure
Advises patient to
come back on
schedule of
Reads and interprets ultrasound
the results
Types results,
sends it t o the
ward or to the
requesting
physician, and files
a copy
Prepares and
forwards charge
slip to the Billing
Section, and
records in IPS
96
PART II
• MEDICAL SOCIAL SERVICE
• PHARMACY SERVICE
• DIETARY SERVICE
• MEDICAL RECORDS SERVICE • ADMINISTRATIVE
SERVICE
97
Eligible for NO
assistance
YES
Evaluates outcome of
intervention
NO Were the
goals
achieved?
YES
Termination
99
2. Classification of out-patient
Responsibility Action
OPD NURSE/M.D. 1. Prepares referral [Form no. 2] and forwards the same
to the Medical Social Service (MSS).
MEDICAL SOCIAL WORKER 2. Facilitates contract signing [Form no. 66].
(MSW) 3. Evaluates and classifies the referred patient using
thehospital approved protocol based on Administrative
Order No. 51-A, s. 2001 or other issuance as guide for
classifying patients.
4. Registers new patient in the general logbook.
4.1. If patient is not covered by the hospital-
approved protocol, makes appropriate
recommendation to the Chief of Hospital
(COH).
CHIEF OF HOSPITAL 4.2. Receives and/or approves recommendation.
4.3. Informs MSW of the approved action.
MEDICAL SOCIAL WORKER 5. Informs patient and/or relative of the
approvedaction.
6. Issues or revalidates service card [Form no. 67]. 7.
Stamps charge slip (Form no. 4) with classification
and indicates discount.
PATIENT/RELATIVE 8. Brings charge slip to the Cashier.
CASHIER 9. Receives charge slip and collects payment, if there
is any, and issues an official receipt to the patient
and/or relative.
100
CHART NO. 45: MEDICAL SOCIAL SERVICE: CLASSIFICATION OF OUT-PATIENT
Prepares and
Facilitates contract
forwards to MSS
signing
NO
Evaluates and Is patient covered by
classifies patient hospital-approved
protocol?
Classifies patient
Receives and NO
approves Is patient
Makes appropriate
covered by
recommendation recommendation protocol?
YES
Informs MSW of
approved
Informs the patient/family and
recommendation ER staff of the approved
action
Assumes
responsibility
Makes proper endorsement to for patient’s
different services concerned hospitalization
Files documents
4. Classification of in-patient
Responsibility Action
ADMITTING UNIT 1. Forwards list of admitted patient to MSS.
STAFF/DESIGNATE 2. Forwards Clinical Cover Sheet (CCS) [Form no. 14] to
MSS.
MEDICAL SOCIAL WORKER 3. Determines if patient is “new” or “old”.
a. If patient is “new”, facilitates signing of
contract[Form no. 66] and conducts intake
interview using Intake Sheet [Form no. 68].
b. If “old” patient, retrieves and updates record.
4. Classifies patient according to hospital-approved
protocol which is based on A.O. No. 51-A, s. 2001
(or other issuance) and indicates classification on
the CCS.
5. Accomplishes assessment and referral report (Form
no. 69) and forwards it to the Billing Section.
6. Provides patient/relative orientation on the
following:
• Hospital policies
• Available social services
• Scope and limitations of hospital
assistance 7. Registers new patient in the
general logbook.
7.1. If patient is not covered by the
hospital- approved protocol, make
appropriate recommendation to the
COH.
CHIEF OF HOSPITAL 7.2. Reviews and approves recommendation.
7.3. Informs MSW of the approved action.
MEDICAL SOCIAL WORKER 8. Issues or revalidates service card.
PATIENT/RELATIVE 9. Returns CCS to the admitting unit staff.
CHART NO. 47: MEDICAL SOCIAL SERVICE: CLASSIFICATION OF IN-PATIENT
Is patient
new?
NO YES
Makes
appropriate NO Is patient
recommendation covered by
to COH hospital
protocol?
Reviews and
approves YES
recommendation
Returns CCS
Issues or revalidates to the
Admitting
Informs MSW of
Unit staff
approved action
5. Social casework process for hospital patients
Responsibility Action
PATIENT/RELATIVE 1. Applies for assistance.
ATTENDING 2. Refers patient to the MSS.
PHYSICIAN/NURSE/OTHER
HEALTH PROFESSIONALS NOTE: Fills up MSS referral slip [Form 70], and
forwards/sends the same to the MSS.
MEDICAL SOCIAL WORKER 3. Identifies patient as high risk needing social work
services.
4. Identifies presenting problems.
5. Confers with Attending Physician or Nurse about the
medical/health condition and status of the patient.
6. Gathers information, analyzes them, including an
estimate of the client’s coping strength and limitations
at the present time and the inter-relationship of
medical/health status and social situation.
6.1. Establishes rapport.
6.2. Schedules a series of interviews with
patient/family.
6.3. Interviews patient /family members.
MEDICAL SOCIAL WORKER 7. Conducts intervention planning:
AND PATIENT/RELATIVE 7.1. Sets mutual goals.
7.2. Identifies specific tasks for the MSW, patient/or
other health professional.
8. Implements the plan:
8.1. Selects appropriate social services (concrete
services, networking, home visitation).
8.2. Uses clinical social work techniques (counseling,
behavioral contracting, etc.).
MEDICAL SOCIAL WORKER 9. Prepares profile [Form no. 71] or progress notes
[Form no. 72] and inserts these in the patient’s
medical record for ready reference by referring
physician and other members of the health team.
Succeeding activities should be entered in the
progress notes accordingly.
10. Collaborates with other health professionals.
MEDICAL SOCIAL WORKER/ 11. Continues engagement.
PATIENT/OTHER HEALTH 11.1. Interaction of MSW, patient and/or other health
PROFESSIONALS professional aimed toward goal achievement. 11.2.
Ongoing monitoring, assessment and
reassessment.
MEDICAL SOCIAL WORKER/ 12. Evaluates on the basis of the following:
PATIENT a. If goals are being achieved, terminates the care.
b. If not, plans and implements alternative activities.
c. Terminates service after successful intervention.
CHART NO. 48: MEDICAL SOCIAL SERVICE: SOCIAL CASEWORK PROCESS
FOR HOSPITAL PATIENTS
MEDICAL SOCIAL PATIENTS
WORKER
Implements plan
NO
Were the goals achieved?
YES
Termination
NO
Classifies patient
Establishes continuing
working relationship with
referring agency
Documents casework
proceedings
Provides feedback to
COH/AO and referring
agency about actions
taken
7. Discharge planning
Responsibility Action
BILLING STAFF 1. Provides periodic update of patient’s bill.
MEDICAL SOCIAL 2. Orients the patient/relative about their bill
WORKER andcoverage of MSS assistance.
3. Motivates family to prepare counterpart/share.
4. Identifies other problems that may delay patient’s
discharge.
5. If patient manifests difficulty in paying their
counterpart:
5.1. Recommends for additional discount to the COH.
5.2. Recommends for provision of funds fromsponsor.
Patient NO
manifests
difficulty in
paying?
YES
Recommends additional
discount to the COH
Approves recommendation
Gives donations or
Compiles listing of
assistance
community resources
Provides informal or
formal recognition
Establishes ongoing
linkages
Assigns
appropriate
service for
safekeeping
of donations
Consolidates report of
such activities into the
statistical report
Reviews and
approves Makes proposal for community outreach
program
proposal
NO Were goals
achieved?
YES
Documents activities
11. Management of victims of abuse
Responsibility Action
PHYSICIAN 1. Investigates all cases that indicate possible abuse.
2. Provides the necessary treatment.
3. Once the existence of abuse is established,
referspatient to the MSW.
MEDICAL SOCIAL WORKER 4. Conducts data gathering while providing safety
andcomfort to the victim.
5. Establishes a relationship with the victim.
6. Provides information and practical assistance to the
victim.
7. Reports the abuse to the municipal
socialworker/Department of Social Welfare and
Development (DSWD).
Maintains coordination
MS service
Files documentation
Refers all
abandoned and Conducts data gathering
neglected children
to the MSW
Prepares documentation
MEDICAL SOCIAL
WORKER
13. Management of elderly patients
Responsibility Action
PHYSICIAN 1. Evaluates elderly patient and provides necessary
treatment.
2. Refers elderly patient to the MSS.
MEDICAL SOCIAL WORKER 3. Prioritizes patient for intervention.
4. Conducts intake to:
• Determine validity of patient’s identification card.
