Man Power Planning in
Hospital
Manpower
Planning is the primary function of the hospital human resource manager but
before the stats filling individual jobs, he should consider the overall
management problem of making the best use of available human resources. Just as
the controller of finance budget for the best use of financial resources, the
human resources manager is basically concerned with budget for the best use of
human resources. Manpower planning call for the integration of information,
formulation of policies and forecasting of future requirements of human
resources so that the right personnel are available for the right job at the
right time.
Manpower
planning starts with the analysis of the future needs of the hospital and its
objectives. It determines organization structure, decides what jobs have to be
filled and what their requirements are.Short-term manpower planning –two year
or so ahead is promoting planning. But the really important planning is the
long-term planning –five or ten year ahead. In manpower planning the basic
question of objectives organization structure and age structure of personnel
have to be considered.
Nature
and Scope of Manpower Planning
Manpower
planning is may be defined as a technique for the procurement, development,
allocation and utilization of the human resources in the organization. It views
employees are scarce and costly resources, whose contribution must be developed
to the fullest by the management. Manpower planning, which is at times
described as manpower management is basically concerned with having the right
types of personnel for the right job at the right times. This is done by
studying three types of forecasts :
§
Economic
forecast
§
Hospital’s
expansion forecast
§
Employee’s
market forecast
Systematic
manpower planning is a must for every dynamic organization. The management has
to meet the challenge of various pressure such as political,economical and
technological, to ensure that the future of the hospital remains bright under
all circumstances. The emergence of more hospital in the vicinity and better
opportunities offered by hospital coming up in developed,developing and
underdeveloped countries abroad can result in high employee turnover and a
source of potential loss.
Need for manpower planning
Every hospital
has to do manpower planning for the following reasons :
1.
Shortage
of certain categories of employee
2.
Advancement
of medical science and technology resulting in need for new skills and new
categories of employee
3.
Changes
in organization design and structure affecting manpower demand
4.
Government
policies in respect to reservation of seat for handicapped person/women and
others.
5.
Labour
law affecting demand and supply of labour.
6.
International
scenario of employment eg employment of nurses,doctors,paramedical personnel on
USA,Uk,Ireland, the gulf countries etc.
7.
Introduction
of computer.
Benefits
v
Enables
an organization to have the right person at the right place and at the right
time
v
Provides
scope for advancement and development of employee through training development
etc.
v
Helps
in anticipating advertisement and salary budgets
v
Foresees
the need for redundancy and plan eliminate it
v
Plans
for better working conditions, fringe,benefits,training needs
v
Given
an idea of the type of tests to be used and interview techniques in selection
based on the level of skills,qualification,intelligence,value etc of future
manpower and
v
Helps
improve service to patients and
contribution of working personnel.
Objectives
·
Very
wide and varied
·
Most
important are :-
o
Ensuring
maximum utilization of personnel
o
Assessing
future requirements of the organization.
o
Determining
recruitment sources
o
Anticipating
from post records :
§
Resignations
§
Discharge
simplicities (simple discharge)
§
Dismissals
and
§
Retirements
·
Determining
training requirements for mgmt development and org development
Manpower
Planning Steps
Manpower planning covers the
total activity of the personnel function such as recruitment selection,
training career development staff appraisal etc. Manpower planning involves the
following steps
1.
Scrutiny
of the presents personnel strength
2.
Anticipation
of manpower needs
3.
Investigation
of turnover of personnel
4.
Planning
job requirements and job description
Scrutiny
of the present personnel strength of personnel
Scrutiny of the present
personnel strength of personnel is the corner-stone in manpower planning. This
helps in management development,in determining training needs and in the optimum utilization of personnel whenever
they are needed most. An examination of present staffing can further determine
the exact number of personnel required and their skill-levels.
Anticipation of manpower
needs
The anticipation of the needs for manpower
generally involves taking an inventory of the existing personnel who are ‘in
stock’ today,and what can be expected to be in stock tomorrow. This forecast is
prepared every year for the next five year. It objectives is to determine the
number of personnel likely to be needed an account of any reason what ever;
promotion of employees to higher pasts,losses that are likely to occur through
resignations,discharge simpliciter ,dismissals ,retirements etc. Ultimately the
net requirements of the hospital are indicated.
Investigation of turnover of
personnel
Labour turnover, as the world imply means the rate of change in the number of
employees, ie, the number of employees leaving and joining an organization during
certain period. A study of labour turnover is helpful in manpower planning. A
high turnover is a warning to the hospital authorities that something is wrong
with the personnel policies and practices of the hospital. It may be due wrong
selection placement,low salary,poor working condition lack of promotional
avenues etc. A high rate of turnover not only costs in terms of money but also
harms the reputation of a hospital,lowers the terms-sprit of the remaining
employees and reduce the quality of patients care.
Some of the important factor
which result in employee quieting their jobs are :
§
Low
salary
§
Better
prospects in other hospitals
§
Poor
working condition
§
Transport
problem
§
Housing
problem
§
Marriage
incase of female employees
§
Health
grounds
§
Family
circumstance
§
Family
circumstance
§
Further
studies
§
Maltreatment
by superiors
§
Unfriendly
relation with colleagues
§
The
attraction of going back the one’s native place
§
The
attraction of going to a foreign country
The exit-interview is a useful
tool to study labour turnover. When a employee is leaving ,he is leaving,he is
generally willing to be candid and may share his bitter experiences. The org
weak spots are revealed,which can ultimately helps reduce turnover and in
building the morale of the remaining employees in the hospital.
Planning
job requirements and job description
Manpower planning consists of
studying job requirements and preparing job description. The requirements of
each and every jobs must be thoroughly studied through job analysis.
Job
Analysis
Job analysis is the process of
examine a job to identify its component parts and the circumstances in which it
is performed . It is necessary to be familiar with this techniques because its
application is quite wide and extends across the whole range of staff
management function.
1.
Recruitment
: Its aims at filing jobs by recruitment of the programme
2.
Salary
: It is designed for finding the correct grading of individual pasts.
3.
Safety
: It is meant for identifying job hazards
4.
Training
: it is intended to decide the content of the programme.
5.
Annual
performance appraisal : It evaluates the performance of the employee.
The
steps in conducting job analysis are as follows :
1.
The
analysis should commence with a fairly brief statement of initial requirements
such as aptitude, educational, qualification, training and experience.
2.
The
next main iteam should be a description of the responsibilities under broad
headings such as physical effort ( amount of physical effort required for
moving,lifting,duration etc )mental effort (the degree of intelligence needed)
and responsibilities (for controlling staff,material, equipment, cash etc)
3.
Environment
and conditions of service are to be considered and analyzed, such as physical
surrounding (indoor, outdoor, temperature, humidity, noise etc) accident
hazards, shift duties, prospects of advancement, occupational illness etc.
4.
The
constraints,difficulties and pressure of the job should also be brought out.
For instance,in the case of an account responsible for preparation of
consolidated figure for the top management, the time by which these figures
must be prepared and its impact on his other duties during this period must be
spelt out.
Job analysis should , therefore be
concerned with realities and practical possibility. It should indicate how a
job is taken care of within the limits of human capacity. It is a tools of the
management aimed at eliciting detailed information about a job. At the same it
can act as a problem-solving device.
Job
Description
The job description is a broad
statement of the purpose,scope,duties and responsibilities of a particular job.
This is a resultant of the job analysis . It provides the detailed factual
information required by candidates and selectors a like in order to obtain a
thorough knowledge of the requirements of a job. To avoid confusion and
misunderstanding, a job description should be prepared jointly by human
resource department and concerned department head.
(format for job description)
Sharma’s Hospital
Job Description
JobTitle…………………………………………………………..Department…………………
Accountable to…………………………………………………Pay
Scale……………………..
Job
Summary………………………………………………………………………………………
Job Duties 1.
2.
3.
4.
5.Any other duty assigned by the department head
Qualification…………………………………….
Experience……………………………………...
Efforts……………………………………………
Working Condition…………………………….
Human Resource Requirement
in Hospital
§
Requirement
for human resource must be analyzed in
term of number of personnel needed for each types of job.
§
Employee
means any persons who works in any capacity in a hospital eg Dr, nurse,
paramedical……………skilled/semi-skilled/unskilled employee.
§
Depend
upon size of the hospital ,types on the hospital and degree of care it provides
are of the hospital,t ype of equipment used(automatic, semi-automatic or
manually operated etc)
§
Under
prevailing conditions, to manage every bed, whether in a small or big hospital,
it requires 3 to 5 personnel.
Doctors to Bed Ratio
1: 5 (Indian Medical Council) However 1:10
Nurses to Bed Ratio
1:3 bed
1: 25 bed (Ward Sister)
150-400bed : Assistant nursing
superintendent
401-700 bed : Assistant nursing
superintendent + Nursing superintendent
(
30% leave reserve personnel should also be provided)
A
nurse is to perform different procedure and function at different time,such as
on admission of a patient,discharge of a patient and care during the stay of a
patient in the morning,afternoon,evening and at night.
Department
|
Nurse
|
Bed
|
Remarks
|
Medicine
|
1
|
3
|
|
Surgery
|
1
|
3
|
|
Casualty
|
1
|
1
|
|
ICU
|
1
|
1
|
|
CCU
|
1
|
1
|
|
Paediatric
|
1
|
4
|
If mother are
allowed to stay with patients
|
1
|
2
|
If mother are
not allowed to stay with patients
|
|
Obs/Gyne
|
1
|
3
|
|
Labour
Room
|
1
|
3
|
|
OT
|
2
|
1
|
|
Ortho
|
1
|
3
|
|
Well
baby Nursery
|
1
|
3
|
|
Special
Nursery
|
1
|
1
|
Patients care at the time of
Admission
§
Nurse
welcome a patients with smile
§
Remove
bed cover
§
Make
him feel comfortable,
§
arranges
for fresh drinking water,
§
checks
his weight, temperature and bp,
§
quarries
about the history of illness, orientates the patients to his surrounding (Such
as use of the call bell,bed pan,light,fan etc)
§
send
the diet requisition
§
record
his general condition
§
inform
the dr about the admission and
§
queries
of the patients and relatives
Morning
care of the patients
This care is given to the patients in the
morning by the day shift nurses. She visit the patients in his room, greets
him,gives a sponge bath,change his clothes,rubs talcum powder,change bed sheets
and pillow covers,check temperature,BP,administers morning medicines,makes the
round with the dr,assists the diet-aides in giving breakfast,brings fresh
water,sends the patients to x-ray,send urine and stool specimeans,if order to
labouratory department,arranges for breakfast,lunch etc.
Afternoon
care of the patients
Care given day shift staff after he has
had his lunch, comb the patient hair, check temperature,BP,administers
afternoon medicines,
Evening
care of the patients
Pm shift nurse,takes report about the
patients from the morning shift staff,check temperature,BP,administers evening
medicines, places the patients in a comfortable position for sleep,wishes the
patients a peaceful and comfortable night sleep,switches off the rom lights and
switches on the night lamp if required
Pre
–morning care of the patients
(Between 5am-7am by the night nurse)
§
provide
bed pan, collect urine and stool specimens
if required
§
assists
the patients in brushing his teeth
§
washes
his face
§
Straightens
the bed sheet and makes the patients comfortable.
§
If
patients has any problem at night she contacts the dr on call, makes entries in
the nurse note-sheets about the general condition of the patient finally
reports to the day shift nurse before going off duty.
Care
at the time of discharge
§
Prepare
for the patients to return home
§
The
whole aim of hospitalization is to try to help an individual recover speedily
so that he may again take his place in society. If this is not possible, he
should be prepared to continue his treatment at home.
§
When
the dr decides to discharge a patients nurse informs the patients his family
member so that they make the necessary arrangement.
§
Send
the chart of billing,explain discharge policy to patients and relatives,hands
over the bills to the patients relatives,collect home medicines from the pharmacy from the patients
request the dr to prepare the discharge
summary.
§
Receiving
pay bill-give discharge summary sign it the inform admission office ,dietary
department,explain follow up policy,enter the patients name and accuate time in
discharge census.
Deciding work-load ratio
and human resource strength in various department
X-ray Department
While deciding the number of employees in an x-ray
department, the following tasks should be taken into consideration
§ Reception of patients
§ Recording the history of a patients,as concerned with x-ray
§ Prepare necessary paper,the slip to be pasted on the x-ray
request entry in the register
§ Taking film fromstock,putting the same in the x-ray cassette
§ Explaining to the patients about x-ray procedure and taking
the x-ray
§ Processing film
§ Sorting film
§ Reporting to the radiologist
§ Typing of report
§ Charting report or dispatching report
Keeping in view the quality of work required,one x-ray
technician can’t be asked to do more than 30 x-ray investigation per day.
One x-ray technician :
2 - carotid
angiography @ day
2 - myelography
phies @ day
5 - IVP
@ day
5 - OCH
@ day
3 - hysterosalpingiographies
@ day
10 - barium
investigation @ day
2 - carotidangiographies
@ day
30 - One
–view x-ray
20 - Ultrasound
investigation
5 - CT
scan
(one x-ray supervisor require 7 x-ray technician)
Physiotherapy Department
The main function of this department are to rehabilitate or
activate various limbs/parts of human body which might have become inactive due
to accident/disease/ageing process etc.
1 physiotherapist -25 pts @ Day (8hrs)
Before giving treatment to the patients, he has to do some
preparatory work:
1. Examination of the patients
2. Entry into register :
·
Name,age,sex
·
Present history of
illness
·
Past history of illness
·
Family history if any
·
Diagnosis
3. Aim of treatment
4. Planning of treatment
5. Progress report
( one physiotherapist – 7 assistant physiotherapist)
Medical Laboratory
One medical laboratory technologist – 35 tests per day
Less than 35 tests performance below average
More than 35 tests accuracy of his result should be
questioned.
Technician
1 : 45 hematology
tests
1 : 50 urine
analysis tests
1 : 50 parasitology
tests
1 : 20 blood
bank test
1 : 40 serology
tests
1 : 30 biochemistry
tests
1 : 20 histopathology
tests
If test are automated higher number of test can be performed.
One section head over -7 laboratory technicians, clerical
staff and bottle-washer.
Pharmacy Department
Policy of the hospital (no of pharmacists)
One pharmacist can dispense medicine to 150 patients per day
8 hrs -1oo out patients and 50 in-patients
If >7 pharmacist – one chief
pharmacist
Laundry
·
Depend upon frequency of
changing the linen in the ward
·
The quality of linen
·
Depen upon laundry
equipment-whether it has boilers,washingmachines , hydro-extractors,drying
tumblers,flat-work ironers,flat bed presses and allied equipment.
1 : 25 to 30 beds (laundry operators )
Washman 1 : 150 to 200 kg per day
( washing,drying,folding,ironing and
returning,thia includes collection of linen from different places)
Uses of linen kg
OT 1 : 7
to 8 kg
Labor room 1 : 7 to 8 kg
Each beds 1 : 5
to 6 kg
Food Service
1 dietary staff - 15 to 20 persons will be applicable
Sanitation & House keeping
1 sweeper - 1200 t0 1500 sq ft
1 : 10 bed (30% leave reserved)
One supervisor - 10 sweeper
If > 300 beds
Sanitation in charge = 4 supervisor = 40 sweeper
Security
1 : 10 beds
CSSD
1
: 25-30 beds (30% leave
reserve)
ECG
1 : 20 ECG - one
sift
Hospital Attendant
1 : 10 beds
