Department of Health OFFICE OF THE SECRETARY seal/Citizens... · Department of Health OFFICE OF THE...

Republic of the Philippines

Department of Health

OFFICE OF THE SECRETARY

CITIZEN’S CHARTER OF THE DEPARTMENT OF HEALTH

Vision A Global Leader for attaining better health outcomes,

competitive and responsive health care systems, and equitable health care financing

Mission

To guarantee equitable, sustainable and quality health for all

Filipinos, especially the poor, and to lead the quest for excellence in health

Service Pledge

We, the officials and employees of the Department of Health pledge and commit to deliver quality public services as

promised in this charter. Specifically, we will:

Serve with integrity. Be prompt and timely. Display procedures, fees and charges. Provide adequate and accurate information. Be consistent in applying rules. Provide feedback mechanism. Be polite and courteous. Demonstrate sensitivity and appropriate behavior and professionalism. Wear proper uniform and identification. Be available during office hours. Respond to complaints. Provide a comfortable waiting area.

Treat everyone equally.

Quality Policy The Department of Health, as the nation’s leader in health, is

committed to guarantee equitable, accessible and quality health services for all Filipinos.

We at the DOH, together with our partners, shall ensure the highest standards of health care in compliance with statutory

and regulatory requirements. And shall continually improve our quality management systems

to the satisfaction of our citizens

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Table of Contents

I. Complex Procedure: Initial Issuance / Renewal of the License to Operate (LTO) of an X-Ray Facility by the Center for Device Regulations, Radiation Health and Research (CDRRHR) 3

II. COMPLEX PROCEDURE: ISSUANCE OF THE RADIOFREQUENCY RADIATION SAFETY EVALUATION REPORT BY THE CDRRHR 7

III. Simple Procedure: Issuance of a Clearance for Customs Release by the CDRRHR 9

IV. Complex Procedure: Issuance of the Certificate of Health Related Device Registration (CHRDR) for Water Purification Devices / Systems by the BHDT 11

V. Complex Procedure: Issuance of the Certificate of Product Registration (CPR) for Devices used to treat Sharps, Pathological and Infectious Waste 13

VI. Complex Procedure: Procurement of Consulting Services 18

VII. Complex Procedure: Procurement of: 21

VIII. Complex Procedure: Recruitment and Selection 23

IX. Step by Step APPLICATION AND ISSUANCE OF PERMIT TO CONSTRUCT (PTC) A 25

HEALTH FACILITY 25

X. Step by Step HANDLING OF APPLICATIONS AND ISSUANCE OF LICENSE/ACCREDITATION CERTIFICATE/ CLEARANCE TO OPERATE OF REGULATED HEALTH FACILITIES 27

XI. Step by Step HANDLING OF COMPLAINTS 29

XII. Step by Step APPLICATION AND ISSUANCE OF CERTIFICATE OF NEED (CON) A 31

HOSPITAL 31

XIII. Medical Assistance 33

XIV. Immunization Section 35

XV. Laboratory Section 36

XVI. Physical Examination Section 37

XVII. Health Education Section 39

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I. Complex Procedure: Initial Issuance / Renewal of the License to Operate (LTO) of an X-Ray Facility by the Center for Device Regulations, Radiation Health and Research (CDRRHR)

Step Activity Fee Form Required

Documents Maximum

time

Responsible Officer /

Employee

1

Evaluates application form and documents for completeness.

N/A

2 sets of License Application Forms

(Pls. refer to Annex A.1 – A.5)

30 min Assigned officer of the day

2 Receives payment

(Pls. refer to Annex B)

Order of payment

N/A 5 min Cashier

3

Receives complete application form, documents, and photocopy of official receipt

N/A N/A N/A 5 min Assigned officer of the day

4

Release of LTO 4.1 For complex transaction that warrants radiation protection survey of the facility and performance test of the x-ray Machine

Complex- 120 days

Assigned health physics team, assigned evaluator, division chief, director, records officer

4.2 For simple transaction such as renewal of LTO

Simple - 15 days

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ANNEX A Requirements for the initial issuance / renewal of A license to operate (LTO) an x-ray facility

1. Medical X-ray Facility

1. Duly accomplished x-ray application form (2 copies).

2.

License application fee (refer to the schedule of fees below). For mailed applications, Postal Money Order or Manager’s Check shall be payable to the FOOD AND DRUG ADMINISTRATION (PMO Address: Alabang, Muntinlupa City).

3. Photocopy of the Official Receipt of the personal dose monitor (film,TLD, or OSL) from the provider of personnel dose monitoring service. (FOR RENEWAL APPLICATION ONLY)

4. Photocopy of the personal dose evaluation reports within the validity period of the previous license (FOR RENEWAL APPLICATION ONLY)

5. Photocopy of the certificate of the radiologist for being a Fellow of the Philippine College of Radiology (FPCR) or Diplomate of the Philippine Board of Radiology (DPBR) and a VALID Professional Regulation Commission (PRC) license.

6. Photocopy of the PRC board certificate and of the VALID PRC license of the Radiologic/X-ray technologist.

7. Photocopy of the Certificate of training of the radiologic/x-ray technologist in radiation protection if he/she acts as the radiation protection officer.

8. Photocopy of the Certificate of training of the head of the facility in radiology if he is not a FPCR/DPBR for government facilities and in areas with no FPCR/DPBR within 45 km vicinity radius.

9. Photocopy of valid notarized contract of employment of the Radiologist and Radiologic/X-ray technologist. The CDRRHR recommends that the contract be valid for at least one year.

10. Duly filled-up and notarized affidavit of continuous compliance (FOR RENEWAL APPLICATION ONLY).

11. Photocopy of the business/mayor’s permit or SEC/DTI registration of the facility (FOR INITIAL APPLICANTS AND RENEWAL APPLICANTS WITH NEW ADDRESS).

12. Photocopy of the latest License to Operate. (FOR RENEWAL APPLICATION ONLY).

13. Photocopy of a valid vehicle LTO registration (OR/CR). (FOR TRANSPORTABLE X-RAY FACILITIES ONLY)

2. Dental X-ray Facility


2. License application fee (refer to the schedule of fees below). For mailed applications, Postal Money Order or Manager’s Check shall be payable to the FOOD AND DRUG ADMINISTRATION. (PMO Address: Alabang, Muntinlupa City)



5. Photocopy of the certificate of training of the dentist and/or radiologic/x-ray technologist in radiation protection for radiation safety officers of Dental X-ray facilities conducted by an organization recognized by CDRRHR.

