RECRUITMENT PROCESS IN SAHARA HOSPITALS

PURPOSE
Human Resource is one of the key resources, which contributes to the
success of the hospital. It is imperative that human resource department will
have to identify the right talent to achieve organizational effectiveness. The
success of identification of right talent depends upon finding the applicants
with the most appropriate level of skills, qualifications and experience, who
will identify themselves with the organizational objectives, values and
culture and in turn contribute their best to the organization.

The objectives of the recruitment are,

• To lay down and follow an operating procedure for recruitment

function of the HR Department.
• To identify and select qualified manpower for the various roles as per
the job specification laid down by the management.
• To follow a systematic procedure to select a right person for the right
job at . the right time.
• To recruit people who have a positive attitude towards customers,
themselves and other employees and who are able to contribute
towards quality service.
• To follow a recruitment procedure which is applicable to all
categories of employees.

Recruitment Policy
The recruitment process is carried out in alignment with objectives and
major organizational principles. The major policies include:

pointments in the hospital will adhere to the qualifications and the skill sets
as mentioned in the job description for various job titles.

Wherever experience has been specified, effort will be made to recruit

persons with such number of years and nature of experience.

The recruitment process shall be made transparent and should screen the best
talents in the industry.
 • Provide equal employment opportunities irrespective of gender or
community.
• Whenever vacancies arise, preferences will be given to applicants
within the hospital.
• Recruitment of employee’s relatives will not be encouraged except in
certain situations and categories.
• Selection of unskilled workmen will be restricted for jobs that involve
rigorous manual Labour keeping in mind their capacity to perform.
• Age limit for unskilled / untrained personnel should preferably be
below 30 years of age.
• Selection will be strictly on merit taking into consideration the
knowledge, skill sets, mindset of service, attitude and overall
personality.

Responsibility
The HR department is responsible for the observance and adherence of the
approved recruitment policy and procedures.

Procedure for Recruitment

Sahara Hospital is now ready to be operational. The requirement of Human
Resource has been determined and the same is approved by Management.
Staffing process is now beginning & The Manager – HR and his team is
responsible for the recruitment process.

Sources of Recruitment

Internal Sources
The internal source of recruitment is to provide an avenue for the existing
employees within the organisation to perform a new role. This will be based
on the suitability of an employee for that particular vacancy. This may be
termed as Promotion (if there is a change in salary / grade) or Transfer (with
or without any effect on Salary / Grade) as stated by the management. The
process starts by sending a note to different departments stating the vacancy.
The profiles are later collected and stored in the data bank followed by the
different steps involved in recruiting the employee.
All internal recruitment will be done through:

• Internal Circular
• Intra – mail

External Sources
The various external sources used for Recruitment are as follows:

• Advertisement
• Recruitment through Job portals such as Jobsahead, Naukri, etc.
• Head Hunters / recruitment consultants
• Campus recruitment
• Walk In interviews

Advertising
When compiling an advertisement, the job profile should be made clear,
concise and non discriminatory. Clear indication should be given regarding
the level of competence the position requires.

Advertisements for recruitment are done in such a manner that it provides

the maximum required reach to the public. There is reliance in more than
one source of advertisement. Advertisement in newspapers magazines /
journals shall be considered when the vacancies are not filled through

other sources of recruitment. Identification of the right media for advertising

the jobs has to be made to:

• Attract suitable personnel.

• Discourage unsuitable individuals from applying.
• Project a good image of the hospital.

The HR. Head is responsible for preparing an advertisement based on the

current job description and job specification. The respective Department
shall provide all necessary details regarding the job profile to the Human
Resources Department.
An effective advertisement will include:
• Job Title – should match that on the job description
• Department & Location
• Grade and Pay Scale or Range – where ever necessary
• Type of Contract – where ever necessary
• Key responsibilities – the essential elements of the job description
• How to apply – All applications should be sent to the ‘Human
Resources Department’ stating, the post asked for quoting the
reference number.
• Closing Date – normally a minimum of two weeks after publication

INTERVIEWS

Campus Interview
This source has to be used only for entry-level jobs. The directory of
relevant educational institutions may be referred for identifying institu#ons
for conducting campus recruitment.

Process for campus interview…

• Obtain permission from the institutional authorities.

• Communication of the same to the interview panel members.
• Ad display at the college campus (10-15 days in advance stating
position, date, time & venue).
• Presentation of the Hospital.
• Registration.
• Tests (Written/Group discussion).
• Short-listing of candidates.
• Personal Interview.
• Finalization of candidates.

Campus interview kit requirements

• Booking of tickets
• Boarding & Lodging / Vehicle arrangements
• Impressed Cash
• Presentation arrangements at the venue. Requirements include (Slide
Projector/Slides, Laptop/Computer, OHP / Transparencies, OHP
markers, Laser pointer, PampWets/Brochures)
 • Pay scales and details of other benefits are to be communicated.
• Stationery: requirements include A4 sheets, ball point pens, pencils,
erasers, sharpeners, stapler / pins, gem clips, ball pins, plastic folders,
punching machine, flat files, box files, rubber bands, binder clips,
paper weights, ruler, post-it, gum, calculator.)
• Reports of the interviews conducted are to be submitted at the end of
every such exercise and recorded by the concerned authority.

Walk-in Interview
• Confirmation of date, time and venue
• Permission to be sought if necessary from local authorities
• Communication of the same to the interview panel members
• Preparation of advertisement
• Release of ad (one week in advance & on the day of the interview)
• Travel plan to be decided with the panel members.
• Booking of tickets for interviewers
• Boarding/lodging/vehicle arrangements
• Venue arrangements (Interview & Seating arrangements for the
candidates)
• Report of the interviews conducted.

Walk-in interview kit requirements

• Stationery (A4 Sheets, Ball point pens, pencils, erasers, sharpeners,
stapler/pins, gem clips, ball pins, plastic folders, punching machine,
flat files, box files, rubber bands, binder clips, paper weights, ruler,
post-it, gum, calculator).
• Application forms.
• Pay scales and details of other benefits.
• Interview rating forms.
• Copy of Ads released
SELECTION PROCEDURE IN SAHARA HOSPITALS
Selection procedure is the most important part of the recruitment process. It
should provide evidence of the required capabilities and should be a
completely transparent. It should be a timely, cost efficient, effective and
equitable process.

Scrutiny of applications

Applications received from the candidates are scrutinized and short listed as
per the required job specification. Short listed applicants are called for an
interview through an interview call letter by post or courier / phone call / e-
mail /telegram/phonogram. A minimum time frame of 7 to 10 days shall be
given to the applicants to make necessary arrangements to appear for the
interview.

Preliminary Screening I Verification

This screening shall be done based on the job requirements and

specifications. During the time of interview, the candidate’s authenticity of
the original certificates I testimonials of age, qualification and experience
shall be verified, updated and recorded by the HR personnel. On completion
of verification, the candidates are asked to appear for the written test I group
discussion.

Written technical Test

A standard questionnaire or a practical test shall be held for testing the skill
of the candidates. Based on the marks awarded the candidate will be short-
listed for a personal interview.

Personal Interview I Selection

On successful completion of the written I technical test, the short listed

candidates will attend the personal interview. The Interview panel will
consist of Director (Medical Health), the concerned departmental head,
representative of Corporate HR and the representative / HR Head of Sahara
Hospital. . The panel members will look for the required criteria, based on
which the candidate will be selected or rejected.
The following traits shall be looked upon during the Interview process: .

• Willingness to learn
• Willingness to change
• Self-starter
• Ability to concentrate
• Willingness to learn multiple skills
• Team Player
• Good family background
• Personal grooming & etiquette
• Loyalty to the organization
• Dedication to the profession
• Good communication skills
• Positive attitude towards life
• Caring Nature and helping tendency Decision making ability
• Active & quick to respond to situations

Antecedent check

Due diligence antecedent check shall be carried out for key positions before
the offer letter is sent.

Medical Examination

A pre-employment medical examination shall be done for all employees

recruited from the level of a probationer onwards. The medical fitness of
candidate has to be certified by the Staff Medical Officer for appointment.

Provisional Selection

Provisional selection letter shall be sent / issued to the final short listed
candidates subject to being found medically fit.

Appointment

On receipt of the pre-employment medical fitness certificate and found fit

for employment, an appointment letter will be issued / sent to the candidates
enumerating the terms and conditions discussed during the personal
interview. On receipt of the appointment letter, the candidate has to confirm
their acceptance and date of joining by signing and returning the duplicate
copy of the appointment order to the Hospital.
Appointing Authority

The appointing authorities for various categories are as follows:

Sl.No. CATEGORY APPOINTING AUTHORITY

Senior Management (Medical
1
and Non – Medical)
Doctors (Consultants,Hon’ble Dy. Managing Director
2 Registrars, Residents, Medical
Officers) (C. & A.)
3 Managers / Executives
4 Staff / Workers

Placement and joining formalities

A selected candidate has to report a day in advance with the following to

complete the joining formalities and creation of a personal record:

• Proof of age, qualification & experience

• Licenses / Registration Certificates, etc.
• 3-passport size photographs.

The Following forms are to be filled

• Employment form
• Communication form
• Nomination form
• Dependants declaration Form
• PF Form

• Gratuity Form

The Recruiting officer In – charge at Corporate HRD shall verify all the
above documents on the date of joining and complete the check -list
formalities. The joining intimation report shall be prepared and sent to the
following areas.

• Sahara Hospital HR
• Time – office
• Security office
• Pay – roll Section
 • ID cards and uniforms shall be provided on the date of joining

Procedure for New recruitment / filling vacancies

The department in need of manpower will send in a properly completed

personnel requisition form to the HRD Development..

The HRD Development will have to process the requisition and will have to
place a person within 30 days of receipt of the requisition.

The HRD Development may place a position on hold if it is not justifiable.

In such case the user department, which has made the requisition, will have a
suitable alternative for ensuring service delivery.

The HRD Development will do an internal search before starting the

external recruitment process. However if the position demands and need is
urgent the HRD Development will embark on the external recruitment
process.

Recruitment Process for Nurses

The deployment of nurses are being done in two stages depending on the
occupancy projected. In the initial phase of operations, nurses are required in
two cadres; staff and supervisory. Initially the number of supervisory nurses
will be limited and allocated according to the functional areas of operation in
the hospital.

The Nursing Head would also have to simultaneously arrange for meetings
with the Principal of Nursing colleges for Campus Recruitment.

Recruitment Process for Paramedical Personnel

The recruitment of paramedical staff has been conducted as per approved

man power planning under the direction of Director (Medical Health).
Recruitment Process for Administrative Personnel

The staff requirement during the years will be constant since it is not
dependent on the variation in the occupancy of the hospital. The following
points have been considered while drawing up the recruitment plan.

1. 1. The heads of most administrative departments have been recruited

in advance owing to the fact that many of them will have to be
deputed for orientation program.
2. The HRD Development Team have been identified and recruited in
the very beginning so that they can oversee the entire recruitment
process of staff at various levels.

1. The clerical level staff will be recruited just before the soft
commissioning of the hospital. However adequate training period has
to be accounted for while drawing up the recruitment plan.

The recruitment process for all heads of departments will follow similar
schedule. The only exception to the general rule is in the case of the HRD
Development who has been to be recruited earlier than most administrative
heads.

The Executive and clerical level staff can be placed in the hospital just
before operations commence. The schedule however accounts for their
training period before the date of soft commissioning.

Recruitment Process for Support Service Personnel

The following departments will constitute support services in the hospital:

1. Engineering and Maintenance

2. Biomedical Engineering
3. Information Technology
4. Medical Records
5. Front Office
6. Food and Beverages
7. Security
8. House keeping
The recruitment of all the above departments has been be conducted in the
following staff categories:

1. Heads of Departments
2. Executive staff / Clerical staff
3. Contract staff

The pattern of recruitment will be uniform in all cases with the exception of
the following:

1. HOD- Engineering and Maintenance

2. HOD-Biomedical Engineering,
3. HOD-Information technology

The above departmental heads will have to be in place by the time the
installation of Engineering equipment, biomedical equipment and LT
hardware and networking takes place. They would be placed in the hospital
prior to the date of soft commissioning.

INDUCTION & ORIENTATION IN SAHARA HOSPITALS

All new incumbents shall undergo a comprehensive induction program for

familiarization of the organization’s process, structure and people.

The induction period sows the seeds for bringing out the best in the
employee and enables employees to settle down quickly to perform their
duties well.

During this process the employee gets to know the mission and goals of the
organization, its values and norms and his expected behavior pattern.

During this process, the new employee is provided with Induction Kit
comprising the induction manual, service rulebook, all forms related to
joining formalities of an employee.

It is mandatory that all the employees should attend the Induction program
before they start reporting to their respective departments. After the
successful completion of this program an Orientation form is filled up and
attached in the personal file of that employee.

Induction Programmes
Induction Programme is a 3-4 days programme, which is given to the newly
employed staff (doctors, nurses, technicians, administrative staff etc.) and
would include a series of lectures on various topics. The induction
programme introduces the employee to the Hospital about the general
functioning of the Hospital and would also include hospital rounds. Manager
– HR is responsible to organize this in the Hospital with timely integration
with the commencement of operations and in relation to the joining dates of
batches of employees.

The Induction Programme provided by the Hospital would include:

• Introduction to the Hospital

• Organization structure
• Role of various departments
• Importance of infection control
• Communication and team work
• Psychology of patient.
• Human values etc.

Need Based Training Programmes

The training is general to all departments and at all levels except for a few
topics, which are specific to executive and managerial cadre. These
programmes are mainly aimed at developing the behavioral aspects of
individuals and will be more focused toward employees who interact
directly with the patient.

Technical Training Programmes

Technical training programmes consist of on-the-job training and would be

given to the technical employees of the hospital. The technical training
programmes are aimed at updating the technical skills and knowledge of the
employees according to the latest development in the fields. Technical
training is generally given to the employees of the medical, nursing and
paramedical departments.
METHODOLOGY

The process of collecting the data was simple but not easy. As the data
which I have collected was related to the personal survey of respective
personnel / Administration department of the two hospitals. The steps which
I followed to get the information are as follows:-

1- I had visited both the hospitals 10-12 times. In first 2 day of my visit to
both the hospitals I could not get anything about my project.

2- In next visit to hospitals I tried to convince the authority of hospitals

to give some time to help me in my project and tell me something about the
size of organization and various department of the hospitals. I got success in
convincing them with my answers and then they provided me required
information relevant to my project study.

3- Then I had to get the qualifications and experiences of

professionals according to the department and of Para medical in general.
Partly information gathered from the hospital and partially from the website
of Medical council of India.

4- I have also collected the information related to my core topic, ie

how these two hospitals undergoes through the Recruitment, Selection and
Induction process. Authorities of these two hospital give me verbal
information and they did not provide any supporting.