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Employee Handbook Visiting Nurse Corporation of Colorado, Inc.

Revised February 15, 2010 This version replaces all previous versions. The language in this Handbook is not intended to create a contract between the Visiting Nurse Corporation of Colorado, Inc. (“the Agency”) and its employees.  Employment with the Agency is considered “at will.”  Employees have the right to end their work relationship with the organization, with or without advance notice or cause.  The Agency has the same right.  Management specifically reserves the right to revise, modify or terminate any information or guidelines in this Handbook at any time, with or without notice.  This handbook is not all inclusive, but is intended to provide employees with a summary of some of the company’s guidelines.  Specific policies are located in the Policy Manual on the company’s shared computer drive (P: drive).  Employees with questions should go to their supervisor or the Human Resources department. THE VISITING NURSE CORPORATION OF COLORADO, INC. IS AN EQUAL OPPORTUNITY EMPLOYER.

INTRODUCTION

WELCOME to the Visiting Nurse Corporation of Colorado, Inc. (“the Agency”).  We strive to establish a relationship of mutual respect and cooperation with our employees.

You are our most valuable asset.  We hope your association with us will be as enjoyable as it is productive.

This Handbook is meant to explain and clarify the relationship between you (the employee), and the Agency.  General guidelines are presented here to bring about an understanding of our business practices.

You are asked to carefully read the information guidelines and procedures outlined in this Handbook.  Please refer to it when a question arises regarding a personnel practice.  Periodically review the Handbook's contents to refresh your memory regarding conduct, benefits, and procedures.  For ease of reference, the Handbook is available on the web.  The online version is at: http://www.vnacolorado.org/hr/Benefits/Handbook.htm, and it replaces all previously issued editions.

CODE OF ETHICS

We embrace and demonstrate to the communities we serve several moral principles.  Our Code of Ethics serves to inform employees, volunteers, and the public of acceptable guidelines for ethical conduct in the delivery of care and services.

• We believe delivering care with integrity and high ethical standards is our priority.

• We deliver care with compassion, expertise and professionalism, respecting the dignity of every individual.

• We inform patients of their rights and responsibilities.

• We protect the privacy and maintain confidentiality of information of patients, employees, and volunteers.

• We believe accessible and affordable home health, hospice and public health services are essential to the well being of the communities we serve.

• We provide home health, hospice and wellness services as an integral part of the health care continuum in collaboration with our partners.

• We work to ensure that all people have reasonable access to care regardless of their ability to pay, to the extent of our Agency's resources.

• We only admit a patient for service if we can provide safe, professional care at the level of intensity needed.

• We demonstrate respect, fairness and courtesy toward our patients, volunteers, partners and each other regardless of race, color, religion, sex, national origin, age, sexual orientation, disability, veteran status, genetic information, or any other applicable status protected by federal, state, or local law, and we ask the same from our patients, volunteers, partners and one another.

• We are truthful in all forms of communication, and avoid disseminating information that is false, misleading, or deceptive.

OUR MISSION
The Visiting Nurse Corporation of Colorado, in its second century of service, improves quality of life by providing excellent health care to people where they live and work.  The Agency is a non-profit organization that offers high quality home health services including but not restricted to nursing, physical therapy, occupational therapy, speech pathology, social work, and other community health services to all residents of Colorado.

The Agency explores and develops health-related programs based upon community need and acceptance, economic viability, and availability of resources.  The Agency is sensitive to the financial circumstances of the individuals it serves and provides services appropriate to those circumstances, including services at reduced rates or no charge to indigent people within the constraints of available community support resources.

VISION
The Agency will provide exceptional health care to individuals and families within our service communities, in concert with state-of-the-art technology and disease-specific protocols.  Dedicated to an effective and unifying team approach yet with individual accountability, our trained and skilled work force will strive to exceed the expectations of patients, families, physicians, payers and collaborators.  We will produce quantifiable results, utilizing all of our skills and resources to provide high quality care and achieve nothing less than excellence.  To this end our aim is to maintain a proud work force, dedicated to the important work of the Agency and confident in its direction.  We embrace the values of respect, accountability, integrity and passion for our work.

 HISTORY
The Visiting Nurse Corporation of Colorado (VNCC) is the Rocky Mountain Region's oldest and largest home health care agency.

Founded in 1889 by a group of young society women, the organization was known as The Flower Mission.  Its purpose was giving comfort to the poor, sick and those in need, a task the members accomplished by distributing flowers, baked goods, and religious tracts in tenements, hovels, hospitals, and jails.

The Flower Mission founders rapidly discovered that the pioneering city of Denver needed a home nursing service.  Hiring its first nurse in 1890, The Flower Mission became the Visiting Nurse Association and was incorporated in 1902.

Throughout its history, the Agency has developed a wide range of programs to meet a growing community's changing health needs -- establishing “well child” clinics, fighting epidemics and, in 1948, entering into an agreement with the City and County of Denver to consolidate all public health nursing, except public school nursing, into one agency called the Visiting Nurse Service (VNS).

As a section of the Denver Department of Health and Hospitals, VNS staffed a wide range of health programs including home visiting, early periodic screening, diagnosis, treatment, and the Rocky Mountain Poison Center.

In October of 1984, the Agency became a separate entity by splitting from the City and County of Denver.  Today, we bring health care to Colorado residents in their homes, community centers, churches, and workplaces.   Programs such as Wellness, Occupational Health, and Flu Shot/Immunization demonstrate our dedication to community health.  In 1986, we expanded into the Colorado Springs area, bringing the number of Colorado counties served to thirteen.

In 1987 the Agency's corporate structure was reorganized.  A parent agency, the Visiting Nurse Corporation of Colorado, Inc. (VNCC), and its subsidiaries were created.  The Visiting Nurse Association of the Denver Area, Inc. (VNA), a Medicare certified agency, handled our Medicare clients.  The Visiting Nurse Support Services, Inc. (VNSS), also Medicare certified, provided care under Medicaid, managed care and private insurance including health maintenance organizations (HMOs), preferred provider organizations (PPOs), indemnity insurance plans, and grants, as well as private pay arrangements.  VNSS also contained our Hospice-at-Home Division.

In the 1990's, the Agency became a thoroughly modernized home health care provider, incorporating the latest technologies in I.V. care, blood transfusions, and same-day surgery recovery.  We also care for our society's health needs through our wide range of care to persons with HIV/AIDS, and our ongoing concern for the indigent.  In 1992 we opened VNA Hospice-at-Home, providing quality compassionate care to the terminally ill patient and his or her family.

In 1991 the Agency was accredited by the Joint Commission on Accreditation of Health Care Organizations (JCAHO).  The Agency will no longer be accredited by JCAHO after May 31, 2009.  The agency instead is seeking new accreditation with the Community Health Accreditation Program (CHAP), an accrediting body specific to home health care agencies.

On January 1, 2005 , the Agency’s subsidiaries (VNA, VNSS) folded into the parent corporation and became the Visiting Nurse Corporation of Colorado (VNCC).

The Agency maintains relationships throughout the state of Colorado to ensure accessibility of service whenever we are asked to provide services outside our regular service area.  These relationships take many forms, from informal agreements to contracts for backup staffing to management contracts, including one in Grand County through which we provide management support to that county's public health organization.

AFFIRMATIVE ACTION

Equal Employment Policy
The Agency offers equal opportunity for employment or advancement to all qualified applicants or employees.  Persons with authority to hire, discharge, transfer or promote personnel shall make these decisions without regard to race, color, religion, sex, national origin, age 40 and over, sexual orientation, disability, veteran status, genetic information, or any other applicable status protected by federal, state, or local law.

We strive to fill positions with the most qualified individuals available.  Employees will be considered for promotion or transfer in terms of present performance, specialized background and potential, among other considerations.  Minimum age of employment for all positions is sixteen years old.

Reasonable Accommodations
The Agency will make reasonable accommodation for qualified individuals with known disabilities.  Employees needing such accommodation are instructed to contact Human Resources immediately.

Harassment
The Agency is firmly committed to maintaining a positive work environment, which is free of  harassment or intimidation.  In keeping with this commitment, the Agency will not tolerate harassment of employees by anyone, including supervisors, co-workers, patients, volunteers, or visitors to Agency premises.  Retaliation will not be tolerated as the result of a harassment complaint.

Harassment consists of unwelcome conduct, whether verbal or physical, that is based upon an individual’s race, color, religion, sex, national origin, age 40 and over, sexual orientation, disability, veteran status, genetic information, or any other applicable status protected by federal, state, or local law.  No harassment will be tolerated that affects pay or benefits, interferes with an employee’s work performance or creates an intimidating, hostile, or offensive working environment.

All harassment is prohibited, but sexual harassment deserves special reference.  Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct constitute sexual harassment when submission to such conduct is explicitly or implicitly a term or condition of employment, submission to or rejection of such conduct is a basis for employment decisions, or such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creates an intimidating, hostile, or offensive work environment.  Under these guidelines, dating a subordinate is not appropriate.

Any employee who feels sexually harassed should take the complaint to their supervisor, their supervisor's manager, the Director of Human Resources or the President.  All complaints will receive immediate attention and will be investigated thoroughly, promptly and impartially.  No retaliation will be tolerated as the result of such a claim.  If such investigation warrants it, appropriate disciplinary and other corrective action will be taken to stop the harassment and prevent its recurrence.  This may include any disciplinary action deemed necessary, up to and including termination of employment, based on the seriousness of the offense.  To the fullest extent practical, complaints and related investigations will be kept confidential.

Non-Discrimination Policy
As a recipient of federal financial assistance, the Agency does not exclude, deny benefits to, nor otherwise discriminate against any person on the grounds of race, color, religion, sex, national origin, age 40 and over, sexual orientation, disability, veteran status, genetic information, or any other applicable status protected by federal, state, or local law in admission to, participation in, or receipt of the services and benefits of any of its programs and activities, or in employment therein, whether carried out by the Agency directly, through a contractor, or by any other entity with whom the Agency arranges to carry out its programs and activities.

This statement is in accordance with the provisions of Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and Regulations of the U.S. Department of Health and Human Services issued pursuant to the Acts, and Title 45 Code of Federal Regulations Parts 80, 84, and 91.  (Other federal and state laws and regulations provide similar protection against discrimination on grounds of sex and creed.)

In case of any questions concerning this policy, or in the event of a desire to file a complaint alleging violations of the above, please contact the Director of Human Resources.

EMPLOYMENT PRACTICES  

Access to Personnel Records
You may review your Personnel File with a representative of the Human Resource Department.  Requests should be made in advance.

Attendance  
Regular, predictable attendance is an essential function for all employees.  If for any reason you will be late for work or unable to report to work, you must call your supervisor or designated supervisor-on-call.  Do not leave a message with the answering service, receptionists, schedulers, a co-worker, or on voice mail.  You must call prior to the beginning of your shift; Extended Hours employees are to call four (4) hours prior to the start of the shift.  Workload or patients will then be reassigned as appropriate.

Your regular attendance at work is necessary for consistent, quality patient care and a productive work environment.  For benefited employees, regular absences in excess of your monthly paid time off accrual are considered excessive.  Patterns of tardiness, absenteeism, or no show/no call behavior will not be tolerated and will lead to disciplinary action, up to and including termination.

Absences, which qualify under the Family and Medical Leave Act, do not adversely affect attendance records.

Any employee who misses three consecutive scheduled working days without following the call-in procedure will be terminated.  Any on-call employee with whom there has been no contact for three months will be removed from active employment status.  On-call employees must inform their supervisor of any changes in their availability to work.

Bridge-In-Service  
Appointed employees who terminate employment from the Agency or move into a non-appointed position may subsequently be rehired or move back into an appointed position.  If you leave a benefit eligible (appointed) position and are then rehired/reappointed into another appointed position within six months, you may request a Bridge-in-Service for the purpose of determining PTO accrual level.  Only your prior appointed service will be taken into consideration for the purpose of determining your PTO accrual level.  In the event that the rehire/reappointment date is not within six months of the termination date, then you may request a Bridge-in-Service after completing one year of continuous appointed employment.

A Bridge-in-Service will not affect eligibility dates for any of the insured benefits plans (e.g., group health insurance, group dental insurance, etc.) or other service records.

1. The Bridge-in-Service request must be submitted in writing to your supervisor.  If approved, it will then be submitted to the Director of Human Resources for consideration.

2. The Bridge-in-Service request must be submitted in a timely fashion as follows:  within thirty days of your rehire/transition date or within thirty days of your one year anniversary date as outlined in paragraph 1.

3. The change in the PTO accrual level will be effective the first day of the next applicable payroll period, in accordance with the payroll deadline schedule.

4. Certain circumstances may warrant a denial of a bridge-in-service request.  If a Bridge-in-Service request is denied, you have the right to appeal this decision.  The appeal must be in writing, submitted within thirty days of the date of the denial, and directed to the CEO/President.  In addition, exceptions to the policy may be granted by the Chief Executive Officer (CEO) or his/her designee.

Change of Personal Data
It is your responsibility to inform the Human Resource Department immediately if your name, address, phone number, or tax status changes.  This will keep your records accurate.  Also, keep your scheduler informed of your current phone number at all times.

Conflict of Interest
Every employee, including officers, managers and directors, is expected to make decisions in the best interest of the Agency, and not for personal gain.  Conflict of interest is defined as an actual or perceived interest by any employee in an action that results in or has the appearance of resulting in personal, organizational or professional gain.  A conflict of interest can arise when an employee takes action or has a personal interest that may make it difficult to perform his or her work for the Agency objectively and effectively.  A conflict of interest is likely to arise if an employee becomes affiliated with a business entity that is a competitor, customer, provider or supplier.  This may include outside business interests, outside employment, outside investments and business relationships with friends or relatives.  Family and personal relationships have the potential for favoritism or inappropriate sharing of confidential information.  Employees must conduct themselves in a manner that avoids actual or apparent conflicts of interest and that protects the Agency’s business reputation.

No employee of the Agency shall, for personal gain or for the gain of others, use any information not available to the public that was obtained as a result of service to the Agency.  No employee shall personally exploit any business opportunity in which the employee knows or reasonably should know the Agency is or would be interested, unless the Agency first consents thereto in writing.

No employee shall solicit or accept for personal use, or for the use of others, any gift, favor, loan, gratuity, reward, promise of future employment or any other thing of monetary value that might influence or appear to influence the judgment or conduct of the employee in relation to Agency business.  An employee may be exempted from the restrictions in this paragraph by his or her supervisor as to a specified gift or favor.  The exemption shall be in writing with a statement of the basis therefore.  Individual administrative units within the Agency may impose further restrictions on gifts or favors for employees within the unit.

Alleged violations of this policy and the basis for the allegation shall be communicated confidentially and preferably (but not necessarily) in writing to an administrator in the alleged violator’s line of supervision.  If that would be problematic, the communication should be directed to Human Resources.  This is to ensure that no adverse action is taken either directly or indirectly against a complainant who makes allegations in good faith.  A violation of this policy may subject an employee to disciplinary action, up to and including termination.

Employment Classification
Positions are classified according to the Fair Labor Standards Act (FLSA) classifications.

• Exempt:  An employee will be classified as exempt from overtime if the employee holds a position whose duties may be classified as Executive, Administrative, Professional, or Outside Sales (i.e., management, select supervisory positions, many of the licensed caregiver positions such as RN, Physical Therapist, MSW, etc.).  These positions are defined by the job performed rather than the number of hours worked or method of payment.
  
  Certain individual employees may be classified as non-exempt in these categories in compliance with additional FLSA regulations.

• Non-Exempt:  Any employee whose position is not classified as exempt is non-exempt.  Positions included in this classification are those whose duties may be categorized as Clerical, Technical, or Service Worker (i.e. office support staff, licensed caregivers such as CNAs and LPNs, and unlicensed caregivers).  These employees are entitled to overtime compensation for hours worked over 12 in one day or 40 in one workweek.

For questions on exempt/non-exempt status, contact Human Resources.

Employment Relationship
While you have been hired for a specific position, business needs are subject to fluctuation.  Therefore, no position is guaranteed for any length of time, at any specific salary, with any specific duties, nor for any specified number of hours.  Successful completion of an orientation period is not a guarantee of continued employment.  Your employment status is subject to change at any time.  The receipt of benefits or other privileges is not a guarantee of continued employment.  Only the Agency’s President or the Chairman of the Board of Directors has the authority to enter into any agreement contrary to the foregoing.

Employment Status
There are four types of employment at the VNA.  Each status is listed below:

• Appointed Full-Time (Benefits Eligible):  One who, at the time of employment or status change, is hired to work a schedule of forty (40) hours per week.  The Agency grants Paid Time Off (PTO) accrual and group insurance eligibility.  Some employees, with management approval, may agree to work from 30 to 39 hours per week and accrue PTO at 75% of the full-time rate.  Full-time positions are determined by business need, the division's budget, and caseload staffing.  It is not determined by the number of hours an employee works in a given time period.

• Appointed Part-Time (Limited Benefits Eligible):  One who, at the time of employment or status change, is hired to work a schedule of twenty (20) through twenty-nine (29) hours per week.  The Agency grants PTO at 50% of the full-time rate and offers limited group insurance eligibility.

• Non-Appointed (Non-Benefited/On-Call):  One who, at the time of employment or status change, is hired to work on an "as needed" and "as available" basis, subject to the changes in business needs and the employee's personal schedule.  No specific hours are guaranteed.  PTO is not accrued and group insurance benefits are not available.

• Non-Appointed (Non-Benefited/Temporary):  One who, at the time of employment, agrees to work on a project for a specified, limited period of time (i.e. 90 days or less).  PTO is not accrued and group insurance benefits are not available.

Hiring of Relatives
The Agency seeks the best qualified applicants to fill any of its open positions.  In accordance with the Equal Employment Opportunity Policy 2006, and Policy 1102 regarding Conflict of Interest, the following guidelines should be observed regarding employment, promotion or transfer of relatives and/or individuals of other significant relationships.

Relatives generally will not be permitted to be employed by the Agency at the same time.  For purposes of this policy, “relative" is defined as a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, corresponding in-law, "step" relation, or any member of the employee's household.

All employees are responsible for notifying his/her Manager or the Director of Human Resources of a personal relationship that may violate this policy.  Human Resources may work with Senior Management to reassign individuals when and where appropriate.

In rare instances, it may be necessary to hire field employees who are relatives as defined above.  In this case, the following guidelines apply:  they may not supervise/influence the work of one another; they may not have control or influence over each other’s work responsibilities, salary, hours, career progress, benefits, or other terms and conditions of employment; and they may not report to the same manager.

Any exceptions to this policy must be approved by the President/CEO.

Licensure/Certification
If your position requires professional licensure or certification, it is your responsibility to provide your manager with a current copy of the license/certification for submission to Human Resources.  This should be done both at hire and also upon renewal, no later than the date the previous license/certification expires.  Caregivers will not be scheduled for work without current licensure or certification.

Caregivers including, but not limited to, RNs, LPNs, Therapists, and CNAs, must maintain current CPR competency.  The Agency requires caregivers to test out every two (2) years.  A 90-day grace period is allowed for renewal.   CPR certification for health care workers is required upon hire.  Provide your manager with a copy of your card upon renewal for submission to Human Resources.  Caregivers may not work without CPR certification or competency demonstration as stated in Agency policy.

Lunch and Breaks
All non-exempt employees working longer than five continuous hours must take a lunch break of at least 30 minutes, not to exceed 60 minutes.  Lunch schedules are arranged by department to assure continuity and coverage.  Lunches are unpaid time.

Non-exempt employees who work more than six hours in the day are entitled to two fifteen minute breaks, one prior to the lunch break and one following.  These may not be combined with each other or with the lunch break.  Employees working six hours or less are entitled to one fifteen minute break.  These breaks are paid.

Orientation
Each employee will be provided with Agency orientation and also specific orientation to his or her department or specific job assignments.  Depending upon the type of work you perform, you may be asked to complete a checklist of items as you proceed through orientation, documenting your progress and demonstrating competency on key components of your job as appropriate.

Orientation Period
The first three months of your employment are considered an orientation period and provide an introductory time to acquaint you with the Agency, your supervisor and peers, and your job responsibilities.  This is also your opportunity to evaluate your decision to work here.

If your performance, skills, or progress through the orientation process is found to be unsatisfactory during this period or at any other time, your supervisor will advise you.  Based upon the seriousness of the problem or the ability to correct it, you may be terminated without notice during this period or at any time during your employment.  Similarly, you may resign without notice during this orientation period or at any time during your employment.  In the absence of extenuating circumstances, leaving without a minimum 2-week notice may, however, result in ineligibility for rehire.

Paid Time Off benefits cannot be used until the successful completion of the orientation period except for Agency-recognized holidays.

Parking
Parking typically is available at no cost to the employee.  At the Denver office, parking for office staff is on a first-come basis in the designated parking area west of the building.  It may be necessary to park on the street when designated areas are filled.  Short term/visitor spaces in front of the building are provided for caregivers and visitors and are not to be used by office staff.  Reserved parking, located in the rear of the building, may be rented monthly using Payroll deductions.  Contact Human Resources for more information.

At the Colorado Springs Office, parking is available adjacent to the building at no cost to the employee.

When providing off-site patient care, employees are to park only in legally designated areas.  Obtain approval from your supervisor for reimbursement of parking costs for business needs.

Performance Evaluation
Employee Performance Reviews (EPRs) for all employees, full-time, part-time and on-call, may be scheduled at three months and then annually thereafter following a hire, a transfer, or a promotion.

The evaluation is a comparison of the expectations as set forth in the position description and how you have met those expectations.  Other accomplishments apart from those detailed in the job description may also be documented.

At the time of the evaluation, you will be asked to sign the review and you will be given a copy of the completed form.  If you disagree with the contents of your review, you may compose a written response and ask that it be filed in your personnel file with the original evaluation.

Rehired Employees
If you are rehired to the Agency, you may request a bridge-of-service (refer to Bridge-of-Service) for the purpose of PTO accrual.  Your appraisal date and salary review date will be based on your rehire date.  Rehired employees are subject to the same eligibility requirements as newly hired employees on the insured benefits plans such as health and dental insurance, and are required to attend the Agency orientation.

Resignation
If you decide to leave your job, the Agency asks that you give a minimum of two weeks notice.  If you hold a management or supervisory position, we ask that you give a minimum of four weeks advance notice.  Notice is to be in writing.  All unused accrued PTO time will be paid on your final paycheck, regardless of length of service.  Upon resignation, a confidential exit interview with an HR representative will be offered to you.

All caregivers must work with their supervisor to insure continuity of care of their patients and completion of all necessary paperwork prior to termination.

Agency Equipment/Supplies:  All employees are to return Agency equipment, including laptop computer, phone, key(s), nursing bag, blood pressure cuff, CPR mask, safety/support belts, tone devices, scales, etc., to their manager or to the Human Resource department no later than the last day worked.

Smoking
The VNA maintains a smoke-free campus at all locations.  The use of tobacco products is prohibited everywhere on Agency property, both inside and outside.  Smoking is also strictly prohibited in or around any client’s home.

Transfer, Promotion, or Change of Status
It is the practice of the Agency to consider candidates in good standing from within the organization for transfer or promotion when practical, as determined by management.  Openings may be posted for this purpose when appropriate.  An application for a transfer or promotion is available from and must be submitted to Human Resources for approval.

Selection is based on the qualifications, skills, work history, performance, and overall suitability of the candidates.  Management reserves the right to make the final decision regarding both posting and filling positions.

You may not apply for a change of position until after you have satisfactorily completed three (3) months in your current position, or within three (3) months of receiving a verbal or written warning/disciplinary action.

Types of Clinical Assignments
Clinical assignments are defined as either:

• Intermittent:  Visits under two hours in length to any given client.  The majority of the Agency’s business consists of this type of work.  Caregivers see several patients a day.  Certain productivity standards may be required; these standards are subject to change depending upon operational needs or other reasons.

• Extended Hours:  Visits which are four hours or more in length.  Many Extended Hours cases have shifts of eight to twelve hours.

Workweek and Hours
Office staff generally adheres to a standard schedule, as determined by the business needs of the department.  These hours are subject to change and may include evenings, weekends or other "non-traditional" business hours.  Your supervisor will advise you of your work schedule.

Caregivers find that schedules are established with both the client's and your own best interests in mind.  Job assignments, work locations, and working hours are determined by the Agency and communicated to you upon hire and as changes occur.  In addition to your regular schedule, your work schedule may include evenings, weekends, holidays, and overtime.  Caregivers who are appointed may not decline an assignment to a given patient, as quality of care and patient safety are essential.

You are expected to communicate regularly with your scheduler and/or supervisor for proper scheduling, and are responsible for knowing and understanding your work schedule.

The workweek begins at 12:00 am Sunday and ends at midnight on Saturday.  All employees are expected to work their schedules as assigned.   Department supervisors/managers have the authority to determine the working hours of their department and may change those hours as client/business needs dictate.  Office staff may arrange a schedule with their supervisor, but may not start work prior to 7:00 am.

PERSONAL EXPECTATIONS

Caregiver Performance Standards
The Agency is currently using McKesson Horizon, a state-of-the-art software program that integrates the scheduling, billing, payroll, and patient care documentation functions through the use of a laptop computer.  This allows for optimum care of our home healthcare patients, as all information is logged into the system and shared with the various users of the system.  It is essential that, as caregivers, you understand the critical role that you serve in this process.  The Agency consistently applies the following key performance standards.  We expect all caregivers to follow these standards and bring any questions to the attention of your manager.

• Means of Documentation
  After you have been trained on the McKesson system with a laptop computer, your laptop will be your ONLY method of transmitting information about your patient, which minimizes the need for paper documentation.

• Transmit Documentation Within 48 Hours
  One of the job responsibilities of each caregiver is to document each visit made in a timely and accurate manner.  Caregivers are required to submit documentation within 48 hours of the visit, which allows you ample time to address any potential computer malfunctions.  A delay in transmitting your documentation will delay the billing of the visit, which in turn is linked to the calculation of your paycheck for the visit AND the calculation of the paychecks of the other disciplines for the patient.  If you experience any computer difficulties, IS should immediately be notified so that the problem can be corrected.  If you need additional training on the laptop, it is essential for you to bring this to the attention of your manager.

• Late Documentation
  Caregivers whose documentation is not in the McKesson System within 28 days of the date of service will be subject to disciplinary action, up to and including termination.

• Not-At-Home/Non-Billable Visits
  On rare occasions, one of your patients may not be home when you arrive.  Immediately notify your manager if this occurs, as this "not-at-home" is not billable and thus is not eligible for mileage reimbursement or stat bonus pay under most circumstances.  If a patient has been called repeatedly without any success (or the patient does not have a phone), then a "drive-by" visit would need to be authorized by your manager.  Approval by your manager is necessary for mileage reimbursement or any other type of pay.

• Authorizations and Case Management
  Your goal is always to have zero "non-authorized" patient visits, and you achieve this goal through ongoing communication with the Insurance Case Managers in the following situations:  opens, continuing authorizations, significant changes in condition of your patient, resumption of care, recertification, and discharge of patients.  It is essential that NEW OPENS be communicated to the Case Manager by the next business day.  If the patient is seen but no authorization exists for the visit, the Agency cannot bill for this visit and stat bonus pay would not apply.

• Communicate With Other Disciplines
  You are required to communicate regularly with all other disciplines, and to document your communication with the other disciplines assigned to your patients.  Better patient outcomes are always achieved under these circumstances.  (For more information, please review Policy 4010 on Interdisciplinary Communication.)

• Voicemail & E-Mail Communication
  Voicemail and e-mail are invaluable tools for keeping in touch.  The minimum expectation is that you check for voicemail messages three times per day on your scheduled work days, and check for e-mail messages on a daily basis.  It is advisable to update your voicemail message weekly so that callers know your days off for that week, and the name and phone number of the person to contact in your absence.

• Weekly Schedule Submissions
  The appropriate scheduling of your visits has a significant impact on you, your patients, and other caregivers assigned to your patients.  Because of this, weekly schedules are due to your assigned scheduler on a weekly basis, no later than Friday at 4 pm, for the following week.

• Discharge Notification
  It is essential that you enter patient discharge information on a timely basis, within 48 hours of notification, as well as notifying your assigned scheduler of the discharge so that they can notify the caregivers in other disciplines.

• Case Management, Priming A Case, Orders
  If you are the primary caregiver assigned to a patient, then you are the Case Manager of that case.  All RNs are responsible for priming cases; this includes daytime, evening, night, and regular on-call nurses, physical and occupational therapists.  It is necessary for caregivers to monitor the frequency and duration in their orders and make visits appropriately, or make changes in orders as necessary.

• Professionalism
  All caregivers are held to a standard of conduct in dealing with other staff members, patients, family members, and external caregivers.  Professional behavior is demonstrated by the caregiver's ability to synthesize and abstract knowledge, adhere to standards of compliance, and demonstrate commitment to public service.  Home healthcare practice is often autonomous and self-regulated, but it is always guided by a code of ethics and adherence to professional standards.

Non-compliance with these performance standards may result in disciplinary action, up to and including termination.

The Agency is committed to providing exceptional healthcare to our patients, in concert with state-of-the-art technology and disease-specific protocols.  We achieve this through your professionalism and adherence to these reasonable and achievable standards.

Cell Phone Use
The Agency prohibits using a cell phone while driving for safety reasons.  If a call must be placed while traveling, wait until you’re able to pull off the road.  It is inappropriate for an employee to use their personally owned cell phone for personal calls during working hours unless it is an emergency situation.  Personal cell phone calls may be made during break or lunch periods.

Confidentiality
The Agency is committed to maintaining the confidentiality of patients’ personal and protected health information (PHI). Personal and PHI includes both medical information and individually identifiable information about any patient such as address, telephone number or other individual information. In accordance with its responsibilities, the Agency prohibits the unauthorized disclosure of personal and personal health information except as required by law.

1.   Personal and protected health information is recognized as either medical information or individually identifiable information in electronic or physical form.  Medical information is any information in the possession of or derived from a physician or other provider of health care or a health care service plan regarding a member's medical history, mental or physical condition, or treatment.  Individually identifiable information is that which contains any element of personal identifying information sufficient to allow identification of the individual, such as name, address, electronic mail address, telephone number, or Social Security Number, or other information that, alone or in combination with other publicly available information, reveals the individual's identity. 

2.   Each employee, and anyone else acting on behalf of the Agency, is required as a condition of employment to hold patient information strictly in confidence. Employees may not disclose confidential information to other employees except when needed to conduct business. The Agency maintains safeguards and enforces policies that protect the security of confidential information. Our patients have legal rights to be protected against any unauthorized disclosure and/or use of their personal and protected health information.  Failure to abide by this policy may result in disciplinary action, up to and including termination of employment. 

3.   Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Agency must maintain the privacy of all medical information of its patients. Also, HIPAA allows a number of additional patient rights, including:  a) the right to ask the Agency to restrict the uses and disclosures that will be made for carrying out treatment, payment and health care operations; b) the right to request that communications from the Agency be by alternative means or alternative locations; c) the right to amend personal health information; and d) an accounting of disclosures of personal health information for the previous six years.  

4.   Access to personal health information will be restricted to those employees who need to know that information to process claims and coordinate services.  

5.   The Agency maintains physical, electronic, and procedural safeguards that comply with applicable regulatory standards to guard personal and protected health information.  Employees are expected to maintain similar safeguards in the event that they maintain or access any personal health information off-site.  In addition, the Agency requires all affiliated parties who maintain health records to enforce confidentiality policies and procedures within their facilities.  

6.   The Agency does not intentionally sell, distribute or otherwise disseminate personal and protected health information. The Agency maintains contracts with its business associates, providers and contracting partners that require compliance with state and federal confidentiality laws, as well as compliance with Agency policies.

Drug-Free Workplace
The Agency is firmly committed to maintaining a drug-free workplace.  Employees are prohibited from engaging in the unlawful manufacture, distribution, dispensation, possession, use, or being under the apparent influence of a controlled substance in the workplace or while on Agency time.  This includes use of legitimately prescribed medications during work hours, in the event that such use presents a risk to the employee, the patients, or the Agency.

Violation of this policy will not be tolerated.  You must notify the Agency no later than five working days after conviction or plea of guilty or no contest on any criminal statute involving manufacture, distribution, dispensation, use, or possession of any controlled substance. 

Employees should consult with their prescribing medical professional to determine if their prescribed medications have any side effects that might impair job performance.  Employees must provide a statement from his/her prescribing medical professional indicating any work restrictions.

The Agency reserves the right to request that an employee and/or job applicant provide body substances (e.g. blood or urine) to determine the presence of drugs or alcohol.  Employees may be subject to testing at any time on a random basis.  Drug testing is required for any employee injured while on the job.  A refusal to be tested will result in disciplinary action, up to and including termination.

E-Mail
Company e-mail is provided for your use for Agency business purposes.  Chain e-mails, jokes or using the system for personal commercial or business use is prohibited.  In addition, the following may not be sent via e-mail to agencies or persons outside the Agency without prior written approval from an Agency manager/supervisor:

• Patient data that would allow patient identification.
• Agency strategic or propriety information.
• Agency operating procedures and plans.

Limited personal inbound and outbound e-mail is allowed under most circumstances.  You should periodically clear out your mailboxes of unnecessary e-mail, in order to free up system resources.

Ethics
In addition to the moral principles outlined in our Code of Ethics in the Introduction Section of this Handbook, the management of this organization is committed to maintaining a high level of business integrity at the Agency at all times.  To this end, the following guidelines are provided:

• The Agency will bill only for the care or services provided, and will promptly respond to any billing discrepancy.

• No employee is to accept donations, gratuities, goods, or services from a client for services rendered.  If the client chooses to make a donation, it is to be submitted to the Agency on the client's behalf and a receipt is to be issued to the client.

• No employee is to accept responsibility for any client's finances without the full knowledge of the employee's supervisor.  The supervisor is then to advise the appropriate member of management and seek alternatives whenever possible.

• No employee is to encourage a client to hire the employee on a private basis.

• No employee is to use a business relationship for personal gain.  For example, employees may not borrow money from patients, nor can employees solicit patients to buy products or make donations from which they would have a financial gain (e.g. school or community organization fund-raising items).

If at any time you are presented with a situation from your client which seems awkward or unusual, please notify your supervisor for assistance.  For example, if a patient displays conduct which may be illegal or threatening, contact your supervisor immediately.

The Agency has an Ethics Committee comprised of field staff, support staff, and management.  The Committee has a process by which staff, patients, clients and physicians are educated about the ethical dimensions of home care and the Agency's process for considering ethical problems.  The Committee serves as a forum and source of support when difficult problems are encountered while providing patient care.  All committee functions operate under a Code of Ethics, which has been adopted by the Agency.

The Ethics Committee addresses such issues as patient competency, informed consent, death and dying, noncompliance and confidentiality as well as standards of conduct within the health care profession.  They are available as needed to address ethical issues as they arise.  You can access the Ethics Committee through your immediate manager or your Division Manager.

Internet Use
Internet access and use is restricted to company-related business.  Managers decide who within their department has need of Internet access.  For employees authorized to access the Internet, it is the Agency’s policy that:

• Pornography, gambling, blogging, and social networking sites are prohibited at all times.
• Downloading software is strictly forbidden, unless prior approval is obtained from the IT Department Manager.
• Games cannot be downloaded or executed on the Internet at any time.
• Personal business and Internet browsing during normal workday business hours is prohibited.
• Patient data that would allow patient identification may not be sent via the Internet without written approval from your manager/supervisor.
• Patient data that would allow patient identification may not be sent via e-mail to agencies or persons outside of the Agency without prior approval from your manager/supervisor.
• Personal Internet inbound and outbound e-mail is authorized for your Agency e-mail address.
• Agency strategic information, propriety information and normal operating procedures and plans may not be sent via e-mail to other agencies or persons without written approval from your department manager.
• Excessive personal use of the Internet may lead to disciplinary action, up to and including discharge of employment.

The Agency’s Information Solutions Department will monitor employee Internet use activities and will report violations to your supervisor/manager.  Violation of any part of this policy may lead to disciplinary action, up to and including termination of employment.

Passwords
Passwords are an important aspect of our computer and data security. They are the front line of protection for user accounts and access to our company applications. A poorly chosen password may result in the compromise of the Agency’s entire corporate network and data.  As such, all Agency employees (including contractors and vendors with access to Agency systems) are responsible for taking the appropriate steps to select and secure their passwords.

As outlined in the Password Policy (#1605), some key things to remember when developing your password include:

• Choose something you can easily remember having 8 or more characters.

• Use phrases, slang, dialect, jargon, etc.  For example:  “Idrive25eachday” (DON’T use this example!).

• Use a combination of upper and lower case letters and numbers.

• Don’t base a password on personal, family or pets’ names/information.

• Don’t use easily recognizable word or number patterns like aaabbb, 123456, etc.

• Don’t use computer terms, VNA, Denver , sanfran, or other common usage words.

• Do not use the “remember password” feature of applications or write passwords down and store them anywhere in your office or on any computer (including Palm Pilots) without encryption.

Do not share your Agency system or application passwords with anyone, including managers, supervisors, or administrative assistants.  All passwords are to be treated as sensitive, confidential Agency information.  If someone demands a password, refer them to the Password Policy or have them contact someone in the Information Solutions Department.

 If an account or password is suspected to have been compromised, report the incident to the Director of Information Solutions and change all passwords immediately.

Personal Appearance and Identification
Quality of service is reflected in every aspect of our business, including appearance.  The expectation is that you will dress professionally, in an appropriate and safe manner for the job being performed.

The following guidelines apply to all employees:

• Employees are expected to be well-groomed and professional in appearance at all times.
• Clothing must be clean and pressed; no soiled, tattered, torn, or ragged attire is permitted.
• Clothing should be worn and fit in such a manner as to not reveal the chest, midriff, back, or buttocks.  Examples of inappropriately revealing garments include, but are not limited to:  low-cut tops, tank tops, halter tops, tube tops, spaghetti straps, backless clothing, see-through clothing, spandex or other form-fitting pants, and skirts that are mid-thigh-length or shorter.
• Clothing such as sweat suits, running shorts, track suits or workout attire is not permitted.
• Clothing should be free of slogans or pictures with the exception of the VNA logo.
• Flip-flops, thong-style sandals, and slippers are not permitted at any time.
• Shoes must be worn at all times; no stocking/bare feet.
• Visible facial or neck tattoos are not permitted.
• Visible piercings, other than those in the ear, are not permitted.  Ear piercings should be limited to no more than two.
• Fragrant personal products (cologne, perfume, scented lotions, etc.) should be kept to a minimum in the office environment, and eliminated entirely for those working in the field.
• All employees are expected to wear their company photo ID while working.

Office staff and field caregivers work in very different environments, and therefore merit some different requirements in standards of dress. 

Office Staff has some standards of dress due to the nature of the office environment, exposure to customers, and the desired impression we wish to present to the public.  Office Staff guidelines include the guidelines for all employees, plus the following: 

• Business Casual (Monday through Thursday): 
• Appropriate attire includes: slacks, khakis, skirts and dresses falling below mid-thigh, polo/golf shirts, sport shirts, sweaters, and blouses, dress shoes, boat shoes, dress boots, dress sandals (not thong-style).  Employees in jobs that involve lifting should wear closed-toed shoes for safety.
• Inappropriate attire includes: t-shirts, jeans (in any color), denim skirts or jackets, overalls, Capri or cropped pants (pants should touch the top of the ankle), shorts, athletic shoes, sport shoes, Crocs, Uggs, slippers, thong-style sandals or flip-flops.
• Casual (Fridays and Weekends):  Casual clothing is permitted on Fridays and over the weekends as a benefit, and employees should keep in mind they are dressing for work:
• Appropriate casual attire includes:  Jeans, denim items, capris, cropped pants, athletic shoes.

Field Staff employees are expected to follow the Casual dress code (as outlined above) with the following notable differences:

• Field staff must wear closed-toe shoes for safety reasons.
• Field staff may wear walking shorts (shorts that fall just above the knee) with clean tennis shoes.  Shorts may not be worn with sandals.
• Field staff may wear scrubs, as long as they are free of non-Agency identification.
• Field staff may not wear dangling jewelry.

The VNA expects all employees to use their professional judgment as to their attire.  Employees who do not comply with the guidelines may be subject to disciplinary action and/or sent home to change to appropriate dress.

Professional Confidentiality (Also see Confidentiality)
Information about a patient or his/her treatment is confidential and should not be shared with any unauthorized individuals, in either written or verbal form.  Guidelines in maintaining confidentiality include:

• Do not discuss patients in public areas of the office (halls, elevators, lounge).

• Do not discuss a client with another client. 

• Do not document care in a public area (such as restaurant) or bring documentation regarding one patient into another patient's home. 

• Do not bring guests (including students, job candidates, children) with you to a client's home without your manager's prior knowledge and consent, as well as the consent of your client.

• If using a client's telephone to get information about another client, do not repeat confidential information out loud. 

• Maintain documents pertaining to a patient's care in a locked area. 

• Protect your own privacy by not sharing personal information with clients (lifestyle, religion, etc.).
  
  (Note that this is not an all-inclusive list)

Information regarding employees and volunteers is also confidential.  If there is an area of conflict, discuss it directly with the employee or volunteer, or with his/her supervisor only.

Each employee must commit to maintaining confidentiality by signing a confidentiality statement that defines areas of confidentiality relevant to your position.

Telephone Courtesy
Our business relies heavily on the telephone.  Always use courtesy when answering the telephone; identify yourself and speak in a clear, calm, and patient manner.  Keep personal calls to a minimum and use good judgment regarding confidentiality and personal matters when using a client's phone.

When placing a call from outside the agency (from a cell phone, home phone, or client’s phone), you can dial through the Agency system so that the caller ID will reflect the Agency’s name and phone number.  This ensures confidentiality of the name and number from where you call.  To use this service, dial 303-282-6769, listen for a new dial tone, then enter 369 # 9, followed by the 10-digit phone number.

Vehicle Use & Driving Record (Also see Compensation Program--Mileage Reimbursement)
If you use your personal vehicle on Agency business and/or submit mileage reimbursement requests, then you must comply with the Agency’s Vehicle Use (#2022) and Mileage Reimbursement (#2017) policies.  Motor vehicle records (MVR) of any employee with driving duties will be checked by the Agency on a random basis, to meet insurance liability guidelines.  Your driving record must meet certain standards, as follows:

• Acceptable or Marginal Ratings:  You may be allowed to operate company-owned vehicles or your personal vehicle(s) on company business.

• Probation Rating:  You will have your MVR reviewed semi-annually.  Any increase in violations or accidents may result in removal from a position that requires driving and may result in discharge for failure to meet qualifications.

• Unacceptable Rating:  You may not operate company-owned vehicles or your personal vehicle on company business; this may result in discharge for failure to meet qualifications.

Any employee with driving duties and/or claiming mileage reimbursement is required to report any moving violation or accident to the Agency within 7 calendar days of the violation or accident.  When examining instances of automobile accidents, the comparative fault of the applicant or employee may be considered.

Any employee with driving duties and/or claiming mileage reimbursement must possess a valid driver’s license.  In the event that your driving license is revoked, you must notify your manager immediately.  In addition, you must submit proof of in-force insurance coverage that is in the form of a policy declarations page; minimum limit of coverage is $100,000 combined coverage.  These documents (copy of driver’s license, policy declarations page) are submitted to the Payroll Department, so they can process mileage reimbursement requests.

The Agency also checks the MVRs of applicants for employment (if they have driving duties associated with their position).  Check with your supervisor if you are uncertain if your position requires driving duties.

COMPENSATION PROGRAM

The Agency maintains a pay and performance program aimed at providing ongoing pay and performance review.

Holiday Compensation
Visiting Nurse Association observes specific holidays each year, and the office is closed during these holidays.  Only essential personnel will be scheduled to work on an actual or an Agency recognized/observed holiday.  Management will determine essential personnel, based upon the needs of our patients, contractual obligations and other factors at management discretion.  Those who are designated as essential personnel will be scheduled in advance by the immediate supervisor.  In all cases, prior written approval is required from your supervisor or from a Director, Division Manager, VP, CFO, or CEO.  All others choosing to work a holiday (observed or actual) will not be eligible for special holiday pay.  Nonessential employees will receive normal bi-weekly salary, hourly rate, or per visit compensation only.

After the required approvals are obtained and you are scheduled to work on a holiday, you will be paid as follows:

1.      Actual Holiday ( Holiday falls on a weekday)

2.      Agency Observed Holiday ( Holiday falls on a weekend)

If the actual holiday falls on a Saturday, VNA will observe the holiday on the Friday before.  If the actual holiday falls on a Sunday, VNA will observe the holiday on the following Monday.

You must work your scheduled shift immediately before and immediately after the holiday to be eligible for holiday pay.  Appointed benefits eligible employees on paid leave of absence will receive holiday pay.  Those on unpaid leave will not receive holiday pay.  As with other forms of non-work pay, holiday hours do not count toward overtime.

Incentive Compensation (Bonuses)
A wide range of incentives is offered currently to those employees who are highly productive or refer other employees to the Agency.  Brief descriptions of some plans are provided here; for more detailed information see your manager or Human Resources.

Employee Referral Bonus Program:  Any Agency employee (excluding Human Resources staff and the hiring manager) who refers an applicant to a designated caregiver position may be eligible for a referral incentive bonus.  Caregiver positions currently eligible are:  Nurses (RN or LPN) and therapists.  Other positions may occasionally be designated by the Director of Human Resources as eligible for this program, based on current recruitment needs.  Bonuses are determined as follows:

• $1,000 for appointed nurses or therapists working 1.0 FTE (40 hours per week).  Bonuses are prorated for those working less than 1.0 FTE.  For example:  an FTE of .5 would result in a referral incentive amount of $500.
• The new employee must work a minimum of .5 FTE (20 hours per week).
• Rehires must have had a minimum of 12 months’ break in service.
• Bonus is payable in full at the satisfactory completion of six continuous months of appointed, full-time or part-time service, based upon actual time worked.  (The referring employee must be on active status when the employment period is completed.)

In addition, the Agency awards gift certificates for the referral of any hired non-appointed (per diem) nurse or therapist working a sufficient amount of time to justify the referral bonus.  The bonus is awarded after the completion of 3 months of successful employment.

Referring employees must complete a referral form in full and submit it to Human Resources prior to the date of hire of the applicant, in order to be eligible for this program.  The Referral Bonus Form is available on the web.

Hiring managers cannot refer a person and then claim a hiring bonus for hiring that person.  They are, however, eligible for the program if they make referrals to positions other than those in their own department/team.

Productivity Bonus:  Nurses and therapists may be eligible for a monthly productivity bonus based on exceeding the established standard for the number of visits made and other specified guidelines.  Paperwork timeliness (or proper electronic transmission of visits) and quality of care must be maintained for a bonus to be paid.  Check with your supervisor to see if your position is eligible.

Retention Bonus:  Currently a retention/hiring bonus is offered to newly hired appointed RNs and therapists, as well as to rehired appointed RNs and therapists who have had a minimum of 12 months break in service.  To be eligible for such a bonus, the employee must work a minimum of .5 FTE (20 hours per week).  One-half of the bonus is paid at the successful completion of six continuous months of appointed service, and the remaining half is paid at the first year anniversary, assuming satisfactory performance.  At this time, the bonus is $2,000 for a 1.0 FTE (40 hours per week).  This is pro-rated based upon FTE for all other appointed employees.  In the event that an employee changes FTE during the bonus period, the bonus amount will be calculated based upon the actual payroll hours over the past 6-month period.

Effective June 1, 2008, newly hired or rehired appointed LPNs are also eligible for the retention bonus.  The full-time (1.0 FTE) bonus is currently $1,000 for 1.0 FTE (40 hours per week), or a pro-rated amount based upon FTE, and administered as detailed above.

Based on current recruitment needs, the Director of Human Resources may designate other positions as eligible for this program.  Bonus amounts are determined on a case-by-case basis, based upon need and the hiring department’s operating budget, not to exceed $2,000.

Mileage Reimbursement  (Also see Personnel Expectations—Vehicle Use & Driving Record)
Employees may be reimbursed for miles driven from the first to the last official place of business and for official business during the workday.  Reimbursement is not awarded for travel from an employee’s home to the first place of business, or from the last place of business to the employee’s home.  Odometer readings may be requested for those submitting mileage expenses.  Mileage reimbursement requests must be submitted with appropriate documentation within 30 days of when the travel occurs in order to be reimbursed.  The current mileage reimbursement rate may be obtained from your supervisor or the Payroll Office.

Employees who drive must maintain auto insurance coverage with at least $100,000 combined coverage.  The Agency must have proof of valid driver’s license and current auto insurance on file to reimburse mileage expenses.  Employees are responsible for providing updated information prior to any given payroll as retroactive reimbursements will not be processed.  No reimbursement is made until proof of current insurance is received. 

Overtime Pay
Overtime must be authorized in advance by your supervisor.  All non-exempt employees will be paid a rate of one and one-half times their regular hourly rate for hours worked in excess of 40 hours in any one workweek, or in excess of 12 consecutive hours in a day.  Non-work time (i.e., PTO time, bereavement leave, etc.) will not be included in any computation for overtime pay.  With supervisory approval, overtime may be reduced by decreasing hours worked elsewhere in the workweek.  This may not be carried over into any subsequent workweek or from a preceding workweek.

Paycheck Discrepancies & Missing Visits
The Agency provides a detailed explanation outlining the amount of each employee’s gross pay as well as any statutory and voluntary deductions.  For caregivers employed by the Agency, a Service Report detailing visit dates, times and patients’ names is also provided at the time paychecks are distributed.  The Agency makes every attempt to verify the accuracy of the payroll information prior to issuing paychecks; however, it is your responsibility to review your paycheck/pay stub each payday and promptly notify your supervisor of any missing visits, or the Payroll Department for other discrepancies.  (Missing visits must be reported to your supervisor with patient name and date of visit.)

As part of your responsibilities, caregivers must completely and accurately document and chart each visit made within 48 hours of the visit.  The time reimbursed will be determined by the amount shown on the Service Report generated by the McKesson System.  Salaried/exempt caregivers who show a pattern of late visit documentation will be subject to corrective action which may include a reduction in FTE or termination of employment if the caregiver is unable to comply with Agency standards.

Promotional Increase
Receiving a promotion may result in a pay increase appropriate to your new job responsibilities.  Employees who are promoted enter a performance orientation period extending up to three months to evaluate appropriateness to the new position.  Your annual salary review date is adjusted to the anniversary date of the promotional increase.

Salary Administration
Employees are hired at a rate of pay within the pay range established for their position.  Consideration may be given for previous related job experience.

Appointed employees may be scheduled for a salary review on their anniversary date in the position.  Salary increases are based upon job performance, industry trends, the Agency's fiscal condition, and other business-related considerations.  Job changes, promotions, transfers and other events may alter the salary review date over time so that it no longer coincides with your original date of hire.

Per-visit levels and rates are evaluated within the context of the Agency's budget, individual performance, and other business-related considerations and are changed on an Agency-wide basis as determined by senior management.  They are not raised on an annual basis.

It is possible that you will reach the maximum for the job's salary range, after which you may not be eligible for an increase until such time as the salary range is adjusted.

Shift Differential
Shift differential pay may be awarded under certain circumstances for work hours scheduled outside of the normal workday.

PAYROLL INFORMATION

Electronic Funds Transfer (Direct Deposit) and Paycheck Plus Card
Employees have the choice of being paid through either Direct Deposit or Paycheck Plus.  The issuance of a manual paycheck is at the sole discretion of the Agency, and is typically utilized only for such things as initial setup in one of the above or other payroll circumstances outside the normal payroll cycle.

You may choose to participate in direct deposit, whereby funds are electronically transmitted to a personal bank account, generally on the morning of payday.  The first payday following election of direct deposit is for verification only.  On that payday you will need to pick up a regular paycheck at the office.  You are responsible for verifying that all information is correct—contact Payroll immediately if there is a discrepancy.  Direct deposit will begin on the pay period following the initial verification check.  Paycheck stubs for employees with direct deposit will be left in employee mailboxes or other designated areas, as will computer printouts or other information pertaining to payroll.

You also have the option of receiving your pay in the form of the Paycheck Plus card, which acts as a debit card anywhere VISA cards are accepted.  Details regarding privileges and fee schedules are distributed during orientation and are available from Payroll.

Remember that it’s your responsibility to contact the Payroll Department as soon as possible if you experience any changes to your direct deposit information (account change, bank change, account close, etc.), to ensure that your pay is deposited to the correct account.

Pay Periods/Pay Day
The Agency payroll is processed on a bi-weekly basis (26 checks per year).  Paydays are every other Friday, two weeks in arrears, with timesheets due to your supervisor Monday of the week before payday.  McKesson Horizon Homecare hours and visits must be entered in the system within 48 hours of service.

The workweek begins at 12:00 am Sunday and ends midnight on Saturday.

You are responsible for accurately reporting all hours, PTO used, or visits to be paid (via timesheet, telephony and/or computer) within the timeframe outlined above.  Hours worked must be reported even if off the clock, such as when minding the phones over the lunch hour or reading company e-mail before the official start of a shift.  Paperwork that is submitted after the cut-off date for the current payday will be paid on the next regular payday.

Paychecks are distributed by departmental managers to the employee whose name appears on the check.  Exceptions require written authorization submitted in advance.  You may elect to have your paycheck mailed by providing a written request to the Payroll department.

Payroll Statement
Each paycheck comes with a statement of earnings and deductions.  Earnings are itemized, as are deductions.  Required deductions include Federal and State income tax, based upon withholding requests, Denver Occupational Privilege tax for Denver employees, Social Security (FICA) and Medicare withholding.  Optional deductions authorized by employees, such as medical and dental benefits, are also indicated.  You are responsible for reviewing your paycheck stub closely (including Social Security number), and immediately reporting any discrepancy to the Payroll Department.

Payroll statements also itemize any additional deductions taken.  These may include fees deducted for unreturned or damaged Agency-owned equipment, cost for minutes exceeding the cap on Agency-issued cell phone usage, deduction taken for an inadvertent overpayment of wages, or adjustments made to correct benefits deductions.

The Agency does not allow deductions from exempt salaried paychecks that violate the FLSA Safe Harbor policy.  Deductions from salary are permissible when an exempt employee:

• is absent from work for one or more full days for personal reasons other than sickness or disability;
• is absent for one or more full days due to sickness or disability when in accordance with Agency PTO or Leave of Absence policies.

Deductions may also be made:

• to offset amounts received as jury or witness fees, or for military pay;

• for unpaid disciplinary suspensions of one or more full days imposed in good faith for workplace conduct infractions;

• for initial or terminal week of employment;

• for penalties imposed in good faith for infractions of safety rules of major significance;

• for weeks in which an exempt employee takes unpaid leave under the Family and Medical Leave Act (FMLA).  For absences under FMLA, either partial day or full day deductions may be made.

It is Agency policy to comply with the salary basis requirements of the FLSA.  Therefore, we prohibit all Agency managers from making any improper deductions from the salaries of exempt employees.  We want you to be aware of the Agency’s policy prohibiting deductions that violate the FLSA.

If you believe that an improper deduction has been made from your salary, you should immediately report this information to your direct supervisor or to the Payroll Manager.  Reports of improper deductions will be promptly investigated.  If it is determined that an improper deduction has occurred, prompt reimbursement will be made.

Time Sheets
The time sheet is the basic document authorizing payment of wages to all employees not on the McKesson Horizon Homecare laptop or telephony systems.  You are responsible for submitting your time sheet to your supervisor for approval.  All timesheets are due to your supervisor Monday of the week before payday.  McKesson Horizon Homecare hours and visits must be entered in the system within 48 hours of service.  Time submitted after the cut-off date for the current payday will be paid on the next regular payday.

TIME OFF/LEAVE BENEFITS

As part of total compensation, there are a range of benefits related to time off from work and leaves of absence.  Employment status determines eligibility for specific benefits.

Bereavement Leave

Appointed full-time and part-time employees, upon request, will be granted bereavement leave in the event of an immediate family member's death.  Immediate family includes the following:

Bereavement leave is for a maximum of three consecutive working days.  Additional leave may be arranged by using available PTO.  Bereavement leave for other than immediate family must be taken by using PTO and must be approved by your immediate supervisor.  At the Agency's discretion, proof of death may be requested.

Domestic Abuse Leave
Employees subject to domestic abuse may be eligible for leave of up to three unpaid working days in a 12-month period.  Accrued PTO may be used to cover this time upon request.

Family and Medical Leave (FMLA)
In accordance with the Family and Medical Leave Act of 1993 (FMLA), as of August 5, 1993, all employees (whether appointed or non-appointed) with at least twelve (12) months service and 1,250 hours worked during the preceding twelve (12) months are eligible for family/medical leave.  FMLA leave may be taken for up to twelve (12) workweeks (or as statutory law dictates) within a twelve (12) month period for any of the following reasons:

Basic Leave Entitlements:

1. Incapacity due to pregnancy, prenatal medical care, or childbirth.

2. To care for the employee’s child after birth or the placement of a child for adoption or foster care.

3. To care for the employee’s spouse, child (minor or disabled dependent), or parent in the case of a serious health condition.

4. For a serious health condition of the employee.  A serious health condition is defined as an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents a qualified family member from participating in school or other daily activities.

Military Family Leave Entitlements:

5. Any qualifying exigency that arises out of the fact that the spouse, son, daughter or parent of an employee is on active duty or has been notified of an impending call to active duty in the Armed Forces.  Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

6. To care for a service member of the Armed Forces, National Guard, or Reserves who incurred a serious injury or illness in the line of duty while on active duty.  Such injury or illness must render the service member medically unfit to perform the duties of the member's office, grade, rank or rating.  Employees who are the spouse, son, daughter, parent or next of kin are eligible.  The length of such leave, when combined with other FMLA qualifying leave, is limited to 26 weeks in the 12 month period.

Employees with questions about what illnesses or conditions are covered under these FMLA guidelines are encouraged to consult with the Human Resources Department.

Other FMLA Conditions:  Leave under this policy may be denied if the employee has taken twelve (12) or more weeks (or as statutory law dictates) of family or medical leave within the past twelve (12) month period.  Employees seeking leave because of the birth, adoption, or foster placement of a child must begin such leave within twelve (12) months after the date of such birth, adoption or foster placement.

If an employee does not meet the above requirements or wishes to take a Leave of Absence for other reasons, he or she would not qualify for FMLA Leave (see Personal Leave).

Pay under FMLA:  FMLA may be paid, unpaid, or a combination of paid and unpaid, depending upon the circumstances.  Earned PTO (and ELB hours, if applicable) must be used when taking Family Leave and is counted as part of the leave.

Example (assuming a twelve-week FMLA):  If an employee has four weeks of PTO accrued, the first month of leave will be paid by PTO.  The remaining eight-week portion of FMLA (12 weeks – 4 weeks = 8 weeks) will be unpaid.

If a husband and wife both work for the Agency, they are entitled to a combined leave of twelve (12) weeks total (or as statutory law dictates).

Intermittent FMLA:  Under some circumstances, employees may take FMLA leave intermittently.  Leave for birth, adoption, or foster care leave is to be taken at one time.  Other types of family leave may be taken on an intermittent basis, such as a reduced number of workdays per week or reduced number of hours per day, as agreed upon with the supervisor.  The Agency may ask for medical certification.  If intermittent leave is taken, the Agency may require the employee to transfer temporarily to an available alternative position, which better accommodates recurring leave periods.

FMLA Notice and Certification:  Except where leave is not foreseeable, all employees requesting leave under this policy must submit the request in writing to their immediate supervisor, with a copy to the Human Resources Department.  When an employee plans to take leave under this policy, the employee must give the Agency a 30-day notice.  If it is not possible to give a 30-day notice, the employee must give as much notice as is practicable (usually within not more than 1 or 2 business days of when the need became known).  An employee undergoing planned medical treatment is required to make a reasonable effort to schedule the treatment to minimize disruptions to their department’s operations.  If an employee fails to provide a 30-day notice for foreseeable leave, with no reasonable excuse for the delay, the leave request may be denied until at least 30 days from the date the employer receives notice.  While on leave, employees are requested to report periodically to the Agency regarding the status of the medical condition, and their intent to return to work.

Benefits during FMLA:  During FMLA, the employee will retain benefits at the same level as prior to taking leave.  If the leave is paid, payroll deductions will continue as before; if the leave is unpaid, premiums must be made by the employee to remain in the group plans.  The payment must be received by the first day of each month.  If the payment is more than 30 days late, the employee’s benefit coverage may be dropped.

If the employee chooses not to return to work for reasons other than a continued serious health condition, the Agency will require the employee to reimburse the Agency the amount it paid for the employee’s Agency-paid health insurance premium during the leave period.  The Agency may require any employee claiming to be unable to return to work because of the continuation, recurrence, or onset of a serious health condition to submit a certification by a health care provider.

Employee Status After FMLA:  Upon returning from FMLA, the Agency will provide the same or an equivalent job.  The Agency may choose to limit the reinstatement rights of certain highly compensated employees.

Fitness-for-Duty Certification:  The Agency may require a fitness-for-duty certification prior to restoration for employees taking leave for a serious health condition.  The Agency reserves the right to make additional medical inquiries and/or require follow-up examinations, at its expense, to ensure that employees can safely perform all the functions of the job.  These medical inquiries will be conducted in accordance with the Americans with Disabilities Act.

Holidays
The Agency currently recognizes six holidays each year.  Appointed (benefit eligible) employees are paid for designated holidays prorated based upon FTE (full-time equivalency).  There is no waiting period for holiday pay.

• New Year's Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Day

The Agency is typically closed on the day observed for these holidays, and only essential personnel are scheduled to work.  Office employees not regularly scheduled to work when the Agency recognized holiday occurs will take an additional day off in the same pay period.

For caregivers (field personnel), holiday pay practices apply to the actual holiday, not the observed holiday.  Appointed caregivers not scheduled to work the actual holiday may elect to take another day off during the same pay period.  Caregivers scheduled to work on the actual holiday will receive holiday compensation in addition to regular pay, but will not have an additional day off.

See Holiday Compensation for additional details on methods of payment (and the approval process) when working a holiday.

Jury Duty
Appointed employees who are selected for jury duty shall be paid their regular wages for the first three days of jury service (in addition to any payment provided by the court).  If jury service continues beyond the third day, benefited employees shall be compensated the difference between base pay and jury duty pay as provided by the court, to a limit of two weeks.

On-call employees selected for jury duty shall be reimbursed for hours which would have normally been worked on the day(s) of juror service, to a maximum of $50.00 per day, if the employee's schedule for the three months immediately preceding the juror service indicates a pattern of working on the day(s) affected.  On-call employees whose jury service continues beyond the third day shall be compensated the difference between the employee's base pay and jury duty pay, using the guidelines indicated above up to a limit of two weeks.

Upon completion of jury duty employees must present their juror service certificate to Payroll or Human Resources.

Leave Without Pay (LWOP)
Leave Without Pay (LWOP) may be used in certain limited circumstances to grant an employee time off.  LWOP is used when an employee has no PTO hours remaining in their bank or is unable to use accrued hours (due to the three-month orientation period or other special circumstances, for example).  LWOP is to be taken only with approval of the supervisor or manager.

Military Leave
Employees who are a member of the National Guard or any reserve unit or reserve branch of any of the armed forces of the United States may annually be given a 2-week leave without pay from their duties with the Agency.  During periods of active duty, leave will be accommodated in accordance with current law.  Military leave will not adversely affect salary treatment or other benefits.

Paid Time Off (PTO)  
Full-time and part-time appointed employees begin accumulating a PTO bank from date of hire (or date when employee status is changed from on-call to appointed) but are not eligible to use PTO until completing 3 months of employment.  The PTO bank of hours is used to pay the hours when work is missed due to illness or personal time off.

Effective March 2, 2008 PTO accrual rates are as follows:

PTO is paid at the employee's base rate of pay excluding overtime, shift differential, bonus, etc.

Effective February 18, 2007, newly appointed management (defined as employees holding a position in EEOC job category 1) will be assigned a PTO date equal to one year greater than hire, thereby beginning accruals in the 1 though 5 year group.

Employees who change status from non-appointed (on-call or temporary) to appointed (full-time or part-time), begin accruing PTO on the effective date of the change.  Accrual is based upon the length of time the employee has been continuously employed in an appointed, benefit-eligible position.

Non-exempt employees may take PTO in quarter-hour increments, since they are paid an hourly rate for hours worked.  Exempt (non hourly) staff will be paid based on the employee’s regular workweek in half-day or full-day increments.  Smaller increments of PTO payments will be made for exempt staff only under the terms of the Family & Medical Leave Act of 1993.

You may not borrow against your future PTO nor take more PTO than has been accrued.  With manager approval, PTO may be donated from one employee to another in cases of emergency need, assuming the receiving employee has at least one year of appointed service.  Donated PTO is to be used for medical or related emergency situations when the receiving employee has depleted his or her own accrued PTO.  Participation in the PTO Donation Program is limited to one occurrence within a rolling twelve-month period.  PTO Donation Request Forms are located in Human Resources.

You should present a written request for scheduled time off to your supervisor for approval at least two weeks in advance.  Any time off which exceeds two weeks in length requires second level approval.  Requests for time off during the period from November 1 through January 2 should be submitted in writing prior to October 1 (earlier in some departments).  In the event there are multiple requests for the same time period, supervisors will approve requests based first upon the staffing need for the time period in question, followed by the employee's previous PTO requests, length of service, and "first come" basis.  During peak seasons, departments may limit vacation time to provide maximum client service.  Check with your supervisor for details specific to your position and department.

The maximum number of hours which may be in any employee’s PTO bank at any time is 250 hours.  Any unused, accrued PTO is paid in full upon termination of employment or upon reclassification to on-call status.

Extended Leave Bank (ELB) :  Between November 1, 1987 , and January 1, 2003 , any hours in excess of 250 in an employee’s PTO bank were transferred to their Extended Leave Bank (ELB) at the end of each calendar year.  The maximum accrual in any employee’s ELB is 240 hours, and this balance is not paid upon separation.  ELB hours may be used, after three consecutive days have been missed, for coverage of time off due to illness or disability.  No employee will accrue additional hours in their ELB.

Using PTO :  If you miss work during your initial orientation period, you will not be paid for the day(s) missed.  After completion of the 3-month orientation period, you are paid for missed days by taking accrued time out of your PTO bank.  If insufficient PTO has been accrued, then time off is unpaid.  If you miss more than three consecutive days due to illness, you may use your ELB if:  1) you have an ELB balance; and 2) you are on an approved Medical Leave of Absence.  You should contact your supervisor directly in the event of an illness and keep him or her informed on a daily basis.

If you miss three or more days of work, you may be asked to present a fitness-for-duty certification from your physician upon return.  Supervisors have the authority to request a medical verification of illness or medical ability to work if attendance or performance is substandard.

Parental Involvement Leave
Effective August 5, 2009, appointed employees, both full-time and part-time, may be eligible for a Parental Involvement Leave.  To be eligible, you must be the parent or legal guardian of a child in grades K-12 and work in a non-supervisory capacity.  Eligible employees can take leave for academic activities such as:  parent-teacher conferences, special education services, response to intervention, dropout prevention, and attendance, truancy, or other disciplinary issues.  This leave is unpaid, however employees may wish to substitute accrued PTO for this time.

Parental Involvement Leave allows full-time appointed employees a maximum of 18 hours in an academic year; part-time employees will be eligible for a pro-rated amount.  No more than 6 hours per month may be taken as Parental Involvement Leave.

Except in emergencies, you must give at least one calendar-week advance notice to your supervisor.  The Agency reserves the right to request written verification of the academic activity from the school or school district.

Personal Leave of Absence
All employees may request a personal leave of absence through their supervisor, after completing the initial orientation period.  A leave of absence will be deemed to be a “personal leave” only in those cases in which the leave does not qualify for a Family and Medical Leave Act (FMLA) Leave of Absence or for a Military Leave of Absence as defined by the Uniformed Service Employment and Re-employment Rights Act (USERRA).

You should make your request in writing a minimum of 30 days in advance of the leave, in the event that the leave is foreseeable.  In all cases, Personal Leave is granted at the sole discretion of the Agency; business needs as well as patient staffing requirements will dictate whether or not a Personal Leave request may be granted.

Personal Leave is a maximum of 30 calendar days or 4 normally scheduled workweeks.  Earned PTO is used prior to using unpaid time off.  PTO benefits are not accrued during an unpaid leave.  Salary and performance review dates will be adjusted equivalent to the length of the leave.  If the leave is to be without pay, benefits must be paid in advance to keep coverage in effect during the leave, and employees pay their own premium plus a pro-rated portion of the Agency’s contribution, based upon the percentage of unpaid time.  Contact Human Resources for additional information.

In the event that you do not return to work at the end of the approved Personal Leave period, termination of employment will occur.  Such termination of employment will be deemed  voluntary.  If you leave in good standing and wish to return at a later date, you may apply for any open position for which you are qualified and will be considered with other candidates.

Please contact Human Resources prior to any leave of absence request to make the necessary arrangements for benefit continuation, etc. during the leave period.

Time off to Vote
Under most circumstances, it is possible for employees to vote either before or after work.  If it is necessary for you to arrive late or leave early to vote in any election, you should arrange this with your supervisor no later than one day prior to the election.  Time off to vote is unpaid, however employees may elect to use their accrued PTO.

INSURANCE BENEFITS

Currently the Agency provides a comprehensive benefit package to take care of the insurance needs of appointed employees and their families.  The benefits described in this section apply ONLY to appointed employees.  A full-time appointed employee is one with a FTE of .75 to 1.0 (30-40 hours/week); a part-time appointed employee is one with a FTE of .5 to .74 (20-29 hours/week).  Premiums are paid through payroll deduction semi-monthly, and may be taken on a pre-tax, tax-favored basis.  Available benefits include:

• Dental Insurance
• Employee Assistance Program
• Flexible Spending Accounts
• Group Term Life Insurance
• Health Insurance
• Long Term Disability Insurance

Employment status determines eligibility for these plans.  The information provided below is not a complete description of each plan.  Except where noted otherwise, you must enroll within the first 30 days of your employment or change to appointed status, or during the Agency’s open enrollment period.  Once you have made your benefits elections, you may not add, change or cancel your elections until the next open enrollment period except for changes in family status (marriage, divorce, birth, adoption, spouse loss or gain of insurance eligibility, or substantial change in hours).  You MUST notify Human Resources within 30 days of a change in family status.

For more detailed information, contact Human Resources or consult the specific insurance plan documents.  All statements are subject to the contract with the respective insurance carrier.  In the event of a conflict between the Handbook and the insurance plan document, the latter governs.

Dental Insurance
Appointed full-time and part-time employees are currently eligible for group dental insurance as provided through our designated carrier.

Employee Assistance Program
The Employee Assistance Program (EAP) is a confidential resource for appointed employees and their families.  Personal stresses affect not only an individual’s life, but also the quality of an individual’s work.  The goal of the EAP is to minimize the effects of personal stresses on both your life and your work.

Employees who have a substance abuse or dependency problem are strongly encouraged to obtain counseling through the EAP.  Appointed full-time and part-time employees may use this program, and complete confidentiality is guaranteed when participation is voluntary.

Flexible Spending Accounts
Currently, flexible spending accounts are available to appointed full-time and part-time employees to set aside money on a pre-tax basis to pay for expenses that are not reimbursed by medical, dental, and vision plans.  Monies also can be set aside in a separate account to pay for day care expenses.

The maximum amounts that may be set aside for the Flexible Spending Accounts apply.  Rather than paying these expenses on an after-tax basis, this program currently allows employees to pay on a pre-tax basis.  Restrictions apply; see Human Resources for more information.

Group Term Life Insurance
Appointed, full-time employees who regularly work at least 30 hours per week currently receive $10,000 of group term life coverage and $10,000 of accidental death and dismemberment insurance at no cost to the employee.  Supplemental coverage for employees and their family members is also available to eligible employees at group rates.

Health Insurance
Appointed employees, both full-time and part-time, may elect health insurance coverage under any of the following circumstances:

• As a new or rehired employee;
• When changing from a non-appointed position into an appointed, benefit-eligible position; or
• Within 31 days of a qualifying event, defined as a significant change in insurance eligibility, marriage, divorce/legal separation, birth, adoption, or death.

Coverage for newly hired and rehired full-time and part-time employees is effective the first day of the month following thirty (30) days of employment.  For employees with a qualifying change of employment status or a qualifying event, coverage is effective on the first day of the month following the change.  Newborn and newly adopted children are covered under the plan as of the date of birth, placement, or adoption.

Employees who wish to change their choice of health plan for any reason not listed above may do so ONLY during the open enrollment period in November (effective January 1) of each year.  Contact a Human Resource Representative for details.

Long-Term Disability Insurance
Group long-term disability coverage is currently available to appointed, full-time employees.  Rates are based upon your age and base salary.

COBRA
Under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), employees who are covered by a group health plan are eligible for temporary extension of the health coverage in certain instances.  Continuation coverage is available if an employee loses group health coverage because of a reduction in hours of employment or the termination of employment for reasons other than gross misconduct.  Family members are also eligible for continuation coverage in the event of an employee’s death, divorce or legal separation, a dependent ceases to meet the plan's definition of dependent child, the termination of employment, or entitlement to Medicare benefits.

It is your responsibility to promptly notify the Agency of any family event that would qualify you or a dependent(s) for COBRA coverage.  COBRA only applies to those who have health insurance coverage at the time of the qualifying event.  More details are available from Human Resources.  The "Initial Notice of Continuation Coverage" is distributed to eligible, benefited employees.  You may obtain another copy of this notice at any time.

HIPAA  
Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), COBRA has been modified to extend coverage to COBRA participants who become disabled after termination, but within the first 60 days of COBRA continuation coverage.  HIPAA also extends COBRA coverage to include children born to a covered employee during a period of COBRA continuation coverage.

HIPAA restricts the extent to which group health plans may impose pre-existing condition limitations and increases your right to information about the health plan as well as material modifications to the plan.

OTHER BENEFITS

The Agency also currently offers several other miscellaneous benefits such as Credit Union membership in the Sooper Credit Union or the Colorado State Employees Credit Union, Dining Dollars, and discounted movie tickets.

403(b) Retirement Savings Plan
A mutual fund plan through The American Funds Group is currently in place for all employees who choose to set aside money for retirement. The plan is a 403(b) Plan, which allows you to take money out of your paycheck on a pre-tax basis and have the earnings grow tax-deferred.  There is no waiting period for enrollment, and you may enroll or stop or change the amount of your contributions at any time.  Your contributions are immediately vested. 

Effective April 1, 2006 , the Agency offers a 50% matching contribution to a defined cap.  There is a 1-year service requirement for the match with a 2-year vesting schedule.  Employee contributions are, however, always fully and immediately vested.  The matching cap amount is reviewed annually.  Check with a benefit representative for current details.

Agency Property/Equipment
Electronic communication systems provided by the Agency (including but not limited to e-mail and voicemail) are provided for the purpose of efficient communication and performance of job duties.  Information contained on any Agency electronic communication system is considered Agency property, should not be assumed to be private, and may be accessed by authorized Agency representatives for business reasons, at any time, with or without notice.

Likewise, any tangible Agency property or equipment provided to you is intended to be used for business reasons, remains the property of the Agency and is subject to inspection and/or search.  Failure to abide by the Agency’s policies on electronic communication may result in disciplinary action, up to and including termination of employment.

For those employees whose work schedule requires entry to the Agency during non-workday hours, an access key/code for the entryways may be issued at the request of your supervisor.  This key/code is not to be shared with any other employee under any circumstance.  Access can be disabled at any time by the building proctor.

Bonding
All caregivers are bonded.  An accusation of theft typically is supported by documentation such as a police report and investigation.

Caregiver Equipment
Caregivers may receive equipment and supplies in order to perform their job.  There is a nominal charge for some items, and you will be charged for Agency items reported as lost or stolen.  The cost for lost items will be deducted from your paycheck.

Equipment issued may include (but is not limited to):  Nursing bag, stocked (deposit required for on-call staff); stethoscope; BP cuff; CPR mask; support belt; transfer belt (charged item); baby scale; flashlight; digital pager; cellular phone; laptop computer; voice mailbox.  These items must be returned in the event that you terminate employment.

Education Benefits
It is currently the Agency's practice to provide training and development opportunities for employees.  You are encouraged to further yourself through both Agency-offered and community programs.

An Agency new hire orientation is provided for all staff.  In addition, in-services (with Continuing Education Units) may be provided regularly for all disciplines of caregivers.  Classes to teach personal care and certified nurses aide skills may also be offered periodically in the Denver office.

Agency funds may be available to attend work-related courses or workshops in the community.  Employees who have been with the Agency greater than one year may be eligible for a limited reimbursement, based upon the current budget.  Contact your supervisor for information.

Liability/Malpractice Insurance
The Agency currently covers liability and malpractice insurance.  It is recommended that professionals carry their own professional liability insurance as well.

Statutory Benefits
All employees have Social Security (FICA) benefits deducted from their wages, and the Agency contributes an equal amount.  Federal and State taxes are deducted based upon the W-4 completed upon hire.  You may change withholdings at any time by completing a new W-4 form and submitting it to Payroll .  Denver Occupational Privilege Tax (head tax) is deducted monthly from all employees who work out of the Denver office and earn over $500 in the month.  All employees are covered by both Workers Compensation and Unemployment Compensation laws when applicable.

Tuition Reimbursement Program
A tuition reimbursement program is available to appointed employees who have completed a minimum of one year of appointed service with the Agency.  Reimbursement for job-related college level courses is available when you complete the course with a passing grade and proof of payment of the tuition.  The college or university must be accredited, and you must be enrolled in a degree program.  Requests for tuition reimbursement must be made in writing at least seven days prior to beginning classes.  The form to request reimbursement may be requested from Human Resources or downloaded directly from the web.

HEALTH AND SAFETY

Employee health and safety, as well as that of patients and co-workers are of great importance and are a responsibility we all share.  Health and safety programs and procedures have been developed for everyone’s protection.

Exposure to Hazards
Employees providing patient care may inadvertently become exposed to contagious disease or other sources of infection.  In the event of exposure, contact your supervisor or Human Resources immediately. Standard Transmission Based Precautions, as established by the Center for Disease Control (CDC), are to be followed at all times.  Use Personal Protective Equipment (PPE), i.e. gloves, masks, etc., as appropriate.  ALWAYS WASH HANDS THOROUGHLY BEFORE AND AFTER PATIENT CONTACT for a minimum duration of 15 seconds with soap and water or alcohol-based sanitizer.

It is the responsibility of employees who have contracted a contagious disease which may be transmitted to others or who are immunosuppressed to notify their immediate supervisor and/or Human Resources for reasonable accommodation.  Caseloads may be restructured as appropriate.

Direct patient caregivers who have weeping skin conditions must refrain from all direct patient care and handling of patient care equipment until the condition resolves or is evaluated by a physician or the Infection Control Nurse.

Fitness for Duty
You are required to meet performance standards, according to your assigned duties, during your assigned work hours.

If a supervisor identifies or receives a report of identification of an employee who may be unfit for duty, every effort will be made to rectify the situation, according to procedures outlined in Agency policy.  As appropriate, action may be taken to escort or arrange for safe transport of the employee to a physician or emergency medical facility or refer the employee to the Employee Assistance Program or other assistance service.

If use, possession, or distribution of drugs, controlled substances, or alcohol is suspected of adversely affecting job performance, job safety, or the Agency’s liability, employees, their possessions, and Agency-issued equipment are subject to search and inspection while on Agency premises or while conducting Agency business.

Health Examinations
Currently, all employees who provide hands-on care must provide the Agency with a notice of immunization when hired.

Hepatitis B Vaccine and TB Screening
All caregivers are encouraged to complete the Hepatitis B series.  Caregivers who provide direct patient care are offered Hepatitis B vaccine at no cost.  In addition, annual TB screening is conducted at no charge.  TB screening, including questionnaire, PPD or x-ray as appropriate, is required at least annually for all employees performing patient care.  See your Nurse Manager or Infection Control Nurse for more information.

Injury on the Job
Any work-related injury or hazardous exposure, no matter how slight, must be reported in writing immediately to either your supervisor or Human Resources.  If medical attention is needed, you will be given a list of designated providers from which to choose.  You may be responsible for medical expenses from any non-designated provider.  

If an injury/exposure is life threatening, or occurs after business hours, go to the nearest emergency room.  Follow-up care with one of our designated medical providers will be required. 

In the event that you incur an injury which limits your ability to perform your regular job, an effort will be made to find modified duty for you until you are returned to full duty.  Modified duty is determined by management and depends upon the positions currently available and your related skills.  It is limited in duration.

Occurrence Reporting
You are required to promptly report any adverse incident which occurs in the course of your work.  These include accidents, theft, loss or damage to property, and incidents involving patients, whether or not you were directly involved.  You should report the incident to your supervisor immediately and complete the appropriate occurrence report.

Safety Guidelines
It is the Agency's intent to provide a safe working environment for all employees.  Caregivers, however, are often in situations where the environment is not controlled.  In all circumstances, the following rules are to be adhered to:

• The use, sale, manufacture, or possession of unlawful drugs on Agency premises, or while on Agency business, is prohibited. 
• The use, sale, or possession of alcohol while on Agency business or Agency premises, without the authorization of the President, is prohibited.
• No horseplay is allowed.
• Keep work area clear and orderly; clean up spills promptly.
• Use proper body mechanics and available devises (i.e., lifts, belts) when lifting, transferring, or moving patients or objects.  Certified Nurse Aides are not to do total lifts without approval and training.
• Do not engage in any activity which is beyond current physical ability or training.
• Do not use defective equipment.
• Wear a seat belt while in the car, whether you are the driver or the passenger.
• Do not use cell phone while driving.
• Obey speed limits and traffic laws at all times when driving.
• Practice defensive driving and under no circumstances drive while under the influence of drugs or alcohol.
• Follow applicable standards of hygiene and universal precautions for patient care; dispose of sharps, soiled supplies, etc. in approved containers.  Wear appropriate protective equipment (gowns, masks, gloves, etc.) as well as sturdy, covered footwear.
• Place safety above speed in any situation; employee and patient safety is most important.

If unable to perform patient care due to a safety concern, leave the area immediately and then contact your supervisor.

EMPLOYEE RELATIONS

Corrective Action
All employees are expected to conduct themselves as professional and accept responsibility for their behavior.  Your performance and conduct are major factors affecting the health and growth of our Agency.

Corrective action may be taken when performance or behavior is considered unacceptable by the Agency.  Steps taken may range from an informal discussion to discharge, depending upon the Agency's opinion of the seriousness of the situation.  Any action taken by Agency management in an individual case should not be assumed to establish a precedent in other circumstances.

Fraudulent Behavior
The Agency and its staff will comply with all applicable Federal, State and local laws.  Fraud and abuse will not be tolerated in any aspect of service or programs.  You are expected to perform your job duties free of fraud and abuse and to report any instances of fraud and abuse to the President and/or the Human Resources Director.  No employee will be disciplined, harassed or retaliated against in any aspect of employment for any good faith disclosure related to actual or perceived fraud or abuse. 

Caregivers are responsible for accurate documentation of patient care and the patient’s response to that care appropriate to the position’s scope of practice.  Failure to do so is grounds for disciplinary action, up to and including termination and/or report to external regulatory boards.  Examples of unacceptable behavior include documentation which states a visit was made when, in fact, no visit was made or the addition of information to a signed physician's order. 

Internal Dispute Resolution
Misunderstandings and differences of opinion sometimes occur.  It is important to work together to resolve these differences.  If you feel that you have been treated unfairly in the application of any practice (such as pay, benefits, scheduling, discipline or federal programs such as ADA or FMLA) or you are unclear as to the reasoning behind such action, you are encouraged to follow these guidelines.  Generally, direct and honest communication will clear up the misunderstanding or bring to light creative solutions.  Issues may be presented in either verbal or in written form.

1. You should first discuss the concern with your immediate supervisor.  Generally, this person will be most involved in the issue and able to resolve it promptly.

2. If your immediate supervisor is unavailable, or if the decision is unsatisfactory, see the Director of Human Resources.

3. If the problem remains unresolved, continue to the Director or Vice President for the area of concern.

4. If the matter is not resolved, final determination is by the President.

The problem may be resolved at any step of this process.  It is not required that each step be completed before proceeding to the next step.

Meetings
Department meetings, team meetings, quality care teams, etc. are held for disseminating information, resolving issues, interaction with peers, case conferences, etc.  You should consult with your supervisor to determine which meetings you are expected to attend.

Newsletter
An employee newsletter is currently published regularly to inform employees of Agency news, upcoming events, policies, benefits, etc.  It is also a forum for recognizing employee accomplishments and gathering input.  The newsletter is sent out via Agency e-mail.  It is also available for pickup in the Denver office.  An electronic version is posted on the web.  This is a valuable tool for keeping abreast of what’s transpiring at the Agency.  Please take the time to read it.

No Solicitation Policy
It is the policy of the organization not to allow any solicitation of employees by outside interests or by other employees.  If there are any questions, please consult with Human Resources.

Safe Workplace
The Agency strives to maintain a work environment free from intimidation, threats or violent acts.  This includes, but is not limited to: intimidating, threatening or hostile behaviors, physical abuse, vandalism, arson, sabotage, use of weapons, carrying weapons of any kind onto Agency property, or any other act which, in management's opinion, is inappropriate to the workplace.  In addition, offensive comments regarding violence will not be tolerated.  You are requested to report any incident of violence to your supervisor or the Director of Human Resources immediately.  Complaints will receive immediate attention and, if the facts warrant it, appropriate discipline will be taken against the offender(s).  Agency management reserves the right to inspect workstations and personal property in addition to Agency-provided materials without notice.  If you feel that your safety or that of your co-workers is in immediate jeopardy, you are encouraged to contact the proper law enforcement authorities immediately.

Total Quality Management
At times, the Agency uses Quality Care Teams to improve service both internally and externally.  Composed of a cross-section of field staff, office staff, and a representative of management, these teams meet regularly for a defined period of time to resolve their designated issue(s).  Staff members are encouraged to participate in those areas of interest to them.  For more information, contact your supervisor.

Acknowledgement of Employee Handbook Receipt

I have received a copy of the Employee Handbook for the Visiting Nurse Corporation of Colorado, Inc.  I understand I am to become familiar with the contents of the Handbook as it outlines my responsibilities, benefits, and Agency guidelines.  If I have questions, I understand that I should talk to my supervisor or a representative of Human Resources.

Further, I understand:  This Handbook represents a brief summary of some of the more important Agency guidelines and is not all-inclusive.

The Agency retains the sole right to change, modify, suspend, interpret, or cancel in whole or in part any of the published or unpublished personnel policies or practices.  The Agency can take such actions without advance notice and without having to give cause or justification.

  The contents of this Handbook do not constitute an express or implied contract of employment.  Only the President of the Agency has the authority to enter into any employment agreement for a specified duration.  Such agreement will be valid and binding on the Agency only if it is expressly set forth in a written document signed by the employee and by the President of the Agency.

  I have the right to end my work relationship with the Agency, with or without advance notice or cause.  The Agency has the same right.

Acknowledgement of Receipt
CONFIDENTIALITY STATEMENT

Visiting Nurse Corporation of Colorado, Inc. (VNCC or the Agency) is committed to maintain the confidentiality of our patients’ private and personal health information. Private and personal health information includes both medical information and individually identifiable information about any patient such as address, telephone number or other individual information. In accordance with its responsibilities, the Agency prohibits the unauthorized disclosure of personal and personal health information except as required by law. 

Personal health information is recognized as either medical information or individually identifiable information in electronic or physical form. Medical information is any information in possession of or derived from a physician or other provider of health care or a health care service plan regarding a member's medical history, mental or physical condition, or treatment. Individually identifiable information is that which contains any element of personal identifying information sufficient to allow identification of the individual, such as name, address, electronic mail address, telephone number, or Social Security Number, or other information that, alone or in combination with other publicly available information, reveals the individual's identity.

Each person acting on behalf of the Agency is required as a condition of the relationship to hold patients’ confidential information strictly in confidence. Such individuals may not disclose confidential information to another party except when needed to conduct business. The Agency maintains safeguards and enforces policies that protect the security of confidential information. Our patients have legal rights to be protected against any unauthorized disclosure and use of their personal and health information.  Failure to abide by this policy may result in severance of the relationship with the Agency.

Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Agency must maintain the privacy of all medical information of its patients. Also, HIPAA allows a number of patient rights, which includes:  a) the right to ask the Agency to restrict the uses and disclosures that will be made for carrying out treatment, payment and health care operations; b) the right to request that communications from the Agency be by alternative means or alternative locations; c) the right to amend personal health information; and d) an accounting of disclosures of personal health information for the previous six years.

Access to personal health information will be restricted to those who need to know that information to process claims and coordinate services.

The Agency maintains physical, electronic, and procedural safeguards that comply with applicable regulatory standards to guard personal health information.  All individuals are expected to maintain similar safeguards in the event that they maintain or access any personal health information off-site (e.g., home charts or travel charts).  In addition, the Agency requires all affiliated parties who maintain health records to enforce confidentiality policies and procedures within their facilities.

The Agency does not intentionally sell, distribute or otherwise disseminate personal and personal health information.  The Agency maintains contracts with its business associates, providers and contracting partners that require compliance with state and federal confidentiality laws, as well as compliance with Agency policies.

 I UNDERSTAND AND AGREE TO ABIDE BY THE CONFIDENTIALITY POLICY.

 The Visiting Nurse Corporation of Colorado is an affirmative action/equal opportunity employer
dedicated to excellence through diversity.

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Last Update: February 2010| Web Developer