Record Keeping at Dispesnaries

7/29/2019 Record Keeping at Dispesnaries

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CME FOR PHARMACISTS

RECORDS AT DISPENSARIES

Dr Parveen Kumar, CMO(NFSG)CME CELLDirectorate of Health Services

Govt. of NCT of Delhi


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Framework

The Govt. Machinery

Functioning of Districts

Functioning of Dispensaries

Records at Dispensaries

Categorization of Records

Retention Schedule File Management


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Machinery of Government

The President

The Council of Ministers

Transaction of government business

GOI Allocation of Business Rules

GOI Transaction of Business Rules

GNCTD Allocation and Transaction of Business

Rule Delegation of Financial powers


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Type of Govt. Bodies CONSTITUTIONAL BODIES

constituted under the provisions of the Constitution of India STATUTORY BODIES

Such bodies which are established under the statute or an Act ofParliament

AUTONOMOUS BODIES :

established by the Government to discharge the activities relatedto governmental functions. Although such bodies are givenautonomy to discharge their functions in accordance with theMemorandum of Associations etc., of India

PUBLIC SECTOR UNDERTAKINGS

Public Sector Undertaking part of the industry controlled fully orpartly by the Government setup in the form of companies orcorporations in which the shares are held by the President or hisnominees.


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Hierarchy of Power

Constitution of India PRESIDENT Lt. Governor of Delhi [Administrator of UT ]

Council of Ministers(Cabinet)/Minister

Departments (17) (H&FW)[ Pr.Secy.], FD, Plg,

Subordinate HoDs (41)[DHS, DFW, DISMH, MS,DC, DFA etc.]

Head of Offices [CDMO, Addl/Dy MS, Dir (A)]

Branch/Section Incharges, Accounts Functionary(AAO/AO/SAO/DCA),


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Delegation of Financial Power

All power vested with President of India and delegated

Principle of Residuary Powers, Based on Policies

Council of Ministers

SFC EFC

HoD

HOO

Rules as per DFPR, Other orders

Banned Items, Relaxation of ban


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DHSAddl. DHS(M)

MHS

SHS

CPA

Spl. DHS (A)/ HOO

Establishment

Planning

SHIB

Computers

Central Stores

Care Taking

Accounts

Vigilance

Court Cases

RTI

Antiquackery

DGEHS Cell

Public Health Wing I Tuberculosis Control, IDSP, Water and

vectorborne disease, H1N1 and other

Tobacco Control and antismoking

Public Health Wings II Disaster Management, Cancer Control, Diabetes

Control, Thalassemia Control, NoncommunicableDiseases

Public Health Wings III Leprosy Control, BMW, Fluorosis, Silicosis,

Deafness,Health Melas

Nursing Home Cell (Incl. Free Tt to poor) CME, Delhi State Nursing Cell

DAN, NPCB

HOTA GIA, Public Grievances, NGOs

ORGANIZATION STRUCTURE

Districts-8/CDMOs

PROGRAMME OFFICERS


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MS

ORGANIZATION STRUCTURE

DISMHDFWDHS PFA

Pr. Secy (H)

MAMC

CDMO

MHS

Ministers

CoM LG

SHS

Autonomous Bodies

IHBAS, NRHM-DSHM, IDHS

DSCI, MAIDS, CATS

Other Pr. Secy

Chief Secy


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District Functions Administrative headquarters for Dispensaries /Health Centres

Monitoring and supervision of dispensaries under the district

To plan & establish new dispensaries for provision of comprehensive primary health care

Capacity building of various categories of health manpower by imparting skills andknowledge on a regular basis as an inbuilt component of various programmes

Implementation of the National Rural Health Mission/National Programmes

To provide services under DGEHS to serving and retired employees ofGovernment of Delhi through dispensaries

Implementation of PC & PNDT Act

Anti Quackery activities

Anti smoking activities

Implementation of DRTI Act 2001 & RTI Act 2005

Inspection of NGOs for grants under grant in aid scheme



Functions To implement NATIONAL HEALTH PROGRAMMES

Pulse Polio Immunisation Programme. National Leprosy Elimination Programme, Revised National Tuberculosis Control Programme, Cancer control programme RCH Programme

