Personnel Policies Template

[INSERT PRACTICE NAME]
PERSONNEL
POLICIES
TEMPLATE FOR A
PHYSICIAN PRACTICE
CONTENTS
Welcome New Employee!....................................................................................3
EMPLOYEE ACKNOWLEDGEMENT FORM ......................................................4
APPLICATIONS FOR EMPLOYMENT ................................................................5
ATTENDANCE AND PUNCTUALITY ..................................................................6
BEREAVEMENT LEAVE .....................................................................................7
BUSINESS TRAVEL EXPENSES........................................................................8
CONDUCT AND WORK RULES .......................................................................10
CONFIDENTIAL INFORMATION ......................................................................11
DISABILITY ACCOMMODATION ......................................................................12
DRUG AND ALCOHOL USE .............................................................................13
DRUG TESTING................................................................................................14
EMERGENCY CLOSINGS ................................................................................15
EMPLOYMENT CATEGORIES .........................................................................16
EMPLOYMENT TERMINATION ........................................................................17
EQUAL EMPLOYMENT OPPORTUNITY..........................................................18
EQUIPMENT .....................................................................................................19
HEALTH INSURANCE.......................................................................................20
HIRING OF RELATIVES....................................................................................21
HOLIDAYS.........................................................................................................22
IMMIGRATION LAW COMPLIANCE .................................................................23
JURY DUTY.......................................................................................................24
LIFE INSURANCE .............................................................................................25
LIFE-THREATENING ILLNESSES IN THE WORKPLACE ...............................26
MATERNITY LEAVE..........................................................................................27
MEAL PERIODS ................................................................................................28
MILITARY LEAVE..............................................................................................29
OVERTIME ........................................................................................................30
PAYDAYS..........................................................................................................31
PERFORMANCE EVALUATION .......................................................................32
PERSONAL APPEARANCE ..............................................................................33
PHONE AND MAIL SYSTEMS ..........................................................................34
PROGRESSIVE DISCIPLINE............................................................................35
REFERENCE CHECKS.....................................................................................36
RESIGNATION ..................................................................................................37
RETIREMENT PROGRAM ................................................................................38
SAFETY.............................................................................................................39
SEXUAL HARASSMENT POLICY.....................................................................40
SICK LEAVE BENEFITS ...................................................................................42
SMOKING..........................................................................................................43
SOLICITATION..................................................................................................44
TIMEKEEPING ..................................................................................................45
VACATION BENEFITS ......................................................................................46
VISITORS IN THE WORKPLACE......................................................................47
WORK SCHEDULES.........................................................................................48
WORKERS’ COMPENSATION INSURANCE....................................................49
Page 2 Revised 5/3/2006

[Insert Company Letterhead]
Welcome New Employee!

On behalf of your colleagues, I welcome you to our office, and wish you every
success here.
We believe that each employee contributes directly to our growth and success,
and we hope you will take pride in being a member of our team.
This handbook is designed to acquaint you with our office and provide you with
information about working conditions, employee benefits, and some of the
policies affecting your employment. You should read, understand, and comply
with all provisions of the handbook. It describes many of your responsibilities as
an employee and outlines the programs that benefit employees. One of our
objectives is to provide a work environment that is conducive to both personal
and professional growth.
No employee handbook can anticipate every circumstance or question about

policy. As we continue to grow, the need may arise to revise, supplement, or
rescind any policies or portion of the handbook as deemed appropriate, and with
sole and absolute discretion. The only exception to any changes is our
employment-at-will policy permitting you or management to end our relationship
for any reason at any time. Employees will, of course, be notified of such
changes to the handbook as they occur.
We hope that your experience here will be challenging, enjoyable, and

rewarding. Again, welcome!
Sincerely,

EMPLOYEE ACKNOWLEDGEMENT FORM
The employee handbook describes important information about our office and I
understand that I should consult my supervisor regarding any questions not
answered in the handbook. I have entered into my employment relationship
voluntarily and acknowledge that there is no specified length of employment.
Accordingly, either I or my employer can terminate the relationship at will, with or
without cause, at any time, so long as there is no violation of applicable federal
or state law.
Since the information, policies, and benefits described here are necessarily
subject to change, I acknowledge that revisions to the handbook may occur. All
such changes will be communicated through official notices, and I understand
that revised information may supersede, modify, or eliminate existing policies.
Furthermore, I acknowledge that this handbook is neither a contract of

employment nor a legal document. I have received the handbook, and I
understand that it is my responsibility to read and comply with the policies
contained in this handbook and any revisions made to it.
_____________________________________ ____________
EMPLOYEE’S SIGNATURE DATE
______________________________________
EMPLOYEE NAME (TYPED OR PRINTED)

APPLICATIONS FOR EMPLOYMENT
Our office relies upon the accuracy of information contained in the employment
application, as well as the accuracy of other data presented throughout the
hiring process and employment. Any misrepresentations, falsifications, or
material omissions in any of this information or data may result in our exclusion
of the individual from further consideration for employment or, if the person has
been hired, termination of employment.

ATTENDANCE AND PUNCTUALITY
To maintain a safe and productive work environment, we expect employees to

be reliable and to be punctual in reporting for scheduled work. Absenteeism and
tardiness place a burden on other employees. In the rare instances when
employees cannot avoid being late to work or are unable to work as scheduled,
they should notify their supervisor as soon as possible in advance of the
anticipated tardiness or absence.
Poor attendance and excessive tardiness are disruptive. Either may lead to
disciplinary action, up to and including termination of employment.

BEREAVEMENT LEAVE
Employees who wish to take time off due to the death of an immediate family
member should notify their supervisor immediately.
Up to three days of paid bereavement leave will be provided to employees.
Bereavement pay is calculated based on the base pay rate at the time of
absence.
Bereavement leave will normally be granted unless there are unusual business
needs or staffing requirements. Employees may, with their supervisor’s
approval, use any available paid leave for additional time off as necessary.
We define “immediate family” as the employee’s spouse, parent, child, sibling;

the employee’s spouse’s parent, child, or sibling; the employee’s child’s spouse;
grandparents, or grandchildren.

BUSINESS TRAVEL EXPENSES
Our company will reimburse employees for reasonable business travel expenses
incurred while on assignments away from the normal work location. All business
travel must be approved in advance by your supervisor.
Employees whose travel plans have been approved should make all travel
arrangements through our company’s designated travel agency.
When approved, the actual costs of travel, meals, lodging, and other expenses
directly related to accomplishing business travel objectives will be reimbursed by
the company. Employees are expected to limit expenses to reasonable
amounts.
Expenses that generally will be reimbursed include the following:
• Airfare or train fare for travel in coach or economy class or the lowest
available fare
• Car rental fees, only for compact or mid-sized cars
• Fares for shuttle or airport bus service, where available; costs of public
transportation for other ground travel
• Taxi fares, only when there is no less expensive alternative
• Mileage costs for use of personal cars, only when less expensive
transportation is not available
• Cost of standard accommodations in low to mid-priced hotels, motels, or
similar lodgings
• Cost of meals, no more lavish than would be eaten at the employee’s own
expense
• Tips not exceeding 15% of the total cost of a meal or 10% of a taxi fare
• Charges for telephone calls, fax, and similar services required for business
purposes
• Charges for laundry and valet services, only on trips of five or more days.
(Personal entertainment and personal care items are not reimbursed.)
Employees who are involved in an accident while traveling on business must

promptly report the incident to their immediate supervisor.
With prior approval, employees on business travel may be accompanied by a

family member or friend, when the presence of a companion will not interfere
with successful completion of business objectives. Generally, employees are
also permitted to combine personal travel with business travel, as long as time
away from work is approved. Additional expenses arising from such non-
business travel are the responsibility of the employee.

When travel is completed, employees should submit completed travel expense
reports within 30 days. Reports should be accompanied by receipts for all
individual expenses.
Employees should contact their supervisor for guidance and assistance on

procedures related to travel arrangements, expense reports, reimbursement for
specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense

reports to reflect costs not incurred by the employee, can be grounds for
disciplinary action, up to and including termination of employment.

CONDUCT AND WORK RULES
To ensure orderly operations and provide the best possible work environment,
we expect employees to follow rules of conduct that will protect the interests and
safety of all employees and the organization.
It is not possible to list all the forms of behavior that are considered
unacceptable in the workplace. The following are examples of infractions of
rules of conduct that may result in disciplinary action, up to and including
termination of employment:
• Theft or inappropriate removal or possession of property

• Falsification of timekeeping records
• Possession of firearms in the office
• Working under the influence of alcohol or illegal drugs
• Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in
the workplace, while on duty, or while operating employer-owned vehicles or
equipment
• Fighting or threatening violence in the workplace
• Boisterous or disruptive activity in the workplace
• Negligence or improper conduct leading to damage of employer-owned or
customer-owned property
• Insubordination or other disrespectful conduct
• Violation of safety or health rules
• Smoking in prohibited areas
• Sexual or other unlawful or unwelcome harassment
• Possession of dangerous or unauthorized materials, such as explosives or
firearms, in the workplace
• Excessive absenteeism or any absence without notice
• Unauthorized absence from work station during the workday
• Unauthorized use of telephones, mail system, or other employer-owned
equipment
• Unauthorized disclosure of business “secrets” or confidential information
• Violation of personnel policies
• Unsatisfactory performance or conduct

CONFIDENTIAL INFORMATION
All employees are expected to maintain the highest standards of ethics

regarding the treatment of confidential patient information. No employee shall
discuss the contents of any folder, or any other confidential information, with any
other employees, unless that employee has a specific need to know this
information.
Discussions regarding confidential patient information should never be held in

public places or corridors where other patients may hear that conversation.
No one other than an employee is allowed to physically handle a patient’s

record. Requests by attorneys to do so should be directed to the manager.
Medical records and x-rays are the property of the company and copies of these
documents can only be released by the written consent of the patient, or the
verbal release by the physician or manager.
No employee shall specifically abuse the privilege to confidential patient

information under any circumstances.
Violation of this confidentiality guideline can result in dismissal of an employee

without notice.

DISABILITY ACCOMMODATION
Our office is committed to complying fully with the Americans with Disabilities
Act (ADA) and ensuring equal opportunity in employment for qualified persons
with disabilities. All employment practices and activities are conducted on a
non-discriminatory basis.
Hiring procedures have been reviewed and provide persons with disabilities
meaningful employment opportunities. Pre-employment inquiries are made only
regarding an applicant’s ability to perform the duties of the position.
Reasonable accommodation is available to all disabled employees, where their

disability affects the performance of job functions. All employment decisions are
based on the merits of the situation in accordance with defined criteria, not the
disability of the individual.
Qualified individuals with disabilities are entitled to equal pay and other forms of
compensation (or changes in compensation) as well as in job assignments,
classifications, organization structures, position descriptions, lines of
progression, and seniority lists. Leave of all types will be available to all
employees on an equal basis.
We are also committed to not discriminating against any qualified employees or

applicants because they are related to or associated with a person with
disability. We will follow any state or local law that provides individuals with
disabilities greater protection than the ADA.
This policy is neither exhaustive nor exclusive. Our office is committed to taking
all other actions necessary to ensure equal employment opportunity for persons
with disabilities in accordance with the ADA and all other applicable federal,
state, and local laws.

DRUG AND ALCOHOL USE
It is the desire of our office to provide a drug-free, healthful, and safe workplace.
To promote this goal, employees are required to report to work in appropriate
mental and physical condition to perform their jobs in a satisfactory manner.
While on the premises and while conducting business-related activities off the
premises, no employee may use, possess, distribute, sell, or be under the
influence of alcohol or illegal drugs. The legal use of prescribed drugs is
permitted on the job only if it does not impair an employee’s ability to perform the
essential functions of the job effectively and in a safe manner that does not
endanger other individuals in the workplace.
Violations of this policy may lead to disciplinary action, up to and including

immediate termination of employment, and/or required participation in a
substance abuse rehabilitation or treatment program. Such violations may also
have legal consequences.
Employees with questions or concerns about substance dependency or abuse

are encouraged to discuss these matters with their supervisor to receive
assistance or referrals to appropriate resources in the community.
Employees with drug or alcohol problems that have not resulted in, and are not
the immediate subject of, disciplinary action may request approval to take
unpaid time off to participate in a rehabilitation or treatment program through
their health insurance benefit coverage. Leave may be granted if the employee
agrees to abstain from use of the problem substance; abides by all policies,
rules, and prohibitions relating to conduct in the workplace; and if granting the
leave will not cause our office undue hardship.
Under the Drug-Free Workplace Act, an employee who performs work for a
government contract or grant must notify us of a criminal conviction for drug-
related activity occurring in the workplace. The report must be made within five
days of the conviction.
Employees with questions on this policy or issues related to drug or alcohol use
in the workplace should raise their concerns with their supervisor without fear of
reprisal.

DRUG TESTING
Our office is committed to providing a safe, efficient, and productive work

environment for all employees. Using or being under the influence of drugs on
the job may pose serious safety and health risks. To help ensure a safe and
healthful working environment, job applicants and employees may be asked to
provide body substance samples (such as urine and/or blood) to determine the
illicit or illegal use of drugs and alcohol. Refusal to submit to drug testing may
result in disciplinary action, up to and including termination of employment.

EMERGENCY CLOSINGS
At times, emergencies such as severe weather, fires, power failures, or

earthquakes, can disrupt company operations. In extreme cases, these
circumstances may require the closing of our office. In the event that such an
emergency occurs during non-working hours closings will be announced by way
of a telephone tree system.
When operations are officially closed due to emergency conditions, the time off
from scheduled work will be paid. When a closing is not authorized, employees
who do not report for work must take available paid vacation time off.

EMPLOYMENT CATEGORIES
It is the intent of our office to clarify the definitions of employment classifications

so that employees understand their employment status and benefit eligibility.
These classifications do not guarantee employment for any specified period of
time. Accordingly, the right to terminate the employment relationship at will at
any time is retained by both the employee and our company.
Each employee is designated as either NONEXEMPT or EXEMPT from federal

and state wage and hour laws. Whether employees are exempt or nonexempt
basically depends on their duties and responsibilities. Exempt employees are
typically those employees whose primary duty is management, who regularly
direct the work of two or more employees, voluntarily exercise discretionary
powers and independent judgment, have the authority to hire and fire
employees, devote no more than 20% of their time to non-management or
administrative functions and/or perform work requiring knowledge of an
advanced type (usually a four year degree) in a field of service or learning.
Exempt employees usually include physicians, managers, administrators, some
assistant managers, physician assistants, and some registered nurses. Exempt
employees are excluded from specific provisions of the federal and state wage
and hour laws. These employees are not paid overtime.
Nonexempt employees are then those employees who fall under these wage
and hour laws and are entitled to a minimum wage, overtime pay, and must
keep records of their time worked. Nonexempt employees usually include
receptionists, medical assistants, LPN’s, bookkeepers, secretaries, insurance
clerks, file clerks, transcriptionists, medical records technicians, computer
operators, x-ray techs, therapy assistants, and some registered nurses and
assistant managers, depending on their duties.
If you have a question regarding your status, please consult with your
supervisor.

EMPLOYMENT TERMINATION
Termination of employment is an inevitable part of personnel activity within any

organization, and many of the reasons for termination are routine. Below are
examples of some of the most common circumstances under which employment
is terminated:
RESIGNATION - voluntary employment termination initiated by an employee.
DISCHARGE - involuntary employment termination initiated by the organization.
LAY OFF - involuntary employment termination initiated by the organization for

non-disciplinary reasons.
RETIREMENT - voluntary employment termination initiated by the employee

meeting age, length of service, and any other criteria for retirement from the
organization.
We will generally schedule exit interviews at the time of employment termination.

The exit interview will afford an opportunity to discuss such issues as employee
benefits, conversion privileges, repayment of outstanding debts to our office, or
return of company-owned property. Suggestions, complaints, and questions can
also be voiced.
Employees will receive their final pay on the next regular payday.
Employee benefits will be affected by employment termination in the following

manner. All accrued, vested benefits that are due and payable at termination
will be paid. Some benefits may be continued at the employee’s expense if the
employee so chooses. The employee will be notified in writing of the benefits
that may be continued and of the terms, conditions, and limitations of such
continuance.

EQUAL EMPLOYMENT OPPORTUNITY
In order to provide equal employment and advancement opportunities to all

individuals, employment decisions at our office will be based on merit,
qualifications, and abilities. Our organization does not discriminate in
employment opportunities or practices on the basis of race, color, religion, sex,
national origin, age, disability, or any other characteristic protected by law.
We will make reasonable accommodations for qualified individuals with known

disabilities unless doing so would result in an undue hardship. This policy
governs all aspects of employment, including selection, job assignment,
compensation, discipline, termination, and access to benefits and training.
Employees with questions or concerns about any type of discrimination in the

workplace are encouraged to bring these issues to the attention of their
immediate supervisor. Employees can raise concerns and make reports without
fear of reprisal. Anyone found to be engaging in any type of unlawful
discrimination will be subject to disciplinary action, up to and including
termination of employment.

EQUIPMENT
Equipment essential in accomplishing job duties is often expensive and may be

difficult to replace. When using property, employees are expected to exercise
care, perform required maintenance, and follow all operating instructions, safety
standards, and guidelines.
Please notify your supervisor if any equipment, machines, or tools appear to be

damaged, defective, or in need of repair. Prompt reporting of damages, defects,
and the need for repairs could prevent deterioration of equipment and possible
injury to employees or others. Your supervisor can answer any questions about
employees’ responsibility for maintenance and care of equipment used on the
job.
The improper, careless, negligent, destructive, or unsafe use or operation of

equipment can result in disciplinary action, up to and including termination of
employment.

HEALTH INSURANCE
Our company’s health insurance plan provides full-time employees and their
dependents access to medical insurance benefits.
Eligible employees may participate in the health insurance plan subject to all
terms and conditions of the agreement between our office and the insurance
carrier.
A decrease in employment hours or termination which would result in loss of

eligibility to participate in the health insurance plan may qualify an employee for
benefits continuation under the Consolidated Omnibus Budge Reconciliation Act
(COBRA).
Details of the health insurance plan are described in the Summary Plan
Description (SPD). An SPD and information on cost of coverage will be
provided in advance of enrollment to eligible employees.

HIRING OF RELATIVES
The employment of relatives in the same area of an organization may cause

serious conflicts and problems with favoritism and employee morale. In addition
to claims of partiality in treatment at work, personal conflicts from outside the
work environment can be carried into day-to-day working relationships.
Relatives of persons currently employed by our company may be hired only if

they will not be working directly for or supervising a relative or will not occupy a
position in the same line of authority within the organization. This policy applies
to any relative, higher or lower in the organization, who has the authority to
review employment decisions. Our employees cannot be transferred into such a
reporting relationship. If the relative relationship is established after
employment, management will decide who is to be transferred.
In other cases where a conflict or the potential for a conflict arises, even if there
is no supervisory relationship involved, the parties may be separated by
reassignment or terminated from employment.
For the purposes of this policy, a relative is any person who is related by blood
or marriage, or whose relationship with the employee is similar to that of persons
who are related by blood or marriage.

HOLIDAYS
Our company will grant paid time off to all employees for the following holidays:
• New Year’s Day (January 1)

• Good Friday (Friday before Easter)
• Memorial Day (last Monday in May)
• Independence Day (July 4)
• Labor Day (first Monday in September)
• Thanksgiving (fourth Thursday in November)
• Day after Thanksgiving
• Christmas (December 25)
• One Floating Holiday at the discretion of management
Holiday pay will be calculated based on the employee’s straight-time pay times
the number of hours the employee would otherwise have worked on that day.
To be eligible for holiday pay, employees must be in a pay status (such as at

work, on vacation, using sick time off) the last scheduled day immediately
preceding and the first scheduled day immediately following the holiday.
A recognized holiday that falls on a Saturday will be observed on the preceding

Friday. A recognized holiday that falls on a Sunday will be observed on the
following Monday.
If a recognized holiday falls during an eligible employee’s paid absence (such as

vacation or sick leave), holiday pay will be provided instead of the paid time off
benefit that would otherwise have applied.
By Federal law, paid time off for holidays will not be counted as hours worked for
the purposes of determining overtime.

IMMIGRATION LAW COMPLIANCE
Our company is committed to employing only United States citizens and aliens
who are authorized to work in the United States and does not unlawfully
discriminate on the basis of citizenship or national origin.
In compliance with the Immigration Reform and Control Act of 1986, each new
employee, as a condition of employment, must complete the Employment
Eligibility Verification Form I-9 and present documentation establishing identity
and employment eligibility. Former employees who are rehired must also
complete the form if they have not completed an I-9 with the company within the
past three years, or if their previous I-9 is no longer retained or valid.

JURY DUTY
Jury duty pay will be calculated on the employee’s base pay rate times the
number of hours the employee would otherwise have worked on the day of
absence.
Employees must show the jury duty summons to their supervisor as soon as
possible so that the supervisor may make arrangements to accommodate their
absence. Of course, employees are expected to report for work whenever the
court schedule permits.
Either our office or the employee may request an excuse from jury duty if, in our
judgment, the employee’s absence would create serious operational difficulties.

LIFE INSURANCE
Life insurance offers you and your family important financial protection. The company
provides a basic life insurance plan for full-time employees. Additional dependent life
insurance coverage may also be purchased.
Accidental Death and Dismemberment (AD&D) insurance provides protection in cases

of serious injury or death resulting from an accident. AD&D insurance coverage is
provided as part of the basic life insurance plan.
Eligible employees may participate in the life insurance plan subject to all terms and
conditions of the agreement between our company and the insurance carrier.
Details of the basic life insurance plan, including benefit amounts, are described in the
Summary Plan Description provided to eligible employees.

LIFE-THREATENING ILLNESSES IN THE WORKPLACE
Employees with life-threatening illnesses, such as cancer, heart disease, and
AIDS, often wish to continue their normal pursuits, including work, to the extent
allowed by their condition. Our company supports these endeavors as long as
employees are able to meet acceptable performance standards.
Medical information on individual employees is treated confidentially. Our

company will take reasonable precautions to protect such information from
inappropriate disclosure. Supervisors and other employees have a responsibility
to respect and maintain the confidentiality of employee medial information.
Anyone inappropriately disclosing such information is subject to disciplinary
action, up to and including termination of employment.
Employees with questions or concerns about life-threatening illnesses are

encouraged to contact their supervisor for information and referral to appropriate
services and resources.

MATERNITY LEAVE
A female employee who gives at least three (3) months advance notice of her
anticipated date of departure, length of maternity leave and intentions to return
to full-time employment, may be granted maternity leave for a period not to
exceed four (4) months for the purpose of pregnancy, childbirth, and the nursing
of an infant.
Maternity leave shall be without pay. The employee must use all of her sick
leave and vacation leave before unpaid time off begins. Employees on
maternity leave will retain health benefits as if they were on the job.
Return to duty must be accompanied by a release statement from the

employee’s attending physician. Upon return to full-time employment, the
employee shall be restored to her previous, or similar, position with the same
status, pay, length of service credit, seniority, bonuses, advancement, or to her
benefits, if any, for which she was eligible on the date of her leave.
The purpose of this provision is to promote and encourage bonding between a

female employee and her newly born baby or adopted child. If we find that the
female employee has utilized maternity leave to actively pursue other
employment opportunities, or if we find that the employee has worked part-time
or full-time for another employer during the maternity leave period, then our
company shall not be liable under these provisions for failure to reinstate the
employee at the end of her maternity leave.
A female employee who is prevented from giving three (3) months advance
notice because of medical emergency, which requires that maternity leave begin
earlier than originally anticipated, shall not forfeit her rights and benefits under
these provisions solely because of her failure to give three (3) months advance
notice.

MEAL PERIODS
All full-time employees are provided with one meal period of at least 30 minutes
each workday. Supervisors will schedule meal periods to accommodate
operating requirements. Employees will be relieved of all active responsibilities
and restrictions during meal periods and will not be compensated for that time.

MILITARY LEAVE
A military leave of absence will be granted to employees who are absent from
work because of service in the U.S. uniformed services in accordance with the
Uniformed Services Employment and Reemployment Rights Act (USERRA).
Advance notice of military service is required, unless military necessity prevents
such notice or it is otherwise impossible or unreasonable.
The leave will be unpaid. However, employees may use any available paid time
off for the absence.
Continuation of health insurance benefits is available as required by USERRA

based on the length of the leave and subject to the terms, conditions, and
limitations of the applicable plans for which the employee is otherwise eligible.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be

suspended during the leave and will resume upon the employee’s return to
active employment.
Employees on military leave for up to 30 days are required to return to work for
the first regularly scheduled work day after the end of service, allowing
reasonable travel time. Employees on longer military leave must apply for
reinstatement in accordance with USERRA and all applicable state laws.
Employees returning from military leave will be placed in the position they would
have attained had they remained continuously employed or a comparable one
depending on the length of military service in accordance with USERRA. They
will be treated as though they were continuously employed for purposes of
determining benefits based on length of service.

OVERTIME
When operating requirements or other needs cannot be met during regular

working hours, employees may be scheduled to work overtime hours. When
possible, advance notification of these mandatory assignments will be provided.
All overtime work must receive the supervisor’s prior authorization. Overtime
assignments will be distributed as equitably as practical to all employees
qualified to perform the required work.
Overtime compensation is paid to all nonexempt employees in accordance with

federal and state wage and hour restrictions. Overtime pay is based on actual
hours worked Time off for sick leave, vacation leave, holidays, or any leave of
absence will not be considered hours worked for purposes of performing
overtime calculations.

PAYDAYS
All employees are paid biweekly on every other Wednesday. Each paycheck
will include earnings for all work performed through the end of the previous
payroll period, which starts on a Monday and ends 14 days later on a Sunday.
In the event that regularly scheduled payday falls on a day off such as a holiday,
employees will be paid on the first day of work following the regularly scheduled
payday.
If a regular payday falls during an employee’s absence, the employee’s

paycheck will be available upon his or her return, or upon written or verbal
consent of the employee to give the employee’s check to another person, or
mailed if requested by the employee.

PERFORMANCE EVALUATION
Supervisors and employees are strongly encouraged to discuss job performance

and goals on an informal, day-to-day basis. A formal written performance
evaluation will be conducted annually. These performance evaluations are
conducted to provide both supervisors and employees the opportunity to discuss
job tasks, identify and correct weaknesses, encourage and recognize strengths,
and discuss positive, purposeful approaches for meeting goals.
Merit-based pay adjustments are awarded by management in an effort to

recognize truly superior employee performance. The decision to award such an
adjustment is dependent upon numerous factors, including the information
documented by this formal performance evaluation process.

PERSONAL APPEARANCE
Dress, grooming, and personal cleanliness standards contribute to the morale of

all employees and affect the business image our office presents to patients and
visitors.
During business hours, employees are expected to present a clean and neat
appearance and to dress according to the requirements of their positions.
Employees who appear for work inappropriately dressed will be sent home and
directed to return to work in proper attire. Under such circumstances,
employees will not be compensated for the time away from work.
Consult your supervisor if you have questions as to what constitutes appropriate

attire.

PHONE AND MAIL SYSTEMS
Personal use of telephones for long-distance and toll calls is not permitted.
Employees should practice discretion in using company telephones when
making local personal calls and may be required to reimburse our office for any
charges resulting from their personal use of the telephone.
The mail system is reserved for business purposes only. Employees should
refrain from sending or receiving personal mail at the workplace.
To ensure effective telephone communications, employees should always use

the approved greeting and speak in a courteous and professional manner.
Please confirm information received from the caller, and hang up only after the
caller has done so.

PROGRESSIVE DISCIPLINE
The purpose of this policy is to state the position of management on

administering equitable and consistent discipline for unsatisfactory conduct in
the workplace. The best disciplinary measure is the one that does not have to
be enforced and comes from good leadership and fair supervision at all
employment levels.
Our own best interest lies in ensuring fair treatment of all employees and in
making certain that disciplinary actions are prompt, uniform, and impartial. The
major purpose of any disciplinary action is to correct the problem, prevent
recurrence, and prepare the employee for satisfactory service in the future.
Disciplinary action may call for any of three steps—verbal warning, written
warning, or termination of employment—depending on the severity of the
problem and the number of occurrences. There may be circumstances when
one or more steps are bypassed.
Progressive discipline means that, with respect to most disciplinary problems,

these steps will normally be followed: a first offense may call for a verbal
warning; a next offense may be followed by a written warning; and, still another
offense may then lead to termination of employment. If more than three months
have passed since the last disciplinary action, the process will normally start
over.
We recognize that there are certain types of employee problems that are serious
enough to justify termination of employment, without going through the usual
progressive discipline steps.
By using progressive discipline, we hope that most employee problems can be

corrected at an early stage, benefiting both the employee and management.

REFERENCE CHECKS
To ensure that individuals who join our company are well qualified and have a
strong potential to be productive and successful, it is our policy to check the
employment references of all applicants.
Supervisors will respond in writing only to those reference check inquiries that
are submitted in writing. Responses to such inquires will confirm only dates of
employment, wage rates, and position(s) held. No employment data will be
released without a written authorization and release signed by the individual who
is the subject of the inquiry.

RESIGNATION
Resignation is a voluntary act initiated by the employee to terminate employment

with our company. Although advance notice is not required, we request at least
two weeks’ written notice of resignation from nonexempt employees and four
weeks’ notice from exempt employees.
Prior to an employee’s departure, an exit interview will be scheduled to discuss

the reasons for resignation and the effect of the resignation on benefits.
In an employee does not provide advance notice as requested, the employee

will be considered ineligible for rehire, and will forfeit any unused vacation leave.

RETIREMENT PROGRAM
Our company has established a 40l(k) savings plan to provide employees the
potential for future financial security for retirement.
To be eligible to join the 40l(k) savings plan, you must be 21 years of age or
older. You may join the plan only during open enrollment periods. Eligible
employees may participate in the 40l(k) plan subject to all terms and conditions
of the plan.
The 40l(k) savings plan allows you to elect how much salary you want to
contribute and direct the investment of your plan account, so you can tailor your
own retirement package to meet your individual needs. Our company also
contributes an additional matching amount to each employee’s 40l(k)
contribution up to 5% of your salary. You may contribute up to a maximum of
10% of your salary.
Because your contribution to a 40l(k) plan is automatically deducted from your

pay before federal and state tax withholdings are calculated, you save tax
dollars now by having your current taxable amount reduced. While the amounts
deducted generally will be taxed when they are finally distributed, favorable tax
rules typically apply to 40l(k) distributions.
Complete details of the 40l(k) savings plan are described in the Summary Plan
Description provided to eligible employees.

SAFETY
To assist in providing a safe and healthful work environment for employees,

customers, and visitors, our company has established a workplace safety
program. This program is a top priority and management has responsibility for
implementing, administering, monitoring, and evaluating the safety program. Its
success depends on the alertness and personal commitment of all.
Our office provides information to employees about workplace safety and health
issues through regular internal communication channels such as supervisor-
employee meetings, bulletin board postings, memos, or other written
communications.
Employees and supervisors receive periodic workplace safety training. The

training covers potential safety and health hazards and safe work practices and
procedures to eliminate or minimize hazards.
Each employee is expected to obey safety rules and to exercise caution in all
work activities. Employees must immediately report any unsafe condition to the
appropriate supervisor. Employees who violate safety standards, who cause
hazardous or dangerous situations, or who fail to report or, where appropriate,
remedy such situations, may be subject to disciplinary action, up to and
including termination of employment.
In the case of accidents that result in injury, regardless of how insignificant the
injury may appear, employees should immediately notify their supervisor. Such
reports are necessary to comply with laws and initiate insurance and workers’
compensation benefits procedures.

SEXUAL HARASSMENT POLICY
Statement of policy
The employer is committee to providing a productive working environment free from
discrimination, including sexual harassment. Accordingly, the Employer will not tolerate
or condone any actions by any person which constitutes sexual harassment in the
workplace.
Definition of sexual harassment

Sexual harassment consists of unwelcome sexual advances, requests for sexual favors
or other verbal or physical acts of a sexual or sex-based nature, when:
• Submission to the conduct is made, either explicitly or implicitly, a condition of
employment
• Submission to, or rejection of, the conduct is used as the basis for an employment
decision, that affects the harassed employee; and
• Such conduct has the purpose or effect of substantially interfering with the
employee’s work performance or creates an intimidating, hostile or offensive work
environment.
Examples of sexual harassment

Prohibited acts of harassment can take a variety of forms, ranging from subtle pressure
for sexual activities to physical assault. Examples include, but are not limited to:
• Physical contact of sexual nature, pressure for dates or sexual comments;
• Sexually suggestive jokes, comments or gestures directed toward another or
sexually oriented or degrading comments;
• The open display of sexually oriented pictures, posters or other material that is
sexually offensive to others, including the dissemination of sexually offensive
graphic or written material via computer/Internet communications or transmissions;
• Preferential treatment of an employee, or a promise of preferential treatment to any
employee, in exchange for dates or sexual activity; or the denial of employment
opportunities or benefits for refusal to consent to sexual advances;
• Retaliation against an individual for reporting or complaining about sexually
harassing conduct.
To whom the policy applies

This policy applies to all employees, contracted staff, volunteers, vendors, trustees,
physicians, clients, patients and any other person having business with the employer.
When the policy applies

Sexual harassment is unacceptable in the workplace itself and other work-related off-
site locations, such as business conferences, meeting and business-related social
events.
Complaint procedure
Any employee who feels he or she has been harassed must promptly report the incident
to his or her immediate supervisor. If the incident involves the immediate supervisor,
the complaint should be promptly reported to the Director of Human Resources. When
reporting a complaint the employee should be prepared to furnish information including
dates, names and facts.

The complaint will be treated in a confidential manner to the extent feasible, while
permitting the Employer to thoroughly investigate the complaint and take appropriate
action. All persons involved in the investigation are expected to fully cooperate.
After investigation, if the Employer determines that sexual harassment has occurred,
appropriate action will be taken to correct the situation, and the offender will be subject
to appropriate disciplinary action up to and including termination.
Employees who submit a good faith report of alleged sexual harassment will not be
subjected to any retaliatory action.

SICK LEAVE BENEFITS
Our company provides paid sick leave benefits to all full-time employees for
periods of temporary absence due to illnesses or injuries.
Eligible employees will accrue sick leave benefits at the rate of 10 days or 80
hours per year (.385 days or 3.077 hours per biweekly pay period). Sick leave
benefits are calculated on the basis of a calendar year.
Employees who are unable to report to work due to illness or injury should notify
their supervisor before the scheduled start of their workday if possible. The
supervisor must also be contacted on each additional day of absence.
Unused sick leave benefits will be allowed to accumulate until the employee has
accrued a total of 60 business days (480 hours) worth of sick leave benefits. If
the employee’s benefits reach this maximum, further accrual of sick leave
benefits will be suspended until the employee has reduced the balance below
the limit.
Unused sick leave benefits will not be paid to employees while they are
employed or upon termination of employment.

SMOKING
In keeping with our company’s intent to provide a safe and healthful work
environment, smoking is prohibited throughout the workplace.
This policy applies equally to all employees, patients, and visitors.

SOLICITATION
In an effort to assure a productive and harmonious work environment, persons

not employed by our company may not solicit or distribute literature in the
workplace at anytime for any purpose.
We recognize that employees may have interests in events and organizations

outside the workplace. However, employees may not solicit or distribute
literature concerning these activities during working time. (Working time does
not include lunch periods or any other periods in which employees are not on
duty).
Examples of impermissible forms of solicitation include:
• The collection of money, goods, or gifts for religious groups

• The collection of money, goods, or gifts for political groups
• The circulation of petitions
• The distribution of literature not approved by the employer
• The solicitation of memberships, fees, or dues
In addition, the posting of written solicitations on company bulletin boards is

restricted. These bulletin boards display important information, and employees
should consult them frequently for:
• Employee announcements
• Internal memoranda
• Job openings
• Organization announcements
• Workers’ compensation insurance information
• State disability insurance/unemployment insurance information
If employees have a message of interest to the workplace, they may submit it to

their supervisor for approval. All approved messages will be posted by the
supervisor.

TIMEKEEPING
Accurately recording time worked is the responsibility of every nonexempt

employee. Federal and state laws require our company to keep an accurate
record of time worked in order to calculate employee pay and benefits. Time
worked is all the time actually spent on the job performing assigned duties.
Nonexempt employees should accurately record daily the hours they have
worked. They should also record any hours away from the office for personal
reasons. Overtime work must always be approved before it is performed.
Altering, falsifying, tampering with time records, or recording time on another

employee’s time record may result in disciplinary action, up to and including
termination of employment.
Nonexempt employees should report to work no more than seven minutes prior
to their scheduled starting time nor stay more than seven minutes after their
scheduled stop time without expressed, prior authorization from their supervisor.

VACATION BENEFITS
Vacation time off with pay is available to full-time employees to provide

opportunities for rest, relaxation, and personal pursuits.
The amount of paid vacation time employees receive each year increases with
the length of their employment as shown in the following schedule.
VACATION EARNING SCHEDULE

---------------------------------------------------------------------------------------------------------
YEARS OF ELIGIBLE SERVICE VACATION DAYS VACATION DAYS
BIWEEKLY EACH YEAR
---------------------------------------------------------------------------------------------------------
From 0 Years to End of 7 Years .385 days 10 days
From 8 Years to End of 15 Years .577 days 15 days
After 15 Years .769 days 20 days
The length of eligible service is calculated on the basis of a “benefit year.” This
is the 12-month period that begins when the employee starts employment.
Paid vacation time can be used in minimum increments of one-quarter hour. To

take vacation, employees should request advance approval from their
supervisor. Requests will be reviewed based on a number of factors, including
business needs and staffing requirements.
Vacation time off is paid at the employee’s base pay rate at the time of vacation.
It does not include overtime or any other forms of compensation.
As stated above, employees are encouraged to use available paid vacation time
for rest, relaxation, and personal pursuits. In the event that available vacation is
not used by the end of the calendar year, employees may be paid for up to ten
(10) days of unused time. Unused vacation time that is not sold to the company
may be carried over by the employee, but may not exceed 10 days.
Upon termination of employment, employees will be paid for unused vacation

time that has been earned through the last day of work. However, if
management in its sole discretion, terminates employment for cause, forfeiture
of unused vacation time may result.

VISITORS IN THE WORKPLACE
To provide for the safety and security of employees and patients, only
authorized visitors are allowed in the workplace. Restricting unauthorized
visitors helps maintain safety standards, protects against theft, ensures security
of equipment, protects confidential information, safeguards employee welfare,
and avoids potential distractions and disturbances.
Because of safety and security reasons, family and friends of employees are
discouraged from visiting. In cases of emergency, employees will be called to
meet any visitor outside their work area.
All visitors should enter the office at the reception area. Authorized visitors will
receive directions or be escorted to their destination. Employees are
responsible for the conduct and safety of their visitors.
If an unauthorized individual is observed on our premises, employees should

immediately notify their supervisor, or, if necessary, direct the individual to the
reception area.

WORK SCHEDULES
The normal work schedule for all full-time employees is eight hours a day, five
days a week. Supervisors will advise employees of the times their schedules
will normally begin and end. Staffing needs and operational demands may
necessitate variations in starting and ending times, as well as variations in the
total hours that may be scheduled each day and week.

WORKERS’ COMPENSATION INSURANCE
Our company provides a comprehensive workers’ compensation insurance

program at no cost to employees. This program covers any injury or illness
sustained in the course of employment that requires medical, surgical, or
hospital treatment. Subject to applicable legal requirements, workers’
compensation insurance provides benefits after a short waiting period or, if the
employee is hospitalized, immediately.
Employees who sustain work-related injuries or illnesses should inform their

supervisor immediately. No matter how minor an on-the-job injury may appear,
it is important that it be reported immediately. This will enable an eligible
employee to qualify for coverage as quickly as possible.
Neither our company nor the insurance carrier will be liable for the payment of
workers’ compensation benefits for injuries that occur during an employee’s
voluntary participation in any off-duty recreational, social, or athletic activity
sponsored by our office.

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Page 2 Revised 5/3/2006

Welcome New Employee!

No employee handbook can anticipate every circumstance or question about

We hope that your experience here will be challenging, enjoyable, and

Page 3 Revised 5/3/2006

Furthermore, I acknowledge that this handbook is neither a contract of

Page 4 Revised 5/3/2006

Page 5 Revised 5/3/2006

To maintain a safe and productive work environment, we expect employees to

Page 6 Revised 5/3/2006

Up to three days of paid bereavement leave will be provided to employees.

We define “immediate family” as the employee’s spouse, parent, child, sibling;

Page 7 Revised 5/3/2006

Expenses that generally will be reimbursed include the following:

Employees who are involved in an accident while traveling on business must

With prior approval, employees on business travel may be accompanied by a

Page 8 Revised 5/3/2006

Employees should contact their supervisor for guidance and assistance on

Abuse of this business travel expenses policy, including falsifying expense

Page 9 Revised 5/3/2006

• Theft or inappropriate removal or possession of property

Page 10 Revised 5/3/2006

All employees are expected to maintain the highest standards of ethics

Discussions regarding confidential patient information should never be held in

No one other than an employee is allowed to physically handle a patient’s

No employee shall specifically abuse the privilege to confidential patient

Violation of this confidentiality guideline can result in dismissal of an employee

Page 11 Revised 5/3/2006

Reasonable accommodation is available to all disabled employees, where their

We are also committed to not discriminating against any qualified employees or

Page 12 Revised 5/3/2006

Violations of this policy may lead to disciplinary action, up to and including

Employees with questions or concerns about substance dependency or abuse

Page 13 Revised 5/3/2006

Our office is committed to providing a safe, efficient, and productive work

Page 14 Revised 5/3/2006

At times, emergencies such as severe weather, fires, power failures, or

Page 15 Revised 5/3/2006

It is the intent of our office to clarify the definitions of employment classifications

Each employee is designated as either NONEXEMPT or EXEMPT from federal

Page 16 Revised 5/3/2006

Termination of employment is an inevitable part of personnel activity within any

RESIGNATION - voluntary employment termination initiated by an employee.

DISCHARGE - involuntary employment termination initiated by the organization.

LAY OFF - involuntary employment termination initiated by the organization for

RETIREMENT - voluntary employment termination initiated by the employee

We will generally schedule exit interviews at the time of employment termination.

Employee benefits will be affected by employment termination in the following

Page 17 Revised 5/3/2006

In order to provide equal employment and advancement opportunities to all

We will make reasonable accommodations for qualified individuals with known

Employees with questions or concerns about any type of discrimination in the

Page 18 Revised 5/3/2006

Equipment essential in accomplishing job duties is often expensive and may be

Please notify your supervisor if any equipment, machines, or tools appear to be

The improper, careless, negligent, destructive, or unsafe use or operation of

Page 19 Revised 5/3/2006

A decrease in employment hours or termination which would result in loss of

Page 20 Revised 5/3/2006

The employment of relatives in the same area of an organization may cause

Relatives of persons currently employed by our company may be hired only if

Page 21 Revised 5/3/2006

• New Year’s Day (January 1)