EMPLOYEE HANDBOOK PREPARED FOR EMPLOYEES OF THE PRACTICE OF [Insert Physician/Practice Name] hereinafter referred to as

THE PRACTICE This Handbook supersedes all previous editions of manuals, handbooks, rules, guidelines and policies published by The Practice [Insert Date] THE CONTENTS OF THIS HANDBOOK DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT OF EMPLOYMENT. DISCLAIMER: While all care has been taken in the preparation of this material, no responsibility is accepted by MagMutual Patient Safety Institute or its employees or agents for any errors, omissions, or inaccuracies. The material provided in this resource has been prepared to provide general information only. It is not intended to be relied upon in lieu of or as a substitute for legal or other professional advice. No responsibility can be accepted by MMPSI for any known or unknown consequences that may result from reliance on any information provided in this publication. Users of these materials are advised to consult with their legal counsel to ensure that these materials are legally appropriate for use, given the various state and federal laws that may apply and each practice’s individual circumstances.

TABLE OF CONTENTS

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IMPORTANT------------------------------------------------------------------------------------------------------6 Preface-------------------------------------------------------------------------------------------------------------7 History of the Practice----------------------------------------------------------------------------------8 Mission Statement---------------------------------------------------------------------------------------8 Our Goals--------------------------------------------------------------------------------------------------8 A Vision for Our Future---------------------------------------------------------------------------------8 Key Success Factors------------------------------------------------------------------------------------9 Our Organization Structure---------------------------------------------------------------------------9 EMPLOYEE SELECTION AND RETENTION----------------------------------------------------------10 Introduction---------------------------------------------------------------------------------------------10 Employee Classifications----------------------------------------------------------------------------10 Employment of Relatives----------------------------------------------------------------------------11 Equal Employment Opportunity--------------------------------------------------------------------11 New Employee Orientation Program--------------------------------------------------------------11 EMPLOYMENT---------------------------------------------------------------------------------------11 Introduction----------------------------------------------------------------------------------------------11 Access to Records-------------------------------------------------------------------------------------12 Attendance----------------------------------------------------------------------------------------------12 Bulletin Boards------------------------------------------------------------------------------------------13 Confidential Information------------------------------------------------------------------------------13 Discipline-------------------------------------------------------------------------------------------------14 Employee Privacy--------------------------------------------------------------------------------------14 Employee References / Verifications--------------------------------------------------------------14 Employee Terminations------------------------------------------------------------------------------14

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TABLE OF CONTENTS

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EMPLOYMENT (continued) Voluntary Terminations-------------------------------------------------------------------------------14 Involuntary Terminations-----------------------------------------------------------------------------15 Garnishments-------------------------------------------------------------------------------------------15 Inclement Weather------------------------------------------------------------------------------------15 Outside Employment---------------------------------------------------------------------------------15 Performance Reviews--------------------------------------------------------------------------------16 EMPLOYEE GUIDELINES-------------------------------------------------------------------------------------- 16 Introduction---------------------------------------------------------------------------------------------16 Drug Policy----------------------------------------------------------------------------------------------16 Harassment---------------------------------------------------------------------------------------------17 Sexual Harassment-----------------------------------------------------------------------------------17 Anti-Violence-------------------------------------------------------------------------------------------18 Personal Appearance---------------------------------------------------------------------------------18 Patient Relations---------------------------------------------------------------------------------------19 Loans to Employees----------------------------------------------------------------------------------19 Personal Property-------------------------------------------------------------------------------------19 Staff Meetings------------------------------------------------------------------------------------------19 Use of Cell Phones------------------------------------------------------------------------------------19 Use of Practice Equipment--------------------------------------------------------------------------20 Telephone-------------------------------------------------------------------------------------20 Mail----------------------------------------------------------------------------------------------20 FAX----------------------------------------------------------------------------------------------20 Computers--------------------------------------------------------------------------------------20 Internet Access/E-mail-----------------------------------------------------------------------20 Other Equipment------------------------------------------------------------------------------21 Tobacco Smoking in the Work Place--------------------------------------------------------------21 Suggestions / Questions / Complaints------------------------------------------------------------21

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TABLE OF CONTENTS

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SAFETY----------------------------------------------------------------------------------------------22 Introduction--------------------------------------------------------------------------------------------22 Emergency Procedures------------------------------------------------------------------------------22 Fire Prevention-----------------------------------------------------------------------------------------22 Hepatitis B Vaccine------------------------------------------------------------------------------------22 AIDS Guidelines----------------------------------------------------------------------------------------23 SALARY ADMINISTRATION-----------------------------------------------------------------------24 Introduction--------------------------------------------------------------------------------------------24 Established Work Week------------------------------------------------------------------------------24 Meal Periods/Breaks----------------------------------------------------------------------------------24 Normal Work Hours-----------------------------------------------------------------------------------24 Overtime Pay-------------------------------------------------------------------------------------------25 Pay Periods---------------------------------------------------------------------------------------------25 Salary Increases---------------------------------------------------------------------------------------25 Merit Increases--------------------------------------------------------------------------------25 Promotional Increases-----------------------------------------------------------------------26 Other Compensation Considerations-------------------------------------------------------------26 Salary Ranges------------------------------------------------------------------------------------------26 BENEFITS--------------------------------------------------------------------------------------------27 Introduction--------------------------------------------------------------------------------------------27 Continuing Education---------------------------------------------------------------------------------27 Holidays and other Time Off------------------------------------------------------------------------27 Holidays-------------------------------------------------------------------------------------------------27 Other Time Off-----------------------------------------------------------------------------------------28 Bereavement----------------------------------------------------------------------------------28 Jury Duty----------------------------------------------------------------------------------------28 Witness Duty-----------------------------------------------------------------------------------28 School Attendance---------------------------------------------------------------------------29 Time Off to Vote------------------------------------------------------------------------------29 Personal Time Off (PTO)---------------------------------------------------------------------29

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TABLE OF CONTENTS

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Leaves Of Absence-----------------------------------------------------------------------------------30 Introduction------------------------------------------------------------------------------------30 Medical Leave---------------------------------------------------------------------------------30 Personal Leave--------------------------------------------------------------------------------30 Military Leave----------------------------------------------------------------------------------31 Insurance Coverage-----------------------------------------------------------------------------------31 Health and Dental Insurance----------------------------------------------------------------31 Worker’s Compensation Insurance--------------------------------------------------------31

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IMPORTANT THE PURPOSE OF THIS HANDBOOK IS TO PROVIDE YOU A COMPREHENSIVE COLLLECTION OF CURRENT POLICIES AND OTHER GUIDELINES THAT WILL APPLY DURING YOUR EMPLOYMENT AT THE PRACTICE. THIS EDITION OF THE HANDBOOK REPLACES AND SUPERSEDES ALL PREVIOUSLY ISSUED EDITIONS.

EMPLOYMENT WITH THE PRACTICE IS AT-WILL.

