ommc safety promotion and disaster preparedness committee meeting - 13sept13 - slide...

7/29/2019 OMMC Safety Promotion and Disaster Preparedness Committee Meeting - 13sept13 - Slide Presentation-Discusssion

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OMMC Safety Promotion and DisasterPreparedness Program

Established in August 5, 2013


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OMMC Safety

Promotionand Disaster

Preparedness

Program

Established in

August 5, 2013


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OMMC Safety

Promotion

and Disaster

PreparednessProgram

Manifestation

ofCommitment

and Support

by Governing

Body and Top

Management


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OMMC Safety

Promotion

and Disaster

PreparednessProgram

Manifestation

ofCommitment

and Support

by Governing

Body and Top

Management


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Manual

https://sites.google.com/site/ommcspdppmOMMC SP-DPPM

July 31, 2013

ROJoson
https://sites.google.com/site/ommcspdppmhttps://sites.google.com/site/ommcspdppmhttps://sites.google.com/site/ommcspdppmhttps://sites.google.com/site/ommcspdppm


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Manual

https://sites.google.com/site/ommcspdppm

OMMC SP-DPPMJuly 31, 2013

ROJoson

To be refined!!! (started

August 23, 2013)
https://sites.google.com/site/ommcspdppmhttps://sites.google.com/site/ommcspdppmhttps://sites.google.com/site/ommcspdppmhttps://sites.google.com/site/ommcspdppm


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OMMC SP-DPPM

Scope

This manual contains the policies and procedures ofthe OMMC Safety Promotion and Disaster Preparedness

Program. Although the formulation of the program was

primarily guided by the CSA Z 1600-08 Emergency

Management and Business Continuity, it also includes safetypromotion program for patients, visitors, and staff.


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OMMC SP-DPPM

Contents Outline

ContentsPreface

1. Scope

2. References3. Definitions

4. Program Management

5. Planning6. Implementation

7. Exercises, evaluation and corrective action

8. Management Review


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OMMC SP-DPPM

Contents Outline

4. Program Management4.1 Leadership and commitment

4.2 Program Administration and Committees

4.3 Advisory committee


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OMMC SP-DPPM4.3 Advisory Committee - OMMC SP-DPPM

4.3 Advisory Committee There shall be the establishment of an advisory committee

to the Hospital Safety Promotion and Disaster

Preparedness Committee to provide continual guidance

and advice on the Hospital Safety Promotion and DisasterPreparedness Program (Hospital SP-DPP).

The committee shall be known as Safety Promotion and

Disaster Preparedness Program Advisory Committee (SP-DPPAC).


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4.3 Advisory Committee The SP-DPPAC shall provide input to and assist in the

development, implementation, evaluation,

maintenance, and revision for improvement and

updating of the Hospital SP-DPP.

The advisory committee shall include applicable

representation from both internal and external

stakeholders with respect to the Safety Promotion andDisaster Preparedness Program of the hospital.


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4.3 Advisory Committee Internal stakeholders shall include applicable

representatives from key functional areas of the

hospital who have experience, if not expertise, and who

can serve as resource persons on safety promotion andemergency management and business continuity in a

hospital setting.


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4.3 Advisory Committee External stakeholders shall include applicable

representation from the catchment community of the

hospital and resource persons and advisers on specific

safety and disaster management programs that are NOTavailable in the hospital, such as resource persons and

advisers from the Bureau of Fire Protection, Local

Government Unit, Department of Health, and Institute

of Volcanology and Seismology.


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4.3 Advisory Committee The Safety Promotion and Disaster Preparedness

Program Advisory Committee shall be chaired by the

appointed senior management representative for the

Hospital Safety Promotion and Disaster PreparednessProgram.

The appointed chairperson of the Hospital Safety

Promotion and Disaster Preparedness Committee shallserve as the vice-chair of the Safety Promotion and

Disaster Preparedness Program Advisory Committee.


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4.3 Advisory Committee There shall be an appointment of the members of the

SP-DPPAC, preferably good for at least three (3 year),

emanating from the Hospital Director, upon

recommendation of the senior managementrepresentative and the chairperson of the Hospital

Safety Promotion and Disaster Preparedness

Committee.


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4.3 Advisory Committee There shall be coordination and collaboration between

the Hospital SP-DPC and SP-DPPAC. Though the Hospital

SP-DPC has the final authority in deciding the course of

the SP-DPP through its day-to-day administration, majordecisions should be made in consultation with the SP-

DPPAC.


