2/07. Department of Human Resources 45 Willard Ave. providence rhode island , x8282 fax:

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1 EMPLOYEE HANDBOOK Department of Human Resources 45 Willard Ave. providence rhode island , x8282 fax: a care new england hospital A NATIONAL CENTER OF EXCELLENCE IN WOMEN S HEALTH Affiliated with brown medical school 2/07

2 Table of Contents WOMEN & INFANTS STANDARDS OF PERFORMANCE (STAR)... 2 I. ABOUT THIS HANDBOOK... 3 II. THE HOSPITAL S CODE OF EMPLOYEE RELATIONS... 3 Workplace Based on Mutual Respect Equitable Pay Structure Comprehensive Benefit Program Fair Application of Rules Reasonable Work Performance Standards Confidential Holding Open Communication with Employees Dispute Resolution Procedure Periodic Review of Hospital Policies III. EMPLOYMENT PRACTICES... 4 Equal Employment Opportunities Employment Applications Employment Physicals Licensure-Certification Probationary Period Union Local 1199 Orientation Work Hours Reporting Late or Absent Time & Attendance System Identification Badges Differentials Overtime Payday Paycheck IV. BENEFITS ELIGIBILITY... 8 Health Insurance Dental Insurance Alternative Health & Dental Options Continued Benefit Coverage Temporary Disability Insurance Worker s Compensation Group Long-Term Disability Insurance Group Life and Accidental Death and Dismemberment Insurance Pension Pension Vesting Saving Bonds Holidays Paid Time for Illness Leaves of Absence Tuition Assistance Program Employee Assistance Program Health Care Reimbursement Dependant Care Reimbursement Account V. DEPARTMENT OF HUMAN RESOURCES Dispute Resolution Procedure Performance Appraisals Merit Increases Promotion and Transfers Resignation Dismissal VI. HEALTH AND SAFETY Employee Health Services Rhode Island Blood Center Substance Abuse Smoking Safety Incident Reporting Fire Prevention Security Corporate Compliance and Code of Conduct Sexual Harassment/Discrimination VII. GENERAL INFORMATION Personal Appearance Confidentiality Employee Records Hospital Equipment Statements to the Press Tips and Gratuities Vending and Soliciting Philanthropy Organizational Development Off-Duty Employees Parking Shuttle Services Lost and Found Volunteer Program Notary Public Cafeteria Hours Gift Shop Health Sciences Information Banking Services Employee Relations Committee Employee Diversity Council Bulletin Boards Employee Intranet Perfect Attendance POLICY ON PROVIDING INFORMATION ABOUT FALSE CLAIMS ACT I. Corporate Policies and False Claims Act Information Procedures II. False Claims Act Information A Letter from Constance A. Howes, President and Chief Executive Officer What makes a hospital great? What sets one medical institution apart from others as a truly exceptional place for care? Outstanding facilities, cutting edge treatments, the latest medical technologies, and equipment these, of course, are all critical. But at Women & Infants, we believe that real greatness lies in something much more important the people who work here. It is our staff who make Women & Infants so special. As a new member of our staff, you join an outstanding team of professionals. And your work here whether you provide care directly to patients or not is a significant part of the overall effort that enables us to serve our patients and the community. Although what we do is very important, perhaps more vital is how we do it. As you will read later in this employee handbook, patient satisfaction is one of the highest priorities at Women & Infants. As such, we ask all employees to reach for the stars by adhering to our STAR Standards of Performance, focusing on Service, Teamwork, Attitude, and Responsibility. On behalf of all of us at Women & Infants, I want to welcome you to our family. I look forward to a long and proud working relationship. Sincerely, Constance A. Howes President and Chief Executive Officer 1

3 Women & Infants Standards of Performance Be a STAR What makes Women & Infants such a special place is our shared commitment to outstanding patient care. The following is an overview of the standards of performance that are at the heart of our goal of putting the patient at the center of all we do a copy of the complete standards will be provided to every employee. It is the combination of Service, Teamwork, Attitude and Responsibility that makes our hospital shine and makes our employees STARs. Service At Women & Infants, our goal is to provide high quality, compassionate service to our patients, their families, all visitors, and each other. Smile and introduce yourself to patients and their family members. Explain the hospital routine and what your role is in her care. Maintain patient confidentiality. Teamwork By helping, encouraging, and supporting each other, we can achieve our goal of exceeding the expectations of our patients, visitors, and each other. Treat each other professionally and courteously. Everyone s time is valuable. Show respect for other people s schedules by being on time for meetings and appointments. Always be on time for work and returning from breaks. Respect and be sensitive to others opinions and ideas appreciate individual differences. Attitude The positive attitude that you display is what Women & Infants is all about. Treat patients, visitors, and other staff with dignity and respect. Acknowledge another s presence immediately. Look up from your work, make eye contact, listen attentively, and ask how you can help. Be sensitive to the fact that patients and their families can sometimes feel stressed and frightened. Complaints happen everywhere don t get defensive. Emphasize what you can do, not what you cannot do. And remember that a simple I m sorry can sometimes diffuse a difficult situation. Responsibility Keep the patient at the center of all that you do. Whether you provide direct patient care or not, your actions affect the patients at Women & Infants. Patient and staff safety is our highest priority. Don t wait for an accident to happen take preventive measures, and report problems whenever possible. We are all responsible for every patient experience. If a patient leaves feeling that the experience was a positive one, then we have all done our jobs well. Be responsive. Follow through on what you promise and always keep your commitments to patients, visitors, and other staff. Above all else, be responsive and responsible to patients, their families, visitors, and co-workers. Always do the best that you can. I. ABOUT THIS HANDBOOK II. THE HOSPITAL S CODE OF EMPLOYEE RELATIONS Your employee handbook is designed to acquaint you with the policies, practices, and procedures at Women & Infants Hospital. The information will be useful to you throughout your employment at the hospital. As an employee, it is your responsibility to make yourself familiar with the contents of the hospital s policy manual which all employees can access through the hospital s intranet, CAREnet. This handbook explains hospital policies in depth. It is important that you review and understand the manual. If you have any questions, please consult your department head. To enhance patient care and maintain an effective hospital organization, hospital policies and general rules, regulations and protocols are subject to change without notice. This employee handbook is not an expressed or implied contract of employment, and it does not guarantee any fixed terms and conditions of employment. The hospital reserves the right to change, modify, or delete any provision of this employee handbook at its sole discretion with or without notice. Either the hospital or the employee may terminate the employment relationship at any time with or without notice or cause. Only the chief executive officer has the authority to enter into written agreements regarding length of employment or grounds for termination. The hospital aspires to treat employees with respect and fairly in all policies and practices; during your employment with Women & Infants, the hospital offers: A workplace based on mutual respect free of unlawful discrimination and harassment. An equitable pay structure assuring equitable pays for jobs of comparable responsibility. A comprehensive benefit program providing a wide variety of benefits to add to your security and that of your family and to broaden your opportunities for personal and professional development. Fair application of rules requiring supervisors to apply policies fairly for all employees. 2 3

