The below policy examples are intended to serve as guidance for Wayne State University policy owners/co-owners, when drafting policy statements for new or revised policies. Regular Full-Time Employees: this could include staff who work a minimum of 32 hours a week. 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. 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. 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. Occasionally, office requirements may make it necessary for employees to work beyond scheduled work hours. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. Topics: Making health and safety work for your business; This example shows how a small business might complete a health and safety policy. This gives both of us an opportunity to prepare so that areas of mutual concern can be addressed. An Orientation and Training Program is conducted for all new employees. To receive unemployment benefits, a claim must be filed at the local office that administers the state’s unemployment insurance law. Free examples of Employee Computer Use Policies for use in your office. More from this Section. This article talks about 12+ Incident management policy examples and templates that you can use as a basis to create a professional document. 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. Examples of job-related areas demonstrating greatest strengths and identifying 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. Remember, your suggestions are welcome. No seniority is accrued while on an unpaid leave of absence. Most of the work happens before you ever begin to write. Sick leave is intended to protect staff against undue financial loss in the event of an illness of one or a few days’ duration. 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. mission . Thanksgiving Day, the Fourth Thursday in November, The Day after Thanksgiving, the Fourth Friday in November, equivalent position for which qualified, or. These sample office financial policies can be used and/or adapted to meet the needs of your practice. To continue to keep any information inviolate, even after termination of employment with the office. Health and Safety Policy Example We’ll introduce you to our office policies and help you adjust to our practice. 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. They could be working conditions, policies, alleged discrimination or anything else that threatens a productive work environment. Staff members will be reimbursed for certain expenses, such as gas and mileage when using their own vehicles for office business. You will not accumulate seniority nor be eligible for benefits. We need to convey an atmosphere of warmth, caring, professionalism, efficiency and competence. Office Policy Samples. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing benefit and insurance claims. The above list is not intended to show all of the possibilities that might result in involuntary release from employment. Each staff member receives a performance appraisal at least once a year. Since the policies you develop not only drive the culture of your office but have legal implications, you will need the approval from upper management. 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. In this example, the student is taking the course following the revised policy… The office manager and the doctor conduct the review. In the event that you will be more than 15 minutes late to work, please call and tell us when you expect to arrive. If the user isn't a member of an AAD group that is assigned a policy configuration, then another check is … 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. Be sure to check the schedule on a regular basis. A Form W-4 remains in effect until a new, amended form is submitted. Example health and safety policy. New employees do not receive holiday benefits until they complete the Orientation and Training Period. 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. After one year, you will receive five vacation days. 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. Policies should be easily accessible for OHCW reviewing. It’s important to quickly identify and remedy potential ergonomic hazards in your office. 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. 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. New employees begin to earn vacation pay at the end of the Orientation and Training Period. If you are unable to report to work, you must notify the doctor as soon as you are aware of the situation. Accumulated sick leave will be paid upon termination. Non-employees are prohibited from trespassing, soliciting or distributing literature on office property. Immediate family includes father, mother, sister, brother, wife, husband, son, daughter, father-in-law or mother-in-law. Safety glasses must be worn in all applicable and requisite situations. When you leave the premises, let us know. 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. Less than 90 days, you will not have any vacation days. Although not intended to discourage staff creativity, any system, idea or communication developed during your employment here is property of the practice and remains so even after termination. Clear visitor policy is vital to the security of your employees, clients, and workplace assets. It may or may not conform to all laws (federal, state, and local), rules, and regulations. Vacation pay for full and specified part-time staff members is at the regular pay rate. Date: December 18, 2015. Having IT policies and procedures is not a trend since technology is so hyped in this generation. 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. Unused vacation time will be paid for at the end of the year unless carried over with special permission. Keep exit doors and electrical panels unlocked. Small, lightweight jewelry is acceptable. 