REPUBLIC OF THE PHILIPPINES

PROVINCE OF CAGAYAN
MUNICIPALITY OF BUGUEY

BUGUEY MUNICIPAL HEALTH OFFICE AND BIRTHING CENTER

SCHEDULE OF RETENTION AND DISPOSAL OF RECORDS AND OTHER RELEVANT

INFORMATION

TYPE ITEM DESCRIPTION DISPOSAL

Record keeping 1 Records for audits and Two after records
Registry Inspection (logbook disposed of
of patients conducted, trip
tickets, monthly fuel
consumption report)

2 Guides, Manuals and Retain

instructions on ambulance permanently
utilization and preventive
maintenance

INOCENCIA D. SANIATAN, MD
OIC/ MHO – DTTB
 REPUBLIC OF THE PHILIPPINES
PROVINCE OF CAGAYAN
MUNICIPALITY OF BUGUEY

BUGUEY MUNICIPAL HEALTH OFFICE AND BIRTHING CENTER

RETENTION RECORDS

All records relevant to the operation of the ambulance shall be kept for a
minimum of 3 years.

Records retained for 3 years include.

1. Personnel records
2. Logbooks
a. Recording of change oil, maintenance, changing of tires, repair
and replacement of vehicle parts.
b. Recording of equipment maintenance
3. Folders
a. Trip tickets
b. Schedule of duties (driver and responders)
c. Minutes of the meetings

Permanent Records

1. Manual of Operations
2. Standard Operating Procedures
3. Policies
4. Personnel records (201 file of responders and driver)
5. OR/ CR of Ambulance (Proof of ownership)
 REPUBLIC OF THE PHILIPPINES
PROVINCE OF CAGAYAN
MUNICIPALITY OF BUGUEY

BUGUEY MUNICIPAL HEALTH OFFICE AND BIRTHING CENTER

ADMINISTRATIVE AND TECHNICAL STANDARD OPERATING PROCEDURES (SOP)

FOR THE PROVISION OF SERVICES OF BUGUEY MUNICIPAL HEALTH OFFICE AND
BIRTHING CENTER AMBULANCE

1. It is unlawful for any official or employee of BUGUEY MUNICIPAL HEALTH

OFFICE AND BIRTHING CENTER to use the ambulance as office service
vehicle, for recreation or for personal use or for any other purpose
whatsoever, except for OUTREACH MEDICAL MISSIONS.

2. It is unlawful for any official or employee of the BUGUEY MUNICIPAL

HEALTH OFFICE AND BIRTHING CENTER to use its ambulance in the
transportation is available which non-availability is jointly certified under
oath by the patient or any of his/ her relatives and the responsible officer
in charge of the ambulance other than the driver; or when the nature of
patient’s sickness or injury, though not life threatening makes necessary
his/ her transportation by ambulance.

3. It is unlawful for any official or employee of the BUGUEY MUNICIPAL

HEALTH OFFICE AND BIRTHING CENTER to allow the use of the ambulance
by individuals or entities for private use, for free or not.

4. It is unlawful for any official or employee of the BUGUEY MUNICIPAL

HEALTH OFFICE AND BIRTHING CENTER to refuse to use of the ambulance
by any patient entitled to the use of the same due to the patient’s inability
to pay any fee collected for its use.

5. There must be an approved TRIP TICKET signed by the Municipal Health

Officer for any travel of the ambulance.

6. Any official travel of the ambulance outside the province of Cagayan to

refer patients for higher level referral, there shall be an approved order
from the Office of the Mayor.

INOCENCIA D. SANIATAN, MD
OIC/ MHO – DTTB
 REPUBLIC OF THE PHILIPPINES
PROVINCE OF CAGAYAN
MUNICIPALITY OF BUGUEY

BUGUEY MUNICIPAL HEALTH OFFICE AND BIRTHING CENTER

FOR EQUIPMENT BREAKDOWN

Even the expert installation and regular maintenance, equipment does break
down, and mechanical or electrical failure can essentially shut down your
business

EQUIPMENT

Practices shall:

1. Be properly designed and suited for its purpose

2. Be calibrated to known standards.
3. Have updated calibration, maintenance, and repair records that are
available at study sites and retained in the archives.
4. Have written Standard Operating Procedures (SOP) that outline procedures
for the use, calibration, and maintenance of the equipment. The SOPs
should also contain contingency plans in case of equipment malfunction
or breakdown during the course of a study.

EQUIPMENT DESIGN

Use only properly designed equipment that is capable of fulfilling its

function, as detailed in the experimental protocol, including the equipment used
for the generation, measurement or assessment of data, as well as that used to
regulate the environment of the testing facility. Keep equipment accessible and
suitably located for proper operation, inspection, cleaning, and maintenance.
Identify all equipment with proper labels a unique number, such as inventory
number, for correlation with the calibration, maintenance and repair records.

CALIBRATION AND MAINTENANCE

 General considerations. Adequately inspect, clean, and maintain all

equipment. Test, calibrate and/or standardize equipment used for the
generation, measurement, or assessment of data. Frequently used
equipment, such as balances and pH meters, should be standardized daily
or before each used if used periodically. Most modern balances are
calibrated by internal electronics and should be recalibrated daily and
after a power failure. Periodically verify the calibration of balances with
standard laboratory weights. Calibrate pH meters with known buffers
before each use. In field studies, calibrate sprayers before the application
of test, control, or reference substances to the test system. Recalibrate
 sprayers between applications, or as often as needed to avoid errors due
to calibration changes.

 Some types of laboratory equipment, such as graduated cylinders and

volumetric flasks, are pre-calibrated and do not need to be recalibrated.
Uniform volumes can sometimes be obtained only by repeated use of a
particular measuring device. For example, use the same type of syringe to
inject reference standards and test samples into gas chromatograph
during chemical characterization studies.

 Standard operating procedures. Have written Standard Operating

Procedures (SOPs) in place which adequately describe the procedures,
materials and schedules for routine equipment inspection, cleaning,
maintenance, testing, calibration, standardization, or use of equipment.
Ensure that these SOPs specify options in event of equipment failure in
order that equipment may be fixed and to ensure the timely adequate
completion of the study. Ensure that these SOPs designate the persons and
their positions who are responsible for the performance of each operation.
This designation may refer to a service department or to the contracting of
service personnel in event of equipment failure.

 Documentation. Maintain written records of all inspection, maintenance,

testing, calibration, and/or standardizing operations in equipment logs.
Maintain equipment logs for all laboratory and field equipment, including
pH meters, balances, centrifuges, freezers, microscopes,
spectrophotometers, autoclaves, hygrothermographs, sprayers,
helicopters, generators, insect traps, air samplers, pheromone dispensers,
and any other place of equipment used in a study. Clearly identify the log
by equipment name and dates covered.
Include the following information in the log

1. Dates the equipment is in operation.

2. Dates and results of inspections.
3. Maintenance, including cleaning procedures. Describe whether
maintenance was routine and followed written Standard
Operating Procedures.
4. Testing, calibration, and/or standardization operations.
5. Service and repair events. Record the nature of the failure of
malfunction, how and when it was discovered, and any remedial
action taken.
 REPUBLIC OF THE PHILIPPINES
PROVINCE OF CAGAYAN
MUNICIPALITY OF BUGUEY

BUGUEY MUNICIPAL HEALTH OFFICE AND BIRTHING CENTER

PLANS & PROGRAMS OF PROPER DISINFECTION OF

AMBULANCE
Paramedics should be diligent in cleaning and disinfecting the ambulance
and equipment in order to prevent the spread of infection to themselves, their
families and their patients.

AREA OF CONTAMINATION
Driver’s door handle
Radio Transmit button
Bench seat
Oxygen control knob

Cleaning

Disinfecting – process which kills many microorganisms on a surface with

the exception of bacterial spores.

Basic steps of Cleaning and Disinfection of ambulance

1) Remove equipment for storage sweep/ dust area/ equipment –

Remove all visible dust/ grease using cleaners.
Rinse as required
Wipe/ spray area with disinfectant and let remain wet as instructions
dictate.
Rinse/ wipe dry as indicated.
Air dry as needed
Replace equipment.

2) There should have a cleaning schedule reminder – Must wipe down

equipment that was in contact with a patient before the next call. Always
clean the entire ambulance at the end of the day.

3) Cleaners should wear gloves – simple bleach and water solution

a. Don’t store bleach and water in a glass container especially in hot
vehicles, it can explode.

All driver/ nurses must wash with soap and water every time they remove gloves.
GOAL – is to protect patients and care provider from infection in a cost-efficient
manner.
After every patient transport, it should clean any obviously “dirty” equipment and
the ambulance interiors to minimize the spread of microorganisms. Any spilled
blood must be cleaned up. Ambulance items should be scrubbed while holding
them while the surface washed in. Water and detergent and then rinsed in hot
water.

DISINFECT – they should wear heavy duty rubber gloves. They should ensure a safe
working environment for themselves and their patients by adhering to a routine
cleaning regimen.

Using best practices for cleaning and disinfection of environmental surfaces and
patient care equipment constitutes an important factor in preventing the spread
of infections.

Cleaning – first step

Decontamination – sterilize instruments
Disinfection

Ambulance are the front line of medical care and the risk of exposure to
patients with known or unknown infectious diseases or pathogens is high.

Following on routine cleaning and disinfection and following safe practices hand
hygiene and appropriate use of personal protective equipment (PPE) are the best
steps in maintaining cleanliness and avoiding infections.
 PREVENTIVE MAINTAINANCE

(AMBULANCE)

I. For Service Vehicles/ Ambulance

1. Before the travel, the assigned official driver shall prepare a trip ticket
(in duplicate) duly filled-up for approval by the Municipal Health
Officer.
2. The assigned official driver shall check the following:
a. Tire pressure, Fuel tank/ gauge, Radiator water level (check leak)
or if needs filling up.
b. Check engine oil, transmission and differential oil levels, lights if
functioning and other gadgets.
c. Warm up the engine for at least 5 minutes before travelling
(observe abnormal engine knuckle – noise if any)
d. Always carry valid driver license, LTO OR, CR and trip ticket.
e. Driver defensively to avoid accidents.
f. Keep a record of regular and periodic change oil, fuel filter, etc.
g. While not in use, clean thoroughly and park in designated / safe
place.
 REPUBLIC OF THE PHILIPPINES
PROVINCE OF CAGAYAN
MUNICIPALITY OF BUGUEY

BUGUEY MUNICIPAL HEALTH OFFICE AND BIRTHING CENTER

EQUIPMENT
No matter how well a system is designed and managed, breakdowns are almost
guaranteed given the reliance on equipment contingency plans and procedures
for emergency breakdowns are essential.

A contingency plan should enable procedures to be put in place immediately

when failure occurs with minimum impact to facility operations and the
environment. All staff members should be familiar with contingency plans and
procedures.

Planning should take into account: power disruptions, human error, equipment
breakdowns, breaches and conveyance blockages.

Maintenance schedules

Systems are only effective when well managed and maintained. Effective
management involves regular maintenance of system infrastructure.

An ongoing maintenance and monitoring program is important for assessing

potential problems and enabling them to be rectified before they evaluate.

A maintenance program should include the following key components:

Pump maintenance

Ensure electrical wiring and switchers on pumps are covered and serviced by
qualified electricians.
Check waterproof switches for cracks.
Periodically check equipment while running for out-of-the-ordinary sounds and/or
vibrations.
Check bearings for excessive noise.
Check Bearing for excessive heat.
Grease all grease points 6 monthly periods (Use correct grease as per
manufactures instructions).
Check belts are tight and check for wear.
Check all belts or coupling covers are replaced and secured.
Check pump and motor coupling for wear (if applicable).
Check impeller, bowl and faceplate for wear.
There should have an outline schedule for procedures for the proper use
calibration at maintenance of the equipment.
Check for blockages.
Check all pump-securing bolts for corrosion and are tight.
Check pump gland packing for excessive leaking, adjust or replace when
needed.
Check mechanical seal for leaking (if applicable).
Check all pipe connections for integrity.
Check area around electric motor and/or generator clean and clear.

Equipment maintenance: A set of activities conducted to keep equipment in

optimum working condition and consists of periodic inspection, preventive
maintenance, and corrective maintenance.

MEDICAL EQUIPMENT MAINTENANCE POLICY

 Will provide broad logical framework of decision to be taken for guiding

certain actions that are useful in prolonging the active of life of equipment
so that the equipment provides accurate results in diagnosing, monitoring
and treating our staff & beneficiaries. The equipment may be useful for
medical education and research.

OBJECTIVES OF THE POLICY

This policy is intended for the maintenance of medical equipment that

ensures:

a. Maximum availability and reliability of equipment

b. Minimum downtime and Maximum uptime
c. Prevention of wastage of consumables spares
d. Extended useful life of equipment
e. Readiness of the equipment for emergency use whenever required

LIFE CYCLE OF MEDICAL EQUIPMENT

The delivery of the best healthcare services depends heavily on medical

equipment, whether for life support, for diagnosis, for patient monitoring , or for
the use of medical equipment can only be controlled by managing the whole
life-cycle of the equipment.

MONITORING OF USE AND PERFORMANCE:

It is important that user should make a safe use of the equipment and also
continuously monitor the performance of the equipment. User should also keep a
direct.

Link with manufacture/supplier/service provider and observe any supplier’s

technical Services. Such services should be recorded in the Maintenance
logbook.

This will also provide a good learning opportunity for the in-house user.

Many equipment will require daily/ weekly inspection and simple maintenance.

This type of maintenance is vital for the continuous, safe, effective and reliable
operation of medical equipment so as to get accurate and reliable results.