• Assess level of patient’s psychosocial functioning
with special focus on ruling out abuse or neglect
cases.
5. Orients patient on the benefits and limitations of their
entitlement.
a. If found eligible, facilitates necessary treatments.
b. If found not eligible, gives 20% discount
andprovides counseling.
c. If patient is a Philippine Health
InsuranceCorporation (PHIC or PhilHealth)
member or dependent, refers patient to the
Billing/PhilHealth Section.
6. Provides appropriate social work intervention.
7. Documents and reports all services rendered to the
senior citizens and furnishes a copy to the COH and
the National Center for Health Facility Development
(NCHFD) - MSW adviser for consolidation and
feedback to the Office of Senior Citizen’s Affairs
(OSCA).
NO Is patient
eligible?
YES
NO Philhealth
member/
dependent?
y Action
7. Consolidates drug and medicine requirements
indicating therapeutic classifications, drugs in
generic nomenclature with complete specifications,
quantity and estimated cost.
8. Forwards consolidated list to the PTC chairman
forendorsement and recommendation to the Chief of
Hospital (COH).
9. Recommends approval of list and forwards this to the
COH.
10. Approves list and forwards the same to the Supply
Officer.
11. Prepares official Annual Procurement Plan (APP)
[Form no. 77] for drugs and medicines and submits
the same to the COH for endorsement to the CITY
MAYOR for approval.
124
CHART NO. 57: PHARMACY: SUBMISSION OF REQUIRED DRUGS AND MEDICINES FOR ANNUAL DRUG PROCUREMENT
PLAN
125
2. Regular requisition and procurement of drugs and medicines
Responsibility Action
PHARMACIST 1. Determines stock level and prepares list of
neededdrugs and medicines if stock is below re-
order point.
2. Prepares Supplies Availability Inquiry (SAI) [Form no.
41] and forwards the same to the Accounting
Division.
ACCOUNTANT 3. Receives SAI and determines availability of drugs and
medicines requested and forwards the same to the
Pharmacist.
PHARMACIST 4. If drug(s) and medicine(s) is available, prepares RIS
(Requisition Issue Slip) and forwards the same to the
Property Section.
SUPPLY OFFICER 5. Issues drug(s) and medicine(s) requested according
to the quantity indicated in the RIS.
PHARMACIST 6. If drug(s) and medicine(s) requested is not available,
prepares purchase request (PR).
7. Certifies that drugs requested are listed in the PNDF.
8. Forwards PR to the Administrative Officer (AO) forreview
and initial.
ADMINISTRATIVE OFFICER 9. Receives, reviews, and signs initials in the
requisition portion of the PR, and forwards the
same to the Chief of Medical Professional Staff.
CHIEF OF MEDICAL 10. Receives, reviews, and signs in the requisition
PROFESSIONAL STAFF portion of the PR, and forwards the same to the
COH.
CHIEF OF HOSPITAL 11. Receives, reviews and signs in the approval portion
of the PR, and forwards the same to the Supply
Officer.
SUPPLY OFFICER 12. Receives PR and prepares action documents and
processes them accordingly.
NOTE:As a general rule, reordering point should be at 50% stock level.
126
CHART NO. 58: PHARMACY: REGULAR REQUISITION AND PROCUREMENT OF DRUGS AND MEDICINES
CHIIEF OF CHIEF, MEDICAL ADMIN. PHARMACIST ACCOUNTANT SUPPLY HOSPITAL PROFESSIONAL OFFICER
OFFICER
Determines stock level and
prepares list of needed drugs
and medicines
Receives, reviews
Receives, reviews Receives, and initials PR
and approves PR reviews, and and forwards this
and forwards this signs PR and to the Chief,
to the Supply forwards this to Prepares Supplies Availability Determines
Medical
Officer the COH Inquiry (SAI) and forwards it to availability of
Professional Staff
the Accounting Division drugs/medicines
requested and
forwards it to the
pharmacy
NO
Prepares Purchase Issues drug(s) and
Request (PR), Is the drug / medicine(s) requested
certifies that medicine according to the
drugs are listed in available? quantity indicated in
PNDF, and the RIS.
forwards PR to AO
YES
Prepares Request
Issuance Slip (RIS) and
forwards to property
section
STAFF
127
3. Acceptance of deliveries, storage, and preservation of drugs and medicines
Responsibility Action
SUPPLY OFFICER 1. Receives deliveries in the presence of the
Pharmacist, COA representative, and an Inspection
Committee member of the agency.
CITY INSPECTION 2. Inspects that deliveries conforms to quantity and
COMMITTEE MEMBER AND specifications.
HOSPITAL PHARMACIST 3. Takes random samples and forwards them to the
Bureau of Food and Drugs (BFAD) for testing.
4. Prepares inspection report [Form no. 79],
attachesBFAD test result and forwards these to the
Supply Officer (please see Property and Supply
Procedures, pp. 220 for further steps).
SUPPLY OFFICER 5. Issues drugs and medicines to the Pharmacist.
PHARMACIST 6. Receives drugs and medicines for proper storage,
preservation and records them in the Drug Stock
Card [Form no. 43] and Stock Ledger Card.
CHART NO. 59: PHARMACY: ACCEPTANCE OF DELIVERIES, STORAGE,
AND PRESERVATION OF DRUGS AND MEDICINES
149
Responsibility Action
PHYSICIAN 1. Prescribes generic drugs/medicines needed by the
patient.
NOTE: One drug, one prescription policy is applied.
Quantity of medicines prescribed should be good
for 24 hours only.
NURSING ATTENDANT (NA) 2. Presents prescription signed by the Attending
Physician to the Pharmacist.
PHARMACIST 3. If drugs and medicines are not available, instructs
NAaccordingly.
4. If drugs and medicines are available:
4.1 Fills up prescription with proper label such
aspatient’s name, generic name of the drug,
dosage strength, direction for use and name of
Pharmacist, and dispenses the medicines to the
NA.
4.2 Notes price and asks NA to inform the
patient/client of the cost.
5. Prepares pre-numbered charge slips [Form no. 4] and
forwards them to the Billing Clerk to be included in the
patient’s jacket [Form no. 48].
6. Records drugs and medicines dispensed and
filesprescription. If drug is regulated, records patient’s
name and quantity of drugs dispensed in the Narcotics
Record Book.
NOTE: All prescriptions should be properly
accomplished with patient’s name, ward,
classification, drug in generic nomenclature
and duly signed by a Physician (hospital staff).
150
Note: For dangerous drugs, follow procedures as per the Dangerous Drugs Act and
Generics Act.
CHART NO. 60: PHARMACY: FILLING-UP OF PRESCRIPTIONS FOR IN-PATIENTS
151
Presents prescription signed
Prescribes by the attending physician to
drugs/medicines in the Pharmacist
generics needed by
the patient
Drugs
YES
available?
NO
Instructs Nursing
Aide accordingly
Prepares pre-numbered
charge slips and
forwards them to the
Billing clerk
152
5. Filling up of prescriptions for out-patient
Responsibility Action
PHYSICIAN 1. Prescribes in generic nomenclature the medicines
needed by the patient. One drug, one prescription
policy is applied.
PATIENT/CLIENT 2. Presents prescription duly signed by a Physician to
the Pharmacist.
PHARMACIST 3. If medicine is not available, instructs patient, andinforms
Physician of alternative drugs available in the pharmacy.
4. If medicine is available, prepares charge slips and
instructs the patient/client to pay to the Cashier.
5. If patient cannot afford to pay, refers the patient tothe
MSW.
MEDICAL SOCIAL WORKER 6. Evaluates and classifies patient/client and makes the
necessary recommendation(please see Medical
Social procedures, pp. 100-101 for further
steps).
CASHIER 7. Receives payment and issues official receipt to the
patient/client.
PATIENT/CLIENT 8. Presents official receipt or Indigency Certification
[Form no. 56] and prescription to the pharmacist.
PHARMACIST. 9. Indicates official receipt number or notes
patient’sIndigency Certification on the prescription
and fills up the same.
10. Dispenses medicine to the patient/client with
properlabel.
11. Provides patient counseling on the required dosage
and frequency of medication.
12. Records medicines issued and files the prescription.
13. For indigent patient, records the amount of
themedicine in the Indigency Record Book.
Note: For dangerous drugs, follow procedures as per the Dangerous Drugs Act and Generics
Act.
153
CHART NO. 61: PHARMACY: FILLING UP OF PRESCRIPTIONS FOR OUT-
PATIENT
132
6. Requisition of emergency drugs
Responsibility Action
ER NURSE 1. Informs ER unit head as to stock level of
emergency drugs.
