Ministry of Health

Health Sector Reform Programme of Trinidad & Tobago
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Public Statement Of The Eastern Regional Health Authority

in compliance with Sections 7, 8 and 9 of the Freedom of Information Act (FOIA) 1999

In accordance with Sections 7, 8 and 9 of the Freedom of Information Act, 1999 (FOIA) the Eastern Regional Health Authority (ERHA) is required by law to publish the following statement, which lists the documents and information generally available to the public.

The Freedom of Information Act gives members of the public:

  1. A legal right for each person to access information held by the ERHA; 

  2. A legal right for each person to have official information relating to him/herself amended where it is incomplete, incorrect or misleading;

  3. A legal right to obtain reasons for adverse decisions made regarding an applicant’s request for information under the FOIA; and

  4. A legal right to complain to the Ombudsman and to apply to the High Court for Judicial Review to challenge adverse decisions made under the FOIA.

Section 7 Statements

Section 7 (1) (a) (i)
Function and Structure of the Eastern Regional Health Authority

The Eastern Regional Health Authority (ERHA) is, geographically, the largest of the Regional Health Authorities in Trinidad and Tobago.  We encompass the St. Andrew, St. David, Nariva and Mayaro counties. The ERHA delivers health care services to an area extending from Valencia to Matelot to Mayaro, Guayaguayare, Rio Claro and its environs.

We deliver health care via the Sangre Grande Hospital, the Mayaro District Hospital and sixteen (16) Health and Outreach Centres.  Our facilities also include County Health Administrative Offices in Nariva/Mayaro and St. Andrew/St. David, along with a Learning Resource Centre, a Staff Development Unit and a Community Liaison Unit.

Our mission is to promote wellness and provide a cost-effective consumer-focused health care service to the population through a highly motivated and developed human resource within the guidelines of national policy.

The vision of the ERHA is to be acknowledged by our clients, staff, suppliers and the national community as a beacon in the health sector, as an organization which embodies excellence in the promotion of wellness and the delivery of health care.

The ERHA is a Statutory Body. It was established on May 20, 1994 in accordance with an Act of Parliament, Act No. 5 of 1994.  It is governed by a Board of Directors. The Eastern Regional Health Authority is divided into four (4) responsibility centers:

1.         Head Office

2.         County Medical Office – Health, St. Andrew/St. David

3.         County Medical Office – Health, Nariva/Mayaro

4.         Sangre Grande Hospital

The Community Liaison Unit is situated at the Sangre Grande Hospital.

Our Learning Resource Centre is located in Pierreville, Mayaro, and is supported by a Staff Development Unit situated at the Corner of Picton and Cross Streets, Sangre Grande.  Each County Medical Office has a Public Health Inspectorate Division.

Effect of Functions on Members of the Public

The services of the ERHA are specifically geared toward the 120,000 resident population of the Eastern Region.  However, individuals from all over Trinidad and Tobago have access to our services, including visitors to our region.

Our primary approach in achieving our objectives is working closely with the community.  The ERHA hosts meetings with communities to seek their comments on our activities. For example community members are involved in the decision-making processes in the renovation of our Health and Outreach Centres.  We are confident that the community’s involvement will increase in the future.  The ERHA also has community representation on the Tenders Committee and Quality Management Committee of our Board of Directors.

Section 7 (1) (a) (ii)

Categories of Documents in the possession of the ERHA

The ERHA has the following categories of documents in its possession:

  1. Files and documents dealing with administrative support for the operations of the ERHA’s Head Office and its facilities.

  2. Personnel files, which detail advertisements for vacancies, staff appointments, job applications, job specifications, promotions, transfers, resignations, deaths, retirements, leave, vacation etc. for all categories of staff.

  3. Files dealing with pension, gratuity and other human resources issues.

  4. Files dealing with the construction, maintenance and enhancement of the ERHA offices and facilities, including the procurement of consultants, contractors, equipment, furniture and other supplies and including proposals, quotations and tenders.

  5. Proposals, quotations and tenders for the provision of services or supplies as requested by the ERHA.

  6. Files dealing with the accounting and financial management procedures, functions and consultancies of the ERHA.

  7. Financial Records such as cheques, vouchers, receipts, budgets, journals, audit reports and other financial reports.

  8. News Releases and speeches originating in the ERHA.

  9. Policy and Procedure Documents, such as Medical, Hospital, Accounting, Management and Human Resource Policies and Procedures.

  10. Internal and External correspondence files.

  11. Medical Records of patients visiting our health facilities, including monthly and annual Statistical Reports.

  12. Documents concerning the standards for hospitals, rights and obligations of patients and patient risk reduction protocol.

  13. Documents and files relating to Strategic Planning, Action Plan/Operational Targets, Annual Reviews, Quality Management, Accreditation and Training Plans within the ERHA and Ministry of Health.

  14. Legislation (especially health-related) and Legal Instruments.

  15. Legal Opinions and related matters.

  16. Files and documents dealing with training, including training manuals and other resource material.

  17. Minutes and Agenda of meetings hosted by the ERHA and attended by ERHA officers.

  18. Files dealing with Circulars, memoranda, notices, bulletins, etc

  19. Periodic Reports (annual, monthly and/or quarterly) prepared by the ERHA or officers of the ERHA, Consultants’ Reports, Technical Reports etc.

  20. Books, booklets, leaflets, pamphlets, brochures, posters, newspaper clippings and journals on health-related and other topics.

  21. Periodicals, publications and newsletters from local and international agencies on health-related and general topics, including from the Ministry of Health (Trinidad and Tobago), the World Health Organisation and Pan American Health Organisation.

  22. Files dealing with official functions, conferences and events hosted by the ERHA, including our Annual General Meetings and Sports Days.

  23. Files and documents dealing with our Customer Feedback Programme.

  24. Admissions and Discharge Registers, Casualty Department Registers, Birth & Death Registers, Operations/Surgery Registers, Master Patient Index for health facilities under our purview.

  25. Files and documents dealing with the Health Sector Reform Programme and the Inter-American Development Bank.

  26. Files, documents and handouts related to the provision of health care service in the region, including Ambulance Services, Disease Surveillance, Food Service Control, Immunization/ Vaccination, Market Inspection Reports, School Inspection Reports and other Public Health Reports.

  27. Files and documents dealing with various facets of health care, including Health Education, Health Promotion, Adolescent Health, Male Health, Community Health, Oral Health, Child Care, Mental Health and Dental Health.

  28. Files and documents dealing with Disaster Management, Risk Management and Safety within the ERHA and in general.

  29. Files dealing with stocktaking and inventory, the Valuation of ERHA’s property and Fixed Assets Verifications.

Section 7 (1) (a) (iii)
Material prepared for publication or inspection

The public may inspect and/or obtain copies of the material listed in the ERHA’s “Catalogue of Information available to the Public”, between the hours of 9:00 a.m. and 3:00 p.m. on normal working days at:

Supercare Building
Eastern Main Road
Sangre Grande
Telephone No. 668-1105
Fax No. 668-3387

The Catalogue can be viewed at the above address.

Section 7 (1) (a) (iv)
Literature available by subscription

The ERHA does not have any documents or literature available by subscription.

Section 7 (1) (a) (v)
Procedure to be followed when accessing a document from the Eastern Regional Health Authority.

How to Request Information:

General Procedure

Our policy is to answer all requests, both oral and written, for information. However, in order to have the rights given to you by the FOIA (for example the right to challenge a decision if your request for information is refused), you must make your request in writing. The applicant must, therefore, complete the appropriate form (Request for Access to Official Documents) available in the Reception Areas of our Head Office and our administrative offices (described above), for information that is not readily available in the public domain.

Addressing Requests

To facilitate prompt handling of your request, please address it to the Designated Officer of the ERHA (see Section 7 (1) (a) (vi)).

Details in the Request

Applicants should provide details that will allow for ready identification and location of the records that are being requested. If insufficient information is provided, clarification will be sought from the applicant. If you are not sure how to write your request or what details to include, please communicate with our Designated Officer.

Requests not handled under the FOIA

A request under the FOIA will not be processed to the extent that it asks for information which is currently available in the public domain, either from this public authority or from another public authority, for example brochures and pamphlets etc.

Responding to your Request

Retrieving Documents

The public authority is required to furnish copies of documents only when they are in our possession or we can attempt to retrieve them from storage.

Prior to the commencement of the Freedom of Information Act, 1999 old records may have been destroyed. The granting of a request for such documents may, therefore be impossible.

Furnishing Documents

An applicant is entitled to copies of information we have in our possession, custody or power.  We are required to furnish only one copy of a document.  If we cannot make a legible copy of a document to be released, we may not attempt to reconstruct it.  Instead, we will furnish the best copy possible and note its quality in our reply.

Please note we are not compelled to do the following:

  1. create new documents. For example, we are not required to write a new program so that a computer will print information in the format you prefer; or

  2. perform research for you.

Time Limits

General

The FOIA sets certain time limits for us to decide whether to disclose the documents you have requested. If we fail to meet the deadlines, the FOIA gives you the right to proceed as if your request has been denied. We will try diligently to comply with the time limits, but if it appears that processing your request may take longer than the statutory limit, we will acknowledge your request and advise you of its status. Since there is a possibility that requests may be mis-addressed or misrouted, you may wish to call or write to confirm that we have received the request and to ascertain its status.

Time Allowed

We will determine whether to grant your request for access to information as soon as practicable but no later than 30 days as required by Section 15 of the FOIA.  If a decision is taken to grant access to the information requested, you will be permitted to inspect the documents or be provided with copies, if you so request.

