The first few years of your career will likely be punctuated by farewells and new starts as you experience different types of practice and explore career options. But be sure to plan your departures and arrivals with care, says Eric Easson.
There are plenty of advantages to being an associate – a steady income, avoiding the stress and long hours involved in running a business.
While most practices will be welcoming, supportive and fair to associates, the relationship can become strained when an associate has just joined a practice or when they decide it’s time to move on.
This article looks at how to avoid disputes during these transitions in your career.
New starts
Just as patients are more likely to complain if they feel their expectations haven’t been met, a mismatch between your hopes for a new position and the reality when you get there is a sure-fire recipe for tension.
Visit the practice
To minimise the chance of disappointment, it’s sensible to view a prospective practice before you sign a contract. It’s ideal to do this during normal working hours, so you can assess how the practice works.
It’s also an opportunity to meet the dental team and support staff, check that the surgery facilities and equipment are well-maintained, and satisfy yourself about other areas you believe are important, such as security and access to the surgery.
Don’t leave visiting the practice until you’ve signed the contract. If you change your mind at that point, you could find yourself facing legal difficulties or a complaint to the General Dental Council (GDC) making the allegation of poor professionalism.
Check your contract thoroughly
Once signed, the contract is a legally binding document. Thus, it’s essential to read the wording thoroughly to ensure it clearly sets out your obligations and those of the practice owner.
Focus on areas such as termination, calculating remuneration, restrictive covenants (to protect practice goodwill), liability for bad debt, leave etc.
A well-drafted contract can contribute to a healthy working relationship by creating certainty, trust and peace of mind. It can also help to minimise disputes or problems.
The practice owner should be happy to clarify any aspects you don’t understand, but we advise you to consult an expert each time because of the amount of variation that can occur and the flaws that can creep in because of modifications that may have been made to model contracts.
Your indemnifier may offer a free contract checking service to members (the DDU does this) or you may be a member of another professional organisation offering this service.
Ensure you have a proper induction
Every practice should meet the standards set by the regulator, but they all have their own systems and procedures, so an induction is an essential first step every time you move.
An effective induction should include the following:
- Introducing colleagues and understanding their role
- Health and safety (infection control, fire exits, zero tolerance policies etc)
- Practice IT and telephone systems for appointments and record-keeping
- Confidentiality (practice privacy policies, procedures for responding to subject access requests and how to raise the alarm about a data breach)
- Complaints handling policy, including timescales
- How to raise patient safety concerns
- Safeguarding procedures
- Personal conduct, such as policies on discrimination, use of social media and the disciplinary procedure.
Even after an induction, you’ll likely need support as you adapt to your new surroundings. Ask if there is a senior member of the team who can be your contact during this period.
Moving on
No matter how well you’ve got on at a practice, the moment you announce your intention to leave can be a catalyst for misunderstandings or suspicion.
In the DDU’s experience, disputes can arise if the practice fears you’ll entice patients to change practice or if clinical concerns surface after your departure.
Telling your patients
One of the most common dilemmas for young dentists contacting the DDU is what to tell their patients when they decide it’s time to move on.
Many practices will be reluctant for you to broadcast this news, especially if you’ve been there a while and are planning to move to another practice in the same part of the country. Some contracts specifically state that you can’t work within a specific radius of the practice for a set amount of time.
In this situation, it’s best to check your contract wording, which should cover this point, and seek advice from your indemnity provider.
In an ideal world, you would discuss the wording and timing of any announcement with the practice owner after giving notice.
If word of your departure does leak out and a patient asks you directly whether you’re leaving, you have an ethical obligation to be honest (GDC, 2013), but be careful not to give the impression you’re encouraging them to join you (for example, by extolling the virtues of your new practice).
It’s also a good idea to tell the practice in this situation to reduce the potential for awkwardness and criticism.
Post-departure complaints and claims
Unfortunately, problems can arise with your patients after you leave a practice, such as another dentist being critical of your work.
For this reason, most associate agreements will make provision for the practice owner to retain a sum of money for a specified period to fund the cost of remedying defective treatment.
A ‘retention fee’ can work to everyone’s advantage if it’s agreed in advance and properly administered. For example, defective treatment can be remedied quickly for the patient who is, in turn, less likely to make a claim or complaint.
However, this is where you’ll be rewarded for earlier groundwork. A good, balanced contract will stipulate how the money should be used, as well as the detail and frequency of the information necessary to justify each deduction, including sight of the relevant records. Some might also stipulate that remedial treatment over a specified figure has to be agreed in advance.
Finally, it’s a good idea to ensure your former practice has accurate contact details and, if possible, maintain a cordial relationship.
It’s in your interest for the practice to get in touch in the event of a query or problem, and parting on good terms should stand you in good stead when it comes to seeking references.
Follow Dentistry.co.uk on Instagram to keep up with all the latest dental news and trends.
