NON CLINICAL DEPARTMENTS

Biomedical Engineering Department

Biomedical Engineering is a team of engineering professionals working in a clinical environment to resolve technology issues related to patient care, improvement in outcomes and cost effectiveness. The  Department functions and provides engineering services to a clinical environment supporting technology, clinicians and the patient technology interface to reduce risks, improve patient outcomes and enhance patient care in a cost effective manner. This is accomplished via cost effective maintenance, repair and acquisition of all clinical technology, and proper management of clinical technology resources. It is the goal of this Department to be the technical liaison, reference and resource for all clinical equipment. The mission of the this Department is to provide knowledgeable, timely and cost effective quality service to clinicians in a professional and responsible manner to improve and enhance patient care by supporting all aspects of patient care related technology.

 

ACHIEVEMENTS

  • The department has been closely involved in expansion projects over the years. It was also intimately involved in the equipment modernization project of Federal Government of Nigeria through VAMED Nigeria Ltd. It was the biggest hospital equipment project ever carried out and the department was actively involved in the assembly, installation and user’s training. The department took over the maintenance of this equipment after the expiration of the maintenance service contract with VAMED which was for a period of five years. Some of this equipment is still in use while most have been replaced due to old age.
  • Joshua A Adewole was awarded best worker of this hospital for two consecutive times between 1996 and 2004.
  • While Mr. Asimiyu T Akinbade also received departmental best worker in 2008.
  • Engineer Oyeniran O.A received a commendation letter from the management when he achieved a feet of coupling a heart-lung machine and foot pressure machine in year 2013 despite the fact that he was not trained on the equipment.
  • Sterilization procedures were grounded in major wards and clinics, but with technical prowess of the Biomedical team, solution was proffered.
  • The Securex MMM giant autoclave machine for sterilization of theatre instruments were resuscitated after several months of being grounded.
  • Dysfunctional Incubators of SCBU were put in functional states.

MISSION STATEMENT

  • To ensure electrically safe and functional equipment for patients, visitors, and hospital employees through a program of continuing inspection, testing, and repairs of patient care equipment, regardless of ownership, and assistance with in service training.
  • To act as a resource in selecting new patient care equipment and fulfilling manufacturers’ recalls as needed.

BRIEF HISTORY

The department was created in 1996 with five members of staff. The emerging     digital technology at that time made its creation necessary. Before this time, it was known as Electro-medical Unit under the Instruments Department. Most medical devices were more of mechanical principles and less of electronics and so do not require high technology unlike now when its microprocessors and computer based.

This department was formerly known as Biomedical Electronics Instruments Department until Tuesday 16thAugust 2016 when it was renamed Biomedical Engineering Department.

However, we seek to close the gap between engineering and medicine. This is achieved through the application of engineering principles, design concepts to medicine and biology. It is pertinent to say that this department carries out the preventive and corrective maintenance on medical devices as well as keeping inventory, supervising and ensuring safety regulation standards on all medical equipment in the hospital.

The department has technical presence in the following areas:

(a) Owena Dialysis Centre

(b) Dental Centre

(c) Radiology Department

(d) Central Sterile Supply Department, CSSD.

(e) Main and Auxiliary Theatres and I.C.U

(f) Theatre Sterile Supply Unit, TSSU.

(g) Laboratories

(h) Clinics and Wards

Community Liaison Unit

The Community Liaison Unit was created in January 2012 by the Management of the University College Hospital under the leadership of the Chief Medical Director, Prof. Temitope O. Alonge. This was necessitated as a result of the deep understanding of the need to formalize the robust relationship between the Hospital and its immediate environment as well as the advantages inherent in building stronger ties with the wider society.

 

HEADSHIP OF THE DEPARTMENT

 

Mr. S. O. Oladejo                                                                                                      –                     2012 – 2015

Mr. ‘Kunle Atinwore – The Current Head                                           –                     2015 – till date

 

STAFF STRENGTH

The Unit has a staff capacity of thirteen (13) ranging from Deputy Director of Administration to Clerical Officer. Below are the names and designation of members of staff in the Unit:

S/N    NAMES   DESIGNATION
1 Mr Atinwore  Kunle Deputy Director of Admin
2 Mrs. Alebiosu, Toluwanimi Christiana Chief Administrative Officer
3 Mrs. Fawole, Benedicta K. Chief Administrative Officer
4 Mr. Adebayo, Albert Chief Procurement Officer
5 Mr. Uzuegbu, Ibeabughchi Cyril Asst. Chief Administrative Officer
6 Miss Folorunso, Olusola Angela Asst. Chief Administrative Officer
7 Mr. Olunubi, Oladele Oluyemi Senior Administrative Officer
8 Mrs. Ogah, Florence Ene Senior Administrative Officer
9 Mr. Umoh, Victor Willie Senior Administrative Officer
10 Mrs. Ugbechie, Olaide Musleemat Administrative Officer II
11 Mrs. Augustine, Seyifunmi O. Principal Confidential Secretary
12 Mr. Kehinde, Omotayo A. Chief Clerical Officer
13 Miss Adegbite, Dolapo M. Clerical Officer

 

CORE RESPONSIBILITIES OF THE CLU

Core duties of the unit include but are not limited to:

  • Plan, prepare and execute medical outreach programmes
  • Arrange stakeholders meetings.

Work closely with the stakeholders and local community.

  • Organize awareness about outreach programmes.
  • Anticipate and report on any local environmental health issues.
  • Liaise and coordinate meetings in relation to guidelines.
  • Forecast and suggest actions and plans to define related strategies
  • Further expand the hospitals outreach programmes.
  • Engage the local communities better through health creation awareness.
  • Extend the frontiers of medical care to the truly indigent people and those who lack adequate health facility and personnel in their environs.
  • Closely connect those areas and individuals that have a strong community focus aimed at improving the general health of their residents
  • The Unit on behalf of the University College Hospital, Ibadan Management liaises with communities to address health related issues. It also ensures that all the UCH medical out stations operate optimally through its supervisory roles.

OUT STATIONS

The Hospital presently has twenty-one (21) out stations out of which eight (8) are fully functional and they are:

UCH Primary Healthcare Centre, Abedo

UCH Comprehensive Healthcare Centre, Sepeteri.

Primary Oral Healthcare Centre, Idikan.

UCH Comprehensive Health Centre, Sepeteri

Kola Daisi Foundation Centre for Primary and Community Healthcare.

Motherless Babies Home, Ilora, Afijio.

Agbeke Mercy Medical Centre, Ijokodo

UCH/NHIS Federal Sectretariat Clinic, Ikolaba

 

The Unit has officers three (3) in two (2) out stations. The out stations and the names of the officers are:

 

  1. UCH Comprehensive Health Centre, Sepeteri – Mrs. B. K. Fawole. &

Mr. O. O. Olunubi

  1. Kola-Daisi Foundation Centre for Primary & Community Healthcare- Mrs. O. A. Folorunso

 

While other officers supervise the remaining outstations, coordinate the outreach programmes and carry out other administrative duties as assigned to them.

 

  • To facilitate health promotion programmes, the Community Liaison Unit enjoys the cooperation of Community Medicine, Hospital Services, Family Medicine, Public Health Nursing, Ophthalmology, Medical Laboratory, Pharmacy, Medical Health Records, Social works and other clinical departments.

This synergy has boosted our health promotion exercises and made it possible for the communities to support healthy behaviours.

 

CORE ACTIVITES OF THE UNIT

 

  1. Maintenance and sustenance of various outstations of the University College Hospital, Ibadan.
  2. Providing awareness on planned medical outreaches.
  3. Providing accessible comprehensive free health care services to the less privileged especially through the recent Rapid Result Initiative programme.

The Rapid Result Initiative is an initiative of the Federal Ministry of health mandated by the Honourable Minister of Health to bring free and accessible health care to the indigent members of society.

  1. The remarkable success of the Rapid Result Initiative spurred groups and individual to aspire to partner with UCH with the aim of bringing qualitative health care to their communities. Notable amongst such groups is the recently concluded GKGY Ogburo Medical outreach which took place in the four Local Government Areas in Oyo.
  2. The unit also Coordinates medical activities in the NYSC (Oyo State) Orientation Camp and ensures adequate medical coverage for the corps members and staff in the camp.

6          The CLU also liaises with Non-governmental Organisation like Christ Foundation Ministry and Divine Benevolence Mission (USA), to render medical services to the less privileged in the communities of Oke Ogun (Oyo North).

 

 

 

  1. The UCH outreach team had successfully carried out medical outreach in some markets in Ibadan.
  2. We have also collaborate with the Nigeria Bar Association (NBA), Oyo State Branch and the Nigeria Medical Association (NMA), Oyo State Chapter to carried out medical outreach programme in the Nigeria Prison (Agodi) among others.

 

MOST CURRENT ACTIVITIES

  • Rapid Result Initiative Medical outreach (11 LGAs in Oyo state plus 1 mop up excercise)
  • Agbala Daniel Medical Outreach
  • GYGK Ogburo Group Ltd Medical Outreach (4 local Government Areas in Oyo)
  • Christian Association of Nigeria (Akinyele Chapter) Medical Outreach.
  • NBA in conjunction with Oyo state Ministry of Justice Agodi prison outreach.
  • UCH 60th Anniversary medical outreaches (5 major markets in Ibadan and Agodi prisons)
  • Kebbi State Government in conjunction with Moses Lake Foundation(A 3 week medical outreach in Kebbi state)

 

OUTSTANDING ACHIEVEMENTS RECORDED BY THE UNIT

 

The Rapid Result Initiative (RRI) was carried out in all the eleven (11) Local Government Areas of Oyo State. A total of three thousand & forty four (3,044) patients presented at the first phase of the exercise.

One thousand, four hundred & seventy six (1,476) of these patients had various ophthalmic complaints while two hundred & twenty (220) had operate-able cataract.

The Rapid Result Initiative surgical team cropped a total of four hundred & fifty four (454) surgical cases, sixty eight (68) of these were O & G cases while seven (7) were patients for maxillofacial surgery.

A total of one hundred & ninety four (194) surgeries have been successfully carried out by the general surgeons. Twelve (12) O & G cases have been done, seventy six (76) ophthalmic cases have been carried out and three (3) cleft palate surgeries have been concluded.

Another outstanding feat recorded by the Unit was the successful execution of the 60th anniversary medical outreaches. The outreaches were carried out in the four (4) major markets in Ibadan (Bodija, Aleshinloye, Bola Ige, Oja Oba ) and the Agodi prisons.

VISION STATEMENT

 

To foster the relationship between the University College Hospital Ibadan and the immediate community.by serving as a bridge between the hospital and society at large through ensuring access to qualitative health care service is provided at the door step of the residents.

