Management Department Policies

This policy outlines the expected standards of behavior for all employees. It is designed to create a respectful, professional, and inclusive workplace where everyone feels valued and can contribute effectively.

1. Core Principles: Respectful Environment

Medigence is committed to maintaining a workplace free of discrimination, harassment, and bullying.

  • Respect and Inclusion: Embrace diversity and inclusivity. Treat all colleagues with respect, regardless of their position, designation, or work.
  • Prohibited Conduct: Refrain from abusive language, threatening behavior, or offensive conduct. Avoid getting involved in personal discussions in office premises.

2. Interpersonal Interactions & Respectful Communication

  • Formal Address: Employees are expected to address each other using respectful titles such as “Sir,” “Madam,” or, “Bhai.” Using first names is discouraged to maintain a professional atmosphere.
  • Language: Informal language, including offensive or bad words, is strictly prohibited.
  • Eye Contact and Focus: When communicating with anyone, especially of the opposite gender, maintain direct eye contact and avoid distractions or wandering glances. This shows respect and attentiveness.
  • Gender Sensitivity: Maintain a professional distance when interacting with colleagues of the opposite gender. For discussions involving PCs or sensitive topics, utilize designated conference rooms to ensure privacy and professionalism. Maintain a respectful physical distance during all interactions.
  • Posture and Demeanor: Maintain proper posture while seated and during interactions. Project a professional and respectful demeanor at all times.
  • Professional Boundaries: Avoid discussing personal matters in the workplace. Focus strictly on work-related topics to maintain productivity and professionalism.

3. Sexual Harassment (POSH Policy)

  • Sexual Harassment is strictly prohibited under the company’s Prevention of Sexual Harassment (POSH) Policy.
  • All employees must comply with POSH guidelines and reporting mechanisms as defined separately in the official POSH Policy document.

4. Confidentiality & Data Protection

Employees must protect the company’s proprietary information and assets:

  • Non-Disclosure: Do not disclose or misuse confidential company or client information.
    Intellectual Property: Protect intellectual property, internal communications, and trade secrets.
  • Compliance: Comply with all data protection and cybersecurity guidelines.

5. Conflict of Interest

Employees must avoid situations where personal interests conflict with professional duties:

  • Avoidance: Employees must avoid situations where personal interests conflict with professional duties.
  • Disclosure: Disclose any potential conflicts to HR immediately.
  • Examples of Conflict: Outside employment with a competitor; Personal financial gain from vendor relationships; Nepotism in hiring or promotions.

6. Client and Vendor Interactions

  • Respectful Communication: Maintain respectful and professional communication with clients, consultants, and vendors. Avoid informal language and ensure clear, concise communication.
  • Written Communication: Document all important communications with clients, consultants, and vendors in writing (e.g., emails, WhatsApp groups) for accountability.

7. General Workplace Conduct

  • Punctuality and Attendance: Arrive on time for work and meetings. Notify supervisors in advance of any absences or delays.
  • Teamwork and Collaboration: Foster a collaborative and supportive work environment. Assist colleagues and contribute to team goals.
  • Conflict Resolution: Address conflicts constructively and respectfully. Seek assistance from supervisors or HR when necessary.
  • Meeting Deadlines: Complete assigned work tasks within the given deadlines. Communicate any challenges or roadblocks to supervisors promptly.

8. Technology Usage

Personal devices should be used during break times only.

9. Reporting Violations

If any employee witnesses or experiences a violation of this Code, they should report it promptly to:

  • Their immediate manager.
  • The HR department at hr@medigence.global.
    Reports will be handled with confidentiality and without retaliation.

10. Disciplinary Action

Violations of this Code may result in:

  • Verbal or written warnings.
  • Suspension or demotion.
  • Termination of employment.
  • Legal action, if applicable.

11. Policy Review

This Code of Conduct will be reviewed annually by the HR and Legal teams to ensure continued relevance and compliance with all regulations.

