Staff Duty & Working Hours

Staff Duty & Working Hours Policy

Sri Lakshmi Multi Speciality Hospital is committed to maintaining a safe, disciplined and professionally managed working environment that supports continuous, high-quality healthcare services twenty-four (24) hours a day and seven (7) days a week.

As a healthcare institution, uninterrupted staffing, timely attendance and proper duty management are essential for patient safety, continuity of care, operational efficiency and legal compliance. Every employee is expected to perform assigned duties with integrity, professionalism and accountability.

This Policy establishes the Hospital's requirements relating to staff duty schedules, working hours, attendance, shift management, emergency duties, professional responsibilities and workplace discipline.

This Policy has been developed with reference to the Tamil Nadu Shops and Establishments Act, 1947, the Code on Wages, 2019, the Occupational Safety, Health and Working Conditions Code, 2020 (where brought into force), the Industrial Relations Code, 2020 (where brought into force), the Employees' State Insurance Act, 1948, the Employees' Provident Funds and Miscellaneous Provisions Act, 1952, the Maternity Benefit Act, 1961, the Payment of Gratuity Act, 1972, applicable Tamil Nadu Labour Rules, the National Medical Commission Regulations, 2023, and recognised NABH Human Resource Management (HRM) standards.

Purpose of this Policy

The purpose of this Policy is to establish uniform rules governing employee duty schedules, attendance, professional responsibilities, working hours, shift allocation and workplace discipline to ensure safe and efficient hospital operations.

This Policy also aims to protect patient safety, safeguard employee welfare, maintain operational continuity and ensure compliance with applicable labour laws and Hospital standards.

Policy Objectives

Sri Lakshmi Multi Speciality Hospital shall maintain a structured workforce management system that promotes accountability, discipline, fairness and high standards of patient care.

Scope of this Policy

This Policy applies to every employee engaged by Sri Lakshmi Multi Speciality Hospital irrespective of designation, employment category or department, unless specifically exempted by applicable law or written Management approval.

Definitions

For the purpose of this Policy:

• Duty Hours means the scheduled working period assigned to an employee.
• Shift means a scheduled period of work such as Morning, Evening or Night Shift.
• Roster means the officially approved duty schedule.
• Supervisor means the authorised reporting officer or departmental head.
• Emergency Duty means duty assigned during disasters, mass casualty incidents or operational emergencies.
• Hospital Premises includes all buildings, wards, departments, parking areas and satellite facilities under Hospital control.

Continuous Healthcare Operations

Sri Lakshmi Multi Speciality Hospital functions as a twenty-four (24) hour healthcare institution providing emergency, inpatient, outpatient, surgical, diagnostic and critical care services without interruption.

Continuous staffing is therefore mandatory in critical and support departments to ensure uninterrupted patient care, emergency response and operational continuity.

"Healthcare is an essential service requiring continuous staffing, timely attendance and uninterrupted patient care."

Human Resource Governance Principles

Every employee is responsible for complying with Hospital duty schedules, lawful instructions, attendance requirements, professional standards and workplace discipline. The Hospital expects honesty, punctuality, accountability and respect for patients, colleagues and Hospital property.

Failure to comply with this Policy, repeated violations of attendance requirements, abandonment of duty, insubordination or other misconduct may result in disciplinary proceedings in accordance with applicable labour laws, the employee's contract of employment, Hospital Service Rules and the principles of natural justice.

Standard Working Hours

Sri Lakshmi Multi Speciality Hospital shall maintain structured working hours to ensure continuous patient care while promoting employee health, safety and operational efficiency.

The normal duty period shall ordinarily consist of eight (8) to nine (9) working hours per shift, inclusive of authorised duty-related activities and subject to departmental operational requirements.

Shift Management System

To ensure uninterrupted healthcare services, the Hospital operates a rotational shift system. Shift timings may be revised by Management based on patient load, departmental requirements, statutory obligations and operational needs.

"Employees shall work only the shift officially assigned through the approved duty roster."

Rotation of Shifts

Employees may be rotated between morning, evening and night shifts to ensure equitable distribution of duties, maintain adequate staffing levels and meet operational requirements.

Shift rotation shall be determined solely by Hospital Management or the authorised Department Head.

Rest Intervals During Duty

Employees shall be provided reasonable rest intervals in accordance with applicable law and operational requirements. Rest periods shall be scheduled so that patient care and departmental operations remain uninterrupted.

Meal Break Policy

Meal breaks shall be scheduled by the Department Head in a manner that ensures uninterrupted patient care and adequate staffing.

Employees shall not extend meal breaks beyond the authorised duration without prior approval.

"Meal breaks are a privilege intended to support staff welfare and shall not compromise patient care."

Night Shift Requirements

Night shift employees play a critical role in ensuring continuous patient care. Appropriate staffing, supervision and communication shall be maintained throughout the night shift.

Fatigue Management

The Hospital recognises that excessive fatigue may impair judgement, increase clinical errors and compromise patient safety. Duty schedules shall therefore be prepared with reasonable consideration for employee welfare and operational requirements.

Mandatory Rest Between Consecutive Shifts

The Hospital shall endeavour to provide employees with adequate rest between consecutive duty shifts, except where emergency circumstances, disasters, public health emergencies or other exceptional operational requirements necessitate temporary deviation.

Employees shall not ordinarily be scheduled for excessive consecutive duties that may adversely affect patient safety or employee wellbeing.

"Adequate rest supports employee wellbeing, improves clinical performance and enhances patient safety."

Attendance Recording System

Accurate attendance recording is essential for workforce planning, payroll administration, statutory compliance, patient safety and operational continuity. Every employee shall record his or her attendance using the Hospital's approved attendance system immediately upon reporting for duty and before leaving the Hospital premises.

Attendance may be recorded through biometric devices, RFID cards, electronic attendance systems or any other method approved by Hospital Management.

"Attendance records are official Hospital documents and shall accurately reflect the employee's actual presence and working hours."

Biometric & Electronic Attendance

Where biometric or electronic attendance systems are implemented, every employee shall personally record attendance using the assigned authentication method. Attendance shall not be recorded on behalf of another employee.

Late Reporting and Early Departure

Employees are expected to report for duty sufficiently before the scheduled commencement of their shift to ensure timely assumption of responsibilities and proper continuity of patient care.

Repeated late reporting, unauthorised early departure or failure to complete assigned duty hours may adversely affect patient care and Hospital operations and may be treated as misconduct.

Unauthorised Absence

Employees who are unable to attend duty shall notify their Department Head or authorised supervisor as early as reasonably practicable and in accordance with Hospital procedures.

Failure to report for scheduled duty without prior approval or without timely notification ("No Call–No Show") may disrupt patient care and Hospital operations and may constitute misconduct.

Attendance Fraud & False Records

Integrity of attendance records is fundamental to Hospital governance. Any attempt to falsify attendance records or manipulate attendance systems is strictly prohibited.

"Attendance fraud constitutes serious misconduct and may result in disciplinary proceedings."

Duty Roster & Shift Allocation

Duty rosters shall be prepared by authorised Department Heads or Hospital Management based on patient care requirements, staffing levels, employee competence, statutory requirements and operational needs.

Employees are responsible for reviewing their duty schedules and reporting for the assigned shift at the specified time.

Shift Swapping & Duty Changes

Employees shall not independently exchange, swap, transfer or modify assigned shifts without prior written approval from the authorised Department Head or Hospital Management.

Unauthorised shift exchanges or failure to report for an assigned shift may compromise patient safety and shall be treated as a violation of this Policy.

Prohibition on Personal Mobile Phone Usage During Duty Hours

Sri Lakshmi Multi Speciality Hospital is committed to ensuring uninterrupted patient care, patient safety, confidentiality and professional discipline. Personal mobile phone usage during working hours may distract employees from their assigned duties, delay clinical response, compromise patient safety and increase the risk of medical errors.

Accordingly, personal mobile phones are strictly prohibited during duty hours unless expressly authorised by Hospital Management for official Hospital purposes.

"Patient care shall always take precedence over personal communication."

Devices Prohibited During Duty Hours

Employees shall not use or operate personal electronic devices while on duty except where specifically approved for official Hospital purposes.

Unauthorised Mobile Phone Activities

During duty hours, employees shall not engage in personal communication or entertainment activities using personal electronic devices.

Photography & Recording Prohibition

Employees shall not photograph, video record, audio record or otherwise capture any patient, attendant, visitor, medical record, monitor display, diagnostic image or Hospital operation using a personal device without prior written authorisation from Hospital Management and compliance with applicable law and Hospital policy.

"Patient privacy and dignity shall never be compromised for personal convenience or social media activity."

Storage of Mobile Phones During Duty

Personal mobile phones shall remain switched off or in silent mode and shall be kept in employee lockers or other locations designated by the Hospital while the employee is on duty.

Employees shall not carry personal mobile phones while actively providing patient care unless specifically authorised for official Hospital duties.

Non-Compliance & Disciplinary Action

Violation of this Policy shall be treated as misconduct. The nature of disciplinary action shall depend upon the seriousness, frequency and impact of the violation, particularly where patient safety, confidentiality or Hospital operations are affected.

"Use of personal mobile phones while providing patient care, administering medication, performing procedures or responding to emergencies shall be regarded as a serious breach of professional duty."

Overtime & Additional Working Hours

Overtime shall be performed only when operationally necessary and with prior approval from the authorised Department Head or Hospital Management, except during emergencies where immediate continuation of duty is required to ensure patient safety.

Overtime shall be recorded accurately and compensated in accordance with applicable labour laws, the employee's contract of employment and Hospital policies.

Emergency Duty Obligation

As healthcare is an essential service, employees may be required to perform emergency duties beyond their normal schedule during disasters, mass casualty incidents, epidemics, pandemics, fire, natural disasters or other situations affecting Hospital operations.

"Every employee has a professional responsibility to support emergency patient care when called upon, subject to applicable law and personal safety."

On-Call & Standby Duty

Certain categories of employees, including consultants, Registered Medical Practitioners, anaesthesiologists, surgeons, technicians and other designated personnel, may be assigned on-call or standby duties based upon departmental requirements.

Employees assigned on-call duty shall remain reasonably available and capable of responding within the time specified by their Department Head.

Leave & Absence

Eligible employees shall be entitled to leave in accordance with applicable labour laws, Hospital Service Rules and their terms of employment.

Except in emergencies, leave applications shall be submitted sufficiently in advance and shall not be considered approved unless formally sanctioned by the authorised approving authority.

Fitness to Perform Duty

Every employee shall report for duty physically and mentally fit to safely perform assigned responsibilities. Employees who believe they are medically unfit to work shall immediately inform their Department Head before commencing duty.

Alcohol, Drugs & Intoxicating Substances

Employees shall not report for duty while under the influence of alcohol, illegal drugs or any intoxicating substance that may impair judgement, behaviour, coordination or the safe performance of duties.

The possession, consumption, distribution or use of alcohol, narcotic drugs or prohibited substances within Hospital premises is strictly prohibited except where authorised for legitimate medical or pharmaceutical purposes.

"Patient safety requires every employee to remain alert, competent and free from impairment throughout the duty period."

Return-to-Duty Requirements

Employees returning from prolonged illness, injury, maternity leave or any medically related absence may be required to submit a medical fitness certificate or undergo assessment, where permitted by law and relevant to the nature of their duties, before resuming work.

Hospital Management may assign modified duties or reasonable work restrictions for a temporary period, where appropriate and consistent with operational needs, medical advice and applicable law.

General Responsibilities During Duty Hours

Every employee of Sri Lakshmi Multi Speciality Hospital shall perform assigned duties with honesty, professionalism, diligence and accountability. Employees shall devote their full working time and attention to Hospital duties and shall avoid any activity that may interfere with patient care, Hospital operations or the performance of their responsibilities.

"Every employee is personally responsible for the proper performance of duties entrusted to them during their assigned working hours."

Responsibilities Towards Patients

Every employee involved in patient care shall place patient safety, dignity and wellbeing above personal convenience. Clinical care shall always be delivered in accordance with professional standards, Hospital protocols and applicable laws.

Clinical & Administrative Documentation

Every employee shall ensure that records under their responsibility are complete, accurate, timely and truthful. Documentation forms part of the official Hospital record and may be used in clinical, administrative, legal and regulatory proceedings.

"If it is not documented, it may be considered not to have been performed."

Patient Confidentiality

Employees shall maintain strict confidentiality regarding patient information, medical records, Hospital records, employee information and all confidential business information obtained during employment.

Confidential information shall not be disclosed, discussed or accessed except where authorised and necessary for official duties or required by law.

Shift Handover Responsibility

Every employee shall complete a proper handover before leaving duty. No employee shall leave the assigned duty area until responsibilities have been transferred to the relieving employee or other authorised person, unless specifically instructed by the supervisor or required by an emergency.

Uniform & Professional Appearance

Employees shall maintain a clean, professional and hygienic appearance at all times while on Hospital premises.

Infection Prevention & PPE Compliance

Employees shall comply with all Hospital Infection Prevention and Control policies, including hand hygiene, PPE usage, waste segregation and isolation precautions.

Failure to comply with infection control measures may expose patients, colleagues and visitors to unnecessary risk and may constitute misconduct.

Responsible Use of Hospital Property

Employees shall use Hospital equipment, medical devices, computers, vehicles, medicines, supplies and other property responsibly and solely for authorised Hospital purposes.

Wilful damage, misuse, theft, unauthorised removal or negligent handling of Hospital property is strictly prohibited and may result in disciplinary action, recovery of losses where permitted by law, and legal proceedings where appropriate.

"Hospital resources exist to support patient care and shall be used responsibly, ethically and only for authorised purposes."

Standards of Conduct & Misconduct

Every employee is expected to maintain the highest standards of professional conduct, honesty, discipline and integrity while performing duties. Conduct that disrupts Hospital operations, compromises patient safety, damages Hospital property or violates applicable laws, Hospital policies or employment obligations may constitute misconduct.

"Patient safety, professional integrity and workplace discipline are fundamental responsibilities of every Hospital employee."

Examples of Minor Misconduct

The following acts may be treated as minor misconduct, depending upon their nature, frequency and impact.

Serious or Gross Misconduct

The following conduct may constitute serious or gross misconduct depending upon the circumstances and may warrant immediate investigation and disciplinary action.

Abandonment of Duty

Employees shall not leave their assigned duty station, ward, operation theatre, ICU, emergency department, laboratory, pharmacy or any other designated work area without proper authorisation or relief.

Leaving patients unattended, leaving duty before proper handover or failing to report for an assigned shift without reasonable cause may constitute serious misconduct.

"Patient care responsibilities shall not be abandoned without proper relief or authorisation."

Conflict of Interest & Professional Integrity

Employees shall always act in the best interests of the Hospital and its patients. Personal interests shall not improperly influence professional judgement or Hospital responsibilities.

Progressive Disciplinary Process

The Hospital shall normally apply progressive disciplinary measures that are proportionate to the seriousness of the misconduct. The nature of disciplinary action shall depend upon the facts, previous conduct, impact on patient safety and applicable legal requirements.

Investigation, Domestic Enquiry & Right to be Heard

Before imposing major disciplinary action, the Hospital shall ordinarily conduct an appropriate investigation or domestic enquiry, where required by applicable law, employment terms or Hospital Service Rules.

Employees shall ordinarily be informed of the allegations against them, provided a reasonable opportunity to respond and treated in accordance with the principles of natural justice, subject to applicable law.

Responsibilities of the Hospital

Sri Lakshmi Multi Speciality Hospital shall establish, implement and maintain fair, transparent and legally compliant employment practices that promote patient safety, employee welfare and operational excellence.

Hospital Management shall provide appropriate staffing, safe working conditions, suitable equipment, training, supervision and administrative support necessary for employees to perform their assigned duties effectively.

Responsibilities of Employees

Every employee is responsible for complying with this Policy, performing assigned duties diligently and contributing to a safe, ethical and patient-centred working environment.

Responsibilities of the Human Resources Department

The Human Resources Department shall administer this Policy fairly and consistently while supporting legal compliance, workforce planning and employee engagement.

Staff Training & Competency

Employees shall receive appropriate orientation and periodic training relating to Hospital policies, emergency procedures, infection prevention, patient safety, workplace conduct and other topics relevant to their responsibilities.

Employees are expected to actively participate in mandatory training programmes and maintain competency required for their assigned roles.

Internal Audits & Compliance Monitoring

Hospital Management may periodically review attendance records, duty rosters, overtime records, shift allocations, documentation and compliance with this Policy to identify opportunities for improvement and to verify adherence to Hospital requirements.

"Monitoring and auditing support accountability, continuous improvement and safe patient care."

Continuous Improvement

Sri Lakshmi Multi Speciality Hospital is committed to continuously improving workforce management practices by reviewing audit findings, employee feedback, operational experience, regulatory developments and NABH standards.

Improvements may include revisions to duty scheduling, staffing models, training programmes and workplace procedures to enhance patient safety and organisational performance.

Policy Review

This Policy shall be reviewed periodically or whenever required due to changes in applicable legislation, operational requirements, accreditation standards or organisational needs.

Any amendments approved by Hospital Management shall become effective from the date notified by the Hospital.

Contact Information

Questions regarding this Policy may be directed to the Human Resources Department or Hospital Administration.

Regulatory & Standards Reference

This Policy has been developed with reference to applicable Indian labour legislation and recognised healthcare quality standards.

Commitment to Professional Workforce Management

Sri Lakshmi Multi Speciality Hospital is committed to maintaining a professional, disciplined and competent workforce that delivers safe, ethical and patient-centred healthcare services. Every employee shares responsibility for upholding this Policy and contributing to a culture of accountability, teamwork and continuous improvement.

Compliance with this Policy is a condition of employment. Employees are expected to familiarise themselves with its provisions and cooperate fully with Hospital Management in its implementation. Nothing in this Policy limits the Hospital's ability to take appropriate administrative or disciplinary action, consistent with applicable law, contractual obligations and the principles of natural justice.

"Sri Lakshmi Multi Speciality Hospital is committed to fostering a safe, respectful, legally compliant and patient-focused workplace where professional excellence, ethical conduct and continuous improvement are integral to every employee's responsibilities."