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Welcome to AMERICAN DENTAL
Notes: All employees must read and initial every page of employee manual.
History of Dr. Michael Bratland and CRISDENTAL Group LLC
Dr. Michael Bratland grew up in Eugene, Oregon. After graduating from University of
Oregon with a Journalism degree in 1995 he moved to Roseburg and married his wife
Jackie. He worked several years in marketing before going back to school to become a
dentist. He attended Tufts School of Dental Medicine in Boston, MA and graduated in
2005 with a Doctor in Dental Medicine (DMD.) He moved his family back to Roseburg
where he opened CRISDENTAL in September of 2006. CRISDENTAL was named after
his brother Chris who passed away when Dr. Bratland was in High School.Dr. Bratland
has 5 children: Isabella, Adam, Benjamin, Jacob and Nicholas.
Manual Description Policy
This employee manual has been prepared as your guide to our office and our employee
policies.Review it once a year and/or whenever you have a question about office
policies.We welcome any questions you may have about our policies. Please feel free
to share your questions or comments with either the office manager or the dentist.
This manual is not an expressed or implied contract of employment. The procedures,
guidelines, and benefits set forth in this manual can be changed at any time (with or
without notice) by the owner of the practice.Either the practice or any of its employees
may terminate the employment relationship at any time with or without cause or notice.
This document is confidential and is property of $0(5,&$1'(17$/.No part of this document
may be copied or shown to other health care professionals without the written consent
and authorization of Dr. Bratland.
Open Door Policy
Our practice has an Open Door Policy and encourages employees to bring their
concerns to the management for resolution. We know that problems can occur at any
organization—such as interpretation of policies or other disagreements. Feel free to
communicate your comments to us either verbally or in writing. We want you to enjoy
your workplace!
Orientation and Period
The first 90 days of employment is a training period for new employees. This is a
chance for you to get to know our practice, patients, and professional colleagues. It is
also an opportunity for us to get to know you. During the training period, your work
performance and attendance record will be reviewed by the dentist and/or the office
manager.
At the successful conclusion of your 90-day training period, you will receive a formal
performance evaluation session with the dentist and office manager. Please note that
the at-will status of the employees of this practice does not change following a
successful completion of the training period. ("At-will" employment status means that
either you or the practice is free to end the work relationship without cause or notice at
any time during the course of employment.) To help ensure the prompt provision of
care to our patients, we request employees who plan to resign to submit letters of
resignation with a minimum of two weeks notice.
Emergency Contacts
Upon hiring, you are required to provide us with the name, address, and telephone
numbers of a minimum of 2 emergency contacts, preferably 3.
Outside Employment, Conflicts of Interest, and Hobbies performance that makes
you unavailable for work or which constitutes a conflict of interest is looked upon with
disfavor. Such interference or conflict may result in termination. No employee may hold
a position of employment with any other dental or dental related company that is not
affiliated with $0(5,&$1'(17$/ without the prior approval of Dr. Michael Bratland.
Part-time, Full-time and Temporary Employees Policy
At this practice a full-time employee is one who is scheduled to work 35 or more hours
each week in an established position. A part-time employee is one who is scheduled to
work less than 30 hours a week in an established position. A temporary employee is
one who is hired for a specific purpose or job for a period of not more than 90 days. This
temporary employment may be extended for limited periods.
Employee Attendance Policies
Every work day is essential to providing quality dental care to our patients. Our practice
places a high value on regular attendance. Excessive absence or tardiness will result in
disciplinary action and possibly termination.
Work Schedules
Work schedule for employees will vary depending on the office needs. You are required
to clock out when your work is done for the day. Hanging around trying to look busy is
not only unacceptable, and also unfair to other employees it is damaging to the financial
health of the practice.
Work schedules are subject to change at management’s discretion. Staffing needs and
operational demands may necessitate variations in starting and ending times, as well as
variations in the total hours that you may be scheduled each day and week. As much
notice as possible will be given to the employee when a change of work schedule is
anticipated, however the nature of our business requires that employees be aware that
they may be asked or required to start earlier than normal or to work late on very short
notice.
Lunch Breaks
Lunch Breaks will be a minimum of ½ hour when time allows between 12:00pm and
2:00pm. The office is generally open 50 weeks per calendar year. While the doctor is
attending professional meetings, continuing education courses, etc., a revised schedule
of hours may be put into effect for time off economy. Time off during these days will be
taken as vacation days or days without pay, as determined by each individual. At times
it may be necessary to have the office staffed during doctor’s absence. During holiday
periods or for hospital cases it may be necessary to work extra days.
Office Conferences
Office conferences will be scheduled periodically and you are expected to attend and
participate. Your constructive suggestions and criticisms are needed to make the office
a team effort.
Dress Code
In order to promote and maintain a professional atmosphere, we expect a clean and tidy
appearance on the part of the employees. LOOK SHARP! Every employee should be
dressed as appropriate for professionals in this position, with subdued makeup, hair,
nails, jewelry and fragrance.
Hair must be of a naturally occurring hair color and be either cut short or tied back in
such a way that hair can not fall into the patient’s face. Blue jeans are occasionally
allowed. They must look new with no holes or tears. Employees shall be permitted to
wear up to two conservative earrings per ear. Additional earrings must be removed prior
to the start of work and must not be replaced until work has been completed for the day.
If an employee has any tattoos that will or could be visible when wearing their normal
uniform, said tattoo(s) must be covered with makeup.
