Southern Mono Healthcare District Policy POLICY: Telecommuting Policy DEPARTMENT: Human Resources Written by: Jeff Byberg Page 1 of 5 Approved by: Senior Management (8/24/2010 meeting) Effective Date: 8/25/2010 Reviewed by: Revised Date: DISTRIBUTION: X District-wide Community Relations Engineering Laboratory Pediatrics Senior Managers Accounting Data Support HIMS Maint/Engineer Perinatal Urology Administration Data Quality Housekeeping Medical Staff Perioperative Woman s Health Admitting Dental Human Resource Med /Surg Pharmacy Bio-Medicine Dietary Information Systems Nursing Physical Therapy Bishop Bus. Office Education Internal Med ORTHO Purchasing Bridgeport Emergency Dept Interpreters Patient Accounts Radiology Purpose Mammoth Hospital strives to deliver excellent, compassionate health care services to our residents and visitors. This requires that the majority of our staff be available on-campus to serve the needs of our patients and guests, both internal and external. Although the Hospital generally does not permit employees to telecommute or work off the company s premises, the purpose of this policy is to provide guidance and clarification when such arrangements are considered and allowed. Definitions Mammoth Hospital The Southern Mono Healthcare District (SMHD) or the Hospital. Telecommuting the occasion where the employee is allowed to work from their home or from a location other than the Hospital campus or satellite locations. Scope / Applicability This policy applies to all SMHD employees (though excludes Senior and Director-level positions) Policy Occasions may arise where employees and their department management believe they can efficiently perform their duties from their homes. In such cases, employees can submit a written request to telecommute. Mammoth Hospital may grant or deny such a request in writing in its sole and absolute discretion. Mammoth Hospital may decline a request where it determines that it is inconsistent with its business needs, other interests or the employee s job functions. As illustrations, a request may be denied where direct interaction between the employee and other workers or employer representatives is important or where the employer s standards of quality, quantity, efficiency, productivity or safety may be compromised if the employee does not work on the Hospital s premises. Where approval is granted, employees must comply with all personnel policies and safety standards. These include the policies against unauthorized overtime work and those Page 1 of 5
concerning meal periods, rest periods, workplace safety and security, trade secrets, confidentiality and record-keeping. Requests that are based on the existence of a disability and a need for reasonable accommodation will be evaluated based on all applicable legal standards and medical information provided by the employee. Mammoth hospital will engage in an interactive process with the employee to evaluate reasonable accommodations, including the possibility of telecommuting where it can occur without creating an undue hardship. Requests to Telecommute: Mammoth Hospital is not able to guarantee employees the opportunity to work from their homes or to telecommute. The Hospital will consider requests to telecommute where such requests are submitted in writing first to the employee s Manager and subsequently to the Human Resources Department. The Hospital s Request to Telecommute/Agreement form needs to be filled out in its entirety, and will describe the advantages of telecommuting, the need if any, to telecommute, and the manner in which the employee can telecommute without experiencing any reduction in work quality, efficiency or productivity. Permission to work from home can be granted with the approval of an employee s Manager and Senior Manager. Approval will be provided only where the employer determines, in its sole discretion, that the employee can be reasonably accommodated and perform all the duties and responsibilities of the position in a productive, efficient, and satisfactory manner that is consistent with the needs of the organization. Approvals can be granted on a part-time, full-time, temporary, or ongoing basis. Approvals that are granted can later be withdrawn in the employer s sole and absolute direction. Responsible Department The Human Resources Department will forward all completed Request to Telecommute/Agreement forms to Senior Management for review. If approved, a copy of the agreement will be kept in the employee s personnel file. Sanctions Violations of this policy may result in disciplinary measures for the involved employee, up to and including dismissal. Renewal / Review This policy is to be reviewed annually or as needed to determine if the policy complies with current SMHD needs, policies and standards. Page 2 of 5
Request to Telecommute / Agreement Form Date of Request: Employee Requesting: Department: Position: Request is (circle one): part-time full-time temporary on-going 1. Please provide the reason for the request, including the advantages of telecommuting, the need if any, to telecommute, and the manner in which the employee can telecommute without experiencing any reduction in work quality, efficiency or productivity. Employee Signature Manager Page 3 of 5
1. Telecommuting is not an employee benefit intended to be available to all Hospital employees. As such, no Mammoth Hospital employee is entitled to, or guaranteed the opportunity to, telecommute. 2. Your salary, job responsibilities, and benefits will not change if you are approved to telecommute, except as they might have changed had you stayed in the office full-time, e.g., regular salary reviews will occur as scheduled, and you will be entitled to any company-wide benefits changes that may be implemented. You agree to comply will all existing job requirements as now are in effect in the office. 3. Your total number of work hours are not expected to change while telecommuting and you will be responsible for providing your Manager with a weekly accounting of your work hours as is Hospital practice. In the event that you expect to work more than the standard number of hours, this must be discussed and approved in advance by our Manager, just as any overtime scheduling would normally have to be approved. 4. Your daily work schedule for the days when you are working at home is subject to negotiation with and approval by your Manager. If your job duties allow it and your Manager feels a change would not impair your ability to be in contact with co-workers, you are free to vary your hours to suit your preference. Your Manager may require that you work certain core hours and to be accessible by telephone during those hours. 5. Mammoth Hospital will provide the necessary computer, software and other equipment needed for you to do your job. All of these items remain the property of Mammoth Hospital and must be returned to the Hospital upon request, in case of an extended illness, upon your resignation or termination, or if you are no longer approved to telecommute. 6. Office supplies as needed will be provided by the Hospital; your out-of-pocket expenses for other supplies will not be reimbursed unless by prior approval of the department Manager. Also, Mammoth Hospital will not reimburse you for travel expenses to and from the Hospital on days when you come into the Hospital, nor for any home-related expenses such as construction, renovations, heating/air conditioning, lighting, or electricity. 7. The computer, software, and any other equipment or supplies provided by Mammoth Hospital are provided primarily for use on Hospital assignments. The equipment may not be used by other household members. Hospital software may not be duplicated except as formally authorized. 8. Any Hospital materials taken home should be kept in your designated work area at home and not be made accessible to others. In no case will you take proprietary or confidential materials home except with the approval of your Manager. 9. Mammoth Hospital is interested in your health and safety while working from home just as it is while you work at the Hospital. For this reason, you are required to maintain a separate, designated work area at your home. Mammoth Hospital has the right to visit your home work area to see if it meets company safety standards, such visits will be Page 4 of 5
schedule with at least 24 hours advance notice. Employees who are authorized to work from home or any off-site location must assure Mammoth Hospital that they can safely and efficiently perform all of their duties and responsibilities. They must agree to maintain their work areas free of all dangers, safety hazards, and risks that could endanger themselves, their family members or others. They must also agree to take all steps necessary to safeguard and protect all property and confidential, sensitive, and proprietary information of Mammoth Hospital. If you have any questions about the adequacy/safety of your home work area, Mammoth Hospital will help you in this regard. 10. Mammoth Hospital will be responsible for any work-related injuries under our state s Worker s Compensation laws, but this liability is limited to injuries resulting directly from your work and only if the injury occurs in your designated work area. Any claims will be handled according to the normal procedure for Worker s Compensation claims. 11. Non-exempt employees who receive approval to telecommute or any off-site location must comply with all record-keeping requirements and must accurately record all working time. They must also take meal and rest periods in accordance with employer policies. Employees are not exempt from the meal period, rest period, or recordkeeping rules solely because they are permitted to work at their home or another offsite location. 12. Telecommuting is not to be viewed as a substitute for dependent care. Mammoth Hospital expects that you will make arrangements for someone to care for your children or other dependents (if applicable) if needed. 13. It will be your responsibility to determine any income tax implications of maintaining a home office area. Mammoth Hospital will not provide tax guidance nor will the company assume any additional tax liabilities. You are encouraged to consult with a qualified tax professional to discuss income tax implications. 14. Telecommuting workers are required to travel to the hospital to attend mandatory training, department meetings, personnel reviews, and other organizational requirements as determined by their manager. I have read and understand this agreement and accept its conditions. Employee Signature Date Human Resources Representative Date Page 5 of 5