YOU HAVE THE RIGHT TO END YOUR WORK RELATIONSHIP WITH THE PRACTICE WITH OR WITHOUT ADVANCE NOTICE FOR ANY REASON. LIKEWISE, THE PRACTICE HAS THE SAME RIGHT. THE LANGUAGE USED IN THIS HANDBOOK AND ANY VERBAL STATEMENTS MADE BY MANAGEMENT ARE NOT INTENDED TO AND CANNOT CONSTITUTE A CONTRACT OF EMPLOYMENT, EITHER EXPRESS OR IMPLIED, OR A GUARANTEE OF EMPLOYMENT FOR A SPECIFIC DURATION. NO REPRESENTATIVE OF THE PRACTICE, OTHER THAN THE CHIEF EXECUTIVE OFFICER, OR AN OFFICER OF SIMILAR TITLE AND AUTHORITY, HAS THE AUTHORITY TO ENTER INTO AN AGREEMENT OF EMPLOYMENT FOR ANY SPECIFIED PERIOD, AND SUCH AGREEMENT MUST BE IN WRITING, SIGNED BY THE CEO, OR AN OFFICER OF SIMILAR TITLE AND AUTHORITY, AND YOU.

THIS HANDBOOK CANNOT ANTICIPATE EVERY CIRCUMSTANCE OR QUESTION.

IF YOU HAVE QUESTIONS ABOUT THE HANDBOOK, PLEASE CONTACT YOUR IMMEDIATE SUPERVISOR. ALSO, THE NEED MAY ARISE TO CHANGE THE GUIDELINES IN THIS HANDBOOK. EXCEPT FOR THE ATWILL NATURE OF EMPLOYMENT, THE PRACTICE RESERVES THE RIGHT TO MAKE CHANGES AT ANY TIME AND WITHOUT PRIOR NOTICE.

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PREFACE [Be sure to review this language carefully to make sure it represents your practice accurately. Change the verbiage as appropriate to fit the culture, values, and beliefs of your practice]

The success of The Practice is the result of the hard work, imagination, and talents of our employees. Since its inception, The Practice has grown into a well-respected, leading organization within the medical community. We are dedicated to providing the highest quality medical care to our patients while keeping the costs of health care affordable. The combined efforts of our employees over the years have given The Practice a reputation for which we all can be proud. We are known for honesty and integrity; for quality care; and for treating our patients with respect and courtesy. We are not just another group of people in the health care profession. We are a team of skilled professionals, trained to special standards, who take pride in our work. And our pride shows in the job we do for our patients!

The purpose of The Practice is to enjoy success.

Webster defines success as “the gaining of wealth, position, or other advantage; a favorable result or wished-for ending.” At The Practice, success is measured in two ways: (1) Financial Strength -- a financially secure foundation, position, and advantage; and (2) Patient Satisfaction -- a favorable result and experience for our Patients. Financial strength is achieved through the growth of income and the control of expenses. Patient satisfaction is achieved by providing our Patients with the best care at a fair price, and with prompt, accurate and courteous service at all times.

We recognize that our employees are one of the keys to our success.

That is why we offer a safe and healthy work environment, the tools to help you complete your tasks with maximum efficiency, and a competitive compensation and benefits program.

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HISTORY OF THE PRACTICE [IF DESIRED, PROVIDE A BRIEF HISTORY OF YOUR PRACTICE]

MISSION STATEMENT [IF YOU HAVE A MISSION STATEMENT, INCLUDE IT HERE; IF NOT, DELETE THIS SECTION]

OUR GOALS •

To provide quality care for each patient.

•

To recognize, respect and appreciate each team member’s individuality and talents, and to utilize the skills of each individual.

•

To understand our patients’ needs.

•

To have a safe and healthy working environment and make The Practice successful. Achieving these goals requires TEAMWORK -- working together toward common goals.

We strive to provide an environment for growth, and we expect you to grow in your career with us. In return, we ask that you commit yourself to the Practice’s Mission, Vision, and Goals so that together we can remain financially stable. [IF DESIRED, ADD ANY OTHER GOALS YOU MAY HAVE FOR YOUR PRACTICE]

A VISION FOR OUR FUTURE [ADD TO, MODIFY OR DELETE THIS SECTION AS APPROPRIATE]

As a team, we will work to be recognized for providing the highest quality care available in our profession, as measured by patient satisfaction and cost effectiveness.

We will provide leadership to our community by actively participating in professional and community groups.

We are committed to excellence and will respond to our patients with a level of care that exceeds their expectations.

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KEY SUCCESS FACTORS The growth and success of The Practice will depend on the degree to which all employees treat patients with respect and concern for their needs.

Every employee should provide a level of care that meets or exceeds the needs and expectations of our patients.

The success of The Practice is dependent upon every staff member understanding that he or she is responsible for the success of The Practice.

Every employee should work to support and be responsive to the needs of each other and to provide the highest quality of care to our patients. We support a positive organizational spirit with careful attention to our patients.

OUR ORGANIZATION STRUCTURE An organization’s success begins with the people it hires.

The Practice takes the time with each hiring decision to ensure that each employee is the best employee available at the time of hire. The organizational structure of The Practice has been designed to provide the maximum freedom for each employee to make decisions and operate primarily independently with little or no supervision within their scope of ability and authorization. However, there are lines of supervision when needed by the employee. Employees are expected to exercise these lines to gain authorizations beyond their scope of approval, for direction and training as needed, and to manage workload and work flow accountability. Our structure is designed to allow each employee the maximum personal freedom to do his or her job and to reduce the need for change even when there are increases in the workload as a result of increased patient volume.

Our continued success will depend on our ability to attract and retain people who possess the appropriate skills and abilities, and who are committed to working together in such an organization.

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EMPLOYEE SELECTION AND ORIENTATION INTRODUCTION Employees are our most valuable resource. Therefore, selecting competent, conscientious employees is of utmost importance. We understand the importance of selecting the best person for the job and getting the new employee started properly.

As a new employee, you should receive a good introduction to The Practice: our history, our operation, and a review of our benefits and personnel policies. We have the responsibility to cover job duties and our expectations of you. A copy of your job description will be provided to you, and will be available to review at Human Resources as well [NOTE: verify accuracy of highlighted statement].

The Practice has established and maintains a non-discriminatory employee selection process, and it has developed selection procedures that assure the best available applicant is selected for each opening while maintaining our standards for employment.

EMPLOYEE CLASSIFICATIONS For purposes of employment, salary administration and other personnel matters, the Practice classifies employees into certain categories: Regular full-time employee: An employee who is regularly scheduled to work 40 hours or more each week, and who is eligible for full benefits as described in the benefits section of this Handbook. Regular part-time employee: An employee who is assigned to work less than 40 hours per week. A regular part-time employee works a schedule as assigned and needed by his or her supervisor. They are paid hourly, and typically are not eligible for most benefits [NOTE: ensure compliance with Affordable Care Act (ACA) – some part-time employees must be covered under group policies, depending on the number of hours worked]. Temporary employee: An employee who is employed to work on special projects for short periods of time or on a “fill-in” basis. Temporary positions are not intended to be part of the Practice’s continuing operations. The employment status of a temporary employee will not be changed even though there may be an extension of employment beyond what was originally planned. A temporary employee is paid on an hourly basis, and is not eligible for benefits. [NOTE: Some 401(k) plans may require you to offer 401(k) benefits to temporary workers. Check plan documents for eligibility requirements] Exempt employee: An employee who, because of his or her job responsibilities, qualifies as exempt from the overtime pay requirements of the federal Fair Labor Standards Act (FLSA), and therefore is not eligible for overtime pay. An exempt employee is typically paid on a salaried basis. Non-exempt employee: An employee who does not qualify as exempt from the overtime pay requirements of the FLSA, and thus is eligible to receive overtime pay. A non-exempt employee is typically paid on an hourly wage basis, and is entitled to be paid overtime at the 10

rate of one and one-half times their regular rate of pay for all hours worked in excess of forty hours in a workweek.

EMPLOYMENT OF RELATIVES [THIS SECTION IS OPTIONAL. DELETE OR MODIFY AS APPLICABLE]

The Practice may hire the relative of a current employee if the new employee does not report directly to the current employee. This provisions does not apply to temporary employees, as defined in this Handbook.

For purposes of this Handbook, a “relative” means a spouse, mother, father, son, daughter, brother or sister, and an in-law of the same relationships.

Any relative hired by The Practice must fulfill all job requirements and meet the same selection requirements as any other applicant.

EQUAL EMPLOYMENT OPPORTUNITY The Practice is committed to the principles of equal employment opportunity. The Practice does not discriminate against applicants or employees on the basis of race, color, sex, age, religion, national origin and ancestry, creed, disability, pregnancy, genetic information, sexual orientation, gender identity, military or veteran status, or any other status protected by federal, state or local law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related matters.

The Practice will provide reasonable accommodations to qualified individuals with disabilities and employees whose work requirements interfere with a religious belief, unless doing so would result in an undue hardship to The Practice or be a direct threat to the safety and health of the employee or others in the workplace

NEW EMPLOYEE ORIENTATION PROGRAM To acquaint you with the Practice and help you become productive as soon as possible, an orientation program is conducted. It is administered by the NOTE: Insert TITLE OF APPROPRIATE PERSON] and is generally held the first day that you report for work.

EMPLOYMENT INTRODUCTION The Practice’s employee relations, and employment rules and procedures are governed by these seven principles: 1. Every employee should be treated with respect, courtesy, and dignity. 2. Every employee should be able to enjoy a work environment free from any discriminatory conduct or harassment of any kind.

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3. Every employee should be compensated in a manner commensurate with their job skills, ability and performance. 4. Promotional opportunities will be based on employee performance and requirements of The Practice. 5. The Practice will consistently adhere to the principle of equal employment opportunity. 6. The Practice is committed to providing a safe and healthy work environment for all employees. In turn, it expects each employee to work safely and help maintain a safe and healthy work environment.

ACCESS TO RECORDS At reasonable times during normal work hours, you may review the contents of your official personnel file . You must make an appointment with the [NOTE: INSERT TITLE OF APPROPRIATE PERSON]. The file must be reviewed in the presence of a designated manager of The Practice. You may make notes, but may not, without approval of the designated manager, make photocopies of any of the file’s contents.

If you disagree with any information found in your personnel file, you may submit a written notice of disagreement to The Practice. Your notice will be attached to the specific document to which you object.

ATTENDANCE AND TIME-KEEPING You have an important job to do, and your attendance is essential to the overall operation of the Practice. It is equally important for you to arrive at your job at the proper time.

The following key points are intended to establish uniform attendance guidelines and avoid misunderstandings: •

• •

•

•

The Practice expects all employees to work their normally scheduled hours. If you are absent, time-consuming arrangements must be made to get a replacement for your job. Therefore, you are expected to be on the job at the designated time. An absence is your failure to report to work at the time you are scheduled to work. An excused absence is when you notify your supervisor of your absence for illness or emergency prior to the scheduled starting time on the day of the absence, and you get permission to be absent. In rare cases where you are unable to notify your supervisor before the scheduled starting time, the absence may be excused after it occurs. An unexcused absence is when you fail to notify your supervisor of your absence prior to your regular scheduled starting time, and/or permission is not granted. An unexcused absence may result in loss of pay for the time of the unexcused absence, and it may result in disciplinary action. If you are absent for three consecutive days without permission from your supervisor, you will be considered to have abandoned your job and will be terminated, unless extenuating circumstances can be shown.

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•

• •

•

Tardiness is defined as being late for the scheduled work time without an acceptable reason. Chronic and repeated tardiness will be handled on an individual basis and may result in disciplinary action, up to and including termination. Reprimands for poor attendance and tardiness will become a part of your permanent employment record. [NOTE: THIS PARAGRAPH SHOULD BE ADJUSTED TO REFLECT YOUR PRACTICE’S POLICIES] You are responsible for recording your hours of work on the standard weekly time sheet. You are also responsible for having it signed by your supervisor before your time is submitted to the Payroll Department. Your supervisor will call in or email your hours to the Payroll Department. This must be done on the Wednesday before payday, prior to 2:00 P.M. Payroll checks are distributed to your supervisor and handed out on Friday, or if you have direct deposit, your check is deposited directly to your bank account. If your paycheck is direct deposited, you will be given a copy of the check.

BULLETIN BOARDS [THIS SECTION IS OPTIONAL. DELETE/MODIFY AS APPROPRIATE]

Information regarding changes in working schedules, safety, Practice rules, and other matters are posted on the Practice bulletin board(s) in the staff lounge or other designated areas for your review. These bulletin boards are designated for Practice use only. Please check the board daily to stay abreast of information that affects your position or schedule.

CONFIDENTIALITY OF PATIENT INFORMATION The nature of our business, our responsibilities as health care professionals, and various state and federal laws (including, but not limited to, the Health Insurance Portability and Accountability Act (HIPAA)) require that we maintain the confidentiality of sensitive patient information and other information of The Practice. Both you (as an individual) and The Practice may be held legally liable for the intentional or negligent disclosure of sensitive patient information to anyone outside The Practice. Therefore, the affairs of the Practice, its patients and its employees must be held in the strictest confidence. As such, The Practice expects that, at all times, you will maintain the confidentiality of all sensitive patient information and other information of The Practice. In particular, any discussion of sensitive patient matters must be limited to the patient and Practice personnel with a “need to know.” Practice matters are not to be discussed outside the office with anyone at any time. As an employee of The Practice, you are expected to understand and comply with the requirements of HIPAA. If you have any questions about HIPAA, please contact your direct supervisor or, if applicable, The Practice’s HIPAA compliance officer.

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DISCIPLINE The Practice believes that open communications between management and all employees is important in establishing a friendly, cooperative work atmosphere, and eliminating serious disciplinary problems.

Occasionally, performance or other behavior falls short of our standards and/or expectations. When this occurs, management may take disciplinary action which, in its opinion, seems appropriate.

Disciplinary actions can range from informal counseling or formal discussions with the employee about the matter, to immediate termination. Action taken by management in an individual case does not establish a precedent in other circumstances.

EMPLOYEE PRIVACY The Practice will retain its duties and privileges as an employer, consistent with good business practices. This includes the collection, retention, use, disclosure and confidentiality of employee information. In this regard, it is essential that employee records be kept current. Therefore, you must notify [NOTE: INSERT TITLE OF PERSON OR NAME OF DEPARTMENT] whenever a change occurs, e.g., name change, address change, telephone change, changes affecting your withholding tax, beneficiaries, marital status, etc.

EMPLOYEE REFERENCES/VERIFICATIONS From time to time, the Practice receives requests for reference checks on previous employees and to verify the employment of current or previous employees. Any request for information about a current or previous employee must be immediately referred to [NOTE: INSERT TITLE OF PERSON OR NAME OF DEPARTMENT]. This is the only person authorized to disclose information about employees to outside sources. No other employee is authorized to provide employee information to outside sources. The only information that will be disclosed about current or former employees will be: dates of employment, job position(s) held, and compensation level.

EMPLOYEE TERMINATIONS VOLUNTARY TERMINATIONS All regular employees are requested to give at least two weeks’ notice of intent to terminate. Notice should be given by way of a written resignation.

You will be considered as having abandoned your job and voluntarily terminated if you fail to report to work for 3 consecutive days without permission. You will be ineligible for re-hire, unless extenuating circumstances can be shown to exist.

The termination date is normally the last day worked.

“Last day worked” is defined as the last day you are physically on the job. You must be on paid status the day following a holiday in order to be eligible for holiday pay. Therefore, if your last day falls on a holiday, you are not eligible for holiday pay. 14

If you voluntarily terminate your employment, you will receive your final paycheck on the next regularly scheduled payday following your last day worked. [NOTE: THE FOLLOWING PARAGRAPH IS OPTIONAL; MODIFY OR DELATE AS APPROPRIATE.]

You may be requested to attend an exit interview with your supervisor or [NOTE: INSERT TITLE OF APPROPRIATE PERSON]. The purposes of the exit interview are to determine the reasons for your decision to terminate, gain accountability for all Practice property, and resolve any questions regarding compensation, benefits, or other matters related to the termination.

INVOLUNTARY TERMINATIONS An employee may be involuntarily terminated at any time. If you are involuntarily terminated, you will be paid for all regular and overtime hours worked through your last day of employment, and you will receive your final paycheck on the next regularly scheduled payday following your last day worked.

INCLEMENT WEATHER The nature of our business requires that The Practice continue to operate during its regularly scheduled hours of operation. As a general rule, The Practice will not close on days of inclement weather. You are expected to make every effort to report to work during such periods, unless you are notified by phone that the Practice will be closed.

In extreme situations, the [NOTE: INSERT TITLE OF APPROPRIATE PERSON] (or his or her designee), will make any decisions regarding closing the office. In the event of a closure due to inclement weather, all employees scheduled to work that day will be paid for the full day. In the event of an “early release” from work due to inclement weather, all employees at work will be paid for the remainder of a full day. If the office remains open, an employee who does not report to work due to inclement weather may be charged with a [NOTE: INSERT TERM APPLICABLE UNDEER YOUR LEAVE SYSTEM, E.G.: P.T.O./Vacation] day.

OUTSIDE EMPLOYMENT [NOTE: THIS SECTION IS OPTIONAL; DELETE/MODIFY AS APPROPRIATE]:

You are expected to dedicate the time and effort necessary to perform your work for The Practice to the best of your ability.

Outside employment is permissible, provided your outside employment does not interfere in any way with the performance of your duties for The Practice. You are expected to notify your supervisor before taking outside employment, and you are expected to explain to your supervisor how you will to manage to perform both your job with Practice and the outside employment.

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PERFORMANCE REVIEWS [NOTE: THIS SECTION MAY NEED TO BE REVISED TO REFLECT HOW YOU DO THIS IN YOUR PRACTICE.] The Practice wants you to perform your job to the best of your ability. Accordingly, the Practice has implemented a performance appraisal process whereby your performance can be measured objectively, consistently, and in a uniform manner.

Your supervisor is responsible for formally reviewing your job performance. Your performance may be reviewed informally early in your employment in order to assure that you understand and are performing the full scope of the job.

Reviews are formally conducted on or about your anniversary date of employment, or the anniversary date of a promotion. Additionally, you may be given the opportunity to evaluate your own performance.

You will be given a job description and standards of performance at the beginning of your employment, and these will be the bases for your review. Additional factors may include, but are not limited to, attitude, commitment to the patient, teamwork, and dependability.

EMPLOYEE GUIDELINES INTRODUCTION It is generally agreed that a neat appearance, orderly conduct, and a positive attitude contribute greatly to employee morale and the overall impression we have on our patients. Therefore, you are expected to conduct yourself at all times in a manner that reflects pride in yourself and the Practice, and that exhibits the utmost respect for the patients we serve.

Accordingly, you are expected to work in harmony with your fellow employees, and to avoid making derogatory remarks or using abusive language. The Practice strives to maintain a pleasant work environment for every employee, and personal animosities have no place in our Practice. As such, the Practice discourages useless gossip and idle talk. It destroys team effort and can cause problems and misunderstandings.

DRUG POLICY The Practice prohibits the use, purchase, or sale of alcohol and/or illegal drugs on Practice property. Practice property includes, but is not limited to all offices, workstations, stock and storage rooms, and parking lots. There are no exceptions to this policy.

Reporting for work under the apparent influence of, or while in the possession of alcoholic beverages and/or illegal drugs is also prohibited. If the Practice suspects that drugs or alcohol are affecting your performance, it will request that you seek professional help. Failure to do so may result in discipline up to and including termination. 16

Every employee needs to be fully alert and attentive while on the job in order to protect the safety of all employees and to properly serve our patients. Therefore, sleeping and inattention on the job cannot be tolerated. If you must take prescribed drugs that may impair your ability to perform your job in a safe and productive manner, the Practice requires that you inform your supervisor of such drugs and their affect on your performance.

Any violation of this policy may result in disciplinary action, up to and including termination.

HARASSMENT The Practice is committed to maintaining a positive working environment free of unlawful harassment. Moreover, harassment based on age, race, sex, color, religion, national origin or ancestry, disability status, sexual orientation, gender identity, military or veteran status, or other classification protected by federal, state, or local law is not only strictly prohibited by The Practice, but also is AGAINST THE LAW and may subject both The Practice AND YOU to civil liability and other severe penalties..

Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. Prohibited behavior may include, but is not limited to, the following: • • • •

Written communications, such as inappropriate or hostile cartoons, e-mails, posters, drawings or photographs. Verbal communications, such as inappropriate or hostile epithets, derogatory comments, slurs, or jokes. Nonverbal conduct, such as inappropriate or hostile staring, leering, or facial expressions. Physical conduct, such as assaults, inappropriate touching, or blocking of an individual’s movements.

SEXUAL HARASSMENT It is the policy of The Practice to maintain a work environment that is completely free of sexual harassment.

When a supervisor solicits sexual favors from an unwilling subordinate in return for promotions, increased wages, continuance in the job, special favors, and the like, it is considered a form of sexual harassment. Those in authority over others should never use their authority to solicit or imply solicitation of subordinates for sexual favors of any kind.

Similarly, when there is a close working relationship between members of the opposite sex, there can be the temptation to force unwanted attention on fellow employees. Such actions need not to be blatant or direct to be in violation of the law. What one person takes as an innocent gesture of friendliness may be quite offensive to another. Such actions as implied favoritism, off-color jokes, touching or putting an arm around another, or suggestive innuendoes, however innocent, inviting a subordinate or fellow employee to share an afterwork drink, and similar actions may all be construed as forms of sexual harassment.

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Furthermore, employees shall not engage in any actions with persons of the opposite sex or of the same sex that might be construed as sexual harassment or has been made known to them to be offensive to another employee.

If you feel you are being sexually harassed in any manner, you must immediately report this information to your supervisor or some other member of management. (Particularly if you feel your supervisor is the one harassing you, or is not likely to assist you in resolving your concern, you ALWAYS have the right to contact ANY member of management, including the CEO or similar level officer of the Practice.) The Practice expects you to make a timely complaint to enable the Practice to promptly investigate and correct any behavior that may be in violation of this policy.

Failure to comply with this policy may result in disciplinary action, up to and including termination.

ANTI-VIOLENCE We strive to maintain a work environment free from intimidation, threats, or violent acts. This includes, but is not limited to, intimidating, threatening or hostile behaviors, physical abuse, vandalism, arson, sabotage, use of weapons, carrying weapons on to Practice property, or any other act which, in management’s opinion, is inappropriate in the workplace. In addition, bizarre or offensive comments regarding violent events and/or behavior will not be tolerated. If you believe you have been subjected to, or have witnessed any form of violence in the workplace, or if you suspect that an incident of workplace violence may occur, you must report this information immediately to any member of Management. In addition, if you ever believe you or others in the workplace are in imminent danger because of an act or potential act of workplace violence, you should not hesitate to contact law enforcement authorities for assistance.

PERSONAL APPEARANCE Neat, clean employees are a vital link between the patient and the Practice. We must all remember that our appearance forms the basis of our patient’s first impressions of the Practice and us. To assure that all employees project a positive image, the following personal appearance guidelines are enforced: 1. You are expected to dress in such a manner as to reflect your concern for safety and the image of the Practice. [NOTE: FOLLOWING PARAGRAPH IS OPTIONAL. DELETE/MODIFY AS APPROPRIATE.] 2. As a general rule, cut-offs, shorts, tank-tops, tee shirts, bare midriff shirts, and open-toe shoes are not acceptable attire in our workplace. 3. Good personal hygiene habits are expected to be practiced by all employees. 4. You are expected to comply with all safety regulations as it relates to clothing and protective gear.

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PATIENT RELATIONS Patients are the foundation of our Practice.

Any lack of attention, or even the appearance of lack of attention toward a patient might cause that patient to leave our Practice. If you see any symptoms of patient dissatisfaction, report it to your supervisor at once.

Simple actions, such as a warm greeting or a friendly smile, are effective ways to gain our patients’ continued trust and encourage them to refer others to us.

Our systems and procedures are no reason for any employee to forget why the Practice is here. Patients are the Practice’s main concern! They are to be treated always with courtesy, dignity, and a professional attitude.

LOANS TO EMPLOYEES The Practice does not make loans to employees, and it generally does not provide pay advances.

PERSONAL PROPERTY The Practice is not responsible for personal property that is lost, damaged, or stolen from the Practice premises or work-site.

STAFF MEETINGS [NOTE: THIS SECTION IS OPTIONAL. DELETE OR MODIFY AS APPROPRIATE]

Staff meetings are scheduled at the discretion of the [TITLE OF APPROPRIATE PERSON], either on a monthly or “as needed” basis. Attendance at staff meetings is mandatory for both fulltime and part-time employees. If you have agenda items for the meeting, please submit them to the facilitator of the meeting. Your participation is expected and encouraged because we believe that it is through the collective contributions and efforts of everyone involved that the operations of the Practice can be improved.

USE OF CELL PHONES The Practice realizes that cell phones are an important tool used to stay in touch with family and friends. However, cell phones also can pose a risk to the Practice by creating distractions/interruptions from patient care or work, risk to protected health information / patient privacy, and an unprofessional image for our patients. Therefore, cell phones are to either be turned off or set on vibrate mode during normal working hours. Personal cell phone usage is to be limited to lunch breaks or other personal time within the designated break area. In the event of a personal emergency or other urgent personal matters, a land-line telephone is provided for employees to use. [NOTE: MODIFY LANGUAGE IN ACCORDANCE WITH YOUR PRACTICE’S PROCEDURES.]

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USE OF PRACTICE EQUIPMENT TELEPHONE The Practice realizes that occasionally it is necessary for you to receive or make important phone calls during working hours. However, we ask that such phone calls be kept to a minimum. Except when necessary for a personal emergency or other urgent personal matter, please schedule your personal calls during lunch or other personal break time. During busy times, if a telephone call is personal, the Receptionist will take a message rather than pass the call to the respective employee.

MAIL The use of the Practice’s postage machine for personal mail is not permitted. FAX Personal

use of the FAX machine is not allowed, except by permission of the [TITLE OF APPROPRIATE PERSON]. The Practice will have direct access to any messages left on, or transmitted over the system; therefore, confidentiality of personal messages cannot be guaranteed.

COMPUTERS Every employee is responsible, either directly or indirectly, for the integrity of our computer data and the computer security system. Access to computer files is restricted to those with a “need to know,” and access must be authorized by the [NOTE: INSERT TITLE OF APPROPRIATE PERSON]. Unauthorized copying of software is unlawful, is contrary to our standards of conduct, and is strictly prohibited. All employees are expected to abide by all the terms of the licensing agreements and copyright laws. Every employee is required to sign a Software Security statement [NOTE: YOU SHOULD HAVE A SEPARATE SOFTWARE SECURITY STMT].

INTERNET ACCESS/E-MAIL Employees are not allowed access to the Internet unless it is job related or by written authorization of management. The e-mail system is to be used to facilitate business communications. It may be used on a limited basis for personal communication. However, employees are not to send violent, offensive, harassing, discriminatory, or defamatory messages, cartoons or pictures. Employees are not to use the internet for conducting personal transactions such as, but not limited to: personal buying, selling, shopping, conducting outside business for profit, scheduling vacations or travel, twittering, blogging or interacting on social networks. Gambling and illegal activities are not to be conducted using Practice equipment and resources. When using the Practice’s email system, Employees should not assume that messages are confidential or that access by the Practice or its designated representative will not occur. The computers and the systems are property of the Practice. Information passing through or stored on Practice owned or leased equipment can and will be monitored.

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OTHER EQUIPMENT [NOTE: ADD THE USE OF ANY OTHER EQUIPMENT YOU DEEM NECESSARY].

Tobacco SMOKING IN THE WORK PLACE [NOTE: THIS SECTION SHOULD BE MODIFIED ACCORDING TO LAWS OF THE MUNICIPALITY IN WHICH THE PRACTICE RESIDES.]

It is the Practice’s position to foster the health and safety of all employees in the conduct of Practice business. Although it does not totally prohibit smoking tobacco on Practice property, it does restrict it to the outdoors.

If you smoke, the Practice will provide reasonable accommodations by allowing you to leave your work area during periodic rest breaks and during your lunch period to go outside the building to smoke. It is the Practice’s expectation that this privilege will not be abused.

Failure to comply with this guideline may result in disciplinary action. Smoking is a complex problem, and many individuals who smoke require assistance to eliminate it from their lives. Therefore, it is not a problem that can be solved completely by prohibition. To this end, the Practice encourages employees who smoke to enroll in a smoking cessation program.

SUGGESTIONS / QUESTIONS / COMPLAINTS You are expected to follow the Practice’s rules of conduct, procedures, and practices; however, if you hold a viewpoint that is contrary to a Practice rule, you are encouraged to discuss the viewpoint with your supervisor or the [NOTE: INSERT TITLE OF APPROPRIATE PERSON]. Discussions held in a timely manner will enhance our ability to resolve concerns while it’s fresh in everyone’s mind. The majority of misunderstandings can be resolved at this level. If this is not possible, you may discuss the matter with the [NOTE: INSERT APPROPRIATE PERSON - OWNER/CEO/ETC].

You are responsible for expressing those views in a fair and honest manner, and are expected to comply with the disputed practice until the misunderstanding is resolved, or the practice is changed.

You will not be penalized, formally or informally, for voicing a disagreement with the Practice on such matters. Suggestions may be discussed at staff meetings, but requests for confidentiality will be respected.

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SAFETY SAFETY AND LOSS PREVENTION STATEMENT INTRODUCTION The Practice complies with state and federal laws and regulations concerning the health and safety of its employees. However, The Practice believes that the best source of protection for health and safety of the work force is the individual employee. Therefore, every employee is directly responsible for the proper care and use of Practice property and equipment placed in their charge, either temporarily or on a regular basis. The Practice is committed to maintaining a safe and healthy work environment, and employees are expected to demonstrate a cooperative spirit by working together in helping The Practice in this effort.

You

should be aware of OSHA regulations pertaining to your position. The rules and regulations are found in The Practice’s Infection Control Policy/Hazard Communication Manual, and the applicable OSHA rules and regulations are located on the clinical area bookshelves. Please see OSHA and Safety manuals for further safety information.

EMERGENCY PROCEDURES The Practice will arrange CPR training as required. The

Practice periodically will review the building Disaster Plan, which addresses various emergencies, such as tornadoes, power outages, etc. The Practice will follow directions of local regulatory agencies in responding to a particular disaster.

FIRE PREVENTION Employees are expected to become familiar with any hazardous condition, materials and processes in their department. They also are expected to know the proper procedure to follow to extinguish small fires. If you are unsure about these situations, talk to your supervisor. [NOTE: IF DESIRED, YOU MAY INCLUDE EVACUATION GUIDELINES HERE.]

HEPATITIS B VACCINE As an employee of The Practice, you may be exposed to a variety of contagious diseases. The Practice promotes a policy of preventive care and strict standards in maintaining a safe workplace. Therefore, you are strongly encouraged to receive the Heptavax vaccine. The Practice will provide this vaccine, with no cost to you.

If you are in a clinical position, and you elect not to receive the vaccine, you will be required to sign a release stating that you have voluntarily chosen not to receive the vaccine. You also will be required to submit a blood test, at The Practice’s expense, to determine whether you are a carrier of Hepatitis.

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AIDS GUIDELINES [NOTE: THIS SECTION IS OPTIONAL. DELETE/MODIFY AS APPROPRIATE.]

The Practice recognizes that Acquired Immune Deficiency Syndrome (AIDS), its related conditions (such as AIDS Related Complex (ARC)), and persons with seropositive test results all pose significant and delicate issues for employees in the workplace.

The purpose of this AIDS guideline is to reassure employees that AIDS is not spread through casual contact during normal office work practices and to reduce unrealistic fears about contracting an AIDS virus-related condition. This guideline protects those employees who are diagnosed with any AIDS virus-related condition. Any employee who has AIDS, tested positive for AIDS and HIV, or thinks they may have been exposed to AIDS or HIV should immediately notify Human Resources [OR INSERT TITLE OF APPROPRIATE PERSON]. Any such employee will not be discriminated against in any way. However, employees who participate in medical care with Patients may be reassigned to non-Patient care duties. The purpose of this guideline is to provide guidelines to manage employees or situations where infection with AIDS virus is known. This guideline encourages Practice staff to convey sensitivity and understanding to AIDS or HIV affected employees.

Consistent with its commitment to provide a safe and healthy work environment, the Practice will treat AIDS in the same manner as other illnesses in terms of all employee policies and benefits.

Based on the preponderance of available medical and scientific opinion, including statements from the U.S. Public Health Service and the Centers for Disease Control, there is no evidence that the AIDS virus is casually transmitted in ordinary social or occupational settings or conditions. Therefore, subject to changes in available medical information, the Practice will allow employees with AIDS or any of its related conditions to continue working. The Practice will provide them with reasonable accommodation as long as they are physically able to perform the essential duties of their position. Employees who are affected by AIDS will be treated with compassion and understanding in dealing with their circumstances. Co-workers shall not refuse to work with or withhold their services for fear of contracting AIDS by working with an AIDS-affected person. Employees shall not harass or otherwise discriminate against an AIDS-affected employee. Employees exhibiting such behavior may be subject to disciplinary action.

If an employee is affected by, or concerned about AIDS or any of its related conditions, he/she is encouraged to contact his/her supervisor or the [OR INSERT TITLE OF APPROPRIATE PERSON] to discuss such concerns. Failure to notify any of the above named individuals regarding concerns and/or conditions relative to AIDS may preclude effective accommodations and support from management.

As

required by law, the Practice will treat as confidential all medical/personal information obtained from employees with AIDS, any of its related conditions, or persons with seropositive test results. Any breach of this confidentiality requirement may result in disciplinary action.

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SALARY ADMINISTRATION INTRODUCTION A wage and salary administration program is important to the Practice in order to provide a reasonable and workable framework through which to pay employees, and to promote employee productivity and overall Practice performance. It also is important with regard to the Practice’s ability to attract and retain good employees, to provide incentives for increased productivity, and to promote job satisfaction.

The salary administration program is a pay-for-performance system, designed to allow your compensation to grow, commensurate with your contribution to the Practice. Therefore, The Practice does not routinely grant general practice-wide pay increases.

The Practice’s salary administration program is part of an interactive management process that includes the Performance Review Program. Additionally, other work-related factors such as, but not limited to, attendance and discipline, are important in administering wages and salaries.

The rates of pay are intended to be comparable to, or slightly above, those paid for similar positions within the medical profession generally and in the local medical community.. Salary scales are reviewed regularly to assure competitiveness.

ESTABLISHED WORK WEEK [NOTE: MODIFY THE FOLLOWING ACCORDING TO YOUR ESTABLISHED WORKWEEK]

The established workweek for all employees of the Practice begins at 12:01 A.M. each Monday, and runs for seven days to the following Sunday at midnight.

MEAL PERIODS/BREAKS [NOTE: MODIFY THIS SECTION AS NEEDED.]

The following provisions govern meal periods and breaks. 1. Lunch breaks are predetermined, based on daily Patient schedules. 2. A half-hour unpaid lunch break is provided if you work more than 5 hours per day. 3. Employees may be provided other breaks consistent with state law.

NORMAL WORK HOURS [NOTE: MODIFY THIS SECTION AS NEEDED].

Normal work hours are defined as Monday through Friday, ___ A.M. to __ P.M. The Practice reserves the right to change the normal working hours to accommodate changing needs. However, it will make every attempt to keep your schedule as stable as possible.

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OVERTIME PAY Eligibility for overtime pay depends on whether an employee is designated as “exempt” or “non-exempt.” Pursuant to the federal Fair Labor Standards Act (FLSA), unless an exemption applies, an employee is generally eligible to receive overtime pay (i.e., time and a half) for every hour over 40 hours worked in a week. If an employee is “exempt” from the FLSA, however, he or she is not entitled to receive overtime. An exempt employee typically is paid a regular salary. Some examples of “exempt” employees are those in certain managerial, professional, or high-level administrative positions. The Practice will decide, in accordance with the FLSA and its implementing regulations, whether a particular employee is exempt from the FLSA overtime pay requirements. The general criteria for receiving overtime is as follows: Overtime pay is paid to non-exempt employees who work more than 40 hours in a single workweek. 1. Holidays, vacation days and sick leave days are not treated as days worked and are not included in hours worked when computing overtime. 2. All overtime must be authorized in advance and in writing, by your Supervisor. 3. The rate of overtime pay is one and one-half times the employee’s regular rate of pay.

PAY PERIODS [NOTE: MODIFY THIS SECTION AS APPROPRIATE]

Employees are paid every two weeks on Friday.

If the payday falls on a holiday, paychecks will be distributed on the last working day prior to the normal payday.

SALARY INCREASES MERIT INCREASES The Practice administers its merit increase program on the basis of progress in meeting or surpassing performance standards since the last merit increase. The Practice believes that the closer your pay is to the maximum for the position, the greater your productivity and the better your quality of work will be. In and of itself, a positive performance review does not guarantee a merit increase.

The Practice’s merit increase program is administered as follows: 1. The amount of money available for merit increases is based on the Practice’s overall financial condition, and is determined annually by management. 2. Regular employees may receive a merit increase on an annual basis, effective the first pay period following their performance review. 3. Newly hired employees are formally evaluated after they successfully complete three (3) months of employment. If an increase is granted, it becomes effective the beginning of the pay period immediately following his/her review. 4. The basis for granting a merit increase is the Performance Review process discussed elsewhere in this Handbook.

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PROMOTIONAL INCREASES You may be eligible for a promotional increase when you are upgraded to a higher salary range or when you assume the duties and responsibilities of a higher position classification. Promotional increases are intended to reward employees for performance and accomplishments with the Practice.

OTHER COMPENSATION CONSIDERATIONS [NOTE: THIS SECTION IS OPTIONAL. DELETE/MODIFY AS APPROPRIATE]

In addition to rewarding employees through the Practice’s salary administration program, management believes there may be times when it is reasonable to reward employees on a one-time basis for meritorious service or a particular contribution. As such, the Practice reserves the right to grant a one-time bonus to any employee or group of employees, who in management’s opinion, should be recognized for their special service or outstanding teamwork.

SALARY RANGES [NOTE: THIS SECTION IS OPTIONAL. DELETE/MODIFY AS APPROPRIATE]

Each job description has a salary range that states the minimum, mid-point and maximum salary you may earn in your job. As stated elsewhere in this Handbook, your performance determines where your actual salary falls within the range. Job descriptions and salary ranges are periodically reviewed and may be adjusted to correspond with industry conditions.

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BENEFITS INTRODUCTION The Practice has designed a benefits package that is consistent with other Practice objectives. Management will periodically review the benefits package to assure that the Practice remains current in this area. It will make every effort to offer benefits on a continuing basis; however, there is no guarantee that the benefits described in this Handbook will continue to be offered. The Practice also reserves the right to modify benefits at any time. In the event that a benefit is added, withdrawn, or modified, you will be notified through normal communications channels. [NOTE: MODIFY THE PARAGRAPH BELOW AS APPROPRIATE]

As a new employee, you are eligible to participate in the Practice’s healthcare plan and other insurance plans on the first day of the month following ___ months of employment [OR – following your first month of employment] [OR adjust according to your Practice’s policy]. You are not required to participate in any part of the benefits program.. Any such refusal or waiver will not alter your right to choose those benefits at a later date, as allowed by plan enrollment options (some programs may impose waiting periods or restricted enrollment dates), or to participate in other benefits offered by the Practice.

CONTINUING EDUCATION [NOTE: THIS SECTION IS OPTIONAL. DELETE/MODIFY AS APPROPRIATE]

The Practice considers the education of the staff to be important in providing quality care for Patients. The Practice will strive to provide education through in-house programs and through continuing education meetings. [NOTE: ADDRESS REIMBURSEMENT FOR MANDATORY CONTINUING EDUCATION REQTS]

HOLIDAYS AND OTHER TIME OFF [NOTE: ADD/DELETE HOLIDAYS AS APPROPRIATE]

HOLIDAYS The Practice designates the following holidays as paid holidays: New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

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The following provisions apply to holiday pay: 1. An employee must be on paid status on the business days immediately before and after a holiday in order to be paid for the holiday. Unless specially approved, you may be granted time off on the business day immediately before and/or after a holiday no more than once each year. 2. Regular full-time employees are eligible for holiday pay. Part-time employees are eligible for holiday pay, but only if the holiday falls on a day the part-time employee is regularly scheduled to work. When eligible, a part-time employee is paid for the hours he or she would normally have worked that day. 3. If a holiday falls on a Saturday, the prior Friday will be observed. If the holiday falls on Sunday, the following Monday will be observed. 4. Religious holidays observed by an employee, beyond those mentioned above, may be taken without pay, or may be charged to Personal Time Off (P.T.O.) 5. If a holiday falls during your vacation, it is not counted as a vacation (or P.T.O.) day.

OTHER TIME OFF BEREAVEMENT

Employees will be granted up to 3 days off for a death in the immediate family. If the employee is responsible for funeral arrangements, additional time may be granted at the discretion of the [NOTE: INSERT TITLE OF APPROPRIATE PERSON].

Immediate family is defined here as spouse, child, parent, brother, sister, grandparent, in-law of the same relation, or a relative with whom the employee lives.

For other relatives, the Practice will allow one day off, with the time being charged to available P.T.O. JURY DUTY

The Practice believes that jury duty is a civic obligation.

Therefore, The Practice allows time off to fulfill this obligation according to the following provisions: 1. You should notify your supervisor as far in advance of the court appearance as possible to allow for scheduling modifications. 2. You should arrange to be at work during periods when you are excused from jury duty. 3. For the first [___] days while you are on jury duty, if you are a “non-exempt” employee, you will be paid an amount equivalent to the wages you would normally earn each of those days (up to a maximum of $___ per day). After the initial three days, you will remain on unpaid leave status, unless you elect to use P.T.O. (NOTE: YOU MUST CONTINUE TO PAY THE SALARY OF AN “EXEMPT” EMPLOYEE DURING JURY DUTY WITNESS DUTY AND COURT APPEARANCES

If you receive a subpoena to appear in court as a witness, you must notify your supervisor immediately. You are expected to return to work as soon as your service as a witness is completed.

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Time off for a personal court appearance (e.g., as a litigant or as witness) will not be paid unless it is taken as P.T.O. SCHOOL ATTENDANCE [NOTE: THIS SECTION IS OPTIONAL. DELETE/MODIFY AS APPROPRIATE]

Special consideration for school attendance may be made with approval of [NOTE: DESIGNATE NAME OF APPROVING OFFICIAL] the Office Manager and/or physician. Please submit a written request at least 30 days prior to the beginning of your school period. TIME OFF TO VOTE

The Practice encourages employees to fulfill their civic responsibilities by voting. If your regular hours do not allow at least 3 hours off while the polls are open, you should make your request for time off made known to your supervisor prior to Election Day. This will enable the Practice to make the necessary arrangements, while providing the least disruption to the normal work schedule. [NOTE: MODIFY THIS SECTION AS REQUIRED TO REFLECT YOUR LEVEL OF BENEFIT] PERSONAL TIME OFF (P.T.O.)

The Practice realizes that, in addition to vacation and illness, there are times when you must take time off to attend to personal affairs, i.e., automobile repairs, driver’s license renewal, personal doctor appointments, medical appointments for children, etc. Therefore, the Practice has a P.T.O. plan to accommodate for these situations.

The following provisions apply to P.T.O.: 1. Regular full-time employees working 40 hours/week with less than five years of service with the Practice are eligible for 16 P.T.O. days per year, accrued at the rate of 1 1/3 days per month. 2. After five years of service, regular full-time employees are eligible for 21 P.T.O. days per year, accrued at the rate of 1 3/4 days per month. 3. Regular part-time employees working (on average) 16 to 32 hours/week receive 50% of the P.T.O. days of full-time employees. 4. Accrual for P.T.O. days begins on the first day of the month following your date of employment; however, the time may not be taken during the first three (3) months of employment. All P.T.O. must be approved by the [NOTE: INSERT TITLE OF APPROPRIATE PERSON], and reported on your time sheet. 5. Time taken for personal/sick leave may not be made up at a later date. 6. Up to 15 P.T.O. days can be banked for emergency use. At the end of each year, up to five P.T.O. days may be redeemed for equivalent pay.

If you wish to use P.T.O. for vacation or personal business, please submit a written request at least two weeks in advance, for approval by the [TITLE OF APPROPRIATE PERSON]. P.T.O. is generally granted on a first come first served basis. However, when more than one employee requests the same time off, the needs of the Practice will be considered to determine which request will be approved.

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EXTENDED LEAVES OF ABSENCE [IF YOU HAVE 50 OR MORE EMPLOYEES, THIS SECTION MUST BE WRITTEN TO COMPLY WITH THE FAMILY/MEDICAL LEAVE ACT (FMLA). OTHERWISE, MODIFY THIS SECTION AS APPROPRIATE]

INTRODUCTION The Practice understands there are periods when employees must be gone for extended periods of time. It will attempt to accommodate employees whenever possible. However, except where leave is mandated by applicable law, the Practice reserves the right to approve or deny all requests for leaves of absence.

There are two kinds of extended leaves---medical leave and personal leave. MEDICAL LEAVE A Leave of Absence request for medical leave must be made in writing at your earliest possible convenience, stating the reason for the leave and the length of leave desired. A letter from your physician, indicating the date the leave is to begin and the expected date of return must support the request. If your medical leave exceeds 3 days, you must provide a release from your physician to return to work. The Practice may require supplementary statements from your physician updating the Practice on the status of your medical condition and your ability to continue working.

PERSONAL LEAVE Personal leaves are granted at the discretion of the Practice and depending upon Practice requirements and Patient needs. As with other leaves, a request for personal leave must be made in writing at your earliest convenience. Personal leaves are without pay.

Upon written request, a regular full-time employee with one or more years of service may be granted a leave of absence for up to [__] weeks [INSERT TIME THE PRACTICE WILL ALLOW FOR A MEDICAL LOA – IT IS RECOMMENDED THAT THIS BE NO MORE THAN 8 WEEKS] for medical leave; or up to [__] weeks [INSERT TIME THE PRACTICE WILL ALLOW FOR A PERSONAL LOA – IT IS RECOMMENDED THAT THIS BE NO MORE THAN 2 WEEKS] for personal leave.

The following factors govern all leaves of absence: 1. All leaves under this provision are without pay. 2. You must give thirty (30) days written notice, or as soon as practical under the circumstances. This allows time for necessary approvals and enables the Practice to arrange for someone to perform your work during your absence. If notification and appropriate certification for serious health conditions or adoption are not provided in a timely manner, approval for leave may be delayed or denied. 3. Requests for all leaves are to be submitted to the [NOTE: INSERT TITLE OF APPROPRIATE PERSON] for approval.

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4. Failure to return to work at the end of the leave or taking employment elsewhere will be considered a voluntary termination by the employee. 5. Your insurance coverage will be maintained during a leave of absence; however, you are responsible for the payment of all applicable insurance premiums during the time you are on leave, including but not limited to health/dental and life insurance. Your failure to pay the premiums may result in the loss of coverage. 6. P.T.O. time will not accrue during the period of the leave. 7. If you are on a leave exceeding 30 days, you must notify the [NOTE: INSERT TITLE OF APPROPRIATE PERSON] at least two weeks before you return to work. The Practice will attempt to return you to your prior job position, if available. If your prior job position is not available, you will be provided a position of similar seniority, status, and pay, if available. If no such position is available, you may be terminated, but will remain eligible to apply for re-employment at a later date.

MILITARY LEAVES OF ABSENCE Employees will be given leave and re-employment benefits in compliance with the Uniformed Services Employment and Re-employment Rights Act (USERRA). Employees are expected to comply with the requirements of USERRA in order to remain eligible for reemployment, including providing advanced notice of their upcoming military service assignments.

INSURANCE COVERAGES [NOTE: THIS SECTION SHOULD BE MODIFIED TO REFLECT YOUR LEVEL OF BENEFITS]

HEALTH AND DENTAL INSURANCE The Practice offers full-time employees who are not covered under other health/dental plans, the opportunity to participate in a group health/dental plan. [NOTE: STATE THE TIME FRAME FOR ELIGIBLITY; I.E.THE FIRST OF THE MONTH FOLLOWING 30 DAYS OF EMPLOYMENT] The Practice pays ____% of the premium for each employee. The remaining amount due will be deducted from the employee’s pay. Upon request, a pamphlet detailing the available coverage is available for review.

If you decline the health and dental insurance coverage, you will be asked to sign a statement that you were offered the benefit and declined it.

Family/dependent coverage may be made available to eligible employees. Premiums for such coverage are paid by the employee and are deducted from his/her paycheck.

WORKER’S COMPENSATION INSURANCE The Practice carries worker’s compensation insurance, and you are covered from the first day of employment. If you are injured on the job, no matter how slight the injury may be, you must notify your supervisor immediately to make necessary arrangements and ensure full coverage.

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This document is only one example of how an organization can draft an employee handbook. It is intended to be used solely as a vehicle for discussion in order to help companies develop their own materials. This document is provided as general guidance and does not constitute legal advice. Companies should contact their own legal counsel to draft a document to meet their specific needs.

Created by MagMutual from materials provided by

as part of MagMutual and COPIC’s

alliance to improve patient safety and quality of care for all of our PolicyOwners.

DISCLAIMER: While all care has been taken in the preparation of this material, no responsibility is accepted by MagMutual Patient Safety Institute or its employees or agents for any errors, omissions, or inaccuracies. The material provided in this resource has been prepared to provide general information only. It is not intended to be relied upon in lieu of or as a substitute for legal or other professional advice. No responsibility can be accepted by MMPSI for any known or unknown consequences that may result from reliance on any information provided in this publication. Users of these materials are advised to consult with their legal counsel to ensure that these materials are legally appropriate for use, given the various state and federal laws that may apply and each practice’s individual circumstances.

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