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THE AHALIYA FOUNDATION EYE HOSPITAL

PLACEMENT TRAINING REPORT ON AHALIA FOUNDATION EYE HOSPITAL


(PALAKKAD, KERALA)

INTRODUCTION
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Eyes are organs that detect light, and convert it to electro-chemical impulses in
neurons. The simplest photoreceptors connect light to movement. In higher organisms complex neural pathways exist that connect the eye, via the nerve to the visual cortex and other areas of the brain. Complex optical systems with resolving power have come in ten fundamentally different forms, and 96% of animal species possess a complex optical system. Image-resolving eyes are present in mollusks, chordates and arthropods. The simplest "eyes", such as those in microorganisms, do nothing but detect whether the surroundings are light or dark, which is sufficient for the entrainment of circadian rhythms. From more complex eyes, retinal photosensitive ganglion cells send signals along the retinohypothalamictract to the suprachiasmatic nuclei to effect circadian adjustment. Ophthalmology is the branch of medicine which deals with the anatomy, functions, and diseases of the eye. The term ophthalmologist refers to a specialist in medical and surgical eye problems. Since ophthalmologists perform operations on eyes, they are considered to be both a surgical and medical specialty. The word ophthalmology comes from the Greek roots ophthalmic meaning eye and logos meaning word, thought or discourse; ophthalmology literally means "the science of eyes". "Ophthalmology" is a common miss-hearing or miss-remembering of the term. As a discipline, it applies to animal eyes also, since the differences from human practice are surprisingly minor and are related mainly to differences in anatomy or prevalence, not differences in disease processes. However, veterinary medicine is regulated separately in many countries and states/provinces resulting in few ophthalmologists treating both humans and animals. The eye, including its structure and mechanism, has fascinated scientists and the public in general since ancient times. The majority of all input to the brain comes from vision. Many of the expressions in the English language that mean to understand are equivalent vision terms. "I see", to mean I understand.
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Many people when told that they may have an eye problem will be more concerned about diseases that affect vision than other, more lethal disease. Being deprived of sight can have a devastating effect on the psyche, as well as economic and social effects, as many blind individuals require significant assistance with activities of daily living and are often unable to continue gainful employment previously held while seeing. The maintenance of ocular health and correction of eye problems that decrease vision contribute greatly to the ability to appreciate the longer lifespan that all of medicine continues to allow. Given the importance of vision to quality of life, many ophthalmologists consider their job to be rewarding, as they are often able to restore or improve a patient's sight. As detailed below, advances in diagnosis and treatment of disease, and improved surgical techniques have extended our abilities to restore vision like never before.

OBJECTIVES OF THE STUDY:


To familiarize with the business organization. Getting practical experience regarding the organizational function.

To get industrial exposure and experience.

To understand the marketing methods.

To learn about the policies and functions of the organization.


To gain practical knowledge about the manufacturing process. To gain practical knowledge about the structure of the industry.

To study the overall function of various departments.

To analyze the co-ordination between various departments.

LIMITATION OF THE STUDY:


1. The study period cover only one week

2. The report details with one industry alone 3. The survey was limited only to this industry and limited area 4. Time was major drawback of collecting information

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METHODOLOGY:
This Organizational Study was undertaken by visiting head office of THE AHALIA FOUNDATION EYE HOSPITA PALAKKAD and spanned over a period of one week. The information regarding the Organizational Study was collected by interaction to concerned personal of various departments. The method use for Organizational Study is through primary data and through direct observation.

PERIOD OF STUDY:
The industrial training has cover the period of 8 days i.e. from 14-06-2010 to 21-06-2010

OVERVIEW OF ORGANISATION

HOSPITAL PROFILE:

Ahalia foundation eye hospital, the largest eye hospital I Kerala started in 2005, has
always been a pioneer in bringing quality healthcare to the people of Kerala. Now it has always more feathers to its cap-accreditation by the prestigious Joint Commission International, ISA. JCI accreditation is the ultimate recognition in the field of health
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care and is awarded after a strenuous quality audit conducted by a team of international health care and experts. What makes it even more worth life is the fact that AHEF is the first hospital in Kerala and the only the only eye hospital in the whole south India to achieve this honor. With this recognition, Ahalia is proud to herald the arrival of international standard health care to Kerala with special focus on quality improvement, patients safety and infection control. This clearly reinforces its mission of providing quality healthcare of highest possible standards to people from all walks of life. Equipped with six operation theaters and state of the art equipments, AFEH has the expertise in all the area of ophthalmology including advanced Phaco surgery for cataract, latest Lasik treatment for refractive errors and specialty services for Retina, Glaucoma, Pediatric Ophthalmology, Low Vision Aids etc-all this at very affordable rates.

SERVICES:

OP DEPARTMENTS OPTOMETRY SPECIALITY CLINICS REFRACTIVE SURGERY / LASIK CORNEA CATARACT RETINA GLAUCOMAM EYE BANK

A small time clinic with a huge vision. That was how Ahalia came into being two decades ago. The aim was to provide health care that answered to international standards. Today, the Ahalia Group has grown beyond recognition. Apart from the Ahalia Hospital, which is one of the best hospitals in Abu Dhabi, the group has diversified to trading, jeweler and money exchange. But one thing remains constant. The attitude of service, which has resulted in such unprecedented success. Commitment to the public and insistence on quality has given the Ahalia Group a pride of place in the UAE.

