Preface
Acknowledgments
INTRODUCTION
Introducing the HR Policies and Procedures Manual for Medical Practices
Why Have Policies?
What Is a Policy?
What Are Trends to Watch That May Affect Human Resources Policies?
How Will This Policies and Procedures Manual Guide You?
What Should a Policies and Procedures Manual Include?
Who Is the Audience?
What Are Important Elements and Logistics?
What Are the Production Steps Involved?
When and How Should You Update Your Policies and Procedures Manual?
How Can You Be a Trend Watcher?
When and How Should You Evaluate a Policies and Procedures Manual?
How Should You Format Your Policies and Procedures?
What About a Table of Contents?
How Can You Set the Tone for the Policies and Procedures Manual?
Summary
POLICY 0.01 • Policies and Procedures Process
POLICY 0.02 • Policies and Procedures Manual Confidentiality and
Annual Review Requirements
POLICY 0.03 • Policy Format
POLICY 0.04 • Management Policies and Procedures Manual Memo
CHAPTER 1 • MANAGING HUMAN RESOURCES
HR Strategic Planning
Managing Human Resources
HR’s Role and Who Is Involved
What Are the Tools of Strategic Planning?
Management of Human Resources
What Forces Impact HR Management Today?
How Do HR Functions Stack Up Today?
Who Does What in HR?
What Is the Bottom Line for the HR Department?
What Are the Steps to Take When Changing a Policy?
Summary
POLICY 1.01 • Human Resources Policy Revisions
CHAPTER 2 • COMPLYING WITH EMPLOYMENT LAWS
Overview of Employment Laws
Which Government Agency Is Most Involved with Employment Laws?
What About Equal Employment Opportunity and Discrimination?
What Should You Focus On?
What Is a Key Resource on Employment Law?
What Is an Important Way to Communicate These Laws to Employees?
Which Employment Laws Are of the Most Interest to HR Managers?
Major Employment Laws
Employment-At-Will
Should an Employment-At-Will Statement Be in the Employee Handbook?
What Can Be Done to Protect Your Practice Against Wrongful Discharge Actions?
What About a Termination Statement?
Summary
Termination Statement for Policies and Procedures Manual
POLICY 2.01 • Employment-At-Will Introductory Statement
POLICY 2.02 • Americans with Disabilities Act
POLICY 2.03 • Equal Employment Opportunity and Affirmative Action
POLICY 2.04 • Workplace Harassment
Supervisor Worksheet for Dealing with Workplace Harassment Situation
POLICY 2.05 • Immigration Law
CHAPTER 3 • PLANNING FOR HUMAN RESOURCES
Analyzing Jobs
How Is Job Classification Done?
Job Analysis
Job Descriptions
Summary
POLICY 3.01 • Job Classification
Job Analysis Questionnaire
Supervisor Information about the Job
Job Analysis Interview Questions
Job Description Format
CHAPTER 4 • ADMINISTERING COMPENSATION
Compensation Overview
Why Is a Job Evaluation Important?
What Is the Ranking Method?
Job Classification
What Is the Factor Comparison Method?
What Is the Point Factor Method?
Pay Computation
Merit Pay
What About Longevity-Seniority Pay?
Why Has There Been a Move toward Pay for Performance?
How Important Are Pay Surveys?
Compensation and Record-Keeping
Pay Adjustments
How About Giving Work Premiums and Overtime?
Summary
POLICY 4.01 • Job Evaluation
POLICY 4.02 • Pay Computation
POLICY 4.03 • Work Premiums
CHAPTER 5 • ADMINISTERING BENEFITS
What Employee Benefits Should Be Offered?
What Are the Costs of Benefits?
What Is the Background for Benefits?
Employee Benefit Legislation
What Are the Two Types of Benefits?
Protection and Income Benefits
What Are the Current Trends in Employee Benefits?
Communicating Benefits
Incentives
Leave of Absence Benefits
Separate Benefits
Other Common Benefits
Requesting Leave
POLICY 5.01 • Employee Benefits
POLICY 5.02 • Incentive Programs
POLICY 5.03 • Paid Time Off
POLICY 5.04 • Vacation Leave
POLICY 5.05 • Sick Leave
POLICY 5.06 • Family and Medical Leave Act
POLICY 5.07 • Disability Leave
POLICY 5.08 • Holidays
POLICY 5.09 • Military Leave
POLICY 5.10 • Court Leave
POLICY 5.11 • Inclement Weather Conditions
POLICY 5.12 • Personal Leave of Absence
POLICY 5.13 • Leave Request
Leave Request Form
CHAPTER 6 • ACQUIRING TOP TALENT
What Are the Typical Recruiting Methods?
Government Regulations in Recruitment and Employment
Selection
Cost of Mis-Hires
Initial Meeting
After the Initial Meeting
Example of Consent Statement for Criminal Background Investigation
Offers of Employment
Equal Employment Opportunity Requirements for Selection
Additional Obligations Under the ADA
Summary of the Uniform Guidelines on Employment Selection
Nepotism: Hiring Related People
Health Examination
Summary
Application for Employment Form
Career History Form
Consent Statement for Reference Checks
POLICY 6.01 • References
Consent Statement for Criminal Background Investigation
POLICY 6.02 • Hiring Related People
POLICY 6.03 • Health Examination
Health/Immunization History
POLICY 6.04 • Fitness for Duty
CHAPTER 7 • RECORD-KEEPING AND RESEARCH
Employee Record Retention
Government Record-Keeping and Reporting Requirements
The Attorney-Client Privilege
Exit Interviews
Summary
POLICY 7.01 • Record-Keeping
CHAPTER 8 • DEVELOPING EMPLOYEES
Training and Development
Objectives of Developing Employees
Types of Development Programs
Employee Orientation
Designing Employee Orientation Programs
Why Have an Employee Orientation Policy?
Technical and Skill Training
Career Development Programs
Interpersonal Development Programs
Career Pathing
Educational Programs
Legal Requirements Affecting Training and Development
Why Have Training and Development Policies?
Summary
POLICY 8.01 • Employee Orientation
POLICY 8.02 • Employee Development
CHAPTER 9 • MANAGING EMPLOYEE RELATIONS
Introduction to Employee Safety, Health, and Security
Employee Safety
Employee Security
Workplace Violence
Conducting Employee Searches
Surveillance of Electronic Communications
Why Have a Security Policy?
Emergency/Disaster Guidelines and Drills
Employee Health
Workers’ Injury and Workers’ Compensation
Employee Privacy Protection
Why Have an Employee Privacy Protection Policy?
Electronic Communications and Employee Monitoring
Outside Employment
Employee Organization and Representation
Negotiating Employment Contracts
Summary
POLICY 9.01 • Employee Safety and Health
POLICY 9.02 • Security
POLICY 9.03 • Workplace Violence
Security Alert Report
POLICY 9.04 • Smoking
POLICY 9.05 • Employee Privacy Protection
POLICY 9.06 • Internet/E-Mail Appropriate Usage
POLICY 9.07 • Outside Employment
Outside Employment Form
POLICY 9.08 • Employee Organization and Representation
Contract Provisions
CHAPTER 10 • MANAGING PERFORMANCE
Performance Planning and Evaluation Overview
Development, Promotions, and Transfers
Transfers
Retention and Motivation
Employee Engagement
Continuing Education
Competitive Rewards and Incentives
Incentive Programs
Reward Guidelines
Employee Conduct
Summary
CHAPTER 11 • DEALING WITH DISCIPLINE AND EMPLOYEE SEPARATION
Elements of a Disciplinary System
Supervisory Guidelines for Administering Discipline
Grievance Processing
Termination
Summary
POLICY 11.01 • Performance Evaluation
POLICY 11.02 • Promotion
POLICY 11.03 • Transfer
POLICY 11.04 • Employee Conduct
POLICY 11.05 • Grievance/Dispute
POLICY 11.06 • Discipline
Notice of Disciplinary Action
Separation Agreement
Settlement Agreement and Release
POLICY 11.07 • Employee Termination
Resignation Form
Termination Evaluation Form
Exit Interview Questionnaire
CHAPTER 12 • DEVELOPING AN EMPLOYEE HANDBOOK
Why Have an Employee Handbook?
Legal Considerations
How Can a Signature Sheet Help?
How to Develop an Employee Handbook
Employee Handbook Policy Checklist
Common Mistakes to Avoid
Implementation
Employment-At-Will Statement
Employee Handbook Signature Sheet
Employee Handbook Table of Contents
Employee Handbook Welcome Letter
Employee Handbook Introduction
Affirmative Action Statement
Employee Handbook Employment Practices
Compensation Practice Statement – Direct Deposit, Payroll Schedule
Employee Benefits Statement
Performance Review Statement
CHAPTER 13 • THE BIGGER PICTURE
How Can HR Help Managers Advance Their Skills While Growing the Organization?
How Does Organizational Strategy Fit into the Bigger Picture?
What Are Ways to Develop and Change an Organization?
What Does Organizational Development Involve?
Professional Responsibility and Accountability
Summary
Resources
Appendix A: HR Policies and Procedures Matrix
Appendix B: List of Forms
Index
About the Authors
Additional HR Management Resources Available from MGMA
About the CD-ROM