THE CHINESE UNIVERSITY OF HONG KONG

UNIVERSITY HEALTH SERVICE

________________________________________

2006/2007 Annual Report ________________________________________

Chapter 1 Overview and Tasks Performed .......................... 1

Chapter 2 Outpatient Service ................................................ 3

Chapter 3 Dispensary Service ................................................ 11

Chapter 4 Medical Laboratory Service ................................ 12

Chapter 5 Physiotherapy Service .......................................... 13

Chapter 6 Observation Care Service .................................... 14

Chapter 7 Dental Service ........................................................ 15

Chapter 8 Health Promotion and Public Health Service .... 17

Chapter 9 General Administration Service .......................... 22

STATISTICAL TABLES

1. General Service Utilization Pattern Health Visits .................................... 27

2. Health Visits by Month .................................................................................. 28

3. Relative Prevalence of Diagnosis & Conditions Seen ................................. 29

4. Accidents / Injuries ........................................................................................ 30

5. Immunization Programme ............................................................................ 31

6. Health Examination ....................................................................................... 32

7. Hospital & Specialist Outpatient Care ......................................................... 33

8. University Population, Visits and Medical & Nursing Staffing ................. 34

9. General Service Utilization Pattern Dental Visits .................................... 36

10. Dental Visits by Month .................................................................................. 38

11. Dental Service Pattern ................................................................................... 39 APPENDIX

1. Health Talks .................................................................................................... 40

2. UHS Monthly Staff Seminars ....................................................................... 41

3. Staff Changes .................................................................................................. 42

4. Staff List .......................................................................................................... 43

Chapter 1

Overview and Tasks Performed

Dr Ben Fong University Health Service (UHS) is committed to providing high quality primary health

care to our University community. The following tasks had been performed in the year

to enhance the operations and to improve the services of the UHS:

1. An educational video was produced jointly with the Personnel and Safety Offices.

Contents covered safety structure, prevention, how and where to seek assistance,

etc.

2. Our nursing team streamlined the nursing procedures. Computer entry of nursing

services had been simplified since 1 September 2006, saving much of the nurses

time.

3. Medical record folders had been standardized to the same size for all categories.

Different colour schemes were adopted for the three groups of clients, namely staff,

undergraduates and postgraduate students.

4. Twenty staff attended the American Heart Association certified Basic Life Support

course for Healthcare Providers in October 2006. In this connection, an automatic

defibrillator, with cardiac monitoring, had been acquired to strengthen our

emergency service.

5. Special arrangements for clinic services were introduced when implementing the

5-Day Operation Week in January 2007.

6. Referrals to specialists of over one year had to be reviewed by our doctors for

consideration of endorsement of continuing specialist care.

001

7. The Smoking (Public Health)

(Amendment) Bill 2005 came into effect

on 1 January 2007. Accordingly,

smoking would be prohibited in the

entire University campus. A series of

talks on Smoking and Health were

conducted for students and staff.

Calendar cards with related messages

were distributed in the Campus.

8. The Dental Unit had been reviewed by

the Safety Office for improvement of

ventilation in the treatment rooms.

9. The first series of talks on the Student Mental Health Enhancement Programme for

Faculty and College staff regularly dealing with students was completed in May

2007.

002

Chapter 2

Outpatient Service Dr Chiu Ha Ying and Sr Luk Kar Bo

Patients Attendance

The total attendance for the year

2006/2007 was a total of 74,703 visits

(Service Count), a decrease of 11.6%

from the previous year. This

marked apparent decrease (9,765) is a

result of the decrease in the numbers

denoted as attending for Nursing

Service (a drop of 12,242 or -45%), due to a revision in its definition. Attendance for

Physician Service (59,818) has remained comparable to that of the previous year, with

an increase of 2,477 or +4.3%. Of those attended, 28,370 or 38% of the total were

Students (-15%), and 46,333 or 62% were Non-students (-9.3%).

33,360 51,108

28,370 46,333

0 20,000 40,000 60,000 80,000 100,000

2005/2006

2006/2007

Physician & Nursing Service Attendance (Service Count)

Students

Non-students

74,703

84,468

Physician & Nursing Service Attendance: 63,801 persons (Headcount) Physician & Nursing Service Attendance: 74,703 visits (Service Count) (Number of patients attended for Physician and Nursing Service, both services not necessarily mutually exclusive)

2005/2006 2006/2007 Students Non-students Total

Students Non-students Total Students Non-students Total % Change % Change % Change

Medical Consultation & Nursing Service

33,360 51,108 84,468 28,370 46,333 74,703 -15.0% -9.3% -11.6%

003

The number of patient attendance (74,703) represents the number of patients seeking

physician and nursing service, there being a certain amount of overlapping of service

and therefore not an accurate measure of the actual numbers of patient attendance. For

the year 2006/2007, the actual number of patients attended (headcount) was 63,801.

This compares to the estimate of 61,745 patients last year. The number of patients

attending for Nursing Service Only was 3,983.

