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1 Medical Answering Services, L.L.C. Employee Handbook Revised 08/16 /2012 1

2 Table of Contents SECTION ONE: The Way We Work A Word about This Handbook 6 Equal Employment Opportunity 6 Americans with Disabilities Act 7 A Word about our Employee Relations Policy 7 Non-Harassment 7 Sexual Harassment 8 Categories of Employment 9 Driver s License/Driving record 9 Immigration and Reform Control Act 10 SECTION TWO: Your Pay and Progress Recording Your Time 10 Overtime 11 Pay Day 11 Paycheck Deductions 11 Garnishment/Child Support 12 Direct Deposit 12 Performance Reviews 12 SECTION THREE: Time Away From Work and Other Benefits Employee Benefits 12 PTO Time 13 Holidays 23 Jury Duty 23 Voting Leave 24 Military Leave 24 Court Witness Leave 24 2

3 Bone Marrow Leave 25 Bereavement Leave 25 Leave of Absence 25 Victims of Crime Leave 26 Medical Insurance 26 Dental Insurance 26 COBRA 27 Life Insurance 27 Section 125 Plan 28 Disability Leave 28 Federal Family and Medical Leave Act 29 Short Term Disability Benefits 32 Long Term Disability Insurance 32 Social Security 33 Worker s Compensation (k) Qualified Retirement Plan 33 Employee Assistance Program 33 SECTION FOUR: On the Job Time and Attendance 34 Scheduling 37 Breaks 37 Mealtime 37 Eating at your Workstation 38 Standards of Conduct 38 Company Standards 39 Access to Personnel Files 39 USB/Flash Drive 40 3

4 Computer Software Licensing 40 Solicitation and Distribution 41 Changes in Personal Data 41 Protecting Company Info 41 Conflict of Interest/Code of Ethics 41 Care of Equipment 42 Travel/Expense Accounts 42 Personal Property 42 Visitors 42 Personal Telephone Calls 43 /Computer Monitoring 43 Internet Usage 43 Outside Employment 44 Dress Policy 44 Parking 45 Cellular Telephones 45 Contact with the Media 46 If You Must Leave Us 46 SECTION FIVE: Safety in the Workplace Each Employees Responsibility 46 Hepatitis B Vaccine 47 Workplace Searches 47 Workplace Violence 48 Smoking in the Workplace 48 Concealed Weapons 48 In an Emergency 48 Substance Abuse 49 4

5 WELCOME TO THE MEDICAL ANSWERING SERVICES, LLC. TEAM! We hope you find your career with Medical Answering Services, LLC to be both rewarding and challenging. As an employee of MAS, the importance of your contribution cannot be overstated. This Employee Handbook has been developed to help you become acquainted with our company and answer many of your initial questions. If you lose your handbook or it becomes damaged, please see the Human Resources Manager for a replacement copy. Please return the receipt page to the Human Resources Manger. Mission Statement: Medical Answering Services, LLC prides itself on the delivery of nonemergency Medicaid transportation services and Helplink medical alarms, with integrity, for the betterment of our community and those we serve. Company History: Medical Answering Services, LLC was founded in March, MAS is currently providing non-emergency Medicaid transportation management services, as well as PERS alarm monitoring. 5

6 SECTION ONE: The Way We Work A WORD ABOUT THIS HANDBOOK This Employee Handbook contains information about the employment policies and practices of this company. We expect each employee to read this handbook carefully, and return the receipt page to the Human Resources Manager. The policies outlined in this handbook should be regarded as guidelines only, which in a developing business will require changes from time to time. The company retains the right to make decisions involving employment as needed in order to conduct its work in a manner beneficial to its employees and the company. This Employee Handbook supersedes and replaces any and all prior Employee Handbooks and policy statements. Except for the policy of at-will employment, which can only be changed by the executives of the company in writing, the company reserves the right to revise, delete and add to the provisions of this Employee Handbook. The provisions of this handbook are not intended to create contractual obligations with respect to any matter it covers, nor is this handbook intended to create a contract guaranteeing that you will be employed for any specific period of time. Our company is an at-will employer. This means that regardless of any provision in this handbook, either you or the company may terminate employment at any time, for any reason, with or without cause or notice. Nothing in this Employee Handbook or in any document or statement, written or oral, shall limit the right to terminate employment at will. No officer, employee, or representative of the company is authorized to enter in to an agreement- express or implied- with any employee for employment other than at-will. This employee handbook refers to current benefit plans maintained by the company. Refer to the actual plan documents and summary plan descriptions if you have specific questions regarding the benefit plans. Those documents are controlling. EQUAL EMPLOYMENT OPPORTUNITY Our company is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally-recognized basis including, but not limited to: veteran status, race, color, religion, sex, national origin, age and/or physical or mental disability. 6

7 In addition, age, race, creed, color, national origin, sexual orientation, sex, disability, genetic predisposition or carrier status, military status and marital status are protected classes in New York State. AMERICANS WITH DISABILITIES ACT Our company is committed to providing equal employment opportunities to otherwise qualified individuals with disabilities, which may include providing reasonable accommodation where appropriate. In general, it is your responsibility to notify the Human Resources Manager or member of management of the need for an accommodation. When appropriate, we may need your permission to obtain additional information from your physician or other medical professionals. A WORD ABOUT OUR EMPLOYEE RELATIONS PHILOSOPHY MAS is committed to providing the best possible climate for maximum development and goal achievement for all employees. Our practice is to treat each employee as an individual. We seek to develop a spirit of teamwork; individuals working together to attain a common goal. In order to maintain an atmosphere where these goals can be accomplished, we provide a comfortable and progressive workplace. Most importantly, we have a workplace where communication is open and problems can be discussed and resolved in a mutually respectful atmosphere. We take into account individual circumstances and the individual employee. We firmly believe that with direct communication, we can resolve any difficulties that may arise and develop a mutually beneficial relationship. NON-HARASSMENT We prohibit harassment of one employee by another employee, supervisor or third party for any reason including, but not limited to: veteran status, race, color, religion, sex, national origin, age and/or physical or mental disability. Harassment of third parties by our employees is also prohibited. 7

8 In addition, age, race, creed, color, national orientation, sex, disability, genetic predisposition or carrier status, military status, and marital status are protected classes in New York State. The purpose of this policy is not to regulate the personal morality of employees. It is to assure that in the workplace no employee harasses another for any reason. While it is not easy to define precisely what harassment is, it includes: slurs, epithets, threats, derogatory comments or visual depictions, unwelcome jokes and teasing. Any employee who feels that (s)he is a victim of such harassment should immediately report the matter to the COO or a member of management. Adverse action will not be taken against an employee because he/she, in good faith, reports or participates in the investigation of a violation of this policy. Violations of this policy are not permitted and may result in disciplinary actions, up to and including discharge. SEXUAL HARASSMENT Sexual harassment is against company policy and is unlawful under state and federal law. We firmly prohibit sexual harassment of any employee by another employee, supervisor or third party. Harassment of third parties by our employees is also prohibited. The purpose of this policy is not to regulate the personal morality of employees. It is to assure that in the workplace no employee is subject to sexual harassment. While it is not easy to define what sexual harassment is, it may include: unwelcome sexual advances, requests for sexual favors and/or verbal or physical conduct of a sexual nature including but not limited to: sexually-related drawings, pictures, jokes, teasing, uninvited touching or other sexuallyrelated comments. Sexual harassment of an employee will not be tolerated. Violations of this policy may result in disciplinary action, up to and including termination. There will be no adverse action taken against employees who, in good faith, report violations of this policy or participate in the investigation of such violations. Any employee who feels (s)he is a victim of sexual harassment should immediately report such actions in accordance with the following procedure. All complaints will be promptly and thoroughly investigated as confidentially as possible. 1. Any employee who believes that (s)he is a victim of sexual harassment or has been retaliated against for complaining of sexual harassment, should report the act immediately to the Human Resources Manager. If you prefer not to discuss the 8

9 matter with the Human Resources Manager, you may contact another member of management. 2. The company will investigate every reported incident immediately. Any employee, supervisor or agent of the company who has been found to have violated this policy may be subject to appropriate disciplinary action, up to and including discharge. 3. The company will conduct all investigations in a discreet manner. The company recognizes that every investigation requires determination based on all the facts in the matter. We also recognize the serious impact a false accusation can have. We trust that employees will continue to act responsibly. 4. The reporting employee and any employee participating in investigation under this policy have the company s assurance that no reprisals will be taken as a result of a sexual harassment complaint. It is our policy to encourage discussion of the matter, and to help protect others from being subjected to similar inappropriate behavior. CATEGORIES OF EMPLOYMENT INTRODUCTORY PERIOD: Full time, part time and per-diem employees are in an introductory period during their first 90 days of employment. The completion of this period does not guarantee employment for any period thereafter. FULL-TIME EMPLOYEES regularly work a work week 37.5 hours or greater. PART TIME, PER-DIEM EMPLOYEES work a minimum of 20 hours per month. PART-TIME, REGULAR EMPLOYEES work at least 20 scheduled hours each week. PER DIEM EMPLOYEES do not work regularly scheduled hours, but are called to work on an as needed basis. NON-EMEMPT EMPLOYEES are entitled to overtime pay as required by applicable state and federal laws. EXMEMPT EMPLOYEES Pursuant to applicable federal and state laws, exempt employees are not entitled to overtime pay, and are not subject to certain deductions to their weekly salary under the company s policies. DRIVER S LICENSE/DRIVING RECORD Employees in positions where the operation of a motor vehicle is an essential duty of the position must present and maintain a valid driver s license and acceptable driving record. Changes in your driving record must be reported immediately. Violations of this policy may result in immediate termination of your employment. 9

10 IMMIGRATION REFORM AND CONTROL ACT In compliance with the Federal Immigration and Control Act of 1896, as amended, our company is committed to only employing individuals who are authorized to work in the United States. Each new employee, as a condition of employment, must complete the Employment Eligibility Verification form (I-9) and present documentation establishing identity and employment eligibility. If an employee is authorized to work in this country for a limited time period, the individual will be required to submit proof of renewed employment eligibility prior to expiration of that period to remain employed by this company. Section two: YOUR PAY AND PROGRESS RECORDING YOUR TIME Non-exempt employees must record their hours in our computer-based timekeeping system. You must record your time at the beginning and end of your shift and for your meal break. Do not record your time more than 5 minutes before the beginning or after your shift. Per NYS Wage and Hour Division, all non-exempt employees working over 6 hours must punch out for a mandatory 30 minute meal break. In order to ensure compliance with this state law, MAS will enforce the following: Associates failing to punch out for a required meal time will have 30 minutes deducted from their daily wage. Associates failing to punch out for their full 30 minute break will have their time punch adjusted to reflect a full 30 minutes. Management reserves the right to adjust time punches to maintain compliance with this NYS mandated guideline. It is associate responsibility to ensure they are granted a lunch break from supervisors/management when working 6 hours or more. You are expected to work until the end of your shift. Do not record time for any other employee under any circumstances. The use of non-company issued electronic devices is not permitted for the purpose of recording time. 10

11 All employees subject to this policy are required to accurately record time worked. If you fail to punch in/out at the beginning/end of your shift or approved lunch break, management will use the time of your first/last call as your time punch. For payroll purposes, the workweek starts on Saturday and ends on Friday. OVERTIME There may be times when you are required to work overtime so that we are able to meet the needs of our customers. Mandatory overtime will be posted in advance when possible. Non-exempt employees must have all overtime approved in advance by management. Non-exempt employees will be paid at a rate of time and one half time their regular hourly rate for hours worked in excess of 40 hours in a workweek, unless state law provides otherwise. Only actual hours worked will count toward computing weekly overtime. PAYDAY You will be paid biweekly on Friday one week following the Friday end of a pay period. When our payday is on a holiday, management will arrange for an alternate payday in advance of the holiday. You may pick up your check from the on-duty supervisor after 6:00 a.m. Please review your paycheck for errors, including accrued PTO for accuracy. If you find a mistake, report it to the Director of Finance immediately. Should your employment with MAS be terminated, your final paycheck will be mailed to the address we have on file. PAYCHECK DEDUCTIONS The company is required by law to make certain deductions from your paycheck each pay period. Such deductions typically include federal and state taxes and Social Security taxes. Depending on the state in which you are employed and the benefits you elect, there may be additional deductions. All deductions and the amount of the deductions are listed on your pay stub. These deductions are totaled each year for you on your Form W-2, Wage and Tax Statement. If you have any questions, please see the Director of Finance. 11

12 GARNISHMENT/CHILD SUPPORT When an employee s wages are garnished by a court order, our company is legally bound to withhold the amount indicated in the garnishment order from the employee s paycheck. Our company will, however, honor state and federal guidelines which protect a certain amount of an employee s income from being subject to garnishment. When an employee s wages are garnished by a National Medical Support Order, the company is legally bound to enroll the employee and designated individual(s) as soon as the employee becomes eligible. DIRECT DEPOSIT You have the option of receiving your pay in a payroll check or having your pay deposited into your back account through our direct deposit program. Please see the Human Resources Manager or the Director of Finance for information on enrollment. PERFORMANCE REVIEWS New employees will be reviewed at the end of their introductory period. Subsequent reviews will be completed within one year of the date additional compensation was received. In addition, a performance review will be conducted within one year from the date of a promotional position. Section three: TIME AWAY FROM WORK AND OTHER BENEFITS EMPLOYEE BENEFITS Our company has developed a comprehensive set of benefits to supplement our employees regular wages. This Employee Handbook describes the current benefit plans maintained by the company. Refer to the actual plan documents and summary plan descriptions if you have specific questions regarding the benefit plan. Those documents are controlling. The company reserves the right to modify its benefits at any time. 12

13 PAID TIME OFF (PTO Time) Earning Your Time: Full-time and regular part-time employees are eligible for Paid Time Off (PTO). The amount of eligible time depends on your length of service with Medical Answering Services (MAS). Per Diem associates are not eligible for PTO. PTO is calculated according to the employee s anniversary date. It is accrued (earned) weekly. It is advanced to you annually. Associates in year one of employment: You immediately start to earn PTO at a rate of 4.31 (Full Time)/2.15 (Part Time) hours per biweekly pay date. You will see this as an addition to your PTO accrual each pay date for 13 pay dates. The total amount earned in your initial year of employment is 56 hours (Full Time) / 28 hours (Part Time). You will not earn any additional time until your 1 st year anniversary. Associates past year one of employment: Associates having met their one year anniversary are given their full year PTO accrual in advance of earning it each year. o Years 1-4: You will accrue PTO hours at 2.15 Full Time / 1.08 Part Time per week. Total = 112 hours Full Time / 56 hours Part Time of PTO annually. o Years 5-10: You will accrue PTO hours at 2.92 Full Time / 1.46 Part Time per week. Total = 152 hours Full Time / 76 hours Part Time of PTO annually. o Years 10-15: You will accrue PTO hours at 3.69 Full Time / 1.85 Part Time per week. Total = 192 hours Full Time / 96 hours Part Time of PTO annually. o Years 15 +: You will accrue PTO hours at 4.46 Full Time / 2.23 Part Time per week. Total = 232 hours Full Time / 116 hours Part Time of PTO annually. Advance of PTO accrual will be made on each associate s anniversary date. PTO hours will be added to the accrual on the pay date falling on or immediately after your anniversary date. 13

14 PTO PLAN Amount Allocated Per Year-Full Time Associates Months 0-12 Year 1-4 Year 5-9 Year Year 15- (Immediate Start) PTO Receiving Your PTO Time: Anniversary based advance of your PTO: PTO will now be advanced to associates on the anniversary of your date of hire. Example: Associate date of hire = 5/12/2010 Anniversary date = 5/12/2012 PTO will no longer be advanced to associates on January 1 st each year. Each anniversary going forward you will receive your PTO accrual advance. Example: DOH = 5/12/2010 5/12/2012 = 112 hours, 5/12/2013 = 112 hours, 5/12/2015 = 152 hours January 1, 2012 Transition Plan: A transition of PTO for January 1, 2012 only will take place as follows: Associates in months 0-12 will continue to earn up to their maximum 1 st year of 56 hours of PTO. Example: Earned hours over 3 pay periods in 2011, used 4 hours net balance at 1/1/12 = 8.93 Associates exceeding 1 year of service will be advanced on January 1, 2012, a certain number of PTO hours. 14

15 o These hours will bridge the associate from January 1, 2012 to their 2012 anniversary date. o The number of hours given is calculated based on the number of pay periods to your anniversary date and your applicable earning rate. o A schedule showing the respective earning tables is attached. Example: Associate has 17 pay periods to 8/22/12 anniversary. 17 pay periods X earning rate of 4.31 hours per pay period = 73.3 hours advanced on 1/1/12. All associates will be advanced on their 2012 anniversary date a full year of PTO. o No further PTO time will be granted until each associate s anniversary date in An example of a transition of an associate s PTO is as follows: Associate hire date: 7/22/ anniversary date: 7/22/2012 Number of pay periods from 1/1/12-7/22/12: 15 Earning rate for year 2 associate 4.31 Advance of Accrual at 1/1/ Advance of Accrual at 7/22/ PTO Hours advanced until 7/22/13 Anniversary Carryover: In addition to the amount advanced to each associate at 1/1/12, certain associate PTO balances may reflect carryover of unused time from PTO time will now be measured between anniversary dates. Carryover of unused PTO cannot exceed 40 hours from one anniversary to the other. PTO will no longer be measured for carryover at January 1 st. All PTO balances will carry from 12/31-1/1 each year. 15

16 Using Your Time: The PTO benefit is provided to our associates to allow them a reasonable time away from work for vacation, illness of self or family member, or to meet other personal needs. Each employee is expected to plan their time away from work. Excessive unscheduled absences and tardiness will be managed and disciplined as per our time and attendance policy. PTO time must be used to cover both scheduled and unscheduled absences. Time away from work cannot be taken: If PTO time is not available At no pay if time is available Scheduled time off will not be granted in excess of advanced, unused PTO time. Scheduled Time Away From Work Scheduled time away from work would include time scheduled for vacations or personal appointments made in advance. Time requested off for vacation or personal needs must be submitted in writing by the 14th of the month prior to the time off request. Time off requests submitted after this deadline may be denied. As a limited number of time off requests can be granted for each work day, time off is not guaranteed. Time off requests are granted on a first come, first serve basis. It is to your advantage to request your time as early as possible to ensure approval. Management can cancel or reduce the approved days away from work for vacations or personal time if the associate uses all of their available PTO prior to the time off. PTO pay is not granted in lieu of taking the actual time off. However, a maximum of 40 hours of PTO time can be carried over 6 months from the associate s anniversary date. Upon termination, eligible employees will be paid for accrued but unused PTO. Unscheduled Time Away From Work Unscheduled time away from work would include time not worked according to an associate s regular schedule that is not scheduled in advance. Unscheduled absence categories include but are not limited to: o Absent Not working a scheduled shift for reason other than illness o Sick Not working a scheduled shift due to illness 16

17 o Tardiness Arriving late for scheduled shift o Leave Early Leaving early from a scheduled shift Unscheduled time away from work will be used against your PTO time. Excessive unscheduled absences and tardiness will be managed and disciplined as per our time and attendance policy. Management reserves the right to cancel pre-approved vacation time if the associate depletes available PTO time through unscheduled absences. 17

18 Accrual Table Less Than 1 Year of Service FT Associate PT Associate Earning Biweekly FT Associate Earning Biweekly PT Associate Pay Payroll Cumulative Pay Payroll Cumulative Periods Earned Earned Hours Periods Earned Earned Hours Year Anniversary

19 Accrual Table 1-4 Years of Service FT Associate PT Associate Earning Biweekly FT Associate Earning Biweekly PT Associate Pay Payroll Cumulative Pay Payroll Cumulative Periods Earned Earned Hours Periods Earned Earned Hours 1/6/ /20/ /3/ /17/ /2/ /16/ /30/ /13/ /27/ /11/ /25/ /8/ /22/ /6/ /20/ /3/ /17/ /31/ /14/ /28/ /12/ /26/ /9/ /23/ /7/ /21/

20 Accrual Table 5-9 Years of Service FT Associate PT Associate Earning Biweekly FT Associate Earning Biweekly PT Associate Pay Payroll Cumulative Pay Payroll Cumulative Periods Earned Earned Hours Periods Earned Earned Hours 1/6/ /20/ /3/ /17/ /2/ /16/ /30/ /13/ /27/ /11/ /25/ /8/ /22/ /6/ /20/ /3/ /17/ /31/ /14/ /28/ /12/ /26/ /9/ /23/ /7/ /21/

21 Accrual Table Years of Service FT Associate PT Associate Earning Biweekly FT Associate Earning Biweekly PT Associate Pay Payroll Cumulative Pay Payroll Cumulative Periods Earned Earned Hours Periods Earned Earned Hours 1/6/ /20/ /3/ /17/ /2/ /16/ /30/ /13/ /27/ /11/ /25/ /8/ /22/ /6/ /20/ /3/ /17/ /31/ /14/ /28/ /12/ /26/ /9/ /23/ /7/ /21/

22 Accrual Table 15 + Years of Service FT Associate PT Associate Earning Biweekly FT Associate Earning Biweekly PT Associate Pay Payroll Cumulative Pay Payroll Cumulative Periods Earned Earned Hours Periods Earned Earned Hours 1/6/ /20/ /3/ /17/ /2/ /16/ /30/ /13/ /27/ /11/ /25/ /8/ /22/ /6/ /20/ /3/ /17/ /31/ /14/ /28/ /12/ /26/ /9/ /23/ /7/ /21/

23 HOLIDAYS Recognized MAS holidays will include: -New Year s Day -Martin Luther King Day -President s Day -Memorial Day -Independence Day -Labor Day -Thanksgiving Day -Christmas Day If your regular schedule falls on a holiday, you should plan on working your scheduled shift unless informed otherwise by management. Per our PTO policy, if you are requesting time off your request needs to be in writing to management 45 days prior to the requested day off. Eligible employees who perform approved work on a holiday will receive pay equal to 1.5x their regular pay. Eligible employees who are scheduled to work on a holiday and who are mandated NOT to come in will receive holiday pay equal to 0.5x their regular hourly wage and can enjoy a day off. In addition, extra hours will be posted both pre and post holiday to allow our associates to work more hours. If you are an exempt (salaried) associate and are required to work on a holiday, you will be granted the equivalent time as a comp day. This comp day can be taken with the approval of the General Manager/executive management team. JURY DUTY Employees summoned for jury duty will receive the first $40 of their daily wages during the first three days of their service in a state or local court. Exempt employees may be provided with time off with pay when necessary to comply with state and federal wage and hour laws. Please make arrangements with the Director of Operations as soon as you receive your summons. 23

24 We expect you to return to your job if you are excused from jury duty during your regular working hours. VOTING LEAVE Our company believes that every employee should have the opportunity to vote in any state or federal election, general primary or special primary. Any employee whose work schedule does not allow him/her four consecutive hours to vote while polls are open will be granted up to two paid hours off in order to vote. Any additional time off will be without pay. Exempt employees may be provided with additional time off with pay when necessary to comply with state and federal wage and hour laws. Notify the Director of Operations of your need voting leave two to ten days prior to the election. When you return from voting leave, you must present a voter s receipt to your supervisor as soon as possible. MILITARY LEAVE Employees who are required to fulfill military obligations in any branch of the Armed Forces or the United States or in any state military service will be given the necessary time off and reinstated in accordance with federal and state law. The time off will be unpaid, except where state law dictates otherwise. Exempt employees may be provided time off with pay when necessary to comply with state and federal wage and hour laws. Accrued PTO time may be used for this leave if the employee chooses. Military orders should be presented to the Director of Operations and arrangements for leave made as early as possible before a departure. Employees are required to give advance notice of their obligations to the company unless military necessity makes this impossible. You must notify the Director of Operations of your intent to return to employment based on the requirements of the law. Your benefits may continue to accrue during the period of leave in accordance with state and federal law. COURT/WITNESS LEAVE Employees are given the necessary time off without pay to attend or participate in a court proceeding in accordance with state law. We ask that you notify the Director of Operations of the need to take witness leave as far in advance as possible. You must provide documentation to show proof of need for time off. 24

25 Exempt employees may be provided with time off with pay when necessary to comply with state and federal wage and hour laws. BONE MARROW LEAVE Employees who work an average of 20 hours or more each week are eligible to receive up to 24 hours of unpaid leave to donate bone marrow. Please provide the Director of Operations with written physician verification of the purpose and length of each leave. For information regarding this leave, please see the Director of Operations. Exempt employees may be provided time off with pay when necessary to comply with state and federal wage and hour laws. BEREAVEMENT LEAVE Full-time and part-time regular employees are eligible for five paid days for the death of an immediate family member. Members of the immediate family include spouses, parents/stepparents, brothers, sisters, children, grandchildren, grandparents, aunts, uncles, nieces, nephews, parents-in-law, and domestic partners and their parents. Part-time, regular employees are eligible for bereavement pay in proportion to the number of hours they are normally scheduled to work. Requests for bereavement should be made as soon as possible. LEAVE OF ABSENCE Under special circumstances, full-time employees who have completed one year of employment may be granted a leave of absence without pay. The granting of this type of leave is normally for compelling reasons and is dependent upon the written approval of the General Manager, Chief Operating Officer and President. Leaves may not exceed 6 months in which time no benefits will accrue. Leaves of absence will be granted only after earned vacation is exhausted. We will continue to provide medical insurance and dental insurance for employees on an authorized leave of absence, up to a maximum of 90 days. During this time you will be responsible for paying your portion of the monthly premium(s). We will make reasonable efforts to return you to the same or similar job you held prior to the leave of absence, subject to our staffing and business requirements. 25

26 VICTIMS OF CRIME LEAVE The company will grant reasonable and necessary leave from work, without pay, to employees who are victims of a crime or to attend or participate in legal proceedings pertaining to a crime. Affected employees must give the company reasonable notice that the leave under this policy is required and must show proof of need for time off. Exempt employees may be provided with time off with pay when necessary to comply with state and federal wage and hour laws. MEDICAL INSURANCE Eligible full-time employees may enroll in a single, single plus spouse, single plus child(ren) or family medical plan after completing 90 days of employment. Enrollment will begin the first of the month following the 90 day waiting period. Exempt/salaried associates may enroll in a single, single plus spouse, single plus child(ren) or family medical plan within their first month of employment. Enrollment will begin the first of the following month. Information and enrollment forms may be obtained from the Human Resources Manager. If you chose to waive benefits during your initial eligibility, you will not be eligible to reenroll unless you have a qualified life changing event, or at open enrollment each January 1 st. To assist you with the cost of this insurance, MAS pays a portion of these plans. You are responsible for paying the balance through payroll deduction. Upon termination you may be entitled to the continuation or conversion of the group medical plan to a COBRA plan in accordance with the terms of the policy and/or applicable state and federal law. For more information please contact the Human Resources Manager. DENTAL INSURANCE Eligible full-time employees may enroll in a single or family dental plan after completing 90 days of employment. Enrollment will begin the first of the month following the 90 day waiting period. Exempt/salaried associates may enroll in a single or family dental plan within their first month of employment. Enrollment will begin the first of the following month. 26

27 Information and enrollment forms may be obtained from the Human Resources Manager. If you chose to waive benefits during your initial eligibility, you will not be eligible to reenroll unless you have a qualified life changing event, or at open enrollment each January 1 st. To assist you with the cost of this insurance, MAS pays a portion of this plan. You are responsible for paying the balance through payroll deduction. Upon termination you may be entitled to the continuation or conversion of the group medical plan to a COBRA plan in accordance with the terms of the policy and/or applicable state and federal law. For more information please contact the Human Resources Manager. COBRA You and your covered dependants will have the opportunity to continue medical and dental benefits for a period of up to 36 months under the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA) when group medical and dental coverage for you and your covered dependents would otherwise end due to your death or because: -your employment terminates, for a reason other than gross misconduct; -your employment status changes due to a reduction in hours; -your child ceases to be a dependent child under the terms of the medical and dental plan; -you become divorced or legally separated; or -you become entitled to Medicare. In the event of a divorce, legal separation, or a child s loss of dependant status, you or a family member must notify the plan administrator within 60 days of the occurrence of the event. The Human Resources Manager will notify the individuals eligible for continuation of coverage of their right to elect COBRA continuation coverage. LIFE INSURANCE Eligible full-time employees may enroll in this plan after completing 90 days of employment. You must complete an enrollment form and designate your beneficiary. The cost of this insurance is paid by the company. 27

28 Participating employees will also be covered under the plan s Accidental Death and Dismemberment rider. You also have the option of purchasing additional insurance through our group plan. Complete details of this plan may be obtained from the Human Resources Manager. SECTION 125 PLAN Our company offers a pretax contribution option for employees. This employee benefit is known as a section 125 plan. A section 125 plan is a benefit plan that allows you to make contributions toward premiums for medical insurance and dental insurance on a before tax rather than after tax basis. Your premium contributions are deducted from your gross pay before income tax and Social Security are calculated. You cannot make any changes to your medical or dental insurance until the next open enrollment date, unless your family status changes or you become eligible for a special enrollment period due to loss of coverage. Family status changes include marriage, divorce, death of a spouse or child, birth or adoption of a child or termination of employment of your spouse. A change in election due to a change in family status is effective the next pay period. DISABILITY LEAVE Full-time employees are eligible for a disability leave after completing 4 weeks of employment. Granting this leave prior to the completion of the eligibility period and/or beyond the maximum period as stated above may be required as reasonable accommodation to an employee in accordance with the Americans with Disabilities Act. Employees requesting leave must provide written notice of the disability, including a doctor s certificate stating the nature of the disability and the expected return date to work. If you qualify for a leave under the Family Medical Leave Act policy, we will continue to maintain health benefits under the same terms and conditions applicable to employees not on the leave. Otherwise, we will continue to provide medical and dental insurance coverage to employees on authorized disability for the first 8 weeks of the disability. During this time you will be responsible for paying your portion of the monthly premiums. When the above period expires, you may continue your medical and dental insurance by making arrangements with the Director of Finance to pay your entire monthly premium in advance each month. 28

29 When you are able to return to work, we require one week s advance written notice. Include a doctor s note stating that you are medically able to return to your normal duties. If your leave is covered by the Family Medical Leave Act, we will return you to the same or equivalent position, consistent with our policy. Otherwise we will return you to the same or similar position you held prior to the disability leave, subject to our staffing and business requirements. Your continued absence from work beyond your disability, as determined by your physician, will be deemed a voluntary termination of your employment. This leave may run concurrently with The Family Medical Leave Act and/or any other leave where permitted by state and federal law. FEDERAL FAMILY AND MEDICAL LEAVE ACT Eligible employees may take up to 12 weeks of unpaid family medical leave within a 12 month period and be restored to the same or equivalent position upon their return to work. To be eligible for family/medical leave, you must have satisfied both of the following conditions: 1) Worked for the company for at least 12 months and for at least 1,250 hours in the past 12 months; and 2) At the time leave is requested either (a) worked at a worksite with 50 or more employees or (b) worked at a worksite with less than 50 employees if 50 or more employees are employed within 75 miles of the worksite. Eligible employees may take family/medical leave for any of the following reasons: 1) The birth of your child and to care for such child; 2) The placement of a child with you for adoption or foster care and in order to care for the newly placed son or daughter 3) To care for a spouse, your child or parent ( covered relations ) with a serious health condition; and 4) Because of your own serious health condition that renders you unable to perform an essential function of your position. Any leave due to the birth and care of a child or the placement of a child for adoption or foster care, and the care of a newly placed child, must be completed within (1) year of the date of birth or placement of the child. If you request leave because of the birth, adoption, or foster care placement of a child or to care for a covered relation with a serious health condition any accrued PTO time must be used first as part of your family medical leave. 29

30 If you request a leave because of your own serious health condition, or to care for a covered relation with a serious health condition, any accrued PTO time must be used first as part of your family medical leave. The substitution of paid leave for unpaid time does not extend the 12-week leave period. Also, your family/medical leave may run concurrently with other types of leave. During an approved family/medical leave, the company will maintain your health benefits under the same terms and conditions applicable to employees not on leave. -If paid leave is substituted for unpaid family/medical leave, the company will deduct your portion of the health plan premium as a regular payroll deduction. -If your leave is unpaid, you must pay your portion of the premium by making arrangements with the Director of Finance. - Your health coverage may cease if your premium payment is more than 30 days late. If your payment is more than 30 days late, we will send you a letter to this effect. If we do not receive your co-payment within 15 days of this letter your coverage will cease. If you elect not to return to work at the end of the leave for at least 30 calendar days, you will be required to reimburse the company for maintaining coverage during your unpaid leave, unless you cannot return to work because of a serious health condition or because of other circumstances beyond your control. When both spouses are employed by this company, they are entitled to a combined total of 12 weeks leave: (1) for the birth, adoption or foster care and in order to care for such child; (2) to care for a parent with a serious health condition. Each individual is entitled to 12 weeks leave because of his/her own serious health condition or to care for the serious health condition of his/her child or spouse without counting leave time taken by the other spouse. Leave due to a serious health condition may be taken intermittently (in separate blocks of time due to a single health condition) or on a reduced leave schedule (reducing the number of hours you work per week or workday) if medically necessary. If the leave is unpaid, the company will adjust your salary based on the amount of time actually worked. In addition, while you are on an intermittent leave or reduced-schedule leave, the company may transfer you to an available or alternate position that better accommodates your recurring leave and that has equivalent pay and benefits. You must complete the appropriate family/medical leave forms. These forms are available from the Human Resource Manager. If your need for family/medical leave is foreseeable, you must give 30 days prior written notice. If this is not possible, you must give notice to the Human Resource Manager as soon as practicable (within one or two business days of learning of your need for the leave). Failure to provide such notice may be grounds for delay of the leave. 30

31 If your need is because of a planned medical treatment, attempt to schedule the treatment to avoid disrupting the company s operations. Medical Certification of a Serious Health Condition If you are requesting leave because of your own or a covered relation s serious health condition, the appropriate health care provider must supply medical certification. Obtain a medical certification form from The Human Resource Manager. If possible, you should provide the medical certification 15 days after you request the leave. If you provide at least 30 days notice of your need for medical leave, you should provide the medical certification before the leave begins. If you do not provide the required medical certification in a timely manner, your leave may be delayed until it is provided. The company at its expense may require an examination by a second health care provider designated by the company, if it reasonably doubts the medical certification you initially provide. If the second health care provider s opinion conflicts with the original medical certification, the company, at its expense, may require a third mutually agreeable, health care provider to conduct an examination and provide a final and binding opinion. The company may require subsequent medical recertification. Failure to provide requested certification within 15 days if such is practicable may result in delay of further leave until it is provided. Tracking Your Leave The 12 month period in which 12 weeks of leave may be taken will be tracked based on the first day of the FMLA leave. Reporting While On Leave If you take leave because of your own serious health condition or to care for a covered relation with a serious health condition, contact The Human Resources Manager on a prescheduled basis regarding the status of the medical condition and your intention to return to work. In addition, you must give notice as soon as practicable (within two business days if feasible) if the dates of leave change or are extended or initially are unknown). Returning to Work If you take leave because of your own serious health condition (except if you are taking intermittent leave), you must provide medical certification that you are able ot resume work before you return. Obtain return-to-work medical certification forms from The Human Resource Manager. Employees failing to complete the return-to-work medical certification form will not be permitted to resume work until it is provided. Certain highly compensated or key employees may be denied restoration to their prior or equivalent position. Key employees are those who are among the highest paid 10 percent of employees within 75 miles of the worksite. Denial is based on the following conditions: 31

32 1) The denial is necessary to prevent substantial economic injury to the employer; 2) The employer has notified the employee of his/her key employee status as well as the decision to deny restoration should the leave take place or continue; and 3) The employee elects not to return to work after being notified of the employer s decision. No Work While on Leave The taking of another job while on family or medical leave or any other authorized leave may lead to disciplinary action, up to and including discharge. State and Local Family and Medical Leave Laws Where state or local family and medical leave laws offer more protection or benefits to employees, the protection or benefits provided by such laws will apply. SHORT TERM DISABILITY BENEFITS Employees are eligible for short-term disability insurance after 4 consecutive weeks of fulltime employment or 25 days of regular part-time employment in accordance with state law. The insurance is designed to provide income for you when you are absent from work for more than 7 calendar days due to non-occupational illness, injury or pregnancy-related disability. The benefits are calculated as a percentage of your salary, up to a maximum each week as specified by law, for a duration of up to 26 weeks. The cost of this insurance is shared between the company and the employee. Provide written notice including a doctor s certificate stating the nature of the disability and your expected return to work date. Disability insurance information may be obtained from the Human Resources Manager. LONG TERM DISABILITY INSURANCE Eligible employees may participate in our long-term disability insurance program. Fulltime employees are eligible to enroll in this insurance program upon completion of 90 days of full-time employment. Long-term disability insurance provides eligible employees with a continuing source of income after 26 weeks of total disability. The benefits are calculated as a percentage of your salary. The cost of this insurance is fully paid by the company. This is intended as a summary of benefits only. Additional information may be provided by the Human Resources Manager. 32

33 SOCIAL SECURITY During your employment, you and the company both contribute funds to the federal government to support the Social Security program. This program is intended to provide you with retirement benefit payments and medical coverage once you reach retirement age. WORKER S COMPENSATION On-the-job injuries are covered by our Worker s Compensation insurance policy. This insurance is provided at no cost to you. If you are injured on the job, no matter how slightly, repost the incident immediately to The Director of Operations or the Human Resources Manager. Consistent with applicable state law, failure to report an injury within a reasonable period of time could jeopardize your claim. We ask for your assistance in alerting management to any condition which could lead or contribute to an employee accident. Additionally, the company will attempt to provide reasonable accommodation which is medically necessary, feasible, and does not impose an undue hardship on the company as prescribed by applicable federal, state or local law. 401(k) QUALIFIED RETIREMENT PLAN Our company provides eligible employees with a 401(k) Qualified retirement savings plan which is an excellent means of long-term savings for your retirement. The company s contribution, if any, is determined by the company on an annual basis. You can obtain a copy of the Summary Plan Description which contains the details of the plan including eligibility and benefit provisions from The Human Resource Manager. Full-time employees will become eligible after one year of employment. In the event of a conflict in the description of the plan, the official plan documents, which are available for your review, shall govern. If you have any questions regarding this plan, see the Human Resources Manager. EMPLOYEE ASSISTANCE PROGRAM Eligible full-time, part-time, regular and part time employees may participate in our employee assistance program immediately upon hire. Our EAP program helps eligible employees and their immediate families with a wide range of problems. Situations addressed by the EAP include marriage and family problems, emotional problems, alcoholism and alcohol abuse, drug abuse and dependency, financial problems, compulsive gambling and eating disorders. 33

34 Your conversations and all records are strictly confidential. The administrative cost of this program is fully paid for by the company. Complete details of the program may be obtained from the Human Resources Manager. Section four: ON THE JOB TIME AND ATTENDANCE Training Period While in their probationary training period (prior to clearing from training), employees are allowed the following missed time before being discharged: -4 instances of being late and/or leaving early (employment will be terminated on the 5 th incident) -2 unexcused absences (employment will be terminated on the 3 rd incident) - zero no call/no shows Any attendance incidents accumulated during your probationary training period will be counted toward your total number of incidents post training. Post-Training This policy applies to all hourly (non-exempt) associates after they have cleared from training. Occurrences will be based on a rolling 12 month period. Example: if your date of hire was 02/20/2012, any and all accumulated warnings would be cleared from your file as of 02/20/2013. Bonuses Any employee with perfect attendance within an individual calendar month will receive a $100 bonus. This includes all overtime/shift trades. Any employee with Good Effort attendance (defined as one incident of being late, leaving early, or an unexcused absence) will be awarded with a $25 bonus. Employees eligible for the Perfect Attendance/Good Effort bonus must be active for the full calendar month. Perfect attendance for 6 months will be rewarded with a $500 bonus. 34

35 Perfect attendance for one year will be rewarded with a $1000 bonus. Perfect attendance is defined having no non-scheduled absences, and no unscheduled lates/leave earlies within the above specified time frame. Attendance applies to one rolling year. What does this mean to you? If you have perfect attendance for one year you will receive bonuses totaling $2,700 above your hourly earnings! Bonus checks will be issued to the recipient of the award no later than the second payroll of the month following the perfect attendance month. Incidents No call/no show: 1 st occurrence =Final Written Warning 2 nd occurrence= Termination Non-Scheduled Absence from Work 1 st occurrence= verbal warning 2 nd occurrence= 2 nd verbal warning 3 rd occurrence= written warning 4 th occurrence= 2 nd written warning 5 th occurrence= 3 rd written warning and possible mandated Employee Assistance Program (EAP) referral 6 th occurrence= final written warning 7 th occurrence= termination Any consecutive days missed due to the same issue (medical or personal) will count as one incident. Example: You are out sick with the flu for 3 consecutive days. This would be considered one incident. MAS must have the proper supporting documentation (examples: court documentation, doctor s note, etc). Any medical absence longer than three days will require a doctor s note. 35

36 If you have a doctor s note excusing you from work, even though it was not pre-approved, this will be considered an excused absence and will not result in an incident being documented. MAS must have the proper documentation provided on the first day of the occurrence. Example: a dr. excuses you from work Monday and you are cleared to return on Thursday of the same week. We must have the documentation in the office *on Monday*. The dr. can fax the note to the office. If your child has a doctor s note excusing them from school/daycare, the same conditions as above will apply. It will be considered scheduled time away with the proper documentation received on the first date of the absence. Any absence with a doctor s note is considered excused only for the time period stated on the note and will count as one incident. Any time missed beyond that is considered unexcused. Example: The doctor excuses you from work Monday through Wednesday. You are still not feeling well on Thursday and elect to stay home. Thursday would be considered a non-scheduled, unexcused absence. When calling off for a shift, we must receive notification 3 hours prior to your shift start time. *You must call and speak directly with a supervisor.* Please provide the reason for the call off. Employees will no longer be allowed to make-up missed time from work. Time missed will be deducted from accrued PTO time. Tardy for work/need to leave early unscheduled 1 st occurrence= verbal warning 2 nd occurrence= 2 nd verbal warning 3 rd occurrence= 3 rd verbal warning 4 th occurrence= 4 th verbal warning 5 th occurrence= written warning 6 th occurrence= 2 nd written warning 7 th occurrence= 3 rd written warning and possible mandated Employee Assistance Program (EAP) referral 8 th occurrence= final written warning 9 th occurrence= termination 36

37 Please note that your first call should be taken at your appointed shift start time. If you fail to punch in, we will use the time of your first call as your start time. In order to punch in and get yourself situated prior to taking your first call, we request that you arrive 5-10 minutes prior to the start of your shift. If you fail to punch out at the end of your shift, the time your last call ended will be used as your punch-out time. Each employee is responsible for their own punches. Punching in/out on behalf of another employee is not acceptable under any circumstances and will result in disciplinary action. Personnel tasked with time-keeping functions are the only exception. SCHEDULING Shift bids will be presented as necessary. When a shift becomes available and all things are equal, the shift will be filled by seniority. Management reserves the right to fill shift bids as deemed necessary and appropriate. BREAKS During the course of your scheduled shift, we anticipate that you will need to take short breaks from your assigned duties. Breaks in accordance with NYS or Federal Labor Laws are allowed at the discretion of supervisory staff/management. Due to the type of business we are in, you must be available to return to your work station during all short breaks when you are on the clock. Leaving the premises is strictly prohibited. Your supervisor must know where you are at all times. MEAL TIME Per NYS Wage and Hour Division, all non-exempt employees working over 6 hours must punch out for a mandatory 30 minute meal break. In order to ensure compliance with this state law, MAS will enforce the following: Associates failing to punch out for a required meal time will have 30 minutes deducted from their daily wage. Associates failing to punch out for their full 30 minute break will have their time punch adjusted to reflect a full 30 minutes. Management reserves the right to adjust time punches to maintain compliance with this NYS mandated guideline. 37

38 It is associate responsibility to ensure they are granted a lunch break from supervisors/management when working 6 hours or more. EATING AT YOUR WORK STATION Consumption of food must not interfere with your ability to provide excellent customer service and under no circumstances can be audible to the caller. Snacking is permitted within reason as long as equipment and work station are kept debris-free. MAS encourages meals to be consumed on your break. STANDARDS OF CONDUCT Each employee has an obligation to observe and follow the company s policies to maintain proper standards of conduct at all times. If an individual s behavior interferes with the orderly and efficient operation of the company, corrective disciplinary measures will be taken. Disciplinary action may include may include a verbal warning, written warning, final written warning or discharge. The appropriate disciplinary action imposed will be determined by the company. The company does not guarantee that one form of action will necessarily precede another. All employees are expected to treat all co-workers, supervisory staff and management with respect and courtesy. This includes refraining from profanity, inappropriate discussions and distractions while at work. The following may result in disciplinary action, up to and including discharge: Violation of the company s policies or safety rules, including the Compliance Plan and Code of Conduct; insubordination; unauthorized or illegal possession, use or sale of alcohol or, ; insubordination; unauthorized or illegal possession, use or sale of alcohol or controlled substances on work premises or during working hours; unauthorized possession, use or sale of weapons, firearms, or explosives on work premises; theft or dishonesty; physical or sexual harassment; falsifying documents/records; disrespect towards fellow employees or visitors; performing outside work or use of company property, equipment, or facilities, in connection with outside work while on company time; poor attendance and poor performance. These examples are not all inclusive. We emphasize that discharge decisions will be based on assessment of all relevant factors. Nothing in this policy is designed to modify our employment-at-will policy. 38

39 Infractions: Rude to caller: First incident= call of apology as a condition of continued employment, final written warning and/or termination Refusing service to a caller: First incident: final written warning and/or termination. Second incident: termination (within one year of initial incident) Insubordination; rude, threatening or disruptive behavior while in the workplace: First incident: final written warning and/or termination Second incident: termination (within one year of initial incident) Bringing a weapon or dangerous instrument into the workplace without permission: First incident: final written warning and/or termination Second incident: termination (within one year of initial incident) Not following call-taking procedures: Subject to the discretion of the Training Supervisor and Management. Factors considered will include tenure with the company, severity of the offense, past mistakes of the same nature, intent, and training procedures. COMPANY STANDARDS MAS Company Standards outlining productivity, proficiency, and customer service is contained in a separate document (see attached). Failure to comply with outlined standards will be cause for discharge. ACCESS TO PERSONNEL FILES Upon written request, you make inspect your own personnel file once yearly. Inspections will be held on company premises in the presence of management. Contact The Human Resources Manager to arrange a time to view these records. You will be permitted to review records related to your qualification for employment, compensation and 39

