The Value of a Dental Office Employee Handbook

Whether you’re preparing to open or invest in a dental office — or have operated one for years — if you haven’t thought much about your dental office handbook, you should. It’s a living document designed to clearly communicate your business’s core values, expectations, mission statement, and policies to your employees.

Employee handbooks provide a wealth of information for employees. These documents are also designed to serve as legal protection, for example, against harassment or discrimination cliams, wrongful termination, or unwanted litigation, your handbook must be unique to your business. In other words, don’t make the mistake of simply copying it from another practice.

Why you need an employee handbook

Your handbook should set expectations for the following:

• Employee benefits and leave information
• Employee code of conduct
• Employee rights
• Employee evaluations and performance management
• Information about the Americans with Disabilities Act (ADA), COBRA, Equal Employment Opportunity Commission (EEOC), the Fair Labor Standards Act (FLSA), and the Family and Medical Leave Act (FMLA).

It should also include a section that gives an overview of payroll and compensation, overtime, scheduling, and wage garnishments. But just as important as the information your handbook contains is its organization — and the implementation and followthrough of the policies it establishes.

Whether you’ve created a handbook in the past or this is your first time, consulting with an HR professional or company connected with legal counsel will ensure that your handbook complies with all local or municipal, state, and federal laws and that it’s aligned with your specific practice. HR professionals must, by nature, stay up-to-date on current employment laws and are a valuable resource for ensuring your handbook complies with current legal regulations.

Obtain Employee Verification

Equally important is asking each employee to read and sign an acknowledgment (electronic verification is fine) that they’ve read and understand the handbook’s contents. Save the signatures in each employee’s personnel file in the event you must prove you informed your staff of company policies. LIke any other legal situation, if it wasn’t documented, it didn’t happen.

What to Include

This employee manual protects both employees and the employer by creating a fair and equitable execution of all the rules and expectations for everyone associated with the practice. It outlines the employee rights and management’s expectations and obligations, preventing possible misinterpretation of policies and offering protection should a litigious situation arise.

Legal Information

Your handbook should include a section where you clarify information and expectations about employee rights, equal employment, nondiscrimination, and OSHA workplace safety laws

States and regions may have different legal requirements based on your practice’s location. Familiarize yourself — or consult with an HR professional — with the information you’re legally required to include in your practice’s employee handbook.

Employee Expectations

Include a description of each role and its responsibilities, skills and education requirements. This section should also include your process for performance reviews and guidelines and procedures for employee discipline and performance improvement plans for those failing to meet expectations.

Employee Benefits

This section will probably be the one your employees reference the most. It should include information on:

• Family leave
• Health and life insurance
• Office closures and paid holidays
• Paid time off (vacation time)
• Retirement benefits
• Sick leave
• Workplace training
• Other benefits specific to your office

Employee Handbook Best Practices

Once you’ve written your handbook, you should review it at least once a year, perhaps in your company’s fourth quarter as you review dates your office will close to observe holidays in the following year, for example, or when employment laws change and it’s time to update. While there’s generally no set timeframe, most HR professionals suggest a minimum internal review standard of every two years.

And when you’re writing it initially (or refreshing its contents)  keep the following best practices in mind:

• Use a positive, professional tone — and keep it clear and understandable.
• Avoid confusing terminology or legal jargon.
• Include contact information for the HR person or company representative best equipped to answer any questions.
• Always provide a copy of the handbook readily available to employees either electronically, perhaps attached to your company’s HR software program (like HiBob or Bamboo) or in a document on the company share drive.
• Store employee acknowledgements in their personnel files.
• Promptly communicate any updates to employees.

MDent, a leader in startup consulting, is passionate about helping dental professionals achieve their goals — whether they’re opening a practice or taking over or selling an existing practice. For information on how we can help, please contact us.