HMC Orientation Book

8/12/2019 HMC Orientation Book

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Human Resources Department Orientation Manual

Hamad Medical Corporation

Welcome from the Executive Director

HR Vision, Mission, and Values

The HR Department Structure

Getting Started

Corporate Orientation

Staff Clinic Appointment for Overseas Employees

Building Tour and Team Introductions

The Human Resources Department

Commitment to Developing Qatari Employees

Day 1 Schedule

Hamad Medical Corporation Information

Fire Safety and Security

Quality Improvement Process

The Journey to JCI Accreditation

Department Information Personnel File Policy

Data Integrity

Request for Leave

Overtime

Sick Leave

ID Card

Probationary Period

Performance Management & Promotion

E-mail and Internet Use

Continuing Education and Development Departmental Administrative Procedures

Your Roles and Responsibilities

Section Competencies

Orientation Manual Acknowledgement

TABLE OF CONTENTS


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3Hamad Medical Corporation


A Message from the Executive Director

Dear Colleague:

Welcome!

On behalf of Hamad Medical Corporation, it is my pleasure to welcome you to the Human ResourcesDepartment. We know you have options about where you choose to work and we strive to be anemployer of choice in Qatar.

Hamad Medical Corporation (HMC) is the premier healthcare provider for the State of Qatar. HMCprovides over 90% of all healthcare delivery services delivered in the country. Established by an Emiridecree in 1979, five hospitals currently comprise HMC, including:

Hamad General Hospital Al Amal Hospital Womens Hospital Al Khor Hospital Rumailah Hospital

HMC has ambitious plans to further develop its patient care services to meet Qatars continued growthand development. HMC is in the process of opening specialty hospitals in Doha for cardiology andpediatrics.

Additionally, HMC will be opening a hospital in Al Wakra.

All HMC hospitals have achieved the esteemed Joint Commission International (JCI) recognition for ademonstrated commitment to quality patient care. HMC is also the first home care provider in the regionthat has gained JCI accreditation.

Along with the hospitals, HMC is supported by many administrative departments, including HumanResources (HR). The HR department serves all of HMC and its 17,000-plus employees including:

Physicians Administrative & Clerical Staff Nurses Executives Allied Health Staff

Our vision for the HR department is to achieve a level of HR practice excellence and service that will be a

benchmark both within Qatar and internationally. We are working hard to exceed staff expectations,decentralize our operations, redesign our workflow processes, and create an environment that values andsupports employees at every level of the Corporation. This is an exciting time to work for HMC, and HRwill play an important role in the Corporations further development.

I am pleased you have chosen a career in Human Resources and look forward to your participation in theHR Department. I invite you to share your ideas and commit to excellence while in our department.My sincere desire is that you have a lifelong, fulfilling career at HMC.

You are our future.Executive DirectorHuman Resources, Hamad Medical Corporation


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What you do does makea difference.

Everyone contributesdirectly to the

achievement of theorganizations greatermission and vision.

Human ResourcesVision, Mission and Values


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Human ResourcesVision, Mission and Values

Human Resources (HR) management is the policies, practices, and systems that influence

employees behavior, attitudes, and performance . To effectively operate, the HR Department has

created a foundation for success through its vision, mission, and values to define what HR is about

and how it conducts the daily work.

The HR Vision

The vision is a picture of the future we seek to create. It is a picture of excellence describing anideal future situation that offers challenges and is achievable. The vision orientation is the future. It

generates creative energy and serves as inspiration for our work.

The vision for our HR Department is to achieve a level of HR practice and service excellence that will

be a benchmark for best practice nationally and internationally.

The HR Mission

The mission is a set of declared objectives that serve as the core purpose of the HR Department. It

provides directions, strategies, and processes used to achieve our vision. The mission answers the

questions: Why do we exist? and What are we here to accomplish?

Our HR Department mission is to play a key role in supporting Hamad Medical Corporation (HMC)

leadership, department heads, and staff in achieving both personal and strategic goals. We intend

to achieve the mission by attracting, recruiting, training, and developing excellence in our staff.

The HR Values

The values are what we stand for in our behaviors and work practices. Values are cherished beliefs

that guide the organizations planning and operations. The values answer the question: How do we

want to act toward each other, consistent with our mission, in order to achieve our vision?

Our HR values are in line with HMCs values as they relate to the service we provide to our

customers.

Reliability - We will seek to provide a service to consistently high standards.

Excellence - We will aspire to be the best in all that we do and deliver what we promise.

Service - We will seek to meet and exceed the expectations of our customers.

People - We will value and make the best use of other peoples time.

Empowerment - We will support each other in delivering excellent service.

Caring - We will treat others as we would like to be treated.

Teamwork - We will work together to ensure the HR Department supports HMC in

its mission to deliver healthcare excellence in an atmosphere of mutual

RESPECT.


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It takes each of us tomake a difference for allof us.

The Human ResourcesDepartment Structure


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The Human Resources (HR) Department supports all employees within Hamad Medical Corporation

(HMC). HR strives to provide a united approach to all employee policies, practices, and systems

that influence employee behavior, attitudes, and performance. HMC organizes its HR functions as

outlined below:

The Executive Directors Office

The Executive Director sets all HR policy within HMC and is ultimately responsible for all HR

practices. The Executive Directors office is also responsible, through the Director of Qatarization,

for the Qatari national workforce initiative at HMC.

The Executive Directors office oversees all departmental clerical staff and the filing room.

HR Operations

The HR operations section includes teams of staff who administer employee benefits. This section

is moving toward a decentralized model in which each hospital has a team of operational

representatives assigned to it.

