EMPLOYEE HANDBOOK



TABLE OF CONTENTSWelcome Letter …………………………………………………………………………………………………….………………………………..3Mission Statement …………………………………………………………………………………………………….……………………………4ANTI DISCRIMINITATOIN POLICIESEqual Opportunity Policy ……………………………………………………………………………………………………………5Non-Discrimination and Harassment Policy ……………………………………………………………………………….5Procedures for Complaints …………………………………………………………………………………….…………………..6EMPLOYEE HEATLH AND SAFETYDrug Free Workplace Policy ……………………………………………………………………………………………………….7Non-Smoking Policy ……………………………………………………………………………………………………….…………..7Employee Safety ……………………………………………………………………………………………………………….……….7EMPLOYMENT AND PAYEmployment Categories ………………………………………………………………………………………………………..……8Work Schedules ………………………………………………………………………………………………………………………….8Pay Periods ………………………………………………………………………………………………………………………………..8Time Sheets ……………………………………………………………………………………………………………………………….8STANDARDS OF CONDUCTAttendance and Punctuality ……………………………………………………………………………………………………..10Employee Conduct and Work Rules ………………………………………………………………………………………….10Employee Confidentiality ………………………………………………………………………………………………………...11Personal Appearance Policy …………………………………………………………………………………………………..…12Employee Communication ……………………………………………………………………………………………………….13Internet and Social Media Policy ……………………………………………………………………………………………...14BENEFITSMedical Insurance ……………………………………………………………………………………………………………………16Flexible Spending ……………………………………………………………………………………………………………………..16Life Insurance …………………………………………………………………………………………………………………………..17Short Term Disability Insurance ……………………………………………………………………………………………….17Worker’s Compensation Insurance …………………………………………………………………………………………..18COBRA ……………………………………………………………………………………………………………………………………..18401k Plan …………………………………………………………………………………………………………………………………18Paid Time Off (PTO) ………………………………………………………………………………………………………………….18Holidays ……………………………………………………………………………………………………………………………………19Bereavement Leave ………………………………………………………………………………………………………………….19Jury Duty ………………………………………………………………………………………………………………………………….19Educational Programs ………………………………………………………………………………………………………………20MISC. POLICIESEmployment of Relatives ………………………………………………………………………………………………………….21Other Employment …………………………………………………………………………………………………………………..21Open Door Communication Policy ……………………………………………………………………………………………21Conflict of Interest ……………………………………………………………………………………………………………………21Personnel Files …………………………………………………………………………………………………………………………21Separation from Employment ………………………………………………………………………………………………….21Privacy Policies …………………………………………………………………………………………………………………………23Privacy Procedures …………………………………………………………………………………………………………………..24WELCOMEWhether you have just joined our staff or have been at _______________ ( hereafter) for awhile, we are confident that you will find our company a dynamic and rewarding place in which to work and we look forward to a productive and successful association. We consider the employees of ________________________ to be one of our most valuable resources. This Employee Handbook has been written to serve as the guide for the employer / employee relationship.Whether you have just joined our staff or have been at _____________ ( hereafter) for awhile, we are confident that you will find our company a dynamic and rewarding place in which to work and we look forward to a productive and successful association. We consider the employees of ________________________ to be one of our most valuable resources. This Employee Handbook has been written to serve as the guide for the employer / employee relationship.There are two things that are important to keep in mind about this handbook. First, it contains only general information and guidelines. It is not intended to be comprehensive or to address the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions with the Practice Manager. Neither this handbook nor any other company document, confers any contractual right, either express or implied, to remain in the Company’s employ. Nor does it guarantee any fixed terms and conditions of your employment. Your employment is not for any specific time and may be terminated at will, with our without cause and without prior notice by the Company, or you may resign for any reason at any time.Second, the procedures, practices, policies and benefits described here may be modified or discontinued from time to time. We will try to inform you of any changes as they occur. ____retains its right to make decisions regarding your employment and benefits, as needed, so that business is conducted in a manner that is beneficial to employees, customers, and the practice’s continued viability and success.We fully recognize that our greatest resource is the people that work here, and ____’s continued success is directly related to a well motivated staff committed to excellence. As such, we have tried to create a positive working environment.As you being your career with _____ it is important to remember that customer satisfaction is the most important key to our success. We have two primary types of customer – the referring physician practices and the patients who require treatment. They must be treated courteously and with dignity and respect at all times.We look forward to a mutually beneficial working relationship and encourage you to bring any questions, concerns, and suggestions to our attention.Once again, welcome to ______. We look forward to working with you!OUR MISSION_____ is the ___________ leader in the delivery of comprehensive, specialty health care for persons with arthritis. We are committed to providing the highest quality service to our patients and referring physicians.Our mission is supported by:Continued efforts to treat and education persons in our care to maximize their health and wellness.Highly qualified, compassionate staff.Access to the highest quality of care for the community.Use of the latest and most cost-effective technology.Ongoing participation in fortable, pleasant surroundings.ANTI-DISCRIMINATION POLICESEQUAL OPPORTUNITY POLICY STATEMENT____ is an equal opportunity employer and does not discriminate, to the extent covered by law, against any employee or applicant on the basis of race, creed, color, sex, age, disability, religion, national origin, veteran status, marital status, arrest / conviction record, sexual orientation, genetic disposition, familial status and pregnancy. We impose only valid requirements for hiring, placement and promotion, and ensure equal opportunity in all other aspects of employment. Any employee who engages in such conduct is subject to disciplinary action, up to, and including termination.NON-DISCRIMINATION AND HARRASSMENT POLICYHARRASSMENT IN GENERALHarassment is a form of discrimination and is unwelcome conduct that: (1) becomes a condition of continued employment, or (2) is severe or pervasive enough to create a work environment that a reasonable person would consider intimidating, hostile or abusive.Offensive conduct may include, but is not limited to, offensive jokes, slurs, name calling, physical assaults or