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Staff Management

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Title: Staff Management


1
Staff Management
  • Sarah Gordon, O.D.
  • Birmingham, AL

2
Staff Management
  • The MOST challenging aspect of practice
  • The MOST challenging aspect of practice
  • Did I mention, The MOST challenging aspect of
    practice?

3
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?

4
How Many Staff Do I Need?
  • Evaluate the practice characteristics
  • Medical Eye Care
  • Geriatric/Low Vision Care
  • Vision Therapy
  • Contact Lens
  • High Volume Optical

5
How Many Staff?
  • New practice
  • 2 staff
  • Existing practice
  • 1 staff/100,000 revenue

6
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

7
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

8
Budgeting for Staff
  • Staff need for medical insurance
  • Covered by spouse?
  • Part-time staff usually have less benefits

9
Finding Staff
  • Sources
  • Patients/Friends
  • Chamber of Commerce
  • Jewelry or cosmetic retail
  • Vendor representatives

10
Finding Staff
  • Sources
  • Other practitioners
  • Local schools
  • Technical training programs
  • University

11
Hiring Staff
  • Application
  • Interview
  • Profile test
  • KnowYourStaff.com

12
Hiring Staff
  • Application
  • Personal data
  • Work history
  • Education
  • References

13
Hiring Staff
  • Interview
  • Schedule the time
  • List of questions
  • Listen
  • Watch

14
Hiring Staff
  • Profile test
  • KnowYourStaff.com
  • 8 point profile
  • 16 point profile
  • Rating match for position
  • Front office, Technician
  • Optical sales, Others

15
Hiring Staff
  • Profile test
  • Candidate Strength
  • Candidate Weakness
  • How to Manage
  • Interview Questions

16
Compensation
  • Proposal
  • Salary, Benefits, Work hours
  • Cont Ed
  • Start date
  • 1st Review
  • Include Office Policy Manual
  • Acceptance

17
Personnel File
  • Employee contact information
  • Resume
  • Tax Forms
  • Compensation summary sheet

18
Personnel File
  • Reviews
  • Time Off requests
  • Assignments, Goals

19
Employee Handbook
  • Office policy manual
  • Protocols
  • Job assignments
  • Goals
  • Review
  • Time out of office

20
Staff Review
  • Self assessment of performance
  • and work habits
  • Interest in further training
  • Suggestions for improvement
  • Suggestions for department improvement
  • Previous goals and accomplishments

21
Staff Review
  • Doctor/Office manager evaluation of performance
    and work habits
  • Strengths
  • Improvements needed
  • Planned goals
  • Compensation review
  • Benefit review

22
Staff Training
  • Office meetings
  • Vendor support
  • Shadowing other staff or doctor
  • Continuing education
  • Class
  • Labs
  • Internet

23
Discipline and Counseling
  • Performance not acceptable
  • Review assignments, goals
  • Plan of action
  • Document
  • Follow up assessment

24
Office Management
  • Styles
  • Doctor management
  • Office manager
  • Matrix
  • Other

25
Matrix
  • Matrix by Williams Marketing
  • Management centers
  • Business functions

26
Management Centers
  • Departments
  • Front Office
  • Medical
  • Optical
  • Lab

27
Management Centers
  • Team leader critical
  • Duty assignments
  • Goals
  • Provides job expectations
  • Monthly meetings

28
Business Functions
  • Marketing
  • Sales
  • Patient Care
  • Finance
  • Quality Control

29
Business Functions
  • Assign leaders
  • Promotes job ownership
  • Statistics to monitor/affect
  • Weekly business meetings

30
My Office Meetings
  • Every Tuesday
  • Team and Business Leaders
  • 1st Thursday, All Staff
  • 2nd Thursday, Optical
  • 3rd Thursday, Front Office
  • 4th Thursday, Medical

31
Office Meetings
  • Management meetings
  • Business meetings
  • Schedule regularly
  • Block time out
  • Agenda and purpose
  • Dont Just Meet to Meet

32
Office Administration Tools
  • Practice management seminars and articles
  • Office manual
  • Office department protocols
  • Front Office, Medical, Optical, Lab
  • Meetings
  • Retreats

33
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.

34
Department Protocols
  • Detailed description of daily procedures for each
    department
  • Training manual for current/new staff
  • Review and update yearly

35
Office Retreat
  • Schedule Away from Office
  • Agenda
  • Strengths, Weakness, Opportunities, Threats
  • Action Plan

36
Office Retreat
  • Encourages Staff Interaction
  • Teamwork
  • Brainstorming
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