House Keeping Management

Organising a housekeeping department

The housekeeping department serves all areas and departments of a hospital. Hence the housekeeping department needs to be centrally located and close to the vertical transport system to facilitate easy movement of housekeeping materials and equipment.

Facilities and space requirement

• - Office for the housekeeping manager
• - Clerical work area
• - Chief housekeeper’s desk and bulletin board to put up daily duty charts and other housekeeping information
• - Store room for the housekeeping equipment and materials
• - housekeeping closets on all floors of the hospital with space and shelves for housekeeping equipment and materials, and trolleys. As a matter of routine, supplies for daily use should be delivered to their respective closets directly.

Housekeeping control desk

The housekeeping control desk is the nerve centre of the entire department and its efficiency determines the smooth operation and effectiveness of housekeeping. It is the focal point for the dissemination of information and communication to various points in the housekeeping department as well as to other departments for co-ordination. The area of the control desk must have:

Information board

• - Duty chart for housekeepers and sweepers
• - Cleaning schedules
• - Hospital staff room accommodation details CHAPTER 22
• - Other general information and important announcements

Key board

• - Patients’ room keys
• - Office room keys
• - Entrance key
• - Others

Registers, files, forms

• - Housekeeping equipment and supplies list
• - Attendance register for sweepers
• - Request form for supplies and equipment from stores
• - Request form for repairs to be carried out in other departments
• - Inventories of supplies and equipment
• - Checklist for patients’ rooms
• - Year planning calendar
• - Inventories of furniture and furnishings
• - Inventory of linen

Housekeeping stores

For the housekeeping department to function in a systematic manner, it is essential to maintain a housekeeping Stores. All items necessary for the day to day functioning of the department are stored here. It is from here that the housekeepers issue the necessary cleaning equipment, agents and supplies to the floor and out-patient areas. It is the duty of the housekeepers to request the equipment and supplies needed to clean the areas they are overseeing.

  The housekeeping supervisor should inform the purchase department of the required items. These items are purchased and kept in the housekeeping stores. They are then distributed to the various areasdaily, weekly, fortnightly or monthly. Maintaining a regular disbursing system helps to keep track of the materials and supplies used, and minimizes waste and misuse. The rules to be followed when requesting supplies and materials:

• - New for old
• - Full for empty

  The Out-patient area housekeepers should be given charge of the stores. They are responsible for all issues made from the stores and for the replacement of the items. Their duty is to take weekly inventory to ensure that the stocks are maintained and there is no shortage or pilferage. It is also their responsibility to keep the stores neat and clean at all times. Cleaning the stores should be a regular part of the housekeeping work. Access to the stores should be limited only to persons dealing with maintenance and issuing. Unauthorised entry should be forbidden and this rule should be strictly enforced. A part of the stores may be used for storing and stocking furniture such as extra chairs, tables and camp cots. These should be protected by covering them with dust sheets.

Organisation chart

The housekeeping department has multiple functions to perform. Housekeeping services may be requested any time of the day or night, hence the staff structure must be so arranged as to provide the necessary services. Personalised services remain very much an important part of “quality” health care and this too is largely provided by the housekeeping department.

  The housekeeping manager, as Head of the department, must coordinate the performance of these functions for the most efficient operation possible. Since the housekeeper cannot singlehandedly discharge all the functions of supervision, requisition, scheduling, budgeting and so forth, the department must be organized in such a way that each of these jobs is capably done. Delegation of authority through a clear chain of command will accomplish this objective. It must however be remembered that although authority is delegated, the Manager retains full responsibility for the department.

Job descriptions

Housekeeping manager
Reports to: Administrator

This is an important position in a hospital as it carries the responsibilities for the cleanliness, maintenance and aesthetic appeal of the hospital. An efficient housekeeping manager must possess a high degree of tact as well as good organizing ability, because of the need to work with other departments and with so many different people.

