Even the smallest one physician practice can experience the same employee and labor issues as any large corporation. The Department of Labor takes employee issues very seriously and unless your practice has a standard of employee behavior that keeps with your practice philosophy, employee issues can have a negative impact on both your practice atmosphere and in matters of finance.
Your practice handbook will provide your employees with a clear understanding of your mission statement as well as the behavior and demeanor that is expected in the workplace. Every new employee should be required to read and understand the handbook and complete a signature page noting that they are aware of the practice protocols and agree to adhere to the principles noted within.
A sample handbook should include the following:
Mission Statement : This message will convey the message that the practice is dedicated to providing excellence in patient care and will outline staff expectations. A typical mission statement may appear as follows :
" John Doe, Medical, P.C. is dedicated to providing excellence in medical care in an environment of courtesy and mutual respect for our patients and for fellow employees. Our staff will adhere to all HIPAA, federal and state regulations governing the privacy and protection of our patient's medical records and history. We will provide our employees with a safe work environment and will meet or exceed the Occupational Safety and Health Administration guidelines. We will actively support the growth of our practice and welcome referrals from our patients, family and friends."
Zero Tolerance Policy : Prospective employees will not be discriminated against on the basis of race, sex, or religious affiliation and any display of workplace discrimination is cause for immediate dismissal. A policy of zero tolerance will also be outlined for sexual harassment, including inappropriate dress, or the use of obscenity in the workplace.
You may also want to add a "Zero Drama" paragraph in this section of your handbook. This will point out to employees that the administration will welcome any and all suggestions for the betterment of the practice but will not welcome personal gossip or lack of mutual respect for fellow employees. A zero drama policy will make it perfectly clear that the practice has no time or patience for infighting among the staff and that such behavior will be cause for immediate dismissal.
* Note * During your interview period with any perspective employee it is necessary to point out that the ability to work well with others is part of the job description. A constant complainer is not good for any medical practice.
Probationary Period : A review of the employee skills and adaptation to the practice policies should be conducted during a 90 day probationary period. Benefits, including vacation/ sick and or personal days should only begin to accrue after probation has been completed and the employee receives an evaluation of their skill and areas for improvement. To make this process easier, employee review and evaluation forms can easily be found on most human resources web-sites and are in compliance with regulations to protect your employee privacy. They may also be an added benefit if your payroll is done by an outside service such as Paychex or ADP.
Employee Benefits : Clearly outline your policy for sick, personal and vacation days and the guidelines for how this time accrues during the year. Note whether vacation and sick/personal time can be carried over into the next calendar year. Include lunch hour and or break time policies as well as overtime compensation. Always add that overtime will not be paid unless it is first approved by management.
Health Insurance : If your practice offers any form of health insurance to your employees, the guidelines for eligibility and a general outline of the plan benefits should be included. State that the practice may change the health plan should costs become prohibitive and will notify employees at least 30 days in advance.
* Note * Many payroll services have excellent plans that will auto-track your employees sick/personal and vacation time and will provide you with your own way to input information as well. Should you wish to have them print and bind your handbook, this service is also available.
Excessive Lateness / Sick Time : Employees should report to the workplace 15 minutes prior to their shift and be ready to work at their start times. Disruptions to the work flow caused by excessive lateness or sick time will be cause for termination.
Emergency Contact Number : In case of inclement weather or any other emergency that may cause the closure of your office, a phone number should be noted for the office manager or human resources department. You should also include the phone numbers for the local police and fire departments.
Office Evacuation Plan: In case of fire, flood, or any other emergency, an evacuation plan should be in place and clearly outlined in your handbook. This plan should also be posted at the front desk so it is clearly visible to employees and patients. If your office is in a commercial building, staircases and fire exits should be located and noted. Commercial insurance plans will ask to see your evacuation plan each time they audit your practice.
Policy for Needle Sticks and/or Radioactive Isotope Spills: Standards of care for accidental needle sticks my be obtained from the Department of Health and should be posted in your lab as well as in your exam rooms. Should your practice use radioactive isotopes, you must note the emergency phone number and policy for handling accidental spills. Post clear policies for your sharps containers and/or radioactive waste and disposal of needles and containers.
Management Staff : Names, job titles, and contact numbers for your management staff should be noted. HIPAA standards require that all medical practitioners have staff dedicated to assuring privacy and protection of medical records. Staff assigned to maintain HIPAA standards should also be listed in your handbook and violations to any HIPAA standard should be immediately reported. You are also required to have a signature on file for every employee stating that they understand and will comply with all HIPAA privacy standards. You will need to assign both a security and privacy officer to meet compliance with HIPAA. Note names and phone numbers clearly.
Your office handbook is easily maintained by using a three ring binder which will allow you to add relevant topics to the manual or to make necessary changes. This binder will also allow your staff to keep important memos regarding any new insurance or practice policy. Every new employee should be armed with their own binder. In the early days, it will help them remember the address, phone, and zip code for the practice and will help them remember the names of management staff. You will be surprised how often every employee will refer to their binder each year.
Tomorrow : United States Department of Labor and OSHA
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