Visible tattoos, dyeing of hair in wild colors, etc. Length of Continuous Service Vacation Benefit. This gives both of us a chance to determine where improvement or assistance and training is needed. It is the foundation of education, training and correction in your office and can make the difference between a well oiled machine and a machine that is constantly having problems and is in need of repairs. By establishing this policy for all reference requests, we ensure that any and all information we release is accurate, authorized and representative of the practice’s position. Wages are based upon an hourly rate, a daily rate, or a monthly salary and paid according to the posted “Payday Notice.”. Upon satisfactory completion of the Orientation and Training Period, you are: New employees will receive one written evaluation of their job performance during the first 90 days of employment. Conflicting requests will be decided in favor of the person with the most seniority. Information is an asset which, like other important business assets, has value to XXX and consequently needs to be suitably protected. 9+ Case Brief Examples; Media Relations Policy Examples; Even if there are variations when it comes to the information that you can see in this document, all policy briefs are expected to provide solution propositions that can help a community or a group address problems and issues that are well-defined and properly specified. We conduct two evaluations of a new employee during the first year. After writing, your documents should be reviewed, validated, and approved. Record any time spent receiving medical treatment as personal time off, not as hours worked. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing insurance and benefit claims. Customize this workplace romance policy based on your company’s attitude toward office dating. Complete the sample registration form to download a security policy MS Word file. The office is not responsible for damage or theft to automobiles or personal property. The law requires us to maintain certain employee records. The length of your vacation is based on the length of your continuous service with the office. Policy Statement Examples Example 1 (For presidential policies) : The purpose of this University Policy is to clarify rulemaking procedures from the Office of the President, and the procedure for the development, review and approval of policies initiated at other levels or by other bodies in the University. No personal long distance or toll calls are to be charged to the employer’s telephone without permission. Then, check in and out on your attendance record. Non-Exempt Employees: employees not exempt from minimum wage, overtime and time card provisions of the Fair Labor Standards Act do receive overtime pay. pearsonhighered.com. 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. 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. Attendance will not be counted as hours worked when: All staff members eligible for holiday pay will receive an amount equivalent to the straight-time pay for their normally scheduled number of hours if the holiday occurs on a regular working day. Our practice is open to change. This coronavirus (COVID-19) company policy is susceptible to changes with the introduction of additional governmental guidelines. Failure to give advance notice may void the claim for benefits. This policy prohibits harassment in any form, including verbal, physical and sexual harassment. take time off and be charged with earned vacation, unused holidays, or time off that was earned but not used. Salary adjustments are not necessarily made at the time of the performance evaluation. Such standards may vary depending on the industry, workload, geographic location, professionalism of the office or size of the company. To meet these challenges the practice reserves the right, with or without notice, to change, amend or delete any of the policies, terms, conditions and language presented in this manual. A Form W-4 remains in effect until a new, amended form is submitted. Be sure to check in and out on your attendance card. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both doctor and staff. Examples of policies that all employees should abide by are: Attendance. Regular full-time staff and specified regular part-time staff get an annual paid vacation. maintain and improve job satisfaction by letting staff members know that we are interested in their job progress and personal development; serve as a systematic guide to recognize needs for further training and progress planning; assure a factual, objective analysis of an employee’s performance vs. job requirements; help place employees in positions within the practice that best utilize their talents and capabilities; provide an opportunity to discuss job problems or other job-related interests; serve as an aid in salary administration; provide a basis for coordinating goals and objectives – the employee’s and the practice’s; and. Arriving early, leaving late, or preliminary time spent in grooming, changing clothes or attending to personal matters, none of these activities is considered time worked. Therefore, it is important that you consult with an attorney who is familiar with the employment laws in your state before implementing this type of information. We want as many people as possible to be able to use those documents. Social media policies are relatively new but significant additions to employee office manuals. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. you are familiar with the right procedure for their use. Policy and procedure templates play a critical role in the efficient running of staff and company. Therefore, absences of short-term duration, disabilities of relatively long duration and tardiness are unacceptable and constitute an unsatisfactory work record. Making a business or company policy is a vital thing to run a business or company and its functions smoothly. If a paid holiday falls on your scheduled vacation period, you will be given an additional day off with pay or paid for the day at regular wages. An Orientation and Training Program is conducted for all new employees. The employee’s benefits may be discontinued during this time. Then, check in and out on your attendance sheet or time card. Just notify the office manager whenever problems are encountered and wherever you think improvements can be made. 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. organizational chart. Personal emergencies may qualify for sick leave if approved by management. We do not pay wages or salaries in advance. 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. Check the posted information for the name of the insurance carrier and the expiration date of the present insurance coverage. Any employee who is determined to be in violation of this policy will be subject to disciplinary action. This practice maintains a salary administration program which: Your wages will be reviewed at least once a year. Because our practice guidance specialists speak with dozens of doctors weekly, we might need to schedule a different date. assure uniformity and fairness throughout the practice. 3. Therefore, any use, sale, purchase, transfer or possession of any illegal or non-prescription drug is prohibited at any time. Free examples of Employee Computer Use Policies for use in your office. No seniority is accrued while on an unpaid leave of absence. You may leave of your own volition or be dismissed without notice during this time. provides for payment of salaries comparable to those paid for similar positions and services in the community; allows for differences in individual ability, knowledge and skill; and. Wages and benefits are discontinued during the leave of absence. 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. If you are released from jury duty before the end of the workday, you are expected to return to work for the balance of the day. Being under the influence of any drug or alcoholic beverage on the job poses serious risks to the health and safety of the patients and fellow employees. . Ask management for details. The office manager and the doctor conduct the review. Your attendance at meetings, lectures and training programs will be counted as hours worked, and wages will be paid when such sessions are conducted during your normal work schedule. Sometimes a patient/client would like to date a staff member and sometimes it is the other way around. Inappropriate appearance and dress, i.e., a pierced nose, eyebrows, tongue or lips, will not be tolerated. office of inspector general's administrative policies and procedures. File Format. Such leaves are discouraged and restricted to the following types of absence: Accrued sick leave benefits are to be used before the leave of absence begins. If you have to go out of the office or the building on personal business during your scheduled hours, first, get permission. Immediate family includes father, mother, sister, brother, wife, husband, son, daughter, father-in-law or mother-in-law. They could be working conditions, policies, alleged discrimination or anything else that threatens a productive work environment. Topics: Making health and safety work for your business; This example shows how a small business might complete a health and safety policy. prevent misunderstanding and lack of communication; eliminate hasty, unrefined decisions in personnel matters; and. Exempt Employees: employees exempt from the minimum wage, overtime and time card overtime provision of the Fair Labor Standards Act do not receive overtime pay. Always consult with a good employment attorney before implementing your policies to make sure that they conform with the laws of your area. Some examples of office policies for your small business relate to workplace safety, information security, recruitment and separation, employee benefits and job attendance. Some expenses to be considered are: To be reimbursed for expenses, submit within 30 days of the course completion date: Staff members receive regular pay for courses attended on normal working days, as agreed upon in advance. inability to perform satisfactorily the duties of the position. To not disclose or permit to be disclosed any of this information to any person or entity. Wages will not be paid while on jury duty. Using the Campus Network to gain unauthorized access to any computer systems. It is an example of what our 400 page Office Policy and Job Description Manual contains. . Examples of Misuse. Distribution or posting of literature on office property requires special permission. 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. The policy does not apply to temporary or occasional work arrangements such as dependent care, inclement weather, recovery from illness, caring for an ill family member, or instances where an employee is assigned to work from home. Health and Safety Policy Example Severance pay will not be awarded, and the resignation will be treated as voluntary. Office of Policy, Planning, and Resources. 1 Main Street, New Cityland, CA 91010. This handbook was created to assist you in developing policies and procedures to ensure the effective and efficient management of your programs and organization. Eligible regular part­-time staff members receive sick time relative to the number of hours worked by regular full-time staff. It doesn’t matter if you accept insurance or manage your practice with private payments, there needs to be a written fee structure and a policy that includes payment and collections. Non-Exempt Employees: such employees are required to be paid at least minimum wage and overtime. We think you will agree that neat, clean and tasteful clothing is the best choice for a medical office. Do not climb on or into any shelving or fixtures. This policy describes how this office collects, protects and discloses the personal information of patients and the rights of patients with respect to their personal information. A maternity leave may be combined with a pregnancy disability leave to a maximum of four months. Chapter 11 Office Policies and Procedures 223 Typically, medical offices will have a supply of brochures or pamphlets that pertain to the type of care or type of patient seen in that practice. 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. Administrative and Office Policy and Procedure Templates Explore the admin related procedure templates available on Way We Do to add to your online manuals. Financial Accounting and Reporting (FAR), within the Office of the Controller, is responsible for maintaining this policy and for answering questions regarding the policy. . Expenses must be authorized in advance, and an itemized claim must be submitted for payment. You are encouraged to refer your friends and relatives to our office. Vacation pay for full and specified part-time staff members is at the regular pay rate. Practice Transition Readiness Assessment®, Seven Keys for Effective Practice Management. Keeping up-to-date professionally is a benefit all the way around – for you, the practice, and of course, the patient/clients. 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. [As harassment is a big legal issue in today’s world, we also suggest to all practice owners that a more extensive policy be written that further defines the types of harassment and the exact steps to follow should it occur. To see your file or make copies of its contents (with the exception of reference given prior to employment), you will need to give the office a written request. In some cases, the expenses may be shared upon mutual agreement between the doctor and staff. Take a look to see the recommended sample policies that don't sap employee spirits and steal their lives and private time. Policy brief & purpose. Please give us at least two working days’ notice that you will need the time off, which may be scheduled at the beginning or end of your working hours. (Save the large, jangling “fun stuff” for your days off.). Never allow another employee to enter your time for you. These sample office financial policies can be used and/or adapted to meet the needs of your practice. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both the owner and staff. a) Setting A Mission. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. If you are unable to return to work even though your accrued sick pay eligibility has expired, you must request a leave of absence for extended illness. Advances that have not been repaid earlier will be considered part of an employee’s final wages upon separation from employment. Date published: 22 December 2015. In the event of an emergency, you will be contacted immediately. Negative comments should also be relayed, as the comment may be a signal about a misunderstanding or a problem that should be addressed. Should you be called to serve on jury duty or as a witness, please tell us right away. Regular full-time staff members earn six days of paid sick leave within a consecutive 12-month period. 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. 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. Non-employees are prohibited from trespassing, soliciting or distributing literature on office property. Staff members who fail to return to work on the scheduled work day will be presumed to have resigned employment voluntarily. Just notify the office manager whenever problems are encountered, and wherever you think improvements can be made. Technically certified office staff are responsible for maintaining valid licensing by attending the necessary number of continuing education courses required for recertification. New employees begin to earn vacation pay at the end of the Orientation and Training Period. Overtime, changes or omissions on the attendance card must be authorized by the office manager and initialed. . provides incentive to encourage each individual to strive for improved performance. This policy of allowing employees to use Internet resources during non-work periods is similar to the policy of allowing staff to use library resources on personal time. You are responsible for laundering and maintaining your uniforms. 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. Remember, your suggestions are welcome. After two years, you will receive ten vacation days. Any employee who violates this confidentiality and disclosure policy is subject to disciplinary action up to and including discharge, and in extreme cases, legal action. These performance evaluations are vital for future planning, and they provide fair, timely and objective measurement of performance in light of job requirements. We will pay the expenses for mutually agreed upon courses. We have established a procedure for evaluating job performance on a regular basis. Read on to learn more. Our goal is to provide a completely safe workplace. 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. Office procedures are important if you want to run things smoothly in a professional environment, whether it is a legal firm, doctor’s office or government facility. You can count on us to keep it private, and we expect you to do the same. No pay will be given for time not worked. Understand that the first step is to make certain that you have the commitment of your senior leaders and managers. A good example would be if you have a particular set of policies regarding an employee’s salary, then it’s best to place them under a category that’s labeled as “Pay”. Receive a one-hour consultation to help you implement correct office policy and receive our Practice Owners Job Description manual both for FREE by filling out the form (Highly Recommended). Below you will find an example of a general office policy for a medical practice, including Dentists, Veterinarians and Optometrists. This coronavirus policy applies to all of our employees who physically work in our office(s). If you see an unsafe or hazardous condition, report it immediately. It is an example of what our 400 page Office Policy and Job Description Manual contains. For women, short or shoulder-length hair is preferred. The employee or his/her spouse will reach age 65 on or before January 1 of the next year. The performance appraisal is designed to: The performance appraisal will address job factors and behaviors that are observable, measurable and specifically related to job performance. To avoid injuries, here are some important precautionary measures. Avoid outside business or gainful activities that could divert your time, interest or talents away from the satisfactory accomplishment of your responsibilities. Education (courses completed and other training or skills required), Person(s) to Notify in Case of an Emergency. These sample office policies and procedures are provided to your office from Physicians Medical Group of San Jose, Inc. In the event a payday falls on a Saturday, Sunday or holiday, you will get your paycheck on the following workday. New employees do not receive holiday benefits until they complete the Orientation and Training Period. Positive comments made by the patients or clients about the improvement of their health, their pet’s health, about the doctor or other staff, or any aspect of the service that they are receiving should be relayed to the doctor. Setting password policy can be complicated and confusing, and this article provides recommendations to make your organization more secure against password attacks. In the event that you will be more than 15 minutes late to work, please call and tell us when you expect to arrive. 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. 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. 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. don’t think of waiting until your first client walks in the door to begin thinking about your office policies and procedures.Do it now! We will investigate and take appropriate action. The amount to be advanced will not exceed one week’s wages. You may, with approval, choose to: To ensure that our patient/clients receive proper treatment, we must have adequate staff to handle the workload. Upon completion of this phase, eligible new employees will receive vacation benefits retroactive to the date of employment. 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 The practice is committed to providing a work environment free of discrimination. Likewise, employees who are exposed to occupational health hazards or suffer a job-connected health injury must report it immediately. Please do this at least one hour before the beginning of the work day, so we can arrange for substitute staff. recommendations for items you would like to see implemented in the practice. All employees are required to wear name tags. acknowledgement and receipt . Examples of Ergonomic Hazards in the Workplace. Once you have the official approval, you can consider your policy process officially sanctioned. 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. Examples of Foreign Policy . Most companies use Microsoft Office, Active Directory and Outlook so we’ve put together a handy policy and procedure Word template for your use. See examples of Office policy. Our close contact with patients and/or clients makes it all the more important that everyone pays particular attention to personal and oral hygiene. Each staff member receives a performance appraisal at least once a year. However, since vacation time is earned in 12-month increments, staff members are not eligible to take vacation time off for time worked in less than a 12-month period. Regardless of how detailed an office filing policy may be, someone needs to be responsible for implementing the policy on a daily basis in order for it to be effective. No vacation time is earned while on a leave of absence. If the entire staff goes on vacation when the doctor does, staff members not eligible for vacation benefits may be required to cover the office during the vacation period. In the event of fire, follow specific procedures for our office: Call the fire department; know the emergency phone number. For example, a pediatrics practice might have educational pamphlets with information on … Real sentences showing how to use Office policy correctly. So, all of us need to stay aware of current policy, and as revisions are made, new pages will be given to the staff to place in their manuals. Just notify the office manager whenever problems are encountered and wherever you think improvements can be made. Payment falls under both office procedures and policies, so it’s important to have a clear working solution for charging and collecting fees in your practice. During absence because of sickness, keep in touch with the office and let us know your progress on a daily basis. We make available to each employee certain information including patients’ and clients’ names, medical history and addresses, communications, files, bills and payment records, office forms or manuals, etc. Any earned sick leave and unused vacation time must be taken prior to the beginning of the leave of absence. Do not discuss the security system or code with any unauthorized person. All employees will be given a copy of all policies for their personal use. I would like to receive a personalized no-cost practice guidance on this topic (highly recommended). New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. You must wear gloves! Employee Code of Conduct. Social media. The above list is not intended to show all of the possibilities that might result in involuntary release from employment. Overtime must be authorized in advance of extra time worked or as soon as possible thereafter. I would like to receive a personalized no-cost practice guidance on this topic, Confidentiality of Records and Information. This includes flirting in any fashion. Each dental office should have clear policies and procedures that reflect the dental office … When possible, staff members receive two weeks’ written notice before termination of employment. Regular Part-Time Employees: this would include staff who work less than the minimum required. For instance, office procedures in … If an employee fails to fill out Form W-4, the employer is required to withhold the maximum amount of tax. This may include immediate dismissal and referral to law enforcement officials. Longer hair must be tied back neatly, so it does not interfere with the performance of duties. Office Policy Manual Bear Fight Institute, Inc. ... No policy is intended as a guarantee of continuity of benefits or rights. Remember that your suggestions are welcome. The Master Manual is kept in an appointed place in the office. 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… No allowance will be made for sickness or other type of absence occurring during the vacation, unless the staff member is hospitalized. When you leave the premises, let us know. Overtime hours must be authorized by the office manager or owner in advance of extra hours worked or as soon as possible thereafter. A staff member voluntarily attends such programs after work hours even though they may be job-related. The Internet Usage Policy is an important document that must be signed by all employees upon starting work. Incorporate a review of your policy during staff, contractor and supplier meetings and include in corporate communications. 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