Republic of the Philippines

Department of Health
Cagayan Valley Center for Health Development
REGION II TRAUMA AND MEDICAL CENTER

ISO 9001:2015 Certified

OFFICE OF STRATEGY MANAGEMENT

Administrative Assistant
Roles and Responsibilities
WRITTEN ENDORSEMENT

OSM HEAD: DR. TAGUMPAY A. MANIQUIS, MD, FPSGS, FPCS

I. Main Function:

In implementing the Performance Governance System hospital wide, the Office of Strategy Management was purposively
created to monitor, evaluate and oversee the progress of all offices, sections, departments and services with their
strategies, deliverables and scorecards monthly, quarterly and yearly.

Performance Governance System Pathways

1. Inititation Stage Awarded last November 28, 2019 by the Institute of
the Solidarity in Asia

2. Compliance Stage Ongoing; Target Completion on June 2024

*** Included in the Strategic Function of the R2TMC

OPCR

3. Proficiency Stage

4. Institutionalization Stage

Assisting the Office of Strategy Management is the PGS Core Team. (Please see attached Hospital Order 379s s 2022).

Work in Progress:
Monitoring, assessment, review and documentation of the deliverables and scorecards crafted by all offices, sections,
departments and services for the years 2023-2028. Deliverables and scorecards crafted were formulated during the PGS
Workshop conducted last May and June 2023. (File Location: Drive D/Marj/OSM/2023/PGS Update and Workshop Subfolder)

Person in Charge: Sir Adolf Manalo.

Expect Sir Adolf to ask for certain documents and consistently seek for Dr. Maniquis’ directives and instructions.
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II. R2TMC Organizational Structure:

Office of the Medical Center Chief

Public Health Office of Strategy Infection Prevention Health Emergency

Legal Unit Planning Unit Control Committee
and Disaster
Unit Management Management Unit

Performance Professional Education,

Quality Management
Governance System Training and Research
System Office
Office Unit

Research Management Institutional Review

Committee Board

Under the present organizational structure, OSM is also detailed to manage and regulate the operations and performance
of all the offices indicated in the chart above. OSM Secretary extends secretarial duties to the PGS and QMS offices.
Consolidation of documentary requirements for submission per offices is performed.

For OSM, QMS and PGS:

1. Monthly - MRA (Dr. Maniquis’ DTR is under Surgery)

2. Quarterly/Annually - IPCR Targets and Ratings (Dr. Maniquis IPC R is crafted by Sir Adolf)
LDNA (Dr. Maniquis’ LDNA is crafted by OSM Secretary)

** Hard copies of MRA, DTR, LDNA and IPCR of the previous terms are organized and filed. Soft copies
are saved in the computer categorized per year.

For PETRU:

1. Attendance of All Consultants and Residents per Department every Medical Services Organization Activities
(Clinical Case Audits, Census Conference, Interesting Case Presentation and Grand Rounds; MSO Meeting Not
Included)
- Names and Plantilla Items of doctors per department must be shown in attendance sheet to easily identify
who is not present on the said activity. (You may see electronic copy of attendance sheets on File Location:
Drive D/Marj/OSM/2023/03PETRU/MSO Activities)
- Consolidated Attendance Sheet of Medical Doctors last year (File Location: Drive D/Marj/OSM/2023/Doc Tags
Assignments/ 37 MSO Doctors Attendance)

2. Electronic copies of all cases to presented on MSO Case Conferences must be collected in advance and have it print out
for Dr. Maniquis’ reference before the day of the activity. Have a compilation. (File Location: Drive
D/Marj/OSM/2023/03PETRU/Case Presentations)

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Routinary Activities

ACTIVITY DETAILS AND INSTRUCTIONS

1. Calendar of Activities (Whiteboard) All activities and meetings, online or face-to-face must
be indicated in the board. Remind Dr. Maniquis
beforehand and verify his availability if there are any
conflicts with the schedule.

2. Receives Interoffice and Outside Validate the contents and accuracy of the
Communications communication to flawlessly explain with Dr. Maniquis its
full details and lessen further questioning.

3. Memos, updates and communication All information received thru email concerning Dr.
received via email. Maniquis must be endorsed immediately so that
appropriate action would be applied timely.