4 III. EMPLOYMENT PRACTICES Reasonable work performance standards enabling employees in all job categories to understand job requirements and to be aided in maintaining them through periodic performance and competence appraisals. Confidential holding of all protected records of employees that will be released only at employee s request or as required by law. Open communication with employees attempting to keep you informed of hospital news, information, and activities, through letters, posted notices, hospital publications, CAREnet, and electronic mail. A dispute resolution procedure encouraging you to bring job-related problems to your immediate supervisor, with the assurance that if your supervisor cannot resolve the problem to your satisfaction, it will be reviewed at higher levels in accordance with established written procedures. Periodic review of hospital policies assuring that they remain consistent with changing conditions while effectively meeting the needs of the hospital and you, the employee. EQUAL EMPLOYMENT OPPORTUNITIES Women & Infants Hospital is committed to providing equal opportunity in employment. This means that all qualified applicants and employees will be treated in a non-discriminatory fashion in all employment practices irrespective of race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, or veteran status. EMPLOYMENT APPLICATIONS Anyone interested in employment at Women & Infants Hospital must first complete an application. Interviews are granted only to those applicants who most closely fit the needs for the available position. The final hiring decision is made by the appropriate department head and is subject to approval by the Department of Human Resources. EMPLOYMENT PHYSICALS A physical examination and authorization from the Employee Health Department are required of all prospective employees as a means of protecting our employees and patients. Persons are not allowed to begin employment at the hospital until they have satisfactorily been examined by the Employee Health Department. Annual physical examinations are strongly recommended during your employment at the hospital. For further information about Employee Health Services, please see the Health and Safety section of this handbook. LICENSURE-CERTIFICATION Certain positions at Women & Infants include licensure and/or certification requirements. Before employment can begin, new employees must submit a valid license or certificate to the Department of Human Resources. In order to be eligible for continued employment, employees are responsible for meeting licensure/certification renewal requirements. Immediately upon receiving a renewed license/certification, employees must submit a copy of renewal license/certification to their department head or designee. Failure to comply with this policy will lead to suspension or discharge. PROBATIONARY PERIOD All new employees are required to serve a probationary period of 60 days from their date of hire with the exception of registered nurses and technical unit employees. The probationary period for registered nurses and technical unit employees is 90 days. This is designed to give you and your supervisor a get-acquainted period in which to determine the potential for continuing your employment at the hospital. Completion of a probationary period does not guarantee continued employment. UNION - LOCAL 1199 The hospital has four collective bargaining units, registered nurses and licensed practical nurses; service and maintenance workers and nurses aides, technical workers, and some clerical workers. Employees working in these units are represented by the New England Health Care Employee s Union, District 1199 SEIU and subject to the terms of a collective bargaining agreement. ORIENTATION You will participate in two formal orientations during your first few weeks of employment. These are designed to acquaint you with Women & Infants, its policies and practices, as well as to inform you of the specifics of your department and your role. The New Employee Orientation program, 4 5

