HRM 1 - Manpower Planning

Document No.

: AH/HRM/1
NABH STANDARD REFERENCE Issued on: 15TH MAY 2023
HRM OE 1 (a-g) Issue No.: 01
Reviewed on: 01ST MAY 2023
Manpower Planning Pages: 01-10

Manpower Planning

Aureus Institute of Medical Sciences, Nagpur.
Plot no 16, Wanjari Nagar, opp. Rajabaksha Hanuman Mandir
Medical College Road, Nagpur 440010
Prepared By: Reviewed By: Approved By:
Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

Assistant Manager (Administration) Director - Human Resource Director - Quality
1
Document No.: AH/HRM/1
Standard
HRM 1
The organization has a documented system of human resource planning
Elements Available Standards Compliance %

Core 1 100
Commitment 3 100
Achievement 2 100
Excellence 1 100

2
Amendment
Sl. No Page No Details of Amendments Reasons Signature of Signature of

& Preparatory Approval
Section No Authority Authority

3
1.0 PURPOSE:
1.1 The purpose of this policy is to ensure that right numbers of people are available for all
positions on time such that the organization’s goals are achieved.
1.2 To plan the right mix of manpower for the Hospital in line with the volume of scope of
the services being provided by the hospital.
1.3 To ensure an adequate number and mix of trained staff to meet the care, treatment
and service needs of the organization.
1.4 The purpose of this policy is to ensure that right numbers of people are available for all
positions on time such that the organization’s goals are achieved.
2.0 SCOPE:
2.1 This policy applies to all employees working in organization.
3.0 RESPONSIBILTY:
3.1 Management Committee
3.2 Director - Human Resource
3.3 Manager - Human Resources
4.0 ABBREVIATION:

4
4.1 NABH : National Accreditation Board For Hospitals and Healthcare providers
4.2 HRM : Human Resource Management
5.0 DEFINITION: Operational Definition:
5.1 Manpower Planning is a process of reviewing the current manpower and determining
the right number of persons required at every section / department, keeping in mind
the current and future plans. This process will therefore lead to identifying new
requirements / job position and / or identifying redundancies in the system based on
such plans.
5.2 Job Description: - It entails an explanation pertaining to duties, responsibilities and
conditions required to perform job.
5.3 Job Specification: - The qualifications/physical requirements, experience and skills
required to perform a particular job/task. A statement of the minimum acceptable
qualifications that an incumbent must possess to perform a given job successfully.
5.4 Antecedent Verification: - Is a valuable tool used to confirm information and details
provided by the prospective employee.
6.0 REFERENCE:
6.1 NABH: NABH Accreditation for Standards.
6.2 HRM.1.: The organization has a documented system of human resource planning.
7.0 POLICIES: -
7.1 In order to deliver medical and service excellence of the highest standards, Aureus
institute of medical sciences & Hospital shall ensure that the right talent in terms of
qualifications, skills, experience and attitude is recruited in the organization.

5
 It shall be the responsibility of the HR department to document the manpower

requirements for each department at the beginning of the financial year, for the
entire year, based on the following things:
 Work projections.
 Current bed capacity.
 Expansion plans of the organization.
 Technological changes in services.
 Assessment of current workforce profile.
 Future of the organization.
7.2 The HR manager analysis at the beginning of every year such manpower requirements of
various categories of staff – Clinicians (full time), Clinicians (On Call), Nursing staff, other
paramedics – technicians for Diagnostic Labs, Medical records department,
Administrative staff, Front office staff, Maintenance staff, Housekeeping staff (both in-
house & contractual), other hospital workers, etc.
7.3 The assessment of manpower requirement in each department/division is periodically
reviewed depending on increase or decrease of workload, technological changes or any
other relevant factor.
7.4 In case any new staff is required to affect continuity of care either directly or indirectly,
the same is communicated to the Director – Human Resource through Human Resources
Manager, who is responsible for the approval and provision of the required manpower.

6
7.5 On approval by the Director – Human Resource, these manpower plans will constitute
sanction for creation of posts including posts of trainees and form the general basis of
recruitment according to the need of staff in each department.
7.6 Job Specification of each category are defined and adhered to the it.
7.7 Job description are defined for each candidate and to be adhered and given a copy to the
employee while joining.
7.8 Antecedent verification of every employee is compulsory which will be carried out by
HR telephonically and documented in antecedent verification form.
8.0 PROCEDURE: -
8.1 Workforce planning: -

 Manpower requirements of each department/section of the Hospital shall be
determined and done. The manpower requirements so arrived, after approval of HR
Committee, shall constitute the approved strength of the department/section and shall
form the basis of manpower planning of the department/section. All recruitment shall
be as per the approved strength of each department/section.
 Based on “Departmental Manpower Study” the HR Manager and Director – HR will
plan the personnel requirement for the budget year and prepare a Manpower Planning
Chart which will be discussed and agreed with respective Departmental Heads
 HR Manager will finalize the manpower requirement for the budget year and present it
to Directors for further approval.

