Administrative & Personnel Modules
The administrative and personnel modules consist of system setup & security, personnel records, payroll system, staff scheduling and checklists modules.
The financial modules consist of patient order processing (billing), patient contracts, stores/ inventory management, purchasing, patient account, accounts payables, cash book, general ledger, budget and fixed assets modules.
The patient modules consist of patient master index, medical records, accident and emergency, clinics/outpatient department scheduling, in-patient management and planned admission modules. Doctor desktop and dietary modules implementation is currently in process.
Apart from the above modules, the departmental modules ensure independent modules for departments like radiology, pharmacy, operating room, delivery room, endoscopy, laboratory and biomedical maintenance modules.
Disaster Recovery Plan
Over time, IT services have become critical to performing the mission of Mouwasat. As a result of this ever-increasing reliance on technology, IT services require a comprehensive disaster recovery plan to assure these services can be re-established quickly and completely in event of a disaster. The primary objective of the Company's disaster recovery plan is to help ensure Mouwasat business continuity by providing the ability to successfully recover computer services in the event of a disaster.
The disaster recovery action plan is composed of a number of sections that document resources and procedures to be used in the event of a disaster affecting computing and networking services. Each supported computing platform has a section containing specific recovery procedures. Systems are regularly backed up on a seven days schedule Saturday thru Friday. Backups are a daily procedure and the backup data will be stored in a disaster proof location to recover in case a disaster happens.
Mouwasat is currently using one of Oracle's most stable and advanced backup procedure called Recovery Manager (RMAN) as a primary backup and secondary backup system (export utility).
The main responsibilities of the Performance Improvement department are as follows:
- Establish comprehensive organization-wide improvement mechanism to maintain and improve the quality and safety of healthcare within the limitations of available resources and achievable goals.
- Provide a structure for coordinating and integrating the quality and safety improvement responsibilities of all professional, managerial, technical and support staff in order to increase effectiveness, eliminate duplication of efforts and promote efficient utilization of staff and resources.
- Promote the provision of a comparable level of care and safety throughout Mouwasat hospitals and dispensaries.
- Integrate, analyze, and direct actions, based on information derived from sources and functions within Mouwasat hospitals, to improve the structure, system, and processes that affect patient care and safety, and service delivery throughout Mouwasat hospitals.
- Utilize external information sources representing "Best Practices" and "Standard of Care" in the design of system to improve service delivery outcomes. This includes incorporating the standard requirements of the Joint Commission International.
- Direct and promote the implementation of Mouwasat performance improvement model, (Plan/Do/Check/Act) (PDCA).
- Assess and modify the performance improvement program, when necessary, to encourage better identification and resolution of challenges that significantly impact service delivery.
- Provide complete, pertinent, and timely information to the Performance Improvement Committee to assist in the fulfillment of their responsibilities for quality/safety improvement commitment, prioritization, management, and oversight.
The Performance Improvement division works with the purpose to track, analyze, educate and develop activities and data mining of what concerns the performance improvement and patients’ safety of the Mouwasat hospitals.
The main responsibilities of the Finance and Administration department are as follows:
- Responsible for all company financial liabilities.
- Establish a comprehensive and well-defined accounting practices to ensure proper recording of all transactions of business.
- Provide all the concerned stakeholders full and clear picture of company financial transactions.
- Administer the timely "state of affairs" for the concerned parties of all financial proceedings in the Company's business.
- Align the financial discipline with the current and possible future market practices of Company.
- Ensure the accounting transactions are performed in line with the Saudi Accounting standards.
- Submit reports to the Company's management.
- Submit reports annually to identify indicators for management.
The Internal Audit department follows an independent internal audit practices. The department has spread its activity all over the Company's departments and units. The department functions autonomously and reports directly to the Vice Chairman.
The department plays a crucial role in many aspects of the business and aims to achieve the following:
- Ensure that Company's policies and procedures have been taken into operation with major focus on transactions that reflects the financial and administrative implications.
- Ensure that each function of finance, primarily payroll, inventory management, revenue capturing and pricing applications, receivables and payables control and general ledger accounting are in process.
