December 19, 2024
The start of a new year is the perfect time to dust off your employee handbook and make sure it’s up to date.
It might not be the most exciting task, but it can save you a lot of headaches down the road. Keeping your handbook current isn’t just about staying compliant, it’s also about keeping your team on the same page and creating a smooth-running workplace.
1. Why This Matters
- Stay Compliant: Employment laws change often, and starting the year fresh ensures you’re not falling behind.
- Set Expectations: A clear, updated handbook gives everyone a better understanding of how things work.
- Avoid Surprises: Catch potential HR problems before they happen by updating policies proactively.
2. What to Review and Update
- Employment Laws
Let’s start with the basics, your handbook needs to reflect the latest legal requirements. Check these areas:
- Wage and Hour Laws: Ensure you’re current on minimum wage and overtime rules.
- Family and Medical Leave: Check for changes to federal and state leave policies like FMLA.
- Practice-Specific Policies
Your practice is unique, and your handbook should be too! Take a close look at:
- Attendance and Time-Off Policies: Be crystal clear about PTO rollover, remote work, and expectations around time off.
- Dress Code and Safety Rules: Keep these up to date, especially with healthcare standards in mind.
- Technology and Security
Technology moves fast, and so do security risks. Protect your practice with clear policies on:
- Social Media and Internet Use: Let employees know what’s acceptable during work hours.
- Patient Confidentiality and Data Security: Update your HIPAA guidelines and make sure they cover remote work setups where applicable.
- Employee Benefits
Benefits are a big deal for keeping and attracting great employees. Make sure your handbook reflects the following:
- Health Benefits: Define who’s eligible, what you contribute, and how to enroll. Keep it simple and compliant with legal limits.
- Other Benefits: Add in any updates to retirement plans or new perks you’re offering.
- PTO Policy
Paid time off (PTO) consistently ranks high on job seekers' wish lists, second only to compensation, so make sure your policy is clear and consistent.
- Spell out how PTO is earned, how to request it, and how it’s approved.
- Aim for fairness and uniformity to avoid misunderstandings.
- Telecommuting Policy
If you have any remote employees, make sure you have a remote-work policy that covers:
- What kind of equipment employees need.
- Security requirements for remote access to keep patient info safe.
3. Tips to Make the Process Easier
- Set a Yearly Reminder: Tie your handbook review to a regular event, such as health insurance renewals or workers’ comp audits, so you don’t forget.
- Ask for Input: Get feedback from your team about what’s working and what needs improvement.
- Double-check compliance: Consult an HR pro or legal expert to ensure you follow the rules.
- Keep It Simple: Use plain language to ensure everyone understands the policies.
4. How to Share Updates with Your Team
- Schedule a meeting to go over the changes and answer questions.
- Send everyone a digital or printed copy of the updated handbook.
- Get a signed acknowledgment from employees to make sure they’ve read it.
Keeping your employee handbook updated is one of those tasks that’s easy to put off but super important. By making it a yearly habit, you’ll stay compliant, keep your team happy, and avoid future issues. Start this year off strong with a fresh look at your handbook, you’ll thank yourself later!
Not sure where to start? Contact us today!