1 Guidelines for Jan Arogya Samiti

3 Guidelines for Jan Arogya Samiti

 CONTENTS
1. Guidelines for Jan Arogya Samiti 1

2. Annexure-I: Annual Health Calendar 16

3. Annexure-II: Patient Satisfaction Form: OUT-PATIENT FEEDBACK 18

4. Patient Satisfaction Form: INPATIENT FEEDBACK 20

5. Annexure-III: Presentation of Monthly Progress Report of AB-HWCs 22

6. ANNEXURE IV: Suggested formats for Maintaining Records 29

7. GFR 19-A 31
 List of Contributors

1. Ms Vandana Gurnani, Additional Secretary and Mission Director, NHM, MoHFW

2. Mr Vikas Sheel, Joint Secretary (Policy), MoHFW

3. Dr N Yuvaraj, Director NHM - I, MoHFW

4. Dr J N Srivastava, Officiating Executive Director and Advisor Quality Improvement division,

NHSRC.

5. Dr Rajani Ved, Ex- Executive Director, NHSRC

6. Dr M A Balasubramanya, Advisor-Community Process & Comprehensive Primary Healthcare

(CP-CPHC) division, NHSRC

7. Mr Arun Srivastava, Consultant, CP-CPHC division, NHSRC

8. Dr Neha Singhal, Consultant, CP-CPHC division, NHSRC

9. Dr Deepika Sharma, Senior Consultant, Quality Improvement division, NHSRC

10. Dr Sandeep Sharma, Senior Consultant, Health Care Financing division, NHSRC

11. Dr Ashish Bhatt, Consultant, MoHFW

12. Dr Rakshita Khanijou, Consultant, MoHFW

 Guidelines for Jan Arogya Samiti
(Committee at the Sub Health Centre level and
PHC level Health and Wellness Centre)

I. Background
(i) Under Ayushman Bharat,-Health and Wellness Centres (AB-HWCs), Sub Health Centres (SHCs)
and Primary Health Centres (PHCs) are being transformed to Health and Wellness Centres
to provide Comprehensive Primary Health Care (CPHC) services. Such a transformation is
expected to enable these AB-HWCs to serve as the first port of call for a range of primary
health care services spanning preventive, promotive, curative, rehabilitative and palliative
care to the population in their coverage area. AB-HWCs are also expected to play a critical
public health role and focus on collective community action for Social and Environmental
Determinants of Health, and support Social Accountability and Community Feedback
processes.

(ii) Rogi Kalyan Samities (RKS) were established under the National Health Mission (NHM) in
health care facilities at the level of the PHC and above. RKS were envisioned as a local level
institutional mechanism to enable action for improvement in the availability and quality
of hospital infrastructure and services, and promote a culture of accountability amongst
service providers in the public health system. The RKS were also seen as a mechanism for
promoting active public participation in health care.

(iii) RKS is a registered society to manage the affairs of health facilities in consonance with the
principle of decentralization and devolution of administrative and financial powers. Their
composition includes members from Panchayati Raj Institutions (PRIs), NGOs, persons of
eminence, and officials from Government sector including health who are responsible for
proper functioning and management of the facilities. RKS at all facilities have the autonomy
to generate and use its funds for smooth facility functioning, maintaining the quality of
services and enabling the delivery of patient-centered care. RKS at various levels also receive
untied funds as budgetary allocation under NHM.

(iv) At the SHC level, ASHA and Village Health Sanitation and Nutrition Committees, (and
subsequently, ASHA and Mahila Arogya Samities (MAS) in urban areas) were expected to
undertake community action for health, in the form of monitoring health and related public
services through undertaking semi-annual Jan Sunwais or community hearings, at which
staff from AB-HWCs / SHCs are expected to be present. Under Ayushman Bharat, the SHC
level AB-HWCs, are provided Rs. 50,000 as united fund, enhancing the amount from Rs.
20,000 that is provided to all SHCs. This untied fund is expected to be used primarily for
supporting the essential requirements for AB-HWC. There have been requests from states
to form a similar committee at AB-HWC-SHC level. This committee which is being proposed
to be formed at the SHC level AB-HWC shall be named as Ayushman Bharat - Jan Arogya
Samiti (JAS).

11 Guidelines for Jan Arogya Samiti

(v) With the launch of Ayushman Bharat, Primary Health Centres are also being upgraded as
Health and Wellness centres throughout the country. Understandably, the scope of services
and responsibilities at Primary health Centre have also increased. In view of this, Rogi Kalyan
Samiti at PHC is being reformed as Jan Arogya Samiti- PHC (JAS-PHC). The composition
and role of JAS-PHC have also been included in these guidelines. The tenets for JAS at both
SHC and PHC are similar unless explicitly stated.

Fig 1 - Institutions for Effective Health Planning

II. Objectives of Jan Arogya Samiti (JAS)

The following are key objectives of JAS:
(i) Serve as institutional platform of SHC/PHC level AB-HWCs (similar to RKS at PHC /
CHC), for community participation in its management, governance and ensuring
accountability, with respect to provision of healthcare services and amenities.
(ii) Support AB-HWC team in working with VHSNCs, for Health Promotion and Action on
Social and Environmental Determinants of Health, in community level activities of
National Health Programmes and other community interventions.
(iii) Serve as an umbrella for VHSNCs, providing mentorship to VHSNCs and supporting
them in management of Untied Funds and coordination with the health system.
(iv) Engage the VHSNCs of its area, in community level interventions of AB-HWCs,
particularly, in the facilitation of screening for various age-groups, promoting follow-
up and treatment adherence (including support to patient support groups).
(v) Leverage existing organized volunteers [NSS, NCC, Red cross, Scouts and Guide, Youth
groups] for patient follow up, counselling, community mobilization, conducting
surveys and other related action.
(vi) Support and facilitate the conduct of activities pertaining to social accountability at
AB-HWC in coordination with VHSNCs.

