Field Staff Handbook and Policy Manual INDIANA - Help at Home … · 2020-05-20 · Help at Home...

Field Staff Handbook and

Policy Manual INDIANA

Form IN122A Help at Home Field Staff Handbook and Policy Manual – Indiana, INDIANA Edition 2016 Rev.11/19

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Welcome! This Manual outlines the policies, programs, and benefits available to eligible employees and describes some of Help at Home’s expectations for its employees. We believe that each employee contributes directly to Help at Home's growth and success, and we hope you will enjoy and take pride in being a member of our team. We also hope that your position here will be challenging, enjoyable, and your experience rewarding. On behalf of Help at Home, we welcome you and wish you every success with us. Sincerely, Paul Mastrapa Rick Cantrell Chief Executive Officer Chief Operating Officer


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INTRODUCTORY STATEMENT This Manual is designed to acquaint you with Help At Home, Inc.’s policies and procedures and provide you with information about the policies affecting your employment and employee benefits. You should read, understand, and comply with all provisions of the manual. It describes many of your responsibilities as an employee and outlines the programs developed by Help at Home to benefit employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth. No employee manual can anticipate every circumstance or question about policy. Help at Home reserves the right to revise, supplement, or rescind any policies or portion of the manual from time to time as it deems appropriate, in its sole and absolute discretion. NATURE OF EMPLOYMENT Employment with Help at Home is voluntarily entered into, and the employee is free to resign at will at any time, with or without cause. Similarly, Help at Home may terminate the employment relationship at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law. Policies set forth in this Manual are not intended to create a contract; nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between Help at Home and any of its employees. The provisions of the Manual have been developed at the discretion of management and may be amended or cancelled at any time, at Help At Home, Inc.'s sole discretion. These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the management of Help At Home, Inc. EQUAL EMPLOYMENT OPPORTUNITY Policy Help at Home is committed to the principles of fair and equal employment opportunity. All employment decisions are based on individual qualifications, without regard to race, family status (including pregnancy), color, sex, sexual preference, national origin, age or religious belief, or the fact that he or she is disabled or a Vietnam-era veteran. This policy governs all cases of employment, recruitment or advertising, promotion or transfer, rates of pay or other forms of compensation, selection for training, maintenance of facilities for employees, and all other actions affecting employees. As part of this equal opportunity policy Help at Home prohibits discrimination and harassment, including sexual harassment of employees. The Company prohibits retaliation against any employee who complains of harassment or discrimination. Harassment (unwelcome sexual advances, requests for sexual favors) and other verbal or physical conduct constitute harassment when:


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1- submission to such conduct is made either explicitly or implicitly as a term or condition of an individual’s employment; or

2- submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or

3- such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

Help at Home is committed to uphold all laws related to Equal Employment Opportunity including, but not limited to, the following:

- Title VII of the Civil Rights Act of 1964, which prohibits discrimination because of race, color, sex, national origin, age or disability in all employment practices including hiring, firing, promotions, compensation, and other terms, privileges and conditions of employment;

- The Equal Pay Act of 1963, which covers all employees who are covered by the Fair Labor Standards Act. The Act forbids pay differentials on the basis of sex;

- Any State law that prohibits discrimination because of age against anyone over the age of 40; - Article I, sections 17, 18, and 19 of the Indiana Constitution, which prohibits discrimination

based on race, color, creed, national ancestry, handicap, and sex in the hiring and promotion practices of any employer; and

- The Genetic Information Nondiscrimination Act of 2008, protects employees from discrimination based on genetic information.

- Furthermore, this Company is committed to uphold all laws and regulations related to the Rehabilitation Act of 1973, which prohibits discrimination on the basis of handicap in any program or activity receiving federal financial assistance.

It is also the policy of Help at Home to provide service to clients without discrimination on the basis of race, color, ethnic origin, religion, sex age or disability. Help at Home provides services to all clients without regard to such factors as race, color, ethnic origin, religion, sex, age or disability except as required by federal, state and/or pragmatic laws, rules and regulations. All persons and organizations having occasion either to refer patients for services or to recommend Help at Home are advised to do so without regard to the patient’s race, color, national origin, political affiliation or handicap. Procedure An employee who has a complaint of harassment or discrimination, including sexual harassment, should utilize the following procedure:

1- If the complaint involves alleged discrimination or harassment, including sexual harassment, by the employee’s supervisor, the complaint should be filed by the employee with the Chief Operating Officer.

2- If the complaint involves alleged discrimination or harassment, including sexual harassment, by a fellow employee, the complaint should be filed by the complainant’s immediate supervisor, who will refer it to the Chief Operating Officer.


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In either of the above, the complaint should be made in writing and contain, but not be limited to, information regarding the date, time and place of the incident; name of the individual involved; witnesses (if any); and a detailed description of the alleged discrimination or harassment. IMMIGRATION RULES The Immigration Reform and Control Act of 1986 legally requires Help at Home to verify that each employee meets the requirements of legal immigration set forth in the above stated Act. It is the obligation of Help at Home to comply with this Act for all employees hired before November 6, 1986. Employees are required to provide the company with the appropriate identification, and potential employees are required to provide the appropriate identification at the time of application. Employees must fill out the federal I-9 form. The I-9 and copies of employee identification will be kept in their respective employee personnel files. The I-9 forms and photocopies of employee identification will only be used for purposes of complying with the Immigration Reform and Control Act of 1986, and will be used for no other purpose. WORK OPPORTUNITY/WELFARE TO WORK TAX CREDIT PROGRAM It is the policy of Help At Home, Inc., and a requirement for employment, that each and every Field Employee complete a federal Form 8850, Pre-Screening Notice and Certification Request for Work Opportunity and Welfare-to-Work Credits, at the time an Application for Employment is completed. Form 8850 is used to determine eligibility the Work Opportunity/Welfare to Work Tax Credit Program. Please contact the Director of Personnel with any questions or if clarification is needed regarding this policy. CRIMINAL BACKGROUND CHECKS It is the policy of Help at Home that each and every field staff employee have a criminal background check. Any employee with convictions listed will not and no longer be permitted to service clients. Additionally, Help at Home will deduct a fee for the criminal background check from the employee’s paycheck. Please contact the Help at Home Branch Manager or the Director of Personnel with any questions or if clarification is needed regarding this policy. NON-DISCRIMINATION