ER UNIT HEAD 2. Prepares listing of drugs including quantity and
(PHYSICIAN) estimated cost and forwards the same to the
Pharmacist.
PHARMACIST 3.
Prepares RIS [Form no. 41] for the purchase of
emergency drugs (please see Property and
Supply Procedures on emergency purchase,
pp.
216-219)
CHART NO. 62: PHARMACY: REQUISITION OF EMERGENCY DRUGS
Chart no.
104
p.215
133
7. Requisition of disinfectants
Responsibility Action
CENTRAL SUPPLY ROOM 1. Checks stock level and availability of supplies.
HEAD
NOTE: For supplies below 50% stock level, instructs
Central Supply Room (CSR) Nurse/Attendant to prepare
requisition.
NURSE/NURSING 2. Prepares request slip [Form no. 42] and forwards the
ATTENDANT/CSR STAFF same to the CSR Head/Chief Nurse.
CSR HEAD/CHIEF NURSE 3. Signs request slip and forwards the same to the
Pharmacist.
PHARMACIST 4. Checks the stock availability of disinfectants.
a. If disinfectant is not available, informs the
ChiefNurse/CSR Head.
b. If disinfectant is available, issues disinfectantwith
proper labeling.
5. Records disinfectant issued and files the request slip.
6. Prepares Pharmacy Monthly Report of Issuance ofDrugs
and Medicines [Form no. 80], and accomplishes
summary Report of Issuance and Balance of Drugs and
Medicines [Form no. 81]
134
CHART NO. 63: PHARMACY: REQUISITION OF DISINFECTANTS
Checks availability of
disinfectant in stock
Disinfectant YES
available
NO
Informs the
Chief
Nurse/CSR
Head
Records disinfectant
issued and files the
request slip
Prepares
pharmacy
monthly report
135
8. Unit Dose Drug Distribution System (UDDDS)
Responsibility Action
PHYSICIAN 1. Prescribes drugs utilizing Physician’s Drug Order (PDO)
sheet [Form no. 82].
WARD NURSE 2. Checks completeness of PDO.
NURSING ATTENDANT 3. Forwards PDO to the Pharmacy.
SENIOR PHARMACIST 4. Transcribes PDO in the individual patient drug profile
(PDP) [Form no. 83].
4.1. Reviews patient census - admissions and
discharges.
4.2. Fills patient drug cassette.
5. Endorses drugs and medicines to the patient/relative in
the presence of the ward nurse.
6. Notifies patient/relative of the availability and non
availability of drugs.
7. Provides patient counseling.
8. Checks for used/unused drugs and medicines. Unused
drugs are deleted from the patient’s drug profile.
9. Prepares charge slips [Form no. 4] and forwards the
same to the Billing Section.
WARD NURSE 10. Administers drugs and medicines to the patient.
158
CHART NO. 64: PHARMACY: UNIT DOSE DRUG DISTRIBUTION SYSTEM
Notifies
patient/relative of
the availability and
non-availability of
drugs
Provides patient
counseling
Checks for
used/unused drugs
and medicines,
unused drugs are
deleted from
patient’s drug profile
Administers
Prepares charge slips
drugs and
medicines to and forwards them to
the patient the Billing Section
159
9. Disposal of expired or damaged drugs and medicines
Responsibility Action
PHARMACIST 1. Conducts drug inventory and separates expired or
damaged drugs and medicines.
2. Notifies Supply Officer.
SUPPLY OFFICER/ 3. Prepares Waste Material Report (WMR) [Form no.
STOREKEEPER/DESIGNATE 84], to include generic nomenclature, specifications,
quantity, and values.
4. Signs and submits WMR to the AO.
ADMINISTRATIVE OFFICER 5. Reviews, verifies, and recommends approval of WMR
to the COH.
CHIEF OF HOSPITAL 6. Approves and signs WMR and forwards it to Supply
Officer/Storekeeper for appropriate action.
SUPPLY OFFICER/ 7. Forwards documents to the General Services Officer
STOREKEEPER/ (GSO).
DESIGNATE NOTE: The processing of disposal of expired or
damaged drugs and medicines are done at the
GSO or GSCH office.
ACCOUNTING DIVISION 8. Forwards WMR and journal voucher for the dropping
of drugs and medicines to the COH.
CHIEF OF HOSPITAL 9. Forwards documents to Supply Officer/Storekeeper.
SUPPLY OFFICER/ 10. Forwards WMR and other documents to the
STOREKEEPER/DESIGNATE Pharmacist.
PHARMACIST 11. Drops from the records the quantity and value of
disposed drugs and medicines.
160
CHART NO. 65: PHARMACY: DISPOSAL OF EXPIRED OR DAMAGED DRUGS AND MEDICINES
HIEF OF ADMINISTRATIVE PHARMACIST SUPPLY OFFICER/ ACCOUNTING
OSPITAL OFFICER STOREKEEPER DIVISION
Conducts drug
inventory and Prepares Waste Material
separates Report (WMR), to
expired or include generic
damaged drugs nomenclature,
and medicines specifications, quantity
and values
161
DIETARY SERVICE
Writes diet
prescription for Informs the Dietary Service on
the patient in the the patient’s admission and
Doctors Order prescribed diet
Sheet
Forwards the
food production
order sheet to
the cook
2. Menu planning
Responsibility Activities
DIETITIAN 1. Prepares cycle menu for the week [Forms no. 90
and 91] based on the existing subsistence policies,
budget, and food seasonability.
2. Submits cycle menu plan to the Administrative
Officer (AO)/Chief of Hospital (COH) for approval.
CHIEF OF 3. Reviews and approves weekly menu plan and
HOSPITAL/ADMINISTRATIVE returns the same to the Dietitian.
OFFICER
DIETITIAN 4. Posts approved cycle menu on the bulletin board for
the guidance of the dietary personnel.
CHART NO. 67: DIETARY SERVICE: MENU PLANNING
163
CHIEF OF HOSPITAL/ DIETITIAN ADMINISTRATIVE OFFICER
164
CHIEF OF ADMINISTRATIVE DIETITIAN ASSIGNED
HOSPITAL OFFICER FOOD BUYER
Checks any left over
foodstuff and food stock
inventory
165
CHART NO. 69: DIETARY SERVICE:
RECEIVING AND STORAGE OF FOOD ITEMS
5. Food preparation
Responsibility Activities
DIETITIAN 1. Determines number of patients and the type of
diet to be served based on the diet list.
2. Determines the equivalent quantity of food to
beprepared or cooked.
3. Instructs the cook/food service worker on
thequantity of food and the menu to be prepared
[Form no. 96] [Form 97] (in case there is a
cafeteria service or special function).
COOK 4. Prepares requisition of all items needed for
cooking [Form no. 98].
COOK/ FOOD SERVICE 5. Prepares and cooks the food for the day.
WORKER
CHART NO. 70: DIETARY SERVICE: FOOD PREPARATION
166
DIETITIAN COOK FOOD SERVICE
WORKER
Determines number
of patients and the
type of diet to be
served based on the
diet list
167
6. Food distribution
Responsibility Activities
DIETITIAN 1. Prepares color-coded diet tags.
FOOD SERVICE WORKER/ 2. Transfers cooked food to the distribution area.
UTILITY WORKER 3. Prepares food tray for dishing out.
DIETITIAN 4. Supervises dishing out and apportioning of
cooked food on the patient trays.
COOK/ FOOD SERVICE 5. Dishes out cooked food items on patients’ trays
WORKER using the diet tags as guide.
FOOD SERVICE WORKER/ 6. Classifies and groups food trays by wards.
UTILITY WORKER 7. Loads dished out trays to the respective
conveyors.
DIETITIAN 8. Checks loaded food trays according to the diet,
orders, or prescriptions of patients in the diet
list.
FOOD SERVICE WORKER 9. Distributes food trays to the patients.
DIETITIAN 10. Conducts ward rounds and supervises the
distribution of food trays.
FOOD SERVICE WORKER 11. After mealtime, collects and returns used food
trays to the Dietary Service.
12. Washes and sanitizes food trays in preparation
forthe next service.
168
CHART NO. 71: DIETARY SERVICE: FOOD DISTRIBUTION
Supervises dishing
out and apportioning
of cooked food on
the patient trays Does the dishing out of cooked food items on
patients’ trays
Conducts ward
rounds and
supervises food tray
distribution
After mealtime,
collects and returns
used food trays to
the Dietary Service
Washes and
sanitizes food trays
for the next service
169
7. Dishwashing, housekeeping and garbage disposal
Responsibility Activities
FOOD SERVICE WORKER 1. Cleans and washes all cooking equipment
andutensils used in food preparation.
