Basics of Hospital Training Wing

Day to Day Activities of Training Manager

1. Follow NABH Checklist for Training

2. Induction & Assimilation Programs for New Hires

3. Prepare Training Calendar

4. Prepare Training Reports

5. Plan Vs Actual s Report as per Training Calendar 

6. Maintaining Attendance Sheets 

7. Tracking Mandatory Training & its Due dates

8. Conducting Mandatory Certification Programs & conducting evaluations as per norms

9. Visiting Various Departments of Hospital and Support them for skill improvement

10. Perform Process improvement audits and develop skill set of employees

11. Skill Matrix Management as per individual employees performance & learning

12. Follow L&D Sop 

13. Develop Content for training & conducting mock Drills/classes

14. Designing Service Standards & Service Excellence as per departmental needs

15. Arranging & Conducting Clinical & Non Clinical Training Programs

16. Arranging NABH Training Programs  & Creating Awareness among all the staff on importance of NABH and its usages...

Standard Operating Procedure 

|| SOP - Training Manager Profile ||

1.      PURPOSE

The purpose of this procedure is to define all aspects of training carried out at Hospital.

2.      SCOPE

This Procedure is applicable to all type of employees working in Hospital.

3.      RESPONSIBILITY

HR Head and Training Head is responsible for Training & Development activities of employees.

4.      PROCEDURE

4.1 Head HR will determine training and development needs that shall be developed after evaluating the performance of each and 

every employee, which shall also be done in consultation with the respective HOD’s of all the departments.

4.2 Organise for training programs in coordination with the respective HOD for those employees who are identified for training needs 

by their respective HOD’s which are based on their performance appraisals.

4.3  Once the needs of training are identified, a methodology for training is prepared and the training session is documented along with 

the details of training assessment and impact of training on the employee.

4.4  Training also occurs when job responsibilities change/new equipment is introduced.

4.5  Feedback is taken from the employees regarding the training session and evaluated to further improve the programme.

4.6  All the education, training and other educational activities of the medical professionals are updated in their personal files 

maintained in the Head HR and HR department.

4.7  Training sessions are conducted on the risks within the hospital environment like fire or non fire emergencies like earthquake, any 

disasters. They are oriented during induction and also regular training sessions are conducted along with the mock drills, 

demonstrations about taking care of blood spills, medication errors and other adverse event reporting.

4.8   Staff is trained to handle any adverse events like cardiac arrest, fire emergencies, fall in the hospital.

4.9   Staff is informed as to how to provide information on user errors, failures and other problems.

 4.10 Training Manager should Ensure that all the records & proof of training is systematically recorded and filed for audit needs.

Standard Operating Procedure 

|| SOP - Induction & Orientation ||

     1.   PURPOSE

The purpose of this SOP is to define and describe the process for induction & Orientation  

2.   SCOPE

This procedure is applicable to all the new recruits who are appointed by Hospital, either by way of a vacancy or additional requirement.

3.   RESPONSIBILITY

Training Head is responsible for planning Induction & the Orientation programs for new hire's.

4.   PROCEDURE

4.1 INDUCTION

4.1.1 Induction will be conducted for all the new joiners every month. As part of the induction program, the new recruits will be explained the following, by the Training Team or Academy personnel:

a)      About the Organization

b)      Organization’s mission, vision & goals

c)      Introduction to all HOD’s, Managers, teammates etc

d)      Scope of services in Hospital.

e)      HR Policies

f)      Rules and regulations, hours of work, overtime, safety regulations, recording attendance, leave rules, holidays, welfare benefits etc.

g)      Grievance & Disciplinary procedures

h)      Risks in Hospital environment and occupational hazards

i)       Employee Rights & Responsibilities

j)       Patient Rights & Responsibilities

k)      Job appraisal format being followed at Hospital

l)       Service standards of the Organisation

m)     Their respective job responsibilities and duties

n)      Information on how to take actions to report, eliminate and minimise risks.

o)      Staff Health Insurance policies

4.1.2  The new recruits shall comply with the following at the time of joining or reporting to work:

a)      Employment Application Form (duly filled)  

b)      Copies of originals of educational/Experience Certificates & testimonials

c)      Submit Passport Size Photographs.

4.1.3  The above records shall be filed in the respective employee’s personal file.

    4.1.4  Incomplete records shall not be filed in employee’s personal files - Only Once all the essential documents are satisfactorily 

provided employee will be issued Employee Number for continuing his services.

Induction & Orientation Programs

• To schedule induction programme after getting confirmation from respective departments involved in the session for the new joiners approved from the HR - recruitment segment.

• To conduct induction programme and ensure all the new joiners are oriented about the hospital values, vision, mission, functions of other departments, awareness of NABH programme, HIC, various codes of the hospital and Safety & Security aspects.

• Ensure JD-Job Description is trained as separate program and Documents for the same has been recorded.

• To conduct post induction test and feedback forms at the end of the programme & Develop feedback analysis – continued with CAPA for training feedback & retrieval system.

• To evaluate test papers and prepare the rating list & identify below scorers and intimate them of their re induction & retest appearance.

• To evaluate the new hires on set criteria along with Champion – develop buddy program and plan development assignments for the promising candidates and inform of the HODs about the inactive person in the Induction Program to observe and assess and document the filled in templates in staff file.