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Ahalia Medical Group has got a multinational staff strength of nearly 1200 including 96 doctors, 137 other paramedical staff, 96 Pharmacists, 6 Chartered Accountants, 9 IT staff, 14M.B.A. 21M.H.A. 15Bio-Medical Engineers etc. The Group Establishments has got in-house Department for Information Technology, which supports the IT requirements of the various Departments of the Hospital and sister concerns including Accounts, Pharmacies and Medical Records. The Hospital has State of the Art diagnostic and treatment facilities, MRI and CT scan, Intensive Cardiac Care Unit, Neo natal ICU etc. In its long journey of health care service Ahalia Medical Group has diversified into money exchange and fast food fields. Ahalia Exchange Bureau has at present 5 branches at Abu-Dhabi (Hamdan Street) Mussafah, Bur Dubai, Deira Dubai and Sharjah. Ahalia has also become the sole distributors and promoters of Wimpy Fast Food items in the U.A.E. through six outlets, two in Abu-Dhabi ( Hamdan Street & Navygate), one in Mussafah, two in Dubai and one in Madinet Zayed.

EYE HOSPITAL:
A group of NRIs based in UAE have always dreamed of giving back something of lasting value to their motherland, which has given them so much. The establishment of Ahalia Foundation Eye Hospital is the realization of that long-cherished dream that's so close to our hearts. The 300-bed hospital (Phase 1) is dedicated to the people of Kerala with an aim to provide advanced eye care at affordable cost. Ahalia is eminently supported by a team of highly qualified medical professionals offering quality services at all times. In addition to this, Ahalia also aims to promote Academic and Research activities in the field of eye care. Many eminent doctors from reputed institutions in India and abroad have already joined hands with Ahalia. The hospital is also planning to conduct frequent academic programs, seminars and workshops for the benefit of the medical fraternity. At Ahalia, we are committed to ensure that each and every patient, irrespective of their social status, Ahalia Foundation Eye Hospital strategically located
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on Palakkad - Coimbatore Highway near Walayar, is all set to provide eye care facilities on par with international standards. Surrounded by a sprawling lush green land, Ahalia incorporates all the amenities under one roof. Backed by state-of-the-art equipment, care. highly qualified and experienced ophthalmologists, committed paramedical and support staff, Ahalia is ushering in a new era in the field of vision

FEATURES OF AHEF
First JCI* certificated Eye Hospital in South India Green Campus (Eco Medical Tourism) Medical Tourism Experienced Doctors Modern Equipment Low Costly

Excellent Service As the International division of Joint Commission Resources, Joint Commission International (JCI) has been working with health care organizations, ministries of health, and global organizations in over 80 countries since 1994. OVERVIEW:

Ahalia foundation eye hospital, the largest eye hospital I Kerala started in 2005, has
always been a pioneer in bringing quality healthcare to the people of Kerala. Now it has always more feathers to its cap-accreditation by the prestigious Joint Commission International, ISA. JCI accreditation is the ultimate recognition in the field of health care and is awarded after a strenuous quality audit conducted by a team of international health care and experts. What makes it even more worth life is the fact that AHEF is the first hospital in Kerala and the only the only eye hospital in the whole south India to achieve this honor. They have been conducting comprehensive free eye care camps for the last three years at various places in the state of Kerala for treating eye ailments including surgery for
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the poor and needy people below poverty line. Transport and food are also made available patients free of cost. The rich herbal garden in the campus takes us very close to the nature and to the classical Ayurveda. A wide verity of herbs, both common and rare is natured with utmost care and love. Nature in turn has bestowed us with a healthy atmosphere. One can experience the purity of herbs by walking in between the lush greenery. One can enrich his knowledge on medicinal plants too. Medicines are one of the important entities of successful treatment and are being manufactured in this campus using these fresh herbs. Herbal garden inside the campus is a preservation center of rare species of our traditional medicinal plants. Most of the medicines are manufactured in the campus using fresh medicinal plant from the herbal garden. A walk through this dense greenery is a rejuvenating and revealing experience. A unit under Ahalia international foundation is aimed at empowering students with both academic excellence and scientific temper groomed in an environment of sharing and caring. The school follows: CBSE Curriculum, Co curricular and extracurricular activities such as dance, music, yoga, karate, art and craft etc. the school will be elevated to the statues of a residential school with all amenities on par with the international standards in the near future. We also impart best education to the children from Ahalia childrens village. The school gives emphasis to achieve educational excellence of students in their quest for comprehensive scholarship and grow up to become healthy and responsible individuals and wise upright citizens who are intellectually competent, spiritually mature, morally upright, psychologically healthy and socially acceptable will champion the cause of justice, love and peace.

OTHER HOSPITALS:

Ahalia Hospital, Abu Dhabi Dawn Medical Centre, Abu Dhabi

Ahalia Medical Centre, Mustafa

Ahalia Medical Centre, Mirfa

Ahalia Medical Centre, Madina Zayed

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Ahalia Medical Centre, Gayathi Oasis Medical Centre European Medical Centre, Al Ain

Ahalia Eye Hospital, Palakkad

Ahalia Ayurvedic Medical College, Palakkad.

AHALIA AYURVEDIC MEDICAL COLLEGE PALAKKAD.

PURPOSE:
Ayurveda was evolved and projected for the relief of the human from various miseries. Protecting the health of the healthy person and curing the disease of the sick these two are the main two purposes of this science. Equal emphasis has been laid upon preventing the diseases as well as curing it.

COMPENDIA:
All ancient original texts are in Sanskrit the major compendia are Charaka Samhita, Susruta Samhita, Ashtangasamgraha and Astanga Hridaya. Others include Yogaratnakara, Madhavanidana, and Sharangadara Samhita Bhavaprakasha etc.

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CONCEPT OF HEALTH:
Man according to Ayurveda is not a just physical body. His very existence is based on three prime factors called satvam(mind), Atma(soul) and the Sareeram( body).Health is defined as a state of balanced doshas (humours), healthy agni(digestive fire), a good state of tissues and their metabolic end products in the presence of blissful state of the senses, mind and spirit

BASIC PRINCIPELS:
PANCHAMAHABHUTAS:

Human body is composed of five basic elements namelyPrithvi (earth), Jala (water), Agni (fire), Vayu (air) and Akasha (ether). Man thus is the replica of the nature itself. What happens in the nature will happen within the body also. The panchabhoutic body is nourished and sustained by the panchabhoutic food.

TRIDOSHAS:

The five elements are being represented in the body by three primary energies called Vata, Pitta and Kapha. Vata is the master dosha and governs all functions of the body, both physical and mental. Pitta is responsible for all stages of digestion and metabolism. Also it responsible for the intellect and analytical power. Kapha imparts stability to the body as well as to the mind. Tridoshas thus do the functions in the body as the sun, moon and the air sustain the whole universe. Their abnormality therefore disturbs the functions of the body and leads to various diseases.
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AYURVEDIC TREATMENT

PANCHAKARMA:
Pancha means five and karma means procedures. These are the procedures which cleanse the body by expelling the vitiated doshas from their main sites...

TRADITIONAL KERALA AYURVEDIC TREATMENTS: Abhyangam (Oil massage) Kaya seka (Pizhichil) Dhara (Sirodhara) Sirovasthi Njavarakizhi Ilakizhi (Patrapotala Sweda) Narangakizhi Podikizhi (Choorna Sweda) Udwarthanam Njavarathepu Talapothichil Kativasthi Urovasthi Tarpana

LOCATION:
Ahalia hospital and Heritage campus is situated amid magnificent landscape situated at the foot of Western Ghats with misty clad mountains, breathing valley, vast fields and dense herbal gardens. A science landscape of complete greenery located 76.2m above the sea level. At palakkad.

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ORGANISATION STRUCTURE

When we look to this organization we can see, it is consisting of different department and also each department have departmental heads. The MANAGING DIERCTOR is responsible for all activates of the organization, he is the superior authority in the organization; CEO, MEDIAL DIERCTOR and ADMINISTRATOR are the other top level managers. All other departments and departmental managers are under these managers. Plotted below is the hospital organization chart

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As per the above chart the organization consist of 19 departments out of which five main and 14 sub departments

MAIN DEPARTMENTS:
1.

2. 3. 4. 5.

HUMAN RESOURCE MANAGEMENT(HRD) MATERIALS MANAGEMENT FINANCE MANAGEMENT MARKETING SECRETARY OF MEDICAL ADMINSTRATION (SMA)

SUB DEPARTMENTS:
1. DEPARTMENT OF IT(DIT)

2. SECURITY 3. TRANSPORT 4. MAINTENANCE & FIRE 5. FOOD AND BEVERAGE(F&B)


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6. BIOMED 7. FRONT OFFICE 8. OPTICALS 9. MEDICAL RECORDS DEPARTMENT(MRD) 10. HOUSE KEEPING 11. COUNSELING 12. PHARAMA 13. LAB 14. DIETICIAN From these departments 3 main and 2 sub departments are allotted to me for conducting the placement training, which are follows

1. MARKETING 2. MATERIALS
3. SECRETARY OF MEDICAL ADMINSTRATION (SMA)

4. FRONT OFFICE

5. DEPARTMENT OF IT(DIT)

MARKETING

From a very small fish to becoming the big one and then the biggest among all. This is how few brands have changed with time e-g: Levis Microsoft and many other "The Big Fish" The financial success of such brands has been depending on combined efforts of their financial strategies and their marketing efforts. One thing that's been common among all their brands is a high degree of brand loyalty. They have managed to capture the share of heart and in turn share of customers wallet. Companies now understand that marketing plays an important role in their overall success, so now companies have CMOs (Chief Marketing Officer) along with CFOs and CEOs. They understand that if there are functions close to customers its ether Sales or Marketing. Sales become a direct interface among customs and products offered by companies, and marketing is an indirect function between customer and the company. But what makes marketing so big? Why is it important? If you have a great product you are bound to succeed then why do u need to spend on marketing / advertising?
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The answer to these questions lies deep within the customers brain. Customers / consumers are smart and they understand what makes your product different from mine. If you are offering then 1 % more that what I do why should they pay me rather than paying you? Thats the point. And secondly its important to communicate the product offerings to the end user. If a marketing team has worked hard on understanding the consumer needs they need to make sure their customers get a feel This brand knows what I want. Trust me this is the only major differentiator between why your 1% more is able to get you more loyal and more number of customers. The time has changed. To products that are offered by a brand you have "n" number of more substitutes and consumers get to know which the better is substitute that suites there requirements. So it is important to make sure that marketing efforts are more on understanding the changing needs on todays customer. We need to understand the minds of customers. Its rightly said customer is KING Marketing managers need to understand the customer needs and they need to make their major decisions such as the features to include, the price to be offered to customers and what to spend on advertisements. Marketing today has become an emotional research which helps understanding customer and consumers psychology so that products are developed based on these understanding. The marketing managers need to answer following questions:

How do we find the right market segment? How do we differentiate? How can we compete with low cost business models? How do we build a better brand? How do we reduce cost of customer acquisition?

A successful Marketing team can carefully analyze customer needs and carefully monitor their competitors marketing moves. Remember a short term sales driven view does not work in business world today. The C-level managers, the CEO, CFO should communicate importance of marketing in an organization, how the marketing function plays a great role in organizations success.

PURPOSE:
To market health care facilities offered by the hospital and to co-ordinate with function concerned for execution of the services.

STRUCTURE OF MARKETING DEPARTMENT:

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PROCEDURES:
1. GENARAL :

The focus of business development shall be to market the facilities the following. a) Corporate business promotion : The aim shall be to get corporate house empanelled and use the facilities like, pre employment health check up, master eye check up and executive eye check up. b) Public business promotion : This is done to bring about awareness in the public about the hospital. This is done through free health check up, free health for school and through press. c) Referral promotion This is done through doctors, laboratories, diagnostic centers and nursing homes- A tie up shall be made with doctors so that they can send patients, with laboratories, diagnostic centers and nursing homes so that they can utilize the facilities that they do not possess. The managerMarketing / Asst manager shall visit prospective customers and explain about various services offered by the hospital.
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d) Publicity and Media: Various artificial and reports of AHEF are prepared and send to media for necessary publication, as per the need, promotional materials likes, broachers, literature, in house magazine etc designed and developed and proper distribution is ensured. He/she shall ensure validity of services specifications offered before using the services documents such as broachers, letters etc. The publicity of the hospital is also ensured through hoardings/ glow light sign boards at vantage points.

2.

CONTARCT REVIEW:
All the enquiries (verbal, written) shall be handled by the marketing manager and proposal is sent (containing of services offered, tariffs and other commercial terms) to the prospective inquirer. He shall help to answer any queries about medical aspect All proposals shall be reviewed and approved by the marketing manager before releases In case any discrepancies between the offer and the requirement, the marketing manager shall resolve the difference in the proposals finalizing the contract. All finalized orders / contracts shall be reviewed for proper specification, authorized personnel from the costumer side etc, and be acknowledged by the costumer representative. These reviews shall ensure capability of delivery services

LIST OF RECORDS KEPT BY MARKETING DEPARTMENT: Record no Mktg-01 Mktg-02 Retention period One year Two year

Sl.no 1 2

Particulars List of corporate houses Referral details

Location Mktg-Dept Mktg-Dept


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3 4 5

Public awareness record Brochures and literatures file Press releases file

Mktg-03 Mktg-04 Mktg-05

One year One year One year

Mktg-Dept Mktg-Dept Mktg-Dept TABLE NO: 01

MATERIALS
STRUCTURE OF MATERIALS DEPARTMENT:

PURPOSE: To define the procedure for storing and issue of Materials required by the hospital SCOPE:
Covers all type of materials purchased and handled by the hospital PROCEDURE:
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All the items required by the Ahalia foundation eye hospital, expect for Optical Department and Pharmacy will be purchased by the materials department. Based on the consumption pattern and stock in hand, the user department (HOD) will be purchase intends for the entire regular purchase items before 23 rd of the month and hand over the same to materials department, on or before 23rd of the month. These purchase intends will be prepared by category wise, consumables, hospital machineries, stationery, furniture, and maintenance items. If a capital purchases need to be affected, the user department (HOD) will raise CAPEX (capital price index) and get the same approved by finance controller / manager and will submit to materials department on or before 23rd of the month. Medical director / RMO or Medical director shall approve all the purchase indents related to hospital equipments and other Capital purchases. The approved purchase indents will be submitted to the materials department on or before 23rd of the month. The materials manager and materials officer will scrutinize these indents and plan the requirements. Each purchase need to be result oriented. ROI need to be clearly mentioned for all hospital equipments purchases. Value addition and ROI will be basics of all purchases. Purchases of items will be based to features. A) Quotes will be invited and Comparative Statements will be prepared. Based on the Comparative statements, Materials manager will negotiate with suppliers for better pricing, delivery terms, credit terms and warranty terms. After negotiations, the negotiated rates / amounts will be sent to Purchasing Committee for approvals. Purchasing committee consist of Materials manager, Finance controller and Finance manager, Senior Project manager, and Medical director. Any purchase above Rs.1, 00,000. Need to have Managing directors approvals. B) Based on Last purchase prices, if purchases need to be repeated, the same can be done based on last purchase prices. Here validity of these prices will not be more than three months. Once it is approved by Purchasing Committee or Managing Director, Purchase Order shall be prepared and sent to the Supplier. Discount Matrix to highlight the success in Negotiation, being prepared and updated every month. This being forwarded to M.D time to time.

PURCHASING INFORMATION:
Before the preparation of Purchase Orders, Materials officer, will compile all Purchase indents and list the quality, department wise in and Excel Spread Sheet. He/ She will add the present stock levels, outstanding order quality and minimum stock

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levels, in the spreadsheet. Based on these data proposed order quality will be derived. He / she will do the same in consultation with Materials manger. The purchase orders issued shall indicate all the relevant information like supplier name and address, detailed specification of the item, quantity required, confirmed price, payment terms, warranty, inspection criteria, taxes and other applicable terms and conditions. The Materials officers shall ensure that the requirements so stipulated for purchase of products /services. All the purchases orders are verified for their correctness and completion and will approve by the materials officer before release, materials manager will sign these orders. In case when purchase acceptance is based on samples, the same shall be clearly indicated in the purchase order. The approved samples shall be identified and kept under safe custody for future comparison with bulk supplies.

VERIFICATION OF PURCHASED GOODS & RECEVING GOODS:


On the receipt of the items, Stores In charge shall arrange to verify the same based on the purchase requirements meeting specifications. On receipt of materials along with suppliers delivery Chelan / invoice / bill, the Store-In Charge shall correlate the same with relevant purchase order. A preliminary quality checking like item, quantity, number of packages / items, condition of Packing, external appearance etc., shall be carried out by the Stores Assistants under the guidance of Stores-In-charge. Incoming inspection can be carried out by the Stores in-charge, in case when the indenters help is required, the stores in charge, shall intimate the concerned H.O.D. and the inspection shall be arranged at the earliest All patients related items should be inspected to confirm the same are being received in sterile condition, if indicated in Purchase orders. All sterile items need to be issued out to the User Department, immediately, to avoid any contamination. In the case when assistance from User Department is required for verification, the H.O.D. of the concerned department shall be intimated regarding the arrival of items. In case of lab, equipments / machinery / items the lab in charges / Bio medical Engineer shall conduct the inspection / verification. If it is a capital item then Project Manager has to do the inspection. During the inspection, if any item found not as per order specification, the same will be returned to supplier. Rejected materials shall be segregated and stored in designated areas for replacement / deposal as appropriately. The suppliers shall be Informed about the rejection, enable them to arrange for replacement / disposal / further action.
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Any damages to product found at the time of inspection will be reported to supplier and replacement for the same will be claimed from supplier. Alternatively, with suppliers approval, the value of the item plus freight costs can be deducted from their bills. All purchases will be routed through Stock Inventory and Good Received Note (GRN) will be raised based on the inspection. Goods Received Note will have details of purchase order / date, supplier invoice number / date, supplier details, item description, quality ordered, quality already received, quality now received, rate, freight charges. Discount, total tax, remarks of inspection, name of stores in charge of stores assistance, who inspected the item / items. Each item will be binned physically and it will be updated in the stock inventory too. In case when purchase acceptance on verification at suppliers end, the concerned personnel shall initiate for arranging such verifications. Necessary records shall be maintained. In case of civil / maintenance / carpentry / stitching / motor winding work etc. inspection / verification shall be carried out by the concerned during and final stages of work to meet the specification requirements. Necessary records shall be maintained. Items pending inspections shall be stored in the designated areas. Stores assistant shall ensure that only accepted items / materials are issued for use. Accepted materials / items shall be taken into stores, stored at designated area and issued to user department based on Materials indent. Assistant materials officer shall forward the bill / invoice along with the Goods Received Note to the accounts department for payment, after obtaining Materials managers approval for payment ISSUE OF ITEMS The user department will sent a Materials Requisition Slip with a copy, duly signed by authorized person, to store In Charge. On receipt of requisition slip from the user department, the Stores In Charge will verify the approval status of the requisition. There will be weekly issue and a day will be designated for each Department. On that particular day, the Department concerned can submit their Store Requisition in the morning, timing from 9.00 a.m until 11.30 a.m. Goods will be issued on the same day afternoon from 2.30 p.m until 5.30 p.m. Store will work on all seven days, from 9.00 a.m until 6.00 p.m. Materials will be issued only approved requisitions. The requisition items will be issued and the quantity will be recorded in the requisition slip and get the acknowledgement from the person who is receiving.
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The stock registration will be updated after issue of the items and it will be issued out from Stock Inventory on the day of issue itself. The items having limited shelf life are inspected once in six months by the Store In charge to ensure that the item can be used. If the shelf life is nearing expiry then the same is replaced as appropriately. Store In charge shall ensure that the regular/ fast moving Items have adequate stock always, so that the emergency / local purchase can be avoided. Based on ABC analysis, list of A items need to be prepared and send to Materials Manager by Store In charge. He will take necessary action those necessary stocks are maintained on all these lines. All other requirements of items required by the user department, (if the items / material is not in stock or if quantity available is not sufficient) shall forwarded a purchase indent, to Materials Manager and obtain his approval for purchase. The duly approved purchase indent will be send to purchasing Team to do needful. In the first week of every month, the stores In charge will prepare the stock list and slow moving and obsolete stocks list. The same will be forwarded to Materials Manager, for intimating concerned HODs. All stores related records shall be up to date and Verification of stock shall be conducted once in a year, suitable corrective action taken if deviations are detected. The stores Matrix: 100 % accuracy. LIST OF RECORDS KEPT BY MATERIALS DEPARTMENT: Format Retention no period MAT 01 1 year MAT 02 1 year MAT 03 1 year MAT 04 1 year MAT 05 1 year MAT 06 1 year MAT 07 1 year MAT 08 1 year MAT 09 1 year Custodian / location Asst. MM Asst. MM Asst. MM Asst. MM Asst. MM Asst. MM Asst. MM Asst. MM Asst. MM TABLE NO: 02

Sl.No 1 2 3 4 5 6 7 8 9

Particulars Approved supplier list Supplier rating Purchase requisition Purchase order register Goods received note Materials requisition form Stock register Purchase order Approved list of service providers

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FORMAT OF SOME FORMS USED IN MATERIALS DEPARTMENT PURCHASE ORDER FORM The central sales Tax Registration No: Ahalia foundation eye hospital Palakkad To Order number: Dated: Reference your quotation number.dated Place dispatched..the following goods by.lorry Service LR through Punjab national bank ltd Palakkad. Date Particular Qty Rs Amount Ps Remarks

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Please quotas order, number and date in bill of invoice store keeper

Materials Manager MATERIAL ISSUE FORM AHLIA eye hospital Palakkad Material indent

No: ... SL NO DISCRIPTION NO : OF QTY LF

Date: ....... REMARKS

Issued store keeper

Section in charge

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THE AHALIYA FOUNDATION EYE HOSPITAL

SECRETARY OF MEDICAL ADMINSTRATION (SMA)


STRUCTURE OF SMA DEPARTMENT:

PURPOSE: To supervise and monitor the day to day administrative functions of all medical, Paramedical and supportive departments of AHALIA foundation eye hospital SCOPE: Cover all the administration activates of Ahalia foundation eye hospital RESPONSIBILITY: Medical Director, Administrator, Assistant Medical Secretaries, Administration assistance and Guest Relation Executive (GRE) PROCEDURE: The general administration activity mainly comprises of supervision of daily administrative functions of all medical and supportive departments under this hospital. Daily morning rounds to all patients ward for identifying the customer complaints and the same is recorded in the daily round register (SMA 04) The medical secretary in co-ordination, with the department concerned monitors each complaint and suggestions are recorded in the register on daily basis. Scheduling meetings of management committee (SMA-16). Preparation of various reports like monthly reports (SMA-11). Other general administrative activates include preparation of night duty staff posting, daily verification of op / ip census and handling of doctors grievances (SMA-08) will be done by Asst Medical Secretary.
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Medical director controls the day to day activities pertaining to medical administration it include following
Daily posting of doctors in general and specialty OPD areas

Out patients department Co-ordinate interviews of doctors with the help of HR department. Conducting in-house and external CME (continuous medical education) programs for doctor. Guest relation activities: GRA comprises of direct handling of patents complaint verification, handling of VIP patients, and analysis of customer feedback. INTER DEPARTMENTAL ADMINISTRATIVE ACTIVITES: Activities mainly related to the identification and follow up of various infrastructural requirements of all supportive departments in co-ordination with accounts department and stores. Other activities like of camps in co-ordination with relation to finance department. Verification of staffing pattern in various medical and Project Management department in co-ordination with HR department is also an area of activity. LIST OF RECORDS KEPT BY SMA DEPARTMENT: Sl.No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Particulars Mail out register VIP suggestion register Rounds register Patients rights violation register Case sheet replacement book Courier / letter out register Xerox register Doctors grievance register General correspondence file Monthly report Doctors daily posting file Minutes of management meeting Statutory document Circular file Minutes of various meeting Doctors monthly posting CME file Format no SMA-01 SMA-02 SMA-03 SMA-04 SMA-05 SMA-06 SMA-07 SMA-08 SMA-09 SMA-10 SMA-11 SMA-12 SMA-13 SMA-14 SMA-15 SMA-16 SMA-17 Retention period 1 YEAR 1 YAER 1 YEAR 1 YEAR 1 YEAR 1 YEAR 1 YEAR 2 YEAR 1 YEAR 1 YEAR 1 MONTH 1 YAER 1 YEAR 1 YEAR 1 YEAR 1 YEAR 2 YEAR Custodian / location SMA FRONT OFFICE SMA SMA SMA SMA SMA SMA SMA SMA SMA SMA SMA SMA SMA SMA SMA TABLE NO: 3

FRONT OFFICE
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STRUCTURE OF FRONT OFFICE:

PURPOSE: To define a procedure for the front office of the hospital SCOPE: This covers activities like reception, attending enquiry, OP registration, and internal communication and managing vehicle movement etc. RESPONSIBILITY: Front office In Charge, Front office assistance. PROCEDURE The staff operating in the front office is well informed, well behaved in a patiently friendly manner, reliable and current information regarding the various information of the hospital. For providing correct information to the patients / by standers / relatives / other visitors- front office staffs are updated with the details like, doctors availability, timing, availability of special services for a particular day, bed availability, facilities and fee structure, lay out of the hospital and the system of working. The reception staff receives all the patients / by standers / visitors and directs then to the appropriate location.
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The reception will ensure that the all visitors / patients / by standers are guided to the correct location or destination without any confusion. If patients want to avail any of the services, then they are routed accordingly to the registration counter, pharmacy, lab, or optical etc. The telephone operators provide accurate information asked for or by the patients / bystanders in the shortest possible time in a courteous manner, so that the customer can proceed with future activities. On enquiry, the availability of a particular doctor for consultation, payment of consultation fee and method of registration, etc are explained as required by patients. If a specialist or particular doctor is not available on a specific day the patients / bystanders are informed of the facility of another doctor as per the availability in the OP and persuade them to avail the service. In case, the information sought by the costumer is vague and customer is courteously directed to appropriate persons like counselors, PRO or Medical director for better guidance. The staff attending the telephone ensures that the telephone call is attended preferably before the third ring and mention the hospital name and enquiry as to what are the services required in clear and pleasing manner, encouraging the customer to respond Every patients requiring out patients care or inpatients care are registered in the hospital information system (HIS). Before the registration in the HIS, the registration, staff at the registration desk see that health care needs of patients is matching to the scope of services of AHEF. The MPI search window will be opened by default when the registration staff opens the registration models for a new patients and search for any matches with the details provided by the patients for checking whether there exist any records. The registration clerk shall discontinue the registration process if the patients have been registered before, and a hospital number exists in the master patients index. The patients will be instructed by the clerk to use the existing number for further treatment in the hospital.

Patients are registered in the hospital information system is with the following information: a) Patients name b) Address
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c) d) e) f) g) h)

Telephone number Name of father / husband Doctors name Service Reason for visit Ward / room

After recording all the entries of the MPI from the registration clerk shall print the face sheet (Registration form). After recording are provided with initial patients records from (MRI) and general consent form. All emergency patients are immediately taken to the urgent care clinic and the patients by standers will be directed to the registration counter for completion of the registration process. Nursing staff of urgent care clinic shall inform the registration staff in case the patients is having difficult in moving or if the patients is in a state of unconsciousness.

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LIST OF RECORDS KEPT BY FRONT OFFICE:

SL NO 1 2 3 4 5 6 7 8 9 10 11 12 13 14

PARTICULARS Outgoing call record Incoming call record Fax register Key movement register New op register Collection register Paid review register Camp referral register Letter inward register Letter out ward register Courier inward register Courier outward register Articles in / out register Ip bed chart

FORMATE NO FO-01 FO-02 FO-03 FO-04 FO-05 FO-06 FO-07 FO-08 FO-09 FO-10 FO-11 FO-12 FO-13 FO-14

RETENTION PERIORD 1 year 1 year 1 year 1 year 3 year 3 year 3 year 3 year 3 year 2 year 1 year 1 year 1 year 3 months

LOCATION Front office Front office Front office Front office Front office Front office Front office Front office Front office Front office Front office Front office Front office Front office TABLE NO: 4

DEPARTMENT OF IT (DIT)
STRUCTURE OF DEPARTMENT OF IT:

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Information Technology and Management has been accepted for Social Sciences Citation Index and Current Contents/Social and Behavioral Sciences and will first appear with an Impact Factor in the 2009 Journal Citation Reports (JCR), published in June2010. Information Technology and Management explores the many different technologies inherent in the field of information technology and their impact on information systems design, functionality, operations, and management. The journal takes a broad view of information systems as systems that not only include machines but human beings as well. As a result, the journal is an important outlet for studies concerning the man/machine interface, human factors, and organizational issues. Moreover, the journal explores the managerial issues and the strategic issues that arise from the management of information technology. Information Technology Management is concerned with exploring and understanding Information Technology as a corporate resource that determines both the strategic and operational capabilities of the firm in designing and developing products and services for maximum customer satisfaction, corporate productivity, profitability and competitiveness IT Management is a different subject from Management Information Systems. Management Information Systems refer to information management methods tied to the automation or support of human decision making. IT Management, as stated in the above definition, refers to the IT related management activities in organizations. MIS as it is referred to is focus mainly on the business aspect with a strong input into the technology phase of the business/organization. Strong IT leadership and a relationship of trust between business and IT executives are prerequisites to successfully exploit technology. Gartner research into IT
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management best practices helps companies succeed through effective governance, strategic planning, financial management and risk analysis. In the U.S. students have the opportunity in order to gain more formal education in several universities and others educational institutions, including Bachelor's, Master's and PhD degrees. Those practicing Information Technology Management are commonly referred to as IT Managers. IT Managers have a lot in common with Project Managers but their main difference is one of focus: IT Managers are responsible and accountable for an ongoing program of IT services while the Project Managers' responsibility and accountability are both limited to a project with a clear start and end date. Most of the Information technology management programs are designed to educate and develop managers who can effectively manage the planning, design, selection, implementation, use, and administration of emerging and converging information and communications technologies. The program curriculum provides students with the technical knowledge and management knowledge and skills needed to effectively integrate people, information and communication technologies, and business processes in support of organizational strategic goals. 1. Graduates will explain the important terminology, facts, concepts, principles, analytic techniques, and theories used in the field of information technology management. 2. Graduates will be able to effectively apply important terminology, facts, concepts, principles, analytic techniques, and theories in the field of information technology management when analyzing complex factual situations. 3. Graduates will be able to effectively integrate (or synthesize) important facts, concepts, principles, and theories in the field of information technology management when developing solutions to information technology management multifaceted problems in complex factual situations.

Department of information technology plays a vital role in the organization. It acts as the backbone of information system of the organization. We know today in modern world one organization cannot work smoothly without the support of computers. Mostly all departments and offices in AHEF is fully computerized with broadband connection, hence all the problems related to Hardware, Software and Networking are solved and cleared by department of IT, usually In AHEF all the important information are kept and stored in computers so IT department ensures data securities also.

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IT department daily is fully centralized with a heavy duty server hence almost networking and software problem are solved within the department and most hardware problems are solved at the department concerned. IT department daily takes a back up of all the important data in a 24 GB tap drive then later it is moved to a special computer, which is only used for this purpose. IT department functions Software and Hardware sections separately for smooth access, but management and administration are done by same.

MAJOR FUNCTIONS OF DIT:

SL NO 1 2 3 RUN DISK CLEAN UP TOOL

FUNCTIONS

BACK UP AND CLEAR EVENT LOGOS CLEAR UN WANTED START UP PROGRAMS


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4 5 6 7 8 9 10 11 12 13 14

CHECK SYSTEM RESTORE SETTING CHECK THE NETWORK CONNECTIONS CHECK FILE AND PRINTER SHARING CHECK THE PRINTERS RUN SCAN DISK AND DEFRAGMENTATION UPDATE ANTIVIRUS AND RUN ANTI VIRUS SCAN REBOOT THE SYSTEM CHECK THE SYSTEM AND CPU FAN CLEAN THE KEYBOARD AND MONITOR UP DATE DRIVERS NEEDED CHECK DISPLYA SETTING TABLE NO: 5

FINDINGS AND SUGGESTIONS

Ahalia foundation eye hospital is a 300 bed super specialty hi-tech hospital in south India founded with an aim to provide advanced and sophisticated eye care at affordable cost. Ahalia foundation eye hospital is a part of Ahalia international foundation formed by the medical group the Keralas biggest eye hospital also takes pride in conducting camps, academic programmers, and seminars and workshops for the benefits of the medical fraternity.

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SUGESSTIONS

All most all the departments of AHEF are excellent. It is very difficult to suggest some points for improvement of such a organization where maximum utilization of available resources is make very effectively. However the following points have grater relevance.
1. The hospital has to improve its marketing activities to more extent, all

though the hospital is a super specialty one having lot of sophisticated features, peoples are not aware about that. So more people should get aware of the hospital and its services, this should be done through proper advertisement and distribution of broachers. 2. The hospital has to improve and strengthen its research and development wing to introduce new better quality services. 3. Patients should be allowed wear foot wears inside the hospital.
4. More number of permanent doctors should be appointed to provide

continues services to patients. 5. The time lag of supplying food in canteen should be reduced.
6. AHEF should participate in more social services activities like conducting

classes to public for making aware eye diseases ad sponsoring charity activities. 7. Should avoid charging fees from students who approach the hospital for the purpose of placement training and project because it is a social responsibility of an organization. 8. Some activities should be for employee satisfaction and avoiding departmental conflicts. 9. Managers should allow employees to participate in administrative and managerial function for developing their skills. 10. The hospitals environment is very Eco-friendly it should be maintained like that for ever.

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CONCLUSION

Ahalia foundation eye hospital, the largest eye hospital I Kerala started in 2005, has
always been a pioneer in bringing quality healthcare to the people of Kerala. Now it has always more feathers to its cap-accreditation by the prestigious Joint Commission International, ISA. JCI accreditation is the ultimate recognition in the field of health care and is awarded after a strenuous quality audit conducted by a team of international health care and experts. What makes it even more worth life is the fact that AHEF is the first hospital in Kerala and the only the only eye hospital in the whole south India to achieve this honor. They have been conducting comprehensive free eye care camps for the last three years at various places in the state of Kerala for treating eye ailments including surgery for the poor and needy people below poverty line. Transport and food are also made available patients free of cost.
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The rich herbal garden in the campus takes us very close to the nature and to the classical Ayurveda. A wide verity of herbs, both common and rare is natured with utmost care and love. Nature in turn has bestowed us with a healthy atmosphere. One can experience the purity of herbs by walking in between the lush greenery. One can enrich his knowledge on medicinal plants too. Medicines are one of the important entities of successful treatment and are being manufactured in this campus using these fresh herbs. Herbal garden inside the campus is a preservation center of rare species of our traditional medicinal plants. Most of the medicines are manufactured in the campus using fresh medicinal plant from the herbal garden. A walk through this dense greenery is a rejuvenating and revealing experience. A unit under Ahalia international foundation is aimed at empowering students with both academic excellence and scientific temper groomed in an environment of sharing and caring. The school follows: CBSE Curriculum, Co curricular and extracurricular activities such as dance, music, yoga, karate, art and craft etc. the school will be elevated to the statues of a residential school with all amenities on par with the international standards in the near future. We also impart best education to the children from Ahalia childrens village. The school gives emphasis to achieve educational excellence of students in their quest for comprehensive scholarship and grow up to become healthy and responsible individuals and wise upright citizens who are intellectually competent, spiritually mature, morally upright, psychologically healthy and socially acceptable will champion the cause of justice, love and peace.

BIBLIOGRAPHY

VARIOUS OFFICAL RECORDS OF AHEF QSP FILES BROUCHERS CATLOGES

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