New employees should receive an employee handbook, quintessential guides that serve as a resource to outline policies and procedures in the workplace. The handbook should provide a company introduction that includes the practice’s mission, vision statement, core values, and background information. Additionally, it should consist of standard policies pertinent to your practice. Our dental practice coaches at Bryant Consultants share eight essential topics to include in your employee handbook so that you can quickly clarify expectations and have clear policies and ground rules for all team members.
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Relationship to Employees
Outlining employment terms can reiterate that there is no long-term employment guarantee and that employment is “at-will.” Employees have the right to resign their position any time, with or without reason, and you as an employer have the right to terminate employees for a legal basis or none. Our dental practice consultants explain that including an area for employees to acknowledge the policies adds an extra layer of proof protection, should any legal problems arise later on. However, also include that the receipt of the employee handbook does not constitute an employment contract and is subject to change without notice.
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Work Schedule
Define the workweek structure and time-tracking procedures to help process payroll and reduce surprise situations. Our dental office coaches recommend outlining time-keeping practices, such as keeping track of work hours and clocking in or out correctly. Additionally, include information about breaks the employee is entitled to, how long each break should last, and if the employee must clock out or not based on local state laws.
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Professional Conduct
There are certain expectations for employee appearances and interactions with patients and team members as with any position. Stating what is and is not acceptable work attire includes clothing types, shoes, visible tattoos or piercings, etc. Our dental office consultants recommend avoiding policies that may be discriminatory or forbid law-protected items, such as religious attire. Additionally, include personal hygiene standards, so there is no confusion about expectations, and the policy remains enforceable. Finally, explain the framework for communication standards when employees speak to colleagues or patients.
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Harassment and Discrimination
According to our dental practice coaches, clearly defining workplace and sexual harassment and the practice’s discrimination stance can protect your employees and your practice from potential lawsuits. Therefore, your employee handbook should illustrate what constitutes harassing behavior and how your practice handles policy violations. Additionally, include a statement that your dental practice makes every effort to abide by federal and local discrimination laws by using the following phrase: “does not discriminate based on….” Then, list protected classes in your jurisdiction. Finally, explain the process for disability accommodation requests.
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Safety, Health, and Security
Express your practice’s commitment to employee safety, health, and security by adhering to federal and state laws and in-house policies and procedures. For example, businesses with potential exposure to harmful chemicals or materials, like dental office nitrous and x-rays, should state it in the employee handbook. In addition, summarize what happens when an employee gets injured at work and cover worker’s compensation insurance, including eligibility requirements. Finally, our dental practice consultants recommend incorporating drug and alcohol policies, including possible drug testing, and addressing workplace violence.
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Time Off
As part of your employee’s benefits package, time-off policies are important enough to cover in detail, according to our dental office coaches. First, explain that your sick leave policies coincide with state and local requirements. Next, layout leaves of absence reasons (medical, family, temporary, maternity, etc.), how long each leave can last, and if benefits will continue during leave. Then, explain who is entitled to vacation days, how to request time off, and what happens to unused vacation when separating from the practice or the benefit year-end. Next, provide holiday days off and if they qualify for compensation. Finally, address tardiness and absenteeism by explaining the handling process and the procedure when the employee will be tardy or absent.
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Compensation and Pay
Explain payroll procedures and provide an overview of other benefits included in their compensation package. For example, explain your paycheck delivery method, frequency, and how to address payroll errors. Also, our dental office consultants recommend outlining bonus potential and overtime pay to include who’s eligible and how to get overtime approved. Finally, note any other applicable benefits such as health insurance, gym memberships, parking passes, or other employment perks not previously mentioned.
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Reporting Issues and Cooperating with Investigations
Addressing employee concerns and the claim investigation process are necessary employee handbook components. Describe the process of how and to whom team members should report issues without imposing a timeline for reporting problems. Additionally, our dental practice coaches encourage the inclusion that those who report issues will not receive reprimanding or retaliation for doing so. They should also cooperate with any internal or external investigation into the matter.
Bryant Consultants
The employee handbook is a key resource to ensure every employee understands your practice when successfully onboarding new team members. Our dental practice consultants at Bryant Consultants recommend having a lawyer or human resources professional review the handbook to ensure it complies with your employee’s rights, federal and local law and includes crucial employment clauses to protect your practice. To find out what other information your employee handbook should contain, feel free to call our office at (877) 768-4799 or request a consultation online.