Work to be performed

• - Collaborate with other departments to ensure delivery of quality services
• - Interview, select, train, evaluate and counsel staff in the hospital housekeeping department
• - Instruct and advise staff on changes in policies, procedures or working standards
• - Listen to the problems if any, of the housekeepers and sweepers and try to resolve them
• - Attend to the complaints and queries, if any, from other departments, or patients regarding the housekeeping functions and take necessary remedical action
• - Conduct meetings with the housekeepers and sweepers separately to exchange ideas and solve problems
• - Prepare a report as required by the management
• - Work closely with the administrator on day to day housekeeping requirements
• - Monitor departmental activities to ensure that maximum efficiency is maintained in the services being provided
• - Assist in developing, delegating and monitoring departmental goals, objectives and programmes to ensure timely completion
• - Build a good rapport with all departments and staff to enable smooth functioning of the housekeeping department

Housekeeping supervisor
Reports to: Manager - Housekeeping

This is a senior position within the department. The Supervisor takes the responsibility to ensure that all procedures and policies brought into the department by the Manager are being followed.

Work to be performed

• - Go on rounds every morning to inspect the floors of the hospital and to correct any mistakes on the part of the housekeepers
• - Deployment, supervision and control of staff
• - Train all staff to efficiently perform the standard procedures as applicable to their job positions
• - Monitor the use of supplies and equipment and prepare a monthly request list including purchase of cleaning supplies
• - Keep inventories and records of equipment and supplies
• - Maintain a record of attendance of the housekeepers, cleaners, gardeners and laundry staff
• - Arrange rotation of cleaners and housekeepers in case of leave, absence or day off
• - Assign shifts to the cleaners and housekeepersday shift and night shift
• - Calculate the salaries of all staff every month and maintain a record of the same
• - Ensure that correct procedures are followed in Linen Management and that clean and hygienic conditions are maintained in the washing area
• - Maintain a monthly stock of all items in the hospital
• - Ensure that damaged furniture and fixtures are attended to immediately, and condemn those that cannot be repaired once in a month
• - Ensure that damaged linen is repaired immediately, and condemned linen is recycled
• - Ensure that regular repair and maintenance work is carried out
• - Ensure a clean and safe environment to the staff and patients
• - Report to the housekeeping Manager on housekeepers’ and sweepers’ performance

Housekeeper
Reports to: Housekeeping Supervisor
Work performed

• - Keep all areas of the hospital dust free and stain free
• - Follow the systems and procedures as laid down by the department
• - Ensure clean and dry bathrooms at all times
• - Co-operate with the staff of other departments
• - Supervise and instruct the sweepers on the day to day activities
• - Enhance the décor of different areas of the hospital with floral arrangements
• - Train new recruits
• - Check all the safety items on allotted floors
• - Record all “lost and found” items on as per laid down norms
• - Ensure total patient satisfaction

Sweeper
Reports to: Housekeeper
Work to be performed

• - Receive the allocation of floor and area of cleaning
• - Clean the rooms twice a day
• - Clean the common toilets and bathrooms twice a day
• - Follow instructions and cleaning procedures given by housekeepers
• - Take care of cleaning materials and ensure economical use of supplies given from the department
• - Remove and dispose off refuse and rubbish at the assigned area
• - Report missing or broken hospital property to the housekeeper
• - Maintain a polite, dignified and helpful attitude toward the patients
• - Hand over the unclaimed articles found in the premises to the supervisor
• - Attend over daily briefings and give attendance

Gardener Reports to: Housekeeper
Work to be performed

• - Clean and maintain the garden
• - Take good care of newly cultivated plants
• - Take an interest in adopting new technology in the development of the garden
• - Water and prune the plants
• - Be creative in arranging the plants in a garden
• - Attend work regularly

Responsibilities of the housekeeping department

Direct responsibilities

• - Daily cleaning
• - Periodic cleaning
• - Trash and garbage removal including proper hospital waste disposal
• - Exterminating bugs and pests
• - Preventing spread of infection
• - Ensuring clean linen
• - Safety and security of the hospital
• - Creating an aesthetically pleasing environment
• - Gardening
• - Making the necessary arrangements for meetings,workshops and conferences

Indirect responsibilities

• - Saving electricity by switching off lights and fans when not in use
• - Ensuring an economical use of supplies
• - Developing goodwill by a courteous, helpful and caring attitude towards patients and visitors
• - Promoting safety rules and measures by observing them and reporting dangerous conditions
• - Maintaining a harmonious working relationship with the staff of other departments
• - Arranging accommodation facilities for visitors and providing food during their stay at the hospital

