Creating and Updating an Employee Policy Manual: Policies for Your Practice. American Dental Association

Employment Opportunity

       Employees with Disabilities

       Acknowledgement of Receipt

       Office Schedule

       Office Appearance

       Employee Rest Area

       Personal Belongings

       Parking Regulations

       Dentist Absence/Office Closure

       Office Closure Due to Inclement Weather or Uninhabitable Facilities

       Summary

      Chapter 2.

      Office Policies

      Learning Objectives

      • Write a manual introduction and description

      • Understand the importance of a practice history and mission statement

      • Develop and manage an office schedule

      • Create policies for maintaining communal spaces

      • Describe various types of office closures and how to handle them

      Developing clear and concise office policies now will save time, money and aggravation in the future. This chapter outlines some basic office policies and procedures you may want to implement. This chapter is by no means exhaustive, and you may wish to consult an attorney to discuss your own personal office policies and procedures.

      Employee Welcome

      The first section of your employee policy manual may include a welcome to the new employee, a description of the employee policy manual, and a mission statement for your practice. This chapter provides sample text for each of these topics, and more.

      A “welcome breakfast,” a tour of the office, an invitation to lunch, and words of welcome from each staff member are just some ideas to help your new employee feel like a part of the team.

       FIGURE 2.1

      Manual Introduction and Description

      A brief introduction of the employee policy manual is a good place to state the manual’s purpose, scope and limitations.

       FIGURE 2.2

      Practice History and Description

      Providing a brief history or overview of your dental practice in the employee policy manual can help your employees feel more like a part of your team — even if they weren’t there from the very beginning.

      Practice histories come in various styles and lengths. Yours can be as general or as personal as you would like it to be. The most important aspect is to highlight the key events and accomplishments of your practice in clear, simple language. You may even consider posting this history on your practice website.

      Here is a sample practice history:

       FIGURE 2.3

      Mission Statement

      A mission statement is a “thumbnail sketch” of your practice. It directs team members toward the same philosophy, vision and purpose for the practice. In writing one for your practice, think about the following questions:

      • What are the primary goals of your practice?

      • What about your practice is different from other practices in the area?

      • What aspect of your practice makes you most proud?

      As with practice histories, mission statements can be brief and to the point, or longer and more detailed. Below is a sample mission statement:

       FIGURE 2.4

      Diversity

      The diversity of the American population continues to increase. Chances are that your patients and your employees are also more culturally diverse. Your dental office environment should embrace the commitment to honor diversity, for cross-cultural communication is more important now than ever.

       SAMPLE POLICY #1

      DIVERSITY

       This practice values cultural diversity and other differences. It fosters an environment in which our dental team can work together to achieve organizational goals. We also recognize each team member’s unique developmental needs and provide opportunities that maximize each employee’s capabilities. This practice does not tolerate discrimination, and employment and promotional decisions will not be based on race, sex, sexual orientation, age, religion or other protected characteristics.

      Nondiscrimination/Equal Opportunity Employment

      Discrimination is against the law. It is every staff member’s responsibility to maintain a fair and tolerant work environment, and to comply with the appropriate local, state, and federal laws.

       SAMPLE POLICY #2

      NONDISCRIMINATION/EQUAL OPPORTUNITY EMPLOYMENT

       This practice prohibits discrimination against patients, employees, and employment applicants on the bases of race, color, national origin, age, disability, sex, gender identity, religion, political beliefs, marital status, familial or parental status, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under local, state, or federal law.

       This practice is an equal opportunity employer in all its activities, including, but not limited to, recruitment, hiring, compensation, promotion, and termination. We provide equal employment opportunities to all employees and applicants for employment. We comply with local, state and federal laws that govern nondiscrimination. Not adhering to nondiscrimination policies may result in discipline up to and including termination.

      Employees with Disabilities

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