Document Name Document Number Date Created Date Implemented Name: Designation: Signature: Name: Designation: Signature

Document Name HUMAN RESOURCE DEPARTMENT MANUAL
Document Number LCH/HR/01
Date Created 01.04.2018
Date Implemented 01.04.2018
Name:
Designation:
Prepared By
Signature:
Name:
Designation:
Approved By
Signature:
Next Review Date 31.03.2019

LIFE CARE HOSPITAL Document No. LCH/HR/01
Issue No. 01
HUMAN RESOURCE Revision No. 00
DEPARTMENT MANUAL Date Issued: 01.04.2018
SECTION 1 - INTRODUCTION
Human resource department is devoted to providing effective policies, procedures, and people-friendly
guidelines and support in the hospital.
Among the responsibilities of the Human Resources Department are recruitment, employer-employee
relations, salary administration, employee classification, processing of employee status changes, and a
variety of payroll duties.
.
Issue No. 01
SECTION 2 – FUNCTIONS OF DEPARTMENT
Major functions of Human Resources Administration are :
 Recruitment of Right kind of Employees

 Induction and Orientation of Employee
 Conducting Performance Appraisals
 Looking after the Training & Development
 Coordinating for the Employee Engagement Activities
 Payroll Processing
 Establishing discipline guidelines and take appropriate actions when required
 Providing staff assistance by solving their grievances
 Day to-day administration of the department
 Taking care of Legal Compliances related to HR
SECTION 3 – TRAININGS
General Trainings:
 Scope of services
 Code blue
 Child/Neonate Abduction & Abuse
 Vision ,Mission & Values of the organization
 Hospital Committees & their role
 Incident Reporting system
 Organization chart & its line of control
 Fire & safety
 Emergency preparedness program
 No Smoking policy
 Employees right’s & responsibilities
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 Performance Indicator
 Appraisal System
 Introduction to NABH
Department specific Trainings:

 All HR policies
 Employee Grievance Handling Mechanism
 Communication Skills
 Disciplinary Actions
SECTION 4 – POLICIES & PROCEDURES
The Department owns the following policies:
1. Policy on Human Resource Planning
2. Policy on Recruitment, Selection and Credentialing and Privilege check
3. Policy on Induction & Orientation
4. Policy on Training and Development
5. Policy on Performance Appraisal System
6. Policy on Disciplinary Action
7. Policy on Grievance Handling Mechanism
8. Policy on Personnel Records of each employee
9. Policy on Employee Medical Needs
10. Policy on Employee Rights & Responsibilities
11. Leave Policy

Issue No. 01
Policy – 1 HUMAN RESOURCE PLANNING
A. Purpose
A.1 To ensure proper management of human resource at Lifecare Hospital.
B. Scope
B.1 All cadres of employees working at Lifecare Hospital
C. Responsibility
C.1 The responsibility of overall implementation of this policy is with the Head – HR.
D. Definition
D.1 Job Description: It entails an explanation pertaining to duties, responsibilities and conditions
required to perform a job.
D.2 Job Specification: The Qualification, physical requirements, experience and skills required to
perform a particular job.
D.3 ‘Permanent’ employee means an employee who has been employed on a permanent basis in a
permanent vacancy and whose appointment has been confirmed in writing by the Head - HR or
any other person authorized by the Management to do so. It includes any person who has
satisfactorily completed the prescribed probationary period in the same or higher or equivalent
category in the establishment and whose employment is confirmed in writing by the
Management.
D.4 ‘Probationer’ means one who is provisionally employed to fill a permanent vacancy in a post and
has not completed the period of probation. The period of probation shall ordinarily be six
months. The Management may extend the period of probation of any employee for such further
period, as it may deem necessary, if it is not satisfied with the work and / or conduct of any
employee during the period of probation. In any case where the period of probation is extended,
the employee concerned shall be informed in writing, before the date of the completion of
probation.
D.5 ‘Temporary Employee’ means an employee who has been engaged for work, which is essentially of a
temporary nature or for a specified period or for work of a permanent nature, but of a temporary
duration. Merely working on a permanent job will not make an employee a permanent
employee.
E. Policy
E.1 Head – HR in conjunction with respective HOD shall be responsible for Manpower Planning.
E.2 Head – HR to seek concurrence of the Functional Head for staffing wherever there is Functional Head
involved e.g. Financial, HR, Marketing, and IT etc.
E.3 Manpower planning will cover all categories of manpower and shall include:
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E.3.1 Employees on regular rolls of the company

E.3.2 Retainers and contractual associates
E.3.3 Empanelled consultants
E.3.4 Outsourced manpower
E.3.5 Management trainees
E.3.6 Apprentice
E.4 It shall form the base document for control for a Financial Year once approved.
E.5 All recruitment/ staffing will be done as per the Manpower Planning Budget.
E.6 The exception would be:

E.6.1 Industrial/ vocational trainees
E.6.2 Summer/ educational trainees
E.7 Manpower will be controlled on both numbers and cost.
E.8 Overall control of the Manpower Planning cost would be the responsibility of the Head - HR.
E.9 For all unbudgeted Manpower Planning special approval from the CEO and Medical Director is
necessary.
E.10 Mid-year requests for unbudgeted manpower will normally be considered only in case of:
E.10.1 new activities/ expansion
E.10.2 new requirements due to unforeseen contingencies
F. Procedure
F.1 CLASSIFICATION OF THE EMPLOYEES
F.1.1 Functional Classification:
All employees of the hospital are divided under the following functions depending on the type of
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functions they undertake in the hospital.
1. Medical –
Practicing Doctors, Resident Doctors, Medical Assistants, Registrars, Senior Registrars, and
Consultants whom we have issued Appointment Letters.
2. Para Medical –
2.1 Nursing: Staff Nurses & Nursing Aids, Nurse In charges, Nurse Supervisors, Shift In charges
& Nursing Superintendents.
2.2 Pharmacists, Technicians, Technologist and Medical physicist, Medical records technicians.
3. General –
3.1 Administration: Front office, Insurance, Billing, Credit control, MSW, PPC’s, GRE’s, Admin
executives, Office Assistants, Hospital Helpers.
3.2 Operations: Quality & Operations and Centre Manager
3.3 Support staff: Finance & Accounts, HR, IT, Marketing, Stores & purchase, Legal, projects
3.4 Others: All other staff not defined above
F.1.2 Classification based on nature of the employment:

Employees of the hospital may be broadly classified as follows based on the nature of the employment
in the hospital.
1. Permanent
2. Probationer
3. Temporary employees
The hospital may, from time to time amend employee classification.
F.2 Steps involved for HR planning

F.2.1 Head – HR shall initiate the Manpower Plan every year in December and shall define the overall
Manpower Planning requirement along with the HODs of the respective departments.
F.2.2 HOD’s with functional reporting relationships will obtain the concurrence of their respective head
prior to submitting their manpower proposals and will give justification for manpower.
F.2.3 Head – HR at the unit as the case maybe, will finalize the manpower requirements in discussion
with the HOD’s, compile the requirements and obtain approval from the CEO and Medical Director.
F.2.4 The final manpower proposal will be submitted as a part of the budget proposal for the financial
year by the end of March every year.
F.2.5 Working detail for manpower budget proposals will be submitted in the prescribed format to Head
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- HR and will include

