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OFFICE MEMORANDUM

OFFICE MEMORANDUM Republic of the Philippines Province of Masbate Municipality of Esperanza MUNICIPAL HEALTH OFFICE 2017-09-27

Republic of the Philippines Province of Masbate Municipality of Esperanza

MUNICIPAL HEALTH OFFICE

2017-09-27

No.

2017-0005

TO:

All LGU-employed staff, detailed staff from PHO, deployed staff from DOH-ROV

FROM:

MUNICIPAL HEALTH OFFICER

SUBJECT:

Signing of Daily Time Records (DTRs)

I.

WHEREAS, there have been poor entries of health records; inaccurate, incomplete, late submission of reports without any sense of internal validation performed; and thereby, late submission of consolidated reports to authorities;

II.

WHEREAS, our office has been noted to be among the tardiest, with still inaccurate reports, as evidenced by the visit of the PHO Family Planning program manager, and still a poor quality of submitted reports from July to August;

III. WHEREAS, there have been reports of tardiness and absences without any prior notice that are only acceptable if performance is up to standards desired for the minimum functionality of the individual staff roles, and the accomplishment of the office mission, vision and goals per program

IV. WHEREAS, civil servants should display their creed as exemplified in the Panunumpa ng Kawani ng Gobyerno, as mentioned in Office Memorandum 2017-002.

V.

WHEREAS, Department Memorandum 2016-002 signed by the previous Municipal Health Officer April M. Magtarayo, MD related to this matter has not yet been rescinded.

VI. THEREFORE, all DTRs of the Rural Health Midwives (RHMs), deployed staff from DOH-ROV under the Rural Health Midwife Placement Program (RHMPPs), the Public Health Nurse, and Public Health Associatie (PHA) shall NOT be signed starting October 2017 until the following are presented to be complete and accurate and conforming to the definitions and expected outputs from the processes identified in the FHSIS 2012 Manual.

  • 1. Target Client Lists for Prenatal Care, Postpartum Care, Nutrition and Expanded Program for Immunization, Family Planning, and Sick Children

    • a. Family serial numbers may be left blank for now, pending the masterlist of households, families, and their individual members of the Barangay Health Workers, or as sourced from a similar census reported by the individual barangays to the MLGOO, as decided by the Public Health Nurse.

      • i. In case the Public Health Nurse decides on using the census of each barangay, s/he shall encode these and attach the respective household numbers and family serial numbers. S/he may ask for the assistance of the Public Health Associate to complete at most 70% of the list. The PHN should be able to upgrade her/his clerical skills and computer literacy to be able to perform her/his basic functions.

  • 2. Summary Tables

    • a. The locally-crafted FHSIS FP Brgy Tracking Form will be used in lieu of the section on Family Planning in the Summary Table.

    • b. Summary Tables for Prenatal Care and Natality will be modified by the Public Health Nurse in accordance with the latest Safe Motherhood Form, to fit in one to at most, two A4 sheets, with at least 0.3” margins.

    • c. Summary Tables will be attached or clipped inside their respective TCLs.

Republic of the Philippines Province of Masbate Municipality of Esperanza MUNICIPAL HEALTH OFFICE d. Summary Table

Republic of the Philippines Province of Masbate Municipality of Esperanza

MUNICIPAL HEALTH OFFICE

 

d.

Summary Table for Tuberculosis need not be done due to the reliability of ITIS.

  • 3. M1 shall be presented together

VII. Data Quality Check shall be done on three levels

  • 1. Between partner RHM and RHMPP, during their free time. Labor and delivery monitoring in the birthing facilities and duties in outpatient consults do not take up the entirety of their duties. As such, it is recommended that internal validation, and intra-level validation be conducted during these free time if they are not amenable to perform work outside office hours.

  • 2. Between RHMs and PHN.

 

a.

8AM until 2PM of the last work day of the week are allocated to perform data quality check from TCL completeness and accuracy, and clinical performance audit.

 

i.

Standards set must conform to latest DOH circulars. It is a must that the PHN update herself of these issuances even if s/he is not able to attend updates given that there is access to internet through mobile data in the municipality; there is a laptop allocated to the PHN; printers with ink, photocopy capability, and blank bond papers are available; and s/he is a civil servant who should strive to improve on her/his knowledge, skills, attitudes, and practices, to better perform her/his function.

 

b.

The first Friday, or the last workday of the first week, of the month will be allocated to evaluating the Safe Motherhood Program in terms of clinical audit of each ITR, whether or not a uniform ITR has been adopted or not given that all RHMs have been trained on BeMONC already. DQC of the program reports of the previous month may be included or be conducted earlier if the last day of the month does not coincide with the

c.

The second Friday, or the last w

 

i.

 

d.

VIII.

To ease the regular consolidation and record-keeping of all FHSIS and HSPMU indicators, the

PHN and PHA shall construct an Excel-based database to be able to consolidate on the day of deadline of submission, to accommodate the in-depth cleaning and assurance of quality and consistency of all data prior to the day of submission. Lack of baseline knowledge or skills in accomplishing this task will be remedied by the wealth of information accessible in the World Wide Web.

IX. THEREFORE, the DTRs of the Rural Sanitary Inspectors shall only be signed once

  • 1. For the month of October 2017, the DTR of RSI-II detailed from PHO shall only be signed once

 

a.

He has presented the Community-led Total Sanitation and Zero-Open Defecation framework and action plan to the RHU staff, particularly to the deployed staff of DOH-

 

ROV’s Nurse Deployment Program, or NDPs, on a Monday of October 2017

 

b.

Presented drafts of inspection forms and written protocols in inspection of food establishments, water refilling stations, disinfection of Level-I water supply

  • 2. For the month of November 2017, the DTRs of the RSIs shall only be signed once spot maps of households per purok or barangay in terms of have been

Republic of the Philippines Province of Masbate Municipality of Esperanza MUNICIPAL HEALTH OFFICE X. WHEREAS, in

Republic of the Philippines Province of Masbate Municipality of Esperanza

MUNICIPAL HEALTH OFFICE

  • X. WHEREAS, in line with the principles of sustainable development, through efforts of rendering our services eco-friendly, all monthly accomplishment reports are to be printed back-to-back, with the comments listed under the columns entitled ‘Program Highlights Issues/Concerns’ and ‘Actions Taken/Recommendation for the Program’ rendered in font size 8 or 9. A sample of the modified accomplishment report is attached for your perusal

XI. To ensure that all programs are delivered with quality, reaching out to all clients concerned, the following monthly targets are to be computed by the respective NDP.

  • 1. Safe Motherhood Program

a.

Newly pregnant women tracked and assisted by the NDP in formulating their Birth Plan

  • i. Given that a master list is still being processed, confer with the number of new pregnant women seen in the same month of the previous year

b.

Pregnant women provided with antenatal check-up (ANC) for the month

  • i. Prepare the list of women of reproductive age, who are (1) currently not on long-term contraception such as DMPA, OCPs, IUDs, subdermal implants; and (2) have engaged in sexual activities

ii.

Identify those who have

 

To prepare this list, it is a must that

 

a complete, verified master list of the whole population within your catchment areas, through the help of the respective BHWs be identified.

 

iii.

List down the pregnant women who are currently in their second trimester but have NOT yet consulted during the past month

c.

GABRIEL R. BORLONGAN, MD Municipal Health Officer Esperanza, Masbate

REQUIREMENTS FOR

REQUIREMENTS FOR Republic of the Philippines Province of Masbate Municipality of Esperanza MUNICIPAL HEALTH OFFICE SIGNING

Republic of the Philippines Province of Masbate Municipality of Esperanza

MUNICIPAL HEALTH OFFICE

SIGNING OF DTRs Due to

Shortened description of task or activity by MHO Gabriel R. Borlongan (2017-09-22)

Full description of task or activity from DOH ROV

Verifiable Evidence

SAFE MOTHERHOOD PROGRAM

 

1.a. New pregnant tracked + birth plan

1.a. No. of New Pregnant women tracked and assisted by the NDP in the formulation of a Birth Plan

Pregnancy Tracking Form

1.b. ANC

1.b. No. of Pregnant Women provided with Antenatal check-up for the month

TCL for Pregnant Women

1.c. TT

1.c. No. of Pregnant Women vaccinated with Tetanus Toxoid for the month

1.d. ANC Defaulters

1.d. No. of Defaulters to prenatal Check-ups tracked and provided by the NDP with pre-natal services

1.e. NBS Counseling

1.e. No. of Pregnant Women/Couples counseled by the NDP on Newborn Screening for the month.

