samantha leonard | Stream Dental

Author: pv2vgd.

We all daydream about where our next travel adventure will take us. I just got back from spending 10 days in paradise down in Zihuatanejo, Mexico. My husband and I were celebrating our 10-year anniversary and had the most amazing trip ever! Now I am back in the snow and suffering through this -20 degree Celsius weather!

But this is something that happens quite frequently in dental practices…a team member booked a holiday and is now asking for some time off. This can put some strain on your practice. What is the best way to handle this? After all, everyone deserves a vacation and some work/life balance.

How do you balance this while also trying to run & grow your business, keep your schedule busy AND keep your patients & team happy?!?

 

Have it Down in Writing

First things first: It is important that your employees understand how your practice vacation pay works, the scheduling of vacation days, and the stipulations around requesting vacation. This can be done by having a dedicated policy that outlines what the office expectations are and what the office protocol is. By having this you will avoid those awkward conversations, misinterpretations, or worse yet, you have multiple employees on holidays at the same time– leaving you shorthanded!!! {Not a great position to be in}

So, let’s avoid that by having a good and effective Vacation policy. It is also important that your Vacation Policy be compliant with your provincial, territorial or state employment standards. Because every province & state have different regulations, amount of vacation days and how they should be compensated. For example, I am here in Alberta and vacation time is based on the length of employment. For instance: 1-5 years is calculated at 4% of their wages which equals 2 weeks of pay. 5 years or more they get 6% or 3 weeks holidays.

So, let’s break this down into what should be included in the policy and how to implement this in your practice:

What Should Be Included in The Vacation Policy

  1. Explain how vacation days are being calculated and paid out. Is this being accrued over time or paid out on every pay cheque?
  2. When can it be taken…
    • Does it have to be used during this calendar year or can it be carried over?
    • The maximum length of vacation days can be taken consecutively. For example: if I have 3 weeks vacation, can I take all three weeks consecutively or should this be broken up over the calendar year?
    • If there are conflicting dates—how should this be handled? Multiple employees request the same time off, how will this be handled?
    • How should popular vacation period like Christmas, new years and long weekends be handled to allow for fair treatment amongst all employees?
  3. How vacation time should be requested- How far in advance do they need to request time off? For example, it’s a Saturday afternoon and you get a text that your hygienist just booked a last minute trip and will be gone for 2 weeks starting Monday…now you are left EXTREMELY short-handed. Having a policy that outline the process and timeline for requesting vacation time will avoid these stressful scenarios!

How Can This Be Implemented?

  1. Have your team members read and sign the vacation policy and save a copy in their employee file for easy reference.
  2. The office manager should have a vacation tracking master spreadsheet to know how many vacation days each employee is entitled too, who is on holidays and when they are away = so that you don’t accidentally double book multiple team members off!
  3. Have a vacation request form whereby the team member writes out their requested days off and contingency plan– ie: how their vacation time will be covered. This is given to the office manager/Dentist at least X number of weeks in advance and approved by them before the vacation is booked.
  4. Save the approved vacation request form in their employee file.

Can you see how important it is to have a Vacation policy AND Vacation protocol in place? There is SO much more involved than just having a standard policy written out. You need systems and accountability to ensure everything is running smoothly for the entire office—team, doc’s and for your patients!

Need help putting the HR documents together? We have this ready-made structures in place that include Vacation policy, request form and master spreadsheet so you can implement this in your practice right away!

 

 

 

2018 is here! Have you found yourself dreaming of what this year might hold for your Dental Practice?

 

Over the past few weeks here at Stream Dental, we have been looking forward to all of the incredible opportunities this new year holds – because we’re dedicated to making 2018 our best year ever. How about you?

We’re going to be rolling out brand new products, introducing exciting collaborations and greater support for our clients, and offering a wide extension of services we never thought we would be able to offer – but are so excited to do so!

Our growth and opportunities it brings us has been made possible thanks to the hard work our amazing team consistently puts in towards accomplishing our greater goals – and the systems we have in place that have provided us with clarity, allowed us to take consistent steps forward, and to execute our plans (and reach our goals) with ease.

And we want to help make these things possible for your practice, too.

In the spirit of helping make 2018 your best year- EVER, we felt like giving a little something back to all of the amazing Dentists and fellow Dental Professionals out there (you!), so we’ve designed a special 2018 Action Plan Guide for you … and are giving it to you today, absolutely free.

This Action Plan guide is a 21 page PDF, filled with exercises, worksheets, calendars and more, designed to help you gain clarity and take action on the goals for your practice in 2018.

With this guide, you will:

  • Get clarity on what you desire for your practice and your team throughout 2018
  • Break down your most important tasks into actionable steps that will help you achieve your goals
  • Fill a yearly calendar with tasks and goals so you can see how your best year will play out (even breaking them down into weekly projects!)
  • Set up a to-do list so you can see, step-by-step, the actions needed to move your practice forward
  • … and so much more!

And did we mention that it’s totally free?

It’s our mission to help dentists and dental practices throughout North America have super solid HR systems so that they can reach new heights of success, and we know that having clarity on your goals plus actionable steps to take towards them is the winning combination for achieving everything you desire for your business.

We created this free guide to help you get there.

So if you’re ready to dive into your 2018 Action Plan Guide, simply enter your details below to gain immediate access:

Remember, everything is possible for your Dental Practice this year – all it takes are clarity on your goals, having the right systems in place, and taking the right steps forward.

We know you can do it. And we are so excited to see what this year holds for you!

 

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