6. Photocopy of the Professional Regulation Commission (PRC) board certificate and of the VALID PRC license of all dentists and/or all Radiologic/X-ray technologists connected with the x-ray facility.

7. Photocopy of the valid notarized contract of employment of all dentists and/or Radiologic/X-ray technologists connected with the x-ray facility. CDRRHR recommends that the contract be valid for at least one year.

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3. Non-Medical X-ray Facility (Industrial, Anti-Crime, Research X-ray Facilities)





5. Photocopy of certificate of training of the radiation protection officer (RPO) in an appropriate Radiation Protection for Radiation Safety Officers training course conducted by an organization recognized by the CDRRHR.

6. Provision of Radiation Survey Meter. Applicant must be able to provide adequate access to a radiation monitoring instrument, for the conduct of the appropriate regular workplace monitoring.

7. Photocopy of valid Radiation Survey Meter Calibration Certificate. The radiation monitoring instrument should be calibrated at least once a year.

8. Copy of periodic workplace area monitoring results within the validity period of the expired license (FOR RENEWAL APPLICATION ONLY).




4. Medical Educational X-ray Facility





5. Photocopy of certificate of training of the radiation protection officer (RPO) in an appropriate radiation protection training course conducted by an organization recognized by the CDRRHR.

6. Photocopy of the PRC board certificate and of the VALID PRC license of the Radiation Protection Officer and all the Radiologic Technologies and/or Dentists working in the x-ray facility.

7. Photocopy of the notarized contract of employment of the Radiation Protection Officer and all the Radiologic Technologies and/or Dentists working in the x-ray facility. CDRRHR recommends that the contract be valid for at least one year.



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5. Veterinary X-ray Facility


2. License application fee (refer to the schedule of fees below). For mailed applications, Postal Money Order or Manager’s Check shall be payable to the FOOD AND DRUG ADMINISTRATION. (PMO Address: Alabang Muntinlupa City)



5. Photocopy of the certificate of training of the vaterinarian and/or radiologic/x-ray technologist in radiation protection for radiation safety officers of Veterinary X-ray facilities conducted by an organization recognized by CDRRHR.

6. Photocopy of the Professional Regulation Commission (PRC) board certificate and of the VALID PRC license of all veterinarian and/or all Radiologic/X-ray technologists connected with the x-ray facility.

7. Photocopy of the valid notarized contract of employment of all veterinarian and/or Radiologic/X-ray technologists connected with the x-ray facility. CDRRHR recommends that the contract be valid for at least one year.




ANNEX B

SCHEDULE OF FEES FOR THE INITIAL ISSUANCE / RENEWAL OF A LICENSE TO OPERATE (LTO) AN X-RAY FACILITY

mA range Initial /Renewal with 100% surcharge(PHP)

Renewal(PHP) Renewal with 50% surcharge(PHP)

100 and below 800 400 600

101 up to 300 1100 550 825

301 up to 500 1400 700 1050

501 up to 700 1700 850 1275

greater than 700 2000 1000 1500

Sections 12.3 and 12.4 of the DOH AO No. 124, s. 1992, penalties for late renewal of x-ray license are as follows: 50% surcharge if application for renewal is filed within three (3) months after the expiration of license 100% surcharge is application for renewal is filed after three (3) months after expiration of license

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II. Complex Procedure: Issuance of the Radiofrequency Radiation Safety Evaluation Report by the CDRRHR


Documents Maximum

time

Responsible officer /

employee

1

Evaluates documents for completeness, issues order of payment if documents are complete, and instructs applicant to photocopy official receipt after payment

N/A

Letter of Request / Table of Technical Specifications

(Pls. refer to Annex C)

30 min Assigned Officer of the Day

2 Receives payment

PHP 900.00 per site

Order of payment

N/A 5 min Cashier

3

Receives letter of request, documents, and photocopy of official receipt

N/A N/A N/A 5 min Assigned Officer of the Day

4

Release of LTO 4.1 For complex transaction (multiple application - 20 to 60 Applications) 4.2 For simple transaction (multiple application - 1 to 19 Applications)

N/A N/A N/A

Complex- 20 days Simple- 15 days

Health physicist, division chief, director, records officer

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ANNEX C REQUIREMENTS FOR THE ISSUANCE OF A RADIOFREQUENCY RADIATION (RFR) SAFETY EVALUATION REPORT

1. Letter of request addressed to:

Director IV Center for Device Regulation, Radiation Health, and Research Food and Drug Administration Department of Health San Lazaro Compound, Sta. Cruz, Manila landline 7499443 or telefax 7116016

2. Duly accomplished table of technical specifications. 3. For contractors/subcontractors, a duly accomplished and notarized sworn undertaking. 4. Conceptual/elevation drawing. 5. Application fee of PHP 900.00 per transmitter site in the form of cash or postal money

order (PMO) payable to the FOOD AND DRUG ADMINISTRATION (PMO Address: Alabang, Muntinlupa City).

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III. Simple Procedure: Issuance of a Clearance for Customs Release by the CDRRHR


Documents Maximum

time


employee

1

Evaluates application form and documents for completeness, issues order of payment if documents are complete, and instructs applicant to photocopy official receipt after payment

N/A Letter of Request

(Pls. refer to Annex D)

30 min Assigned officer of the Day

2 Receives payment

P 165 per unit

Order of payment

5 min Cashier

3

Receives complete application, documents, and photocopy of official receipt

N/A N/A N/A 5 min

Assigned officer of the day

4

Release of clearance for customs release

N/A N/A N/A 1 day

Assigned evaluator/division chief, director, records officer

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ANNEX D REQUIREMENTS FOR THE ISSUANCE OF A CLEARANCE FOR CUSTOMS RELEASE (CFCR) OF AN IONIZING AND NON-IONIZING RADIAITON EMITTING DEVICES

1. Letter of request addressed to:

Director IV Center for Device Regulation, Radiation Health, and Research Food and Drug Administration Department of Health San Lazaro Compound, Sta. Cruz, Manila

The letter should indicate the name and contact details of the importer, the number of units to be imported and the name and address of the facility where the unit is to be installed.

2. If the buyer of the device is not yet available upon application of the CFCR, a notarized letter

guaranteeing the submission to the CDRRHR of the name and address of the buyer of the equipment within 15 days of the sale/transfer of ownership of the equipment.

3. If the device is to be used for medical applications, a Certificate of Product Registration (CPR), Certificate of Product Notification (CPN), or any equivalent document certifying that the product is safe and allowed to be sold in the country of origin. This Document should be issued by the Ministry of Health of the country of origin

a. This document shall be duly authenticated by the Philippine Consulate in the country of origin

b. If the CPR/CPN is unavailable immediately, a duly notarized letter guaranteeing submission of this document to the BHDT, within sixty (60) days from receipt by the BHDT of the written request, shall be allowed in lieu of the CPR/CPN

4. Photocopy of Proforma/Customer Invoice. 5. Brochure/Literature of the equipment/device. 6. Copy of importers permit from the local government where the office of the importer is located. 7. Copy of Proforma/Customer Invoice. 8. Payment of one hundred sixty five pesos (P 165.00) per unit.

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IV. Complex Procedure: Issuance of the Certificate of Health Related Device Registration (CHRDR) for Water Purification Devices / Systems by the BHDT

Step Activity Fee Required

Documents Maximum

time


employee

1

Evaluates application form and documents for completeness, issues order of payment if complete, and instructs the applicant to photocopy the official receipt after payment

System – Php1000 Device – Php500

(Pls. refer to Annex E)

30 mins Evaluator

2. Receives payment 5 mins Cashier

3

Receives complete application form, documents, and photocopy of official receipt

5 mins Evaluator

4

Does preliminary evaluation and assigns tasks of technical evaluation and inspection

1 day Division chief

5

Reviews documents as to compliance with requirements and submits evaluation report.

5 days Evaluator

6

Undertakes inspection of water purification device/system and submits report. If applicant has deficiency, sends notice of deficiency.

30 days Evaluator

7

Prepares and submits endorsement letter to national reference laboratory for product laboratory test

2 days Evaluator

8 Conducts product laboratory test and forwards result to BHDT

60 days NRL staff

9 Receives and reviews laboratory test result and submits evaluation report.

5 days Evaluator

10 Reviews evaluation report. 3 days Division chief

11 Prepares, initials, signs, and issues CHRDR

1 day

Evaluator, division chief, director, records officer

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ANNEX E REQUIREMENTS: A. FOR INITIAL APPLICATION:

1. Properly filled-up application form

2. Copy of DTI Certificate of Registration / SEC Articles of Incorporation (to present original)

3. Copy of Mayor’s Permit (to present original)

4. Copy of the Operational Manual (to present the original copy)

5. Layout of Devices

6. Result of Laboratory Analysis (ROLA) of the Device/Product Water

done by Department of Health (DOH) laboratory or National

Reference Laboratory for Environmental and Occupational Health Toxicology and

Micronutrient Assay – East Avenue Medical Center (NRL-EAMC)

for all claims listed in the label and manual.

7. List of raw materials used as components of the water purification device

8. Label/labeling/product insert or manufacturer’s performance claims

9. Data from scientific research and laboratory analysis supporting and proving the claims

of the manufacturer of the product.

B. FOR RENEWAL APPLICATION:

1. Properly filled-up application form

2. Affidavit of Continuous Compliance

3. Test reports from laboratories accredited by the DOH

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V. Complex Procedure: Issuance of the Certificate of Product Registration (CPR) for Devices used to treat Sharps, Pathological and Infectious Waste


Documents Maximum

time


employee

1. Evaluates application form and documents for completeness, issues order of payment if complete, and instructs the applicant to photocopy the official receipt after payment

If capitalization /total equipment cost is <1,000,000 , the fee is Php 5,000.00 between 1,000,000 – 5,000,000, the fee is Php 8,000.00 ; If > 5,000,000 the fee is Php 10,000.00 For renewal applications the registration fee for manufacturers, distributors and TSD facility operators is Php 3,000.00 per equipment /device The registration fee for initial and renewal application for healthcare waste generators are Php3,000.00 and Php2,000.00 respectively

(Pls. refer to Annex F)

30 mins.

Evaluator

2. Receives payment 5 mins. Cashier

3. Receives complete application form, documents and photocopy of official receipt

5 mins.

Evaluator / Technical Staff

4. Does preliminary evaluation and assigns task to technical staff for evaluation and inspection

1 day

Division Chief

5. Reviews documents in compliance with the requirements and prepares a DPO for

5 days


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Documents Maximum

time


employee

inspection

6. Undertakes inspection of device/equipment and submits report. If applicant has deficiency, sends notice of deficiency

30 days


7. Prepares and submits endorsement letter to National Reference Laboratory for performance evaluation test

2 days


8. Conducts laboratory test and forwards result to BHDT

90 days

NRL Staff

9. Receives and reviews laboratory test results and submits evaluation report

5 days


10. Reviews evaluation report

3 days Division Chief

11.

Prepares, initials, signs and issues CPR

1 day

Evaluator, Division Chief, Director, Records officer

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ANNEX F REQUIREMENTS:

1. Properly filled up application form;

2. Copy of SEC Articles of Incorporation or DTI Certificate of Business Registration;

to present original

3. Technology Approval from DOST-ITDI for new technologies; to present original

4. Technical Report

4.1 Company profile

* 4.2 Characteristics and Sources of generated waste; *4.3 Detailed description of treatment equipment to be tested including manufacturer’s instructions and technical specifications; *4.4 Operating procedures and conditions including as applicable treatment time, pressure, temperature, chemical concentration, doses, feed rates and waste load composition; *4.5 Storage, Handling and volume capacity; *4.6 Applicable emission controls for suspected emissions; *4.7 Potential hazards/toxicities of waste residues; *4.8 Energy efficiency; *4.9 Occupational safety and health assurance.

