EMPLOYEE HANDBOOK
AND
POLICY MANUAL
Effective July 1, 2014
MISSION
To provide value based therapeutic services, healthcare management expertise, and wellness programs for our partners and communities to improve the quality of life for the people we serve.
VISION STATEMENT
The most trusted rehabilitation services partner in the Midwest.
CORE VALUES
We deliver superior quality in all that we do.
We set high standards of performance for ourselves and for others. In order to provide superior services to our patients, we continually strive to uphold and improve our reputation for excellence.
We treat others as we would like to be treated.
We treat each other with respect and promote a positive work environment. We are honest and open in our relationships as well as straightforward in our communications.
We are results oriented and we achieve our objectives.
We are focused and decisive in achieving our objectives and helping others achieve their goals as well. We accept responsibility for our decisions and actions. We are accountable for using our time, talents, and resources effectively.
We are team players.
We work together to achieve company objectives. We promote open communication and strive to maintain a positive work environment.
We are resourceful in overcoming obstacles.
We pride ourselves in finding creative solutions to our challenges. We are flexible, adaptable and able to learn from our experiences.
TABLE OF CONTENTS
Introduction 5
General Statements 6
Confidentiality 6
Dress Code 6
Driver's License & Proof of Auto Insurance 7
Drugs And Alcohol 7
Reasonable Suspicion Drug/Alcohol Testing 8
Employee Relations 8
Employment Relationship 8
Equal Employment Opportunity 8
Respectful Workplace Policy……………………………………………………………..9
Filing a Complaint 10
Investigation of a Complaint 11
No Weapon Policy 11
Office Appearance 11
Personal Cellular Phones & Telephone Calls in the Workplace 12
Reasonable Accomodations of Disability 12
Reporting Violations of Policy 12
Safety In The Workplace 12
Smoking In The Workplace……………………………………………………………...14
Social Media 14
Solicitation/Distribution 16
Technology and Internet Security 16
Visitors In The Workplace 17
Workplace Violence 17
Employment 19
Access to Personnel Files 19
Background Investigations 19
Cardiopulmonary Resuscitation (CPR) certification 20
Classification of Employees 20
Full -Time Employees 20
Part-Time Employees 20
PRN Employees 20
Temporary Employees 20
Exempt 21
Non-Exempt 21
Corrective Action 21
Employment Applications 22
Employment Verifications 22
Health Requirements 23
Hire Date 23
Immigration Law Compliance 23
Introductory Period 23
Performance Evaluations 24
Personnel Data Changes 24
Resignation / Employment Termination 25
Job Abandonment 25
Time Off Attendance 26
Attendance 26
Bereavement 26
Family Medical Leave of Absence 26
Eligibility for Leave 26
Notice of Leave 27
Intermittent Leave 27
Substitution of Paid Leave 27
Maintenance of Benefits 27
Job Restoration 27
Fitness for Duty Reports 27
Failure to Return to Work 28
No Work While On Leave 28
Workers' Compensation 28
COBRA 28
Holidays 28
Jury Duty 29
Military Leave 29
Paid Time Off 29
Extended Illness Days…………………………………………………………………...30
Personal Leave of Absence 31
Severe Weather 31
Subpoena and Notice for Deposition 32
Compensation 33
Administrative Pay Corrections 33
Breaks / Meals 33
Compensation Administration 33
Expenses 33
Approval and Reimbursement of Expenses 33
Milage Reimbursement 33
Overtime 34
Flex Time………………………………………………………………………………..34
Pay Advances 34
Paydays 34
Pay Deductions 34
Timekeeping 35
Work Week 35
Benefits 36
Benefits 36
Continuing Education Courses and Course Presentation 36
Employee Assistance Program 36
Employee Referral Program 37
Flexible Spending Account 37
Retirement Savings Plan………………………………………………………………....37
Health Club or YMCA Membership 37
Health Insurance 37
Life Insurance & AD&D 38
Long Term Disability 38
Professional License and Dues 38
Short Term Disability 39
Tuition Assistance 39
Federal / State Mandated Benefits 40
Social Security 40
Workers’ Compensation 40
Unemployment Insurance 40
Introduction
This Employee Handbook is designed to acquaint employees with P.T. Services Rehabilitation, Inc. and any other related joint ventures (“Company”) and provide employees with information about working conditions, employee benefits, and some of the policies affecting employment.
All employees should read, understand, and comply with all provisions of the handbook. No employee handbook can anticipate every circumstance or question about every one of the Company’s policies and there may be situations where the need arises for the Company to revise, add, or cancel policies. The Company reserves the right to add new policies, and to change or cancel existing policies at any time. This handbook supersedes and replaces all prior handbooks of the Company.
This handbook should not be construed as, and is not intended as, a contract guaranteeing employment for any specific duration. The relationship is and will always be one of voluntary employment-at-will.
Review of Employee Handbook
The Company provides this policy manual for the employees’ guidance on current practices, benefits and expectations. The Executive Director and officers review these policies periodically to assure the Company’s continuing compliance with law and that the policies continue to reflect the Company’s mission and interests.
General Statements
Confidentiality
The Company maintains confidential records for a variety of business needs. Records include detailed information about clients receiving services, job applicants, employees, company finances, future planning, and trade and corporate business information. The Company keeps many records confidential as required by law. It keeps other information confidential to protect the privacy of trade and corporate business information and individuals doing business with the Company.
The Company expects its employees to protect this information by safeguarding it when in use, storing it properly when not in use, and following the rules set forth by the Company’s Code of Conduct when handling Protected Health Information and other information as it relates to the Health Insurance Portability and Accountability Act. All employees should:
1. Respect and maintain the confidentiality of information gained as an employee, including, but not limited to, all computer software and files, the Company’s business documents and printouts, and all employee and client records.
2. Respect and maintain the confidentiality of individual personal information about clients gained through the employee’s role with the Company.
Employees who are uncertain about the use of records and information should contact the Executive Director or the Human Resources Manager.
Dress Code
Employees are expected to dress and groom themselves in accordance with accepted social and business standards as representatives of the Company. Clothing containing offensive language or pictures is not acceptable. Safety standards must also be considered, especially while working with clients. Jewelry must be professional and appropriate for patient care. Jewelry that is permissible includes: finger rings that are appropriate in size and number, earrings, watches, bracelets, and necklaces that do not infringe upon treatment with patients. Dangling jewelry must not be worn for safety reasons. Body piercing jewelry, except for ear lobes, and body tattoos within visible sight are not permissible during work hours.
A neat, tasteful appearance contributes to the positive impression employees make on clients. Employees are expected to be suitably attired and groomed during working hours or when representing the Company. A good clean appearance bolsters employee’s own poise and self-confidence and greatly enhances company image. Employees are required to maintain appropriate identification per work location.
Personal appearance should be a matter of concern for each employee. If a director feels an employee’s attire is not acceptable, the employee may be asked to leave the workplace until properly attired. The employee will not be paid for the time off the job for this purpose. Directors have authorization to determine the appropriateness of employees’ dress. Violation of this standard will be subject to the Conduct policy.
The Company recognizes and allows reasonable accommodations to the dress code based upon an employee’s religious beliefs or disability.
Driver’s License & Proof of Auto Insurance
Proof of a current driver’s license is required for all employees using personal vehicles for company business. Failure to have a current driver’s license could result in corrective action up to and including termination.
Proof of auto insurance is required for all employees using personal vehicles for company business. Failure to have current insurance could result in corrective action up to and including termination.
The Company is not responsible for damage to an employee’s vehicle when using the vehicle for company business.
Drugs and Alcohol
Employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner. While on the premises of a Company facility or work location, no employee may use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger patients, clients, customers or other individuals in the workplace. Any violation of this policy constitutes cause for corrective action up to and including immediate termination.
Under the Federal Rehabilitation Act, persons suffering from alcoholism and recovered drug addicts are included in the definition of handicapped individuals who are protected against discrimination if they are qualified to perform the job. The Americans with Disabilities Act (ADA) also provides protection from discrimination to any person suffering from alcoholism and rehabilitated drug users. However, the ADA specifically does not protect individuals currently engaged in the illegal use of drugs. In addition, while alcoholics may be covered by the ADA, they can be held to the same standards of performance as other employees.
Under the Drug-Free Workplace Act, an employee who performs work for a government contract or grant must notify the Company of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five (5) days of the conviction.
Reasonable Suspicion Drug/Alcohol Testing
When the Company has reason to suspect that an employee has violated this policy or has a substance abuse problem, it will require the individual to be tested for the presence of alcohol and/or drugs. The employee will be required to undergo this testing immediately when ordered by the Company without prior notice. Any employee who tests positive on a drug test may be terminated immediately. The Director/Supervisors must document reasonable suspicions prior to testing. Under no circumstances should employee drive themselves to the testing site.
Employee Relations
The Company believes that the work conditions, wages, and benefits offered are competitive with those offered by other employers in this area and in this industry. If employees have concerns about work conditions or compensation, the Company strongly encourages employees to express these concerns openly and directly to a director. Experience has shown that when employees deal openly and directly with management, the work environment can be excellent, communications can be clear, and attitudes can be positive.
Employment Relationship
Employment with the Company is voluntarily entered into and the employee is free to resign at any time, unless otherwise modified by an Employment Agreement or Addendum with the Company. The Company respectfully requests that an adequate notice be given so that the work being done for clients is not being disrupted. Similarly, the Company is free to conclude an employment relationship at any time, without reason, in accordance with applicable law. While the Company hopes the relationship will be long and mutually beneficial, it should be recognized that neither the employee nor the Company has entered into any contract either expressed or implied, unless a specific Employment Agreement has been signed by both parities. The relationship is and will always be one of voluntary employment-at-will.
Equal Employment Opportunity
The Company is an equal employment opportunity employer. The Company does not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, gender, ancestry, age, disability, pregnancy, veterans, membership in the military reserves or National Guard, genetic information or any other characteristic protected by law. Employment decisions are based on each person’s performance, qualifications, and abilities.
The Company will make reasonable accommodations for qualified individuals with known disabilities unless making the reasonable accommodations would result in an undue hardship for the Company.
Equal employment opportunities in hiring and in the workplace are essential for the Company to ensure that the talents of a diverse workforce are being employed to full advantage. These policies also allow the Company and employees to develop and serve a diverse customer base.
This policy relates to all phases of employment, including selection, job assignment, compensation, Corrective Action, termination, access to benefits and training, and participation in all company sponsored activities.
Any employee who believes they have been discriminated against may discuss this with the Human Resources Manager, the Executive Director, or the Officers.
Respectful Workplace Policy
The Company is committed to maintaining a work environment that is free of all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive, including sexual harassment. In keeping with this commitment, the Company will not tolerate any form of unlawful harassment against employees by anyone, including directors, other employees, vendors, clients, or customers. All employees are expected to avoid any behavior or conduct that could reasonably be interpreted as the unlawful harassment of an employee or a person who does business with the Company.
Harassment, as defined by applicable state, federal, and/or regulatory law, consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person’s protected status, such as race, color, religion, national origin, gender, ancestry, age, disability, pregnancy, veterans, membership in the military reserves or National Guard, or any other characteristic protected by law. Harassment includes conduct that denigrates or shows hostility or aversion toward an individual because of his or her protected status.
Sexual harassment, as defined by applicable state, federal, and/or regulatory law, is unwanted or unwelcome sexual advances, requests for sexual favors or other verbal or physical acts of a sexual or gender-based nature where (1) submission to such conduct is made either explicitly or implicitly a term or a condition of an individual’s employment; (2) an employment decision is based on an individual’s acceptance or rejection of such conduct; or (3) such conduct interferes with an individual’s work performance or creates an intimidating, hostile or offensive working environment.