threats, intimidation, ridicule or mockery, insults or put downs, offensive objects or pictures, and interference of work performance. ___ will not tolerate harassment or discrimination by any manager, vendor, co-worker, patient, customer or non-employee.Any form of unlawful discrimination or harassment is prohibited on the premises and at any off site employer sponsored event. Improper interference with the ability of our employees to perform their expected job duties is not tolerated and will result in discipline.The procedure for reporting unlawful discrimination or harassment is described at the end of this section.All employees are required to act responsibly in helping ___ maintain a workplace that is free of discrimination, harassment and sexual harassment and to cooperate with any investigations of such acts.SEXUAL HARRASSMENTEach individual employed by ___ has the right to an environment free from harassment based upon their sex. All employees of ___are obligated to report any incidents they have witnessed or feel they have been a victim of unwelcome offensive behavior based on sex.Sexual Harassment includes unwelcome physical or verbal sexual advances, a request for sexual favors or physical or verbal conduct of a sexual nature under these conditions:When the conduct unreasonably interferes with the job performance or creates a work environment that is intimidating, hostile or offensive.When submission to the conduct involves a condition of employment, either stated or implied. For example, conditioning a promotion, raise or job assignment on the granting of sexual favors, or withholding the job based on the failure of sexual behaviors.When submission of refusal is used or might be used as the basis of a decision which affects any aspect of one’s employment status.Some examples of sexual harassment include, but are not limited to:Positioning of suggestive photographs or cartoons in or near work areas.An employee’s subjection to whistles, catcalls, and grunts.Unwelcome sexual advances or repeated unwelcome requests for a date.Conditioning raises, promotion, continued employment or any employee benefits upon submission to sexual advances (whether on or off work premises).Exposing oneself to an employee.Any offensive or unwelcome touching of another employee, including, but not limited to grabbing, groping, pinching or “accidental” contact.Discussion of sexual activities or telling off color jokes.Remarking on another employee’s physical attributes.Use of terms of endearments in referring to other employees (e.g., honey, baby, sweetie).Gestures or facial expressions.Sexual conduct toward one employee conducted in the presence of another employee who finds it offensive.Sexual harassment is prohibited from any source, including from managers, fellow employees, and non-employees such as patients, customers, vendors, merchants, etc. This policy protects men, as well as women, and harassment by a member of the same sex is also prohibited. No employees, male or female, should be subjected to sexual harassment on ________________________ premises or any off site, employer sponsored event. ___ cannot stress enough that it will not tolerate any form of sexual harassment.If you have questions regarding ___’s EEO Policy or Non-Discrimination and Harassment Policy you should contact the Practice Manager.PROCEDURES FOR COMPLAINTSComplaints of any sort for unlawful discrimination, harassment or sexual harassment, are to be brought to the attention of the employee’s manager or the Practice Manager. Any complaint will be investigated and resolved as promptly as possible and will be kept as confidential as practically reasonable under the circumstances.If at any point in this process the employee is dissatisfied with the investigation being conducted or is uncomfortable talking to the ___ personnel involved in the investigation, the employee should bring the matter to the attention of the Practice Manager.If any employee is not satisfied with the handling of a complaint or action taken, the employee should bring the complaint to the attention of the Practice Manager.___forbids retaliation of any kind against any employee who, in good faith, raises a complaint of unlawful discrimination, harassment or sexual harassment. ___ also forbids retaliation of any kind against any employee who assists in an investigation or testified in legal proceedings brought under the law relating to unlawful discrimination, harassment or sexual harassment. Any employee who feels s/he is subjected to retaliation by a manager or other employee because s/he has filed a discrimination / harassment complaint, assisted in an investigation or testified in legal proceeding brought under the law must contact he Practice Manager immediately so that ___ has an opportunity to investigate and resolve the matter, as appropriate.Any employee, who is found, after appropriate investigation, to have engaged in discrimination, harassment or sexual harassment of another employee will be subject to appropriate sanctions, depending upon the circumstances, up to and including termination.Every employee will be required to sign a separate from that contains this policy. The form is to be returned to the Practice Manager so that ___ can keep it on file.EMPLOYEE HEALTH AND SAFETYDRUG FREE WORKPLACEIt is the policy of ___ to provide our employees with a safe and healthful workplace. In order to do so, the following policies will be strictly enforced:___ employees are hereby notified that the unlawful manufacture, distribution, dispensing, sale, purchase, possession or use of illegal controlled substances is prohibited in the workplace. Such actions will be reported to the appropriate law enforcement officials.Employees are prohibited from being under the influence of alcohol or recreational drugs during working hours. The use, sale, or possession of an illegal drug or alcohol while on duty may result in discharge. The sale of drug samples is likewise prohibited.Prescription drugs may only be brought on Company property and used by the person to whom they are prescribed. Such drugs must be used only in the manner, combination and quantity they are prescribed.Failure to adhere to these policies may result in immediate discharge.NON SMOKING POLICYIn consideration of our employee’s health and for the safety of our work environment, smoking is not permitted anywhere inside the ___ building. This NO SMOKING policy will be in effect in all work areas at all times whether or not patients are in the office.EMPLOYEE SAFETY Safety is everyone’s responsibility. Please take precautions to use materials and equipment with care and do your part to keep the work site free from hazards. Safety rules are distributed or posted and will be strictly enforced.GENERAL SAFETY RULES AND REGULATIONSReport all unsafe conditions to your supervisor. This specifically includes materials that are improperly stacked and likely to tumble when jarred or moved as well as materials or equipment left haphazardly in aisles or hallways.Use of boxes or other miscellaneous