Republic oI ihe Philippines

D.parlment of Ho.llh
6 CENTER FOR HEALTH DEVELOPiIENT i'IMAROPA

July 20,2020
RECEIVET]
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OOH CHD MIiIIAROPA OFFICE ORDEF
No.2o2o- 0l 1

SUBJECT: INTERIM GUIDELINES ON THE CONDUCT OF VIRTUAL

MONITORING OF HEALTH FACILITY DEVELOPMENT UNIT (HFDU)
PROGRAiIS IN MIiIIAROPA HEALTH FACILITIES DIJRING THE
coRoNAVtRUS DTSEASE 2019 (COV|D-19) PANOEMiC

I. RATIONALE:

The main ofil@ of Center for Health Dovelopmenl MiMaRoPa (CHD lvtii,laRopa)
s lo@ted in Quezon C ty within the National Capttat Region (NCR), the epi@nier
ofCOV|D-19, while its calchmeni provin@s aE istands loc€led outside the NCR.
Hence, monitoring of health faciites in MiMaRoPa region is most chatenging
than in other Egions ol rhe country

The lnleLAgency Iask For@ (IATF) on Emerging tnfectious Disea*s, the

nalional policy making body tor COVID-19, imposed iravel rest ctions in a and
sea and at travels, coupled with 14 days quaEntne per od requked for peGons
entenng povinc€s fDm other areas wilh lo@t transmission slch as the NCR.
Hence, CHO l,lii,4aRoPa peBonnelcannot peBonatty visit healhfacitiries in the
region. The present@ndition sholld not deter our workfor@ to attain irs goatof
delive ng qualdy and sale heallhere tor MiMaRoPans

To continuously ensore that a patienl.ceniered, synergelic, end prcgessive

healih facll y operations are rn pta@, despiie the impedimenrs hed during ths
pandemic the Health Facility Development Unii (HFDU) shat adopt avaitab e
lechnologi6s su.h as online ommuniqtion ptatforms. The fomutation of
gudelines for virlual monitoring olhealthtacitiiies in Mi[/taRoPa shal ensure that
ihe regionalheallh offie is keeping lrack otourhealh lacrlrires,to better Espond
lo rncreasing demand ior comprehensive heatth care for COVTD-1g and non
COVID-1g cases while safeguarding the heatth and wefare of bolh CHD
MrMaRoPa peGonnet and siakehotders

[, scoPE:
These guidelrnes shalapply to all CHD lv,liMaRopa's HFDU p.ograms and
pmjects includng but not timited to tnlegEted Hospital OpeEtions and
Manasemenl Program (IHOMP) lnfeclion Prevention and Conlrot (tpc) and
Regional Heahh taboralory Nehvo*(RH!N) Lrkewise these sha I be uiitized by

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 Republic of the Philippines
Dep.rtm.nt of H@lth
CENTER FOR HEALTH DEVELOPMENTMIIAROPA

allHFDU technr€land adminislrative sopport slaff along w h key stakeholders

froh various health facililies wilhn l\,{il',ilaRoPa Region du ng the COVTD-1g
pandemic These guidelines may abo be u*d in pla@ ol on-slte monitoring,
whenever nalual or man-made calamiv occur

III, OEFINITION OF TERi'S ANO ACRONYMS:

Heallh Facility an nslitution that has heallh @re as its @€ seNlce tunclion
or business. Health €re perlains to lhe maintenance or impovement ol the
health of the indivlduals or populations lhDugh the prevention, diagnosis,
lreatment, rehabllilaiion and chronic management ofdisease, illness, injury and
other physica and mentalailments or mpairments of human beings. fsourcel
A.a. No. 2019-0060 "Guidelines on the lnplehenlalioh of lhe Natiqel tleatth

Below is lhe lisl oifacilities under the calegory of a health facility butis not limiled

c Clini@l Laboratories

tnf&tion and Prevennon and conarol (PC) @mpases or measures,

-
practices, protocols and pro@du.es all aimed at pEveDing and contolling the
developmentolnewinrectionsacquircd in healthcaE setiings. (sou.ce 4.O. No.
2014- 0402 'Nahonal Policy on lnfoctioo Preventua. and Conlbl in Healthcare

trteq.te.t Hospital OpeBnoB and Management PrcsBn (tHoMP) a -

@mprchensive assesshent conducied lo support hospitat ope€tions and
management towards achievement of betler patient out6me, improved
lnsiitutionalgoalselthg, @nrinuous quality improvehent and efiicienl utitizaton

Mor,lbrns an on-site assessment of health facilities to determine basetine

€pacily and progEss ofoperations and program imptementaiion
health facility
by means of documenl revEw, interuiew wilh perlineni peBonnet, ocutar
rnspection etc Resulls of which shal seNe as basis tor @ntinuous quatity
ihprovemeni and provison of techni€l assistan@.

