StaffMeeting20120910.. - CHD-Davao Region - DOH

CHD-DR Staff MeetingSeptember 10, 2012CHD DR Conference RoomAttendance:1. Dr. Abdullah B. Dumama Jr.- Regional Director2. Dr. Ma. Socorro D. De Gracia- OIC-Assistant Regional Director3. Engr. Rey Alarcon- OIC-HMS4. Ms. Anna Aurora Gracita Remolar- OIC-MSD5. Engr. Concepcion Regalado-OIC-BFAD Satellite6. PHTLs7. CHD DR StaffMeeting started at 9: 00 AM with Mr. Alex Daba of LRED as Emcee.I. Preliminaries: c/o HRDUInvocationNational AnthemPanunumpa ng Lingkod BayanDOH HymnII. Reading of the Previous MinutesCorrection on Page 6: LHSD/Rabies- Acronym is not ADCCs but ABTCs. After this, Mr. Rudy Puyosmoved for approval of the minutes and Dr. Araneta seconded the motion.III. Issues and Concerns Arising from Previous Minutes1. Sarangani Hospital- Dr. Araneta talked with RD Bravo of DBM. Re: area for the hospital, they arelooking for another area but there are local politics coming to play. RD Bravo suggested that theCHD get the money from the province of Davao Sur and the CHD implement the projectMs. Dela Cruz said that according to COA, it is alright if the funds are returned to CHD where it willbe deposited in a Trust Fund. However, there is a need for a letter from the parties who signed theMOA (in this case, the Governor), requesting the CHD to implement the activity. The CHD thenshould respond positively to this request. This will be the basis to use the funds.RD Dumama said that the problem is that if Gov. Cagas will allow CHD to implement the SaranganiHospital Project.2. Ms. Mendez announced that the Retirement Seminar will be in October first week instead ofSeptember. Venue will be in Marco Polo.1

IV. Breaking NewsA. FDA- Ms. Deborah LegaspiMs. Legaspi announced the appointment of the new FDA Chief Dr. Kenneth Hartigan-Go, as well asupdates on the BnB and Compack Programs.Issues and Concerns:1. Dr. Araneta inquired if the Botika para sa Taong Bayan can sell retail. Ms. Legaspi replied thatBotika para sa Taong Bayan can sell retail. However, distributorship needs another license.B. RLED- Mr. Felix DullinIssues and Concerns:1. Retirement of Ms. Lourdes Royeras- She will be replaced by Mr. Isagani Santander with Ms. AliceAmba as alternate.2. Corporatization of Hospitals:RD Dumama said the bill is still in Congress. Corporatization is advantageous to the governmentfor the following reasons:Hospitals can enter into contractHospitals can look for investmentsHospitals can modify manpower requirements according to its needsHospitals can increase salary as the need arisesThere will be an Advisory Board that will help manage the hospitals. Private sector participationis assured as they are part of the advisory board.There will still be subsidy to the poor. The Charity Ward will not be removed. There will be justa change of name as by 2013, all indigents are expected to be PhilHealth members, hence noneed to call these as Charity Wards.Retained hospitals also have to put up private wards/ charge patients to generate income. Theincome is used also for the indigents. If they rely only for MOOE, the MOOE will not be enoughfor the hospital operations and support to the indigentsAccording to Mr. Placido, there are sectors protesting the Corporatization of Hospitals becauseof the perception that it will lead to privatization (e.g. need for deposit, the patient will not bedischarged if payments not made, etc.).RD Dumama said that we should assure everyone that the above scenario will not happen.2