Qualities required for a housekeeper

• - Basic knowledge of health care and sanitation, including principles of bacteriology, chemistry and related sciences, applicable to the prevention and control of infections and communicable diseases The housekeeper should also have the ability to convey this knowledge in a non-technical way to subordinate supervisors and workers so that they can apply it in their daily work
• - Ability to plan, administer and develop all phases of a comprehensive housekeeping programmeme that will provide a suitable environment for the hospital’s medical and administrative activities
• - General working knowledge of sanitation, laundry operations, linen service and interior decoration
• - Ability to assign, supervise and evaluate the work of subordinate supervisors and their personnel
• - An interest in people and tact in handling them
• - A pleasant personality and the ability to converse with all types of people
• - An ability to hide personal likes and dislikes and to be conscientious, fair and just
• - Be strict with respect to punctuality and observance of rules and regulations of the hospital
• - Loyalty to the hospital and to the staff
• - A sense of humour
• - A cool head to deal with emergencies
• - Adaptability and willingness to experiment with new ideas
• - Powers of critical observation

Recruitment, selection and training of manpower

Having decided on the layout and facilities in the housekeeping department, the next task is to decide how many people are needed for the department. The number of people would depend on the structure of the hospital (block construction or cluster of rooms), number of floors and rooms per floor, number of public areas, size of landscape, the flow of patients and the time required for each task.

Recruitment and selection

The Administrator of the hospital and housekeeping Manager make the final decision regarding the selection of housekeepers. The process involved in recruitment and selection is:

Planning the selection schedule

• - Print application form
• - Inform public and staff through bulletin boards, advertisements and by word of mouth
• - Issue application forms
• - Collect application forms
• - Shortlist and file applications
• - Arrange interviews
• - Conduct written exam and interview
• - Shortlist the selected candidates
• - Send employment letters
• - Conduct an orientation programme for the selected candidates
• - Conduct a basic training programme
• - Give an on-the-job training

Selection criteria for housekeeper

Educational Qualifications	12th(Higher secondary class) passed with 500-700marks
Age	18-20 years
Experience	Fresh candidate with no prior experience in hospitals.
Skills	Ability to talk clearly and politely. Ability to listen well. Ability to influence others. Knowledge of knitting, drawing, stitching.Understand and speak the local language
Personality	Independent, responsible, open, bold, bright and pleasant disposition
Background	A low /middle income family
Health and appearance	Smart, clean, tidy, simple in appearance dress.Good health - should pass the medical test criteria

Basic training programmeme for housekeepers

The basic training schedule for the recruited housekeepers should be planned for a specific period and should cover all aspects of housekeeping. The housekeeping Manager should appoint appropriate well-trained staff from the housekeeping department and other resource persons to conduct the training in the related field. The trainees can then be put on an on-the-job training.

The training schedule can cover the following areas:

• - Introduction to housekeeping
• - General rules and regulations
• - Hospital work culture and values
• - Housekeeping and patient relationship –interaction with patients to ensure patient satisfaction
• - Housekeeping and other departments
• - Microbiology
• - Ward management
• - Bed making
• - General cleaning procedures
• - Dusting
• - Cleaning of picture-frames and windows
• - Sweeping
• - Mopping
• - Cleaning the surroundings
• - Cleaning the room
• - Cleaning toilets and bathrooms
• - Stain removal and polishing
• - Cleaning walls
• - Cleaning brass items
• - Cleaning the lift
• - Cleaning the water filter and cooler
• - Maintenance and cleaning of drinking water tank. Chlorination
• - Importance of checklists
• - Indenting
• - Maintenance and use of various equipment
• - Other housekeeping activities like making articles for interior decoration
• - Linen management and supply
• - Waste Management
• - Furniture care and maintenance
• - Arrangement for meeting and conference in the concerned rooms or hall
• - Flower arrangement
• - Problem solving
• - .Manpower planning and management
• - Sweeper’s job description
• - Effective communication

