Resident Manual

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TABLE OF CONTENTS

I INTRODUCTION 6

A. Purpose of Graduate Medical Education 6

B. Sponsoring Institution 6

C. Compliance with ACGME-I Requirements, Policies and Procedures 6

II INSTITUTIONAL RESPONSIBILITIES 7

A. Administration of Graduate Medical Education 7

1. National University of Singapore School of Medicine 7

2. National University Hospital 7

3. Designated Institutional Official 7

4. Graduate Medical Education Office 8

5. Graduate Medical Education Committee 9

B. Institutional Agreements and Participating Institutions 10

C. Accreditation for Patient Care 11

D. Quality Assurance 11

E. Trigger Program 11

III INSTITUTIONAL RESPONSIBILITIES FOR RESIDENTS 13

A. Resident Eligibility and Selection of Residents 13

B. Resident Agreement of Appointment [ANNEX A , A-1, B & C] 14

C. Resident Re-appointment and Promotion [ANNEX D1, D2] 14

D. Disaster Preparedness Policy and Procedures 16

E. Supervision Policy 20

F. Closures and Reductions 21

G. Transfer of Residents [ANNEX E] 21

H. Gifts/ Benefits/ Entertainment from External Parties 21

I. IV FINANCIAL SUPPORT AND BENEFITS 27

A. MOHH Remuneration [ANNEX F] 27

B. MOHH Claims [ANNEX F] 29

C. Leave Benefits [ANNEX F] 33

D. Effect of Leave of Absence on Completion of Residency [ANNEX A-1] 37

E. Provisions for Returning Pre-Selected Residents 37

F. Other Benefits 37

G. MOHH Sponsorships [ANNEX G, H] 39

v RESIDENT RESPONSIBILITIES AND CONDITIONS OF APPOINTMENT 40A. Resident Responsibilities 40B. Residents on Training Overseas [ANNEX I] 41

C. Hospital Orientation for New Residents 41

D. On-call Activities 43

E. Moonlighting 44

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F. Physician Impairment and Substance Abuse 45

G. Role of the Chief Resident 45

H. Resident Involvement in GMEC 46

VI ANCILLARY AND SUPPORT SERVICES 47

A. Food Services 47

B. Counseling, Medical and Psychological Services 47

C. Workstations and Pantry 48

D. Call Rooms 48

E. Security and Safety 48

F. Resident with Disabilities 49

G. Patient Support Services 49

H. Laboratory/Pathology/Radiology Services 49

I. Medical Records 49

J. Parking [ANNEX J] 50

VII EDUCATIONAL PROGRAM 51

A. Program Director‘s Responsibility 51

B. Core Faculty‘s Responsibility 53

C. ACGME-I Competencies 54

VIII RESIDENT WORK ENVIRONMENT 56

A. Duty Hours Overview 56

B. Duty Hours Guidelines 57

C. Oversight and Monitoring of Duty Hours 57

D. Evaluation 58

E. Harassment 58

F. Feedback 59

IX GRIEVANCE AND DISCIPLINARY PROCEDURES 60

A. Personal Grievance Procedure [ANNEX K] 60

B. Educational/Clinical Performance Disciplinary Action [ANNEX L, K, M] 61

C. Dismissal of Resident 64

X HR MATTERS 66

A. Rubber stamps 66

B. Email 66

C. Mobile Phones 66

D. Medical Malpractice Insurance 66

E. Dress Code [ANNEX N] 66

F. Conditions of Separation (Residency Training) 66

G. Exit Interviews 67

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H. Termination of Employment or Resignation from Employment (MOHH) 67

ANNEXES Annex A MOH RESIDENCY TRAINING - 2015 68

Annex A-1 MOH OFFER OF RESIDENCY POSITION - 2015 70

Annex B NUHS RESIDENCY TERMS & CONDITIONS 75

Annex C NUHS RESIDENCY TERMS & CONDITIONS-SAF EMPLOYED RESIDENTS 81

Annex D1 CRITERIA FOR PROGRESSION TO SENIOR RESIDENT 87

Annex D2 PROMOTION TO SENIOR RESIDENCY WORKFLOW 90

Annex E GUIDELINES FOR RESIDENT TRANSFERS/ SWITCHES IN ENHANCED POSTGRADUATE

MEDICAL EDUCATION (RESIDENCY) PROGRAMME 91

Annex F MOHH POLICIES AND GUIDELINES (MEDICAL STAFF) 93

Annex G MOHH SPONSORSHIP FOR OVERSEAS CONFERENCES 94

Annex H POSTGRADUATE EXAMINATION AND RELEVANT PREPARATORY COURSE 99

Annex I CODE OF CONDUCT FOR RESIDENTS ON TRAINING OVERSEAS 106

Annex J APPLICATION OF STAFF PARKING VIA EPAS 107

Annex K NUHS APPEAL PROCEDURE FORM 109

Annex L NUHS RESIDENCY DISCIPLINARY ACTIONS 110

Annex M NUHS PERFORMANCE IMPROVEMENT PLAN FORM 111

Annex N NUHS DRESS CODE FOR DOCTORS 113

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Jurong Health Services (JurongHealth) is the key participating site for NUHS residency training and we

also have the privilege to work with other partners from both the private and public sectors.

Jurong Health Services (JurongHealth) is Singapore‘s public healthcare

cluster formed to facilitate the integration of services and care processes for

the community in the West. Ng Teng Fong General Hospital will be the

anchor regional hospital of JurongHealth's cluster. The 700-bed acute

hospital will be twinned with a 400-bed community hospital to provide

holistic integrated care. Slated to open from 2014, these two hospitals will

be an integral part of the Jurong Lakeside District Masterplan.

Besides reinforcing basic sciences, therapeutic principles, evidence-based and technical skills of medicine, JHS aims to train the residents to listen closely, and to be cognizant of the patient‘s clinical and non-clinical needs outside of the acute care setting. Residents will play a critical role in our interdisciplinary teams – these teams coordinate services available in the medical neighborhood around our patients, and are vital to the high-quality integrated population based healthcare, a concept which JurongHealth is pioneering for the western population of Singapore.

As a private General Practice (GP) group, Frontier Healthcare Group

(FHG), is involved in undergraduate Family Medicine teaching with Yong

Loo Lin School of Medicine and research collaborations with Saw Swee

Hock School of Public Health.

The recent partnership between FHG and NUH in the setting up of the Frontier Family Medicine Clinic

(FMC) in Clementi Central has provided another future training site for the residents. Participation in the

residency is an extension of the group's focus on medical education. It not only provides frontline care

to patients of all age groups in a continuing, comprehensive and coordinated fashion, it is also

committed to Family Medicine development, teaching and clinical research.

Raffles Medical Group (RMG) has been a leading private medical group

practice serving patients in Singapore for 37 years. Since the partnership

with NUHS in 2010, RMG is honored to take part in the national scheme to

nurture the next generation of family physicians.

The training of family physicians cannot be focused only in serving patients in government Restructured

Hospital and polyclinics as in formal training program. The new partnership with involvement of St

Luke‘s Hospital and private Family Medicine group practices will broaden the understanding and

perspectives of the practice of Family Medicine in Singapore.

NUHS and St Luke‘s Hospital (SLH) have been close partners and are part of a larger western Regional Health System. This partnership not only leverages on each faculty's expertise but also the unique settings where different types of patients are encountered.

Transitional Year and Family Medicine residents spend time in both inpatient and outpatient services of SLH and help to bring about continuity of care of the patients that are cared for by both institutions. It is also envisaged that the joint training will produce more holistic doctors who will be better prepared to face the increasingly complex world of medicine and the aging population where many of these patients will require care beyond the walls of NUH.

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I: INTRODUCTION

A. Purpose of Graduate Medical Education (GME)

Graduate Medical Education prepares physicians

for practice in a medical specialty. GME focuses

on the development of professional skills and

clinical competencies as well as on the acquisition

of detailed factual knowledge in a specialty. The

GME process is intended to prepare the physician

for the independent practice of medicine and to

assist in the development of a commitment to the

lifelong learning process that is critical for

maintaining professional growth and competency.

The purpose of GME is to provide an organized

educational program with guidance and supervision of the resident, facilitating

the resident‘s ethical, professional and personal development while ensuring

safe and appropriate care for patients. Fundamental to the GME process is the

tenet that residents/fellows must be supervised in such a manner that allows

them to assume progressively increasing responsibility and autonomy

commensurate with their individual levels of education, ability, and expertise.

All residency programs maintain departmental policies specific to their requirements. Where applicable, please refer to your departmental policy for

further guidance.

B. Sponsoring Institution (SI)

Graduate medical education programs (residency and subspecialty programs)

must operate under the authority and control of one sponsoring institution. The

sponsoring institution must be appropriately organized for the conduct of

graduate medical education in a scholarly environment and must be committed

to excellence in both medical education and patient care.

C. Compliance with ACGME-I Requirements, Policies and Procedures

The National University Health System (NUHS), as a Sponsoring

Institution (SI), must be in substantial compliance with the

Accreditation Council for Graduate Medical Education International

(ACGME-I) Institutional Requirements and must ensure that its

ACGME-I accredited programs are in substantial compliance with

the Institutional Requirements, Common Program Requirements, and

specialty-specific Program Requirements. A sponsoring institution's failure to

comply substantially with the Institutional Requirements and maintain accreditation

will jeopardize the accreditation of all of its sponsored ACGME-I-accredited

programs.

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II: INSTITUTIONAL RESPONSIBILITIES

A. Administration of Graduate Medical Education (GME)

Established in January 2008, the National University

Health System (NUHS), a joint venture between National

University of Singapore (NUS) and the Ministry of Health

Holdings (MOHH), groups the National University

Hospital (NUH), the National University of Singapore‘s Yong Loo Lin School

of Medicine, Faculty of Dentistry and Saw Swee Hock School of Public Health

under a common governance structure to create synergies to advance its

tripartite mission of excellence in clinical care, translational clinical research

and education. It‘s mission is Advancing Health by Integrating Excellent

Clinical Care, Research and Education.

The institution‘s system for administration of GME provides the necessary

resources to allow for effective oversight of all ACGME-I programs. The

primary institutional components of this administrative structure are the

National University of Singapore School of Medicine and the National

University Hospital and include a Designated Institutional Official, Graduate

Medical Education Office and Graduate Medical Education Committee

(GMEC). This administrative system ensures institutional officials, administrators,

Program Directors (PDs), faculty and residents are provided with the necessary

institutional support, ancillary services, and access to adequate

communication technologies and technological support. Residents are

provided with administrative support and a mechanism for voice in affairs

affecting the residents and graduate medical education programs.

1. National University of Singapore School of Medicine: The Yong Loo Lin

School of Medicine (YLL SoM), set up in 1905, is an integral part of the

National University Health System (NUHS), and offers one of the

finest undergraduate medical programmes in the Asia Pacific region. It

trains about 300 undergraduate medical students in each graduating class.

2. National University Hospital: The National University Hospital (NUH), set

up in June 1985, is a 1133-bed Academic Medical Centre that provides

advanced, leading- edge medical care. Equipped with state-of-the-art

facilities as well as dedicated and well-trained staff, NUH is a major referral

centre that delivers tertiary care for a wide range of medical specialties

including Cardiology, Gastroenterology & Hepatology, Obstetrics &

Gynaecology, Oncology, Ophthalmology, Paediatrics and Orthopaedic

Surgery.

3. Designated Institutional Official: The Chairman, Medical Board (CMB)

of NUH appoints the Designated Institutional Official (DIO), who has

the authority and responsibility for the oversight and administration of the

NUHS residency programs. The responsibilities of the DIO include, but are

not limited to:

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a) Establish and implement policies and procedures (decisions of GMEC)

regarding the quality of education and the work environment for theresidents in all programs

b) Ensure quality of all training programs

c) Implement institutional

requirements

d) Oversee institutional agreements

e) Ensure consistent resident contracts

f) Develop, implement, and oversee an internal review process

g) Establish and implement procedures to ensure that he/she, or adesignee in his/her absence, reviews and co-signs all program information

forms and any documents or correspondence submitted to ACGME-I and Ministry of Health

(MOH) by Program Directors (PDs)

h) Present an annual report (includes GMEC‘s activities during the past

year with attention to, at a minimum, resident supervision, resident

responsibilities, resident evaluation, compliance with duty-hour

standards, and resident participation in patient safety and quality of care

education) to key leadership in NUHS and major participating sites.

4. Graduate Medical Education Office: The GME Office is an administrative

support unit for the Sponsoring Institution, residency programs, residents

affiliated institutions in the administration and oversight of all activities

related to graduate medical education.

It is headed by the DIO and supported by the MA-Education Director. The

Director oversees the administrators that serve functions in operations and

coordination, as well as planning and development of the residency

programs.

The Program Coordinators (PCs) individually support the respective

Program Directors (PDs), whilst sharing a common role in graduate

medical education events as directed by the GME Office.

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Emergency Medicine Anesthesiology **Advanced Internal Medicine

General Surgery Diagnostic Radiology Cardiology

Internal Medicine Family Medicine Endocrinology

Paediatrics Obstetrics & Gynaecology Gastroenterology

Pathology Ophthalmology Geriatric Medicine

Preventive Medicine Orthopaedic Surgery Haematology

Transitional Year/PGY1 Otorhinolaryngology Infectious Diseases

*Surgery in General (Plastic Surgery, Neurosurgery, Hand Surgery, Urology, Cardiothoracic Surgery)

Medical Oncology

**Neurology

Renal Medicine

Respiratory Medicine

Rheumatology

Aviation Medicine

*Surgery-in-General, or SIG in short, is a locally, non-ACGME-I accredited residency program, that provides preliminary training for surgical specialties, such as Cardiothoracic Surgery, Hand Surgery, Neurosurgery, Plastic Surgery, Urology, etc.

** Locally, non-ACGME-I accredited residency program

5. Graduate Medical Education Committee: The GMEC is chaired by the DIO, under the direction of the Vice Chairman, Medical Board (VCMB) for Education. The DIO and VCMB together sit on the NUH Medical Board. The membership of GMEC includes the PDs, faculty members, medical school representatives, peer-selected residents as well as hospital administrators.

There are 10 standing sub-committees within the GMEC.

Administrators Program

Coordinators

DIO

A/Prof Shirley Ooi

ACOO/ MA-Edu

Director

MA-Edu Snr

Assistant Director

Program

Directors

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Each sub-committee has its roles and responsibilities in ensuring the

residency programs fulfill their training requirements. All sub-committees

report to the GMEC, which will hear their findings, discuss the issues, and is

the ultimate decision maker on any issues requiring a vote or approval. The

GMEC meets as a whole on a monthly basis to discuss and convene on any

issues pertaining to residency training.

Resident Welfare Committee

Peer-selected residents will form the resident welfare sub-committee,

which is part of the GMEC. This sub-committee will be chaired by a

―Resident Mentor‖ who is a senior resident appointed by the GMEC. This

committee provides a forum for residents‘ discussion and input into all

matters pertaining to GMEC activities. It also ensures effective

communication among residents and provide a platform for addressing

concerns in a confidential manner.

B. Institutional Agreements and Participating Institutions

NUHS retains responsibility for the quality of GME, including when resident

education occurs in other institutions. Assignments to participating institutions

must be based on a clear educational rationale, must have clearly stated

learning objectives, and should provide resources not otherwise available to the

program. All participating institutions must demonstrate the ability to promote

the program‘s goals and objectives and peer activities.

NUHS will ensure that each program has established program letters of

agreement (PLAs) with its participating sites in compliance with the ACGME-I

Foundational Program Requirements.

Curriculum

Education IT

Evaluation

Faculty Development

Internal Review

Medical Education Research

Remediation

Resident Research

Simulation

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C. Accreditation for Patient Care

NUHS and/or participating sites must be organizations accredited by The

Joint Commission International (JCI); accredited by another entity with

reasonably equivalent standards as determined by the ACGME International

Review Committee (ACGME-I RC); or recognized by another entity with

reasonably equivalent standards as determined by the ACGME-I RC.

When NUHS or its participating site is not accredited or recognized, NUHS will provide an explanation satisfactory to the ACGME-I RC on why neither has been

sought or granted.

When NUHS or its participating site loses its accreditation or recognition,

NUHS will notify the ACGME-I RC and provide a plan of response within 30

days of such loss. Based on the particular circumstances, the ACGME-I RC

may request the ACGME-I to invoke its ―egregious or catastrophic‖ policy.

D. Quality Assurance (QA)

NUHS conducts extensive quality assurance,

process improvement and clinical effectiveness

programs. This includes Lean Rapid

Improvement Events (RIE) that aims to

reduce ―waste‖ in the system as well as

Patient Safety briefings. Responsibility for

the education and inclusion of residents in

the QA activities specific to the department

and/or clinical service is delegated to the

Program Directors.

E. TRIGGER PROGRAM

The Trigger program at NUH aims to help doctors and nurses recognize and respond to early signs of patient deterioration during hospitalization. Triggers aim to: i) Reduce delays between the first

documentation of serious vital sign abnormalities and medical review and

ii) Improve communication of these events between staff.

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Successful response to a deteriorating patient typically requires transfer of

information through the following steps to higher levels of situation awareness –

breaks in the chain are bad for patients:

Abnormal vital sign or serious concern leads to…

Nurse informs patient‘s doctor (resident) leads to…

Resident informs supervisor (registrar or consultant) leads to….

Definitive plan of care, whole team aware of concerns

The criteria for calling a Trigger are clearly indicated on the coloured clinical

observation chart. Nurses have received special training in how to use the Trigger

pathway and must call the resident if they are seriously concerned or if a Trigger

parameter is reached, even if the patient appears well. During

implementation we found that Triggers

are generally infrequent, and were

important and relevant in most cases.

Feedback from nurses and doctors has

been very positive and patients have

received better care.

If you are called for a Trigger, simply

prioritize review of the patient and fill in

the pink ―trigger form‖ to document your

findings and the opinion of the senior

doctor in charge of the patient. Provide

feedback on the call, if any is required, to the nurse in charge of the ward.

A link to information on triggers is available on the NUH intranet portal here.

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III: INSTITUTIONAL RESPONSIBILITIES FOR RESIDENTS

A. Resident Eligibility and Selection of Residents

Applicants are firstly selected based on qualifications that meet or exceed the standards as stipulated by Ministry of Health Holdings (MOHH) Pte Ltd.

Applicants must also qualify for licensure or exemption for licensure

under the Singapore Medical Council (SMC) requirements. Graduates from

overseas medical colleges will need to refer to a list of acceptable

accredited schools here.

MOHH administers the National Resident Matching Program (NRMP) which

serves as an independent party to match candidates‘ and Sponsoring Institutions‘

(SI) preferences.

NUHS participates in the NRMP as a SI. All participating programs and

specialties can be found on the NRMP website.

Calls for applicants to apply for Residency Program are announced on

MOHH website and all SIs‘ websites.

Applicants are to submit their interview portfolio together with the application to

MOHH. Composition of the Interview Portfolio comprises:

1. Personal Particulars (Photograph, contact info, etc)

2. Academic History

3. Elective Postings Completed (if applicable)

4. Clinical Rotations Completed

5. List of Successfully Completed Post Graduate Examination(s)

6. List of Extra Curricular Activities/Awards/Accomplishments

7. Referee List 8. Specialty Choices (Personal Statement)

After the portfolio submission, applicants go through a national interview panel

conducted by MOHH. Our PDs and/or Core Faculty (CF) are part of the panel

of interviewers. The national panel determines the number of eligible applicants

for each program based on the national criteria and needs.

NUHS conducts our Open House in August and Tea Sessions from

September to January. These sessions provide the opportunities for applicants to

interact with the PDs, faculty members and residents. Thus applicants are

encouraged to register with the program(s) that interest them via the NUHS

Residency website.

Thereafter, programs will evaluate each applicant on the basis of his/her

preparedness, ability, aptitude, academic credentials, communication skills, and

qualities that meet the NUHS TRICE values, i.e. Teamwork, Respect, Integrity,

Compassion and Excellence. Programs will not discriminate with regard to

gender, race, age, religion, color, national origin, disability, or any other

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applicable legally protected status. After the Open House and Tea sessions, both the NUHS PDs and the

applicants will rank the programs at the NRMP system administered by MOHH.

The algorithm was designed to be impartial to both hospitals/healthcare

institutions and the applicants. The applicants will be appointed based on their

preferences within the quota boundary of the sponsoring institution during the

matching exercise. Both the SI as well as applicants will rank their

preferences. A match is then made through the NRMP.

B. Resident Agreement of Appointment

Being a SI, NUHS will ensure that its residents are provided with a written or electronic agreement of contract outlining the terms and conditions of their

appointment upon entry into the program. This agreement is jointly issued by

NUHS and MOH. A generic template of these terms and conditions can be found in ANNEX A-1 (OFFER OF RESIDENCY POSITION) & ANNEX

B/ ANNEX C (NUHS RESIDENCY TERMS & CONDITIONS).

NUHS will monitor the implementation of terms and conditions of

appointment by PDs and assure that these conditions of appointment are

responsive to the health and well-being of residents.

NUHS will also ensure that PDs and Site Directors (SDs) inform their residents

of and adhere to established practices, policies, and procedures in all institutions to which residents are assigned to.

Appointment as a resident is as per the period stated in his/her respective ―Offer of Residency Position – 2015‖, as issued by MOH.

A resident's appointment may be terminated on the recommendation of the PD, the Head of the Department (HOD) or appropriate hospital administrator.

In such event, the resident must be given at least 4 month‘s written notice.

Please refer to “C. Resident Re-appointment and Promotion” for more details.

C. Resident Re-appointment and Promotion

1) Re-appointment

Re-appointment for resident position for subsequent years is neither automatic

nor guaranteed.

Re-appointment is based upon meeting the NUHS and ACGME-I graduate

medical education standards and clinical competencies required to advance to

the next level of training. Re-appointment will be recommended by the PD and

approved by the DIO.

Notification of re-appointment will be provided annually to residents who are

expected to successfully complete the preceding year of residency and who

meet the qualifications and are being recommended for continuation to the next

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year. Residents will be asked to acknowledge their acceptance of the re-

appointment. Successful completion of the current year is a pre-requisite to the

commencement of the next year. Failure to complete all requirements by the

end of the academic year will void the re-appointment offer.

2) Promotion within Residency Program The decision whether to promote a resident is the responsibility of the PD with the advice of the faculty of the program. Each program will develop written

criteria for promotion based on the specialty and subspecialty requirements of the ACGME-I.

The methods of evaluation consist of:

direct observation of the resident,

indirect observation through rotation, evaluations,

correspondence between programs, and

written examination (e.g. In-Training Exams).

It is expected that residents will participate in all aspects of the

curriculum, as well as in the periodic evaluation of educational

experiences with teachers. It is further expected that residents will

complete all administrative responsibilities of a resident.

If an evaluation indicates unsatisfactory performance, the

resident will be provided with a remedial plan for correcting

any deficiencies. At the end of the remedial period, should the

remediation be unsatisfactory, this may be cause for

probation or termination from the residency program.

For Post-Graduate Year One residents, remediation will be referred to the

Performance Review Committee (PRC) for their necessary actions. If a resident

fails to complete their Housemanship within the stipulated remediation period,

he/she will not be eligible to continue residency training.

If a resident will not be promoted to the next level of training or if a resident‘s

agreement will not be renewed, a written notice of intent will be provided no

later than 4 months prior to the end of the resident‘s current agreement, if

possible. However, if the primary reason(s) for the non-renewal or non-promotion

occur(s) prior to the end of the agreement, the program will provide resident

with as much written notice of the intent not to renew or not to promote as the

circumstances will reasonably allow, prior to the end of the agreement.

Residents are allowed to implement the institution grievance procedure if they

have received a written notice of intent not to renew their contract as outlined

in the Grievance Procedures herewith.

3) Accelerated Progression

Residents may apply for accelerated progression if they are deemed suitable for

progression by the PDs. This applies only for exceptional candidates with pre-

existing training and/or intermediate qualifications. The criteria for progression

include assessment tools required for PDs to make their recommendations.

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4) Promotion to Senior Residency Residents would be eligible for promotion to Senior Residents only if they fulfill the

required training duration and promotion criteria of the program (Refer to ANNEX

D1).

Request for promotion should be submitted by the program to the GMEC

Evaluation Sub-committee. Promotion approved by the Evaluation Sub-committee

will be endorsed by the GMEC and will be submitted to the Residency Advisory

Committee (RAC) for final approval. The MOH Holdings (MOHH) will be notified

on the confirmation of promotion and the new senior residents will receive a

promotion letter from the MOHH. The promotion workflow is illustrated in ANNEX

D2.

D. Disaster Preparedness Policy and Procedures

Purpose

To provide guidelines for administrative continuity and maintenance of the teaching mission of the NUHS Graduate Medical Education (GME) programs in the event of a disaster or significant interruption in patient care. This will include reconstituting and restructuring GME educational experiences as quickly as possible after a disaster, or determining the need for transfer or closure in the event of being unable to reconstitute normal program activity. To provide guidelines for communication and assignment/allocation of resident/fellow manpower in the event of a disaster.

Definitions

A disaster is defined as an event or set of events causing significant alteration to the residency educational experience at one or more residency programs.

This policy and procedure document acknowledges that there are multiple strata or

types of disaster: ranging from acute disaster with little or no warning (e.g., bombing), to those with some lead-time and warning (e.g., infectious strain of flu). This document will

address disaster and disruption in the broadest terms.

Policy

1.NUHS GMEC’s responsibilities

The NUHS GMEC is responsible for maintaining the currency of this document, for

making this document available to all stakeholders at the onset of disaster, and for

ensuring that all graduate medical education programs and directors are aware of and

comply with this policy.

The NUHS GMEC is also responsible for the provision and monitoring of the program-

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specific contingency plans.

2. NUHS Affiliated Institution’s Responsibilities

All NUHS affiliated institutions‘ sponsored graduate medical education Directors are responsible for implementing this policy and to communication with residents and clinical fellows regarding temporary and/or permanent transfers.

3. DIO/ADIO Responsibilities

The Designated Institutional Official (DIO) / Associate DIO (ADIO) is responsible for

working with disaster affected program group(s) to reconstitute or reconfigure the

educational experience for residents and clinical fellows. Director (Medical Affairs-

Education), the DIO designate for hospital operations, is a member of NUH Disaster Ops

Group). The Director (Medical Affairs – Education) will in turn, consult with DIO/ADIO.

The DIO/ADIO presents the educational needs and safety concerns of the residents and

fellows under his charge. It is the responsibility of the DIO/ADIO to inform, discuss with,

and seek approval from MOH/ACGME-I of the residents‘ and fellows‘ involvement with

disaster response, restructuring, reconfiguration and/or re-constitution of the curriculum,

including temporary or permanent resident transfer. In the case of the latter, it is the

responsibility of the DIO/ADIO to obtain, to the best of his ability, placement of the

affected resident or fellow, in another program.

4. Program Director (PD/APD) Responsibilities

Each PD/APD will conduct internal manpower management with Head of Department

(HOD), including designation of medical staff to response teams, consistent with the

prevailing policy and procedure for disaster response of the hospital and the

department. The PD/APD is a member of the department‘s Disaster Ops Group.

The program director and associate program director present the education needs of the residents and fellows, while the HOD is responsible for the disaster response plan.

It is the responsibility of the PD/APD to inform his DIO and Associate DIO (ADIO) of

substantial deviation from curriculum plan and potential non-compliance to program requirement, and his recommendation in the re-structuring, re-constitution or

reconfiguration of the curriculum.

It is the responsibility of the PD/APD to keep his residents and fellows informed of the

development of the disaster, the overall disaster response plan, the changes in the

educational schedule, and possible temporary or permanent resident transfer.

5. Overview of Other Stakeholders

All medical staff (faculty, residents, and fellows) are ultimately responsible to the

Medical Board of their institution under the leadership of the respective Chairperson,

Medical Board (CMB), through the respective HOD.

As determined to be necessary by the CMB, medical staff reassignment or redistribution to other areas of need will be made, superseding departmental team plans for

manpower management.

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Procedures

1. Safety: Immediately after a disaster or interruption in patient care occurs,

each GME program affected by the disaster or interruption, under the

direction of its Program Director, Head of Department and CMB, and in

collaboration with the DIO, will undertake all reasonable measures to

ascertain the whereabouts of its trainees and ensure their safety. If

trainees are in immediate danger, the Program Director, in consultation with the

DIO/ GMEC, will coordinate all reasonable measures available to the relevant

institutions to remove trainees from harm and return them to safety.

2. Communication: As soon as possible after the disaster or interruption in

patient care occurs, the DIO will notify MOH/ACGME-I of the nature and details

of the disaster or the interruption. The DIO will monitor this information and

maintain ongoing communications with the MOH/ACGME-I.

The DIO will also be the primary institutional contact with the MOH Manpower

Standards & Development Division (MS&D) and Residency Advisory Committee

(RAC) regarding disaster plan implementation and communication regarding

specific graduate medical education needs within NUHS.

3. Check-list for Each Program Group:

At the announcement of the disaster, each PD/APD, together with his

program group, will take responsibility for reviewing contingency plans and

procedures to address continuation of program leadership, evacuation

planning, relocation, program recovery, maintenance of communication and

working with affiliates in the event of a disaster or interruption in patient care.

4. Reconfigure: Following declaration of a disaster or an interruption in patient

care, the GMEC DIO, Head of Department, Program Director and CMB or

designee will work to restructure, reconfigure or reconstitute the educational

experience for trainees enrolled in the graduate medical education

programs affected by the disaster or interruption, as quickly as possible.

5. Submission: After a declaration of disaster is issued the DIO or his/her

designee will contact the MOH/ACGME-I to:

• Submit proposed program reconfigurations for review by the ACGME

• Inform each resident/clinical fellow of a transfer decision.

The due dates for submission shall be no later than 30 days after the disaster

unless other due dates are approved by MOH/ACGME-I.

6. Monitor: The DIO / ADIO will monitor progress of both healthcare delivery

and functional status of GME programs for their educational mission during and

following a disaster. They (or their designees) will work with the MOH/ACGME-I

to determine the appropriate timing and action of the options for disaster

impacted institution and/or programs—

1) maintain functionality and integrity of program(s),

2) temporary resident transfer until program(s) reinstated, or

3 )permanent resident transfer, as necessitated by program or institution

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closure.

Information and decision communications will be maintained with Program

Directors and residents and fellows, as appropriate to circumstances of the

individual disaster event.

