Healthcare Facility Licensing Procedure MICHAEL RYAN CARLOS, RN

Healthcare Facility Licensing Procedure MICHAEL RYAN CARLOS, RN

Healthcare Facility Licensing The healthcare facility means every place prepared for treatment or nursing or inspection of the patients or the admitting or sheltering the convalescents, whatsoever its name is and treatment is offered for fees or free of charge. Types of Healthcare Facility: - Hospitals - Medical Polyclinics - Dental Clinics/Skin Treatment Center/Diet Centers - General Medical Clinics - Medical/X-ray Laboratories - Company Clinics - First Aid Units

Law on Regularizing the Healthcare Facilities 11/1982 Article 3: The Construction or management of any healthcare facility is not allowed unless a license is obtained from the concerned authority in the Ministry. Ministry of Public Health / Supreme Council of Health (SCH) Qatar

Conditions and Requirements for Opening Company Clinics or First Aid Units: 1. Request letter, specifying the number of employees, from the company to open a clinic for its employees. 2. Statistics of passports of company s employees (Ministry of Labor). 3. Copies of the Commercial Registration. 4. Copies of ID of the Qatari Owner. 5. Clinic Location map, in order to facilitate reaching the clinic for inspection. 6. Specifying the clinic s location and size. 7. Forwarding a request for initial inspection of the clinic.

General Conditions to be provided in First Aid Units: 1. Obtain prior approval from the Medical Licensing Department at the MOPH/SCH. 2. Obtain a license to practice for all individuals (providing at least one nurse). 3. The Facility should be located in an easy access area especially for Emergency Cases. 4. Building Should have good lighting and ventilation system. 5. Adequate washrooms should be provided. 6. Work of the agency to be limited to employees and labor of the company. 7. Fees for the Facility and Employees should be paid (200 QR per Facility and 300QR per nurse)

Required Equipment & Machines in First Aid Units: 1. Examination bed with enough clean linen and a mobile bed. 2. Patients medical records containing (Patient s full name age nationality QID card number Diagnosis) 3. Lavatory with water fossil or plate with added disinfecting substance. 4. The examination room shall include a rubbish tin with a cover that can be opened by foot. 5. Mobile Examination light and hand held torch. 6. Tool Desk 7. Disposable plastic gloves. 8. Stethoscope 9. Blood Pressure Monitor 10. Oxygen machines including cylinder, nebulizer and face mask 11. Oral Thermometer

12. Tongue Depressor 13. Fire Extinguisher 14. Fridge for storing medical materials 15. Medications and Equipment in quantities necessary for the first aid use according to decision no. (16) by the Minister of Municipal Affairs for the year 2005 on regulating health care for workers and facilities.

General Conditions to be provided in Company Clinics: 1. The permanent licensing shall approve the clinic s location. 2. The clinic shall be in the ground or first level of the building and it may be in the higher floors if the elevator is available in the building. 3. The clinic shall have examination room with space not less than 12 square meters. 4. Each room shall have appropriate windows covered with nets. 5. Clinic s floor shall be covered with vinyl or furnished with appropriate mats. 6. The clinic shall have good lighting and ventilation. 7. The clinic shall have Airconditioning in all rooms.

8. The clinic shall have appropriate washrooms for patients to use. 9. The clinic shall have a cold drinking water dispenser. 10. The doctor shall not use the clinic as a living place for himself or any other person, nor to allow the patients to sleep in the clinic. 11. The clinic shall have a separate waiting area for male and female not smaller than 12 square meters. 12. The clinic shall have a dressing room with space not less than 9 square meters. 13. The clinic shall have a reception office and an appropriate place for keeping files and medical records. 14. The clinic shall have safety and security measures according to regulation set by the responsible authorities. (CCTV) 15. Designated Room for Medical Waste.

Required Equipment & Machines in Company Clinics: 1. Examination bed with a two step ladder and enough clean linen. 2. The examination room shall include a rubbish tin with cover that can be opened by feet. 3. Stethoscope 4. Blood pressure monitor 5. One oral digital thermometer and another rectal thermometer. 6. A scale for patient s weight and height. 7. A plexor. 8. Kit for examining the ears, nose, throat and eyes. 9. Tongue depressor. 10. Disposable plastic injections in various sizes. 11. Oxygen machines including oxygen cylinder, nebulizer and face mask.