HR Support

The HR support section includes the sections for recruitment, housing, immigration, and travelservices.

HR Development

The HR development section focuses on leading change through people, process, and

technology.

Reward and Performance

The HR reward & performance section includes job analysis & evaluation, performance

management, manpower planning, and compensation.

TrainingThe HR training section focuses on management training, student coordination with academic

programs, and English language training.

Credentialing and Licensing

The credentialing and licensing section verifies all nursing and allied health educational certificates

and professional licensure.

Policy Management

The policy management section is responsible to ensure operational compliance with established

policies and consults with the Qatari government on HR policy/law matters.

The Human ResourcesDepartment Structure


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The place you are inneeds you today.

Getting Started


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Scope and Purpose of theHR Department Orientation Handbook

Human Resources (HR) has prepared this department orientation handbook for new Hamad Medical

Corporation (HMC) HR employees.

HR provides you this handbook as a resource guide to ensure a successful orientation period. HR

encourages you to read this handbook and use it as a reference guide.

Purpose of the Handbook

The purpose of the handbook is to give you general information about some of the work rules,

work environment, and policies under which HR operates. More extensive information is available

from your supervisor or any member of the HR leadership team, should you have specific questions.

From time to time, you may receive updated information concerning changes in the content of this

handbook.

The Scope of the Handbook

This handbook supersedes, in all regards, any prior departmental information provided and should

be read together with all relevant HMC policies. The intent of this handbook is to be as accurate as

possible. However, should there be differences between this handbook and the provisions of theemployment contract, corporate polices, or bylaws, those contracts, policies, or bylaws will govern.

The contents of this handbook are not a contract of employment. Employees should not consider

receipt of this handbook as a guarantee of continued employment. No employment agreement shall

be enforceable unless it is in writing.

HMC reserves the right to change or modify this handbook, its related policies, practices, and/or

procedures at any time and without advance notice.

Employee Responsibilities with the Handbook

HR requires you to read this handbook in total. This handbook details mutual expectations of HRemployees and HMC.

HR also requires you to sign the receipt form at the back of this handbook stating you have read and

understand the information and accept the terms of the employee handbook. A copy of the receipt

form will be sent to your personnel file.


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Getting Started:Corporate Orientation and Your Orientation Partner

Hamad Medical Corporation (HMC) requires all employees to attend Corporate Orientation as close

as possible to the date of joining. HMC offers monthly orientation sessions in both Arabic and

English.

You will receive a Certificate of Attendance upon completion of the Corporate Orientation. Human

Resources (HR) will document your attendance at Corporate Orientation in your personnel file.

Attendance at Corporate Orientation is mandatory within the probationary period (first 90 days)and failure to attend the scheduled session could lead to termination.

Registering for Corporate Orientation

The HR recruitment section will schedule your Corporate Orientation date through our on-line

scheduling system. The Corporate Orientation Programme runs from 7:00 AM-3:00 PM in the

Hajar Auditorium of the HMC Education Center. Your attendance at this program is considered a full

work day and you will not be subject to payroll deductions for your attendance.

It is important that you remind your immediate supervisor the day before the session that you will

be attending your Corporate Orientation on the next day. Please advise your supervisor if you need

directions to the HMC Education Center.

The Corporate Orientation Program

HR has designed the HMC Corporate Orientation Program to provide information about the

organizations mission, vision, and values. During Corporate Orientation, you will also learn

important material about: fire safety, disaster management, patient & family rights, confidentiality,

infection control, environmental safety, and using information technology at HMC.

Your Corporate Orientation Date is:

Your Orientation PartnerHMC recognizes starting a new job can be both an exciting and daunting experience for an

employee. Therefore, HR commits to assigning you an orientation partner for your orientation

period, which lasts for the first 90 days of your employment.

You will meet your orientation partner during your first week of work. Your orientation partner is

someone to whom you can go to for help at any time. Feel free to ask this person any question you

wish. If he or she does not know the answer, your partner will do his or her best to find it for you!

Your Orientation Partner is:


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Getting Started:Staff Clinic Appointment for Overseas Employees

Hamad Medical Corporation (HMC) requires all overseas employees to attend the staff clinic within

the first few days of arrival in Doha to confirm fitness to work. If you are a local hire, you should

have visited the staff clinic before your starting date.

Staff Clinic Forms

If you are an overseas employee, recruitment will help you obtain the necessary MedicalExamination Form for your clinic visit. This paper is your pass into the staff clinic for an

appointment, so be sure and bring them when you go to the clinic.

Staff Clinic Appointment

Staff clinic arranges your appointment time. The time and date of your appointment will be noted

on the white clinic appointment card. Please do not be late for your clinic appointment, as the staff

clinic is very busy each day. When you arrive to the clinic, make sure to sign in and hand your white

clinic appointment card to the receptionist at the front. Handing your card over to the receptionist

will ensure your place in line.

Once inside the clinic, a nurse and a physician will quickly evaluate your medical fitness. Your exam

will include giving blood and urine samples and receiving a Tuberculosis (TB) skin test.

Additionally, you will visit the radiology department for a chest x-ray, the ENT department to have

your ears, nose, and throat checked, and the ophthalmology department to receive your eye

examination.

Because of the different departments involved in the medical examination process, the process may

take one to three days to complete.

If you have any questions about your staff clinic appointment, please contact your immediate

supervisor.

If you are an overseas employee, your

staff clinic appointment date is:


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Getting Started:Building Tour and HR Team Introductions

Your supervisor is responsible for providing a building tour and team introductions during your

first week of orientation. The objective of the building tour is to ensure your colleagues welcome

you into the department and you know where all of your resources are in the building. Your Day 1

schedule includes the building tour, which you must complete the first week of your arrival.

The Main Human Resources (HR) Building Tour

On your building tour you will know where:

To park your car

To place outgoing mail

To find the washroom

To find the copy machine and shared printers

To find where HR posts staff notices

To find the kitchen

To find the location of emergency exits

To find the location of fire extinguishers

To find the location of the timeclock

As you move through the building your supervisor will introduce you to the various HR sections,

including:

Reception

Recruitment

Travel

HR Administration

Compensation

Manpower


Qatarization

Executive Offices and HR Leadership

Some HR sections are located outside the main building. These sections include:

Student Coordination

Training and Education

Immigration

Housing

English Language Training

The File Room


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Your supervisor will schedule your building tour on your first day in the department. Please keep

the following list of key contacts for future reference.

Department Key People to Know Phone Number

Reception

Recruitment

Travel


HR Administration

Compensation

Manpower

Training & Education

Credentialing & Licensing

Qatarization

Immigration

Housing


File Room

Executive Directors Office

HR Leadership Team

Assistant Executive Directors


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Getting Started:The Human Resources Department

Human Resources (HR) Reception

Located on the ground floor, the reception is responsible for assisting visitors with general

questions, receiving requests for employment certificates, and distributing certificates.

Recruitment

Located on the ground floor, the recruitment section is split on two sides:

Reception - HR staff receive CVs and applications here, as well as make identification cards.Several staff in this section also perform recruitment filing activities.

Recruitment offices - HR staff coordinate the activities that are required to find and select

candidates here. These staff are responsible for coordinating the job postings, advertisements,

offers, and contracts.

Travel Offices

Located on the ground floor, the travel section is responsible for assisting employees with their

annual ticketing needs. Additionally, these staff work with recruitment to ensure staff arrivals,

reception, and repatriation are coordinated.


Located in the training villa, the student coordinators are responsible for

overseeing the assignment and contract requirements of scholarship students. The student

coordinators can also assist employees with information about scholarships and work placements.

HR Administration

Located on the first floor of the main HR building, the HR administration section is responsible for

coordinating all communications related to employee salary and entitlements. These staff assist

employees by providing the necessary papers for their entitlements such as loans, allowances,

benefits, and many other items. The HR administration is also responsible for producing all

employee certificates such as salary and service certificates.

HR Policy Manager

Located on the first floor of the main HR building, the HR policy manager oversees all HR policies in

accordance with the HR bylaws and HMC policies.

Reward & Performance

Located on the second floor of the main HR building, the reward & performance section manages

manpower and promotion. Compensation analysts are responsible for maintaining data on job

descriptions, salaries, and entitlements. Manpower staff are responsible for maintaining the

manpower post and budget and administering promotions and transfers.


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Training & Education

Located in the training villa, the training and education section is responsible for assisting employees

with professional growth opportunities. This section is responsible for coordinating the training and

education offerings and programms for staff.


Located on the second floor of the main HR building, the credentialing and licensing section is

responsible for verifying nursing and allied health staff credentials and licensing to ensure HMC

provides the most qualified staff to care for patients.

QatarizationLocated on the second floor of the main HR building, the Qatarization section is responsible for

working across the organization to facilitate Qatari professional growth and development.

Immigration

Located across the campus, the immigration section is responsible for coordinating all governmental

requirements for non-Qatari staff and their families. This section is responsible for CID clearance,

work visa processing, resident visa processing, and exit visa processing.

Housing

Located across the campus, the housing section is responsible for coordinating all requirements for

staff entitled to a living accommodation. The Housing section is also responsible for contractingwith local landlords to ensure the supply of housing and maintenance meets HMC needs.


Located in the Education Center, the English language training section is responsible for assisting

employees who wish to take English classes. The section provides employees an opportunity to sit

for a placement exam. The placement exam benchmarks employees to a class for their current level

of English proficiency. Once benchmarked, the students will be assigned a class to take to improve

their English language skill.

The File Room

Located in the old HR building across the campus, the file room contains all staff personnel files.

With 17,000+ current employees, the file room is a significant and important part of our day-to-

day operations. HR stores employee files in the file room until needed elsewhere in the department.

Once staff recognize a need for a file, the staff will send for the file and it will be brought to the

department.


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Getting Started:For Qatari Employees

Human Resources (HR) fully commits to Qatars vision for growth and development, including

providing employment and professional development opportunities for Qatari nationals.

The Director of Qatarization will invite Qatari employees in the department to an introduction

meeting during the orientation period. The purpose of this introduction is to welcome Qataris to

Hamad Medical Corporation (HMC) and discuss ways HR can ensure Qataris have a life-long career

at HMC with many training and development opportunities.

Qatari Career Development

Our vision for Qatari career development includes:

Helping Qatari nationals define their career objectives and completing a personal development

plan

Providing Qatari national opportunities to develop their knowledge through exciting job

placement, coaching, and mentoring

Recognizing Qatari nationals through timely performance management and educational

scholarships to continue advancing academically

Qataris employed in the HR department will be asked to formalize an HR career development plan

with the Director of Qatarization so the leadership can best support Qataris in professional

development.

