Page 114 - 100 - HR Management Manual

ii. Lead Technician – You will need to adjust the schedule and lunches of the techs
and TA’s based on the doctor schedule for that month. It varies each month to
some degree. Make sure we have a tech or TA on the schedule ALL open hours,
even during doctor lunches.
iii. Lead Receptionist – You will have to make some adjustments (outside the ideal
staff schedule spreadsheet) on days and times where we have heavy numbers of
clients coming in or picking up. It is extremely important we handle this traffic
flow with both check-in and check-out receptionists.
iv. All Department Heads:
1. Work with each other! You may need to use certain employees in other
departments so long as they are trained to do so. Be flexible.
2. Department heads schedule can have the more desired schedule because
they are the lead and may be expected to fill-in or take extra shifts with
surprise, BUT…….they must:
a. Be scheduled minimum of 38 hours per week.
b. Work at least one shift until 8 PM per week.
c. Work at least one full weekend shift per month.
d. The above is the only way to get a good picture of how the areas
are functioning at various days/shifts. It is also the only way to
get respect from those they manage. They will see that
department heads work on the floor the SAME as those they
manage.
v. WE SCHEDULE EXPECTING TO BE BUSY FOR THAT SEASON. We can always send
people home early if needed. Before we send them home we determine if there
is anything they can do to MAKE US BUSY AGAIN. Can they call some clients? Can
they do some cleaning/organizing while you do something that makes us busy
again? Stay focused on getting MORE pets to get the care they need. This makes
everything easier (more staff hours, more training, more equipment, etc).
i. To MAKE the schedule:
i. Go to “staff shares” > Staff Scheduling > In Progress > (Pick your area folder) >
Open the template. This is an excel template that has some automatic
calculations of hours to make things easier and faster for you.
ii. Make the schedule
iii. E-mail to Director of Admin AND give a paper copy.
j. DIRECTOR OF ADMIN: To POST the schedule:
i. Review schedule submitted by dept. heads. If any errors are seen or guidelines
above are not met, re-submit the schedule to the department head for correction
WITHIN 24 HOURS.
ii. Department makes required changes and resubmits to D of A in writing (or
email/server) within 24 HOURS.
iii. D of A approves the schedule (or re-submits to department heads as many times
as necessary to be correct within a reasonable timeframe still meeting deadlines).
iv. Print copies for everyone.
v. Distribute to their mailboxes.
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