C. BFAD Satellite- Engr. Concepcion RegaladoUpdate: United States Pharmacopeia (USP) identified BFAD Sat Lab as Training Area for GoodLaboratory Practices and Confirmatory testing of 4FDC TB Drugs. The Training Experts will becoming over this October. Tentative training date is also in October.D. Accounting- Ms. Rose Dela CruzMs. Rose Dela Cruz- new circular from COA, Circular 001 s. 2012 dated June 20, 2012- additionalrequirements for claims such as those for Over Time, BAC Honorarium, etc. Those concernedshould look into this Circular so that they can prepare the necessary documents needed for theirclaims.E. Planning Unit- Engr. Alice Crumb and Engr. Lorena OrillaEngr. Crumb explained about the Performance Based Bonus (PBB). This is a top-up bonus for theemployees in accordance to their contribution to the accomplishment of our region and to ourtargets. The DOH should meet at least 90% of its targets in order for us to avail of the Php 35kbonus.All Accomplishment Reports should be submitted before November 15, 2012, including that ofhospitals. December activities should be reported by November but make sure that these arereally implemented. Monthly reports are due every 5th day of the succeeding month.The CHD DR Strategic Plan will be presented to the Regional Implementation Coordination Team(RICT) by November. The Work and Financial Plan (WFP) 2013 should be anchored on theStrategic Plan. No Strategic Plan, no WFP 2013. The Planning Unit will provide template for2013 WFP so that during the October 2-3 Workshop, it will be more of a distribution of fundsand encoding into the Expenditure Tracking System (ETS).Local Health Accounts (LHA) Team will be reconstituted in preparation for LHA 2007-2011. 5%of CHD Budget should go to Gender and Development (GAD), but GAD plan needs to bereviewed.Issues and Concerns:1. Policies- need for consultation prior to crafting of policies. These policies also need to bebacked-up by Means of Verification (MOVs) such as minutes of meeting, resolutions, orresearch studies.2. Health Promo should handle the Development of Advocacy Packages that is required underPBB.3. Training Courses- Program coordinators to submit completion report to HRDU so thataccomplishment is recorded.4. There is a need for Dr. Perez to follow up Hospital Reports. The Southern PhilippinesMedical Center (SPMC) is submitting but the Davao Regional Hospital (DRH) is submittingdirectly to Central Office. Even so, CHD DR report is not complete without DRH as DRH is3

still under CHD. DRH should copy furnish the CHD all the reports they are submitting toCentral Office.5. LGU Scorecards- DILG is particular with the deadline. Program Managers should conductvalidation of their program data. LHB meetings should also be regular. It is requested thatthe PHTLs to follow-up LGUs with little or no regular LHB meetings.F. MSD- Ms. Anna Remolari. Orientation on ISO 9001:2008Ms. Remolar conducted an Orientation on ISO 9001:2008. This is in line with AO No. 161. 2006re: Institutionalization of Quality Management System in Government. The CHD-DR ISO QualityManagement System Committee was also presented.RD Dumama said that there will be changes in ISO and not all people may be receptive to thesechanges. He asked for the commitment of the CHD DR staff to the ISO Certification.ii.Unveiling of CHD-DR ISO Certification IconThe CHD-DR ISO Certification Icon was unveiled by RD Dumama and ARD De Gracia. “HealthyPeople, Happy CHD XI”.An ISO Roadmap Corner will also be placed to monitor how we are doing.iii.Symbolic Signing of CHD DR Commitment to ISO Certification by RD and ARDEveryone is enjoined to sign this as an affirmation of their support to this endeavor.iv.Resolutions in the EXECOMClassification/Distinction:1. Office Orders- Internal policies are supported by EXECOM resolution or minutes of themeeting2. Memo Circulars- from Central OfficeOffice Orders:1. PR for IT- shall be supported by an Assessment form to be accomplished by IT Team2. Compensatory Time Off (CTO)a. Travel on holiday per diems and weekends with per diem, no CTO per CSC.b. Attendance to seminars, trainings, meeting on week-ends and holidays with mealsw/o CTO3. Gliding/Flexi Time- applicable to all4. Attendance to trainings by JOs- not allowed especially that there are regular employees whohave already attended such training or who can attend the training.5. Attendance to Conventions- allowed only on official time if organized by private professionalorganizations except PPHA which is duly endorsed by DOH-CO.4

