The employee or his/her spouse will reach age 65 on or before January 1 of the next year. 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. Precautionary measures are sometimes taken to ensure adequate protection of property, personnel, assets, etc. We do not pay wages or salaries in advance. The purpose of an incident management policy is to ensure that all incidents that can affect an organizations’ daily operations are managed using an established process. PDF; Size: 1.54 MB. 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. There are companies whose focus and priority is the workplace health and safety policies from the vast number of policies, like security policies, privacy policies, information technology policies, attendance policies, and social media policies, especially if the nature of the job is risky and hazardous. Inappropriate appearance and dress, i.e., a pierced nose, eyebrows, tongue or lips, will not be tolerated. Employees will be sent home without pay to correct any type of appearance that is inappropriate. This example policy is intended to be a guideline only and has been provided for general advice and education only. The employer assumes no responsibility for staff members who become delinquent in the number of units needed for re-certification and who, as a result, lose their license. Time not worked but paid for, such as vacation, holidays and sick leave will not rate or count for overtime calculation purposes. Check out this Sample Internet Usage Policy that covers the main points of contention dealing with Internet and computer usage. A leave of absence creates inequities since not all staff members can be granted a comparable privilege. Policy and procedure templates help a business owner discover the company’s value, mission, and ambitions. Having your policies separated will help you organize your employee’s company manual as well as keep the sections together. During absence because of sickness, keep in touch with the office and let us know your progress on a daily basis. Post your policy in: • your front office or reception • your boardroom • places where people regularly have meetings • behind a sales counter Any earned sick leave and unused vacation time must be taken prior to the beginning of the leave of absence. Clean and orderly surroundings have a positive bearing on staff morale and productivity. Information is an asset which, like other important business assets, has value to XXX and consequently needs to be suitably protected. 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”. We recognize that even the most dedicated employee can have a dead battery once in a while! 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. jpoig administrative policies and procedures . 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. Examples of policies that all employees should abide by are: Attendance. © 2020 The Practice Solution | Privacy Policy | Website Disclaimer | Custom Web Design by Studio98, Real Office Policy Examples and Checklist. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. It keeps your workers safe, your equipment secure, and your confidential information, well, confidential. This gives both of us a chance to determine where improvement or assistance and training is needed. We encourage all staff to take courses or training to increase their competence in the present job assignment and to prepare for future advancement. 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. Below is a list of items that should be included in any basic office policy or policies: Policy is very important to establish so that the entire group understands the rules and agreements upon which the office operates. Never allow another employee to enter your time for you and vice versa. 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. However, we recognize that the decision to smoke or not to smoke is a personal one. Likewise, employees who are exposed to occupational health hazards or suffer a job-connected health injury must report it immediately. 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. give recognition for superior performance. We will pay the expenses for mutually agreed upon courses. 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. Examples of job-related areas demonstrating greatest strengths and identifying 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. We need to convey an atmosphere of warmth, caring, professionalism, efficiency and competence. 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. To avoid injuries, here are some important precautionary measures. 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. Office of Policy, Planning, and Resources. Complete the sample registration form to download a security policy MS Word file. This practice maintains a salary administration program which: Your wages will be reviewed at least once a year. Our patients/clients come to us because of a desire for quality medical care for themselves and their family members. The employee’s benefits may be discontinued during this time. Customize this workplace romance policy based on your company’s attitude toward office dating. Overtime pay is paid according to the Federal Fair Labor Standards Act and our state’s wage, hours and labor laws. We conduct two evaluations of a new employee during the first year. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. Our practice endeavors to satisfy concerns and resolve problems, whatever they may be. Free examples of Employee Computer Use Policies for use in your office. I would like to receive a personalized no-cost practice guidance on this topic (highly recommended). We may opt to bond certain employees with specific or sensitive responsibilities within 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. 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. 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. Consenting to medical testing may be a requirement for continued employment. Advances that have not been repaid earlier will be considered part of an employee’s final wages upon separation from employment. Most importantly, these policies should let employees know that posting or discussing information about patients, whether on their personal pages or on your practice page, is a HIPAA violation. The amount to be advanced will not exceed one week’s wages. They are confidential and provided and disclosed to the employee solely for use in connection with your employment. Dismissal Letter for Patients With Delinquent Accounts: A leave of absence is granted by the employer and is defined as an excused absence without pay. The law requires us to maintain certain employee records. Staff members called for jury duty will be given a Leave of Absence. Visible tattoos, dyeing of hair in wild colors, etc. Of course, the nature of your visitor policy will depend on the type and size of your office. The length of your vacation is based on the length of your continuous service with the office. Such information must not be discussed away from the premises or within hearing distance of any patient/client or unauthorized person. 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. To determine how often Microsoft 365 passwords expire in your organization, see Set password expiration policy for Microsoft 365. Our goal is to provide a completely safe workplace. Date: December 18, 2015. This policy used to be the Office/Retail policy but this has now been separated into two independent documents. [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. Personal emergencies may qualify for sick leave if approved by management. Repairs are to be made by authorized maintenance personnel. Administrative and Office Policy and Procedure Templates Explore the admin related procedure templates available on Way We Do to add to your online manuals. Anti-discrimination/Equal opportunity. Policies should be easily accessible for OHCW reviewing. If you have to go out of the office or the building on personal business during your scheduled work hours, first, get permission from your supervisor. Staff members may exchange hours with another employee, providing they have prior authorization and that the exchange involves no overtime for either employee. Therefore, absences of short-term duration, disabilities of relatively long duration and tardiness are unacceptable and constitute an unsatisfactory work record. Definitions B.1.1. New employees begin to earn vacation pay at the end of the Orientation and Training Period. 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. We strongly Making a business or company policy is a vital thing to run a business or company and its functions smoothly. Employees who handle confidential information are responsible for its security. assure uniformity and fairness throughout the practice. reclassified as a regular or temporary employee, given seniority retroactive to starting date, and. Distribution or posting of literature on office property requires special permission. Please do this at least one hour before the beginning of the work day, so we can arrange for substitute staff. To continue to keep any information inviolate, even after termination of employment with the office. Chances are that your office is air-conditioned so getting rid of such a stench might not be easy for you and might end up lowering the company name. Your employee records file contains your work and salary history, performance evaluations, job descriptions and miscellaneous data. whatever you do . Financial Accounting and Reporting (FAR), within the Office of the Controller, is responsible for maintaining this policy and for answering questions regarding the policy. All written, oral or informal requests for information about employees or former employees are referred immediately to the manager/administrator. Welcome to our practice. If you are injured while working, notify the doctor immediately, regardless of how minor the injury may be. The above list is not intended to show all of the possibilities that might result in involuntary release from employment. We firmly believe educational development is important to the practice. The practice is committed to providing a work environment free of discrimination. The following policies are designed to provide working guidelines for all of us. 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 “Stocked office supplies” are items of which a quantity is kept at the field office because they are continuously expended and need frequent replacement. 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. We are here to provide a professional service to our patients/clients. Each staff member receives a performance appraisal at least once a year. pearsonhighered.com. Staff members are required to attend such courses during non-scheduled hours and will receive no pay during such attendance. Be sure to check in and out on your attendance card. Examples of misuse include, but are not limited to, the activities in the following list. 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. Once you have the official approval, you can consider your policy process officially sanctioned. 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. Each dental office should have clear policies and procedures that reflect the dental office … Just notify the office manager whenever problems are encountered, and wherever you think improvements can be made. Overtime must be authorized in advance of extra time worked or as soon as possible thereafter. 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. The policy should be on public display and on your company website. Office Supplies and Furniture Policy 01 February, 2010 5 B. Staff members who are asked to leave immediately will be paid their regular salary in lieu of work. is claiming total exemption from withholding and earns more than $200.00 per week, or. This practice is committed to providing a work environment free of discrimination. Stop wasting employee time and payroll dollars. 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. you are familiar with the right procedure for their use. 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. Whether you use the above examples or not, having written office policy is vital to the smooth operation of any practice. Another is done after 12 months of employment. Separations are either voluntary or involuntary. After writing, your documents should be reviewed, validated, and approved. Patients/clients are favorably impressed and attracted to an office that looks professional and well-maintained. This section describes the policy settings that are only available in anti-phishing policies in Microsoft Defender for Office 365. 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. Salary adjustments are not necessarily made at the time of the performance evaluation. Therefore, any use, sale, purchase, transfer or possession of any illegal or non-prescription drug is prohibited at any time. This handbook was created to assist you in developing policies and procedures to ensure the effective and efficient management of your programs and organization. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing insurance and benefit claims. Create a professional business plan starting with a free Office business plan template. Some of these classifications and their accompanying benefits or restrictions can vary from state to state. 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. These performance evaluations are vital for future planning, and they provide fair, timely and objective measurement of performance in light of job requirements. It may or may not conform to all laws (federal, state, and local), rules, and regulations. 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. STAYING HEALTHY PAYS OFF IN MORE WAYS THAN ONE. The Home Office publishes documents in a range of formats, including: PDF, Word, Excel, CSV, ODT and ODS. Examples of Foreign Policy . Ask management for details. Failure to return from vacation on the scheduled date is considered job abandonment and treated as a voluntary termination. After one year, you will receive five vacation days. Policy and procedure templates play a critical role in the efficient running of staff and company. Examples include pens, stationery, toner cartridges, and cleaning supplies. We think you will agree that neat, clean and tasteful clothing is the best choice for a medical office. Policy brief & purpose. These sample office financial policies can be used and/or adapted to meet the needs of your practice. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. If the leave of absence is not subject to government regulation, the doctor does not guarantee that the staff member will be reinstated. Data protection. We encourage you to learn all you can about our profession. 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. Some examples of office policies for your small business relate to workplace safety, information security, recruitment and separation, employee benefits and job attendance. An employee must obtain approval from the office manager before leaving the office for personal reasons. 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. Keeping up-to-date professionally is a benefit all the way around – for you, the practice, and of course, the patient/clients. In some cases, the expenses may be shared upon mutual agreement between the doctor and staff. The office manager will attempt to mitigate the situation. File Format. Staff members may be required to take their vacation while the doctor is on vacation. Thanksgiving Day, the Fourth Thursday in November, The Day after Thanksgiving, the Fourth Friday in November, equivalent position for which qualified, or. The attendance sheet and/or time card is a legal document and must not be destroyed, defaced or removed from the premises. Social media policies are relatively new but significant additions to employee office manuals. New employees do not receive holiday benefits until they complete the Orientation and Training Period. If the employee is not satisfied, the employee takes the problem in writing within the ensuing five days to the employer, who will investigate the circumstances and subsequently return a decision to the employee within five more days. If you are unable to report to work, you must notify the doctor as soon as you are aware of the situation. If you are absent from work for two days and fail to contact your employer, you may be released for job abandonment. 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 expect you to devote your full efforts to the interests of the practice during your working hours. Let us know in advance when you plan to return to work after an illness, so we can adjust the schedule. Record any time spent receiving medical treatment as personal time off, not as hours worked. Practice Transition Readiness Assessment®, Seven Keys for Effective Practice Management. enrolled in the office benefit plan (if applicable). All staff members are expected to be ready to begin duties on schedule. The number of hours in a day for sick leave calculation purposes are equal to the hours worked in a regular workday. Real sentences showing how to use Office policy correctly. 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. In keeping with this objective, [company] does not permit employees to bring their household pets to work. Staff members are encouraged to leave problems at home rather than bringing them to work, but at times this may be unavoidable. 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