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It is the policy of Help at Home to provide services to all person 60+ and employment services to all person 55+ as mandated by the Older Americans Act, as amended, and the Indiana Act on Aging, and their applicable rules and regulations pursuant there to without regard to race, color, national origin, religion, sex, ancestry, marital status, physical or mental handicap, unfavorable military discharge, or age. If you would like to inquire about the law or the possibility of filing a complaint of discrimination, you should visit, write or telephone the Civil Rights Coordinator at Help at Home or the Indiana Civil Rights Commission; Indiana Government Center North; 100 N. Senate Ave., Rm. N103; Indianapolis, IN 46201-2211; /or/ at 800-628-2909 (800-743-3333 for the Hearing Impaired). All staff will receive a copy of this policy. Help at Home does not discriminate in admission to programs or treatment of employment in programs or activities in compliance with Indiana Human Rights acts; the U.S. Civil Rights Act; Section 504 of the Rehabilitation Act; the American’s With Disabilities Act; the Age Discrimination in Employment Act; and the U.S. and Indiana Constitutions. GRIEVANCE PROCEDURE Help At. Home, LLC/Oxford HealthCare has an appeal procedure to provide you with a means of voicing a concern or correcting a possible cause of job dissatisfaction, including but not limited to harassment or discrimination. All grievances and concerns should be discussed with your direct supervisor and/or Branch Manager to see if your concern can be resolved. If your concern is not resolved and Employees wishing to file a grievance should utilize the following procedure: No grievance shall be considered under the grievance procedure unless it is presented to Help At. Home, LLC/Oxford HealthCare in writing and within a reasonable time frame (fourteen (14) calendar days) after the occurrence of the event giving rise to the grievance:

1- If the concern involves alleged discrimination or harassment, including sexual harassment, by the employee’s supervisor, the grievance should be filed by the employee with the Branch Manager. If the concern involves the Branch Manager, the grievance should be filed with the Regional Manager/Vice President.

2- If the concern involves alleged discrimination or harassment, including sexual harassment, by a fellow employee, the grievance should be filed by the complainant’s immediate supervisor, who will refer it to the Branch Manager.

3- In either of the above, the grievance should be made in writing and contain, but not be limited to, information regarding the date, time and place of the incident; name of the individual involved; witnesses (if any); and a detailed description of the concern alleged discrimination or harassment. Grievances to the Branch Manager should be submitted at that location address. Grievances to the Regional Manager/Vice President should be sent in care of the branch office in which he/she holds office hours. Finally, any grievances to the Chief Operating Officer or General Counsel should be sent to the following address:

Help At. Home, LLC ATTN: COO (or General Counsel)

1 N. State St., Ste. 800


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Chicago, IL 60602 It is the responsibility of each Branch Manager to notify their Regional Manager/Vice President of any such grievances. Additionally, the Regional Manager/Vice President must notify the Chief Operating Officer. REPORTING ILLEGAL ACTIVITY (Fraud, Abuse, Harassment, Misconduct and Violation of Employment Laws) Employees should immediately report any incidences of fraud, abuse, illegal activity etc.… We encourage you to speak with a supervisor and follow the Grievance procedure when you identify such concerns. However as an alternative, we utilize the services of Red Flag Reporting as an additional means of reporting. Red Flag Reporting is a service for you to report any concerns of improper conduct within the workplace. This service is 100% independent from Help At. Home, LLC /Oxford HealthCare and allows reporters to remain completely anonymous if they choose. It is important to know that open doors remain open. We do encourage you to speak directly with a supervisor when you identify concerns but Red Flag Reporting is an available alternative. To file a report with Red Flag Reporting visit www.redflagreporting.com or call 1-877-647-3335. Use Client Code 8004043191 when filing a report. PARTICIPANT CONFIDENTIALITY/HIPAA PRIVACY

ALL participant information, such as names, address, phone number, participant’s condition, personal habits and activities or information regarding participant belongings and possessions must be held in strict confidence and must not be discussed with, or overheard by others not specifically authorized by Help At Home or the participant to have access to their information. Individuals requesting any participant information should be directed to your supervisor or the Compliance Officer. For the protection of the participants and Help At Home, any information about a participant or their care is confidential, and may be used only for purposes directly related to the administration of the service or specific program. Use of their information for any unauthorized purpose is strictly prohibited and against the law. Help At Home will inform all agencies and governmental departments that we give a participant’s information to that this material is confidential and must be handled accordingly. Any information received from other agencies or persons that includes the express statement that the information is not to be released to the participant or to any other person or agency under any circumstances absolutely may NOT be released, even as case information. Requests for this information must be referred to the agency or person that restricted the information. Any violation of this policy is grounds for immediate discipline, up to and including your termination. Additionally, any staff found to willfully falsify any portion of a participant’s file, including but not limited to records, notes or documents, is subject to immediate termination.

http://www.redflagreporting.com/


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REMEMBER: It is your job to keep participant information confidential. This includes participant files, case documents, and any other participant information you use in the field or office. Whenever possible, keep this information in a secure place and locked up. VIOLENCE AND WEAPON-FREE WORKPLACE

Help at Home values courtesy and respect as well as safety and efficiency within its operations. Employees are expected to refrain from conduct dangerous to others. Workplace violence and possession of weapons are prohibited at any Help at Home and client worksites. Zero tolerance toward harassing, threatening, violent behavior, weapon use and possession is Help at Home policy.

Weapons 1. Unauthorized items which create or could create a risk of violence in the workplace are prohibited.

Examples of such items include but are not limited to:

• Firearms; • Explosives; • Chemicals or biological substances; • Hatchets, knives, and other objects or materials capable of causing death or serious injury.

2. Possession or use of a weapon while: a) engaged in business; or b) on company or client worksites is prohibited.

3. Possession of a license to carry a concealed handgun does not exempt individual from this policy.

Workplace Violence Use of harassing, threatening, or violent behavior against any individual associated with Help At. Home, LLC is prohibited.

Reporting 1. Any violent act or weapon presence should be: a) immediately reported to the manager or

director on site; b) thoroughly documented and signed by the observer(s) and manager at the first availability.

2. Retaliation against any individual reported violence or weapon possession is prohibited.

Consequences 1. Law enforcement should be notified of on-site weapon possession immediately, even if

individual has a permit to carry a concealed handgun. Referral made to the law enforcement authority may result in criminal charges.

2. Company management will decide on appropriate response to every workplace violence act based on its degree.


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3. Violation of this policy will lead to suspension, clients and state agencies notification, and possible termination of employment.

POLICY FOR A DRUG-FREE WORKPLACE

In full cooperation with the federal government, it is this Company’s policy to have a drug-free workplace. The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance, mind-altering chemical, depressant, stimulant, or alcohol is strictly prohibited “on premises.” “On premises” includes any work site, vehicle or office that is owned, serviced or used by the Company. Violation of this policy will ordinarily result in immediate discharge. As part of our policy, we are establishing and maintaining a drug free awareness program to inform employees about: (a) our policy of maintaining a drug-free workplace; (b) the dangers of drug abuse in the workplace; (c) drug counseling, rehabilitation and similar programs that are available in the community; and (d) the fact that an employee may not only lose his/her job but also may be sent to prison for drug abuse violations. For compliance with the federal law and as a condition for continued employment with the Company, each employee must: (a) comply with this policy of a drug-free workplace; and (b) for a violation occurring in the workplace, notify the Company no later than five (5) days after the employee’s conviction. Within ten (10) days after receiving notice that an employee has been convicted of violating a criminal drug statute, we are required to report that fact to any government agency with which we have a contract. WORK WEEK The Help at Home routine work week for field staff is Monday through Sunday; employees are required to provide services on Saturday and Sunday. All employees must report promptly and be ready for work at their assigned times. TIMESHEETS/RECEIPTS The payroll work week is Monday through Sunday. Timesheets must be received in your branch office by or before the time designated by your branch office manager. Help at Home requires all offices to prominently post, in various places, the timesheet drop-off deadlines. In addition, staff will be reminded of the timesheet drop-off deadline during all pre- and in- service sessions. Timesheet deadlines are for each week of work. Failure to meet the submission deadline may delay an employee’s paycheck. The Company timesheet must be filled out accurately and legibly in order for a paycheck to be generated. The following are prohibited and will not be accepted:


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• Timesheets written in pencil • Timesheets where correction fluid, correction tape, or other altering instrument has been used.