40 disciplinary action. You are not permitted to access any letter of reference maintained by the company. If you disagree with the accuracy of any statement in the records and no correction can be agreed upon, you may submit an explanatory statement, which can be attached to the records. For more information contact the Human Resources Manager. USB/FLASH DRIVE USB/flash drives must be for business purposes only and must be approved by management. No unauthorized software is to be copied to the approved USB/flash drive. No data is to be transferred from the USB/flash drive to another computer that is not owned by Medical Answering Services, LLC. If the approved device is lost or stolen you must immediately report the incident to a manager in writing. Upon termination of employment, the authorized employee will submit the approved USB/flash drive to a manager to confirm all company data has been removed from the device. No cell phones are to be permitted to be plugged into any MAS computer for any purpose. COMPUTER SOFTWARE LICENSING MAS purchases or licenses the use of various computer software programs. Neither the company nor any of the company s employees have the right to duplicate this computer software or its related documentation. Unauthorized duplication of computer software is a federal offense, punishable by up to a $250,000 fine and up to five years in jail. The company does not condone the illegal duplication of software. You must use the software in accordance with the license agreement. This policy applies not only to individual desktop computers and laptops but to local area networks as well. Employees learning of any misuse of software or related documentation within the company shall notify a member of management. Employees who reproduce, acquire or use unauthorized copies of computer software will be subject to discipline, up to and including discharge. 40

41 SOLICITATION AND DISTRIBUTION In order to avoid unnecessary work interruptions, solicitation by an employee of another employee is prohibited while working on premises MA is not responsible for the collection or safe keeping of any monies o lost items at any time. All employees must have prior approval by the General Manager to solicit or distribute any products in the workplace. CHANGES IN PERSONAL DATA To aid you/your family in matters of personal emergency, we need to maintain up-to-date information. Changes in name, address, telephone, marital status, number of dependants or changes in next of kin/emergency contact information/beneficiaries should be given to the Human Resources Manager and finance department. Upon separation from the company it is your responsibility to insure we have a current address on file. PROTECTING COMPANY INFORMATION Do not discuss confidential business with anyone who does not work for us. All telephone calls regarding a current or former employee s position/compensation with our company must be forwarded to the Director of Human Resources. Under no circumstances will outside requests for customer material be fulfilled unless prior written permission is received from the Human Resources Manager. CONFLICT OF INTEREST/CODE OF ETHICS A company s reputation for integrity is its most valuable asset and is directly related to the conducts of its officers and other employees. Therefore, employees must never use their positions with the company, or any of its customers, for private gain, to advance personal interests or to obtain favors or benefits for themselves, members of their families or any other individuals, corporations or business entities. Medical Answering Services adheres to the highest legal and ethical standards applicable in our business. The company s business is conducted in the strict observance of both the 41

42 letter and the spirit of all applicable laws and the integrity of each employee is of the utmost importance. Employees of the company shall conduct their personal affairs in such a fashion that their duties and responsibilities to the company are not jeopardized and/or legal questions do not arise with respect to their association or work with the company. CARE OF EQUIPMENT You are expected to demonstrate proper care when using the company s property and equipment. No property may be removed from the premises without the proper authorization of management. If you lose, break or damage any property, report it to your supervisor at once. TRAVEL/EXPENSE ACCOUNTS Medical Answering Services will reimburse employees for reasonable expenses incurred through pre-approved business travel or entertainment. All cash advances must be accounted for and expense receipts are required. The following business expenses will be reimbursed: travel expense, automobile/mileage, lodging, tips and business meals (in accordance with our per diem rates; room service excluded). This list is not all-inclusive. See The Director of Finance regarding additional reimbursable business expenses. PERSONAL PROPERTY The company is not responsible for loss or damage to personal property. VISITORS If you are expecting a visitor, please notify the General Manager. All visitors must remain in a public area of the office space (i.e. vestibule, etc). Visitors are not allowed in any areas of the building without being accompanied by an authorized employee. Under no circumstances will visitors be allowed is confidential or unauthorized areas. If extenuating circumstances arise where children need to be at work, prior approval must be obtained. 42

43 PERSONAL TELEPHONE CALLS The occasional use of the company s telephones is permitted for personal emergencies. Routine personal calls are not allowed. /COMPUTER MONITORING The system is intended for business use only. The use of the company s system to solicit fellow employees or distribute non-job related information to fellow employees is strictly prohibited. Our company s policies against sexual and other types of harassment apply fully to the e- mail system. Violation of these policies are not permitted and may result in disciplinary action, up to and including discharge. Therefore employees are also prohibited from the display or transmission of sexually explicit images, messages, ethnic slurs, racial epithets or anything which could be construed as harassment or disparaging to others. Employees shall not use unauthorized codes or passwords to gain access to others files. All passwords must be made available to the company at all times. Please notify The Director of Operations if you need to change your password. Violation of this policy may result in disciplinary action, up to and including discharge. For business purposes, management reserves the right to enter, search and/or monitor the private company system and the files/transmission of any employee without advance notice and consistent with applicable state and federal laws. INTERNET USAGE The internet is intended for business purposes only. The use of the company s internet access for non-job related solicitations including, but not limited to, religious or political causes is strictly prohibited. Our company s policies against sexual and other types of harassment apply fully to internet usage. Violations of these policies are not permitted and may result in disciplinary action, up to and including discharge. Employees are also prohibited from displaying, transmitting, or downloading sexually-explicit images, messages, ethnic slurs, racial epithets or anything that could be construed as harassment or disparaging to others. Consistent with applicable federal and state law, the time you spend on the internet may be tracked for business purposes. All abnormal usage will be investigated thoroughly. 43

44 Employees learning of any misuse if the internet shall inform a member of management. Violation of this policy may result in disciplinary action, up to and including discharge. OUTSIDE EMPLOYMENT Outside employment must not conflict in any way with your responsibilities within our company. You may not work for competitors nor may you take an ownership position with a competitor. Employees may not conduct outside work or use company property, equipment, or facilities in connection with outside work while on company time. DRESS POLICY Our company strives to provide a comfortable and pleasant working environment for our associates. Although your job responsibilities may not put you in direct contact with our clients, you represent the company in your appearance as well as your actions. Being properly attired helps to foster a sense of professionalism in the office, as well as creating a favorable public image for the company. The dress code is business casual. Slacks Jeans will remain permissible if no holes, tears, or painted graphics. Pants must be worn at the waist with no undergarments showing. Shorts will be allowed for comfort during the summer months (May-September), however the length must be at or below the knee. Cut off shorts are not permissible. Sweatpants/trackpants are not allowed. Matching coordinate sets of a casual nature are permissible if in good condition. Tops Strapless/spaghetti strap tops (or dresses) will be permissible if worn under a sweater or jacket. Sleeveless blouses are acceptable if tasteful and no undergarments are showing. T- shirts are allowed if in good condition and free of offensive slogans. Men s undershirts may not be worn as shirts. Undergarments should not be visible through the top garment. Company polo shirts are encouraged. Sweatshirts/hoodies in good condition are permissible, however the hood may not be worn. MAS fleece wear is encouraged. Dresses/Skirts 44

45 Dress and skirt length should be no shorter than four inches above the knee. Strapless dresses are not permissible unless worn under a jacket/sweater. Footwear Shoes must remain on feet at all times, including under your cubicle. No slippers/slipperlike shoes are permissible. Sneakers are allowed if in good condition. Stiletto heels are not permissible as they pose a safety hazard. Personal Hygiene Heavy perfumes/colognes should be used sparingly. Associates are expected to maintain the highest standards of personal cleanliness and present a neat, professional appearance at all times. Other Items worn on the head (excluding those worn for religious reasons) are not permissible, including scarves, wraps, hats, etc. No Bluetooth wireless devices may be worn unless on an approved break. No blankets/snuggies are to be permitted. MAS fleece jackets are encouraged. Winter coats may not be worn indoors. Clothing must not be of a tight nature, and one s person must be appropriately covered. Please note there may be days when you are required to wear your MAS shirt. You will be given advance notice. Management team members will determine if an item is inappropriate for the workplace. In the event that an item is deemed inappropriate, the associate will be sent home to change. The associate will be expected to return to work in a timely fashion and will not be compensated for missed time. PARKING Free parking facilities are available to employees. The company is not responsible for loss, damage or theft of your vehicle. CELLULAR TELEPHONES Employee s personal cell phone usage is prohibited while the employee is on the clock, except with the permission of a supervisor/manager. Cell phone conversations must take place off the floor. 45

46 Employees who are issued a company cell phone are expected to demonstrate proper care of their cell phones. If you lose, break, or damage your cell phone you must report it to the Chief Operating Officer at once. All cellular telephones issued by the company must be returned upon leaving the company or upon transferring to a position that does not require a company cell phone. CONTACT WITH THE MEDIA All media inquiries regarding the company and its operations must be referred to the COO/President. Only the COO/President are authorized to make or approve public statements pertaining to the company or its operations. IF YOU MUST LEAVE US Should you decide to leave your employment with us, we ask that you provide the Human Resources Manager with at least two weeks advance notice. Employees who are rehired following a break in service on excess of six months, other than an approved leave of absence, must serve a new initial introductory period whether or not such a period was initially completed. Such employees are considered new employees from the effective date of their reemployment for all purposes, including the purpose of measuring benefits. Our company does not provide a letter of reference to former employees. Generally, upon request, we will confirm upon request our employees dates of employment and job title upon departure. All requests should be forwarded to the Human Resources Manager. All company property, including this handbook, must be returned upon termination. Otherwise, the company may take action to recoup any replacement costs and/or seek the return of company property through appropriate legal recourse. You should notify the company if your address changes during the calendar year in which termination occurs so that your tax information will be sent to the proper address. Section five: SAFETY IN THE WORKPLACE EACH EMPLOYEES RESPONSIBILITY 1. Notify your supervisor of any emergency situation. If you are injured or become sick at work, no matter how slightly, you must inform your supervisor immediately. 46

47 2. The unauthorized use of alcoholic beverages or illegal substances during working hours will not be tolerated. Advise your supervisor of any over the counter drugs that may alter your performance, make you drowsy, or jeopardize your safey and the safety of your co-workers. The possession of alcoholic beverages or illegal substances on company property is forbidden. 3. Use, adjust, or repair equipment only if you are trained and qualified. 4. Get help with lifting or pushing heavy objects. 5. Understand your job fully and follow instructions. If you are not sure of the safe procedure, ask your supervisor. 6. Know the locations, contents and use of first aid and firefighting equipment. 7. Refrain from bringing weapons, firearms or hazardous substances into the workplace. HEPATITIS B VACCINE As required by OSHA regulations and for your protection, MAS provides the Hepatitis vaccine to all employees who are identified as at risk. This vaccine will be made available to you after you have been informed of the vaccine s effects, safety considerations, method of administration, the benefits of being vaccinated, and the no-cost provision. Employees will be eligible for the vaccine within ten working days of their first day of work. Under certain circumstances as provided by OSHA standards, the vaccine may not be made available. WORKPLACE SEARCHES To protect the property and to ensure the safety of all employees, customers and the company, the company reserves the right to conduct personal searches consistent with state law, and to inspect any packages, parcels, purses, handbags, briefcases, lunch boxes or any other possessions or articles carried to and from the company s property. In addition, the company reserves the right to search any employee s office, desk, files lockers equipment or any other area or article on our premises. In this regard, it should be noted that all offices, desks, files, lockers, equipment, etc. are the property of the company, and are issued for the use of employees only during their employment. Inspection may be conducted at any time at the discretion of the company. Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this policy may not be permitted to enter the premises. Employees working, entering or leaving the premises who refuse to cooperate in an inspection as well as employees who after the inspection are believed to be in the possession of stolen property or illegal substances, will be subject to disciplinary action to and including discharge, if upon investigation they are found to be in violation of the company s security procedures or any other company rules and reg 47

48 WORKPLACE VIOLENCE Violence by an employee or anyone else against an employee, supervisor or member of management will not be tolerated. The purpose of this policy is to minimize the potential risk of personal injuries to employees at work and to reduce the possibility of damage to company property in the event that someone, for whatever reason, may be unhappy with a company decision or action by an employee or member of management. If you receive or overhear any threatening communications from an employee or outside third party, report it to your manager at once. Do not engage in either physical or verbal confrontation with a potentially violent individual. If you encounter an individual who is threatening immediate harm to an employee or visitor to our premises, contact 911 immediately. All reports of work-related threats will be kept confidential to the extent possible, investigated and documented. Employees are expected to report and participate in an investigation of any suspected or actual cases of workplace violence. Violations of this policy, including your failure to report or fully cooperate in the company s investigation, may result in disciplinary action, up to and including immediate discharge. SMOKING IN THE WORKPLACE Our company is committed to providing a safe and healthy environment for our employees and visitors. Smoking is allowed only in designated areas outside the building. CONCEALED WEAPONS Unauthorized possession, use or sale of weapons, firearms or explosives on work premises, while operating company machinery, equipment or vehicles for work-related purposes or while engaged in company business off premises is forbidden in accordance with state and local laws. This policy applies to all employees, including but not limited to those who have a valid permit to carry a firearm. Employees who are aware of violations or threats of violations of this policy are required to report such violations or threats of violations to their supervisor immediately. Violations of this policy will result in disciplinary action, up to and including discharge. IN AN EMERGENCY 48

49 Your supervisor should be notified immediately when an emergency occurs. Emergencies include all accidents, medical situations, bomb threats, other threats of violence, and the smell of smoke. If your supervisor is unavailable, contact the nearest member of management. Should the emergency result in the need to communicate information to employees outside of business hours, your supervisor will contact you. Therefore it is important that employees keep their emergency contact information up to date. Notify your Human Resources Manager in the event this information changes. When events warrant an evacuation of the building, you should follow in the instructions of your supervisor or management. You should leave the building in a quick and orderly manner. You should assemble at the pre-determined location as communicated to you by your supervisor to await further instructions or information. Please direct any questions you may have about the company s emergency procedures to your supervisor. SUBSTANCE ABUSE The company has vital interests in ensuring a safe, healthy and efficient working environment for our employees, their co-workers, and the customers we serve. The unlawful or improper presence or use of controlled substances or alcohol in the workplace presents a danger to everyone. For these reasons, we have established as a condition of employment and continued employment the following substance abuse policy. Employees are prohibited from reporting to work or working while using illegal or unauthorized substances, except when pursuant to a doctor s orders and the doctor advised the employee that the substance does not adversely affect the employee s ability to safely perform his/her job duties. In addition, employees are prohibited from engaging in the unlawful or unauthorized manufacture, distribution, sale or possession of illegal substances and alcohol in the workplace including: on company paid time, on company premises, in company vehicles or while engaged in company activities. Employees are also prohibited from reporting for duty with any alcohol in their systems. Employees are also prohibited from consuming alcohol during working hours, including meal and break periods. This does not include the authorized use of alcohol at company-sponsored functions or activities. Your employment or continued employment with the company is conditioned upon your full compliance with the foregoing substance abuse policy. Any violation of this policy may result in disciplinary action, up to and including discharge. Furthermore, any employee who violates this policy who is subject to termination may be permitted, in lieu if termination, at the company s sole discretion, to participate in and fully complete an appropriate treatment, counseling or rehabilitation program as recommended by a substance abuse professional as a condition of employment and in accordance with 49

50 applicable federal, state and local laws. The company assures that any information concerning an individual s substance or alcohol use will remain confidential Consistent with its fair employment policy, the company maintains a policy of nondiscrimination and reasonable accommodation with respect to recovering addicts and alcoholics, and those having a medical history reflecting treatment for substance abuse conditions. We encourage employees to seek assistance before their substance or alcohol use renders them unable to perform their essential job functions or jeopardizes the health and safety of themselves or others. The company will attempt to assist its employees through referrals to rehabilitation, appropriate levels of absence and other measures consistent with the company s policies and applicable federal, state, or local laws. The company further reserves the right to take any and all appropriate and lawful actions necessary to enforce this substance abuse policy, including but not limited to, the inspection of company issued lockers, desks or other areas of concealment, as well as the employee s personal property when the company has reasonable suspicion to believe that the employee has violated this substance abuse policy. This policy represents management guidelines and should not be interpreted as a contract of employment. 50