 

MISSION STATEMENT

To expand the hospitals outreach programme and to further engage the local and immediate communities by showcasing acceptable standards of health service delivery.

Director of Administration's Office

BACKGROUND

The University College Hospital, Ibadan was established in response to the need to provide a suitable facility to be used for the clinical training of students of the Faculty of Medicine of the then University College Ibadan. The Hospital was officially commissioned on the 20thof November, 1957. The Hospital was established by the Act of Parliament No. 26 of 1952 which was later amended by the Decree No.10 of 1985.

From the onset, the Hospital was autonomous and was run by a Board of Management while the day-to-day administration was carried out by a Secretariat made up of the House Governor, his Deputy, Assistants and the Matron.  The first House governor was Brigadier N.B. Brading.  The House Governor was assisted the Governor in the discharge of his duties by some Committees within the Hospital.

Transition from the position of House Governor to Director of Administration

During the regime of Lt-General Olusegun Obasanjo as the Head of State in 1976, the Federal Executive Council of the then Military Administration directed the change of nomenclature of the Chief Executive of the Hospital from ‘House Governor’ to Director of Administration.  In line with this, the Board of Management at its meeting of Thursday 26th February, 1976 noted the above directive and complied accordingly.  Thus, the post of House Governor was subsequently re-designated to the Director of Administration and Chief Executive Officer.

However, during the era of Major-General Ibrahim Badamosi Babangida, the Decree No. 10 of 1985 was promulgated and this made provision for the establishment of the position of the Chief Medical Director, in which the power of the Chief Executive was subsequently vested.

House Governors/Director of Administration from Inception

S/N Name Period
Past House Governors
1. Brigadier N.B. Brading 1956-1958
2. Mr. C. Parker 1958-1964
3. Col. J.B. Robertson 1965-1967
4. Mr. S.A. Ladeinde 1967-1973
5. Mr. F.G.A. Cole 1975-1976
 

Past Directors of Administration

1. Mr. F.G.A. Cole 1976-1986
2. Mrs. M.P.I. Shenjobi 1986-1995
3. Mr. E.O. Salako 1995-2002
4. Mrs. I.G. Owosekun 2002-2007
5. Mrs. O.M. Adepoju 2007-2015
6. Mr. P.O. Olaosun 2015-2016
7. Mr. A.K. Shiyanbola 2016-till date

 

Past Military Commandant:            Colonel S.S. Simikaiye           – 1985

ACHIEVEMENTS

House Governors/Directors of Administration have contributed immensely to the establishment and development of the University College Hospital, Ibadan from inception through times.  Being the pioneer Teaching Hospital in Nigeria, the University College Hospital, Ibadan was founded in the tradition of hospitals in Britain such as St. Bartholomew’s Hospital, Guy’s Hospital, the St. Mary’s Hospital and the King’s College Hospital (UCH., Ibadan 40 years on:7).  From the foregoing, it is not surprising that the concept, policy and structure of the Hospital followed much after the British tradition. This informed the decision of having the Hospital headed by the House Governor (a personnel who had been trained in Hospital Management and General Administration) at inception. In such circumstance, the Hospital was greatly privileged to have had the leadership of two House Governors, Mr. S.W. Barnes and Colonel W. Parker both of whom acted as Consultants to the Hospital in its early days of policy formulation and implementation. Mr. Barnes who then was the House Governor of the King’s College Hospital, London was released for three months by the authorities of his Hospital to come to UCH. He was accompanied by Colonel Parker, a former House Governor of St. Mary’s Hospital and Secretary of the Teaching Hospitals Association. Both served on the Ad hoc Committee for the UCH and on their advice, the authorities devised a ‘Master Plan’ which was strictly adhered to by the Board of Management (UCH, Ibadan 40 years on:8). Subsequently, Brigadier N.B. Brading was appointed as the first Executive House Governor having resumed in 1953 and was also elected Secretary to the Board of Management at its first meeting.

Considering the foregoing, it is significant to state that the painstaking efforts/ground work of the founding fathers provided a solid foundation and sound footing for the take-off and sustenance of the Hospital over the years. It is not an overstatement to assert that the structures and policies instituted at the inception of the Hospital have formed the basis on which subsequent innovations and policies stood and that despite the age of the Hospital, the existing foundational physical structures are still comparable with what obtains in contemporary world class health institutions.

While some may argue that the above accomplishments were made possible because the country was still under the rule of the British Government, it is pertinent to state that human beings irrespective of race or colour are endowed with the ability to accomplish great feats which will ultimately lead to outstanding progress in the society.  It is therefore not surprising that during the tenure of Mr. F.G.A. Cole, (who was the second Nigerian to serve as a House Governor and Chief Executive Officer), several landmark achievements were recorded.  Prominent among these was the taking over of the Second Acquisition land which had become a relevant focal point for the expansion of Hospital facilities in recent times.  This and many other accomplishments have proven his foresightedness and indeed the contemporary generation of personnel and students of the Hospital are benefiting immensely from these investments.

In the current dispensation (i.e. with the chief executive power vested in the office of the Chief Medical Director), Directors of Administration within the Hospital have continued to play a very supportive role in ensuring the successful administration of the Hospital.

Finance And Accounts Department

Finance and Account Department is one of the major departments and financial nerve center/hub of the University College Hospital (UCH), Ibadan. It is a professional department which has been in existence since the creation of the hospital.

The Accounts Department of the University College Hospital, Ibadan commenced business transactions immediately the hospital opens her door to patients in November, 1957. The department, under the able leadership of Mr. Mac Lachlan, a white man, was responsible for the collection of payment for treatment, preparation of payment of staff salaries and wages.             Mr. Mac Lachlan, the then Chief Accountant was assisted by Mr. I. O. Ajoje who eventually became the first indigenous Head of department/Chief Accountant in 1966.

The major sections in the department at inception were: Fees, Salaries, Wages, Machine Room, Voucher and Cash Office.

  • The Fees section was responsible for the collections of payments made by patients for treatment. The section was running a day and night shift system for effectiveness and efficiency.
  • The Salary Section was responsible for the preparation of the regular staff monthly salary and allowances. The staff on the system were Doctors, Nurses and Administrative staff while the Wages Unit was responsible for the payment of hospital casual workers. These categories of staff receive their payment bimonthly (forth nightly). This system was on till early 1980s before the introduction of paying into staff bank account.
  • Machine Room was responsible for posting of ledger and extraction of Trial Balance of the hospital.
  • Voucher Section was in charge of raising payment vouchers and voting of LPO
  • Cash Office Section was responsible for receipting and lodgment of cash.
  • Head of The Department Since Inception Till Date
  • Mac Lachlan –   1957 – 1966   –  Chief Accountant
  • L. O. Ajoje –   1966 –  1980  –  Chief Accountant
  • J. O. Ogunleye – 1980 – 1982  –  Chief Accountant
  • Chief A. Fadayini –   1982 –  1987  –  Chief Accountant
  • Oshiba        –   1987 –  1990 –    Assistant Director of Finance
  • Adebayo Abiodun – 1990 – 2005 – Assistant Director of Finance
  • O. O. Popoola –  2006 – 2007 –  Assistant Director of Finance &  Accounts
  • Adebayo Abiodun – 2008 – 2013 – Deputy Director of Finance &             Accounts (later Director)
  • J. O. Mathew – 2013 –till date –  Director of Finance & Accounts

However, the name of the department changed in the year 2007 under the leadership of            Mr. Adebayo Abiodun to Finance and Accounts when the then Budget and Corporate Planning Department was merged with the Accounts Department.

Other Significant Events

  1. Ajoje introduced Cash Book into the system to replace the ledger books and dependency on Machine Room.
  2. External Auditor: This responsibility was been handled by the Office of the Auditor General of the Federation before the introduction of Accounting Firms for this exercise. The first External Auditor was Onalaja & Co. (Auditing Firm).
  3. The first hospital cashier was Mr. E. O. Jegede. Subsequent heads of the unit were: Mr. Winsala, Mr. Akangbe, Mr. T. A. Oladipo and Mrs. Sike Imilogome
  4. The Fees Section was first headed by Mr. Okoye followed by Messers Oloyede, Adewumi, Adegbola and Mr. Opasina.

Presently, the department is headed by Mrs. J. O. Matthew, a Fellow of the Institute of Chartered Accountants of Nigeria. The department presently has twenty – two (22) Sections that handle various aspects of Finance and Accounting of the hospital. It mainly deals with funds flow (in and out) of the hospital which included IGR, fees from patients and releases from the FGN, payment to Contractors and processing of Staff salaries.

Prior to August 2013, the salaries were prepared and paid in the Finance and Accounts Department, however, effective August 2013, the Integrated Payroll and Personnel Information System (IPPIS), a Federal Ministry of Finance Initiative has been responsible for salaries payment to permanent staff, while the department handles salary payment to other staff through Government Integrated Finance and Management Information System (GIFMIS) Platform.

Collection of fees from patient was handled by the department solely up till 2003 after which it was sublet to banks. A further review of the activities of the contracted banks and the latest information technology development, the hospital is presently using the Finance and Accounts staff with Pay Attitude Company to collect payment for the hospital. There are different pay points in the hospital where patients made payment while the department reconcile on daily basis.

The hospital was transacting business with commercial banks until September 15, 2015 when the Federal Government introduced the Treasury Single Account (TSA).

The department, no doubt, has grown in quality and quantity in terms of personnel, volume of financial, transactions and computerization of its services. The department is proud to have over 30 qualified Accountants among her 194 staff.

Need for the Establishment of Finance and Accounts Department in a Teaching Hospital

The management of public fund requires an appropriate and comprehensive accounting system. This has necessitated the formulation of a number of control measure to ensure accountability and probity right from the budget proposal level to  the actual implementation. As government spending grows, there is need for an acceptable accounting system that will comprehensively prefer solution to the accounting needs of the hospital.

Thus, the need to evaluate the benefits and manage the costs becomes more essential. Thus, the enrolment of accounting system, and its efficiency and effectiveness as it manifests in its impact on the hospital.

Departmental Goals:

  • To be a leading financial service provider offering the highest level of service to the Hospital in consistent with the International Standards and Regulatory Guidelines.
  • To pursue financial management functions of the Hospital, rationalize resources and offer professional consultancy to aid efficient and effective achievement of our Institution’s corporate plan.

Core Values:

  • Meritocracy
  • Embracing Creativity and Innovative measures
  • Courage to initiate change and adapt
  • Accountability and Transparency
  • Professionalism and Team work

Purpose:

The purpose is to render accounting and finance services to the hospital  to enable her render excellent, prompt, affordable and accessible care in an environment that promote hope and dignity irrespective of status.

Scope:

The Accounting procedures will start from the;

  1. Receipts of various fees for services that will be rendered;
  2. Payment for expenses to be incurred; and
  • To the reporting of the financial performance.

Also, to be involved in the preparation of budgets for both Capital and Recurrent expenditure.

 Our Vision:

  • Ours is to be the flagship Tertiary health Care Institution in the West African Sub-region offering world class training, research and services; and the first-choice for seeking health care in a safe environment known for a culture of continuous and compassionate quality care.

Our Mission

To render excellent, prompt, affordable and accessible care in an environment that promotes hope and dignity irrespective of status whilst developing high quality health personnel in an environment that stimulates excellent and relevant research.

Core Functions of Finance and Accounts Department

The duties and responsibilities of a Finance and Account Department are as stated in the Financial Regulations. However, the core responsibilities are:

  • Safeguard the assets of the hospital by ensuring correct, accurate and complete recording of its Non-Current Assets;
  • Render prompt, timely and periodic management reports to assist the management in its day-to-day running of the hospital;
  • Maintain proper accounting records that will ensure impeccable periodic and annual financial reports of the activities of the hospital such as can be deduced from accurate trial balance, income & expenditure account and Statement of Financial Position;
  • Preparation of the end of the year financial statements for audit purposes;
  • Assisting the External & Internal Auditors by laying down all the books and financial records of the hospital that will assist them in forming an opinion on reliability and true and fair view of the hospital financial performance;
  • Prompt rendition of periodic returns of revenue and expenditure to the Federal Government;
  • Ensuring prompt & complete collection of all the hospital subventions i.e. capital, overhead, personnel and special subventions;
  • Preparation and submission of monthly Trial Balance to Office of the Accountant General of the Federation;
  • Liaising with the Federal Ministries of Health and Finance, Accountant General, Budget office on financial matters.
  • Preparation and defending of the annual hospital budgets before the Ministries and the National Assembly & Monitoring of the budget performance;
  • Prompt & accurate payment of staff salaries and allowances subject to availability of fund as at when due and ensuring prompt payment of the P.A.Y.E. to the appropriate organs of government;
  • Advises the Board and management of the hospital in all matters relating to finance;
  • Ensuring that all the hospitals revenue are correctly & promptly recorded while all her expenditures are completely captured under proper headings;
  • Ensuring judicious use of the hospital resources by ensuring correct payments to the contractors while at the same time comply with financial regulations of the government and ensuring that no revenue is lost by the Federal Government through withholding tax and Value Added Tax (VAT);
  • Provision of timely, effective, efficient and transparent Financial/Accounting Services which geared towards realization of the hospital’s vision and mission;
  • Budgeting and budgetary control and handling of all matters relating to finance.

CONCLUSION

The need for keeping prompt and accurate record of financial transactions in a teaching hospital cannot be over-emphasized. Finance and Account department being the backbone and financial nerve center/hub of any teaching hospital plays a vital role in ensuring accountability, transparency and good decision making by the hospital and other stakeholders.

Financial decisions are not seen merely from the point of view of cash inflow or outflow but also from their impact on the asset and liability position of the hospital.

Finally, the department always ensures that the hospital decisions are efficient, effective and economic.

MRS. J. O. MATTHEW

DIRECTOR OF FINANCE & ACCOUNTS

General Administration Department

BACKGROUND

The General Administration Department was created within the Directorate of Administration in 1993 with the ultimate aim of carrying out the responsibility of servicing specific Committees. As an administrative arm, the Department was created to further add to the productivity of the Directorate of Administration. To achieve this, the Department has a staff force of about 390 professionals in the Administrative Officers cadre, Executive Officers cadre, Secretarial Staff cadre, and Clerical Staff cadre. The Department also supervises Key Room Attendants, Security personnel, Craftsmen tailoring, Health Attendants, and Sanitary Attendants. These members of staff are stationed in the various Units of the Department where administrative duties are performed.

 

These Units include:

  • The Strategic Planning Unit
  • The Service Unit
  • The Internal Correspondence Unit
  • The External Correspondence Unit
  • The Registry Unit

 

The first Head of the Department following its creation in 1993 was Mrs. Idowu I. Oyedele. Below is a list of the other Heads the General Administration Department from inception till date:

 

List of the Heads of the General Administration Department from inception

S/N Name of Head Period of Headship
1. Mrs. Idowu I. Oyedele 1993-1998
2. Mrs. I.G. Owosekun 1998-2002
3. Mrs. O.M. Adepoju 2002-2007
4. Mr. A.O. Nwaowu 2007-2008
5. Mr. S.O. Oladejo 2008-2009
6. Mr. A.K. Shiyanbola 2009-2011
7. Mr. A. Atinwore 2011-2015
8. Mrs. I.O. Olaleye 2015-till date

 

 

 

ACTIVITIES

 

Laundry Services

The Department ensures that all hospital linen and other clothing materials are properly maintained by the companies that such responsibilities have been contracted out to. The Department also checks the bills being forwarded by the companies for proper verification. This activity is carried out by the Officer in charge who ensures that the monthly report of the Service Officer corresponds with the report sent by the Company before payment is made.

 

Tailoring Services

The department ensures that requisitions from the various Wards/Clinics are attended to promptly to ensure that the company the tailoring services have been contracted out to do not over-charge the Hospital. The Company also complements the Tailoring Unit when the need arises.

 

Cleaning Companies

The department inspects and oversees the activities of the various cleaning companies that have been employed to provide efficient cleaning services within the Hospital. While supervising the companies, the department ensures that the cleaning companies abide by the terms of their agreement with the Hospital in every respect. These include ensuring that the company uses the approved number of personnel, and that the cleaners are courteous, hardworking and disciplined while carrying out their duties. Cleaning materials used for the coverage of different areas of the Hospital are also inspected by the Department to ensure adequacy.

 

Internal and External Security

The security of the Hospital was hitherto handled by a Unit under the General Administration Department. However, following some developments, there was an adjustment in the supervisory structure of the security of the hospital which saw to the supervision of the hospital security by the Chief Security Officer. Despite these adjustments, it remains pertinent for the General Administration Department to be consistently briefed on the operations of the security outfits within the Hospital, the number of personnel being used and the number of beats and zones available. This information would help to justify payment to the security outfit(s).

 

Insurance Matters

The Department oversees the insurance of Hospital properties such as buildings, medical equipment, hospital vehicles among others. On the administrative end, the Department is responsible for treating correspondences relating to insurance matters.

 

Key Room Management

The Department supervises the activities of the Key Room of the Hospital. The Key Room of the Hospital is the place where the keys of the various Departments, Units, Wards, Clinics, and other areas within the Hospital under lock and key and vehicles are submitted. The Unit equally sees to the allocation of keys to members of staff within the Hospital. These members of Staff are individuals who would have been registered and as such made eligible to collect these keys from the Key Room to open office/clinic/store-rooms/theatre room/other entrance doors for other members of the department. Members of Staff from the Transport Unit also submit keys of the Hospital vehicles to the Key Room for safe keep.

Post Office Matters

The department is responsible for sorting registered letters from post offices, for which purpose it prepares slips indicating the owners of the letters as well as their departments. These letters can also be collected from the General Administration Department upon the presentation of slips.

 

Administrative function on the Allocation of Shops and Garages in the Hospital

The department handles correspondences relating to requests for the use of shops and garages within the Hospital. The role of the department in the process of allocation includes conveying the approval of the Chief Medical Director of the Hospital to interested applicants and stating the conditions attached to the approval.

 

Supervision of Corps Members posted to the Hospital from the Secretariat of the National Youth Service Corps

As part of the requirements of their service year, Corps members are posted to various organizations and centers to serve and learn for a one-year period. Those posted to the Hospital are under the supervision of the General Administration Department. They see to the deployment of the Corps members to various Departments/Units within the Hospital, and as well, issue monthly clearance letters which is taken by the Corps members to the NYSC Secretariat on a monthly basis. Additionally, the department at the end of the service year issues the final clearance letter to the Corps Members.

 

Responsibilities formerly handled by the Department

Some responsibilities used to be handled by the Department before changes were effected by Management to have these functions performed by other Departments/Units within the Hospital for the purpose of efficiency. These include the Metering of the Hospital Complex which involves the installation of meters within the shops and residential areas within the Hospital. This has however been allocated to the Total Facility Management Department. Another responsibility in this regard, is the administrative supervision of the various business ventures within the Hospital such as block industry, fishery, the Emeritus Prof. Theophilus Multipurpose Hall, the bakery service, among others. This responsibility has however been allocated to the Audit Department.

 

Other Responsibilities Handled by the Department

In addition to the aforementioned responsibilities, the Department executes the underlisted functions:

  • Monitoring of Health Attendants, Sanitary Attendants and internal security
  • Administrative coverage of some Committees.

These include:  The Finance and Management Committee, the Security Committee, the Staff Welfare Committee, ad-hoc Committees as set up by the Management, Panels of Enquiry.

  • Correspondence with the National Postgraduate Medical College of Nigeria
  • Correspondence on sessional staff
  • Correspondence with banks
  • Ensuring that halls are adequately paid for before use.
  • Issuance of family form for usage in the Staff Clinic

 

The Department has contributed to the development of the hospital in various ways. These include:

  • The successful organization of the Hospital Wide Grand Round
  • The Department has successfully ensured that shop owners do not default in the payment of their rent.
  • The Department ensures that the Laundry Unit does not delay in the supply of linen to the wards and clinics.
  • The department has successfully supervised the activities of the Tailoring Unit. The Unit is involved in sewing bed sheets, pillow cases, Laboratory coats, Security uniforms, SERVICOM uniforms and School of Nursing uniforms.
  • The department ensures a clean and serene environment by monitoring the activities of the cleaning companies.

