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The department is responsible for the general administration as well as support services in the Hospital through the formulation of policies for effective management of support service programmes.  

1. The coordination of information, the provision of support and guidance for the design of strategies      in collaboration with other Departments visions for the prudent development of  health provision          infrastructure consistent with service delivery priorities 
2. The initiation, award and monitoring of the effective implementation of contracts for transport,          equipment and infrastructure provision
3. Ensure the availability of support services for the effective and efficient delivery of functions of the       Hospital
4. Ensure the provision, maintenance and upgrade of all transport, facilities and equipment of the     Hospital

The Head of Administration is responsible for the core functions of the Department and exercise of authority by the Department is derived from and consistent  with her responsibilities as well as authority delegated by the immediate superior. In effect, the superior authority of the Hospital Director guides the exercise of authority but the coordination and development of strategies for the execution of the core functions is the responsibility of the Head of Administration and her deputies.  
They coordinates and mediates departmental and interdepartmental issues.   

1. Initiates and implements administrative improvement schemes and cost-reduction programmes in     the Hospital;
2. Determines appropriate levels, specification, procurement and replacement of equipment and     transport consistent with national policy and Ghana Health Service requirements 
3. Monitor and supervise all building and construction projects meant for the Hospital to ensure value     for money
4. Prepares and periodically updates infrastructure and equipment situations and specifications for     the Hospital in collaboration with the Estate Unit 
5. Pursues the development and implementation of adequate proficiency programmes to improve the     recruitment and competence of staff in secretarial and security support, estates and equipment     maintenance in the Hospital  in collaboration with the HRD Division 
6. Ensures the proper acquisition and take custody of the documentation of all estates and     belongings of the Hospital once these have been acquired
7. Develops procedures for undertaking planned and routine maintenance by all levels

Under General Administration departments are the following units:
Transport, Biomedical Engineering, Laundry, CSSD, Mortuary, Human Resource, Estates, Security,
Procurement, Stores, Orderly, and Environment.

Vision : Our dream and aspiration is to enhance health services delivery through excellence in transport management. 

Mission : Our primary mission is to ensure the availability and reliability of transport as an essential logistic for the delivery of health services; and to do this in the most cost  
effective and efficient manner.

Functional Responsibilities
The Unit is responsible for the following:
• Implementation of GHS transport management policy and general management of transport     resources
• Prepare the Hospital’s Transport Procurement Budget, including annual procurement plan
• Advise on vehicle procurement and allocation
• Develop and maintain inventory of all the Hospital’s fleet of vehicles
• Ensure the compliance of GHS Transport Policy and other operational documents
• Operate Planned Preventive Maintenance for all  fleet of vehicles
• Produce Transport Management Performance report at specified periods for management 
• Assess and determine the Human Resources needs of the Department and advise on training and     recruitment of staff     
• Advise and initiate vehicle specifications, disposal and replacement
• Any other transport related matters assigned

Our General Strategy
To provide an adequate fleet of all types of vehicles, well maintained, managed to support priority health interventions. These vehicles
shall be run by highly trained and motivated personnel.
Strategic Role of Transport in Health Services Delivery
The general roles of transport in the Hospital are outlined as follows:
• Primary health care (PHC) services (immunization, health education, disease surveillance, rural outreach services, etc)
• Patient Transportation (Transfers and Pre-Hospital Care)
• Monitoring and supervision
• Haulage of medical logistics
• Specialist Outreach Services
• General administrative assignments

 The unit is entrusted with the responsibility for managing the human resource of the Hospital. One important role of the unit is to improve personnel  management and to facilitate the large volume of in-service training necessary to support the Hospital. It develops administrative capacity for personnel  administration at all levels for appraisal, promotion etc. 

Objectives of the unit
1. To implement Ghana Heath Service HR strategies and to facilitate effective recruitment, training     and manpower development to ensure the optimum availability and utilization of personnel within     the hospital
2. Ensure the continuous professional development of the staff of  Hospital in order to improve quality     and efficiency in health service delivery
3. Administrate salaries and personnel management issue
Functional Responsibilities and Authority
1. Establishes and maintains systems and procedures for planning, training and manpower     development for the Hospital
2. Provides guidance in determining training needs of all categories of workers in the Hospital and     ensures that appropriate training programmes are developed and implemented 
3. implement and maintains systems and procedures for the promotion, retirement, co-operation and     advancement in all personnel affairs to ensure fairness and consistency in the treatment of staff of     the Facility 
4. Oversees the recruitment, selection and placement of new staff and monitors the progress of     newly-engaged staff, to ensure that they become efficient and committed to their work within the     Facility 
4. Establishes and maintains an efficient personnel records-keeping system to promote easy     accessibility to and retrieval of files
5. Determines appropriate manpower levels consistent with organizational requirements and pursues     the development and implementation of adequate proficiency programmes to improve the     competence of staff in the Facility 
6. Co-ordinates and collates training and manpower development budget and when approved,     institutes measures to back up its implementation 
7. Keeps and updates records on the training history of all staff.

The Estate unit is part of the numerous units that helps in providing services to help the day-to-day running of the hospital and is headed by Mr. AKO NAI EMMANUEL (Snr. Estate Officer) with a Bsc. In Quantity Surveying and Construction Economics. The head of the  unit therefore combines the estate, construction and quantities aspect of the field which makes him a self-centered, firm and hardworking man who takes his job very serious as a result of creating a health and serene environment for both staff of the hospital and clients.  
The Estate Management Unit of The Eastern Regional Hospital is directly responsible for the implementation of Policies such as Planned Preventive Maintenance, Reactive/Corrective Maintenance, Capital Investment and ensuring a clean well maintained facility to our Clients,  
Staff and Visitors.

Mission Statement
To improve the quality of life and health status of the people of the Eastern Region through routine Planned Preventive Maintenance Program, Capital  Investment Program  of  Hospital Estates, Equipment and In-service training in Preventive Maintenance in  the Eastern Regional Hospital    

The unit is headed by the Snr. Estate Officer with Five (5) sub-units namely: 
1. Carpentry and Joinery
2. Masonry
3. Plumbing
4. Electrical
5. Refrigeration and Air-conditioning

Core Functions of the Unit
1. The Estate Unit provides Technical and Supervisory Support to the Hospital regarding Infrastructure     and Equipment management.
2. The Unit secures documentation of all properties of the Hospital including Asset Register.
3. The Unit assists in providing Accommodation to Staff.
4. The Unit Represents the Hospital in procurement process of all capital programs and projects.
5. To develop a well-defined maintenance system for the Hospital.

To be added to the core functions are the following services being provided:
1. Carryout maintenance activities in the hospital and residences
2. Facility Improvement and Expansion Works
3. Rehabilitation of some Residential Accommodations
4. Renting of Accommodation for Staff
5. The unit also takes charge of utilities of some premises of the hospital.

• Prompt response to maintenance request by artisans, any delay would be due to inability to obtain materials on time.
• Rehabilitation works at the Acheampong Guesthouse.
• Rehabilitation of the hospital’s X-ray.
• Construction of concrete platform for the entrance of the gas station
• Fixing of glazed doors at both main entrance of the theatre and labour ward.
• Installation of collapsible grills for the entrance of both ENT and Eye Clinic.
• Construction of notice board at main Pharmacy.
• Construction of the hospital canteen (in progress)
• Rehabilitation works at the following places
• Staff quarters A4
• Medical village No. D9 boys quarters
• Emergency quarters
• Medical village No. D13
• Internal painting works at the Offices of the Administration Block
• Painting of the casualty
• Painting works at IT Office

The procurement unit is headed by Mr. Amadu Achel who was employed in 2003 into the service. He holds Msc. Supply Chain Management (Ghana Telecom University), B’com (UCC), and HND Purchasing and Supply (Accra Polytechnic). He is a  member of the Chartered Institute of Purchasing and Supply (MCIPS) UK. The procurement unit is one of the most effective and  efficient units of the hospital. 

Job Purpose
To ensure effective procurement of goods, works, and technical services.

Main Duties And Responsibilities
1. Preparation of yearly procurement plan
2. Sourcing items using the correct procurement threshold and method
3 Preparing and maintaining procurement documentation's according to ACT 663
4. Drafting of Invitation To Tender(ITT) for National Competitive Tender(NCT) and Request For     Quotations(RFQ)
5. Evaluation of Tenders both NCT and RFQs, and responsible for the evaluation report
6. Drafting of award letters
7. Updating of procurement request
8. Contract management and follow up on award letters
9. Any other job assigned to the unit

1. Reduction of shortages of medicine and non-medicine consumables
2. Maintaining proper supply database
3. Maintaining relationship with both external and internal customers
4. Successful preparation of yearly procurement plan
5. Effective organization of yearly evaluation of NCTs
6. Yearly publication of NCTs as required by law (ACT 663)  

Job Purpose : Ensure efficient and effective supply of Health Logistics to various user departments in the Hospital 

Category of Stores
1. Main stores                             
2. Laboratory stores
3. X-ray stores
4. Catering stores
5. Stationery stores
6. Low vision stores
7. Disinfectant stores
8. Dental stores
9. Maintenance (estate) stores
10. Donation stores


The Finance Directorate is one of the eight (8) Directorates under Ghana Health Services. The Finance Department of the hospital report to the Finance Directorate at the Ghana  Health Service Headquarters through the Regional Health Directorate (RHD). The finance activities are as enshrined in the Accounting Treasury  and Financial Reporting Rules and Instructions (ATF). The ATF is aimed at improving the financial management procedures and processes within the Ministry of Health (MOH) Set-up nationwide.The ATF Manual pre-dates some of the key transparency and anti-corruption measures and legislation introduced by  government(s) to streamline the financial management systems of Public Sector Accounting (PSA).  
Some of these are as follows: 
1. The Public Procurement Act 2003 (Act 663)
2. The Internal Audit Agency Act 2003 (Act 658)
3. Financial Administration Act 2003 (Act 654)
4. The Financial Administration Regulation, 2004 Li 1802
5. Audit Service Act 2000, (Act 584)

1. The receipt, custody and the judicious disbursement of funds and the use of public funds.
2. To keep accurate financial management and accounting information in acceptable formats for     audit and decision making purposes.
3. To support the Eastern Regional Hospital with the appropriate skills for accounting and financial     transactions consistent with Accounting, Treasury and Financial  Reporting rules and instructions,     and all other accounting Acts and enactments. 

1. To ensure that financial records and reports are prepared accurately and timely.
2. Institute financial management policies systems and controls within the hospital.
3. To provide financial management information to staff and management of the hospital.
4. Work in conjunction with the finance committee and all departments for preparation of budget     estimates.
5. Assure the integrity, completeness and timeliness of financial data from all units.
6. Develop and promote efficient and effective accounting systems within the hospital.

1. Expenditure Unit
2. Revenue Unit
3. Monitoring Unit

1. Has aided the hospital to become the highest revenue generating facility in Ghana Health Service 
2. Introduction and implementation of financial controls that most hospitals are learning from. 
3. Introduced and implemented On-site Banking successfully for the past three years
    (Since March 2013) 

Information Technology

This unit was established to manage the hospital application system and I.T services. It was fully operational in March 2010 and  was being headed by one I.T Professional then. Currently, the unit is furnished with three I.T Professionals including the head  and it’s very much supported by Service Personnel to run the day to day activities.With the fast-growing demands in health care  
services from stakeholders, service providers and clients, the need to adapt the services of I.T has come to stay which provides  innovative services to enhance the provision quality health care to clients as well as providing reliable information for administrative planning.

The Unit is therefore dedicated in delivery I.T support services to all departments as well as managing the hospital  application system which is used to perform the daily transactions of the hospital including patients records, service request,  NHIA services, OPD consultation, Lab request and test results, medication prescriptions, In-patients admissions,   Inpatients consultation, financial transactions, birth and death registries etc.The unit has gained great experience in managing the  
application so much well that other hospitals comes for training concerning how best they can a well manage their application to  enhance the delivery of health car services 

Is to establish a Unit capable of handling all I.T related services to enhance the provision better health care services and reliable information

To establish a modern I.T. Unit in the Eastern Regional Hospital, coordinating with Regional Hospitals for better and improved health care.

1. Manages the Hospital Administration and Management System (HAMS) application
2. Manages the hospital network both LAN and WAN
3. Support the various department on the use of the hospital application
4. Collaborate with NHIS Office to process e-claims 
5. Organize periodic training for staff on the use of the Hospital application
6. All I.T related issues in the hospital are handled by the Unit

Occupationa Health & Safety

According to International Labour Organization (ILO), around 160 million people suffer from occupational diseases and 2 million people  die every year as a result of occupational accidents and work-related diseases and injuries. Similarly, around 337 million fatal and non-fatal  accidents occur each year. Still the figures are quite underestimated as nearly 50% of workplace injuries are never reported, especially in  developing countries. Moreover, under-reporting exists because of the failure to recognize the work-related origins of diseases.
In the light of the hazards posed by work and work environment, the following five broad strategies have been adopted in the provision of occupational health services to staff of the Eastern Regional Hospital, Koforidua:   
1. Preventive activities aimed at preventing the occurrence of injury and disease.  Key elements of this     include identification,  evaluation and control of hazards.  
2. Promotional activities including provision of information and education to employees to enhance     their safety behaviors and  adoption of habits that favor healthy lifestyles.  
3. Curative activities that offer treatment and advice regarding injuries and diseases. 
4. Rehabilitation activities in the event of disability following an injury or disease, essential to help the     affected persons regain  their skills or acquire new ones that will enable them return to work. 
 5. Research activities which entail investigations and studies on the work environment, and into     diseases and injuries as they  relate to work and conditions of work. The Occupational Health and     Safety unit is made up of a coordinator and different categories of health workers whose main  
    responsibility is to co-ordinate  the implementation of occupational Health and safety.

To become a leading medical centre of best safety practices in Ghana and Africa.

To promote and maintain a high degree of physical, mental and social well-being of workers in a safe and healthy work environment.

1.  Risk assessment and control
2. Development of policies, procedures and action plans for the identification, assessment, and     control of hazards in the workplace.
3. Solving of OHS problems
4. Medical Surveillance (Annual) : Medical surveillance is a means of monitoring the health of staff.     The facility takes necessary measures to detect and facilitate the management of ill-health among     staff. Provisions have been made to facilitate access to care as well as obtaining referrals for  
    further management.  
5. Protection of Staff from Harassment and Abuse : In the event that an employee suffers from or is     threatened with physical, sexual, or psychological abuse from a client/patient or his/her     representative, the employee should immediately or at the earliest opportunity report to his/her     supervisor who is  to ensure an investigation of the matter and appropriate action taken.  In serious     cases, it may necessitate the withdrawal of services from the client/patient. 
6. Accident and Incident Reporting: The ultimate objective is to review all unsafe conditions to     determine whether there are any control measures in place and  whether they are performing as     they should. It is a statutory obligation that accidents should be reported to the appropriate  
    authorities. This action then leads on to finding solutions to prevent future occurrences.   
7. Post exposure prophylaxis (PEP) 
8. Health Promotion: Health promoting strategies adopted include education and training, counseling     services and information provision in general lifestyle issues and on specific workplace exposures. 
9. Collection and Maintenance of Staff Ill-health Statistics  
    A system of health records has been established that is simple yet enables accurate and efficient     retrieval of information.
10. Rehabilitation Strategies: Employers/ management will facilitate the return to work of workers with     disabilities  following disease/ injuries via: 
    i. Ensuring access to rehabilitation services e.g. physiotherapy, occupational rehabilitation,     counseling services etc. 
    ii. Appropriate compensation where indicated .Retirement on medical grounds will be granted where     necessary. It will be facilitated on grounds of ill-health or injury (which may have been contributed to     by work) and will ensure the payment of  appropriate benefits. 
11. Medical waste management
12. Coordinates with Fire service Team on training for Evacuation Drills/Fire-fighting 

Internal Audit

Under Construction

Quality Assurance

To become a leading medical centre of excellence in quality healthcare provision.

To provide comprehensive secondary level in-patient and out-patient healthcare service of high quality in a patient friendly atmosphere by a motivated, motivated contented and competent staff in a well maintained hospital infrastructure. 
“To Save Human Life”
 Team work

What we do
 i. Conduct patience satisfaction survey at the end of every year
 ii. Public education
 iii. Training, Training, Training, for Staff.
 iv. Ensuring Good Customer Service

Medical Records

The Medical Records Department has been in existence since the inception of the hospital. Over the years, we have had seven (7) managers of the Department  including the current head.
The department in 2010 began an electronic revolution for efficient rendering of services.
This wasmeant to achieve the following goals:  accurate data capturing, reduction in waiting time, proper health care to clients among many others. Currently, the  department has twenty four (24) staff members. The department maintains records and documents relating to patient history and relevant Information. Among a host of activities, the department’s main functions are: 
Preparation of Hospital Statistics
1. Outpatient and inpatient returns
2. Inpatient mobility and mortality returns
3. Bed utilization Analysis
4. Data Analysis and Entry into DHIMS2

Organization of Patient records
1. Patient registration on HAMS and at times manual
2. Filling and Retrieving of medical records
3. Verification of Patients NHIA cards.

Other Activities includes:
1. In-service training for staffs
2. Training of staff for other facilities
3. Assistance to student doing research work and attachments
4. It serves as a training centre for Health Information students
5. On the job training for National Service personnel

1. Successful implementation of the e-folder system in which 98% of service rendered is electronic     (HAMS)
2. Decentralization of the department to 13 various units
3. Patients waiting time at records units have reduced drastically from 20 minutes to 5 minutes or less
4. Formation of Hospital Validation Team
5. Radio broadcast to educate the public on medical records procedures/ SOP’s
6. Frequent in-service training for medical records staff
7. Training of other categories of staffs within the faculty of medical records SOPs
8. Fixing of other facilities medical records departments

Working Hours
24 Hour service with 3 shifts (Mornings, Afternoons and Nights) to ensure efficiency. 
Basic Statistics: Active Client Base – 300,000 clients
                              Average Daily Attendance – 600
                              Bed Compliment – 340 excluding Labor Ward (10)
                              Patients Categories (a) Insured and Private Cash
                                                                  (b) Outpatients and Inpatients 

Social Welfare

The medical social work unit works in partnership with people in the hospital setting to improve their social well-being through promoting development with equity for the disadvantaged, the vulnerable, persons with disabilities and the socially excluded. 

 Our vision is to take the lead in assisting patients solve their medico-social problems.

 To provide professional social services in the hospital setting.
 To ensure that statutory responsibilities of the Department of Social Development are carried out.
 To help execute social interventions for the vulnerable and marginalized group0s in the hospital.

 Counseling with patients / families
 Assistance to pay medical bills for the vulnerable and marginalized
 Contacts with patient relatives/ employers / tribal heads
 Recommendation for free treatment
 Supply clothing and other miscellaneous assistance
 Advice on disability
 Medico-social report writing
 Referral to other agencies
 Community / foster care arrangements
 Collection of salaries, benefits etc on behalf of patients
 Contact tracing (HIV / STD’s) etc
 Psyco-social counseling and reintegration of Psychiatric patients
 Tracing of absconded patients who have not completed their medical treatment

Working hours:
Mondays – Fridays from 8:00am to 3:00pm

Birth and Death Registry

Under Construction


Eastern Regional Hospital
P.O  Box  201
Koforidua - Eastern Region


Phone: +233 30420  23021     
             +233 30420  23031
             +233 30420  23041