Scheduling employee vacation days when you’re part of a small dental clinic can be a nightmare. Even though you probably want to give your team a generous, flexible PTO policy so they can take a vacation now and then, the logistical challenges can make it hard.
In this article, we’re going to run through what you need to do in the short-term to ensure easy PTO tracking and management for the future of your dental clinic, including:
When developing your PTO (Paid Time Off) Policy, ask yourself what is the purpose of providing PTO to your employees?
In general, our dental clients build policies that:
The main challenge is deciding on your PTO accrual method and your PTO approval process.
You can allow employees to gradually accrue sick days and vacation days daily or monthly, give them a set amount per year or make it unlimited depending on your opinion.
Gradual accrual is often the most sensible, but can be a little tricky to calculate manually, so most clinics who opt for this method will use PTO Tracking Software like Bindle, or maybe even a PTO accrual spreadsheet like this free one we’ve put together.
Set quantities of PTO can be simpler to manage, but there are challenges: do you allocate PTO on the employee’s start date or a set date for all employees? Will you just be encouraging everyone to take vacations as soon as they receive their PTO (which could be a good strategic choice in some cases to minimise PTO liability)?
Unlimited vacation days can be particularly problematic for dental clinics as it can seriously impact your profitability and team management to have fewer billable hours available. On the other hand, unlimited sick days is much more feasible, as you really don’t want staff coming in to work sick because they’re out of sick days!
To ensure you don’t have everyone on vacation at the same time, or doctors working with no nurses on hand to assist (or vice versa), there are a few terms you’ll likely want to include in your PTO Policy:
If you still don’t know where to start with your PTO Policy, you can download our free PTO Policy Template as a baseline and adapt it to your needs.
Better yet, we also have a free PTO Policy Generator which will ask you some questions to help build you a custom PTO policy for your dental clinic.
If you’ve done all of the above, you’ll have a solid PTO policy (that everyone is sticking to). That will prevent a large portion of the headaches most dental clinics suffer when trying to manage vacation and sick days.
There are, however, are few other little things you can do to make your dental clinic run a lot smoother when it comes to time off.
And lastly, if you want to automate all of your PTO & Vacation tracking, you’re more than welcome to try Bindle free for 30 days here (beyond that, Bindle’s priced at $1.50 per user, per month).
If you still have any burning PTO questions, feel free to get in touch with us here - we’re always happy to recommend some common best practices (whether that be through software or otherwise).
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