PEC Minutes of Meeting

Date : 10-Mar-08
Venue : Siloam Hospitals Lippo Karawaci (Ballroom, 11th floor)
Regarding : PEC Meeting
Attendee : PEC Members : dr. Grace F, Stephanus K, Julie MC, Linawati W, Gita A, dr. Budhi A, Onne, Marbun, Pauline K, Tris Y,
Nanang K.
CEO Hospitals : dr. Andry, dr. Benutomo
AMA Hospitals : dr. Anastina, dr. Agus T, Dr. Soegiono P,
Head of Nursing : Agoes Soebiakti
CGP : Mindriyati A, Bernadete R
Finance : Inge, Angriani, Lauw In Jan, Onni S, Hermanto S
Purchasing Unit : Herlita A, Iin Y, Ririn
Pharmacist Unit : Hanny Y, Andi A, Christina
Others : dr. Wasista (formulary), Istyawati (radiology SHS), Jasmila (nurse SHKJ)
Prepared by : Asti

No. Agenda Description Action PIC

1 Introduction PEC members, * Member of PEC announcement of PEC members and election new member GF
role & responsibility 4 Executives : dr. Grace, Julie MC., Linawati W., Gita A.
3 Medical Clinician : dr. Budhi A., dr Hori H., ?
2 OT : Marbun, Nanang K.
2 ICU : Suswanto, Sr. Indri
1 Infection control : Onne
1 Logistic : Pauline K.
1 Pharmacy : Tris Y
1 Housekeeping : Andry P
1 Gen. nurse clinician : ?
dr. Grace & Julie will looking for 1 medical clinician & 1
general nurse clinician to complete PEC Members.
No. Agenda Description Action PIC

* Role & responsibility of PEC Members dr. Grace explain about role & responsibility of PEC
Members as written in PEC Procedure

2 Workflow of PEC & * Workflow of PEC Explanation of procedure for new item or substitution LW/ SK
Purchasing Guideline of through PEC
Major Medical Equipment
* Give example of 432 contracted items of Inform the Purchasing unit, PEC member, CEO, AMA, Head
Medical Supplies of Nursing, & related party to ensure that all user have to
use medical supplies accordance to the contracted item

* Drugs Formulary - dr. Wasista is processing finalization of drugs formulary

- Drugs that including in formulary is proposed by minimal 4
doctors & the additional will be considered based on doctor's
proposal (min. 4 doctors)
- AMA must be approach the doctors to follow the formulary

-Pharmacy has a right to change the non -formulary drug to

the similar drug in formulary
- the formulary will be reviewed/ revised every 6 months

* 4.430 items of medical supplies will be targeted Purchasing Unit & PEC members will coordinate related
to reduce up to 2.500 items party in each hospital to review the mapping list of 4.430
items of medical supplies from CGP.
PEC will decide which medical supplies that will be
tenderred by CGP

* Workflow of Purchasing Guideline of Major
Medical Equipment
Explanation of procedure for major medical equipment
procurement:
USD 150,000 should go through Governance Committee
for approval
< USD 150,000only go to CEO SHG and PEC for approval
No. Agenda
Request support
3 commitment during
mapping & standarization
process
4 Example of current special
item contracted (Certofix)
5 Time frame to get the trial
result back for new/
substitution product
Description
* Attend & come prepare for the PEC meeting
* Time to receive samples, organize &
coordinate the trial process in their hospital
* Administrative support for collecting the data & CEO hospital must be informed about the trial process
give it to Executive secretary, AMA, HO Div., &
related party to help PEC member
* CVC vs Certofix
* Get trial result back based on criteria
* The way to get back the result
Action PIC
Recommendation will come from Technical Evaluation Team
and the preferred vendor is Philips
All member should attend and proactive during the meeting JM
All product samples are collected/received from vendor by
CGP/Purchasing Unit & will be distributed to user/ related
departement for trial process after get trial recommendation
from PEC
PEC asks the related doctors to use CVC Arrow so the LW
Purchasing Unit can finalize the existing contract gradually.
The criteria are : LW
- simple trial : 7 days
- medium trial : 14 days
- complicated trial : 30 days
- special case trial : depends on when there's a case
incurred
The criteria will be determined by PEC
If it's difficult to get back the result, PEC will follow up & give
the support through Coordination Meeting, Doctor's morning
report, Nurse's meeting, Medical advice report, CEO forum,
Newsletter, etc.
No. Agenda Description Action PIC
6 Introduction a new * New Policy for contracted item This new policy is to define the SOP & protocols and to JM
corporate policy assist hospital teams in management of contracted items
which have been finalized through the CGP agreements

Any requests for purchase/supply of items alternative to the

contracted item will follow the process of PEC or exceptional
authorization

7 How will PEC support * Support will be an information & a Support by information i.e. comprehensive file of PEC & LW
hospitals communication Purchasing Guidline (in CD) give it to Logistic Dept. The
Logistic dept. will produce the hardcopy & distribute to the
CEO, AMA, HO Div & related party.

Support by communication :
- request CEO to make it happen
- regular meeting every 2 months or as needed
- open communication channel by each member of PEC in
each hospital
- CGP feedback report
- Notification of all trials
- Distribute MoM to CEO, AMA, HO Div, & related party

8 Discussion * Sharp container PEC decide to use BD sharp container in Siloam group All
according to its quality, safety & price.