Guidelines for claiming On Call Allowances - for doctors only

This guideline has been drafted by Dr Munir (Internal Medicine, RIPAS) and approved by DGMS office. For any further queries please contact him on his e-mail
munman_stk@hotmail.co.uk

DOCTORS GUIDELINES FOR CLAIMING ON CALL ALLOWANCES

In reference to the memorandum dated 5th of May 2009 (KK/JPK/S/96/04/A J.2) which attached a letter from the Director General of Public Service Department (JPA/R/JTG/KSN/1/8/6 (462)), “on-call” allowance will be approved for MO, SMO, Specialists working for Ministry of Health except Dental doctors, Public Health and A&E effective from the 1st of March 2009.

These are the Amendments and Guidelines for claiming on-call allowance:

General Information and Amendments:

1. On-call time is taken as the time the on-call doctor arrives in the Hospital grounds
2. On-call time for Resident on-calls are 0745-0800 for weekdays, and 0800-0800 for weekends and public holidays
3. On-call time for Non-Resident on-calls are 1630-0800 for weekdays, and 0800-0800 for weekends and public holidays
4. Non-Resident on-call doctors will be able to claim 'extended' on-call time (after 0800 endtime) for Weekend or Public Holiday
5. All claims are accumulative for the whole month
6. There is no 'minimal time' or 'minimal claim'
7. Total time to the nearest minute will be claimable
   

Guidelines for Claims:

1. Applying for approval

• All claiming doctors must first apply for on-call allowance by submitting the EOC 09 FORM
• Forms are available from your Departmental clerks or CEO Office
• Accepted on-call applications will be given a unique Reference number which need to be quoted for each claim
• All applications must include:

1. Completed EOC 09 FORMS
2. Copy of Identity Card
3. Copy of latest payment slip
4. Copy of appointment letter
   

2. Filling in Attendance books

• Attendance books must be filled in with the EXACT time of entry and exit
• Attendance books will be placed in ALL wards, ICU, Radiology, OT and A&E
• Attendance books shall be placed in a conspicuous and easily seen area of the ward/facility
• Resident on-call doctors need only to sign the 'time in' of the first ward/facility they enter at the start of the on-call and 'time-out of the last ward/facility they leave (example 1, eg. for weekday 0745-0800 and example 2, eg. for weekend and public holiday 0800-0800)
• Non-Resident on-call doctor need to sign 'time in' and 'time out' of every ward/facility they enter for the on-call (example 3, eg. for weekday 1630-0800 and example 4, eg. for weekend and public holiday 0800-0800)
  

3. Filling in Logbooks

• Logbooks must be filled in with the EXACT time of entry and exit
• Logbooks must be verified by end of on-call day
• It can either be 'witnessed' by staff nurses or Allied health care professional or Specialist on-call
• Where logbooks cannot be 'witnessed', it can also be 'verified' by the Specialist on-call at the end of the on-call day
• Logbooks can also be verified retrospectively after 24 hours with the discretion of the respective Specialist on-call or Head of Department
• Resident on-call doctors need only to fill in entry and exit time and general ward/facility where they will be working (example 5, eg. for weekday 0745-0800 and example 6, eg. for weekend and public holiday 0800-0800)
• Non-Resident on-call doctor need only to fill in entry and exit time of each on-call, any breakdown of wards visited must be written clearly in the 'Place of Duty' column (example 7, e.g. reviewing 2 patients in ward 21 and ICU respectively, example 8, eg. joining on-call team for wardround to more than one ward such as ward 19 followed by ward 21 and CCU and example 9, eg. staying after 0800 end-time for weekend or public holiday)
  

4. Filling in BT EOC 09 Claim Forms

• All Claim Forms must be filled with identical entries from your logbooks
• Each doctor's unique 'Reference number' must be quoted in each Claim Form
• Claims should be written in chronological order
• All claims are accumulative for the whole month
• There is no 'minimal time' or 'minimal claim'
• Total time to the nearest minute will be claimable
  

5. Claiming process

• Please submit only 1 copy of completed BT EOC 09 Claim Forms2. Please include your original logbook and a copy of a finalized rota for the respective month
• Please submit all Claim Forms by the 14th of each following month
• All claim forms should be submitted to respective departmental clerks