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. When possible, staff members receive two weeks’ written notice before termination of employment. Free examples of Employee Computer Use Policies for use in your office. Scope. reclassified as a regular or temporary employee, given seniority retroactive to starting date, and. Please do this at least one hour before the beginning of the work day, so we can arrange for substitute staff. We want as many people as possible to be able to use those documents. Then, check in and out on your attendance sheet or time card. Visible tattoos, dyeing of hair in wild colors, etc. . Regular Part-Time Employees: this would include staff who work less than the minimum required. You can expect understanding and help toward finding a solution that we hope will be in everyone’s best interest. This example policy is intended to be a guideline only and has been provided for general advice and education only. Our practice classifies employees according to specific terms and definitions. 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. In the event of fire, follow specific procedures for our office: Call the fire department; know the emergency phone number. State and federal payroll taxes will be withheld from your paycheck in accordance with the law. 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. Pay raises are based on performance, increased experience, profitability and individual contributions to the general welfare of the practice. 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. Office Policy Manual Template is must to do have thing in offices. When the doctor is out of the office and when normal office hours are maintained, office coverage must be assured. A leave of absence is granted by the employer and is defined as an excused absence without pay. The number of hours in a day for sick leave calculation purposes are equal to the hours worked in a regular workday. However, we recognize that the decision to smoke or not to smoke is a personal one. We will pay the expenses for mutually agreed upon courses. Sometimes a patient/client would like to date a staff member and sometimes it is the other way around. Consenting to medical testing may be a requirement for continued employment. enrolled in the office benefit plan (if applicable). Temporary Part-Time Employees: this would include staff who are hired for a limited duration and work part-time. This example policy is intended to be a guideline only and has been provided for general advice and education only. Do not operate defective equipment. As an employee of the practice, you are covered under the Federal Social Security Law (FICA). In keeping with this objective, [company] does not permit employees to bring their household pets to work. . Chapter 11 Office Policies and Procedures 223 Typically, medical offices will have a supply of brochures or pamphlets that pertain to the type of care or type of patient seen in that practice. Understand that the first step is to make certain that you have the commitment of your senior leaders and managers. New Employees: this category would include those employed for less than a specified number of days, during which they are on probation. Patients/clients are favorably impressed and attracted to an office that looks professional and well-maintained. Staff members who terminate employment will receive compensation for any earned but unused holidays. Always consult with a good employment attorney before implementing your policies to make sure that they conform with the laws of your area. This example policy is This document is an example of a … 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. We encourage you to learn all you can about our profession. Our goal is to provide a completely safe workplace. This policy used to be the Office/Retail policy but this has now been separated into two independent documents. 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. Men are to be clean-shaven or wear neatly trimmed mustaches, beards and sideburns. Precautionary measures are sometimes taken to ensure adequate protection of property, personnel, assets, etc. Another is done after 12 months of employment. Manager John Daly employs 22 people – a mixture of office-based staff and engineers who work remotely. Separations are either voluntary or involuntary. 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. Keeping up-to-date professionally is a benefit all the way around – for you, the practice, and of course, the patient/clients. These items are of substantial value, highly confidential, constitute the professional and trade secrets of the doctor. When you leave the premises, let us know. For women, short or shoulder-length hair is preferred. Reinstatement is solely at the doctor’s discretion. acknowledgement and receipt . 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. Be sure to tell us immediately if you lose an office key. 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. Therefore, absences of short-term duration, disabilities of relatively long duration and tardiness are unacceptable and constitute an unsatisfactory work record. If you see an unsafe or hazardous condition, report it immediately. This worked example can be used as a guide when thinking about what you need to include in your own policy. Feel free to copy and adapt this to your office. Overtime pay is paid according to the Federal Fair Labor Standards Act and our state’s wage, hours and labor laws. If that is not possible, the election code allows up to two hours’ time off, without loss of pay, for statewide elections. 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. Office Supplies Management B.1. 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. The insurance provides financial assistance to employees who become unemployed through no fault of their own. A leave of absence creates inequities since not all staff members can be granted a comparable privilege. This handbook was created to assist you in developing policies and procedures to ensure the effective and efficient management of your programs and organization. This includes being under the influence of alcohol and/or any drug while on duty or performing any practice-related business. Time not worked but paid for, such as vacation, holidays and sick leave, will not rate or count for overtime calculation purposes. You may, with approval, choose to: To ensure that our patient/clients receive proper treatment, we must have adequate staff to handle the workload. Conflicting requests will be decided in favor of the person with the most seniority. Just notify the office manager whenever problems are encountered and wherever you think improvements can be made. Regardless of how detailed an office filing policy may be, someone needs to be responsible for implementing the policy on a daily basis in order for it to be effective. Staff members are required to take their earned vacation time in the year after which it has been earned. If you are trapped in the office, keep the doors closed and seal any cracks (with wet towels if possible). Salary adjustments are not necessarily made at the time of the performance evaluation. are not acceptable. provides incentive to encourage each individual to strive for improved performance. Temporary Full-Time Employees: this would cover staff who work full time but are hired for a limited specific duration. Any unused sick leave will be paid at the regular hourly rate at the end of the calendar year, at the employer’s discretion. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing insurance and benefit claims. To see your file or make copies of its contents (with the exception of reference given prior to employment), you will need to give the office a written request. (Save the large, jangling “fun stuff” for your days off.). Technically certified office staff are responsible for maintaining valid licensing by attending the necessary number of continuing education courses required for recertification. Office Policy Manual Bear Fight Institute, Inc. ... No policy is intended as a guarantee of continuity of benefits or rights. Create a professional business plan starting with a free Office business plan template. During the initial Orientation and Training Period, you have the opportunity to demonstrate your attitudes and abilities and decide if your philosophy and goals are compatible with those of the practice. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions that affect our profession. Record any time spent receiving medical treatment as personal time off, not as hours worked. Eligible regular part-time staff members receive sick time relative to the number of hours worked by regular full-time staff. Example 1 (For presidential policies): The purpose of this Exempt Employees: employees exempt from the minimum wage, overtime and time card overtime provision of the Fair Labor Standards Act do not receive overtime pay. This policy applies to work outside of the office for one or more days a week on a routine basis. We have established a procedure for evaluating job performance on a regular basis. Distribution or posting of literature on office property requires special permission. Policy Statement The Clear Desk and Clear Screen Policy shall communicate the Management’s intent to protect information stored in physical and electronic media and minimize risk of unauthorized access. 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 Information is an asset which, like other important business assets, has value to XXX and consequently needs to be suitably protected. Download. Details. This coronavirus policy applies to all of our employees who physically work in our office(s). 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. 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. All of us need to stay aware of current policy and, as revisions are made, new pages will be given to the personnel to place in staff manuals. Our practice endeavors to satisfy concerns and resolve problems, whatever they may be. If the leave of absence is not subject to government regulation, the doctor does not guarantee that the staff member will be reinstated. It keeps your workers safe, your equipment secure, and your confidential information, well, confidential. Overtime must be authorized in advance or as soon thereafter as possible. Please give us at least two weeks’ notice of the courses that you plan to attend, so we can arrange for substitute personnel. Just notify the office manager whenever problems are encountered, and wherever you think improvements can be made. 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. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. Longer hair must be tied back neatly, so it does not interfere with the performance of duties. The length of your vacation is based on the length of your continuous service with the office. Make sure you know the exact rules and regulations on this before you exempt anyone from overtime. You are responsible for laundering and maintaining your uniforms. Time spent on solicitation during work hours (exclusive of lunch or break period) by either the soliciting or solicited employee is prohibited. The employee classifications are: PROBLEMS AND CONCERNS: RESOLUTION PROCEDURE. The employee brings the problem to the office manager (or immediate supervisor) within 10 days of the occurrence. 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. Staff members who quit, are discharged or fail to respond to a recall, will be regarded as separated from employment with the office and will maintain no seniority, recall or other rights. Social Security ensures basic benefits for survivors, and burial allowance. 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. 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. Such information must not be discussed away from the premises or within hearing distance of any patient/client or unauthorized person. Because our practice guidance specialists speak with dozens of doctors weekly, we might need to schedule a different date. 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. 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. Below are some sample policies about the subjects suggested previously. All written, oral or informal requests for information about employees or former employees are referred immediately to the manager/administrator. All employees are required to wear name tags. Staff members who are asked to leave immediately will be paid their regular salary in lieu of work. Note The default anti-phishing policy in Microsoft Defender for Office 365 provides spoof protection and mailbox intelligence for all recipients. 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