Hospice of Montezuma Human Resources Policies and Procedures
TABLE OF CONTENTS page 1 of 3
Policy Title / Policy # /Alternate Work Arrangements / HR.A10
Anti-Harassment / HR.A20
Anti-Harassment – Sexual Harassment / HR.A21
Anti-Harassment – Complaint Procedure / HR.A25
Attendance and Punctuality / HR.A30
Children in the Workplace / HR.C05
Competency Assessment / HR.C10
Confidential Information / HR.C12
Consultation / HR.C15
CPR Certification / HR.C20
Criminal Background Checks / HR.C25
Disciplinary Action / HR.D10
Employee Status / HR.E05
Equal Opportunity Employer / HR.E10
E-mail, Cell Phones and Other Electronic Communication / HR.E15
Gratuities / HR.G10
Grievance Procedure / HR.G15
Health/Physical Requirements / HR.H10
Hiring New Staff / HR.H15
Holidays / HR.H20
Hospice Property / HR.H25
Immigration Law / HR.I10
Individuals With a Disability / HR.I15
Insurance - Group / HR.I18
Introductory Period / HR.I20
Job Descriptions / HR.J10
Jury Duty / HR.J15
Leave of Absence - Bereavement / HR.L10
Leave of Absence - Family & Medical / HR.L15
Leave of Absence – Personal / HR.L20
License Verification / HR.L25
Military Leave / HR.M10
Off-Duty Conduct / HR.O10
On Call / HR.O13
Orientation Program / HR.O15
Overtime Pay / HR.O20
Paid Time Off (PTO – Vacation Pay) / HR.P10
Performance Evaluations / HR.P15
Personal Appearance / HR.P20
Personnel Records / HR.P25
Productive Work Environment / HR.P30
Professional Boundaries / HR.P35
Retirement Plan / HR.R10
Safety - Automobile / HR.S10
Safety - Fire / HR.S12
Safety - Office / HR.S14
Safety - Program / HR.S16
Safety - Utilities Management / HR.S18
Sexual Abuse Prevention / HR.S25
Sick Leave / Earned Illness Bank / Donated Sick Leave Bank / HR.S30
Smoking / HR.S35
Staff Education / HR.S40
Staffing Ratios and Planning / HR.S45
Staff Support / HR.S50
Supervision of Clinical Staff / HR.S55
Termination of Employment / Exit Interviews / HR.T10
Timesheets / HR.T15
Unacceptable Conduct / HR.U10
Volunteers – Orientation and Training / HR.V10
Volunteers - Performance Evaluations / HR.V15
Volunteers - Personnel Records / HR.V20
Volunteers - Recordkeeping / HR.V25
Volunteers - Recruitment / HR.V30
Volunteers - Retention, Support & Education / HR.V35
Volunteers - Screening and Application / HR.V40
Volunteers - Supervision / HR.V45
Voting / HR.V50
Workplace Violence / HR.W10
Work-Related Injuries / HR.W15
Acknowledgement of Receipt / HR.Z99
Disclaimer
ALTERNATE WORK ARRANGEMENTS / Policy Number:
HR.A10
NHPCO Standard(s): WE 4(5)
Regulatory Citation:
Approved: 7/23/2008 Reviewed/Revised: 3/24/2010
POLICY STATEMENT: Due to the nature of our work at Hospice of Montezuma, there are very limited situations in which it would be in the best interest of the agency and our patients for an employee to have an alternate work arrangement. An alternate work arrangement would usually impair the service provided to internal (co-workers) and external clients (patients) and significantly impair the employee’s ability to meet his or her job requirements. However, on rare occasions, exceptions may be made for particular work-related urgent situations.
PROCEDURES:
1. Employees must submit a request for alternate work arrangements in writing and receive approval from their supervisor prior to making any changes in their schedule.
2. Employees must state specifically what alternate arrangements are requested, the time period involved, and the tasks to be accomplished during that time.
3. Requests for alternate work arrangements will be granted only when they meet the following criteria:
a. The arrangement is for an urgent purpose related to the employee’s job description.
b. The arrangement will result in a significantly better or timelier product than if performed at the worksite yet will not interfere with other work-related duties or activities.
c. The duties of the position must be readily accomplished under the alternate work arrangement. That is, the employee must have access to all necessary information and equipment during the alternate work arrangement.
d. The arrangement must not put increased demands on coworkers.
4. Any alternate work arrangement must be in the best interest of Hospice of Montezuma. The determination of benefit will be made strictly on a case-by-case basis.
5. Alternate work arrangements will include the supervisor’s determination that the requesting employee can successfully work in an unsupervised environment.
HR.A10, Page 2
6. Employees approved for alternate work arrangements are expected to carry out their duties during all scheduled work hours, regardless of the type of alternate work arrangement is made.
Hospice of Montezuma, Inc.
REQUEST FOR ALTERNATE WORK ARRANGEMENT
I request to alter my normal work schedule by: (What will you be doing differently?)
______
______
The purpose of the request is (What task will be achieved?): ______
______
______
This arrangement will improve the timeliness or product because:______
______
______
I am requesting this arrangement from: ______Date Time
through: ______
Date Time
I understand that I am responsible for all of my usual job duties during the time of this alternate work arrangement and that I am required to be readily available to Hospice of Montezuma during all hours for which I will be paid. Only those hours during which I am working on the stated project and am available by phone will be paid.
Signed: ______Approved: ______
Date requested: ______Date Approved: ______
P:/Office Forms/Request for Alternate Work Arrangement
ANTI-HARASSMENT / Policy Number:HR.A20
NHPCO Standard(s): WE 4; WE 4.4
Regulatory Citation: 29 CFR 1604.11; Sect. 703(a)(1) of Title VII, 42 U.S.C. 2000e-2(a)
Approved: 7.23.2008 Reviewed/revised: 3/24/2010
POLICY STATEMENT: Hospice of Montezuma is committed to providing a work environment that is free from harassment. Harassment behavior of any kind by any hospice employee at work or at work-related events is cause for disciplinary action, up to and including termination of employment.
Definition of Harassment
Harassment is unwelcome behavior or statements related to an individual’s race, age, color, sex, sexual orientation, disability, religion or national origin. Harassment includes behavior that creates a work environment that is intimidating, hostile, or offensive because of unwelcome or unwanted conversations, jokes, suggestions, requests or demands, physical contacts or attentions, whether sexually oriented or otherwise.
PROCEDURES:
1. Employees who have complaints of harassment should report such conduct to their supervisor immediately. Any employee who observes harassment should also immediately report such conduct.
2. All complaints of harassment are investigated promptly in as impartial and confidential a manner as possible. All employees are expected to cooperate with
the investigation. Failure to do so may lead to disciplinary action, up to and
including termination of employment.
3. Information disclosed during the investigation of harassment complaints is treated as confidential, to the extent possible, and is provided only to those who have a need to know.
4. Providing false information during the investigation or making false accusations is grounds for disciplinary action, up to and including termination of employment.
ANTI-HARASSMENT(continued) / Policy Number:
HR.A20
5. Retaliation against any employee for filing a complaint or participating in an investigation is strictly prohibited.
6. Any employee, supervisor, or manager who is found to have engaged in harassment
of another employee, a patient, caregiver, or family member is subject to appropriate
disciplinary action up to and including termination.
ANTI-HARASSMENT - SEXUAL HARASSMENT / Policy Number:HR.A21
NHPCO Standard(s):
Regulatory Citation:
Approved: 7/23/2008 Reviewed/Revised: 3/24/2010
POLICY STATEMENT: Hospice of Montezuma, Inc. strongly opposes sexual harassment and inappropriate sexual conduct.
Definition: Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, when:
· Submission to such conduct is made explicitly or implicitly a term or condition of employment;
· Submission to or rejection of such conduct is used as the basis for decisions affecting an individual’s employment; or
· Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
PROCEDURES:
All employees are expected to conduct themselves in a professional and businesslike manner at all times. Inappropriate sexual conduct that could lead to a claim of sexual harassment is expressly prohibited by this policy. Such conduct includes, but is not limited to, sexually implicit or explicit communications whether in:
· Written form, such as cartoons, posters, calendars, notes, letters, e-mail;
· Verbal form, such as comments, jokes, foul or obscene language of a sexual nature, gossiping or questions about another’s sex life, or repeated unwanted requests for dates;
· Physical gestures and other nonverbal behavior, such as unwelcome touching, grabbing, fondling, kissing, massaging, and brushing up against another’s body.
See related Policy HR.A20 and HR.A25
ANTI-HARASSMENT – COMPLAINT PROCEDURE / Policy Number:HR.A25
page 1 of 2
NHPCO Standard(s):
Regulatory Citation:
Approved: 7.23.2009 Reviewed/Revised: 3/24/2010
HARASSMENT COMPLAINT:
If you believe there has been a violation of the harassment policy (HR.A20), or the sexual harassment policy (HR.A21), please use the following complaint procedure. Hospice of Montezuma expects employees to make a timely complaint to enable the corporation to promptly investigate and correct any behavior that may be in violation of these policies.
PROCEDURES:
1. Employees who have complaints of harassment should provide a written report of the incident to the Executive Director or the Financial Officer, who will investigate the matter and take appropriate corrective action. Any employee who observes harassment should also immediately report such conduct. If you feel that you cannot go to either of these individuals with your complaint, you should report the incident to the President of the Hospice of Montezuma Board of Directors.
2. All complaints of harassment are investigated promptly in as impartial and confidential a manner as possible. All employees are expected to cooperate with the investigation. Failure to do so may lead to disciplinary action, up to and including termination of employment.
3. Information disclosed during the investigation of harassment complaints is treated as confidential, to the extent possible, and is provided only to those who have a need to know.
4. Providing false information during the investigation or making false accusations is grounds for disciplinary action, up to and including termination of employment.
ANTI-HARASSMENT – COMPLAINT PROCEDURE(continued) / Policy Number:
HR.A25
page 2 of 2
NHPCO Standard(s):
Regulatory Citation:
5. Retaliation against any employee for filing a complaint or participating in an investigation is strictly prohibited. If you perceive retaliation for making a complaint or your participation in the investigation, please follow the complaint procedure outlined above. The situation will be promptly investigated.
Any employee, supervisor, or manager who is found to have engaged in harassment of another employee is subject to appropriate disciplinary action up to and including termination of employment.
ATTENDANCE AND PUNCTUALITY / Policy Number:HR.A30
NHPCO Standard(s): WE 4(5)
Regulatory Citation:
Approved: 7/23/2008 Reviewed/Revised: 3/24/2010
POLICY STATEMENT: Due to the nature of Hospice services, Hospice of Montezuma expects the employee to be on the job as scheduled or as scheduled with the patient and/or family. Regardless of your position with Hospice of Montezuma, your punctuality and regular attendance are essential for the efficient operation of the business. Patient visits are to be scheduled, and the schedule is to be available to your teammates. Repeated tardiness, absences, or rescheduling of patient visits for personal reasons is grounds for disciplinary action up to and including termination.
PROCEDURES:
1. Employees are expected to report to work on time and engage in carrying out their
duties during all scheduled work hours, required on-call, back-up and overtime as
requested.
2. When an employee cannot avoid being late to work or is unable to work as
scheduled, the employee notifies his or her supervisor no later than within one hour of scheduled work time if unable to call sooner. If your supervisor is not available, contact the Office Manager or the Executive Director.
3. A message left with co-workers, other unauthorized personnel, or on voice mail is not
acceptable as notification. It is the employee’s responsibility to obtain all necessary contact telephone numbers.
4. When an employee is absent for more than three consecutive days due to illness, a
physician’s statement is required to certify that the employee is able to return to
work with or without restrictions.
5. Poor attendance and / or excessive tardiness or rescheduling of client visits may lead
to disciplinary action, up to and including termination of employment.
6. Employees who do not report for work for three consecutive days without giving
proper notice will be considered as having voluntarily resigned.
CHILDREN IN THE WORKPLACE / Policy Number:HR.C05
NHPCO Standard(s):
Regulatory Citation:
Approved: 2/07 Reviewed/Revised: 3/24/2010
POLICY STATEMENT: Hospice of Montezuma is sensitive to the needs of working parents, and is committed to reasonably accommodate working parents who have special needs as a result of family obligations. It is the employee’s responsibility to make arrangements for childcare during the workday; we recognize that there may be unexpected events that disrupt the normal routine.
Safety is a primary concern when considering the presence of children in the workplace. Offices and workspaces are not designed with the safety of children in mind. Children in the workplace create a potential liability for the agency. Therefore, the age, activity level, and ability of the child to self-monitor behavior must be taken into consideration when considering the approval of a child’s presence in the workplace. Under no circumstances should the workplace be used on an ongoing basis in lieu of regular child care.
Children in the workplace can disrupt the environment both for the parent/guardian employee and for others in the area, and might create an atmosphere that is not conducive to work performance and fulfillment of job expectations.
PROCEDURES:
With the approval of the immediate supervisor, children may be brought to the workplace by parent/guardian employees when unexpected events require a change from the usual child care arrangements, in the event of an emergency, or other times when circumstances would dictate that it is more efficient for the employee to bring the child to the workplace. Such arrangements are only temporary in nature and are granted only when the following conditions are met:
1. The parent/guardian requests permission from his/her supervisor before bringing the child to the workplace, and explains the reason for the request.