Human Resources: Manager Guide/Tools & Resources
As a new office manager joining our team or an existing office manager within Riccobene Associates/Commonwealth Dentistry team - you are joining a large network of managers, mentors and resources. Please use this guide to with plenty of guidance, resources and tools.
If you have further questions, please contact your HR Generalist.
New Tools!!
New Tools!!
Please check out this important tool/process below:
Pay Increase Form [For any pay increases, please submit this form]. All Pay increases will be on hold for the remainder of the year as we finalize labor budgets.
Meet the HR team.
What does a HR Generalist do? ANY and ALL things related to People Operations: Sourcing, Recruiting, Employee Relations, Coaching, Talent Management, Performance Management, Team Building, Documentation Support, RISK MANAGEMENT/LEGAL COMPLIANCE, Terminations, Benefits/Short term leave management, and most importantly help drive different strategies and initiatives as it relates to Employee Engagement and Company culture!!!
Heba Abdel-Rahman, Chief of Staff/Head of HR
McKenzie Taormina, HR Manager (NC/SC Market)
Doc Recruiting: NC & SC
Brooke Trail, HR Manager (Commonwealth/VA Market)
Doc Recruiting: VA
Nicole Johnson, HR Generalist + Payroll/Benefits
(RM: Jason Niebauer)
Emily Bender, Senior HR Generalist
(RM: Alison Sarafino, Kristy Daniels)
Commonwealth VA HR Support
Breeze McCauley, HR Generalist
(RM: Coastal Region)
Lauren Nann, HR Generalist
(RM: Megan Holiday, Robin Pestano, Beverly, SC Market)
Manager 101 Training/Resources
Understanding the different roles to be an effective manager:
Producer
Administrator
Innovator
Mediator
Culture Builder
Along with other great critical resources to help you be an effective manager :-)
MANAGER ROLE- Onboarding New hires
Please note, is the responsibility of office managers to onboard employees accordingly:
Check out video below for importance & effectiveness of onboarding employees.
Also, please see ‘new hire checklist/orientation’ link for day 1 completion- this is part of legal Compliance:
Core Values
PAYCOM - MANAGER GUIDE
Paycom is our HR/Payroll system. This is an all-in-one system for employees and managers to enroll in benefits, clock-in & out, review paychecks, request time off, etc.
Any questions, regarding how to use Paycom, please reach out to HR@brushandfloss.com or utilize resources below.
Login Information.
Please make sure you have bookmared the Paycom Manager Login page:
You should’ve received your manager login from you HR Representative or Integration Specialist. (Please note- Client Code is 0d212)
Upon initial login, you will be required to setup security questions & new passwords.
Please check out more resources for Manager login:
For further questions, please contact HR@brushandfloss.com
Time Management.
This is where our time & attendance (clock-ins, clock-outs) are housed.
Responsibility of Office Manager:
ensure there are no missing punches and punches are accurate on a weekly basis
hours are coded to accurate department (ONLY applicable if you have team members that work at multiple locations; and if you’ve had any working interviews or temps)
Why is this important?
ensure employees get paid properly
labor costs are allocated to right locations/departments
Check out more resources below on time & attendance:
Time Off Calendar.
Employees are able to submit time off requests directly to you. You can login into system and approve/deny requests pending business need & coverage. (Please note- it is your responsibility to ensure you have coverage)
Responsibility of Office Manager:
Ensure you are reviewing schedule to make sure you can approve requests
you have necessary coverage to meet the schedule
Check out more resources below:
Personnel Action Forms (PAF).
PAF’s are very important for us organizationally and ensure things flow in employee electronic records & payroll. This helps us track the following:
Employee transfers
Pay changes (any pay changes must be discussed with Regional Manager assigned to you prior to submittal in system)
Terminations (any terms must be discussed with Regional Manager assigned to you prior to submittal in system).
Birthdays (after transition date, mangers can submit $50 birthday PAF directly in Paycom which flows to paycheck)
Check out more resources below:
HR Resources - MANAGER GUIDE
Please use the following links regarding supporting you get through the Employee Life Cycle:
Any questions, please reach out to HR@brushandfloss.com or utilize resources below.
Headcount Request Form.
Please use this form if you are looking to replace or add headcount:
Once you’ve submitted this form, this will go to your regional manager for approval then the recruiting team will post your position in our Applicant Tracking System. Recruiter will be in touch with you as we screen through viable applicants.
Employee Referral Form.
Please complete this form if you are employees have mentioned they know of someone that would be a great addition to the Riccobene team.
Request for Offer.
You finally found your candidate to fill your position. Please complete the link below to let your recruiter know to initiate the offer letter/background check process. Once submitted RM will provide final approval.
Working Interview Feedback Form.
Please complete this form to provide HR feedback on working interviews.
Recommending to put on DO NOT HIRE list
maybe better suited at another location, etc.
Temp/Working Interview Link.
If you have a temp or working interview that is coming to your office, please make sure you provide them with the following link:
OM responsibility:
Follow up and make sure temp/working interview completed link.
Add their hours worked and department in Paycom
Why is this important?
To make sure temps/working interviews get paid properly.
We are also accurately allocating their costs appropriately.
Interview Guides for Each position! (NEW!!)
Please use the link below to access interview guides for all office staff positions. Please feel free to reach out to HR Generalist for more questions.
Internal Transfer Form.
Please complete this form if one of your employees has requested to transfer to another location. This is so HR and management can track any and all open transfers as positions become available within the organization.
HR Resources (RISK MANAGEMENT) - MANAGER tools
Please use the following links and tools to help drive risk management.
Any questions, please reach out to HR@brushandfloss.com or utilize resources below.
Termination Form (NEW!!).
Please use this form to request involuntary terminations. Will help ensure we drive risk management appropriately across all locations.
Investigation Form (NEW!!).
Please use this form for HR to complete necessary investigations.
Please utilize this form to request investigations from HR.
What are HR legal terms that would drive an investigation?
discrimination (pregnancy, race, age, gender)
bullying
harassment
unsafe
ADA/Disability
abuse of power/authority
hostile work environment
Retaliation
It is super important to ensure we are capturing investigation intakes and requests in a timely manner. This will also ensure we are managing any risk or unconcious bias appropriately. We need to ensure we have all the accurate information (including FACTS: what was said, heard and observed directly).
standardized approach
one platform to track investigations
ensure we have the necessary documentation
Submitting this form will go to your HR Generalist
IF this is a serious matter, this form does NOT replace the need to pick up phone and call Regional Manager and HR Generalist.
HR Resources (Employee Engagement) - MANAGER tools
Please use the following links and tools to help drive employee engagement.
Any questions, please reach out to HR@brushandfloss.com or utilize resources below.
Stay Interviews.
This is a great tool to have with your employee directly 1:1. It is meant to be a guided conversation that the manager completes. HR trends the data but the employee also feels heard and appreciated.
Stay Interview Link.
Guidance for these interviews:
Complete 3-5 every 6 months. Depending on size of office, turnover you may need to do them more frequently. Consult with your HR Generalist.
Pulse Surveys (NEW!!).
This is a survey link you send to employees directly to complete. It really does give us a good pulse on our core values and how we are aligning to our culture. Once Employee completes results will be sent to manager directly.
Use this feedback to determine what we can do better to build a robust engaging & welcoming culture.
Get to Know you Survey.
This is a great tool for managers to get to know their staff members:
Favorite snack/coffee
how do they like to be communicated with
how do they want to be appreciated
What are their expectations of you as a manager
how are things going in general
The results go directly to the manager.
This should be completed One time a year.
HR Training Material
Please use the following links and tools for further Manager development & training.
Documentation 101 + Performance Conversations
This is a great tool to guide you through the importance of documentation including:
Conversation documentation tool.
When & how to document
uploading documentation in Paycom
Please utilize link below for more templates & SOP.
Interviewing Guidance.
There are certain things to say and not say in an interview. Please check out the video below.
Please know that it is CRITICAL to provide a ‘red carpet’ experience to our working interviews and temps. Treat them as full-time employees as they are also interviewing us. We MUST show them our culture. It’s great to create a pipeline.
Manager Unspoken Rules.
Please take a look at the ‘unspoken rules’ of what success looks like as a manager within Riccobene Associates.
Other Training Material
Please use the following links and tools……
Patient Coordinator - Training Guide
Please note this guide is being revamped by Kristie Bailey - April 2024
Good guide in the meantime
Performance Review Templates
Performance Review Templates
Please check out the Performance Review Templates in our SharePoint site:
Also, please use link below for annual pay increase requests. This must be submitted and will be reviewed and approved by RM.
Other Support Resources….
Please use the following links for IT & Facilities support:
IT Helpdesk Ticket System.
Please use this to submit any tickets that relate to IT (ex: hardware, software, computer replacements, upgrades, etc.)
Accounting.
INVOICES (Yooz). Please utilize the link below to reference Yooz system information. Yooz is our system that we use for processing invoices.
CREDIT CARDS (Nexonia). Please utilize the link below for more training around Nexonia. Nexonia expenses must be submitted by March 28th.
Any questions please reach out to AP@brushandfloss.com
FAQ/HR documents
When are paycheck dates?
We are paid semi-monthly, 7th and 22nd of each month.
Pay period is (1st of month-15th), paid on 22nd.
Pay period is (16th to end of month) paid on 7th. If the 7th or 22nd fall on weekend, we pay Friday before.
When are benefits effective?
If eligible for benefits, Riccobene/Commonwealth benefits are effective first day of the month after 60 days.
What is my role as an OM onboarding employees?
You must give them the red carpet experience and use the new hire onboarding checklist to ensure they have the tools and resources to be successful!
2024 Employee Engagement & Appreciation Calendar
EMPLOYEE HANDOOK& WORK RULES
Talent Development Interest Form
We are currently looking at developing talent. If you are interested in a new or different role, please complete the link below. Please note: you still need to have a conversation with your office manager directly.
When do I need to approve payroll?
Must be approved by 10 AM the following day (end of pay period). You must ensure all working interview, temps and team members time is approved and coded properly. Labor is the biggest expense in your financial statement. It is critical to ensure this is done properly
What happens when I have an employee that is out of office for 2 days or more?
Please reach out to your HR Generalist for advice. If there is a doctors note, HR must review to determine if any accommodations are needed per the American Disabilities Act (ADA).
Other HR resources.
Please check out link below to other HR resources (Performance Reviews by position, disciplinary action templates, etc.
RM/OM Listing
This includes updates as it relates to the regional structure. Please reference this for any updates including culture ambassadors, HR Generalist support, etc.
Hygienist Schedule/Temp Hygiene Protocol
Please take a look at the link below that Alexis Hall manages to ensure we have necessary coverage for temp RDH’s. In addition, temp hygiene requests should be following the link below to follow the necessary process.
Doctor Schedule
Please take a look at doctor schedule that Coretta Ford manages. This is to ensure we have the correct doctor temps covering for offices if doctors are on PTO or called out sick. It is the OM responsibility to verify if hygiene only or restorative doc is needed. Please use your judgement to schedule temp doctor (ex: pending hygiene ratio) to determine if it is actually needed. If you don’t know please consult with RM.
Risk Register Log
Please complete this link for any clinical issues or concerns; patients requesting refunds due to quality of work issues or patient threatening to get legal support due to a billing, quality of work issue.