For Practice Managers in general practice clinics, having a clear and structured checklist for conducting employee counselling sessions is crucial. This checklist is a practical guide to ensure that sessions are conducted fairly and professionally, addressing employee performance or behaviour issues effectively while adhering to legal standards. It is designed to help managers approach these sensitive interactions in a way that focuses on specific issues and maintains a supportive environment, reducing the risk of claims of unfair treatment or bullying.
This checklist’s importance lies in facilitating clear communication between managers and employees about expectations and required improvements. By including provisions such as allowing the employee to have a support person present and focusing on constructive feedback, the checklist supports the dual goals of immediate issue resolution and fostering a respectful workplace culture. This systematic approach is essential for maintaining professional relationships and ensuring the smooth operation of the clinic.
Employee Counselling Session Checklist in General Practice.
- Preparation:
- Review the employee’s performance or behaviour that requires counselling.
- Gather relevant documentation (e.g., performance reviews, attendance records, policy documents).
- Set a clear objective for the counselling session.
- The employee can attend the counselling session with a support person.
- Conducting the Session:
- Begin the session by explaining the purpose and ensuring the employee feels comfortable.
- Focus on specific performance or behaviour issues, avoiding personal criticism.
- Provide examples to illustrate the concerns.
- Show empathy and listen actively to the employee’s perspective.
- Discuss the impact of the behaviour on the team and the clinic.
- Outline the expected standards and compare them with the employee’s current performance.
- Agree on a plan for improvement, including specific actions and timelines.
- Set a date for a follow-up review.
- Conclude the session positively, emphasising support for the employee’s development.
- Documentation:
- Complete the Employee Counselling Form.
- Ensure both the manager and the employee sign the form.
- Store the form securely, maintaining confidentiality.
- Follow-up:
- Monitor the employee’s progress according to the agreed plan.
- Provide ongoing support and feedback.
- Conduct the follow-up review on the scheduled date to assess improvement and decide on further actions if necessary.
Employee Counselling Form (Word template here)
| FROM: | TO: |
| Practice Manager: [Name] | Employee: [Employee Name] |
| Date: [Date] | Job Title: [Job Title] |
AREA(S) OF CONCERN: (Tick the appropriate category)
- Unsatisfactory Performance
- Absenteeism
- Misuse of Time/Resources
- Insubordination
- Workplace Conduct
- Attire
- Tardiness
- Violation of Policy
- Grievance
REASON FOR THE COUNSELLING:
(Describe the specific issue, including date, time, and place for one-time events or the beginning date for ongoing issues. Attach additional sheets if necessary.)
CORRECTIVE ACTION REQUIRED:
(State the corrective and/or disciplinary action to be taken. Additional discussions with other staff members may be necessary if it is a grievance. Ensure confidentiality is maintained.)
Employee’s Response:
(Provide space for the employee to give their perspective on the issue and the proposed corrective action.)
Plan for Improvement:
(Outline the agreed-upon actions and timelines for addressing the concerns.)
Follow-up Review Date:
(Set a date for reviewing the employee’s progress.)
Signatures:
Practice Manager: _________________________ Date: ___________
Employee: ___________________________ Date: ___________
Our free online courses for GP staff, nurses and doctors are here.
