CHAPTER # 4

PERSONAL EXPERIENCE

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4.0 Introduction of Hospital:

 

Name of Hospital:                              Govt.
Lady Aitchison Hospital, Lahore

Medical Superintendent:                  Dr. Fauzia Saeed (MBBS)

Hospital Location:                             Opposite Eye Ward, Mayo Hospital Road,
Lahore

Contact:                                             Tel: +92.99211191, Fax: +92.99211376-78

 

I
am working in Lady Aitchison Hospital as Junior Clerk (BPS-11). The duration of
my work was starting from 22ndSep,
2015 to till date. This period is very successful for me
in understanding the practical working of the different department. All the
staff of organization was very supportive and cooperative. They guide me in a
very kind manner. During my job period in the company I attend the following
works in Accounts & Purchase Department including:

 

4.1 Accounts Department:

 

Ø  4.1.1 Bills of Salary:

The
main work in accounts department is to prepare the bills of salary. At the last
of the month it is very important part of the work to make a salary bills. The
salary bill consists of following things:

Ø  4.1.2 Midwifery Nurses Stipend:

In Lady Aitchison Hospital
there are 65nos of nurses are working into the different department and the
Health department is decided to give her stipend every month and the stipend
amounting is Rs.20,000/- for each.

Ø  4.1.3 House Officer Doctor:

In Lady Aitchison Hospital
there are 20nos of House officer doctors are working into the different
department and we are giving her stipend every month and the stipend amounting
is Rs.45,000/- for each.

 

Ø  4.1.4 Post Graduate Trainee:

In Lady Aitchison Hospital
there are 65nos of Post Graduate Trainee Doctors are working into the different
department and the Health department is decided to give her stipend every month
and the stipend amounting is Rs.75,000/- for each.

 

4.2 Maintenance of Cash Book:  

We are maintaining the cash book record of the contingency vouchers
and receipt of payments. This book is known as Cash Book. The cash book is the
book in which all the cash receipt and the cash payments are recorded. This is
also one of the books of original entry. It starts with the cash or bank
balance at the beginning of the period 1st July and ending of the
period is 30th June.

 

4.3 Budget Control Book:

The
Budget control book is a process of the planning of budget and implementation
that is design to ensure that resources are the allocated in an efficient,
transparent and secure way. There are the following elements of budget control.

 

Ø 
Estimate and Forecast.

Ø 
Planning of budget.

Ø 
Coordination with all members.

Ø 
Cost Analysis.

Ø 
Approvals of roles and responsibilities.

Ø 
Reporting and Monitoring.

Ø 
Trail of Audit.

Ø 
Planning of Procurement.

Ø 
Documentation.

Ø 
Management Performance.

Ø 
Information of Security.

Ø 
Revision of book.

 

4.4 Medium Term Budgetary Framework:

The Government of Pakistan
is decided the annual budget of
the Federal Government which is based on a medium term budgetary framework (MTBF). The MTBF is an approach to
budgeting that integrates policy-making, planning and budgeting within a medium-term framework. The framework is shown as follow:

 

Object Code

Description

A01101

Basic Pay

A01156

Pay of
contract staff

A01202

House Rent
Allowance

A01203

Covveyance
Allowance

A01216

Qualification
Allowance

A01217

Medical
Allowance

A01226

Computer
Allowance

A01251

Mess
Allowance

A01224

Entertainment
Allowance

A01274

Medical
Charges

A03927

Purchase of
Medicine

A03303

Electricity

A03902

Printing
& Publication

A03955

Computer
Stationery

A13101

Repair of
Machinery

A03303

Sui Gas

A03907

Other medical waste

A13102

Repair of Medical Equipment

 

 

 4.5 Purchase
Department:

 

4.5.1 Tenders Information:

First
of all I am getting information about the due and upcoming tenders in all over
the Pakistan. I worked almost 1 hour in that work and get knowledge about the
tenders through following sources:

Ø  Approval
from Health Department

Ø  Director
General Public Relation(DGPR)

Ø  Newspaper

Ø  PPRA
Website

Ø  Calling

Ø 
Direct Visiting etc.

All the
information are updating on the Tenders notice board, which is displaying in
front of our department.

 

4.6 Contacts with
Branches:

After spending 1 hour in collection
of tender information, I am starting to contact in the branches and given them
update and also collect information from them. The way of delivering
information is e-mail. All the e-mails are CC to the related authorized person.

 

4.7 Participation in Tender:

When
we find that our products will meet the standards of the requirement of the
customer. Then we start the work to participate in the tender. Following are
the steps to participate:

 

4.7.1 Request for quotation:

Firstly
i write a request for issuing tender document on the company letter head with
signature of the relevant person and stamp.

 

4.7.2 Tender Fee:

The
bidding documents issuing against the tender fee to participate in any tender,
it is paid to the specific customer and then they issue the documents. The
tender fee is non-refundable.

 

4.7.3 Received Detailed Specification of the Product:

Finally
the details specification of the products will issued against the fee receipt
and the request written on company’s letter pad.

 

4.8 Preparation of Bids:

The
main work of my job is to prepare the bids against tender. When we received the
detailed information for the equipments then start the working for tender. The
complete bid consist of following things:

 

4.8.1 Technical Offer:

All
the Description of the product will be write in the technical offer except the
price. On due date of the tender the customer’s institute firstly open the
technical offer.

 

4.8.2 Cash Deposit Receipt (C.D.R):

First
of all CDR is make as a security, necessary to participate in the tender for
the gaining contract. If someone doesn’t attach the original copy they are
rejected straightly.

 

4.8.3 Commercial Offer:

When
the technical offer is accepted then the commercial offer is open in front of the
all participant. All the Description of the product will be written in the
commercial offer with the price and containing original C.DR. Which party
offer’s price is low and meet the complete requirements they accept that.

 

 

4.8.4 Documentation:

At
the end following document’s copies will be attached with the bid:

Ø  Technical
offer

Ø  Commercial
offer

Ø  C.D.R
copy

Ø  Bidding
documents

Ø  Tender
fee receipt

Ø  Products
broachers

Ø  C.E
of the product

Ø  I.S.O
of the product

Ø  Distribution
certificate of the product

Ø  International
customer’s list

Ø  List
of Technical Staff

Ø  International
Training Certificate

Ø  NTN(National
Tax Number)Certificate

Ø  Sales
Tax Certificate

Ø  Bank
Certificate

Ø  Bank
Statement

Ø  Police
Verification Certificate

Ø  Stamp
Paper (undertaking of non-blacklisting)

Ø   CE of the company

Ø  ISO
certificate of the company

 

When
CDR, Technical Offer, Commercial Offer and Documentation are done then they are
packed in an envelope and sealed. On due date and time the complete bid must be
reach at the specific place then it is register in the record of customer’s
organization. After due date and time they’ll refuse to receive the tender.

 

 

 

 

 

 

 

 

 

 

 

CHAPTER # 5

ANALYSIS

 

5.0 SWOT Analysis

 

SWOT analysis is the
analysis of any firm’s Strengths, Weakness, Opportunity and Threats. These
factors associated to internal or external factors. Strengths and Weaknesses
are related to internal environment and Opportunities and Threats are connected
to external environment of the organization.

Following are the strengths,
weaknesses, opportunities and threats which i find out in the Lady Aitchison
Hospital:

 

5.1 Strengths:

Ø 
Strong financial position

Ø 
High quality services

Ø 
Complete hold from Health Department.

Ø 
Skilled staff.

Ø 
Accommodation facility for outsider staff.

Ø 
Friendly relationship with their employee.

Ø 
Provide free Tea twice a day.

Ø 
Special break for offering Namaz.

Ø 
Standard salaries of employees.

Ø 
It is a public organization.

Ø 
Provide different allowances to their employee.

Ø 
Less chance of default because of Public
Registration.

Ø 
Faster responses of any emergency.

Ø 
Quick services of Ambulance.

Ø 
Quick services of security.

Ø 
Nursery for patients.

Ø 
Ventilator Facilities.

 

 

5.2 Weaknesses:

Ø 
No proper distribution of work among the staff.

Ø 
Stable salary packages.

Ø 
It is the era of modern technology and IT but
only Punjab Secretariat Health Department can use these facilities. First of
all it should increase their IT structure and most importantly it should
improve the quality of Correspondence

Ø 
No proper timing of arrival and specially
departure.

Ø 
Having a very large number of works.

Ø 
Poor coordination with employees.

Ø 
Online or Biometric attendance system should
introduce in all the offices.

Ø 
Shortage of rules following in department.

Ø 
Lack of Strategy.

Ø 
No grip on the whole administration except
medical.

Ø 
Hiring employee’s procedure should not
effective.

Ø 
Lower space of store room.

Ø 
Issue of DDO signature.

 

5.3 Opportunities:

Ø 
This becomes very successful outside the Punjab
region.

Ø 
Due to government support they can grow well.

Ø 
They can also start other unit which is linked
with their specialized healthcare and medical education department. 

Ø 
They can cover the larger number of patients by
the usage of best services.

Ø 
Attract the patients through mobile and advertisement.

Ø 
Larger capital can allow them to provide latest
facilities to patients.

Ø 
Health department supporting into the different
Projects.

Ø 
Make a Tenders with Security and Janitorial
Companies.

 

5.4 Threats:

Ø  Anti-Government movement- doesn’t want
to spend money on program.

Ø  Lack of Public Knowledge/Awareness.

Ø  Untrained Clerks.

Ø  Lack of communication to health
department.

Ø  Political approval of programs.

Ø  Limitations of budgetary.

Ø  Stereotypes of Public.

Ø  State deficit (No Money).

Ø  Clerks serving clients needs.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CHAPTER #
06

SUGGESTIONS AND RECOMMENDATIONS

 

6.1 SUGGESTIONS AND RECOMMENDATIONS

I am working
more than 2years in the Lady Aitchison Hospital and after this experience in
that institution, I would like to recommend the following suggestions for
making the improvement in the performance of the organization:

 

Ø 
There is the need of revised and increased the pay
scale of the employees.

Ø 
No uniformity of rules and regulation in the
different branches. They must have control over the branches strictly regarding
rules and regulations.

Ø 
Online or Biometric attendance system should
introduce in all the offices.

Ø 
Many hospitals provide the online facility to
the patients for their status. Patients get the notification time to time. But
in Lady Aitchison Hospital this facility is not provided, customers get
information by self-contact.

Ø 
It is the era of modern technology and IT but
only Punjab Secretariat Health Department can use these facilities. First of
all it should increase their IT structure and most importantly it should
improve the quality of Correspondence.

Ø 
It can be distribute the proper work among the
staff.

Ø 
Alternate sources should be available in case of
failure of IT system.

Ø 
There is very short time training facilities are
given to the staff. They learn most of the things on their practical period. It
must be increase.

Ø 
They can cover the larger number of patients by
the usage of best services.

Ø 
It should focus on Patients care units.

Ø 
They can also use the social media and Internet
for the purpose of marketing.

Ø 
Professionally hiring system should be adopted in
the hospital to improve the performance of this hospital.

Ø 
They should arrange a complaint and suggestion
box, which anyone can use freely.

Ø 
They can also start other unit which is linked
with their specialized healthcare and medical education department. 

Ø 
They should arrange seminars and participate
specially in the programs of Medical Students, to provide the awareness about
the services.

Ø 
Gives Demo and Training to the staff of the
hospital.

 

 

 

 

 

 

 

 

 

 

CHAPTER # 7

CONCLUSION

 

7.0 CONCLUSION:

In the last I would
like to conclude the whole things as:

 

This time period
of 2 years of my job was very knowledgeable and experienced for me. After
completion of my work I am able to working in accounts and also done many other
tasks. I learned a lot of things during this period. It was my first job toward
the professional life and would be helping me in my career.

 

Ø  Lady Aitchison Hospital has cooperative staff members.

Ø  Friendly relationship of employer with their employees.

Ø  This Hospital is the safe organization for long term career
opportunity.

Ø  They treat its Patients in a good manner.

Ø  In the last I would like to say that the Govt. Lady Aitchison
Hospital was growing very rapidly because it is performing well. Therefore, its
current position is improving time by time.