IN-PATIENT ADMISSION POLICY

OBJECTIVE

To define the process of in-patient admission from OPD, ER, and direct referrals.

SCOPE

This policy applies to all patients coming to the hospital as Outpatients or through the Emergency Room (ER), or via direct referrals.

POLICY FOR ADMITTING PATIENTS

• Patients will be admitted to the hospital if their treatment falls within the scope of available services based on the necessity.
• All patients requiring admission after consultation with doctors will be facilitated for admission.
• Admissions are accepted on all days.

TYPES OF ADMISSION

1. Planned Admission (Inpatient - IP)

Planned admission is a pre-arranged inpatient admission for scheduled medical care. The process includes the following steps

• Submission of all required admission paperwork, including:
• Claim number if applicable
• All investigation reports
• Claim form filled by the doctor
• The claim should be submitted before the scheduled admission date.
• On admission case sheet is printed.
• The patient is escorted to the designated inpatient area.
• Room reservation is arranged in advance.

2. Emergency Admission for Claim (Inpatient - IP)

Patients requiring emergency admission can be processed in the following ways:

• By submitting the necessary documentation on the following day.
• Immediate admission is facilitated, and the claim process follows accordingly.

3. Admission from Doctor’s Outpatient Department (OPD)

Consultants may directly admit patients from their OPD. The process includes:

• Completion of the request for admission form in the OPD
• Submission of the form to the Admitting Desk.
• Completion of necessary admission procedures by the Admitting Desk.
• Escorting the patient to the appropriate room/ward, with some cases being directed through casualty.
• OPD patients are seen as per a token system, but vulnerable patients needing urgent care are given priority. (“V” sticker is pasted on the patient dress for priority)
• Treatment is administered based on the Consultant’s advice.
• Patients receive follow-up instructions recorded in their OP case sheets.

4. Admissions from the Emergency Department

Patients requiring admission from the Emergency Department follow this process:

• The request for admission is initiated using an admission order form.
• Required documents and information are forwarded to the Admitting Desk.
• The Admitting Desk completes the admission process.
• The patient is transported to the assigned bed (ICU/Ward) as required.
• On Admission Barcode is issued for hospital records and tracking.

Admission Procedure for Medico-Legal Cases (MLC)

1. Introduction

Medico-Legal Cases (MLC) involve patients whose injuries or conditions require legal scrutiny due to the nature of the incident. The following procedure shall be followed for the admission and management of such cases.

2. Classification of Medico-Legal Cases

The following cases are classified as MLCs and must be documented accordingly:

• Poisoning (intentional or accidental).
• Injury caused by a sharp object.
• Burns (accidental or intentional).
• Criminal abortion.
• Cases of electrocution
• Cases of hanging, strangulation, and drowning.
• Cases involving trauma or burns.
• Death or injury under suspicious circumstances.
• Road traffic accidents (RTA) and train accidents.
• Industrial accidents.
• Suicide attempts.
• Sexual offenses.
• Cases requiring mandatory legal notification as per existing laws.
• Any other conditions where foul play is suspected or the cause of death is uncertain.

3. Documentation and Reporting

• All cases falling under the MLC category shall be recorded in the accident register.
• Details of the case shall be documented in the patient’s case sheet and maintained separately.
• The Assistant Residential Medical Officer (ARMO) must inform the police in writing regarding all MLC cases.
• Any death related to MLC cases shall be reported as per the legal requirements.

4. Training and Staff Responsibilities

• Hospital staff shall be trained regarding the scope of services, limitations, and procedures for handling MLC cases.
• Training records shall be maintained for reference.
• Reception and registration staff (OPD/IPD) shall be equipped to manage MLC cases, including handling patient queries regarding services and bed availability.
• If clarification is required, the hospital reception staff shall consult the emergency medical officer or designated consultant.
• Treatment shall be administered based on the instructions given by the medical consultant.

5. Legal Compliance

• All medico-legal documentation shall adhere to the prevailing legal framework and hospital policies.
• Confidentiality and legal protocols shall be strictly followed to ensure compliance with the law.
• The hospital shall cooperate with law enforcement agencies as required.

ADMISSION PROCEDURE FOR FOREIGN NATIONAL PATIENTS

Medical Tourism Coordination

• The organization will establish an MOU with external agencies for medical tourism.
• External agencies will coordinate with the hospital's Medical Superintendent/Medical Director and Marketing Manager.
• The external agency will collect necessary data, including the patient’s passport and transfer summary, and send them via email to the Medical Superintendent/Medical Director for review, advice, and visa processing.
• Upon confirmation from the concerned consultant, the Medical Superintendent/Medical Director will inform the external agency regarding the patient's transfer, including details about the accompanying guardian or attender.
• The Marketing Manager will facilitate the reception of the medical tourism patient.
• A vehicle will be arranged for transporting the patient and their relative upon arrival.
• Notification regarding the foreign patient's arrival will be sent to the Medical Superintendent (MS), Assistant Resident Medical Officer (ARMO), Medical Director, Chief Nursing Officer, and Counsellor.
• The ARMO will send a photocopy of the patient's passport, visa, and police intimation along with Form C to the local police commissioner. A copy of these documents will also be retained in the patient’s file.

Admission Counter Procedures

• The attending doctor will issue an Admission Advice Form if the patient requires hospitalization.
• The Pre-Admission Desk will escort the patient to the Financial Counsellor for a cost estimate of treatment (if not already provided). Even if an estimate has been given by the admitting doctor, the patient must still be counselled by the Financial Counsellor.
• The Financial Counsellor will:
• Explain the estimated cost of treatment.
• Fill out the Financial Counselling Form.
• Advise the patient on the required advance deposit.
• Update financial details in the Financial Counselling module in the Hospital Information System (HIS) or a shared Excel sheet for access by the Admission Desk, Billing, and Cashier.
• The Admission Desk will coordinate with the Bed Management Department to confirm bed availability.
• The Admission Desk Guest Relations Executive (GRE) will collect the deposit amount and issue a payment receipt.
• After payment, the Admission Desk Guest Relations Executive (GRE)will complete the admission formalities based on the selected room category.
• The deposit receipt will be handed over to the Financial Counsellor for financial clearance of the admission, surgery, or procedure.
• Upon receiving financial clearance, Admission Desk Guest Relations Executive (GRE)will prepare the admission file, including:
• Admission Consent Form
• Admission Record
• Attendant Pass
• In-Patient Guidelines
• Patient ID Band
• The Admission Desk Guest Relations Executive (GRE)will inform the respective ward about the admission to ensure the room is ready for the patient’s arrival.
• A social guide will assist the patient from the Admission Desk to their assigned room or Ward.