This protocol states that all employees are to own a white three-ring notebook (Quill Co. No.7-221WE) with their name in big, bold letters on the front. This will be known as the Accountability Book.
Page one is the written list of jobs regarding this employee. The remaining pages are all reports and notes relevant to the job position. Consider the following two abbreviated examples:
The Assistant Book:
Would include things like handpiece records. We inscribe dates on the handpiece, which indicate beginning of use, along with the handpiece number. So this log would include all repairs or turbine changes. There would be a section on maintenance of the automatic processor. The one week, one month, and three month cleanings. A different assistant might be in charge of the autoclaves or ordering and thus, these records would be found in their book.
The Insurance Administrator Book:
I would expect to find weekly reports of insurance submissions, billing, insurance resubmissions and so forth. Anything pertinent to that job should be found in the Accountability Book. The project is useless unless it is current.
Rationale
If any of your staff members question this or find it parochial, it would be a discouraging sign. In the work force, you have employees you need only ask once and those that require follow up. It's just the way it is.
As the doctor, as the office manager (incidentally, you'll also need a book), you just can't put yourself in a position where you struggle with a sea of half-finished goals. You simply can't waste time and energy reminding staff of things you've already asked for.
The Accountability Book resolves this. It's the "Employee Bible." It's their word that they do what they say they'll do - in writing.
People need to know that you're watching. And what they do around this place matters!
