Vejthani Hospital

The Manager’s Guide

Human Resource Department Vejthani Hospital

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Topic Page Manager Orientation Checklist 3 Important Numbers: Who to Call for What 4-6 Human Resource F Q’s 7 - 16 Important Website Addresses 17 Vejthani Hospital Organization Structure 18 - 22

The Manager’s Guide Developed by HR Department Vejthani Hospital

Table of Contents

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Hospital managers created this self-checklist to guide new managers. Use this guide to help orient yourself to your position, department, and the hospital. It will also help identify materials and facts to gather, relationships to begin, and expectations to meet. Best of luck! Department orientation – what’s on paper what’s expected of you Department organization charts Main external customers identified Results of external customer surveys over the last three years Departments we interact with who relate to our main external customers

o Names and titles of people to a develop relationship with Main internal customers identified

o Names and titles of people to develop a relationship with Results of internal customer surveys over the last three years Up-to-date policy and procedure manuals

o Human Resource o Clinical o Department

Reporting relationships – to whom for what Legal contracts currently in effect

o Obligation of department and vendor o Obligation of people – me, identified others

Computer access – user ID, network access o Contact your Lotus Administrator

Lotus Account o Contact your L AN Administrator

User ID Get added to All departmental Distribution lists

Computer training o What applications do I need t o know o Where do I get training

Name of buddy / mentor/ guide Finance processes – budget, payroll, purchasing, A/P Hospital Goals affecting the department Goals and expectations:

o For t he department – 5 years, this year o For me for the first year o For me for t he 90 day probationary period

People to meet: o Staff o Colleagues o Committees

Manager Orientation Checklist

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Issue Specific Issue to Address Contact Information (Internal)

Cheque Billing - Payment (other cost) 2512, 2513 Billing – Payment(cost of medical care)

2516, 4045, 4251

Child Care Center Child Care Center 2094 Compliance Compliance Line 0-2734-0390 (external)

Computer Issues

Hardware : PCs , Accessories, Problems

4114, 4115, 4116, 4117, 4118

System Support : Track care , Lotus , PeopleSoft,

1391, 3706, 3707, 4119

CPR Team Training CPR Team Training Human Resource Development Department

Customer Information Provide Hospital Information Call Center 0

Disaster What to do during a disaster \\intranet\public\เอกสารระบบงานคณุภาพโรงพยาบาลเวชธาน\ีDocument for JCI Standard\FMS

Emergency

Air evacuation outage Electric power outage Natural gas Structure failure Telephone outage Water failure Water pressure

Engineering Division 3500, 3501, 3502, 3503

Fire Pull Alarm ; Dial 555

Employee Medical Issues

Benefit Health Vaccinations (Hepatitis B, tetanus, rubella, MMR, varicella) Pre-employment assessments

Human Resource Department 1221

Return to duty clearance Infection Control Division 4272

Medical Equipment

Medical Equipment Management Medical Equipment Division 5212

Facilities

Broken or damaged building Equipment Exterior grounds Painting Repairs Utility outage

Administration Basement 3501,3502

Manager Orientation Checklist

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Issue Specific Issue to Address Contact Information (Internal)

Hazardous Waste Hazardous materials and waste Housekeeping Service Division 3622

Human Resource

Recruitment & Selection Hiring Probation

2901, 2907

Benefit & Welfare Uniform Benefit Health

1221

Time Attendance 2981 Performance Management Key Performances Indicators Training & Development

2905, 3708

Organization Development Discipline Employee Activities Victory DNA Employee Engagement HR Communication Appeals

1223, 1225

JCI Standard JCI Standard \\intranet\public\เอกสารระบบงานคณุภาพโรงพยาบาลเวชธาน\ีDocument for JCI Standard

Legal Issues

Claims: External from lawyers Contracts Risk Issues

Legal Unit 6301

Parking Garages Sites for Parking

General Service Division 888

Patient / Visitor Services

Accommodations/Travel Services 5252 Customer Complaint \\intranet\public\เอกสาร

ระบบงานคณุภาพโรงพยาบาลเวชธาน\ีเรยีงตามหน่วยงาน\Quality Management Department\ Hospital Policy\HP-QMD-002การจัดการกบัขอ้รอ้งเรยีน

Guest Services Representative Customer Service Division 2000, 2004, 2008, 2088, 2604

International Lounge 2969 Residence Ward B

1300, 1500, 4401, 4402

Manager Orientation Checklist

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Issue Specific Issue to Address Contact Information

(Internal) Patient / Visitor Services Estimate Cost

Insurance Claim Insurance Claim Service & Admission Division 1196, 2032, 3605, 6281

Patient / Visitor Services Translation and Interpretation Arabic Language 626, 1147 Other Language 4016, 4020

Payroll Human Resource Department 2902 Pharmacies Drug Information

1220

Purchasing Purchasing Department 2701, 2702, 2703, 2707, 4244 Report Workplace Problems

Criminal offences, Illegal behavior Non-compliance with laws, regulations and policies, Safety concerns ,Unethical behavior

Human Resource Department 1225

Risk Management Non-clinical risk Clinical risk

Quality Management Department 1227, 1228, 4255, 4272, 4300, 4316, 4340, 5016, 6313

Safety Issues

Biohazards, Ergonomic Studies Indoor air quality, Life & Safety evaluation, Lifting, Material safety data sheets

Safety Occupational Health and Environment Division 6281

Infections and disease Infection Control Division 4272

PeopleSoft 1391, 3706, 3707, 4119 Saving Saving Union 2525

Security Crime Prevention Security Service Unit

888 Security Center Main Line (24 hours/ day)

Transportation Ambulatory Service Ambulatory Service Unit

2111, 2028 Carpooling

Manager Orientation Checklist

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Topic Page

Recruitment & Selection 8 - 9

Compensation 10 - 11

Workforce Diversity/EEO 12

HR Consulting & Labor Relations 13

Welfare & Benefit 14

Training & Development 15

Human Resource F Q’s

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Q1: What is the process of recruitment & selection ?

A1 : For all positions, you have to write the personnel Requisition Form for asking the permission from CEO. Recruitment teams will make the appointment to interview when they have interesting candidates. For more information, please feel free to contact recruitment & selection team at 2901, 2907 (Internal).

Q2: How long does it take for fulfillment a vacancy position after job requisition form has been approve by authority?

A2 : Professional position 60 days / position

Non Professional position 30 days / position

Q3: How long does it take for someone to go through the hiring process?

A3: Certain factors, such as background and reference checks, verification of education and licensure, and health screens, can delay the process. But typically, the process takes a minimum of 2 weeks once a candidate had been identified.

Q4: When should I contact Recruitment Specialist when I have a vacancy?

A4: For the best service, you should contact your specialist as soon as you know a vacancy will exist.

Q5: Does Recruitment Specialist need to know about or see everyone that I interview?

A5: Yes. There are no exceptions as there are legal ramifications to the interview process.

Q6: Who determines the salary and makes the job offer?

A6: Your specialist will work in conjunction with you to determine the appropriate salary based on guidelines issued by Human Resource Department.

Q7: What assessments are available for screening applicants?

A7: A wide array of administrative skills evaluations and general knowledge screenings are available. Your Specialist can help you to determine the appropriate tools for your vacancy.

Human Resource F Q’s: Recruitment & Selection

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Other references to answer your queries, feel free to contact recruitment & selection office at 2901, 2907 (internal).

Q8: If I need to hire workforces who are not in manpower, how can I do?

A8: Actually, the department will have the year plan manpower. If you need to hire workforces who are not in a plan, you must fill in the personnel Requisition Form and the form must be approved by CEO only before you hire workforces.

Q9: Who is responsible for writing the job descriptions?

A9: It is the responsibility of the manager to complete the job description. After receiving the authority by executives (depends on the positions), you should give the original copy to Human Resource and make another copy at your department.

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Q1: How often are salaries reviewed?

A1: Salaries are reviewed on an annual basis. The Human Resource Compensation office conducts an extensive market analysis using published salary surveys. Recommendations for pay adjustments are based on t he results of t he market analysis.

Q2: What are the guide lines for promotional increases?

A2: Promotion increases depend on the executives’ consideration. However, the workforces who have a plan to promote have to take the examination. The rate payment also depends on the executives.

Q3: What are the guide lines for advancement increases?

A3: Only positions that are in established career ladders qualify for advancement increases.

Career ladders typically contain levels of positions within the same job family.

Q4: Who would be eligible for overtime?

A4: According to hospital’s policy, the overtime does not allow but it can pay for jobs that will affect to hospital’s business if those jobs have to stop working continually. Need more information, please contact compensation office at 2902 (internal)

Q5: When will the salary pay?

A5: According to hospital policy, the salary will pay to workforces at the end of the month. However, if the last day is on weekend, the salary will pay on Friday.

Q6: I fee l that an employee is not being paid fairly – how would I go about seeking an adjustment to the employee’s pay?

A6: Contact the Human Resource Manager and provide the experience base for t he employee in question, as well as others in that position (or comparable positions). Compensation will review market rates for the position, as well as the information you provide related to knowledge, skills, and abilities. Compensation will recommend an individual equity adjustment that is based on market rates as well as maintaining internal equity.

Human Resource F Q’s: Compensation

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Q7: What is “compression”?

A7: Compression occurs when current employee pay rates become similar to employees with less experience. This can occur when salary ranges are increased and new employees are hired in at pay rates close to employees with more experience. Salaries of less experienced employees become similar to more experienced employees. To correct this, Compensation works with the department to gather data regarding employees' experience base. Compensation will analyze the employees' experience in conjunction with market pay rates to determine the appropriate individual adjustment.

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Q1: How can I demonstrate my commitment to the principles of Equal Employment Opportunity and Diversity?

A1: • Recognise and respect the diverse skills, cultural values and backgrounds of

employees;

• Create an environment where fairness and equity are encouraged and supported and all forms of discrimination, harassment and bullying are eliminated; and

• Ensure that workplace structures, conditions, systems and procedures, foster diversity and allow employees to manage their work and personal life.

• Respecting different ways of thinking and using our employees’ different perspectives to improve business outcomes

• Be cognizant of differences and encourage open discussions among your employees fostering climate of mutual appreciation of differences

Human Resource F Q’s: EEO/Workforce Diversity

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Q1: Does Vejthani Hospital recognize a grace period for lateness?

A1: Vejthani Hospital does not recognize a grace period, system wide.

Q2: What constitutes job abandonment?

A2: Three (3) consecutive shifts of “no call/no show” constitutes job abandonment.

Q3: How long is a disciplinary action active?

A3: A disciplinary action is active for one year from the date it is issued.

Q4: How does Vejthani Hospital monitor attendance?

A4: Vejthani Hospital monitors time attendance every month. If the workforces break the hospital rules, they will receive the punishment. For more information, please contact Employees Relations at 1223 (internal).

Q5: My employee is unhappy with her performance evaluation rating score. Can he/she file an appeal on it?

A5: The employee cannot appeal the actual rating score. They can only appeal the process (the method on how the score was determined.)

Human Resource F Q’s: HR Consulting & Labor Relations

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Q1: My employee wants to know benefit program ?

A1: Vejthani Hospital offers the generous and comprehensive benefits program that includes health benefits, retirement, uniform , social security ,and provident fund. If you have any questions or would like to get more information, please contact 1221 (Internal) or e-mail hr@vejthani.com.

Q2: When will my employee’s medical coverage go into effect?

A2: The medical coverage will be affected when the employee passes the probationary period. The Probationary Review Form must be completed and return it to the department’s HR Officer before your employees use this benefit.

Q3: My employee wants a new medical I.D. card?

A3: Your employee can receive Medical I.D. card directly at Human Resource Department after the employee passes the probationary period.

Q4: My employee’s just got married. How do they add his/her spouse to their medical coverage?

A4: Regarding to medical coverage, in case of married, the employees can use this benefit after passing the probation period and they must give the copy of marriage to Human Resource Department.

Q5: My employee has a child. What do they need to do about this/her child’s medical coverage?

A5: The employee must to pass the probation before using the medical coverage for children. Nevertheless, this benefit will cover them until age of 20.

Q6: Do I have retirement benefits?

A6: Yes, Vejthani hospital has a retirement benefit. If you need some more information about it, please feel free to contact Human Resource Manager at 2903 (internal).

Human Resource F Q’s: Welfare & Benefit

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Q1: What type of training/development does your office offer?

A1: Our office provides training to all Hospital and Health System employees. The content of our courses cover a variety of topics that aids in the professional and personal development of employees. We also offer assessment of staff, group or process performance problems, conflict resolution with staff, and management coaching. We are here to help you manage and improve the performance of your staff. For more information regarding training, please contact HRD Division at 3708 (Internal) or by e-mail, hrd@vejthani.com .

Q2: How often does you training calendar come out? How can I know the program?

A2: Actually, the training calendar will be announced every month via the digital signage.

Q3: Does your office provide customize d training or other kinds of help (team building, conflict re solution, questions about employee performance, problems with my staff not getting along, etc.)?

A3: We offer help with finding out the causes and developing solutions when employees are having conflict when they aren’t performing well or if you need some coaching or guidance on how to handle a employee(s) problems before they go into discipline.

If there is a training topic that you need and is not listed in our catalog, you can contact our office, 3708 (Internal), to speak with an training specialist about custom training

Q4: If I am interested in training courses, how can I enroll them?

A4: You can enroll the training courses via using PeopleSoft. Need more information, please feel free to contact Human Resource Development at 3708 (internal).

Q5: Who can I contact if I need extra assistance?

A5 Our office hours are Monday – Friday, 8:00am – 6:00pm. You can contact Human Resource Development at 3708 or send an e-mail to hrd@vejthani.com.

Human Resource F Q’s: Training & Development

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In charge Topic Contact Information (Internal)

Mrs. Preeya Teansuwan

(Acting HR Manager)

Human Resource Management & Development

2903

e-mail : preeya.t@vejthani.com

Mister Noppajak Takerngdej

Miss Ampornpan Aerbsap

Miss Rujira Wanna

Recruitment & Selection

Hiring

Probation

2901, 2907

e-mail : recruit@vejthani.com ampornpan.r@vejthani.com

Miss Varin Ruttanapain Benefit & Welfare

Uniform

Benefit Health

1221

e-mail : varin.r@vejthani.com

Miss Arunee Tubtimtong Compensation

Payroll

2902

e-mail : arunee.t@vejthani.com

Miss Woralak La-or-on

Mister Chomklao Pluduang

Time Attendance/HRIS 2981

e-mail : woralsk.l@vejthani.com

Mister Nopparut Hussathai

Miss Narissara Surinto

Miss Angkana Wongwan

Performance Management

Key Performances Indicators

Training & Development

2905, 3708

e-mail : hrd@vejthani.com ;

narissara.s@vejthani.com

Miss Kanchaporn Panichjaroenrat

Miss Onwalee Wangsukcharoen

Miss Thitima Chitthan

Organization Development

Discipline

Employee Activities

Victory DNA

Employee Engagement

HR Communication

Appeals

1223, 1225

e-mail : hrod@vejthani.com ; kanchaporn.p@vejthani.com

Important Human Resource List

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Topic Website Address

Call Center http://vejthani-web/cis-intranet/ Human Resource http://vejthani-web/hr/ Nursing http://webappsvr/nursing/ Plastic Surgery Center

http://vejthani-web/psc/index.php?option=com_content&view=article&id=3&Itemid=4

Pharmacy http://vejthani-web/DrugInformationcenter/ Quality Management http://vejthani-web/qmd/ Vejthani Hospital -Intranet

http://vejthani-web/vintranet/index.php

Important Website Addresses

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Endocrine Center Director (VEC)

Medical Staff Organization (MSO)

Managing Director

Board of Directors

Chief Executive Officer Advisor to Chief Executive Officer

Audit Committee

Internal Audit Department (IAD)

Chief Executive Officer Office

Marketing Director

Chief Financial Officer Chief Operating Officer Chief Medical Officer

Accounting & Financial Director

Assistant Chief Operating Officer

Assistant Chief Operating Officer

Quality Management Director Nursing Director Supervision Director

Assistant to Chief Executive

Neuroscience Center Director (VNC)

Cardiac Center Director (VCC)

Details Center Director (DEN)

TJR Center Director (TJR)

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Chief Financial Officer

Accounting & Financial Director

Material Management Department (MMD)

Business Control Department (BCD)

Purchasing Division (PUR)

Inventory Division (INV)

Fixed Asset Administration (FAA)

Legal Unit

(LAW) Accounting Department (ACD)

Accounting Division (ACC)

Account Receivable (ACR)

Costing Division (COS)

Financial Department (FID) Cashiering Division (CAS)

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Marketing Director

Marketing Department

(MKD)

Marketing Communication

Department (MCD)

Arabic Business Development Department

(ABD)

International Marketing

Department (IMD)

Medical Account Service (MAS)

International Business

Development ( IBD)

Arabic Marketing Division

(AMT)

Arabic Customer Service Division (ACS)