E-mail Id : projipmer[at]gmail[dot]com

Mobile     : +91 78670 863 39

Phone      : 0413-2296524

PUBLIC RELATIONS OFFICE & PROTOCOL OFFICE

The Public Relations Office & Protocol Office plays a pivotal role in shaping JIPMER's public image, fostering community trust, and ensuring effective & transparent communication between the institute and its stakeholders. Our office serves as the strategic communication hub, ensuring JIPMER's mission, values, and services are effectively conveyed to all stakeholders.

CORE ROLES AND FUNCTIONS

1. Enhancing Public Perception and Reputation Management

To build and maintain a positive image of JIPMER among the public, patients, and stakeholders by the following actions:

• Developing and implementing strategic communication plans that highlight JIPMER's achievements, services, and community involvement.
• Centralised press releases, organizing press conferences, and managing media inquiries to ensure accurate and timely dissemination of information.
• Monitoring media coverage and public sentiment, to assess and address public perception and misinformation or negative publicity.
• Developing newsletters, articles, and speeches by Experts to communicate JIPMER's initiatives and achievements.
• Organizing events and initiatives that showcase JIPMER's commitment to quality healthcare and patient welfare.
• Responding to public and media inquiries, and act accordingly in align with JIPMER's policies and rules.

2. Crisis Communication and Management

To effectively manage and mitigate the impact of crises or issues that may affect JIPMER's reputation by the following actions:

• Developing and implementing crisis communication plans to address potential emergencies or controversies which are defaming JIPMER.
• Coordinating responses across all channels during a crisis to ensure consistent and appropriate messaging thereby maintaining public trust.
• Providing guidance to management and staff on handling media inquiries and public concerns during crisis.

3. Community Engagement and Stakeholder Relations

To build and maintain positive relationships with the community and other stakeholders by the following actions:

• Organizing and participating in community events, health initiatives, and awareness campaigns.
• Collaborating with Regional and National Level Voluntary & Government organizations for effective implementation of health policies and to promote health care avenues.
• Addressing community concerns and feedback to improve JIPMER's health care services and facilities.
• Providing information on services, procedures, and health topics to empower patients in their healthcare decisions.

4.Internal Communication and Staff Engagement

To ensure effective communication within the Institute and engage students & staffs in the Institute’s initiatives and goals by the following actions:

• Developing internal newsletters, bulletins, and other communication materials to keep students & staffs informed about policies, updates, and organizational changes.
• Organize students, staff meetings, workshops, and training sessions to foster a positive work environment.
• Recognize and celebrate staff achievements to boost morale and engagement.
• Guidance and Counselling for Retiring Staffs on Post Retirement Life.
• Coordinating the Mandatory Annual Health Screening for Staffs on their birthdays.
• Assisting Staffs & their families during crisis or unforeseen incidents.
• Coordinating the Staff Welfare Programmes.

5. Digital and Social Media Management

To leverage digital platforms to enhance JIPMER's online presence and engage with the community by the following actions:

• Monitoring and managing JIPMER's website and social media channels to share updates, on developments and happenings.
• Creating and curating content that aligns with JIPMER's mission and values.
• Monitoring online feedback and responding to inquiries or concerns promptly

6. Monitoring and Evaluation of PR Activities

To assess the effectiveness of PR strategies and make data-driven improvements by the following actions:

• Monitoring media coverage, public sentiment, and engagement metrics to evaluate PR efforts.
• Conducting surveys and gather feedback from stakeholders to assess satisfaction and areas for improvement.
• Preparing reports and presentations to inform Administrative Heads about PR activities and outcomes.

ROLE OF PROTOCOL OFFICE

Protocol Office is responsible for ensuring that all official events, visits, and ceremonies are conducted in accordance with established protocols and standards. Our duties encompass a wide range of tasks aimed at maintaining JIPMER's reputation and facilitating smooth interactions with dignitaries, government officials, and other stakeholders.

1.Coordination of Officials’ Visits and Ceremonies

• Planning and Execution: Organizing and overseeing the logistics of official visits by dignitaries, including transportation, accommodation, and scheduling of meetings.
• Event Management: Arranging venues, seating, catering, and other necessary services for official events to ensure compliance with protocol standards.
• Liaison with Stakeholders: Coordinating with various departments within the hospital and external agencies to ensure all aspects of the visits are covered.
• Representative: Representing JIPMER whenever required at Official Capacity.

2.Advisory Role on Protocol Matters

• Guidance on Etiquette: Providing advice to inter-departments on proper etiquette, seating arrangements, and the order of proceedings during official events.
• Cultural Sensitivity: Ensuring that all interactions and events respect cultural norms and sensitivities, fostering positive relationships with visitors.

3. Training and Capacity Building

• Staff Training: Conducting training sessions for staff on protocol procedures and etiquette to ensure consistency in handling official matters.
• Capacity Building: Developing and implementing programs to enhance the protocol capabilities of hospital personnel.

4.Documentation and Reporting

• Record Keeping: Maintaining detailed records of official visits, ceremonies, and related communications.
• Reporting: Preparing reports on protocol activities and submitting them to relevant authorities for review and record-keeping.

DEPARTMENT PROFILE

Officer In-Charge: Dr.S.Sureshkumar, Professor, Department of Surgery

Public Relations Officer & Protocol Officer: Dr.C.Sivakumar

DEO: Mrs.D.Jothi

Working Hours: 09.00 AM – 04.30 PM (On all working days) 09.00 AM – 01.00 PM (On Saturdays)

Contact: Email: projipmer[at]gmail[dot]com

Mobile: 7867086339 Landline/Intercom: 0413-2296524