Human Resources Department


BRIEF HISTORY

This department began to function from day one that UCH Ibadan was established. The Department has been actively involved in the day to day administration of the Hospital on personnel matters.  Being the heart beat of the Hospital, the Department ensures that it takes full responsibility in the recruitment of competent and skilled professionals/personnel in all areas of need.  The Department is solely responsible for appointment, promotion, training and discipline of employees with a view to complimenting the goal and strategic objectives of the Hospital to provide world class training, research and service

CORE RESPONSIBILITIES AND ACTIVITIES

  • Recruitment of efficient and effective workforce that will meet the demands of our patients and their relations
  • Promotion and upgrading of the deserved members of staff
  • Training and retraining of the existing workforce
  • Discipline of any erring members of staff
  • Issuance of recruitment forms
  • Short listing of qualified applicants
  • Invitation of shortlisted applicants for pre-employment test and final interview
  • Appointment and documentation
  • Invitation of staff for promotion test
  • Compilation of promotion result and the promotion exercise
  • Approval of annual leave
  • Conveyance of Chief Medical Director’s approval on personnel matters
  • Staff discipline, welfare, training and retraining of staff
  • Industrial Relations and Labour matters
  • Pensions matter and General Administration

SUB-UNITS

 ADMIN & TECHNICAL
The Unit deals with the welfare of Admin & Tech staff.  The members of staff that are classified as Admin & Technical staff in the Hospital includes non Medical and non Nursing senior staff.  These cadres of staff are as follows:  Administrators, Technical Officers, Physiotherapists, Accountants, Medical Social Workers, Phlebotomists, Auditors, Executive Officers, Stores Officers, Medical Laboratory Scientists, Medical Imaging Scientists, Health Records Officers, Pharmacists, Environmental Health Tutors, Science Tutors, Anatomy Tutors Anesthetics Technicians, Confidential Secretaries, Scientific Officers (Water), Medical Physicists, Chief Clerical Officers, Dental Therapists, Dental Technicians, Dental Surgery Assistants, Senior Wardens, Chief Laboratory Supervisors, Secretarial Assistant (Contract), Managers for Private Suites, and Youth Corpers.

CORE ACTIVITIES

  • Preparation for Admin/Tech Staff Selection  Committee meetings.
  • Documentation of newly employed, locum and contract staff as well as renewal of appointment.
  • Processing of Stoppage of salaries.

NURSING UNIT
This is a Unit within the Human Resource Department which handles nursing personnel matters.

CORE ACTIVITIES

Processing of leave matters, conveyance of CMD’s approval of any kind; assisting the Head of Department in the recruitment processing and other general administration relating to nursing staff.

RESIDENCY
Residency Training Unit coordinates the Residency Programme of the Hospital.  Residency Training Programme is a postgraduate programme of Medical Departments in the Hospital. The Unit is involved in the coordination of internship programme for House Officers

CORE ACTIVITIES
Appointment of Hospital Consultants and admission of Clinical Attachés\Supernumerary Doctors from various Medical Centres, States and Teaching Hospitals, Colleges of Medicine, Nigeria Police/Army amongst other Institutions for Residency Programme in the University College Hospital, Ibadan.

TRAINING
The Unit was established to function in line with the Management goals and objectives for the Hospital; to train and retrain its staff so that they are at the cutting edge of their specialty.  Objectives are to increase confidence in dealing with patients, to improve the understanding of the Hospital policy in respect of the ethical product, to develop new skills and improve employees’ morale. Essentially, in the University College Hospital, training is an activity designed to equip employees with the needed knowledge, skills and attitudes for the job for which they were first recruited and to improve their performance levels in order to achieve organizational goals.

Hospital Services Department

BRIEF HISTORY

Its core responsibilities are to provide administrative coverage of the activities of the Office of the Chairman MAC and Director of Clinical Services, Research and Training.
The Hospital Services Department was established in 1980. As at its establishment, it was referred to as Clinical Services, Research and Training.
As part of its function, the Hospital Services Department is in charge of all patient-related matters i.e. granting waiver, exemption, given protected cost of treatment to patients who may need to seek assistance from philanthropists, retainership agreement with individuals/corporate organizations. This involves coordination of the following activities relating to clinical service, research and training

  1. Revolving Funds Committees
  2. Radiological Revolving Fund
  3. Laboratory Revolving Fund
  4. Drugs Revolving Fund
  5. Clinics Revolving Fund
  6. Wards Revolving Fund
  7. Theatre Revolving Fund
  8. Nephrology Revolving Fund
  9. Endoscopy Revolving Fund
  10. Physiotherapy Revolving Fund
  11. Dentistry Revolving Fund
  12. Orthopaedic Trauma and Neurosurgery Revolving Fund

The two units in the department are:

  • SERVICOM
  • NHIS

INTRODUCTION

NHIS is acronym for National Health Insurance Scheme. The NHIS Unit acts as an intermediary between NHIS card carrying patients and the Health Care Providers, i.e the General Outpatients Department, Staff Medical Services Department and other Clinics. All patients presenting in the Hospital to access care in the Hospital are expected to report at the NHIS Unit where their registration and eligibility to access care in the Hospital are confirmed. On confirmation, they are issued waiver letters which enable them to ‘get free’ treatment from Clinics and service units in line with the NHIS guideline.

CORE RESPONSIBILITIES

It is the duty of the NHIS Officers to get in touch with patients’ HMO via phone call if the patients are referred to a secondary clinic(s). An authorization code is obtained from the HMO enabling the Hospital to proceed with treatment at the secondary level.The NHIS Officers also monitor NHIS card carrying patients on the Wards to ensure that they do not pay for services covered by NHIS. However, they are expected to pay for services which are not covered by the Scheme.At the end of every month, the unit reports to all HMOs stating the names of their enrollees attended to in our clinic(s), their diagnoses, investigations or procedures carried out on them, referral if any and if they were operated upon.The Unit also prepares and submits claim in respect of services rendered at the secondary level resulting from referral to specialized clinic(s).

Some other Committees:

  • Medical Advisory Committee composed of Heads of Department
  • Clinical Audit Committee
  • Pharmacovigilance Committee
  • UCH Aids Committee
  • Control of Infection Committee
  • Residency Training Committee
  • Cleft Palate Committee
  • Blood Transfusion Committee
  • Critical Care Committee
  • Palliative Care Committee
  • NHIS Committee
  • Servicom Committee

Training Institutions under the office of the Chairman, Medical Advisory Committee/Director of Clinical Services, Research and Training
Nursing Education

  • School of Nursing
  • School of Midwifery
  • School of Occupational  Health Nursing
  • Peri-operative Nursing School

Training Center for Teachers of Health Sciences

  • Nurse/Midwife/Public Health Tutors Course
  • Environmental Health Tutors Course
  • Primary Health Care Tutors Course
  • Community Health Officers’ Course
  • School of Medical Laboratory Sciences
  • School of Health Information and Biostatistics

INTRODUCTION

SERVICOM is acronym for ‘Service Compact with All Nigerians’. It is a pact which the President and all Members of the Federal Executive Council adopted in March 2004, as part of the initiative to improve the standard of public service in Nigeria. SERVICOM expresses Federal Government’s commitment to provide more responsive and citizen-friendly governance through quality service delivery that is efficient, accountable and transparent.

SERVICOM OBJECTIVES

To ensure that all government/public officials are committed to and aware of SERVICOM principles which are:

  • Affirmation of commitment to the service of the Nigerian nation
  • Conviction that Nigeria can only realize its full potential if Citizens receive prompt and efficient services from the State
  • Consideration for the needs and rights of all Nigerians to enjoy social and economic advancement
  • Dedication to deliver services, to which Citizen’s are entitled, timely, fairly, honestly, effectively and transparently.

UCH SERVICOM

  • The UCH SERVICOM was inaugurated on the 2nd May 2005 by the past Chief Medical Director of the Hospital, Prof A. O. Ilesanmi. Since then UCH has been visited by the Ministerial SERVICOM unit and the Presidential SERVICOM Unit for evaluation.
  • The Hospital’s Service Delivery (SERVICOM) Unit is located within the Accident and Emergency Complex of the Hospital providing 24 hrs coverage of the hospital
  • UCH SERVICOM
  • The UCH SERVICOM was inaugurated on the 2nd May 2005 by the past Chief Medical Director of the Hospital, Prof A. O. Ilesanmi. Since then UCH has been visited by the Ministerial SERVICOM unit and the Presidential SERVICOM Unit for evaluation.
  • The Hospital’s Service Delivery (SERVICOM) Unit is located within the Accident and Emergency Complex of the Hospital providing 24 hrs coverage of the hospital.
  • The University College Hospital, as required by SERVICOM recognizes that services are well delivered only when those served are satisfied. To this end, there are expectations from the service provider (UCH), the patients and the stake holders in the delivery of the service.

Expectations from staff to patients

  • Have strong interpersonal and communication skills
  • Be punctual and time conscious
  • Provide a high level of customer service
  • Be warm, caring, friendly, helpful and empatheticIdentify, be sensitive toward and accommodate personal and cultural needs of patients
  • Provide non-discriminating care to patients
  • Provide continuity of care
  • Provide adequate information to help patients make informed decisions
  • Respect a patient’s right to seek another opinion or alternative care
  • Record all essential information in the patient’s health record
  • Foster a collaborative relationship based on trust and mutual respect with other members of staff
  • Operate the spirit of team work
  • Have better interpersonal relationship with other staff
  • Be transparent and accountable in management of resources.

Expectations from patients

  • Patients are expected to cooperate by working hand in hand with the health workers to receive maximum care.
  • Patients should exercise patience as the need may arise.
  • Patient should show respect for staff, values and constituted authority of the hospital.
  • Patient should always keep clinic appointments and adhere to clinical advice and prescriptions.

Expectations from stakeholders

The stakeholders of the hospital such as the Banks, Security Outfits, Tantalizers, Contractors, the media and a host of others are expected to contribute to the upliftment of the hospital. Some of the areas needing their contributions are: 

  • Provision of quality service to staff of the hospital and patients – courteous, friendly and efficient services. Noticeable developmental projects that would enhance the service delivery of the hospital. Identify with the vision and mission of the hospital.Be very patient friendly.Promote the hospital in good light

Information Department


HISTORY OF INFORMATION DIVISION [PR] SINCE INCEPTION

At the University College Hospital, Ibadan, the Public Relations Department has stood the test of time and has proved to be a worthwhile and dependable ally in the development and progress made in the sixty years the Hospital has existed in all facets, and it’s doing more to enhance the image of the Hospital.

At both normal and odious times, the Public Relations Department rose to the occasions and the Hospital came out stronger and a better understood institution.

What is now known as the Information Department started as Public Relations Office in 1977 when the need to enhance the perception of the Hospital in the eye of the public became an essence and an absolute imperative.  Prior to 1977, the activities undertaken by the Office were subsumed under the General Administration and were handled on an adhoc arrangement.  However, the activities lacked the necessary expertise and finesse required, and this rendered the “PR” desk ineffectual and largely a second fiddle operation.

Upon the creation of the Public Relations Office a more meaningful approach to handling the image of the Hospital commenced and a better rapport between the Management of the Hospital and the staff on one hand and the public on the other hand became obvious.  But these limited to just circulars and bulletins, which are just a negligible fraction of what the functions of the PR entail.

There was however a break in the activities of the PR Office when the then Head of the Office, Mr. E.O. Eniola left the services of the Hospital.  At this period of interregnum, Mr. Kunle Atinwore who just ended his National Youth Service Scheme was seconded to the Department from Administration Department to hold the forte in an acting capacity.  He was made the substantive Head of the Public Relations Unit in year 2000.

