Reiteration of the Department Memorandum No. 2020-0136

March 27, 2020

DOH DEPARTMENT CIRCULAR NO. 2020-0158

 

The Department is constantly calibrating its strategies in response to the COVID-19 pandemic. Plans, policies, and initiatives to be implemented in this time of crisis must be supported by substantial data. Hence, it is imperative for the Department to receive timely updates from all public and private health facilities on the availability of supplies and personnel necessary to care for all COVID-19 patients, to support policy decisions and recommendations.

All are enjoined to provide assistance and follow the standardized reporting of all public and private facilities of availability of supplies and personnel necessary to care for COVID-19 cases.

Dissemination of the above information is requested.

(SGD.) FRANCISCO T. DUQUE III, MD, MScSecretary of Health

ATTACHMENT

March 25, 2020

DEPED DEPARTMENT MEMORANDUM NO. 136-20

 

I. BACKGROUND

An outbreak of a novel type of coronavirus with unknown etiology was reported in Wuhan City, China last December 31, 2019. The novel coronavirus was later officially named by the World Health Organization (WHO) as Severe Acute Respiratory Syndrome Coronavirus 2 (SARS-CoV-2) and the disease as Coronavirus Disease 2019 (COVID-19). The virus was declared as a Public Health Emergency of International Concern (PHEIC) and was further characterized as a pandemic by the World Health Organization. CAIHTE

The Department is constantly calibrating its strategies in response to this evolving health event. Plans, policies, and initiatives to be implemented in this time of crisis must be supported by substantial data. Hence, it is imperative for the Department to receive timely updates from all public and private health facilities on the availability of supplies and personnel necessary to care for all COVID-19 patients, to support policy decisions and recommendations. It is also important that these data are communicated effectively to the public, so that they are continually updated with the COVID-19 health event.

II. OBJECTIVES

This issuance shall provide guidelines for the standardized reporting of all public and private facilities of availability of supplies and personnel necessary to care for COVID-19 cases.

III. SCOPE AND COVERAGE

This issuance shall cover all individuals, health facilities and offices (public and private), civil society organizations, professional/medical/paramedical societies, and international organizations/donors/partners involved in disease surveillance, mandatory reporting of notifiable diseases, health events of public health concern, and the implementation of this issuance.

IV. IMPLEMENTING GUIDELINES

A. Designation of a Dedicated COVID-19 Data Collection Coordinator

1. All public and private health facilities and providers that admit and give consultations to COVID-19 cases must identify and designate a COVID-19 Data Collection Coordinator and his/her alternate. The coordinator shall:

a. Serve as the main liaison between the DOH and the health provider for all communication on COVID-19 concerns including but not limited to data requests, validation, and follow-up;

b. Continuously coordinate with the Knowledge Management and Information Technology Service (KMITS) to facilitate immediate and timely reporting of essential hospital human resources, logistics, and protective personal equipment supplies;

c. Promptly and correctly update the DOH COVID-19 related supply database; and

d. All public and private health facilities shall provide the DOH with the following details of their assigned COVID-19 Data Collection Coordinator and alternate:

i. Name

ii. Position

iii. Cell phone number

iv. E-mail Address

2. Contact details shall be submitted to their respective Centers for Health Development (CHDs), one (1) day upon release of this issuance. CHDs will forward the contact details of the coordinators to Field Implementation and Coordination Team (FICT), with the subject header "[COVID-19] Data Collection Coordinator for <name of CHD>." Information will be used for the purposes intended by this policy only and the collection and maintenance of information shall abide by rules of the Data Privacy Act.

3. For the purpose of this issuance, the Knowledge Management and Information Technology Service (KMITS) shall act as the Database Manager.

B. Reporting of Essential Hospital Human Resources, Logistics, and Protective Personal Equipment Supplies

1. The COVID-19 coordinator shall ensure the reporting of the availability of human resources and essential supplies listed in Annex A, in coordination with their respective hospital management.

2. The COVID-19 coordinator will receive instructions on how to install and use the DOH DataCollect app, including the log-in credentials assigned to their facility via email. DETACa

3. For beds and equipment, each hospital shall update their data via DOH DataCollect every 8:00AM, 12:00PM, and 4:00PM daily. For human resources and PPEs, the updating should be on a weekly basis, i.e., on or before 4:00PM every Friday.

4. A process flow for reporting of hospital HRH, logistics, and supply data is detailed in Annex B. For clarifications or issues on how to use the DOH DataCollect App please contact Health Atlas at 8651-7800 loc. 1900 or at [email protected].

5. Access to hospital supply data will be defined based on the following:

a. Hospitals shall only have access to their own data.

b. Authorized personnel from CHDs shall have access to facility data in their regions.

c. Authorized personnel from the DOH Emergency Operations Center shall have access to facility data nationwide.

