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. Avoid outside business or gainful activities that could divert your time, interest or talents away from the satisfactory accomplishment of your responsibilities. This worked example can be used as a guide when thinking about what you need to include in your own policy. Having your policies separated will help you organize your employee’s company manual as well as keep the sections together. When the doctor is out of the office and when normal office hours are maintained, office coverage must be assured. To be eligible for sick leave benefits, you must contact the office the day before or no later than one hour prior to the scheduled work shift if you are unable to report to work. In some cases, the expenses may be shared upon mutual agreement between the doctor and staff. 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. Non-exempt employees are entitled to overtime pay whenever they perform overtime work. 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. Policy Manual Template (MS Word/Excel) Download this Policy and Procedures Manual template (MS Word 68 pages) to meet your organization’s needs.It includes free checklists, templates and spreadsheets for organizing and maintaining your policies. Office Pet Policy [Option 1: Restrictive policy] [Company] is responsible for assuring the health and safety of all employees. A staff member voluntarily attends such programs after work hours even though they may be job-related. IT policies and procedures ensure the business meets meet legal, regulatory, and statutory requirements. Example Harassment Policy. NOTE: To avoid receiving duplicate Hot Tips, please use the email address that you received this Hot Tip. Before and after adjusting this, you should seek the counsel of a qualified attorney licensed within the proper jurisdiction to ensure compliance with all pertaining laws. We are here to provide a professional service to our patients/clients. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both doctor and staff. Vacation pay for full and specified part-time staff members is at the regular pay rate. (Save the large, jangling “fun stuff” for your days off.). Download. Complete the sample registration form to download a security policy MS Word file. It is an example of what our 400 page Office Policy and Job Description Manual contains. Of course, the nature of your visitor policy will depend on the type and size of your office. Compliance with Policies. Negative comments should also be relayed, as the comment may be a signal about a misunderstanding or a problem that should be addressed. a verified statement of tuition paid and other costs, a detailed outline of information covered in the course, and. The policy should be on public display and on your company website. Dismissal Letter for Patients With Delinquent Accounts: The Master Office Policy Manual is the property of the practice. Be sure to check the schedule on a regular basis. Since the policies you develop not only drive the culture of your office but have legal implications, you will need the approval from upper management. They are confidential and provided and disclosed to the employee solely for use in connection with your employment. Office policy differs widely whether clinical correspondence should be filed with the patient's records or if the correspondence should be filed in a separate folder under the name of the individual, institution, or company, in alphabetical order. Temporary Full-Time Employees: this would cover staff who work full time but are hired for a limited specific duration. reclassified as a regular or temporary employee, given seniority retroactive to starting date, and. They could be working conditions, policies, alleged discrimination or anything else that threatens a productive work environment. File Format. Feel free to copy and adapt this to your office. Although not a legal requirement, it is good business practice to have an Environmental Policy. On the other hand, when the employee is at fault, as when the employee resigns voluntarily or is being discharged for unprofessional conduct, unemployment eligibility is lost. For sanitary reasons, nails must be short. If you are trapped in the office, keep the doors closed and seal any cracks (with wet towels if possible). You are encouraged to refer your friends and relatives to our office. 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 your office policy and procedure development. After writing, your documents should be reviewed, validated, and approved. Overtime must be authorized in advance of extra time worked or as soon as possible thereafter. Policy and procedure templates help a business owner discover the company’s value, mission, and ambitions. Overtime premium pay is paid according to the Federal Fair Labor Standards Act and the State Wage, Hours and Child Labor laws. 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. Severance pay will not be awarded, and the resignation will be treated as voluntary. Separations are either voluntary or involuntary. New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. Making a business or company policy is a vital thing to run a business or company and its functions smoothly. 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. This policy prohibits harassment in any form, including verbal, physical, religious and sexual harassment. But we expect all employees to follow our code of conduct. In the event a payday falls on a Saturday, Sunday or holiday, you will get your paycheck on the following workday. Regular full-time staff members will receive holiday pay equivalent to the straight time pay received if the holiday falls on a regular working day. 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. Do not discuss the security system or code with any unauthorized person. An Orientation and Training Program is conducted for all new employees. 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. An extended leave of absence beyond the four months will be considered a request for a regular leave of absence. Sometimes a patient/client would like to date a staff member and sometimes it is the other way around. If so, we will update you as soon as possible by email. Before an advance can be granted, the employee must sign an agreement indicating the amount to be advanced, the reason for the request and the payback schedule. Details. Route any comments directly to the doctor via a note on the patient’s folder. This insurance is paid by your employer. If you have a problem so severe that it affects your ability to perform, please discuss it with the doctor or office manager. A leave of absence is granted by the employer and is defined as an excused absence without pay. Our practice endeavors to satisfy concerns and resolve problems, whatever they may be. Do not operate defective equipment. Employees will be sent home without pay to correct any type of appearance that is inappropriate. To not disclose or permit to be disclosed any of this information to any person or entity. Use the templates to guide you through the process of writing a policy and procedure manual using the sample policies as starting points. Therefore, absences of short-term duration, disabilities of relatively long duration and tardiness are unacceptable and constitute an unsatisfactory work record. 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. Education (courses completed and other training or skills required), Person(s) to Notify in Case of an Emergency. Social media policies are relatively new but significant additions to employee office manuals. It is actually compliant with the existing local, state, or national law. 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. Download sample office policies related to patient payment, patient dismissal, and more. take time off and be charged with earned vacation, unused holidays, or time off that was earned but not used. Each dental office should have clear policies and procedures that reflect the dental office … No outside agency, inspector, visitor, inquirer, salesperson or ex-employee may enter the operatories or office from the reception area without permission. Expenses must be authorized in advance, and an itemized claim must be submitted for payment. T-shirts, blue jeans, sandals, open-toed shoes and shorts are unacceptable. The ODT gives you more control over an Office installation: you can define which products and languages are installed, how those products should be updated, and whether or not to display the install experience to your users. The employee classifications are: PROBLEMS AND CONCERNS: RESOLUTION PROCEDURE. If that is not possible, the election code allows up to two hours’ time off, without loss of pay, for statewide elections. Regular full-time staff and specified regular part-time staff get an annual paid vacation. 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. These deductions include state and federal income tax and social security tax (FICA). Examples of policies that all employees should abide by are: Attendance. So if you value the company name, no matter how much you might be loving animals it is advisable to give this policy of bringing pets to the office… ConvergePoint is committed to helping organizations improve their policy and contract processes — not only through our compliance management software, but also by offering free tools and guides. Thanksgiving Day, the Fourth Thursday in November, The Day after Thanksgiving, the Fourth Friday in November, equivalent position for which qualified, or. The practice is committed to providing a work environment free of discrimination. Always consult with a good employment attorney before implementing your policies to make sure that they conform with the laws of your area. See examples of Office policy. Most of the work happens before you ever begin to write. As a healthcare facility in the community, we want to set an example of sound health awareness and conduct. If at any time you have a question, just ask; we’re here to help. If you are injured while working, notify the doctor immediately, regardless of how minor the injury may be. So we can keep our records updated, please report any of the following changes as they occur: In an emergency, an updated file will speed efforts in locating the proper parties to be notified. Office Policy Samples. POLICY AND PROCEDURE: OFFICE SECURITY Policy Statement The Council recognises its responsibility to provide for staff (which for the purposes of this policy includes external occupiers staff1), volunteers, councillors and visitors to its Civic Office a safe Office procedures are the accepted standard for doing business within a specific workplace. All written, oral or informal requests for information about employees or former employees are referred immediately to the manager/administrator. No pay will be given for time not worked. Sick pay benefits will be paid for the times that you would normally be scheduled to work. Be sure to check in and out on your attendance card. Salary adjustments are not necessarily made at the time of the performance evaluation. No personal long distance or toll calls are to be charged to the employer’s telephone without permission. 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. On the other hand, when the employee is at fault, such as resigning voluntarily or is being discharged for unprofessional conduct, unemployment eligibility is lost. Staff members are required to take their earned vacation time in the year after which it has been earned. Let us know in advance when you plan to return to work after an illness, so we can adjust the schedule. Safety glasses must be worn in all applicable and requisite situations. The employee or his/her spouse becomes blind. This example policy is intended to be a guideline only and has been provided for general advice and education only. Animals may pose a threat of infection … You can adjust this sample office policy to conform to federal, state, and local laws. © 2020 The Practice Solution | Privacy Policy | Website Disclaimer | Custom Web Design by Studio98, Real Office Policy Examples and Checklist. The group naming policy consists of the following features: Prefix-Suffix naming policy: You can use prefixes or suffixes to define the naming convention of groups (for example: "US_My Group_Engineering").The prefixes/suffixes can either be fixed strings or user attributes like [Department] that will get substituted based on the user who is creating the group. 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. This gives both of us a chance to determine where improvement or assistance and training is needed. Non-Exempt Employees: such employees are required to be paid at least minimum wage and overtime. 1 Main Street, New Cityland, CA 91010. PDF; Size: 1.54 MB. More from this Section. These performance evaluations are vital for future planning, and they provide fair, timely and objective measurement of performance in light of job requirements. Prioritizing the proper posture can help prevent most workplace injuries and reduce the impact of repetitive movements.. You can do this by adjusting certain tools that you use in the office. a) Setting A Mission. 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. 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. 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