Physician Service vs Nursing Service

Of the 74,703 visits, 59,818 or 80% sought Physician Service, a rise of 4.3%. A total

of 14,885 or 20% of attendance required Nursing Service, an apparent decrease of

45.1%. In the calculation of Nursing Service for the year 2006/2007, simple services

provided by the nursing staff are no longer registered as Nursing Service as such (e.g.

the measurement of certain health parameters, the provision of attendance certificates to

Non-students, the handing out of certain provisions to patients as instructed by

Physicians, acting as chaperons to Physicians etc). As a result, the Nursing Service

count is markedly reduced.

57,341 27,127

59,818 14,885

0 20,000 40,000 60,000 80,000 100,000

2005/2006

2006/2007

Physician & Nursing Service Attendance(Types of Service)

PhysicianSerivce

NursingService

74,703

84,468

2005/2006 2006/2007 % Change

Physician Service 57,341 59,818 + 4.3%

Nursing Service 27,127 14,885 - 45.1%

Total 84,468 74,703 - 11.6%

004

Physician Caseload

Physicians daily caseload has averaged at 42 patients per doctor for the year 2006/2007.

The figures are lower during the summer months (June/July/August).

2006/2007 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun AverageNo. of Patients per Physician

per day 33 37 45 45 43 40 46 47 46 49 41 35 42

Services/Procedures/Multiple Diagnosis and Time Units

Patients with Multiple Diagnosis necessitating more than one standard time slot of 7.5

minutes; and those in need of Services/Procedures performed other than that of a

general consultation, amounted to 12,070 or 17.2% of the time slots consumed. A total

of 70,258 time units were used, translating to an equivalent of 1.17 time units (8.8

minutes) per patient visit, the total physician visits for the year being 59,818. Physician Service

Time Units Consumed Available Time Units

Consultations Other Services Total Utilization Rate

Jul 06 6,254 3,747 1,037 4,784 76.5% Aug 06 6,416 3,931 1,039 4,970 77.5% Sep 06 6,722 5,405 1,165 6,570 97.7% Oct 06 6,560 5,146 955 6,101 93.0% Nov 06 7,038 5,521 973 6,494 92.3% Dec 06 6,128 4,575 888 5,463 89.1% Jan 07 7,608 6,095 1,018 7,113 93.5% Feb 07 6,282 4,966 943 5,909 94.1% Mar 07 7,504 5,682 1,225 6,907 92.0% Apr 07 5,386 4,663 758 5,421 100.6% May 07 6,934 4,700 1,065 5,765 83.1% Jun 07 6,508 3,757 1,004 4,761 73.2%

Total 79,340 58,188 12,070 70,258 88.6%

Consultations: One time unit (7.5 minutes) is used for each consultation. Other Services: This is the time unit used for services including multiple diagnoses, minor procedures, physical examination, minor surgery, well woman clinic and psychological counselling.

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Utilization of Physicians Time

The utilization of Physicians time corresponded to the pattern of visits. The overall

average rate of utilization was 88.6%. This averaged at around 93.9% during term

time, and dropped to 77.7% over the summer holidays.

Physician Service

3,7574,7004,6633,747 5,6824,9666,0954,5755,5215,1465,4053,931

1,004

758888

9739551,165

1,0391,037

943 1,065

1,2251,0186,508

6,934

5,3866,254

6,416 6,722 6,5607,038

6,128

7,608

6,282

7,504

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

Jul 06 Aug 06 Sep 06 Oct 06 Nov 06 Dec 06 Jan 07 Feb 07 Mar 07 Apr 07 May 07 Jun 07

Time Unit

Consultations Other Services Available Time Unit

Average Utilization of Physicians Time = 88.6% (a) Utilization of Physicians Time during summer months (May August) = 77.7% (b) Utilization of Physicians Time during term time = 93.9%

Utilization of Nursing Service

A total of 14,885 patient visits attended for nursing service. 10,902 of these visits also

consulted a physician. 3,983 visits received nursing service only. Of the 14,885

visits, 17,247 service units were provided, some visits necessitating more than one

type/unit of service. Of the 17,247 service units, the majority were services provided

for the benefit of the Staff/Non-student population, 11,843 (69%) against 5,404 (31%)

for students. A change in the recording of what constituted nursing duties accounted

for the marked discrepancy in the numbers recorded when compared to previous years.

006

Pattern of Visits

As noted previously, the pattern of visits varies between term time and university

holidays, and between the winter months/influenza season and the summer.

UHS Attendance Statistics 2006/2007

6,848

5,842

6,8636,280

7,295

5,984

4,9825,6495,719

6,040 6,092

7,109

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

Jul2006

Aug Sep Oct Nov Dec Jan2007

Feb Mar Apr May Jun

No. of Visits

Physician Service Nursing Service Total No. of Service

Specialists Referrals

3,020 specialist referrals (an increase of 66.7%) were made in the year 2006/2007, the

majority of these being Non-students referrals. Of these, 249 were referred to the

Accident and Emergency Unit for immediate care. The three top specialist categories

for referrals are Internal Medicine (541), Surgery (514) and Ophthalmology (507).

The two previous years figures showed an apparently marked increase in the number of

patient referrals for specialist care from the UHS. This is accounted for by a recently

introduced scheme in which patients previously referred and of over a years standing

007

are reassessed. Those deemed needing continued specialist care are again endorsed

and recorded as referrals, resulting in an extra category of renewed referrals in

addition to the number of new referrals from the UHSs day to day operations. This

extra category of renewed referrals to a large extent contributes to the apparent

dramatic rise in the UHSs recent referral rate.

Students Non-Students Total

2004/2005 360 1,034 1,394

2005/2006 435 1,377 1,812

2006/2007 575 2,445 3,020

Change in numbers +140 +1,068 +1,208

% Change +32.2% +77.6% +66.7%

Physical Examinations

A total of 979 physical examinations were performed. 82 attended for the Health

Screening Programme which has since been discontinued. 897 were examined for

purposes such as employment medical examinations, fitness to work with radioisotopes,

fitness to teach, kindergarten entry, fitness to dive etc. The Health Screening

Programme, introduced in February 2004 and carried out on Saturday mornings, was

discontinued with the advent of the 5-Day Week on the 1st July 2007. An alternative

Health Screening scheme has since been introduced. This programme was made

possible by a collaboration between the Chinese Universitys Teachers Association

(CUTA) and the Chinese University Staff Association (CUSA) for the benefit of

members of the University in need of such a service. An outside health provider was

invited to participate in the programme. Two members of the UHSs physicians were

invited to assist and took part in the preparatory process.

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Non-Kept Appointments

A total of 6.45% of appointments (2,884 patients) made by Internet and Advance

Booking were not kept. These totaled 3,045 time slots booked. The majority of

non-kept appointments were booked via the internet (3.67% out of a total of 6.45%),

especially so amongst students (2.73% out of a total of 6.45%). Non-kept rates for

students were higher than that for staff (3.96% as compared to 2.48%). Most, if not all,

of the appointments made but not kept were replaced by Walk-In patients. Wastage is

kept to a minimum. However, in order to increase efficiency of service, a system of

recall/reminder is being considered.

Students Non-Students Total

Internet Booking

(% of total booked)

1,222

(2.73%)

417

(0.93%)

1,639

(3.67%)

Advance Booking

(% of total booked)

551

(1.23%)

694

(1.55%)

1,245

(2.78%)

Total

% of total booked

1,773

(3.96%)

1,111

(2.48%)

2,884

(6.45%)

Retired Staff Attendance

Retired staff attendance remained much the same as the year before. For the year

2006/2007, there were 4,172 retired staff visits, 9% of the Non-student attendance.

This corresponded to 9.2% of eligible retired staff against the total Non-student

population. The usage rate of 2.35 visits per retired personnel (4,172 visits for 1,775

persons) was comparable to that of 2.4 visits per person per year for the rest of the

Non-student population (42,161 visits for 17,597 persons). Of the 4,172 visits, 2,618

were physician visits (4.4% of physician attendance).

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Retired Staff Utilization of Service Attendance

Estimated No of Non-student Retired Staff& Dependant

% of Retired Staff& Dependant

to Non-student

Total Visits (% of Staffs

Total Attendance)

Physician Visits (% of Total

Physician Attendance)

1999/2000 15,347 970 6.3% (5.1%) 1,905 (2.8%)

2000/2001 15,466 1,076 7.0% (5.8%) 2,083 (3.2%)

2001/2002 15,636 1,154 7.4% (6.6%) 2,329 (3.6%)

2002/2003 15,953 1,255 7.9% (7.4%) 2,559 (3.9%)

2003/2004 16,396 1,423 8.7% (7.7%) 2,703 (4.1%)

2004/2005 16,877 1,508 8.9% (8.8%) 2,510 (4.4%)

2005/2006 18,265 1,618 8.9% 4,427 (8.7%)

2,585 (4.5%)

2006/2007 19,372 1,775 9.2% 4,172 (9%)

2,618 (4.4%)

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Chapter 3

Dispensary Service Dr Stephen Yuen and Mr Daniel Choi

In 2006/2007, the total purchase of medicines was over $1.6 million, which was 17% higher than the preceeding year. When adjustment was made for the stock received from previous year and drugs leftover to year 2007/2008, the net drug cost was $1.5 million, still a significant increase from last year. It was attributed to the increase in cost of both general stock and special stock items; the latter recorded a 39% increase.

The average cost per prescription or per item, when specialist scripts are included, both increased significantly. The cost per prescription was $29.6 and per item was $9.9, representing an increase of 49.5% and 43% respectively, year on year. In this year, fewer items could be ordered with a favourable government contract term discount. This is more so with special items still protected by patency. Efforts were made to find generic products, if available, with equally effective therapeutic effects but at more competitive prices. There was a slight increase in number of dispensing workload, with a total of 51,969 prescriptions and 155,974 items dispensed (an increase of 2.5% of scripts and 6.9% of items). An increase in specialist items was especially significant because these items demand more attention in the dispensing and procurement processes and were hence more labour intensive.

21,439 29,247

21,396 30,573

0 10,000 20,000 30,000 40,000 50,000 60,000

2005/2006

2006/2007

Number of Prescriptions

Student

Non-student50,686

51,969

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Chapter 4

Medical Laboratory Service Dr Memie Kwok and Ms Margaret Wong

The total number of laboratory tests in 2006/2007 was 30,973, showing an increase of 3.2% over the 30,014 tests in the previous year. The workload unit was 102,058 this year (or 395 per day), showing an increase of 3.7% compared with the 98,374 units in the previous year. The average workload units performed per day was maintained at the maximum level.

A total of 1,959 laboratory tests were performed by outside laboratories, showing an increase of 8.5% over the 1,805 tests in the previous year. These tests included pap smears, biopsy for histology, thyroid function group, routine culture, C-urea breath test and some other specific diagnostic tests. The UHS Medical Laboratory continued to be a participant of the Quality Assurance Programme organized by the Hong Kong Medical Technology Association (HKMTA) which ensures all test results performed by this laboratory are within the acceptable range.

3,982 26,032

4,441 26,532

0 5,000 10,000 15,000 20,000 25,000 30,000 35,000

2005/2006

2006/2007

Number of Laboratory Tests Performed

Student

Non-student30,014

30,973

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Chapter 5

Physiotherapy Service Dr Yu Wai Ming and Mr William Au

The total annual consultation of physiotherapy service in 2006/2007 was 9,901, with a student to non-student ratio of 1:5.8. There was a decrease of 17.8% in the total annual consultation comparing with the previous year (12,051).

There were 1,291 new referrals in 2006/2007, slightly decreased 3.5% of the

last year (1,338). Students new referrals comprised one-third of the total, which was higher than one-fifth of the year 2005/2006, hence indicated an increasing demand on the physiotherapy service for students. On average, each physiotherapist treated 26 cases per day in 2006/2007, which was comparable to the previous year. There was a turnover of the physiotherapist since December 2006, and hence caused the significant drop of the total annual consultation. However, with effect of the Universitys new policy on five-day-work, the daily booking time-slots per physiotherapist was re-scheduled from 27 to 29. Consequently the monthly consultations was increased and hence the productivity of the physiotherapy unit.

1,396 10,655

1,465 8,436

0 2,000 4,000 6,000 8,000 10,000 12,000

2005/2006

2006/2007

Number of Physiotherapy Service

Student

Non-student12,051

9,901

013

Chapter 6

Observation Care Service Dr Lo Tsun Fan

A significant development in this year was the acquisition of the Medtronic Defibrillator which is crucial in the management of patients with ventricular fibrillation. In the year under review, the after office hour attendance was 24 which is similar to that of the previous year. An account of the after-hour service is listed below:

2006/2007 Student Non-student Total Accident / Injury 1 0 1 Nursing Treatment 4 0 4 Illness 7 1 8 Observation 5 6 11 Total 17 7 24

Our observation room serves to provide intensive primary care service for our clients with serious medical illnesses. In the forgone year, the number of patients managed in our observation room was 396, which was an increase of 3.7% as compared with that of the previous year (382 cases). The following is an account of the cases observed:

2006/2007 Illness Student Non-student Total Head Injury 3 2 5 Chest Pain / Palpitation 4 2 6 Accident 2 7 9 Respiratory Distress 1 12 13 Hypertension / Hypotension 1 15 16 Fever 21 9 30 Dyspepsia 26 5 31 Abdominal Pain 30 17 47 Dizziness 23 25 48 Dysmenorrhoea 37 13 50 Gastroenteritis 37 30 67 Others 37 37 74 Total 222 174 396

Four first-aid classes were organized in 2006/2007. Out of 104 participants, 102 passed and were awarded first-aid certificates. The passing rate was 98%. A Basic Life Support course had been organized for UHS staff on 14 October 2006 at Caritas Medical Centre. Twenty of our staff participated in the course. All participants passed the examination and were awarded professional certificates.

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Chapter 7

Dental Service Dr Ricky Tsang

The Dental Unit aims to provide students,

staff and dependants of the University with

a comprehensive range of preventive and

curative general dental and prosthodontics

services. Emphasis was placed on oral

health education and total patient care.

During 2006/2007, the total number of

dental visits was 19,629 showing a decrease of 2.6% compared with last years

performance. The decrease was mostly due to the new arrangement of allocating of an

appointment per dental surgeon per day for urgent walk-in cases instead of squeezing in

between scheduled appointments. Although the number of visit has dropped, this

arrangement has the advantage of providing more time to treat the urgent walk-in

patients so that the dental surgeon can provide quality dental service to the patients.

Moreover, it is fair to the patients with scheduled appointments that their time for

treatment will not be shortened due to sparing time for the urgent cases.

There was a total of 1,040 dental visits (5.3% of the total) by the retirees and their

dependents. Retiree visits showed an increase of about 1% as compared with

2005/2006. Although the attendance rate of this group remained low compared with

other categories of patients, the type of treatment required by this group was usually

more complex and time consuming.

The average waiting time for Dental Surgeon appointments was about 2 months for new

cases and about 3 months for follow-up cases. The average waiting time for Dental

Hygienists was about 2 months. Emergency cases could receive treatment within 2

hours on the same day.

015

The Dental Unit again organized the annual Dental Screening Examination Scheme for

new undergraduate students during the Entrance Health Examination held in the UHS in

August. The objectives of the Scheme were to familiarize students with on-campus

Dental Service, to enhance their dental health awareness and to offer to them basic

dental check up as well as treatments for urgent dental problems. A total of 538 new

students attended dental consultation during 2006/2007, showing an increase of 30%

compared with the figure of 414 students for the preceding year.

9,394 10,769

8,847 10,782

0 5,000 10,000 15,000 20,000 25,000

2005/2006

2006/2007

Dental Service Attendance*(Student & Non-student Members)

Student

Non-student20,163

19,629

* Dental visits for dental surgeons and dental hygienists combined.

016

Chapter 8

Health Promotion and Public Health Service Mrs Pauline Kan

The Health Education Unit working together with the Committee on Health Promotion and Protection had successfully implemented a series of initiative health promotional programmes. Over the past year, the projects brought much inspiration to staff and students and received strong support and participation from different

departments and units. The success of First Asia-Pacific Conference on Healthy Universities, the Campus Health Ambassadors Programme and Walking Campaign served as the blueprint and benchmark for our local counterparts as well as universities in the neighboring areas. For the year 2006/2007, the major health education activities consisted of the following: 1. Seminars: Monthly seminars were jointly organized with the Training Section of

the Personnel Office. The main theme was Healthy Campus, Prosperous Life (Appendix 1). Besides, Monthly staff seminars were regularly held in UHS (Appendix 2).

2. Campus Health Ambassadors

Programme: This student programme was not only very accepted by our local undergraduates, lots of requests from the postgraduates and mainland students were received. On top of the ten students from each college, three postgraduate students were also recruited. The success of the programme owed to the sponsorship from GlaxoSmithKline Limited and the four Colleges. After the opening ceremony by Prof Jack Cheng and Prof SH Lee, the selected ambassadors were given a course of health preventive topics, communication and leadership skills. By means of using

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their peer influence via campus projects, they passed health messages to their fellow classmates, friends as well as family members. The ambassadors also participated in community projects and extended the communication and knowledge to the public. The CUHK Convocation generously sponsored the Health Ambassadors an exchange visit to the Shantou University Medical College in China. A conference and health promotion activities were organized. It was a valuable experience to the students for both universities. For details, please refer to http://www.cuhk.edu.hk/healthpromotion/chap/06-07shantou.htm

3. Smoke Free Campus: Starting from 1st January 2007, all schools and universities

were designated as smoke free campus. The Health Education Unit involved in:

creating a website for information at: http://www.cuhk.edu.hk/uhs/smokefree/index_eng.html

designing and publishing calendar cards on Smoke Free Campus arranging seven forums as follows:

Date Topic Speaker Audience

25/1/07 Smoking and Health COSH Minor Staff and Canteen Workers26/1/07 Smoking and You Dr Vincent Kwong UHS Staff 5/2/07 Smoking and Public Health Prof Jack Cheng

Dr Christine Wong Mr Jacob Leung Dr Ben Fong

Unit Heads

14/2/07 Smoking and Health COSH Students 27/2/07 Smoking and Health COSH Staff (Cantonese) 2/3/07 Smoking and Health Dr Vincent Kwong Staff & Students (English) 6/3/07 Smoking and Health Dr H Y Chiu Staff & Students (Putonghua)

arranging smoking cessation session for individual staff and students arranging interview by students magazine for update information on smoke

free campaign

4. First Asia-Pacific Conference on Healthy Universities: Representative of 35 institutions from 10 Asia-Pacific regions, together with representative of all 8 UGC-funded universities in Hong Kong joined the First Asia-Pacific Conference on Healthy Universities from 8th to 10th March 2007 at the School of Public Health, PWH. The Conference was initiated by the University Health Service, organized by the School of Public Health. The Conference

018

established an ongoing collaborative network among universities in the Asia-Pacific region. Dr Shigeru Omi, WHO Regional Director for the West Pacific, Dr York Chow, Dr PY Lam, Mr Anthony Wu, Prof Jack Cheng, Prof TF Fok and Prof Siam Griffiths officiated at the closing ceremony and all parties signed a joint declaration to advocate and invest the health aspect of the universities. CUHK was committed to promote health to all staff and students. The Campus Health Ambassadors played a major role in the conference. They involved as the Masters of the Ceremony and obtained an outstanding award on the booth competition.

5. Hepatitis Awareness Campaign: The campaign included exhibition, blood checking

for serological markers and vaccination for those in need. 500 staff, students and dependants attended the blood checking. 903 doses were given at the campaign. 10 members with HBsAg positive were referred to Hepatitis B Clinic, either in Taipo Nethersole Hospital or Prince of Wales Hospital. High risk groups were given free Hepatitis B vaccination.

6. Influenza Vaccination Campaign: The high risk groups

were given free vaccination, which included undergraduate students, postgraduate students and staff. Group vaccinations for high risk groups were conducted at UHS and PWH for 6 days. A total of 2,275 doses were given for the above groups. Group vaccination campaigns were also arranged for general staff and students with 1,542 doses given. Totally 3,817 doses were given.

7. Entrance Health Evaluation Programme (EHE): The 6-days programme was

organized for all new students which included an orientation, basic screening and checkup, vaccination of booster dose of Diphtheria and Tetanus (DT). The objective was to identify health problems among students for early recognition to receive medial care and vaccination (booster dose of DT), and to familiarize students to the UHS. Total number of new students: 3,127 (including exchange students) Total number of attendance: 2,476 (80%) Booster doses of DT: 2,369 (96%)

73 students were screened for medical examination, mainly on disability, other medical problems and special physical examination. 14 students were follow-up

019

on counselling, mainly on adjustment problem, which other psychological problems were referred to the Office of Student Affairs (SAO). Three surveys were conducted together with School of Public Health and Department of Community and Family Medicine on lifestyle, acne problem and sexual behaviour.

8. Health Science Students Vaccination Programme: Booster doses of DT were given

during the EHE. Serological screening on Hepatitis B, Rubella and Chickenpox was arranged and vaccination was given accordingly. Post vaccination blood test on Hepatitis B for Year 2 students was arranged and vaccination was given accordingly. MMR vaccination was given to all health science students during Facultys registration:

Total number of students: Medicine 140 Nursing 180 Pharmacy 30 Chinese Medicine 35

84 Medicine Year 4 students who chose to go to high risk HIV endemic countries

such as Swaziland and South Africa were given HIV pep (Combivir). Totally 420 doses were given.

9. First Aid Courses: Three Certification First Aid Courses were organized in May to

August 2006, 87 staff participated with 85 passed (98%). One Refresher Course was held in July 2006, 17 staff participated and passed (100%). A Basic Life Support Certificate Course on CPR in Caritas Medical Centre was arranged for 20 UHS staff including doctors, nurses, dental and pharmaceutical staff.

10. Blood Donation Campaign: It was jointly organized by SAO and Hong Kong Red

Cross in October 2006 and March 2007. Total Attendance was 622. 11. Travel Health: Free vaccination would be provided if the trip were taken for

job-related business, otherwise the cost prices of the vaccine were charged. Travel medicine packs were also available at $50. Besides giving advices in traveling health, checking of immunization status and giving appropriate vaccinations, certificate were signed when needed. 190 students obtained advice, vaccination and certificate signed for exchange program. Year 3 and Year 4 Medical students came for vaccination and certification for their elective programmes. Two talks on traveling health were also conducted for SAO before their internship programmes for students in Europe and Mainland China.

020

12. Health advice and counselling were given everyday on any health problems, ranging form chronic diseases, weight management, mental health, travel health, personal problems, nutrition, stress management, childrens health, etc. Around 100 clients were entertained every month. Health Education Unit also coordinated and directly provided services to all students with physical disabilities.

13. Public Health Issues and other events:

Monitoring the infection diseases in the campus Arranging stool examination for food handling staff for food poisoning

organisms, ova and cyst screening and giving relevant advice on follow-up action for their positive findings

Arranging health talks to canteen workers at current related issues Giving free Hepatitis B vaccination to staff with high risk exposure Giving booster doses of Tetanus to staff of Laboratory Animal Service Centre Medical Surveillance for contact training of students referred from Chest

Clinic. Supervision on medication was provided for students with active pulmonary tuberculosis.

Updating new vaccinations such as Pneumococcal Conjugated vaccine, Rotavirus vaccine, HPV vaccine and new immunization programme for babies

Arranging fit test for UHS staff Producing a DVD on Work Safety and distributing to all new staff through the

Training Section of Personnel Office Producing a DVD on Introduction to UHS Services Jointly organizing the Organ Donation Campaign with Transplant

Co-ordination Section of Prince of Wales Hospital, Hospital Authority Jointly organizing a summer camp on Healthy Lifestyle with CUSA in July

2006 Conducting a client satisfactory survey Updating the Committee on Health Promotion and Protection website Secretary and member of the Hong Kong Tertiary Institutions Health Care

Working Group Participated in surveys and organizing Joint Institutions Mental Health Ambassador Programme

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Chapter 9

General Administration Service Mrs Jenny Kwong

Budgetary Control and Management Despite substantial budget cut in 2006/2007, UHS is still able to meet the target expenditure and the following are examples of the achievement: i. Self-finance deficit for earmarked medical expenses in view of tight budget

provision. ii. Self-finance an automatic external defibrillator for $38,800. iii. Temporary employment for more than 11 months to cover a UHS staff on

prolonged sick leave. iv. Ad-hoc employment for 10 weeks to cover a UHS staff on maternity leave to

ensure timely UHS laboratory service. v. Self-finance additional staff cost (i.e. merit award, gratuity, sessional payment,

etc). Staff Management and Development 1. Re-engineering, Staff Management

Streamlined staff relief arrangement to maximize utilization of clerical pool. Proposal was put forward with endorsement from management to enhance flexibility in staff deployment among clerical staff in the medical and dental clinic. New initiatives were adopted as follows for better staff deployment at times of peak demand: i. Establishing standard of performance jointly with the workforce to uplift

productivity, especially for processing Staff Medical Benefits Scheme (SMBS) claims to facilitate medical premium negotiation by Bursary under SMBS.

ii. Supporting Health Education activities despite of tight manpower supply, for example:

Hepatitis Preventive Campaign and Flu Vaccination Campaign Co-ordinating luncheon seminars Clerical support in health promotional activities

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iii. Updating tremendous volume of health records for those participated in Hepatitis Campaign/Flu vaccination.

iv. Deploying the clerical staff of both the Medical and Dental units through better leave relief (i.e. lunch relieving).

v. Ad-hoc recruitment of a clerical staff to cover heavy workload and ad-hoc assignment(s) at times of staff with prolonged sick leave.

vi. Better staff deployment to cover around 3 months maternity leave for a general grade staff in the General Office.

vii. Providing on-the-job training to a newly recruited clerical staff to cope with the demand for a wide range of clerical services.

2. Teamwork Initiated by the general grade employees to re-shuffle a large volume of patients

records to allow more space for inclusion of 2007/2008 new students/patients records. It was not an easy job without high staff commitment. By putting effort on aligning different expectations, better team spirit has been achieved.

3. Staff Development Staff are provided with the opportunity to enrich their job through exposure to a

variety of job assignments. Besides, general grade staff are motivated to attend in-house training courses for providing better administrative services.

Administration of the Staff Medical Benefits Scheme (SMBS) 1. Staff Medical Benefits Scheme (SMBS)

The number of applications for reimbursement of medical expenses has risen by 66% (5,596 applications in 2006/2007 vs 3,360 applications in 2005/2006). As requested from Payroll Section for an even submission of relevant claims to their section, it affected our work pattern by spreading the workload throughout the working period. Under normal circumstance, the average processing time was shortened to completion within 2-3 weeks in 2006/2007. The performance pledge of processing medical reimbursement applications was achieved, despite the increase of workload mentioned above.

Continued efforts have been put on enhancing service quality and delivery like the introduction of partial automation of medical reimbursement processing,

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streamlining workflow of handling medical claims to meet enhanced workload.

Breakdown of medical claim applications was provided in Table 7. 2. Expenditure on SMBS

The expenditure on medical benefits increased by 52% ($18,146,855 in 2006/2007 as against $11,868,365 in 2005/2006).

Active Support in the Renewal and Implementation of the Medical Insurance Plan for Retirees (MIPR), Network Hospital Scheme and Top-up Insurance Scheme The whole has put extra accountability at times of increased complexity and rapid changes in SMBS policy and scheme(s) on top of implementation of the new Top-up Insurance Medical Scheme. Because of late submission of claims, it added the burden to oversee the overall UHS administration of SMBS to meet deadlines for submission of claims to external insurance company. UHS was actively in the initial planning, briefing sessions and participated in discussion and formulation of policy making of the scheme. Being one of the key units to administer the new scheme effective July, 2006, the Administration Unit participated in the review of medical benefit schemes in the past years upon the implementation of the new schemes. Office Administration 1. Office Procurement

Work closely with managers of UHS to resolve administrative problems arising from changes in policy and ad-hoc financial requests. In order to maintain quality of services while not to sacrifice staff moral in managing increasing workload including execution of expense applications, office procurement, payment processing, cash management, equipment maintenance, minor repairs, etc., time management, problem solving and commercial mindedness are the skills we need.

We take the initiative to apply internet and intranet technology to enhance communication and introduce paperless office and involvement in campus-wide energy saving campaign.

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2. Five Day Week (5DW)

General Administration Unit provided support to facilitate a smooth transition to 5DW by making efforts to streamline and automate office work and administration with an aim to minimize costs and improve operational efficiency.

Manpower planning for frontline staff to implement the 5DW University

policy in phases. System changes to extend clinical booking hours in week days. Publicity and update telephone message(s) for telephone booking hotline(s). Make use of University Internet Services to facilitate announcement of UHS

5DW policy. 3. Tendering for Laboratory Services

In line with the University ordering and tendering procedures, tendering exercise for UHS laboratory services was carried out. Upon approval from Tendering Board, new service providers for laboratory services were introduced effective July 1, 2007 in UHS and their service was provided to our satisfaction.

Effective Record Management/Clinic Performance Staff possessed the skills to handle over 300 phone calls and walk-in enquiries per day. The retrieval and filing of a large volume of records per day was the first line in maintaining efficiency at work. The unit also involved with record management over 10,000 active medical files and timely updating of patients records with filing of laboratory results, staff movement information, doctors correspondence and injection records which were crucial to timely clinical management. Database Management and System Support 1. Reports Compilation

The major scope of working includes maintaining the system operations by providing PC and IT supports, updating benefit information on the website, compiling statistics and reports for University Health Service Committee meetings and management decision:

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UHS Attendance Statistics Monthly Report Appointment Summary Monthly Report Treatment Type Monthly Report SMBS Medical Reimbursement Monthly Reports Accidental Injuries Monthly Report

2. System and On-site Support in UHS

UHS operation is now more system-driven. Any cause of system breakdown would result in delay in appointment booking for physicians visits. General Administration Unit provided timely on-site support in UHS with assistance from ITSC, handling enquiries in relation to:

Appointment System/Calling System/Dispensary System Co-ordinate the establishment of new LAN account for new UHS staff Arrange and co-ordinate swap of computers internally in UHS Liaison with ITSC in relation to the maintenance agreement for UHS

hardware and software Procurement and new PCs, whenever necessary

Personnel Management 1. Work involvement includes administration of recruitment of UHS staff, e.g.

Nursing Officer and Physiotherapist, execution of Appraisal Scheme, Contract-end Merit Award Scheme, staff cost budget provision for contract renewal(s), salary matching and staff appointments and movement.

2. To administer Performance Review and Development System (PRDS) in UHS.

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Appendix 1

HEALTH TALKS Date Topic Speaker

6.9.2006

13.2.2007 HPV

26.4.2007 Talk on Acne Vulgaris and Related Disorders

Healthy Campus, Prosperous Life Series of Seminars: (Jointly organized by UHS and the Training Section of the Personnel Office)

24.7.2006 /

17.8.2006

25.10.2006 -

28 & 30.11.2006

14.12.2006 ""

1.2007 - 3.2007 ( 18 )

27.3.2007 -

20.4.2007

25.4.2007

23.5.2007

11.6.2007 - /

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Appendix 2

UHS MONTHLY STAFF SEMINARS Date Topic Speaker

28.7.2006 Directors Speech Dr Ben Fong

29.9.2006 Anodyne The Infrared Approach Mr William Au

27.10.2006 Changes of Dispensary is the Last 5 Years Mr Daniel Chow

24.11.2006 Arts Therapy Dr Memie Kwok

26.1.2007 Smoking and You Dr Vincent Kwong

23.2.2007 Green Campus Mrs Pauline Kan

30.3.2007 Preview of 5 Day Operation Week Dr H Y Chiu

27.4.2007 Downs Syndrome, Thalassemia and Segama Disease Ms Margaret Wong

25.5.2007 Electronic Pulp Testing Dr K L Yip

29.6.2007 Sudden Death Dr T F Lo

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Appendix 3

STAFF CHANGES

Appointments

Ms KWONG Ka Man Flora, Project Assistant 12 Jul 2006

Ms LAI Suk Ying Stephanie, Clerical Assistant 7 Aug 2006

Dr LEE Pui Yin Michael, Locum Physician 3-16 Oct 2006 23 Oct - 13 Nov 2006

23-24 Nov 2006

Ms NG Yuen Wah Cara, General Clerk II 23 Nov 2006

Ms YUEN Wing Ki Winkie, Physiotherapist II 3 Mar 2007

Dr TSEUNG Chun Hin Andrew, Locum Physician 2-13 Apr 2007

Sr LUK Kar Bo, Nursing Officer 28 May 2007

Resignations

Ms CHAN Woon King Angeline, Physiotherapist In-charge 6 Dec 2006

Sr CHAN Kit Sau Susana, Nursing Officer 8 Jan 2007

Ms KWONG Ka Man Flora, Project Assistant 8 Jun 2007

Ms YUEN Wing Ki Winkie, Physiotherapist II 8 Jun 2007

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Appendix 4

STAFF LIST (30 June 2007)

Dr FONG Yuk Fai Ben Director Dr LO Tsun Fan Senior Physician Dr CHIU Ha Ying Physician Dr KWOK Memie Physician Dr KWONG Sui Wa Vincent Physician Dr YU Wai Ming Physician Dr YUEN On Ah Stephen Physician Dr TSANG Wai Kit Ricky Dental Surgeon In-charge Dr CHAN Sze Kin Dental Surgeon Dr CHENG Wai Yee Winnie Dental Surgeon Dr TONG Chi Keung Michael Dental Surgeon Dr YIP Ka Leung Dental Surgeon Ms YUEN Mei Yin Pauline Health Education Officer Sr LUK Kar Bo Nursing Officer Ms HO Siu Hing Registered Nurse Ms LEE Man Sim Lucia Registered Nurse Ms NG Chu Fan Iris Registered Nurse Ms TSANG Yin Ching Tina Registered Nurse Ms WONG Wai Ling Carol Registered Nurse Ms WONG Sau Mei Michelle Enrolled Nurse Ms AU Pik Ching Eva Dental Hygienist Ms LEE Ying Shan Phoebe Dental Hygienist Ms TSOI Yuk Yin Louisa Senior Dental Surgery Assistant

Ms AU Lai Yin Jaime Dental Surgery Assistant Ms LAM Lin Choi Ellen Dental Surgery Assistant Ms CHAN Kam Mui Mable Dental Surgery Assistant Ms TSUI Yuk Yee Bessie Dental Surgery Assistant Ms WAN Yin Kwan Jodi Dental Surgery Assistant

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Mr AU Wai Lam William Physiotherapist In-charge Ms WONG Lai Sim Margaret Medical Technologist Ms CHEN Wai Wing Olivia Medical Laboratory Technician Mr CHOI Wing Kam Daniel Senior Dispenser Mr WONG Yuk Tong Dispenser Ms LAM So Mei Jenny Executive Officer Ms CHAN Mei Bo Mabel Personal Secretary Ms TSUI Wai Fan Carol General Clerk Ms CHENG Sau Wai Maggie General Clerk Ms LO Sau Har Iris General Clerk Ms LUK Yin Mei Catherine General Clerk Ms MAK Yuk Wa Sonia General Clerk Ms NG Yuen Wah Cara General Clerk Ms HUI Lai Ching Heidi Project Assistant Ms LAI Suk Ying Stephanie Clerical Assistant Ms OR Hang Kiu Winnie Office Assistant Ms WONG Siu Wah Cynthia Office Assistant Mr SUM Tze Fung Laboratory Assistant Mr WONG Sui Man Laboratory Assistant Ms LEE Kin Sun Workman Ms LEUNG Lai Ching Workman Ms LI Chun Lan Workman Ms LI Yuk Ching Workman

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