Practice Transition Readiness Assessment®, Seven Keys for Effective Practice Management. Technically certified office staff are responsible for maintaining valid licensing by attending the necessary number of continuing education courses required for recertification. STAYING HEALTHY PAYS OFF IN MORE WAYS THAN ONE. Free Sample Policies and Procedures “I have reviewed the entire [Policies and Procedures] manual and find it extremely well organized, helpful, and all the things a happy customer is looking for. New Employees: this category would include those employed for less than a specified number of days, during which they are on probation. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing benefit and insurance claims. Information is an asset which, like other important business assets, has value to XXX and consequently needs to be suitably protected. Return to main toolbox page. Education (courses completed and other training or skills required), Person(s) to Notify in Case of an Emergency. This coronavirus (COVID-19) company policy is susceptible to changes with the introduction of additional governmental guidelines. This worked example can be used as a guide when thinking about what you need to include in your own policy. Remember, your suggestions are welcome. Office Policy Manual Bear Fight Institute, Inc. ... No policy is intended as a guarantee of continuity of benefits or rights. EXAMPLE 1: First and second course attempt occurred before the Repeat Policy was revised Fall 2017 Student below is an undergraduate student repeating a course that was previously repeated under the old repeat rule. Likewise, employees who are exposed to occupational health hazards or suffer a job-connected health injury must report it immediately. Overtime hours must be authorized by the office manager or owner in advance of extra hours worked or as soon as possible thereafter. Each staff member is individually responsible for recording work time on the attendance sheet and/or time card when reporting for work, leaving for lunch, returning from lunch and leaving at the end of the day. All employees will be given a copy of all policies for their personal use. A maternity leave may be combined with a pregnancy disability leave to a maximum of four months. This insurance is paid by your employer. Complete the sample registration form to download a security policy MS Word file. Take a look to see the recommended sample policies that don't sap employee spirits and steal their lives and private time. If you are unable to report to work, you must notify the doctor as soon as you are aware of the situation. Attendance will not be counted as hours worked when: All staff members eligible for holiday pay will receive an amount equivalent to the straight-time pay for their normally scheduled number of hours if the holiday occurs on a regular working day. 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. The office manager and the doctor conduct the review. If you are unable to complete your workday because of an on-the-job accident, you still will be paid for your total scheduled hours for that day. the employer believes an employee has claimed an excessive number of dependents. If such a situation should present itself, it is the responsibility of the employee to discuss the situation with the doctor and/or office manager to determine the most appropriate method for dealing with the situation to ensure that no poor light is shed on the practice. You are responsible for laundering and maintaining your uniforms. Examples of Misuse. Let us know in advance when you plan to return to work after an illness, so we can adjust the schedule. Compliance with Policies. Staff members are required to take their earned vacation time in the year after which it has been earned. Regular Full-Time Employees: this could include staff who work a minimum of 32 hours a week. a verified statement of tuition paid and other costs, a detailed outline of information covered in the course, and. A leave of absence is granted by the employer and is defined as an excused absence without pay. These performance evaluations are vital for future planning, and they provide fair, timely and objective measurement of performance in light of job requirements. After a short while, one becomes somewhat knowledgeable in certain standard advice to patients. Policy and procedure templates help a business owner discover the company’s value, mission, and ambitions. Delegating filing authority can vary depending on the volume of information to be filed, the complexity of the filing system and how often information is retrieved and needs to be re-filed. Some of these classifications and their accompanying benefits or restrictions can vary from state to state. The employee or his/her spouse will reach age 65 on or before January 1 of the next year. Your employee records file contains your work and salary history, performance evaluations, job descriptions and miscellaneous data. Each staff member receives a performance appraisal at least once a year. Violations will result in immediate dismissal. Policy brief & purpose. introduction and disclaimer rules. Avoid outside business or gainful activities that could divert your time, interest or talents away from the satisfactory accomplishment of your responsibilities. Once you have the official approval, you can consider your policy process officially sanctioned. Understand that the first step is to make certain that you have the commitment of your senior leaders and managers. This coronavirus policy applies to all of our employees who physically work in our office(s). Note The default anti-phishing policy in Microsoft Defender for Office 365 provides spoof protection and mailbox intelligence for all recipients. Never allow another employee to enter your time for you. Upon completion of this phase, eligible new employees will receive vacation benefits retroactive to the date of employment. Wages are based upon an hourly rate, a daily rate, or a monthly salary and paid according to the posted “Payday Notice.”. Regular full-time staff and specified regular part-time staff get an annual paid vacation. Men are to be clean-shaven or wear neatly trimmed mustaches, beards and sideburns. For example, a pediatrics practice might have educational pamphlets with information on … We encourage you to learn all you can about our profession. This policy applies to work outside of the office for one or more days a week on a routine basis. Date published: 22 December 2015. provides incentive to encourage each individual to strive for improved performance. Details. The program is not directly related to the employee’s job and is attended outside of normal working hours. Be sure to check the schedule on a regular basis. Chances are that your office is air-conditioned so getting rid of such a stench might not be easy for you and might end up lowering the company name. Pay raises are based on performance, increased experience, profitability and individual contributions to the general welfare of the practice. Our practice endeavors to satisfy concerns and resolve problems, whatever they may be. The office manager will attempt to mitigate the situation. Filing with the clinical records is the common practice in solo practices. Having IT policies and procedures is not a trend since technology is so hyped in this generation. a) Setting A Mission. This policy prohibits harassment in any form, including verbal, physical and sexual harassment. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both the owner and staff. Therefore, absences of short-term duration, disabilities of relatively long duration and tardiness are unacceptable and constitute an unsatisfactory work record. If you have a problem so severe that it affects your ability to perform, please discuss it with the doctor or office manager. 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. Length of Continuous Service Vacation Benefit. To meet these challenges the practice reserves the right, with or without notice, to change, amend or delete any of the policies, terms, conditions and language presented in this manual. Likewise, do not register another staff member’s time even if asked to do so. From a legal standpoint, however, when a patient/client has a medical question, it is best to inform the person that you will relay the question to the doctor, and then get back to them with the answer to their questions. No seniority is accrued while on an unpaid leave of absence. Failure to return from vacation on the scheduled date is considered job abandonment and treated as a voluntary termination. Personal calls are to be reported and paid for when the telephone bill is received. In the event a payday falls on a Saturday, Sunday or holiday, you will get your paycheck on the following workday. Examples include pens, stationery, toner cartridges, and cleaning supplies. Example health and safety policy Setting the scene Daly Response Alarm Systems supply and install intruder alarms to residential and business premises. Download. The following policies are designed to provide working guidelines for all of us. Real sentences showing how to use Office policy correctly. Administrative and Office Policy and Procedure Templates Explore the admin related procedure templates available on Way We Do to add to your online manuals. Time not worked but paid for, such as vacation, holidays and sick leave will not rate or count for overtime calculation purposes. In this example, the student is taking the course following the revised policy… No allowance will be made for sickness or other type of absence occurring during the vacation, unless the staff member is hospitalized. Longer hair must be tied back neatly, so it does not interfere with the performance of duties. Open or break a window for air and call for help; do not panic or jump. If you see an unsafe or hazardous condition, report it immediately. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. This article talks about 12+ Incident management policy examples and templates that you can use as a basis to create a professional document. Then, check in and out on your attendance sheet or time card. Check out this Sample Internet Usage Policy that covers the main points of contention dealing with Internet and computer usage. 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. The attendance sheet and/or time card is a legal document and must not be destroyed, defaced or removed from the premises. Overtime must be authorized in advance or as soon thereafter as possible. Feel free to copy and adapt this to your office. New employees do not receive holiday benefits until they complete the Orientation and Training Period. If the user isn't a member of an AAD group that is assigned a policy configuration, then another check is … Customize this workplace romance policy based on your company’s attitude toward office dating. It is an example of what our 400 page Office Policy and Job Description Manual contains. Sample company policy language, content, and voice (including policy, purpose, job responsibilities; forms, if applicable). We do not pay wages or salaries in advance. Office Supplies and Furniture Policy 01 February, 2010 5 B. No vacation time is earned while on a leave of absence. We will investigate and take appropriate action. We need to convey an atmosphere of warmth, caring, professionalism, efficiency and competence. Staff members called for jury duty will be given a Leave of Absence. You are encouraged to refer your friends and relatives to our office. Although not intended to discourage staff creativity, any system, idea or communication developed during your employment here is property of the practice and remains so even after termination. NOTE: To avoid receiving duplicate Hot Tips, please use the email address that you received this Hot Tip. Reinstatement is solely at the doctor’s discretion. 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. By establishing this policy for all reference requests, we ensure that any and all information we release is accurate, authorized and representative of the practice’s position. “Stocked office supplies” are items of which a quantity is kept at the field office because they are continuously expended and need frequent replacement. In 2013 China developed a foreign policy known as the Belt and Road Initiative, the nation’s strategy to develop stronger economic ties in Africa, Europe, and North America. Policies should be easily accessible for OHCW reviewing. After two years, you will receive ten vacation days. This practice is committed to providing a work environment free of discrimination. We conduct two evaluations of a new employee during the first year. All of us need to stay aware of current policy and, as revisions are made, new pages will be given to the personnel to place in staff manuals. Your pre-writing activities include deciding on a document focus and researching background. The employee finds the income of a dependent relative is less than the legally allowable amount for the year, and the employee had not previously claimed an exemption for the dependent. Feel free to copy and adapt this to your office. Having your policies separated will help you organize your employee’s company manual as well as keep the sections together. Below are some sample policies about the subjects suggested previously. If you are absent from work for two days and fail to contact your employer, you may be released for job abandonment. Emergency pay advances are always considered early payments of wages for future work performed and are not to be considered a loan made to the employee from the employer. I mentioned in a previous post that one of the things you can do when you don’t yet have all the clients that you want is to get your office policies in order.. What I meant to say is . [As harassment is a big legal issue in today’s world, we also suggest to all practice owners that a more extensive policy be written that further defines the types of harassment and the exact steps to follow should it occur. Never allow another employee to enter your time for you and vice versa. Any earned sick leave and unused vacation time must be taken prior to the beginning of the leave of absence. Making a business or company policy is a vital thing to run a business or company and its functions smoothly. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both doctor and staff. Our remote employees must follow our company’s policies like their office-based colleagues. Use the templates to guide you through the process of writing a policy and procedure manual using the sample policies as starting points. Store materials and equipment safely and neatly; avoid clutter that might cause accidents. maintain and improve job satisfaction by letting staff members know that we are interested in their job progress and personal development; serve as a systematic guide to recognize needs for further training and progress planning; assure a factual, objective analysis of an employee’s performance vs. job requirements; help place employees in positions within the practice that best utilize their talents and capabilities; provide an opportunity to discuss job problems or other job-related interests; serve as an aid in salary administration; provide a basis for coordinating goals and objectives – the employee’s and the practice’s; and. More from this Section. Date: December 18, 2015. 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. It may or may not conform to all laws (federal, state, and local), rules, and regulations. Staff members may exchange hours with another employee, providing they have prior authorization and that the exchange involves no overtime for either employee. To avoid injuries, here are some important precautionary measures. Royal College of Dental Surgeons of Ontario Dental Office Policy and Procedure Manual Template 2 Each manual section has separate policies and separate procedures. There are companies whose focus and priority is the workplace health and safety policies from the vast number of policies, like security policies, privacy policies, information technology policies, attendance policies, and social media policies, especially if the nature of the job is risky and hazardous. 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. The employee brings the problem to the office manager (or immediate supervisor) within 10 days of the occurrence. Some expenses to be considered are: To be reimbursed for expenses, submit within 30 days of the course completion date: Staff members receive regular pay for courses attended on normal working days, as agreed upon in advance. If the leave of absence is not subject to government regulation, the doctor does not guarantee that the staff member will be reinstated. The employer’s decision on a given issue is not intended to set precedent nor bind future decisions, unless so stated as office policy. Example health and safety policy. Just notify the office manager whenever problems are encountered, and wherever you think improvements can be made. Data protection. 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. 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. Vacation time, sick time, holidays or any time that you expect to be paid for must be entered on the time card. We ask our employees to honor the following: To regard and preserve practice information as highly confidential and trade secrets of the employer. Creating good policies takes time and effort, but you can increase your chances for success by remembering a few basics. It is actually compliant with the existing local, state, or national law. An Orientation and Training Program is conducted for all new employees. You may, with approval, choose to: To ensure that our patient/clients receive proper treatment, we must have adequate staff to handle the workload. Whether you use the above examples or not, having written office policy is vital to the smooth operation of any practice. Legally prescribed medications are permitted only to the extent the use of such medications does not adversely affect the employee’s ability, job performance or the safety of that individual and others. We have established a procedure for evaluating job performance on a regular basis. In keeping with this objective, [company] does not permit employees to bring their household pets to work. The spouse for whom the employee had been claiming an exemption is divorced or legally separated or claims his/her own exemption on a separate certificate. Because of possible “secondary smoke” hazards, smoking is not permitted on the premises. Training Office Supply Purchasing Policy and Procedure training is mandatory for all ePro users and will be provided regularly for new employee users and for existing employees who are transitioning into a new role requiring ePro access. This handbook was created to assist you in developing policies and procedures to ensure the effective and efficient management of your programs and organization. This section describes the policy settings that are only available in anti-phishing policies in Microsoft Defender for Office 365. Staff members are required to attend such courses during non-scheduled hours and will receive no pay during such attendance. If you have to go out of the office or the building on personal business during your scheduled work hours, first, get permission from your supervisor. The first is after approximately 90 days of employment. Our resolution procedure works like this: You’ll find your work days and hours on the posted schedule. We recognize that even the most dedicated employee can have a dead battery once in a while! This practice is committed to providing a work environment free of discrimination. We think you will agree that neat, clean and tasteful clothing is the best choice for a medical office. Overtime, changes or omissions on the attendance card must be authorized by the office manager and initialed. “Stocked office supplies” are items of which a quantity is kept at the field office because they are continuously expended and need frequent replacement. In the event that the staff member fails to attend a training course, and prepaid fees are lost because of this, the individual will reimburse the employer through payroll deductions. Stop wasting employee time and payroll dollars. All staff members are responsible, individually, for recording their time on the attendance sheet and/or card when: An attendance sheet and/or card is a legal document and must not be destroyed, defaced or removed from the premises. After writing, your documents should be reviewed, validated, and approved. Hair must be clean, well trimmed and well groomed. don’t think of waiting until your first client walks in the door to begin thinking about your office policies and procedures.Do it now! If your employment is terminated, you may be eligible to receive unemployment insurance. The law requires us to maintain certain employee records. 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. Download sample office policies related to patient payment, patient dismissal, and more. Read on to learn more. We are here to provide a professional service to our patients/clients. See examples of Office policy. But we expect all employees to follow our code of conduct. It is an example of what our 400 page Office Policy and Job Description Manual contains. Remember that your suggestions are welcome. 1 Main Street, New Cityland, CA 91010. Time spent on solicitation during work hours (exclusive of lunch or break period) by either the soliciting or solicited employee is prohibited. provides for payment of salaries comparable to those paid for similar positions and services in the community; allows for differences in individual ability, knowledge and skill; and. IT policies and procedures ensure the business meets meet legal, regulatory, and statutory requirements. Use the templates to guide you through the process of writing a policy and procedure manual using the sample policies as starting points. Since no vacation time is earned during the Orientation and Training Period, no vacation benefits will be paid to an employee who quits or is terminated during the Orientation and Training Period. State and federal payroll taxes will be withheld from your paycheck in accordance with the law. Most companies use Microsoft Office, Active Directory and Outlook so we’ve put together a handy policy and procedure Word template for your use. The office is not responsible for damage or theft to automobiles or personal property. Social Security ensures basic benefits for survivors, and burial allowance. Then, check in and out on your attendance record. If so, we will update you as soon as possible by email. Always strive to leave your own distractions and problems at home. New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. Regardless of how detailed an office filing policy may be, someone needs to be responsible for implementing the policy on a daily basis in order for it to be effective. Finally, you will disseminate your documents and train users in the new policies and pro… Such information must not be discussed away from the premises or within hearing distance of any patient/client or unauthorized person. . It’s important to quickly identify and remedy potential ergonomic hazards in your office. To continue to keep any information inviolate, even after termination of employment with the office. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. 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. We also suggest that you check with your attorney on proper policy in this area.]. Policy Statement The Clear Desk and Clear Screen Policy shall communicate the Management’s intent to protect information stored in physical and electronic media and minimize risk of unauthorized access. Add or delete parts to communicate applicable rules about romantic relationships in the workplace and preserve harmony and fairness at all levels. A leave of absence creates inequities since not all staff members can be granted a comparable privilege. give recognition for superior performance. evidence that you have completed the course. Temporary Part-Time Employees: this would include staff who are hired for a limited duration and work part-time. 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. If at any time you have a question, just ask; we’re here to help. Repairs are to be made by authorized maintenance personnel. Staff members are encouraged to leave problems at home rather than bringing them to work, but at times this may be unavoidable. Another is done after 12 months of employment. Severance pay will not be awarded, and the resignation will be treated as voluntary. 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. These deductions include state and federal income tax and social security tax (FICA). I would like to receive a personalized no-cost practice guidance on this topic (highly recommended). All staff members are expected to be ready to begin duties on schedule. They are confidential and provided and disclosed to the employee solely for use in connection with your employment. 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. Written office policies help to: prevent misunderstanding and lack of communication; eliminate hasty, unrefined decisions in personnel matters; ensure uniformity and fairness throughout the practice; and establish the basic agreements that everyone in the office operates on. Never discuss personal problems within hearing distance of patients or clients, guests or other staff members. Samples and examples are just that. T-shirts, blue jeans, sandals, open-toed shoes and shorts are unacceptable. This policy prohibits harassment in any form, including verbal, physical, religious and sexual harassment. Salary adjustments are not necessarily made at the time of the performance evaluation. 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. Any unused sick leave will be paid at the regular hourly rate at the end of the calendar year, at the employer’s discretion. The policy can then be tailored … This policy used to be the Office/Retail policy but this has now been separated into two independent documents. Employees will be sent home without pay to correct any type of appearance that is inappropriate. We make available to each employee certain information including patients’ and clients’ names, medical history and addresses, communications, files, bills and payment records, office forms or manuals, etc. 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. Examples of policies that all employees should abide by are: Attendance. 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. you are familiar with the right procedure for their use. Employees who handle confidential information are responsible for its security. Staff members will be reimbursed for certain expenses, such as gas and mileage when using their own vehicles for office business. PDF; Size: 1.54 MB. – only with the staff member’s specific and prior approval in writing. You may leave of your own volition or be dismissed without notice during this time. To your online manuals the attendance card must be taken prior to the federal Fair Labor standards Act and state! 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