Steps in the Preparation of Standard Operating Procedure (SOP)

Standard Operating Procedure (SOP)

Steps in the preparation of Standard Operating Procedures (SOP)

A.    SOP Writing

In the making of SOP need their steps by steps in preparing the SOP, so as not to confuse and clear. Standard Operating Procedure (SOP) can be said to be good if all that is written therein can be read and understood by everyone who uses it. Therefore, we need a correct way in making the Standard Operating Procedure. Here's an effective way of making the Standard Operating Procedure:

1.      Write down every stage of the process in a procedure in which a short sentence. Long sentences is more difficult to understand.

2.      Write down each stage of the procedure in the form of imperative sentences. Sentence command shows directly what to do.

3.      Communicating clearly every word that is used in a procedure.

4.      Using the term of terms or abbreviations that are already commonly used in daily activities.

Making the Standard Operating Procedure should be as consistent and that the parties use to be familiar and easy to understand Standard Operating Procedure in question. Following the arrangement of the contents of the Standard Operating Procedure (Tricker, 2005):

1.      Document Data Sheet

Contains all the information that represents the document itself include the name of the document, who whice made, when the document is approved, who approved, a summary of the contents of the document, etc.

2.      Purpose and Scope of Standard Operating Procedure

Contains the purpose of the explanation and the reasons why the procedure is needed as well as an explanation of limitations and procedures established discussion area.

3.      Procedure

The procedure is the main part of the document. The procedure created a picture of something that explains the details of each order process. Form used in the process are also described.

4.      Duties and responsibilities

Contains the duties and responsibilities of each party involved in a process.

            Before the manufacture of SOP there are some things that should dipriotaskan in the preparation of SOP, and make choices work processes, needs to be reviewed the following issues:

1.      How do the effects, positive or negative affect on patient care.

2.      How can the impact of the creation of the problem on staff / officers.

3.      Is the work process creates waste, a matter of time, the need for new equipment, repetition of work.

4.      Other specific potential impacts to the Hospital.

So these things can have SOP determined by priorities.

B.     The principle of writing Standard Operating Procedure (SOP)

1.      Assign, the underlying policy review procedures / work process.

2.      Consider the procedure is a thorough procedure or consisting of a collection of several smaller procedures (especially when the procedure is quite long, broken, for example: Preparation Stage, Stage Initial Activity, Final Stage, Stage Evaluation, etc.).

3.      When was SOP created, might be better before anything new work processes implemented.

4.      Search literature and other relevant information that supports these procedures.

5.      Search input from staff / officers concerned to not be too authoritarian

6.      Set the procedure is required or as a guide. If required, it should be clear that the Standar Operating Procedure (SOP) must be done with no other steps. If as a guide, then there is an opportunity to move all or part of an alternative.

7.      Set the results (outcomes) expected.

8.      Write down the facilities required.

9.      Define who is authorized to carry out such procedures.

10.  Steps compiled based on logic, to complete the work processes effectively, efficiently, and safely.

11.   SOP numbering system to be made as an organized and independent.

12.   Socialize (SOP) Standard Operating Procedure

13.   SOP revisions carried out according to the needs of development: science, other information, changes in unit / structure.

C.     Who should write SOP

A person or group of SOP let makers have this level of knowledge is more accurate and never experienced these jobs. As the officer who will carry out the work process, the officer who will carry out the maintenance of the tools used in the work process, the authors who have a regular writing SOP, Environmental Health officer / K3 / Nosocomial Infection. Had Record SOP close to work, description of the procedure will be more communicative, efficient, effective and in accordance with the needs of the workplace. Many procedures are not designed and developed accurately and scientifically. Testing methods can be used, among others, the ISO standard method; and of some operations ISO standards can be used in the manufacture of SOP.

D.    SOP is a product of the Law

SOP should be believed as an agreement made in a government agency rule, decree, Memo which is juridically valid. In other words, an SOP that is going to be used must first be made SKnya terlibih. This is important, because the SOP is a legal product, or at least an internal technical guidelines in these institutions. Denial of the SOP may be a violation of the law and can be prosecuted, to assess denial need menusuri or identify the implementation of the SOP and to prove, for example: a police detachment of 88 shot dead a terrorist, without any warning, this is a procedural mistake, the police can be prosecuted ; A research student implement data retrieval without consent thesis supervisor, also a violation of the procedure, and can be sanctioned.

3.12        Evaluation

• Objective: to civilize internal audit
• The evaluation was conducted

o   Periodically, once a maximum of 3 years

o   As needed to implement the SOP

• Set implementing evaluation
• Create permanent procedures SOP evaluation procedure
• Develop the format / check list evaluation
• Evaluation result

The Influence of Hospital and Clinic Standard Operating Procedure (SOP)

The Influence of Hospital and Clinic Standard Operating Procedure

The influence of Hospital Standard Operating Procedure

In Kepmenkes No. 004 of 2003 on policies and strategies for health sector decentralization mentioned one strategic goal is the effort to reorganize health management in a decentralized environment. One key step in that goal is to develop sub-system maintenance and optimization of utilization of facilities and medical equipment.

