Republic of the Philippines

Department of Health
OFFICE OF THE SECRETARY

AUG 06 201

DEPARTMENT ORDER
No. 2015 - 0ag4-A

SUBJECT: Amendment to Department Order No. 2015-0284 dated December

22, 2015 entitled “Revised Rules and Procedures on the Preparation
and Approval of Administrative Issuances in the Department of
Health”

In compliance with Republic Act (RA) No. 11032 otherwise known as the “Ease of
Doing Business and Efficient Government Service Delivery Act of 2018” and its
Implementing Rules and Regulations (IRR), and to ensure efficiency and continuity of public
services, particularly in the processing and approval of administrative issuances in the
Department of Health (DOH) as the DOH transitions to better normal, Department Order
(DO) No. 2015-0284 is hereby amended as follows:

LL
Section IV. Definition of Terms, No. 2. Types and Hierarchy

1. To revise letter g. Memorandum (Memo):

FROM TO
is a missive, Memorandum (Memo) — is a brief
g. Memorandum (Memo) - g.
letter, note, communication, notification, written message between and among DOH
correspondence, notice, reminder, advice, units, officials and personnel. Instead of the
counsel, announcement and message usual letter, this is issued by a particular
between and among DOH units, officials office to another as a reminder of action,
and personnel. notification, advice or announcement. Since
a Memo is an internal communication, it is
not to be used as an official letter or
communication for offices and stakeholders
outside of the DOH

II Section VI. Specific Guidelines, letter B. Preparation of Administrative Issuances

1. To add as a provision under item No. 8. Endorsement Process the following:

The electronic means of endorsement shall be recognized as equal and integral with
the traditional mode of endorsement of administrative issuances, both legally and
administratively. The Workflow module of the Document Management and Archiving
System (DMAS) shall be used for the electronic processing of administrative
issuances. A separate issuance shall be released by KMITS this purpose. for

Building 1, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila e Trunk Line 651-7800
77
local 1108, 1111, 1112, 1113
Direct Line: 711-9502; 711-9503 Fax: 743-1829 e URL: http://www.doh.gov.ph; e-mail: fidugue@doh.gov.ph
2. To revise item No. 8. Endorsement Process, letter b:

FROM TO
b. Endorsement must follow the most b. Endorsement must follow the most
current issuances on the Delegation current issuances on the Delegation of
of Authority. Reference shall be Authority. Reference shall be made on
made on the latest issuances on the latest issuances on Assignment and
Assignment and Re-assignment of Re-assignment of DOH Key Officials.
DOH Key Officials. However, in However, in compliance to Section 9,
compliance to Section 8 of Republic letter (d) of Republic Act (RA) No.
Act (RA) No. 9845 otherwise known 11032 known as the “Ease of Doing
as the Anti-Red Tape Act of 2007, Business and Efficient Government
the number of signatories in any Service Delivery Act of 2018”, the
document shall be limited to number of signatories in any
maximum of five (5) signatures document shall be limited to
which shall represent officers directly maximum of three (3) signatures
supervising the office or agency which shall represent officers directly
concerned before the final signatory. supervising the office or agency
concerned. Refer to Annex 1 for the
specific guidelines in the endorsement
process for each type of issuance.

3. To add item No. 10. Citation

10. Citation

a. The originating office shall cite all evidence used in the policy development
(i.e. research, laws, reports, published work and grey literature). This shall
provide ease in referencing and shall provide appropriate credit to the author
of the intellectual property used in the policy document. This also aligns with
the DOH target in tracking evidence used in policy development.

b. The citation shall follow the APA format as described below:

For published work: Author’s initial(s). (Date Published). Title of

surname,
Source. Location of publisher: publisher. Retrieved
from URL

For grey literature: Title of Grey Literature. Retrieved from URL

APA Citation shall observe five (5) indent spaces beginning in the second
line and lines thereafter. Exact APA formatting may have additional details
depending on the material being cited.

c. The citation shall be placed in the annexes of the issuance. Refer to Figure 8
of this amendment for the sample format.

