Dental clinics are facing growing challenges in managing their staff, with issues such as frequent tardiness, unexpected absences, and employees abruptly leaving their jobs. Experts say that while not all problems can be eliminated, regular HR audits can help reduce these risks and improve relationships between employers and staff.
Michelle Coker, an employment practices analyst, has highlighted that a common thread among dentists is a lack of proper onboarding and clear communication of workplace policies. Many clinics have not provided new hires with full documentation or outlined expectations for their roles. Timecards are often not checked for compliance, leading to further complications.
In some dental practices, these shortcomings have resulted in employees filing complaints with labor authorities, citing their legal rights. Coker recommends that dental clinic owners conduct HR audits to review important areas like timekeeping, wage statements, workplace policies, hiring procedures, and employee records to ensure they are following employment laws.
Timekeeping is critical, as clinics must accurately track all hours worked, including meal and rest breaks, as required by state and federal regulations. Employees should be paid for every minute they work, not just scheduled time. Any work performed outside normal hours, such as preparing the office before opening or finishing tasks after closing, must also be compensated.
Wage statements are another area where mistakes are common. Employers must ensure that the statements include all required legal information, such as paid sick leave balances and other details set by labor laws. Even if companies use external payroll services, clinic owners are responsible for providing accurate data and reviewing statements to avoid financial penalties.
Dental clinics are also encouraged to have up-to-date workplace policies and employee manuals. These policies need annual review and updates in line with changing laws. Employees should acknowledge receipt of these documents, ideally on their first day. Job descriptions should be regularly reviewed and updated as roles evolve.
Recruitment and hiring practices should comply with legal standards, avoiding questions about salary history or criminal background where prohibited. Employers should use compliant forms, make written conditional job offers, and provide all required informational materials to new hires.
Maintaining detailed employee records is crucial. Proper records include performance reviews, licensure, certifications, accommodation requests, disciplinary actions, and documentation of hiring or termination. Keeping records current not only prevents potential legal issues but also helps dental clinics build a more stable and satisfied workforce.
By following these steps and using available resources, dental clinics can create better working environments, reduce staff turnover, and lower the risk of legal problems linked to workforce management.