If your dental practice doesn't have a concrete mobile device policy, it's time to get one. Here's some information to consider to help protect your office.
A mobile device policy is simply a set of guidelines that dictate how, when, and why mobile devices like smartphones and tablets can be used in the office. It specifies under what conditions using a mobile device is acceptable and when it's not, as well as detailing consequences for employees who are found to be in violation of office policy.
Mobile devices are a pervasive part of society and almost everyone has one. If left unchecked, employees will often use their devices more frequently or for much longer than they do when device usage is limited. Staff may not greet patients if they're playing a mobile game, or they may let the phone ring several times before answering, frustrating the patient on the other line. A policy is often necessary to ensure that your employees know what their boundaries are regarding mobile device usage.
Many practice's mobile device policies document all restrictions regarding the usage of smartphones and tablets in the office and give details about potential consequences if the policy is violated. The policies may include the following bases:
A dental practice's mobile usage policy could detail when devices can and cannot be used. Some dentists prefer that their employees never use a mobile device at work. Others don't have a problem with it at lunch and on breaks, and some others don't mind as long as it's infrequent and doesn't disrupt patient care. There's no right approach– but you may want to be clear about your expectations.
Will cell phones go in a locker in the break room or should they be left in your employees' vehicles? Or will you allow staff to keep mobile devices in their pockets if they're on silent or vibrate? Since even the most flexible practices don't allow employees to use mobile devices constantly, they'll need somewhere to put the devices when not in use. Many policies will specify where that should be to avoid confusion.
Your dental practice may issue mobile devices to your dental associates, or even to your entire team. If your dental office is very advanced, you may use large tablets instead of traditional desktop computers. Using a work device for checking social media or browsing the internet can cost your practice money and allowing personal devices to access office networks can compromise your security. Make sure employees understand that personal devices are to be used for personal tasks and work devices are to be used for work tasks.
Some dental practices choose to limit or exclude access to social media and the internet for non-work-related purposes but still allow employees to use their mobile devices for calendars, scheduling, and other tools. If this is the case, your employees should have a very clear understanding of what social media internet usage is considered acceptable and what isn't. Be very clear if employees can use their phones for emergencies but must stay off of social media while at work.
HIPAA guidelines come into play with your mobile device policy if staff members discuss patients online or via text or talk. Dentists have been fined for a HIPAA violation when an employee posted a grievance or a joke about a difficult or funny patient. Or, they may have been completely well-intentioned and simply posted about how a patient's case was meaningful to them. Posting of certain patient information could put a dental practice in hot water. Many practices include a section about HIPAA policies in their mobile device usage policy to ensure that staff understands how the two are connected.
Finally, a mobile device policy might include what consequences there may be for violations. Will employees be given a warning first? How many violations must an employee have before receiving a written warning or being terminated? Be clear about the consequences and apply them appropriately.
Are you enacting a mobile device policy within your office? If so, you should consider having it in writing and getting each staff member's signature that it was reviewed and received. You could keep the signature pages on file somewhere safe, or scan them into your practice management software and store them with other internal computer files. This enables you to refer back to the receipt and acknowledgment of the policy if necessary.
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