Manpower Planning In Hospital

Man Power Planning in Hospital

Manpower Planning is the primary function of the hospital human resource manager but
before the stats filling individual jobs, he should consider the overall management problem
of making the best use of available human resources. Just as the controller of finance
budget for the best use of financial resources, the human resources manager is basically
concerned with budget for the best use of human resources. Manpower planning call for
the integration of information, formulation of policies and forecasting of future
requirements of human resources so that the right personnel are available for the right job
at the right time.
Manpower planning starts with the analysis of the future needs of the hospital and its
objectives. It determines organization structure, decides what jobs have to be filled and
what their requirements are.Short-term manpower planning two year or so ahead is
promoting planning. But the really important planning is the long-term planning five or
ten year ahead. In manpower planning the basic question of objectives organization
structure and age structure of personnel have to be considered.
Nature and Scope of Manpower Planning
Manpower planning is may be defined as a technique for the procurement, development,
allocation and utilization of the human resources in the organization. It views employees
are scarce and costly resources, whose contribution must be developed to the fullest by
the management. Manpower planning, which is at times described as manpower
management is basically concerned with having the right types of personnel for the right
job at the right times. This is done by studying three types of forecasts :
Economic forecast
Hospitals expansion forecast
Employees market forecast
Systematic manpower planning is a must for every dynamic organization. The management
has to meet the challenge of various pressure such as political,economical and
technological, to ensure that the future of the hospital remains bright under all
circumstances. The emergence of more hospital in the vicinity and better opportunities
offered by hospital coming up in developed,developing and underdeveloped countries
abroad can result in high employee turnover and a source of potential loss.

Need for manpower planning

Every hospital has to do manpower planning for the following reasons :
1. Shortage of certain categories of employee

2. Advancement of medical science and technology resulting in need for new skills and new
categories of employee
3. Changes in organization design and structure affecting manpower demand
4. Government policies in respect to reservation of seat for handicapped person/women and
others.
5. Labour law affecting demand and supply of labour.
6. International scenario of employment eg employment of nurses,doctors,paramedical
personnel on USA,Uk,Ireland, the gulf countries etc.
7. Introduction of computer.
Benefits
Enables an organization to have the right person at the right place and at the right time
Provides scope for advancement and development of employee through training
development etc.
Helps in anticipating advertisement and salary budgets
Foresees the need for redundancy and plan eliminate it
Plans for better working conditions, fringe,benefits,training needs
Given an idea of the type of tests to be used and interview techniques in selection based on
the level of skills,qualification,intelligence,value etc of future manpower and
Helps improve service to patients and contribution of working personnel.
Objectives
Very wide and varied
Most important are :o Ensuring maximum utilization of personnel
o Assessing future requirements of the organization.
o Determining recruitment sources
o Anticipating from post records :
Resignations
Discharge simplicities (simple discharge)
Dismissals and
Retirements
Determining training requirements for mgmt development and org development
Manpower Planning Steps
Manpower planning covers the total activity of the personnel function such as recruitment
selection, training career development staff appraisal etc. Manpower planning involves the
following steps
1.
2.
3.
4.

Scrutiny of the presents personnel strength

Anticipation of manpower needs
Investigation of turnover of personnel
Planning job requirements and job description

Scrutiny of the present personnel strength of personnel

Scrutiny of the present personnel strength of personnel is the corner-stone in manpower
planning. This helps in management development,in determining training needs and in the
optimum utilization of personnel whenever they are needed most. An examination of
present staffing can further determine the exact number of personnel required and their
skill-levels.
Anticipation of manpower needs
The anticipation of the needs for manpower generally involves taking an inventory of the
existing personnel who are in stock today,and what can be expected to be in stock
tomorrow. This forecast is prepared every year for the next five year. It objectives is to
determine the number of personnel likely to be needed an account of any reason what
ever; promotion of employees to higher pasts,losses that are likely to occur through
resignations,discharge simpliciter ,dismissals ,retirements etc. Ultimately the net
requirements of the hospital are indicated.
Investigation of turnover of personnel
Labour turnover, as the world imply means the rate of change in the number of
employees, ie, the number of employees leaving and joining an organization during certain
period. A study of labour turnover is helpful in manpower planning. A high turnover is a
warning to the hospital authorities that something is wrong with the personnel policies and
practices of the hospital. It may be due wrong selection placement,low salary,poor working
condition lack of promotional avenues etc. A high rate of turnover not only costs in terms
of money but also harms the reputation of a hospital,lowers the terms-sprit of the
remaining employees and reduce the quality of patients care.
Some of the important factor which result in employee quieting their jobs are :
Low salary
Better prospects in other hospitals
Poor working condition
Transport problem
Housing problem
Marriage incase of female employees
Health grounds
Family circumstance
Family circumstance
Further studies
Maltreatment by superiors
Unfriendly relation with colleagues
The attraction of going back the ones native place

 The attraction of going to a foreign country

The exit-interview is a useful tool to study labour turnover. When a employee is leaving ,he
is leaving,he is generally willing to be candid and may share his bitter experiences. The org
weak spots are revealed,which can ultimately helps reduce turnover and in building the
morale of the remaining employees in the hospital.
Planning job requirements and job description
Manpower planning consists of studying job requirements and preparing job description.
The requirements of each and every jobs must be thoroughly studied through job analysis.
Job Analysis
Job analysis is the process of examine a job to identify its component parts and the
circumstances in which it is performed . It is necessary to be familiar with this techniques
because its application is quite wide and extends across the whole range of staff
management function.
1.
2.
3.
4.
5.

Recruitment : Its aims at filing jobs by recruitment of the programme

Salary : It is designed for finding the correct grading of individual pasts.
Safety : It is meant for identifying job hazards
Training : it is intended to decide the content of the programme.
Annual performance appraisal : It evaluates the performance of the employee.
The steps in conducting job analysis are as follows :

1. The analysis should commence with a fairly brief statement of initial requirements such as
aptitude, educational, qualification, training and experience.
2. The next main iteam should be a description of the responsibilities under broad headings
such as physical effort ( amount of physical effort required for moving,lifting,duration etc )
mental effort (the degree of intelligence needed) and responsibilities (for controlling
staff,material, equipment, cash etc)
3. Environment and conditions of service are to be considered and analyzed, such as physical
surrounding (indoor, outdoor, temperature, humidity, noise etc) accident hazards, shift
duties, prospects of advancement, occupational illness etc.
4. The constraints,difficulties and pressure of the job should also be brought out. For
instance,in the case of an account responsible for preparation of consolidated figure for
the top management, the time by which these figures must be prepared and its impact on
his other duties during this period must be spelt out.

Job analysis should , therefore be concerned with realities and practical possibility. It
should indicate how a job is taken care of within the limits of human capacity. It is a tools
of the management aimed at eliciting detailed information about a job. At the same it can
act as a problem-solving device.
Job Description
The job description is a broad statement of the purpose,scope,duties and responsibilities
of a particular job. This is a resultant of the job analysis . It provides the detailed factual
information required by candidates and selectors a like in order to obtain a thorough
knowledge of the requirements of a job. To avoid confusion and misunderstanding, a job
description should be prepared jointly by human resource department and concerned
department head.
(format for job description)
Sharmas Hospital
Job Description
JobTitle..Department
Accountable toPay Scale..
Job Summary
Job Duties 1.
2.
3.
4.
5.Any other duty assigned by the department head
Qualification.
Experience...
Efforts
Working Condition.

Human Resource Requirement in Hospital

Requirement for human resource must be analyzed in term of number of personnel
needed for each types of job.
Employee means any persons who works in any capacity in a hospital eg Dr, nurse,
paramedicalskilled/semi-skilled/unskilled employee.
Depend upon size of the hospital ,types on the hospital and degree of care it provides are
of the hospital,t ype of equipment used(automatic, semi-automatic or manually operated
etc)
Under prevailing conditions, to manage every bed, whether in a small or big hospital, it
requires 3 to 5 personnel.
Doctors to Bed Ratio
1: 5 (Indian Medical Council)

However 1:10

Nurses to Bed Ratio

1:3 bed
1: 25 bed (Ward Sister)
150-400bed : Assistant nursing superintendent
401-700 bed : Assistant nursing superintendent + Nursing superintendent
( 30% leave reserve personnel should also be provided)

A nurse is to perform different procedure and function at different time,such as on

admission of a patient,discharge of a patient and care during the stay of a patient in the
morning,afternoon,evening and at night.
Department
Nurse
Bed
Remarks
Medicine
1
3
Surgery
1
3
Casualty
1
1
ICU
1
1
CCU
1
1
If mother are allowed to stay
Paediatric
1
4
1

with patients
If mother are not allowed to
stay with patients

Obs/Gyne
Labour Room
OT
Ortho
Well baby Nursery
Special Nursery

1
1
2
1
1
1

3
3
1
3
3
1

Patients care at the time of Admission

Nurse welcome a patients with smile
Remove bed cover
Make him feel comfortable,
arranges for fresh drinking water,
checks his weight, temperature and bp,
quarries about the history of illness, orientates the patients to his surrounding (Such as use
of the call bell,bed pan,light,fan etc)
send the diet requisition
record his general condition
inform the dr about the admission and
queries of the patients and relatives
Morning care of the patients
This care is given to the patients in the morning by the day shift nurses. She visit the
patients in his room, greets him,gives a sponge bath,change his clothes,rubs talcum
powder,change bed sheets and pillow covers,check temperature,BP,administers morning
medicines,makes the round with the dr,assists the diet-aides in giving breakfast,brings
fresh water,sends the patients to x-ray,send urine and stool specimeans,if order to
labouratory department,arranges for breakfast,lunch etc.
Afternoon care of the patients
Care given day shift staff after he has had his lunch, comb the patient hair, check
temperature,BP,administers afternoon medicines,

Evening care of the patients

Pm shift nurse,takes report about the patients from the morning shift staff,check
temperature,BP,administers evening medicines, places the patients in a comfortable
position for sleep,wishes the patients a peaceful and comfortable night sleep,switches off
the rom lights and switches on the night lamp if required
Pre morning care of the patients

(Between 5am-7am by the night nurse)

provide bed pan, collect urine and stool specimens if required
assists the patients in brushing his teeth
washes his face
Straightens the bed sheet and makes the patients comfortable.
If patients has any problem at night she contacts the dr on call, makes entries in the nurse
note-sheets about the general condition of the patient finally reports to the day shift nurse
before going off duty.
Care at the time of discharge
Prepare for the patients to return home
The whole aim of hospitalization is to try to help an individual recover speedily so that he
may again take his place in society. If this is not possible, he should be prepared to
continue his treatment at home.
When the dr decides to discharge a patients nurse informs the patients his family member
so that they make the necessary arrangement.
Send the chart of billing,explain discharge policy to patients and relatives,hands over the
bills to the patients relatives,collect home medicines from the pharmacy from the patients
request the dr to prepare the discharge summary.
Receiving pay bill-give discharge summary sign it the inform admission office ,dietary
department,explain follow up policy,enter the patients name and accuate time in discharge
census.

Deciding work-load ratio and human resource strength in various department

X-ray Department
While deciding the number of employees in an x-ray department, the following tasks
should be taken into consideration
Reception of patients
Recording the history of a patients,as concerned with x-ray
Prepare necessary paper,the slip to be pasted on the x-ray request entry in the register
Taking film fromstock,putting the same in the x-ray cassette
Explaining to the patients about x-ray procedure and taking the x-ray
Processing film
Sorting film
Reporting to the radiologist
Typing of report
Charting report or dispatching report

Keeping in view the quality of work required,one x-ray technician cant be asked to do
more than 30 x-ray investigation per day.
One x-ray technician :
2
2
5
5
3
10
2
30
20
5

carotid angiography @ day

myelography phies @ day
IVP @ day
OCH @ day
hysterosalpingiographies @ day
barium investigation @ day
carotidangiographies @ day
One view x-ray
Ultrasound investigation
CT scan

(one x-ray supervisor require 7 x-ray technician)

Physiotherapy Department
The main function of this department are to rehabilitate or activate various limbs/parts of
human body which might have become inactive due to accident/disease/ageing process
etc.
1 physiotherapist -25 pts @ Day (8hrs)
1.
2.

3.
4.
5.

Before giving treatment to the patients, he has to do some preparatory work:

Examination of the patients
Entry into register :
Name,age,sex
Present history of illness
Past history of illness
Family history if any
Diagnosis
Aim of treatment
Planning of treatment
Progress report
( one physiotherapist 7 assistant physiotherapist)
Medical Laboratory
One medical laboratory technologist 35 tests per day

Less than 35 tests performance below average

More than 35 tests accuracy of his result should be questioned.
Technician
1
:
45
hematology tests
1
:
50
urine analysis tests
1
:
50
parasitology tests
1
:
20
blood bank test
1
:
40
serology tests
1
:
30
biochemistry tests
1
:
20
histopathology tests
If test are automated higher number of test can be performed.
One section head over -7 laboratory technicians, clerical staff and bottle-washer.
Pharmacy Department
Policy of the hospital (no of pharmacists)
One pharmacist can dispense medicine to 150 patients per day
8 hrs -1oo out patients and 50 in-patients
If >7 pharmacist one chief pharmacist
Laundry

Depend upon frequency of changing the linen in the ward

The quality of linen
Depen upon laundry equipment-whether it has boilers,washingmachines , hydroextractors,drying tumblers,flat-work ironers,flat bed presses and allied equipment.
1

25 to 30 beds (laundry operators )

Washman 1 : 150 to 200 kg per day

( washing,drying,folding,ironing and returning,thia includes collection of linen from
different places)
Uses of linen kg
OT
1
:
7 to 8 kg
Labor room 1 :
7 to 8 kg
Each beds 1 :
5 to 6 kg
Food Service

1 dietary staff -

15 to 20 persons will be applicable

Sanitation & House keeping

1 sweeper
1

One supervisor

1200 t0 1500 sq ft
10 bed (30% leave reserved)
-

10 sweeper

If > 300 beds

Sanitation in charge = 4 supervisor = 40 sweeper
Security
1

10 beds

CSSD
1

: 25-30 beds (30% leave reserve)

ECG
1

20 ECG

Hospital Attendant
1
:
10 beds

one sift