Page 143 - 100 - HR Management Manual

Replacements: When an employee gives notice, or departs suddenly we start the
replacement process THE SAME DAY. The position of the employee that
is departing was important to our patient care, client service, staff
happiness..., and ultimately our paychecks. If we do not replace this
staff member quickly all of the above WILL BE negatively affected.

If a good employee gives notice and we have the chance to solve the
frustration or problem, we come a resolution and plan WITHIN 24
HOURS or move on with replacing the employee. This could include a
different position, change in training plan, writing a new contract, action
steps, etc.

For ALL on-the-floor positons we replace that employee WITHIN FOUR
DAYS MAX, preferably within one day! This gives us a chance to have a
start date and completed level one training of the new employee before
the departing employee leaves. This creates a seamless transition
which is best for all other employees, clients, and pets.

For the positions that are OFF-the-floor, doctors, or groomers we use
good judgment in the replacement plan. This judgment and timeline
will be done in a way that keeps the hospital maintaining the same or
better patient care, client service, AND revenue.

What to Do: Immediately print a “Resignation or Termination Form” found under
“Human Resources Manual” and “HR Forms and Spreadsheets”. Place
this in the employee’s file and COMPLETE it as written.

Complete an exit interview (See “Exit Interviews” in the private HR
Manual) using good judgment on when or if this happens.

Drill/Quiz for “Resignations and Terminations”:

1. In your words describe what you do when an employee gives you notice they are resigning?
2. When do you do it? What if the employee is great? What if they are not?
3. What do you do when an employee quits suddenly?
4. What happens if we don’t follow this procedure?
5. When do you start the process of replacing the employee?
6. What is the maximum number of days for us to have a replacement hired? How do you assure
you can do this?
7. Where do find the form for resignations and terminations?

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