The Documentation Trail
This 5-word "Golden Rule" of management states that if a coaching session or incident isn't recorded, it never happened.
What is "If it isn't documented, it didn't happen"?
This is the first formal step in the progressive discipline process.
What is a Counseling or Verbal Written Warning?
This is the standard number of attendance occurrences that triggers a separation of employment.
What is ten?
This platform is a secure, third-party portal that team members use to report concerns or provide performance feedback.
What is Allvoices?
This company-sponsored program provides free, confidential counseling and resources to help team members manage personal or work-related challenges.
What is the Employee Assistance Program (EAP)?
To ensure documentation is defensible, leaders should focus on these instead of personality traits.
What are behaviors?
This department has discretion to skip levels of progressive discipline based on the severity of the issue.
What is Team Resources (TR)?
For an exempt Office Manager, if they work 4 hours of an 8-hour shift, they must use this to cover the remaining 4 hours.
What is accrued PTO?
When an OM is away from the clinic, team members are expected to follow these to ensure operational continuity.
What are leadership instructions or written expectations?
This is the specific timeframe, typically occurring once a year, when team members can change their benefit elections without a qualifying life event.
What is Open Enrollment?
Documentation should meet these four criteria: Factual/Objective, Specific, Consistent, and this, meaning it was recorded as soon as possible after the event.
What is Timely?
Before terminating for a performance issue, a leader should ensure the team member was given this.
What is fair warning and opportunity to improve?
According to the attendance occurrence chart, this is the total number of points a team member reaches when they are typically issued a verbal warning.
What is 4 points?
The number of People Leaders required to be present during an involuntary termination meeting.
What is two?
This platform is a secure, third-party portal that team members use to request FMLA/ADA assistance.
What is Reliance Matrix? (Team members should notify their Mgrs and TR)
When a team member refuses to sign a corrective action form, the OM should document the refusal, and the record is maintained for this many months.
What is 12 months?
This specific status is reached after three consecutive days of "No Call/No Show" and results in voluntary resignation.
What is Job Abandonment?
True or False: Non-exempt (hourly) team members are entitled to a "reporting pay" daily wage regardless of how many hours they actually work.
What is False? (They are only paid for actual hours worked).
True or False. Are all team members able to submit anonymous reports to Allvoices?
What is True?
True or False: Team Members can roll over all available PTO, year over year?
False (80hr rollover max)
This record-keeping tool is used to document the details, coachee response, and action items of a leadership session.
What is a Coaching Log?
Terminating for this specific reason usually skips all prior steps and is considered "Gross Misconduct."
What is a threat or implied threat of violence?
This is the standard number of consecutive absences, due to illness, that require a Physician’s clearance to return to work.
What is three?
In an involuntary termination meeting, once the meeting concludes, the leaders should avoid “small talk” and ensure this.
What is a secure exit?
This is the minimum amount of continuous service required to qualify for Paid Parental Leave.
What are 90 days? (2-weeks 100% pay)