HR and payroll management for hospitals and clinics
Shafa HMS HR & Payroll is the workforce module of the Shafa hospital management suite. It keeps the staff record for doctors, nurses, technicians and administrative employees, plans duty rosters and shifts for clinical departments, tracks attendance, leave and overtime, and runs payroll with statutory deductions handled as configurable rules. Payslips are generated per employee and department-wise staff costs are reported to the Accounts module. It is built for hospitals, clinics and diagnostic centres in Bangladesh where the roster changes weekly, night duty is the norm and the payroll must reconcile with the general ledger. The interface is available in Bangla and English.
- Shift rosters built per clinical department
- Attendance, leave and overtime in one record
- Statutory deductions as configurable rules
- Department-wise staff costs posted to Accounts
Overview
Workforce administration built around hospital shifts
A hospital's payroll is unlike an office payroll. Nurses rotate through morning, evening and night shifts, doctors split time between OPD sessions and theatre lists, technicians cover the laboratory around the clock, and overtime, night allowances and on-call payments depend on who actually worked which shift. A general-purpose HRMS treats all of that as exceptions. This module treats it as the normal case.
As a hospital HR management system it holds one record per employee: appointment details, qualifications and registration numbers, department and designation, salary structure, documents and history. Rosters, attendance, leave and overtime are recorded against that record through the month, so by the time payroll is run the inputs already exist. Payroll becomes a review-and-approve step rather than a spreadsheet exercise that starts from scratch each month.
Because it sits inside Shafa HMS, the module shares its master data with the rest of the suite. The departments, designations and cost centres it maintains are the ones the clinical modules and Accounts report against, so staff cost per department is a figure the finance head can trust rather than one assembled from two systems that disagree. Doctor fee settlements and payroll draw on the same employee record.
Capabilities
HR and payroll capabilities
Everything below is recorded against a single employee record, so payroll inherits the month's roster, attendance and leave without re-entry.
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Staff records and credentials
One record per employee holds appointment date, department, designation, grade and reporting line, together with qualifications, professional registration numbers and their expiry dates, contract terms and uploaded documents. Transfers between departments, promotions and separations are recorded as dated events, so the employee's history is complete and the headcount by department is always current.
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Duty rosters for clinical departments
Build shift patterns for nursing, laboratory, pharmacy, emergency and other round-the-clock departments, then assign staff to morning, evening and night duties week by week. The roster checks minimum coverage per shift, flags double bookings, and records swaps with approval. Published rosters are visible to staff and to the departments that depend on them.
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Attendance and leave
Attendance is captured per shift against the roster, so a late arrival or an early departure is measured against the duty the person was assigned, not a fixed office day. Leave types, entitlements and carry-forward rules are configured per employee category, applications are approved by the department head, and the leave balance is visible to the employee and to payroll.
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Overtime, allowances and on-call
Hours worked beyond the rostered shift are recorded as overtime and routed for approval before they reach payroll. Night-duty allowances, on-call payments, hazard or department allowances and one-off payments are defined as pay components with their own rules, so the amount an employee receives for a month reflects the duties they performed rather than a fixed figure adjusted by hand.
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Payroll runs and payslips
A payroll run gathers the month's attendance, leave, overtime and allowances for every employee, applies each salary structure and its deductions, and presents the result for review before it is approved. Exceptions such as unapproved overtime or missing attendance are listed for correction. Once approved, individual payslips are generated and distributed, and the payroll journal is ready for Accounts.
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Statutory deductions as configurable rules
Income tax at source, provident fund contributions and any other statutory or institutional deduction are defined as rules with thresholds, rates and effective dates, maintained by the hospital's own administrators. When a rate or a slab changes, the rule is updated once and applies from the date set, and past payroll runs remain as they were calculated.
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Department-wise cost reporting
Every payroll run is summarised by department, cost centre and employee category, separating basic pay, allowances, overtime and employer contributions. The summary posts to the Accounts module as a payroll journal, and month-on-month staff cost, overtime spend and headcount trends are available as reports for the finance head and the hospital director without a separate reconciliation.
Suite fit
How HR & Payroll fits into Shafa HMS
The workforce module supplies the people data that other parts of the suite rely on and receives the activity data that payroll needs. These are the main exchanges, all of which happen inside one system rather than through monthly exports.
- HR master datatoAll modules
Departments, designations and staff lists maintained here are the reference data used across the suite when users, roles and cost centres are set up.
- Payroll runtoAccounts
The approved payroll journal, split by department and cost centre, posts to the general ledger along with statutory deduction liabilities.
- OPD and OT activitytoDoctor fee settlement
Consultation and procedure counts recorded in the clinical modules feed doctor share and settlement calculations alongside salary where a doctor is paid on both bases.
- Duty rosterstoClinical departments
Published shift rosters for nursing, laboratory and pharmacy are visible to department heads, so coverage planning and leave approval work from the same schedule.
