Employee Handbook

Midtown Health Systems

Introduction Director’s Welcome Letter……………………………………………….4 Purpose of This Handbook………………………………………………5 Our Mission………………………………………………………………..6

General Practice Guidelines Equal Employment Opportunity…………………………………………8 Disability Accommodations………………………………………………8 Sexual Harassment……………………………………………………....9 Alcohol and Illegal Drugs at Work…………………….…………………9 Compensation……………………………………………………………10 Economic Benefits and Insurance……………………………………..13 Leave Benefits and Other Work Policies……………………………...15 Non-Disclosure of Confidential Information…………………………..17 Hours of Work, Attendance and Punctuality………………………….18 Performance Appraisals………………………………………………...20

Standards of Conduct Code, Dress and Ethics…………………………………………………23 Appropriate Internet Use………………………………………………..24

Employment Information Organization Chart………………………………………………………26 Employee Classification………………………………………………...27

Safety and Security OSHA/HIPPA…………………………………………………………….29 Equipment Use…………………………………………………………..29 In Case of Fire…………………………………………………………...29 Work Incidence and Injury……………………………………………...30 Security…………………………………………………………………...31 Safety……………………………………………………………………..32

Appendices

Table of Contents

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INTRODUCTION

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It is my privilege to welcome you to the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC)! We recognize that our employees are our greatest asset. At WIC we strive for excellence in every area of practice.

Together we have the responsibility to achieve our mission statement: to provide excellence in health and wellness services to enhance the quality of life for the entire community.

In order to that, I challenge you to take the next step in your professional career. Please share in our commitment to improve our healthcare services. That commitment will look different to each of us because we have unique roles, but each of those roles is important. We look forward to having you apart of our team.

Sincerely,

Breanna Keller Director of WIC Clinic Midtown Health Systems

Director’s Welcome Letter

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This Employee Handbook is expressly intended for the use of the employees of the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC). This Handbook contains general information for new employees to become oriented to department guidelines and practices.

This Handbook is not intended as an employment contract. Nothing in this Handbook should be relied upon as a guarantee for certain privileges, working conditions, or continued employment.

If after reading this Handbook you have any questions, please consult your supervisor or Human Resources.

Purpose of This Handbook

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To provide excellence in health and wellness services to enhance the quality of life for the entire

community.

Midtown Health Systems’ Goals:

1.  Provide nutritionally adequate and appealing meals to patients, staff, and visitors with appropriate modifications as necessary.

2.  Provide initial and ongoing training and education of Nutrition and Food Service employees to ensure standards of quality care as outlined in the Policy and Procedures Manual.

3.  Facilitate the adoption and maintenance of appropriate health behaviors and wellness practices.

Our Mission

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GENERAL PRACTICE GUIDELINES

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WIC is an equal opportunity employer. Federal law prohibit job discrimination based on race, color, religion, sex, national origin, disability or medical condition, genetic information, or age. WIC will take necessary steps to ensure that the work environment is free of unlawful discrimination.

In observing the Americans with Disabilities Act, WIC will make appropriate accommodations for employees with qualified disabilities or religious needs whenever possible, as long as the accommodation does not cause other employees undue hardship.

Employees who require accommodation for disability or medical conditions should contact their supervisor and Human Resources so that the department can determine if accommodation can be made. Requests for accommodations will be handled in as timely and confidential manner as possible.

Equal Employment Opportunity

Reasonable Accommodations for Disability

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The law does not permit, nor does WIC tolerate harassment of employees by other employees. Certain behaviors, such as conditioning promotions, awards, training, or other job benefits upon acceptance of unwelcome actions of sexual nature, are always wrong. If WIC receives an allegation of sexual harassment, or has reason to believe sexual harassment is occurring, it will take immediate steps to ensure the matter is investigated and addressed.

State law prohibits the sale, purchase, transfer, or possession of any illegal or non-prescribed controlled drug on premise or during work hours at any time. In addition, WIC prohibits any employee from being under the influence of alcohol and/or any illegal drug while performing work activities. Taking legally prescribed medications is permitted to the extent that use does not affect job performance. WIC conducts drug and alcohol tests pre-employment, post-accident, and with reasonable suspicion. Any employee who tests positive will be subject to appropriate disciplinary action.

Sexual Harassment

Alcohol and Illegal Drugs at Work

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Pay Period

Classified employees will be paid on a bi-weekly basis. When a holiday or scheduled vacation day coincides, the payday will be the last working day prior to the payday. Administrative employees will be paid on the last day of each month. When a holiday or scheduled vacation day coincides, the payday will be the last working day prior to the last day of the month.

Direct Deposit

Direct deposit is mandatory for all employees. Employees must provide a form/card from the bank with necessary banking information along with the department’s form for direct deposit. Contact the Human Resources Department or the Payroll Department for further information.

Correction of Payroll Errors

Employees are expected to carefully review their payroll information and to immediately report suspected payroll errors to the Payroll Department. Retroactive corrections will be made up to 2 years.

Compensation

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Payroll Deductions

WIC is required by law to make deductions from employee paychecks each pay period. These deductions include: Federal Income Tax (FIT), Social Security (FICA), Medicare Tax, State Disability Benefits Tax (SDI/ VPDI) where applicable, Stake Income Tax (SIT) where applicable, and City Income/Earnings Tax (CIT) where applicable. The amount of these deductions is summarized on a W-2 Form and provided to all employees no later than January 31st of each year.

Pay Increases

Wage and salary increases are based upon an employee’s performance evaluations and how well the employee meets job specific performance standards.

Non-exempt employees will be eligible for a $0.50 pay increase after the first 6 months of work. Salaried employees will not not receive below 3% pay increase. Pay increases must be earned and are granted at discretion of management.

Compensation

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Overtime

At certain times, employees may be required to work more than the scheduled hours for their workweek. If a non-exempt employee works more than 40 hours in a one-week period, they will be paid at the overtime rate of time and one-half to include benefits. Salaried workers are not compensated for overtime. All overtime hours must be approved by a supervisor.

Time Record Keeping

Non-exempt employees will be required to clock in and out using Kronos, an electronic time keeping system. Each employee will be assigned a specific employee identification number. If an error is made in the time record, employees must inform the Payroll Department to correct the time exception.

On-Call Pay

On-call employees will be paid based on factors such as geographical limitations and number of calls received while on-call. Contact the Human Resources Department or the Payroll Department for further information.

Compensation

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WIC provides a competitive package of benefits to all eligible full‐time and part‐time employees. The following outline of available benefits is provided with the understanding that benefit plans may change from time to time. Continuation of any benefits after termination of employment will be solely at the employers expense and only if permitted by policies and statutes.

Health Insurance

Health insurance is provided to all employees working 60 hours or more in a two-week pay period:

1.  BlueCross BlueShield Preferred Care Blue PPO Standard Option

2.  BlueCross BlueShield Preferred Care Blue PPO Premier Option.

Employees may choose to have their premiums deducted on a pre-tax basis. Most insurance will go into effect the first of the month following 30 days of employment in a benefit eligible position. Coverage is available for the employee’s legal spouse and dependent children.

Economic Benefits and Insurance

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Social Security/Medicare/Medicaid

WIC participates in the provisions of the Social Security, Medicare and Medicaid programs. Employees’ contributions are deducted from each paycheck and WIC contributes at the applicable wage base as established by federal law.

Unemployment Insurance

Employees are covered for benefits under the Workers Compensation Law. To assure proper protection for employees and WIC, any accident that occurs on the job must be reported. Forms for this purpose are available at Human Resources Department.

Retirement Plan

WIC provides a retirement program for eligible full‐time and part‐time employees who are 21 years of age or older. WIC contributes to the employee’s retirement plan when employee becomes vested after one year of employment.

Economic Benefits and Insurance

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Holidays

Full‐time employees receive one paid day off for each full day of holiday time. Holiday benefits for Part‐Time employees receive paid time off according to hours regularly worked by the employee.

We recognize that although our facility cannot close during the holidays and so time and a half will be offered to employees who work during any of the following: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve and Christmas Day. The specific dates of each of these holidays will be posted.

Vacation

During the first 90 days of employment full‐ and part‐time employees will not earn vacation benefits. During the remaining nine months of first year employment, a full‐time employee will earn two weeks of paid Vacation.

Leave Benefits and Other Work Policies

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Sick Leave

Full‐time employees receive up to one day per month of sick leave beginning at first day of employment. Part‐time employees receive prorated sick leave (i.e. 3.5 hours per month if the employee works 17.5 hours per week). Unused sick leave can accumulate from year to year up to a maximum of 30 days for full‐time employees.

