Regular full-time staff and specified regular part-time staff get an annual paid vacation. PDF; Size: 1.54 MB. organizational chart. Never act indifferently. We will advise you of the time for your scheduled review at least three days in advance. The support of a dependent for whom the employee claimed exemptions is taken over by someone else or no longer furnishes more than half the support for the year. Wages will not be paid while on jury duty. Office procedures are the accepted standard for doing business within a specific workplace. Home: (555) 322-7337. example-email@example.com We are here to provide a professional service to our patients/clients. They are confidential and provided and disclosed to the employee solely for use in connection with your employment. Overtime, changes or omissions on the attendance card must be authorized by the office manager and initialed. This practice maintains a salary administration program which: Your wages will be reviewed at least once a year. If you are trapped in the office, keep the doors closed and seal any cracks (with wet towels if possible). Stop wasting employee time and payroll dollars. Policies should be easily accessible for OHCW reviewing. In the event that you will be more than 15 minutes late to work, please call and tell us when you expect to arrive. Record any time spent receiving medical treatment as personal time off, not as hours worked. Financial Accounting and Reporting (FAR), within the Office of the Controller, is responsible for maintaining this policy and for answering questions regarding the policy. 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. However, we recognize that the decision to smoke or not to smoke is a personal one. “Stocked office supplies” are items of which a quantity is kept at the field office because they are continuously expended and need frequent replacement. This example policy is This document is an example of a … For women, short or shoulder-length hair is preferred. New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. Open or break a window for air and call for help; do not panic or jump. Staff members who terminate employment will receive compensation for any earned but unused holidays. 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. Non-employees are prohibited from trespassing, soliciting or distributing literature on office property. 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. 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. Because our practice guidance specialists speak with dozens of doctors weekly, we might need to schedule a different date. Download. 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. I would like to receive a personalized no-cost practice guidance on this topic, Confidentiality of Records and Information. acknowledgement and receipt . Before you dive into the policy-writing process, it’s important that everyone is on board. 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. Wages are based upon an hourly rate, a daily rate, or a monthly salary and paid according to the posted “Payday Notice.”. Precautionary measures are sometimes taken to ensure adequate protection of property, personnel, assets, etc. Clinical staff are required to wear uniforms. Should you be called to serve on jury duty or as a witness, please tell us right away. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing benefit and insurance claims. New employees do not receive holiday benefits until they complete the Orientation and Training Period. You are responsible for any personal belongings that you bring to the office. introduction and disclaimer rules. In this example, the student is taking the course following the revised policy… 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. Serious injuries, illnesses, or deaths must be reported to the Division of Industrial Safety. 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. 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. 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. Whichever direction it comes from, it could present problems for the business and could be considered unethical. assure uniformity and fairness throughout the practice. Just notify the office manager whenever problems are encountered and wherever you think improvements can be made. Date: December 18, 2015. 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! You can count on us to keep it private, and we expect you to do the same. Longer hair must be tied back neatly, so it does not interfere with the performance of duties. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. Check the posted information for the name of the insurance carrier and the expiration date of the present insurance coverage. Inappropriate appearance and dress, i.e., a pierced nose, eyebrows, tongue or lips, will not be tolerated. Then, check in and out on your attendance record. To avoid injuries, here are some important precautionary measures. Less than 90 days, you will not have any vacation days. Although not a legal requirement, it is good business practice to have an Environmental Policy. Personal calls are to be reported and paid for when the telephone bill is received. Examples of job-related areas demonstrating greatest strengths and identifying Just notify the office manager whenever problems are encountered, and wherever you think improvements can be made. Staff members are required to take their earned vacation time in the year after which it has been earned. Severance pay will not be awarded, and the resignation will be treated as voluntary. Office Pet Policy [Option 1: Restrictive policy] [Company] is responsible for assuring the health and safety of all employees. The policy should be on public display and on your company website. Park in the designated areas and lock your car. Animals may pose a threat of infection … Be sure to check the schedule on a regular basis. Length of Continuous Service Vacation Benefit. – only with the staff member’s specific and prior approval in writing. Clean and orderly surroundings have a positive bearing on staff morale and productivity. To continue to keep any information inviolate, even after termination of employment with the office. Small, lightweight jewelry is acceptable. 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. Staff members are responsible for their paychecks after they have been received. Free examples of Employee Computer Use Policies for use in your office. For sanitary reasons, nails must be short. An extended leave of absence beyond the four months will be considered a request for a regular leave of absence. The “terms of at-will employment agreement” is not to be considered as creating a contractual relationship between the employee and the employer. 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. Customize this workplace romance policy based on your company’s attitude toward office dating. 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… After two years, you will receive ten vacation days. Using a computer account that you are not authorized to use. A leave of absence is granted by the employer and is defined as an excused absence without pay. No allowance will be made for sickness or other type of absence occurring during the vacation, unless the staff member is hospitalized. Policy and procedure templates help a business owner discover the company’s value, mission, and ambitions. File Format. In the event of an emergency, you will be contacted immediately. This gives both of us an opportunity to prepare so that areas of mutual concern can be addressed. Check out this Sample Internet Usage Policy that covers the main points of contention dealing with Internet and computer usage. The following policies are designed to provide working guidelines for all of us. The employee classifications are: PROBLEMS AND CONCERNS: RESOLUTION PROCEDURE. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. All staff members are expected to be ready to begin duties on schedule. This policy prohibits harassment in any form, including verbal, physical, religious and sexual harassment. Examples include pens, stationery, toner cartridges, and cleaning supplies. It keeps your workers safe, your equipment secure, and your confidential information, well, confidential. You are encouraged to refer your friends and relatives to our office. Therefore, unless otherwise defined in writing, such relationship shall be defined as “employment at will,” where either party is free at any time to dissolve the relationship. We have established a procedure for evaluating job performance on a regular basis. We recognize that even the most dedicated employee can have a dead battery once in a while! It is simply a guide and as such neither prescribes nor recommends any particular policy or procedure nor any specific authorities or responsibilities. 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. Setting password policy can be complicated and confusing, and this article provides recommendations to make your organization more secure against password attacks. Policy brief & purpose. Incorporate a review of your policy during staff, contractor and supplier meetings and include in corporate communications. Our resolution procedure works like this: You’ll find your work days and hours on the posted schedule. “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. The employee’s benefits may be discontinued during this time. Note The default anti-phishing policy in Microsoft Defender for Office 365 provides spoof protection and mailbox intelligence for all recipients. Health and Safety Policy Example Please do this at least one hour before the beginning of the work day, so we can arrange for substitute staff. Of course, the nature of your visitor policy will depend on the type and size of your office. Advances that have not been repaid earlier will be considered part of an employee’s final wages upon separation from employment. Such information must not be discussed away from the premises or within hearing distance of any patient/client or unauthorized person. 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. jpoig administrative policies and procedures . 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. Thanksgiving Day, the Fourth Thursday in November, The Day after Thanksgiving, the Fourth Friday in November, equivalent position for which qualified, or. In the event a payday falls on a Saturday, Sunday or holiday, you will get your paycheck on the following workday. If so, we will update you as soon as possible by email. Examples of job-related areas demonstrating greatest strengths and identifying. Nails are to be manicured and of a length that does not interfere with your duties. pearsonhighered.com. If an employee fails to fill out Form W-4, the employer is required to withhold the maximum amount of tax. Details. Never allow another employee to enter your time for you and vice versa. Any employee who believes that 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 higher authority. Read on to learn more. Remember, your suggestions are welcome. Example Harassment Policy. Technically certified office staff are responsible for maintaining valid licensing by attending the necessary number of continuing education courses required for recertification. whatever you do . Conflicting requests will be decided in favor of the person with the most seniority. 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. Royal College of Dental Surgeons of Ontario Dental Office Policy and Procedure Manual Template 2 Each manual section has separate policies and separate procedures. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. All vacations will be approved at the convenience of the office so that continuous patient/client care is assured. 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. 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. In the event of fire, follow specific procedures for our office: Call the fire department; know the emergency phone number. You will not accumulate seniority nor be eligible for benefits. inability to perform satisfactorily the duties of the position. This policy applies to work outside of the office for one or more days a week on a routine basis. Sick leave is intended to protect staff against undue financial loss in the event of an illness of one or a few days’ duration. Always consult with a good employment attorney before implementing your policies to make sure that they conform with the laws of your area. This may include immediate dismissal and referral to law enforcement officials. No pay will be given for time not worked. The Master Manual is kept in an appointed place in the office. 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. For example, a pediatrics practice might have educational pamphlets with information on … Office Supplies and Furniture Policy 01 February, 2010 5 B. The amount to be advanced will not exceed one week’s wages. All employees will be given a copy of all policies for their personal use. We need to convey an atmosphere of warmth, caring, professionalism, efficiency and competence. If the leave of absence is not subject to government regulation, the doctor does not guarantee that the staff member will be reinstated. Administrative and Office Policy and Procedure Templates Explore the admin related procedure templates available on Way We Do to add to your online manuals. 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. 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. 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. Get helpful hints on plans for your home, professional service, retail, or other business. The law requires us to maintain certain employee records. We firmly believe educational development is important to the practice. 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. The notice will state the reason for the release and the last date of employment. Your pre-writing activities include deciding on a document focus and researching background. In keeping with this objective, [company] does not permit employees to bring their household pets to work. Any unused sick leave will be paid at the regular hourly rate at the end of the calendar year, at the employer’s discretion. 