Salary adjustments are not necessarily made at the time of the performance evaluation. All vacations will be approved at the convenience of the office so that continuous patient/client care is assured. Each employee will receive two copies of Form W-2 showing income taxes and social security taxes withheld for the year by January 31 of the following year. 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. Topics: Making health and safety work for your business; This example shows how a small business might complete a health and safety policy. Get helpful hints on plans for your home, professional service, retail, or other business. When you have good policies known and understood by all staff, you get an effective and efficient team that coordinates and cooperates at a high level. Exempt Employees: this covers staff who qualify under the Fair labor Standards Act as being exempt from overtime because they qualify as executive or professional employees. Here are the benefits of using policy and procedure templates. We expect you to devote your full efforts to the interests of the practice during your working hours. Free examples of Employee Computer Use Policies for use in your office. For sanitary reasons, nails must be short. Because our practice guidance specialists speak with dozens of doctors weekly, we might need to schedule a different date. No personal long distance or toll calls are to be charged to the employer’s telephone without permission. Occasionally, office requirements may make it necessary for employees to work beyond scheduled work hours. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing benefit and insurance claims. Your employee records file contains your work and salary history, performance evaluations, job descriptions and miscellaneous data. Remember that your suggestions are welcome. Personal emergencies may qualify for sick leave if approved by management. Remember, your suggestions are welcome. If you have to go out of the office or the building on personal business during your scheduled hours, first, get permission. Inappropriate appearance and dress, i.e., a pierced nose, eyebrows, tongue or lips, will not be tolerated. 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. 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. 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. We may opt to bond certain employees with specific or sensitive responsibilities within the office. As required, you may be asked to attend continuing education classes to hone your skills. 1. For women, short or shoulder-length hair is preferred. This may include immediate dismissal and referral to law enforcement officials. Check the posted information for the name of the insurance carrier and the expiration date of the present insurance coverage. 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. If you are absent from work for two days and fail to contact your employer, you may be released for job abandonment. 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. I would like to receive a personalized no-cost practice guidance on this topic (highly recommended). Serious injuries, illnesses, or deaths must be reported to the Division of Industrial Safety. This practice is committed to providing a work environment free of discrimination. Time not worked but paid for, such as vacation, holidays and sick leave will not rate or count for overtime calculation purposes. An employee who displays unusual or bizarre behavior that could be attributable to alcohol or chemical substance abuse may be required to undergo a medical examination, including urinalysis, to determine if he or she is suffering from alcoholism or drug use. Keeping up-to-date professionally is a benefit all the way around – for you, the practice, and of course, the patient/clients. We encourage you to learn all you can about our profession. This policy prohibits harassment in any form, including verbal, physical and sexual harassment. The employee classifications are: PROBLEMS AND CONCERNS: RESOLUTION PROCEDURE. The spouse for whom the employee had been claiming an exemption is divorced or legally separated or claims his/her own exemption on a separate certificate. You are responsible for any personal belongings that you bring to the office. Wages are based upon an hourly rate, a daily rate, or a monthly salary and paid according to the posted “Payday Notice.”. Never allow another employee to enter your time for you. The program is not directly related to the employee’s job and is attended outside of normal working hours. Regular full-time staff and specified regular part-time staff get an annual paid vacation. In this example, the student is taking the course following the revised policy… For example, when a user signs into Office on a device for the first time, a check is immediately made to see if there is a policy configuration that pertains to the user. Once you have the official approval, you can consider your policy process officially sanctioned. 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. 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. Staff members who are asked to leave immediately will be paid their regular salary in lieu of work. Let us know in advance when you plan to return to work after an illness, so we can adjust the schedule. Information is an asset which, like other important business assets, has value to XXX and consequently needs to be suitably protected. From a legal standpoint, however, when a patient/client has a medical question, it is best to inform the person that you will relay the question to the doctor, and then get back to them with the answer to their questions. – only with the staff member’s specific and prior approval in writing. 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. 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 “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. organizational chart. Drafting official policies and procedures is easier when you have a ready-made template at your service. 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. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. Vacation pay will be paid to staff who are retired for reasons of age or disability or to the estate of a deceased employee. Overtime, changes or omissions on the attendance card must be authorized by the office manager and initialed. Arriving late or leaving early for the work day, breaks or meal periods are considered unprofessional conduct and could result in disciplinary action, including discharge. 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. Use the templates to guide you through the process of writing a policy and procedure manual using the sample policies as starting points. Non-Exempt Employees: employees not exempt from minimum wage, overtime and time card provisions of the Fair Labor Standards Act do receive overtime pay. Staff members are encouraged to leave problems at home rather than bringing them to work, but at times this may be unavoidable. Precautionary measures are sometimes taken to ensure adequate protection of property, personnel, assets, etc. 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. We urge you to go to the polls before or after regular working hours. Take a look to see the recommended sample policies that don't sap employee spirits and steal their lives and private time. 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. The office telephones are intended for business use, so please refrain from making or receiving personal calls. It is an example of what our 400 page Office Policy and Job Description Manual contains. 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. We will advise you of the time for your scheduled review at least three days in advance. Non-Exempt Employees: such employees are required to be paid at least minimum wage and overtime. Staff members who fail to return to work on the scheduled work day will be presumed to have resigned employment voluntarily. Any employee who is determined to be in violation of this policy will be subject to disciplinary action. Using the Campus Network to gain unauthorized access to any computer systems. Below are some sample policies about the subjects suggested previously. Obtaining a password for a computer account without the consent of the account owner. Any earned and unused vacation time must be taken prior to the beginning of a leave of absence. See examples of Office policy. If any employee’s earnings stop because of death, disability or retirement, then the employee and his or her family may be eligible for partial placement of earnings. Non-exempt employees are entitled to overtime pay whenever they perform overtime work. Office staff are required to wear business attire or a uniform as designated above. The “terms of at-will employment agreement” is not to be considered as creating a contractual relationship between the employee and the employer. Visible tattoos, dyeing of hair in wild colors, etc. Ask management for details. There are no exceptions unless it is for an extreme emergency. As an employee of the practice, you are covered under the Federal Social Security Law (FICA). Expenses must be authorized in advance, and an itemized claim must be submitted for payment. They could be working conditions, policies, alleged discrimination or anything else that threatens a productive work environment. However, we recognize that the decision to smoke or not to smoke is a personal one. Open or break a window for air and call for help; do not panic or jump. 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. Overtime must be authorized in advance or as soon thereafter as possible. To be eligible for holiday pay, the staff member must be at work (or on an excused absence) the day immediately before the holiday and the day immediately after unless approved by management. Written office policies help to: prevent misunderstanding and lack of communication; eliminate hasty, unrefined decisions in personnel matters; ensure uniformity and fairness throughout the practice; and establish the basic agreements that everyone in the office operates on. EXAMPLE 1: First and second course attempt occurred before the Repeat Policy was revised Fall 2017 Student below is an undergraduate student repeating a course that was previously repeated under the old repeat rule. State and federal payroll taxes will be withheld from your paycheck in accordance with the law. If your employment is terminated, you may be eligible to receive unemployment insurance. The following policies are designed to provide working guidelines for all of us. Avoid outside business or gainful activities that could divert your time, interest or talents away from the satisfactory accomplishment of your responsibilities. Our practice is open to change. Do not make duplicate office keys. Making a business or company policy is a vital thing to run a business or company and its functions smoothly. Our practice classifies employees according to specific terms and definitions. We do not pay wages or salaries in advance. Men are to be clean-shaven or wear neatly trimmed mustaches, beards and sideburns. The Office Deployment Tool (ODT) is a command-line tool that you can use to download and deploy Microsoft 365 Apps to your client computers. We strongly The practice is committed to providing a work environment free of discrimination. To release personal information about other staff members – telephone number, address, etc. 3. Education (courses completed and other training or skills required), Person(s) to Notify in Case of an Emergency. File Format. If your workday is more than six hours, you’ll receive a paid working meal period if the nature of the work makes it impossible for you to be released for a lunch. Compliance with Policies. Feel free to copy and adapt this to your office. All elapsed time, from the moment you actually begin your duties until the end of the work day (except for time spent at lunch or dinner), is time worked. 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. Examples of misuse include, but are not limited to, the activities in the following list. Nails are to be manicured and of a length that does not interfere with your duties. Should you be called to serve on jury duty or as a witness, please tell us right away. Be sure to keep work areas neat and tidy and to correct or report any conditions that detract from the professional image that we want to convey. These classifications are important for any employer to know because they affect the type of working hours, pay, benefits and bonuses that various employees are eligible for. The Internet Usage Policy is an important document that must be signed by all employees upon starting work. This worked example can be used as a guide when thinking about what you need to include in your own policy. It’s important to quickly identify and remedy potential ergonomic hazards in your office. Administrative and Office Policy and Procedure Templates Explore the admin related procedure templates available on Way We Do to add to your online manuals. The Master Office Policy Manual is the property of the practice. The employee brings the problem to the office manager (or immediate supervisor) within 10 days of the occurrence. The policy should be on public display and on your company website. The office manager will attempt to mitigate the situation. If so, we will update you as soon as possible by email. You will not accumulate seniority nor be eligible for benefits. Each dental office should have clear policies and procedures that reflect the dental office … An employee must obtain approval from the office manager before leaving the office for personal reasons. Policy brief & purpose. provides incentive to encourage each individual to strive for improved performance. Emergency pay advances are always considered early payments of wages for future work performed and are not to be considered a loan made to the employee from the employer. But we expect all employees to follow our code of conduct. evidence that you have completed the course. This example policy is intended to be a guideline only and has been provided for general advice and education only. Keep exit doors and electrical panels unlocked. In some cases, the expenses may be shared upon mutual agreement between the doctor and staff. Another is done after 12 months of employment. Severance pay will not be awarded, and the resignation will be treated as voluntary. If you are unable to report to work, you must notify the doctor as soon as you are aware of the situation. Overtime hours must be authorized by the office manager or owner in advance of extra hours worked or as soon as possible thereafter. Then, check in and out on your attendance record. We will investigate and take appropriate action. Wages will not be paid while on jury duty. After two years, you will receive ten vacation days. If the leave of absence is not subject to government regulation, the doctor does not guarantee that the staff member will be reinstated. Clean and orderly surroundings have a positive bearing on staff morale and productivity. We firmly believe educational development is important to the practice. The Master Manual is kept in an appointed place in the office. This gives both of us an opportunity to prepare so that areas of mutual concern can be addressed. 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. You can expect understanding and help toward finding a solution that we hope will be in everyone’s best interest. Employees will be sent home without pay to correct any type of appearance that is inappropriate. We want as many people as possible to be able to use those documents. 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. Manager John Daly employs 22 people – a mixture of office-based staff and engineers who work remotely. Examples of Misuse. Any employee who believes he or she has been harassed by a co-worker, manager or agent of the practice is to immediately report any such incident to the office manager or next highest authority. The Home Office publishes documents in a range of formats, including: PDF, Word, Excel, CSV, ODT and ODS. enrolled in the office benefit plan (if applicable). You are responsible for laundering and maintaining your uniforms. Example 1 (For presidential policies): The purpose of this Staff members called for jury duty will be given a Leave of Absence. When the doctor is out of the office and when normal office hours are maintained, office coverage must be assured. Health and Safety Policy Example Our Mission The Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs (R/PPR) provides long-term strategic planning and performance measurement capability for public diplomacy and public affairs programs. Download sample office policies related to patient payment, patient dismissal, and more. The amount to be advanced will not exceed one week’s wages. Whichever direction it comes from, it could present problems for the business and could be considered unethical. If, however, an employee requests a form before the January 31 deadline, it will be given within 30 days of the request or within 30 days of the final payment of wages, whichever comes later. Patients/clients are favorably impressed and attracted to an office that looks professional and well-maintained. IT policies and procedures ensure the business meets meet legal, regulatory, and statutory requirements. Always strive to leave your own distractions and problems at home. recommendations for items you would like to see implemented in the practice. Make sure you know the exact rules and regulations on this before you exempt anyone from overtime. The law requires us to maintain certain employee records. If at any time you have a question, just ask; we’re here to help. Most companies use Microsoft Office, Active Directory and Outlook so we’ve put together a handy policy and procedure Word template for your use. Employees who handle confidential information are responsible for its security. To continue to keep any information inviolate, even after termination of employment with the office. We also suggest that you check with your attorney on proper policy in this area.]. Incorporate a review of your policy during staff, contractor and supplier meetings and include in corporate communications. Understand that the first step is to make certain that you have the commitment of your senior leaders and managers. No pay will be given for time not worked. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both doctor and staff. Therefore, any use, sale, purchase, transfer or possession of any illegal or non-prescription drug is prohibited at any time. 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. It keeps your workers safe, your equipment secure, and your confidential information, well, confidential. Then, check in and out on your attendance sheet or time card. Failure to give advance notice may void the claim for benefits. A staff member who accepts employment elsewhere while on maternity leave will be terminated without notice as of the last date of employment. If such a situation should present itself, it is the responsibility of the employee to discuss the situation with the doctor and/or office manager to determine the most appropriate method for dealing with the situation to ensure that no poor light is shed on the 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. We think you will agree that neat, clean and tasteful clothing is the best choice for a medical office. It may or may not conform to all laws (federal, state, and local), rules, and regulations. Non-employees are prohibited from trespassing, soliciting or distributing literature on office property. 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. Staff members may exchange hours with another employee, providing they have prior authorization and that the exchange involves no overtime for either employee. Park in the designated areas and lock your car. Sick pay benefits will be paid for the times that you would normally be scheduled to work. Our close contact with patients and/or clients makes it all the more important that everyone pays particular attention to personal and oral hygiene. pearsonhighered.com. Create a professional business plan starting with a free Office business plan template. The length of your vacation is based on the length of your continuous service with the office. It is an example of what our 400 page Office Policy and Job Description Manual contains. This policy applies to work outside of the office for one or more days a week on a routine basis. Welcome to our practice. Immediate family includes father, mother, sister, brother, wife, husband, son, daughter, father-in-law or mother-in-law. Negative comments should also be relayed, as the comment may be a signal about a misunderstanding or a problem that should be addressed. 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