Cleveland Clinic Pre-Employment Instructions

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1 Cleveland Clinic Pre-Employment Instructions Welcome and congratulations on your new position with Cleveland Clinic! We are very excited to have you as part of our healthcare team. Please review the information below to assist you in completing the necessary requirements prior to your start date. Index: I. Pre-Employment Paperwork & ID Badge II. Pre-Employment Physical and Screening III. Pre-Employment Security Screening IV. Pre-Employment Compliance & Regulatory Training V. Cleveland Clinic New Caregiver Orientation Program VI. Benefits Enrollment VII. Additional Orientation: Department & Job-Specific Orientation I. Pre-Employment Paperwork & ID Badge All new hire on-boarding forms listed below are located at Please print, review, and bring completed forms and necessary documents to Human Resources (I-9 appointment). You will need to log-in to access the full site by entering the ID: newemployee and the password: welcome. Please be prepared to provide the following: Form I-9, Employment Eligibility Verification Form I-9, Employment Eligibility Verifications for Cleveland Clinic new caregivers (except Home Care **): Completing the Form I-9 is a requirement of employment with Cleveland Clinic. It is a simple process and takes only a few minutes of your time. Upon hire, you provided your current address where you will receive two s from It is necessary that you receive and review both s in order to complete your Form I-9. Section I of your Form should be completed online. Once you have completed Section I, the I-9 process requires you to bring your selected documents to your Human Resources Department or the location specified in your on boarding information. Open both s you receive from for complete instructions. If you do not receive the from please check your SPAM folder before calling the Human

2 Resources Department at your location. Please contact the Human Resources Department at your work location, or the location specified in your on boarding information, for any questions regarding the Electronic I-9 process. Direct Deposit Form Cleveland Clinic Personal Data Sheet State Tax Form Federal Tax Form (W4) Confidentiality of Information Form Parking Form (main campus only) Verification of License or Certification (regional hospitals only) ** Home Care new caregivers will receive the Form I-9 from your HR representative. Eligibility documentation will be required as part of the completion process. Contact the HR representative at your location for more information. All employees are required to have direct deposit. In order to set this up, please complete the document and attach a blank check. Be sure to write VOID on the check. If you would like to deposit your paycheck into a savings account, please be sure to provide the routing numbers as well as the account number. If you choose to have your pay divided into more than one account, you must specify the dollar amount per pay. Debit card account available to employees as alternative to direct deposit. This is the data that will be entered in the HR system for you. Please be sure that you fill out the form completely. All fields should be filled in or checked off. Your total amount of withholding should be listed on line 4 of this form. Your total number of withholdings should be entered into box 5 of this form. The worksheet provided on the top half of the form is a guide. You are not required to complete the top portion. Please read and sign this document Please fill out this document with your vehicle s information prior to coming to your appointment. If required for employment, please bring BCLS/ACLS/PALS or other certifications. Human Resources may have additional documents for you to review and sign. If so, this will be discussed with you during your visit to Human Resources. Employee Identification Badge (regional hospitals): Your photo will be taken during your visit to Human Resources. This badge is important to all employees and will give access to applicable secured doors and the timekeeping system for payroll purposes. Employee Identification Badge (main campus): You will be directed to obtain your badge and parking assignment following your I-9 appointment. This badge is important to all employees and will give access to applicable secured doors and the timekeeping system for payroll purposes. Parking Registration: For main campus employees, all vehicles will be registered in the parking program.

3 II. Pre-employment Physical and Screening Please take time to read and review this very important requirement. Your recruiter has briefed you about visiting one of our four (4) Occupational Health Screening sites. You must bring one of the following documents to this appointment: Driver s License, State Photo ID, Passport or Military ID. If applicable please wear eye contacts or have glasses readily available. Please drink fluids in order to provide urine sample (drug & Cotinine screen is completed first). Please bring a current list of medications. If available please bring a copy of TB testing, vaccinations and titer records. Cleveland Clinic promotes caregivers wellness and safety. Our hiring process for specified positions includes the successful completion of a physical capability assessment conducted by Occupational Health as a condition of employment If your recruiter notified you that the position you have been offered requires such an assessment, you were given the designated Occupational Health telephone number to schedule your appointment. In addition, please dress in comfortable or casual exercise attire, be well rested, and have had a light meal before the assessment. Fairview Hospital Company Health Services Employee Health Department, Room Lorain Road Cleveland, Ohio Company Health Services (only for Children s Rehab caregivers) 5595 Transportation Blvd. Garfield Heights, OH South Pointe Hospital Employee Health Department 1 st floor of hospital Harvard Road Warrensville Heights, Ohio (44122) Main Campus Employee Health Department WO Walker Building, 2 nd Floor, C21 East 105 th & Euclid Avenue Cleveland, Ohio ( 44195) (alternate number for physical capability assessment scheduling) III. Pre-Employment Security Screening (Protective Services Department) (for employees requiring fingerprinting only)

4 The Protective Services Department will conduct a Background Screening. A background screen will be done on all new hires. This may include fingerprinting and a criminal background search. You must bring one of the following documents when you visit the Protective Services Department: Valid Driver s License, State Photo ID, Passport or Military ID. As with your visit to Occupational Health, you must complete the Protective Services Department Screening prior to beginning work. You must report to one of the following Protective Services Screening sites to complete this part of the pre-employment process. No appointments are necessary. This requirement must be completed no later than 4 pm the Thursday before attending orientation. Downtown: Main Campus (Cleveland Clinic) JJ N Building 400 basement (Within the parking garage, north of the Miller Family Pavilion Heart Center) Cleveland, Ohio Hours of Operation: Monday through Friday: 7:00 a.m. to 4:15 p.m. East Side: Cleveland Clinic Administrative Center Science Park Dr Building One - First Floor Beachwood, OH Hours of Operation: Monday through Friday: 8:00 a.m. to 4:00 p.m. Physical agility testing and psychological evaluation will be coordinated with Human Resources. (For main campus Police and Security Officers only). IV. Pre-Employment Compliance & Regulatory Training (Web-based On-line Learning Modules) Part of the pre-employment process is the requirement to complete on-line learning modules covering compliance and regulatory information pertinent to our healthcare environment. These modules must be completed before your start date. This online compliance training may take two three hours to complete. However, you do not have to complete it all at one time. You may exit the program and resume training at your leisure. Online Compliance Training (Cleveland Clinic s On-Line System is named COMET ) can be completed online using any computer with internet access by visiting: Once you have accessed the website, you will need the following information in order to log in: 1. Your employee number, which is empid 2. Your password, which is the last 4 digits of your social security number or In terms of your entity please refer to the table below. If you have questions regarding your entity please contact your Recruiter.

5 If your Hospital is Entity is Phone Hillcrest Eastern Region Huron Eastern Region Euclid Eastern Region South Pointe Eastern Region Marymount Marymount Fairview Western Region Lutheran Western Region Lakewood Western Region Medina Western Region Regional Administration & Family Health Centers CCF Main Campus & Children s Rehab CCF Once you log into COMET you will be presented with a list of courses to be completed. If you do not have internet access to complete the modules, please contact your hospital s Human Resources Department at the above listed number to obtain assistance. TROUBLESHOOTING: If you have any trouble completing the COMET modules, please click on the Having Trouble? link from the main menu to obtain additional information. If you continue to have issues accessing or utilizing the online training website, please contact the COMET Help Desk ( ) between the hours 9:30am and 4:00pm (Monday through Friday). For 24 hour assistance, please contact the ITD Central Region Help Desk at You can also questions to COMET V. Cleveland Clinic New Caregiver Orientation Program (Mandatory for all new employees) All hires non bedside nursing You are scheduled to attend New Caregiver Orientation on (start date) from 8:15 a.m. to 4:30 p.m. at Cleveland Clinic Administrative Campus. Your second day of New Caregiver Orientation will continue the following day at Cleveland Clinic Administrative campus from 8:15 a.m. to 12:00 p.m. All Nursing Hires that attend Nursing Orientation You are scheduled to attend New Caregiver Orientation on (start date) from 8:15 a.m. to 4:30 p.m. at Cleveland Clinic Administrative Campus. Your second day of orientation will be the following day at Cleveland Clinic Administrative Campus from 8:00 a.m. to 4:30 p.m. You will receive additional information at that time regarding the remainder of your Nursing Orientation.. Cleveland Clinic Administrative Campus is located off Richmond Road, 1/4 mile north of Chagrin Boulevard and South of Cedar Road. As you travel East on Science Park Drive, make a left turn at the Cleveland Clinic Administrative Campus Building 1 (driveway just before the

6 skyway). Proceed to Building 1, the first building on the right. Please park in the lot in front of the building. Orientation is held in Building 1, Room 306. Your first day of work with Cleveland Clinic will be New Caregiver Orientation Day 1. Please be sure to arrive promptly. Your recruiter can help you with any questions regarding this day. A Few Tips about Orientation Day: Dress: Professional Business Attire Required (Uniforms not necessary) It only takes few seconds for someone to form an impression of you for the first time but it can take a long time to change a negative impression. To make sure you get off on the right foot, consider the following steps aimed at creating a positive first impression. For new caregiver orientation day, professional business attire is required (uniforms not necessary). Jeans, shorts, halters, tube or tank tops, athletic apparel, Capri-style pants, flip flops, etc are INAPPROPRIATE dress for the workplace and orientation. Hair style, jewelry, makeup and fingernail length should also be appropriately chosen to achieve professional credibility. Natural and artificial nails should be kept short and polish, if worn, should be kept to a basic color with minimal decorations to convey a professional image. Employees with direct patient care or food handling responsibilities may not wear artificial nails (e.g. acrylic nails, wraps, gels). Tattoos must be covered during working hours. Body piercing jewelry may not be visible except in the ear lobes. No more than two pair of simple earrings may be worn per ear. Once you start in your department, you will want to continue to be professional and dress appropriate to your role and location. Sign-In: You will be required to sign in at Orientation in order to be paid for each day. Refreshments: Lunch will be provided. A cafeteria is located on the ground floor of Building 3 for additional needs. VI. Benefits Enrollment More information regarding benefit enrollment will be provided during the Cleveland Clinic New Caregiver Orientation Program. VII. Additional Orientation: Department & Job-Specific Orientation: Each department and job may have a specific orientation schedule that you will need to complete. Since orientations vary in length, content and time, it is important for you to discuss this information with your hiring manager/supervisor and plan accordingly. Your hiring manager will also provide you with any details regarding your post orientation schedule. All New Employees: All new employees must attend New Caregiver Orientation as detailed in Section IV.

7 System Transfers: All employees transferring from another Cleveland Clinic Hospital are NOT required to attend New Caregiver Orientation. Department/Job Specific Orientation will begin as follows: Date: Time: Location: Dress: Additional information will be provided by your recruiter and during the second day of orientation for those attending Nursing Orientation classes Please contact your recruiter if you have any questions. VIII. Additional COMET Information

8 Logging In to COMET 2 3 4

9 COMET Profile The first time you log in to COMET, your COMET profile displays. There are two sections in your profile: Personal Information and COMET Profile. The Personal Information section displays HR data about you. Scroll down the page. The COMET Profile has four sections: Patient Interaction, Research Activities, Miscellaneous, and Work Location. Each section displays statements that describe tasks that you might do on the job or at the location(s) where you work. Select only those statements that apply to your new job responsibilities and activities. Click the Need Help links for information that will help you make your selections. You are required to select a work location in order to submit your profile. After you complete your selections, click Submit..

10 The COMET Main menu displays. From now on, when you log in to COMET, the Main Menu will display. You can click the My Profile link at any time to review or update your Personal Information and COMET Profile selections. Main Menu The Main Menu serves as the home base for your online learning experience. By default, your To Do list displays on this page. The To Do list is a list of courses that are assigned to you. After you complete a course, it will move from the To Do list to your list of Completed Courses. You can click the Completed Courses tab to view the courses you have finished taking. To begin a course, click the course title. Required Courses A red asterisk displays next to the courses you are required to take. Pre-hire compliance courses are required courses that need to be completed before the first day of work. Check the you receive from your HR Associate for the names of the pre-hire compliance courses. You will be required to complete some or all of these courses based on your profile selections. Your To Do list may display other required courses, but you only need to complete the pre-hire compliance courses before your first day. Help If you have any questions or comments about the processes described above, please contact your HR associate. Your HR associate s name displays on your New Hire Instruction message. If you experience any technical problems, please contact the ITD Help Desk by calling or sending an to If you have any issues accessing, logging in to, or using COMET; please contact the COMET Help Desk by calling or sending an to

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