ANGAU Memorial Provincial Hospital

Hospital Management Team

Meeting Agenda
Date: February 9th 2023
Time: 10.15am

Time Meeting commenced: 9.40am

Name: Position: Email: Phone: Feb Feb

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Dr Steven James a/DCHS sjames@mopha.gov.pg> 73890540 ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Mr. Aung Kumal a/DCS aungkumal@gmail.com 78679757 ☒ ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Ms. Concillia Amol a/Hospital Manager camol@mopha.gov.pg 70014655 ☒ ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Dr. Ruso Perone a/DDMS - Admin ruso.perone@gmail.com 71773591 ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Mr. Steven Polis a/DNS cdnspolis@gmail.com 71190838 ☒ ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Sr. Stephanie Damong a/DDNS - Clinical steffiepng@gmail.com ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Mr. Fred Sepoe HR Manager fredsepoe66@gmail.com ☒ ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Ms. Margaret Toyen HR Officer mtoyen@angau.gov.pg ☒ ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Ms. Charie Paia HR Officer chariepaia@gmail.com ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
David Young PDO AMS david.young@jid.global ☒ ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Boki Kama PDO AMS boki.kama@jid.global 76535181 ☒ ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Tracy Wandau PDO AMS tracy.wandau@jid.global 75907574 ☒ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐

1. Welcome and apologies:

2. Confirmation of Meeting Minutes Endorsed: Seconded:

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3. BUSINESS ARISING

Agenda Area Item Action Whom Timelines

item
3.1 Communication  Network Connectivity Issues Recommendation from this meeting: Sr. Amol Immediate
Challenges at  Issues connecting to printers Option 1: Advertisement for ICT Manager Mr. Sepoe
ANGAU  Communications issues raised with Mr
Singoling already Option 2: Immediate Recruitment for ICT
 This has not been formally taken up with Manager on STC
DALTRON, MOPHA SEM, ANGAU HMT or
JID PDO
PABX Update Ernest updated 9 Feb Recommendation from Hospital Mr Sepoe Immediate action
 PABX Handover Friday 10 Feb Management Team to MOPHA SEM. Mr Kumal
 JID purchased UPS for the routers Immediate recruitment of ICT Manager on
 PABX migration is 83% completed to date Short Term Contract

3.2 Hospital  Discussions on Hospital Governance  Evaluation of Committees Report to be Mr. Nawik Jan- Feb 2023
Committee Review Committees and PHA Sub Committees tabled at the first 2023 HMT Meeting (currently on leave)
 One reason for review is the lack of proper in February 2023
quorum and non-attendance of members PDO Team to
 Amend TORs, Meeting Schedules, support (Boki,
Membership, Chairs, templates and tools Tracy and Jayson)

HMT Recommendation 9 Feb: Ms. Amol Immediate

 Change the coordination and Mr. Sepoe
secretariate functions back to the Mr. Kumal
Hospital Managers Office
 Executive Management Team to
oversee/coordination of the Hospital
Committees
 Cynthia from HR to Hospital Managers
Office as Administration Officer
 Mr. Sepoe to draft JD for Cynthia –
Administrative Officer

3.3. Document  Document Management Storage Change  Carmellina and Mr. Kepas discussion on Mr Kepas
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 Management Project led by Carmellina and Henry Kepas Status of Mr. Kepas file organization
Compiling and  Dependent on ANGAU Input and  Carmellina will draft Document
Pathway- TOR, contribution Management Project Plan to store
SOPs and Policies, documents on the ANGAU server and
Committee Reports handover
3.3 a Register of Policies  Compile report for Hospital Manager for  Register of all Policies, SOPs, TORs, Mr. Kepas Jan – Feb 2023
reporting to SEM/CEO Reports etc for 2022 (Nursing)