2. Cleans the work areas to make it ready for next
use.
3. Mops the floors and cleans the surroundings of the
Dietary premises.
4. Discards garbage daily and cleans receptacles
thoroughly.
5. Keeps garbage cans intact with covers.
DIETITIAN 6. Inspects Dietary premises to check compliance with
dishwashing, housekeeping, and garbage disposal
standards before closing time.
CHART NO. 72: DIETARY SERVICE:
DISHWASHING, HOUSEKEEPING AND GARBAGE DISPOSAL
170
8. Clinical activities monitoring
Responsibility Action
DIETITIAN 1. Makes rounds to supervise food distribution. 2.
Visits patients for diet compliance, food
preferences, acceptance, and conducts health
education.
3. Checks if the diet prescribed conforms to
thediagnosis.
4. Talks with the doctor if diet does not conformto
diagnosis.
5. Prepares therapeutic and special diet.
6. Accomplishes daily subsistence record
ofpersonnel and patients being served.
7. Submits dietary report to the Medical
Recordsfor statistical reports.
8. Submits dietary report to the Administrative
Officer.
171
MEDICAL RECORDS SERVICE PROCEDURES
1. Processing of medical records received for file
Responsibility Action
WARD NURSE 1. Submits Medical Records (MR) of discharged patients
of the previous day with corresponding Floor Census
Report (FCR) [Form no. 99] to the Medical Records
Service (MRS).
MEDICAL RECORDS 2. Checks all medical records received against the list of
OFFICER/MEDICAL discharges as reflected in the daily census report.
RECORDS CLERK 3. Signs duplicate copy of the FCR and returns the
same to the Ward Nurse.
4. Rearranges the records according to the
standardformat.
5. Analyzes data in the patient’s medical
records(please see Analysis of Medical
Records, pp.
155-156).
Acknowledges receipt of
the duplicate copy of FCR
MEDICAL RECORDS OFFICER 13. Compiles statistical data and statistical report.
CHART NO. 75: FLOWCHART OF PROCEDURES:
MEDICAL RECORDS - ANALYSIS OF MEDICAL RECORDS
Compiles statistical
data into Statistical
Report
Prepares record of incomplete
Medical Records
ICD-10 CODER (NURSE II/I)/ 2. Receives and analyzes portions of the medical recordsto
MEDICAL RECORDS OFFICER be coded.
3. Checks completeness of the diagnostic statement.
Forwards
analyzed Receives and analyzes part to be
medical records coded
to the coder
Checks completeness of
Diagnostic statement
MEDICAL MEDICAL
WARD RECORDS RECORDS
Submits duly
Checks hospital Verifies identity of accomplished
number borrower request form
Retrieves medical
records from file
NOTE: The hospital should have a policy regarding borrowing of patients’ records
specifying who are authorized to borrow.
CHART NO. 78: FLOWCHART OF PROCEDURES:
MEDICAL RECORDS - RETRIEVAL OF PATIENT’S RECORDS
FOR AUTHORIZED BORROWERS
ts official receipt
Medical Records
Clerk
Records in the logbook
indicating the official
receipt number
eives certificate
ginal and first Asks requesting party
cate copy) and to sign, and releases
in the logbook the certificate (original
and duplicate)
Checks
mpleteness of
data entry Advises relative to Releases 4 copies Establishes identity
register at LCR to relative & of requesting party
retains one copy
Acknowledges
wards official DC acceptance &
to MRS signs the logbook
Attaches duplicate copy of death
certificate to medical record
Interviews/ident
ify insurance
verifier
Retrieves MR
Determines
whether
information Authenticates
may be patient’s signature
released
Informs attending
physician
YES
Advises Pays fee Receives payment
requesting party
Acknowledges
Records & releases receipt of
COHtocopies to documents
insurance verifier
SUPPLY OFFICER
10. Receives PR and forwards the same to the General
Services Officer (GSO) for procurement (See
Property and Supply Procedures for more
details, p. 212-217)
CHART NO. 84: FLOWCHART OF PROCEDURES:
MEDICAL RECORDS - REQUISITION OF SUPPLIES AND MATERIALS FOR
PURCHASE
Prepares Purchases
Request (PR) for all
requested supplies
Forwards approved PR
to the Supply Officer
Receives PR
and forwards it
to GSO for
procurement
ADMINISTRATIVE SERVICE PROCEDURES
1. Budgeting
Arranges
budget with
the COH and
Unit Heads
Gives instructions on
Budget Call
178
2. Collection for Regular Hospital Financial Transaction
Responsibility Action
COLLECTING CLERK OR 1. Receives cash or check payments.
DESIGNATE 2. Issues official receipt of cash / check payments
topatient.
3. Records the checks received in the logbook.
4. Cash counts collections made until the cut-off
time (3:00 p.m.)
5. Endorses collection to the Cashier for recording
andsafekeeping.
6. Enters official receipts issued during the day in
thecashbook.
CASHIER OR DESIGNATE 7. Prepares and signs daily statement of
collectionsand accountable forms, otherwise
known as City Form (PF) 96A [Form no. 104] for
the following:
• 1 Accounting
• 1 Treasurer Officer
• 1 COA
• 1 File
8. Reconciles and remits cash collection together
with PF 96A and a duplicate copy of the official
receipt.
9. Records amount remitted in the cashbook.
10. Files triplicate copy of the official receipt,
togetherwith the fourth copy of PF 96A.
179
CHART NO 87: ADMINISTRATIVE PROCEDURES: COLLECTION FOR REGULAR HOSPITAL
COLLECTING
CLERK OR
DESIGNATE
TRANSACTION
CASHIER OR DESIGNATE
Receives cash or check
payments
Prepares and signs daily statement
of collections and accountable forms
in 4 copies
180
3. Collection of Reimbursement from Philippine Health Insurance Corporation (PHIC)
Responsibility Action
PHILHEALTH OFFICER 1. Receives checks from the Philippine Health
Insurance Corporation (PHIC or PhilHealth).
2. Forwards PhilHealth check to the Billing Clerk.
BILLING CLERK 3. Checks with the routing slips if claimant was really
a patient of the hospital and reconciles the amount
stated in the claim.
4. Records checks in the logbook for PhilHealth
patients.
5. Records and acknowledges receipt of checks.
6. Forwards checks to the Collecting Officer or
designate.
COLLECTING OFFICER 7. Reviews check payments from PhilHealth.
8. Issues official receipt.
9. Records the checks received in the logbook.
10. Forwards PhilHealth checks pertaining to
professional fees to the COH for endorsement.
CHIEF OF HOSPITAL 11. Endorses checks and returns these to the Collecting
Officer.
COLLECTING OFFICER 12. Enters official receipts issued during the day in the
cashbook.
13. Prepares and signs 4 copies of the Daily Statement
of Collections and Accountable Forms (PF 96A)
[Form no. 104] for the following:
• 1 Accounting
• 1 Treasurer Officer
• 1 COA
• 1 File
14. Reconciles and remits collection together with PF
96A and a duplicate copy of the OR.
15. Records the amount remitted in the cashbook. Files
16. triplicate copy of official receipts, together with
fourth copy of PF 96A.
181
CHART NO. 88: ADMINISTRATIVE PROCEDURES: COLLECTIONS OF REIMBURSEMENT
FROM PHILHEALTH
Records and
acknowledges receipt of
checks
Endorses
checks and
returns to the
Collecting
Clerk Enters official receipts issued during
the day in the cashbook
182
4. Processing of Claims for Payment
Responsibility Action
CLERK 1. Prepares payroll and vouchers, and checks
completeness of supporting papers.
2. Records these in the logbook and forwards payroll
and vouchers to the Bookkeeper.
BOOKKEEPER 3. Prepares ALOBS [Form no. 105].
4. Submits the ALOBS together with the supporting
papers to the Accountant or Designate.
ACCOUNTANT OR 5. Reviews documents. Ensures that computations are
DESIGNATE correct and all supporting papers are complete.
6. Posts on the subsidiary ledger for control and
monitoring purposes.
7. Assigns control number and forwards the payroll
and voucher together with the supporting
documents to the AO.
ADMINISTRATIVE OFFICER 8. Reviews and evaluates the payroll and voucher and
affixes initials.