1.Reporting Relationship/ Structures
2.Job descriptions for all new designation
3.Job specification for all new designations
F.2.6 The manpower budget proposals will be reviewed by a team comprising of CEO and Medical
Director and Head - HR.
F.2.7 The approved manpower budget would be communicated by Head – HR to the concerned HOD’s.
F.2.8 Additional manpower requirements for positions not approved in the annual budget would be
processed through, Head – HR and would require a written sanction of CEO and Medical director.
Policy – 2 STAFF RECRUITMENT & CREDENTIALING-PRIVILEGE CHECK
A. Purpose
A.1 To provide guideline for proper recruitment system of all the staff specially the clinical & nursing
staff to ensure that patient will be treated by best qualified, knowledgeable and skilled doctors and
nurses.
B. Scope
B.1 All cadres of employees working at Lifecare Hospital .
C. Responsibility
C.1 The responsibility of overall implementation of this policy is with Head– HR & the CEO & Medical
Director.
D. Definition
D.1 Credentialing: The process of obtaining, verifying and assessing the qualification of a health care
provider.
D.2 Privileging: It is the process for authorizing all medical professionals to admit and treat patients and
provide other clinical services commensurate with their qualifications and skills.
E. Policy
E.1. Recruitment of personnel would be against the approved manpower budget.
E.2. The Department head shall drive the recruitment process as the prime owner holding
responsibility for staffing.
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E.3. HR department will provide services support in terms of obtaining and screening resumes
coordinating interviews, assessing of cultural fit, etc.
E.4. The “right fit” for the job in terms of competency and attitude shall be the sole criteria for filling
up a vacancy without any consideration of nationality, community, religion, race and gender.
E.5. Recruitment would be against specifically defined job position.
E.6. Internal recruitment would be considered before outside sources are tapped for all vacancies.
E.7. Recruitment against any new position would require the sanction of CEO and Medical Director.
E.8. Appointment of relatives would require specific prior approval from CEO and Medical Director.
E.9. Relatives in this context would include:
1. Husband, Wife
2. Father, mother, father-in-law, mother-in-law
3. Brother, sister, spouse of brother/ sister
4. Brother/ sister of spouse
5. Son, daughter, son-in-law, daughter-in-law
6. First cousin
7. First nephew, niece.
F. Procedure
F.1 Recruitment of staff
F.1.1. The Head of the department shall have their departmental Organogram approved by CEO &
Medical director.
F.1.2. Recruitment may be initiated for purpose of filling up a vacancy arising due to :
1. Replacement requirements i.e. transfer resignation, termination, retirement or demise of an

employee.
2. Approval of any new position should be budgeted and the HOD of respective department will
get the approval from CEO & Medial Director for the same.
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F.1.3. If the recruitment is for the new position respective HOD should prepare the job description and
job specifications and provide it to the HR Department.
F.1.4. Department head can mail their requirement to the HR Department.
F.1.5. The Manger HR will ensure that the request for personnel is within the approved manpower
budget, and thereafter initiate the search process.
F.1.6. The HR department will screen sufficient profiles or resume through existing databank, referrals,
job portal, advertisement and external agency.
F.1.7. After screening of the profiles, the HR department will forward the resumes to the concerned
departmental head.
F.1.8. The Departmental head shall shortlist profile and shall inform to the HR department for further
process.
F.1.9. The HR department shall organize all interviews by talking with candidates for their availability.
The HR shall also coordinate with the concern HOD and interview panel for the interview date,
Venue and timing.
F.1.10. The HR department shall mail below details to the candidates and inform the same over phone.
1. Interview Details.
2. Documents needed to bring (Education & Experience certificates).
3. About travel reimbursement. (If any)
F.1.11. The HR Department will also get the confirmation for interview from the candidates through
mail or telephone.
F.1.12. The HR department will ensure for completion of following process when candidates come for
interview.
1. Make them to fill the Employment Application & reference check form.
2. Verify and collect all the required documents.
3. Settle the travel fare (if required)
F.1.13. The HR department will conduct HR interview and Technical interview for the candidates.
F.1.14. The candidates shall be assessed through interview assessment sheet.
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F.1.15. Detailed selection procedure for each position shall be finalized by the Head - HR in consultation
with the concerned functional HOD.
F.1.16. Each of the members of the interview panel would be expected to complete an Interview
assessment Sheet for each candidate interviewed, on conclusion of the interview.
F.1.17. Final selection would be based on the interview assessment and recommendations given by the
members of the interview panel.
F.1.18. Once the candidate is selected, the HR will coordinate for approvals, date of joining, salary
offered, salary comparison within department and reporting authority.
F.1.19. Reference checks will be carried out by the HR department for all selected candidates prior to
issuing an offer letter from his / her previous organization.
F.1.20. The offer letter will be issued by the HR Department to the selected candidate and inform the
same to the consultancy (if required)
F.1.21. The HR department will collect the acceptance of offer and will get the joining date from the
candidate.
F.1.22. The HR department shall ask the selected candidate to undergo Pre employment Medical
checkup.
F.1.23. In the case if any negative feedback received from medical checkup, HR will cancel the offer of
the candidate and look for the fresh candidate.
F.1.24. The HR will do the follow up until the candidates join the organization.
F.1.25. Care must be taken that all recruitments are done in a timely and cost effective manner.
F.2 Reference Check

F.2.1 Reference check is mandatory for all positions. All applicants shall be required to give names &
contact information of at least two persons (other than family members or relatives of the
applicants) whom the management can refer for verifying the credentials of the applicants.
F.3 Credential check and assignment of privileges

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F.3.1. A detailed verification of the candidate’s educational qualifications, experience, background etc
is carried out by the respective authorities prior to their actual job placement. (Phone, reference
check or letter, regulatory requirement)
F.3.2. For House Staff, credentials are checked by the Medical Director.
F.3.3. For Nursing professionals, credentials are checked by HR Department.
F.3.4. For medical administration staff, credential check is done by HR Head.
F.4 Delineation of Privileges

F.4.1. The privileges are delineated to the House Officer and Nursing staff. Details of privileges
assigned are kept in the personnel file. The privileges are delineated by the respective
authorities as mentioned below:
F.4.2. House Officer – Privileges to the House Officer are delineated by the Chief Medical
Administrator. And approved by CEO & Medical Director.
F.4.3. Nursing Staff - Privileges to the Nursing Staff are delineated by the CEO
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G. Process Flow Chart
Approved Departmental Organogram
Replacement If New Position take Approval from CEO & MD
Screen Resumes through Portals/Internal

References /Advertisement in Papers
Send Profiles/Resume to the concerned HOD

Receive the list of Shortlisted
Mail the shortlisted candidates and inform the same over phone about Interview
details & Documents to be brought and take confirmation through mail/phone
When candidate comes for interview, make them fill Employment

Application form and Reference check form
Conduct the Primary Interview, If found suitable send the candidate to the
concerned HOD for Technical round of Interview & collect the Interview
Assessment sheet with comments from HOD
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Do the Reference check of the selected candidates, explain the salary details and
provide the Offer Letter
Ask candidate to undergo Pre employment Medical checkup before Joining
Do the follow up until the Candidate join with us
Policy – 3 INDUCTION, JOINING AND ORIENTATION

A. Purpose
A.1 To ensure the successful implementation of a uniform procedure for introducing new employees
and help new employees to feel them as part of the team at Lifecare Hospital by providing timely
information and assistance.
B. Scope
B.1 All cadres of the employees working at Lifecare Hospital.
C. Responsibility
C.1 Induction of new employees will be the responsibility of the HR Department & the Departmental
HOD.
D Definition
D.1 Induction means introduction of the Lifecare Hospitaland its general policies and procedures
through presentations.
D.2 Orientation is the practical overview of the hospital.
E. Policy
E.1 All employees will undergo formal induction immediately upon joining the organization.
E.2 Induction of new employees will be the responsibility of the Manager HR and respective HOD.
E.3 For all employees, general Induction must be completed within 3 days and the departmental
induction to be completed within 15 days of joining of new employee.
E.4 HR Department shall inform HOD about the date of joining of new employee prior to the joining.
E.5 The HOD shall ensure the work place for the new joining.
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F. Procedure
F.1 General Induction Procedure
F.1.1 The HR Department will welcome all new employees on the date of joining.
F.1.2 The HR Department will carry out joining formalities of new employees, which will include:
1. Collection of required documents/certificate.
2. Filling up of relevant HR forms and applications.
3. Information regarding bank application, Provident fund, gratuity, Security deposits, hostel
application.
4. Punching (Biometric) Formalities.
F.1.3 The new employees will be inducted on following topics:
1. Introduction about the Lifecare Hospital.
2. Vision and Mission of the Hospital.
3. Organization Structure of the Hospital
4. Management of the Hospital
5. Name and titles of key executives
6. Employee rights and responsibilities
7. Patient rights and responsibilities
8. Service standards
9. HR Policies and procedures
10. Code of conduct
11. Grooming Standards
12. Awareness to Quality Standards & NABH
13. Appraisal System
14. Health care needs
15. Safety aspects - Fire training (All other codes)
16. Disciplinary and grievance handling procedures
F.1.4 After completion of induction, orientation will be conducted and the employee will be introduced
to the respective departments during the orientation program.
F.1.5 After orientation, departmental induction will be given by respective departmental head.
F.1.6 Information about the joining of any new employee will be provided by HR department to the CEO
& Medical Directo, respective Head of Department and HR Team.
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F.1.7 The HR department will ensure for issuance of the Appointment letter, Employee Code, Identity Card,
Temporary card and Visiting Card. The HR Department will also ensure for the completion of bank account
process.
F.2 Departmental Induction:

F.2.1 The HOD will ensure that the employee completes the induction as planned.
F.2.2 Apart from the general induction, it shall be the responsibility of the HOD of respective Department
to conduct an orientation program to familiarize the employees with the departmental
environment in which they shall be working. Also, the HODs would ensure that new employees:
1. Has been introduced to all the members of his or her department.

