October 30, 2015 - Texas Health Care

TEXAS HEALTH CARE
NEWSLETTER
Texas H ealth Care was founded to allow doctors to be doctors.
Our priority is simple: provide quality care to our patients.
October 30 2015
(Volume X1I, Edition 22)
Premiums for Employee Benefits are taken out of paychecks twice a month. As there are three pay periods in
the month of October, Benefit Premiums were not deducted out of the October 30th pay- check.
Included with this newsletter and Pay e-stub distribution are the following documents:
2014 Summary Annual Report for the Texas Health Care PLLC Welfare Benefits Plan
2014 Summary Annual Report for the Texas Health Care PLLC Cafeteria Plan
2014 Summary Annual Report for the Texas Health Care PLLC 401(k) Plan
Texas Health Care PLLC Personnel Manual (rev 11/2015)
If you are unable to view/print documents, please contact Cindy Wooley.
You may also download copies from the Woodard Insurance website (www.woodardinsurance.box.com/thc). password is “THC” (case
sensitive).” Copies are also available on the website and intranet MS Outlook Employee Public Files.
Have you registered for an open enrollment meeting? Meetings start Monday, November 2nd.
IT IS THE EMPLOYEE’S RESPONSIBILITY TO OBTAIN NECESSARY FORMS FOR SUBMISSION
Open Enrollment is the only period of time that an employee can make changes to insurance benefits (other
than lifestyle changes) and elect premiums to be deducted on a pre-tax basis for the 2016 Plan Year.
Plan descriptions and forms WILL BE AVAILABLE AT OPEN ENROLLMENT MEETINGS. Electronic forms
will be available in Public Folders/Employee Benefits and employee resources following Open
Enrollment Meetings.
TWO forms are required from all FULL TIME employees
1. Salary Reduction Agreement for the 2016
Plan Year designating how 2016 premiums
will be deducted from payroll check;
Pre-tax or Post-tax.
(IF FORM IS NOT SUBMITTED, YOU WILL BE REQUIRED TO
PAY TAX ON PREMIUMS.)
2. Nicotine form required stating
whether or not the employee is a
nicotine product user.
(IF FORM IS NOT SUBMITTED, YOU WILL DEFAULT TO
A “NICOTINE USER” AND A SUBSEQUENT PAYMENT
OF SUBSIDY IF MEDICAL COVERAGE IS ELECTED)
∞∞∞∞∞∞∞∞∞∞∞∞∞∞∞∞
Are you participating in the Flexible Spending
Account? It’s important to save your receipts!
The IRS requires the Benny card be used for eligible expenses only.
Most of the time, Infinisource can verify the eligibility of the
expense automatically. Yet, there are instances when you’ll receive
a letter/notification asking you to furnish an itemized receipt to
verify the expense. When you receive such a request, make sure
you submit the receipts as soon as possible to avoid having your
card suspended.
Don’t forget--- Use or Lose.
You should arrange to use funds prior to 12/31 or you will lose any remaining funds in the account.
For Newsletter consideration, please submit to [email protected] Newsletters are archived in Company Intranet – MS Outlook Public Folders –
Newsletters
DAYLIGHT SAVINGS TIME
Before going to bed on Saturday, October 31, remember to "fall back" by setting
your clocks back one hour.
This year’s theme for American
Diabetes Month® is Eat Well, America!
The American Diabetes Association® is celebrating its 75th anniversary and would like to share a
timeless message—that eating well is one of life’s greatest pleasures, enjoying delicious and healthy
food helps with diabetes management.
Each week, the Association will share nutritious recipes selected by noted chefs and cookbook authors.
Log into their website for more information at www.diabetes.org or call 1-800-DIABETES.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Inspiring Health Events Around Town Blue Zone Project
(courtesy of Fort Worth Chamber of Commerce and the Modern Art Museum of Fort Worth)
What began as a New York Times bestseller by national Geographic, Fellow Dan
Buettner has evolved into a global movement that’s inspiring people to live
longer, more active lives with lower rates of chronic disease.
Website: https://fortworth.bluezonesproject.com/
The Fort Worth Chamber of Commerce and the Modern Art Museum of Fort
Worth has an upcoming featured event of a Free Movie Screening:
Just Eat It (presented by Healthways, Inc.)
Date: November 7, 2015
Time: 2:00 PM - 3:15 PM CST
Event Description: As part of Magnolia at the Modern Film Series, Blue Zones
Project is presenting Just Eat It: A Food Waste Story at The Modern Art Museum
on November 7 at 2:00 p.m. Just Eat It is a 74-minute documentary about food
waste and food rescue. Filmmakers and food lovers, Jen and Grant dive into the
issue of waste from farm, through retail, all the way to the back of their own
fridge.
The Modern Art Museum of Fort Worth is located at 3200 Darnell Street, Fort
Worth, TX, 76107. Admission is free and open to the public. Seating is limited to 250.
Our HR Department has arranged this distribution of the most current Personnel Manual (rev 11/2015)
for your convenience. The manual will be distributed to your email address with the newsletter as well
as available within our company intranet/internet resources.
ANNUAL PTO CARRY-OVER
(Excerpt from Company’s Personnel Manual)
Ninety-six (96)* hours of PTO must be used each
complete calendar year or the unused portion of the 96
hours will be automatically paid out at the sell back rate.
PTO’s may be accumulated (not taken) over time, to a
maximum of 1.5 times the amount of the annual
accumulation. Any PTO hours over this amount
remaining at the end of each calendar year will be
automatically paid out at the sell back rate.
(Note: each calendar
year is made up of
twenty-six (26) pay
periods, therefore,
any time accumulated
over the limit must
be used by December 20, 2015, the ending date of the
last payroll period of the calendar year.)
For Newsletter consideration, please submit to [email protected] Newsletters are archived in Company Intranet – MS Outlook Public Folders –
Newsletters
2014 Summary Annual Report for the
Texas Health Care PLLC Welfare Benefits Plan
This is a summary of the annual report of the Texas Health Care PLLC Welfare Benefits Plan (Plan Number 555),
sponsored by Texas Health Care, P.L.L.C. (employer identification number 71-0892430), for the plan year 01/01/2014
through 12/31/2014. The annual report has been filed with the Employee Benefits Security Administration, as required
under the Employee Retirement Income Security Act of 1974 (ERISA).
Texas Health Care, P.L.L.C., has committed itself to pay certain health-related (smoking cessation) claims incurred under
the terms of the plan.
INSURANCE INFORMATION
Component Plan: Texas Health Care PLLC Group Health Plan
The plan has a contract with United Healthcare Insurance Company to pay certain health claims incurred under the terms of the plan.
The total premiums paid for the plan year ending 12/31/2014 were $4,499,769.
Component Plan: Texas Health Care PLLC Basic Life Plan
The plan has a contract with United Healthcare Insurance Company to pay certain life insurance claims incurred under the terms of the
plan. The total premiums paid for the plan year ending 12/31/2014 were $26,238.
Component Plan: Texas Health Care PLLC Group Dental Plan
The plan has a contract with Aetna Life Insurance Company to pay certain dental claims incurred under the terms of the plan. The
total premiums paid for the plan year ending 12/31/2014 were $356,684.
Component Plan: Texas Health Care PLLC Supplemental Life Plan
The plan has a contract with Lincoln National Life Insurance Company to pay certain life insurance claims incurred under the terms of
the plan. The total premiums paid for the plan year ending 12/31/2014 were $118,055.
Component Plan: Texas Health Care PLLC Long Term Disability Plan
The plan has a contract with Lincoln National Life Insurance Company to pay certain long term disability claims incurred under the
terms of the plan. The total premiums paid for the plan year ending 12/31/2014 were $66,381.
Component Plan: Texas Health Care PLLC Short Term Disability Plan
The plan has a contract with Lincoln National Life Insurance Company to pay certain short-term disability claims incurred under the
terms of the plan. The total premiums paid for the plan year ending 12/31/2014 were $94,003.
Component Plan: Texas Health Care PLLC Group Vision Plan
The plan has a contract with United Healthcare Insurance Company to pay certain vision claims incurred under the terms of the plan.
The total premiums paid for the plan year ending 12/31/2014 were $49,141.
Your Rights to Additional Information
You have the right to receive a copy of the full annual report, or any part thereof, on request. The items listed below are included in
that report:
Insurance information, including sales commissions, paid by insurance carriers.
To obtain a copy of the full annual report, or any part thereof, write or call the office of Cindy Wooley, who is the Employee Benefits
Coordinator for Texas Health Care, P.L.L.C., at 2821 Lackland Road, Suite 300, Fort Worth, TX 76116-4178; phone number, 817740-8406. The charge to cover copying costs will be $1.00 for the full annual report, or $0.10 per page for any part thereof.
You also have the legally protected right to examine the annual report at the main office of the plan (Texas Health Care, P.L.L.C.,
2821 Lackland Road, Suite 300, Fort Worth, TX 76116-4178) and at the U.S. Department of Labor in Washington, D.C., or to obtain
a copy from the U.S. Department of Labor upon payment of copying costs. Requests to the Department should be addressed to:
Public Disclosure Room, Room N-1513, Employee Benefits Security Administration, U.S. Department of Labor, 200 Constitution
Avenue, N.W., Washington, D.C. 20210.
2014 SUMMARY ANNUAL REPORT FOR THE
TEXAS HEALTH CARE PLLC CAFETERIA PLAN
This is a summary of the annual report of the Texas Health Care PLLC Cafeteria Plan (Plan
Number 510), a health plan sponsored by Texas Health Care, P.L.L.C. (Employer Identification
Number 71-0892430), for the plan year 01/01/2014 through 12/31/2014. The annual report has
been filed with the Employee Benefits Security Administration, as required under the Employee
Retirement Income Security Act of 1974 (ERISA).
Texas Health Care, P.L.L.C., has committed itself to pay certain medical claims incurred
under the terms of the plan.
Your Rights to Additional Information
You have the right to receive a copy of the full annual report, or any part thereof, on
request. To obtain a copy of the full annual report, or any part thereof, write or call the office of
Cindy Wooley, who is the Employee Benefits Coordinator for Texas Health Care, P.L.L.C., at 2821
Lackland Road, Suite 300, Fort Worth, TX 76116-4178; phone number, 817-740-8406. There is no
charge for a copy of the full annual report or any part thereof.
You also have the legally protected right to examine the annual report at the main office of
the plan (Texas Health Care, P.L.L.C., 2821 Lackland Road, Suite 300, Fort Worth, TX 76116-4178)
and at the U.S. Department of Labor in Washington, D.C., or to obtain a copy from the U.S.
Department of Labor upon payment of copying costs. Requests to the Department should be
addressed to: Public Disclosure Room, Room N-1513, Employee Benefits Security Administration,
U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, D.C. 20210.
November 1, 2015
TEXAS HEALTH CARE, P.L.L.C.
PERSONNEL MANUAL
Date Approved: September 28, 2015
Approved By:
Board of Managers
Date Effective:
Revised:
January 1, 2003
April 5, 2010; January 1, 2014;
January 1, 2015; November 1, 2015
November 1, 2015
ABOUT
TEXAS HEALTH CARE, P.L.L.C.
November 1, 2015
MISSION STATEMENT
The mission of Texas Health Care, P.L.L.C. (THC) is to be a leader in developing, organizing, managing, and
delivering the highest quality health care services with an emphasis in patient satisfaction. Our measure of quality
will include the patient, patient’s family, and referring physician’s satisfaction; positive results from traditional
treatment; and, where necessary, innovative medical care supported by research and documented through publication
and clinical experience. Appropriate areas of endeavor will include diagnosis, treatment, research, and education.
We will assemble the necessary human, financial, technological, and management resources to offer optimal value
through coordinated and cost effective systems. We will use limited resources efficiently in satisfying patient
needs/demands and, as a consequence, will expand and grow profitably through effective deployment of resources
and synergy of effort.
INTRODUCTION
THC is a multi-specialty health care services organization that provides the personnel, the physical resources, the
management and administrative services required to effectively facilitate the delivery of health care services available
for its patients in line with the Mission Statement.
THC will abide by the rules and regulations set forth under the laws of the State of Texas and the United States Federal
Government regarding labor issues.
Any statement herein that appears inconsistent with these above-mentioned laws will be considered to be altered to
become in compliance with such laws to include, but not be limited to, the Americans with Disabilities Act (ADA).
THC has a deep sense of responsibility to provide the highest quality health care services to patients, their families
and referring physicians. Your job here is important in effectively carrying out our mission. Suggestions, ideas, and
comments are always welcome from all staff members!
Each staff member has been delegated responsibilities within which (s)he performs daily functions according to office
policies and procedures and within which (s)he makes decisions. Maximizing your time and working efficiently and
effectively are important, both to THC and to yourself. Philosophically, this organization subscribes to a performancebased individual employee appraisal and development system. This is one of the means by which individual employee
assessments are conducted.
We welcome you to THC. It is our sincere hope that you will find pride, happiness, and contentment in your
association with us and enjoy many years of satisfaction from your work.
FOREWORD
As an employee of THC, it is important that you read this Personnel Policy Manual thoroughly. This Personnel Policy
Manual is a guide as to our policy intentions and procedures. Please keep your Personnel Policy Manual and refer to
it when you have a question about any office policy issues. Also, feel free to discuss office policies with your
immediate supervisor at any time. If there is any portion you do not understand, please discuss it with the Management
in order to clarify any parts of this manual that are unclear to you. This Personnel Policy Manual does not create a
contract of employment. THC reserves the right to make any changes at any time by adding to, deleting, or changing
any existing policy.
THC will maintain a personnel file for each employee. The documents contained within this file will include
information related to job performance, wage evaluations, and other pertinent personnel information. It will also
include the Personnel Policy Manual Acknowledgment that states your understanding of this Manual and your
intention to subscribe to the policies found in it.
The provisions of this Personnel Policy Manual are applicable to all employees of THC.
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November 1, 2015
EMPLOYMENT AT WILL
This Personnel Policy Manual is a guide as to our policy intentions and procedures. While setting high standards for
our personal business conduct, this Personnel Policy Manual is not an employment contract. We reserve the right to
make any changes at any time by adding, deleting or changing any existing policy. The policies described in the
Personnel Policy Manual are not intended to create, nor are they to be interpreted to create, a contract between THC
and any of its employees. Nothing in this Personnel Policy Manual is intended, either expressly or implied, to establish
duration of employment or to, in any way, limit the right of either THC or the employee to terminate that employment
at any time, for any reason or for no reason at all. You have the right to terminate your employment at any time for
any reason or for no reason, with or without notice, and THC reserves the same right, regardless of any oral statements
or promises to the contrary by any of its representatives.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
This is to affirm the intention of THC to provide equal opportunity to all employees and applicants for employment
in accordance with applicable Federal, State, and Local Equal Employment Opportunity Laws.
•
THC will not discriminate against, or harass, any employee or applicant for employment because of race, color,
religion, national origin, sex, disability, age, military status, or genetics.
•
THC employment practices are intended to be free of such discrimination. Such employment practices include,
but are not limited to, the following: hiring, selection, assignments, promotions, disciplinary action, termination,
and rates of pay or other forms of compensation.
•
THC strictly prohibits retaliation against employees who have made complaints of discrimination or harassment
or retaliation.
BONDING
Appropriate staff members may be covered by a fidelity bond that protects the Corporation against willful acts of
financial misappropriation.
CORPORATE INTEGRITY PROGRAM
The company maintains a Corporate Integrity Program that mandates any employee perceiving what he or she believes
to be an illegal or unethical act involving another employee or anyone acting on behalf of the organization, to report
the activity. Procedures are outlined in the Human Resources Policies/Procedures Manual (H.R. 2.16).
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November 1, 2015
ABOUT YOUR JOB
November 1, 2015
EMPLOYMENT PROCEDURE
An applicant’s first contact with THC is Human Resources. All applications for employment are processed through
the Central Office. No applicant may be considered for employment until all pre-employment procedures have been
completed. Applicants are interviewed in this area, and then referred to individual areas for placement.
The minimum age for full-time employment at THC is eighteen (18) years.
ANNIVERSARY DATE OF EMPLOYMENT
All employees establish an anniversary date on the date of their employment (or re-employment). If an employee
transfers or changes positions, or takes on additional responsibilities that significantly changes the job description, a
new anniversary date is established based on the effective date of the change. In addition, the employee will begin a
new three-month orientation/probationary period.
EMPLOYEE ORIENTATION
All new employees must attend a general orientation program conducted by the Operations Manager and/or his staff.
The program includes a brief history of the practice, its organization, discussions of key people, policies, infection
control and waste management, and benefits explanations.
Orientation to your specific job is the responsibility of your immediate supervisor who will help you adjust to the
demands and opportunities in your new position, and answer any questions you have. Do not hesitate to ask for advice.
INTRODUCTORY PERIOD
The first ninety (90) days of employment are an introductory period. It is an opportunity for you to learn about your
assignments and decide whether or not you are satisfied with your job. The supervisor, practice team liaison and/or
physician staff has an opportunity to see if your work is satisfactory, and must decide whether or not to continue your
employment by the end of this period. Every effort is made to give you the best chance for success by providing
orientations, on-the-job training and periodic counseling. Completion of the introductory period does not limit either
the employee’s or the company’s right to subsequently terminate the employment relationship at any time, for any
reason, with or without notice.
PERSONNEL RECORDS
All permanent employment records are kept by the Human Resources Department. A personnel file is the employee’s
complete record and includes application, references, wage data, status changes, performance appraisals, counseling
reports, certifications/licenses and correspondence. Medical records, benefit data and documents are kept separately
for each employee, as required by the ADA and EEOC. Each file is confidential. Employment records are the
confidential property of this company. Information from your personnel file will not be released to anyone unless:
(1) you authorize it by signing a release specific to the individual/organization/company requesting the information;
(2) it is relevant to a governmental or regulatory agency inquiry or investigation; or (3) a subpoena or court order
requires it. Current and/or terminated employees will not be afforded the opportunity of receiving copies of their
personnel file or items in it without the express written authorization of the Chief Executive Officer. It is the
employee’s responsibility to obtain a copy of any licensures, evaluations, job descriptions, etc. prior to these
documents being filed in the personnel record. Although it is the property of the company, the employee and/or their
supervisor has the right to review his or her personnel file in the presence of the Human Resources Manager. No items
will be copied from the personnel file during the review without the express written authorization of the Chief
Executive Officer. If you have any questions or wish to examine your personnel file, call Human Resources to set up
an appointment.
The only information that will be released for potential employer reference checks on terminated employees will be
the position held and dates of employment. In all cases, the Human Resources Manager or their designee will be the
only individual authorized to release information from the personnel record.
Your personnel record must be kept current. Please report changes in the following information promptly to the
Benefits Coordinator:
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November 1, 2015
1.
2.
3.
4.
5.
Name
Home address
Telephone number
Marital Status
Person to contact in case of emergency
HOURS OF WORK
Due to the nature of our business, hours will be established individually for each employee, department or office. This
is necessary to ensure proper coverage of job functions when patients are being seen. The normal hours of operation
will be established by each office location. Refer to the schedule published by the location that you are assigned to
work, and abide by those scheduled work hours unless otherwise advised by your supervisor.
For hourly employees, authorized overtime will be paid at a rate of one and one-half times the normal hourly rate.
Failure to obtain authorization for overtime hours worked will be considered a misconduct issue that will result in a
written warning. A second offense of this nature will result in further disciplinary action up to and including
termination.
Tardiness affects job performance and can also upset the routines of fellow employees. For this reason, tardiness may
be subject to the disciplinary guidelines of this manual.
When leaving the building for non-work related purposes, employees are required to “clock out” whenever exiting the
building and “clock in” upon returning. Personal needs and errands that require employees to leave the building are
considered to be more of an interruption of employment than beneficial to employment and are non work-related and
not compensable. In addition, Time Off, such as lunch periods, requires that the employee “clock out” before, and
“clock in” after, the Time Off period. In the absence of a time clock, time sheets will be used.
YOUR JOB
Each employee will be informed of his or her job and its duties and responsibilities by their supervisor. The employee
is expected to perform the job to the best of his or her ability. Changes in the tasks, procedures or methods for
performing the work may not be made by the employee without the approval of the supervisor. It must be understood
that cooperation should exist within the scope of the job description and beyond.
SECONDARY JOBS (MOONLIGHTING)
THC has no objection to employees holding other jobs as long as such employees can effectively meet the performance
standards for their job. It is not our intention to put a limitation upon your earnings; however, if you have an extra job
that, in our opinion, affects your work, or causes you to lose time from your job, or is contrary to our best interests,
you must either quit it or you will subject yourself to dismissal from the Company. THC does ask that employees
think seriously about the effects such extra work may have on the limits of their endurance and their overall personal
health.
GRIEVANCE PROCEDURE
The company has respect for each individual’s right to fair and equal treatment without regard to race, color, sex,
religion, age, genetics, military status, national origin or disability. It also recognizes that employee
dissatisfactions/disagreements may occur. As a result, an open-door policy and a three-step procedure have been
established. A current employee, without fear of penalty or retaliation, may request a formal review of dissatisfactions
concerning his or her employment through discussion with the immediate supervisor, and higher supervision when
necessary. At each step in the grievance procedure, employees can expect a decision within fourteen (14) days.
If a dissatisfaction occurs, it is suggested that the following steps be utilized:
Step One: As a first step, any dissatisfaction should be discussed with the immediate supervisor. However, if the
employee desires, advice and counsel of a human resource representative can be sought before discussions are held
7
November 1, 2015
with the supervisor. The names of these representatives are available from the Human Resources Manager. If such
counseling is sought during work hours, supervision must be notified prior to leaving the work area.
Step Two: When a resolution to the problem cannot be obtained through discussion with the immediate supervisor,
the employee should present the case to the practice team liaison or department head for review. Typically, the Human
Resources Manager is involved in this step. If the supervising physician elects to be involved in the grievance process,
then the issue/concern must be reviewed by the supervising physician prior to proceeding to the next step of the
process.
Step Three: When the problem is not satisfactorily resolved by the supervisor, practice team liaison, department head,
physician and/or Human Resources, the employee should contact the Operations Manager within two weeks (14 days).
SEXUAL HARASSMENT
As part of the THC Equal Employment Opportunity policy and pursuant to the guidelines on sex discrimination issued
by the Equal Employment Opportunity Commission, THC intends to pursue the following policy:
1.
It is against the policies of THC for any employees, male or female, to sexually harass another employee by:
a. Making unwelcome sexual advances or requests for sexual favors or other verbal or physical conduct of a
sexual nature when submission to that conduct is made, either explicitly or implicitly, a condition of an
employee’s continued employment, or
b. Making submission to or rejections of such conduct the basis for employment decisions affecting the
employee, or
c. Creating an intimidating, hostile, or offensive working environment by such conduct.
2.
Any employee who believes he or she has been the subject of sexual harassment, or who witnesses sexual
harassment, should report the alleged act immediately (preferably within 24 hours after the alleged harassment
occurs) to Management. An investigation of all complaints will be undertaken immediately. Any supervisor,
agent or other employee who has been found by THC, after appropriate investigation, to have sexually harassed
another employee, will be subject to disciplinary action up to, and including, termination. THC recognizes that
the question of whether a particular action or incident is a purely personal, social relationship without a
discriminatory employment effect requires a factual determination based on all facts in this matter. Given the
nature of this type of discrimination, we also recognize that false accusations of sexual harassment can have
serious effects on innocent women and men. We trust that all employees of THC will continue to act responsibly
to establish a pleasant working environment, free of discrimination. THC encourages any employee to raise,
with Management of any level to include the CEO, any questions he or she may have regarding discrimination
or harassment.
PERFORMANCE REVIEWS
Individual employee performance evaluations are conducted by the Management as often as necessary dependent
upon performance standards. Performance reviews during the first two years of employment may occur more
frequently than annually, dependent upon job function and goals to be achieved.
Wages are not necessarily adjusted at performance review time.
VACANCY AND TRANSFER
Whenever a job opening occurs, THC policy is to fill the vacancy with the most qualified candidate. Vacancies may
be filled by a qualified new hire or by transfer of a current employee. Such transfers will be made on the basis of
work-related experience, education, credentials, previous evaluations, and the management team’s evaluation of the
applicant’s potential abilities. Employees are asked not to request a transfer prior to one year of employment in their
current position. Exceptions may be made under special circumstances by approval of the CEO or as may be necessary
to address a reasonable accommodation request by a qualified individual under the ADA. In the event of an office
separation, any employee transfers within the first six months must be approved by the Board. Contact Human
Resources for further information regarding this policy.
8
November 1, 2015
RESIGNATION
THC does not like to lose the services of an employee; however, we know that a certain percentage of our work force
will resign. In this regard, it is important to the employee and to THC that adequate advance notice be given when
one desires to terminate.
In order for patient service to continue in an uninterrupted manner, at least two weeks written notice should be given.
Unless waived by supervision, the notice requirement must be fulfilled by work time, and cannot be fulfilled by Paid
Time Off (PTO) in lieu of work time. Employees will not be eligible for rehire without prior supervisory approval if
the two weeks written notice is not given and worked. Employees who are deemed not eligible for rehire upon
termination will not be reconsidered for future employment without prior approval of the Board of Managers.
Employees are expected to continue to perform satisfactorily during the notice period. If the employee’s conduct
diminishes during the notice period, payment of accumulated PTO will not be authorized.
Absences with failure to notify the supervisor are called, “No-Call, No-Show” absences. Because of the serious
staffing problems and lack of responsibility, the employee will be terminated unless they can provide documentation
or a reasonable explanation as to why he/she was unable to call in the absence, such as a life-threatening
illness/accident. A “No-Call, No-Show” absence will be considered voluntary resignation.
During the exit interview, employees are also instructed on procedures for their conversion of certain benefits, and on
the return of keys, parking card and any other THC property.
9
November 1, 2015
ABOUT YOUR PAY
November 1, 2015
PAY SCALES
Each employee is hired at a wage commensurate with his/her education, experience and level of responsibility.
Salaries and wages are treated by the Company as confidential, and employees are encouraged to keep your pay
information private and confidential.
Wage reviews and/or changes may not necessarily occur at the same time as performance reviews. Wage changes are
determined, in part, by an employee’s efforts in meeting job standards and in recognizing special efforts and
accomplishment. Salary structure and wages will be reviewed as deemed necessary to maintain market
competitiveness.
TIME CLOCK / TIME SHEETS
All hourly paid employees are required to use the time clock or time sheets. To allow for payroll preparation, each
pay period has a cut-off date for payroll additions and subtractions. Time cards and/or time sheets must be sent to the
Central Office by the following Monday after the end of each pay period. Time cards and time sheets will be
maintained for three years.
Time sheets completed and signed by the employee and the supervisor should reflect hours worked at the site, not
arrival and departure times. Inaccuracies in documenting work hours will result in disciplinary action.
PAY DAY / PAY PERIOD / PAYROLL DEDUCTIONS
Paychecks for all employees are issued every two weeks (bi-weekly), no later than Friday of the week following the
Saturday ending the pay period and shall be paid by direct deposit to an account of the employee’s choosing. Direct
deposit enrollment forms are provided as part of employee new hire processes. If you need to change your direct
deposit account at any time, please contact the Payroll Department to complete a new form.
Federal laws require that Social Security taxes, as well as Federal income taxes, be withheld from payroll salaries.
Payroll deductions can also be made for other purposes such as parking, insurance premiums, the medical
reimbursement plan or contributions to a qualified retirement plan, but only with the employee’s written consent. In
addition, deductions may be required per court order or by order of government agencies or programs (i.e. child
support, alimony, Student Guaranteed Loans, IRS levies, etc.).
You will be provided a direct deposit electronic check stub with a record of earnings and deductions for each pay
period. At the end of each year you will receive a W2 statement indicating total earnings and income taxes withheld
for use with Federal and State tax returns.
OVERTIME PAY
Overtime work is not encouraged; however, occasionally it may be necessary for your supervisor to ask you to work
overtime. Hourly employees will receive extra pay at the rate of one-and-a-half times their regular hourly rate for
hours worked in excess of forty hours in a workweek, excluding PTO hours.
Employees in specially scheduled situations and all part-time employees will be classified as hourly, non-exempt on
the forty-hour standard. Forty-hour standard employees receive overtime pay for all hours worked in excess of forty
in a defined workweek. Neither paid time off nor excused hours shall be counted as time worked in determining
overtime hours. Salaried employees in a bonafide executive, administrative or professional capacity are exempt from
overtime pay.
Overtime cannot be accumulated and be used in subsequent pay periods.
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November 1, 2015
ABOUT YOUR BENEFITS AND SERVICES
November 1, 2015
DEFINITIONS
Full-time Employee:
Part-time Employee:
Regular Employee:
Temporary Employee:
Hired to work on a regular schedule of not less than thirty hours each week.
∗ Full-time employees are required to fulfill the amount of hours (30 hours per week or
greater) established by the physician and/or supervisor at the employee’s office.
Failure to complete hours required will result in written counseling and discipline, up
to and including termination, and potential loss of benefits. Exceptions for unusual
circumstances may be made by the Chief Executive Officer.
Hired to work on a schedule less than thirty hours each week
regardless of the number of hours actually worked.
Hired with the intent that employee will continue in service
unless employment is otherwise terminated by the employee or
THC in line with the Employment at Will section of this policy.
Hired to work on a schedule that is not intended to be regular, and
considered to be on an “as needed” basis regardless of the
number of hours worked.
PAID TIME OFF PLAN (PTO)
ELIGIBILITY:
All regular, full-time employees of THC are eligible for PTO. PTO’s begin to accrue as of the employee’s hire date.
PTO’s are “banked” to the employee’s account biweekly. Employees accrue PTO’s at a rate corresponding to their
length of employment and are calculated on the number of hours paid per pay period (to a maximum of 2080 hours
per year). Salaried, exempt employees will accrue at a biweekly scheduled hourly equivalent to a maximum of 2080
hours per year. PTO’s will be used for all time off taken by employee, including, but not limited to: vacations,
holidays, illness, emergencies, jury duty, maternity, bereavement period, military leaves of absence, etc. Should an
employee transfer from a part-time position to a full-time position, they will be treated as a new full-time employee
where PTO is concerned.
ACCRUAL RATES:
Longevity
0-5 years
5+ years
Hourly Accrual Rate
.08846
.10769
Example:
A 0-5 year employee who is actually paid 80 hours in a pay period will accrue 7.07 hours of PTO. A 0-5 year employee
who is actually paid 78 hours in the pay period will accrue 6.89 hours of PTO. A 0-5 year employee who consistently
works, or is paid through the use of PTO, 80 hours per pay period will accrue 184 hours of PTO per year.
Notes:
Regular, full-time employees, who have been employed with one of the THC participating physicians on the day
before their first day of employment with THC, will have their service time with the physician carried over for
purposes of longevity calculation when determining PTO accrual and “sell back” rates. In addition, these employees
will be eligible to utilize their PTO as it accrues without the six-month waiting period addressed below.
USE OF PTO:
PTO may be used after six months of employment (with the exception of holidays in which employees are advanced
up to a maximum of 8 hours of PTO for the actual holiday). Time off must be requested and approved by the
supervisor. Giving a two-week advance notice is required to ensure adequate staffing to meet patient and office needs.
Each supervisor will determine how many employees from the same department/office may schedule vacation time at
the same time. Requests for use of time off will be considered in the order they are received by Management. Should
more than one request for time off for the same dates be received on the same day, the
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November 1, 2015
conflict will be resolved in favor of the employee with the greater length of service with THC. An approved Time
Off Request must be completed and forwarded to the CBO. PTO’s cannot be requested once notice of termination
has been given.
Ninety-six (96) hours of PTO must be used each complete calendar year or the unused portion of the 96 hours will be
automatically paid out at the sell back rate. PTO’s may be accumulated (not taken) over time, to a maximum of 1.5
times the amount of the annual accumulation. For example: A 0-5 year employee can accumulate up to a maximum
of 276 hours, and a 5+ year employee can accumulate up to 336 hours. Any PTO hours over this amount remaining
at the end of each calendar year will be automatically paid out at the sell back rate. (Note: each calendar year is made
up of twenty six (26) pay periods; therefore, any time accumulated over the limit must be used by the twenty sixth
(26th) pay period of the calendar year, not December 31.)
An employee cannot request non-paid time off in lieu of using PTO’s. PTO’s must be used first. In addition,
employees cannot request non-paid time off when there is no PTO available without special supervisory approval, or
unless it was agreed to prior to hire. To do otherwise would, in effect, be giving some employees more time off,
interrupting staffing and patient care activities. Where qualified, individuals may take leaves of absence under the
Family and Medical Leave Act (FMLA) or ADA (if approved as a reasonable accommodation for a qualified employee
with a disability) or military leave provision of the THC employment policies.
KEEPING TRACK OF PTO:
Your pay-stub is your official record of PTO’s accrued, taken and available. Any discrepancies must be reported prior
to the next pay period for adjustments to be made.
HOLIDAYS
The following holidays will be observed (the holiday will be observed on Friday if it falls on Saturday; on Monday if
it falls on Sunday; and on Monday if otherwise nationally observed on Monday):
•
•
•
•
•
•
New Year’s Day
Memorial Day
Fourth of July
Labor Day
Thanksgiving Day
Christmas Day
Call-in absence on holiday workdays results in a Written Warning the first time; second time will result in further
disciplinary action, up to, and including, termination.
ILLNESS
All illnesses must be reported to the employee’s supervisor before the start of your work shift on the day of the illness.
If the illness extends beyond one day, the employee is responsible for calling his/her supervisor by 8:00 a.m. on each
day (s)he is ill. Supervisor discretion may require reporting illness earlier than the above stated minimum reporting
times. A health care practitioner’s note is required for any illnesses of three (3) days or longer of consecutive days of
missed work. As a part of the Attendance / Incidents policies, notes may be requested more frequently.
MATERNITY/MILITARY/OTHER LEAVE
All companies who employ 50 or more employees for each working day during each of 20 or more calendar weeks in
the current or preceding year make the Family and Medical Leave Act (FMLA) available to eligible employees. The
FMLA makes available to eligible employees up to twelve (12) weeks of unpaid leave per rolling twelve-month period
under specified circumstances. For qualifying Military Caregiver Leave, eligible employees may have up to 26
workweeks total leave during a twelve-month period under specified circumstances. After accrued benefits are
exhausted, the employee will be on leave without pay.
An employee may request leave for the purposes of: 1) the birth, adoption or foster care placement of a son or
daughter, and to care for such son or daughter; 2) to care for their spouse, child or parent with a serious health
14
November 1, 2015
condition; or 3) because of a serious health condition that makes the employee unable to perform the functions of their
position; 4) for a military “qualifying exigency” leave; or 5) for a military “caregiver” leave.
To be eligible, employees must have been employed by the company for at least twelve months and have worked at
least 1,250 hours during the twelve months preceding the leave. Employees must notify their supervisor, who in turn
must immediately notify the Human Resources Manager or Operations Manager, so that appropriate forms can be
forwarded to the employee.
The employee is to provide their supervisor at least 30 days of advance notice before FMLA is to begin if the need for
the leave is foreseeable. If not foreseeable, notice must be given as soon as practical, which ordinarily would be at
least verbal notification to the employer within one or two business days of when the need for leave becomes known
to the employee. Appropriate forms must be requested, completed and turned in to Human Resources if you foresee
or are absent due to medical reasons for longer than three (3) days.
Medical and dental insurance benefits may be retained during such leave with premium costs being paid by the
employee. Medical and other insurance benefits will continue to be paid in accordance with the policy on those
benefits. If the employee is not receiving a paycheck during the leave of absence, the Benefits Coordinator must be
contacted immediately to make arrangements to either make payment for employee’s portion of premiums: (1) the
first of the month in which the premium is due; or (2) on the regularly scheduled payroll dates.
PTO’s will not accrue for the duration of the leave other than for hours actually paid through hours worked or by use
of PTO. All other previously accumulated benefits will be retained. Also, if an employee is on leave for thirty (30)
days or longer, the employee’s anniversary date will be adjusted accordingly.
THC shall abide by regulations set forth by the Federal Government regarding military leave of absence.
SELL BACK:
Employees may sell back unused PTO’s down to a minimum of forty (40) hours. For example, an employee who
accumulated 184 hours in a year and took 124 PTO hours would have 60 hours remaining in their account. The
employee could “sell back” twenty (20) hours (60 - 40 = 20) at the “sell back value.”
The “sell back” rates are as follows:
Longevity
1-5
6-11
12-16
17+
Sell Back Rate
60%
70%
80%
100%
TERMINATION:
If employee elects to leave THC employment, the following will occur if the employee provides two weeks’ notice of
resignation:
• If during the first six months, PTO’s are not recognized.
• If after the first six months, but less than one year employment, you will be paid for your accumulated PTO’s at
40% of the value of the PTO’s.
• If employed longer than one year, current PTO’s up to forty hours will be paid at regular pay, all others at the
“sell back value.”
This amount will be included in your final paycheck upon completion of the two-week notification period. Employee
forfeits the right to the reimbursement of their PTO if the two-week notice period is not completed.
GROUP MEDICAL INSURANCE
Group health insurance is offered to all regular/full-time employees (previously defined). Eighty-five percent of the
employee (single) coverage premium will be paid by THC for all employees normally scheduled to work at least thirty
(30) hours per week. Any additional expense of group health insurance due to optional family coverage will be the
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November 1, 2015
responsibility of the employee, and will be paid through payroll deduction. This coverage is not made available to
Part-time and Temporary employees.
The effective date of medical coverage is the first day of the calendar month on or following the last day of the required
waiting period of sixty (60) days Any eligible employee choosing not to accept this benefit will be asked to sign a
waiver to that effect and will be asked to present evidence of other insurance coverage. Employees that do not elect
to participate in the health insurance within the first sixty (60) days of employment will not be able to apply for
coverage until the next Open Enrollment period (December of each year) unless under a “Lifestyle Change” (refer to
orientation documents for examples of “Lifestyle Changes”).
Since all employees’ health insurance will start on the first of a month, employees will pay their full share of the health
premium for that month. If an employee changes to part-time status, resigns or is terminated, their health insurance
coverage will be in effect until the last day of the month in which the employee worked full time. If an employee
leaves THC’s employment, the health insurance premiums will be deducted through the end of the employee’s
coverage period.
The foregoing is a summary only. Please refer to the health insurance booklet for specific coverage and terms.
GROUP DENTAL INSURANCE
All regular, full-time employees may elect to participate in the group dental insurance. The effective date of dental
coverage is the first day of the calendar month on or following the last day of the required waiting period of sixty (60)
days. THC does not pay for any portion of the employee’s dental premium. Employees must return the insurance
application form to the Benefits Coordinator within the first sixty (60) days of employment.
Any eligible employee choosing not to accept this benefit will be asked to sign a waiver to that effect. Employees
that do not elect to participate in the dental insurance within their first sixty (60) days of employment will not be able
to apply for coverage until the next Open Enrollment period (December of each year) unless under a “Lifestyle
Change” (refer to orientation documents for examples of “Lifestyle Changes”).
GROUP LIFE INSURANCE
All regular, full-time employees will be covered under a group life insurance policy, with THC paying the full cost of
this benefit. THC may change or discontinue the life insurance benefit from time to time.
VOLUNTARY LIFE INSURANCE, SHORT AND LONG-TERM DISABILITY INSURANCE
All regular, full-time employees may elect to participate in the voluntary life, short and long-term disability insurance
plans. THC will not pay for any portion of the employee’s life, short or long-term disability insurance premiums.
Any eligible employee choosing not to accept this benefit will be asked to sign a waiver to that effect. Employees
that do not elect to participate in the voluntary life and long term disability plans within their first sixty (60) days of
employment will not be able to apply for coverage later unless they show proof of insurability (good health).
Employees that do not elect to participate in the short-term disability insurance within the first sixty (60) days of
employment will not be able to apply for coverage until the next Open Enrollment period (December of each year).
COBRA
An employee is eligible for COBRA for the health, dental and/or vision insurance if (s)he was covered by the insurance
at the time of the loss of full-time employment. Dependents are eligible for COBRA if they were covered at the time
of their loss of eligibility for coverage.
The Benefits Coordinator will send COBRA information to the employee upon hire, and at termination of full-time
employment or termination of a covered dependent’s eligibility.
CAFETERIA PLAN
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November 1, 2015
THC currently sponsors a Cafeteria Plan under Section 125 of the Internal Revenue Code (“the Code”) and two related
plans, a Medical Care Expense Reimbursement Plan (under Section 105 of the Code) and a Dependent Care Expense
Reimbursement Plan (under Section 106 of the Code). Collectively, these three plans are known as the Cafeteria Plan.
Employees who are eligible for the company’s group health, dental and/or vision insurance are eligible to participate
in the Section 125 Cafeteria Plan. Full-time employees who have met the required waiting period are eligible to
participate in the Medical Care and Dependent Care Expense Reimbursement Plans.
To participate in any portion of the Cafeteria Plan, an Employee must complete a Salary Reduction Agreement on or
before sixty (60) days of service. An employee who does not elect to participate during this time period must wait
until the next annual Open Enrollment period to complete a Salary Reduction Agreement.
Currently, the company’s Cafeteria Plan year begins on January 1. See the Cafeteria Plan Summary Plan
Description for specific details.
SECTION 125
A Section 125 Cafeteria Plan is an IRS-sanctioned plan that lets you pay for certain insurance benefits with pre-tax
dollars, saving you Federal Income and FICA taxes. The three THC insurance plans that qualify for this pre-tax
treatment are the group medical insurance plan, the group dental insurance plan and the group vision plan.
MEDICAL CARE EXPENSE REIMBURSEMENT PLAN
The MCERP is a medical savings plan that allows employees to reduce their paychecks by any amount up to the
current annual maximum under the MCERP. Participants can then submit claims throughout the plan year for
reimbursement of many uninsured medical and dental expenses, such as office and prescription co-pays, contact
lenses, and eyeglasses. By participating in this plan, employees can save withholding and FICA taxes on the amounts
they contribute to the MCERP. If an employee does not use all of his/her maximum reimbursement amount by the
end of the Cafeteria Plan year, (s)he will lose the unused portion. See the Cafeteria Plan Summary Plan Description
for more details, including a description of expenses eligible for reimbursement.
DEPENDENT CARE EXPENSE REIMBURSEMENT PLAN
The Dependent Care Expense Reimbursement Plan (DCERP), which is governed by Section 129 of the Internal
Revenue Code, allows the employee to pay for childcare expenses annually with pre-tax dollars, saving up to 40 cents
in taxes for each dollar the employee spends on childcare. Here’s how the plan works:
You can elect to have your taxable income reduced by up to the maximum allowed each calendar year; the actual
amount depends on several factors. The amount by which you reduce your salary is placed in an account for you.
You then can submit requests to THC as frequently as monthly to be reimbursed for your eligible childcare expenses.
The net result: you save Federal Income Taxes and FICA on your childcare expenses. If an employee does not use all
of his/her maximum reimbursement amount by the end of the Cafeteria Plan year, (s)he will lose the unused portion.
If, on previous tax returns, you have taken the dependent care credit under IRC Section 21, please consult with your
tax advisor as to whether it is better for you to continue to take the credit or participate in this new plan.
See the Cafeteria Plan Summary Plan Description for more details.
RETIREMENT PLAN
An employee is eligible to participate in the 401(k) Plan the first day of the next calendar quarter beginning on or after
the employee’s one-year anniversary of employment. There is no minimum hour requirement. Employee
contributions are vested at 100%. Employer matches are vested according to the schedule established in our current
401(k) Plan document. The 401(k) investment management firm will mail the employee enrollment materials
approximately one month prior to the date they become eligible to participate in the Plan. The Benefits Coordinator
will also notify the employee prior to their eligibility date. Eligible employees will be automatically enrolled in the
Plan on the entry date at the percentage rate approved by the 401(k) Plan Committee, unless the employee affirmatively
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November 1, 2015
elects a different percentage rate or opts out of the automatic enrollment feature prior to the entry date. Contact the
Accounting Department to find out the current maximum limit. Additional information for the Retirement 401(k) Plan
can be obtained from your Benefits Coordinator.
WORKERS’ COMPENSATION
THC assumes full responsibility for the payment of Workers’ Compensation insurance premiums. The law requires
that any accident or injury occurring during working hours be reported to Management and the Risk Manager
immediately. Failure to do so may result in a misconduct warning resulting in disciplinary action up to and including
termination. The company will not retaliate against any employee because he or she may seek Workers’
Compensation benefits, and supervisors are strictly prohibited from retaliating against any employee who seeks
Workers’ Compensation benefits.
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November 1, 2015
ABOUT YOUR RESPONSIBILITIES
November 1, 2015
An appropriate working environment is essential to providing quality services to our patients. Many of the factors
that contribute to this environment have to do with basic aspects of human interaction, and could be summarized under
“The Golden Rule” of treating others as you would like to be treated.
Central to this understanding is the realization that each of us has a wider responsibility than just “doing your job”.
We are also accountable to do all in our power to contribute to a smooth, efficient operation, where all who come in
contact with us are impressed with our kindness, patience and professionalism.
ACCIDENTS
Any accident or incident witnessed or discovered to have happened within THC premises must be immediately
reported to the employee’s supervisor and the Risk Manager. This concerns not only employees but patients and
visitors as well. A detailed report of the incident must be written by employee(s) witnessing or discovering it. Action
taken will be determined by Management.
ATTENDANCE / INCIDENTS
Because of the urgent nature of patient care, regular attendance by all employees is very important. If for any reason
you are unable to report to work, or are going to be late for work, notify your supervisor as far in advance as possible
of the start of your scheduled time, so that arrangements can be made to cover your assignments.
When reporting in sick or absent, speak directly to your supervisor or department head. Explain why you will be
absent, what action you are taking (i.e. seeing a doctor), and how long you expect to be off. If your supervisor is not
available, leave a message and a call back number with the operator.
Call to report your status each day you are absent. If it is not possible for you to call in yourself (i.e. life-threatening
illness/injury, etc.) give the information to a relative, friend or neighbor to call for you.
If you are late for work or absent repeatedly, this jeopardizes your work record and your job. A good attendance
record is an indication of an employee’s interest in his or her work, and this record will be reviewed when promotion
and salary increases are considered. Normally, three attendance irregularities (unscheduled absence with or without
a health care practitioner’s note, tardiness or short-time) within a rolling three month period is an unsatisfactory record
and, if not corrected, may result in disciplinary action up to and including termination of employment. With the
exception of a qualifying Worker’s Compensation, Family Medical Leave Act or American’s With Disabilities Act
approved attendance irregularity, THC will go by the following progressive disciplinary process for
attendance/incidents violations: verbal warning documented on a corrective action form at the time of the third
attendance irregularity within the rolling three month period; written warning following three more attendance
irregularities; final warning with probation following three more attendance irregularities; three days suspension
without pay following one more attendance irregularity; and termination on the next attendance irregularity following
a suspension without pay. Employees currently in a probationary status could be terminated immediately without
going through the progressive disciplinary process. Illnesses lasting more than one consecutive day will be counted
as one attendance irregularity. Typically a health care practitioner’s note is required following three days of absence
due to illness however as a part of this Attendance/Incidents policy, a note may be required more frequently. Should
the employee go for one year from the date of the last attendance/incident corrective action without receiving a
corrective action for an attendance/incident violation, the disciplinary process would start over.
EMERGENCY CLOSINGS
Due to the unpredictable nature of winter weather, it may occasionally be advisable to close the offices of THC early
or all day. If a decision to close any office is made by Management, the employees will either be sent home early or
called to notify them to not come in.
If the office is open, or stays open, in inclement weather, individual discretion and/or transportation options may lead
to an individual decision to not come in or to leave early. In such cases, notification to the employee’s supervisor is
required. This time off will be charged against individual accrued PTO’s or time off without pay if no PTO’s are
available. A call list will be developed assigning calling responsibility among all staff.
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November 1, 2015
DOCTOR AND DENTAL APPOINTMENTS
Every effort should be made to make appointments either early or late in the day to avoid disruption of the entire work
day. Notification of these appointment times should be made with your supervisor at least two days prior to the
appointment.
COURT SUBPOENA
If an employee is subpoenaed for matters relating to THC business, Management should be immediately notified.
Time for court appearances for your personal business must be your own responsibility, and arrangements for such
time must be cleared with Management.
JURY DUTY
If you are summoned for jury duty, notify Management immediately so that proper coverage of your job function can
be arranged.
CHANGE OF EMPLOYEE INFORMATION
In order to assist THC in keeping its records current, employees are required to report any change in address, telephone
number, marital status, person to notify in an emergency, tax deductions, etc., to the Benefits Coordinator.
COMMUNICATION
Good communication is vital for efficient and effective relations. Employees will be expected to accept the
responsibility for all information relating to their work, memos posted on bulletin boards, employee newsletters, and
all other communication affecting their relationship with the system provided they are duly notified through usual
channels. Employees are also asked to be quick to communicate to their immediate supervisor or department head
any significant information relating to patient care, THC security, the need for maintenance services, or any other
matter that requires attention by someone in authority.
Employees are expected to be sensitive and sensible in communication activities with other employees, other
departments, and with patients. Our goal is a communication system within THC that works freely and effectively in
all directions.
DISCIPLINARY ACTION
It is the intent of the THC to adopt disciplinary policies to correct inappropriate conduct or actions and performance
problems on the part of an employee. It is the philosophy of this organization that this personnel manual contains
policies regarding conduct to follow as guidelines and that a mature individual will conduct himself/herself in a manner
expected in a working environment, even in situations not specifically provided for in these policies. If an individual
fails to meet or abuses the guidelines, or otherwise behaves in an unprofessional or inappropriate manner, action will
be taken to correct the situation.
As necessary or appropriate, at the sole discretion of Management, the following sequence of progressive discipline
may be involved:
1.
2.
3.
4.
5.
Informal discussion with the employee’s supervisor and/or other Management.
An oral warning and reprimand that will be documented, specifically outlining alternatives intended to change
the incorrect or inappropriate behavior or performance problem.
Written official warning outlining the consequences of further inappropriate or inconsistent behavior or
performance problems.
Optional suspension without pay for designated period, or,
Dismissal.
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November 1, 2015
This policy is designed to provide a means to influence and improve an employee’s behavior when necessary.
However, THC reserves the right to terminate an employee at any time.
The following is a list of actions that will generally result in immediate discharge. This list is informational and is not
intended to be a complete list of all actions that, if violated, may result in immediate discharge:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Falsifying records.
Theft or sabotage of any food, grounds, THC property, patient information, or proprietary information or
documents, equipment or supplies, or theft of time/pay
Abuse of patients, visitors or staff including:
a. Verbal Abuse: includes threats, extortion, coercion or derogatory, profane or obscene language spoken to
or in the presence of patients, visitors or other staff.
b. Physical Abuse: assault, battery or offensive touching.
Physical fighting of any type or horseplay that may result in injury on the premises at any time.
Illegal or unauthorized use of or being under the influence of intoxicating liquids, narcotics, illegal substances
of any kind on the premises, or while on duty off the premises.
Disclosing confidential information about patients or former patients to anyone without proper authorization.
Refusal to perform assigned duties.
Job abandonment:
a. Walking off shift without notice prior to obtaining supervisory approval.
b. Absent without notice as per policy.
Sleeping on duty.
Accepting money, loans, tips or financial remuneration of other than wages of any kind from patients or their
families or anyone doing business with the company.
Keys to company property (including motor vehicles), medication or toxic lockup being left unattended.
Sexual activity or inappropriate intimacy with patients or anyone on the premises while on duty.
Confirmed sexual harassment.
Withholding or misrepresenting past employment information.
Gross violations of policies.
Accessing your own or another person’s THC records with no legitimate business reason for doing so.
While in the workplace, engaging in disparaging, mocking, insubordinate, negative, disgruntled or similar
behavior which has a negative effect upon or disruption of patient care and/or safety and/or general office
operations.
Public on or off-duty behavior that seriously jeopardizes or is substantially prejudicial to the credibility, good
name and reputation of the company and its staff, such as:
a. Illegal, unlawful or abusive drug usage or drunkenness;
b. Any unlawful or illegal activity constituting a crime, either misdemeanor or felony, under the laws of any
jurisdiction;
c. The expression and/or demonstration of false, defamatory or slanderous statements about the company, its
staff, its physicians and other healthcare providers, its management or its patients.
CONFLICT OF INTEREST
In order to assure the highest ethical standards at THC, the following conflict of interest guidelines are to be adhered
to:
•
Employees are prohibited from using their position or acting individually or jointly to obtain, directly or indirectly,
a personal advantage or opportunity.
•
Employees are prohibited from accepting gifts, favors or hospitality that might tend to influence their participation
in the decision making process. This does not include the acceptance of items of nominal or minor value that are
of such nature as to indicate mere tokens of respect or friendship and not related to any particular transaction or
THC activity.
•
Employees are prohibited from any unauthorized association with another agency and/or doctor’s office that
might result in any conflict with the purposes, aims or goals of THC.
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ETHICS
All people working at THC are to conduct themselves consistent with appropriate personal and professional ethics
and standards. Furthermore, each individual is expected to maintain the confidentiality and privacy of information
with regard to our patients, co-workers and THC business.
FINANCIAL RESPONSIBILITY
Your financial affairs are your personal business. However, when financial obligations are not met, creditors may
contact us for action. If requests have been processed through appropriate channels, by law we must accept and act
upon them. Wage attachment is not an offense for dismissal; however, to the extent your financial obligations and
any creditors, for example, are disruptive to the workplace, progressive disciplinary action may be taken.
LOST AND FOUND
Items found in patient treatment areas are to be turned in to the front desk. THC cannot accept responsibility for items
lost or found. Items that have not been claimed within thirty days will be discarded.
NOISE CONTROL
A pleasant environment is essential to patient treatment and recovery. They will appreciate your consideration in
lowering your voice.
Common sources of noises that annoy patients and co-workers are loud talk and laughter, boisterous conduct and
noisy use of equipment. If there is something wrong with a piece of equipment that makes it unusually noisy, report
this to your supervisor. Employees should converse only in very low tones, and in areas away from the hearing of the
patients.
BEHAVIOR / DRESS CODE
It is important that all staff members present a positive impression to our patients, their families, our referring
physicians, and other staff members. Every effort must be made to be courteous and friendly throughout the work
day. This includes the behavior presented both in verbal and non-verbal communication. Patients should always be
addressed as Mr., Miss, Mrs. or Ms.
Employees are always representatives of our organization; therefore, their outward appearance should cast a favorable
initial impression. It is always important to portray a professional impression with appearances. This ranges from
personal grooming to the organization of your work area.
All staff not required to wear uniforms are expected to dress in a manner that is normally acceptable in similar business
establishments. The wearing of suggestive attire or of jeans, athletic clothing, shorts, sandals, T-shirts, novelty
buttons, baseball hats, and similar items of casual attire is not permitted as they do not present a business-like
appearance. Business-like attire includes, but is not limited to, business suits, dresses, blouses, dress shirts, skirts,
slacks, and appropriate clothes.
Any employee who does not meet the standards of this policy will be required to take corrective action, which may
include leaving the premises. Employees will not be compensated for any work time missed because of failure to
comply with this policy. Violations of this policy will result in disciplinary action.
OFFICE DECORUM
We are often judged by our work areas. It is hard to feel confident in someone’s abilities when their work area is
disorganized. Neatness counts and portrays professionalism. Fellow employees and visitors should always be treated
with courtesy. Language should be above reproach with no profanity. Maintain a respectful and professional manner
in all working relationships.
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PERSONAL COMMUNICATION
Personal mail, telephone calls and visits should be directed to your residence to enable a more effective handling of
patient and THC business. Outgoing personal mail may be sent through THC mail, but postage is the responsibility
of the employee.
PERSONAL PROPERTY
Employees are encouraged to keep the amount of personal property (money, jewelry, etc.) that they bring with them
to work at a minimum. THC cannot be responsible for the loss or breakage of personal property while an employee
is on or off duty.
RISK MANAGEMENT
THC has a Risk Management Committee with duties to promote THC safety and to review incident reports.
Employees are asked to cooperate in helping prevent injury to themselves, other employees, patients and visitors by
observing the following rules.
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Inform yourself and keep posted on fire rules of the site, location of alarm boxes and extinguishers, and your
duties in case of fire.
Avoid accidents by eliminating hazards.
Report to your supervisor immediately any unsafe conditions.
Always be especially alert for safety factors when using wheelchairs.
Never operate electrical equipment with wet hands.
Complete accident and incident reports on all occurrences immediately.
Be familiar with chemical and physical hazards in your work area and observe appropriate safeguards.
SMOKING
THC believes in a smoke-free environment, and therefore has designated that its offices be smoke-free. Thus, smoking
shall not be allowed on the inside of any THC facility.
SOLICITATION
Solicitation by employees of other employees, patients or their families/friends, and the distribution of literature or
other products during paid work hours is prohibited without prior authorization of Management.
TELEPHONE CALLS FOR AND BY EMPLOYEES
Our patients judge us from our telephone conversations. Discuss all matters with the same courtesy that you would
appreciate, and treat every call as if it were extremely important -- because it is!
Remember to answer all calls promptly, use proper identification, make inquiries tactfully, give your undivided
attention to the call, avoid unnecessarily long conversations, and treat the telephone as one of your most valuable
tools.
Because of the large volume of business transacted by telephone, the use of office telephones for personal matters
should be extremely limited. Personal calls should be made on personal time. Where a long-distance call must be
made in a personal situation, the call must be billed to the caller’s home telephone number or charged to their personal
calling card. Mobile devices should not be seen or heard in the work area without prior supervisory approval and as
deemed necessary in the performance of your job duties.
TELEPHONE COURTESY
Your courtesy in using the telephone can make friends for THC and make your work more pleasant for you and those
with whom you work. In using the telephone, please keep in mind the following rules:
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Answer promptly
Identify yourself by name, office and/or department
Give accurate and careful details
Transfer calls tactfully
Always say “please” and “thank you”
Use a helpful and pleasant tone of voice at all times
Hang up gently
PATIENT SERVICE POLICY
The governing Board and Management of THC fully support the ideals of our Patient Service Policy, and expect all
employees to maintain the ideals as stated below:
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The patient will be received considerately and courteously into THC environment, and oriented to THC’s rules
and regulations applying to his/her conduct as a patient.
The patient will receive considerate and respectful care throughout his/her stay.
The patient’s well-being will be maintained at all times in an atmosphere of professionalism and concern.
Those caring for or assisting the patient will introduce themselves and, whenever possible, will explain their
actions in a reassuring manner so the patient will experience as little anxiety as possible.
All questions from the patient or patient’s family and visitors will be answered promptly, when possible, or
referred to the proper source.
Every consideration will be given to the patient’s privacy concerning his/her own medical program, and all
communications and records pertaining to the patient’s care will be treated as confidential.
The patient and his/her family will be counseled about community service agencies and other social and financial
programs available for assistance when a need exists.
THC will provide a process by which each patient will be educated about continuity of his/her care.
The highest possible level of care will be maintained for all patients served by THC.
SUGGESTIONS
THC is always looking for better ways of doing things. If you have any suggestions covering any phase of your work,
please let your supervisor hear about them. No one knows your job better than you, for you are doing it each day.
Your experience and observation may help to improve working conditions and service to our patients.
YOU ARE TEXAS HEALTH CARE
When you say “I work at Texas Health Care, P.L.L.C.,” you are the organization to the person with whom you are
speaking, and THC is judged by the impression you make.
The responsibility for good relations with the public is shared by every member of our THC family. As an employee
of THC, you are its ambassador; and we hope you are our ambassador of goodwill.
Only through the combined efforts of all who work in our THC offices have we acquired a reputation for excellence
and quality in medical care. We are proud of your contributions, and hope that you will be proud to work for Texas
Health Care, P.L.L.C.
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PERSONNEL MANUAL
ACKNOWLEDGMENTS
November 1, 2015
PERSONNEL MANUAL ACKNOWLEDGMENT
EMPLOYEE NAME:
I have read the Personnel Policy Manual and thoroughly understand its contents. I understand that employees
of THC are expected to follow the personnel policies described in this manual. I understand and agree that this
Personnel Policy Manual does not create a contract of employment for any duration. I understand that I have
the right to terminate my employment at any time for any reason or for no reason, with or without notice, and
that THC reserves the same right.
I further understand and agree THC has the right to make any changes at any time to the Personnel Manual
provisions by adding, deleting or changing any existing policy at any time.
I understand THC will maintain this disclaimer as part of their ongoing personnel file of my employment activity
history.
Employee Signature:
Date Signed:
November 1, 2015
CONFIDENTIAL AGREEMENT
EMPLOYEE NAME:
I understand that information concerning patient care is to remain confidential and must never be repeated
outside or inside the office, other than for professional reasons. This includes all factors relating to the patient’s
diagnosis(es) and/or treatment(s), account information, and any other information about our patients or referring
physicians. Confidential papers, histories, and financial records are to be kept out of sight. Patient information
will be released from our files only on the signed consent of the patient. It is the absolute responsibility of each
employee of THC to maintain the patient’s trust and integrity.
I understand that personal private identifying information and personal private health/medical information
concerning other employees or personnel (including physicians and staff) of THC is to be treated with
confidentiality to include, but is not limited to, such items as: name, home address, telephone number, social
security number, birthdate, previous employment history, evaluations, illnesses, wages and other personal
information.
I understand that any employee violating this policy will be subject to disciplinary action.
Employee Signature:
Date Signed:
November 1, 2015
PROPRIETARY BUSINESS INFORMATION ACKNOWLEDGMENT
EMPLOYEE NAME:
As an employee of THC, I understand that either while employed by THC or at any time after termination of my
employment with THC, I will not divulge or disclose any confidential, trade secret or proprietary information
concerning any matters affecting or relating to the business of THC without first receiving written approval to
do so from Management or THC’s CEO. This includes, but is not limited to, the following: Cost of equipment,
current or former patient information, referring physician lists, contracts of any type, fees, and salaries of other
THC personnel (either physician or staff).
I understand that any employee violating this policy will be subject to disciplinary and/or legal action.
Employee Signature:
Date Signed:
November 1, 2015
SUBSTANCE ABUSE POLICY AND ACKNOWLEDGMENT
EMPLOYEE NAME:
THC is entrusted with the responsibility of providing quality patient care and a safe, healthy workplace. The
use by employees of alcohol and illegal substances, which interferes with or adversely affects the employee’s
work performance, is not tolerated.
Any employee who reports to work under the influence of alcohol, narcotics, or drugs and/or possesses,
distributes, sells, or uses them on THC premises, is subject to discipline, including termination.
If an employee refuses or does not attempt to correct this health problem, and job performance is being affected,
the employee is subject to disciplinary action. Employee dependency problems that manifest themselves in
alcohol or drug use on THC premises subjects that employee to disciplinary action, including dismissal.
Unauthorized personal use of THC drug items is considered theft and may subject the employee to dismissal.
Furthermore, THC will comply with federal and state substance abuse regulations.
In compliance with the federal regulations, THC employees convicted of controlled substance-related violations
in the work place (including pleas of nolo contendere, or no contest) must inform THC within five days of such
conviction or plea.
If an employee is found to be under the influence of illegal drugs, inhalants, or alcohol and is seriously injured
on the job or in the performance of work-related activity and/or is caused to be out of work for one (1) calendar
week or more due to the same, the employee may relinquish rights to compensation or retribution under worker’s
compensation insurance or the Worker’s Compensation Act. In addition, the employee may be subject to
disciplinary action, including termination of employment.
I do hereby acknowledge that I have read and will adhere to the rules and regulations of this Substance Abuse
Policy adopted by THC.
Employee Signature:
Date Signed: