APPLICATION AND EMPLOYMENT PROCESS
Turning Point Services, Inc. provides all job applicants with equal employment opportunities without regard to national origin, race, sex, religion, political affiliation or physical handicap except where age, sex, or physical requirements are essential occupational qualifications necessary for job performance.
Individuals are selected on the basis of overall qualifications and every effort is made to employ the most qualified applicant. Staff of a facility or a service shall be currently licensed, registered, or certified in accordance with applicable state laws and as appropriate to the services to be provided. The Human Resources Director is responsible for coordinating the employment process. Any applicant for employment or any employee who believes that employment, promotion, training, transfer, salary adjustment or salary increment was denied him/her, or that demotion, transfer, lay-off or termination was forced on him/her because of sex, race, religion, national origin, age, political affiliation or physical disability may appeal to the Executive Director or use the employee grievance procedure.
Applications for employment are submitted to local office QPs/Local Liaisons/Clinical Services Assistants or to the professional designated as the immediate supervisor for the available position. Applications will be screened and applicants identified whose education and experience are specifically relevant to the position to be filled. Two references will be requested and reviewed, with approval of the applicant, as a prerequisite to employment; three references are necessary for staff serving Piedmont Area consumers. Prior to employment, and with cause during employment, statewide and/or national criminal background, motor vehicle, and Healthcare Registry checks will be completed. Applicants are expected to disclose criminal convictions on the application (see page one of the application). New checks are required for employees re-hired after a lapse of more than twelve (12) months. (See copy of Application attached to this manual.)
Applications for employment with Turning Point Services, Inc. will receive active consideration for a period of ninety (90) days, during which time the application will be maintained in an active file. At the end of ninety (90) days, the application is moved to inactive status for an additional nine (9) months. At the end of this time, the application may be destroyed.
The supervising professional coordinates interviews. Prior to employment, direct service applicants (habilitation technicians, respite providers, etc.) will be introduced to the consumer and/or family for whom they are considered to be a potential “match”. The consumer and/or responsible person shall have the final determination regarding the hiring of an applicant to work directly with them.
General employment practices are thoroughly covered in the Turning Point Services, Inc. Employee Handbook. Please refer to Employee Handbook section of the policy and procedure manual for information related to employee notification (regarding criminal and motor vehicle reports), infections disease control/medical statement, pay periods, general safety, and many other items related to employment.
CONDITIONS OF EMPLOYMENT
All employees of Turning Point Services, Inc. are provided a copy of a job description outlining duties and responsibilities. The supervising QP reviews the job description with the employee, the supervisor and employee sign the job description, and a copy is kept in the employee’s personnel file at the Main Office. Employees are expected to perform duties as outlined and to work the days and/or shifts as assigned.
Initial and continuing employment with Turning Point Services, Inc. is contingent upon satisfactory criminal background, Healthcare Registry, and driver’s license check prior to employment. A North Carolina driver’s license is required for all persons who have resided within the State for at least sixty (60) days. Out-of-state students enrolled in a college or university who have not established a permanent residency in North Carolina are exempt from being required to obtain a North Carolina license as are employees who reside permanently in states adjoining the North Carolina border. With just cause, criminal, Healthcare Registry, and driver’s license updates may be obtained at any time during the course of employment with Turning Point Services, Inc. New checks are required for employees re-hired after a lapse of more than twelve (12) months. Turning Point Services, Inc. will request authorization to obtain information from other sources (educational institutions, associations, registration and licensing boards, insurers of motor vehicles, agencies furnishing criminal background checks, etc.) concerning qualifications or statements made with application. False information or documentation, or failure to disclose relevant information may be grounds for rejection of application, disciplinary action, or dismissal if employed, and/or criminal action. Termination of employment shall be mandatory if fraudulent disclosures are made in order to meet position qualifications.
A confidential personnel file for each employee shall be kept in the Turning Point Services, Inc. home office. This file shall consist of no less than: the employee application; reference letters or comments; confidentiality statement; acknowledgement of client rights; tax and pay information; I-9 form with appropriate back-up documentation, including a social security number verified upon hire with the Social Security Administration; criminal record check; Health Care Registry check; and if required, driver’s license check and verification of automobile liability insurance.
Applicants are notified that a consumer report or an investigative consumer report may be obtained from a consumer-reporting agency, other agency or directly by Turning Point Services, Inc. for the purpose of evaluating the applicant for employment, or the following for employees – promotion, reassignment, or retention. The report may contain information bearing on the applicant’s credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics or mode of living from public or private record sources or through personal interviews with the applicant’s and/or employee’s neighbors, friends, associates, or educational facility.
If an applicant has been a resident of North Carolina for less than five (5) consecutive years, a national criminal history record check, including fingerprinting will be conducted. If a national criminal history record check is required, the fingerprints of the individual will be forwarded to the State Bureau of Investigation who will then forward to the Federal Bureau of Investigation for a national criminal history record check. Upon receipt of a “hit” on the national criminal history record check, the employee will be requested to provide Turning Point Services, Inc. a copy of the record to determine eligibility for continued employment. If the employee chooses not to share the results with the agency within specified time, employment is terminated.
All employees who provide consumer transportation as part of their job duties shall have a valid driver’s license and provide proof of vehicle insurance coverage to Turning Point Services, Inc. Copies of the valid driver’s license and proof of vehicle insurance coverage will be maintained by the Turning Point Services Human Resources Director. A motor vehicle check will be conducted as part of the employment process. Any employee found to have an unsafe driving record, as determined by the Human Resources Director and/or Executive Director, shall not be permitted to transport consumers. Written documentation of this decision will be provided to the employee, the employee’s supervisor, and a copy placed in the employee personnel file.
Employees are responsible for providing proof of educational level required for the position for which they are hired. This may include a copy of high school diploma or GED for direct service positions, or a copy of college transcripts for professional positions. The employee also must complete or provide proof of any other training required prior to beginning the initial work assignment.
Direct service employee work schedules are determined by consumer need. Work schedules of professional level employee positions are determined by the Executive Director and/or his designee.
GROUNDS FOR DISCIPLINE
The following are examples of grounds for disciplinary action while in the employ of Turning Point Services, Inc:
- Failure to perform assigned duties in an efficient manner.
- Ignorance or breach of general policies.
- Insubordination; disrespect of other employees, consumers, families, guardians, or supervisors; antagonism of one employee against one of the persons identified previously; or inciting discontent.
- Mistreatment, neglect, or discourteous treatment of consumer(s).
- Negligence on the part of an employee, or any lapse of responsibility or judgment resulting in negligence or unsafe work conditions.
- Absence without satisfactory excuse, or too frequent absences.
- Continuing tardiness.
- Irresponsible or unauthorized release of information regarding consumer(s) or general operation of the agency. All information regarding consumers and their families is confidential and will not be discussed casually. Each employee will sign a statement acknowledging this fact, and this form will be kept in the employee’s personnel file.
Turning Point Services, Inc. believes that nothing should be placed in an employee’s personnel file unless there is a clear business reason for doing so. Our employee privacy philosophy is further reflected in the following:
- All personnel files and the information contained within are to be considered the private property of Turning Point Services, Inc.
- Personnel files will include only job-related information pertinent to employment.
- Employees may request to see information in their personnel files (by appointment only). Employees are not permitted to photocopy or remove documents from the file.
- Personnel files are open only to other personnel on a business related “need to know” basis.
- Employees must give their written permission before there will be external disclosure of their personnel information, with the exception of the following:
- Verification of dates of employment, positions held, salary when requested by the employee’s prospective employer.
- Personal information which the company is legally required to reveal by court order or subpoena.
- Legally authorized inquiries by government agencies.
- Records required for quality reviews, audits, or accreditation.
NEW EMPLOYEE ORIENTATION
Employee orientation is provided to all new employees of Turning Point Services, Inc. The Employee Handbook, applicable policies and procedures, and Core Competency Training are some of the resources utilized during orientation. Actual orientation to the specific duties and responsibilities of the position or consumer will be arranged and coordinated by supervisory professional staff or designee. Documentation requirements will be reviewed with each direct service employee by their immediate supervisor prior to beginning work.
Effective November 1, 2008: All employees providing direct services or supervising employees who provide direct services must be certified in CPR (both child and adult) and First Aid before starting work and must not allow these certifications to lapse. We offer CPR and First Aid in each region on a quarterly basis.
Copies of CPR and First Aid certification cards should be submitted to your QP.
Effective July 1, 2002, all employees providing direct services or supervising employees who provide direct services (QP’s, MCO Managers, Lead QPs, Clinical Services Director, etc.) must complete the Turning Point Services Core Competency Training package. Several training methods are available to choose from. This core training package reviews the mission and values of Turning Point Services, prepares employees for CAP-MR/DD and other services, reviews consumer rights, positive alternatives to the use of more restrictive interventions, and the use of restrictive interventions.
Each employee must complete orientation training, which included the code of conduct, common work procedures, and a review of the following policies: termination of employment, worker’s compensation, grievance and appeals, alcohol and drug free workplace, solicitation, sexual harassment, dress code, consumer rights, positive alternatives to restrictive interventions, restrictive interventions, blood borne pathogens, work safety, and confidentiality.