5. Copy of Operational Manual

*6. Layout/Plans 6.1 Location of installation; 6.2 Design/Drawing or picture of the device/equipment applied for;

*7. Supplementary requirements for equipment/devices used for; 7.1 Thermal Process (Pyrolysis, Plasma Pyrolysis, etc.)

a. Results of Leachate Toxicity Characteristics Tests. b. Operation/Maintenance Logbook (for healthcare waste generators and TSD Facility only)

7.2 Chemical Disinfictions a. Material Safety Data Sheet (MSDS) of the chemicals to be used for disinfections b. Results of Microbiological Tests c. The chemical to be used should be registered with the DENR-EMB or must be compliant with the WHO guidelines for hazardous wastes. d. Operations Logbook

7.3 Wet and Dry Thermal Treatment (Autoclave, Microwave, Hydroclave) a. Results of Microbiological Tests. b. Operations/Maintenance Logbook

For healthcare waste generators (e.g. hospitals) and TSD Facilities the Environmental Compliance Certificate (ECC) issued by the Environmental Management Bureau –Department of Environment and Natural Resources (EMB-DENR) and the License to Operate issued by the Department of Health shall be submitted together with the above documentary requirements. *The above documents should be submitted in duplicate copies.

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VI. Complex Procedure: Procurement of Consulting Services

Stage

Activity Fee Necessary Forms

Required Documents

Maximum Time

Responsible Officer/ Employee

Allowable

Extension

Acceptable

Reasons

1

Advertisement/ Posting of Request for Expression of Interest

None None For newspaper publication:

Signed Request for Publication

Signed IB For

PhilGEPs posting:

Signed IB

7 calendar

days

COBAC Secretariat

(CS)

None N/A

2

Eligibility Check (and Shortlisting)

None Attendance Sheet,

Eligibility checklist

Notice of Meeting, Eligibility Documents of prospective bidders

20 calendar

days

COBAC assisted by

COBAC Secretariat

None N/A

3

Issuance and availability of Bidding Documents (BD)

2.1 Issues Order of Payment

Depends on

the fee schedu

le

Order of Payment

None 5 minutes

Administrative Unit Staff

(AUS)

None N/A

2.2 Receives payment

Depends on

the fee schedu

le

Order of Payment

Accomplished Order of Payment

5 minutes

Cashier None N/A

2.3 Issues the BD

None None Official Receipt

10 minutes

AUS None N/A

4

Conduct of Pre-bid Conference

None Attendance

Sheet

Notice of Meeting, Bidding

Documents

1 calendar

day

COBAC assisted by

COBAC Secretariat

None N/A

5 Request for Clarificat

None None Letter from bidder

10 calendar

days

Bidder None N/A

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ion prior to the

/Submission and Opening of Bids

6

Issuance of Supplemental/Bid Bulletin

None None Signed Bid Bulletin

7 calendar

days prior to

the Submission and Opening of Bids

AUS None N/A

7

Submission and Receipt of Bids

None Attendance

Sheet, Eligibility Require

ment Checklis

t, Abstract of Bids

List of bidders who submitted

bids, Bid Proposals

1 calendar

day (include

s opening of bids)

COBAC assisted by

COBAC Secretariat

None N/A

8

Submission of Additional Requirements

None None Notice to Highest Rated Bidder (HRB),

Post-qualification documents

3 calendar

days after the Submission and Opening of Bids

HRB None N/A

9

Conduct of bid evaluation

None Attendance

Sheet

Notice of Meeting, Bid

Proposals

21 calendar days + 2 calendar days for approval

of ranking

TWG None N/A

10

Notification for negotiation

None None Notice to HRB 3 calendar

days

COBAC assisted by

COBAC Secretariat

None N/A

11

Negotiation

None None Notice of Meeting, Area of negotiation, TWG Report, Bid Proposals

10 calendar

days

COBAC assisted by

COBAC Secretariat

None N/A

12

Conduct of Post-qualification

None None Notice of Meeting

30 calendar

days

TWG None N/A

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evaluation

13

Approval of Resolution and Notice of Award (NOA)

None None Bid Proposal of Highest Rated and

Responsive Bidder

(HRRB), Resolution

recommending approval of award, NOA

7 calendar

days

Head of the Procuring

Entity (HOPE)

None N/A

14 Issuance of NOA

None None Performance Security

5 minutes

AUS None N/A

15

Contract preparation and signing

None Purchase Order

(PO)

Approved resolution,

NOA, Performance Security, Bid proposal of

LCRB

10 calendar

days

Contract Management Division

Staff (CMDS)

None N/A

16

Approval of contract by higher authority

None None PO with attachments

15 calendar

days

HOPE None N/A

17

Issuance of Notice to Proceed (NTP)

None None Approved PO and NTP

3 calendar

days

AUS None N/A

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VII. Complex Procedure: Procurement of: a) Goods b) Other Related Services c) Civil Works/Infrastructure

Stage

Activity Fee Necessary

Forms

Required Documents

Maximum Time Responsible Officer/

Employee

Allowable Extension

Acceptable

Reasons

Goods and

Other Related Services

Civil Works

For ABC 50M and belo

w

For ABC

above 50M

1

Advertisement/ Posting of Invitation to Bid (IB)

None None For newspaper publication:

Signed Request for Publication

Signed IB For PhilGEPs

posting:

Signed IB

7 calendar days COBAC Secretariat (CS)

None N/A

2

Issuance and availability of Bidding Documents (BD)

2.1 Issues Order of Payment

Depends on

the fee schedu

le

Order of Paymen

t

None 5 minutes Administrative Unit

Staff (AUS)

None

N/A

2.2 Receives payment

Depends on

the fee schedu

le

Order of Paymen

t

Accomplished Order of Payment

5 minutes Cashier None

N/A

2.3 Issues the BD

None None Official Receipt 10 minutes AUS None

N/A

3

Conduct of Pre-bid Conference

None Attendance

Sheet

Notice of Meeting, Bidding

Documents

1 calendar day COBAC assisted

by COBAC

Secretariat

None

N/A

4

Request for Clarification

None None Letter from bidder

10 calendar days prior to the /Submission and Opening of Bids

Bidder None

N/A

5

Issuance of Supplemental/Bid Bulletin

None None Signed Bid Bulletin

7 calendar days prior to the Submission and Opening of Bids

AUS None

N/A

6

Submission and Receipt of Bids

None Attendance

Sheet, Eligibilit

y Require

ment Checklis

t, Abstract of Bids

List of bidders who submitted

bids, Bid Proposals

1 calendar day (includes opening of bids and eligibility check)