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OMMC SP-DPPMContents Outline

4. Program Management4.1 Leadership and commitment

4.2 Program Administration and Committees

4.3 Advisory committee


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OMMC SP-DPPMContents Outline

4.4 Program administration4.4.1 General (Program Documentation - Program Manual)

4.4.2 Policy

4.4.3 Program goals and objectives4.4.4 Program plans and procedures

4.4.5 Program budget

4.4.6 Records management4.4.7 Program review

4.5 Laws and authorities

4.6 Financial management

OMMC SP DPPM


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OMMC SP-DPPM

4.4.1 Program Documentation and Manual

- OMMC SP-DPPM

4.4 Program Administration4.4.1 Program Documentation - Program Manual

There shall be a documentation of the presence of the

Safety Promotion and Disaster Preparedness Program

(SP-DPP) that has been presented and approved by top

management. The SP-DPP shall be contained in a

manual, both in print and in digital medium.

O C S


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OMMC SP-DPPM


- OMMC SP-DPPM


A copy of the print manual shall be kept in the Incident

Command Center.

A copy of the digital manual shall be posted both in the

internet sites (with back-up) for easy accessibility and

coordination.

OMMC SP DPPM


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OMMC SP-DPPM


- OMMC SP-DPPM


The Safety Promotion and Disaster Preparedness

Program Manual (SP-DPPM) shall be continually

reviewed and updated at planned intervals at least once

every 3 years and anytime revision is deemed necessary

by the Hospital SP-DPC for improvement and updating

because of changing information and conditions in thehospital and community.

OMMC SP DPPM


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OMMC SP-DPPM


- OMMC SP-DPPM


The SP-DPPM shall contain policies and procedures on atleast the following components of the SP-DPP:

Vision and MissionGoals and ObjectivesPlans and ProceduresBudgetRecords ManagementReview

Supplementary Manual on Implementing Guidelines andInstructions

OMMC SP DPPM


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OMMC SP-DPPM


- OMMC SP-DPPM



Program Manual shall be supplemented by another

manual containing implementing guidelines and

instructions. The latter shall be named Supplementary

Manual on Implementing Guidelines and Instructions

(SMIGI) of SP-DPPM.


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OMMC SP-DPPM

4.4.2 Policy - OMMC SP-DPP

4.4.2 Policy1. It is the policy of OMMC to establish and develop a Safety

Promotion and Disaster Preparedness Program.

2.There shall be policies and procedures including vision,

and mission statements on the Safety Promotion and

Disaster Preparedness Program approved by the

top management of OMMC.


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OMMC SP-DPPM


4.4.2 PolicyVision of the Safety Promotion and Disaster

Preparedness Program of OMMC:

Comprehensive, up-to-date, effective, and

sustainable safety promotion and disaster

preparedness program in a hospital setting


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OMMC SP-DPPM


4.4.2 PolicyMission of the Safety Promotion and Disaster PreparednessProgram of OMMC:

To always ensure safety of patient-clients, staff, and guestsof OMMC.

To always ensure functional as well as business continuity ofOMMC in times of unavoidable disasters.

To develop an advocacy among hospitals in the Philippinesfor a safety promotion and disaster preparedness programas part of OMMC societal responsibility and communityhealth program.


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OMMC SP-DPPM


4.4.2 Policy3. The Safety Promotion and Disaster Preparedness Program

shall be administered by the Safety Promotion andDisaster Preparedness Committee with roles and

responsibilities and enabling authority being defined.

(See authorized functions of Hospital SP-DPC and Unit SP-DPC and job descriptions, roles and responsibilities, and

enabling authority of the chairperson and members ofthe Hospital SP-DPC and coordinators and members ofthe Unit SP-DPC in 4.2.)

OMMC SP DPPM


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OMMC SP-DPPM

4.4.3 Program Goals and Objectives

- OMMC SP-DPP

4.4.3 Program goals and objectives There shall be clearly formulated goals for the SP-

DPP. These goals shall be congruent with the vision and

mission statements of the SP-DPP.

These goals shall be derived from a strategic planning

activity of the SP-DPC that is done and updated on a 3-

year cycle and planning horizon.

