RBH HR Manual

Mrs. Hasna Zavrak Human Resources Head- Middle East
Mr. Mohammed Ghazali Manager - Finance & Legal

9.8 DRESS CODE

The purpose of this policy is to bring uniformity in the appearance throughout the organization with due

regard to the purpose, occasion, location, ethics and culture of the hospital.

Being a multi-specialty Unit, dress code is necessary for identification of staff in different strata and thus

providing better, efficient care to patients. Also it is set to guarantee that all the staff are dressed to

represent the unit well.

A Dress code is a set of rules governing what garments may be worn together in an occasion with relevance

to the work, location, culture etc. It could be a previously set uniform or any attire that is fit for the

occasion.

High Risk Areas are the areas where the patients need special care because of the criticality of their medical

condition. These areas include all ICU’s and Operation theater. Most of the patients in these areas will be

considered as vulnerable patients.

9.8.1 Responsibility
 Abiding by the rules set by the hospital
 Reporting to duty in full uniform without exceptions, if the position has uniform
specified by the institution
 Staff in departments, where there is no set uniform, will report to duty in the attire
that best fits the dignity and the professionalism of the unit.

9.8.2 Dress Code for Ladies
 Hair should be clean and neatly trimmed. Long hair should never be left loose for
clinical staff. It should be plaited and/or rolled in a bun.
 Flowers on hair are strictly prohibited. Flashy colored hair bands should be avoided.
Hair has to be neatly tied up and use hairnets where preferred.
 Simple make up may be used. Extensive use of makeup is not allowed.
 Elaborate jewellery is to be avoided.
 Nails should be manicured periodically and maintained neatly.
 Staff should report to duty only in full uniform, where the Management has
prescribed a uniform for the task. No exceptions are allowed.
 Where there is no uniform specified, staff may wear Formal trousers with top, formal
skirts dresses or suits and formal Cultural attire
 Footwear has to be brushed and neatly maintained.

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 Strong perfumes are not allowed.
9.8.3 Dress Code for Gentlemen

 Hair should be cut short, neatly trimmed conservative, well maintained and neatly
combed. Hair should not extend more than the nape of the neck.

 A clean shaven face is most important. If keeping Moustache, it should be neatly
trimmed. Beard is permitted only for religious reasons & is subject to approval from
the top management.

 Nails should be manicured periodically and maintained neatly.
 Staff should report to duty only in full uniform, where the Management has

prescribed a uniform for the task. No exceptions are allowed.
 Where there is no uniform specified, staff has to formal attire; formal shirts and dark

colour trousers. Denim is not allowed in the units, even on weekends.
 Full sleeved shirts with conservative neck tie are preferred.

All garments should be clean and neatly pressed and fresh.
 Well maintained, well-polished, preferably black/brown Executive shoes or specific

uniform shoes have to be worn. Slippers are not allowed.
 Strong perfumes are not allowed.

9.8.4 For High Risk Areas (Operation Theater & ICU’s)
 Hair should be properly & neatly tied and covered by a hairnet (with all hair inside
the net, covering ears as well) before entering OT
 Mask has to be tied as per standard practice by all staff before entering OT. Mask
should not be worn around the neck. If not needed, mask has to be taken out and
disposed
 Bindi, kumkum, tilak, sindoor, sandalwood paste, turmeric, kajol or any such
ornaments are strictly prohibited in OT premises.
 Jewelry of any kind has to be avoided, unless or until found unavoidable like wedding
chain. Ear rings should be minimal without hangings & stone studded jewelry is not
permitted.
 Nails have to be periodically manicured and nail decorations of any kind are not
permitted in High Risk areas.
 All staff should report to duty in full uniform, as set by the Institution. No exceptions
are allowed in any circumstances.

Note: All staff should keep up with the standard of the hospital and shall follow the dress code

mentioned in the Management Policy. Every effort from staff should be there always to appear

neat, smart and befitting the standard of the organization.

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9.9 SOCIAL MEDIA POLICY

RBH takes pride in its core values i.e. Patient Focus, Compassion, Collaboration, Innovation,
Integrity, Fiscal responsibilities and hence, a framework needs to be put in place for us to
operate in, so as to ensure uniformity in participation. Social media is distinguished by its
sense of community building and engagement, which is in sync with RBH's culture of
transparency and openness. Social media also empowers employees to connect directly with
the Company stakeholders underlining our philosophy.

9.9.1 Abide by RBH policies
To the extent personal online activities may reflect upon or otherwise impact RBH's business,
all employees must adhere to the RBH Code of Business Ethics & Conduct, as well as all
other policies including but not limited to, policies concerning harassment and protection of
confidential information. Be aware of conflicts that may arise from taking strong positions
online that are contrary to the Company’s interests. Employees should remember that any
information that is shared online instantly becomes permanent and public.

NEVER disclose or share any non-public, sensitive or confidential information about RBH
such as the following (which is only indicative and not exhaustive).

 Do not share any information pertaining to the number of employees
 Do not share any information pertaining to the specialities ,Special Services
 Do not reveal any pricing and fees details (This is highly confidential. Not to be

shared at any level)
 Do not share any Patient information
 Do not share any information on revenue segmentation and revenue growth (This

can only be shared only at Company level).
All the above points hold for social media participation from any business unit / corporate
function as well.

9.9.2 Personal Accountability
You may be held accountable if your activities harm RBH's image or reputation. We
encourage your involvement in the online community, but urge that you do so with awareness
and responsibility that your actions have far-reaching consequences.

9.9.3 Perception is Reality
In online social networks, the lines between public and private, personal and professional are

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blurred. Just by identifying yourself as a RBH’s employee, you are also instrumental in
creating perceptions about RBH in the eyes of our shareholders, customers and the general
public. Do us all proud. Be sure that all content associated with you is consistent with RBH's
values and professional standards.

9.9.4 Raise Internal Awareness
You can help RBH stay aware of how it is being perceived in the social media space. If you
encounter positive, negative or inaccurate remarks about RBH in the social media space and
believe that they deserve attention, the same should be shared with the Management .This will
help RBH to improve and take appropriate action.

9.9.5 Be Aware of the Broader Audience
RBH respects the freedom of expression. However, comments and content addressed to
friends and family can reach a broader audience than originally intended, including patients,
customers, colleagues, third parties and other business associates. The accuracy of
information, the need for publishing / sharing such information and all possible repercussions
ought to be well considered before publishing / sharing any RBH’s related content.

9.9.6 No Expectation of Privacy in Company Systems
RBH does not preclude personal use of its electronic items, provided it is reasonable and does
not interfere with RBH's business. However, if you choose to use RBH's systems for personal
online activities involving social media or otherwise, such activities shall not be considered
private and take note that RBH reserves all rights to monitor, prohibit, restrict, block, suspend,
terminate, delete, or discontinue access to any Social Media Site, at any time, without notice
and for any reason and in its sole discretion.

9.9.7 Interaction with Media/Journalists
Only authorized spokespersons/teams nominated by corporate are allowed to interact with
media on behalf of RBH. Other than the authorized spokesperson/s, any employee wanting to
interact with the media should seek permission from management, clearly stating the need and
objective of the interaction and get the content / information duly approved by the corporate
Team.

9.9.8 Social Media Use on Behalf of RBH
Participation in social media is an excellent way for RBH to interact with the broader
community in real-time. If not done in a careful and responsible manner, the Company or

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employee/s could suffer loss of reputation, loss of / inability to obtain Intellectual Property
(IP) rights such as copyrights, patents and trademark rights, security law violations and/or
saddle with other consequences.

9.9.9 Who is responsible for Official Representations on behalf of RBH?
Only designated senior RBH’s leadership and management, designated SPOCs (Single Point
of Contact) from various business units and corporate functions are authorized to represent
RBH on external/ digital platforms and forums. If any team / unit intend to open an official
channel / handle any of the social media platforms, it requires prior written approval from the
management .

Basic Rules for Online Representatives

You are responsible for what you post.

Keep in mind that you are speaking at all times as a representative of RBH, representing the
interests of the Company and you should ensure that your affiliation with RBH is clear and
transparent. Before communicating on behalf of RBH, be sure to disclose your name and
affiliation. Do not use aliases, misrepresent your relationship with RBH or otherwise attempt
to mislead the audience.

9.9.10 Protocols
The following protocols are applicable to all employees, Doctors, contract workers or other
representatives of any kind affiliated with RBH:

A. Corporate Policies, Review and Oversight

Traditional advertising laws apply to all media, including social media. Information should be
truthful and not potentially misleading. Claims about the Company and its services must be
substantiated by current, relevant and reliable data on record at the time when the claim was
made. As with any other advertising, claims should be consistent with approved message
maps. Use proper trademark attribution and follow RBH's brand guidelines.

B. Non-public, Confidential and Privileged or Proprietary Information

Transparency is a hallmark of engaging in social media activities, yet you CANNOT disclose
or share non-public, sensitive or confidential information including RBH Information. RBH
Information includes, but is not limited to, existing, new / future services or commercial
availability/ pricing, financials – either actual or projected, Company plans, news, internal

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memos or other private content, any information about litigation or other legal matters and
proprietary data. You cannot engage in dialogue about new projects / services that have not
been formally announced. Further, refrain from commenting on rumor or speculation about
any aspect of RBH's business both in India and globally including our competitors or others
in the industry.

C. Third Party Rights, Fair Use and Data Privacy Principles

Employee should not infringe upon the IP Rights of the Company and that of others. Do not
use the copyrights, trademarks, publicity rights or other rights of others without the necessary
permissions of the rights holder(s). Usage of all RBH and third party IP (including without
limitation, content such as music, video and album art, trademarks and trade-names and
likenesses of individuals) should be properly authorized.

Do not reveal personally identifiable information about others unless - (1) you have been given
prior written permission by the individual(s); and (3) you are revealing such information only
to the extent permitted and required for the purpose of transparency and without violating the
applicable law. Personally identifiable information means "any information that relates to a
natural person which, either directly or indirectly, in combination with other information
available or likely to be available with a body corporate, is capable of identifying that person".

D. Accurate Record Keeping

Maintain accurate records of all online interactions and regularly monitor ongoing
conversations. Online Company statements can be held to the same legal standards as other
official media communications, so be sure to keep track of all external dialogue.

E. Write What You Know

Make sure you write and post about your areas of expertise, especially as related to RBH. If
you are writing about a topic that RBH is involved with, but are not RBH's deemed expert on
the topic, you should make this clear to your readers. Please write in the first person. If you
publish content on a website that is not owned by KIM’s teams, please use a disclaimer
mentioning that your postings on the respective site are your own and does not necessarily
represent RBH's positions, strategies or opinions. Always remember that you are personally
responsible for your content.

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F. Inappropriate/ Offensive/ Misleading Information

Usage of obscenities, insults or other offensive references, disparaging remarks, personal
attacks, racial, religious, political or inappropriate content is strictly forbidden. Do not reveal
any misleading information, in any circumstances which would go against the framework of
this policy.

9.9.11 Guidelines for Key Social Media Publishing Platforms
Further to the above mentioned protocols and without any dilution thereof, following are the
guidelines specific to various social media publishing platforms:

A. Guidelines for Blogs

DOs Employees are allowed to have their personal blog
 Employees can identify RBH as their employer
 Employees can share web pages link from www.RBHglobal.com in posts as
 references
Employees should only blog about their area of expertise, if representing RBH
 If an employee chooses to modify an earlier post, this should be made clear within
 the post.

DONTS Employees are not allowed to create any blog on behalf of RBH or any of its sub unit,
 unless approved in writing by the top management
Postings should not include RBH logos or trademarks unless permission is asked for
 and granted.
Do not criticize RBH's competitors either in your personal or competitor's official
 blogs
Do not post or reveal details about RBH's patient information, engagement, revenue
 & headcount information etc, unless authorized or if the information is already in
public domain through proper channels from RBH
 Employees should not use RBH as their First Name/ Last Name in their personal
profile

B. Guidelines for Micro Blogging Sites – Twitter

DOs:

 Employees are allowed to have their personal handles on Twitter
 Employees can identify RBH as their employer on Twitter
 Employees can share web pages link from www.RBHglobal.com while tweeting as

references

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 Employees should only tweet about their area of expertise, if representing RBH

Employees may follow RBH Tech's official Twitter handle to get the latest tweets in
DON’Ts: their Twitter timeline. Please refer to the list of RBH profiles on social media
channels.

 Employees are not allowed to create any handle on behalf of RBH or any of its sub
unit, unless approved in writing by the top management.

 Do not criticize RBH's competitors on either your personal or competitor's official
Twitter handle via @ responses/ direct messages

 Postings should not include RBH logos or trademarks unless permission is asked for
and granted.

 Do not post or reveal details about RBH's patient information, engagement, revenue
information, headcounts etc, unless authorized or already in public domain

 Employees should not use RBH as their First Name/ Last Name in their personal
profile

C. Guidelines for Social Networking Sites - Facebook/ Myspace

DOs:

 Employees are allowed to have their personal profile on Social Networking Site
 Employees can identify RBH as their employer on Facebook
 Employees can share web pages of www.RBHglobal.com to their profile using the
'Share on Facebook' widget available on the website
 Employees may "Like" the official RBH page on Facebook to get latest updates.
Please refer to the list of RBH profiles on social media channels.
DON’Ts:

 Do not create pages for RBH on Facebook. This is currently allowed only to RBH's
Digital team.

 Do not criticize RBH's competitors or involve in promoting RBH's identity on
competitor's official pages on Facebook

 Postings should not include RBH logos or trademarks unless permission is asked for
and granted.

 Do not post Wall posts/ photos/ videos in personal profile pages on Facebook that
may contain negative remarks on RBH or confidential information about RBH

 Employees should not use RBH as their First Name/ Last Name in their personal
profile

 Do not post or reveal details about RBH's patient information, engagement, revenue
info, headcounts etc, unless authorized or already in public domain

 RBH discourages staff in management/supervisory roles from initiating “friend”
requests with employees they manage. Managers/supervisors may accept friend
requests if initiated by the employee, and if the manager/supervisor does not believe
it will negatively impact the work relationship.

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D. Guidelines for Professional Networking Sites - LinkedIn

DOs

 Employees are allowed to have their personal profile on LinkedIn
 Employees can identify RBH as their employer on LinkedIn and use their functional

designation
 Employees can join official RBH groups and Company page on LinkedIn
 Employees can share web pages of official web properties on their profile using the

'Share on LinkedIn' widget available on their profile page setting

DON’Ts:

 Do not create groups about RBH/ Associated Line of Business/ Industry on LinkedIn.
This is currently allowed only through RBH's IT team

 Do not falsify your designation at RBH
 Official RBH accounts should not be used to provide such endorsements for people,

products, services and organizations. For personal social media accounts where
employee’s connection to RBH is apparent, he/she should be careful to avoid
implying that an endorsement of a person or product is on behalf of RBH, rather than
a personal endorsement.
 Do not criticize RBH's competitors on various topics posted by the competing
companies' groups/ Company pages
 Do not use RBH logos or trademarks unless permission is asked for and granted.
 Postings should not include RBH logos or trademarks unless permission is asked for
and granted.
 Do not post or reveal details about RBH's patient information, engagement, revenue
info, Headcounts etc., unless authorized or already in public domain
 Do not use RBH as your First Name/ Last Name in your personal profile
 Avoid joining unofficial groups containing RBH's name as misnomer

E. Guidelines for Photo Sharing Sites – Flickr/ Picasa

DOs:

 Employees are allowed to have their personal profile on photo sharing sites like
DON’Ts: Flickr, Picasa, etc.

 Do not create any account representing RBH or your unit without written permission/
approval from Top Management

 Do not share images owned by RBH without prior written permission from the
competent authority

 Do not use RBH logos or trademarks unless permission is asked for and granted.
 Do not share RBH office / infrastructure pictures.

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 Do not share pictures of confidential content owned by RBH
 Do not share print screen images containing confidential information about RBH.
 Do not use RBH as your First Name/ Last Name in your personal profile

F. Guidelines for Document Sharing Sites – Slide share/ Docstoc/ Scribd

DOs:

 Employees are allowed to have their personal profile on document sharing sites like
DON’Ts: Slideshare, Docstoc, Scribd, etc.

 Do not create any account representing Company or your unit without written
permission/ approval from top management

 Do not share any documents containing content owned by RBH, unless authorized or
already in public domain through proper channels from RBH

 Do not use RBH logos or trademarks unless permission is asked for and granted.
 Do not share any Brochure/ Case studies / Whitepapers / Collaterals available that

require user details for downloading the same from KIM’s corporate website (http://
www.RBHglobal.com).
 Do not share confidential internal process/ client documents like New Business
Models, Frameworks, etc. pertaining to RBH's business

G. Guidelines for Video Sharing Sites – YouTube/ Vimeo etc.

DOs:

 Employees are allowed to have their personal profile on video sharing sites like
 YouTube, Vimeo, etc.
 Employees may subscribe to the official RBH channel to receive the latest video
DON’Ts: updates from RBH.
For publishing any RBH-related video on the official channel, please get in touch
with the IT team

 Do not create any video channel/ account representing the Company or your unit
without written permission/ approval from the top Management.

 Do not share any video containing content owned by RBH, unless posted on RBH
official YouTube channel

 Do not use RBH logos or trademarks unless permission is asked for and granted.
 Do not post videos that have reference to RBH without prior written approval from

the Digital team
 Do not share confidential videos like internal training, etc.
 Do not share any videos of RBH offices / infrastructure / facilities.

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9.9.12 Breach of Policy
RBH considers this policy to be extremely important and evolving especially when social-
media issues faced by employer/s continue to change and develop every day. If an employee
is found to be in breach of this policy, disciplinary action would be initiated which may include
dismissal from the employment of RBH, depending upon the facts and circumstances of each
case. Disciplinary action may be taken regardless of whether the breach is committed during
working hours, and regardless of whether RBH's electronic equipment or other property are
used for the purpose of committing the breach. Appropriate legal actions may be initiated
against persons who have breached this policy even after they cease to be an employee of
RBH. Employees have an ongoing duty to report any known violations of this policy by any
other employees. RBH considers the duty to report to be a critical component of its efforts to
ensure the safety of its employees and to preserve its reputation and goodwill in the
community. Any suspected breach of this policy should be immediately reported to the
employee's reporting manager and employee shall be given an opportunity to show-cause for
his/ her action. Any employee who fails to report any conduct that reasonably appears to be
in violation of this policy may also be subject to disciplinary action for such failure.

Any employee suspected of committing a breach of this policy will be required to co-operate
with our investigation, which may involve handing over relevant passwords and login details
to the panel conducting the investigation.

9.9.13 Investigation Process
 All such matters get referred to an Ethics/ Investigation Committee especially
constituted for this purpose comprising of GCOO, Legal Personnel,CIO, HR and
Administration personnel
 The Committee must undertake a preliminary assessment of the complaint/ suspicion/
incident
 For detailed investigations, the Committee may form a team of personnel (in-house/
external service provider) with the required skill set (knowledge, expertise, authority,
etc.) for the investigation. The investigation team would have a reporting
responsibility to the Committee
 The Committee will decide on the appropriate action based on findings from the
investigation.

In certain circumstances, breach of this policy may be considered gross misconduct resulting
in immediate suspension from service till completion of investigation and immediate

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termination of employment or payment in lieu of notice if proved guilty.

Any legal action initiated against an employee by a third party for violation of such third
party's proprietary rights or causing any damage to such party's reputation or interest(s) either
commercial or otherwise, or for any other act or omission may be a ground for a legal action
to be initiated against such employee, shall be a ground for RBH to take appropriate
disciplinary action against such employee and such employee shall be obligated to indemnify
RBH for any action that such third party may initiate against RBH by virtue of such employee
being in employment of RBH.

9.9.14 Local Law
In case of any conflict between this Social Media Policy and any local laws and/ or regulations,
including professional obligations, the local laws and/ or regulations will prevail and must be
followed rather than this Policy to the extent of such conflict. However if the local practice or
custom varies from this policy, we expect you to follow this policy.

9.9.15 Periodic Audits
IT Department should perform risk assessment on the degree of social networking available
to the employees. This assessment will help Company to streamline blocking of websites. IT
team needs to conduct quarterly audits on existing internal controls, identify gaps, if any and
provide suggestions to overcome them.

10. EMPLOYEE ENGAGEMENT

10.1 EMPLOYEES’ HEALTH

RBH is to provide a system of pre-employment medical checkup, preventive health care,
annual medical checkup & vaccination for RBH employees:

Employee shall undertake this once a year. At specified date and time scheduled by HR. All
Supervisors / Head of Department should make sure that all employees comply with the policy

10.1.1 Pre-employment Medical Checkup
 All the employees who have undergone medical checkup at the time of visa medicals
shall not undergo another checkup at the time of joining.
 Employees who are recruited from Bahrain shall undergo pre-employment medical
checkup at the time of joining / before the date of joining as per the instruction from
HR.

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 Initially the employee will be seen in Emergency Doctors / Internal Medicine
Doctors. Pre-employment check up will be free of charge, if they are medically fit.
Special discount is given for employees (Annexure - Discount Policy).

10.1.2 Annual Health Checkup
After completion of one year every staff shall undergo physical health examination.

General practitioner consultation should be done.
 TB screening questionnaire have to be filled. If required the doctor can ask for a chest
x-ray.
 PPD is mandatory for all the staff (medical & non-medical). If the report is positive
another consultation should be done by the Pulmonoligist. Based on the instruction
from the doctor the proper medication will be given to the staff. It will be reported
to the Ministry of Health as appropriate
 MRSA Screening (Nasal swab) is mandatory for all medical professionals
 HIV test is mandatory during pre-employment & annual checkup for those who
arrived from Ethiopia, Eritrea, Kenya, Somalia, Djibouti, Thailand, Vietnam, Sudan,
Nepal and South Africa
 CBC is mandatory for all Radiology staff

On successful completion of medical checkup, the Emergency Doctors / Internal Medicine Doctors
can declare whether the employee is fit for work.

RBH Annual Medical check form has to be attached to the employee file.
10.1.3 Vaccination
MOH protocol on vaccination is to be followed.
10.2 HOLIDAYS AND LEAVE

All employees in accordance to their grade, gender and nature of work are entitled to various
types of leaves and rest periods. Such facility is accorded by the organization and some
mandated by law to ensure that an employee is able to invest his time in his family, health,
education, religion and socio-cultural beliefs.

The Human Resource Management staff is responsible to administer and monitor leaves and
holidays of each employee in conjunction with inputs (approval or observations) from the
respective department heads.

Applicable to all positions in the organization except contracted Labour who are bound by the
rules as set out for them by their employers. It is applicable among Administrative, Executive

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and Management staff is limited to the extent of their nature of job. All Employees will follow

the Bahrain Labour Law for their leaves.

10.2.1 Definitions:
 Holiday: A day of rest, celebration or religious observation, away from duty as
declared by the Government. The employee is entitled to full pay and benefits during
such holiday.
 The Hospital shall function on all holiday and the management at its discretion will
grant holiday only after ensuring the normal working and patient care of the hospital.
As per the norms of the Bahrain Labour Law those who are working on a holiday are
eligible for a compensatory off.
 All Medical Doctors and staff should inform the Management and get prior approval,
if they are proceeding to any outstation location during holidays to ensure alternate
arrangements in case of an emergency on call.
 Leave: A day off from duty which an employee may be entitled to avail such leave
with full salary and benefits.
 The compensatory Holiday credit will expire if not availed within One year. The
Department Head has the right to extend the Compensatory holiday and grant the
compensatory holiday along with the Annual leave if required.

10.2.2 Descriptions

A. Weekly off:

A 24 hour period of rest at the end of 6 days of work or 6 shifts of work or 48 hours of work.

 The weekly off may be observed on any subsequent day as per the management
policy subject to pre arrangement.

 The organization reserves the right to decide on which day of the week an employee
may be regularly awarded a weekly off.

 In rare circumstances, if an employee is required to work on his / her weekly off
holiday, the employee may choose any other day as a compensatory leave and
intimate the HR in advance in writing after obtaining approval from his reporting
authority at least 3 days in advance.

 An employee in any category shall not work for more than 14 days continuously
without a day of rest.

 Weekly off can be either prefixed or post fixed to leave subject to approval by Head of
Department / Management.

B. Compensatory Leave:

A day or shift off from duty in lieu of additional duty or shift performed by the employee in the past.

 Compensatory leave shall be credited by the HR to an employee in the correspondent
month
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 Compensatory leave can be clubbed together to a maximum of 10 days with other
leaves such as annual leave and weekly offs.

 In the event of the organization unable to grant a compensatory leave due to work
requirements, the employee is entitled to an equivalent of 150% of his normal wage
in lieu of every compensatory day off. This amount will be credited to that month’s
salary and paid along with the salary. Senior Administration and Managerial staffs
are not eligible for this payment.

 The compensatory leave credit will expire if not availed within one year
C. Holidays :

 The Management, taking into consideration of the local festivals shall declare festival
holidays as per the Hospital policy / discretion of the management. However, the
Hospital will function as usual and such holidays will be compensated as per the
Management approval.

 All leave are subjected to prior approval of the immediate supervisor and the
Management

 The Hospital will not be closed on any of the occasions and all staff should be
prepared for all emergency duties.

 If a Friday/weekly off or any official holiday coincides with any one of the public
holidays, a day in lieu thereof shall be granted.

 Compensatory Off: It is a rest day given to employees whenever they are called upon
to work on a holiday or during any time of a period of eight hours other than the
scheduled hours of work.

D. Annual Leave :

An employee is permitted to take annual leave during every Gregorian year

 The period and tenure of annual leave shall be discussed at the time of recruitment
and shall be specified in the employment contract.

 An employee may choose to avail his / her annual leave, subject to prior approval
from Head of Department / Management.

 All employees should get approval from the head of the department 30 days
commencement of their annual leave in the leave application format and submitted
to the HR Department.

 The department head shall approve an annual leave request only if such absence of
an employee does not adversely affect operations of the organization. Suitable
alternate arrangements may be advised and discussed with an employee to
accommodate requirements of the organization.

 An employee may be permitted to encash his/ her un-availed annual leave. Such
encashment would be limited to his basic salary and Special allowances, and is
subject to prior approval from the Management.

 The Hospital may at our discretion ought to choose to encash to its employees any

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un-availed annual leave by mutual consent.
 All employees proceeding for the annual leave are eligible to get the leave salary after

coming back.
 The Hospital shall be empowered to deprive the worker of his wage for the period of

leave or to recover the wage paid in respect thereof if it is proved that he has taken
up employment with another employer during the period of leave without prejudice
to disciplinary liability
E. Sick Leave

Every Employee who has satisfactorily completed the probationary period shall have the right

incase of sickness certified by a Doctor nominated by the Employer (All employees should

consult with the 24 Hours Clinic in RBH / RBHMC / KBMC if they are sick. Sick leave from

other private hospital will not be accepted. No employees are permitted to go directly to

Consultant or any other Doctor without reference from the 24 Hours Clinic Doctor) or by the

responsible Doctor at any Government Medical Institution, to be granted the following sick

leaves during every year.

- Fifteen days on Full Pay
- Twenty days on Half Pay
- Twenty days without Pay

 If the sick leave sanctioned at any time exceeds the number stated above, the
remaining portion of the sick leave will be set off first against the annual leave to his
/ her credit. If there is no annual leave to his / her credit the leave over and above the
eligible sick leave will be treated as Leave without Salary

 The employee may accumulate the balance of sick leaves ,whether on full or half pay
due to him, for a period not exceeding 240days (w.e.f 26-July-2012). A sick
employee may avail of his accumulated annual leave balance in addition to his
entitlement of sick leave

 Employee is required to intimate his / her reporting authority and the HR Department
by phone or e-mail prior to his / her commencement of sick leave & joining duty time
as early as possible

 An employee is normally expected to intimate all concerned officials in charge at
least 6 hours prior to commencement of his / her duty / shift to enable the organization
to make alternate arrangements to cover the absence, unless it is major emergency.

 Due to accident while on duty: Any accident of any form while on duty should be
reported immediately. Immediate care must be taken looking at the gravity of the
case. Leave on medical grounds should be granted as per medical advice.

F. Maternity Leave :

 A female worker shall be entitled to maternity leave on full pay for sixty days which
shall not be deducted from her annual leave provided she produces a medical

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certificate attested by the Ministry of Health / RBH stating the expected date of her
confinement. Such maternity leave shall include the period before and after
confinement. Further, she may have an additional leave without pay for fifteen days.
 On authorization by the Department Head / HR Department, an employee is
permitted to club an un-availed days of her eligible annual leave along with her
maternity leave.
 Any leave in excess to her maternity leave will be considered as Sick leave, subjected
to the limits imposed without any compensation.
 Maternity leave and any other leave in excess of the permitted leaves will be without
pay or benefits.
 Maternity leave cannot be encashed or accumulated.
 An expatriate employee on single visa, if found pregnant during the course of her
employment, will be allowed to return to her home town any time before the 6th
month of her pregnancy.
 When a female worker returning to her work after the maternity leave shall be entitled
to a period or periods of rest not exceeding a total of one hour daily in addition to the
normal intervals of rest given to all workers in order to suckle her newly born child
for a period of six months. She can avail this breast feeding hour from the beginning
or end of her shift duty.
 A female worker shall have the right, after the expiry of her confinement period and
until her child is six months old, two periods to suckle her child, provided that each
period shall not be less than one hour. Further, she shall have the right to take two
periods, which shall not be less than half an hour each until her child is one year old.
A female worker shall have the right to combine the two periods, and these two
additional periods shall be deducted from the hours of work, but without reduction in
the female worker’s wages.

G. Emergency Leave / Special Leave :

The employee is entitled to leave on full pay in the following circumstances:

 Three days in the event of his marriage for only once.
 Three days in the event of the death of his spouse, or any of his relatives to the fourth

degree of relationship.
 Three days in the event of the death of one of the relatives of his spouse to the second

degree of relationship.
 The employee shall be entitled to one day leave on full pay upon the birth of his child.
 A Muslim worker , who has spent five years of consecutive service for an employer,

may take a leave of absence on full pay for a period of fourteen days to perform his
pilgrimage(Hajj) obligation. A worker shall be entitled to the said pilgrimage leave
once throughout his service period.
 A muslim female worker shall have the right to one month’s leave on full pay in case

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of her husband’ s death. She shall have the right to complete her Iddah(waiting
period)from her annual leave for three months and ten days. If she has no annual
leave balance, she shall have the right to leave without pay.
In the circumstance provided for in the preceding paragraphs, the employer shall be entitled to require any
documents establishing the facts relating thereto.

H. CME Leaves

Every employee who is a professional (having a professional Degree / Post Graduate Degree)
shall be entitled for every 12 months of continuous service, leave with salary for a period not
exceeding 4 days including the dates of travel for the purpose of attending CME’s and
professional development programs subject to the prior approval of the Management and to
the condition that the functioning of the Hospital shall not to be affected.

I. Short Leave Permission:

Short leave permission up to 1 hour per month may be obtained from the HR Department once
in a month. Any absence more than this limit shall be treated, based on the Penal Code Act -
“Violations related to the Timing of Work” (Articles 5 – 9)

J. Unauthorized Absence:
Leave taken by an employee without following the above terms and conditions will be treated as
“unauthorized absence” and disciplinary action shall be taken.

K. All other leave will be applicable as per Bahrain Labour Law
L. Leave during Notice Period :
M. In the event of the employee resigning the services, he shall not avail any type of leave during the notice

period, as active service during such period is mandatory.
N. Recall for Duty :

An employee on leave may be recalled for duty by the Management whenever deems fit to do
so.

Leave application other than emergencies / Sick leave should be submitted before proceeding
for leave. All categories of staff are entitled for leaves as per service guidelines as per the
Kingdom of Bahrain rules and regulations. This is the responsibility of Coordinator / HOD of
the concerned Department to forward the leave application / sanction the online leave
application request. The leave authorization report shall be monitored by the Human
Resources Department for prior approval after sanctioning the leave.

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10.3 ORGANIZATIONAL EVENTS AND ACTIVITIES

To describe the various organizational events and activities organized within the hospital with
both staff and patient participation; with a view to promote closer staff relations and a sense
of belongingness within the organization.

This procedure is applicable to all events / activities held at the hospital or involving the
hospital employees which may include National Holidays, Festivals, Birthdays, Annual Day,
Departmental Days, Employee Tours, Picnics etc.

The Human Resources Management staff is responsible for overall coordination for
conducting of various events and activities and providing adequate support and resources to
various departments for department specific activities / events.

The functional in-charges / department staff is responsible for planning and conducting
various department specific events / activities.

10.3.1 DESCRIPTION
A. Annual Day

The hospital Annual Day shall be celebrated every year.

The various activities organized to celebrate the annual day shall be coordinated by the Annual
Day Celebrations Committee. The Executive Director shall be the Chairman of the committee.
The members of the committee shall be nominated by the chairman and announced through
official circular.

The committee shall be responsible for organizing various activities like cultural programs,
contests, guest interactions, displays, coordinating with invitees etc.

The committee shall finalize in advance the itinerary for the annual day celebrations and
communicate it to all staff of the hospital.

The committee shall meet periodically to monitor the preparations for the celebrations.
B. Staff Birthdays

The HRM department shall compile a list of staff birthdays at the beginning of each month.
This list shall be displayed in all notice boards for staff information.

On each staff birthday a representative of the HRM department shall wish the staff member
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on behalf of the hospital staff and management. A combined cake cutting ceremony is
organized at end of each month to celebrate all birthdays of that month.

C. Lunch with Boss
The HRM Department shall arrange “lunch with boss” monthly once to motivate them
outsourced / contract employees and acknowledging their efforts and to keep an interaction
with the outsourced / contract employees (Housekeeping & security staff). All the contract
employees are invited to have lunch with Chief Operating Officer / Executive Director –
Operations & Projects. HRM staff will make sure that food has been delivered to all the
contract employees (including night duty / off duty / other work place like KBMC / RBHMC)

D. Lunch with Management
The HRM Department shall arrange “lunch with Management” quarterly (department wise)
to motivate the employees and acknowledging their efforts and to keep an interaction with the
employees and top management. Top management will get to know their employees and
listen to their ideas and concerns directly. All the employees are invited to have lunch with
Chief Operating Officer / Chief Medical Officer / Executive Director – Operations & Projects
/ Chief Executive Officer.

E. Staff Ifthar
HRM Department shall make sure that Iftar has been arranged for those who are fasting and
working during the fast breaking time. This is to motivate those who are willing to work
during the holy month of Ramadan

Group Iftar shall also be arranged for the entire staff (RBH/RBHMC / KBMC) including
outsourced employees.

11. GOVERNANCE

11.1 HUMAN RESOURCES AUDIT

To reveal the strengths and weaknesses in the human resources system, and any issues needing
resolution.

This procedure shall be applicable for Human Resource department & will be conducted on
regular basis

The Human Resources (HR) Audit is a process of examining policies, procedures,
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documentation, systems, and practices with respect to an organization’s HR functions

The Human Resources staff is responsible for coordinating the process of audit internally with
Quality Assurance department & externally with outside agencies

11.1.1 Description
The audit process consists of a series of questions covering the below components of the HR function:

 Roles, head count, and HR information systems
 Recruitment
 Documentation
 Training, development, and career management
 Compensation and benefits
 Performance measurement and evaluation
 Termination and transition
 Legal issues and personnel policies
 Health / Welfare systems
 Employee Relations
 Safety
 Resourcing

11.1.2 Follow-up and correction
Improving the HR system takes some time. A work plan - with a timeline, accountability, and
deliverables -should be created after the team reviews the completed audit and identifies areas
where improvement is needed. Follow-up and review should be a regular management
function, performed on an ongoing basis.

11.2 EMPLOYEES’ FILES

For all aspects of an employee during the course of employment/service induction to
separation in RBH may be placed in the employee personnel file. All documents on the basis
of facts will be placed in the employee personnel files.

This policy applies to all categories of employees of the Company those on permanent rolls
and trainees. Only Human Resources staff members may have access to the information in the
employee personnel file, and it never leaves the Human Resources office.

The employee personnel file is the main employee file that contains the history of the
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employment, Employee Induction Details, Performance Appraisal and improvement details,

Training records, Grievances and Disciplinary records and Employee separation documents.

 The employee personnel file is generally stored in a locked cupboard which is
accessible to Human Resources staff.

 The confidentiality of the employee information in the employee personnel file is of
paramount importance.

 The employee personnel file is most frequently accessed day-to-day for information
by the employer (top management authorities).

11.2.1 Employees’ File Content

Following are recommendations about the documentation that an employer should keep in an

employee personnel file.

A. Employment History
 Job application
 Personnel Data Sheet
 Approval of the position
 Latest Resume / Curriculum Vitae
 Resume cover letter
 Latest passport size photograph.
 All Educational Certificate after verification with originals.
 Interview Evaluation Form
 Employment verification details.
 Employment and personal reference
 Format of reference checks.
 Provisional offer Letter
 Communication on acceptance / Rejection letter if any.
 Position job description
 Job analysis records
 Job appointment letter or employment contract duly signed by employee & employer.
 Copy of IDs
 Emergency contact information.
 Signed employee handbook acknowledgment form showing receipt of employee

handbook.
 Checklist from new employee orientation showing topics covered and by whom.
 Any relocation agreements and documentation
 Any contract, written agreement, receipt, or acknowledgment between the

employee/consultant and the employer/organization (such as service contract, a non-
compete agreement, an employment contract, training contracts or an agreement
relating to a company-provided car).

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 Life of employment official forms including: requests for transfer, promotion,
internal job applications, and so forth

 Any other documentation related to employment.
B. Induction of an employee.

a. Joining Letter
 HR Orientation form at the time of joining
 Pre-employment medical report.
 Service / Salary Record form
 Training Records form
 Check List for Orientation/Induction
 Check List for employees joining
 Credentialing and privileging forms.
 Additional privileging forms.

C. Employee Performance Development and Improvement
 Copies of performance appraisals.
 Orders of increment and appraisals on promotions given.
 Employee appreciation and recommendation for appreciation
 Records of awards and rewards given
 Performance improvement plan.

D. Grievances and Disciplinary action records

 Written complaints of all grievances
 Records from any formal counseling sessions.
 Disciplinary action reports (memo / warning letters)
 Explanation records.
 Enquiry reports.
 Employee recognition presented such as certificates, recognition letters, and so forth
 Employee formal suggestions and recommendations, organization responses

E. Training records
 Requests for training
 Needs assessments signed
 Complaints from customers or co-workers

F. Employment Separation/Termination Records
 Employee resignation letter
 Termination letter
 Copy of Relieving order / Experience Certificate / Testimonials if any issued

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 Exit interview documentation
 Employment ending checklist
 Handover – Take over note
 No Dues form
 Return of company property if any.
 Final accounting for all aspects of the employee's employment such as final

settlement report and statutory closure.

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