materials such as ladders and stands are prohibited. Do not handle objects that are too heavy for you without obtaining help.Personal protective equipment is provided to employees with direct patient care at no cost to employees.Shoes with closed-toes are required at all times for employees working directly with patients or in lab or radiology areas.Obtain immediate first aid treatment for all injuries and needle sticks.No personal protective equipment or possibly contaminated material (including lab coats) is allowed in the employee lunch areas.Every accident or injury that occurs during working hours, however minor, must be reported to your immediate supervisor. If s/he is unavailable, contact the Practice Manager.Failure to follow these rules and regulations may result in further disciplinary action up to and including termination or employment.EMPLOYMENT AND PAYEMPLOYMENT CATEGORIESIt is ___’s intent to define employment classifications clearly so that each employee understands his/her employment status and eligibility.Every position is designated as EXEMPT or NONEXEMPT in accordance with the federal Fair Labor Standards Act (FSLE). Nonexempt employees are entitled to overtime pay at the rate of one and one-half times their regular rate of pay for all hours worked in excess of forty in one work week. Exempt employees are excluded from overtime pay requirements.In addition to the above classifications, employees are also classified into one of the following employment categories:Full Time regular………….Employees who regularly works a minimum of 32 hours/weekPart Time regular…………Employees who regularly work < 32 hours/weekPer-Diem……………………Employees who work < 32 hours/week as neededSeasonal……………………Employees who may work FT or PT for a specific period of time Not to exceed six consecutive monthsWORK SCHEDULESWork schedules may vary throughout the Company as staffing needs and operational demands require. As a result there may be differences in starting and ending times and in the total number of hours scheduled each day and week. Your supervisor will advise you of your individual work schedules.All employees receive a paid lunch period that may not exceed 30 minutes. Breaks times are approved at the discretion of management. All employees are expected to be at their work stations and ready to begin work at their scheduled times and to return promptly from all lunches and breaks.Sometimes overtime work is required in order to meet patient needs. Working overtime when required is a condition for continued employment, and we expect our employees to be ready and willing to work overtime when requested. You will be paid for any additional hours beyond the basis work week, in accordance with state and federal laws. Your supervisor must approve overtime in advance.Time paid for holidays and time off (TPO) will be taken into consideration when calculating overtime for nonexempt employees.PAY PERIODS AND PAYCHECKSEmployees will be paid by check on a bi-weekly basis. The current pay date falls every other Wednesday. If a payday falls on a holiday, employees will be paid the day before the holiday.CLOCKING IN / OUT AND TIMESHEETSEmployees are expected to clock in / out through ___________________ online Timesheet Application found on our internal website. It is imperative that you do not clock in / out greater than 5 minutes of your start / end time. If you utilize any time off (PTO) within a pay period you are required to complete a Time Sheet for the requested PTO time. Additionally, if you are requesting pay for overtime you must complete a Time Sheet. You are required to sign your Time Sheets and submit them to your supervisor on Friday of each week for verification and approval.STANDARDS OF CONDUCTAll ___ employees are bound to comply, in all official duties and acts, with applicable law, rules and standards of conduct, including but not limited to laws, rules, regulations and directives of the federal and state government.________________________ commitment to corporate compliance is supported by continuing education for all employees. Our Standards of Conduct require all ___ employees to carry out daily activities within the utmost ethical and legal standards. These obligations apply to our relationships with our patients, our third party vendors and one another. ATTENDANCE AND PUNCTUALITYIn order to serve our customers effectively, it is important that you come into work on time every day. In the event that illness or injury delays you or prevents you from working, the call in procedure described below must be followed:If you will be late or absent to work, it is your responsibility to personally notify your supervisor each day before your starting time. If your immediate supervisor is not available, please speak to the Practice Manager.You will be required to give a reason for your call in. A complete updated phone is available on ___’s internal website. Under no circumstances are you allowed to call in to a fellow employee.Except in emergency situations, failure to call in personally to report absence or lateness is a violation of ___ rules and the call in will be considered unauthorized. Violations of this policy may result in disciplinary action up to and including termination. In the case or repeated absences or lateness, you may be required to submit evidence verifying the reasons. Failure to provide the requested substantiation will result in discharge.An absence of 2 consecutive days without notifying ___ will be considered a voluntary quit.If you are found to be taken PTO faster than you can accrue it you may be required to take subsequent time off without pay until you can accrue additional PTO time. Violations of this policy may result in disciplinary action up to and including termination. EMPLOYEE CONDUCT AND RULESReasonable rules of conduct are necessary for the orderly, efficient and safe operation of business. The list below is meant to serve as a guideline only for indentifying conduct that will result in disciplinary action. It should be noted that many of these standards of conduct are clarified in greater detail in the appropriate section of this employee handbook.This list is not intended to be all inclusive. Management reserves the right to modify policies as it deems appropriate and necessary at any time. The following conduct may result in immediate discharge:Disclosing or making available to unauthorized persons any confidential or proprietary information, including personal health information (PHI).Rude, abusive or obscene language or conduct on ___ property.Fighting or disorderly conduct.Gambling, engaging in illegal drug use, or drinking on ___ property.Harassing, interfering with, or refusing to cooperate with coworkers in the performance of their duties.Tampering, altering or falsifying time records, or recording time for another employee.Acts of dishonesty and theft.Damaging machinery or equipment, wasting materials, or defacing ___ property.Insubordination or refusal to follow a supervisor’s instructions or to perform assigned work.Failure to adhere to ___ policies regarding harassment, non-discrimination, drug free workplace, smoking and safety.Actions that results in complaints from customers, employees, suppliers, or manufacturer that affect ___’s reputation or business viability. The following conduct may result in disciplinary action, up to and including termination, depending on the seriousness of the offense under the facts and circumstances as determined by management:Repeated absences or tardiness.Failure to follow work rules or procedures.Failure to complete work in a timely manner.Wasting time, loafing, loitering.Leaving the work area during work hours without permission.Negligence or carelessness.Unauthorized or improper use of property or machinery.Abuse of lunch or break privileges.Refusal to accept assigned overtime.Unsatisfactory work performance.Depending on the nature of the offense, discussions will often be held between the supervisor and the employee in order to give the employee an opportunity to correct the situation before it becomes necessary for management to issue a written warning. These discussions will be documented and become part of the employee’s record.A written notice also becomes part of the employee’s record and will be taken into consideration when evaluating an employee’s performance for the purpose of promotion, future disciplinary action, and continued employment. EMPLOYEE CONFIDENTIALITYReleasing information regarding patients is strictly prohibited. Employees are not to discuss this information with other employees or with anyone outside the Company. Even mentioning our patient’s names during casual conversation violates our patient’s rights.Be particularly careful about your conversation in dining areas and other public gathering places within ___) offices. Do not give personal opinions to anyone regarding a patient’s condition or treatment. If you are questioned by anyone, you must say that you are not authorized to discuss the matter and tactfully explain that someone in charge will be glad to talk with the person.A breach of confidentiality is a violation of the Company policy and could result in disciplinary action, up to and including termination.All business records and patient charts are Company property. Removing Company records from the premises without prior approval of management or giving Company records to any former employee or non-employee is a serious breach of Company policy and may result in immediate termination.As of April 14, 2003, we have a Privacy Policy, a Privacy Procedure and a Workforce Agreement in place that all employees must adhere to. This policy has been incorporated into this handbook. Employees as of April 14, 2003 have signed that they have reviewed, understand and agree to follow these policies, procedures and workforce agreement. By signing the last page of this handbook all future employees are signing that they have reviewed, understand and agree to follow these policies and procedures as well as the workforce agreement. This will be kept in each employee’s file. PERSONAL APPEARANCE POLICY___ considers it very important that their employees are well groomed, neat, dress appropriately for his/her job function and, while we trust each employee’s common sense and good judgment, a personal appearance policy must be set in place to define expectations.___ has adopted a business-casual dress policy, but emphasizes some positions may call for more professional attire or may require OSHA approved attire. Appropriate dress and hygiene are important in promoting a positive company image to our patients, vendors and to each other. GENERAL GUIDELINES FOR ALL EMPLOYEES________________________ wishes to provide a work environment that is free of safety hazards, offensive behavior and harassment of any kind. Therefore, the following clothing is not acceptable. Spandex, athletic wear, shorts, wind-suits, halter tops or tube topsSexually provocative and revealing clothingMilitary style clothing including camouflage printsClothing of any kind with profanity, nude or semi nude pictures, sexually suggestive slogans, cartoons or drawingsThe observable lack of undergarments and exposed undergarmentsCasual hats including baseball caps, visors and knit winter hatsTank tops worn alone (if worn under scrubs or outer jacket it is acceptableDenim pants or overallsADDITIONAL GENERAL GUIDELINESSkirts and dresses for female employees should be appropriate in style and length. The length should extend well beyond the fingertips when arms are held at the side.Sneakers are appropriate if in excellent repair and extremely clean.OSHA regulations apply and open toed footwear is not to be worn in patient areas, lab and x-ray departments.Shirts / tops shall be of a length to cover the stomach.Employees wearing scrubs / uniforms and lab coats should keep them clean and neat in appearance.Body piercing jewelry should be worn in the ear. Employees will be asked to remove any body jewelry that is inappropriate.Tattoos must be appropriate in content and in keeping with a professional image. Employees will be required to cover up any tattoos that are deemed pliance with this policy will be maintained by Supervisors and Management who reserve the right to send any person home to change clothes that do not meet the requirements of this policy. The time spent away from work will be charged to the employee’s PTO bank.___ respects the religious beliefs and practices of all employees and will make, upon request, an accommodation for such observances when a reasonable accommodation is available and does not create a hardship to the Company. An employee whose religious beliefs or practices conflicts with this policy, may seek a religious accommodation, by submitting a written request for the accommodation to the Practice Manager. The written request will include the type of religious conflict that exits and the employees suggested accommodation.This policy does not contain an all inclusive list of appropriate clothing - management reserves the right to determine appropriateness. As a rule of thumb: if you are unsure an article of clothing is acceptable, most likely it isn’t. In other words, if in doubt don’t wear it.EXPECTATIONS OF EMPLOYEE COMMUNICATIONUSE OF COMPANY PHONES We recognize that employees must sometimes place or receive personal calls on Company telephones. However, the telephone system is intended primarily for the conduct of the Company’s business, and it is imperative that personal use not interfere with that purpose. If you must make a personal call, please make every effort to do so during non-working hours. Ask callers to keep the number and length of calls to a minimum.Personal long-distance calls may not be made from our offices without advance approval from your Supervisor and will be approved only in case of emergencies. ________________________ TELEPHONE USAGE AND PROCEDURESTelephone manners are important to create good impression to our referring physician offices and to our patients. Remember to answer the telephone promptly, identify yourself and express a willingness to assist the caller. Once assistance has been provided, terminate the call courteously. Callers should never be placed on hold for extended periods of time. Courtesy should be extended to our customers and patients at all times whether in person or on the telephone.If you are having difficulty with someone who has called the office, simply ask the caller to hold and refer the call to your Supervisor or the Practice Manager.We recognize that employees must sometimes place or receive personal calls on Company telephones. However, the telephone system is intended primarily for the conduct of the Company’s business, and it is imperative that personal use not interfere with that purpose. If you must make a personal call, please make every effort to do so during non-working hours. Ask callers to keep the number and length of calls to a minimum.Personal long-distance calls may not be made from our office without advance approval from your supervisor and will only be approved in emergencies.While this employee handbook describes the personnel policies and practices of ___, employees are also responsible for adhering to the operational and procedural standards of their respective jobs and departments, whether these policies are communicated in writing or though on-the-job instruction.Failure to comply with or to meet existing standards will be considered reason for disciplinary action and may result in termination of employment.USE OF PERSONAL CELL PHONES________________________ strives to make every visitor and employee feel comfortable and safe, while providing an efficient and convenient experience; therefore, prohibiting cell phones for employees’ personal use while working should alleviate unnecessary distractions. All employees of ___should turn their cell phones off when reporting to work each day. The use of cell phones will only be allowed during lunch or on break periods. Employees found to be in violation of this policy may be RMATIONAL NOTICES TO EMPLOYEESAll notices that affect employment to ___, including information regarding safety, labor laws and policy changes will be posted on the bulletin board located in the staff lounges. It is the responsibility of each employee to be aware of all notices concerning policy changes and regulation as they are posted or distributed. INTERNET AND SOCIAL MEDIA POLICYINTERNET AND EMAIL POLICYVoice mail, email, and Internet usage assigned to an employee's computer or telephone extensions are solely for the purpose of conducting the Medical Practice’s business. Some job responsibilities at the Medical Practice require access to the Internet and the use of software in addition to the Microsoft Office suite of products. Only people appropriately authorized, for the Medical Practice’s purposes, may use the Internet or access additional software.SOFTWARE ACCESS PROCEDURESSoftware needed, in addition to the Microsoft Office suite of products, must be authorized by your supervisor and downloaded by the IT department. If you need access to software, not currently on the Medical Practice’s network, talk with the Office Manager.INTERNET USAGEInternet use, on the Medical Practice’s time, is authorized to conduct the Medical Practice’s business only. Internet use brings the possibility of breaches to the security of confidential Medical Practice information. Internet use also creates the possibility of contamination to our system via viruses or spyware. Spyware allows unauthorized people, outside the Medical Practice, potential access to Medical Practice passwords and other confidential information.Removing such programs from the Medical Practice network requires IT staff to invest time and attention that is better devoted to progress. For this reason, and to assure the use of work time appropriately for work, we ask staff members to limit Internet use.Additionally, under no circumstances may Medical Practice computers or other electronic equipment be used to obtain, view, or reach any pornographic, or otherwise immoral, unethical, or non-business-related Internet sites. Doing so can lead to disciplinary action up to and including termination of employment.EMAIL USAGEEmail is also to be used for Medical Practice business only. Medical Practice confidential information must not be shared outside of the Medical Practice, without authorization, at any time. You are also not to conduct personal business using the Medical Practice computer or email.Please keep this in mind, also, as you consider forwarding non-business emails to associates, family or friends. Non-business related emails waste Medical Practice time and attention.Viewing pornography, or sending pornographic jokes or stories via email, is considered sexual harassment and will be addressed according to our sexual harassment policy.EMAILS THAT DISCRIMINATEAny emails that discriminate against employees by virtue of any protected classification including race, gender, nationality, religion, and so forth, will be dealt with according to the harassment policy.These emails are prohibited at the Medical Practice. Sending or forwarding non-business emails will result in disciplinary action that may lead to employment termination.___ OWNS EMPLOYEE’S EMAILKeep in mind that the Medical Practice owns any communication sent via email or that is stored on Medical Practice equipment. Management and other authorized staff have the right to access any material in your email or on your computer at any time. Please do not consider your electronic communication, storage or access to be private if it is created or stored at work.BENEFITS___ is pleased to provide the following benefits to eligible employees. Eligibility requirements for each benefit are included in the individual polices. ___ reserves the right to amend or terminate any of these programs or to require or increase employee premium contributions toward benefits with our without advance notice. If you have questions regarding a policy, please ask the Practice Manager for the correct interpretation.MEDICAL INSURANCEAll full-time regular employees are eligible the first-of-the-month following date-of-hire to participate in the medical insurance plan to provide coverage for themselves and their dependents. Eligible employees receive a contribution from ___ towards individual or family coverage; the amount of the contribution is currently 80% of the monthly premium for individual coverage. The balance of the insurance premium is the responsibility of the employee and will be paid via bi-weekly payroll deductions. Employees may choose to pay the premiums on a pre-tax basis as allowed in the section 125 Premium Only Plan.In accordance with our insurance plans, existing employees may not change the coverage level unless a qualifying even has occurred.Additional details on the medical insurance plan can be found in descriptive booklets that are available through the business office.FLEXIBLE SPENDING ACCOUNT___ offers employees a plan that allows them to pay their share of out-of-pocket approved medical expenses from pretax gross wages. Premiums are deducted from the employee’s paycheck. This type of plan allows both employees and the Company to save tax dollars. Please see the Practice Manager for more information on this plan.LIFE INSURANCE___ provides all employees working a minimum of 30 hours per week with life insurance benefits. The Basic Life Insurance benefit for eligible employees is an amount equal to one times your basic annual earnings, rounded to the next higher $1,000, capped at $50,000. The maximum benefit for employees who are age 65 or older but under age 70 is 65% of the full amount.Accidental Death and Dismemberment insurance (AD&D) is provided for employees working a minimum of 30 hours per week. Please refer to the Schedule of Benefits in the policy for specific amounts by type of loss.SHORT-TERM DISABILITYIf you are disabled because of a non-work related injury or illness for more than seven days, you may be eligible to receive partial replacement of lost wages. Temporary disability benefits provide some salary continuation for persons who are unable to work because of illness or injury, but who do not quality for benefits under worker’s compensation or unemployment compensation laws.A physician must verify the disability and the paperwork must be filed in a timely manner. ___ pays the full cost for your coverage and waives the right to share the expense with employees as allowed by law.While you are out on a disability leave, it is your responsibility to make arrangements with the Practice Manager to continue paying your share of the medical insurance premiums.WORKERS’ COMPENSATIONYou are protected by the Workers’ Compensation Act of New York State. If you suffer a work-related injury or illness, you are eligible for income replacement and for payment of medical costs incurred as a result. ___ pays the full premium for this coverage as part of our employee benefits program.While you are out on a Worker’s Compensation leave, it is your responsibility to make arrangements with the Practice Manager to continue paying your share of the medical premiums.CONTINUATION OF COVERAGEIn certain instances, most employers who sponsor group health insurance plans are required by federal law to offer employees and their families group rates for temporary extension of medical coverage (called continuation coverage of COBRA), where coverage under the plan would otherwise end.At the time you enroll in the plan and again when coverage would normally cease, ___ will provide additional information regarding continuation of coverage. If you would like addition information regarding COBRA regulations, please direct your questions to the Practice Manager.___ will continue to contribute toward an employee’s health insurance premiums for 12 weeks from the date of the illness/injury if the employee is eligible for short-term disability benefits or workers’ compensation benefits.Employees will be required to pay the share of plan premiums prior to their leave, during their leave, or upon return from their leave. The actual terms of payment will be at the discretion of management. 401K___ contributes to a 401k plan to reward eligible employees for long and loyal service by providing them with retirement benefits. Employees are entitled to make pre-tax contributions into the 401k Plan. For any employee contribution to a 401k ___, ___ will also contribute 7.5% of their salary to the employee’s Plan.All employees are eligible to participate in the plan after completing one year of service in which they have worked a minimum of 1,000 hours and provided they are 21 years of age. The Practice Manager or his/her representative will notify you when you become eligible and provide you with a summary of the plan. The IRS with regard to contribution limits, individual IRA’S, etc. regulates this plan.___makes all 401k contributions to the plan and incurs all costs of administrating the plan. PAID TIME OFF___ recognizes that employees need periods of rest and relaxation, and grants time off with pay to eligible employees. The paid time off benefit includes all uses of time by the employee such as illness, vacation or personal business and is called “paid time off” or PTO.For the employee’s convenience, PTO may be allotted in advance of its actual accrual if the employee consents to repay all PTO usage that exceeds the actual amount earned upon termination of employment.The consent to repay contained at the end of this book must be signed and returned to the Practice Manager.Paid time usage during the first three months of employment should be limited to extenuating circumstances only. Supervisors may allow for previous commitments during this period. Requests for PTO are approved by supervisors based on such factors as seniority, adequate coverage for patient demand, and timeliness of the request. Some requests may be denied and changes may be necessary. We encourage you to make your requests as early as possible following the schedule.During the first year of employment, PTO will be awarded on a pro-rated basis from date-of-hire to the end of the year. For example, employees with a start date of July 1st will be allotted one-half of the maximum annual allotment.The following schedule details the annual PTO advance to employees based on the average number of hours per week.?ADVANCED PTO HOURS @ JANUARY 1ST?Tenure?40 hrs/wk32 hrs/ wkLess than 32 hrs/wk Upon hire, pro-rated12096Prorated based on 120 hrs Jan 1st following date of hire12096Prorated based on 120 hrs Jan 1st following 3rd ann.136109Prorated based on 120 hrs Jan 1st following 4th ann.144115Prorated based on 120 hrs Jan 1st following 5th ann.152122Prorated based on 120 hrs Jan 1st following 6th ann.160128Prorated based on 120 hrs Jan 1st following 10th ann.200160Prorated based on 120 hrsEmployees who regularly work more than 32 hours/week, but less than 40 hours/week, will be advanced PTO hours on a pro-rated basis.PTO PROCESSINGPTO will be paid in the regularly-scheduled date.If an ___ holiday falls within the scheduled paid time off period, employees will not be charged PTO for the holiday and instead will be paid holiday time equivalent to the regular hours worked for the regular hours worked for the holiday.If you become ill during a scheduled paid time off period, no adjustment will be made unless you become eligible for disability leave of absence.Unpaid time off will be granted to an employee only after s/he has exhausted his/her PTO bank.Employees may carry forward form one calendar year to the next a maximum of 40 hours.Upon termination of employment, employees will be issued their hourly equivalent of PTO that has been earned but not used through the separation date. Conversely, employees who have used more PTO than actually earned will repay the PTO. The repayment will be withheld in their final paycheck.Employees may not use PTO in lieu of termination notice.HOLIDAYS___observes the following holidays:New Year’s DayMemorial DayIndependence Day (July 4th)Labor DayThanksgiving DayDay after ThanksgivingChristmas Eve or New Year’s EveChristmas DayAll full-time regular employees will be paid for designated holidays according to the following guidelines:In order to be paid for a holiday, you must be at work or be on paid time off on the scheduled workday before and the scheduled workday after the holiday.Pay in lieu of holidays will not be granted.For the benefit of our patients, the practice may be open on a limited schedule the day after Thanksgiving, Christmas Eve and/or New Year’s Eve. If you are scheduled to work any of these days, you will be provided holiday hours for another day off in the future. The holiday hours will be added to your PTO bank of time.All part-time regular employees (employees who regularly work less than 32 hours per week) will be paid for designated holidays on a pro-rated basis.BEREAVEMENT LEAVE___ provides employees at the time of hire up to three days of paid bereavement leave to attend the funeral of a member of their immediate family. Immediate family is defined as spouse, mother, father, child, grandparent, grandchild, sibling, mother-in-law, father-in-law, stepparent, or stepchild.Part-time regular employees will be allowed a prorated number of hours of bereavement leave when taken on a regularly scheduled workday. The amount of time will be based on the number of hours regularly scheduled for that day.Employees should notify their supervisors as soon as possible of their need for bereavement leave. ________________________ reserves the right to required proof o f the need for bereavement leave.JURY DUTY___ provides time away from work if an employee is called to serve jury duty. Absence for jury duty will be considered an excused absence. For the first five days of jury duty service, ___ will pay the employee his/her rate of pay for regularly-scheduled days of work.Employees will be expected to report for work on days that s/he is not needed to report for duty. If an employee is required to be on call, ___ will release the employee from work duty immediately should the employee need to report to court. ___ required proof from the court of time served.Please notify your supervisor as soon as you are aware of your jury duty obligation.EDUCATIONAL PROGRAMSVarious seminars, conferences, and courses relating to topics of interest to ___ are offered to full-time regular employees who have worked a minimum of one year for ___. An educational allowance of $1,500.00 per two-year period may be allotted to help defray the costs of these educational programs for all employees. Paid Educational Days (EDU days) will be provided to emp0loyees attending continuing education seminary or conferences.Employee requested must be pre-approved by a supervisor or the Practice Manager and will be at the discretion of management. MISCELLANEOUS POLICIESEMPLOYEMENT OF RELATIVESAlthough we accept employment applications from relatives of employees, ___ does not permit hiring employees into positions where a relative may supervise them directly or indirectly by a relative. A relative is defined as a father; mother, brother, sister, husband, wife, son, daughter, grandfather, grandmother, grandson, or granddaughter. The definition can also include other relationships established by blood, marriage, living arrangements, or legal actions.OTHER EMPLOYMENTEmployees must refrain from engaging in other employment that may prove to be in conflict with the interests of ___. Outside employment that may have a detrimental effect on our business by reason of association is also prohibited by ___, as is outside employment that may have an adverse effect on an employee’s performance.OPEN DOOR COMMUNICATIONSWe encourage all employees to bring any problems or complaints to our attention immediately. The procedure for doing this is as follows:Discuss the situation first with your immediate supervisor.If you do not receive a satisfactory response from your immediate supervisor, please bring your concern to the attention of the Practice Manager or his/her representative.Your success on the job is a prime objective of ___, and we look to you for help in carrying out ___policies and procedures. If you have a concern or question we trust you will give us the opportunity to resolve it in the best interest of all concerned.CONFLICT OF INTERESTIt is ___’s policy that employees shall not have any direct or indirect financial interest in or personal business relationships with any firm or person that does business with ___, nor shall employees engage in any other activity that would conflict with the interests of ___.YOUR PERSONNEL FILEEmployees are responsible for notifying their supervisor/Business Manager/Practice Manager of any changed in name, address, telephone number, marital status, and number of dependents or any other information that may affect employment records or benefits. Incomplete or outdated information may result in incorrect taxes being withheld from your paycheck, interrupted benefits for you and your family, o difficulty in notifying the appropriate person in the event of an emergency.Personnel files are property of ___ and access to the information they contain is restricted. Only those officials and representatives of ___ who have a legitimate reason to review information in a file are permitted to do so. With proper notice an employee may review material in his or her file but only in ___’s offices and in the presence of the individual appointed by ___ to maintain the files.SEPARATION FROM EMPLOYMENTEmployees who voluntarily resign from ___ are required to provide a written notice a minimum of two weeks prior to the final day of employment. Employees separating from ___ will receive their final paycheck on the next scheduled payday.FURTHER INFORMATIONGood communications are an important part of ___’s relationships with its employees. We encourage you to express your feelings and voice your ideas about our operations, and we will likewise keep you informed of developments and changes as they occur.If you have a question that is not answered in this handbook or if you would like further information, please speak with your immediate supervisor or with the Practice Manager.PRIVACY POLICIESIt is the policy of our practice that all physicians and staff preserve the integrity and the confidentiality of protected health information (PHI) pertaining to our patients. The purpose of this policy is to ensure that our practice and its physicians and staff have the necessary medical and PHI to provide the highest quality medical care possible while protecting the confidentiality of the PHI of our patients and its physicians and staff for purposes of treatment, payment and healthcare operations (TPO). To that end, our practice and its physician and staff will:Adhere to the standards set forth in the Notice of Privacy Policies.Collect, use and disclose PHI only in compliance with state and federal laws and current patient covenant and/or authorizations, as appropriate. Our practice and its physicians and staff will not use or disclose PHI for uses outside of practice’s TPO, such as marketing, employment, life insurance applications, etc. without an authorization from the patient and disclose PHI to remind patients of their appointment unless they instruct s not to.Recognize that PHI collected about patients must be accurate, timely, complete, and available when needed. Our practice and its physicians and staff will:Implement reasonable measures to protect the integrity of all PHI maintained about patients.Recognize that patients have a right to privacy. Our patients and its physicians and staff respect the patient’s individual dignity at all times. Our practice and its physicians and staff will respect patient’s privacy to the extent consistent with providing the highest quality medical care possible and with the efficient administration of the facility.Act as responsible information stewards and treat all PHI as sensitive and confidential. Consequently, our practice and its physicians and staff will:Treat all PHI data as confidential in accordance with professional ethics, accreditation standards, and legal requirements.Not disclose PHI date unless the patient (or his or her authorized representative) has properly consented to or authorized the release or the release is otherwise authorized by law.Recognize that, although our practice “owns” the medical records, the patient has a right to inspect and obtain a copy of his/her PHI. In addition, patients have a right to request an amendment to his/her medical record if he/she believe his/her information is inaccurate or incomplete. Our practice and its physicians and staff will:Permit patient’s access to their medical records when their written requests are approved by our practice. If we deny their request, then we must inform the patients that they may request a review of our denial. In such cases, we will have an on-site healthcare professional review the patients’ appeals.Provide patients an opportunity to request the correction of inaccurate or incomplete PHI in their medical records in accordance with the law and professional standards.All physicians and staff of our practice will maintain a list of all disclosures of PHI for purposes other than TPO for each patient and those made pursuant to an authorization. We will provide this list to patients upon request, so long as their requests are in writing.All physicians and staff of our practice must adhere to this policy. Our practice will not tolerate violations of this policy. Violations of this policy are grounds for disciplinary action, up to and including termination of employment and criminal or professional sanctions in accordance with out practice’s personnel rules and regulations.Our practice may change this privacy policy in the future. Any changes will be effective upon the release of a revised privacy policy and will be made available to the patients upon request. PRIVACY PROCEDURESOur practice recognizes and respects the fact that the patient has a right to inspect and obtain a copy of his/her Protected Health Information (PHI).A form will be provided to patients for them to complete when the patient desires to inspect and copy his/her PHI.Staff will respond to patients’ requests and questions concerning inspecting and copying their PHI. In addition, Staff will distribute the form to the patients upon their request.Once the patient completes the form, Staff should forward the form to the Privacy Officer for review.Once the patient has submitted his/her request in writing, Staff must verify that the patient’s signature matches his/her signature on file.The Privacy Officer must review the patient’s request and respond to the patient within 30 days from the date of the request. The Privacy Officer can request an additional 30-day extension as long as the request is made to the patient in writing with the reason for the delay clearly explained.The Privacy Officer should agree to all reasonable requests. If access is denied, the Privacy Officer must provide the patient with an explanation for the denial as well as a description of the patient’s review appeal.When the patient has requested to inspect their PHI and his/her request has been accepted, the Privacy Officer or other authorized practice representative should accompany the patient to a private are to inspect his/her records. After the patient inspects the records, the Privacy Officer will note in the record the date and time of the inspection, and whether the patient made any requests for amendments or changes to the records.When the patient’s request to copy his/her PHU has been accepted, staff will copy his/her record within 10 days at a charge of 75 cents per page.EMPLOYEE ACKNOWLEDGEMENT PAGEEMPLOYMENT ACKNOWLEDGEMENTI have received and read a copy of the employee handbook, Privacy Policy and Privacy Procedures. I agree to abide by the rules and regulations contained therein. I understand that the rules, policies and benefits contained in the employee handbook may be updated, modified or deleted at any time and that it is my responsibility to stay informed of any changes.In consideration of my employment, I agree to abide to the policies of ___. I understand that my employment and compensation are “at will” which means they can be terminated at ________________________ or at my own option, with our without cause and without notice at any time. I also understand that neither this handbook nor any other communication by a representative of ___ is intended in any way to create a contact of employment or to limit ___s’ discretion to discipline me or terminate my employment.EEO/NON DISCRIMINATION AND HARRASSMENT POLICY ACKNOWLEDGEMENT:I have received, read and understand ___’s policy as stated on page 5 and am responsible for abiding by the policy._____________________________________________________________________Employee’s SignatureDate:CONSENT TO REPAY BORROWED PAID TIME OFF (PTO) UPON TERMINATION:I understand that Paid Time Off (PTO) is allotted to me in one lump sum in advance of its actual accrual and, as such, if I use more PTO accrued I will be expected to repay the borrowed time with my final paycheck._____________________________________________________________________Employee’s SignatureDate:SOCIAL MEDIA POLICYI have received, read and understand ___’s Internet / Email Usage and Social Media policy and am responsible for abiding by the policy._____________________________________________________________________Employee’s SignatureDate:CELL PHONE USAGE POLICYI have received, read and understand ___’s Cell Phone Usage policy and am responsible for abiding by the policy._____________________________________________________________________Employee’s SignatureDate:ACKNOWLEDGEMENT OF RECEIPT OF EMPOYEE HANDBOOK:By affixing my signature below I acknowledge that I am in receipt of the ___ Employee Handbook. I further acknowledge that I am responsible for reading the handbook and abiding by the policies contained therein. _____________________________________________________________________Employee’s SignatureDate: ................
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