OMMC SP DPPM


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OMMC SP-DPPM


- OMMC SP-DPP

4.4.3 Program goals and objectivesThe goals of the SP-DPP shall include at least the following:

To continually develop a comprehensive, up-to-date, effective,and sustainable safety promotion and disaster preparednessprogram in a hospital setting.

To always ensure safety of patient-clients, staff, and guests ofOMMC.

To always ensure functional as well as business continuity ofOMMC in times of unavoidable disasters.

To develop an advocacy among hospitals in the Philippines for asafety promotion and disaster preparedness program as part ofOMMC societal responsibility and community health program.

OMMC SP DPPM


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OMMC SP-DPPM


- OMMC SP-DPP

4.4.3 Program goals and objectives There shall be a documented 3-year strategic plan and

annual operational plan for each formulated goal of the

SP-DPP.

The 3-year strategic plans shall contain annual

milestones.

OMMC SP DPPM


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OMMC SP-DPPM


- OMMC SP-DPP

4.4.3 Program goals and objectives The annual operational plans shall contain milestones

within and at the end of the year. The identified

milestones in the annual operational plans shall be

cascaded from and supporting the milestones identifiedin the 3-year strategic plans.

The objectives formulated in the annual operational

plans in each strategic plan shall include specific andmeasurable activities that should be

accomplished within identified time frames.

OMMC SP-DPPM


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OMMC SP-DPPM

4.4.4 Program Plans and Procedures

- OMMC SP-DPP

4.4.4 Program plan and procedures


Program shall contain plans and procedures for the

overall or hospital Safety Promotion and Disaster

Preparedness Program and for each of the identified

specific safety and disaster management programs. It

shall contain plans and procedures for at least the

following essential specific safety and disaster

management programs in a hospital setting:

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP


a. Natural Disaster and Fire Disaster Safety Program

b. Security and Human-caused Disaster Safety Program

c. Technology-caused Disaster Safety Programd. Environmental Disaster Safety Program

e. Infection Safety Program

f. Patient Care Safety Program

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP


g. Occupational Health and Safety Program

h. Search, Rescue, and Evacuation Management Program

i. Medical Resuscitation Management Program

j. Surge of Patients Management Program

k. Emergency and Disaster Information Management

Program

l. Media and Risk Communication Management Program

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP4.4.4 Program plan and procedures

The plans and procedures for the overall programand for each of the identified specific safety anddisaster management programs shall contain the

following as deemed appropriate:

3-year strategic plan

Annual operational plan

Prevention plan

Mitigation plan

Preparedness plan

Response plan

Recovery plan

Continuity plan

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP


A 3-year strategic plan shall define a 3-year strategy for

developing, accomplishing, and evaluating the

formulated goals of the program.

An annual operational plan shall contain a one-year plan

for developing, accomplishing, and evaluating the

formulated objectives and activities for the yearlymilestones identified in the 3-year strategic plan.

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP


A prevention plan shall establish interim and long-term

actions to eliminate hazards that impact the entity.

A mitigation plan shall establish interim and long-term

actions to reduce the impact of hazards that cannot be

eliminated.

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP


A preparedness plan shall provide measures to be

undertaken in advance of an emergency to ensure an

effective response and recovery.

A response plan shall assign responsibilities for carrying

out specific actions in an emergency.

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP


A recovery plan shall provide for short-term and long-

term priorities for restoration of functions, services,

resources, facilities, programs, and infrastructure.

A continuity plan shall identify stakeholders that need

to be notified, critical and time-sensitive applications,

alternative work sites, vital records, contact lists,processes, and functions that are to be maintained, as

well as the personnel, procedures, and resources that

are needed while the hospital is recovering.

OMMC SP-DPPM


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OMMC SP DPPM


- OMMC SP-DPP


The plans and procedures for each specific safety and

disaster management program shall be developed

individually. However, they shall be developed in

consideration of the following:

alignment with overall SP-DPP vision, mission and

goals; coordination, collaboration, and integration with

other specific safety and disaster management

programs in the hospital.

OMMC SP-DPPM


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O C S

4.4.5 Program Budget

- OMMC SP-DPP4.4.5 Program budget

Budget of Safety Promotion and Disaster PreparednessProgram

There shall be a structured and documented budgetingprogram for the SP-DPP, both for the 3-year strategicand annual operational plans, and their identifiedmilestones.