COBAC assisted

by COBAC

Secretariat

None

N/A

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7

Submission of Additional Requirements

None None Notice to Lowest

Calculated Bidder (LCB),

Post-qualification documents

3 calendar days after the Submission and Opening of Bids

LCB None

N/A

8

Conduct of bid evaluation

None Attendance

Sheet

Notice of Meeting, Bid

Proposals

7 calendar days 5 calendar days

7 calendar days

TWG

None

N/A

9

Conduct of Post-qualification evaluation

None None Notice of Meeting

30 calendar days TWG None

N/A

10

Approval of Resolution and Notice of Award (NOA)

None None Bid Proposal of Lowest

Calculated and Responsive

Bidder (LCRB), Resolution

recommending approval of award, NOA


7 calendar

days

Head of the

Procuring Entit

y (HOPE)

None

N/A

11 Issuance of NOA

None None Performance Security

5 minutes AUS None

N/A

12

Contract preparation and signing

None Purchase Order

(PO)

Approved resolution,

NOA, Performance Security, Bid proposal of

LCRB

10 calendar days Contract Managem

ent Division

Staff (CMDS)

None

N/A

13

Approval of contract by higher authority

None None PO with attachments


15 calendar

days

HOPE

None

N/A

14

Issuance of Notice to Proceed (NTP)

None None Approved PO and NTP


3 calendar

days

AUS

None

N/A

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VIII. Complex Procedure: Recruitment and Selection STEP

ACTIVITY

FEE

NECESSARY FORMS

REQUIRED DOCUMENTS

MAXIMUM TIME

RESPONSIBLE OFFICER/EMPLOYEE

1. Announcement of vacancies

Job Vacancy Form

Posting for 10 working days

Adm. Assistant (PAD, HHRDB)

2. Acceptance of Application

N/A

Resume/CSC Form 212 – Personal Data Sheet

Application Letter, Authenticated copy of Board Ratings/CSC Eligibility, Diploma, Transcript of Records, Certificate of Training/Experience, Latest Performance Evaluation Rating (for applicants applying for promotion)

10 minutes


3. Evaluation of applicant’s qualification


Copy of CSC eligibility/ Authenticated copy of PRCLicense/CSC Eligibility, Diploma, Transcript of Records, Certificate of Training/Experience, Application Letter

3 working days

Human Resource Mgt. Officer or Adm. Assistant (PAD, HHRDB)

4 Conduct of Initial Interview for Applicants Outside the DOH-Central Office

Initial Interview Form


Within 5 working days after the evaluation of qualification of applicants

Human Resource Mgt. Officer (PAD)

5 Administration of general and technical examination

Answer Sheets Form

General and Technical Examination Questionnaires

Within 3 working days after the conduct of initial interview

Human Resource Mgt. Officer, Admin. Assistant (PAD, HHRDB)

6 Conduct of character investigation

Character Investigation Form

Within 10 working days after the result of general and


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technical examination

7 Panel Interview

Interview Sheet Form

Within 3 working days after the conduct of character investigation

Selection and Promotion Board (SPB) Members

8 Consolidation of Result of Evaluation and submission to the Appointing Authority

Comparative Assessment Result and Resolution

Within 7 working days after the conduct of Panel Interview

Administrative Officer of concerned office where the vacancy is

9

Inform applicants on the result of evaluation

Letter to applicants Within 5 working days after the decision of the Appointing Authority


9. Preparation of Appointment

Appointment Form (CSC Form 33)

Personal Data Sheet, Medical Certificate, NBI and other documents necessary for the preparation of appointment

Within 5 working days after informing applicants on the result of the decision of the appointing authority


10 Transmit approved appointment to the new appointee and Office concerned

Approved Appointment and other documentary requirements

Within 5 working days after signing of appointment by the Appointing Authority


For hospital services, please refer to each hospital’s Citizen’s Charter. For regulatory services on food, drugs, cosmetics, and hazardous household substances, please refer to the FDA Citizen’s Charter.

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IX. Step by Step APPLICATION AND ISSUANCE OF PERMIT TO CONSTRUCT (PTC) A HEALTH FACILITY STEP CLIENT

ACTION NECESSARY

FORM/s

OFFICE ACTIVITY/PROCESS

STAFF RESPONSIBLE

LOCATION FEES DURATION

1 Get a number/Wait to be called at the lobby (if walk- in applicants).

Public Assistance Desk (PAD) on Duty

Bldg. 15 Ground Floor

Within the day

2 Submits duly accomplished application form and documentary requirements including payment (PMO/Check/ Cash).

Application Form for Permit to Construct a Health Facility

1. Receives the application submitted from Receiving/ Releasing Unit and checks the documentary requirements submitted. If incomplete, return the documents to applicant for completion.

Administrative Assistant/Designate Staff

Bldg 15, Ground Floor -Receiving/Releasing Window - Regulatory Compliance and Enforcement Division (RCED), HFSRB

3 Pays the amount due reflected in the Order of Payment to the Cashier’s Office (if walk in applicants).

Order of Payment Form OP 06

2.Issues appropriate Order of Payment (if complete requirements submitted).


Bldg. 2 Cashier’s Office

Form OP 06

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4 Submits copy of OR, application documentary requirements at Receiving/Releasing Window.

3. Receives and logs to D-Tracking System the application/documentary requirements and forwards to assigned staff.


Bldg 15 Ground Floor -RCED, HFSRB

5

Awaits for the approval of application submitted.

4. Schedules/Conducts the review of documentary requirements submitted by HFERC.

Administrative Assistant/assigned HFERC members


Within

15 days from

receipt of

complete

documentary

requirements

6

Submits compliance of deficiencies/ requirements.

HF Checklist of Review of Floor Plan

5. Evaluates the submitted documents and prepares the final review and evaluation. If disapproved, informs applicant by mail/telephone call.

HFERC members


Bldg 15 Ground Floor

6. Finalizes the review and evaluation findings and prepares Permit to Construct for approval/signature

HFERC members

Division Chief



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7 Awaits for the release of Permit to Construct.

7. Records and releases the approved/disapproved Permit to Construct.



X. Step by Step HANDLING OF APPLICATIONS AND ISSUANCE OF LICENSE/ACCREDITATION CERTIFICATE/ CLEARANCE TO OPERATE OF REGULATED HEALTH FACILITIES STEP CLIENT

ACTION NECESS

ARY FORM/s


STAFF RESPONSI

BLE


1 Get a number/Wait to be called at the lobby (if walk-in applicant).

Public Assistant Desk on Duty

Bldg. 15 ground floor

Within the day

2 Submits duly accomplished application form and documentary requirements.

Filled-out Application Forms

1.Checks the documentary requirements/application submitted. If complete, prepare appropriate Order of Payment. (if walk-in applicant) If incomplete, return the documents to applicant for completion.


Bldg 15, -ground floor - RCED, HFSRB - Records Section

3 Pays the amount due reflected in the Order of Payment to the Cashier’s Office (if walk-in applicant).

Form OP 01 Form OP 02 Form OP 03 Form OP 04 Form OP 05

2.Issues appropriate Order of Payment.


Bldg. 2 Cashier’s Office

Forms- OP 01/02/03/ 04/05

4 Submits 3. Refers Administrati Bldg 15, -

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copy of OR, application documentary requirements at Receiving/Releasing Window (if walk-in applicant).

client to Receiving/ Releasing Window for the submission of documents and proof of payment.

ve Assistant/Designate Staff

Ground Floor - RCED, HFSRB -Receiving/Releasing Window

5 Awaits the schedule for inspection of health facility.

-Filled-out Application Forms and documentary requirements.

4. Receives and logs to D-Tracking System the application/documentary requirements and forwards to assigned staff.


Bldg 15, -Ground Floor - RCED,HFSRB

Within 30 days (if initial)

Within 5 days (if

renewal)

5. Reviews the documentary requirements submitted. If incomplete/incorrect, send letter or call health facility.

Assigned Regulatory Officer/s(RO)

Bldg 15, -Ground Floor - RCED, HFSRB

6. Schedules the inspection/evaluation and prepares travel documents and inform the health facility through letter.

Assigned Regulatory Officer/s


Applicable HF Assessme

7. Conducts inspection visits.

Assigned Regulatory Officer/s

Location of the HF to be visited

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nt Tool

6 Submits compliance of deficiencies, if non-compliant.

8. Evaluates inspection findings and recommends issuance of LTO/COA/CTO, if not compliant inform health facility through letter or phone call.

Assigned Regulatory Officer/s / Administrative Assistant/Designate Staff


9. Prepares the LTO/COA/CTO of HF for approval.


Bldg 15, -Ground Floor RCED, HFSRB

10. Approves and signs the LTO/COA/CTO.

Assigned ROs/Division Head Office of the Director

Bldg. 15-HFSRB RCED, HFSRB

7 Awaits for the release of LTO/COA/CTO.

11. Records and releases the approved LTO/COA/CTO to Records Unit.


Bldg. 15- Records Unit, HFSRB

XI. Step by Step HANDLING OF COMPLAINTS STEP CLIENT

ACTION NECESS

ARY FORM/s


STAFF RESPONSIBLE

LOCATION DURATION

1 Get a number/Wait to be called at the lobby(if walk-in client).

Public Assistant Desk on Duty

Bldg. 15, Ground Floor

Within 1

day

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2 Submits Letter of Complaint or Fills-out Complaint Form (if walk-in)

Complaint Form

1.Receives the document and route, logs to D-Tracking System and forwards to Regulatory Compliance and Enforcement Division (RCED) for action.

-Receiving and Releasing Window -RCED Assigned staff

Bldg. 15, Ground Floor - RCED, HFSRB - Records Section

2. Reviews the complaint and forwards to technical staff.

Division Head Bldg. 15,

ground floor - RCED, HFSRB

3 Consults/explains the nature of complaint (if applicable).

3. Evaluates the complaint and initiates action (letter to HF for explanation)

Technical Staff assigned

5 days-

Apply only to

complaints which do

not require investigatio

ns/ hearings. 4 Awaits for

the release of the action taken/resolution on the complaint.

4. Submits the resolution for approval .

5. Approves the final resolution and sign.

Division Head Office Director

Complaint Log Sheet

6. Records and releases the approved resolution to the Records Unit, HFSRB.

Designate staff

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XII. Step by Step APPLICATION AND ISSUANCE OF CERTIFICATE OF NEED (CON) A HOSPITAL STEP CLIENT

ACTION NECESSARY

FORM/s

OFFICE ACTIVITY/PROCES

S

STAFF RESPONSIB

LE


1 Get a number/Wait to be called (if walk- in applicants).

Administrative

Staff/Designate Staff

DOH-Regional Office

Within the day (office

hours)

2 Submits duly accomplished application form and documentary requirements including payment (PMO/Check/ Cash).

Application Form for Certificate of Need a hospital

Receives the application submitted from Receiving/ Releasing Unit and checks the documentary requirements submitted. If incomplete, return the documents to applicant for completion.

Administrative


DOH-Regional Office

3 Pays the amount due reflected in the Order of Payment to the Cashier’s Office (if walk in applicants).

Order of Payment Form

2.Issues Order of Payment (if complete requirements submitted).

Administrative


DOH-Regional Office Cashier’s Office

Order of Payment Form

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4 Submits copy of OR, application documentary requirements at Receiving/Releasing Window.

3. Receives and logs the application/documentary requirements and forwards to assigned staff.

Administrative


DOH-Regional Office

5

Awaits for the approval of application

submitted.

-CON Evaluation Form

-CON Evaluation

Form-Concurren

t

4. Schedules/Conducts the

review of documentar

y requirements submitted

Regulatory Officer/Administr

ative Staff

DOH-Regional Office

Within 20

working days

6

Submits compliance of deficiencies/ requirements.

5. Evaluates the submitted documents and prepares the final review and evaluation. If disapproved, informs applicant by mail/telephone call.

