This Manual is designed to acquaint you with Concentric Healthcare Solutions and provide you with information about working conditions and policies affecting your employment.
The information contained in this Manual applies to all employees of Concentric Healthcare Solutions. Following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Manual alters an employee’s status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between the Company and any of its employees. The Manual is a summary of our policies, which are presented here only as a matter of information.
You are responsible for reading, understanding, and complying with the provisions of this Manual. Our objective is to provide you with a work environment that is constructive to both personal and professional growth.
1.1 CHANGES IN POLICY
This Manual supersedes all previous employee manuals and memos that may have been issued from time to time on subjects covered in this Manual.
However, since our business and our organization are subject to change, we reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by the Company, and after those dates all superseded policies will be null.
No individual or manager has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak with your direct Manager.
1.2 EMPLOYMENT APPLICATIONS
We rely upon the accuracy of information contained in the employment application and 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 exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
1.3 EMPLOYMENT RELATIONSHIP
You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason. Similarly, Concentric Healthcare Solutions is free to conclude its relationship with any employee at any time for any reason or no reason. Following the probationary period, employees are required to follow the Employment Termination Policy.
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Concentric Healthcare Solutions will be based on merit, qualifications, and abilities. Concentric Healthcare Solutions does not discriminate in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability.
Concentric Healthcare Solutions 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 discrimination in the workplace are encouraged to bring these issues to the attention of their Manager. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.
The protection of confidential business information and trade secrets is vital to the interests and success of Concentric Healthcare Solutions. Such confidential information includes, but is not limited to, the following examples:
- Client/Consumer information
- External personnel data
- Compensation data
- Financial information
- Marketing strategies
- Pending projects and proposals
- Proprietary production processes
- Personnel/Payroll records
- Conversations between any persons (past and present) associated with the company.
Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information.
2.3 OFFICE HOURS
Concentric Healthcare Solutions office is open for business from 8 a.m. to 5 p.m. Monday through Friday, except for Holidays.
2.4 PERSONNEL FILES
Employee personnel files include the following: employment application, references, tax forms, offer letter, résumé, records of participation in training events, salary history, records of disciplinary action and other documents pertaining to employment with Concentric Healthcare Solutions.
Personnel files are the property of Concentric Healthcare Solutions, and access to the information is restricted. Management personnel of Concentric Healthcare Solutions who have a legitimate reason to review the file are allowed to do so.
Employees who wish to review their own file should contact their Manager or Human Resources Manager. With reasonable advance notice, the employee may review his/her personnel file in Company’s office and in the presence of their Manager or Human Resources Manager.
2.5 PERSONNEL DATA CHANGES
It is the responsibility of each employee to promptly notify their Manager or Human Resources
Manager of any changes in personnel data such as:
- Mailing address,
- Telephone numbers,
- Payroll changes,
- Name and number of dependents, and
- Individuals to be contacted in the event of an emergency.
An employee’s personnel data should be accurate and current at all times.
2.6 CORRECTIVE ACTION
Concentric Healthcare Solutions holds each of its employees to certain work rules and standards of conduct. When an employee deviates from these rules and standards, Concentric Healthcare Solutions expects the employee’s Manager to take corrective action.
Corrective action at Concentric Healthcare Solutions is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.
The usual sequence of corrective actions includes an oral warning (documentation recorded), a written warning, and finally termination of employment. In deciding which initial corrective action would be appropriate, a Manager will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.
Though committed to a progressive approach to corrective action, Concentric Healthcare Solutions considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of company property, being on company property during nonbusiness hours, the use of company equipment and/or company vehicles without prior authorization by the Executive Staff, untruthfulness about personal work history, skills, or training, divulging Company business practices, and misrepresentations of Concentric Healthcare Solutions to a customer, a prospective customer, the general public, or an employee.
Concentric Healthcare Solutions documents all complaints to employees file that are received by facility. If employee receives DNR from facility this is reported monthly to JCAHO as well as documented in employees personnel file. A DNR will be reviewed over with the employee by either manager or HR to see what solutions can help prevent issues in future.
2.7 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 a few examples of some of the most common circumstances under which employment is terminated:
Resignation – voluntary employment termination initiated by an employee.
Termination – involuntary employment termination initiated by Concentric Healthcare Solutions.
Layoff – involuntary employment termination initiated by Concentric Healthcare Solutions for non-disciplinary reasons.
When an employee intends to terminate his/her employment with Concentric Healthcare Solutions, he/she shall give Concentric Healthcare Solutions at least two (2) weeks written notice.
Since employment with Concentric Healthcare Solutions is based on mutual consent, both the employee and Concentric Healthcare Solutions have the right to terminate employment at will.
Any employee who terminates employment with Concentric Healthcare Solutions shall return all files, records, and any other materials that are property of Concentric Healthcare Solutions. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. Furthermore, any outstanding financial obligations owed to Concentric Healthcare Solutions will also be deducted from the employee’s final check.
Concentric Healthcare Solutions provides information to employees about workplace safety and health issues through regular internal communication such as:
Bulletin board postings
Other written communications
Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their Manager. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment.
In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their Manager and an Incident Report must be completed and turned into Human Resources.
2.9 HEALTH-RELATED ISSUES
Employees who become aware of any health-related issue, including pregnancy, should notify their Manager or Human Resources Manager of health status. This policy has been instituted strictly to protect the employee.
A written "permission to work" from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description. An unpaid leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their Manager and Human Resources Manager.
2.10 EMPLOYEE REQUIRING MEDICAL ATTENTION
In the event an employee requires medical attention, whether injured or becoming ill while at work, the employee’s personal physician must be notified immediately. If it is necessary for the employee to be seen by the doctor or go to the hospital, a family member will be called to transport the employee to the appropriate facility. If an emergency arises requiring Emergency Medical Services to evaluate the injury/illness of an employee on-site, the employee will be responsible for any transportation charges. Furthermore, Concentric Healthcare Solutions employees will not be responsible for transportation of another employee due to liabilities that may occur. An incident report must be filled out by the employee’s Manager and submitted to Human Resources within 48 hours.
A physician's "return to work" notice may be required.
2.11 INSURANCE ON PERSONAL EFFECTS
All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. Concentric Healthcare Solutions assumes no risk for any loss or damage to personal property.
2.12 IMMIGRATION LAW COMPLIANCE
Concentric Healthcare Solutions employs only United States citizens and those non-U.S. citizens authorized to work in the United States 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 Concentric Healthcare Solutions within the past three years or if their previous I-9 is no longer retained or valid. All I-9 and documentations will be processed via E- Verify.
STANDARDS OF CONDUCT
The work rules and standards of conduct for Concentric Healthcare Solutions are important, and the Company regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Company’s business. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment.
While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment.
- Theft or inappropriate removal or possession of property;
- Falsification of timekeeping;
- Working under the influence of alcohol or illegal drugs;
- Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace;
- Fighting or threatening violence in the workplace;
- Boisterous or disruptive activity in the workplace;
- Negligence or improper conduct leading to damage of company-owned or customer-owned property;
- Insubordination or other disrespectful conduct;
- Violation of safety or health rules;
- Smoking in the workplace;
- Sexual or other unlawful or unwelcome behavior;
- Excessive absenteeism or any absence without notice;
- Unauthorized use of telephones, or other company-owned equipment;
- Using company equipment for purposes other than business (i.e. playing games on computers or personal Internet usage)
- Unauthorized disclosure of business "secrets" or confidential information;
- Violation of personnel policies; and
- Unsatisfactory performance or conduct.
The Company expects that every employee will be regular and punctual in attendance. This means being at place of work, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the Company.
If you are unable to report for work for any reason, notify your Manager before regular starting time. You are responsible for speaking directly with your Manager about your absence. It is not acceptable to leave a message on a Manager’s voice mail, except in extreme emergencies. In the case of leaving a voice-mail message, a follow-up call must be made later that day. Should undue tardiness become apparent, disciplinary action may be required. If you miss two days or more in a row, a doctor’s note will be required before returning to work.
3.2 HARASSMENT, INCLUDING SEXUAL HARASSMENT
Concentric Healthcare Solutions is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.
If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal. Any Manager who becomes aware of possible harassment should promptly advise their Manager or the Human Resources Manager who will handle the matter in a timely and confidential manner.
3.3 PUBLIC IMAGE
Clothing that reveals too much cleavage, your back, your stomach or your underwear is not appropriate for a place of business, even in a business casual setting. Clothing should be pressed and never wrinkled. Torn, dirty, or frayed clothing is unacceptable. All seams must be finished. Any clothing that has words, terms, or pictures that may be offensive to other employees is unacceptable. Clean Hygiene is important when working with patients and others. Ensure you are presented with sanitary clothing/uniform and body when arriving to work.
3.4 COMMUNICATION, REPORTING CHANGES
One of the most important issues that we will stress to you is the importance of communication.
The following list includes some important tips on how to improve your communication between your patients, their family members, co-workers and the employees in the Concentric Office.
Report any change in a patient’s condition to the Director of Clinical Services immediately.
Communicate appropriate information to the appropriate individuals.
Conduct yourself in a friendly, cooperative, and professional manner with everyone. Ask questions if you do not understand something.
Use a normal, polite speaking tone when talking to others. Raising your voice or sounding angry is unacceptable.
Use respectful language when talking to others. The use of foul language is unacceptable. Listen when other individuals are talking. Do not hang up in the middle of a phone conversation.
Always know who you are reporting to when you show up for your shift (i.e. staffer, charge nurse, or facility manager).
3.5 SUBSTANCE ABUSE
The Company is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of the Company while they are on Company premises or elsewhere on Company business.
The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on Company property is prohibited.
Being under the influence of illegal drugs, alcohol, or substances of abuse on Company property is prohibited.
Working while under the influence of prescription drugs that impair performance is prohibited.
So that there is no question about what these rules signify, please note the following definitions:
- Company property: All Company owned or leased property used by employees.
- Controlled substance of abuse: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.
- Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.
- Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.
- Illegal drug: Any drug or derivative thereof whose use, possession, sale, transfer, attempted sale
or transfer, manufacture, or storage is illegal or regulated under any federal, state, or local law or regulation.
Any drug, including – but not limited to – a prescription drug, used for any reason
other than that prescribed by a physician.
Inhalants used illegally.
- Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.
Consistent with the rules listed above, any of the following actions constitutes a violation of the Company’s policy on drugs and may subject an employee to disciplinary action, up to and including immediate termination.
Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment.
Working or reporting to work, conducting Company business or being on Company property while under the influence of an illegal drug or alcohol, or in an impaired condition.
3.6. INSERVICES AND CONTINUING EDUCATION
Healthcare issues continue to change on a daily basis. As healthcare providers, we constantly need to keep ourselves updates so that we can continue to provide the most effective care possible. Concentric provides an extensive in-service program, and as an employee you have the opportunity to meet your educational needs. Many states require mandatory in-services for healthcare professionals. Check with your Director of Clinical Services or Account Manager for requirements if you are unsure. Please do your part by attending our monthly in-service in the office. You can receive a list of upcoming in-services from your Director of Clinical Services. Each Concentric employee has already received credit hours by completing the Concentric orientation process and the Safety Module and by viewing the OSHA blood-borne pathogen video. Your Director of Clinical Services will keep track of your in-services and a record will be kept in your individual employee file.
3.7 TOBACCO PRODUCTS
The use of tobacco products is not permitted anywhere on the Company’s premises except in authorized and designated locations. Employees must follow all rules posted in designated Smoking areas and adhere to all policies associated with this policy. If excessive smoking breaks are noted that interfere with your ability to do your job or if they put undo strain on your team, disciplinary action may be taken by your Manager.
Timesheets – All hourly employees must fill out time sheets are to be filled out and turned in on a weekly. It is the responsibilities of the employee to have the client sign their timesheets. Any falsification of timesheets will result in immediate termination.
All employees are paid weekly on Thursday.
Paychecks will not, under any circumstances, be given to any person other than the employee without written authorization. Paychecks may also be mailed to the employee’s address or deposited directly into an employee's bank account upon request.
If an employee has lost a paycheck, Human Resources/Payroll must be contacted so that a stop payment of the check is initiated. If the check was mailed to the home address that you provided, we must wait two weeks before requesting a stop payment and employees may be charged for bank fees related to the stop-payment process.
4.3 JURY DUTY/MILITARY LEAVE
Employees will be granted time off to serve on a jury or military leave without pay. However, all regular employees either full-time or part-time will be kept on the active payroll until their civic duties have been completed. A copy of the jury duty summons and all other associated paperwork are required for the personnel file.
Since Concentric Healthcare Solutions works directly with hospitals, long-term care facilities, and behavioral health facilities throughout Arizona all files are kept according to hospitals standards. Our filing system organizes copies of licenses, CPR, and other certifications, tests, job descriptions, skills checklists and evaluations. Concentric keeps a separate medical file on all employees that must be managed. As mandated by federal law, all I-9 documents are filed confidentially and separately.
Recruiters are assisted by the nursing manager, business development managers, and the compliance coordinator and are responsible for maintenance of each employee file. In addition, Concentric Personnel Solutions database system included all employee records and information as inputted. The database system "flags" all credentials needing to be updated prior to expiration. The benefit of this warning is that the Concentric Personnel Solutions office staff has adequate time to notify registry staff and receive updated documentation. Another advantage to this system is that it does not all employees to be scheduled if their credentials have expired assuming that all contractors working with facilities will have current documentation. In addition, when new credentials are input into the database, profile are immediately updated.
Purpose: To outline the hiring practices for Concentric Healthcare Staffing’s Recruiters to follow during the interview and hiring process for external healthcare employees. This general guideline will insure that CHS’s Recruiters are following United States Government, Arizona State and client contractual obligations during the hiring process and we are not employing anyone who does not qualify for employment.
Items needed for hire:
- 2 valid forms of ID falling under the US Government’s I-9 format
- Completion of CHS full hiring packet
- Minimum scores of 80% or better of all credentialing testing
- Passing OSHA tests of 80% or better
- Passing HIPPA tests with 80% or better
- Passing 11-panel drug test – Or Drug Test that is required per Facility
- Passing full state and county background investigation
- Passing OIG/SAM investigation
- Passing Certification or License verification with the Arizona
- State regulatory board for healthcare employee
- Effective match to specific Job Description
- Skills Checklist to specific Job Description
- Two Verified References
- EEO Form
- Initial Physical
- Tb Skin Test/PPD
- TB Mask Fit
- Chest X-Ray (if Positive)
- Tb Questionnaire (with positive TB skin test)
- MMR Immunization
- Rubella/Rubeola titre or immunization
- Hep B Immunization
- Hepatitis B Declination Form Annual
- Tdap immunization
- Criminal History Affidavit Notarized
- OIG Cumulative Sanction Report
- Fingerprinting (BHT, Peds/Geri)
- Current CPR/BLS
- Current First Aid
- Current ACLS (ICU/TELE/ER)
- Current PALS/NRP (PICU/NICU/ER)
- Crisis Prevention Intervention (BHT)
- Pharmacology Test (RN, LPN) Score 80 % or higher
- Cultural Diversity
- Professional Profile
- Job Description
- Substance Abuse Policy
- Annual Performance Evaluation Need 1 on file annually
- Health Insurance Decline/Acceptance
- Equal Opportunity Form
- Timesheet/Payroll Memo
- National Patient Safety Goals