Record Management

• Maintain personal files of employees and make sure that the file contains necessary documents as per the HR and Training checklist and HR Head should audit it periodically.

• To maintain electronic database of all the employees and update it periodically and share mails & E-reports on need basis.

• To hand over the 90 days performance evaluation form to the concerned department Heads/ In-Charges and get the assessment report and to submit the report to the Head HR and Dept head for further decision.

• To collect feedback for all the training programmes and the analysis report to be submitted.

• To inform the training feedback report to the Head HR and get suggestion for improvement.

• Frequent update of individual training record in the personal file once in a month.

• Prepare training materials and user guides to improve training effectiveness and support other departments based on their learning requirements.

• To get feedback report from the HOD's about the trainees after one month of training programme and document it in personnel file.

• To update electronic training master sheet on monthly basis and make sure that training registers of all the departments are submitted to the HR department on or before 5th of every month.

HR & Training

• To involve in preparing development programs for staff and maintain a record of it.

• Support HR department during Doctors or Medical professionals credentialing – Online or Offline.

• To send staff nurses credential to the respective colleges and verify for the authenticity of the document.

• To ensure proper training is given whenever Role Transition and Job Rotation happens in the departments.

• Conducting Personal Connect program to ensure employees are satisfied to the best during working hours.

• Supporting & Performing Employee Performance promoting programs in accordance to Vision & Mission of organisation.

• To ensure that training agreement is made (among hospital and employee) when people are sent for external training programme.

• To ensure proper training is given whenever implementation of new technology or machinery is introduced in the hospital or in the departments.

• To schedule appraisal based training programme for the staffs and hand over the list to the departmental Heads/ In-Charges and to do regular follow up with them to complete the training and keep the record of the same.

Training & Development

• To book training hall based on the availability and then plan-training programme.

• Preparation of Monthly – Quarterly – Half yearly and Annual Training Calendar.

• To schedule general and soft skill training for all the employees of hospital and prepare a training calendar.

• To assist the heads of the departments to prepare technical training schedule and import in training calendar.

• To ensure monthly Departmental Training Programmes are conducted as per training calendar without fail.

• To ensure all the training programmes are conducted and recorded in the register as well as in the electronic database.

• TNI & TNA should be the first step of Training department to attain and sustain NABH norms in and around hospital.

• To intimate all the departments about training programme, date, venue and time through Local Net, E-mail, SMS and Whats App.

• To receive training request from HOD or individual employees and make sure that the requested training programmes are successfully conducted.

• Perform hospital rounds regularly and check for on-the-job training and to insist the Heads/In-Charges to do formal or informal performance review.

• To identify the training needs of the individual from the Heads/In-Charges by means of informal reviews and ensure the staff is given training accordingly and record for the same is maintained.

Staff Engagement

• To invite and conduct events for the alumni of the Institution – Reconnect Programs.

• To identify low cost engagement programmes to make workplace more joyful for the staffs.

• To implement the approved ideas to engage staff and make sure staff actively participation in the activities.

• To overhaul engagement programmes to the partners of the institution to increase rapport to improve business.

• To prepare engagement budget for the year and ensure the programmes should not exceed the approved budget.

• To take grooming rounds and interact with staffs to identify their problems and give a report to the head’s on regular basis.

• To get filled in Rewards and Recognition Forms from the he Heads/ In-Charges, conducting the Rewards and Recognition program and preparing & Publishing the posters for the same.

Strategy & Documentation

• To submit training report on or 5th of every month.

• To maintain and update the training register and feedback analysis report files appropriately.

• Being responsible for file audit and ensure the documents are maintained as per NABH standards.

• To ensure all the staffs cover minimum 50 hrs of training programme at the end of the calendar year.

• To conduct Employee Satisfaction Survey once in every 6 months and submit the analysis report to head HR.

• To maintain all the training, Induction and Engagement Programmes photos in a shared folder in Google drive & local drive.

• To collect individual training record from the departments & individuals once in a month and the copy of the same to be maintained in the personnel file.

Add-on Concepts

• Arranging for External training programmes

• To coordinate in conducting training programmes

• Maintaining good rapport with all the staff in the hospital

• Add-on works as and when entrusted by the Department Head

• Attending regular training programmes to impart skill and knowledge

• Maintaining & blocking training hall for training programme and send e-mail to respective departments about new joiner on boarding – Maintaining Training Hall Calendar

• To make arrangement for Induction Kit which contains welcome letter, Employee Handbook, Departmental Contact details, Training Record Book, Participants Manual before the induction program.

Outcomes of Training Team

• To measure ROI

• To implement all major initiatives of hospital

• Engage 90% of the staff in training programme

• Attaining NABH objectives of Training & HR Departments

• Successfully conduct fun ideas at work to engage and satisfy the staff

• Conduct or assist the HODs to help their staff in increasing productivity

• Successfully conduct all the training programmes as per training calendar

• Ensure satisfaction of training programme across the Institution by 80% or more

• Supporting in work as and when entrusted by the reporting heads from time to time.

• Employment Type: Full-time.

• Experience: Hospital Trainer - at least 2 years +.

• Education: Master's in HR & Training (or) Masters in Hospital Administration.