Objective

To define and implement the policy laid down on disciplinary and grievance handling

Scope

Applicable to all employees

Constitution of committee

• Director
• HR Manager
• Quality & Operations Manager
• CEO
• HOD of medical services
• HOD of nursing services
• Chief surgeon
• Centre Head
• Account department HOD

The chairman shall have the authority to invite any non-member to attend the meeting, if it is deemed fit in relation to any matter being/ or to be deliberated by the committee.

Quorum

The minimum quorum for passing any resolution in the committee is above 50% . Following members to be mandatorily present in the committee to pass a resolution

• Director
• HR Manager

Frequency of meeting:

Members of the committee meet as and when required

Selection of members

1. Chairperson – Selected by the chairman of Apex Committee
2. Secretary – Selected by the chairperson, he or she is also a member of the committee
3. Members – Selected by the chairperson

Responsibilities

To define and implement the policy laid down on disciplinary and grievance handling

The meaning of discipline is understood to be “sequence of activities to be carried out when staff does not conform to the laid down norms, rules, regulations, procedures of the organisation”.

The D&G committee has developed a grievance handling mechanism and this is described in the departmental manual of HR and also a brief description is also given in the employee handbook.

The purpose of this policy is to resolve employee grievances in a timely and confidential manner.

The organization expects every employee to observe basic rules of good conduct and it is vital that employees understand these standards of conduct and the consequences. It is the policy of Hospital that such standards are enforced in a consistent and equitable manner to promote operating efficiency and optimum patient care.

This policy is established to

1. Inform employees of behavior or conduct that is considered inappropriate and/or does not meet the organization’s standards and expectations.
2. Allow employees to improve their performance and bring their services to an acceptable level.
3. Guidelines and procedures for maintaining these standards of conduct, hospitable working conditions and employee safety.

Definition

A grievance can also be about discrimination, harassment, or any other employment-related decision or behavior which an employee can think as unfair, unjust or upsetting.

Key principles of the policy

A number of principles form the cornerstone of the policy:

1. All staff is dealt in fair and consistent manner
2. The formal disciplinary procedure shall be used when the violation/issue is sufficiently serious to warrant formal action being taken
3. At every stage the member of the staff will be informed of the allegations against them and they will have the right to state their side of events.
4. All disciplinary matters shall be dealt with confidentiality.
5. CEO/Chairman shall be the final authority for dealing with Major and Critical Violations.
6. Departmental Manager/Senior Manager shall be the authority for dealing with Minor Violations.

Rules for minor, major and critical violations

A. Minor violations

Minor Violations normally warrant pre-disciplinary counseling on the first offense. Listed below are examples (not all inclusive) of minor violations:

1. Accepting money from patients or family members, or engaging in the unauthorized sale of services, merchandise ,etc
2. Unauthorized use of nourishments or food intended for patient use
3. Failure to complete required time records, or sign in or out of work area where required
4. Unauthorized or inappropriate use of the telephone, computer, E-mail, voice mail, fax or other office/business equipment
5. Negligent use of property resulting in damage or loss
6. Failure to follow infectious control practices covering personal hygiene, grooming standards, and standards regarding the wearing of uniforms and/or scrubs.
7. Unauthorized solicitation or distribution of material on the premises during work time, or in patient care areas during non-working time
8. Unwelcome, intimidating or harassing comments, remarks, conduct or gestures creating an unfavorable hostile working environment
9. Engaging in rude or discourteous behavior

B. Major violations

On Major Violations, normally Written Warning/Suspension on the first offense is considered. Listed below are examples (not all inclusive) of major violations:

1. Accepting gifts or money from patients or family members.
2. Failure or refusal to perform assigned duties or carry out instructions or engaging on any activity detrimental to the operations of the organization
3. Sleeping on the shift
4. Habitual neglect of work
5. Failure or refusal to wear any protective equipment provided by the employer
6. Violation of posted safety, security, health, or fire prevention rule, or otherwise causing a safety hazard or failure to report an unsafe condition existing on the premises
7. Engaging in disruptive, unprofessional or inappropriate behavior while on the premises, including but not limited to using profane and abusive language, gambling, horseplay, practical joking, name-calling, yelling, arguing loudly in a public area, etc
8. Harassment/Discrimination including advances verbal and/or physical conduct, with regard to all applicable practices of the organization, when submission or rejection of such harassment is used as a basis for employment decisions, or where such harassment has the purpose or effect of interfering with an employee’s work performance or creating an intimidating, hostile or offensive work environment.
9. Reporting to work while under the influence of any intoxicant, or narcotic
10. Habitual Late attendance for more than 3 times in a month and habitual absence without leave or without sufficient cause
11. Leaves/Absence from the services without prior permission of the supervisor
12. Unauthorized use of organization assets- property, machinery, etc.
13. Unauthorized use of computer machine, internet usage, damaging internal security access/code, IP code of the system.

C. Critical violations

Critical Violations normally warrant immediate discharge/suspension and Monetary Loss pending discharge on the first offense. Listed below are examples (not all inclusive) of critical violations:

1. Deliberate inattention to patient care, or engaging in any conduct detrimental to patient care, or the safety and security of patients, employees, or visitors.
2. Unauthorized possession of a deadly weapon on the premises
3. Smoking in non-designated areas
4. Theft of property, or willfully causing damage to, waste of, or loss of property
5. Refusal to accept the warning letter or notice communicated in writing
6. Falsification of records, alterations of documents, and any fraudulent activities relating to the transactions of the organization
7. Fighting, issuing threats or verbal abuse, or other disorderly conduct on the premises, or while otherwise engaged on the job
8. Failure to submit to a required fitness for duty examination, including testing for drugs or alcohol.
9. Violation of Security Access – Patient Information Policy or deliberately releasing Confidential information related to the organization strategies/policies/procedures, patient information, employee information, etc.
10. A criminal complaint, arrest, indictment, or conviction of an employee for alleged unlawful activity may result in a suspension pending an investigation or discharge, depending upon, for example, the alleged seriousness of the act, or the job-relatedness, and the evidence supporting the allegation(s).
11. Failure to notify management regarding criminal complaint, arrest, or convictions that occur during the course of employment
12. Unauthorized possession or use of an intoxicant or narcotic while on the premises

Procedure for disciplinary action against minor, major and critical violations

A. Pre-disciplinary Counseling

Pre-disciplinary counseling is a corrective discussion between the employee and the Senior Management regarding the employee’s failure to meet performance standards, service standards, and expectations. During this discussion an attempt is made to identify the cause of the problem and prevent recurrence of the undesirable behavior. Documentation of counseling permanently becomes part of the employee’s file.

B. Written Reprimand

A written reprimand is a written notice to an employee regarding the employee’s failure to meet performance standards, service standards and expectations. An employee’s failure to comply with the terms of a written reprimand will result in progressive disciplinary action. A written reprimand shall remain active for the period of one year and the copy of the same shall be retained in the employee’s file.

C. Written Warning with Suspension/Monetary Loss

A written warning is notice with suspension/monetary loss. Upon return to duty, management will meet with the employee to discuss and/or clarify the work plan. A work plan is a written document (or verbal discussion which is documented) that outlines action steps an employee will take to address the unacceptable behaviors identified by management. Management has the responsibility to specify outcomes should the Work Plan not be followed. A written warning with suspension/monetary loss remains active for one year and becomes a permanent part of the employee’s file.

Suspension pending discharge

It is the time period taken by the management to investigate an apparent violation and arrive at a decision. The outcome of the investigation will be termination or return to work. If the determination is that no disciplinary action is required, the employee’s pay shall be restored.

Role of Chairperson

• Acts as a liaison between the D&G committee members and the apex committee chairperson
• Receives all the information pertaining to Disciplinary and Grievance information from the HR department and initiate necessary action as required.
• Keep oneself abreast with the recent developments in the field.

Role of secretary (Member secretary)

• Prepare the agenda for the next meeting
• Submission for approval of agenda by the chairperson
• Inform the committee members regarding the next meeting at least 2 days before the meeting
• The minutes of meeting shall be prepared by the secretary
• Get the approval of minutes by the chairperson
• Circulate the agenda approved by the chair person to the members and the concerned persons
• To maintain all records ( as per list) related to the committee
• Submission of a copy of the agenda and the minutes of the meeting to the quality department after getting signature from all the concerned members

Agenda

Agendas for the meeting shall be prepared by the secretary in consultation with the chair person and signed by the chair. Then it is sent to all committee members and other experts. The agenda shall be sent to all at least 2 days before the scheduled meeting.

A meeting shall be called even by an oral / telephone communication in case of an emergency meeting. A justification for the emergency meeting has to be given.

Minutes

• Shall be prepared by secretary
• MoM is send to the chairperson for the approval within three days of the meeting.
• After the approval of the minutes by the chairperson, the approved minutes are circulated within 2 days of the meeting to all the committee members and the person concerned for implementation.
• A copy of the agenda and minutes of every meeting shall be sent to the quality manager by the member secretary

Decision making

• A thorough discussion of the agenda shall be done by the committee members and based on their suggestion and recommendations the issue shall be weighed. Also as and when needed any kind of trial study may be performed and based on the outcome of it the committee will decide on that issue.
• The decision of the committee will be finally taken by a majority vote and that shall be implemented.

Records to be maintained

1. List and details of all members
2. The TOR of the committee
3. Copy of all agendas, minutes of all meeting
4. Attendance sheet
5. Copy of any other correspondence to the committee members or non-members
6. Copy of any study conducted for the sake of the committee