1.f. NSVD Assist

1.f. No. of vaginal deliveries assisted by the NDP for the month

1.g. PP

1.g. No. of Post-Partum Women provided by the NDP with Post Partum care for the month.

1.h.PP Defaulters

1.h. No. of Defaulters to Post-Partum check-up tracked and given post-partum services by the NDP

1.i. IEC (SM,OH,FP/RPRH,NIP,Adol,Nut,EBF,CC)

1.1 No. of IEC/advocacy activities on safe motherhood, oral health, family planning/RH, immunization, adolescent health, nutrition/breastfeeding, and/ or child care conducted by the NDP for the month.

Logbook of IEC Activities Conducted

NATIONAL IMMUNIZATION PROGRAM

 

2.a. NIP

2.a. No. of children vaccinated by the NDP during routine immunization for the month

TCL for Immunization

2.b. NIP Defaulter

2.b. No. of defaulters to Immunization (eligible children with incomplete immunization at 12 months of age) tracked and given appropriate immunization by the NDP for the month

TCL for Immunization

2.c. HPV 9-10 y/o

2.c. No. of female children 9-10 years old given against HPV b the NDP during community-based immunization (Masbate, Cam Sur, Naga City)

Masterlist of 9-10 years old female children

2.d. SBI MR/Td Gr1 Gr 7

2.d. No. of Grade 1 and Grade 7 students vaccinated with MR/Td by the NDP during the School-Based Immunization

SBIP Masterlist and reporting forms

2.e. SC Flu PCV

2.e. No. of Senior Citizens (60 years old and above) vaccinated by the NDP with Influenza/ Pneumococcal vaccine for the month.

TCL for Senior Citizen

2.f. AEFI

2.f. No. of Adverse Events Following Immunization (AEFI) cases identified and referred by the NDP to supervisor for the month

AEFI Case Reporting Form

NUTRITION PROGRAM

 

3.a. OPT 0-59m

3.a. No. of nutritional assessments on children (0-59 mos) assisted by the NDP for the month

OPT-Plus report

3.b. Vit A 6-59m

3.b. No. of children (6-59 mos) given Vitamin A capsules by the NDP for the month

GP Masterlist and Report TCL for Sick Children and Under-5

3.c. Deworm 1-4y

3.c. No. of children (1-4 yo) dewormed by the NDP for the month

3.d. MNP 6-23m

3.d. No. of children (6-23 mos. old) given Micronutrient Powder by the NDP for the month

ADOLESCENT HEALTH PROGRAM

 

4.a. New Teen Mom

4.a. No. of new pregnant teenagers identified by the NDP and referred to a Hospital Facility for the month

TCL for Pregnant Women

FAMILY PLANNING PROGRAM

 

5.a. FP Counseling

5.a. No. of couples provided by the NDP with FP Counseling for the month

TCL for Family Planning

Republic of the Philippines Province of Masbate Municipality of Esperanza MUNICIPAL HEALTH OFFICE 5.b. FP Commodities

Republic of the Philippines Province of Masbate Municipality of Esperanza

MUNICIPAL HEALTH OFFICE

5.b. FP Commodities

5.b. No. of clients provided by the NDP with modern FP commodities (including resupply of commodities for natural and artificial methods) for the month

TCL for Family Planning

NATIONAL TUBERCULOSIS CONTROL PROGRAM

 

6.a. Presumptive TB

6.a. No. of presumptive TB referred

Presumptive TB Masterlist

6.c. TB Tx Defaulters

6.c. No. of defaulters followed up

DSTB Register

6.d. Refer for HIV Test

6.d. No. of TB patients referred to Social Hygiene Clinic for Free HIV testing

Referral/Reply Slip Forms Folder

NATIONAL HIV-ADIS/STI PREVENTION AND CONTROL PROGRAM

 

7.a. High Risk Behavior

7.a. No. of persons with high-risk behavior provided IEC (MSM/TG/FSW/MSW/IDU/Multiple Sexual Partners)

Logbook for IEC activities conducted

7.b. High Risk Behavior Referred

7.b. No. of persons with High Risk behavior referred to Social Hygiene Clinic for Free STI/HIV Testing

HCT Recording Form

7.c. IEC Peer educator

7.c. No. of advocacy activities conducted with Peer Educators (if any)

Logbook for IEC activities conducted

7.d. Preg referred for RPR

7.d. No. of pregnant women referred for syphilis testing

Daily STD/STI Masterlist

RABIES PREVENTION AND CONTROL PROGRAM

 

8.a. Animal Bite First Aid & Referred

8.a. No. of animal bites cases provided with first aid and referred to RHU/ABTC

Rabies Registry

EMERGING AND RE-EMERGING INFECTIOUS DISEASE (EREID) PROGRAM

 

9.a. Brgy HERP

9.a. No. of Barangays identified with Health Emergency Preparedness Plan

Copy of HERP

9.c. BHERT

9.c. No. of Barangays identified with organized & functional Barangay Health Emergency Response Team

Logbook for IEC activities conducted

SCHISTOSOMIASIS CONTROL AND ELIMINATION PROGRAM (SCEP)

 

10.a. MDA 5-65 (Juban & Irosin)

10.a. No. of individuals (5-65 yrs old) provided with MDA meds (Juban & Irosin Sorsogon only)

MDA masterlist

10.a.1. SBMDA 5-17y

10.a.1. School-Based (5-17 y/o)

10.a.2. CBMDA 18-65y

10.a.2. Community-Based (18-65 y/o)

NATIONAL FILARIASIS ELIMINATION PROGRAM

 

11.a. MDA 2+y (Cam Norte)

11.a. No. of Individuals (2 yers old and above) assisted during the conduct of MDA (Cam. Norte Only)

MDA masterlist

11.b. Lymph Fil PWD assistance

11. b. No. of Lymphatic Filariasis patients with disability assisted and monitored

11.c. IC test (Cam Sur)

11.c. No. of individuals assisted for IC Testing (Cam. Sur only)

MALARIA CONTROL AND ELEVATION PROGRAM (MCP) FOR ALL PROVINCES

 

12.a. Malaria CF

12.a. No of Malaria suspects / cases identified/ referred by NDP to RHM/PHN/MHO

Referral logbook

12.b. Malaria Control

12.b. No. vector control and prevention activities (mapping, bednet distribution/treatment) participated

MDA masterlist

IDC ADVOCACY/NOTIFIABLE DISEASE

 

13.a. IEC Inf Dis

13.a. No. of IEC/ advocacy activities on HCP, EREID, responsible Pet Ownership, TB, STI/HIV, Leprosy, Schistosomiasis, Filaria, Malaria, and Dengue conducted by the NDP for the month.

Logbook of IEC activities conducted

13.b. Notif Dis ID’ed & Referred

13.b. No. of notifiable diseases identified and referred

Notifiable Diseases Logbook

INTEGRATED HELMINTH CONTROL PROGRAM

 

14.a. MDA

14.a. Mass Deworming assisted by NDP:

Deworming Masterlist

14.a.1 SBMDA 5-12y

14.a.1 School-Based (5-12 y/o)

14.a.2 CBMDA 2-4y

14.a.2 Community-Based (2-4 y/o)

14.a.3 Sp Pop'n MDA

14.a.3 Special Population (farmers, miners, soldiers, food handlers/operator, IP, WRA)

14.b. SBMDA Reports

14.b. No. of deworming reports (school-based) collected & submitted

Deworming Reports

14.c. ADE

14.v. No. of adverse events assisted and reported

IHCP AEFD Reporting Form

LIFESTYLE RELATED DISEASE

 

15.a. HTN Assess 25y+

15.a. No. of individuals (25 years old and above) assessed for Hypertension

Accomplished Community Risk Assessment Form

15.b. HTN 25y+ Rfr Tx

15.b. No. of individuals (25 years old and above) with Hypertension referred for treatment

Registry

15.c. DMT2 Assess 25y+

15.c. No. of individuals (25 years old and above) assessed for Diabetes Mellitus

Accomplished Community Risk Assessment Form

15.d. DMT2 25y+ Refer Tx

15.d. No. of individuals (25 years old and above) Diabetes Mellitus referred for treatment

Registry

15.e. HL Club

15.e. No. of organized Diabetes Club assisted

List of Members

15.f. HL Club mtg

15.f. No. of meetings of Diabetes Club facilitated

Attendance Logbook and Minutes of the Meeting

HEALTH AND WELLNESS PROGRAM FOR OLDER POPULATION

 

16.a. SC Assist

16.a. No. of Senior Citizens assisted to avail medical services

List of Senior Citizens

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Republic of the Philippines Province of Masbate Municipality of Esperanza MUNICIPAL HEALTH OFFICE HEALTH AND WELLNESS

Republic of the Philippines Province of Masbate Municipality of Esperanza

MUNICIPAL HEALTH OFFICE

HEALTH AND WELLNESS PROGRAM FOR SPECIAL POPULATION

 

17.a. PWD Assist

17.a. No. of Persons with Disability assisted to avail medical services

List of PWDs

ENVIRONMENTAL AND OCCUPATIONAL HEALTH PROGRAM

 

18.a. HH w/o ST

18.a. No of household without access to sanitary toilet identified and referred

List of HH Family Head

18.b. HH w/o access to SW

18.b. No. of household without access to sanitary potable water identified and referred

List of HH Familly Head

NATIONAL TOBACCO CONTROL PROGRAM

 

19.a. Anti-smoking IEC

19.a. No. of anti-smoking advocacy activities conducted

Logbook of attendance and topics

19.b. Smoking Cessation

19.b. No. of current smokers identified and referred to Smoking Cessation Clinic

List of Names

NATIONAL VOLUNTARY BLOOD SERVICES PROGRAM

 

20.a. Brgy Blood Donor Recruit

20.a. No. of non-remunerated voluntary donors recruited at the barangay level

List of Names

20.b. MBD Assist

20.b. No. of non remunerated voluntary donors assisted during MBD

List of Names

PRIMARY EYE CARE PROGRAM

 

21.a. Low Vision

21.a. No. of cases with low vision identified and referred

List of Names

LOCAL HEALTH SYSTEM DEVELOPMENT

 

22.a. SDN F1-LHSC - May

22.a. No. of Service delivery Network Form submitted to R-V thru PDO (To fill out Form 01-LHSC) Frequency of Reporting:

Form 01 LHSC

Annual (May) Forms to follow

22.b. Comm Profile F2-LHSC Apr

22.b. No. of Community Profiling and Assessment Form submitted to RO-V thru PDO (To fill out Form 02- LHSC) Frequency of Reporting: Annual (April)

Form 02 LHSC

22.c. HFEP Eqpt Inv F3-LHSC-a,b Mar, Dec

22.c. No. HFEP Equipment Inventory submitted to RO-V thru PDO (To fill out Form 03-LHSC-a and Form 03-LHSC-b) Frequency of Reporting: Bi-Annual (March, December)

Form 03 LHSC

22.d. ML Active Accred BHWs F4-LHSC Feb

22.d. Masterlist of active accredited Barangay Health Workers (BHWs) submitted to RO-V thru PDO (To fill out Form 04- LHSC soft copy) Frequency of Reporting: Annual (Feb.) Forms to follow

Form 04 LHSC

22.e. BHS Client Satisf Monthly

22.e. NO. of Established Client Satisfaction feedback mechanism facilitated in BHS (Suggestion Box, Feedback Slip, Exit CSS Forms, Emotions, etc.) Frequency of Reporting: Monthly

Suggestion Box, Feedback Slip, Exit CSS Forms, Emotions, etc.

22.h. BHB Monthly

22.h. No of Barangay Health Board Meetings attended by the NDP. Frequency of Reporting: Monthly

Minutes of BHB Meeting, Attendance

KP/HI5 IMPLEMENTATION

 

23.a. CHTs

23.a. No. of CHTs supervised/monitored

CHSR Logbook

23.b. CHT reports

23.b. No. of CHTs columnar/reports validated

23.c. Family profiling

23.c. No. of families profiled for the monitor

Hi-5 Report

23.c.1. NHTS-PR Fam Profiling

23.c.1. NHTS-PR Families

23.c.2. Non-NHTS Fam Profiling

23.c.2. Non NHTS Families

ANALYSIS AND SUBMISSION OF REQUIRED REPORTS

 

24.a. Hi-5

24.a. No. of HI5 reports submitted to supervisor

Hi-5 Report

24.b. DQC

24.b. No. of DQC reports submitted to NDP Team Leader for consolidation

DQC Report

24.c. Other reports

24.c. Other required reports submitted, if any

 

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Republic of the Philippines Province of Masbate Municipality of Esperanza

MUNICIPAL HEALTH OFFICE