SQP & WI MANUAL

ESIC MODEL
HOSPITAL,
LUDHIANA

DEPARTMENT OF SURGERY
DOC. Code. SURG

ISSUE NO
: 02
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DEPARTMENT OF SURGERY
1.0

Organisation structure:

Specialist

Ground Duty Medical Officer

2.0

Roles and responsibilities:

Senior Residents

HEADS OF CLINICAL DEPARTMENT / OTHER SPECIALIST GRADE OFFICERS

1.

Responsible for the smooth and efficient functioning of the department.

Responsible for all the medical staff working in the department.

2.

Responsible for the deployment and utilization of services of medical and

clerical staff working in the department and keep the Medical
Superintendent informed/take his/her approval in important matters in this
regard.

3.

Responsible for maintaining the functional status of all equipments under

their department and will promptly ensure that these equipments function
smoothly/repaired, and without lengthy downtime. Keep liaison with the
company maintaining the machine, officer incharge of M & R / officer
incharge of Hospital Stores in this regard.

4.

Responsible to see all patients as soon as possible after admission and ensure
that due attention is given to all serious patients admitted under them.

5.

Ensure that Medical Superintendent is informed about any event which may
affect the attention of press, higher administration authorities or
Parliament.

6.

Responsible for the proper medical care and due attention to all patients
admitted in the units (Indoor & Emergency Wards). Heads of Units should
be easily available for consultation in case of need of patients in their units.

7.

Ensure that patient records especially of the MLC cases are up to date,
complete and kept in safe custody. It should be true and faithfully record

various events in connection with treatment, referrals and progress of

patients in the hospital
SQP & WI MANUAL

ESIC MODEL
HOSPITAL,
LUDHIANA

DEPARTMENT OF SURGERY
DOC. Code. SURG

ISSUE NO
: 02
ISSUE DATE : 18/08/09
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8.

Responsible for the general upkeep of their wards/unit, sanitation,

maintenance & functioning of equipments under their charge, adequate
availability of essential supplies in their respective wards.

9.

Keep regular liaison with the officer incharge of maintenance & repair,
sanitation, purchase, stores in this regard.

10.

Responsible for sanction of casual leave of staff working under them and will
a keep a record of leave. They will make alternative arrangement in case an
official proceeds on leave or their application is forwarded by them.

11.

Organizing teaching/training of other staff of the department.

12.

Any other duty assigned by M.S.

GENERAL DUTIES MEDICAL OFFICERS

1.

The GDMO Cadre Medical Officer of the unit will work in association with
the Senior Resident of the unit.

2. He/She will accompany the physician/surgeon incharge for ward rounds.

3. On the day the physician/surgeon incharge is not available for ward rounds,
the Medical Officer will take rounds of his own ward. It would be his/her
sole responsibility to contact the physician/surgeon and discuss about the
serious cases in the ward and if necessary to show these cases to the
physician/surgeon.
4. He/She will scrutinise the clinical documents completed by the house staff
and make corrections where necessary.
5. The senior-most M.O. will allocate night duties by rotation to house staff in
consultation with the respective Senior Resident of different units and will
ensure that the respective staff is available for duty. In case the duty

officer is not available for urgent reasons, senior most M.O will make
alternate arrangements.
6. He/She will also attend to referred cases till the evening. Thereafter
Registrar/Senior Resident will take the responsibility of referred cases.
7. Any other duties assigned by the Competent Authority.
SQP & WI MANUAL

ESIC MODEL
HOSPITAL,
LUDHIANA

DEPARTMENT OF SURGERY
DOC. Code. SURG

ISSUE NO
: 02
ISSUE DATE : 18/08/09
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: 00
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SENIOR RESIDENTS
1.

The Senior Residents will be directly responsible for supervision of patient

care in their units.

2. They should consult the physician/surgeon incharge of the unit or specialist,

if necessary.
3. Besides taking rounds in the wards during day time, they will daily take round
late in the evening.
4. On admission days, they will attend to cases referred for medical opinion
from other wards. If necessary, they may contact the physician/surgeon
incharge for necessary advice.

5. In case of death, it is their responsibility to scrutinize that case

documentation is complete in every respect and will write a brief summary of
the case, before it is sent to the Medical Records Section.
6. They will maintain a book to indicate the patients in their charge who would
need attention after the night rounds.
7. They will maintain a register to indicate that the relatives of seriously ill
patients have been informed through the central registration office of the
hospital. This is applicable in case of patients absconding from the ward and
also in case of death.

8. They will oversee the general upkeep and sanitation of the wards earmarked
to them with the help of nursing staff.
9. Sr. Residents will certify death and carry any other duty given by HOD.

SQP & WI MANUAL

ESIC MODEL
HOSPITAL,
LUDHIANA

DEPARTMENT OF SURGERY
DOC. Code. SURG

3.0

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Working of the department:

Out Patients Services:

Daily on all working days except OT days

Emergency Services:

On the floor / on rotatory call duty for 15 days

every month by qualified post graduate Doctors, Sr.
Surgeon, Specialist remains on emergency call duty.

In-Door Services:

32 beds male ward

08 beds female ward

Operative Services:

2 OT days per week for major surgical cases.

Minor O.T.:

On all working days managed by Sr. Surgeon /

Specialist.

Administrative Work

Administration of the Department

Proposals for equipments formation of specifications
and evaluation of tenders.
Member of various medical boards, recruitments

SQP & WI MANUAL

ESIC MODEL
HOSPITAL,
LUDHIANA

DEPARTMENT OF SURGERY (contd.)

DOC. No. SURG

4.0

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Process mapping
(a)

Surgery (OPD)
OPD

SOURCE OF REFERRAL

DISPENSARIES AND OTHER HOSPITALS

CENTRALIZED SOPD REGISTRATION

OPD CUBICLE

EXAMINATION

RECORDING OF FINDINGS & ADVICE ON OPD SLIP

BACK TO
SOURCE

MINOR OT

REQUIRES ROUTINE
REFERENCE
SURGERY
TO HIGHER

CENTRE
OPERATION ON SAME DAY PRE OP INVESTIGATIONS

BACK TO SOURCE
PAC CHECK-UP

DATE FOR ADMISSION

ADMISSION ON THE DATE

OPERATIVE PROCEDURE

DISCHARGE & BACK TO SOURCE

ESIC MODEL
HOSPITAL,
LUDHIANA

SQP & WI MANUAL

DEPARTMENT OF SURGERY (contd.)
DOC. No. SURG

(b)

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Surgery (Casualty)
CASUALTY

Assessment by casualty Medical Officer

Registration by CMO

Reference to Surgery DoD

Examination by Resident Doctor (on call duty doctor, if required)

Back to
Source
After due
Treatment

Minor procedure

Back to source

Require emergency
surgery

Pre OP investigations

PAC Check-up

Admission

Time for operation

Operative procedure

Discharge & Reference back to source

Reference
to higher
Centre

ESIC MODEL
HOSPITAL,
LUDHIANA

SQP & WI MANUAL

DEPARTMENT OF SURGERY (contd.)
DOC. No. SURG

(c)

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Surgery (Indoor Patients)

SURGERY INDOOR PATIENTS

Requires Non Operative Treatment

Detailed Examination

Recording of History of Illness

Diagnosis, relevant investigations

Institution of Treatment

Discharge

Reference Back to Source

Requires Operative Treatment

Detailed Examination

Recording of History of Illness

Diagnosis, relevant investigations

Institution of Treatment

Review P.A.C. (Evening Prior)

Pre-operative Orders, Preparation of Part

Consent for Surgery & Anesthesia

Transfer to O.T. at 8 A.M.

Operation after Institution of Anesthesia

Recording of Operative Findings & Post Op. Orders

Transfer to Recovery Ward

Transfer back to Ward

Discharge Reference back to Source

SQP & WI MANUAL

ESIC MODEL
HOSPITAL,
LUDHIANA

DEPARTMENT OF SURGERY (contd.)

DOC. No. SURG

4.0

List of records

S.No
.
1.
2.
3.
4.

Name of record

Retention period

Main OT register
Minor OT register
Biopsy record
Process nonconformity
record

Ten Years
Five Years
Two Years
Two Years

5.0

List of Formats

S.No
.
1.
2.
3
4
5
6
7

8.0
1.

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Responsibility
Sister I/C Main OT
Sister I/C Main OT
Outsourced / HOD
HOD

Name of format

Responsibility

OPD slip
Lab. investigation form
Consent Form
Special Investigation Form
Discharge Slips
Death Forms
Continuation of Case Sheet
Papers

I/C Central Registration

I/C Central Registration
OPD Sister I/c
OPD Registration
OPD room I/c
Sister I/C Ward
Sister I/C Ward

Objectives
Elective surgery date will be reduced to around two months against current waiting
of six months by 31.12.2009

2. To start new services and facilities like

a.

laproscopic choleystectomy

b. Postoperative care unit

c.

Burn unit

d. Recovery room for post operative patients

3. To achieve training of Doctors twice an year and paramedical once in a year