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20164

Coastal Family Health Center

P.O. Box 475, Biloxi, MS 39533

March 2016

Employee Manual

Table of Contents

I. Introduction 1.1 Welcome to Coastal Family Health Center

1.2 Core Principles

1.3 Organizational Chart

3 4

5

II. General Policies

2.1 Equal Employment Opportunity 2.2 At Will Employment

2.3 Employment Applications

2.4 Background Checks

2.5 Employment Reference Checks

2.6 Harassment

2.7 Americans with Disabilities

2.8 Outside Employment 2.9 Employment of Relatives (Nepotism)

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III. Ethical Standards 3.1 Ethics

3.2 Retaliation

3.3 Conflicts of Interest

3.4 Release of Information

3.5 Solicitation and Distribution of Literature

7 7

7

7 8

IV. Employment

4.1 Introductory Period 4.2 Employment Status

4.3 Transfers and Promotions

4.4 Salary Increases

4.5 Separation from Service

-Job Abandonment/Voluntary Quit

-Pay upon Separation 4.6 Reorganization/Work Force Reduction

8 8

9

9

9

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V. Workplace Guidelines 5.1 Workplace Etiquette

5.2 Employee Conduct/Discipline

-Code of Conduct

-Progressive Discipline

5.3 Drug and Alcohol Policy

5.4 Smoking

5.5 Updating and Accessing Personnel Records

5.6 Job Descriptions

5.7 Performance Evaluations

5.8 Professional Development

5.9 Licensure and Certification

5.10 Workplace Security

-Visitors

5.11 Safety

10 10

12 12

12

12

13

13

13 14

14

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5.12 Job-Related Accidents/Incidents 5.13 Tuberculosis Testing, HIV Testing, Hepatitis B and Influenza Vaccination

5.14 Personal Appearance

5.15 CFHC Property, Electronic Communications and Internet

5.16 Driving Standards and Procedures

-Mileage Reimbursement

5.17 Employee Complaint Procedure

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VI. Compensation and Hours of Work 6.1 Hours Worked and Compensation

6.2 Absence and Tardiness

-Medical Verification Requirement

6.3 Compensation and Statuses

-Non-Exempt Employees

-Exempt Employees 6.4 Overtime

6.5 Permitted Deductions 6.6 Inclement Weather

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VII. Benefits

7.1 Benefits 7.2 Paid Time Off

-Leave Without Pay

7.3 Holidays

-Holiday Pay Requirements

7.4 FMLA

-Military Family Leave Entitlements

-Intermittent Leave

7.5 Short-Term Disability

7.6 Long Term Disability

7.7 Bereavement Leave

7.8 Military Leave

7.9 Jury Duty Leave and Witness Leave

7.10 Continuation of Benefits during Leaves

7.11 Return to Work

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Acknowledgement and Receipt of Employee Handbook 26

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I. INTRODUCTION

1.1 Welcome to Coastal Family Health Center We are delighted you have joined the team here at Coastal Family Health Center (CFHC). Our staff is

proud and passionate about the mission to serve our patients and build stronger and healthier

communities in South Mississippi.

As a premier healthcare employer, we foster teamwork, integrity, and mutual respect. We make every

effort to take care of you so that you can take care of our patients. We hope you take advantage of the

many opportunities to learn and grow with work that is both challenging and rewarding. In addition to a

variety of career opportunities, CFHC offers employees a comprehensive benefits program which is

designed to assist you in your short and long term needs. Whether you are a new employee or an

employee who has been with us for some time, this handbook has been designed for you.

This handbook describes our company’s employment policies and benefits and details your

responsibilities. Each employee, including those who are contracted, is responsible for reading,

understanding, and complying with the policies and procedures within this manual . Provisions of this

manual are reviewed periodically and may be modified or suspended at any time by CFHC at its

discretion without prior notice. This manual replaces and supersedes any previous published manual,

handbook, or statements of policy.

We encourage you to use this manual as a reference for any of your daily concerns or needs. Please

direct any questions you may have to the Human Resources Department. We wish you much success and

hope that you will have a rewarding career with us.

Angel Greer Chief Executive Officer

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1.2 Core Principles At CFHC we make decisions and live each day by our Core Principles. These Core Principles are the

foundation of our approach to service at CFHC. They are:

We are a United Front

We are a team

Loyal to Coastal Family Health Center

Consensus on principles

Positive attitude

Professional/Appropriate dress

Address negative issues up the chain of command and with change agents only

(change agents include individuals directly involved and their immediate supervisor)

No collusion (any activity/behavior which disrupts equilibrium and trust)

Supportive of each other

We Provide Quality Care

Treat individuals with respect

Promote positive outcomes

Ensure satisfied customers

Provide individualized care We are Customer Centric (Internal & External)

Smile

Greet upon entrance

Make eye contact upon approach

Express appreciation

Display empathy

Show respect

Be responsive (positive)

Develop positive proactive relationships

Keep our word

We Treat Employees as Valuable

Our team is our most important resource

Provide information

Edification (uplift others)

Encourage ownership/commitment to CFHC

Provide positive feedback

Respond to employees needs

Provide opportunities for personal and professional growth

Acknowledge positive attributes We are Proactive

Take positive & corrective action

Anticipate potential issues

Identify problem

Collect facts timely

Design action plan

Implement Resolution

Monitor effectiveness

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1.3 Organizational Chart

II. GENERAL POLICIES

2.1 Equal Employment Opportunity CFHC is an equal opportunity employer and does not discriminate against employees or job applicants on

the basis of race, religion, national origin, sex, age, veteran status, disability, or any other class prohibited

by law. Questions or concerns regarding any potential discriminatory activities should be referred to the

Human Resource Department.

2.2 At-Will Employment The state of Mississippi is an at-will employment state, which means that any employee may voluntarily

leave employment or may be discharged by CFHC at any time for any reason, with or without cause, and

with or without compliance with specific procedures that may be described in this manual. Any

contractual agreements will override this manual.

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Board of Directors

Chief Executive Officer

Chief Medical Officer

Chief Operations Officer

Chief Financial Officer

Chief of Clinical Support Services

Staff Accountant

Accounts Receivable

Accounts Payable

Payroll

Nursing

WIC

Laboratory

Social Services

Radiology

Clinical Quality Management

Medical

Dental

Optometry

Mental/Behavioral Health

Executive Assistant

Medical Staff Coordinator

Clinic Practice Management

Information Technology

Human Resources

Facilities

Special Populations

Outreach Programs

Pharmacy

Coastal Family Health Center, Inc.P.O. Box 475Biloxi, MS 39533(228) 374-2494

Approved by Board of Directors on ____March 22, 2016____

Purchasing

Grants Management

HIT Training Support

2.3 Employment Applications CFHC 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 continued employment. Any

misrepresentations, falsifications, or material omissions in any information provided or data may result in

the exclusion of the individual from further consideration for employment, or if the person has been hired,

termination of employment.

2.4 Background Checks CFHC will perform a criminal history search on every employee prior to hire and as needed throughout

employment, including any individual who by contract provides patient care or other services. Any

applicant refusing to submit to a criminal history check will not be eligible for hire or continued

employment.

2.5 Employment Reference Checks To ensure individuals who join CFHC are well qualified and have a strong potential to be productive and

successful, it is the policy of CFHC to check all employment references of qualified applicants. The

Human Resources Department will respond to all reference check inquiries from other employers.

Responses to such inquiries will confirm only dates of employment, position(s) held, and eligibility for

rehire.

2.6 Harassment The harassment of employees, interns, applicants for employment, patients, customers, or vendors with

whom CFHC does business is strictly prohibited and will not be tolerated. All employees share

responsibility for assuring that the workplace is free from all forms of harassment, including but not

limited to sexual harassment. Unwanted and unnecessary contact with another employee whether

physical, verbal, or electronic is prohibited. Any individual, who feels that he or she has been a victim of

harassment in any form, should bring the problem immediately to the attention of their supervisor. If the

complaint involves the employee’s direct line of supervision, or if the employee is uncomfortable or

unsatisfied for any reason, then the employee should report the matter promptly to the Human Resources

Department.

CFHC will investigate all allegations of harassment as promptly and confidentially as possible. Any

employee who is found, as a result of such an investigation to have engaged in activity that violates this

policy, will be subject to appropriate disciplinary action, up to and including termination of employment.

2.7 Americans With Disabilities Act No qualified individual will be denied employment, transfers, or promotions because of a disability or

requirement of reasonable accommodations to perform the essential functions of their job description.

CFHC will consider the possible modifications or adjustments that could be made to the work

environment, and the manner in which the work is performed to allow the disabled individual to qualify

for or perform the duties of a given position. It is the responsibility of the employee to notify the Human

Resources Department if a disability is present and if such accommodation is needed.

2.8 Outside Employment CFHC employees are permitted to hold outside employment as long as they obtain prior written approval

from their corresponding Executive Team Member. Requests for outside employment will be evaluated in

light of the following criteria: conflict of interest between CFHC employment and outside employment;

conflict of schedules; general availability for CFHC work, including but not limited to interference with

efficiency and attendance. Employees are prohibited from working for any contractor doing business with

CFHC without prior approval from the CEO.

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2.9 Employment of Relatives (Nepotism) CFHC may hire qualified relatives of current employees. Disclosure of this relationship is required

immediately and non-disclosure may result in disciplinary actions up to and including termination.

Relatives will not be assigned to work in a department or position for which a relative has supervisory

responsibilities. To avoid conflicts of interest, exceptions to this policy are allowed only with the prior

approval of the Chief Executive Officer. Employment of a relative of the Chief Executive Officer is

prohibited except with the prior approval of the Board of Directors.

III. ETHICAL STANDARDS

3.1 Ethics Employees are expected to use good judgment, adhere to high ethical standards, obey state and federal

laws, and to avoid situations that create an actual or potential conflict with the interests of the

organization. Unethical actions, or the appearance of unethical actions, are unacceptable under any

conditions and acts of moral turpitude may result in immediate termination of any employment status.

Crimes of moral turpitude tend to include crimes involving fraud, reckless behavior or creating an

unjustified risk to the life and safety of others. Failure to comply with the standards contained in this

policy may result in disciplinary action that may include termination.

CFHC requires prompt reporting of all incidents of conduct perceived to be in violation of this policy.

The nature of your report will be disclosed only to the extent necessary to investigate and/or to take

corrective action.

3.2 Retaliation CFHC will not tolerate any form of retaliation taken against an employee for having made a report, or for

having assisted in an investigation. In the event an employee perceives he/she is the victim of retaliation,

he/she must immediately report the matter to the Human Resources Department.

3.3 Conflicts of Interest

A conflict of interest exists when personal interests influence an employee’s judgment in business

decisions. Situations that may be a conflict of interest include but are not limited to:

Relationships or financial interests with contractors, suppliers, purchasers, or competitors

Business activities of an employee’s relatives and friends when a direct reporting relationship

exists

Receipt of gifts, loans or entertainment from any person or organization doing business or

seeking to do business with CFHC

Outside business activities that detract from or interfere with the employee’s CFHC activities

Personal use of corporate property and corporate information

Employees will annually acknowledge the Conflict of Interest policy and responsibility to disclose

potential conflicts. Any employee found to be in violation may be subject to disciplinary actions up to and

including termination.

3.4 Release of Information Employees allowed access to confidential CFHC information must protect the security and

confidentiality of the information. Protecting patient confidentiality is required by the Health Insurance

Portability and Accountability Act (HIPAA). CFHC takes seriously its obligations pursuant to HIPAA

to protect the confidentiality of protected health information. Protected information includes, but is not

limited to demographic information (e.g., name, address) that can be used to identify the patient and

medically-related information such as diagnosis, treatment, or condition of the patient. This

information is confidential, whether it is spoken or written.

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Failure to comply with HIPAA may result in immediate termination as well as significant civil and

criminal penalties.

3.5 Solicitation and Distribution of Literature CFHC employees may not solicit other employees or clients for any purpose during working times. This

includes, but is not limited to, solicitation of sales, loans, or other business opportunities. It includes the

working time of both the employee soliciting or distributing and the employee solicited or to whom the

literature is distributed. “Working time” does not include any lunch periods or time before or after work.

If an employee has a message of interest to others at the workplace, subject to management approval, the

message may be posted on reserved bulletin boards in the employee break area.

Non CFHC employees are prohibited from distributing literature to employees or patients on CFHC

property at any time without prior approval. Loitering and solicitation will not be allowed on CFHC

property. Employees who witness such conduct should contact their supervisor immediately.

IV. EMPLOYMENT

4.1 Introductory Period CFHC maintains a ninety (90) day introductory period for all newly hired and rehired employees. During

the introductory period, the employee’s work performance and attendance will be evaluated to determine

the employee’s qualifications and suitability for the position.

4.2 Employment Status

All CFHC employees, regardless of employment status, remain at-will employees.

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Employment

Status

Hours Worked

Benefit Status

Introductory

All new hires and

rehires

Holiday Pay and

PTO accrual only

Regular Full

Time

30-40 Hours

Full Benefits, PTO

will be paid in

accordance to the

accrual schedule

based on a 40 hour

work week

Regular Part

Time

16-29 hours

Pro-Rated PTO

and Holidays,

401K eligible

Temporary/PRN As Specified No benefits

4.3 Transfers and Promotions CFHC to attempt to give current employees first notice of job vacancies by posting job announcements on

company Intranet. Nonetheless, in some instances external recruitment may occur simultaneously. CFHC

retains the right to hire, promote, and transfer employees based on its own criteria, and while interested in

promoting current employees, CFHC will hire the best-qualified candidate for each open position.

Employees interested in being considered for position openings should complete a Transfer Request Form

and forward it to their direct supervisor for recommendation and approval.

To be eligible to apply for a posted job, employees must have performed competently for at least six

months in their current position. Exceptions to this guideline may occur with the consensus of a member

of the Executive Team and Human Resources. Employees who have a written warning on file or

suspension are not eligible to apply for posted jobs for three months from the last active record of

discipline.

4.4 Salary Increases Salary increases are based on a combination of the employee’s demonstrated competencies,

fulfillment of job objectives, and current pay in relation to the market rate. Salary increases are

provided based on the availability of funds and at the discretion of the Chief Executive Officer.

Salary increases are not given on the basis of length of service or through automatic cost-of-

living adjustments.

4.5 Separation From Service

Resignation - voluntary employment separation initiated by an employee

Discharge - involuntary employment termination initiated by the organization

An employee who intends to resign should submit written notification of his/her intent to resign to their

direct supervisor. The written notice of resignation should include the reason(s) for the resignation, the

employee’s last day of work, and a forwarding address.

The effective date of resignation should be no less than the following:

For providers and executive team members: 90 days before the effective date of resignation

For exempt employees: 30 days before the effective date of resignation

For non-exempt employees: 14 days before the effective date of resignation

If the employee fails to provide proper notice, the employee will be considered ineligible for rehire.

Furthermore, failure to give such required notice will result in the loss of accrued and/or unused PTO

hours.

Job Abandonment/Voluntary Quit An employee will be terminated as a voluntary quit for any of the following conditions:

Absent from work without notice or approval

(unless he/she can demonstrate a physical or mental incapability of providing notice)

Failure to report to work after notification of recall or suspension

Failure to report to work after expiration of an approved leave of absence including an

extension of worker’s compensation

Pay Upon Separation An employee will receive his/her final paycheck upon the reconciliation of expenses and the completion

of the Separation Checklist. The final check will be processed during normal payroll or mailed to the

address on file. The employee must notify CFHC prior to payroll if other arrangements need to be made.

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If CFHC property has not been returned or the Separation Checklist has not been completed, then the

employee may need to pick up the final check from the administration office. The cost of the property

not returned will be deducted from the final paycheck.

4.6 Reorganization/Work Force Reduction If reorganization or retrenchment becomes necessary every effort will be made to utilize existing staff. In

the event of severe financial distress, a plan will be developed by the Chief Executive Officer following

consultation with other executive staff members. The plan will be prioritized based upon the following:

Available financial resources

Essential positions

Required services

Performance evaluations

Current organizational needs with provider reduction, productivity will be one of the primary

considerations This plan will be reviewed and approved by the Board of Directors prior to implementation.

V. WORKPLACE GUIDELINES

5.1 Workplace Etiquette The following workplace etiquette guidelines are suggestions for appropriate

workplace behavior to help everyone be more conscientious and considerate of co-

workers and the work environment. Please contact your supervisor if you have

comments, concerns, or suggestions regarding these workplace etiquette guidelines.

Be conscious of how your voice travels, and try to lower the volume of your voice when talking

on the phone or to others in open areas

Keep socializing to a minimum, and try to conduct conversations in areas where the noise will not

be distracting to others

Minimize unscheduled interruptions of other employees while they are working

Be careful not to take or discard others' print jobs or faxes when collecting your own

Do not take group breaks leaving minimal coverage and overload coworkers

5.2 Employee Conduct/Discipline

Code of Conduct HUMAN RESOURCES: Maintains friendliness, enthusiasm, poise, and consideration of others with

regards to patients, clients, staff, and community. Customer focused. Exhibits positive frame of mind and

temperament. Inspires others. Respects others. Displays professionalism in all aspects.

COMMUNICATION: Effectively conveys and understands ideas and instructions, either verbally or in

writing. Uses concepts of clear communication/literacy as appropriate.

TEAM PARTICIPATION/FLEXIBILITY: Works effectively within and across departmental boundaries

to achieve individual, departmental, and organizational goals and quality initiatives. Willingly adjusts to

changes in job requirements and clinic demands.

STRIVING FOR EXCELLENCE: Anticipates problems, makes constructive suggestions, actively

participates in problem solving, disease collaborative efforts, and quality improvement efforts. Works to

improve self and job.

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ACCOUNTABILITY & ORGANIZATIONAL SKILLS: Answerable for words and actions. Assumes

responsibility for CFHC resources and is cost conscious. Maintains orderly appearance of workplace and

grounds. Effectively plans and completes tasks and assignments in expected time frame.

Employees should refrain from behavior deemed offensive or undesirable including unsatisfactory

performance, insubordination or disrespectful conduct. Such conduct may result in disciplinary action

which may include a verbal warning, written warning, suspension or termination. All allegations will be

taken seriously and investigated as promptly and confidentially as possible. The appropriate disciplinary

action will be determined by authorized management at CFHC.

Examples include but are not limited to:

Damage, abuse or unauthorized use of company property or the property of other employees

Possession, sales, distribution, transfer or use of illegal drugs, alcohol, or weapons at any time

Fighting or threatening violence in the workplace, both physical and verbal

Smoking on CFHC property

Gambling of any kind

Sexual or other unlawful harassment

Excessive absenteeism, tardiness, early departure, and extended/excessive breaks

Unauthorized disclosure of confidential or proprietary information

Theft, fraud, embezzlement, and other acts of dishonesty or falsification

Eating in patient care areas, laboratory areas, or in front of patients

Violations of CFHC policies, safety or work rules

Negative or disparaging comments about CFHC, employees, or patients on social media

All personnel have the responsibility to convey, observe and enforce the employee Code of Conduct.

When a situation exists that requires immediate action, contact your supervisor or Human Resource

Department for guidance.

Progressive Discipline When an employee displays unacceptable behavior or his/her performance is not meeting the job

requirements the employee should be made aware of the situation by his/her supervisor. When an

employee’s performance begins to deteriorate, refer to levels below to determine appropriate disciplinary

actions; however, management reserves the right to choose appropriate level based upon severity of

offense.

Level 1- Verbal counseling is provided by the supervisor. The details of the counseling are recorded in a

note to the department file or log book. If performance does not improve, the next step of progressive

discipline is taken.

Level 2- A record of this written warning, which lists dates, events, etc., is placed in the employee’s

personnel file, rather than a department file log, for future reference as a record of the events. As such, it

becomes part of the employee’s personnel file. Written warnings are to be signed by the employee to

acknowledge that he/she has read and understood what is written. Refusal to sign a written warning does

not make it invalid. A copy of the warning will be given to the employee.

Level 3- After any combination of three (3) written warnings (failing review and written documentations)

during a rolling 12 month period, a fourth written warning may be in the form of a suspension pending

investigation or termination. A copy of the warning will be given to the employee.

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5.3 Drug and Alcohol Policy CFHC has a zero tolerance policy for drug and alcohol

abuse. Employees, including contract, are subject to drug

and alcohol testing at any time, with or without notice,

including but not limited to new hire, post-accident,

reasonable suspicion, and random testing. Refusal to

complete a drug and alcohol test within the allotted time

will be considered a positive test result, which subjects

the employee to immediate termination.

Whenever an employee is prescribed or has a need for prescribed medication which may diminish his or

her capacity to work safely, the employee must inform the Human Resource department and his/her

supervisor before assuming work duties. Failure to do so may result in disciplinary action up to and

including termination. For safety reasons, the employee may be required to perform duties other than

those regularly assigned or to take time off.

5.4 Smoking CFHC prohibits smoking while on all CFHC property including company vehicles. Smoke breaks are

limited to designated off-property areas and approved break schedules (refer to Working Hours in Section

6). All CFHC employees, students, visitors, and patients are required to comply with this policy.

Employees violating this policy may be subject to disciplinary action.

5.5 Updating and Accessing Personnel Files Employees are responsible for promptly reporting information changes/updates including, but not limited

to, change of name, address, telephone number, beneficiary, emergency contact, etc., to their supervisor

and the Human Resources Department. CFHC will not be responsible for the delayed receipt of

information due to failure to update information.

Personnel records are confidential and are subject to review only by authorized individuals. Employees

who wish to inspect their own personnel records may submit a written request to the Human Resource

Department. An appointment for the employee to review his/her records will be scheduled. Authorized

personnel will be present during an employee’s review of personnel records.

5.6 Job Descriptions CFHC management makes every effort to create and maintain accurate job descriptions for all positions

within the organization. Job descriptions serve to aid in orienting new employees to their jobs, identify

the requirements of each position, establish hiring criteria, set standards for employee performance

evaluations, and establishing a basis for making reasonable accommodations for individuals with

disabilities.

The Human Resources department will prepare job descriptions when new positions are created. Existing

job descriptions are reviewed and revised in order to ensure that they are up to date. Job descriptions may

also be rewritten periodically to reflect any changes in the position's duties and responsibilities. All

employees will be expected to help ensure that their job descriptions are accurate and current, reflecting

the work being done. Employees should remember that job descriptions do not necessarily cover every

task or duty that might be assigned, and that additional responsibilities may be assigned as necessary.

Contact the Human Resources department for any questions or concerns about your job

description.

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5.7 Performance Evaluations Evaluations are completed at the conclusion of the introductory period and annually to document

employee performance, to enhance communications between employees and their supervisors, and to

identify employees for promotions, trainings, and special assignments.

During the evaluation meeting, the supervisor will advise the employee of his or her progress, areas for

improvement, and the steps the employee should take to achieve job and organizational objectives.

Recommendations for salary or wage increases can be made at this time and are directly related to the

results of the overall performance evaluation.

5. 8 Professional Development CFHC employees may be required to attend local, regional, or national training sessions or conferences

related to their job responsibilities. Employees who are unable to attend training sessions must notify their

immediate supervisor as soon as possible. Employees wishing to attend and participate in elective training

sessions should request approval from both the employee’s supervisor and the Chief Executive Officer.

CFHC will reimburse the cost of approved seminars in compliance with the Out of Area Travel policy.

Expenses are reported on the Travel and Expense Report along with proper receipts. CFHC does not

reimburse for tips in excess of 20% or alcoholic purchases and snacks.

Employees who wish to attend educational classes on their own time may submit a request for

reimbursement for such classes. The request for reimbursement must be submitted in writing through

their supervisor to the CEO with a class detail indicating content. CFHC may reimburse employees for

employment related educational expenses subject to the terms listed below: 1. The training/education must relate directly to maintaining or improving the employee’s value to

the organization.

Educational expenses will be eligible only if they are provided at an accredited institution.

The employee must be an active, full-time, permanent employee and must be with the company

for at least one year

The employee must pass the class with a minimum grade of C or equivalent and produce final

grades for verification upon completion of the class

Expense reimbursement is limited to 50% of tuition expense only and is limited to $500 per year

maximum reimbursement.

Expense reimbursement must be requested within 30 days of completion of the class and

reimbursement must be preapproved by the CEO.

2.

3.

4.

5.

6.

5.9 Licensure and Certification All applicable employees are required to maintain their necessary

registrations, licensures, or certifications for the practice of their

respective professions. It is the responsibility of the employee to send a

copy of these documents to Human Resources to maintain an updated

personnel file. Providers will undergo a separate initial credentialing

process before beginning employment at CFHC and periodically

thereafter.

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5.10 Workplace Security

Employees All CFHC employees are expected to avoid exposing CFHC property to theft, destruction, vandalism, and

other damages. Please take the following steps to protect persons and property and report any breach of

security to your supervisor and/or the Director of Risk Management.

Secure offices, equipment, personal belongings, and file cabinets with

locks at the end of each workday; do not leave keys unattended

Lock vehicles when parked

Do not disclose information about patients, employees, or former

employees, including but not limited to addresses, telephone numbers,

work schedules, locations or other personal information

Restraining orders of any kind, victim or perpetrator, must be reported to

the Director of Risk Management, HR, and supervisor

Visitors Admission to clinics will be restricted to patients, staff, and board members unless the individual has

received prior authorization. If you see unauthorized or suspicious persons in or near a restricted area,

politely direct them to the front desk for assistance, or contact a supervisor or security.

Upon entry into a CFHC building, all visitors are required to identify themselves to the receptionist. The

receptionist will advise the appropriate person of the visitor’s arrival. Guests are the responsibility of the

employee they are visiting and should be escorted throughout the building. Family and friends of staff

members are restricted from patient care areas due to safety and job requirements.

5.11 Safety All employees must perform their duties in a safe manner, following specific safety rules that apply to an

employee’s position or area of operation. All staff is required to ensure that their workplace is free of any

safety hazards. Safe work practices include, but are not limited to, the following:

Keep work areas clean and orderly

Report accidents and injuries, no matter how minor, to the supervisor and/or Director of Risk

Management

Roughhousing, scuffling, and horseplay are prohibited

Report any dangerous condition or defective equipment immediately to a supervisor

Follow all safety signs and emergency procedures at all times

Record all events posing a risk to a person and/or CFHC on an incident form and submit to the

Director of Risk Management

Employees who do not adhere to safety policies may be subject to disciplinary action, up to and including

termination.

5.12 Job Related Accidents/Incidents

Reporting All accidents/incidents, including vehicular, should be reported immediately to the employee’s

supervisor, HR Director, and the Director of Risk Management. Notification should be made after

appropriate medical care has been arranged if necessary.

Immediately following the observation of, or involvement in, an accident/incident, the employee should contact the supervisor

The supervisor will contact the Director of Risk Management and Human Resources

Department

If the Director of Risk Management is unable to be reached, please direct questions and

concerns to the Human Resources Department 14

.

An Incident Report should be completed by the employee and should be signed by his or her

supervisor. In the event the employee is unable to complete the form, the Incident Report should

be filled out by the supervisor. Witness accounts should be documented as well. Incident Report

should be as clear and descriptive as possible regarding the facts of the incident, and should

describe the outcome and actions taken. The supervisor is to forward all Incident Reports to the

Director of Risk Management.

Obtaining Initial Medical Care If at all possible, the injured or ill employee should seek initial medical treatment through a CFHC

facility. In the event of serious injury, the employee should be taken immediately to an Emergency

Department. The judgment of the employee and others who may be assisting the injured/ill employee

should be used in determining the use of ambulance service. In all decisions, the health and well-being of

the employee should be the primary consideration.

Procedures and Follow Up Following the initial report of the illness or injury, the HR Director will advise the employee of the CFHC

work-related illness or injury policy and the employee’s workers’ compensation benefits. All injuries will

be reported to the workers’ compensation carrier who will supervise the treatment for the injury in

accordance with the workers’ compensation policy and Mississippi State Laws. The employee should

have the provider rendering care complete an encounter description detailing the physical exam and plan

of treatment in regards to employee’s injury or illness. This should also include medical documentation

that supports their inability to work due to the job-related injury. Such documentation will be reviewed by

the Medical Director if leave is for a period longer than three working days.

Return to Work The employee is expected to maintain regular contact with the Human Resource Department during the

period of disability and report his or her medical progress at least every 10 working days.

If the employee is able to return to work on a part-time or restricted duty basis, the employee should

inform Human Resources. CFHC has the right to decline a return to work release if limitations indicate an

inability to perform essential job functions.

If the employee has missed work as a result of the work-related illness or injury or has been on restricted

duty, he/she must have medical authorization to return to work full time. A return to work authorization

should be completed by the attending physician and the employee must submit the form to Human

Resource office within 24 hours.

Time Reporting Procedures and Income Guidelines Lost work time as a result of work-related illness or injury should be reported as such on the employee’s

attendance record. Lost work hours on the day of the incident will be paid as straight time (for hours

worked) with the absence recorded in the timekeeping system. Thereafter compensation will be paid in

accordance with Mississippi workers’ compensation law. Worker’s compensation pay will be used when

the absence is greater than five days. All employees are covered, as mandated by state law for injuries

occurring on the job.

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5.13 Tuberculosis Testing, HIV Testing, Hepatitis B and Influenza Vaccination Tuberculosis Testing - Upon hire and annually thereafter, all employees will be offered tuberculosis

(TB) skin testing unless they have a history of a positive TB skin test. The TB skin test will be provided

at no charge to the employee. If a TB skin test was performed within 12 months of the date of hire, the

employee will present the documentation and will not be required to repeat the test until the anniversary

date of the original test.

HIV Testing - Employees will be offered the opportunity to receive an HIV test at no charge to the

employee after an initial exposure to body fluids. Additionally, follow-up will be offered to any

employee who has been exposed to body fluids, according to the Occupational Post-Exposure

Policy, with the Director of Risk Managment assuming responsibility for continued monitoring.

Hepatitis B Vaccination - All employees may be offered the opportunity to receive Hepatitis B

vaccination at no charge to the employee.

Influenza Vaccination - All employees may be offered the opportunity to receive the annual

Influenza Vaccine at no charge.

5.14 Personal Appearance CFHC has established a reasonable dress code appropriate to the job performed. An employee may be sent

home to change if the supervisor deems the appearance is inappropriate. Under such circumstances,

employee will not be compensated for the time away from work. The supervisor should be consulted for

questions as to what constitutes appropriate appearance. Without unduly restricting individual tastes, the

following personal appearance guidelines should be followed:

Appropriate Business Attire and Appearance Guidelines

Employee Identification Badges must be worn above the waist with name displayed at all times.

For men (non-clinical): Relaxed business attire includes dress or sport shirts with collars or ties, polo

shirts, tailored slacks, khakis or chinos, and professional slip resistant shoes with socks.

For women (non-clinical): Relaxed business attire includes dress shirts, polo shirts, blouses,

sweaters, traditional skirts (no more than one inch above the knee), casual dresses (no more than one

inch above the knee), tailored slacks, khakis or chinos; nylons are not required when wearing dresses,

skirts or slacks. Professional sleeveless blouse or dress is appropriate.

Appropriate undergarments must be worn.

Coats or jackets made with fleece or leather are allowed.

Professional dressy shoes are approved (slip resistant in clinical settings); in non-patient care areas,

heel height should be three inches or less.

All clinical support positions (excluding Practice Managers) are to wear relaxed fitting scrubs, lab

coats, and slip resistant dress or tennis shoes.

Staff providing professional services may follow non-clinical attire guidelines as previously stated.

Hair should be clean, neatly styled.. Long hair needs to be arranged away from the face and at an

appropriate length so as not to create a safety problem or interfere with the performance of assigned

duties. Keep facial hair neatly trimmed and clean cut.

Fingernails should be clean, neatly trimmed and filed. Fingernail polish may be worn in conservative

colors. Short natural fingernails are allowed.

Facilities staff will wear designated attire (blue or khaki pants and shirt).

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Inappropriate Attire and Appearance Guidelines

Blue jean clothing of any color or style, capri or crop pants, casual shorts, leggings, jogging suits, or

sweat suits

Sweatshirts, T-shirts, tank tops or oversized shirts (any shirt with a large neck or arm opening)

Sundresses, tank tops, including exceptionally short and/or tight fitting clothing (dresses, pants, skirts

and tops)

Undergarments visible through clothing

Flip-flops, clogs, or any other shoes that are non-slip resistant

Offensive comment or graphic illustration or logo clothing including sport teams or cartoon

characters

Facial jewelry, nose rings, lip rings, tongue rings, large chains

Visible tattoos, body markings, modifications or piercings (excluding earrings)

Hanging earrings larger than a quarter and more than 2 inches long; more than 2 per ear

Unclean, torn/ripped, revealing, or see-through clothing

Artificial fingernails for employees who perform patient care tasks

Any other attire or appearance CFHC deems to be inappropriate in the business environment. If in

doubt….Don’t.

If an employee is unclear about dress and appearance guidelines, he or she is encouraged to consult with

Human Resources. If an employee reports to work in questionable attire or appearance, a notification and

discussion will occur with the employee to advise and counsel him/her regarding the inappropriateness of the

attire. Depending upon the circumstance, the employee may also be sent home with directions to return to

work in proper attire. Failure to comply with this policy will not be permitted, and employees who appear for

work inappropriately dressed or groomed repeatedly may be subject to disciplinary action, including

termination.

5.15 CFHC Property, Electronic Communications and Internet CFHC employees who have access to computers for use in the performance of

their scope of work will adhere to the guidelines pertaining to computer,

email, and internet usage. Violation of this policy could result in disciplinary

and/or legal action leading up to and including termination of employment.

Employees may also be held personally liable for damages caused by any

violations of this policy. All employees are required to acknowledge receipt

and confirm that they have understood and agree to abide by the rules

hereunder.

Procedure: 1. Cellular phone usage will be limited to CFHC business calls and very limited emergency calls

away from patient care areas and out of patient view.

Company employees are expected to use the Internet responsibly and productively. Internet

access is limited to job-related activities only and personal use is limited to lunch time. Job-

related activities include research and educational tasks performed via the Internet that would

assist an employee's role.

All internet data that is composed, transmitted and/or received by CFHC may be monitored and

stored. Computer systems belong to CFHC and are recognized as part of its official data. It is

therefore subject to disclosure for legal reasons or to other appropriate third parties.

The equipment, services and technology used to access the internet are the property of CFHC.

CFHC reserves the right to monitor internet traffic and access data that is composed, sent or

received through its online connections.

2.

3.

4.

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5. Emails sent via CFHC email system should not contain content that which is deemed to be

offensive. This includes, though is not restricted to, the use of vulgar or harassing

language/images.

All internet sites and downloads may be monitored and/or blocked by CFHC if they are deemed

to be harmful and/or not productive to business.

The installation of software such as instant messaging technology is strictly prohibited.

Unacceptable use of the internet by employees includes, but is not limited to:

6.

7. 8.

a. Access to sites that contain obscene, hateful, pornographic, unlawful, violent or otherwise

illegal material.

Sending or posting discriminatory, harassing, or threatening messages or images on the

Internet or via CFHC email service.

Using computers to perpetrate any form of fraud, and/or software, film or music piracy.

Stealing, using, or disclosing someone else's password without authorization.

Downloading, copying or pirating software and electronic files that are copyrighted or

without authorization.

Sharing confidential material, trade secrets, or proprietary information outside of the

organization.

Hacking into unauthorized websites. Sending or posting information that is defamatory to the company, its products/services,

colleagues and/or customers.

Introducing malicious software onto the company network and/or jeopardizing the

security of the organization's electronic communications systems.

Sending or posting chain letters, solicitations, or advertisements not related to business

purposes or activities.

Passing off personal views as representing those of the organization. If an employee is unsure about what constitutes acceptable Internet usage, then he/she

should ask his/her supervisor for further guidance and clarification.

b.

c. d.

e.

f.

g. h.

i.

j.

k. l.

9. All terms and conditions as stated in this document are applicable to all users of CFHC’s network

and Internet connection. All terms and conditions as stated in this document reflect an agreement

of all parties and should be governed and interpreted in accordance with the policies and

procedures mentioned above. Any user violating these policies is subject to disciplinary actions

deemed appropriate by CFHC.

Computers, computer files, the email system, and software furnished to employees are CFHC property

intended for business use. Employees should not use a password, access a file, or retrieve any stored

communication without authorization. To ensure compliance with this policy, CFHC has the right to

monitor computer and email usage.

CFHC strives to maintain a workplace free of harassment and is sensitive to the diversity of its

employees. Therefore, CFHC prohibits the use of computers in ways that are offensive to others or

harmful. For example, the display or transmission of sexually explicit images, messages, and cartoons is

not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color

jokes, or anything that may be construed as harassment. CFHC purchases and licenses the use of various

computer software for business purposes and does not own the copyright to this software or its related

documentation.

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5.16 Driving Standards and Procedures

Responsibilities and Obligations of Employees All employees, when operating a motor vehicle on CFHC business, shall have a

valid Driver’s License and automobile insurance and must adhere to applicable

state and local laws, rules and regulations.

When using a vehicle for Coastal business, cell phone usage must be limited to

hands-free devices only. No texting, dialing or other use of a cell phone is

permitted at any time while operating a company vehicle. Employees are liable for

the payment of their own fines that may arise as a result of any driving or parking violations while

operating a vehicle while on CFHC business.

Use of CFHC Vehicles for Non-CFHC Business

CFHC vehicles may not be used for running personal errands or giving rides to family or friends.

Mileage Reimbursement To request reimbursement for business-related travel:

1. Upon completion of travel, the employee will determine if the amount of travel exceeds the

normal mileage to his/her assigned work station. 2. If the mileage exceeds the normal mileage to an assigned work station, the employee

will complete a “Mileage Record” and obtain the supervisor’s signature.

3. Following approval, the original “Mileage Record” is forwarded to Accounts Payable

for processing/payment. Original “Mileage Record” is required for reimbursement.

4. “Mileage Record” must be submitted by the end of each month. 5. For company functions and events, the carpooling of employees is encouraged, and mileage will

be paid for vehicles with a minimum of three (3) employees without prior approval.

5.17 Employee Complaint Procedure Any employee who believes he/she has been treated unfairly may file a written complaint regarding

discipline, working conditions, employment, or application of CFHC policies. The following steps

should be taken when filing a complaint.

Level One: Employee should submit a written grievance to the direct supervisor. The supervisor has up to

three days to give a written response to the employee. If the employee is not satisfied with this response,

he/she may continue to level two.

Level Two: Employee has three days from receiving the supervisor’s response to submit a written

grievance to their respective executive team member. The executive team member has three days to

respond. If the employee is unhappy with the executive member’s response, he/she may proceed to

level three.

Level Three: Employee has three days from receipt of the executive team member’s response to

submit a written complaint to the CEO. The CEO has three days to respond. If the employee is

dissatisfied with the CEO’s response then he/she can continue to level four.

Level Four: The employee must submit a written compliant to the chairperson of the Personnel Committee. The chairperson will review the complaint and make a recommendation to the Board

of Directors. The Board of Directors will have the final decision.

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VI. COMPENSATION AND HOURS OF WORK

6.1 Hours Worked and Compensation Each department is expected to provide coverage during designated operating hours; employees are

expected to work their shifts as scheduled. All employees are expected to clock in at the start of the work

day and clock out at the end. Non-exempt employees are not to clock in more than five minutes prior to a

shift or clock out greater than five minutes following a scheduled shift unless prior approval is given.

Each employee is entitled to a one-hour lunch break, which should be taken between 11:00 a.m. and 2:00

p.m. All other breaks are to be scheduled by the supervisor so that it does not affect operation.

Starting times, lunch breaks, and regular business hours are subject to change at any time at the discretion

of CFHC. If it is necessary to leave the premises during working hours, permission is to be obtained from

the employee’s supervisor. Non-exempt employees who leave the premises during the work day with the

exception of their approved breaks will be expected to clock out upon leaving and in upon return.

It is the responsibility of each staff member to monitor their time record and to advise their supervisor

immediately of any problems with their time card. Employees must sign and submit their timesheet at

the end of each week. Failure to do so may result in disciplinary actions. Any missed punches must be

reported to your supervisor immediately.

6.2 Absence and Tardiness TardinessTardinessTardinessLateness

1. A leave request submitted and approved is considered an excused absence. Employees must

notify their supervisor and complete a leave request in the timekeeping system. An unexcused

absence is when an employee fails to give proper notice or fails to obtain approval before taking leave.

2. Employees must call their supervisor one hour before their scheduled shift to report an absence.

All call in are unexcused unless acceptable documentation is provided in a timely manner (e.g.

doctors excuse, police report, checkout or phone log from the school to pick up a child).

3. An exempt employee’s salary may be reduced for each full day of absence if PTO is unavailable.

Medical Verification Requirement

If an employee uses three (3) or more consecutive leave days for sickness, the employee must

provide a doctor’s certificate that verifies the employee’s illness and return to work status.

Failure to provide such medical certification may result in disciplinary action.

6.3 Compensation and Statuses

All employees (exempt or non-exempt) will be paid every other Friday. If Friday falls on a holiday,

payday will be on the preceding workday.

Non-Exempt Employees: Non-Exempt employees receive monetary compensation equal to one and one-

half times their regular rate of pay for all time worked in excess of forty hours in any one work week. Any

paid time off (e.g., sick leave, vacation, holiday) taken by the employee during the work week will not be

counted as hours worked in determining the employee’s entitlement to overtime pay.

Exempt Employees: Exempt employees are not eligible for overtime compensation. Exempt employees

are expected to work the hours necessary to fulfill their job requirements; a minimum 45-hour work

week to include one hour for lunch break is expected unless otherwise specified in a contractual

agreement.

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6.4 Overtime Overtime must be approved by the employee’s supervisor. Failure to receive approval before working

overtime may subject an employee to discipline up to and including termination. It is the supervisor’s

responsibility to track, monitor, and manage all overtime.

6.5 Permitted Deductions It is CFHC’s policy to make deductions from the salary of an exempt, salaried employee when he or she

is absent from work.

1. If the exempt employee works less than four (4) hours, PTO will be deducted and counted

towards the hours missed. If PTO hours are not available employee may be subject to

disciplinary action.

2. When an exempt employee is absent from work for one or more full days as a result of his or her

own sickness or disability, the employee will be compensated for this illness or injury under

CFHC’s PTO, other paid time off, disability or workers’ compensation policies, as appropriate.

If the employee has no paid time off remaining and is not eligible for disability or workers’

compensation benefits, the employee’s salary for that week may be reduced for each full day.

3. When an exempt employee is suspended for violation of safety or workplace conduct rules,

the employee’s salary will be reduced for each day of the suspension.

6.6 Inclement Weather In the event of inclement weather, CFHC will remain open and employees will be expected to report to

work as scheduled unless otherwise authorized by the Chief Executive Officer. Employees may be

notified of a suspension of normal operations through media outlets and/or telephone

utilizing the most recent “Call Tree Model”. Employees leaving work without

authorization or not reporting to work will be considered absent without leave and

subject to appropriate disciplinary action. Employees failing to report upon recall will

be deducted PTO hours. Those who do not have PTO hours available will be taking

leave without pay.

VII. BENEFITS

7.1 Benefits CFHC offers medical, dental, and vision coverage for employees. Short term disability, long term

disability, and life insurance are also provided. Employer provided plans may require employee

contribution. An employee who carries insurance offered by CFHC is eligible for employee discounts for

services at CFHC. Major dental work and eyewear materials are not included. For more details about

benefits offered through CFHC, employees should consult the plan documents available from the Human

Resource Department. CFHC reserves the right to change benefit plans and carriers as necessary. Payroll

deductions are processed and paid bi-weekly, not to exceed twice per month.

7.2 Paid Time Off PTO is paid time off that employees can use for any purpose, any days and times as

approved by the supervisor. PTO is not transferable to other employees.

Regular full-time employees are eligible to receive PTO. Part-time employees who regularly work sixteen (16) or more hours per week will receive PTO on a pro-rated basis. Employees

will accrue PTO beginning on their date of hire according to the schedule below. PTO will accrue during

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the introductory period, but cannot be used until completion of the introductory period. Employees will

not earn PTO leave during any unpaid absence including FMLA leave. Temporary or PRN employees do

not accrue service time towards PTO. Eighty (80) hours PTO can be carried over from year to year.

Service Time Accrual per 80

hour pay period

4 hrs 45 min

6 hrs 15 min

7 hrs 45 min

Annual Equivalent

1 – 4 years

5 – 14 years

15 or more years of

service

123.50 hours

162.50 hours

201.50

PTO leave requires supervisory approval. Employees should submit requests for PTO leave to the

supervisor in 30 minute increments. Requests for 1-4 days off should be submitted at least two weeks in

advance. PTO requests for a week off must be submitted 30 days in advance and requests for two or

more weeks must be requested 60 days in advance of the first requested day off. For service providers

requesting more than one day of PTO, 30 days’ notice is required. PTO leave is approved subject to the

operational needs of CFHC.

Upon separation of employment, the employee shall be paid for earned but unused PTO unless terminated

under circumstances in which he/she is not entitled to unused PTO. PTO cannot be used in lieu of giving

notice of separation.

Leave Without Pay Leave without pay is strongly discouraged. The supervisor may approve up to 2 consecutive days of

leave without pay. If three or more days are requested without pay, the supervisor should consult with

the Human Resource department prior to approval. The use of leave without pay may have a negative

impact on the performance evaluation.

7.3 Holidays CFHC observes the following paid holidays each year for full-time employees and

part-time employees who regularly work 16 or more hours per week. Contracted or

PRN employees do not receive holiday pay.

Holidays

New Year’s Day Martin L. King Jr., Birthday

Mardi Gras (CFHC Only)

Good Friday (GAME Only)

Memorial Day

Independence Day

Labor Day Thanksgiving Day (2 days)

Dates Observed

January 1 3rd Monday in January

Changes yearly

Friday Preceding Easter

Last Monday in May

July 4

1st Monday in September 4th Thursday in November and day

after Thanksgiving

2 days at Christmas (Including

Christmas)

If a holiday falls on a

Saturday, it shall be

observed on the

preceding Friday. If a

holiday falls on a

Sunday, it shall be

observed on the

following Monday. Christmas (2 days)

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Holiday Pay Requirements Temporary and PRN employees are not eligible for holiday pay. All full-time employees shall receive

straight time pay for the above mentioned holidays in accordance to their regular work schedule. Part-

time employees are paid on a pro-rated basis depending on their regular work schedule. Extended work

day schedules will need to follow a five day, eight hour work day during the week of a holiday. An

employee is eligible for holiday pay provided he/she works all regularly scheduled hours on the work day

immediately preceding and following the holiday or has preapproved PTO for those days. No Exempt

Time or CME leave request will be approved immediately prior to, or following, a holiday. If a

holiday occurs during a vacation period, the employee’s absence on that day will be charged as a holiday

and not as vacation.

7.4 FMLA To be eligible for FMLA, an employee must have worked for CFHC for at least 12 months and have been

paid for at least 1,250 hours in the previous 12 months. Eligible employees will be granted up to a total of

12 work weeks of FMLA leave during any 12-month period beginning with the first day of leave and

rolling forward one year. Employees will be required to use PTO days concurrently with FMLA leave.

If eligible for FMLA employees can receive up to 12 weeks of unpaid, job-protected leave each year for

specified family and medical reasons. If you believe you may be eligible for FMLA leave or have any

questions regarding FMLA leave, contact the Human Resource Department for information and forms

that you will need to complete for eligibility.

Employees seeking to use FMLA leave are required to provide thirty (30) days’ notice of the need to

take FMLA leave when the need is foreseeable and medical certifications supporting the need for leave

due to a serious health condition affecting the employee or a qualifying family member.

FMLA leave will be granted for one or more of the following reasons in accordance with the law:

Birth and care of the employee’s child; within one year of birth

Placement with the employee of a child for adoption or foster care; within one year of the

placement

A Serious Health Condition of a qualifying family member, i.e., spouse, child, or parent of the

employee (but not “in-law”), if the employee is needed to care for such family member

A Serious Health Condition of the employee that makes the employee unable to perform any one

or more of the essential functions of his or her job

Military Family Leave Entitlements Eligible employees whose spouse, son, daughter or parent is on covered active duty or call to covered

active duty status may use their 12-week leave entitlement to address certain qualifying exigencies.

Qualify 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.

Any qualifying emergency arising out of the fact that the employee’s spouse, child, or parent is on active

duty or has been notified of an impending call or order to active duty are allowed military leave as well.

Twenty-six (26) work weeks of leave during a single 12-month period to care for a covered service

member with a serious injury or illness if the employee is the spouse, child, parent, or next of kin of the

service member are also allowed.

Intermittent Leave When medically necessary, employees may take FMLA leave intermittently or on an approved reduced

work schedule to care for an immediate family member with a serious health condition or because of the

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employee’s own serious health condition. Employees may take intermittent leave in blocks of time, or by

reducing their normal weekly or daily work schedule. Employees will be required to use PTO days

concurrently with intermittent FMLA leave.

When intermittent leave for planned medical treatment is needed to care for an immediate family member

or the employee’s own illness, the employee should schedule treatment so that it will not unduly disrupt

CFHC’s operations. Improper notice and failure to comply with CFHC attendance policy may result in

disciplinary action up to and including termination.

Leave Where Spouse Works for CFHC If both spouses are employed by CFHC, the aggregate number of leave weeks to which both employees

are entitled for birth, placement for adoption or foster care, or illness of a son or daughter is limited to 12-

weeks during any 12-month period.

Employees will not accrue PTO days or receive holiday pay while on unpaid FMLA leave.

7.5 Short-Term Disability (STD) Employees who request Short Term Disability (STD) will be asked to complete a Request for Short Term

Disability form and a Family Medical Leave Act packet. Employees must have been employed for at least

12 months and worked at least 1,560 hours. Both packets must be completed by the physician and

returned to the Human Resource Department.

The STD carrier will make the determination of whether or not to approve or deny the claim based upon

eligibility requirements. The employee needs to complete the paperwork at least 30 days

prior to going out on leave. If approved, there will be a fourteen day elimination period

prior to being paid by the STD carrier. This is a Sunday thru Saturday period so the

employee will be required to use PTO or take leave without pay if no leave is available.

PTO is not paid while the employee receives STD payments. The employee will be paid

60% of their base pay by the STD carrier. Compensation from CFHC will resume upon

their return to work.

7.6 Long-Term Disability (LTD) Long Term Disability is available to eligible employees after STD has been exhausted. The LTD plan will

provide totally disabled employees with a monthly benefit. The amounts paid to employees may change

and are determined by the policy in effect at the time of disability. LTD payments will be reduced by other

income the employee may receive such as social security, workers’ compensation, etc. LTD payments are

considered taxable income and will be paid after deduction of all applicable taxes paid by the LTD carrier.

7.7 Bereavement Leave Employees are allowed three (3) days of bereavement leave per occurrence with a maximum of six (6)

days off from regularly scheduled duty annually for bereavement leave after the introductory period is

completed. An employee may, with his or her supervisor’s approval, use any available PTO for additional

time off as necessary. Bereavement must be taken within a reasonable time frame of the loss.

An employee who wishes to take time off due to the death of an immediate family member which

includes a spouse, parent, step-parent, sibling, child, foster child in current custody, grandparent,

grandchild, parent-in-law, sibling-in-law, or child-in-law should notify his or her supervisor immediately.

To be eligible for paid bereavement leave, the employee must obtain documentation for verification.

Bereavement pay is calculated based on the base pay rate at the time of absence and will not include any

special forms of compensation.

24

7.8 Military Leave It is CFHC’s policy to provide unpaid leaves of absence for military duty in

compliance with USERRA and applicable state law. Employee must inform CFHC of

military status upon hire by providing a letter from their commanding officer with

status details and service requirements. If you are called to active military duty or to

Reserve or National Guard training, or if you volunteer for the same, you should

notify the Human Resource Department and submit copies of your military orders

upon receipt.

Employees should notify the Human Resource Department at least thirty days before the beginning of

military leave unless such notice is impossible, in which case employees should notify the Human

Resource Department of the beginning of the military leave as far in advance as possible. Your eligibility

for reinstatement after your military duty or training is complete will be determined in accordance with

applicable federal and state law.

7.9 Jury Duty and Witness Leave Full-time and part-time employees may receive time off at straight time pay to appear for jury duty.

Temporary/PRN employees will receive time off for jury duty, but will not be eligible for jury duty pay.

In order to receive payment for jury duty, an employee must have been regularly scheduled to work and

must give prior notice to his or her supervisor..

Upon return from jury duty, the employee must present evidence of attendance and the amount received

from jury service and endorses and tenders that amount to CFHC. An employee subpoenaed to testify as a

witness in a court proceeding may use PTO. If the suit is related to CFHC business, so long as the

employee is not subpoenaed to testify against CFHC, the employee will be compensated at his/her normal

rate of pay and will not be required to use PTO.

7.10 Continuation of Benefits During Leave While on FMLA and any leaves of absence, an employee’s health insurance benefits will continue under

the same terms and conditions as prior to the leave, including continuing responsibility for any applicable

employee premiums. Employees will be responsible for payment to CFHC for continuation of family

coverage and supplemental policies on a monthly basis. Payment arrangements may be available with

pre-approval. Failure to make such payments will result in loss of coverage. Upon return from leave, an

employee will be restored to his or her original job, or to an equivalent job with equivalent pay, benefits

and other employment terms and conditions.

7.11 Return to Work An employee returning to work following a leave of absence must be physically and mentally capable of

performing the essential duties of the classification for which re-employment is being sought. Returning

employees are required to provide medical verification and/or submit to a physical examination

demonstrating their ability to return.

Any employee who fails to return to work at the expiration of a leave may be subject to disciplinary

action. Failure to return within three (3) days of a leave of absence shall be considered as having

abandoned his/her job and may be separated from employment as a voluntary quit/dismissal.

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ACKNOWLEDGEMENT AND RECEIPT OF EMPLOYEE MANUAL

This Employee Manual is an important document intended to help you become acquainted with

Coastal Family Health Center’s (CFHC) policy and procedures. Individual circumstances may call for

individual attention.

Please read the following statements and sign below to indicate your receipt and acknowledgment of the

Employee Manual and your understanding of the contents. Return this receipt to Human Resources.

I understand that CFHC retains the right to make decisions involving employment as needed in

order to conduct its work in a manner that is beneficial to the employees and the company.

I understand that this Employee Manual supersedes and replaces any and all prior manuals and

HR Policies and Procedures.

CFHC reserves the right to revise, delete and add to the provisions of this Employee Manual at

any time. All such revisions, deletions or additions to the Employee Manual will be in writing

and will be approved by the CFHC Board and the Executive Team.

I understand that no oral statements or representations can change the provisions of this

Employee Manual.

I understand that my employment with CFHC is at-will and CFHC has the right to terminate my

employment at any time, with or without cause or notice, at its sole discretion.

I understand that this Employee Manual refers to current benefit plans maintained by CFHC

and that I must refer to the actual plan documents and summary plan descriptions as these

documents are controlling.

I am aware that during the course of my employment, confidential information may be made

available to me. I understand that this confidential information must not be given out or used

internally or externally for any non-business related reasons.

I understand that CFHC may monitor my use of its business equipment, including computers and

telephones, and that this monitoring may include reviewing voice mail and/or e-mail messages

and/or other computer use.

I understand that my signature below indicates that I have read and understand the

above statements, that any questions I had have been answered to my satisfaction,

and that I have received a copy of the CFHC Employee Manual.

Printed Name

Employee Signature

Date

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