 

Section 7 (1) (a) (vi)
Officers in the Public Authority responsible for:

  1. The initial receipt of and action upon notices under Section 10,

  2. Requests for access to documents under Section 13 and

  3. Applications for corrections of Personal Documents under Section 36 of the FOIA

The Decision Maker is:

Chief Executive Officer
Mr. Esau Mohammed
Supercare Building
Eastern Main Road
Sangre Grande
Tel: 668-1105; Fax: 668-3387
Email: erha@tstt.net.tt

The Designated Officer is:

Administrative Assistant
Ms. Kelly Ann Connelly-Monsegue
(Contact information as above)

The Alternate Designated Officer is:

Research Officer
Mr. Krishna Ramsumair
(Contact information as above)

Section 7 (1) (a) (vii)
Advisory Boards, Councils, Committees, and other bodies

The ERHA at times hosts Public Board Meetings and community meetings, which are open to the public.  These meetings are advertised accordingly.

Section 7 (1) (a) (viii)
Library/Reading Room Facilities

Information in the public domain can be accessed at our offices.  Some of this information may be accessible through our website at www.healthsectorreform.gov.tt.  You may make general enquiries to the Receptionist/Telephone Operator at 668-1105.

The Library/Reading Room in the ERHA is located at the

Upper Floor
Supercare Building
Eastern Main Road
Sangre Grande

The Library/Reading Room is open to the public from Mondays to Fridays between the hours of 9:00 a.m. and 3:00 p.m. and may be used to make FOI requests or inspect printed material.

Policy of the Public Authority for provision of copies of documents held in the public domain

Section 8 Statements

Section 8 (1) (a) (i)
Documents containing interpretations or particulars of written laws or schemes administered by the public authority, not being particulars contained in another written law:

These documents are available for purchase at the Government Printery.

 

Section 8 (1) (a) (ii)
Manuals, rules of procedure, statements of policy, records of decisions, letters of advice to persons outside the public authority, or similar documents containing rules, policies, guidelines, practices or precedents.

This section is not applicable to the Eastern Regional Health Authority at present.

Section 8 (1) (b)
In enforcing written laws or schemes administered by the public authority where a member of the public might be directly affected by that enforcement, being documents containing information on the procedures to be employed or the objectives to be pursued in the enforcement of, the written laws or schemes.

This section is not applicable to the Eastern Regional Health Authority at present.

 

Section 9 Statements

Section 9 (1) (a)
A report, or a statement containing the advice or recommendations, of a body or entity established within the public authority.

Section 9 (1) (b)
A report, or a statement containing the advice or recommendations, (1) of a body or entity established outside the public authority by or under a written law,  (2) or by a Minister of Government or other public authority for the purpose of submitting a report or reports, providing advice or making recommendations to the public authority or to the responsible Minister of that public authority.

Section 9 (1) (c)
A report or a statement containing the advice or recommendations, of an inter-departmental Committee whose membership includes an officer of the public authority.

 
Section 9 (1) (d)
A report, or a statement containing the advice or recommendations, of a committee established within the public authority to submit a report, provide advice or make recommendations to the responsible Minister of that public authority or to another officer of the public authority who is not a member of the committee.           

Section 9 (1) (e)
A report (including a report concerning the results of studies, surveys or tests) prepared for the public authority by a scientific or technical expert, whether employed within the public authority or not, including a report expressing the opinion of such an expert on scientific or technical matters. 

Section 9 (1) (f)
A report prepared for the public authority by a consultant who was paid for preparing the report.

Section 9 (1) (g)
A report prepared within the public authority and containing the results of studies, surveys or tests carried out for the purpose of assessing, or making recommendations on, the feasibility of establishing a new or proposed Government policy, programme or project.

Section 9 (1) (h)
A report on the performance or efficiency of the public authority, or of an office, division or branch of the public authority, whether the report is of a general nature or concerns a particular policy, programme or project administered by the public authority. 

Section 9 (1) (i)
A report containing (1) final plans or proposals for the re-organization of the functions of the public authority, (2) the establishment of a new policy, programme or project to be administered by the public authority, or (3) the alteration of an existing policy programme or project administered by the public authority, whether or not the plans or proposals are subject to approval by an officer of the public authority, another public authority, the responsible Minister of the public authority or Cabinet.

Section 9 (1) (j)
A statement prepared within the public authority and containing policy directions for the drafting of legislation.

Section 9 (1) (k)
A report of a test carried out within the public authority on a product for the purpose of purchasing equipment.

Section 9 (1) (l)
An environmental impact statement prepared within the public authority.

Section 9 (1) (m)
A valuation report prepared for the public authority by a valuator, whether or not the valuator is an officer of the public authority.

March 19, 2002

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