“77,
 4. To add item No. 11. Use of Digital Signature:

11. Use of Digital Signature

a. The use of digital signature shall be (a) allowed in the processing and approval
of administrative issuances, and (b) recognized as equivalent to the signature
of a person on a written document. Its implementation in the DOH shall be
guided by a separate issuance, pursuant to RA 8782, otherwise known as the
“Electronic Commerce Act” and its IRR, and other existing and applicable
laws, rules and policies.

b. The KMITS shall lead the implementation of digital signature in the DOH,
including the promulgation of the necessary policies, coordination with the
Department of Information and Communications Technology (DICT) for the
issuance of digital signatures to concerned officials and employees, and
facilitation of capacity-building and change management initiatives.

III. Section VI. Specific Guidelines, letter C. Preparation of Joint Issuances

1. To revise number 6

FROM TO
6. Subject, Body/content, Endorsement 6. Subject, Body/content, Endorsement
Process, Keywords Box and other Process, Keywords Box and Citation
provisions not directly stated shall shall follow the guidelines for all
follow the guidelines for all issuances issuances as stated in Section VI and
as stated in Section VI and Annex B Annex B.

IV. Section VI. Specific Guidelines, letter I. Publication of Administrative Issuances

1. To add as provisions under item No. 1. Newspaper Publication the following:

a. All approved AOs and other administrative issuances requiring publications as

determined by the concerned office shall be published in a newspaper of general
circulation pursuant to Section 18, Chapter 5, Book I of the Administrative Code
of 1987, which states that “Laws shall take effect after fifteen (15) days
following the completion of their publication in the official gazette or in a
newspaper of general circulation, unless it
is otherwise provided”

b. Publication cost shall be borne by the concerned office. A letter of request shall
be submitted to KMITS indicating the administrative issuance(s) to be published
and the funding source.

“yy
 2. To change number 2. National Administrative Register (NAR) Publication, letter c

FROM TO
c. A fee for the filing of
sharing c. A sharing fee for the filing of
administrative issuances at the UP Law administrative issuances at the UP Law
Center shall be charged against the Center shall be charged against the
KMITS....” concerned Office...”

V. Annex A

1. To include Citation (APA Format) in the annexes of the issuance

Figure 8. Sample Citation (APA Format)

Annex

References

Interim guidelines for 2019 novel coronavirus acute respiratory disease (2019-nCoV ARD)
response in hospital and other health facilities. Retrieved from
https://doh.gov.ph/sites/default/files/health-update/DC2020-0049.pdf

World Health Organization. (2020). Laboratory biosafety guidance related to coronavirus

disease 2019 (COVID-19). Geneva: WHO

Vis Annex B. Guidelines for the Preparation of Administrative Issuances

A. Administrative Order (AO)

1. In section A.3.4, refer to number 1 of Annex 1 of this amendment for the revised
endorsement process for AO.

2. To include section A.3.5 Citation

A.3.5. Citation

The originating office shall cite all evidence used in the policy

|
a.
development (i.e. research, laws, reports, published work and grey
literature). This shall provide ease in referencing and shall provide
appropriate credit to the author of the intellectual property used in the
policy document. This also aligns with the DOH target in tracking
evidence used in policy development.

ergy
 b. The citation shall follow the APA format as described below:

For published work: Author’s surname, initial(s). (Date Published).

Title of Source. Location of publisher: publisher.
Retrieved from URL

For grey literature: Title of Grey Literature. Retrieved from URL

APA Citation shall observe five (5) indent spaces beginning in the second
line and lines thereafter. Exact APA formatting may have additional
details depending on the material being cited.

c. The citation shall be placed in the annexes of the issuance. Refer to

Figure 8 of this amendment for the sample format.

B. Department Order (DO)

1. In section B.3.4, refer to number 2 of Annex 1
of this amendment for the revised
endorsement process for DO.

To include section B.3.5 Citation

B.3.S. Citation

a. The originating office shall cite all evidence used in the policy development
(i.e. research, laws, reports, published work and grey literature). This shall
provide ease in referencing and shall provide appropriate credit to the author
of the intellectual property used in the policy document. This also aligns with
the DOH target in tracking evidence used in policy development.

b. The citation shall follow the APA format as described below:

For published work: Author’s surname, initial(s). (Date Published).

Title of Source. Location of publisher: publisher.
Retrieved from URL

For grey literature: Title of Grey Literature. Retrieved from URL

APA Citation shall observe five (5) indent spaces beginning in the second
line and lines thereafter. Exact APA formatting may have additional details
depending on the material being cited.

¢. The citation shall be placed in the annexes of the issuance. Refer to Figure 8
of this amendment for the sample format.

5
C. Department Personnel Order (DPO)

I. In section C.3.9, refer to number 3 of Annex 1

of this amendment for the revised
endorsement process for DPO

2. No citation required

D. Department Memorandum (DM)

1. In section D.2.5 refer to number 4 of Annex 1
of this amendment for the revised
endorsement process for DM.

To include section D.2.6 Citation

D.2.6 Citation

a. The originating office shall cite all evidence used in the policy development
(i.e. research, laws, reports, published work and grey literature). This shall
provide ease in referencing and shall provide appropriate credit to the author
of the intellectual property used in the policy document. This also aligns with
the DOH target intracing evidence used in policy development.

The citation shall follow the APA format as described below:

For published work: Author’s surname, initial(s). (Date Published).

Title of Source. Location of publisher: publisher.
Retrieved from URL

For grey literature: Title of Grey Literature. Retrieved from URL

APA Citation shall observe five (5) indent spaces beginning in the second
line and lines thereafter. Exact APA formatting may have additional details
depending on the material being cited.

The citation shall be placed in the annexes of the issuance. Refer to Figure 8
of this amendment for the sample format.

E. Department Circular (DC)

1. In section E.3.8 refer to number 4 of Annex 1

of this amendment for the revised
endorsement process for DC.

To include section E.3.9 Citation

E.3.9 Citation

a. The originating office shall cite all evidence used in the policy development
(i.e. research, laws, reports, published work and grey literature). This shall
provide ease in referencing and shall provide appropriate credit to the author

THT
 of the intellectual property used in the policy document. This also aligns with
the DOH target in tracking evidence used in policy development.

b. The citation shall follow the APA format as described below:

For published work: Author’s surname, initial(s). (Date Published).

Title of Source. Location of publisher: publisher.
Retrieved from URL

For grey literature: Title of Grey Literature. Retrieved from URL

APA Citation shall observe five (5) indent spaces beginning in the second
line and lines thereafter. Exact APA formatting may have additional details
depending on the material being cited.

¢. The citation shall be placed in the annexes of the issuance. Refer to Figure 8
ofthis amendment for the sample format.
F. Memorandum Circular (MC)

1. In section F.3.5 refer to number 4 of Annex 1

of this amendment for the revised
endorsement process for MC.

2. No citation required

G. Memorandum (Memo)

1. In section G.3.8 refer to number 5 of Annex 1

of this amendment for the revised
endorsement process for Memo.

2. No citation required

As thus amended, all other provisions stipulated in Department Order No. 2015-0284
dated December 22, 2015 not affected by this Order remain in effect.

. DUQUE III, MD, MSc.

Secretary of Health
 Annex 1

Specific Guidelines in the Endorsement Process of Administrative Issuances

All administrative issuances shall go through a process of consent and agreement

before the final approval. An initials box shall be placed on the signature page of the
duplicate copy indicating the offices involved in the approval process.

In compliance with Republic Act (RA) No. 11032, the number of signatories shall be
limited to a maximum of three (3) signatories representing officers directly supervising the
office concerned. As such, the initials box shall consist of only two (2) boxes. Each box shall
contain only one initial/signature. The third signature shall be the approving authority.

The prescribed guidelines in the endorsement process of each issuance are as follows:

1. Administrative Order (AO)

Administrative Orders shall be approved by the Secretary of Heath unless otherwise

delegated to an Undersecretary through an official delegation of authority on special
circumstances.

a. Initials Box

a.l First box: Head/Director of the concerned office

a.2 Second box: Undersecretary of the concerned Cluster/Team or delegated

authority

a.3 To comply with the ARTA, only the signature of the official indicated in the first
and second box shall appear in the initials box.

Figure 1: Sample Initials Box for AO

Office Originating Office Cluster/Team

(Head/Director) (Undersecretary or
delegated authority)
Initial
Date

b. Signatory: Secretary of Health or delegated authority for the final approval

c. All pages of the original copy, except the signature page, shall bear only two
2)
initials: the Head/Director of the originating office and the Director, Health Policy
Development and Planning Bureau (HPDPB) or equivalent office in case of
changes in office nomenclature due to reorganization, as the clearing office, at the
lower right side of the page close to the last line.

cory
Page 10f13
 d. The concerned technical staff, HPDPB clearing officer, Executive Assistant (EA) of
concerned cluster/team and the Head Executive Assistant (HEA), Office of the
Secretary shall indicate in the routing slip or memorandum all actions/tasks done,
comments, recommendations or approval of the proposed policy.

2. Department Order (DO)

2.1 Department Order on Policy

Department Orders are signed and approved by the Secretary of Health unless
delegated to an Undersecretary through an official delegation of authority. In most
cases, policies and guidelines shall be approved by the Undersecretary of the
Cluster/Team concerned.

If to be signed by the Secretary of Health

a. Initials Box

a.l First box: Head/Director of the concerned office

a.2 Second box: Undersecretary of the concerned Cluster/Team or delegated

authority

a.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in
the initials box.

Figure 2: Sample Initials Box for DO to be signed by the Secretary of Health

Office Originating Office Cluster/Team

(Head/Director) (Undersecretary or
delegated authority)
Initial
Date

b. Signatory: Secretary of Health or delegated authority for the final approval

¢. All pages of the original copy, except the signature page, shall bear only two (2)
initials: the Head/Director of the originating office and the Director, HPDPB or
equivalent office in case of changes in office nomenclature due to reorganization,
as the clearing office, at the lower right side of the page close to the last line.

d. The concerned technical staff, clearing office, Executive Assistant (EA) of

concerned cluster/team and the Head Executive Assistant (HEA) of the Office of
the Secretary shall indicate in the routing slip or memorandum all actions/tasks
done, comments, recommendations or approval of the proposed policy.

7 7 Page 2 of 13
 If to be signed by the Cluster/Team Head of the originating Office

a. Initials Box

a.l First box: Head/Director of the concerned office

a.2 Second box: Director, HPDPB as Clearing Office

a.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

Figure 3: Sample Initials Box for DO to be signed by the Cluster/Team Head of

the originating Office

Office Originating Office Clearing Office

(Head/Director) (Director — HPDPB)

Initial
Date

b. Signatory: Undersecretary of concerned cluster/team or delegated authority for

the final approval

c. All pages the

original copy, except the signature page, shall bear only two (2)
of

initials: the Head/Director of the originating office and the Director, HPDPB or
equivalent office, as the clearing office, at the lower right side of the page close to
the last line.

d. The concerned technical staff and Executive Assistant (EA) of concerned

cluster/team shall indicate in the routing slip or memorandum all actions/tasks
done, comments, recommendations or approval of the proposed policy.

2.2 Department Order on Fund Utilization

Department Order on the use of funds, sub-allotment/transfer and mandatory

savings shall be approved by the Head of the Administration and Financial
Management Team (AFMT) or equivalent office in case of changes in office
nomenclature due to reorganization.

a. Initials Box

a.1 First box: Undersecretary of the concerned team/cluster or delegated

authority

a.2 Second box: Assistant Secretary, AFMT or delegated authority

a.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

4 77 Page 30f13
 Figure 4: Sample Initials Box for DO on Fund Utilization

Office Undersecretary or Assistant Secretary or

delegated authority delegated authority
(Team/Cluster (AFMT)
concerned )
Initial
Date

b. Signatory: Undersecretary, AFMT or delegated authority

c. All pages of the original copy, except the signature page, shall bear only two (2)
initials: the Head/Director of the originating office and the Undersecretary of the
concerned Team/Cluster or delegated authority, at the lower right side of the page
close to the last line.

d. The concerned technical staff, Clearing Officer of Financial Management Service

(FMS) or equivalent office and Executive Assistant (EA) of concerned cluster/team
shall indicate in the routing slip or memorandum all actions/tasks done, comments,
recommendations or approval of the proposed issuance.

3. Department Personnel Order (DPO)

3.1 Learning and Development Intervention (LDI) and Learning and Development
(LD)-related Activity

All DPOs on LDI and LD-related activities shall be cleared by the Health Human
Resource Development Bureau (HHRDB) or equivalent office in case of change in
office nomenclature, pursuant to AO 2021-0007 or latest issuance in case the existing
AO is changed or amended.