In addition, the supervising QP delivers to each direct service employee person-specific training that includes, (1) identified supports; (2) preferences; (3) needs; (4) medical issues and procedures; (5) safety needs (including positive alternatives and whether or not an emergency physical restraint will be needed – if so, NCI is required); (6) diagnoses; (7) medications; (8) goals; (9) documentation; (10) training/support methods. The Turning Point Services Registered Nurse (RN) is available for medication training and other medically related training (i.e., oral suctioning, blood sugar checks, tube feeding, etc.) according to a consumer’s specific needs.
Professional and administrative employees are encourage to access related training and on-going education. Training requests beyond the Core Competency, CPR, and First Aid training must be approved by the Clinical Services Director and/or Executive Director. A record of each employee’s training is maintained in an employee privileging and credentialing folder.
Training received during the course of employment with Turning Point Services, Inc. is considered current and valid only for the performance of assigned work duties while engaged in services on behalf of the agency. Liability for performance of activities in conjunction with TPS-sponsored training ceases upon termination of employment with Turning Point Services, Inc. and does not extend to concurrent employment with other service providers. Turning Point Services will release only the following documents from the employee’s privileging and credentialing file: core competency certificate, training log(s), copies of any certificates received from external training sources (e.g., Western Carolina Center, Black Mountain Center, AHEC, etc.). The following documents are not be released from either the personnel file or the privileging and credentialing file: core competency checklists, copies of CPR and first aid cards, NCI certificates, criminal background checks, motor vehicle checks, Healthcare Registry checks, medical/TB statements, medical in-services provided by the Turning Point Services RN, or any privileging or credentialing forms (with the exception of the training logs).
MILEAGE AND/OR MEAL REIMBURSEMENT
Direct service employees who accompany consumers on outings as part of the consumer’s treatment/habilitation plan will not be reimbursed for mileage expenses. The employee will be advised of transportation requirements and/or expectations upon hiring and as part of the hourly compensation offered. Direct service employees will not be reimbursed for meals when accompanying consumers to eating establishments. Employees may elect to eat at the restaurant wait until off duty to eat.
Salaried employees will be reimbursed at the federal mileage reimbursement rate for business related driving. Mileage expense will normally be paid only after employees report to their primary work site; however, when employees travel first to a location(s) other than the primary work site, the following applies:
- When the distance traveled from home to any location(s) is less than the distance from home to work, no mileage will be paid.
- When the distance traveled from home to any location(s) is more than the distance from home to work, mileage will be paid for the difference between the total mileage traveled and the distance from home to work (for example, if an employee travels to several points during the day and drives a total of 40 miles, and the distance from home to work is 8 miles, 32 miles would be eligible for mileage reimbursement).
Business related meals for salaried employees will be reimbursed by Turning Point Services, Inc. upon the approval of the Clinical Services Director and/or Executive Director.
Accurate mileage and expenses must be kept on appropriate forms with applicable receipts attached. Forms should be submitted to the immediate supervisor by the second working day of the month following the last working day of the month in which expenses are incurred. The immediate supervisor shall review, approve and submit reimbursement requests to the Clinical Director. Reimbursement is paid monthly.
When overnight travel is required in the performance of duties or training, expenses will be reimbursed at actual cost. Receipts and expense forms should be submitted to the immediate supervisor by the second working day of the month following the last working day of the month in which expenses are incurred. The immediate supervisor shall review, approve and submit request per established chain of command. Reimbursement occurs monthly. Advances may be negotiated and/or approved by the Executive Director.
During times of severe weather conditions, such as ice and snow storms, direct service employees should notify consumers and/or the responsible adult if they are unable to report to work. In the event inclement weather begins during work, the employee contacts the responsible adult and explains the need to leave as soon as possible. However, in no case should a consumer be left alone unless there is documentation in the consumer’s record authorizing unsupervised time. If the approval for unsupervised time is for a specific length of time, under no circumstances should the consumer be left alone longer than approved. The employee and responsible adult must coordinate times of departure and arrival to assure this result. Consumer transportation during inclement weather should be limited to that necessary to return the consumer home.
In the event of severe weather (such as snow, ice, hurricanes, etc.), salaried employees are expected to follow the closing schedule of the local county administrative offices. PLEASE NOTE – follow the closing or delayed opening schedule of the county administrative offices and not the local school system closing schedule. Clinical Assistants for each area will be responsible for advising the Clinical Services Director of any administrative closing which will affect vacation leave taken as a result of inclement weather. Affected employees should note the administrative leave on their time sheet (see example of extrapolated time sheet below). Any time taken by employees in excess of county administrative closings will be charged to vacation leave. Turning Point Services, Inc. is neither responsible nor liable for decisions made by employees to report to work during inclement weather. Each staff person must assess their driving abilities, vehicle, route to be traveled, etc. and make an informed decision whether or not to report to work. This policy is simply a guideline to clarify how leave is to be taken.
Day programs operated by Turning Point Services will close for consumers according to the local school closing schedule. Responsible adults should report to the day program as soon as possible after notification that schools have closed due to inclement weather to transport consumers home. Salaried day program employees, however, will use the same policy as outlined above for salaried employees. Day programs may re-open sooner than the local county schools; refer to the day program handbook for additional information.
Time sheet example when county administrative office operates on 2-hour delay due to snow on the 2nd of the month and employee reports to work at 10 am:
|2||6 (2 hours snow)|
Example when county administrative office operates on 2 hour delay due to snow on the 2nd and employee determines they are unable to report to work:
|2||(2 hours snow)||6*|
Example when county administrative office operates on 2 hour delay due to snow on the 2nd and employee determines they are unable to report to work:
*in the event an employee has compensatory time at the end of the week, compensatory time rather than vacation time may be used to cover this leave.
Direct service employees are prohibited from receiving visitors during work hours. Visitors are not to accompany direct service employees on outings with consumers. Professional employees who are monitoring service delivery in the home and/or community are not to receive or have visitors accompany them on monitoring visits. To do so compromises consumer confidentiality and will result in disciplinary action.
SMOKE FREE WORKPLACE
Turning Point Services, Inc. endorses a smoke free work place environment. Employees are not to smoke in any work office or consumer home.
Employee vehicles should remain locked at all times while on work premises. Turning Point Services, Inc. is not responsible for any damage to vehicles or loss of property from theft or damage from the vehicles while parked on work premises. Damage to personal vehicles caused by consumers may be considered for reimbursement; submission of an incident report is necessary to document the circumstances surrounding the damages. At no time are employee vehicles to be parked on work premises with any kind of illegal or hazardous material.
EMPLOYEE PERSONAL POSSESSIONS
Turning Point Services, Inc. is not responsible for the loss or damage to personal possessions of employee while on work premises, or any other location while on duty. Employees are responsible for securing pocketbooks and valuables while on duty. Employees are encouraged to leave valuable articles at home. At no time will consumers be held responsible for damage or theft of personal property due to employee negligence of this policy.
CLASSES OF EMPLOYEES
Turning Point Services, Inc. employees four (4) classes of employees:
Full-time Salaried Employees
This class includes supervisory, administrative, professional, and salaried day program staff are scheduled to work forty (40) hours per week and are paid a salary on a monthly basis. These employees are exempt from the provisions of the Federal Wage and Hour regulations regarding overtime pay. Full-time employees are expected to work no more than forty (40) hours in a work week (with the work week designated as Sunday – Saturday), flexing time during the week as necessary. In extenuating circumstances, the Clinical Services Director or Executive Director may approve an extension of this timeframe. At no time will employees be paid for accumulated compensatory or flex time. These employees are paid monthly.
Part-time Salaried Employees
This class includes supervisory, administrative and professional employees who are scheduled to work less than forty (40) hours per week and who are paid a prorated salary on a monthly basis. These employees are exempt from the provisions of the Federal Wage and Hour regulations regarding overtime pay. However, in the event these employees are required to work more than forty (40) hours in a work week (with the work week designated as Sunday – Saturday), hour for hour compensatory may be approved by the Executive Director. At no time will employees be paid for accumulated compensatory or flex time.
Part-time Hourly Professional or Administrative Employees
This class includes hourly paid professional or administrative employees who work less than forty (40) hours per week and who are paid by hours of work on a monthly basis. These employees are exempt from the provisions of the Federal Wage and Hour regulations regarding overtime pay. However, in the event these employees are required to work more then forty (40) hours in a work week (with the work week being designated as Sunday – Saturday), the Executive Director may elect to either pay the employee for the additional hours or to approve hour for hour compensatory time to be taken within the following month.
Part-time Hourly Paid Direct Service Employees
This class included all hourly paid employees who are employed to work forty (40) or less hours per work week (with the work week designated as Sunday – Saturday) providing *habilitation services. These employees are subject to the Federal Wage and Hour regulations regarding overtime pay and are paid bi-monthly. *Please Note: only habilitation services greater than forty (40) hours per work week are subject to the Federal Wage and Hour regulations. Non-habilitation services (respite, personal care, or similar support services) are not subject to Federal Wage and Hour overtime rules. All employees subject to Federal Wage and Hour overtime regulations will be paid at the rate of one and one-half times their regular rate of pay for all qualifying time worked in excess of forty (40) hours per work week (with work week designated as Sunday – Saturday). A decision to work overtime is never made by the employee; overtime work must be approved by the employee’s supervisor before the work is done.
