Home Forums Discussions General Discussion Sick day/absence policy for small office - advice wanted

I am a solo FP with one PA and our sick day policy has always been what amounted to the honor system, and employees could use PTO for their sick days. I have been lucky to have great employees that never took advantage of that.

Times are changing I guess and now I am running into problems with frequent unplanned absences - I come in and have no receptionist, nurse, medical assistant, etc and have to scramble to cover. Some of my long-time employees are asking me to implement a formal sick day policy as they feel like they are being taken advantage of.

What policies do other small offices out there use? Any advice?

At the last practice I worked, which was hospital owned, we had 2 receptionists, 1 Receptionist/Biller, 2 MA's, 3 Docs, a lab tech, and 1 RN.
All employee appointments had to be approved/submitted 3 weeks in advance, unless there was an emergency and they were unable to get to the office or were in an Urgent Care or ER.
Call outs had to be covered by PTO and everyone else had to pick up the slack. If someone was truly sick - or for parental duties - and would be out for more than 2 days, they needed a doctors note. No note, gets a write up. 3 write ups, regardless of the reason = termination
Inclement weather - Snow storm/Hurricane, etc: Essential personnel only - Dr's/RN's only reporting to the office - non-essential (secretaries/receptionists/lab) staff had to use PTO with no penalty/write-up. If they wanted to take their lives in their hands and brave the other bad New England drivers to come in, they were welcome to attempt the travel, but wouldn't be penalized if they couldn't make it.
State of Emergency: Everyone stays home - office is closed - had to use PTO, unless you are an ER physician or RN, they had to report to work.
Coming to work sick: That showed dedication and it would be up to the practice manager to send you home and for everyone else to see that you weren't faking. If you were sent home early, they paid you for the hours worked and you could use PTO to cover the rest of the day.
I guess if it's truly a SICK DAY, then that's one thing, but if it's a I DON'T FEEL LIKE GOING TO WORK DAY, that's entirely another. Try utilizing a write-up policy. If they can't produce a Doctors note, then maybe they should've come to work in the first place.

It's too bad your other employees are struggling to adjust - at least they have jobs and a few other employees to help and don't have to close the office if the receptionist is sick...that's what happens here where I am now, as this is a solo practice with only one employee. I would love to have someone that I could lean on and that could lean on me when necessary. If I'm out sick, he's not making any money. There is no one else to pick up the slack.

I have been lucky with great employees for past years.
I am solo and have a receptionist, MA and office manage/biller.
Part of the key is to have cross training. The manager can work the reception desk as well as cover the MA. We can get by with only 2 people for awhile if needed for vacation/illness. That has relieved a lot of the issues. IF one calls in ill we cover and move on.

Greg Phillips

Thanks Trista, that gives me some ideas on things I can incorporate.

Good discussion. Good policies from Trista.

The differences I see from Trista's and Greg's method is that Trista's practice is hospital-owned and Greg's, like Trista, has office managers. I am always wary of a policy with a hard and fast rule like "three strikes and you're out." If you have an employee who has been there six years, missed four days, and then, for whatever reason, misses three days in whatever time, it is hard to follow them.

But, to the point, if there is one thing I wish I had in my practice, it would be an office manager. Someone not really close to the staff who can do these write-ups one, because she isn't as close and two, because she works for me. (Sorry my whole staff is female; it's hard not to use that pronoun).

It is difficult when you have three employees that you work with very closely on a day in, day out basis to be able to lay down the law in some of these situations. I was just talking to a dermatologist with a huge practice. He has two office managers, and he says they handle all of this stuff. And, when there is a large issue, the employee meets with him. He told me that when employees are asked to meet with him, they know they are in a lot of trouble.

Unfortunately, even when you have an employee who could make a good office manager, it is nearly impossible to promote him or her as the other employees will always have the attitude of they used to do the same thing.

great discussion. I am fortunate that not really in the boat of having issues and I am lenient and let them take days off and they don't get paid for those days but keep their PTO. I also have been paying out PTO at the end of the year. I am just me and my xray tech and my front desk girl. They are respectful of stuff so we haven't had an issue.

Anyone have an employment handbook they actually use with their employees?