Chapter 11 Office Policies and Procedures 223 Typically, medical offices will have a supply of brochures or pamphlets that pertain to the type of care or type of patient seen in that practice. Data protection. The performance appraisal is designed to: The performance appraisal will address job factors and behaviors that are observable, measurable and specifically related to job performance. The employee brings the problem to the office manager (or immediate supervisor) within 10 days of the occurrence. Feel free to copy and adapt this to your office. The Office Deployment Tool (ODT) is a command-line tool that you can use to download and deploy Microsoft 365 Apps to your client computers. Each employee will receive two copies of Form W-2 showing income taxes and social security taxes withheld for the year by January 31 of the following year. Prioritizing the proper posture can help prevent most workplace injuries and reduce the impact of repetitive movements.. You can do this by adjusting certain tools that you use in the office. Read on to learn more. Being under the influence of any drug or alcoholic beverage on the job poses serious risks to the health and safety of the patients and fellow employees. You can adjust this sample office policy to conform to federal, state, and local laws. This policy applies to work outside of the office for one or more days a week on a routine basis. are not acceptable. You are encouraged to refer your friends and relatives to our office. Sick pay benefits will be paid for the times that you would normally be scheduled to work. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. If you are unable to return to work even though your accrued sick pay eligibility has expired, you must request a leave of absence for extended illness. POLICY AND PROCEDURE: OFFICE SECURITY Policy Statement The Council recognises its responsibility to provide for staff (which for the purposes of this policy includes external occupiers staff1), volunteers, councillors and visitors to its Civic Office a safe Feel free to copy and adapt this to your office. We encourage you to learn all you can about our profession. Any employee who believes 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 highest authority. Upon completion of this phase, eligible new employees will receive vacation benefits retroactive to the date of employment. If a paid holiday falls on your scheduled vacation period, you will be given an additional day off with pay or paid for the day at regular wages. Samples and examples are just that. Upon satisfactory completion of the Orientation and Training Period, you are: New employees will receive one written evaluation of their job performance during the first 90 days of employment. Below are some sample policies about the subjects suggested previously. inability to perform satisfactorily the duties of the position. Below you will find an example of a general office policy for a medical practice, including Dentists, Veterinarians and Optometrists. Vacation benefits accrue on a monthly basis. For women, short or shoulder-length hair is preferred. The first is after approximately 90 days of employment. Whether you use the above examples or not, having written office policy is vital to the smooth operation of any practice. It is an example of what our 400 page Office Policy and Job Description Manual contains. 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. Customize this workplace romance policy based on your company’s attitude toward office dating. New employees do not receive holiday benefits until they complete the Orientation and Training Period. Wages are based upon an hourly rate, a daily rate, or a monthly salary and paid according to the posted “Payday Notice.”. Any time off during normally scheduled work hours will be without pay. Regular Full-Time Employees: this could include staff who work a minimum of 32 hours a week. In keeping with this objective, [company] does not permit employees to bring their household pets to work. This article talks about 12+ Incident management policy examples and templates that you can use as a basis to create a professional document. Compliance with Policies. Our Employee Code of Conduct company policy outlines our expectations regarding employees’ behavior towards their colleagues, supervisors and overall organization. Free examples of Employee Computer Use Policies for use in your office. Remember, your suggestions are welcome. Our practice endeavors to satisfy concerns and resolve problems, whatever they may be. An Orientation and Training Program is conducted for all new employees. Keeping up-to-date professionally is a benefit all the way around – for you, the practice, and of course, the patient/clients. The employer’s decision on a given issue is not intended to set precedent nor bind future decisions, unless so stated as office policy. We have established a procedure for evaluating job performance on a regular basis. Staff members who are asked to leave immediately will be paid their regular salary in lieu of work. If the employee is not satisfied, the employee takes the problem in writing within the ensuing five days to the employer, who will investigate the circumstances and subsequently return a decision to the employee within five more days. Office Supplies Management B.1. Royal College of Dental Surgeons of Ontario Dental Office Policy and Procedure Manual Template 2 Each manual section has separate policies and separate procedures. Overtime pay is paid according to the Federal Fair Labor Standards Act and our state’s wage, hours and labor laws. If your workday is more than six hours, you’ll receive a paid working meal period if the nature of the work makes it impossible for you to be released for a lunch. Please don’t ask to make up time missed if it will result in overtime. POLICY AND PROCEDURE: OFFICE SECURITY Policy Statement The Council recognises its responsibility to provide for staff (which for the purposes of this policy includes external occupiers staff1), volunteers, councillors and visitors to its Civic Office a safe Because of the overwhelming evidence that smoking is dangerous and injurious to a person’s health, we encourage our employees not to smoke. Staff members may be required to take their vacation while the doctor is on vacation. To determine how often Microsoft 365 passwords expire in your organization, see Set password expiration policy for Microsoft 365. State and federal payroll taxes will be withheld from your paycheck in accordance with the law. Avoid outside business or gainful activities that could divert your time, interest or talents away from the satisfactory accomplishment of your responsibilities. Download. evidence that you have completed the course. No vacation time is earned while on a leave of absence. 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. Company Hiring Policies Your company's list of HR policies should clarify your company's hiring practices in terms of not discriminating against applicants based on characteristics protected by law. a verified statement of tuition paid and other costs, a detailed outline of information covered in the course, and. reclassified as a regular or temporary employee, given seniority retroactive to starting date, and. When you leave the premises, let us know. Vacation pay for full and specified part-time staff members is at the regular pay rate. Make sure you know the exact rules and regulations on this before you exempt anyone from overtime. We ask our employees to honor the following: To regard and preserve practice information as highly confidential and trade secrets of the employer. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. Pay raises are based on performance, increased experience, profitability and individual contributions to the general welfare of the practice. Examples include pens, stationery, toner cartridges, and cleaning supplies. Sometimes a patient/client would like to date a staff member and sometimes it is the other way around. . the employer believes an employee has claimed an excessive number of dependents. To not photocopy or duplicate, and not permit any person to photocopy or duplicate, any of the information without the employer’s consent and approval. “Mutual agreement” separations will be classified as either voluntary or involuntary so that they may be processed in accordance with the separation policies and procedures that follow: Although a staff member may give notice, the resigning staff member may be asked to leave immediately because of staff morale, unsatisfactory job performance or operating needs. Positive comments made by the patients or clients about the improvement of their health, their pet’s health, about the doctor or other staff, or any aspect of the service that they are receiving should be relayed to the doctor. These policies, procedures, and checklists successfully recognize the limits of providing employees proper guidance for appropriate behavior at work and draw a line between that and employee lives outside of the workplace. Non-exempt employees are entitled to overtime pay whenever they perform overtime work. Never act indifferently. Our patients/clients come to us because of a desire for quality medical care for themselves and their family members. See examples of Office policy. Company Security Policy Procedures Manual The sample office security policies and guidelines is from the Security Policies and Procedures Manual template, which covers factory security, guard force management, physical security planning, and other enterprise security issues. 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. An employee who displays unusual or bizarre behavior that could be attributable to alcohol or chemical substance abuse may be required to undergo a medical examination, including urinalysis, to determine if he or she is suffering from alcoholism or drug use. 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. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both doctor and staff. 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. The employee classifications are: PROBLEMS AND CONCERNS: RESOLUTION PROCEDURE. This practice is committed to providing a work environment free of discrimination. Sample Open Door Policy Please feel free to use this open enrollment sample policy as a starting point when you decide to adopt the practice in your workplace. To be eligible for holiday pay, the staff member must be at work (or on an excused absence) the day immediately before the holiday and the day immediately after unless approved by management. If so, we will update you as soon as possible by email. When possible, staff members receive two weeks’ written notice before termination of employment. The office manager will attempt to mitigate the situation. Sick leave is intended to protect staff against undue financial loss in the event of an illness of one or a few days’ duration. Staff members are paid for courses they are required to attend outside their regular work schedule. Office Policy Samples. All written, oral or informal requests for information about employees or former employees are referred immediately to the manager/administrator. We want as many people as possible to be able to use those documents. Staff members may exchange hours with another employee, providing they have prior authorization and that the exchange involves no overtime for either employee. Store materials and equipment safely and neatly; avoid clutter that might cause accidents. New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. office of inspector general's administrative policies and procedures. Precautionary measures are sometimes taken to ensure adequate protection of property, personnel, assets, etc. You may, with approval, choose to: To ensure that our patient/clients receive proper treatment, we must have adequate staff to handle the workload. Any employee with two or more continuous years of service is eligible to participate in the company retirement plan. Using a computer account that you are not authorized to use. . Distribution or posting of literature on office property requires special permission. Social media policies are relatively new but significant additions to employee office manuals. It is important to always show that you really do care about the patient. But we expect all employees to follow our code of conduct. This handbook was created to assist you in developing policies and procedures to ensure the effective and efficient management of your programs and organization. Below is a sample policy on employee classification. Scope. The practice is committed to providing a work environment free of discrimination. The policy can then be tailored … Never allow another employee to enter your time for you. Any earned sick leave and unused vacation time must be taken prior to the beginning of the leave of absence. A good example would be if you have a particular set of policies regarding an employee’s salary, then it’s best to place them under a category that’s labeled as “Pay”. Staff members who quit, are discharged or fail to respond to a recall, will be regarded as separated from employment with the office and will maintain no seniority, recall or other rights. whatever you do . Remember that your suggestions are welcome. This policy was written to capture our current practices and to respond to federal and provincial requirements for the protection of personal information. mission . 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. Regular full-time staff members earn six days of paid sick leave within a consecutive 12-month period. Examples include pens, stationery, toner cartridges, and cleaning supplies. Most of the work happens before you ever begin to write. Route any comments directly to the doctor via a note on the patient’s folder. Most importantly, these policies should let employees know that posting or discussing information about patients, whether on their personal pages or on your practice page, is a HIPAA violation. To meet these challenges, the practice reserves the rights, with or without notice, to change, add to or delete any of the policies, terms, conditions and language presented in this manual. This practice maintains a salary administration program which: Your wages will be reviewed at least once a year. Office Pet Policy [Option 1: Restrictive policy] [Company] is responsible for assuring the health and safety of all employees. We expect you to devote your full efforts to the interests of the practice during your working hours. Temporary Part-Time Employees: this would include staff who are hired for a limited duration and work part-time. Understand that the first step is to make certain that you have the commitment of your senior leaders and managers. All employees will be given a copy of all policies for their personal use. 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. Staff members bereaved by the death of a family member will be granted time off from work without loss of pay according to the following provisions: When a death occurs in the immediate family, the staff member will be compensated for the wages actually lost from the day of the death, up to and including the day of the funeral, not to exceed a total of two work days. Employees who handle confidential information are responsible for its security. Overtime premium pay is paid according to the Federal Fair Labor Standards Act and the State Wage, Hours and Child Labor laws. Once you have the official approval, you can consider your policy process officially sanctioned. Staff members are required to take their earned vacation time in the year after which it has been earned. Just notify the office manager whenever problems are encountered and wherever you think improvements can be made. you are familiar with the right procedure for their use. A staff member voluntarily attends such programs after work hours even though they may be job-related. If you experience or witness an accident in which an employee, patient, client, or visitor sustains a personal injury, regardless of how serious it is, immediately report the situation to your employer. Anti-discrimination/Equal opportunity. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. Topics: Making health and safety work for your business; This example shows how a small business might complete a health and safety policy. The purpose of an incident management policy is to ensure that all incidents that can affect an organizations’ daily operations are managed using an established process. It doesn’t matter if you accept insurance or manage your practice with private payments, there needs to be a written fee structure and a policy that includes payment and collections. Get helpful hints on plans for your home, professional service, retail, or other business. Likewise, do not register another staff member’s time even if asked to do so. In the event that you will be more than 15 minutes late to work, please call and tell us when you expect to arrive. These items are of substantial value, highly confidential, constitute the professional and trade secrets of the doctor. Our Mission The Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs (R/PPR) provides long-term strategic planning and performance measurement capability for public diplomacy and public affairs programs. Separations are either voluntary or involuntary. Payment, patient dismissal, and burial allowance vice versa to us because of sickness, keep touch! 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