To implement various State health programmes of Govt. of Delhi like Motiabind Mukti programme, Family Health Awareness Programme, Special Immunisation Programme

To deploy health manpower for SPECIAL NEEDS such as health

melas, NCC camps, religious congregations, emergency situations,kanwar camps, support for destitute women & homeless, nightshelter duties etc



Functions To deploy health manpower for special needs such as

health melas, NCC camps, religious congregations, emergencysituations, kanwar camps, support for destitute women & homeless,night shelter duties etc

To maintain liaison and support the district administration for

carrying out various activities under Delhi Govt schemes Bhagidari, Mission Convergence, District Development Committee etc



Functions Support to the District Administration for disaster management

under Emergency Support Function Medical response and Trauma Counselingby providing quick response teams and other required support

Co-ordination with other health care giving agencies

such as MCD, CGHS & ESI for seeking cooperation in overall implementation of

health schemes and programmes

To investigate various complaints received through Public GrievanceCell of DHS



Other future activities Registration / monitoring of Nursing homes / hospitals -

The procurement of medicines from empanelled

chemists

Establishment of district drug store



ACTIVITIES AT DISPENSARIES Clinical care of illnesses and Injuries

Provision of Medicines Minimum Basic Investigations

ANC and Immunization (RCH)

Family Welfare services

Implementation of

Blindness Control Programme Pulse Polio

NLEP

RNTCP/DOTS

AIDS

Malaria Clinics

IDSP

Family Health Awareness ISM /Homeo dispensaries

DGEHS Services



Dispensary Staffing

MO/CMO Incharge

Medical Officer

Store Keeper and Pharmacists

ANMs Dressers

Nursing Orderly

SCC



Work/duties being done by Pharmacists

Compounding and dispensing of prescribed

medicines Process of Indents, storage and maintenance of

Stocks, Accounting of medical supplies andappliances

Providing first aid and repeat prescriptions whenordered

Compiling statistics/reports as per instructions

Participation in public health programmes

Other duties as assigned from time to time Duties in relation to general patient and DGEHS



Records at Dispensaries_0

Medical and related Records

Inventory Management

Administrative/Establishment Records



Records at Dispensaries_1

Medical and related Records OPD Registers, Dressing Room, Injection Room

Family Welfare Register, ANC register, EligibleCouple Regsiter

DGEHS Records- Beneficiary Regsiter, Reports





Records at Dispensaries_2 Medical and related Records

Inventory Management Assets Register

Stock Registers Consumable Nonconsumable

Indent Books

Expiry Register

Issue Register

Consumption/Issue Registers

Verification/Approval Register Administrative/Establishment Records


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Records at Dispensaries_3 Medical and related Records



File Register

Files

Attendance Register

Medical /Fitness Certificate Books

Dak and dispacth register

Bill Register


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Source of procedures

Manual of Office Procedure (AR deptt)

GFR (Finance Deptt)

Departmental Manual and other Guidelines


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Registers/Records Dak Register

Section/Desk Diary for Receipts

Assistants Diary

Despatch register , Stamp Account Registers Section Despatch Register

VIP reference register

File Register


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Files

'File' means a collection of papers on a specificsubject matter assigned a file number andconsisting of one or more of the following parts:

(a) Correspondence

(b) Notes

(c) Appendix to correspondence

(d) Appendix to notes.


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Section

'Section' means the basic work unit within adepartment, responsible for attending toitems of work allotted to it. It is generallyheaded by a section officer and includes'Cells', `Unit' and other like terms.


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'Standing guard file

'Standing guard file' on a subject means acompilation consisting of the following three parts:

(a) a running summary of the principles and

policy relating to the subject with number and dateof relevant decisions or orders quoted in marginagainst each;

(b) copies of the decisions or orders referred to,

arranged in chronological order; and(c) model forms of communications to be usedat different stages.