7.Transfer

a) If the DIO determines that the Institutions‘ sponsored G M E program(s)

affected by the disaster or interruption in patient care cannot be

restructured or reconstituted to provide an adequate educational

experience for resident or clinical fellows, or if the program cannot be

restructured or reconstituted within an appropriate time frame to allow

residents or fellows to complete their training program requirements within

the standard time required for certification within their specialty, then

the DIO working in collaboration with the PD/APD, HOD, CMB, through

GMEC, will

• Arrange temporary transfers to other programs/institutions until

such time as the residency/fellowship program can provide an

adequate educational experience for each of its residents/fellow.

• Cooperate in and facilitate permanent transfers to other

programs/institutions. Programs/institutions will make the keep/transfer decision expeditiously so as to maximize the likelihood that each resident will complete the resident year timely.

b) DIO, through it executive office of the GMEC, informs each transferred

resident of the minimum duration of his/her temporary transfer, and

continue to keep each resident informed of the minimum duration. If

and when a program decides that a temporary transfer will continue to

and/or through the end of a residency year, it must so inform each such

transferred resident.

c) During the period of time that NUHS trainees spend in temporary

transfer at the host program, NUHS and MOH Hold ings (MOHH) will

continue to provide salary, travel, and benefits to the trainee, consistent

with applicable law.

8. Data Protection

The GMEC will, to the extent permitted by available resources and program

personnel, protect the academic and training files of residents or clinical fellows

from loss or destruction by disaster.

9. Maintaining the Recall Roster

It is the responsibility of the GMEC Executive Office to update and maintain

contact information (Recall Roster) for all residents and fellows, and to provide

these information to the CMB or his designated authority, for the purpose of

manpower recall. The Recall Roster information will contain, at a minimum, the

address, handphone number, and home numbers, and all available email

addresses, and emergency contact individual(s) and their contact information.

This information will be updated at least annually before July 31, and as

appropriate to maintain optimal accuracy and completeness. The programs will

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maintain this information with internal backup and maintenance as determined

appropriate. As backup, this information is shared with the NUH Medical

Affairs Human Resource Department, and saved in the resident information

folder lodged with the DIO Office.

10. Finance

During and/or immediately after a disaster, residents will be allowed and

encouraged to continue their roles where/as possible, and to participate in

disaster recovery efforts. Residents will continue to receive their salary and fringe

benefits during any (disaster) event recovery period, and/or accumulate salary

and benefits until such time as utility restoration allows for fund transfer.

E. Supervision Policy

As an Academic Medical Centre and also a Sponsoring Institution for

Residency Program in Singapore, residents are important role models for

current medical students, potential residents and also junior residents. All

residents are expected to actively participate in teaching and evaluation of

attached medical students as well as other residents and trainees.

To facilitate the provision of appropriate level of care for patients and safety for

residents in the clinical setting, medical students and less experienced residents

will not be required to perform a first time procedure on patients who are

Hepatitis C positive, HIV positive or have other known diagnoses that would put

the medical students or residents at risk. Faculty and hospital staff should be

informed that in clinical situation, considerations should first be safety, and

educational benefits as secondary.

In the event that a medical student and/or less experienced resident has done a

procedure only once or twice and is uncomfortable performing the procedure

on a patient who is sero-positive, that discomfort should be respected.

In a similar manner, medical students and

residents should be advised to follow all patient

safety & radiation safety guidelines. Should there

be any questions regarding health and safety, the

medical student or resident is to be referred to the

NUH‘s appointed clinic.

At the training level, PDs, together with the faculty members, must ensure that residents are appropriately supervised and the level of supervision is appropriate for their level of competency. All levels of patient care must be supervised by faculty members.

Residents may take on greater responsibility progressively throughout the course of their training, consistent with accumulative growth in clinical experience, judgment, knowledge, and technical skills. Supervision by faculty members is mandatory so that the residents assume progressively and increasingly responsibility according to their level of education, ability and experience.

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The PD, together with the faculty, will assess the residents‘ competence as the basis for determining the minimum level of supervision necessary for different activities. The criteria used to evaluate the resident‘s progressive ability are outlined in evaluation forms; Clinical Competency Committee (CCC) review of resident competency/feedback form; procedure logs; competency-based curriculum and objectives.

The assessment includes the resident‘s technical, patient management, communication skills and capacity to perform as required. After reviewing recommendations made by the CCC, the PD will communicate the assessment of the resident‘s competence to the resident and faculty at least annually.

F. Closures and Reductions

NUHS, working with the HODs, PDs and participating institutions, will make

appropriate efforts to avoid the reduction in size or closure of any ACGME-I

accredited programs. In the event a decision is made that a training program

must decrease its size or be closed, the appropriate Head of Department and

Program Director will inform the DIO, the GMEC, and residents as soon as

appropriate.

Plans to reduce the complement of residents in the program will be made, where

reasonable, by first reducing the number of positions available to incoming

residents. If the reduction needs to include residents currently in the training

program at advanced training levels, the GME office will make every effort to aid

affected residents by attempting to help them identify training position

opportunities in other ACGME-I accredited programs. Additionally, the Program

Director will inform applicants to the program on the reduced number of positions

that will be available in the upcoming year.

G. Transfer of Residents

Please refer to ANNEX E for MOH training circular ―GUIDELINES FOR

RESIDENT TRANSFERS/ SWITCHES IN ENHANCED POSTGRADUATE

MEDICAL EDUCATION (RESIDENCY) PROGRAMME‖.

H. Gifts / Benefits / Entertainment from External Parties (extracted from NUH Policy, 1 April 2013)

The full document can be downloaded from NUH intranet portal.

(i) Objectives

To set out a policy to guide residents on the proper discipline, manner and

procedure to process, approve or reject offers of gifts, sponsorships and

entertainment from external parties, to ensure that NUHS‘s corporate integrity

and image are not compromised.

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(ii) Scope

Offers of gifts, sponsorships and entertainment can be from any external party

who engage or intend to engage in a commercial transaction with NUHS.

External parties include:

a) Vendors/suppliers/professional bodies who provide goods and services to

NUHS;

b) Patients who seek medical treatment from NUHS;

c) Any other parties who stand to obtain a benefit from NUHS.

This policy is most pertinent to residents who are perceived to be in a

position to influence the hospital‘s decision on selection/procurement of materials

and assets (such as drugs, medical, surgical supplies, equipment, etc)

This policy does not cover the provision of entertainment hosted by NUHS

residents for external parties.

The guidelines stated in this policy are intended to reinforce the principle that all

residents must maintain the highest standard of integrity, uphold transparency

in their professional conduct and not let their objectivity be compromised in any

form of personal vested interest or personal obligation to any external party.

The examples/ scenarios given in this policy are

intended to illustrate this and are by no means an exhaustive list.

In addition, the spirit of principles shall also apply to the families of residents.

Residents have the responsibility of ensuring that their families do not accepts

gifts and entertainment offered by external parties related to NUHS, where such

action is intended to circumvent this policy.

(iii) Conflict of Interest Where a gift / benefit / entertainment offered by an external party is of substantial value or is deemed extravagant, the offer may be taken as an inducement by the provider for the employee to act with bias in favour of the provider. Employee must exercise the highest degree of discretion in the conduct of such affairs and must never accept a gift / benefit / entertainment that will potentially obligate the employee or NUHS in any way towards the provider and create a conflict of interest in carrying out one‘s duties.

(iv) Gifts / Benefits / Entertainment that are deemed Extravagant and

Inappropriate for Acceptance 1. What is considered ―extravagant‖ is relative in different situations and must

be evaluated within the context of the case. For example, a vendor offers a personal gift (e.g. a gold watch) amounting to a few thousand dollars to a specific resident, such gift would be considered extravagant and inappropriate for the resident to accept.

2. As a ―litmus test‖ or ―rule of thumb‖, any gift and/or entertainment that, if

accepted by resident, will potentially cause embarrassment to NUHS should

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the information be made public would then be considered as ―extravagant‖ and inappropriate to accept.

3. In all cases of doubt, where the resident is unsure whether it is appropriate

or otherwise to accept a gift / benefit / entertainment offered by an external party, the onus is on the resident to check with HR Department before accepting the gift / benefit / entertainment.

Guidelines 1. Definition of Gifts

Gifts can be a benefit in any tangible or intangible form, including, but not limited

to:

a) Physical goods. b) Benefits in kind such as discounts on purchases, special perks/services

accorded etc.

c) Extraordinary privileges or personal favours done for the residents.

d) Any other form of benefit in favour of the Residents.

2. Promotional Gifts/Souvenirs/Samples Residents may accept promotional items that are given by external parties as a token of goodwill and which would also generate publicity for the external parties (e.g., diaries, desktop organisers, notepads, stickers, bookmarks, coffee mugs, PC mouse pads, umbrellas etc.) bearing the name/ logo of a vendor / supplier. Usually, these promotional items will bear the name / logo of the vendor / supplier, and are not sold in retail outlets. There is no commercial value or if any at all, the commercial value is insignificant. Such gifts need not be declared.

Residents may receive sample items (e.g. health equipment, gadgets, medicine, supplies, etc) from external parties as an evaluation for possible procurement. All sample items should be solely used for evaluation purposes, and not to be sold or used for personal gains. Otherwise, the Resident should decline the offer of sample items from external parties. The resident should also adhere to paragraph (iv)(3) with respect to any dealings/transactions with external parties on procurement activities.

3. Perishable Gifts If a perishable gift is offered to a resident, the resident may accept the gift and adhere to the following actions in the table below. If the perishable gift is offered to the department without designating any specific resident/employee as the recipient, the Head of Department (HOD) shall receive the gift on behalf of the department.

S/N Type Amt Guidelines Actions

HOD HR Dept Finance

Dept

1 Perishable gifts with expiry date less than 6 months (E.g. cakes, fruits, flowers, etc)

Any

Declare gift

Share or display gift within department.

No declaration needed.

Recommendation Approval -

2 Perishable gifts with expiry date of

Any Residents must declare gift.

Recommendation Approval -

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6 months or more (E.g. food hampers, tonics, liquors, etc)

HOD declares gift to HR Department using the Declaration Form for Gifts Received.

Gift shall be used as prizes for NUHS‘ functions (e.g. Dinner & Dance, Family Day, etc).

4. Non-Perishable Gifts (E.g. Shopping Vouchers, Concert Tickets, Physical Goods, etc)

Residents must declare non-perishable any gift valued less than S$1,000 to the

HOD using the Declaration Form for Gifts Received. The form shall be

submitted to HR Department for approval. Refer to details in the table below.

Non-perishable gifts of estimated commercial value of S$1,000 and above are

considered extravagant and must never be accepted by the resident.

S/N Type Amt Guidelines Actions

HOD HR Dept Finance Dept

1

Non

-Pe

rish

able

gifts

$200 &

below

Employee may retain gift so long as there is no

conflict of interest

Recommendation Approval -

2 Above $200 but less

than $1,000 Above

$200 but less

than $1,000

Employee must declare the gift. To be used for NUHS events, department‘s use or donate to charity

Recommendation Approval -

3

$1,000

& Above

Employee must not retain gift. However, department may keep gift for use provided no

conflict of interest

Information Approval -

5. Personalized Gifts Personalized gifts (i.e. gifts that have been inscribed with the resident‘s name) include physical goods that have been inscribed with the resident‘s name, or gifts

where the Resident is a named beneficiary and is non-transferable to other persons (e.g. privilege discount card issued in the resident‘s name, membership to

a club/association, etc).

Residents should estimate the commercial value of the gift. Where the value of

the gift appears substantial and there is a likelihood that the value may be close to S$1000, residents should err on the side of caution and decline the gift. In cases

of doubt, residents should consult the HOD and/or HR department.

Estimated Market Value of Gift Payment needed from Residents

S$200 & below No payment needed.

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Above S$200 but less than S$1000 Resident pays 25% of estimated market value.

NB: Payment proceeds shall go to the Department and recorded by Finance.

As a general guide, such personalized gifts should not normally be of high market

value. In extraordinary occasions where a personalized gift received by the

resident is of high market value (i.e. above S$1,000), HR Department shall alert Finance Department accordingly. The resident who has received the gift shall

not be allowed to participate in any product review or tender committee or

procurement activities involving any products/services from the vendor/supplier

who offered the gift to the Resident. However, the resident may apply to retain

the personalized gift subject to approval granted from the following approving

authorities: Estimated Market Value of Gift Payment Needed From Employee

Below $1,000 Entity HR Head

$1,000 & above Director of Finance

The approving authorities may decide against allowing an employee to retain a gift (although the employee may be willing to pay 25% of estimated market value), if it is deemed in the interest of NUHS to retain the gift for its own use, or to return the gift to the external party (e.g. if the value of the gift is considered too high and potentially contentious to accept).

6. Gifts which are “Intangible” Benefits

Residents may receive offers of ―intangible‖ benefits from vendors/suppliers,

such as discounts on purchases, special perks/services accorded,

extraordinary privileges or personal favours done for the residents, or any

other form of benefit in favour of the residents.

The receipt of such gifts/benefits from a vendor/supplier may put the residents

in a position of vested personal interest or may cause apparent/implied

personal obligation to the vendor/supplier. Residents are therefore required to

make a declaration of such gifts/benefits received to HOD using the Declaration

Form for Gifts Received. The form shall be submitted to HR Department for

approval.

Where a vendor/supplier offers a special benefit to NUHS (eg. promotional

discounts for the purchase of products/services from the vendor/supplier), such

a benefit should not be reserved for only a specific resident or a specific

category of residents (for example, residents involved in procurement

activities with the vendor/supplier). The benefit should be considered as having

been offered to NUHS. The offer from the vendor/supplier should be publicized

accordingly so that all residents have an equal opportunity to utilize the benefit.

7. Prizes won by Residents

If a resident attends a function/event organized by an external party and

wins any prize (eg. lucky draw prize at a dinner & dance, prize for ―hole-in-one‖ in

a golf game, etc), the resident shall declare the prize to the HOD using the

declaration form.

Residents may retain such prizes for their own use. This is on the condition that

the prize was won by the resident on an ―equal opportunity‖ or ―fair probability‖

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basis, that is, there was no bias in favour of the resident, on the account of

his/her official status as an resident of NUHS. The prize won by the resident

should not impose any potential/apparent obligation on the himself/herself

towards the external party which sponsored the prize or which organized the

function/event.

8. Employee Perks offered by Government or Quasi-Government BodiesGovernment or quasi-government bodies may from time-to-time offer residents perks such as admission tickets to national-level events (e.g. National Day Parade, Singapore Arts Festival, etc) organised, sponsored or endorsed by the government.

Government or quasi-government body may invite NUHS residents to attend such national-level events as a senior representative of NUHS. Admission tickets to such national level events may have commercial value (e.g. National Day Parade tickets are auctioned on the internet at a price). Notwithstanding this fact, the perks extended to the residents shall not be deemed as gifts, but rather as perks offered to ‗public servants‘, by virtue of the resident‘s position in NUHS. The acceptance of the perks would pose no conflict of interest to the residents, since the Government or quasi-government bodies have no commercial transaction with NUHS.

Residents may retain such perks offered by Government or quasi-government bodies for own consumption. Where appropriate, the residents may also at his/her own discretion transfer the invitation and admission ticket to another resident, as a stand-in for him/her to attend the national-level event.

The residents should declare the receipt of the perks to HOD, using the Declaration Form for Gifts Received.

9. Register of Gifts received and disposed of

Both the acceptance and disposal of gifts shall be properly documented in a

register maintained by HR Department which shall be subjected to audit. All

declaration forms of gifts received shall be kept by HR Department for record

purposes.

10. EntertainmentResidents must not under any circumstances solicit entertainment from external parties.

From time to time, the residents may receive unsolicited invitations to meals. These invitations may be accepted as part of the course of normal business meetings, provided that the meals are not extravagant and no perceived obligations arise as a result. The residents should inform their HOD of the entertainment received.

In general, there is no necessity to reciprocate entertainment offered by vendors/suppliers. Residents may provide entertainment to an external party where it is necessary to cultivate working relations and further NUHS‘ objectives.

The ―GIFT DECLARATION FORM‖ can be downloaded here.

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IV: FINANCIAL SUPPORT AND BENEFITS (by MOHH)

A. MOHH Remuneration (updated 5 Mar 2015)

1. Payment of Salary Your salary will be credited into your bank account on the 15th day of each month (1st payroll run). The salary is meant for the month itself (i.e. 1

st of the month to

the last day of the month). For new hires and employees going/ returning from No Pay Leave or Re-enlistment, your salary may be credited on the 27th day of the month (2nd payroll run) if your service commencement/ end date occurs after the payroll processing cut-off date for the 1st payroll run.

2. Clinical Allowance

You will be eligible for the monthly Clinical Allowance (previously known as Fixed Specialist Allowance), if you have obtained the necessary registrable postgraduate degree qualification. The Clinical Allowance rates are as follows:

a. Medical Officers / Residents - $500.00 b. Senior Residents - $1,000.00

The list of Registrable Postgraduate Degrees can be found in the SMC website here: For example:

i. Membership of the Royal College of Surgeons [MRCS (OSCE)]; ii. Membership of the Royal College of Physicians [MRCP (PACES)]; iii. Final Master of Medicine [Final MMed (Psychiatry)]; iv. Membership of the Royal College of Paediatrics and Child Health [MRCPCH],

etc. For activation of Clinical Allowance, please email a scanned copy of the official notification letter of your qualification to HRTD within 3 months from the date of letter. Please take note: a. Only official notification letters with college‘s letterhead are acceptable. b. If your full name is not stated on the letter, please provide a screenshot of the login page from the college‘s website indicating your full name and code for identification. c. You do not have to present the scroll for the activation of Clinical Allowance. If we receive your complete notification letter on/before 15

th of the month, Clinical

Allowance will be paid as part of your next payroll in the following month. For late notifications, we will only be able to backdate Clinical Allowance payments for a maximum of 3 months from the date of your email notification to MOHH.

3. Medical and Hospitalization Benefits You and your family will be entitled to the Company's Medical and Hospitalisation Benefits Co-Payment Scheme. Family refers to spouse who is unemployed or spouse

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who is employed but not entitled to any medical benefits by the current employer; and children below 18 years old. The Co-Payment Scheme rates are as follows:

a) Employee: 10% of the total bill b) Dependant: 30% of the total bill

The following exclusions apply:

a) Cosmetic or plastic treatment, obesity, weight improvement or reduction. b) Mental illness, self-inflicted injury and other form of conditions arising out of unlawful

act, exposure to unjustifiable hazards or provoked assault. c) Procurement of use of contact lenses or eye glasses. d) Medical equipment and appliances such as wheel chair and dialysis machine e) Purchase of medical supplies without doctor‘s prescription. f) Medical expenses incurred overseas.

Category Information Entitlement

Outpatient Medical

Claimable for visits at:

General Practitioner Clinic

Polyclinic

A&E of Government Restructured Hospital

Private Hospitals

Traditional Chinese Medicine Clinic registered with MOH

$400 (capped per annum) Max reimbursement amount is capped at $35 per visit (after co-payment) This is shared between you and your family.

Specialist Outpatient

Claimable for visits at:

Government Restructured Hospitals only

Note: If the specialist outpatient entitlement has been fully utilized, the claim will be reimbursed under Outpatient Medical (capped at $35). This also applies to maternity related claims.

$550 (capped per annum) – for self $550 (capped per annum) – for your family

Inpatient (Hospitalization & Surgical / Day Surgery)

Claimable for visits at:

Government Restructured Hospitals only

$10,000 (capped per annum) – for self $10,000 (capped per annum) – for your family

Procedures:

a) Scan the tax invoice(s) with final payment made and attach in the Prosoft claim submission. Please do not provide the interim bill. During your submission, key in the following details: i. Receipt number or case number and NOT GST number or Company registration number.

ii. Receipt/ invoice date and NOT the date of submission.

4. Dental Benefits You are eligible to seek reimbursement for the cost of dental treatment sought at any Registered Dental Practitioner in Singapore of up to a maximum of S$130 in each calendar year. Dental treatment excludes those for cosmetic purpose and purchase of dental products.

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B. MOHH Claims (updated 5 Mar 2015)

1. Claims Entitlements a) All claims must be submitted within 3 months from the date of incurrence via Prosoft except for work-related claims (to be submitted within 1 year) and Work Injury Compensation claim (to be submitted as soon as possible from the date of incurrence). The 3 months deadline includes resubmission of rejected claims. Late submission of claims will not be processed.

b) All claims entitlement periods are from 1 January to 31 December of each year. Entitlement

will be pro-rated accordingly should your service with the Company is less than the calendar year. Please refer to your actual entitlement via Prosoft Claims Claims Status. Any unused claims entitlement cannot be encashed or carried forward to the following year. c) One receipt cannot be split into two claims. Neither can two receipts be submitted as one claim. No manual submission is allowed except for Work Injury Claim. d) All supporting documents are to be scanned and attached in Prosoft when submitting claim applications. All scanned documents are acceptable as long as they are identical to the originals; contain all accurate information in the original documents, clear and legible. e) With the scanned document function, you are required to keep the original documents for 6 months (from date of reimbursement) and to produce the original documents when requested by HRTD/Finance or the Auditors. Employees found to have submitted invalid or false claims will be subject to disciplinary action by HRTD and the claim amount will be recovered. f) All claims submitted online with the correct documents attached, on/ before 15

th of the month

will be processed for payment on the following 15th of the month.

2. Work Related Claims

With effect from 1 July 2014, the meal allowance was incorporated into the night duty allowance

rates to house officers/residents/senior residents need not claim meal allowance separately.

Such work related claims can be submitted within one (1) year from the date of incurrence. All

claims, approved by the 15th of the month, will be processed and paid on the 15

th of the following

month.

Benefit

Code

Benefit Name Current With effect from 1 July 2014

HO/

Resident

PGY1

MO / Resident

PGY2 and

Dental

Officers

Senior

Resident

HO/

Resident

PGY1

MO / Resident

PGY2 and

Dental Officers

Senior

Resident

Weekday Allowance Rates

WRMLWDF WR Meal WeekDay Full

Call 7.5 9 9 0 0 0

WRMLWDH WR Meal WeekDay Half

Call 3.75 4.5 4.5 0 0 0

WRNDWDF WR Night Duty

WeekDay Full Call 110 210 240 120 220 250

WRNDWDH WR Night Duty

WeekDay Half Call 55 105 120 60 110 0

Weekend Allowance Rates

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WRMLWEF WR Meal WeekEnd/PH

Full Call 11 13.5 13.5 0 0 0

WRMLWEH WR Meal WeekEnd/PH Half Call

5.5 6.75 6.75 0 0 0

WRNDWEF WR Night Duty WeekEnd/PH Full Call

150 300 340 165 315 355

WRNDWEH WR Night Duty WeekEnd/PH Half Call

75 150 170 83 158 0

You are eligible to claim for the following if you work on night duty on the eve of the 3 major Public Holidays (Christmas, New Year and Chinese New Year): a) Night duty allowance (WR Night Duty Weekend/PH) only.

You are eligible to claim for the following if you work on night duty on a gazetted Public Holiday: a) Night duty allowance (WR Night Duty Weekend/PH) and; b) One day off-in-lieu (OIL)* or ‗Work on Public Holiday‘, subject to HOD‘s approval.

* Administered offline and not applied in Prosoft.

For Work on Public Holiday claim, it is a separate claim type from Work Related claim. Please select Work on Public Holiday Claim type from the dropdown list in the Claim Application Page. Please note that the ‗Work on Public Holiday‘ claim amount of $1 indicated in Prosoft system (under Claim module) is meant to be 1 unit. The claim amount is computed on a pro-rata basis based on your monthly salary capped at $4,000.

3. Work Injury Compensation Claims

Work Injury Compensation (WIC) claim is only claimable for visits at Government Restructured Hospitals. Claims will only be processed after MOHH HRTD has received all original documents. All documents are to be submitted either by post or through MOHH Blue Box. Please refer to Attachment - MOHH Mailbox location for the location of the Blue Box. Procedures:

a) Submit your claims by keying in the following details:i. Receipt number or case number and NOT GST number or Company registration

number.ii. Receipt/ invoice date and NOT the date of submission.iii. Indicate in the remarks if the claim is a new claim or for a follow-up visit/treatment.

b) Submit the following documents to MOHH HRTD – WIC Claim Administrator in a sealedenvelope:

i. A copy of Prosoft claim pageii. Claim form for Needlestick injuryiii. Original tax invoice(s) with final payment made.

4. Personal Training Fund (PTF) Claims

The PTF provided by MOHH is intended to support the professional development and training needs of medical and dental staff. It represents a form of subsidy for employees‘ training activities and may not cover all expenses that arise from the activities.

The following MOHH employees are eligible for an annual PTF entitlement:

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Category Entitlement

HOs / Residents (PGY1) / Transitional Year / DOs / MOs $1,000

MO (Trainees) / Residents (PGY2 & above) / Senior Residents $1,500

MO (Trainees) / Residents (PGY2 & above) / Senior Residents in the following specialty:

a) Emergency Medicineb) Geriatricc) Internal Medicined) Pathologye) Psychiatryf) Renal

$2,250

PTF cannot be used for the same purpose for more than once e.g. where the repeated cost is incurred due to the employee‘s failure to complete the course or pass an examination in the first instance.

Each PTF claim is based on receipt date or event period (e.g. course / examination / membership period). Claims with receipt or event date falling within the PTF entitlement year and employees‘ employment period will be processed. In the event that the commencement date of a course / examination is after the employees‘ last working day with MOHH, the reimbursed amount will be recovered from the employees via payroll or cheque.

During SAF re-enlistment period, employees are suspended from MOHH employment, and hence not eligible for PTF claims.

During No Pay Leave period, employees are eligible for PTF claims, but it will be subject to Director, Healthcare Manpower Division, Dr Liem Yew Kan‘s approval. However, if the no pay leave period spans over the whole entitlement period, you will not be eligible for new PTF entitlement.

PTF may be utilised for the following types of training activities (local/ overseas): a) courses that lead to a formal certification related to medical/clinical practice;b) courses or conferences that are relevant to a medical/clinical topic;c) courses or conferences that aim to improve soft skills necessary for doctor-patient

interaction;d) core training programmes as detailed by the institution.

The PTF may be used to cover the following cost items: a) registration fees for courses/ conferences/ examinations;b) examination fees;c) relevant materials to support examinations & trainings (medical books, CD-ROM, mobile

applications);d) language courses (eg conversational Mandarin and Malay) that would enhance doctor-

patient‘s communications;e) NUS or NTU library membership fees;f) membership fees of a professional body that is of direct relevance to employee‘s specialty

including annual membership fees for SMA (Singapore Medical Association) and SDA(Singapore Dental Association)

g) posters for conference presentation;h) Miscellaneous charges such as shipping / handling / admin fee / bank charges pertaining to

purchases of textbooks or other items can only be claimed under the PTF if they are includedwithin the same invoice or purchase order as the original items.

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Basic Cardiac Life Support (BCLS) & Advance Cardiac Life Support (ACLS) certification & re- certification are fully sponsored, i.e. on top of the PTF funds. You can register through the following:

a) Institute for Medical Simulation and Education (IMSE), b) Institute of Mental Health (IMH), c) Jurong Health (JHS), d) KK Women‘s and Children‘s Hospital (KKH), e) National Health Group (NHG), f) National University Health System (NUHS) and g) TTSH Medical Education Office.

The fees will be billed to and paid by MOHH. For registration with other vendors, you need to make the full payment, obtain the receipt and submit the claim online via Prosoft under ―PTFACLSBCLS‖. The PTF will not cover the following expenses:

a) as ‗top-up‘ to another source of funding/sponsorship for a conference/course b) courses that have no direct relation to employees‘ academic/clinical development c) medical equipments such as stethoscopes, ophthalmoscope and lenses d) electronic equipment such as electronic tablets, laptops and mobile phones

For courses with subsidies from the Government, employees will enjoy the government subsidy calculated at a certain percentage of the total course fee upon completion and passing of the course. Hence, MOHH will reimburse the un-subsidized portion, with the position that the doctors should pass the examination and thus receive the government subsidy. Procedures:

a) Scan the following documents and attach in the Prosoft claim submission: i. A copy of original receipt(s) / E-receipt / email acknowledgement with date showing

your name, date of purchase, purpose of the payment and amount paid. ii. Bank / Credit Card statement, if the payment is made in foreign currency to show the

Singapore Dollar conversion. Please refer to Annex F (Attachment – Personal Training Fund) for the detailed procedures on PTF claims submission.

5. Transport Claims You are allowed to claim for transport costs incurred for the purpose of work. Staff are strongly encouraged to car-pool, where possible. Modes of transport for travel are as follows:

a) Public: taxi, MRT, bus b) Private: car, motorcycle - the following rates are used for computation of the mileage:

i. Car: $0.60 per km ii. Motorcycle: $0.15 per km

If Electronic Road Pricing (ERP) and parking charges are incurred, employees may claim the expense by providing the relevant receipts or documentation as proof. Such travel should specifically be for the following purposes:

a) Travel for meetings and off-site work duties

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You may be asked to attend meetings or perform off-site work duties at a place other than their designated work place

1.

The claim will be for the full transport expense incurred between the designated work place and the venue. In circumstances whereby the travel is between the staff‘s home and the venue, the normal travel expense incurred by the staff between his/her home and the designated work place must be deducted from the total expense when submitting the transport claim. Examples of such claims are included in Annex F (Attachment – MOHH Transport Claim).

b) Travel after working beyond the official office hours or Emergency call-back

You may claim for transport expenses incurred between the designated work place and home, subject to HOD/supervisor‘s approval, if:

i. You are required to report to work before 6am or work past 10pm; ii. You are called back on emergency.

The amount claimable will be the full transport expense incurred between your home and the designated work place. Examples of such claims are included in Annex F (Attachment – MOHH Transport Claim).

c) Weekend rounds

You may be required to perform weekend ward rounds and hence are allowed to claim for transport expenses if you are not scheduled to work on those days. Below are some conditions of the claims:

i. Ward rounds only – two way transport expenses to/from your home and designated work place.

ii. Ward rounds before call duties - one way transport expense from your home to designated work place.

iii. Ward rounds after call duties - one way transport expense from your designated work place to home

The Transport Claims will not cover the following expenses:

a) Traffic or parking fines b) Season parking fees at the institutions that you are posted to c) Advance booking fee for Taxi

Procedures: a) Scan the following documents and attach in the Prosoft claim submission:

i. A copy of receipt(s) / parking coupon(s) ii. For mileage/ bus/ MRT claim, no receipt(s) are required.

Please refer to Annex F (Attachment – MOHH Transport Claim) for the detailed procedures on transport claims submission.

C. Leave Benefits

NUHS recognizes that residents may need to be away from work due to medical or certain

personal reasons. Leaves of absence are defined as approved time away from residency

duties, other than regularly scheduled days off as reflected in a rotation schedule. All leaves

will be scheduled with prior approval by the PD/ HODs/assigned personnel, with the

1 Designated work place refers to the institution that the medical / dental staff are posted to.

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exception of emergencies or unexpected illnesses. In unexpected/emergency situations, the

resident should contact the PD/HOD/assigned personnel at the earliest possible time.

