Chapter 46

1. Chapter 46 The Medical Assistant asHuman Resources Manager

2. Tasks Performed • Skills required have broadened • Determines job descriptions, hiring, orienting employees; maintaining employee personnel records; managing separations • Focus on productivity, service, quality

3. Tasks Performed • Must understand legal and regulatory aspects of personnel management • Higher level of education and experience required • Excellent people skills, strong sense of fairness, ability to resolve conflicts

4. The Clinic Policy Manual • General guidelines for clinic practices • Introduced to new employees following hiring process • Identifies clear guidelines and directions required of all employees • Defines appropriate expectations and boundaries of employment relationship

5. The Clinic Policy Manual • Includes biographical data of each provider • Details employment policies, wage and salary, benefits, employee conduct expectations • Review and update regularly

6. Recruiting and Hiring Clinic Personnel • Full-time, part-time, contract employees defined • Job descriptions • Written description; outline of what position entails • Basic qualifications necessary • Work experience, skills, education, special certification or licensure • Review and update annually

7. Recruiting and Hiring Clinic Personnel • Recruiting • Major challenge of HR is recruitment of MAs • Networking • Check with nearby college medical assistant programs • Practical experience near end of coursework • Newspaper advertising or Craigslist time-consuming • Medical employment Internet sites

8. Recruiting and Hiring Clinic Personnel • Preparing to interview applicants • Consider several résumés • 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

9. Recruiting and Hiring Clinic Personnel • The employment interview • Conduct in quiet and private setting

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

11. Recruiting and Hiring Clinic Personnel • Selecting the finalists • Compare notes • Check references • Telephone reference check form

12. Recruiting and Hiring Clinic Personnel • Selecting the finalists • Offering the position • Be prepared with second-choice candidate • For unsuccessful applicants, send letters

13. Orienting New Personnel • Responsibility of clinic manager and lead personnel • Probationary period 30 to 60 days • Introduce to employees

14. Orienting New Personnel • Assign mentor • Review procedures manuals • During probation period, employee should be officially evaluated by clinic manager

15. Dismissing Employees • Voluntary dismissal or separation • Relocating • Advancing to another position elsewhere • Retiring • Leaving for personal reasons

16. Dismissing Employees • Involuntary dismissal or separation • Poor performance • Serious violation of clinic policies or job descriptions • Brought up in probationary review first • Verbal and written warnings must be given • Dismissal can be immediate • Notify clinic manager and/or provider(s) of dismissal

17. 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

18. Maintaining Personnel Records • Limited access • Contents confidential • Kept for 3 to 5 years after employee(s) leaves practice • Information maintained for payroll and business practices

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

20. Complying with Personnel Laws • Sexual harassment: Title VII of Civil Rights Act • Safe working conditions • Occupational Safety and Health Act (OSH Act) • Refer to Chapter 22 • Immigration Reform Act • Jury duty

21. Special Policy Considerations • Temporary employees • 90 days or less • Includes internship or externship students

22. Special Policy Considerations • Smoking policy • Check state and city laws • Majority of all health care facilities do not allow smoking • Should include employers, employees, patients • Workable and enforceable, promote health, encourage employee morale and productivity, set example for patients

23. Special Policy Considerations • Discrimination • Americans with Disabilities Act (ADA) • Illegal to discriminate • Includes people who are HIV positive or have AIDS

24. Providing/Planning Employee Instruction and Education • Instruction and education accomplished within practice or outside practice • American Association of Medical Assistants meetings include continuing education opportunities • Seminars and conferences

25. Providing/Planning Employee Instruction and Education • Important function of HR is to make CEU opportunities available to employees • Best to provide employee instruction and education within facility when instruction necessary specific to medical practice • Will pay for itself many times over again