Guidelines for Jan Arogya Samiti 22

 (vii) Act as Grievance Redressal Platform for families who access healthcare services at AB-
HWCs, ensuring availability and accountability for quality services.
(viii) Co-ordinate with Community Health Officers (CHOs) at SHC/Medical Officers (MO) at
PHC to manage and be accountable for the use of untied funds at HWC.
(ix) Mobilise resources (both monetary and non-monetary) from rural and urban local
bodies, other Government Schemes and Programmes, Corporate Social Responsibility
(CSR) Funds, and Philanthropy and Charity Organisations, and ensure its use for
improving quality of services and undertaking Health Promotion activities at AB-HWCs.
(x) Facilitate and support Gram Panchayats of the area in undertaking health planning.

III. Structure and Composition of JAS

A. The Proposed composition of JAS-SHC is –
1. Chairperson -

The Sarpanch of the Gram Panchayat (GP) falling under the AB-HWC area shall be designated
Chairperson.

There are wide variations across states, in terms of size of Gram Panchayats. In states / areas,
where either the size of Gram Panchayats, or the area and population coverage of SHC level
HWC is bigger, leading to challenges in matching the jurisdiction of the two1, states will
design locally appropriate approaches. Thus, when the SHC-HWC area has more than one
Sarpanch, Chairpersonship could be considered on rotation basis, with the Sarpanch of the
headquarter village of SHC-HWC made Chairperson for the first two years. The Sarpanches
of other Gram Panchayats under the SHC-HWC area will be members during this period. The
term of each Chairperson will be 2 years.

2. Co- Chair - The Medical Officer of the concerned PHC of the HWC area shall be the Co-
Chairperson of JAS

3. Member Secretary - Community Health Officer (CHO) of the HWC.

4. Members-
i. Ex-Officio
a. Sarpanches of the other GPs of AB-HWC area
b. President of VHSNCs: One per GP amongst those under AB-HWC area. This
shall be on rotation (among VHSNCs under a GP) for 2 years to allow greater
participation.
c. ASHAs – ASHAs/Member Secretary of all VHSNCs in AB-HWC area
d. All Multi-Purpose Health Workers (Male and Female) of AB-HWC

1
Kerala has Gram Panchayats of about 25000 population, and many other states have gram panchayats of up to 10-12000 population. Many states
have SHCs with up to 8000-10000 population coverage.

33 Guidelines for Jan Arogya Samiti

 ii. General
1. Women Self Help Groups - President of one SHG from each Gram Panchayat of
the AB-HWC area – nominated by GP
2. School Health Ambassadors: One representative from among the Ayushman
Bharat School Health & Wellness Ambassadors of the AB-HWC area (representative
from the school with highest enrollment)
3. Peer Educator - One from AB-HWC area (Senior peer educator in the area)
Special Invitees- Tuberculosis survivor, Youth representatives and "any male”
who has undergone sterilization after one / two children"

Composition of JAS-PHC
1. Chairperson-Zila Panchayat Member/Janpad Panchayat member of the corresponding area

2. Co-chair- Block Medical Officer / Taluka Health Officer

3. Member Secretary - Medical Officer In-charge of PHC level AB-HWC

4. Members –
a) Other Medical Officer / AYUSH Medical Officer of PHC
b) Senior Staff nurse / LHV / ANM of PHC
c) Chairperson of Janpad Panchayat’s Health Sub-committee
d) Sector Supervisor of Dept. of Women and Child (DWCD) / ICDS of the area
e) Block level officer of Dept. of Public Health Engineering Dept. (PHED) / Department of
Water and Sanitation (DWS)
f ) Block level officer of School Dept. / Principal / Headmaster of local School
g) Block level officer of PWD
h) Chairpersons of all JAS of SHC level AB-HWCs of PHC area (may be up to 5-6)
i) Block level representative from NYK/Youth volunteers
j) 2 Civil society representatives
(Total number of members is likely to be up to 18-20)

Special invitees –

o Tuberculosis survivor and "any male” who has undergone sterilization after one / two
children"

o Chairpersons / members of VHSNCs, Women SHGs, Youth Groups on rotation basis.

• All General Members shall have a tenure of two years. This is to enable participation of more
community representatives in the JAS

Guidelines for Jan Arogya Samiti 4

• An ex-officio member of JAS, like, the President of VHSNC, will cease to be member of JAS,
when she/he, ceases to be the VHSNC President.

• Formation of JAS and its role should be publicized. The selection of members could be done
in Gram Panchayat meetings. The details of JAS of the AB-HWC along with phone numbers
of the members should be displayed in the AB-HWC and also in Anganwadis / Schools /
Government offices in the AB-HWC area.

• In the selection of JAS members, efforts should be made to ensure that all habitations, and
all communities (especially the vulnerable communities like, SC or ST should) of the AB-
HWC area are well represented (they should form at-least 1/3rd of the total). Care should be
taken to ensure at least 50% representation of women.

IV. Legal position of JAS –

JAS will work as a component of District Health Society (DHS), and will need no separate
registration. States have the prerogative to affiliate JAS with PRI / Urban Local Body
Institutions and their standing committees

V. Roles and responsibilities of JAS

V.1 Role of JAS in Enabling quality service delivery -
The Jan Arogya Samiti will -
1. Facilitate and support AB-HWC team to ensure provision of quality healthcare services
for all and ensure accountability.
2. Ensure that the Citizen Charter at AB-HWCs displays the list of services that are provided
at the facility. The JAS will particularly highlight the preventive and promotive services
that are provided at AB-HWC – ranging from screening for chronic diseases, vision,
hearing; and services available for – pregnant and lactating women, children and
adolescents; and conduct of yoga/wellness sessions.
3. Ensure provision and maintenance of safe drinking water, quality diet, litter free
premises, clean toilets, clean linen, uncluttered waiting area, good security, Bio Medical
Waste / Regular Waste disposal and clear signage systems at the AB-HWC.
4. Ensure that essential medicines and diagnostics are available (as per the Essential
Drugs and Diagnostics List for AB-HWC).
5. Promote a culture of user-friendly behavior amongst AB-HWC staff for improved
responsiveness and user satisfaction, by their training / orientation / sensitization.
6. Ensure that no user fees or charges are levied for any healthcare services being
provided in AB-HWC.
7. Ensure by pro-active efforts and regular follow-up, that those from poor and vulnerable
sections of community do not face any hurdles in availing healthcare services at AB-
HWC, and ensure that services are not denied to anybody who visits the AB-HWC.