If to be signed by the Secretary of Health

a. Participants to the activity include the Undersecretary of Cluster/Team and/or with
invitees who are heads of agencies outside of DOH.

b. Initials Box

b.1 First box: Head/Director, HHRDB as the Clearing Office

b.2 Second box: Undersecretary, concerned Cluster/Team or delegated

authority

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

“77 Page 4 of 13
 Figure 5: Sample Initials Box for LDI and LD-related DPO to be signed by
the Secretary of Health

Office Clearing Office Cluster/Team

(Director - HHRDB) (Undersecretary or
delegated authority)
Initial
Date

. Signatory: Secretary of Health or delegated authority

. The concerned technical staff, clearing officer of LDD-HHRDB or equivalent

office, Executive Assistant (EA) of concerned cluster/team and the Head Executive
Assistant (HEA) of the Office of the Secretary shall indicate in the routing slip or
memorandum all actions/tasks done, comments, recommendations or approval of
the issuance.

If to be signed by the Cluster/Team Head

a. Participants to the activity include Cluster/Team Assistant Secretary,

Director/Head and personnel of offices within or outside of the cluster/team
spearheading the activity and invitees from other agencies with the rank below
Head/Director.

. Initials Box

b.1 First box: Director/Head of the concerned office

b.2 Second box: Director, HHRDB as the Clearing Office

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

Figure 6: Sample Initials Box for LDI and LD-related DPO to be signed by
Cluster/Team Head of the originating Office

Office Originating Office Clearing Office

(Head/Director) (Director - HHRDB)

Initial
Date

C. Signatory: Undersecretary of concerned Custer/Team or delegated authority

d. The concerned technical staff / Division Chief and LDD-HHRDB clearing officer
and Executive Assistant of concerned Cluster/Team shall indicate in the routing
slip or memorandum all actions/tasks done, comments, recommendations or
approval of the issuance.

’ 7
) 50f13
 If to be signed by the Director/Head of the concerned Office

a. Participants to the activity include Division Chief and below within the same office

b. Initials Box

b.1 First box: Division Chief of the concerned office

b.2 Second box: Director, HHRDB as the Clearing Office

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

Figure 7: Sample Initials Box for LDI or LD-related DPO to be signed by

Head/Director of the originating Office

Office Originating Office Clearing Office

(Head/Director) (Director - HHRDB)

Initial
Date

c. Signatory: Head/Director of concerned office or delegated authority

d. The concerned technical staff and LDD-HHRDB clearing officer shall indicate in
the routing slip or memorandum all actions/tasks done, comments,
recommendations or approval of the issuance

3.2 Non-LDI Activity

If to be signed by the Secretary of Health

a. Participants to the activity include ExeCom Members and invitees from other
government agencies with the rank of Secretary, Undersecretary and Assistant
Secretary, President/Chairperson of Government Owned or Controlled
Corporations (GOCCs), Senators, Congressmen, Provincial Governors, Country
Representatives of foreign agencies and Heads of Non-Government Agencies
(NGOs).

b. Initials Box

b.1 First box: Head/Director of the concerned office

b.2 Second box: Undersecretary of the concerned Cluster/Team or delegated

authority

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

/
/ Page 6 of 13
Figure 8: Sample Initials Box for Non-LDI DPO to be signed by the
Secretary of Health
Office Originating Office Cluster/Team
(Head/Director) (Undersecretary or
delegated authority)
Initial
Date

c. Signatory: Secretary of Health or delegated authority for the final approval

d. The concerned technical staff, Executive Assistant (EA) of concerned cluster/team

and the Head Executive Assistant (HEA) of the Office of the Secretary shall
indicate in the routing slip or memorandum all actions/tasks done, comments,
recommendations or approval of the issuance.

If to be signed by the Cluster/Team Head

a. Participants to the activity include personnel up to Director/Head of offices within

or outside of the cluster/team spearheading the activity. This also includes invitees
from agencies outside of DOH with the rank of Head/Director and below.

b. Initials Box

b.1 First box: Director/Head of the concerned office

b.2 Second box: Executive Assistant of the concerned Cluster/Team or delegated

authority

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in
the initials box.

Figure 9: Sample Initials Box for Non-LDI DPO to be signed by Cluster/Team

Head of the originating Office

Office Originating Office Cluster/Team

(Head/Director) (Executive Assistant)

Initial
Date

c. Signatory: Undersecretary of concerned Custer/Team or delegated authority

d. The concerned technical staff / Division Chief shall indicate in the routing slip or
memorandum all actions/tasks done, comments, recommendations or approval of
the issuance.

Page 7 of 13
If to be signed by the Director/Head of the concerned Office

a. Participants to the activity include Division Chief and below within the same office

b. Initials Box — shall contain only the initial of the concerned Division Chief

Figure 10: Sample Initials Box for Non-LDI DPO to be signed by Head/Director
of the originating Office

Office Originating Office

(Division Chief)

Initial
Date

c. Signatory: Head/Director of concerned office or delegated authority

d. The concerned technical staff shall indicate in the routing slip or memorandum all
actions/tasks done, comments, recommendations or approval of the issuance.

If to be signed by the Chief of Staff (for local travel of ExeCom Members)

a. DPOs for local travels of ExeCom members shall be approved by the Chief of
Staff based on DPO No. 2020-2000 or latest issuance in case the DPO is changed
or amended.

b. Initials Box

b.1 First box: Undersecretary of the concerned team/cluster or delegated

authority

b.2 Second box: Executive Assistant, Office of the Chief of Staff

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in
the initials box.

Figure 11: Sample Initials Box for DPO on Local Travel of Execom Members

Office Team/Cluster Office of the Chief of Staff

concerned (Executive Assistant)
( Undersecretary or
delegated authority)
Initial
Date

b. Signatory: Undersecretary, Office of the Chief of Staff or delegated authority

c. The Executive Assistant (EA) of concerned cluster/team and EA of the Office of

the Chief of Staff shall indicate in the routing slip or memorandum all

4. 80f13
 actions/tasks done, comments, recommendations or approval of the proposed
issuance.

3.3 Personnel Movement

If to be signed by the Secretary of Health:

a. Assignment/Re-assignment including designation as Officer-in-Charge of DOH
officials such as ExeCom Members, Directors of Offices/Bureaus/Services/
Centers for Health Development and Chiefs of Hospitals and Treatment and
Rehabilitation Centers are in general, prepared by the PAD-AS or equivalent
office in case of change of nomenclature.

Initials Box

b.1 First box: Director, Administrative Service as the Clearing Office

b.2 Second box: Undersecretary, concerned Cluster/Team or delegated authority

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

Figure 12: Sample Initials Box for DPO on Personnel Movement to be signed by
the Secretary of Health

Office Clearing Office Cluster/Team

(Director, AS) concerned
(Undersecretary)
Initial
Date

Signatory: Secretary of Health or delegated authority

. The PAD-AS clearing officer, Executive Assistant (EA) of concerned cluster/team

and the Head Executive Assistant (HEA) of the Office of the Secretary shall
indicate in the routing slip or memorandum all actions/tasks done, comments,
recommendations or approval of the issuance.

If to be signed the by the concerned Cluster/Team Head

a. Assignment/Re-assignment including designation as OIC outside of the concerned

Cluster/Team of personnel below Director level

Initials Box

b.1 First box: Director, Administrative Service as the Clearing Office

b.2 Second box: Executive Assistant, concerned Cluster/Team or delegated

authority

:
/ Page 9 of 13
 b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

Figure 13: Sample Initials Box for DPO on Personnel Movement to be signed by
the Undersecretary of Cluster/Team concerned

Office Clearing Office Cluster/Team

(Director, AS) concerned
(Executive Assistant)
Initial
Date

c. Signatory: Undersecretary of Cluster/Team concerned or delegated authority

d. The Division Chief and Head/Director of the originating office, PAD-AS clearing
officer, shall indicate in the routing slip or memorandum all actions/tasks done,
comments, recommendations or approval of the issuance.

