Medical and Dental Services

Manual

MEDICAL AND DENTAL

SERVICES
MANUAL OF OPERATIONS

2018 EDITION

PART I
VISION, MISSION, DEVELOPMENT GOALS AND CORE VALUES OF NLPSC
VISION
To Produce Quality Human Resources for Global Competitiveness.

MISSION
NLPSC is committed to educate diverse learners who will become responsible leaders in a
culturally oriented community through affordable and quality education in harmony with
technology-based Instruction, Research and Extension.

DEVELOPMENT GOALS
1. Strengthen technology-based research capabilities.
2. Impart efficient and effective public service through functional faculty and staff
development programs.
3. Reinforce responsive extension services.
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4. Innovate instruction for better educational performances and higher standards.
5. Generate adequate resources through viable economic enterprise.
6. Broader access to affordable and quality education.
7. Enrich student holistic development.
8. Tap positive linkages for a better and stronger partnership to stakeholders.
9. Heighten physical development programs.

CORE VALUES
1. Goal-oriented
a. We are guided by a clear purpose to fulfil the covenant we entered into
and work harmoniously to strengthen one's relationship
2. Responsible Governance
a. We abide with the Constitution of the Republic of the Philippines and
other pertinent government regulations in pursuit honesty, transparency,
efficiency, and effective public service.
3. Altruism
a. We set ourselves as model of sincerity and unselfishness to others.
4. Commitment
a. We dedicate ourselves to transform our clientele to become competent
in their chosen profession.
5. Empowerment
a. We, the men and women in the college are vested to deliver quality
service without any exchange.
6. Synergy
a. We believe in and practice commitment to serve by developing
intellectually and God-fearing leaders in the community.
b. intellectually and God-fearing leaders in the community.

PART II
VISION, MISSION AND OBJECTIVES OF THE
MEDICAL AND DENTAL CLINIC

VISION
The Medical and Dental Clinic envisions to deliver quality health services geared towards
the attainment of healthy student and personnel with the utmost form of professionalism,
directed by a high standard of competence, righteousness and commitment in the delivery of
its services.

MISSION

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The Medical and Dental Clinic aims to provide excellent Medical and Dental services
ensuring every student and personnel are healthy and productive, enabling them to attain full
potential for education.

OBJECTIVES
1. To make available the much-needed health services to the students and personnel
of the college right within the school premises with utmost care.
2. To provide medicines and other supplies needed for the welfare of the students and
personnel.
3. To provide emergency treatment and the application of basic nursing skills in the
treatment procedures and conduct of first aide measures;
4. To promote quality health information dissemination of relevant current health
issues/information to the students, faculty and staff;
5. To protect the school community against health hazards.
6. To ensure that all equipment’s are fully functional and maintained based on
standards.
7. Refer cases needing special assessments to specialists ensuring proper disposition.
8. Proper recording and filing of patients’ documents.

PART III
OVERVIEW, ORGANIZATION STRUCTURE, FUNCTIONS AND
RESPONSIBILITIES
A. The Medical and Dental Clinic

The Medical and Dental Clinic of the College is an administrative support unit which
caters to the health needs of students and personnel which administers health evaluation,
health consultation and treatment and health education and other related health services. It
serves as the main front line service unit of the college on medical and dental health issues.
It is the responsibility of the Medical and Dental Services to ensure delivery of quality
health services to student and personnel with the utmost form of professionalism and
commitment.

B. The Office Hours.

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The Medical and Dental Clinic is open Mondays to Fridays except on official holidays of
the country and special holidays of the province of Ilocos Sur and of the City of Candon where
NLPSC is located. It provides office services from 8:00 in the morning until 5:00 in the
afternoon; including the lunch break from 12:00 noon until 1:00 in the afternoon.

C. Organizational Structure
The Medical and Dental Clinic is directly under the Vice President for Academic Affairs,
who in turn is under the President and the Board of Trustees.

The Medical and Dental Clinic is headed by a College Physician, and a College Dentist
and manned by a College Nurse.

BOARD OF TRUSTEES

PRESIDENT

VICE PRESIDENT FOR

ACADEMIC AFFAIRS
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COLLEGE PHYSICIAN

COLLEGE DENTIST

COLLEGE NURSE

D. The Functions and Responsibilities of a Physician

1. The Physician is mandated to examined all first year for their base line physical
examination,
2. The Physician is mandated to give medical services to all students and
personnel,
3. The Physician is mandated to give and prescribe medications to all student and
personnel
4. The Physician Is mandated to refer cases needing specialized treatment to
specialist to patient’s hospital of choice
5. The Physician is deemed necessary to attend SCUUA and other students related
activities outside the campus wherein medical services are crucially needed.
6. The physician is responsible for Dissemination of information regarding current
health issues
7. The Physician is mandated to orient students on Medical Dental Services
policies and procedures.
8. The Physician is mandated to submit statistical data reports of the Medical
Dental Clinic.

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9. Maintains linkages with other Health agencies in connection with health
concerns.
10. Sets standard operating procedure for the Medical Dental Services.
11. Designs process flowchart of office functions.
12. Periodically reviews and improves present systems and procedures.
13. Assigns, supervises, and coordinates, checks and reviews work of Medical Dental
Services personnel.
14. Evaluates performance of Medical Dental Services personnel.
15. Designs and revises forms needed for Medical Dental Services use and
transactions.
16. Submits Annual Accomplishments Report.
17. Performs other duties and functions as may be asked or requested by the
College President

E. Functions and Responsibilities of Dentist

1. The Dentist is mandated to examined all first year for their base line dental
examination,
2. The Dentist is mandated to give dental services to all students and personnel,
3. The Dentist is mandated to give and prescribe medications to all student and
personnel,
4. The Dentist is mandated to refer cases needing specialized treatment and
procedures to specialist,
5. The Dentist is deemed necessary to attend SCUUA and other student’s related
activities outside the campus wherein dental services are crucially needed.
6. The dentist is mandated to orient students on Dental Services policies and
procedures.
7. The dentist is mandated to submit statistical data reports of the Medical Dental
Clinic to the Administrative officer.
8. Sets standard operating procedure for the Dental Services.
9. Designs and revises forms needed for Dental Services use and transactions.
10. Performs other duties and functions as may be asked or requested by the
College President through the Vice President for Administrative Services

F. Functions and Responsibilities of Nurse

1. Serves as an assistant to the physician in all medical services and clerical
activities undertakings of the clinic
2. Ensure the conduct of health evaluation to all new students
3. Provide nursing health care to student and personnel
4. Oversees medication administration, health care procedures and the
development of health care plans
5. Coordinates referrals to other health care agencies
6. Performs daily nursing consultation and treatment
7. Oversees the proper use, maintenance, control and safekeeping of property and
equipment in the office.
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8. Prepare reports
9. Request the needed office equipment and supplies.
10. Attends to transactions with government offices and agencies regarding matters
related to the function of the clinic.
11. Attend student’s related activities outside the campus wherein first aid services
are crucially needed.
12. Provides health related education to student and personnel in both individual
and group setting
13. monitors and manages communicable diseases
14. Assess school environment to prevent injury and ensure safety’
15. Oversees infection control measures
16. Actively participates in school safety plans that address emergencies that may
occur in the school
17. Oversees canteen cleanliness
18. Conducts and monitor canteen personnel health evaluation and ensure food
being serve are safe for human consumption.
19. Performs other duties and functions as may be asked or requested by the
College President through the Vice President for Administrative and the Vice
President for Academic Affairs.

OPERATING PROCEDURE
Health evaluation`
1. Present enrolment form to the nurse and get scheduled for the health evaluation.
2. On scheduled date of health evaluation go to the nurse get individual health evaluation
3. Present filled out individual health evaluation form to the nurses for preliminary check-up
a. Height and weight measurement, past history, age, telephone number
b. Blood pressure, Pulse Rate, and Respiratory Rate
3. Present to the doctor on duty fill out individual health evaluation form for the physical health
evaluation.
4. Return to the nurse for record filing.
5. Client sign in the Client Registration logbook.

Daily Consultation and treatment

1. Present ID upon entering the clinic
2. Patient proceeds to the nurse on duty.
3. Fill out medical and dental forms (except with existing medical/dental records)
4. Nurse conducts preliminary examination (BP, Temperature, Heart Rate, and Respiratory Rate).
5. Nurse then refer patient to the doctor on duty.
6. Doctor on duty examines patient to establish diagnosis; issue prescription and / or referral to
specialist if needed; request laboratory examinations if necessary.
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7. Doctor writes on medical record the findings, prescriptions, and recommendations.
8. Doctor then send the patient to the nurse for disposition.
9. Nurse issues complimentary medicine if available.
10. Client must sign the Client Registration logbook before leaving.

Patients for Temporary Observation

1. Patients for observation in the clinic are required to stay in the observation area.
2. The nurse will monitor the development and will update the doctor on duty about the progress.
3. The doctor will evaluate the situation and will issue disposition.
4. No overnight confinement in the clinic is permitted.
5. Nurse fills up medical records of the patient`
6. Nurse to notify parents and advisers.

Cases for Temporary Observation

Students with the following conditions are observed for further monitoring and
evaluation prior to the final recommendation.
• Nausea and vomiting
• Fever
• Vertigo
• Dysmenorrhea
• Migraine and Tension Headaches
• Asthma
• Allergies
• LBM with frequency of less than 3 episode per hour
• Hypertension
• Any other condition not mentioned above but needs monitoring

Issuances of Medical Certificate

(For student/patient who got sick)

1. Student/patient present ID to the nurse on duty

2. Nurse provide medical certificate form (MDS-F-003)
3. Student/patient fills up medical certificate form
4. Nurse on duty retrieve patient’s record.
5. Nurse refers student to the doctor on duty.
6. Doctor on duty evaluates student prior to signing of medical certificate.
7. Student/patient signs in the client registration logbook before leaving.

NOTE: For student who got sick but did not come or wasn’t able to come to clinic, student
must present certification from parents or guardian stating he/she got sick, prior to re-
evaluation and signing of medical clearance by the physician.

(For Criminology Students who will attend Police Internship)

1. Student Presents ID
2. Student proceeds to the nurse on duty

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3. Student intern must fill up Medical certificate form (MDS-F-004) and attached all necessary
laboratory examination results.
4. Nurse conducts preliminary examination (BP, Temperature, Heart Rate, and Respiratory Rate).
5. Doctor on duty to examine/evaluate student.
6. Medical certificate issued.
7. Student signs in the client registration logbook.

(For students who will attend on the job trainings, athletic competitions, Trainings and seminars
conducted outside the campus)

1. Student Presents ID
2. Student proceeds to the nurse on duty
3. Student must fill up Medical certificate form (MDS-F-004)
4. Nurse conducts preliminary examination (BP, Temperature, Heart Rate, and Respiratory
Rate).
5. Doctor on duty to examine/evaluate student.
6. Medical certificate issued.
7. Student signs in the client registration logbook.

(For personnel certification of employment and promotion)

1. personnel proceeds to the nurse on duty

2. Personnel fills out medical certificate form (CSC form 211) attached all required laboratory
examinations
3. Nurse takes and record BP and PR on the medical certificate form
4. Doctor on duty to examine/evaluate personnel.
5. Medical certificate issued.
6. Personnel signs in the client registration logbook

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PART V
CLINIC MANAGEMENT
1. LOCATION

The Medical and Dental Clinic must be accessible to the public. It must be wide
and spacious to accommodate the clientele and Patient needing immediate
medical and dental attention.

2. FILE ARRANGEMENT
Classification Arrangement
1. Active Medical/dental Files/Records By Course, Alphabetized
2. Inactive Medical/dental Files/Records Alphabetized

3. USUAL FORMS
The usual forms ordinarily used are the following:
Individual Health form
Patient Record
Dental Chart
Medical Certificate
Dental Certificate

4. USUAL DOCUMENTS/CERTIFICATIONS REQUESTED

Medical Certificate
5. USUAL REPORTS
Accomplishment Report
Action Plan
Annual Procurement Program

6. EQUIPMENT
Equipment for the Medical Dental Clinic includes the following:
Hospital beds Oxygen Tanks Nebulizer
BP apparatus Pulse Oximeter Thermometers
Dental Chair Autoclave Sterilizer
Drop light Emergency Kits Fracture board
Stretchers Otoscope stethoscope
Wheelchair Air Conditioners Printers/Scanner
Computers Refrigerator Cabinets

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PART VII
FILES AND RECORDS MANAGEMENT
1. CLASSIFICATION OF FILES AND RECORDS
The records at the Medical and Dental Clinic are classified as follows:

1. Classified or Strictly Confidential- This refers to records of students

submitted in the pursuance of the “special relationship” it has with the
school. That is, information disclosed to the school, for the latter’s use only
for admission and promotion and no other. The following are classified or
strictly confidential records:
Individual health Records
Patients Records
Medical certificate
2. Unclassified or Non-confidential- This refers to other school records that
should necessarily be made public to enable the state (government) and
students or parents to determine legal existence and operation of the school,
and assess its performance. The following are unclassified and non-
confidential records:
Accomplishment reports
Medical-Dental Service Report
Consumption reports
Inventory Reports
2. SUNDRY MATTERS TO BE KEPT FOR REFERENCE
1. Accomplishment Reports
2. Action Plan
3. Annual Procurement Program
4. Medical-Dental Service Report
5. Consumption reports
6. Medicine Inventory Reports
7. Supply Inventory Reports
8. Circular/memoranda/orders
9. Enrolment Report
10. NLPSC Code
11. NLPSC Faculty Manual
12. NLPSC Student Manual
13. Official Communications (In-coming/out-going)
14. Projects, Activities and Programs

3. OPERATING PROCEDURE
1. Location of Files

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1. The active patient’s record are filled and stored in steel cabinet and current
Individual health records are filled and store in an Open Cabinet located at the
immediate vicinity
2. Inactive and Graduated files must be placed in the Records Room specifically for
that purpose.
2. Filing System
1. Records must be properly filled.
2. Alphabetize file is used in all active patients’ records and the by course by year
and alphabetize files is use for current individual health record. When removing
and putting back files, personnel concerned must see to it that alphabetic order
is observed to avoid misplacing files.
3. Patients records and individual health record are placed in individual
envelop/jackets.
4. In order that the Patient/student records, communications or papers won’t be
misplaced, or go into wrong file. They should be filed as soon as they were
received or done with.
5. A recording of all patient/student files should be maintained to account for all
the records kept.
3. Control of Records
1. Student records are not allowed to be borrowed or shown to others.
2. Current individual health records are incorporated to the patient record once
student comes for consultation and treatment.
3. Only authorized clinic personnel are allowed to assess records.
4. Routine inspection of record storage must be done regularly.
4. Computerized System
1. Clinic personnel should be properly trained.
2. Office computers is only for the use of Clinic personnel.
3. Computers should contain a virus scanning and cleaning program.
4. Printers should be turned off when not in use.
5. Back-up files must be maintained.
6. Playing of games is strictly prohibited.
7. Data must be verified and validated.
8. Workstations should have power protection.
9. Proper attention should be immediately given to computers that breaks down
and needs repair.
10. Periodic cleaning and checking of computers.
5. Recording and Updating of Records
1. Individual Health Records and Dental Chart of students and personnel must be
accurate and complete.
2. Patient’s records must be accurate and complete.
6. Access and Retrieval of Records
1. Privacy and data confidentiality of patients, students and personnel records must
be safeguarded.
2. Access to files and data is based on legitimate need and that data access is
authorized.

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7. Disposal of Records
1. Once a student graduated or personnel resigned, health records and the like can
be disposed of five (2) years after graduation/resignation.
Disposable Records:
Individual health records
Dental Charts and records
2. Records of students in the inactive list should not be disposed of.
Non-disposable Records:
Patient’s records

8. Request for Medical Certifications

1. The student requesting for medical certificate shall notify the nurse on duty
2. A uniform heading, format, style and size of paper for each kind of request shall
be followed.
3. The medical certification is prepared by the nurse on duty.
4. The Physician shall check and sign medical certification.
5. Medical certificate is ONLY release to authorized person.
6. All medical Certificate release shall be recorded in the client’s registration
logbook.

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