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CAREGIVER
Employee Handbook
This handbook is the property of Evergreen Home Companion LLC and must be returned in good condition
upon separation. The contents contained herein are proprietary and the sole intellectual property rights of
Evergreen Home Companion LLC. Reproduction of this handbook or sharing of the contents with any non-
employees is strictly prohibited without the express written consent of the executive officers of EHC.
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Welcome!
We’re so excited to have you join our team! At Evergreen Home Companion, we love to brag about the wonderful caregivers we have on staff. They set the standard for being compassionate, ensuring the clients’ safety and demonstrating a very professional image for our company. As one of those caregivers, you are the reason we enjoy such a wonderful reputation as Kansas City’s premier home care agency. To achieve that professionalism, deliver outstanding services and to ensure everyone’s safety we have established policies which serve to ensure these things are standard in our care for all our clients. As a new employee, it is your responsibility to read the following pages carefully and comply with these policies as you conduct yourself on the job. After you have read the document entirely and had a chance to ask your supervisor about any questions you may have in reading it, please sign the last page and return it to your supervisor or the office within a week of your Onboarding Orientation session. Welcome to the Evergreen family! Mike & Robin McCain Owners
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Table of Contents Welcome! .......................................................................................................................................... 2
The Way We Work............................................................................................................................ 8
A Word About This Handbook – The Legal Stuff ........................................................................ 8
Building for the Future .................................................................................................................. 8
Equal Employment Opportunity ................................................................................................... 9
Employee Relations Philosophy .................................................................................................... 9
Harassment Policy....................................................................................................................... 10
Categories of Employment .......................................................................................................... 11
Anniversary Date ........................................................................................................................ 12
Criminal Activity / Arrest Records .............................................................................................. 12
Driver’s License, Driving Record and Personal Automobile Proof of Insurance.......................... 12
Client Vehicle Authorization ....................................................................................................... 12
Transportation of Clients ............................................................................................................ 13
Bonding and Insurability Requirement ........................................................................................ 14
Certification, Licensing and Other Requirements ........................................................................ 14
Immigration Reform and Control Act ......................................................................................... 15
Onboarding Orientation for New Employees ............................................................................. 15
Suggestions and Ideas ................................................................................................................. 15
Talk to Us ................................................................................................................................... 16
Your Pay and Progress .................................................................................................................... 16
Recording Your Time & Documenting Your Shift ...................................................................... 16
Payday / Direct Deposit & Paycards ........................................................................................... 17
Paycheck Deductions .................................................................................................................. 17
Garnishment/Child Support ....................................................................................................... 17
Payroll Deductions for Damaged/Unreturned Equipment .......................................................... 17
Performance Reviews .................................................................................................................. 18
Pay Raises ................................................................................................................................... 18
Pay Advances .............................................................................................................................. 18
Overtime ..................................................................................................................................... 18
Holiday Pay & Shift Premiums .................................................................................................... 18
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Shift Cancellations ....................................................................................................................... 19
Inclement / Severe Weather ........................................................................................................ 19
Reimbursements & Mileage/Travel Time .................................................................................... 19
Job Descriptions ......................................................................................................................... 19
Time Away From Work and Other Benefits .................................................................................... 22
Other Team Member Benefits ..................................................................................................... 22
Jury Duty .................................................................................................................................... 22
Voting Leave ............................................................................................................................... 22
Military Leave ............................................................................................................................. 22
Volunteer Emergency Worker Leave ........................................................................................... 23
Witness Leave ............................................................................................................................. 23
Victims of Crime Leave ............................................................................................................... 23
Social Security ............................................................................................................................. 23
Unemployment Insurance ........................................................................................................... 23
Workers’ Compensation .............................................................................................................. 23
Team Member Bonuses .............................................................................................................. 24
On The Job ..................................................................................................................................... 25
How Service Begins .................................................................................................................... 25
Professionalism ........................................................................................................................... 26
Code of Conduct ........................................................................................................................ 28
Documentation of Shift Notes .................................................................................................... 32
Employee Issued Equipment/Uniforms...................................................................................... 34
Confidentiality of Client Matters & HIPAA Regulations ............................................................. 34
Attendance and Illnesses ............................................................................................................. 35
Required Contact with EHC Management .................................................................................. 36
On the Job Training .................................................................................................................... 37
Information Systems Access Policy ............................................................................................. 37
Caregiver/Client Boundaries ....................................................................................................... 38
Reporting of Elder Abuse/Neglect/Exploitation ........................................................................ 39
Incident Reports ......................................................................................................................... 40
Department of Labor / State & Federal Employment Notifications ............................................ 41
Contact with the Media ............................................................................................................... 41
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Separation from EHC ................................................................................................................. 41
Safety in the Workplace ................................................................................................................... 43
Each Employee’s Responsibility .................................................................................................. 43
Bloodborne Pathogens Exposure Control ................................................................................... 43
Workplace Violence .................................................................................................................... 44
Workplace Searches .................................................................................................................... 45
Substance Abuse ......................................................................................................................... 45
Employee Compliance Agreement .................................................................................................. 47
Employee Compliance Agreement .................................................................................................. 49
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The Way We Work
A Word About This Handbook – The Legal Stuff This employee handbook contains the employment policies and practices of Evergreen Home Companion LLC (hereafter referred to as “EHC”). All employees are expected to comply with the contents of these policies. As every situation has different circumstances, it is the discretion of management what level of discipline is required for any violations up to and including termination of employment. EHC reserves the right to revise, delete and add to the policies contained herein at any time and without further notice. All such changes must be in writing and must be sign by the executive officers of EHC. No oral statements or representations can change the provisions of this employee handbook. All policies and practices of EHC comply with federal and state laws and this handbook is written in accordance with those laws. EHC complies with all federal, state and local laws whether they are expressly written in these policies or not. Nothing in this employee handbook is intended to unlawfully restrict an employee’s right to engage in any of the rights guaranteed them by Section 7 of the National Labor Relations Act, including but not limited to, the right to engage in concerted protected activity for the purposes of their mutual aid and/or protection. EHC is an At-Will Employer. This means that regardless of any provision in this employee handbook, either you or EHC may terminate the employment relationship at any time, for any reason, with or without cause or notice. Nothing in this employee handbook or in any document or statement, written or oral, shall limit the right to terminate employment at-will. No officer or other employee or representative is authorized to enter into an agreement, express or implied, with any employee for employment for a specific period of time unless such an agreement is in a written contract signed by the owners of EHC. The employee handbook refers to current benefit plans maintained by EHC. Refer to the actual plan documents and summary plan descriptions as those documents are controlling and more detailed. Likewise, if a written contract is inconsistent with the employee handbook, the written contract is controlling.
Building for the Future When you are on the job, you represent EHC, and it is up to every one of our team members to take this responsibility seriously. Our clients are either delighted with our services and recommend us to others or become dissatisfied and terminate services with us because of Your Actions. It is in great part through your efforts that our business grows and in return provides additional opportunities for you. It is vital that you always give clients your best effort and be professional in all that you do. We highly value your contributions.
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Equal Employment Opportunity EHC is committed to equal employment opportunity. Discrimination will not be tolerated against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to: race, color, national origin, religion, sex (including pregnancy, childbirth, and related medical conditions), disability (physical or mental), age (40 or older), citizenship status, genetic information, HIV/AIDS, and military service or status. Furthermore, EHC does not discriminate against anyone for his or her sexual orientation. In Missouri, the following also are a protected class: off-site lawful tobacco or alcohol use (unless such use interferes with job performance of any employee or overall operation of the EHC's business); decision to join any fire department or fire protection district, and membership in organized militia. Although, off-site tobacco use is a protected class, smoking during work shifts is expressly forbidden and EHC reserves the right to pair non-smokers with clients who suffer breathing difficulties. You may discuss equal employment opportunity related questions with any member of management.
Employee Relations Philosophy Because we hold your contributions in the highest regard, we are committed to providing fair and best possible work practices and to invest in your development as a caregiver. Our standard is to treat each employee as an individual. We foster a spirit of teamwork with all members of EHC working as a team to achieve common goals of delivering outstanding care for our clients. We have a workplace where communication is open and problems can be discussed and resolved in a mutually respectful atmosphere. We consider individual circumstances of the individual employee. We firmly believe that with honest, early and direct communication, we can resolve any challenges that may arise and develop a mutually beneficial solution. Conversely, hiding issues or misrepresenting the truth breeds distrust and will not be tolerated. As a team, we are here to support one another and your management will work with you to actively resolve issues or concerns. If you are not comfortable discussing a matter with your supervisor or another member of management, you are welcome to complete the formal grievance form and submit it to an EHC executive manager. Your complaint will be investigated and formally responded to in writing as to the outcome including actions, if any, taken as a result of your submission. No member of management may retaliate or discriminate against an employee who has filed such a grievance.
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Harassment Policy We prohibit harassment of any employee by another employee, supervisor or third party for any reason based upon the legally defined protected classes including, but not limited to:
race color national origin religion
sex (including pregnancy, childbirth, and related medical conditions)
disability (physical or mental) age (40 or older) citizenship status
genetic information sexual orientation HIV/AIDS
military service or status off-site lawful tobacco or alcohol use
joining any fire department membership in organized militia Violation of this policy will result in disciplinary action, up to and including immediate discharge. If you have any questions about what constitutes harassing behavior or what conduct is prohibited by this policy, please discuss the questions with your immediate supervisor or a member of EHC management. At a minimum, the term “harassment” as used in this policy includes any of the following activities which offends someone based on their protected class:
• Offensive remarks, comments, jokes, slurs, threats, or verbal conduct.
• Offensive pictures, drawings, photographs, figurines, writings, or other graphic images, conduct, or communications, including text messages, instant messages, websites, voicemails, social media postings, e-mails, faxes, phone calls and copies.
• Offensive sexual remarks, sexual advances, or requests for sexual favors regardless of the gender of the individuals involved; and
• Offensive physical conduct, including touching and gestures, regardless of the gender of the individuals involved.
We also absolutely prohibit retaliation, which includes: threatening an individual or taking any adverse action against an individual for (1) reporting a possible violation of this policy, or (2) participating in an investigation conducted under this policy. Our supervisors, managers, all employees and even non-employees are covered by this policy and are prohibited from engaging in any form of harassing, discriminatory, or retaliatory conduct. No supervisor or other member of management has the authority to suggest to any applicant or employee that employment or advancement will be affected by the individual entering into (or refusing to enter into) a personal relationship with the supervisor or manager, or for tolerating (or refusing to tolerate) conduct or communication that might violate this policy. Such conduct is a direct violation of this policy. If you have any concern that our Harassment Prohibited policy may have been violated by anyone, no matter how slight the action may seem, you must immediately report the matter. Due to the very serious nature of harassment, discrimination and retaliation, you must report your concerns to Mike McCain or Robin McCain, Owners at (816) 524-2273, [email protected] 487 SW Ward Rd., Lee’s Summit, MO 64081. You will also be required to complete a written incident report within 24 hours of the occurrence.
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The incident report will be investigated and prompt, appropriate action will be taken. The company will protect the confidentiality of employees reporting suspected violations to the extent possible consistent with our investigation. You will not be penalized or retaliated against for reporting improper conduct, harassment, discrimination, retaliation, or other actions that you believe may violate this policy. We are serious about enforcing our policy against harassment. Persons who violate this or any other EHC policy are subject to discipline, up to and including discharge. We cannot resolve a potential policy violation unless we know about it. You are responsible for reporting possible policy violations to us so that we can take appropriate actions to address your concerns.
Categories of Employment PROBATIONARY PERIOD: All caregivers are hired as part-time employees and are on a probationary period during their first 200 hours or 90 days of active client engagements. All caregivers must complete Onboarding Orientation (and related follow up requirements must be completed within 1 week of Onboarding Orientation), accept and attend the first client assignment shift to be considered as an employee of the company and eligible for any compensation. Additionally, during the probationary period, excellent behavior is expected:
• Timely responses to calls/messages regarding shifts must be within 3 hours.
• Must accept shifts within the agreed upon times of availability/location
• No shift cancellations
• Employees must be on time and always are there for their shift.
• Must properly clock in/out while on the client premises
• Minimal client complaints During this time, you will be able to determine if your new job is suitable for you and EHC management will have an opportunity to evaluate your work performance. However, the completion of the Probationary Period does not guarantee employment for any period of time since EHC is an At-Will employer. Job Classifications: PART-TIME EMPLOYEES: Regularly work less than 30 hours per week (Monday-Sunday) FULL-TIME EMPLOYEES: Regularly work at least 30 hours per week (Monday-Sunday) Part-time/Full-time regular work hours per week (Monday-Sunday) are based on an average of weekly hours worked over a 12-month period. In addition to the preceding categories, employees are also categorized as “exempt” or “non-exempt.”
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NON-EXEMPT EMPLOYEES: are entitled to overtime pay as required by applicable federal and state law. EHC compensates Non-Exempt employees 1.5 x pay for any hours above 40 worked in a week (Monday-Sunday). EXEMPT EMPLOYEES: are not entitled to overtime pay and may also be exempt from minimum wage requirements pursuant to applicable federal and state laws. These employees are compensated a salary wage. All caregivers are hired as Non-Exempt Part-Time employees with a Probationary Period. At the completion of your Probationary Period you will be provided a formal performance review in addition to an annual review.
Anniversary Date The first day you report to work (usually this is for the Onboarding Orientation) will be recorded in the company records as your anniversary date. This date may be used to calculate different company benefits and review periods. If you have any questions regarding your anniversary date, please see EHC management.
Criminal Activity / Arrest Records Because you hold a very trusted and personally invested position in a caregiving situation with clients who may fall in a vulnerable and protected class, you must conduct yourself lawfully and ethically at all times – whether you are engaged in EHC business or on your own personal time. Any violations which result in your arrest and/or conviction of a criminal nature must be reported immediately to EHC management in writing. If these actions result in an inability for EHC to bond or insure you, you will be subject to immediate termination of employment.
Driver’s License, Driving Record and Personal Automobile Proof of Insurance Employees who may have assignments which require incidental transportation must present and maintain a valid driver’s license, current personal automobile proof of insurance which meets state minimum requirements and proof of valid vehicle registration. Any new driver’s licenses, personal automobile insurance changes or change in vehicle registration status must be presented to management and updated in the employee’s personnel file. All employees are subject to a review of their driving records at any time during their employment with EHC. Authorized-to-drive employees are also obligated to notify EHC management immediately in writing and by direct contact if they have any new moving violations or suspension of their driver’s license. Any violation of this policy may result in restriction to non-driving assignments or up to immediate termination of employment.
Client Vehicle Authorization Employees who are authorized by EHC to provide incidental transportation are only authorized to drive a client’s vehicle when there is a vehicle authorization form signed by the client on file which specifically authorizes that employee to drive that client’s vehicle. The authorized employee is also responsible for a visual inspection that the client’s vehicle to ensure that it is safe to drive. Any safety concerns with the vehicle require the employee to communicate concerns to the EHC office and they should not drive the vehicle until the concerns are addressed.
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Transportation of Clients To ensure that EHC provides safe and orderly transportation to those clients whose care plans require incidental transportation, the following policies must be observed:
• All employees transporting clients will be appropriately licensed within the United States.
• All employees transporting clients will maintain and carry liability insurance which meets state minimum requirements paid for by the employee.
• All employees transporting clients will submit proof of driver’s license, vehicle registration and current personal automobile insurance at any time requested by EHC management and in a format which confirms coverage specifications that are provided. Employees must submit any updates to these documents to EHC management to be updated in their personnel files. Employees must notify EHC management in writing if there are any changes in their status, insurance carrier or if they are no longer covered with personal vehicle insurance. Any failure to advise EHC management of changes which may impact your authorization for incidental transportation will result in immediate termination for misconduct.
• Only the client and others authorized by EHC management are allowed to be in the vehicle when an authorized employee is driving.
• All safety features of an employee or client vehicle must be functional and active restraints (seat belts and other safety instruments) must be used by the driver and all passengers.
• The employee vehicle transporting a client must be clean and in good working order. The vehicle also must be properly registered.
• The employee is required to submit in writing if their own vehicle is no longer legal, safe or available to transport clients and EHC may limit the employee to client assignments which do not require incidental transportation as part of the care plan.
• The authorized employee is required to drive responsibility and according to all driving laws. It is prohibited for employees to take phone calls, text message or use their mobile phone for anything other than navigation while performing transportation. Additionally, the radio may not be played while the client is in the vehicle and the driver may not eat, drink or smoke in the vehicle while engaged in EHC business and never in a client’s vehicle.
• The authorized employee is responsible for any moving violations and fines that may arise when operating a personal or client vehicle.
• Employees are mandated to report any vehicle accidents whether it was during work hours or non-work hours. For incidents occurring during EHC business, the employee must notify EHC management immediately and complete a written incident report within 24 hours of the accident.
• Incidental transportation for the client or errands on behalf of the client or EHC are only for the expressed purpose directly related to the client’s care plan on file or as directed by EHC management. Transportation must be conducted in as efficient manner as possible. Employees are not allowed to make stops or adjust routes for personal errands or needs.
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• Caregivers may accompany clients in the situation where someone else is transporting them if the client needs assistance during transport or at the point of destination.
• Employees authorized for incidental transportation must accurately report in their shift notes any related mileage, specific start and end points, any purchases made on behalf of the client/EHC and how the items were paid for. The employee must also submit any itemized receipts associated with the purchases at the time of shift note submission by taking a photo of the receipt and attaching it to a text message or in an email to their supervisor. Original receipts should be kept in the client’s care plan folder. Falsification of this information is grounds for dismissal.
• EHC does not provide company vehicles for transportation of clients or for employee use.
• Authorized employees cannot have 2 or more moving violations within the past 3 years.
• Authorized employees cannot have any “at fault” accidents within the past 3 years.
• Authorized employees cannot have any convictions of driving under the influence, reckless driving, vehicular manslaughter, driving dangerously or any similar offense within the past 7 years.
• Authorized employees cannot have a Court Suspended Driver’s License.
EHC may restrict or retract authorization for employee to perform client transportation at any time and for any reason. Violation of any related transportation policy may also result in termination of employment.
Bonding and Insurability Requirement All caregiver employees are bonded by EHC. It is the responsibility of the employee to ensure that he/she is bondable (meaning that you maintain a clean criminal record) and to maintain that bondable status. Violations of this policy will result in immediate termination of your employment.
Certification, Licensing and Other Requirements Employees who perform Personal Care, Dementia Care services are required to have had or maintain Certified Nurse’s Aide certification (or HHA, CMT, etc. equivalent or better). Dementia Care caregivers only will be required to complete required internal dementia training. Companion Care only employees will be required to complete basis “101” training for universal precautions and safety standards. All caregivers will be required to maintain current CPR certification. All employees are also required to complete Onboarding Orientation and the related follow up action items. EHC management reserves the right to mandate any additional training or refresher courses as a direct result of performance reviews or other incidents. Any mandatory training costs (with the exception of the CNA or CNA-equivalent certifications required at time of hire) will be incurred by EHC and scheduled at a time that does not disrupt client care. Employee failure to qualify for a certification or license may be sufficient cause for discharge or restrict to care opportunities. All training must be scheduled by your supervisor in order to be paid for by EHC.
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Immigration Reform and Control Act In compliance with the federal Immigration Reform and Control Act of 1986 (IRCA), our company is committed to employing only individuals who are authorized to work in the United States. Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. If an employee is authorized to work in this country for a limited time period, the individual will be required to submit proof of renewed employment eligibility prior to expiration of that period to remain employed by EHC. EHC participates in E-Verify, an online Homeland Security system which allows us to determine eligibility to work in the United States of America. As a result of this practice, any issues or concerns with your eligibility status may be referred to Homeland Security, Social Security Administration or other government offices for clarification. With any deferment to the government for additional follow up, you have a right to be notified by EHC of this status and to work with EHC until a final disposition is issued by the U.S. government to EHC indicating you are not authorized to work. If this is the case, you will be terminated at that time. For additional information about E-Verify, go to www.uscis.gov/e-verify.
Onboarding Orientation for New Employees Upon joining our company, you were given this copy of our Caregivers Employee Handbook at the Onboarding Orientation or provided access to via the company website. After reading the handbook, please sign the acknowledgement page at the back stating you will comply with all EHC policies and practices listed herein and return it to EHC management within a week from your Onboarding Orientation date. If you have any remaining paperwork or proof documentation following the Onboarding Orientation, please be sure you have that submitted to management within that week as well. If you lose your employee handbook or if it becomes damaged in any way, please notify your supervisor as soon as possible so a replacement copy can be provided to you. The employee handbook is the property of EHC and the contents are proprietary – not to be reproduced or shared with anyone not employed by EHC. You must return it in good condition at your separation from EHC or you will be charged for replacement costs. There is a lot of information presented to you at onboarding and in this employee handbook. If you ever have questions about EHC policies, practices or your assignments, please don’t hesitate to ask your supervisor or another member of management.
Suggestions and Ideas We are always interested in your constructive ideas and suggestions for improving our operations. Your suggestions should be submitted in writing to a member of EHC management. After we investigate your suggestion, you will be notified whether it is feasible to be put into practice. We believe that suggestions indicate initiative. We will place the written suggestion in your personnel file and consider it at the time of your performance review.
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Talk to Us We encourage you to bring your questions, suggestions and complaints to our attention. We will carefully consider each of these in our continuing effort to improve operations. If you feel you have a problem, please present the situation to a member of management so that the problem can be settled by examination and discussion of the facts. Your suggestions and comments on any subject are important to us, and we encourage you to take every opportunity to discuss them with us. Your job will not be adversely affected in any way because you choose to share your concerns.
Your Pay and Progress
Recording Your Time & Documenting Your Shift Caregiver employees must record their hours in our timekeeping system (ClearCare) either through a web portal which can be accessed through a smart phone browser or via the client’s telephone, depending on the case. If you are unable to report time through one of these means, you must contact the office to report your start and end times as you arrive/depart. You are required to report any time worked, whether it is with a client assignment, training or a company meeting. Accurately recording your time is required in to be sure that you are paid for all actual hours worked and so that clients are billed appropriately. Falsification of any portion of your shift records including your clock in/clock out times, and/or location and/or shift notes is grounds for termination. If a client wishes to change their start or end times, they must directly contact our office to accommodate the change. You must clock in promptly at the beginning of your shift and begin the clock out procedures about 5 minutes prior to the end of your shift. This should allow you enough time to capture all your shift notes. You are not permitted to clock in earlier than 10 minutes prior to a shift. If there are extenuating circumstances for a shift running over, please contact EHC management as soon as the shift is over to explain the situation. If client requests additional time, this should be coordinated through the office by the client directly. Our workweek starts on Monday at 12:00am and ends on Sunday at 11:59pm. For instructions on how to use the system to report time and enter shift notes, please refer to the handout provided in your Onboarding Orientation materials.
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Payday / Direct Deposit & Paycards You will be paid biweekly on Friday for the period that ends on the previous Sunday. When payday falls on a holiday, you would normally be paid on the last working day before the holiday. You may have assignments in Kansas and/or Missouri. You are under no obligation to accept assignments that are in locations where you do not wish to work, but you must keep the office updated on where and when you are willing and available to work. Note that too many refusals of assignment offers within your defined parameters may result in your dismissal. The company requires you to use direct deposit or to sign up for a paycard. Please refer to the handouts from Onboarding Orientation on how these two programs work. You may update the method you’d like to use to receive pay at any time, just ask your supervisor for help. If for any reason you are issued a hard paycheck (instead of direct deposit or paycard), your check will be placed in the mail to you on payday. Please work with EHC management to quickly get direct deposit or your paycard set up to ensure you have access to your paycheck sooner! An email will be sent to you after the Onboarding Orientation by the payroll company which contains directions on how to access your payroll information online. Please review your payroll advices online every payday for any errors. This includes hours worked, pay rates and that the appropriate taxes are being withdrawn as submitted in the W-4 you completed in the Onboarding Orientation. If you find any mistakes, please report it to EHC management immediately. We will work with our payroll company to take immediate steps to correct the error one identified.
Paycheck Deductions The company is required by law to make certain deductions from your paycheck each pay period. Such deductions typically include federal and state taxes and Social Security (FICA) taxes. Depending on the state in which you are employed and the benefits you choose, there may be additional deductions. All deductions and the amount of the deductions are listed on your payroll advice. These deductions are totaled each year for you on your Form W-2, Wage and Tax Statement.
Garnishment/Child Support When an employee’s wages are garnished by a court order, our company is legally bound to withhold the amount indicated in the garnishment order from the employee's paycheck. Our company will, however, honor applicable federal and state guidelines that protect a certain amount of an employee’s income from being subject to garnishment.
Payroll Deductions for Damaged/Unreturned Equipment If an employee damages equipment/uniforms issued to them beyond normal wear and tear or an employee separating from the company does not return this equipment in good condition, their paycheck will be deducted for the fair amount to replace the item(s). EHC also reserves the right to place an employee’s paycheck on hold until promised items are returned. See your employment contract for your agreement to these terms.
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Payroll Adjustments If an employee is terminated for cause, resigns without 2 weeks’ notice, fails to return
equipment upon separation with EHC, or fails to comply with the terms of the Employee
Handbook, EHC reserves the right to reduce any pending payroll rates to minimum wage and/or
the employee will vacate any unused PTO that has been accrued, and/or any other benefits.
Performance Reviews Your performance is important to our company. At the end of your 90 day Probationary Period and annually on or about your anniversary date, your supervisor will review your job progress within our company and help you set new job performance plans. Our performance review program provides the basis for better understanding between you and EHC management with respect to your job performance, potential and development opportunities within the company. There will also be client surveys and unscheduled “drop in’s” to aid in assessing performance in addition to your formal reviews. Less formal ongoing coaching and counseling will also happen through your work for immediate feedback.
Pay Raises Depending upon your performance, customer feedback, attendance record, willingness to take assignments in your stated general availability windows and our company’s profitability, adjustments in your pay for the three basic service types may be made when there has been an improvement in or sustainment of an already good performance during the formal performance review periods in those specific service types. Three basic service types eligible for pay rate adjustments are Companion Care, Personal Care and Dementia Care. Other pay rates are considered premium rates and will not be eligible for pay rate adjustments. These premium rate services include but are not limited to: Hourly Rate Services, Overnight Services, Training, Travel Time, Mileage or Meetings.
Pay Advances Pay advances will not be granted to any employee.
Overtime There may be times when you will need to work overtime so that we may meet the needs of our clients. Although you will be given advance notice when feasible, this is not always possible. Only actual hours worked count toward computing weekly overtime. PTO is not included in the computation of overtime. PTO is also paid out at a regular hourly rate, and is not paid at 1.5 times if taken on a company identified holiday.
Holiday Pay & Shift Premiums Time and a half pay rates are also compensated to employees who work a scheduled shift (from 12:00AM to 11:59PM) on the following holidays:
• New Year’s Day
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• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Eve
• Christmas Day
• New year’s Eve? A shift premium may also be offered at the discretion of executive management for shift assignments that may be harder to staff due to location, time, etc. Note that in the case of holiday or shift premium pay, these shifts will not be eligible for overtime.
Shift Cancellations EHC will make every effort to notify employees in advance when it is not necessary to report to work. The circumstances may include client cancellations or other reasons. In the event you report for work without being notified in advance that your services were not needed, you may be compensated at a discounted rate for the shift at the discretion of executive management.
Inclement / Severe Weather
Everyone has different ability levels to drive in severe weather conditions. For this reason, if you have concerns that it may not be safe for you to drive, then you are required to provide a minimum of 24 hours notification to the EHC office that you will be unable to report for an assigned shift. You will not be compensated for any shift you cancel even in the case for severe weather.
Reimbursements & Mileage/Travel Time Employees will be compensated $0.50/mile for reported incidental transportation and errands authorized as part of a client’s care plan or at EHC management direction. All mileage must be accurately reported with start and destination descriptions in the shift notes. Employees who are assigned to two different clients in the same 24 hour period (midnight to 11:59PM) will be compensated for their travel time and mileage. Travel time and mileage will be calculated by the time tracking system (ClearCare) using Google Maps. An employee shouldn’t be required to make purchases on behalf of a client or EHC from their own personal funds. However, if there is ever an incident where an employee must (and is able to) make a client-authorized purchase on behalf of the client or EHC, they must notify EHC management prior to the purchase. If it is an emergency, the employee will notify management by the end of the shift and text or email an image of the receipt to the office within 3 hours. The employee will be reimbursed in the next payroll cycle if approved.
Job Descriptions EHC maintains job descriptions for each position in the company. Below is the job description for “Caregiver” based on the level of service that caregiver is certified and authorized to
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provide. The job description outlines the essential duties and responsibilities of the position. When the duties and/or responsibilities of a position change, the job description is revised to reflect those changes. If you have any questions about the job description, please discuss with your supervisor or another member of management. COMPANION CARE: Provides assistance with activities of daily living which could include tasks such as visiting/companionship, transportation and assistance with errands, organization, meal preparation, housekeeping, pet care, etc. PERSONAL CARE: Provides assistance with activities of daily living of a personal nature that includes tasks such as bathing, dressing, grooming, eating, bathroom assistance, mobility, and transferring. Also provides companion care services. ALZHEIMER’S/DEMENTIA CARE: Provides customized care for dementia clients supporting structured activities to their individual comprehension level and interests. With specialized training provided by Evergreen Home Companion, caregivers will find solutions to overcome communication and behavioral challenges. Also provides companion and personal care services. All Caregiver Positions Requirements:
• Positive, respectful, patient and empathetic attitude
• Ability to analyze situations and problem solve
• Ability to multi-task and complete what you start
• Adherence to HIPAA and confidentiality of client personal information
• Excellent interpersonal skills
• General computer and website skills to manage assignment schedules
• Smartphone
• Valid driver’s license, current vehicle registration and current auto insurance
• A clean and reliable vehicle
• Able to pass drug screening and background checks, and DMV check (must have less 3 traffic tickets in past 3 years, or 7 years without a significant violation such as a DUI to be eligible for driving shifts)
• Professional appearance
• Physically capable of performing job responsibilities
• Must be able to work in a non-smoking environment
• Prompt/on-time, responsible and honest
• High School/GED Personal Care Additional Requirements:
• CNA Certified (Current or Previous) Alzheimer’s/Dementia Care Additional Requirements:
• CNA Certified (Current or Previous)
• Requires 1 year+ experience in a dementia caregiving capacity
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• Completion of ECH Internal Dementia training
• Advanced aptitude for dealing with challenging behaviors
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Time Away From Work and Other Benefits Other Team Member Benefits As well as the previously stated compensation, EHC offers some additional benefits. These benefits represent a hidden value of additional income to our employees. EHC offers referral bonuses to employees who refer new qualified candidates who become employees and for client referrals which engage our services. These clients/new employees must actively be with the company for 30 days, at which time the referring employee must also be with the company to receive this compensation. All referral bonuses are subject to all state, federal and similar payroll withholdings. Referral Bonus for a new employee will be compensated at $25 for someone only authorized to perform Companion Care and $50 for a new employee who is CNA certified and authorized to perform Personal Care or Dementia Care. Referral Bonus for a new client will be compensated at $100 for a Companion Service (defined as less than 12 hours engagement in a week Monday-Sunday lasting longer than 3 months), $150 for a Personal Care Service and $200 for Dementia Care Services (defined as 20 or more hour engagement in a week Monday-Sunday lasting longer than 3 months) or a 24x7 client regardless of their specific service type. EHC complies with the Affordable Care Act and will make available health insurance to qualified full time employees per mandated requirements.
Jury Duty Team members summoned for jury duty are granted unpaid leave in order to serve. We reserve the right to request proof of jury service issued by the court upon the employee’s return to work. You must make arrangements with EHC management as soon as summons are received.
Voting Leave EHC believes that every team member should have the opportunity to vote in any state or federal election, general primary or special primary. Any employee’s work schedule which does not provide him/her three consecutive hours to vote while polls are open will be granted up to three paid hours off in order to vote. Paid hours for Voting Leave will be compensated at the minimum wage rate. We reserve the right to select the hours you are excused to vote. Notify EHC management of the need for voting leave as soon as possible, but no later than 24 hours prior to your shift. Requests later than 24 hours prior to an assigned shift will not be granted. When you return from voting leave, you must present a voter’s receipt to EHC management as soon as possible.
Military Leave Employees who are required to fulfill military obligations in any branch of the Armed Forces of the United States or in state military service will be given the necessary time off and reinstated in accordance with federal and state law. The time off will be unpaid, except where state law dictates otherwise.
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Military orders should be presented to EHC management and arrangements for leave made as early as possible before departure. Employees are required to give advance notice of their service obligations to EHC unless military necessity makes this impossible. You must notify EHC management of your intent to return to employment based on requirements of the law.
Volunteer Emergency Worker Leave An employee who serves as a volunteer firefighter as defined by the Volunteer Firefighter Job Protection Act, a member of a Kansas or Missouri Disaster Medical Assistance Team, an Urban Search and Rescue Team, or being activated to a national disaster response by the Federal Emergency Management Agency (FEMA) are entitled to an unpaid leave when absent from work in order to respond to an emergency call received prior to the time the employee is scheduled to report to work. Employees utilizing this leave shall make reasonable efforts to notify EHC management of their service and shall continue to make reasonable notification efforts over the course of any absence. EHC has the right to request the employee to provide a written statement from the supervisor or acting supervisor of the volunteer fire department or the commander of their Disaster Medical Assistance Team/Urban Search and Rescue Team or the FEMA supervisor stating that the employee responded to an emergency and stating the time and date of the emergency.
Witness Leave Employees are given the necessary time off without pay to attend or participate in a court proceeding in accordance with state law. We ask that you notify EHC management of the need to take witness leave as far in advance as is possible.
Victims of Crime Leave EHC will grant reasonable and necessary leave from work, without pay, to employees who are victims of a crime to attend or participate in legal proceedings pertaining to the crime. Affected employees must give the company reasonable notice that leave under this policy is required.
Social Security During your employment, you and EHC both contribute funds to the federal government to support the Social Security program. This program is intended to provide you with retirement benefit payments and medical coverage once you reach retirement age.
Unemployment Insurance Upon separation from employment, you may be entitled to state and federal unemployment insurance benefits. Information about unemployment insurance can be obtained through your state’s department of labor.
Workers’ Compensation On-the job injuries are covered by our Workers’ Compensation insurance policy. This insurance is provided at no cost to you. If you are injured on the job, no matter how slightly, report the incident immediately to EHC management and you are required to document any incident within their online shift notes, and then complete a hand written incident report
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within 12 hours of the incident and delivered to the office of EHC. Consistent with applicable state law, failure to report an injury within a reasonable period of time could jeopardize your claim. We ask for your assistance in alerting management to any condition that could lead to or contribute to an accident to prevent injury to our employees or clients. Specifics about the insurance policy will be provided to you at the time you submit your incident report.
Team Member Bonuses Employees may receive bonuses from time to time. These are based on individual merit, EHC’s profitability and any other factor(s) deemed significant by the company. Whether or not bonuses are granted and the amounts granted are within the sole discretion of EHC executive management.
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On The Job
How Service Begins
Caregivers are introduced and oriented to each client by the case manager when possible. The introduction is done by accompanying the caregiver to the client’s home, at which time the client, assessment, care plan, DNR (Do Not Resuscitate) status, etc. is reviewed with the client and caregiver to ensure proper care is given and/or to provide any training, use of equipment, etc. Caregivers must submit accurate and informative shift notes so case managers can make determinations when adjustments to care plans are required. See Shift Notes policies for what is required in shift notes. Likewise a caregiver may request reassignment from a client, and EHC will work to find replacement caregiver as quickly as possible. The request must be in writing and include an incident report detailing the reason for the reassignment. This is required so that EHC investigate to determine if there is a reason that might cause EHC to discontinue service to that client, or to identify a more compatible caregiver. EHC uses scheduling software to hold caregiver, client, authorization and scheduling data. Schedules are available online through the caregiver portal via smart phone, tablet or desktop browsers. Caregivers are responsible for frequently reviewing their assignments calendar in the system and immediately advising EHC management, by phone call or text message only, if there are any issues with what is assigned to them or time blocked off as caregiver unavailable. If a caregiver has agreed to an assignment, but is unable to keep their commitment, they must provide at least 24 hour notice to EHC management by phone call – NO TEXT. If the caregiver has a reasonable emergency (an event a common person would say is unpreventable in detaining you and warrants immediate attention or the caregiver would suffer a major hardship), the caregiver must notify a member of EHC immediately and they must reach that member of management directly. You may not leave a message if you are within 24 hours of the start of the shift. If you text the notification to the manager, you must get an acknowledgement response or you must continue to attempt contact until you receive acknowledgement. Cancellation with less than 24 hour notice for issues that are not reasonably an emergency or a pattern of cancellations for assignment commitments, you will be subject to disciplinary action. Only clients or their designated family representative are permitted to request schedule changes on the client’s behalf and must do so directly to the EHC office. Failure to notify the office and not show up for a scheduled shift will result in employment termination. EHC reserves the right to request proof of any emergency which prevents a caregiver from notifying the office less than 24 hours before the shift. Additionally, if there is a pattern of late attendance or you are late to a brand new client’s first shift this may also result in employment termination.
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Professionalism
The importance of professional conduct when on the job cannot be emphasized enough. Professionalism helps build trust, establishes a good reputation for being an expert at what we do, and protects us from complicated situations that can end badly. Professional conduct is a broad term that is open to many interpretations. The following guidelines describe appropriate conduct when working with a client.
• Remember that many of the clients we service grew up during the World War II era or a little later. Think about the values of that generation and what they might find offensive. What might be socially acceptable with your friends may not be looked upon so favorably from someone of an older generation.
• Appearance is actually a big part of your professionalism. You need to look the part of a trusted caregiver. Your uniform needs to be clean and neat, and you should be dressed conservatively. You should not appear as if you just rolled out of bed. If you have any tattoos which may be considered offensive, they need to be covered. You should always remove any jewelry/piercings for safety reasons.
• Good Hygiene. Your proper hygiene is an important sanitary measure for our clients. Hair should be clean and controlled so as not to impede your vision. Fingernails should be clipped so as not to scratch a client or impede your ability to efficiently do your job. Regular bathing and use of deodorant is important. Use of fragrances is prohibited due to client sensitivity or health concerns.
• Following proper procedures. Not only is it important to follow procedures for safety reasons, but also to ensure high quality service and to keep everyone from liability risks, but it shows you know your craft.
• Be respectful to the client and their families. Their residence is your place of work, and you never want to act so relaxed that you could be mistaken for a family member. Be sure to never become so comfortable that you lose your professionalism with a client or their family/friends. Never leave any items of yours at a client’s home, not even your box of latex gloves (which you may need for other assignments that may come up). Never borrow any items that belong to a client. You are there to do a job for the client to help them with tasks they can no longer do for themselves.
• Be focused on the clients at all times. We want clients to talk about themselves, to reminisce about the good old days, and be able to discuss their worries with you. You should never share your personal issues, financial or family matters with a client or their family. Often we are tempted to come up with our “me too” stories to show the client we can relate, but often times this isn’t what they really need to hear. Focus on the positive things in their life. Never offer advice as to what the client should do, but instead be empathetic and a good listener. Also this isn’t the time to do homework, social media, or any other personal tasks. The client is paying for you to be helping them so you always need to find something to do which is a benefit to the client. Please discuss with your supervisor if there isn’t enough work to keep you busy the whole shift.
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Take special care to focus on clients who are fall risks. They should never be left unattended, nor should they be moving around unless you are at their side. A fall can be devastating for an elderly person and take months to heal from.
• Phones/Smartphones & Tablets should only be used for clocking in/out, entering shift notes and communication with the office/case manager. Unless there is a specific need for the client like looking up an address or movie times for them, you should not be using these devices during your shift. We understand you may have the occasional emergency or urgent message, but anything else should be handled after your shift and when you are no longer with the client nor in their home. Excessive text messaging, playing games, blogging, social media, phone calls, etc. is grounds for termination. If there is not enough tasks for you to do during a shift, please discuss with your supervisor.
• Never discuss internal matters. It very unsettling to clients and their families to hear about any issues going on behind the scenes about work. It may undermine their faith in EHC, case managers, other caregivers or even in you. It is extremely unprofessional and will result in disciplinary action.
• Never gossip. Don’t engage in client or family discussions about other people that are negative in any way. There are too many opportunities for your words to get back to that person or someone who cares about them and can make for very uncomfortable situation.
• Do not use profanity or any offensive language. Many people are offended by the use of profanity. It is prohibited in the EHC workplace or for employees to use in the presence of the client/the client’s family. Offensive language may also cross lines into harassment.
• Punctuality. Being on time for your shifts and other appointments is a trademark of professionalism. Those who are late create the appearance that they are unorganized and don’t care enough about the person they are seeing to be on time. If it is unavoidable for you to be late, always call the office so we can let the client know you’re on the way. Repeatedly being late, being extremely late and being late to a brand new client can result in disciplinary measures or discharge from EHC.
• Separation of work & personal life. You need to be able to leave your job at the door when you clock out for a shift. Never offer your personal contact information to a client and/or their family, including social media “friendships.” The family/client should always contact the case manager (or another member of management) when they have questions or requests. This communication is critical for the case manager to ensure the care plan is meeting client needs and to ensure information is consistently shared with all appropriate caregivers.
• Being truthful. Nothing can damage the trust someone has in you more than being caught in a lie. EHC employees always want to be open and transparent with any answers we provide to our clients, their families and EHC management. If the family or client asks you something you are not comfortable in answering, please direct them to speak with the case manager.
• Being sensitive and understanding. If a client wants to discuss a terminal condition, let them discuss it with you, but be realistic in your responses with them. Things may
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not get better. When a client is discussing their personal worries, remember that their concerns and feelings are always valid. Don’t treat their issues as insignificant or something they should not be worrying about. Some clients may want to avoid painful topics altogether. Be sensitive to how they are feeling in your responses.
• Show initiative. If you can see something needs to be taken care of, ask permission from the client and handle it. If it’s something beyond your skill level or not safe for you to do, contact the case manager so other arrangements can be made to take care of it. If a client seems depressed or a little down, find something to do that gets them “back in the game” and perks up their day. Is there something EHC could be doing differently for this client that would improve things – let your supervisor know! Taking initiative really sets you apart and shows you care.
• Their Care Their Way. You should always treat your client and their family with dignity and respect. Never embarrass them on any matter. Our clients have led amazing lives and deserve our respect, understanding and patience. Let clients have a voice in how you are doing things and let them have a decision in the care you are providing for them. If they request something you see as unsafe, of course exercise good judgment and consult with your case manager.
• Finish what you start & do a good job! Make sure you budget your time wisely so you can complete the critical tasks in the time you have during your shift. If you have laundry to do make sure you start it right away so you have time to put it in the dryer and get it folded before you leave. Wet, moldy clothes is not healthy and will make the client feel you did a poor job. You want people to feel good about the work you have done.
Code of Conduct
One of the measures that defines a company’s reputation is their integrity in how they conduct business. EHC wants to prevent situations that may make our clients or their families feel uncomfortable or compelled to do something they wouldn’t do otherwise. This will prevent complications which lead to undesirable or illegal outcomes. Below are mandatory conduct policies:
• All employees are forbidden from using their position in EHC or with any of the clients/their family or friends for private gain, to advance personal interests or to obtain favors or benefits for themselves, members of the caregiver’s family or any other individuals, businesses or other organizations. Any affiliations, activities or outside interests that might be perceived as a conflict of interest with an employee’s responsibilities must be notified to the EHC office in writing. Examples of conflict of interest include making recommendations to the office to use a vendor where your family member works, being involved in any decisions where you stand to financially gain from the outcome of the decision, taking an assignment with someone you know where you might be tempted to show favoritism and treat them differently than you would another client, etc.
• Employees are prohibited from accepting or giving gifts (items, money or tips) without written authorization from the office. There are many situations where a well-intention gift is forgotten and the caregiver ends up being accused of stealing. There also may be other situations where it is no big deal for the client, but a family member
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may have special attachment to something you might be given. Additionally, where there is gifting, an accusation could also be made that you are having undue influence over the client. An accusation of Elder Abuse would ruin your career and is never worth the gift itself. You must report any attempts from anyone to give you a gift or tip. Food items, like cookies or garden vegetables, are the only exception and are acceptable as long as the food does not conflict with any known food allergies or dietary restrictions.
• You may never purchase items from a client or sell any items to a client or to their family/friends. These outside sales like Girl Scout Cookies, Pampered Chef or Mary Kay items, etc. or something of your own invention can create a conflict of interest in your purpose there. Again, creating an undue influence with the client is something we want to avoid at all costs and you make just make them uncomfortable by asking. This is strictly forbidden and will result in disciplinary action.
• You may not ask the client or their family/friends for charitable donations. This includes asking the client to give you any money/items for formal organizations like Red Cross, informal causes like a neighborhood kid who needs surgery or for your own personal needs. This also causes situations with undue influence and can make the client very uncomfortable.
• You may not distribute any non-EHC related items of any nature while engaged in EHC business. This includes, but is not limited to (materials, goods, fliers, newsletters, literature, etc.)
• Never use client’s belongings for your own personal use. This includes their computer, internet access, office supplies, vehicles, etc.
• You are not permitted to provide medical or legal advice to clients or their family members. We are non-medical company and caregivers are not allowed to perform any activities which might be construed as medical that is above your level of training. Employees should not suggest any medications, herbal supplements or minerals that are not outlined by the client’s doctor for any reason due to possible medication reactions or conditions which may react adversely.
• You are not authorized to sign anything on behalf of or represent the client in any way. Signing for packages and things where you are acknowledging that you are personally receiving something for the client is acceptable. If you have any specific questions, please consult your supervisor first.
• Never sign any legal documents. You are not an authorized legal representative of EHC in making any agreements or statements on behalf of the company. Also providing any legal witness or testimony is not permitted as such situations should be authorized by executive management after careful examination of all the consequences, unless directed by a member of law enforcement.
• If the client or their family has a complaint, please notify the office or your case manager. We want to ensure we take measures to remedy the issue if possible and ensure others do not create the same issue later.
• Employees must show respect for cultural, ethnic and personal differences. We never want to insult or make someone feel uncomfortable about their own lifestyle or beliefs. This may be religious, cultural, political, etc. If you have issues working with a
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client, you have the option to request reassignment for any reason from a client you have been assigned to.
• Eating with clients. You should plan to bring a meal with you any time you have a longer shift that is over a meal period. You are welcome and encouraged to eat your meals which you bring from home with the client if they ask you to. Sometimes eating alone in front of someone else can make that person uncomfortable and the client would enjoy your company. You should never make the client feel obligated to feed you nor should you eat (or ask to eat) their food without their permission. This includes while you are in their home or in a restaurant. If a client voluntarily offers (without you making them feel like they need to) for you to eat their food, you are welcome to accept or decline. If you are in a restaurant, you are expected to pay for your own meal unless they have voluntarily offered. You should not let them feed you all the time – EHC doesn’t want it to be an expectation that they compelled to feed you.
• Employees cannot make purchases for the client or EHC without expressed authorization in the care plan or by EHC management.
• No Visitors. You are not permitted to have your personal friends, family, boyfriend/girlfriend, children, nor pets to a client’s home/location whether you are on company time or off shift. This includes even having them stop by to drop something off to you or contact you via the client’s home or mobile phone. The minute you provide a client’s address or phone # to anyone, you have violated HIPAA and will be terminated. If an emergency message needs to be relayed to you for any reason, have it communicated to the office and we will contact you.
• Employees are not allowed to sleep during any shift unless is designated as a Sleeping Attendant shift. Employees are also not permitted to study/prepare for school assignments, reading, etc. during a shift. If you cannot find things to do on a client’s behalf for the entire shift, please consult your supervisor or the case manager.
• Smoking during a shift inside or outside the client’s home, vehicle or other location or while engaged in any EHC business is prohibited. This includes all forms of tobacco or vapor/electronic cigarettes.
• Consumption of any alcoholic or non-prescribed medications, or illegal drugs are not allowed during shifts or on-call timeframes – even if the client offers it to you.
• Employees must leave the client’s residence after shift has ended.
• Any client keys or garage door codes must be given directly by the client/their family representative to EHC management or a case manager. Caregivers can only be issued a key from the office so a back-up key is on file for emergencies/other caregivers and to properly document access to the client’s residence. All keys must be returned to the office once a caregiver is no longer assigned to that client.
• Any changes in schedule required by the client must be communicated directly from the client/their family representative to the office. “Trading” of shifts directly between caregivers is strictly forbidden. It is critical that the EHC office handle any assignment of caregivers to a client as there may be special requirements or restrictions not all caregivers are qualified for. You will not be compensated for any shifts not assigned by the office.
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• Payroll and performance review information should never be shared with anyone besides your supervisor or another member of management.
• Proprietary Information. Our procedures, techniques, written materials and programs are the intellectual property rights of EHC. Sharing any of this information with someone not employed by EHC is a violation which is punishable by employment termination and possible prosecution by the company for financial damages.
• Social Media. You may not discuss any inner workings of the company or speak negatively about EHC, EHC management, case managers or other employees in any social media venue (Facebook, Twitter, etc.), or web reviews. Positive comments about the company (only) are encouraged. Posting about EHC clients or family members is a violation of HIPPA including any posting of pictures with you and a client/family member by you or anyone else (even without names or locations).
• Employees shall comply with all safety regulations and procedures. Consult your Onboarding Orientation materials and OSHA Safety practices handout for details.
• You cannot accept any gifts, tips or other items from organizations or individuals who are seeking to do business with our clients or EHC directly. Caregivers may not influence a client to choose to do business with any company, organization or individual outside EHC. Any such gift is deemed inappropriate and may cause suspicions of loyalties. Caregivers are required to report anyone who attempts to gift or tip.
• You are prohibited from working independently for any current or former EHC clients/client family members. Should a client attempt to hire you to perform independent work in direct competition with EHC or in any other capacity, you will be terminated for cause. If a client wishes to buy out of their service agreement to directly engage you, they need to contact EHC executive management. In this case, you may still be eligible to continue employment with EHC.
• No contact with former clients. If you are no longer assigned to a specific client or have been separated from EHC altogether, you may have no further contact with the client or their family.
• Costs for you to communicate with EHC management, the office or to view or update shift assignments or to receive systematic notifications and PRN requests are not covered by EHC. This includes, but is not limited to, (SMS) text messages and voice and data usage charges by your network provider. If you require to be contacted via a specific means, please notify your supervisor.
• If you have a change in your ability to drive legally, you must notify the office immediately by phone/text and in writing. In such case, you are no longer authorized for incidental transportation. This includes expiration of driver’s license, expiration/cancellation of personal automobile insurance, operability/availability of your vehicle, your vehicle registration is no longer valid, court order which restricts or revokes your license or receiving 3 or more moving violations, suspensions, or DUI / reckless driving, etc. You must have proof to drive legally on file with the office, so you must provide copies or make available documents as they are updated or re-instated as soon as possible. Failure to notify the office may result in termination.
• Free of criminal activities. Any employee who commits a criminal offense against EHC, its clients, family members, other co-workers or while on duty for EHC will be
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immediately terminated for cause and the proper authorities notified. Any crime for which an employee is arrested outside of work or a warrant is issued for an employee is also cause for suspension and review of employment status. Employees are compelled to notify management if this should occur.
• Insubordination – directly disobeying a directive of EHC management or treating a member of EHC management with disrespect or contempt is prohibited.
• Violation of safety rules or taking actions that are unsafe or put your client, family or belongings at risk is not permitted.
• Unauthorized or illegal possession or use of controlled substances is strictly prohibited while working for EHC.
• Employees must refrain from unprofessional conduct.
• You are not permitted to bring firearms, explosives or other weapons onto EHC or client property, into their vehicle, nor to possess a fire arm while on duty or while engaged in work activities.
• Inappropriate physical contact, harassment, discrimination or retaliation are not tolerated by EHC.
• All employees should refrain from showing disrespect or being offensive to co-workers, clients, their family/friends, visitors or any member of the public.
• Performing non-EHC/client care plan tasks or other work while on EHC time is prohibited. Employees are also not allowed to use client belongings or EHC equipment/items for anything other than according to the client’s care plan needs or at the direction of EHC management.
Documentation of Shift Notes
Shift notes are also very important to the care and case management for our client’s well-being, communication with family, to demonstrate the value we provide and to ensure consistency with all caregivers. You should enter all your shift notes directly into the scheduling software (ClearCare) when you are clocking out of your shift. You also have the ability update your shift notes throughout your shift. You can enter notes through your smart phone’s browser access or using the client’s phone to voice record your shift notes. Your notes are directly posted to the family web portal from the system, so always be professional and sensitive in what you report! Please see the handout from Onboarding Orientation on how to use the system and ask your supervisor if you have any questions. Shift notes must contain the following information in the general comments/change in client condition areas:
• any narratives on activities for the day (i.e. Mrs. Smith and I did a puzzle about kittens and she really enjoyed it). Please include activities like bathing so we can see if there is a problem with a client going too long without bathing; what specifically they ate, how well they ate and how much fluid they are drinking to see if there is a concern with their nutritional intake. This really helps the family connect with the service we’re providing when we can provide them details about what the client enjoyed in the shift and to identify any concerns with their well-being.
• medical professional updates which includes any notes taken during a doctor’s visit, physical therapy review, visiting nurse or other appointment with medical
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professionals about the client’s conditions, changes in care directions, upcoming appointments, etc.
• any health related notes and times of medications taken (i.e. Mrs. Smith was not herself today and did not eat any of her lunch, she hasn’t had a bowel movement today). If you have any concerns about the client, you should mention that here as well. For example if the client is beginning to show signs of dementia.
• address any specific requests from the customer or client (i.e. if client asked that you turn off lights before you left, be sure to call out that you did as they asked.)
• any communication/appointment updates other caregivers or a backup for you might need to know about an upcoming shift (i.e. Mrs. Smith’s son called and he is coming to visit on Tuesday at 3 or Mrs. Smith’s doctor told us today that Mrs. Smith needs to increase her Metformin to 2 pills a day.)
• any locations you had to drive to for any mileage you reported, so if we are audited we can show the mileage reported is accurate.
• any purchase you had to make, how it was funded (by client, EHC supervisor or by you out of your personal funds) and be sure to get the receipt into the office ASAP! A text message with a picture of the receipt works well to the on-call phone directly.
• any accidents to you or the client, or other major incidents that occurred during the shift (like a client fall or a vase that was accidentally broken – regardless of who may have done it). You will also be required to notify the office immediately and complete a written incident report within 24 hours of the incident and submitted to the office as soon as possible.
• if the client required or asked for you to perform any tasks that are not within the care plan, this should be noted so the case manager can determine if a change in the care plan is required or if the client requires a different level of service.
• dementia caregivers will have additional requirements for their shift notes which will be covered in their specific training.
Please note that any urgent or important information needs to be called into the office directly. If you are unable to enter shift notes in the system through the online portal or through the telephony system, you are required to call into the office to report your start/end times as soon as you arrive/depart. We may require the client to verify your presence. You are also required to send your shift notes within 3 hours of the shift using your phone to text message to the case manager’s mobile phone or in an email to the case manager. Whenever you must send client updates or shift notes outside the scheduling system (ClearCare), you must strip out any personal identifying information per HIPAA regulations. If you fail to submit shift notes or your shift notes are inadequate you will be contacted for additional information, and you may be removed from further assignments until they are submitted. If you continually fail to submit shift notes or inadequate shift notes, you will be subject to dismissal.
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Employee Issued Equipment/Uniforms EHC provides uniforms to caregiver employees at no cost to the employee. Proper care of these uniforms is required. Caregivers are required to wear the uniform whenever they will be engaged in client assignment. The use of scrubs or other medical uniform apparel is prohibited. The caregiver may wear jeans, Dockers-style pants, stretchy/yoga pants, and shorts. All pants must be modest, properly fit, not be ragged or have any holes and must be worn at or above the waistline. Also per workers’ compensation and OSHA guidelines, shoes must be closed and have a sole with good traction and support. Sandals, sock feet or bare feet are not acceptable. The caregiver must also wear their EHC identification badge when arriving for an assigned shift or when in the public and engaged in EHC business. The badge may be taken off when working with a client in close proximity so as to not scratch the client. Additional equipment and training materials may be issued to the employee to ensure safety, complete assigned duties, create company identification of the employee or to refer to for proper procedures and techniques. EHC employees are mandated to wear the gloves issued to them when performing cleaning or personal care tasks which may expose them to bodily fluids. When you leave an assignment, all your personal and EHC equipment must leave with you (including your box of gloves). All issued equipment, uniforms, training materials, EHC identification items, and proprietary items must be returned upon separation from EHC in good condition or the employee will be charged for their replacement value within the guidelines of applicable Department of Labor laws.
Confidentiality of Client Matters & HIPAA Regulations
During Onboarding Orientation you were required to sign a HIPAA, Non Disclosure and Non Compete agreement. Please refer to this document for all definitions of what information you must not share with others. Not only does this protect a client’s medical and personal information, their personal affairs and relationships, but also information about our company. Information shared with a competitor would be create a financial injury for us in loss of customers or competitive advantage. Also be very careful who you share HIPAA data with, we must have an authorization from a client for that person even if they are family or medical personnel. If you have a question about a person requesting client information, please redirect them to speak with the case manager or our office. You also are only allowed to share HIPAA related information about an EHC client with authorized case managers or other caregivers assigned to that client. Make sure you do not divulge any confidential information in a public setting or where others may overhear your conversation. Any written or otherwise recorded client information cannot be removed from the client’s premise. If you must take notes with you, the document must not contain any personally identifiable information. Also, if you must submit information or shift notes to the office in email or text message, you must remove any personally identifiable information about the client or their family members. Client information and the client’s care plan will be available in paper copy at the residence and online in the scheduling software (ClearCare). You are
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required by law to safeguard access to your passwords and access to the software on your devices. Any violation of HIPAA regulations is punishable by law of $50,000 per incident by the Department of Health & Human Services. Violation of your signed agreement is also grounds for termination for misconduct.
Attendance and Illnesses
Our clients and their family members are counting on us to be there and on time for scheduled shifts. Some clients can’t even be left alone for a minute due to issues like fall risks or dementia behaviors. If you have accepted an assigned shift, it is your responsibility to promptly arrive for that shift and be there for the full scheduled time. If you find you cannot keep your commitment, you must notify the office as soon as possible, but no later than 24 hours prior to the shift so we can arrange for someone to take that shift. We understand emergencies happen, so in that case please call as quickly as you can. We may require you provide proof of a qualified emergency. If an emergency arises after you are already on shift and you are with a client who is designated as one that cannot be left alone, you may not leave until someone is there to relieve you. We will send someone as soon as you notify us of the emergency. Because we work with clients who may have weakened immune systems, it is important that when you are sick, you call in to request another caregiver take your shift. Illnesses that may even be minor to you may be fatal for someone with a weak immune system like elders, cancer and hospice patients. If you are absent for three or more days due to an illness or injury, you are required to provide medical release from your doctor’s office to be allowed to return to work. Any failure to provide a medical release will be treated as job abandonment. If you do not respond to communication from the office within 3 days or do not show up for an assigned shift without notifying EHC management, it will be assumed that you have voluntarily abandoned your position with EHC. We will send a letter recognizing your resignation. Client assignments may be in their residence, the residence of a family member, an assisted living facility, hospital, in the client’s workplace or anywhere the client needs our services. We serve western Johnson County, Kansas; southern Jackson County, Missouri and northern Cass County Missouri. We provide service 24 hours a day, 7 days a week, 365 days a year. Combined with the At-Will employment which means we cannot guarantee consistent work, this all means your work schedule could vary greatly. You are only required to work the client assignments you accept. You are not penalized for turning down assignments for the following specific reasons: the client is too far for you, has personal habits you have concerns with (i.e. smoking), medical issues you are concerned to work with, strong personal beliefs that you find offensive, outside of your defined and communicated availabile times, etc. You are responsible for reviewing your shift calendar and making sure you can support your commitments. If there is a mistake made by the
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scheduler for any reason concerning an assigned shift or times you’ve requested be mark unavailable, it is your responsibility to notify the office immediately of any errors. Your calendar is accessible via the scheduling software on your smartphone, desktop or tablet browser. See Onboarding Orientation for instructions on how to view your calendar.
Required Contact with EHC Management
It is important to communicate your availability with the office to effectively maintain our client’s schedules and minimize service failures. If you wish to work PRN, every Monday you are required to reach out to the office to communicate your availability for the next two weeks. As potential shift assignments can be communicated to you with quick turnaround times required for commitment, you should be responsive to communication via text, phone calls and emails (or a designated communication method (i.e - having filed in writing to the office). Failure to respond in a timely fashion will result in you being passed over for assignments. Complete failure to respond, could count towards job abandonment. Remember you are required to make contact by phone with an EHC manager immediately when you cannot keep an assignment commitment within 24 hours of shift start. If you do not receive acknowledgement from the manager, you must attempt to make contact until you do receive acknowledgment. Please provide notification as early as possible when you have a committed assignment you can no longer support. You are required to notify an EHC manager as soon as possible if there is any change in your ability to perform any caregiver tasks or any changes/incidents which might cause you to be unbondable or uninsurable. Also if there are any changes to your general availability, you should notify the office. If you have any updates for your employment files, such as a change of address, telephone #, email address, emergency contacts, marital status, or new proof documents like a Driver’s License, Insurance Card, Employment Visa, etc. please get the information to your supervisor or the office as soon as possible. If you are working any other part time jobs, we need to be aware particularly from an availability schedule impact perspective. You are required to notify us if you are working for another care agency or for yourself as an independent caregiver, which might be considered in direct competition with EHC. In this event, your manager will speak with you about the details of the non-disclosure policy and you may be prohibited from working in specialized programs or with EHC proprietary information. If there is an emergency while you are on shift, you are required to notify the office or on-call manager as soon as the client and yourself are no longer in danger or emergency personnel have taken charge of the client. You will be required to complete a written incident report detailing the event. Please consult the Caregiver Emergency Action Plan for specific emergency procedures. Also, if you have a medical issue outside of work, you are required to contact us or have a family member contact us as soon as possible so we can arrange coverage for your shifts and
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to have you taken off the availability roster until you return to a state where you are released to perform all duties expected of a caregiver. Anytime an incident report is requested of you, you must complete the report within 24 hours of the incident. You must arrange for a manager to meet you or to get the document to EHC management in a fashion compliant with HIPAA regulations as soon as possible.
On the Job Training
You are important to us. The care you provide our clients is vital to our success. We invest in you to help grow your skills and to make you a better caregiver, often in skillsets which can be carried over in other aspects of your life and future careers. For this reason, we want you to take your training seriously and we compensate you for your time spent doing this training and EHC covers the costs of the training program and materials. Your supervisor is responsible for initiating all training for which you will be compensated. This may include any safety training, participation in online training, CPR, procedures or policies training, or other continuing education for improved job performance. The costs for any training you undertake of your own initiative will not be covered by EHC nor will your time be compensated. Any training which is required by EHC will be paid for by EHC with the exception of a CNA (or equivalent degree) or any other pre-requirement for employment. You are expected to complete all the training information presented in its entirety (whether this is a video, a book, a lecture or a hands-on demonstration). You may be tested on these materials to measure the effectiveness of the training and/or your aptitude for the material. Any failure to complete all training materials and associated tests for which you are compensated will be construed as falsification of records, and you will be subject to employment termination. Also, if you are unable to satisfactorily pass the relevant tests, you may be restricted from performing certain duties or services, which may limit what assignments you are eligible for.
Information Systems Access Policy
EHC is required to protect all client, employee and company data and information systems from unauthorized access. Accordingly, only authorized users are permitted to access these systems with unique and traceable IDs and passwords. All employees are restricted to only accessing information required to perform their specific responsibilities and only in accounts to which they are assigned regardless of the system, paper or electronic, that the information is stored in. As a caregiver, it is strictly prohibited for you to review files for clients which you do not support, other employee information or company operations, financials or other proprietary records. You are also required to keep your user ID and password secret from all others. You should never store your ID/password in your browser as this will automatically grant access to anyone who can get to your browser. You can change your password in the scheduling system (ClearCare). If you should become locked out because you’ve forgotten your password, a member of management can update your password to a new temporary password. You should immediately change your password so your account is again secure. You should never share your ID/password with any other member of EHC.
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You must also secure any visibility to files in the system by immediately logging out of the system once you have completed the activities you needed to accomplish in the system. Not safeguarding your access to the system or misuse of EHC data is not only a misconduct punishable by employment termination, you are also subject to any violation of HIPAA regulations, non-compete and non-disclosure agreements and EHC may look to seek financial retribution in a court of law depending on the results of the violation.
Caregiver/Client Boundaries
In caring for clients and in getting to know their families/friends, it is common for strong emotional bonds to develop. However, when the limits of the caregiver-client/family relationship are not clear or where normal professional boundaries are not respected, problems are likely to arise. Common reasons for boundary problems include:
• Becoming too casual/familiar with the client/family
• Involving yourself in family or client personal issues that do not pertain to the care of the client. When the caregiver steps beyond providing empathetic listening to offering advice and becoming engaged in family disputes (although if you witness Elder Abuse, you are obligated to report it to management) you have crossed the line. You should immediately report all well-being concerns to the case manager or a member of EHC management, but do not engage in these types of family/personal issues.
• Personality styles
• Psychiatric disorders in which normal boundaries are not recognized or respected
• Caregiver stress/burnout
• Cultural misunderstandings Some warning signs and examples of potential boundary blurring include:
• Gift giving from/to client/family
• Clients or their family having or asking for the caregiver’s home/mobile phone or other personal information
• Caregivers directly contacting the client or their family outside shift hours
• Client/Family expectations for the caregiver to provide care or socialization outside of shift hours
• A caregiver who provides excessive personal information with the client/family.
• Connecting on social media by “liking” or “friending” clients/family members. We want you to have compassionate care for your client. It is natural to develop bonds with those you care for and whose lives you are a part of. However, when you cross the line into breaking any of the EHC policies or doing things for the client that are beyond the care plan. You must remain professional. Here are some questions you should ask yourself if you suspect you may be crossing boundaries:
• Am I treating this client or family member differently than I do other clients?
• Would I be comfortable if this gift/action was known to the public or to my management?
• What emotions of my own does this client/family member trigger and are the emotions impacting my decision-making?
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• Are my actions truly helpful for the patient, or am I acting in a manner to meet my personal needs?
• Could this boundary issue represent a sign that I am experiencing professional burnout or could my relationship to the client/family or my actions be perceived as undue influence on the client?
Any employee not sure of the appropriate response in their situation to these questions should discuss the situation with their immediate supervisor or another member of EHC management. If an employee does not take steps to regain their professional presence and actions in regards to the client and their family members, EHC management may choose to reassign the caregiver to a different client. If the boundary issues violate company policies, the employee will be subject to disciplinary action. In regards to the client and their family, caregivers and EHC management should:
• Set clear expectations as to the caregiver’s role in the context of the client’s care plan
• Communication, schedule changes, requests and other information should be discussed with the client’s Case Manager or another member of EHC management – not through the caregiver.
• Consult supervisors as a sounding board when they are uncertain about the client or family behaviors/requests. Discuss with your supervisor any frustrations or personality challenges before they become a problem with the client/family member you are becoming unhappy with.
• Address issues as they arise with the client/family, acknowledge the importance of feelings, emphasize the caregiver-client relationship and the importance of maintaining objectivity, explain that rejection of a request not in alignment with the care plan does not imply a lack of caring.
• Seek professional counseling when boundary issues impact your ability to provide objective, compassionate care before it’s too late. If you issues are specific to an individual or setting, request to be reassigned to a different client.
Any employee who is found to be manipulating, coercing, antagonizing, threatening, abusing or taking advantage of clients or their families for person gain are subject to disciplinary action up to and including immediate termination of employment and will be reported to the appropriate authorities in the case of elder abuse. If a caregiver is witness to a case manager, another caregiver or any other person taking any of these abusive actions they are mandated to report it. You may skip chain of command and report any abusive action by a member of EHC management directly to an executive manager of EHC or to one of the owners.
Reporting of Elder Abuse/Neglect/Exploitation
In the interest of protecting our clients and in compliance with the state and national laws, all employees are mandated to report all witness accounts or suspicions of abuse, neglect or coercion of an elderly person in their care. EHC policy is that you report this matter to any member of EHC management. EHC management is in turn responsible for reporting the transgressions to the appropriate governing state agency. EHC management is required to inform you when and if the incident was reported to the authorities. However, if you do not
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feel the matter is being handled appropriately you have direct access and authorization to report the matter directly to the appropriate governing state agency yourself without fear of retaliation by any EHC manager. Something you need to consider is that reporting someone who has not really committed elder abuse can ruin their careers and lives. Take this matter very seriously and be sure about the abuse. If you need to, consult with your supervisor before reporting the matter. However, your utmost responsibility is to protect the elderly person if abuse is being committed against them. Regardless of who reports the matter to the authorities, you are required to notify EHC management and complete an incident report within 24 hours of the abuse. High level, abuse is defined as physical, sexual or emotional injury or harm including financial exploitation by any person, firm or corporation or for neglect (failure to provide services to an eligible adult by anyone with a legal or contractual duty to do so when such failure presents either an imminent danger to the health, safety, or welfare of the client). Because laws can change, please see the appropriate website below for definitions of elder abuse of any kind. Kansas – www.kdads.ks.gov/commissions/scc/abuse-neglect-or-exploitation Missouri – www.health.mo.gov/safety/abuse The numbers to report Elder abuse are: Kansas – 800.842.0078 or local law enforcement outside business hours Missouri – 800.392.0210 or for the Hearing Impaired (TDD) 800.735.2466
Incident Reports
When something unusual happens, warrants further investigation or needs to be detailed for future reference, the employee will be required to complete a written Incident Report within 24 hours of the event and submitted to EHC management as quickly as possible. Some incidents are obvious that they need to be documented: an accident involving anyone, equipment or appliances that are out of order, erratic behavior by the client, their family/friends/visitors or an EHC employee, change in health condition of the client, a client has requested the removal of a caregiver or made a specific complaint about a caregiver, the caregiver requests to be removed from a client, etc. At the discretion of EHC management a written incident report may be required for any situation the manager feels requires more detail or to be reported separately than shift notes. Incident Report forms can be obtained from the office or submitted via the online employee section of the website, your supervisor and have been included in your Onboarding Orientation materials. Minimally, the incident report must include:
• Who is reporting the incident and how to contact them
• Who was involved in the incident and how to contact them
• Any witnesses, their statements exactly as told to the reporter and how to contact them
• Date and time of the incident
• Date of the report
• Where the incident occurred
• What happened
• Where there any factors that caused the event
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• What steps were taken during and after the event
• Any injuries and how they were treated (Emergency personnel treated, hospital, first aid, etc.)
• Were those involved following proper procedures and/or wearing appropriate safety equipment (latex gloves, proper footwear, etc.)
• And the reporter must sign the report The goal of the report is to have enough information to be able to provide medical professionals information they require to provide appropriate care for those involved, to identify if policies and procedures are sufficient, to prevent future such accidents and to provide testimony of what occurred for any legal ramifications. To this end for any incident reported an investigation will be conducted, findings reported in writing and measures taken to prevent any further incidents of this nature. Failure to complete written incident reports and/or to notify EHC management in a complete and timely manner of the incident is grounds for suspension and possibly employment termination. EHC reserves the right to request changes to the incident report if the information is insufficient, inaccurate or is lacking important information.
Department of Labor / State & Federal Employment Notifications
Posters which summarize key federal and state labor laws and important employee rights’ information are posted on a bulletin board within our office and are available to you. Please notify your supervisor if you would like to review the posters and they will direct you to them.
Contact with the Media
All media inquiries regarding EHC, its policies, procedures, or incidents involving any employee or client of EHC must be referred to an EHC executive officer. Only executive offers are authorized to make public statements on behalf of EHC. No one else is authorized to make statements on EHC’s behalf or with the appearance of being a representative of the company.
Separation from EHC
Any determination to discharge an employee is the sole discretion of executive management and will be made based upon an assessments of all relevant factors. Nothing in this policy is designed to modify our employment-at-will policy and an employee can be dismissed for any reason deemed appropriate by EHC and at any time. Likewise this means an employee can also resign from EHC for any reason at any time. Employees who elect to resign and provide two weeks’ notification and return all assigned equipment will have this factored in addition to their conduct and attendance into a future decision to rehire them if they ever seek to be re-employed with EHC. If an employee is terminated for cause, resigns without 2 weeks’ notice, fails to return
equipment upon separation with EHC, or fails to comply with the terms of the Employee
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Handbook, EHC reserves the right to reduce any pending payroll rates to minimum wage.
Additionally, the employee will vacate any unused PTO.
Upon separation from EHC, you may not have any further contact with any EHC clients (former or current), or their family/friends. Post EHC employment references or employment verification. Former employees who use EHC as an employment reference with another company must direct any reference checks to an executive manager or to the HR department at the main office number. Former EHC employees may not solicit EHC clients current or past to provide personal references or recommendations. As noted previously, all equipment, documentation and other materials that are the property of EHC must be returned in good condition. If they are lost or damaged, a fair amount will be deducted from the employee’s last paycheck. If the items are not returned at all, a fair amount to replace all items will be deducted from the last paycheck. Should the former employee return the item(s) within a reasonable time and in good condition, the deduction will be refunded. If a last paycheck is not outstanding at the time of separation, EHC may seek recourse through a collection agency. You should notify EHC if your address changes during the calendar year following your employment separation so you can receive any W-2 or other tax related information at the proper address.
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Safety in the Workplace
Each Employee’s Responsibility
Safety can only be achieved by the employee when following proper procedures, adhering to all policies and making smart decisions. Each employee must practice safety awareness by thinking defensively about what might happen, anticipating any unsafe situations and reporting any unsafe conditions immediately. In addition to many policies you’ve already reviewed which also are required for safety reasons, please review the following protocols:
• Please review all the OSHA/safety training handouts that were provided to you in the Onboarding Orientation.
• Only use, adjust and repair machines and equipment if you are trained and qualified to do so.
• Know proper lifting procedures. Get help when lifting or pushing heavy objects.
• Understand your job fully and follow instructions. If you are not sure of the safe procedure, don’t guess, just ask your supervisor.
• Know the locations, contents and use of first aid and fire-fighting equipment and identify two separate escape routes from any location in which you work. Be sure that escape paths remain free of clutter.
• Wear personal protective equipment (gloves) in accordance with the job you are performing.
• Immediately contact a member of management by phone or text whenever an accident has occurred and complete a written incident report within 24 hours of the accident.
Bloodborne Pathogens Exposure Control
To protect employees who may reasonably anticipate coming into contact with bodily fluids in the course of their work, our company has instituted a Bloodborne Pathogens Exposure Control Program. It was also reviewed with you in the Onboarding Orientation and is covered in the OSHA/Safety handouts.
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Briefly, our program identifies that caregivers and on-site supervisors may have an exposure risk from activities involving personal care tasks such as incontinence or toileting care and in house cleaning tasks such as laundry, cleaning bathrooms or doing dishes. All such employees are mandated to wear protective gloves in performing these duties. Nitrile gloves are provided to these employees by EHC at no cost to the employees. If an employee begins to run low on gloves, they just need to notify their supervisor or another member of EHC management and a new box will be provided at the earliest opportunity. After performing any task which may put the employee in contact with any bodily fluid or other contaminants, they should carefully remove the gloves in such a way not to get the material on themselves or any other surfaces and properly dispose of the gloves in a plastic bag that can be thrown away. The employee should wipe down any areas that have come in contact with the contaminants with a mixture of 1 part bleach to 3 parts water. The employee must immediately wash their hands in warm soapy water even if they had been wearing gloves at the time. If the employee comes into direct contact with contaminants and there is a concern for infection, they must notify EHC management immediately and complete a written incident report within 24 hours which outlines how they came in contact with the containment, what protective measures they were wearing/what procedures they were following, how well they complied to that procedure and what steps have been taken following the exposure. The EHC manager will provide further directions to have the client seen by a physician and to complete additional required exposure mandates. If a client has a known communicable disease, the employee will be made aware before they are asked to accept an assignment with the client. The employee’s medical records and any exposure treatment information are protected by HIPAA and the employee has a right to any of these files. A release form for EHC to provide these records to a designee of the employee is included in the Onboarding Orientation materials or can be obtained from EHC management. As required by Missouri, all new employees are required to establish baseline Tuberculosis negative test results as a one-time requirement. You are required to produce appropriate documentation to this effect within a week of Onboarding Orientation to become an employee. If you do not have a valid test result in the past 3 years, please make arrangements with the Onboarding Orientation instructor or your supervisor to have a test taken through our appointed drug testing facility. You were also provided a handout in Onboarding Orientation regarding Hepatitis B and Tuberculosis (TB) diseases. If you have any questions about these or other communicable diseases, please ask your supervisor. Our type of work is considered a low risk opportunity to contract deadly diseases, but there is a risk so please follow all proper procedures and universal precautions to protect yourself, our clients and others.
Workplace Violence
Violence by an employee or anyone else against an employee, client, supervisor or member of management will not be tolerated. If you receive or overhear any threatening communications from an employee or outside third party, report it to your supervisor or another member of
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EHC management at once. Do not engage in either physical or verbal confrontation with a potentially violent individual and call 911 immediately. All employees are forbidden from restraining or subduing any client for any reason. If there is a concern with a client, please discuss it with a supervisor an appropriate way to handle the situation. All reports of work-related threats will be kept confidential to the extent possible, investigated and documented. Employees are expected to notify EHC management by phone or text immediately, complete a written incident report within 24 hours of the incident and participate in an investigation of any suspected or actual cases of workplace violence. Employees will not be subjected to disciplinary consequences for the act of reporting the incident or in cooperating with the investigation itself. Violations of this policy, including your failure to report or fully cooperate in the company's investigation, may result in disciplinary action, up to and including discharge and being reported to the proper police authorities.
Workplace Searches
To protect the property and to ensure the safety of all employees, clients and the company, EHC reserves the right to conduct personal searches consistent with state law, and to inspect any packages, parcels, purses, handbags, brief cases, lunch boxes or any other possessions or articles carried to and from EHC property or client premises. In addition, EHC reserves the right to search any employee’s office, desk, files, locker, equipment or any other area or article on our premises. In this regard, it should be noted that all offices, desks, files, lockers, equipment, etc. are the property of the company, and are issued for the use of team members only during their employment. Inspection may be conducted at any time at the discretion of the company. EHC employees who refuse to cooperate in an inspection conducted according to this policy are not permitted to enter the premise of our client or EHC. Employees who are found to be in possession of stolen property, illegal substances or weapons (or refuse to cooperate in the search) will be subject to disciplinary action and being reported to the proper authorities.
Substance Abuse
Any use of illegal drugs, abuse of prescriptive drugs or improper use of alcohol (reporting for duty intoxicated or consuming alcohol during shift or on-call hours) is strictly prohibited at EHC. We have implemented a drug testing program in compliance with local, state and federal laws. Employees who are engaged in EHC business may only use prescriptive or over-the-counter medications in accordance with the directions of the medication and when the medication will not adversely affect their duties and the safety of all personnel, clients and others. If there is a question as to whether there would be adverse effects, the employee should consult their doctor.
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Any employee who is caught taking any medication from a client for their own use or with intent to distribute will be terminated. EHC reserves the right to perform random drug testing or mandate an employee drug test in the event there is suspicion of employee substance abuse. EHC also reserves the right to perform criminal background checks of employees randomly or with cause.
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EMPLOYEE COPY
Employee Compliance Agreement This is to acknowledge that I have received and fully read the Evergreen Home Companion LLC (EHC) Caregiver Employee Handbook. I understand that it contains information about the employment policies and practices of EHC. I agree to comply with all EHC policies and guidelines contained herein and with any new policies or updates to policies communicated to me by EHC management. I understand that EHC reserves the right to make decisions involving employment as needed in order to conduct its work in a manner that is beneficial to the employees, the company or its clients. I understand this employee handbook supersedes and replaces any and all prior employee handbooks for EHC caregivers. If there are any concerns with inconsistent verbal or written policy statements, it should be brought to the attention of EHC executive management and a new statement will be issued to correct the inconsistencies. I understand that EHC reserves the right to revise, delete and add to the provisions of this employee handbook at any time and without further notice. All such changes must be in writing and must be signed by an executive officer of EHC. I understand that no oral statements or representations can change the provisions of this employee handbook. I understand that violating any policies of EHC is grounds for dismissal. EHC is an at-will employer. This means regardless of any provision in this employee handbook, the company or I may terminate the employment relationship for ANY reason, with or without cause or notice. Nothing in this employee handbook, any other EHC documentation or verbal statements shall limit the right to terminate employment at-will. No officer, employee or official representative of EHC is authorized to enter into an agreement (expressed or implied) with me or any employee for a specified period of time. Only an owner may put into writing and sign an agreement for employment for a specified period of time. I understand that I am not guaranteed any consistent work in shifts offered to me nor hours worked. I understand there are other EHC documents that may contain additional information about EHC policies contained or not contained in this employee handbook or require my agreement in writing and that those documents are controlling. The Employee Contract is always controlling over the employee handbook. If I have any questions regarding the content or interpretation of this employee handbook or anything regarding my job procedures, I will ask my supervisor or another member of EHC management.
EMPLOYEE COPY: signed copy on file with office
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This Page Intentionally Blank
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EHC OFFICE COPY
Employee Compliance Agreement This is to acknowledge that I have received and fully read the Evergreen Home Companion LLC (EHC) Caregiver Employee Handbook. I understand that it contains information about the employment policies and practices of EHC. I agree to comply with all EHC policies and guidelines contained herein and with any new policies or updates to policies communicated to me by EHC management. I understand that EHC reserves the right to make decisions involving employment as needed in order to conduct its work in a manner that is beneficial to the employees, the company or its clients. I understand this employee handbook supersedes and replaces any and all prior employee handbooks for EHC caregivers. If there are any concerns with inconsistent verbal or written policy statements, it should be brought to the attention of EHC executive management and a new statement will be issued to correct the inconsistencies. I understand that EHC reserves the right to revise, delete and add to the provisions of this employee handbook at any time and without further notice. All such changes must be in writing and must be signed by an executive officer of EHC. I understand that no oral statements or representations can change the provisions of this employee handbook. I understand that violating any policies of EHC is grounds for dismissal. EHC is an at-will employer. This means regardless of any provision in this employee handbook, the company or I may terminate the employment relationship for ANY reason, with or without cause or notice. Nothing in this employee handbook, any other EHC documentation or verbal statements shall limit the right to terminate employment at-will. No officer, employee or official representative of EHC is authorized to enter into an agreement (expressed or implied) with me or any employee for a specified period of time. Only an owner may put into writing and sign an agreement for employment for a specified period of time. I understand that I am not guaranteed any consistent work in shifts offered to me nor hours worked. I understand there are other EHC documents that may contain additional information about EHC policies contained or not contained in this employee handbook or require my agreement in writing and that those documents are controlling. The Employee Contract is always controlling over the employee handbook. If I have any questions regarding the content or interpretation of this employee handbook or anything regarding my job procedures, I will ask my supervisor or another member of EHC management. PRINTED NAME: ____________________________ DATE: ___________________
EMPLOYEE SIGNATURE: _______________________________________________ You must sign and return this page to EHC management within a week of Onboarding Orientation.