ommc safety promotion and disaster preparedness committee meeting - 13sept13 - slide...
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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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OMMC Safety Promotion and DisasterPreparedness Program
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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OMMC Safety Promotion and DisasterPreparedness Program
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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OMMC SP-DPPM4.3 Advisory Committee - OMMC SP-DPPM
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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OMMC SP-DPPM4.3 Advisory Committee - OMMC SP-DPPM
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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OMMC SP-DPPM4.3 Advisory Committee - OMMC SP-DPPM
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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OMMC SP-DPPM4.3 Advisory Committee - OMMC SP-DPPM
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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OMMC SP-DPPM4.3 Advisory Committee - OMMC SP-DPPM
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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OMMC SP-DPPM4.3 Advisory Committee - OMMC SP-DPPM
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
4.4.1 Program Documentation and Manual
- OMMC SP-DPPM
4.4 Program Administration4.4.1 Program Documentation - Program Manual
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
4.4.1 Program Documentation and Manual
- OMMC SP-DPPM
4.4 Program Administration4.4.1 Program Documentation - Program Manual
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
4.4.1 Program Documentation and Manual
- OMMC SP-DPPM
4.4 Program Administration4.4.1 Program Documentation - Program Manual
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
4.4.1 Program Documentation and Manual
- OMMC SP-DPPM
4.4 Program Administration4.4.1 Program Documentation - Program Manual
The Safety Promotion and Disaster Preparedness
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 Policy - OMMC SP-DPP
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 Policy - OMMC SP-DPP
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 Policy - OMMC SP-DPP
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
4.4.3 Program Goals and Objectives
- 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
4.4.3 Program Goals and Objectives
- 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.
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OMMC SP-DPPM
4.4.3 Program Goals and Objectives
- 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.
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OMMC SP-DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
The Safety Promotion and Disaster Preparedness
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:
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
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
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
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
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- 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
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
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.
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
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.
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
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.
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
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.
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OMMC SP DPPM
4.4.4 Program Plans and Procedures
- OMMC SP-DPP
4.4.4 Program plan and procedures
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.
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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.
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4.4.5 Program Budget
- OMMC SP-DPP4.4.5 Program budget
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.
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4.4.5 Program Budget
- OMMC SP-DPP4.4.5 Program budget
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.
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4.4.6 Records Management
- OMMC SP-DPP
4.4.6 Records Management
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.
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4.4.6 Records Management
- OMMC SP-DPP
4.4.6 Records Management
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.
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4.4.6 Records Management
- 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.
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4.4.6 Records Management
- OMMC SP-DPP
4.4.6 Records Management
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.
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4.4.6 Records Management
- OMMC SP-DPP
4.4.6 Records Management
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.
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4.4.6 Records Management
- OMMC SP-DPP
4.4.6 Records Management
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.
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4.4.6 Records Management
- 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.
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4.4.7 Program Review
- OMMC SP-DPP
4.4.7 Program Review
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.
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4.4.7 Program Review
- 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.
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4.4.7 Program Review
- OMMC SP-DPP
4.4.7 Program Review
Evaluation of the SP-DPP shall be guided by the
formulated vision, mission, and goals.
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4.4.7 Program Review
- OMMC SP-DPP
4.4.7 Program Review
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.
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4.4.7 Program Review
- OMMC SP-DPP
4.4.7 Program Review
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.
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4.4.7 Program Review
- 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.
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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.
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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 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.
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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
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.
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4.5 Laws and Authorities
- OMMC SP-DPP4.5 Laws and Authorities
Compliance of Safety Promotion and Disaster Preparedness
Program with Laws and Authorities
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.
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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.
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4.6 Financial Management
- 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.
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4.6 Financial Management
- OMMC SP-DPP4.6 Financial Management
4.6 Financial Management of Safety Promotion and DisasterPreparedness Program
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.
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4.6 Financial Management
- OMMC SP-DPP
4.6 Financial Management
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.
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4.6 Financial Management
- OMMC SP-DPP4.6 Financial Management
4.6 Financial Management of Safety Promotion and DisasterPreparedness Program
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.