If to be signed the by the Head/Director of concerned Office

a. Assignment/Re-assignment including designation as OIC of personnel Division

Chief and below, within the same office.

b. Initials Box - shall contain only the initial of the concerned Division Chief

Figure 14: Sample Initials Box for DPO on Personnel Movement to be signed
by the Head/Director of the concerned Office

Office Originating Office

(Division Chief)
Initial
Date

¢. Signatory: Head/Director of concerned Office or delegated authority

d. The concerned staff shall indicate in the routing slip or memorandum all
actions/tasks done, comments, recommendations or approval of the issuance

3.4 Special Entitlements

a. DPOs granting special entitlement shall pass through the office concerned for
clearance such KMITS for cellular phone allowance and PAD-AS for RATA,
among others.

b. Initials Box

b.1 First box: Executive Assistant/Division Chief of concerned office

/ To of 13
 b.2 Second box: Director, clearing Office

b.3 To comply with the ARTA, only the signature of the official indicated in the
first and second box shall appear in the initials box.

Figure 15: Sample Initials Box for DPO on Special Entitlements to be signed by
the Head/Director of Cluster/Team or office concerned

Office Concerned Office Clearing Office

(EA/Division Chief) concerned
(Director)
Initial
Date

c. Signatory: Head/Director of concerned Cluster/Team/office or delegated

authority

d. The KMITS or PAD-AS clearing officer shall indicate in the routing slip or
memorandum all actions/tasks done, comments, recommendations or approval of
the issuance.

4. Department Memorandum (DM) / Department Circular (DC) / Memorandum

Circular (MC)

If to be signed by the Secretary of Health (for DM and DC)

a. Initials Box

a.l First box: Head/Director of the concerned office

a.2 Second box: Undersecretary of the concerned Cluster/Team or delegated

authority

a.3 To comply with the ARTA, only the signature of the official indicated in the first
and second box shall appear in
the initials box.

Figure 16: Sample Initials Box for DM/DC to be signed by the Secretary of Health

Office Originating Office Cluster/Team

(Head/Director) concerned
(Undersecretary or
delegated authority)

Initial
Date

b. Signatory: Secretary of Health or delegated authority

c. The concerned technical staff, Executive Assistant (EA) of concerned cluster/team
and the Head Executive Assistant (HEA) of the Office of the Secretary, shall indicate

“GV 110f13
 in the routing slip or memorandum all actions/tasks done, comments,
recommendations or approval of the proposed issuance.

If to be signed by the Cluster/Team Head (for DM, DC and MC)

a. Initials Box

a.l First box: Head/Director of the concerned office

a.2 Second box: Executive Assistant of the cluster/team concerned

a.3 To comply with the ARTA, only the signature of the official indicated in the first
and second box shall appear in the initials box.

Figure 17: Sample Initials Box for DM/DC/MC to be signed by the

Cluster/Team Head

Office Originating Office Cluster/Team

(Head/Director) concerned
(Executive Assistant)
Initial
Date

b. Signatory: Undersecretary of concerned cluster/team or delegated authority

e. The concerned technical staff shall indicate in the routing slip or memorandum all
actions/tasks done, comments, recommendations or approval of the proposed policy.

Memorandum
A Memorandum or Memo is a brief written message between and among DOH
units, officials and personnel. Instead of the usual letter, this is issued by a particular
office to another as a reminder of action, notification, advice or announcement. Since a
Memo is an internal communication, it is not to be used as an official letter or
communication for offices and stakeholders outside of DOH.

If to be signed by the Cluster/Team Head

a. Initials Box

a.l First box: Director/Head of the originating office

a.2 Second box: Executive Assistant of the concerned Cluster/Team or delegated

authority

a.3 To comply with the ARTA, only the signature of the official indicated in the first
and second box shall appear in
the initials box.

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Figure 18: Sample Initials Box for Memorandum to be signed by the concerned
Cluster/Team Head

Office Originating Office Cluster/Team

(Head/Director) concerned
(Executive Assistant)

Initial
Date

b. Signatory: Undersecretary of concerned Cluster/Team or delegated authority

¢. The concerned technical staff/Division Chief of the originating office shall indicate in
the routing slip or memorandum all actions/tasks done, comments, recommendations
or approval of the proposed issuance.

If to be signed by Head/Director of the originating office

a. Initials Box - shall contain only the initial of the concerned Division Chief

Figure 19: Sample Initials Box for Memorandum to be signed by the

Head/Director of originating office

Office Originating Office

(Division Chief)

Initial
Date

b. Signatory: Head/Director of originating office or delegated authority

f. The concerned technical staff shall indicate in the routing slip or memorandum all
actions/tasks done, comments, recommendations or approval of the proposed
issuance.

“77

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