55 Guidelines for Jan Arogya Samiti

 8. Encouraging use of social media and digital communication, ensure home/ community
level follow-up of patients discharged from hospitals to reduce the risk of complications
and re-admissions.
9. Undertake regular review and monitoring to ensure that the facility achieves the
quality standards set for the AB-HWC.

Indian Public Health Standards (IPHS) Guidelines

IPHS guidelines set the standards to which facilities must conform. The guidelines will enable
JAS members in identification of gaps related to physical infrastructure, services (essential and
desirable), human resources (HR), equipments, drugs and diagnostics at public health facilities.

National Quality Assurance Standards (NQAS)

The National Quality Assurance Program under the National Health Mission has developed
standards for DH, CHC, PHC and the Urban Primary Health Centers (UPHCs). The Quality
Standards under the QA program are based on eight areas. There are 74 Quality Standards
for the district hospitals, 65 for CHC and 50 for PHC. The QA programme revolves around
finding gaps in each area, and in each department of health care facility. State & District Quality
Assurance Committee (SQAC & DQAC) & Quality Units support the activities of QA program. The
program consists of:
 Continuous assessment at facility level, district level and state level.
 Undertake improvement activates using quality tools & methods
 Quality Certification against explicit criteria.
 Reporting & analysis of Key Performance Indicators to undertake sustainable
follow up actions
 Incentivisation on National QA certification.

Key Performance Indicators for HWC can be accessed through NQAS Assessor’s Guidebook for
HWCs

KAYAKALP
Ministry of Health & Family Welfare, Government of India has launched an Award Scheme of
Clean Health Facilities – ‘KAYAKALP’. The awards are distributed based on performance of the
facility on predefined 6 parameters focused on cleanliness, hygiene, infection control & Bio
medical waste management

Assessment is done through a three tier process:

a. Internal assessment
b. Peer assessment and
c. External assessment

Guidelines for Jan Arogya Samiti 6

V.2 Role of JAS in Leading Health Promotion efforts-
The Jan Arogya Samiti will -

1. JAS will work as the platform for planning and supporting multi-sectoral action
on Social and Environmental Determinants of Health, especially to address: a) Non
Communicable Diseases (NCDs), b) Water Sanitation and Hygiene (WASH), and (c)
Malnutrition, Stunting and Anemia. It will co-ordinate the celebration of annual
health calendar days at HWC-SHC and facilitate and support VHSNCs to undertake the
celebration of Annual Health Calendar Days (Annual Health Calendar is attached as
Annexure I ).

2. Support the HWC team in effective community level implementation of programmes

like, Population Based Screening for NCDs, Eat Right Campaign of FSSAI (using Eat Right
Tool Kit developed by FSSAI), and SABLA (Rajiv Gandhi Scheme for Empowerment of
Adolescent Girls), etc.

3. Ensure community level collective action on Water Sanitation and Hygiene (WASH),
using the handbook of VISHWAS (Village based Initiative to synergize Health Water
and Sanitation) Campaign, using the structure of 11 monthly campaign days which
are part of the VISHWAS Campaign.

4. Engage with women groups/SHGs/ Farmers Groups/Cultural groups / MAS / Milk

Unions and other unions, etc to -
• ensure greater participation of women to enable gender equity and promotion
of women’s health issues.
• promote regular exercise and sports for adoption of healthy life styles, and initiate
preventive and health promotive actions against the use of alcohol, tobacco and
other forms of substance abuse.
5. Promote awareness about services and entitlements under various government
schemes for health and financial risk protection making optimal use of community
radios, social media etc.

V.3 Role of JAS in Catalyzing Grievance Redressal

1. Ensure setting up of a system to register complaints (Patient Feedback can be recorded
through Patient Satisfaction surveys – Annexure II ) and enable redressal of the same
within a reasonable period of time.

• The process and methods of making complaints should be widely advertised at

the HWC premises and in the villages under the AB-HWC.

• JAS will periodically review the functionality of the system of complaints and
ensure AB-HWC team’s response to them.

77 Guidelines for Jan Arogya Samiti

 2. JAS in its every meeting shall hear patient or user’s concerns in accessing quality
healthcare services at AB-HWC. The members shall facilitate timely and appropriate
action on feedback.
3. JAS shall encourage respective VHSNCs to take feedback from community regarding
the services at the AB-HWC level and outreach services in the community, and share
them with JAS on a regular basis.
4. The JAS shall also act as Grievance Redressal Platform for families who access healthcare,
under different healthcare schemes provided at the facility. JAS shall, as appropriate,
escalate relevant issues and complaints by sending its representation (oral or written
as per the requirement) to the PHC / CHC level (JAS/RKS) and the District Health Society
(DHS).

V.4 Role of JAS in Social Accountability exercise -

JAS shall enable and facilitate smooth conduct of social accountability exercise of its AB-
HWCs (in both SHC and PHC). It shall ensure that all necessary information/data and logistics
support to the Team are provided. JAS shall also facilitate the public hearing as part of the
Social Accountability process. JAS shall also follow-up on issues highlighted in the Social
Accountability exercises.

VI. Capacity Building of JAS Members:

Since JAS is a newly created committee, capacity building of members will be undertaken to
enable them to fulfill their roles effectively. Orientation of JAS members will be conducted by
the States/UTs. The training content will be developed at national level in consultation with
states. The cascade of national, state and district will be followed for training JAS members.
Online mechanisms of training will also be explored including the online mentoring platform
set up for CHOs. States should explore the possibility of involving NGOs to train JAS at block
and districts. Development partners could also be approached for support.

VII. Meetings of JAS

i. The JAS will meet at-least once every month on a fixed day, which will be decided by
the states/UTs.
ii. The member secretary will organize the meeting, and will communicate the day, date
of the meeting, with the list of agenda items to all members, at-least seven days in
advance. Every effort should be made to ensure that the clear information about
the meeting has reached every member. The essential quorum for the meeting will
be 50% of the members of the committee. If the required quorum is not fulfilled in
a JAS meeting, the meeting will be adjourned, and reconvened the same day after
notification of a suitable time to rest of the members to fulfil the quorum. In the
reconvened meeting, normal business will be conducted, even if the 50% quorum is
not fulfilled.

Guidelines for Jan Arogya Samiti 8

 But in case of two consecutive monthly meetings being convened without the
essential quorum of 50%, meeting in the third month can be conducted only with
quorum. In addition, in the reconvened meetings that are conducted without the
essential quorum, decisions and approvals of only routine nature and emergency
requirements (based on policy approvals taken in earlier meetings) can be taken. Any
decision relating to a policy decision or approval of a new activity or new financial
expenditure can be taken only in a meeting with essential quorum of 50%,
iii. Every effort should be made to ensure that the quorum is fulfilled in every meeting,
and also representation of different villages / communities is ensured.
iv. The JAS, in the last meeting of a financial year, will present its account of activities
undertaken and expenditures incurred in the financial year, as its ‘Annual Report’.
Subsequently an action plan for the next year will be prepared and will serve as a
monitoring mechanism.
v. The Annual Report of the AB-HWC of the previous year, as presented and approved
in the JAS meeting of April of the subsequent financial year, will be placed for
consideration in the Social Accountability process of AB-HWCs. Though the social
accountability exercise may be planned as per local context, it is suggested to plan it
in April-May, every year, so that it can feed the issues of Health and Health Planning
into the Annual Planning process of concerned Gram Panchayat as it will also coincide
with the Annual Health Calendar Days of 14th April, Ayushman Bharat- Health and
Wellness Centre Day.
vi. Every proposed activity and expenditure would be approved by at least two third
of the members who attend the meeting. All activities undertaken since the last
meeting and their expenditure, would be presented, and will be approved in the
meeting. All approvals would be by voice vote of the attending members, or by
counting of hands, and should be recorded with number of members who were in
favour of its approval.
Note- States will need to develop a monthly calendar of meetings/ activities/campaigns
for engagement of JAS in various activities/events. This will support in organizing
systematic action on planning, service delivery and monitoring of activities to be
undertaken.
vii. Minutes of every meeting of JAS, with a written account of activities undertaken
and expenditures made in previous month, would be documented. All details of the
discussion shall be duly recorded along with signature of all participating members.
viii. In every JAS-SHC meeting, issues raised in meetings of respective VHSNCs (under the
HWC), and activities undertaken by them, will be shared, especially with respect to
support to be provided by JAS, to facilitate VHSNC functioning. In case of JAS-PHC
meeting, issues raised in linked JAS-SHC-HWC will be taken up for discussion.
ix. In every JAS meeting, a set of fixed agenda items, as detailed in the ‘Template of AB-
HWC Agenda apart from other agenda items will be taken up.

99 Guidelines for Jan Arogya Samiti

VIII. Record Keeping-
The following registers will have to be maintained by the member Secretary of JAS:
- Record of proceedings of the JAS committee meetings.
- Financial Account register.

IX. Annual Public Dialogue –

The JAS will organize a Public dialogue, every year, to share an account of the activities,
successes, and challenges of AB-HWC, with respect to its roles of healthcare service
delivery and community level interventions. JAS will take steps to ensure active community
participation from every village, especially from the vulnerable sections of community and
panchayat under its area. The event should be timed appropriately, so that the consolidated
issues or requirements articulated by community during the event, can be incorporated in
the annual planning process of health department and NHM, as well as the planning cycle
of the panchayat structures.

X. Untied Fund of JAS -

(i) The purpose of the untied fund is to make available a flexible fund, to cater to
unanticipated minor requirements, based on decisions taken at the AB-HWC level, in
consultation with JAS.
(ii) Under Ayushman Bharat, an annual untied fund is provided @ Rs. 50,000 for SHC level
AB--HWCs and Rs.1,75,000 for PHC level AB-HWCs.
(iii) Ensuring basic amenities and services to the patients and citizens and supporting
community level health promotion are two cornerstones for prioritizing expenditures
from untied funds. The fundamental principle that should be adhered to, is, that the
expenditure must be made based on the local needs and priorities.
(iv) Untied Funds should be used only for the common good and not for individual
needs, except in the case of referral and transport in emergency situations. In
exceptional circumstances to meet urgent health care needs of a destitute woman, an
impoverished single elderly or disabled persons, small amounts (upto Rs 500) can be
utilized. Any such expenditure shall be duly ratified in the next meeting of JAS. JAS
can also mobilize resources/contributions from the local community for supporting
such needs. JAS shall record such contributions in its meeting proceedings and may
even consider honoring such contributors at health promotion days or at the annual
public dialogue or social accountability events.
(v) For routine and regular requirements, such as for AB-HWCs maintenance / equipment
/ drugs and diagnostics, the untied fund should be used only in case of disruptions in
regular supplies, after consultation with the PHC Medical Officer.
(vi) Purchase of essential drugs or diagnostics or consumables of diagnostics can be

Guidelines for Jan Arogya Samiti 10

10
 purchased with untied fund during emergencies in case these are not available in stock.
However, the essential drugs or supplies that can be purchased during emergencies
should be part of the State / UT list of essential medicine or diagnostic to be available
at AB-HWC.
(vii) Health Promotion is a key function of AB-HWC, and untied funds could be used for
activities related to Health Promotion and Action on Social Determinants of Health. The
principle to be followed is to spend on activities to initiate and support a sustainable
process of Health Promotion, Lifestyle Change, and Preventive Health practices.
Illustrative activities, in which untied fund can be used for small gap filling expenses
include:
• Expenses related to consumables for cleaning of the HWC premises other than
Human Resource cost
• Expenses related to arrangement for hygienic environment for washrooms and
toilets.
• Expenses related to minor repairing of septic tanks/toilets
• Expenses related to provision of safe drinking water to patients
• Expenses related to improved signage in the facility
• Expenses related to making arrangement for proper disposal of wastage etc.
• Expenses related to conduct of Health Promotion Days and wellness activities
(except purchase of equipment).
(viii) The States/UTs should ensure that an optimum balance is maintained between
different categories of expenditure permissible from untied funds. For example, it will
be useful to keep an optimum balance between different categories of expenditure
like,
a) Upkeep of HWC premises, b) Patient Amenities, and c) AB-HWCs’ Infrastructure
Maintenance. States can decide to fix a ceiling of 20% for each of these expenditure
categories, but they have the flexibility as per the local context.
(ix) Expenditure (up to a maximum of Rs. 400/- per meeting) can be made for organizing
the monthly JAS meeting.