The Qatari HR Career Development Plan includes the following:

Career Objective Qualified Training Programs Professional Development

HR Generalist Employee Focused Service CIPD Qualification, or equivalent

HR Specialist Specialty Knowledge & Evidence Professional Association Membership

Based Practice

HR Management

Interdisciplinary Teamwork &

Career Experience Communication Academic Development

Innovation & Quality Improvement

Job Rotation Plan

Technology & Informatics

Shadowing

Continuous Learning & Development

Mentor

High School to Diploma

High School to Bachelors Degree

Diploma to Bachelors Degree

Bachelors Degree to Masters Degree

Masters Degree to Doctorate Degree

HR conducts the Qatari HR Career Development Plan through the life of the career in accordance

with all established HMC policies/bylaws and governmental directives. The goal of the plan is not

to complete all elements quickly. Rather, the goal is to develop professionally through meaningful

participation in the development plan.


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I have seen so manygood deeds- peoplehelped, lives improvedbecause someone cared.

Do what you can to

show you care aboutother people and youwill make our world abetter place.

Hamad Medical CorporationInformation


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Hamad Medical Corporation InformationFire Safety and Security

During your Corporate Orientation Programme, you will receive detailed information about fire

safety and security precautions. For the purpose of your employment in the Human Resources (HR)

department, it is important that you remember the following:

The location of fire extinguishers

The location of emergency exits

What to do in the event of a fire

If you discover a fire, RACE.

R - Raise the alarm, call the Telephone Control Room at 2333 to report a code red

A - Assist the with the evacuation of patients, employees, and equipment

C - Close doors and windows

E - Extinguish the fire only if it is safe and you are confident to do so

Remember, the Security Department is available 24 hours a day. The security staff can help with

access to the HR building and other security issues. The Security Department can write incidentreports and will respond to emergencies.

The HR security desk is at the ground-floor entrance of the main HR building. If you need additional

help, please call 439 2441 or 439 3294 for security.


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Hamad Medical Corporation InformationQuality Improvement Process

Hamad Medical Corporation (HMC) commits to continuous improvement in workflow processes

that improve service delivery and outcomes. To that end, HMC uses the FOCUS-PDSA process

improvement methodology.

Appropriate application of customer and process knowledge are the base of process improvement.

HMC bases its process improvement model on the scientific method for problem solving and uses

a framework to review and improve processes. The aim of this model is to guide process changes

that benefit our customer - both patients and employees alike.

The Process Improvement Methodology is: FOCUS.

F - Find a process to improve

O - Organize an improvement effort

C - Clarify the current process

U - Understand process variation

S - Select improvement strategies

The Change Methodology is PDSA.

P - Plan the change

D - Do or implement the change

S - Study the results

A - Act upon the data to reinforce or modify the change

In the Human Resources (HR) Department, we believe we must be innovative and change to meet

the continuing demands of our business. We believe the following things about change and

improvement:

What gets measured gets improved

When patterns are broken, new worlds emerge

Change what needs changing, not only what is easy to change

Effective change requires everyones participation and commitment

We are beginning to use a team-oriented approach to change. We believe the best knowledge

keepers about the work are the people who do the work. Therefore, employees at every level

should participate in change efforts and offer up their ideas for improvement. Please share your

ideas for change with your immediate supervisor, teammates, or anyone on the HR leadership team.


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Hamad Medical Corporation InformationThe Journey to JCI Accreditation

In 2003, Hamad Medical Corporation (HMC) set itself a goal to achieve international recognition

as a quality service healthcare provider. The measure was to be the achievement of accreditation

for facilities by a recognized standards agency. Accreditation is a voluntary, visible commitment to

safe and effective patient care processes that lead to quality care and optimal patient outcomes and

reduce risks to staff.

HMC leadership selected the international version of the American-based Joint Commission

Program (JCI), and years of dedicated work began to achieve the prestigious JCI Accreditation.

In January 2007, this hard work was rewarded when all 5 HMC hospitals were accredited, making it

the first hospital group in the Middle East to have all of its facilities accredited simultaneously.

Accredited hospitals must be reaccredited every three years. Continuing the path of excellence,

all HMC hospitals received re-accreditation in 2009. Additionally, HMC became the first healthcare

provider in the Middle East to receive JCI Accreditation for its Home Healthcare Services.

Human Resources (HR) has a very important role in maintaining the Corporations JCI Accreditation.Working together as a team, human resources has established daily work processes that support

the Staff Qualifications and Education (SQE) standards. The purpose of these standards is to ensure

that HMC has:

Appropriately selected and recruited the most qualified staff

Verified staff credentials and licensure

Oriented the staff to the organization

Supported the staff in training and education

Evaluated the staff on their performance

HRs role as the keeper of the personnel file is an important one. We all must continually maintain

proper employee documentation in the file. Proper documentation helps HMC provide, at any time,

evidence of meeting the JCI standards.

For more information about JCI or the SQE standards, please see your immediate supervisor or HR

Development.


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All of us can take steps -no matter how small andinsignificant at the start -in the direction we wantto go.

Human Resources DepartmentInformation


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Human Resources Department InformationPersonnel File Policy

The personnel files maintained by Human Resources (HR) are very important to our work.

We must keep personnel files in an organized manner and be able to locate them quickly. Many

people within our department will need to use the file at one time or another. Therefore, it is very

important you read and understand the Personnel File Policy (HR 3029). You can read the policy

online at the Hamad Medical Corporation (HMC) Intranet. Please read it and the highlights listed

below.

The purpose of the personnel file policy is to ensure that the Corporation handles all personnel and

job-related information about employees in a secure, confidential, and appropriate manner, in

accordance with Joint Commission International (JCI) standards.

The personnel file includes information regarding an employees:

Personnel Information, including:

- Job Description

- Initial Skills Assessment

- Performance Evaluation(s)

- Education & Qualifications- Primary Source Verified

- Licensures - Training for their Job (Life Support, etc.)

- CV

- References

Salary and Benefits Information

Leave Entitlements

Disciplinary Actions

Employment Contract

It is the policy of HMC that in collecting, maintaining, and disclosing personnel information, the

Corporation makes every effort to protect employees privacy rights and interests and prevent

inappropriate or unnecessary disclosures of information from an employees file.

The storage of the personnel file must be kept secure at all times. The personnel files are accessible

only to authorized staff, administrators, managers, and supervisors who have a valid need to obtain

specific information from an employees personnel record.

All personnel files and records are to remain in the department at all times.

If you have questions about the personnel file policy, please see your immediate supervisor.

Please sign the HR confidentiality agreement and return it to your supervisor.


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Human Resources Department InformationData Integrity Protocol

The Human Resources (HR) department maintains a Human Resources Information System (HRIS)

so we may quickly find and use employee data that is necessary in our work. The key to a good

HRIS is making sure our data has integrity - meaning our data is correct and timely.

To that end, the department has established an internal departmental protocol - The HR

Department Data Integrity Protocol.

The purpose of the protocol is to outline the expectations for keeping the HRIS data current and

accurate. The protocol defines data as any employee demographics and or financial related

information (i.e, salary and benefits entitlements).

Staff are responsible for complying with the protocol. Additionally, HR expects employees to do

their part, within their system security limits, to maintain the data in a timely manner before

producing written documents using the data. All employee knowledge of HR-related information

must be kept confidential.

Confidentiality Agreement - Upon hire, your supervisor will require you to sign the confidentiality

agreement provided by the department. Any situation of inappropriate data disclosure can be seento violate the agreement. HR will investigate inappropriate data disclosures. If the investigation

produces a negative finding, the employee will be educated and disciplined in accordance with the

discipline process up to, and including, termination.

Data Upkeep Process - Your job may require you to maintain our HRIS data by updating required

information and/or changes into the database. Your immediate supervisors will explain if these

responsibilities are part of your job. If your responsibilities include inputting data into the HRIS, you

must input the information into the system before producing a letter of confirmation for any use.

Audit Procedure - Both the HR and Internal Audit Departments routinely audit the HRIS data to

ensure that HR staff maintain the necessary and appropriate data updates. Additional or repeated

protocol violations may include disciplinary action for those violating the protocol.

Please sign your confidentiality agreement and return it to your supervisor.


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Human Resources Department InformationRequest for Leave

Hamad Medical Corporation (HMC) provides permanent staff with a paid leave benefit. Your

employment contract will provide the specifics of your leave entitlement. We believe it is important

that you take your leave so you have time to rest, relax, and enjoy your family. Resting leaves you

better prepared to continue the work ahead.

You are entitled to your paid leave at the completion of your 90-day probationary period if your

employment contract is under the Human Resources (HR) Management Law (8)/2009

You are eligible for paid leave after the completion of ten (10) months service to the Corporation

if your employment contract is not under the HR Management Law (8)/2009. If you wish to take

leave before that time, you must take leave without pay.

Requesting Leave:

You must complete the Leave Request Formin advance to request your leave benefit. If your

immediate supervisor does not readily have a form, you can obtain one from the Executive

Directors office. Once you complete the top part of the form, please give it to your immediate

supervisor for approval. Your supervisor will then send it onward for processing.

Additional details are available in the HR policies found on the intranet - Request for Planned Leave(HR 3054) and Request for Emergency Leave (HR 3053)

Returning from Leave:

Once you return from leave, you must complete the Return From Leave Formto document your

return to work. If your immediate supervisor does not have a form readily available, you can obtain

one from the Executive Directors office. Once you complete the form, please give it to your

immediate supervisor for approval. Your supervisor will then send it onward for processing.


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Human Resources Department InformationOvertime

As with any business, there will be occasions in which everyone will have to help beyond the normal

working hours to accomplish a major task. However, in Human Resources (HR), we believe it is

important for you to spend time with your families and take time to rest and relax. We do not

support the use of overtime for extended periods.

It is the policy of the department that overtime is not an entitlement. It is only used in severe cases

of workload demand that have the potential to stop the departments operations. Therefore, beforeyou work overtime, you must have a written approval from your immediate supervisor in advance.

Reasons for overtime approval may include:

The individual requesters backlog

Assisting another staff member with his/her backlog

Covering for another staff members leave

Helping the individual requester prepare for leave

Computer system downtime

A new assignment/special project/management request

If you need to request overtime, please complete the Department Overtime RequestFormandsubmit it to your immediate supervisor for approval. Additionally, supervisors may reques

employees to work overtime if necessary. In rare cases, overtime is required by management. In

that case, overtime shall be a condition of employment and refusal to accept it when reasonable

notice has been given is cause for discipline, up to and including termination.

If your overtime is approved, it is the policy for Hamad Medical Corporation (HMC) to determine

overtime payment eligibility in accordance with the HMC bylaws.

If you have further questions, please see your immediate supervisor.


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Human Resources Department InformationSick Leave

Hamad Medical Corporation (HMC) provides permanent staff with a paid Sick Leave benefit in

accordance with the Human Resources (HR) Bylaws. You can avail the sick leave benefit after 90

days of employment, provided you follow the proper procedure. Sick leave without pay is available

to employees still in the probationary period. Should you take sick leave without pay during the

probationary period, this time does not count toward the probationary period completion.

For employees under the HR Bylaws, you may take 15 days of sick leave per year. For employeesunder HR Management Law (8)/2009, you are entitled to sick leave of not more than 3 working

days at a time for a maximum of 10 working days per year. For leave in excess of the entitled, there

are strict rules regarding salary and allowance payments that you will need to discuss with your

supervisor.

The definition of sick leave is any approved absence from work because of a natural or professional

(industrial) disease or accident.

Requesting Sick Leave:

To receive sick leave you must go to the staff clinic, the day of your sick leave. You should take the

approval of your supervisor on the Sick Leave Form before going to the staff clinic. In the eventthat you go to the staff clinic directly from your home, the staff clinic will give you the Sick Leave

Form. The doctor at the staff clinic will indicate the number of days you may take for sick leave.

Bring that paper with you when you return to the department and give it to your immediate super-

visor for processing.

If you seek medical care outside of HMC, you should also bring a sick leave form from your health

care provider. The outside form must include the official stamp of the healthcare provider.


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Human Resources Department InformationIdentification Card (ID)

Hamad Medical Corporation (HMC) requires every employee in the corporation to wear an HMC

identification (ID) card.

The purpose of the ID card is so staff and patients know the identities of their colleagues and care

providers. As part of Human Resources (HR), we should set the example for employees to wear

their ID card. Additionally, wearing your ID card is also a JCI requirement.

Obtaining Your ID Card:

On your first day, you will receive an HMC ID Card with your name, title, picture, and corporation

number. This badge must be worn visible, at all times, to be in compliance with the Employee ID

Card Policy HR 3010.

Replacing Your ID Card:

If you lose your ID Card, please complete the form available at reception for a new ID Card as soon

as possible. The cost of a replacement ID Card is QR50. HR will deduct QR50 from your salary at

the time your replacement card is made. You can collect your replacement card from the reception

desk.


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Human Resources Department InformationYour Probationary Period

We welcome you to the Human Resources (HR) department and hope to provide you with as much

support as possible to make your first few days successful. As a new employee, your first 90 days

are your probationary period. During these 90 days you will learn more about the HR department

and settle into your job.

While we know you wish to do the best job possible, sometimes mistakes happen. That is ok. Your

probationary period is for you to learn about the department and your job as your team learns aboutyou.

What you should expect in your first 90 days:

To complete your Corporate Orientation Programme

To undergo your initial skills assessment to document your performance over the first 90 days

To review your job description with your supervisor. The job description will outline your

accountabilities in the job.

To learn about the department, its goals and how you can contribute

You can use the following table to help guide you these first 90 days.

Month 1 (Days 1-30) Month 2 (Days 31-60) Month 3 (Days 61-90)

Goals and Objectives Understand the Work with your Review your goals as

departments vision, supervisor to develop necessary

mission, values your work goals for the

Know the departments year

goals

Skills and Knowledge Review your job description Begin to develop goals Review your initial skills

Identify development needed to improve your HR assessment with your

to ensure success knowledge supervisor

Complete Corporate Review HR policies,

Orientation protocols and procedures

Processes and Methods Watch your teammates do Identify processes for Start to work alongside with

the work and learn from them improvement others who do work like

Understand who owns which Join teams working on yours

processes improvement efforts

Understand task due dates

Feedback Ask questions to ensure you Ask yourself: Are you Are you giving feedback to

are receiving feedback getting enough timely your team?

feedback? If not, ask Compare your initial skills

more questions! with your expected

assessment performance


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Human Resources Department InformationPerformance Management and Promotion

Our commitment to you as a Human Resources (HR) employee is to provide you with an

environment that will allow you to put forth your best effort in your work. We believe in two-way,

ongoing communication and feedback about your performance.

The purpose of performance management is to align staff performance to organization objectives

through a process, which provides the opportunity for ongoing communication between a

supervisor and their employee regarding job performance. Through this process we expect to

promote more effective job performance and on-the-job training and development.

While you will receive ongoing communication from your supervisor about your performance, you

will also have two formal opportunities for feedback:

Initial Skills Assessment - Your supervisor shall conduct your initial skills assessment at the end

of your first 90 days to discuss your probationary period performance. This is a formal time to

ask questions about your job, your roles and responsibilities, and your accountabilities.

Annual Evaluation- Your supervisor shall conduct your annual evaluation to ensure you aremeeting the expectations stated in the job description. This evaluation will occur at least once

per year. The assessment will provide a review of strengths and opportunities for improvement,

potential advancement opportunities, career development, and training.

HR employees who show significant contribution and excellent performance in their jobs are eligible

for promotion.

Hamad Medical Corporation (HMC) has a Promotions Policy (HR 3032) that guides the overall

promotions process. For employees governed by the HR Management Law (8)/2009, HMC

conducts promotions in line with the requirements for promotion outlined in this Law.

If you and your supervisor mutually agree on the time for you to go for promotion, a file will be

made for you with evidence of your performance, credentials, and additional training

accomplishments. We encourage you to discuss your career aspirations with your immediate

supervisor so we can identify opportunities in which you can grow and develop for a lifelong career

at HMC.


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Human Resources Department InformationEmail and Internet Use

Our work in Human Resources (HR) is increasingly dependent upon technology and we commonly

use e-mail for communication with people both within and outside Hamad Medical Corporation

(HMC). You will receive access to the e-mail system Microsoft Outlook and, if required, Internet

access. Please be advised that e-mail and Internet use on the Corporations systems is for business

purposes only.

The Corporation has outlined an E-mail Use Policy (OP 4013) to describe the philosophy of

approved e-mail use. HMC encourages the use of the email system to promote efficient and

effective communications in the course of conducting HMC business. The e-mail system and

electronic communications are HMC property, and their primary purpose is to facilitate HMC

business.

Users have the responsibility to use HMC communication systems in a professional, ethical, and

lawful manner. Every user has the responsibility to maintain and enhance HMCs public image and to

use HMC e-mail, the Internet, SMS services, and other electronic communications in a productive

manner. Please remember, these electronic communication mechanisms may be subject to

discovery in an investigation or legal review. Colleagues should avoid saying or using anything that

might appear inappropriate or might be misunderstood by a reader.

You may only transmit sensitive HMC or employee information, patient identifiable information, or

confidential information via HMCs internal email systems to users who are authorized to access the

specific information.

Activating Your E-Mail Account and Internet Access

During your first week, you will need to complete the HIS User Creation Formavailable from the HIS

Gate for an e-mail account and system sign-on. Depending on your role and responsibilities, you

may receive Internet access. Your immediate supervisor can help you complete the form.

If you need access to the HRIS or other data systems because of your job requirements, such as the

travel or housing system, you will need to complete the HIS Application Access Formavailable from

the HIS Gate.


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Human Resources Department InformationContinuing Education and Development

Hamad Medical Corporation (HMC) commits to providing opportunities for employee growth and

development. Many educational opportunities exist within the Corporation for programs aimed

at furthering professional development . We encourage you to speak with your supervisor about

programs that interest you.

After discussing your interest with your supervisor, your supervisor is the best person to help you

gain approval to enroll in the programme. Your supervisor can also help you coordinate thepaperwork necessary for enrollment.

For Qatari nationals, we encourage you to speak with your supervisor and the Director of

Qatarization to discuss your career goals. HMC strongly supports continuing educational and

professional development of Qataris. The Director of Qatarization has insight into a number of

programs offered within the country to help you grow and develop.


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34



Human Resources DepartmentDepartmental Administrative Procedures

Payroll Processes

Hamad Medical Corporation (HMC) is on a monthly payroll cycle. You will see your payroll appear

in your bank shortly before the end of the month. As a new employee, depending on the timing

of your start date, you may have missed the deadline for the payroll run. In this case, your first

months salary will be paid along with the second months salary.

If your supervisor requires you to punch a time card, it is your responsibility to punch your timecard at the start and end of each day. Your supervisor will provide for you a timecard each month.

Please make sure and ask your supervisor if you have any questions about your timekeeping.

Your Workstation

On your first day, you will be shown your work station. At that time, you should also receive your

computer and other supplies to do your job. Please ensure that your work station is kept tidy and

keep papers in a confidential manner. If you need help keeping papers and records confidential,

please see your supervisor.

Computer Hardware and Software Use

All computers and software must be used for the purposes of HMC business only. Inappropriate use

may expose HMC to risks including virus attacks, compromise of network systems and services, and

legal issues. We encourage you to become familiar with the Acceptable Use Policy (OP 4101) that

outlines the user guidelines for computer and software use. This policy is available on the Intranet.

E-mail Use

HMC encourages the use of the e-mail system to promote efficient and effective communications

in the course of conducting HMC business and should be used in an professional, ethical, and lawful

manner. We encourage you to become familiar with the E-mail Use Policy (OP 4013) that outlines

the user guidelines e-mail use. This policy is available on the Intranet. To get access to e-mail, your

supervisor will need to sign for your user creation on the HIS User Creation Request Form, which isavailable on the Intranet/HIS Gate.

Information Security

It is essential that all staff protect HMC data and prevent the misuse of HMC data. We

encourage you to become familiar with the Information Security Policy (OP 4086) which outlines

the user guidelines information security. This policy is available on the Intranet.


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Intranet and Internet Use

HMC Internet and Intranet use should be for business purposes only. We encourage you to become

familiar with the Intranet Use Policy (OP 4087) and the Internet Use Policy (OP 4019) which

outlines the user guidelines for Intranet and Internet use. These policies are available on the

Intranet.

Password Policies

Your have been given a HMC password to prevent episodes of hackers from impersonating users

and therefore avoiding the loss, exposure, or corruption of sensitive HMC information. It is essential

that you do not share your HMC computer password(s). We encourage you to become familiar with

the Password Policy (OP 4105) that outlines the user guidelines for password use and maintenance.This policy is available on the Intranet.

Obtaining Office Supplies

The department will ensure you have the basic supplies you need to be effective in your work. Feel

free to ask your supervisor how to obtain supplies, or ask one of the department aides to bring

you the supplies. Common supplies we keep in the department include: pens, pencils, note pads,

folders, post-its, paper clips, staplers, and tape. If you need something that we do not have in the

department, please ask your supervisor about ordering the item.

Sending and Receiving Mail

Human Resources (HR) desires to move toward paper-lite processes. Therefore, we encourage you

to use e-mail as much as possible to conduct your work. In the event that you need to send paper

mail, please ask your supervisor for yellow inter-office envelopes to help keep these items confi-

dential. For important mail, you can request that the receiver sign for the item. A logbook is kept in

each department for signature-request mail. Please ask your supervisor the location of the logbook

and the mail drop.

Your Telephone Number

When you are shown your work station, you will also receive your telephone number. It is

important that you answer the telephone to assist your customers by the 3rd ring. There is a

reason your phone rings: someone needs your help. Please do all you can to ensure that yourtelephone is answered in a timely manner. This will help raise the level of satisfaction with the HR

Department.

Working Hours

The HR Department works from 7:00AM 3:00PM straight through the day. Leaving the office

without permission from your supervisor is strictly not allowed.

In the event that you need to work overtime that has been pre-approved, your supervisor will

advise you of the best timing to accomplish the overtime - either at night or on the weekend.


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How to Book the Conference Room

At the current time, the Conference Room schedule is maintained by the Executive Directors office.

Either of the secretaries can assist you in reserving the room. We encourage you to work in teams

for improvements and projects, and the conference room is a great place for your team to meet.

Employee ID Cards

As described elsewhere in this manual, it is the policy of HMC that all employees must wear the

employee ID card. If you have lost your card, it is your responsibility to request a replacement

through the Intranet. It is important that all customers know you are an HR staff member, so please

make sure to wear your ID Card.

English Language Training Assessment

The official language of HMC is English, and with over 70 different nationalities of staff in the

Corporation it is important that all staff are able to communicate effectively in English. If you feel

you need further English Language skills, please see your supervisor about sitting for the English

Language Training Assessment. The HR Department- English Language Training Section coordinates

English language assessment. Upon sitting for the assessment, you will receive a score for your

current English proficiency. The Manager of the English Language Programme will benchmark your

score allowing us to determine which type of English training you need.

Receiving Keys

If your work station requires a key, you will receive your key from the Executive Directors office on

your first day. You will sign for the key and are expected to keep the key in a safe manner so that it

is not lost.

Ordering Business Cards

If your position requires you to have a business card, you may order the cards during your first week

through the Executive Directors office. All orders must be in compliance with business card policy

that outlines the requirements. A purchase order must be signed by the Executive Director allowing

the expense of the cards.


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Let no one ever cometo you without leavingbetter.

Your Role andResponsibility


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Human Resources DepartmentYour Role and Responsibility

Your Job Description and Performance Evaluation

On your first day, you will review your job description with your supervisor. It is important that you

understand the accountabilities for your job. Your supervisor will ask you to sign your job

description so that it is documented you understand the job.

Your job description will also be the basis for your supervisor to make decisions about your

performance. Each year you will receive a performance evaluation that measures your performanceto the accountabilities listed in your job description.

Your Job Schedule and Timing

Human Resources (HR) operates from Sunday - Thursday, 7:00AM - 3:00PM. Hamad Medical

Corporation (HMC) expects you to be punctual and on time for your job.

In the event that you need to be absent, it is best that you schedule your leave in advance. In the

event that you cannot schedule your leave in advance, you must call into the Executive Directors

office by 8:30AM the morning of your absence. The number to call in for an emergency absence is

439 1901.

Overtime must be approved by your supervisor using the Request for Overtime Formin advance.

Sectional Competencies

Your supervisor will provide you with a competency worksheet during orientation. This competency

worksheet serves to help the supervisor evaluate your initial performance during the probationary

period. Each Human Resources (HR) section is responsible to measure new staff performance

during the first 90 days using a competency assessment tool.

The competency assessment tool shall note areas where you are competent at the tasks required of

the job. If there are cases where you have not yet reached competency, your supervisor will help

your develop with a specific action plan.

Your First 90 Days

Again, we are very excited you have joined the HR department. Welcome!

We recognize your first 90 days will be a fun, new experience for you. We are here to help in any

way you need. You will receive an evaluation during your first 90 days so we may understand where

we need to help you continue growing and developing in your job. Your supervisor will complete an

initial skills assessment at the end of the probationary period (the first 90 days) and this

assessment will be a part of your permanent employee file.

We are here to help and wish you a successful career at HMC!


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EMPLOYEE INFORMATION

Name: Corporation Number:

Start Date: Job Grade/Title:

Assigned Section: Reporting Manager:

FIRST DAY

Provide employee with New HR Department Employee Manual Assign a new orientation partner to answer general questions.

Receive Corporate Orientation date* Receive Staff Clinic appointment card (if necessary)

CORPORATE INFORMATION & POLICIES

Review corporate Corporate Information Key Policies & Department Protocols information HMC Vision, Mission, & Values Personnel File Policy Fire Safety Data Integrity Protocol Quality Improvement Process Dress Code Policy Understanding JCI Uniform Protocol Review key policies HMC Corporate Organizational Chart Request for Leave

Sick Leave Performance Management & Promotion Disciplinary Policy Review bylaws, E-mail and Internet Use if required

ADMINISTRATIVE PROCEDURES

Review general Locate office/desk/work station Picture ID badges administrative Mail (incoming and outgoing) Office supplies procedures. Telephone number Receive keys (if necessary) Building operating hours Business cards (if necessary) Booking a conference room Payroll process

INTRODUCTIONS AND TOURS

Give introductions to department staff and key personnel during tour. If Qatari, schedule meeting with Director of Qatarization. Tour of department, including: Restrooms Bulletin board Emergency exits

Mail drops Parking Fire extinguishers Copy machines Printers Time clock Fax machines Kitchen

POSITION INFORMATION

Introductions to team/section. Review initial job assignments and first 90 day plan.* Review job description and performance expectations and standards.* Review job schedule and hours. Review payroll timing and time cards. Determine need for English Language Training through Placement Exam.

COMPUTERS

Hardware and software reviews, including: E-mail Microsoft Office System Databases Intranet Data on shared drives Internet

IMPORTANT FORMS*

Corporate Orientation Date AcknowledgementInitial Skills AssessmentJob DescriptionConfidentiality AgreementUser Creation Form for EmailApplication Access Form for HR Systems

By signing below, I agree I have received and reviewed the HR Department Orientation Manual and agree to the

information contained therein.

Employee Signature: Corporation Number:

Human Resources Department Orientation Manual Acknowledgement


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Documents

HMC Orientation Book