PROVIDE SPECIFIC DIRECTION FOR NEWLY HIRED OPTOMETRISTS. HERE’S HOW

WE, AS business owners, spend a lot of time discussing the human resource topic of office staff, but rarely do we include the hiring, onboarding and training of new associate doctors. Maybe this is because many associates start out part time or on contract, but regardless — they are employees.

Associate O.D.s should go through some of the same orientation steps as any other new employee to familiarize themselves with office policies and guidelines. Steps should also be created specifically for them.

Here is a list of suggestions for the orientation of a new associate.

1 PROVIDE A WELCOME PACKAGE

Include an introductory letter with a “Thank you” for accepting the job; a policy handbook, mission statement with core values, information on the office, such as hours, and any pertinent tax forms or payroll forms that need to be filled out.

2 PROVIDE A JOB DESCRIPTION

You would do it for any other employee, so make no exception here. List exactly what you expect as far as duties and responsibilities, in addition to performance goals.

3 ASSIGN SHADOWING

Schedule the first day of the associate’s schedule so that he or she can shadow you all day in the exam room. This provides a hands-on look at: how you like things done, expectations of structure of the exam, compiling of eye health records, recommendations of products and the handoff to the optical dispensary.

4 SCHEDULE A LUNCH

Even associate doctors get nervous on the first day! Take time to have lunch off site where you can get to know the new employee a little more personally. Ask questions to help you find out more about his or her personality type and what he or she will need from you for direction and management.

5 ASSIGN ONE-ON-ONE TIME

Have the new doctor spend 30 minutes with each staff member or department, so he or she learns upfront what each employee is responsible for. Not only does this help him or her in getting to know the staff individually, but it also aids in identifying who to go to for information. Creating this team environment is integral to the beginning of any new employee’s development.

6 SHADOW THE NEW ASSOCIATE

You own the business. As such, you should ensure that an exam is performed to your expectations. The only way to know this is to sit in on a few. Provide feedback and suggestions at the end of each exam. I would do it again after a month has passed, to re-enforce habits, if necessary.

7 SCHEDULE FOLLOW-UP MEETINGS

Meet one-on-one with your new associate doctor every month for six months. This provides an opportunity to hear how things are going, provide mentorship and leadership. Often, new associates are new — period. They are likely just out of school and need a sounding board while finding their feet in this new world. Give them the time to ask questions and voice concerns along the way.

THE PAY OFF

Orienting new employees is a lot of work; I get that. Doing it right will come back tenfold in better skill development, a more adjusted employee and happier patients. Onward and upward! OM

MS. CHAREST is the co-founder of 4ECPs, a practice management resource company for eye care professionals. 4ECPs has six divisions, including eye care jobs, marketing, social media, payments, events and training. Visit www.4ecps.com , or email trudi@4ecps.com.