X.1 Negative List for usage of Untied Fund

The Untied fund shall not be used for the following purposes:
(i) Expenses related to regular maintenance services, for which a fund or budget is
available (electricity, water bills etc.)
(ii) Cost of human resources/personnel cost.
(iii) Purchase of drugs, reagents and equipment related to diagnostics tests not listed in
the AB-HWC list. (Pl see X(V) above)

11
11 Guidelines for Jan Arogya Samiti
 (iv) Expenses on items or activities for which resources and provisions already exist in
different programmes of the State/UT government.
(v) Expenses on building open-air or indoor gymnasium or other exercise equipment.

XI. Financial Management and Accounting of Untied Fund

(i) The bank account of the un-tied fund of JAS-SHC shall be operated jointly by the
Chairperson and Member Secretary of JAS. No new account shall be created. Existing
account of SHC and PHC will be continued (with due inclusion of signatures of JAS
Chairperson and Member Secretary).
(ii) Any amount withdrawal will be based on approval for the proposed activity and
expenditure in a meeting of JAS Committee, conducted with the essential quorum, as
explained above.
(iii) All payments should be made only through cheque/ demand draft/net-banking/digital
transactions, adhering to the financial norms prescribed by the State Government and
records to be maintained thereof.
(iv) The JAS Member Secretary can maintain an Imprest/Petty cash of Rs.5000 to cater to
emergency requirements. Every expenditure made from this must be reported in the
next meeting of JAS, and approval will have to be taken on the activity as well as the
expenditure. A Petty Cash register shall be maintained and the same balanced at least
once a week. No cash payment beyond Rs. 500 can be made for any purchases, to any
agency / vendor
(v) Every quarter, a detailed Income and Expenditure statement shall be presented in the
JAS meeting
(vi) Utilisation Certificate (UC) is to be submitted in Form 12C (GFR 2017) every quarter
with due signature of the JAS Chairperson and Member Secretary
(vii) The annual audit of the untied fund of the AB-HWC will have to be undertaken,
according to the guidelines issued by the State Government.
(viii) An annual report of the activities undertaken and expenditures made from the untied
fund, has to be presented in the JAS meeting in the month of April of subsequent
financial year. This annual report will have to be presented during the Social
Accountability exercise of the AB-HWC.

XII. Responsibilities of key JAS members -

XII.1 Powers and Functions of the Chairperson
1. The Chairperson shall have the powers to call for and preside over all meetings of the
committee.
2. The Chairperson shall enjoy such powers as may be delegated to him by the JAS.

Guidelines for Jan Arogya Samiti 12

 3. The Chairperson shall have the authority to review periodically the work and progress
of JAS and to order inquiries into its affairs.
4. All disputed questions at the meeting of the JAS shall be determined by voting. The
members of the committee as described in Section III(i) shall have one vote and in
case of a tie, the Chairperson shall have the casting vote.
5. In the event of any urgent business, the Chairperson of the Society may take a decision
on behalf of the committee at the recommendation of Member Secretary. Such a
decision must be presented to the committee at its next meeting for approval.

A copy of the minutes of the proceedings of each meeting shall be furnished to the
Chairperson as soon as possible after completion of the meeting.

XII.2 Powers and functions of Member Secretary

The Member Secretary of JAS shall facilitate all meetings of JAS, record proceedings and
resolutions, and will ensure action upon them.
1. All executive and financial powers of the society shall vest in the Member Secretary
who shall be responsible for; (i) Managing its day to day administration, (ii) Conducting
all correspondence on its behalf (iii) Keeping custody of all its records and movable
properties
2. He/she shall be entitled to sign on behalf of JAS, bills, receipts, vouchers, contracts
and other documents whatsoever.
3. To form a subcommittee to perform a task and delegate powers to these subcommittees,
with provision that any such decision will be presented and be approved in the next
meeting of JAS.
4. Take action on urgent important matters in consultation with Chairperson and place
them in the next meeting of JAS.
5. Exercise such powers and discharge such functions as maybe delegated to him by JAS
approved in a meeting of JAS with required quorum.

XIII. Management and Performance indicators for JAS

The AB-HWC- team shall maintain all records pertaining to JAS. It shall include member
details, schedule of meetings, meeting minutes, receipt of funds, donors list, public hearings,
suggestions and complaints, social accountability report and action taken report etc The
block community processes team will facilitate the functioning of JAS under guidance of
Block health Officer. All supervisory staff must attend JAS meetings periodically.
Indicators for self- monitoring the performance of JAS ( SHC and PHC) are as follows-
a. Number of JAS meetings held against planned (12) in a year.
b. Number of JAS meetings where monthly review of untied fund expenditure for past
month has been done.

13
13 Guidelines for Jan Arogya Samiti
 c. Number of JAS meetings where monthly planning of untied fund for next month has
been done.
d. Number of public meetings conducted by JAS in the year.
e. Number of audit objections and response thereof provided by JAS
f. Total untied fund amount received by JAS during the year.
g. Percentage of untied fund utilised by JAS
h. Untied fund utilization pattern under different heads- a) Upkeep of HWC premises,
b) Patient Amenities, and c) HWC Infrastructure Maintenance d) Health promotion
e) Medicines f ) Diagnostics g) Referral transport
i. Percentage of community grievances addressed during the year.

In addition to above indicators, JAS-PHC will monitor the performance of participating JAS-
SHCs on following indicators-
j. Percentage of JAS -SHCs which held >10 meetings in a year
k. Percentage of JAS-SHC which held one annual public meeting in the year.
l. Percentage of JAS -SHC which utilized more than 90% of untied funds in the year.
m. Percentage of JAS -SHC which have submitted UCs on time
n. Percentage of monthly meetings of all JAS-SHC attended by PHC MO/his or her
representative.
o. Percentage of JAS-SHC who resolved more than 60% of audit objections

XIV. Monthly Meeting of Jan Arogya Samiti (Template for Agenda)

The monthly meeting of JAS should be structured and a suggestive agenda has been
discussed below. In addition to the topics mentioned, JAS members can include other
topics that are deemed relevant for that HWC.

1. Monthly progress report of AB-HWC

2. Proposals and review of expenditure of untied funds

3. Issues at AB-HWCs-

1. Monthly progress report of AB-HWC

The Medical Officer(PHC) /Community Health Officer (SHC) will present the details of service
delivery, referrals and outreach activities undertaken by AB-HWC team in the given month
(with emphasis on marginalized population) at SHC and PHC respectively. The objective
of discussing this data is to enable the JAS to understand the overall status, coverage and
progress of activities mandated under AB-HWC. Format of Monthly Progress Report is

Guidelines for Jan Arogya Samiti 14

14
 attached as Annexure III. The JAS members should discuss the status of service delivery
and functionality reports of AB-HWC as reported in the portal, and ensure that timely and
accurate figures are reflected in the portal.

2. Plan and review of expenditure of untied funds -

The JAS committee will review the expenditure of untied fund for the last month and also
plan for expenditure in the coming month. JAS will ensure that principles of untied fund
expenditure are adhered to.

Total revenue and expenditure shall be maintained separately for NHM sources – untied
funds and other sources and accordingly, presented during monthly JAS meeting and for
social accountability purposes (Use format in Annexure IV).

JAS will also review the overall financial management of AB-HWC, and play the role of
oversight to ensure that the protocols and guidelines for funds of AB-HWC are followed. The
CHO(SHC)/MO(PHC) will be responsible for appraising the JAS regarding the AB-HWC funds,
Government guidelines related to the funds and will update them regarding the adherence
to guidelines.

3. Administrative Issues at AB-HWCs-

In addition to service delivery monthly progress, administrative issues will also be discussed
during JAS meeting. This will include: status of Human Resources, Infrastructure, logistics
and finance.

15
15 Guidelines for Jan Arogya Samiti
 Annexure-I
Annual Health Calendar
Sl. No. Date Day
1. 12th January National Youth Day
2. 30th January Anti-Leprosy Day
3. 4th February World Cancer Day
4. 10th February National Deworming Day
5. 11th February International Epilepsy Day
6. 8th March International Women’s Day
7. 10th March National GDM Awareness Day
8. 24th March World Tuberculosis Day
9. 7th April World Health Day
10. 11th April National Safe Motherhood day
11. 14th April Ayushman Bharat-Health and Wellness Centre Day
12. Last week of April i.e. from World Immunization Week
April 24th
13. 5th May International Midwives' Day
14. 12th May International Nurses Day
15. 28th May Menstrual Hygiene Day
16. 28th May to 8th June Intensified Diarrhoea Control Fortnight
17. 31st May World No Tobacco Day
18. 14th June World Blood Donor Day
19. 21st June International YOGA Day
20. 26th June International Day Against Drug Abuse
21. 1st July Doctors Day
22. 11th July World Population Day
23. 28th July World Hepatitis day
24. 01-07 August World Breast Feeding Day/Week
25. 10th August National Deworming Day
26. 15th August Independence Day
27. 01-07 September National Nutrition Week

Guidelines for Jan Arogya Samiti 16

16
28. 29th September World Heart Day
29. 1st October World Elderly Day
30. 10th October World Mental Health Day
31. 7th November National Cancer Awareness Day
32. 12th November World Pneumonia Day
33. 14th November Children’s Day & World Diabetes Day
34. 15-21 November Newborn Week
35. 17th November World Prematurity Day
36. 25th November International Day for the Elimination of Violence
against women
37. 1st December World AIDS Day
38. 10th December Human Rights Day
39. 12th December Universal Health Coverage Day

17
17 Guidelines for Jan Arogya Samiti
 Annexure-II
Patient Satisfaction Form: OUT-PATIENT FEEDBACK
Dear Friend,

You have spent your valuable time in the hospital in connection with your / relative’s/friend’s
treatment. It will help us in our endeavor to improve the quality of service, if you share your opinion
on the service attributes of this hospital enumerated in the table below:

Please tick the appropriate box and drop the questionnaire in the Suggestion box

Sr Attributes Poor Fair Good Very Excellent No

No. Good comments

1. Availability of sufficient
information at HWC
(Registration, treatment,
diagnosis, drugs,
diagnostics & referral)
2. Waiting time at the more than 10-30 5-10 Within Immediate
Registration counter 30 mins mins mins 5 mins
3. Behaviour and attitude
of staff at HWC
4. Condition of amenities in
waiting area (Chairs, fans,
drinking water etc)
5. Cleanliness of premises,
toilets and surrounding
6. Regularity of MO/ CHO
7. Time spent on
examination and
counselling
8. Promptness &
communication of
Primary healthcare team
9. Availability of prescribed
medicines with in HWC
10. Availability of diagnostics
services with in the HWC
11. All the medicines &
diagnostics are provided
free of cost?
12. Availability of tele
consultation services in
HWC

Guidelines for Jan Arogya Samiti 18

18
 13. Were you visited by
ASHA / ANM at your
home ?
14. Your overall satisfaction
during your visit to the
facility?

Your valuable suggestions ( if any )

Date __________ OPD Ticket no._________/ Health ID :

Ward___________________________________________

Name __________________________________________

19
19 Guidelines for Jan Arogya Samiti
 Patient Satisfaction Form: INPATIENT FEEDBACK
Dear Friend,

You have spent your valuable time in the hospital in connection with your/relative’s/friend’s
treatment. It will help us in our endeavor to improve the quality of service, if you share your opinion
on the service attributes of this hospital enumerated in the table below.

Please tick the appropriate box and drop the questionnaire in the Suggestion box

Sr Attributes Poor Fair Good Very Excellent No

No. Good comments

1. Availability of sufficient
information at
Registration/Admission
counter
2. Waiting time at the more than 10-30 5-10 Within Immediate
Registration/Admission 30 mins mins mins 5 mins
counter
3. Behaviour and attitude of
staff at the registration/
admission counter
4. Your feedback on
discharge process
5. Cleanliness of the ward
6. Cleanliness of Bathrooms
& toilets
7. Cleanliness of Bed
sheets/ pillow covers etc
8. Cleanliness of
surroundings and
campus drains
9. Regularity of Doctor’s
attention
10. Attitude &
communication of
Doctors
11. Time spent for
examination of patient
and counseling
12. Promptness in response
by Nurses in the ward
13. Round the clock
availability of Nurses in
the ward hospital

Guidelines for Jan Arogya Samiti 20

20
 14. Attitude and
communication of
Nurses
15. Availability, attitude &
promptness of Ward
boys/girls
16. All prescribed drugs were
made available to you
free of cost.
17. Your Perception of
Doctor’s knowledge
18. Diagnostics Services
were provided with in
the hospital
19. Timeliness of supply of
diet
20. Your overall satisfaction
during the treatment as
in patient

Your valuable suggestions ( if any )

Date __________ IPD Ticket no._____________________

Ward___________________________________________

Name __________________________________________

21
21 Guidelines for Jan Arogya Samiti
 Annexure-III
Presentation of Monthly Progress Report of AB-HWCs
Section 1 includes details of service delivery at HWC. This section is common for both SHC-HWC and
PHC-HWC . Section 2A is to be filled for SHC-HWC while section 2B is to be filled for PHC-HWC .

SECTION-1
I. Progress on health services in the HWC
II. Note- All the numbers and percentage are to be given for the HWC for the duration of last one month.
The number of total individuals in each service and age category of the population under HWC may
be used for measuring performance against targets and to understand access of services, particularly
by marginalized population.
1. Foot Fall Children Adults

Total of All
Male Female Male Female Transgender
Patients

Total Children Total Adults

2. No. of Births
3. No. of Deaths registered 1. Newborn deaths (0-28days) -
under HWC area
2. Infant deaths (0 to 1year) -
3. Death of children (under 5 years)-
4. Death of Adolescents (10-19years)
5. Maternal Deaths (Pregnancy and till 42 days after childbirth)
6. Death of Elderly (>60years)
TOTAL DEATHS in the month :
4. Percentage of VHND
Percentage of VHND
sessions held as against Number planned (Target)
conducted
planned
5. No. of people linked to Eligible Registered Referred Treated
PM-JAY under PM-
JAY

A. REPRODUCTIVE AND CHILD HEALTH CARE

1. Total no. of OPD cases Total Repeat/Follow-up visit Referred to higher centre
for RCH last month
( Pregnant Women,
Children, adolescents)

Guidelines for Jan Arogya Samiti 22

22
Service Delivery Indicator Target Percentage of people Number of persons who did
(Source- Service Delivery records of SHC/ who received services not receive services
HWC-SHC and HWC-PHC )

2. Mothers who have

received full antenatal
care (Early registration &
4 ANCs)
3. No. of High Risk
Pregnant Women
identified
4. Women who delivered
at HWC
5. Mothers who received
DBT for Janani Suraksha Along with number , list of mothers who have
Yojana (JSY) not received JSY benefits can be attached as
annexure

6. Children (upto 24
months) who received
full immunization
7. Newborns who received
all HBNC visits by ASHA
in last month
8. Children who received
all HBYC visits by ASHA
in last month
9. Children (0-18 years
old) who underwent
Universal Screening for
4Ds - Defects at birth,
Deficiency, Diseases
at Childhood and
Developmental Delays
under RBSK
10. Number of women with
anemia
11. Number of children with
SAM detected, referred
& followedup.
12. Number of children with
diarrhoea who received
ORS packets and Zinc
tablets by ASHA/ANM
B. COMMUNICABLE DISEASES
1. Total no. of OPD for Total Follow-up visits Referred to higher centre
communicable diseases
(TB, Leprosy, Vector
Borne Diseases)

23
23 Guidelines for Jan Arogya Samiti
 2. Number of Tuberculosis Number Number Cured/ Number on Number
cases diagnosed and of pts Treatment completed Treatment defaulted
treated.

3. No. of notified TB Eligible No. Received Number Not received

cases getting nutrition
support under Nikshay Along with number , list of patients who
have not received benefits to be attached as
Poshan Abhiyan annexure

4. Number of leprosy cases Number Number Cured Number Number

diagnosed and treated. of pts on defaulted
Treatment

5. Patients with Vector Malaria Dengue Kalazaar Chikangunya Japanese

Borne Diseases (D: Encephalitis
Number Diagnosed;
D C R D C R D C R D C R D C R
C- Number Cured: R:
Number Referred)
6. Community initiatives Name Planned number Achieved
for source reduction for of the
Mosquitoes activity

C. NON- COMMUNICABLE DISEASES

No. of OPD cases for Total Follow-up repeat /visit Referred to higher centre
NCDs last month
1. Individuals screened Target Screened Diagnosed On-treatment Drop-out
for Non-Communicable
diseases
a. Hypertension
b. Diabetes
c. Oral Cancer
d. Breast Cancer
e. Cervical Cancer*
D. EXPANDED SERVICES
1. Patients for Palliative Target Identified Number on Number of
Care Home based referred
care

2. Follow up at home of No. Referred in No. Followed up

Patients from PM-JAY

Guidelines for Jan Arogya Samiti 24

3. Patients with mental Identified On treatment On Follow up
illness

Total Follow up/repeat visits Cases referred to higher

cases in centre
OPD last
month
4. Patients with Oral
Diseases/Conditions
5. Patients with Eye
Diseases/Conditions
6. Patients with ENT
Diseases/Conditions
7. Elderly Patients
8. Patients requiring
treatment for
Emergency conditions
E. HEALTH PROMOTION AND WELLNESS ACTIVITIES
No. of sessions / activities Details/Comments
Number of yoga sessions
Activities under Annual
Health Calendar
Any other wellness activities
Others- Number of
Teleconsultations conducted
F. ACTIVITIES RELATED TO COMMUNITY GROUPS
1. Patient Support groups Plan Actual Remarks
Tuberculosis
Elderly
Mental Health
Palliative Care
2. Number of JAS
meetings held in the
year so far
3. Number of public
hearings conducted

25
25 Guidelines for Jan Arogya Samiti
 4. Utilization of untied Accounting Receipt Expenditure Balance
fund under JAS head
(Mention Accounting
Head-wise both
Receipts and
Expenditure)

G. ACTIVITIES IN THE COMMUNITY

1. Number of VHSNC Plan Actual Remarks
meetings
Village 1 :
Village 2:
Village 3:
Village 4:
Village 5:
2. Utilization of untied Accounting Receipt Expenditure Balance
fund in VHSNC (Mention Head
Accounting-Head-wise both
Receipts and Expenditure)

Guidelines for Jan Arogya Samiti 26

 SECTION 2A
SUB HEALTH CENTRE- HEALTH & WELLNESS CENTRE PERSONNEL AND ADMINISTRATION
HUMAN RESOURCES No. Sanctioned No. in Position No. Vacant Remarks
1. CHO
2. ANM
3. MPW-M
4. ASHA
5. Performance Based Payment received by all team members (Y/N)
Incentive Status
ESSENTIAL MEDICINES Remarks
1. All Drugs as per Yes/No
Essential Drug List
available
2. Number of stock out
days in the month
ESSENTIAL DIAGNOSTICS Remarks
1. All Tests as per List Yes/No
available
2. No of days for which
essential tests were not
available during the
month
AMBULANCE SERVICES Remarks
1. Transport for Patient Yes/No
referral available as per
need
ADMINISTRATIVE ISSUES
1. Any Operational Issues
at HWC

2. Any Infrastructural
Issues at HWC
3. Any Human Resource
Issues at HWC
4. Any Financial Issues at
HWC
5. Best Practices, and
Learnings in given
month

27
27 Guidelines for Jan Arogya Samiti
 SECTION 2B
PRIMARY HEALTH CENTRE - HEALTH & WELLNESS CENTRE PERSONNEL & ADMINISTRATION
HUMAN RESOURCES No. Sanctioned No. in Position No. Vacant Remarks
1. Medical Officer
2. Staff Nurse
3. Lab technician
4. Pharmacist
5. MPW-F
6. MPW-M
7. ASHA
ESSENTIAL MEDICINES Remarks
All Drugs as per Essential Yes/No
Drug List available
ESSENTIAL DIAGNOSTICS Remarks
All Tests as per List available Yes/No
AMBULANCE SERVICES Remarks
Transport for Patient referral Yes/No
available as per need

ADMINISTRATIVE ISSUES
1. Any Operational Issues
at HWC

2. Any Infrastructural
Issues at HWC
3. Any Human Resource
Issues at HWC
4. Any Financial Issues at
HWC
5. Best Practices, and
Learnings in given
month

Guidelines for Jan Arogya Samiti 28

28
 ANNEXURE IV
Suggested formats for Maintaining Records

A. Format for Cash Book

Receipts Payments
Date Particulars Ledger Ledger Cash Bank Date Particulars Ledger Ledger Cash Bank
Head Folio Rs. Rs. Head Folio Rs. Rs.

B. Format for Standard Ledger

(Illustrative and not exhaustive)

Receipts
1. Grants from State / Central Govt
2. Receipt from other agencies
3. Interest on bank account
4. Miscellaneous receipts

Payments
1. Medical and diagnostic consumable
2. Equipment
3. Drugs
4. Furniture
5. Linen
6. Maintenance contracts and repairs
7. Outsourcing
8. Rented Vehicle and POL, maintenance
9. Printing
10. Training, IEC
11. Health promotion activities
12. Contingencies
13. Miscellaneous

29
29 Guidelines for Jan Arogya Samiti
C. Format for Petty Cash Book
Name of JAS:

Date Particulars Ledger Head Ledger Head Ledger Head Ledger Head

Total

D. Format for Balance Sheet

Liabilities Assets
Particulars Amount Rs Amount Rs Particulars Amount Rs Amount Rs
Opening Fixed

Balance Assets

Add: Advance to

Excess of peripheries/
Income
agencies
over
Outstanding
expenditure
Receipts

Interest

accrued

and due from

bank
Other Current Assets

Liabilities Loans /

Expenses advances

outstanding Cash in hand

Other Fixed

Assets Reserve Cash in bank

Account
Total Total
JAS B/S will be prepared in the same manner as NHM financial statements are prepared

Name of the JAS -----------------------------------

Guidelines for Jan Arogya Samiti 30

30
 GFR 19-A
[See Rule 212 (1)]
Form of Utilization Certificate

Sl. No. Letter No. & Date Amount

Total

Certified that out of ………. of grant-in-aid sanctioned during the financial year ……….in favour
of ………………………. under this Ministry / Department Letter No. given above and ………. on
account of un- spent balance of the previous year, a sum of ` ………. has been utilized for the
purpose of ………. for which it was sanctioned and that the balance of ………. remaining unutilized
at the end of the year has been surrendered to Government (vide No. …………, dated………..)/
will be adjusted towards the grant-in-aid payable during the next year ……………

2. Certified that I have satisfied myself that the conditions on which the grants-in-aid was
sanctioned have been duly fulfilled/ are being fulfilled and that I have exercised the
following checks to see that the money was actually utilized for the purpose for which it
was sanctioned.

Kinds of checks exercised

1.

2.

3.

4.

Signature of the JAS Member Secretary Signature of Medical Officer/Community Health

Officer in Charge

Signature of Accountant

31
31 Guidelines for Jan Arogya Samiti
E. Format for Statement of Expenditure
Activity A B C D=(B+C) E F G=(E+F) H=(A+D)-G
Opening Amt Amt Total Exp. Exp. Total Unspent
Balance Received Received Amt (In cur- During Exp. Balance
(Begin- (In During Received rent the (In cur-
ning of the current the (In current FY) Till Month rent
year FY till Month FY) Till date the FY) Till
the previous Date
previous Month
Month

F. Format for Receipts and Payments (Including the untied funds

and income from other sources)
Receipts and Payment Account For The Period 1-4-20… to 31-3-20…..

Receipt Payment
Particulars Amount Amount Particulars Amount Amount
Rs Rs Rs Rs
Opening Balance Outsourced Activity
Cash in hand Consumables
Cash in bank Drugs
Receipt from Govt Equipment
Receipt from Furniture
philanthropy
Receipt from CSR Linen
Receipt from other Contingencies
agencies
Interest on bank Training
account
Miscellaneous Maintenance &
repairs
Civil works
Printing
Closing balance
Cash in hand
Cash in bank
Total Total

Guidelines for Jan Arogya Samiti 32

32
Guidelines for Jan Arogya Samiti 34
34