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 This Environmental Policy – Office is specifically tailored to a standard office environment. We may opt to bond certain employees with specific or sensitive responsibilities within the office. Definitions B.1.1. are not acceptable. As an employee of the practice, you are covered under the Federal Social Security Law (FICA). New Employees: this category would include those employed for less than a specified number of days, during which they are on probation. 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. Below you will find an example of a general office policy for a medical practice, including Dentists, Veterinarians and Optometrists. 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. 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. You can adjust this sample office policy to conform to federal, state, and local laws. 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). These items are of substantial value, highly confidential, constitute the professional and trade secrets of the doctor. Example 1 (For presidential policies): The purpose of this 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. 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. . A company policy states obligations and duties of every single employee of the company as well as procedures and operations to accomplish jobs and tasks effectively. Ask management for details. After a short while, one becomes somewhat knowledgeable in certain standard advice to patients. you are familiar with the right procedure for their use. Immediate family includes father, mother, sister, brother, wife, husband, son, daughter, father-in-law or mother-in-law. Your employee records file contains your work and salary history, performance evaluations, job descriptions and miscellaneous data. Cleaning is shared by the office-based staff on a … Unused vacation time will be paid for at the end of the year unless carried over with special permission. These sample office financial policies can be used and/or adapted to meet the needs of your practice. More from this Section. Our close contact with patients and/or clients makes it all the more important that everyone pays particular attention to personal and oral hygiene. Manager John Daly employs 22 people – a mixture of office-based staff and engineers who work remotely. This example policy is intended to be a guideline only and has been provided for general advice and education only. An Orientation and Training Program is conducted for all new employees. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing insurance and benefit claims. Please don’t ask to make up time missed if it will result in overtime. This policy prohibits harassment in any form, including verbal, physical, religious and sexual harassment. Dismissal Letter for Patients With Delinquent Accounts: Regular Part-Time Employees: this would include staff who work less than the minimum required. Failure to return from vacation on the scheduled date is considered job abandonment and treated as a voluntary termination. Extreme care should be exercised to ensure it is safeguarded to protect the practice, each staff member, the suppliers, the patient/clients and the employer. Here are the benefits of using policy and procedure templates. This policy was written to capture our current practices and to respond to federal and provincial requirements for the protection of personal information. Remember that your suggestions are welcome. Visible tattoos, dyeing of hair in wild colors, etc. You may, with approval, choose to: To ensure that our patient/clients receive proper treatment, we must have adequate staff to handle the workload. Keep exit doors and electrical panels unlocked. Overtime must be authorized in advance of extra time worked or as soon as possible thereafter. Real sentences showing how to use Office policy correctly. An employee must obtain approval from the office manager before leaving the office for personal reasons. To not photocopy or duplicate, and not permit any person to photocopy or duplicate, any of the information without the employer’s consent and approval. Using the Campus Network to gain unauthorized access to any computer systems. We will investigate and take appropriate action. Below is a sample policy on employee classification. Written office policies help to: Our practice is open to change. Example health and safety policy. Return to main toolbox page. Office of Policy, Planning, and Resources. Office Supplies Management B.1. reclassified as a regular or temporary employee, given seniority retroactive to starting date, and. Overtime premium pay is paid according to the Federal Fair Labor Standards Act and the State Wage, Hours and Child Labor laws. Welcome to our practice. Accumulated sick leave will be paid upon termination. 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. 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. If you are unable to complete your workday because of an on-the-job accident, you still will be paid for your total scheduled hours for that day. A maternity leave may be combined with a pregnancy disability leave to a maximum of four months. A staff member voluntarily attends such programs after work hours even though they may be job-related. Vacation time, sick time, holidays or any time that you expect to be paid for must be entered on the time card. Social media. Examples of Foreign Policy . The program is not directly related to the employee’s job and is attended outside of normal working hours. 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. “Stocked office supplies” are items of which a quantity is kept at the field office because they are continuously expended and need frequent replacement. Our practice classifies employees according to specific terms and definitions. You are responsible for laundering and maintaining your uniforms. The policy can then be tailored … If that is not possible, the election code allows up to two hours’ time off, without loss of pay, for statewide elections. As a healthcare facility in the community, we want to set an example of sound health awareness and conduct. [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. The insurance provides financial assistance to employees who become unemployed through no fault of their own. Social media policies are relatively new but significant additions to employee office manuals. Vacation benefits accrue on a monthly basis. Data protection. Then, check in and out on your attendance sheet or time card. Non-exempt employees are entitled to overtime pay whenever they perform overtime work. 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. Our patients/clients come to us because of a desire for quality medical care for themselves and their family members. Any employee who is determined to be in violation of this policy will be subject to disciplinary action. prevent misunderstanding and lack of communication; eliminate hasty, unrefined decisions in personnel matters; and. The insurance provides financial assistance to employees who become unemployed through no fault of their own. 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. 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