9. Forwards these to the COH.
CHIEF OF HOSPITAL 10. Signs payroll, voucher, and other supporting
documents, and submits these to the Cityl
Budget Office (CBO) through the Liaison Officer or
Designate.
CITY BUDGET 11. Acts on the payroll, voucher, and other documents
OFFICE and forwards these to the Treasurer’s Office and
other offices for processing.
A. For Payroll
CASHIER OR DESIGNATE 12. Once the payroll is approved, prepares cash
advance check.
13. Forwards to City Accounting, Treasurer’s Office
and other offices concerned for processing.
CITY TREASURER’S 14. Issues checks for cash advance.
OFFICE
CASHIER OR DESIGNATE 15. Encashes checks and pays employees.
B. For Payment to other Creditors
CITY TREASURER’S 16. Prepares and issues checks for payment to
OFFICE creditors.
185
CHART NO. 90: ADMINISTRATIVE PROCEDURES: PROCESSING OF CLAIMS FOR PAYMENT
CITY CITY CHIEF OF ADMINISTRATIVE ACCOUNTANT BOOKEEPER CASHIER CLERK/
TREASURER BUDGET OFFICER HOS PITAL OFFICER DESIGNATE
Reviews Prepares
Acts on the Signs payroll, Reviews and documents ALOBS
payroll, voucher voucher & evaluates the Prepares
and other other payroll and payroll and
documents and supporting voucher, voucher and
forwards these documents affixes initials Post on the Submits the checks
documents to and submits and forwards subsidiary ALOBS completeness
the Treasurer’s to the PBO to COH ledger together with of
Office and other through the the supporting
offices for Liaison Officer supporting papers
processing papers to the
Assigns
Accountant or
control
designate
number and
forwards Records in
documents to the logbook
Once the and forwards
AO
payroll is payroll and
NO YES approved,
For voucher to
prepares cash the
Payroll?
advance Bookkeeper
check
Issues check
for cash
advance
Forwards to
the Prov.
Acctng,
Prepares and Treas. Off. &
issues checks other offices
for payment to concerned for
creditors processing
Encashes check
and pays
employees
186
5. Reports and other documents received for entry in the book of accounts (with
sub-allotment)
Responsibility Action
CLERK 1. Receives reports and other documents to be
recorded in the Book of Accounts.
2. Forwards report to the Bookkeeper.
BOOKKEEPER 3. Enters transactions in the journal voucher /
generaljournal.
4. Posts on the general ledger entries made in
thegeneral journal.
5. Maintains subsidiary ledgers.
CHAPTER 91: ADMINISTRATIVE PROCEDURES: REPORTS AND OTHER
DOCUMENTS
RECEIVED FOR ENTRY IN THE BOOK OF ACCOUNTS
(with sub-allotment)
BOOKEEPER CLERK
Journalizes transactions
in the journal Receives reports and
voucher/general journal other documents to be
recorded in the Book of
Accounts
Maintains
subsidiary ledger
187
6. Preparation of reports (with sub-allotment)
Responsibility Action
BOOKKEEPER / CLERK 1. Prepares trial balance and other financial
reportsrequired by the City Accounting Office
and the Commission on Audit (COA).
2. Verifies accuracy of the footing with the
generalledger.
3. Initials the reports prepared.
4. Forwards reports to the COH.
CHIEF OF HOSPITAL 5. Reviews and signs the documents.
BOOKKEEPER 6. Prepares transmittal letter.
7. Distributes reports to the agencies concerned.
CHART NO 92: ADMINISTRATIVE PROCEDURES: PREPARATION OF REPORTS
(with sub-allotment)
Reviews and
Prepares Trial Balance and
signs the
other financial reports
documents
Prepares
transmittal letter
Distributes reports to
the agencies
concerned
188
7. Request for the release of monthly allotment
Responsibility Action
PREPARATION OF DOCUMENTS IN THE HOSPITAL
BOOKKEEPER / CLERK 1. Prepares Disbursement Voucher (DV) [Form no.
95] based on the Advice of Allotment forwarded by
the CITY Budget Office.
2. Forwards DV to the COH.
CHIEF OF HOSPITAL (COH) 3. Signs DV and forwards the same to the Bookkeeper.
BOOKKEEPER 4. Forwards DV to the CITY Budget Office (PBO).
CITY BUDGET OFFICE
CLERK 5. Receives and controls DV.
6. Forwards DV to the CITY Budget Officer.
CITY BUDGET 7. Signs the DV and forwards the same to the Clerk for
OFFICER release.
CLERK 8. Releases DV to the Bookkeeper.
BOOKKEEPER (HOSPITAL 9. Signs the release logbook.
PERSONNEL) 10. Forwards DV to the CITY Accounting Office for
processing.
CITY ACCOUNTING 11. Receives and enters DV in the logbook.
OFFICE 12. Forwards DV to the Internal Control Unit for
preauditing.
INTERNAL CONTROL UNIT 13. Reviews / pre-audits DV in accordance with the
auditing rules and regulations.
14. Initials DV and forwards the same to the
AccountingClerk for indexing.
15. Writes journal entries in the DV.
BOOKKEEPER 16. Records transaction in the journal and forwards DV
to the Clerk for indexing.
CLERK 17. Indexes and initials DV.
18. Forwards DV to the CITY Accountant.
CITY ACCOUNTANT 19. Signs DV and forwards the same to the
Bookkeeper.
BOOKKEEPER (HOSPITAL) 20. Brings DV to the City Mayor’s Office.
CITY MAYOR’S OFFICE
CLERK 21. Receives and enters DV in the logbook.
22. Forwards DV to the City Mayor or the
CITY Administrator in his absence for approval.
CITY MAYOR 23. Signs DV and forwards the same to the Clerk for
release.
BOOKKEEPER / CLERK 24. Signs the release logbook and forwards DV to the
CITY Treasurer’s Office.
CITY TREASURER’S OFFICE
CLERK 25. Receives and logs-in DV.
26. Forwards DV to another clerk for indexing.
27. Indexes DV and forwards the same to the CITY
Treasurer for approval.
189
Action
28. Signs DV and forwards the same to the Cashier
or
check preparation.
215
AT THE CITY BUDGET OFFICE
217
AT THE CITY TREASURER’S OFFICE
Forwards DV to another
clerk for indexing
194
AT THE CITY ACCOUNTING OFFICE
Journalizes
transactions
Certifies
availability of
funds and
Prepares check and forwards to the
signs those within his AO
authority and
forwards check to the
Signs or COH
countersigns
the check
196
9. Linen and Laundry Procedures
Collects, sorts
and counts
linen
Counts and
tallies the
number of
soiled linen
received with
the collection
logbook
197
9.2 Preparations and Distribution of Clean Linens to Ward
Responsibility Action
LAUNDRY WORKER 1. Forwards clean linens to the linen room.
LINEN PERSONNEL 2. Receives, sorts, counts, and records linens in the
logbook.
3. Segregates torn or damaged linens for repair
orrecycling.
4. Fills out distribution logbook based on the
requestsof the units.
5. Forwards distribution logbook to the Linen Head
forsignature.
LINEN HEAD 6. Reviews and signs distribution logbook.
LINEN PERSONNEL 7. Reports receipt of clean linens by the ward
personnel to the Linen Head and presents
logbook for checking.
LINEN HEAD 8. Checks for accuracy and completeness of recording.
LINEN PERSONNEL 9. Files logbook in the designated area.
198
CHART NO. 96: LINEN AND LAUNDRY: PREPARATION AND
DISTRIBUTION OF CLEAN LINEN TO WARD
Segregates torn or
damaged linen for repair or
recycling
Fills-out distribution
logbook based on the
requests of the units
Receives and
Records repair torn Accomplishes
reparable linen in linen. report of waste
the logbook and materials form and
endorses them to endorses it to the
the concerned
signatories
Sewing/Repair
Room
Records
repaired linen
and endorses
them to the
linen personnel
Chart No.
113, p.
233
LINEN HEAD LINEN
PERSONNEL Prepares list of
SEAMSTRESS/ linen to be
SUPPLY disposed and
sends them to
the Supply
Sorts and
unit for
inspects
Disposal
torn linen
Counts and
segregates
reparable from
irreparable linen
Y
Reparable?
TAILOR UNIT
200
Summarizes the
services rendered for
the day in the Income
Proof Sheet
227
1.2. For in-patients
Responsibility Action
ADMITTING STAFF 1. Notifies Billing Section of admissions for the day.
BILLING 2. Prepares jacket [Form no. 48] and ledger card for
CLERK/DESIGNATE each admitted patient.
REVENUE CENTERS STAFF 3. Submits charge slips [Form no. 4] or notice of
services rendered to the Billing Section.
BILLING CLERK 4. Records and files daily, all charge slips inside
patient’s jacket and ledger card.
PATIENT 5. Upon order of discharge, presents discharge slip to
the Billing Clerk.
BILLING CLERK 6. Retrieves jacket and ledger card and prepares 3
copies of the Statement of Accounts (SA) [Form
no. 49] for patients not covered by Philippine
Health Insurance Corporation (PHIC or PhilHealth),
and 4 copies for patients covered by PHIC or other
insurance company.
a. For Class A (full paying) patients, directs
patientsto the Cashier for payment of bills.
b. For class B to D, refers patient to the MSS
todetermine patient’s share of the
hospitalization cost.
c. For PHIC members/dependent - deducts costs
chargeable against insurance and directs
patients
to the Cashier for payment of remaining balance.
7. Presents SA to the patient or relative for payment
tothe Cashier.
PATIENT 8. Forwards SA to the Cashier and pays the
corresponding fees.
CASHIER 9. Receives payment and issues official receipt to the
patient/companion.
10. Affixes to the SA the official receipt number. SA
shall be distributed as follows:
Pay Patient
1 copy (original) - patient
1 copy - billing
1 copy - accounting
PHIC Patients
1 copy (original) - PHIC
1 copy - patient
1 copy - billing
1 copy - accounting
BILLING CLERK 11. Files duplicate copy of SA.
CHART NO. 99: BILLING PROCEDURES FOR IN-PATIENTS
228
ADMITTING BILLING REVENUE CENTERS CASHIER PATIENT STAFF
CLERK STAFF
Records and
files daily all
charge slips
inside patient’s
jacket and
ledger card
Retrieves jacket
and ledger card
and prepares
the Statement
of Accounts
Forwards
Presents Statement of
Statement of Account to
Accounts to the Cashier and
patient pays
corresponding
fees
Receives payment
and issues official
receipt to the
patient/
companion
Affixes to the
Files duplicate copy of Statement of
Statement of Account Accounts the
official receipt
number
229
PHIC BILLING CLERK 2. Receives and checks if the forms have been signed
by the employer or his/her authorized
representative.
3. Fills-up PHIC Form 1 [Form no. 106] and checks
completeness of the supporting papers by referring
to the PHIC Guidelines.
4. Fills-up PHIC Form 2 [Form no. 107].
5. Prepares SA and certification of medicines issued
and laboratory services rendered and attaches these
to PHIC Form 2.
6. Sends papers to the Attending Physician
forsignature.
ATTENDING PHYSICIAN 7. Fills-up the final diagnosis portion of PHIC Form 2
and indicates the services rendered.
8. Signs and forwards the same to the Billing Clerk.
PHIC BILLING CLERK 9. Prepares transmittal letter with PHIC Form 2 and
other supporting documents to be forwarded to the
Chief of Hospital (COH) or designate for approval.
CHIEF OF HOSPITAL/ 10. Signs PHIC Form 2 and transmittal letter.
DESIGNATE
BILLING CLERK 11. Gets file copy, records it in the logbook and delivers
PHIC Form 2 together with the transmittal letter and
other supporting documents to the addressee.
CHART NO. 100: PROCESSING OF CLAIMS UNDER PHIC
230
CHIEF OF ATTENDING PHIC BILLING PATIENT/
HOSPITAL PHYSICIAN CLERK COMPANION
231
PROCEDURES IN THE PROPERTY AND
SUPPLY OFFICE
1. Preparation of the Annual Procurement Plan (APP)
Responsibility Action
CITY MAYOR 1. Requires Heads of Department or offices to
submit to General Services Officer or Local
Treasurer, procurement plan of their supply
requirement for the ensuing fiscal year.
END-USER/UNIT OR SECTION HEAD 2. Identifies the needs of the unit/section for
the succeeding year.
2.1 Collates requisitions made the
previousyear.
2.2 If there are new activities, makes a
projection on items needed.
3. Sums up supply requirements and adds
10%increment.
4. Submit the list of needed items to the
Supply Officer/Storekeeper/designate stating
the quantity and specifications.
SUPPLY 5. Reviews and collates all data submitted bythe
OFFICER/STOREKEEPER/DESIGNATE different sections/units.
6. Determines the cost based on the latest
purchase price, if price is available.
7. Pro-rates quantity of each item into
quarterly allocation based on previous
consumption.
8. Prepares consolidated draft of the
APP(Form No. 77)
9. Submits draft of APP to the Administrative
Officer (AO).
ADMINISTRATIVE OFFICER 10. Reviews, evaluates, notes and revises,
ifnecessary, the APP based on the proposed
budget.
11. Presents the reviewed and corrected APP to
the different section/unit heads.
END-USER/UNIT OR SECTION HEAD 12. If necessary, revises APP to conform with
the proposed budget, and forwards the
same to the supply
officer/storekeeper/designate.
SUPPLY 13. Finalizes the APP and forwards it to the AO.
OFFICER/STOREKEEPER/DESIGNATE
207
Responsibility Action
ADMINISTRATIVE OFFICER 14. Initials APP and submits the same to the
Chief of Hospital for approval.
232
CHIEF OF HOSPITAL 15. Reviews and approves APP for inclusion
inthe hospital budget proposal.
16. Submits the annual budget together with
the APP to the City Mayor through the Local
Finance Committee or to the General
Services Officer (GSO).
CITY MAYOR 17. Approves the APP for the ensuing year.
CHART NO. 101: PREPARATION OF APP
Requires
department
heads to submit Identifies needs and Reviews and collates Reviews, evaluates Reviews and
procurement submits list data submitted APP based on approves APP for
plan for ensuing proposed budget inclusion in hospital
fiscal year budget proposal
Determines cost
based on latest Presents reviewed & Submits annual
purchase price corrected APP to budget with APP to
diff. unit heads the City Mayor
Prepares
consolidated APP
draft & submits to
AO
209
2. Annu
al Procurement Plan (With Approved Budget)
Responsibility Action
ADMINISTRATIVE OFFICER 1. Forwards to the Supply
Officer/Storekeeper/designate and
EndUsers/Unit/Section Heads the approved
budget ceiling
END-USER/UNIT OR SECTION 2. Revises the APP to conform to the approved
HEADS budget, if necessary, and submits the same to
the Supply Officer/Storekeeper/designate.
SUPPLY OFFICER 3. Consolidates and finalizes the APP and
submits the same to the AO for initial.
ADMINISTRATIVE OFFICER 4. Prepares transmittal letter and initials the
APP, then forwards the same to the COH for
approval.
CHIEF OF HOSPITAL 5. Reviews and signs transmittal letter and
forwards the same to the AO.
AO 6. Submits copies of APP to the Office of the
Mayor for distribution to the GSO and other
offices concerned.
7. Furnishes the Bids and Awards
Committee(BAC) and the sections concerned
with a copy of the approved APP.
235
CHART NO. 102: ANNUAL PROCUREMENT PLAN (With Approved Budget)
Forwards to supply
officer / end-user
the approved
budget ceiling
211
3. Requisition from stock (regular)
Responsibility Action
END-USER/SECTION/UNIT 1. Determines supplies needed and prepares
(SAI) and forwards to Accounting Division
ACCOUNTING DIVISION 2. Verifies stock records, advises requisitioning
unit/end-users.
END-USER 3. Prepares RIS and forwards the same to the
Property/Supply Section.
SUPPLY OFFICER/STOREKEEPER 4. Initials RIS and forwards the same to the AO.
ADMINISTRATIVE OFFICER 5. Reviews and initials RIS then forwards the
same to the COH for approval
CHIEF OF HOSPITAL 6. Reviews and approves RIS for issuance.
SUPPLY OFFICER/STOREKEEPER 7. Issues supplies and materials requested by
section heads/end-users.
END-USERS/UNIT OR SECTION 8. Receives and signs the RIS to acknowledge
HEAD receipt of the supplies and materials.
SUPPLY OFFICER/STOREKEEPER 9. Enters supplies issued on bin and stock
cardsand files the same.
10. Provides the Accounting Division with a copy
of the RIS for the purpose of updating stock
balances.
237
CHART NO. 103: REQUISITION FROM STOCK (Regular)
Determines supplies
needed & prepares
SAI & forwards to
accounting unit
Initials RIS & forwards
Verifies stock records Reviews & initials RIS & Reviews & approves
and advises end-user to AO
forwards to COH RIS for issuance
for approval
Provides
accounting unit
with a copy of RIS
213
4. Purchase of supplies to be carried on stock
Responsibility Action
END-USER/SECTION/UNIT 1. Determines supplies needed and prepares
(SAI) accordingly and forwards the same
to the Accounting Unit
ACCOUNTING DIVISION/UNIT 2. Verifies stock records and advises
requisitioning unit/end-user.
END-USER/UNIT OR SECTION 3. Prepares purchase request for items to be
HEAD procured. Indicate itemized quantity of
supplies or property needed and complete
description as to kind, quality, estimated
cost, and the balance on hand.
SUPPLY OFFICER 4. Attaches Stock Position Sheet for any single
commodity requisition above P1,000.
HEAD OF OFFICE OR 5. Certifies the necessity of the requisition for
DEPARTMENT official use and specifies the project / activity
where the supplies would be used.
LOCAL BUDGET OFFICER/LOCAL 6. Issues Certification for (ALOBS) that
ACCOUNTANT/LOCAL TREASURER appropriation exist and that an estimated
amount / funds has been obligated for the
purpose.
CITY MAYOR 7. Approves requisitions, provided that the
supplies are listed or included in the APP
8. Exercises the function of acquiring all the
CITY GENERAL SERVICES necessary supplies for the
OFFICER city.
239
CHART NO. 104: PURCHASE OF SUPPLIES TO BE CARRIED ON STOCK
END-USER / UNIT /SUPPLY OFFICER / HEAD OF OFFICE LOCAL BUDGET LCE OFFICE
SECTION HEAD STOREKEEPER OR DEPARTMENT OFFICER / OF THE
ACCOUNTANT / GSO
TREASURER
Determines
supplies needed
& prepares &
forwards SAI to Certifies the Issues Approves
accounting unit necessity for Certification for requisitions, Exercises the
Attaches stock official use (ALOBS) of the provided function of
position sheet specifying the existence of that acquiring all
for single project/activity funds supplies are necessary
commodity where the supplies appropriated for listed or supplies
requisitions would be used the purpose included in
above P1,000 the APP
Prepares Purchase
equest and forwards to
supply officer
215
4.1. Requisition through Emergency Purchase
Responsibility Action
END-USER/SECTION/UNIT 1. Determines supplies needed, prepares (SAI)
and forwards the same to the Accounting
Unit
ACCOUNTING DIVISION 2. Verifies if requested items are included in the
approved APP. If not included, requests
enduser to prepare justification why
procurement is of such urgency and prepares
supplemental APP.
3. Verifies stock records and advises
requisitioning unit/end-user
END-USER/SECTION/UNIT 4. Prepares PR with complete specifications and the
attached justification.
ACCOUNTING DIVISION 5. Issues ALOBS and forwards the same to the
AO.
ADMINISTRATIVE OFFICER 6. Evaluates and initials certification and
forwards the same to the COH for
approval.
COH 7. Evaluates and approves certification for
emergency purchase, signs PR and forwards
PR to the Supply Officer.
SUPPLY OFFICER 8. Facilitates procurement of the item(s).
9. Receives items purchased.
INSPECTION COMMITTEE 10. Verifies and inspects items delivered for
MEMBERS conformity to specifications and
reasonableness of prices and
prepares inspection report.
SUPPLY OFFICER 11. Prepares Certificate of Acceptance and RIS.
END-USER 12. Acknowledges receipt of items and signs RIS
and Certificate of Acceptance.
SUPPLY OFFICER 13. Records in the stock card the receipt and
issuance of the supply and files the RIS.
242
CHART NO. 105: REQUISITION THROUGH EMERGENCY PURCHASE
Facilitates
Evaluates and
Determines procurement
initials
supplies needed of the item
certification and Evaluates and
and prepares forwards the approves
(SAI) and same to the certification for
forwards to COH/COH/OIC emergency
Accounting Unit for approval purchase, signs Verifies and
PR and forwards Receives inspects items
to the Supply items delivered for
Officer purchased conformity to
Requests end-user specifications
Prepares PR with and
to prepare complete
justification why reasonableness
specifications and
procurement is of of prices and
the attached
such urgency and prepares
justification
amends APP Prepares inspection
Certificate of report
Acceptance
and RIS
Records the
receipt and
Acknowledges issuance of
receipt of items and
supplies and files
signs RIS and
the RIS
Certificate of 217
Acceptance
4.2. Preparation of report for emergency purchase
Responsibility Action
SUPPLY OFFICER / STOREKEEPER 1. Prepares confirmation report and report of
/ DESIGNATE utilization [Form no. 110] not later than 3
days upon the expiration of the 15 days
from the date of delivery and forward the
same to the end-user.
END USER / UNIT OR SECTION 2. Signs utilization and confirmation reports and
HEADS forwards these documents to the AO.
ADMINISTRATIVE OFFICER 3. Receives and initials confirmation and utilization
reports and forwards these to the
COH.
CHIEF OF HOSPITAL 4. Reviews and signs the reports and forwards
these to the Supply Officer / Storekeeper /
designate.
SUPPLY OFFICER / STOREKEEPER / 5. Forwards approved copy of utilization
DESIGNATE reportto the local Commission on Audit (COA)
and all members of the Committee on
Awards.
6. Attaches a copy on the Disbursement
Voucher[Form no. 95].
244
CHART NO. 106: PREPARATION OF REPORT FOR EMERGENCY PURCHASE
SUPPLY OFFICER / STOREKEEPER END USER / UNIT OR ADMINISTRATIVE OFFICER CHIEF OF HOSPITAL / DESIGNATE
SECTION HEADS
Prepares
confirmation and
utilization reports Signs utilization and Receives and initials Reviews and signs the
and forwards these confirmation reports and confirmation and utilization reports and forwards these
to the end-user forwards these to the AO reports and forwards these to the Supply Officer /
to the COH Storekeeper / designate
Attaches a copy
on the
Disbursement
Voucher
219
5. Delivery, inspection, and acceptance
Responsibility Action
SUPPLY OFFICER 1. Receives and inspects items delivered, as to
quantity, and signs DR.
2. Informs inspection committee of the delivery
INSPECTION COMMITTEE 3. Inspects delivered items in the presence
MEMBERS ofthe Storekeeper for conformity to quantity,
quality, cost, and specifications.
a. Items should be properly marked. For
rejected items, suppliers should be
properly informed in writing.
b. For drugs and medicines,
randomsamples should be taken and
forwarded to the Bureau of Food and
Drugs (BFAD) for testing.
4. Prepares and signs inspection report.
SUPPLY OFFICER / STOREKEEPER / 5. Prepares certificate of acceptance,
DESIGNATE andattaches the same to the inspection
report.
6. Records items received in the Supply
StockCard and Bin Card [Form no. 43].
7. Furnishes the COA / Inspection Committee /
ICU with a copy of the inspection report
within 24 hours upon acceptance by end
user.
246
CHART NO. 107: DELIVERY, INSPECTION, AND ACCEPTANCE
Receives and
Inspects delivered items in Prepares certificate of
inspects items for conformity to quantity, acceptance, and attaches
delivered, and
quality, cost and the same to the inspection
signs DR
specifications report
Informs inspection
committee of the delivery Records items received in
the Supply Stock and Bin
Prepares and signs Cards
inspection report
Furnishes the
COA / Inspection
Committee / ICU
with a copy of the
inspection report
within 24 hours
221
6. Procedures in maintaining a Bin Card and a Stock Card ( for all supplies and
materials)
Responsibility Actions
Supply Officer / Storekeeper / 1. Prepares a Stock Card and Bin Card for
Designate everysupply kept in stock.
2. Indicates in the card the complete description
of the supply including the date of acquisition,
cost of supply, the name of supplier and all
receipts and issuances. (Records all receipts,
issuances and balances on the stock card).
NOTE: The Stock Card and Bin Card is an
instrument to guard against overstocking and
serves as a guide in preparing the APP and the
Inventory Report of Supplies and Materials.
249
CHART NO. 108: PROCEDURES IN MAINTAINING A BIN CARD AND A STOCK CARD ( FOR ALL SUPPLIES AND MATERIALS)
250
7. Procedures in maintaining an equipment ledger card (for all sections handling
supplies and materials)
Responsibility Actions
SUPPLY OFFICER / 1. Prepares equipment ledger card [Form
STOREKEEPER no.111] for each equipment received.
/ DESIGNATE / END-USER 2. Indicates in the card the following:
CONCERNED completedescription of the equipment
including the date of acquisition, property
number, cost of equipment, and to whom
issued.
3. Records all repairs performed and
partsreplaced on the equipment.
NOTE: The equipment ledger card serves as
a guide for the repair of the equipment and
facilitates physical inventory.
251
CHART NO. 109: PROCEDURES IN MAINTAINING AN EQUIPMENT LEDGER CARD (FOR ALL SECTIONS HANDLING SUPPLIES
AND MATERIALS)
252
8. Payment of deliveries
Responsibility Actions
SUPPLY OFFICER 1. Prepares Disbursement Voucher [Form no.
/STOREKEEPER 95] and attaches all pertinent supporting
papers (inspection report, acceptance,
abstract quotation, etc.).
2. Forwards documents to the AO.
ADMINISTRATIVE OFFICER 3. Reviews voucher and affixes initials to
signifypropriety of the transaction.
4. Forwards complete papers to theCOH.
Prepares Disbursement
Voucher [Form no. 95] Reviews voucher and affixes
initials to signify propriety of the Reviews and signs Box
and attaches all
transaction A of the voucher and
pertinent supporting
forwards the same to
papers (inspection
the GSO through the
report, acceptance,
Liaison Officer
abstract quotation, etc.)
254
2
5
5
9.
Inventory
Responsibility Actions
HOSPITAL INVENTORY 1. Conducts annual physical inventory of
COMMITTEE MEMBERS equipment and semi-annual physical inventory
of supplies and materials.
2. Prepares an inventory report [Form no. 112]
and submits the same to the AO for review.
SUPPLY OFFICER / STOREKEEPER 3. Updates Memorandum Receipt (MR) [Form
/ DESIGNATE no. 113], if necessary. (MRs should be
renewed every three years).
4. Compares inventory listing of equipment on
the property cards against the equipment
subsidiary ledger cards.
ADMINISTRATIVE OFFICER 5. Reviews and initials inventory report of
equipment, supplies, and materials, and
forwards the same to the COH for approval.
CHIEF OF HOSPITAL 6. Reviews and approves inventory report and
forwards the same to the Storekeeper for
distribution to the different offices concerned.
STOREKEEPER 7. Distributes copies of the inventory report to
the City Mayor’s Office through the GSO and
to the CITY COA, and keeps a file copy for
record purposes.
256
CHART NO. 111: INVENTORY
Conducts annual
physical inventory Updates Memorandum Reviews and initials Reviews and
of equipment and Receipt (MR) [Form inventory report of approves
semi-annual no. 113], if necessary. equipment, and inventory report
physical inventory, (MRs should be forwards the same and forwards the
supplies, and renewed every three to the COH for same to the
materials years) approval Storekeeper for
distribution to the
different offices
concerned
Compares inventory
listing of equipment on
the property cards
Prepares an inventory
against the equipment
report [Form no. 112] and Distributes copies of
subsidiary ledger cards
submits the same to the the inventory report
AO for review to City Mayor’s Office
through the GSO and
to the CITY COA,
and keeps a file copy
for record purposes
229
10. Repair of
Equipment
Responsibility Actions
ACCOUNTABLE OFFICER 1. Reports and requests inspection of
unserviceable equipment.
2. Attaches to the report a copy of the
Memorandum Receipt (MR).
SUPPLY 3. Checks the Equipment Ledger Card for the
OFFICER/STOREKEEPER/DESIGNATE following:
a. If equipment is still within the warranty
period, contact the supplier.
b. If not, prepares (3) copies of the
Requestfor Pre-Repair Inspection and the
RIS for Repair
4. Indicates the complete description of the
equipment (serial number, model, etc.)
5. Forwards documents to the Engineering or
Maintenance Section.
BIO-EQUIPMENT Checks the equipment.
ENGINEERING/MAINTENANCE Indicates in the Request for Pre-Repair
SECTION Inspection Form the following:
• Nature and scope of work to be done •
Parts to be replaced.
• State whether said scope of work can be
done in-house or for outside job.
Initials Request for Pre-Repair Inspection
Report and forwards the same to the Supply
8. Officer.
SUPPLY OFFICER 9. Reviews and initials RIS and Request for Pre-
Repair Inspection Report and forwards these
to the AO for initial.
ADMINISTRATIVE OFFICER 10. Reviews and initials RIS and Request for
PreRepair Inspection Report and forwards to
the COH/COH/OIC for approval/signature.
COH 11. Reviews/signs/approves RIS and Request for
Pre-Repair Inspection Report and forwards to
the SO.
SUPPLY OFFICER 12. Assigns control number.
13. Records in the logbook, retain a file copy and
forwards these documents to the GSO.
259
CHART NO. 112: REPAIR OF
EQUIPMENT
ACCOUNTABLE OFFICER SUPPLY OFFICER/ BIO-EQUIPMENT
STOREKEEPER/ ENGINEERING
DESIGNATE /MAINTENANCE
SECTIO
N
Reports and
requests
inspection of Checks the Equipment Reviews and Reviews and Reviews/signs/app
unserviceable initials RIS and initials RIS and roves RIS and
Ledger Card Checks the
equipment equipment Request for Pre- Request for Pre- Request for Pre-
Repair Inspection Repair Inspection Repair Inspection
Report and Report and Report and
forwards to the forwards to the forwards to the
AO for initial COH/COH/OIC for SO
Indicates the complete Indicates in the Request approval/signature
Attaches a copy of
description of the for Pre-Repair
the Memorandum
equipment (serial Inspection Form the
Receipt (MR)
number, model, etc.) folowilng:
a. Nature and scope
of work to be
done
b. Parts to be Assigns control
Forwards documents to replaced. number
the Engineering or c. State whether
Maintenance Section said scope of
work can be done
in-house or for
outside job
Records in the
logbook, retains
a file copy and
forwards these
Initials Request for documents to
Pre-Repair Inspection the GSO
Report and forwards to
the Supply Officer
263
CHART NO. 113: DISPOSAL OF GOVERNMENT PROPERTY
266
CHART NO. 114: CLEARANCE FROM PROPERTY ACCOUNTABILITY
Cancels MR issued
pertaining to the
returned property
270
III. OTHER
OFFICE/ASDMINISTRATIVE
PROCESSES AND PROCEDURES
- CORRESPONDENCE, RECORDS MANAGEMENT & ARCHIVING
- TMS-PMS
- FACILITATION OF OPERATIONS REVIEW, MEETINGS AND
TRAININGS
- PREPARATION AND TRANSMITTAL OF FORMS
- MONITORING OF EMPLOYEES BEHAVIOR
- LEAVE ADMINISTRATION
- EMPLOYEES COMPENSATIONS, CLAIMS AND BENEFITS
- PERSONNEL MANAGEMENT
272
RepublicofthePhilippines
GENERALSANTOSCITYHOSPITAL
GeneralSantosCity
MAJORPROCESS
Correspondence/RecordsManagement
andArchiving
DOCUMENTRECEIVING
1.1A.AIll/JOreviewscompletenessofattachment
,.
1.2A.A111/JOreceivetheincoming
communications
',
1.3A.AIll/JOrecordtologbooktheincoming
communications
,.
1.4A.AIll/JOencodesdocumentstracking
databasetheincomingcommunications
1.5A.AIll/JOattachfilled-uptracerslip
,r
1.6A.AIll/JOforwardsdocumentstoDepartment
Head
MAJOR PROCESS
Correspondence/Records Management and Archiving
DOCUMENT ACTION
DOCUMENT DRAFTING
MAJOR PROCESS
Correspondence/Records Management and Archiving
DOCUMENT ENCODING
DOCUMENT SIGNING
MAJOR PROCESS
Correspondence/Records Management and
Archiving
DOCUMENT SORTING
DOCUMENT DISPATCHING
MAJOR PROCESS
Correspondence/Records Management
and Archiving
DOCUMENT FILING
DOCUMENT ARCHIVAL
If Manual:
If Fingerscan:
DATA VERIFICATION
DATA ENCODING
MAJOR PROCESS
Facilitation of Operations Review,
Meeting, and Trainings
1.AO coordinates with DH the schedule date of
Operations Review/Meetings/Trainings
4.Prepare agenda
1.Fill-up forms
A. Events
4.DH approves
MAJOR PROCESS
Employee’s compensation, claims and
benefits
1.Receives draft payroll from PMS
Competency Enhancement
5.Finalized DTP