12. Doctor s Desk with mobile chair. 13. Sanitizing machine. 14. Disposable plastic gloves. 15. Mobile Examination Light. 16. Tools Desk. 17. Emergency trolley equipped with tools to be used in emergency cases. 18. Wash basin and detergent. 19. Hand held torch. 20 Fire Extinguisher. 21. X Ray Light. 22. Mobile Curtain. 23. Hanger 24. Eye wash 25. Fridge for storing medical materials.

Healthcare Facility Licensing Flowchart: - Fill and submit Application Form A (Application Form for Licensing Healthcare Facility) along with the required attachment.

Copy of Owner s ID Please note that any incomplete or HANDWRITTEN application will not be accepted. This application is to be submitted at counter (11) in the Ground Floor of the Ministry of Public Health Building.

- An approval letter for opening the healthcare facility is issued within 5 working days. Approval Request Letter Police

- To conduct preliminary evaluation for the healthcare facility, fill and submit Application Form B (Application Form for Preliminary Evaluation of Healthcare Facility) along with the required attachments.

Copy of the Initial approval of the request. Copy of the Engineering sketch with Dimensions. Copy of Police Clearance directed to SCH/Ministry of Public Health. Please note that any incomplete or HANDWRITTEN application will not be accepted. This application is to be submitted at counter (11) in the Ground Floor of the Ministry of Public Health Building.

Sample Engineering Sketches

- An appointment is given to the owner / representative to conduct the preliminary evaluation for the healthcare facility within 5 working days.

5 Preliminary Evaluation Report YES - If a complete compliance with the requirements is met, a report is issued, signed by the inspector(s) & the owner / representative & passed to the owner /representative stating the NO OBJECTION to proceed for the final evaluation.

Preliminary Evaluation Report

Initial Approval Letter after the Preliminary Evaluation

NO - If a complete compliance with the requirements is not met, the applicant will need to repeat the steps 3 & 4.

If the Preliminary evaluation report is positive, the owner / representative can apply to have an account (User Name & Password) in Counter 12 to facilitate them using the registration system to license medical staff. 6

The owner / representative fill and submits an Application Form C (Application Form for Final Evaluation of Healthcare Facility) to conduct the final evaluation for the healthcare facility in counter 11, along with the required attachments. 7

Copy of the Initial approval after the initial evaluation. Copy of the Statement of Purpose. Clearance Certificate from Civil Defense Please note that any incomplete or HANDWRITTEN application will not be accepted. This application is to be submitted at counter (11) in the Ground Floor of the Ministry of Public Health Building.

Statement of Purpose 1. Provider(s) name(s), legal status, address(s) and contact details. 2. Details of the registered managers working for the service. 3. Type of healthcare services provided 4. Aim and objectives in providing the service. 5. Facility:- location, premise and areas around, access, Internal departments, street name, street Number, electricity number etc. 6. Number of beds (If any). 7. List of licensed medical staff. What is the purpose of this document and what it should contain? This document describes a set of standard information about the services provided within a health care facility and gives a general picture to the facilities inspection team in the Licensing Department at SCH. The Statement of Purpose should include the following information:

Statement of Purpose - Template

An appointment is given to the owner / representative to conduct the final evaluation for the healthcare facility within 5 working days.

9 Final Evaluation Report YES - If a complete compliance with the requirements is met, a report is issued, signed by the inspector(s) & the owner / representative.

Final Evaluation Report

NO - If a complete compliance with the requirements is not met, steps 7 & 8 have to be repeated & a report is issued, signed by the inspectors and the owner / representative & passed to the owner / representative.

10 Fees Payment - If the Final Evaluation Report is positive, the payment to issue the license certificate is made possible.

11 Healthcare Facility License Certificate - The Healthcare Facility License Certificate is issued, signed, stamped & delivered.

Common factors that contributes to the delay of the application process: 1. Lack of Knowledge in the Application Process. 2. Incompetency of the Contractor s Representative. 3. Incomplete application (Required Documentations). 4. Contractor Management s commitment. 5. Language Barrier (Arabic Only Speaking Personnel). 6. Conflicting information being given. 7. Delay in the releasing the Approval Letters. 8. Delay in giving the appointment for the

Any Questions? THANK YOU!!!