The Medical Assistant as Human Resources Manager Chapter 46 The Medical Assistant as Human Resources Manager

Tasks Performed Skills required have broadened Determines job descriptions, hiring, orienting employees; managing separations Focuses on productivity, service, and quality

Tasks Performed Must understand legal and regulatory aspects of personnel management Higher level of education and experience required

Tasks Performed

The Office Policy Manual Identifies clear guidelines and directions required of all employees Defines appropriate expectations and boundaries of employment relationship Establishes and states mission of practice (Table 46-1) (Procedure 46-1)

The Office Policy Manual Includes biographical data of each provider Details employment policies, wage and salary, benefits, and employee conduct expectations Review and update regularly (Table 46-1) (Procedure 46-1)

Recruiting and Hiring Office Personnel Full-time, part-time, contract employees defined Job descriptions Content and format Preparation suggestions Review and update annually Critical Thinking Box Figure 46-1 Procedure 46-2

Recruiting and Hiring Office Personnel Major challenge of HR is recruitment of MAs Networking Check with nearby college medical assistant programs

Recruiting and Hiring Office Personnel Placement agency Newspaper advertising generally too time-consuming Online options

Recruiting and Hiring Office Personnel Preparing to interview applicants Consider several resumes Review job applications What to look for under educational history What to look for under work history Look for information to indicate candidate likes this kind of work

Recruiting and Hiring Office Personnel (Procedure 46-3) See text for list of possibilities – interview worksheet The employment interview Conduct in quiet and private setting

Recruiting and Hiring Office Personnel The employment interview One-on-one or several staff members Interview worksheet Inappropriate questions Closing interview strategy

Recruiting and Hiring Office Personnel Selecting the finalists Compare notes Check references Telephone reference check form (Figure 46-4)

Recruiting and Hiring Office Personnel Selecting the finalists Offering the position Be prepared with second-choice candidate Send letters to other applicants

Orienting New Personnel Responsibility of HR manager and office manager Probationary period 60-90 days Introduce to employees (Procedure 46-4)

Orienting New Personnel Assign mentor Review policy and procedures manuals Sample probationary employee evaluation

Dismissing Employees Voluntary dismissal or separation Relocation Seeking advancement Personal reasons Proper notice expected

Dismissing Employees Involuntary dismissal or separation Because of poor performance Because of serious violation of office policies or job descriptions Should be brought up in review first Verbal and written warnings Key points Notify provider of dismissal as soon as possible

Dismissing Employees Exit interview Discuss positive and negative aspects of job What changes might be made for new person coming into facility Sample exit interview form Letter of reference Letter of resignation Statement in personnel file (Figure 46-5)

Maintaining Personnel Records Limited access Contents are confidential

Complying with Personnel Laws Contact practice attorney with questions Overtime laws Equal Pay Act of 1963 Civil Rights Act of 1964

Complying with Personnel Laws Sexual harassment: Title VII of Civil Rights Act Safe working conditions Established by OSHA Refer to Chapter 22 Immigration Reform Act Jury duty

Special Policy Considerations Temporary employees Ninety days or less Includes externship students

Special Policy Considerations Smoking policy Check state and city laws Many prohibit smoking in public facilities Should include employers, employee, and patients Should be workable and enforceable, promote health, encourage employee morale and productivity, and set example for patients Designated place to smoke may be necessary

Special Policy Considerations Discrimination Americans with Disabilities Act Illegal to discriminate Includes people who are HIV positive or have AIDS

Providing/Planning Employee Training and Education Training in the office American Association of Medical Assistants meetings include continuing education opportunities Seminars and conferences

Providing/Planning Employee Training and Education Outside of office hours Pays for itself many times over