Orientation schedule for cleaners

Day	Particulars
1	General orientation about the hospitalVisit to all departments and wards of the hospital Dress code General cleaning - demonstration and sweeping under the guidance of a housekeeper
2	Sweeper’s role in the organisationIntroduction to cleaning materials, equipment and supplies Demonstration on the use of these equipment and materials General cleaning - demonstration and mopping under the guidance of a housekeeper
3	Teaching the significance of cleanliness and personal hygiene Orientation on the different types of rooms Demonstration on gardening, and cleaning the surroundings General cleaning-sweeping and mopping under the supervision of a housekeeper
4	Carrying out sweeping, mopping, cleaning the surroundings and gardening Discussions with senior housekeeper regarding days off, leave, shifts, night duty, Sunday duty, welfare schemes, discipline and attitude expected of the cleaner Demonstration of cleaning wash basins, walls, doors, windows, and stain removal
5 -10	Cleaning wash basin, walls, doors, windows, and removing stains under the supervision of a housekeeper
11	Observation and cleaning of bathroom under the guidance of a housekeeper

Refresher training

This should be conducted periodically to upgrade the standards of cleanliness, or whenever the standards are not being met adequately. This can also be conducted whenever there is a change in policy, procedure or equipment.

Welfare of the staff

To keep up the morale of the staff and to motivate them, it is important to provide a good working atmosphere at the hospital. This can be done by providing:

• - Good working conditions
• - Good working relationship and accessibility
• - Incentive bonus
• - Best employee award
• - Statutory wages (provident fund, gratuity etc)
• - Medical facilities
• - Sick leave and maternity leave
• - Meals when on duty
• - Proper work methods

  Good employees are hard to come by and once they are found, it is important to consider their welfare. Discipline should be maintained. Rules that are made should always be followed. Managerial policies should be consistent and every member of the staff should participate in the efficient and economic running of the department.

Supervision and evaluation of staff

Supervising the workers and getting quality work done is an important role of the housekeeping supervisor.

The functions of the supervisors are:

• - Organize the work assigned to them
• - Plan the task to be performed
• - Direct the work of those responsible to them
• - Co-ordinate the resources under their direction
• - Control workers and resources
• - Evaluate the total job performance and the individual

Guidelines for effective supervision

• - Workers should understand clearly what is expected of them
• - Workers should get guidance in performing work
• - Good work should always be recognized
• - Poor work should be corrected by adopting remedial methods
• - Unwanted action and behaviour towards workers should be avoided

Routine inspection work is required to

• - Ensure that correct procedures and methods are being followed, and to make any improvements
• - Ensure that standards are met and maintained
• - Allow action to be taken to correct defective work
• - Identify responsibility for defective work
• - Enable complaints to be dealt with effectively

  The supervisor should check each employee’s work in each area at least twice during a work period. The first check should be at the beginning of the work to ensure that it has been started on time, and that it is being carried out satisfactorily. The second check should be made before the work in each area is completed to ensure that the work is satisfactory and to inform the worker to correct any faults, if necessary. It is also important to check that the work is being achieved in the stipulated time.

  Checks should not be carried out at the same time each day, as the staff would be alert and responsive. Spot checks in the course of the work period are useful. More frequent checks are necessary for new recruits who are under training.

Handling the difficult worker

• - Find out the reasons for the problem - health, personal problem, or problem with the work procedures
• - Arrange refresher training if required Housekeeping in Eye Care Services - A practical guide
• - Frequently monitor and supervise the work
• - Ask them to repeat the work if found unsatisfactory
• - Motivate him to adopt new procedures and techniques adopted by the department (inculcate positive thinking)
• - Encourage the worker through incentives, and bonus for festivals

Evaluation of workers

In order to ensure continuing efficiency, it is important that the staff is evaluated from time to time. This exercise will be effective, if the following points are kept in mind

• - Pay individual attention to each worker and supervise his work
• - Observe if he completes his work in the stipulated time
• - Help him if he has a problem related to his work
• - Plan additional training for the worker, if you think he requires it
• - Observe his attitude to other workers in the department

Organisation of work

A well managed housekeeping department relies on the ability of its housekeepers to organize work efficiently and manage the use of equipment, space and human labour with minimum effort. It is also important that she concerns herself with the staff requirements and modern cleaning equipments, agents, and methods. She should study their advantages and disadvantages and bring into use those that make cleaning easier for her staff, spare time and ultimately cut down costs.

