NABH 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: All employees are expected to be present in the office no later than 10:20 AM.
  • Late Coming: Arrivals after 10:20 AM will be recorded as ‘Late Coming.’ More than two (2) Late Comings in a month will be considered as a half-day absence, and a corresponding salary deduction will be applied
  • Break Policy: Only 30 minutes for lunch break and 15 minutes for tea break are permitted per day. These breaks must be deducted from the total daily 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).
  • 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: Mandatory completion of daily worksheets is required for all employees. No reminders will be issued before checking and calculating hours.
  • 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.

Policy Review

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

4 days casual leave – paid
7 days sick – paid
7 days annual leave – unpaid

  1. Any unplanned leave, which is not sick leave, will be considered unpaid leave of 1.5 days.
  2. All leaves’ request is to be submitted to senior project supervisor with a cc to director, through a personal email, and not to be submitted in any of the whatsapp groups.
  3. Any sick leave more than 1 day, will require a doctor’s certificate to be submitted within 48 hours from the time of notifying the sick leave.
  4. Any casual or annual leave has to be approved and notified at least 7 working days in advance.
  5. Any casual or annual leave has to be approved by both senior project managers, and the Director.
  6. Any unapproved casual or annual leave will be considered unpaid leave equivalent of 1.5 days.
  7. All leaves to be sanctioned through email marking a copy to Sr Managers with a CC to Director.
  8. All approved leaves are to be updated in the employees’ calendar, within 12 hours of the approval of the leave.
  9. The leaves cycle will be considered from January 01 till December 31st.
  10. No leaves will be carried forward to the next consecutive year. Fresh leaves will be considered from 1st January onwards every year.
  11. All the leaves that are not availed by the employees shall be paid as per the respective days in the salary of January month.
  12. Any sick leave more than 7 days will be unpaid.
  13. Sick leave will include your personal sickness or sickness of immediate family members only, which includes parents, spouse and children.
  14. List of Festival holidays will be shared with you.
  15. If you have to go medical checkup or dental checkup for 1-2 hours in working period that time you must have to submit appointment slip of doctor or hospital.

Policy Review

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

List of the holidays

1. Makar Sankranti
2. Vasi Makar Sankranti
3. Republic Day
4. Dhuleti
5. Independence Day
6. Rakshabandhan
7. Dussehra
8. Dhanteras
9. Kali Chaudas
10. Diwali
11. New Year
12. Bhai Duj
13. Treej (Diwali Week)
14. Chauth (Diwali Week)

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.

  1. Per day 3 meals will be considered during out-of-city travel. Each meal will be reimbursed @ Rs. 300/- or less whichever is actual. Employees should submit the bills for the same as per actual.
  2. It is highly preferred that the project manager stay in the hospital campus or the organization premises. In case of hotel stay outside the city, the company shall re-imburse upto Rs. 3000/- per night stay. Bills for which should be submitted as per actual
  3. The project experts should plan the visit such that it is an overnight journey only so that the next day is not wasted in travelling.
  4. The travel mode to be as follows
      1. Train – 3rd AC coach / AC Executive Chair class
      2. Bus – AC Sleeper Coach
      3. 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, 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 (except in designated creative zones or casual Fridays)
  • 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.
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