MOHH (Refer to ANNEX F for more Leave Matters – updated 5 Mar 2015details)

All leave entitlements are for the period January to December each year, unless otherwise stated. Your leave entitlement will be pro-rated accordingly should your service with the Company is less than a calendar year or if you are on no-pay leave during the year. All leave applications are to be submitted via Prosoft for HODs‘ approval, except those specified. Failure to apply for leave and obtain approval prior to taking the leave is tantamount to absence without official leave and may result in disciplinary actions. All supporting documents (where required) are to be scanned and attached in Prosoft when submitting leave applications. With the scanned document function, you are required to keep the original documents for six (6) months (from date of leave taken) and to produce the original documents when requested by HRTD or the Auditors. Employees found to have submitted invalid or false leave applications will be subject to disciplinary action by HRTD and the applied leave will be converted to annual leave or recovered via payroll.

Types of Leave Entitlement Remarks / Documents Required

Annual Leave

During HOship / Resident PGY1: a) 21 days b) Based on anniversary year

(Any unutilized leave will be forfeited.) For MO / DO / Resident PGY2 & above / Senior Residents: 1

st to 4

th year: 24 days

5th to 9

th year: 26 days

10th year & above: 28 days

During HOship / Resident PGY1: 1. For HOs, the leave entitlement will be allocated based on posting

period. 2. For Resident PGY1, the leave entitlement is not allocated by

posting period. You should check with the department secretary or the Sponsoring Institution on the leave utilization.

For MO / DO / Resident PGY2 & above / Senior Residents: 1. A maximum of 1 year’s entitlement of annual leave can be

carried forward to the following year.

2. Leave carried forward must be consumed by 31st December of

the second calendar year; failing which such leave will be automatically forfeited without any compensation or notification.

3. While planning leave, you are required to comply with the JCST leave guidelines and Residency rules on leave of absence.

Medical 14 days Remarks Overseas MCs and TCM (Traditional Chinese Medicine) MCs are not accepted. Document(s) required

1. Medical Certificate (MC) Hospitalization 60 days (including 14 days of Medical

Leave)

Compassionate

Death 3 continuous days Critical Illness 3 days

Document(s) required 1. Death: Death Certificate 2. Critical Illness: Doctor‘s Memo for Dangerously Ill List (DIL)

Marriage

Employees who have completed at least 3 months of continuous service and are ‗single‘ at the point of hire, are eligible for 3 days. This must be taken within 1 year from 1

st legal marriage

date.

Document(s) required 1. Marriage Certificate

National Service Leave

NA Document(s) required 1. Reservist Letter

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Types of Leave Entitlement Remarks / Documents Required

Training

HO / Resident PGY1 Managed by Institutions, subject to HODs‘ approval MO/DO 10 days MO (Trainee) / Residents (PGY2 & above) / Senior Residents 12 days

Document(s) required 1. Relevant documents as requested by HODs / PDs

Maternity

Female employees who have completed at least 3 months of continuous service are eligible for the following entitlement: Singaporean child/children 16 calendar weeks Non-Singaporean child/ children 8 calendar weeks

Singaporean & Non-Singaporean child/ children 1

st 8 calendar weeks (Maternity Leave)

Document(s) required 1. Medical Certificate (MC) or memo stating EDD (Estimated

Delivery Date)

2. For Singaporean child, Government-Paid Maternity Leave (GPML) form. It is available in Prosoft: Leave Policy GPML Form (Attachment - GPML)

Singaporean child/ children Next 8 calendar weeks (Maternity Leave Flexible) No document is required (submitted earlier for the 1

st 8 weeks).

Shared Parental Singaporean child/children Male employees are eligible to share 1 week

2 of your wives‘ maternity leave

if your wives are eligible for Government-Paid Maternity Leave. This must be taken within 12 months from the date of child‘s birth.

Document(s) required 1. Shared Parental Leave Scheme Declaration Form 2. Child‘s Birth Certificate

Upon HRTD‘s verification, the SPL will be granted on Prosoft for online application.

Paternity

Male employees who have completed at least 3 months of continuous service are eligible for the Government-Paid Paternity Leave (GPPL). This must be taken within 12 months from the date of child‘s birth. Singaporean child/children 1 week

1

Non-Singaporean child/ children 3 days

Remarks Update on Prosoft - Personnel on child‘s particulars with child‘s birth certificate. Once HRTD approves the request of update(s), the entitlement will be available.

Adoption Female employees who have completed at least 3 months of continuous service are eligible for 4 weeks

1 of adoption leave if your

adoptive child is below 12 months of age at the point of leave consumption. This can be taken within 12 months from the date of child‘s birth.

Document(s) required 1. Government-Paid Adoptive Leave declaration form 2. Adoption petition to the Family Court (for Singaporean Child) 3. In-principle approval for a Dependant‘s Pass (DP) (for non-

Singaporean Child) 4. Latest notice of assessment from IRAS 5. Adoption Order and The Schedule* 6. The Singapore Citizenship certificate of the child (if applicable)*

* If the Adoption Order and /or Singapore Citizenship is/are not available at the point of submission of the claim, they must be furnished to the CPF board as soon as they are available.

2 Refers to the work-week of the employee.

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Types of Leave Entitlement Remarks / Documents Required

Upon HRTD‘s verification, the Adoption leave will be granted on Prosoft for online application.

Family Care

Employees who have completed at least 3 months of continuous service is eligible for 3 days.

Document(s) required 1. Relevant documents as requested by HODs/ PDs

Child Care (below 7 years old)

Singaporean child/children 6 days Non-Singaporean child/ children 2 days

Remarks Update on Prosoft - Personnel on child‘s particulars with child‘s birth certificate. Once HRTD approves the request of update(s), the entitlement will be available. Employees with children in both age groups would be eligible for a maximum of 6 days per year for Singaporean child or 2 days per year for Non-Singaporean child, based on the age of the youngest child.

Extended Child Care (7 to 12 years old)

Singaporean and non-Singaporean child/ children 2 days

Unpaid Infant Care (2 years old and below)

Singaporean child/ children 6 days

Remarks This is not available for application via Prosoft. Document(s) required 1. Child‘s Birth Certificate 2. HODs‘ acknowledgement / email approval

Volunteerism

5 days

Remarks The Company supports employees in your noble desire to do social and mercy works with organizations such as Red Cross Society, Mercy Relief etc. Mission works and travels organized by religious organizations are not considered for volunteerism leave. This is not available for application via Prosoft. Document(s) required 1. Official letter of mission trip from organization 2. HODs‘ acknowledgement / email approval

Prolonged Illness First 6 months Full pay based on monthly base salary (inclusive of MVP) and full payout for Annual Wage Supplement Next 6 months Half pay based on monthly base salary (inclusive of MVP) and half payout for Annual Wage Supplement Further 6 months No pay and no entitlement to Annual Wage Supplement

Remarks You must submit the required documents to your HODs / PDs, Director, Healthcare Manpower Division, Dr Liem Yew Kan) and Director, HRTD, Mr Tan Kwang Cheak for approval.

This is not available for application via Prosoft. Document(s) required 1. Memorandum from doctor

Unrecorded Leave 30 calendar days Remarks Employees who are chosen to represent Singapore as part of a state team to participate in the major games (Olympics, Commonwealth Games, Asian Games and SEA Games) and International or Regional Meets organised under the auspices of the respective International or Regional Controlling Bodies will be eligible. This is not available for application via Prosoft. Document(s) required 1. Endorsement letter from Singapore Sport Council or the

Singapore National Olympic Council (SNOC) 2. HODs‘ acknowledgement / email approval

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Types of Leave Entitlement Remarks / Documents Required

No Pay Leave NA Remarks No Pay Leave requests must be submitted via email to your HODs / PDs and Dr Liem Yew Kan (Director, Healthcare Manpower Division) for approval before the start of No Pay Leave (NPL). Any extension for No Pay Leave must be submitted to and is subject to HOD‘s and Dr Liem‘s approval. Pro-rated earned Annual Leave will be computed and consumed before starting of No Pay Leave. For those who are serving a bond, the bond will be suspended during NPL period. Medical Officers (under Conditional Registration) will need to seek written approval from Singapore Medical Council for No Pay Leave period exceeding 3 months per year in a 12-month period.

This is not available for application via Prosoft.

D. Effect of Leave of Absence on Completion of Residency

MOHH sets the guidelines for absence from training for PGY1s and PGY2s and beyond. Please refer to ANNEX A-1 for the MOH training circular ―OFFER OF

RESIDENCY POSITION - 2014”.

Training duration may be extended due to long leave and absence from

training beyond the allowed number of days, below par performance during

the residency, failure in exams and where competency to progress to the next

level is not evident.

Residents returning from extended period of leave or absence of training (e.g.

National Service) will be required to undergo minimum 2 months of remedial

training and assessment before rejoining residency. This is applicable to 2013

intake onwards.

E. Provisions for Returning Pre-Selected Residents

This provision is specifically for doctors who are returning from National Service. These doctors who have obtained a residency position and return from National

Service after 01 July and before 01 September are allowed to enter R1 in the same year.

For doctors who have obtained a residency position but return from National

Service on or after 01 September will enter residency on 01 July of the following

year.

F. Other Benefits

1. Staff Wellness

NUHS has an active Staff Wellness section within the HR Department to cater to

the needs for a health and well-balanced lifestyle. It aims to:

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a) Promote, organize and coordinate sports, social and other recreational

activities for staff and their family members.b) Promote mutually beneficial relationships and recreational interests

of residents/staff.c) Provide opportunities for residents/staff to meet one another for

social interaction.

2. NUHS Residents’ Lounge

To forge camaraderie among the residents, NUHS has set up a resident

lounge in main building level 3. Access is opened to all NUHS residents via card

access.

Residents are to take ownership of the lounge to keep it clean and

tidy by abiding the following housekeeping rules:

1. Ensure the door is fully closed to prevent any unauthorized

users from using the lounge.

2. Do not leave your personal belongings in the lounge (e.g.

bags/stethoscope/

clothes/etc in the cupboard, on the sofa, tables and TV consoles).

3. Dispose any leftover food, cutleries and wrappers into the rubbish bin when

you leave the lounge.

4. Do not leave any food/snacks lying around for your colleague(s) as this

attracts pests which may infest the area.

3. Personal Training Fund (PTF)

All residents are employees of MOHH and eligible for an annual Personal Training

Fund. PTF entitlement is from January to December of each calendar year. Refer

to C. MOHH Claims\4. Personal Training Fund (PTF) Claims for MOHH entitlement and guidelines on PTF utilization.

NUHS will also grant a PTF top-up of $1,000 to every resident every academic

year. The NUHS PTF top-up can only be utilized when the MOHH PTF has been

exhausted. The guidelines for utilization will be aligned to the MOHH guidelines.

For NUHS PTF claims, all original receipts should be submitted to your Program

Coordinator, preferably within three months from the date of receipt.

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4. Access to E-journals

All residents are issued with a NUHS email account, which will grant them access

to NUS medical e-journals. Click here to log in to the e-journals.

Due to licensing agreement restrictions, the libraries' subscribed e-resources are strictly accessible by NUS staff and students only. Please refer to the listing here for the journals where permission has been granted by the publishers to extend to NUHS residents.

Residents can also access the followings via NUH intranet portal or log in to intouch2 via the link here. Username for intouch2 login is resident's ADID.1. BMJ Quality & Safety Journal

2. British National Formulary3. British National Formulary for Children4. NUS Lib E-resource5. Ovid6. PUBMED7. Up to Date

H. MOHH Sponsorships

The residents may apply for sponsorship from the MOHH during the residency training for: Overseas Conference (Refer to ANNEX G)

Post-graduate Examination and relevant preparatory course (Refer to ANNEXH)

The application forms can also be downloaded from www.physician.mohh.com.sg.

Refer to the step-by-step guide on accessing NUS e-resources (click to open the document).

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V: RESIDENT RESPONSIBILITIES AND CONDITIONS OF APPOINTMENT

A. Resident Responsibilities The position of resident entails provision of medical

care which commensurate with the resident's level of training and competence and is under the general

supervision of appropriately attending teaching staff.

In addition to the duties and responsibilities as stated in

the MOHH contract, residents of NUHS would be

required to assume the following responsibilities (but

are not limited to):

a) Participation in safe, effective and compassionate patient care.

b) Participation in hospital quality and patient safety programs.

c) Participation in the educational and scholarly activities of the training program and, as appropriate and required, assumption of responsibility for teaching and supervising other residents and medical students.

d) Participation in institutional committees and councils to which the resident

is appointed or invited.

e) Adherence to the duty hour regulations and policies of NUHS and to submit hours worked as mandated by NUHS and/or training program.

f) Participation as appropriate in training programs and medical staff activities

of NUHS, or those of its participating training sites and adherence to respective established practices, procedures and policies of the institution.

g) Participation in the evaluation of the training program and its faculty.

h) Development of an understanding of ethical, socio-economic, and

medical/legal issues that affect graduate medical education and of how to apply cost containment measures in the provision of patient care.

i) Adherence to the highest standards of the medical profession and pledge

to conduct him or herself accordingly in all interactions.

j) Demonstration of respect for all patients and members of the health care team without regard to gender, race, national origin, religion, economic status, disability or sexual orientation.

k) Promotion and upholding of the mission, vision and values of NUHS as

stipulated in the statement of commitment to graduate medical education.

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B. Residents on Overseas Training

Residents are expected to conduct themselves with the highest standard of exemplary behaviour, decorum and pride, when on training locally or overseas. This includes adherence to the NUHS policy on General Conduct, Confidentiality, Attendance and Punctuality1, which are anchored on the NUHS Corporate Values of Teamwork, Respect, Integrity, Compassion, Excellence (TRICE).

In dealing with others, Residents are to be respectful, show compassion and maintain personal and professional integrity. Residents are to be clear of the training objectives set out and work to achieve the objectives. This includes working in collaboration as a team and striving for excellence in the work assigned to or undertaken by them. They are to conduct themselves in a manner that upholds the NUHS TRICE values and be mindful that they represent the institution and the NUHS residency program.

The Residents on training are to sign the Code of Conduct Policy (Annex I) and to go through the following processes with the PD:

C. Hospital Orientation for New Residents

NUHS, as the SI, conducts an institution-

wide orientation for all new residents.

The orientation is conducted in 4 parts.

Attendance and participation for all

residents is compulsory.

Part 1 is the team building exercise - OBS. Through activities, residents are

inculcated on the importance of the NUHS TRICE values –Teamwork, Respect,

Integrity, Compassion, and Excellence.

For Part 2, the GME Office, in coordination with various services at NUHS,

provides several sessions on safe and appropriate patient care during Orientation.

Briefing on Expectations in

Pre-Trip Briefing

At least one week prior

to departure

Reporting on Occurrences during Trip

Within 24 hours of

occurrence

Debrief at Post-Trip Briefing

Within one month after completion

of trip

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These sessions include Clinical Responsibilities of a Resident, An Efficient

Ward Round, Reducing Laboratory Errors, Infection Control for Clinicians and

Discharge Processes.

Part 3 comprises of a program-specific orientation conducted by their respective PD/resident representatives.

Last but not least, Part 4 comprises an e-

learning module that is available on the

NUHS e-learning portal ―Blackboard".

The topics are listed as follows:

1. Administrative Matters

1.1 Guide to the Intranet 1.2 Dress code for Doctors

1.3 Fire Safety Video

2. Personal Well-being

2.1 Fatigue and Sleep Deprivation 2.2 Physicians Impairment

3. Clinical Matters

3.1 Clinical Responsibilities of HOs, MOs and Residents

3.2 An Efficient Ward Round 3.3 Infection Control for Clinicians

3.4 Multidisciplinary Notes 3.5 EMR Workflow Driven Tutorial

3.6 Peripheral Venous Cannulation Video

3.7 Blood Indications and Complications 3.8 Peri-operative Anaesthesia Care

3.9 Rapid Escalation Flowchart 3.10 SBAR

3.11 Time Out

3.12 Stop the Line 3.13 Patient Safety Briefing

3.14 Continuing Care for Patients from Acute Hospital to Home and Step Down Facilities

3.15 HIV Inpatient Screening HAP

3.16 ABCs of Diabetes and Endocrinology

Residents are also required to complete an online quiz on the portal within a month of joining NUH. The passing mark is 80%.

In addition, residents will be mask fitted and taught proper hand hygiene techniques. It is mandatory for all new residents to complete the orientation program.

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This Orientation is supported by all the programs, the GME office, and the GMEC.

Time Program

7.30am Registration

7.45am

Welcome Address (10mins)

A/Prof Aymeric Lim Chairman, Medical Board

8.00am

Clinical Responsibilities of a House Officer / Medical Officer (60mins)

A/Prof Quek Swee Chye

Deputy Chairman, Medical Board

9.00am

Physician Impairment and Fatigue Management (20mins)

Dr Celine Wong

Department of Psychological Medicine

9.20am

Discharge Planning: It Starts from Admission! (10mins)

Ms Eva Chow

Senior Assistant Director, Medical Social Work Department

9.30am

An Efficient Ward Round: It Can Happen! (15mins)

Ms Noreza Binte Sailani

Nurse Manager, Department of Nursing Administration

9.45am

External Communications – opportunity or threat? (10mins)

Mr John Li

Senior Assistant Manager, NUH Corporate Communications

9.55am Sensitivity Test & Tea Break

10.30am

Infection Control for Clinicians (10mins)

A/Prof Dale Fisher

Head & Senior Consultant, Division of Infectious Diseases,

University Medicine Cluster

10.40am

Pre-anaesthesia Preparation for the Surgical Patient (10mins)

Dr Ong Kok Leong

Associate Consultant, Department of Anaesthesia

10.50am

- 11.10am

iSmart Training (20 mins)

Dr Ling Zheng Jye

Manager, NUHS Academic Informatics Office

D. On-call Activities

On-call activities are defined as those duty hours beyond the normal work day

when the residents are required to be immediately available in the assigned

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institution.

The following institutional policies apply to all NUHS programs and residents:

1) In-house call duty will be scheduled no more frequently than every third

night, averaged over a four-week period.

2) No new patients may be accepted after 24 hours of continuous duty. A

new patient is defined as any patient for whom the resident has not

previously provided care.

3) At-home call is defined as call taken from outside the assignedinstitution.

Frequency of at-home call is not subject to the every third nightlimitation. However, at-home call must not be so frequent as topreclude rest and reasonable personal time for each resident.

Residents taking at-home call must be provided with 1 day in 7

completely free from all educationally and clinic responsibilities, averaged

over a 4-week period.

When residents are called into the hospital from home, the hours spent in-

house are counted towards the 80-hour limit.

The Program Director and the faculty must monitor the demands of at-

home call in their programs and make scheduling adjustments as

necessary to mitigate excessive service demand and/or fatigue.

E. Moonlighting

It is the position of NUHS that the primary responsibilities of residents are to

their own graduate medical education and to the patients charged to their care. As such, NUHS discourages extramural professional activities, or

―moonlighting‖, which may generally conflict with their primary responsibilities.

Residents may not moonlight on rotations or services to which they are

currently assigned as part of their residency or fellowship program. Questions

regarding whether a particular request for moonlighting would be prohibited

under this section should be directed to the DIO.

Residents must obtain written approval from the program director of any moonlighting activities before any moonlighting activity is undertaken.

NUHS or any individual department or division reserves the right to deny any

specific moonlighting activity that is deemed inconsistent with the institutional

policy regarding conflict of interest or other relevant policies. The resident

requesting moonlighting permission acknowledges that his or her performance

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will be monitored for the effect of the activity, and adverse effects may lead to

rescinding of permission.

F. Physician Impairment and Substance Abuse

It is imperative that resident in a position of responsibility, whether this is for

patient care or other areas, should not have their performance impaired by

abuse of alcohol, drugs, or other substances, emotional problems, physical or

mental illness, family problems, fatigue or other circumstances. NUHS

regards alcohol or chemical dependency as illnesses that can be medically

treated. Once started in the program, resident‘s appointment will not be

jeopardized solely for requesting help for the diagnosis and treatment of any

drug dependency illness. Such matters will be decided on the merits of each

individual's performance in the same manner as for any individual with or

without other health problems.

If a resident is determined to be unable to perform satisfactorily and safely in

the program at any time, the Supervisor/PD can facilitate residents‘ access to

confidential counseling, medical, and psychological support services within

NUHS.

Residents can also choose to seek medical help from his/her choice of

physician/psychologist/psychiatrist/certified counselor either in private practice or

other restructured hospitals.

Manifestations of impairment as follows:

Dramatic decrease in performance

Persistent or repetitive absenteeism/lateness

Mood swings

Interactional difficulties

Patient/colleague complaints

Disruptive behaviors

Medications missing from work area

Disappearances from work

Disordered thought

Alcohol on breath, other stigmata of drug use

Diminished physical appearance

The resident will be relieved from all patient care responsibilities until this

evaluation is completed. Resumption and continuation in the residency program

will be based on the resident‘s ability to satisfactorily perform responsibilities

and requirements and must be approved by the PD.

G. Role of the Chief Resident (CR)

The position of Chief Resident shall be held by a senior resident in the program.

On an annual basis, designation of the CR shall involve a consultative

process between the outgoing CR, the incoming final-year residents and the

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PD. The CR is expected to be an exemplary role model and to undertake a

major leadership role within the Residency Training Program.

The CR shall:

1. Act as a liaison between the residents, the PD, the administrative support

staff, and the divisional head.

2. Act as the liaison between the Residency Program and relevant

external organizations.

3. Act as the residents‘ advocate with respect to rotation-specific problems as

they arise.

4. Ensure timely communication of all relevant academic andadministrative events to the residents.

5. Ensure integration and cooperation with the Residency Program through

liaison with the CR for that Program.

6. Participate in the remedial/disciplinary discussions regarding residents.

7. Bring forward concerns of the residents to the Program Director and/or

the faculty.

8. Assist the PDs of the programs, the divisional head, and HOD with any

matters concerning residents and their training, as and when necessary.

H. Resident Involvement in GMEC

There will be peer-selected residents serving on the GMEC. Their role is to

ensure that there is resident representation in the GMEC and that the views of

the residents are taken into account when making decisions.

In addition, the NUHS resident welfare sub-committee also forms part of the

GMEC. This sub-committee is chaired by a resident mentor and consists of

members who are peer-selected residents from each training program.

Members of this sub-committee meet on a regular basis to discuss all aspects

of resident life, including educational and work environment as well as the GME

programs. Minutes of the meeting are made available to the PDs and PCs.

New residents who join NUHS will be informed of the existence and role of this

sub- committee and are encouraged to contribute their feedback and

communicate frequently through this channel.

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VI: ANCILLARY AND SUPPORT SERVICES

A. Food Services

Foodcourts are located on the first floor of NUH Main Building as well as on

the fifth floor of Medical Centre. With the use of a ―Kopitiam‖ card issued by the hospital, residents receive a 20% discount on meals at these facilities.

Additionally, there are eateries in the NUH Medical Centre Level 1-3 and there

are stocked vending machines as well as a canteen located at the Faculty of Science, National University of Singapore, which is within walking distance from

the hospital.

B. Counseling, Medical and Psychological Services

NUHS is interested in the health and well-being of its residents. At some time, residents may be faced with a variety of personal problems that may affect

their wellness and job performance. While some individuals attempt to deal with such problems on their own, there are times when professional assistance

can be helpful.

NUHS encourages identification of problems at the earliest possible stage so to

ensure wellness and promotes efficiency of its residents.

It is in the best interests of NUHS, and its residents to provide assistance to

those with personal problems involving alcohol, drugs, family, marriage,

finances, emotions, or other conditions, which may interfere with work

attendance, productivity, and the ability to get along with co-workers.

The Department of Medical Social Work in

NUH conducts ―Care (Caring Action in

Response to Emergencies) Buddies‖ with basic

skills in ―Psychological First Aid‖ to help

themselves and their fellow colleagues. CARE Buddies will receive certificate

training/qualifications and they will be equipped to take on roles and

responsibilities to support NUHS staff to cope with distress and crisis. The

name list of trained CARE Buddies is available at the CARE Buddies website at

the Department of Medical Social Work under Clinical Support Service (click

intranet link here). Residents can approach CARE Buddies and

be assured of privacy and confidentiality, as CARE Buddies

will not divulge anything shared with them unless it involves

ideation of self-harm or harming of others.

CARE Buddies are not counselors, and should only seek to

provide psychological support. Should residents require further

help, referrals would be made to the relevant specialists from the

Department of Psychological Medicine within NUHS.

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To avoid adverse situations, NUHS encourages its residents to seek

counseling and assistance either from within the institution or private/other

restructured hospitals of the resident‘s choice.

C. Workstations & Pantry

To allow residents a personal space to conduct their paperwork, review their

notes and study, a workstation will be issued. Residents will share the

workstations which are conveniently located within the department that they are

in. Workstations are also furnished with computers and printers. Residents

also have use of office stationary.

In addition, residents have access to all staff pantries located conveniently at

their department levels. The pantries are equipped with fridge, microwave, and

hot water supply.

D. Call Rooms

NUHS provides residents with call rooms and allocates rooms to each program

to ensure sufficient number of beds for the number and gender of residents on

call. Rooms are equipped with a single bed, wardrobe, study desk and LAN

point. All rooms are also in close proximity to toilets and shower facilities.

Call rooms are under the purview of the GME Office. Any program requiring

additional call rooms should direct a request to the GME Office. Repairs or

maintenance work needed in the call rooms should be reported to the

administrator of the respective program or directly to the maintenance

department.

Please approach your PC or relevant departmental personnel for your assigned

call rooms.

E. Security and Safety

NUHS values the safety of our residents. Staff-access areas are automatically locked

after office hours and only accessible through staff access passes. On-call rooms are only

accessible to staff via access-cards or keys. 24-hour surveillance cameras monitor key

facilities within the hospital. Security personnel will patrol the grounds at regular

intervals and be stationed at main entrances/exits after office hours.

The Security Office is operational 24/7 and is located conveniently and visibly at

Level 1 between NUH Main Building and Kent Ridge Wing.

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F. Residents with Disabilities

NUHS does not discriminate against any physical disabilities as long as

residents are able to fulfill their roles and responsibilities as required.

Accommodations for disability are available at common areas and facilities

within the hospital.

G. Patient Support Services

Porter services are provided to the residents in a manner appropriate to and

consistent with educational objectives and quality patient care.

Peripheral intravenous access placement and phlebotomy services are part of

residents‘ training and they will do as much as is required to reach

competency level. However, where required, phlebotomists and nurses will be

available to meet service needs.

H. Laboratory/Pathology/Radiology Services

Laboratory, pathology and radiology services are provided to support timely and

quality patient care.

I. Medical Records NUHS uses an electronic medical records system called Computerized Patient Support System (CPSS 2), which is developed with the aim of assisting

clinicians in their care delivery. CPSS 2 provides real time information 24

hours a day 7 days a week. It is accessible anywhere within the hospital and enables better patient care. It also allows doctors easy prescribing from one

station and look at many facets of patient history. At the same time, CPSS 2 enhances patient care through built-in safety checks; alert doctors of drug allergy, drug-to-drug interactions and controlled drugs.

There is also an electronic platform that connects the Electronic Medical Records

(EMR) of all public/restructured hospitals and polyclinics called EMR Xchange.

This allows the doctor treating a patient at a particular hospital or polyclinic to

view the EMRs of the patient that were created at other hospital/s. All residents

have access to the above two systems.

In addition, paper records of patients‘ medical conditions are kept centrally in

the NUH Medical Records Office. Residents are able to request for the notes

via the ward/outpatient clinic clerks, who will have access to the NUH electronic

central porter system – MRMS, and the medical record files will be delivered to

them.

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J. Parking

Residents are assigned parking and issued parking permits.

Every effort is made to place them in parking facilities in close proximity to the hospital.

With the growing demand for staff car park lots and limited parking facilities

within the campus, NUH periodically reviews our Staff Parking Policy and re-

allocates parking areas to manage the situation. With effect from 1 Juy 2014, all HO residents who are on shift from 6pm to 6.30am can apply for sub-parking

privilege at car parks E, F, H & A.

Apply your staff parking online via ePAS.

Get ready the following mandatory items:

A softcopy of both sides of your valid driving licence to be uploaded with your application, and

Vehicles particulars (see screenshot below)

All residents will have to choose the following department as stated

below:

Application will take up to two (2) working days to process and is subjected to approval. OSS will inform you once it is approved.

Approach your Program Coordinator (PC) for assistance or refer to Annex J for the step-by-step instruction.

Select the following in each field:

1) Cluster: MA-Medical Affairs 2) Dept/Clinic/Unit/Ward: MA (Education-Residency)

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VII: EDUCATIONAL PROGRAM

A. Program Director’s (PD) Responsibility The PD will hold authority and accountability for the operation of the Residency Program. He/She

will continue in his or her position for a length of time adequate to maintain continuity of leadership

and program stability.

The PD for Residency will:

a) Administer and maintain an educational environment conducive to educating the

residents in each of the ACGME-I competency areas.

b) Oversee and ensure the quality of didactic and clinical education in all

sites that participate in the program.

c) Dedicate no less that 50% (a minimum of 20 hours per week) of his

or her professional effort to the administrative and educational activities of

the educational program.

d) Approve a local director at each participating site who is accountable for

resident education.

e) Approve the selection of program faculty as appropriate.

f) Evaluate program faculty and approve the continued participation of program

faculty based on evaluation.

g) Monitor resident supervision at all participating sites.

h) Prepare and submit all information required and requested by the

ACGME-I, including but not limited to the program information forms and

annual program resident updates to the ADS, and ensure that the

information submitted is accurate and complete.

i) Provide each resident with documented semi-annual evaluation of

performance with feedback.

j) Ensure compliance with grievance and due process procedures as set

forth in the Institutional Requirements and implemented by the sponsoring institution.

k) Provide verification of residency education for all residents, including those

who leave the program prior to completion.

l) Certify graduates‘ competence to practice independently.

