Employee Manual
Updated 10-22-2012Introduction
This manual is for you! It has been created for the employees of Puget Sound Eye Care, whether you are new to the office or a longtime employee. This manual gives you an overview of the policies and procedures of Puget Sound Eye Care and can change without notice to employees.
Puget Sound Eye Care, formerly known as A Children’s Eye Clinic, was developed to provide the best quality medical care for children and adults with strabismus. Puget Sound Eye Care expanded its focus to include comprehensive eye care “for all stages of life.” In addition to eye care for all age groups, we also provide quality eyewear products, including spectacles and contact lenses, through our optical store, Optical Solutions.
Each one of us is here for the same purpose—to provide the highest quality service, care, and products for our patients in a courteous and respectful manner. As a member of this office, you can count on the cooperation and understanding of other members of the staff, just as they will come to depend on you.
We wish you every success and hope that you will find the satisfaction of dedicated work and worthwhile achievement in your career with Puget Sound Eye Care.
Practice
Goals
The following are the practice goals:
1. To provide the best possible medical care for our patients.
2. To treat each patient with dignity, respect, kindness, and courtesy.
3. To serve the community through preventative medicine and other outreach programs.
4. To have a smooth-functioning clinic in which staff and physicians work together in a spirit of harmony and cooperation.
6. To have a practice which will enable all of us to meet patient needs and allow the opportunity for continued professional growth and personal fulfillment.
7. To earn a fair monetary return for our efforts and investment.
Conditional Employment
The first three (3) months of employment are considered a conditional period. No benefits, with the exception of paid sick and safe time off, shall accrue during this time.
This conditional period allows the employee and the clinic the opportunity to determine if your employment is mutually satisfactory. If it is, the benefits of being an employee of Puget Sound Eye Care will begin to accrue. Only employees working more than 20 hours per week are entitled to benefits. If your employment is not mutually satisfactory, you may terminate your employment or be dismissed during this period without notice.
Benefits
After the three-month conditional period, employees working more than 50% of full time (full time is defined as working 40 hours per week) will be eligible for benefits. The benefits include:
1. Vacation Time 2. Paid Holiday Time
3. Medical and Dental Coverage
Employee benefits will be prorated if an employee works equal to or less than 90% of full-time in 5% increments. Benefit status will be calculated every quarter with the current quarter’s benefits based on the hours worked from the last quarter. Calculations of work hours will include any vacation time and holiday hours. For example, if an employee works 34 hours each work week on average during a quarter, then that employee will receive 85% of the full benefits for the next quarter. Prorated benefits include medical/dental premiums, HSA contributions, medical contributions, vacation time accrual, holiday time and bonus/incentives.
Vacation
Regular, full-time (40 hours per week) employees earn and accrue five days of vacation during each year of employment, following the three-month conditional period. The total number of hours accrued will depend on the number of hours the employee works weekly. An employee who works 40 hours each week will earn 40 hours of vacation each year. This would mean that 0.77 hours vacation would accrue per week (40 hours of vacation divided by 52 weeks). An employee working less than a 40-hour week earns prorated benefits, for example, 32 hours per week, would accrue an average of 0.62 hours vacation leave per week (32 hours of vacation divided by 52 weeks). These
accrued hours will be calculated and recorded quarterly by practice management. An employee must work one full year before receiving any credit for accrued vacation.If an employee has taken vacation time off with pay prior to having been employed for one full year, the employee owes the clinic for this paid vacation time. If an employee quits or is terminated before the first full year of employment, all accrued vacation time will be forfeited.
An employee is not allowed to carry over unused vacation time into the next calendar year, unless approved by the practice administrator.
After being employed by the clinic for three full years, a full-time employee will begin accruing ten (10) days of vacation per year beginning the next calendar year. This would accrue at an average rate of 1.54 hours vacation for a 40-hour per week employee.
After five full years of employment with the clinic, a full-time employee will begin accruing 12 days of vacation per year beginning the next calendar year. This would accrue at an average rate of 1.84 hours vacation for a 40-hour per week employee.
The practice administrator must approve all employee vacation time off in advance. Vacation time is to be taken when one or more of the physicians will be out of the clinic and preferably in one-week intervals. The physicians will attempt to notify the practice administrator and the clinic staff of the time they will be out of the clinic six months in advance. It is requested in fairness to co-workers not to take a single vacation day added to the beginning or end of a weekend. If the employee does not have any accrued vacation time, then this time must be taken as unpaid time off. If more than one employee requests the same time off, vacation time will be granted on a seniority basis.
Ultimately, there are many factors that will be used to determine if an employee’s requested vacation time is granted, including:
1. If a practitioner is out of the office;
2. Whether or not the employee has accrued vacation time; 3. The seniority of the employee;
4. Whether there is adequate coverage during the time the employee will be out of the office; and
5. The length of time the employee is requesting off.
Paid Sick and Safe Time
Paid sick and safe time off is mandated to employees as a result of a City of Seattle ordinance number 123698. This bill was enacted in order to insure a healthier workplace by preventing the spread of disease. Paid sick or safe leave is intended to protect staff against undue financial loss in the event of an illness of one or a few days’ duration.
Paid sick and safe time, when available, may be used:
1. To accommodate the employee’s need to care for a child whose school or place of care has been closed by order of a public official for such a reason;
2. To enable the employee to seek legal or law enforcement assistance or remedies to ensure the health and safety of the employee or the employee’s family members including, but not limited to, preparing for, or participating in, any civil or criminal legal proceeding related to or derived from domestic violence, sexual assault, or stalking;
3. To enable the employee to seek treatment by a health care provider for physical or mental injuries caused by domestic violence, sexual assault, or stalking, or to attend to health care treatment for a victim who is the employee’s family member;
4. To enable the employee to obtain, or to assist a family member in obtaining, mental health counseling related to an incident of domestic violence, sexual assault, or
stalking, in which the employee or the employee’s family member was a victim of domestic violence, sexual assault, or stalking; or
5. To enable the employee to participate in safety planning, temporarily or permanently
relocate, or take other actions to increase the safety of the employee or employee’s family members from future domestic violence, sexual assault, or stalking.
The accrual rate for paid sick and safe time is one hour for every 40 hours worked. Employees working less than 20 hours per week will not accrue paid sick and safe time until they have worked 240 hours in a calendar year. Employees can begin to use paid sick and safe time off after the 180th calendar day from the beginning of their employment. No more than 40 hours of paid sick and safe time off can be taken in any calendar year. The employee must request the paid sick or safe leave at least ten days in advance for any foreseeable leave, or as soon as practicable in advance of the paid leave for any unforeseeable leave. Employees are allowed to carry over up to 40 hours of unused hours to the next calendar year. Paid sick and safe time off can be used in hour-long increments. Employees cannot waive their right to paid sick and safe time off.
If there is a separation from employment and the employee is rehired within 7-months of
separation, previously accrued paid sick and safe time that had not been used shall be reinstated.
If an employee uses 1-3 consecutive days for paid sick or safe time, no documentation is required. If an employee uses more than 3 consecutive days of paid sick or safe time, documentation is required (e.g. a statement from healthcare professional that sick time was necessary). If there is a clear instance or pattern of abuse documentation for absences shorter than 3 days, documentation may be required. No statement is necessary regarding the nature of the illness or other private medical information.
Holidays
New Year’s Day, Presidents’ Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day, and Christmas Day are paid holidays for employees who work more than 20 hours per week. Holidays are paid on the basis of the average number of hours per day the employee would work in a five-day work week.
Example: An employee who works a 40-hour work week (100% of full time) would be paid 8 hours for each holiday.
Example: An employee who works a 36-hour work week (90% of full time) would be paid 7.2 hours for each holiday.
Example: An employee who works a 20-hour (50% of full time) work week would be paid 4 hours for each holiday.
This allows an employee to be paid for all holidays even if they fall on a day the employee usually does not work.
Medical and Dental Coverage
The clinic currently pays for medical and dental coverage for each regular, full-time employee, effective after the first three months of conditional employment. Medical and dental coverage is also available to employees working more than 20 hours per week but less than 40 hours per week on a prorated basis. If an employee works less than a 40-hour work week (beginning at 90% of full-time and less) and wants medical and dental coverage, he/she will be responsible for the unpaid prorated portion of their benefits. A spouse, children or legal dependent can be added to the policy at the employee’s expense, with the payment for this additional coverage deducted biweekly from the employee’s paycheck. Pamphlets explaining the policy and what is covered are available for each employee. The coverage provided in this policy may change periodically at the discretion of the practice.
Performance and Performance Reviews
As stated in the introduction, each one of us is here for the same purpose—to provide the highest quality service, care, and products for our patients in a courteous and respectful manner. The following are basic expectations of every staff member:
.. To be a productive staff member at work, including performing tasks in a timely and efficient manner;
.. To treat each patient with dignity, respect, kindness, and courtesy; and
.. To treat other staff members with dignity and respect and working as part of a team;
Failing to meet the above expectation (s) will result in termination.
The purpose of the performance review is to give employees feedback regarding their performance during a designated interval of time. In addition, it gives employees the opportunity to express any concerns regarding their employment. The practice administrator will perform performance reviews. A 90-day review is performed after the completion of the employee’s conditional period. Annual reviews are performed near the anniversary date of the employee’s date of hire.
Salary
Employees are paid biweekly. State and Federal regulations require that certain taxes be withheld from all salaries. An accounting of the withholdings is recorded on the voucher attached to the paycheck. If you have questions, please bring them to the attention of the practice administrator immediately.
Each employee is responsible for notifying the practice administrator of any change in address, marital status, or number of exemptions claimed.
Time Clock
Employees must clock in and be ready to work at their designated starting time. Each employee gets an unpaid lunch break near the middle of the day, unless the work day is less than six hours. We encourage you to rest and relax during this time, so you are fresh for your afternoon. Each employee is responsible for clocking out for lunch and then back in on return from lunch. No employee is to skip his/her lunch period. Employees must clock out at the end of each lunch period and work day.
Arriving earlier than scheduled time, leaving later than scheduled time, or preliminary time spent in grooming, changing clothes or attending to personal matters may not be considered time worked or paid activities even if the employee is clocked in.
Each employee is expected to work his/her designated hours each work week. No employee will be allowed to make changes in work hours without the consent of practice management. If your work day is to begin at 8:00 a.m., clock in at 8:00 a.m. A change in the start or end time from the employee’s usual schedule is approved only by the practitioners or administrator of Puget Sound Eye Care. Overtime is calculated for hours worked more than a 40-hour work week NOT counting holiday time. An employee will be compensated for overtime only if he/she has received prior approval from the practitioners or practice administrator. It is the responsibility of each employee to monitor his/her hours to prevent overtime hours.
Time records
Time records will be kept for each employee. At the end of each quarter, hours worked by each employee will be calculated and totals recorded. Accrued holidays, and vacation time will also be calculated. Each employee will be given written notice of his/her hours worked. Employees are encouraged to use all of their accrued vacation and personal leave time before the end of the calendar year.
If an employee is paid on a salary basis and for any reason works less than their designated hours for the preceding quarter, their work week will be adjusted to the hours worked for the prior
quarter. For example, if the employee’s designated hours are 40 hours per week, but they have been working 33 hours per week, they will now be paid for 33 hours per week until they are regularly and consistently working more hours.
Absence
Employees are expected to be at work each day for their designated work time. If for any reason an employee will be late or will be absent, the practice administrator needs to contact at least one hour before the beginning of clinic hours on that day. Tardiness or absence without notification may be grounds for dismissal.
Office Attire
Employees are required to maintain a professional appearance at all time. Shirts, pants, and skirts must be clean and pressed. Shoes must be polished on a regular basis. Skin-tight pants, jeans, sweat
pants/tops; leggings, tops or miniskirts are not considered appropriate attire. Anyone arriving for work in inappropriate attire will be requested to go home and change prior to being paid for working.
Hair must be clean and hairstyles and make-up appropriate for a professional medical office image.
Professional Image
Employees are expected to always project a professional image. Discussing personal issues between staff members in front of patients and clients should be kept to a minimum.
Do not allow yourself to partake in office gossip. It is best to leave your private life and affairs at home.
Profanity, lying, and/or argumentative confrontations with patients, doctors, or other employees are grounds for dismissal.
Health and Safety
Our goal is to provide a completely safe workplace. Everyone is responsible for safety. If you see an unsafe or hazardous condition, report it immediately. To avoid injuries, here are some important precautionary measures.
When faced with an emergency:
Stay composed
Walk briskly, if necessary
Do not run!
When lifting:
Bend your knees
Keep your back straight
Lift with your legs.
Store materials and equipment safely and neatly; avoid clutter that might cause accidents. Report equipment defects immediately.
Repairs are to be made by authorized maintenance personnel. Do not operate defective equipment.
Do not climb on or into any shelving or fixtures.
Wear safe and appropriate footwear.
Keep exit doors and electrical panels unlocked.
Safety glasses must be worn in all applicable and requisite situations.
In the event of fire, follow specific procedures for our office:
Keep calm.
Call the fire department; know the emergency phone number.
If trapped in the office, keep the doors closed and seal any cracks (with wet towels if possible).
Open or break a window for air and call for help; do not panic or jump.
The best rule of all is to be sure that:
All fire extinguishers are checked and in proper working condition;
You know where each extinguisher is located;
You are familiar with the right procedure for their use.
Personal Business at Work
Telephone Use:
Personal telephone calls should be conducted on the lunch break and not during times you are clocked in, including calls on the business telephone lines or the employee’s cellular telephone (except in cases of emergencies). Personal cellular telephone should be turned off while at work. Please limit calls on the clinic telephone lines to no more than three (3) minutes to avoid interfering with normal business use of the telephone. At no time is a clinic call to be placed on hold for an employee to be making a personal telephone call. No personal long distance telephone calls are to be charged to the clinic.
Computer Use:
Use of the Internet for personal purposes while being clocked in is prohibited. Use of computer equipment, including printers for personal use is prohibited unless pre-approved by practice management. Downloading of personal information, including videos, documents, music is prohibited.
Office Machines:
Use of office equipment, including copying machines and fax machines are prohibited. Use of the postage machine for personal purposes is prohibited.
Personal Conversations:
Discussing personal issues between staff members in front of patients and clients should be kept to a minimum. We want to maintain a professional environment through our behavior with our patients at all times.
Grievance Procedure
Employees are expected to work with a spirit of cooperation; however, it is recognized that
grievances will occur occasionally. Should this happen, it is preferable that the grievance procedure be started promptly—before the problem has a chance to grow.
If a grievance of general staff concern arises, it should be added to the agenda for the next staff meeting. If the matter is considered to be urgent, a special meeting of employees may be requested.
Step One:
In the event of a disagreement between two staff members, the first step is for these individuals to discuss the matter intelligently and calmly between themselves. If they cannot resolve the problem, it should be taken promptly to step two.
Step Two:
At step two the matter is reviewed with the practice administrator. The administrator’s role is to gather information from the concerned parties. After careful consideration and consultation with the parties, a recommendation to settle the issue will be made.
Should the matter not be settled satisfactorily at step two, it may be continued with step three. *
*Should the practice administrator be a party in the grievance, the procedure will move directly to step three.
Step Three:
At this point all parties and the practice administrator will meet with Dr. Carlson to review the situation. His decision on the issue is final and at that point the matter will be considered closed.
Termination
An employee is required to give a minimum of two weeks written notice for termination. The employee who is leaving is expected to cooperate in the training of his/her replacement.
If an employee is terminate by the clinic for violation of patient confidentiality, theft, dishonesty, falsification of records, absence without notification, profanity, lying, or argumentative
confrontation, the termination will be immediate.
Staff Meetings
As deemed necessary, staff meetings will be conducted. Each employee attending the meeting will be paid for their time during the meeting. Any item an employee would like to discuss at a staff meeting should be given to the practice administrator before the meeting.
Continuing Education
The clinic will provide continuing education for employees which it deems necessary for the benefit of the clinic. After classes are attended, the attending employee is expected to give a review of the class meeting attended at the next staff meeting.
Maternity Leave
Unpaid maternity leave of up to eight weeks duration will be granted. Accrued vacation and personal leave may be used during maternity leave. No benefits will be accrued by the employee for time off taken without pay. Payment for the employee’s insurance during maternity leave becomes the responsibility of the employee. This monthly premium is due in full in the office by the 10th of each month during the maternity leave.
Bereavement Policy
In the case of a death of an immediate family member, employees may request an unpaid leave of absence of up to five working days. Accrued vacation time may be used during this time of absence. If extenuating circumstances exist and an employee requests more time, this must be approved by the practice administrator.
Optical Goods
Each employee is allowed to purchase up to five pairs of glasses or contacts for personal use each year at cost plus 10%. This benefit may be used by the employee without prior authorization. In addition, this benefit may be used for immediate family members (parents, children, spouses, or legal dependents) with prior authorization from the practitioners or practice administrator. All optical goods must be paid in full by the employee or family member before receipt of the goods. Glasses or contact lenses purchased at this discounted rate are not returnable for credit.
Conclusion
Your role with Puget Sound Eye Care is an integral part of the smooth operation of the practice. We value both your contributions and suggestions. If you have any questions regarding the contents of the employee manual, please do not hesitate to talk with the management of Puget Sound Eye Care.
Verification of Receipt
Puget Sound Eye Care Employee Manual
I have received and read the Employee Manual and Rules of Conduct for Puget Sound Eye Care (revised version 10-22-2012). I understand that policies and procedures of the practice may change without prior notification. I agree to abide by the conditions of the Employee Manual and Rules of Conduct Employee Signature: _____________________________________________________________ Employee Name: ________________________________________________________________ Date: ________________________________________________________________