1. Attendance and Work Hours Policy

Punctuality and adherence to designated break times are mandatory.

  • Office Timings: Employees are required to report to the office between 10:00 AM and 10:05 AM.
  • Attendance Punching Guidelines: All employees are required to mark their attendance individually through the biometric system.
    • Punch In at the time of arrival to office
    • Punch Out before going for lunch break
    • Punch In after returning from lunch break
    • Final Punch Out at the time of leaving office in the evening

Missing or incorrect punch entries may be considered as attendance discrepancies and can affect attendance records.

  • Late Coming: Office reporting time is between 10:00 AM to 10:05 AM. Only two instances of late coming will be permitted in a month. Beyond this, a deduction of 0.25 day leave will be applied, and it will also impact the performance evaluation.
    In case of late arrival, employees are expected to complete 8 working hours excluding break time. An automated attendance tracking system is now in place to monitor the same.
  • Break Policy: Employees are entitled to 30 minutes for lunch and 15 minutes for tea break per day. These breaks are excluded from total working hours.

2. Mobile Usage Policy

This policy ensures focus and confidentiality within the workplace:

  • Personal Phone Usage: Usage of personal phones is strictly prohibited on the office floor during working hours. 
  • Official Communication: Company-provided phones should be used only for professional communication.
  • Emergency Contact: Team members may provide the HR Manager’s number to family for contact in case of a genuine emergency.
  • Violation & Penalty: Any personal phone found on the office floor will be considered a policy violation and may result in disciplinary action, including a half-day salary deduction.

3. Performance & Evaluation

  • Probation Period: The initial probation period for all new employees is three (3) months.
  • Appraisal Cycle: Performance appraisals are conducted on an annual basis, after the employee completes one year of service.
  • Salary Revision Effective Date: Any salary revision based on the performance appraisal will be effective from the following month after completion of the appraisal cycle.
    For example, if an employee completes one year of service in January, the revised salary (if applicable based on the performance review) will be effective from February of the same year.
  • Evaluation Basis: Performance evaluation and annual increment are based strictly on a 360-degree performance review, utilizing defined Key Performance Indicators (KPIs).
    The performance evaluation process will now be implemented on a regular basis and will be considered for overall employee assessment and growth.
  • Reporting Structure: Each employee is expected to report directly to the Operations Manager, maintaining a clear chain of command.
  • Notice Period: During the probation period, the notice period shall be 15 days from the date of resignation. Upon successful completion of the probation period and confirmation of employment, the notice period shall be 2 months.

    The effective release date will be subject to the satisfactory completion and handover of all assigned duties, responsibilities, documents, and company assets, as determined by the management.

4. Workflow and Discipline

  • Daily Worksheets: Maintaining and updating the timesheet is mandatory. Any incomplete or missing timesheet entries may lead to strict action and will also affect the performance evaluation process.
  • Work Report: A monthly work report must be submitted via email on the 1st day of every month without fail.
  • Pantry/Eating: The pantry area must be used for having refreshments and meals. Eating on the office floor (at desks) is strictly prohibited.
  • Disciplinary Action: A maximum of three (3) written warnings will be issued regarding performance or work issues. The third warning will be considered the final notice.
  • Exit Procedure: After the third (final) warning, the employee will be allowed a 60 days working period to ensure complete and thorough knowledge transfer before their separation from the company.
  • Remote Work Restriction Policy: Work from home will not be permitted. Employees are requested not to raise requests for the same. However, laptops may be provided when additional work is required beyond office hours.

Policy Review

This policy will be reviewed annually and updated as required to stay in line with business needs and statutory regulations.

1. Objective

The purpose of this policy is to provide clear and consistent guidelines on the various types of leave available to employees, ensuring work-life balance while maintaining business continuity.

2. Scope

This policy applies to all employees of Medigence Solutions Pvt Ltd unless otherwise specified in individual employment contracts.

