Dear Employee, - CHSLI
Dear Employee,
Welcome to our healthcare ministry here at St. Catherine of Siena Medical Center. You are joining a group of dedicated professionals committed to caring and responding to the needs of those we serve. All of our policies have one major goal - to ensure that our employees provide the best possible care to our patients and residents.
Your job is integral to the operation and growth of our ministry. Each of you is a vital part in the cooperative effort of caring for our patients and residents. We take pride in the accomplishments of the individual staff members of the Center. It is the dedication of each employee that will ensure our continued growth.
This handbook has been designed to help you learn more about St. Catherine of Siena Medical Center and to answer questions that you may have about your job, benefits, etc. It will acquaint you with major rights and responsibilities you will have as an employee of the Medical Center. Since this Handbook was prepared as a general guide, it does not list every regulation or present information in great detail; nor does it contain an entire restatement of all the terms and provisions of your employment. If you have additional questions or would like more information on a particular subject, your supervisor, department head, or the Human Resources Department will gladly furnish you with the information.
This handbook is for your personal retention. It is designed to enable you to become better informed about us and the policies that affect your employment environment. We suggest that you keep it where it can easily be obtained for reference.
As a reminder, this handbook is only intended to provide a summary of our policies and benefits. It is not intended to create a contract of employment. In fact, the provisions of this Handbook and the policies contained herein may be modified, substituted or deleted at any time.
It is our hope that your job with us will be a source of learning, growth and professionalism. We look forward to a long, productive and amicable association.
Sincerely,
James O’Connor
James O’Connor
Executive Vice President/Chief Administrative Officer
TABLE OF CONTENTS
MISSION STATEMENT 5
YOUR EMPLOYMENT 6
Equal Employment Opportunity 7
Introductory Period 7
Orientation Program 7
Performance Evaluations 8
Available Positions 8
Promotions 8
Open Door Policy 8
Sexual Harassment 9
Rules of Conduct 9-11
Inspection of Personnel Files 12
Breaks and Meal Times 12
Right to Know 12
Possession of Dangerous Weapons 13
Elections 13
TYPES OF EMPLOYEES 14-15
POLICIES AND PROCEDURES 16
Identification Badges 17
Attire & Appearance 17
Attendance, Punctuality, and Dependability 18
Telephone Use 18
No Solicitation Policy 18
Use of Bulletin Board and E-Mail 19
Smoke-Free Workplace 19
Confidential Information 19
Drug-Free Workplace 20
Conflict of Interest 20
Request for Reference 20
Employment of Relatives 20
Fire and Safety 21
Pastoral Care 21
Exit Interviews 21
COMPENSATION 22
Hours of Work 23
Payment of Salary 23
Direct Deposit 23
Termination Pay 23
BENEFITS 24
Medical Benefits 25
Tuition Assistance 25
Retirement Benefits 25
PAID TIME OFF 26
Vacation Time 27
Holidays 27-28
Personal Days 28
Jury Duty 28
Paid Sick Leave 28
Marriage Days 29
Bereavement Days 29
LEAVES OF ABSENCES 30
Family & Medical Leave Act of 1993 (FMLA) 31
Disability Leave of Absence 32
Personal Leave of Absence 32-33
Military Leave 33
EMPLOYEE HEALTH 34
Employee Health Service 35
Pre-Employment Physical Evaluation 35
Annual Assessment 36
Influenza Immunization 36
Accident/Incidents/Injuries 36-37
Sick While on Duty 37
Health Clearance 37
TERMINATION 38
Resignation 39
Retirement 39
Dismissal 39-40
Layoffs 40
LET US KNOW 41
RECEIPT OF EMPLOYEE HANDBOOK 42
MISSION STATEMENT
St. Catherine of Siena Medical Center is a member of Catholic Health Services of Long Island sponsored by the Diocese of Rockville Centre.
We, at Catholic Health Services, humbly join together to bring Christ’s healing mission and the mission of mercy of the Catholic Church expressed in Catholic health care to our communities.
Our vision statement and I-CARE values support our mission.
Vision: To be the preferred health care system on Long Island for patients, doctors and staff.
Our Core Values, I-CARE: Integrity, Compassion, Accountability, Respect & Excellence
Integrity: We are who we say we are and act in accordance with the splendor of truth of our Catholic moral teaching and our Catholic values.
Compassion: We have compassion for our patients, see the suffering Christ in them, strive to alleviate suffering and serve the spiritual, physical and emotional needs of our patients.
Accountability: We take responsibility for our actions and their consequences.
Respect: We honor the sanctity of life at every stage of life and the dignity of every person, and incorporate all the principles of Catholic social teaching in our relationships and advocacy.
Excellence: We seek the glory of God in the compassionate service of our patients, and we strive to do the best that can be done, whatever our role.
YOUR EMPLOYMENT
EQUAL EMPLOYMENT OPPORTUNITY
St. Catherine of Siena Medical Center is an equal opportunity employer and adheres to all federal, state, and local laws governing non-discrimination on the basis of race, color, marital status, religion, age, national origin, sex, disability, or any other personal characteristic protected by law. These factors are not considered in hiring, placement, salary, training, transfer, promotion, termination, or in any other personnel action at our Center. Your employment has been based solely on your qualifications and ability to perform the essential functions of the job.
It is the expectation of St. Catherine of Siena Medical Center that each employee will apply the policies and procedures of the Center to all patients, residents, and/or employees. This includes effectively working with all patients and hospital personnel without regard to race, color, religion, age, national origin, veteran’s status, citizenship, disability, sex, or sexual preference.
It is the obligation of every employee of St. Catherine of Siena Medical Center to comply with the policy in both practice and spirit.
INTRODUCTORY PERIOD
All employees are afforded a period of time in which to familiarize themselves with the requirements of their job. This period, known as the introductory period, allows time for you to adjust to your new position and environment and for St. Catherine’s to evaluate your potential and performance as an employee. The introductory period for full-time non-union workers is 90 days. The introductory period for full-time exempt salaried employees and part-time non-exempt employees may be up to six months. The time period for union members is defined in their specific contract. At the end of the introductory period the employee will be evaluated by their supervisor. Per Diem employees are evaluated on an ongoing basis.
ORIENTATION PROGRAM
St. Catherine of Siena Medical Center endeavors to provide all new employees with a comprehensive orientation program to assist them in fulfilling their job duties. The orientation program is conducted in two phases: the General Orientation and the Department Orientation.
The General Orientation will provide the new employee with an overview of the Center’s history, philosophy, goals, and mission as well as general information about the various departments of the Center.
The Department Orientation aims to provide assistance and guidance to the new employee regarding the specific departmental requirements and the job itself.
PERFORMANCE EVALUATIONS
Employees of the Medical Center are evaluated on an ongoing basis and receive a formal Performance Evaluation/Competency Assessment annually. Performance Evaluations are job specific and enable managers, in conjunction with the staff member, to assess key job responsibilities and standards; address outcomes on special projects and assignments; assess competency (hospital wide and job specific, including age specific competencies, where applicable); and specify development plans that will enable employees to improve performance and further their individual goals. The basis for the evaluation is your job description, performance standards, and other assigned duties.
AVAILABLE POSITIONS
It is the policy of St. Catherine of Siena Medical Center to post open positions on general hospital bulletin boards. Inter-unit transfers are position changes from one department to another. You are eligible for an inter-unit transfer after having satisfactorily completing your introductory probationary period of employment and having been in your current position for at least six months. (For promotional positions, see below.)
All employees must have a clear record (no constructive discipline notices) including good attendance practice for six months prior to the application for transfer.
PROMOTIONS
St. Catherine of Siena Medical Center is committed to helping employees attain self-fulfillment and work satisfaction. It is our policy, whenever possible, to fill vacancies by promoting qualified employees from within the Medical Center.
Promotional opportunities may be applied for at any time provided the employee has completed the introductory probationary period.
OPEN DOOR POLICY
Employees are encouraged to openly discuss with their supervisor any problems, issues, concerns or recommendations they have regarding their employment. If a supervisor cannot be of assistance you are encouraged to address your issues to a member of the Human Resources Department or higher levels of management. For those who are unable to come in person, you may call the Director of Human Resources at (631)-862-3025
St. Catherine of Siena Medical Center expects its management to be both fair and understanding when dealing with employee concerns.
SEXUAL HARASSMENT/HARASSMENT
St. Catherine of Siena Medical Center prohibits harassment in the work-place. Inappropriate or unwelcome conduct of a sexual nature by employees, supervisors, patients, residents, visitors, vendors or any other person will not be tolerated on Medical Center property or at Center-sponsored functions.
Although it is difficult to provide an all-inclusive definition of what sexual harassment is, some examples are: unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature which create an unprofessional, intimidating, hostile or offensive work environment or unreasonably interferes with one’s job performance.
All employees will be held accountable for not complying with the Center’s policy against sexual harassment. Anyone who feels that he or she has been subjected to sexual harassment or has witnessed possible sexual harassment should promptly report such conduct to his or her direct supervisor, a Department Head or to the Director of Human Resources.
Every report of actual or perceived sexual harassment/harassment will be promptly and thoroughly investigated. If substantiated, corrective action will be taken up to and including termination. All investigations of alleged sexual harassment/harassment will be conducted as discreetly as possible. Confidentiality will be maintained consistent with the need to thoroughly investigate the problem.
Any party, who complains of or is accused of sexual harassment/harassment and is dissatisfied with the outcome of the investigation or subsequent action taken, may file a complaint under the Center’s Sexual Harassment/Harassment Policy.
No employee will suffer retaliation or intimidation as a result of reporting sexual harassment. However, any employee who lodges a malicious or false claim of sexual harassment will be disciplined up to and including termination.
RULES OF CONDUCT
St. Catherine of Siena Medical Center requires that all employees meet certain standards of work performance as defined in an employee’s job description and performance evaluation. Work performance encompasses many factors, including attendance, punctuality, personal conduct, job proficiency, and general compliance with the policies and procedures of the Medical Center.
If an employee does not meet these standards, St. Catherine of Siena Medical Center has established performance management procedures which utilize progressive discipline as a means of addressing and documenting problems. The ultimate goal of this procedure is to provide the employee with a reasonable time period to correct the problem and improve work performance thus, becoming a more productive and effective employee. The process is designed to encourage development by providing employees with guidance in areas that need improvement such as poor work performance, attendance problems, personal conduct, general compliance with St. Catherine’s policies and procedures, and/or other disciplinary problems.
The following are examples of violations relating to performance of duties, personal conduct, and violation of St. Catherine of Siena regulations for which disciplinary action, including immediate termination might be taken. This list is not intended to be all-inclusive.
PERFORMANCE OF DUTIES
a. Carelessness or negligence jeopardizing persons or property.
b. Extension of lunch or rest periods.
c. Incompetence in performance of duties.
d. Insubordination (refusal to perform assignments).
e. Loss of facility property through negligence or willful destruction.
f. Negligence in performance of duties or deviation from acceptable work standards and/or practices.
g. Poor attendance practices:
- excessive absenteeism (not related to Family Leave Act)
- excessive lateness
- patterned absence--absence from duty before or after scheduled day off, holiday, etc.
h. Refusal to work overtime--(employees are expected to comply with a request to
work overtime in any emergency situation or if sufficient notice has been given).
i. Unauthorized absence:
- failure to report to work as scheduled
- failure to call to notify supervisor
- leaving assigned area without permission
- job abandonment
j. Willful interference with the operations of the facility.
PERSONAL CONDUCT
a. Drinking or possessing alcoholic beverages or taking controlled substances while on duty.
b. Eating in unauthorized places.
c. Fighting or creating a disturbance (regardless of provocation).
d. Gambling or soliciting for gambling purposes on facility premises.
e. Housekeeping violations--employees are expected to refrain from any activity resulting in lack of cleanliness. Personal neatness must be observed in lockers, lounges and working areas.
f. Incomplete or inappropriate uniform including failure to wear safety equipment (if provided).
g. Improper attire or untidy appearance (not adhering to dress code).
h. Insubordination--disrespectful, insulting or abusive acts or language towards any Supervisor or person in authority.
i. Misuse of facility funds.
j. Oral abuse of patients, residents, physicians, volunteers, students, visitors or employees including threatening, harassing or intimidating.
k. Physical abuse of patients, residents, physicians, volunteers, students, visitors or other employees.
l. Poor attitude and behavior.
m. Possession of firearms or other dangerous/lethal weapons on facility premises or while driving a St. Catherine of Siena Medical Center vehicle.
n. Sleeping on duty.
o. Smoking in prohibited or unauthorized areas.
p. Solicitation
- accepting money/goods for services
- distributing printed material without permission
- selling goods without permission from the Administrator's office
q. Unfit for duty--intoxicated or under influence of non-prescribed medication.
r. Use, possession or sale of any illegal substance on facility premises.
s. Violation of safety practices.
t. Parking in restricted areas, i.e., handicapped parking, physician’s lot.
u. Use of personal cell phone during working hours (except in case of emergency)
VIOLATION OF ST. CATHERINE OF SIENA MEDICAL CENTER REGULATIONS
a. Discriminatory or racial remarks or actions.
b. Failure to follow established St. Catherine of Siena Medical Center policies and procedures.
c. Failure to possess appropriate credentials; licenses; certifications etc.
d. Failure to report an on-the-job accident to Supervisor or other authorized person immediately and to complete an Incident Report.
e. Failure to wear employee Identification Card/Badge.
f. Falsification of employment application.
g. Falsifying time records.
h. Fraudulent claim of sick leave including submission of false physician's note.
i. Posting or removing notices/signs without permission.
j. Sexual harassment--unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature.
k. Theft of any article--actual or attempted.
l. Unauthorized altering of patients’ or resident records.
m. Unauthorized statements to the press.
n. Unauthorized use of facility property.
o. Violation of confidentiality--improper disclosure of confidential information.
p. Use of facility telephones for personal use.
INSPECTION OF PERSONNEL FILES
All employees have a personnel record on file in the Human Resources Department. This file includes such items as pre and post employment applications, annual evaluations, wages, salary/status changes, and disciplinary actions. As an employee of St. Catherine of Siena Medical Center, you have the right to inspect your personnel file. However, there are some guidelines you must follow:
• you must make a request in writing to a representative of the Human Resources Department to inspect your file;
• files must stay in Human Resources;
• a Human Resources representative must be present during your personnel file review;
documents cannot be removed from the personnel file;
• you may hand copy or photocopy evaluations, counselings and benefit assignment sheets;
• if you wish to comment on the contents of the file, you may submit a written statement which will be attached to the appropriate portion of your record.
BREAKS AND MEAL TIMES
All full-time and part-time employees working a full workday of 7½ hours are entitled to a thirty (30) minute non-paid meal period. In addition to a meal period all full time employees may have two (2) fifteen (15) minute break periods. Breaks are at the convenience of the department and may be pre-scheduled. Employees may not leave the work premises during non-meal break periods. Break time may not be attached before or after the beginning of a shift nor may they be taken in conjunction with the meal period. Part-time employees who work less than the regular 7½ hours a day, but at least 4 hours or more a day extending over the noonday or dinner period, will be entitled to one (1) 20-minute break period.
RIGHT TO KNOW
St. Catherine of Siena Medical Center complies with the OSHA standard on chemical safety and the N.Y.S. Toxic Substance Law by providing educational programs and training for new employees during General Orientation, and current employees on a yearly basis. Employees are required to view all material, visual and written, and acknowledge that they have done so in accordance with the current policy and their specific facility.
POSSESSION OF DANGEROUS WEAPONS
No employee is allowed to be in possession of firearms such as handguns, shotguns, rifles, or other dangerous weapons or facsimiles while on St. Catherine of Siena Medical Center property or while driving St. Catherine of Siena owned vehicles. Employees found to be in possession of such weapons will be suspended immediately pending full investigation and may be terminated for violation of this policy. Employees who use weapons or facsimiles in a hostile, threatening, or aggressive manner while on St. Catherine of Siena Medical Center property will be terminated. Employees possessing knowledge of another employee’s possession of a dangerous weapon or facsimile while on St. Catherine of Siena Medical Center property are required to report this information to a supervisor immediately.
ELECTIONS
New York State polling hours provides ample time for employees to vote. However, should a condition arise which would impede an employee from fulfilling his civic duty, St. Catherine of Siena Medical Center will provide time during the work shift for the employee to vote.
TYPES OF EMPLOYEES
All employees fall into one of the following categories:
Regular Employees hired into budgeted positions.
Temporary Employees hired into budgeted positions for a specific and defined period to replace an employee on leave, to work on an emergency project, or provide relief coverage during peak times.
Full-Time Employees who work the total number of hours required to make a complete
work week.
Part-Time Employees who work less than the total number of hours required to make a
complete work week.
Per-Diem Employees who work less than one-fifth of the full-time work week on an
intermittent basis. Per Diem employees do not receive any benefits, i.e.,
accrued time, medical/dental/vision coverage, etc.
Exempt Employees paid on a salaried basis who are not eligible for overtime.
Non-Exempt Employees paid on an hourly rate who are eligible for overtime.
Individuals in government-sponsored programs assigned to St. Catherine of Siena Medical Center are not considered to be part of the regular payroll. However, they must be at least 14 years of age and present authorized working papers in order to function/participate in any Medical Center activity.
In order to be eligible for employment, minors must be at least 17 years of age and present authorized working papers.
All employees will be required to show proof of identity and authorization to work in the United States in compliance with the Immigration Reform and Control Act of 1986. In order to do this, employees will need to complete an I-9 form and present either a passport or two valid forms of identification. Employees unable to do so will be terminated.
POLICIES AND PROCEDURES
IDENTIFICATION BADGES
All employees of St. Catherine Medical Center are required to wear an identification badge which clearly shows their name, occupation, and department. These badges are issued to employees upon employment and must be worn at all times while on the campus in compliance with Department of Health regulations.
Non-employees will be provided with a badge indicating that they are not employees of the Medical Center.
Should you lose your badge, please contact the Human Resources Department for a replacement.
ATTIRE AND APPEARANCE
As an employee of St. Catherine of Siena Medical Center, you are our personal representative. Your appearance, hygiene, behavior, and attitude reflect upon us. The nature of your job requires cleanliness, neatness, and good health. In all cases, St. Catherine of Siena Medical Center reserves the right to determine the appropriateness of dress.
All beards, sideburns, and moustaches must be neat, clean, and well trimmed. If you are working in a patient care area and have shoulder length or longer hair, you must tie your hair back. Employees in patient care areas must not have long fingernails and/or artificial fingernails as this poses a safety hazard. Specific regulations regarding these items are covered by individual departmental policies as well as the Human Resources Policy and Procedure Manual and the Infection Control Manual.
You should wear shoes conducive to a quiet and safe hospital environment. Shoes with cleats will not be allowed. The wearing of hats indoors is prohibited.
You may wear your uniform to and from work with the exception of scrub uniforms. Under no circumstance are scrub uniforms to be worn outside the Medical Center or to be taken home. Disciplinary action will be taken against any employee who violates this rule.
Whether you wear a uniform or street attire, you are expected to be neat, well groomed, and presentable at all times. Employees must conform to professional business standards of dress. Jewelry must not pose a safety hazard, therefore, wearing of hanging jewelry, long flowing scarves, or other adornments, which may get caught in equipment, is prohibited.
Dress, clothing, appearance and uniform standards may vary in different departments and your department head is authorized to set specific requirements in accordance with department standards.
ATTENDANCE, PUNCTUALITY, AND DEPENDABILITY
The goal of St. Catherine of Siena Medical Center is to provide quality patient care. In order to do so, the Medical Center requires all employees to report for work on all scheduled work days and during all scheduled work hours. All employees are required to be on duty at the designated hour ready to begin work.
Recognition of excused absences does not negate the fact that the absence may be considered excessive and impede the smooth and efficient operation of the institution. A policy is in place which clearly defines excessive absenteeism and lateness and the Medical Center will adhere to its progressive discipline policy regarding this policy.
A copy of the policy may be found in the Human Resources Policy & Procedure Manual which is strategically placed on each unit/department as well as on St. Catherine of Siena Medical Center's intranet.
TELEPHONE USE
Our primary concern is our patients and in order to avoid distractions in patient care areas, making or receiving personal phone calls while on duty is prohibited. If necessary, you should use cell phones when making personal calls during your meal or rest breaks. Use of cell phones is strictly prohibited during hours on duty unless in case of emergency or during meal or rest breaks.
Emergency calls will be given to your department manager who will then relay the message to you.
NO SOLICITATION POLICY
Employees may not solicit other employees during work time, nor distribute literature in work areas at any time. Employees found violating this rule will be subject to appropriate discipline up to and including dismissal.
Persons who are not employed by the Medical Center are prohibited from soliciting or distributing literature on Medical Center premises at all times.
All sales people or vendors desiring to do business with the Medical Center must obtain authorization from the Security Department or the Human Resources Department. All unauthorized vendors will be asked by Security to leave the premises.
USE OF BULLETIN BOARD AND E-MAIL
Bulletin Boards and the electronic mail system (E-mail) are to be used for posting or distributing material of the following nature only:
• notices containing matters directly concerning Medical Center business;
• scheduling meetings and sending correspondence on work related issues.
Computers and electronic equipment are the private domain of St. Catherine of Siena Medical Center. Use of this equipment is limited to company business only. Employees found to be violating this policy will be disciplined. Any improper use of the Medical Center’s Electronic Communications Systems is prohibited. Violation of this policy may result in disciplinary action, up to and including termination of employment.
SMOKE-FREE WORKPLACE
In accordance with the regulations of the Joint Commission on Accreditation of Healthcare Organizations and the laws of Suffolk County, St. Catherine of Siena Medical Center has chosen to institute a “smoke-free” work environment. Smoking and the use of smoking materials is prohibited on the grounds of the facilities. The use of tobacco products is prohibited on all St. Catherine’s properties, tobacco products include, but not limited to, cigarettes, cigars, pipes, chewing tobacco and e-cigarettes.
CONFIDENTIAL INFORMATION
Patients depend on us to keep their personal and sensitive health information confidential and HIPAA requires all employees to safeguard patient privacy and protect against the unauthorized access/disclosure of their medical records. Therefore, it is crucial that every employee understands the rules surrounding patient privacy so they can recognize potential breaches when they happen and prevent future ones from occurring. Employees should contact their Privacy officer to report any suspected misuses or breaches of patient health information (Michele Goldfarb, 631-862-3516).
DRUG-FREE WORKPLACE
St. Catherine of Siena Medical Center provides a workplace free from the illegal use, possession, distribution, manufacturing, and sale of alcohol and controlled substances as defined by the Controlled Substances Act. The illegal sale or distribution of alcohol or controlled substances on the premises is grounds for immediate termination of employment. The medically unauthorized use or possession of alcohol or controlled substances on the premises is grounds for severe disciplinary measures, not excluding termination. Licensed employees who have committed any of the aforementioned offenses will be reported to the N.Y.S. Dept. of Education’s Office of Professional Discipline or Office of Professional Medical Conduct.
CONFLICT OF INTEREST
Conflict of interest arises when an employee of St. Catherine of Siena Medical Center has an employment relationship with any organization which does business with St. Catherine of Siena or is a competitor of the organization. This includes serving as an advisor or consultant to any such organization, unless that activity is conducted as a representative of St. Catherine of Siena Medical Center. The Human Resources Policy and Procedure Manual of St. Catherine of Siena Medical Center strictly prohibits employment of individuals where a conflict of interest may arise.
REQUEST FOR REFERENCE
It is the policy of St. Catherine of Siena Medical Center not to provide references or complete reference forms unless written authorization from the former employee. All requests for references must be directed to the Human Resources Shared Service Center for reply. They will provide the name, job title, and dates of employment only.
EMPLOYMENT OF RELATIVES
No individual regardless of qualification and ability to perform the job will be employed by St. Catherine of Siena Medical Center to work in a department where a relative is the supervisor. No employee shall supervise a relative nor shall any management staff supervise a relative either directly or indirectly. Strict adherence to this policy will be maintained.
No individual employed by St. Catherine of Siena Medical Center shall be involved in the hiring or employment of a relative.
Only the CAO/Executive Vice President may waive this policy upon belief that such a waiver will serve the best interests of St. Catherine of Siena Medical Center.
FIRE AND SAFETY
As an employee of St. Catherine of Siena Medical Center your safety and well being are our highest priority. St. Catherine’s requires that all employees receive training in fire and safety and hazard communication during new hire orientation and at annual in-service education sessions.
The Environment of Care Committee is comprised of representatives from various departments and meets once a month to discuss safety issues.
All employees are required to know the following:
V R A C E
V VERBALLY alert co-workers by announcing a Code Red
R REMOVE all individuals from the immediate area of fire
A ALARM by pulling the fire alarm box or shout if necessary
C CONTAIN the fire by closing the door of the room
E EXTINGUISH the fire if possible; EVACUATE as necessary.
PASTORAL CARE
In following the philosophy of a Catholic institution, the Pastoral Care Department of St. Catherine of Siena Medical Center is committed to fostering the spiritual and emotional well-being of our patients, regardless of their religious affiliation. The Pastoral Care Department is made up of chaplains from different denominations who serve the needs of both patients and employees.
EXIT INTERVIEWS
The resignation of any valued employee is a loss to the institution. In an effort to determine an employee’s reason for leaving St. Catherine of Siena Medical Center and to retain current employees we may request an exit interview form to be completed. We hope that you will take the time to complete it, without this vital feedback we will be unable to make adjustments in the work environment.
COMPENSATION
HOURS OF WORK
The standard full-time work hours for all St. Catherine of Siena Medical Center employees is 37½ hours per week. In some departments the regularly scheduled full-time work week is 40 hours. We view your employment with the Medical Center as your primary work center. You will be required to meet the staffing needs of your department which may entail being asked to work different shifts or days. It is our expectation that you will meet these requests.
PAYMENT OF SALARY
All employees of St. Catherine of Siena Medical Center are paid on a bi-weekly basis. The pay period begins on a Sunday and ends on a Saturday. Checks are distributed on Friday morning by the department head.
Your paycheck will include compensation for all hours worked during the pay period. This will include regular work hours and any authorized paid absences such as vacation, sick, holiday, or personal days, and authorized overtime.
Shift differential is part of the base rate of pay. Those employees hired to work a shift will be paid shift differential for all authorized hours. Employees not hired as shift workers will not be paid shift differential when working hours designated as “shift” hours unless their work hours are changed due to staffing needs. For eligible employees, experience differential is a part of your rate of pay and is included in your paycheck.
Any questions regarding your pay check should be referred to your department head.
DIRECT DEPOSIT
Direct deposit allows you to have your bi-weekly net pay electronically transferred to your checking or savings account. You will be issued a non-negotiable paycheck statement for your records.
In order to participate in direct deposit, you need to complete an Authorization Agreement which includes details concerning your existing bank account. Forms are available from the Human Resources Department.
TERMINATION PAY
Termination pay is compensation paid to eligible employees when they terminate employment with the Medical Center. Termination pay generally consists of earned, but not taken, accrued vacation time (up to 1x your current accrual). Unused sick, personal or holiday time is not included. You must provide the Medical Center with notification equal to the current vacation entitlement for your current position. Employees with less than 6 months of service and any employee who has been terminated for cause will not be entitled to any vacation payout.
BENEFITS
MEDICAL BENEFITS
St. Catherine of Siena Medical Center offers eligible employees a comprehensive benefits package. These benefits are explained in detail in the “Benefits of Caring” packets provided to you at the time you complete your post employment paperwork in Human Resources. Employees are eligible for medical coverage on the first day of the month following 60 days of continuous employment. Completed applications must be submitted to the Human Resources Department at least 2 weeks prior to onset date in order to ensure enrollment for the first of the month. Applications received within 30 days after eligibility period will be accepted for enrollment. Applications received outside this time period will not be accepted in accordance with Plan rules. You will be required to provide documents when putting dependents on your insurance plan. A third party company Consova will require these documents within the first couple of weeks of enrollment into the plans.
Employees are asked to review the information in depth as they will not be able to change plans until the open enrollment period which falls in the month of November.
In addition to the medical/dental/vision and life insurance offered to you, St. Catherine of Siena provides a number of supplemental options you may purchase through payroll deduction. These include: supplemental life for yourself, dependent life insurance for your spouse and/or children, long-term disability, Cancer Care coverage, and flexible-spending accounts.
TUITION ASSISTANCE
St. Catherine of Siena Medical Center encourages the pursuit of further education by its employees to improve and enhance their abilities and skills. The employee may achieve this goal through attendance at an accredited institution of higher learning (college or university) to obtain an Associates, Bachelors, or Masters Degrees. Attendance at an accredited institution for Certificate Degree Programs will also be acceptable.
Regular full-time and part-time employees with 6 months of continuous employment are eligible for refund of tuition and registration fees. Part-time employees receive this benefit on a pro-rated basis. The maximum allowable in a one year period is $7000 for employees. (please refer to the CBA for union employees)
The year is defined as a calendar year, i.e., January through December. Money paid out during this time will be charged against that year. In order to qualify for assistance, the course must relate to the employee’s current position or prepare him/her for advancement in the organization and the employee must receive a grade of “C” or better.
RETIREMENT BENEFITS
St. Catherine of Siena Medical Center is part of the Diocese of Rockville Centre’s Pension Plan. In order to be eligible an employee must have met the five (5) year vesting and work requirement.
PAID TIME OFF
VACATION TIME
St. Catherine of Siena Medical Center believes that all employees require time away from work to relax and pursue special interests. In order to provide this time regular full-time and part-time employees are eligible for paid vacation. (refer to the CBA for union employees)
Employees become eligible to take vacation after completing six months of consecutive employment in a budgeted position. Vacation accruals are awarded to you at the rate of 10, 15, 20, or 25 days per year depending on your job classification and length of service. These amounts are pro-rated for part-time employees based on their hours worked.
You may accumulate a maximum amount of vacation equal to one and a half times your annual accrual. Once that amount is reached, you will not be able to accrue additional days. No employee will be allowed to work on a scheduled vacation day nor will they be allowed to return to work during the vacation time.
You may schedule vacation any time during the calendar year with the written approval of your department head who will consider the staffing needs of your department before granting your request.
During peak season, i.e., June 15 to September 15, departments will only grant a maximum of two weeks vacation time. During the Christmas-New Year period, employees may not have vacation time encompassing both holidays.
When a holiday occurs during your vacation period, you will be paid for the holiday and the day will not be charged as a vacation day. If you become ill prior to beginning your scheduled vacation, you should re-schedule the start of your vacation for another day. Once you are out on vacation, sick benefits are not paid.
HOLIDAYS
St. Catherine of Siena Medical Center employees are eligible for the following eight designated holidays: (Physician Practices refer to your holiday schedule)
New Year’s Day Independence Day
Presidents Day Labor Day
Good Friday * Thanksgiving Day
Easter Sunday ** Christmas Day
Memorial Day
* Good Friday for non-union employees only
**Easter Sunday for IAM, AFT and NYSNA employees
All regular full-time and part-time employees are eligible for the above designated holidays immediately upon employment. Per diem, and temporary employees are not eligible for holidays and are covered under this policy only if working on a holiday. (Please refer to the Human Resources Policy & Procedure Manual for further information.) If you call in sick the day before or after a holiday, you will be required to bring a note in order to be paid for the day.
PERSONAL DAYS
All regular full-time and part-time employees earn four personal days per year. Days for part-time employees are pro-rated based on budgeted hours. These days are accrued on a quarterly basis: January 1st, April 1st, July 1st, and October 1st. Refer to your union contract for additional information.
Personal days are granted with the approval of your department head and are subject to the requirements of your department.
Personal days must be used within the year in which they are earned. (carryover provisions apply – please review the Human Resources Policy and Procedures or your CBA)
JURY DUTY
All regular full-time and part-time employees who have completed the introductory/probation period and have been called, not volunteered, to serve as a juror will be given paid time for jury duty, up to a maximum of 30 days (union employees refer to your current contract). Time will not be paid for “on-call” status, or where the employee is able to be at work. Employees will be required to refund to Payroll any money received for jury duty excluding reimbursement of travel allowance.
PAID SICK LEAVE
All regular full-time and part-time employees of St. Catherine of Siena Medical Center receive 12 sick days per year accrued on a bi-weekly basis. Part-time employees accrue on a pro-rated basis based on total hours worked. Sick time may be accumulated to a maximum of 75 days. (union employees maximum of 60 days) Sick time is to be used for your own personal illness, however 2 sick days per year may be used for the illness of a child (1 day may be used for parent/spouse for non-union employees). (union employees must refer to union contract)
In order to be paid for the sick day, you must call in at least 2 hours prior to the beginning of your shift. If you are out for more than three days, you may be required to report to the Employee Health Service for clearance before returning to work.
If you are absent more than seven consecutive calendar days (regardless of work schedule) due to illness or accident, you are required to contact the Shared Service Center Leave of Absence Department. (See Leave of Absence section.)
MARRIAGE DAYS
St. Catherine of Siena Medical Center provides all regular full-time and part-time employees with three marriage days at the time of their marriage. These days are pro-rated for part-time employees and may not be used at any other time other than the marriage event. You must have completed your introductory period in order to qualify for these days.(Physician Practices are not eligible, union employees refer to CBA)
BEREAVEMENT DAYS
In the event of the death of an immediate family member (spouse, parent, grandparent, child, sibling, mother-in-law, father-in-law, grandchild) all regular full-time and part-time employees may be paid for three bereavement days. Part-time employees will receive this benefit on a pro-rated basis based on budgeted hours and schedule. You may be requested to provide proof of death. (refer to CBA for specific union information)
LEAVES OF ABSENCES
FAMILY & MEDICAL LEAVE ACT OF 1993 (FMLA)
The Family and Medical Leave Act of 1993 provides eligible employees of a covered employer the right to take unpaid leave for a period of up to 12 work weeks for the following reasons:
• care for the employee’s child after birth, or placement for adoption or foster care;
• care for the employee’s spouse, son, daughter, or parent who has a serious health condition;
• a serious health condition that makes the employee unable to perform the employee’s job.
As a covered employer as defined by the Family & Medical Leave Act, St. Catherine of Siena Medical Center provides FMLA to those employees who meet the criteria as defined in the Act. These are:
• worked for St. Catherine’s for at least one year;
• worked 1250 hours over the previous 12 month period for St. Catherine’s.
St. Catherine retains the right to utilize any or all of an employee’s accrued benefits (vacation, holiday, personal) during the time the employee is on Family/ Medical Leave. Employees are required to provide the following information or the leave may be denied:
• employee must provide 30 days advance notice when the leave is foreseeable.
• employee must provide medical certification to support a request for leave because of a serious health condition.
• employee must provide a fit to return to duty note from the physician.
During the time of the Family/Medical Leave, St. Catherine’s will maintain the employee’s health coverage under any group health plan for the duration of the leave. Upon return from FMLA, the employee will be returned to his/her original position if still available or an equivalent position with equivalent pay, benefits, and other employment terms. Use of FMLA will not result in the loss of any employment benefit that accrued prior to the start of the employee’s leave.
Employees must continue to make contributions toward benefits while on FMLA. Failure to continue contributions will result in cancellation of coverage.
St. Catherine’s will not interfere with, restrain, or deny the exercise of any right provided under FMLA nor will it discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA. Should the employee not return from FMLA, St. Catherine’s will seek to recover the cost of medical coverage extended to the employee while on FMLA.
PAID FAMILY LEAVE
The NYS Paid Family Leave law allows eligible employees the opportunity to take leave from work with limited compensation for a specified period of time to provide care for a family member, for the birth, adoption, or foster care of a child; or for a qualifying exigency arising from the service of a family member in the armed forces of the United States. Paid Family Leave (“PFL”) is funded by employee payroll deductions. An approved PFL claim will allow group health and dental coverage to be maintained in the same manner as is applicable to employees on an authorized FMLA leave. Generally speaking, employees who are approved for PFL are entitled to be restored to the position of employment they held when PFL began or to a comparable position. PFL will run concurrently with designated FMLA leave when the reason for leave qualifies under both PFL and FMLA. This is a only a general summary of PFL benefits. For more detailed information regarding the NYS Paid Family Leave law, please view the NYS Paid Family Leave policy located under system wide policies on the intranet.
DISABILITY LEAVE OF ABSENCE
A disability leave of absence may be granted for absences of more than seven calendar days due to an accident, illness or injury either non-work related or work related. You qualify for a disability leave of absence after completing the ninety day probationary period at St. Catherine of Siena Medical Center. Disability benefits will commence on the 8th consecutive day. Employees may use accrued sick time to cover the first five days of disability.
In order to obtain a disability leave of absence you are required to contact the Leave of Absence Center at (516) 705-MYHR (6947) to request a leave of absence. Medical certification of the illness/injury by a licensed physician is required. The physician’s certification must indicate a diagnosis, beginning date of disability, and estimated return to work date.
If you fail to contact the LOA Center, your disability compensation will be delayed.
Your position will be held for a 12 week period. After that time you will be eligible to apply for any positions for which you qualify.
Your health benefits (if applicable) will remain in effect for up to 12 weeks. You will be required to continue to contributions during this 12 week period. If your leave extends beyond twelve weeks, you may elect to continue your health coverage, but you will be required to pay the full cost of the insurance.
Employees are eligible for only one 3 month period of medical coverage through St. Catherine’s in a 12 month period.
You must notify Employee Health Service and your department head two weeks prior to your expected date of return. You will also need to get a medical release to return to work from your physician and present it to Employee Health Service in order to obtain appropriate clearance. No employee will be permitted to resume work without obtaining the appropriate health clearance.
Failure to report to work when your disability leave expires will be treated as job abandonment and may lead to termination of employment.
PERSONAL LEAVE OF ABSENCE
All regular full-time and part-time employees are eligible to apply for a personal leave of absence to take care of emergencies or pressing personal matters. You must complete a Request for Leave of Absence form and have it approved by your department head before a leave will be granted. Personal unpaid leaves will be granted based on the staffing needs of the department and at the discretion of the Department Head. If granted, unpaid personal leaves of absence may not exceed 4 weeks. Personal leave will not be granted unless the employee has exhausted all accrued vacation, holiday, or personal time. Failure to report to work upon expiration of a personal leave may lead to termination.
St. Catherine’s will attempt to return you to your original position (if possible) or to a comparable vacant position for which you are qualified when you return from Personal Leave. Once on personal leave of absence, all benefit accruals will cease. You will receive medical/dental/vision coverage until the last day of the month in which you worked. After that period you may purchase this coverage through the Human Resources Department.
MILITARY LEAVE
All active employees who enlist, are drafted, or are called back to active duty with the Armed Forces are eligible for a military leave of absence under the provisions of the Uniform Service Employment & Reemployment Rights Act (USERRA).
Employee rights are guaranteed under the law provided certain factors have been met:
• the employee was a regular full-time or part-time employee;
• the employee submitted the purpose and intent when taking leave;
• the employee defined the length of active duty;
• the employee defined the quality of military service;
• the employee provided proper notification of intent to return to work upon completion of military duty.
The employee must complete a Request for Leave of Absence form and present it to the Human Resources Department before being eligible for leave. Military leave is an unpaid leave of absence and during this time accrual of all benefit time will be suspended. Also, medical/dental/vision coverage will cease on the last day of the month in which the employee worked. The employee is eligible to continue coverage by paying the full cost of the coverage.
Upon return from active duty, the employee will be given a vacant position equivalent to his/her former position and full seniority rights will be restored. Benefits will again begin to accrue.
Employees who are called for training by the National Guard or Armed Forces Reserves will be eligible for two weeks military leave of absence. This time will be charged against accrued time, i.e., vacation, holiday, or personal days.
EMPLOYEE HEALTH
EMPLOYEE HEALTH SERVICE
Every hospital or health care facility is mandated under N.Y. S. Hospital Health Code 405.3 to have an Employee Health Service Department which maintains records of an employee’s health histories and proof of required immunities and screens. Employee Health Service is mandated under OSHA regulations to provide medical evaluations for injuries, health clearance, use of personal protective equipment such as TB particulate respirator masks and the hepatitis B vaccine.
The purpose of Employee Health Service is to promote health and to evaluate the incidence of accidents. The Service is also available to give first aid and counseling to employees who become ill and/or are injured while on duty.
All full-time, part-time, per diem personnel, as well as volunteers have files in Employee Health Service and must fulfill the requirements of the Center’s policy.
For current up- to-date work schedule for the Employee Health Service Department please refer to the Human Resources website on the intranet or contact them directly at (631) 862-3521. Emergency services are available 24 hours a day, seven days a week in the Emergency Department.
PRE-EMPLOYMENT PHYSICAL EVALUATION
Pre-employment physical evaluations are conducted by the Nurse Practitioner. Appointments must be set up prior to being seen. Employment is contingent upon successful completion of the pre-employment physical requirement.
A history and physical examination is conducted by the Nurse Practitioner and blood work is drawn for analysis by the Lab. This will include screening for rubella titer, rubeola titer for those born in 1957 or after, varicella titer for those not known to have chicken pox. If deemed necessary, an EKG is done. Proof of titers will be accepted in lieu of testing.
Pre-employment drug screening is not done on site. Candidates applying for positions will be required to present at an outside lab for this screening. Information on this is given at the time of interview by the Human Resources Department.
ANNUAL ASSESSMENT
All employees are required by N.Y.S. Dept. of Health regulations to have an annual assessment. Your assessment is done based on your birth month. Notices will be sent by the Employee Health Service and you will be required to make an appointment to see the Nurse Practitioner. At that time you will be required to complete the annual health assessment questionnaire and, if required, a PPD will be given. You will be offered the hepatitis B vaccine if you previously declined it.
You are required to report for your annual assessment during the month in which you are called. If you fail to do so a letter will be sent to you by the Human Resources Department informing you that you will be suspended until assessment has been completed.
If you fail to respond to this suspension notice, your employment will be terminated.
INFLUENZA IMMUNIZATION
During the months of October and November, a limited number of influenza immunizations are available. Employees are strongly encouraged to be vaccinated because our patients are at higher risk for Influenza. In the event Employee Health Service runs out of vaccine, employees are advised to see their personal physicians.
ACCIDENTS/INCIDENTS/INJURIES
If you get hurt on the job, you should immediately report to your department head. An incident report needs to be completed and sent to the Human Resources Department within 24 hours of incident. If you need medical attention, you will be sent to the Emergency Department for review. Please bring your completed incident report with you so that the Emergency Department may appropriate complete their section.
Any blood or body fluid exposure such as a splash or needle stick should be evaluated by Employee Health Service as soon as possible after initial first aid. The wound or exposed skin should be washed with soap and water and a topical disinfectant, such as povidone iodine. Mucous membranes or eyes should be flushed with water or sterile saline for five minutes. If you have a serious injury, you will be sent to the Emergency Department for immediate evaluation by a physician.
In Employee Health Service or the Emergency Department, there is a protocol that will be followed. The need for prophylaxis against hepatitis B will be reviewed. If you are initially seen in the Emergency Department, Employee Health Service will do the follow-up evaluations/investigations.
SICK WHILE ON DUTY
Should you become ill while on duty, you should tell your department head immediately. The department head will determine whether you should be set to the Emergency Department or sent home to see your private physician.
HEALTH CLEARANCE
If you are out for illness less than three days, you do not need a private physician’s note or Employee Health Service clearance, unless the sickness was due to a communicable disease such as conjunctivitis or if you are a food service worker with gastro-intestinal symptoms.
If you are out ill more than three days, you need to provide a note from your private physician and report to Employee Health Service for clearance prior to returning to work. You are not allowed to return to work unless you present your clearance form to your department head.
Illness past seven calendar days will require your application for medical disability through the Human Resources Department.
If an employee is in the process of progressive discipline due to excessive absenteeism or the circumstances are unusual, a sick note may be required for any sick call.
TERMINATION
Employee separations result from any of the following:
a.) Resignation
Voluntary resignation occurs when an employee submits a written letter stating an intent to terminate their services with St. Catherine of Siena Medical Center. Resignations are to be preceded by a notice equal in time to the vacation period for the position to be vacated. Specifically this means notice of from two (2) weeks to four (4) weeks depending on the vacation allowance for the job. If you provide the proper notice period, you will be paid for any unused accrued vacation time (max 1x accrual) remaining on the record. (you will not be paid holiday, personal or sick time) You will not be paid for sick days during the resignation period unless it is for a prolonged illness which will require a doctor’s certification.
b.) Retirement
There is no mandatory retirement age and employees may continue their employment until they either become physically unable to perform their assignment or they wish to voluntarily retire.
c.) Dismissal
Dismissal may occur for several reasons:
1. Misconduct - any employee whose conduct, actions, or performance violates or conflicts with St. Catherine of Siena Medical Center policies may be terminated immediately and without warning. The following are some examples of grounds for immediate dismissal of an employee, but is not meant to be all inclusive:
• patient abuse
• falsification of records
• fighting or serious breach of acceptable behavior
• theft
• violation of confidentiality
2. Unsatisfactory Work Performance - employees who do not satisfy the requirements of their position during the probation period are subject to immediate termination. Employees who have completed probation and begin to demonstrate failure to meet the expectation of the job will be subject to the disciplinary procedure which may result in eventual termination. However, the purpose of corrective action is to provide the employee a forum by which to improve the deficient performance.
3. Absence Without Call - employees are required to notify their supervisor and/or department head in advance of the starting time if they are absent for any reason. Failure to do so may result in loss of employment as we may consider this to be a voluntary resignation.
4. Failure to Return from Leave of Absence - Any employee granted a leave of absence has the responsibility to return on the day following expiration of a leave. If an extension of a leave is required, the department head must be notified at least two (2) weeks prior to the expiration date. If an employee fails to comply with this regulation it will be considered as a resignation. Employees who do not return from leave of absence when the one year allowance is reached will be terminated.
d.) Layoffs
For layoffs of union employees, strict adherence to the layoff language in their respective union contracts will be conducted.
In the case of non-union personnel seniority will be considered in relation to an employee’s work time first within the unit, then the department and finally with the Medical Center. However, the judgment of the department head will be the primary factor in determining the staff needed to function properly in providing effective care and service before seniority is considered.
LET US KNOW
It is important to notify the Human Resources Department of any of the following changes since this information is necessary for insurance, payroll deductions, income tax purposes, security and emergency notification. Failure to provide this information may adversely impact your benefits.
1. If you change your address.
2. If you change your telephone number.
3. If you change your marital status.
4. If you change your beneficiaries.
5. If you change the number of your dependents.
6. If you change the name of the person to be notified in case of emergency.
7. If you or your spouse reaches age 65 and may be eligible for Medicare.
8. If you lose your I.D. badge or card.
RECEIPT OF EMPLOYEE HANDBOOK
I have received today a copy of the Employee handbook which contains employment guidelines only. St. Catherine of Siena Medical Center and the benefit plan administrators shall have the maximum discretion permitted by law to administer, interpret, modify, discontinue or enhance any policy, program, rule, benefit or plan. No statement or representation by a supervisor, whether oral or written, can supplement or modify this Handbook. Changes may be made only in writing by the VP of Human Resources, with authorization by the Executive Vice President /Chief Administrative Officer of the Medical Center.
While some policies are outlined in this Handbook, I recognize my obligation to speak with my supervisor or Human Resources Department in order to gain further clarity.
I understand that neither this Handbook nor any other communication by a management representative, whether oral or written, is intended to in any way create a contract of employment. Since employment with the Medical Center is voluntarily entered into, I am free to resign at any time.
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