Administrative Order No. 21-A series 1993

O5 October 1993

ADMINISTRATIVE ORDER

No. 21–A series 1993

REVISED POLICIES, PROCEDURE AND GUIDELINES GOVERNING AFFILIATION AND TRAINING OF STUDENTS IN THE DEPARTMENT OF HEALTH HOSPITALS AND OTHER HEALTH FACILITIES

Section 1

Title

These Policies, Procedures and Guidelines shall be known as “Revised Policies, Procedures and Guidelines governing affiliation and training of students in the Department of Health Hospitals and other health facilities.”

Section 2

Rationale

The production and development of Health Manpower is necessary for the promotion, maintenance and delivery of health services. The Department of Health is making available its hospitals and community health resources for the learning and training of students from health professional schools. To maintain the quality of this relationship, guidelines were originally promulgated under Administrative Order No. 26–C series 1982 and Administrative Order 13 series 1986 governing affiliation and training of students.

Due to the changing needs of society, in science and technology and changes in the Department of Health policies and procedures, and the current implementation of the local government code, regulations governing affiliation and training of students in the Department of Health as embody in Administrative Order No. 70–A series 1989 is hereby revised.

This revised guideline shall only be applicable to retained DOH Hospitals and health facilities.

Section 3

National Committee on Affiliation and Training

1. The National Committee on Affiliation and Training of Students (NCATS) shall be created, composed of representatives from various health professional groups and administrative support services in the Department of Health.

2. Functions:

The National Committee shall:

a. Be responsible for the administration and supervision of all affiliation and training activities.

b. Formulate policies, standards, rules and regulations on affiliation and training of students.

c. Plan program and activities on affiliation and training.

d. Monitor and evaluate programs and activities of affiliation and training of students.

e. Supervise regional committees on the implementation of policies and standards on affiliation and training.

f.  Recommend for approval to the Secretary of Health contracts of affiliation from Special/Specialty Hospitals and other agencies/institutions directly under the Office of the Secretary of Health.

g. Maintain a list of Department of Health devolved and retained Hospitals, Laboratories and Rural Health Units capable of providing the necessary resources for the students learning.

h. Keep records and reports.

Section 4

Regional Committee on Affiliation and Training

1. A Regional Committee on Affiliation and Training of Students (RCATS) shall be created, composed of representatives from the Technical and Training staff of the regional field office, the devolved and retained hospitals, the laboratories, provincial health offices and financial services to be appointed by the Regional Health Director.

2. Functions

a. Supervise activities of affiliation and training of students at the regional level.

b. Monitor and evaluate all affiliation programs and activities.

c. Recommend for approval to the Regional Health Director/Mayor or Governor contracts of affiliation from hospitals and rural health.

d. Maintain a list of DOH devolved and retained hospitals, laboratories and rural health units capable of providing the necessary experience in student learning. The list shall be approved by the National Committee on Affiliation and Training of Students.

e. Keep records and reports

f. Submit quarterly reports to the National Committee on the following:

(1)   Name of college, number and category of students

(2)   Name of hospital, area/department utilized for training

Section 5

The Regional Health Director is authorized to approve contracts of affiliation within the region except those of Special/Specialty Hospitals which fall under the jurisdiction of NCATS.

Section 6

Procedures in applying for affiliation with the Department of Health hospitals and other health facilities:

1. Hospitals shall make available copies of affiliation contracts to schools, colleges and universities.

2. All contracts of affiliation shall be duly accomplished and signed by  both parties (Chief of Hospitals and President of the College/University)

3. For newly established schools, Colleges and universities with Medical, Nursing and Midwifery courses, application for affiliation to any DOH hospital should be approved by the Step ladder Curriculum/Education Committee prior to recommendation for approval of NCATS/RCATS to the Secretary of Health of his duly representative.

4. All duly accomplished affiliation contracts for hospitals under the Department of Health shall be forwarded to the National Committee for evaluation, then for the recommendation of the Chairman, and later for the approval by the Secretary of Health or his duly representative.

5. Application for affiliation shall be filed two (2) months before the start of the actual affiliation.

6. Affiliation Contracts shall be renewed yearly for the first two (2) years and every two (2) years subsequently.

Section 7

Standard Rate of Affiliation Fees

1. The following shall be the standard rate of fees to be collected by all agencies of the Department of Health from affiliating students from various disciplines:

a. Dentistry

b. Hospital Dietetics

c. Public Health Nutrition

d. Medical Technology                  P60.00 per student/month

The affiliation fees shall be collected by the affiliating agencies.

2. These fees shall be treated as trust receipts in the books of collecting agencies, deposited in an authorized government depository bank.

Section 8

Distribution of Affiliation fees

1. General Principles

a. All staff members in the hospital shall have a share of honoraria form the total collection of affiliation fees per batch provided that all leaves and absences shall proportionately deducted from the amount due him.

b. Honorarium from resource person shall be taken from the training Service/Department concerned and shall be based on the number of hours he/she has lectured, and

c. In the event of conflicts regarding affiliation and training of students, the Chief of Hospital has the authority to resolve the issues within his level in accordance with the Administrative Order in the following manner:

(1)   Five percent (5%) of the total collection shall be remitted by Metro Manila hospitals and agencies to the National Committee on Affiliation and Training of Students, Department of Health, Manila.

The regional and provincial offices shall remit 5% of their collection to the Regional Committee.

(2)   Forty percent (40%) shall be used to procure supplies and equipment based on training needs as well as for research related to training, as determined by a Committee composed of training officers from the different services. The Accounting office shall furnish a copy of the updated report of affiliation fees collection and disbursement to the Director and Chief Training Officer.

(3)   Fifty five per cent (55%) shall be intended for honoraria or incentives for personnel:

(a)   Sixty percent (60%) for the Training Service/Department concerned (pro – rated)

Forty percent (40%) for the other hospital staff (pro–rated)

(b)   Guidelines for pro–rata allocation

For service /department providing training

An ad–hoc committee shall be formed in the agency which is composed of one representative form each position group to formulate percentage distribution for each category of staff based on the degree of their participation in the training of students.

For Hospital staff members not directly involved in the training:

For the other hospital staff members who are not directly involved in affiliation, another Ad–hoc committee which is composed of the heads of the different services shall be formed to work on the distribution of fees.

Section 9

The guidelines for affiliation of students for each discipline are attached in the following annexes:

a.     Dentistry

b.     Hospital Dietetics

c.      Public health Nutrition

d.    Medical Technology

Section 10

Special provision

Other government–owned or controlled schools or colleges shall be required to pay the affiliation fees to the Department of Health hospitals and rural health units/health centers except the University of the Philippines. However, the University of the Philippines shall be required to accomplish the necessary contract of affiliation.

Section 11

Repealing Clause

Administrative Order No. 70–A series 1989 as amended, Administrative Order No. 13 series 1986, Administrative Order No. 26–C series 1982 and other orders inconsistent with the provisions of this Administrative Order are hereby repealed.

Section 12

Effectivity

This Administrative Order shall take effect immediately.

JUAN M. FLAVIER, M.D.  

Secretary of Health