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[NAME OF PRACTICE]

Employee Handbook

Issued and Effective [Month], 200__
Table of Contents

Welcome

Employee Relations Philosophy

Introduction

Employment at Will

Equal Opportunity Employer

Policy Against Sexual Harassment
        Sexual Harassment
        Other Harassment

Confidentiality and Professional Ethics

Hours of Operation

Attendance and Punctuality

Employment Classifications
       Orientation Period
       Full Time Employees
       Part Time Employees
       Per-Diem/PRN Employees

Overtime

Pay Periods

Training and Education

Time Away From Work
        Holidays
        Paid Time Off (PTO)
        Jury Duty
        Military Leave
        Bereavement Leave

Unpaid Leave of Absence
        Federal Family and Medical Leave

Employee Benefits
        Worker's Compensation

Standards of Conduct

Resignations

Final Paycheck

Inclement Weather

Staff Meetings

Personal Telephone Calls

Dress Code

Parking

Eating

Smoking

Drug Free Workplace

Internet and E-Mail Policy

Each Employee's Responsibility

Bloodborne Pathogens Exposure Control

Hepatitis Vaccine

Receipt of Employee Handbook
WELCOME
Welcome to [Name of Practice]. Our team is dedicated to providing the highest quality medical care while preserving the dignity of our patients. By choosing to join [Name of Practice] you have assumed your share of the responsibility for maintaining the high principles and standards to which we are dedicated.
It is our policy that [Name of Practice] will be fair and equitable in the treatment of everyone, regardless of position or profession. Treating our patients and each other with courtesy, compassion, and honesty while respecting the right to privacy and confidentiality is of the utmost importance. We strive to create a pleasant work environment that encourages open communication and clear expectations regarding performance.
You are an important part of this process, for your work directly influences the reputation of [Name of Practice].
We are glad you joined us, and we hope you will find your work to be both challenging and rewarding.
EMPLOYEE RELATIONS PHILOSOPHY
[Name of Practice] is committed to providing the best possible climate for maximum development for all employees. It is our practice to treat each employee as an individual, taking into account, whenever possible, individual circumstances. We seek to develop a spirit of teamwork - working together to attain a common goal.
We strive to have a workplace where communication is open and problems can be discussed and resolved in a mutually respectful atmosphere. We firmly believe that with direct communication, we can resolve any difficulties that may arise and develop a mutually beneficial relationship.
INTRODUCTION
This handbook has been prepared to acquaint you with some general information about [Name of Practice] and to highlight some of the policies, benefits and rules under which we operate. It is not intended to be a comprehensive resource to all policies and benefits. After thorough review, please direct any questions or concerns to [the practice administrator.]

[Name of Practice], in its absolute and sole discretion, has the right to change, modify, add to or eliminate any or all terms, conditions and benefits of employment at any time.
This handbook dated [date], supersedes in all respects any prior employee handbook, manual or guide.

The personnel policies, procedures and benefits described in the handbook are no more than internal guidelines and are not intended to be, nor to represent, a contract of employment or a contract with regard to the terms of employment. None of the policies or benefits described in this handbook entitles any person to be hired or retained by [Name of Practice].
EMPLOYMENT AT WILL
[Name of Practice] employees are employed "at-will." As such, all employees have the right to terminate their employment relationship with [Name of Practice] at any time. It also means that [Name of Practice] has the complete discretion to discharge any employee at any time, for any reason, with or without prior notice. No employee has a specific term of employment unless specifically agreed to in writing by [the practice administrator.]
EQUAL OPPORTUNITY EMPLOYER
[Name of Practice] is committed to equal employment opportunity. It is our policy to provide equal employment opportunity to all qualified employees based on training, experience, education and personal qualifications. All applicants for employment or advancement will be considered without regard to race, color, religious creed, ancestry, sex, age, national origin, sexual orientation, marital status, genetic status, physical or mental disability or any other characteristic protected by law. This policy applies to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoffs, compensation, benefits, and all other terms, conditions and privileges of employment.
POLICY AGAINST HARASSMENT
Sexual Harassment
[Name of Practice] prohibits sexual harassment of any employee by another employee or supervisor. The purpose of this policy is not to regulate the personal morality of employees. It is to assure that in the workplace, no employee is subject to sexual harassment. Sexual harassment includes but is not limited to: unwelcome sexual advances, requests for sexual favors and/or verbal or physical conduct of a sexual nature including but not limited to, drawings, pictures, jokes, teasing, uninvited touching or other sexually related comments.

Sexual harassment of an employee will not be tolerated. Violations of this policy may result in disciplinary action, up to and including discharge. There will be no adverse action taken against employees who report violations of this policy or participate in the investigation of such violations.
  1. Any employee who feels that they have been subject to sexual harassment should immediately report such actions in accordance with the following procedure. All complaints will be promptly and thoroughly investigated.
    Any employee who believes that he/she has been subjected to sexual harassment should report the act immediately to [the practice administrator]. If you prefer not to discuss the matter with the practice administrator, you may contact any other member of management.
  2. [Name of Practice] will investigate every reported incident immediately. Any employee, supervisor or agent of the practice who has been found to have sexually harassed another employee may be subject to appropriate disciplinary action, up to and including immediate discharge.
  3. [Name of Practice] will conduct all investigations in a discreet manner. The practice recognizes that every investigation requires determination based on all the facts in the matter. We also recognize the serious impact of a false accusation. We trust that all employees will continue to act responsibly.
  4. The reporting employee and any employee participating in any investigation under this policy has [Name of Practice]'s assurance that no reprisals will be taken as a result of a sexual harassment complaint. It is our policy to encourage discussion of the matter, to help protect others from being subjected to similar inappropriate behavior.
Other Harassment
[Name of Practice] prohibits harassment of one employee by another employee or supervisor based upon veteran status, race, color, religious creed, ancestry, sex, age, national origin, sexual orientation, marital status, genetic status, physical or mental disability or any other characteristic protected by law.

The purpose of this policy is not to regulate the personal morality of employees. Harassment includes but is not limited to: slurs, epithets, threats, derogatory comments, unwelcome jokes and/or teasing.

Any employee who feels that they have been subjected to such harassment should immediately report the matter to [the practice administrator] or any other member of management. [Name of Practice] will investigate all such reports as confidentially as possible. Adverse action will not be taken against an employee who reports or participates in the investigation of a violation of this policy. Violations of this policy are not permitted and may result in disciplinary action, up to and including discharge.
CONFIDENTIALITY AND PROFESSIONAL ETHICS
The relationship between physician and patient is a very personal one and is strictly confidential both ethically and legally. In the course of your work at [Name of Practice], you may acquire certain facts about patients, and view patient records and/or other records. All such information, whether of a medical or business nature is strictly confidential. All employees shall hold such information inviolate. Under no circumstances shall the business or medical affairs of our patients, or of [Name of Practice], be discussed with any outside party. Breach of this policy may result in disciplinary action, including immediate termination of employment.

Additionally, no medical information is to be released to patients, their spouses, relatives, or outside organizations unless a release is first signed by the patient or authorized by specific instructions from the patient's physician.

HOURS OF OPERATION
[Our office hours are generally Monday through Friday from 8 9 a.m. to 5 6 p.m. Employees are expected to be in the office prepared to work during these hours, unless specifically modified either by design or request. You are entitled to a lunch period each day, however lunch must be scheduled according to the best interest of the office workload, for the benefit of patients, and cannot interfere with patient appointments or completion of duties.]

ATTENDANCE AND PUNCTUALITY
Attendance and punctuality are important factors for your success within [Name of Practice]. We work as a team, and this requires that each person be in at work on time.

If you are going to be late for work or absent, you must notify your supervisor at least one hour before the start of your workday. Employees who fail to provide adequate notice may be subject to disciplinary action in addition to leave without pay.

If you are absent for three days without notifying the practice, it is assumed that you have voluntarily abandoned your position and you will be removed from the payroll.

EMPLOYMENT CLASSIFICATIONS
Orientation Period
All new hires or employees assuming a new position within [Name of Practice] by virtue of transfer or promotion are required to serve an orientation period. The orientation period allows time for [Name of Practice] to evaluate the employee and assess whether the employee is properly suited for the position for which he or she has been hired, transferred or promoted into, or recalled from. In most cases, the orientation period will last for three (3) months from the date of hire, transfer, promotion or recall, but it is subject to extension at the discretion of [Name of Practice]. During the orientation period, employees will be trained and will be introduced to the duties and tasks associated with their position. The orientation period does not alter the at-will status of the employment relationship, and nothing contained in this policy should be construed so as guaranty employment for any specific period of time or to limit the [Name of Practice]'s ability to exercise its right to terminate any employee during or after the orientation period.

Full Time Employees
A full time employee regularly works 40 hours per week, and after the first [90 days], is eligible for benefits as outlined in this handbook. [Certain full time employees will be categorized as "exempt" and will not receive overtime pay.]

Part Time Employees
  1. Part time employees who regularly work [less than 40 hours per week and more than 17 hours per week, more than five months per year, totaling at least 1000 hours or more annually, are paid by the hour and are eligible for partial benefits as outlined in this handbook].
  2. Part time employees who regularly work [no more than 17 hours per week, more than 5 months per year, totaling 1000 hours or less annually, are paid by the hour and are eligible for Holiday Pay as noted in the handbook and statutory benefits only]
Per-Diem/PRN Employees: A per-diem employee does not work regularly scheduled hours, but is called in to work on an as-needed basis. Per-diem employees are eligible for statutory benefits only.

In addition to the classifications described above, employees will also be classified as either "exempt" or "non-exempt" for purposes of determining eligibility for overtime compensation for hours worked in excess of forty (40) in any given week. Employees classified as exempt are not eligible for overtime compensation, regardless of the number of hours worked during any workweek. Exempt or non-exempt status is generally determined by the duties and responsibilities of the position held within [Name of Practice]. Employees will be advised of their status at the commencement of their employment, or at the time their existing classification changes.

OVERTIME
Overtime is defined as those hours worked by a non-exempt employee in excess of forty (40) in any given work week. While the business needs of [Name of Practice] may necessitate overtime on occasion, all overtime must be approved in advance by [the practice administrator]. For purposes of approved overtime, employees are entitled to be paid at the rate of one and one-half their regular rate of pay for all hours worked in excess of forty (40) during the week in question. Only those hours actually worked will be considered in computing whether overtime is due. For example, scheduled and unscheduled absences and time off for holidays, vacation, personal, sickness, jury duty, bereavement leave, military leave, or absences occasioned by other reasons, will not be counted as hours worked for overtime purposes.

PAY PERIODS
Employees are paid [bi-weekly] on [day of week] for the period that ended the previous [day of the week]. When our payday falls on a holiday, you usually will be paid on the last working day before the holiday.
Please review your paycheck for errors. If you find an error, please report it to the [practice administrator] immediately. (S)he will assist you in taking the steps necessary to correct the error.

TRAINING AND EDUCATION
Education is an important part of [Name of Practice]'s compliance program. We recognize both the complexity of the current healthcare environment and the changing nature of the rules and procedures we face every day. The training program has two major components.
  1. The first component provides initial training when a person is first employed. This combination orientation and training includes the following kinds of activities, (though it is usually customized for the particular job an employee has been hired to perform):
    General orientation to the policies and procedures of the office. The [Title of Person Responsible] is responsible for this aspect of the training, and usually combines it with benefit discussions and sign up.
    1. Introduction to the [Name of Practice's] computer system - fundamentals. The [Title of Person Responsible] provides this introduction.
    2. Training in job specific software, either the billing software, scheduling or other specific parts of the system will take place over a two to four week period. We will work together to ensure that all aspects of the job are clear to the new employee and that the process required by [Name of Practice] is understood. Most of our training occurs in the actual work site where the employee is expected to operate on a day to day basis.
    3. Billing training includes medical terminology, co-pays, encounter form review, the patient collection process, reading and understanding the computer data displayed at the time of billing and collections, how to read insurance cards, the difference between participating and non- participating status, the difference between Point Of Service, (POS), Health Maintenance Organization (HMO), and Preferred Provider Organizations (PPO) insurance plans, and referral and authorization requirements.

  2. The second component provides ongoing information to either enhance employee skills or to keep employees aware of changing conditions. We do this in a number of ways: [tell how, when, what, where]
    1. [We issue "Billing Alerts" on special pink paper to all employees, including physicians, when there is a change in coding information, ICD or CPT numbers, or anything else which affects the billing process. These alerts are clearly identified and separate from all other communication we send to staff and physicians.]
    2. [We publish longer articles in our staff newsletter. We also publish brief news items about changes in insurance plans, coverage, and changes in the services we offer to our patients.]
    3. [We issue an updated list of plans we participate with as changes occur. This is critical as it affects a patient's out-of-pocket expense.]
    4. [We hold seminars and send key staff to outside seminars.]
    [Add any non-compliance training offered by the practice- i.e. OSHA, CPR, etc. You may also wish to discuss tuition reimbursement or other educational benefits]
TIME AWAY FROM WORK
Holidays
[Name of Practice] normally observes the following holidays:
New Year's Day
Martin Luther King Jr.'s Birthday
President's Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
One other day per year (e.g. Good Friday, Yom Kippur), for employee's use as a floating holiday
If one of the above holidays falls on Saturday, it will be observed on the proceeding Friday; if one falls on Sunday, it normally will be observed on the following Monday.

Full time and part time employees are eligible for paid holidays upon date of hire, which will be paid at the regular rate of pay.

Part time employees will be paid for the holiday only if the holiday falls on their regularly scheduled workday.

You must work your scheduled workday before and after the holiday in order to be paid for the holiday, unless you are absent with prior permission. Accrued vacation days taken around a holiday must be approved by the [practice administrator] to ensure that each employee may access this benefit. Time taken around a holiday must be rotated among all of the employees.

You may wish to celebrate other religious or secular holidays. An accrued vacation day may be used for this purpose. Follow standard procedures to request leave.

Paid Time Off (PTO)
After completing the first three (3) months of continuous full-time employment [Name of Practice] provides Paid Time Off ("PTO") to full-time employees. Part-time and temporary employees are not entitled to PTO. PTO accrual begins on an employee's first day of employment and is calculated on the basis of length of service as set forth below. PTO leave generally does not continue to accrue during approved periods of absence beyond thirty (30) days, and will not be included for purposes of determining entitlement to overtime compensation.

PTO is to be used for all time off, excluding paid holidays, including sick leave, vacation leave, or personal time off. All full-time employees who work a regular forty (40) hour week will accrue paid vacation in accordance with the chart below:
Years of Employment
As of Anniversary Date		 Monthly Accrual Rate
(in hours)		 Total Annual Accrual
(in hours)
0-2 years 10 hrs per month 120 hours (3 weeks)
2-10 13.33 hrs per month 160 hours (4 weeks)
10 or more 16.66 hrs per month 200 hours (5 weeks)

In the event a Practice-recognized paid holiday for which an employee is entitled to receive pay falls during a PTO period, the day of the holiday will not be counted against the employee's PTO balance. Employees are not permitted to take more PTO than earned unless approved in advance by the [practice administrator]. The [Name of Practice] discourages employees from borrowing PTO leave that has not yet been earned, will only grant such leave in extenuating circumstances, and may require employees to sign an agreement indicating that any borrowed PTO will be deducted from your final pay check should your employment terminate. PTO requests will normally be approved based upon the employee's length of service, the employee's preference and are subject to current business and staffing needs. As a general rule all planned leave in excess of three (3) days must be requested using the "Request for Leave" form at least one (1) month in advance and approved by the [practice administrator]. Other planned leave should be submitted in a reasonable amount of time using the same form. Failure to follow this procedure may result in denial of the leave.

Leave may not be taken without advance approval (except for an emergency) and will subject the employee to disciplinary action, up to and including termination. All employees must first submit vacation requests to the [practice administrator] with one month of advance notice. Additionally, the [practice administrator] should be notified so that the Practice Calendar may be modified.

Employees may not carry over PTO from the previous year to the next year. Any and all leave remaining at the end of the calendar year will be forfeited. When employment terminates, employees will not be compensated for accrued, but unused PTO.

Jury Duty
[Name of Practice] provides time off for mandatory jury duty. Employees requiring such leave will be required to provide the [practice administrator] with a copy of the notice for jury duty, and give as much advance notice of the need for such leave as is possible. All leave for jury duty will be unpaid, unless otherwise required by law. All employees are expected to promptly return to work if released from duty, or if released prior to the end of a business day.

The same rules apply to any full time employee subpoenaed for witness duty.

Employees released from jury duty during regular working hours must return to work.

Military Leave
[Name of Practice] will provide appropriate periods of military leave to eligible employees in accordance with all local, state and federal laws regarding veterans, military leave, and reemployment rights of those employees returning from a period of military service.

Bereavement Leave
Employees who have completed their orientation period will be granted up to three (3) days of paid leave in the event of the death of a member of the employee's immediate family. "Immediate family" is generally defined as spouse, child, mother, father, brother, sister or grandparents. In the event more time is needed than is provided, employees may be entitled to utilize available PTO, or take time off without pay, with approval from the [practice administrator].

UNPAID LEAVE OF ABSENCE
[Name of Practice] recognizes that there may be times when urgent personal needs may make it necessary to request a leave of absence. Employees requiring leave in excess of, or for reasons other than those enumerated in the [Name of Practice] other leave policies, may request a period of unpaid leave by submitting a written request to the [practice administrator]. Requests for unpaid leaves of absence will be evaluated on a case-by-case basis according to the circumstances of the request and the business requirements of [Name of Practice]. [Name of Practice] will attempt to accommodate reasonable requests; however, [Name of Practice] cannot guarantee that any such request will be granted, or that any employee taking an approved unpaid leave of absence will be restored to the same position that the employee held when the leave started, or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment. An employee on unpaid leave will not continue to accrue PTO while on leave.

[IF YOU HAVE 50 OR MORE EMPLOYEES, YOU ARE SUBJECT TO THE FEDERAL FAMILY & MEDICAL LEAVE ACT.]

Federal Family and Medical Leave [required for practices with 50 or more employees]

Eligible employees may take up to 12 weeks of family/medical leave within a 12-month period and be restored to the same or an equivalent position upon their return to work.

To be eligible for family/medical leave, you must have worked for [Name of Practice] for at least 12 months and for at least 1,250 hours in the past 12 months.
Eligible employees may take family/medical leave for any of the following reasons:
  1. The birth of your child and to care for the child;
  2. The placement of a child with you for adoption or foster care and to care for the newly placed son or daughter;
  3. To care for a spouse, your child or parent suffering from a serious health condition;
  4. Because of your own serious health condition that renders you unable to perform an essential function of your position.
Any leave due to the birth and care of a child or the adoption or foster care placement of a child and the care of the newly placed child must be completed within one (1) year of the date of birth or placement of the child.

If you request leave because of a birth, adoption or foster care placement of a child or to care for a covered relation with a serious health condition any accrued paid vacation or personal days must be used first as part of your family/medical leave.

If you request leave because of your own serious health condition or to care for a covered relation with a serious health condition any accrued paid vacation, personal days or sick leave must be used first as part of your family/medical leave.

The substitution of paid leave time for unpaid leave time does not extend the 12-week leave period. Also, your family medical leave may run concurrently with other types of leave.

During an approved family/medical leave vacation and other benefits will not accrue but you will not lose any benefits already earned. [Name of Practice] will maintain your health benefits under the same terms and conditions applicable to employees not on leave.
  • If paid leave is substituted for unpaid family/medical leave, [Name of Practice] will deduct your portion of the health plan premium as a regular payroll deduction.

  • If your leave is unpaid, you must pay your portion of the premium by the first of each pay period.

  • Your health coverage may cease if your premium payment is more than 30 days late. If your payment is more than 30 days late, we will send you a letter to this effect. If we do not receive your co-payment within 15 days of this letter, your coverage will cease.
If you elect not to return to work at the end of the leave for at least 30 calendar days, you will be required to reimburse [Name of Practice] for the cost of the premiums paid by [Name of Practice] for coverage during your unpaid leave. If you cannot return to work because of a serious health condition or other circumstances beyond your control you will not be required to reimburse [Name of Practice].

When spouses are employed by [Name of Practice], they are entitled to a combined total of 12 weeks' leave: (1) For birth, adoption, or foster care and in order to care for such a child; or (2) to care for a parent with a serious health condition. Each individual is entitled to 12 weeks' leave because of his/her own serious health condition or to care for the serious health condition of his/her child or spouse without counting leave time taken by the other spouse.

Leave due to a serious health condition may be taken intermittently (in separate blocks of time due to a single health condition) or on a reduced leave schedule (reducing the usual number of hours you work per workweek or workday) if medically necessary. If the leave is unpaid, [Name of Practice] will adjust your salary based on the amount of time actually worked. In addition, while you are on a reduced or intermittent schedule leave, [Name of Practice] may temporarily transfer you to an available alternate position that better accommodates your recurring leave and that has equivalent pay and benefits.

You must complete the appropriate family/medical leave forms. These forms are available from the [practice administrator].

If your need for family/medical leave is foreseeable, you must give 30 days' prior written notice. If this is not possible, you must give notice to [your supervisor] as soon as possible. Failure to provide such notice may be grounds for delay of leave. If your need is because of a planned medical treatment, please attempt to schedule the treatment to avoid disrupting [Name of Practice's] operations.

Medical Certification for a Serious Health Condition
If you are requesting leave because of your own or a covered relations serious health condition, the appropriate health care provider must supply medical certification. [Medical certification forms can be obtained from the practice administrator.] If possible, you should provide medical certification within 15 days after you request leave. If you provide at least 30 days' notice of your need for medical leave, you should provide certification before your leave begins. If you do not provide the required medical certification in a timely manner, your leave may be delayed until it is provided.

[Name of Practice], at its expense, may require an examination by a second health care provider of our choice, if there are questions and concerns about the medical certification you initially provide. If the second health care provider's opinion is in conflict with the original medical certification, we may, at our expense require a third, mutually agreeable, health care provider to conduct an examination and provide a final and binding opinion. [Name of Practice] may require subsequent medical recertification. Failure to provide requested certification within 15 days if it is practicable, may result in delay of further leave until it is provided.

Tracking Your Leave
The 12-month period in which 12 weeks of leave may be taken will be tracked based on the first day of the FMLA leave.

Reporting While on Leave
If you take leave because of your own serious health condition or to care for a covered relation with a serious health condition, contact [your supervisor] on a prescheduled basis regarding the status of the medical condition and your intention to return to work. In addition, you must give notice within two (2) business days, if feasible, if the dates of leave change or are extended or initially were unknown.

Returning to Work
If you take leave because of your own serious health condition (except if you are taking intermittent leave), you must provide medical certification that you are able to resume work before you return. [Name of Practice], at its expense, may require an examination by a second health care provider of our choice, if there are questions and concerns about the medical certification you initially provide. [Return-to-work medical certification forms are available from the practice administrator.]

Employees failing to complete the return-to- work medical certification form will not be permitted to resume work until it is provided.

Certain highly compensated employees or "key employees" may be denied restoration to their prior or equivalent position. Key employees are those employees who are among the highest paid ten percent of employees. Denial is based on the following conditions:
  1. The denial is necessary to prevent substantial economic injury to [Name of Practice]
  2. [Name of Practice] has notified the employee of its decision to deny restoration should the leave take place or continue
  3. The employee elects not to return to work after being notified of the [Name of Practice's] decision.
No Work While on Leave
The taking of another job while on family or medical leave or any other authorized leave may lead to disciplinary action, up to and including discharge.
 EMPLOYEE BENEFITS
[Name of Practice]provides its employees with:
  • Group Health Insurance - brief description of plan and where/how detailed information will be provided. Continuation of health coverage for qualified personnel after leaving the practice is available through COBRA in accordance with federal statute.
  • Life Insurance - brief description of plan and where/ how detailed information will be provided.
  • Disability - brief description of plan and where/how detailed information will be provided.
  • Pension and/or Profit Sharing Plans - brief description of plan and where/how detailed information will be provided.
  • Other benefits - i.e. tuition assistance, etc.
[Name of Practice] retains the right to change or discontinue employee benefits at any time.

Workers' Compensation
On-the-job injuries are covered by our Workers' Compensation Insurance policy. This insurance is provided at no cost to you. If you are injured on the job, no matter how slightly, report the incident immediately to [your supervisor]. Failure to report an injury within a reasonable period of time could jeopardize your claim.

We ask for your assistance in alerting us to any condition that could lead or contribute to an employee accident.

[Name of Practice] will abide with all requirements set forth by the Workers' Compensation Act and any other applicable law. We will not take any adverse action against an employee in retaliation for filing a worker's compensation claim.

STANDARDS OF CONDUCT
Each employee has an obligation to observe and follow [Name of Practice's] policies and to maintain proper standards of conduct at all times. If an individual's behavior interferes with the orderly and efficient operation of the practice, corrective disciplinary measures may be taken.
The following list of infractions is not all-inclusive, but illustrates some of the types of conduct, which ordinarily warrant disciplinary action or discharge:
  1. Insubordination, willful disobedience, or intentional failure to carry out any reasonable order
  2. Chronic absenteeism
  3. Chronic lateness
  4. Improper or inappropriate appearance
  5. Loafing on the job, poor attitude, improper job performance
  6. Smoking at work
  7. Eating in unauthorized areas
  8. Engaging in personal business during work hours
  9. Intentional waste of materials or using supplies for personal needs
  10. Habitual recklessness or carelessness
  11. Failure to report any known accident to administration or physician
  12. Intimidation , coercion or harassment of other employees or patients
  13. Sleeping on duty
  14. Creating unsanitary conditions or other violations of health rules
  15. Parking in non-designated areas
  16. Overuse of personal telephone calls
  17. Falsification of personnel or other records
  18. Sabotage or subversive activity of any kind
  19. Fighting in the workplace
  20. Repeating or revealing confidential patient or employee information to unauthorized persons or fellow employees
  21. Breach of professional ethics
  22. Verbal or physical mistreatment of patients, fellow employees, or visitors
  23. Use of offensive or vulgar language
  24. Failure to report to work on three (3) consecutive days without proper notification
  25. Deliberate damage/destruction/theft to the workplace premises, equipment, materials, or property belonging to employees, patients or visitors
  26. Immoral or indecent conduct, drunkenness, possession of alcohol, illegal drugs, firearms, and/or weapons during work time or at the workplace
  27. Dishonesty, deception or fraud
  28. Obtaining dishonest accident or sickness benefits or Worker's Compensation through fraud
  29. Violation of fire and safety rules, pranks or practical jokes that jeopardize the safety of the workplace, patients and employees
  30. Use of Rx pads or pharmacy card for illicit purposes
  31. Mishandling of Biohazard waste
Disciplinary action will be taken in accordance with established policy, which considers, among other things, the seriousness and frequency of the infraction and the employee's past performance.
RESIGNATION
All resigning employees will be asked to complete a brief exit interview. All practice property, including this handbook, must be returned upon termination. [Name of Practice] may take action to recoup any replacement costs and/or seek the return of [Name of Practice] property through appropriate legal recourse.

You should notify the practice if your address changes during the calendar year in which resignation occurs so that your tax information will be sent to the proper address.

Employees who are rehired following a break in service in excess of 30 days, other than an approved leave of absence, must serve a new initial orientation period, whether or not such a period was previously completed. Rehired employees are considered new employees from the effective date of their reemployment for all purposes, including the purposes of measuring benefits.

FINAL PAYCHECK
Prior to receiving a final paycheck, you will be asked to return all property belonging to the practice.

Your final paycheck will be issued on the regular payday following your last day. It will be mailed to the address we have in your file unless other arrangements are made.

Continuation of health coverage for qualified personnel after leaving the practice is available through COBRA in accordance with state and federal law.

INCLEMENT WEATHER It is our policy that employees report to work on time even in inclement weather unless they have been notified by their supervisor.

[When a decision has been made to close the office during normal working hours, employees will be paid for hours worked on the day plus hours scheduled but not worked.

When a decision is made to delay the opening of the facility, or not open at all, you will be paid for all non-overtime hours scheduled but not worked due to delay, providing you report to work at the time that the facility is opened.

If you are unable to report to work because of inclement weather conditions, you will be granted leave without pay, not to exceed 3 days per year maximum. If you desire to use vacation, you must advise your [supervisor] directly, explain the circumstances and have paid leave accrued in order to be paid for the time off. If you do not have leave accrued, or choose to use liberal leave time, your [supervisor] may authorize Leave Without Pay.

If your arrival is delayed due to inclement weather, you will be paid for hours worked plus hours scheduled at the discretion of the [Practice Administrator].

If you receive authorization from your supervisor to leave early, due to inclement weather, when the office is still open, you will only be paid for hours worked. You may request accrued vacation leave or leave without pay for the remaining hours.]

STAFF MEETINGS
Staff meetings will be held for in-service, work site training, and other purposes. Prompt attendance at these meetings is required. Frequent absences from such meetings will indicate a lack of interest and may be the subject of disciplinary action.

PERSONAL TELEPHONE CALLS
It is important to keep our telephone lines free for medical calls. Although the occasional use of the practice's phones for personal emergency may be necessary, routine personal calls should be kept to a minimum. All personal calls should be made away from public areas and not interfere with the daily workflow. If long distance personal phone calls are made, [your supervisor] must approve them. You will be required to pay for any long distance calls placed on a practice phone.

DRESS CODE
It is the policy of [Name of Practice] to project an image of professionalism throughout our practice. Whether or not your job responsibilities place you in direct patient contact, you represent [Name of Practice] with your appearance as well as your actions. Employees are expected to use discretion and good judgment in personal appearance.
Generally, personal appearance should be appropriate for professional contact and your attire should be neat and clean.


PARKING
It is important that our patients have easy access to the building. [State your Parking policy here.]

EATING
Name of Practice] expects everyone to take a lunch break every day. Please eat your lunch outside of the office or in designated areas only. If snacks are kept at your workstation, they must be stored out of sight. At no time should food be consumed in patient areas.

SMOKING
Smoking is prohibited in our office and in all indoor public areas. Smoking must be done outside of the building on your own time. Debris from smoking should be disposed of properly and safely.

DRUG FREE WORKPLACE
[Name of Practice] strives to provide a safe and productive work environment for its employees, clients and others with which it interacts. [Name of Practice], therefore, is committed to maintaining a drug-free workplace.

[Name of Practice] absolutely prohibits reporting to work under the influence of alcohol or illegal drugs or substances, including prescription drugs used or obtained in an unlawful manner. The use, sale,
manufacture, distribution or possession of illegal drugs or unlawfully obtained drugs while on [Name of Practice] premises or on [Name of Practice] business is also strictly prohibited. Likewise, employees are prohibited from selling or using alcohol while on the job, conducting [Name of Practice] business off-site, or anywhere on [Name of Practice] property except at [Name of Practice] approved business or social functions. In the event lawfully obtained prescription or nonprescription medications are used, such employees are responsible for ensuring that such use does not interfere with the safe performance of their duties.

[Name of Practice] reserves the right to require employees to submit to testing for the presence of illegal drugs and/or alcohol. Testing may be conducted if there is reasonable suspicion to believe that an employee is under the influence of drugs or alcohol, if an employee is involved in a workplace accident, or on a random basis, at the [Name of Practice] sole discretion. Any violation of the [Name of Practice] drug and alcohol policy will subject the offender to immediate disciplinary action, up to and including termination.

INTERNET AND E-MAIL POLICY
[Name of Practice] has invested considerable resources in developing and implementing its network and computer system. As part of this system, [Name of Practice] provides internal and external email and Internet access. While these technical resources greatly enhance operations, [Name of Practice] must take affirmative steps to ensure that these resources are utilized in a manner consistent with [Name of Practice] business objectives, and remain available and readily accessible for business purposes. This policy has been implemented to inform [Name of Practice] employees of expected standards of conduct with respect to accessing the Internet and using the [Name of Practice] email system. Violations of the provisions of this policy will result in the imposition of disciplinary action, ranging from temporary revocation of access to the [Name of Practice] network and computer system, to termination of employment.

Internet
Employees may be authorized to access the Internet from the [Name of Practice] computers. Employees are expected to use good judgment, common sense, and careful discretion when accessing the Internet. Employees should be aware that every Internet site visited is capable of determining the identity of [Name of Practice] and of the user.

Internet access should be limited to business use only. Visiting non-business-related sites, especially games or adult sites, or access for personal or other inappropriate use is prohibited. All Internet use may be monitored to protect the [Name of Practice] legitimate business interests. Employees should not have any expectation of privacy concerning their use of the Internet.

Because of the existence of viruses on the Internet, employees are not authorized to download programs, data, or other material, except as expressly authorized by [Name of Practice]. Because confidentiality of data via the Internet cannot be assured, employees may transmit patient-sensitive or other proprietary material only with the express permission.

Electronic Mail
[Name of Practice] computer network provides internal and external email for business purposes. Employees should be aware that whenever email is sent, their name, user identification, and location are included in each email message. Therefore, all email users should exercise good judgment and common sense when creating and distributing email messages. Further, employees should be aware that there is no guaranty of privacy with an email message, and that [Name of Practice] reserves the right to access all aspects of employees' email at any time for any reason without notice to the employee.

Use of email should be governed by common sense. The following is expressly prohibited: (i) forgery (or attempted forgery) of email messages; (ii) attempts to read, copy, modify, or delete email messages belonging to other users; (iii) sending harassing, threatening, obscene, inappropriate, or other objectionable messages via email; and (iv) sending unsolicited junk mail, for profit messages, or chain or spam messages.

EACH EMPLOYEE'S RESPONSIBILITY
Safety can only be achieved through teamwork at [Name of Practice]. Each employee must practice safety awareness by thinking defensively, anticipating unsafe situations and reporting unsafe conditions immediately.

Please observe the following precautions:
  1. Notify [your supervisor] of any emergency situation. If you are injured or become sick at work, no matter how slightly, you must inform [your supervisor] immediately.
  2. The unauthorized use of alcoholic beverages or illegal drug substances will not be tolerated. The possession of alcoholic beverages or illegal drug substances on practice property is forbidden,
  3. Use, adjust and repair machines and equipment only if you are trained and qualified.
  4. Get help when lifting or pushing heavy objects.
  5. Understand your job fully and follow instructions. If you are not sure of the safe procedure, don't guess - ask [your supervisor].
  6. Know the locations, contents and use of first aid and fire fighting equipment.
  7. Wear personal protective equipment in accordance with the job you are performing.
  8. Comply with OSHA standards [as written in our safety procedures manual].
  9. Unauthorized possession, use or sale of weapons, firearms or explosives on work premises is forbidden.
A violation of a safety precaution is in itself an unsafe act. A violation may lead to disciplinary action, up to and including discharge.

BLOODBORNE PATHOGENS EXPOSURE CONTROL
Bloodborne pathogens are microorganisms in human blood that can cause disease in humans. They include but are not limited to the hepatitis B virus (HBV) and the human immunodeficiency virus (HIV).

Occupational transmission of HIV is rare, but the serious nature of HIV requires that we take every possible measure to prevent exposure.

The OSHA standard mandates engineering controls, work practices, and personal protective equipment that, coupled with employees' training will reduce the on-the-job risks for all employees exposed to blood.

Each employee must adhere to the following universal precautions:
  1. Hands should be washed before and after patient contact and immediately if hands become contaminated with blood or other body fluids.
  2. Gloves should be worn whenever there is a possibility of splashing or splattering of body fluids,
  3. Masks should be worn whenever there is a possibility of splashing or splattering of body fluids.
  4. Gowns should be worn if soiling of exposed skin or clothes is likely.
  5. During resuscitation procedures, pocket masks or mechanical ventilation devices should be readily available.
  6. Spills of blood or blood-containing body fluids should be cleaned up in accordance with our [written Exposure Plan].
  7. Health care professionals who have open lesions, dermatitis or other skin irritations are required to cover these with protective covering and use medical gloves when participating in direct patient care activities or handling contaminated equipment.
  8. Contaminated needles should never be bent, clipped or recapped. If recapping is permitted, it is done using a mechanical device or the one-handed scoop technique. Immediately after use, contaminated sharp objects should be discarded into a puncture-resistant "sharps" container designed for this purpose.
  9. Contaminated equipment that is reusable should be cleaned of visible organic material, and returned to the [designated area] for decontamination and reprocessing.
  10. Instruments and other reusable equipment used in performing invasive procedures must be disinfected and sterilized.
This policy is not all-inclusive and is not intended to take the place of a written Exposure Control Plan. Additional information and a complete copy of our plan may be obtained from [your supervisor].

HEPATITIS VACCINE
As a required by OSHA regulations and for your protection, our practice provides the Hepatitis B Vaccine to all employees. This vaccine will be made available to you after you have been informed of the vaccine's affects, safety considerations, method of administration, the benefits of being vaccinated, and the no-cost provision.

Employees will be eligible for the vaccine within ten (10) working days of their first day of work. Under certain circumstances as provided by OSHA standards, the vaccine may not be made available.

If you choose not to be vaccinated, you must sign a Hepatitis B Vaccination Declination form. The vaccine will be made available to those employees who initially decline, but later decide to accept the vaccine.

RECEIPT OF EMPLOYEE HANDBOOK
I hereby acknowledge receipt of a copy of [Name of Practice's] Employee Handbook. I understand that I am responsible for reading and understanding the personnel policies and practices it contains.

I agree to abide by the policies and procedures contained within. I understand that the policies and benefits contained in this employee handbook may be amended, revised, or rescinded by the practice at any time. I understand that neither this manual nor any other written or verbal communications by a management representative is intended to, in any way, create a contract of employment. I also understand that the practice abides by employment-at-will, which permits the practice or the employee to terminate the employment relationship at any time, for any reason. The practice will not modify their policy of employment-at will in any case.

If I have questions regarding the content or interpretation of this handbook, I will bring them to the attention of [the Practice Administrator].


NAME_____________________________________



DATE_____________________________________



EMPLOYEE
SIGNATURE_______________________________