ADMINISTRATIVE ORDER
No. 87 series 1980
POLICIES, PROCEDURES AND GUIDELINES GOVERNING AFFILIATION AND
TRAINING OF STUDENTS IN THE MINISTRY OF HEALTH HOSPITALS, RURAL
HEALTH UNITS AND OTHER HEALTH AGENCIES
The
Ministry of Health cognizant of its responsibility of improving and maintaining
the quality of the people, and aware of its role in the development of manpower
that is responsive to health needs, has committed to offer its hospitals and
community health resources for learning and training experiences of students in
Medical, Nursing, Midwifery, Medical
Technology, Pharmacy, Public Health Nutrition and Hospital Dietetics,
Radiologic Technology, Social Work and Occupational Therapy, hereby promulgates
the following policies, procedures and guidelines to be observe by schools,
colleges and universities affiliated to agencies under the Ministry of Health
1. Decentralization
All affiliation and training of students in the
Ministry of Health Hospitals, Rural Health Units and other agencies shall be
maintained by the Committee on Affiliation and Training of Students,
Administration and management of affiliation activities shall be decentralized
to the Regional Health Offices
a. A National Committee on
Affiliation and Training of Students (NCATS ) is hereby created composed of
the following:
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b. A Regional Committee of Affiliation and Training of Students (RCATS)
shall be created by the Regional Health Director to be composed of the
following:
Assistant Regional Health
Director in his absence
Chief, Medical Service
Chief, Regional Hospital
Chief, Regional Training
Center
Chief, Regional Health
Laboratory
Regional Training Center
A Provincial Health Officer
The Regional Health Director is hereby authorized to
appoint a Chairman and Executive Secretary from among the members
c. Signing of the contracts shall be delegated to the Regional Health
Directors
2. Functions of the Committee
on Affiliation and Training of Students (CATS)
a. National Committee on Affiliation and Training of Students (NCATS)
(1)
Responsible to the Minister of Health Planning/Programing and
implementing of policies, standards and guidelines pertaining to Affiliation
and Training of Students (ATS) in the Ministry of Health
(2)
Supervision and control of ATS programs/activities in Metro Manila and
other health agencies/offices directly under the Office of the Minister in
Metro Manila and other health agencies/offices directly under the Office of the
Minister
(3)
Plan, formulate, amend and recommend to the Minister of Health,
policies, standards and guidelines on ATS
(4)
Process affiliation contracts and not on communications and other
matters relative to the activities/programs on ATS
(5)
Keep records and reports
b. Regional Committee on Affiliation and Training of Students (RCATS)
(1)
Responsible to the Regional Health Director for the implementation of
policies, standards, guidelines on Affiliation and training of students
(2)
Supervision and control of programs/activities on affiliation and
training of students at the regional level
(3)
Evaluation of programs/activities on affiliation and training of
students at regional level
(4)
Plan, formulate and recommend to the Minister of Health policies,
standards and guidelines on affiliation and training of students
(5)
Process affiliation contracts and act on communications relative to
affiliation and training of students at the regional level.
(6)
Keep records and reports
(7)
Submit to the National Committee
quarterly reports on:
(a)
Number and category of student affiliating
(b)
Length of stay of students
(c)
Amount collected during the period
(d)
Copy of the payroll on apportionment and distribution of honorarium
(e)
List of purchases of supplies and equipment and other miscellaneous
expenses
(f)
Expenditures on funds for operational expenses of the committee which
shall be reimbursed from funds allocated for Health Manpower Programs (HMP)
3. Procedures for filing
affiliation in hospitals/rural health units and/or other training field
a. Application forms/contracts maybe available at the Office of the
National Committee on Affiliation and Training of Students at the Ministry of
Health, and at the Regional Committee on Affiliation and Training of Students,
Regional Health Officers.
b. Accomplish four (4) copies of affiliation contract.
c. Affiliation contracts on hospitals/rural health units shall be recommended
by the Chief of Hospital and/or Provincial Health Officers or Head of agency
where affiliation takes place.
d. Affiliation contracts properly accomplished and recommend by the chief
of office concerned shall be forwarded to the Executive Secretary of the
National Committee on Affiliation and Training of Students for Metro Manila and
to the Executive Secretary of the Regional Committee on Affiliation and
Training of Students at the regional level. All contracts shall be screened and
evaluated by the Committee on ATS and shall be forwarded to the Minister of
Health for approval for Metro Manila. Signing of affiliation contracts form the
Regional Health Offices shall be delegated to the Regional Health Directors.
e. Affiliation contracts shall be filed two (2) months before the end of
the school year.
f. Committee section shall be within the two (2) months after the date of
filing. Final approval shall be made one (1) month after the committee action.
g. All affiliation contracts shall be renewed every two (2) years after
the first six (6) years and once every five (5) years thereafter. The Minister
of Health reserves the right to adjust affiliation fees, cancel contracts,
institute measures deems necessary
4. Apportionment and
distribution of honorarium
The total affiliation fees collected from hospitals,
rural health units, regional training centers, regional training laboratories
and other offices of the Ministry of Health shall be distributed as follows:
a. For Medicine, Nursing, Midwifery, Public Health, Nutrition and Hospital
Dietetics, Pharmacy, Social Work, Radiologic Technology and Occupational
Therapy:
60% for Honorarium
30% for Supplies and Materials
10% for Health Manpower Programs of the Minister of
Health (HMP)
(1)
In Hospitals
30% for supplies and materials: 15% for supplies and
materials as requisitioned by the service concerned; 15% for needs as
determined by the Chief of Hospitals.
60% for honorarium shall be distributed to hospital
staff and personnel who are directly participating in affiliation and training
activities. It shall be distributed as follows:
1.8%
Chief of Hospital
1.2%
Administrative Staff
1.2%
Training Officer and Staff
55.8% will be distributed to the service involved
with the affiliation of students and shall be apportioned according to the
degree of actual participation in the teaching, supervision and such other
activities related to student learning. The chief of hospital shall create a
committee to decide on the manner of distribution and shall report the same to
the NCAT
In hospitals where there is no training officer or
training staff, the 1.2% shall be distributed to the service concerned
(2)
In the case of Regional Training Centers and Rural Health Units, the
60% for honorarium shall be distributed to the staff and personnel according to
their degree of participation in the training of students. They shall likewise
create a committee in their respective offices to decide the manner of
distribution. The Regional Training Officer shall recommend to the Regional
Health Director the names of the personnel who shall receive the honorarium
b. For Medical Technology
(1) Hospital Laboratory
50% for
Honorarium distributed similarly as in 4.1
40% for
supplies and materials: 30% as requisitioned by the laboratory and 10% as
determined by the Chief of Hospital
10% for Health
Manpower Programs (HMP) of the Minster of Health
(2) Regional Training Laboratory
50% for
Honorarium
1% Director, Regional Health
Office
1% Administrative Staff
1% Training Officer
0.5% Assistant Director
6.5% For
Consultants/Bacteriologist/Chemist
3% Senior Medical Technologist
27% to be apportioned among
technical staff
40% for Laboratory Supplies
10% for Health Manpower Programs of the
Minister of Health
5.
Specific provisions
a.
Medicine
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b. Medical Technology
(1)
Ministry of Health laboratories designated for training of Medical
Technology interns in order to obtain the necessary skills and knowledge in
clinical laboratory practice must meet the following requirements
(a)
The laboratory should be duly licensed as specified by the law on
clinical laboratories, R.A. 4688
(b)
The position of medical technologist should be provided for each of the
sections of clinical chemistry, clinical microscopy (urinalysis and
parasitology), microbiology (bacteriology), hematology, blood banking and
serology and histopathology.
(c)
There should be an adequate laboratory space to accommodate both the
staff and the medical technology interns.
(d)
There should be sufficient equipment and supplies necessary depending
on the volume and type of examination as well as the number of interns to be
trained by the laboratory.
(e)
Each section of the laboratory can be utilized for training only if it
accommodates at least two (2) interns at any one time.
