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Human Resources Department Orientation Manual

Hamad Medical Corporation
Welcome from the Executive Director
HR Vision, Mission, and Values
The HR Department Structure
Getting Started
Corporate Orientation
Staff Clinic Appointment for Overseas Employees
Building Tour and Team Introductions
The Human Resources Department
Commitment to Developing Qatari Employees
Day 1 Schedule
Hamad Medical Corporation Information
Fire Safety and Security
Quality Improvement Process
The Journey to JCI Accreditation
Department Information
Personnel File Policy
Data Integrity
Request for Leave
Overtime
Sick Leave
ID Card
Probationary Period
Performance Management & Promotion
E-mail and Internet Use
Continuing Education and Development
Departmental Administrative Procedures
Your Roles and Responsibilities
Section Competencies
Orientation Manual Acknowledgement
TABLE OF CONTENTS
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Hamad Medical Corporation
Human Resources Department Orientation Manual
A Message from the Executive Director
Dear Colleague:
Welcome!
On behalf of Hamad Medical Corporation, it is my pleasure to welcome you to the Human Resources
Department. We know you have options about where you choose to work and we strive to be an
employer of choice in Qatar.
Hamad Medical Corporation (HMC) is the premier healthcare provider for the State of Qatar. HMC
provides over 90% of all healthcare delivery services delivered in the country. Established by an Emiri
decree in 1979, ve hospitals currently comprise HMC, including:
Hamad General Hospital Al Amal Hospital
Womens Hospital Al Khor Hospital
Rumailah Hospital
HMC has ambitious plans to further develop its patient care services to meet Qatars continued growth
and development. HMC is in the process of opening specialty hospitals in Doha for cardiology and
pediatrics.
Additionally, HMC will be opening a hospital in Al Wakra.
All HMC hospitals have achieved the esteemed Joint Commission International (JCI) recognition for a
demonstrated commitment to quality patient care. HMC is also the rst home care provider in the region
that has gained JCI accreditation.
Along with the hospitals, HMC is supported by many administrative departments, including Human
Resources (HR). The HR department serves all of HMC and its 17,000-plus employees including:
Physicians Administrative & Clerical Staff
Nurses Executives
Allied Health Staff
Our vision for the HR department is to achieve a level of HR practice excellence and service that will be a
benchmark both within Qatar and internationally. We are working hard to exceed staff expectations,
decentralize our operations, redesign our workow processes, and create an environment that values and
supports employees at every level of the Corporation. This is an exciting time to work for HMC, and HR
will play an important role in the Corporations further development.
I am pleased you have chosen a career in Human Resources and look forward to your participation in the
HR Department. I invite you to share your ideas and commit to excellence while in our department.
My sincere desire is that you have a lifelong, fullling career at HMC.
You are our future.

Executive Director
Human Resources, Hamad Medical Corporation
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Human Resources Department Orientation Manual
Hamad Medical Corporation
What you do does make
a difference.
Everyone contributes
directly to the
achievement of the
organizations greater
mission and vision.
Human Resources
Vision, Mission and Values
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Hamad Medical Corporation
Human Resources Department Orientation Manual
Human Resources
Vision, Mission and Values
Human Resources (HR) management is the policies, practices, and systems that inuence
employees behavior, attitudes, and performance . To effectively operate, the HR Department has
created a foundation for success through its vision, mission, and values to dene what HR is about
and how it conducts the daily work.
The HR Vision
The vision is a picture of the future we seek to create. It is a picture of excellence describing an
ideal future situation that offers challenges and is achievable. The vision orientation is the future. It
generates creative energy and serves as inspiration for our work.
The vision for our HR Department is to achieve a level of HR practice and service excellence that will
be a benchmark for best practice nationally and internationally.
The HR Mission
The mission is a set of declared objectives that serve as the core purpose of the HR Department. It
provides directions, strategies, and processes used to achieve our vision. The mission answers the
questions: Why do we exist? and What are we here to accomplish?
Our HR Department mission is to play a key role in supporting Hamad Medical Corporation (HMC)
leadership, department heads, and staff in achieving both personal and strategic goals. We intend
to achieve the mission by attracting, recruiting, training, and developing excellence in our staff.
The HR Values
The values are what we stand for in our behaviors and work practices. Values are cherished beliefs
that guide the organizations planning and operations. The values answer the question: How do we
want to act toward each other, consistent with our mission, in order to achieve our vision?
Our HR values are in line with HMCs values as they relate to the service we provide to our
customers.
Reliability - We will seek to provide a service to consistently high standards.
Excellence - We will aspire to be the best in all that we do and deliver what we promise.
Service - We will seek to meet and exceed the expectations of our customers.
People - We will value and make the best use of other peoples time.
Empowerment - We will support each other in delivering excellent service.
Caring - We will treat others as we would like to be treated.
Teamwork - We will work together to ensure the HR Department supports HMC in
its mission to deliver healthcare excellence in an atmosphere of mutual
RESPECT.
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Human Resources Department Orientation Manual
Hamad Medical Corporation
It takes each of us to
make a difference for all
of us.
The Human Resources
Department Structure
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Hamad Medical Corporation
Human Resources Department Orientation Manual
The Human Resources (HR) Department supports all employees within Hamad Medical Corporation
(HMC). HR strives to provide a united approach to all employee policies, practices, and systems
that inuence employee behavior, attitudes, and performance. HMC organizes its HR functions as
outlined below:
The Executive Directors Ofce
The Executive Director sets all HR policy within HMC and is ultimately responsible for all HR
practices. The Executive Directors ofce is also responsible, through the Director of Qatarization,
for the Qatari national workforce initiative at HMC.
The Executive Directors ofce oversees all departmental clerical staff and the ling room.
HR Operations
The HR operations section includes teams of staff who administer employee benets. This section
is moving toward a decentralized model in which each hospital has a team of operational
representatives assigned to it.