And in a key step 28 Kepmenkes mentioned above stated that the successful implementation of health care in a hospital or care facility can be achieved when the available operational and maintenance costs of the means of adequate health and for it to be prepared technical guidelines and standard operational procedure (SOP) on maintenance and optimizing the utilization of hospital facilities and medical devices. (MOH, 2003).

Improvement of efficiency and effectiveness can be done in several ways, among others, the existence of a guideline or a Standard Operational Procedure (SOP) for example, in terms of maintenance and utilization of health facilities and health equipment, calibration and routine maintenance, training technicians and equipment operators, socialization SOP on the whole user unit facilities and medical equipment in hospitals concerned and the availability of spare parts.

Planning procurement of facilities and medical equipment according to the needs of mature both in terms of providers and consumers will enhance optimal utilization. Conversely, if the administration of the hospital is not in accordance with the standards that have been set, will cause great loss to the patients, visitors, and even hospitals.

The type and scope of Hospital Standard Operating Procedure (SOP)

Hospital Standard Operating Procedure

The type and scope of Hospital Standard Operating Procedure (SOP):

1.      SOP professional services: in this case there are two groups.

a.       SOP for the scientific aspect is the SOP regarding work processes for diagnostics and therapy, include:

·         Medical services, including: Committee on Medical / Pharmaceutical, Inpatient, Outpatient, Emergency Services, ICCU / ICU, Surgery rooms etc. Example: SOP for diagnostics / therapy

·         Supporting facilities include: Laboratory, Radiology, Rehabilitation Medical, Pharmacy, etc. Example: SOP examination (technical) Laboratory

·         Nursing services. Example: SOP / Standard nursing care, patient preparation SOP Operationsi

b.      SOP for the managerial aspect is SOP. SOP work processes that support scientific and non-scientific patient care.
      Example: Keep your doctor procedure room, Medical Consultation Procedure

2.      SOP administration ordinances regulate the activities of the organization including the relationship between work units and activities - activities non-medical.

SOP administration include:

a.       Planning programs / activities

b.      Financial

c.       Equipment

d.      Employment

e.       Reporting

Example: Patient Registration Procedures

The forms of Standard Operating Procedur (SOP)

The forms of Standard Operating Procedure :

The forms of Standard Operating Procedure there are :

1. Simple Steps : does not contain much detail. This SOP typically used for working procedures that are less than 10 steps.
2. Hierarchical Steps : Users can choose the format SOP steps you want them to do, beginners can learn the details of the steps that will help them learn the procedure.
3. Graphic Procedures : This chart divides the long process into several sub-processes. Workers can learn to do several short process easier than a long procedure. Typically, this SOP format accompanied by diagrams or pictures. Used if the process that was written more than 10 steps.
4. Flow Chart : Is a simple chart that explains step - a step in the decision-making process. Flowchart using a symbol - a symbol that represents an action.

The Phases Preparation of Standard Operating Procedure

The Phases Preparation of Standard Operating Procedure:

1. Formulating an objectives of Standard Operating Procedure

-          Determining the title

2. Menentukan kebijakan-kebijakan yang berkaitan dengan protap :

-          Translating policy / policies / rules / regulations are useful for policy:

a.       Ensuring an activity

b.      Creating a performance standard

c.       Resolving a conflict in work teams

3. Make the process flow

-          Form of the charts that describe the process or order the course of a product / procedure that records all the events;

a.      Give a complete picture of what is being implemented

b.      Helping each implementation to understand the role and function with the other side.

-         Terms of a chart must be made on the basis of direct observation, should not be made on the basis of what is remembered and arranged in "Flow of Work"

Technique makes basic questions:

a.       Purpose: What exactly is done and why?

b.      Where: Anywhere done and why?

c.       Sequence: When and why at that time?

d.      Petugas : Siapa yang melakukan dan mengapa oleh dia ?

e.      Method: What method is used and why is it that way?

Formulating procedures or implementation of activities in a clear, coherent and writing. Procedure or implementation is based on the results of the above questions (flow of work) that describes a unit of activities that were given out in order to achieve job satisfaction and achievement of objectives.

The Principle of SOP (Standard Operating Procedure)

2.1  The principle of SOP (Standard Operating Procedure)

2.1.1        The principle of SOP (Standard Operating Procedure)

a.       SOP should refer to the organizational structure and, the main tasks, as well as document flow.

b.      Standard operating procedures are the responsibility of all members of the organization.

c. The Functions and activities are controlled by the procedure, so it is necessary to develop a flowchart of the organization's activities.

d.      SOP is based on the applicable policies.

e.   SOP coordinated to reduce the possibility of errors / irregularities.

f.       SOP is not very detailed.

g.      SOP is made as simple as possible.

h.      SOP is not overlapping, conflicting or duplicate with other procedures.

i.        SOP reviewed periodically and developed as needed.

