How to Appoint HoDs in Central Govt Hospitals, Associated Medical Colleges? Health Ministry Releases new Guidelines

New Delhi: The Union Ministry of Health and Family Welfare has recently notified the latest guidelines for appointing the Head of the Departments (HoDs) in three Central Government Hospitals and associated medical colleges.

Releasing an Office Memorandum (OM) on 28.03.2024, the Ministry notified about the rules regarding the composition of the Standing Selection Committee, and the tenure of the said Committee. Apart from this, the latest guidelines also include details about the process of selecting HoDs, eligibility criteria for applying to the posts of HoDs, qualifications and experience required to be eligible to apply, details of how to apply, selection of a panel of candidates by the committee, details of the panel, eligibility for consideration by the selection committee etc.

Further, these guidelines have also provided clarifications on several aspects including maximum duration as HoD in service, removal from the position of the HoD, clarification on whether non-teaching/GDMOs can be appointed as HoD, rules for backlog of vacancies/routine vacancies etc.

Medical Dialogues had earlier reported that last year, the Union Health Ministry had informed that a seven-member Standing Selection Committee would take decisions to appoint HoDs in three Central Government Hospitals including Safdarjung Hospital, Dr. RML Hospital, and LHMC Hospital.

Back then, the Ministry had informed that the selection committee would consist of 3 Deans/Principals and 3 Additional MSs, one each from these three hospitals and one representative of the Directorate General of Health Services (DGHS) and the committee would shortlist the candidates as per Model SOP.

Referring to its earlier announcement, the Ministry mentioned in its recent OM dated 28.03.2024, "Head of Department (HoD) in three Central Government Hospitals and associated Medical Colleges. In supersession of this Ministry’s OM of even number dated 10.01.2023 on the above mentioned subject, with the approval of competent authority, it has been decided that the appointments of Head of Department (HoD) in three Central Government Hospitals and associated Medical Colleges shall be governed by the following guidelines..."

Composition of Standing Selection Committee:

As per the recent OM released by the Union Health Ministry, the Standing Selection Committee constituted by the Ministry will comprise the DGHS as the Chairman, Medical Superintendent (MS) of the Safdarjung Hospital (SJH) as a member, MS of Dr RML Hospital as a member, Director of MS of KHMC hospital as a member. The panel shall also include a representative from any MAMC/BSAMC/GB Pant Hospital as a member.

Tenure of the Standing Selection Committee:

The Ministry has informed that the tenure of the Standing Selection Committee will be standing and approval for the external member would be taken from the Ministry from time to time.

Application Procedure & Issuance of Notice for Selection of HoDs:

The Ministry guidelines specified that the information regarding vacancies will have to be submitted by MS/ Director at least 03 (three) months in advance to the office of DGHS. The office of DGHS shall advertise vacancies so arising well in advance.

"It shall ensure wide publicity of the advertisement through MSs in all hospitals. Secretarial assistance in this process will be provided by Hospital-I Section of MoHFW," the Ministry mentioned in the guidelines.

The guidelines further added that the notice for vacancies must be widely publicized by DteGHS by posting it on the websites including the Ministry’s website and adequate number of notice boards of all three CG Hospitals.

In the said notice, applications will be invited from the interested and eligible candidates (CHS officers posted at any of the central institutions) for the vacancies. After receipt of applications, Standing Selection Committee, constituted for the purpose, will carry out the selection process.

Eligibility Criteria:

As per the guidelines, all the CHS officers in the Pay Level-14 of the Pay Matrix are eligible for the post of HoD. To avoid any kind of anomaly, CHS officers in the Pay Level-13 of the Pay Matrix may not be considered to become HoD.

Qualification and Experience:

The eligibility criterion for applying to the post would be that the candidate should be a CHS officer having PG qualification in the speciality. In super speciality, essential qualification shall be MCH or DM in concerned discipline, the Ministry clarified.

However, it also added that candidates with 3 years' experience (after PG) in that super speciality may be considered in absence of DM/MCH candidate.

