An employee handbook is an essential tool for a new chiropractor, and every office should have one at start-up. You’re probably thinking this handbook is a waste of time and you’re too busy with getting started, getting patients, and getting money to put a handbook together. But if you take the time to construct this document, you will find it has several advantages.
What is included in an employee handbook? It should have three sections:
1. Employee policies, like dress code, discipline procedures, no drugs, alcohol or smoking policy, hours of operation, emergencies, and employee evaluations and pay.
2. Employee benefits and time off, like free chiropractic care, sick time, holidays and vacations.
3. Office procedures, like how to handle a difficult patient, phone call scripts, new patient first day procedures, and collections.
Why is an employee handbook necessary?
1. It provides answers to frequently asked questions. Having the employee handbook to give to new hires will help answer the questions all new employees ask, and if employees have the handbook they can look up answers to questions later without bothering you.
2. It gives employees the security of knowing that everyone is being treated the same way. If you have a handbook, you don’t have to worry that you are giving one employee some benefit that you didn’t give others. For example, if an employee says, “I need an extra week of vacation,” you can say, “The policy is one week of paid vacation. If you want to take a second week, it will be without pay.” You are not the “bad guy,” the handbook rules.
3. It allows you to work out the questions of how you will handle common office procedures, so you know they are being handled the same way every time. You don’t have to hover over your front desk person to be sure he or she is answering phone calls correctly if you have set out exactly what you want said. Of course, you want to spot check, but you have some assurance that the script is being followed.
4. It helps you deal with problem employees (even if you have just one employee, that person can be a problem!) by having clear processes for evaluating, disciplining, and terminating employees. Following written policies in these situations helps to minimize legal issues.
How do I put together an employee handbook?
Start with an outline. There are many samples on the Internet, or you can get your attorney to help you. You may ask doctors if they will share their handbook with you, but don’t just take a handbook and put your name on it. Change it to make it your handbook.
Some tips to make your employee handbook legally sound:
1. Your attorney doesn’t need to write the handbook, but he or she should look it over to be sure you are on firm legal ground.
2. Require all new employees to read the handbook and sign to acknowledge that they have read and understand it. Keep a record of their signatures. Get all current employees to read and sign too. Review the handbook with employees every year or when you make changes.
3. Make sure you are complying with both state and federal laws. Review labor laws in your state, and the federal Department of Labor website.
4. Include a disclaimer that the handbook is not a contract.
5. Keep it simple and straightforward. Don’t let your attorney turn it into “legalese” that employees can’t understand. Lack of understanding causes many lawsuits.
An employee handbook is a necessity for all practices. This document will save you much trouble and legal problems, so get it done as soon as you can.
