Human Resource Department
Human Resource initiatives are engaged in alignment with the strategic goals of the Institution, inculcating a positive and engaging work environment. The Department is assigned with a plethora of personnel engagements and integrated processes as a means to leverage and develop the Institution into an excellent state-of-the-art Health Care Provider. The Department is also geared to focus on strategic planning, analysis and compliances required for maintaining standards and acquiring accreditations and to foster continual personal and professional development of staff, assist in innovation and in the futuristic visions of the Institution.
The HR Manager along with the HR Officer, 5 Assistants and Attenders co-ordinate with the management and the staff in order to implement the tasks assigned to the Department.
Work carried out by the Department is detailed as under:
- HR Manual: As per the upgraded norms and standards formulated by the QCI, the HR manual was updated and implemented. The manual contains SOP’s and policies pertaining to all aspects of Human Resource Management; a reflection of the Institution’s deep conviction for consistency and transparency.
- Human Resource Planning: Understanding the needs and dynamics of various departments of the Institution, Strategic HR planning was initiated this year too. Based on the study, requisitions forwarded by Departmental heads were assessed, identified and analyzed. Job specifications and descriptions were drawn up keeping in mind the Institution’s futuristic vision. Manpower planning was also initiated when requisitions were forwarded by the Head of Department or In-charge because of a resignation or superannuation.
- Talent Acquisition: Talent is the primordial asset that enables the success of the Institution. Human Resource Department is responsible for finding, acquiring, assessing and hiring candidates to fill roles that are required to meet Institutional goals and fill in the requirements. The Department has been efficiently maintaining a database for various posts and usually applicants from this database are screened for interviews. However, if required advertisements are placed in newspapers. This year advertisements were placed in several local and regional newspapers for the posts of Technicians, Radiographers, House Keeping Staff, Attenders etc. Employment Exchanges were informed about the vacant jobs and ‘Employ Me’ and ‘Placement Point’ consultants were also contacted. After applications are screened, tests are held followed by panel interviews. Once the recruitment formalities are complete, the selected candidates are informed orally or by correspondence to comply with the pre-joining formalities.
- Compliance of Recruitment Policies: Selected candidates are required to observe the recruitment policy of the Institution. The HR Department cross verifies certificates, testimonials and antecedents. Employment verification processes are followed by the Department. It also organizes pre-medical health check up as part of pre-joining formality. This year this process has been initiated for all teaching staff as well. During the year, 942 candidates were called for interviews, of which 693 attended the same. Of these 502 candidates were selected against various vacancies and 334 incumbents have joined.
- Induction and Orientation The HR Manager conducts an Orientation Programme for all the new entrants by making an audio-visual presentation on the ethos and culture of the Institution. Briefing is given to these staff on the Institution’s history, work culture, benefits, eligibility, and other matters relevant for working in the new organization. The new entrants are also educated on Employee Rights and responsibilities as part of the orientation programme. Induction process creates an opportunity for the new recruits to acquaint themselves to the Institution’s services and environment.
- Performance Management: In order to secure constant improvement in performance and ability of newly recruited employees, Human Resource Department reviews the performance on a regular basis through performance appraisal. Appraisal of staff performance is done on a quarterly/ half-yearly/ yearly basis of the newly recruited employees in order to evaluate the performance, aptitude, and professional acumen. This evaluation is done by In-charges, Departmental Heads, Administrators and those approved by the Director. Further orders are prepared based on the appraisals. The HRD sends timely appraisal forms and assists the Appraisers if required, to assess the employee’s performance in a more objective and systematic way. This year too Annual Appraisal assessment for the non-teaching staff was initiated and over 1500 non-teaching staff appraisal work was organized by the HRD.
- Staffing Orders: One of the main functions of HRD is the preparation and issue of appointment orders, job description, probation, extension and confirmation orders. It also undertakes the study of matters concerned to increments, pay revision, promotions, transfers etc. and prepares the same in conformity with the instructions of the Management. The Department also undertakes work related to resignation, retirement, and termination including No Dues Clearance and settlement after discharge.
- Leave Administration: The Department manages leave related work of employees efficiently, with transparency and ensures accurate carry forward of leave accruals, leave approvals and encashment. Maintenance of Attendance and an up-to-date Leave Record of all staff is another major function of this department. Leave registers are updated and preserved where the details of the leave accrued and availed is recorded. A leave synopsis is also submitted to the Establishment section for processing salary every month. Biometric technique of recording attendance is also being observed.
- Statutory Obligations: There are various statutes that the Institution is required to comply with related to Labour department such as Employment Exchange Act, Maternity Benefit Act, Payment of Gratuity Act, Labour Welfare Fund Act etc.. The Department assists the Management in complying with such statutes as and when required. Statutory obligations connected with payment of wages such as enforcement of Payment of Wages, Minimum Wages, Variable Dearness Allowance etc are upgraded and complied with.
- Personnel Records: Preservation of personnel files and documents is another assignment allotted to the HR Department. Documentation of a staff’s personal details, educational qualifications, past work experience, cumulative records, orders, disciplinary issues and other related records are maintained in the Personnel file of each staff and these files are retained for ready reference and use. Presently the department maintains a collection of over 6000 personnel files of present as well as past employees of the Institutions.
- Human Relations: The Human Resource Department assists the Management in its primary concern of managing the human constituents in the Institution. The Department acts as a link between the Management and the employees ensuring good human relations in the Institution. Employee grievances and related issues are usually channelled through the Department. The Manager counsels and advises staff as and when required and as per the instructions of the Management. All disciplinary related issues are processed through the department. Legal issues are also dealt with by this section.
- Accreditation: The Department has been actively involved with work related to setting up of standards, records and in the implementation of compliances according to NABL, NABH and NAAC. The department is also actively involved in the preparation of agreements, manuals and policies required to be followed by these Accreditation Boards. Several internal audits were conducted of the Department and standards complied with. The Department was also audited by the NABH Assessment team and rated excellent by them. The HR Manager is a NABH Core- committee member and a member of the NABH in-house Audit Team.
- Staff Health Concerns: The management has introduced annual health check-up for all the employees of the Hospital since last year. An immunization programme for the staff especially in direct contact with patients was also initiated. The HR Department issues staff health files and allot grades as per the Institution’s policy for concessions, free medicines and health benefits. The HRD transitioned from manual record keeping to the Hospital Information System –‘Back Bone’ in matters of personal and staff heath record keeping.
- Training and Development: Another integral function that the Human Resource Department co-ordinates is Staff training and development programmes. The Management has mandated various training programmes in order to enhance competencies, cultivate the skills, improve technological knowledge and acquaint with the latest trends in the Health Care field. The HRD is involved in preparing Training calendar and organizing training on various modules including training on occupational hazards, safety, patient care, resuscitation etc. Training on various topics such as Soft Skills, Employee and Patient Rights and Responsibilities, HR etc. are conducted by the HR Manager. Training records of Workshops conducted by other Departments are also maintained in the HR department.
- Privileging: As part of NABH guidelines and standards the HR Department is actively involved in fulfilling Credentialing and Privileging Standards of Nurses and Doctors. Credentialing and Privileging processes are assessed, aligned, and documented as per the HR manual.
- General administration: The department provides support to the Management in the day-to- day administration of matters related to maintenance of attendance of Security, Duty Postings, Issue of identity cards, Issue of Dependent Folders to the eligible dependents of the staff, Employment Verification, staff substitute matters, assisting and guiding MHA students while on their postings in the department and all other tasks assigned by the Director/ Administrators.