Work organisation involves the preparation of:

• Work specification
• Work schedule
• Job procedure
• Work study
• Work simplification

Work specification

This is a detailed description of the work to be carried out in a specific area. There should be work specifications for every area covered by the housekeeping department.

Eg. Work specification for cleaning corridors:

• Collect the required equipment and materials
• Store the equipment and materials neatly in the corridor to be cleaned
• Empty the waste bins and collect any other waste that may be on the ground
• Remove the dust from the walls, windows, curtains and picture frames
• Spot clean areas such as door handles, window sills and shaft
• Frequency of corridor cleaning - to be decided based on the patient flow

Work schedule

This is a list of actual work to be carried out by an individual staff member during a particular period of the day. It would also include meal breaks and allow time for cleaning and tidying up of equipments. The number of schedules necessary indicates the number of staff required to clean an area once a day.

Job procedure

This specifies the way a job is done and is to be prepared for each job individually.

Eg. Procedure for cleaning a telephone
Materials

Damp cloth, dusters, disinfectant

Method

Dust the telephone completely with the damp cloth. Wipe down with a disinfectant solution paying attention to the dial, mouthpiece, and phone. Wash, rinse and dry the dusters, and put them back in their place.

Work study

A work study involves work measurements that are required to determine the work involved in a particular job, the time taken to carry out a job under normal; circumstances by an average worker. This helps in determining the number of staff required and in standardising labour costs.

  Example: A work study on bed making showed that the distance covered by the staff during bedmaking can be reduced if she were to strip the bed more systematically and did not tuck in the sheets and the covers till the end of bed-making.

  A work study must be carried out whenever there is a waste of time, labour or material. When there is a delay in carrying out the work, or when the complaints made by patients increase, it is a sure indication that one worker is overburdened with work, and another is not fully occupied. This is an indication that a work study needs to be carried out.

A work study involves the following procedure:

• Select the job procedure and identify the problem
• Observe and record the present work method
• Develop an improved method
• Conduct periodic checks to ensure that the improved method is working satisfactorily

  A work study cannot be carried out unless it gets the full co-operation of the staff involved throughout the investigation. It is possible to get a clear picture of the old working method, and implement the new method only with the full support of the staff.

Work simplification

While a worker is busy and on the job, the muscles of his body need moments of rest between motions. Tensed muscles produce neither high quality nor great quantity of work. The worker finds the work easy or difficult depending on the way he uses his body. New methods need to be developed to make the work easier and to reduce the stress factor for the worker.

A few methods of work are listed below:

• - Movement of the worker should be limited to the minimum necessary
• - The work should be in a pattern of curved line motion
• - Both hands should begin and complete a motion at the same time
• - Arms should move in opposite and symmetrical directions to give the worker proper balance
• - Daily activity should be restricted to normal reach level. Objects out of reach can be cleaned periodically
• - Use of different parts of the body should be restricted to a minimum
• - Before starting work the equipment and materials should be arranged conveniently to avoid unnecessary movement
• - Wherever possible, adjust work heights to make the work easier

Planning the cleaning procedure in a hospital

Cleaning requires a systematic and planned approach, both, towards the individual tasks involved and towards the hospital’s cleaning operations as a whole. This involves two areas:

• - The cleaning process
• - The work schedule

The cleaning process

The objective of the process of cleaning is to remove as much dirt as possible without damaging the surface, and to prevent dirt from resettling. To do this effectively and safely, we need to identify the different types of dust and stains involved, along with ways in which they are introduced into the building. This information helps to decide which cleaning method, equipment and materials are most appropriate. The housekeeping department should establish methods of cleaning and work schedules.

The work schedule

Before any cleaning programme can be carried out, a suitable work plan must be drawn up. The work schedule gives the actual work to be undertaken by a particular staff member during a particular period of the day. This should take into account several factors, which affect the way in which the work is carried out. These factors include:

• - Standard of cleanliness: Cleaning standards vary in different parts of the hospital. In every hospital, the area of work can be classified as high risk and

Area	Standard	Requirement
High risk areas(operation theatres, special units)	Prestige standard	Highest possible standard of cleaning, dust and infection control
Medium risk areasKitchen, toilets	Special standard	High standard of cleaning, and infection control
Low risk areasCorridors, offices,waiting areas, patient rooms	Normal standard	Good standard of cleaning, absence of soil, dust and stains

• - The activity in the area and the time of day: Consideration should be given to the level of activity and amount of traffic in the areas to be cleaned. Where possible, cleaning will be undertaken when these levels are at their lowest. Each part of the hospital has a primary function which should be disrupted as little as possible. Cleaning should fit in as modestly as possible with the main activity of that area. Administration areas and most departments have a standard working day. Hence cleaning in these areas can be programmed to take place either before or after working hours
• - The planning schedule: The housekeeping department should plan and apply a systematic cleaning procedure. This includes:
  • - Daily and weekly schedule: This includes all tasks that are to be carried out regularly in a specific functional area on a predetermined basis set by management according to area usage and the need for cleanliness. (Dusting, sweeping, mopping)low risk areas. The standard of housekeeping services depends on the level of risk Housekeeping cleaning standard has been defined as: Housekeeping cleaning standard = method x frequency When cleaning methods are correctly selected, correct equipment and agents are used for each surface and cleaning tasks are carried out methodically, the housekeeping standards are said to be efficiently met. The following table shows the standard of cleanliness required in different areas of the hospital:
  • - Periodic schedule: This includes tasks, those additional to, but in combination with routine tasks, which have a frequency of once in every 15 days or once in every month. (Changing curtains, removing stains, polishing, cleaning water tanks, cleaning septic tanks) records should be maintained to show when and where a particular task is started and completed Frequency of cleaning: Frequencies are to be based on sound quality cleaning, especially as they relate to “routine” cleaning. A set time schedule is not considered appropriate for routine cleaning. If an area requires cleaning, it should be cleaned, if it does not require cleaning, it should not be cleaned. Cleaning on the basis of “it has to be cleaned everyday even when it does not need it” is not applicable

  Even though waiting area, patient examination area, refraction area and pathways are considered low risk areas in the hospital, frequency of routine cleaning is to be followed to keep the area clean all the time. The area supervisor should check now and

The following table may be used to plan the frequency of cleaning:

Area	Frequency of cleaning	Special attention	Special care
OPD
Registration Waiting area Corridors	Continual	Patient flow is high; rainy season	Provide doormats at the entrances and clean them frequently
Common toilets	4-6 times a day	Patient flow is high
Wards
Patient room	Twice a day	Emergency, spillage,vomiting	Take immediate action to clean
Corridors	4 times a day	Emergency; spillage	Take action immediately
Room toilets	Twice a day	More usage
Common toilets	Four times a day	More usage
Office area
Camp office	Once a day
Finance department
Personnel department
Laboratory
Biochemistry lab	Twice a day
Lab. toilet	4 - 6 times a day	Patient flow is high	Use odonil, and a good disinfectant
Outside area	Twice a day		Sprinkle water to settle dust

then and instruct the sweepers to go for special cleaning.

Usage area	Cleaning agent	Dilution	Time for cleaning agent to act	Frequency of use
Floor, tiles, wash basin, outside of w/c closet, flush tank	LOC, Vim or any other good detergent	20ml: 5litre,8gm/washbasin/toilet	Direct	Twice a day
Floor, glass mirror	LOC, seespray/colin	20ml:5Llitre 8ml/litre	Direct	Weekly
Toilet closet and all stain removal	Harpic	No dilution	Direct	Once a day
Mopping the floor. Cleaning the toilet	Pursue	18ml/litre	Direct	Twice a day
Septic tank- 1kg/wash Water tank-500gms/wash	Bleaching powder	No dilution	2 mins.	Septic tank-weekly Water tank- monthly
Brass items	Brasso	Direct		Special cleaning
Drawers, wardrobes, sinks	Naphthalene balls		Direct	Weekly
Toilet odour control	Odonil		Direct	Weekly
Disinfections	Dettol	100ml/5litres	Direct	Daily

Inter departmental communication

Effective communication between housekeepers and workers is very important. Generally the cleaners are illiterate and recruited from the rural areas. Hence they understand only very simple language. Thus, it is necessary for the housekeeper to use very simple language when explaining the work procedures, so that the workers are not mislead into using incorrect procedures. This will lead to poor quality work.

Factors to be considered

• - Workers should understand clearly what is expected of them
• - Unwanted actions should be avoided
• - Use simple and clear language
• - Adopt demonstration methods to explain the work procedures
• - Proper job specification
• - Two-way communication is essential to avoid misunderstanding the work procedure
• - Guidelines given to the workers should neither be over commanding, nor easy. They should be moderate
• - New policies and procedures should immediately be communicated to the workers and their queries clarified

Poor communication results in

• - Following incorrect cleaning methods
• - Improper use of cleaning materials and equipment, which results in increased costs
• - Taking more time to finish the given task
• - Arguments with the housekeeper
• - Frequent absence from work
• - Discontinue from service

Inter departmental relationships

Maintenance

One of the most important functions of housekeeping is the maintenance of keeping furniture, fixtures and facilities in working order. Housekeepers need to constantly check on various things throughout the hospital on a daily or a weekly basis and inform the maintenance department through a requisition form about any repairs that need to be done. The maintenance work could cover a number of aspects such as plumbing, carpentry, electricity and civil works. Hence a close coordination with the maintenance department is absolutely necessary.

Stores

Hospitals stock all housekeeping equipment, materials and supplies, except linen, in the general stores. Coordination with the stores ensures availability of day-today requirements of housekeeping. Housekeepers can indent materials from the stores on a daily or a weekly basis. These indented materials can be issued directly to the staff or can be stored inside the department or under the staircase with proper safety measures. The stores consult with the housekeeping department regarding purchase of materials.

Laundry

Most small hospitals prefer to outsource laundry on account of limited space and manpower. Larger hospitals usually handle the laundry in-house to issue clean and quality linen to the operation theatres and other departments. Whether in-house or out-sourced, coordination between hospital and laundry is very important. The housekeepers should check the need and use of materials with the ward staff. The senior housekeeper should maintain registers for checking stock and transaction of materials, planning the laundry process, and salary of in-house dhobi.

Nursing

The nursing department works closely with the housekeeping department. It is this department that is involved in bed-making in the patients’ rooms, and informs the housekeeping department about any requirements by the patients. The nursing department also contacts the housekeeping department if there is any need for emergency cleaning in a specific area, in case of spillage, breakage, or if the patient has vomited. The nurses maintain the admission and discharge details of the patients. When the patient is discharged, it is the nurses who check the room, lock the door and handover the key to the housekeeper. The housekeeper then sends a sweeper to clean the room thoroughly and get it ready for the next patient.

Catering

If a hospital has catering facilities, then the kitchen and dining room needs to be cleaned at least twice a day. This comes under the purview of the housekeeping department. The housekeeping department also needs to co-ordinate with the Catering department when making arrangements for guests and special occasions.

Personnel

The housekeeping department deals with the Personnel department for the recruitment of the housekeeping staff, salary administration, indiscipline and grievance, identity cards for the staff, promotions and exit facilities.

Other departments

Since every department in the hospital needs to be kept clean, the housekeeping department interacts with every department. When electrical equipment is not working or a door does not close properly, it is the housekeeping department that takes down the complaint and makes sure that the problem is rectified. Thus, the housekeeping department is an important and indispensable department in the smooth functioning of a hospital.

Student exercise
Answer the following

• Why is the housekeeping control desk important? What are the requirements at the control desk?
• What is the importance of housekeeping stores?
• What is a job description? Why is it necessary to have a clear job description for the employees?
• What are the direct responsibilities of the housekeeping department?
• What is refresher training? Why is it necessary?
• Why is supervision and evaluation important?
• What do you understand by work specification, work schedule and work study?
• What areas in a hospital are considered high risk? Why?