Staff Management

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Staff Management

• Sarah Gordon, O.D.
• Birmingham, AL

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Staff Management

• The MOST challenging aspect of practice
• The MOST challenging aspect of practice
• Did I mention, The MOST challenging aspect of
  practice?

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Staff Plan

• How many staff do I need?
• What should I pay staff?
• How do I find the right people?
• How do I manage my staff?

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How Many Staff Do I Need?

• Evaluate the practice characteristics
• Medical Eye Care
• Geriatric/Low Vision Care
• Vision Therapy
• Contact Lens
• High Volume Optical

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How Many Staff?

• New practice
• 2 staff
• Existing practice
• 1 staff/100,000 revenue

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Budgeting for Staff

• 1 Staff/100,000
• Practice gross revenue 500,000
• 4-5 staff members
• 25-30 practice gross for staff salary
• 100,000-150,000
• Includes salary, payroll tax, medical insurance,
  bonus

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Budgeting for Staff

• 4 staff for 500,000 practice
• 150,000 salary budget
• 37,500 per staff
• 2870 payroll tax
• 1670 health insurance (50)
• 3290 salary/bonus 15.85/hour

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Budgeting for Staff

• Staff need for medical insurance
• Covered by spouse?
• Part-time staff usually have less benefits

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Finding Staff

• Sources
• Patients/Friends
• Chamber of Commerce
• Jewelry or cosmetic retail
• Vendor representatives

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Finding Staff

• Sources
• Other practitioners
• Local schools
• Technical training programs
• University

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Hiring Staff

• Application
• Interview
• Profile test
• KnowYourStaff.com

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Hiring Staff

• Application
• Personal data
• Work history
• Education
• References

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Hiring Staff

• Interview
• Schedule the time
• List of questions
• Listen
• Watch

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Hiring Staff

• Profile test
• KnowYourStaff.com
• 8 point profile
• 16 point profile
• Rating match for position
• Front office, Technician
• Optical sales, Others

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Hiring Staff

• Profile test
• Candidate Strength
• Candidate Weakness
• How to Manage
• Interview Questions

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Compensation

• Proposal
• Salary, Benefits, Work hours
• Cont Ed
• Start date
• 1st Review
• Include Office Policy Manual
• Acceptance

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Personnel File

• Employee contact information
• Resume
• Tax Forms
• Compensation summary sheet

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Personnel File

• Reviews
• Time Off requests
• Assignments, Goals

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Employee Handbook

• Office policy manual
• Protocols
• Job assignments
• Goals
• Review
• Time out of office

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Staff Review

• Self assessment of performance
• and work habits
• Interest in further training
• Suggestions for improvement
• Suggestions for department improvement
• Previous goals and accomplishments

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Staff Review

• Doctor/Office manager evaluation of performance
  and work habits
• Strengths
• Improvements needed
• Planned goals
• Compensation review
• Benefit review

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Staff Training

• Office meetings
• Vendor support
• Shadowing other staff or doctor
• Continuing education
• Class
• Labs
• Internet

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Discipline and Counseling

• Performance not acceptable
• Review assignments, goals
• Plan of action
• Document
• Follow up assessment

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Office Management

• Styles
• Doctor management
• Office manager
• Matrix
• Other

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Matrix

• Matrix by Williams Marketing
• Management centers
• Business functions

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Management Centers

• Departments
• Front Office
• Medical
• Optical
• Lab

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Management Centers

• Team leader critical
• Duty assignments
• Goals
• Provides job expectations
• Monthly meetings

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Business Functions

• Marketing
• Sales
• Patient Care
• Finance
• Quality Control

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Business Functions

• Assign leaders
• Promotes job ownership
• Statistics to monitor/affect
• Weekly business meetings

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My Office Meetings

• Every Tuesday
• Team and Business Leaders
• 1st Thursday, All Staff
• 2nd Thursday, Optical
• 3rd Thursday, Front Office
• 4th Thursday, Medical

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Office Meetings

• Management meetings
• Business meetings
• Schedule regularly
• Block time out
• Agenda and purpose
• Dont Just Meet to Meet

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Office Administration Tools

• Practice management seminars and articles
• Office manual
• Office department protocols
• Front Office, Medical, Optical, Lab
• Meetings
• Retreats

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Office Manual

• A Necessity
• Guidebooks from AOA
• Topics to include
• Mission, Equal Opportunity Statement,
  Non-Discrimination, Employee Conduct, Working
  Hours, Dress Code, Vacation, Payroll, Employee
  Benefits, etc.

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Department Protocols

• Detailed description of daily procedures for each
  department
• Training manual for current/new staff
• Review and update yearly

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Office Retreat

• Schedule Away from Office
• Agenda
• Strengths, Weakness, Opportunities, Threats
• Action Plan

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Office Retreat

• Encourages Staff Interaction
• Teamwork
• Brainstorming