Regulatory Officers/Adminis

trative Staff

DOH-Regional Office

Within 20

working days

7

Submits compliance of deficiencies/ requirements. Awaits for the release of Certificate of Need

6. Finalizes review and evaluation findings. For signature of Certificate of Need.

Director Division Chief Administrative

Assistant

DOH-Regional Office

7. Records and releases the approved/disapproved Certificate of Need

Administrative Assistant

DOH-Regional Office

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XIII. Medical Assistance 1. Guarantee Letter 2. Referral (Internal, External)

CLIENT: IN and OUT, ER Patient REQUIREMENTS: Additional Requirements for relative/ PROXY

Clinical Abstract 1. ID of authorize representative Doctor’s Prescription/Request 2. Authorization Letter Social Case Study Report Certificate of Indigency

SCHEDULE: Monday to Friday except holidays CONTACT NUMBER: 7431786 – 6517800 loc. 1110 TOTAL MAXIMUM DURATION PROCESS:

Guarantee Letter - 11minutes & 50sec

Referral Letter - 9 minutes & 50sec

Guarantee Letter

No. Client Step Unit Activity

Person Responsible Duration of Activity

Step 1 Present the Original documents together with following requirements.

Receives the documents and all of the requirements.

First Frontline Staff 10sec.

Step 2 Check for the authenticity of the documents and check for the availability of funds.

First Frontline Staff 20sec.

Step 3 Prepares & filling up Information Sheet for the patient.

First Frontline Staff 3min

Step 4 Validate the documents on the EWEBPAIS System for availment history.

Second Frontline Staff 10sec

Step 5 Answer the questions ask by the staff.

Interview the patient for medical assistance.

Second Frontline Staff 4min

Step 6 If approved : Prepares guarantee letter If not: Return the documents to the patient for completion.

Second Frontline Staff

Step 7 Encodes the Guarantee letter through the system.

1min & 30sec

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No. Client Step Unit Activity


Step 8 Photocopy of the documents for a receiving copy.

30sec

Step 9 Signing of the final documents for issuances.

Secretary of Health

Head Executive Assistant

Head of the Unit

20sec

Step 10 Accepts guarantee letter to be submitted to corresponding hospital.

Releasing of the finished documents.

First frontline Staff 30sec

Referral Letter

No. Client Step

Unit Activity


Step 1 Present the documents/letter

Receives the documents and all of the requirements.

Frontline Staff 10sec.

Step 2 Check for authenticity of the documents presented.

Frontline Staff 20sec.

Step 3 Prepare information sheet for the patient/Filing up

Frontline Staff 3min

Step 4 Answer the questions ask by the staff.

Interview the patient for some information.

Second Frontline Staff 3min

Step 5 Encodes the letter through the system.

Second Frontline Staff 1 min & 30sec

Step 6 Prepares the final referral letter for signing.


Step 7 Signing of the referral letter for issuance.

Secretary of Health

Head Executive Assistant

Head of the unit

20sec

Step 8 Photocopy of the documents for a receiving copy.


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No. Client Step

Unit Activity


Step 9 Accepts referral letter to be submitted to corresponding hospital/agency/office.

Releasing of the finished documents/letter.

Frontline Staff 20sec

XIV. Immunization Section Medical Services Division Service and step by step procedure

Step Activity Fee Necessary

Forms

Documentary

Requirement

Max. Time

Responsible Officer

/ Employee

Allowable Period of Extension

and Acceptable

reason

1 Gives out necessary form/s

None YF Questionnaire and Waiver Form, Data Needed for Vaccination

ID 1 min. BOQ Security Guard

2 Receives filled up vaccination forms

5 min. Client

3 Screen the client and check the forms

1 min. BOQ Nurse

4 Administration of Vaccine

1 min. BOQ Nurse

5 Receives Payment of Vaccination Fee

YF – 1,500 Ch- 300 TY- 300

Data Needed for Vaccination Form

1 min. Cashier

6 Documentation and Prevention of ICV

Data Needed for Vaccination

Official Receipt

2 min. Clerk

7 Signing and Issuance of ICV

1 min. QMO / Clerk

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XV. Laboratory Section Medical Services Division Service and step by step procedure

Step Activity Fee Necessary Forms

Documentary

Requirement

Max. Time

Responsible Officer /

Employee

Allowable Period of Extensio

n and Acceptable reason

1 Submission of water and food samples

HEPO

2 Receives request of water and food samples. Receives request form for laboratory examination for Visa Application / Foodhandlers

Request form for Bacteriological Analysis for Food and Water, Laboratory request form for Clinical Specimen

Receipt 5

mins.

Medical Technologist /

Laboratory Technologist

3 Examination of samples

Interisland vessels

Eating establishments

Inflight Catering

Others

Water – Php1,000 / sample Php25,000 / catering point

Request forms for Bacteriol

ogical Analysis for Food

and Water

Receipt

72 hours

for food and

water sampl

es

Medical Technologist

Examination of food samples for export

Php1,200 / sample

Request forms for outgoing foodstuff

Receipt 72

hours Medical

Technologist

Examination of urine, stool and blood for RPR

Request forms for Clinical

Specimen

Receipt 1 hour Medical

Technologist

4 Releasing of Results

Laboratory Result forms

5 mins.

Medical Technologist /

PE staff for foodhandler /

clients for Visa Application

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XVI. Physical Examination Section Medical Services Division Service and step by step procedure


Documentary

Requirement

Max. Time

Responsible Officer / Employee


and Acceptable

reason

1 Explain the requirements and how to accomplish Medical Exam form for Visa Application /Local Requirement

Medical examination for visa applicants (DFA Form 11) Medical Clearance for Local

5 mins.

Information Officer

10 mins. Language barrier, clarifications, client overload.

Receives and/or organizes submitted documents and the filled up application

DFA form 11

When applicable: Passport, Chest X-ray film/ CD and original result, original VDRL, Fecalysis, and Urinalysis result/s

5 mins.

Information Officer

10mins. Language barrier, clarification, patient overload.

2 Receives payment, Issues Receipts and provides exact change.

Request form

5 mins.

Cashier 10 mins. Language barrier, clarifications, client overload, lack of loose change.

Proceed to Step 5 if with Complete Xray & Lab Results

3 Collection and examination of specimens

VDRL: Alien-Php300 Local-Php200

Request form

receipt 10 mins.

Medical Technologist

15 mins. Language barrier clarifications, client overload, handling of nervous or

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Fecalysis: Alien-Php200 Local-Php100 Urinalysis: Alien-Php200 Local-Php100

10 mins. 10 mins.

hypoglycemic or unconscious client. 30 mins. Clarifications Language barrier, client overload. 30 mins. Instructions, Clarifications, Language barrier, client overload.

4 Chest X-Ray (Taking only)

Alien-Php400 Local-Php200

Request form

receipt 20 mins.

Radiologic Technologist

40 mins. Female client’s undressing and dressing time, client overload, Language barrier.

5 Physical examination of client

DFA Form 11 P.E. Form

10 mins.

Quarantine Medical Officer

30 mins. Language barrier, counselling, explanation of referral.

6 Release of Medical Clearance

- Document Retrieval

- Organizing results

- Stamping of passport

- Signing of docs

Passport when applicable Receipt

5 mins.

Admin, Clerk, Nursing Attendant

15 mins. Clarifications, language barrier, client overload, 4 hrs. For missing documents dated last year or older since they will be retrieved from the Archive.

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XVII. Health Education Section Ports and Airports Health Services Division Service and Step by step Procedure (Sanitation Certificate for Food Establishments in Ports and Airports)


Documentary

Requirement

Max. Time

Responsible Officer

/ Employee


and Acceptable

reason

1 Receives requirements

for Sanitation Certificate

from authorized

representative of the

company

None None 1.Original /Photocopy of Health Cards of ALL employees 2.Copy of latest inspection checklist (Rate of at least 86%)

5mins Health Educator

2 Preparation of Order of Payment

then advise client to

proceed to Cashier Section

Php 300

Order of Payment

Slip

Personal Identification Card of the client


Present the Official

Receipt to Health

Education Section

3 Issuance of Sanitation Certificate

None None Official Receipt (Payment for Sanitation Certificate)


4 End

Service and Step by step Procedure (Ship Sanitation Control Exemption Certificate for Interisland Vessels)

Step

Activity Fee Necess

ary Forms

Documentary

Requirement

Max. Time

Responsible Officer

/ Employee


and Acceptable

reason

1 Request for Ship

Inspection

None Request form for Inspecti

on

3mins Hepo Assistant

Submit request form to inspector

on duty

2 Full inspection of all areas of vessel

None Interisland

vessel inspectio

n

1. Valid Health cards of Stewards 2. SSCEC


Hepo Assistant

RCO

Return to Health

Education Section with necessary

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Checklist

3. BOQ Log book

requirements

3.1 Submit inspection

report and other

requirements from

authorized representative of the company

None None 1. Copy of latest inspection checklist (Rate of at least 81%) 2. Old SSCEC (for renewal)


3.2 If failed to vessel

inspection Re- audit is scheduled

None None 30mins Health Educator

Hepo Assistant

RCO

Return to Health

Education Section with necessary

requirements

4 -Preparation of Order of Payment

-Advise client to

proceed to Cashier Section

- Vessel 1000 tons or less (Local -1,500, Foreign - 3,00) - Vessel 1001 tons to 2000 tons (Local - 2,000, Foreign - 3,500) - Vessel 2001 to 3000 tons (Local - 2500, Foreign - 4000) - Vessel 3001 tons to 4000 (Local - 3000, Foreign - 4500) - Vessel 4001 tons to 5000 tons (Local - 4000, Foreign - 5000) - Vessel 5001 tons and above (Local - 5000, Foreign - 6000)

5mins

Hepo Assistant

Present Official

Receipt to Health

Education Section

5 Issuance of Ship

Sanitation Control

Exemption Certificate

None None Official Receipt

(Payment for SSCEC)


6 End

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Service and Step by step Procedure (Application of Health Certificate for Steward/Food Handler)


Forms Documentary Requirement

Max. Time

Responsible Officer

/ Employee


and Acceptable

reason

1

- Applicants apply - Check specimen for submission

None

None

-Food Service Establishment – Endorsement letter - Shipping Lines – Contract of Employment/ Endorsement Letter

5 min.

Health Educator

Aide

2

- Fill up referral form – proceed to Physical Examination Section

None

Laboratory Referral Form

Personal Identification card of applicant

5 min. Health

Educator Aide

- Return to P.E. Section after 3 days for result - Bring result to Health Education Section

3.1

- For fit to work – scheduled for Seminar

None

None

Fit to work results

3 min.

Health Educator

Aide

- Seminar scheduled twice a month

3.2

- For unfit to work – return to Physical Examination Section

None Laboratory Referral

- Re-examination of positive specimen

3 min.

Health Educator

Aide

- Return to P.E. Section after 3 days for result - Bring results to Health Education Section

4 Applicants attend seminar on scheduled date

Php 300

- Laboratory & Seminar Official Receipt - 2pcs. 1x1 I.D. pictures

P.E. and Laboratory Results

5 hours

Health Educator

5 Issuance of Health Certificate

None None Pre-test & Post Test result

2 min. Health

Educator Aide

6 END OF TRANSACTION

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Service and Step by step Procedure (Renewal of Health Certificate for Steward/Food Handler)


Forms Documentary Requirement

Max. Time

Responsible Officer

/ Employee


and Acceptable

reason

1

- Stewards and Food Handlers apply for renewal - Check specimen and other requirements needed

None

None

- Old Yellow Cards if available - Medical Examination Results if available from other hospital or clinics

3 min.

Health Educator

Aide

2

- Issue referral form - Client proceed to P.E. Section

None

Laboratory Referral Form

None

3 min. Health Educator

Aide

- Return to P.E. Section after 3 days for result - Bring result to Health Education Section

3.1

- For fit to work – issued health certificate

Php 300

Official Receipt

Fit to work results

3 min.

Health Educator

Aide

Return to Health Education and Promotion Section After 3 days (due to X-ray reading)

3.2 - For unfit to work – return to Physical Examination Section

None - Laboratory Referral

- Re-examination of positive specimen

3 min. Health Educator

Aide

- Return to P.E. Section after 3 days for result - Bring results to Health Education Section

4 END OF TRANSACTION

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