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m) Implement policies and procedures consistent with the institutional and

program requirements for resident duty hours and the working environment,

and, to that end, must:

• Distribute these policies and procedures to the residents and faculty;

• Monitor resident duty hours, according to institutional and program

policies, with a frequency sufficient to ensure compliance with ACGME-I requirements;

• Adjust schedules as necessary to mitigate excessive service demands

and/or fatigue; and,–RESIDENT MANUAL APRIL 2011

• If applicable, monitor the demands of at-home call and adjust

schedules as necessary to mitigate excessive service demands and/or

fatigue.

n) Monitor the need for and ensure the provision of back- up support systems

when patient care responsibilities are unusually difficult or prolonged.

o) Comply with the sponsoring institution‘s written policies and procedures,

including those specified in the Institutional Requirements, for selection,

evaluation and promotion of residents, disciplinary action, and supervision of

residents.

p) Report directly to the DIO on matters relating to resident training and

represent the department on the GMEC.

q) Obtain review and approval of the sponsoring institution‘s GMEC/DIO

before submitting to the ACGME-I information or requests for the following:

All applications for ACGME-I accreditation of new programs; Changes in resident complement; Major changes in program structure or length of training; Progress reports requested by the Review Committee; Responses to all proposed adverse actions; Voluntary withdrawals of ACGME-I-accredited programs; Requests for appeal of an adverse action; Appeal presentations to ACGME-I Review Committee.

r) Obtain DIO review and co-signature on all program information forms, as well

as any correspondence or document submitted to the ACGME-I that addresses:

• Program‘s citations, and/or request for changes in the program that

would have significant impact, including financial, on the program or institution.

The PD for Senior Residency will: a) Maintain a reporting relationship with the program director of the core specialty

residency program to ensure compliance with ACGME-I accreditation standards.

b) Be available at the primary clinical site.

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c) Dedicate, on average, a minimum of 15 hours per week of his or her professional effort to the administrative and educational activities of the program.

d) Administer and maintain an educational environment conducive to educating the fellows in each of the ACGME-I competency areas.

e) Formally meet with each fellow to discuss his or her semi-annual or final evaluation based on the review of the Clinical Competency Committee.

f) Have the following qualifications:

A minimum of three years of documented experience as a clinician, administrator, and educator in the subspecialty;

Current American Board of Medical Specialties (ABMS) certification in the subspecialty, or specialty qualifications deemed equivalent or acceptable to the ACGME-I Review Committee; and,

Current medical licensure to practice in the sponsoring institution‘s host country, and appropriate medical staff appointment.

B. Core Faculty’s (CF) Responsibility

Core Faculty(CF) are physicians who are expert evaluators of the competency

domains and work closely with and support the PD. They will assist in developing and implementing evaluation systems and teach and advise

residents.

All CF for Residency must: a) Devote a minimum of 15 hours per week to resident education and

administration and to fulfill their supervisory and teaching responsibilities and demonstrate a strong interest in resident education;

b) Administer and maintain an educational environment conducive to educating

residents in each of the ACGME-I competency areas;

c) Participate in faculty development programs designed to enhance the

effectiveness of their teaching and to promote scholarly activity;

d) Establish and maintain an environment of inquiry and scholarship with an

active research component.

(1) The faculty must regularly participate in organized clinical discussions,

rounds, journal clubs, and conferences.

(2) Some members of the faculty should also demonstrate scholarship

by one or more of the following:

(i) Peer-reviewed funding;

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(ii) Publication of original research or review articles in peer-reviewed

journals, or chapters in textbooks;

(iii) Publication or presentation of case reports or peer-reviewed

educational seminars, or clinical series at local, regional, or

national professional and scientific society meetings; or,

(iv) Participation in national committees or educational organizations.

(3) Faculty should encourage and support residents in pursuing scholarly

activities.

CF for Senior Residency must: a) Be attending physicians who dedicate, on average, 10 hours per week

throughout the year to the program.

b) Have at least one core faculty member in addition to the program director for each program.

c) Be a minimum of one core faculty member for every two residents.

C. ACGME-I Competencies ACGME-I-accredited programs require that their residents obtain competence in

the six areas listed below to the level expected of a new practitioner. Programs

must define the specific knowledge, skills, behaviors, and attitudes required and

provide educational experiences as needed in order for their residents to

demonstrate the following:

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that is compassionate, appropriate, and effective for the treatment of health problems and the promotion of health

about established and evolving biomedical, clinical, and cognate (e.g., epidemiological and social-behavioral) sciences and the application of this knowledge to patient care

and improvement that involves investigation and evaluation of their own patient care, appraisal and assimilation of scientific evidence, and improvements in patient care

that result in effective information exchange and learning with patients, their families, and other health professionals

is manifested through a commitment to carrying out professional responsibilities, adherence to ethical principles, and sensitivity to a diverse patient population

is manifested by actions that demonstrate an awareness of and responsiveness to the larger context and system for health care and the ability to effectively call on system resources to provide care that is of optimal value

Patient

Care

Medical

Knowledge

Practice-

based

learning

Interpersonal &

communication

skills

Professional

-ism

Systems-

based

practice

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VIII: RESIDENT WORK ENVIRONMENT

A. Duty Hours Overview

Why the need for duty hours?

The duty hour standards

promote quality education

and patient care.

Extracted from ACGME Duty

Hours fact sheet.

Click to download Q&A.

Residents are required

to log duty hours upon

official commencement

of Residency training

that are accredited by

ACGME-I.

When to log duty

hours?

What are the standardized

terminologies used across

all programs in NUHS?

Other rotational hours –

OT/Wards/Office/night

float

Clinic -

SOC/Polyclinics/FMC

Conference – Didactic

teachings, tutorial / M&M

/ CEP / Workshop

Shift– for EMD shift work

only

Call– when on 24 hours

call in the hospital;

Medicine half call is from

5pm to 10pm.

Post call – up to 6 hours

after call.

Vacation/Leave – all types

of leave including annual,

medical, training,

conference, marriage,

reservist, etc.

What consists of duty

hours?

All clinical & academic activities.

Examples:

patient care (both inpatient andoutpatient)

administrative duties related topatient care, the provision fortransfer of patient care

time spent in-house during callactivities, and

scheduled academic activitiessuch as conferences.

Duty hours do not include reading and preparation time spent away from the duty site.

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B. Duty Hours Guidelines

For proper oversight, the Graduate

Medical Education Committee (GMEC) has

mandated that residents log their duty

hours for all rotations using the IT platform

- New Innovations.

Residents are encouraged to truthfully log their duty hours daily in the New Innovations system. Residents need to take personal responsibility of their own duty hour requirements and engage their supervisors accordingly should there be a breach. 1) Duty hours must be limited to 80 hours, averaged over a 4-week period per

rotation or a 4-week period within a rotation, inclusive of all in-house call activities, excluding vacation or approved leave. Any requests for exceptions to the weekly limit on duty hours must be presented by the Program Director (PD) to the Graduate Medical Education Committee (GMEC) for review and approval.

2) Residents must be provided with 1 day in 7 free from all educational and clinical

responsibilities, averaged over a 4-week period, inclusive of call. 1 day is defined as one continuous 24-hour period free from all clinical, educational, and administrative activities.

3) Adequate time for rest and personal activities must be provided. This should

consist of a 10-hour time period provided between all daily duty periods and after in-house call.

4) Continuous on-site duty, including in-house call, must not

exceed 24 consecutive hours. Residents may remain on duty for up to 6 additional hours to participate in didactic activities, transfer care of patients, conduct outpatient clinics, and maintain continuity of medical and surgical care as defined in the Specialty and Subspecialty Program Requirements.

5) No new patients, as defined in the Specialty and

Subspecialty Program Requirements, may be accepted after 24 hours of continuous duty.

C. Oversight and Monitoring of Duty Hours and the Work Environment

The GME Office generates a summary duty hour report which reflects a three-month trending at the monthly GMEC meeting. PDs are required to provide action and follow-up plans within the next month if the program is identified to have systemic duty hour violations.

24 hours 6 hours

Maximum: 30 hours

Must be

logged as

‘post call’ or

‘conference’

Can be logged as

any duty hour

type

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For residents who rotate out of their parent program, PDs are to contact host program‘s PDs/Site Directors for residents who have been identified to have duty hour violations during the rotation. Host program PDs/ Site Directors are to follow up internally with the respective divisions on addressing the violations by means of, but not limited to, reviewing rosters and scheduling.

In addition to institution-wide monitoring by the GME Office, each program is also

required to have its own duty hour monitoring mechanism.

D. Evaluation

Each program will develop its training and

educational goals and objectives for its residents.

Evaluation shall use criteria and procedures

appropriate to the training department‘s program

and shall include but are not limited to the six core

competencies as defined by ACGME-I.

Both the GMEC Curriculum and Evaluation Subcommittees will oversee each individual program to ensure that each program tailors their training objectives in line with the six core competencies as prescribed by ACGME-I.

The program may wish to add in specialty/subspecialty-specific training requirements as well. The subcommittees will report to GMEC on a regular basis of their progress, any incidents/occurrences and steps that were taken to correct any oversight.

E. Harassment

NUHS is committed to maintain an environment free from harassment

and discrimination for all members of the NUHS community. It can include age,

sex, race, colour, religion, marital status, national origin, or mental or

physical handicap. In keeping with this commitment, NUHS prohibits

discriminatory practices, including sexual harassment. Any sexual harassment,

whether verbal, physical or environmental, is unacceptable and will not be

tolerated.

Harassment can occur as a single act or as action over a period of time. Harassment is a broad range of physical or verbal behavior. Some examples as

follows:

Physical or mental abuse

Insults about age or race

Ethnic jokes

Religious slurs

Taunting that provokes an employee

Ostracizing or excluding an employee

Imposing special work burdens

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Residents subjected to any form of harassment or lack of mutual respect should

inform the perpetrator that the conduct is considered offensive and must stop. If

the response of the perpetrator is unsatisfactory, the resident should report the

matter to any of the following:

Program Director;

Graduate Medical Education (GME) Administrator;

Designated Institutional Official (DIO); or

Department of Medical Affairs-Human Resource.

This policy also applies to residents who have witnessed alleged

harassment or have had incidents of alleged harassment reported to them.

There will be an investigation before review by the GMEC or the

graduate medical education program's governing committee.

If it is determined that harassment has occurred, corrective action will be

taken. Depending upon the circumstances, this corrective action may include

a reprimand, demotion, discharge or other appropriate actions. Any person

bringing a frivolous allegation of sexual harassment may be subject to

disciplinary action, which could include termination.

F. Feedback

Residents can raise and resolve issues in a confidential and protected

manner. The channels whereby residents can feedback the concerns

include:

Feedback box at Residents‘ Lounge (Main Building Level 3)

E-Form on residency website

Residents can also approach

Residents Welfare Sub-com

should they have any concerns.

The Sub-com will bring up these

issues for discussion either at

the monthly GMEC meeting or

speak with the DIO directly.

Residents are informed of the channels to submit feedback via the various channels.

Submit feedback by residents/Residents Welfare Sub-com (resident‘s identifier is not mandatory).

Feedback are reviewed by DIO/PD/Dept if the specific residency program/dept is mentioned specifically in the feedback.

Resolution/action taken are updated at the Internal DIO meeting/GMEC.

Updates on feedback resolution are disseminated to all residents via monthly Residency Blast.

Process of the feedback

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IX: GRIEVANCE AND DISCIPLINARY PROCEDURES

A. Personal Grievance Procedure

NUHS believes that residents have a right to appeal against any decisions

affecting their graduate medical education in NUHS. A resident who surfaces

a grievance or appeal must be accorded access to the proper channels for

his/her grievance or appeal to be heard and addressed.

A resident who surfaces a grievance or appeal and follows the proper Resident Grievance Procedure set out by NUHS shall be protected against any

form of reprisal. NUHS ensures that residents are able to raise and resolve

concerns in a confidential and protected manner without fear of intimidation or retaliation.

The Resident Grievance Procedure will minimize conflict of interest by

adjudicating parties in addressing:

1) Academic or other disciplinary actions taken against residents that could

result in dismissal, non-renewal of a resident‘s agreement, non-promotion of a

resident to the next level of training, or other actions that could significantly

threaten a resident‘s intended career development; and,

(2) Adjudication of resident complaints and grievances related to the work

environment or issues related to the program or faculty.

NUHS advocates the proper use of Resident Grievance Procedure to resolve

residents‘ grievances systematically, fairly and expeditiously, so that the open

communication will augur well for resident-institution relations and promote

a harmonious working environment within NUHS.

1. Matters, which affect the residents, should be brought to the attention of

the Chief Resident of the appropriate service, either directly or indirectly

via any program coordinator of the GME program. The Chief Resident will

bring such matters to their regular department meeting with administrators

for resolution.

2. If resolution of the grievance is not met then residents can attempt it

through the PD or HOD as appropriate. The relevant personnel should

give a reply within 10 working days.

3. Residents can also bring an issue to the resident welfare sub-committee,

either directly through a sub-committee member, or indirectly via the

GME Office. This group can then take ownership of the issue and work

to resolve the concern raised, in a confidential and protected manner.

4. If all channels have been exhausted, residents can seek assistance

from the Designated Institutional Official (DIO) of Graduate Medical

Education (GME). Request for an appeal must be made in writing to the DIO using the NUHS Appeal Procedure Form (refer to Annex K). The

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resident should be given a reply within 10 working days.

5. If resolution is still not reached, the DIO, may convene a Review

Committee comprising 3 PDs/faculty and 2 senior/chief residents of independent program. DIO appoints one Chair from the Review

Committee, and one administrator from DIO office (non-voting) to observe

the hearing.

During the hearing, the resident may have the opportunity to appear before the Members of the Review Committee. This will be on a case to

case basis if the resident has issues to present. The Review Committee

may also call other individuals who may have knowledge surrounding the events relating to the adverse decision. The hearing is not deemed to be

an adversarial proceeding.

The resident may obtain legal counsel or other assistance in preparing for

the hearing itself; however, the resident cannot be represented at or during the hearing by legal counsel. Also, the supervisor or PD will have

no legal counsel present at the hearing. The findings and report enclosing the recommended course of action by the Review Committee will be sent

to Vice-Chairman, Medical Board (Education) and Chairman, Medical

Board for final endorsement and approval. The final decision is then communicated to the HOD and DIO. Thereafter, a letter authorising the

disciplinary action is sent to the resident by the program, hand delivered or by certified mail.

B. Educational/Clinical Performance Disciplinary Action

The NUHS Residency Program will mete out disciplinary action that corresponds

with the severity and circumstances of the offence.

To give the resident an opportunity to take corrective action, progressive

disciplinary action shall be administered. A resident who commits any of the

offences will be disciplined according to the following steps:

Counselling Written Warning

Performance Improvement

Plan

Suspension or Termination

Step 1: Counselling

Written Warning

Performance

Improvement Plan

Suspension or

Termination

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The Supervisor/ PD will be responsible to counsel and give constructive feedback

for the resident to improve his/her minor undesired behaviour. Complete

documentation is required to support that the resident is being treated fairly and is

given the opportunity and guidance to improve. The program is responsible for the

discipline documentation. If an errant resident shows no improvement after

counseling, the Supervisor will proceed to report the discipline matter to the

PD/DIO.

If the resident is observed to be experiencing psychological distress, the

Supervisor/PD can facilitative the resident‘s access to confidential counseling,

medical, and psychological support services within NUHS.

Residents can also choose to seek medical help from his/her choice of

physician/psychologist/psychiatrist/certified counselor either in private practice or

other restructured hospitals.

The PD conducts a face-to-face meeting with the resident to hand over the

Written Warning with a specified warning period, through the Head of Department

(HOD). The PD files a copy of the letter into the resident portfolio for record. The

PD also proceeds to submit all relevant supporting documents and a case

summary through the HOD to the Designated Institutional Official (DIO). Copies

of case summary shall have to be forwarded to the respective person/s as well if

the resident falls in the following categories:

Categories Notify

TY (categorical) Categorical PD

National PGY1 Performance Review Committee

If the conduct improves, the disciplinary process shall be terminated. If the conduct

does not improve, the PD and Supervisor together conduct the Performance

Improvement Plan with the Resident. The Performance Improvement Plan is

warranted as the resident repeats an offence despite having already been issued a

Written Warning on the same offence earlier. The PD monitors the corrective

action plan of the employee accordingly.

Counselling Step 2: Written Warning

Performance

Improvement Plan

Suspension or

Termination

Counselling

Written Warning

Step 3: Performance Improvement Plan

Suspension or

Termination

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At any of the above steps, the resident may invoke the Grievance Procedure if

he/she feels that the disciplinary action served is unjustified. Upon receipt of the

resident‘s appeal, DIO shall obtain and forward to the Remediation sub-committee

the full documentation of the disciplinary case:

Resident‘s appeal letter;

Investigation notes taken by department;

Signed written statements obtained from Resident and witnesses(s);

Any other pertinent documents

If the employee still does not take corrective action or cease the continuance of

the current offence within the stated deadline, the PD proceeds to report the

discipline matter, through his/her HOD, to the DIO. The DIO forms the 5-member

Review Committee (comprising 3 PDs/ faculty of whom one is from the

Remediation sub-committee and 2 senior/ chief residents from independent

programs), and appoints one Chair from the members, to conduct further

investigation where required, and where a disciplinary charge is to be determined

(suspension or termination). A representative from the GME office sits in as an

observer. The DIO shall notify the Remediation sub-committee to carry out full

investigation before the Review session.

The GME office informs MOHH if the case escalates to the stage of suspension or

termination, and gives updates on the progress of disciplinary action(s) taken

against the resident thus far. A representative from MOHH may sit in as an

observer.

Because suspension or termination have a material impact on the resident‘s

employment status and terms & conditions of service, therefore, before any of

these penalties may be imposed on the employee, due inquiry must be held by

the Review Committee.

The Review committee will be supported by the Remediation sub-committee

administrative staff. All documents pertaining to the case shall be classified as

‗confidential‘ and be made available in hardcopy only to members of the Review

Committee during the meeting. At the end of the meeting, these documents will

be shredded.

If the resident has issues to present, the resident may request to appear before

the members of the Review Committee. The Review Committee can request for

his/her PD to present the information relating to the academic, educational and

clinical performance issues that have been raised. Information pertaining to the

Counselling Written Warning

Performance Improvement

Plan

Step 4: Suspension or Termination

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academic evaluation and clinical issues relating to the case will be forwarded to

the resident in hardcopy.

The findings and report enclosing recommended course of action will be sent in

hardcopy to the PD, and to GME office. In the case of suspension or termination,

this report will be sent to the Vice Chairman – Medical Board (VCMB) (Education)

and Chairman – Medical Board (CMB). Their approval is required before effecting

the suspension or termination: The decision by the VCMB (Education) and CMB

will be considered final.

The decision shall be documented in the Review Report and copies distributed to

the PD, HOD and DIO. Upon approval, the program issues a letter which is hand-

delivered to the resident to inform of the disciplinary outcome and the disciplinary

penalty imposed upon him/her. The resident‘s acknowledgement of the receipt of

the letter must be obtained.

For suspension from work, it can be without salary for up to 1 calendar year. For

some major offences, due to the gravity of the offence, a single occurrence

already constitutes a just cause for dismissal. Where necessary, NUHS may

specify major offences as just cause for dismissal, based on operational

requirements unique to the entity.

Refer to ANNEX L for the flowchart on remediation, Suspension and Dismissal,

ANNEX K for the Appeal Procedure Form, and

ANNEX M for the Performance Improvement Plan Form.

C. Dismissal of Resident

A resident may be dismissed for ―just cause.‖ This may include performance or

conduct issues that are unresolved or not mediated by disciplinary actions.

Residents could also be dismissed for a variety of serious acts or behaviors.

Examples of such acts or behaviors includes but is not limited to the

substance abuse, cheating during examinations, being convicted of a crime

related to the provision of health care items or services. In such an event, the

resident has the right to appeal the decision through the Grievance Procedure.

Procedures:

1. Each department will have regular evaluations of residents and will define specific parameter to recommend dismissal based upon these

evaluations and/or other material/s, which document the reason for dismissal.

2. The Department will dismiss the resident by notifying the Chairman for

Graduate Medical Education/DIO and the hospital administrator.

3. ―Just Cause‖ for dismissal include, but are not limited to, the following:

a. Incapacitating conditions that preclude the resident from

participation, despite accommodation, in the graduate medical

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education program and patient care activities. b. Failure of the resident to abide by NUHS policies, GMEC policies, resident-related provisions of the hospital‘s Medical Staff Rules and Regulations, and/or any applicable state laws.

c. Failure of the resident to maintain satisfactory levels of academic and clinical performance as determined through periodic

evaluations. d. Actions that directly violate any of the terms of the resident‘s

postgraduate training agreement of appointment.

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X: HR MATTERS

A. Rubber-stamp All new residents will be issued rubber-stamps with their names and MCR

numbers, which will be received through the department secretaries/program

coordinator. Residents can approach your program coordinator for a

replacement of rubber-stamp which costs S$6.

B. Email All new residents will be issued with a MOHH email account and a NUHS email

account. For all official communication from NUHS, the communication will be

via the NUHS email account only. Residents must access the emails on a regular

basis.

C. Mobile Phones Residents will be entitled to a monthly mobile phone allowance of $23, which

will be credited together with their salaries.

Residents‘ mobile numbers and NUHS email addresses will be listed on the

Healthcare Messaging Systems (HMS). The HMS serves as a means of

communication for the residents with other staff of the hospital. Department

assigned personnel/Program Coordinator will be responsible in updating their

contacts as and when necessary.

D. Medical Malpractice Insurance As a practicing doctor, it is the resident‘s personal responsibility to ensure that

he/she holds a valid medical malpractice insurance cover for him/herself

throughout the entire period of his/her employment. MOHH, as the employer of

the residents, will purchase block coverage for medical malpractice for all

residents. Please refer to MOHH for details of the medical malpractice

insurance coverage.

E. Dress Code The appearance of a NUHS resident has great impact on the corporate image of

NUHS perceived by patients and visitors. Residents are expected to dress decently and neatly. While at work, residents may not wear slippers unless

nursing leg/feet injuries, and may not wear shorts and/or singlets. All residents are to have their name-tags prominently displayed at all times while on duty. Please refer to ANNEX N for details on ―NUHS DRESS CODES FOR

DOCTORS‖.

F. Conditions of Separation (Residency Training)

The resident who wishes to transfer/switch/resign from the current residency program must inform the PD of his/her intention. After the PD has provided counsel to the resident and the resident maintains the decision on the transfer/switch/resignation, the matter is escalated to the DIO. If all remediation plans fail, the resident is required to submit a written notification (either via email or letter) of his/her intention to the PD, with a copy forwarded to the DIO and

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MOH Holdings (MOHH).

a. Resignation

The Resident may resign from the Program with a notification of his intention

to leave with a notice of not less than four (4) months. The resignation must

be submitted in writing to the PD. All conditions of appointment will cease on the

effective date of resignation.

b. Separation

Separation may occur at the end of an appointment term under any circumstances in which reappointment does not occur, including successful

graduation from the Program.

c. Dismissal/TerminationRefer to Section IX: Grievance and Disciplinary Procedures, Part (C).

G. Exit Interviews

Residents who have decided to resign from the NUHS Residency Program will be required to go through a formal interview with the PD and the DIO (download form here).

H. Termination of Employment or Resignation from Employment (MOHH)

Either party may terminate the employment by giving the required written notice or salary in lieu thereof in accordance with the notice period of 1 month. All resignations must be submitted to HODs/ PDs and Director, Healthcare Manpower Division, Dr Liem Yew Kan (yewkan.liem@mohh.com.sg).

Refer to Annex F on the guidelines to note.

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ANNEX A MOH RESIDENCY TRAINING - 2015

<date> 2015

Dr [Name], [Mailing Address]

Dear Dr [Name of Applicant]

RESIDENCY TRAINING - 2015

1. We refer to your application for a residency position. You have been successfully matched to the

National University Health System (NUHS) to commence residency training in [specialty] with effect

from <date>.

2. Much effort has been made to provide you with a structured educational and training experience.

This is to ensure that you will receive training by senior doctors who are given time to dedicate to your

education. We do this in good faith, and trust that you will, on your part, take this opportunity to put in

your best effort.

3. To accept the offer for Residency, please ensure that you acknowledge and sign the following

document(s)

(a) MOH Residency Offer Terms and Conditions (Annex A-1)

(b) NUHS Residency Agreement. (Annex B)

4. Kindly return the signed documents back to the address listed below by <date>. Please retain a

copy of the documents for your own reference.

Ms Sarah Chan Siew Yong

Medical Affairs – Education

National University Hospital

1E Kent Ridge Road

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NUHS Tower Block, Level 6

Singapore 119228

6 We wish you all the best in the pursuit of your chosen career.

Yours sincerely

-------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------

Dr Lau Hong Choon A/Prof Shirley Ooi

Director, Manpower Standards & Development Designated Institutional Official

Ministry of Health National University Health System

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ANNEX A-1

MOH OFFER OF RESIDENCY POSITION - 2015

To: NUHS DIO office

To be completed and returned by 30 April 2015 to:

Ms Sarah Chan Siew Yong

1E Kent Ridge Road

NUHS Tower Block, Level 6

Medical Affairs – Education

Singapore 119 228

OFFER OF RESIDENCY POSITION – 2015

MINISTRY OF HEALTH’S (MOH) RESIDENCY TERMS AND CONDITIONS

1 The terms and conditions for Residents in this document includes

(a) Entry into residency

(b) General residency rules and specialty specific requirements

(c) Termination, withdrawal and exit from residency

(d) Financial support and obligations

ENTRY INTO RESIDENCY

2 With the exception of those entering senior residency, all Residents will enter the first year of

Residency (R1). Special placement subsequently into R2 is only for senior entrants who are assessed to

be at the competency level of R2 and beyond after entry. There will be no early progression to levels

higher than R2.

3 With the exception of SAF and A*STAR scholars, all Residents will be employed by MOH

Holdings (MOHH). The employment benefits (including medical benefits and leave policies) are stated in

the MOHH employment contract.

GENERAL RESIDENCY RULES WITH SPECIALTY SPECIFIC REQUIREMENTS

4 Residents are to comply with the terms of the MOH Holdings Pte Ltd (MOHH) employment

contract3 and Sponsoring Institution’s (SI) Residency Agreement. Training requirements specific to your

specialty will be posted on the Specialists Accreditation Board website. These training requirements

may in exceptional circumstances be subject to changes as recommended by the Residency Advisory

Committee.

3 Not applicable to SAF and A*STAR scholars

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5 The duration for each programme is outlined in the specialty’s programme information. Training

duration may be extended by long leave and absence from training beyond the allowed number of days,

below par performance during the residency, failure in exams and where competency to progress to the

next level is not evident. Residents returning from extended period of leave or absence from training

(e.g. National Service) will be required to undergo a minimum of 2 months of remedial training and

assessment before rejoining residency.

6 The total number of days of absence4 in Post-Graduate Year 1 (PGY1) should not exceed 35 days

in a year with the allowable days for each period of posting shown in Table 1 below.

Table 1

Period of Posting (Months) Allowable Days of Absence

2 6

3 9

4 12

6 18

The total number of days of absence in PGY2 and beyond should not exceed 38 days in a year with the

allowable days for each period of posting shown in Table 2 below. Residents in PGY2 and beyond who

have completed their licensing year in PGY1 successfully are also entitled to a maximum of 12 days of

training leave a year.

Table 2

Period of Posting (Months) Allowable Days of Absence

2 6

3 10

4 13

6 19

In the event that you are required to exceed the total number of allowable days of absence from a

posting, you should inform your Program Director in advance.

7 Training leave is defined as leave taken for activities relevant to the specific Residency

programme (including but not limited to conferences/symposiums, seminars, workshops, lectures,

courses, examinations) and hence will not be considered as leave of absence. PGY1 Residents are not

entitled to such specific training leave as the entire PGY1 year is for basic training for licensing.

4 Days of Absence is defined as the total number of days a Resident is absent from training whether from official

leave entitlements or any other reasons (e.g maternity leave, no pay leave, etc.)

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8 Residents who apply for training leave must obtain approval from the Programme Director. The

Programme Director will decide whether the training leave is considered appropriate and relevant to

the programme. Should there be misinformation or misuse of training leave, action will be taken to

recover funding for training days and the leave days will be forfeited from the annual leave. The total

number of days allowed for training leave activities is 12 days per year.

9 Duty hours shall not exceed 80 hours/week averaged over a 4 week period. The number of

night calls should not exceed 8 calls a month or 24 calls over a 4-month period.

Licensing Requirements for Post-Graduate Year 1 (PGY1)

10 Under the Medical Registration Act (MRA), all PGY1 doctors would require a Certificate of

Experience (COE) for subsequent registration to practise. They are required to satisfactorily complete

the Singapore Medical Council’s approved specialty postings in PGY15 for a period of 12 months under

Provisional Registration in order to be granted the COE. All PGY1 Residents are required to log their

cases in their various postings in the electronic logging system provided for this purpose. The logs of

your cases will be reviewed before the COE is given.

National Service (NS) Re-enlistment

11 Residents re-enlisting for NS are required to complete 3 months of continuous postings in either

Emergency Medicine or Anaesthesiology prior to their re-enlistment. Failure to do will result in a delay

in their NS re-enlistment.

TERMINATION, WITHDRAWAL AND EXIT FROM RESIDENCY

12 The Sponsoring Institution can terminate a Resident’s participation in a Residency programme

for non-compliance to the training rules of residency. The Resident may also be dismissed from the

Residency program if he/she fails to comply or breaches the terms stated in the Sponsoring Institution’s

(SI) Residency Agreement.

13 Residents who withdraw from one residency programme and wish to enter into another

residency programme or BST/AST/Seamless programme in:

i. the same specialty offered by a different Sponsoring Institution; or

ii. a different specialty offered by the same Sponsoring Institution; or

iii. a different specialty offered by a different Sponsoring Institution

5 18.—(1) The period of employment prescribed under section 25(1) of the Act for the granting of a certificate of experience

shall be 12 months and shall consist of the following:

(a) at least 3 months in general medicine;

(b) at least 3 months in general surgery or orthopaedic surgery; and

(c) the remaining period in such discipline or combination of disciplines as the Medical Council may approve.

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will be required to re-apply. They cannot reapply for the next intake, and can only apply the year after

(one intake cycle penalty) unless the change is due to strong reasons6, and recommended by the

Programme Director and approved. This is to ensure a responsible decision when you enter into

training and accountability for funded training programmes.

Key Exit Requirements

14 All Internal Medicine (IM) Residents are required to complete a minimum of 1 month of

Geriatric Medicine (GRM) posting on a full-time basis during their junior residency years (R1 to R3).

Non-IM Residents except those from Pathology, Paediatric Medicine, and Family Medicine are to go

through the common GRM modular course before they can be eligible for Senior Residency. In addition,

senior residents in IM-related specialties must also complete a total of 6 months of IM and/or GRM

postings (with GRM postings capped at a maximum of 2 months) during their senior residency.

15 All Residents will also have to complete the mandatory prescribed courses including the Medical

Ethics, Professionalism and Health Law Course. All Residents are required to register for the course and

make payment directly to the provider. For more information, please visit the Specialists Accreditation

Board’s website at:

http://www.healthprofessionals.gov.sg/content/hprof/sab/en/topnav/specialist_training/general_over

view/medical_ethics_law_professionalism.html

16 Successful completion of the Residency programme and the prescribed exit exam does not

equate to automatic entry into the Specialist Register or Family Physician Register. You are required to

personally apply to the Specialists Accreditation Board (SAB) or the Family Physicians Accreditation

Board and the Singapore Medical Council (SMC) before you are statutorily eligible to practice as a

Specialist or Family Physician.

FINANCIAL SUPPORT AND OBLIGATIONS

17 Residents in PGY2 and beyond in the following highly subscribed specialties: Dermatology,

Paediatric Medicine, Obstetrics & Gynaecology, Ophthalmology, Orthopaedic Surgery ,

Otorhinolaryngology, and Plastic Surgery, will pay a training fee of $450.00 per month for the

entire duration of their training as stipulated for previous batches of specialist trainees for these

specialties. The payment is also subject to future revision. Residents in these specialties can apply for

waiver of the monthly training fees through the MOH Training Award. Application can be made

using the form at:

http://www.healthprofessionals.gov.sg/content/hprof/sab/en/topnav/specialist_training/residency.ht

ml#08_copayment

6 E.g. health reasons that render a Resident unsuitable for a particular specialty

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18 Annual In-Training Examinations administered by the Academy of Medicine Singapore (AMS)

for certain specialties and Family Medicine (together with the College of Family Medicine Singapore) is a

requirement in your training programme. Residents will pay a discounted fee for In-Training

Examinations. The discounted fee will be paid by the Residents directly to the AMS at the time of

registration for the In-training exam (ITE). In the event that Residents are absent from the ITE without a

valid reason (e.g. medically certified illness), MOH Holdings (MOHH) will deduct the remaining (50%) of

the ITE fee from the absent Resident’s payroll. Residency Fees will also be payable similar to that paid

by specialist trainees under the old system of training.

CONFIDENTIALITY POLICY

19 The Ministry of Health may use examination performance, training programme evaluations, self-evaluations of knowledge and practice performance, and other information for policy development and research purposes, including collaboration with other research investigators and scientific publications. For such purposes, MOH will not reveal personal identifying information. 20 The Ministry of Health reserves the right to impose or amend additional conditions.

ACKNOWLEDGEMENT

In consideration of my successful application for residency position, I hereby confirm that I accept the

residency offer. I acknowledge that I have read and understood, and accept the above terms and

conditions.

Name : Signature:

NRIC/Passport No.: Date:

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ANNEX B NUHS RESIDENCY TERMS & CONDITIONS

National University Health System

Residency Program

Dear Dr <<Name of Doctor>> (hereby known as the ―Resident‖)

Thank You for choosing the NUHS Residency Program and Congratulations on being offered a Residency position

by the Ministry of Health, Singapore!

Your Sponsoring Institution (SI) is National University Health System (NUHS). The resident undertakes to

assume this residency position on the terms and conditions set forth herewith, which serves as an annex to the

letter ―Offer of Residency Position – 2015‖ from the Ministry of Health (MOH), Singapore.

With the acceptance of the ―Offer of Residency Position – 2015‖ issued by MOH and the residency position with

the NUHS Residency Program, the Resident accepts the appointment as a Resident in NUHS‘s <<program

name>> residency program.

1. RESIDENT RESPONSIBILITIES

The position of resident entails provision of medical care which commensurate with the resident's level of training

and competence and is under the general supervision of appropriately privileged attending teaching staff.

Residents of NUHS would be required to assume the following responsibilities (but are not limited to):

a) Participation in safe, effective and compassionate patient care.

b) Participation in hospital quality and patient safety programs.

c) Participation in the educational and scholarly activities of the training program and, as appropriate and required, assumption of responsibility for teaching and supervising other residents and medical students.

d) Participation in institutional committees and councils to which the resident is appointed or invited.

e) Adherence to the duty hour regulations and policies of NUHS and to submit hours worked as mandated by NUHS and/or training program.

f) Participation as appropriate in training programs and medical staff activities of NUHS, or those of its participating training sites and adherence to respective established practices, procedures and policies of the institution.

g) Participation in the evaluation of the training program and its faculty.

h) Development of an understanding of ethical, socioeconomic, and medical/legal issues that affect graduate medical education and of how to apply cost containment measures in the provision of patient care.

i) Adherence to the highest standards of the medical profession and pledge to conduct him or herself accordingly in all interactions.

j) Demonstration of respect for all patients and members of the health care team without regard to gender, race, national origin, religion, economic status, disability or sexual orientation.

k) Promotion and upholding of the mission, vision and values of NUHS as stipulated in the statement of commitment to graduate medical education.

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2. FINANCIAL SUPPORT FOR RESIDENTS

The Resident is employed and remunerated under the MOH Holdings (MOHH) Pte Ltd, Singapore.

Please refer to the MOHH contractual terms and conditions of appointment for details of salary benefits.

3. DURATION OF TRAINING AND APPOINTMENT

The duration of your training in NUHS‘s <<program name>> residency program is outlined in the specialty‘s

program information. Your appointment as a resident will be renewed annually.

Please note that training duration may be extended due to long leave or absence from training beyond the allowed

number of days; below par performance during the residency; failure in exams and when competency to progress

to the next level is not evident.

4. CONDITIONS FOR REAPPOINTMENT & PROMOTION TO A SUBSEQUENT POST GRADUATE YEAR

LEVEL

Re-appointment for resident position for subsequent years is neither automatic nor guaranteed.

Re-appointment is based upon meeting the NUHS and ACGME-I graduate medical education standards and

clinical competencies required to advance to the next level of training. Re-appointment will be recommended by

the Program Director and approved by the DIO.

Notification of re-appointment will be provided annually to residents who are expected to successfully complete the

preceding year of residency and who meet the qualifications and are being recommended for continuation to the

next year. Residents will be asked to acknowledge their acceptance of the re-appointment. Successful completion

of the current year is a prerequisite prior to the commencement of the next year. Failure to complete all

requirements by the end of the academic year will void the re-appointment offer.

The decision whether to promote a resident is the responsibility of the Program Director with the advice of the

faculty of the program. Each program will develop written criteria for promotion based on the specialty and

subspecialty requirements of the ACGME-I.

The method of evaluation shall consist of direct observation of the resident as well as by indirect observation

through rotation, evaluations, and correspondence between programs and written examination (National Board, In-

training Exams). It is expected that residents will participate in all aspects of the curriculum, as well as in the

periodic evaluation of educational experiences with teachers. It is further expected that residents will complete all

administrative responsibilities of a resident.

If an evaluation indicates unsatisfactory performance, the resident will be provided with a remedial plan for

correcting any deficiencies. At the end of the remedial period, should the remediation be unsatisfactory, this may

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be cause for probation or termination from the residency program. For Post-Graduate Year One residents,

remediation will be referred to the House Office Training Committee (HOTC) for their necessary actions.

If a resident will not be promoted to the next level of training or if a resident‘s agreement will not be renewed, a

written notice of intent will be provided no later than 3 months prior to the end of the resident‘s current agreement,

if possible. However, if the primary reason(s) for the nonrenewal or non-promotion occur(s) within the 3 months

prior to the end of the agreement, the program will provide resident with as much written notice of the intent not to

renew or not to promote as the circumstances will reasonably allow, prior to the end of the agreement.

Residents are allowed to implement the institution grievance procedure if they have received a written notice of

intent not to renew their contract as outlined in the Grievance Procedures herewith.

5. GRIEVANCE PROCEDURES & PROCESSES

NUHS believes that residents have a right to appeal against any decisions affecting their graduate medical

education in NUHS. A resident who surfaces a grievance or appeal will be accorded access to the proper

channels for his/her grievance or appeal to be heard and addressed.

A resident who surfaces a grievance or appeal and follows the proper Resident Grievance Procedure set out by

NUHS shall be protected against any form of reprisal. NUHS ensures that residents are able to raise and resolve

concerns in a confidential and protected manner without fear of intimidation or retaliation.

The Resident Grievance Procedure will minimize conflict of interest by adjudicating parties in addressing:

a. Academic or other disciplinary actions taken against residents that could result in dismissal, nonrenewal of aresident‘s agreement, non-promotion of a resident to the next level of training, or other actions that couldsignificantly threaten a resident‘s intended career development; and,

b. Adjudication of resident complaints and grievances related to the work environment or issues related to theprogram or faculty.

NUHS advocates the proper use of Resident Grievance Procedure to resolve residents‘ grievances systematically,

fairly and expeditiously, so that the open communication will augur well for resident institution relations and

promote a harmonious working environment within NUHS.

For more details of the Grievance procedure, please refer to the NUHS Resident Manual, available on the NUHS Residency website.

6. MEDICAL MALPRACTICE INSURANCE AND INDEMNITY

As a practicing doctor, it is the resident‘s personal responsibility to ensure that he/she holds a valid medical

malpractice insurance cover throughout the entire period of his/her employment with MOHH.

Please refer to the MOHH contractual terms and conditions of appointment for more information.

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2015 NUHS Residency Manual E MEDAL EDUCATION – RESIDENT MA

UAL 30 APRIL 2010

7. LEAVE BENEFITS

Please refer to the MOH “Offer of Residency Position” terms and conditions for details of leave benefits.

NUHS recognizes that residents may need to be away from work due to medical or certain personal reasons.

Leaves of absence are defined as approved time away from residency duties, other than regularly scheduled days

off as reflected in a rotation schedule.

All leaves will be scheduled with prior approval by the Program Director or Heads of Departments, with the

exception of emergencies or unexpected illnesses. In unexpected/emergency situations, the resident should

contact the Program Director or Heads of Departments at the earliest possible time.

The effect of leave taken, on the ability of the resident to satisfactorily complete the training program, is at the

discretion of the Program Director.

8. DUTY HOURS

Duty hours are defined as all clinical and academic activities related to the residency program, i.e., patient care (both inpatient and outpatient), administrative duties related to patient care, the provision for transfer of patient care, time spent in-house during call activities, and scheduled academic activities such as conferences. Duty hours do not include reading and preparation time spent away from the duty site.

The following institutional policies apply to all NUHS programs and residents:

a. Duty hours will be limited to 80 hours, averaged over a 4-week period per rotation or a 4-week period within a rotation, inclusive of all in-house call activities, excluding vacation or approved leave. Any requests for exceptions to the weekly limit on duty hours must be presented by the Program Director to the GMEC for review and approval.

b. Residents will be provided with 1 day in 7 free from all educational and clinical responsibilities, averaged over a 4-week period, inclusive of call. 1 day is defined as one continuous 24-hour period free from all clinical, educational, and administrative activities.

c. Adequate time for rest and personal activities will be provided. This should consist of a 10-hour time period provided between all daily duty periods and after in-house call.

d. Continuous on-site duty, including in-house call, will not exceed 24 consecutive hours. Residents may remain on duty for up to 6 additional hours to participate in didactic activities, transfer care of patients, conduct outpatient clinics, and maintain continuity of medical and surgical care as defined in Specialty and Subspecialty Program Requirements.

e. No new patients, as defined in Specialty and Subspecialty Program Requirements, may be accepted after 24 hours of continuous duty.

Program Directors are responsible for monitoring and enforcing compliance with duty hours.

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9. POLICIES AND PROCEDURES

Copies of the NUHS policies and procedures as currently in effect, are enclosed within the NUHS Residency website (click here).

Included policies comprises of the following:

a. Confidential Counseling, Medical and Psychological Services

b. Physician Impairment and Substance Abuse

c. Sexual and other forms of Harassment

d. Provision to Residents with Disabilities

In the event of an inconsistency or conflict between any NUHS policy and the Medical/Professional Staff by laws of

the Sponsoring Institution or its affiliated training sites, the NUHS policy shall prevail and apply.

10. CONDITIONS OF SEPARATION

a. Resignation

The Resident may resign from the Program with a notification of his intention to leave with a notice of not less than

one (1) month. The resignation must be submitted in writing to the Program Director. All conditions of appointment

will cease on the effective date of resignation.

b. Separation

Separation may occur at the end of an appointment term under any circumstances in which reappointment does

not occur, including successful graduation from the Program.

c. Dismissal/Termination

A resident may be dismissed for ―just cause.‖ This may include performance or conduct issues that are unresolved

or not mediated by disciplinary actions. Residents could also be dismissed for a variety of serious acts or

behaviors. Examples of such acts or behaviors includes but is not limited to the substance abuse, cheating during

examinations, being convicted of a crime related to the provision of health care items or services. In such an event,

the resident has the right to appeal the decision through the Grievance Procedure.

―Just Cause‖ for dismissal includes, but are not limited to, the following:

a. Incapacitating conditions that preclude the resident from participation, despite accommodation, in the graduatemedical education program and patient care activities.

b. Failure of the resident to abide by NUHS policies, GMEC policies, and resident related provisions of thehospital‘s Medical Staff Rules and Regulations, and/or any applicable Singapore laws.

c. Failure of the resident to maintain satisfactory levels of academic and clinical performance as determinedthrough periodic evaluations.

d. Actions that directly violate any of the terms of the resident postgraduate training agreement of appointment.

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In the event of dismissal, the resident has the right to appeal the decision through the Grievance Procedure.

11. RELEASE OF INFORMATION

The Resident understands and agrees that, should another institution, organization or individual to which the

Resident has applied for a position, request a reference from the Sponsoring Institution, the Sponsoring

Institutions/affiliated training sites may share all appropriate information that it possesses concerning the Resident,

including information relating to any discipline, suspension or termination from the program or the Sponsoring

Institution/ affiliated training sites, or perceived inability to practice within commonly accepted standards of care.

The Resident hereby authorizes the Sponsoring Institution/ affiliated training sites to release such information

under these circumstances at any time, provided such information is given in good faith and without malice.

We thank you for choosing NUHS Residency Program and wish you all the very best in your studies!

Yours sincerely,

Assoc Professor Shirley Ooi

Designated Institutional Official

I, Dr _____________________________________ , hereby accept the terms & conditions stated herewith; and

have received and accepted the policies as stated in the NUHS Residency Manual.

_____________________________

Signature of Resident

Date:

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ANNEX C

NUHS RESIDENCY TERMS & CONDITIONS – SAF-EMPLOYED RESIDENTS

National University Health System

Residency Program

Dear Dr <<Name of Doctor>> (hereby known as the ―Resident‖)

Thank You for choosing the NUHS Residency Program and Congratulations on being offered a Residency position

as an employee of SAF in the Residency Program by the Ministry of Health, Singapore!

Your Sponsoring Institution (SI) is National University Health System (NUHS). The resident undertakes to

assume this residency position on the terms and conditions set forth herewith, which serves as an annex to the

letter ―Offer of Residency Position – 2015‖ from Ministry of Health (MOH), Singapore.

With the acceptance of the ―Offer of Residency Position – 2015‖ issued by MOH and the residency position with

the NUHS Residency Program, the Resident accepts the appointment as a Resident in NUHS‘s <<program

name>> residency program.

1. RESIDENT RESPONSIBILITIES

The position of resident entails provision of medical care which commensurate with the resident's level of training

and competence and is under the general supervision of appropriately privileged attending teaching staff.

Residents of NUHS would be required to assume the following responsibilities (but are not limited to):

a) Participation in safe, effective and compassionate patient care.

b) Participation in hospital quality and patient safety programs. c) Participation in the educational and scholarly activities of the training program and, as appropriate and required, assumption of responsibility for teaching and supervising other residents and medical students.

d) Participation in institutional committees and councils to which the resident is appointed or invited.

e) Adherence to the duty hour regulations and policies of NUHS and submit hours worked as mandated by NUHS and/or training program.

f) Participation as appropriate in training programs and medical staff activities of NUHS, or those of its participating training sites and adherence to respective established practices, procedures and policies of the institution.

g) Participation in the evaluation of the training program and its faculty.

h) Development of an understanding of ethical, socioeconomic, and medical/legal issues that affect graduate medical education and of how to apply cost containment measures in the provision of patient care.

i) Adherence to the highest standards of the medical profession and pledge to conduct him or herself accordingly in all interactions.

j) Demonstration of respect for all patients and members of the health care team without regard to gender, race, national origin, religion, economic status, disability or sexual orientation.

k) Promotion and upholding of the mission, vision and values of NUHS as stipulated in the statement of commitment to graduate medical education.

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2. FINANCIAL SUPPORT FOR RESIDENTS

The Resident is employed and remunerated under SAF.

Please refer to the SAF contractual terms and conditions of appointment for details of salary benefits.

3. DURATION OF APPOINTMENT

The duration of your training in NUHS‘s <<program name>> residency program is outlined in the specialty‘s

program information.

Please note that training duration may be extended due to long leave or absence from training beyond the allowed

number of days; below par performance during the residency; failure in exams and when competency to progress

to the next level is not evident.

In addition, as an SAF employee, the SAF reserves the right to recall the SAF medical officer for service in the

SAF for up to 40 days in a calendar year. This duration of service is no different from the National Service liability

of a National Serviceman. However, this will be done in consultation with the Program Director, to minimize

disruption to the training. Under special circumstances (exigencies of service), the SAF medical officer may be

recalled for more than 40 days in a calendar year.

In view of the above, the SAF medical officer must extend his residency training in line with the duration he is

being recalled for service in the SAF. This duration is subjected to change depending on evaluation of his

competencies as a resident, by the Program Director.

4. CONDITIONS FOR REAPPOINTMENT & PROMOTION TO A SUBSEQUENT POST GRADUATE YEAR

LEVEL

Re-appointment for resident position for subsequent years is neither automatic nor guaranteed.

Re-appointment is based upon meeting the NUHS and ACGME-I graduate medical education standards and

clinical competencies required to advance to the next level of training. Re-appointment will be recommended by

the Program Director and approved by the DIO.

Notification of re-appointment will be provided annually to residents who are expected to successfully complete the

preceding year of residency and who meet the qualifications and are being recommended for continuation to the

next year. Residents will be asked to acknowledge their acceptance of the re-appointment. Successful completion

of the current year is a prerequisite prior to the commencement of the next year. Failure to complete all

requirements by the end of the academic year will void the re-appointment offer.

The decision whether to promote a resident is the responsibility of the Program Director with the advice of the

faculty of the program. Each program will develop written criteria for promotion based on the specialty and

subspecialty requirements of the ACGME-I.

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The method of evaluation shall consist of direct observation of the resident as well as by indirect observation

through rotation, evaluations, and correspondence between programs and written examination (National Board, In-

training Exams). It is expected that residents will participate in all aspects of the curriculum, as well as in the

periodic evaluation of educational experiences with teachers. It is further expected that residents will complete all

administrative responsibilities of a resident.

If an evaluation indicates unsatisfactory performance, the resident will be provided with a remedial plan for

correcting any deficiencies. At the end of the remedial period, should the remediation be unsatisfactory, this may

be cause for probation or termination from the residency program and the resident will return to SAF and may be

allowed to undergo MOPEX postings in consultation with MOHH. For Post-Graduate Year One residents,

remediation will be referred to Performance Review Committee for their necessary actions.

If a resident will not be promoted to the next level of training or if a resident‘s agreement will not be renewed, a

written notice of intent in consultation with SAF, will be provided no later than 4 months prior to the end of the

resident‘s current agreement, if possible. However, if the primary reason(s) for the nonrenewal or non-promotion

occur(s) prior to the end of the agreement, the program will provide resident with as much written notice of the

intent not to renew or not to promote as the circumstances will reasonably allow, prior to the end of the agreement.

Residents are allowed to implement the institution grievance procedure if they have received a written notice of

intent not to renew their contract as outlined in the Grievance Procedures herewith.

5. GRIEVANCE PROCEDURES & PROCESSES

NUHS believes that residents have a right to appeal against any decisions affecting their graduate medical

education in NUHS. A resident who surfaces a grievance or appeal must be accorded access to the proper

channels for his/her grievance or appeal to be heard and addressed.

A resident who surfaces a grievance or appeal and follows the proper Resident Grievance Procedure set out by

NUHS shall be protected against any form of reprisal. NUHS ensures that residents are able to raise and resolve

concerns in a confidential and protected manner without fear of intimidation or retaliation.

The Resident Grievance Procedure will minimize conflict of interest by adjudicating parties in addressing:

c. Academic or other disciplinary actions taken against residents that could result in dismissal, nonrenewal of aresident‘s agreement, non-promotion of a resident to the next level of training, or other actions that couldsignificantly threaten a resident‘s intended career development; and,

d. Adjudication of resident complaints and grievances related to the work environment or issues related to theprogram or faculty.

NUHS advocates the proper use of Resident Grievance Procedure to resolve residents‘ grievances systematically,

fairly and expeditiously, so that the open communication will augur well for resident institution relations and

promote a harmonious working environment within NUHS.

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Personal Grievance Procedure

a. Matters, which affect the residents as a whole, should be brought to the attention of the Chief Resident of theappropriate service, either directly or indirectly via any program coordinator of the GME program. The ChiefResident will bring such matters to their regular department meeting with administrators for resolution.

b. If resolution of the grievance is not met then residents can attempt it through the Program Director orChief/Head of Department as appropriate. The relevant personnel should give a reply within 10 working days.

c. Residents can also bring an issue to the resident welfare sub-committee, either directly through a sub-committee member, or indirectly via the GME Office. This group can then take ownership of the issue andwork to resolve the concern raised, in a confidential and protected manner.

d. If all channels have been exhausted, residents can seek assistance from the DIO of Graduate Medical

Education (GME). The resident should be given a reply within 10 working days.

For more details of the Grievance procedure, please refer to the NUHS Resident Manual, available on the NUHS

Residency website.

6. MEDICAL MALPRACTICE INSURANCE AND INDEMNITY

As a practicing doctor, it is the resident‘s personal responsibility to ensure that he/she holds a valid medical

malpractice insurance cover throughout the entire period of his/her employment with SAF.

Please refer to the SAF contractual terms and conditions of appointment for more information.

7. LEAVE BENEFITS

Please refer to the SAF “Offer of Residency Position” terms and conditions for details of leave benefits.

NUHS recognizes that residents may need to be away from work due to medical or certain personal reasons.

Leaves of absence are defined as approved time away from residency duties, other than regularly scheduled days

off as reflected in a rotation schedule.

All leaves will be scheduled with prior approval by the Program Director or Heads of Departments, with the

exception of emergencies or unexpected illnesses. In unexpected/emergency situations, the resident should

contact the Program Director or Heads of Departments at the earliest possible time.

The effect of leave taken, on the ability of the resident to satisfactorily complete the training program, is at the

discretion of the Program Director.

8. DUTY HOURS

Duty hours are defined as all clinical and academic activities related to the residency program, i.e., patient care (both inpatient and outpatient), administrative duties related to patient care, the provision for transfer of patient care, time spent in-house during call activities, and scheduled academic activities such as conferences. Duty hours do not include reading and preparation time spent away from the duty site.

The following institutional policies apply to all NUHS programs and residents:

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a. Duty hours will be limited to 80 hours, averaged over a 4-week period per rotation or a 4-week period within arotation, inclusive of all in-house call activities, excluding vacation or approved leave. Any requests forexceptions to the weekly limit on duty hours must be presented by the Program Director to the GMEC forreview and approval.

b. Residents will be provided with 1 day in 7 free from all educational and clinical responsibilities, averaged overa 4-week period, inclusive of call. 1 day is defined as one continuous 24-hour period free from all clinical,educational, and administrative activities.

c. Adequate time for rest and personal activities will be provided. This should consist of a 10-hour time periodprovided between all daily duty periods and after in-house call.

d. Continuous on-site duty, including in-house call, will not exceed 24 consecutive hours. Residents may remainon duty for up to 6 additional hours to participate in didactic activities, transfer care of patients, conductoutpatient clinics, and maintain continuity of medical and surgical care as defined in Specialty andSubspecialty Program Requirements.

e. No new patients, as defined in Specialty and Subspecialty Program Requirements, may be accepted after 24hours of continuous duty.

Program Directors are responsible for monitoring and enforcing compliance with duty hours.

9. POLICIES AND PROCEDURES

Copies of the NUHS policies and procedures as currently in effect, are enclosed within the NUHS Residency

website (click here).

Included policies comprises of the following:

a. Confidential Counseling, Medical and Psychological Services

b. Physician Impairment and Substance Abuse

c. Sexual and other forms of Harassment

d. Provision to Residents with Disabilities

In the event of an inconsistency or conflict between any NUHS policy and the Medical/Professional Staff by laws of

the Sponsoring Institution or its affiliated training sites, the NUHS policy shall prevail and apply.

10. CONDITIONS OF SEPARATION

a. Resignation

The resident must seek the approval of SAF first. Once approved, the resident may resign from the Program with a

notification of his intention to leave with a notice of not less than one (1) month. The resignation must be submitted

in writing to the Program Director. All conditions of appointment will cease on the effective date of resignation.

b. Separation

Separation may occur at the end of an appointment term under any circumstances in which reappointment does

not occur, including successful graduation from the Program.

c. Dismissal/Termination

A resident may be dismissed for ―just cause.‖ This may include performance or conduct issues that are unresolved

or not mediated by disciplinary actions. Residents could also be dismissed for a variety of serious acts or

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behaviors. Examples of such acts or behaviors includes but is not limited to the substance abuse, cheating during

examinations, being convicted of a crime related to the provision of health care items or services. In such an event,

the resident has the right to appeal the decision through the Grievance Procedure.

―Just Cause‖ for dismissal includes, but are not limited to, the following:

e. Incapacitating conditions that preclude the resident from participation, despite accommodation, in the graduate medical education program and patient care activities.

f. Failure of the resident to abide by NUHS policies, GMEC policies, and resident related provisions of the hospital‘s Medical Staff Rules and Regulations, and/or any applicable Singapore laws.

g. Failure of the resident to maintain satisfactory levels of academic and clinical performance as determined through periodic evaluations.

h. Actions that directly violate any of the terms of the resident postgraduate training agreement of appointment.

In the event of dismissal, the resident has the right to appeal the decision through the Grievance Procedure.

11. RELEASE OF INFORMATION

The Resident understands and agrees that, should another institution, organization or individual to which the

Resident has applied for a position, request a reference from the Sponsoring Institution, the Sponsoring

Institutions/affiliated training sites may share all appropriate information that it possesses concerning the Resident,

including information relating to any discipline, suspension or termination from the program or the Sponsoring

Institution/ affiliated training sites, or perceived inability to practice within commonly accepted standards of care.

The Resident hereby authorizes the Sponsoring Institution/ affiliated training sites to release such information

under these circumstances at any time, provided such information is given in good faith and without malice.

We thank you for choosing NUHS Residency Program and wish you all the very best in your studies!

Yours sincerely,

Assoc Professor Shirley Ooi

Designated Institutional Official

I, Dr _____________________________________ , hereby accepts the terms & conditions stated herewith.

_____________________________ _____________________________

Signature of Resident Date

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2015 NUHS Residency Manual ANNEX D1

CRITERIA FOR PROGRESSION TO SENIOR RESIDENT

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ANNEX D2

PROMOTION TO SENIOR RESIDENCY WORKFLOW

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ANNEX E

GUIDELINES FOR RESIDENT TRANSFERS/ SWITCHES IN ENHANCED POSTGRADUATE

MEDICAL EDUCATION (RESIDENCY) PROGRAMME

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ANNEX F (& attachments in right column)MOHH POLICIES AND GUIDELINES (MEDICAL STAFF) – Updated 5 March 2015

1.Prosoft User Guide (for Reporting Officer & Co-ordinator)User Guide for

Approving Officers & Coordinators

2.Prosoft User Guide (for HOMODOSR)Prosoft User Guide -HOMODOSR (Jan2015)

3.MOHH Personal Training Fund Claim ProcedureMOHH Personal Training Fund

4.MOHH Annex to Transport Claim Policy & Submission GuidelinesMOHH Transport

Claims

5.MOHH Mailbox LocationMOHH BlueBox

Location & Collection Schedule_updatedSep2014

6.MOHH Work Injury Compensation Claim FormMOHH Work Injury

Claim Form

7.Government-Paid Maternity Leave Scheme Form (GPML)GPML Form

8.Institutions IT Helpdesks‘ ContactInstituition IT

Helpdesks’ Contact.pdf

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2015 NUHS Residency Manual ANNEX G

SPONSORSHIP FOR OVERSEAS CONFERENCES The application form can also be downloaded from www.physician.mohh.com.sg.

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2015 NUHS Residency Manual ANNEX H

POSTGRADUATE EXAMINATION AND RELEVANT PREPARATORY COURSE The application form can also be downloaded from www.physician.mohh.com.sg.

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2015 NUHS Residency Manual ANNEX I

CODE OF CONDUCT FOR RESIDENTS ON TRAINING OVERSEAS

NUHS Residency Program

Code of Conduct for Residents and Trainees

Residents/Trainees are expected to conduct themselves with the highest standard of exemplary behaviour,

decorum and pride, when on training locally or overseas.

This includes adherence to the NUHS policy on General Conduct, Confidentiality, Attendance and

Punctuality7, which are anchored on the NUHS Corporate Values of Teamwork, Respect, Integrity, Compassion,

Excellence (TRICE).

In dealing with others, Residents/Trainees are to be respectful, show compassion and maintain personal and

professional integrity.

Residents/Trainees are to be clear of the training objectives set out and work to achieve the objectives. This

includes working in collaboration as a team and striving for excellence in the work assigned to or undertaken by

them.

They are to conduct themselves in a manner that upholds the NUHS TRICE values and be mindful that they

represent the institution and the NUHS residency program.

I, Dr _____________________________________ , hereby acknowledge and accept the terms & conditions

stated herewith; and will abide by the code of conduct as detailed in the above-mentioned policy.

_____________________________ __________________________ Signature of Resident/Trainee Date

7 General Conduct, Confidentiality, Attendance and Punctuality (NUHS-HAP-HRM-098 (revision 03) dated 1 Nov 2013) is found in the

NUH Intranet : http://nuhs-portal/departments/administrative/human-resource/do-it-right-policies/general.html)

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2015 NUHS Residency Manual ANNEX J APPLICATION OF STAFF PARKING VIA EPAS

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2015 NUHS Residency Manual ANNEX K NUHS APPEAL PROCEDURE FORM

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2015 NUHS Residency Manual ANNEX L NUHS RESIDENCY DISCIPLINARY ACTIONS

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ANNEX M NUHS PERFORMANCE IMPROVEMENT PLAN FORM

Th

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2015 NUHS Residency Manual ANNEX N

NUHS DRESS CODE FOR DOCTORS

This guideline defines the minimum standards of dress for doctors working in NUHS, with the

purpose of maintaining the decorum expected of a physician.

Definition of Attire

Office attire

• Male : Long or short sleeved buttoned shirt with collar, tie optional

• Female : Pants are permitted

• Appropriate office footwear

Casual attire • Polo shirts are allowed, to be tucked in

• Jeans and sports shoes are permitted

Ward scrubs

• Standard hospital issue scrub top with the letter ―NUH‖ on the back, worn with matching scrub trousers or other trousers

• OT scrubs / caps / masks / footwear are not to be worn outside the OT area

Figure 1. Hospital scrubs

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2015 NUHS Residency Manual Figure 2. OT scrubs (Blue : Male; Green : Female)

For the purpose of hygiene and patient safety, employees who have direct contact with patients in inpatient wards and Specialist Outpatient Clinics/Centres should observe the following: • Employees should wear shirts with sleeves that end above the elbow. • Neckties should be secured so as to avoid contact with patients.

• Clipons should be worn in place of lanyards.

• Wrist watches are discouraged and if rings are to be worn, they should be simple smooth

bands

Figure 3. Sleeves should end above the elbow

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Figure 4 : Ties should be secured with a tie pin to avoid contact with patients

Figure 5. Staff ID should be worn with a retractable clip-in instead of a lanyard

Doctors on duty

On call hours are defined as 5pm to 8am on weekdays, and the entire 24 hour period beginning

8am on Saturdays, Sundays and Public Holidays.

House staff have a choice of the following during on-call hours

• Office attire

• Casual attire • Ward scrubs

The definition of each category is as above.

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2015 NUHS Residency Manual Dressing that is not acceptable

The following types of clothing must not be worn at any time during work • Male doctors may not wear: T-shirts without collars, round-necked or sleeveless T-shirts.

• Female doctors may not wear spaghetti strapped blouses, tank-tops or singlet on their own, unless covered under a jacket / sweater.

• Blouses showing midriff or with low necklines. • T-shirts with inappropriate slogans or loud visuals

• Shorts, Bermudas or pedal pushers

• Jeans with tears / holes or loose fringes / seams.

• Slippers, flat sandals (without heels)

If an employee needs to wear slippers/sandals at work due to medical reasons (e.g., leg/foot

injury), he/she has to seek permission from the Head of Department (HOD).

Identification / Name Tag

All doctors are required to wear their name tag at all times when on NUHS premises.

This guideline is not exhaustive, and is also not intended to be restrictive. In case of any dispute,

the Department Chief will be asked to adjudicate. In the event of a disease outbreak, Chairman

Medical board may elect to suspend and / or modify these guidelines.

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Updated as of 5 Mar 2015

ANNEX TO TRANSPORT CLAIM POLICY Summary of Transport Claim

Example 1 - Transport Claim for Off-site Meeting – Employee travels from Designated work place to Off-Site Location Designated work place : NUH Meeting venue : MOH (SGH area)

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance between designated work place to meeting venue at SGH = 6.8 km Distance claimed = 6.8km Distance = 6.8 km x $0.60 = $4.08 Parking = $5.40 Total claim = $5.40 + $4.08 = $9.48

Claim type: Transport Taxi expense between designated work place to meeting venue = $8.30 Total claim = $8.30

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Updated as of 5 Mar 2015

Example 2 - Transport Claim for Working Beyond 10pm Home : Jurong East Street 31 Designated work place : NUH End Work Time: 10.30pm

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance from designated work place to home = 9.5 km Distance = 9.5 km x $0.60 = $5.70 Total claim = $5.70

Claim type: Transport Taxi expense from designated work place to home = $10.00 Total claim = $10.00

Example 3 - Transport Claim for Off-site Meeting – Employee travels from Home to Off-Site Location Home : Jurong East Street 31 Designated work place : NUH Meeting venue : MOH (SGH area)

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance between home to designated work place = 9.5 km Distance between home to meeting venue = 16 km (this information is to be keyed under “Declared Mileage”) Distance claimed = 16 km – 9.5 km = 6.5 km Distance = 6.5 km x $0.60 = $3.90 (System will auto-compute) Parking = $5.40 Total claim = $5.40 + $3.90 = $9.30

Claim type: Transport Home to designated work place using Bus/MRT = $1.37 (this information is to be keyed under “Declared Cost”) Taxi expense between home to meeting venue = $15

Total claim = $15.00 - $1.37 = $13.63

(System will auto compute)

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Example 4 - Transport Claim for Off-site Meeting – Employee travels from Home to Off-Site Location Home : Jurong East Street 31 Designated work place : NUH Meeting venue : Clementi Polyclinic

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance between home to designated work place = 9.5 km Distance between home to meeting venue = 6.1 km (this information is to be keyed under “Declared Mileage”) Distance = 0 km* Parking = $5.40 Total claim = $5.40

* Distance is not claimable as the distance between

home to designated work place is more than the

distance between home to meeting venue.

Claim type: Transport Home to designated work place using Bus/MRT = $1.37 (this information is to be keyed under “Declared Cost”) Taxi expense between home to meeting venue = $14.40

Total claim = $14.40 - $1.37 = $13.03

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Guidelines for submission of transport claim

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The New Prosoft HR System – User

Guide for Reporting Officers /

Approvers & Coordinator

Prepared by MOHH HR

Dec 2014

Overview of the New Prosoft System

https://app2.unit4hrms.com/prosoft/web/Login.aspxhttps://app.hrms.sg/prosoft/

CURRENT NEW (wef 12 Jan 15)

CONTENT

FAMILIARIZATION WITH THE NEW SYSTEM

1. Login & Navigation

2. Forgot your password

ROLE OF APPROVER / SUPERVISOR

3. Leave module : Leave Approval by Supervisors / Reporting Officers

4. Claim module : Claim Approval by Supervisors / Reporting Officers

5. Role delegation / Assign coverer for leave/claim module

ROLE OF LEAVE/CLAIM COORDINATOR

6. Leave coordinator : Check Leave Status & Print Leave Reports

7. Claim coordinator : Apply claim on behalf of others

8. Claim coordinator : Check Claim status & Print Claim Reports

LOGIN & NAVIGATION

1. Login to the new system

https://app2.unit4hrms.com/prosoft/web/Login.aspx

LOGIN SCREEN : All staff will be issued a default password via an individual

pin mailer. The login details will be sent to your MOHH’s email account

Client Code : MOH

User ID : MO0XXXX (i.e. staff number)

2. Changing your password upon

first login

First Login – Prompt to Change Password

3. Landing Page Upon Successful

Login

Click on the respective icon to access the

module

4. Navigating Between The

Different Prosoft ModulesOnce you are in a certain module

(for example Personnel), click here to switch between the various

modules in Prosoft

FORGOT YOUR LOGIN PASSWORD

1. Click on the “Forgot your

password?” link

2. Enter Client Code as “MOH” & your Staff Number

3. Enter your NRIC

4. Enter New Password

Enter “New Password” & “Confirm Password”. Upon “Confirm Password”. Upon clicking “Save”, that will be

your password to the system

LEAVE MODULE- LEAVE APPROVAL

BY SUPERVISOR / REPORTING BY SUPERVISOR / REPORTING OFFICER

Leave Approval by the individual leave record

Upon Login, the “Pending Actions” List will be displayed. Alternatively, you can access the

Pending Actions List via Approval -> Approver Options -> Pending Actions

To see the leave details, click on the Employee Name.

Leave Approval by the individual leave record

Click Here to Approve or Reject. You are required to enter

Remarks for rejection .

Leave Approval via the Pending Actions List Screen

Tick the leave record you wish to approve/reject & click Approve / Reject. You can tick multiple records for approval. You are required to enter

Remarks for rejection .

To view Leave Approval History

Click Approval History to

view the past records of

approval/rejection

CLAIM MODULE- CLAIM APPROVAL BY SUPERVISOR /

REPORTING OFFICERSREPORTING OFFICERS

Claim Approval by the individual claim record

Upon Login, the “Pending Actions” List will be displayed. Alternatively, you can access the

Pending Actions List via Approval -> Approver Options -> Pending Actions

To see the claim details, click on the Employee Name of the selected record

Claim Approval by the individual claim record

Click Here to Approve or Reject. You are required to enter

Remarks for rejection .

Claim Approval via the Pending Actions List Screen

Select the claims to

approve or reject by

selecting the check

box and click on the

Approve or Reject

buttonbutton

You are required to enter Remarks for rejection

To View Claim Approval History

View Approval History

LEAVE / CLAIM MODULEROLE DELEGATION / ASSIGN COVERER

Assign Coverer / Role Delegation

1. In the Leave / Claim module,

Go to Approval -> Approval

Options -> Delegation

Assign Coverer / Role Delegation

2. Select Delegation,

followed by Add New

Record

Assign Coverer / Role Delegation

by clicking on the 3. Select the “Covering Person” by clicking on the

icon and remove by clicking on icon

4. Search for “Covering Person”

by entering Employee Code or

Name and click “Go”.

5. Thereafter, select “OK” after

clicking Employee Name and

“Current Value” will display the

name of the person selected.

Assign Coverer / Role Delegation

6. Select the role that your covering person will be

performing on your behalf from the dropdown list

7. Select the actions you require

your coverer to perform for you

during your absence and enter

the “Start and End Date” and

click “Save and Close

LEAVE COORDINATOR- CHECK LEAVE STATUS & VIEW LEAVE REPORTS

Check Leave Status

1. Goto LEAVE -> LEAVE STATUS

2. Select “Coordinator” under Role

3. Click here for Annual Leave Status

4. Click here to see Other Leave Status

LEAVE MODULE- Print Leave Reports

Types of Reports availabe

Print Leave Reports

2. Select the reporting period by entering

the start & end date

3. Select the leave codes to generate the

report for by clicking here. “*” means all

leave codes.

1. Select role as “Coordinator”

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Leave Records Report

2. Cancelled Leave Records Report

3. Leave Records Status Report

4. Detailed Employee Leave Report

5. Annual Leave Status Report

6. Other Leave Status Report

7. Leave Taken Report

8. Late Submission Leave Records Report

9. Leave with Expiry Report

CLAIM COORDINATOR – APPLYING CLAIM ON BEHALF OF

OTHERS

Claim Coordinator – Applying claim on behalf of others

1. In the claim module, Go to

CLAIM -> CLAIM RECORDS ->

Apply Claim for others

Claim Coordinator – Applying claim on behalf of others

3. Upon clicking on the

staff name/code, it will

bring you to the claim

application screen

2. Search the employee by

entering the Employee

Name or Employee Code

here & Click “Go”

Claim Coordinator – Applying claim on behalf of others

4. In the claim application screen,

select claim type (for e.g. Work

Related Claim) from the dropdown

list & Click “Apply”

Claim Coordinator – Applying claim on behalf of others

5. Click “Add New Record” to enter

claim details. The claim application

process will be similar to the process

“Apply Claim for self”

Claim Coordinator – Applying claim on behalf of others

6. If you are applying work-related

claim, a pop up window will be

displayed to allow you to select the

claim code. Claim amount will be

defaulted based on the selected

claim code. Click “Save” to return

to claim application screen

7. In the claim Application screen,

your claim details

7. In the claim Application screen,

if you have more than 1 claim, you

can click “Add New Record”, until

you have completed entering all

your claim details

8. Click “Change Approver”

to select the Approver.

Claim Coordinator – Applying claim on behalf of others

9. Select Approver List by clicking here

10. You can also select CC Person by clicking

here

11. Search your Approver by entering Approver Employee Code or Employee Name and click “Go”. You can only select the approver

from the same division / institution

12. Select Approver by clicking on the Name

Claim Coordinator – Applying claim on behalf of others

13. Once you have selected the approver, click “Sav e and Close” & the approver’s name will be displayed in t he

claim application screen

Claim Coordinator – Applying claim on behalf of others

14. All your claim 14. All your claim

details will be displayed

here after adding all

15. Verify that the

approver is selected

correctly

the details are correct.

here after adding all

the records. Verify that

the details are correct.

16. Click “Submit for

details.

16. Click “Submit for

Approval” upon

verification of the

details.

CLAIM MODULE- CHECK CLAIM STATUS

Check Claim Status

Select Claim Status from

the Claim menu

Check Claim Status

If you are a coordinator,

select “Coordinator” select “Coordinator”

under Role

CLAIM MODULE- CLAIM REPORTS

Types of Reports Available

Generating / Printing the claim reports

2. Select the claim codes

which you would like to

generate for the report

3. Select

duration of the

1. If you are a

coordinator, select

“Coordinator” under

Role

duration of the

claim dates

which the report

should include

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Claim Records Report

2. Claim Records Status Report

3. Claim Approval Remarks Report

4. Detailed Claim Records Report

5. Claim Status Report

LEAVE MODULE- Check Leave Status

Check Leave Status

Goto LEAVE -> LEAVE STATUS

Click here for Annual Leave Status

Click here to see Other Leave Status

LEAVE MODULE- Print Leave Reports

Types of Reports availabe

Print Leave Reports

1. Select the reporting period by entering

the start & end date

2. Select the leave codes to generate the

report for by clicking here. “*” means all

leave codes.

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Leave Records Report

2. Cancelled Leave Records Report

3. Leave Records Status Report

4. Detailed Employee Leave Report

5. Annual Leave Status Report

6. Other Leave Status Report

7. Leave Taken Report

8. Late Submission Leave Records Report

9. Leave with Expiry Report

CLAIM MODULE

APPLYING CLAIM (Single details claim type)

Claim Application Screen

Applying claim

Select claim type from dropdown list &

click “Apply ”

Applying claim (for e.g. Outpatient Medical)

1. Input details of your 1. Input details of your

claim and remarks

(if any) then click

“Save”.

2. You have to save

your claim details

before attaching

your files / receipts

Applying claim (for e.g. Outpatient Medical)

3. Click here to attach your

receipts / supporting

documents.

4. The steps to attach

receipts in the claim module

are similar to the leave

module. Refer to Slide 40

5. For medical claims, the approver is defaulted to “HR Administrator”

6. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

APPLYING CLAIM- ENHANCED TRANSPORT CLAIM SCREEN

Applying Transport Claim

1. Select “Transport claim type” at the claim application screen & Click “Apply”

Your address will be displayed here

2. Click “Add New Record”

Applying Transport Claim on a working day (Journey from / to “Home” to / from meeting venue)

2. Click on “Add New Record” and a pop up

screen appearsscreen appears

Applying Transport Claim on a working day Mode of Vehicle : Taxi

1. Enter Receipt date & Receipt No.

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

4. Select Vehicle “Taxi” & enter Vehicle No

6. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a working dayMode of Vehicle : Bus / MRT

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Bus / MRT”

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is

address.

7. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Receipt Amount

9. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a working dayMode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

5. Enter Start Time of Travel

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is from/to “Home”, you will need to deduct the distance from home to office or vice versus. Please declare this under “Declared Mileage (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system after deducting the declared distance for home <-> Office from your total distance travelled

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a non-working day (Journey from / to “Home”)Mode of Vehicle - Taxi

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date & Receipt No.

4. Select Vehicle “Taxi” & enter Vehicle No

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a non-working day (Journey from / to “Home”)Mode of Vehicle – Bus / MRT

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Bus/MRT”

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

4. Select Vehicle “Bus/MRT”

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

4. Enter Start Time of Travel

Applying Transport Claim on a non- working day(Journey from / to “Home”)Mode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. For transport claim on a non-working day, you ca n claim the full mileage. As such, there is no need t o declare distance travelled from home to office or vice versus under “Declared Cost (Home <-> Office) ”.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system based on total distance travelled.

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim : Select Approver

2. You can click “Add New Record” until you have entered all the claim details.

3. Click “Change Approvers” to select your approver. The steps to select your approver is similar to the Leave Application process. Refer to Slide 33 to 35

1. Once the claim details is saved, it will be listed here

Applying Transport Claim: Attach supporting documents / receipts (when required)

4. Click here to attach your

receipts / supporting documents.

5. The steps to attach receipts in

7. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

5. The steps to attach receipts in

the claim module are similar to

the leave module. Refer to Slide

40.

CLAIM MODULE- CHECK CLAIM STATUS

Check Claim Status

Select Claim Status from

the Claim menu

Check Claim Status

CLAIM MODULE- CLAIM REPORTS

Types of Reports Available

Generating / Printing the claim reports

Select the claim codes

which you would like to

generate for the report

Select duration

of the claim of the claim

dates which

the report

should include

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Claim Records Report

2. Claim Records Status Report

3. Claim Approval Remarks Report

4. Detailed Claim Records Report

5. Claim Status Report

THE END

Page 1 of 2

Updated as of 5 Mar 2015

PERSONAL TRAINING FUND (PTF) CLAIMS PROCEDURE 1. Employees who wish to use the PTF shall check your entitlement and balance in

the Prosoft system before making any application for claims.

2. Payment for all claims will be on a reimbursement basis. For payments made in foreign currency, HRTD will reimburse based on the conversion rate provided in the credit card statement/bank draft. In the absence of the conversion rate, HRTD will use the receipt date to determine the conversion rate from the Monetary Authority of Singapore (MAS) Financial Database (https://secure.mas.gov.sg/msb/ExchangeRates.aspx) to calculate the claim amount.

3. Employees are to submit your PTF claims online via Prosoft within 3 months from the date of receipt / event period. The 3 months deadline includes resubmission of rejected claims. The steps are as follows: a. Select Head of Department (HOD) as 1st level approver. b. Key in the following details:

S/N Prosoft fields What to key

1 Receipt Date Date of the receipt. If you are claiming based on event date, please key in the event date as the ‘Receipt date’ and attach supporting documents that shows the event date

2 Receipt Number Receipt number/ Demand Draft Number/ Cashier's Order Number If receipt number/ reference number is not available, please key MOMxxxxx-DDMMYY-HHMM)

3 Receipt Amount (in SGD)

Receipt amount/ amount in bank or credit card statement/ Demand Draft/ Cashier's Order

4 PTF Type To select from the drop down list (eg. Course/ Examination/ Medical Book/ Fee/ Poster)

5 Start Date Start date of the Course/ Examination/ etc.

6 End Date End date of the Course/ Examination/ etc.

7 PTF Description Name of the Course/ Examination/ Medical Book/

Page 2 of 2

Updated as of 5 Mar 2015

Fee (membership/ subscription)/ etc.

8 Remarks Eg. Using MAS exchange rate for the foreign currency conversion.

c. Attach the original receipt / email acknowledgement and proof of payment (eg. bank / credit card statement) to your HOD/ PD for approval via Prosoft. The receipt should state the purpose of the payment, otherwise additional documents are required.

4. Reimbursement will be made via payroll. Claims approved by 15th of each month will

be paid to the employees on the 15th of the following month. 5. If the employees fail to attend/complete the course / examination as planned, it is

your responsibility to inform your respective HOD/ PD and MOHH. You will not be allowed to seek any reimbursement and will be required to refund MOHH in full, in the event that MOHH has disbursed the claim.

The New Prosoft HR System –

User Guide for HOMODOSR

Prepared by MOHH HR

Dec 2014

Overview of the New Prosoft System

https://app2.unit4hrms.com/prosoft/web/Login.aspxhttps://app.hrms.sg/prosoft/

CURRENT NEW (wef 12 Jan 15)

CONTENT

FAMILIARIZATION WITH THE NEW SYSTEM

1. Login & Navigation

2. Forgot your password

PERSONNEL MODULE

3. Change of Personal Particulars

ePAY MODULE

4. Viewing your payslip & tax forms 4. Viewing your payslip & tax forms

LEAVE MODULE

5. Application of leave

6. Attaching files / supporting documents to your leave application

7. Leave cancellation

8. Check leave status

9. Generating leave reports

10. Leave Approval by Supervisors

11. Applying leave on behalf of others (for PAs and leave coordinators)

12. Role delegation / Assign coverer

CONTENT

CLAIM MODULE

13. Application of claim (single details claim type)

14. Application of claim – Enhanced Transport claim screen

15. Application of Work-related claim (for medical staff only)

16. Claim Cancellation – Same process as leave cancellation 16. Claim Cancellation – Same process as leave cancellation

17. Check Claim status

18. Generating Claim reports

19. Claim approval by Supervisors – same process as leave approval by supervisors

LOGIN & NAVIGATION

1. Login to the new system

https://app2.unit4hrms.com/prosoft/web/Login.aspx

LOGIN SCREEN : All staff will be issued a default password via an individual

pin mailer. The login details will be sent to your MOHH’s email account

Client Code : MOH

User ID : MO0XXXX (i.e. staff number)

2. Changing your password upon

first login

First Login – Prompt to Change Password

3. Landing Page Upon Successful

Login

Click on the respective icon to access the

module

4. Navigating Between The

Different Prosoft ModulesOnce you are in a certain module

(for example Personnel), click here to switch between the various

modules in Prosoft

FORGOT YOUR LOGIN PASSWORD

1. Click on the “Forgot your

password?” link

2. Enter Client Code as “MOH” & your Staff Number

3. Enter your NRIC

4. Enter New Password

Enter “New Password” & “Confirm Password”. Upon “Confirm Password”. Upon clicking “Save”, that will be

your password to the system

PERSONNEL MODULE

1. Update Personal Information Tab

Upon clicking “Save”, an email notification will be sent

to MOHH HR for approval. For change of marital

status, please submit supporting documents (i.e.

marriage cert) to MOHH HR.

2. Update Other Information Tab

Upon clicking “Save”, the changes will be updated in

Prosoft Employee Master Record.

3. Employment Tab – For Info. Only

4. Assignment Tab – For Info. Only

5. Statutory Tab – For Info. Only

6. Update Address

Upon clicking “Save”, the changes will be updated in

Prosoft Employee Master Record.

7. Update Emergency Contact

Upon clicking “Save”, the changes will be updated in

Prosoft Employee Master Record.

8. Update Family Details

Upon clicking “Save”, an email notification will be sent

to MOHH HR for approval. Please submit supporting

documents (i.e. marriage cert, child’s birth cert) to

MOHH HR.

ePAY MODULE

1. View your Payslip

Click to display

the payslip

Report generated and you can view on screen or “Print” as well as “Export to PDF”

Click on to view the IR8A/E form

1. View your Tax Form

Report generated and you can view on screen or “Print” as well as “Export to PDF”

LEAVE MODULE

1. Leave Application Screen

Select Leave Type from dropdown list to apply

Your Leave Records. You can only view leave records from Year 2014 onwards in the new system

LEAVE MODULE- Applying leave

(with no supporting (with no supporting documents required)

Applying Leave – supporting documents not required (for e.g. Annual Leave)

Select ANNUAL LEAVE from dropdown list

1. Enter leave dates & details

Enter Leave Start & End Date & Remarks (if any).

Click “Save”.

Your leave entitlement & balance will be shown

here

2. Check Leave Availability

• Upon saving your leave details, system will check your leave availability.

• Click “Save & Submit Later” as you need to set up your leave approver

3. Select Approver

• Your Approver will be empty upon login. You will need to set up your approval for your 1 st

application.

• Click “Change Approvers” to select your approver.

• Upon successful submission of the 1 st

leave application, the approver for the subsequent applications will be defaulted.

Click here to add CC Persons

3. Select Approver

1. Select Approver List by clicking here

Select CC Person by clicking here

3. Search your Approver by entering

Approver Employee Code or Employee

Name and click “Go”

4. Select Approver by clicking on the

Name

3. Select Approver

5. Once you have selected the approver, click “Save and Close”

4. Submit your leave for Approval

1. Verify your leave dates & days taken

2. Verify your approver is selected correctly

3. Verify your CC Persons are selected correctly

4. Click “Submit For Approval”

LEAVE MODULE- Applying leave (with supporting

documents required)documents required)

Applying Leave – supporting documents required (for e.g. Medical Leave)

Select MEDICAL LEAVE from dropdown list

1. Enter Leave dates & details

5. Click here to attach a scanned copy of your medical cert / supporting documents that are required for your leave application.

1. Enter Leave Start & End Date

2. Enter Consultation Date & select Clinic from dropdown list. from dropdown list.

3. Enter Remarks (if any)

4. Click “Save”. You have to click “Save” before you can attach your supporting document

2. Attach your supporting documents

7. Click here to select the file to attach. The filename of the selected file will be displayed.

6. Click here to attach file

9. Once all the files are attached

application page

9. Once all the files are attached successfully, the filenames will be displayed.

10. Click “Close” to return to the leave application page

8. Click “Attach”8. Click “Attach”

3. Select Approver

• Your Approver will be empty upon login. You will need to set up your approval for your 1 st

application.

• Click “Change Approvers” to select your approver.your approver.

• Upon successful submission of the 1 st

leave application, the approver for the subsequent applications will be defaulted.

Click here to add CC Persons

3. Select Approver

1. Select Approver List by clicking here

Select CC Person by clicking here

3. Search your Approver by entering

Approver Employee Code or Employee

Name and click “Go”

4. Select Approver by clicking on the

Name

3. Select Approver

5. Once you have selected the approver, click “Save and Close”

4. Submit your leave for approval

1. Verify your leave dates & details

2. Verify that you have

document

2. Verify that you have attached the correct document

3. Verify your approver is selected correctly

4. Verify your CC Persons are selected correctly

5. Click “Submit For Approval”

LEAVE MODULE- Leave Cancellation

To cancel an approved leave

1. Your leave records will be shown at the Leave Application Screen

2. To cancel an approved leave (i.e. approved leave is denoted by ), click to show the leave details.

To cancel an approved leave

3. Click “Submit Cancellation

To cancel an approved leave

3. Select the leave dates

that you would like to

submit for cancellation,

4. Enter Remarks and click

“Cancel Selected Records”

LEAVE MODULE- Check Leave Status

Check Leave Status

Goto LEAVE -> LEAVE STATUS

Click here for Annual Leave Status

Click here to see Other Leave Status

LEAVE MODULE- Print Leave Reports

Types of Reports availabe

Print Leave Reports

1. Select the reporting period by entering

the start & end date

2. Select the leave codes to generate the

report for by clicking here. “*” means all

leave codes.

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Leave Records Report

2. Cancelled Leave Records Report

3. Leave Records Status Report

4. Detailed Employee Leave Report

5. Annual Leave Status Report

6. Other Leave Status Report

7. Leave Taken Report

8. Late Submission Leave Records Report

9. Leave with Expiry Report

CLAIM MODULE

APPLYING CLAIM (Single details claim type)

Claim Application Screen

Applying claim

Select claim type from dropdown list &

click “Apply ”

Applying claim (for e.g. Outpatient Medical)

1. Input details of your 1. Input details of your

claim and remarks

(if any) then click

“Save”.

2. You have to save

your claim details

before attaching

your files / receipts

Applying claim (for e.g. Outpatient Medical)

3. Click here to attach your

receipts / supporting

documents.

4. The steps to attach

receipts in the claim module

are similar to the leave

module. Refer to Slide 40

5. For medical claims, the approver is defaulted to “HR Administrator”

6. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

APPLYING CLAIM- ENHANCED TRANSPORT CLAIM SCREEN

Applying Transport Claim

1. Select “Transport claim type” at the claim application screen & Click “Apply”

Your address will be displayed here

2. Click “Add New Record”

Applying Transport Claim on a working day (Journey from / to “Home” to / from meeting venue)

2. Click on “Add New Record” and a pop up

screen appearsscreen appears

Applying Transport Claim on a working day Mode of Vehicle : Taxi

1. Enter Receipt date & Receipt No.

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

4. Select Vehicle “Taxi” & enter Vehicle No

6. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a working dayMode of Vehicle : Bus / MRT

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Bus / MRT”

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is

address.

7. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Receipt Amount

9. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a working dayMode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

5. Enter Start Time of Travel

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is from/to “Home”, you will need to deduct the distance from home to office or vice versus. Please declare this under “Declared Mileage (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system after deducting the declared distance for home <-> Office from your total distance travelled

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a non-working day / Weekend round (Journey from / to “Home”)Mode of Vehicle - Taxi

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date & Receipt No.

4. Select Vehicle “Taxi” & enter Vehicle No

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a non-working day / Weekend round (Journey from / to “Home”)Mode of Vehicle – Bus / MRT

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Bus/MRT”

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

4. Select Vehicle “Bus/MRT”

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

4. Enter Start Time of Travel

Applying Transport Claim on a non- working day / Weekend round (Journey from / to “Home”)Mode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. For transport claim on a non-working day, you ca n claim the full mileage. As such, there is no need t o declare distance travelled from home to office or vice versus under “Declared Cost (Home <-> Office) ”.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system based on total distance travelled.

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim : Select Approver

2. You can click “Add New Record” until you have entered all the claim details.

3. Click “Change Approvers” to select your approver. The steps to select your approver is similar to the Leave Application process. Refer to Slide 33 to 35

1. Once the claim details is saved, it will be listed here

Applying Transport Claim: Attach supporting documents / receipts (when required)

4. Click here to attach your

receipts / supporting documents.

5. The steps to attach receipts in

7. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

5. The steps to attach receipts in

the claim module are similar to

the leave module. Refer to Slide

40.

CLAIM MODULE - Application of

Work-Related Claims (WRC)

Apply Work-Related Claim

1. Click on “Add New

Record” and a pop up Record” and a pop up

screen appears

Apply Work-Related Claim

2. Enter Date and select claim code from the claim code from the dropdown list under “Expense Type”.

3. The Claim Amount will be populated accordingly to the rates you are entitled.

4. Click “Save”

Apply Work-Related Claim

5. Continue to “Add New Record”until all your claim details are entered.

6. Click on “Change Approver” to select your approver.

7. You have to ensure that all your claim details are incurred in the same institution / department as same institution / department as system will validate your approver based on your posting information & the claim incurrence date. If system detects that your approver is not valid, error message will be prompted & you will not be allowed to submit your application.

For example, if your 1 s claim details is incurred in TTSH General Surgery and 2 nd claim is incurred in CGH Geriatric Medicine, these 2 claims cannot be submitted in the same application as the approvers for the claims are different. You should submit these 2 claims in 2 separate applications.

Apply Work-Related Claim

8. A pop up screen will

appear to allow you to appear to allow you to

select your approver as

per your “Location /

Institution / Department”

from the dropdown list

by clicking on icon

9. Select the Approver by

clicking on the Name

Apply Work-Related Claim

10. Approver will be

displayed, click “Save and displayed, click “Save and

Close”

Apply Work-Related Claim

11. Once you verified that

the claim details are in

order, Click “Submit for

Approval”

CLAIM MODULE- CHECK CLAIM STATUS

Check Claim Status

Select Claim Status from

the Claim menu

Check Claim Status

CLAIM MODULE- CLAIM REPORTS

Types of Reports Available

Generating / Printing the claim reports

Select the claim codes

which you would like to

generate for the report

Select duration

of the claim of the claim

dates which

the report

should include

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Claim Records Report

2. Claim Records Status Report

3. Claim Approval Remarks Report

4. Detailed Claim Records Report

5. Claim Status Report

THE END

MOHH MAILBOX LOCATION & CONTACT PERSON - UPDATED ON 11 SEPT 2014

S/N Institution Address of Mail Box Collection Day

1 Alexandra Hospital378 Alexandra Road S159964

Admin Block, Ground Level, HR DeptMonday & Thursday

2 Changi General Hospital2 Simei Street 3, S529889

Level 3, Turn right from the lift, doctors' officesMonday & Thursday

3 Institute Mental Hospital10 Buangkok View, Buangkok Green Medical Park, S539747

MO Office, Level 1, AtriumMonday & Thursday

4

100 Bukit Timah Rd S229899

Women's Twr, Opposite Training Centre, Staff lift (Require

access card)

Mon, Wed & Thur

5

Children's Twr,

Opposite Prima Deli, Staff Lift,

Require access card

Mon, Wed & Thur

6Children’s Tower, B1 (next to the staff lift lobby) Require access

cardMon, Wed & Thur

7

5 Lower Kent Ridge Road, S119074

Tower Block, level 6

(Opp NUH Main Building entrance)

Monday & Thursday

8 Level 1, Kent Ridge Building (Beside security office) Monday & Thursday

9 Singapore General HospitalOutram Road S169608

Block 4, Level 1, Outside SGH Mail RoomMon, Wed & Thur

10 Tan Tock Seng HospitalAnnex 1 Building

Level 1, HR departmentMon, Wed & Thur

11 National Cancer Centre11 Hospital Drive, S169610

Level 4 Operations DeptMonday & Thursday

12 National Heart Centre17 Third Hospital Ave S168752,

Level 2, Bowyer Block CMonday & Thursday

13 National Neuroscience Institute11 Jalan Tan Tock Seng, S308433

Lobby H, Level 3, Executive OfficeMonday & Thursday

14 National Dental Centre5 Second Hospital Ave

Level 1 Main Lobby HR DeptMonday & Thursday

KK Women's and Children's Hospital

National University Hospital

S/N Institution Address of Mail Box Collection Day

15 National Skin Centre1 Mandalay Rd, S308205 (nxt CDC)

Admin Office, 5th StoreyMonday & Thursday

16 Singapore National Eye Centre11 Third Hospital Avenue, S168751

Level 7, Reception CounterMonday & Thursday

17 SingHealth Polyclinics - Bedok Blk 212 Bedok North Street 1, #03-147 S460212 Monday & Thursday

18 SingHealth Polyclinics - Bukit MerahBlk 162, Bukit Merah Central #04-3565 S150163

Take lift from 7-11/KFC, Rm 22, Nurse Mgr RmMonday & Thursday

19 SingHealth Polyclinics - Geylang21, Geylang East Central, S389707

Lvl 1, Clinic Executive's Rm, MROMonday & Thursday

20 SingHealth Polyclinics - Marine ParadeBlk 80 Marine Parade Central

#01-792 Admin OfficeMonday & Thursday

21 SingHealth Polyclinics - Outram3 Second Hospital Avenue Level 2, Health Promotion Board Building

Staff lounge, Level 2, Near Dept of Child DevtMonday & Thursday

22 SingHealth Polyclinics - Pasir Ris1 Pasir Ris Drive 4, #01-11 S519547

Lvl 2, Staff Lounge, Beside the external staircase of buildingMonday & Thursday

23 SingHealth Polyclinics - Queenstown580 Stirling Road S148958

Level 3, Room 26Monday & Thursday

24 SingHealth Polyclinics - Sengkang2 Sengkang Square, Community Hub, S545025

Lvl 3 HA RoomMonday & Thursday

25 SingHealth Polyclinics - Tampines1 Tampines St 31 S529203

Level 1, MROMonday & Thursday

26National Health Group Polyclinics - Ang

Mo Kio

Blk 723, Ang Mo Kio Avenue 8, #01-4136, S560723

Level 2, Staff Lounge Monday & Thursday

27National Health Group Polyclinics - Bukit

Batok

50 Bukit Batok West Ave 3, S659164

Level 1, Operation HubMonday & Thursday

28National Health Group Polyclinics - Choa

Chu Kang

2 Teck Whye Crescent, S688846

Ground floor, MROMonday & Thursday

29National Health Group Polyclinics -

Clementi

Blk 451 Clementi Ave 3 #02-307, S120451

Ops Executives' OfficeMonday & Thursday

S/N Institution Address of Mail Box Collection Day

30National Health Group Polyclinic -

Hougang

89 Hougang Avenue 4, S538829

Lvl 3 Staff Pantry Monday & Thursday

31National Health Group Polyclinic -

Jurong

190 Jurong East Avenue 1, S609788

Ground floor, MROMonday & Thursday

32National Health Group Polyclinic - Toa

Payoh

2003 Toa Payoh Lorong 8 S319620

Level 1, inside MRO officeMonday & Thursday

33National Health Group Polyclinic -

Woodlands

10 Woodlands St 31, S738579

Level 1, Patient RoomMonday & Thursday

34National Health Group Polyclinic -

Yishun

100 Yishun Central S768826

Level 2, Staff pantry, KAIZEN roomMonday & Thursday

35 St Luke's Hospital2 Bukit Batok Street 11 S659674

Medical Services Division Office, Level 3Monday & Thursday

36 Renci Hospital71 Irrawaddy Road

Level 4 Outside life lobby areaMonday & Thursday

37 Khoo Teck Puat Hospital90 Yishun Central Singapore 768828

Tower A, Level 2 near HR ReceptionMonday & Thursday

38 Bright Vision Hospital5 Lorong Napiri S(547530)

Level 5 Medical AdminMonday & Thursday

39 Jurong Medical Centre 60 Jurong West Central 3 S(648346) Monday & Thursday

40 St Andrew Community Hospital8 Simei St 3 S(539895)

Business OfficeMonday & Thursday

41 Ang Mo Kio Community Hospital

Ang Mo Kio Thye Hua Kwan Hospital, 17 Ang Mo Kio Ave 9 S

969766

Care and Counseling Department at Level 3

Monday & Thursday

Page 1 of 2

Updated as of 5 Mar 2015

PERSONAL TRAINING FUND (PTF) CLAIMS PROCEDURE 1. Employees who wish to use the PTF shall check your entitlement and balance in

the Prosoft system before making any application for claims.

2. Payment for all claims will be on a reimbursement basis. For payments made in foreign currency, HRTD will reimburse based on the conversion rate provided in the credit card statement/bank draft. In the absence of the conversion rate, HRTD will use the receipt date to determine the conversion rate from the Monetary Authority of Singapore (MAS) Financial Database (https://secure.mas.gov.sg/msb/ExchangeRates.aspx) to calculate the claim amount.

3. Employees are to submit your PTF claims online via Prosoft within 3 months from the date of receipt / event period. The 3 months deadline includes resubmission of rejected claims. The steps are as follows: a. Select Head of Department (HOD) as 1st level approver. b. Key in the following details:

S/N Prosoft fields What to key

1 Receipt Date Date of the receipt. If you are claiming based on event date, please key in the event date as the ‘Receipt date’ and attach supporting documents that shows the event date

2 Receipt Number Receipt number/ Demand Draft Number/ Cashier's Order Number If receipt number/ reference number is not available, please key MOMxxxxx-DDMMYY-HHMM)

3 Receipt Amount (in SGD)

Receipt amount/ amount in bank or credit card statement/ Demand Draft/ Cashier's Order

4 PTF Type To select from the drop down list (eg. Course/ Examination/ Medical Book/ Fee/ Poster)

5 Start Date Start date of the Course/ Examination/ etc.

6 End Date End date of the Course/ Examination/ etc.

7 PTF Description Name of the Course/ Examination/ Medical Book/

Page 2 of 2

Updated as of 5 Mar 2015

Fee (membership/ subscription)/ etc.

8 Remarks Eg. Using MAS exchange rate for the foreign currency conversion.

c. Attach the original receipt / email acknowledgement and proof of payment (eg. bank / credit card statement) to your HOD/ PD for approval via Prosoft. The receipt should state the purpose of the payment, otherwise additional documents are required.

4. Reimbursement will be made via payroll. Claims approved by 15th of each month will

be paid to the employees on the 15th of the following month. 5. If the employees fail to attend/complete the course / examination as planned, it is

your responsibility to inform your respective HOD/ PD and MOHH. You will not be allowed to seek any reimbursement and will be required to refund MOHH in full, in the event that MOHH has disbursed the claim.

The New Prosoft HR System –

User Guide for HOMODOSR

Prepared by MOHH HR

Dec 2014

Overview of the New Prosoft System

https://app2.unit4hrms.com/prosoft/web/Login.aspxhttps://app.hrms.sg/prosoft/

CURRENT NEW (wef 12 Jan 15)

CONTENT

FAMILIARIZATION WITH THE NEW SYSTEM

1. Login & Navigation

2. Forgot your password

PERSONNEL MODULE

3. Change of Personal Particulars

ePAY MODULE

4. Viewing your payslip & tax forms 4. Viewing your payslip & tax forms

LEAVE MODULE

5. Application of leave

6. Attaching files / supporting documents to your leave application

7. Leave cancellation

8. Check leave status

9. Generating leave reports

10. Leave Approval by Supervisors

11. Applying leave on behalf of others (for PAs and leave coordinators)

12. Role delegation / Assign coverer

CONTENT

CLAIM MODULE

13. Application of claim (single details claim type)

14. Application of claim – Enhanced Transport claim screen

15. Application of Work-related claim (for medical staff only)

16. Claim Cancellation – Same process as leave cancellation 16. Claim Cancellation – Same process as leave cancellation

17. Check Claim status

18. Generating Claim reports

19. Claim approval by Supervisors – same process as leave approval by supervisors

LOGIN & NAVIGATION

1. Login to the new system

https://app2.unit4hrms.com/prosoft/web/Login.aspx

LOGIN SCREEN : All staff will be issued a default password via an individual

pin mailer. The login details will be sent to your MOHH’s email account

Client Code : MOH

User ID : MO0XXXX (i.e. staff number)

2. Changing your password upon

first login

First Login – Prompt to Change Password

3. Landing Page Upon Successful

Login

Click on the respective icon to access the

module

4. Navigating Between The

Different Prosoft ModulesOnce you are in a certain module

(for example Personnel), click here to switch between the various

modules in Prosoft

FORGOT YOUR LOGIN PASSWORD

1. Click on the “Forgot your

password?” link

2. Enter Client Code as “MOH” & your Staff Number

3. Enter your NRIC

4. Enter New Password

Enter “New Password” & “Confirm Password”. Upon “Confirm Password”. Upon clicking “Save”, that will be

your password to the system

PERSONNEL MODULE

1. Update Personal Information Tab

Upon clicking “Save”, an email notification will be sent

to MOHH HR for approval. For change of marital

status, please submit supporting documents (i.e.

marriage cert) to MOHH HR.

2. Update Other Information Tab

Upon clicking “Save”, the changes will be updated in

Prosoft Employee Master Record.

3. Employment Tab – For Info. Only

4. Assignment Tab – For Info. Only

5. Statutory Tab – For Info. Only

6. Update Address

Upon clicking “Save”, the changes will be updated in

Prosoft Employee Master Record.

7. Update Emergency Contact

Upon clicking “Save”, the changes will be updated in

Prosoft Employee Master Record.

8. Update Family Details

Upon clicking “Save”, an email notification will be sent

to MOHH HR for approval. Please submit supporting

documents (i.e. marriage cert, child’s birth cert) to

MOHH HR.

ePAY MODULE

1. View your Payslip

Click to display

the payslip

Report generated and you can view on screen or “Print” as well as “Export to PDF”

Click on to view the IR8A/E form

1. View your Tax Form

Report generated and you can view on screen or “Print” as well as “Export to PDF”

LEAVE MODULE

1. Leave Application Screen

Select Leave Type from dropdown list to apply

Your Leave Records. You can only view leave records from Year 2014 onwards in the new system

LEAVE MODULE- Applying leave

(with no supporting (with no supporting documents required)

Applying Leave – supporting documents not required (for e.g. Annual Leave)

Select ANNUAL LEAVE from dropdown list

1. Enter leave dates & details

Enter Leave Start & End Date & Remarks (if any).

Click “Save”.

Your leave entitlement & balance will be shown

here

2. Check Leave Availability

• Upon saving your leave details, system will check your leave availability.

• Click “Save & Submit Later” as you need to set up your leave approver

3. Select Approver

• Your Approver will be empty upon login. You will need to set up your approval for your 1 st

application.

• Click “Change Approvers” to select your approver.

• Upon successful submission of the 1 st

leave application, the approver for the subsequent applications will be defaulted.

Click here to add CC Persons

3. Select Approver

1. Select Approver List by clicking here

Select CC Person by clicking here

3. Search your Approver by entering

Approver Employee Code or Employee

Name and click “Go”

4. Select Approver by clicking on the

Name

3. Select Approver

5. Once you have selected the approver, click “Save and Close”

4. Submit your leave for Approval

1. Verify your leave dates & days taken

2. Verify your approver is selected correctly

3. Verify your CC Persons are selected correctly

4. Click “Submit For Approval”

LEAVE MODULE- Applying leave (with supporting

documents required)documents required)

Applying Leave – supporting documents required (for e.g. Medical Leave)

Select MEDICAL LEAVE from dropdown list

1. Enter Leave dates & details

5. Click here to attach a scanned copy of your medical cert / supporting documents that are required for your leave application.

1. Enter Leave Start & End Date

2. Enter Consultation Date & select Clinic from dropdown list. from dropdown list.

3. Enter Remarks (if any)

4. Click “Save”. You have to click “Save” before you can attach your supporting document

2. Attach your supporting documents

7. Click here to select the file to attach. The filename of the selected file will be displayed.

6. Click here to attach file

9. Once all the files are attached

application page

9. Once all the files are attached successfully, the filenames will be displayed.

10. Click “Close” to return to the leave application page

8. Click “Attach”8. Click “Attach”

3. Select Approver

• Your Approver will be empty upon login. You will need to set up your approval for your 1 st

application.

• Click “Change Approvers” to select your approver.your approver.

• Upon successful submission of the 1 st

leave application, the approver for the subsequent applications will be defaulted.

Click here to add CC Persons

3. Select Approver

1. Select Approver List by clicking here

Select CC Person by clicking here

3. Search your Approver by entering

Approver Employee Code or Employee

Name and click “Go”

4. Select Approver by clicking on the

Name

3. Select Approver

5. Once you have selected the approver, click “Save and Close”

4. Submit your leave for approval

1. Verify your leave dates & details

2. Verify that you have

document

2. Verify that you have attached the correct document

3. Verify your approver is selected correctly

4. Verify your CC Persons are selected correctly

5. Click “Submit For Approval”

LEAVE MODULE- Leave Cancellation

To cancel an approved leave

1. Your leave records will be shown at the Leave Application Screen

2. To cancel an approved leave (i.e. approved leave is denoted by ), click to show the leave details.

To cancel an approved leave

3. Click “Submit Cancellation

To cancel an approved leave

3. Select the leave dates

that you would like to

submit for cancellation,

4. Enter Remarks and click

“Cancel Selected Records”

LEAVE MODULE- Check Leave Status

Check Leave Status

Goto LEAVE -> LEAVE STATUS

Click here for Annual Leave Status

Click here to see Other Leave Status

LEAVE MODULE- Print Leave Reports

Types of Reports availabe

Print Leave Reports

1. Select the reporting period by entering

the start & end date

2. Select the leave codes to generate the

report for by clicking here. “*” means all

leave codes.

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Leave Records Report

2. Cancelled Leave Records Report

3. Leave Records Status Report

4. Detailed Employee Leave Report

5. Annual Leave Status Report

6. Other Leave Status Report

7. Leave Taken Report

8. Late Submission Leave Records Report

9. Leave with Expiry Report

CLAIM MODULE

APPLYING CLAIM (Single details claim type)

Claim Application Screen

Applying claim

Select claim type from dropdown list &

click “Apply ”

Applying claim (for e.g. Outpatient Medical)

1. Input details of your 1. Input details of your

claim and remarks

(if any) then click

“Save”.

2. You have to save

your claim details

before attaching

your files / receipts

Applying claim (for e.g. Outpatient Medical)

3. Click here to attach your

receipts / supporting

documents.

4. The steps to attach

receipts in the claim module

are similar to the leave

module. Refer to Slide 40

5. For medical claims, the approver is defaulted to “HR Administrator”

6. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

APPLYING CLAIM- ENHANCED TRANSPORT CLAIM SCREEN

Applying Transport Claim

1. Select “Transport claim type” at the claim application screen & Click “Apply”

Your address will be displayed here

2. Click “Add New Record”

Applying Transport Claim on a working day (Journey from / to “Home” to / from meeting venue)

2. Click on “Add New Record” and a pop up

screen appearsscreen appears

Applying Transport Claim on a working day Mode of Vehicle : Taxi

1. Enter Receipt date & Receipt No.

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

4. Select Vehicle “Taxi” & enter Vehicle No

6. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a working dayMode of Vehicle : Bus / MRT

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Bus / MRT”

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is

address.

7. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Receipt Amount

9. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a working dayMode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

5. Enter Start Time of Travel

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is from/to “Home”, you will need to deduct the distance from home to office or vice versus. Please declare this under “Declared Mileage (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system after deducting the declared distance for home <-> Office from your total distance travelled

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a non-working day / Weekend round (Journey from / to “Home”)Mode of Vehicle - Taxi

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date & Receipt No.

4. Select Vehicle “Taxi” & enter Vehicle No

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a non-working day / Weekend round (Journey from / to “Home”)Mode of Vehicle – Bus / MRT

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Bus/MRT”

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

4. Select Vehicle “Bus/MRT”

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

4. Enter Start Time of Travel

Applying Transport Claim on a non- working day / Weekend round (Journey from / to “Home”)Mode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. For transport claim on a non-working day, you ca n claim the full mileage. As such, there is no need t o declare distance travelled from home to office or vice versus under “Declared Cost (Home <-> Office) ”.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system based on total distance travelled.

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim : Select Approver

2. You can click “Add New Record” until you have entered all the claim details.

3. Click “Change Approvers” to select your approver. The steps to select your approver is similar to the Leave Application process. Refer to Slide 33 to 35

1. Once the claim details is saved, it will be listed here

Applying Transport Claim: Attach supporting documents / receipts (when required)

4. Click here to attach your

receipts / supporting documents.

5. The steps to attach receipts in

7. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

5. The steps to attach receipts in

the claim module are similar to

the leave module. Refer to Slide

40.

CLAIM MODULE - Application of

Work-Related Claims (WRC)

Apply Work-Related Claim

1. Click on “Add New

Record” and a pop up Record” and a pop up

screen appears

Apply Work-Related Claim

2. Enter Date and select claim code from the claim code from the dropdown list under “Expense Type”.

3. The Claim Amount will be populated accordingly to the rates you are entitled.

4. Click “Save”

Apply Work-Related Claim

5. Continue to “Add New Record”until all your claim details are entered.

6. Click on “Change Approver” to select your approver.

7. You have to ensure that all your claim details are incurred in the same institution / department as same institution / department as system will validate your approver based on your posting information & the claim incurrence date. If system detects that your approver is not valid, error message will be prompted & you will not be allowed to submit your application.

For example, if your 1 s claim details is incurred in TTSH General Surgery and 2 nd claim is incurred in CGH Geriatric Medicine, these 2 claims cannot be submitted in the same application as the approvers for the claims are different. You should submit these 2 claims in 2 separate applications.

Apply Work-Related Claim

8. A pop up screen will

appear to allow you to appear to allow you to

select your approver as

per your “Location /

Institution / Department”

from the dropdown list

by clicking on icon

9. Select the Approver by

clicking on the Name

Apply Work-Related Claim

10. Approver will be

displayed, click “Save and displayed, click “Save and

Close”

Apply Work-Related Claim

11. Once you verified that

the claim details are in

order, Click “Submit for

Approval”

CLAIM MODULE- CHECK CLAIM STATUS

Check Claim Status

Select Claim Status from

the Claim menu

Check Claim Status

CLAIM MODULE- CLAIM REPORTS

Types of Reports Available

Generating / Printing the claim reports

Select the claim codes

which you would like to

generate for the report

Select duration

of the claim of the claim

dates which

the report

should include

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Claim Records Report

2. Claim Records Status Report

3. Claim Approval Remarks Report

4. Detailed Claim Records Report

5. Claim Status Report

THE END

Page 1 of 8

Updated as of 5 Mar 2015

ANNEX TO TRANSPORT CLAIM POLICY Summary of Transport Claim

Example 1 - Transport Claim for Off-site Meeting – Employee travels from Designated work place to Off-Site Location Designated work place : NUH Meeting venue : MOH (SGH area)

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance between designated work place to meeting venue at SGH = 6.8 km Distance claimed = 6.8km Distance = 6.8 km x $0.60 = $4.08 Parking = $5.40 Total claim = $5.40 + $4.08 = $9.48

Claim type: Transport Taxi expense between designated work place to meeting venue = $8.30 Total claim = $8.30

Page 2 of 8

Updated as of 5 Mar 2015

Example 2 - Transport Claim for Working Beyond 10pm Home : Jurong East Street 31 Designated work place : NUH End Work Time: 10.30pm

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance from designated work place to home = 9.5 km Distance = 9.5 km x $0.60 = $5.70 Total claim = $5.70

Claim type: Transport Taxi expense from designated work place to home = $10.00 Total claim = $10.00

Example 3 - Transport Claim for Off-site Meeting – Employee travels from Home to Off-Site Location Home : Jurong East Street 31 Designated work place : NUH Meeting venue : MOH (SGH area)

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance between home to designated work place = 9.5 km Distance between home to meeting venue = 16 km (this information is to be keyed under “Declared Mileage”) Distance claimed = 16 km – 9.5 km = 6.5 km Distance = 6.5 km x $0.60 = $3.90 (System will auto-compute) Parking = $5.40 Total claim = $5.40 + $3.90 = $9.30

Claim type: Transport Home to designated work place using Bus/MRT = $1.37 (this information is to be keyed under “Declared Cost”) Taxi expense between home to meeting venue = $15

Total claim = $15.00 - $1.37 = $13.63

(System will auto compute)

Page 3 of 8

Updated as of 5 Mar 2015

Example 4 - Transport Claim for Off-site Meeting – Employee travels from Home to Off-Site Location Home : Jurong East Street 31 Designated work place : NUH Meeting venue : Clementi Polyclinic

Scenario 1 (if the employee normally drives to work)

Scenario 2 (if the employee normally takes public transport to work)

Claim type: Transport (Mileage) Distance between home to designated work place = 9.5 km Distance between home to meeting venue = 6.1 km (this information is to be keyed under “Declared Mileage”) Distance = 0 km* Parking = $5.40 Total claim = $5.40

* Distance is not claimable as the distance between

home to designated work place is more than the

distance between home to meeting venue.

Claim type: Transport Home to designated work place using Bus/MRT = $1.37 (this information is to be keyed under “Declared Cost”) Taxi expense between home to meeting venue = $14.40

Total claim = $14.40 - $1.37 = $13.03

Page 4 of 8

Updated as of 5 Mar 2015

Guidelines for submission of transport claim

Page 5 of 8

Updated as of 5 Mar 2015

Page 6 of 8

Updated as of 5 Mar 2015

Page 7 of 8

Updated as of 5 Mar 2015

Page 8 of 8

Updated as of 5 Mar 2015

Form GPML1

Updated 1 May 2013 Version 2013.v1

GOVERNMENT-PAID MATERNITY LEAVE (GPML) SCHEME DECLARATION BY EMPLOYEE

Child Development Co-Savings Act (Cap. 38A) Child Development Co-Savings (Paid Maternity Leave, Maternity Benefit, Adoption Leave, Shared Parental Leave and

Paternity Leave) Regulations

Before filling up the form (which may take you 3 minutes to complete), please note: (i) Read the explanatory notes before completing this declaration. (ii) Save for Part 6 below, all references to “you” or “I” in this form shall be taken to be a reference to you, the

employee who is applying for maternity leave.

Part 1) Details of employee A Name B NRIC/ FIN No. C Designation

Part 2) Declaration of confinement order

A. I am applying for paid maternity leave for my __________ (please state the order of this confinement eg. 1

st/2

nd/3

rd etc) confinement.

B. Note:

“Confinement” means the “delivery of a child”. “Confinement order” means the order in which the child was delivered, in relation to any other child/children delivered by the mother. In declaring the confinement order, please disregard any previous confinement in respect of which there is no living child at the point of making this declaration.

C. The child/children listed below are the only other living child/children whom I have given birth to as at the date

of this declaration.

Confinement Order

Name(s) Birth Certificate No.

Date of Birth

1st

2nd

3rd

4th

5th

6th

Part 3) Declaration of Singapore Citizenship

A. My husband is a citizen of Singapore.

Yes No

B. I am a citizen of Singapore. Yes No

C. The child in respect of whose birth I am applying for paid maternity leave has been, or will be, registered as a Singapore citizen within 12 months from the date of the child’s birth.

1

Yes No

1 Please refer to paragraph 5 of the explanatory notes, which briefly explains the terms on which you can take paid maternity

leave if you were initially not eligible but subsequently become eligible for paid maternity leave.

Form GPML1

Updated 1 May 2013 Version 2013.v1

Part 4) Declaration of marital status

A. I was lawfully married to the natural father of the child (in respect of whose birth I am applying for paid maternity leave) at the time the child was conceived. (If the answer is “Yes”, please ignore question B and proceed to Part 5)

Yes No

B. I was, or will be, lawfully married to the father of the child (in respect of whose birth I am applying for paid maternity leave) before the child’s birth.

2

Yes No

Part 5) Declaration by employee

A. I would have worked with the employer from whom I am claiming payment, for a period of not less than 3 months immediately preceding my confinement.

Yes No

B. I have agreed with my employer that I will take my maternity leave over a continuous period of 16 weeks or 15 weeks (if I have allocated 1 week of leave to my spouse under the Shared Parental Leave Scheme). (If the answer is “Yes”, please ignore question C)

Yes No

C. I have agreed with my employer that I will take my maternity leave over a continuous period of 8 weeks and for the remaining 8 weeks of leave, or remaining 7 weeks (if I have allocated 1 week of leave to my spouse under the Shared Parental Leave Scheme) will be taken over such further period or periods within 12 months from the day of my confinement.

Yes No

I have read and understood the explanatory notes.

I hereby declare that all information given in this declaration is true, correct and complete.

I understand that – a. If I knowingly make any false or misleading statement, or produce or furnish, or cause or

knowingly allow to be produced or furnished, any document which I know to be false or misleading in a material particular, I shall be guilty of an offence under section 16 of the Child Development Co-Savings Act (Cap. 38A) (CDC Act) and shall be liable on conviction to a fine not exceeding $20,000 or to imprisonment for a term not exceeding 12 months or to both; and

b. my employer or the Government may recover from me any moneys paid out to me in reliance of a false or misleading statement or document or by reason of a mistake of fact, pursuant to section 11 of the CDC Act.

____________________ _____________________ _____________________ ______________ Employee’s Name NRIC No. Signature Date

Part 6) Employer’s Acknowledgement

A. I have agreed to allow my employee to take her maternity leave over a continuous period of 16 weeks or 15 weeks (if she has allocated 1 week of leave to her spouse under the Shared Parental Leave Scheme). (If the answer is “Yes”, please ignore question B.)

Yes No

B. I have agreed to allow my employee to take her maternity leave over a continuous period of 8 weeks and for the remaining 8 weeks, or remaining 7 weeks (if she has allocated 1 week of leave to her spouse under the Shared Parental Leave Scheme) to be taken over such further period or periods within 12 months from the day of her confinement.

Yes No

2 Please refer to paragraph 5 of the explanatory notes, which briefly explains the terms on which you can take paid maternity

leave if you were initially not eligible but subsequently become eligible for paid maternity leave.

Form GPML1

Updated 1 May 2013 Version 2013.v1

________________________ _______________ _____________________ ____________ Name/ Designation NRIC No. Signature/ Company Stamp Date

Note to employer:

Please do not submit this declaration form to the Central Provident Fund Board (CPF Board). However please keep this form for a period of 3 years from the date the form is submitted to you by your employee,

for verification of details by CPF Board if necessary.

Form GPML1

Updated 1 May 2013 Version 2013.v1

EXPLANATORY NOTES ON DECLARATION BY EMPLOYEE Declaration of eligibility 1. This form should be submitted by a female employee to her employer, at least one week before the start of

her maternity leave, or where it is not practicable to submit the form one week before the start of her maternity leave, within one month from the date of birth of the female employee’s child.

2. Subject to the Child Development Co-Savings Act (Cap.38A) (“CDC Act”) and the Child Development Co-

Savings (Paid Maternity Leave, Maternity Benefit, Adoption Leave, Shared Parental Leave and Paternity Leave) Regulations (“CDC Regulations”), generally:

if an employer makes payment to a female employee who is eligible for 16 weeks of paid maternity leave at her gross rate of pay:

i) for the last 8 weeks of the female employee’s 16 weeks of maternity leave in respect of her first or

second confinement3; or

ii) for the entire period of her 16 weeks of maternity leave in respect of her third or subsequent confinement,

the employer will be entitled to claim reimbursement for such payment and for any CPF contribution the employer has made under the Central Provident Fund Act (Cap.36) in respect of that payment which is not recoverable from the wages of the female employee. The amount of reimbursement is subject to a maximum of $20,000 for the female employee’s first or second confinement, or a maximum of $40,000 for the female employee’s third or subsequent confinement.

3. The first 8 weeks of the maternity leave must be consumed in a continuous block, commencing not earlier than

28 days immediately preceding the date of delivery and not later than the date of delivery. The remaining 8 weeks of maternity leave can be taken in a continuous block or taken flexibly within 12 months from the child’s birth.

4. In making this declaration, the female employee assures the employer that she meets the eligibility criteria for

the paid maternity leave benefits. A female employee is eligible for -paid maternity leave if:-

a) her child is a Singapore citizen at the time of the child's birth; b) her child is born, or its estimated delivery date (as certified by a medical practitioner) is, on or after 31

st

October 2008; c) either:

i. she is lawfully married to the child's natural father4 at the time the child is conceived; or

ii. she becomes lawfully married to the child's natural father after the child is conceived but before the child's birth, whether or not such marriage subsists at the time of the child's birth; and

d) she has served the employer for a continuous period of not less than 3 months immediately preceding the date of her confinement.