Monltoting fool lhe prcscdbod checklist and/or outline glide usd to assess
-
Porfoman@ of health progEms

Ragiodal Health Labontory /Veaworr( a aroup of clinic€l laborator es in the

reg on who are enjoined together
wth a common vision, assist each other and
sha.eseMces male.ials, human resour@s, and infohaton.

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 Republlc of lhe Phrlippines
Deparl,nent of Hoalth
CENTER FOR HEALTH DEVELOPi'ENf MIiiAROPA

Sorf-assossDert loo,
- the checktist provided by the Heatth Facitity
Developmenl BuGau and Nalionat Vdhtary Btood SeMces prograrn lo be
accomplished by lhe health facilitv repreentative/s to measure then
perfoman@ in lems oi the va.ious aspecls of heatrh facitity opeEtions and

Viftual Monibnng - conducl of off-site monrtonng employing lhe use of ontine

@mmunicalion platrorms in its prcess (eg web based merings, ontine
interviews, virlual walkthrough etc) lo assesE the perfomance of heatth
fe.illies h theirope€lions and management

IV, IMPLEMENTING MECHANISi'i

a The hrget heallh hcility for monito ng shal be identfied by the HFDU
techni@lstafland unit head subjecl to apprcvatofthe Directo. t;

b A v dual monitoring plan and other pE,activity documents shal be prepared

by the HFDIJ technicalstaff (or rev ew by the unil head and subjectlo approvat

c. A Regional Order upon lhe approval of he Regionat Dtrector shal be in efect

priorto actualvinualmon o ng.

d. Coodlnalon wth Provincial DOH offi@s (PooHos)/Development

Managemenl OfficeE (OMOS) assrgned in rhe respetve area lhmugh the
Field Health OpeEtions ProsEm (FHop) shal be facittated if physicaL
assessmenUinspeciion of health facttity is waranted/appticabie. A rebinar on
lhe kainlns or prescribed monito ng roots (e.s rHoMp) shal be conducted
wilh lhe DMOS pdorlo the conduct ot monitonngi

e A communication letler, and the prescribed monitonng/ slf-assessmenl t@t

(as necessary) shallbe senl by the HFDU stafl to the i,arset heahh facititv ai
leaslhvo (2t weeks pnorfie targelddtes or aoniio'ing,

L Upon the approva of the head of the heath facitity, designated

representalives names and cornaci detaits shatl be foMftted by then facitity
to the HFDU for reference.

g pha*s of the monibnng proess sha be scheduted with rhe

The fol owing
taEet health facility incudhg the prefened/mosr convenEnt ontjne
communi@tion platfom (e. s Zoom WebEx, etc.):

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 Replblic ol the Phrlippines
Dep.rrDent of Health
CENTER FOR HEALTH OEVELOPI'ENT MIIIITAROPA

iii Virlual Walk"ihrough (or review of pG,Ecoded nb)

iv Consolidation and,lnaliztion ofmoniioring Bsul6 by HFDU staff
VinualExit Conference for pE*ntation of monitoring .esutts and goal
stthg for aciion plannrng including identincatun ol a€as for provision
of technical assislan@.
Updating and feedbacking to rEck down the mptementation of pans
and recornmendalons for @nlinuous qualitv imp.ovemenl

Actual vlrtual Monilorin

a. The documents and olher relaied eviden@s shallbe submitred in eteclronic

copies/s€nned/photo copes fomal h|o (2) days prior the monilonns
schedule through the following (whichever is applicabte):

Oflicial 6fiail address:

