Human Resources Center

Before the employee starts

First day and first week

• Complete Form I-9 and tax documents.
• Review employee handbook and required policies.
• Complete HIPAA, OSHA, compliance, and safety training.
• Review job duties, reporting structure, and performance expectations.
• Confirm access to ADP, email, RXNT, RingCentral, and required systems.
• Complete department-specific training and competency review.

30-day review

• Confirm access, training completion, and role clarity.
• Identify barriers, missing resources, and early concerns.
• Review attendance and communication expectations.

60-day review

• Assess productivity and department-specific competencies.
• Provide direct coaching and document expectations.
• Confirm progress on outstanding training.

90-day review

• Complete formal introductory-period evaluation.
• Confirm readiness for independent responsibilities.
• Document continued employment, extension, or corrective action.

Employee process

1. Submit the request through ADP whenever possible.
2. Provide as much notice as reasonably possible.
3. Do not assume the request is approved until confirmation is received.
4. Notify the supervisor directly for unexpected illness or emergency absence.

Leadership review

• Review staffing coverage and business needs.
• Confirm available PTO balance.
• Apply standards consistently across employees.
• Approve or deny the request in ADP.
• Document exceptions or special arrangements.

Initial steps

1. Notify Human Resources as early as reasonably possible.
2. Review eligibility for available federal, state, or company leave.
3. Provide required certification or supporting documentation.
4. Determine whether leave will be paid, unpaid, or combined with PTO.
5. Create a coverage and return-to-work plan.

Leadership responsibilities

• Protect confidential medical information.
• Avoid making assumptions about the employee’s needs or eligibility.
• Coordinate scheduling and temporary coverage.
• Maintain communication without pressuring the employee to work.
• Confirm return-to-work requirements before reinstatement.

Employee expectations

• Notify the direct supervisor as soon as possible.
• Follow the department’s call-out procedure.
• Provide an expected return date when known.
• Maintain communication if the absence continues.
• Provide documentation when required by policy.

Manager response

• Document the date, time, reason provided, and communication method.
• Review the employee’s attendance history.
• Separate protected leave issues from general attendance concerns.
• Apply coaching or corrective action consistently.
• Escalate repeated or serious concerns to Human Resources.

Progressive steps

Documentation should include

• The specific behavior, incident, or performance concern.
• Dates, examples, and prior coaching.
• The policy or expectation that applies.
• The required improvement and deadline.
• Support, training, or resources being offered.
• Consequences if improvement does not occur.

Recommended review areas

• Quality and accuracy of work.
• Reliability and attendance.
• Patient or customer service.
• Teamwork and communication.
• Compliance with policies and workflows.
• Initiative, judgment, and problem solving.
• Role-specific competencies and productivity.

Close with

• Two or three measurable goals.
• Required training or development.
• A follow-up date.
• Clear employee and manager responsibilities.

Standard process

1. Confirm the position, location, schedule, and approved pay range.
2. Create or update the job description.
3. Post the opening and begin applicant screening.
4. Send required pre-interview assessments when applicable.
5. Conduct structured interviews.
6. Complete reference, license, and background checks as required.
7. Obtain final approval before extending an offer.
8. Send the written offer and onboarding instructions.

Recommended questions

• Tell us about your experience in a fast-paced healthcare environment.
• Describe a time you handled a difficult patient or customer.
• How do you prioritize when several urgent tasks happen at once?
• Tell us about a mistake you made and how you handled it.
• How do you respond to feedback or workflow changes?
• What does excellent patient service look like to you?

Track when applicable

• Professional license and state registration.
• DEA registration and prescribing credentials.
• Board certification.
• CPR, BLS, ACLS, or other required training.
• Medical assistant certification.
• Professional liability coverage.
• Required continuing education.

Personnel file

• Employment application and resume.
• Offer letter and job description.
• Policy acknowledgments.
• Performance reviews and corrective action.
• Training and competency documentation.
• Employment status and compensation changes.

Maintain separately

• Medical and leave documentation.
• Form I-9 documentation.
• Background check reports.
• Other highly restricted records.

Complete at separation

Review before proceeding

• What specific policy, behavior, or performance issue supports the decision?
• Is the documentation complete and fact-based?
• Have similar situations been handled consistently?
• Is there any pending complaint, leave request, accommodation, or protected activity?
• Were coaching or corrective-action steps completed when appropriate?
• Has Human Resources and required leadership approved the decision?
• Are final pay, access removal, and communication plans ready?