However, there was the need to professionalize the Public Relation Department.  Thus in line with the Civil Service Rules, the name changed from Public Relation Department to Information Department.

In July 2009, the hitherto Public Relations Department commenced full operations as the Information Department of the Hospital with two Chief Information Officers appointed and other staff in the Information Officer Cadre employed.  The Information Department was given the clear mandate of revitalizing and professionalizing the Information and strategic communication mechanism of the Hospital with a view of creating a global recognition for the Hospital that has produced more than half of the medical personnel in Nigeria.

Since 2009 that the Information Department came into being, projecting the image of the Hospital has grown in leaps and bounds with the Hospital becoming more recognized and attaining global reckoning. Activities resumed and continued in the best global practice.

HEADS OF DEPARTMENT SINCE INCEPTION

  • Mr. M.I. Ladapo  May 1977
  • Mr. J.B. Tayo  May 1977 – June 1986
  • Mrs. T.O. Faboya   Dec. 1986 – August 1988
  • Mr. Toye Oladimeji  Aug. 1988 – October 1991
  • Mr. E.O. Eniola (Late)  Nov. 1991 – February 1998
  • Mr. Kunle Atinwore  Oct. 2000 – June 2009
  • Mr. Toye Akinrinlola  July 2009 – July 2011
  • Mr. Ayodeji Bobade  July 2011 – October 2013
  • Mr. Toye Akinrinlola  Oct. 2013 – August 2014
  • Mr. Ayodeji Bobade  Aug. 2014 – Till date.

FUNCTIONS OF INFORMATION DIVISION

  • Establishing and maintaining effective communication among the departments in the hospital as well as the various groups and institutions outside the hospital.
  • Promoting the corporate image of the Hospital to the public.
  • Fostering cordial relationship between the hospital and the immediate community and also between the hospital and the larger community.
  • Liaising between the hospital and other agencies of government whose function relate to the UCH.
  • Coordinating the Hospital’s internal and external visitors.
  • Establishing and sustaining a good relationship with the press and in all circumstances stand in the gap for unwarranted exposure of the hospital’s activities to the public.
  • Acting as the gate keeper for all information coming into the Hospital.
  • Publishing information about events and developments in the Hospital
  • Obtaining feedbacks from the public on the activities of the Hospital
  • Analyzing and synthesizing reports about the Hospital to the management from time to time.
  • Acting as the clearing house of information going outside the Hospital.

UNITS OF THE INFORMATION DIVISION[PR]

  • Editorial Unit
  • Passages and Protocol Unit
  • Patient Relations Unit
  • Event Management and Training Unit
  • Information Centre Unit
  • Media and Technical Unit
  • Closed User Group (CUG) Unit
  • Medical Museum Unit
  • Emergency Unit
  • Website Unit

FUNCTIONS OF EACH UNIT OF PR DIVISION

Editorial Unit

  • Covering and reporting events in the hospital.
  • Writing reports and stories that pertain to the hospital.
  • Quarterly production of Newsreel.
  • Organising Press Conference as at when necessary.
  • Media Relations.
  • Developing a photo display board.
  • To serve as rapporteurs at Hospital’s event.

  Passages and Protocol Unit

  • Assist in visa processing.
  • Give advice to both staff and students on travelling issues.
  • Assist in International Passport processing
  • Assist in getting air tickets to different destination both locally and abroad.
  • To receive accommodate and ensure that all guests to the Hospital are well taken care of.

Patient Relations

  • To put in place a highly effective feedback mechanism from our patients and their relations.  To put in place patients’ complaints boxes to be strategically located within the Hospital premises to get a non-biased feedback from patients related issues.
  • A well-defined and unambiguous reporting pattern (formal) is being proposed whereby regular updates which span observations, patients’ feedback and actions steps would be given on a daily basis to aid management decision or follow up on patient related issues.
  • A new T-Shirt (Ask Me) was given to enhance the patient relations work and also get a good publicity in the hospital.

   Event Management and Training

  • Handle Board meetings and the welfare of the Board members.
  • Organise/Coordinate social events in the hospital
  • Liaise with the management at organizing programmes
  • Coordinate in-house training for Departmental staff
  • Coordinate the training of students on SIWES Programme in the Department.
  • Conduct Students who are on facility tours to the hospital.

Information Centre

  • Disseminating information to visitors to the centre.
  • Directing patients/patient relations to places within the Hospital.
  • Handling and receiving calls forwarded from the UCH Help line.

Emergency Unit

PR Staff Presence at the Accident & Emergency:  Their functions are as follows:

  • Prompt intervention in areas of crisis
  • Linkage among all categories of people that visit the hospital i.e. staff, clients and their relations
  • Ordering of flow of people into the cubicles
  • Taking consults and ensuring Doctors respond promptly to consults
  • Inter-facing between internal and external publics
  • Distributor of tallies to curtail and contain unwarranted movement of visitors around

Media and Technical

  • We give maximum and quality media coverage to all events of the hospital
  • We train our Intern students on how to handle media coverage.

  Medical Museum

  • To create more awareness to all members of staff both medical and non-medical staff about the Medical Museum.
  • There will be need for more Historic ArtIfact for display in the Museum from other departments within the Hospital.
  • The unit needs more professional training about curating, arranging of artIfacts in the Museum
  • To visit other medical and non-medical, in order to be aware of how Museums are    being properly arranged and operates.

Closed User Group Unit

  • To ensure cordial business relationship between the Hospital and our service provider – MTN.
  • To attend to staff with various complaints as regards the phones allocated to them.
  • To follow up on the monthly bills received from MTN to ensure prompt payment.

 Website

  • To upload Newsreel.
  • To upload pictures of event on facebook, Twitter etc.
  • To respond to mails (i.e. Enquiries made via the Internet about UCH).
  • To liaise with the Information Technology Department to manage the content of UCH website.
  • To create and maintain relationship between the hospital and its public globally through the internet.

OUTSTANDING ACHIEVEMENTS OF THE DIVISION

  • Creation of the nine units in the department.
  • Medical Museum.
  • Publication of Hospital’s Echo Magazine.
  • PR presence at the Emergency.
  • Publication of the Hospital’s Newsreel
  • Presence of the new Information Centre
  • Dispute resolution between the patient’s relations and staff of the Hospital

Information Technology Department

BACKGROUND

The present Information Technology Department was commissioned as the Computer and Data Management Unit (UCH) in July, 1988 during the tenure of Prof. Olukayode Osuntokun as Chief Medical Director. At this time, the Unit had 7 (Seven) members of Staff (which has now grown to 45).

The Pioneer head of the Unit was Mr. M.A Adetunji who worked assiduously with Consultant Biostatistician, Dr. E.A Bamgboye (now a Professor of Biostatistics and former Deputy Vice Chancellor [Administration], University of Ibadan).

In the year 2004, the Computer and Data Management Unit was renamed as the Information Technology Department under the headship of Mr. M.A. Adetunji. He remained the head of department till 2011 when Mr Ogedengbe was appointed as Head of Department.

Over the years, the Information Technology Department has been responsible for the development, implementation and support of the IT systems, services and infrastructure within the Hospital. In line with the tripartite functions of the Hospital, the department leverages reliable and emerging technologies as well as available information resources to support effective teaching activities, research, and the delivery of excellent health care services.

The department also provides services and expert advice to health care professionals and students within the hospital with a view to maximizing the potentials of Information Technology in information security and system improvement.

 

ACHIEVEMENTS

In 2007, the Management took a giant stride by embarking on extensive installation of Wired and Wireless Network across the entire hospital. Computers and servers were also purchased to implement eHealth Records within the hospital. This period equally witnessed compulsory computer literacy of members of staff which led to the formation of a computer training unit.

Since the commencement of the Prof. Temitope Alonge led administration, several landmark achievements have been recorded by the department. This began with the commissioning of the eRadiology initiative. This initiative gives clinicians in clinics, wards and theatres quick access to radiological images (CT Scan, digital x-ray and MRI) on the hospital network without stress. This has further advanced the quality of health care services that is being rendered by the Hospital.

In line with her commitment towards excellence in the performance of the tripartite functions, the Hospital Management under the Prof. Temitope Alonge led administration also further improved the communication system within the hospital by making provision for institutional email for all members of staff. This was adequately backed by the provision of stable internet services.

Furthermore, in view of the vision of the Prof. Temitope Alonge led administration for the Hospital to be up-to-date with global trends in ICT, several other initiatives were implemented at enviable standards. For instance, a new website was designed for the hospital which features consultants’ profile, contact information of all key personnel as well as information about services and the hospital departments. The website is consistently updated as required.

Evidently, the achievements recorded by the department have been made possible via the verve of the hospital Management to significantly advance the Hospital in every sphere. Other recorded achievements which the department has greatly benefitted from include:

  • The Implementation of HMIS at the Central Records and the Chief Tony Anenih Geriatric Center. This has made it possible to capture more than 200,000 and 12,000 patients’ records in the main hospital and in the Geriatric Center respectively.
  • The design and development of Computer Based Test Application used for the annual promotion examination and employment exercises.
  • The design, development and implementation of Biometric Identity Card printing software used to produce staff ID card.
  • Preventive and curative maintenance of the hospital’s information technology equipment.
  • The provision of a suitable Server Room.
  • Provision and implementation of a Laboratory Information System which interfaces with the Laboratory Machines so that patients’ results can be generated and sent to the requesting doctors electronically.
  • Installation of fiber optic cable to the Radiology Department, the Smart Classroom, the Geriatric Center, the Adebutu Rehabilitation Center and extension of both wireless and wired network.
  • The provision of a 50-seat capacity Smart Classroom.
  • The design and development of Local Purchase order software for the Procurement Department.
  • The provision of a Voice Over IP Service (Voice and video call via the network, capable of replacing the existing PABX system).

 

Headship of the Information Technology Department from inception

S/N Name of Head of Department Period of Headship
1 Mr. M.A. Adetunji 1988 – 2008; 2008 – 2011
2 Mr. Idowu Ogedengbe 2011 – till present

What services are provided?

  • Service Desk (2327, 2484) – operating between 08:00 and 17:00, contactable by visiting, by phone. They aim to resolve as many problems and request as possible at the first point of contact.
  • Desktop Support (3108, 08174607575) – to resolve issues with IT devices that are used by our staff. These will include PCs, laptops, printers and mobile devices.
  • Applications Support and Implementation (08174607577)– Implementing Hospital Information System, helping our staff use their IT systems, and liaison with Suppliers and the other Technical teams.
  • Network Infrastructures (2484,08174607573) – these are the ‘back-office’ technical team, with the specialist skills that keep the core server and network systems running smoothly.
  • Software Development – provision of new applications; building and maintaining modified software, website development.
  • Identity Management – Executes all identity related project in the hospital, Printing of Biometric Card and Implementation of identification management system that would ensure the uniqueness of all staff in the hospital, which would automate and improve the planning processes and also enhance delivery of services.
  • Computer Training– provide computer training to schools in the hospital, staff and outsiders. Conduct of computer test for the promotion and employment exercise.
  • Database : ensure database availability, integrity and security

Instrument Department

HISTORY OF THE DEPARTMENT AND DESCRIPTION

Instrument Department, University College Hospital Ibadan was among the department that pioneers of the teaching hospital when the hospital formally started works in November, 1957.

