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CVPM- SJ > HR > Flashcards

HR Flashcards

1
Q

What are the federal retention laws for applicant documents such as resumes and employment applications?

A

One year from filling the position, unless you suspect applicant is over 40 years of age, then it is recommended to keep records 2 years.

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2
Q

List the four elements necessary to hold working interviews.

A
  1. Must be on payroll.
  2. Must be eligible to work in U.S.
  3. Must be paid at least minimum wage.
  4. Must be covered under workers compensation
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3
Q

FIT is how a candidate will complement the culture, and POTENTIAL is the measure of growth the new hire would be expected to experience. Define IMPACT.

A

Impact – is the measure of results the candidate has achieved in the past and is likely to achieve in the future.

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4
Q

Information revealed in the background checks can be helpful with hiring decisions and should be conducted on all candidates who make it to the final hiring pool to choose from. True or false?

A

False – Background checks should only be made after a contingent employment offer has been made.

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5
Q

What are Phase Training lists and what are four benefits of using them?

A

Outlines the progressive steps in the training for a specific position within the practice.
1. Helps insure team members are trained properly
2. Aids in titrating information/instruction to the employee to avoid overloading them early in the process.
3. Provides a resource for training preparation for the trainer.
4. Provides reference and review material for the new employee and phase Training can accommodate a new employee that already has some experience

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6
Q

What is a reasonable budget to spend on training annually?

A

1-2% of annual revenue of the practice.

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7
Q

New employees must have immediate knowledge of what 5 safety details?

A

Location of the eye wash, first aid kits, exits;
Location of PPE & instructions for use
Location of mandatory posters
Location of SDS
Location of Safety Manual

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8
Q

List the 3 most common reasons a staff member leaves a practice.

A

Lack of positive feedback; Lack of training/development; Failure of management to include staff in strategy/big picture

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9
Q

Name 4 elements of enhancing employee productivity.

A

Shared Purpose
Tools to do the job
Engage and Empower
Recognize and Reward
Personal Focus
Team Focus
Physical Fitness
Performance Standards
SOPs

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10
Q

The ____________ and ______________ of the practice help define the core competencies that should be expected of employees.

A

Mission and values

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11
Q

Why are core competencies important in staff development?

A

Can be tired into beginner, intermediate, advanced; Can be used for reward based compensation decisions

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12
Q

Name at least 4 of the 10 elements that should be considered in virtual team training

A

Time - 20 min or less
Gain attention at start
Plan ahead
Engage with props, diagrams etc
Establish relevance
Ask compelling questions
Demos
Interactive activities
End with a bang

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13
Q

In the 70/20/10 Learning and Development Model; define the elements involved.

A

70- OTJ; 20 coaching/mentoring; 10- formal training/CE

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14
Q

An effective appointment system should have what two goals?

A

Eliminate Client wait times
Use resources and staff efficiently to minimize downtime

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15
Q

In the example of Dense Scheduling in Practice Made Perfect; list the breakdown of the three 5 minute sections for a 15 minute annual wellness appointment (goal of the 1st five minutes, 2nd five minutes, etc.)

A

1st 5- history; gather info; take vitals (weight etc)
2nd 5- physical exam; treatment plan
3rd 5- diagnostics/ vaccines/ meds

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16
Q

What are three ways to try to avoid appointment problems with clients?

A

Give an appt card at booking
Confirmation 24 hrs prior
Prepare staff for unexpected appt challenges with an SOP

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17
Q

Name five of the nine details to consider regarding appointment scheduling criteria for making appointment schedules.

A

Number of DVMs available
Efficiency of the DVMS
Time allotted for each appointment
Number of exam rooms
Types of cases seen
Clinic hours
Favored client times
# of patients per client
Vet tech appts

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18
Q

An unusual number of established clients arriving early or late to the appointment may be a sign of what?

A

Schedule/Appt protocol problems

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19
Q

When it comes to staff scheduling __________ is one of the most desired employee benefits; therefore it is an important component in staff morale, productivity and retention

A

flexibility

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20
Q

Name and define the five potential employee scheduling options

A

Rotating- schedule changes week to week
Hybrid- some rotates some static
Skill based- higher skillset more flexibility
Split- two shifts in 1 day
Per Diem- 1 day at a time

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21
Q

Ultimately the _____________ is responsible for the efficiency, function and flow of the practice. Below are several strategies to help achieve success.

A

manager

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22
Q

When it comes to managing daily work assignments; what does SMART stand for and what are the definitions?

A

Specific
Measureable
Agreed upon
Realistic
Time bound

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23
Q

What 5 key factors go into deciding to hire?

A

Staff payroll percentages; DVM: Staff ratio; Vet Production 50%; Team member production 50%; Hospital Flow

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24
Q

What is the vet to staff ratio to aim for?

A

4.2:1

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25
Q

2) refers to the degree to which the test actually measures what it claims to measure.

A

Validity

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26
Q

3) A pre-adverse action letter should be used when.

A

when considering using backround check information to not hire a candidate; allows them to respond to the details before a final decisions

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27
Q

1) When it comes to enhancing employee productivity, which of the below answers is NOT one of the suggestions?
a. Engage and Empower
b. Personal Focus.
c. Accountability and Acceptance
d. Performance Standards

A

Accountability and Acceptance

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28
Q

2) When it comes to Individual Development Plans; what are the three main details that should be addressed?

A

Development, Training, Career Management

29
Q

EASE stands for

A

Engage, Align, Solve, End

30
Q

A doctor is using 2 exam rooms simultaneously for appointments, what type of scheduling is this considered?

A

High Density

31
Q

Regarding the practice client schedule; what is the definition of an emergency?

A

No DVM immediately available and must be pulled from another patient

32
Q

Your practice has decided that they want clients to bond with the entire practice, what are the risks associated with that Bonding Philosophy (multiple Choice)?
a. The clients may not like all the doctors
b. Lack of continuity of patient care.
c. Doctors find it an unrewarding way to practice.

A

A & B

33
Q

When empowering a team member, it is important to define the task/tasks with clarity. Which part of the SMART System will do that?

A

Specific

34
Q

2) When it comes to management of daily work assignments and
are the keys to a successful veterinary practice.

A

Delegation and Empowerment

35
Q

The Benefits of Cross-Training include:

A

Employee knowledge of the practice as a whole, and the roles of others in the practice, grows.
When team members are ill or absent, client service and wait times do not have to decline.
Places another level of employee accountability into the system, helping to reduce the occurrence of fraud and theft.

36
Q

What are five responsibilities in the role of the facilitator in a staff meeting?

A

Start and end on time
Include everyone in the discussion
Stay on topic
Avoid negative/gripe sessions
Follow the agenda

37
Q

It is vital that staff meetings stay on track, and can help facilitate this.

A

Agenda

38
Q

List five of the seven ways to engage employees during a staff meeting.

A

Praise accomplishments
Provide informative updates and announcements
Use props, diagrams etc
Be humorous (but appropriate)
Ask team members to present on topics
Do demonstrations

39
Q

What details should be included in meeting minutes?

A
  1. Record decisions and assignments.
  2. Designate responsible parties.
  3. Record the deadline agreed upon during the meeting.
  4. Who was present
  5. What topics, if any, will be revisited at the next meeting?
40
Q

List at least four of the six elements that should be included in an employee performance review.

A
  1. Conversation about mission, vision, and values of the practice
  2. Clarity about goals and direction
  3. Addressing team member accomplishments
  4. Address concerns over policy and procedures
  5. Address potential conflict with team members or management
  6. Address any lapses in standards or judgement (many times these conversations should happen in the moment and not wait for a performance review)
41
Q

What renders an employee performance review useless?

A

Lack of clear expectations in the job description for accountability

42
Q

What are the three most common types of employee performance reviews?

A

Self evaluation
360 Review
Employee satisfaction

43
Q

What are the four disciplines necessary for an effective employee review?

A
  1. Hold all employees accountable for their local performance outcomes.
  2. Teach all employees to identify, deploy and develop their strengths.
  3. Align all performance appraisals and review systems around identifying, deploying and developing employee strengths.
  4. Design and build each role to create world class performers in the role.
44
Q

The most successful employee performance review programs typically combine what four elements?

A
  1. Regular informal feedback from supervisors.
  2. Performance goals that are set by the employee and the supervisor.
  3. Action plans to address performance or disciplinary problems.
  4. Formal reviews that document the “Big Picture”.
45
Q

List at least five of the nine potential pitfalls regarding employee reviews

A
  1. Spending more time on performance review than performance planning. More time should be spent preventing performance problems
  2. Be careful comparing employees.
  3. Forgetting the review is about performance and not blame.
  4. Stopping reviews when pay is no longer tied to the review.
  5. Believing the manager is in a position to accurately assess team members.
  6. Cancelling or postponing reviews.
  7. Measuring the trivial.
  8. Surprising a team member during the review.
  9. Thinking all employees and all jobs should be assessed the same way.
46
Q

A practice without conflicts could indicate what type of practice dynamic, and what are potential negative side effects of those dynamics?

A

A lack of feeling you can speak up or communicate concerns to leadership. Little creative thinking for innovation and change
Employees may have passive resistance; lose enthusiasm and energy

47
Q

What are the potential risks of delaying a discussion once an issue is known?

A

a. May result in additional conflict.
b. May be interpreted that management is not interested in the problem.

48
Q

What is the four step method for successful intervention regarding conflict management?

A

Confront
Talk it Out
Hold employees accountable
Follow up and Feedback

49
Q

Name 4 express exceptions to At-Will employment

A

Discrimination for pregnancy;
Contracted employment length;
Discrimination for protected class;
Collective bargaining;
Bankruptsy related termination;
Age discrimination over 40
Jury duty

50
Q

Employee Performance Reviews should include

A

Clarity about goals and direction
Addressing team member accomplishments
Address concerns over policy and procedures
Discussion of mission and vision of practice
Teammember conflict
Lapses in standards or judgement

51
Q

What is the ABCDEF Formula for handling conflict?

A

Awareness
Behavioral Expectations
Consequences
Decision Confirmed
Employee Followup
Follow up

52
Q

Avoidance of the other person(s), personal attacks, hurtful gossip, barbed humor and lack of cooperation are all potential symptoms of what dynamic within your practice?

A

Conflict

53
Q

What are the top 3 that cause conflict in the workplace environment?

A

Gossip, lack of training, lack of communication.

54
Q

Which plan enables employees to make their medical insurance premium payment before taxes are deducted from their paycheck, and can also mean substantial pretax savings for employers?

A

125

55
Q

Regarding evaluating medical insurance plans; name at least four ingredients that should be included when creating a checklist to aid evaluation.

A

Type of Plan
Details of Coverage
Size of providers & related services/facility in network
Employee eligibility
Simplicity of admin
Cost to employer, employee, dependents- deductibles & copays

56
Q

Name at least five documents that should be in a personnel file.

A

Application
Resume
Performance reviews
W2
Job description

57
Q

Name at least four documents that might be found in an employee medical personnel file.

A

Workers comp
doctors notes
employer exams/monitoring
life/health insurance
FMLA documentation

58
Q

What element of a job description can help you avoid hiring someone who is unable to perform essential duties of the position?

A

Listing what is considered an impediment to satisfactory performance such as being afraid of aggressive pets.

59
Q

What do you list in the accountability section of a job description

A

Supervisor authority
Who is supervisor
Hierarchy of the practice (who reports to who)
Who evaluates their performance

60
Q

How often should job descriptions be evaluated for accuracy, and what changes to the practice might indicate an update is necessary?

A

Annually; change to services or protocols

61
Q

What three purposes do hospital manuals serve?

A

Helps with training
Consistency of Care
Accountability for feedback/review

62
Q

The Patient Protection and Affordable Care Act requires employers with ____ or more employees to provide group medical insurance or receive a penalty.

A

50 full time

63
Q

Why are employee medical documents stored separately from their main personnel file?

A

Limit access to unnecessary staff review

64
Q

Employee Wage Garnishment Orders and Credit Reports are to be filed;

A

In a separate file from personnel, payroll and medical files

65
Q

Which entities require employers to keep detailed payroll and benefits data? Access should be limited and ideally stored separately.

A

Fair Labor Standards Act & IRS

66
Q

Why is HIPAA important in record keeping?

A

It requires medical records be kept separately from other employee information

67
Q

What 2 organizations require medical records be kept separately from other employment records?

A

ADA & HIPAA

68
Q
A

CVPM- SJ (7 decks)

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