5 coordinated by the Department of Human Resources, will introduce you to Women & Infants Hospital and familiarize you with its policies. The second, more specific orientation is conducted in your department. Your supervisor will explain the requirements of your department and the duties involved and answer any job-related questions that you may have. It is mandatory that all new employees attend and successfully complete these orientation programs regardless of their classification or work shift. Your supervisors will allow you the time off to attend the hospital-sponsored orientation. All employees will receive compensation for the time they attend New Employee Orientation. WORK HOURS The normal work shift is eight and one-half (8 ½) hours, half an hour of which is an unpaid meal period (in some cases, work shifts differ for part time or flexible positions). Since hospitals provide care 24 hours a day, it is necessary that work schedules be arranged to provide round-the-clock care. This is our first concern, of course, but every effort will be made so that time off on weekends and holidays will be scheduled fairly and equitably. Your supervisor is responsible for assigning work schedules to meet the needs of your department. Any questions concerning this matter should be directed to your supervisor. REPORTING LATE OR ABSENT Attendance and punctuality are critical in maintaining the efficient and continuous operation of our hospital. A good attendance record is expected of every employee. We understand that illness or other legitimate reasons may sometimes cause you to be late or absent from work. In those cases, you should notify your supervisor as soon as possible, but no later than one hour before the start of your scheduled shift so that your department may be adequately covered. If you are unable to reach your supervisor, leave a message at the switchboard. When you call in, we ask that you explain the reason for your delay or absence, and also let us know when you expect to return to work. This is especially important if you are ill so that we may take proper measures to control the spread of infections. It is every employee s responsibility to help assure efficient operation of the hospital so that our patients can be properly cared for. Employees who are habitually late or whose absences become excessive, abused, or unauthorized become subject to disciplinary action up to and including discharge. TIME & ATTENDANCE SYSTEM Hospital employees are required to record the hours they work through the Time & Attendance System. When you begin employment you will be shown the procedure and location for using the badge reader, timesheet, or phone-in system. You will be responsible for recording the time you start and leave work, according to the Time & Attendance procedures. This is important since failure to do so may result in loss of pay. It is not necessary to record when you go to lunch or on a break. However, you must record whenever you leave the building on non-work related matters. You may not record/clock in more than nine minutes before your scheduled work shift or record/clock out more than nine minutes after your scheduled shift has ended, unless you first obtain approval from your department head. Those employees who arrive late or leave early will be subject to appropriate deductions in pay. Recording in or out for another employee, or asking another employee to do so, is falsifying time and is grounds for immediate discharge. IDENTIFICATION BADGES You will be issued an identification badge when you begin employment at the hospital. Your badge is issued by the Security Department at no charge. If you lose or destroy your identification badge, there will be a charge for a replacement badge. Your badge identifies you as an employee of Women & Infants Hospital. All employees must visibly display their identification badge during working hours. Falsification of badges is strictly prohibited. Badges are hospital property and must be returned to Security at the end of your employment. Because proper control of badges is critical, failure to return your badge on your last day of employment, or immediately thereafter, will result in your ineligibility for rehire at the hospital. 6 7

6 IV. BENEFITS ELIGIBILITY DIFFERENTIALS Most employees who work on an evening, night or weekend shift are paid a bonus, known as a differential. Your supervisor will provide you with information regarding differentials. OVERTIME Hourly (non-exempt) employees are paid one and one-half times their regular pay for authorized time worked in excess of forty hours in a work week or in excess of eight hours in one day, unless flexible scheduling arrangements have been established. No overtime will be granted unless your supervisor or department head approves the overtime worked in advance. Compensatory time off or comp time programs are unlawful and prohibited. PAYDAY Most employees are paid on a weekly basis, with the pay period covering the hours worked up to and including the Saturday before payday. Payday is Friday, however, for our employees convenience, paychecks are typically distributed on Thursday after 3pm. Those employees who work evenings or nights should consult with their supervisor for the time and place that they may pick up their checks. PAYCHECK As required by law, certain deductions are taken automatically from your pay. These deductions include Federal and State income taxes, Rhode Island Temporary Disability Insurance (TDI), Social Security (FICA), and Medicare. Employees may authorize additional deductions through the Department of Human Resources. These deductions include health insurance premiums, charitable contributions, bank-at-work deposits, and other approved programs explained under the employee benefits section of this handbook. As an employee of Women & Infants, you may be eligible for a wide range of benefits. Non-bargaining unit employees must be employed in a regular full-time or part-time position of 20 or more hours per week to qualify for most benefits. Nonbargaining unit employees who meet eligibility requirements, but who are hired on a temporary basis, may be considered for benefits after three months of employment. Eligible part-time employees will receive pro-rated benefits. Contact the Department of Human Resources for more information. Employees working in a bargaining unit position represented by District 1199 qualify for benefits pursuant to the respective collective bargaining agreement. RN/LPN, technical, service and maintenance and clerical unit employees who are authorized to work 16 hours per week are eligible for individual health/dental benefits. Bargaining unit employees who are authorized to work 32 hours per week are eligible for family health/dental benefits. HEALTH INSURANCE An important benefit that allows Women & Infants Hospital to attract and retain the best people is its comprehensive health coverage program. Full-time and eligible part-time employees enjoy high-quality health insurance at no or lowcost to the employee. If you are required to make a premium contribution, you will automatically be enrolled in the hospital s pre-tax premium conversion plan. That is, contributions to your health and dental coverage are made before your earnings are taxed. If you do not wish to have this arrangement, you must contact the Department of Human Resources within 30 days. Eligible employees who waive health insurance coverage may only join during the open enrollment period or during a qualifying event. More information may be obtained from your orientation package, or by contacting Human Resources. DENTAL INSURANCE Dental insurance is available to eligible employees at no or low-cost to the employee. More information is included in your orientation package and is available in Human Resources. ALTERNATIVE HEALTH & DENTAL OPTIONS All employees eligible for benefits can waive health and/or dental insurance coverage if they have other health and/or dental coverage and provide documentation of this coverage. If you are eligible for this program, you can get a monthly or per pay period payment in lieu of our health and/or dental insurance plan coverage. Please contact Human Resources for the current rate of reimbursement. 8 9