HR Support
The HR support section includes the sections for recruitment, housing, immigration, and travel
services.
HR Development
The HR development section focuses on leading change through people, process, and
technology.
Reward and Performance
The HR reward & performance section includes job analysis & evaluation, performance
management, manpower planning, and compensation.
Training
The HR training section focuses on management training, student coordination with academic
programs, and English language training.
Credentialing and Licensing
The credentialing and licensing section veries all nursing and allied health educational certicates
and professional licensure.

Policy Management
The policy management section is responsible to ensure operational compliance with established
policies and consults with the Qatari government on HR policy/law matters.
The Human Resources
Department Structure
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9
Hamad Medical Corporation
Human Resources Department Orientation Manual
The place you are in
needs you today.
Getting Started
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Human Resources Department Orientation Manual
Hamad Medical Corporation
Scope and Purpose of the
HR Department Orientation Handbook
Human Resources (HR) has prepared this department orientation handbook for new Hamad Medical
Corporation (HMC) HR employees.
HR provides you this handbook as a resource guide to ensure a successful orientation period. HR
encourages you to read this handbook and use it as a reference guide.
Purpose of the Handbook
The purpose of the handbook is to give you general information about some of the work rules,
work environment, and policies under which HR operates. More extensive information is available
from your supervisor or any member of the HR leadership team, should you have specic questions.
From time to time, you may receive updated information concerning changes in the content of this
handbook.
The Scope of the Handbook
This handbook supersedes, in all regards, any prior departmental information provided and should
be read together with all relevant HMC policies. The intent of this handbook is to be as accurate as
possible. However, should there be differences between this handbook and the provisions of the
employment contract, corporate polices, or bylaws, those contracts, policies, or bylaws will govern.
The contents of this handbook are not a contract of employment. Employees should not consider
receipt of this handbook as a guarantee of continued employment. No employment agreement shall
be enforceable unless it is in writing.
HMC reserves the right to change or modify this handbook, its related policies, practices, and/or
procedures at any time and without advance notice.
Employee Responsibilities with the Handbook
HR requires you to read this handbook in total. This handbook details mutual expectations of HR
employees and HMC.
HR also requires you to sign the receipt form at the back of this handbook stating you have read and
understand the information and accept the terms of the employee handbook. A copy of the receipt
form will be sent to your personnel le.
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Hamad Medical Corporation
Human Resources Department Orientation Manual
Getting Started:
Corporate Orientation and Your Orientation Partner
Hamad Medical Corporation (HMC) requires all employees to attend Corporate Orientation as close
as possible to the date of joining. HMC offers monthly orientation sessions in both Arabic and
English.
You will receive a Certicate of Attendance upon completion of the Corporate Orientation. Human
Resources (HR) will document your attendance at Corporate Orientation in your personnel le.
Attendance at Corporate Orientation is mandatory within the probationary period (rst 90 days)
and failure to attend the scheduled session could lead to termination.
Registering for Corporate Orientation
The HR recruitment section will schedule your Corporate Orientation date through our on-line
scheduling system. The Corporate Orientation Programme runs from 7:00 AM-3:00 PM in the
Hajar Auditorium of the HMC Education Center. Your attendance at this program is considered a full
work day and you will not be subject to payroll deductions for your attendance.
It is important that you remind your immediate supervisor the day before the session that you will
be attending your Corporate Orientation on the next day. Please advise your supervisor if you need
directions to the HMC Education Center.
The Corporate Orientation Program
HR has designed the HMC Corporate Orientation Program to provide information about the
organizations mission, vision, and values. During Corporate Orientation, you will also learn
important material about: re safety, disaster management, patient & family rights, condentiality,
infection control, environmental safety, and using information technology at HMC.
Your Corporate Orientation Date is:
Your Orientation Partner
HMC recognizes starting a new job can be both an exciting and daunting experience for an
employee. Therefore, HR commits to assigning you an orientation partner for your orientation
period, which lasts for the rst 90 days of your employment.
You will meet your orientation partner during your rst week of work. Your orientation partner is
someone to whom you can go to for help at any time. Feel free to ask this person any question you
wish. If he or she does not know the answer, your partner will do his or her best to nd it for you!
Your Orientation Partner is:
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Human Resources Department Orientation Manual
Hamad Medical Corporation
Getting Started:
Staff Clinic Appointment for Overseas Employees
Hamad Medical Corporation (HMC) requires all overseas employees to attend the staff clinic within
the rst few days of arrival in Doha to conrm tness to work. If you are a local hire, you should
have visited the staff clinic before your starting date.
Staff Clinic Forms
If you are an overseas employee, recruitment will help you obtain the necessary Medical
Examination Form for your clinic visit. This paper is your pass into the staff clinic for an
appointment, so be sure and bring them when you go to the clinic.
Staff Clinic Appointment
Staff clinic arranges your appointment time. The time and date of your appointment will be noted
on the white clinic appointment card. Please do not be late for your clinic appointment, as the staff
clinic is very busy each day. When you arrive to the clinic, make sure to sign in and hand your white
clinic appointment card to the receptionist at the front. Handing your card over to the receptionist
will ensure your place in line.
Once inside the clinic, a nurse and a physician will quickly evaluate your medical tness. Your exam
will include giving blood and urine samples and receiving a Tuberculosis (TB) skin test.
Additionally, you will visit the radiology department for a chest x-ray, the ENT department to have
your ears, nose, and throat checked, and the ophthalmology department to receive your eye
examination.
Because of the different departments involved in the medical examination process, the process may
take one to three days to complete.
If you have any questions about your staff clinic appointment, please contact your immediate
supervisor.
If you are an overseas employee, your
staff clinic appointment date is:
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Hamad Medical Corporation
Human Resources Department Orientation Manual
Getting Started:
Building Tour and HR Team Introductions
Your supervisor is responsible for providing a building tour and team introductions during your
rst week of orientation. The objective of the building tour is to ensure your colleagues welcome
you into the department and you know where all of your resources are in the building. Your Day 1
schedule includes the building tour, which you must complete the rst week of your arrival.
The Main Human Resources (HR) Building Tour
On your building tour you will know where:
To park your car
To place outgoing mail
To nd the washroom
To nd the copy machine and shared printers
To nd where HR posts staff notices
To nd the kitchen
To nd the location of emergency exits
To nd the location of re extinguishers
To nd the location of the timeclock
As you move through the building your supervisor will introduce you to the various HR sections,
including:
Reception
Recruitment
Travel
HR Administration
Compensation
Manpower
Credentialing and Licensing
Qatarization
Executive Ofces and HR Leadership
Some HR sections are located outside the main building. These sections include:
Student Coordination
Training and Education
Immigration
Housing
English Language Training
The File Room
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Human Resources Department Orientation Manual
Hamad Medical Corporation
Your supervisor will schedule your building tour on your rst day in the department. Please keep
the following list of key contacts for future reference.
Department Key People to Know Phone Number
Reception
Recruitment
Travel
Student Coordination
HR Administration
Compensation
Manpower
Training & Education
Credentialing & Licensing
Qatarization
Immigration
Housing
English Language Training
File Room
Executive Directors Ofce
HR Leadership Team
Assistant Executive Directors
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Hamad Medical Corporation
Human Resources Department Orientation Manual
Getting Started:
The Human Resources Department
Human Resources (HR) Reception
Located on the ground oor, the reception is responsible for assisting visitors with general
questions, receiving requests for employment certicates, and distributing certicates.
Recruitment
Located on the ground oor, the recruitment section is split on two sides:
Reception - HR staff receive CVs and applications here, as well as make identication cards.
Several staff in this section also perform recruitment ling activities.
Recruitment ofces - HR staff coordinate the activities that are required to nd and select
candidates here. These staff are responsible for coordinating the job postings, advertisements,
offers, and contracts.
Travel Ofces
Located on the ground oor, the travel section is responsible for assisting employees with their
annual ticketing needs. Additionally, these staff work with recruitment to ensure staff arrivals,
reception, and repatriation are coordinated.
Student Coordination
Located in the training villa, the student coordinators are responsible for
overseeing the assignment and contract requirements of scholarship students. The student
coordinators can also assist employees with information about scholarships and work placements.
HR Administration
Located on the rst oor of the main HR building, the HR administration section is responsible for
coordinating all communications related to employee salary and entitlements. These staff assist
employees by providing the necessary papers for their entitlements such as loans, allowances,
benets, and many other items. The HR administration is also responsible for producing all
employee certicates such as salary and service certicates.
HR Policy Manager
Located on the rst oor of the main HR building, the HR policy manager oversees all HR policies in
accordance with the HR bylaws and HMC policies.
Reward & Performance
Located on the second oor of the main HR building, the reward & performance section manages
manpower and promotion. Compensation analysts are responsible for maintaining data on job
descriptions, salaries, and entitlements. Manpower staff are responsible for maintaining the
manpower post and budget and administering promotions and transfers.
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Human Resources Department Orientation Manual
Hamad Medical Corporation
Training & Education
Located in the training villa, the training and education section is responsible for assisting employees
with professional growth opportunities. This section is responsible for coordinating the training and
education offerings and programms for staff.
Credentialing and Licensing
Located on the second oor of the main HR building, the credentialing and licensing section is
responsible for verifying nursing and allied health staff credentials and licensing to ensure HMC
provides the most qualied staff to care for patients.
Qatarization
Located on the second oor of the main HR building, the Qatarization section is responsible for
working across the organization to facilitate Qatari professional growth and development.
Immigration
Located across the campus, the immigration section is responsible for coordinating all governmental
requirements for non-Qatari staff and their families. This section is responsible for CID clearance,
work visa processing, resident visa processing, and exit visa processing.
Housing
Located across the campus, the housing section is responsible for coordinating all requirements for
staff entitled to a living accommodation. The Housing section is also responsible for contracting
with local landlords to ensure the supply of housing and maintenance meets HMC needs.
English Language Training
Located in the Education Center, the English language training section is responsible for assisting
employees who wish to take English classes. The section provides employees an opportunity to sit
for a placement exam. The placement exam benchmarks employees to a class for their current level
of English prociency. Once benchmarked, the students will be assigned a class to take to improve
their English language skill.
The File Room
Located in the old HR building across the campus, the le room contains all staff personnel les.
With 17,000+ current employees, the le room is a signicant and important part of our day-to-
day operations. HR stores employee les in the le room until needed elsewhere in the department.
Once staff recognize a need for a le, the staff will send for the le and it will be brought to the
department.
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Hamad Medical Corporation
Human Resources Department Orientation Manual
Getting Started:
For Qatari Employees
Human Resources (HR) fully commits to Qatars vision for growth and development, including
providing employment and professional development opportunities for Qatari nationals.
The Director of Qatarization will invite Qatari employees in the department to an introduction
meeting during the orientation period. The purpose of this introduction is to welcome Qataris to
Hamad Medical Corporation (HMC) and discuss ways HR can ensure Qataris have a life-long career
at HMC with many training and development opportunities.
Qatari Career Development
Our vision for Qatari career development includes:
Helping Qatari nationals dene their career objectives and completing a personal development
plan
Providing Qatari national opportunities to develop their knowledge through exciting job
placement, coaching, and mentoring
Recognizing Qatari nationals through timely performance management and educational
scholarships to continue advancing academically
Qataris employed in the HR department will be asked to formalize an HR career development plan
with the Director of Qatarization so the leadership can best support Qataris in professional
development.
The Qatari HR Career Development Plan includes the following:
Career Objective Qualied Training Programs Professional Development
HR Generalist Employee Focused Service CIPD Qualication, or equivalent

HR Specialist Specialty Knowledge & Evidence Professional Association Membership
Based Practice
HR Management
Interdisciplinary Teamwork &
Career Experience Communication Academic Development

Innovation & Quality Improvement
Job Rotation Plan
Technology & Informatics
Shadowing
Continuous Learning & Development
Mentor
High School to Diploma
High School to Bachelors Degree
Diploma to Bachelors Degree
Bachelors Degree to Masters Degree
Masters Degree to Doctorate Degree
HR conducts the Qatari HR Career Development Plan through the life of the career in accordance
with all established HMC policies/bylaws and governmental directives. The goal of the plan is not
to complete all elements quickly. Rather, the goal is to develop professionally through meaningful
participation in the development plan.
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Getting Started:
Your Day 1 Schedule
Human Resources (HR) has outlined your Day 1 Schedule as below. Please coordinate with your
immediate supervisor to complete your arrival formalities.
Timing Activity
7:30AM 8:00AM Arrival in Recruitment
Recruitment Processing and Paperwork
8:00AM 9:00AM - Bank Letter
- HMC ID
- Undertaking
- Contract

9:00AM 12:30PM Building Tour and Introductions
Introduction to Your Orientation Partner
(prayer time included here)
12:30PM 2:00PM Meeting with HR Supervisor
- Review Staff Manual
- Review Staff Clinic Requirements, if necessary
- Review Job Description
- Discuss Probationary Expectations/ 90 Day Evaluation
- Complete Computer Access Forms
2:00PM 3:00PM Arrange your Desk

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I have seen so many
good deeds- people
helped, lives improved
because someone cared.
Do what you can to
show you care about
other people and you
will make our world a
better place.
Hamad Medical Corporation
Information
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Hamad Medical Corporation Information
Fire Safety and Security
During your Corporate Orientation Programme, you will receive detailed information about re
safety and security precautions. For the purpose of your employment in the Human Resources (HR)
department, it is important that you remember the following:
The location of re extinguishers
The location of emergency exits
What to do in the event of a re
If you discover a re, RACE.
R - Raise the alarm, call the Telephone Control Room at 2333 to report a code red
A - Assist the with the evacuation of patients, employees, and equipment
C - Close doors and windows
E - Extinguish the re only if it is safe and you are condent to do so
Remember, the Security Department is available 24 hours a day. The security staff can help with
access to the HR building and other security issues. The Security Department can write incident
reports and will respond to emergencies.
The HR security desk is at the ground-oor entrance of the main HR building. If you need additional
help, please call 439 2441 or 439 3294 for security.
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Hamad Medical Corporation Information
Quality Improvement Process
Hamad Medical Corporation (HMC) commits to continuous improvement in workow processes
that improve service delivery and outcomes. To that end, HMC uses the FOCUS-PDSA process
improvement methodology.
Appropriate application of customer and process knowledge are the base of process improvement.
HMC bases its process improvement model on the scientic method for problem solving and uses
a framework to review and improve processes. The aim of this model is to guide process changes
that benet our customer - both patients and employees alike.
The Process Improvement Methodology is: FOCUS.
F - Find a process to improve
O - Organize an improvement effort
C - Clarify the current process
U - Understand process variation
S - Select improvement strategies
The Change Methodology is PDSA.
P - Plan the change
D - Do or implement the change
S - Study the results
A - Act upon the data to reinforce or modify the change
In the Human Resources (HR) Department, we believe we must be innovative and change to meet
the continuing demands of our business. We believe the following things about change and
improvement:
What gets measured gets improved
When patterns are broken, new worlds emerge
Change what needs changing, not only what is easy to change
Effective change requires everyones participation and commitment
We are beginning to use a team-oriented approach to change. We believe the best knowledge
keepers about the work are the people who do the work. Therefore, employees at every level
should participate in change efforts and offer up their ideas for improvement. Please share your
ideas for change with your immediate supervisor, teammates, or anyone on the HR leadership team.
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Hamad Medical Corporation Information
The Journey to JCI Accreditation
In 2003, Hamad Medical Corporation (HMC) set itself a goal to achieve international recognition
as a quality service healthcare provider. The measure was to be the achievement of accreditation
for facilities by a recognized standards agency. Accreditation is a voluntary, visible commitment to
safe and effective patient care processes that lead to quality care and optimal patient outcomes and
reduce risks to staff.
HMC leadership selected the international version of the American-based Joint Commission
Program (JCI), and years of dedicated work began to achieve the prestigious JCI Accreditation.
In January 2007, this hard work was rewarded when all 5 HMC hospitals were accredited, making it
the rst hospital group in the Middle East to have all of its facilities accredited simultaneously.
Accredited hospitals must be reaccredited every three years. Continuing the path of excellence,
all HMC hospitals received re-accreditation in 2009. Additionally, HMC became the rst healthcare
provider in the Middle East to receive JCI Accreditation for its Home Healthcare Services.
Human Resources (HR) has a very important role in maintaining the Corporations JCI Accreditation.
Working together as a team, human resources has established daily work processes that support
the Staff Qualications and Education (SQE) standards. The purpose of these standards is to ensure
that HMC has:
Appropriately selected and recruited the most qualied staff
Veried staff credentials and licensure
Oriented the staff to the organization
Supported the staff in training and education
Evaluated the staff on their performance
HRs role as the keeper of the personnel le is an important one. We all must continually maintain
proper employee documentation in the le. Proper documentation helps HMC provide, at any time,
evidence of meeting the JCI standards.
For more information about JCI or the SQE standards, please see your immediate supervisor or HR
Development.
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All of us can take steps -
no matter how small and
insignicant at the start -
in the direction we want
to go.
Human Resources Department
Information
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Human Resources Department Information
Personnel File Policy
The personnel les maintained by Human Resources (HR) are very important to our work.
We must keep personnel les in an organized manner and be able to locate them quickly. Many
people within our department will need to use the le at one time or another. Therefore, it is very
important you read and understand the Personnel File Policy (HR 3029). You can read the policy
online at the Hamad Medical Corporation (HMC) Intranet. Please read it and the highlights listed
below.
The purpose of the personnel le policy is to ensure that the Corporation handles all personnel and
job-related information about employees in a secure, condential, and appropriate manner, in
accordance with Joint Commission International (JCI) standards.
The personnel le includes information regarding an employees:
Personnel Information, including:
- Job Description
- Initial Skills Assessment
- Performance Evaluation(s)
- Education & Qualications- Primary Source Veried
- Licensures
- Training for their Job (Life Support, etc.)
- CV
- References
Salary and Benets Information
Leave Entitlements
Disciplinary Actions
Employment Contract
It is the policy of HMC that in collecting, maintaining, and disclosing personnel information, the
Corporation makes every effort to protect employees privacy rights and interests and prevent
inappropriate or unnecessary disclosures of information from an employees le.
The storage of the personnel le must be kept secure at all times. The personnel les are accessible
only to authorized staff, administrators, managers, and supervisors who have a valid need to obtain
specic information from an employees personnel record.
All personnel les and records are to remain in the department at all times.
If you have questions about the personnel le policy, please see your immediate supervisor.
Please sign the HR condentiality agreement and return it to your supervisor.
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Human Resources Department Information
Data Integrity Protocol
The Human Resources (HR) department maintains a Human Resources Information System (HRIS)
so we may quickly nd and use employee data that is necessary in our work. The key to a good
HRIS is making sure our data has integrity - meaning our data is correct and timely.
To that end, the department has established an internal departmental protocol - The HR
Department Data Integrity Protocol.
The purpose of the protocol is to outline the expectations for keeping the HRIS data current and
accurate. The protocol denes data as any employee demographics and or nancial related
information (i.e, salary and benets entitlements).
Staff are responsible for complying with the protocol. Additionally, HR expects employees to do
their part, within their system security limits, to maintain the data in a timely manner before
producing written documents using the data. All employee knowledge of HR-related information
must be kept condential.
Condentiality Agreement - Upon hire, your supervisor will require you to sign the condentiality
agreement provided by the department. Any situation of inappropriate data disclosure can be seen
to violate the agreement. HR will investigate inappropriate data disclosures. If the investigation
produces a negative nding, the employee will be educated and disciplined in accordance with the
discipline process up to, and including, termination.
Data Upkeep Process - Your job may require you to maintain our HRIS data by updating required
information and/or changes into the database. Your immediate supervisors will explain if these
responsibilities are part of your job. If your responsibilities include inputting data into the HRIS, you
must input the information into the system before producing a letter of conrmation for any use.
Audit Procedure - Both the HR and Internal Audit Departments routinely audit the HRIS data to
ensure that HR staff maintain the necessary and appropriate data updates. Additional or repeated
protocol violations may include disciplinary action for those violating the protocol.
Please sign your condentiality agreement and return it to your supervisor.
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Human Resources Department Information
Request for Leave
Hamad Medical Corporation (HMC) provides permanent staff with a paid leave benet. Your
employment contract will provide the specics of your leave entitlement. We believe it is important
that you take your leave so you have time to rest, relax, and enjoy your family. Resting leaves you
better prepared to continue the work ahead.
You are entitled to your paid leave at the completion of your 90-day probationary period if your
employment contract is under the Human Resources (HR) Management Law (8)/2009
You are eligible for paid leave after the completion of ten (10) months service to the Corporation
if your employment contract is not under the HR Management Law (8)/2009. If you wish to take
leave before that time, you must take leave without pay.
Requesting Leave:
You must complete the Leave Request Form in advance to request your leave benet. If your
immediate supervisor does not readily have a form, you can obtain one from the Executive
Directors ofce. Once you complete the top part of the form, please give it to your immediate
supervisor for approval. Your supervisor will then send it onward for processing.
Additional details are available in the HR policies found on the intranet - Request for Planned Leave
(HR 3054) and Request for Emergency Leave (HR 3053)
Returning from Leave:
Once you return from leave, you must complete the Return From Leave Form to document your
return to work. If your immediate supervisor does not have a form readily available, you can obtain
one from the Executive Directors ofce. Once you complete the form, please give it to your
immediate supervisor for approval. Your supervisor will then send it onward for processing.
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Human Resources Department Information
Overtime
As with any business, there will be occasions in which everyone will have to help beyond the normal
working hours to accomplish a major task. However, in Human Resources (HR), we believe it is
important for you to spend time with your families and take time to rest and relax. We do not
support the use of overtime for extended periods.
It is the policy of the department that overtime is not an entitlement. It is only used in severe cases
of workload demand that have the potential to stop the departments operations. Therefore, before
you work overtime, you must have a written approval from your immediate supervisor in advance.
Reasons for overtime approval may include:
The individual requesters backlog
Assisting another staff member with his/her backlog
Covering for another staff members leave
Helping the individual requester prepare for leave
Computer system downtime
A new assignment/special project/management request
If you need to request overtime, please complete the Department Overtime Request Form and
submit it to your immediate supervisor for approval. Additionally, supervisors may reques
employees to work overtime if necessary. In rare cases, overtime is required by management. In
that case, overtime shall be a condition of employment and refusal to accept it when reasonable
notice has been given is cause for discipline, up to and including termination.
If your overtime is approved, it is the policy for Hamad Medical Corporation (HMC) to determine
overtime payment eligibility in accordance with the HMC bylaws.
If you have further questions, please see your immediate supervisor.
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Human Resources Department Information
Sick Leave
Hamad Medical Corporation (HMC) provides permanent staff with a paid Sick Leave benet in
accordance with the Human Resources (HR) Bylaws. You can avail the sick leave benet after 90
days of employment, provided you follow the proper procedure. Sick leave without pay is available
to employees still in the probationary period. Should you take sick leave without pay during the
probationary period, this time does not count toward the probationary period completion.
For employees under the HR Bylaws, you may take 15 days of sick leave per year. For employees
under HR Management Law (8)/2009, you are entitled to sick leave of not more than 3 working
days at a time for a maximum of 10 working days per year. For leave in excess of the entitled, there
are strict rules regarding salary and allowance payments that you will need to discuss with your
supervisor.
The denition of sick leave is any approved absence from work because of a natural or professional
(industrial) disease or accident.
Requesting Sick Leave:
To receive sick leave you must go to the staff clinic, the day of your sick leave. You should take the
approval of your supervisor on the Sick Leave Form before going to the staff clinic. In the event
that you go to the staff clinic directly from your home, the staff clinic will give you the Sick Leave
Form. The doctor at the staff clinic will indicate the number of days you may take for sick leave.
Bring that paper with you when you return to the department and give it to your immediate super-
visor for processing.
If you seek medical care outside of HMC, you should also bring a sick leave form from your health
care provider. The outside form must include the ofcial stamp of the healthcare provider.
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Human Resources Department Information
Identication Card (ID)
Hamad Medical Corporation (HMC) requires every employee in the corporation to wear an HMC
identication (ID) card.
The purpose of the ID card is so staff and patients know the identities of their colleagues and care
providers. As part of Human Resources (HR), we should set the example for employees to wear
their ID card. Additionally, wearing your ID card is also a JCI requirement.
Obtaining Your ID Card:
On your rst day, you will receive an HMC ID Card with your name, title, picture, and corporation
number. This badge must be worn visible, at all times, to be in compliance with the Employee ID
Card Policy HR 3010.
Replacing Your ID Card:
If you lose your ID Card, please complete the form available at reception for a new ID Card as soon
as possible. The cost of a replacement ID Card is QR50. HR will deduct QR50 from your salary at
the time your replacement card is made. You can collect your replacement card from the reception
desk.
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Human Resources Department Information
Your Probationary Period
We welcome you to the Human Resources (HR) department and hope to provide you with as much
support as possible to make your rst few days successful. As a new employee, your rst 90 days
are your probationary period. During these 90 days you will learn more about the HR department
and settle into your job.
While we know you wish to do the best job possible, sometimes mistakes happen. That is ok. Your
probationary period is for you to learn about the department and your job as your team learns about
you.
What you should expect in your rst 90 days:
To complete your Corporate Orientation Programme
To undergo your initial skills assessment to document your performance over the rst 90 days
To review your job description with your supervisor. The job description will outline your
accountabilities in the job.
To learn about the department, its goals and how you can contribute
You can use the following table to help guide you these rst 90 days.
Month 1 (Days 1-30) Month 2 (Days 31-60) Month 3 (Days 61-90)

Goals and Objectives Understand the Work with your Review your goals as
departments vision, supervisor to develop necessary
mission, values your work goals for the
Know the departments year
goals
Skills and Knowledge Review your job description Begin to develop goals Review your initial skills
Identify development needed to improve your HR assessment with your
to ensure success knowledge supervisor
Complete Corporate Review HR policies,
Orientation protocols and procedures
Processes and Methods Watch your teammates do Identify processes for Start to work alongside with
the work and learn from them improvement others who do work like
Understand who owns which Join teams working on yours
processes improvement efforts
Understand task due dates
Feedback Ask questions to ensure you Ask yourself: Are you Are you giving feedback to
are receiving feedback getting enough timely your team?
feedback? If not, ask Compare your initial skills
more questions! with your expected
assessment performance
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Human Resources Department Information
Performance Management and Promotion
Our commitment to you as a Human Resources (HR) employee is to provide you with an
environment that will allow you to put forth your best effort in your work. We believe in two-way,
ongoing communication and feedback about your performance.
The purpose of performance management is to align staff performance to organization objectives
through a process, which provides the opportunity for ongoing communication between a
supervisor and their employee regarding job performance. Through this process we expect to
promote more effective job performance and on-the-job training and development.
While you will receive ongoing communication from your supervisor about your performance, you
will also have two formal opportunities for feedback:
Initial Skills Assessment - Your supervisor shall conduct your initial skills assessment at the end
of your rst 90 days to discuss your probationary period performance. This is a formal time to
ask questions about your job, your roles and responsibilities, and your accountabilities.
Annual Evaluation- Your supervisor shall conduct your annual evaluation to ensure you are
meeting the expectations stated in the job description. This evaluation will occur at least once
per year. The assessment will provide a review of strengths and opportunities for improvement,
potential advancement opportunities, career development, and training.
HR employees who show signicant contribution and excellent performance in their jobs are eligible
for promotion.
Hamad Medical Corporation (HMC) has a Promotions Policy (HR 3032) that guides the overall
promotions process. For employees governed by the HR Management Law (8)/2009, HMC
conducts promotions in line with the requirements for promotion outlined in this Law.
If you and your supervisor mutually agree on the time for you to go for promotion, a le will be
made for you with evidence of your performance, credentials, and additional training
accomplishments. We encourage you to discuss your career aspirations with your immediate
supervisor so we can identify opportunities in which you can grow and develop for a lifelong career
at HMC.
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Human Resources Department Information
Email and Internet Use
Our work in Human Resources (HR) is increasingly dependent upon technology and we commonly
use e-mail for communication with people both within and outside Hamad Medical Corporation
(HMC). You will receive access to the e-mail system Microsoft Outlook and, if required, Internet
access. Please be advised that e-mail and Internet use on the Corporations systems is for business
purposes only.
The Corporation has outlined an E-mail Use Policy (OP 4013) to describe the philosophy of
approved e-mail use. HMC encourages the use of the email system to promote efcient and
effective communications in the course of conducting HMC business. The e-mail system and
electronic communications are HMC property, and their primary purpose is to facilitate HMC
business.
Users have the responsibility to use HMC communication systems in a professional, ethical, and
lawful manner. Every user has the responsibility to maintain and enhance HMCs public image and to
use HMC e-mail, the Internet, SMS services, and other electronic communications in a productive
manner. Please remember, these electronic communication mechanisms may be subject to
discovery in an investigation or legal review. Colleagues should avoid saying or using anything that
might appear inappropriate or might be misunderstood by a reader.
You may only transmit sensitive HMC or employee information, patient identiable information, or
condential information via HMCs internal email systems to users who are authorized to access the
specic information.
Activating Your E-Mail Account and Internet Access
During your rst week, you will need to complete the HIS User Creation Form available from the HIS
Gate for an e-mail account and system sign-on. Depending on your role and responsibilities, you
may receive Internet access. Your immediate supervisor can help you complete the form.
If you need access to the HRIS or other data systems because of your job requirements, such as the
travel or housing system, you will need to complete the HIS Application Access Form available from
the HIS Gate.
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Human Resources Department Information
Continuing Education and Development
Hamad Medical Corporation (HMC) commits to providing opportunities for employee growth and
development. Many educational opportunities exist within the Corporation for programs aimed
at furthering professional development . We encourage you to speak with your supervisor about
programs that interest you.
After discussing your interest with your supervisor, your supervisor is the best person to help you
gain approval to enroll in the programme. Your supervisor can also help you coordinate the
paperwork necessary for enrollment.
For Qatari nationals, we encourage you to speak with your supervisor and the Director of
Qatarization to discuss your career goals. HMC strongly supports continuing educational and
professional development of Qataris. The Director of Qatarization has insight into a number of
programs offered within the country to help you grow and develop.
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Human Resources Department
Departmental Administrative Procedures
Payroll Processes
Hamad Medical Corporation (HMC) is on a monthly payroll cycle. You will see your payroll appear
in your bank shortly before the end of the month. As a new employee, depending on the timing
of your start date, you may have missed the deadline for the payroll run. In this case, your rst
months salary will be paid along with the second months salary.
If your supervisor requires you to punch a time card, it is your responsibility to punch your time
card at the start and end of each day. Your supervisor will provide for you a timecard each month.
Please make sure and ask your supervisor if you have any questions about your timekeeping.
Your Workstation
On your rst day, you will be shown your work station. At that time, you should also receive your
computer and other supplies to do your job. Please ensure that your work station is kept tidy and
keep papers in a condential manner. If you need help keeping papers and records condential,
please see your supervisor.
Computer Hardware and Software Use
All computers and software must be used for the purposes of HMC business only. Inappropriate use
may expose HMC to risks including virus attacks, compromise of network systems and services, and
legal issues. We encourage you to become familiar with the Acceptable Use Policy (OP 4101) that
outlines the user guidelines for computer and software use. This policy is available on the Intranet.
E-mail Use
HMC encourages the use of the e-mail system to promote efcient and effective communications
in the course of conducting HMC business and should be used in an professional, ethical, and lawful
manner. We encourage you to become familiar with the E-mail Use Policy (OP 4013) that outlines
the user guidelines e-mail use. This policy is available on the Intranet. To get access to e-mail, your
supervisor will need to sign for your user creation on the HIS User Creation Request Form, which is
available on the Intranet/HIS Gate.
Information Security
It is essential that all staff protect HMC data and prevent the misuse of HMC data. We
encourage you to become familiar with the Information Security Policy (OP 4086) which outlines
the user guidelines information security. This policy is available on the Intranet.
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Intranet and Internet Use
HMC Internet and Intranet use should be for business purposes only. We encourage you to become
familiar with the Intranet Use Policy (OP 4087) and the Internet Use Policy (OP 4019) which
outlines the user guidelines for Intranet and Internet use. These policies are available on the
Intranet.
Password Policies
Your have been given a HMC password to prevent episodes of hackers from impersonating users
and therefore avoiding the loss, exposure, or corruption of sensitive HMC information. It is essential
that you do not share your HMC computer password(s). We encourage you to become familiar with
the Password Policy (OP 4105) that outlines the user guidelines for password use and maintenance.
This policy is available on the Intranet.
Obtaining Ofce Supplies
The department will ensure you have the basic supplies you need to be effective in your work. Feel
free to ask your supervisor how to obtain supplies, or ask one of the department aides to bring
you the supplies. Common supplies we keep in the department include: pens, pencils, note pads,
folders, post-its, paper clips, staplers, and tape. If you need something that we do not have in the
department, please ask your supervisor about ordering the item.
Sending and Receiving Mail
Human Resources (HR) desires to move toward paper-lite processes. Therefore, we encourage you
to use e-mail as much as possible to conduct your work. In the event that you need to send paper
mail, please ask your supervisor for yellow inter-ofce envelopes to help keep these items con-
dential. For important mail, you can request that the receiver sign for the item. A logbook is kept in
each department for signature-request mail. Please ask your supervisor the location of the logbook
and the mail drop.
Your Telephone Number
When you are shown your work station, you will also receive your telephone number. It is
important that you answer the telephone to assist your customers by the 3rd ring. There is a
reason your phone rings: someone needs your help. Please do all you can to ensure that your
telephone is answered in a timely manner. This will help raise the level of satisfaction with the HR
Department.
Working Hours
The HR Department works from 7:00AM 3:00PM straight through the day. Leaving the ofce
without permission from your supervisor is strictly not allowed.
In the event that you need to work overtime that has been pre-approved, your supervisor will
advise you of the best timing to accomplish the overtime - either at night or on the weekend.
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How to Book the Conference Room
At the current time, the Conference Room schedule is maintained by the Executive Directors ofce.
Either of the secretaries can assist you in reserving the room. We encourage you to work in teams
for improvements and projects, and the conference room is a great place for your team to meet.
Employee ID Cards
As described elsewhere in this manual, it is the policy of HMC that all employees must wear the
employee ID card. If you have lost your card, it is your responsibility to request a replacement
through the Intranet. It is important that all customers know you are an HR staff member, so please
make sure to wear your ID Card.
English Language Training Assessment
The ofcial language of HMC is English, and with over 70 different nationalities of staff in the
Corporation it is important that all staff are able to communicate effectively in English. If you feel
you need further English Language skills, please see your supervisor about sitting for the English
Language Training Assessment. The HR Department- English Language Training Section coordinates
English language assessment. Upon sitting for the assessment, you will receive a score for your
current English prociency. The Manager of the English Language Programme will benchmark your
score allowing us to determine which type of English training you need.
Receiving Keys
If your work station requires a key, you will receive your key from the Executive Directors ofce on
your rst day. You will sign for the key and are expected to keep the key in a safe manner so that it
is not lost.
Ordering Business Cards
If your position requires you to have a business card, you may order the cards during your rst week
through the Executive Directors ofce. All orders must be in compliance with business card policy
that outlines the requirements. A purchase order must be signed by the Executive Director allowing
the expense of the cards.
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Let no one ever come
to you without leaving
better.
Your Role and
Responsibility
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Human Resources Department
Your Role and Responsibility
Your Job Description and Performance Evaluation
On your rst day, you will review your job description with your supervisor. It is important that you
understand the accountabilities for your job. Your supervisor will ask you to sign your job
description so that it is documented you understand the job.
Your job description will also be the basis for your supervisor to make decisions about your
performance. Each year you will receive a performance evaluation that measures your performance
to the accountabilities listed in your job description.
Your Job Schedule and Timing
Human Resources (HR) operates from Sunday - Thursday, 7:00AM - 3:00PM. Hamad Medical
Corporation (HMC) expects you to be punctual and on time for your job.
In the event that you need to be absent, it is best that you schedule your leave in advance. In the
event that you cannot schedule your leave in advance, you must call into the Executive Directors
ofce by 8:30AM the morning of your absence. The number to call in for an emergency absence is
439 1901.
Overtime must be approved by your supervisor using the Request for Overtime Form in advance.
Sectional Competencies
Your supervisor will provide you with a competency worksheet during orientation. This competency
worksheet serves to help the supervisor evaluate your initial performance during the probationary
period. Each Human Resources (HR) section is responsible to measure new staff performance
during the rst 90 days using a competency assessment tool.
The competency assessment tool shall note areas where you are competent at the tasks required of
the job. If there are cases where you have not yet reached competency, your supervisor will help
your develop with a specic action plan.
Your First 90 Days
Again, we are very excited you have joined the HR department. Welcome!
We recognize your rst 90 days will be a fun, new experience for you. We are here to help in any
way you need. You will receive an evaluation during your rst 90 days so we may understand where
we need to help you continue growing and developing in your job. Your supervisor will complete an
initial skills assessment at the end of the probationary period (the rst 90 days) and this
assessment will be a part of your permanent employee le.
We are here to help and wish you a successful career at HMC!
EMPLOYEE INFORMATION
Name: Corporation Number:
Start Date: Job Grade/Title:
Assigned Section: Reporting Manager:
FIRST DAY
Provide employee with New HR Department Employee Manual
Assign a new orientation partner to answer general questions.
Receive Corporate Orientation date*
Receive Staff Clinic appointment card (if necessary)
CORPORATE INFORMATION & POLICIES
Review corporate Corporate Information Key Policies & Department Protocols
information HMC Vision, Mission, & Values Personnel File Policy
Fire Safety Data Integrity Protocol
Quality Improvement Process Dress Code Policy
Understanding JCI Uniform Protocol
Review key policies HMC Corporate Organizational Chart Request for Leave
Sick Leave
Performance Management & Promotion
Disciplinary Policy
Review bylaws, E-mail and Internet Use
if required
ADMINISTRATIVE PROCEDURES
Review general Locate ofce/desk/work station Picture ID badges
administrative Mail (incoming and outgoing) Ofce supplies
procedures. Telephone number Receive keys (if necessary)
Building operating hours Business cards (if necessary)
Booking a conference room Payroll process
INTRODUCTIONS AND TOURS
Give introductions to department staff and key personnel during tour.
If Qatari, schedule meeting with Director of Qatarization.
Tour of department, including: Restrooms Bulletin board Emergency exits
Mail drops Parking Fire extinguishers
Copy machines Printers Time clock
Fax machines Kitchen
POSITION INFORMATION
Introductions to team/section.
Review initial job assignments and rst 90 day plan.*
Review job description and performance expectations and standards.*
Review job schedule and hours.
Review payroll timing and time cards.
Determine need for English Language Training through Placement Exam.
COMPUTERS
Hardware and software reviews, including: E-mail Microsoft Ofce System Databases
Intranet Data on shared drives Internet

IMPORTANT FORMS*
Corporate Orientation Date Acknowledgement
Initial Skills Assessment
Job Description
Condentiality Agreement
User Creation Form for Email
Application Access Form for HR Systems
By signing below, I agree I have received and reviewed the HR Department Orientation Manual and agree to the
information contained therein.
Employee Signature: Corporation Number:
Human Resources Department Orientation Manual Acknowledgement
2010 Hamad Medical Corporation