3.3 b  Hard Copies of all TOR, SOPs and Policies,  Print and distribute to respective Mr Nawik and Next Meeting
to be available to all sections of the sections at the hospital Hospital Team
Hospital  Update: Requisition not approved yet
3.4 Medical Records  PMP still on hold Recommendations from HMT To MOPHA Ms. Amol Update Next HMT
Change Project From Rob Akers HSSDP SEM: Mr. Sepoe
Phase II  Implication for MoPHA is that it will  Option A: Recommend for Wattie
adversely affect the Province’s overall support Medical Record
performance ranking for 2022, which  Option B: Recruit and fill Medical
could have a flow on effect to budget and Records OIC Vacancy
recruitment  Mr. Sepoe and HR to adjust Wattie’s JD
 It’s also unlikely that the new Admissions to include ANGAU Supervision
Module will be commissioned until HIO  Hospital Manager to table at MOPHA
data entry to SEM on recommendation that Wattie
 Currently Morobe is ranked 20th support and supervise ANGAU Medical
 HMT Recognize leadership gap at ANGAU Records
Medical Records
 Email sent to PATH colleagues who are
supporting PHIO to investigate and report
back to HMT and SEM
3.5a Review of Risk  Review Risk Register with HMT By the next HMT – Mr. Nawik to brief Mr. Nawik Jan-Feb
Management  Mr. Nawik discussed the issues listed on meeting on Risk Register
Indicators the Risk Register
 Items listed here were for HMT Action
3.5b Work Health Safety  Currently Ernest & Emmanuel conduct  Mr. Nawik to review current Emergency Mr. Nawik Next HMT
support by FM WHS briefings with Contractors and Plan and Evacuation Muster Points Meeting
Team others at ANGAU  Elly from JID to support Mr. Nawik Elly (PDO support)
 Options of sourcing external expertise in
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 Emergency Evacuation Plan
 Technical Evacuation Plan – Exit Paths –
CPB handed to ANGAU as part of
redevelopment
 A Communication piece must be
developed from this Technical Brief for
ANGAU Staff and Visitors
 Discussions on Emergency and Evacuation
Muster Points
3.5 Frequency of Dr. James: The Hospital Management Team
HMT Meetings meetings with an agenda and focus on
broader matters to be held once a month.
The HMT Operational Meetings ideally should
be conducted weekly; ideally every Monday.
Operational issues raised at the HMT can then
be raised at the MOPHA SEM Meeting.
3.6 CSSD workforce CSSD Workforce
Planning  Sourced Nursing Officers (Casuals in active
service)
 HR to organize STC
 2 months to process (DPM)
 14 positions/vacancies in Public Health
will be ‘borrowed’ by ANGAU
 DNS submitted list for STC
 Challenge with DPM: Compliance is
tedious for STC Approvals
3.6b Workforce Mortuary Workforce and Arrangements to
Planning operate the new Mortuary
 Local Provider to operate the ANGAU
Mortuary for short term period
this area
 Monday afternoon HMT Meeting Ms. Amol
 Invites and reminders to be sent out
Recommendation from HMT To MOPHA
SEM:
 HMT Meetings to be conducted every
Thursday on a fortnightly basis
 Ms. Amol to table HMT issues at the
MOPHA SEM
CSSD Workforce Ms. Amol Immediate
 Immediate: Instructions to Casual NOs Mr. Polis
to relocate to CSSD and start training Mr. Sepoe
and duties whilst waiting for STC Ms. Toyen
 Mr. Polis to write a brief on process in
resolving the CSSD Workforce gaps
 Ms. Amol to present Brief on CSSD
Workforce at the upcoming
Commissioning Meeting
 Mr. Sepoe to prepare STC for 60 officers
- ICT Manager included in this list
- 9 STC for medical doctors
- STC for Nursing Officers and CHWs
 Mortuary Workforce and others will be
addressed along with other areas; ICU,
ED
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  Provider to build capacity and upskill
ANGAU Mortuary Personnel
 Option 2: Relocate/reassign ANGAU
officers to work at the Mortuary

3.7 Risk Register items  Communication (Org Structure)  Recommendation: MOPHA CEO invite Dr Ms. Amol
 Discussion around the Hospital Dora and Dr Tau to meeting with CEO
Hospital Management Team and MOPHA SEM and MOPHA when they attend the
Management Roles and Responsibilities Commissioning Meeting 14 February
3.8 Security  Restrict Public Access to all areas of AMPH  AMPH/MOPHA appoint/employ Security Mr. Nawik Next Hospital
 Limit entry through only one gate for all Officer Meeting
staff, patients and residents  Circular to advise all staff to wear ID
 Designated carpark for staff Cards at all times/and or wear uniforms
 Emergency Assembly Point to work
- Issue Staff ID Cards
- Issue of Vehicle Pass
 Notify Public of entry gates to the
Hospital

Other options to explore:

 Inpatient Visitors Cards (example PMGH)
 Referral Cards

4. REPORTS FROM COMMITTEES/WORKING GROUPS

No reports

5. RISK REPORT

Agenda Area Discussion Action Whom Timelines

item
5.1  

5.2  

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 6. NEW BUSINESS

Agenda Area Item Action Whom Timelines

item
6.1  
6.2

8. DATE OF NEXT MEETING: Thursday 16 February 2023

Meeting closed: 11.40am

Move: Seconded: