General Employment Information
Employee Trial Period
Except for transfers, employment may be considered to be on a trial (introductory) basis for the first three months of employment for purposes of establishing eligibility for employee benefits
During this trial period, you and the supervisor will have an opportunity to observe and evaluate each other. You will be evaluated for such qualities as: the ability to interact with other people, attendance, professional conduct, willingness to learn, job performance and skills to name a few.
After the trial period of satisfactory performance you will normally achieve regular full-time or part-time employment and may be eligible for employee health care benefits.
Employee Continuing Education
The company will arrange for position specific training and will provide reasonable notification of training dates and times.
Personal Information
Promise Senior Solutions maintains personnel records, which are important to you. If information on your paycheck stub is not correct, or problems arise concerning your taxes, benefits, or other matters please contact our office immediately. You should be sure that your records are always kept current. You are required to report changes in address, telephone number, number of dependents, or marital status to Promise Senior Solutions. It is your responsibility to inform Promise Senior Solutions immediately of any such changes.
Conflict of Interest
You must inform your supervisor or Promise Senior Solutions of any other job appointment that might interfere with your duties or assignments with the company.
Annual Evaluation
Your supervisor will be observing your effectiveness in performing your work. These reviews are used to provide you with an opportunity to talk about the job and your personal goals. Performance reviews do not necessarily result in merit increases.
Resignation
If you find it necessary to resign, you are requested to give advance notice in writing to your supervisor indicating the last day that you will be working. A two-week notice is appreciated. If you resign without notice, you may forfeit your eligibility to be rehired. Final paychecks for employees who quit may be picked up by the employee at the job site on regular payday or can be mailed to the most recent address listed on their personnel file on the regular payday.
Hours of work
Various factors, such as workloads, operational efficiency, staffing needs and client working schedules, may require variations in the employee’s starting and stopping times. Your scheduler will give the beginning and ending of your standard workweek to you. It will also be available for you on your ClearCare Application. Punctual and consistent attendance is a condition of employment.
Time-Keeping
You are to report to work no earlier than five minutes before your work schedule begins and leave no later than five minutes after it ends. You are responsible for making sure your time is recorded accurately. If you find any errors, contact your scheduler immediately. You must record your own time, never the time of another employee.
Overtime Pay
You are to work overtime only at the request and authorization of your supervisor. Employees who qualify as administrative, executive, or professional employees within the meaning of the state and federal wage and hour laws are exempt from overtime pay and are not subject to this policy (see exempt employees above). Only non-exempt employees qualify for overtime pay. Overtime pay is based on hours worked per workweek in accordance with state and federal requirements. Employees shall record all time worked, including time worked over their normal schedule. Time will be paid in hundredths of an hour. Overtime hours worked in excess of forty hours in a work week, (not in excess of 8 hours per day) and approved by your supervisor, will be paid one and one-half times your base rate of pay per hour. Hours worked means time actually spent on the job. It does not include hours away from work due to vacation, sickness, or holiday even when these days are compensated. Unpaid sick leave, personal leave or any other time away from work is also not considered hours worked.
Payroll Deductions
Promise Senior Solutions may be required by law to recognize certain court orders, liens, and wage assignments (child support). Promise Senior Solutions is required to make proper deductions from your earnings on your behalf. Amounts withheld vary according to how much you earn, your marital status, government employment regulations, and other factors. These mandatory deductions are made until the maximum amount is reached. Mandated withholdings include some of the following:
Other deductions may be made from your paycheck with your permission, including:
· Federal Income Tax
· State Income Tax
· Social Security
· Dependent Health Insurance Coverage
· Voluntary Insurance Coverage
· Dental Care
· Retirement Fund Contribution
· Other Services Requested by the Employee
Payday
See the posted Pay Calendar in the Office for Payroll Days. Wages will be deposited directly into an account you specify on your Direct Deposit Authorization Form.
Paid Leaves
Promise Senior Solutions’ policy for paid time off, holiday, bereavement, or other paid leaves are described in greater detail as an addendum to this handbook. In order to be eligible for these benefits, you must qualify as a regular full-time or part-time employee and you must complete a new hire trial period. You are encouraged to schedule vacations with your supervisor and use all vacation benefits in a calendar year. A notification from your doctor may be required before returning to work after any absence of longer than three days.
Attendance
Any employee that does not report for a scheduled work assignment, or is tardy for a scheduled work assignment must contact the supervisor a minimum of two hours prior to the start of the scheduled work assignment and inform the supervisor that the employee will not be able to report for the scheduled work assignment or will be tardy to the assignment. If the employee is unable to provide a valid reason or documentation of an illness, then the supervisor may consider the absence / tardy as unexcused, if it does not fall under the category of Gross Misconduct.
1. If the employee fails to contact the supervisor a minimum of two hours in advance, then the employee will be deemed to have an unexcused absence / tardy.
2. If an employee has more than two unexcused absences / tardy from work in a rolling 90 day period, then the supervisor may do a final written warning.
3. The third such unexcused absence / tardy within 90 days subjects the employee to termination.
4. A third unexcused absence / tardy within a 180 day period following the final warning the employee will be terminated.
5. Unexcused absences are reduced by 1 – every 60 days the employee has perfect attendance.
No Call / No Show
Any employee that does not report for a scheduled work assignment; and does not contact the supervisor a minimum two hours prior to the start of the scheduled work assignment to inform the supervisor; will be considered a No Call / No Show. If the employee is unable to provide a valid reason or documentation of an illness, then violation is considered Gross Misconduct. The employee will be removed immediately from future schedules until the employee can provide an acceptable excuse for such misconduct. If the employee can provide acceptable documentation for the absence, the supervisor may return the employee to their regular schedule following a final written warning. If the employee cannot provide acceptable documentation for the absence the employee is terminated immediately for Gross Misconduct. Any additional No Call / No Show within a rolling 12-month period is subject to immediate termination.
Leaves of Absence
We realize that leaves of absence due to prolonged illness, accidents, or other compelling reasons are sometimes necessary. Although leaves of absence are uncommon, a leave of absence from work should be properly arranged through your supervisor. Promise Senior Solutions has a formal request form for this purpose. The term “leave of absence” means an approved absence from work without pay for a period of time in excess of five working days. The granting of a leave of absence, especially an extended one, does not guarantee that there will be a position available to you after the end of your leave. Each case will be treated individually and upon your return, every effort will be made to give you the best available job for which you are qualified by experience, ability and seniority. Employees returning from a leave necessitated by medical reasons may be required to provide a doctor’s release. If you have any questions Promise Senior Solutions will be happy to provide you with information on how to request a leave. Pre-paid contributions to certain benefit plans for the first thirty-days of your leave of absence may be required in order to maintain continued coverage. If your leave extends more than one month you must make monthly payments for your insurance to continue. It is the employee’s responsibility to report to work at the end of an approved leave. Failure to do so may be considered a voluntary termination of employment.
Jury and Witness Duty
You may be granted time off to serve as a juror or witness. If you are required by law to appear in court as a witness, you may take unpaid time off provided you arrange this with your supervisor in advance.
Voting Time
You are encouraged to vote in local, state and federal elections. In most instances you can vote before or after working hours. When hardships makes this impractical, you may be granted time off with prior approval from your supervisor.
Military and The National Guard
As a member of the United States Military Reserve or National Guard, you may be required to take time off to meet annual minimum active training requirements. Contact your supervisor to determine how or if you will be paid for this time off.
Medical and Dental Appointments
Medical and dental appointments should be scheduled around your assigned work schedule. If this is impossible, talk to your supervisor about making special arrangements. You will not be paid for these absences.
Confidentiality
It is strictly prohibited to discuss your pay or salary information with another employee. This includes but is not limited to hourly wages, salary, bonuses, pay increases, allowances, mileage reimbursement, travel reimbursement, etc. Disciplinary measures up to and including termination can result from discussion of pay information.
Benefit Programs
Group Medical and Dental Insurance may be provided based on your employment category and status. Each employee will accrue PTO based on company policy.
Appearance
Management / Marketing / Office Staff: Professional attire should be consistent with the normal business environment. Company issued I.D. badge to be worn when in the community representing the company or in-house event.
Supervisory / Field Staff: May wear any color scrubs as long as they are in good condition; wrinkle free, no stains, no fading, and clean. Company issued I.D. badges are to be worn at all times while on duty. Uniform/Scrubs are purchased by the employee. Appropriate clothing must be worn to work.
The following are the requirements for uniforms/scrubs:
All clothing should be non-see through.
Casual attire such as blue jeans, stretch or stirrup pants, sweatpants / sweatshirts, jogging clothes or shorts are not to be worn.
Tight form-fitting or low cut attire is not acceptable.
Clothing must fit appropriately without horizontal pull lines or gaps between closures.
No midriff should be showing, even when reaching or bending.
Tops:
Appropriate color uniform or scrub top, top with collar, mock turtleneck or turtleneck may be worn.
