Possible Components of a
Dental Office Employee Policy Manual
Every dental office is different; there is no standard template that will work for everyone. The employee manual must be customized for each office. There are a number of sources that sell dental office manuals. Some offer full customization for your office; some include extended support via email or phone; others are simply templates that allow you to do your own handbook customizing.
Regardless of the method by which dentists arrive at their own manual, they should have it reviewed by an attorney or an expert to make sure they are in full compliance with local, state, and federal laws. These issues are increasingly complex and ever changing. The price of expert assistance is much less than the price of employee-related grievances.
The following list illustrates the areas that might be addressed in various policy manuals. It can also help you to realize where your current policy manual might not be up-to-date or in compliance.
Cover
- Company Name, Logo
- Manual Title
- Date of this version of the manual
Table of Contents
Introduction
- Welcome
- Philosophy Statements
- Vision
- Mission
- Values
- Goals
- Strategy
- Office Overview
- Office History
General Employment Policies
- Employee Selection Process
- At-Will Employment
- Equal Opportunity Employment
- Accommodation for Disabilities
- Americans With Disabilities Act
- Non-Discrimination
- Immigration Law Compliance
- Form I-9 Requirement
- Code of Conduct
- Business Ethics
- Confidentiality
- Non-Disclosure
- Non-Compete Agreement
- Bonding Requirements
- Nepotism - Employment of Relatives/Friends
- Harassment Policy, Reporting Procedure, Investigation Process
- Sexual Harassment
- Discrimination Policy, Reporting Procedure, Investigation Process
- Drugs and Alcohol
- Drug Testing
- Privacy Expectations
- Monitoring of Email, Computer Use, Internet, Telephone
- Video Surveillance
- Disclaimers
Employment Status and Records
- Employment Classifications
- Definitions of Employee Status
- Definition of Employee
- Exempt and Non-exempt Employees
- Part-time vs. Full-time
- Temporary and Contract Workers
- Background Checks
- Education
- Licenses
- Credentials
- CPR Certification
- Criminal Records
- Credit Investigation
- Employment and Reference Checks
- Vaccines
- Outside Employment
- New Employee Orientation
- Probationary Period
- Training Period
- Anniversary Date
- Break in Service
- Personnel Records
- Access to Personnel Records
- Changes In Personnel Information
- Medical Records
- Performance Reviews
- Compensation Reviews
- Conflict Resolution
- Complaint Procedure
- Disciplinary Warnings
- Progressive Discipline
- Separation of Employment
- Resignation/Voluntary Termination
- Involuntary Terminations
- Immediate Termination
- Severance
- Benefits
- Exit Interview
- Returning Office Property
- Final Paycheck
- Former Employees
- Post-Employment Inquiries
Working Hours
- Normal Office Hours
- Recording of Time Worked
- Overtime
- On-Call
- Attendance
- Tardiness
- Absenteeism
- Rest Breaks
- Lunch Breaks
- Staff Meetings
- Closure Due To Inclement Weather and Emergencies
- Low-Need Time
Compensation
- Payday Schedule
- Basis For Determining Pay
- Time Records
- Payroll Deductions
- Paycheck Distribution
- Automatic Direct Deposit
- Errors In Pay
- Loss of Paycheck
- Payroll Advances
- Expense Reimbursement
- Wage Garnishments
- Benefits Eligibility
- Part-time Employee Benefits
- Spouse Benefits
- Family Member Benefits
- Domestic Partners Policy
- Benefits
- Medical Insurance
- Dental Benefits
- Vision Insurance
- Life Insurance
- Disability Insurance
- Retirement Plan
- Profit Sharing Plan
- Continuing Education
- Compensable Time
- Travel Time
- Travel Expenses
- Lodging
- Meals
- Registration
- Uniform Allowance
- Bonus System
- COBRA Coverage
- Government Mandated Benefits
- Social Security
- Medicare
- Worker's Compensation
- Unemployment Insurance
Time Off From Work
- Paid Holidays
- Personal Time Off, Unpaid
- Personal Time Off, Paid
- Continuing Education, Professional Development
- Vacation
- Sick Leave
- Disability Leave
- Maternity Leave
- Family Leave
- Jury Duty
- Witness Duty
- Election Day/Voting
- Funeral Leave
- Bereavement Leave
- Religious Accommodation
- Military Leave
- Extended Personal Leave
- Requesting Time Off
Workplace Guidelines and Standards of Conduct
- Employee Conduct and Performance
- What You Can Expect From The Office
- What The Office Expects From You
- Open Communications Policy
- Customer Relations
- Staff Meetings
- In-Service Training
- Personal Appearance
- Dress Code
- Uniforms
- Personal Hygiene
- Pets
- Office Romances
- Parking
- Breast Feeding Accommodation
- Smoking Policy
- Staff Lounge
- Food and Beverage
- Alcohol Consumption
- Drug Use
- Recycling
- Office Equipment and Supplies
- Telephone Use
- Dental Supplies
- Postage Meter
- Copy Machine
- Office Supplies
- Petty Cash Fund
- Change Fund
- Use of Office After Hours
- Information Technology
- Internet Use
- Computer Use
- Social Media
- Blogging
- Monitoring
- Data Protection
- Software
- Computer and Other Equipment Not Provided By Office
- Personal Use of Electronics
- Cell Phone Use
- Music
- Office Background Music
- Personal Music Players
- Streaming Music On Computers
- Solicitations and Distributions
- Housekeeping
- Suggestions
Safety and Security
- OSHA Compliance
- HIPAA Compliance
- Workplace Violence
- Weapons
- Building Security
- Entering and Leaving the Office
- Restricted Areas
- Security Alarm
- Procedure For Disruptive Persons
- Fire Safety
- Employee Requiring Medical Attention
- Reporting Injuries
- Personal Belongings
Handbook Index
Signature Page - Acknowledgement of Receipt of Employee Handbook
