HR - My Cards Flashcards
Five factors that determine when to hire
- Vet/Staff Ratio (4.2:1)
- Vet Production - active income 50%
- Staff Production - passive income 50%
- Hospital Flow - identify bottlenecks and how they are affecting practice
- Staff Payroll Percentages - monitor for OT
Federal laws re record retention as it relates to hiring & how many employees required to enforce each?
- Title 7 of Civil Rights Act (15+ employees)
- Americans w/ Disabilities Act (15+ employees)
- Age Discrimination & Employment (20+ employees)
EEOC enforces these.
Federal record retention laws for applicants
1 year from the date of filling the position, or 2 years if candidate is suspected to be over 40.
Working interview requirements
- Must be on payroll
- Must be eligible to work in US
- Must be paid at least minimum wage
- Must be covered under workers comp
What types of questions should be asked in an interview?
- Initiative
- Motivation
- Attitude
- Personal
- Management-related (if applicable)
Negligent Hiring
Hiring candidate that employer knew or should have known would be a risk to others in the workplace
Negligent Referral
Misrepresenting the qualifications and character of a former employee while having knowledge of a propensity for violence or illegal behavior.
Halo Effect
Allowing some favorable trait about the interviewee to overshadow concerns about the candidate.
Fair Credit Reporting Act
Federal law that regulates prescreening reports issued to employers by credit reporting agencies
Reliability and validity are critical for pre-employment tests. What is the difference between the two?
Reliability is how consistently the test measures a characteristic.
Validitity is the degree to which the test actually measures what it claims to measure.
What are the steps taken when a background check comes back with negative info on a candidate?
- Pre-adverse action letter - written letter from employer to candidate notifying them that adverse action may result from results of background check. Gives candidate opportunity to correct info with background check company.
- Adverse action letter (aka Second Notice or Final Adverse Action) - written letter from employer to candidate notifying them that adverse action will be taken as a result of background check.
How long does the onboarding process last?
12 months
4 Cs of Onboarding
- Compliance
- Clarification
- Culture
- Connection
How do you facilitate the transition of a new hire into the practice?
EASE
Encouragement (increase confidence)
Align (team members with new hire)
Solve (problems)
End (distractions)
What percentage of gross revenue should be spent on training?
1% - 2%
Three most common reasons employees leave practice and profession
- Lack of positive feedback
- Lack of training opportunities
- Failure of mgmt to include them in the larger strategic vision of the practice.
What is the 70/20/10 learning & development model?
70% - from OTJ training
20% - from coaching and mentoring
10% - From formal instruction and training
What are some things to consider when looking to enhance productivity?
- Shared purpose
- Tools to do the job
- SOPs
- Performance standards
- Engage and empower
- Recognize and reward
- Physical fitness
- Personal focus
- Team focus
What are the three main details that should be addressed with individual development plans?
- Development
- Training
- Career management
What are the two bonding philosophies a practice can adopt?
- Bond to DVMs
- Bond to practice
What is a bonding rate and what should practices be aiming for?
A bonding rate measures the percentage of clients that ask for their DVM by name. Aim should be 70% for tenured DVMs and 25% for new DVMs.
What is a fill rate?
Percentage of booked appts vs available appts
What are some risks associated with adopting the “bond to practice” philosophy?
- Clients may not like all the doctors
- Lack of continuity of patient care
What are the ways to effectively delegate tasks to team members?
SMART
Specific
Measurable
Agreed
Realistic
Time-bound
What are the two manuals that every practice should have?
- Hospital operations & procedure manual
- Employee Policies, Procedures, and Guidelines Manual
What are some benefits of cross training?
- 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.
What are some benefits of staff meetings?
- Raise practice benchmarks
- Increase profits
- Improve compliance w/ staff recommendations and client acceptance
How long should staff meetings be?
Max of 45 mins
What are the 3 most common types of employee performance reviews?
- 360 peer review
- self review
- job satisfaction survey
What are 3 basic approaches to employee performance evaluations?
- Formal performance reviews
- Coaching conversations
- Corrective action discussions
What are the 4 disciplines necessary for effective performance reviews?
- Hold all employees accountable
- Teach employees to identify, deploy, and develop strengths
- Align all performance reviews around identifying, deploying, and developing strengths.
- Design and build each role to create world class performers in the role.
What are the 4 elements of successful performance reviews?
- Regular informal feedback from supervisors
- Performance goals set by both employee and supervisor.
- Actions plans to address performance or disciplinary problems.
- Formal review that documents the “big picture”.
What is the ABCDEF formula for corrective action discussions?
Awareness
Behavioral expectations
Consequences
Decision confirmed
Employee Involvement
Follow up
What are the top 3 issues that cause conflict in the workplace?
- Gossip
- Lack of training
- Lack of communication
What is “concerted activity”?
Concerted activity is engaging co-workers in the terms and conditions of their employment.
Employees have a legal right to concerted activity, per the National Labor Relations Board.
What are the 4 steps involved for successful intervention in conflict management?
- Confront behavior
- Talk it out
- Hold team members accountable for solutions (give 1-2 days to come up with solutions)
- Follow up and feedback
General outline of disciplinary procedure
- Verbal warning
- Written warning
- Final warning, next step is termination
What must be true to require an employer to provide COBRA coverage to a terminated employee?
- Employer must have been providing health insurance.
- Employer must have 20 or more employees on at least 50% of the typical business days during the previous calendar year.
Fee for Service Plan
Patient visits providers/facilities of choice and is reimbursed.
HMO
Health Maintenance Organization
Patient goes to docs/facilities in network
PCP must refer to specialists in network
PPO
Preferred Provider Organization
Blend of Fee for Service and HMO plans
No PCP referrals required, but out of network is more costly.
POS
Point of Service
Similar to HMOs, except PCP referrals not required for in network. Referrals required for out of network.
HSA
Health Savings Account
High deductible plan required.
Owned by employee.
FSA
Flexible Savings Account
Use it or lose it but may be some accommodation by employer. ($500 given back or 2.5 month extension).
Does NOT require high deductible plan.
Owned by employer.
PPACA
Patient Protection and Affordable Care Act
Applicable to 50+ FULL TIME employees
Employer is penalized if no health insurance is provided.
Employees who work for smaller employers must get individual plans or be penalized.
Caps and conditions on HSAs and FSAs.
Who regulates retirement plans?
Department of Labor - ERISA (Employee Retirement Income Security Act)
SIMPLE IRA
Short Incentive Match Plan for Employees
Established by employer, employee can contribute pre-tax dollars.
Employer must contribute.
Simple to administer and low cost.
401K
Established by employer, employee can contribute pre-tax dollars.
Employers not required to contribute.
Can be added profit-sharing component.
Requires professional administrator and can be costly.
SEP
Simple Employee Pension Plan
Similar to profit-sharing plans.
Funded by tax deductible employer contributions.
Employees cannot contribute.
What percentage of gross revenue should be spent on CE?
5% of gross revenue
5 types of employee files
- Personnel file for job-related docs.
- Docs that have no legal role in employment decisions (garnishments, credit checks, etc).
- Medical docs (including FMLA) docs - FMLA and ADA require these docs to be stored separately.
- Payroll & taxes - FLSA and Internal Revenue Code require employers to keep this data.
- I-9 (can be kept with other employee I-9s)
How long should docs relating to basic info on the employee be kept?
3 years from date of termination
How long should payroll and tax docs be kept for?
4 rolling years
How long should docs relating to job related injuries and illnesses be kept?
5 years from date of termination
How long should docs relating to medical exam findings and toxin and bloodborne pathogen exposures be kept?
30 years from date of termination
How long does Title VII of Civil Rights Act, Americans with Disabilities Act, and the Age Discrimination Act require an employer to retain records?
1 year from termination
How long does FMLA and FLSA require employers to retain any applicable documents?
3 years from termination (employees have 3 years to file a claim on FMLA and FLSA issues).
What are the 3 types of hospital manuals?
- Employee Policies, Procedures, and Guidelines
- Hospital Operations and Procedures
- Safety
What are the 3 purposes of hospital manuals?
- Reference tool for standards of care and practice guidelines.
- Training and instructional tool.
- Defines standards to which employees can be held accountable.
What are 3 functions of Patient & Procedure Logs?
- Convenient storage of important data
- Improves quality of patient care and client service.
- Facilitates charge capture and auditing processes.
What are the 3 types of Patient & Procedure Logs?
- Hybrid
- Patient
- Procedure
