you may need to draft a policy yourself. The following process to develop a policy has been adapted from recommendations by the American Medical Association1:
1. Define the issue, problem or task
2. Develop a draft of a policy
3. Review and analyze the policy draft
4. Revise the policy draft
5. Conduct a final review and make final revisions
6. Adopt and implement the policy
7. Evaluate and revise the policy on an ongoing basis
Here are some additional guidelines to keep in mind:
• Use clear, simple language. The easier it is to understand a policy, the easier it is to follow — and this gives violators fewer excuses for not adhering to office rules.
• Personalize your policies. The sample policies in this book are not “one size fits all.” Every practice is unique in its rules and culture.
• Keep policies firm but flexible. No policy will cover every possible situation, but it should cover most plausible scenarios.
• Define any terms that you use in your policy. For example, if you use the acronym “FMLA,” be sure to note that it stands for Family and Medical Leave Act.
• Seek staff input since the policies directly affect them. Once you have drafted the policy, run it by one or two trusted colleagues to ensure that it is comprehensive and fair.
• All policies should be approved by the practice owner, dentist or office manager before distribution to staff.
• Have a legal professional review any policy you add to your office manual. This is good advice for any policy, whether you have written it yourself or you used a template.
• Review and revise your employee policy manual at least once a year.
Checklist: What to Include in Your Employee Policy Manual
Use this checklist as you develop your manual to make sure that all the information you wish to include has been customized and incorporated.
Employee Acknowledgement
Office Background and Description
Diversity and Non-discrimination Policies
Office Policies
Employee Policies