7 CONTINUED BENEFIT COVERAGE Employees and their qualified beneficiaries covered under the hospital s Group Health and Dental Plans may elect to continue their coverage under the plan if their coverage is impacted due to certain events. This allows you to maintain group health coverage at your own expense but at group rates. For further details, contact Human Resources. TEMPORARY DISABILITY INSURANCE Eligible employees working in the State of Rhode Island are entitled to Rhode Island Temporary Disability Insurance (TDI). TDI provides weekly cash benefits to employees who are unable to work because of a disability or illness that is not job related. A premium for this coverage is deducted from your paycheck. If you become ill and a doctor s examination shows that you cannot continue working, you may file for TDI benefits with the Rhode Island Department of Labor & Training as soon as possible. A claim form can be obtained on-line from the Department of Labor and Training. WORKERS COMPENSATION As an employee of Women & Infants, you are covered by the hospital s Worker s Compensation Insurance. Worker s compensation covers medical expenses related to an injury which occurs while working at the hospital. Payment is calculated in accordance with applicable state laws. If you sustain an injury on the job, however minor, report it to your supervisor immediately. Failure to do so may jeopardize your eligibility for this benefit. It is also essential that you fill out an incident report. An incident report form can be obtained from your department head or Employee Health. Light duty assignments may be available to allow you to return to work in certain circumstances. GROUP LONG-TERM DISABILITY INSURANCE Non-bargaining unit employees are eligible for this insurance coverage if they work a minimum of 20 hours per week. Coverage becomes effective the first of the month after eligibility. This insurance provides income protection for employees who become disabled as a result of injury or illness that is not job related. The provisions of the insurance plan are controlling and are available in Human Resources. GROUP LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE The hospital provides Group Life and Accidental Death and Dismemberment Insurance to employees working outside a bargaining unit who are scheduled to work a minimum of 20 hours per week. The amount of life insurance is based on schedule of benefits for the group life plan. The Accidental Death and Dismemberment maximum benefit is equal to the amount of life insurance coverage. A medical exam may be necessary depending on the level of coverage elected. The selection of the beneficiary is at the discretion of the employee. The plan documents are controlling and available for inspection in Human Resources. PENSION To help ensure financial security upon your retirement, Women & Infants Hospital funds pension benefits for eligible employees. For employees working outside a bargaining unit, the hospital pays the entire amount of this benefit, which provides monthly retirement income in addition to Social Security benefits. Employees eligible for this plan must work 1,000 hours or more per year and are eligible for participation once they reach age 21 and have completed one year of service. The hospital pays for a separate pension plan for employees working in positions subject to a collective bargaining agreement. The plan is a multi-employer fund that is funded by contributions paid by participating employees in New England. Questions about the pension fund can be directed to the Fund Administrator, (203) or Summary plan descriptions of the pensions are available in Human Resources. PENSION VESTING Employees working outside a bargaining unit who participate in the pension plan are fully (100% vested) after five years of continuous service. Consult Human Resources for specific details of the Women & Infants Plan Benefits. SAVINGS BONDS You can arrange to purchase U.S. Savings Bonds through payroll Savings Plan. Participating employees have found their paycheck allocations quickly adding up to financial security. Bond earnings are exempt from State and local 10 11

8 income taxes. Any Federal income tax may be deferred to the time of redemption, often to retirement age when income taxes are lower. If lost or stolen, bonds can easily be replaced. Information may be obtained in the Department of Human Resources. HOLIDAYS Below are holiday observances. Should you wish to take a religious holiday not observed by the hospital, you may substitute a holiday for one observed by the hospital with prior permission from your department head. New Years Day January 1 Martin Luther King Jr. s Birthday 3rd Monday in January President s Day Memorial Day Independence Day July 4 Victory Day Labor Day Columbus Day 3rd Monday in February Last Monday in May 2nd Monday in August 1st Monday in September 2nd Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 PAID TIME FOR ILLNESS Sick time should be used only for legitimate illness of employee or a member of an employee s immediate family or household. We ask our employees to use good judgment in taking sick time. Employees may use up to three of their accrued sick days per year for personal business, if scheduled in advance with their supervisor. Requests for personal days should be scheduled at least seven days in advance. In addition to the requirements addressed in Section III (Reporting Late or Absent), any absences due to illness in excess of three consecutive days will require clearance from the hospital s Employee Health Department before the employee can return to work. The hospital may require verification of illness as a condition for receiving sick leave benefits. LEAVES OF ABSENCE The hospital offers both paid and unpaid leaves of absence. For full details, see Leave of Absence policy, HR 17 in the hospital policy manual or on CAREnet. When requesting a leave of absence, employees when possible must give four weeks notice in writing to their department head. Failure to comply with proper leave of absence procedures may result in disciplinary action up to and including discharge and denial of leave. Employees working in positions subject to a collective bargaining agreement are subject to the provisions of the collective bargaining agreement. Types of leaves available include: bereavement, jury duty, military, parental, family medical (FMLA) and medical leave. TUITION ASSISTANCE PROGRAM The hospital encourages all employees to participate in continuing education for personal development and improved job performance. The hospital s Tuition Assistance Program provides financial assistance to eligible employees. To be eligible for tuition assistance, you must complete probation, work at least 20 hours a week, and receive a grade of a C or better in a course related to a job at the hospital. Please consult the hospital policy manual for further details concerning eligibility and procedures to be followed for tuition assistance. EMPLOYEE ASSISTANCE PROGRAM The hospital provides a confidential program for employees or their family members who may be experiencing problems that may have overwhelmed them. The Resource International Employee Assistance Services (RIEAS) uses hundreds of skilled, helping professionals and treatment programs throughout Rhode Island and Massachusetts. It will not cost employees or family members anything for the services of the RIEAS, and most medical plans cover the cost of any treatments. You may contact RIEAS directly at Further details are available through the Department of Human Resources or by logging onto CAREnet. Brochures are also available in the Level 0 employee kiosk. HEALTH CARE REIMBURSEMENT The hospital has established a Health Care Reimbursement Account that allows employees to save money, using pre-tax dollars, to pay for certain medical expenses not covered by their health insurance plans. This is an excellent dollar maximizing strategy for employees who incur substantial out-of-pocket costs for medical expenses. You must enroll 30 days from your employment date or during the open enrollment period. Contact the Department of Human Resources for more details

