Welcome to MPG
Human Resources Welcomes You
We're here to support you during your Millennium employment journey.
At Millennium, we believe the core of our organization is our employees. More than 2600+ staff members (physicians, nurses and support staff) are dedicated to our mission of connecting the best doctors, service, and quality - every patient, every time. In this folder, Millennium employees can find access to services including viewing new career opportunities, finding information on programs, policies and procedures and more.
HUMAN RESOURCES
Julie Greaves Human Resources Director Call Julie for questions regarding the overall administration and coordination of the HR department, policies and procedures etc. Phone: 844-674-6700 x170422 Julie.Greaves@mpgus.com
Cindy Beacker HR Representative Contact Cindy for general HR questions, new hire processing, I.D. badge requests, employment verifications, name changes, uniform vouchers etc. Phone: 844-674-6700 (Main HR Number) Phone: 844-674-6700 x170455
Cindy.Beacker@mpgus.com Benefits Management Lori Jordan Donna Wisniewski HR Benefits and Administrative Manager HR Benefits Specialist Contact Lori regarding any and all benefits, 401k, ADP Contact Donna regarding any and all benefits, 401k, and Benefits management. disability, FMLA and other forms of leave. Phone: 844-674-6700 x170432 Phone: 844-674-6700 x170421
Lori.Jordan@mpgus.com
Donna.Wisniewski@mpgus.com
Employee Relations Management Ornela (Ella) Toska Mindy Hansen HR Employee Relations Manager HR Retention & Employee Relations Specialist Contact Ella for work-related issues, policies & Contact Mindy for general HR policy and procedures procedures and performance management. questions, turnover, workers’ compensation, etc. Phone: 844-674-6700 x170451 Phone: 844-674-6700 x170420
Ornela.Toska@mpgus.com
Mindy.Hansen@mpgus.com
Talent Acquisition and Onboarding Kim Myers (Talent Acquisition Manager) & Rebecca (Becca) Bradley Katie Gossic (Healthcare Recruiter) Recruiting & Onboarding Specialist Contact Kim and/or Katie for questions regarding Contact Becca for general HR questions, recruiting, position requests, offers of employment, job internships/preceptorships, transfers, personnel action descriptions and anything recruiting. forms, etc. Kim: 844-674-6700 x170431 Katie x170153 Phone: 844-674-6700 x170410
Kimberly.Myers@mpgus.com Katrina.Gossic@mpgus.com
Rebecca.Bradley@mpgus.com
Regional Management John Lynch Regional HR Business Partner – Jacksonville Contact John for work-related issues such as workers comp, FMLA, recruiting, and general HR questions in relation to the Jacksonville area. Phone: 844-674-6700 x200210
HRIS Analytics Linda Timmer HRIS Analyst Contact Linda for HR Reporting, Analytics, data audits, system implementations, etc. Phone: 844-674-6700 x170141
John.Lynch@mpgus.com
Linda.Timmer@mpgus.com
COMPLIANCE, ETHICS, RISK & PRIVACY TEAM Tina C. Tolliver, MJ, CCEP, CHPC, CHCQM-RM Chief Compliance, Ethics & Risk Officer Privacy Officer
COMPLIANCE HOTLINE 855-517-8676
Office:239-217-4636; Ext. 100333 Cell: 239-284-2505 tina.Tolliver@mpgus.com
COMPLIANCE EMAIL compliance@mpgus.com COMPLIANCE FAX 239-599-2847
Tracy John, CHC, CHPC Sr. Compliance & Risk Deputy
Luann Gondocs, CHC, CHPC Sr. Compliance & Privacy Deputy
Daniel Adler, Esq. Legal, Contracts & Compliance, Specialist
Office:239-217-4636, Ext. 100394 Cell: 941-875-3117 tracy.john@mpgus.com
Office:239-217-4636, Ext. 100393 Cell: 239-887-5864 luann.gondocs@mpgus.com
Office:239-217-4636, Ext. 100152 Cell: 239-478-8539 daniel.adler@mpgus.com
Amina Gomango Compliance Coordinator
Jamie Thierer Compliance Coordinator
Debbie Walling Compliance Assistant
Office:239-217-4636, Ext. 100397 Cell: 941-380-7123 amina.gomango@mpgus.com
Office:855-674-740, Ext. 100396 Cell: 941-875-3303 jamie.thierer@mpgus.com
Office:855-674-740, Ext. 100395 Cell: 941-jamie.thierer979-2053 deborah.walling@mpgus.com
2021 Benefits Overview We have partnered with OneDigital Health and Benefits to provide our employees with the best experience with employee benefits possible. OneDigital provides support in the enrollment process, helps educate you about insurance, and teaches you how to navigate the healthcare system so you can be a better healthcare consumer.
Going tobacco free could lower the cost of your medical coverage! We even have an in-house pharmacy for you to pick up your prescriptions when you need them most.
CONQUER YOUR HEALTH COVERAGE
SAVE FOR YOUR HEALTH
Our Medical plan options through Blue Cross Blue Shield (BCBS) National Alliance provide you with the peace of mind you need, whether it be going for your annual checkup or heading into surgery.
If you elect either HDHP plan, Millennium Physician Group contributes up to $750 per year to your Health Savings Account (HSA). This contribution allows you to pay for medical expenses like office visits, prescriptions, eye exams, dental treatments, weight loss programs, and more.
There are four Medical plans to choose from: 1. $3,350 HDHP (Base plan) 2. $2,000 HDHP 3. $2,250 PPO 4. $1,250 PPO
VIDEO CHAT WITH A DOCTOR Teladoc, offered at no cost, allows you to see a doctor for certain medical conditions from the comfort of your own home.
The Base plan for Employee Only Non-Tobacco coverage is offered at no cost to eligible employees. Taking a trip to the Grand Canyon? Backpacking through Europe? Take your health coverage with you: the National PPO network gives you access to see a doctor through the Blue Cross & Blue Shield BlueCard PPO program. You will have access to 96% of U.S. hospitals and 95% of U.S. physicians, as well as options while traveling abroad.
FILL THE GAPS Sometimes your health insurance doesn’t cover everything due to rising deductibles and premiums. That’s where Gap coverage through Symetra comes in: it is designed to cover those gaps and allow you to pursue your health goals with confidence.
You are not required to choose a doctor when you enroll, allowing you the freedom to find an in-network doctor that’s best for you.
continued on page 2
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LET US EASE THE BURDEN
GET THE COMPLETE PACKAGE
While we contribute a portion towards a majority of your benefits, the following benefits are provided to eligible employees at no cost.
To provide you and your family with the protection you need, we also offer: Dependent Care Flexible Spending Account (FSA) Dental Vision Basic Life Voluntary Life Short Term Disability Long Term Disability Accident Critical Illness Hospital Indemnity Identity Theft Protection Pet Insurance MetLife Home & Auto®
FULLY EMPLOYER-PAID BENEFITS: Employee Only Non-Tobacco coverage for Medical plan $3,350 HDHP (Base Plan) through BCBS Telehealth program through Teladoc Basic Life and AD&D coverage through Symetra Short Term Disability coverage through Symetra (goes into effect after 1 year of full-time employment) Employee Assistance Program (EAP) through Symetra BIWEEKLY PAYROLL DEDUCTIONS MEDICAL $3,350 HDHP HSA NON-TOBACCO
TOBACCO
$0.00
$34.62
Employee & Spouse
$202.35
$236.97
Employee & Child(ren)
$134.78
$169.39
Employee & Family
$376.10
$410.71
Employee Only
ENROLL IN YOUR BENEFITS Technology is embedded in our daily lives. Why should electing your benefits be any different? Once you are eligible, you will use an online platform called Benefitsolver to enroll in your coverage.
$2,000 HDHP HSA NON-TOBACCO
TOBACCO
Employee Only
$35.08
$69.70
Employee & Spouse
$276.97
$311.59
Employee & Child(ren)
$200.00
$234.62
Employee & Family
$474.88
$509.50
You can learn more about your plan offerings and eligibility in our Enrollment Guide.
COMPANY PERKS
$2,250 PPO NON-TOBACCO
TOBACCO
Employee Only
$64.81
$99.43
Employee & Spouse
$354.46
$389.07
Employee & Child(ren)
$262.33
$296.95
Employee & Family
$591.83
$626.44
REST & RECHARGE We offer 3 weeks of paid time off. We also offer a total of 7 paid holidays throughout the year. GET READY FOR RETIREMENT We offer a 401k plan to all employees. We match dollar-for-dollar when employees contribute up to 4% of their paycheck to their 401k.
$1,250 PPO NON-TOBACCO
TOBACCO
Employee Only
$88.27
$122.88
Employee & Spouse
$402.28
$436.89
Employee & Child(ren)
$302.41
$337.02
Employee & Family
$659.63
$694.24
GET REWARDED FOR HEALTHY LIFESTYLES We offer a reward and incentive program for all employees enrolled in the medical plans. Employees can earn a free FitBit and a discount off medical insurance by participating in basic wellbeing activities.
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ENROLLING IS EASY Get started Visit mymillenniumbenefits.com and login by entering your user name and password. If you are a first-time user, click on ‘Register’ to set up your user name, password and security questions. Our ‘Company Key’ is MPG (note: it’s case sensitive).
Forgot your user name or password? 1. Visit mymillenniumbenefits.com and click on the ‘Forgot your user name or password?’ link. 2. Enter your social security number, company key and date of birth. 3. Answer your Security Phrase. 4. Enter and confirm your new password, then click ‘Continue’ to return to this page and login.
Begin enrollment Click ‘Start Here’ and follow the instructions to enroll in your benefits or waive coverage. You must make your elections by the deadline shown on the calendar. If you miss the deadline you will waive any electable benefit coverage, and have to wait until the next annual enrollment period to enroll.
Looking for more information? View plan details, carrier specifics and benefit guides by clicking ‘Reference Center’ in the main navigation.
Want to review your current benefits? You have year-round access to your benefit summary and specific benefit elections at mymillenniumbenefits.com. Click ‘Benefits Summary’ on the homepage to review your current benefits.
SCAN & ENROLL Enroll in your benefits from your mobile device. Visit mymillenniumbenefits.com or simply scan this QR code and tap your way through your elections. If you don’t already have a QR code reader on your smart phone or tablet, download one from your device’s app store.
mymillenniumbenefits.com Company Key: MPG Toll-free: 833-554-4109
Make your elections Review your options as you walk through the enrollment process. Click ‘Select’ on the plan(s) you would like to choose. Track your choices along the left side which updates with your total cost. If you have any questions as you go through enrollment, call 833-554-4109. Use the ‘Reference Center’ to help you make the right elections.
Review your elections Review, edit and approve your personal information, elections, dependents and beneficiaries.
Approve Once you have reviewed your elections and they are accurate, click ‘Approve’ to continue.
Confirm your choices Your enrollment isn’t complete until you confirm your benefit elections and cost.
Print Print your election information and confirmation number for future reference or save it to your Message Center.
MAKE MID-YEAR CHANGES
The benefit elections you make will remain in effect until the end of the plan year, unless you are affected by one of these lifechanging events: •
Getting married or divorced,
•
A change in job status (for you or an enrolled dependent), or
•
Having a baby or adopting a child.
If you experience any of these qualifying events, you must provide the required supporting documentation and make changes within 30 days of the event. Confirm with your local HR for your New Hire Election window. 1. Login to mymillenniumbenefits.com. 2. Click on the ‘Change My Benefits’ button to make election changes or update your basic information. 3. Select the life event button and the event you wish to file. Then, follow the same election steps above to complete your life changing event.
mymillenniumbenefits.com Company Key: MPG Toll-free: 833-554-4109
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Contact Us... Anytime, Anywhere No-cost, confidential solutions to life’s challenges.
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Your ComPsych GuidanceResources program offers someone to talk to and resources to consult whenever and wherever you need them. Call: TDD: 800.697.0353
Confidential Emotional Support Our highly trained clinicians will listen to your concerns and help you or your family members with any issues, including:
Your toll-free number gives you direct, 24/7 access to a GuidanceConsultant SM , who will answer your questions and, if needed, refer you to a counselor or other resources.
• Anxiety, depression, stress • Grief, loss and life adjustments • Relationship/marital conflicts
Online: guidanceresources.com App: GuidanceResources ÂŽ Now Web ID:
Work-Life Solutions Our specialists provide qualified referrals and resources for just about anything on your to-do list, such as: • Finding child and elder care
Log on today to connect directly with a GuidanceConsultant about your issue or to consult articles, podcasts, videos and other helpful tools.
• Hiring movers or home repair contractors • Planning events, locating pet care
Legal Guidance Talk to our attorneys for practical assistance with your most pressing legal issues, including: • Divorce, adoption, family law, wills, trusts and more
Need representation? Get a free 30-minute consultation and a 25% reduction in fees.
24/7 Support, Resources & Information
Financial Resources Our financial experts can assist with a wide range of issues. Talk to us about: • Retirement planning, taxes • Relocation, mortgages, insurance • Budgeting, debt, bankruptcy and more
Online Support GuidanceResources ÂŽ Online is your 24/7 link to vital information, tools and support. Log on for: • Articles, podcasts, videos, slideshows • On-demand trainings • “Ask the Expertâ€? personal responses to your questions
Contact Your GuidanceResources Program ÂŽ
Call: TDD: 800.697.0353 Online: guidanceresources.com App: GuidanceResources Now Web ID:
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Copyright Š 2016 ComPsych Corporation. All rights reserved. To view the ComPsych HIPAA privacy notice, please go to www.guidanceresources.com/privacy.
Copyright Š 2016 ComPsych Corporation. All rights reserved.
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Millennium Team Connect (MTC) is a way to better reveal, recognize and reward fellow team members for doing great work every day!
•
MTC uses the Kazooplatform. You will receive an email within your first week from Kazoo to create your own personalized account. Once your account is created, log in at any time on any device using the link found on your ADP homepage.
•
All employees (full and part time) receive 1250 giving points per quarter. These points are designed to be given to any co-workers that you believe instill the MPG C.A.R.E.S. initiatives and exemplifies a quality employee. • • •
•
Giving Points Points you give to others when providing recognition You can give points for a variety of reasons: Demonstrating a Core Value or celebrating a birthday or work anniversary Expire Quarterly and must be used to recognize others.
• • •
Redemption Points Points that others give to you for your awesomeness Redeem them for awesome rewards from the reward catalog They do not expire!
We encourage you to complete your first Behavior Bonus Missions within your first month. Check them off as you go! o
Download the Kazoo mobile app
o
Send your first Recognition
o
Complete a Millennium review on Glassdoor
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Complete a Millennium review on Indeed
o
Set a Kazoo Profile Picture
Simply click on the Bonus Behavior tab in Kazoot to see how you can earn points on your own. Additional Bonus Behaviors are added throughout the year, so continue to be on the lookout for additional opportunities to earn more points. •
Use Redemption points for, gift cards for popular sites and restaurants, Millennium-branded uniforms and clothing, sports memorabilia, magazine subscriptions, kitchen items, children’s toys, school and business items, and so much more!
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For questions regarding Kazoo, please contact Lori Jordan, HR Benefits Manager, at lori.jordan@mpgus.com or mtc@mpgus.com.
Show someone that you appreciate them!
Cyber Security What is
Sending fraudulent emails with the goal of deceiving recipients into either clicking on a malicious link or downloading an infected attachment, usually to steal financial or confidential information.
Phishing?
What’s the
Over 41 million patient records were breached in 2019; A single Breach Event affected close to 21 million records. Healthcare companies pay an average of $429 per lost or stolen record.
Damage? ▪
How to
recognize
suspicious emails? ▪ ▪ ▪
▪ ▪ ▪
External email messages always receive an [External] tag in the message subject and a “Warning Disclaimer” in the email body, making it easy to recognize possible phishing attempts, as these attacks are always from the outside or [external] source. Always check if you know the email sender. If the source looks suspicious, do not open the email and attachments. Be wary of tempting offers or requests to take urgent action. Hover over links in emails before clicking to check the link destination. Consider the website suspicious if the URL is different from the sender’s brand/company. If your confidential data is requested, do not disclose it. Be suspicious of emails with numerous typographical or grammatical errors. Send all suspicious emails to Spam@mpgus.com o Delete email from inbox o Delete email from ‘Deleted’ folder
Your Connection to a Healthier Life
Social Engineering Social Engineering FROM
FROM
Red Flags Red Flags DATE
• I don’t recognize the sender’s email address as someone I ordinarily communicate with. • This email is from someone outside my organization
• I don’t recognize the sender’s email address because it says [EXTERNAL] in theas subject line. someone I ordinarily communicate with. • This email was sent from someone inside the
• Did I receive an email that I normally would get during regular business hours, but it was sent at an unusual time like 3 a.m.?
organizationoutside or from a my customer, vendor, or partner • This email is from someone organization and is very unusual or out of character. because it says [EXTERNAL] in the subject line.
SUBJECT
• Is the sender’s email address from a suspicious sentdomain from someone inside the (like micorsoft-support.com)?
• This email was organization or from a customer, vendor, or partner • I don’t know the sender personally and they were for by someone I trust. and is very unusual or not outvouched of character.
• Did I get an email with a subject line that is irrelevant or does not match the message content?
SUBJECT
• Is the email message a reply to something I never sent or requested?
• I don’t have afrom business relationship nor any past • Is the sender’s email address a suspicious communications with the sender. domain (like micorsoft-support.com)?
•
• This is an unexpected or unusual email with an embedded hyperlink or an attachment from I don’t know the sender personally and they I haven’t communicated with recently. were not vouchedsomeone for by someone I trust.
• I don’t have a business relationship nor any past communications with the sender.
TO
• I was or cc’d on an email sent to one an or more people, but I don’t • This is an unexpected unusual email with personally the other people embedded hyperlink or an know attachment from it was sent to. • communicated I received an email that also sent to an unusual mix of people. someone I haven’t withwas recently.
TO
For instance, it might be sent to a random group of people at my organization whose last names start with the same letter, or a whole list of unrelated addresses.
HYPERLINKS
• I was cc’d on an email sent to one or more people, but I don’t personally know• the other it was sent to. I hover my people mouse over a hyperlink that’s displayed in the email message, but
link-to is fortoa an different website. a big red flag.) • I received an emailthe that wasaddress also sent unusual mix(This of is people. • I received an email that only has long of hyperlinks no further information, For instance, it might be sent to a random group peoplewith at my and the rest of the email is completely blank. organization whose last names start with the same letter, or a whole • I received an email with a hyperlink that is a misspelling of a known web site. For list of unrelated addresses.
instance, www.bankofarnerica.com — the “m” is really two characters — “r” and “n.”
HYPERLINKS
DATE
• Did I receive an email that I normally would get during regular business hours, but it was sent at an unusual time like 3 a.m.?
ATTACHMENTS
• Did I get an email with a subject line that is irrelevant or does not match the message content? • Is the email message a reply to something
never sent or requested? • The sender included an email attachment that IIwas not expecting or that makes no sense in relation to the email message. (This sender doesn’t ordinarily send me this type of attachment.) • I see an attachment with a possibly dangerous file type. The only file type that is always safe to click on is a .txt file.
ATTACHMENTS
• The sender included an email attachment that I was not expecting or that CONTENT makes no sense in relation to the email message. (This sender doesn’t
• Is the sender asking me to click on a link or open an attachment to avoid a negative ordinarily send me this type of attachment.) consequence or to gain something of value?
• of I see an attachment possibly file type. • Is the email out the ordinary, or does itwith haveabad grammardangerous or spelling errors?
The only file type
thatme is toalways safe to click is a .txt • Is the sender asking click a link or open up an on attachment thatfile. seems odd or illogical? • Do I have an uncomfortable gut feeling about the sender’s request to open an attachment or click a link?
CONTENT
• Is the email asking me to look at a compromising or embarrassing picture of myself or someone I know?
• Is the sender asking me to click on a link or open an attachment to avoid a negative consequence or to gain something of value?
• I hover my mouse over a hyperlink that’s displayed in the email message, but the link-to address is for a different website. (This is a big red flag.)
• Is the email out of the ordinary, or does it have bad grammar or spelling errors?
• I received an email that only has long hyperlinks with no further information, and the rest of the email is completely blank.
• Do I have an uncomfortable gut feeling about the sender’s request to open an attachment or click a link?
• I received an email with a hyperlink that is a misspelling of a known web site. For instance, www.bankofarnerica.com — the “m” is really two characters — “r” and “n.”
• Is the email asking me to look at a compromising or embarrassing picture of myself or someone I know?
• Is the sender asking me to click a link or open up an attachment that seems odd or illogical?
EMPLOYEE MANUAL POLICIES, PROCEDURES, GUIDELINES
12/11/2019
MPG EMPLOYEE MANUAL
2019
Contents
Purpose............................................................................................................................. 5 Mission Statement .............................................................................................................. 5 Principles of Conduct .......................................................................................................... 5 Key Policies ....................................................................................................................... 6 Equal Employment Opportunity ........................................................................................... 6 ADA/ADAAA Policy ............................................................................................................. 6 Employment-At-Will............................................................................................................ 6 Requirements of Employment ............................................................................................. 7 Employment ...................................................................................................................... 7 Ninety (90) Day Probationary Period .................................................................................... 7 Salaries and Wages ............................................................................................................ 7 Timekeeping ...................................................................................................................... 7 Performance Review........................................................................................................... 8 Licensures/Certifications ..................................................................................................... 8 Transfer ............................................................................................................................ 8 Lay-Off.............................................................................................................................. 8 Resignation ....................................................................................................................... 8 Work Schedules ................................................................................................................. 8 Overtime Pay ..................................................................................................................... 8 Dismissal/Termination ........................................................................................................ 9 Internal Job Postings .......................................................................................................... 9 Open Door Policy ............................................................................................................... 9 Unlawful Harassment ......................................................................................................... 9 Reporting Harassment .......................................................................................................10 No Retaliation Policy..........................................................................................................11 Workplace Violence ...........................................................................................................11 Domestic Violence Leave ...................................................................................................11 Drug and Alcohol Free Workplace .......................................................................................12 Confidentiality of Information .............................................................................................12 Employee Assistance Program ............................................................................................12 Personal Relationships and Nepotism ..................................................................................12 Use of Information Technology Resources ...........................................................................13 Business Use ....................................................................................................................13 12/11/2019
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MPG EMPLOYEE MANUAL
2019
Prohibited Use ..................................................................................................................13 Security............................................................................................................................13 Passwords ........................................................................................................................13 Electronic Mail (E-Mail) ......................................................................................................14 Internet Access .................................................................................................................14 System Monitoring and Filtering .........................................................................................14 Reporting Violations or System Breaches .............................................................................14 Ethical Behavior/Professionalism.........................................................................................14 Ethics...............................................................................................................................14 Professionalism .................................................................................................................14 Personal Appearance .........................................................................................................14 Absenteeism and Tardiness................................................................................................16 Absence ...........................................................................................................................16 Disciplinary Actions ...........................................................................................................17 Progressive Disciplinary Policy ............................................................................................17 Benefits/Eligibility..............................................................................................................18 Benefits............................................................................................................................18 Health Care ......................................................................................................................18 Life Insurance Benefits ......................................................................................................18 Enrollment........................................................................................................................18 Eligibility ..........................................................................................................................19 Paid Time off (PTO) ..........................................................................................................19 Accrual Rate .....................................................................................................................19 Paid Time Off: ..................................................................................................................20
Scheduling PTO ................................................................................................................20 Unpaid Time Off ...............................................................................................................20 Paid Holidays (Company Observed) ....................................................................................21 Family Medical Leave Act(FMLA).........................................................................................21 Bereavement Pay ..............................................................................................................24 Reserve Military Training and Activation ..............................................................................25 HIPAA ..............................................................................................................................25 Jury Duty or Court Witness ................................................................................................25 COBRA Insurance..............................................................................................................25 401(k) Salary Savings Plan.................................................................................................25 12/11/2019
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MPG EMPLOYEE MANUAL
2019
Workplace Guidelines ........................................................................................................26 Tobacco/ Smoke-Free Environment ....................................................................................26 Use of Personal Electronic Devices ......................................................................................26 Use of Social Media ...........................................................................................................26 Parking ............................................................................................................................26 Solicitation, Distribution and Posting of Literature ................................................................26 Safety ..............................................................................................................................27 Meetings ..........................................................................................................................27 Travel Expenses, Mileage Reimbursement ...........................................................................27
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MPG EMPLOYEE MANUAL
2019
MILLENNIUM PHYSICIAN GROUP
EMPLOYEE MANUAL P urpose
Millennium Physician Group (MPG)(“Company”) has developed this manual to serve as a guide to all MPG employees. The policies, practices, and guidelines set forth in this manual will remain in effect until further notice and may be changed from time to time by management without prior notice or employee consent. Employees hold sole responsibility for reviewing the policy manual on a periodic basis to ensure compliance. This manual is available for viewing at all times on the MPG Intranet and supersedes all previous versions. MPG’s failure to enforce any policy or follow any procedure contained herein shall not in any way be construed to be a waiver of its right to do so on any subsequent occasion. THIS IS NOT A CONTRACT AND DOES NOT CONSTITUTE ANY GUARANTEE OF EMPLOYMENT. UNLESS YOU ARE UNDER A CONTRACT SIGNED BY MPG SENIOR MANAGEMENT, ALL EMPLOYMENT REMAINS AT WILL.
M ission Statem ent
Millennium Physician Group is dedicated to delivering the highest quality patient care through our commitment to operate ethically, our ability to attract and retain the very best family of employees, and our strong desire to make a positive impact on our community.
P rinciples of Conduct
MPG employees have the opportunity and the obligation to ensure that MPG operates with the highest standards of integrity and ethics MPG is dedicated to providing an exemplary patient experience for all patients. All MPG employees will be held accountable to provide for each patient they serve the highest standard of customer service, courtesy, respect and compassion. MPG employees dress and conduct themselves in a professional manner and exhibit courteous and friendly service at all times. MPG employees are committed to treating co-workers with respect and compassion.
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5
MPG EMPLOYEE MANUAL
2019
K ey P olicies Equal Em ploym ent Opportunity
MPG is committed to providing equal employment opportunity (“EEO”) to all applicants and employees. It therefore prohibits discrimination against any employee or applicant for employment because of the individual’s race, color, religion, national origin, citizenship, age, sex, gender, sexual orientation, sexual preference, veteran status, marital status, disability, genetic information, or any other characteristic protected under applicable laws and regulations. This policy applies to all of MPG’s activities including, but not limited to, recruitment, hiring, testing, compensation, assignment, training, promotion, discipline and termination. MPG will provide reasonable accommodation consistent with the law to otherwise qualified employees and prospective employees with a disability and to employees and prospective employees with needs related to their religious observance or practice. What constitutes a reasonable accommodation depends on the circumstances and this will be addressed by MPG on a case-by-case basis. Employees who believe they have been unlawfully discriminated against are required to report their concerns to their manager or supervisor, or, if this is not appropriate, to their Human Resources representative. Whenever a supervisor or manager is notified first, supervisor or manager is required to notify Human Resources immediately. Human Resources will investigate and attempt to resolve all internal employee complaints. MPG will not retaliate against any individual who raises good faith concerns of a violation of this EEO policy or participates in the investigation of such concerns.
NOTE: This policy may be found in its entirety on the MPG Intranet. ADA/ ADAAA P olicy
The Americans with Disabilities Act (ADA) and the ADA Amendments Act (ADAAA) are federal laws that require employers with 15 or more employees to not discriminate against applicants and individuals with disabilities. These laws also require that, when needed, employers provide reasonable accommodations to applicants and employees who are qualified for a job, with or without reasonable accommodations, so that they may perform the essential duties of the position.
NOTE: This policy may be found in its entirety on the MPG Intranet. Em ploym ent-At-W ill
While we hope that your employment will prove mutually satisfactory, please understand that continued employment cannot be guaranteed for any employee. Employment at MPG is employment-at-will. This means that you are free to leave your employment at any time, with or without cause or notice, and MPG retains the same right to terminate your employment at any time, with or without cause or notice. This policy of at-will employment may be changed only by a written employment agreement. Unless your employment is covered by a written employment agreement, this policy of at-will employment is the sole and entire agreement between you and MPG as to the duration of employment and the circumstances under which employment may be terminated. No provision or portion of the Policies and Procedures Manual constitutes an implied or expressed contract, guarantee, or assurance of employment or any right to an employmentrelated benefit or procedure.
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MPG EMPLOYEE MANUAL
2019
NOTE: This policy may be found in its entirety on the MPG Intranet.
R equirem ents of Em ploym ent Em ploym ent
Individuals seeking employment must complete the appropriate application and forms; must consent to criminal background and credit checks (based on position); and, must submit to pre-employment controlled substance screening. Within three (3) business days of hire, employees must provide visual proof of required documents for completion of Form I-9. Failure to provide or unnecessary delay in providing documentation will result in termination of employment. Personnel files are the property of MPG. Employees may request to review their files by scheduling an appointment with the Human Resource department. All access to personnel files is closed to terminated employees. Employees must report change of name, marital status, address, phone number, tax exemptions, insurance beneficiary, or other information related to employment immediately upon change of status.
Ninety (90) Day P robationary P eriod
The probationary period affords MPG and the employee an opportunity to evaluate whether the employment relationship should continue. Supervisors will present a written evaluation of the employee’s 90 day performance to Human Resources. Supervisor and Human Resources will determine 1) that the employee relationship should continue; 2) that the probationary period should be extended; or 3) that the employee should be released from employment because employee cannot, or will not, meet the Company’s expectations.
Salaries and W ages
Unless under a contract that states otherwise, employees are paid bi-weekly on alternating Fridays for work performed through Sunday of the previous week. It is MPG’s desire to comply with applicable wage and hour laws and regulations. The improper pay deductions specified in the Code of Federal Regulations (§541.602(a)) may not be made from the pay of employees who are subject to the salary basis test under the Fair Labor Standards Act. If you believe that any deduction has been made from your pay that is inconsistent with your salaried status, you should immediately contact your supervisor or human resources. Any complaint will be resolved within a reasonable time given all the facts and circumstances. If an investigation reveals that you were subjected to an improper deduction from pay, you will be reimbursed and the company will take whatever action it deems necessary to ensure compliance with the salary basis test in the future.
Tim ek eeping
MPG exercises care in complying with wage and hour regulations. Cooperation of all employees is essential. Each non-exempt employee is responsible for accurately tracking his/her time. An employee's time clock reports should correspond with the employee's prescribed work schedule. If a non-exempt employee arrives to work prior to his/her scheduled start time, or stays after his/her scheduled end time, the employee shall not perform any work. If the employee does perform work during this time, the employee must clock in. Likewise, if a non-exempt employee is required to attend a meeting or perform
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any work whatsoever outside his/her scheduled time, the employee must clock in so he/she can be properly paid. Violations of this policy can lead to discipline, up to and including termination.
P erform ance Review
Employees will receive a performance review annually.
Licensures/ Certifications
MPG healthcare providers – including but not limited to technicians, technologists, physicians, nurses, ARNPs, and physician assistants – who provide direct patient care must keep all training, certifications and licenses current. This includes CEUs, license and certification renewals, CPR, BLS, ACLS, etc. Employees may attend any credible class of their choosing in order to comply with their requirements. Employees will bear the cost to maintain basic professional requirements.
Transfer
Employees may be transferred to other job duties, work schedules, positions, or departments to meet staffing requirements or for disciplinary/performance reasons. Employees refusing such transfers are subject to dismissal.
Lay-Off
Employees whose positions are eliminated due to reorganization or change in business conditions will not have specific recall rights but will be eligible to apply for future vacancies. At the time of separation from MPG, employees must: • •
Pay in full all outstanding debt owed to Company; Return tools, keys, and other Company property.
After a full accounting, employees will receive final pay checks. Depending on type of termination, final pay may reflect unused PTO hours.
Resignation
Employees who wish to terminate employment should submit a two (2) week written notice. Last check will be a live check which will be mailed out to employee’s home address on file.
W ork Schedules
Employees are not guaranteed any hours, days or work locations. Employees may be deployed to other facilities with other providers as needed to provide coverage.
Overtim e P ay
Employees must receive supervisory authorization prior to working additional hours. Donated time or unscheduled work without pay is neither expected nor permitted. In accordance with the provisions of the Fair Labor Standards Act – • • • •
Non-exempt employees are paid straight time for all hours worked up to forty (40) hours in one week; Non-exempt employees are paid overtime at time-and-one-half the regular rate of pay for hours worked in excess of forty (40) hours in one week; Only “hours worked” will be used to calculate overtime pay. Paid time off and holiday pay are not considered “hours worked”; Compensatory time off in lieu of overtime payments will not be granted.
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Dism issal/ Term ination
Employees who have been terminated may not re-enter an MPG facility via an employee’s entrance without prior approval from Human Resources. Last check will be a live check which will be mailed out to employee’s home address on file.
I nternal Job P ostings
Millennium Physician group fosters an environment of internal promotion by offering all current employees first opportunity to advance should they possess all the skills and abilities for open positions. All open positions will be posted on Millennium’s Website under the “Employment” section as they become available. All positions are open to qualified candidates, both current employees and outside candidates. All candidates, external or internal, must use the website tools to apply for any employment opening. Applicants must complete and submit the Internal Application and an updated resume to the HR Department. All QUALIFIED candidates will be considered and the best candidate for the position will be offered the job. Candidates for interview (internal or external) will be carefully selected based upon past experience, qualifications, pertinent education, and other related factors. Interviews will be scheduled accordingly. To apply for an open position, Employees must: • apply on-line using the web tools for Internal Candidates and submit an up to date resume; • have been in current position for at least 6 months;* • be in current good-standing with his/her current department;** • possess the qualifications, credentials, or education for the desired position; • be able to meet all mental and physical requirements of the desired position; • have their current manager sign the acknowledgement on the Internal Application. *Exception: Employees may move after 3 months of acceptable service provided that an unusual need is being met and that HR has approved. **Definition of Good Standing: No disciplinary notices within past 12 months or since being hired (whichever is more recent); acceptable performance appraisal; good attendance. Interviews for qualified candidates may be conducted before or after normal work hours to accommodate employees’ current position. Successful candidates transferred to new positions must complete another 90-day Internal Trial Period. Transfer dates are determined by HR and Managers. Employees should expect 14-30 days lag time before assuming new position. Managers have the discretion to laterally move and cross train employees within their practices based on the employees knowledge, skills and abilities. Employees moved from one site to another may only perform duties for which they have been trained. For example: a scanner may be cross trained to perform the front desk duties, answer the phones and schedule appointments as these are all deemed “clerical” in nature. Change in location or position does not necessarily constitute a change in salary or hourly rate. The HR Department and hiring Manager will review the position pay scale and adjust the employee’s salary or hourly rate as appropriate when the employee has successfully demonstrated the position is a good fit for his/her knowledge, skills and abilities.
Open Door P olicy
MPG maintains that an environment fostering open, constructive communications is essential to continued success. The Open Door Policy enables employees to discuss ideas, issues, and complaints with those in supervisory positions without fear of retaliation and ensures a timely response.
Unlaw ful Harassm ent
In accordance with applicable federal, state and local law, the Company prohibits sexual harassment and harassment toward a person, by anyone, whether manager, supervisor, co-worker, vendor, visitor, client
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or customer, because of race, color, national origin, ancestry, religion, disability, genetic information, marital status, veteran status, citizenship status, age, or any other legally protected status. All employees must avoid any action or conduct that could be viewed as harassment. Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person’s protected status as listed above. Harassment includes many forms of offensive behavior, including, but not limited to, the following: a) Verbal conduct such as threats, epithets, derogatory comments, or slurs; b) Visual conduct such as derogatory posters, photographs, cartoons, drawing, or gestures; c) Physical conduct such as touching, assault, or impeding or blocking movements; Sexual Harassment Sexual harassment consists of unwanted sexual advances, requests for sexual favors, or other visual, verbal, or physical conduct of a sexual nature when: 1) submission to the conduct is made a term or condition of employment; or 2) submission to, or rejection of, the conduct is used as a basis for employment decision affecting the individual; or 3) the conduct has the purpose or effect of unreasonably interfering with the employee’s work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment includes many forms of offensive behavior, including, but not limited to, the following: a) Unwanted sexual advances or propositions (whether verbal or nonverbal); b) Offering employment benefits in exchange for sexual favors; c) Making or threatening reprisals after a negative response to sexual advances; d) Visual conduct such as leering, making sexual gestures, or displaying sexually suggestive objects, pictures, cartoons, or posters; e) Verbal conduct such as making or using derogatory comments, epithets, slurs, sexually explicit jokes, or comments about an employee’s body or dress; f)
Verbal abuse of a sexual nature, graphic verbal commentary about an individual’s body, sexually degrading words to describe an individual, or suggestive or obscene letters, notes, or invitations;
g) Physical conduct such as touching, assault, or impeding or blocking movements; and, Sexual harassment does not refer to behavior or occasional compliments of a socially acceptable nature. It refers to behavior that is not welcome, that is personally offensive, that debilitates morale, and that, therefore, interferes with work effectiveness, regardless of the gender of the parties involved. All employees are responsible for helping to ensure a harassment-free workplace. NOTE: This policy may be found in its entirety on the MPG Intranet.
Reporting Harassm ent
Individuals who believe they have experienced conduct that they consider contrary to our policy or who have concerns about such matters are required to immediately file their complaints. Individuals are required to immediately notify the Human Resources Department, whether verbally or in writing. In
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addition, or if the Human Resources Department is unavailable, you may report such conduct to your supervisor, another supervisor, any other member of management. If a manager or supervisor receives such a complaint, the complaint must be reported immediately to Human Resources. MPG will promptly investigate and keep any information received as confidential as possible. If the claim is substantiated, MPG will take appropriate corrective/disciplinary action that may include terminating the offender’s employment.
No Retaliation P olicy
MPG prohibits retaliation against any individual who in good faith reports discrimination or harassment or participates in an investigation of such reports.
W ork place Violence
MPG does not tolerate implied or explicit threats, threatening behavior, fighting or other acts of aggression or violence against employees, visitors, patients, vendors or suppliers by any person on MPG property or while engaged in Company business. MPG prohibits weapons and explosives on Company premises, except that an employee may keep a weapon in his or her vehicle in the MPG parking lot when such possession is in compliance with Section 790.251, Florida Statutes. Any person who engages in or threatens to engage in workplace violence on MPG property will be removed from the premises as quickly as safety permits and must remain off MPG property pending the outcome of an investigation. Should investigation confirm that a violation of this policy has occurred, MPG will initiate a decisive and appropriate response.
NOTE: This policy may be found in its entirety on the MPG Intranet. Dom estic Violence Leave
MPG provides legally mandated leave to employees who are victims of domestic violence. Accordingly, MPG will permit an employee to request and take up to three working days of leave from work in any 12 month period if the employee or a family or household member of an employee is the victim of domestic violence. Other provisions of this policy are as follows: ● to be eligible, the employee must have been employed by MPG for at least three months; ●
an employee seeking leave under this policy must provide appropriate advanced notice of the leave, with sufficient documentation to evidence the underlying domestic violence necessitating the leave;
●
the advance notice requirement shall be waived in cases of imminent danger to the health or safety of the employee, or to the health or safety of a family or household member of the employee;
●
an employee seeking leave under this policy must use any/all available paid time off, before accessing leave under this policy;
●
if an employee has exhausted all paid time off, any remaining leave pursuant to this policy, shall be unpaid leave;
●
MPG will keep confidential all information relating to the employee's leave under this policy.
This policy applies to an eligible employee who needs leave from work to:
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seek an injunction for protection in cases of domestic violence, repeat violence, dating violence, or sexual violence;
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2.
obtain medical care and/or mental health counseling, for the employee or a family or household member to address physical or psychological injuries resulting from domestic violence;
3.
obtain services from a victim-services organization as a result of an act of domestic violence;
5.
seek legal assistance in addressing issues arising from domestic violence or to prepare for and attend court-related proceedings arising from an act of domestic violence.
4.
make the employee's home secure from the perpetrator of domestic violence or to seek new housing to escape domestic violence; or
MPG will not interfere with an eligible employee's lawful exercise of the provisions of this policy, and will not otherwise retaliate against an employee for exercising his or her rights under this policy or the law.
Drug and Alcohol Free W ork place
MPG has made a strong commitment to its employees to provide a healthy, safe workplace free of the adverse effects of drugs and alcohol. Every employee is required to read and sign MPG’s Drug and Alcohol Free Workplace Policy. Employees should review that Policy for additional details.
Confidentiality of I nform ation
Test results and medical records pertaining to drug or alcohol use are confidential. Access to such records shall be limited as required by law and otherwise determined by MPG policy. Each employee must protect against unauthorized disclosure of confidential business information to which he or she has access.
Em ployee Assistance P rogram
MPG provides an Employee Assistance Program (EAP) and encourages employees and their families to use the EAP for help with a variety of personal problems including drug and alcohol issues. It is the employee’s responsibility to seek assistance from the EAP. Further information concerning the EAP may be obtained from a Human Resource representative.
P ersonal R elationships and N epotism
MPG is committed to fostering a professional work environment in which employees are treated fairly and impartially by their supervisors and managers. Supervisors and managers may not favor any employee, third party or independent contractor with whom they have personal friendships or relationships. MPG, at its sole discretion, may not permit relatives to have a reporting relationship with one another, to work in the same department or in any position that management feels may present an inherent conflict of interest. Should an employee submit a resume for a relative, employee is required to disclose to Human Resources the nature of the relationship. For the purposes of this policy, “relative” is defined to include the employee’s spouse and the following relatives of the employee or the employee’s spouse: parent, sibling, child, grandchild, grandparent, uncle, aunt, or corresponding in-law or “step” relation. For purposes of this policy, supervisory responsibilities include, but are not limited to, giving work assignments, directing performance, reviewing performance, disciplining, recommending promotions or raises in pay, approving leave, and scheduling hours of work. MPG prohibits romantic or sexual relationships between supervisors and their subordinates. It is the supervisor’s responsibility to inform Human Resource department if a relationship arises; the other party, however, may also inform Human Resources. Violation of this policy may result in transfer of one or both
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of the employees so that the employees are no longer in a reporting relationship and/or disciplinary action up to and including termination.
Use of I nform ation Technology Resources
Employees are given access to MPG Information Technology Resources to perform their job or other business-related responsibilities. IT Resources include, but are not limited to, mainframe computers and terminals, networks and servers, desktop PCs, laptops, mobile phones, smart phones, printing devices, telephones, facsimile machines, voice mail, and any other electronic device capable of storing or transmitting information, including electronic mail, instant messaging, and internet access. The IT Resources and the information and data that reside on them are the property of MPG. Management may at any time monitor and review any MPG equipment, network, electronic mail, or systems, and may intercept, retrieve, read, disclose and/or delete any material on those systems, unless, and to the extent that, such review and monitoring is otherwise prohibited or limited by applicable law. Upon termination of employment, whether voluntary or involuntary, the employee shall promptly deliver to MPG all MPG property, information, and data in his/her possession as well as all items that allow access to MPG building and business information systems. This Policy provides specific direction in the following areas:
Business Use
IT Resources are provided to authorized individuals for the purposes of conducting MPG-related business.
P rohibited Use
Prohibited uses of IT Resources include, but are not limited to: • • • • • • •
Removing, installing or modifying any software or programs without prior authorization; Personal or non-work-related usage; Divulging user IDs, passwords, or access codes to any other individual; Jeopardizing the confidentiality, integrity or availability of business systems or information; Downloading, uploading, saving or trading non-business files, including music or video; Installing non-MPG-owned equipment on MPG network without express permission and/or authorization from an IT Director; Access and/or connection to MPG’s wireless network for personal devices.
Security
Employees are responsible for all IT Resources assigned to them and are expected to employ authorized security mechanisms and procedures for protecting equipment, information and data created or used by them. Mainframe computers and terminals, networks and servers, desktop PCs, laptops, smart phones and any other electronic device capable of storing or transmitting information, must be password protected. Unattended workstations should be secured from use by unauthorized persons. Equipment must not be relocated without IT approval. When not in use, documents containing Personally Identifiable or Confidential Information must be safely stored.
P assw ords
User IDs and passwords should not be shared and must be kept confidential. Employees are responsible for activity associated with their assigned user IDs and passwords. MPG may track/monitor any and all activity related to any assigned user at its discretion.
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Electronic M ail (E-M ail)
All electronic mail is the property of MPG. While MPG realizes that personal communication among coworkers is a natural and pleasant outgrowth of working together and that personal communications with family members or other external associates occasionally occurs during working hours, employees should make every effort to limit personal communications using e-mail.
I nternet Access
Use of IT Resources for accessing the internet is restricted to approved work-related purposes such as: • • • •
Accessing electronic time card; Ordering supplies; Research and data mining; Communicating with MPG employees and non-employees.
System M onitoring and Filtering
MPG reserves the right to review, monitor, audit, access or disclose content of its IT Resources at any time, with or without user notification. Misuse of the IT Resources may result in disciplinary action up to and including termination.
Reporting Violations or System Breaches
If, at any time, an employee believes that somebody has misused, or is about to misuse, any of the IT Resources, or any MPG information or data, or breach-related security measures, employee should make all facts known immediately to his or her immediate supervisor, compliance officer, or IT Director.
Ethical Behavior/ P rofessionalism
Each employee has an obligation to understand and observe MPG’s policies and to maintain proper standards of conduct at all times.
Ethics
All employees share in the responsibility of observing the code of ethics that regulate the activities of both physicians and employees. The following applies: • • • •
Physicians, Physician Assistants and ARNPs have the training and legal right to make a medical diagnosis and treat human illness and injuries; All information concerning patients’ or organizational business must be held in strict confidence. An employee’s professional life is expected to be conducted according to the highest moral and ethical standards. Employees may not under any circumstances fill a prescription for themselves. Only upon direction and approval by the attending physician, may employees refill prescriptions for coworkers or family members.
P rofessionalism
Employees regularly interact with other employees, patients, and vendors. Employees are expected to engage in professional conduct at work and work-related events that may occur outside the normal work day or off-site. MPG reserves the right to discipline employees who engage in unprofessional or inappropriate conduct at such after-hours or off-site events. Nothing in this policy is intended to prohibit employees from engaging in protected, concerted activity.
P ersonal Appearance
Employees must project a neat, clean, professional appearance consistent with MPG’s image. Administrative staff must wear name tags and professional business attire; medical staff must wear name tags and their respective departmental uniforms. Company reserves the right to enforce the guidelines set forth via corrective action (as necessary) in order to maintain a professional and safe workplace.
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Medical personnel will receive a voucher for three (3) scrub pieces and one (1) lab jacket after 90 days of employment and a voucher for 3 scrub pieces after each annual review. Approved uniforms include the following: •
• • • • •
“Scrubs” – of any style and by any manufacturer; o Solid color scrubs (with or without solid piping accent) to be worn Monday-Thursday o Patterned scrubs may be worn on Friday-Sunday Solid color shirts may be worn under scrubs; Neat, clean, closed-toed athletic shoes or enclosed Crocs in solid colors; Standard issue Lab jackets with the Millennium logo. No personal jackets (hoodies, sweatshirts, denim etc.) are permissible; Company issued name badge (if lost the replacement cost is $10.00). Jeans on Fridays ($1 donation to charity Cochran facility)
Acceptable workplace attire for Office Personnel includes but is not limited to: • Dresses, Skirts, Trousers; • Suits, Pants, Ties; • Blouses, Collared Knit Shirts • Sweaters; • Career Casual Capri’s, Crop length pants; • Business-style casual shoes (low heels, flats, sandals, loafers etc.) • Jeans on Fridays ($1 donation to charity Cochran facility) Unacceptable workplace attire for Office Personnel includes but is not limited to: • Tee shirts, tank tops, see through clothing; • Shorts; • Low-rise, hip hugger pants; • Hats; • Spandex clothing; • Miniskirts/dresses; • Clothing that reveals midriff and/or stomach. Personal Hygiene: Employees report at the beginning of each shift with, and maintain throughout their shift, clean clothing free of body odor or excessive perfume, cologne, aftershave, fragrance, or tobacco odor, a clean face and hands. Hair must be clean and styled so as not to touch patients, other surfaces, or interfere with work performance, safety, and infection control. Fingernails must be clean and trimmed so as not to interfere with job performance or present a hazard to others. Body Art: MPG celebrates the cultural diversity of its employee family which certainly includes personal expression in the form of body art. To provide individual expression while maintaining employee safety standards certain limitations will apply to all MPG employees. Additionally, all employees may have encounters with any of our customer base, and as such must be professional representatives of MPG to all age groups that we serve. Permissible facial piercings are limited to the following:
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Nose rings or studs measuring 4mm or less; plain round ball or gem stones Tongue studs must not be visible and must not “click” on teeth when talking
Permissible ear plugs/gages/gauges are limited to the following: • • •
Must be solid and 1cm or less in diameter (no larger than a dime) Must be plain metals and/or colors without offensive exterior design Must easily exit the tunnel if inadvertently caught in clothing or by an individual grasping the ear
Visible tattoos may not be gang-related, drug-related, sexually or socially inappropriate. Large tattoos of a questionable nature must be covered.
Absenteeism and Tardiness
Regular and reliable attendance is essential in order to provide adequate staffing for departmental operations. Flexibility is also essential as schedules and work locations may be subject to change without notice. On occasion, employees may be required to work additional – or fewer – hours to meet MPG needs. Employees are required to report to work as scheduled unless otherwise excused.
Absence
Employees who are unable to report to work as scheduled must notify their managers, or their managers’ designee, directly by phone before their shifts begin. Unscheduled time off (call off) is considered an unexcused absence and is noted on timecard. Employees who have been absent for three (3) or more consecutive days for medical reasons must bring in a doctor’s note including any restrictions stating a “return to work date” in order for the status to be changed from unexcused to excused absence. Employees who travel from office to office must be available by phone and may not go to unauthorized locations (i.e., to take care of personal business) while on MPG time. Time spent on personal business will be considered unexcused absence. Employees’ excessive unexcused absences and tardiness are reflected in performance reviews and may affect promotion and/or pay increases. Employees chronically tardy or absent are subject to disciplinary measures up to and including termination. Managers are responsible for tracking and monitoring absences. Managers may make determinations as to excused/unexcused absences using the following guidelines.
Ex cused Absence- absence not subject to disciplinary action when manager has been properly notified of and • • • • • • • • • • •
has granted approval for the absence. Excused absence includes: Earned and Scheduled PTO; Company-observed Holidays; Jury Duty / Court Witness; Domestic Violence leave; Bereavement; Military Leave; Work-related or other disability; Family Emergency; FMLA-qualified or other documented illness; Work-related Seminars/Courses; Civic Duty (i.e., voting).
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Unex cused Absence- absence subject to disciplinary action includes but is not limited to: • • • •
Arriving 7 or more minutes late for scheduled shift; Taking unauthorized work break; Returning late from authorized work break; Failure to complete scheduled shift;
Disciplinary Actions
Unexcused absences (late arrivals, unauthorized work breaks, late return from work breaks, failure to complete shifts, call offs, and missing) within a 12 month period will be combined and tallied to determine the degree of disciplinary action. 4th Unexcused Absence will result in Verbal Warning 5th Unexcused Absence will result in written warning and 1 Day of Unpaid Suspension 6th Unexcused Absence will result in written warning and 2 Days of Unpaid Suspension 7th Unexcused Absence will result in Termination
P rogressive Disciplinary P olicy
MPG reserves the right to impose appropriate discipline, up to and including immediate termination, for misconduct. Disciplinary action short of termination may include a verbal or written warning, unpaid suspension, demotion, reassignment, or change in job duties. Employees who violate any policy or who participate in misconduct will be disciplined in several stages. First infraction: Oral warning of official disapproval delivered by supervisor. Supervisor will note in employee’s personnel file. Second infraction: Written warning and oral explanation delivered by supervisor. Written warning and acknowledgement will be signed by employee and placed in employee’s personnel file. Third infraction: Written warning and oral explanation delivered by supervisor. Written warning and acknowledgement that another warning may result in termination will be signed by employee and placed in employee’s personnel file. Fourth infraction: Immediate termination by supervisor. Written Exit Report will be placed in employee’s personnel file. Examples of conduct warranting immediate termination include, but are not limited to, the following: • • • • • • • • • •
Harassment of or discrimination against an employee, customer, or vendor; Falsification of MPG records, including but not limited to, employment application, time cards, and expense reports; Conduct that compromises the safety of employees or security of the workplace; Theft or fraud; Possession of weapons or explosives inside the workplace; Damaging MPG property or endangering persons on MPG premises; Insubordination (refusal to comply with reasonable business instructions) or failure to perform reasonable duties, as assigned; Possession, distribution, sale, transfer, use or being under the influence of unlawful drugs or alcohol; Using Confidential Information obtained for unauthorized purposes or disclosing such information in an unauthorized manner; Jeopardizing the confidentiality, integrity or availability of systems or information.
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The company will document any disciplinary action beginning with the first verbal counseling and all reports of disciplinary action will be retained in the employee’s personnel file. Supervisors are responsible for implementing disciplinary actions fairly. Human Resource department is responsible for auditing compliance to Progressive Discipline Policy. MPG reserves the right to bypass the Progressive Disciplinary policy and terminate at will at their own discretion. Nothing in this policy is intended to prohibit employees from engaging in protected concerted activity.
Benefits/ Eligibility
Employees are benefits eligible the first of the month following a successful 60 day employment. If an acquisition, benefit eligibility will be specified at hire as either date of hire or the first of the month following date of hire. Rehires whose rehire date falls within 30 days of previous termination date will have their previous benefit elections reinstated unless voluntarily waived. Rehires whose rehire date is more than 30 days of previous termination date will be benefit eligible the first of the month following a successful 60 days of employment from their rehire date.
Benefits
MPG has devised a comprehensive group of benefits carefully designed to provide time off from work, assistance in the event of injury or illness, and, an opportunity for growth and development. Benefits, however, are not guaranteed and MPG retains the right to amend, change, or eliminate benefits at its discretion.
Health Care
Eligible employees may choose from two health care plans as outlined in Employee Benefit Package.
Life I nsurance Benefits
Employees are provided Short-Term Disability insurance as outlined in Employee Benefit Package. Employees have the option to purchase Long-Term Disability insurance. Employees are provided Life and Accidental Death & Dismemberment (AD&D) Insurance up to $50,000 as outlined in Employee Benefit Package. All employees hired after 1/1/11 are subject to a one year waiting period for benefit payout. Employees have the option to purchase additional life insurance (Voluntary Life Insurance and/or Accidental Death & Dismemberment).
Enrollm ent
Employees may make changes to pre-tax elections and coverage selections during the yearly open enrollment period. Employees may make changes to pre-tax elections and coverage selections outside of the open enrollment period due to Qualified Family Status Change(s) as defined by the IRS such as – • • • • •
Marriage or Divorce; Change in Employment; Death of employee’s spouse or employee’s dependent; Birth or Adoption of Child; Change in Hours Employed.
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Enrollment is the Employee’s sole responsibility. Failure to complete the required enrollment forms in a timely manner will indicate waive of benefit.
Eligibility
Employees are divided into three groups for purposes of pay and benefits. Regular Full-Time employees: • • • •
Work 30 or more hours per week for a continuous and indefinite period of time; Are eligible for health benefits; Are eligible for Holiday pay; (prorated for hours worked). Are eligible for PTO (prorated for hours worked).
Regular Part-Time employees: • • • •
Work less than 30 hours per week for a continuous and indefinite period of time; Are not eligible for health benefits; Are not eligible for Holiday pay; Are not eligible for PTO.
Temporary/Seasonal employees: • • • •
Work for short periods of employment; Are not eligible for health benefits regardless of the number of hours worked in a pay period; Are not eligible for Holiday pay; Are not eligible for PTO.
P aid Tim e off (P TO)
MPG realizes that time away from work contributes to our employees’ health and job effectiveness. MPG, therefore, provides paid time off (PTO) for eligible employees. PTO may take the form of vacation, personal time or absence due to illness. PTO allows employees flexibility in determining when and how earned time off will be used. Paid Time Off: • Is NOT considered time worked; • Is paid at the straight time rate and does not count as hours worked for overtime calculation purposes; • May not be donated to another employee. Employees begin accruing PTO hours on a bi-weekly basis from the first day of employment. New employees, however, must complete ninety (90) days of employment before PTO may be used. Hospitalists Team Providers (which includes Physicians, ARNP’s and Physician Assistants) are not eligible for PTO Pay. MPG office advanced providers are permitted PTO, which is accrued and utilized based on individual employment agreement and any addendums thereafter, prior to the shift to the production compensation model (PCM). Upon shifting to PCM, previous accrued and unused PTO balance, is forfeited and not paid out.
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Accrual Rate
The accrual rate in hours below per pay period is based on the employee’s length of service and employment classification designated below. Employees on approved Unpaid Leave of Absence will not accrue PTO for the duration of the absence. Length of Service Hire date to end of 5th year 6th year to end of 10th year 11th year and beyond
30-hour Employee 3.46 4.62 5.77
32-hour Employee 3.70 4.92 6.15
35-hour Employee 4.06 5.42 6.77
40-hour Employee 4.62 6.16 7.70
Paid Time Off: Is not considered time worked, is paid at the straight time rate and does not count as hours worked for overtime calculation, may not be donated to another employee.
Scheduling P TO
Employees may schedule PTO at any time during the year although consideration for approval will be based on the timeliness of the request and the needs of the department. Employees will be allowed to go into the “negative” in order to take scheduled PTO. Employees must – •
Submit request using Workforce Now/ADP portal
P TO Guidelines – Sum m ary A. A maximum of 40 hours of accrued, unused PTO time may be carried over from one calendar year to the next. With the new year, your regular PTO bank will reset and accrue as normal each pay period. Our preference is for you to use your PTO during the calendar year in which it’s earned. With proper planning and coordination with your manager, effective use of PTO can help you strike a nice work/life balance. We understand unplanned circumstances arise, so we’re adding this flexibility to our program as a “safety net”. B. Only up to a maximum of 40 hours will carry-over. Any PTO in excess of 40 hours will be lost if it is unused in the calendar year. C. Employees must use the Workforce Now/ADP portal to request time off. D. Employees must get manager’s approval through Workforce Now/ADP portal before taking days off. E. Employees should get PTO approval before purchasing travel fares or accommodations. F. Employees should submit requests at least 4 weeks prior to PTO for one or more continuous week(s) duration. G. Employees are discouraged from taking lengthy time off during the busy season – January through April. H. Employees are encouraged to schedule time off throughout the year to avoid having a large accumulation of hours during the final months of the year.
Unpaid Tim e Off
In the event of emergencies, employees may request unpaid time off only after exhausting all available PTO. Unpaid time off for non-emergent events may be approved on an exception basis at the sole discretion of the manager. Employees will not accrue PTO while taking unpaid time off.
P TO P ayout/ Collections
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Employees may, at the MPG’s discretion, receive a maximum of 40 hours compensation for unused PTO at time of separation provided that the employees – • Have been employed for a minimum of six (6) months; • Have submitted a two (2) week notice of resignation; • Are in good standing with MPG and have resigned voluntarily; • Have made negative balances whole; and, • Have conducted themselves professionally during the notice period and are leaving the Company on good terms. Employees who resign from the Company within 6 months of hire and have used more than 40 hours of PTO will repay the Company for the hours used in excess of 40 hours.
P aid Holidays (Com pany Observed)
If employees are out on leave during a holiday employees will not be paid for said holiday. Employees who have an unscheduled absence (call off) the day prior to or directly after the holiday will not be paid for the holiday. Holidays falling on a weekend are generally observed on the preceding Friday or on the following Monday. MPG’s Holiday schedule is as follows: • • • • • • •
New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Day
Employees working fewer than 30 hours or on temporary assignment are not eligible for Holiday pay. Hospitalists (In-Patient Service Providers, ARNP’s and Physician Assistants) are not eligible for Holiday Pay. Holiday pay will be prorated based on hours for employees working between 32 and 40 hours.
Fam ily M edical Leave Act(FM LA)
In accordance with the Family and Medical Leave Act (FMLA), MPG is committed to providing employees with reasonable time off to take care of themselves or family members in the event of a serious health condition, in the event of the birth of a child, an adoption or the foster placement of a child, to care for a service member or because of any qualifying exigency.
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Entitlement to Leave An employee is eligible to take up to twelve (12) weeks of unpaid FMLA Leave within any twelve (12) month period and be restored to the same or an equivalent position upon his/her return from leave provided that: • • • •
Employee has worked for MPG for at least one year; and Employee has worked for at least 1250 hours in the last twelve (12) months. A 12-month period measured forward from the date of any FMLA Leave usage will be used for computing the twelve (12) weeks of leave. If married, and both parties work for MPG, the combined amount of FMLA Leave available for reasons below is a combined total of 12 weeks.
An employee who requests leave to care for an injured or ill service member is entitled to take up to twenty-six (26) weeks of unpaid leave during a single twelve (12) month period. The aggregate number of work weeks of leave to which both a husband and wife may be entitled to take care of a service member, pursuant to the service member leave provisions, is twenty-six (26) weeks. Reasons for Leave An employee may take FMLA Leave for any of the following reasons: • the birth of a child and to care for such child; • the placement of a child with the employee for adoption or foster care and to care for the newly placed child; • to care for a spouse, child or parent with a serious health condition; • because of the employee’s own serious health condition which renders the individual unable to perform an essential function of the position; or • because of any qualifying exigency (as the Secretary shall, by regulation, determine) arising out of the fact that the spouse, or a son, daughter or parent of the employee is on active duty (or has been notified of an impending call or order to active) in the Armed forces in support of a contingency operation. Service member family leave is to care for a service member who suffered a serious injury or illness. Serious injury or illness, in the case of a service member, means an injury or illness incurred in the line of duty while on active duty in the Armed Forces that may render the service member medically unfit to perform the duties of the service member’s office, grade, rank or rating. Note that the limitation set forth in B.1(c) does not apply when an employee requests leave to care for an injured or ill service member. The only requirement imposed is that the employee be the service member’s next of kin. Next of kin, in this context, means the nearest blood relative of the injured or ill service member. Leave because of the first two reasons must be completed within the twelve (12) month period beginning on the date of birth or placement. Notice of Leave To request leave, the employee must notify MPG by completing appropriate forms available from the Human Resources Department. The employee should give thirty (30) days prior written notice, or as much advance written notice as possible. However, if it appears that the employee may be absent due to a FMLA-qualified event or serious health condition, the Employer may, but is not required to, preliminarily designate the employees time off as FMLA Leave, pending the receipt of appropriate documentation. Failure to provide requested FMLA Leave Documentation and certification within fifteen days may result in MPG making a determination of the leave status without such documentation. MPG
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may delay or deny leave, demand the employee return to work, treat absences as unauthorized time off, subject the employee to discipline up to and including termination, and/or continue the FMLA Leave. Medical Certification If medical leave is requested due to a serious health condition under FMLA it must be certified by the attending doctor or physician. He/she will be required to complete a Certification of Health Care Provider to establish the employee’s eligibility for FMLA and amount of time off needed. Whenever possible the Medical Certification should be supplied before the leave begins. The employee must provide a copy of such certification in a timely manner, but no more than fifteen (15) days after the request for leave. The following specifies what must be obtained with certification. • • • • • • • • •
Date of onset of serious health condition; Probable duration; Appropriate medical facts within knowledge of health care providers regarding the condition; For leave to care for spouse, child, parent or service member: that the employee is needed to care for spouse, child, parent or service member; For leave due to serious health condition: that the employee cannot perform the function of the position of the employee; For intermittent leave or leave on a reduced leave schedule for planned medical treatment: the date(s) on which such treatment is expected and the duration of the treatment; When intermittent leave arises due to needs to care for spouse, child or parent: that intermittent or reduced leave is necessary for care or will assist in their recovery and the expected duration or schedule of such leave; If an employer has reason to doubt the validity of a certification, the employer may require and pay for the opinion of a second health care provider. The health care provider shall not be employed on a regular basis by the employer; If the second opinion conflicts with the first opinion, the employer may require, at its expense, a third opinion approved jointly by the employer and the employee. The opinion of the third health care provider shall be considered final and binding.
Outside employment is prohibited during FMLA Leave. During the approved leave, the Company may require from time to time, at its own expense, that a serious medical condition be recertified. Intermittent and Reduced Scheduled Leave Leave for a serious health condition may be taken intermittently or on a reduced leave schedule when that type of scheduling is medically necessary. If the employee requests intermittent leave or leave on a reduced schedule, he/she may be required to transfer to a temporary alternative job for which he/she is qualified and that better accommodates the intermittent or reduced hour leave than his/her regular job. The temporary position will have pay and benefits equivalent to the employee’s regular position. Regular Contact with the Company During the approved leave, the employee is responsible to keep in contact with MPG on a regular basis. For leaves more than thirty (30) days, the employee should contact the Human Resources Department at least once every four (4) weeks and inform MPG of the status and the intended return to work. Regular contact is necessary during the approved leave to help ensure all appropriate insurance coverage is in order.
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Before returning to work from the approved leave, the employee must contact MPG. At least seven (7) days before returning to work, the employee must contact the Human Resources Department and state the intent to return to work and the date of return to the workplace. Notification is necessary before returning to help ensure that the employee is reactivated on the payroll system as soon as possible. Before returning to work from approved medical leave, the employee must present certification from the health care provider stating that the employee is able to return to standard job duties. This certification must be presented before the return to work can be approved. When returning to work from the approved leave, the employee will be able to return to the same position or an equivalent position. MPG will not guarantee the same position or an equivalent position if the leave extends past twelve (12) weeks (twenty-six (26) weeks in a single twelve (12) month period if the leave qualifies as service member family leave), and may result in termination of employment, unless a reasonable accommodation is available for a qualified individual with a disability. If the employee does not return to work from approved leave within the FMLA guidelines, COBRA will take effect when applicable. Leave Is Unpaid FMLA leave is unpaid leave. The employee will be required to use all accrued paid time off while on Family Medical Leave. MPG shall designate an employee's workers' compensation leave as FMLA leave
provided the absence is due to a qualifying serious health condition and MPG properly notifies the employee in writing that the leave will be designated as FMLA leave, and run concurrently with workers' compensation leave. While on FMLA, employee health and ancillary benefits will be continued. Contributions ordinarily made by the employee through payroll deductions must be continued during the leave period. The employee’s total contribution amount due for that period must be paid by mail or in person on or before each regularly scheduled payday. Should payments cease, benefits may be cancelled, provided we notify you in writing fifteen(15) days before the date your health coverage will lapse. Employees will NOT accrue Paid time Off (PTO) while out on leave. If you have any questions about this policy or your eligibility to participate in a family or medical leave, please contact your immediate supervisor or the Human Resources Department for more information. For matters related to a family or medical leave, the Company will be guided by and will abide by the 1993 Family and Medical Leave Act.
Bereavem ent P ay
Regular Full-Time Employees may be compensated for up to three consecutive absences due to the death of an immediate family member and for one absence due to the death of a relative who is not an immediate family member. For the purpose of this policy only, “immediate family member” (including relatives by marriage, i.e., “step” family) means: • • • • •
Spouse; Parent of employee or spouse; Child; Sibling; Son-in-law or Daughter-in-law;
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Grandparent.
For the purpose of this policy only, “not an immediate family member” (whether by direct relationship or by marriage) means: • • •
Aunt or Uncle; Niece or Nephew; First Cousin.
Bereavement time is granted to attend the service and/or make arrangements. If employees decide not to attend the service, they are expected to report to work.
Reserve M ilitary Training and Activation
Employees who participate in the United States Armed Forces Reserve or National Guard Training programs will be granted leave of absence without pay in accordance with the provisions of the Uniformed Services Employment and Reemployment Rights Act of 1994.
HI P AA
HIPAA stands for Health Insurance Portability and Accountability Act of 1996 and includes six complex regulations that aim at standardizing health care transactions, code sets, patient privacy and security. HIPAA compliance is the responsibility of everyone who works with MPG, including employees, physicians and volunteers. Failure to comply with HIPAA regulations can lead to disciplinary action, suspension and/or immediate termination. Failure to comply may also result in Federal fines to MPG as well as personal Federal fines to the employee.
Jury Duty or Court W itness
Employees who are called for jury duty or as witnesses may be compensated the difference between what the court pays and the employee’s regular pay rate provided that: • •
Employee submits document from the court indicating time and amount paid; and Employee returns to work immediately upon Court dismissal to complete his or her shift.
MPG may ask the court to excuse an employee from jury duty if MPG deems the employee’s duties are vital to MPG operations.
COBR A I nsurance
Upon termination of employment an employee will be given the opportunity to elect to continue to participate in the health care plan provided the employee complies with the requirements set forth in the election notice. Separating employees will receive all related information via the United States Postal Service.
401(k) Salary Savings P lan
This program enables employees to place tax-deferred income into an investment account. To be eligible, employee must • •
Have completed six (6) months of service; Have reached 21st birthday.
For all employees who have completed the six (6) month eligibility period, open enrollment period is quarterly.
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W orkplace Guidelines Tobacco/ Sm oke-Free Environm ent
Tobacco-free means that the use of tobacco products of any type including but limited to cigarettes, cigars, pipes, smokeless tobacco, chew, snuff, dip, and electronic nicotine delivery systems (ENDS), and vaping is strictly prohibited. Therefore, all MPG premises whether leased or owned (i.e., buildings, grounds, parking lots, and in Company-owned/leased vehicles, or in personally-owned/leased vehicles on the premises) by employees, physicians, volunteers, patients, vendors, contractors, and visitors. Employees may not use tobacco/ENDS/Vapor products at any time during their shifts; nor may they use tobacco/ENDS/vapor products during unpaid breaks such as lunch breaks. Employees may not use tobacco/ENDS/vapor products before or after their shifts on sidewalks, streets, and neighboring properties where they may be seen by persons visiting an MPG facility. Employees who fail to comply will be subject to coaching and/or corrective action process up to and including termination.
NOTE: This policy may be found in its entirety on the MPG Intranet. Use of P ersonal Electronic Devices
Employees should restrict their personal calls to a minimum. Emergency phone calls are permitted. However, supervisors may, at their own discretion, determine what constitutes an emergency and the protocol for accepting and making emergency phone calls. Use of personal electronic devices such as computers, I-pads or equivalents, cellular phones, and I-Pods is prohibited during work hours. Personal calls, instant messaging and/or texting may take place only while on break away from the work area. Access and/or connection to MPG’s wireless network with personal devices used for personal reasons is strictly prohibited. Employees who fail to adhere to the Personal Electronic Devices Policy may be subject to disciplinary action up to and including termination.
Use of Social M edia
MPG recognizes that social media is a fast, prevalent way to connect with family and friends especially during environmental emergencies. However, the use of social media for dissemination of any company related information, including but not limited to, personal work information, protected patient information, confidential company information of any type and or other information pertaining to or related to the workplace is strictly prohibited. Failure to comply with this will result in disciplinary action up to and including termination. Nothing in this policy is intended to prohibit employees from engaging in protected concerted activity.
P arking
Employees must park in the designated spaces provided at each location.
Solicitation, Distribution and P osting of Literature Employees may not solicit on behalf of any group, cause, or enterprise during compensated work time, nor may employees allow persons who are not employed by MPG to enter Company property for the purpose of soliciting support for, or distributing materials on behalf of, any cause, group, or enterprise.
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Employees may not distribute, display, or post material or literature used for solicitation on Company property or grounds without permission of management. Employees promoting MPG-sponsored fundraising events must follow the above guidelines.
Safety
MPG is committed to the safety of its employees and the general public. Employees must adhere to MPG’s established safety rules and regulations by: • • • •
Notifying supervisor of hazardous conditions, substances, or practices; Notifying supervisor if and when a modification to a safety regulation compromises safety; Notifying supervisor immediately of personal injury sustained at work; Completing and submitting Incident Report concerning injury and/or accident.
In compliance with Florida’s Drug-Free Workplace Statute, an employee injured while on the job will be driven to a Drug and Alcohol Test Site for the required testing after he/she has received appropriate medical attention.
M eetings
Company-wide and/or departmental meetings may be scheduled after hours to afford all employees an opportunity to attend. Employees are expected to attend these meetings. Non-exempt employees will be paid for attendance. Employees who are unable to attend will notify their supervisors and will be responsible for obtaining information disseminated at the meetings.
Travel Ex penses, M ileage R eim bursem ent
Employees will be reimbursed for expenses incurred while traveling on MPG business (i.e., hotel accommodations, car rental, and meals) in accordance with the IRS allowed per diem after they have submitted an Expense Report to their supervisors for approval. Approved travel expenses will be reimbursed by MPG check (other than payroll check). Employees traveling on MPG business from their base location to another location may be reimbursed for round-trip mileage. Employees traveling from their homes to a new location may be reimbursed for mileage if the new location is more than five (5) miles from their base office location. Mileage calculation to begin at employee base office location or home address; whichever is the shortest route to new location. In the event employees have a dual base office location mileage between the two will not be reimbursed. Employees should submit mileage to ADP via employees’ timecard. All mileage is subject to supervisor approval.
Use of P ersonal Vehicles Employees who are required to drive a vehicle (whether company-owned or personal) to perform their duties must maintain: • • •
a valid Florida driver’s license; a clean driving record; and a minimum of $300,000 personal liability auto insurance.
Employees must notify MPG if license has been suspended and/or if auto insurance is denied. MPG will periodically monitor driving records.
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Welcome to the Family!