Excellent dental hygiene is required in order to convey your dedication to your chosen
field. You are expected to brush, floss on a daily basis. Also, keeping your teeth white
is very important. We reserve the right to establish and promote standards of dress and
appearance that are and are not judged appropriate. Dr. Bratland shall be the sole and
final judge of what is and is not appropriate attire and appearance for work.
Time and Attendance Reports Policy
Every employee must clock-in and out using Eaglesofts time card (you will be shown
how to do this on the first day of employment.) Employees may not clock-in before
being prepared to work (this includes getting a cup of coffee, changing into your work
clothes, eating breakfast, etc.). Once you have clocked-in you are expected to work
immediately. If you forget to clock-in or clock-out inform the office manager immediately.
If you don not inform office manager that time sheet is incorrect on that within 24 hours,
we will be forced to take disciplinary action.
Call-In and Punctuality Policy
To maintain a safe and productive work environment, all employees are expected to be
reliable and punctual in reporting for scheduled work. Absenteeism and tardiness place
a burden on other employees and on the practice. All personal matters must be taken
care of prior to clocking in for work. In the rare instance when employees cannot avoid
being late to work or are unable to work as scheduled they should notify the office
manager as soon as possible in advance of the anticipated tardiness or absence. (Give
the reason for the absence and when you are expected to return, so that the proper
arrangements can be made during your absence. Failure to notify us in time and/or
excessive absenteeism or tardiness may be grounds for disciplinary action up to and
including termination.) If the employee cannot reach the office manager, he or she
should notify another employee as soon as possible. If the employee cannot reach any
other employee, he or she should call and leave a message on the answering machine.
Being sick is inevitable but an unscheduled absence is very hard on the entire team.
If an employee is absent for one (1) consecutive scheduled workday without notifying the
office manager or dentist, this will be treated as a voluntary resignation. Any employee
who does not come to work as scheduled without reporting or calling and without a good
cause will be considered to have abandoned his or her job and to have voluntarily
resigned unless the employee provides a reasonable and acceptable justification. Dr.
Bratlands opinion of whether or not the absence is excused shall be final.
Lunch and Break Policy
Our dental office will close daily between 12:00-1:00 p.m. for lunch. Turn the door sign
to closed, and make sure the front door is locked. Some employees may be required to
take their lunch breaks at a different times – this is up to the office manager.
Employees are also allowed to take two rest periods of 15 minutes, one in the morning
and one in the afternoon for every 4 hours consecutively worked. The staff lounge or the
outdoor patio can be used for break periods. Be sure there is adequate coverage in the
office during your break period.
Each employee is responsible for making sure they take their rest period(s). No
additional compensation or consideration will be extended to an employee that chooses
not to take advantage of the rest period(s).
Time Off
Bereavement Policy
All employees are eligible to take three unpaid days off due to a death in the family at a
time agreed upon by the dentist or office manager.
Election Day Policy
Since polling hours in our community have been extended to meet the needs of working
voters, employees should make arrangements to vote before or after working hours.
Sick Leave
There will be no compensation for time taken off due to illness or injury. When an illness
requires an employee to miss work to see a physician, the employee must bring to work
a letter from the physician stating time, date, and reason for the appointment.
Emergency leave will be approved for such reasons as a funeral or a critical illness of a
family member. Please report your absence to our office manager or the Dr. by 8:00
a.m.
Verification of Illness
After more than 2 consecutive working days of absence due to illness or injury, the
employee must provide a doctor’s statement detailing the nature and circumstances of
the illness or injury, the estimated recovery period, and/or the employee’s ability to return
to work. The doctor’s verification shall be a condition to returning to work. A doctor’s
statement may also be required sooner should the office manager determine that
circumstances warrant it.
Family and Medical Leave Policy
Full-time employees of this practice with at least 12 months of service are entitled to a
total of 12 unpaid work weeks of leave during any 12-month period for one of the
following reasons:
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The birth of a child of the employee;
The placement of a child with the employee for adoption or foster care;
The care of a spouse, child or parent of the employee with a serious health
condition (Wellness care, such as routine check-ups or immunizations, is not
included.); and
The employee's own serious health condition that makes the employee unable to
perform his or her job duties.
You are required to take any accrued paid time off before you take unpaid family and
medical leave. Your accrued paid time off will be deducted from the total of 12 weeks
leave. You may take the leave of absence on nonconsecutive days or weeks, or on a
reduced schedule, if medically necessary. You must give notice of your intention to
take leave at least one month in advance whenever possible. In addition, the leave
request must be supported by a physician's statement for the ill individual. When you
return from your leave of absence, you will be reinstated in the same or a similar
position. Your benefits will be reinstated as well. If you receive medical benefits under
our practice policies, your health insurance benefits will continue during your leave.
Holidays and Vacation Policy
Full-time and part-time employees, after their first calendar year of employment, receive
the number of vacation days each year that they work in an average one-week period.
For example, if you work an average of two days a week, you would receive two paid
vacation days at the beginning of your second year.
After three years of employment, an employee will receive up to two weeks (10 working
days) of paid vacation.
You may schedule your vacation time with the approval of the dentist or office manager.
In the case of vacation schedule conflicts, the employee with the longest period of
service will be given preference. Please notify the dentist or office manager about your
vacation request two months in advance.
