SCOPE: Peacehealth Employed Physicians and Allied Health Providers (Ahps) Who Meet Eligibility

Time Off for Providers / Doc # PHMG.SYS.465.1 / V # 2
PHMG System-Wide Professional Services Policy / Page: 1 of 7

SCOPE: PeaceHealth employed physicians and allied health providers (AHPs) who meet eligibility requirements.

PURPOSE: To describe the time off benefit for providers and clarify expectations for physicians and allied health professionals during approved periods of absence from work.

POLICY: PeaceHealth recognizes the importance of taking time off for relaxation, holiday observance, and continuing education.

This policy gives flexibility with scheduling time off with an understanding of the impacts on patient schedules, staff schedules, organizational needs, and physician colleague work burdens.

REQUIREMENTS:

1. Eligibility. All regularfull-time and part-time (minimum .5 FTE)physiciansand those allied health providers whoare on a production incentive compensation model, are eligible for this time off benefit effective upon date of hire, unless they meet one of the following exclusions.

1. Exclusions. Temporary, relief, or per diemphysicians/AHPs, shift based hospitalists, Urgent Care and Emergency Department physicians are not eligible for this time off benefit.

1. Accrual. Eligible full-time physicians and AHPs receive the time off benefit based on their FTE status and years of completed service with PeaceHealthat the beginning of each calendar year as described below. Time off Benefit is pro-rated for part-time (.5 – .99FTE).

3.1.All locations except SE Alaska

FTE Status / 0-2 Years of Service* / 3-9 Years of Service* / 10+ Years of Service*
1.0 / 256 hours
(32 8-hour days) / 288 hours
(36 8-hour days) / 320 hours
(408-hour days)

3.2.SE Alaska**

FTE Status / 0-2 Years of Service / 3-9 Years of Service / 10+ Years of Service
1.0 / 296 hours
(37 8-hour days) / 328 hours
(41 8-hour days) / 360 hours
8-hour days)

*Total years completed as of the first day of the first pay period of the new calendar year.

**Additional time off is provided due to the remote location requiring more travel time.

3.3.PHMG System Provider Employment Equivalent (FTE) Standardpolicy sets the standards for FTE. Refer to the policy for details on FTE standards.

1. Accounting for Time Off Based on the Work Schedule

4.1.Each eligible participant has an identified work schedule (e.g., 5 work days per week, 4 work days per week, etc.).

4.2.Work days are a minimum of 4 hours.

4.3.Time off is taken in scheduled day increments (minimum 4 hours) based on the identified work schedule.

1. Accrual of Time Off Benefit

5.1.In the first pay period of each calendar year one-fourth (1/4) of the annual time off benefit is provided to eligible participants to enable scheduling of time off early in the year.

5.2.Each pay period one-twenty sixth (1/26) of the remaining annual benefit is accrued.

1. Carry Over of Unused Time Off Benefit

6.1.Up to 3 weeks of unused time off benefit (1 week of unused CME, and 2 weeks of non-CME time) may be carried over to the following calendar year. For a 1.0 FTE 3 weeks = 120 hours, and it is pro-rated for lower FTE levels (e.g., 96 hours for .8 FTE).

6.2.At the end of each calendar year any unused time off benefit in excess of 3 weeks will be forfeited at the end of the calendar year.

6.3.For January 1, 2012, five (5) weeks (200 hours for 1.0 FTE) of unused time off benefit may be carried over in order to support the transition of a variety of time off benefits to a standard plan across PeaceHealth.

6.4.As of January 1, 2013 any unused time off benefit in excess of 3 weeks will be forfeited.)

1. Notification, Requesting Time, and Approval Process

7.1.Notification. Eligible participants requesting time off must provide the following minimum notification:

7.1.1.Up to 10 days (2 weeks) requires a minimum of 45 days notice.

7.1.2.More than 2 calendar weeks requires a minimum of 60 day notice andmust be authorized by the Department Management and approved by the Medical Director.

7.1.3.Requests submitted in less than the required notification period may be approved at the discretion of the department management.

7.2.Requesting Time Out of Office

7.2.1.All time off requests for any increment of time (partial or full day increments) requires the physician or AHP to enter their request electronically in the web based Provider Scheduler so that coverage for patient care is assured.

7.2.2.Emergent Situation. In the event of a personal emergency such as sudden family or personal illness and family death, notify the Department Management and follow department guidelines for notification. No online request process is required. If the emergent situation does not qualify for payment under another benefit (bereavement or disability salary continuation), then time taken will be deducted from the participant’s Time off Benefit.

7.3.Approval of Time Out of Office Requests. The following guidelinesare used by supervisors in considering time off requests. The list is not all inclusive as it is dependent on the type of request, length of time requesting and individual department/clinic standards.

7.3.1.Participant has the amount of time available.

7.3.2.Adequate number of providers available to meet patient care need.

7.3.3.Impact the time off has on the provider’s colleagues (e.g. call responsibilities, care of patients, and clinic operations).

7.3.4.A denied time off request may be appealed through the Medical Director.

1. Usage of Time Off

8.1.CME/Training. Continuing Medical Education (CME) days are included in the total time off benefit. The required time off request process applies to CME time off (Refer to Policy #PHMG.SYS.52.1 Physician and AHP CME & Dues/Fees Benefits).

8.2.Holidays and vacation are included in the time off benefit. A worked holiday is defined as a scheduled work day providing direct patient care. Refer to Policy # PHMG.SYS.52.2 PHMG Provider FTE Equivalent Standard policywhich defines “patient care activities”.

8.3.Exhausted Allocation of Time Off Benefit

8.3.1.If an eligible participant uses all the allocated time off benefit, requests for time are considered as a Personal Leave of Absence request.

8.3.2.Requests for personal time off follow the appropriate current regional Leave of Absence policy depending on the state, and require approval by the Department Management and Medical Director.

8.4.Departure from PeaceHealth

8.4.1.No vacation or CME days may be used during the notice of departure period unless approved by the local Vice President for the Medical Group.

8.4.2.At termination of employment with PeaceHealth the last day worked must be an actual working day. It cannot be a day for which the time off benefit is paid.

8.4.3.Upon departure from the organization, any available, but unused time off benefit isnot paid at termination of employment.

8.5.Selling Time Off. Time off under this benefit may not be paid as compensation in lieu of time off.

8.6.Donation of Time Off. Time off under this benefit may not be donated to another caregiver in a hardship situation or donated to PeaceHealth with a request for a PeaceHealth foundation to benefit.

1. Special Situations

9.1.Jury Duty, Bereavement. Time off for bereavement and jury duty is paid in accordance with the system-wide Bereavement and Jury Duty policies. Time required for jury duty or bereavement does not affect the time off benefit.

9.2.Personal Illness. Time off for a personal illness is paid in accordance with the system-wide Salary Continuation benefit. Time off required for a personal illness does not affect the Time off Benefit.

9.3.PeaceHealth Business. Includes patient related legal proceedings, ATP, PH site coordination, and other qualified PeaceHealth activities requested by PeaceHealth.

9.3.1.The time is not counted towards the Physician’s allotted time off benefit.

9.3.2.Request for time off needs to be entered into the Provider Scheduler systemwith as much advance notice as possible. It is necessary to account for the time even when it is not counted as a time off benefit under.

9.3.3.Request is approved by Department Management, and the Medical Director and Clinical Director if necessary when involved in the decision making.

9.4.Military Leaves of Absence. In accordance with regional Military Duty Leave policies, caregivers who are on approved military leave are not required to use the time off benefit and will accrue time off benefit during military leave.

9.5.Leaves of Absence. All leaves of absence (Federal FMLA and state regulated leaves) shall follow the appropriate Leave of Absence policy.

9.5.1.Any availabletime off benefitis utilized for all leaves.

9.5.2.When the time off benefithas been exhausted, then the leave is “unpaid” time off.

9.5.3.The leave time is tracked in the Provider Scheduleras a “leave” with the type of leave designated.

9.5.4.Salary Continuation Benefit Time Exception. If the physician’s leave is covered under Salary Continuation, this time period is not counted towards the time off benefit. See Salary Continuationdefinition for what qualifies for this benefit.

DEFINITIONS:

1. The term “Bereavement” refers to leave provided when a providers/physicians experiences a death in their immediate family as described in the Bereavement Leave policy

1. The term “Department Management” refers to thedepartment manager and lead physician.

1. The term “FMLA” refer to the Family Medical Leave Act, qualification for which is governed byFederal leave requirements and the Leave of Absence policy.

1. The term “Full Time Employment(FTE)” refers to the equivalent standard which defines a physician FTEas a minimum of 34 hours a week spent in patient care or clinical activities directly related to patient care. Patient or clinical care activitiesare prorated for positions that are less than full time.

1. The term “Personal Leave” refers to leave not otherwise specified that is taken for personal reasons of the employee

1. The term “Production Incentive Compensation Model” refers to compensation, any portion of which is based on production.

1. The term “Salary Continuation” refers to the benefit coverage for an eligible physician or AHP due to personal sickness or medical disability which prevents the physician or AHP from working.

1. The term “Sickness/Illness” refers to an unscheduled absence due to personal sickness and is considered unexcused.

1. The term “Time- Off” is defined as any time requested for vacation, continuing education, holidays or personal time.

REFERENCES:

Forms:

• Provider Scheduler

Policy Documents:

• Policy #PHMG.SYS.52.1 Physician and AHP CME & Dues/Fees Benefits
• Policy #PHMG.SYS.52.2 PHMG Provider FTE Equivalent Standard

HELP: For questions about this policy, or assistance with understanding your obligations under this policy, please contact the PHMG Policy Coordinator.

End of Policy

The last page of this policy document contains approval, review and revision information only.

CREATION (Original Version):

Author: / Pattie Washburn; HR Manager – PHMG Physician/Provider Service
Responsible Party: / Sue Kent; System VP-HR
Reviewed/Approved By: / PHMG PWG / Date: / 7/12/2011
System Board HR Subcommittee / Date: / 8/12/2011
PHMG MGLT / Date: / 8/19/2011
Final Approver: / Rick Kincade; Interim System Senior VP, PHMG / Date: / 8/19/2011

PERIODIC REVIEW:

Reviewer: / Date:
Reviewer: / Date:
Reviewer: / Date:
Reviewer: / Date:

REVISIONS:

Responsible Party: / Bob Swanson, VP Culture & People , PHMG
Revised By: / Sue Kent, System VP-HR
Approved By: / Date:
Approved By: / Date:
Reason/Summary of Changes: / Revision of payment at termination of employment, elimination of donation of time off. Effective 4/1/12

RETIRED:

Requested By:
Approved By: / Date:
Reason for Retirement: