Athensheartcenter.com



 

 

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AHC Specialty Clinic

Employee Handbook

  

“In every encounter, we will make a positive impact on our patients and colleagues.”

 

 

 

 

 

Revised: 4/28/2017

 

 

 

 

 

 

TABLE OF CONTENTS

 

 

SECTION 1 Introduction

 

Changes in Policy

Employment Applications

Employment Relationship

 

 

SECTION 2 - DEFINITIONS OF EMPLOYEE STATUS

 

“Employees” Defined

 

 

SECTION 3 - EMPLOYMENT POLICIES

 

Non-Discrimination

Non-Disclosure/Confidentiality

New Employee Orientation

Probationary Period for New Employees

Office Hours

Lunch Periods

Break Periods

Personnel Files

Personnel Data Changes

Inclement Weather/Emergency Closings

Performance Review and Planning Sessions

Outside Employment

Corrective Action

Employment Termination

Safety

Health Related Issues

Employee Requiring Medical Attention

Building Security

Insurance on Personal Effects

Supplies; Expenditures; Obligating the Company

Expense Reimbursement

Parking

Visitors in the Workplace

Immigration Law Compliance

 

 

 

 

 

SECTION 4 - STANDARDS OF CONDUCT

 

Attendance/Punctuality

Absence Without Notice

Harassment, including Sexual Harassment

Telephone Use

Public Image

Substance Abuse

Tobacco Products

Use

 

 

SECTION 5 - WAGE AND SALARY POLICIES

 

Wage or Salary Increases

Timekeeping

Overtime

Paydays

 

 

SECTION 6 - BENEFITS AND SERVICES

 

Insurance

Cobra Benefits

Social Security/Medicare

Simple IRA

Time off from work

Record Keeping

Holidays

Jury Duty/Military Leave

Educational Assistance Training and Professional Development

 

 

SECTION 7 - EMPLOYEE COMMUNICATIONS

Staff Meetings

Bulletin Boards

Suggestion Box

Procedure for Handling Complaints

Section 1

 

 

 

  The Mission of AHC Specialty Clinics

To prevent, detect and treat cardiovascular disease while prolonging meaningful life for every patient.

AHC Specialty Clinic is an independent medical practice started by Dr. Subodh Agrawal in 1995. This practice provides specialized cardiovascular care to all patients referred by other physicians. We promote a healthy life style, balance in life, and a state of the art diagnostic facility to fulfill our mission. We hope to foster intellectual, moral, spiritual, emotional, social, and an overall balanced life for meaningful living. We communicate with patients, and their family, if permitted as well as their primary care physician to optimize outcomes. Athens Heart Center will make every effort to achieve the highest quality of living and personal experience or each of our patients.

 

Operating principles of AHC Specialty Clinic.

 

1. Recognize individual patient concerns and provide cost effective, diagnostic and therapeutic options to patients.

2. AHC Specialty Clinic strives to provide the highest quality of care to their patients by nurturing innovation, education, creativity and critical thinking.

3. Provide up to date information and education to our referring physician in the field of cardiovascular care.

4. To cultivate a culture in which each employee can enhance his or her professional goals.

 

We believe:

1. Personal integrity is essential for any achievement.

2. Each employee should assume increasing responsibility for his or her own development in emotional, physical and educational needs in order to fulfill the mission of AHC Specialty Clinic.

3. Each employee should maintain respect, and dignity concerning the property and well being of fellow co-workers, as well as patients.

4. The founding principle of the United States of America is to prepare each employee to make the world a better and beautiful place.

5. In encouraging our employees to participate in community cultures and service opportunities.

6. In encouraging individual employee to save, avoid waste, and to keep AHC Specialty Clinic financially viable in order to serve its mission.

 

 

What AHC Specialty Clinic expects from employees:

1. Passion for their job as a part of AHC Specialty Clinic in order to assist in its mission

2. Show interest in the education, support, and aid in the betterment of yourself and your colleagues.

3. Be an ambassador of AHC Specialty Clinic physicians, managers, and colleagues.

 

 

Governance of AHC Specialty Clinic

 

President: Subodh K. Agrawal CEO: Subodh K. Agrawal

 

Employed Physicians: Employee Nurse Practitioners:

Dr. Masih Uddin Margaret Opare-Addo, NP Sandy Wilson, NP

Dr. Hoyt Crump

Dr. James Brown, Jr.

LOCATIONS: AHC Specialty Clinic

Athens, GA: 2005 Prince Avenue

Lavonia, GA: 11973 Augusta RD

Danielsville, GA 479 Hwy 98

 

Department Heads: Dawn Dobbs- Practice Administrator Ext 254

Gur Agrawal- Administration Ext 252

Patty Stewart- Administrative Assistant Ext 264

Allison Bryant- Insurance- 706-208- 9700 Ext 250

Jay Layer- Ext 231

Front Desk- Ext 223

Call Center- Ext 222/221

Greg Wilborn- IT- Ext 266/260

Meredith Petry- Sleep Center 706-613-6990

Brittany Wood Lavonia- 706-356-8181

 

 

Grievance Committee: Subodh Agrawal

Dawn Dobbs

Allison Bryant

Patty Stewart

 

 

Risks Management Attorney: Contact Tom Rogers 706-354-4000

 

INTRODUCTION

 

This Manual is designed to acquaint you with AHC Specialty Clinic and provide you with information about working conditions, benefits, and policies affecting your employment.

 

The information contained in this Manual applies to all employees of AHC Specialty Clinic following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Manual alters an employee’s status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between the Company and any of its employees. The Manual is a summary of our policies, which are presented here only as a matter of information.

 

You are responsible for reading, understanding, and complying with the provisions of this Manual. Our objective is to provide you with a work environment that is constructive to both personal and professional growth.

 

Changes In Policy

 

This Manual supersedes all previous employee manuals and memos that may have been issued from time to time on subjects covered in this Manual.

 

However, since our business and our organization are subject to change, we reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by the Company, and after those dates all superseded policies will be null.

 

No individual supervisor or manager has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak with your direct supervisor.

 

Employment Applications

 

We rely upon the accuracy of information contained in the employment application and the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.

 

Employment Relationship

 

You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason. Similarly, Athens Heart Center SPC Clinic is free to conclude its relationship with any employee at any time for any reason or no reason. Following the probationary period, employees are required to follow the Employment Termination Policy.

 

 

 

Section 2

 

DEFINITIONS OF EMPLOYEES STATUS

 

“Employees” DEFINED

An “employee” of Athens Heart Center is a person who regularly works for Athens Heart Center on a wage or salary basis. “Employees” may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with the Company who are subject to the control and direction of AHC in the performance of their duties.

EXEMPT- Salary

 

Employees whose positions meet specific criteria established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime pay requirements.

 

NON-EXEMPT- Hourly

 

Employees whose positions do not meet FLSA criteria and who are paid one and one-half their regular rate of pay for hours worked in excess of 40 hours per week.

 

Regular Full-Time

 

Employees who have completed the [90-day] introductory period and who are regularly scheduled to work [40+] or more hours per week are considered fulltime employees. Generally, they are eligible for the Company’s benefit package, subject to the terms, conditions, and limitations of each benefit program.

 

Regular Part-Time

 

Employees who have completed the [60-day] introductory period and who are regularly scheduled to work less than [30] hours per week are part-time employees, but at-least 20 hours a week minimum. There will be no benefits for part-time employees, including, PTO, and no holiday pay.

 

 

Section 3

 

EMPLOYMENT POLICIES

 

Non-Discrimination

 

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at [AHC Specialty Clinic] will be based on merit, qualifications, and abilities. [AHC Specialty Clinic] does not discriminate in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability.

 

AHC Specialty Clinic will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

 

Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination would be subject to disciplinary action, including termination of employment.

 

Non-Disclosure/Confidentiality

The protection of confidential business information and trade secrets is vital to the interests and success of AHC Specialty Clinic. Such confidential information includes, but is not limited to, the following examples:

0. •        Financial information,

1. •        Marketing strategies,

2. •        Pending projects and proposals,

3. •        Proprietary production processes,

4. •        Personnel/Payroll records, and

5. •        Conversations between any persons associated with the company.

6. •        Salary/Wages/Compensation

 

All employees are required to sign a non-disclosure agreement as a condition of employment.

 

Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information.

 

 

 

Introductory Period for Employees

 

The Introductory period for regular full-time and regular part-time employees lasts up to 60 days from date of hire. During this time, employees have the opportunity to evaluate our Company as a place to work and management has its first opportunity to evaluate the employee. During this introductory period, both the employee and the company have the right to terminate employment without advance notice.

 

Upon satisfactory completion of the probationary period, a 60-day review will be given and benefits will begin as appropriate. All employees, regardless of classification or length of service, are expected to meet and maintain Company standards for job performance and behavior.

 

 

 

Office Hours

 

AHC Specialty Clinic office is open for business from 7:30 a.m. to 7:00 p.m. Monday to Friday except for Holidays.

Office Locations and Hours

Athens Location: 7:30am-7:00pm (Saturday Hours) 8:00am-5:00pm

Lavonia Location: 8:00am-5:00pm

Danielsville Location: 8:00am-5:00pm

Carnesville Location Closed

 

The standard workweek is 40 hours of work. In the computation of various employee benefits, the employee workweek is considered to begin on Saturday (starting at 12:01 am through Friday (ending at 12:00 a.m.), unless a supervisor makes prior other arrangement with the employee. Salary employees may be asked to work more than a 40-hour week depending on the workload, and will not be compensated for, in wages or time, unless patient volume permits.

 

Saturday time for employees that need to take off through the week will be determined by the manager of each individual department and decided accordingly to patient volume for the office that week- If Saturday time is a factor we will evaluate at that time.

 

 

Lunch Periods or Breaks

 

Lunches/break is as follows:

 

1. AHC Specialty Clinic provides for employees to break during production activities as permitted. During satellite clinics, lunches will be scheduled around patient volume. There will be a 15-20 minute break allowed to eat and then return to work until patient’s needs are met. The employee can leave early if responsibilities have been met or may take a lunch at a later time.

2. Depending on the need of AHC Specialty Clinic, the department managers allow employees a 30 minutes to 1-hour lunch break. Lunch breaks generally are taken between the hours of [11 a.m. and 2:00 p.m.] on a staggered schedule so that your absence does not create a problem for co-workers or clients.

3. Special consideration for workers at satellite offices: all satellite clinic employees are supposed to bring lunch from home and eat during a time that satellite clinic permits. This quick lunch is done when working conditions deem necessary.

 

4. If employees have unexpected personal business to take care of, they must notify their direct supervisor to discuss time away from work and make provisions as necessary. Personal business should be conducted on the employee’s own time.

 

5. Employees who do not adhere to the break policy will be subject to disciplinary action, including termination.

 

 

Personnel Files

 

Employee personnel files include the following: job application, may include job description, résumé, records of participation in training events, salary history, records of disciplinary action and documents related to employee performance reviews, coaching, and mentoring.

 

Personnel files are the property of AHC Specialty Clinic, and access to the information is restricted.

 

Employees who wish to review their own file should contact their supervisor. With reasonable advance notice, the employee may review his/her personnel file in Company’s office and in the presence of their supervisor or Human Resources Representative.

 

Personnel Data Changes

 

It is the responsibility of each employee to promptly notify their supervisor or AHC Specialty Clinic Human Resources Department of any changes in personnel data such as:

7. •        Mailing address,

 

8. •        Telephone numbers,

 

9. •        Name and number of dependents, and

 

10. •        Individuals to be contacted in the event of an emergency.

 

An employee’s personnel data should be accurate and current at all times.

 

At AHC the personnel data keep in outlook and employee bulletin, its is employee responsibility to keep these file up to date

 

Inclement Weather/Weather Closings

 

At times, emergencies such as severe weather, fires, or power failures can disrupt company operations. The decision to close the office will be made by the physician in the office for the day.

 

When the decision is made to close the office, employees will receive official notification from their supervisors. AHC Specialty Clinic will not cover any benefits or any pay for absences due to inclement weather. Ex: Snow Day.

 

Time off from scheduled work due to emergency closings will be unpaid for all employees. However, if employees would like to be paid, they are permitted to use paid time off from work if it is available to them.

 

 

Employee Performance Review and Planning Sessions

 

Supervisors will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees every 4 months or as time permits. Supervisors may conduct informal performance reviews and planning sessions more often if they choose.

 

Performance reviews and planning sessions are designed for the supervisor and the employee to discuss his/her current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills. The planning sessions are designed for the employee and his/her supervisor to make and agree on new goals, skills, and areas for improvement.

 

Salary review will be conducted at least once a year in December. AHC Specialty Clinic directly links wage and salary increases with performance. Your performance review and planning sessions will have a direct effect on any changes in your compensation. For this reason among others, it is important to prepare for these reviews carefully, and participate in them fully.

 

New employees will be reviewed at the end of their introductory periods. After the initial review, the employee will be reviewed according to the regular 4-month quarterly evaluation schedule.

 

Outside Employment

 

No outside jobs are permitted for exempt employees. Employees may hold outside jobs in non-related businesses or professions as long as the employee meets the performance standards of their job description with AHC Specialty Clinic. Unless an alternative work schedule has been approved by AHC Specialty Clinic, employees will be subject to the companies scheduling demands, regardless of any existing outside work assignments.

 

AHC Specialty Clinic office space, equipment, and materials are not to be used for outside employment.

 

Corrective Action

 

AHC Specialty Clinic holds each of its employees to certain work rules and standards of conduct. When an employee deviates from these rules and standards, Athens Heart Center expects the employee’s supervisor to take corrective action.

 

Corrective action at AHC Specialty Clinic is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.

 

The usual sequence of corrective actions includes an oral warning, a written warning, probation, and finally termination of employment. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.

 

Though committed to a progressive approach to corrective action, Athens Heart Center considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of company property, being on company property during non-business hours, the use of company equipment and/or company vehicles without prior authorization by Executive Staff, untruthfulness about personal work history, skills, or training, divulging company business practices, and misrepresentations of Athens Heart Center to a customer, a prospective customer, the general public, or an employee.

 

 

Safety

 

AHC Specialty Clinic provides information to employees about workplace safety and health issues through regular internal communication such as:

 

▪ ♣         OSHA Training

▪ ♣         Hazmat training

▪ ♣         Radiation safety as needed for job

▪ ♣         AHC employee Bulletin board postings

 

It is expected that all employees will read employee bulletin Board on daily basis. Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their supervisor. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment.

 

In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their supervisor.

 

Health- Related Issues

 

Employees, who become aware of any health-related issue, including pregnancy, should notify their supervisor of health status. This policy has been instituted strictly to protect the employee.

 

A written “permission to work” from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.

 

A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor.

 

 

.  

Building Security

 

All employees who are issued keys to the office are responsible for their safekeeping. These employees will sign a Building Key Disbursement form upon receiving the key. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, thermostats are set on appropriate evening and/or weekend setting, and all appliances and lights are turned off with exception of the lights normally left on for security purposes. .

 

Insurance of Personal Effects

 

All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. Athens Heart Center assumes no risk for any loss or damage to personal property.

 

Supplies, Obligating the Company, Expenditures

 

Only authorized persons may purchase supplies in the name of Athens Heart Center. No employee whose regular duties do not include purchasing shall incur any expense on behalf of Athens Heart Center or bind Athens Heart Center by any promise or representation without written approval.

Expense Reimbursement

 

Expenses incurred by an employee must have prior approval by a supervisor. An example of such an expense would include mileage, any purchases. The receipt should be given to administration and will be paid promptly. Any mileage incurred driving to and from a satellite office from the main location will be reimbursed by the end of the week as long have you turn in a mileage slip.

 

Parking

 

Employees must park their cars in areas indicated and provided by the company at there on risk and covered by car liability insurance

 

 

Visitors In the Workplace

 

To provide for the safety and security of employees, visitors, and the facilities at Athens Heart Center, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps ensure security, decreases insurance liability, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances.

 

 

Immigration Law Compliance

 

Athens Heart Center employs only United States citizens and those non-U.S. citizens authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986.

 

All immigrant candidates, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with Athens Heart Center within the past three years or if their previous I-9 is no longer retained or valid.

 

SECTION 4

 

STANDARDS OF CONDUCT

 

The work rules and standards of conduct for AHC Specialty Clinic are important, and the Company regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Company’s business. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment.

 

While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment.

• Theft or inappropriate removal or possession of property

• Falsification of timekeeping records

• Working under the influence of alcohol or illegal drugs

• Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the work place

• Fighting or threatening violence in the workplace;

• Boisterous or disruptive activity in the workplace;

• Negligence or improper conduct leading to damage of company-owned or customer-owned property;

• Insubordination or other disrespectful conduct;

• Violation of safety or health rules;

• Smoking in the workplace;

• Sexual or other unlawful or unwelcome harassment.

• Excessive absenteeism or any absence without notice.

• Unauthorized use of telephones, or other company-owned equipment.

• Using company equipment for purposes other than business.

• Unauthorized disclosure of business “secrets” or confidential information;

• Violation of personnel policies; and

• Unsatisfactory performance or conduct.

Attendance/Punctuality

 

The Company expects that every employee will be regular and punctual in attendance. This means being in the office, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the Company.

 

If you are unable to report for work for any reason, notify your supervisor before regular starting time. You are responsible for speaking directly with your supervisor about your absence. It is not acceptable to leave a message on a supervisor’s voice mail, except in extreme emergencies. In the case of leaving a voice-mail message, a follow-up call must be made later that day. Should undue tardiness become apparent, disciplinary action may be required.

 

If there comes a time when you see that you will need to work some hours other than those that make up your usual work week, notify your supervisor at least seven working days in advance. Each request for special work hours will be considered separately, in light of the employee’s needs and the needs of the Company. Such requests may or may not be granted.

 

If you are ill and unable to come to work then we do require that you bring a documented work excuse with you when you return.

Tardiness/Untimely work time of more than 10 minutes for three days is grounds for termination.

 

Absence without notice

 

When you are unable to work owing to illness or an accident, please notify your supervisor. This will allow the Company to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. If you do not report for work and the Company is not notified of your status, it will be assumed after two consecutive days of absence that you have resigned, and you will be removed from the payroll.

 

If you become ill while at work or must leave the office for some other reason before the end of the workday, be sure to inform your supervisor of the situation and check out with the receptionist.

Consecutive unexcused absence of three or more days is grounds for termination.

 

Harassment Including Sexual

 

AHC Specialty Clinic is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.

 

If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.

 

Any supervisor who becomes aware of possible harassment should promptly advise their supervisor, practice manager, Dr’s Agrawal or risk management attorney who will handle the matter in a timely and confidential manner.

 

Public Image

 

Good hygiene practices are essential for the staff of a medical practice for several reasons. First, it is important to us and to our patients that you give a professional appearance to the public. Secondly, you will be working in an environment where you will be exposed to sick patients. Without proper efforts at hygiene, both you and others may be contaminated with patients’ diseases.

 

Frequent hand washing is mandatory, particularly after being in contact with a patient, after using the restroom, before and after eating.

 

Other items of importance in giving a professional appearance are your general grooming habits, including the following:

 

Hair: Hair should be neat and clean. Elaborate hairdos are not appropriate to a business/patient care setting.

Makeup: Makeup should be moderate. Makeup done in a natural manner is acceptable; however, garish colors, long false eyelashes, etc. are not appropriate.

Jewelry: Jewelry should be kept very modest and nothing should be worn to get in the way of patient care.

Fingernails: Fingernails should be clean and neatly trimmed. Polish should not be a bright color or an “attention getter”.

Perfume/Cologne: Perfumes & cologne should be kept to a minimum. Strong odors are often offensive to our co-workers and patients who suffer with allergies.

Tattoo’s: Tattoo’s should not be visible to co-workers or patients at any time.

Body Piercing: Body piercing should not be visible to co-workers or patients at any time.

 

If management occasionally designates "casual days," appropriate guidelines will be provided to you. Casual day are decided by management and will be posted on employee bulletin board. Casual day will consist of T-Shirt and Nice Slacks; denim is acceptable, as long you look professional.

Consult your supervisor if you have any questions about appropriate business attire. All employees will be expected to sign a specific dress code policy

 

Substance Abuse

 

The Company is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of the Company while they are on Company premises or elsewhere on Company business.

The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on Company property is prohibited.

 

Being under the influence of illegal drugs, alcohol, or substances of abuse on Company property is prohibited.

 

So that there is no question about what these rules signify, please note the following definitions:

 

Company property: All Company owned or leased property used by employees.

 

Controlled substance of abuse: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.

 

Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.

 

 

Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.

 

Illegal drug:

a. Any drug or derivative thereof whose use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal or regulated under any federal, state, or local law or regulation.

b. Any drug, including – but not limited to – a prescription drug, used for any reason other than that prescribed by a physician.

c. Inhalants used illegally.

 

Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.

 

Consistent with the rules listed above, any of the following actions constitutes a violation of the Company’s policy on drugs and may subject an employee to disciplinary action, up to and including immediate termination.

 

Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment.

 

Working, reporting to work, conducting Company business or being on Company property while under the influence of an illegal drug or alcohol, or in an impaired condition.

 

After hours during social night and during educational meetings, legally available alcohol beverages are permitted;

 

Tobacco Products

 

The use of tobacco products is not permitted anywhere on the Company’s premises.

 

Internet Use

 

AHC Specialty Clinic employees are allowed use of the Internet and e-mail when necessary to serve our customers and conduct the Company’s business.

 

Employees may use the Internet when appropriate to access information needed to conduct business of the Company. Employees may use e-mail when appropriate for Company business correspondence.

 

Use of the Internet must not disrupt operation of the company computer network. Use of the Internet must not interfere with an employee's productivity. Employees are responsible for using the Internet in a manner that is ethical and lawful.

 

Internet messages are public and not private. AHC Specialty Clinic reserves the right to access and monitor all files and messages on its systems.

 

 

Use of Telephone and Mail Systems

Outgoing personal telephone calls that are essential to your sense of well-being are acceptable to the AHC Specialty Clinic – i.e., calls which ensure you of the welfare and safety of your immediate family members, calls to coordinate daycare, and other necessities.

 

While we recognize the importance of such calls, we ask they be made at times that do not interfere with your work and that they be brief (limited to 3 minutes or less) and are limited to no more than 1 per day. These calls should not become a problem unless they are too long or are too frequent.

 

Incoming calls of a similar nature are also acceptable, provided they are very brief. However, social calls or calls dealing with outside activities are not acceptable. All of these calls should take place during evening hours. We ask that you instruct your friends and relatives not to call you at work. The call center managers will screen all incoming calls. The call center manager will inquire as to who is calling and the nature of the call. If the call is determined to be personal and is regarding a non-urgent nature, the call will not be put through to the employee. A message will be taken and put in the employee mailbox. The employee can return the telephone call during their break. If an exceptional situation arises where an employee may expect more phone calls due to a particular event, they are required to consult with the Practice Administrator.

 

Outgoing calls may be local only; long distance or toll calls may not be made from the office telephones, except in the case of an emergency.

 

Management reserves the right to determine if an employee is abusing telephone privileges for personal purposes. Abuse of telephone privileges is grounds for disciplinary action, up to termination.

 

The use of AHC Specialty Clinic paid postage for personal correspondence is not permitted and is grounds for disciplinary action up to termination. It is permissible for employees to purchase occasional stamps from the Front Desk Managers for use on their personal mail.

 

Personal Mail

 

It is the policy of AHC Specialty Clinic that employee’s personal business is not attended to during working hours or on the premises of AHC Specialty Clinic. Additionally, employees should not have personal mail delivered to the AHC Specialty Clinic mailing address, at any time. This means that no personal mail such as clothing & accessory catalogs, magazines, bills, applications, etc. should be brought on the premises. It is permissible for employees to bring reading materials to be read during their lunch break. However, these materials should always be kept put away and should only appear during the lunch break and should be taken home in the evenings. Any lunchtime reading materials should be “clean” and not be related to lingerie, swimsuits, or have any sexual implications whatsoever.

 Office Mail System

Upon Hire you will be given a professional work email through Gmail, it will be assigned to you for correspondence for office communication only. It will be your responsibility to read emails daily and respond to all emails appropriately. If you do not read your emails and respond appropriately after three warnings and write-ups, it will be grounds for termination.

 

Cell Phones, Beepers, Pagers

AHC Specialty Clinic understands that cell phones are a part of everyone’s lives and are a great tool. However, we feel that cell phones should not interrupt patient care and the business of Athens Heart Center SPC Clinic. In order to achieve these results, we ask that all employees not bring their personal cell phones, beepers or pagers into the office.

 

Company cell phones are available for issue to physicians, mid-level providers and key managers and are exceptions to this policy. Company cell phones are issued to providers for efficient communications related to patient care, call, etc… Company phones are also available for issue to key managers so that they are accessible to Dr. Agrawal, Dr. Uddin, Dr Crump, Dr. Brown and Midlevel's and management at all times. Individuals that accept a company cell phone do so with the understanding that they must be available during off hours, phone messages are responded to promptly and management monthly reviews cell phone usage. AHC Specialty Clinic realizes that this means the phones may be used for personal use and employees are asked to use the phones responsibly. All employees who are in possession of company cell phones are expected to observe AHC Specialty Clinic policy regarding personal calls during work time. Employees are to instruct family members, daycare providers, etc… that they can call the main telephone line of (706) 208-9700 to reach them in an emergency.

 

AHC Specialty Clinic allows use of cell phone by following:

1. The Physician, Mid-Level Providers, and Practice Administrator are except from the above screening; however, they are expected to maintain self-discipline and not abuse telephone privileges.

2. Department Managers

3. Satellite Managers

4. Anybody deemed appropriate by administration.

AHC Specialty Clinic does not allow cell phone usage by any employee not listed above, if you are reported or seen, it will be grounds for termination.

Items that are not allowed in office at anytime!

Gum Chewing

Candy in mouth

Drink or food at your work area, allowed in conference room only.

Negativity or Gossip

Salary or compensation discussion in the office or outside the office.

SECTION 5

 

WAGE AND SALARY POLICIES

 

 

Wage and Salary Increases

 

Each employee’s hourly wage or annual salary will be reviewed at least once each year in December. Any increases will take effect in the following year starting in January. Such reviews may be conducted more frequently for a newly created position, or based on a recent promotion.

 

Increases will be determined on the basis of individual performance and dependent upon company financial performance. The individual performance will be measured by your quarterly evaluations.

 

Although the Company’s salary ranges and hourly wage schedules will be adjusted on an ongoing basis, Athens Heart Center does not grant “cost of living” increases. Performance is the key to wage increases in the Company.

 

Timekeeping

 

Accurately recording time worked is the responsibility of every non-exempt employee. Time worked is the time actually spent on a job(s) performing assigned duties. Athens Heart Center does not pay for extended breaks or time spent on personal matters.

 

The time clock is a legal instrument. Altering, falsifying, tampering with time records, or recording time on another team member’s time record will result in disciplinary action, including termination of employment.

 

Authorized personnel will review time records each week. His/her supervisor or appropriate person must approve any changes to an employee’s time record. Questions regarding the timekeeping system or time cards should be directed to the [appropriate person].

Overtime

 

AHC Specialty Clinic is open for business 60 hours per week. Overtime compensation is paid to non-exempt employees in accordance with federal and state wage and hour restrictions. Overtime is payable for all hours worked over [40] per week at a rate of one and one-half times the non-exempt employee's regular hourly rate. Time off on personal time, holidays, or any leave of absence will not be considered hours worked when calculating overtime. In addition, time off from work time does not constitute hours worked.

 

All overtime work performed by an hourly employee must receive the supervisor’s prior authorization. Overtime worked without prior authorization from the supervisor may result in disciplinary action. The supervisor’s signature on a timesheet authorizes pay for overtime hours worked.

 

Paydays

 

All employees are paid monthly on the 4th day of the month. If payday occurs on a non-business day or holiday then paychecks will be distributed the following business day.

 

If a regular payday falls during an employee’s time off from work, the employee’s paycheck will be available upon his/her return from time off from work.

 

If the employee is not at work when paychecks are distributed and does not receive the paycheck, the paycheck will be kept at the reception desk through the rest of the payday. If an employee is unable to pick up his or her check on payday, he or she will need to see the company bookkeeper or Human Resources Representative.

 

Paychecks will not, under any circumstances, be given to any person other than the employee without written authorization.

 

 

SECTION 6

 

 

BENEFITS AND SERVICES

 

AHC Specialty Clinic offers a benefits program for its regular full-time employee only. However, the existence of these programs does not signify that an employee will necessarily be employed for the required time necessary to qualify for the benefits included in and administered through these programs.

 

Emergency Leave

 

Upon request to the Practice Administrator, all full-time employees will be granted emergency leave from work (not to exceed three (3) working days) for death in the immediate family. Immediate family is defined as father; mother, brother, sister, husband, wife, or child. Other types of emergency conditions will be considered on an individual basis. The employee may use accumulated paid time off or take these days off without pay.

 

 

Health, Dental, Life, Short Term Disability (STD) and Long Term Disability (LTD) Insurance Coverage

 

All eligible full-time and part-time employees who elect coverage will be awarded a set amount by the company per month and for which will be applied to the cost of their insurance premium. Eligibility begins after the 60th day of employment. The effective date of coverage will be the first of the month after completion of 60 days. The AHC Specialty Clinic benefit plan includes group health, dental, life and STD/LTD benefits. Family coverage is available for health and dental coverage. The cost of premiums that exceed the set amount awarded by the company will be deducted from the employee’s paycheck accordingly.

 

For a more detailed explanation of your rights and coverage, refer to your New Hire Packet or discuss this with the Insurance Broker representing AHC Specialty Clinic Benefits, type of plan offered and amounts contributed/paid by AHC Specialty Clinic subject to change with reasonable notice.

 

Retirement Plan

A 401K retirement plan is available at the employee’s discretion. Eligibility begins after the one year of employment during open enrollment. Open enrollment is biannual, in January and July. The employee may contribute a percentage of their gross salary to their 401k and the company will match the employees elected amount up to 4% of their gross salary.

This Benefit does not apply to officers, please see office administrator.

Flexible Spending Account (FSA)

FSA is no longer available at AHC SPC Clinics.

  

Holidays

 

Full-time employees are entitled to the following holidays with pay after 90 days.

 

New Years Day Labor Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

 

If a recognized holiday falls on a Saturday, it will be observed on the Friday before the Holiday. If a recognized holiday falls on a Sunday, it will be observed on the following Monday. Paid time off for holidays will not be counted as hours worked for the purposes of determining overtime.

 

AHC Specialty Clinic is open on Christmas Eve, New Years Eve, the Friday after Thanksgiving.

 

If an employee receives paid time off for a recognized holiday and resigns or is terminated prior to six months of continuous employment, the holiday paid time off for which the employee was paid will be deducted from the employee’s final paycheck.

 

Part-time employees will receive no holiday pay or benefits

Unauthorized absence on the business day either before or after a holiday will cancel pay for that holiday.

 

Employees on leave of absence during a holiday will not be granted holiday pay.

 

Pregnancy and Maternity Leave

 

Pregnancy leave of absence will be granted upon written request of your physician, and only for the period of time required. The employee may use accumulated paid time off during this leave of absence or take the time off without pay.

 

Maternity leave of absence will be granted upon request by the employee for the birth of their child. The employee may be the mother or the father of the child. The employee may use accumulated paid time off during this leave of absence or take the time off without pay. Employee will continue to accrue PTO, as normal, during a pregnancy or maternity leave of absence that may be used upon return to work. However, if the employee does not return to work after a pregnancy or maternity leave of absence, all PTO accrued during the leave of absence will be forfeited. If extenuating circumstances occur, management will review the individual situation and reserves the right to modify the application of this policy.

 

 

Family and Medical Leave Act

 Please see plan administrator

 

Personal Medical Care

 

Minor illnesses of or injuries to employees may be treated in this office at a reduced rate of 50% to the employee. However, we prefer that you have your own physician for your personal medical care.

 

We feel that your having another physician will provide you with the most impartial and objective treatment in cases of illness, outside the bounds of the employer/employee relationship. We will be happy to provide you with suggestions or recommendations for the selection of a physician if you do not already have one.

 

If you are being treated by one of our physicians and labs are ordered, we will file the lab charges to your insurance carrier just as we would file other charges. However, if you are in need of lab work that is ordered by another physician, we feel that if you would like to have your labs drawn in the practice, AHC would be glad to assist with your labs and send them to the lab of your choice. If the blood is drawn then employee must pay the fees charged by the lab company to AHC Specialty Clinic.

 

 

 

 

Paid Time Off

 

Paid Time Off is earned on an incremental basis beginning when the employee becomes an Athens Heart Center full time employee. (Full time being defined as 32+ hours) After that, paid time off can be used as it accrues in 8-hour increments. Salaried employees who have signed a contract with AHC Specialty Clinic may be excluded from this waiting period. Please refer to your individual contract for clarification.

 

Paid Time Off must receive approval of the Office Scheduler or Practice Administrator at least forty-eight (48) hours prior to the time requested. Paid Time Off requested by an employee will also be scheduled at the convenience of the AHC Specialty Clinic on a first-come, first-serve basis.

 

Paid Time Off (PTO) is accrued on the following basis:

 

Year 1 and 2 = (2 weeks) 80 hours per year accrued rate of 0.038 hr/per hr worked

Years 3, 4, 5, 6, 7, 8, 9 = (3 weeks) 120 hours per year accrued rate of 0.057 hr/per hr worked

Year 10 and beyond = (4 weeks) 160 hours per year accrued rate of 0.078 hr/per hr worked

 

The ceiling of PTO is 4 weeks. The maximum consecutive weeks allowed off are 2 weeks.

 

Paid time off from work time of regular [part-time] employees will be earned on a fractional basis. Fractional time off from workweeks will correspond to the average number of hours worked during the preceding year.

 

Accrued paid time off may not be carried over from one (1) anniversary year to another. However, during the months of November and December, any unused paid time off may be turned back into AHC Specialty Clinic and the employee will be paid earnings for 50% of the paid time off. Paid time off cannot be used towards the accumulation of overtime for any workweek.

 

It is the policy of AHC Specialty Clinic that accrued paid time off may not be used after the employee has turned in a notice of resignation or the Employer has given a notice of termination.

Worker’s Compensation

 

The AHC Specialty Clinic provides for Worker’s Compensation coverage for their employees.

 

Any accident or injury sustained while working should be reported immediately to the Practice Administrator. If these incident reports are not made within the specified time limits, coverage may not be provided.

 

 

 

Cobra Benefits

 

The Federal Consolidated Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the AHC Specialty Clinic’s health plan when a “qualifying event” would normally result in the loss of eligibility.

 

Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or leave of absence, divorce or legal separation and a dependent child no longer meeting eligibility requirements.

 

Under COBRA, the employee or beneficiary pays the full cost of coverage at AHC Specialty Clinic’s group rates plus an administration fee. AHC Specialty Clinic provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under AHC Specialty Clinic’s health insurance plan. The notice contains important information about the employee's rights and obligations.

 

Social Security/Medicare

 

AHC Specialty Clinic withholds income tax from all employees' earnings and participates in FICA (Social Security) and Medicare withholding and matching programs as required by law.

 

  

Record Keeping

 

The Administration maintains time off from workdays accrued and used. Each employee is responsible for verifying his/her pay stub to make sure the correct amount of hours appear.

 

Jury Duty/Military Leave

 

Employees will be granted time off to serve on a jury or military leave without pay. However, all regular employees both full-time and part-time will be kept on the active payroll until their civic duties have been completed. A copy of the jury duty summons and all other associated paperwork are required for the personnel file.

 

Educational Assistance

 

AHC Specialty Clinic recognizes that the skills and knowledge of its employees are critical to the success of the Company. AHC Specialty Clinic encourages educational assistance programs to encourage personal development, improve job-related skills and enhance an employee’s ability to compete for reasonably attainable jobs in the Company.

 

Training and Professional Development

 

AHC Specialty Clinic recognizes the value of professional development and personal growth for employees. Therefore, Athens Heart Center encourages its employees who are interested in continuing education and job specific training to research these further and get approval before signing up for the seminars or courses.

 

Discipline

 

The purpose of this policy is to state AHC Specialty Clinic position on administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The best disciplinary policy is one that does not need to be enforced.

 

AHC Specialty Clinic’s own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform and impartial. The major purpose of any disciplinary action is to correct the problem, prevent recurrence and prepare the employee for satisfactory service in the future.

 

Disciplinary action may be justified as a result of the following: Recommendation of the Creed Adherence Committee or management independently recognizes a problem that needs attention.

 

Disciplinary action may call for any one of the following four steps:

 

Verbal Warning

 

This is provided to an employee who is in violation of a policy or the AHC Specialty Clinic creed. It is informal and intended to find out what the practice can do to help improve the situation, and to determine in specific terms what the employee goals are to avoid a recurrence. Verbal warnings will be documented and placed in the employee’s personnel record.

 

Written Warning

 

Written warnings are provided to an employee who violates the same policy or the AHC Specialty Clinic creed more than once within six (6) months. Written warnings are documented and the employee is required to acknowledge the warning by signing the documentation form. Written warnings are placed in the employee’s personnel file.

 

Probation

 

Employees are placed on probation if they violate a policy or the AHC Specialty Clinic creed while they have a written warning on file for violation of the same policy. Placement on probation is considered a serious situation and the employee will receive counseling to determine a proper course of action for the employee and the Practice.

 

The length of the probationary status will range from one (1) to three (3) months and be determined by the Practice Administrator. During any probationary period, employees are not eligible for a salary review or adjustment.

 

 

Termination

 

AHC Specialty Clinic recognizes that there are certain types of employee problems that are serious enough to justify termination of employment. Termination may result from repeated violation of Practice policies or immediately, without going through the disciplinary steps as described above.

 

Sometimes, through no specific fault of anyone, the employee/employer relationship just doesn’t work out. It just doesn’t “fit”. The employee is a good person with good skills; however, the employee’s philosophy and approach doesn’t match with the goals and philosophy of AHC Specialty Clinic. In those situations, the employee may be terminated. This termination is permitted because, the State of Georgia is a “work at will” state which means that an employee or the employer may terminate a working relationship at any time and for any reason, other than harassment or discrimination.

 

Should termination become necessary, management will make every effort to give its employees adequate notice, except in unusual cases. At the sole discretion of AHC Specialty Clinic the employee may not be given a prior notice of termination based on the specific details of each situation.

 

Certain situations will be considered to be grounds for immediate termination and with cause. Employees that require immediate termination do not quality for notice of termination and will not be allowed to work a notice nor will they be paid for a notice period. These are:

( Intoxication on the grounds of AHC Specialty Clinic at any time.

( Theft of patient or practice funds

( Felony conviction

( Drug addiction

• Significant incompetence that affects patient care and the business of AHC Specialty Clinic

( Continuing rudeness and exhibition of an “attitude” directed at patients or coworkers.

( Insubordination

( Excessive absenteeism or tardiness

( Falsifying time records

( Disclosure of patient confidentiality, written or verbal

( Discussion of salary with other staff members

( Any discourtesy or abusive treatment to patients, relatives of patients or any visitor to the Practice

( Any act which is materially harmful to the Practice or its patients

( Falsification of patient medical or billing records, insurance claims, employee records or time card

( Forgery of documents

( Disclosure of confidential information regarding a patient, the Practice, the physicians or the employees of the Practice.

( Embezzlement of practice funds, equipment, or supplies

 

Under the Georgia “State Continuation” regulation, an employee is entitled to continue their health & dental insurance coverage for a period of up to three (3) months upon the termination of employment, assuming they have been continuously employed for a period of two (2) months. The employee is; however, responsible for payment of the insurance premium. The terminated or resigning employee will be provided with a Georgia State Continuation Election Form. If the employee elects to continue the coverage, the Election Form must be completed and the premium paid to AHC Specialty Clinic per the guidelines outlined on the form.

If an employee/physician resigns from the company at anytime, it is our policy they are not eligible for re-hire in the future.

 

SECTION 7

 

 

EMPLOYEE COMMUNICATIONS

 

Quarterly staff meetings will be held every 4 months. These informative meetings allow employees to be informed on recent company activities, changes in the workplace and employee recognition.

 

BULLETIN BOARDS

 

Bulletin boards placed in employee portal provide employees access to important posted information and announcements. The employee is responsible for reading necessary information posted on the bulletin boards.

 

SUGGESTION BOX

 

AHC Specialty Clinic has an electronic suggestion box and a bulletin board. AHC Specialty Clinic encourages employees who have suggestions that they do not want to offer orally or in person to submit electronically. If this is done anonymously, every care will be taken to preserve the employee’s privacy. A member of the Executive Staff checks the box on a regular basis.

 

PROCEDURE FOR HANDLING COMPLAINTS

 

Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate supervisor. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem, AHC Specialty Clinic encourages employees to contact the detail this portion department manager, practice manager, Dr Agrawal. You may contact Tom Rogers for risks management complaints 706-354-4000.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EMPLOYEE ACKNOWLEDGMENT

 

 

I, ___________________________________________, certify that I have read and understand the Personnel Policy Manual for AHC Specialty Clinic dated ___________________.

 

I further understand that adherence to the policies stated herein is a condition of my employment. I also understand acceptance of these policies in no way constitutes a contract of employment, expressed or implied, and that employment is at-will for no specific period of time, and may be terminated at any time by AHC Specialty Clinic with or without cause.

 

No representative of AHC Specialty Clinic has the authority to enter into an employment contract for any specified period of time or to make any agreement contrary to the foregoing unless approved in writing by the Owner/Physician or Practice Administrator. AHC Specialty Clinic reserves the right to terminate any and all policies, procedures and benefits, in whole or in part, with or without notice at any time.

 

 

____________________________________

Employee Signature

 

 

 

____________________________________

Date

 

 

 

After reading the Personnel Policy Manual and asking any questions, please sign the above form and return to the Practice Administrator. This form must be returned within three (3) days.

 

 

 

POLICY FOR USE OF INTERNET AND EMAIL

 

 

AHC Specialty Clinic provides Internet access and e-mail capabilities to all employees for the sole purpose of performing job-related tasks. Personal use of the Internet and/or e-mail provided by AHC Specialty Clinic is prohibited. Employees or any person on the premises of AHC Specialty Clinic is expected to refrain from accessing games, pornography or any material that may be deemed inappropriate by the management of AHC Specialty Clinic. Furthermore, employees are expected to refrain from sending e-mails to any person or institution that state or contain any racially directed, sexually suggestive, provocative, harassing or offensive statements. Any employee receiving e-mails from any source that state or contain any racially directed, sexually suggestive, provocative, harassing or offensive statements should immediately report this information to the management of AHC Specialty Clinic

 

Information, data, files, etc. should not be downloaded without knowing the source and the subject matter and having a confidence that the material will be virus free. If you are unsure, DO NOT download and then speak with the management of AHC Specialty Clinic.

 

Any employee that violates any portion of the above stated policy is subject to immediate termination. Furthermore; any employee that allows other unauthorized person(s) to access any AHC Specialty Clinic computer to use the Internet and/or e-mail, is subject to immediate termination.

 

 

Management of AHC Specialty Clinic

 

 

I, _________________________ have read the above policy. I understand the contents of this policy and agree to abide by it.

 

 

 

________________________________ ______________________

Employee Signature Date

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