The department was formally established to supply oxygen gas to patients in the wards.

Apart from this, there are some other miscellaneous works going on the department which among is the maintenance of equipments like gauges, sphygmomanometers, trolleys and wheels chairs that are used in wheeling patients to theatre  and many others.

In the past disposables, needles, all needles used in all areas were brought to this section for reshaping and autodialing with precision and there were no adverse effects on patients these needles include marrow, special etc.

All materials e.g theatre gowns theatre shoes etc were brought from autoclaving.

There are heads of departments that had ruled in the past till the present.

The pioneer is Mr Eives, an expatriate, followed by Mr. Olutayo Soloye, Mr. Eyitayo Adeyemi, and the incumbent head of department Mr. Abiodun Opakunbi.

 

OUTSTANDING ACHIEVEMENT

Instrument department had served the hospital to the highest capacity and achieved in this process in the past and the present times.

The oxygen supply from the department to Patients in various wards had served as means of survival to patients.

Another is the maintenance and repairs of the instruments and equipments that are being used in the department and some others in the hospital.  Maintenance culture from the unit had being very much excellent in which the hospital at large can really give approval of this.

The department had served to some capacity in the microscope section, dental centres and some others.

 

            CORE RESPONSIBILITIES/ACTIVITIES OF THE DEPARTMENT

  1. Oxygen supply- Oxygen supply is one of the most important things in the hospital. The department has commenced the pipeline of the oxygen to critical points of the hospital such as wards, ICU, Theatres, Labour wards etc and we hope to extend it to all other points in the hospital.  It also helps to reduce the fear and tension of medical personnel about the needs of oxygen for the patient and late arrival of oxygen for the critically ill patients.
  2. Medical equipment, Servicing and maintenance/welding and fabrication of metal.
  3. Suctioning machine:- It is one of important machine that were use to manage the  patient both in the wards, theatre and clinics therefore the department work is to  perform the full servicing and maintenance of all machine and also repair the faulty ones.
  4. Welding, Construction and Fabrication of metal:- Hospital equipment were design in metal materials and it need to be fabricated and corrected to suit the hospital use,  Also we design and construct any component and metal materials for the theatres,           wards, clinics and dental centre use when necessary such as Trolleys, drip stand,  scaffolding wheelbarrow, hospital bed, procedure trolleys an all medical dental  centre equipment.
  5. Machine workshop: – This section sees to the maintenance of cryo- surgical machine for ophthalmology department as infusion stands, theatre beds etc.

Also the use of Perspex for door labels, name tags, canopies for baby incubators.

Moreover, we regulate, and repair the sphygmomanometer device which is use to  check the level of blood pressure in the body.  Lastly medical oxygen gauges are being repaired for correct dispensation of oxygen to patient. Also the department  engrave all newly purchased equipment and machines for the hospital.

 

VISION

To support the vision of the hospital to become flagship of qualitative health care delivery in terms of service, training and research and to centre the needs of hospital equipment at all time.

 

MISSION

To tend the hospital a self sustaining health care facilities terms of oxygen supply medical equipment maintenance, Dental Centre equipment and fabrication of medical metal materials.

Internal Audit Department


HISTORY OF INTERNAL AUDIT DEPARTMENT

The Internal Audit Department was established in 1971 with Pa. Oluboyede as the pioneer Head of Department. He held this position from 1971 till 1986.

Mr. Nathaniel O. DAHUNSI became Head of Department from 1986 till 1995 while Samuel F.

AJAYI was the Head of Department between 1995 and 2014.

Mr. Adetunji Mufutau A. became Head of Department from 2014 till date.

ESTABLISHMENT OF UNITS IN THE DEPARTMENT

During the time of Mr. N.O. Dahunsi, five units were in operation, namely, Stores, Salary, Revenue, Prepayment and Post Payment. But when Mr. Ajayi S.F took over the mantle of leadership, he added 6 units namely:- Debt Recovery, Service Monitoring, Bank Reconciliation, Cash Book and Compliance and Payment.

When Mr. Adetunji M.A took over the leadership of the department, Prepayment Audit was merged with Post Payment while Bank Reconciliation was abolished and has since been replaced with Fund Control and Investments owing to introduction of Treasury Single Account. (TSA) by Federal Government.

In order to keep close watch on Non-Current Assets of the Hospital Coupled with huge investment involved in acquisition  of light medical equipment, a new Unit named Plant Property Equipment/Public Private Partnership was created. Duties of this Unit include monitoring transactions in various PPP arrangement and keeping management informed on the progress and keeping records of Hospitals’ Assets. In order to monitor the investments of the Hospital, Fund Control and Investment Unit has been saddled with this responsibility.

As at today the following are the functional Units to cover various areas of the Hospital: –

  1. Salary – IPPIS/GIFMIS
  2. Procurement and Stores
  3. Revenue
  4. Post Payment
  5. Debt Recovery
  6. Fund Control and Investment
  7. Cash Book/Ledger
  8. Plant Property Equipment and Public Private Partnership
  9. Compliance
  10. Service Monitoring

STAFF STRENGTH

I am pleased to report that Internal Audit Department that commenced activities in 1971 with 5 members of staff has its staff strength grown to 20 by 1986, 54 in 2014 and 60 in 2016.

 

SUMMARY OF HEADSHIP/STAFF STRENGTH

S/NOS.                          NAME     PERIOD STAFF STRENGTH
1. Pa. Oluboyede      –   FCA, FCIS 1971 to 1986 20
2. Mr. Dahunsi N.O  –   Bsc. (Econs) PGDIP, FM 1986 to 1995 25
3. Mr. Ajayi S.F          –  Bsc. (Econs) Hons. 1995 to 2014 54
4. Mr. Adetunji M.A  –  MCPN, MNCS, MBA, FCA 2014 till date 60

DEPARTMENTAL ACHIEVEMENTS

  1. A drastic reduction in fraud and related incidences.
  2. Blocking of loopholes in accounting for Laboratory Services carried out in all the laboratories.
  3. Ensuring accountability in UCH Schools by constant monitoring.
  4. Evaluation of activities of Federally Funded Schools to ensure they comply with financial regulations by ensuring every fee charged is paid to the Hospital.
  5. Ensuring that Payment Vouchers are supervised and checked before being passed for payment to be followed up by Post Payment activities and reconciliation with banking reports.
  6. Creation of a Plant Property and Equipment Records in Internal Audit Department in order to ensure periodic verification of their existence in various offices and departments.
  7. Creation of a billing procedure for Intensive Care Unit Patients to enable post-discharge monitoring of payment of incurred debts.
  8. Conduct of staff Audit exercise to prevent GHOST WORKERS and ensure adequate records of all staff are maintained by relevant arms of administration.
  9. Ensuring records update in Finance and Accounts Department.
  10. Monitoring of non -medical consumables by constant check of Stores and conducting Quarterly Stock Taking Exercise.
  11. Maintaining a control on use of Hospital Vehicles and conducting Vehicle Verification Exercise on periodic basis.

TRAINING FACILITIES: –

On many occasions, the leadership of UCH management has provided training facilities for Audit

Staff. We are exposed to current trend in Public Finance and Various relevant computer

applications.

Internal Auditors have enjoyed training opportunities provided by the management within and

outside Ibadan. A lot of investments has gone into making Internal Auditors relevant in this

technologically changing environment.

In the History of the department, ten computers with accessories (Desk Tops and Lap Tops of modern configuration) were purchased for effective function of the Internal Auditors.

SPECIALISED AUDIT SOFTWARE APPLICATION

It is on record that in the present administration under the leadership of Prof. Alonge, Audit Application Software were contracted to Software Companies for use by Internal Auditors in discharge of their duties. The Internal Audit Department is on Intra Network of the Hospital with access to Main File Server in Information Technology Department. This has made Internal Auditors employed by the Hospital to be Information Technology Compliant and relevant in this computer age.

 

Internal Auditors have benefitted from sponsored training programmes offered by Federal Government in respect of processing of Salaries  –  (Integrated Personal and PAYROLL Information system  – (IPPIS) and processing of payment vouchers on Treasury Single Account Payment System through REMITA.  Access to these payment platforms has given the Internal Auditors the opportunities to monitor and report on any inadequacy in the system.

Legal Department

BACKGROUND

The Legal Unit of the Hospital came into being following the approval of the Board of Management for the establishment of the Unit at its 143rd meeting held on Thursday, 8th June, 2006 in the Hospital Boardroom. It was precisely under the sub head, BM Paper 1766 with the caption, ESTABLISHMENT OF A LEGAL UNIT IN THE HOSPITAL.  The Unit was carved out and given statutory accommodation in February, 2008. Personnel with legal background were thereafter deployed to the Unit. It was candidly a smooth take-off.

The Unit, after take-off, sourced for a clue as to its modus operandi since it could not exist in a vacuum. The Presidency, (National Hospital, Abuja), Academia (University of Ibadan) and the Federal Ministry of Justice, Abuja were contacted for oral and documentary details in this regard. After due consideration, the Management resolved that the most appropriate of all three (3) was the Federal Ministry of Justice. In the light of the above, the Federal Scheme of Service, Public Service Rules and other related documents and matters that will enable the operations of the Unit, its personnel and nomenclature to be in tandem with what is obtainable in Ministries/Departments and Agencies was applied.

However, the Management under the leadership of Prof. Temitope Alonge, approved the upgrading of the Legal Unit to a full department effective from the 29th of September, 2016. The pioneer head of the Unit in person of Barrister Omoniyi Ajayi is also the Pioneer Head of the Department and he remains the Head of the Department till date.

 

Personnel

The Department (when it was a Unit), took off with three (3) legal personnel and two (2) support staff (a secretary and clerical officer). At present, there are eight (8) lawyers, three of which have been seconded to the Procurement Department, Total Quality Management (TQM) Department and PPP (Public Private Partnership) Department, respectively.

