1. The Medical Assistant as Human Resources Manager
Chapter 46
The Medical Assistant as Human Resources Manager

2. Tasks Performed Skills required have broadened
Determines job descriptions, hiring, orienting employees; managing separations
Focuses on productivity, service, and quality

3. Tasks Performed
Must understand legal and regulatory aspects of personnel management
Higher level of education and experience required

4. Tasks Performed

5. The Office Policy Manual
Identifies clear guidelines and directions required of all employees
Defines appropriate expectations and boundaries of employment relationship
Establishes and states mission of practice
(Table 46-1) (Procedure 46-1)

6. The Office Policy Manual
Includes biographical data of each provider
Details employment policies, wage and salary, benefits, and employee conduct expectations
Review and update regularly
(Table 46-1) (Procedure 46-1)

7. Recruiting and Hiring Office Personnel
Full-time, part-time, contract employees defined
Job descriptions
Content and format
Preparation suggestions
Review and update annually
Critical Thinking Box
Figure 46-1
Procedure 46-2

8. Recruiting and Hiring Office Personnel
Major challenge of HR is recruitment of MAs
Networking
Check with nearby college medical assistant programs

9. Recruiting and Hiring Office Personnel
Placement agency
Newspaper advertising generally too time-consuming
Online options

10. Recruiting and Hiring Office Personnel
Preparing to interview applicants
Consider several resumes
Review job applications
What to look for under educational history
What to look for under work history
Look for information to indicate candidate likes this kind of work

11. Recruiting and Hiring Office Personnel
(Procedure 46-3)
See text for list of possibilities – interview worksheet
The employment interview
Conduct in quiet and private setting

12. Recruiting and Hiring Office Personnel
The employment interview
One-on-one or several staff members
Interview worksheet
Inappropriate questions
Closing interview strategy

13. Recruiting and Hiring Office Personnel
Selecting the finalists
Compare notes
Check references
Telephone reference check form
(Figure 46-4)

14. Recruiting and Hiring Office Personnel
Selecting the finalists
Offering the position
Be prepared with second-choice candidate
Send letters to other applicants

15. Orienting New Personnel
Responsibility of HR manager and office manager
Probationary period days
Introduce to employees
(Procedure 46-4)

16. Orienting New Personnel
Assign mentor
Review policy and procedures manuals
Sample probationary employee evaluation

17. Dismissing Employees Voluntary dismissal or separation Relocation
Seeking advancement
Personal reasons
Proper notice expected

18. Dismissing Employees Involuntary dismissal or separation
Because of poor performance
Because of serious violation of office policies or job descriptions
Should be brought up in review first
Verbal and written warnings
Key points
Notify provider of dismissal as soon as possible

19. Dismissing Employees Exit interview
Discuss positive and negative aspects of job
What changes might be made for new person coming into facility
Sample exit interview form
Letter of reference
Letter of resignation
Statement in personnel file
(Figure 46-5)

20. Maintaining Personnel Records
Limited access
Contents are confidential

21. Complying with Personnel Laws
Contact practice attorney with questions
Overtime laws
Equal Pay Act of 1963
Civil Rights Act of 1964

22. Complying with Personnel Laws
Sexual harassment: Title VII of Civil Rights Act
Safe working conditions
Established by OSHA
Refer to Chapter 22
Immigration Reform Act
Jury duty

23. Special Policy Considerations
Temporary employees
Ninety days or less
Includes externship students

24. Special Policy Considerations
Smoking policy
Check state and city laws
Many prohibit smoking in public facilities
Should include employers, employee, and patients
Should be workable and enforceable, promote health, encourage employee morale and productivity, and set example for patients
Designated place to smoke may be necessary

25. Special Policy Considerations
Discrimination
Americans with Disabilities Act
Illegal to discriminate
Includes people who are HIV positive or have AIDS

26. Providing/Planning Employee Training and Education
Training in the office
American Association of Medical Assistants meetings include continuing education opportunities
Seminars and conferences

27. Providing/Planning Employee Training and Education
Outside of office hours
Pays for itself many times over