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HR Policy Review. © 2013 Kolmac Clinic, Inc. All rights reserved. No part of this presentation may be reproduced, stored in a retrieval system, or transmitted.

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Presentation on theme: "HR Policy Review. © 2013 Kolmac Clinic, Inc. All rights reserved. No part of this presentation may be reproduced, stored in a retrieval system, or transmitted."— Presentation transcript:

1 HR Policy Review

2 © 2013 Kolmac Clinic, Inc. All rights reserved. No part of this presentation may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the Kolmac Clinic, Inc. This publication is designed to provide accurate and authoritative information about the, subject matter. The Kolmac Clinic Inc. is not engaged in providing services such as legal or accounting expertise. If such expertise is required, the services of a competent professional in these areas should be sought.

3 HR Policy Review Many of the policies which we will review today are existing policies and procedures that take place throughout the Kolmac Clinic. However, many of the processes in place were not documented in the Kolmac’s Policies and Procedures Manual.

4 HR Policy Review Continued… Therefore, this HR Policy review will include existing policies and some new policies which have been implemented to assist the Kolmac Clinic in continuing to be an effective organization and to provide outstanding service to the patients we serve.

5 On Call Service All medical and clinical staff are required to be on-call on a rotating basis for the purposes of responding to emergency work situations. Employees must be accessible and available for work upon being contacted by phone. Non-exempt staff required to work, will receive compensation.

6 On Call Service Non-exempt staff will be paid their regular hourly rate. Any hours in excess of 40 hours, not including paid lunch hours is considered overtime.

7 On Call Service For example: A non-exempt staff who works 35 hours in the work week and was paid 5 hours for lunch. This staff member worked 7 hours on-call during this work week. Total hours worked = 42 Staff would receive 2 hours in overtime pay!

8 Hiring Practices It is the policy of Kolmac Clinic to provide equal opportunities of employment to all persons without regard to race, creed, color, ethnicity, national origin, religion, sex, sexual orientation, gender expression, age, physical or mental ability, veteran status, military obligation and marital status and all other protected classes. This policy applies in all aspects of the employment relationship; recruitment, retention, promotion, and salary increase.

9 Hiring Practices The posting of new or vacant positions entails: Using a written job description to guide job posting. Posting internally first (if applicable). Posting externally (from various recruiting sources as needed).

10 Hiring Practices Here are the guidelines for not posting a position internally: Moving a person from part-time to full time in the same position. Promoting from within the organization. Lateral move from within the organization.

11 Hiring Practices All postings must have the statement that all practices are subject to State and Federal Laws and the Fair Labor Standards Act (FLSA). All postings must have the requirements from the job descriptions.

12 Hiring Practices To apply for an open position at Kolmac: Minimum: Completion and submission of the Clinic’s standard job application. Desired: A Current Resume with completed application.

13 Hiring Practices Kolmac will review applicants by: Screening resumes for minimum job requirements. Conducting an interview of those candidates who meet the minimum job requirements. Conducting Employment Reference Checks Required and documented Experience verified Training verified

14 Hiring Practices Full Review of Applicants: FBI Background Checks Drug Screening Licensing & Certifications Degree Meet the standards for staff in Recovery

15 Internal Applicant Policy To apply for an open position at Kolmac, existing Kolmac Staff must meet the following criteria: You must have performed competently for at least six months in their current position. Your performance in your current position is satisfactory or better. Employees who have a written warning on file, or who are on suspension are not eligible to apply for posted jobs without prior approval.

16 Internal Applicant Policy Existing employees may submit an application and current resume to the President & Chief Executive Officer and/or HR Representative. A listing of job-related skills and accomplishments should be included and details of how your experience with the Kolmac Clinic and prior work experience and/or education qualifies you for the position.

17 Internal Applicant Policy The President & Chief Executive Officer and/or HR Representative will obtain an approval from the immediate supervisor of the internal applicant that applies for an open position. Eligible employees can only apply for those jobs for which they possess the required skills, competencies, and qualifications.

18 Recruitment Process The recruitment process begins once there has been a resignation, termination or the creation of a new position. Creating, updating, or modifying the job description for the vacant position as stated in the Hiring Practices is the first step in the recruitment process.

19 Recruitment Process After the job description has been created, updated, or modified the open position will be posted internally and externally. Applicants will be screened for minimum qualifications as specified in the job description. Applicants who meet the minimum qualifications will be sent to the Hiring Manager.

20 Recruitment Process The Hiring Manager will conduct the first interview. A second interview will be conducted on all final candidates by a higher level member of management.

21 Background and Credentialing of Personnel The Clinic requires a criminal background check for staff, interns, students, and volunteers at the time of hire. Background check will be done by the Federal Bureau of Investigation (FBI) and will require the use of fingerprints.

22 Background and Credentialing of Personnel Clinicians applying for the District of the Columbia (DC) office are exempt from the Criminal Background Check if their DC License is active. This requirement is waived because it is a requirement of DC Licensees at their initial license application and at the time of license renewal.

23 Background and Credentialing of Personnel In accordance with federal and state laws, a previous conviction does not automatically disqualify an applicant for consideration for employment with the Clinic. Depending upon a variety of factors the candidate may still be eligible for employment with the Clinic.

24 Background and Credentialing of Personnel Clinical and administrative staff in our Maryland offices will be required to sign an Annual Criminal History Records Check after the initial criminal background check is completed at the time of hire. The Annual Criminal History Records Check is a sworn statement of affirmation. Active DC Licensees are exempt from this requirement.

25 Retention The Clinic shall demonstrate its commitment to fostering and retaining its talented workforce by: ▫ Good Communication: Supervisors are encouraged to have an open door policy so staff can express their issues and concerns. ▫ Exit Interviews will be conducted to gather information about the staffs work experience. ▫ A Staff Survey is conducted annually and is available on the Clinic’s website for staff to express concerns as well.

26 Students and Volunteers Kolmac is committed to providing students and volunteers with a rewarding and learning working environment with opportunities for personal and professional growth.

27 Students and Volunteers Once selected for placement students and volunteers will: Participate in the entire recruitment process which includes an interview, and screening and assessment of their knowledge, skills, and abilities. Complete a criminal background check, reference check, pre-employment physical, Tuberculosis Test, and drug screen. Sign and receive the Clinic’s Policies and Procedures Manual to include the Clinic’s dismissal policy.

28 Students and Volunteers Once selected for placement students and volunteers will: Receive their job description and an assessment of performance. Have their work reviewed by the Clinical Director or immediate supervisor.

29 The Associate Staff Member Program The Clinic has established an Associate Staff Member Program. The goal of the program is to facilitate the development and enhancement of future counselors and therapist.

30 The Associate Staff Member Program The program will bring interns, new graduates, and counselors from other jurisdictions and those with pending credentials together with licensed professional counselors to help them navigate their professional development and/or licensure as counselors.

31 The Associate Staff Member Program The Associate Staff Member will receive training and will be assessed in the following six competencies: 1.Professionalism 2.Patient Care 3.Procedural Skills 4.Counseling Knowledge 5.Practice-based learning and Improvement 6.Communication Skills

32 The Associate Staff Member Program The scope of their work will be reviewed by the Clinical or Assistant Clinical Director.

33 Performance Evaluation Review Annual performance evaluation reviews are a key component of staff development. The performance review is intended to be a fair and balanced assessment of staff’s performance.

34 Performance Evaluation Review The objective of the annual Performance Evaluation review is to provide all Kolmac Clinic staff (including Part-Time and Interns) and their supervisors an opportunity to: Discuss job performance. Set goals for professional development. Establish objectives for contributing to the Kolmac Clinic’s mission. Discuss expectations and accomplishments.

35 Performance Evaluation Process The first two steps of the Performance Evaluation involve a joint review of the following by the employee and supervisor: The employee’s performance during the last review period as conducted by the supervisor (if applicable); and The essentials functions of the position held by the employee.

36 Performance Evaluation Process Supervisors should schedule performance review meetings with staff and ask staff to complete a self-evaluation form in advance, if they choose.

37 Performance Evaluation Process Once the review meeting is scheduled, during this meeting, supervisors and staff should discuss the content of the evaluation form.

38 Performance Evaluation Process Full-time staff are rated on specific standards of their overall Quality of Work or Individual Responsibilities.

39 Performance Evaluation Process Over 80% of staff Satisfactorily meet the performance standard of their positions. There are only a few staff members who are rated Excellent as this requires approval from the Leadership Management Team. We are thrilled to report that our staff are doing an exceptional job in their performance and work duties.

40 Performance Evaluation Process If a staff member does not agree with the Performance Evaluation rating the staff member may:  Address questions and concerns about the content of the evaluation with the appropriate supervisor.

41 Performance Evaluation Process  If the issues are not resolved at this level, then the staff member may follow the chain of command to resolve the staff members’ issues and/or concerns. Immediate Supervisor Clinical Director if this is not your immediate supervisor Regional Director Chief Administrative Officer

42 Performance Evaluation Process If an employee receives an unacceptable rating on any essential job function, a performance improvement plan shall be completed.

43 Performance Evaluation Process The supervisor shall meet with the staff member on an ongoing basis to provide regular feedback and coaching on performance issues identified in the Performance Improvement Plan over the next 30 to 90 days.

44 Progressive Discipline

45 Disciplinary actions will be prompt, uniform, and impartial. There may be circumstances when one or more steps are bypassed an immediate termination will be implemented. Disciplinary action may call for: 1.Verbal warning 2.Written warning, suspension with pay 3.Written warning, suspension without pay 4.Termination of employment – depending upon the severity and number of occurrences.

46 Grievance and Appeals Process If you have a problem, notify your supervisor immediately. If the problem can not be resolved with your supervisor, you may file a grievance. Contact the Medical Director, Chief Administrative Officer, or Regional Director.

47 Grievance and Appeals Process Following the investigation, he/she will responds to you within ten working days after the investigation has been completed. The decision will be final.

48 Grievance and Appeals Process You may verbally explain the problem or you may submit the problem in writing. This step should be taken within 5 working days after your supervisor has given his/her decision. The Medical Director, Chief Administrative Officer, or Regional Clinical Director will conduct a thorough investigation.

49 Competencies

50 Competencies… The Clinic is committed to ensuring that all staff members have the skill set needed to effectively perform their job. The competency level of the staff are assessed upon hire, annually, and on an ongoing basis.

51 Reasonable Accommodation The Kolmac Clinic is committed to complying fully with the Americans with Disabilities Act (ADA) and ensuring equal opportunity in employment for persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis.

52 Reasonable Accommodation An individual with a disability is a person who: Has a physical or mental impairment that substantially limits one or more major life activities; Has a record of such an impairment; or Is regarded as having such impairment.

53 Reasonable Accommodation Staff with a disability who believe they need a reasonable accommodation to perform the essential functions of their job may notify their supervisor or the Human Resources Representative.

54 Reasonable Accommodation The Kolmac Clinic will make every effort to ensure a reasonable accommodation is available to staff with known disabilities as defined by the ADA as long as they can continue to perform the essential functions of their position and provided the accommodation does not impose an undue hardship on the Kolmac Clinic.

55 Reasonable Accommodation The Kolmac Clinic is also committed to not discriminating against any qualified staff member or applicant because they are related to or associated with an individual with a disability, has a record of such impairment or is regarded as having such impairment.

56 Reasonable Accommodation Kolmac Clinic will: Modify or adjust the application process of any position to enable a qualified individual with a disability to be considered for the position.

57 Reasonable Accommodation Kolmac Clinic will: Modify or adjust the work environment or the manner or the circumstances under which a position is customarily performed so as to enable a qualified person with a disability to perform the essential functions of the position.

58 Reasonable Accommodation Kolmac Clinic will modify or adjust the work environment or the working conditions to: Enable an employee with a disability to enjoy equal, although not necessarily identical, benefits and privileges of employment enjoyed by similarly situated employees without disabilities. Except when in the judgment of management the undertaking will impose an undue hardship to Kolmac Clinic, Inc. whereas the accommodation is unreasonable.

59 HR Policies & Employee Handbook The Clinic’s Policy and Procedures Manual (PPM) and the Employee Handbook are located on the payroll and company database websites. Staff Members are also given copies of the PPM and Employee Handbook upon hire. Each Staff Member signs acknowledgement of receipt which is stored in their personnel file. Kolmac

60 5 Point Communication Strategy COMMUNICATION NEW EMPLOYEE ORIENTATION INFORMAL COMMUNICATIONS BETWEEN YOU AND YOUR SUPERVISOR STAFF SURVEY STAFF MEETINGS COMPLAINT PROCEDURE

61 5 Point Communication Strategy COMMUNICATION NEW EMPLOYEE ORIENTATION New Employee Orientation is mandatory for all new hires.

62 5 Point Communication Strategy COMMUNICATION INFORMAL COMMUNICATIONS BETWEEN YOU AND YOUR SUPERVISOR If you have any questions concerning your job or job related activities, please talk with your supervisor first. If you do not feel comfortable talking to your supervisor, feel free to use the other methods of communications as noted.

63 5 Point Communication Strategy COMMUNICATION STAFF SURVEY The staff survey is located on the company’s database. The staff survey will be done annually. Comments and suggestions will be reviewed by the Chief Administrative Officer.

64 5 Point Communication Strategy COMMUNICATION COMPLAINT PROCEDURE This is a formal means for you to seek resolution of personnel issues. 1.Notify your supervisor – if problem is not resolved you may take your grievance to the next step. 2.You may make another appeal to the Medical Director, Chief Administrative Officer, or Regional Clinical Director. 3.You may verbally explain or submit in writing. 4.This should be done within five (5) working days after your supervisor has given his/her direction.

65 5 Point Communication Strategy COMMUNICATION STAFF MEETINGS Most staff are required to attend this meeting. This is a meeting held to disseminate educational material, information about the Organization and allow for suggestions and feedback from the staff.

66 Media Policy Media Inquiries should be handled accordingly: 1.All inquiries should be referred to the Chief Administrative Officer, who is the Clinic’s Chief Spokesperson.

67 Media Policy 2.The initial contact should gather as much information as possible. Such as: The media or journalist’s name, Contact information and details of what they are requesting. This information should be passed promptly to the Chief Administrative Officer, and the media should be informed of this process.

68 Media Policy 3. After request is passed on to the Chief Administrative Officer all calls when possible will be returned within one hour. 4. If the Chief Administrative Officer is not available all inquiries should be referred to the Medical Director. The Medical Director in the absence of the Chief Administrative Officer will have the same authorities.

69 Social Media Policy The Clinic recognizes the wide reach that communication in online communities can have – both positively and negatively. While we encourage all staff members to use social media, we place greater emphasis on staff communicating responsibly.

70 Social Media Policy Kolmac’s Social Media policy has been developed to outline: *Acceptable uses of social media; *Who has access and authority to post or modify information; *Privacy settings; *Parameters for communicating with persons served and prospective persons served; *protection of health information; and *How violation of the policies and procedures will be managed.

71 Social Media Policy The Clinic respects the rights of its staff to use blogs and other social media channels.

72 Social Media Policy However, it is important that all staff is aware of the implications of engaging in forms of social media and online conversations that make reference to: The Clinic Fellow staff members Patients Comments that may have a negative impact on the reputation of the Kolmac Clinic.

73 Social Media Policy Behavior and content that may be deemed disrespectful, dishonest, offensive, harassing or damaging to the company’s interests or reputation are not permitted.

74 Social Media Policy Manners Count. Be nice. Avoid using insults, obscenity, racial slurs or ethnic slurs. Do not pick fights or do anything that you would not feel comfortable doing openly in the workplace. Be respectful when addressing sensitive subjects like religion and politics.

75 Social Media Policy If your comment is done to harass, bully or embarrass another, you may be subject to disciplinary action if your conduct violates the Clinic’s Equal Employment Opportunity, Anti-Harassment, Workplace Violence or other applicable policies. If you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparages patients/clients, coworkers, or suppliers, or that might constitute harassment or bullying.

76 Social Media Policy Examples of such conduct might include offensive posts that could contribute to a hostile work environment on the basis of race, sex disability, religion, sexual orientation, gender identity, or any other status protected by applicable law.

77 Social Media Policy When using social media personally and/or at work, Kolmac staff should adhere to the following principles for the social media community: 1.Responsibility 2.Rights of patients 3.Respect 4.Inform key contacts

78 Social Media Policy Responsibility in your use of technology. You are responsible for your actions. Be conscious when mixing your business and personal lives. Never disclose non-public information, and be aware that taking a public position online that is counter to the Kolmac Clinic’s values might cause conflict.

79 Social Media Policy Rights of patients in your use of technology. Patients have the right to full privacy. You must not disclose private information about any of Kolmac patients or alumni patients at any time. You must not communication on line with patients or alumni patients at any time.

80 Social Media Policy Respect of copyrights, trademarks, rights of publicity, intellectual property, proprietary information and other third-party rights in the online social media space. Inform the Key Contacts if you come across positive or negative post about the Clinic. Avoid the temptation to react yourself to negative post. Pass the post(s) both positive and negative along to the official Key Contacts the Chief Administrative Officer and the Assistant Marketing Director.

81 Health and Safety Policy The Kolmac Clinic recognizes the importance of the Health and Safety of our staff.

82 Health and Safety Policy Our staff will be safeguarded through: Competency based training upon hire and annually, Provision of safe working conditions, And policies and procedures that foster the protection of their health and safety.

83 Health and Safety Policy All staff are trained in health and safety practices: Emergency procedures Evacuation procedures Threats Critical incidents Identification of potential physical risks Harm reduction Infection control

84 Health and Safety Policy All patients are given a copy of the Patient Guidebook upon admission. The Patient Guidebook contains: A copy of the evacuation plan Health and safety information pertaining to medications, Identification of potential physical risks. The Clinics’ after hours emergency phone number

85 Health and Safety Policy Health and Safety Teams have been established, however, it is everyone’s goal to prevent accidents and injuries and to constantly improve safety awareness.

86 Health and Safety Policy All staff must immediately report all incidents/accidents no matter how slight, any unsafe work practices, and safety hazards encountered on the job.

87 Health and Safety Policy No staff is ever required to perform work that he or she believes is unsafe, or that he or she thinks is likely to cause injury or a health risk to themselves or others.

88 Health and Safety Policy The Kolmac Clinic will do everything possible to prevent workplace accidents and provide safe working environments free from any recognized or known potential hazards. The Kolmac Clinic is fully committed to the safety of our staff.

89 Thank you for working so hard and making a difference in the lives of others.


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