Systems Department Sections

This department is situated at the hospital entrance on level 3, and serves as a window to the hospital. The department was opened in June 2002 and the first patient was attended on the 28/06/2002. We render 24 hours service in Patient Administration Services in respect of admissions, Discharges, Trauma, Outpatients, Revenue and Mortuary duties. Our section is beautifully located with a reception counter surrounded by 12 consultant cubicles. The cashier section is next door to these cubicles.

We assess and collect hospital revenue in accordance with the regulations and policies of the hospital and Department of health. All medical records and patient registration documents are filed as per in-house system. We handle all patient related queries both in person & telephonic. We also assist after hours and weekends with the generating of discharge bills. Clerks are always neatly dressed in full uniform with name badges displayed all the time to render transparent services.

We give out control numbers to patient on a first come first served basis. This is a very important department since it is a place where statistics are generated. Nurses are available to orientate patients, e.g. educate, direct, give information, advice, as well as assist with patient transport.

When one thinks of a mortuary, the first image that springs to mind is a small, dark room, filled with bodies, ghosts and a bad odour! However IALCH’s mortuary could be easily mistaken for an ordinary hospital room, with high-tech equipment, an impeccably clean and organized working environment, and fresh odourless air. Security in the mortuary is extremely tight. Therefore the fridges are always locked and body tags are hung outside the mortuary for each body to ensure nothing can be brought in or moved out without authorization.

The IALCH mortuary, stores about 90 bodies, it is equipped with six dissecting tables, of which four are for general use, one dedicated for contagious cases in an isolation facility, and the last for academic and teaching purposes. Other equipment is digital as well as conventional X-ray imaging facilities to allow for evidence to be used for Medico-Legal Forensics purposes.

This group is primarily responsible for the monitoring of the efficiency of all installed information management systems and technology equipment (IM&T) and all the medical equipment commissioned throughout the hospital.

This includes the active participation in various meetings where discussion take place regarding equipment currently installed, requests for new or additional equipment, equipment that is deemed not to be “fit for purpose”. We also need to ensure that we remain at the “bleeding” edge of technology in line with our authorized tertiary services, at planned equipment replacement cycles.

Other activities include the involvement with installed applications, their software upgrades plus user requests for software changes. Analysis of monthly reports from the Helpdesk and the Penalty Regime and investigations into analysis of all incident reports indication abuse or wilful damage to all IT and medical equipment, the monitoring of the signed Service Level Agreements (SLA) to check that the proper and timeous maintenance procedures are being preformed to ensure that the maximum availability of all equipment to users, is maintained.

This group is also responsible for the timeous generation of monthly reports for the IALCH Senior Management Team and the Provincial and National Department of Health, plus ad hoc report requests from other Health institutions. In achieving this, active participation is required in the Heartbeat Project in the assurance that correct processes are followed by all staff members in the capture of accurate and required data into the installed applications (Medicom, SAP and Lantis to name but a few). By now nearly all staff have been involved with the Heartbeat and DITT projects. The accuracy of your data capture ensures that our Senior Management can make correct and informed decisions regarding the services rendered at our Hospital for our tertiary patients.

The Smith & Nephew Medical library was officially opened on the 22 July 2005. It is situated on level 2 of the main hospital building. The following facilities are available to the Department of Health staff: Television & DVD/CD Player, for the viewing of medical training materials, Reading and studying facilities, Scanning and photocopying facilities. Internet access is available to access on-line medical information.

Library Services and Resources:
Borrowing and circulation, Literature searches, Training, Current awareness, Interlending, Reference assistance, Regular notice of recent acquisitions, Listing of IALCH-held journals, Electronic databases, Electronic and current print journals, Print and CD-Rom, Newspapers, etc.

Library promotion:
· The library generates its own quarterly newsletter that is available to all staff.
· The library provides orientation to the staff on library matters.
· The library is currently developing its own web homepage where all the information relating to our library will be readily available for viewing.

Manage Facilities Management operational activities, deliverables, control, coordinate, organise, lead and implement FM departmental strategy, policies, procedures and standards, within the department, in order to support the business objectives of becoming outwardly focused and a customer oriented organisation.

To ensure that the organisational facilities in the hospital are functional, healthy, safe and compliant to legislation, as well as to ensure that facilities related business support and logistics services are provided to the organisation’s business units/domains in the hospital at an exceptional standard.

Facilities Management monitor contract administration and procurement within the organisation in accordance with the government general procurement guidelines, the procurement procedures, PFMA and any other legislative requirements.

Principal accountabilities
Plan, control, coordinate, organise, lead and implement the departmental FM administrative, contractual, financial, operational and technical objectives of the FM department within the hospital.
Assist and participate in managing clearly defined FM services, Service Level Agreement (SLA)/PPP Project Agreement and the associated contracts management, whereas continually assessing and measure the agreed SLA’s and manage the performance as per agreed SLA’s.
Facilities Management Group Monitors:

Hard Services
Electrical Engineering: Uninterrupted Power supply; Switchgears; Chillers System, Internal and external Lighting, communication systems, etc.

Mechanical Engineering: Standby Generator, Air conditioning, Ventilation systems, chilling plants, etc. Specialist Services: Pneumatic Tube, Piped Medical Gases, Vacuum Systems, Central sterilizers, Dehumidification Systems etc.

Soft Services Management
Cleaning Services, Estate Maintenance, Linen and sewing, Patient and non Patient Catering, Serviced Accommodation, Sterile Services, Retail, Telephones, Transport and Courier, Waste Management, Occupational Health and Safety and Stores.

This group has to engage in systematic and continuous development in all employees of the knowledge, skills and attitude necessary for their Personal Safety, Public Protection and to the protection of Hospital assets from risk. Therefore one could say that Risk Management would include

Accidental damage
Fire, etc.

The group also provide the following

Policies and Procedures compliance associated with Safety Policies, OHS Management Systems, Fire Prevention, Security, Contractor Obligations and Compliance Monitoring, Accident/ Incident Procedures, Investigations and Report, Emergency and Disaster Management, Legislative Compliance and Codes of Practice applicable to Public Service Buildings, Risk Auditing Systems, liaison with Management, Employees, Contractors and Authorities. (Written and Verbal), establish effective ways in which Safety and Security can be managed within the Hospital.