2. Clearly understands his or her job reporting channel.
3. Has a clear understanding of the function of the department.
4. Is fully aware of his or her job description and responsibility.
5. Is absolutely clear about his or her level of financial authority and responsibility.
6. Is aware of the process of decision making in the hierarchy of the Hospital and in his or her
departmental in particular.
G. Process Flow
Welcome by HR
Complete the joining formalities by filling up

various HR forms
Induction about the Company’s Mission-Vision, HR policies, Software,

various codes, N.A.B.H, Infection Control, Patient Rights
Orientation of the Hospital
Introduction in the concerned department

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Issuance of Appointment Letter, Employee

ID, I-card. Attendance Punching
Send Welcome E-Mail of New Joinees to all

the Concerned
Entry in Saral software and COSEC software
Inform to Admin. Dept for CUG card, I-card, Name plates,

Hostel facility & Visiting card and IT dept. for email Id
(Wherever Applicable)
Policy – 4 LEARNING AND DEVELOPMENT
A. PURPOSE:
The policy is to promote organizational vitality by providing progressive training and development
opportunities that support lifelong learning and assist individuals in working together within their
departments/units. The main purpose of training is to build a skilled, well-trained and professional
workforce, to strengthen organizational leadership; and to adopt leading-edge management
practices to encourage innovation and continuous improvements in performance.
B. SCOPE:
The scope of this policy is to help employees of all departments to contribute their best
performance in the organization with the help of training.
C. RESPONSIBILITIES
The responsibility for implementing this policy shall lie with HR Head.
D. DEFINITIONS:
D.1 Learning and development refers to the practice of providing training, arranging workshops,
coaching, mentoring, or other learning opportunities to employees to inspire, challenge, and
motivate them to perform the functions of their position to the best of their ability and within
standards set by organization guidelines. Training is again divided two types-internal training and
external training
D.2 External training refers to those training programs which are not designed or carried out
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within the organization. Companies carry out external training because it is less time consuming
and they might not have the resources to train in-house. The opposite of external training is
internal training, where new employees are trained within the environment they'll be working in
and by people employed by that same company.
D.3 Internal training simply means training taken up by one of the employee in the organization
and scheduled at company premises.
E. POLICY & PROCEDURE:

E.1 Induction- General Induction, Departmental Induction:
E.1.1 General Induction – Induction is given as a first preparation upon taking up a post. It’s main
objective is to assist new employees get to the level of performance expected from the
organization. It contains information which deals with the layout of an organization’s facility,
health and safety measures, HR Policies, Infection control training, accreditation &
Certification, policies and standards. Etc.
E.1.2 Departmental Induction – This would be done for the new jonee on his/ her first day in their
respective department/PCU which includes team meeting by HOD which involves
introduction to all the team members.
E.2 Types/Areas of Training:

E.2.1 Skill development training: Training relating to the enhancement of skills for an employee's
current position. These include internal and external courses providing technical training, and
functional training relating to the skills that employees require for their job towards efficient
departmental functional delivery.
E.2.2 Behavioral training: Training that has a specific management or supervisory focus. This
training is geared towards developing the soft skills of employees. These include internal and
external courses on manager development, supervisory skills for reporting managers, and
leadership development program.
E.2.3 The Administrative head is responsible for raising the functional training need which will be
facilitated /organizing by the training team.
E.2.4 L&D department is responsible for organizing and imparting Behavioral training.
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E.3 Training Need Identification:

E.3.1 The training need Identification is collated annually & on joining for the new joinees by training
team to form the basis for the organization's forward learning and development plan.
E.3.2 Each employee’s training need identification is the responsibility of his/her admin head during
the performance appraisal.
E.3.3 Once a training need is identified and agreed upon by an employee his/her admin head, the
employee is responsible for ensuring that he/she undergoes the training. The Training team is
required to facilitate and provide any necessary support for such training.
E.4 Training Plan/Calendar:

E.4.1 Training Department is responsible for creating the training plan/ calendar for all training and
ensuring the effective delivery of training.
E.4.2 Administrative Heads are responsible for creating the training plan/ calendar for departmental
functional training. The same should be shared with the training department.
E.5 Nomination of the Employee:

E.5.1 An employee can be nominated for training by his/her admin heads and can also be self‐
nominated. Self nomination should be requested through the Administrative Heads.
E.5.2 The Training team organizing the training will track attendance against nominations and
circulate the same to the nominated employee’s Administrative Heads.
E.6. Attendance for Training:

E.6.1 Training sessions are regular, scheduled assignments that must be fulfilled as would any other
scheduled commitment.
E.6.2 Training sessions require the employee to participate completely throughout the duration of
the session.
E.6.3 Any absence during a course must be communicated to the training department and the
Admin heads, and early departures require prior approval by an employee’s immediate in-
charge/admin heads.
E.7 Trainer’s effectiveness Feedback:

F.7.1 On completion of training the employee will complete trainer’s feedback form and return this to the
Training Department.
F.7.2 Analysis of the evaluation forms gathered will be undertaken by the Training head.
E.8 Training effectiveness feedback:

E.8.1 On completion of training the employee will complete a training feedback form and return this
to the Training Department.
E.8.2 Analysis of the evaluation forms gathered will be undertaken by the Training head and used to
improve the effectiveness of the Training.
E.8.3 Pre & Post training analysis to be prepared by the admin heads to evaluate the effectiveness of
the training on each participant. The same must be shared with the training department.
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E.9 Establishing and Maintaining Training Record:

E.9.1 Training Head must maintain a monthly record of all the trainings such as behavioral and
functional for both internal and external training that is conducted for all staff members.
E.9.2 Records must include Employee ID number, name, designation, department/PCU, training
name, date, timing, type , category, mode, vendor, name of the trainer, cost and location.
F. External training:
F.1 External Training covers activities where learning and development takes place, skills are enhanced
and / or knowledge is gained to improve performance and completed training would be entered into the
employee's training record.
F.1.1 Seminars
F.1.2 Workshops
F.1.3 Conferences
G. External training nomination & Process:

