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The employer or the insurance carrier may not be liable for the payment of any workers’ compensation benefits for any injury that arises out of an employee’s voluntary participation in any off-duty recreational, social or athletic activity that is not part of the employee’s work related duties. To release personal information about other staff members – telephone number, address, etc. 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. Above all, you must implement and enforce the policies and procedures contained in your manual! Route any comments directly to the doctor via a note on the patient’s folder. Hair must be clean, well trimmed and well groomed. All vacations will be approved at the convenience of the office so that continuous patient/client care is assured. New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. all fire extinguishers are checked and in proper working condition, you know where each extinguisher is located, and. Conflicting requests will be decided in favor of the person with the most seniority. Below you will find an example of a general office policy for a medical practice, including Dentists, Veterinarians and Optometrists. Please do this at least one hour before the beginning of the work day, so we can arrange for substitute staff. Never allow another employee to enter your time for you. 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. Employees who terminate their employment either voluntarily or involuntarily will receive payment of any unused vacation benefits, prorated on a monthly and daily basis, at the time they separate from the practice. the employer believes an employee has claimed an excessive number of dependents. Sample forms and other resources for simplifying common office processes are found in the Forms section. If you have to go out of the office or the building on personal business during your scheduled hours, first, get permission. Staff members who are asked to leave immediately will be paid their regular salary in lieu of work. The practice is committed to providing a work environment free of discrimination. In the event a payday falls on a Saturday, Sunday or holiday, you will get your paycheck on the following workday. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing benefit and insurance claims. If you are unable to report to work, you must notify the doctor as soon as you are aware of the situation. We may opt to bond certain employees with specific or sensitive responsibilities within the office. This example policy is intended to be a guideline only and has been provided for general advice and education only. You might also include an addendum notice if the policy goes hand in hand with a particular medical form. Our goal is to provide a completely safe workplace. A request for a maternity leave and pregnancy disability leave must be accompanied by a statement from the physician indicating the reason for the disability and the anticipated date of return to work. Keep exit doors and electrical panels unlocked. As an employee of the practice, you are covered under the Federal Social Security Law (FICA). No outside agency, inspector, visitor, inquirer, salesperson or ex-employee may enter the operatories or office from the reception area without permission. 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. Any employee with two or more continuous years of service is eligible to participate in the company retirement plan. The number of hours in a day for sick leave calculation purposes are equal to the hours worked in a regular workday. “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. During the initial Orientation and Training Period, you have the opportunity to demonstrate your attitudes and abilities and decide if your philosophy and goals are compatible with those of the practice. In the event of fire, follow specific procedures for our office: Call the fire department; know the emergency phone number. Accumulated sick leave will be paid upon termination. It is important to always show that you really do care about the patient. These performance evaluations are vital for future planning, and they provide fair, timely and objective measurement of performance in light of job requirements. These items are of substantial value, highly confidential, constitute the professional and trade secrets of the doctor. Advances that have not been repaid earlier will be considered part of an employee’s final wages upon separation from employment. As required, you may be asked to attend continuing education classes to hone your skills. This gives both of us an opportunity to prepare so that areas of mutual concern can be addressed. Feel free to copy and adapt this to your office. endstream endobj startxref It is an example of what our 400 page Office Policy and Job Description Manual contains. are not acceptable. We need to convey an atmosphere of warmth, caring, professionalism, efficiency and competence. The program is not directly related to the employee’s job and is attended outside of normal working hours. Upon completion of this phase, eligible new employees will receive vacation benefits retroactive to the date of employment. Many of these policies and procedures are required by our contracted payors (Commercial, Medicare, and Medi-Cal HMO’s) and are offered as templates to assist you with … Let us know in advance when you plan to return to work after an illness, so we can adjust the schedule. Do not make duplicate office keys. 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