Hospital Development / Management Committee

1: Name and Status

1.1. This Committee shall be called the "Hospital Development/Management Committee" (hereinafter referred to as "the Committee") of Netaji Subhas Medical College and Hospital, Amhara, Bihta, Bihar.

1.2. The Committee is established in accordance with the National Medical Commission Act, 2019 and the Minimum Requirements for Annual MBBS Admissions Regulations, 2020.

1.3. The Committee shall function as an advisory and executive body for the development, management, and administration of the teaching hospital attached to Netaji Subhas Medical College.

2: Objectives and Functions

2.1. Objectives:

To ensure proper functioning and development of the teaching hospital in accordance with NMC guidelines and minimum standard requirements.

To monitor and improve the quality of patient care services in the hospital.

To facilitate effective coordination between medical education and hospital services.

To ensure adequate clinical material and facilities for undergraduate medical training.

To mobilize resources for hospital infrastructure development and modernization.

To review and approve hospital development proposals, budgets, and financial matters.

To ensure compliance with all applicable laws, regulations, and accreditation standards.

2.2. Functions and Powers:

The Committee shall have the following functions and powers:

To review the overall functioning, administration, and management of the teaching hospital on a regular basis.

To monitor bed occupancy, OPD attendance, indoor patient admission, operation theater utilization, and other clinical statistics to ensure compliance with NMC norms.

To approve annual budgets, financial plans, and major expenditure proposals for hospital development.

To review and approve proposals for procurement of medical equipment, surgical instruments, and other hospital supplies.

To oversee infrastructure development projects including construction, renovation, and expansion of hospital facilities.

To ensure maintenance of adequate bed strength in various clinical departments as per NMC requirements (General Medicine, General Surgery, Pediatrics, Orthopedics, Obstetrics & Gynecology, ENT, Ophthalmology, Respiratory Medicine, Dermatology, Psychiatry, and Emergency Medicine).

To monitor the functioning of critical care units (ICU, ICCU, PICU, NICU), operation theaters, emergency department, and other specialized units.

To review the adequacy and quality of hospital services including central laboratories, blood bank, radiology, pharmacy, laundry, dietetics, and biomedical waste management.

To ensure adequate staffing levels for medical, nursing, paramedical, technical, and administrative positions in the hospital.

To promote quality improvement initiatives, patient safety measures, and infection control protocols.

To facilitate coordination between clinical departments and ensure effective utilization of teaching facilities in the hospital.

To monitor compliance with National Accreditation Board for Hospitals & Healthcare Providers (NABH) standards and other quality benchmarks.

To review patient feedback, grievances, and complaints and ensure their timely redressal.

To promote research activities, continuing medical education programs, and academic activities in the hospital.

To establish sub-committees as necessary for specific functions (e.g., Infrastructure Sub-Committee, Purchase Sub-Committee, Quality Improvement Sub-Committee).

To submit periodic reports to the Principal/Dean and the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan.

To exercise such other powers and perform such other functions as may be necessary for the efficient development and management of the teaching hospital.

3: Composition and Membership

3.1. Constitution of the Committee:

The Hospital Development/Management Committee shall consist of the following members:

Table 1: Composition of Hospital Development/Management Committee

3.2. Ex-Officio Members:

The Principal cum Dean and Medical Superintendent shall be ex-officio Chairperson and Vice-Chairperson respectively by virtue of their positions.

3.3. Nominated Members:

The Principal may nominate additional members from senior faculty or hospital administration as deemed necessary, provided the total membership does not exceed 25 members.

3.4. Special Invitees:

The Chairperson may invite subject matter experts, consultants, or other officials as special invitees to specific meetings without voting rights.

4: Term of Office

4.1. The term of office for all members shall be three years from the date of their appointment/nomination, except for ex-officio members who shall continue as members by virtue of holding their respective positions.

4.2. Members may be re-nominated for subsequent terms.

4.3. A member ceasing to hold the position by virtue of which they were appointed shall automatically cease to be a member of the Committee.

4.4. The Managing Body may terminate the membership of any nominated member before the expiry of their term for valid reasons, including prolonged absence, misconduct, or inability to discharge duties.

5: Chairperson, Vice-Chairperson, and Member-Secretary

5.1. Chairperson:

The Principal/Dean shall be the Chairperson of the Committee.

The Chairperson shall preside over all meetings and exercise overall supervision of the Committee's functioning.

In the absence of the Chairperson, the Vice-Chairperson shall preside over meetings.