Personal Leave

WIC provides three days of personal leave per calendar year to all Full‐Time and Part‐Time employees who have completed six months of employment.

Civic Responsibility

For time served on jury duty, WIC will pay employees the difference between his or her salary and any amount paid by the government, unless prohibited by law, up to a maximum of ten days. If an employee is required to serve more than ten days of jury duty, WIC will provide the employee with unpaid leave.

Leave Benefits and Other Work Policies

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Any information that employees learn as a result of working for WIC that is not generally available to the public is considered confidential. Employees may not disclose confidential information to anyone who is not employed by WIC or to other persons employed by WIC who do not need to know the information.

Such information includes, but may not be limited to: compensation data, medical records, financial information, company strategy plans.

All employees are to sign non-disclosure agreement forms upon hiring. Any employee who shares confidential information when not authorized to will be subject to disciplinary action.

Non-Disclosure of Confidential Information

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Hours of Work

The normal work week for WIC shall consist of five, eight hour days. Ordinarily, work hours are from 8:00 AM – 5:00 PM, Monday through Friday, including one hour (unpaid) for lunch. Employees may request the opportunity to vary their work schedules (within employer‐defined limits) to better accommodate personal responsibilities. Subject to WIC work assignments and Director approval, the employee’s supervisor shall determine the hours of employment that best suits the needs of the work to be done by the individual employee.

Attendance and Punctuality

All employees are expected to maintain the highest standard of punctuality and regular attendance. Excessive absences, tardiness, or early leaves are unacceptable. If you are absent for any reason or plan to arrive late or leave early, you must notify your supervisor as far in advance as possible and no later than one hour before the start of your scheduled work day. In the event of an emergency, you must notify your supervisor as soon as possible.

Hours of Work, Attendance and Punctuality

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Non-exempt employees are expected to clock in or out within 5 minutes of their scheduled start or finish time. Early arrivals must wait to clock in a specific time, and late arrivals must contact their supervisor for permission to clock in. Salaried workers are expected to arrive and leave within their scheduled times.

For all absences extending longer than one day, you must telephone your immediate supervisor prior to the start of each scheduled workday. When reporting an absence, you should indicate the nature of the problem causing your absence and your expected return‐to‐ work date. A physician’s statement may be required as proof of the need for any illness‐related absence regardless of the length of the absence.

Employees absent from work for three consecutive days without will be considered to have voluntarily terminated his or her employment. The final paycheck will be mailed to the last mailing address on file.

Disciplinary action may be taken for excessive absences, tardiness, or leaving early. If the problem persists, discipline could lead to termination.

Hours of Work, Attendance and Punctuality

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Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. Quarterly written performance evaluations provide the opportunity for employees and supervisors to discuss job-related tasks, identify and correct problem areas or deficiencies, encourage and recognize strengths, and discuss positive and meaningful ways to achieve goals.

Please remember that a written performance evaluation does not guarantee change in pay. An excellent performance review may lead to increased pay, responsibility, or other benefits. Increases in pay will be documented and will begin at the beginning of the next paycheck period.

Performance Appraisals

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STANDARDS OF CONDUCT

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It is anticipated that MP employees will apply themselves fully to their work and the work of the college. Included in this assumption is that employees will report to work punctually as scheduled, perform their work assignments in a timely and professional manner, and follow all MP and Commonwealth policies, procedures, and practices. Grooming must be professional and adhere to the directions of your specific job descriptions.

Dietitians will dress in professional attire consisting of collared blouses and dress pants or dress skirts. They are required to wear lab coats provided to them by the department when directly working with patients in the lab or during consultations.

Diet technicians must be dressed in either khaki or black slacks with the provided polo shirts bearing the department logo. Shirts must be tucked in if possible and a brown or black belt is required with closed toed shoes and neatly groomed.

Receptionists are permitted to dress in any type of pants avoiding any jean materials. Shirts must be either buttoned up or with a collar. A $250 stipend will be offered to new employees to establish an appropriate wardrobe for work. Receipts must be kept and turned into the HR department for reimbursement.

Code, Dress and Ethics

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At this time, desktop access to the Internet is provided to employees when there is a necessity and the access has been specifically approved. WIC has provided access to the Internet for authorized users to support its mission. No use of the Internet should conflict with the primary purpose of WIC, its ethical responsibilities or with applicable laws and regulations. Each user is personally responsible to ensure that these guidelines are followed. Serious repercussions, including termination, may result if the guidelines are not followed.

WIC may monitor usage of the Internet by employees, including reviewing a list of sites accessed by an individual. No individual should have any expectation of privacy in terms of his or her usage of the Internet. In addition, WIC may restrict access to certain sites that it deems are not necessary for business purposes.

Appropriate Internet Use

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EMPLOYMENT INFORMATION

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Organization Chart

WIC  

Die22an/Manager  

Nutri2onists  

Nutri2onist  1  

Nutri2onist  2  

Nutri2on  Aids  

Nutri2on  Aid  1  

Nutri2on  Aid  2  

Nutri2on  Aid  3  

Nutri2on  Aid  4  

Recep2onists  

Recep2onist  1  

Recep2onist  2  

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•  Full time employees (FTE) –  Work a maximum number of 40hrs/wk –  Receive full benefits of insurance, employee 401K,

and holiday bonuses. –  These employees are considered exempt and will

be paid according to full time status on a salary basis.

–  They will not clock in/out. –  They may accumulate paid time off.

•  Part time employees (PTE) and PRT –  These employees are responsible to clock in/out to

keep track of their hours. –  PTEs are non exempt and will be paid according to

the hours they accumulate. –  PTEs may receive employee benefits once they

have been working with the company for 5 years.

Employee Classification

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SAFETY AND SECURITY

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The Occupational Safety and Health Act (OSHA) requires that the Hospital maintain a safe place to work. The Hospital believes this law is designed to protect our employees and is committed to carrying it out.

Employees are urged to assist by observing and reporting any unsafe conditions wherever they exist to their supervisor, or the Co-Directors of Human Resources and Risk Management. It must be understood that any employee who fails to follow safety rules may be subject to disciplinary action, up to and including termination.

The use of equipment is restricted to authorized personnel. Use is further restricted to the premises during regular working hours or periods of authorized overtime. Any removal of equipment from the premises must be with prior authorization.

The elimination of fire hazards protects, among other things, the personal safety of all employees, College property, and valuable records. Extreme caution must be exercised at all times to avoid causing a fire. To assist in fire prevention, each employee should become familiar with the location and operation of the fire extinguishers that are provided in his/her work areas. Fire hazards should be reported and eliminated at once.

OSHA/HIPPA

Equipment Use

In Case of Fire

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All injuries should be promptly treated to avoid the possibility of complications. To secure maximum protection, employees should promptly report all on-the-job injuries and illnesses to their immediate supervisor. All non-injury incidents should also be reported immediately, since they indicate potential hazards and allow corrective measures to be taken. Other steps to be taken include:

  The supervisor will provide the individual with an “Employee Report of Injury or Occupational Illness” form and complete the accompanying “Statement of Supervisor.”   The supervisor will promptly and thoroughly investigate the alleged incident to ensure accuracy of the report and claim. Contact the Benefits office with questions concerning Workers’ Compensation.   The supervisor will send the original report to the OHS office and a copy to Human Resources Benefits Office. A copy should be kept by the department originating the injury report.   Depending on the nature and severity of the injury someone from OHS may contact the employee to update information regarding the incident.

Work Incidence and Injury

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The department permits selected employees to have keys to the buildings and to offices. Department keys may be obtained from the locksmith with written approval. All keys must be returned to the Human Resources and Risk Management Office upon termination of employment.

It is the responsibility of all employees to ensure doors are locked when they leave their building at the end of the working day. Under no circumstances is it permissible to duplicate an access key or transfer a key to another person. A violation of this rule can be cause for dismissal. Loss of any key should be reported at once to the Human Resources and Risk Management Office.

Security

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Safety is a primary concern at Midtown Hospital and we are committed to an employee safety and health program that meets the guidelines established by the state of Utah. The Hospital accepts the responsibility for leadership of the safety and health program, for its effectiveness and improvement and for providing the safeguards required to promote safe conditions. Employees are responsible for genuine adherence to all rules and regulations of the safety and health program and for continuously practicing safety while performing their duties. Employees must conduct their daily work functions in the safest possible manner to ensure and promote the type of working environment that is expected and desired. No safety rule is a complete substitute for common sense, nor can safety rules be advised to cover every situation encountered on the job. For this reason, good judgment must be used in every work situation. Remember, safety is a primary responsibility of everyone.

Safety

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APPENDICES

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