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JOB ANALYSIS & DESCRIPTIONS

FOR EMPLOYEES OF A
SECONDARY LEVEL EYE CARE CENTER.

A Project submitted in partial fulfillment of the requirement for


the Masters Program in Hospital Administration

Dr Santosh Moses

Administrative Staff College of India-


Hinduja Institute of Healthcare Management
Center for Management Education,
College Park Campus,
Rd # 3, Banjara Hills, Hyderabad- 500034

Name:
Designation:
Organization:
Address:
CERTIFICATE

This is to certify that Dr Santosh Moses has completed the project


entitled ‘Job Analysis & Descriptions for employees of a Secondary
Level Eye Care Center’ in partial fulfillment of the requirement for the
award of Masters in Hospital Administration from ASCI - Hinduja
Institute of Healthcare Management, Hyderabad.

This is his bonafide work, carried out under my guidance and


supervision and does not constitute part of any material submitted for
a Masters Program here or elsewhere.

Place:

Date:
RELEVANCE:

An estimated 180 million people world wide are visually disabled; 40 million of

whom are blind. Eighty percent of this blindness is avoidable since it could have

been prevented or controlled. Blindness and blinding diseases achieve the highest

prevalence in developing countries, which are economically disadvantaged and

whose populations lack basic eye care services. Inadequate manpower for service

provision at all levels continues to be a major contributory factor to this high

prevalence particularly in developing countries. Many of the countries now

recognize the need to train various cadres of mid – level eye care personnel in view

of the dearth of, and maldistribution of ophthalmologists. Cross – functionality and

multi tasking become the key to delivering quality eye care services in the

underserved areas. VISION 2020 Right to Sight Initiative, which is a global

organization working for the elimination of avoidable blindness by the year 2020

seeks to address these problems and includes three major components for action

besides the overarching components of advocacy and resource mobilization as

follows.
¾ Disease control activities

¾ Human Resource Development

¾ Infrastructure and Appropriate Technology development.

There is a need to recognize appropriate and adequately trained human resources as

the core component in the prevention, treatment and rehabilitation of avoidable

blindness as envisaged in VISION 2020.

The Human Resource development component would address the planning, training,
deployment, supervision and career structure of eye care personnel as local conditions
dictate. The challenges are to deliver maximum output with minimum well trained and
well motivated staff and to ensure their equitable distribution between urban and rural
populations.
Operation Eyesight Universal which is a member of the International Agency for the

Prevention of Blindness and also a founding member of the VISION 2020 Right to Sight

Initiative strongly believes in the VISION 2020’s 3 major components and goes a long

way in implementing those strategies in the 23 partner hospitals in which they operate in.

In the area of Human Resources Development Operation Eyesight is collaborating with

L.V.Prasad Eye Institute, Hyderabad in providing all the required training needs for the

employees of its partner hospitals.

Operation Eyesight Universal funds atleast 25-30 trainees from the partner hospitals to
acquire skills and training at L.V.P.E.I.

A readily available Job Description manual which will be utilized by the partner hospitals

will go a long way in the hospitals understanding the roles and responsibilities of each

employee of the hospital and the necessary skills which need to be honed at L.V.Prasad

Eye Institute with the help of Operation Eyesight Universal


GOAL:

To identify and determine in detail the particular job duties and requirements and the
relative importance of these duties for a given job.

OBJECTIVES:

To Determine:

¾ Purpose-the reason for the job.

¾ Essential functions-the job duties which are critical or fundamental to the


performance of the job.

¾ Job setting-the work station and conditions where the essential functions are
performed.

¾ Job qualifications-the minimal skills an individual must possess to perform the


essential functions.
SUMMARY OF METHODOLOGY:

Several methods have been individually or in combination. These include:

¾ Review of job classification systems

¾ Incumbent interviews

¾ Supervisor interviews

¾ Expert panels

¾ Structured questionnaires

¾ Task inventories

¾ Check lists

¾ Open-ended questionnaires
CHAPTER 1

INTRODUCTION:

Operation Eyesight Universal is the original Canadian response to global blindness. It is


a Canadian International Development Organization dedicated to eliminating avoidable
blindness around the world. Since its beginnings in 1963, Operation Eyesight Universal
(OEU) has brought sight restoring surgery to more than two million men, women and
children, and treated 33 million others for a variety of potentially blinding conditions.
Today OEU works with local partners in India, South Asia, Africa and Latin America to
invest in high quality, comprehensive, sustainable eye care services that improve the
quality of life for individuals, families and communities.

Mission:
To provide international leadership and encouragement in the development and funding
of self-sustaining blindness prevention and sight restoration programmes for those
people in greatest need.

Vision:
That all people of the world may enjoy the gift of sight
OEU INDIA:

OEU operates in India through its headquarters located at Hyderabad. At Present OEU
run programmes in 23 hospitals & 4 communities spread across various states in the
country.
Following are the hospitals in which OEU actively runs programmes:

AROGYAVARAM EYE HOSPITAL & CONTACT LENS CENTER


o SOMPETA, A.P.

ASSUMPTION HOSPITAL
o KANHIRAPUZHA, KERALA

CHILD EYE CARE CHARITABLE TRUST


o MUMBAI

GARNETT MEMORIAL EYE HOSPITAL


o METTUPALAYAM ,T.N.

INDORE EYE HOSPITAL


o INDORE, M.P.
JNANA PRABHODHINI TRUST

o PUNE, MAHARASHTRA

LITTLE FLOWER HOSPITAL & RESEARCH CENTER


o ANGAMALLY , KERALA

L.V.PRASAD EYE INSTITUTE


o VISHAKAPATINAM, A.P.

L.V.PRASAD EYE INSTITUTE


o BHUBANESHWAR, A.P.

MAYA DASS SHIV DASS ROTARY EYE HOSPITAL

o KULLU, H.P.

OEU LIONS EYE HOSPITAL


o SHREERAMNAGAR, A.P.

PALAMPUR ROTARY EYE HOSPITAL


o MARANDA, H.P.
PREPARE EYE CARE SERVICES
o SREEPERAMBADUR ,T.N.

RAJAN MEMORIAL TRUST


o JALANDHAR , PUNJAB

ROTARY SUNDER LAL EYE HOSPITAL


o CHANDAUSI , U.P.

SOCIETY FOR HUMAN RESOURCE DEVELOPMENT (SOHARD)

o NIMRANA, RAJASTHAN

SILOAM EYE HOSPITAL


o MADANAPALLE, A.P.

ST GREGORIUS BALAGRAM EYE HOSPITAL


o NIRALGIRI, A.P.

ST JOSEPH HOSPITAL
o KOTHAMANGALAM, KERALA
SILIGURI GREATER LIONS EYE HOSPITAL
o SILIGURI, W.B.

SHROFF EYE CENTER


o NEW DELHI

THAKUR SITARAM SEVAKENDRA HOSPITAL


o MALDA , W.B.

VENU EYE INSTITUTE & RESEARCH CENTER


o NEW DELHI

WEBSTER MEMORIAL EYE HOSPITAL


o GUDALUR T.N.
OPERATION EYE SIGHT - INDIA

GREEN STATES – OEU operating states


CHAPTER 2

JOB ANALYSIS:

“When you hire people that are smarter than you are, you prove you are smarter than
they are.”
- R. H. Grant

Job Analysis is defined as the procedure for determining the duties and skill

requirements for a job.

It also defines the kind of person who should be hired for it.

The main product of Job Analysis is Job Description

All hiring decisions and supervisory evaluations should be made on objective criteria. A

supervisor needs to know each job under his or her supervision, and the qualifications

needed to perform it, to develop objective interview questions and objectively evaluate

an employee s performance. Human resource specialists who are responsible for initial

screening of job applicants and mediating performance appraisal disputes must also

understand the key components of the jobs in their organization.

The Job; not the person An important concept of Job Analysis is that the analysis is

conducted of the Job, not the person. While Job Analysis data may be collected from

incumbents through interviews or questionnaires, the product of the analysis is a

description or specifications of the job, not a description of the person.


Purpose of Job Analysis

The purpose of Job Analysis is to establish and document the ‘job relatedness’ of

employment procedures such as training, selection, compensation, and performance

appraisal.

Determining Training Needs

Job Analysis can be used in training/”needs assessment” to identify or develop:

• training content

• assessment tests to measure effectiveness of training

• equipment to be used in delivering the training

• Methods of training (i.e., small group, computer-based, video, classroom…)


Compensation

Job Analysis can be used in compensation to identify or determine:

• skill levels

• compensable job factors

• work environment (e.g., hazards; attention; physical effort)

• responsibilities (e.g., fiscal; supervisory)

• required level of education (indirectly related to salary level)


Selection Procedures

Job Analysis can be used in selection procedures to identify or develop:

• job duties that should be included in advertisements of vacant positions;

• appropriate salary level for the position to help determine what salary should be

offered to a candidate;

• minimum requirements (education and/or experience) for screening applicants;

• interview questions;

• selection tests/instruments (e.g., written tests; oral tests; job simulations);

• applicant appraisal/evaluation forms;

• orientation materials for applicants/new hires


Performance Review

Job Analysis can be used in performance review to identify or develop:

• goals and objectives

• performance standards

• evaluation criteria

Methods of Job Analysis

Several methods exist that may be used individually or in combination. These include:

• review of job classification systems

• incumbent interviews
• supervisor interviews

• expert panels

• structured questionnaires

• task inventories

• check lists

• open-ended questionnaires

• observation

• incumbent work logs


A typical method of Job Analysis would be to give the incumbent a simple questionnaire

to identify job duties, responsibilities, equipment used, work relationships, and work

environment. The completed questionnaire would then be used to assist the Job

Analyst who would then conduct an interview of the incumbent(s).

A draft of the identified job duties, responsibilities, equipment, relationships, and work

environment would be reviewed with the supervisor for accuracy. The Job Analyst would

then prepare a job description and/or job specifications.

The method that you may use in Job Analysis will depend on practical concerns such as

type of job, number of jobs, number of incumbents, and location of jobs.

What Aspects of a Job Are Analyzed?

Job Analysis should collect information on the following areas:

• Duties and Tasks The basic unit of a job is the performance of specific tasks and

duties. Information to be collected about these items may include: frequency,

duration, effort, skill, complexity, equipment, standards, etc.


• Environment This may have a significant impact on the physical requirements to

be able to perform a job. The work environment may include unpleasant conditions

such as offensive odors and temperature extremes. There may also be definite

risks to the incumbent such as noxious fumes, radioactive substances, hostile and

aggressive people, and dangerous explosives.

• Tools and Equipment Some duties and tasks are performed using specific

equipment and tools. Equipment may include protective clothing. These items

need to be specified in a Job Analysis.

• Relationships Supervision given and received. Relationships with internal or

external people.

• Requirements The knowledge, skills, and abilities (KSA’s) required to perform the

job. While an incumbent may have higher KSA’s than those required for the job, a

Job Analysis typically only states the minimum requirements to perform the job.
CHAPTER THREE

JOB DESCRIPTIONS:

Well-written job description can help create a shopping list of skills to ensure that only

properly qualified candidates with the right training and experience are given

consideration. Once the right person is hired, the job description becomes a valuable

management tool to help set performance expectations and evaluate performance. The

job description process does not have to be a chore!

So the employee says, "Hey, that's not in my job description!" and the manager

responds, "Did you see the part that reads 'other duties as assigned'?" Such are the job

description debates of yesteryear before some progressive HR genius snapped and

started preaching the virtues of job descriptions as a good and versatile management

tool.

It's true that, in the most traditional sense, a written job description will identify a job by

title, essential functions, and requirements. It need not be so limited, however. A well

crafted job description will also relay the knowledge, ability, and skills required to

perform a job successfully.


It will also outline reporting relationships and working conditions. Beyond that it can be

used to set performance management goals, as a transitional tool for return-to-work

programs, for training and employee development purposes, as documentation in

disciplinary matters, as a baseline for reward and recognition standards, to establish

compensation program parameters, and for job function analysis.

Attorneys report that among the eight common hazards in employee relations, the

absence of job descriptions ranks near the top of the list. With the help of technology we

can avoid the mistake of regarding the development of job descriptions as a nuisance.

Look at them more realistically as a necessity in today's complex and litigious HR

environment.
The content of job descriptions should identify and describe:

1. Mental Functions:

a. COMPARING - Judging the readily observable functional, structural, or

compositional characteristics (whether similar to or divergent from obvious

standards) of data, people, or things.

b. COPYING - Transcribing, entering, or posting data.

c. COMPUTING - Performing arithmetic operations and reporting on and/or

carrying out a prescribed action in relation to them.

d. COMPILING - Gathering, collating, or classifying information about data,

people, or things. Reporting and/or carrying out a prescribed action in

relation to the evaluation are frequently involved.

e. ANALYZING - Examining and evaluating data. Presenting alternative actions

in relation to the evaluation is frequently involved.


f. COORDINATING - Determining time, place, and sequence of operations or

action to be taken on the basis of analysis of data. May include prioritizing

multiple responsibilities and/or accomplishing them simultaneously.

g. SYNTHESIZING - To combine or integrate data to discover facts and/or

develop knowledge or creative concepts and/or interpretations.

2. Relations with Others

a. SUPERVISION (given) - Coordinating and directing the activities of one or

more subordinates.

b. SUPERVISION (received) - Independence of actions; authority to determine

methods of operation.

c. NEGOTIATING - Exchanging ideas, information, and opinions with others to

formulate policies and programs and/or jointly arrive at decisions,

conclusions, solutions, or solve disputes.


d. COMMUNICATING - Talking with and/or listening to and/or signaling people

to convey or exchange information; includes giving/receiving assignments

and/or directions.

e. INSTRUCTING - Teaching subject matter to others, or training others

through explanation, demonstration, and supervised practice; or making

recommendations on the basis of technical disciplines.

f. INTERPERSONAL SKILLS/BEHAVIORS - Dealing with individuals with a

range of moods and behaviors in a tactful, congenial, personal manner so as

not to alienate or antagonize them.

g. CONTROL OF OTHERS - seizing, holding, controlling, and/or otherwise

subduing violent, assault, or physically threatening persons to defend oneself

or prevent injury. Body strength and agility of all four limbs is necessary.
3. Physical Demands (strength):

a. SEDENTARY - Exerts up to 10 lbs. of force occasionally and/or a negligible

amount of force frequently or constantly to lift, carry, push, pull, or otherwise

move objects, including the human body. Involves sitting most of the time,

but may involve walking or standing for brief periods of time.

b. LIGHT - Exert up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force

frequently, and/or a negligible amount of force constantly to move objects.

Physical demands are in excess of those of sedentary work. Light work

usually requires walking or standing to a significant degree.

c. MEDIUM - Exert up to 50 lbs. of force occasionally, and/or up to 20 lbs. of

force frequently, and/or up to 10 lbs. of force constantly to move objects.

d. HEAVY - Exert up to 100 lbs. of force occasionally, and/or up to 50 lbs. of

force frequently, and/or up to 20 lbs. of force constantly to move objects.

e. VERY HEAVY - Exert in excess of 100 lbs. of force occasionally, and/or in

excess of 50 lbs. of force frequently, and/or in excess of 20 lbs. of force

constantly to move objects.


4. Physical Demands (movement):

a. CLIMBING - Ascending or descending using feet and legs and/or hands and

arms. Body agility is emphasized.

b. BALANCING - Maintaining body equilibrium to prevent falling on narrow,

slippery, or erratically moving surfaces; or maintaining body equilibrium when

performing feats of agility.

c. STOOPING - Bending body downward and forward. This factor is important if

it occurs to a considerable degree and requires full use of the lower

extremities and back muscles.

d. KNEELING - Bending legs at knees to come to rest on knee or knees.

e. CROUCHING - Bending body downward and forward by bending legs and

spine.

f. CRAWLING - Moving about on hands and knees or hands and feet.


g. REACHING - Extending hand(s) and arm(s) in any direction.

h. HANDLING - Seizing, holding, grasping, turning, or otherwise working with

hand or hands. Fingers are involved only to the extent that they are an

extension of the hand.

i. FINGERING - Picking, pinching, or otherwise working primarily with fingers

rather than with the whole hand or arm as in handling.

j. FEELING - Perceiving attributes of objects, such as size, shape,

temperature, or texture, by touching with skin, particularly that of fingertips.

5. Physical Demands (auditory):

a. TALKING - Expressing or exchanging ideas by means of the spoken word.

Talking is important for those activities in which workers must impart oral

information to clients or to the public, and in those activities in which they

must convey detailed or important spoken instructions to other workers

accurately, loudly, or quickly.


b. HEARING - perceiving the nature of sounds. Used for those activities which

require ability to receive detailed information through oral communication,

and to make fine discriminations in sounds, such as when making fine

adjustments on running engines.

6. Physical Demands (taste/smell):

a. TASTING/SMELLING - Distinguishing, with a degree of accuracy,

differences or similarities in intensity or quality of flavors and/or odors, or

recognizing particular flavors and/or odors, using tongue and/or nose.

7. Physical Demands (vision):

a. NEAR ACUITY - Clarity of vision at 20 inches or less. Use this factor when

special and minute accuracy is demanded.

b. FAR ACUITY - Clarity of vision at 20 feet or more. Use this factor when

visual efficiency in terms of far acuity is required in day and night/dark

conditions.
c. DEPTH PERCEPTION - Three-dimensional vision. Ability to judge distances

and spatial relationships so as to see objects where and as they actually are.

d. ACCOMMODATION - Adjustment of lens of eye to bring an object into sharp

focus. Use this factor when requiring near point work at varying distances.

e. COLOR VISION - Ability to identify and distinguish colors.

f. FIELD OF VISION - Observing an area that can be seen up and down or to

right or left while eyes are fixed on a given point. Use this factor when job

performance re-quires seeing a large area while keeping the eyes fixed.

8. Environmental Conditions and Physical Surroundings - exposure results in

marked bodily discomfort.

a. EXPOSURE TO WEATHER - Exposure to hot, cold, wet, humid, or windy

conditions caused by the weather.

b. EXTREME COLD - Exposure to non – weather related cold temperatures.


c. EXTREME HEAT - Exposure to non – weather related hot temperatures.

d. WET AND/OR HUMID - Contact with water or other liquids; or exposure to

non – weather related humid conditions.

e. NOISE - Exposure to constant or intermittent sounds or a pitch or level

sufficient to cause marked distraction or possible hearing loss.

f. VIBRATION - Exposure to a shaking object or surface. This factor is rated

important when vibration causes a strain on the body or extremities.

g. ATMOSPHERIC CONDITIONS - Exposure to conditions such as fumes,

noxious odors, dusts, mists, gases, and poor ventilation, that affect the

respiratory system, eyes or, the skin.

h. CONFINED/RESTRICTED WORKING ENVI-RONMENT - Work is performed

in a closed or locked facility providing safety and security for clients, inmates,

or fellow workers.
9. Equipment Used:

a. Office equipment such as computer, typewriter, projector, cassette

player/recorder.

b. hand tools (e.g., hammer, shovel, screwdriver)

c. power tools (e.g., radial saw, reciprocating saw, drill, pheunomatic hammer)

d. vehicles (e.g., automobile, truck, tractor, lift)

10. Hazards:

a. Proximity to moving, mechanical parts.

b. Exposure to electrical shock.

c. Working in high, exposed places.

d. Exposure to radiant energy.

e. Working with explosives.


CHAPTER FOUR

JOB DESCRIPTION FLOW CHART:

Determine Essential
Job Functions

Prioritize Essential Job


Functions

Determine Skills, training and


experience necessary to
perform essential functions

Determine physical
requirements to perform job in
typical working conditions

Prepare brief summary


of the position

Assign job title and


position supervisor

Format Job
Description

Assign Pay Grade


Step 1:

Determine Essential Job Functions:

This step takes much more thought than one would think. The "essential functions of the

job" is a key consideration in determining the validity of discrimination complaints. In

addition, defining the essential functions in advance will assist in handling Workers

Compensation or disability insurance issues when an employee is injured and may be

able to return to work early on "modified" or "light" duty. This does not reduce the

importance of any of the other functions of the job. In fact, it is critical to list all the

functions so as to avoid an "it’s not my job" or "it’s not in my job description"

confrontation.

Step 2:

Prioritize Essential Job Functions:

This step is vital in determining the most qualified applicants for a position. The

applicants with the strongest skills, training, and experience for the top priority job

function should be considered as finalists for the position. Other applicants who may be

stronger in the "lower priority" essential job functions can be considered as secondary

candidates as part of the applicant screening process.


This can also be very valuable in determining multiple hires. If a company is hiring two or

more people to fill multiple job openings of the same job, they may be able to consider

"complimentary" skill packages of applicants to jointly achieve the essential job

functions, rather than simply rating applicants on an individual basis.

Step 3:

Determine Skills, Training, and Experience Necessary:

In determining the skills, training, and experience necessary for the position, one needs

to focus on the essential functions of the job. Other essential job functions to be

determined may include supervisory responsibilities, language, skills, mathematical

skills, reasoning ability, education, certifications, licenses and/or registrations. If a

hospital is hiring a receptionist, they should not require a master’s degree. Depending on

the circumstances, having requirements far beyond those necessary to meet the

essential functions of the job may be considered discriminatory.


Step 4:

Determine Physical Requirements and Typical Working Conditions:

This is a crucial step in relation to potential complaints, and in dealing with "modified" or

"light" duty for injured workers receiving Workers Compensation or disability insurance.

Also this factor is important in the recruiting disabled employees.

Step 5:

Prepare Brief Summary of the Position:

Once the Questionnaire is completed, then it’s time to organize the information into a

brief summary.

Step 6:

Assign Job Title, Supervisor, and Department:

Finally a relatively easy step! Simply determine the exact job title, and to whom the

employee will report.


Step 7:

Format the Job Description:

Using the Questionnaire, Summary, and information, one can now formalize the job

description so that it can be submitted for final approval.

Step 8:

Assign Pay Grade:

Use a job evaluation format and along with the Board access the existing conditions and

arrive at a Pay Scale on par with other organizations in the area.


CHAPTER 5

POSITION TITLE:

REPORTS TO (Title):

DEPARTMENT:

JOB SUMMARY:
ESSENTIAL FUNCTIONS:

Key Function #1:

Key Function #2:

Key Function #3:

Key Function #4:

Key Function #5:

Key Function #6:


IDENTIFY the three most important learned job skills required to perform

acceptable work in this position (exclude personality traits).


EQUIPMENT USED:

PHYSICAL REQUIREMENTS:

SUPERVISION RECEIVED:

SUPERVISION GIVEN:
WORKING RELATIONSHIPS:

AUTHORITY:

PERFORMANCE APPRAISAL:
CHAPTER 6

HUMAN RESOURCES IN A SECONDARY LEVEL EYE CARE CENTER

The International Center for the Advancement of Rural Eye Care(ICARE), within the

L.V.Prasad Eye Institute which is the global resource center for Operation Eyesight

Universal(OEU), has evolved an eye care team to provide secondary level eye care

services to a population of 0.5 to 1 million. The ICARE model emphasizes that all

cadres of clinical and non – clinical personnel are equally important, below is a

description of the range of jobs at secondary level centers. The tertiary center at LVPEI

manages leadership and training for this model.

CLINICAL PERSONNEL:

• OPTHALMOLOGIST:

The Ophthalmologist is the pivot around which secondary level eye care services

revolve. The objective is to have a ‘comprehensive ophthalmologist’ and the training for

this role equips them to perform high quality extra capsular cataract surgery with

posterior chamber IOL implants. Regular educational updates and good equipment are

provided to ensure high quality outputs.


The ophthalmologist is also responsible for clinical quality assurance. Specialized

training in planning , implementation, management and evaluation of eye care

programmes and services is available to the ophthalmologist or senior

clinical/executive staff though a six- month Diploma in Community Eye Health

• OPTHALMIC TECHNICIAN:

The ideal ratio is atleast three to four ophthalmic technicians to one ophthalmologist at

the service center level. This person may be a three year trained ophthalmic technician

or a one – year trained vision technician. At the service center, the ophthalmic

technician takes the patient’s history and conducts assessment of visual acuity,

refraction, external eye examination, slit lamp bio microscopy, applanation tonometry,

keratometry, A – scan for IOL calculation, and perimetry for visual fields. Additionally

the

Ophthalmic technician performs screening and refraction services at the community

level. The vision technician is adept at refraction and recognition of problems needing

referral, whereas the ophthalmic technician is trained in all diagnostics in addition to

refraction. The ophthalmic technicians also actively participate in community eye

screening programmes and school screening programmes when required. Together

with the ophthalmologist they act as trainers for clinical and non clinical in the chain

below.
OPHTHALMIC NURSES:

Ophthalmic nurses assist the ophthalmologist in surgery, including IOL surgery. They

are also trained as ward nurses and cover all aspects of the care of in – patients.

About four nurses are ideal for a secondary care eye center. Most of the training for

this category of nurses includes hands – on practical training as they are selected as

ophthalmic nurses from the communities they represent without any previous formal

nursing training.

OPERATING ROOM TECHNICIAN:

The operating room technician is responsible for getting the patient and operating room

ready for surgery and for sterilization techniques. In some cases they also give

supervised local anesthesia before surgery. Ideally one operating room technician and

a cross- skilled ophthalmic nurse are sufficient for a secondary service center

operating room facility.


NON – CLINICAL PERSONNEL:

EYE CARE MANAGER

The value of a dedicated manager at secondary level eye care services cannot be

overemphasized. Managers coordinate and supervise all non-clinical services. They

should be skilled in human resources, material, and financial management and

marketing. We offer training at our facilities for a period of one year to develop an eye

care manager. The manager is responsible for ensuring all aspects of patient

administration: recruiting patients, assessing them for free or paid care, organizing

services, counseling for surgery, and maintaining records. They are also responsible

for liaising with agencies, managing the finances and ensuring the quality of non-

clinical care.

COMMUNITY EYE CARE COORDINATOR (CEC)

Coordination of various aspects of community-based programmes serves the

community in two important ways. First, those requiring eye care in the community

have a link with the eye-care centre; second, the preventive aspects are addressed at

the community level.


In addition, this person oversees the delivery of community-based rehabilitation

services to the incurably blind in the local communities. The CEC coordinator is

responsible for community screening and community-based rehabilitation programmes.

The training of CEC coordinator enables them to carry out screening and awareness

programmes at the community level and supervise a team of four to five field workers

who deliver primary eye care services. In addition, the CEC coordinator and the field

workers are trained in community based rehabilitation (CBR). They assist and train the

nearest of kin of the incurably visually impaired in daily living skills, orientation and

mobility, vocational rehabilitation, access to educational opportunities and public

assistance. They report to the dedicated administrator for these programs at ICARE

but are locally supervised by the manager of the secondary eye care centre.

RECEPTIONIST:

The receptionist is the first contact between the patient and the eye care centre. The

value of this important role is usually underestimated in India. A well trained

receptionist can contribute significantly to patient satisfaction by showing the patient

that they are respected and will be taken care of, which contributes to higher uptake of

the services and generation of revenue.


PATIENT COUNSELOR:

The role of a patient counselor is to explain the surgical procedures to patients, to

assess the paying ability of each patient, and to advise the appropriate fee-tier for the

surgical package in the multi-tier payment for the surgery proposed by ICARE. Good

patient counselors can do much to enhance patient satisfaction.

MEDICAL RECORDS ‘IN-CHARGE’:

The quality of maintenance of medical records in India, in general needs much

improvement. The medical records ‘in-charge’ is responsible for accurate filing and

retrieval of records. He or she is also responsible for maintaining accurate patient

statistics related to diagnosis and treatment.

STORES/SUPPLIES ‘IN-CHARGE’:

Lack of timely availability of medical and other supplies in eye care centers contributes

to substandard quality of care. The supplies ‘in-charge’ maintains an inventory of

supplies and anticipates the need for further supplies. This could also be taken care of

by the Administrator based on the patient load at the center.


BIOMEDICAL AND MAINTENANCE TECHNICIAN:

In many eye care facilities in the developing world, equipment often lies unused

because of minor technical problems. This equipment includes Retinoscope, slit lamp,

ophthalmoscope, operating microscope, sterilizer, and generator. A dedicated

technical person, whose job is to maintain the equipment and rectify minor problems,

increases the quality of services. This ensures that the necessary equipment is

available most of the time. The function of this person would primarily be ‘preventive

maintenance’ and to seek help when equipment breaks down. This person also looks

after the electricity and plumbing aspects of maintenance for the facility.

OPTICIAN:

In our model, the ophthalmic technicians perform the refractive services whereas the

optician does the dispensing. It is important to achieve financial self-sufficiency at an

eye care centre by establishing a balance between good quality of services and free

services for those who cannot pay. A well trained optician can play an important part in

helping to achieve financial self-sufficiency. An optical shop in an eye care centre is an

excellent source of income, while at the same time increasing patient satisfaction by

ensuring that all services are available under a single roof.


SUPPORT STAFF:

In addition to these staff, adequate support staffs such as cleaners and house keepers,

patient care assistants, security personnel and drivers are key contributors to the

secondary level eye care facility. A team of local volunteers or field based

professionals also participate in community outreach activities.

CHAPTER 7

JOB DESCRIPTONS FOR EMPLOYEES OF A SECONDARY LEVEL EYE CARE

CENTER

Continued….
OPHTHALMOLOGISTS JOB DESCRIPTION

POSITION TITLE: Ophthalmologist

REPORTS TO: Director / Board

DEPARTMENT: All Clinical Areas

JOB SUMMARY:

The pivot around which a secondary care eye center revolves. To deliver efficient and

high quality clinical and administrative services through effective management.


ESSENTIAL JOB FUNCTIONS:

• Managing the Out – Patient Department

• Performing sight restoring surgeries.

• Management of post operative cases and discharges.

• Attending screening programmes.

• Teaching and training

• Undertaking research projects.


KEY TASKS:

1. Managing the Outpatient Department:

• Ensuring quality medical care.

• To do a comprehensive preliminary examination of the Patient which involves:

• Rechecking the Vision of patient

• To view the eye through microscope

• To measure the eye pressure

• To obtain medical history of the patient and on its basis diagnosis the illness

• To decide whether treatment would be either medical or surgical treatment

• If medical treatment is required to prescribe the necessary medicine according to

the diagnosis

• To directs remedial activities to aid in regaining vision, or to utilize sight

remaining

• Writing prescriptions for corrective glasses

• Instructing patient in eye exercises

• To counsel patients on any preventive health care if required

• If surgical treatment is required to advice and counsel the patient about the

surgery, its charges, expected outcomes

• Ensuring adequate personnel both medical and paramedical for the unit

• Ensuring the required equipment is in functional condition.


2. Performing Sight Restoring Surgeries:

• Performing surgeries on all days, to avoid clubbing of a large number of cases.

• Ensure that charting is finished as early as possible to avoid inconvenience to

patients.

• Proper discussion of cases with assisting staff.

• If surgical treatment is required to advice and counsel the patient about the

surgery, its charges, expected outcomes

• If required to give any preoperative instructions to the patient

• To allocate time and inform the patient as to when the surgery would be

performed.

• To perform the surgery and if required using all highly specialized gadgets,

including various lasers, microscopes, and microsurgical instruments.

• To follow and adhere to all the universal precautions while performing surgery.

• To perform to the best of his/her’ abilities.

3. Management of Post operative cases and discharges:

• Starting post operative rounds on time

• Taking time in explaining to the patient’s queries.

• Ensuring proper post operative instructions are given and adhered too.
• Ensuring regular follow up of the patient under treatment particularly operated

cases of cataract, glaucoma, corneal blindness and refractive errors

• Identifying complications early and referring them to a tertiary eye care center

immediately.

4. Attending Screening Programmes:

• Oversee the arrangements at the programme.

• Taking care of the medical and paramedical team as a team leader.

• Ensuring organized patient flow at the site.

• Maintaining cordial relationships with the sponsors.

• Ensuring proper screening is done with standard equipment.

• Refer cases for surgery to the base hospital.


5. Teaching and Training:

• Clinical teaching in out – patient departments.

• Taking classes for paramedics

• Taking part in continuous medical education programmes, seminars and


workshops.

• Active participation in local ophthalmology and community ophthalmology clubs


and societies.

6. Undertaking Research Projects:

• Conducting scientific studies and writing articles for journals.

• Documenting interesting case reports

• Video recording novel surgical procedures.


EQUIPMENT USED:

• All clinical equipment in the hospital

PHYSICAL REQUIREMENTS:

• High

SUPERVISION RECIVED:

• Is answerable to the Director & the Board

SUPERVISION GIVEN:

• To Paramedical staff

WORKING RELATIONSHIPS:

• Needs to have good relationships with all staff and patients.

AUTHORITY:

• Have the authority to instruct the administrator to procure routine orders of


supplies and equipment.

• Have authority to instruct all paramedical staff working in clinical areas.


PERFORMANCE APPRAISALS:

• Work Load

• Quality

• Skills

• Dedication to the institutions growth

• Relationship with other staff.


ADMINISTRATORS JOB DESCRIPTION

POSITION TITLE: Hospital Administrator / Eye Care Manager

REPORTS TO: Director

DEPARTMENT: Administration

JOB SUMMARY:

Administrative Services takes care of overall administration. It comprises Human

Resource Manager – Takes care of personnel department functions like attendance

maintenance, salary issuing etc and human resource development process right from

recruitment to employee welfare activities, Finance and Accounts manager – Managing

financial resources, Finance Planning, Budgeting and day to day accounts

maintenance etc. Materials manager - Provides a range of services to make effectives

use of materials that is to minimize the investment and make effective use of materials

to maximize the profit. Hence, there are many activities that need to be performed to

complement the performance of the eye surgeon and clinical team in order to ensure

that the eye care services are provided both effectively and efficiently. Covers the

gamut of non – clinical services.


ESSENTIAL JOB FUNCTIONS:

• Patient Care

• Financial Management

• Materials Management

• Medical Records Management

• Human Resources Management

• Supportive Services Management

• Public Relations

• Preparing reports and documentation


KEY TASKS:

1. Patient Care:

• Daily monitoring of patient scheduling and analysis of patient care provided.

• Patient counseling

• Monitoring waiting time of patients

• Monitoring the assessment of paying and non - paying patients

• Coordinating with all the clinical staff

• Interacting with patients to find out their level of satisfaction with the services

provided and their concerns and suggestions

2. Financial Management:

• Day-to-day financial management.

• Daily monitoring income and expenditure.

• Coordinating with the auditors / other agencies.

• Preparing budget plan.


2. Materials Management:

• Monitoring consumption of material by each department.

• Purchase of material.

• Periodic checking of all stock registers.

• Auditing.

• Availability of all the material required.

• Maintaining cordial relations with the suppliers.

• Inventory control.

3. Medical Records Management:

• Checking the medical records to see if they are complete in all aspects.

• Periodic checking of all registers.

• Analysis of patient care statistics.

4. Human Resources Management:

• Checking daily attendance of staff.

• Monitoring the leave status of staff.

• Performance appraisals.

• Recruitment and training of staff.

• Solving grievances of staff.

• Preparing duty rosters.


5. Supportive Services Management:

• Monitoring cleanliness of the eye centre on a daily basis.

• Checking cleanliness of laundry and linen

• Garden maintenance

• Monitoring cleanliness and hygiene in the cafeteria

• Availability of required provisions etc.

• Monitoring income and expenditure of the cafeteria.

• Quality control.

• Performing audits and surprise checks.

• Conduct monthly meetings for house keeping and other support staff.

6. Public relations:

• Liaison with government and non-governmental agencies

• Fund raising ventures.

• Taking care of the visitors and guests


7. Documentation / Reporting:

• Internal & external communications.

• Systems and procedures.

• Related agreements / Memorandum of Understanding etc.

• Reporting to the concerned authorities.

• Donor reporting.

• Writing proposals for the required activity.


EQUIPMENT USED:

• Computers & Communications Equipment.

PHYSICAL REQUIREMENTS:

• High

SUPERVISION RECIVED:

• Director

• Ophthalmologist

SUPERVISION GIVEN:

• Para – medical staff

• Administrative staff

• Support staff

WORKING RELATIONSHIPS:

• Excellent communication skills, patient relation skills & interpersonal and

professional relationships with all staff.


AUTHORITY:

• To implement changes

• To supervise all cadres of staff

• To supervise functioning of all departments of the hospital

• Oversee overall development.

• Issue orders for purchase of routine materials and supplies.

PERFORMANCE APPRAISALS:

• Overall development of the organization.

• Commitment..

• Motivation skills.

• Relationships with colleagues.

• Punctuality.

• Patient Satisfaction Indices.


OPHTHALMIC TECHNICIAN’S JOB DESCRIPTION

POSITION TITLE: Ophthalmic Technician / Vision Technician

REPORTS TO: Ophthalmologist

DEPARTMENT: Out – Patient Department.

JOB SUMMARY:

At this level the ophthalmic technician is required to take the patients history, conduct

assessment of visual acuity, refraction, external eye examination, slit lamp

biomicroscopy, applanation tonometry, keratometry, A – scan for IOL calculation and

perimetry for visual fields.

Additionally the ophthalmic technician performs screening and refraction services at

the community level such as community screening and school eye screening

programmes.
ESSENTIAL JOB FUNCTIONS:

• Out – Patient Examination

• Surgical Patients Examination

• Post Surgical Patients Examination

• Community Programmes.

• Other Duties.
KEY TASKS:

1. Out - Patient Examination:

• Take detailed case history of the patient.

• Performing anterior segment examination of the eye which involves:

• Testing visual acuity.

• Estimate refractive error of the eyes.

• Measuring lens power.

• Checking blood pressure of the patient in certain cases.

• Instilling eye drops and medication in case dilatation of pupil is required.

• Filling all patient related data in the required forms and attaching it to the

patient file.

• Once all the examinations are done, directing the patient to the concerned

consultant/doctor
2. Surgical Patient Examination:

• Performing A – Scan for IOL calculation.

• Advising patients on pre operative care.

3. Post Surgical Examination:

• Removal of bandages.

• Cleaning of the eye.

• Checking of visual acuity.

• Repeating entire examination.

• Ensuring regular follow up of the patient under treatment particularly operated

cases of cataract, glaucoma, corneal blindness and refractive errors

• Advising patients on post surgical care and precautions.

4. Community Programmes:

• Perform eye examination, refraction and checking visual acuity during community

screening programmes.

• Checking visual acuity and performing refraction during school eye screening

programmes.
5. Other Duties:

• Filling indent form for consumables and sending to the medical superintendent for

approval

• Before taking certain instruments for peripheral OPD informing and making

appropriate entries in store register maintained in main store department

• Writing all the procedures performed on the patient on the case sheet and sending

to the main reception for billing

• Maintaining all the concerned records

• Maintaining ophthalmic equipment and sterilizing of instruments and trays


EQUIPMENT USED:

• Out – patient equipment

• Diagnostic equipment

PHYSICAL REQUIREMENTS:

• Medium

SUPERVISION RECIEVED:

• From Ophthalmologist

• Camp Coordinator

• Administrator

SUPERVISION GIVEN:

• OPD Assistant.

• House Keeping staff.

WORKING RELATIONSHIPS:

• Good communication and interpersonal skills with patients, medical and

paramedical staff.
AUTHORITY:

• Limited

PERFORMANCE APPRAISALS:

• Skills

• Technique

• Commitment

• Punctuality

• Interpersonal relationships

• Patient Satisfaction indices

• Diagnosis and clinical examination skills


OPERATING ROOM TECHNICIAN

Job Description

POSITION TITLE: Operating Room Technician

QUALIFICATION: High School + Trained in Theatre Techniques

REPORTS TO: Administrator

DEPARTMENT: Operation Theatre

Job Summary:

Incharge of all duties related to the operation theatre complex, including arranging the
operation theatre according to the different surgeries, arranging the instruments
according to the surgeries, preparing the patients who come for eye surgery and
helping the doctor in the operation theatre.
ESSENTIAL JOB FUNCTIONS:

• Sterilizing the Operation theatre and preparing it for surgery

• Sterilizing the tools and instruments in the theatre, arranging the instruments

after checking and taking care of the instruments.

• Preparing the patients for surgery according to the type of surgery.

• Operation theatre management.

• Surgical assistance
KEY TASKS:

1. Sterilizing the Operation theatre and preparing it for surgery:

• Removing the contagion from the trolley table in the theatre by applying
antiseptic solution.
• Sterilizing the theatre and maintaining aseptic conditions as per standard
theatre protocols.
• Fumigating the theatre as per standard theatre protocols.

2. Sterilizing the tools and instruments in the theatre, arranging the instruments
after checking and taking care of the instruments.

• Antiseptic and other required material to be kept ready for sterilizing,


• Checking if the required instruments and material which are required for
surgery are kept ready.
• Checking the instruments used for each patient after the surgery. Ensuring
ones that have to be replaced according the to standard theatre protocol
are replaced.
• Checking if sterilization has been done at the correct temperature under
steam for the prescribed duration.
• After every days surgery the instruments should be cleaned and
immediately sent for sterilization.
.

3. Preparing the patients for surgery according to the type of surgery:

• Greeting the patients who come to the theatre according to their registration

numbers and registering their entry in the register.

• Ensuring that the consent form has been accurately filled.

• Enquiring the patients who come for surgery about their present health and

also asking them if the required diagnosis has been made. This is to be

compared with the case sheet.

• Checking whether the pupil has been dilated, if it is not dilated enough,

administering eye drops again.

• Giving proper explanation to the patients about the injections and medicines

used and the type and duration of the surgery.

• According to the type of surgery preparing the patients by putting eye

bandages, caps and socks which are sterilized.


4. Operation Theatre Management:

• Sterilizing the linen, equipment and sets

• Setting the trolleys and instrument trays as per the requirements of different

major and minor surgeries.

• Ensuring proper maintenance of equipment by regular servicing

• Filling the indent form for various requirements (consumables, medicines) and

sending to the medical superintendent for approval

• Placing orders for adequate supply of oxygen cylinder

• Supervising the work of various OT assistants and helpers

• Ensuring that all the required biomedical waste handling rules is followed

5. Surgical Assistance:

• Preparing of anesthesia drug as per the anesthetist’s instructions and the Boyle’s

apparatus used in giving general anesthesia

• Prepare operating rooms with surgical instruments, equipment, and sterile linens

that will be needed during an operation

• Assisting the anesthetist in giving general anesthesia

• Pass instruments and other sterile supplies to surgeons and surgeon’s assistants

• Keep inventory of sponges, needles, and instruments used during the operation
6. General Duties:

• Ensuring that all the required registers are maintained properly

• Completing and attaching the billing form to the patients file and sending it to the

main reception

• Sterilizing and sending back the instruments and sets coming from the various

wards and OPD

• Helping during eye camps

• Should perform all the duties of the department with team spirit.

• Should update themselves with new methods and developments in eye care.

EQUIPMENT USED:

• Will have access to all Operation Theatre equipment

PHYSICAL REQUIREMENTS:

• Medium
SUPERVISION RECIVED:

• From Ophthalmologist and Hospital Administrator.

SUPERVISION GIVEN:

• House keeping

WORKING RELATIONSHIPS:

• Needs to have good interpersonal and professional relationship with colleagues,


paramedical and medical staff.

AUTHORITY:

• Has the freedom to suggest innovative ideas on managing the general operation
theatre duties.

PERFORMANCE APPRAISALS:

• Technical Skills

• Adherence to protocols

• Punctuality

• Overall sterility of the theatre complex.


OPHTHALMIC NURSE’S JOB DESCRIPTION

POSITION TITLE: Ophthalmic Nurse

REPORTS TO: Administrator / Nursing In - charge

DEPARTMENT: In – patient Department / Wards

JOB SUMMARY:

• Ophthalmic nurses cover all aspects of in – patient care. They are also trained to

assist the Ophthalmologists during surgery.


ESSENTIAL JOB FUNCTIONS:

• General Nursing duties.

• Circulating O.T. nurse.

• Scrub Nurse.

• Ward Nurse.

• Pre – operative & Post – operative care.

• Patient Education
KEY TASKS:

1. General Nursing Duties:

• General nursing care to the patients.

• To take rounds with the doctor and to write down the clinical notes or any

change in the treatment.

• Preoperative preparation of the patient.

• Investigation form filling.

• Check the expiry dates of all the stored medicines and drugs.

• Informing the nurse in-charge for the replacement of oxygen cylinders.

• Sending the required items likes trays, instruments to the operation theatre

for sterilization.

• Maintain confidentiality of patient records.

• Prepare the relevant documents and registers properly.

• Preparing the indent form.

• Preparing the necessary requirements for billing and sending to counselor.


2. Circulating O.T. Nurse:

• The circulating nurse manages the O.R. and protects the safety and health

needs of the patient by monitoring the activities of the members of the surgical

team and checking the conditions in the OR.

• The main responsibilities include assuring the cleanliness, proper temperature,

humidity and lighting, safe functioning of the equipment & availability of supplies

and materials.

• Circulating nurse also monitors aseptic practices to avoid breaks in technique,

while coordinating the movement of related personnel (medical, X-ray, laboratory

personnel). She also monitors the patient through out the surgical procedure to

ensure the patient’s safety and well being.


3. Scrub Nurse:

• Scrubbing for the surgery.

• Setting up the sterile tables.

• Preparing sutures, ligatures & special equipment.

• Assisting the surgeon and surgical assistants during the surgical procedure by

anticipating the required instruments, sponges, drains and other equipment and

keeping track of the time the patient is under anesthesia.

• Sending specimens to the laboratory.

4. Ward Nurse:

• Providing all medical and hospital facilities for the in – patients before and after

surgery.

• Responsible for the complete discharge procedure of the patients.

• Prepare patients for surgery and send them to the O.R.

• Must check blood pressure and urine of the patients before and after the surgery.
• Must explain to the pre – operative patients the importance of cleaning the eyes

and keeping their eyes clean.

• Must inform the patients when they should be ready for surgery, what food they

can take, medicines to be taken and the things that should be avoided and to

also clear all remaining questions and doubts of the patients.

• Check that the room is clean and all the facilitates are available for the patients.

• Explain clearly to the discharged patients about the usage of eye medicines,

follow up date and time.

5. Pre and Post Operative Care:

• Preoperative instructions (In detail):

• Instructions should be given about the date of surgery.

• In any preparation required – shaving should be done on the morning of the

surgery in case of male patients. Bath should be taken as close to admission

time as possible. Instruct the patient to leave large amounts of money, jewelry

and expensive items at home.


• Fasting – Generally the patient is NPO at 2400 the night before surgery.

Children should be NPO 4-6 hours before surgery. Explain that NPO means no

food and no fluids.

• The purpose of the fasting should be explained to them as well as possible

consequences of aspiration if the patient does not follow this instruction.

• Medications – Instruct the patient to take anti-hypertensive and cardiac

medications as normal with small amounts of water. Dilatation drops should be

instilled in eye to be operated. In trabeculectomy and extra ocular surgeries no

need for dilatation drops.

• Post –operative care: As mentioned earlier.

EQUIPMENT USED:

• Surgical Consumables & materials.

• In – patient area instruments.

PHYSICAL REQUIREMENTS:

• Medium
SUPERVISION RECIEVED:

• Ophthalmologist

• Nursing – In charge

• Administrator.

SUPERVISION GIVEN:

• House Keeping staff

• Ward Assistants

WORKING RELATIONSHIPS:

• Good communication skills with patients

• Good interpersonal skills with other medical and paramedical staff.

AUTHORITY:

• To maintain cleanliness in the wards and the rooms.

• To use various investigative modalities as per the requirements of the patients.


PERFORMANCE APPRAISALS:

• Nursing skills

• Communication skills

• Patient satisfaction indices

• Overall performance

• Punctuality

• Response time to patients problems


COMMUNITY EYE CARE COORDINATOR’S JOB DESCRIPTION

POSITION TITLE: Community Eye Care Coordinator (CEC)

REPORTS TO: Administrator

DEPARTMENT: Community Programmes

JOB SUMMARY:

• Coordination of various aspects of community – based programmes.

• Responsible for community screening, school screening and awareness

programmes.
ESSENTIAL JOB FUNCTIONS:

• Planning & implementing community programmes.

• Taking care of pre – programme, programme day and post – programme and

follow up activities.

• To create awareness about eye diseases and facilities provided at the base

hospital.
KEY TASKS:

1. Planning and Implementing:

• Analyzing the strengths and weaknesses of the potential donors or

sponsors of the programmes.

• Study the population of the area.

• Study the prevalence, incidence and cataract surgical rate in various

accessible areas.

• Drawing up and action plan at the beginning of the year.

• Ensuring micro level planning to compensate the decease in the

performance as per the proportionate target in the ensuring month.

2. Pre programme, programme day and post programme activities:

• Identifying the right sponsor.

• Motivating the sponsor and fixing the date for the programme.

• Giving information regarding the programme and sending a

confirmation letter to the sponsor through the Director.

• Confirming the medical and paramedical team and required materials

needed for the programme.


• On programme date making arrangements at the site and coordinating

between sponsor , hospital team and patients.

• Arranging transportation to the venue and ensuring safety of all the team

members.

• Arranging food facilities for the hospital team.

• Make necessary arrangements for transportation of patients who need

referral and surgery to the base hospital.

• Visiting the patients in the ward regarding their status of surgery.

• Taking responsibility in discharging patients to their place through proper

transportation.

• Giving required feedback to the sponsors of the programmes.

3. Creating Awareness and Advocacy:

• Taking responsibility to improve direct walk – in’s from the concerned

areas.

• Conducting awareness campaigns at the strategic locations.

• Organizing health promotion talks and activities in the community.


EQUIPMENT USED:

• Administrative Equipment.

PHYSICAL REQUIREMENTS:

• Medium

SUPERVISION RECIEVED:

• Administrator

• Ophthalmologist

SUPERVISION GIVEN:

• Programme staff.

• Paramedical staff attending screening programmes.

WORKING RELATIONSHIPS:

• Excellent communication and interpersonal skills with sponsors , donors and

patients. Needs to be a team leader and organizer.


AUTHORITY:

• To choose service areas and to decide the play where to organize screening

programmes

• To select potential sponsors and work with them to reach the maximum level of

productivity.

• To introduce innovative ideas in awareness campaigns.

PERFORMANCE APPRAISALS:

• Number of camps.

• Number of patients attending camps.

• Number of referrals to the base hospital.

• General awareness in the community.

• Marketing and Public relation ship skills.

• Commitment and Dedication.


PATIENT COUNSELOR’S JOB DESCRIPTION

POSITION TITLE: Patient Counselor

REPORTS TO: Administrator

DEPARTMENT: Out – patient, In – patient, O.T. & Diagnostic Areas

JOB SUMMARY:

• The role of the patient counselor is to explain the surgical procedures to patients,

to assess the paying ability of each patient and to advise the appropriate fee –

tier for the surgical package. This in turn helps in utilizing the Ophthalmologists

time more for clinical services.


ESSENTIAL JOB FUNCTIONS:

• To minimize the doctors time by explaining and clearing the doubts of the

patients.

• Duties in various departments.

• To explain the intensity of various diseases and to encourage patients to undergo

surgery and come for follow up’s.

• To explain about the locations and facilities available in the hospitals to enable

and help them to select the appropriate place to take treatment.

• To participate and work for the Out reach programmes.


KEY TASKS:

1. To minimize Ophthalmologists time by explaining and clearing the doubts


and queries of the patients:

• Registering the patient for the first time, scheduling appointments

• Billing for the various charges collected, refunding the amount

• Tracing out the medical record numbers, reprinting of bills

• Schedules the patient’s appointment according to the availability of doctor

• Serves the initial contact for visitors/patients or callers by answering telephone

calls, directing to appropriate areas or personnel, and answering various

questions.

• Clarify the doubts of the patients over telephone or in person or and replying to

letters received.

2. 1. Out – patient Duties:

• To explain to the patients about the modern methods of treatment and surgery

and its charges.

• To make advance registration for surgery over phone or in person.

• To create awareness about common eye disorders.


2.2. In – patient Duties:

• Counseling the in – patients about the conditions and regulations to be exercised

before and after surgery.

• Preparing the patients for surgery (mentally & psychologically).

• Explaining to the patients the reasons for surgery not being performed on a given

date or time.

• Must enquire about the welfare of the In – patients in person.

3. Explaining about various diseases and conditions and encouraging

patients to undergo surgery and to come for regular follow up’s:

• Explaining about various disease, conditions, the importance of keeping one’s

eyes clean ect..

• Advising patients who require surgery.

• Explaining the risks involved in surgery and the benefits as well.

• Advice patients to come for follow up regularly.

• To welcome and give essential explanation to patients who come for follow

up.
4. To explain about the locations and facilities available in the hospitals to

enable and help them to select the appropriate place to take treatment:

• Guiding patients to their destination after counseling is over.

• Explain about the hygiene and sanitation regulations in the hospital.

• Explaining to the patients the various departments, facilities & equipment

available at the center.

5. Assisting in Out reach programmes:

• Helping the Out reach team in all programme activities.

• Counseling & motivating outreach patients on the necessity to visit the hospital

for referral / surgery.

• Clearing doubts and explaining the modalities of surgery, cost & duration of stay

to the outreach programme patients.


EQUIPMENT USED:

• Administrative Equipment

PHYSICAL REQUIREMENTS:

• Medium

SUPERVISION RECIEVED:

• Administrator.

• Ophthalmologist.

• Camp Coordinator.

SUPERVISION GIVEN:

• Out patient assistants

• House Keeping

WORKING RELATIONSHIPS:

• Excellent communication skills with patients, ability to motivate and clear all

doubts of patients. Good working relationship with colleagues.


AUTHORITY: Average

• Freedom to introduce innovative ideas in counseling practices

• Taking independent decisions on managing the general out – patient department


counseling

PERFORMANCE APPRAISALS:

• Patient satisfaction indices.

• Counseling Conversion rate.

• Increase in surgical load.

• Increase in patients opting for higher surgical packages.

• Communication and motivational skills.

• Commitment & Dedication


MEDICAL RECORDS INCHARGE JOB DESCRIPTION

POSITION TITLE: Medical Records Incharge

REPORTS TO: Administrator

DEPARTMENT: Medical Records Department

JOB SUMMARY:

• The medical records Incharge is responsible for accurate filing and retrieval of

records. The person is also responsible for maintaining accurate patient

statistics related to diagnosis and treatment.


ESSENTIAL JOB FUNCTIONS:

• One of the most important responsibility of medical records department Incharge

is to safeguard the confidentiality of medical record

• The Medical record department In-charge must not only create and manage the

department but must ensure that all functions are properly executed.

• Maintenance of Registers.

• The Medical record Incharge should be responsible for qualitative analysis,

quantitative analysis, statistical analysis and deficiency check.

• Supervise and monitoring the staff responsibilities


KEY TASKS:

• Operative and other surgical reports shall be recorded as soon as possible after

completion, atleast on the same day.

• The initial history and examination is to be recorded within 24 hours after

admission.

• The research records shall not be moved outside medical records room area.

• In those cases where the surgeon has not personally recorded the history and

physical examination, the surgeon shall append signed confirmatory pro-

operative and consultation report prior to any surgical procedure.

• Checking at the end of the day that all the records should be in the medical

records department.

• Persons who are not employees or members of staff must not work in the

medical records department area.


• Monitoring the placing of the follow-up folders in the reception before opening of

the reception.

• Monitoring the maintenance of the patient’s medical records in order and keeping

them separately for paying and non-paying.

• Observe whether all the issuing records (folders) are sent in time or not

according to the requirement of the various departments.

• Maintaining the register for all the out going and incoming folders.

• Preparing weekly, monthly, quarterly, half-yearly and yearly reports about patient

care services and surgeries.

• Responsible for preparation of statistics of the patients.

• Checking the placing of the folders is in the proper place replacing with the

tracer card.
EQUIPMENT USED:

• Administrative Equipment.

PHYSICAL REQUIREMENTS:

• Light

SUPERVISION RECIEVED:

• Ophthalmologist

• Administrator

SUPERVISION GIVEN:

• Out patient & Ward assistants.

• House Keeping.

WORKING RELATIONSHIPS:

• Good working relationship with other staff.


AUTHORITY:

• To manage junior staff in the department.

• To ensure records taken out are returned.

• To ensure research records are not taken out of the department without

permission.

PERFORMANCE APPRAISALS:

• Overall performance of the department.

• Quality of maintenance and segregation of records,

• Availability and time taken for producing required records,

• Commitment.

• Adherence to protocols.
HOUSE KEEPING IN - CHARGE’S JOB DESCRIPTION

POSITION TITLE: House Keeping In - charge

REPORTS TO: Administrator

DEPARTMENT: House Keeping

JOB SUMMARY:

• The house keeping staff are the people who work behind the scenes to make

everything function in its place. Tasks such as cleaning the premises, laundry

ect come under the purview of the person in charge.


ESSENTIAL JOB FUNCTIONS:

• Linen and Laundry Handling.

• Ensuring cleanliness in the Out – patient department.

• Ensuring that the rooms are kept ready for the next person in the stipulated time

after discharge.

• Ensuring cleanliness in the in – patient areas.

• Ensuring cleanliness in other areas of the hospital.


KEY TASKS:

• Ledgers for each type of linen to be maintained

• All ledgers are to be put up for the Administrators signature on a monthly basis.

• Maintain a separate indent for cleaning agents used in laundry.

• Daily use of cleaning agents are to be recorded and the records to be put up for

Administrators signature on a monthly basis.

• Linen and curtains are to be checked for wear and tear on a regular basis.

• Torn or faded linen is to be segregated and to be shown to the Administrator

quarterly. If any item is found unserviceable the same should be written off the

ledger after getting the approval from the Administrator..

• Torn or faded linen to be used for cleaning purposes.

• Periodical maintenance of washing machine, ironing machine, ironing box,

sewing machine and floor scrubbing machine to be carried out and the records to

be maintained.

• Washing charges for various linen are to be approved and fixed.

• Tailoring rates for various items of stitched materials are to be maintained.

• Planning and scheduling standard procedures and protocols for cleaning all

types of linen to prepared and displayed in the laundry areas.


• Time schedule to be prepared for collection of clean/soiled linen.

• Ensure proper discipline among housekeepers, sweepers, dhobi and tailors.

• Floor scrubbing machines are to be chained and stored in a safe place when not

in use.

• Training classes are to be taken for junior house keepers.

• Supervision and checking of the cleanliness of the main hospital.

• Supervision and checking the cleanliness of the out – patient department.

• Supervision and checking the cleanliness of the in – patient department.

• Maintenance of sweeper’s attendance register, wage sheets, deployment, control

and details of continuous duties.

• Preparing inventories for furniture and keeping records for their maintenance.

• Indenting cleaning agents and equipments and to ensure their proper use and

keeping records.

• To develop proper cleaning procedures and protocols.

• Checking and reporting to the administrator of all house keeping work.

• Planning and scheduling the standard procedures and protocols for the proper

cleaning and care of all types of floors, walls, windows, furniture & bathrooms.

• Disposal of refuse to be monitored.

• Preparing roosters and time tables for cleaners and sweepers.

• Maintain leave list of all house keeping staff.


EQUIPMENT USED:

• Administrative Equipment

• Knowledge of all house keeping equipment.

PHYSICAL REQUIREMENTS:

• Medium

SUPERVISION RECIEVED:

• Administrator.

SUPERVISION GIVEN:

• All levels of house keeping staff

WORKING RELATIONSHIPS:

• Good working relationships with the house keeping staff.


AUTHORITY:

• Freedom to develop standard operation procedures and protocols for the

Department.

• Freedom to take action against errant staff.

PERFORMANCE APPRAISALS:

• Overall cleanliness of the center.

• Documentation and Record keeping.

• Motivational Skills.

• Adherence to protocols

• Man Management skills.


RECEPTIONIST / FRONT OFFICE STAFF’S JOB DESCRIPTION

POSITION TITLE: Receptionist / Front Office Incharge

REPORTS TO: Administrator

DEPARTMENT: Administration

JOB SUMMARY:

• The receptionist is the first contact between the patient and the eye care center.

The value of this role is usually undermined in India. The receptionist contributes

significantly to patient satisfaction by showing the patient that they are respected

and will be taken care of, which contributes significantly to the overall

development of the center.


ESSENTIAL JOB FUNCTIONS:

• Managing the front office

• Good organizational skills including the ability to multi-task, prioritize, work well

under pressure and deadlines is essential.

• Giving information requested by the patients.

• Registering and giving directions to the patients.


KEY TASKS:

• Registering the patient for the first time, scheduling appointments.

• Billing for the various charges should be collected.

• Tracing out the medical record numbers, reprinting of bills.

• Schedules the patient’s appointment according to the availability of doctor.

• Serves as the initial contact for visitors / patients or callers by answering

telephone calls, directing to appropriate areas or personnel, and answering

various questions & queries.

• Preparing a monthly report of the consultants and sending it to the patient care

manager for verification.

• Decide the Paying – Non Paying status of the patient according to socio -

economic status, age, family background etc

• Non-paying patients have to be handled exactly in the same way as paying

patients

• To be cross functional and to help in various other activities such as counseling

and other activities as and when the need arises.


EQUIPMENT USED:

• Administrative and communications equipment

PHYSICAL REQUIREMENTS:

• Light / Medium

SUPERVISION RECIEVED:

• Administrator.

• Ophthalmologist.

SUPERVISION GIVEN:

• Front office assistants.

• Ward assistants.

• Security Personnel.

• House Keeping staff.

WORKING RELATIONSHIPS:

• Excellent communication skills with a pleasing personality are required for this

job. Needs to have a good working relationship with other member of the staff.
AUTHORITY:

• Limited.

PERFORMANCE APPRAISALS:

• Patient Satisfaction Indices.

• Patient complaints.

• Punctuality.

• Ability to handle pressure from patients and staff.

• Cross functional skills.


PURCHASE & STORES IN – CHARGE ‘S JOB DESCRIPTION

POSITION TITLE: Purchase & Store’s Manager / In – charge.

REPORTS TO: Administrator.

DEPARTMENT: Purchase / Stores

JOB SUMMARY:

• Ensuring timely availability of medical and other supplies in the eye care center,

maintaining an inventory of supplies and anticipating the need for further supplies

are some of the responsibilities of the stores and purchase manager.


ESSENTIAL JOB FUNCTIONS:

• Materials Management.

• Inventory Management.

• Vendor Development.

• Maintaining records and documenting the stocks.


KEY TASKS:

• Receipt of materials.

• Issuing of materials.

• Keeping the materials in right place.

• Note of materials returned from other departments.

• Postings in the ledger of issues and receipts.

• Preparation of goods received note.

• Daily stock position of the cylinders.

• Processing of purchases indents.

• Receiving authorized requisitions for purchase of material.

• Following – up and expediting for delivery.

• Follow – up of the balance quantities ,the purchase indent forwarded through

stores will be registered in the register.

• All requisitions should be numbered in a continuous series for control purposes.

• Should be responsible to prepare the purchase order based on the instructions

given by the purchase coordinator.

• Verify the invoice with goods receipt note.

• Prepare the bill and forward to the person in – charge.


EQUIPMENT USED:

• Administrative

• Handling and knowledge of equipment in the center.

• Handling and Knowledge of all consumables and other material.

PHYSICAL REQUIREMENTS:

• Light / Medium

SUPERVISION RECIEVED:

• Administrator

SUPERVISION GIVEN:

• Stores and Purchase department staff.

• Security Personnel

WORKING RELATIONSHIPS:

• Good working relationship with other departmental staff. Good communication

and negotiation skills with the vendors.


AUTHORITY:

• Freedom to develop innovative and practical ideas to manage materials.

• To enforce protocols and procedures in purchase and requisition of equipment by

concerned departments.

PERFORMANCE APPRAISALS:

• Vendor Development.

• Inventory Management.

• Record Keeping and documentation.

• Adherence to Protocols and Procedures.


BIOMEDICAL & MAINTENANCE TECHNICIAN’S JOB DESCRIPTION

POSITION TITLE: Bio Medical / Maintenance Technician.

REPORTS TO: Administrator

DEPARTMENT: Maintenance / Bio Medical

JOB SUMMARY:

• To maintain the equipment in the facility and to rectify minor problems. To ensure

that the necessary equipment is available most of the time. Also will look after the

electricity and plumbing aspect of maintenance for the facility.


ESSENTIAL JOB FUNCTIONS:

• Preventive Maintenance

• Bio Medical Maintenance

KEY TASKS:

• General Maintenance.

• Checking all the electric items to see if they are in proper working condition.

• Solving problems in case of any breakdown of machinery.

• Maintaining the generator and keeping the all instruments clean.

• Maintaining the register for the electricity meter reading, generator meter reading

and water meter reading etc.

• Keeping track of the service maintenance of the machinery and other

infrastructure.

• Checking out all the machines and appliances for their proper working condition

• Performing various other duties as and when required.

• Checking physical maintenance of the buildings and grounds.

• Maintaining all landscape designs.


• To take signature from the concerned departments about satisfactory completion

of the work.

• Available to the center at all times of need / emergency.

• Work in shift duties.

• Daily routine checking of all the medical equipment.

• To check if all the equipment are working in good condition.

• Tools of different size and units are to be maintained,

• To attend all minor breakdown calls.

• To check the ground to phase voltages.

• To instruct the users for proper handling of the equipment.

• To take care of all preventive maintenance of the medical equipment.

• To take care of all the annual maintenance contracts of the medical equipment.

• To take care of all the power supply systems and their maintenance.

• Responsible for making plans in installation of new equipment / instruments.

• Responsible for all installation of the equipment.

• Performing various other duties as and when required.


EQUIPMENT USED:

• Handling all equipment used at the center.

PHYSICAL REQUIREMENTS:

• Medium / High.

SUPERVISION RECIEVED:

• Administrator.

• Ophthalmologist.

SUPERVISION GIVEN:

• Assistants

• House Keeping staff

WORKING RELATIONSHIPS:

• Good relationship with all staff.


AUTHORITY:

• Limited

PERFORMANCE APPRAISALS:

To be filled in after talking to KASHIF

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