We believe that Onboarding is a process, not just an event. Our intent is to have the new employee:

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FORM A- for Non-Management Employees. The Joint Commission

REQUIRES a departmental orientation and we suggest the use of

this checklist.

New Employee

Orientation Checklist

Tool for Those Who Orient Non Management Employees

At WVUH,

YOU

play an important role in the orientation and retention of our new employees.

You

guide new employees as they begin their journey down what we hope will be a fulfilling career with WVUH. This checklist will help you perform this role. By completing these tasks over the next 30 days, you will help your new team member become an engaged employee and increase his or her contribution to WVUH. Thank you for all that you do to ensure the proper orientation of our new employees.

We believe that Onboarding is a process, not just an event. Our intent is to have the new employee:

 Feel at ease and welcome at WVUH.

 Obtain a good grasp of WVUH’s organizational history, mission and values.  Understand the functions of different units, divisions and departments.  Understand what the organization expects in terms of work and behavior.  Know everything necessary to start performing his/her job.

 Know who and where to go to for help with work matters.

 Know the policies and procedures of WVUH and of the new employee’s department.  Feel a part of the WVUH family.

Please complete this checklist with your employee. Some items should be completed the first full day after the Hospital’s NEO program. The reminder should be completed within the first 90 days.

The items that are highlighted in yellow are mandated by The Joint Commission and must be covered. From the remainder, select those items that are relevant and important and check off each topic when reviewed with the new employee and have the employee initial. When complete, both of you will sign and date this document and file the original in the employee’s departmental personnel file.

Any questions can be directed to Maria Mancini, Director of the Center for Education and Organizational Development at 598-4045.

EMPLOYEE INFORMATION

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FIRST WEEK

Reemphasize that our patients are the first priority in everything we do & remind them of the role they play in patient care

If possible, arrange for someone to join the new employee for lunch the first week. Ensure that pre-employment physical and new hire paperwork is complete

Ensure that the new employee has:

 Been instructed how to clock in and out

 Picked up their WVUH ID badge and is wearing it

 Gone to Employee Health for their TB test (and returns to Employee Health to have it checked by Thursday of the same week)

 Attended NEO

 A list of all critical contact information including phone numbers

 Accomplished the critical first week steps of completing the Confidentiality and Security Agreement and ensuring that the introductory HIPAA CBL is successfully completed.

FIRST 30 DAYS

Reemphasize that our patients are the first priority in everything we do & remind them of the role they play in patient care. THE FIRST 30 DAYS OF EMPLOYMENT ARE CRITICAL TO RETENTION. PAY PARTICULAR ATTENTION TO THE

QUESTIONS/FRUSTRATIONS/SUGGESTIONS MADE BY OUR NEW EMPLOYEES IN THIS PERIOD.

For the first 4 weeks, the supervisor is to touch base with the employee once a week, reinforce something that the new employee is doing well and then, ask the following:

1. How is your new job going?

2. How can I make your transition easier?

Ask probing questions, if needed and be sure to follow up with what is mentioned.

Prepare for the 45 Day Review which is required and filed electronically using NetManager. YOUR FIRST 90 DAYS

Accomplish the critical first 90 day step of ensuring that the following HIPAA and Compliance CBLs are successfully completed.

Intro to the Regulatory Environment: Regulatory Environment (Compliance requirement). Unit 2: HIPAA Privacy (for those who perform patient care, the CBL is titled Unit 2: HIPAA Privacy for Patient Care)

Unit 3: HIPAA Security (for those who perform patient care, the CBL is titled Unit 2: HIPAA Security for Patient Care)

Prepare for the 90 Day Review which is required and filed electronically using NetManager.

INTRODUCTIONS

1. Welcome him/her upon arrival to the department

2. Introduce him/her to co-workers and identify supervisors (staff assistant, director, & supervisors, clinical preceptor, etc.)

3. Give introductions to department staff and key personnel during tour

4. Give copy of Key Contact List and Key Phone Numbers & Organizational Chart 5. Explain The Joint Commission and their role in our hospital

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DEPARTMENTAL & HOSPITAL TOUR

Tour the main areas of your department and the hospital including: 1. Conference rooms 2. Wellness Center 3. Pharmacy at HSC 4. Payroll 5. Locker Areas 6. Offices 7. Restrooms

8. Important Bulletin Boards 9. Coffee/vending machines 10. Cafeterias (WVUH and HSC)

11. Emergency exits and supply closets 12. Tunnels to POC and HSC

13. Guest Elevators, Patient Elevators/explain policy, Staff Elevators and explain

which floors they go to

THE NEW JOB

1. Review job description and provide copy of job description

2. Explain how their job relates to others in the department AND TO OUR PATIENTS 3. Probationary period is 90 days. Explain the probationary period, the importance of

showing up & and how they are now part of a team 4. Explain the Performance Improvement Plan and their role 5. Behavior Standards

6. Performance expectations

7. Explain STAR/Customer Service Guidelines 8. Review job schedule and hours

9. Review initial job assignments

10. Explain their job classification (exempt or non exempt)

11. Explain any rules specific to department (i.e. breaks, eating, etc.) 12. License Verifications

13. Explain how they can activate card for nutrition services (cafeteria/coffee/etc.) by visiting payroll 14. Explain dress code and expectations-BE VERY CLEAR

15. Explain that different color scrubs designate which specialty a person works in 16. Staff Meetings

17. Review payroll timing, time cards (if applicable), and policies and procedures. 18. Explain evaluation process

a. 30/45 day review

b. Performance Management Annual Review

19. Confirm the salary, pay schedule and check distribution procedures (including direct deposit) 20. Review payroll timing, time cards (if applicable), and other relevant policies and

procedures.

21. Job Openings, promotions, transfers

22. Laborers' Local 814 Collective Bargaining Agreement

WORK TOOLS

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2. Confirm that the employee has received their Photo ID card, parking permit, keys, etc. 3. How to activate ID card for purchases at gift shop, cafeteria, coffee kiosk, etc

4. Microsoft Outlook 5. Any special equipment 6. Pagers

7. Netlearning

a. To enroll in classes b. To complete your CBLs

c. To access and manage your performance reviews 8. Responsibility for checking email

9. Keys

a. Tessa Access is special access to employee elevators b. Call security for badge

10. Getting password 11. Computer

a. Getting your computer set up b. Setting up your password

12. Netlearning-access through Ruby OnLine 13. Telephone

a. STAR Guidelines for answering phone b. Getting a TID

c. How to set up voice mail d. For phone messages

i. dial 7-4751 and enter your extension

ii. or hit button beside “Voicemail” on your phone, enter your password and iii. follow prompts

RESOURCES

1. Human Resources website 2. HELP Desk (#7-4357)

3. Ruby Online provides access to: a. Netlearning

b. Rewards and Recognition

c. Employee Action Form (PA)/Position Management Form d. Meal Coupon Generator

e. Rolebased Security Access f. Star Recovery Tool

g. WVUH Cash Deposit Form

h. Reference Tools on Ruby Online provides access to things like IT’s HEAT Self Serve (HSS) 4. Employee Health

5. Employee Assistance Program (EAP) 1-800-865-3200 or www.horizoncarelink.com

Login: WVUH Password: EAP 6. The Joint Commission

7. Abbreviations Commonly Used at WVUH

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WORK SCHEDULE

1. Confirm work hours of employment-be specific, lunch and breaks, time off and overtime policies, scheduling procedures and call in procedures

2. Explain Paid Days Off and explain how they accumulate and request time off 3. Talk about the importance of clocking in, how to clock in

4. Review holiday schedule and procedures for requesting time off 5. Cover attendance and tardiness policies and our practices in detail 6. Tardy and early quits

Holidays WVUH recognizes the following holidays for employees who are not covered by the Laborers' Local 814 Collective Bargaining Agreement.

1. New Year's Day 2. Memorial Day 3. Independence Day 4. Labor Day 5. Thanksgiving Day

6.

Christmas Day

NEW SKILLS

1. CEOD website 2. Required CBLs

3. Explain training including type/length of training they will receive 4. Competency Assessments

5. Netlearning and CBLs 6. Departmental Orientation

REWARDS AND RECOGNITION

WVUH values its employees and encourages them to engage in finding ways to better

serve our patients, provide better support to our colleagues, and improve our operational and financial standing.

1. Bright Ideas 2. Values in Action 3. Leadership in Action 4. STAR

IMPORTANT POLICIES AND PRACTICES 1. Review key policies & information 2. Confidentiality and HIPAA

3. Hand washing 4. Confidentiality

5. Clocking in and out/Time keeping 6. Location of time clocks

7. Kronos

8. Paychecks-when they are provided/direct deposit 9. STAR Behaviors

10. Progressive disciplinary actions

11. Performance reviews/discuss expectations and when the appraisal will take place 12. 45/90 day review

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13. Holidays 14. Absenteeism

15. Reporting Off or Being Late

16. Minimum of 1 hour call off prior to the start of your shift 17. Attendance & Punctuality Policy

18. Overtime

19. FMLA/leaves of absence 20. Tardy and Early Quits

21. Progressive Discipline Actions

22. Paid Days Off, Sick Leave, Overtime, and Vacation Scheduling 23. Funeral Leave

24. Uniform Dress & Appearance 25. Harassment Policy

26. Security (lost and found) 27. Cell Phone Usage

28. Smoking and Smoking Areas 29. Department Bulletin Board 30. E-mail and Internet use

PATIENT & EMPLOYEE SAFETY AND HEALTH

1. Handwashing 2. Employee Health

3. Employee Assistance Program 4. Fitness for Duty

5. Food Worker Permit

6. Incident & Accident Reporting

7. Importance of reporting unsafe working conditions, using “Wet Floor” signs, and working safely

8. Symbols & what they mean 9. Personal Safety

 How to gown up for isolation 10. Fire Plan

 PASS  RACE 11. Equipment Safety 12. Copy of Codes

13. Discharge Unit Cleaning 14. Hand washing

15. Reporting Accidents & Incidents (including fires) 16. Disaster Plan 17. Hazard Communication 18. Biohazard Waste 19. Security 20. Emergency procedures 21. Visitors

TRAINING AND COMPETANCY ASSESSMENTS

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2. NetLearning/CBLs/how to log on tip sheet 3. Departmental Orientation-provide schedule

4. Explain training and the type and length of training that they will receive 5. Competency Assessments

6. Ensure that introductory HIPAA CBL is completed within the first week

O THER IMPORTANT INFORMATION

1. WVU game day parking 2. Lockers/break room/etc. 3. Getting a TID

4. Pharmacy

5. How to change your name, address, telephone number, etc. 6. Departmental Bulletin Board

7. Keys/Master Janitor Key

8. Tessa Access is special access to employee elevators a. Call security for badge

9. Mail (incoming and outgoing)

10. Telephone usage and courtesy (proper greetings, etc.) 11. Intercom/walkie talkies/phones/pagers

12. Visitors in the department 13. Appropriate language

14. Explain that different color scrubs designate which specialty you work in

SPECIAL DESIGNATIONS

1. Accreditation from The Joint Commission 2. Magnet by ANCC

3. Top 20% in providing care for heart attacks & congestive heart failure 4. Best in cancer care

5. Center for Excellence in Neurology

6. Primary Stroke Center designated by JCAHO

7. Level One Adult Trauma Center designated by the College of Surgeons 8. Level Two Pediatric Trauma Center Designated by the College of Surgeons All of the above items which have been checked have been discussed with me. Employee Signature___________________

Date Employee Attended NEO________________ Employee ID Badge#____________________________ Today’s Date______________________________ Supervisor Signature________________________

FILE COMPLETED ORIGINAL DOCUMENT WITH SIGNATURES IN EMPLOYEE’S DEPARTMENTAL PERSONNEL FILE

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