Planned Review Date
January 01, 2015 -
While the effective date remains the same, the content has been reviewed and edited without substantive changes in 2014 and 2015.
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Provide guidance on administration of UN Clinics on an ongoing basis.
UNDP HQ [BMS]
The relevant office int he Bureau for Management Services [BMS] should be consulted depending on the support required.
Assess local medical facilities
UN Medical Services
Upon request or the RR
Determine whether there are sufficient numbers of UN staff members and
eligible dependents at the duty station.
Obtain formal agreement from the local government authorities for
establishment of a UN Clinic
Propose establishment to the UNCT and obtain respective agreements
Create funding mechanism
All participating agencies are required to share the costs of the UN
Clinics activities in advance.
Set the criteria for the cost-sharing distribution and share it with all
participating agencies and non UN entities
Cost-sharing is determined by headcount by agency/non-UN entity.
Authorize clinic services and supplies as a distinct activity in the
Common Services project in the same manner as other common/shared
Total running costs, itemized by expenditure purpose as listed in paragraph 17, as well as the average
yearly percentage of total costs charged to each agency, should be recorded.
Manage inventory of consumables and equipment
Stock should be used on the basis of a first-in/first-out policy.
All information relating to the physical inventory of non-expendable
equipment covered by the UN Clinic should be reported in Atlas under a separate
heading called ‘Medical Equipment'.
Donate consumable stock if applicable
Medications within the last month before expiry may be donated, after
approval of the UN Medical Director, to local health facilities for immediate
use. This donation is subject to UNDP rules and procedures and a record
kept for audit purposes.
Prepare inventory report for UNCT on a quarterly basis
A detailed inventory of all consumables and non-consumables must be
prepared before placing the yearly order.
Prepare procurement orders promptly when stock is being reviewed or as
UN Clinic Physician,
UN Medical Services ( DHMOSH)
Purchasing should be standardized as far as possible and done through
bulk orders. Genuinely unforeseen requirements, including supplies for
new UN Clinics and items that cannot be stocked for long periods, can be
requested from the vendor with the approval of the UN Medical Director on an ad
hoc basis or can be procured locally, subject to UNDP rules and procedures.
Clear procurement list
Clearance must be based on the full epidemiological profile of the duty
Responsible Party: WHO Representative as Chair of the LIACMC
Obtain agreement of UNCT on recommended procurement list
Approve procurement list
Procure medical goods and supplies for UN Clinics against the Common
Medical goods and supplies should be procured from one or a combination
of the following sources:
1. Reputable and approved local, regional, or international vendors, using
use the existing LTA with UNDP;
2. UNICEF where a local office exists in the same location;
3. World Health Organization (WHO)
The UNDP Administrative Support Division/Office of Finance
Administration (ASD/OFM) is not involved in the procurement process.
Ensure funding is available for procurement, operation and
subsequent maintenance of non-medical equipment
Procure non-medical equipment as needed
The UNDP Country Office directly procures non-medical equipment e.g.
furniture, refrigerators, fans and any other non-medical items) subject to
audit and accountability, rules, and procedures
Make payment for goods and services according to terms and conditions of
Payments must be made with one of the following options:
1. Bank transfers (most preferred option);
2. Checks (least desirable option); or
3. Agency Service Clearing Account via GLJE.
In either case, the following must be carefully observed:
1. Bank Transfer: The UNDP Country Office must include all the banking
details as provided on the invoice.
2. Agency Service Clearing Account: The description field of the GLJE must
refer to the invoice number indicated on the invoice and/or any other reference
3. The GLJE must use the following chart fields: GL Account – 54015; Fund –
12000; and Donor – 00006.
Prepare annual inventory report
Establish direct billing arrangement
Human Resources Management,
UN Insurance Unit,
Responsible parties are: RR and third party MIP administrator in consultation with OHR, UNMSD and UN Insurance Unit
Pre-certification for medical treatment at UN Clinic
UN Clinic Physician
Charge insurance for medical services received at UN Clinics
The service providers administering the various UN insurance plans will treat the charges associated with the provision of clinic services in the same manner as other medical services. When determining billable services associated with a UN Clinic, reference should be made to the benefits and limitations under the respective UN insurance plans.
The reasonable and customary charges will be determined on the basis of nationally established pricing tariffs or, where no national tariffs exist, market rates and/or a database of pricing determined by the insurance scheme.
The rules and procedures by which the insurance will reimburse for such services must be adhered to.
Responsible party is the Third party MIP administrator.
Pay co-payment or out of pocket portion for medical services received at UN Clinic
Certification of co-payment bills
The bills must include the official stamp and signature of the attending physician (i.e., not of the nurse).
Responsible party is the Attending UN Clinic Physician.
Plan for continuation of medical care
Responsible party is the RR on behalf of UNCT
Request closure of UN Clinic
Responsible party is the RR on behalf of UNCT
Approve closure of UN Clinic
UN Medical Director
The UN Medical Director can also initiate this process in consultation
with the Resident Representatitve.
Inform government and UN Medical Directors Group of decision to close a