A written guide to the practice’s rules, clinical/administrative policies, and expectations.
Policy Manual
A step‑by‑step instructions for routine office tasks (e.g., opening/closing procedures).
Procedure Manual
—identifiable patient health data governed by HIPAA.
PHI
Online posting arena where even well‑meant sharing can breach PHI; intent not required for violation.
Social Media (HIPAA Context)
— issued by the IRS for tax reporting.
EIN (Employer Identification Number)
An employer‑provided, non‑salary compensation (PTO, insurance, etc.)
Fringe Benefit
Federal tax withholding certificate; allowances (e.g., after marriage) change payroll withholding.
W-4
Employment Eligibility Verification form required to lawfully employ/pay a worker in the U.S.
I-9
Paid time off commonly granted to full‑time staff after a year (~2 weeks typical benchmark).
Vacation Benefit
Workplace stance encouraging error reporting without punishment to improve systems.
Nonpunitive (Blameless) Culture
Structured framework for constructive dialogue; does not include “assume others hide concerns.”
Wisinski A‑E‑I‑O‑U Model
Onboarding period when policies, procedures, and expectations are reviewed with new staff.
Orientation
Initial employment interval used to evaluate a new employee’s suitability for the job.
Probationary Period
You review and update the policy manual ___ and when regulations change.
yearly
Expect _______; all can audit aspects of your practice. (3 things)
DEA, Fire Department, and insurance carrier inspections
Implement official and employee policies; a HIPAA breach does not require malicious intent. (2 things)
PHI and social media
Employees should submit a new __ when marital status changes to keep tax withholding accurate.
W‑4
You cannot legally pay an employee without a completed ___.
I‑9
Typical benefit example
2 weeks paid vacation after one year of full‑time employment.
Practice managers collaborate with _____ on interviewing, hiring, disciplining, and terminating staff.
providers
Most employer‑initiated terminations result from failure to _______.
meet job performance expectations
During probation coaching, avoid excessive ______ ; use collaborative feedback.
“You…” accusatory language
Review policy/procedure manuals at _______ so expectations are clear from day one.
orientation
Use multiple motivation strategies: ______—a blended approach works best. (3 things ror)
recognition, ownership, rewards
