CREATING A CULTURE THAT UNLEASHES YOUR PRACTICE’S POTENTIAL


cedures, and provide an overview of the work environment. You also have an opportunity in this opening portion to welcome new employees and share the history of your practice, so they will un- derstand your business’s foundation. Include your practice’s mission statement, vision statement, and practice values, creating transparency of the compa- ny’s goals, philosophy, and core principles. How- ever, avoid describing the company as “like a family,” because that could imply a promise of indef- inite employment. You must include statements regarding the non- contractual nature of the handbook. Be sure to state that employment at your practice is at will. An at-will employment relationship can be termi- nated at any time, with or without reason or notice by either the employer or the employee. Nothing in your handbook should be construed to alter that at-will relationship.


Workplace Compliance


This section includes statements about how your practice complies with equal employment opportu- nity and prohibits unlawful discrimination and ha- rassment. Discrimination is strictly prohibited by a variety of federal, state, and local laws, including Title VII of the Civil Rights Act 1964,1 the Age Discrimination Act of 1975,2 and the Americans with Disabilities Act of 1990.3 Your policy is in- tended to comply with the prohibitions stated in these antidiscrimination laws. The US Equal Op- portunity Employment Commission enforces laws that prohibit workplace discrimination. For exam- ple, the Americans with Disabilities Act requires employers to provide (among other things) reason- able accommodations to qualified individuals with disabilities unless to do so would cause an undue hardship to the company.3 You must state that your practice won’t tolerate discrimination or harassment based on race, color, religion, creed, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable law. Your policy should de- scribe that it applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, disci- pline, and termination. You should also be sure to research and abide by state and/or local laws, which may differ from the federal discrimination laws by being more stringent. In addition, describe that your company is in full compliance with immigra- tion laws.


Company Policies and Procedures


This section is utilized for stating your policies for use of practice property, confidentiality, privacy, drug and alcohol use, and social media. You should describe the disciplinary action that may result if any of these policies are violated. Your policy should be explicit in describing what employees can and cannot do with equipment, vehicles, telephones,


158 2018  Vol. 64  AAEP PROCEEDINGS


computers, and software. It is recommended that you include a policy that describes a drug/alcohol- free environment. You should also state that em- ployees are free to bring forward any concerns or problems they might have and explain who they should talk to if it isn’t you they should seek out. Inform your employees in this section about your practice’s policies on confidentiality, conflicts of in- terest, dress code, outside employment, continuing education allowances, and expense reimbursement.


Employment Classification


The Fair Labor Standards Act (FLSA)4 defines how employees qualify for overtime exempt status. It is important to state clearly how employment classifi- cation and overtime rules are followed at your prac- tice in accordance with state and local laws and the FLSA. This section is where you should define part-time, full-time, or temporary status for employ- ees, clearly outline the requirements for each clas- sification at your practice, and explain how benefits are apportioned. Because exempt employees are not paid overtime,


there are rules which are codified in the FLSA reg- ulations about who can qualify as exempt. These qualifications include meeting a certain salary threshold and performing certain types of job duties. Misclassification of employees as exempt when they do not qualify can result in large fines. If you have any questions about whether an em- ployee qualifies to be paid an exempt salary, con- sult the Department of Labor Web site or an attorney for more information.


Attendance Policies


This section should deliver clear details on your practice’s expectations and requirements for atten- dance, work hours, and schedule. Policies on punctuality and absenteeism belong here. If the practice has multiple locations, information about differing hours of operation, and how that affects attendance is shared here. If you have a system for tracking hours worked, whether a timeclock or a timecard, your policy should be described. A policy that provides details on how employees can properly schedule time off must be clarified. In addition, disciplinary action for unauthorized or chronic ab- senteeism should be described. Laws regarding break and meal periods differ by state, so it is nec- essary to research these and then provide required meal and break times.


Leave Policies


In this section, you should detail practice policies, including eligibility requirements, for all time away from work. This includes sick and personal leave, vacations, disability, and anything involving time off work for employees, especially those absences required to be allowed by law. Generally, although most states do not require vacation benefits for em- ployees, most employers offer them. If you have a


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