5 Reasons to Develop SOPs for Hospitals | YRC

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10/5/2017
5 Reasons to Develop SOPs for Hospitals Your
Retail Coach
5 Reasons to Develop SOPs for Hospitals
YRC Jul 26, 2017
Hospital administration has evolved as a
specialized domain in the field of management.
It involves a wide range of functions and
processes which are interlinked and can get
voluminous and complicated with increased
services and increasing number of patients
coming for consultation/treatment. How a hospital
is managed on a day-to- day basis has a direct
bearing on its core service which is medical
care. If its processes, operations and activities
are not streamlined and documented, the ability
of a hospital to render e"ective and timely
services may be adversely a"ected. The absence
of process approach and SOPs will also hamper
the functioning of a hospital as an organization.
Developing standard operating procedures (SOPs)
has become a necessity for hospital management
and administration. Clinical Functions A hospital
has to perform clinical functions round the clock
365 days in a year to ensure that its patients
get the best possible professional medical care.
Normally,
the clinical functions of a hospital include OPD
services (Out Patient Department),
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Emergency services, O.T services (Operation
Theatre), Inpatient services, ICU and CCU
services, nursing services etc. In order to
deliver these services, a hospital
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velop-sops-for-hospitals-yrc/
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10/5/2017
5 Reasons to Develop SOPs for Hospitals Your
Retail Coach administration has to ensure
availability of doctors, nurses, medicines and
medical supplies, medical instruments and
accessories, ambulances, advanced medical care
systems, blood bank, diagnostic laboratories and
so on. Access to these resources heavily relies
on the working of the support functions in the
hospital.
For example, the medicines and medical supplies
required in the Inpatient department have to be
procured from the hospital pharmacy. But the
pharmacy can make these requirements available
only when they have it in stock or get it
procured from the central store. The central
store or the inventory department needs to
maintain the stocks at the required levels all
the time. If the medicines or supplies are not
available even in the hospital inventory, these
have to be procured from the outside. For the
clinical function of a hospital to run smoothly,
it has to be aptly supported by other
departments like inventory, logistics, finance
and purchase, IT/ERP, HR and so on. The
reliability of these support functions depends on
the e cacy of the processes involved in them.
Each process comprises of several operations and
activities. These activities have to follow a
step-by- step procedure to ensure that there are
no lapses, standards of performance are
maintained and the process output is delivered
as defined and expected. This is exactly what
SOPs can deliver documented step-by- step
acceptable working procedures.
For the clinical function of a hospital to run
smoothly, it has to be aptly supported by other
departments like inventory, logistics, finance
and purchase, IT/ERP, HR and so on. The
reliability of these support functions depends
on the e cacy of the processes involved in them
Hospital Administration On one hand, there is the
clinical side and on the other, there is the
administrative side. A hospital will not be able
to deliver its core service of medical care if it
does not exist and managed as a professional
organization. To be functional as an
organization, a hospital has to carry out crucial
organizational functions like HR, finance,
inventory, safety and quality, facilities
management, marketing and so on each of which
further comprises of several processes. For
example, just like in any other organization,
salary processing or payroll management is a
vital HR process in hospitals too. But hospitals
usually have more employees than a regular small
or medium sized business. That leaves HR
department in hospitals with a monumental task of
salary processing at the end of every month.
Several factors have to be considered before
preparing the salary of each employee. This list
can include attendance, leaves and nature of
leaves Maveasisleadge, luesaves encashed,
statutory deductions, basic salary, TA/DA,
insurance cover, dearness allowance or any other
component of CTC. With process specific
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velop-sops-for-hospitals-yrc/
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10/5/2017
5 Reasons to Develop SOPs for Hospitals Your
Retail Coach SOPs in place, HR sta" can execute
the salary processing by following the laid down
step-by- step standard procedures. SOP
development and implementation can significantly
reduce the chances of errors and mistakes
(especially when handling a large amount of
data) and ensure delivery of process output on
time error-free salary in this case.
A hospital will not be able to deliver its core
service of medical care if it does not exist and
managed as a professional organization
Inventory Management In order to render e"ective
clinical or medical services, hospitals need to
keep all the necessary medical supplies ready
and available all the time. And according to the
services rendered, a hospital has to maintain its
medical inventory. Inventory management in a
hospital can be quite a heavy-duty task. Along
with maintaining a wide range of medical
supplies at the required levels all the time, the
inventory sta" also has to ensure that these
supplies remain in the right storage environment
all the time. Any lapse or deviation from the
laid down standards of availability or storage,
may cause damage to the medical supplies and
render them ine"ective for medical use.To ensure
that the right stock levels of the medical
supplies are consistently maintained, inventory
department has to liaison with purchase and
finance department. Inventory department has to
consider the time lag between placing an indent
and supplies reaching the inventory for stock
replenishment. To ensure that the storage
environment is consistently maintained,
inventory sta" has to coordinate with IT, power,
vendors and suppliers for the technicalities and
repair and maintenance of storage facilities.
Thus, inventory management in hospitals involves
managerial, technical and technological
processes. It becomes essential for hospital
administration to equip its inventory department
with SOP procedures.Inventory SOPs will help
hospital employees to systematically carry out
the supply-chain activities in a step-by- step
manner to make sure that procurement, storage,
maintenance and availability of medical supplies
is done as per the required standards.
Inventory SOPs will help hospital employees to
systematically carry out the supply-chain
activities in a step-by- step manner to make
sure that procurement, storage, maintenance and
availability of medical supplies is done as per
the required standards.
Statutory Obligations Although statutory norms
may vary from place to place usually hospitals
have to Mreemssaaingeiuns compliance with a
fairly long list of statutory obligations as made
necessary by the applicable regulatory
framework. Safety and quality are two
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velop-sops-for-hospitals-yrc/
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10/5/2017
5 Reasons to Develop SOPs for Hospitals Your
Retail Coach important and sensitive areas for
hospitals and are fairly and squarely
uncompromisable. Any degree of departure from the
laid down standards of safety and quality in a
hospital may attract serious regulatory actions
against such hospitals.
SOP procedures or SOPs can play a helpful role
with respect to adherence to statutory
obligations in hospitals. Laying down a step-by-
step procedure for executing operations and
activities can help ensure that there are no
deviations from the established standards in the
flow of work at any stage. The statutory
standards can be incorporated in the SOPs.
The statutory standards can be incorporated in
the SOPs.
Billing and Payment Systems Fewer organizations
have to handle billing and payments on such a
scale and frequency as most hospitals do.
Payments in a hospital are generated from
multiple sources like registration fees, OPD
consultation fees, patient discharge bills,
purchase of medicines and supplies, clearance of
periodic bills and so on. Secondly, dues are
also accumulated for the inpatients on account of
medicines, other medical supplies, diagnosis and
other clinical services provided to them by the
medical sta". This gives rise to a voluminous
quantum of billing and payments in hospitals
originating from di"erent sources of services.
This also gives rise to the necessity to
carefully and systematically prepare the bills or
execute the bill generation process. SOP
development can prove to be immensely helpful for
hospitals in bill generation and payment
processes. By following a systematic step-by
step procedure, finance sta" can gather
information from various departments about the
primary and supportive clinical services rendered
to the patients and prepare the bill as per the
applicable rules of the hospital. Bill
generation and payment process involve obtaining
o cial clearances and approvals from the
concerned hospital authorities.
By following a systematic step-by step
procedure, finance sta" can gather information
from various departments about the primary and
supportive clinical services rendered to the
patients and prepare the bill as per the
applicable rules of the hospital
SOP development and implementation can help
hospitals ensure that their clinical and
organizational functions are eflectively and
eficiently carried out and that there is no
lapses or negligence in discharge of duties so
that high standards of professional medical care
can be provided to patients. By providing medical
care services, hospitals Mpleasysaagveitaulsrole
in the human society. This makes it even more
important for hospitals
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velop-sops-for-hospitals-yrc/
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10/5/2017
5 Reasons to Develop SOPs for Hospitals Your
Retail Coach to assume the shape, structure and
design of an organization and to be managed
professionally.
To read more about SOPs, click here SOP, ERP
amp SOP Integration, Why do most enterprises
dont benefit from SOPs? and SOP Validation.
Author Bio Nikhil Agarwal Chief Operations O cer
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