If a timesheet is incorrect, it will be returned by the supervisor to the employee for corrections. Mistakes on timesheets delay an employee’s paycheck so all employees are advised to be careful, avoiding mistakes, and to recheck their timesheets for completeness and accuracy. EMPLOYEES WHO FALSIFY OR FORGE TIMESHEETS WILL BE SUBJECT TO IMMEDIATE DISCHARGE AND LEGAL ACTION. FALSE CLAIMS RECOVERY The Federal Deficit Reduction Act of 2005, Section 6032, requires that organizations receiving annual payments of at least 5 million dollars under a state Medicaid plan inform their employees about false claims recovery as described in the Federal False Claims Act (Title 31, United States Code). This information shall include the:

A. Activities that constitute false claims against state and federal funds (for example Medicaid eligibility and Medicaid reimbursement);

B. Relief to which whistleblowers (employees who report fraud and consequently suffer discrimination for such action) are entitled; and

C. Procedures for detecting and preventing fraud, waste and abuse. Definitions False Claims: False claims occur when any person knowingly:

• Presents or causes to be presented a false or fraudulent claim for payment • Makes, uses, or causes to be made or used, a false record or statement to get a false or

fraudulent claim paid • Conspires to make a false claim or get one paid • Makes, uses, or causes to be made or used, a false record or statement to conceal, avoid,

or decrease an obligation to repay overpayments Knowingly: A person acts knowingly when that individual:

• Has actual knowledge of the claim information • Acts in deliberate ignorance of the truth or falsity of the claim information • Acts in reckless disregard of the truth or falsity of the claim information

Employee Responsibilities

• Help at Home or contracted service provider employees who are uncertain about the validity of claims (for instance those related to Medicaid eligibility or Medicaid reimbursement) shall review the relevant requirements to determine their validity and/or discuss their questions with their supervisor.

• Help at Home employees will conduct periodic on-going review of procedures established to detect and prevent fraud, waste and abuse.


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• If Help at home or contracted service provider employee’s suspect or become aware of fraud, waste, or abuse, they shall report this to their supervisor. The supervisor is responsible for contacting the appropriate agency to report the matter.

Whistleblower Protections: The relief to which an employee is entitled who has been discharged, demoted, suspended, threatened, harassed, or in any way discriminated against by his or her employer for involvement in a false claims disclosure. Relief necessary to make the employee whole may include:

• Reinstatement with the same seniority status that the employee would have had but for the discrimination

• Back-pay at the employee’s hourly rate. • Compensation for any special damages sustained because of the discrimination (including

litigation costs and reasonable attorney’s fees) PERSONNEL DATA CHANGES It is the responsibility of each employee to provide Help at Home with accurate and correct identifying information, and to promptly notify the Company of any changes in personnel data. Personal mailing addresses, telephone numbers, marital status, number and names of dependents, individuals to be contacted in the event of emergency, educational accomplishments, correct social security number and other such status reports should be accurate and current at all times. If any personnel data has changed, prompt written notification to your immediate supervisor within ten (10) days of occurrence is required. It is absolutely necessary for the Company to have correct employee addresses in order to mail paychecks, time sheets, personnel policy updates, year-end payroll info (i.e., W-2’s, etc.) and the like. Other personnel identifying information must also be correct and current for Federal and State income tax purposes. The Company is not responsible for paychecks mailed to the incorrect address or for incorrect deductions when an employee has not provided the Company with correct and current information. The Company reserves the right to charge a fee for inputting personnel data changes. However, Help at Home is aware that personal identifying information is confidential and, therefore, does not release such information without an employee’s written consent, unless the company is required to release such information by court order or by State and/or Federal laws. PRE-SERVICE TRAINING AND ORIENTATION PROGRAM Help at Home provides its potential field staff with eight (8) hours of pre-service training. A Company Training Supervisor monitors, supervises and evaluates the training. Completion of training must be documented before an employee is assigned to a client.


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Help at Home provides its employees with a documented orientation program to acquaint them with the Company’s policies and procedures, and to assist them towards a working understanding of their job responsibilities. Upon completion of the orientation, a signed document of same is placed in the employee’s personnel file. IN-SERVICE TRAINING Help at Home offers four-hour in-service training programs, which are supervised and evaluated by the Branch Manager, on a quarterly basis. At times, there will be guest speakers and always informal discussion on the related topic, community care rules, regulation changes, and new service provisions. A Quiz is taken by the participants and filed in the individual branch offices. Payment for four hours will be issued upon successful completion of the training. Failure to attend all in-service training sessions will result in suspension or termination of employment. PERFORMANCE EVALUATION Field Employees are evaluated annually via the Annual Performance Evaluation. Performance evaluations are scheduled periodically, usually to coincide with the annual anniversary of the employee's original date of hire. Should an employee accept a different position with the Company than that for which they were originally hired, the date on which they began the new position will become their anniversary date. Field Employees are also evaluated during quarterly conferences with their supervisors. Additionally, supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. Performance evaluations are conducted to provide both supervisors and employees with the opportunity to discuss job responsibilities, identify and correct weaknesses, encourage and recognize strengths, establish goals and discuss positive, purposeful approaches for meeting those goals. All evaluations must be written in ink, dated, and signed by the supervisor and the employee being evaluated. The signature of the employee evaluated indicates that the evaluation was shared with that employee both in writing and by a personal interview, and does not indicate the employee necessarily agrees with the evaluation. Employees may choose to comment in writing in the space provided on the evaluation form. All evaluations will become a permanent part of the employee’s personnel file. PROMOTIONS It is Help at Home’s policy to promote within the Company whenever possible. After successful completion of one (1) year of service, interested Field Staff may be eligible for promotions to Field Supervisor and Office Supervisor. For promoted employees, the effective date of the promotion becomes the new anniversary date for the employee’s annual performance appraisal.


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Should there not be any qualified candidates for an open position, management will be forced to go to outside sources. WORK CONFERENCES At a minimum of once monthly, Field Staff will conference with their direct supervisor concerning the condition of the client. The worker must immediately report any situation that needs prompt attention. The supervisor will give the worker assistance with evaluating a problem, and follow-up with the client/family until solutions are presented. If there is a problem or an impending problem, notify your supervisor immediately. VOLUNTARY BENEFITS Help at Home provides paid vacation and holidays to those workers who qualify. The Company reserves the right to revise, terminate, or add to these benefits at any time consistent with any federal and/or state laws and regulations.