(f)
The laboratory should have a training program for medical technology
interns:
· The person responsible for this program should be a member of the
specialty society in laboratory medicine.
· The training program should be prepared in coordination with the
training officer of the hospital or health region and submit to the Committee
on affiliation with the contract of affiliation.
· The program should provide for an objective measure or evaluation of
the baseline skills and knowledge prior to allowing or utilizing interns to
handle actual specimens from patients.
· The program should include the (1) objective of training, (2) methods
or procedures to be taught, (3) principles that go with the method, (4) values,
(5) precision, (6) objective evaluation of performance in each section, (7)
time schedule and (8) lectures, seminars and conferences and (9) methodology of
training.
(g)
The minimum number of examinations or samples of each section to
accommodate interns are as follows:
· Clinical Chemistry – 3000 exam/annum
· Clinical Microscopy
Urinalysis – 1500 samples/annum
Parasitology – 1500 samples/annum
· Microbiology
Gram–staining, acid fast staining – 800
samples/annum
Isolation and identification of organisms – 1000
samples/annum
· Hematology
Peripheral blood study to include hemoglobin, white
cell count, Schilling, hematocrit and red cell morphology or CBC – 1200
samples/annum
Sedimentation rate, platelet count, bleeding and
clotting time, malarial smears and other tests – 800 samples/annum
· Blood Banking and Serology
Typing – 900 tests/annum
Complete cross matching – 600 tests/annum
Serology:
VDRL
– 300 tests/annum
Widal
test – 300 tests/annum
· Histopathology – 500 tissues/annum
Cytology – 500 tissues/annum
For each additional intern,
another half of the requirement shall be added
(h)
At least one member of the professional staff of the laboratory to
every group of interns not exceeding 10 in each section should be provided.
(i)
The staff and personnel of the laboratory will be assisted by a
laboratory instructor experienced in actual laboratory work from the sending
University or College to assist especially to monitor individual attendance,
behavior, performance of the students including guidance in readings and
application of the theoretical knowledge taken up in school to actual practice.
(j)
No more than 10 medical technology interns should be allowed to train
during the night shift in understaffed hospitals and so certified by the
director of the same, such interns is to be assigned without the regular
professional staff of the laboratory on duty at the same time.
(k)
The allotment derived from the intern’s affiliation fee for the
laboratory must be spent for the laboratory needs utilized exclusively for
training and not for payment of furniture or appliances of the laboratory.
(l)
The Director of the hospital is responsible for the admission of the
number of interns approved by the Committee. He should not enter into any
contract of affiliation with any College, university or school for medical
technology if any of the conditions set forth in the Administrative Order are
not complied with.
(m) Priority should be given to
interns residing within the area or region of the hospital
Quarterly reports on the affiliation fees received
showing the percentage of each category of personnel and the budgetary outlay
showing the proposed amount for each personnel participating in the affiliation
program must be submitted to the Minister of Health or Regional Director thru
the Committee on Affiliation and Training of Students together with the
narrative report on the status and or problems of the affiliation program.
(2)
All universities, schools and colleges of Medical Technology must have
the following requirements before applying for affiliation to any clinical
laboratory of the Ministry of Health:
(a)
Approval from the Ministry of Education and Culture and the Board of
Medical Technology
(b)
Compliance with the provisions of R.A. 5527 and Presidential Decree No.
498
These universities, schools
and colleges shall:
(a)
Provide laboratory instructor experienced in actual laboratory work to
monitor individual attendance, behavior and performance of the students
including guidance in reading and application of theoretical knowledge obtained
from school to actual practice and to assist the Pathologist and professional
staff in implementing the approved training program for the duration of the
interns.
(b)
Pay or replace damage, breakages or losses by the medical technology
interns of laboratory property, equipment and supplies.
(c)
See to it that all medical technology interns before beginning the
internship in any section must have completed the theoretical aspect of that
particular section.
(d)
Pay the hospital thirty five (P35.00) pesos for each month. Payment is
done within the first five days of the month.
(e)
See to it that the laboratory instructor and students observe and abide
with the policies, rules and regulations of the hospital and that discipline is
maintained at all times.
(f)
See to it that the students and instructor are in their proper uniforms
and provided with a laboratory gown.
(3)
Joint responsibilities of affiliating universities, schools and
Colleges of Medical Technology and the Laboratories
(a)
The training program should be prepared by the Pathologist – in –
charge of the laboratory in coordination with the training officer of the
hospital. Its implementation shall that joint responsibility of the
Pathologist, staff and personnel of the laboratory and the laboratory
instructor of each university, school or colleges assigned to the laboratory
for the duration of the internship of their respective students.
(b)
The internship schedule shall be properly apportioned to the different
sections of the laboratory services as follows:
Clinical Chemistry – 2.5 months
Clinical Microscopy – 3 months
Microbiology – 2.5 months
Hematology – 2 months
Blood Banking and Serology – 1 month
Histopathology – 1 month
(c)
A monthly conference should be held to evaluate the implementation of
the program and institution of changes by the Pathologist, laboratory
instructor and staff of the laboratory and for problems that might arise during
the implementation
(d)
Maintenance of cooperation and harmonious relations at all times among
the students and staff of the hospital
c.
Pharmacy
d.
Public Health Nutrition and Hospital Dietetics
e.
Radiologic Technology
f.
Social Work
g.
Occupational Therapy
6.
Collection and Disbursement
of Affiliation Fees
a. Affiliation fees paid by students for their training in government
hospital/rural health units intended for the compensation or allowance of staff
members for the compensation or allowance of staff members who participate in
such training shall be deposited in an authorized government depository bank as
a trust liability and the hospital/rural health unit concerned is authorized to
withdraw the amount deposited on the joint signatures of the authorized
representatives of the hospital/rural health unit and the Commission on Audit
without the need for Cash Disbursement Ceiling. Provided that if the amount is
deposited in a savings account, the interest shall accrue to the general fund.
Provided, further, that the quarterly reports of income and payments of such
funds shall be submitted to the Ministry of Budget in such format and following
such procedures as the Ministry of the Budget may prescribe.
b. Each Chief of Hospital/Rural Health Unit or Chief of Agency/Chief of
Laboratory Health Unit or Chief of Agency/Chief of Laboratory concerned shall
be authorized to purchase supplies and materials out of the 30 – 40% of the
affiliation fees intended for the purpose, and shall be made in accordance with
existing accounting and auditing rules and regulations. It is therefore,
understood among other things, that all collections shall be acknowledged by
official receipts and all disbursements shall be evidenced by the necessary
documents.
(1)
Collection from RHU shall be thru the Regional Health Office. A
separate books of account shall be maintained by the Regional Accounting Unit.
(2)
Disbursement for RHU shall be thru the Regional Health Office support
staff subject to the following condition:
(a)
Payroll for honorarium – certificate No.1 signed by Rural Health
Physician and approved by Regional Health Directors
(b)
Vouchers – Certificate No. 2 by Rural Health Physician and Certificate
No. 3 by Regional Health Director
(c)
For supplies – Certificate No. 1 by the Public Health Nurse
Certificate No. 2 – Rural Health Physician
Certificate No. 3 – Regional Health Director
(3)
The 10% affiliation fee intended for Health Manpower Progress of the
Minister of Health shall be remitted immediately after collection to the
Ministry of Health which shall be considered as a trust fund and shall be
deposited in a government depository bank. Disbursement shall be subjected to
special budget pursuant to section 48 of PD 1177. Operational expenses of the
National Committee on Affiliation and Training of Students in connection with
their function shall likewise be taken from the Health Manpower Program funds
and shall follow existing accounting and auditing rules and regulations.
7.
Repealing Clause
Administrative orders No. 162 s. 1971 and No. 6 s.
1978 and all other orders inconsistent with the provision of this
Administrative Order, are hereby repealed.
8.
Effectivity
This Administrative Order is made effective as of
June 1, 1980
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