'qffi Mdu@mimarcpadoh.gov.ph
cial Facebook account:
- Hfdu Mioaropa FB lr/ssenger
b. Upon submission of e eclronic @pies of documenG required the HFDIJ staff
shallperrom appDprlate review (docoments revEw) and rccord irs Esutts in
ac@rdance io the p.escnbed monitoring tooli

a. AnagEed online @mmunicallon platfoh (e. g. Skype, Webex, Zoom, coogte

I\,!eel, etc.) shallbe prepared and hosted by HFDU berorehand as suided by
the CHO [4iMaRoPa Offie Oder No. 2020 OO5 "Potices on the Conduct of

b. Pb@edings of lhe virtual interyiew shatl be video/audio recorded a.cordingty

uPon concurren@ of lhe inleruiereesi

c. Heallh facrlty key stakeholdeE (inte iewees) of pGidentitied heallh facitity

areas lo be monitored shall be pesent and availaue du ng rhe agreed
schedule of vlrtual inleruis
Virtual W.lk-through:

a.The vlrtual walk-through shall be conducled tn atareas rndicated in the

monito ng iool to as*ss the phySical aspecr of ihe health lacitities and olher
opealional slandads that can be vatidaied visLatty It shal be guided by the
identilied health facility epresentatve acco.dtngty. Lrk*ise, if appticabte,

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 ffi
Republic of lhe Phillppines
Osparbrenr of H..lttr
CENTER FOR IIEALTH DEVELOPiIENT MIMAROPA

HFOU may equest the assrstane or ihe PDOHOvDMos assigned in rhe

area lh.ough the FHOpto facilitate conductof lhe actuat phi"sicat assessment

b Proeedings of the vinual walk-through shatl be vide/audio ecorded

accordingly upon @ncunence ol the heaJth faciiity,

c Provls ons of the Dala Privacy Act and other heallh facitity poticies concemed
in @indentiality and privacy shall alwayS be obserued, whichevs 6

d. lf lniernel connectivity is a concem, a pEiecorded video or photo oi rarget

heallh facilily a.eas may be submrtted via e-mailor FB Messengeras perihe

P@t Monitorino Phe6e:

a. The HFDU slafi 6hall consolidate the results of the documenl review, virtuat
rnteruiew, and virlual walk'lhbugh lf necessary the HFDU slaff may contacl
heallhfacility repBen[alive/s for follow up quesiion6, ctarifi€tions and any
othe. additional documenls/records/eviden@s

b. When applcable, an assessment resu t with coresponding numeical maft

6hallbede ved irom lhe viriualmonito ngt
Presenlalion ol Monitonng Results through Viriuat Exit Confe€ne.

a An onlne @nfercnce shall be aiiang€d by the HFDU staff on an agreed

schedule for the prcsenlaiion of resu ts and exit @nfeene

b. l4on]tonng lind ngs, identfied aeas for improvement and besi pEcUces (if
the€ is any), shallbe discus*d and presnted during this time:
c. Presone of key healih facility slakehotdeE are highty encouEg€d do ng
the pre*nlalion ol resultsl

d. Feed backing, goal seit ng, and agEements with appropriaie iechni€t and
other assislance neessary upon the .e@mmendalion by the HFDU head
shallbe ldentified in panneEhip with the heahh facitity s stakehodeBi

e. As neessary, anaclDn plan template/fom shat bedisseminatedfio arded

bythe HFDU. The health fa.ility shall pepa@/aeomptish the ptan based on
theiindings/resulis ofthe vitua mon oring i and shait be slbmitted to H FDU
on an agEed dale.

f. The HFOU staff shall provide updates on the tehni€t assistane to be

provided or facilltated as ne@ssaryl

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 ffi
Republrc of the Philippines
Departnont of H.alth
o CENTER FOR HEALTH DEVELOPMENT IUIMAROPA

g. An Accompl shmenl Report w(h phoio documentation shatt be accomplished

and recorded lor each vinual monltoring actMv for review and approvatby

h The health fac lit maysubmitpDgEsvmonitoring ofac@mptishment repoft

at least semFannually upon completion oflheir iargeted ptans and activilies

Regular lpdating and feedbacking of progress 10

mplemen[aion of plans and recommendations for

V. EFFECTIVITY

This ofllce order shatt lake etfect on Juty 20,2020.

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