Work Instruction

Bicol Medical Center

Doc. No. BMC- WI-ADM/CAO -00

TABLE OF CONTENTS

Document No. Description of Work Instructions No. of Pages

BMC -WI-ADM/CAO-01 Flow of Inter and Intra Relationship of HOPSD

Procedures
Approval

BMC-WI-ADM/CAO-02 Procedures on Signing of Administrative Financial

Documents
Procedures
Approval

BMC-WI-ADM/CAO-03 Procedures on the Approval of Loans

Procedures
Approval

BMC-WI-ADM/CAO-04 Procedures of Routine Communications

Procedures
Approval

Effectivity Date: Rev No. 2 Page 1

 Work Instruction
Bicol Medical Center
Doc. No. BMC- WI-ADM/CAO -00

FLOW OF INTER AND INTRA RELATIONSHIP OF HOSPITAL OPERATION AND

PATIENT SUPPORT SERVICES

The work of the HOPSS may originate from three sources namely: (1) patient, the primary
client; (2) hospital care providers who are allocated with materials, equipment, support services and (3)
other clientele, government non-government agencies, suppliers/service contractors,
students/professional groups. These units interact with the HOPSS in the areas of patient care and other
allied functions. Correspondingly reports on their activities and services rendered are forwarded to the
HOPSS for inclusion in the performance report submitted to management and other concerned offices.

Medical Center Chief II

Medical Patients / Watchers /

Service Relatives

Nursing Chief Administrative

DOH / Other Gov’t
Service Officer (CAO) Agencies

Finance NGO / General Public

Service

Section Heads

Unit Head/Other Staff

Effectivity Date: Rev No. 2 Page 1

 Work Instruction
Bicol Medical Center
Doc. No. BMC- WI-ADM/CAO -00

PROCEDURES ON SIGNING OF ADMINISTRATIVE AND FINANCIAL DOCUMENTS

Objectives: To ensure compliance to statutory rules and regulations of the administrative and other
financial transactions.

Scope: The procedure starts from the review and approval of documents listed below.

 Statement of Assets, Liabilities and Net worth

 Obligation Request
 Budget Utilization Request
 Disbursement Vouchers for personnel salaries, benefits, remittances
 Purchase Request
 Requisition Issues Slip
 Leave of absences
 Request for service records/employment

KEY ACTIVITIES DETAILS RESPONSIBILITY

Start
 Stamps received, indicates Administrative
time/date, initials and Assistant I/
records in logbook Administrative Aide
Receipt of documents
Reviews and forward to II (JOW)
CAO
No
 Reviews documents,
supporting documents, Administrative
Recommend
Return for
approves if proper, legal, Officer IV
approval correction/
/Approved? complete.
compliance
If not return to person
Yes concerned/ office concerned Chief Administrative
for compliance of deficiency. Officer
Initials/Sign approval
Release documents to
concerned office by Administrative Aide
signing in the logbook II (JOW)
Release to MCC / indicating date/time and
concerned office signature.

End

Effectivity Date: Rev No. 2 Page 1

 Work Instruction
Bicol Medical Center
Doc. No. BMC- WI-ADM/CAO -00
 Certificate of clearance
 Certificate of appearances
 DTR for HOPPS


PROCEDURE ON THE APPROVAL OF GSIS LOANS

Objectives: To implement the approval of loan and other benefits of qualified GSIS member-
employee

Scope: To cover only BMC employee that are GSIS member

KEY ACTIVITIES DETAILS RESPONSIBILITY

Star
 Received certification from HRM for GSIS Adminitrative Assistant III
member employee
Receipt of documents Reviews and forward to CAO

Contact GSIS(website)
 Open GSIS website and confirm/not confirm CAO
the loan application.
Informs/advises the employee about the
No
status of loan such disapproved loan.
Advises/informs
Confirm
the employee about
/not
the status of loan
confirm
Yes
 Print out the confirmed/approved loan Adminitrative Assistant III
Approved Loan application
Forward to HR and employee concerned

End

Effectivity Date: Rev No. 2 Page 1

 Work Instruction
Bicol Medical Center
Doc. No. BMC- WI-ADM/CAO -00

PREPARATION OF ROUTINE COMMUNICATIONS

Objectives: To ensure prompt and effective inter-office communication.

Scope: The procedure starts from the receipt of letter request, routing slip, memo for
appropriate action from MCC and other service heads.

KEY ACTIVITIES DETAILS RESPONSIBILITY

Star

 Stamps received, indicates time/date, Adminitrative Assistant III

Receipt of comunication initials and record in logbook and forward to
CAO
Reviews and forward to CAO
CAO
Direct appropriate
Read and direct the preparation of
action
communication
Administrative Assistant III
Prepares and revise and forward to CAO
Prepare of communicatrion

No
Approv Return for  Reviews, signs or initials the communication CAO
ed? revisions
If not correct, return to clerk for revisions
Yes

Sign/Initials

Release for approval  Release to MCC/Service Head for approval MCC/other

of action taken. Service Heads
Retain a copy for file
End
Effectivity Date: Rev No. 2 Page 1
 Work Instruction
Bicol Medical Center
Doc. No. BMC- WI-ADM/CAO -00

Prepared by: Approved by:

SUSAN C. BARRAMEDA, MD, MHA FRANCISCO DJ. SALES III, MD, MHA, FPCS, FACS, FPSGS, FPSTS
Chief Administrative Officer OIC-Medical Center Chief II
Date: November 12, 2018 Date: November 12, 2018

Effectivity Date: April 01, 2015 Rev. No:0 Page 2 of 9

Effectivity Date: Rev No. 2 Page 1