5. A female employee whose child is not a Singapore citizen and/or is not lawfully married to the child’s father at

the point of birth (“the citizenship/marriage criteria”) is not eligible for paid Maternity Leave on the terms set out in paragraph 2 above unless she subsequently meets the citizenship/marriage criteria (and all other relevant criteria under the CDC Act and CDC Regulations) within 12 months from the child’s birth. For the avoidance of doubt, she will be entitled to take paid maternity leave commencing on the date when all the relevant citizenship/marriage criteria has been met and within 12 months from the child’s birth. Maternity Leave taken by the female employee prior to the date when all the relevant criteria has been met will not be paid for by the Government.

3A previous confinement shall be disregarded if there is no living child from the previous confinement at the time of the current

confinement.

4 The definition of “natural father”, in relation to a child, includes a person who is identified in the registration of the birth of the

child as the father of the child;

Form GPML1

Updated 1 May 2013 Version 2013.v1

Notes to Employers

6. Employers should ensure that they have received the duly signed and completed declaration form (GPML1), or in such form as in the employer may provide in accordance to the requirements specified in the website www.profamilyleave.gov.sg, from their employee before making payment. If the employer is satisfied that the employee is entitled to payment in accordance with paragraph 4 of these Explanatory Notes, he may proceed to make payment to her.

7. Please do not submit this declaration form to the Central Provident Fund Board (CPFB). However please keep this form, for a period of 3 years from the date the form is submitted to you, for verification by CPFB when necessary.

8. For more information or clarification, please contact the CPFB at 1800 – 2271188 or send an e-mail to

employer@cpf.gov.sg.

9. You can also visit our website at www.profamilyleave.gov.sg.

MOH HOLDINGS PTE LTD

CLAIM FORM FOR NEEDLESTICK INJURY

Name : Designation :

NRIC : Institution/Dept :

Employee No. : Date joined :

Contact No. :

Date of Incident :

Place of Incident :

Brief Description of Incident

Attended Doctor :

Attended Hospital/Clinic :

Date of visit :

Total Medical Bill : S$

Receipt Number :

Follow Up Visit : Yes No

Medical Leave : Yes No

If Yes, number of days given :(please submit your medical cert together with the claim)

I declare that the particulars provided are true and to the best of my knowledge and belief.

PART 1

Signature of Employee

PART 2

Date

The New Prosoft HR System – User

Guide for Reporting Officers /

Approvers & Coordinator

Prepared by MOHH HR

Dec 2014

Overview of the New Prosoft System

https://app2.unit4hrms.com/prosoft/web/Login.aspxhttps://app.hrms.sg/prosoft/

CURRENT NEW (wef 12 Jan 15)

CONTENT

FAMILIARIZATION WITH THE NEW SYSTEM

1. Login & Navigation

2. Forgot your password

ROLE OF APPROVER / SUPERVISOR

3. Leave module : Leave Approval by Supervisors / Reporting Officers

4. Claim module : Claim Approval by Supervisors / Reporting Officers

5. Role delegation / Assign coverer for leave/claim module

ROLE OF LEAVE/CLAIM COORDINATOR

6. Leave coordinator : Check Leave Status & Print Leave Reports

7. Claim coordinator : Apply claim on behalf of others

8. Claim coordinator : Check Claim status & Print Claim Reports

LOGIN & NAVIGATION

1. Login to the new system

https://app2.unit4hrms.com/prosoft/web/Login.aspx

LOGIN SCREEN : All staff will be issued a default password via an individual

pin mailer. The login details will be sent to your MOHH’s email account

Client Code : MOH

User ID : MO0XXXX (i.e. staff number)

2. Changing your password upon

first login

First Login – Prompt to Change Password

3. Landing Page Upon Successful

Login

Click on the respective icon to access the

module

4. Navigating Between The

Different Prosoft ModulesOnce you are in a certain module

(for example Personnel), click here to switch between the various

modules in Prosoft

FORGOT YOUR LOGIN PASSWORD

1. Click on the “Forgot your

password?” link

2. Enter Client Code as “MOH” & your Staff Number

3. Enter your NRIC

4. Enter New Password

Enter “New Password” & “Confirm Password”. Upon “Confirm Password”. Upon clicking “Save”, that will be

your password to the system

LEAVE MODULE- LEAVE APPROVAL

BY SUPERVISOR / REPORTING BY SUPERVISOR / REPORTING OFFICER

Leave Approval by the individual leave record

Upon Login, the “Pending Actions” List will be displayed. Alternatively, you can access the

Pending Actions List via Approval -> Approver Options -> Pending Actions

To see the leave details, click on the Employee Name.

Leave Approval by the individual leave record

Click Here to Approve or Reject. You are required to enter

Remarks for rejection .

Leave Approval via the Pending Actions List Screen

Tick the leave record you wish to approve/reject & click Approve / Reject. You can tick multiple records for approval. You are required to enter

Remarks for rejection .

To view Leave Approval History

Click Approval History to

view the past records of

approval/rejection

CLAIM MODULE- CLAIM APPROVAL BY SUPERVISOR /

REPORTING OFFICERSREPORTING OFFICERS

Claim Approval by the individual claim record

Upon Login, the “Pending Actions” List will be displayed. Alternatively, you can access the

Pending Actions List via Approval -> Approver Options -> Pending Actions

To see the claim details, click on the Employee Name of the selected record

Claim Approval by the individual claim record

Click Here to Approve or Reject. You are required to enter

Remarks for rejection .

Claim Approval via the Pending Actions List Screen

Select the claims to

approve or reject by

selecting the check

box and click on the

Approve or Reject

buttonbutton

You are required to enter Remarks for rejection

To View Claim Approval History

View Approval History

LEAVE / CLAIM MODULEROLE DELEGATION / ASSIGN COVERER

Assign Coverer / Role Delegation

1. In the Leave / Claim module,

Go to Approval -> Approval

Options -> Delegation

Assign Coverer / Role Delegation

2. Select Delegation,

followed by Add New

Record

Assign Coverer / Role Delegation

by clicking on the 3. Select the “Covering Person” by clicking on the

icon and remove by clicking on icon

4. Search for “Covering Person”

by entering Employee Code or

Name and click “Go”.

5. Thereafter, select “OK” after

clicking Employee Name and

“Current Value” will display the

name of the person selected.

Assign Coverer / Role Delegation

6. Select the role that your covering person will be

performing on your behalf from the dropdown list

7. Select the actions you require

your coverer to perform for you

during your absence and enter

the “Start and End Date” and

click “Save and Close

LEAVE COORDINATOR- CHECK LEAVE STATUS & VIEW LEAVE REPORTS

Check Leave Status

1. Goto LEAVE -> LEAVE STATUS

2. Select “Coordinator” under Role

3. Click here for Annual Leave Status

4. Click here to see Other Leave Status

LEAVE MODULE- Print Leave Reports

Types of Reports availabe

Print Leave Reports

2. Select the reporting period by entering

the start & end date

3. Select the leave codes to generate the

report for by clicking here. “*” means all

leave codes.

1. Select role as “Coordinator”

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Leave Records Report

2. Cancelled Leave Records Report

3. Leave Records Status Report

4. Detailed Employee Leave Report

5. Annual Leave Status Report

6. Other Leave Status Report

7. Leave Taken Report

8. Late Submission Leave Records Report

9. Leave with Expiry Report

CLAIM COORDINATOR – APPLYING CLAIM ON BEHALF OF

OTHERS

Claim Coordinator – Applying claim on behalf of others

1. In the claim module, Go to

CLAIM -> CLAIM RECORDS ->

Apply Claim for others

Claim Coordinator – Applying claim on behalf of others

3. Upon clicking on the

staff name/code, it will

bring you to the claim

application screen

2. Search the employee by

entering the Employee

Name or Employee Code

here & Click “Go”

Claim Coordinator – Applying claim on behalf of others

4. In the claim application screen,

select claim type (for e.g. Work

Related Claim) from the dropdown

list & Click “Apply”

Claim Coordinator – Applying claim on behalf of others

5. Click “Add New Record” to enter

claim details. The claim application

process will be similar to the process

“Apply Claim for self”

Claim Coordinator – Applying claim on behalf of others

6. If you are applying work-related

claim, a pop up window will be

displayed to allow you to select the

claim code. Claim amount will be

defaulted based on the selected

claim code. Click “Save” to return

to claim application screen

7. In the claim Application screen,

your claim details

7. In the claim Application screen,

if you have more than 1 claim, you

can click “Add New Record”, until

you have completed entering all

your claim details

8. Click “Change Approver”

to select the Approver.

Claim Coordinator – Applying claim on behalf of others

9. Select Approver List by clicking here

10. You can also select CC Person by clicking

here

11. Search your Approver by entering Approver Employee Code or Employee Name and click “Go”. You can only select the approver

from the same division / institution

12. Select Approver by clicking on the Name

Claim Coordinator – Applying claim on behalf of others

13. Once you have selected the approver, click “Sav e and Close” & the approver’s name will be displayed in t he

claim application screen

Claim Coordinator – Applying claim on behalf of others

14. All your claim 14. All your claim

details will be displayed

here after adding all

15. Verify that the

approver is selected

correctly

the details are correct.

here after adding all

the records. Verify that

the details are correct.

16. Click “Submit for

details.

16. Click “Submit for

Approval” upon

verification of the

details.

CLAIM MODULE- CHECK CLAIM STATUS

Check Claim Status

Select Claim Status from

the Claim menu

Check Claim Status

If you are a coordinator,

select “Coordinator” select “Coordinator”

under Role

CLAIM MODULE- CLAIM REPORTS

Types of Reports Available

Generating / Printing the claim reports

2. Select the claim codes

which you would like to

generate for the report

3. Select

duration of the

1. If you are a

coordinator, select

“Coordinator” under

Role

duration of the

claim dates

which the report

should include

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Claim Records Report

2. Claim Records Status Report

3. Claim Approval Remarks Report

4. Detailed Claim Records Report

5. Claim Status Report

LEAVE MODULE- Check Leave Status

Check Leave Status

Goto LEAVE -> LEAVE STATUS

Click here for Annual Leave Status

Click here to see Other Leave Status

LEAVE MODULE- Print Leave Reports

Types of Reports availabe

Print Leave Reports

1. Select the reporting period by entering

the start & end date

2. Select the leave codes to generate the

report for by clicking here. “*” means all

leave codes.

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Leave Records Report

2. Cancelled Leave Records Report

3. Leave Records Status Report

4. Detailed Employee Leave Report

5. Annual Leave Status Report

6. Other Leave Status Report

7. Leave Taken Report

8. Late Submission Leave Records Report

9. Leave with Expiry Report

CLAIM MODULE

APPLYING CLAIM (Single details claim type)

Claim Application Screen

Applying claim

Select claim type from dropdown list &

click “Apply ”

Applying claim (for e.g. Outpatient Medical)

1. Input details of your 1. Input details of your

claim and remarks

(if any) then click

“Save”.

2. You have to save

your claim details

before attaching

your files / receipts

Applying claim (for e.g. Outpatient Medical)

3. Click here to attach your

receipts / supporting

documents.

4. The steps to attach

receipts in the claim module

are similar to the leave

module. Refer to Slide 40

5. For medical claims, the approver is defaulted to “HR Administrator”

6. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

APPLYING CLAIM- ENHANCED TRANSPORT CLAIM SCREEN

Applying Transport Claim

1. Select “Transport claim type” at the claim application screen & Click “Apply”

Your address will be displayed here

2. Click “Add New Record”

Applying Transport Claim on a working day (Journey from / to “Home” to / from meeting venue)

2. Click on “Add New Record” and a pop up

screen appearsscreen appears

Applying Transport Claim on a working day Mode of Vehicle : Taxi

1. Enter Receipt date & Receipt No.

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

4. Select Vehicle “Taxi” & enter Vehicle No

6. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a working dayMode of Vehicle : Bus / MRT

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Bus / MRT”

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is

address.

7. As per our transport policy, if the journey is from/to “Home”, you will need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Receipt Amount

9. The claim amount will be auto-computed by the system after deducting the declared cost for home <-> Office

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a working dayMode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

5. Enter Start Time of Travel

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. As per our transport policy, if the journey is from/to “Home”, you will need to deduct the distance from home to office or vice versus. Please declare this under “Declared Mileage (Home <-> Office) ”. This is a one-off declaration and will be defaulted for subsequent applications. You will need to re-update if there is a change in your address.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system after deducting the declared distance for home <-> Office from your total distance travelled

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim on a non-working day (Journey from / to “Home”)Mode of Vehicle - Taxi

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Taxi” & enter Vehicle No

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date & Receipt No.

4. Select Vehicle “Taxi” & enter Vehicle No

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

Applying Transport Claim on a non-working day (Journey from / to “Home”)Mode of Vehicle – Bus / MRT

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Non-Working Day)”.

4. Select Vehicle “Bus/MRT”

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

4. Select Vehicle “Bus/MRT”

6. For transport claim on a non-working day, you c an claim the full receipt amount. As such, there is no need to declare the cost for your normal mode of transport (i.e. home to office or vice versus under “Declared Cost (Home <-> Office) ”.

5. Enter Total Receipt Amount

8. The claim amount will be auto-computed by the system & it will reflect the full receipt amount

7. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

4. Enter Start Time of Travel

Applying Transport Claim on a non- working day(Journey from / to “Home”)Mode of Vehicle : Car / Motorcycle

1. Enter Receipt date. Receipt no. will be auto-populated based on your start time of travel

2. Select “Transport From” & “Transport To” from dropdown list. If the journey is from/to “Home”, you will need to select the “Transport From/To as “Home (Working Day)”

4. Select Vehicle “Car/Motorcycle” & Enter Vehicle No

3. If the Transport From/To is not listed in the

venue here.

3. If the Transport From/To is not listed in the dropdown list, please select “Others” & specify the venue here.

7. For transport claim on a non-working day, you ca n claim the full mileage. As such, there is no need t o declare distance travelled from home to office or vice versus under “Declared Cost (Home <-> Office) ”.

6. Enter Total Distance Travelled (in KM)

9. The claim amount will be auto-computed by the system based on total distance travelled.

8. Enter Remarks (if any). Once all the details are in order, you can click “Save” to compute the claim amount.

5. Enter Start Time of Travel

Applying Transport Claim : Select Approver

2. You can click “Add New Record” until you have entered all the claim details.

3. Click “Change Approvers” to select your approver. The steps to select your approver is similar to the Leave Application process. Refer to Slide 33 to 35

1. Once the claim details is saved, it will be listed here

Applying Transport Claim: Attach supporting documents / receipts (when required)

4. Click here to attach your

receipts / supporting documents.

5. The steps to attach receipts in

7. Click “Submit for Approval” after you have verified that the claim details & the attached documents are correct.

5. The steps to attach receipts in

the claim module are similar to

the leave module. Refer to Slide

40.

CLAIM MODULE- CHECK CLAIM STATUS

Check Claim Status

Select Claim Status from

the Claim menu

Check Claim Status

CLAIM MODULE- CLAIM REPORTS

Types of Reports Available

Generating / Printing the claim reports

Select the claim codes

which you would like to

generate for the report

Select duration

of the claim of the claim

dates which

the report

should include

• Generate Report – Shows a preview of the report in

a pop-up window

• Export to PDF – Generates the leave report in PDF

format

• Export to Excel – Generates the leave report in Excel

format

1. Claim Records Report

2. Claim Records Status Report

3. Claim Approval Remarks Report

4. Detailed Claim Records Report

5. Claim Status Report

THE END

Form GPML1

Updated 1 May 2013 Version 2013.v1

GOVERNMENT-PAID MATERNITY LEAVE (GPML) SCHEME DECLARATION BY EMPLOYEE

Child Development Co-Savings Act (Cap. 38A) Child Development Co-Savings (Paid Maternity Leave, Maternity Benefit, Adoption Leave, Shared Parental Leave and

Paternity Leave) Regulations

Before filling up the form (which may take you 3 minutes to complete), please note: (i) Read the explanatory notes before completing this declaration. (ii) Save for Part 6 below, all references to “you” or “I” in this form shall be taken to be a reference to you, the

employee who is applying for maternity leave.

Part 1) Details of employee A Name B NRIC/ FIN No. C Designation

Part 2) Declaration of confinement order

A. I am applying for paid maternity leave for my __________ (please state the order of this confinement eg. 1

st/2

nd/3

rd etc) confinement.

B. Note:

“Confinement” means the “delivery of a child”. “Confinement order” means the order in which the child was delivered, in relation to any other child/children delivered by the mother. In declaring the confinement order, please disregard any previous confinement in respect of which there is no living child at the point of making this declaration.

C. The child/children listed below are the only other living child/children whom I have given birth to as at the date

of this declaration.

Confinement Order

Name(s) Birth Certificate No.

Date of Birth

1st

2nd

3rd

4th

5th

6th

Part 3) Declaration of Singapore Citizenship

A. My husband is a citizen of Singapore.

Yes No

B. I am a citizen of Singapore. Yes No

C. The child in respect of whose birth I am applying for paid maternity leave has been, or will be, registered as a Singapore citizen within 12 months from the date of the child’s birth.

1

Yes No

1 Please refer to paragraph 5 of the explanatory notes, which briefly explains the terms on which you can take paid maternity

leave if you were initially not eligible but subsequently become eligible for paid maternity leave.

Form GPML1

Updated 1 May 2013 Version 2013.v1

Part 4) Declaration of marital status

A. I was lawfully married to the natural father of the child (in respect of whose birth I am applying for paid maternity leave) at the time the child was conceived. (If the answer is “Yes”, please ignore question B and proceed to Part 5)

Yes No

B. I was, or will be, lawfully married to the father of the child (in respect of whose birth I am applying for paid maternity leave) before the child’s birth.

2

Yes No

Part 5) Declaration by employee

A. I would have worked with the employer from whom I am claiming payment, for a period of not less than 3 months immediately preceding my confinement.

Yes No

B. I have agreed with my employer that I will take my maternity leave over a continuous period of 16 weeks or 15 weeks (if I have allocated 1 week of leave to my spouse under the Shared Parental Leave Scheme). (If the answer is “Yes”, please ignore question C)

Yes No

C. I have agreed with my employer that I will take my maternity leave over a continuous period of 8 weeks and for the remaining 8 weeks of leave, or remaining 7 weeks (if I have allocated 1 week of leave to my spouse under the Shared Parental Leave Scheme) will be taken over such further period or periods within 12 months from the day of my confinement.

Yes No

I have read and understood the explanatory notes.

I hereby declare that all information given in this declaration is true, correct and complete.

I understand that – a. If I knowingly make any false or misleading statement, or produce or furnish, or cause or

knowingly allow to be produced or furnished, any document which I know to be false or misleading in a material particular, I shall be guilty of an offence under section 16 of the Child Development Co-Savings Act (Cap. 38A) (CDC Act) and shall be liable on conviction to a fine not exceeding $20,000 or to imprisonment for a term not exceeding 12 months or to both; and

b. my employer or the Government may recover from me any moneys paid out to me in reliance of a false or misleading statement or document or by reason of a mistake of fact, pursuant to section 11 of the CDC Act.

____________________ _____________________ _____________________ ______________ Employee’s Name NRIC No. Signature Date

Part 6) Employer’s Acknowledgement

A. I have agreed to allow my employee to take her maternity leave over a continuous period of 16 weeks or 15 weeks (if she has allocated 1 week of leave to her spouse under the Shared Parental Leave Scheme). (If the answer is “Yes”, please ignore question B.)

Yes No

B. I have agreed to allow my employee to take her maternity leave over a continuous period of 8 weeks and for the remaining 8 weeks, or remaining 7 weeks (if she has allocated 1 week of leave to her spouse under the Shared Parental Leave Scheme) to be taken over such further period or periods within 12 months from the day of her confinement.

Yes No

2 Please refer to paragraph 5 of the explanatory notes, which briefly explains the terms on which you can take paid maternity

leave if you were initially not eligible but subsequently become eligible for paid maternity leave.

Form GPML1

Updated 1 May 2013 Version 2013.v1

________________________ _______________ _____________________ ____________ Name/ Designation NRIC No. Signature/ Company Stamp Date

Note to employer:

Please do not submit this declaration form to the Central Provident Fund Board (CPF Board). However please keep this form for a period of 3 years from the date the form is submitted to you by your employee,

for verification of details by CPF Board if necessary.

Form GPML1

Updated 1 May 2013 Version 2013.v1

EXPLANATORY NOTES ON DECLARATION BY EMPLOYEE Declaration of eligibility 1. This form should be submitted by a female employee to her employer, at least one week before the start of

her maternity leave, or where it is not practicable to submit the form one week before the start of her maternity leave, within one month from the date of birth of the female employee’s child.

2. Subject to the Child Development Co-Savings Act (Cap.38A) (“CDC Act”) and the Child Development Co-

Savings (Paid Maternity Leave, Maternity Benefit, Adoption Leave, Shared Parental Leave and Paternity Leave) Regulations (“CDC Regulations”), generally:

if an employer makes payment to a female employee who is eligible for 16 weeks of paid maternity leave at her gross rate of pay:

i) for the last 8 weeks of the female employee’s 16 weeks of maternity leave in respect of her first or

second confinement3; or

ii) for the entire period of her 16 weeks of maternity leave in respect of her third or subsequent confinement,

the employer will be entitled to claim reimbursement for such payment and for any CPF contribution the employer has made under the Central Provident Fund Act (Cap.36) in respect of that payment which is not recoverable from the wages of the female employee. The amount of reimbursement is subject to a maximum of $20,000 for the female employee’s first or second confinement, or a maximum of $40,000 for the female employee’s third or subsequent confinement.

3. The first 8 weeks of the maternity leave must be consumed in a continuous block, commencing not earlier than

28 days immediately preceding the date of delivery and not later than the date of delivery. The remaining 8 weeks of maternity leave can be taken in a continuous block or taken flexibly within 12 months from the child’s birth.

4. In making this declaration, the female employee assures the employer that she meets the eligibility criteria for

the paid maternity leave benefits. A female employee is eligible for -paid maternity leave if:-

a) her child is a Singapore citizen at the time of the child's birth; b) her child is born, or its estimated delivery date (as certified by a medical practitioner) is, on or after 31

st

October 2008; c) either:

i. she is lawfully married to the child's natural father4 at the time the child is conceived; or

ii. she becomes lawfully married to the child's natural father after the child is conceived but before the child's birth, whether or not such marriage subsists at the time of the child's birth; and

d) she has served the employer for a continuous period of not less than 3 months immediately preceding the date of her confinement.

5. A female employee whose child is not a Singapore citizen and/or is not lawfully married to the child’s father at

the point of birth (“the citizenship/marriage criteria”) is not eligible for paid Maternity Leave on the terms set out in paragraph 2 above unless she subsequently meets the citizenship/marriage criteria (and all other relevant criteria under the CDC Act and CDC Regulations) within 12 months from the child’s birth. For the avoidance of doubt, she will be entitled to take paid maternity leave commencing on the date when all the relevant citizenship/marriage criteria has been met and within 12 months from the child’s birth. Maternity Leave taken by the female employee prior to the date when all the relevant criteria has been met will not be paid for by the Government.

3A previous confinement shall be disregarded if there is no living child from the previous confinement at the time of the current

confinement.

4 The definition of “natural father”, in relation to a child, includes a person who is identified in the registration of the birth of the

child as the father of the child;

Form GPML1

Updated 1 May 2013 Version 2013.v1

Notes to Employers

6. Employers should ensure that they have received the duly signed and completed declaration form (GPML1), or in such form as in the employer may provide in accordance to the requirements specified in the website www.profamilyleave.gov.sg, from their employee before making payment. If the employer is satisfied that the employee is entitled to payment in accordance with paragraph 4 of these Explanatory Notes, he may proceed to make payment to her.

7. Please do not submit this declaration form to the Central Provident Fund Board (CPFB). However please keep this form, for a period of 3 years from the date the form is submitted to you, for verification by CPFB when necessary.

8. For more information or clarification, please contact the CPFB at 1800 – 2271188 or send an e-mail to

employer@cpf.gov.sg.

9. You can also visit our website at www.profamilyleave.gov.sg.

NUHS Graduate Medical Education Committee Proforma for Promotion to Senior Residency

Name of resident:

Program:

1. Summary of specialty RAC promotion criteria. (Please attach full criteria as

appendix) 2. Program Director's endorsement. (Please attach letter of completion if relevant) The above-mentioned resident has / has not* met the criteria for promotion to senior

residency. *delete as applicable (For residents who do not meet the criteria, PD to supply written justification why the

resident should be promoted)

MOHH MAILBOX LOCATION & CONTACT PERSON - UPDATED ON 11 SEPT 2014

S/N Institution Address of Mail Box Collection Day

1 Alexandra Hospital378 Alexandra Road S159964

Admin Block, Ground Level, HR DeptMonday & Thursday

2 Changi General Hospital2 Simei Street 3, S529889

Level 3, Turn right from the lift, doctors' officesMonday & Thursday

3 Institute Mental Hospital10 Buangkok View, Buangkok Green Medical Park, S539747

MO Office, Level 1, AtriumMonday & Thursday

4

100 Bukit Timah Rd S229899

Women's Twr, Opposite Training Centre, Staff lift (Require

access card)

Mon, Wed & Thur

5

Children's Twr,

Opposite Prima Deli, Staff Lift,

Require access card

Mon, Wed & Thur

6Children’s Tower, B1 (next to the staff lift lobby) Require access

cardMon, Wed & Thur

7

5 Lower Kent Ridge Road, S119074

Tower Block, level 6

(Opp NUH Main Building entrance)

Monday & Thursday

8 Level 1, Kent Ridge Building (Beside security office) Monday & Thursday

9 Singapore General HospitalOutram Road S169608

Block 4, Level 1, Outside SGH Mail RoomMon, Wed & Thur

10 Tan Tock Seng HospitalAnnex 1 Building

Level 1, HR departmentMon, Wed & Thur

11 National Cancer Centre11 Hospital Drive, S169610

Level 4 Operations DeptMonday & Thursday

12 National Heart Centre17 Third Hospital Ave S168752,

Level 2, Bowyer Block CMonday & Thursday

13 National Neuroscience Institute11 Jalan Tan Tock Seng, S308433

Lobby H, Level 3, Executive OfficeMonday & Thursday

14 National Dental Centre5 Second Hospital Ave

Level 1 Main Lobby HR DeptMonday & Thursday

KK Women's and Children's Hospital

National University Hospital

S/N Institution Address of Mail Box Collection Day

15 National Skin Centre1 Mandalay Rd, S308205 (nxt CDC)

Admin Office, 5th StoreyMonday & Thursday

16 Singapore National Eye Centre11 Third Hospital Avenue, S168751

Level 7, Reception CounterMonday & Thursday

17 SingHealth Polyclinics - Bedok Blk 212 Bedok North Street 1, #03-147 S460212 Monday & Thursday

18 SingHealth Polyclinics - Bukit MerahBlk 162, Bukit Merah Central #04-3565 S150163

Take lift from 7-11/KFC, Rm 22, Nurse Mgr RmMonday & Thursday

19 SingHealth Polyclinics - Geylang21, Geylang East Central, S389707

Lvl 1, Clinic Executive's Rm, MROMonday & Thursday

20 SingHealth Polyclinics - Marine ParadeBlk 80 Marine Parade Central

#01-792 Admin OfficeMonday & Thursday

21 SingHealth Polyclinics - Outram3 Second Hospital Avenue Level 2, Health Promotion Board Building

Staff lounge, Level 2, Near Dept of Child DevtMonday & Thursday

22 SingHealth Polyclinics - Pasir Ris1 Pasir Ris Drive 4, #01-11 S519547

Lvl 2, Staff Lounge, Beside the external staircase of buildingMonday & Thursday

23 SingHealth Polyclinics - Queenstown580 Stirling Road S148958

Level 3, Room 26Monday & Thursday

24 SingHealth Polyclinics - Sengkang2 Sengkang Square, Community Hub, S545025

Lvl 3 HA RoomMonday & Thursday

25 SingHealth Polyclinics - Tampines1 Tampines St 31 S529203

Level 1, MROMonday & Thursday

26National Health Group Polyclinics - Ang

Mo Kio

Blk 723, Ang Mo Kio Avenue 8, #01-4136, S560723

Level 2, Staff Lounge Monday & Thursday

27National Health Group Polyclinics - Bukit

Batok

50 Bukit Batok West Ave 3, S659164

Level 1, Operation HubMonday & Thursday

28National Health Group Polyclinics - Choa

Chu Kang

2 Teck Whye Crescent, S688846

Ground floor, MROMonday & Thursday

29National Health Group Polyclinics -

Clementi

Blk 451 Clementi Ave 3 #02-307, S120451

Ops Executives' OfficeMonday & Thursday

S/N Institution Address of Mail Box Collection Day

30National Health Group Polyclinic -

Hougang

89 Hougang Avenue 4, S538829

Lvl 3 Staff Pantry Monday & Thursday

31National Health Group Polyclinic -

Jurong

190 Jurong East Avenue 1, S609788

Ground floor, MROMonday & Thursday

32National Health Group Polyclinic - Toa

Payoh

2003 Toa Payoh Lorong 8 S319620

Level 1, inside MRO officeMonday & Thursday

33National Health Group Polyclinic -

Woodlands

10 Woodlands St 31, S738579

Level 1, Patient RoomMonday & Thursday

34National Health Group Polyclinic -

Yishun

100 Yishun Central S768826

Level 2, Staff pantry, KAIZEN roomMonday & Thursday

35 St Luke's Hospital2 Bukit Batok Street 11 S659674

Medical Services Division Office, Level 3Monday & Thursday

36 Renci Hospital71 Irrawaddy Road

Level 4 Outside life lobby areaMonday & Thursday

37 Khoo Teck Puat Hospital90 Yishun Central Singapore 768828

Tower A, Level 2 near HR ReceptionMonday & Thursday

38 Bright Vision Hospital5 Lorong Napiri S(547530)

Level 5 Medical AdminMonday & Thursday

39 Jurong Medical Centre 60 Jurong West Central 3 S(648346) Monday & Thursday

40 St Andrew Community Hospital8 Simei St 3 S(539895)

Business OfficeMonday & Thursday

41 Ang Mo Kio Community Hospital

Ang Mo Kio Thye Hua Kwan Hospital, 17 Ang Mo Kio Ave 9 S

969766

Care and Counseling Department at Level 3

Monday & Thursday

MOH HOLDINGS PTE LTD

CLAIM FORM FOR NEEDLESTICK INJURY

Name : Designation :

NRIC : Institution/Dept :

Employee No. : Date joined :

Contact No. :

Date of Incident :

Place of Incident :

Brief Description of Incident

Attended Doctor :

Attended Hospital/Clinic :

Date of visit :

Total Medical Bill : S$

Receipt Number :

Follow Up Visit : Yes No

Medical Leave : Yes No

If Yes, number of days given :(please submit your medical cert together with the claim)

I declare that the particulars provided are true and to the best of my knowledge and belief.

PART 1

Signature of Employee

PART 2

Date