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Acknowledgements
The ADA Practical Guide to. Creating and Updating an Employee Policy Manual. Table of Contents
Introduction. How to Use This Book
Step 1: Designate a point person responsible for creating and maintaining the employee policy manual
Step 2: Choose which policies to include
Step 3: Customize your policies
Step 4: Submit the manual for review
Step 4: Distribute the manual as a hard copy and electronically
How to Write an Office Policy
Checklist: What to Include in Your Employee Policy Manual
Employee Acknowledgement
Office Background and Description
Diversity and Non-discrimination Policies
Office Policies
Employee Policies
Employee Benefits Policies
Employee Management Policies
Safety and Security Policies
Chapter 1: Employee Recruitment
Chapter 1. Employee Recruitment. Learning Objectives
Job Descriptions
Licenses and Your State Dental Practice Act
Sample Job Descriptions
HIPAA Security and Privacy Officials
Who to Hire First
Employee Resources
Employment Agencies
Educational Institutions
Professional Associations
State and Local Dental Societies
Dental Supply Representatives
Word of Mouth
Internet Recruiting
Employment Advertisements
Writing Job Ads
Sample Job Ads
Employment Applications
Effective Interviewing Strategies
Conducting Interviews
Red Flags in the Interview Process
Testing
Second Interview
Paid Working Interviews
Interview Follow-up
Additional Strategies in the Hiring Process. Background, Reference and Credit Checks
Verifying Credentials
Should You Google Job Candidates?
Excluded Individuals
Opt Out
Drug Testing
Employment Agreements
Bonding
How to Make an Offer
Rejection of an Applicant
Summary
Chapter 2: Office Policies
Chapter 2. Office Policies. Learning Objectives
Employee Welcome
Manual Introduction and Description
Practice History and Description
Mission Statement
Diversity
Nondiscrimination/Equal Opportunity Employment
Employees with Disabilities
Acknowledgement of Receipt
Office Schedule
Office Appearance
Employee Rest Area
Personal Belongings
Parking Regulations
Dentist Absence/Office Closure
Office Closure Due to Inclement Weather or Uninhabitable Facilities
Summary
Chapter 3: Employee Policies
Chapter 3. Employee Policies. Learning Objectives
Employee or Independent Contractor?
At-will Employment
Part-time, Full-time and Temporary Employees
Exempt and Non-exempt Employees
Probationary Period
Personnel Records
Employee Attendance
Time and Attendance Reports
Call-in and Tardiness
Lunch and Breaks
Food and Drink
Travel Expenses Reimbursement
Employee Conduct
Work Rules
Personal Appearance and Dress Code
Smoking
Confidentiality
Patient Privacy
Data Security
Personnel Files
Electronic Communications
Internet and Social Media
Videos
Music
Cell Phones
Records Retention
Some HIPAA Considerations Related to Document Retention and Destruction. Business Associates
Digital Storage
Securing Patient Information
Conflict of Interest
Office Dating
Harassment
Workplace Violence
Weapons
Employee Referral
Nursing Mothers
Summary
Chapter 4: Employee Training
Chapter 4. Employee Training. Learning Objectives
Employee Orientation and New Hire Checklist
Training Programs
HIPAA Training
HIPAA Security
The Breach Notification Rule
Training the Privacy and Security Officials
OSHA Training
Medical and Fire Emergency Training
Equal Employment Opportunity Law Training
Harassment Prevention Training
Clinical Training
Ongoing Training Opportunities
Summary
Chapter 5: Employee Benefits
Chapter 5. Employee Benefits. Learning Objectives
Employee Compensation and Paycheck Deductions
Social Security and Medicare Taxes26
Payday
Vacation, Holidays and Other Paid Time Off. Vacation
Personal Time
Sick and Emergency Leave
Leave of Absence
Jury Duty
Election Day
Military Leave of Absence (USERRA)
Family and Medical Leave Act (FMLA)
Maternity Leave
Overtime (FLSA)
Flex Time
Medical Coverage
Dental Coverage
COBRA
Workers’ Compensation
Disability Coverage
Unemployment Compensation
Life Insurance
401(k) Plan
Employee Retirement Income Security Act (ERISA)
Retirement Plan
Professional Dues
Continuing Education
Tuition Assistance
Uniform Reimbursement
Employee Assistance Program (EAP)
Dependent Care Assistance Program (DCAP)
Summary
Chapter 6: Employee Management
Chapter 6. Employee Management. Learning Objectives
Employee Motivation
Employee Appreciation. Bonuses
Performance-based Raises
Staff Evaluations
Annual Performance Evaluation
Ongoing and Assessment Evaluations
Progressive Disciplinary Action
Drug-free Workplace
1. Drug-free Workplace Policy
2. Supervisor (Dentist) Training
3. Employee Education
4. Providing Employee Assistance
5. Alcohol and Drug Testing
Summary
Chapter 7: Terminating Employees
Chapter 7. Terminating Employees. Learning Objectives
Reasons for Termination
References
Exit Interviews
Post-employment Competition
Termination Details
Post-termination Issues. Discrimination Claims
Wrongful Termination
Defamation Claims
Summary
Chapter 8: Patient Management
Chapter 8. Patient Management. Learning Objectives
Patient Relations. Patient Communication
Patient Psychology
Managing Various Patient Groups. Emergency Patients
Pediatric Patients
Geriatric Patients
Patients with Special Needs
Late Patients
No-show Patients
Difficult Patients
Drug-seeking Patients
Summary
Chapter 9: Safety and Security in the Workplace
Chapter 9. Safety and Security in the Workplace. Learning Objectives
General Workplace Safety
Complying with OSHA Standards Policy
Bloodborne Pathogens Standard Policy
Hazard Communication Standard Policy
Emergency Action Plan Policy
Fire Prevention Plan
Exit Routes
Natural Disasters
Building Security
Patient Credit and Debit Card Security Policy
Data Security Contingency Plan
Ergonomics
Radiography
Posted Notices
Summary
References
Policy Index
Introduction
How to Use This Book
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Employee Referral
Nursing Mothers
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