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DAK

Acknowledgement of dak .-

The receipt of dak, except ordinary postal dak, will

be acknowledged by the recipient signing his name

in full and in ink with date and designation. The

acknowledgements of e-mail received will, as far as

possible, be sent electronically.

Registration of dak.- Distribution of dak


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Aids to processing -

(1) To facilitate processing of a case, each sectionwill develop and maintain the following records forimportant subjects dealt with by it:

(a) standing guard files;

(b) standing notes;(c) precedent book (vide para 110);

(d) standard process sheets (of repetitive items ofwork only); and

(e) reference folders containing copies of circulars,etc.


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File

File numbering system - A proper file numberingsystem is essential for convenient identification,sorting, storage and retrieval of papers.

(1) Each section will maintain approved lists of:

(a) standard heads, i.e. main subject headingsconcerning it; and

(b) standard sub-heads, i.e. aspects of the mainsubject headings.


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Opening a File

Before opening a new file, the dealing hand will ascertain thestandard head to which the paper under consideration relates.He will then propose a suitable title of the file for the approvalof the section officer. The title will consist of:

(a) standard head;(b) sub-head which will be more indicative of the precisesubject than the `head', (where it is necessary to have more thanone sub-head in a title the general should usually precede thespecific); and

(c) a brief content indicating the question or issue underconsideration in relation to the standard head and sub-head andwhere necessary, the specific institution, person, place or thinginvolved.


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File Number

Every file will be assigned a file number whichwill consist of:

the serial number allotted to the standard

head; the serial number of the file opened during

the year under the standard head;

the year of opening the file (all four digits i.e.,2010, 2011, etc.); and

(d) an abbreviated symbol identifying thesection.


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Instances where files need

not be opened - Normally, no new files will be opened for dealingwith receipts of a purely routine nature (e.g. requestsfor supply of unclassified factual information,notices of holidays, miscellaneous circulars) which:

(1) can be disposed of straightaway by noting thereply on the source receipts and returning them tothe originators; or

(2) are unlikely to generate further correspondenceand therefore can be placed in a miscellaneous file tobe destroyed at the end of the year, or placed in thefolder of circulars, etc.; if on the subject.


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Part file -(1) If the main file on a subject is not likely to be available for some

time and it is necessary to process a fresh receipt or a notewithout waiting for its return, a part file may be opened to dealwith it. This device may also be resorted to where it is desired toconsult simultaneously two or more sections or officers and it isnecessary for each of them to see the receipt noted upon.

(2) A part file will normally consist of:

(a) receipt or note dealt with; and

(b) notes relating thereto.

(3) Where two or more part files are opened, each will beidentified by a distinct number, e.g., part file I, part file II and

so on.A part file will be merged with the main file as soon as possible,duplicate papers, if any, being removed.


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Filing ofpapers.1 Routine receipts and issues (e.g., reminders,

acknowledgments) and routine notes will not be allowed toclutter up the file. They will be placed below the file in a separatecover and destroyed when they have served their purpose.

When the 'notes plus the `correspondence portion of a filebecome bulky (say exceed 150 pages), it will be stitched andmarked `Volume I. Further papers on the subject will be added

to the new volume of the same file, which will be marked`Volume II, and so on.

In Volume II and subsequent volumes of the same file, pagenumbering in notes portion and correspondence portion willbe made in continuity of the last page number in noteportion/correspondence portion of the earlier volume.

On top of the first page of the note portion in each volume of thefile, file number, name of the Ministry/Department, name ofbranch/section and subject of the file will be mentioned.

Fili f 2


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Filing ofpapers.2 Papers required to be filed will be punched on the left hand top corner

and tagged onto the appropriate part of the file viz. notes,correspondence, appendix to notes and appendix to correspondence, inchronological order, from left to right.

Both `notes portion and `correspondence portion will beplaced in a single file cover. Left side of tag in the notes portion will betagged onto the left side of the file cover and right side of the tag willremain as such i.e., untagged. In the case of correspondence portion, rightside of tag will be tagged onto the right side of the same file cover and leftside of the tag will remain as such i.e., untagged.

