2023 State of HR in Dentistry

Collecting Signatures for Employee Handbooks

Employee handbooks are a critical component of any organization's HR function. They provide employees with important information about company policies, benefits, and procedures, and help to ensure that all employees are on the same page when it comes to expectations and guidelines. However, it's not enough to simply distribute a handbook to employees; businesses are required to obtain a signature from each employee acknowledging that they have received and read the handbook.

In our survey, we found that only 83% of dental practices collect signatures from employees acknowledging that they have received and read the employee handbook. This means that 17% of dental organizations are not complying with this important HR requirement. Failure to collect these signatures can put organizations at risk in the event of a legal dispute or compliance audit.

It's important for dental organizations to not only distribute employee handbooks, but to also ensure that employees have received and read them. HR professionals should establish a process for collecting signatures from employees, whether that be through a paper or electronic system. This simple step can go a long way in ensuring that dental organizations are compliant with HR regulations and are protected in the event of a legal dispute.

How Employee Handbooks Are Created for Dental Practices

Creating and maintaining an employee handbook can be a daunting task for HR professionals, especially those in the dental industry who may not have extensive legal expertise. As a result, many dental organizations turn to outside law firms for assistance with drafting and maintaining their employee handbooks.

In our survey, we found that 38% of dental practices pay an outside law firm to build and maintain their employee handbook, while 36% write it themselves. While a law firm can provide valuable expertise and guidance in creating an employee handbook, it's important to note that many law firms use templated forms that may not be specific to your organization's needs.

Additionally, the cost of hiring an outside law firm to draft and maintain an employee handbook can be significantly higher than doing it in-house. On the other hand, writing an employee handbook internally can open up organizations to compliance issues if the handbook is not kept up-to-date with changing laws and regulations.

The ideal solution is to find a middle ground that balances the cost of hiring an outside law firm with the need for a customized and up-to-date employee handbook. At HR for Health, we offer a variety of solutions to help dental organizations create and maintain employee handbooks that are specific to their needs and compliant with HR regulations. Our team of experts can work with you to create a customized employee handbook that reflects your organization's unique policies and culture, while also ensuring that you are compliant with all relevant HR laws and regulations.

How Often Are Employee Handbooks Updated?

Employee handbooks and policies are living documents that should be updated regularly to ensure that they reflect the current laws and regulations that govern HR practices. However, in our survey, we found that 22% of dental organizations rarely or never update their employee handbooks and policies.

This is a concerning trend, as failing to update employee handbooks and policies can lead to compliance issues and legal disputes down the line. HR professionals in the dental industry should be aware of the need to update their employee handbooks and policies at least annually, or more frequently if there are significant changes in HR laws and regulations.

At HR for Health, we work with dental organizations to create customized employee handbooks and policies that are up-to-date and compliant with HR laws and regulations. We understand that staying on top of changing regulations and laws can be a challenge, which is why we offer a range of solutions to help dental organizations stay compliant and up-to-date with HR practices.

Top Issues for Dental HR Teams

In our survey of nearly 500 dental practices, we found that the top two HR issues that dental HR teams face are ongoing reviews and updates to employee policies, and enforcing company policies.

The first issue, ongoing reviews and updates to employee policies, speaks to the need for dental organizations to keep up-to-date with changing HR laws and regulations. HR policies that are outdated or not in compliance with current regulations can put dental organizations at risk for compliance issues and legal disputes. As a result, HR professionals in the dental industry must make it a priority to review and update employee policies on a regular basis.

The second issue, enforcing company policies, can be challenging for HR professionals in any industry, but especially in the dental industry where there may be a wide range of policies and procedures to enforce. Whether it's enforcing attendance policies, HIPAA regulations, or workplace safety protocols, HR professionals in the dental industry must ensure that employees are aware of and adhering to company policies at all times.

How Many Hours Are Dental Practice Owners Personally Spending on HR?

In our survey, we found that 76% of dental practice owners are personally spending more than 10 hours per month on HR related tasks. This is a significant amount of time that could be better spent on patient care or other important tasks.

HR tasks such as payroll, benefits administration, and compliance can be time-consuming and complex, especially for dental practice owners who may not have an HR background. This can lead to frustration and burnout, and can ultimately impact the quality of patient care that dental practices are able to provide.

By outsourcing HR tasks, dental practice owners can save time and money while also ensuring that their HR function is compliant with current regulations and best practices. Our team of HR experts can provide guidance and support on a range of HR tasks, from payroll and benefits administration to policy creation and compliance audits.

What is the Most Difficult Aspect of Compliance for Dental Practices?

Maintaining compliance with local, state, and federal laws and regulations can be a daunting task for dental practices, especially in an industry that is subject to a wide range of regulations and requirements. In our survey, we found that 52% of dental practices identified maintaining compliance with local, state, and federal laws and regulations as their most challenging compliance issue.

The dental industry is subject to a wide range of regulations and requirements, from HIPAA and OSHA regulations to state-specific employment laws and regulations. These regulations are constantly evolving, and it can be challenging for dental practices to keep up with the latest requirements and ensure that they are compliant with all relevant regulations.

How Frequently Do Employee Claims or Disputes Occur?

Employee claims and disputes can be a costly and time-consuming issue for dental practices. In our survey, we found that responders reported facing over 700 employee claims or disputes, with the majority of them occurring in the last three years. These claims include issues such as unemployment, wage disputes, wrongful termination, harassment, discrimination, and more. Yet 69% of responders felt their practices were either fully or mostly compliant. 

Moreover, these claims can also put a strain on the operations of the practice, as HR personnel and other staff members may be required to spend significant time and resources dealing with the issue. This can result in less time being devoted to patient care and other important tasks, which can ultimately impact the quality of care that the practice is able to provide.

In addition to the direct costs associated with employee claims and disputes, there is also a significant opportunity cost associated with these issues. Practices that are mired in legal disputes and HR issues may find it difficult to attract and retain top talent, as well as to maintain strong relationships with patients and other stakeholders.

Overall, employee claims and disputes are a costly and time-consuming issue for dental practices, and it's important for HR professionals in the dental industry to take steps to prevent these issues from occurring in the first place. By partnering with HR for Health, dental practices can reduce the risk of costly employee claims and disputes and free up valuable time and resources to focus on patient care and practice growth.