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System Purpose

What MEDHUB is for and how it supports CHO, RHU, pharmacies, and registered users.

MEDHUB is a medicine inventory, request, dispensing, referral, donation tracking, alert, and reporting system intended for use by the City Health Office (CHO), Rural Health Units (RHUs), registered pharmacies, and registered residents/users.

The system is designed to improve the monitoring, traceability, accountability, and reporting of medicines handled by the CHO, RHUs, and participating pharmacies. It records medicine batches, quantities, expiry dates, sources, donors, requests, dispensing transactions, referrals, and inventory alerts.

MEDHUB supports the following:

  • Monitoring medicine inventory per CHO, RHU, and registered pharmacy.
  • Recording medicine batch details, including batch number, quantity, source, donor, and expiration date.
  • Tracking medicines received through donation.
  • Supporting RHU medicine requests from the CHO.
  • Recording medicine dispensing to registered users/residents.
  • Creating RHU-to-RHU patient referrals when a medicine is unavailable in one RHU but available in another.
  • Generating reports for dispensed medicines, donated medicines, inventory, low stock, requests, fast-moving medicines, and trends.
  • Providing alerts for low stock, out-of-stock, near-expiry, and expired medicines.

Legal and Regulatory Basis

These policies are guided by Philippine laws and regulatory principles.

Republic Act No. 9711

The Food and Drug Administration Act of 2009 supports the need to monitor health products, including drugs and medicines, to help ensure safety, quality, proper documentation, and accountability.

Republic Act No. 10918

The Philippine Pharmacy Act supports responsible handling, dispensing, and monitoring of medicines in accordance with professional and regulatory standards.

Republic Act No. 10173

The Data Privacy Act of 2012 supports the need for a privacy notice, user consent, and proper processing of personal information collected during registration, medicine dispensing, referrals, and reporting.

Donation Documentation Principles

Medicines received through donation must be properly documented through donor information, itemized medicine details, quantity, batch number, expiration date, receiving office, and available reference documents.

General System Use Policy

All users shall use MEDHUB only for authorized health inventory, medicine monitoring, request, dispensing, referral, reporting, and documentation purposes.

Users shall not:

  • Enter false, misleading, or incomplete information.
  • Use another person’s account.
  • Modify or delete records without proper authority.
  • Dispense, sell, transfer, or record medicines outside their authorized role.
  • Use personal data obtained from the system for unauthorized purposes.
  • Encode donated, expired, defective, recalled, or questionable medicines without proper review and documentation.

All system activities may be recorded through activity logs for accountability and audit trail purposes.

Data Privacy and Consent Policy

MEDHUB collects and processes personal information such as name, email address, contact number, sex, birthdate, address, barangay, RHU assignment, medicine claim history, referral records, and related transaction records.

Personal information shall be collected and processed only for legitimate MEDHUB purposes, including account registration, RHU assignment, resident identification, medicine dispensing records, referrals, reporting, and public health service documentation.

Required Registration Consent

Before completing registration, the user must confirm that they have read and agreed to the Data Privacy Notice, Terms of Use, and MEDHUB System Policies.

I have read and agree to the Data Privacy Notice, Terms of Use, and MEDHUB System Policies. I understand that the information I provided may be collected, processed, and stored by MEDHUB for account registration, RHU assignment, medicine dispensing, referral, reporting, and public health service documentation.

Medicine Receiving Policy

All medicines added to the system must be properly documented before becoming part of CHO, RHU, or pharmacy inventory.

Generic name
Brand/product name
Dosage form
Strength
Manufacturer/company
Batch number
Expiration date
Quantity received
Unit of measure
Storage condition
Storage location
Source type
Acquisition type
Reorder level
Reference number or supporting document
Remarks

Medicines with incomplete or questionable details should not be released until verified by authorized personnel.

Medicines Received Through Donation Policy

For system purposes, medicines received through donation refers to medicines given to the CHO or RHU by a registered pharmacy, individual, organization, or other donor without purchase by the receiving office.

Medicines received through donation may be accepted only after verification and proper documentation. They shall be tagged separately from purchased, transferred, government-supplied, or existing stock to support traceability, reporting, and early expiry monitoring.

Required donation records:

  • Acquisition Type: Donation.
  • Donor type and donor name.
  • Donor pharmacy account, if applicable.
  • Donor user account, if applicable.
  • Receiving office: CHO or RHU.
  • Medicine details, batch number, expiration date, and quantity received.
  • Reference number or donation document, if available.
  • Remarks and verification notes.

Donor Tagging and Pharmacy Donation Policy

Registered pharmacy donors shall be linked to their verified pharmacy account in the system. Registered resident/user donors may be linked to their registered user account if available. If the donor is a walk-in individual or external organization without an account, the receiving CHO/RHU staff may record the donor as an external donor using available donor details.

Pharmacy donation rule:

Registered pharmacies may donate medicines only to the CHO or RHU through the receiving workflow. Pharmacies shall not directly donate, dispense, or release medicines to walk-in or registered users through MEDHUB.

Correct workflow:

  1. Pharmacy or donor gives medicine to CHO/RHU.
  2. CHO/RHU verifies and receives the medicine.
  3. CHO/RHU records the medicine in MEDHUB.
  4. The medicine becomes part of CHO/RHU inventory.
  5. CHO/RHU may dispense the medicine to registered users through the authorized dispensing workflow.

Expiry, Low Stock, and Out-of-Stock Alert Policy

MEDHUB automatically flags medicines based on expiration date, stock quantity, and reorder level.

Near Expiry Alert

  • Medicines received through donation are flagged sixty (60) days before expiry.
  • Other medicines are flagged ninety (90) days before expiry.
  • Expired medicines are marked separately as expired.

Stock Alert

  • Current stock greater than zero but equal to or below reorder level is marked as Low Stock.
  • Current stock equal to or below zero is marked as Out of Stock.
  • Low stock and out-of-stock medicines appear in notifications and reports.

Dispensing, Request, and RHU Referral Policy

Medicine Dispensing

Only authorized CHO and RHU users may dispense medicines to registered users/residents through MEDHUB. Each transaction shall record the claimant, medicine, quantity, source office, dispensing staff, date, time, and remarks when applicable. Once medicine is dispensed, the quantity is deducted from the releasing inventory.

RHU Patient Referral

If a medicine is unavailable or insufficient in the current RHU, the RHU may refer the registered user to another RHU with available stock. The user may present the referral number, printed referral slip, or screenshot of the referral slip to the referred RHU. Once claimed, the medicine is deducted only from the referred RHU inventory.

Medicine Request

RHUs may request medicines from the CHO through MEDHUB. The CHO may approve, partially approve, reject, or process requests based on available stock and operational requirements.

Medicine Problem, Defect, Recall, or Pull-Out Policy

A medicine-related problem may include expired medicine, near-expiry medicine requiring urgent action, damaged packaging, unclear or missing label, suspicious or questionable medicine, wrong medicine or dosage, storage issue, recalled medicine, adverse reaction complaint, or discrepancy in batch/source/donor information.

Minimum action required:

  1. Identify the affected batch.
  2. Stop release of the batch.
  3. Check medicine details, batch number, source, and expiration date.
  4. Record remarks or status update in the system when applicable.
  5. Notify the responsible office or authority.
  6. Coordinate for pull-out, return, quarantine, disposal, or further verification.
  7. Keep supporting documentation when applicable.

Role-Based Responsibilities When a Medicine Problem Occurs

Super Admin / CHO

  • Review the affected medicine batch and source.
  • Verify batch number, expiration date, donor/source, and receiving record.
  • Stop further release of affected CHO-owned medicine.
  • Coordinate with RHUs if the affected medicine was already distributed.
  • Review activity logs, inventory records, dispensing records, and reports.
  • Coordinate with the donor, pharmacy, supplier, manufacturer, or appropriate authority when needed.
  • Decide whether the medicine should be pulled out, quarantined, returned, disposed, or retained after verification.
  • Ensure proper documentation is maintained.

RHU Admin

  • Stop dispensing the affected medicine batch.
  • Verify the batch number, expiration date, and quantity on hand.
  • Check whether the medicine was received from CHO, donation, transfer, or other source.
  • Inform the CHO or authorized superior immediately.
  • Record remarks or relevant updates in the system when applicable.
  • Identify whether users were already dispensed the affected batch, if records allow.
  • Follow CHO instructions for pull-out, quarantine, disposal, or other action.
  • Use the referral function if medicine becomes unavailable and another RHU has valid available stock.

Pharmacy User

  • Stop selling, transferring, or donating the affected batch through the system.
  • Verify product details, batch number, expiration date, and source.
  • Notify the receiving CHO/RHU if the affected medicine was previously donated.
  • Cooperate with CHO/RHU verification if there is a complaint, recall, or question regarding donated medicines.
  • Provide available supporting documents when requested.
  • Ensure donations are made only to CHO/RHU and not directly to registered users through MEDHUB.

Registered User / Resident

  • Report any concern about a received medicine to the releasing RHU/CHO.
  • Present the release slip, referral slip, or transaction reference when available.
  • Avoid using medicine that appears damaged, expired, mislabeled, or suspicious.
  • Follow the advice or instructions of authorized health personnel.
  • Not transfer, sell, or misuse medicines received through the system.

System Administrator / Technical Maintainer

  • Preserve relevant system records and logs.
  • Ensure affected records are not deleted without authority.
  • Assist authorized personnel in retrieving reports, logs, or transaction records.
  • Fix technical errors affecting alerts, inventory deduction, reports, or role access.
  • Maintain backups and system access controls.
  • Avoid changing medicine or transaction records unless instructed by authorized personnel and properly documented.

Accountability, Traceability, and Reporting Policy

MEDHUB maintains records to help trace who received the medicine, where the medicine came from, which office owns the stock, which batch was dispensed, who dispensed it, when it was dispensed, and which donor or source was connected to the batch.

Activity logs and reports shall be used to support accountability, audit, monitoring, and investigation of discrepancies.

Reports may include:

  • Medicine dispensed report.
  • Fast-moving medicine report.
  • Medicine trends report.
  • Donated medicines report.
  • Low stock report.
  • Inventory report.
  • Medicine request report.
  • Referral and dispensing records, when applicable.

User Agreement

By using MEDHUB, the user agrees to use the system only for authorized purposes, provide true and accurate information, follow the system policies and role-based responsibilities, protect personal data and system access, and report medicine or system issues to the proper authority.

The system does not guarantee automatic release of medicine. All dispensing, referral, receiving, donation, pull-out, or corrective action shall remain subject to authorized verification and applicable procedures.