Standards and compliance
Data controls and standards
Salary and personal data are among the most sensitive records a hospital holds. The module applies the same controls as the clinical modules.
Access control and audit trail
Salary structures, payslips and personal documents are visible only to the HR and finance roles that need them; department heads see rosters and attendance for their own staff. Every change to pay or personal data is logged with user and time.
Encrypted personnel and pay data
Employee records and payroll data are encrypted between the browser and the server and in storage and backups, following HIPAA-style handling for sensitive personal information.
Bangla and English for every role
Rosters, leave applications and payslip screens work in Bangla and English, selected per user, so ward staff and the finance office each use the language they prefer.
Configurable statutory rules
Tax, provident fund and other deductions are applied as dated rules that the hospital maintains and can show to an auditor, rather than as figures hidden in a formula.
Deployment
Deployment models
HR & Payroll runs wherever the rest of Shafa HMS runs. Facilities choose cloud hosting for the lowest infrastructure burden, on-premise installation when personnel and salary data must stay inside the building, and offline sync where connectivity is unreliable. The hospital owns its employee and payroll data in every model and can move between models later.
Cloud
Hosted by Shafa Care with a separate database per facility, including backups, monitoring and updates. Department heads approve leave and view rosters from any authorised browser without local servers.
On-premise
Installed on the hospital's own infrastructure, with personnel files and payroll history stored and backed up on site. A fit for government institutions and large hospitals with strict data-residency policies.
Offline sync
Attendance capture, roster changes and leave applications continue on a local edge node during an internet outage and synchronise in order when the link returns, so the month's records stay complete.
Who it is for
Who HR & Payroll is for
HR managers and administrators
The team that maintains staff files, publishes rosters, processes leave and prepares the monthly payroll, and that currently spends the last week of each month reconciling spreadsheets with attendance registers.
Nursing superintendents and department heads
Clinical leads who own the duty roster for their department, approve leave and swaps, and need to see at a glance whether tonight's shift is covered before they go home.
Finance heads and hospital directors
Leaders who need staff cost by department, overtime trends and headcount reported on the same basis as the rest of the accounts, and who want payroll to post to the ledger without a manual journal.
FAQ
Frequently asked questions
How is HR & Payroll priced?
The module is part of the Shafa HMS subscription, priced per facility according to the modules in use and the size of the institution. We do not publish a rate card; a sixty-bed clinic and a teaching hospital have very different requirements. Send us your approximate headcount, the departments you roster and your preferred deployment model, and we will return a written quote.
Is HR & Payroll available without the clinical modules?
Shafa HMS is designed as one suite whose modules are rolled out in phases. HR & Payroll is usually best placed as a later phase once the clinical and billing modules are settled, though a hospital can also begin here if workforce administration is its most pressing problem. Whatever the order, the employee, department and cost-centre data set up in this module is shared with Accounts and the clinical modules when they are switched on.
Our attendance and payroll are in Excel today. How do we move them across?
Employee master data, salary structures and opening leave balances are imported from spreadsheets using a template we provide, and reviewed with your HR team before the first live month. Past payslips are not recalculated; the module starts from an agreed month, and historical files can be attached to the employee record for reference. We recommend running one payroll in parallel with the old method to confirm the figures match.
How are income tax and provident fund deductions handled?
Statutory deductions are not hard-coded. Each one is set up as a rule with its own thresholds, rates and effective date, maintained by your administrators and applied automatically in every payroll run. When the government changes a rate or a slab, you update the rule from the effective date and the next run uses it. Employer contributions are calculated alongside and included in the department cost figures sent to Accounts.
What training do HR staff and department heads receive?
Onboarding is role-based. HR administrators are trained on employee records, salary structures, deduction rules and the payroll run; department heads and nursing superintendents on rosters, attendance review and leave approval; finance staff on the payroll journal and cost reports. Training uses your own departments and shift patterns rather than sample data, and the first payroll runs are supported by Shafa Care.
Can staff use the module in Bangla, and does it work when the internet is down?
Every screen, including leave applications, rosters and payslips, is available in Bangla and English, chosen by each user. With offline sync, attendance capture, roster edits and leave requests continue on a local edge node during an outage and synchronise in order when the connection returns, so a day of downtime does not leave a gap in the month's attendance.
Who owns employee and payroll data, and can we export it?
The hospital does, in every deployment model. Employee records, attendance history, payroll runs and payslips can be exported in standard spreadsheet formats at any time for auditors, for reporting to institutional or government bodies, or for migration if you later leave Shafa HMS. On-premise installations keep the data on your own servers throughout; cloud deployments hold it in a database dedicated to your facility.
Shafa HMS · HR & Payroll
See a hospital payroll run end to end
Bring your departments, a sample roster and last month's payroll summary. We will set up a department in Shafa HMS, run attendance and leave through it and show the payslips and the cost report that come out the other side.