G.1 Admin head shall nominate employees for external training program which will add value to
their department. The amount for the external training program has been defined / shown in
Annexure-1.
G.2 Head HR can nominate employees for already identified training program.
G.3 Where an employee has been nominated for an external programme, a specific sanction for such
nomination shall be obtained from the Admin heads on approval; the training department will send
a formal letter/email to the employee concerned intimating therein.
G.4 Employee shall sign an undertaking before attending the training programme
G.5 A feedback from shall also be enclosed with the letter which the concerned employee shall return
to training department duly filled after his return from such program.
G.6 Once nominated; employee must attend the training. In any case if the employee is not attending
the training and the payment has been made, the same would be recovered from the employee’s
next salary.
G.7 If the employee exits before 12 months after completion of the training the training cost would be
recovered fully from the employee during full and final settlement.
G.8 Employee after attending the training program shall produce the certificate issued by the
authorities to the training department within 1 week from the date of attending the program. The
certificate shall be filed in the employees personal file.
G.9 In case the employee does not provide the certificate it shall be deemed that he/she has not
attended the training program and the amount spent on the training shall be deducted from his/her
next salary.
G.10 Employee is entitled for official leave for the training period. In case trainings are on Sundays or
public holidays, he/she will be entitled to take compensatory off with his/her Admin heads/Hods
approval.
G.11 Employee is entitled for accommodation and meal expenses as per the hospital policies prevalent
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at that time.
ANNEXURE-1
 Training Hours
At least 36 hours of training in three months i.e. on quarterly basis and total of 72 hours in one year
is mandatory for all employees.
 For External training programme:
The CEO & Medical Director would be the signing authority to sanction any amount
for any external training programme.
Policy – 5 PERFORMANCE APPRIASAL SYSTEM
A. Purpose
A.1 To provide guidelines for proper and uniform appraisal system for all the employee of the Lifecare
Hospitals.
B. Scope
B.1 All the cadres of employee working at Lifecare Hospital.
C. Responsibility
C.1 Head - HR, HOD of Department, and CEO & Medical Director
D. Definition
D.1 Performance Appraisal: It is the process of evaluating the performance of employees during a
defined period of time with the aim of ascertaining their suitability for the job, potential growth as
well as determining their training needs.
E. Objective
E.1 To review the performance of the employees on a periodic basis.
E.2 To judge the gap between the actual and the desired performance.
E.3 To help the management in exercising organizational control.
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E.4 To strengthen the relationship and communication between superior – subordinates and
management – employees.
E.5 To diagnose the strengths and weaknesses of the individuals so as to identify the training and
development needs of the future.
E.6 To provide feedback to the employees regarding their past performance.
E.7 To provide clarity of the expectations and responsibilities of the functions to be performed by the
employees.
E.8 To judge the effectiveness of the other human resource functions of the organization such as
recruitment, selection, training and development.
E.9 To reduce the grievances of the employees.
F. Procedure
F.1 Establish Performance Standards
F.1.1The first step in the process of performance appraisal is the setting up of the standards (KPIs), for
employee at assistant manager or above level which will be used as the base to compare the actual
performance of the employee.
F.2 Communicating the Standards

F.2.1 The HOD in conjunction with HR Department will communicate the standards to the employees of
the organization. The employees would be informed and the standards are clearly explained to
them. This will help them to understand their roles and to know what exactly is expected from
them. If required, the standards can also be modified at this stage itself according to the relevant
feedback from the employees or the HODs.
F.3 Appraisal process preparatory work

F.3.1 Performance of an employee is measured against the standards (KPIs) as decided it is the work
done by him during a specified period of time.
F.4 Steps of Performance appraisal system

F.4.1 The HR department will initiate the performance appraisal procedure in the month of March and
September every year.
F.4.2 The Performance Appraisal form consists of rating scale/ Parameters to assess the performance of
the employee.
F.4.3 For Staff:
1. The HR department will give the appraisal form to the respective HOD.
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2. The HOD will rate the employee in Performance appraisal form.

3. If during an appraisal period, an employee is transferred from one department to the other, the
annual performance shall be conducted by the past & present HOD of the employee.
4. In the event if an employee is simultaneously supervised by more than one HOD during the
same appraisal period, the performance appraisal score shall be an average score of both. In
such cases appraisal form need to be filled by both HODs.
F.4.4 The joint interview

1. The HOD will arrange to meet with the employee in a private setting to discuss the ratings.
2. During the course of the interview, it is important that the employee be told of concrete
examples of work behavior that contributed to his or her rating.
3. Feedback should consist of observations and descriptions rather than opinions and judgment.
4. The supervisor should spend part of the interview listening to the employee. An effective HOD
recognizes the impact of his or her own performance on his or her subordinate’s performance.
5. Ratings are required for each particular in the Performance Appraisal form.
6. An employee who is not available for the interview because of an extended period of absence
due to sickness or leave without pay must still be appraised. HOD should complete the appraisal
form, assigning a tentative score and submit it without the employee’s signature to Human
Resource Department, attaching a memorandum explaining why the employee is unavailable.
When the employee returns to work the interview should be conducted, a final score assigned
and performance appraisal form should be completed.
7. The training needs should also be identified and mentioned in the Performance Appraisal form.
8. HOD will fill the Performance Appraisal form within 1 (One) week & return the same to HR
department with his/her & appraisee’s signature.
9. The final appraisal is to be discussed with CEO & Medical Director in consultation with the
employee & HOD considering his/her ratings. The final decision for appraisal (increment,
promotion, transfer, correction, incentive etc) will be taken by the CEO & Medical Director.
F.5 Review
F.5.1 The management agrees to review the employee’s salary/wages on a periodic basis.
F.5.2 For those who join between 1st April to 30th Sept., their performance appraisal would be done on
1st October of subsequent year and not before that.
F.5.3 The employees, who join the organization between 1 st October to 31st March, would be appraised
in the month of April of subsequent year.
F.5.4 The increments and promotions will be solely on the basis of merit and will be at sole discretion of
management.
F.5.5The employer as well as employee agrees that the employee shall not have any necessary
entitlement to an increase, but the employer agrees to conduct the review in good faith.
Issue No. 01
G. Process Flow
HR provides Appraisal form to HOD
HOD rates the employee through personal meeting &

provides Feedback
In case of Assistant Manager & above, the KPI’s are decided

and agreed upon between the HOD & Employee
HR collects the appraisal form & collates the Data
Final Appraisal is discussed with CEO & MD and HOD considering the
ratings of employee and final decision is taken by the CEO &MD
Salary Revision of Employee takes place and Appraisal

letters are issued to employees.
Issue No. 01
Policy – 6 DISCIPLINARY ACTIONS
A. Purpose
A.1 To ensure proper management of discipline and disciplinary action against any misconduct of any
employee.
B. Scope
B.1 All cadres of employees working at Lifecare Hospital.
C. Responsibility
C.1 All disciplinary action/s to be initiated by Head Administration including those covering direct
reports to the Chief Executive Officer & Medical Director.
C.2 It is the responsibility of the concerned Administrative/ Functional Heads to ensure that the incident
report must reach to Head Administration within 24 hrs from the date of the incident.
D. Definition
D.1 Disciplinary Procedure: Sequence of activities to be carried out when staff does not conform to the
laid down norms, rules and regulations of the health care organization.
D.2 Discipline: The Practice of training people to obey rules or code of behavior .
E. Policy:
E.1 Disciplinary action is taken on an employee in case of any misbehavior / misconduct/ any error in
practice/ poor performance which adversely affects or compromise hospital rules or integrity.
E.2 Disciplinary action and corrective measures are taken at the discretion of the hospital management.
E.3 The ground of disciplinary action depends on the seriousness of the behavior/act/offence of
employee or group.
E.4 The possible disciplinary actions are to be taken if following steps:
E.4.1 Verbal warnings – Three verbal warnings can be given
E.4.2 Formal written warnings - Three written warning notices within twelve (12) months’ time can
be a ground of suspension or termination.
E.4.3 Demotion
E.4.4 Suspension
Issue No. 01
E.4.5 Dismissal/Termination from company services - In case of serious offence or misbehavior or

act, punishment in the form of suspension or termination may be pursued with immediate
effect
F. Procedure:
F.1. Receiving Complaints
F.1.1 Head Administration or respective Head of Department (HOD) receives written complaint/verbal complaint
against employee.
F.1.2 Head Administration informs the respective departmental head and Head -HR regarding the complaint.
F.1.3 If HOD receives complaint, they should inform HR & Head Administration about complaint.
F.2. Disciplinary Actions:

F.2.1 Head - Administration discusses the gravity of the misconduct with the departmental head. In case
of minor misconduct/ misbehavior, discussions between the employee and his/her
supervisor/HOD should be done to correct the situation.
F.2.2 In case of gross /major misconduct/misbehavior, Head – Administrations informs the Head– HR to
coordinate for the disciplinary action committee meeting (Annexure attached) to be scheduled
within 48 hours of receiving the compliant.
F.2.3 Head Administration evaluates severity of complaint in consultation with committee members.
F.2.4 Employee is asked to explain in writing the reason for his/her conduct/act.
F.2.5 Verbal/Written warning may be issued, as deemed necessary by the disciplinary action committee
members.
F.2.6 Copy of written warning letter will be filed with employee’s personal records with HR.
F.3 Appellate Authority:

F.3.1 In case an employee is not satisfied with the committee’s decision, he/ she has the provision of
making appeal to the appellate authority. The CEO & Medical Director is the appellate authority and
will be the final decision maker who will investigate all relevant details of the misconduct,
investigations by the committee and justification of the employee.
F.4 Disciplinary Action Procedure for Outsourced Staff