Non-scrub tops worn alone must be non-fitted
A shirt that is the same color of the scrubs, or white solid color mock turtleneck, turtleneck or tee shirt, (long or short sleeves) may be worn under the scrub top. No tee shirt writing may be visible under scrub top.
Sleeveless, cap sleeves and low cut tops are prohibited.
Pants:
Appropriate color uniform or scrub ankle length pants may be worn.
Scrub pans or lose khaki pants preferred, otherwise a casual dress pants can be an alternate but should not be tight.
Hair must be clean, neatly groomed and controlled
Long hair must be secured away from the face.
Hair decorations must be kept plain and simple.
Extreme styles and colors are not permitted.
Facial hair must be kept neat and well-trimmed
Nails must be neat, clean, and support the functional use of hands and fingers.
Jewelry must be plain and inconspicuous. Jewelry must not interfere with patient care or present a hazard to the employee.
Earrings are permitted with the following criteria:
Should not be dangling.
Only 2 earrings per lobe.
A single plain necklace of neck length may be worn
Only one ring or ring set per hand is allowed.
A form fitting wrist watch is permitted.
Fragrances must be minimally evident. With some client care populations, fragrances may not be permitted.
Tattoos must be inconspicuous or covered.
Footwear should be clean, appropriate for clothing, protective and fit securely.
Canvas shoes or “crocs” with holes are not permitted in patient care areas.
Clogs may be worn if they have a closed heel or strap.
Buttons, hats, pins (or other types of insignia), which could be offensive to patients / visitors / staff during working hours are not permitted.
Courtesy
Courtesy and your attitude toward the people you come in contact with will influence the image people have of Promise Senior Solutions – either positively or negatively. Develop an attitude of helpfulness toward your clients, fellow workers, and supervisors. Courtesy is the key to good human relations.
Equipment, Medical Supplies, or Uniforms on Loan
You are responsible for safekeeping of equipment, medical supplies or uniforms that are furnished to you. Your supervisor may require a deposit. When your employment terminates, voluntarily or involuntarily, you must return medical supplies or equipment that were loaned to you before picking up your final paycheck. This policy permits Promise Senior Solutions to recover the cost of such items where they are furnished without a deposit and not returned upon termination of employment.
Phone Calls, Personal Mail and Visitors
The use of business phones is limited to official company business. Local personal calls are to be kept to emergencies only. Friends and relatives should be discouraged from calling during working hours unless there is an emergency. Under no circumstance should you make or charge a long-distance call unless it is work-related and approved by your supervisor. Good telephone etiquette is important when dealing with the public. Be courteous and confine the conversations to the subject at hand. The first representation that many people have with an office or business is through the telephone. Do not use company stationary, stamps, postage meters or other company supplies for your personal mail. Have all of your personal correspondence sent to your home address, unless you have permission from your supervisor. Personal visits by visitors (individuals not employed by the company) to your work area may be restricted by your supervisor. You may not bring your children to work or to a client home while on company time, or without prior permission from your supervisor.
Electronic Communication Policies
With the different opportunities offered through the internet it has become necessary for companies to monitor employee’s use. An employee should never use the internet for personal business while at work without the consent of their supervisor. An employee should never transmit, download or receive inappropriate material, messages, jokes, pictures, etc. over the internet for any reason. Inappropriate material may consist of but is not limited to; the use of disparaging or abusive words or phrases, slurs, negative stereotyping; pornographic pictures, cartoons, or websites. No graphic or written material that criticizes or shows hostility or aversion toward an individual or group because of race, color, religion, sex, age, national origin, sexual orientation, marital or familial status, or physical or mental disability.
An employee should hold no expectation of privacy with e-mail, Internet usage, company paid cellular phones or pagers, content on computer hard drives, etc. because such tools are company property. It is also necessary to respect copyright laws by not downloading software. An employee should always use caution when opening email from an unknown source. Check with your supervisor prior to opening links or downloading files from any unknown sources. Abuse of the internet (e-mail included) may result in disciplinary actions up to and including termination.
Endorsements and Tips
Selling of merchandise or distribution of endorsement materials during working time is strictly forbidden. You may not endorse or imply endorsement of a product or service by Promise Senior Solutions. You are not to solicit or accept tips or gratuities for any related service in the course of your work duties. Acceptance of tips or gratuities from current or former clients of Promise Senior Solutions may result in disciplinary action. Including but not limited to termination.
Travel Authorization
If you are traveling on company business you must have authorization from your supervisor prior to making any travel arrangements. When using your personal vehicle on company business you must have a valid driver’s license and carry adequate insurance. The company is not responsible for damage to your car while on company business. Reimbursement for travel will be according to the mileage allowance schedule, which is given to you by your supervisor.
Smoking
Smoking is prohibited at work except at designated smoking areas outside the building. Do not smoke in any “No Smoking” areas. You should exercise extreme care regarding the fire hazards associated with smoking at all times. Under no circumstances should you smoke in a client’s home.
Dishonesty
Promise Senior Solutions considers thefts or dishonesty a serious offense. If you take company property or merchandise, it is stealing, and stealing in any form will not be tolerated.
Non-Solicitation of Clients
Promise Senior Solutions employee agrees not to solicit Promise Senior Solutions, LLC current or former clients directly or indirectly, overtly, or covertly, to provide services of any kind for the time period of at least 18 months after the date of termination of the service agreement, notwithstanding the cause or reason for termination. Promise Senior Solutions employees will be held responsible for $5,000.00 to cover client marketing, and other overhead expenses incurred by our company in securing clients for services.
Employee Performance Expectations
Employees are expected to be at work and ready to work at the established starting time and are expected to remain at these positions and perform their assignments until the end of their shift.
You are not to gather on Promise Senior Solutions’ premises or conduct personal business during working hours.
Certain protective equipment, when provided by the supervisor, must be properly utilized as directed.
You must report all injuries or accidents to your supervisor at once.
You must be physically and mentally capable of performing your work assignment.
You must perform all assigned duties and fulfill your responsibilities to Promise Senior Solutions.
You must be available for work as scheduled or requested.
You will be responsible for all property that has been placed in your custody.
You shall not neglect your job duties or responsibilities, nor refuse any work assigned to you.
Prohibited Employee Conduct
Bringing firearms, weapons or ammunition of any kind, intoxicating liquors or illegal drugs, inhalants, drug paraphernalia or chemicals into the office or onto the premises of work or clients home.
Being on the job while under the influence of alcohol, drugs, inhalants or intoxicants of any type.
Falsifying information or client forms, reports, records, including personal absence, sickness, time cards and production records.
Falsely stating or making claims of injury.
Removing or using, without authority, property, records or other materials of Promise Senior Solutions or other persons.
Fighting or threatening, intimidating or coercing any visitor or employee.
Damaging or destroying property or wasting of materials.
Loitering or sleeping while on duty.
Refusing to follow supervisor’s directions or instructions or other insubordinate conduct.
Violating safety or health rules or practices, or engaging in conduct which creates a safety hazard.
Engaging in unlawful or improper conduct off the work premises or during non-working hours which affects an employee’s relationship to work, fellow employees, supervisors or Promise Senior Solutions products, property, reputation or goodwill in the community.
Leaving work before the end of the shift without the authorization of your supervisor.
Using Promise Senior Solutions facilities and time for personal business, or unauthorized possession or use of Promise Senior Solutions keys.
Soliciting or accepting tips from visitors, clients, or other employees.
Smoking in client homes, or other restricted, posted no smoking areas.
Addressing Grievances
If you have a work related problem it should first be discussed with your immediate supervisor so that it can be resolved quickly. If the problem can not be solved by your immediate supervisor, you may contact your administrator for assistance.
Client Complaints and Grievances
The client may report a complaint or grievance at any time without reprisal or disruption of services. Any staff member may receive a complaint or grievance about services or care that is or is not furnished or about the lack of respect for the client’s person or property by anyone furnishing services on behalf of the agency. All client complaints are to be reported to your immediate supervisor as quickly as possible.
Anti-Discrimination
This agency welcomes caring for individuals of all cultures and background but realizes that sometimes staff and client cultural differences may conflict. Staff is encouraged to discuss with their supervisor any cultural/belief conflicts they believe may interfere with caring for a client. If a problem is perceived the supervisor will attempt to change the staffing assignment.
Reporting Suspected Client Abuse, Neglect, or Exploitation
If you suspect abuse, neglect, exploitation, or family violence of a client, contact your supervisor right away, stating clearly that you are reporting a suspected case of abuse, neglect, or exploitation, and reporting at least the following:
Name, age, and address of client
Name and address of responsible person
The client’s condition
The basis of your knowledge
Any other relevant information
The supervisor must:
Fill out the Case Information Form completely and accurately.
Decide if a joint visit is indicated and, if so, who should participate.
Incidents related to Family Violence shall be reported to the local law enforcement Agency and APS.
Decide on appropriate follow-up action(s).
Notify the Administrator regarding the incident and follow-up status.
Offer to provide referrals to the victim for care.