9 V. DEPARTMENT OF HUMAN RESOURCES DEPENDANT CARE REIMBURSEMENT ACCOUNT You can save money by using pre-tax dollars to pay for eligible childcare or dependant care expenses. While some employees may receive a greater savings through the Federal income tax credit, this plan can provide a greater benefit based on your particular financial situation. You may enroll in this program within 30 days of your first day of employment or during the open enrollment period. Information may be obtained from the Department of Human Resources. The following contains a summary of Human Resources policies at Women & Infants Hospital. We suggest you consult with your supervisor, the hospital s policy manual, or your bargaining unit contract for further information. DISPUTE RESOLUTION PROCEDURE In an attempt to foster open communications and to eliminate problems which cannot be resolved informally, the hospital has established a dispute resolution procedure for employees working in positions outside of a bargaining unit. After satisfactorily completing probation, if you have an employment related problem or concern and you wish to use the dispute resolution, the following steps should be taken: 1. Discuss the problem with your supervisor. If you are dissatisfied with the answer you are given, you may proceed to the next step. 2. Submit your concern in writing to your department head. He/she will review your issue and provide you with a possible solution within five working days. If you are dissatisfied with the answer given at this step, you may proceed to the next step. 3. If the problem has not been answered to your satisfaction, you may present the complaint to the divisional Associate Vice President for review. He/she will consult with the appropriate sources regarding policy and practices and respond to the employee within five working days. 4. If the employee finds the divisional Associate Vice President s response unsatisfactory, the employee s final level of discussion shall be with the Associate Vice President of Human Resources or designee. If for some reason you are unable to discuss your particular situation with your immediate superior or department head, we encourage you to bring the issue to the attention of the Vice President or Associate Vice President of Human Resources. PERFORMANCE APPRAISALS Upon completion of your probationary period, first year of employment, and each year thereafter, your job performance and competence will be formally evaluated by your supervisor. This performance appraisal is a tool that measures your professional strengths and weaknesses and, if necessary, outlines methods for improvement. Your supervisor will discuss your performance with you and complete a written appraisal form. This appraisal becomes a part of your permanent personnel record. You are encouraged to comment on the appraisal, including whether you agree or disagree with the content of the evaluation. MERIT INCREASES Wage increases for employees outside a bargaining unit agreement are based on the merit of their job performance. Employees are considered for merit increases on the anniversary of their date of hire and/or promotion. Employees in a position subject to a collective bargaining agreement should consult their respective contracts for information regarding wages. PROMOTIONS AND TRANSFERS To provide our employees with the opportunity for advancement and job mobility, it is the hospital s policy to fill new or vacant positions by promoting or transferring qualified employees whenever possible. Positions outside of a bargaining unit are posted for five days. Positions within the bargaining unit are posted for 10 days; inclusive of Saturdays, Sundays, and holidays. Employees interested in applying for a position should obtain an Employee Interest Form outside the cafeteria on Level 0, from their supervisor, or on CAREnet. RESIGNATION We hope that your employment at Women & Infants Hospital is long and satisfying. However, if you wish to leave the employ of the hospital, we require two weeks notice. Management positions require four weeks notice. Resignations should be submitted in writing to your department head indicating your anticipated termination date

10 VI. HEALTH AND SAFETY DISMISSAL Violations of hospital policy can be cause for immediate discharge. Such violations include, but are not limited to: theft, dishonesty; falsification of any records; insubordination; unauthorized absences; tampering with a badge reader, your or another employee s time record, timesheet, or identification badge; misuse of hospital equipment, computers, or systems; fighting or any form of violence, harassment or threats; use or possession of illegal drugs, weapons, or alcohol; and breach of confidentiality or breach of the Code of Conduct. EMPLOYEE HEALTH SERVICES Women & Infants Hospital is just as concerned about your health as it is with the health and well being of our patients. Our Employee Health Department is fully equipped to take care of you if you become ill or injured at work. A clinical staff member is on duty during regular office hours (8:00am 4:30pm), and a physician is on call. If you become ill or injured at work, we ask that you obtain a blue permission pass card from your supervisor and report to Employee Health, or for more serious medical conditions, please contact Employee Health and report to the Emergency Room, where the clinical staff member will meet you. Do not leave your department without authorization from your supervisor. Following an absence of three consecutive days due to illness, employees should report to Employee Health for clearance before returning to work. If you are under your own doctor s care, a letter indicating your health status is required. Although Employee Health is designed to help you maintain good health and fitness on the job, it should not be considered a substitute for your family physician and a program of continuing care. RHODE ISLAND BLOOD CENTER Blood drives are an integral part of the Rhode Island Blood Center s effort to make it convenient for organizations to help provide our community with an adequate supply of blood. The Rhode Island Blood Center is responsible for statewide coordination of blood supply to all hospitals. Periodic blood drives are conducted at Women & Infants. For further information, contact Employee Health. SUBSTANCE ABUSE The hospital has a vital interest in maintaining a safe, healthful and efficient working environment for its employees. Being under the influence of a drug or alcohol on the job may pose safety and health risks, not only to the user but to all those who work with the person and the patients we serve. Therefore, the possession, use or sale of illegal drugs or alcohol on hospital property is prohibited, and those found to possess, use or be under the influence of these substances will be subject to disciplinary action up to and including discharge. The hospital recognizes alcohol and drug dependency as treatable conditions and encourages those employees who wish assistance in overcoming alcohol and drug abuse problems to seek such help through the Employee Assistance Programs. SMOKING While in the hospital, employees, physicians and volunteers are not permitted to carry smoking materials where they are visible to patients and the public. Smoking is not permitted anywhere within the hospital or within any of our offsite facilities. There are designated areas located outside of the hospital. SAFETY Each individual plays an important role in keeping our hospital safe for all patients, visitors, and employees. You will soon learn the best and safest way to do your job, as well as to protect yourself and others from accidents. Should you ever have a safety concern, please contact Risk Management. Safety within the hospital is everyone s concern. INCIDENT REPORTING Incident Reports are the hospital s way of learning about and correcting safety hazards and other types of problems. If you observe an unsafe practice, discover a safety hazard, or have an accident, you should fill out the appropriate incident report. Please refer to the Incident Reporting policy, ADM 9 in the policy manual or on CAREnet

11 FIRE PREVENTION For your safety and that of our patients and other employees, you should be conscious of fire prevention at all times and learn what to do should a fire occur. Periodically, in-service training programs are held to familiarize all hospital personnel with how to report a fire, the proper use of fire extinguishers, and techniques for the safe evacuation of patients. To reinforce these skills, periodic fire drills are conducted throughout the hospital on each shift. In the event you are in the immediate area of a fire or explosion, remember RACE: Rescue Rescue all persons in immediate danger. Alarm Pull the nearest fire alarm box. Contain Contain the fire area by closing all doors and windows. If inside the hospital, dial 2222 for fire or other emergencies. If located at an off-site facility, dial 911. Extinguish Fight the fire with available extinguishers, only if this can be done without risking personal harm or spreading of the fire. By keeping in mind these responses, you will be better prepared to respond effectively in a fire or in other disaster situations. SECURITY Security measures are in effect at Women & Infants Hospital 24 hours a day. They are designed to protect patients, visitors, employees and hospital facilities and equipment. Our security officers are here to help protect all of our property and us. We urge you to cooperate with them at all times. As part of their jobs, officers are instructed to inspect parcels being carried out of the building. Parcels and lockers are subject to inspection at any time. If your work requires you to take something out of the building, you can avoid delay and embarrassment by checking with your supervisor before you leave the building and by obtaining the necessary property pass. For your safety, the Security Department will escort employees to their cars. This service is available by stopping at the security office when you are ready to leave the building. VII. GENERAL INFORMATION CORPORATE COMPLIANCE AND CODE OF CONDUCT Women & Infants Hospital is committed to operating at the highest ethical and legal standards. In order to maintain these standards, employees must perform their duties with integrity and honesty whenever they act on behalf of the hospital, whether in dealings with other employees, patients, vendors, government regulations or the general public. The hospital maintains a comprehensive compliance program and code of conduct that you must become familiar with and adhere to when performing your duties. SEXUAL HARASSMENT/DISCRIMINATION Sexual harassment is a form of sex discrimination that is illegal under Rhode Island and federal law. It is illegal for any employee to sexually harass another employee. An employee who believes that he or she has been the victim of illegal discrimination or sexual harassment should and is encouraged to report the matter to his or her immediate supervisor or to Human Resources. For full details, consult the Sexual Harassment policy HR 39 in the hospital policy manual or on CAREnet. Using our complaint and investigatory procedure does not prohibit an employee from contacting governmental agency. An employee may also contact the State or federal agencies with enforcing anti-discrimination laws. State Agency: Rhode Island Commission for Human Rights 180 Westminster Street, Providence, RI, Federal Agency: Equal Employment Opportunity Commission John F. Kennedy Federal Building, Room 475 Boston, MA PERSONAL APPEARANCE All personnel are required to maintain an appropriate appearance on the job and to use discretion in choosing their work apparel. Each department head establishes and enforces standards for uniform, dress, personal grooming, and hygiene. It is the responsibility of the employee to meet these standards

12 CONFIDENTIALITY As a hospital employee, you may know or have access to information concerning a patient, employee, or hospital records. All information concerning patients, employees, or hospital records is strictly confidential. It is important that you respect confidentiality and do not discuss information with other patients, visitors, fellow employees, family, or friends. Inquiries about the condition of patients should be directed to the Reception Desk. Any violation of confidentiality will be grounds for disciplinary action up to and including termination. EMPLOYEE RECORDS The Department of Human Resources does not give out confidential employee information without prior approval from the employee or as necessitated by legal proceedings. However, the Department of Human Resources will verify your employment by (1) telephone, providing the caller supplies us with your social security number; and (2) by mail, with your authorized signature attached. HOSPITAL EQUIPMENT Telephones, fax machines, mail facilities, computers, photocopy machines and other equipment are essential to the conduct of Women & Infants business. Although personal use of this equipment, as any Women & Infants asset, is discouraged, Women & Infants recognizes that there may be occasions when employees use these facilities for their own purposes. All employees should be aware that our equipment and systems have auditing and tracking capabilities. Periodically, Women & Infants conducts audits to determine if there has been any abuse of our equipment or systems. Misuse is grounds for discipline up to and including discharge. STATEMENTS TO THE PRESS The hospital s Department of Marketing Communications is authorized and prepared to handle all inquiries made from any media. Employees are not authorized to issue statements on behalf of the hospital, its policies, employees, or its patients. All media inquiries should be immediately directed to Marketing Communication (or to the switchboard on evening/night shifts). TIPS AND GRATUITIES It is a policy of the hospital that no employee be allowed to accept tips or gratuities from patients or their families. It is the aim of the hospital to provide the best possible care to each patient at all times. VENDING AND SOLICITING The hospital does not allow any soliciting of its employees by persons not connected with the hospital, and does not allow its employees to conduct raffles, pools, collections, or the sale of tickets or merchandise without prior administrative approval from the Department of Philanthropy. The distribution of any and all literature is prohibited during working time or non-working time in all working areas. Working time includes the working time of both an employee performing solicitation and that of an employee who is being solicited. PHILANTHROPY Like many not-for-profit organizations, Women & Infants Hospital relies on the generosity of many donors to support its mission of improving the health status of women and infants in our region, regardless of the ability to pay. We are proud to say that Women & Infants employees have continued to demonstrate their generosity and commitment to our mission by making contributions which have supported comprehensive health services, community outreach and education, and the purchase of medical equipment. Employees wishing to make a gift may do so through our Annual Fund, a campaign administered by the Department of Philanthropy, which allows for personal contributions to be made in one lump sum payment, through pledge installments, or through payroll deduction. Many employees have found it rewarding to designate a gift In Honor of or In Memory of a friend or relative. Each gift made through the Annual Fund may also be directed to a specific program or purpose as desired by the employee or may remain undesignated to support various capital and operational projects, which are in need of funding. Every dollar raised through employee contributions helps us to expand upon and improve the health services we provide, reinforcing our reputation as an institution of excellence

13 ORGANIZATIONAL DEVELOPMENT The mission of Organizational Development is to develop competent, customer-focused team members who enhance our competitive edge. The staff are available as a resource for a wide range of organizational and departmental needs. They are committed to providing all employees with targeted programs that will meet unique needs. Organization Development staff can be reached in the Career Development Center. OFF-DUTY EMPLOYEES Employees who have completed their scheduled workday are requested to leave the premises as soon as possible. If you cannot leave the hospital promptly after each shift, we ask that you wait in the Main Lobby. PARKING There are several parking lots with control gates near the hospital, as well as satellite parking lots with dedicated shuttle service from 6:00 am 7:00 pm. The Security Department issues stickers to designate the appropriate parking lot for you. We cannot guarantee the security of vehicles parked in the lots. Since parking is at your own risk, we ask that you lock your car, and safeguard items of value by locking them in the trunk. SHUTTLE SERVICES For your convenience, we encourage you to keep your car in the parking lot where it is parked, and leave the driving to us by making use of our hospital Campus Shuttle Service. The hospital Campus Shuttle runs every 15 minutes from 9:00am 3:00pm, for other times please call the Security Office. As noted above, the satellite parking lot shuttle service runs from 6:00am 7:00pm. LOST AND FOUND Lost articles should be reported to Security. Found items should be delivered to Security. VOLUNTEER PROGRAM Community volunteers play many important roles at Women & Infants Hospital. Our in-service volunteers come to the hospital on a regular basis and work with the staff, patients, patients families, and visitors in support of the hospital s mission. They go through a process similar to that of a new employee and, therefore, are well prepared to work in this setting. You may work with a volunteer in your unit or encounter them in areas your department may support. They are key members of our hospital family. All volunteers are interviewed, processed, and supported through the Volunteer Services Department. Our volunteer base represents a spectrum of ages, cultures, religions, and economic backgrounds, but all volunteers must be at least 14 years old. More detailed program information can be found at NOTARY PUBLIC The service of a Notary Public may be obtained through Human Resources. CAFETERIA HOURS For your convenience, the hospital cafeteria (with a courtyard for outdoor seating) is located in the lower level and is open during the following hours: Breakfast Lunch (M-F) (weekend & holidays) Break Dinner 3rd Shift Break 6:30am 10:15am 11:00am 1:45pm 11:15am 1:15pm 1:15pm 4:30pm 4:30pm 7:30pm 2:30am - 5:30am The vending machines located on the main level, near the Main Lobby are available 24 hours a day. GIFT SHOP The hospital Gift Shop, located through the Main Lobby on the opposite side of the main elevators, stocks a wide array of gift and personal items for the shopping convenience of patients, visitors, and employees. In addition, the Gift Shop sells Rhode Island state lottery tickets and movie tickets, for your convenience. The Gift Shop is open daily from 9:00am to 8:00pm. HEALTH SCIENCE INFORMATION The Health Sciences Information Center has merged with Peters Health Sciences Library of Rhode Island Hospital, located on the first floor of Aldrich House. Its large collection of books, journals, and audiotapes are available to all 22 23

14 hospital employees and staff. The Library is open Monday through Friday, 9:00am to 9:00pm; Saturday, 9:00am to 4:00pm; and Sunday (varying according to season) 11:00am to 5:00pm. BANKING SERVICES The hospital provides on-site banking with a 24-hour ATM machine, managed by Coastway Credit Union, located in the lower level across from the cafeteria. Business hours are posted at the banking office. Telephone number is EMPLOYEE RELATIONS COMMITTEE The hospital has an Employee Relations Committee that coordinates and sponsors a number of events for our employees. Such events include day trips, discounts to local events, hospital celebrations, and much more. Activities are a good way to meet people and have fun. Watch for flyers and bulletin board announcements for upcoming events. If you have any ideas for other recreation activities or would like to become a part of the planning of such activities, be sure to contact Human Resources. EMPLOYEE INTRANET CAREnet is an Intranet, which provides employees with network access, an online option to doing business. CAREnet was developed to help enhance communication and improve business processes. The site provides a telephone directory, cafeteria menus, downloadable forms, policies and procedures, newsletters, training classes, Human Resources information, classified ads on CNE-bay and much more. It s easy to get there just type carenet into the address window of Internet Explorer and click go. By visiting CAREnet routinely, you ll be sure not to miss out on any happenings within our organizations. PERFECT ATTENDANCE Full-time employees will receive a $100 savings bond after six months of perfect attendance (no use of sick time) within specified periods. Eligible part-time employees will receive a $100 savings bond after one year of perfect attendance (no use of sick time excluding personal business), within specified periods. EMPLOYEE DIVERSITY COUNCIL Our award-winning Employee Diversity Council provides a forum for managers and employees to address issues relating to diversity in our workforce, to promote understanding, respect and acceptance among all employees and to celebrate diversity. Anyone interested in joining the Council or its subcommittees or participating in our special events, may obtain more information outside the cafeteria on Level 0 or contact Human Resources. BULLETIN BOARDS Bulletin boards are a means of communicating with our employees. Such information includes job openings, employee relations activities, educational opportunities, and other important messages. Check the bulletin boards found throughout the hospital to find out about opportunities available to you. Permission to place items on the bulletin boards must be obtained through Human Resources

15 POLICY ON PROVIDING INFORMATION ABOUT FALSE CLAIMS ACT As required by 42 U.S.C. 1396a(a)(68), it is the policy of this organization to provide the following detailed information to all employees, contractors and agents about federal and state False Claims Acts and this organization s policies and procedures to detect and prevent fraud, waste and abuse. This information shall be included in any employee handbook and distributed to all contractors and agents. I. CORPORATE POLICIES AND PROCEDURES It is the policy of this organization to bill governmental and other payors correctly for services provided to patients. In addition to providing appropriate training and support to personnel whose work results in bills for services, Care New England maintains a Department of Internal Audit and Compliance Services. One of the main purposes of the Department is to assure correct billing, and to prevent or detect billing errors, including those resulting from fraud, waste or abuse. Among the objectives of the Department are the maintenance of written standards of conduct, the appointment of a Compliance Officer who reports directly to an independent Audit Committee, the maintenance of ongoing training and education programs, the development of effective lines of communication, the enforcement of standards pursuant to established disciplinary guidelines, actual auditing and monitoring, and responses to and correction of billing or other issues. Employees with knowledge or information of improper billing or other activities are expected to report such information. Reports may be made to. Your supervisor; Your Human Resources Department; The Care New England Compliance Officer, at (401) ; or The Care New England Toll Free Integrity Line (Hotline), at II. FALSE CLAIMS ACT INFORMATION A. Federal False Claims Act The federal False Claims Act, among other things, applies to the submission of claims by health care providers for payment by Medicare, Medicaid and other federal and state health care programs. The False Claims Act is the federal government s primary civil remedy for improper or fraudulent claims. It applies to all federal programs, from military procurement contracts to welfare benefits to health care benefits. B. Prohibitions of the Federal False Claims Act The False Claims Act prohibits, among other things: (a) knowingly presenting or causing to be presented to the federal government a false or fraudulent claim for payment or approval; (b) knowingly making or using, or causing to be made or used, a false record or statement in order to have a false or fraudulent claim paid or approved by the government; (c) conspiring to defraud the government by getting a false or fraudulent claim allowed or paid; and (d) knowingly making or using, or causing to be made or used, a false record or statement to conceal, avoid, or decrease an obligation to pay or transmit money or property to the government. Knowingly means that a person, with respect to information: (1) has actual knowledge of the information; (2) acts in deliberate ignorance of the truth or falsity of the information; or (3) acts in reckless disregard of the truth or falsity of the information, and no proof of specific intent to defraud is required. C. Enforcement The United States Attorney General may bring civil actions for violations of the False Claims Act. As with most other civil actions, the government must establish its case by presenting a preponderance of the evidence rather than by meeting the higher burden of proof that applies in criminal cases. The False Claims Act allows private individuals to bring qui tam actions for violations of the Act. D. Protection for Whistleblowers If any employee has knowledge or information that any such activity may have taken place, the employee should follow the reporting options outlined above. Information may be reported to the Hotline anonymously. In addition, federal and 26 27

16 state law and our policy prohibit any retaliation or retribution against persons for reporting suspected violations of these laws to law enforcement officials or for filing whistleblower lawsuits on behalf of the government. (Such laws and policy do not, however, protect employees who are themselves responsible for instituting practices that violate the law.) Anyone who believes that he or she has been subject to any prohibited retribution or retaliation should also be reported to your Human Resources Department or the Care New England Hotline at E. Program Fraud Civil Remedies Act of 1986 The Program Fraud Civil Remedies Act of 1986 (PFCRA) authorizes federal agencies such as the Department of Health and Human Services ( HHS ) to investigate and assess penalties for the submission of false claims to the agency. The conduct prohibited by the PFCRA is similar to that prohibited by the False Claims Act. For example, a person may be liable under the PFCRA for making, presenting, or submitting, or causing to be made, presented, or submitted, a claim that the person knows or has reason to know: (A) is false, fictitious, or fraudulent; (B) includes or is supported by any written statement which asserts a material fact which is false, fictitious, or fraudulent; (C) includes or is supported by any written statement that (i) omits a material fact; (ii) is false, fictitious, or fraudulent as a result of such omission; and (iii) is a statement in which the person making, presenting, or submitting such statement has a duty to include such material fact; or If, based on the investigating official s report, an agency concludes that further action is warranted, it may issue a complaint (following approval from the Department of Justice) regarding the false claim. A hearing would be held, following the detailed due process procedures set forth in the regulations implementing the PFCRA. F. State Law There can also be liability under the state for false or fraudulent claims with respect to Medicaid program expenditures, including: Knowingly presenting, or causing to be presented, a false or fraudulent claim for payment or approval to the Medicaid program; Knowingly making, using, or causing to be made or used, a false record or statement to get a false or fraudulent claim paid or approved by the Medicaid program; Conspiring to defraud the Medicaid program by getting a false or fraudulent claim allowed or paid; Knowingly making, using, or causing to be made or used, a false record or statement to conceal, avoid, or decrease an obligation to pay or transmit money or property to the Medicaid program. Knowing and knowingly means that a person, with respect to information: (a) has actual knowledge of the information; (b) acts in deliberate ignorance of the truth or falsity of the information; or (c) acts in reckless disregard of the truth or falsity of the information. Our policy of not retaliating against employees for reporting violations of state law is the same as for reporting violations of Federal law. (D) is for payment for the provision of property or services which the person has not provided as claimed. If a government agency suspects that a false claim has been submitted, it can appoint an investigating official to review the matter. The investigating official may issue a subpoena to further the investigation, or may refer the matter to the Department of Justice for proceedings under the False Claims Act