Why You Need Office Policy

In order to function most effectively as a team, agreements must be formed and followed for smooth, efficient coordination and cooperation in any office environment. Office policies set up these agreements. As long as employees are informed of the rules governing an activity, and those guidelines are clearly presented as being in the best interest of the activity, the policies will be followed.

Policy that is understood, agreed upon and adhered to will strengthen the office and provide the best means to achieve practice goals.

Even those "policies" that are not written, but are "known by everyone" should be put in writing. By putting all policies in writing, problems and confusions that could otherwise surface will be curtailed and even eliminated.

Policy is basically the rules and administrative actions by which members of a group agree to conduct their business affairs. Successful policy normally comes from actual experience in successfully handling different situations, job duties and administrative functions in an office. It also clearly elucidates important legalities to know and comply with regarding employment laws and regulations.

Policy guides the group by providing procedures to be followed for different situations and eventualities. It provides the rules, procedures and guidance which permits the accomplishment of the office’s mission statement or purpose. Thus it is vital for any employer to provide good policy, make it easy to access and know, and ensure it is followed.

For starters we recommend that a practice owner create a General Office Policy that addresses the fundamental issues that every practice must cover such as office hours, time off, vacation pay, etc. After a General Office Policy is developed, a practice will continue to generate new policies for specific office situations that need to be covered.

Each practice should have a Master Policy Manual that is the storehouse of every policy for the office. Each employee should then have their own policy manual that contains the policies relevant to their specific job.

When you create a new office policy, place a copy in the Master Policy Manual and distribute a copy to each relevant staff member. Tell each staff member to send a written compliance to the Office Manager that they have read and understood the new policy and that they have placed a copy in their respective manuals. You could even add an attestation page, or put an attestation at the bottom of the policy that they fill out and return to you. It could be as follows:

I ___employee name______, have read, understand and can apply the following office policy: _________name and date of office policy____________ for the practice of
_____name of doctor and/or practice_____. I have also placed said policy in my policy manual.


_____________________________________ _________________________
Signature of employee Date


Below are suggested topics that could or should be addressed in written office policy:

Patient Relations Reimbursement of Expenses
Equal Opportunity Statement Disciplinary Measures
Harassment Breaks and Lunchtime
Problem Resolution Voting
Terms of At-Will Employment Staff Meetings
Definition of Full and Part Time Continuing Education
Orientation and Training Smoking
Pay Periods Job Performance Reviews
Termination Status
Wage and Salary Guidelines Unemployment Insurance
Payroll Deductions Worker’s Comp
Fringe Benefits Health and Safety Rules
Vacations Salary Adjustments
Retirement Plan Cleanliness/Maintenance
Sick Leave Appearance
Holidays Uniforms
Funeral Leave Personal Data Changes
Maternity Leave Office Security
Absenteeism Parking
Jury Duty Telephone Use
Personal Time Off Outside Employment
Tardiness Confidentiality of Information
Leave of Absence Dating of Patients

Author Bio :


Jaff alvo is an experienced author, who has written articles on various health and financial subject. Please view my link on Silkin Management Group and Silkin Management Group.