The budget shall be based on the identified goals andobjectives to accomplish the mission and vision of theSP-DPP.

OMMC SP-DPPM


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Budget of Safety Promotion and Disaster PreparednessProgram

The budget shall cover the 3-year strategic and annualoperational plans of all specific safety programs underthe SP-DPP.

The budget shall take into consideration coordination,

collaboration, and integration with other specific safetyprograms in the hospital as well as the operationalbudgets of the hospital functional units.

OMMC SP-DPPM


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Budget of Safety Promotion and Disaster Preparedness Program

The budget for SP-DPP shall be processed using the establishedpolicies and procedures of the hospital.

The budget shall be approved by the top management of thehospital.

At the end of the implementation of the annual plan and the 3-

year strategic plan, there shall be evaluation not only of theutilization processes but also the quality in the accomplishmentof planned activities with approved budget.

OMMC SP-DPPM


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4.4.6 Records Management

- OMMC SP-DPP


There shall be a documented structured and efficient

records management system developed for the SP-DPP

and practiced by the hospital SP-DPC and all hospital

units with SP-DPC.

Records shall be defined as documentary evidences,

which can be in print and digital form, created in thecourse of developing, implementing, maintaining,

evaluating, reviewing, and revising the SP-DPP. They

provide evidences of administration and

operationalization of the SP-DPP.

OMMC SP-DPPM


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- OMMC SP-DPP


The SP-DPC shall document and maintain logs and

records of plans, activities, decisions, and evaluations

related to the SP-DPP.

There shall be a system to ensure records are

and remain legible, readily identifiable, retrievable,

protected, and secure.

OMMC SP-DPPM


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- OMMC SP-DPP4.4.6 Records Management

Strategies shall include at least the following:digitalization of records; placement of identifying marksand data in the records, such as dates and names ofrecorders; identification of places for record storage

Incident Command Center and internet sites; back-upscanned copies of print records and back-up copies ofdigital records for protection; established policies andprocedures on security of records, particularly, on whoare authorized to access records and which records can

be for public

viewing.

OMMC SP-DPPM


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- OMMC SP-DPP


Print records of SP-DPC shall be maintained and

retained for at least three (3) years.

Digitalized records of SP-DPC shall be maintained and

retained for at least five (5) years.

OMMC SP-DPPM


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- OMMC SP-DPP


All records prior to disposition shall have an approval by

the chairperson of the hospital SP-DPC, the senior

management representative of the SP-DPP and the

Hospital Director.

OMMC SP-DPPM


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- OMMC SP-DPP


There shall be an annual list of records created during

the year that passed by the SP-DPC. The list shall be

included in the annual performance report of the SP-

DPC that is submitted to an office designated by the topmanagement or by established hospital policies and

procedures.

OMMC SP-DPPM


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- OMMC SP-DPP4.4.6 Records Management

There shall be an annual performance report of the SP-DPC based on the annual operational plan. There shallalso be 3-year performance report of SP-DPC based onthe 3-year strategic plan. The two reports shall serve asrecords of a self-evaluation of the performance of theSP-DPC. These reports shall be submitted to thegoverning body and top management. A copy of thereports, which constitute a record of SP-DPC, shall besubmitted to an office designated by the topmanagement or by established hospital policies andprocedures.

OMMC SP-DPPM


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4.4.7 Program Review

- OMMC SP-DPP


After the initial formulation of the SP-DPP, there shall be

validation of the policies and procedures contained in

the SP-DPP and SP-DPPM through exercises and review

after the application of the response plans in actualemergency and disaster incident management.

OMMC SP-DPPM


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- OMMC SP-DPP4.4.7 Program Review

The SP-DPP and SP-DPPM shall be continually reviewedand updated at planned intervals at least once every 3years before and during the strategic planning activityand anytime revision is deemed necessary by the SP-

DPC for reasons of improvement because ofweaknesses, deficiencies, and flaws detected duringexercises; actual emergencies and disaster incidentmanagement; self-assessment; and internal andexternal audits and updating because of changing

information and conditions in the hospital andcommunity.

OMMC SP-DPPM


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- OMMC SP-DPP


Evaluation of the SP-DPP shall be guided by the

formulated vision, mission, and goals.

