St. Mary Catholic Hospital Sunyani Diocesan Health Service • Drobo
Catholic Health Institution Official DHS Directive

Electronic Gadgets Policy

Mandatory framework regulating the productive, secure, and respectful use of mobile phones, electronic devices, and internet facilities across Sunyani Diocesan Health Service Facilities (St. Mary Catholic Hospital, Drobo).

Section 1

Introduction & Institutional Tenets

Catholic Health Institution Core Principle

As a Catholic Health Institution with tenets deeply rooted in our Lord Jesus Christ, our principle for quality health care delivery needs to be protected at all times.

Information and communication technology has impacted both individuals and organizations in various ways. The advent of mobile phones has really changed our lifestyle and work style. Beyond the critical role that it plays as the most effective and efficient means of telecommunication, it is also a vital tool for learning and entertainment.

However, unregulated use of electronic gadgets by employees during working hours can negatively affect productivity of organizations. This is because the use of phone is associated with high level of distraction that cannot be compromised in delivery of quality health care.

In healthcare settings, the importance of mobile phones cannot be underestimated as it largely remains the easiest and convenient form of communication. On the other hand, the use of mobile phones can be a potential source of negligence and medical errors among health workers.

As a result, this policy has been crafted as a guide to limit the use of electronic gadgets by staff, students and visitors during working and visiting hours and serve as a measure to uphold our ethics of providing effective and efficient health care at all times.

Section 2

Aim & Key Objectives

Institutional Aim:

To provide the framework for the use of mobile phones in all our facilities.

Specific Policy Objectives:

1 To provide a guide for productive use of cell phones by staff and students.
2 To provide a framework for control of the use of mobile phones by staff and students in the hospital/clinics/schools during working hours, classroom, examination and clinical area.
3 To regulate the use of mobile phones by visitors (patients and official visitors) within the clinical area, classroom and examination.
4 To regulate the use of gadgets by staff and students like Bluetooth, ear piece etc.
5 To regulate photography, videography and the use of other social media like TikTok, Facebook Meta, Instagram, etc. by staff, students and visitors within the facilities.
Section 3

Scope of Application

This policy and its contents shall be applicable to:

Hospital Employees
Permanent, temporary, and casual staff across all units.
Students & Interns
Nursing trainees, medical students, rotators, and clinical attachments.
Visitors & Clients
Patients, family members, chaperones, and official facility visitors.

* Applicable within the entire physical boundaries of Sunyani Diocesan Health Service Facilities (St. Mary Catholic Hospital, Drobo).

Section 4

Rationale & Patient Safety Imperative

As healthcare caregivers, the utmost responsibility is to provide an orderly environment in which clients can get absolute attention of care without any distraction. It is expected that health workers place the lives of the patients above their personal interest during working hours.

However, the use of cell phones by staff and students is increasingly becoming an impediment to the delivery of quality healthcare as staff can be engrossed with their phones at the expense of caring for patients. This policy has become necessary because the use of cell phones during working hours can account for:

  • The distraction of staff by regularly checking their phones.
  • The interference on co-workers' jobs by speaking on the phone.
  • The security issues relating to misuse of the hospital's internet connection.
  • The errors, negligence and accidents that may occur when staff use phones while working.
  • Students failing to concentrate in classroom lectures, examination halls, and direct patient care.
  • Patients feeling neglected by staff who are busy on their phones, and fearing/suspecting that they are being recorded without consent.
Section 5

Responsibility Clause

This element defines the specific roles of Hospital/School Management, Heads of Units/Departments, Visitor Supervision, and Individual Staff towards the rigorous implementation and enforcement of this policy.

I. Hospital & School Management
  • Ensure that the policy is fully enforced across all facilities and shifts.
  • Provide official designated phones to the various clinical units and departments.
  • Determine appropriate sanctions and disciplinary measures for any staff or student who breaches the policy.
II. Heads of Unit & Departments
  • Create active awareness of the phone policy among unit staff and students.
  • Provide mandatory orientation regarding the policy to all new staff, rotators, and students.
  • Interpret the policy to staff whenever questions or ambiguities arise.
  • Enforce the full content and restrictions of the policy at the departmental level.
III. Visitor & Clinical Area Protection
  • Ensure that visitors do not use their mobile phones to take pictures or videos of the hospital's clinical area and patients under any circumstances.
  • Maintain privacy, dignity, and absolute confidentiality of all admitted patients.
IV. Individual Staff & Students
  • Strictly comply with all clauses and stipulations of this policy.
  • Seek proper interpretation of any portion of the policy from their immediate supervisor when necessary.
Regulations (Part A)

Prohibited Uses of Electronic Gadgets

The use of personal cell phones and electronic gadgets by staff and students in the hospital is strictly restricted and prohibited as follows:

Avoid using work cell phones for personal calls.
Rule A-1 Work Phone Discipline
The use of cell phones within the earshot of another staff's working space during working hours is not allowed.
Rule A-2 Noise & Disruption
The use of cell phones in areas where there are explicit prohibition signs is totally forbidden.
Rule A-3 Designated Silent Zones
Apart from Doctors, Drivers and Staff on-call, Hospital cell phones should be kept at the various wards/units and never taken off-site.
Rule A-4 Device Custody
Staff are not allowed to use official or personal cell phones for the purpose of playing games and entertainment on any social media.
Rule A-5 Zero Gaming & Leisure
Drivers of the DHS facilities are strictly prohibited from making or receiving calls while the vehicle is in motion.
Rule A-6 • Critical Transport Safety
Staff/Student shall at all times turn off or put their personal phone on silent during working hours and meetings.
Rule A-7 Silent Mode Mandatory
The use of cell phones, camera or recorders to capture confidential information (being visual or audio) is strictly prohibited in the hospital.
Rule A-8 • Zero Tolerance Patient Confidentiality
Never use a cell phone while operating hospital medical or diagnostic equipment.
Rule A-9 Equipment Safety
Surfing the internet, texting and chatting with cell phones in any form by the staff during working hours is highly restricted in the hospital.
Rule A-10 Social Media & Chatting
Staff are not allowed to charge their personal cell phones in the hospital.
Rule A-11 Hospital Power Consumption
The use of the facility's internet connection to download or upload obscene materials or perform any illegal activity is strictly forbidden.
Rule A-12 Network Security
Staff are not allowed to use the facility's title, logo, or hospital uniform to perform any activity in any social media platform like YouTube, TikTok, Instagram, Facebook Meta, etc.
Rule A-13 • Brand Protection Uniform & Social Media Ban
Regulations (Part B)

When to Use Electronic Gadgets (Permitted Conditions)

Staff and students are authorized to use cell phones under the following explicit terms and conditions:

During official designated break time.
Rule B-1 Break Time
To schedule and keep track of clinical appointments.
Rule B-2 Appointments
Making or receiving work-related calls in the appropriate designated place and clinical situation.
Rule B-3 Work Calls
For other work-related communication such as text messages or emailing in appropriate places and situations.
Rule B-4 Official Messaging
To carry out work-related research and to keep track of work tasks and medical contacts.
Rule B-5 Medical Research
While staff/students are on the hospital compound after close of work. (Caution: Not in the ward or OPD while near patients to avoid patient misunderstanding).
Rule B-6 After Hours
Having express written or verbal approval of management to use personal phone for official institutional purposes.
Rule B-7 Management Approval
While on a stationary hospital vehicle in the case of facility drivers (vehicle safely parked and engine idle/off).
Rule B-8 Stationary Vehicle Only
Quick Orientation Guide

Hospital Gadget DOs & DON'Ts Matrix

DO (Permitted)
  • Put all personal devices on Silent or Off during shifts and clinical meetings.
  • Use phones strictly during official designated break times.
  • Keep official unit phones at the ward desk when not on-call.
  • Pull over safely before answering calls (Drivers).
  • Conduct patient care and medical research with full clinical focus.
DON'T (Strictly Prohibited)
  • DO NOT plug personal phones to charge in hospital wall sockets.
  • DO NOT take photos/videos of clinical spaces, patients, or procedures.
  • DO NOT post on TikTok/Social Media wearing hospital uniform or name tag.
  • DO NOT use phones while operating medical diagnostic machinery.
  • DO NOT receive calls while driving hospital ambulances or transport vans.
Enforcement & Penalties

Disciplinary Actions & Repercussions

Improper use of cell phones by staff/students or any breach of this policy can result in the following disciplinary repercussions:

Sanction 1 Immediate Confiscation Stop the action at once by confiscating the gadget. Only returned upon completion of school for students, or for staff after one month (30 days).
Sanction 2 Formal Warnings Issuance of official verbal or written warning placed on the employee's or student's institutional record.
Sanction 3 Suspension From Work Suspension from duty and clinical rotations for repeated failure to adhere to mobile phone and workplace regulations.
Sanction 4 • Severe Termination of Appointment Summary dismissal / termination of appointment if cell phone usage involves illegal or dangerous activity, such as violating institutional or client confidential information.
Section 10

Conclusion & Administrative Authorization

The policy is to enhance the quality of care that is provided to the clients in the facilities. It intends to provide quality time for the staff to concentrate on the patients and their various needs during their stay in the facility.

Mandatory Staff & Student Undertaking Clause
"I have read and do understand this policy and without any coercion undertake to abide by this policy."
Authorized Executive: Sr. Celestina Thomas
Designation: Hospital Administrator
Institution: St. Mary Catholic Hospital, Drobo
Diocese Postal: D.H.S. Office, Post Office Box 489, Sunyani • Bono Region
Hospital Postal: P.O. Box 14, Drobo B/R
St. Mary Catholic Hospital
RECEIVED & AUTHORIZED
10 MAR 2026
Sr. Celestina Thomas
Administrator Stamp • Drobo
Quick Clarifications

Frequently Asked Questions

No. Clause A-11 strictly states that staff and students are not allowed to charge their personal cell phones in the hospital.

No. Drivers are strictly prohibited from making or receiving calls while the vehicle is in motion (Rule A-6). Drivers may only communicate when the vehicle is completely stationary and safely parked (Rule B-8).

No. Staff are strictly prohibited from using the facility's title, logo, or uniform to perform any activity on social media platforms including YouTube, TikTok, Facebook Meta, and Instagram (Rule A-13).

For students, the confiscated gadget is retained by administration and only returned upon completion of school / graduation. For staff, the gadget is confiscated for one month (30 days).

No. Visitor photography and videography within clinical areas and around patients are strictly forbidden to uphold patient confidentiality and dignity.