Ever started a new job and felt like you were thrown into the deep end without any floaties? That’s because loads of companies just toss newbies in and hope they’ll figure things out on the fly. Kind of like being handed a jigsaw puzzle without the picture on the box.
Not the warmest welcome, right? Turns out, a proper intro or onboarding process is more of a rarity than it should be.
What is Employee Onboarding?
Think of employee onboarding like the first day at a new school. You’re introduced to the new place, shown where everything is, meet your classmates, get your books, and understand the rules.
Similarly, when you start a new job, onboarding is that process where your new company introduces you to the workplace, teaches you about your job, helps you mingle with coworkers, gives you the tools you’ll need, and helps you understand the company’s “way” of doing things. It’s all about making sure you’re comfortable and clued-in
But why is a well-thought out onboarding process important?
The Importance of an Onboarding Process
Not only do you give your employees an easier way to belong and feel accepted. Having a proper onboarding process gives you these benefits:
- Reduced Employee Turnover: In a survey from Careerbuilder and Silkroad Technology, 1 in 10 have left their company due to poor onboarding support. A solid onboarding process ensures that new hires feel welcome, valued, and prepared. This translates to a higher retention rate.
- Increased Productivity: When employees know what’s expected and are provided the tools and training right from the start, they’re able to become productive more quickly. As Onboarding Solutions Statistics show an organization with a proper onboarding program increases their new hire’s productivity by 70%.
- Cultural Alignment: Onboarding is a prime opportunity to immerse new hires in the company culture, keeping them engaged and ensuring they align with the values and mission of the practice. When employees understand their role better and feel welcomed, this directly impacts their loyalty and commitment towards the company.
- Higher Patient Satisfaction: In Optometry, a smooth-running team can significantly impact patient experience. Well on boarded employees are more competent and confident, leading to better patient interactions and stats witness 63% improvement year over year in customer satisfaction.
Convinced of why a proper onboarding process is important? Well here’s all the documents you need before starting your new Optometry employee onboarding process.
Documents needed before Onboarding
There’s a checklist of essential documents for new hires in your Optometry practice that need to be sorted ensuring everyone’s on the same page (literally!). Let’s run down the paperwork essentials before hitting the onboarding process.
- Employment Contract: Details about the job role, salary, and terms of employment.
- Professional Licenses: Ensure the optometrist is licensed to practice in your state.
- Tax and Direct Deposit Forms: For payroll purposes.
- Confidentiality Agreement: Given the sensitive nature of patient information.
- Emergency Contact Information: Essential for HR records.
- Benefits Enrollment Forms: For health insurance, retirement plans, etc.
- Employee Handbook: This should include a detailed overview of company policies, expectations, and code of conduct.
Onboarding Process Flow
1. Releasing the offer
Keeping your approach clear and transparent will help your employees gain trust and feel at ease in their new workplace.
- Give full information about the job profile.
- Salary negotiations/Offers
- Follow-ups
- Prepare paperwork including the below forms & Policies.
- Employee Agreement/Contract.
- Offer important employee documents and Non-Disclosure Agreement
2. Pre-onboarding Phase:
- Communicate the start date, working hours, and other preliminary details.
- Set up their workstation, email, and access to essential software/systems.
3. First Day Formalities:
First day of any employee is very important to them, that’s why the goal is to make your new hires feel comfortable and welcome.
- Welcome and office tour.
- Introduction to key team members.
- Provision of necessary equipment and tools (e.g., optometric instruments, computer access).
- Orientation session: Cover company history, culture, mission, and values.
- Plan a team lunch: This is to help break the ice and help the employee get to know their new colleagues in a relaxed environment.
4. First Week Deep Dive:
New faces, unfamiliar tools, different systems, and a wave of information come at new employees from all directions. Here’s why dedicating a week for a deep dive is absolutely pivotal in the onboarding journey:
- In-depth training on specific optometric tools and machines.
- Introduction to patient management systems.
- Familiarization with common procedures, appointment setting, and patient interaction protocols.
Assign a mentor or buddy for any immediate questions and smoother integration.
5. First Month Assessment:
The first month is a critical period where new hires begin to settle into their roles, understand their tasks, and adapt to the company culture. However, without proper guidance or a mechanism to measure their progress, this phase can become overwhelming, leading to mistakes, dissatisfaction, or even early resignations
This is why first month assessments are pivotal to understand your employee’s comfort levels. That way you can address hurdles early on to make sure minor issues don’t escalate into major problems.
- Regular check-ins to gauge their comfort and understanding.
- Feedback sessions to understand their challenges.
Continued training and workshops as necessary.
[Related Article] : What to Expect in Your First Year of Practice as Optometrist
6. Ongoing Support:
When we think of onboarding, it’s easy to view it as a short, intensive introduction phase, but truly effective onboarding stretches far beyond the first few days or even weeks. Ongoing support is an integral component of a holistic onboarding experience, here’s what you can do to provide support to your new Optometry employees.
- Regular performance reviews.
- Opportunities for professional development.
- Open channels for feedback and suggestions
Checklist to help your new Optometry employee hit the ground running
Technical Tools: Ensure access to:
- Relevant optometric tools and equipment: Before your new employee’s first day, ensure that their workspace is equipped with all the essential optometric instruments – from phoropters to retinoscopes. A familiar environment with all necessary tools at arm’s length helps kick off their role with confidence.
- Patient management software: Grant them access and provide a brief training or a manual on how to use the software. They should be comfortable retrieving patient histories, booking appointments, and updating patient details.
- Prescription management tools: Equip them with user-friendly software that helps draft, edit, and print patient prescriptions. A quick tutorial can be handy for those unfamiliar with the system in use.
Operational Essentials:
- Updated schedule of appointments: Share the week’s or month’s appointment schedule. This helps them prepare and manage their time efficiently, ensuring they’re always a step ahead.
- List of common vendors and contacts (for lens, frames, etc.): A curated list saves time when they need to place an order or address a query, ensuring no patient is kept waiting.
- Protocol guidelines for patient emergencies: A handbook or cheat-sheet of guidelines for emergency situations, like acute vision loss or eye injuries, will ensure they react swiftly and correctly.
Integration with the Team:
- Team-building exercises or events: Consider hosting a welcome lunch or an ice-breaker activity. It’s an informal way for the newcomer to get acquainted with the rest of the team.
- Regular team meetings for updates and collaboration: Introduce them to the rhythm of regular catch-ups, where they can discuss patient cases, share insights, or address challenges.
- A designated go-to person for any immediate queries: Assign a buddy or mentor. This ensures that any immediate questions or concerns they have can be addressed without hesitation.
Continuous Learning:
- Access to online courses or workshops relevant to Optometry: Offer them subscriptions or logins to platforms that host courses, keeping them updated with the latest in the field.
- Subscription to optometric journals or magazines: A window to the latest research, case studies, and innovations in Optometry will keep them on their toes.
- Invitations to industry seminars or conferences: Encourage participation. It’s a fantastic way to network, learn, and bring fresh ideas to the table.
Feedback Mechanism:
- Regular one-on-one sessions with the supervisor or manager: Monthly or quarterly sit-downs help in understanding their journey, addressing any challenges, and aligning them with the practice’s vision.
- Anonymous feedback boxes or portals for any concerns or suggestions: An open channel for them to voice concerns, provide feedback, or share innovative ideas without the pressure of revealing their identity.
- Periodic surveys: Send out short questionnaires or surveys every few months to gauge their job satisfaction, gather feedback on the work environment, or understand areas of improvement.
It’s important to do more than just the bare minimum, the more active you are in involving yourself in your Optometry employees’ onboarding process, the better you can guarantee employee loyalty and satisfaction.
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Need a hand? Our group of experienced recruiters can help you tailor an onboarding plan for your practice specific to your needs and setting.