F.4.1 In case of disciplinary action in case of minor faults, verbal notice is given.
F.4.2 If there is no improvement or satisfactory answer a written notice is given and that to the
contractor.
F.4.3 If there is no improvement after that, the dismissal or decision about the disciplinary action is to be
taken by the contractor.
Issue No. 01
G. Process Flow
Any Complaint Filed against Staff
Communicate it to HR; Verbal warning issued to the

Culprit
If STILL repeated, HR Dept. issues written warning in the form

of Memo in his/ her name for misconduct
Employee is asked for written explanation
If STILL repeated, HR calls for Disciplinary Action Committee; The

committee would listen to the parties involved & decision is taken
within 48 Working hours.
Decision recommended to CEO& MD & decision is

finalized
Issue No. 01
Policy – 7 GRIEVANCE HANDLING MECHANISMS
A. Purpose
A.1 To provide guidelines for settlement of grievances and to adopt measures in organization that would
ensure expeditious settlement of grievances of employees leading to increased satisfaction on the job
and resulting in improved productivity and efficiency of the organization.
B. Scope
C .Responsibility
C.1 Head– HR, HOD of respective Departments, Committee member of grievance handling Committee
and CEO & Medical Director.
D .Definition:
D.1‘Grievance’ for the purpose of this scheme would only mean a grievance relating to any employee
arising out of the implementation of the policies/rules or decisions of the organization’. All
grievances are complaints, but not all complaints are grievances.
E. Objective:
E.1 The objectives of the grievances procedure will be:
E.1.1To settle grievances of the employees in shortest possible time;
E.1.2 At lowest possible level of authority; and
E.1.3 To provide for various stages of escalation so that the aggrieved employees’ grievances are
resolved / answered within a defined period.
F. Procedure
F.1 Guideline
F.1.1 The employee shall bring up his grievance immediately and in any case within a period of one week
of its occurrence.
F.1.2 If the grievance arises out of an order given by the management .the said order shall be complied
with before the employee concerned invokes the procedure laid down herein for redressal of his
grievance.
Issue No. 01
F.1.3 Grievance pertaining to or arising out of the following shall not come under the purview of the
grievance procedure:
1. Terms of appointment settled
2. Annual performance appraisal, increment and promotion.
3. Where the grievance does not relate to an individual employee.
4. In the case of any grievance arising out of discharge or dismissal of an employee.
5. Matters relating to disciplinary actions, enquiry and court cases, if any
6. Any other management decision taken.
F.1.4 All grievances referred to the Grievance Redressal Committee, shall be entered in a Grievance
redressal Form to be maintained for the purpose by the designated employee.
F.2 Grievance Redressal by HOD / HR Department:

F.2.1 The first step consists of the employee and their immediate supervisor talking together to try to
resolve the grievance.
F.2.2 If the grievance is still not mutually and satisfactorily resolved, then the grievance is appealed in
writing to the HOD who through this procedure will escalate the matter to HR for conduction of
grievance Redressal committee meeting or the employee can directly contact to the HR
department
F.2.3 If the grievance is not mutually and satisfactorily resolved, then the grievance is appealed in
writing to the HR.
F.2.4 HR to meet up with the aggrieved employee on the same day of the complaint.
F.2.5 HR to discuss the issue with reporting senior/ HOD and close it within 24 hours of the grievance
being raised
F.3 Grievance Redressal by Committee:

F.3.1 If in case the grievance is not resolved or settled amicably, then It needs to be addressed by the
Grievance redressal Committee.
F.3.2 An employee can directly approach to grievance redressal committee through committee
coordinator for any sought of grievances. The committee should consider and take a decision on
the grievances within a period of one week.
F.4 Appellate Authority:

F.4.1 An employee can appeal further to the CEO & Medical Director if he/she is not satisfied with the
decision of the committee.
F.5 Grievance Redressal Procedure for Contractual Staff:

F.5.1 Contractual staff, in case have any grievance will report orally or in written to their immediate
supervisor or Contractor.
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F.5.2 The Contractor or the immediate supervisor will try to resolve the grievance at his level within a
week and if fails to do so then would bring it to the notice of the HR Manager.
F.5.3 The Manager HR would depending on the level of grievance either resolve it at his level or present
it to the Grievance Redressal Committee.
F.5.4 The Contractor or immediate supervisor should be present in the committee to represent the case.
F.5.5 The final decision will be made by the Committee.
F.6 Complaint related to sexual harassment

F.6.1 If any compliant related to sexual harassment hospital has different committee named Internal
Complaints committee which work as anti sexual harassment committee. The procedures will be
the same as the Grievance Redressal Committee.
F.7 Grievance Record

F.7.1 Head – HR must maintain written records for every valid grievance and the solution given for
redressing the same.
H. Process Flow
Any Grievance related to Leave, Transfer, Appraisals,

Promotions, Salary Over time, Sexual or racial discrimination,
Allegation of misbehavior or any other Grievance.
Communicate it to your Immediate In charge / HOD
If NOT resolved, communicate it to HR verbally and also in

written
HR will set up Grievance & Disciplinary committee
Decision taken within 48 working hrs. & communicated to the applicant
If satisfied, Case ends;

If NOT Satisfied, the appellant may appeal to the CEO & Medical
Director & the verdict would be Final.
Issue No. 01
Policy – 8 PERSONNEL RECORD OF EMPLOYEE
A. Purpose
A.1 To provide guideline for proper management of employee records
B. Scope
B.1 All the cadres of employees working at Lifecare Hospital.
C. Responsibility
C.1 The responsibility for overall implementation of this policy is of the Head - HR
D. Definition - Nil
E. Policy
E.1 Every staff of the hospital shall have a personal file which is started from the day of the staff
appointment. The contents of each file shall be uniformly documented as per policy.
Personnel files for each and every staff/employee shall be made on their joining to the
hospital and will be maintained by the HR department.
F. Procedure
F.1 Personnel Files of staff on payroll:
F.1.1 An employee’s personal file is opened by the HR department on the date of joining of the
employee.
F.1.2 Employee’s personal files are maintained for all employees as per the below format:
1. Employee Personal Profile
2. Employee’s Photograph
3. Employee’s Identity proof
4. Employee’s resume as submitted at the time of recruitment.
Issue No. 01
5. Employee’s Documents supporting his/her Educational Qualification in the following order -

Matriculation, Inter, Graduation Degree, Post Graduation Degree, Professional courses, special
training, age proof;
6. Experiences Certificates (photocopy), if any
7. Application Forms filled up at the time of Appointment.
8. Reference Check records
9. Duly filled and signed,
 Offer Letter
 Joining Report
 Appointment Letter
 Salary proof
 Interview assessment sheet
 Induction Report
10. Job Description
11. Pre employment & annual health check up Reports,
12. Vaccination records (if applicable)
13. Relieving letter from previous organization of the employee, if any
14. Confirmation letters
15. Experience letters (in any)
16. Warning letter or memos issued
17. Disciplinary actions taken (if any),
18. Grievance raised by the Employee (if any),
19. Loan and advances (if any),
20. Performance evaluation reports.
F.1.3 The employee can access to his / her Records by a written Request to the Senior Manager- HR. The
access will be given only in presence of HR personnel. Employee /Employment Number:
F.1.4 Every employee must be issued an employment number as per the serial no/ date of joining of the
employee.
F.1.5 Employee ID cards: The temporary ID card is issued on the same day of joining of the employee.
The ID card must have employee’s name, Employee Number, Designation, and Signature of
Issuing Authority.
F.1.6 All records of in-service training and education shall be documented in the personal files. Every
employee shall submit records of in-service training and education prior to the annual appraisal
and this shall be documented in the personnel file.
F.1.7 Once an employee leaves the organization or on cessation of his/her employment, the employee’s
file will be labelled as Ex-employee file.
F.1.8 Personnel files shall contained Training evaluations and appraisals for all cadres of staff.
Issue No. 01
F.2 Personnel files of outsourced staff:

F.2.1 the files for outsourced staff are maintained by the respective departmental head.
F.2.2 The departmental head will update the Head - HR for scheduling the health-check-ups &
vaccination of the outsourced staff.
F.2.3 the outsourced staff file contains
1. Details of joining
2. Identification proof
3. Police verification record
4. Employee address proof (ration card, voter ID card, etc)
5. Health check-up records
Policy – 9 EMPLOYEE HEALTH NEED
A. Purpose
A.1 To provide proper guidelines to address the health needs of all employee of the hospital
B. Scope
B.1 All cadres of employees working at Lifecare Hospital
C. Responsibility
C.1 The responsibility of overall implementation is with Head - HR.
D. Definition
D.1 Hospital charges: Hospital charges include accommodation, diagnostics, OT, service charge and
nursing care charges.
D.2 OP Investigations/ Diagnostics: Diagnostics include Pathological & Imaging services, Echo, TMT etc.
D.3 Family: Family includes spouse, 2 children, brother, sister, parents, parents in law, and grandparents.
E. Policy
E.1 All Employees shall have yearly health checkup, so that any illness can be detected early stage and
treated accordingly and hospital provides the different health privilege to the staff. This policy is
applicable to all the employees of Lifecare Hospital including the part timers, contractual staff &
probationers.
F. Procedure
F.1 Pre-employment check up
Issue No. 01
F.1.1. The health and family welfare department recognizes the importance of a healthy workforce to
provide the desired services to the public.
F.1.2. Each and every new selected candidate has to undergo pre-employment health check-up before
their joining.
F.1.3. Hospital has policy that before joining the hospital, every staff should submit their medical
certificate to the HR department as pre employment health check up.
F.1.4. All the contractual employees (including Nursing and security staff) need to undergo pre-
employment medical check-up. Document is maintained and copy of health record should be
given to the HR department of hospital.
F.2 Annual Medical Checkup and Vaccination Drive

F.2.1. Lifecare Hospital has introduced a system to undertake an annual health check up of all its
employees so as to assess their level of fitness.
F.2.2. These health check-ups are done every year at the end of the April.
F.2.3. Result of the health check-up is documented in the same format for all.
F.2.4. Record of the same is maintained in the personal file of the employee.
F.2.5. The hospital also conducts periodic vaccination programme for its employees. It covers
vaccination against Hepatitis B, etc.
F.2.6. Annual health check-up consists of:
1. Blood Test (HB, TLC, DLC, ESR, Culture)
2. General Medical Check-up
3. Urine Test
4. Bio-Chemistry
5. Weight
6. Clinical Pathology
7. X- Ray
8. Physical examination by Physician
9. Lab tests
10. Radiology
11. ECG if required.
F.2.7. All the contractual employees are also to undergo annual-employment medical checkup. It is
responsibility of contractor and document is maintained and copy of health record should be
given to the HR department of hospital.
Issue No. 01
F.2.8. Vaccination of contractual employee (Cafeteria & attendants) is also the responsibility of
hospital.
F.3 Occupational Health and Safety
F.3.1. Lifecare Hospital provide quality environment by taking adequate preventive measures to reduce
occupational health hazards.
F.3.2. So far as safety of the employees in the work place is concerned, the Lifecare Hospital has laid
down policy with regard to protection against fire, infection control, handling of dangerous
equipments, safety against exposure to radiation.
F.3.3. Every employee undergoes fire safety training and thereafter attends fire drills
periodically.
F.3.4. Employees who are exposed to patients and those required to handle waste, are given
proper training in handling the waste as well as standard precautions.
F.3.5. In case of accidents or injury sustained (needle stick injury) by employees while at work
immediate medical attention would be directed.
F.3.6. The entire hospital premise is strictly declared as no Smoking zone.
F.3.7. As regards evacuation of employees in case of emergency due to fire, natural calamity or
any disaster, these matters are covered in detail in policy
Policy – 10 EMPLOYEE RIGHTS & RESPONSIBILITY
A. Purpose:
A.1 To ensure that all the employees are treated equally irrespective of their religion, race, gender,
region and beliefs.
A.2 To ensure that all the staff are aware of their rights as well as responsibilities.
A.3 To develop a system wherein any violation of the employee rights is reviewed and
corrective/preventive measures are taken.
B. Scope:
B.1 All the cadres of employees working at Lifecare Hospital.
C. Responsibility:
C.1 Responsibility of overall implementation of this policy lies with Head – HR.
D. Definition:
D.1 Employee:-“Employee” means any person on the rolls of the hospital including those on deputation,
contract, temporary, part time or working as consultants.
Issue No. 01
E. Policy:
All employees in the hospital have the following rights and responsibility, which are respected by
management. Employee may bring to the notice of the Hospital authority, any instance of violation or
perceived violation of these rights.
F. Procedure:
F.1 Employee Rights
F.1.1 Every employee, during the course of his tenure with the organization, shall be privileged to the
following rights, violation of which will be immediately acted upon by the Head - Human Resource.
F.2 Employee Responsibilities
F.2.1 To contribute the highest standards of medical and service excellence, every employee shall follow a
certain Code of Conduct during his/her commitment with the organization.
Topics Employee Employee

Rights Responsibilities
Equality:  To be treated equally and not to be  To treat other employees with respect & not
discriminated on the basis of caste, to discriminate any colleague or staff
religion, gender, disability, age, member for the same.
political persuasion, conscience,
culture, language or family.
Wages:  Entitled to a written pay  To understand the pay statement and if

statement(salary slip) which something has been omitted to report to the
includes all deductions. management.
Deductions have to be mentioned  To honestly do the assigned work during the
heads (deduction titles). working hours.
 To receive salary on a periodic
basis as per the terms mentioned
in the appointment letter.
Working time:  To work no longer than 51 hours a  Lifecare Hospital functions round the clock
week. However individuals may and employees are expected to work on
choose to work longer. shifts or normal duty hours to support the
Issue No. 01
 To have one day off each week. hospital’s 24X7 operations. It is employees
 To receive payment for overtime responsibility to work overtime when the
work as per the hospital policy workload so necessitates.
prevalent at that time. However  In order to ensure that the duty roster is
employee stealing time can be maintained, leave should be planned well in
terminated. advance and prior sanction taken before
proceeding on leave. If for whatever reason
an employee is unable to report to work on
schedule, he/she must inform his/her In
charge/HOD, preferably in writing or
telephonically.
 To report to the work place at least 10
minutes before the schedule time.
 Employee should verify their daily In-out
register in the software provided to them.
Employee should verify if any leaves taken by
him/her are granted by his In charge/HOD. It
is the employees’ responsibility to ensure
that their attendance is correct before salary
processing starts.
Safe & Healthy  To work within a safe working  To know & understand the health and safety
Work Environment: environment which is equipped hazards in the work place.
with the necessary equipments for  The employee are responsible for ensuring
the physical & mental safety of that the equipment allocated to them or in
employees. use in their work is used and maintained in
 If there is injury while on work accordance with the standard operating
he /she is entitled to treatment at guidelines.
the cost approved as per the  The employee has the responsibility to report
hospital policy prevalent from time any accident, injury or work related illness or
to time. diseases to their In charge/HOD or HR
Note: The above statement does not department as soon as possible.
Issue No. 01
apply to the employees who have not

attended the training sessions even
when training were arranged on the
same & those who has not taken
preventive vaccination as per the
hospital policy.
 To a working environment which is
free of threats, intimidation and
interference.
Work place behavior:  Right to be treated with dignity.  To report anyone involved in fraud,
 If any one believes that he/she has corruption, nepotism, maladministration and
been the victim of harassment, or any other act which constitutes an offence
knows of another employee who irrespective of his or her position.
has, the right to report it  Not to involve themselves in fraud,
immediately to the HR corruption, nepotism, maladministration and
department. any other act which constitutes an offence.
 To treat others without harassment of any
kind.
Complaints &  To have their grievances resolved  To address the grievance in an appropriate
Remedies: in a timely & appropriate manner. manner and to the right person.
 To have their concerns addressed.
 To know the reasons for
disciplinary action or dismissed.
 Have an opportunity to appeal to
the Grievance redressal
committee.
Protected Disclosure:  Those who “blow the whistle” on  To inform about any wrong doing.
wrong doing in the workplace
cannot be victimized or dismissed
for doing so unless they are also
involved.
Knowledge & Benefits:  To know about various policies &  To comply with all policies in relation to his
Issue No. 01
benefits in relation to his/her job. job.

Privacy &  To have him/her private  It is the employee’s responsibility not to
Confidentiality: information & matters to be kept disclose information such as salary,
confidential. Incentive, Overtime, Professional fees etc to
any one else within the organization.
 It is employees’ responsibility not to issue
any statement to the media directly or
indirectly.
 It is the responsibility of each employee to
promptly notify the HR department of any
changes in their personal data like change in
name, address, number of their dependents,
bank account details etc.
Organizational  To be made aware about  To comply with organizational discipline.
Discipline: organizational discipline.  Employees are encouraged not to converse in
their local vernacular (language) while in
patient contact areas. Employees shall be
discrete in their personal conservations while
in the presence of customers and patients.
 Employees are encouraged to have a clean
desk and clear up their workstations on
completion of each workday. They shall
ensure that all personal and confidential
papers are kept securely.
 Employees working in patient contact areas,
such as nurses, attendants & housekeeping
staff who are issued uniforms, are expected
to be in uniform while at work. Employees
who are not provided uniforms shall follow
formals only.
 All employees are expected to maintain
Issue No. 01
proper discipline, professional ethics and

complete integrity in the performance of
work. They are expected to maintain proper
discipline in the hospital and to conduct
themselves with the highest degree of
professionalism.
Policy – 11 EMPLOYEE LEAVE
A. Purpose
A.1 Employees in Lifecare Hospital are provided with a sufficient number of leaves so that they may
refresh and revitalize themselves and contribute their best effort to us.
B. Scope
C. Responsibility
C.1 The responsibility of overall implementation is with Head- HR.
D. Definition
D.1 Leave: Leave refers to the approved absence of an employee from his duty or work because of some
unavoidable/ personal reasons.
D.2 Absence: Absenteeism refers to non availability of an employee on his duty without informing to
HOD.
D.3 LWP (Leave without Pay): It refers wherein employee is on leave approved from HOD but is not paid
for it as there is no leave balance left in his account.
E. Policy
E.1. Leave entitlements are provided to enable employees to:
1. Rest and recover in case of illness.
2. Attend to personal affairs.
3. Take vacations for rest and rejuvenation.
Issue No. 01
E.2. Sanctioning of leave (except maternity leave) at any given Point in time will be at the discretion of
the HOD, and subject to exigencies of work.
E.3. All leave entitlements are determined for the financial year, April to March. These would be pro
rated for employees joining or leaving during the year.
E.4. Unless otherwise specified, different types of leaves cannot be clubbed together. This will apply
even if the leave dates are separated by a weekend or other holiday.
E.5. A weekend, national holiday or festival holiday falling in between the leave period, would be
counted as a part of Leave.
E.6. Leave can be pre-fixed or suffixed with any tour plan or External training programs with the
concurrence of HOD &HR.
E.7. Leave records shall be maintained by the HR Department of the location where the employee is
posted.
E.8. Because it is not certain that all the leave requests will be granted, it is strongly recommended that
employees obtain approval for leave plans from their respective HOD, prior to making travel
bookings.
E.9. Any changes in the leave plan must be immediately notified to their HOD and HR.
E.10. Any leave including LWP (Leave without Pay) should be entered formally in the HR software before
the start of the leave and has to be approved by concerned HOD in the software.
E.11 Long Leaves:
E.11.1 If an employee wants leave for less than 5 days he has to take prior approval of his/her In
charge/HOD.
E.11.2 For 5 or more than that, one has to seek prior permission of CEO & Medical Director; one has
to write an application, which should be approved by CEO & Medical Director. He /She should
enter the leaves (as approved by CEO & Medical Director) in the HR software and their HOD/In
charge should grant it.
E.11.3 If the employee does not resume his/her duty, on the day which he/she supposes to, or neither
intimate the same to his/her HOD/In charge, disciplinary actions will be taken against him/her as
per the Disciplinary action policy.
Issue No. 01
F. Process:
F.1 To avail leave, the employee is required to get his/her in charge/ HOD’s approval. Leave must be
added in the software and should be granted by your in charge/HOD. Leave if not granted means
that your HOD/In charge has not approved it.
F.2 It is necessary that leave/s are scheduled in advance and in a manner that balances both the
individual’s desires and Lifecare Hospital need for appropriate coverage on patient care.
F.3 All the employees should get approval from In charge /HOD prior proceeding to leave.
F.4 Eligibility: All regular, full time & part time employees who are on roll are eligible for leave.
F.5 Privilege Leave

F.7.1. Privilege leave (PL) or Earned Leave (EL) entitlement is 21 working days per Annum.
F.7.2. Privilege Leave (PL) shall be credited to the employees account at the beginning of the financial
year.
F.7.3. Accumulation/Carry forward: There is no accumulation or carry forward of PL. Minimum of 10
PL must be availed during each subsequent financial year. PL not availed to that extent will lapse
automatically. Balance 11 PL if not availed shall be encashed. In case of new employee whose
probation is complete, 50% of the PL must be availed during that financial year.PL not availed for
that extent shall lapse. Balanced 50 % of PL shall be encashed.
F.7.4. Clubbing of leave: PL can be clubbed with CL.

F.7.5. PL cannot be adjusted against the notice period
F.7.6. PL will be encashed to an Employee in the month of April, or as decided by the management.
F.7.7. Encashment: Encashment of PL would be on Basic Salary and would be subject to tax, as
applicable. Encashable Amount= (Monthly Basic *No. of Encashable Leaves/31)
F.7.8. PL may be availed up to a minimum of 1 day and maximum of 21 days at a stretch.

F.7.9. Application for PL should be made at least 15 days in advance of the commencement of leave.
F.7.10. PL is inclusive of official and weekly holidays. Hence if an employee takes leave during which
time a declared holiday or weekend occurs, then those particular date(s) will be counted as your
PL.
Issue No. 01
F.8 Casual Leave

F.8.1. Casual leave (CL) entitlement is 8 days per annum.
F.8.2. Casual Leave (CL) shall be credited to the employees account at the beginning of the financial
year.
F.8.3. Accumulation/Carry forward: There is no accumulation or carry forward of Casual leave.
Unavailed casual leave will automatically lapse at the end of the year.
F.8.4. Casual leave can be availed for a minimum of half a day and the maximum of two days at a
stretch.
F.8.5. In the month of February and March only 1 CL can be availed for each month.
F.8.6. Encashment: There is no encashment of Casual leave.
F.9 Sick Leave

F.9.1. Sick leave entitlement is 8 days per annum.
F.9.2. Sick Leave (SL) shall be credited to the employees account at the beginning of the financial year.
F.9.3. Accumulation/Carry forward: SL can be accumulated till 5 years of continuous service. (ie. 40 SL)
F.9.4. Clubbing of leave: SL can be clubbed with ML and not with any other leave.
F.9.5. SL can be avail for minimum of ½ (half) day.
F.9.6. Sick leave for more than two days should be supported by a Certificate from a registered medical
practitioner and should be signed by CEO of Lifecare Hospital.
F.9.7. Sick leave can be taken even when your spouse, children or parents are not well. In such cases
one need to submit the certificate from a registered practitioner.
F.9.8. Encashment: There is no encashment of sick leave.
Issue No. 01
F.10 Maternity Leave

F.10.1. Maternity leave is a statutory leave. All female employees will be entitled to maternity benefits
as per the provisions of the Maternity Benefit Act, 1961 and the prevailing state rules.
F.10.2. A maximum of twelve week’s maternity leave with full pay is admissible to female Employees.
F.10.3. Eligibility: All regular, full time & part time employees who are on roll are eligible for ML. The
employee claiming the benefit should have actually worked for a period of not less than eighty
days in the twelve Months immediately preceding the expected date of delivery.
F.10.4. Accumulation/Carry forward: There is no accumulation or carry forward of Maternity leave.
F.10.5. Clubbing of leave: ML can be clubbed with SL and not with any other leave.
F.10.6. Not more than six weeks of maternity leave shall proceed the date of her expected date of
delivery.
F.10.7. Maternity Leave can be availed only twice during one’s career with the Hospitals.
F.10.8. Maternity leave can be availed only for the first or second Living child.
F.10.9. Encashment: ML cannot be enchased or adjusted against notice pay at the time of separation.
F.10.10.ML payment is made after 6 months of continuous service from the date of resuming the duties.
F.10.11.If a women dies during the 12 weeks of maternity leave then the maternity leave benefit shall be
payable to her nominee only for the days up to and including the day of her death.
F.11 Miscarriage Leave

