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Introduction

How to Use This Book

This book is designed to assist you with developing or updating your practice’s employee policy manual. Whether you have a new practice with no employees or are part of a multi-doctor practice, you will benefit from an employee policy manual.

Step 1: Designate a point person responsible for creating and maintaining the employee policy manual.

Whether it is a practice owner, a dentist or an office manager, it is important to know who will be in charge of building the manual, conducting periodic audits of the manual, and adding, deleting, and revising policies when applicable. This person might also act as a liaison to the attorney who reviews both the policy manual in its entirety and any future updates.

Step 2: Choose which policies to include.

Review the book and decide which policies apply to your office. The checklist in this chapter is a helpful tool for determining which policies you would like to include.

Next, decide if there are any policies not listed that you would like to include in your employee policy manual. Try your hand at drafting your own policy by using the guidelines in the following section.

Step 3: Customize your policies.

Open the electronic files that accompany this book and personalize your policies accordingly. Policies are in Microsoft Word format and are listed by chapter. Note that while most chapters contain sample policies, some do not.

Step 4: Submit the manual for review.

Once your manual has been completed, have a trusted colleague review it. A second pair of eyes may catch errors that you may have overlooked. If the manual was written by someone other than the practice owner or dentist, submit it for his or her approval.

Next send the manual to an attorney for legal review to make sure your policies are legally sound. The attorney should be familiar with federal, state and local employment law in your jurisdiction.

Step 4: Distribute the manual as a hard copy and electronically.

Once the manual has passed attorney review and any necessary changes have been made, have the manual printed and bound. Distribute a copy to each staff member and have them sign the acknowledgement of employee receipt. Store the acknowledgement forms in each employee’s file. You should also post an electronic copy of the manual in a place where every employee can access it, such as the practice intranet if the practice has one.

How to Write an Office Policy

Maybe you need some guidance in crafting the perfect policy from the templates in this book. Or perhaps you require a policy that wasn’t included. In either case, you may need to draft a policy yourself. The following process to develop a policy has been adapted from recommendations by the American Medical Association¹:

1. Define the issue, problem or task

2. Develop a draft of a policy

3. Review and analyze the policy draft

4. Revise the policy draft

5. Conduct a final review and make final revisions

6. Adopt and implement the policy

7. Evaluate and revise the policy on an ongoing basis

Here are some additional guidelines to keep in mind:

• Use clear, simple language. The easier it is to understand a policy, the easier it is to follow — and this gives violators fewer excuses for not adhering to office rules.

• Personalize your policies. The sample policies in this book are not “one size fits all.” Every practice is unique in its rules and culture.

• Keep policies firm but flexible. No policy will cover every possible situation, but it should cover most plausible scenarios.

• Define any terms that you use in your policy. For example, if you use the acronym “FMLA,” be sure to note that it stands for Family and Medical Leave Act.

• Seek staff input since the policies directly affect them. Once you have drafted the policy, run it by one or two trusted colleagues to ensure that it is comprehensive and fair.

• All policies should be approved by the practice owner, dentist or office manager before distribution to staff.

• Have a legal professional review any policy you add to your office manual. This is good advice for any policy, whether you have written it yourself or you used a template.

• Review and revise your employee policy manual at least once a year.

Checklist: What to Include in Your Employee Policy Manual

Use this checklist as you develop your manual to make sure that all the information you wish to include has been customized and incorporated.

Employee Acknowledgement

Employee Acknowledgement of Receipt

Office Background and Description

Employee Welcome

Introduction and Description

Practice History and Description

Mission Statement

Diversity and Non-discrimination Policies

Diversity Policy

Non-discrimination Policy

Equal Opportunity Employment Policy

Employees with Disabilities Policy

Office Policies

Office Schedule

Office Appearance Policy

Employee Rest Area Policy

Personal Belongings Policy

Parking Regulations

Dentist Absence/Office Closure Policy

Office Closure Due to Inclement Weather or Uninhabitable Facilities Policy

Employee Policies

At-will Employment Policy

Part-time, Full-time, and Temporary Employment Policy

Exempt and Non-exempt Employment Policy

Attendance Policy

Time and Attendance Reports Policy

Call-in and Tardiness Policy

Lunch and Break Policies

Travel Expenses Reimbursement Policy

Personal Appearance and Dress Code Policies

Smoking Policy

Confidentiality Policy

Internet Policy

Social Media Policies

Cell Phone Policy

Music Policy

Records Retention Policy

Food and Drink Policy

Conflict of Interest Policy

Office Dating Policy

Harassment Policy

Workplace Violence Policy

Weapons Policy

Employee Referral Policy

Nursing Mothers Policy

Staff Training Policy

Employee Benefits Policies

Employee Compensation and Paycheck Deductions Policies

Payday Policy

Vacation Policy

Personal Time Policy

Sick and Emergency Leave Policy

Leave of Absence Policy

Bereavement Policy

Jury Duty Policy

Election Day Policy

Military Leave Policy (USERRA)

Family and Medical Leave Act (FMLA) Policy

Maternity Leave Policy

Overtime Policy (FSLA)

Flex-time Policy

Medical Coverage Policy

Dental Coverage Policy

COBRA Policy

Workers’ Compensation Policy

Disability Coverage Policy

Unemployment Compensation Policy

Life Insurance Policy

Employee Retirement Income Security Act (ERISA)

401(k) Plan Policy

Retirement Plan Policy

Continuing Education Policy

Tuition Assistance Policy

Uniform Reimbursement Policy

Employee Assistance Program (EAP) Policy

Dependent Care Assistance Program (DCAP) Policy

Employee Management Policies

Performance-based Raises Policy

Performance Evaluation Policy

Drug-free Workplace/Substance Abuse Policies

References Policy

Safety and Security Policies

Complying with OSHA Standards Policy

Bloodborne Pathogens Standard Policy

Hazard Communication Standard Policy

Emergency Action Plan Policy

Fire Prevention Plan Policy

Exit Routes Policy

Natural Disasters Policy

Building Security Policy

Patient Credit Card Security Policy (PCI DSS)

Contingency Plan Policy

Ergonomics Policy

Radiography Policy