MARIANO MARCOS MEMORIAL HOSPITAL AND MEDICAL

CENTER (MMMH&MC) DOCUMENT TRACKING SYSTEM (DTS)

ORIENTATION
 Background/Rationale of the Project

 The hospital deals with thousands of regulations, laws, policies and other statutory requirements.
Background/Rationale of the Project

 To maintain the hospital’s day-to-day operations, a lot of communications/business correspondence is

processed.
Background/Rationale of the Project

 Best practices surrounding the treatment of sensitive

documents must be done to:
1. properly handle the communications
2. keep track of their progress and status
3. know if there are still pertinent actions to be done
Background/Rationale of the Project

 At present, means of
recording communication
is the traditional method of
using the logbook.
 Disadvantages of Logbook Recording

 Long time spent by the concerned personnel in recording various communications

 Waste of resources especially office supplies in recording through the logbooks
 Tendency that the concerned personnel fails to record every communication in the logbooks especially if it pertains
to a daily transaction
 Probability that the status of communications is not recorded by concerned staff due to other commitments and/or
intervening tasks
 Difficulty in tracking communication if someone is looking into a specific communication as the concerned
personnel would resort to finding the same in the logbook
 If it happens that the logbook of communication is lost, accessibility and traceability are greatly affected
 2019 Data on Processing of Communication at the OMCC

Processed Communication/
Number of Processed Communication

Business Correspondence
14000
12000
10000
8000
6000
4000
2000
0
Incoming Communication Outgoing Communication Total
2020 Data on Processing of Communication at the OMCC
 

16000
Number of Processed Communication

14000

12000

10000

8000

6000

4000

2000

0
Incoming Outgoing Total
 2021 Data on Processing of Communication at the OMCC
 

16000
Number of Processed Communication

14000

12000

10000

8000

6000

4000

2000

0
Incoming Outgoing Total
Data on Processing Financial Transactions-2021

7000
6000
Transaction Papers

5000
4000
3000
2000
1000
0
 With the influx of communication and transactions in
the hospital brought about by the increasing number of
patients due to increased provision also of clinical
services, there is a need to prevent the risk of possible
occurrence of untraceable files and worst, lost files in
the future.
 Resorting to other means of recording communication or transactions which are more effective, efficient and
could facilitate the traceability and retrieval of needed files is vital. Hence, the Document Tracking System.
 OBJECTIVES

General Objective:
 The Document Tracking System may be
used to easily trace any type of official
documents/records, business
correspondence and other forms of
financial transactions in the hospital using
a software which is specifically
designed/customized based on the need
and/or structure of the hospital.
 OBJECTIVES

Specific Objectives:
 Allows an employee to locate any item quickly and precisely no matter where in the office it is
located. It tracks documents by type, location, person, name and category and record each time they
move.
 To streamline the workflow in processing communications
 To readily access information or needed communication/files and present them quickly and
accurately.
 To easily retrieve communication, if needed or if they will be used for reference or further
appropriate action.
 About the Document Tracking System

The Document Tracking System uses a

software that is designed to provide the
hospital with a fast, easy and accurate method
of file tracking. With the implementation of the
program, monitoring of communication can be
easier as it can be traced immediately and no
need to resort to logbooks and/or inquiry from
other concerned offices. The logout/in process
tracks the document to employees,
departments, sections and units whatever
responsible party is designated. It maintains a
complete activity history of every item in the
database including how long a document was
at each location.
 Benefits of Implementing the DTS

 Increases productivity and efficiency

 Increases customer service because of well managed records
 Aids in monitoring communication as it stores the trail of communication in the hospital
 Information gathered from the program could serve as a data for decision-making
 Improves workflow processes
 Reduces liability
 Increases profitability
 Eliminates time in recording communication
 Eliminates stress on the part of employees especially those who are in-charge of communication
 How does the DTS work?

The DTS runs through the LAN/intranet so that the system will function even without Internet connection in the hospital. It uses human
intervention in inputting data relative to a certain communication. Specifically, the following fields/entries are present in the program:
 Document Trail and Status
 DTS /Control/Reference Number
 Date of Letter/Communication
 Brief Content/Subject of the Letter/Communication
 Originator
 Date and Time of Receipt
 Name and Recipient
 Status/Feedback/Comments
 Received by (from the originator and/or whoever is the concerned office that the communication is coursed through)
 Date and Time of Receipt
 Remarks
 Workflow in Processing Communication through the DTS

 The concerned originator of communication sends the communication to the concerned office.
 The Office Secretary receives the communication and logs using the DTS.
 The Office Secretary writes the DTS/Control/Reference Number of the communication generated by the system on top of
the communication.
 The Office Secretary sends the communication to the intended recipient for action.
 The concerned personnel acts on the communication and sends it back to the Office Secretary for release of the
communication.
 The Office Secretary records the comment, feedback, notation of the communication to the DTS and sends the same to
the originator and/or intended department, section, unit whom the communication is further coursed through for
appropriate action. The Secretary of that office will likewise receive the communication and records the status using the
DTS.
 Note: Only one DTS number should be logged per communication to easily trace the trail of the communication.
IMPLEMENTATION PHASE

Phase I: Program Development

 Program Development of the Document Tracking System c/o IHOMP Unit
 Program Review and Evaluation c/o IHOMP Unit and OMCC Secretariat
 Program Revision to incorporate further recommendations, if any.

Phase II: Pilot Implementation at the OMCC only

 Orientation of the program to the OMCC staff.
 Program Pilot Implementation at the OMCC only.
 Program Revision based on feedback.
 IMPLEMENTATION PHASE

Phase III: Introduction of the Document Tracking System Hospital Wide Pilot Implementation
 Information Dissemination of the Document Tracking System
 Identification of concerned DTS users and provision of passwords
 Orientation on the Document Tracking System to all concerned users
 Two-Three Weeks DTS Pilot Implementation of the entire hospital
 DTS Revision based on User’s Feedback during Pilot Implementation

Phase IV: Full Implementation of the MMMH&MC Document Tracking System

 Note: Continuous evaluation of the program is recommended based on hospital needs/users’ feedback shall
be done by the IHOMP Unit.
Expected Output

With the implementation of the Document

Tracking System, the MMMH&MC will be
able to easily track and monitor
communications.
THANK YOU VERY MUCH!