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Interactive Training Manual

Adapt a virtually paperless technique for your office manual and other reference sources for

employees.

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Introduction

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Purpose

The purpose of an Interactive Training Manual is to serve as the main reference source of policies and procedures for all staff, to more easily integrate new hires,

and have continual access to edit and view up to date practice information.

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Goals

The goals for an Interactive Training Manual are to:

• Create an all in one reference for staff• Provide step by step instructions of how to carry

out various job processes• Easily update practice information• ELIMINATE CONFUSION

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How?• House your Interactive Training Manual on a S: Drive located on your

network, private office webpage, Google Docs or Dropbox.

• Find what works best for your office-consider the easiest option for user accessibility. Factors to consider: multiple offices, Internet access, privacy, etc.

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The Interactive Training Manual can be broken down into main sections which can include:

• About the Practice• Office Administration• Employee Policies• Patient Care• Practice Marketing

Content

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The first section of the manual can include:

About the Practice

• Practice values and mission statement

• Doctor biographies• History of the practice• General job descriptions

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The Office Administration section can include:

• Demographic data for the office– Office hours, contact information, directions

• Employee contact information• Office supplies information• Office equipment information• Optical reference information

– List of current labs with contact information– List of current vendors/frame representatives with contact information

• Any and all job processes/procedures

Office Administration

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Example job processes that can be recorded:• How to open/close the office• How to check in/check out a patient• How to rollover the office phone system in the event of

an emergency/inclement weather• How to clean an exam room• How to back up a visual field machine• How to file a routine exam to Eyemed• Diagnostic testing procedures• Lab procedures

Office Administration

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You may also create a subfolder of all documents that staff would need and use on a daily basis. Examples:• Waivers• Intake forms• Route slips• Material order forms• Material price lists• Record release forms

Office Administration

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The Employee Policies section can include all personnel policies and procedures such as:

Employee Policies

• Benefits• Insurance• Absenteeism and leave • vacation, holidays, sick/personal

days, maternity• Inclement weather protocol • Disciplinary actions• Continuing education opportunities

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Patient Care

This section can include everything staff need to know about patient care.• Terminology• Employee manners• Greeting patients in the lobby• Setting up the exam rooms• Frame selection• Etc.

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Practice MarketingThe practice marketing section can include:

• Marketing calendar•Recall procedures•Family reminder sheets•Trunk show/special event guides•Office website management•Patient messaging system•Social media

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Employee Involvement• All employees should be expected to contribute and add

anything and everything they feel vital to their particular job. • If an employee has to be out of the office due to an

immediate emergency, you should still be able to function by referring to the Interactive Training Manual for anything you need to know about their job.

If an employee comes to you and asks a question regarding how to do something,

then it should be written up in step-by-step format and added to the manual. I

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ConclusionImplementing an Interactive Training Manual will extremely

benefit your office. It can be a multi-functional tool with an emphasis on training.