1. VACATIONS After one full year of employment, Non-union part-time employees who meet all of the following criteria are eligible for thirty (30) hours of vacation pay; Union part-time

employees who meet the following criteria are eligible for twenty seven (27) hours: • The employee must currently be considered on active status; • The employee must have worked thirty (30) hours per week or twenty seven (27)

hours respectively, for each of the previous consecutive fifty-two (52) weeks. Help at Home does not average hours worked for the fifty-two (52) weeks.

• The employee must have attended all scheduled in-service sessions.

After one full year of employment, full-time employees who meet all of the following criteria are eligible for forty (40) hours of vacation pay:

• The employee must currently be considered on active status; • The employee must have worked forty (40) hours per week, for each of the

previous consecutive fifty-two (52) weeks. Help at Home does not average hours worked for the fifty-two (52) weeks.

• The employee must have attended all scheduled in-service sessions.

Additionally, the following policies are observed for all employees eligible for: • The employee will be paid at the current compensation rate per hour. • The employee must request his/her vacation in writing to the Branch Manager two

(2) full weeks prior to the first day of the requested vacation time. • No pre-payment of vacation pay will be made. • The vacation must be used in the year during which it is awarded.

2. HOLIDAYS

After one full year of employment, employees who have worked thirty (30) hours


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or more per week for the previous consecutive 52 weeks and attend all scheduled in-service sessions, shall be eligible for five (5) hours of holiday day for each of the following official Company holidays. Employees who have worked forty (40) hours or more per week for the previous consecutive 52 weeks and attend all scheduled in-service sessions, shall be eligible for eight (8) hours of holiday pay for the each of the following official Company holidays.

New Year’s Day Memorial Day Independence Day (Fourth of July) Labor Day Thanksgiving Christmas Day

Each employee’s right to the aforementioned paid holidays is also subject to the following conditions. • The holiday must fall on the employee’s regularly scheduled work day; • The employee must work each day of his/her normal work schedule 60 days prior to

the holiday; • The employee will be compensated at his/her normal compensation rate; • If the employee serves a client on the holiday, eligible employee will be paid one and

one-half times their normal hourly compensation in lieu of holiday pay; • Any employee who is serving a client on any of the aforementioned holidays will

require prior approval from his/her supervisor; and • An employee must submit the hours for holiday pay on a separate time sheet

completed as required by Help at Home the time sheet for a holiday during which the employee worked must also be on a separate time sheet signed by the employee and the client.

TRAVEL RATES Help at Home agrees to reimburse employees who travel directly from one client assignment to another, in the same day, at the rate of two dollars and fifty cents ($2.50) per trip for Non-union employees and two dollars and seventy five cents ($2.75) per trip for Union employees. In addition, expense for mileage will be reimbursed when you are transporting clients in your care. However, reimbursement will occur only if you are transporting clients in your car if specified in the Plan of Care. Unauthorized transportation of clients is a violation of Company policy and will not be tolerated. The Company follows a “rule of thumb” case assignment policy, which normally places staff within reasonable distance from their residence. However, the Company reserves the right to direct and assign the work force as necessary.


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WORKERS COMPENSATION INSURANCE In the event you are injured on the job, you may be covered under the provisions of Worker’s Compensation Insurance. Report any injury to your Supervisor immediately. Injuries must be reported to the Supervisor within 24 hours of an occurrence. If a delay in reporting occurs the employee will receive a disciplinary warning for late reporting of an injury. The disciplinary warning will be placed in the employee file. After hours, if you are ill or injured, while on the job, your 24 hour Supervisor should be notified and you should contact our Third Party Claim Administrator Corvel’s 24/7 Advocacy Hotline at 877 764 3574. If a severe injury, seek treatment at the nearest Emergency Room & contact your supervisor as soon as possible. Help at Home is committed to providing a safe work environment for employees. Any employee who sustains an occupational injury, it is our goal to provide necessary treatment and benefits until you are able to return to work. Help at Home maintains our strong commitment to return you to work by implementing a transitional work plan until the time you are able to return to work without restrictions. Any absence due to a workers compensation injury will be subject to Help at Home’s Leave of Absence Policy. If an employee is injured outside the work environment and makes a claim for Worker’s Compensation Insurance, he/she will be in violation of the law and subject to prosecution for fraud. LEAVE OF ABSENCE Unpaid Leave JURY DUTY If an employee is called to jury duty, Help at Home recognizes the employee's civic duty. However, upon request, the employee must present documentation from the court that they did actually perform jury duty during the dates specified by the employee on his/her timesheet.

MILITARY LEAVE Military leave is granted, in accordance with applicable law, to both full- and part-time employees. Employees who must attend a two-week camp or additional training as part of their military obligation may use their vacation days, or they may request this time off as an unpaid leave.


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FAMILY AND MEDICAL LEAVE ACT (FMLA) POLICY Help At. Home, LLC provides unpaid leave for certain family and medical reasons to keep work and family life of the employees in a healthy balance.

Family Medical Leave Eligible employees will be provided with up to 12 workweeks of unpaid, job-protected leave in a rolling 12-month period for specified family and medical reasons:

• For the birth of the employee’s child, and for bonding with the newborn; • For the placement of a child with the employee for adoption or foster care, and for bonding with

the newly-placed child; • To care for the employee’s spouse, son, daughter, or parent with a serious health condition; or • For the employee’s own serious health condition preventing the performance of essential job

functions.

Qualifying Exigency Leave Eligible employees will be provided with up to 12 workweeks of unpaid, job-protected leave in a rolling 12-month period for a “qualifying exigency” related to the foreign deployment of the employee’s spouse, son, daughter, or parent.

Military Caregiver Leave Eligible employees will be provided with up to 26 workweeks of unpaid, job-protected leave during a rolling 12-month period to care for the family member (spouse, son, daughter, parent or next of kin) who is a covered service member (current member or veteran of the National Guard, Reserves, or Regular Armed Forces) with a serious injury or illness incurred or aggravated in the line of the duty.

Intermittent/Reduced Schedule Leave Under certain circumstances the FMLA leave may be taken on an intermittent or reduced work schedule base. Periods of whole weeks, single days and hours are allowed upon approval.

Eligibility To be eligible under FMLA, the employee must:

1. Have worked for Help At. Home, LLC for at least 12-months; and 2. Have worked at least 1,250 hours during the 12-month period prior to the start of the leave; and

Substitution of Paid Leave

All accrued paid time off should be used to cover some or all of the FMLA leave taken.

Spouses Employed by Help At. Home, LLC

The combined number of FMLA workweeks to which both Help At. Home, LLC employees are entitled will be limited to:

12 workweeks for the Family Medical or Qualifying Exigency leave, and


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26 workweeks for the Military Caregiver Leave.

Union Members

The Family, Medical and Military leaves of absence for union members will be subject to the Union Agreement.

The union members are required to notify union representative about taking FMLA to ensure maintenance of the health benefits.

FMLA Request

To request the FMLA leave an employee should follow these steps: 1. Obtain the FMLA request form #329 from the supervisor or office manager; 2. Accurately complete the form and return to the supervisor or office manager. Give attention to

details while filling in the form. Make sure all dates are listed and correct; 3. Prepare to support your leave request with the complete and sufficient certification and in

certain circumstances recertification. The employees are required to submit the FMLA request form: at least 30 days in advance when the need to take FMLA is foreseeable; or as soon as practicable (at least verbal notice to the supervisor or office manager within one or two days of

learning the FMLA need) when the need to take FMLA is not foreseeable. The employees are responsible for communicating any changes related to the data on the FMLA request as soon as practicable.

Medical Certification

The employee is responsible for providing a complete and sufficient certification of health care provider within 15 days after receiving the FMLA package. The employee is also responsible for: a) paying the cost of the medical certification; and b) providing certification to the employer.

If the certification is incomplete or insufficient, the employee will be provided with a written notice, and the additional information request. The employee must provide the additional information within 7 days.

Branch Responsibilities 1. Confirm the FMLA request by signing in “Supervisor Signature” line; 2. Notify employee about requirement to remain in a good standing with the “in-service” training to

be assigned to the clients; 3. Ensure the employee return from FMLA on the expected date; 4. Provide information about return to work or changes in the expected return date within 5 days by

email: [email protected]

Maintenance of Health Benefits


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The health care insurance coverage, including family coverage, for an employee on FMLA will be maintained on the same terms as if the employee continued to work. The employee will be responsible for paying normal share of health care insurance premiums to maintain the coverage.

The employer’s obligation to maintain health care benefits under FMLA stops if and when: 1. The employee informs the employer of an intent not to return to work at the end of the leave

period; 2. The employee fails to return to work when the FMLA leave entitlement is exhausted; 3. The employee’s premium payment is more than 30 days late and he/she received the written

notice at least 15 days in advance, advising that coverage will cease if payment is not received. Paid time off will not continue to accrue during periods of unpaid, FMLA protected leave.

Job Restoration

Upon return from FMLA leave, an employee will be restored to the original job, or to an equivalent (in terms of pay, benefits and other employment terms and conditions) job.

A full-duty release will be required prior to returning to work from the leave due to own serious health condition.

“Key” Employee Exception

Under limited circumstances where restoration to employment will cause “substantial and grievous economic injury” to its operations, Help At. Home, LLC may refuse to reinstate certain highly-paid, salaried “key” employees.

A written notification of the “key” status, reasons for denying the same job restoration and a reasonable opportunity to return to work will be provided to the employee.

Calculation of Leave Usage

Only the amount of leave actually taken will be counted towards the employee’s FMLA leave entitlement. If an employee takes FMLA leave for less than a full workweek, the amount of FMLA leave used is determined as a proportion of the employee’s actual workweek.

When a holiday falls during a week in which an employee is taking the full week of FMLA leave, the entire week is counted as FMLA leave. However, when a holiday falls during the week when an employee is taking less than the full week of FMLA leave, the holiday is not counted as FMLA leave, unless the employee was scheduled and expected to work on the holiday and used FMLA leave for that day.

Required overtime hours that are not worked by the employee because of an FMLA-qualifying reason will be counted as FMLA leave. However, the voluntary overtime hours not worked due to an FMLA-qualifying reason will not be counted as FMLA leave.


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Definitions

Spouse: means a husband or wife as defined or recognized under state law for purposes of marriage in the state where the employee resides, including “common law” marriage and same-sex marriage

Parent: means a biological, adoptive, step or foster father or mother, or any other individual who stood in loco parentis to the employee when the employee was a child. This term does not include parents “in law.”

Child: means biological, adopted, foster, step-son or daughter, a legal ward or a child of a person standing in loco parentis, who is either under age 18, or age 18 or older and “incapable of self-care because of a mental or physical disability” at the time that FMLA leave is to commence.

In Loco Parentis: means parentis including those with day-to-day responsibilities to care for or financially support a child. Employees who have no biological or legal relationship with a child may, nonetheless, stand in loco parentis to the child and be entitled to FMLA leave. Similarly, an employee may take leave to care for someone who, although having no legal or biological relationship to the employee when the employee was a child, stood in loco parentis to the employee when the employee was a child, even if they have no legal or biological relationship. TERMINATION OF EMPLOYMENT Regardless of an employee’s length of employment, a three-day termination notice is required if the employee does not wish to jeopardize his/her opportunity for re-employment or reference in good standing. The client is afforded better opportunity for continuity of care when the Company is afforded adequate time to obtain another staff member. The Company reserves the right to terminate an employee immediately when the safety or well-being of a client or clients is judged to be at risk. Employees are required to surrender their Help at Home identification badge upon employment termination or risk having a fee deducted from their final paycheck. CLIENT CARE POLICY Help at Home provides compassionate, individualized, personal care services by qualified staff on an interim or long-term basis. All services are tailored to meet each client’s needs with the sole purpose of maintaining, strengthening, and safeguarding the functioning of such clients in their own home. Staff assignments are made by qualified supervisors on the basis of matching worker experience and qualifications with the client’s needs. Homemaker and Attendant Care employees are expected to maintain supportive and friendly relationships with clients and are required to refrain from activities and behavior that disrupts or disturbs a client’s usual routine. All personnel are to treat the client and the client’s support system with the


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utmost courtesy and understanding. Your actions help to determine and maintain the quality reputation of Help At Home, Inc.

CONFIDENTIALITY REGULATIONS 1. All client information is confidential and is not to be discussed with anyone outside of the

Company. This includes, but is not limited to, client identification information such as name, address, and telephone number, as well as client’s condition, habits or possessions.

2. Any person requesting any client information is to be directed to the client’s supervisor. 3. Us of any company information for commercial, personal, political or any other

unauthorized purpose is prohibited. 4. All employee identification information is confidential and will not be released without

the employee’s written consent. The exception, of course, would be if the Company is served with a court order to release such information. Help at Home keeps all confidential information in individual employee files and can be accessed by authorized individuals only.

5. Any confidential information received from other agencies or persons, will not be released.

Note: Violation of any aspect of this policy is cause for immediate discipline, up to and including dismissal. CODE OF CONDUCT The code of conduct includes, but is not limited to, the following. Violation(s) may result in disciplinary action. 1. Absenteeism

If you become ill or for any reason find you cannot report for work, immediately call your supervisor. Be sure to give your name, name of your supervisor and the name(s) of the client(s) you will not be able to service. It is most helpful if your supervisor has lead time to contact your client and make arrangements for a temporary worker for the day. Any unexcused absence is considered to be an unauthorized absence by the company and is subject to immediate discipline. Three (3) consecutive days of unauthorized absence shall be considered job abandonment and, thus, treated as an employee resignation. Excessive absenteeism is viewed as more than 4 days within a 30 day period without a doctor’s excuse. Excessive absenteeism can result in disciplinary warning up to termination.

2. Tardiness Six (6) instances within two (2) months, as well as subsequent occurrences, will require disciplinary action. A routine work week runs Monday through Sunday. All employees must report promptly and be ready for work at the assigned time.

3. Soliciting Employees are prohibited from soliciting or collecting money from clients for charities, religious organizations or for any other organization or purpose. Employees are not to sell a product to clients or other employees.

4. Gifts Employees are forbidden from accepting gifts in any form from clients of the Company. Employees are forbidden from accepting money as a gift or as a loan.

5. Reading


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Unless the Client requests the employee to read to the Client, any reading of newspapers, magazines, periodicals or books is prohibited during working hours.

6. Food Employees are not to eat a client’s food. If you are assigned to a client during the lunch hour, provide yourself with a sack lunch.

7. Television Employees are prohibited from watching television while on duty.

8. Smoking Employees are prohibited from smoking in any client home or on their property.

9. Non-Clients & Non-Employees Employees are prohibited from bringing children, relatives, friends and/or anyone to a client’s home. Employees cannot take anyone to a client’s home.

10. Drug and Alcohol Policy Help at Home supports a Drug-Free Workplace. Drinking of alcoholic beverages, ingestion of drugs and/or possession of either are not permitted in a client’s home or their property under any circumstances. The Company prohibits any employee to perform job responsibilities while under the influence of alcoholic beverages or drugs. Chemical abuse involves reporting to work in an unfit condition or unable to assume normal duties as a result of the use of alcohol, narcotics, or other controlled substances, drugs and other intoxicants. Note: Violation of this policy is cause for immediate dismissal.

11. Breach of Confidentiality Relating any confidential information regarding clients, their families, or other employees to unauthorized persons is grounds for immediate dismissal.

12. Assault An employee shall not fight or cause bodily harm, or make or imply threats to clients, families, or co-workers. Violation of this rule is cause for immediate dismissal.

13. Falsification of Records The employee must not deliberately falsify work hours or alter service records. EMPLOYEES WHO FALSIFY OR FORGE TIMESHEETS WILL BE SUBJECT TO IMMEDIATE DISCHARGE AND LEGAL ACTION.


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14. Insubordination

Insubordination is refusal or failure to obey reasonable orders or perform a job assignment given by a supervisor. If any employee knows or believes his/her or another person’s health or safety is or would be endangered by the ordered action, the employee may refuse to accept such an order.

15. Theft It is Company policy to discharge immediately any employee convicted of theft or admitting to a theft from a client. Any allegations will be related to the worker as soon as possible for immediate attention.

16. Residence The employee is prohibited from residing (living) with any Client. Violation of this rule is cause for immediate dismissal.

PERSONAL APPEARANCE Employees are expected to be well-groomed during working hours. Since an employee’s appearance has a direct reflection upon the Company, employees must ensure that their clothing is clean, pressed and in good repair. Employees of Help at Homecare expected to be bathed, with neat and clean hair. The Company suggests that staff follow the suggestions below for personal appearance while on assignment.

• Hair must be well-groomed and neatly arranged. Scarves or hair ornaments are generally inappropriate. Beards and mustaches must be neatly trimmed.

• Clothing must be clean, pressed and in good repair. It must be appropriate for working conditions. Clothing should fit in a manner that allows you to perform your duties easily.

• Nails must be clean and of reasonable length. • Make-up should be used in moderation and in good taste. • All employees must wear hose or socks. For health and safety reasons, open-toe shoes, sandals,

clogs and similar footwear are prohibited. • Jewelry that may interfere with job functions or possibly result in injury to clients is prohibited. • Perfumes should not be used due to the possibility of client respiratory difficulties.

SOCIAL MEDIA POLICY: Employees’ Personal Use of Social Media

The Help At Home’s Social Media Policy, “social media” includes web applications that facilitate information sharing and collaboration such as forums, online social networking sites, blogs, virtual worlds, online profiles, wikis, podcasts, pictures and video, email, instant messaging, music-sharing, and voice over IP. Examples of social media applications are LinkedIn, Facebook, MySpace, Wikipedia, YouTube, Twitter, Yelp, Flickr, Second Life, Yahoo groups, Wordpress and ZoomInfo.

This Social Media Policy concerns Help at Home employees’ personal use of social media. All employees are subject to these guidelines regardless of where the conduct occurs or what equipment and technology are used.


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This Policy neither encourages nor discourages employees from utilizing social media. It is not Help At Home’s intention to unnecessarily restrict your ability to have a personal online presence or mandate what you can and cannot say. Certain communication, however, are not appropriate and should be avoided. For this reason and because employees’ social media activities may otherwise impact on the Company’s operations, Help at Home has established the following guidelines to assist you in acting responsibly in connection with your personal use of social media:

SOCIAL MEDIA POLICY GUIDELINES

• You are responsible for what you write and post on the Internet. Exercise good judgment and caution when posting anything related to the Help At Home on the Internet.

• Do not post confidential or proprietary information about Help At Home including, but not limited to financial statements, earnings reports, billing reports, contractor information, pay rate, supplier lists, trademarks, copyrighted information and other confidential data, customer lists, employee list, concepts, ideas, policies and/or other confidential customer data.

• Do not post comments or other material about coworkers, supervisors or others connected to Help At Home that are vulgar, obscene, slanderous, detrimental to Help At Home, threatening, harassing, intimidating, or otherwise in violation of Help At Home's policies concerning discrimination, harassment or violence.

• In particular, do not engage in any online activity that may be viewed as harassment by another employee because of the employee’s age, race, creed, color, national origin, sex, disability, veteran’s status or other category protected by law.

• Confine posts to matters unrelated to Help At Home if necessary to ensure compliance with federal, state and local laws and regulations.

• Use of the Help At Home logo, trademarks and branding imagery on personal social media is strictly prohibited.

• Photographs or other electronic depictions of Help At Home personnel, clients or potential clients taken for Help At Home, on Company business, or any Company-sponsored events (whether taken inside or outside the Company’s workplaces), may not be posted.

• If you do post information or comments about Help At Home, identify yourself as a Help At Home employee and make clear that your views are not reflective of the Company’s, as follows: “The opinions expressed on this site are my own and do not necessarily represent the views of Help At Home.”

• Employees are prohibited from posting client information such as client name, address, gender, race, phone number(s) or the services the clients receives .Employees are prohibited from e-mailing, texting or any other type of social communication with Help At Home clients.


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• The Help At Home’s computer systems, software and equipment are for business purposes only; their use for employees’ personal use of social media is prohibited. Likewise, personal use of social media should not interfere with your responsibilities at Help At Home.

Help At Home may monitor content on the Internet and reserves the right to remove posts that violate this Policy. An employee who violates this Policy may be subject to disciplinary action up to and including termination of employment, and may be required to correct or remove a post. CLIENT TELEPHONES Clients’ telephones are to be used only for the following purposes, and only if the client has granted permission in advance of usage.

• Check in with your supervisor • Check out with your supervisor • Report Emergencies • Assist the client in making telephone calls.

Do not use the client’s phone for personal calls or personal “business” calls. Do not give your home phone or cell phone numbers to your clients. Inform the client that Company policy prohibits employees from giving their home phone or cell phone numbers to clients. Employees are prohibited from texting or using cell phones when providing services to clients. Any phone calls made without the client’s permission that are reported to Help at Home will be deducted from your pay. POLICY FOR EMERGENCY AND SEVERE WEATHER It is the policy of Help at Home to place its workers in the geographic area in which they reside. By doing this, we are able to decrease and, in most cases, eliminate the need for public transportation. This, in turn, alleviates the amount of absences in severe weather conditions. Each Help at Home office must keep a “Client at Risk” listing. This list enables the Company to know immediately which clients need to have services in order to avert dangerous situations. A client should never be compromised or jeopardized in any way. In the event of severe weather conditions, the 8:00am-5:00pm procedure will consist of each supervisor contacting workers scheduled to render service (i.e., service not already given that day) to “At Risk” clients to solve any potential problems and insure service. A back-up service of geographically-located workers will be executed as needed. In extreme emergencies, a Company caregiver supervisor is to go to a client’s home to assist with whatever they can in order to insure the well-being and safety of the client.


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Additionally, offices have the ability to forward office phones to managers’ homes in the event that weather prevents them from getting to the office; thus, all office Managers must forward office phones to their homes if they are prevented from getting to the office due to Emergency and/or Severe Weather. Finally, all caregivers involved in a vehicle breakdown or accident while transporting a client as part of that client’s Plan of Care must call the police immediately, and then call their supervisor. They are not to transport the client from the location of the breakdown/accident until instructed to do so by the supervisor. In case of client having a medical emergency, Help at Home staff should always call 911. POLICY ON ELDER ABUSE In accordance with the policy of the State of Indiana, all Help at Home employees who suspect elder abuse of a client must report it to their supervisor immediately. Upon notification of abuse, supervisory staff are to immediately contact the Case Manager and conduct an investigation if Help at Home staff are involved. In extreme cases, staff may need to contact law enforcement officials. The Supervisor, along with the Branch Manager, will report it to Adult Protective Services and provide that agency with the details of situation. These details include:

a. Name of client b. Name of person you suspect is committing the abuse c. Description of the abuse symptoms d. Date and time of initial report

Everything (i.e., all discussions, conversations, etc.) must be documented in the Client’s file. In all situations relating to elder abuse, client confidentiality must be observed. Any questions regarding this policy should be directed to the Branch Manager. In case of client having a medical emergency, Help at Home staff should always call 911. PROPERTY DAMAGE Policy: Help at Home will replace damaged property when it is determined by the administration that the damage was an accident in the line of duty, while the employee was performing his/her job. The report of the incident will be kept in the employee’s and client’s files. Procedure:


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The employee is responsible to file an incident report within twenty-four (24) hours with his/her supervisor. The supervisor will visit or call the client within a week to investigate the damage. When indicated, a professional assessment of the damage will be initiated by the Area Manager. The Regional Vice President, with authorization from the Chief Operating Officer, is responsible for reviewing the report and initiating any moneys, replacement, or repairs to the client for the damages. If the Regional Vice President determines the damage was a result of the employee, then the employee will be held liable. If, after review, it is determined that the worker was grossly negligent, he/she will be liable for restitution. SERVICE COMPLAINTS Policy: Help at Home will process all service complaints immediately, through the client’s supervisor. The supervisor will notify the client concerning the final determination of the complaint. The client will not be denied services on the basis of voicing a complaint. Any and all agency personnel involved with the complaint will become a part of the resolution process. Procedure: Service complaints will be initially investigated by the supervisor, who will, in turn, contact all parties involved. The supervisor discusses the complaint with the client/family and reports information obtained for company evaluation. When requested by the family or desired by the company, a home visit will be made for clarification of the dispute. The program director will review the case if client/family satisfaction is not obtained with the above procedure. If satisfaction is not forthcoming, the situation will be referred to Case Management for evaluation. EMERGENCY NOTIFICATION PROCEDURE The supervisor must be notified immediately of any situation that prevents service, such as:

• The client does not open the door; • The client refuses service; • The client refuses to sign the timesheet; or • “Other” persons interfere with the delivery of care

Call your supervisor with any situation that interferes with your ability to follow the Care Plan with your client. Stay out of family problems. Report to the supervisor any situation that does not seem “right” or “normal,” such as possible abuse or neglect of the client. Employees should carry with them and consult the training materials “When to Call 911” and “When to Call Your Supervisor.” When in doubt about a course of action, the employee should call the supervisor


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In the event the client becomes ill, or if you suspect the client is dead, you may, because of the situation, first call 911, but then call your supervisor. It is the family’s responsibility to accompany the client to the hospital, not yours. In the event you have a client emergency while working after office hours, you can call the local office’s main number to leave a message for the supervisor on call, who will contact you to respond to your emergency situation. ANSWERING SERVICE Help at Home provides its clients and employees with a 24-hour answering service in order to receive telephone calls after regular hours, on weekends, and on holidays. Clients and their families are additionally provided an appropriate plan of action for emergencies. Field staff may only use the service under the following conditions:

• Check In or Check Out from a client; • Absence from assigned client; • Personal emergencies to notify supervisor for a next day re-scheduling; or • Client emergency (see Emergency Notification Procedure--Procedure D)

The telephone number for this purpose is the local office’s main number. UNIVERSAL PRECAUTIONS Help at Homepersonnel are required to use Universal Precautions. Universal Precautions is defined as the wearing of latex or vinyl gloves prior to hand contact with any person, surface or cloth that has had anybody fluid contact. The disinfectant of choice for cleaning contaminants is a 20% solution of household bleach (one part bleach to five parts water). This is the preferred disinfectant when cleaning toilets, sinks and tubs. It is also to be used for the first rinse of dishes used by a client who has a diagnosis of AIDS, hepatitis or tuberculosis. Clothes that are stained with body fluids need to be rinsed with a 20% bleach solution. Wearing gloves:

• Wash hands prior to putting on gloves. • Wash your hands after you remove your gloves

Note: Some hand creams have an adverse effect upon gloves and may dissolve the glove. Therefore, do

not apply hand cream prior to using gloves. Note: Gloves provide a barrier, but are not completely impermeable to all organisms. Therefore, it is

required that you wash your hands after glove removal. If your client has any of the above-named illnesses, do not use any of the client’s towels or dishtowels to dry your hands. Carry paper towels with you. Disposable gloves are not to be reused! Do not touch the outside of the gloves when taking them off. When you dispose of a pair of gloves, turn them inside out and place them in a plastic container.


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Help at Home supplies all its Field Employees with gloves. Employees must get them in their local branch office. The workplace for field staff is the residence of the assigned client. Should the worker not be wearing gloves (for some reason) and encounter a client emergency resulting in exposure to body fluids the worker must immediately wash his/her hands (or any other body part(s) thoroughly. It is the responsibility of the employee to notify his/her supervisor of such an incident immediately. An evaluation and assessment of the situation will be done immediately by the Registered Nurse. Necessary medical follow-up will be provided as needed by Help At Home, Inc. POLICY ON VEHICLE USE FOR BUSINESS Purpose of Policy Help at Home/Oxford Healthcare is committed to a safe environment for our Clients and Employees by promoting and implementing policies to control risks associated with the business use of your personal vehicle or the company’s leased vehicles. Each Employee is responsible for complying with the established health and safety policies and procedures. As part of our Safety policy, Employees who operate a vehicle on company business must comply with Help at Home/Oxford Healthcare’s Vehicle Use Policy as outlined below. Employees who are found to be in violation of this policy will be subject to disciplinary action up to and including termination. Aggressive Driving While driving on company business Employees should not make crude, offensive or lewd gestures, engage in conflicts or exhibit aggressive driving behaviors. Cell Phone Usage The safest and most responsible way to use a Cell phone or any hands-free device is to safely pull over and park. As outlined in our Cell Phones Use Policy, using your cell phone (including but not limited to texting, checking voicemail, GPS etc.) while operating a vehicle is strictly prohibited. Driver Requirements Drivers must be at least 18 years old (unless HAH contract indicates otherwise) and have a valid driver’s license issued in the state of residence for the vehicle being operated, maintain a good driving record and carry at least the state’s minimum auto liability insurance coverage. DCFS drivers must be 21 years old. All Employees shall provide proof of a valid and current driver’s license upon hire. Employees shall immediately notify their Supervisor or the company’s Risk Management Department (312 762 0945) in the event your license has been revoked, expired, suspended, or is otherwise invalid or in jeopardy of being revoked. You are not to drive your vehicle or transport any client on company business if you do not have a valid license. Employees who are found to be in violation of this policy will be subject to disciplinary action up to and including termination. Driving record


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Employees must maintain good driving records. The following could exclude an Employee from using their vehicle for company business:

• Having a revoked or suspended license • Having a conviction for driving while under the influence of alcohol (DUI,DWI) • Having a conviction for driving while impaired by drugs or controlled substances • Leaving the scene of an accident (hit and run) • Having a conviction for negligent homicide arising out of the use of a motor vehicle • Using a motor vehicle for the commission of a felony • Eluding a police officer • Reckless driving • Excessive speeding

MVR’s will be obtained and reviewed as dictated by Help at Home/Oxford Healthcare, by the insurance administrator or insurance company. In addition notice must be given within three (3) business days of receiving a citation, and by the end of the next business day for any major traffic citations or convictions, license suspensions or revocations. Parking violations are excluded. Failure to report citations, convictions and/or suspensions, could result in disciplinary action, up to and including dismissal. Help at Home/Oxford Healthcare reserves the right to review driving records at least every year. Drivers who are identified as high risk may be subject to these actions from management including, but not limited to:

a. Driver may be required to attend additional driver training. b. Driver may be prohibited from transporting our clients c. Driver may not use vehicle for business use d. Additional MVR reviews

Driver Safety Training All Employee’s must remain in good standing for in-service driver safety training. Electronic devices Employees will not text, email or use electronic devices in any manner while driving or while the vehicle is temporarily stopped at stop sign, stop light, etc. General Prohibitions During business hours, Employees are forbidden from:

• Performing ANY personal errands while performing services for clients. • Picking up hitchhikers • Accepting payment for carrying passengers or materials • Using any radar detector, laser detector or similar devices • Pushing or pulling another vehicle • Transporting flammable liquids or gases – unless transporting such is part of the Employee’s job


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• Assisting disabled motorists or accident victims beyond the Employee’s level of expertise Impaired Driving Employees must not operate a vehicle at any time when his/her ability to do so is impaired, affected, influenced by alcohol, illegal drugs, prescribed or over the counter medication, illness, fatigue or injury. No alcoholic beverages, prescription drugs impairing driving ability, illegal drugs or controlled substances are to be used or consumed by Employees while driving on business. Employees shall not transport drugs or alcohol while driving on company business. Incident Reporting In the event of an accident, the Employee’s personal auto insurance is primary coverage for vehicle damage to all involved vehicles or injuries to any client(s) or other parties in the accident. Accidents MUST be reported immediately to the Supervisor so an incident report can be kept on file. Post-Accident an updated Motor Vehicle Reports will be obtained. The Employee should provide copies of proof of insurance and a copy of the Employee’s driver’s license to the supervisor and sent to [email protected] or faxed to 312 704 0350. Insurance When an Employee is using their personal vehicle for business, the Employee's auto insurance is primary. Physical damage to an Employee’s vehicle is not covered by Help at Home/Oxford Healthcare and is the responsibility of the Employee’s insurance company. Employees must submit copies of updated proof of insurance to their supervisor at every auto policy renewal and kept in their personnel file. Every Employee must secure, at minimum, the state’s minimum auto liability insurance requirements. Employees should NOT transport any client without current auto insurance. Notify your Supervisor immediately if auto insurance policy lapses, expires or is cancelled. Employees who are found to be in violation of this policy will be subject to disciplinary action up to and including termination.

Process for Employees not having Current Auto Insurance or Driver’s License If the employee does not provide a current auto insurance or driver’s license at the time of expiration the employee will be notified and have 7 days to submit a current auto insurance or driver’s license. Mileage reimbursement will be suspended. Employees will not be reimbursed for mileage and travel for the periods in which they have not provided their local office with the current auto insurance and/or driver’s license. At the end of the 7 days if the employee fails to submit a current copy of the auto insurance or driver’s license the company representative shall have the right to discipline the employee and the employee will be given an additional 7 days to comply with the request to produce current auto insurance or driver’s license.

At the end of the 14 day request for expired auto insurance or driver’s license the employee will be disciplined for the second time and the employee will be suspended. The employee will be suspended until the request for the current auto insurance or driver’s license is received. If the employee has not submitted a copy of the current auto insurance or driver license at the end of

mailto:[email protected]


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the additional 7 days the company representative will terminate the employee for failure to comply with state law and company policy.

Mileage Reimbursement An Employee will not be approved for mileage reimbursement until proof of current insurance has been submitted to the supervisor. Mileage reimbursement payments will be held until this is provided. Unauthorized Passengers and Drivers The Employee may only transport in their personal vehicle those individuals authorized in the Plan of Care.

Safety Belts

Employee and all passengers will use seat belts at all times while driving Employee’s personal vehicle. Employees and their passengers shall wear seat belts at all times while travelling in company vehicles. Transportation of Clients The Employee should not transport the client unless authorized in the Plan of Care and by the supervisor. This policy is extremely important to the wellbeing of the client and violation of this policy will result in disciplinary action, up to and including termination. Only the client and any authorized family members or Help at Home/Oxford Healthcare Employees may be a passenger in the car while transporting clients. Employee will require all occupants to use seat belts, child safety seats, booster seats or other restraint devices at all times as required by law. At no time should any Employee deviate from the intended destination or partake in personal errands while servicing a client. If, for some reason, there is an extenuating circumstance, the Employee is to pull the vehicle into a safe area and contact their supervisor immediately for approval. Clients are only transported by automobile with the Supervisor’s permission, which must be in accordance with the Client’s care plan. If it is necessary for the Employee to use the Client’s automobile, the supervisor must obtain permission by the Branch Manager. In these cases the Client must provide a current proof of insurance for the automobile and send written notice to the supervisor of their desire to have the Employee drive their vehicle. Vehicle Maintenance Employees shall maintain safe and proper working vehicles in accordance with the manufacturer’s recommendations. If the vehicle is determined to be in need of repair, it shall be taken out of service until the problem is corrected.

Field Staff Handbook and Policy Manual INDIANA - Help at Home … · 2020-05-20 · Help at Home...

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Transcript of Field Staff Handbook and Policy Manual INDIANA - Help at Home … · 2020-05-20 · Help at Home...