Group medical insurance is available to any part-time employee (both direct service and salaried) who works a consistent work schedule of thirty (30) or more hours per week. Turning Point Services contributes a portion of the monthly premium for part-time employees. Medical insurance premiums for full-time salaried employees are paid in full by Turning Point Services. Turning Point Services pays a prorated portion of the premium for part-time salaried employees and contributes a portion of the monthly medical insurance premium for qualifying part-time direct service employees. Refer to current benefit information available in the local office for rates/costs. Qualifying employees must sign up for medical insurance coverage within thirty (30) days of hire or eligibility. Coverage will be effective the first day of the following month.
401 K participation is available to any part-time direct service employee or part-time salaried employee working an average of twenty (20) hours per week after one (1) year of continuous employment. 401 K participation is available to any full-time salaried employee after one (1) year of continuous employment. An employee may contribute up to 20% of earnings; Turning Point Services matches employee contributions at a rate of 50% up to the first 4% of the employee’s earnings. After five (5) years of continuous employment, the employee will be completely vested in the 401 K plan.
Turning Point Services observes annual holidays according to the North Carolina State Holiday schedule. Salaried personnel are given these holidays off with pay. In the event a professional employee is required to work for a portion or all of a holiday due to an extenuating circumstance, the employee’s work schedule should be adjusted in conjunction with the immediate supervisor to compensate for hours worked. Hourly paid staff and direct-service employees are encouraged to observe holidays; however, if direct service employees decide to work on holidays, base pay for that date will apply.
Turning Point Services pays the cost of coverage for a Group Life Insurance Trust Plan for all employees working at least thirty (30) hours per week. Salaried employees are insured at $25,000.00 and direct service employees are insured at $15,000.00.
Full-time and part-time salaried employees earn vacation leave based upon length of service. Vacation leave for salaried employees who are employed at less than full-time status will be prorated based upon the employee’s percentage of employment. Unused time may be carried forward into the next calendar year, up to a maximum of thirty (30) days or two-hundred-forty (240) hours. Accumulated vacation leave will be paid upon employee resignation.
|Length of Service||Monthly Earning Rate|
|0-2 years||6.75 hours|
|2 years, 1 month – 5 years||8.00 hours|
|5 years, 1 month – 10 years||10.00 hours|
|10 years, 1 month – 20 years||12.00 hours|
Sick leave is earned by full-time and part-time salaried employees. Full-time salaried employees will earn eight (8) hours sick leave per month. Sick leave for salaried employees who are employed at less than full-time status will be prorated based upon the employee’s percentage of employment and rounded to the nearest fifteen (15) minute interval. Unused time may be carried forward to the next calendar year. Accumulated time will be “lost” upon termination.
In addition to the above, the agency also offers the following employee participation coverage from Colonial Insurance – Accident, Cancer, Disability. Dental Insurance is also available as an employee benefit. A ”Cost of Benefits” schedules is available for review in each local office.
VEHICLE/LIABILITY/PROFESSIONAL/WORKERS’ COMPENSATION INSURANCE
Turning Point Services purchases vehicle, general liability, professional liability, and worker’s compensation insurances to cover all duties associated with employment. Employees providing consumer transportation shall furnish the agency with proof of vehicle insurance coverage (which requires a valid driver’s license) and shall maintain a safe driving record
Salaries are based on the duties and responsibilities of the position. Hourly pay rates are based on Medicaid and contract payments. Hourly wage rates will range from an entry or base wage to a maximum rate. New employees (new to Turning Point and/or to direct service) start at the base rate. After one year, if performance measurements are positive, the employee will be considered for a raise or bonus. Based on reports and evaluations, annual raises can range from .10 to one dollar per hour. Extraordinary achievements can speed the process or increase an employee above the maximum range. Usually, employees making the maximum wage will receive an annual bonus at evaluation time (if evaluation meets criteria) and not an hourly wage increase. Seasoned employees from other agencies with positive references may receive matching pay rates with documentation of previous pay. The Executive Director will set wage rates and bonus amount at his discretion. Financial factors outside employee performance may influence decisions to approve raises and/or bonuses.
Salaried and hourly professional and/or administrative salaries are negotiated* based upon education, experience, and prevailing wage for similar positions in the area in which the employee works by the Executive Director and the prospective employee. This salary will be reviewed at least annually by administrative staff with increases considered on the basis of available funds and job performance. A salary increase is not automatically assured at each review.
*General salary ranges have been established for each professional position with Annual Salary Range and Available Benefits Package fact sheets available in each local office.
All employees will receive an annual employee performance evaluation. The evaluation will link pay with value and accomplishment. Value and accomplishment are measured by the following characteristics: length of service at Turning Point, attendance or utilization rates, outcome achievement by consumers, quality of documentation, evident positive relationships, and completion of mandated training. If these performance characteristics are positive, the employee will be considered for a raise or bonus. Extraordinary achievements can speed the process or increase an employee above the maximum wage. Consumers and families will participate in the annual performance evaluation of employees. The employee will have opportunity to view the evaluation completed by their immediate supervisor, any supervisory staff comments and consumer/ family input and then to provide their own input to the evaluation. Annual performance evaluations will become part of the employee personnel file.
All references issued by Turning point Services for current and/or former employees will be provided by the Human Resources Director or designee. References will be limited to date of hire, date of termination (if applicable), and duties of the position held.
UNEXCUSED ABSENCES, LEAVE OF ABSENCE WITHOUT PAY, MEDICAL LEAVE, EDUCATION LEAVE, PERSONAL LEAVE OF ABSENCE FOR SALARIED EMPLOYEES
To be negotiated with Executive Director on a case-by-case basis. Following any medical leave, the employee must present a return to work release from the treating health professional.
MILITARY SERVICE AND JURY DUTY FOR SALARIED EMPLOYEES
Turning Point Services, Inc. will adhere to state personnel policies applicable to military service and jury duty.
FAMILY AND MEDICAL LEAVE ACT OF 1993 FOR SALARIED EMPLOYEES
The federal Family and Medical Leave Act (FMLA) allows an employee to request an unpaid leave for medical or certain family reasons of up to twelve (12) weeks in duration. The leave may be granted to eligible employees without jeopardizing the employee’s employment status.
To be eligible, employees must have worked for Turning Point Services at least twelve (12) months (does not have to be consecutive) and for 1250 hours during the previous twelve (12) months. If the employee does not meet both requirements, the employee is not protected by FMLA.
An advance notice of thirty (30) days is required for Turning Point Services, Inc. employees intending to take FMLA leave. Notice shall be given by completing the Turning Point Services FMLA form (see forms section) and submitting the completed form to the Clinical Services Director. However, if leave is “unforeseeable”, such as premature birth, sudden illness or injury, or the availability of a child for adoption or foster care, the employee shall verbally notify the Clinical Services Director within two (2) business days of the date when the employee learns the need for leave.
Turning Point Services requires that employees certify the need for FMLA due to a serious health condition with the employee or family member by filling out the FMLA form. Also, those employees requesting leave for purposes that are irregular (such as child birth or placement of a child for adoption or foster care) must submit verification of the need, such as a letter from a social worker or adoption agency.
When a serious health condition is the reason for leave, Turning Point Services requires a written certification of the condition or need. Certification of the employee’s fitness for duty will be required when the employee returns to work following FMLA medical leave. Certification from a health care provider must be received within fifteen (15) days of the leave request. When leave is unforeseeable, the certification must be provided as soon as reasonably possible. If the certification is not obtained within fifteen (15) days of the request, the leave may be denied or delayed. Turning Point Services may require re-certification for every thirty (30) days of leave under the following circumstances only:
- Turning Point Services, Inc. has received information that casts doubt on the validity of the certification or need for leave.
- The employee requests more leave or an extension.
- Turning Point Services, Inc. has received information that indicates the original circumstance (need for leave) has changed significantly.
A health care provider is defined by the FMLA to include only licensed doctors of medicine or osteopathy, podiatrists, dentists, clinical psychologists, optometrists, nurse practitioner, and nurse midwives. Chiropractors are included, but limited to “manual spinal manipulation to correct subluxation shown by x-ray”. Christian Scientist practitioners are included if listed with the First Church of Christ Scientist in Boston, Massachusetts and are limited to the initial certification of the condition.
Turning Point Services, Inc. may require, at its own expense, a second or third opinion by a health care provider. Employee must submit to the examination and evaluation as directed by the agency director, but do not have to submit to treatment by the health care provider. Refusal to submit to a second or third opinion may result in denial or delay of FMLA leave.
INTERNET AND EMAIL USE
The Internet is a powerful business tool that can provide a great deal of useful information. Unfortunately, it can also be a distraction from productive work time when browsing non-business related sites. In an effort to clarify the agency position on the use of the Internet, the following are guidelines for all employees:
- Exploring the Internet should be done before or after work hours or during the lunch break. Using appropriate sites for business purposes is unrestricted as long as it is reasonable.
- Although we have very good virus prevention programs installed, downloading from the Internet should be done with caution. Space is also a potential problem; therefore, downloaded material should be kept to that information which may have a beneficial impact on service delivery or organizational goals.
- The display or transmission of sexually-explicit images, messages or cartoons, or any transmission that contains ethnic slurs, racial epithets, or anything that may be construed as harassment or disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, religious or political beliefs is not permitted before, during, or after business hours.
- Use common sense with open Web sites, especially with visitors in the area.
Turning Point Services has the right and capability to monitor Internet browsing by each user on our system. However, our goal is that employees will make this practice unnecessary. We have the privilege of Internet access and it is important that we utilize this valuable asset for our mutual benefit.
Electronic mail is to be used for business purposes. While personal electronic mail is permitted, it is to be kept to a minimum. Personal electronic mail should be sent or received as seldom, and be as brief, as possible. No one may solicit, promote or advertise any organization, product or service through the use of electronic mail or anywhere else on agency premises during work hours.
Employees are not permitted to send electronic mail that contains ethnic slurs, racial epithets, or anything that may be construed as harassment or disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, religious or political beliefs. We reserve the right to determine when an employee is sending excessive or improper electronic mail.
Passwords issued for agency-managed networks, Internet, and telecommunications use are the foundation for maintaining the confidentiality of our communication system. Passwords, system telephone numbers, and similar information may not be disseminated to the public and must be retained as confidential information by the user. For privacy reasons, employees may not attempt to gain access to another employee’s personal file of email messages without express permission.
Electronic mail is a Turning Point Services asset and is subject to review or monitoring at any time without notice. This policy may be revised from time to time as we gain more experience with the Internet, networking, and email.
Salaried employees must have prior written approval to perform secondary employment. This is applicable whether the secondary employment is internal (e.g., general periodic services) or external (for example, with another company, agency, or business). Prospective employees are expected to divulge during the interview process all other employment that will continue after hire. In addition, these employees must complete a Request and Approval for Secondary Employment form in conjunction with completion of the sign-up packet. Secondary employment must not interfere with regular work hours or regular work duties.
Procedure: Any employee desiring to engage in secondary employment must complete a Request and Approval for Secondary Employment form. The form is submitted to the Clinical Services Assistant for review and recommendation. The Clinical Services Assistant will forward the form to the Clinical Services Director and/or Executive Director for review and approval. Following disposition by the Executive Director or designee, copies of the form will be distributed to the employee, Clinical Services Assistant and personnel file. Employees should allow for a two (2) week turn-around for review and approval.
During the interview process, supervisory and management staff who interview and hire salaried employees should inquire about other current employment and plans for continuation of such employment. A Request and Approval for Secondary Employment form should be completed along with the sign-up packet if the newly hired employee desires to continue secondary employment. The form will be processed as identified above for current salaried employees.
* Internal Secondary Employment Procedure
Current salaried employees must discuss their desire to engage in internal secondary employment with their immediate supervisor. A Request and Approval for Secondary Employment form* should be completed and forwarded to the Clinical Services Assistant for recommendations. The Clinical Services Assistant will forward the form to the Clinical Services Director and/or Executive Director for approval. Copies of the form will be distributed to the employee, Clinical Services Assistant, and personnel file following review and disposition by the Executive Director or designee. Information to be provided by the employee includes consumer name, reason for request, type and frequency of service, and duration (i.e., temporary, permanent, or one-time only).
Following approval, the responsible QP will complete an Employee/Consumer Status Change form, review the salaried employee’s privileging file to determine if the employee is appropriately privileged to provide the general periodic service, and if not, complete the necessary form and process the file using standard QAI review process. The supervisor and/or Clinical Services Assistant should review the privileging file to ensure privileging was properly updated.
*In the event coverage for a consumer is needed immediately and a salaried employee is available to provide the service, the employee and supervisor may contact the Clinical Services Assistant with verbal description of the situation. The Clinical Services Assistant will contact the Clinical Services Director and/or Executive Director for verbal authorization to proceed, with the form to follow within three (3) days.
* External Secondary Employment Procedure
Any salaried employee desiring to engage in secondary employment outside of the agency, whether similar work or not, must discuss the desire to engage in external secondary employment with the immediate supervisor. A Request and Approval for Secondary Employment form should be completed and forwarded to the Clinical Services Assistant for recommendations. The Clinical Services Assistant will forward the form to the Clinical Services Director and/or Executive Director for review and disposition. Copies of the form will be distributed to the employee, Clinical Services Assistant, and personnel file following review and disposition by the Executive Director or designee. Information to be provided by the employee includes the name of company/agency/business, physical location of the company/agency/business, work schedule, and work duties.
EMPLOYMENT OF FAMILY MEMBERS OF CURRENT SALARIED EMPLOYEES
To assure appropriate supervision and to avoid conflicts of professional ethics, Turning Point Services, Inc. will be made aware of family relationships between current salaried Turning Point Services, Inc. employees and applicants who have an immediate family relationship.
For the purposes of this policy, immediate family is defined as spouse (husband, wife), parent (mother, father, biological, adoptive, step, loco parentis, in-law), child (daughter, son, biological, adoptive, foster, step, legal ward, loco parentis, in-law), brother/sister (biological, adoptive, step, half, in-law), grand/great grand parent (parent, child, step, in-law), dependents (living in the employee’s household).
Approval for employment of an immediate family member of current salaried Turning Point Services, Inc. employees must be received from the Human Resources Director, Clinical Services Director, or Executive Director prior to offer of employment. It is the responsibility of the current salaried staff member to notify the Human Resources Director of when an application is submitted by a family member.
At the point of consideration for hiring of the related applicant, a copy of the application and an attachment addressing each of the following items must be faxed to the Human Resources Director for review:
- Date of Request
- Potential Consumer
- Service(s) to be Provided
- Identity of the QP for the Potential Consumer
- In the event the potential consumer’s QP is the related salaried family member, a plan for clinical and administrative supervision of the applicant must be attached
- Signature of the Requesting Employee and Date
A written response will be faxed to the requesting employee by the Human Resources Director/Clinical Services Director/Executive Director informing the requesting employee of a decision within seven (7) working days of the date of the request. This written response will either:
- Request Additional Information
- Approve the Request
- Not Approve the Request
- Signature and Date
In the event the applicant is hired, a copy of this request and approval shall be maintained in the personnel file.
Direct service employees should submit a written letter of intent to resign at least two (2) weeks in advance of their intended date of resignation. Salaried employees are required to submit a letter of resignation at least thirty (30) days in advance of their intended date of resignation.
Direct service employees are classified as temporary, part-time employees. This is due to the annual continued need reviews and/or annual prioritization for CAP-MR/DD services, CBS Medicaid reviews, or other medical needs reviews that may suspend or deny a service at any time. In addition, continued employment of direct service employees is contingent upon the satisfaction of the consumer and/or responsible adult. In the event that consumer and/or responsible adult dissatisfaction appears to be the result of personality conflicts rather than performance of duties, every effort will be made to “match” the employee with another consumer.
GROUNDS FOR IMMEDIATE DISMISSAL
All employees are subject to immediate dismissal from the job for the following reasons:
- Abuse or neglect of consumer(s) – employees may be suspended with pay pending investigation of the alleged incident.
- Gross or blatant insubordination.
- Abuse of drugs, including alcohol.
- Failure to perform assigned duties.
- Grossly disrespectful behaviors toward supervisors, families, guardians, consumers, peers, subordinates.
- Possession of firearms or other dangerous weapons.
- Possession of dangerous or controlled substances.
- Failure to report to work as assigned.
- Dangerous or violent behavior.
- Blatant disregard for policies.
- Commission of a felonious crime.
- Loss or suspension of driver’s license when transportation is required for performance of duties.
- Breech of consumer confidentiality.
- Any other act deemed grossly inappropriate by the management of Turning Point Services, Inc.
No action involving demotion, suspension or dismissal is to be taken against any employee for disciplinary reasons until such disciplinary action has been recommended to and approved by the Executive Director, except when, in the judgment of the employee’s immediate supervisor and the Human Resources Director, immediate suspension is necessary to protect the safety of persons or property. In no case should an employee be dismissed without approval of the Executive Director.
EMPLOYEE GRIEVANCE PROCESS
In the continuing effort to provide and maintain the best possible conditions of work for all employees and to improve cooperative and harmonious relationships among all employees, the management of Turning Point Services, Inc. encourages the prompt, fair settlement of problems and differences through an orderly appeals procedure. Employees will be given opportunities to express their needs or grievances as delineated below:
Procedures: Every employee shall have the right to present his/her problem or grievance in accordance with these procedures free from interference, coercion, restraint, discrimination, penalty or reprisal. This includes any cause for dissatisfaction outside the employee’s control in any way connected with his/her job that he/she thinks or feels is wrong. Every employee may be allowed such time off from his/her regular duties as may be deemed by management to be necessary and reasonable for the processing of a grievance under these procedures. This process is initiated by the employee completing page one of the Employee Grievance Form, a copy of which is found in the forms section of the policy and procedure manual. The Employee Grievance form is submitted to his/her immediate supervisor.
(All policies are subject to change. For questions, please contact your local QDDP.)