"If a seat is falling vacant in any of the three medical colleges within 6 months, a common/ clubbed interview may be carried out. However, result prepared will be kept confidential and will be declared approximately 15 days before the seat falls vacant. In such cases, candidate may declare his preference or order of preference where he/she would like to work," mentioned the guidelines.

How to Apply:

The Ministry has informed that the application form can be filled, and then scanned application form can be submitted electronically by the candidates via email to membersecy-mohfw@gov.in after getting it verified from MS/ Director, with the remarks about his/ her vigilance clearance at hospital level along with integrity certification.

Original application form may be deposited at the time of the interview by the candidate himself/ herself. The candidate will be informed about date, time and venue of interview through email by the office of the SSC (Standard Selection Committee), added the guidelines.

Recommendation of a Panel:

The Ministry informed that the zone of consideration would be the top five senior most applicants among all the applications received. However, if none of them are found suitable, the next three candidates may be considered.

As per the guidelines, the selection committee would finalise a panel not less than 3 candidates in order of preference in the prescribed format mentioning position in the Seniority list/ Batch year, Rank, Date of Joining in service and Date of joining in present grade.

In case, a junior official is recommended in the preference order by surpassing senior(s), a justification must be recorded by the Committee to this effect. The appointment order shall issued accordingly by the respective hospital administration/concerned institute/ organisation.

Details of the Panel:

The Guidelines clarify that after assessing the candidature of all the candidates, the committee will prepare a panel of minimum 03 (three) officers for each post of HoD to avoid any kind of inconvenience in future. The Committee will forward its recommendation in a sealed cover to the Director/ MS of the Hospital or Institute concerned for further appropriate action by following the said norms. The Committee will also endorse a copy of the recommendations to the JS/AS of CHS in the MoHFW.

Eligibility for Consideration:

The Health Ministry has specified in the guidelines that the selection committee will assess the APAR for last five years of the candidate. Integrity of the candidate should be beyond doubt and he/ she must be clear from vigilance angle.

Further, the candidate has to make a presentation, by including his/ her achievements, past experience and his prospective vision and goals towards betterment of services of his department, before the Committee. Thereafter, the Committee will interview the candidate on detail subjects.

In case after the interview and consideration of above criteria, if there is a tie between two candidates, seniority/ rank in CHS cadre will be considered.

Backlog of Vacancies/Routine Vacancies:

As per the rules, initially, since, there is a backlog of existing vacancies, only those can apply who have one year of service on the date of advertisement (means he/she has to be less than 61 years of age on the referred date).

In the subsequent process of routine appointment of HoDs, only those candidates can apply who have at least one year minimum residual service left on the date on which vacancy arises (means he/she has to be less than 61 years of age on the referred date).

Other Clarifications issued by the Ministry:

Maximum duration as HoD in service:

The guidelines specify that the selection of HoD shall be for one term of 03 (three) years only or till attaining 62 years of age, whichever is earlier. Maximum number of terms as HoD for any person shall be 02 (two) terms during entire service to provide opportunity to other willing officials to become HoD in their service life.

For the Second term as HoD, acting on reference by MS/ Director, the Standing Selection Committee can recommend the continuation of any incumbent HoD after the end of first term based on their willingess and by giving preference to them. Only for remaining seats of HoDs, the Committee will follow the set procedure as above.

Removal from the position of HoD:

Acting on reference by MS/ Director, the Standing Selection Committee can recommend the removal of any HoD even before the completion of a tenure of 3 years with reasons to be recorded.

Whether non-teaching/ GDMOs can be appointed as HoD:

The Ministry has clarified in the guidelines that the Non-teaching specialists and GDMO Cadre officials are also eligible to become HoD. Academic activities shall be carried out under the supervision of HoD, only to avoid any kind of communication gap.

The OM released by the Ministry also includes a proforma for assessment of the suitability of candidates for the post of HoD in central government hospitals and medical colleges.

To view the Ministry OM, click on the link below:

https://medicaldialogues.in/pdf_upload/hod-sop-dt-28032024-236092.pdf