Health-Pro Home Care Services, Inc.

Employee Handbook

Health-Pro North Carolina Revision #3

Table of Contents
MISSION STATEMENT/PHILOSOPHY POLICY ............................................................................................. 4
Mission .................................................................................................................................................. 4
Our Philosophy ...................................................................................................................................... 4
WELCOME TO HEALTH-PRO, INC. ................................................................................................................. 5
-SECTION 1- ................................................................................................................................................... 6
THE WAY WE WORK.................................................................................................................................. 6
ABOUT THIS HANDBOOK ...................................................................................................................... 6
EQUAL EMPLOYMENT OPPORTUNITY .................................................................................................. 7
LIFE THREATENING ILLNESSES............................................................................................................... 7
NON-HARASSMENT ............................................................................................................................... 7
SEXUAL HARASSMENT .......................................................................................................................... 8
CATEGORIES OF EMPLOYMENT ............................................................................................................ 9
DRIVER’S LICENSE/DRIVING RECORD .................................................................................................... 9
CERTIFICATION, LICENSING AND OTHER REQUIREMENTS ................................................................... 9
NEW EMPLOYEE ORIENTATION .......................................................................................................... 10
IMMIGRATION REFORM AND CONTROL ACT ..................................................................................... 10
TALK TO US .......................................................................................................................................... 10
SUGGESTIONS AND IDEAS................................................................................................................... 10
-SECTION 2- ................................................................................................................................................. 12
YOUR PAY AND PROGRESS...................................................................................................................... 12
RECORDING YOUR TIME ......................................................................................................................... 12
PAYDAY ................................................................................................................................................... 13
OVERTIME ........................................................................................................................................... 13
PAYCHECK DEDUCTIONS ..................................................................................................................... 14
JOB DESCRIPTIONS .............................................................................................................................. 15
PROMOTIONS AND TRANSFERS .......................................................................................................... 15
ON-CALL .............................................................................................................................................. 16
-SECTION 3- ................................................................................................................................................. 17
TIME AWAY FROM WORK AND OTHER BENEFITS .................................................................................. 17
EMPLOYEE BENEFITS ........................................................................................................................... 17
-SECTION 4- ................................................................................................................................................. 22

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 CONDUCT ................................................................................................................................................ 22
ON THE JOB ......................................................................................................................................... 22
CONDUCT AT CLIENT’S HOME............................................................................................................. 22
CONFIDENTIALITY OF CLIENT MATTERS.............................................................................................. 22
CARE OF CLIENT RECORDS .................................................................................................................. 23
USE OF CLIENT TELEPHONES ............................................................................................................... 23
ATTENDANCE AND PUNCTUALITY....................................................................................................... 23
WORKWEEK......................................................................................................................................... 24
LUNCH BREAK...................................................................................................................................... 24
REQUIRED TRAINING........................................................................................................................... 24
STANDARDS OF CONDUCT .................................................................................................................. 25
CLIENT AND PUBLIC RELATIONS.......................................................................................................... 25
SOLICITATION AND DISTRIBUTION ..................................................................................................... 26
CHANGES IN PERSONAL DATA ............................................................................................................ 26
PROTECTING CLIENT AND AGENCY INFORMATION ............................................................................ 26
CONFLICT OF INTEREST/CODE OF ETHICS........................................................................................... 27
CARE OF EQUIPMENT.......................................................................................................................... 27
PERSONAL PROPERTY ......................................................................................................................... 27
SEVERE WEATHER ............................................................................................................................... 27
PERSONAL TELEPHONE CALLS ............................................................................................................. 27
ELECTRONIC MAIL ............................................................................................................................... 28
INTERNET USAGE ................................................................................................................................ 28
DRESS CODE POLICY ............................................................................................................................ 29
PERSONAL HYGIENE ............................................................................................................................ 29
CELL PHONES....................................................................................................................................... 29
CONTACT WITH THE MEDIA ................................................................................................................ 30
OFFICE SUPPLIES ................................................................................................................................. 30
IF YOU MUST LEAVE US....................................................................................................................... 30
-SECTION 5- ................................................................................................................................................. 31
SAFETY IN THE WORKPLACE ................................................................................................................... 31
EACH EMPLOYEE’S RESPONSIBILITY .................................................................................................... 31
BLOODBORNE PATHOGENS EXPOSURE CONTROL ............................................................................. 32

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 HEPATTITIS B VACCINE ........................................................................................................................ 32
WORKPLACE SEARCHES ...................................................................................................................... 32
AIDE CAUTION MEASURE (IN CLIENTS HOME) ................................................................................... 33
WORKPLACE VIOLENCE ....................................................................................................................... 33
SMOKING IN THE WORKPLACE ........................................................................................................... 33
CONCEALED WEAPONS ....................................................................................................................... 34
IN AN EMERGENCY.............................................................................................................................. 34
SUBSTANCE ABUSE ............................................................................................................................. 34
EMPLOYEE SIGNATURE AGREEMENT ..................................................................................................... 35

Notes:

This is the 3rd Revision of the Handbook which occurred in December of 2018. Each Employee is
responsible for assuring that they have read over and understand all handbook and policy changes.

Each item in the Table of Contents is a clickable link to that section of the handbook. To quickly and
easily return to the cover page use (Ctrl + Home).

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MISSION STATEMENT/PHILOSOPHY POLICY

Mission
The Mission of HEALTH-PRO is to create, maintain and perfect unique ways of helping our clients reach
their goals while assisting them in their daily activities, thus becoming recognized as one of the leading
Home Care Agencies in eastern North Carolina. HEALTH-PRO is dedicated in building long-term
relationships with our clients through professional, humble, competent, consistent and courteous
service. Our goal is to grow steadily and become a leader in providing superior service to every client
under our roster.

Our goal is also to ensure that every one of our clients receive top shelf/quality service while at the
same time, capitalizing on opportunities that will support the growth and success of the company and
the community we serve.

Our Philosophy
We are committed to providing the best possible climate for maximum development and goal
achievement for all employees. Our Agency treats each employee as an individual. We seek to develop
a spirit of teamwork; meaning, individuals working together to attain a common goal.

In order to maintain a climate where these goals can be accomplished, we provide a comfortable and
progressive atmosphere at both office and home environments. Most importantly we provide a
workplace where communication is open and problems can be discussed and resolved in a mutually
mature, professional and respectful manner. We take into account individual circumstances of the
employee and understand that circumstances can occur without notice, however it is expected that
every measure be taken to serve the best interest of the client.

We firmly believe that with direct communication, we can continue to resolve any difficulties that may
arise, thus developing a mutually productive relationship between staff and management.

By signing for this Handbook, I agree to adhere to this Mission Statement/Philosophy and I fully
understand that I will be held personally accountable for not practicing these values which could lead to
disciplinary action or possible termination of my employment with HEALTH-PRO.

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WELCOME TO HEALTH-PRO, INC.
Starting a new job is exciting, but at times can be overwhelming. This Employee Handbook has been
developed to help you get acquainted with our Agency and should answer many of your initial
questions.

As an employee of HEALTH-PRO, the importance of your contribution cannot be overstated. Our goals
are to provide the finest-quality services to our clients efficiently and economically, to provide security
in our client’s households, and to build a successful organization.

By meeting their needs, our clients will continue to come to us for professional services and will
recommend us to others. Our goal is to provide good salaries and job security which would be one less
thing to be concerned about in your personal life, thus enabling you to provide higher quality services.
Your compliance with the guidelines in this manual promotes consistency and success in building an
organization based on excellence, which offers long term employment to all employees.

You are an important part of this process because your work directly influences our agency’s reputation,
and we are glad you have joined us, we hope you will find your work to be both challenging and
rewarding.

Sincerely,

President/CEO
Sylvester Bailey 3rd

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-SECTION 1-

THE WAY WE WORK

We work as a team and embrace the challenges and assignments placed before us and for the most
part, we normally complete our task independently with a positive attitude. Of course, there may
always be some that require a higher level of supervision than others, but it is expected that all
employees seek the necessary assistance or clarity from their supervisor when difficult or unfamiliar
situations are presented.

ABOUT THIS HANDBOOK

This Employee Handbook contains information about the employment policies and practices of the
Agency. We expect each employee to read this Employee Handbook carefully, as it is a valuable
reference for understanding your job and the Agency. The policies outlined in this Employee Handbook
should be regarded as management guidelines only, which in a developing business will require changes
from time to time. The Agency retains the right to make decisions involving employment as needed in
order to conduct its work in a manner that is beneficial to the employees and the Agency. This
Employee Handbook supersedes and replaces any and all prior Employee Handbooks or Memo’s and
inconsistent verbal or written policy statements. Except for the policy of AT-WILL employment, which
can only be changed by the Board of Directors of the Agency in writing. The board reserves the right to
revise, delete and add to the provisions of the Employee Handbook. All such revisions, deletions or
additions must be in writing and must be signed by the Agency board. No oral statements or
representations can change the provisions of this Employee Handbook.

The provisions of this Employee Handbook are not intended to create contractual obligations with
respect to any matters it covers. Nor is this Handbook intended to create a contract guaranteeing that
you will be employed for any specific time period.

HEALTH-PRO IS AN AT-WILL EMPLOYER. THIS MEANS THAT REGARDLESS OF ANY PROVISION IN THIS
EMPLOYEE HANDBOOK, EITHER YOU OR THE AGENCY MAY TERMINATE THE EMPLOYMENT
RELATIONSHIP AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT CAUSE OR NOTICE. NOTHING IN
THIS EMPLOYEE HANDBOOK OR IN ANY DOCUMENT OR STATEMENT, WRITTEN OR ORAL, SHALL LIMIT
THE RIGHT TO TERMINATE.

EMPLOYMENT – AT-WILL. NO OFFICER, EMPLOYEE OR REPRESENTATIVE OF THE AGENCY IS

AUTHORIZED TO ENTER INTO AN AGREEMENT – EXPRESSED OR IMPLIED – WITH ANY EMPLOYEE FOR
EMPLOYMENT OTHER THAN AT-WILL UNLESS THOSE AGREEMENTS ARE IN A WRITTEN CONTRACT
SIGNED BY THE AGENCY DIRECTOR OR PRESIDENT.

Where this Handbook refers to the current benefit plans maintained by the Agency, refer to the actual
plan documents and summary plan descriptions if you have specific questions regarding the benefit
plans (if applicable).

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EQUAL EMPLOYMENT OPPORTUNITY

Our Agency is committed to equal employment opportunity. We will not discriminate against
employees or applicants for employment on any legally recognized basis including, but not limited to
veteran status and uniform service member status.

In addition, sickle cell trait (as to discharge) and military status are protected classes in North Carolina.

You may discuss equal employment opportunity related questions with the HEALTH-PRO Agency
Director, HR Department or President.

LIFE THREATENING ILLNESSES

Employees occasionally develop serious or life-threatening illnesses. Our Agency is committed to

supporting such employees’ efforts to continue their normal pursuits, including working. When
necessary, where required by law and if we are able, the Agency will provide reasonable
accommodations to otherwise qualified individuals with disabilities, including employees with serious or
life-threatening illnesses.

An employee’s medical information is confidential. Disclosure of employee medical information is

restricted to limited situations where a manager or supervisor has a job-related reason to know it.
Employees who disclose another employee’s medical information without proper authorization will be
subject to disciplinary action, up to and/or including discharge.

Employees with questions or concerns about life threatening illnesses are encouraged to contact the
Human Resource/Agency Director for information and referral to appropriate services and resources.

NON-HARASSMENT

We prohibit harassment of one employee by another employee, supervisor or third party for any reason
including, but not limited to, veteran status and uniform service member status. Each employee shall be
treated as an adult with courtesy and respect; we believe this will increase productivity within the
Agency. Harassment of third parties by our employees is also prohibited.

Any employee who feels that she/he is a victim of such harassment should immediately report the
matter to her/his supervisor or Human Resource/Agency Director.

The Agency will investigate all such reports as confidentially as possible. Adverse action will not be
taken against any employee because he or she, in good faith, reports or participates in the investigation
of a violation of this policy. Violations of this policy are not permitted and may result in disciplinary
action, up to and/or including discharge.

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SEXUAL HARASSMENT

Sexual harassment is against Agency policy and is unlawful under state and federal law.

We firmly prohibit sexual harassment of any employee by another employee, supervisor or third party.
Harassment of third parties by our employees is also prohibited. It is not the purpose of this policy to
regulate morality but to create and maintain a comfortable and professional atmosphere for all.
While it is not easy to define precisely what sexual harassment is, it may include: unwelcome sexual
advances, requests for sexual favors and/or verbal or physical conduct of a sexual nature including, but
not limited to: sexually-related drawings, pictures, jokes, teasing, uninvited touching or other sexually-
related comments.

Sexual harassment of an employee will not be tolerated. Violations of this policy may result in
disciplinary action, up to and/or including discharge. There will be no adverse action taken against
employees who, in good faith, report a violation of this policy or participate in the investigation of such
violations.

Any employee who feels that she/he is a victim of sexual harassment should immediately report such
actions in accordance with the following procedure. All complaints will be promptly and thoroughly
investigated as confidentially as possible.

1. Any employee, who believes that she/he is a victim of sexual harassment or believes they have
been retaliated against for complaining of sexual harassment, should report the act immediately to your
supervisor, the Agency Director/HR Director. For complaints call: Agency Director/HR Director at (252)
364-8114.

2. If an employee makes a report to a member of management and the manager either does not
respond or does not respond in a manner the employee deems satisfactory or consistent with this
policy, the employee is required to report the situation to one of the other members of management
designated to receive complaints.

3. The Agency will investigate every reported incident immediately. Any employee, supervisor or
agent of the Agency who has been found to have violated this policy may be subject to appropriate
disciplinary action, up to and/or including immediate discharge.

4. The Agency will conduct all investigations in a discreet manner. The Agency recognizes that
every investigation requires a determination based on all the facts in the matter. We also recognized
the serious impact a false accusation can have. We trust that employees will continue to be truthful and
act responsibly.

5. The employee making report and any employee participating in any investigation under this
policy have the Agency’s assurance that no reprisals will be taken as a result of a sexual harassment
complaint. It is our policy to discourage discussion of the matter, to help protect others from being
subjected to similar inappropriate behavior.

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CATEGORIES OF EMPLOYMENT

INTRODUCTORY PERIOD: Full-time and part-time employees are on an introductory period during their
first 90 days of employment.

During this period of time, you will be able to determine if your new job is suitable for you and your
supervisor will have an opportunity to evaluate your work performance. However, the completion of
the introductory period does not guarantee employment for any period of time thereafter.

FULL-TIME EMPLOYEES regularly work at least a 30-hour workweek. Any employee that works under 30
hours a week for 6 consecutive weeks will be evaluated for part-time status instead to full-time status.

PART-TIME EMPLOYEES work less than 30 hours each week. However, any employee that works at least
a 30 hour week for 6 consecutive weeks may enter a request (thru personnel) for full time status.

In addition to the preceding, employees are also categorized as “exempt” or “non-exempt.”

NON-EXEMPT EMPLOYEES are entitled to overtime pay as required by applicable federal and state law.
Note that any overtime MUST be pre-approved by the Agency Director.

EXEMPT EMPLOYEES – Pursuant to applicable federal and state laws, exempt employees are not entitled
to overtime pay, and are not subject to certain deductions to their weekly salary under the Agency’s
policies.

Upon hire, your supervisor will notify you of your employment classification.

DRIVER’S LICENSE/DRIVING RECORD

Although a driver’s license is not mandatory, it is a HEALTH-PRO requirement that employees in

positions that require driving, including but not limited to, those who transport clients by operation of a
motor vehicle must maintain a valid driver’s license, with valid insurance, and an acceptable driving
record, which must be recorded in their Personnel file. Changes in your driving record must be reported
to your supervisor immediately. Violations of this policy may result in immediate disciplinary action
and/or termination of employment.
Note that transporting Medicaid clients is not allowed as this section pertains to private pay clients and
other administrative and office positions.

CERTIFICATION, LICENSING AND OTHER REQUIREMENTS

You will be informed by your supervisor if there are any licensing, certifications or testing requirements
for your job. Failure to qualify or to maintain a certification or license may be sufficient cause for
termination.

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NEW EMPLOYEE ORIENTATION

Upon joining our Agency, employees will have access to our Employee Handbook. After reading this
Employee Handbook, please sign the receipt page and return it to the Office Manager/Agency
Director/HR Director within the first two weeks of employment. You will also be asked to complete
personnel, payroll and/or benefit forms.

The Office Manager, Service Supervisor, Human Resources or the Agency Director are good sources to
obtain additional information about the Agency and your job description.

IMMIGRATION REFORM AND CONTROL ACT

In compliance with the federal immigration Reform and Control Act of 1986 (IRCA), as amended, our
Agency is committed to employing only individuals who are authorized to work in the United States.

Each new employee, as a condition of employment, must complete the Employment Eligibility
Verification Form I-9 and present documentation establishing identity and employment eligibility.

If an employee is authorized to work in this country for a limited time period, the individual will be
required to submit proof of renewed employment eligibility prior to expiration of the period to remain
employed by the Agency.

TALK TO US

We encourage you to bring your questions, suggestions, comments and concerns to our attention. We
will carefully consider each of these in our continuing effort to improve operations.

If you feel you have a problem, present the situation to your immediate supervisor so that the problem
can be settled by examination and discussion. In most cases your immediate supervisor should be able
to satisfactorily resolve the matter(s).

If you still have questions after meeting with your immediate supervisor, or if you would like further
clarification on the matter, request a meeting with the Agency Director/HR Director, who will review the
issues and meet with you to discuss possible solutions.

Your questions, suggestions, comments and concerns on any subject are important to discuss with us.
Your job will not be adversely affected in any way because you choose to use this procedure.

SUGGESTIONS AND IDEAS

We are always interested in your constructive ideas and suggestions for improving our operations.
Formal suggestions should be submitted in writing to the

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HEALTH-PRO Homecare office (ATTENTION: Human Resources Department, P.O. Box 30184 Greenville,
NC 27833).

After we review your suggestion, you will be notified whether it is feasible to incorporate the suggestion
into the Agency’s practices. Either way, a reason will be given.

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-SECTION 2-

YOUR PAY AND PROGRESS

Upon hire, you will receive an offer letter of employment including your pay rate and the position you
are filling. Your position or pay rate could change based on an increase or decrease in your level of
productivity. Your progress or productivity will determine your promotion as stated in this section of
the Handbook.

RECORDING YOUR TIME

All in-home aides must record their work hours on a daily task/timesheet and forward a signed copy to
the Office Manager by 5:00 p.m. every Monday. Administration staff must record their work hours on a
Timesheet or Time-Clock card and forward a signed copy to the Assigned Administrator by 5:00 p.m.
every Monday. Failure to turn in your timesheet/timecard by the 5:00 p.m. deadline every Monday
could result in a delay in paycheck.

PLEASE READ CAREFULLY:

NC State Law requires this Agency to follow and maintain applicable rules & regulations, and it is our
intention to keep our documentation up-to-date and in compliance. To help accomplish this we must
elaborate on some important Timesheets issues.

We understand that it can sometimes be stressful and time-consuming to provide PCS services and keep
up with daily paper work; however it is a necessity and we view all employees as experienced,
responsible and competent, therefore everyone must follow these guidelines.

1) If any employee is out of compliance of the guidelines below three (3) times within a 3 month
period, at the fourth (4th) occurrence the following may apply:
a) Your paycheck may be delayed until the original timesheet (w/o errors) is received by
administration.
b) Your hourly rate may be reduced to NC State’s minimum wage for the week that the non-
compliance occurred. If the non-compliance happens 3-times with-in any 90 day period, your
hourly rate may be reduced to NC State’s minimum wage for up-to 30 days.
c) Your employment with HEALTH-PRO may be terminated.

2) It is very important that the guidelines below for timesheets are followed:
i) Use black ink only
ii) No blue ink
iii) No multiple cross-outs
iv) No white-out
v) No stains
vi) No incomplete documentation
vii) No markers/gel-pens (black, blue, etc.)

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3) All ORIGINAL timesheets must be turned in by 5pm every Monday in order Not to have a delay with
your paycheck. A delay with your paycheck can be avoided if you;
a) Fax signed timesheet to 252.364.8938 or send a clear texted photo of your signed timesheet to
252.558.6040 by 5pm every Monday and mail in the original free from issues (noted in item 2).
4) The original must be received in the office no later than the Friday of the same week.
a) Call Administration before 5pm on Monday to discuss any deviations to this process.

The NC State Rules and Regulations and HEALTH-PRO Policies must be followed and maintained by all
employees at all times.

All employees subject to this policy are required to accurately record all time worked.

Note: For payroll purposes, the workweek starts on Monday and ends Sunday.

PAYDAY

You will be paid every two weeks, (normally every other Friday unless prior notice is given with new pay
dates). When our pay-date falls on a holiday, you will normally be notified by Administration (before
the holiday), whether you will be paid before or after the holiday.

You should receive a HEALTH-PRO Pay Schedule when you start work, which can also be requested at
any time. It is your responsibility to know when you get paid and the dates that you’re getting paid for.
To avoid confusion and unnecessary request, please follow the pay schedule given to you when you
begin work.

It is also your responsibly to review your paycheck for mistakes/errors. If a mistake is found, please
report it to Administration immediately. Administration will assist you in taking the steps necessary to
correct the error.

OVERTIME

There may be times when you will need to work extra hours in order to meet the needs of our clients.
Although you will be given (or expected to give) advance notice when feasible, this is not always
possible. Non-exempt employees must have any additional hours approved in advance by your
supervisor or the Agency Director(s) or you may risk not being paid for the additional hours (at time-
and-a-half).

Non-exempt employees shall not work more than 40 hours per week unless prior approval directly from
the Agency Director or HR Director is given.

If you have any questions concerning overtime pay, please contact the Agency Director or HR Director.

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PAYCHECK DEDUCTIONS

This Agency is required by law to make certain deductions from your paycheck each pay period. Such
deductions typically include federal and state taxes and Social Security (FICA) taxes. Based upon NC
state law and the benefits you choose, there may be additional deductions. All deductions and the
amount of the deductions are listed on your pay stub. These deductions are totaled each year for you on
your Form W-2, Wage and Tax Statement.

It is the policy of this Agency that exempt (salaried) employees’ pay will not be “docked,” or subject to
deductions, in violation of salary pay rules issued by the United States Department of Labor and any
corresponding rules issued by the state government, as applicable: however, the Agency may make
deductions from employees’ salaries in a way that is permitted under federal and state wage and hourly
rules. Employees will be reimbursed in full for any isolated, inadvertent, or improper deductions, as
defined by law.

Thus, exempt employees may be subject to the following salary deductions, except where prohibited by
state law, but only for the following reasons:
• Absences of one or more full days for personal reasons, other than sickness or disability;
• Absences of one or more full days due to sickness or disability, if there is a plan, policy,
or Agency providing replacement compensation for such absences;
• Absences of one or more full days before eligibility under such a plan, policy, or Agency
or after replacement compensation for such absences has been exhausted;
• Suspensions for violations of safety rules of major significance;
• Suspensions of one or more full days for violations of workplace conduct rules, such as
rules against sexual harassment and workplace violence;
• Payment of actual time worked in the first and last weeks of employment, resulting in a
proportional rate of an employee’s full salary;
• Any unpaid leave taken under the Family and Medical Leave Act; or
• Negative unpaid-time-off balances, in whole-day increments only.

If questions or concerns about any pay deductions arise, employees may discuss and resolve them with
the Agency Director or HR Director.

GARNISHMENT/CHILD SUPPORT

When an employee’s wages are garnished by a court order, our Agency is legally bound to withhold the
amount indicated (in the garnishment order) from the employee’s paycheck. Our Agency will also,
honor federal and state guidelines which protect a certain amount of an employee’s income from being
subject to garnishment. For example, if the employees pay does not reflect enough to cover the amount
of the garnish, the Agency may deduct 10%-25% of your check, if law permits.

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DIRECT DEPOSIT

HEALTH-PRO pays by paper check and/or direct deposit. Direct Deposit may be available to those that
accurately record and turn in their timesheet promptly. You can discuss with Administration.

JOB DESCRIPTIONS

The Agency maintains a job description for each position in the Agency. The job description outlines the
duties and/or responsibilities of the position. When the duties and the responsibilities of a position
change, the job description is revised to reflect those changes. If you have any questions or wish to
obtain another copy of your position’s job description, please contact Administration or Human
Resources.

PROMOTIONS AND TRANSFERS

We believe that career advancement is rewarding for both the employee and the Agency. We will
promote qualified employees to new or vacated positions whenever possible. In addition, your
supervisor or Agency Director is available to discuss promotion/transfer opportunities with you, if
applicable.

Job openings may be posted or announced verbally. If you are interested in applying for a particular
position, please notify Administration.

EXEMPT EMPLOYEES (SALARIED-W2)

Salaried employees are often also known as exempt employees, according to the Fair Labor Standards
Act (FLSA). Certain types of employees, often classified as exempt employees, are not entitled to
overtime pay as guaranteed by the Fair Labor Standards Act (FLSA). HEALTH-PRO does not pay overtime
to salaried/exempt employees.

The FLSA recognizes three main categories of exempt workers:

• Executive
• Professional
• Administrative

NON-EXEMPT EMPLOYEES (HOURLY-W2)

A non-exempt employee is entitled to overtime pay through the Fair Labor Standards Act (FLSA).
Employers are required to pay time and a half the employee’s regular rate of pay when they work more
than 40 hours in a given pay week. Employees must be paid the federal minimum wage for regular time
and at least time and a half for any hours worked over the standard 40. HEALTH-PRO pays overtime to
non-exempt employees. You can discuss this with Administration.

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INDEPENDENT CONTRACTOR (1099)

Independent contractors receive a form 1099 at the end of the year, which reports to the IRS how much
money was paid to the contractor. In contrast, employees receive a W-2. Service providers are either
employees or independent contractors; they cannot be both.

The general rule is that an individual is an independent contractor if the payer has the right to control or
direct only the result of the work and not what will be done and how it will be done. The earnings of a
person who is working as an independent contractor are subject to Self-Employment Tax. You can
discuss this with Administration.
INTERNSHIP

This Agency believes in the spirit of helping those who want to want to help themselves, thus giving
them a chance to gain more experience. To that fact, we offer intern positions to students or trainees
who would like to work in our organization, in order to gain work experience or satisfy requirements for
a qualification. Interns may be high school students, college/university students, or post-graduate
adults. Intern positions may be paid or unpaid and are temporary. For more information on the
internship program, please contact Administration or the HR Director.

ON-CALL

It may be necessary for individuals in certain positions to be available by telephone after hours during
the week and/or on the weekend. Employees who fit this profile will be informed 7-14 days prior to
taking on the task of being on-call.

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-SECTION 3-

TIME AWAY FROM WORK AND OTHER BENEFITS

We feel that taking time off for various reasons is a part of life, so several “time away from work”
opportunities and benefits are shared in this section of the Handbook for clarity.

EMPLOYEE BENEFITS

This Employee Handbook describes the current benefit plans maintained by the Agency (pending
HEALTH-PRO Board approval). Refer to this section of the handbook or to Administration if you have
specific questions regarding company benefits (if applicable).

The Agency reserves the right to modify its benefits at any time. We will keep employees informed of
any changes.

HOLIDAYS

Our Agency observes the following holidays throughout the year where the office will be closed.
However, aides are still required to work with their client(s).

New Year’s Day

Martin Luther King Day
Good Friday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran’s Day
Thanksgiving Day
Christmas Day

If one of the above holidays falls on Saturday, it is normally observed on the previous Friday. If holiday
falls on Sunday, it is normally observed on the following Monday.

Exempt (salary) employees will continue to receive pay in compliance with state and federal wage and
hour laws.

Non-exempt (hourly) employees must work their scheduled hours before, during and after the holiday,
unless they are absent with prior approval from their medical doctor, supervisor or Agency Director.

JURY DUTY

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Non-exempt employees summoned for jury duty are not paid for their time of absence by this agency,
however they are granted an unpaid leave in order to serve.

Employees must provide the Agency with a copy of a court statement in order to be granted unpaid
leave. We reserve the right to request proof of jury service issued by the Court upon return.

You must make arrangements with your supervisor and/or Agency Director as soon as you receive your
summons.

You are expected to return to work if you are excused from jury duty earlier than expected, during your
regular working hours.

VOTING LEAVE

Our company believes that every employee should have the opportunity to vote in any local or federal
election, general primary or special primary. Any non-exempt employee, whose work schedule does not
provide him/her with two hours to vote while polls are open, will be granted up to two unpaid hours off
in order to vote which is subject to scheduling requirements. We reserve the right to select the hours
you are excused to vote.

Exempt employees may be provided time off with pay when necessary to comply with state and federal
wage and hour laws.

Notify your supervisor of the need for voting leave as soon as possible.

MILITARY LEAVE

Employees who are required to fulfill military obligations in any branch of the Armed Forces of the
United States or in state military service will be given the necessary time off and reinstated in
accordance with federal and state law.

Non-exempt employees time-off will be unpaid. Exempt employees may be provided time off with pay
when necessary to comply with state and federal wage and hour laws.

Military orders should be presented to Administration as early as possible before a departure.

Employees are required to give advance notice of their service obligations to the Agency unless military
necessity makes this impossible.
You must notify Administration of your intent to return to employment based on requirements of the
law.

Additional information regarding military leave may be obtained from Administration.

BEREAVEMENT LEAVE

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Non-exempt employees are eligible for non-paid leave time, for the death of an immediate family
member. Members of the immediate family include spouses, domestic partners, parents, brothers,
sisters, and children, children of domestic partners, grandchildren, grandparents, parents-in-law and
parents of domestic partners.

Exempt employees may be eligible for paid leave time, for the death of an immediate family member,
based on state and federal wage and hour laws.
Members of the immediate family include spouses, domestic partners, parents, brothers, sisters, and
children, children of domestic partners, grandchildren, grandparents, parents-in-law and parents of
domestic partners.

Requests for bereavement leave should be made to your immediate supervisor and/or Agency Director
as soon as possible. HEALTH-PRO reserves the right to request written verification of an employee’s
relationship to the deceased and his or her attendance at the funeral service as a condition of the
bereavement leave.

SCHOOL VISITATION LEAVE

Non-exempt employees who are parents, guardians or acting in place of the parents of a school age
child are allowed up to 40 hours without pay per year, at a mutually agreed upon time, to attend or
otherwise be involved at that child’s school. Exempt employees may be provided time off with pay
when necessary to comply with state and federal laws.

DOMESTIC VIOLENCE LEAVE

The Agency will grant reasonable leave from work without pay to employees who require time away
from work in order to pursue legal action to protect themselves from domestic violence. This policy is
effective when an employee or a minor child residing with the employee, or a minor child is in custody
of the employee and the employee or minor child is subject to actual or threatened physical harm,
including sexual offenses, by a current or former spouse, a person of the opposite or same sex who lives
with (or lived with) the employee, a parent, a party who stands in loco parentis to the minor child, a
grandparent, a person who has a child in common with the employee, a current or former household
member, or a person of the same or opposite sex who is in a dating relationship with the employee, or
who is a victim of stalking acts.

The Agency may require an employee who takes leave under this policy to submit documentation to
support the employee’s request for leave.

When feasible, affected employees must provide the Agency with advance notice of the need for leave.
If an employee is not able to provide advance notice of the need for leave, the Agency may require the
employee to provide documentation of the emergency that prevented them from providing advance
notice.

Exempt employees who take leave under this policy may be provided time off with pay when necessary
to comply with state and federal wage and hour laws.

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VICTIMS OF CRIME LEAVE

The Agency will grant reasonable leave without pay to employees who require time away from work in
order to pursue protective orders and civil no contact orders to protect themselves against home
invasion, non-consensual sexual conduct, harassment and stalking acts.

The Agency may require an employee who takes leave under this policy to submit documentation to
support the employee’s request for leave.

When feasible, affected employees must provide the Agency with advance notice of the need for leave.
If an emergency prevents an employee from providing advance notice of the need for leave, the Agency
may require the employee to provide documentation of the event(s) that prevented the employee from
providing advance notice.

Exempt employees who take leave under this policy may be provided time off with pay when necessary
to comply with state and federal wage and hour laws.

MEDICAL HEALTH INSURANCE

Eligible employees may enroll in a single or family insurance plan after completing six months of
employment with HEALTH-PRO. Information and enrollment forms may be obtained from
Administration at that time.

Each employee is responsible for the cost of this insurance. A booklet containing the details of the plan
and eligibility requirements can be obtained from Administration, when applicable.

Contact Administration if you have specific questions regarding benefit plans and when you become
eligible.

DISABILITY LEAVE

Full-time employees are eligible for an unpaid disability leave after completing one year of employment.
Disability leave due to non-occupational illness, injury or pregnancy-related disability is not to exceed six
weeks.

Employees requesting leave must provide written notice of the disability, including a doctor’s
certification stating the nature of the disability and the expected date to return to work.

We will continue to provide medical health insurance coverage to employees, however, during this time
you will continue to be responsible for paying your monthly premiums.

When you are able to return to work, give us at least one week’s advance written notice and include a
doctor’s certification stating that you are medically able to return to your normal duties.

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Subject to our staffing and business requirements, we will make every effort to ensure that you return
to the same or similar position you held prior to the disability leave. Your continued absence from work
beyond your disability, as determined by your physician, may be deemed as a voluntary resignation of
your employment.

This leave may run concurrently with any other leave where permitted by state and federal law.

SOCIAL SECURITY

During your employment, you and the Agency both contribute funds to the federal government to
support the Social Security Program. This program is intended to provide you with retirement benefit
payments and medical coverage once you reach retirement age.

UNEMPLOYMENT INSURANCE

Upon separation from employment, you may be entitled to state and federal unemployment insurance
benefits. Information about unemployment insurance can be obtained from Human Resources and/or
the Agency Director.

WORKERS’ COMPENSATION

On-the-job injuries are covered by our Workers’ Compensation insurance policy. This insurance is
provided at no cost to you. If you are injured on the job, report the incident immediately to
Administration and if necessary, seek medical attention for your injury. Failure to report an injury
immediately could jeopardize your claim.

We ask for your assistance in alerting management to any condition which you feel could lead or
contribute to an employee accident or injury.

The Agency will seek to provide reasonable accommodations so long as they are medically necessary,
feasible in the work environment and do not impose an undue hardship on the Agency as prescribed by
applicable federal, state or local law.

MILEAGE REIMBURSEMENT

It is this agency’s intension to have aides service clients that are close to their own geographical
location. Upon accepting a client it should be clearly understood that this agency does not reimburse
aides for mileage for Medicaid clients. However, private pay clients could be an exception based on
distance, hours and the required needs of the client.

Contact Administration if you have specific questions regarding mileage.

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-SECTION 4-

CONDUCT

ON THE JOB

Although we believe that employees should enjoy themselves while on the job, we also have high
expectation of our employees consistently conducting themselves in a professional manner especially
when clients, referral sources, or members of professional entities are present that may judge our
agency based on the conduct of our employees. This section of the Handbook should clarify questions
that you may have on conduct, confidentiality, code of ethics and more.

CONDUCT AT CLIENT’S HOME

The opinions and attitudes that clients have toward our Agency may be determined for a long period of
time by the actions of one employee. It is sometimes easy to take a client for granted, but if we do, we
run the risk of losing not only that client but his or her associates, friends or family who may also be
clients or prospective clients. Un-professional behavior and negative talk against this Agency and in
general will not be tolerated and could lead to disciplinary action and/or termination of employment.

This Agency requires employees to perform work duties related to the client’s assessment for in-home
care. The importance of professional conduct when working in a client’s home cannot be emphasized
enough. Professional conduct is a broad term that is open to many interpretations. The following are
guidelines for appropriate conduct when working in a client’s home:

▪ HEALTH-PRO internal affairs may not be discussed with clients.

▪ Comments or criticisms involving HEALTH-PRO or other companies and their particular
internal office work or salaries should not be discussed with the clients.
▪ Refrain from discussing agency shortcomings or feelings of a controversial or negative
nature with clients.
▪ Avoid conversation involving client matters in all public places, this is a HIPAA violation.
▪ Avoid discussing procedural problems with management while clients are present.
▪ Avoid conversations that involve Federal or State politics.
▪ Agency employees may not solicit clients for charitable donations, this includes requests
for Clients to purchase products or donate to an Aide’s church or religious organization.
▪ Maintain a positive and professional attitude at all times, especially in the presents of
clients, their families and lead authorities.

Each employee must be sensitive to the importance of providing professional and courteous services in
all working relationships.

CONFIDENTIALITY OF CLIENT MATTERS

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The law, HIPAA regulations and our professional ethics require that each employee maintain the highest
degree of confidentiality when handling client information and matters.

In order to maintain this professional confidence, no employee shall disclose client information or leave
un-attended client information exposed to un-involved co-workers, outsiders, including other clients,
third parties or members of one’s own family, etc. which would clearly be a violation to HIPAA
regulations.

Example: If a fax is expected to be received, the employee should be at the fax machine at the time fax
comes through, or close to the time that the fax is expected to come through.

Any disclosure of confidential information will result in disciplinary action, up to and/or including
discharge.

CARE OF CLIENT RECORDS

In order to provide the best care for our clients it is critical that we maintain accurate and current client
records. Although it is the responsibility of Administration to ensure that Client records are returned to
the appropriate filing cabinet following documentation, it is also the responsibility of every employee to
ensure that any records viewed, obtained or worked on by them is returned to the responsible person
for filing. If there is ever a case where client records have to be removed from the premises or
transferred for any reason, guidelines in the Health-Pro Policy & Procedure Manual and HIPAA
Regulations shall be followed. If client files are not properly transported per Health-Pro Policy &
Procedure Manual and HIPAA Regulations, it could lead to automatic dismissal.

Client records should be handled with care and not disfigured in any way. Falsification of client records
is strictly prohibited and will lead to automatic dismissal.

Occasionally, other practitioners will request copies of client records. Under no circumstances will
requests for client records be fulfilled unless prior legal permissive authorization is provided. Any such
documentation, of such authorization shall be placed in client’s file.

USE OF CLIENT TELEPHONES

Health-Pro employees are not to use the clients home or cell phones, except in case of emergency or
using the EVV (electronic voice verification)/telephony system, or except for instances where there is no
other phone working or available. The clients home and cell phone numbers are confidential and should
never be given out to anyone. All Health-Pro employees shall keep their cell phone usage at a minimum
while working with clients or in the office.

ATTENDANCE AND PUNCTUALITY

Attendance and punctuality are important factors for your success within our Agency. We work as a
team and this requires that each person be in the right place at the right time.

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Due to the nature of our business, all employees are required to answer their cell phone within the core
hours of our business operation (8:30am-5:00pm). When receiving a call from the office you are
required to reply to voice messages, text messages or e-mails within a reasonable/acceptable amount of
time and within the same day. On-call staff should answer their cell phone 24 hours while on call.

If you are going to be late for work, notify administration as far in advance as feasible under the
circumstances, but no later than the beginning of your workday.

If you are going to be absent from work, you must notify administration within 24 hours or as far in
advance as feasible under the circumstances. Please keep in mind that it can often be very difficult to
provide a fill-in for the client if enough time is not given.

Personal issues requiring time away from work, such as doctor’s appointments or other matters, should
be scheduled during your non-working hours if possible.

If you are absent for three days without notifying the Agency, it is assumed that you have voluntarily
abandoned your position with the Agency, and you will be terminated and permanently removed from
the Agency’s roster.

WORKWEEK

Because of the nature of our business, your work schedule may vary depending on your clients’ needs.
Our normal office business hours are 8:30am to 5:00pm, Monday through Friday, however, because
clients must be assisted per their assigned hours 24/7/365, all aides are required to work with their
clients before or after office hours (if assigned) including Holidays.

LUNCH BREAK

Office Staff Only: A one (1) hour, unpaid meal break may be taken each day. Your supervisor is
responsible for scheduling and approving this time.

Clinical Staff Only: Any aide working six (6) hours or more per day is entitled to a break (on the
premises) to eat lunch. You should not be eating the client’s food, you should bring your own lunch to
work with you.

REQUIRED TRAINING

Your supervisor (RN/Agency Director) is responsible for initiating all on the job in-service trainings for
you. This may include safety training, participation in off-site training and continuing education when
necessary for job safety and work performance. Employees WILL NOT be compensated for time spent
attending training programs, unless it has been Previously Approved by the Agency Director.

Employees may be randomly quizzed (by the RN and/or the Agency Director) from time to time to
evaluate the effectiveness of any training program.

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If you have any questions regarding training, please contact administration.

HEALTH-PRO administration is responsible for scheduling all job related trainings.

STANDARDS OF CONDUCT

Each employee has an obligation to observe and follow the Agency’s policies and to maintain
professionalism and proper standards of conduct at all times. If an individual’s behavior interferes with
the orderly and efficient operation of this Agency or any of this Agency’s employees, corrective
disciplinary action will be taken.

Disciplinary action may include a verbal warning, written warning, suspension without pay, probation,
and/or discharge. The appropriate disciplinary action imposed will be determined by Human Resources
and/or the Agency Director. The Agency does not guarantee that one form of action will necessarily
precede another.

The following may result in disciplinary action, up to and including discharge:

1) Violation of the Agency’s policies or safety rules.
2) Insubordination.
3) Unauthorized or illegal possession of drugs, weapons, etc.
4) Possession use or sale of alcohol or controlled substances on work premises or during
working hours, while engaged in Agency activities or in Agency vehicles.
5) Unauthorized possession of Agency property.
6) Possession use or sale of weapons, firearms, or explosives on work premises.
7) Theft or dishonesty.
8) Physical harassment.
9) Sexual harassment;
10) Disrespect toward clients, fellow employees, managers, visitors or other members of
the public.
11) Performing outside work or use of Agency property, equipment or facilities in
connection with outside work while on Agency time.
12) Poor attendance or poor performance.

These examples are not all inclusive. We emphasize that discharge decisions will be based on an
assessment of all relevant factors.

Nothing in this policy is designed to modify our employment-AT-WILL policy.

CLIENT AND PUBLIC RELATIONS

Our Agency’s reputation is built on excellent service and quality work. Maintaining this reputation
requires the active participation of every employee.

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The opinions and attitudes that clients have toward our Agency may be determined for a long period of
time by the actions of one employee. It is sometimes easy to take a client for granted, but we must
remember that his or her associates, friends or family may also be clients or prospective clients of the
Agency.

Each employee must be sensitive to the importance of providing professional and courteous treatment
in all working relationships.

SOLICITATION AND DISTRIBUTION

In order to avoid unnecessary annoyances and work interruptions, solicitation by one employee to
another is prohibited while either person is on agency time.

Un-accompanied family members, friends, un-known persons, children, etc. walking around the office
are considered soliciting.

Employee distribution of literature, including handbills, in work areas are prohibited at all times.

Trespassing, soliciting or distribution of literature by non-employees on HEALTH-PRO premises is

prohibited at all times.

CHANGES IN PERSONAL DATA

To aide you and/or your family in matters of personal emergency, as well as remain compliant with
State and Federal Regulations, we need to maintain up-to-date information on all employees.

Changes in name, address, telephone number, marital status, number of dependents or changes in next
of kin and/or beneficiaries should be forwarded to administration promptly for employee folder update.

PROTECTING CLIENT AND AGENCY INFORMATION

Protecting client and Agency information is the responsibly of every employee and we all share a
common interest in making sure it is not improperly or accidentally disclosed.

Due to the nature of our business, client and Agency confidentiality and HIPAA regulations are strictly
enforced. Do not discuss the confidential business of our clients or Agency with anyone who does not
work for our Agency. Discussions regarding confidential client or Agency business with other employees
are also prohibited, unless it is a necessary work-related function.

All telephone calls regarding a current or former employee’s position/compensation with our Agency
must be forwarded to the Agency Director.

The Agency’s address shall not be used for the receipt of personal mail.

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CONFLICT OF INTEREST/CODE OF ETHICS

The Agency’s reputation for integrity is its most valuable asset and is directly related to the conduct of
its managers and employees. Therefore, employees must never use their positions with the Agency, or
any of its clients, for private gain, to advance personal interests or to obtain favors or benefits for
themselves, members of their families or any other individuals, corporations or business entities. There
will be no receiving of gifts from a client with a value greater than $25, and no smoking is allowed while
working with the client.

The Agency adheres to the highest legal and ethical standards applicable in our business. The Agency’s
business is conducted in the strict observance of all applicable laws and the integrity of each employee is
of utmost importance.

Employees of the Agency shall conduct their personal affairs in such a fashion that their duties and
responsibilities to the Agency are not jeopardized and/or legal questions do not arise with respect to
their association or work with the Agency.

CARE OF EQUIPMENT

You are expected to demonstrate proper care when using the Agency’s property and equipment. No
property may be removed from the premises without the proper authorization of management. If you
lose, break or damage any property, report it to your supervisor at once.

PERSONAL PROPERTY

The Agency is not responsible for loss or damage to personal property on Agency’s premises. Valuable
personal items, such as purses and all other valuables should not be left in areas where theft might
occur.

SEVERE WEATHER

Severe weather is to be expected during certain months of the year. Although driving may at times be
difficult, when caution is exercised, the roads are normally passable. Except in cases of severe storms,
we are all expected to work our regular hours. Time taken off due to poor weather conditions while the
business remains open will be documented as unpaid-time-off.

Exempt employees may be provided time off with pay when necessary to comply with state and federal
wage and hour laws.

If extreme weather conditions occur, you should refer to your local news or weather notification
sites/channels. Administration should always be notified when absences occur.

PERSONAL TELEPHONE CALLS

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During your work hours and Agency hours, it is important to keep your telephone lines free for office,
client and State calls. Although the occasional use of your telephone for a personal emergency may be
necessary, routine personal calls should be kept to a minimum.

ELECTRONIC MAIL

Office Staff Only: A new e-mail address for business related issues will be provided for office staff at the
start of your employment. We recognize your need to be able to communicate efficiently with the
Agency, fellow employees, state entities and clients. Employees should limit non-business related e-
mails. Using the Agency’s assigned e-mail addresses to solicit fellow employees or distribute
provocative information is strictly prohibited. Corrective disciplinary measures will be taken against
anyone in violation of this section.

Our Agency’s policies against sexual and other types of harassment applies to e-mail, text messaging,
etc. Violations of these policies are not permitted and may result in disciplinary action and possible
discharge. Therefore, employees are also prohibited from the display or transmission of sexually-explicit
images, messages, ethnic slurs, racial epithets or anything that could be construed as harassment or
offensive to others.

Employees shall not use unauthorized codes or passwords to gain access to others’ e-mail or files.

Violation of this policy may result in disciplinary action, and possible discharge.

For business purposes, management reserves the right to enter, search and/or monitor e-mail
transmissions of any employee without advance notice. Employees should not assume that
communications that they send and receive by e-mail are private or confidential.

INTERNET USAGE

As a growing Agency, we recognize the need to stay on the cutting edge of technology which is one of
the reasons we allow employees to have access to the internet.

The internet is intended for business use only. Use of the internet for any non-business purpose,
including but not limited to, personal communication or solicitation, purchasing personal goods or
services, gambling and downloading files for personal use, is strictly prohibited.

Our Agency’s policies against sexual and other types of harassment apply to Internet usage, including
instant message programs as well as text messaging. Violations of these policies are not permitted and
may result in disciplinary action, including discharge. Therefore, employees are also prohibited from
displaying, transmitting and/or downloading sexually-explicit images, messages, ethnic slurs, racial
insults or anything which could be construed as harassment or disparaging to others.

Consistent with applicable federal and state laws, the time you spend on the Internet may be tracked
through activity logs for business purposes. All abnormal usage will be investigated thoroughly.

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Employees learning of any misuse of the Internet shall notify a member of management.

Violation of this policy may result in disciplinary action, up to and/or including discharge.

DRESS CODE POLICY

Clinical Staff: employees are expected to maintain the highest standards of personal cleanliness and
present a neat, professional appearance at all times. RN’s, CNA’s and PCA’s are expected to wear
uniforms to service the clients in their home. Pant uniforms are preferred for the staff providing services
in the home.

Office Staff: employees are expected to dress in a professional manner at all times except for Friday’s
which is used as the agency’s dress-down day. Dress-down day may include jeans, shorts (neat), polo
shirts, etc.

An example of un-expectable dress code is as follows:

• Females – no skirts 3 inches above the knee, no extremely tight dresses or pants, no
over exposure of any kind, etc;
• Males – no pants hanging below belt line, no bare under shirts (armless), etc;

Our clients’ satisfaction represents the most important and challenging aspect of our business. Whether
or not your job responsibilities place you in direct client contact, you represent the Agency with your
appearance as well as your actions. A properly attired individual helps to create a favorable image for
the Agency, to the public and to fellow employees. Badges should also be worn while working.

PERSONAL HYGIENE

While proper hygiene promotes professionalism within our Agency and a favorable image to our clients,
it also helps us to maintain a sterile environment.

Employees are expected to maintain the highest standards of personal cleanliness and present a neat,
professional appearance at all times.

CELL PHONES

Employees are discouraged from using their cellular telephones while driving. If you must take a call
before reaching your target destination, please pull over to a safe area before using your telephone or
use hands-free devices (speakers or headphones) and comply with all traffic laws. Employees are
expected to comply with applicable state laws regarding the use of cellular telephones.

Due to the nature of our business, all employees are required to answer their cell phone within the core
hours of our business operation (8:30am-5:00pm). You are required to have voice mail setup on you cell
phone. When receiving a call from the office you are required to reply to voice/text messages within a
reasonable/acceptable amount of time within the same day.

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CONTACT WITH THE MEDIA

All media inquiries regarding the Agency and its operations must be referred to the Agency
President/Board of Directors. Only the Agency President and/or the Board of Directors are authorized
to make or approve public statements pertaining to the Agency or its operations. No employees, unless
specifically designated by the Agency President and/or the Board of Directors, are authorized to make
statements involving a high-profile Agency issue.

OFFICE SUPPLIES

Office Staff: Our Agency maintains a stock of basic office supplies such as pens, paper clips, staples, and
note pads, etc. used on a day-to-day basis by employees. All office supplies can be provided to you by
the Agency Director.

If you need additional items that are not regularly stocked, please speak to the Agency Director to get
approval before purchasing any items where imbursement is desired.

All office supplies are for business use only and should not be removed from the office for non-business
use. Violations of this policy may result in disciplinary action up to and/or including discharge.

IF YOU MUST LEAVE US

Should you decide to leave your employment with us, we ask that you provide us with at least two
weeks’ advance notice. Your thoughtfulness is appreciated and will be noted favorably should you ever
wish to re-apply for employment with the Agency.

All documentation such as; timesheets, mileage sheets (if applicable), progress notes, reports, etc. must
be turned-in, completed and approved prior to the release of your final pay check or delays may apply.
All Health-Pro equipment, supplies, advances, etc; must be returned prior to the release of your final
pay check or deductions/delays may apply.

Any incomplete documentation such as timesheets or reports that require your signature must be
completed by you within an acceptable time frame, or your final pay check may be delayed. It is also
possible that legal action could be taken against you if the missing information or property is of great
expense to the Agency.

Once you leave our Agency or upon notice by Administration, you are to log out/ exit all work-related
computer applications and not seek to log back in without specific permission of Agency Administration.

Employees, who are re-hired following a break in employment in-excess of six months, other than a
written approved leave of absence, must be re-evaluated before employment can re-occur. After an
approved re-evaluation, such employees are considered new employees from the effective date of their
re-employment for all purposes, which includes the purposes of measuring benefits.

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If you choose to use Health-Pro as a job reference, we will generally confirm upon request, the
following:
• Your employment beginning and end dates
• Your job title
Under some circumstances we will provide:
• Your work history and performance
• Your compliancy and ethics
• If this agency would re-hire you

You should notify Health-Pro Administration if your address changes during the calendar year so your
tax information (W-2) will be sent to the proper address.

-SECTION 5-

SAFETY IN THE WORKPLACE

We believe a safe environment has been created for the safety of all our employees, administration and
clinical staff. It is every employee’s responsibility to ensure that all issues that could possibly promote
an unsafe environment be reported to management immediately. In this section of the Handbook
guidelines have been put in place to prevent exposure to certain dangers and we need the help of every
employee to consistently minimize risk.

EACH EMPLOYEE’S RESPONSIBILITY

Safety can only be achieved through teamwork at any Agency. Each employee, supervisor and manager
must be committed to Agency safety awareness by thinking defensively, anticipating unsafe situations
and reporting unsafe conditions immediately (including the client’s homecare environment).

Every employee shall observe the following precautions:

1. Notify Administration (your supervisor, Human Resources, the Agency Director or the
office manager) of any emergency situation. If you or your client are injured or become sick,
you must inform administration immediately.
2. The unauthorized use of alcoholic beverages or illegal substances will not be tolerated.
The possession of alcoholic beverages or illegal substances on the client or Agency’s property is
forbidden. Also, there should be no smoking while on the job.
3. Use, adjust and repair machines and equipment only if you are trained and qualified to
do so and the Agency has approved preforming the repair.
4. Ensure that you are lifting or pushing heavy objects per instructions in the “Safe
Transfers & Lifts” in-service training.
5. Understand your job fully and follow instructions. If you are not sure of a safety
procedure, do not guess; just ask your supervisor, Agency Director or HR Director.
6. Know the locations, contents and use of first aide and firefighting equipment.

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A violation of a safety precaution is in itself an unsafe act. A violation may lead to disciplinary action, up
to and including discharge.

BLOODBORNE PATHOGENS EXPOSURE CONTROL

To protect employees who may reasonably anticipate being occupationally exposed to blood and other
potentially infectious materials during work tasks, our Agency has instituted a bloodborne pathogens
exposure control program.

Briefly, our program includes an employee exposure determination, information and training about
bloodborne pathogens, the availability of hepatitis B vaccinations, Universal Precautions, engineering
controls, safe work environment personal protective equipment and housekeeping measure to help
reduce the risks of occupational exposure incident and necessary record keeping are also included.
These matters are discussed in great detail in our written infection control plan, which is available in the
HEALTH-PRO Policies & Procedures Manual and/or an on-line training site.

Further information about our bloodborne pathogens exposure control program will be provided to all
employees and may be obtained from Administration.

Personal Protective Equipment (PPE) is made available to employees on a case by case basis.

In the case of an exposure, an exposure report must be completely filled out by employee and/or
Supervisor/Agency Director and all exposure guideline policies shall be followed. Employee should
report the incident immediately to Supervisor/Agency Director and seek medical assistance/treatment.
The report should be turned-in to the Supervisor or Agency Director ASAP.

HEPATTITIS B VACCINE

As required by OSHA regulations and for your protection, our Agency provides the Hepatitis B Vaccine to
all employees. This vaccine will be made available to you within ten (10) days of employment. You will
receive the Agency’s training regarding the vaccine’s affects, safety considerations, method of
administration, the benefits of being vaccinated, and the no-cost provision.

If you choose not to be vaccinated, you must sign a Hepatitis B Vaccination Declination form. The
vaccine will be made available to those employees who initially decline, but later decide to accept the
vaccine.

WORKPLACE SEARCHES

To protect the property and to ensure the safety of all employees, clients and the Agency, the Agency
reserves the right to conduct personal searches consistent with state law, and to inspect any packages,
parcels, purses, handbags, brief cases, lunch boxes or any other possessions or article on our premises.
In this regard, it should be noted that all offices, desks, files, lockers, equipment, etc; are the property of

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the Agency, and are issued for the use of employees only during their employment. Inspection may be
conducted at any time at the discretion of the Agency Director.

Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this
policy may not be permitted to enter or remain on the premises. Employees working on or entering or
leaving the premises who refuse to cooperate in an inspection, as well as employees who after the
inspection are believed to be in possession of stolen property or illegal substances, will be subject to
disciplinary action, up to and including discharge. If upon investigation any employee is found to be in
violation of the Agency’s security procedures or any other Agency rules and regulations they will be
subject to disciplinary action, up to and including discharge.

AIDE CAUTION MEASURE (IN CLIENTS HOME)

We recommend that any aide working in a client’s home never take large bags or anything that you can
be accused of hiding items or taking items that do not belong to you. It is understood that aides working
in a client’s home or visiting the office could be questioned about a missing item if they are suspected or
in the area where a missing item was. If the aide is suspected of stealing and is requested to be
searched and refuses, it could be grounds for suspension (without pay) while an investigation is taking
place, which could also lead to termination of employment pending the outcome.

To avoid this from happening to you, do not carry large bags or anything that you can be accused of
hiding items in or taking items that do not belong to you in a client’s home.

WORKPLACE VIOLENCE

Violence by a client, employee, supervisor or member of management will not be tolerated. The
purpose of this policy is to minimize the potential risk of personal injuries to employees at work and to
reduce the possibility of damage to client or Agency property in the event that someone, for whatever
reason, may be unhappy with a client or Agency decision or action by an employee or member of
management.

If you receive or overhear any threatening communications from an employee or outside third party,
report it to administration at once. Do not engage in either physical or verbal confrontation with a
potentially violent individual. If you encounter an individual who is threatening immediate harm to a
client, employee or visitor to their or our premises, dial 911 immediately.

All reports of work-related threats will be kept confidential (to the highest extent possible), investigated
and documented. Employees are expected to report and participate in an investigation of any
suspected or actual cases of workplace violence.

Violations of this policy, including your failure to report or fully cooperate in the Agency’s investigation,
may result in disciplinary action up to and/or including immediate discharge.

SMOKING IN THE WORKPLACE

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Our Agency is committed to providing a safe and healthy environment for employees and visitors.
Smoking is allowed only in designated areas outside the office building. This does not apply to smoking
at the client’s home (no smoking inside or outside of the client’s home).

This Agency recommends that employees reframe from smoking prior to reporting to a client’s home.

CONCEALED WEAPONS

Possession use or sale of weapons, firearms or explosives on work premises, while operating Agency
machinery, equipment or vehicles for work-related purposes or while engaged in Agency business off
premises is forbidden except where expressly authorized by the Agency or permitted by state and local
laws. This policy applies to all employees, including but not limited to those who have a valid permit to
carry a firearm.

Employees who are aware of violations or threats of violations of this policy are required to report such
violations or threats of violations to their Supervisor and/or the Agency Director immediately.

Violations of this policy will result in disciplinary action, up to and/or including discharge.

IN AN EMERGENCY

The Administration should be notified immediately when an emergency occurs. Where there is a
genuine emergency 911 should be contacted first. Examples of genuine emergencies include accidents
where bodily injury has occurred, serious medical situations, bomb threats, other threats of violence,
and the smell of smoke or other caustic substances.

Should an emergency result in the need to communicate information to employees outside of business
hours, the Agency Director and/or the HR Director will contact you. Therefore, it is important that
employees keep their personal emergency contact information up to date. Notify Administration in the
event this information changes.

When events warrant an evacuation of the building, you should follow the instructions of the Agency
Director or other management or building official. You should leave the building in a quick and orderly
manner. You should assemble at the pre-determined location as communicated to you by
Administration to await further information or instructions.

Please direct any questions you may have about the Agency’s emergency procedures to the Agency
Director and/or the HR Director.

SUBSTANCE ABUSE

The Agency has vital interests in ensuring a safe, healthy and efficient working environment for our
employees, their co-workers and the clients we serve. The unlawful or improper presence or use of
controlled substances or alcohol in the workplace presents a danger to everyone. For these reasons, we

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have established as a condition of employment and continued employment with the Agency the
following substance abuse policy.

The Agency has implemented a drug testing program in compliance with state and federal laws.
Employees are prohibited from reporting to work or working while using illegal or unauthorized
substances. Employees are prohibited from reporting to work or working when the employee uses any
controlled substances, except when the use is pursuant to a doctor’s order and the doctor advised the
employee that the substance does not adversely affect the employee’s ability to safely perform his or
her job duties.

In addition, employees are prohibited from engaging in the unlawful or unauthorized manufacture,
distribution, sale or possession of illegal or unauthorized substances and alcohol in the workplace
including on Agency paid time, on Agency premises, in Agency vehicles or while engaged in Agency
activities. Employees are also prohibited from reporting for duty or remaining on duty with any alcohol
in their system. Employees are also prohibited from consuming alcohol during working hours, including
meal and break periods.

Your employment or continued employment with the Agency is conditioned upon your full compliance
with this substance abuse policy. Any violation of this policy may result in disciplinary action, up to and
including discharge. Furthermore, any employee who violates this policy who is subject to termination
may be permitted in lieu of termination, at the Agency’s sole discretion, to participate in and
successfully complete an appropriate treatment, counseling or rehabilitation program as recommended
by a substance abuse professional as a condition of continued employment, and in accordance with
applicable federal, state and local laws.

Consistent with its fair employment policy, the Agency maintains a policy of non-discrimination and
reasonable accommodation with respect to recovering addicts and alcoholics, and those having a
medical history reflecting treatment for substance abuse conditions. We encourage employees to seek
assistance before their substance or alcohol use renders them unable to perform their essential job
functions or jeopardizes the health and safety of themselves and/or others. The Agency will attempt to
assist its employees through referrals to rehabilitation, appropriate leaves of absence and other
measures consistent with the Agency’s policies and applicable federal, state or local laws.

The Agency further reserves the right to take all appropriate and lawful actions necessary to enforce this
substance abuse policy including, but not limited to, the inspection of Agency issued lockers, desks or
other suspected areas of concealment, as well as an employee’s personal property when on Agency
premises and the Agency has reasonable suspicion to believe that the employee has violated this
substance abuse policy.

For more information, please speak to your supervisor, the Agency Director or the HR Director.

EMPLOYEE SIGNATURE AGREEMENT

By signing off on this handbook, I give confirmation that I have read, and completely understand, and
agree to follow these HEALTH-PRO guidelines.

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See employee file for sign-off sheet.

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