 

CONTRIBUTIONS/ACHIEVEMENTS

The Legal department has successfully sensitized the UCH community of its existence and has performed the functions listed below:

  • Serving as an in-house solicitor and legal adviser to the Board of Management.
  • Interpreting provisions of the enabling law of the hospital (Decree no 10 of 1985) which set up the hospital and its effect on the day-to-day running of the hospital.
  • Advising Management on all relevant laws, decrees and edicts affecting the operations of the hospital.
  • Assisting in drawing up guidelines and procedures for registering contractors that have applied to be registered with the hospital (This is a continuous exercise).
  • Liaising with relevant government departments and agencies on matters that affect the hospital particularly in the area of taxes, customs and excise duties, medico-legal matters to mention a few.
  • Liaising with ministerial/extra-ministerial departments/agencies (where such need arises) on all legislation affecting the activities of the hospital.
  • Representing Management in Court related matters.
  • Training and sensitization of both clinical and non-clinical members of staff on medico-legal issues.
  • Advisory capacity on matters relating to staff conditions of service viz-a-viz existing labour laws in Nigeria.
  • Serving as member(s) of the following constituted committees within the Hospital:
    • ACTU
    • Arbitration
    • Panel of Enquiry
    • Procurement Planning Committee
    • Management Tenders Committee among others

Procurement Department

HISTORY OF THE PROCUREMENT DEPARTMENT.

The procurement department was created from the then stores and supplies department on the 11th of March 2011 by the Chief Medical Director Prof T.O Alonge in response to the need to attain improved efficiency, value for money, fairness, competitiveness, cost effectiveness, professionalism and transparency in the procurement process and build bridges among the various stakeholders in accordance with Public Procurement Act 2007.

  Past and Present Heads of Department

  1. I. A   Morakinyo                          –               March 2011- Sept 2011
  2. A.Y  Salawu                                –               September  2011 – June 2012
  3. J. O  Olagundoye                        –               June 2012 – April 2014
  4. S. S   Ogunsola                            –              April 2014  – November 2017
  5. O. A Oyedele                               –               December 2017- till date

ACHIEVEMENTS

  1. Adherence and implementation of the Public Procurement Act 2007
  2. Collaboration with user departments throughout the Procurement process till the point of delivery.
  3. Strict adherence with the 5 R’s i.e. Right Source, Right Product, Right Price, Right Quantity, Right Quality and time.
  4. Facilitating sound procurement process that gives value for money.
  5. On-going Local Purchase Order software development.
  6. The department is adequately staffed with BPP trained and certified procurement experts in relation to the mandate of the management.

 

RESPONSIBILITIES OF THE DEPARTMENT

  1. Collating the needs aggregate of various departments and units.
  2. Implementing existing procurement procedures and making appropriate recommendations.
  3. Carrying out appropriate market and statistical surveys and on that basis prepare analysis of the cost implications of the proposed procurement.
  4. To ensure value for money and fitness for purpose in all procurement activities.
  5. To execute projects in line with federal government regulations as stipulated by the Public Procurement Act 2007.
  6. Integrating procurement expenditure into yearly budget.
  7. Preparing and issuing bidding documents.
  8. Advertising and soliciting for bids.
  9. Receive and evaluate submitted bids.
  10. Ensuring prompt and constant inflow of supplies.
  11. Preparing and issuing award letters/local purchase order.

Public Private Partnership Unit

VISION

  • Our vision is to partner with various departments/units to procure goods, works and services with detailed specification to ensure optimum service delivery for the direct benefit of user departments.

STORES


THE HISTORICAL BACKGROUND OF STORES DEPARTMENT

What we have today as Stores Department was carved out of the former Stores and Supplies Department in April 2011. The latter was split into two Departments, namely; Bulk Stores & Procurement Department. Bulk Store Department was later renamed as Stores Department.

Stores Department took off amidst so many challenges. Mr. A.K Shiyanbola, an astute Administrator was posted to pioneer the leadership of the new Department. The Department started with Forty

Seven (47) members of staff and Twelve 12 Store Houses in 2011 and have expanded to Eighty – Eight (88) members of staff and Twenty- five (25) Store Houses. This was as a result of the Hospital Policy to fully decentrallised the store function.

Department is saddled majorly with the task of inventory management and ensuring proper Record Keeping of the Hospital’s procurement and distribution chain.

Lately,   the   Department   is   involved   in   handling   University College Hospital Medical Consumable Ventures and Branding/Distribution of Methylated Spirit.

 

HEADSHIP OF THE DEPARTMENT

Mr.   A.K   Shiyanbola,   is   the   pioneer   Head   of   Department between April 2011 to September, 2016 on his appointment as the Director of Administration. The mantle of leadership of the Department fell on Mrs. Sadiat Omowumi Lasisi.

Due to the increasing need for the very essential services of

the Department, and the expansion in the scope of Service Delivery in the hospital as a whole, the Department which started  with  only  47  staff  in  2011  now  has  staff  strength  of Eighty – Seven (87) members.

 

DECENTRALISATION OF STORES FUNCTION:

In year 2015, Stores Department was fully decentrallised with a directive by the management to take over all Stores in the Hospital; Mostly Clinical Stores for an Effective Inventory Management.  In  the  light  of  this,  Professional  Store  Officers were  deployed  to  take  charge  of  these  acquired  Stores. Listed below are Store-houses/Units under the control of the Department.

 

UNITS UNDER STORES DEPARTMENT

RECEIVING BAY

MEDICAL CONSUMABLE PACKING UNIT

STATIONERY STORES UNIT

DENTAL DEPARTMENT STORE

ENGINEERING STORE

CLINICAL NURSING/STATIONERY STORE

MAIN OPERATING THEATRE STORE

MEDICAL CONSUMABLES SALES OUTLETS

GYNAECOLOGY THEATRE STORE

OPHTHALMIC THEATRE STORE

PRIVATE SUITE STORE

FAMILY MEDICINE DEPATMENT STORE

CHEMICAL PATHOLOGY DEPT. STORE

OWENA DIALYSIS CENTRE (ODC) STORE

GERIATRIC CENTRE STORE

MEDICAL MICROBIOLOGY STORES

LEDGER UNIT

PATHOLOGY STORE

PHYSIOTHERAPY STORE

BLOOD BANK STORE

CATHLAB THEATRE STORE

KOLA-DAISI FOUNDATION CENTRE STORE

CENTRAL STERILE STORE DEPT. (CSSD) STORE

WATER TREATMENT CHEMICAL STORE

PHARMACY LEDGER UNIT

 

OUTSTANDING ACHIEVEMENTS OF THE DEPARTMENT.

Successful Continual management of main stores as well as departmental stores in the hospital

Quality inventory management

Increase in number of store houses/units from 12 to 24

Effective and efficient handling of sales of medical consumables in the sales outlet.

Effective handling of UCH Medical Consumable Ventures

Branding and dispensing of Methylated spirit.

Some members of stores department distinguished themselves on the job and got UCH awards Nov.

2011, Mrs. S.O Lasisi (PSO) Mr. Dahunsi Paul (S/man),Nov 2015, Mrs S.O Lasisi (A.C.S.O)

Training and Workshop was organised to re-train staffs of the department.

Renovation of Administrative block lift for easy transportation of consumables for the Department.

Acquire of seminar room.

Extension of Receiving bay.

TELEMEDICINE

BACKGROUND

The Telemedicine Department started out as a Unit in the University College Hospital, Ibadan in 2008 but was formally recognized as a department under the administration of Prof T.O. Alonge in the month of June 2011. The department was set up to improve health care outcomes by overcoming geographical barriers in the provision of clinical support using various types of Information and Communication Technology. The Telemedicine Unit of the Hospital is the most advanced in the country, equipped with the underlisted facilities:

  • A Tele-consultation Room
  • An E-Learning Center
  • A Broadcast Grade Studio
  • A Diagnostic Room
  • A Tele Pathology Microscope
  • A Server Room
  • A Power Room (25kva Inverter)
  • Broadband Connectivity
  • A stand-by Generator (30kva)
  • A Call Centre (UCH Help Line, 0700uchhelp)

The Department has been headed by Mr. Akhiwu Pascal since its inception in June, 2011.

ACTIVITIES

The department provides continuing medical education for various health care professionals across various cadres via e-presence. It also provides support for rural telemedicine projects. Other activities of the department include:

  • The provision of tele-consultation services to other healthcare hospitals within and outside the country
  • The provision of tele-consultation services for patients and clinicians seeking second opinion and collaborative work.
  • Research in Telemedicine and related areas of health informatics.
  • Provision of support for departmental conferences and seminars via e-presence.

The UCH telemedicine department is the Regional Coordinating Centre, Super Specialist Hospital for PAN-AFRICA Telemedicine network which is linked to 53 African countries and 12 Indian super specialist hospitals listed below:

  • All India Institute of Medical Sciences (A.I.I.M.S.) New Delhi
  • ESCORTS Heart Institute and Research Center, New Delhi
  • MOOLCHAND Hospital, New Delhi
  • FORTIS Hospital, Noida
  • APOLLO Hospitals, Chennai
  • SRI RAMCHANDRA Medical College and Hospital, Chennai
  • NARAYANA HRUDAYALAYA, Bangalore
  • HEALTH CARE GLOBAL Enterprises, Bangalore
  • CARE Hospitals, Hyderabad
  • Amrita Institute of Medical Sciences (AIMS), Kochi
  • Dr. Balabhai NANAVATI Hospital, Mumbai
  • Sanjay Gandhi Post Graduate Institute of Medical Sciences, Lucknow

 

The aim of the PAN-AFRICA Telemedicine Network is to:

  • Provide Continuing Medical Education. (averagely 3hrs daily)
  • Provide Tele-Consultation/Referrals for second opinion
  • Deliver CME lectures: (an average of 4 every month)

Thus far, a total number of 7280 lectures have been transmitted from the Telemedicine Department. Out of these, 20 lectures have been given from the University College Hospital, Ibadan from various fields such as: Infectious Diseases/HIVAIDS/Ebola, General (Internal) Medicine, Radiology, Gastroenterology, Pathology, Paediatrics, Urology, Gynaecology, Dietetics, Dentistry, Orthopaedics and Trauma.

UCH HELPLINE (0700-UCH-HELP)

The UCH Helpline Centre is a medical call centre designed to reduce emergency room visits and over-utilization of healthcare services by offering telephone-based access to qualified physicians around-the-clock.

The calls received at the Center are classified as shown below:

  • Medical related calls.(e.g Enquiries on Clinic days, state of a particular patient in the ward, availability of specific machines, cost of treatment/services)
  • Real life emergencies that need immediate attention or dispatch of medical personnel
  • Enquiries on employment
  • Enquiries on admission to various schools.
  • International calls which ranges from the need to confirm reference letters originating from the organization to calls to confirm the employment status of a particular staff.
  • Others (which include individuals who want to get connected to a particular staff or unit for personal or official reasons).

This initiative enables patients to speak to licensed doctors any time, day or night, without the need of booking an appointment or waiting in the Emergency room. Below are the other functions of the UCHHelpline:

  • Provision of healthcare services via the telephone
  • Provision of quality healthcare information
  • Provision of support for hospital services
  • Response to Enquires
  • Scheduling or rescheduling of appointments
  • Attending to Service Complaints,
  • Medical Appointments Reminders,
  • Provision of information on facilities,
  • Provision of information with tips on preventive health habits,
  • Provision of Health Care Counselling.

 

OTHER PROJECTS:

The other activities of the department include;

  • The provision of continuing medical education for various healthcare professionals across various cadres.
  • The provision of support for the rural telemedicine project.
  • The provision of tele-consultation services to other healthcare hospitals within and outside the country
  • The provision of tele-consultation services for patients and clinicians seeking second opinion and collaborative work.
  • The provision of support for departmental conferences, seminars and project.
  • The Appointment scheduling system for the Eye Clinic.

ACHIEVEMENTS

The department has successfully taken part in the design and implementation of the appointment scheduling system which is presently in use in the Eye clinic. This system is designed to manage appointments of patients by helping medical staff in the clinic to schedule appointments for new and follow-up patients. This system will book and send appointment reminders to patients three days before the appointment date, hence allowing both the medical and health records staff to properly prepare for the patients by pulling and preparing patients’ case notes. The system has provided the hospital with a platform to provide quality healthcare to the patients using Information and Communication Technology.

The Inventory Management System for both the Main Store and Pharmacy

The department has taken part in the development of the inventory management system software that is presently in use in the main receiving bay and the Pharmacy. The system is designed to solve the problem of managing inventory and expired items in both the Store and Pharmacy. The system achieves these goals by monitoring dispatched items, monitoring re-order levels of items, monitoring item requisition, and also monitoring the expiry date of items. The system has recorded success in this regard as it has helped the hospital in the management of consumables and other items with particular reference to items prone to damage or items that are really used.

The Operation Note Management System

The department is presently on the verge of implementing the just concluded Operation Note Management System. The system is designed to help resident doctors manage operation notes and track operations. The system will provide statistics and charts to show the state of the operative capabilities of the hospital.

The Formulary and eDiagnosis System

The department is also involved in the development of the new Electronic Diagnosis and Formulary System which will be an android application by the time it is completed. The application is intended to help resident doctors make diagnosis with the help of Consultants. The system will take advantage of the experience of the consultants to produce a flow-chart for diagnosis that can be followed by the doctors and it will also provide a guide to help the doctors with drugs and prescriptions based on the hospital’s formulary.

Services offered by the Department:

Maintenance Unit:

Electrical

  • Provision of Electricity to the Hospital
  • Generation of Electricity through Generator
  • Distribution of Electricity
  • Maintenance of RMU’s, transformers, switch-gears.

Plumbing:

  • Repair and maintenance of Hospital Plumbing
  • Production of Water through water Treatment Plant
  • Storage of Water through Concrete tanks and Braithwaite tanks.
  • Distribution of water either by gravity to wards and clinics or by direct pumping to overhead storage tanks by centrifugal surface pumps.
  • Maintenance of all cold water lines and effluent lines within the main Hospital and residential quarters.

Estate Unit

  • Maintenance of the Hospital buildings.
  • Cutting/Trimming of over grown trees covering the illumination of the buildings and threatening the safety of the physical structures, as well as the foundations of the building.
  • Routine painting of various buildings in the Hospital to enhance good maintenance culture.
  • Horticulture, beautification and landscaping of the environment

Capital Project Unit:

  • Proper monitoring of the projects to be executed from the initial stage

Environmental Unit

  • Handling fumigation works
  • Handling disinfectation and deratting of the Hospital
  • Handling disinfectation against termites and pests
  • Supervision of waste management and cleaning service provider.

Transport Unit:

  • To serve as a pool of Hospital vehicles.

Works Department


HISTORY OF WORKS DEPARTMENT

The Department was founded the same year with University College Hospital, which makes it one of the oldest Departments created at the inception.

Below are the chronicles of the Heads of the Department:

  1. Engr. W.S. Tyndall –           1953 – 1961
  2. Engr. L.T.T. Sullivan –           1961 – 1967
  3. Engr. G. Oduntan –           1967 – 1982
  4. J.A.O. Sholotan –           1982 – 1984
  5. Mr. C.R. Arimah –           1984 – 1991
  6. Engr. T.A. Lawore –           1991 – 2007
  7. Mr. P.O. Olaosun –           2011 – 2015
  8. Engr. J. R. Iroko –           2015 till date

 

In year 2007 the Works Department underwent reforms under the Federal Government of Nigeria privatization policy making all the Units under Works Department and the whole department to be scrapped.

 

So this created a lacuna in engineering operational system in the University College Hospital. Though some few staff were retained as contract staff to carry out the Engineering tasks, there was no optimal performance by them because of too much workload.

 

The contractors that were called on board to assist were very much after their own profit making the running cost of the hospital engineering to be high. Thus, the reform did not answer for the gain expected by the government (UCH).

 

In 2011 when the new administration led by Prof. T.O. Alonge came on board, he saw the needs and re-instated the engineering services re-naming it as Total Facility Management Department. Some of the Unit: Estate Unit, Maintenance Unit, Capital Project Unit and Transport Unit were re-constituted.

 

In 2015 precisely April, Mr. P.O. Olaosun became the Director of Administration of the hospital paving way for a new person to be selected by the Management of the hospital in person of Engr. J.R. Iroko to head the Total Facility Management Department.

 

Since his mantling the headship of the department, some new units were introduced making the units to increase in number to ten (10) units for easy and effective operation for the department.

 

The present units in the department are:

  • Estate Unit
  • Environmental Unit
  • Electrical Unit
  • Capital Project Unit
  • Horticulture Unit
  • Refrigerator & Airconditioning Unit
  • Telephone Unit
  • Transport Unit
  • Mechanical/Plumbing Unit
  • Water Treatment Unit

 

Meanwhile the Management changed Total Facility Management Department to Works Department on 16th August, 2016 to conform with conventional names operating under government service rule.

 

Landmark achievement(s) by Units are:

  1. Estate Unit:

(a)       Renovation of School of Nursing Hall

(b)       Construction of modern aluminium shop at School of Nursing

(c)       Aluminium partitioning at Physiotherapy Department

(d)       Construction of modern cubicles/pay point at Central Health Record

(e)       Renovation of Information Technology Department

(f)        Replacement of broken glass and ceilings within the Clinics and wards             in the hospital

(g)       Renovation of Chemical Pathology in preparation for the National             Postgraduate medical college accreditation

(h)       Re-modification of a space to resuscitation room in Emergency Department

(i)        Re-construction of collapse perimeter fence

(j)        Construction/repair of tables and chairs within the Clinics and the wards

(k)       Construction of work station in Finance and Accounts

(l)        Fixing of burglary in children and Adolescent Ward and some specific area within the hospital

(m)      Attending to job requisitions from time to time

(n)       Painting of Microbiology in preparation for the accreditation

(o)       Attending to letters /Chief Medical Director’s instructions

(p)       Renovation of Public Private Partnership laboratory toward their three years anniversary

(q)       Re-modification of Assistant Director Clinical Nursing OTCHEW/Accident and Emergency Department

(r)       Renovation of Director of Administration office

(s)       Renovation of the office of the Head of Instrument

(t)        Renovation of X-ray Unit in Accident and Emergency

(u)       Construction of Police Post in Dental Centre Clinics

(v)       Completion of public toilet

 

  1. Environmental Unit:

(a)       Renovation of Sewage Treatment Plant

(b)       Control of rodent at the premises to barest minimum

(c)       Control of infection in the hospital: Ebola, Cholera, Lassa fever

 

  1. Electrical Unit:

(a)       Improve uninterrupted power supply

(b)       Prompt attention to job requests as a result of proper supervision

(c)       Upgrading of some electrical networks

 

  1. Water Treatment Plant:

(a)       Raising of the water level in the Dandaru Dam by blocking the spillway at a lower cost

(b)       Periodical clearing of dirt and silt from the spilling

 

  1. Transport and Ambulance Unit:

(a)       This unit takes care of internal and external transportation of both staff and patients.

 

  1. Telephone Unit:

(a)       Maintenance of PABS Telephone equipment without maintenance agreement service with the supplier.

 

  1. Capital Project:

(a)       Supervision and monitoring of renovation/rehabilitation of SE 4 phase 1and SW 4 phase 1

(b)       Supervision and monitoring of renovation/Extension of Blood Bank

(c)       Supervision and monitoring of renovation/reconstruction of Sewage Treatment Plant

(d)       Supervision and monitoring of space for Child Adolescent Psychiatric

(e)       Supervision and monitoring of construction of Sickle Cell Centre (Ongoing).

(f)        Supervision and monitoring of construction of Water Treatment Plant (Ongoing)

(g)       Supervision and monitoring of renovation/rehabilitation of HOR II (Pending)

(h)       Preparation of Bill of Quantities for construction of offices for Radiotherapy Department

(i)        Attending site meeting of all the Capital Project

(j)        Measuring the land allocated for Mercy C.I.C.S. Limited, UCH

(k)       Measuring the land to build a warehouse – Datof golden Heritage Limited, Coke Mega Depot Centre

(l)        Measuring the land allocated for construction Bakery building to Favour (Staff) C.I.C.S. Ltd., UCH

 

  1. Mechanical/Plumbing Unit:

(a)       Contributing to the existent of hospital Management and our section at large towards prompt responsibilities rendering by meeting the expansion of utilities and sustaining maintenance. Also, reticulation of water system within the hospital premises

 

  1. Horticulture Unit:

(a)       Beautification of School of Nursing and its environs

(b)       Completion of hedges planting within the hospital especially circular     roads.

(c)       Uprooting, trimming and cutting of endangered trees.

(d)       Clearing of junks from offices and environs

(e)       Clearing of the hospital perimeter fences.

(f)        Clearing and maintenance of bush in staff quarters, hospital premises all courtyards, South Campus and Intern Hostel

(g)       Maintenance of lawns within the Hospital and in the multipurpose hall

(h)       Replacement of plants in flower pots in some offices like Chief Medical Director, Director of Administration and Chairman, Medical Advisory Committee.

 

  1. R & A:

(a)       Repair of refrigerators and airconditioners in the hospital

 

Core Activities

Provision of electricity, water, structures etc and the way and manner is to carry out installation maintenance and repair as and when due.

 

Vision Statement

 

The vision statement is to give the hospital the strong support for good health care service delivery.

 

Mission Statement

 

The Mission statement is to provide electricity, water and structures as and when due.