Physicians and Dentists who manage their own office face a variety of compliance issues these days that place time demands on them and their office managers. And, with all the work and oversight that comes with billing matters, e-prescribing, electronic medical records, applying for and attesting to “Meaningful Use”, and managing the daily activities of the office, doctors and managers may fall prey to putting-off various aspects of Human Resource Management.
Remember, your employees are a key component to running an efficient and compliant professional business. They really are your first and most important customer. When HR troubles arise, doctors find themselves facing staff turnover, misuse of overtime, employee absences, “rotten apple” attitudes, un-met productivity goals, and host of other people problems that can have a major impact on the profitability of the Practice.
Might it be time for a review or analysis of one or more of the following?
- Do all your employees have a job description? Have you reviewed it with them lately?
- When was the last time you looked over your Personnel Policy Manual? It may be time to have this reviewed with an HR professional.
- Are your employee’s wages and benefits up to par with what is being offered locally?
- Have you done your performance evaluations with your employees within the last twelve months?
- Should your employee benefit plans be analyzed for cost savings?
- Do you maintain a Procedure Manual that will help answer questions for the new employee, or even the seasoned veteran, on how you would like to see a task or situation handled?
If you find yourself admitting to a lack of follow-up in these areas, or wondering if you are up-to-date on the latest policies, then be sure to give us a call to set-up a HR Check-up.
Both the Internal Revenue Service (IRS) and the US Department of Labor (DOL) also require that you maintain specific records regarding your staff. Having an employee file with the following items would be crucial should either agency require you provide this information:
- Employee’s demographic information including full name, social security number, address, date of birth, sex and occupation.
- Copies of employee’s W-4, I-9, and State New Hire Forms
- Amounts and dates of all wage payments. This would also include the fair market value of “in-kind” wages paid.
- Start and end dates of employment.
- The time and day of the week that an employee’s workweek begins.
- Hours worked each day and the total hours worked each workweek and pay period.
- The basis on which your employee’s wages are paid and their regular hourly pay rate.
- Your records should indicate employee’s regular straight-time earnings, total overtime earnings for a workweek, total earnings for a pay period, and any additions or deductions from from their earnings.
- The date of payment and the pay period covered by the payment.
- Periods for which employees received pay for days absent due to sickness or injury and the amount and weekly rate of payments you or third-party payers made to them.
Additionally, your business should have available the following corporate information:
- Your employer identification number
- Copies of payroll tax returns filed
- Dates and amounts of tax deposits and benefit payments made (such as 401(k) deferral payments)
- Records of fringe benefits provided to your employees, including substantiation.
Hopefully, this information has just been a good reminder of things you are already doing. If not, don’t neglect your number one customer any longer.