5.2. Vice-Chairperson:

The Medical Superintendent shall be the Vice-Chairperson of the Committee.

The Vice-Chairperson shall assist the Chairperson in the discharge of duties and preside over meetings in the absence of the Chairperson.

5.3. Member-Secretary:

The Associate Professor nominated by the Principal shall serve as Member-Secretary.

The Member-Secretary shall be responsible for:

Convening meetings in consultation with the Chairperson.

Preparing and circulating agenda, minutes, and other documents.

Maintaining records of all meetings, resolutions, and decisions.

Coordinating follow-up action on Committee decisions.

Handling correspondence on behalf of the Committee.

6: Meetings

6.1. Frequency of Meetings:

The Committee shall meet at least once every quarter (minimum four meetings per year). Additional meetings may be convened as required.

6.2. Notice of Meetings:

The Member-Secretary shall convene meetings with at least 7 days' prior notice to all members.

The notice shall include the date, time, venue, and agenda for the meeting.

In case of urgent matters, meetings may be convened with shorter notice with the approval of the Chairperson.

6.3. Quorum:

The quorum for meetings shall be one-third of the total members or seven members, whichever is higher.

If quorum is not present within 30 minutes of the scheduled time, the meeting shall stand adjourned to a date and time to be fixed by the Chairperson.

6.4. Conduct of Meetings:

Meetings shall be conducted in accordance with established rules of procedure.

All members shall have the right to participate in discussions and vote on matters.

Special invitees may participate in discussions but shall not have voting rights.

6.5. Decisions and Resolutions:

Decisions shall ordinarily be taken by consensus.

Where consensus cannot be reached, matters shall be decided by a simple majority vote of members present.

In case of a tie, the Chairperson shall have a casting vote.

6.6. Minutes:

The Member-Secretary shall prepare minutes of each meeting within 7 days of the meeting.

Minutes shall be circulated to all members for confirmation at the next meeting.

Confirmed minutes shall be maintained in a permanent record book.

7: Sub-Committees

7.1. The Committee may constitute the following sub-committees for specific functions:

Infrastructure Development Sub-Committee

Purchase and Procurement Sub-Committee

Quality Improvement and Patient Safety Sub-Committee

Medical Equipment Maintenance Sub-Committee

Hospital Waste Management Sub-Committee

7.2. Each sub-committee shall consist of members nominated by the Chairperson from among the Committee members and other relevant personnel.

7.3. Sub-committees shall report to the main Committee and their recommendations shall be subject to approval by the main Committee.

8: Financial Matters

8.1. The Committee shall review and approve the annual budget for hospital development and operations.

8.2. The Committee shall have the authority to approve expenditure proposals within the limits prescribed by the Managing Body.

8.3. All major procurement decisions (above the prescribed financial limit) shall require Committee approval.

8.4. The Committee shall ensure proper utilization of funds allocated for hospital development and submit periodic financial reports to the Managing Body.

8.5. The Committee shall explore avenues for resource mobilization including government grants, donations, and revenue generation activities.

9: Reporting and Accountability

9.1. The Committee shall submit quarterly progress reports to the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan.

9.2. The Committee shall prepare and submit an annual report detailing:

Hospital activities and clinical statistics

Infrastructure development initiatives

Financial performance

Quality improvement measures

Compliance with NMC norms and other regulatory requirements

Challenges faced and future plans

9.3. The Committee shall be accountable to the Managing Body for all its decisions and actions.

10: Amendments

10.1. This Constitution may be amended by a resolution passed by two-thirds majority of the total members of the Committee.

10.2. Proposed amendments shall be circulated to all members at least 14 days prior to the meeting where they are to be considered.

10.3. All amendments shall be subject to approval by the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan and must be in conformity with NMC guidelines and applicable laws.

11: Dissolution

11.1. The Committee may be dissolved only by a resolution of the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan.

11.2. Upon dissolution, all records, documents, and assets under the custody of the Committee shall be transferred to the Managing Body.

12: Interpretation

12.1. In case of any doubt or dispute regarding the interpretation of any provision of this Constitution, the decision of the Chairperson shall be final, subject to the approval of the Managing Body.

12.2. Matters not covered by this Constitution shall be governed by applicable provisions of the NMC Act, NMC Regulations, and other relevant laws.

13: Commencement

13.1. This Constitution shall come into force with effect from the date of its adoption by the Managing Committee of Sitwanto Devi Mahila Kalyan Sansthan.