Youthful Faux Pas to Avoid in the Workplace

Healthcare professionals just starting out have a lot to deal with. They've just been introduced to a whole new world and must face real-world problems, and discover real-world solutions on a daily basis. With all of this pressure, it's no wonder that the young professional can make the occasional faux pas or two.

Below we cover some of the more common blunders that young professionals make, and how they can be avoided.

Not dressing the part. Excessive piercings, wild hair, a sloppy appearance--yes, we know that young people like to express themselves, but when you're on the job, you've got to start dressing like a grown-up.

Walking around with a super-sized ego. Walking around like you're an undiscovered genius after just a few months on the job is a common as well as annoying mistake. Yes, you can advance quickly if you work hard at it. Just keep in mind that you won't go anywhere fast if you disrespect your peers and superiors.

Disclosing too much information. Hanging out at work and telling everyone how bombed you got over the weekend (and other inappropriate anecdotes) is not a good idea.

Being late. This plays into every stereotype about young professionals. So, don't do it! If it does happen, immediately call your manager and explain the situation.

Improper use of electronic correspondence. You know what we're talking about here: non-work-related e-mails, inappropriate attachments, instant messaging, etc. There are plenty of free e-mail accounts out there (i.e., yahoo, hotmail). Sign up for one and use that address for your personal correspondence.

Using too much slang. It sounds bad, and it should be avoided.

Whining about the grunt work you have to do. Practically everyone has had to do his or her share at one time or another. Do it efficiently and cheerfully and get it over with. It won't last forever.

Bottom line: We're not saying that every young professional makes these mistakes--we're simply stating that they're easy traps for "newbies" to fall into. If you're guilty of any of these mistakes, take the advice given above. And, if you're not guilty of any of these items, keep up the good work!

"Youth is when you're allowed to stay up late on New Year's Eve. Middle age is when you're forced to."
--Bill Vaughn



It's That Time of Year Again!
Tips for the Holiday Office Gift Swap

As we all know, healthcare doesn't turn of its lights come the holiday season. So, incorporating fun activities such as gift swaps can help bring some holiday cheer into the workplace. However, if you are participating in a gift swap of any kind, you'll want to think about what you buy. Here are a few tips:

Be thoughtful. Unless you are specifically asked to bring a gag gift, it's safer to buy something you think someone will enjoy. Remember, these gifts will be opened in public--so embarrassing a co-worker might not be the best option.

Follow the spending guidelines. You may have good intentions, but exceeding the spending limit can make others feel uncomfortable.

Leave the alcohol behind. Buying a bottle of wine or scotch may seem like a nice gesture, but it's best to steer clear from alcohol at the office gift swap. Your healthcare organization probably has strict policies against it being on the premises, and the temptation to "celebrate" at the office might be too great for the receiver(s) of the gift. Bad idea.

Do some detective work. If you are buying for a specific person in a name-drawing swap, find out something about that person and try to buy something he or she will appreciate. If you're participating in an anonymous gift exchange, you'll be safer buying a gift card to a type of store that is universally enjoyed, rather than a specialty store.

And If Your Colleagues Don't Take Note of these Tips...
If you're on the receiving end of a terrible or embarrassing gift, do your best to laugh and shake it off. This is a small thing, after all. Don't hold a grudge if you receive something you don't want. Thank the person and move on. After all, we've all made mistakes when it comes to this kind of thing before. Be forgiving. It's what the season is all about!


"I once bought my kids a set of batteries for Christmas with a note on it saying, toys not included."
--Bernard Manring



Tis the Season...to Steal?
How to Protect Your Organization from Fraud

In the healthcare industry, theft and misappropriation of assets are an unfortunate reality. While the majority of healthcare professionals are hard-working and trustworthy, it's not uncommon for a few "bad apples" to spring up. As a result, managers are undoubtedly placed in a tough position. To keep morale high and relationships in good standing, it's important for managers to trust employees and delegate important tasks. However, it is equally as important for managers to practice professional skepticism. Professional skepticism assumes that employees are neither honest nor dishonest. Managers simply make an ongoing evaluation of the actions and motives of business office employees.

By identifying the primary risks and enforcing a little professional skepticism, managers can do a lot to protect the organization from any potential fraud. Below are some of the key areas managers can focus on in their efforts to mitigate fraud and illegal acts.

Area #1: Document Manipulation
At many healthcare facilities, the business office receives cash (including checks and currency) each day as patients, families, donors, and government agencies settle debts and extend contributions. In the absence of preventive controls, accounts receivable personnel could easily conceal theft by manipulating financial information, including the primary payer source. For example, the clerk could steal private payments and change the patient's payer source from "private pay" to "Medicaid pending." In this scenario, the facility administrator and corporate personnel would not expect payment from Medicaid until approval of the patient's application.

When employees embezzle from their employers, they generally alter, forge, or destroy checks, sales invoices, purchase orders, purchase requisitions, or receiving reports. Symptoms of fraud may appear in source documents in the following forms:

Documents are missing
Items on bank reconciliations are stale
Voids or credits are excessive
Names of payees or customers are common, eg, Smith or Jones; addresses are similar
Past due accounts are unusually high
Items to be reconciled hive increased in number
Documents have been altered
Duplicate payments have been made
Second endorsements appear on checks
Sequences of information in documents do not make sense
Handwriting on documents is questionable
Original documents are not present; only photocopies are available
The primary mitigating control to prevent theft of payments is segregation of duties (i.e., separating access to interrelated operations). This is a key preventive measure in all business office practices. Specific to this fraud risk, separating cash access and financial records will reduce the opportunity for theft.

Area #2: Donation Theft
Most donations are not anticipated and cannot be recorded until received. To mitigate the risk of theft, a standard facility policy of donor awareness is recommended. Signs posted in the facility and written correspondence should notify donors that contributions should be sent directly to an established local bank account. Furthermore, all donors should be notified that the administrator will contact them personally to express appreciation. Creating a standard operating policy and donor expectation improves the level of control and reduces the possibility of contributions theft.

Area #4: Bogus Expense Records
Perpetrators of employee fraud often manipulate expense records because they find it comparatively easy to make fictitious journal entries and because expenses are closed or brought to zero balance at the end of each year, thus helping to eliminate a trail of inappropriate entries for an auditor to find.

To mitigate the risk of fraudulent activity, administrators should authorize all accounts payable, check requests, and keep an eye out for unfamiliar and fictitious vendors. Specific red flags include vendor addresses with a post office box and invoices that omit details of services performed.

Area #5: Fraudulent Payroll
To mitigate the risk of fictitious or terminated employees being carried on the payroll, administrators should review the final detail payroll register that accompanies payroll checks. Financial analytics comparing budget with actual (as well as current with prior year actual) should be examined each month.

In addition to the items mentioned above, your healthcare organization may be at high risk for fraud if it lacks internal process control. Common weaknesses include the following:

Duties are not segregated
Physical safeguards are not present
Independent checks are not made
Proper authorization is not obtained consistently
Proper documents and records are missing
Existing contents of documents can be overridden
By implementing the tips above, healthcare managers and administrators can reduce the opportunity for fraud. Although you should never blindly assume that employees are stealing, you should always keep an objective and unbiased opinion toward your staff. By doing so, you can greatly help your facility prevent fraud.



Best Excuses when Caught Sleeping on the Job

They told me at the blood bank this might happen.
This is just a 15-minute power-nap like they raved about in the last time-management course you sent me to.
Whew! Guess I left the top off the liquid paper.
I wasn't sleeping! I was meditating on the mission statement and envisioning a new paradigm!
This is one of the seven habits of highly effective people.
Actually, I'm doing a "Stress Level Elimination Exercise Plan" (SLEEP) I learned at the last mandatory seminar you made me attend.
I was doing a highly specific yoga exercise to relieve work-related stress. Are you discriminatory about people who practice yoga?
Darn! Why did you interrupt me? I had almost figured out a solution to our biggest problem.
The coffee machine is broken...
Someone must've put decaf in the wrong pot.
Boy, that cold medicine I took last night just won't wear off.
Ah, the unique and unpredictable circadian rhythms of the workaholic.