- Ensure that financial books are closed on monthly basis at stipulated dates.
- Communicating with external auditors at corporate level for completion of audits and ensure that recommendations are taken into consideration all over the Company.
- Prepare budgets at unit level and have alignment at corporate level and ensure the proper practice of the budget.
- Report on monthly basis to the Vice-Chairman on significant areas of variances and importance from administrative and financial implication point of view as to ensure that financial results are in alliance with the projections.
- Participate in resources utilization analysis.
The Support Services department consists of three units; dietary, laundry and housekeeping. The main responsibilities of each are as follows:
- Provide the best nutrition care to patients.
- Educate and promote nutrition awareness.
- Improve the patient care process continuously in a cost effective manner.
- Educate, assess and reassess patients' needs.
- Participate in the multidisciplinary activities (clinical rounds, discharge planning and case review).
- Plan menu and meal evaluation.
- Provide cleaning of hospital linens, staff uniforms, lab coats and tailoring services to meet the needs of the patients and staff;
- Remove dirt or soiling matter from fabrics without damage.
- Segregate the contaminated from non-contaminated linen.
- Maintain the protection of laundry equipment.
- Clean, handle, store and transport linen according to proper protocols to minimize contamination from surface contact or airborne deposition.
- Ensure proper mixing and identification of cleaning solutions.
- Render tailoring services for the linen, staff uniforms, curtains and furniture.
- Ensure storage of cleaning solution and chemicals.
- Ensure disinfection of linens.
- Create a safe, and healthy environment surfaces which comprises walls, counters, and furniture table tops.
- Use appropriate cleaning and disinfecting strategies for environmental surfaces in patient care areas.
- Follow manufacturers' cleaning instructions and recommendations procedures.
- Keep environmental surfaces (e.g. floors, walls, tables' tops) visibly clean on a regular basis or as spills occur.
- Use a one step process and water/detergent or an Environmental Protection Agency registered hospital grade disinfectant/detergent.
- Clean and disinfect high-touch surfaces (e.g. doorknobs, bedrails, light switches, surfaces in and around toilets in patient room) on more frequent schedule.
- Eliminate airborne transmission in operating and delivery rooms.
- Clean ambulance cars in and out as per standard guidelines.
The main responsibilities of the Corporate Pharmaceutical services are as follows:
- Ensure that the pharmacy facilities provide with the required services in the setting of the hospital's commitment to keep pharmacy standards up to the high standard of quality.
- Utilize the department's staff professional judgment and extend their responsibilities to include participation in programs with the safe handling of medication throughout Mouwasat hospitals, while working with other member of the healthcare team.
- Participate in medication use review and patient care audits.
- Provide safe and effective use of medicines in Mouwasat hospitals.
- Ensure the department's staff legitimate role in each step of medication management in Mouwasat hospitals, which includes the promotion of rational therapeutics and improvement of pharmaceutical care.
- Implement clinical intervention program and redefine the role of pharmacists in minimizing preventable adverse drug events and applying cost-effective drug therapy.
- Facilitate the planning process of dispensing drugs through patient and family counseling to explain safe medication storage and use.
The main objectives of Medical Affairs department are to ensure that patients receive medical care and utilizing available resources with achievable goals. The main responsibilities of the Medical Affairs division are as follows:
- Identify internal and external customers of individual departments;
- Identify, evaluates and implements the scope of service, practice and governance of the individual departments;
- Identify key functions and processes of each department;
- Develop and implement department plans to establish standards by which performance can be evaluated to provide a sense of direction for each department by assigning responsibility and accountability for structure, process and outcomes.
- Develop and implement targets for each standard.
- Collect required data by performance improvement division to allow quality control for performance improvement in each medical department.
- Develop and enhance department wide communications to avoid misunderstandings.
- Support performance improvement division in their data collection and/or other activities.
- Help, formulate, introduce and review policies and procedures regarding medical performance.
- Monitor compliance with the performance improvement policies and procedures.
- Ensure that current practices, international laws and regulations are taken into consideration when formulating and approving policies and procedures.
The main responsibilities of the Facility Management and Safety department are as follows:
- Identify, assess, reduce and control environmental hazards and risks which includes planning, educating and monitoring.
