QMS STANDARDS
REFERENCE DOCUMENT COVER PAGE
THIS REFERENCE DOCUMENT PROVIDES INFORMATION, GUIDANCE AND/OR SUPPORTING MATERIAL TO A QUALITY MANAGEMENT SYSTEM STANDARD OPERATING PROCEDURE AND/OR WORK INSTRUCTION. THIS COVER PAGE IS INTENDED FOR INTERNAL PURPOSES ONLY AND SHALL BE ATTACHED AND MAINTAINED TO ALL REFERENCE DOCUMENTS. DO NOT PRINT THIS COVER PAGE WHEN DISTRIBUTING DOCUMENTS TO EXTERNAL PARTIES. OPERATING COMPANY: ABM
AREA: Operations TYPE OF PROCEDURE: Management System
REF DOC NO:
R-ABM-1101-1
STATUS:
Released
IMPLEMENTED:
9/6/2013
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT
1.0 DOCUMENT HISTORY REVISION (X.X) 1.0
DATE OF LAST REVISION (MM/DD/YY) 09/05/13
DOCUMENT AUTHOR: Melissa Cipriani; Greg Lush
LAST APPROVAL DATE (MM/DD/YY) 09/06/13
DOCUMENT MANAGER: Melissa Cipriani
REASON FOR CHANGE: SECTION / PARAGRAPH
Revision
1.0
All
DATE
CHANGE MADE
MM/DD/YY
Initial entry
09/05/13
APPROVALS FIRST APPROVER NAME: GREG LUSH TITLE: SENIOR VP OF LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL
SECOND APPROVER NAME: TITLE: SIGNATURE:
THIRD APPROVER NAME: TITLE: SIGNATURE:
DOCUMENT HISTORY SECTION: Document Created on 09/05/13 by Melissa Cipriani
ABM QMS Controlled Document Reference Document R-WI-ABM-1101-1
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Cellular Phone Procurement and Usage Compensation V5 024.010
POLICY:
1. To provide a process of procuring a cellular telephone for hospital business. 2. Personally owned cellular telephones are often used for hospital business and likewise, hospital owned cellular telephones may sometimes be used for personal business. Therefore, a system of proper compensation for the charges incurred is required. The Usage of Wireless Devices inside Munson Facilities is restricted. See Policy 024.017
PROCEDURE: Procurement of a cellular telephone for hospital business. 1. Requests for procurement of hospital owned cellular telephones must be made to Communications Systems either via written memo or internal email from the Administrative Vice President over whose area the request originated from. Cellular Phone procurement and monthly charges will be the responsibility of the requesting department.
2. The specific charge center and purpose/individual must be provided in order to allow for proper accounting.
3. The cellular service must be provided by the hospitals standard vendor unless there is a specific demonstrated need for an alternative provider.
4. Upon request, a copy of the monthly bill can be provided to the responsible Manager/Director for review.
5. Department managers are responsible to report to Communications Systems any change in the status of this service, including charge center, purpose/individual assigned, repair/services issues, etc.
6. It is estimated that a cellular phone will take approximately 10 business days to acquire.
Compensation to employee for charges incurred for hospital business on their personal phones
ABM QMS Controlled Document Reference Document R-WI-ABM-1101-1
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1. On occasion, employees will use their personal cellular phones for hospital business. In order for employees to get reimbursed, use Employee Expense Report form #357.
2. Attach photocopy of cellular bill, highlighting charges specific to hospital business.
3. Calculate total number of usage minutes. The hospital will reimburse only at current hospital agreement rates , including long distance and roaming charges.
4. A copy of the current rate plan is available from Communications Systems. 5. The hospital rate plans are available from current vendor to employees in order to provide for equitable compensation.
Compensation to hospital for personal usage of hospital owned cellular telephone. 1. Hospital owned cellular telephones are provided to key areas and functions for hospital business. On occasion, hospital owned cellular phones will be used for personal business.
2. Upon request, copies of Cellular bills can be sent to the Department Manager, Director, or Administrator responsible for the account.
3. It is their responsibility to review these bills and ask the appropriate staff to review and identify their personal usage.
4. Once the charges are identified, the employee will use Employee Expense Report form #357 to report and compensate the hospital for this usage, including air time, long distance and roaming fees at actual rates from bill.
5. If a cell phone is assigned to an individual that intends to use the phone for personal business, the individual shall pay 50% of the monthly costs of the phone in lieu of itemizing the bill. This can be accomplished through payroll deduction. See the attached form "Cell Phone Assignment Approval and Agreement". The other 50% of costs of
ABM QMS Controlled Document Reference Document R-WI-ABM-1101-1
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Cellular Service shall be charged to the responsible department. Employee's that are approved for this service are to read and sign the attached agreement, and are responsible for periodic review of this policy and its future amendments. Employees are personally responsible for extraordinary charges to the service that are not approved by their manager.
6. The cost of purchase of Cell Phones, including "I-Phones", shall be shared 50%/50% between the hospital and the assigned user. Repair and replacement of cellular devices will be shared 50%/50% to the individual and to the responsible department. Should the loss or damage to a device be determined to be due the the employees negligence, they may be asked to compensate the hospital, or be subject to disiplinary action.
the assigned phone is the type commonly known as an “I-Phone”, an account with Apple corporations “I-Tunes” is required to activate the phone. This requires the employees personal credit card to be provided to Apple. This will be the responsibility of the assigned individual. Any charges accrued by use of this account will be the individuals responsibility. If these charges are for hospital business, they should be accounted and compensated to the employee by use of the employee expense report and approved by their manager. 7. If
Data, Text Messaging, and Other Services For Cellular Phones
1. Some phones may have additional services in order to allow Text Messaging, transmit data, provide internet access (i.e. access to GWWEB), syncronization to email (such as NotifyLink), etc. This shall include wireless data services for notebook computers.
2. The monthly cost for these additions must be approved by the administrative V.P. approving the cellular service
3. All charges for these services are to be shared with the assigned employee and the responsible department under the same 50% payroll deduction methodology as the cellular service.
ABM QMS Controlled Document Reference Document R-WI-ABM-1101-1
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