If bringing on a new employee involves another employee leaving, see to it that the employee who is leaving writes up how all of the duties and functions of the job are to be performed. The employee would then place all of those detailed descriptions in the existing “Job Description” manual for the particular position. This manual would include, but not be limited to:
- Any little things that are required of the post on a day-to-day basis which are successful.
- Special things that the “old” employee does that she feels are beneficial and helpful to the doctor, the other staff and the patients.
- Anything that a new employee would need to know such as where things are kept, where things can be found, who handles various functions, specific policies relating to that position, etc.
The doctor and the office manager should review this “write-up” and make any necessary additions, changes, modifications so as to ensure that a full job description has been put together.
If you are in the process of filling a position where there is no one available to do this job write-up, then the office manager should put this together the best she can and add it to the general job description.
The Office Manager should create a personnel file for the new employee that contains:
- A full job application and resume
- Any other forms used in the hiring process
- Any tests, if taken
- A copy of the signed acknowledgment of office policy and job description
- A checklist of everything the Office Manager will be doing with the new employee to bring her on post
OFFICE POLICY AND BASIC TRAINING
Give the employee his/her own copy of your Office Policies and Job Description manual and have him/her read through the policies within a stated period of time. Once the person has had an opportunity to read the policies, sit down with that person and handle any questions with regard to your policies. Have your new employee sign their copy of the Acknowledgment Page that indicates that he/she did receive, read and agrees to abide by the policies.
Ensure that the Job Description contains:
- The Office Purpose, Product and Ideal Staff Member.
- The Purpose, Product and Statistics of the position.
- All the relevant procedures and write-ups relating to the job.
FAMILIARIZING THE NEW EMPLOYEE WITH THE FACILITY
Be sure to take some time to familiarize your new employee with the office, showing him/her where things are, what they are, who uses what, etc. Walk through the practice with your new employee, and allow him/her to ask questions and take notes. Familiarize the employee with how your flow line works, and why you have set it up that way. You could develop a “New Employee Scavenger Hunt” to facilitate this.
GETTING TO KNOW THE OTHER STAFF:
Have the new employee sit down with each of your other employees and get to know them a little. This is a great time for that person to find out what each staff member needs and wants from them.
Your new employee will now feel much more comfortable and able to “get on with it”. Put the person on post and let him/her begin.
Ensure that ongoing training is occurring on the following:
- The use of proper organizational requests
- Graphs and stats
- Written communications
- Asking for referrals
- Office organization