One of the biggest challenges for any business is building trust between employers and employees. The employee handbook is an invaluable tool to communicate and establish the trust between employees and employers in any organization. Employee handbook makes one to effectively understand the medical practice policies, procedures, benefits, and responsibilities so that any potential conflicts and misunderstandings can be avoided.
A well-drafted employee handbook becomes the most important communication tool between employers and employees as it details the organization’s expectations. In fact, the handbook should determine your legal obligations as an employer and explain about employee rights. Not only this would allow you to comply with the federal and state legislations, but can also protect you from giddy claims. A good employee handbook will create a structured work environment and builds company loyalty.
So, what should an employee handbook contain? There are certain things practices should carefully consider while writing an employee handbook. Although some regulations may vary depending on your practice size or location, it is mandatory for medical practices to address the following areas within their employee handbook:
Defining ‘at-will’ Statements
Your employee handbook must outline the ‘at-will’ statement, which means either the employee or employer can terminate the relationship at any time, with or without cause or notice. Outlining this statement will help clear up any confusion about the employment type and potentially prevent costly litigations.
Federal/State Law and Anti-discrimination Policies
Just as your practice grows and changes, so do the federal/state laws. So, an employee handbook should be updated annually to reflect the changes. Employers should comply with federal & state labor laws and equal employment opportunity laws prohibiting discrimination and harassment. It is important to make yourself familiar with these laws as many employees leave themselves vulnerable to violations and legal issues. Make sure you continuously review the changes and update the policies in your handbook, otherwise it becomes out of date.
The Federal Wage/Hour Law
Reportedly, medical practices face a lot of issues due to improper employee classification of the wage/hour. Therefore, it is better to write clear policies regarding employee classification, time frame, payment and overtime payment conditions in the employee handbook. You can also include bonus policies, work schedules, breaks, time off, and attendance in your handbook.
Violence and Conflicts at Workplace
Workplace violence and conflicts are a major concern in practices. Your handbook should detail formal processes and procedures that employee has to follow to file an internal grievance or any other informal workplace issues. Sorting out the procedures can resolve issues in a structured and efficient manner. Also, it conveys employees that the practice cares about their employee well-being and will take issues seriously that employees would like to address.
Employment Opportunity Policy
Not only practices should prohibit all forms of discrimination, harassment, and retaliation, but also should enforce a structured process for addressing compliance issues. These policies should address the practice compliance with respect to the federal/state disability laws.
Enforcing Policies Consistently
Enforce the policies strictly with every employee, every time. Enforcing policies in an unbiased manner can have a negative effect on morale. In worst cases, inconsistent enforcement can subject the practice to discrimination claims.
Standards of Conduct
Right from the dress code to ethics, state your expectations clearly. It is important to make your employees understand what you are expecting from them and at the same time educate them about legal obligations such as compliance with HIPAA regulations and much more.
After all, the policies and procedures you outline in your employee manual should be precise and easily understandable. The clearer the policies are, the more benefits you get out of it. In addition to the aforementioned, there is a lot to consider when drafting/updating an employee handbook. By continuously reviewing and updating the handbook the right way, you can set your practice in the right direction.
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