V. ROLES AND RESPONSIBILITIES

1. Knowledge Management and Information Technology Service shall:

a. Act as the DOH Database Managers for data on essential HRH, logistics, and protective personal equipment supplies, and liaise with the COVID-19 Data Collection Coordinator for the timely turnover of complete data and information.

b. Develop a dashboard for COVID-19 Emergency Operations Center and other and/or the appropriate offices/bureaus.

2. Health Facility Development Bureau shall:

a. Determine necessary monitoring indicators for hospitals.

b. Develop standards and provide technical assistance for use and analysis of reported health facility data.

c. Assist in designing dashboard COVID-19 Emergency Operations Center and other and/or the appropriate offices/bureaus.

3. Field Implementation and Coordination Team and Centers for Health Development shall:

a. Oversee hospital reporting of COVID-related supply data.

b. Assist the DOH Database Managers in following up and ensuring the timely submissions of all government hospitals.

4. Centers for Health Development shall:

a. Facilitate the timely submission of the health facilities in its region.

b. Submit to FICT the details of point persons of health facilities in its region.

c. Coordinate with health facilities on necessary actions to address gaps and issues gathered from data analysis through health facility reporting data.

5. PhilHealth shall:

a. Assist the DOH Database Managers in following up and ensuring the timely submissions of private hospitals.

6. All Public and Private Health Facilities shall:

a. Assign and capacitate designated COVID-19 Data Collection Coordinator.

b. Report health facility capacity changes to the designated COVID-19 Data Collection Coordinator.

c. Cooperate with the Department of Health through their respective CHDs.

d. Ensure that all data required are being reported timely and accurately.

VI. REPEALING CLAUSE

Department Memorandum 2020-0113 and Department Memorandum 2020-0125 and other related issuances inconsistent or contrary to the provisions of this Memorandum are hereby repealed.

VII. EFFECTIVITY

This Order shall take effect immediately.

(SGD.) FRANCISCO T. DUQUE III, MD, MScSecretary of Health

ANNEX A

Checklist of Available Hospital HRH, Logistics and Supply Data

Total number of beds, rooms, and ventilators dedicated to COVID-19 patients

Vacant and Occupied:

• ICU beds with negative pressure

• ICU beds without negative pressure

• COVID Isolation beds (exclude ICU beds)

• Beds in COVID wards aDSIHc

• Beds in COVID positive wards

• Mechanical Ventilators

Total number of COVID-19 patients

• Suspect/probable case admitted in the hospital

• Confirmed case admitted in the hospital

• Suspect/probable case at the ER (for pending admission)

• Confirmed case at the ER (for pending admission)

Total number of HRH serving COVID-19 patients

• Intensive care specialist

• Infectious disease specialists

• Pulmonologists

• Resident Doctors

• ER Nurses

• Ward Nurse

• ICU Nurses

• Respiratory therapists

• Mechanical ventilator technicians

Total number of HRH in quarantine

• Doctors

• Nurses

• Support/Admin Staff

Total number of Personal Protective Equipment (PPEs)

• Gowns

• Googles

• Gloves

• Shoe cover

• Headcover

• Surgical mask

• N95 (for special procedures, i.e., intubation)

Any issues, concerns, assistance needed from DOH/government (optional)

• Human resources

• Equipment

• Supplies

• Medicines

• Transportation

• Policies

• COVID-19 testing

ANNEX B

Summary of Process Flow for Reporting of Hospital HRH, Logistics and Supply Data

How to UPDATE DOH Data Collect (BED TRACKER) v2

The New Version will be implemented on March 26, 2020:

1. A prompt will appear in your DDC Bed Tracker App.

2. Update your App by clicking the link.

3. The link will download the newest version of the App.

4. Install the downloaded file, > It will overwrite the previous version of the app.

5. Log-in using the credentials given to you by FICT or your respective Regions.

* For Android Phones Only. ETHIDa

* Submission of data should be at 8:00AM, 12:00PM and 4:00PM daily.

* For username and password: CONTACT your respective DOH CHD (Regional Offices).

* For new installations use ddc.doh.gov.ph/bedtracker.apk to download the app.

How to USE DOH Data Collect (BED TRACKER) v2

1. Log-in using credentials given.

2. Check if the name in the app is correct.

3. Add the data > Please take note there are 2 time frames of data you should submit DAILY and WEEKLY.

DAILY data should be submitted at 8:00AM, 12:00PM, and 4:00PM

* data submitted today cannot be carry over from the previous or next day, you should submit DAILY

WEEKLY data should be submitted every FRIDAY on or before 4:00PM

Daily Reporting Tool

Weekly Reporting

4. SUBMIT DATA — THANK YOU cSEDTC