3. Types of Leave and Entitlement

3.1. Casual Leave (CL)

  • Entitlement: 4 days per calendar year.
  • Usage: For emergencies or personal matters, with prior approval.
  • Non-Cumulative: Cannot be carried forward or encashed in the next year.

3.2. Sick Leave (SL)

  • Entitlement: 7 days per calendar year.
  • Usage: A medical certificate is required for absences beyond 2 consecutive days.
  • Non-Cumulative: Cannot be carried forward or encashed in the next year.

3.3. Marriage Leave
(SL)

Entitlement: 20 days for self-marriage, granted once during the employee’s tenure. This leave is classified as Leave Without Pay (LWP).

4. Leave During Probation Period

  • Duration: This clause applies during the 3-month probation period from the date of joining.
  • Paid Leave: Employees may be given approval for a total of 3 paid leave days only for genuine emergencies or sickness (medical certificate required).
  • Additional Leave: Any additional leave taken during probation will be designated as Leave Without Pay (LWP).

5. Leave Application Process

  • Standard Application: All leave must be applied via the official email ID: leave.medigence@gmail.com at least 4 days in advance (except in emergencies).
  • Emergency Leave: Should be communicated to the Reporting Manager as early as possible.
  • Approval: Leave requests will be approved by the Reporting Manager and communicated by HR based on team availability and workload.
    Any planned leave exceeding 2 days must be informed at least 3 days in advance for proper work planning and approval.

6. General Guidelines

  • Misuse: False claims or misuse of leave privileges may result in disciplinary action. Frequent or unexplained leave may lead to HR intervention.
  • Public Holidays: Weekly offs and official public holidays falling during the approved leave period are not counted as leave days.
  • Notice Period: Employees on a notice period are eligible for leave, subject to manager approval. Note: Utilizing leave during the notice period may result in a proportionate extension of the notice period.

7. Exceptions and Disclaimer

7.1. Exceptions
Any exceptions or deviations from this policy require prior approval in writing from the HR and the respective Department Head.

8. Policy Review

This policy will be reviewed annually and updated as required to stay in line with business needs and statutory regulations.

1. Salary Disbursement

Payment Schedule: Employee salaries will be credited to the designated bank account within the first ten (10) days of the subsequent month.

2. Expense Reimbursement Procedure

  • Submission Deadline: All expense reports must be submitted to the respective Vertical Head no later than the 3rd day of every month.
  • Compliance: Expense claims must include all necessary proofs (bills/receipts) and adhere strictly to the reimbursement rules and limits defined in the company’s Travel Policy.

3. Annual Performance and Appraisal

  • Appraisal Cycle: Employee performance appraisals are conducted on an annual basis.
  • Basis for Increment: Salary increments are strictly based on the performance evaluation carried out during the annual appraisal cycle.

4. Full and Final (F&F) Settlement

Processing Schedule: Upon an employee’s resignation, the full and final (F&F) settlement amount, including pending salary and dues, will be processed and disbursed in the calendar month following the employee’s last working day.

5. Policy Review

This policy will be reviewed annually and updated as required to stay in line with business needs and statutory regulations.

  • Meals: During out-of-city travel, three (3) meals per day will be considered. Each meal will be reimbursed up to Rs. 300/- or actuals, whichever is lower. Employees must submit valid bills to claim reimbursement.
  • Hotel Stay: For out-of-city travel, the company will reimburse up to Rs. 3,000/- per night for hotel accommodation. Reimbursement will be made against actual bills submitted.
  • Local Travel Allowance (Ahmedabad/Gandhinagar): For official travel within Ahmedabad or Gandhinagar, a travel allowance will be provided at the rate of Rs. 5 per kilometer.
  • Approved Travel Modes:
    Train: 3rd AC Coach / AC Executive Chair Class
    Bus: AC Sleeper Coach
    Car: Ola/Uber for local travel

Policy Review

This policy will be reviewed annually and updated as required to stay in line with business needs and statutory regulations.

1. Purpose

This policy outlines a structured approach for employees to raise and resolve workplace grievances. Medigence Solutions Pvt. Ltd. is committed to addressing all concerns in a timely, fair, and respectful manner to ensure a safe and transparent work environment.

2. Scope

This policy applies to all employees (permanent, temporary, interns, and contractual staff) of Medigence Solutions Pvt. Ltd. across all locations.

3. What is a Grievance?

A grievance refers to any work-related concern, issue, or dissatisfaction that an employee wishes to formally raise. It may include:

  •  Unfair treatment or discrimination
  •  Managerial or interpersonal conflict
  • Workplace harassment or misconduct (excluding sexual harassment, which is handled
    under the POSH policy)
  • Discrepancies in pay, working hours, or leave
  •  Unsafe working conditions
  •  Violation of company policies

4. Grievance Redressal Process

Grievances must follow the escalation process outlined below. At each stage, the responsible authority must respond within 3 working days.

Step 1: Escalation to Vertical Head

  • The employee should first raise the issue in writing to their Vertical Head.
  • The Vertical Head will investigate the issue, discuss it with involved parties, and attempt resolution.
  • Timeline: Resolution to be provided within 3 working days.

Step 2: Escalation to HR

  •  If the employee is not satisfied with the resolution at Step 1 or if the issue remains
  • unresolved, they may escalate it to the HR Department.
  •  The HR team will review all prior communication, investigate the issue independently,
    and facilitate a resolution.
  •  Email: hr@medigence.global
  •  Timeline: HR will provide a resolution within 3 working days of receiving the escalation.

Step 3: Escalation to Director/Management

  •  IIf the grievance is still unresolved or the employee is unsatisfied with the HR response,
    they may escalate the matter to the Director or Management.
  •  The Director will conduct a final review and make a decision, which will be binding.
  •  Timeline: Final resolution will be provided within 3 working days.

5. General Guidelines

  • Grievances must be submitted in good faith and with honest intent.
  • All complaints will be treated with confidentiality, and the identity of the complainant will
    be protected to the extent possible.
  •  No retaliation will be tolerated against any employee who raises a genuine concern.
  •  All records of grievances and actions taken will be securely maintained by HR for audit
    and legal purposes.

6. False or Malicious Complaints

Employees found to have intentionally submitted false or malicious complaints may be subject to disciplinary action, up to and including termination.

7. Policy Review

This policy will be reviewed annually or as needed based on business, regulatory, or operational changes.

1. Purpose

This policy outlines the standards of dress and grooming expected of all employees at Medigence. The objective is to foster a professional, respectful, and brand-aligned work environment that balances individual expression with appropriate workplace attire.

2. Scope

This policy applies to:

  • All full-time, part-time, intern and contractual staff
  • At all company premises, client sites, and during remote client interactions (video calls, events, site visits etc.)

3. General Guidelines

Employees must present themselves in a manner that reflects the values and culture of Medigence Solutions Pvt. Ltd. — polished, neat, and appropriate to the nature of their role.

All employees are expected to:

  • Dress in a clean, well-maintained, and appropriate manner
  • Be mindful of personal grooming and hygiene
  • Dress suitably for client meetings, presentations, and formal events

4. Dress Code Categories

4.1 Regular Workdays (Business Casual / Creative Casual)

Accepted attire includes:

  • Smart shirts, tops (sleeveless not allowed)
  • Casual trousers, chinos, ankle-length formal pants or dresses
  • Clean jeans (not ripped or distressed)
  • Neat ethnic wear (Decent – kurtas & sarees)

Not permitted:

  • Shorts, gym wear, or sleepwear
  • Slippers/flip-flops
  • T-shirts with offensive slogans or images
  • Excessively revealing or inappropriate clothing

4.2 Client-Facing / Formal Days

  • Employees attending client meetings or events must wear business formal or smart casuals depending on the nature of the engagement.
  • Blazers/jackets, formal trousers, dresses, and formal shoes are encouraged.

4.3 Casual Days / Activities / Outings

  • Dress Code: Employees may wear relaxed or casual attire; however, it must remain neat, modest, and appropriate for the workplace. Clothing should not be overly revealing or inappropriate.
  • Conduct and Behavior: During outings or company activities, employees are expected to maintain professional and respectful behavior at all times.
    This includes:
    • Treating colleagues and team members with respect
    • Avoiding inappropriate language or conduct
    • Upholding the company’s standards of professionalism even in informal settings

5. Grooming Standards

All employees are expected to maintain personal hygiene and grooming, including:
Regular bathing and use of deodorant

  • Well-kept hair
  • Clean nails
  • Minimal or tasteful use of makeup, accessories, or fragrance
  • Beards and facial hair should be well-groomed

Creative expression is welcomed, but it must remain respectful of cultural norms and client-facing expectations.

6. Exceptions & Accommodations

Medigence Solutions Pvt. Ltd. respects individual differences, religious practices, gender expression, and health-based needs.
Exceptions will be made for:

  • Religious headgear or traditional attire
  • Cultural festivals or designated dress days
  • Employees with health conditions requiring special clothing or footwear

7. Non-Compliance

Employees found repeatedly violating the dress or grooming policy may be:

  • Given a verbal or written reminder
  • Asked to return home to change (leave will be marked accordingly)
  • Subject to further HR intervention in case of continued non-compliance

8. Policy Review

This policy will be reviewed periodically based on workplace needs, cultural shifts, and employee feedback.

1. Purpose

The purpose of this policy is to set expectations for the usage, care, and return of company-issued laptops. Employees will have access to laptops to perform their work responsibilities. This policy ensures proper management, accountability, and security of all devices.

2. Device Usage

  • Authorized Use Only: The company-issued laptop is to be used only for work-related activities. Personal use is prohibited unless specifically authorized by management.
  • Software and Hardware: Employees must not install unauthorized software or hardware on the laptop. Only software approved by the company is allowed.
  • Data Storage: Sensitive company data must be stored in secure company-approved systems or cloud storage provided by company eg Zoho. Employees should not store sensitive data on the laptop itself unless required for work purposes.
  • Security: Employees must ensure that the laptop is locked when not in use, and passwords should be secure and kept confidential. Multi-factor authentication (MFA) is required where applicable.
  • Data Security: Employees are responsible for safeguarding sensitive company data and ensuring compliance with data privacy regulations.
  • Network Usage: Employees should not access unauthorized websites or pnetworks.
  • Company Policy Adherence: All company policies and procedures must be followed while using the company-issued laptop.
  • Device Usage Restriction: Employees are prohibited from using any personal devices (laptops, tablets, smartphones) for work-related tasks. All work-related activities must be conducted solely on the provided company-issued laptop.

3. Laptop Maintenance

  • General Care: Employees must maintain their laptops in good condition. This includes avoiding physical damage (e.g., spills, drops, overheating) and keeping the laptop clean.
  • Regular Updates: Employees are responsible for ensuring that the laptop’s operating system, antivirus software, and all company-approved applications are kept up to date.
  • Repairs and Issues: If there are any issues with the laptop, employees should report them immediately to the management for troubleshooting and repairs. Employees are prohibited from attempting to repair or modify the laptop themselves or submit the laptop to any third party for maintenance.

4. Monthly Return Requirement

  • Monthly Return: Employees must return their laptops to the designated personnel for a full-day checkup, maintenance, or software updates once a month or as and when required by the company. The designated date for the return will be communicated in advance.
  • Return Process: Employees should:
    • Ensure the laptop is fully charged and in good working condition.
    • Hand over the laptop with all accompanying accessories (charger, mouse, etc.).
    • Sign off the return on the designated form.

      Failure to return the laptop on the scheduled day may result in a formal warning and further disciplinary action.

5. Device Usage – Offsite Use

Employees may take company-issued laptops outside the office/ home when work requirements demand, and with approval from their reporting manager.
Employees are responsible for ensuring the safety and proper handling of the device while it is in their possession outside the office.
All company data must be handled with strict confidentiality. Employees must ensure that no sensitive or confidential information is accessed, shared, or exposed to unauthorized individuals while working remotely.
Any loss, damage, or security concern must be reported immediately to the management.

6. Laptop Safety and Security

  • Physical Security: Employees must keep the laptop in a secure location when not in use, whether in the office or at home. Laptops should never be left unattended in public spaces (e.g., cafes, airports).
  • Travel Security: If the laptop is taken off-site (e.g., to client meetings,hospitals, work from home), the employee is responsible for ensuring its safety and security.
  • Data Protection: Employees must ensure that all sensitive or confidential information is protected at all times by using strong passwords and encryption tools provided by the company.

7. Loss, Theft, or Damage

  • Reporting: If the laptop is lost, stolen, or damaged, employees must report it immediately to their manager. A formal investigation may follow.
  • Liability: Employees are responsible for the care and security of their assigned company-issued laptops. In the event of loss, theft, or damage due to negligence (e.g., leaving the laptop unattended in an unsecured location, spilling liquids, accidental drops, or misuse), the employee may be held liable for repair or replacement costs.
  • Replacement Process: In the event of loss or theft of a company-issued laptop, the employee must immediately report the incident to the HR manager in writing within one hour. The HR manager will then file an FIR with the local authorities.

8. Termination or Departure

  • Return upon Departure: Employees must return the laptop, along with any accessories and software, on their last working day or as directed by HR. The laptop should be in good working order and free of any personal data.
  • Exit Procedure: Any data on the laptop should not be cleared in accordance with company policy and IT guidance. The company will ensure that data is secured to the device.

9. Compliance and Disciplinary Actions

  • Employees are expected to comply with the terms of this policy at all times.
  • Violations of this policy may result in disciplinary action, including but not limited to warnings, suspension of laptop privileges, or termination of employment.

1. Purpose

This policy outlines the usage guidelines and responsibilities associated with the mobile phone issued to the devise. The device is provided to support operational efficiency, communication, and coordination of company events and branding activities.

2. Device Details

Device Make & Model

Serial Number

IMEI Number

Phone Number

Issued On

Issued To

Note: The device and its accessories remain the property of Medigence Solutions Pvt Ltd. at all times.

3. Permitted Use

The device is intended for work-related tasks including:

  • Communication with clients, vendors, and internal teams
  • Coordination and management of events
  • Capturing and sharing branding-related content
  • Use of business apps

4. Security and Compliance

  • It must be enrolled in the company’s Device Management system.
  • If the device is lost, stolen, or compromised, the employee must report it within 24 hours.
  • Unauthorized apps or data sharing via unapproved platforms is strictly prohibited.

5. Data Management

  • Work-related media (photos, videos, etc.) must be backed up regularly to Company drive.
  • Contacts must be saved and synced via corporate email.
  • Sensitive data should never be stored locally and must be deleted promptly after use.

6. Device Maintenance and Support

  • The company will provide:
    • The mobile device
    • A standard protective case
    • A monthly voice/data plan
  • The employee is expected to:
    • Keep the phone in good condition
    • Report damage or malfunction immediately
    • Cover the cost of repairs if damage results from negligence

7. Return of Device

  • The device must be returned within 48 hours upon:
    • Resignation
    • Termination
  • A final inspection will be performed. Any personal data should be removed before return.
  • The company will perform a secure wipe after return.

8. Policy Violation

Violations of this policy may result in:

  • Written warning
  • Suspension of mobile privileges
  • Reimbursement for damages or loss
  • Further disciplinary action, up to and including termination
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