Departmental Administration

Surgical gastroenterology department office

Surgical Gastro Enterology office shortly called as SGE Office is located at fourth floor of SS Block IPD, Complex No.551. SGE Office complex comprising of ten rooms viz., offices of the head of the department, three consultants, one female doctor, one male doctor, one seminar room, one office staff room, one data room and one stores.

Department office functions as the link between the departmental and institute administration. All the institute and external communications are channeled through the office. SGE-Office plays the role of back end office administration for the main wing of the department viz- outpatient clinics, in patient facility, intensive care unit, operation theatre and endoscopy besides auxiliary wings like stoma clinic, diet clinic, skills lab & SGE office itself. Office administration activities include human resource management (HRM) of 50 personnel (including doctors, nursing staff & para medical staff), continues medical education (CME) to doctors & nurses, conducting symposiums & training Programmes, MCh Courses & exams etc. Three national conferences, 07 regional level seminars, 20 departmental level training programs are conducted. Office is manned by two multitasking staff and one assistant.

The departmental store, manned by a storekeeper, provide logistics support to above main & auxiliary wings of this department as regards to equipments, consumables, non-consumables, information technology infrastructures, office contingencies, etc. Store activities include forecasting of requirements, projection, budgeting, procurement, and technical/price bids evaluation, receipts of stores/ equipment, storing, distributions to its wings, maintenance contracts for equipments etc. The department hosts equipment assets to the tune of Rs.10 crores and has been procuring consumables / non-consumable products to the tune of one to two crores every year. A separate procurement scheme is in place for those patients covered under insurance scheme. Surgical gastroenterology store has a model smart bin location system and also taken a lead of compiling a partial study report on JIPMER Inventory Management System called “JIMS” which is likely to be integrated into upcoming hospital information system.

Head of the department (HOD)

The department is headed by a senior faculty in the cadre of professor or additional professor. Dr Biju Pottakkat is currently the head of the department. The head of the department is acting as the chief executive officer of the department. As the staff in the department are working in diverse domains, each faculty is allotted various areas for the betterment of services, teaching and research. Head of the department is responsible for all the academic and administrative activities. Clinical services are designated to individual consultants to ensure better patient care through individualized approach.

Head of the department is the chairman of all the academic programs and courses running in the department. He is the convener of the MCh exit examination. All research proposals need clearance from the head of the department. As the chairman of the department purchase committee, HOD has to generate all the purchase requirement for the department and conduct the committee meetings. HOD is the member of institute council and infection control committees. HOD chairs faculty meetings, in charge nurses meetings and all other meetings in the department. Head of the department initiates system changes taking inputs from ongoing feedbacks and discussions. Annual performance of each employee will be assessed by HOD and will be forwarded to the director.

Responsibilities & Role of HOD

  •  To be responsible for the overall functioning of the department
  • To develop mission and vision for department after consulting with all staffs
  • To be an example by setting good standards in teaching, research and patient care
  • To take active steps in fostering cordial interpersonal relationships in the department and ensuring that there is a smooth working relationship among all the members of the department.
  • To co-ordinate teaching and research programmes of the department
  • To plan, conduct and monitor quality management systems of the department
  • To be known for humility, transparency and integrity
  • Conduct weekly departmental academic meetings and regular mortality and audit meetings.
  • Conduct monthly gastro pathology and gastro radiology meetings
  • Conduct monthly staff in-charge meetings
  • Conduct faculty meetings once in 3 months
  • Conduct MCh residents review meetings once in 6 months 13. Conduct annual departmental meeting
  • Interact with the administrators and external agencies on behalf of the department 15. Conduct model theory and practical exam for all MCh residents annually 16. Evolve direct ion plan and programme for the department
  • Attend inter departmental and other meetings with administration
  • Operate departmental funds
  • Interact with all groups of staff to ensure smooth functioning of department
  • Acquire, maintain and ensure optimal utilization of equipments 21. Plan and approve capital budget requests
  • Organize functions in department

Nursing administration

36 nurses are working in the department. Ms Jane Mary Andrews, assistant nursing superintendent (ANS) heads the nursing services. Ms Vijaya Balasubramaniam and Ms E Kiruthigadevi are acting as nursing in charges in the ward and ten staff nurses are working under them. Ms Rani Parkavaraj and Ms Indirani Mohanraj are heading the intensive care unit and eight nurses are working there. Operation theatre services are supervised by Ms Uma Prakash Babu and Ms M Sumathi and eight trained operation room nurses are involved in operation room management. Ms Janci Vimalal Babu Rao is heading the outpatient services including ostomy care and diet clinic.

ANS oversees the systematic functioning and acts as a link with the institute nursing administration. She acts as the representative of nursing services of the department in all the hospital and departmental meetings. All the nursing training and academic programmes are conceptualized and co-chaired by ANS. ANS is the in charge of nursing education and nursing research. Interdepartmental co-operation in nursing services are ensured through ANS. All the institute and hospital policies in patient and personnel care regarding quality control, staff welfare etc. are communicated to all nurses through ANS. ANS convenes nursing in charge meetings on a monthly basis.

Nursing in charges are responsible for overall wellbeing of the patients and ensures smooth running of all services in their respective areas. They are actively involved in education and training. All store indents from department store, central store, pharmacy, laundry and linen section are handled by in charge nurses. Duty scheduling are effected in respective service areas by charge nurses. In charge nurses are responsible for implementing all the institute guidleines like infection control, workforce safety, JIPMER quality council guidelines etc.