A copy must be filed electronically and also in a hard

bound. (File Location: Drive D/Marj/OSM/2023/ 00 Office
of the MCC Correspondence)

All correspondence addressed to Dr. Maniquis or any of

his concerned affiliations and committees may be sorted
and classified according to your own assessment of data
contents. As long as we have a reference for future use.

OSM Gov Mail:

User Account: osm@riitmc.doh.gov.ph
Password: January192022!

OSM Gmail:
User Account: osm.r2tmc@gmail.com
Password: OSM@r2tmc!

4. Meetings/Trainings/Workshop Calls for meetings to all of the members of the PGS and
Core Team as instructed by Dr. Maniquis. (May see
attached checklists [Attachment 1] for smooth flow of
meetings.)

5. Preparation of Supplies Requisition Issue Control consumption of office supplies and ensures its
Slips and Purchase Requests, Request for availability for use as needed. Ensure that all furniture
Repair Forms and fixtures and other assets inside the office are all in
good condition and are not missing. (Please see filed
folder of Inventory Custodian Slip for the overview of all
items under the name of Dr. Maniquis.)

6. Prepare and sends out communication As per instruction of Dr. Maniquis

(File Location: 1.) Drive
D/Marj/OSM/2022/07Communications 2.) Drive
D/Marj/OSM/2023/07Communications)

7. Manuals, PowerPoints and reports As per instruction of Dr. Maniquis

construction

8. Institute of Solidarity in Asia Delegates *Already under PETRU administration (trainings-related)

(Accrediting body for PGS Next Stage)

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 REGION II TRAUMA AND MEDICAL CENTER

9. Trainings to be Attended by Dr. Maniquis Make the necessary registrations.

Communicate to MCC for Hospital Order and for means

of transportation if private vehicle will be provided (for
trainings outside the hospital).

After the training, preparation of TEV for any

reimbursements.

All training materials used must be printed and compiled

into a folder and saved for future reference.

Certificates must be provided timely. Make follow-ups if

needed. Electronic certificates must be saved. Printed
copy must be laminated. (File Location: 1.) Drive
D/Marj/OSM/2022/06 Trainings and Seminars 2.) Drive
D/Marj/OSM/2023/06 Trainings and Seminars)

III. Additional Functions: Committees Spearheaded

A. Vice-Chairperson of Bids and Awards Committee 2 (BAC 2) Medical Supplies and Equipment

Activity Details and Instructions

1. Notice of Meetings from BAC Secretariat Can be online or face-to-face based from the
(e.g., Pre-procurement conferences, communication.
Opening of Bids, Bid Evaluation, etc.)
If thru online, open the laptop and log in thru Zoom.
Connect the laptop to the television.

Zoom Account:
Username: osm.r2tmc@gmail.com
Password: OSM@r2tmc
2. Various documents received from the Review all documents for signature.
BAC Secretariat for Dr. Maniquis’
signature. After signature has been done, check if all papers are
appropriately signed.

Often, documents such as “Result of Bidding” are

being scanned and saved for Dr. Maniquis’ future
reference especially information regarding the winning
bidder/supplier.

3. Market Research/ Formulation of Search for possible suppliers for a specific equipment
Technical Specifications or supplies. Get contact details for inquiry purposes.

Formulation of technical specifications based on the

researched/googled specifications of a specific
equipment. (e.g., cardiac defibrillator, stethoscope,
ECG, infusion pump, suction machine, ICU bed with
weighing scale

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Review of submitted technical specifications from the

end users for validation of its accuracy.

B. Chairperson, Emergency Room Management Action Team (ERMAT)

ACTIVITY DETAILS AND INSTRUCTIONS

1. Interoffice Communication worked out by Soft copies are being provided by Emergency Medicine
Dr. Sheena Vargas, head of Emergency for review of Dr. Maniquis. Alterations and modifications
Medicine Department made by Dr. Maniquis would now be encoded.

2. Set-up meeting with Dr. Vargas Ask Dr. Maniquis for the amenable time for him.

C. Chairperson, Planning, Monitoring and Evaluation Committee (PME)

- Committee responsible for aligning the plans of the hospital to the R2TMC and DOH Performance
Governance System and Hospital Development Plans. (File Location: Drive
D/Marj/OSM/2023/DocTagsAssignments/06Hospital Development Plan)

D. Project Monitoring Team Member

- Committee responsible in the implementation of Infrastructure Projects.