6. Choice of Venue- depends on the budget per PPMP of Program Manager7. Supplemental PPMP and APP for SAA- by program manager8. Procurement- above ABC of P10 or less per aggregate sum of P500- adjustment of ABC inthe PR can be signed by the ARD9. Awards to less than P500- may be paid by petty cash from Cashier.10. Plane Ticketsa. Treated as Cash Advance if not paid when already in the ATM; which means thattravel claims shall not be released.b. If not availed, concerned not bound to pay if due to family emergencies. Letter ofexplanation to be approved by RD as recommended by Division Chief and MSD.11. On travelsa. Use of pass slip if one day only and in Davao City unless if with venue and mealsfunded by our officeb. Limit travels up to 10 days only including within Davao City (except for drivers andfor dengue, malaria, RESU, surveillance, and regulatory functions).c. Claims- P800 if sleeping only. Random checking by Budget SectionIssue and Concerns:1. Pass Slipa. Ms. Remolar: One can get the pass slip a day before the meeting if the venue of themeeting is nearer to your residence than the office.b. Ms. Legaspi: With PBB, it would be better if RO is issued especially if staff is acting asspeaker because the RO is an MOV.Ms. Remolar replied that:i. The pass slip has a space for Purpose. It can be supported with the Letter ofInvitation.ii. Will add to the Office Order that the Pass slip will be part of the documentation,together with the Feedback Reports, etcc. Dr. Martin: Pass slip is too small if there are many offices that have to be visited.i. Ms. Remolar said that the pass slip can be enlarged to ½ sheet paper- c/oPersonnel Section2. Report on Vehicle Provision for the 1 st Semester- Dengue/Malaria has the highest number ofvehicle requests provided, followed by HEMS and HFEPa. Ms. Requillo- please inform passengers if there are changes in schedule/driver/vehicleas a courtesy.i. MS. Remolar agreed to this and said that the Team Leader will be informed andthe Team Leader will be the one to inform all the team members about thechanges.3. Need to Facilitate MOA signing for delivery of computers to LGUs- Ms. Remolar asked for thehelp of PHTLS regarding this matter.4. FUR for SAA in Intranet- reference for savings, to earmark savings of at least 20%. There aresome funds with 0% utilization.G. Motif for Christmas 2012a. White Christmasb. Sunday Dress/ Semi-formalc. Presentation- not per Division but by groups (mixed)5

d. Prizes will be givene. Division Host is MSD- to take care of all arrangements for the Christmas Party.f. RD Dumama suggested that the employees contribute 500 each from athleticallowance.i. According to Ms. Dela Cruz, as per COA Circular 2012-001, the Cultural andAthletic Allowance of Php 1,200 per employee is allowed for purchase ofcostumes/uniforms and other related expenses. We can say that the ChristmasParty is a Cultural Event so we can use this fund. However, the use of this fundis governed by the same requirements as the procurement process. Perhapsthe CHD can release the funds as payroll and we will just certify or sign a waiverthat the amount received will be used for Cultural and Athletic purposes.H. ARD- Dr. Socorro De GraciaProvided Feedback on 162 to 52 Coalition Initiatives and the UNFPA 7 thSupport to the DOH that she attended last September 6, 2012.Country ProgramI. PHTLs’ ReportDavao Sur Updates1. MOA signing for delivery of computers to LGUs- There is delayed release of computers becauseof the MOA. Dr. Araneta requested for a copy of the previously signed MOAs so that the LGUs ofDavao Sur can pattern theirs after it.2. Automatic accreditation for PhilHealth is also a concern in Davao Sur- According to Mr. Placido;there are additional requirements such as MOAs from referral facility, POGs and Pediatricianthat are being required by PhilHealth XI.Dr. De Gracia said that once certified by DOH, there should be automatic accreditation. RDDumama talked with PhilHealth AVP for Mindanao, Mr. Ramon Aristoza, and Mr. Aristoza saidthat MOAs are not needed by government facilities.Davao Norte Updates1. MOA signing for delivery of computers to LGUs - MOA signed by Governor last Friday. Only 2more MOAS are lacking. Engr. Alarcon requested that BAC be furnished a copy of the MOAs.2. HFEP:a. Asuncion SBF- blessing on September 15, 2012b. Kapalong- TB DOTS last week of September3. NHTS- 59,960a. 1,739 or 59% trained as of last week of August.4. Referral System in place. They are using the Mindanao Hospital Referral Manual.6

Davao Oriental Updates1. MOA signing for delivery of computers to LGUsa.There are 4 ready to be released but there is no vehicle to deliver the computersb. Lupon MOA to be notarized.c. Tarragona MOA delayed because there are no personnel trained on computers.d. Lacking MOA- Gov. Gen, PHO, and Tarragona.2. Cateel District Hospital OIC- Dr. Enriquez3. Tarragona still problematic as an Order of Suspension was issued against MHO.4. PhilHealth able to release NHTS almost 998,000 for Gov. Gen and 2,000,000 for Mati.RD Dumama reminded everyone about the Profiling and Processing of the Health Use Plans (HUPs)Davao City Updates1. HFEPa. Tibungco Lying-in- Still unfinished.i. Engr. Sonido said that they had a hard time securing documents. Extra WorkOrder is expected within this week.b. Bunawan- 1st floor c/o DOH. With budget supplement from LGU (2nd floor c/o DavaoCity)c. Marilog- funds transferred to DPWH, will start any time this weekd. Malabog- most late project. CHD Team now on it.e. Paquibato- ready for bidding.f. Marahan Health Center and Birthing Facility- need for Certification/Endorsement fromtribal leader and barangay as it is under Ancestral Domain. This needs also a specialland use permit from the City Government. Specific area/coordinates should also bedetermined.2. NHTS- 23,758 or 58.6% as of end of August 2012, but this data still needs to be validated.Issue and Concern:1. Can CHD download the funds directly to the Davao City barangays?- This should be referredto/discussed with CHO and MayorJ. LHSDi. Updates on CHTs/HUPs- Dr. Analiza JaboneroDiscussed about the status of the CHT training and mobilization.ii.Infectious Disease Cluster- Dr. Florencia Campos1. Need for understudy for Filaria Program as Ms. Tita Vergara is retiring this December2012.7

iii.Hospital Maintenance Service-Mindanao (HMS)On August 20-31, 2012, HMS-M conducted training on Preventive Maintenance, Careand Basic Troubleshooting of Laboratory Microscope participated by selected medtechsfrom various health facilities in Luzon ad Mindanao regions. The training goal was toassist the participants to develop Equipment Maintenance Management system in theirrespective facilities. This was funded by WHO.iv.Health Facilities/Hospital Systems- Dr. Connie Perez1. Lack of confidence of DOH reps to conduct KP orientation- Will prepare genericPowerPoint presentations for KP that DOH Reps can use for orientation of hospitals.2. Practice of resident physicians of prescribing drugs not in the hospital pharmacy- needto prepare guidelines.3. Need to make guidelines for Compack as only a few hospitals know about it.v. Family Cluster- Ms. Ma. Teresa RequilloOrally Fit Child Awards- CHD has already received the supporting documents of thenominees and now in the process of validating these. By Friday, the CHD will send thedocuments of those selected by the CHD to the Central Office.vi.RESU- Dr. Cleofe TabadaFood Poisoning Case in Ateneo– handling is clean but the food, which was cooked at 4 AM,was served beyond 12 NN.vii.Non-Communicable Disease ClusterFeedback on WHO training, Mental Health Training, and updates on BHWs were given byMs. Rosemarie Basañes.K. EAR XI- Mr. Jonathan PlacidoMortuary Benefits were presented to the body. After a short discussion wherein Dr. Faldas saidthat everybody is qualified because everyone is paying thru salary deduction and Mr. Puyosreminded all that membership to mortuary fund is voluntary, there was a motion to approve byMs. Mendez and this was seconded by Ms. Canales.To close the meeting, Birthday Celebrants for August and September were greeted and a Raffle Drawwas conducted. Button Pins, Gift Checks, and Cell Cards were given during the raffle draw.Meeting adjourned at 2:30 PM.Prepared by: PLANNING UNIT STAFF8