TATA INSTITUTE OF SOCIAL SCIENCES, MUMBAI

MASTER’S OF HOSPITAL ADMINISTRATION (MHA)

STUDENT NAME: MARUFA FARUQI

ENROLMENT NUMBER: M2021HO021

SUBJECT: HO 2 HOSPITAL INTERNSHIP

INTERNSHIP HOSPITAL:
GCS MEDICAL COLLEGE, HOSPITAL & RESEARCH
CENTER, AHMEDABAD, GUJARAT.
 Weekly Report 3:- 10th October – 15th October 2022

10th October 2022 Monday • Reported at 9 am

• Observed the Joining process in the
HR department of the hospital by
interacting with the employees
concerned with the joining process
• Details for he same will be
mentioned below
11th October 2022 Tuesday • Reported at 9 am
• Met Mr.Ashok from the Purchase
department and understood the
process of purchase
• Also met Mr. Ashutosh from the
central store to have an overview of
the department
• Details will be mentioned below for
the same
12th October 2022 Wednesday • Reported at 9 am
• Visited the purchase
department and continued with
the understanding as well as
overview of the department
13th October 2022 Thursday
14th October 2022 Friday • Reported at 9am
• Studied the process,
functions, and gaps of the
OPD department of the
hospital with the co-
ordination of ANS Saroj and
Nurse Kirti ben
• Details will be mentioned
below
15th Saturday
October 2022

1) Joining process in the Human Resource Department of GCS Hospital:

- Joining process in the hospital takes place on Monday and Thursday
- Health check-up of the candidates and the report for the same is necessary for the
joining process
- It is supported by the pre-employment medical check-up form
- The report must mention “fit for employment” to verify the candidate
- Police verification is processed on the same day of joining, although its not mandatory
for candidates having an Indian passport
- If Ms. Neha Lal ma’am has signed the joining letter, it is offered on the same day

Joining of a new employee:

• Selected candidates join the post as his/her commitment given during the
interview process.
• Information about the date of joining of new employees shall be provided by the
assistant HR manager. Department to the concerned Department Head and other
concerned prior to joining of the employee.
• Induction- training is conducted weekly. Training is divided into four section
I. For All
a. Introduction of Hospital
b. Quality Policy
c. Infection Control Policy
d. HR policy
• Employee report to the HR department on the day of joining for completion of
joining formalities, which will include:
o Collection of required documents/certificate
o Filling up the relevant organizational detailed prescribed forms

Informing regarding applicable HR policies

o Informing regarding scheduled induction
• Joining information of new joiner would be sent out by HR & Admin. Department
to all through mail communication on joining the post.
• After completion of joining formalities, the employee will be handed over to the
respective department.

Concerned HOD will coordinate required introductions,

within & outside the department, as well as initial workplace & job familiarization
to the new joiner.
 Gaps in the Joining process so far:
- Confirmation letter
- Offer letter
- Appointment letters, etc. should be integrated with the e-HRMS portal of the hospital

2) Purchase Department:
Process:
Purchase / Service Indent
The user department will raise the Material Indent Form / Service Indent Form for
procuring required items/materials from the store. This form is to be approved by
Departmental in charges / HODs.
Purchase / Service Matrix

1. POLICY:
All users are expected to adhere to guidelines and procedures listed below
provided by GCSMCH&RC. Failure to adhere to the rule`s and/or directions of the
GCSMCH&RC will result in administrative and/or disciplinary action.
2. PURPOSE:
This MATRIX of raising, releasing and approval of purchase order policy is
designed for smooth functioning, improvement with effective process, time saving,
and get better inventory management; TOT (turnaround time) will be reduced by
this.
3. SCOPE:
This SOP is applicable to all hospital & medical college purchases & services
orders. Thus includes purchases of all consumable materials, OPEX, CAPEX,
Services, administration expenses, finance and legal costs, marketing and sales
expenses, related purchases, etc.
4. RESPONSIBLE - Purchase - Manager
Sr.GM Operations & HR
Director
CEO
5. CONSTRUCT OF THE POLICY

➢ Present Scenario: All PO is prepared by Purchase Executives and approved

by Purchase Manager, Sr. G.M. Operations & HR, and Director without any
limitation of PO value.

➢ Proposed Scenario: All PO will be prepared by Purchase Executives:

i. Level-1: PO to be authorized & approved by Purchase Manager
& Sr. General Manager up to Rs. 2 Lacs.
ii. Level-2: PO to be authorized & approved by Director Value from 2 Lacs to 3Lacs.
iii. Level-3: PO to be authorised & approved by CEO Value above 3 Lacs.

➢ Login ID permits of Director & CEO should be given to purchase Manager and
same will be used to approve PO upto value of Rs. 3 lacs to close PO approval
loop. Because, System cannot capture approval rights as per decided matrix
value by management.

➢ The approvals for transactions have been segregated into three key stages and

accordingly the approvals will also happen in particular phase i.e. Pre-
Transaction Approval & Transaction approval in each of the phases there is

relevant to HODs/management that has to authorize the respective transaction

as per following matrix.

Material Requirements and Indent:

i. The material indent form must contain – Name of specific item with size (if
applicable), required quantity, quality specifications if any, current stock
available with the dept. and details of last order. In case of inadequate details
in Material Indent Form, the same will not be accepted by store. User should
mention specific supplier or preference if any but cannot insist for it.
ii. The material/ items will be issued by central store depending upon the
availability of stock of the Item/s requested. Else central store will inform to user
department about likely issue period.
iii. On receipt of requisition, store/ facility /biomedical / engineering department
should look into the possibility of items available in other department / store or
can be shifted from anywhere. Only after that requisition should go to purchase
committee for approval and store should confirm that item is not available or
cannot be shifted.
iv. In case of non-availability, the joint requirement list based on closing stock and
re-order level (Purchase Indent) will be prepared by central store.
v. After due verification of stock available and also keeping future requirement (for
regular items) into consideration, the purchase indent will be prepared by a
central store only and will be sent to the purchase dept.
vi. The purchase indent should be in a standard format and should contain all
specifications regarding material / item required such as size, qty., brand,
company – as applicable. The balance/ current stock along with monthly
consumption (if any) should also be mentioned in the purchase indent which
will be the responsibility of central store.
vii. The purchase indent should be approved by Store Manager.
viii. An indent for capital item / capital work should be filled in Capex form and
prepared by respective user department like bio medical, engineering etc.
ix. After approval of purchase committee the Capex form should be sent to
purchase dept.
Purchase Order / Work Order Preparation
i. Purchase Manager will prepare the Purchase Order/Work Order and sign it
before putting it for signature of Director. Purchase Order / Work Order are
placed only to the suppliers from the approved list.
ii. Purchase Order / Work Order contains the following
information:-
A clear description of goods/services, quality & other specs.
Capital Purchase / Consumables. In case of Capital items, purchase
department should follow as per Capex Policy.
Quantity, Rate and Value and tax status
Requirement of test quality / installation certificates, Inspection clauses if
Any Delivery schedule and Mode of dispatch
Freight / insurance terms if any
Payment terms and credit period (60 Days or Depends on dealing of
Materials)
For equipement purchase free service period & service should be 5 years
and all inclusive etc should be negotiated and be part of the order.
Purchase department should let it know to user, finance & payee
dept. about service conditions / contract etc. So that they can ensure
proper compliance in future.
iii. On issue of purchase order, copies of Purchase Order/Work Order should be
provided to Stores department immediately.
iv. Local purchases are allowed up to Rs 5000/- and small quantity items.
(Amd.15000/-)
v. In case of emergency, local purchases can be done from same supplier who
regularly supplies similar items/ goods.
vi. When local purchase / emergency purchases are made by purchase manager,
after completing all the required procedures, invoice should be submitted to
accounts department and advance if any is taken should be cleared against such purchase.

Expiry Checking

• Store dept should regularly check (Preferably on monthly basis) expiry

itemsand entire stock should be checked for expiry date.
• Before opening new kit/reagent, expiry date should be checked.
• The period of near expiry shall be defined in advance and near expiry
itemsshould not be accepted and should be sent back to the supplier.
• Medicines expiry should be informed to return to supplier.
• Near expiry items are moved forward in rack so they are consumed first.
 Stock Maintenance
• The store In charge should maintain the minimum stock level / reorder level
for different category of items (As decided by the management) and will
provide proper intimation to purchase dept for material to be procured on
periodic basis. Such minimum ordering level should be continuously
monitored by stores and amended if required based on consumption and
delievery period.

• Store In charge takes necessary stock reports periodically (Monthly/Quarterly)and

counter verifies the physical stock with system stock. Physical verification should be
done at periodic interval on the basis of classification / category defined

Protocol for Efficient Supply Chain Management System

The Purchase department will have to monitor smooth delivery of ordered items and if any likely
hood of delay, they should communicate to store and user departments

Sr. Cycle Time line Responsible

No. Person Dept.
1 Prepare Purchase indent ofItem 4 Days or monthly Store Executive
Material Request by user once as per stock
(Non Stockable or routine maintenance policy
requirement) in store

2 Purchase Order from 7 Days Purchase

Purchase indent Executive
3 GRN from Purchase 2 Days Purchase Dept. and
order/Delivery challan/Invoice Store Assistant /
Executive
4 PO - for Capital Item 15 – 30 Days Purchase Dept.
and Store
Assistant /
Executive
5 Documents - invoice withGRN Within 5 Days of Store Executive
/ P.O. / Supporting receipt of goods / Incharge
docs send to Account Dept.

• Item A-High value items-Every 15 days

• Item B-Moderate value items-Once in a month
• Item C-Low costs items-Once in a quarter.

The items, which are very urgent in nature, should be informed to the Purchase
Manager immediately on getting the request from the user dept. PI with Urgent
Notation to be sent.
 i. The category wise consumption (FSN – Fast, Slow & Non
moving) report shallbe monitored periodically, and will be
reviewed in the purchase committee.

Material Issue

ii. Central store should issue material on authorized request

received from the respective sub store /department. Ready
stock items should be issued to the user depts. based on their
indents within the time limit. Materials should be issued on
FIFO basis only.
iii. Old stock/useless items should be removed from the storage
place after the approval of CEO and Director.
iv. Consumption patterns should be monitored periodically and
proper alerts should be given to concerned department, to
avoid improper utilization. For any exceptional variance,
central store should report to authority.

Returning of Materials From Sub Store To Main Stores

v. User department should generate online return request
(Which should be approved by respective dept. head) and
central store should accept the request on receiving the
rejected material.
vi. On receiving the rejected material, central store should verify
and inspect the same and update the Stock Register. Store
dept. will prepare return gate pass whichshould be on various
conditions be signed by store also and then store shouldbe
return, accepted and destroyed.
vii. Finance department should be promptly informed to deduct
value of same return / replaced/ partially rejected goods.

Asset Movement Form

Any inter-department movement of asset (Change of location), should be carried

out only by filling asset movement form (data like Dept. name of transferee & dept.
name of the receiver, item name, asset Code, reason of transfer etc.) and same
should be authorized by HOD/Biomedical Engineer/IT Dept./Facility Dept. /Stores
as the case may be. One copy of the form should be sent to Central Store and Central
Store will provide a monthly statement of asset movement with specific code to
Finance Department for necessary record updation.

Vendor Payment:

• Credit period for payments to vendor, will be calculated from

the dateof GRN.
 • Stores and respective department has to submit complete
authorizedinvoice with all necessary documents to accounts
department within 3 to 5 days of preparation of GRN.
• If any urgent payment is to be made, specific instruction
with authorization is to be provided to finance department
and on thatbasis payment will be released.

• Payment Advice/Bill Summary will be provided by finance department against

payment made during the time of cheque issue.
• Revenue Stamp is not mandatory for cheque collection by Vendor.

3) OPD (Out-Patient Department) at GCS Hospital:

S. Procedural steps Responsibility

No.
Initial assessment of OPD patient
1 Each patient is initially screened on Treating Doctor/ unit doctor or authorized
following parameters:
paramedical staff.
o History of illness
o Height and weight (if required)
o Temperature, blood pressure and
respiration
o Allergies or any associated disease

2 Doctor shall write the case notes, Treating Doctor/ unit doctor
investigations, prescribe treatment or
refer to required specialty as per
initial assessment. All these shall be
documented and signed, named,
dated and timed.
3 Each patient shall be assessed as per Treating Doctor/ unit doctor
their disease process
4 Patient’s physical, psychological, Treating Doctor/ unit doctor
social status and nutritional
needs shall be assessed.
5 The assessment process for an Treating Doctor/ unit doctor
infant, child, or adolescent patient
shall be individualized.
6 Special needs of the patients who Treating Doctor/ unit doctor
are receiving treatment for
emotional or behavioral disorders
shall be addressed.
7 Special needs of patients who are Treating Doctor/ unit doctor
possible victims of alleged or
suspected abuse or neglect shall be
addressed
8 Based on assessments, treating Treating Doctor/ unit doctor
physician or assistant shall
document plan of care for the
patient.
9 These records shall be signed, Treating Doctor/ unit doctor
named, timed and dated by person
who is entering the record.