Creating and Updating an Employee Policy Manual: Policies for Your Practice
general.
Employment Advertisements
In recent years, newspaper ads have given way to ads placed on the Internet. However, they are still a viable option in your search for qualified candidates and they tend to reach a broad cross-section of the population, including individuals who may not frequently use the Internet. When you write your advertisement, be as specific as possible to screen out unqualified candidates. Run your advertisement on Sunday for the best readership. You might want to consider placing an ad in a section other than dentistry. Many great employees can be recruited from other fields, such as administrative, banking, medical, and marketing.
Writing Job Ads
Although many employers choose to display the businesslike job ad, today’s job ads tend to be much more creative than they have been in the past. The serious tone is sometimes replaced with the conversational, and traditional designs are being replaced with the edgy. Candidates use keywords to search the database, so job ads should contain sufficient detail and avoid acronyms and abbreviations. Whatever media you use — print or electronic — your want ad should be well-written and achieve the following:
• create interest
• generate enthusiasm
• initiate a response
• obtain qualified candidates
Employment discrimination laws apply to all stages of the employment process, including recruitment. Make sure your job ad does not use discriminatory language and that it is not likely to have a disparate negative impact on a protected group. Even inadvertent and unintentional discrimination can expose your practice to liability under federal, state, or local laws. Avoid language that limits applicants based on race, religion, age, gender, sexual orientation, national origin, physical or mental disability, or any other applicable protected class. For example, do not use such words as girl, Gal Friday, young, mature, student, recent graduate, married, physically fit, or cleaning woman. Instead, use terms such as up-to-date knowledge. Replace gender-specific job titles such as cleaning woman with gender-neutral alternatives such as cleaning person.
Disabilities laws generally require that the application process be made available to all persons/applicants on an equal basis. Offer more than one method for applying for a position by including an email and a postal address as well as a telephone number. This can allow an equal opportunity for a person, for example, with a hearing disability who may not be able to use a telephone.
Sample Job Ads
Newspaper ads are typically shorter due to prices associated with word counts. Internet ads, such as those on job boards and dental practice websites, are usually more wordy and personable. They often include a paragraph about the practice and its philosophy so applicants can get a feel for the work environment. Generally, applicants are very interested in the details of an online job posting, so use it to your advantage and write the ad as a “mini marketing campaign” for your practice.
You can use the following ads as examples to help you customize your own want ads.
FIGURE 1.13 SAMPLE JOB ADS
When you write your advertisement, be as specific as possible to screen out unqualified candidates. Run your advertisement on Sunday for the best readership. You might want to consider placing an ad in a section other than dentistry.
Employment Applications
Consult with a qualified attorney for state-specific employment application language. For example, state law may require that applications for employment in Illinois say that the applicant is not obligated to disclose sealed or expunged records of conviction or arrest. In addition, if your dental practice uses a probationary period policy, you can use this language on your employment application. You may also want to include a stipulation that states that the furnishing of any false information in the application is grounds for denial of employment.
FIGURE 1.14 SAMPLE APPLICATION FOR EMPLOYMENT
Effective Interviewing Strategies
To prepare for the interview, review the application or resume, taking special note of the candidate’s employment record. Screen the initial candidates with three-to-five minute telephone interviews. Be prepared to answer their questions as well.
The person conducting the interview should set aside 30 to 45 minutes in a setting with no interruptions. Begin with a description of the position and a quick sketch of the practice. This step should take less than ten minutes. Many interviewers err by spending too much time on the position and too little time on the applicant. Spend the next 15 minutes or so asking open-ended questions to discover the candidate’s qualifications, personality, and working style. Encourage the applicant to discuss his or her past work experience in an open, frank manner. Close the interview with a brief summary of the benefits of the position. Ask the applicant if he or she has any questions.
Ask top candidates to meet your current staff. This will stress the importance of being a team player in your practice. It will also give your current staff a chance to offer their input on final candidates. In addition, offer applicants the opportunity to take an office tour, view instruments and sterilization methods, and review educational materials.
When searching for new staff, look for skills and certifications, as well as compatibility and a good attitude. The new employee should have the same goals as your practice.
Conducting Interviews
When searching for new staff, look for skills and certifications, as well as compatibility and a good attitude. The new employee should have the same goals as your practice. Obtain input from your current dental team members during the hiring process. They can help contribute to the success of the new employee.
Be sure applicants can provide a current license or certification for jobs that require them. In addition, you’ll want to prescreen your potential employees. The section “Reference Checks” will provide additional information on previous employment and background and credit checks.
When interviewing, you might discuss membership in professional associations (such as ADA, ADAA and ADHA) and continuing education (CE) background, as well as associated travel expectations as part of the hiring process. Ideally, you should look for applicants who consider CE learning to be a professional priority. If someone doesn’t show an interest in CE, they’ll probably view it as an obligation, rather than a benefit. Presenting a written job description and the CE policy — with practice-paid limitations and allowable time off — during the interview can reduce disappointments later.
Check with a qualified attorney regarding appropriate interview questions under applicable employment laws. The key is to ask questions related only to the person’s ability to perform the position’s responsibilities, and to avoid asking personal or legally inappropriate questions that could result in a discrimination claim. Do not ask such questions even if the applicant volunteers information on a subject.