7
 HR Department will make all hiring decisions based on the approved manpower plan
for the budget year.
 HR Department will verify with relevant Incahrges/ HOD, the need to recruit for the
open position.
 The respective departmental Heads will periodically assess if the position might be
revised, filled from within, or clubbed with an already existing function.
 If any Departmental Heads would like to request for additional manpower in the
department which is not part of the approved manpower plan, specific approval of
administrator would need to be obtained and the request will be routed through HR,
Departmental Head will be required to justify the same (Manpower request form) and
the position will be announced only after approval of the HR Manager .
 There shall be a minimum of one doctor in ICU round the clock, to attend the patients
on 24X7 basis.
 There shall be one nurse per bed to attend to critical patients in ICU, on 24X7 basis.
 A nurse ratio of 1:4 shall be maintained for all non-critical patients.
 Every surgical procedure, requiring anesthesia, shall be supported by a minimum of
one anesthetist, one technician / nurse, apart from the operating surgeons.
 There shall be one casualty medical officers per shift in casualty to attend to emergency
cases and RMO for ambulance calls.
 There shall be one pharmacist registered with Pharmacy Council, who shall dispense
the prescribed medicines.

8
 There shall be one dietitian for every admitted patient’s to cater the patient’s dietary
requirements.
 There shall be a minimum of one patient care executive to be able to handle incoming
phone calls.
 Every OPD, IPD, Emergency and Diagnostic counter shall have one trained front office
executive to be able to attend to the patient’s queries.
8.2 Job Description & Job Specification: -
 Job Specification: - Job specification of each category are defined and positions are
hired accordingly.
Refer Document No: - AH/Manual/
 Job Description: - Job description of each individual candidate will be prepared per the
terms and conditions finalized with him/her and get it approved from the HR Committee
chairperson and while joining it is briefed to the candidate and a copy handed over to
the employee and same will be explained once again by the reporting head.
8.3 Antecedent verification: -
Every candidate who selected in the organization, background verification is must and it is carried
out by HR Executive, she calls to the organization where she has worked previously and takes a

9
feedback and documented in the background verification form and in same way criminal
background verification is verified online by HR executive.
9.0 PROCESS START

10
“Proposed work plan” for the budget years prepared by HR

Manager, is presented and discussed with Medical director.
HR & each departmental manager analyze the manpower

requirement for each department.
HR dept prepares the justification of each position.
HR Committee* finalizes the manpower plan keeping in mind the

allocated budget.
Job specification for every position is made by the respective HOD

along with the help of HR Manager (as per Annexure-I).
HR dept will proceed ahead for recruitment process as per the

approved manpower plan.
Departmental requests for additional manpower will be routed

through HR to C.E.O and Medical director, whose decision will be
final.
END

11
Staff Shortages & Contingency Planning Policy & Plan
POLICY:
In order to address staffing shortages, in addition to preparing and implementing contingency

plans, the Home’s leadership team will:
• Work closely with all departments to understand hiring needs and ramp up hiring
• Work with all departments to implement cohorting
• Accelerate onboarding processes while maintaining quality
• Actively manage return to work
• Prevent work refusals through education, training, and enablement of team members
PROCEDURE:
The Administrator or designate will:
1) Develop/review contingency plan to:
• Identify minimum staffing needs for each home area
• Prioritize critical and essential services based on resident population needs
• Identify backup for each shift and role and ensure training provided
2) Create contingency plan for leadership in the event that several critical roles can no longer
attend work due to illness or other reasons and critical leadership gaps exist.
• Identify team members who could potentially take on a leadership role.


12
• This may also require discussions on available staffing support with HR, Support Services,
Partners, and other institutions.
3) Recruit and train for as many vacancies as possible and hire to fill gaps across all areas as
established in contingency plan. Prioritize RN, RPN, PSW/HCA/RCA.
4) Monitor government directives that impact team members, compensation, schedules, etc., as
well as any other programs that offer team member support (e.g. emergency childcare).
Communicate as appropriate.
5) Review staffing schedules, availability of alternate staff, and emergency contact numbers for
team members.
6) Provide guidelines for team member cohorting and train department leads.
7) Limit PT and casual resources to one home area/floor as much as possible.
8) Work with Department managers/schedulers to:
• Increase staffing to support additional requirements/surge capacity
• Create contingency plans
• Implement team member cohorting
• Determine who should work from home
• Ensure schedule is in compliance with latest orders (e.g. no team members work in more than
one location)
• Improve team member engagement and morale

13
9) Work with department leads to identify backup schedulers.
10) Redeploy team members who work in non-essential/suspended services.
11) Closely monitor absenteeism, execute contingency plans as needed, and adjust staffing plans
accordingly.
12)Identify all available options to meet staffing needs, including:
• Volunteers
• Agency contracts
• Health Unit support
• Local healthcare facilities (e.g. hospital)
• Emergency services (e.g. army)
• Recruit college/university students, individuals from other sectors (e.g. hotels, restaurants)
• Cross-training/universal roles (e.g. housekeeping and tray delivery)
• Look at team member history (e.g. PSWs who were housekeepers) and how to leverage cross-
skilling
13) Review plans to offer team member hotel accommodation, transportation subsidy, grocery
delivery/meals, etc. Ensure initiated and communicated as indicated.
14) Consider adding scheduling staff to support outbreak needs.
15) Discuss with Support Services and health authorities/hospital partners thresholds for
requesting external staffing help and determine contact person.

14
16) Place enhanced focus on team member engagement and morale as difficult situations arise
(e.g. death of resident, team member).
17) If using emergency staffing (e.g. army, hospital staff), discuss timeline for availability, create a
plan to self-sustain staffing needs, and continue recruiting.
18) Implement Return to Work protocols.
The HR Team will:
1) Collect information from team members, contractors, and volunteers about:
• Availability
• Skills (including cross training)
• Likely or actual exposure to disease at home (as applicable)
2) Implement initiatives to increase team member engagement and empowerment and prevent
high absenteeism in the event of an outbreak including:
• Recognize team members’ hard work often
• Check in with team members
• Organize engagement activities (e.g. sidewalk chalk messages, team video, etc.)
• Ensure team members are aware of EAP and other resources available for their wellness
• Mitigate team member fears by communicating protection measures taken/to follow
3)Discuss with team members ahead of time to understand whether they plan on attending work
in anticipation of rapidly changing situations i.e. outbreak, weather that limits travel, etc.

15
4) Support the location’s leadership team as required to address staffing shortages and plan for
contingencies.
5) Support conversion of as much casual and part-time team members as possible to full- time to
facilitate cohorting and increase capacity.

16

HRM 1 - Manpower Planning

Uploaded by

Copyright:

Available Formats

HRM 1 - Manpower Planning

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

HRM 1 - Manpower Planning

Uploaded by

Copyright:

Available Formats

Document No.

Aureus Institute of Medical Sciences, Nagpur.

Plot no 16, Wanjari Nagar, opp. Rajabaksha Hanuman Mandir

Medical College Road, Nagpur 440010

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

The organization has a documented system of human resource planning

Elements Available Standards Compliance %

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

Sl. No Page No Details of Amendments Reasons Signature of Signature of

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

 It shall be the responsibility of the HR department to document the manpower

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

8.1 Workforce planning: -

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

8.2 Job Description & Job Specification: -

8.3 Antecedent verification: -

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

9.0 PROCESS START

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

“Proposed work plan” for the budget years prepared by HR

HR & each departmental manager analyze the manpower

HR dept prepares the justification of each position.

HR Committee* finalizes the manpower plan keeping in mind the

Job specification for every position is made by the respective HOD

HR dept will proceed ahead for recruitment process as per the

Departmental requests for additional manpower will be routed

Prepared By: Reviewed By: Approved By:

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

Staff Shortages & Contingency Planning Policy & Plan

In order to address staffing shortages, in addition to preparing and implementing contingency

• Work with all departments to implement cohorting

• Accelerate onboarding processes while maintaining quality

• Actively manage return to work

The Administrator or designate will:

1) Develop/review contingency plan to:

• Identify minimum staffing needs for each home area

• Prioritize critical and essential services based on resident population needs

• Identify team members who could potentially take on a leadership role.

Adv. Aniruddha Koparkar Dr. Parikshit Mahajan Dr. Anshul Chadda

7) Limit PT and casual resources to one home area/floor as much as possible.

8) Work with Department managers/schedulers to:

• Increase staffing to support additional requirements/surge capacity

• Create contingency plans

• Implement team member cohorting

• Determine who should work from home

• Improve team member engagement and morale

Prepared By: Reviewed By: Approved By: