housekeeping management in hospitals

ARAVIND EYE CARE SYSTEM

A R A V I N D E Y E H O S P I T A L& Postgraduate Institute of

OphthalmologyMadurai, India

ARAVIND EYE CARE SYSTEM

A R A V I N D E Y E H O S P I T A L& Postgraduate Institute of

OphthalmologyMadurai, India

Housekeeping Management in Housekeeping Management in Hospitals Hospitals

G. Krishna VeniG. Krishna Veni

A R A V I N D E Y E C A R E S Y S T E MA R A V I N D E Y E C A R E S Y S T E M

Overview on Housekeeping Overview on Housekeeping Department Department

Historical PerspectiveHistorical Perspective Under direction of ward nurseUnder direction of ward nurse The concept of Housekeeping was not clear The concept of Housekeeping was not clear

Modern PerspectiveModern Perspective Psychological Impact of patients Psychological Impact of patients Improved hygienic practices and better sanitary Improved hygienic practices and better sanitary

conditions have a direct relationship to the post conditions have a direct relationship to the post operative complications.operative complications.

Under direction of Housekeeping department Under direction of Housekeeping department Members of HK department are experts in cleaning Members of HK department are experts in cleaning

and organizing in house activities and organizing in house activities


The housekeeping departments The housekeeping departments work has advanced rapidly in work has advanced rapidly in recent years and requires not only recent years and requires not only knowledge of technical skills but knowledge of technical skills but also an understanding of the also an understanding of the ‘Tools’ of management‘Tools’ of management


Principles of managementPrinciples of management

Plan, organize, coordinate, control Plan, organize, coordinate, control and monitor all the housekeeping and monitor all the housekeeping activities in hand for effective activities in hand for effective utilization of resources utilization of resources


Housekeeping - DefinitionHousekeeping - Definition

Housekeeping is defined as the Housekeeping is defined as the

provision of a provision of a clean, comfortable and clean, comfortable and

safe environmentsafe environment for the patients and for the patients and

public in a hospital setuppublic in a hospital setup


The concept of housekeeping is The concept of housekeeping is simplistic simplistic

butbutWhen one considers maintaining a When one considers maintaining a ‘house’ of several hundreds of rooms ‘house’ of several hundreds of rooms and numerous public areas, the task and numerous public areas, the task becomes gigantic.becomes gigantic.


Aims of housekeeping Aims of housekeeping departmentdepartment

Achieve the maximum efficiency possible in the care Achieve the maximum efficiency possible in the care and comfort of the patients and in the smooth running and comfort of the patients and in the smooth running of the hospital.of the hospital.

Establish a welcoming atmosphere and a courteous, Establish a welcoming atmosphere and a courteous, reliable service from staff of all departments.reliable service from staff of all departments.

Ensure a high standard of cleanliness and general Ensure a high standard of cleanliness and general upkeep in all areas.upkeep in all areas.

Train, control and supervise the staff of housekeeping Train, control and supervise the staff of housekeeping department.department.

Establish a good working relationship with other Establish a good working relationship with other department.department.

Ensure that safety and security regulations are made Ensure that safety and security regulations are made known to all staff of the hospital.known to all staff of the hospital.


Responsibilities of Responsibilities of Housekeeping DepartmentHousekeeping Department

Daily cleaning Daily cleaning Periodic cleaningPeriodic cleaning Trash and garbage removal including proper hospital Trash and garbage removal including proper hospital

waste disposalwaste disposal Discharge cleaningDischarge cleaning Exterminating bugs and pestsExterminating bugs and pests Preventing spread of infectionPreventing spread of infection Safety and security of the hospitalSafety and security of the hospital Creating healing environmentCreating healing environment GardeningGardening Interior decorationInterior decoration


Organization Chart Organization Chart

ADMINISTRATOR

HOUSEKEEPING MANAGER

HOUSEKEEPER

SANITORY WORKER

GARDENAR


Organizing Housekeeping Organizing Housekeeping Department Department

LocationLocation Facility & space requirementFacility & space requirement

Storage areas (e.g. under staircase) Storage areas (e.g. under staircase) Cupboards with locksCupboards with locks Notice boards Notice boards

Management information systemManagement information system Registers (attendance, asset,...)Registers (attendance, asset,...) Forms (Indent, requisitions,…)Forms (Indent, requisitions,…) Asset list (equipment, materials..)Asset list (equipment, materials..) Checklist (Quality, Maintenance..)Checklist (Quality, Maintenance..)


Recruitment and staffing Recruitment and staffing

Tapping the right sourceTapping the right source Interview processInterview process Selection processSelection process GroomingGrooming Personal HygienePersonal Hygiene HonestyHonesty Courtesy tact & diplomacyCourtesy tact & diplomacy


Orientation Orientation The organization and brief outline of the hospitalThe organization and brief outline of the hospital Information regarding condition of service, pay, Information regarding condition of service, pay,

etc.etc. Information regarding grooming, hygiene, Information regarding grooming, hygiene,

courtesy, safety, security, etc.courtesy, safety, security, etc. Rules like dress code, hours of work, leave Rules like dress code, hours of work, leave

policies and procedure, lunch hours, etc.policies and procedure, lunch hours, etc. Hospital tour Hospital tour Observing Equipments and supplies used in the Observing Equipments and supplies used in the

housekeeping departmenthousekeeping department Observing cleaning procedures done Observing cleaning procedures done


Training Training Methods of supervisionMethods of supervision Housekeeping procedures like sweeping, Housekeeping procedures like sweeping,

mopping, dusting work mopping, dusting work Equipments and supplies, when to use and how to Equipments and supplies, when to use and how to

use, amount to use and care of the equipment. (use, amount to use and care of the equipment. (Attach equip.. usageAttach equip.. usage))

Refresher trainingRefresher training During lean periodsDuring lean periods Newer techniques/methods Newer techniques/methods Practical training under supervision for Practical training under supervision for

quality improvementquality improvement


Qualities of the housekeeperQualities of the housekeeper

Basic knowledge of health care sanitationBasic knowledge of health care sanitation Ability to plan, administer, and develop all Ability to plan, administer, and develop all

phases of a comprehensive housekeeping phases of a comprehensive housekeeping programprogram

Ability to assign, supervises, and evaluates Ability to assign, supervises, and evaluates the work of subordinates the work of subordinates

A pleasant personality A pleasant personality An interest in people and tact in handling them An interest in people and tact in handling them


Inter departmental relationshipInter departmental relationship

Maintenance department Maintenance department (electricity, (electricity, plumbing, carpentry, civil)plumbing, carpentry, civil)

StoresStores LaundryLaundry SecuritySecurity NursingNursing Other departmentsOther departments


Management IssuesManagement Issues

Effective communicationEffective communication

Absent of responsible personAbsent of responsible person

Work AllocationWork Allocation

Conflicts Management Conflicts Management

Time Management Time Management


Housekeeping practices in key Housekeeping practices in key working areas in hospitalsworking areas in hospitals

Out Patient Department and Out Patient Department and Clinical areaClinical area

Operation TheaterOperation Theater Ward Ward LaboratoryLaboratory Office areaOffice area Sanitary area Sanitary area Outside area Outside area


Common Housekeeping Common Housekeeping practices in key working areaspractices in key working areas

Systematic cleaning operations – Systematic cleaning operations – Year calendar Year calendar Basic work procedures Basic work procedures Control of odors, pests, rodent & animal control Control of odors, pests, rodent & animal control Waste disposal – methods and proceduresWaste disposal – methods and procedures Safety regulation – Accident, fire, electrical Safety regulation – Accident, fire, electrical Care of furnitureCare of furniture Interior decorationInterior decoration Storage procedure for used equipmentsStorage procedure for used equipments


Managing Sanitary WorkersManaging Sanitary Workers

Workers under housekeepers Workers under housekeepers work distribution for male and female workers work distribution for male and female workers Recruitment and selection procedureRecruitment and selection procedure

Nearby areas Nearby areas Different areas & families Different areas & families Physical appearancePhysical appearance Age mix Age mix

Effective supervision Effective supervision Handling the difficult workerHandling the difficult worker Effective communicationEffective communication Performance evaluationPerformance evaluation


Retaining Sanitary Retaining Sanitary WorkersWorkers

Nutritious snacksNutritious snacks Providing free lunchProviding free lunch Free uniformFree uniform Free medical facilitiesFree medical facilities Recreation (tours, movies etc.) Recreation (tours, movies etc.) Sick leaveSick leave Change their shifts if they have any acceptable Change their shifts if they have any acceptable

reasonreason Help them if they require money for EmergencyHelp them if they require money for Emergency Help them to educate their childrenHelp them to educate their children Bonus for 100% attendance Bonus for 100% attendance


Challenges ….. Challenges ….. Routines need to be planned so that they Routines need to be planned so that they

do not inconvenience doctors, nurses, do not inconvenience doctors, nurses, visitorsvisitors

Cleaning has to be consistent, suitable in Cleaning has to be consistent, suitable in conjecture with nursing procedures, e.g. conjecture with nursing procedures, e.g. bed making before vacuum cleaningbed making before vacuum cleaning

A greater need for flexibility and the A greater need for flexibility and the ability to adjust to interruptionsability to adjust to interruptions


Methods & equipment require Methods & equipment require special attention so as to prevent special attention so as to prevent cross - infectioncross - infection

The noise is of more importance The noise is of more importance than elsewhere.than elsewhere.


Greater variation in different work Greater variation in different work methods and standards in different methods and standards in different areas, example - operating theatres, areas, example - operating theatres, wards and visitor’s loungewards and visitor’s lounge

( ( standards of cleanlinessstandards of cleanliness)) The need for check cleaning, that is the The need for check cleaning, that is the

frequent re-doing of cleaning tasks, in frequent re-doing of cleaning tasks, in heavy use areas e.g. Mopping of floors, heavy use areas e.g. Mopping of floors, cleaning of toilets and wash basins. (cleaning of toilets and wash basins. (frequency of cleaningfrequency of cleaning) )


Laundry ServicesLaundry Services

It is a centralized function coming under the It is a centralized function coming under the housekeeping department taking care of all housekeeping department taking care of all activities from purchase to linen activities from purchase to linen management to laundry to condemnationmanagement to laundry to condemnation

Linen Management will vary based on the Linen Management will vary based on the climate, culture, systems and procedure of climate, culture, systems and procedure of the individual organizationthe individual organization


Hospital can go forHospital can go for Inside laundry services - with adequate Inside laundry services - with adequate

machineriesmachineries Inside laundry services – Manual wash by Inside laundry services – Manual wash by

dhobi dhobi Outside laundry services – On contract Outside laundry services – On contract

basis basis


Functions of laundry departmentFunctions of laundry department

Collection or receiving soiled and infected linenCollection or receiving soiled and infected linen Processing solid linen through laundry Processing solid linen through laundry

equipment. This includes sorting, sluicing and equipment. This includes sorting, sluicing and disinfecting, washing, extracting, drying, disinfecting, washing, extracting, drying, conditioning ironing, pressing and foldingconditioning ironing, pressing and folding

Inspection and repair of damaged articles, their Inspection and repair of damaged articles, their contamination and replacementcontamination and replacement

Distributing finished linen to the respective user Distributing finished linen to the respective user departmentsdepartments

Maintenance and control of active and back-up Maintenance and control of active and back-up inventions and processed lineninventions and processed linen

Maintaining all type of registersMaintaining all type of registers


Organizing laundry departmentOrganizing laundry department

Manpower requirementManpower requirement Duties and responsibilities of linen in - charge Duties and responsibilities of linen in - charge

housekeepershousekeepers Recruitment and selection of dhobiRecruitment and selection of dhobi Management information systemManagement information system Equipments – selection, careEquipments – selection, care Linen – selection, care, stain removal procedureLinen – selection, care, stain removal procedure Work procedureWork procedure Stain removal procedureStain removal procedure Management issuesManagement issues


Tips Tips Stock the linen materials in 1:3 ratioStock the linen materials in 1:3 ratio

Each day the bed sheet is dusted and the side Each day the bed sheet is dusted and the side is changed when the bed is made. This way is changed when the bed is made. This way both sides of the sheet is used. On the third day both sides of the sheet is used. On the third day the bed sheet is changed the bed sheet is changed

Use all faded and damaged fabrics for dusting Use all faded and damaged fabrics for dusting and cleaning windows, furniture etcand cleaning windows, furniture etc


Other housekeeping knowledgeOther housekeeping knowledge

Innovative and decorative tasks like Innovative and decorative tasks like flower arrangements and pot decoration flower arrangements and pot decoration etc.etc.

GardeningGardening Arranging dinner, tea for guestsArranging dinner, tea for guests Arranging rooms for conferences, Arranging rooms for conferences,

meetingsmeetings Functional arrangementsFunctional arrangements


ConclusionConclusion

The housekeeping department is a non-The housekeeping department is a non-revenue-producing service department in revenue-producing service department in the hospital. A poorly run department the hospital. A poorly run department results in money needlessly spent and results in money needlessly spent and creates a negative impression on patients, creates a negative impression on patients, visitors and staff, which will adversely affect visitors and staff, which will adversely affect their perception of the quality of care their perception of the quality of care provided by the hospital.provided by the hospital.

housekeeping management in hospitals

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