F.11.1. Employees would be entitled to leave related to miscarriage or medical termination of
pregnancy.
F.11.2. An employee shall, on production of the prescribed proof, be entitled to leave with salary at the
rate of maternity benefit, for a period of six weeks immediately following the day of her
miscarriage or medical termination of pregnancy.
F.11.3. The application for the Miscarriage Leave should be supported with a copy of Medical Certificate
from Registered Medical Practitioner.
F.12 Child Adoption

F.12.1 A maximum of twelve week’s leave for adoption of baby below 6 months & a maximum of one
Issue No. 01
month’s leave for baby between 7-9 Months are admissible to female Employees.
F.13 Paternity Leave

F.13.1. A Maximum of 1 day leave can be availed only for the first or second child birth/ adopted child
under one year of age.
F.13.2. Accumulation/Carry forward: There is no accumulation or carry forward of Paternity leave.
F.13.3. Clubbing of leave: Paternity leave cannot be clubbed with any other leave.
F.13.4. Encashment: Paternity leave cannot be enchased or availed during notice pay at the time of
separation.
F.14 Paid Holidays

F.8.1. This will include the National as well as festival holidays.
F.8.2. The list of holidays will be announced before the beginning of each financial year.
F.8.3. Those who are having fix shift should take their National and festival holidays on the same day
otherwise it will lapse.
F.15Compensatory Off:
F.15.1. On probation: Compensatory Off can be availed during probation also.
F.15.2. Accumulation/Carry forward: There will be no accumulation or carry forward of Compensatory
Off, but employee has to avail Compensatory Off within 60 days.
F.15.3. Clubbing of leave: Compensatory Off can be clubbed with any other leave, except Sick Leave.
F.15.4. Encashment: Compensatory Off cannot be enchased or adjusted against notice pay at the time
of separation.
F.16 Recall from Leave

F.16.1. Management has authority to recall en employee from leave due to urgency of work.
F.16.2. If an employee is recalled from Leave and if the employee is not at the Headquarter while on
Leave, he/she will be entitled for TA/ DA as per the company Rules for the period from the date
he/ she starts from the Station of leave till reaching the headquarters and resuming Duty. The
employee will be considered on duty during this Period .
F.17 Resignation
F.17.1 An employee who proceeds on leave and does not subsequently resume duties thereafter or
submits Resignation is treated as having voluntarily abandoned the services. The employee will
lose right to leave and will Lose lien on the job. The resignation, at the company’s sole
Discretion, maybe accepted from last working day in the Company notwithstanding the leave
granted earlier.
Issue No. 01
F.18 Leave during Notice period

F.18.1 Employees are not entitled for any leave during the notice Period. However, one can use SL or CL
during the notice period but he/she should complete actual 30 days of working. (For Asst
manager & above: One who has notice period of 3 months can take leave upto 2 months, but
the last month of notice period should have actual 30 days of working). Any unauthorized
absence during the notice period will be treated, as shortfall in notice period and employee will
have to work for such a shortfall.
F.19 Leave without pay

F.19.1 Any leave approved by the HOD beyond the leave balance of the employee will be treated as leave
without pay (LWP).
F.19.2 It is mandatory for an employee to enter LWP in the HR software even if the leave balance is not
available.
F.20 Absenteeism:
F.20.1 In the event the Employee has been absent from work for three consecutive working days without
any notification to the HOD/In charge & the HOD/In charge has made reasonable efforts to
contact the Employee, the HR department shall initiate necessary action followed by notice of
termination of employment. The employee’s name will be struck off from the muster rolls of
the Hospitals there after.
F.21 Leave for contract staffs with Lifecare Hospital

F.20.1 Leave for contractual staff will be based on their agreement.
F.20.2 These leaves can be accumulated till the renewal of their contract.
F.20.3 The leaves not used will lapse automatically at the end of contract and it is not encashed.
Issue No. 01
G. Process Flow
Employee applies for advance leave in Software
Immediate Supervisor Approves Immediate Supervisor Disapproves
Sent to HR Leave Cancelled
HR takes leave entry for attendance and

salary process
In case of emergency/sick leave, verbal

intimation is taken and after resuming duty,
employee is liable to enter the leave details in
software
Issue No. 01
SECTION 5 – LEGAL STATUTORY
Following are the legal statutory compliance followed by the HR Department
1) The Payment of Wages Act, 1936
2) The Payment of Gratuity Act, 1972
3) The Payment of Bonus Act, 1965
4) The Maternity Benefit Act, 1961
5) The Employees’ Provident Fund & Miscellaneous Provisions Act, 1952
6) The Employment Exchanges (Compulsory Notification of Vacancies) Act, 1959
7) The Apprentices Act, 1961
8) The Contract Labor (Regulation & Abolition) Act, 1970
9) The Minimum Wages Act, 1948
10) The Weekly Holidays Act, 1942
11) Equal Remuneration Act, 1976
12) Industrial Dispute Act, 1947
13) The Industrial Employment (Standing Orders) Act, 1946

Issue No. 01
SECTION 6 - QUALITY INDICATOR, QUALITY

POLICY & CQI
Quality Indicators of HR Department:
1. Employee Absenteeism Rate
2. Employee Attrition Rate
3. Employee Satisfaction Index
4. Percentage of employees who are aware of rights, responsibilities and welfare scheme
5. Total No. of Training sessions held in a month
6. Total No. of staff covered in training
7. Total training duration in a month

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Document Name HUMAN RESOURCE DEPARTMENT MANUAL

Document Number LCH/HR/01

Date Created 01.04.2018

Date Implemented 01.04.2018

Next Review Date 31.03.2019

SECTION 2 – FUNCTIONS OF DEPARTMENT

Major functions of Human Resources Administration are :

 Recruitment of Right kind of Employees

Department specific Trainings:

SECTION 4 – POLICIES & PROCEDURES

The Department owns the following policies:

1. Policy on Human Resource Planning

2. Policy on Recruitment, Selection and Credentialing and Privilege check

3. Policy on Induction & Orientation

4. Policy on Training and Development

5. Policy on Performance Appraisal System

6. Policy on Disciplinary Action

7. Policy on Grievance Handling Mechanism

8. Policy on Personnel Records of each employee

9. Policy on Employee Medical Needs

10. Policy on Employee Rights & Responsibilities

11. Leave Policy

Policy – 1 HUMAN RESOURCE PLANNING

E.3.1 Employees on regular rolls of the company

E.6 The exception would be:

E.7 Manpower will be controlled on both numbers and cost.

functions they undertake in the hospital.

F.1.2 Classification based on nature of the employment:

F.2 Steps involved for HR planning

- HR and will include

Policy – 2 STAFF RECRUITMENT & CREDENTIALING-PRIVILEGE CHECK

1. Replacement requirements i.e. transfer resignation, termination, retirement or demise of an

F.2 Reference Check

F.3 Credential check and assignment of privileges

F.4 Delineation of Privileges

G. Process Flow Chart

Approved Departmental Organogram

Replacement If New Position take Approval from CEO & MD

Screen Resumes through Portals/Internal

Send Profiles/Resume to the concerned HOD

When candidate comes for interview, make them fill Employment

Ask candidate to undergo Pre employment Medical checkup before Joining

Do the follow up until the Candidate join with us

Policy – 3 INDUCTION, JOINING AND ORIENTATION

F.2 Departmental Induction:

1. Has been introduced to all the members of his or her department.

Complete the joining formalities by filling up

Induction about the Company’s Mission-Vision, HR policies, Software,

Orientation of the Hospital

Introduction in the concerned department

Issuance of Appointment Letter, Employee

Send Welcome E-Mail of New Joinees to all

Entry in Saral software and COSEC software

Inform to Admin. Dept for CUG card, I-card, Name plates,

Policy – 4 LEARNING AND DEVELOPMENT

E. POLICY & PROCEDURE:

E.2 Types/Areas of Training: