Hand Book-HR

EMPLOYEE HANDBOOK

and GENERAL SERVICE RULE

CHAIRMAN 01
MESSAGE
Mr M K Rajagopalan

Chairman - MGM Healthcare
Over the past two decades, the MGM Healthcare
Group has built itself a reputation in medical
education and healthcare services, in uencing
the industry through cutting-edge technology
and a compassion-centric approach. We are best
known for two medical teaching colleges in
Puducherry — Mahatma Gandhi Medical College
and Research Institute (ranked 23rd among
medical institutions in India in NIRF 2018 and the
seventh medical college to be accredited by
American Heart Association) and Sri Balaji
Vidyapeeth (Deemed University). In a dynamic
and changing world however, evolution and
growth lie at the core of any successful
enterprise. This is the genesis of MGM
Healthcare.

DIRECTOR 02
MESSAGE
Dr Prashanth Rajagopalan

Director - MGM Healthcare

The time is ripe for a 'health-caring movement'
and the time has come for our organisation, MGM
Healthcare Group, to spread its wings and soar to
greater heights. Born out of a need for altruism,
MGM Healthcare is dedicated to bettering
patient experiences and improving outcomes
through expertise, passion and technology. And
the rst manifestation of this dedication to
superlative health-caring is our state-of-the-art
hospital on Nelson Manickam Road (Chennai),
the rst of many to come.
Our professionalism, coupled with a strong
personal touch enhances the probability of
success at every step. Our goal is to create a
long-lasting relationship, which will translate into
long term winning strategies and exponential
growth for both parties.
But we know that nding a candidate with the
right skill set is not the be all and end all. At MGM
Healthcare, we understand that overall
chemistry between the candidate and the
existing management is paramount in ensuring a
good match.
In our commitment to nding the best match, we
customize our approach, systems and processes
not only from client to client but also from
assignment, all the while keeping underlying
principles common.

Our Winning Way is “Doing More, Better”.

03

WELCOME MESSAGE
HR TEAM

Dear Colleague,
A very warm welcome to the MGM Healthcare family.
Today being your rst day, you might feel curious and anxious. After all you are in a
new place with new people around. Let us assure you that you are in safe hands. With
a team whose job is to care for you, help and make you feel comfortable.
We urge for you to use this day and the following days to familiarize yourself with the
MGM Healthcare's business, culture, values and people.
This handbook was developed to describe some of the expectations of our
employees and to outline the policies, programs, and bene ts available to eligible
employees. Employees should familiarize themselves with the contents of the
employee handbook as soon as possible for it will answer many questions about
employment with the MGM Healthcare.
We believe that each employee contributes directly to MGM's growth and success,
and we hope you will take pride in being a member of our team. We're con dent that
you'll be a real asset for our company and we hope that your experience here will be
challenging, enjoyable, and rewarding.

04

GENERAL SERVICE RULES

This is to inform all the sta members of MGM Healthcare Pvt Ltd that they must follow the
below mentioned service rules for the smooth functioning of the organization. These rules
come into e ect strictly from 1st July 2019.

Work Consciousness:
Every employee shall perform his/her duty honestly and diligently and shall carry out any
order or work entrusted or asked to do by his/her seniors or HOD or top o cials. He/she
shall have to do any work in addition to his/her general assignment if he/she is required to
do so. He/she has to be willing to accept transfer to any of our other hospitals, every
employee has to work consciously & seriously while on duty. He/she is expected to be in
his/her own work area and to stick on there, He/she can leave his/her work area only with a
reasonable o cial cause, and this should be intimated to the in—charge/HOD. Loitering in
the hospital premises, canteen etc. without a proper cause will be treated as misconduct
and is punishable to an extent of salary deductions, warning letters etc. Any employee who
receives three times warning letter will be liable for discharge from services.

Attendance and Punctuality:
Every employee has to mark his/her attendance through the attendance system, the
moment he/she enters the hospital premises and while going out of the hospital after the
working hours. Every employee has to maintain punctuality and is expected to be in his/her
seat well in advance before his/her shift starts, Salary is calculated purely on swiped days.
"FORGOT PUNCH" system is not accepted henceforth. SALARY WILL BE PAID ONLY IF
BOTH "IN" AND "OUT" SWIPES ARE PRESENT for minimum of 8.5 hours. Pay cuts/leave cut
without any intimation. Management reserves the right to terminate the service of any
employee who is regularly found to be irregular, without any notice.

05

GENERAL SERVICE RULES

Guidelines for late coming employees:
All the employees in the organization will have a grace period of total 60 minutes for the
entire month for incoming and those who cross the grace period will have to lose their half
day leave primarily from EL or SL or CL.
Employees who attend their duties after 4 hours from actual reporting time will lose total
one-day leave from their EL or SL or CL respectively.
In the case of employees who do not have CL or SL or EL their late comings will be
proportionately deducted from their salaries.

Extra Hours:
Any employee (excluding Assistant Manager and above) who works one hour more than
their regular working hours will be eligible for extra hours' allowance with the approval of
HOD. It will be calculated based on:

Gross Salary X No. of extra working hours
----------------------------------------------------

Actual days in month X 8
Long Working Hours:
Hospital is a major emergency healthcare provider, where employees have to stay back
after working hours depending on the work requirement. No employee can refuse to work
when the situation demands; failing which the employee will be subject to disciplinary
proceedings.

Working in Shifts:
The hospital has to work all the 24 hours of the day. Therefore, all employees must be
prepared to work in all the shifts such as day shift, general shift, afternoon shift, evening shift
& night shift as per the timings of the individual department's requirement.

GENERAL SERVICE RULES

Handing over charge during shift changes:

Sta on duty should leave the work place only after the reliever has reported to duty in
order to take charge of the next shift. Sta completing a shift, should clearly explain the
details of pending work and the priorities to be attended to the next shift sta .

Sta after the completion of their shift and handing over charge to the next shift sta ,
should not loiter around the hospital premises unnecessarily.

Administrative / Clinical / Technical lapses:

Every employee is punishable for any kind of administrative lapses like insubordination,
dishonoring the hospital rules and regulations, committing any kind of misconduct and for
any kind of clinical/technical lapses like causing damages to the hospital's reputation,
property, machinery or equipment, slowing down in performance, negligence in delivering
patient care etc.

Information Confidentiality:

All employees are advised to keep all records and other information about patients and
hospital to be strictly con dential. The medical condition, nancial status or care of patients
are con dential in nature and must not be shared / discussed with anyone except with the
authorized personnel.

Cleanliness:

All employees are advised to help the administration in maintaining the aseptic cleanliness
of the hospital by using the dustbins provided in rooms & public areas in order to control /
prevent infection.

No Smoking & No Drinking Alcohol:

Smoking or Drinking are strictly prohibited inside the hospital premises.

07

GENERAL SERVICE RULES

Silence:
Employees are expected to maintain silence (permissible limits) inside the hospital
premises for the peace and tranquility of the patients who need it the most. Loud talking /
shouting in corridors or loud laughter are not consistent with the values of MGM Healthcare.
Equipment & materials should be transported as quietly as possible. User departments
should ensure that proper lubrication is provided for the moving equipment on a regular
basis to reduce the noise level while in use.
Conservation of Resource:
Every employee, as a citizen of India has the responsibility to conserve natural energies like
water, electricity, gas etc.
Yearly Increments / Promotions:
All the employees are required to note that their yearly increments will be done based on
Performance Appraisal Management System. However, any sta member may be promoted
to a higher post during special reviews that needs to be done to meet exigencies of the
situation.
Disciplinary Actions:
Every employee has to honor all the above mentioned rules, failing which stringent
disciplinary action will be taken against them. However, the process to ensure discipline is as
per the “COMPANY STANDING ORDERS”.

08

GENERAL SERVICE RULES

Leave Policy
1. Every employee is entitled to 7 CL, 7 SL and 18 EL (ELs can be availed after completion of

one-year service) in a calendar year.
2. All types of leaves can be availed subject to eligibility.
3. All types of leaves require prior sanction of HOD.
4. Maternity leave & Radiation Leave are as per statutory.
5. Casual Leaves shall not be availed for more than 3 days at a stretch and not more than 3 times

in a month.
6. No two or more type of leaves can be combined.
7. Sick Leave availed for more than 3 days should be accompanied by Doctor's Certi cate
8. Earned Leave shall not be availed less than 2 days at a time and can be availed only in 3

installments in a calendar year subject to maximum of 5 days.
9. Earned Leaves can be accumulated up to 45 days. Over and above 45 days, balance leaves

will be encashed in January every year along with their salary. The basic salary will be
considered for encashing extra EL.
10. Earned Leave application must be submitted at least 15 days in advance and should contain
leave address.
11. At the time of resignation, the balance EL will be encashed as part of full and nal settlement.
12. Sundays and holidays intervening the Sick Leave will be counted as part of leave.

Permission Policy:
1. Permission shall not be availed for more than 2 times in a month.
2. Permission shall not be more than 2 hours at a time.
3. Permission more than 2 hours in a month is subject to deduction of leave /salary

as per procedure.
4. Permission slip must be submitted prior to availing or in emergency cases on the

day of reporting to duty.
5. If permission slip is not submitted, it will be treated as absent.

09

INTERNET USAGE POLICY

Objective

This policy details the guidelines covering the Internet Usage in the organization and the
consequence of non-compliance.

Applicability

The Policy applies to all employees in the organization.

Policy Details

Ÿ Whenever you use the internet, your user
ID is logged in the proxy server of MGM
Healthcare (MGMHC). You are therefore
responsible for all transmissions and
access requests originating from your
user ID. Hence,

Ÿ Using internet access provided by
MGMHC for personal and / or
commercial gain and / or recreational
activities (such as gaming etc) is
prohibited.

Ÿ Transmission of con dential information
and / or any un-authorized information
belonging to the organization either

internally or externally and / or to any un-authorized personnel is prohibited.

Ÿ In appropriate and unprofessional behaviour online including the use of threats, intimidation
and / or aming etc. will be treated as an o ence.

Ÿ Sending jokes, cartoons, images that may be o ending and / or sensitive to a particular
individual and / or religion / sect / faith is strictly prohibited.

10

INTERNET USAGE POLICY

Ÿ Viewing, downloading and / or transmitting of pornographic material is strictly prohibited
and will be a punishable o ence and may lead to eventual termination.

Ÿ Usage of internet resources for non-business related activities including for personal gain is
not approved.

Ÿ Un-authorized downloading of les from the internet
including large les will be considered an o ence.

Ÿ The organizations internet and / or security software may
record the usage of the internet, addresses of sites visited
online and may keep a record of any network activity in
which the user receives and / or transmits any kind of data
and / or les.

Disclaimer – The Company reserves the right to alter, amend
and/or withdraw this Policy either in part or in full, based on
management's discretion

SOCIAL MEDIA POLICY:

This policy applies to all employees.

Ÿ Misuse or abuse of social and digital media will lead to disciplinary and legal
actions.

Ÿ It is the responsibility of the immediate Supervisor/ Manager to address these
issues.

Ÿ There is also a signi cant personal responsibility placed on each employee.

Ÿ Con dential information regarding company business practices and
procedures or personal information about any suppliers, patients or
employees must not be posted or discussed on the internet/social networking
websites

Ÿ The company reserves the right to take action as it deems appropriate against
users who breach the conditions of these policies or Data Protection
regulations.

11

GRIEVANCE REDRESSAL

Ÿ Employees grievance with regard to their supervisor/colleagues would be addressed as
below

Ÿ Employees can give in writing about any grievance at their workplace to the HOD and wait
for a resolution for 3 or 7 working days

Ÿ If the response is not acceptable or if there no
response, the employee can report to HR on the
same

Ÿ HR would investigate on the said issue and
resolve the same by taking 3 or 7 working days,
and give a solution to the employee

Ÿ If the employee is still not satis ed with the
response, can forward the grievance to the CEO
or Director

COMMITTEE MEMBERS:

1. Director Medical Services - Chairperson

2. Manager Training - Co-Chairperson

3. Director of Nursing Services - Secretary

4. Associate Director of Medical Services - Member

5. Head – Operations - Member

6. Senior consultant and Clinical Lead, ENT - Member

7. Chief People O cer - Member

12

PREVENTION OF SEXUAL HARASSMENT
(POSH):

This policy applies to:
Ÿ Direct employees: those engaged in permanent,

contractual, visiting, honorary or temporary
capacity at any hospitals/business
locations/o ces of the MGM Group.
Ÿ Includes patients, their attendants, vendors and
other customers.
Ÿ Sexual harassment committed outside the
company premises in which employees/other
stake holders may nd themselves in connection
with their employment/company services
Ÿ Applies equally, to:
Ÿ relations between superior, subordinates & peers
Ÿ Either way between opposite genders
Ÿ Between members of the same gender

13

INTERNAL COMPLAINTS COMMITTEE (ICC):

Ÿ When a formal complaint has been led, an investigation will take place promptly.

Ÿ The Committee member(s) will interview the Complainant, the Respondent and witnesses, if
any, and gather relevant documents; make a determination of ndings and formulate a
proposed resolution, including possible sanctions

Ÿ If the Complainant is not
satis ed with the outcome of
the formal complaint, s/he may
write a letter of appeal to the
CPO / Head of HR.

Ÿ Anyone, male or female, who
engages in this behavior will be
subject to formal punishment,
including dismissal.

Ÿ If the complaints given by an
individual turns out to be
frivolous and was led with
mala de intentions, it will be
deemed to be a misconduct
and liable for disciplinary
action.

COMMITTEE MEMBERS:

1. Sr. Consultant and Clinical Lead- OBGYN - Female - Chairperson

2. Manager Training - Co-Chairperson

3. Head – Operations - Secretary

4. Director of Nursing - Member

5. External Member – Female - Member

14

IMPORTANT INFORMATION FOR THF NEW MEMBER OF
MGM HEALTHCARE PVT LTD

Undertaking letter by the general staff

1. Mr. / Ms. / Dr. …………………………………………………………………………………………………..joined as
……………………........................ in the department of ………………………………………………………………. on
…..…/………/……………... I have been informed by the H.R. Department about all the service
conditions. I have also read and clari ed the following information and hence my undertaking.

1. That I will abide by all the policies, protocols and general service rules of the hospitals.

2. That I will attend my duties on time and avoid any late coming as I understood that I am working in
Hospital and any late coming will hamper the patient services.

3. That I will not be absent from my duties without obtaining leave sanction from my Head of the
Department and prior information. I understand my unauthorized absenteeism will cause work
dislocation and inconvenience at the department.

4. That I will give one/two months' prior information before leaving the organization by way of
resignation. I also understand that if I fail to give one/two months' notice due to my personal
reasons and urgency, I agree to pay one/two month's salary in lieu of notice period. Depending on
the grounds for resignation, notice period can be waived or reduced at the discretion of the
management.

5. That I will wear uniform if applicable and identity card, always on duty.

6. That I will use only service entry and exit while attending my duties.

7. That I will follow all the rules and regulations pertaining to leave, extra duty and other related
service conditions as per the company policy.

8. That I will intimate the change of my residential & local contact address from time to time to the
H.R. Department as part of updating my records and to contact me at times of urgency.

9. That I will maintain utmost grooming standards and dressing codes of the hospital: clean-shaven,
trim hair cut (for males) / properly tied hair (for ladies) at all times.

10. That I wilt hand-over the identity card and other belongings (if issued) of the organization at the
time of leaving the services or pay the cost of the same, if loss happens due to my negligence.

11. That I will submit the no-dues certi cate before my full and nal settlement at the time of relieving.

Place: ………………………………………. Signature: ………………...………………………………

Date: ……………………………………… Name: ………………………………........................





Follow us: