• Tuesday, April 27th, 2010

HR Insights from Barbara FreetHuman Resources: Employer Documentation

Barbara Freet, expert on human resources, answers this dental management question: "When it comes to employees, how much documentation is enough to protect the dentist?"

"Think of it this way," says Barbara. "If you talk to somebody and you didn’t write it down, it doesn’t exist. It was just so many words that went out into the ears. So if you write it down after the fact, that’s okay. You can still use the words on or about such and such a date, I told so and so this information. You can do that.

"The best thing is to get in the habit of using a form to write down what’s going on. We have two forms that have been really effective: the special occurrence report and the employee warning form. If any of your listeners would like either of these two forms, I’m happy to send them, just send me an email at humanresourceadvisers.com and I’m happy to give you those two forms.

"The goal here is to be able to show clearly in writing that you're focused on behaviors by giving concrete examples. You've been fair and consistent with everybody for the same, you discipline the same way for the same offense, employees have had a chance to improve, your discipline and maybe even your termination have been based on legitimate reasons not underlying illegal motives. And that's what your discipline documentation should show."

Barbara Freet, PHR, is President of Human Resource Advisors, a full-service HR consulting and staffing company she founded in 1988. Consultants serve as the HR department for clients, providing administrative functions (including recruitment, benefits, payroll, etc.) and "guardian" functions in the face of problematic employment issues. Call 800-520-7761 or visit HumanResourceAdvisors.com.

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5 Responses

  1. Barbara, this was awesome. I just went through a lengthy unemployment dispute with a former employee and had I not had the documentation that I had, I am certain that the judgement would not have been in my favor. I tried to click on the link for the forms that you have and wondered if I could have you e-mail them to me.

    Thanks again. Great article

  2. 2
    Dr G Woodworth Johnson 

    Please send me a copy of the forms referred to in your dicussion.

  3. 3

    Would like to have the two forms referenced. Thank you.

  4. Thanks for the article! Am going through after-effects of legitimate termination of poorly performing employee. Will cost me 10’s of thousands in increased “experience rates” percentages, due to lack of adequate documentation in defense of termination. Would appreciate forms suggested. Thanks!!

  5. I will be happy to send them to you. You (and anyone else) can email me directly and I will send those two forms and another one, the Performance Improvement Plan or PIP which I think will be helpful too.

    My email address is: bfreet@humanresourceadvisors.com

    Thank you for listening!

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