Work in Progress: 5-Storey Medicine Building

E. Design and Build Committee Member

- Committee assisting in the preparation of conceptual design, technical specifications and terms of reference
for Infrastructures during the bidding process.

*** Now that we have the Planning Unit with Mam Irene Dalapo and Mam Diane Razalan, the 3 above-
mentioned activities will now work closely with them.

F. Performance Management Team, Technical Working Group Member

- OPCR Formulation
- Alignment of IPCR with PGS, ISO, SPMS and Prime-HR of individual employee performance

G. Chairperson, Program in Awards and Incentives in Service Excellence (PRAISE)

- Dr. Maniquis works closely with HR.

H. Vice-Chairperson, Human Resource Management Personnel Selection Board (HRMPSB)/

Medical Credentials Committee
- Dr. Maniquis works closely with HR.

IV. Other Functions

A. Consultant, Surgery Department

- Dr. Maniquis is often at the Operating Room for surgery procedures.
- Dr. Maniquis often attends to General Surgery Weekly Conference every Tuesday at 1:00PM online.
Ask Dr. Maniquis if you are going to log him into zoom.
Use OSM zoom account and join into the following zoom credentials.
Meeting ID: 751 8996 6797
Password: surgery
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- Documents such as MOA, CF4, Medical Certificates and Charts are some of the documents requiring his
signature.
- Assisting medical representatives when doing cover with Dr. Maniquis
- Accommodating medical representatives with their inquiries with possible product presentation with Dr.
Maniquis

B. Catering Outside Patients

- Let the outside patients patiently wait for Dr. Maniquis until he’s ready.
- Medical gauge, medical tape, scissors and alcohol must be ready in case of necessity.
- Be ready to attend to the patient upon Dr. Maniquis request. (e.g., changing of dressing)

V. Side Duties as Administrative Assistant

1. Preparing coffee.
2. Sending out canteen menu before lunch time and preparation of eating paraphernalia at the table.
3. Washing of dishes.

VI. Current Activities and Projects (For Endorsement)

1. Procurement and Inventory System

- Meeting on Friday, February 16. (See checklist, if necessary)
- Continue installation of the system to various offices and sections of the hospital.
SBSI will schedule. Master list of the status of all offices along with the authorized users and
approvers can be accessed here http://tinyurl.com/2hzs74h8.

2. Specialty Checklist
- Planning Unit, Mam Irene facilitated last February 14. Please ask for a copy of the output and give
it to Sir Adolf.

3. Capacity Building Training of Dr. Maniquis

- Ask Dr. Maniquis for update if he will request for hospital vehicle on his travel days.
- Please see the guidelines and instructions above, re: trainings and seminars attended.

4. BAC Concerns
- Specifications from ENT Department for review of Dr. Maniquis.
- Other equipment from various departments/end users will follow. Mam Juliet will ask Dr. Maniquis
to check.

5. ERMAT Concerns
- ER Guidelines
- Clerks’ duty schedule

6. OPCR and LDNA

- Consolidated output from OSM, PGS and QMS when deadline for submission arrives.

7. Purchase Requests
- Status: At the Procurement
- Requests:
For OSM: Keyboard, rechargeable battery
- For QMS: Portable hard drive, 3 in 1 ethernet with maintenance set and ink
ISO Cabinet, Office table and Swivel Chairs

“If you want to be trusted, be trustworthy.”

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ATTACHMENT 1
MEETINGS/TRAININGS/WORKSHOPS CHECKLIST
Check all that may apply according to Dr. Maniquis needs and also the needs of the participants.

 Venue
 Tables and Chairs
 Foods and Snacks
 Cold/Hot Water
 Complimentary (Coffee, Sugar, Creamer, Cups, Stirrer)

 Attendance Sheet
 Evaluation Form
 Locator Chart (At the Office Door)
 Activity Materials
 Flash drive
 Clean sheet of Paper, Marker, Pencil, Ballpen, Scissor
 White Board
 Alcohol

 Laptop
 Projector
 HDMI, VGA (5M, 10M)
 HDMI and VGA Cable
 Extension

 Internet

 Speakers
 Microphone
 Back up batteries

 Recorder (for documentation)

 Camera (for documentation)

 Garbage bag
 Waste Management Label
 Coffee, Sugar, Creamer Label
 Hot and Cold Indicatory

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