Earlier communications referred to in the receipt or issue, will be indicatedby pencil by giving their position on the file.

(a) If the file is not bulky, appendix to notes and appendix tocorrespondence may be kept alongwith the respective note portion or thecorrespondence portion of the main file if these are considered as integraland important part.

(b) If the file is bulky, separate file covers may be maintained for keepingappendix to notes and appendix to correspondence.


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APPENDIX 22 : File Register


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Dak Register/Section Diary


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Assistant Diary


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File Movement Register

C t i ti f d


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Categorisationof records(1) Category'A'meaning 'keep and microfilm'

(a) files which qualify for permanent preservation for administrative purposes (vide

part `A' of Appendix 25) and which have to be microfilmed because they

contain:

(i) a document so precious that its original must be preserved intact and access

to it in the original form must be restricted to the barest minimum; or

(ii) material likely to be required for frequent reference by different parties.

(b) files of historical importance.

(2) Category B'meaning `keep but do not microfilm'-

files required for permanent preservation for administrative purposes , exclude

the nature of material falling under the above category 1 a and need not be

microfilmed.

(3) Category C'meaning `keep for specified period only'-

include files of secondary importance and having reference value for a limitedperiod not exceeding 10 years. In exceptional cases, may be upgraded to B

category.


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Record Retention Schedule(1) To ensure that files are neither prematurely destroyed, nor

kept for periods longer than necessary, every department will:

(a) in respect of records connected with accounts, - Appendix 13 GFR

(b) in respect of records, relating to establishment, personnel andhousekeeping matters common to all departments-`schedule ofperiods of retention for records common to all departments' issued by

the Department of Administrative Reforms and Public Grievances;(c) in respect of records prescribed in OMP , retention periods as per

Appendix 28; and

(d) in respect of records connected with its substantive functions, issue adepartmental retention schedule prescribing the periods for which

files dealing with specified subjects should be preserved in consultationwith the National Archives of India.

(2) The above schedules should be reviewed at least once in 5 years.


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Disposal of record

No account be destroyed unless :

(i) Records connected with expenditure which is withinthe period of limitaion fixed by law

(ii) Records connected with expenditure on projects,schemes or works not completed though beyondthe period of limitation

(iii) Records connected with claims to service andpersonal matters affecting persons in servicesexcept as specified

(iv) Orders and sanctions of a permanent character,until revised.


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From when the retention period

The retention period will bereckoned with reference to the datefrom which the record ceases to be

current/active. Where, however, it is proposed to weed out aregister wherein certain entries are still current, (e.g.file movement register where certain files entered therein have notbeen recorded or the register of assurances, where certain

assurances have not been implemented, the current entrieswill first be transferred to the new register and theold register weeded out thereafter.


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CSMOP----- Appendix 28.1

CSMOP Appendix 28 contd


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CSMOP----Appendix 28..contd


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Append5x 13 GFR


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GFR Appendix 13 (contd..)


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Retention ScheduleRecord Period Year

Dak Register, Invoice, Messenger Book, FileMovement Register,

1

Section diary 3

Assistant Diary, Arrear Statement 1

Standing Guard File Permanent

Despatch Register 5

File Register Permanent

Precedent Book Permanent

List of Transferred Files to Record Room 25

Parliament Assurance Register 1

Inspection Reports 1 year after nextinspection

Court Case Records Permanent

Departmental Indexs Permanent


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Retention ScheduleRecord Period Year

Cash Book 10

Expenditure Sanction 2/ One year after auditcompletion

TA claims 3/ One year after auditcompletion

Leave Accounts 3

PBR 35

Bill Register 5 years

Files regarding contracts/agreements 5 years after completion

Creation of Posts 10

Recruitment Records 5

Advances (establishment) 1


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manner of Weeding/Destruction

of records rule 113(10)

Routine files/records will be manually torn intosmall pieces and disposed.

Classified files/records will be destroyed by useof shredder, and .

Secret files/records will also be incinerated afterbeing shredded as per provision under

Departmental Security Instructions issued bythe Ministry of Home Affairs.


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