employee manual doctor office

employee manual doctor office

CEDR’s HR experts and attorneys will custom-build you a healthcare office employee handbook that keeps you compliant with employment laws yet is a perfect match for your practice, your goals, and your management style. Best of all, satisfaction is guaranteed. We get it! Plus, it takes a law degree or a high-level HR certification to really know what needs to go into your employee handbook. We individually customize each one in six different ways: The right employee handbook makes practice management easier. We provide it. We appreciate the Handbook updates as they change. I am so glad I found CEDR a year ago. Best decision to go with CEDR! Once bitten twice shy.Other companies make that claim but don’t deliver. The process is very thorough and I believe that CEDR has our best interests in mind. Should have done it a long time ago! She addressed several concerns right away before we began the re-write stage. Great service! I do not know what I do not know.This is information that is not commonly known, so it’s nice to have a professional walk you through it.They are always helpful and informative. A good value, worth what I paid for it. I felt they brought things up that I would never have thought of to include in any handbook. I got information that I didn’t like in it’s entirety, but it’s good to know that ahead of time than to get blindsided later.We are confident that our handbook complies with both federal and state guidelines. Very professional and yet approachable. This is a whole new world. Employees will actually have to follow the rules! We just need a few moments of your time on the phone Webinars Whitepapers. Please enable scripts and reload this page. Please turn on JavaScript and try again. Begin by answering the following questions: What is expected of the employer and the employee. What types of services are being provided to patients. What are the practice's wage policies, benefits, and working conditions.http://mallorcabusinessregister.com/userfiles/dekocast-user-manual.xml

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Addressing staffing and human resource related issues can also be extremely challenging and overwhelming at times, however are main functions of managing a pediactric practice. The employee handbook can provide a reference for unbiased and just administration of policies on behalf of the practice manager or practice leadership. It can also be benefical to form a committee or task force made up of various stafff members to particpate in the development and regular review of the practice's employee handbook.? Below is a sample table of contents checklist for deciding what to include in the employee handbook. Sample Employee Handbook Table of Contents Checklist. Sample Employee Handbook ?? AAP Emergency Preparedness and Response. Feel free to copy and adapt this to your office. It is an example of what our 400 page Office Policy and Job Description Manual contains. It may or may not conform to all laws (federal, state, and local), rules, and regulations. It is not a substitute for proper legal or other professional or regulatory advice. You can adjust this sample office policy to conform to federal, state, and local laws. Before and after adjusting this, you should seek the counsel of a qualified attorney licensed within the proper jurisdiction to ensure compliance with all pertaining laws. Written office policies help to: Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both doctor and staff. So, all of us need to stay aware of current policy, and as revisions are made, new pages will be given to the staff to place in their manuals. Just notify the office manager whenever problems are encountered, and wherever you think improvements can be made. The Master Manual is kept in an appointed place in the office.http://grandp.ru/userfiles/dekocast-manual.xml

All employees will be given a copy of all policies for their personal use. This policy prohibits harassment in any form, including verbal, physical and sexual harassment. Any employee who believes that he or she has been harassed by a co-worker, manager or agent of the practice is to immediately report any such incident to the office manager or next higher authority. We will investigate and take appropriate action. We may opt to bond certain employees with specific or sensitive responsibilities within the office. Therefore, unless otherwise defined in writing, such relationship shall be defined as “employment at will,” where either party is free at any time to dissolve the relationship. The terms of at-will employment agreement addresses such items as compensation, wage and salary reviews, employee classification and position and responsibilities. We’ll introduce you to our office policies and help you adjust to our practice. If at any time you have a question, just ask; we’re here to help. As required, you may be asked to attend continuing education classes to hone your skills. You may leave of your own volition or be dismissed without notice during this time. You will not accumulate seniority nor be eligible for benefits. Upon satisfactory completion of the Orientation and Training Period, you are: The office manager and the doctor conduct the review. This gives both of us a chance to determine where improvement or assistance and training is needed. The employee classifications are: The orientation period may be extended for another 90 days at the discretion of the doctor. Former employees that are rehired after more than 12 months after leaving the practice would fall into this classification. Under special conditions (illness, etc.) a full-time regular employee may work less than the normal work week for up to three months without losing regular full-time staff member status. With mutual consent between doctor and staff member, this time may be extended.

With mutual consent between doctor and staff member, this period may be extended up to a period of six months, after which time full-time status is conferred. If you work a regular part-time schedule for more than 90 days, you receive regular part-time status. With mutual consent, temporary employee status may be extended to 120 days. Such employees include staff members who qualify as exempt executive, administrative or professional employees or as outside sales persons. They could be working conditions, policies, alleged discrimination or anything else that threatens a productive work environment. Our resolution procedure works like this: The office manager will attempt to mitigate the situation. Be sure to check the schedule on a regular basis. Occasionally, office requirements may make it necessary for employees to work beyond scheduled work hours. Likewise, do not register another staff member’s time even if asked to do so. Overtime, changes or omissions on the attendance card must be authorized and initialed. Be sure to check in and out on your attendance card. If you have to go out of the office or the building on personal business during your scheduled hours, first, get permission. Then, check in and out on your attendance record. Employees may not take time off in lieu of receiving overtime pay. Please don’t ask to make up time missed if it will result in overtime. Any time off during normally scheduled work hours will be without pay. Arriving early, leaving late, or preliminary time spent in grooming, changing clothes or attending to personal matters, none of these activities is considered time worked. Like a lot of rules, this one has exceptions.You can voluntarily waive the right to a lunch break, provided you work no more than six hours in a workday. Breaks are considered part of the regular work period and (for insurance purposes) staff are not to leave the premises without permission.

You may, with approval, choose to: Please do this at least one hour before the beginning of the work day, so we can arrange for substitute staff. Arriving late or leaving early for the work day, breaks or meal periods are considered unprofessional conduct and could result in disciplinary action, including discharge. We recognize that even the most dedicated employee can have a dead battery once in a while. In the event that you will be more than 15 minutes late to work, please call and tell us when you expect to arrive. No pay will be given for time not worked. Pay raises are based on performance, increased experience, profitability and individual contributions to the general welfare of the practice. These deductions include state and federal income tax and social security tax (FICA). In addition and with your written request, we will make deductions for any contribution you select for deductions such as U.S. Savings Bonds or similar funds. If an employee fails to fill out Form W-4, the employer is required to withhold the maximum amount of tax. A Form W-4 remains in effect until a new, amended form is submitted. If, however, an employee requests a form before the January 31 deadline, it will be given within 30 days of the request or within 30 days of the final payment of wages, whichever comes later. There are no exceptions unless it is for an extreme emergency. The amount to be advanced will not exceed one week’s wages. Before an advance can be granted, the employee must sign an agreement indicating the amount to be advanced, the reason for the request and the payback schedule. Advances that have not been repaid earlier will be considered part of an employee’s final wages upon separation from employment. Checks lost or otherwise missing should be reported immediately, so we can initiate the stop-payment process. Wages will not be paid while on jury duty.

If you are released from jury duty before the end of the workday, you are expected to return to work for the balance of the day. Expenses must be authorized in advance, and an itemized claim must be submitted for payment. The insurance provides financial assistance to employees who become unemployed through no fault of their own. On the other hand, when the employee is at fault, as when the employee resigns voluntarily or is being discharged for unprofessional conduct, unemployment eligibility is lost. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. If any employee’s earnings stop because of death, disability or retirement, then the employee and his or her family may be eligible for partial placement of earnings. Social Security ensures basic benefits for survivors, and burial allowance. The amount deducted from your paycheck for Social Security Taxes is matched by the practice. Sick leave may not be used for absences other than a personal illness. Personal emergencies may qualify for sick leave if approved by management. Regular full-time staff members earn six days of paid sick leave within a consecutive 12-month period.To be eligible for sick leave benefits, you must contact the office the day before or no later than one hour prior to the scheduled work shift if you are unable to report to work. Failure to give advance notice may void the claim for benefits. During absence because of sickness, keep in touch with the office and let us know your progress on a daily basis. The number of hours in a day for sick leave calculation purposes are equal to the hours worked in a regular workday. Accumulated sick leave will be paid upon termination. Let us know in advance when you plan to return to work after an illness, so we can adjust the schedule. The length of your vacation is based on the length of your continuous service with the office.

However, since vacation time is earned in 12-month increments, staff members are not eligible to take vacation time off for time worked in less than a 12-month period. Upon completion of this phase, eligible new employees will receive vacation benefits retroactive to the date of employment. If employment is terminated for any reason after completing the Orientation and Training Period, the employee is entitled to payment of prorated vacation benefits earned and accrued, retroactive to the date of employment. If the entire staff goes on vacation when the doctor does, staff members not eligible for vacation benefits may be required to cover the office during the vacation period. Conflicting requests will be decided in favor of the person with the most seniority. Any earned and unused vacation time must be taken prior to the beginning of a leave of absence. No vacation time is earned while on a leave of absence. No allowance will be made for sickness or other type of absence occurring during the vacation, unless the staff member is hospitalized. If there are extenuating circumstances (for example, when the absence may severely affect office operations during a critical period), you may be requested to carry all or part of your vacation forward to the next year. Unused vacation time will be paid for at the end of the year unless carried over with special permission. Failure to return from vacation on the scheduled date is considered job abandonment and treated as a voluntary termination. Vacation pay will be paid to staff who are retired for reasons of age or disability or to the estate of a deceased employee. Ask management for details. If the office is open the day preceding or following the holiday, staff members get another day off or their regular pay for the “lost” holiday. The day off is scheduled at the convenience of the office. The employee’s benefits may be discontinued during this time.

Such leaves are discouraged and restricted to the following types of absence: Vacation time is earned in 12-month increments, and no vacation time is earned for time worked less than 12 full months.The following are all taken as “leave of absence” and are not paid: Dates for benefits eligibility and salary review will be postponed accordingly. Reinstatement is solely at the doctor’s discretion. A maternity leave may be combined with a pregnancy disability leave to a maximum of four months. An extended leave of absence beyond the four months will be considered a request for a regular leave of absence. Any earned sick leave and unused vacation time must be taken prior to the beginning of the leave of absence. No seniority is accrued while on an unpaid leave of absence. Benefit eligibility dates and salary review dates are postponed accordingly. Your physician must indicate approval of your continuing employment and fully explain any work restrictions. The physician also must provide a reasonable estimate of the latest date you will be allowed to work. You may continue working so long as your physician says that doing so would not endanger your health. Every effort will be made to place you in your previous position. You will need a medical release from your physician stating that you are physically able to return to your normal duties. A staff member who fails to return to work upon expiration of her maternity leave will be terminated without notice as of the last date of employment. Immediate family includes father, mother, sister, brother, wife, husband, son, daughter, father-in-law or mother-in-law. New employees with less than 90 calendar days of employment are eligible for the above absences without pay.The time off must be approved. Time paid for funeral leave will not be counted as hours worked for the purpose computing overtime.

Funeral leave pay will not be paid in addition to any other allowable pay for the same day, such as holiday pay, paid sick leave, paid vacation, etc. We encourage all staff to take courses or training to increase their competence in the present job assignment and to prepare for future advancement. We will pay the expenses for mutually agreed upon courses. In some cases, the expenses may be shared upon mutual agreement between the doctor and staff. Some expenses to be considered are: Please give us at least two weeks’ notice of the courses that you plan to attend, so we can arrange for substitute personnel. Staff members are required to attend such courses during non-scheduled hours and will receive no pay during such attendance. This insurance is paid by your employer. Benefits include cash benefits for both impairment and disability. Disability payments cover certain physical problems, while impairment benefits cover disability and loss of wages. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing benefit and insurance claims. Serious injuries, illnesses, or deaths must be reported to the Division of Industrial Safety. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. Check the posted information for the name of the insurance carrier and the expiration date of the present insurance coverage. The insurance provides financial assistance to employees who become unemployed through no fault of their own. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. Everyone is responsible for safety. If you see an unsafe or hazardous condition, report it immediately. To avoid injuries, here are some important precautionary measures. Do not operate defective equipment.

Likewise, employees who are exposed to occupational health hazards or suffer a job-connected health injury must report it immediately. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing insurance and benefit claims. Because of the overwhelming evidence that smoking is dangerous and injurious to a person’s health, we encourage our employees not to smoke. However, we recognize that the decision to smoke or not to smoke is a personal one. If that is not possible, the election code allows up to two hours’ time off, without loss of pay, for statewide elections. Please give us at least two working days’ notice that you will need the time off, which may be scheduled at the beginning or end of your working hours. Inappropriate appearance and dress, i.e., a pierced nose, eyebrows, tongue or lips, will not be tolerated. Visible tattoos, dyeing of hair in wild colors, etc.Longer hair must be tied back neatly, so it does not interfere with the performance of duties. Men are to be clean-shaven or wear neatly trimmed mustaches, beards and sideburns. Hair must be clean, well trimmed and well groomed. For sanitary reasons, nails must be short. You must wear gloves! Office staff are required to wear business attire or a uniform as designated above. All employees are required to wear name tags. So we can keep our records updated, please report any of the following changes as they occur: Your employee records file contains your work and salary history, performance evaluations, job descriptions and miscellaneous data. To see your file or make copies of its contents (with the exception of reference given prior to employment), you will need to give the office a written request. Distribution or posting of literature on office property requires special permission. Non-employees are prohibited from trespassing, soliciting or distributing literature on office property.

Be sure to tell us immediately if you lose an office key. Do not make duplicate office keys. No outside agency, inspector, visitor, inquirer, salesperson or ex-employee may enter the operatories or office from the reception area without permission. Do not discuss the security system or code with any unauthorized person. Violations will result in immediate dismissal. The office is not responsible for damage or theft to automobiles or personal property. In the event of an emergency, you will be contacted immediately. Outgoing long distance calls of a personal nature are to be logged at the time of the call and the total time given immediately to the office administrator. Personal calls are to be reported and paid for when the telephone bill is received. No personal long distance or toll calls are to be charged to the employer’s telephone without permission. Avoid outside business or gainful activities that could divert your time, interest or talents away from the satisfactory accomplishment of your responsibilities. These items are of substantial value, highly confidential, constitute the professional and trade secrets of the doctor. They are confidential and provided and disclosed to the employee solely for use in connection with your employment. We ask our employees to honor the following: Any employee who violates this confidentiality and disclosure policy is subject to disciplinary action up to and including discharge, and in extreme cases, legal action. Be sure to keep work areas neat and tidy and to correct or report any conditions that detract from the professional image that we want to convey. If you have a problem so severe that it affects your ability to perform, please discuss it with the doctor or office manager. You can count on us to keep it private, and we expect you to do the same. Never discuss personal problems within hearing distance of patients or clients, guests or other staff members.

We need to convey an atmosphere of warmth, caring, professionalism, efficiency and competence. It is important to always show that you really do care about the patient. Never act indifferently. Always strive to leave your own distractions and problems at home. Route any comments directly to the doctor via a note on the patient’s folder. You are encouraged to refer your friends and relatives to our office. Therefore, any use, sale, purchase, transfer or possession of any illegal or non-prescription drug is prohibited at any time.Any employee who is determined to be in violation of this policy will be subject to disciplinary action. This may include immediate dismissal and referral to law enforcement officials. Consenting to medical testing may be a requirement for continued employment. Whichever direction it comes from, it could present problems for the business and could be considered unethical. This includes flirting in any fashion.These performance evaluations are vital for future planning, and they provide fair, timely and objective measurement of performance in light of job requirements. The first is after approximately 90 days of employment. Another is done after 12 months of employment. This gives both of us an opportunity to prepare so that areas of mutual concern can be addressed. It is an accepted business practice and a common courtesy to give two weeks’ notice, so a replacement can be found quickly to fill the position. Severance pay will not be awarded, and the resignation will be treated as voluntary. When possible, staff members receive two weeks’ written notice before termination of employment. The notice will state the reason for the release and the last date of employment. Or request a callback at a day and time that is most convenient for you. A TMA login is required for each person you register. Please try again in a few minutes. If the problem persists, you can contact our support department at (877) 880-1335.

Log in Cancel Use it as a training guide for new hires and to help manage your staff fairly and ethically. Use this fully customizable handbook to adopt the policies put forth or customize for your needs. Return Policy No refunds or exchanges will be processed for this product. All rights reserved. How to create your own practice manual February 10, 2020 Rebekah Bernard MD Relevant Topics How it can make you and your staff more efficient. Do you get tired of being interrupted to answer the same questions from staff members. Ever find yourself frustrated with having to remind your assistants of basic office policies. There is a simple solution: create your own personalized practice manual. If you work for a corporation, your employer probably already has its own policy and procedure manual that deals with large issues like employment details and other standard corporate policies. But most company manuals don’t get down to the finer details of what is important to the physician on a day-to-day basis; like how you like patients to be roomed, how you prefer procedures to be set up, etc. Employed physicians can use a practice manual to augment their company’s manual, reflecting their personal practice style and preferences. For self-employed physicians, it is critical to have a broad practice manual that includes all of your practice’s policies. Your manual will not only provide details of your personal preferences for running the practice but can also serve an important risk management function to ensure that your staff has the proper information and training. Where to start? You can begin by downloading a sample template from your medical society or malpractice carrier-or you can simply start typing information about your practice into a word document, adding information as you go through a typical day to document your work flow.

The basic content of a practice manual includes the following sections: Table of Contents Start your practice manual with an outline of each section to be included in the manual. Include the page number and a hyperlink to each section for computer viewing. Section One-Important Practice Information It’s a great idea to start your practice manual with your personal mission statement. Take a moment to consider your vision for your practice. Where do you see the practice in a year, or five, or ten. What are your values. Condense these thoughts down to a few lines to get to the most basic, core goals that you have for yourself and your practice. This exercise has two purposes: it serves as a reminder of your intrinsic motivators-what really matters to you-and it allows you to share your values with your staff members so that they can work towards the same vision. After your mission statement, write down a brief summary of the practice, including office hours and the types of services that you provide. Next, list all the details that you can think of about the practice, such as address, phone number, fax number, license number, NPI number, malpractice carrier-anything that you might find yourself having to look up. You may want to include personal information like your emergency contact and details about any covering or back-up physicians. List all of your utility companies, including account numbers and contact information so that staff can deal with problems with the internet, phone system, fax machine, or electronic health record. Section Two-Employee Information In this section, list details about each staff position, including a detailed job description. Include your expectation for time and attendance, as well as your policy on performance monitoring and review. This is the place to detail your policies on time off, holidays, payroll, overtime, or any other employee issues. Consider including input from your staff members input on this section.

You can ask each staff member to write up their own job description, including all of the tasks that they do on a daily basis. This can be especially helpful if you have another staff member cross-covering or hire a new employee. Section Three-Clinical Policies It can be useful to begin this section with information on dealing with office emergencies. List list all of the emergency supplies that you have in the office, and where they are kept. Besides keeping this information in writing, it’s a great idea to run a few emergency drills with your staff members, especially with newer employees. Next, list all of the tests that you do in-house, like urine pregnancy tests, strep tests, urinalyses. Detail when and how each test is to be performed. You can do the same thing for injections, vaccines, and office procedures. Each medical intervention should include details about proper preparation, set-up, and administration. For more complex procedures, create a checklist for your staff to follow to ensure that no mistakes are made. This section can include your office policy on medication refills, controlled substances, test results, and scheduling appointments to help staff answer questions from patients calling the office. Use this section to describe how you want patient information documented in the medical record. Section Four-Workplace Policies It is beneficial to have a section in your manual that details office policies regarding safety, including OSHA guidelines, workman’s compensation details, and the proper handling of biomedical waste. This is also a good place to note your policy on protecting healthcare information, medical records, and appropriate use of the computer during work hours. Don’t feel overwhelmed-you don’t have to create your office manual in one day. This can be a work in progress that evolves over time.