2.1.2        The principle of Implementation of SOP

Implementation of SOP should meet the following principles:

                                   a.          Consistent. SOP should be consistent over time, by anyone and in any event by all officers and executive in the Inspectorate General of the Department of Religion.

                      b.     Commitment. SOP should be carried out with the full responsibility of all levels of the organization, from the lowest level to the highest.

                                  c.          Continuous improvement. Implementation of the SOP should be open to any improvement to obtain the procedures were really efficient and effective.

                                  d.        Binding. SOP should be binding on the executor in carrying out their duties in accordance with procedures established standards.

                             e.            All elements have an important role. All employees play a role in any standardized procedure. If there are employees who do not carry out his role properly, it will disturb the whole process, which ultimately also have an impact on the governance process.

                                   f.            Well documented. The whole procedure has been standardized should be well documented, so it can always be used as a reference.

The Purpose (Goals) of the Standard Operating Procedures (SOP)

The Purpose of the Standard Operating Procedures

The purpose of the writing standard operating procedures :

1. In order for officers to maintain consistency and level of performance of staff or teams within an organization or unit.
2. In order to know clearly the roles and functions of each position in the organization
3. Clarify groove duties, powers and responsibilities of the officers concerned.
4. Protect the organization and the staff of malpractice or other administrative errors.
5. To avoid failure / error, doubt, duplication and inefficiency

DEFINITION OF STANDARD OPERATING PROCEDURE

Standard Operating Procedure (SOP)

2.1  Definition

2.1.1        Definition of Standard (Standar)

“Something used as a measure, norm, or model in comparative evaluations” (Oxford Dictionary).

2.1.2        Definition of Operating (Operational)

“Control the functioning of (a machine, process, or system)” (Oxford Dictionary). 

2.1.3        Definition of Procedure (Prosedur)

“An established or official way of doing something” (Oxford Dictionary).

2.1.4        Definition of Standard Operational Procedure (SOP)

According to Cipto Atmoko, Standard Operating Procedure is a guideline or a reference to perform job duties conformed to the functions and tools for performance evaluation of government agencies based on the indicators of technical, administrative and procedural appropriate work procedures, work procedures and systems of work at the work unit concerned.

2.2   Legal Basic of Standard Operational Procedure (SOP) in Indonesia

1.      Law Number 36 of 2009 concerning Health (State Gazette of the Republic of Indonesia In 2009 Number 144, Additional State Gazette of the Republic of Indonesia Number 5063).

2.      Law number 43 of 2009 on archival (Repulik Indonesia State Gazette number 152 of 2009, additional State Gazette number 5071).

3.      Permen PAN Number: PER / 21 / M.PAN / 11/2008 on Guidelines for Preparation of Standard Operating Procedures Government Administration.

2.3  Goals and Funtion of Standard Operational Procedure (SOP)

SOP (Standard Operating Procedure) is a document that contains measures / systematic work in an organization. From some of the Standard Operational Procedure (SOP) according to experts, the main purpose of the preparation of SOP is to facilitate any work processes and minimize errors in the process.   

The purpose of the preparation of the Standard Operational Procedure (SOP) include:

1.       In order to the officer to keep the consistency and level of performance of officers or employees or teams within an organization or business unit.

2.       In order to know clearly the roles and functions of each position in the organization.

3.       To clarify the groove duties, powers and responsibilities of the officer concerned.

4.       To Protect the organization or work unit and the officer of malpractice or other administrative errors.

5.       To avoid failures or mistakes, doubts, duplication and inefficiency.

6.       To Give information about the documents required in a work process. 

The function of an acquired by making these Standard Operating Procedures include:

1.    To efficiency time, because all the process becomes faster when the work was already structured systematically in a written document. All activities of the employees have been listed in the SOP (Standard Operating Procedure) so that they know what to do during the work period.

2.      To facilitate the stages of service provided to the public as consumers in terms of the simplicity of the service flow.

3.    To seriousness of employees in providing services, especially the consistency of working time according to applicable regulations. This is a standardization of how an employee complete the task.

4.       Can be used as a means to communicate the execution of a job.

5.       Can be used as a reference tool in assessing the service process. If the employee acted in accordance with the SOP meaning she has less value in performing the services.

6.       Can be used as a means to control and anticipate when there is a change in the system.

7.       Can be used as a register that is used regularly by supervisors when held audit. SOP (Standard Operating Procedure) valid will reduce the workload. Simultaneously, it can also improve the comparability, credibility and defensibility.

8.       To help employees become more self-sufficient and not dependent on management intervention, thereby reducing management engagement in the implementation of daily processes.

9.       To reducing the level of errors and omissions that may be performed by an employee in performing the task.

 

Ok, this is some definition, goals and function of Standard Operational Procedure (SOP). May be useful.