OMMC SP-DPPM


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- OMMC SP-DPP


At the end of each year, the SP-DPC and the SP-DPAC

shall assess the implementation of the annual

operational plan of the SP-DPC and then submit a report

to the governing body and top management. The SP-DPC shall be asked to present a report of the annual

assessment to the governing body and top management

with information on outcomes of implementation of

annual plan; areas for improvements identified; and

recommended action plans for improvement.

OMMC SP-DPPM


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- OMMC SP-DPP


At the end of 3-year cycle, the SP-DPC and the SP-DPACshall assess the implementation of the 3-year strategicplan of the SP-DPC and then submit a report to the

governing body and top management. The SP-DPC shallbe asked to present a report of the assessment to thegoverning body and top management with informationon outcomes of implementation of strategic and the

yearly operational plans; areas for improvementsidentified; recommended action plans for improvement;and recommended changes for the SP-DPP.

OMMC SP-DPPM


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- OMMC SP-DPP

4.4.7 Program Review For all areas of improvement identified during the

yearly assessment and their corresponding

recommended corrective and preventive action plans,

there shall be end-action evaluation with correspondingreports. These evaluation reports on continuous

improvement of the SP-DPP shall be included in the

annual performance reports and in the 3-year strategic

performance reports.

OMMC SP-DPPM


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4.5 Laws and Authorities

- OMMC SP-DPP

4.5 Laws and AuthoritiesCompliance of Safety Promotion and Disaster Preparedness

Program with Laws and Authorities

There shall be a listing and compilation of Philippines

statutory and regulatory requirements on safety

promotion and disaster preparedness that shall guide

the SP-DPC on the formulation and development of theSP-DPP and SP-DPPM.

OMMC SP-DPPM


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- OMMC SP-DPP



There shall be a listing and compilation of local health

care and hospital codes of practice on safety promotion

and disaster preparedness that shall guide the SP-DPC

on the formulation and development of the SP-DPP andSP-DPPM.

OMMC SP-DPPM


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- OMMC SP-DPP



There shall be a listing and compilation of

international health care and hospital codes of

practice on safety promotion and disaster preparedness

that shall guide the SP-DPC on the formulation anddevelopment of the SP-DPP and SP-DPPM.

OMMC SP-DPPM


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- OMMC SP-DPP4.5 Laws and Authorities

Compliance of Safety Promotion and Disaster Preparedness


The SP-DPP shall be in compliant with Philippines statutory andregulatory requirements on safety promotion and disaster

preparedness and business continuity.

The SP-DPP shall be compliant with local health care and hospital

codes of practice on safety promotion and disaster preparedness

and business continuity.

The SP-DPP shall be compliant with international standards on

safety promotion and disaster preparedness and business

continuity in a hospital setting.

OMMC SP-DPPM


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4.6 Financial Management

- OMMC SP-DPP

4.6 Financial Management4.6 Financial Management of Safety Promotion and Disaster

Preparedness Program

There shall be a documented structured financial

management system for the SP-DPP to support its

operation.

OMMC SP-DPPM

l


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- OMMC SP-DPP4.6 Financial Management

4.6 Financial Management of Safety Promotion and DisasterPreparedness Program

The financial management system for the SP-DPP shallinclude the budget for the overall hospital safetyprogram and for each of the specific safety programs;sourcing of funds; disbursement of funds in both non-

emergency environments and emergencies to ensuretimely delivery; control of funds from both internal andexternal sources; accounting of funds used; andevaluation of financial management system.

OMMC SP-DPPM

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The financial management system for the SP-DPP tosupport its operation shall be approved by theAdministrative Head (who will also serve as FinancialDirector) and governing body and top management.

Financial procedures and controls to support the SP-DPPbefore, during, and after an emergency shall bedeveloped.

OMMC SP-DPPM

4 6 Fi i l M


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- OMMC SP-DPP


4.6 Financial Management of Safety Promotion and Disaster

Preparedness Program

Financial procedures shall be created and maintained

for expediting fiscal decisions in accordance with

established authorization levels and fiscal policy.

OMMC SP-DPPM

4 6 Fi i l M


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Financial procedures shall include at least the following:

(a) establishment and definition of responsibilities for theSP-DPP finance authority, including its reportingrelationships to the SP-DPC chairperson;

(b) procurement procedures;

(c) honoraria for personnel involved with the SP-DPP;(d) accounting systems to track and document costs; and

(e) management of funding from external sources.

ommc safety promotion and disaster preparedness committee meeting - 13sept13 - slide...

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