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July 2025 - HR Essentials for Clinic Managers: Building a Thriving Workplace

This energizing session unpacks the essential building blocks of effective human resources! We explore the core pillars – onboarding, policies and procedures, performance and legislation – and how they come together to build the foundational elements of an HR program. The presentation sparks ideas and provides actionable takeaways, reinforcing that great HR is at the heart of a thriving workplace.

Session Summary

Session Host: Sunday Welsh, AACM Executive 

Guest Presenter: Karen J.T. Marner BA, CPHR, SPHRi, SCP, PI
Principal, RenRam Consulting

Recommended Resources:  

Session Highlights & Themes 

Session Objectives:  

At the end of this webinar you will:

  • Understand foundational HR practices essential for running effective medical clinics

  • Hear practical guidance on employee onboarding, policy development, performance management, and employment legislation

  • Receive support for in building a thriving, compliant, and productive workplace

  • Achieve interactive learning through Q&A and real-world examples

Themes:
  1. Customization is Key: HR practices must be tailored to the unique needs of each clinic – there’s no one size fits all approach
  2. Documentation & Compliance: Strong emphasis on maintaining clear records for onboarding, performance, and policy acknowledgement to mitigate legal risks
  3. Employee Engagement: Onboarding, regular feedback, and clear expectations are essential to retaining talent and building a positive workplace culture
  4. Legislative Awareness: Clinic managers must stay informed about evolving employment lays and ensure their practices align with legal standards
  5. Training & Education: Annual training on respectful workplace policies and privacy practices is not just recommended – it’s required by law

Key Takeaways

  • Onboarding starts before the employee’s first day—beginning with identifying the need, budgeting, and defining roles
  • A comprehensive onboarding process includes job descriptions, interview guides, reference checks, contracts, and orientation
  • Onboarding is costly and time-intensive, involving multiple roles (HR, IT, OHS, managers, peers)
  • A full year may be needed for an employee to become fully competent

Policies ensure consistency, fairness, legal compliance, and operational efficiency.

  • Key policies include:
    • Respectful workplace
    • Drug and alcohol (fit for duty)
    • Conflict of interest
    • Confidentiality

Policies should be reviewed annually and updated with proper communication and training.

  • Should be ongoing, not limited to annual reviews
  • Includes probationary reviews, semi-annual/annual reviews, and performance improvement plans
  • Monthly informal check-ins are encouraged to support employee development and accurate annual assessments
  • Documentation is critical for fairness and legal protection.

Clinic managers must be familiar with:

  • Keep records of onboarding, performance conversations, and policy acknowledgments
  • Proper documentation supports accountability and legal compliance
  • Customize performance review formats and policies to fit your clinic’s culture and size
  • Consider using buddy systems and internal champions to support new hires

Practical Tips for Clinic Managers

  • Document everything: From onboarding to performance reviews, documentation protects both the clinic and the employee
  • Customize HR tools: Use rating scales or narrative reviews based on your clinic’s culture
  • Train annually: Especially on respectful workplace policies and privacy practices
  • Clarify contractor vs. employee roles: Understand CRA definitions and legal implications
  • Use buddy systems: Helps new hires integrate faster and builds team cohesion
  • Review policies regularly: Communicate changes clearly and ensure staff acknowledgment
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