- Control and prevent the loss of healthcare organizations' patients, visitors, volunteers, physicians, employees and other healthcare professionals.
- Maintain risk management statistics, and files in compliances with accreditation requirements of the Joint Commission and other agencies.
- Develop/coordinate and administer facility wide system for risk identification, investigation, and reduction.
- Perform risk surveys, inspect patient care areas, review facility and assess loss potential.
- Design, implement and maintain a direct referral system for staff to report unexpected events, and potential claims against facility through input sources as medical record, nursing, medical staff and quality improvement.
- Provide proactive analysis of patients' safety and medical errors process.
- Participate in root cause analysis and investigation and to report adverse drug events to the appropriate parties.
The main responsibilities of the Purchasing department are as follows:
- Streamline the ordering process of supplies which will be used in the departments (e.g., Nursing, Medical, Support Services departments).
- Allocating new non-stock items requested by any staff.
- Control the utilization of new materials requested by medical staff by medical staff efficiently.
- Assist new consultants (locums and permanent) by providing them all related supplies to their needs upon their specialty.
- Provide all units with the necessary materials to assure continuity of quality care.
- Provide staff members with the essential supplies to perform their duties.
- Establish procedure for obtaining required materials from the warehouse outside of normal working hours and on holidays and Fridays.
- Assist in the procurement of all necessary materials to meet the operational needs of the hospital.
- Purchase materials from any technically qualified vendor or manufacturer.
- Receive ordered materials from the manufacturers and record them on the computerized inventory record system and store them accordingly at optimal storage conditions with regards to temperature and humidity.
- Provide an appropriate way to evaluate and control the stock.
- Provide the units with an automated system for monitoring the expiry dates of the medical supplies unit, and the pre-packages supplies.
The main responsibilities of the Human Resources department are as follows:
- Recruit qualified, well-trained, and experienced medical, nursing, paramedical and administrative staff.
- Develop job description for all categories which are reviewed periodically.
- Develop and maintain a decentralized staff scheduling system.
- Establish a communication system based upon the organizational chart reporting relationship.
- Ensure that hospital rules and procedures are circulated to all new members through an orientation program.
- Conduct periodic performance evaluation through head of departments with main focus on strengths and weaknesses of employees.
- Maintain a record and conduct 90-days probationary evaluation (performance appraisal).
- Perform authentication by contacting individuals, authorities and institutions in order to be able to ensure the authenticity of the submitted certificates and testimonials.
- Ensure that all the medical nursing staff are properly licensed to practice their duties.
- Ensure compliance with Saudization requirements as stipulated by respective governmental bodies.
- Maintain confidentiality of the employee's personnel data using OASIS Personnel Module and Mouwasat policy and procedure.
- Prepare and maintain salary tables.
The Information Technology ("IT") Department of Mouwasat is considered an integral part of the Company's efficiency operation. The main responsibilities of the IT Department is to develop and update the Company's management information plan, manage and upgrade the information systems, manage information in order to improve hospital performance in patient care, governance, and support management process by providing and designing information to be accurate, reliable, timely and above all easily accessible to produce high quality information.
The main objectives of the IT Department is to reduce medical errors and improve patient safety, reduce duplication and patient waiting time, adopt a paperless environment, accelerate the adoption of information technology, improve the human and technological infrastructure, assess the data captured and collected as well as to guarantee confidentiality and security of patient health information.
The Company's marketing and Promotion department main responsibility is to identify and target a specific segment of the population. Efforts are initially concentrated to provide the best possible services in order to retain customers. Once an identified segment is captured, efforts are then focused on increasing the existing customer base as well as identifying new segments to achieve growth and to diversify customer base. The Company has successfully identified new locations, new specialties, and new target markets due to successful market analysis.
Marketing and promotion efforts of the Company include a pricing strategy. Since 1997, the Company has initiated a package deal for the most common surgical services and deliveries. These prices are approved by the management and are considered as general package deals. Currently Mouwasat Hospital in Dammam has a general package deal prices for 50 of the most common procedures. New package deals are created based on demand and their prices reflect the cost of offering the relevant services.