1.3.08 Familiarisation

Goal and purpose

New or returning employees should be given an induction programme tailored to their qualification profile to enable them to perform the required work performance and quality within a reasonable period of time. Furthermore, managers should be provided with a concept on how they can fulfil their obligation to provide induction training and special instruction (if necessary, safety instructions). The employees to be familiarised should receive the necessary information to achieve their tasks and objectives as well as personal guidance and support.

Area of application

Personal For all employees at the HOSPITAL, including interns (incl. AIP), trainees, student assistants, persons doing community service, employees on fixed-term contracts, employees on cooperation contracts and employees from temporary employment agencies.

Factual Induction training applies to newly hired employees, employees returning from leave of absence and employees whose work processes and content have been changed and/or employees who have received a change to their employment contract at the HOSPITAL.

Local All departments in the KRANKENHAUS

Description of the process

Framework concept

These procedural instructions are to be understood as a compendium according to which departmental induction plans and induction concepts are to be drawn up for all occupational groups.

Guide for new employees Upon signing the employment contract, employees receive a "Guide for new employees" from the HR officer. It contains the most important information about the hospital for the employee.

Welcome day New employees are informed as part of a structured welcome day.

Departmental familiarisation concepts In the department/ward, the employee receives a welcome and introduction based on the departmental familiarisation concepts. This is also where contact is made with the supervisor and, if applicable, the mentor, who provide the employee with an insight into the spatial and organisational structures of the department/ward/clinic.
Departmental familiarisation concepts are used to ensure structured and targeted familiarisation. Employees must be provided with all the necessary information about the job and the workplace, including any special training required. This enables long-term planning of human and material resources. When the employee is integrated, the familiarisation objectives, content and periods are discussed on the basis of the familiarisation plans.

Regular feedback meetings are arranged. They serve to inform both sides about the status of the induction programme. In the course of the further familiarisation period, a targeted insight into areas (e.g. through work shadowing) with which intensive cooperation is required must be made possible.

Mentoring system

On-the-job training is carried out in accordance with the concepts created. The mentoring system is recommended if it is expected to significantly reduce the workload of the department and the employee. If no mentor is appointed in the clinic/department, the direct superior takes on the mentor's tasks. The mentor's tasks are to act as a permanent contact person for the person being inducted:

• Creation, revision, monitoring and implementation of the department-specific induction concept, including the definition of induction objectives, content and time periods
• Organisation and coordination of implementation
• Conducting feedback discussions with the direct supervisor and the employee being trained
• Analysing and implementing the qualification measures if they could not already be covered by in-house training courses

The mentor is temporarily released from other obligations for the duration of the induction period in accordance with the scope of his/her task. Employees who appear suitable for this task must have proven professional qualifications and routine in the designated familiarisation area

Evaluation and revision

The familiarisation plans are evaluated at regular intervals (maximum every 2 years)Edit

Establishment of trainee programmes

Personnel Development sets up opportunities for trainee programmes.

Coaching

Coaching is offered on a voluntary basis (by Personnel Development) to all employees, especially those in senior management positions at the HOSPITAL, for whom the job shadowing/induction plan tool is not available or only available to a limited extent for efficient induction.

Responsibility, qualification

Organisational unit	Task
Personnel development and training centre	Are responsible for the strategic induction concept.
HR department in close cooperation with the training centre	Has to carry out the organisational implementation of the welcome day
Human resources department in cooperation with all departments involved	Has to issue and regularly revise the guidelines
Clinic/Department	Have to set up and operate a mentoring system.
the direct superior, the mentor (if appointed).	Are responsible for developing and adhering to an induction concept
the employee to be trained	Shares full responsibility for consistent compliance with the implementation of the familiarisation concept
Mentor	Must be committed to supporting the employees to be inducted in such a way that the induction period is utilised as effectively and efficiently as possible. If the task requires cooperation, collaboration with the relevant function holders must be taken into account in the induction concept.

Documentation

The documentation is kept via the induction plans of the respective departments/stations and remains with the disciplinary superior. As a minimum, they contain information on the objectives, content and duration of the induction programme as well as the minutes of the interim feedback and final meetings. If the mentoring system is used, the name of the mentor must be listed.

Notes and comments

• The familiarisation must build on each other in a meaningful way and consist of appropriate learning steps
• The time periods must be realistically defined
• The objectives and content must be tailored to the profile of the employee and the objectives of the department

Applicable documents

• Compendium for the development of a department-specific induction plan
• Framework concept for the systematic induction of employees at the KRANKENHAUS

Terms

Coaching

Coaching is the sum of supporting measures, in this case specifically to accompany employees at upper and top management level. The coach is a discussion partner, e.g. for organisational and professional planning. The induction process is accompanied by integration discussions, knowledge transfer (e.g. organisation-specific processes, standards and values), feedback and advice in the context of absolute discretion.

Trainee programme

Trainee programmes are training systems. These consist of several formal (e.g. in terms of time) and material (in terms of content) training measures that are coordinated. The target group is the future managers of a company, who are qualified for management tasks through these programmes. Near-the-job or off-the-job instruments are combined with activities directly at the workplace ("on-the-job"). Methods and procedures include discussions, educational talks, group work, project work, seminars and programmed instruction. The planned change of work content familiarises the participants with the complexity of their task.

Mentor

The mentors are the people who pass on their experience, accompany and instruct the employees, establish contacts and manage and develop the induction programme.

Attachments

General example of familiarisation