We encourage you to take your vacation in one-week blocks. (Vacation time may not be
taken in blocks of less than two days.) Unused vacation days may not be carried over to
subsequent years, nor will pay be given in lieu of vacation. An employee who leaves in
good standing with at least 2 weeks notice may be paid for unused vacation time
accrued for that calendar year. For example, let's suppose you are a full time employee
in your second year of employment with us and therefore have 5 days of vacation for the
year. If you haven't taken them, you will receive payment for those five days if you leave
the practice.
Our office takes the following holidays off. They are non-paid days unless otherwise
noted by Dr. Bratland. At the beginning of each calendar year, we provide a list of the
dates on which the holidays will be observed.
New Year's Day
Memorial Day
Fourth of July
Labor Day
Thanksgiving Day
Christmas Day
* It is not uncommon for $0(5,&$1'(17$/ to take off days before and/or after a holiday
such as the day after Thanksgiving.
Note: If an employee gives their resignation, their last day of work can not include a
holiday. An employee must work at least three full days past a paid holiday (if the
holiday is one Dr. Bratland chooses to pay for) prior to leaving to receive holiday pay.
Religious Holidays
Employees may observe a religious holiday with notification to management and without
pay.
Birthdays as Holidays
Your birthday is not a holiday, and you are expected to work on your birthday. You may
request to have your birthday off as an unpaid day, but such a request may be denied by
the office manager.
Inclement Weather Policy
We may need to close the office because of inclement weather. The dentist will make
this decision. We will make every attempt to contact you at home by telephone. Or, you
can contact the dentist or our office manager by telephone at home after 7:00 a.m. No
employees are paid when the office is closed due to weather.
If you arrive at work and find that we are being affected by such an event, you may be
released to go home, and will be paid only for the time that has elapsed between when
you arrived for work and the time that you were released to go home.
Jury and Witness Duty Policy
Our office recognizes the importance of jury service. We encourage our employees to
exercise this civic responsibility. When you are called for jury or witness service, present
the summons to the dentist or the office manager on the workday after you receive it.
Employees are given time off without pay for jury and witness duty. Following your jury
duty, you must provide an official proof of service.
Leave of Absence Policy
Our dental practice offers an extended leave program for employees who are unable to
work due to illness or injury. This extended leave program may extend for up to 90
calendar days for a medically certified absence from work because of illness or injury.
Employees are given time off and without pay.
Maternity Leave Policy
Our employees may continue to work during pregnancy as long as they are able to
perform their work responsibilities. We provide a maternity leave of absence under our
medical and family leave policy. Employees are given time off and without pay.
Missing Work for Doctor Appointments
Missing work for you or a child’s doctor appointment is discouraged by the practice.
Please schedule all doctor appointments before or after work. If there is no available
time except during working hours you must coordinate with the office manager.
Preferably, schedule the appointment first thing in the morning.
Performance Evaluation Policy
It is the policy of this practice to provide employees with regular evaluations of work
performance. The performance evaluation is a formal opportunity for the dentist and the
employee to discuss job performance and career objectives. Performance reviews are
based on the responsibilities detailed in the job descriptions, as well as on adherence to
the standards of conduct expected by the practice. They are the basis for such
important personnel decisions as merit raises, promotions, and termination of
employment.
Each new employee receives a formal performance review after three months of
employment. Every employee receives a formal appraisal at least once each year,
based on the job description and the performance evaluation form. The dentist or
supervisor reviews the employee's job description and completes the evaluation form for
supervisors. The employee reviews his or her own job description and completes the
evaluation form for employees. Then, the employee and the dentist/supervisor meet to
discuss the employee's strengths and deficiencies. Together we set objectives for the
coming year. You have the opportunity to evaluate your own performance and to share
your perceptions with the dentist/supervisor. Both sign the evaluation form. A copy is
placed in the practice personnel files.
Performance and Raises
We base pay increases in this practice upon merit. We determine raises by the
performance level of the individual employee, as documented through the performance
evaluation process. An employee whose performance is rated as meeting or exceeding
job standards will be eligible to receive a merit raise on January 1 of each year. The
amount of money available for merit raises varies from year to year due to business
conditions. Decreases in pay rate may become necessary dependent upon business
conditions, but all reasonable efforts to avoid this will be exhausted first.
Circumstances may arise where an employee may receive a raise based on inflation;
this is not necessarily a reflection of performance. This may also be a raised based not
on merit but increased cost of living.
Payroll
You are entitled to all the compensation and benefits commensurate with your position.
If you should note a discrepancy in your pay or if there is a problem in your deductions,
you must notify the office manager immediately to resolve any differences. In the event
that you are overpaid or an administrative error has occurred, it is to your advantage to
report it immediately. Your failure to do so could result in a financial hardship when the
error is corrected.
No one is allowed to change employee time records except the Dr. and/or the office
manager.
Disputing Time Sheets
In the event that you feel that the amount of time for which you have been paid is not
accurate, you must bring this to the office manager’s attention within the next business
day of the receipt of the pay in question.
Equal Employment Opportunity Employer Policy
Equal Employment Opportunity has been and continues to be both policy and practice at
this dental office. Our policy of equal employment opportunity is to:
1. Recruit, hire, train, and promote persons in all job classifications without regard
to race, color, religion, sex, national origin, age, disability, or any other protected
status.
2. Base decisions on employment so as to further the principles of equal
opportunity employment opportunity.
3. Ensure that promotion decisions are in accord with principles of equal
employment opportunity.
4. Ensure that all personnel actions such as compensation, benefits, transfers,
layoffs, return from layoff, and any social or recreational programs, will be
administered in accordance with the principles of equal employment opportunity.
5. In carrying out its commitment to equal employment opportunity, this dental
practice will make reasonable accommodations for applicants and employees
with known disabilities who can perform the essential functions of the job with or
without such accommodations.
Diverse Workplace Policy
This practice’s policies are keeping pace with the evolution of diversity. We value
cultural diversity and other differences and foster an environment in which our dental
team can work together to achieve organizational goals. We also recognize each team
member’s unique developmental needs and provide opportunities that maximize each
employee’s capabilities. In addition, this practice does not tolerate discrimination, and
employment and promotional decisions will not be based on race, sex, sexual
orientation, age, religion, or other protected characteristics.
Employee Benefits and Office Policy
Medical Coverage Policy
No medical insurance benefits are offered to any employee.
Dental Coverage Benefits
After three months of employment, all employees of the practice are eligible to receive
dental examinations and preventive dental care at no cost. After one year of
employment, employees may receive dental care from our practice in the amount of
$1,000 annually per employee and $1,000 per immediate family member (a total of
$2,500 per family per year.) For purposes of this provision, “immediate family member”
is defined as a spouse or children up to the age of 18 or once they graduate from High
School. A 10% family discount will be given to immediate parents, children out of high
school and siblings only. No other family members (nieces, nephews, aunts, uncles,
etc.) will receive a special discount. The 10% family discount does not apply to specials
such as the $98 prophy/fluoride discount, $98 new patient exam, and other promotions.
Benefits are based on full office fees and will not include lab fees and products. Benefits
will expire at the end of the calendar year and cannot be rolled over, transferred to
another person or cashed out. Employees are responsible for payment of laboratory
fees and supply costs, and payment for these items will be deducted from the
employee’s paycheck in increments of $50 until the balance is paid in full. The
employee may choose to pay these fees “up front” instead of having them deducted from
their paycheck. Deductions will begin with the paycheck following posting of charges to
an employee’s ledger account.
Any employee or family member wishing to use dental insurance to cover part or all cost
of treatment may use their allowance to offset the co-payments and deductibles
established by the insurance company. Insurance will be billed according to the
practice’s normal fee schedule. All insurance payments shall become the property of
$0(5,&$1'(17$/. Failure on the part of the employee to immediately forward any
payments that they receive from an insurance company shall be considered theft and
insurance fraud and is grounds for immediate termination of employment.
Any employee receiving dental care will not be paid for time spent in the office as a
patient. No monies shall be paid to any employee in exchange for funds remaining in
their dental benefits. This coverage does not extend after employment and is not
covered under COBRA. This is not a dental insurance.
Scheduling of family members will be done on availability only. One family member is
allowed to be scheduled per week and appointment is not to exceed 1 ½ hours.
Workers' Compensation Policy
All employees are covered by Worker's Compensation insurance. It provides payment
for medical care and income replacement if an employee is disabled due to on-the-job
injury.
Employees and former employees may be encouraged by outside persons, including
attorneys or other professionals, to file fraudulent workers’ compensation claims. All
claims will be investigated fully and if determined fraudulent, may result in criminal
charges being filed.
Unemployment
The practice pays to a state Unemployment Compensation Fund account. The
employee does not make any contribution for this benefit. Unemployment
Compensation provides a weekly benefit for a specified period of time should
employment be terminated through no fault of your own. These benefits change
periodically and are established by state law. Unemployment insurance benefits are not
available to employees who voluntarily quit without good cause or who are terminated
for misconduct or for violation of stated or generally understood policies and procedures.
Only those employees terminated without cause or laid off due to slow down in business
will be eligible to collect unemployment benefits. Employees who voluntarily surrender
their jobs or who are terminated with cause will not be eligible to collect unemployment
benefits.
Payday Policy
Paychecks are distributed by the business manager twice a month. If the office is
scheduled to be closed on payday, checks will be distributed the preceding day. If you
lose a paycheck, notify the practice immediately. You will be asked to assume the cost
of a "stop payment" on the check.$0(5,&$1'(17$/ does not provide “Draws” to
employees.
Overtime Policy
Hourly employees are paid time and a half for every hour worked over 40 in a week.
Work Rules Policy
This dental practice wants to maintain a professional, pleasant, safe, productive, and
profitable workplace for you. Most of all, we want you to be happy! These work rules
will help maintain this positive work environment. Failure to adhere to these work rules
may be cause for discipline, up to and including termination.
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Comply with all safety rules and regulations.
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Treat coworkers and patients honestly and ethically. Refrain from unlawful,
dishonest, or immoral conduct, including stealing, lying, and falsification of or
tampering with records. Stealing includes using office stamps for personal use,
taking home office and dental supplies for personal use, making personal long
distant calls from our phones, etc..
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Do not use profane or abusive language, refuse to perform your assigned work,
or interfere with the work of other employees.
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Report to work sober and free from the influence or effects of illicit drugs, alcohol,
or controlled substances. You may not possess nor use unauthorized controlled
substances or alcohol on the job.
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Arrive at work on time and as scheduled, and report back to work on time after
scheduled lunch and break times. Avoid excessive absenteeism, tardiness, and
over-extended break and lunch periods.
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Do not deliberately damage the dental practice’s facility or property.
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Internet may not be used for personal use during or after work. This includes
checking personal e-mails, downloading files, etc..
Use of Company Property or Services for Personal Needs
Personal use of company property and services such as computers, copiers, internet,
telephone, and other amenities during working hours is neither fair to other employees
nor the employer who is paying for the services and your time.
Outside CDs, downloading files or documents into the office computer system is
expressly prohibited to prevent spread of virus and/or slowing down our computer
network. If our computer network or any other individual computer is infected with a
virus that can be traced to any employee’s unauthorized use of a CD, or from a
download, that employee will be responsible for all costs associated with removal of the
virus, repair or replacement of damaged or irreparable equipment, lost income that
result, etc.
Use of Telephone
Use of the telephone for personal reasons during working hours is not permitted.
Incoming personal phone calls should be kept to an absolute minimum and only in cases
when the person calling needs immediate attention (i.e., babysitter calls because your
child is sick, etc.) Also cell phones must be silent and only checked during designated
break periods.
Supplies
Personal use of office and dental supplies is not permitted. Dental products offered in
our office can be purchased for home use from the office at the office cost. You are
allowed to take manual toothbrushes home for you and your family’s use. Please show
the office manager any toothbrushes you are taking home. These are for you and your
family only. Please do not take any to hand out to friends or as gifts.
Smoking Policy
Smoking is prohibited in and around our dental practice facility. Also, smoke odor is very
offensive to some, therefore, if you arrive at work smelling of smoke, you will be sent
home without pay to change your clothes and/or take a shower.
Visitors
People visiting with employees are not permitted beyond the reception area of the
practice unless escorted by a practice employee. This is necessary for security and
safety reasons. No visitors, including spouses and/or children, are allowed when the Dr.
is not in the office.
Outside Business interests and Fund Raising
Staff may not promote or discuss during office hours any outside business or fundraising
activities in which they might be involved. Staff should not consider patients or other
staff members as prospective clients for their outside interests, and are not to solicit
them in or outside the office. Examples of prohibited discussions include such business
ventures as Amway, Mary Kay, selling Girl Scout Cookies, etc..
Food or Drink in the Office
There will be no food or drink of any kind permitted in the clinical, sterilization or
laboratory. No dental materials are to be stored in the staff refrigerator. No food or drink
is to be stored in the sterilization refrigerator.
Personal Appearance and Cleanliness Policy
Patients judge our adherence to infection control procedures by the personal hygiene of
every employee. Daily showers, clean hair, deodorant, and mouthwash are required for
everyone with patient contact. Make-up, perfume, cologne, or shaving lotions should be
moderate if worn at all.
Uniform
Uniforms must be worn in the dental office. The practice provides clean uniforms and
shoes
Accessories
Jewelry that makes noise or dislodges easily can be distracting to patients. Visible
tattoos and body piercing, besides ears for women’s earrings, are not permitted in this
dental office. Name badges should be worn at all times. Please leave political buttons or
religious symbols out of the office to help patients of all beliefs feel comfortable with our
practice.
Personal Habits
Please do not eat or chew gum in areas where you may come in contact with patients.
The entire office is a smoke-free environment for employees, patients, and visitors.
Confidentiality Policy
As dental care professionals, we often have access to personal information about our
patients. For example, when reviewing a patient's medical history form, we may
discover HIV status, pregnancy, or a recent bout with cancer. We respect our patients'
rights to privacy. Information about patients, their treatment or their personal lives must
be kept completely confidential. Here are guidelines to confidentiality:
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Speak softly or privately with patients so other patients do not overhear.
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Keep in mind that even a well intended expression of sympathy over a medical
diagnosis or sharing joy with a patient who has had a difficult time conceiving
could be breaches of confidential information if overheard by others.
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Keep the appointment book, case histories, health history forms, and other
confidential papers where patients cannot easily see them.
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Do not discuss the dental treatments or personal information of patients outside
the practice.
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Do not reveal information about a patient even to family members without the
patient’s permission, unless you are speaking to the parents of a patient under
age 18. While the patient should inform the dentist of his or her current medical
status, the patient may not have informed or even want other family members to
know this information.
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Follow all applicable laws covering the release of patient information. Under the
HIPAA privacy regulations, covered entity dentists do not need patients’ consent
to use and disclose patients’ protected health information for purposes of
treatment, payment, and healthcare operations, subject to some restrictions.
Covered entities generally need to obtain patient authorizations for other uses
and disclosures of protected health information, and must also comply with any
state laws that contain more stringent confidentiality requirements than the
HIPAA privacy regulations. If the dentist is not a covered entity, the office
should, of course, comply with all applicable state and confidentiality laws.
Safety and Security in the Workplace
Because this practice is concerned about the safety of its employees, we are dedicated
to meeting OSHA standards for the dental workplace to the best of our abilities. Every
employee is expected to contribute his or her finest efforts to making our dental practice
safe for employees and patients. Employees are encouraged to bring to the dentist's
attention any concerns they may have about OSHA because safety is extremely
important to this office.
Safety/First Aid
Employee accidents/injuries are to be reported immediately to your supervisor or the
owners of $0(5,&$1'(17$/. It will then be determined if treatment can be done in
WKHoffice or if the employee needs to be referred to a care center. A Workers
Compensation Insurance report must be filed to protect the employee’s rights. Safety
equipment (glasses, lab coats, masks, glove, etc.) is provided for your use. It is the
responsibility of the employee to wear and properly use appropriate safety equipment.
Blood borne Pathogens Standard Policy
Listed below are our office policies on the basic requirements of OSHA's Blood borne
Pathogens Standard. For further information, please refer to the Exposure Control Plan
of this practice.
Exposure Control Plan This office has a written Exposure Control Plan on file
that is accessible to employees by contacting the OSHA compliance manager. It
is reviewed and updated at least once a year or whenever changes are made in
procedures that affect occupational exposure. The Exposure Control Plan
covers the following topics:
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Which employees are covered by the Blood borne Pathogens Standard;
Methods and schedule for implementing the standard;
Protocol for post-exposure evaluation and follow-up;
Procedure for evaluating an exposure incident;
Labels and color-coding for biohazard communication;
Employee training; and
Access and maintenance of medical and training records.
Compliance Methods During patient care, employees of this practice will use
standard precautions to prevent contact with blood and saliva. “Standard
precautions” is a new term that replaces what were previously called “universal
precautions.” “Universal precautions” focus on preventing unprotected contact
with blood, or other fluids containing blood, from all individuals—regardless of
their serostatus for blood borne pathogens. “Standard precautions” expand upon
this principle by adding unprotected contact with all bodily fluids (except sweat),
regardless of whether blood is present. Standard precautions also include
prevention of unprotected contact with mucous membranes and non-intact skin.
The office will be maintained in a clean and sanitary condition, following the
written housekeeping schedule for the practice.
Uniform Maintenance Employees will use appropriate personal protective
equipment (PPE), such as gowns, masks, eyewear, and gloves. Protective
clothing and equipment will be provided, cleaned, repaired, and disposed of by
the practice at no cost to employees. Reusable gowns worn as PPE should be
changed when they become visibly soiled or be changed immediately if they are
penetrated by blood or saliva. Used gowns should be removed before
employees leave the office and placed in the designated container, marked with
a biohazard symbol.
Hepatitis B Vaccination The Hepatitis B vaccination is made available at no
cost to all employees with risk for occupational exposure. The first dose will be
administered within 10 working days of your assignment to a job that may involve
occupational exposure. If you decline to be vaccinated, you must sign a copy of
our informed declination form. If you were previously vaccinated, you will be
asked to document that fact. This information will be kept in your confidential
medical record.
Post-exposure Evaluation Any employee, who has an exposure incident, as
defined in our Exposure Control Plan, must report it immediately to the office
compliance manager. The practice will arrange for a confidential post-exposure
evaluation and follow-up services at no cost to the employee. The employee will
be offered any medically indicated prophylaxis recommended by the U.S. Public
Health Service. Within 15 days after the evaluation, the licensed healthcare
professional who provides post-exposure evaluation and follow-up services will
give the employer a written opinion limited to stating that the exposed employee
has been informed of the results of the evaluation and any medical conditions
that may require further evaluation or treatment. The results will not be shared
with the employer. The employee will be given a copy of the opinion, and the
original will be kept in the confidential medical record.
Training This practice provides training during work hours and at no cost to
employees with risk of occupational exposure, when the employee starts work
and annually thereafter. The training will cover such topics as the Blood borne
Pathogen Standards, symptoms of blood borne diseases, modes of transmission,
and use of standard precautions and personal protective equipment.
Records This practice maintains accurate employee medical records. Records
include the name and Social Security number of the employee, a copy of the
employee’s hepatitis B vaccination status, including the dates of all hepatitis B
vaccinations and medical records relative to the employee’s ability to receive
vaccination. Records will be kept confidential and will not be disclosed or
reported without the employee’s expressed written consent to any person within
or outside the workplace except as required by law.
Hazard Communication Standard Policy
Listed below are our office policies on the basic requirements of OSHA's Hazard
Communication Standard. For further information, please refer to the written Hazard
Communication Program of this practice.
Hazard Communication Program
A written Hazard Communication Program is on file in this practice and is
available to employees upon request. Please contact the OSHA compliance
manager when you wish to review it.
Labeling
Products used in this practice have been labeled by the manufacturer to alert
employees to hazardous chemicals in those products. Labels on covered
products include the manufacturer's name and address, the identity of the
hazardous chemical(s), and the appropriate hazard warning. If the product is
transferred from the original container to a secondary one, and is to be used at a
later time or by other workers, the secondary container must be labeled with
information about the identity of the hazardous chemical(s). The appropriate
hazard warnings must be transferred to the secondary container. Drugs and
devices with FDA-approved labels are exempt from all requirements under this
standard. Consumer products and drugs in solid, final form are exempt from
OSHA requirements.
MSDS
A Material Safety Data Sheet (MSDS) is available for each product used in this
office that contains a hazardous chemical. See the office safety and health
compliance officer for more information.
Training
Employees with occupational exposure to hazardous chemicals receive training
and information when they start employment and when changes in tasks or
procedures occur or new hazardous chemicals are introduced to the practice.
The training covers such topics as the Hazard Communication Standard; work
operations involving hazardous chemicals; detection and health hazards
associated with chemicals in the workplace; and how employees can protect
themselves against chemical hazards.
Emergency Action Plan Policy
Because we value employee safety, this practice has a written emergency action plan
and a fire prevention plan on file. Please contact our OSHA compliance manager to
review them. Here is a summary of the procedures we use to protect employees and
patients in case of an emergency:
Building Safety
Building exits should remain unobstructed, easily unlocked and clearly marked.
The owner/dentist will be responsible for keeping the fire detection and alarm
systems and fire extinguishers in proper working order. This practice has
fire/smoke alarms and fire extinguishers mounted throughout the building.
Evacuation
If a fire breaks out in the building all employees should exit the building quickly
and safely. Do not try to fight the fire (unless you have been designated by your
employer as responsible for doing so), or stop to retrieve personal belongings.
Once employees have evacuated the building, you should gather on the sidewalk
DFURVVWKHVWUHHWof WKH$0(5,&$1'(17$/building.) The office
manager will be responsible for making sure that all employees are accounted for
as well as reporting anyone missing to the fire officials. You will be allowed to
return to the building as soon as the fire department has given permission to do
so. Emergency evacuations for other reasons should follow the same procedure.
Medical Emergency. In the case of serious medical emergency, employees
should contact the dentist immediately and call the paramedics. Until trained
medical personnel arrive, staff members should do what is necessary to make
the person comfortable. Administer CPR or first aid if you are certified. First aid
supplies are available in the lab directly to the right on the middle shelf.
Hepatitis B Testing
Our Policy. This practice recognizes that the dental office employees who come in
contact with blood or saliva are at potential risk of exposure to Hepatitis B. Because we
value the health and safety of our staff, the Hepatitis B vaccination is made available at
no cost to all employees with occupational exposure. The first dose will be provided
within 10 working days of your assignment to a job involving occupational exposure. If
you decline to be vaccinated, you must sign a copy of our informed declination form,
which will be kept in your medical records.
Hepatitis B. Hepatitis B is caused by the Hepatitis B Virus (HBV). Although most
people who contract Hepatitis B recover completely, the disease can be fatal. About
one in 10 people who contract Hepatitis B become permanent carriers of the virus. Most
carriers have no symptoms; however, they are capable of transmitting the disease to
other people. Some carriers of Hepatitis B develop chronic active hepatitis and
cirrhosis. The Hepatitis B Virus has been associated with the development of liver
cancer.
The Vaccine. Immunization against Hepatitis B can help protect you against the risks of
acute hepatitis, chronic active hepatitis, cirrhosis, and liver cancer. According to current
medical literature, the vaccine will not result in serious side effects. A few people who
receive the vaccine may experience low-grade fever, rash, nausea, joint pain, mild
fatigue, or tenderness or redness at the injection site.
If you are pregnant or nursing, you should not receive the vaccine unless it is absolutely
necessary. The effect of the vaccine on a fetus—and the possibility of the vaccine
entering human milk—is still under research by the medical community.
Before you receive the vaccine, you should be tested to determine your immunity. If you
are already immune, you currently do not need the vaccine. Please talk to your personal
physician if you have questions or concerns about the vaccine.
Disciplinary Procedure
Unless otherwise stated, violation of any policy or procedure contained in this manual or
other practice manual or which is considered to be common knowledge will result in
disciplinary action against the employee.
Disciplinary action will progress as followed:
First Offense: verbal warning
Second Offense: written warning
Third Offense: termination of employment
Variations from this progression may occur at the discretion of Dr. Bratland and/or the
Office Manager, and may include suspension from work without pay or other disciplinary
actions as deemed appropriate by Dr. Bratland.
Termination
There may come a time when you leave us and we want that separation to be on the
best possible terms.
If an employee wishes to resign their position, a signed and dated 30-day written notice
is required to resign in good standing. $0(5,&$1'(17$/ will not issue a letter of
recommendation or provide a positive reference without good standing status.
Whether your separation is voluntary or involuntary, you will be compensated for all
money due to you. Any benefits, including dental benefits, cannot be cashed out during
voluntary or involuntary termination. You will also be required to repay any money you
may owe the practice. In the event that you are in the midst of dental treatment at the
time of the cessation of your employment, your dental treatment will be continued until
you are in a stable condition of dental health.
Final check will be sent to the employee’s address or made available for pick up within 3
business days following return of all practice property.
If employee chooses to use $0(5,&$1'(17$/ for future job referral(s) they must sign a
release of liability form prior to leaving. This form releases $0(5,&$1'(17$/ and/or any of
its agents from any legal actions that might be taken by employee due to $0(5,&$1'(17$/
discussing employee’s job performance with another employer. If employee does not
sign this form, when future employers call for referral, $0(5,&$1'(17$//agent will respond
saying: “We cannot discuss employee’s job performance and/or history because
employee did not wish to sign release of liability form.”
Drug-Free Workplace
This practice is committed to providing a drug-free workplace for our patients and
employees. All employees are prohibited from being under the influence of alcohol or
illegal drugs during working hours. The unlawful sale, possession, or use of a controlled
substance is strictly prohibited, and violators may be subject to immediate termination.
All employees must notify the dentist of any drug conviction within five days after the
conviction.
If any employee refuses or does not attempt to correct a substance abuse problem, the
employee will be subject to disciplinary action up to and including dismissal, even for a
first offense.
List of prohibited behaviors.
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Staff is not to drink or use drugs on the job or in the office.
No criminal activity will be tolerated in the office. This may include phoning in
fraudulent prescriptions in the dentist’s name; participating in scams with drugseeking patients; and ordering controlled substances from pharmaceutical
companies without the dentist’s knowledge, etc.
Nitrous oxide is never to be used by staff.
Staff is not to ask the dentist for a prescription for personal use.
The dentist should not write a prescription for staff or their family members
unless it is for a dental procedure or treatment, the individual is a patient of
record, and there is appropriate documentation in the patient record.
Staff should not engage any patients in discussions about illegal drug activity,
such as where to obtain drugs, how to sell pharmaceuticals on the street, etc.
Off-duty use of drugs, alcohol, or any other substances which results in impaired
work performance (such as absenteeism, tardiness, poor work performance,
damage to the employer’s reputation, or inferior quality of work), is prohibited and
is cause for discipline (up to and including termination).
Any employee with patient care responsibilities who is taking a prescribed or
over-the-counter narcotic or drug with the potential to cause practice impairment
must advise the dentist. The dentist will determine whether the employee can
continue to work and, may in some instances, need to consult with the
employee’s physician regarding the potential for impairment.
Employees are required to notify you if they are convicted of a drug offense.
You may require drug testing of job applicants after an employment offer has
been made. The employment offer may be contingent on passing the drug test.
Test results must remain confidential.
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Subsequent drug testing may be done on either a regular basis (in which case
several or all staff may be tested) or when there is “reasonable suspicion” that an
employee is in violation of the policy (only that individual is tested).
“Reasonable suspicion” includes an employee admitting to drug use, the odor of
alcohol or other substances (such as marijuana or solvents) on the person,
drowsiness, excitability, belligerence, paranoia, hallucinations, staggering,
inattentiveness, witnessed use of drugs, etc.
An employee who is reasonably suspected of being under the influence of
alcohol or other drugs should be suspended without pay pending drug-testing or
other investigation.
Employees who refuse to submit to testing should be disciplined.
Random drug testing is a standard component of a monitoring contract when an
employee returns to work following treatment for substance dependence. The
employer is not responsible for this testing, but, under the contract, should be
informed of any positive results.
Employees are not allowed to discuss abortion, religion, politics with patients and
or other employees while at work. The only acceptable conversation with
patients is regarding patient care.
Violation of the policy will result in discipline. This may include referring the employee for
drug-testing through an authorized laboratory and evaluation by a substance abuse
professional, making continued employment conditional upon compliance with any
recommendations made by the professional. In some cases, you may decide to make a
report to the employee’s licensing board (for licensed employees) and, potentially to
terminate the employee.
Harassment
The following is the United States Equal Employment Opportunity Commission (EEOC)’s
basic definition of sexual harassment:
“Unwelcome sexual advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature constitutes sexual harassment when submission to or
rejection of this conduct explicitly or implicitly affects an individual’s employment,
unreasonably interferes with an individual’s work performance, or creates an
intimidating, hostile, or offensive work environment.”
Professional Conduct Policy and Prohibition against Harassment
$0(5,&$1'(17$/is proud of its professional and congenial work environment, and it will
take all necessary steps to ensure that the work environment remains pleasant for all
who work here. It is $0(5,&$1'(17$/’s policy that all volunteers, as well as all employees,
are responsible for assuring that the work place is free from improper harassment.
$0(5,&$1'(17$/ absolutely prohibits sexual harassment and harassment on the basis of
race, color, religion, gender, national origin, age, disability, sexual orientation, status with
respect to public assistance, or marital status. Certain discriminatory harassment is
prohibited by state and federal laws, which may subject $0(5,&$1'(17$/ and/or the
individual harasser to liability for any such unlawful conduct. With this policy,
AMERICAN DENTAL prohibits not only unlawful harassment, but also other unprofessional
and discourteous actions. Derogatory racial, ethnic, religious, age, sexual orientation, sexual
or other inappropriate remarks, slurs, or jokes will not be tolerated.
Sexual harassment includes unwelcome sexual advances and requests for sexual
favors, and all other verbal or physical conduct of a sexual nature when:
 submission to such conduct is made either implicitly or explicitly a condition of
the individual's employment;
 submission to or rejection of such conduct is used as the basis for decisions
affecting an individual's employment; or
 such conduct is sufficiently severe or pervasive to alter the conditions of
employment and to create a hostile or abusive working environment.
Sexual harassment may take many forms, including, but not limited to:
 verbal harassment or abuse of a sexual nature;
 subtle pressure or abuse of a sexual nature;
 unnecessary touching of an individual, for example, patting, pinching, hugging,
repeated brushing against another employee's body;
 offensive sexual flirtation, advances or propositioning;
 graphic verbal commentaries or jokes;
 sexually degrading words used to describe an individual; or
 the offensive display in the workplace of sexual objects, pictures or writings.
Workplace Violence Policy
This dental practice promotes a safe environment for its employees and is committed to
working with its employees to maintain a work environment free from violence, threats of
violence, and other types of disruptive behavior, such as intimidation and harassment.
This disruptive behavior—violence, threats, intimidation, gestures, and written and oral
statements or expressions that communicate a direct or indirect threat of physical
harm—will not be tolerated. Employees and other individuals who commit such acts
may be removed from the premises and may be subject to disciplinary action, criminal
penalties, or both.
If you observe or experience such behavior, report it to the dentist or the dental office
manager immediately. Note: Threats or assaults that require immediate medical or
police attention should be reported first to 911.
Emergency Reporting Protocol
1. Call 911
2. 2. Location of Emergency.
3. Give the number you are calling from.
4. Give description of medical problem.
5. Give condition of patient.
6. Give type of treatment being given:
7. The caller should hang up.
8. Send staff to meet ambulance.