Employee Handbook

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Welcome

Welcome to Great Bay Oral Surgery Associates, PA!
As a member of Great Bay Oral Surgery Associates, PA  (referred to as “GBOS” or the “Practice”), you perform a vital role, and we appreciate the special skills and knowledge you bring to this team. We believe every job in our Practice is important, and we hope that you will play a key role in the continued growth and success of our Practice.

In order to operate and manage its business, the Practice makes many decisions on a daily basis. Because its decisions may affect employees, the Practice has prepared this Policy and Procedure Handbook (“Handbook”) as a guideline for employer-employee relations. It was developed to describe some of our expectations for our employees and to outline the policies, programs, and benefits available to eligible employees. Employees should familiarize themselves with the contents of the Handbook as soon as possible, for it will answer many questions about employment at GBOS.
Again, welcome to GBOS. Should you have any questions concerning this Handbook, your employment or benefits, please discuss them with the Practice Administrator.

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About this Handbook

Policies set forth in this Handbook do not and are not intended to create a contract of employment between GBOS and any of its employees, nor are they to be construed to constitute contractual obligations of any kind. This Handbook does not and is not intended to create any enforceable rights or promises of any kind with respect to the terms and conditions of employment. Rather, the policies and procedures contained herein are for employee guidance only.

Not all of the Practice’s policies and procedures are set forth in this Handbook. The provisions in this Handbook supersede all existing policies and procedures. The provisions of the Handbook have been developed at the discretion of the Practice management and may be amended, modified, revoked, rescinded or added to at any time, in the Practice’s sole discretion. No one has the authority to amend, modify, revise or revoke any of the policies or procedures contained in this Handbook without the express written approval of the Practice Administrator and Dr. Albert.

If you have any questions or concerns about this Handbook or any of the policies or procedures contained in it, please contact the Practice Administrator.

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I. Employment

Employment At-Will
Employment with GBOS is at-will. This means that you are free to resign from employment at any time and that you may be separated from employment without notice, for any reason, at any time, regardless of length of service, with or without cause. Only Dr. Albert in conjunction with the Practice Administrator is authorized to modify the Company’s at-will employment policy or enter into any agreement contrary to this policy. Any such modification must be in writing and signed by the Practice Administrator and Dr. Albert.

Equal Opportunity Policy
GBOS  provides equal opportunity in all of our employment practices to all qualified employees and applicants without regard to race, color, religion, gender, national origin, age, disability, marital status, sexual orientation, military status or any other category protected by federal, state and local laws. This policy applies to all aspects of the employment relationship, including recruitment, hiring, compensation, benefits, promotion, disciplinary action, layoff, and all other terms and conditions of employment. All such employment decisions will be made without unlawfully discriminating on any prohibited basis.

Any incident that you believe involves discrimination or harassment should be brought to the attention of your immediate supervisor, Practice Administrator, and Dr. Albert.

Every employee is responsible for assisting the Practice in the implementation of this policy and every employee is expected to adhere to this policy not only in practice, but also in spirit.

Disability Accommodation
GBOS  is committed to complying fully with all state and federal laws concerning disabled persons, including the Americans with Disabilities Act, and to ensuring equal opportunity in employment for qualified disabled persons and to providing certain reasonable accommodation obligations. All employment practices and activities are conducted on a non-discriminatory basis.

In accordance with all applicable laws, reasonable accommodation is available to all disabled persons who are otherwise qualified for a position, where their disability affects the performance of job functions, except when providing such accommodation imposes an undue hardship on GBOS’ operation. If an individual needs an accommodation, it is his or her responsibility to advise his or her supervisor, the Practice Administrator or a doctor partner. GBOS may ask for suggestions in defining what special accommodations are needed, and employees must cooperate fully and engage in an interactive process to best identify a reasonable accommodation.

Employees are required to cooperate fully with the Practice in the procurement of medical records so that the Practice can fully comply with applicable law. Employees are required to supply GBOS with any and all records GBOS lawfully requests, and execute any medical authorizations or release forms provided by GBOS or a medical care provider, consistent with the law.

Sexual and Other Unlawful Harassment
The Practice is committed to providing a workplace that is free of discrimination of any kind. In keeping with this commitment, the Practice will not tolerate harassment of any employee by any person, including any supervisor, co-worker, patient, client, vendor, or any other third party.

Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person’s protected status, such as sex, color, race, religion, national origin, age, physical or mental disability, sexual preference, or any other protected status. The Practice will not tolerate harassing conduct that affects tangible job benefits, that interferes unreasonably with a person’s work performance, or that creates an intimidating, hostile or offensive working environment. Prohibited harassment may include jokes about another person’s protected status or kidding, teasing or practical jokes directed at a person based on his or her protected status.

Sexual harassment deserves special mention. GBOS expressly prohibits sexual harassment or sexual misconduct of any kind. Unwelcome sexual advances, requests for sexual favors, and other physical, verbal, or visual conduct based on sex constitute sexual harassment when (1) submission to the conduct is an explicit or implicit term or condition of employment, (2) submission to or rejection of the conduct is used as the basis for an employment decision, or (3) the conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment is conduct based on sex, whether directed towards a person of the opposite or same sex, and may include explicit sexual propositions, sexual innuendo, suggestive comments, sexually oriented “kidding” or “teasing,” “practical jokes,” jokes about obscene printed or visual material, and physical contact such as patting, pinching, or brushing against another person’s body.

This policy prohibits all of the aforementioned conduct/activities whether engaged in by a manager, supervisor, co-worker or non-employee who is on GBOS premises or who comes in contact with Practice employees.

Experience has shown that a clear statement to the person engaging in the offensive behavior is often all that is necessary to stop the conduct. Employees who believe they are being harassed are encouraged to let the person engaging in the conduct know how they feel, but they are not required to do so. An individual who believes that he or she has been subjected to unlawful harassment should report the incident to his or her immediate supervisor, the Practice Administrator and/or Dr. Albert

The matter will be promptly investigated and appropriate action will be taken as warranted by the circumstances. Investigations will be conducted as discretely as possible.

All employees, and particularly managers, have a responsibility for keeping our work environment free of unlawful harassment. Any employee who becomes aware of an incident of harassment or possible harassment, whether by witnessing the incident or being told of it, must report it to his or her supervisor, the Practice Administrator or Dr. Albert immediately. GBOS will investigate the matter discretely and take appropriate action. When GBOS becomes aware that harassment might exist, it is obligated to take prompt and appropriate action, whether or not the victim wants the Practice to do so.

The Practice’s policy prohibits retaliation against anyone for reporting harassment, assisting in making a harassment complaint, or cooperating in a harassment investigation. An employee who believes that he or she has been retaliated against should immediately notify the Practice Administrator or Dr. Albert.

Personnel Files
GBOS maintains a personnel file for every employee. Each employee is responsible for notifying the Practice Administrator of any changes in name, address, telephone number, marital status, number of dependents, military service status, beneficiaries or person to notify in case of an accident.

Employees will be provided with a reasonable opportunity to inspect their personnel file and obtain a copy of all or any part of the file. Requests to inspect the personnel file or to obtain a copy should be directed to the Practice Administrator.

If an employee disagrees with any information contained in the file and GBOS does not agree to remove or revise the information, the employee may submit a written statement regarding the disagreement, together with documentation supporting his or her opinion. This statement will be maintained as part of the personnel file and will be included in any transmission of the file to a third party and will be included in any disclosure of the contested information made to a third party.

Third parties who are not members of GBOS senior management or the employee’s supervisor seeking access to, or a copy of, part or an employee’s entire personnel file, must provide written authorization from the current/former employee. All third party requests for access to an employee’s personnel file shall be directed to the Practice Administrator.

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II. Employment Classification

GBOS determines the number of hours required to be regularly scheduled and worked in a given position and whether a position is exempt or non-exempt. Any employee who wishes to have their regularly scheduled work hours reduced or increased must make such a request in writing to his or her supervisor for approval. Whether such a request will be granted is within the sole discretion of GBOS and will be made on a case-by-case basis in accordance with GBOS’ needs.

Changes in regularly scheduled hours, whether requested by the employee or made by GBOS administration, will be reviewed on a quarterly basis for any change to benefit status.

Full-Time Employee
Employees who are regularly scheduled to work 30 or more hours per week are full-time employees. Full-time employees are subject to GBOS’ policies and procedures and are eligible to receive those benefits the Practice offers to its full-time employees.

Part-Time Employee
There are two categories of part-time employees.
A part-time employee who is regularly scheduled to work more than 20 hours but less than 30 is subject to GBOS’s policies and procedures. Employees working more than 20 hours but less than 30 hours per week are benefit eligible at the part time level.

A part-time employee who is regularly scheduled to work less than 20 hours per week is subject to GBOS’ policies and procedures. Employees working less than 20 hours per week are not eligible for benefits.

Temporary Employee
Employees who are employed on an on-call status, seasonally, or for a limited time arising out of circumstances, including but not limited to a special project, a regular employee’s absence, or an emergency are temporary employees. Temporary employees are subject to GBOS’ policies and procedures, but are not eligible to receive any benefits, regardless of the number of hours worked or the duration of the temporary position.

Per Diem Employees
Per Diem employees are not regularly scheduled to work a specific number of hours each week. Work hours will vary based upon whether they are called by GBOS to work and whether they accept the work hours offered. Work hours are not guaranteed. Per Diem employees are subject to GBOS’ policies and procedures, but are not eligible to receive any benefits, regardless of the number of hours worked or the duration of the per diem position.

Non-Exempt/Exempt Status
In addition to being classified as full-time, part-time or temporary, each position at GBOS is also classified as non-exempt or exempt. If you are unsure about what your position is classified as, please see the Practice Administrator.

Non-Exempt Employees
Non-exempt employees are defined as those employees who are covered by the overtime provisions of the Fair Labor Standards Act or applicable state law. Employees in this category will receive overtime pay for work in excess of forty (40) hours in a workweek.

Exempt Employees
Exempt employees are those employees who are classified by GBOS as exempt from the overtime provisions of the Fair Labor Standards Act and any applicable state law. Exempt employees do not receive overtime pay as your salary represents compensation for all work performed in a pay period.

Your status as exempt/non-exempt could change during the term of your employment. If you are uncertain about your status as a full-time, part-time, temporary, or per diem employee, or as an exempt/non-exempt employee, ask the Practice Administrator.

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III. Compensation & Work Schedule

Work Hours
Employees’ particular hours of work and the scheduling of any meal periods/breaks will be determined and assigned by his or her supervisor and may be modified from time to time depending on the Practice’s needs. Employees will be notified when changes are made. Employees should see their supervisor with any questions concerning work schedules.

Meal Periods and Breaks
After 5 consecutive hours of work in a day, GBOS permits employees to take a one hour meal break. Employees will be paid for 30 minutes and the remaining 30 minutes will be unpaid.

All breaks must be scheduled with the employee’s supervisor and may be scheduled at staggered times to allow department coverage. Employees must record the start time and end time of their break.

Tardiness from breaks is unacceptable as it not only disrupts production, but also inconveniences other employees. Therefore, it is essential that employees return promptly to resume work after designated breaks and lunch.

Pay Schedule
GBOS’ pay period starts 12:01 a.m. on Monday and ends on Sunday at 12:00 midnight.

Employees will be paid every other Friday. If the regular payday falls on a holiday, payday will be the last regular workday before the holiday. Direct deposits will reach the employee’s account on the same day. Employees will receive their check from their supervisor or have it placed in their “In” basket or deposited to an account designated by the employee via direct deposit, depending on the employee’s specific situation. Paychecks will not be released to spouses, co-workers, friends or family even with written or verbal permission from the employee.

Note: If a paycheck is lost or stolen, the employee must notify the Practice Administrator immediately.

Reimbursable expenses
Travel is reimbursable at the federal mileage rate as determined on an annual basis. Please complete appropriate form and submit on a monthly basis.

Continuing Education
The Practice supports continuing education of its full-time and part-time staff. Please submit request for prior approval to your supervisor. Approval is dependent on relevance to your work and if the budget allows. It is expected that you will share information gained at a staff meeting.

Direct Deposit
GBOS’ preferred method of paying employees is via direct deposit of payroll to a bank designated by the employee. The employee may designate deposit into a checking or savings account and when feasible into other types of accounts. Employees interested in this payroll feature should see the Practice Administrator to complete the necessary forms.

Error in Pay
Every effort is made to avoid errors in your paycheck. If an employee believes an error has been made, he or she should promptly notify the Practice Administrator.

Improper Deductions From Salary
It is the policy of GBOS to prohibit any deductions from an exempt employee’s salary unless the deduction is otherwise permitted by state or federal law. An exempt salaried employee’s salary is not subject to reduction because of variations in the quality or quantity of work performed and unless salary deductions for full/partial day absences are otherwise permitted under state or federal law, an exempt employee must receive his or her full salary for any pay period in which the employee performs any work without regard to the number of days or hours worked. Similarly, deductions cannot be made from an exempt employee’s salary for time when work is not available. Exempt employees need not, however, be paid for any pay period in which the employee performs no work.

Any employee who is paid on a salary basis who believes that improper deductions have been made from his or her salary should promptly notify the Practice Administrator of his or her concern and provide an explanation of the deduction(s) from salary which he or she takes issues with and his or her understanding of the reason the deduction was made (e.g. late arrival, early departure, absence from work, etc.).

GBOS will look into the exempt employee’s concern and will respond. The employee will be reimbursed for any deductions from salary which GBOS ultimately determines were improper. In addition, should an improper deduction be found, the Practice shall take reasonable corrective action(s) in an effort to avoid such deductions from being repeated.

Overtime
From time to time, in order to accommodate business needs, GBOS may require that employees work extra hours. Whenever possible, GBOS will make a reasonable effort to provide advance notice to employees to allow them to make such arrangements as may be necessary. All overtime must be approved in advance by the employee’s supervisor. Availability to work overtime when reasonably requested by GBOS is a condition of employment with the Practice. Employees who have worked overtime must enter it on a time sheet by the day after it is accrued.

Only non-exempt employees qualify for overtime pay. Overtime pay is calculated at one and one-half  (1 ½) times the hourly rate for all hours worked over forty (40) during one work week. Breaks for meals are not included as time worked for purposes of computing overtime. Holiday pay, Paid Time Off, bereavement leave, training seminars or any other paid time for time not actually worked is not included when determining the number of hours worked for overtime purposes. Exempt employees do not receive overtime pay as your salary represents compensation for all work performed in a pay period.

Emergency, Inclement Weather and Other Business Closures
The Practice does not generally close for reasons of inclement weather. However, in the event that GBOS cannot operate or chooses to close for unusual circumstances such as inclement weather (e.g. flood, earthquake, severe weather, etc.) or lack of utilities or for safety or other business reasons, GBOS will take reasonable steps to notify all employees of the closure. Employees will be paid their regularly scheduled hours.

In circumstances when an employee questions whether GBOS is closed, the employee should call the main number and listen to the voicemail message to see whether it indicates that GBOS is closed for business. In addition, in circumstances where the employee anticipates that a closure may be possible, he or she should be available for phone chain calls which may also take place to notify staff of a closure.

Time Records
Non-exempt employees must complete a daily reporting of their tasks and work hours indicating the start time and end time of their workday. Time away from work (e.g., vacation, early departure, late arrivals, leaves of absence) and meal periods/breaks (including other departures from work such as appointments) should also be recorded reflecting the employee’s time out and return. If employees leave the premises during the work day for non-work related reasons, they are required to sign-out when they leave and sign-in when they return, designating those times on their timesheet. Employees are also reminded to complete Earned Time forms as appropriate and to note Earned Time on their time records.

For payroll purposes, time is rounded to the nearest quarter of an hour.

If an employee is absent, the time record should indicate the absence and specify when Paid Time Off is being used to cover the absence.

In the event that an employee leaves work before completing two (2) hours of work, because of illness or a personal or family emergency, he or she must submit a written statement to payroll and/or make a notation on his or her time record of the reason for leaving work before completing two (2) hours of work and initial the entry. When an employee is scheduled to work less than two (2) hours on any given day, the employee should note that on his or her time record also.

Timesheets should be given to the employee’s direct supervisor who will verify hours worked. If a change must be made to a time record, the employee must acknowledge his or her approval of the change by initialing it.

Employees are advised to ensure that actual hours worked and all absences are recorded accurately on their time sheets. Tampering with, falsifying or altering time cards is a breach of GBOS’ policy and will result in disciplinary action, up to and including immediate termination of employment. Employees may not record hours for another employee. If an employee forgets to record their time on any given day, the employee must notify their supervisor immediately. Failing to record work time or to follow timekeeping procedures may also result in disciplinary action, up to and including immediate termination of employment.

If unsure of how to handle your time recording on a particular day, employees are directed to ask their direct supervisor for instructions.

Some exempt employees will also be required to keep track of their hours worked; these records are not used to determine compensation but are used for other business purposes.

Payroll Deductions
The federal government requires the deduction of applicable state and federal income and FICA taxes from employees’ pay. Deductions are made according to standard government tables and vary according to an employee’s earnings, marital status, address and number of dependents. If there is a change in your marital status, address or in the number of dependents during your employment, please notify the Practice Administrator.

Employees will be asked to sign a payroll deduction authorization form where required under law.

Wage Garnishments
GBOS will make withholdings from an employee’s pay pursuant to a court-ordered wage assignment or other legally enforceable wage garnishment. Employees are generally notified when GBOS receives a wage assignment or garnishment.

Social Security
GBOS makes contributions to Social Security equal to those deducted from each employee’s paycheck. Social Security benefits for which employees may be eligible to receive at some time include retirement income, disability benefits, funeral expenses, survivor benefits and Medicare.

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IV. Operating Policies And Employee Conduct

Attendance & Punctuality
Every employee is expected to attend work regularly and report to work on time. Unscheduled absences, late arrivals and/or early departures are expected to be infrequent and for unanticipated circumstances.

If an employee is going to be absent or is unable to report to work on time for any reason, the employee must telephone his or her supervisor as far in advance as possible. If the employee does not call in an absence in advance, it will be considered unexcused. Calling in does not “excuse” or authorize an absence or late arrival or early departure. In the event of an emergency, an employee or his or her designee should contact his or her supervisor as soon as practical.

Unsatisfactory attendance, including reporting late, or leaving early, or failing to properly notify your supervisor of absence, tardiness or early departure may result in disciplinary action, up to and including termination of employment. No call/no show of three (3) consecutive workdays will be considered a voluntary termination from employment. GBOS reserves the right to request medical or other verifying documentation from an employee who is absent, or who requests or has had a late arrival or early departure.

Performance Evaluations
Supervisors and employees are strongly encouraged to discuss job performance and goals informally any time.

In addition, generally an employee will receive a written performance review at least once a year. During this review, supervisors may identify training requirements for the coming review period, as well as set expectations for performance. Performance reviews typically include a review of the quantity and quality of the work performed, as well as an employee’s initiative, attitude, responsiveness, ability to work successfully with colleagues, and other relevant factors. Positive performance evaluations do not guarantee increases in salary, payment of bonuses, or any other type of discretionary compensation. Promotions, changes in employee’s rate of pay, and discretionary payments of any kind are solely within the discretion of management and depend upon many factors, including but not limited to individual performance, contribution to the Practice, and business conditions and needs.

Outside Employment
Employment with the Practice includes an obligation to provide undivided attention and loyalty to the Practice during an employee’s full work schedule. An employee may hold a second job as long as the job does not interfere with the employee’s ability to meet the performance standards and other requirements of his or her position(s) with the Practice and/or are not otherwise inconsistent with the business interests of GBOS. Employees must notify the Practice of any outside employment. The Practice retains the sole discretion to determine whether outside employment interferes with an employee’s position with the Practice.

Company Property
During employment with the Practice, employees may receive or be permitted to use certain equipment provided by the Practice including, but not limited to laptop computer, cell phone, and other technology, devices and/or equipment. This property belongs to the Practice and is provided to employee for business purposes only. If an employee uses Practice property for personal use, he or she has no right to privacy or ownership interest in the property or its contents. Employees may not use any company property for personal purposes or remove any Practice property from the premises without prior written permission from the Practice Administrator. Employees are required to return all company property upon request or upon separation from employment, whichever is earlier.

Employees are required to exercise care, perform required maintenance and follow all operating instructions, safety standards and guidelines when operating company equipment.

Employees must promptly notify their supervisor if any equipment or machine appears to be damaged, defective or in need of repair. Employees are requested to direct any questions about the maintenance and care of any workplace equipment to their supervisor. Failure to adhere to the policy may result in disciplinary action, up to and including termination of employment. In addition, to the extent permitted by law, employees may be held financially responsible for any loss to the Practice because of such mistreatment.

Electronic Communications
Electronic communication systems such as e-mail, Internet, and on-line services, voice mail, computer systems, and all electronic communication devices (“electronic communication systems”) are provided by the Practice to support its business and its employees in the performance of their jobs.

All electronic communications (including but not limited to email, voicemail, etc.) composed, sent, stored or received on the Practice’s system are and remain the exclusive property of the Practice and are not to be considered the private property of any employee, regardless of whether the content of the electronic communication is personal or business related or is password-protected or otherwise marked personal and/or confidential. In addition, the Practice has the right to access and will access all electronic communications to review and monitor communications within the system, without notice to users of the system, whenever the Practice deems it appropriate. As such, passwords or codes may be changed without notice at the Practice’s discretion.

The Practice’s electronic communications systems are intended for business purposes only and should be used exclusively for work-related tasks in accordance with the Internet Access Agreement. Use of the Internet for personal reasons is prohibited. However, to the extent that any of the Practice electronic communications systems are used for personal reasons, any personal use is not confidential, and is subject to the same policy guidelines stated herein. Employees have no expectation of privacy in any electronic communications (including but not limited to email, voicemail, etc.) composed, sent stored or received on the Practice’s electronic communications systems.

The Practice’s electronic communications systems (including but not limited to email, voicemail, etc.) may not be used for religious, political or other matters unrelated to the business of GBOS. All users of GBOS electronic communications systems must comply with all copyright and intellectual property laws, as well as all other state, federal, or local laws. Inappropriate use of the Practice’s electronic communications (including but not limited to email, voicemail, etc.) is strictly prohibited and may result in discipline, up to and including termination of employment.

Employees are prohibited from receiving, sending and/or downloading discriminatory, offensive or harassing messages or information. Internet usage to sites containing such information is also prohibited.

Employees are prohibited from accessing, reading and disclosing electronic communication, voice mail, and computer system messages or information not intended for their review and/or receipt without proper authorization.

Language used in emails, voicemails and other electronic communications is to be professional and polite at all times. Do not put any information, fact, or opinion in any message that you would not want later disclosed in writing or in public.

By using the Practice’s electronic communication systems employees expressly consent to this policy. Employees should notify their supervisor, the Practice Administrator, or a Practice doctor partner immediately upon learning of violations of this policy.

Employees are expected to exercise discretion, good judgment, and common sense when creating and distributing electronic communications. Employees must comply with all laws and policies relating to patient privacy in their use of electronic communication systems.

Violation of this policy may result in disciplinary action up to and including immediate termination of employment.

Software Installation Policy and Usage Declaration
The Practice provides the software necessary for the execution of the tasks performed by employees in their daily job functions. Only properly licensed software, provided by the Practice, is permitted to be installed on the Practice’s network and computers. Software provided by the Practice is purchased and/or licensed through the recognized channels of distribution for each software application. The Practice ONLY accepts responsibility for any question of licensing or compliance and/or virus infection arising from software recorded as being purchased and installed by the Practice. Any software originating outside the scope of the Practice purchasing and non-compliant software installation is not permitted. Exceptions may be allowed if the software/license has been purchased by the employee and the software license allows duplicate copies to be made for non-concurrent use. However, this software MUST be scanned for viruses by the Practice before installation on any Practice computer.

Any infringement of copyright, license or distribution regulations and resulting legal action and fines, penalties or other liability resulting from non-adherence to the Practice’s policies is the sole responsibility of the employee.

Violation of this policy may result in disciplinary action up to and including immediate termination of employment.

Social Media Policy
At the Practice, we understand that social media can be a fun and rewarding way to share your life and opinions with family, friends and co-workers around the world. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist you in making responsible decisions about your use of social media, we have established these guidelines for appropriate use of social media.  This policy applies to all employees who work for the Practice.

GUIDELINES: In the rapidly expanding world of electronic communication, social media can mean many things. Social media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal web site, social networking or affinity web site, web bulletin board or a chat room, whether or not associated or affiliated with the Practice, as well as any other form of electronic communication.

The same principles and guidelines found in the Practice policies apply to your activities online. Ultimately, you are solely responsible for what you post online. Before creating online content, consider some of the risks and rewards that are involved. Keep in mind that any of your conduct that adversely affects your job performance, the performance of fellow employees or otherwise adversely affects patients or our legitimate business interests may result in disciplinary action up to and including termination.

Know and follow the rules – Carefully read these guidelines and all other Practice policies, and ensure your postings or any social media activity are consistent with these policies, including but not limited to the Practice’s Sexual and Other Unlawful Harassment policy, Confidentiality and HIPAA policies, and Electronic Communications Policy. Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.

Be respectful – Always be fair and courteous to fellow employees, vendors, suppliers or people who work on behalf of the Practice. Also, keep in mind that you are more likely to resolve work-related complaints by speaking directly with your co-workers or by utilizing our Open Communication than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparage employees, suppliers, or that might constitute harassment, bullying, or otherwise violate the Practice’s policies or applicable law will not be tolerated and may subject you to disciplinary action up to and including termination. Examples of such conduct might include offensive posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or Practice policies.  All posts must comply with HIPAA.

Be honest and accurate – Make sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings can be searched. Never post any information or rumors about other Practice employees, patients, people working on behalf of the Practice or its competitors.

Post only appropriate and respectful content –

• Comply with the Practice’s Confidentiality policy and all applicable law protecting the confidentiality of patient information.
• Do not create a link from your blog, website or other social networking site to a Practice website without identifying yourself as an employee and gaining approval from the Practice Administrator.
• Express only your personal opinions. Never represent yourself as a spokesperson for the Practice. If we are a subject of the content you are creating, be clear and open about the fact that you are an employee and make it clear that your views do not represent those of the Practice, fellow employees, vendors, or people working on behalf of the company. If you do publish a blog or make a post online related to the work you do or subjects associated with the Practice, make it clear that you are not speaking on behalf of the Practice. It is best to include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of the Practice.”

Using social media at work –  Employees are not permitted to use social media while on work time or on equipment provided by the Practice, unless it is work-related as authorized by your manager. Do not use the Practice email addresses to register on social networks, blogs or other online tools utilized for personal use.

Retaliation is prohibited – The Practice prohibits taking negative action against any employee who, in good faith, reports a possible deviation from this policy or for cooperating in an investigation related to enforcement of this policy. Any employee who retaliates against another employee for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.

Media contacts – Employees are not permitted to speak to the media on the Practice’s  behalf without permission of  the Practice Administrator.  All media inquiries seeking comment from the Practice or its opinion or position on an issue should be directed to the Practice Administrator.
For more information on this policy, contact the Practice Administrator.

Personal Telephone Calls/Text Messaging and Personal Business
Personal local telephone calls, including cell phone calls and text messaging, and personal business should be confined to your breaks and lunch periods. Employees are requested to ask their friends and family to call only in cases of emergency. Employees are reminded that they should have no expectation of privacy concerning the use of Company electronic mail and phone mail systems.

The Practice equipment and supplies should be used for only business reasons and not for personal business.

Personal Mail
All mail delivered to the Practice is presumed to be related to the Practice’s business. Mail sent to a specific employee at an office of the Practice will be opened by the office and routed to the employee. If you do not wish to have your correspondence handled in this manner, please instruct the sender to address it to your home.

No Solicitation/Distribution Policy
In order to maintain a professional, distraction-free business environment, the Practice employees may not engage in solicitation or distribution of any kind, in Practice work areas at any time.

Employees may not distribute materials of any kind, for any purpose, in any working area or while any employee is on working time. This rule does not apply to materials distributed as part of the employee’s job duties or materials that are related to the Practice’s business.

Working time is any time when an employee is required to be engaged in the performance of his or her job duties, but does not include an employee’s break or meal periods. Working areas include offices and all other work locations in which business is being conducted. It does not include non-work areas such as break rooms and rest rooms.

The Practice does not permit any kind of distribution or solicitation by non-employees on the Practice premises at any time, except to the extent that the solicitation relates to the Practice’s business, such as solicitations from pharmaceutical companies.

These rules apply to solicitation and distribution for any purpose, including but not limited to charities, outside insurance, punch boards, raffles, lottery tickets, sports pools, magazine clubs, labor organizations, societies, clubs and the like.

The following rules apply to and will be strictly enforced against any solicitation or distribution of literature, including the use of e-mail or other electronic communications, on the Practice’s property or using any Practice electronic communication system, including but not limit to the Internet accessed through GBOS computers or network, or the Practice’s intranet.

Please report any attempted violation of this policy to the Practice Administrator.

Conduct Standards & Progressive Discipline
The Practice expects every employee to adhere to the highest standards of job performance and of personal conduct, including individual involvement with Company personnel and outside business contacts. It is essential that all employees accept personal responsibility for maintaining high standards of conduct and job performance, including the observance of the Practice’s rules and policies. Since we are members of a team working together, employees who follow the necessary rules and regulations governing their conduct benefit themselves, our patients and the rest of us, and help to make our business a success.

Everyone knows that no list of rules can be all-inclusive. The following areas, however, are expressly described to guide employees in the recognition of certain behavior which is clearly prohibited and which can result in disciplinary action deemed appropriate by the Practice. Each employee is expected to meet the performance and conduct requirements of his or her position. Employees who, in the opinion of the Practice, fail to satisfy these requirements or the Practice’s standards of conduct may be subject to disciplinary action which may range from verbal or written warnings to suspension or termination of employment without prior notice. In each instance, the appropriate action will be determined at the discretion of the Practice.

The principle rules, which, if violated, may result in disciplinary action up to and including immediate termination of employment, include but are not limited to:

1. Theft or dishonesty.
2. Falsifying or otherwise not properly completing time sheets or other GBOS records.
3. Engaging in an act of employment discrimination, including but not limited to sexual or other unlawful harassment.
4. Disclosure of confidential or proprietary information or inappropriate use of GBOS or patient information.
5. Possession or use of alcohol/illegal drugs during work hours or reporting to work under the influence of alcohol or illegal drugs.
6. Unexcused absences/tardiness or other unsatisfactory attendance.
7. Failure to follow a supervisor’s directions or instructions.
8. General misconduct, including, but not limited to, profane or abusive language, violence or threats thereof, horseplay or interference with the work of others.
9. Misuse or damage of GBOS property, equipment or to the property of others.
10. Undesirable work habits, including, but not limited to carelessness, negligence, or sleeping on the job.
11. Unauthorized possession of firearms or other dangerous weapons on Practice property or while on Practice business.
12. Reporting to work in inappropriate work attire or problems with personal hygiene.
13. Lack of cooperation with managers, supervisors or co-workers.

These rules are not set out in any particular order of severity. Employees’ cooperation in observing these rules is expected. Any questions or misunderstanding involving these rules or anything not covered by these rules should be addressed to employee’s supervisor or the Practice Administrator.

Open Door Policy/Communication of Concerns
Any difference of opinion between an employee and the Practice with respect to or the interpretation of, application of, or compliance with Practice policies, rules or regulations will be addressed in the following manner. Employees are encouraged to discuss problems concerning work related matters with their supervisor. If, under a particular circumstance, an employee feels uncomfortable discussing a matter with his or her supervisor, he or she should discuss the matter with the Practice Administrator or Dr. Albert. The problem will be addressed accordingly.

Dress Policy
Employees are expected to report to work in a neat, clean appearance, maintaining acceptable hygiene and wearing clothing/uniforms and footwear that is in good condition and appropriate for their position.

Uniform scrubs and protective attire for surgical staff is required and provided by the Practice.

Ripped clothing and/or clothing with inappropriate language, innuendo, or graphics, as determined in the Practice’s sole discretion are not permitted. Flip Flop type of sandals are not permitted.

Ethical and Legal Business Practices/Conflicts of Interest
GBOS’ business operation and reputation is built upon the principles of fair dealing and ethical conduct among employees. GBOS’ reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.

GBOS expects the highest standard of ethical conduct and fair dealing from each employee associated with GBOS.

GBOS’ continued success is dependent upon our patient’s trust, and GBOS is dedicated to preserving that trust. Employees owe a duty to GBOS to act in a way that will merit continued trust and confidence. GBOS regards ethical conduct with those organizations selling goods and services to GBOS, as well as with those organizations and persons to whom GBOS is providing services, as paramount to the establishment of an effective working relationship.

GBOS will comply with all applicable laws and regulations and expects its officers and employees to conduct business in accord with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct. The integrity of all Practice employees is an indispensable source of goodwill and must remain unquestioned. Any employee who becomes aware of another employee, supervisor, practice administrator, or doctor partner acting or participating in any behavior that is or could be considered unethical is responsible for bringing this behavior to the attention of their immediate supervisor, practice administrator, or Dr. Albert immediately. If, for any reason, you are not comfortable approaching one of these people, you may write your detailed concern anonymously and place it in the locked box available in the staff restroom of each practice.

Employees must avoid conflicts of interest between their obligation to GBOS and their personal affairs. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or his/her relative or close associate as a result of GBOS’ business dealings. An employee’s close associate shall include, but not be limited to the employee’s friend, significant other, and/or roommate. Personal gain may result not only in cases where an employee, his/her relative or close associate has a significant ownership in a firm with which GBOS does business, but also when an employee, his/her relative receives a kickback, bribe, gift, or special consideration as a result of any transaction or business dealings involving GBOS.

No employee may receive or accept any tips or gifts for services provided in conjunction with their work at GBOS, unless authorized by the Practice Administrator and/or Dr. Albert. No employee should have an economic interest in, hold a position in, or maintain a relationship with any firm, person or corporation with which GBOS does business or competes that could jeopardize GBOS’ interest. In general, the use of good judgment, based on the highest ethical principles, will guide employees with respect to lines of acceptable conduct. If a situation arises where a conflict may develop or where it is difficult to determine the proper course of action, the matter should be discussed openly with the Practice Administrator or Dr. Albert as soon as possible so that safeguards can be established to protect all parties.
Every GBOS employee is responsible for complying with this policy of business ethics and conduct. Disregarding or failing to comply with appropriate business ethics and conduct could lead to disciplinary action, up to and including termination of employment.

Confidentiality
Information about GBOS, its employees, patients, suppliers, insurers, and vendors is to be kept confidential and divulged only to individuals within GBOS with a need to receive, and authorized to receive, such information. If in doubt as to the confidentiality of information or the authorization to receive information, assume that it is confidential until you have discussed the situation with Practice Administrator or Dr. Albert.

All records and files maintained by GBOS are confidential and remain the property of GBOS. Records and files are not to be disclosed to any outside party without the express written permission of the Practice Administrator, his/her designee, or a doctor partner. Confidential information includes, but is not limited to, financial records, business records, patient lists, patient records, of any type – including but not limited to medical, insurance and financial, insurance information, business plans, marketing plans and research, studies, brochures, sales aids, plans, studies, methods, processes, licenses, budgets or other financial data, prices, costs, as well as evaluations, analyses, knowledge, or experience related to GBOS, employees or patients, or any GBOS document that contains confidential or proprietary business information. Confidential information includes all forms of data, including electronic data compilations in any form.

Employees must actively help protect confidential information by taking precautionary measures, including the following:

1. Comply with all policies, laws and regulations relating to the security of patient Protected Health Information, as set forth in the Security of Protected Health Information Agreement.
2. Discuss work matters only with other GBOS employees who have a specific business reason to know or have access to such information.
3. Do not discuss work matters in public places or with relatives or friends.
4. Monitor and supervise visitors to GBOS to insure that they do not have access to GBOS information.
5. Follow proper procedures regarding the destruction of confidential information, regardless of whether the information is in a hard copy or in electronic format.
6. Secure confidential information in cabinets at the end of every business day.
7. Do not take confidential information home or to another remote location, except in pursuit of the business of the Practice and specifically authorized to do so by the Practice Administrator, his or her designee or doctor partner.

All employees are required to maintain in confidence all Confidential Information at all times during the course of employment with GBOS and after the termination of the employment relationship, regardless of the reason for separation. In addition, after the termination of an employee’s relationship with GBOS for any reason, an employee shall immediately deliver to GBOS all of the Confidential Information in the employee’s possession.

Smoking Policy
Smoking is prohibited on any Practice campus.

All employees, clients and other visitors are expected to comply with this policy, and employees who violate it may be disciplined, up to and including termination of employment.

Drug and Alcohol Policy
The Practice recognizes that drug and alcohol abuse are significant problems which can adversely affect our employees in the workplace, and has an established policy prohibiting their use. The Practice does not wish to intrude into the personal lives of its employees or to impose choices of lifestyle on any employee. However, it must be recognized that the use of drugs or alcohol on or off the workplace premises can have a negative effect on job performance and on the safety and well-being of our employees and patients.

All employees are expected to report to work with no alcohol or illegal or otherwise impairing drugs present in their bodies. This requirement is based on the fact that the presence of such substances can affect an individual’s work performance to some degree, even if the impairment is not readily apparent. The Practice will not accept the risk or the performance problems which drug or alcohol abuse can create. The Practice may conduct drug testing of employees in order to enforce this policy.

The use, possession, distribution or sale of illegal drugs, or the misuse of any legal drugs or reporting for work impaired by prescription drugs, on Practice premises, while engaged in any Practice business, including business trips, or at any Practice function, is prohibited. Employees are not permitted to consume alcohol or be under the influence of alcohol while at work, or while engaged in Practice business. From time to time, at Practice functions or business engagements alcohol consumption is appropriate.  In these instances, employees are expected to consume alcohol responsibly, to conduct themselves professionally and to adhere to laws regarding the operation of motor vehicles, etc. Any employee who violates the policy will be subject to disciplinary action, up to and including termination of employment.

This policy applies to all employees of the Practice. Supervisors and members of management are required to adhere to and enforce this policy.

Any violations of this policy must be immediately reported to the Practice Administrator or doctor partner.

Zero Tolerance for Workplace Violence
The Practice has a zero-tolerance policy concerning threats, intimidation and violence of any kind in the workplace, either committed by or directed to our employees. Employees who engage in such conduct will be disciplined, up to and including termination of employment.

Employees are not permitted to bring weapons of any kind onto the Practice’s premises or to Practice functions. Any employee who is suspected of possessing a weapon will be subject to a search at the Practice’s discretion. Such searches may include, but not be limited to, the employee’s personal effects, locker, desk and workspace.

If an employee feels he or she has been subjected to threats or threatening conduct by a coworker, vendor or patient, the employee should notify his or her supervisor or another member of management immediately. Employees will not be penalized for reporting such concerns in good faith.

Any employee who obtains a restraining order related to another individual should inform the Practice Administrator and provide her with a copy of the restraining order.

Break Time To Express Breast Milk
GBOS will provide an employee who is a nursing mother with reasonable break time and a private place to express breast milk for her infant child or children as frequently as needed following the birth of the employee’s child These breaks will be unpaid unless otherwise required by law. Please contact the Practice Administrator to arrange for a private location to express milk.

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IV. Benefits, Time Off And Leaves Of Absence

The Practice offers a variety of employee benefits. This section of the Handbook highlights some features of our benefit programs. Many of the benefits offered are described more fully in summary plan description and other materials available from the Practice Administrator. The terms and conditions and all other details governing these benefits are set forth in various plan documents and insurance policies and to the extent anything in this Handbook differs, it is the plan documents and insurance policies which control.

Eligibility for most other benefits depends upon a variety of factors, including employee classification. Unless otherwise stated, temporary and per-diem employees are not eligible for benefits. For more information regarding the benefits and/or eligibility requirements, contact the Practice Administrator. The Practice reserves the right to add, amend, modify or terminate any employee benefit plans or programs with or without notice.

All full-time employees are eligible for Paid Time Off. All part-time employees who are scheduled to work twenty (20) or more hours per week on a regular basis will be eligible for pro-rated Paid Time Off. Part-time employees who are scheduled to work less than twenty (20) hours on a regular basis are not eligible for Paid Time Off.

Per Diem employees are not eligible for Paid Time Off.

It is the policy of the Practice to combine vacation and sick leave into a single program called Paid Time Off.
1. This policy treats all paid days off (except holidays) the same, regardless of the reason for the absence.
2. Each employee receives Paid Time Off commensurate with senority.

Paid Time Off  for full-time employees
Years of Service*	Paid Time Off
All	3 Weeks Equivalent
ie: regularly scheduled to  work 2 days a week, you would  receive 6 days pay per year
Ie: one day equals the number of hours scheduled to work.

3. The Practice recognizes the importance of time off for its staff, and it accommodates staff requests as often as possible. However, because the Practice is an oral surgery provider, it must be available to its patients. Therefore, some restrictions in Paid Time Off may be necessary to meet their needs. Every employee must discuss requested time off with his or her immediate supervisor prior to placing a formal request for time off.

4. To request time off

1. To request Paid Time Off, the employee must submit a documented request to his or her supervisor of his or her department for written approval.
2. Considerations that may affect whether time off is granted include (but are not limited to) provider and patient schedules and adequate staff coverage to handle department workload.

With the exception of unforeseen emergencies and illnesses, Paid Time Off may not be taken without written approval of the employee’s supervisor. It is the employee’s responsibility to secure this approval. Time Off taken without approval may result in disciplinary action, including possible termination.

5. If an illness or emergency prevents the employee from coming to work the next day, and the employee needs/wants to take Paid Time Off, the employee should call his or her supervisor as soon as possible, in accordance with the protocols established by the supervisor.

6. Due to unpredictable nature of patient services, there are times when the Practice’s schedule will be light. In addition, there will be times that the doctor is absent and thus, your services will not be required for that day. To assure that appropriate staffing levels are met, from time to time, the Practice may require that you take time off due to a light patient schedule or because a doctor is absent. In such case, you may use Paid Time Off or take time off without pay. Other time off without pay will be at the discretion of your supervisor. This policy applies to full and part time employees eligible for Earned Time. Paid Time off may be used in quarter hour increments. If an employee is not eligible for Paid Time Off and he or she is instructed not to report to due to the doctor’s absence or a light patient schedule, the time will not be paid.

7. Carry-over time/Pay in lieu of time off
Paid Time Off days are deposited in employee’s bank of time March 1 of each year. Any time not used by the last day in February will be forfeited.

8. Extended Earned time off requests
Vacations are an important source of recreation, and the Practice encourages employees to use the time allowed, which is a valuable benefit.

1. An Earned Time request for three consecutive days or more is considered “extended time off.” A request for three or more consecutive days should be submitted and approved in writing by the immediate supervisor at least one month prior to the requested time off.
2. It is the intent of the Practice to approve these requests to accommodate the employee. However, these requests are also subject to the needs of the Practice and the department concerned.
3. If more than one employee in a department requests identical time-off dates, it may be necessary to deny a request. One or more individuals may need to reschedule.
4. Each employee should plan ahead and keep in mind the peak workload times in his or her area, as well as the peak (or most desired) dates for time off.
5. Remember: Approval for time-off is granted at the discretion of the supervisor. Plan ahead whenever possible and secure approval as soon as possible.

9. Additional paid time off
Holidays – The Practice recognizes eight holidays:

• 1) New Year’s Day
• 2) Memorial Day
• 3) Independence Day
• 4) Labor Day
• 5,6) Thanksgiving Day and the day after
• 7,8) Christmas Day and day after or before as determined yearly

It is the policy of GBOS to compensate employees for holidays they are regularly scheduled to work. If the office would be open on the day of a GBOS recognized holiday and you would normally be scheduled to work on that day, you will be paid for the number of hours you would normally be scheduled to work.

For example: The office is typically open Monday, Tuesday, and Thursday from 7:30 AM to 5 PM and 7:30 AM to 12:30PM on Wednesday.  A Holiday falls on Monday.

Scenario #1 You normally work from 7:45 AM – noon on Monday. You receive 4.25 hours holiday pay.

Scenario#2 You normally work 7:45 – 5 PM Monday. You receive 8.75 hours holiday pay.

Scenario #3 You normally work Tuesday and Thursday from 7:45 – 5 PM. You receive no pay for the Monday holiday.

10. Explanations

1. a. Sick Leave. There is no separate sick leave policy because vacation and sick leave are combined into one paid time off policy.
2. b.Paid Time Off Policy Abuse: The Practice wants employees to use their Paid Time Off. However, employees who are repeatedly absent or take Paid Time Off without appropriate notice to and approval by the supervisor create great difficulties for the rest of the staff who have to cover their work assignments. Examples of abuse of Paid Time Off include, but are not limited to: (a) unsatisfactory attendance; (b) excessive absences; (d) predictable and regular absences on certain days; and (d) a consistent lack of notice. Such abuse of Paid Time Off is grounds for dismissal or warning.

11. Resignation: Upon voluntary resignation from employment, provided the employee provides at least two weeks’ notice of his/her resignation, s/he will be paid at 50% for any unused, Paid Time Off. Employees who are involuntarily terminated from employment for any reason, or who resign without providing at least two weeks’ notice will not be paid for any accrued, unused Paid Time Off.

Maternity Leave
Employees are entitled to a leave of absence for the period of temporary physical disability resulting from pregnancy, childbirth, or related medical conditions. When physically able to return to work, the employee is entitled to be returned to her original job or a comparable position will be made available unless business necessity makes this impossible or unreasonable.

Employees on a maternity leave of absence are not eligible for holiday pay and do not earn or accrue Paid Time Off.

Personal Leave
A personal leave of absence may be granted at the Practice’s discretion to employees who are ineligible for Paid Time Off, who have exhausted all Paid Time Off and/or are not eligible for other paid leaves of absence. Employees with less than one (1) year of service with GBOS generally are not eligible for a personal leave. Typically, a personal leave will be no longer than three (3) months.

Personal leaves of absence are unpaid and are granted on a case-by-case basis, at the discretion of GBOS. There is no guarantee of reinstatement for employees granted a personal leave of absence. Participation in benefits during a personal leave is entirely at the employee’s own expense, where applicable. Employees are not entitled to receive holiday pay, and do not accrue Paid Time Off during a personal leave of absence

Bereavement Leave
Full-time and part-time employees are eligible for up to three (3) consecutive paid leave days to attend the funeral of an immediate family member, which includes a spouse, child, brother, sister, parent, or grandparent.

Employees must obtain approval of requests for bereavement leave from his or her supervisor, and the Practice may request verification of the facts surrounding the leave and grant or deny the leave as deemed appropriate. Bereavement leave pay is paid at the employee’s regular hourly rate and will only be paid for the straight-time hours the employee would have worked but for the need for bereavement leave.

An employee who requests more time off than is allowed by the above policy (to attend an out of town funeral or for religious reasons, for example) may request additional time off using Paid Time Off or an unpaid personal leave of absence at the discretion of the practice administrator and will be approved based on evaluation of individual facts and circumstances.

An employee who is not eligible for this benefit and has no available Earned Time may request an unpaid personal leave of absence. Requests should be made to the Practice Administrator. Such leaves shall be granted solely at the Practice’s discretion based on evaluation of individual facts and circumstances.

Military Leave
A military leave of absence will be granted to employees consistent with the requirements of federal and/or state law. Military leaves of absence are unpaid; however, eligible employees may use available Paid Time Off during their absence. Employees on a military leave of absence are not eligible for holiday pay and do not earn Paid Time Off. Subject to the terms, conditions and limitations of the insurance plans which an employee is otherwise eligible to participate in, health benefits may be continued at the employees own expense.

Employees requesting reinstatement upon conclusion of their period of service in the uniformed services will be entitled to reinstatement as set forth in the Uniformed Services Employment and Reemployment Rights Act of 1994 or any other applicable federal/state law.

Please notify your supervisor and the Practice Administrator of circumstances necessitating a military leave as soon as possible, and provide supporting documentation of the need for leave.

Jury Duty and Time off In Connection With Court Cases
The Practice will pay employees summoned to jury duty the difference between their regular weekly compensation (not including overtime) and the amount he or she receives from the courts for serving as a juror (excluding any transportation allowance he or she may receive) during your active period of jury duty up to a maximum of 10 days. If you are classified as temporary or per diem employee, you will be given time off without pay while on jury duty.

All employees are allowed unpaid time off if summoned to appear in court as witnesses for other than Practice-related business and will be required to draw upon any unused Paid Time Off days. An employee summoned to court as a witness for Practice-related business will be paid.

Employees are expected to notify GBOS promptly when summoned for jury duty or to appear in court as a witness. Failure to provide timely, advanced notice may result in disciplinary action up to and including termination from employment.

If the Court releases you with more than two (2) hours remaining of your scheduled workday, you are required to report back to work.

Crime Victim Leave
A leave of absence will be granted for an employee to attend court proceeding and/or other legal/investigative proceedings associated with the prosecution of a crime in which the employee was a victim, or is part of the immediate family of a homicide victim, or is part of the immediate family of a child under the age of 18 who was a victim, or is part of the immediate family of an incompetent adult who was a victim.

To request leave under this policy, contact the Practice Administrator and provide copies of written notices of hearings, conferences, meetings etc. that you are attending as part of the criminal proceedings.

During a leave for this reason, eligible employees may, but are not required to, use available Paid Time Off. If the employee does not elect to draw upon his or her Paid Time Off, or has no Paid Time Off available, the leave will be unpaid.

First Responder Leave
When the governor or general court of New Hampshire declares a state of emergency, employees who are members of a fire department, rescue squad, or emergency medical services agency will be granted leave without pay to respond to the emergency. A copy of the written communication from the director of emergency services and/or the head of local emergency management should be provided to the Practice Adminitrator upon receipt.

During a leave for this reason, employees may, but are not required to, use available Paid Time Off. If the employee does not elect to draw upon, or is ineligible for Paid Time Off, the leave will be unpaid.

The employee must promptly notify the Practice Administrator of his or her release from state of emergency duty and his/her availability for reinstatement.

Time Off To Vote
Employees who are eligible to vote but do not have sufficient time outside of regular working hours to vote in a statewide election, may request time off to do so. The time off will be without pay. Such time off will be granted at your supervisor’s discretion.

Dental Coverage

Benefit eligible employees are enrolled in North East Delta Dental (as determined by leadership) for dental coverage at no cost to the employee. Benefit eligible employees may add spousal or dependent coverage. Please request application from Practice Administrator. Coverage is effective the month following employment as long as the application is complete and returned.

Workers Compensation
Workers Compensation coverage is paid for entirely by the Practice. If an employee is injured on the job, he or she may be entitled to workers’ compensation benefits. To prevent possible disqualification for these benefits, it is essential that employees report all workplace accidents and injuries to the Practice Administrator immediately. If the Practice Administrator is not available, a report should be made to your supervisor. An incident report must be completed for all alleged on-the-job injuries.

Temporary Alternative Duty
In compliance with New Hampshire’s workers compensation law, N.H. RSA 281-A:23-b, the Practice will seek to provide temporary alternative duty/transitional work opportunities to employees who suffer a compensable injury under New Hampshire workers compensation law. Your supervisor and the Practice are responsible for implementation of GBOS’ temporary alternative duty program.

Employees who suffer a work-related injury and are subsequently released to return to work in any capacity, even if it is not to their original position, should notify their supervisor so consideration can be given to allowing the employee to return to work on a temporary alternative duty (“TAD”) assignment.

Employees are required to keep the Practice apprised of their work capacity while out of work due to an alleged work-related injury and must provide the Practice with updates from their treating doctor as to their ability to return to work.

Employees must have their doctor complete a NH Workers Compensation Medical Form issued by the NH Department of Labor at each visit and provide a copy to the Practice. When an employee is released to return to work with restrictions, the Practice will determine what, if any, temporary alternative duty assignments are available and will notify the employee of the proposed temporary alternative duty assignment and request confirmation by the employee’s treating doctor that the proposed assignment is within the employee’s restrictions.

TAD assignments may be for fewer hours per week than an employee’s pre-injury position, and it is possible that there may be periods where no TAD assignments are available within a given employee’s restrictions. Additionally, depending on the nature of the TAD assignment, an employee may be compensated at a rate of pay different from that which he or she was paid in their pre-injury position.

TAD assignments are temporary regardless of the duration of an employee’s performance of a TAD assignment. It does not convert to a “regular” position, even in circumstances in which the employee is allowed to work in a TAD assignment beyond eighteen (18) months. The Practice is not obligated, under NH law, to provide TAD assignments to an employee for more that eighteen (18) months from an employee’s date of injury. If an employee is not released by his or her treating doctor to return to his or her pre-injury position within eighteen (18) months of his or her date of injury, the Practice’s obligation to provide a TAD assignment ends, the employee’s right to be reinstated to his or her former position expires and the employee may be separated from employment.

Reinstatement Following Workers Compensation
An employee who suffers a work-related illness or injury deemed compensable under NH workers’ compensation law may be entitled to reinstatement to his or her pre-injury position. The employee must request reinstatement to his or her pre-injury position within eighteen (18) months of the date of injury and be cleared by his or her treating doctor to return to work in that capacity. An employee seeking reinstatement should make his or her request to the Practice Administrator and provide written confirmation from his or her treating doctor that he or she is released to return to work, with an explanation of restrictions, if any. The Practice will then review the return to work request, the medical documentation provided by the employee and its obligations under NH workers’ compensation law and determine its reinstatement obligations. The employee will be notified of the Practice’s response to the reinstatement request as soon as practicable.

Benefits Continuation
If you are terminated for any reason other than gross misconduct or otherwise leave the Practice and have been continuously covered by the Practice’s group insurance plan before that, you and your dependents may have the right to continue or convert coverage as set forth in the rules of the plan and pursuant to applicable law. Should you have questions about this coverage, contact the Practice Administrator.

VI. Safety & Emergency

Safety Program
GBOS is committed to maintaining a safe and healthy environment for all employees. GBOS maintains a written “Safety Program” in accordance with New Hampshire law. It is the usual practice to review this Safety Program with all new employees upon hire. Employees may obtain a copy of the Safety Program from the Practice Administrator.

Joint Loss Management Committee
In addition to a written safety program, GBOS has a “Joint Loss Management Committee” made up of two (2) employees, one (1) management employee, and one (1) non-management employee, who meet on a quarterly basis. Minutes are maintained of these meetings. The identity of the Safety Committee members will be posted annually and employees are encouraged to notify the Committee of any and all safety concerns.

Accidents and Unsafe Conditions
Employees should promptly notify their supervisor or the Practice Administrator of any and all accidents and/or injuries, no matter how small, that occur at GBOS or while on GBOS business. Any unsafe or potentially dangerous condition should be brought to the immediate attention of your supervisor or the Joint Loss Management Committee or another member of management.

Fire Safety
Every employee is responsible for recognizing potential fire dangers and taking an active role in preventing fires.

Employees are required to observe all state and federal laws and regulations. Flammable materials are to be stored in covered metal containers. Employees should not block any fire doors, fire exits, fire extinguishers, windows or doorways. Review the fire escape routes posted in each work area.

Personal Property
Since many people have access to common areas, including those which are designated for employees to store personal belongings during work hours, GBOS strongly suggests that you do not bring valuables to work. GBOS will not be responsible for theft of or damage to your personal property.

Security, Personal and Facility Searches
For safety, security and other business reasons, all persons, packages, handbags, pockets, offices, cabinets, briefcases, computers, desks, lockers, and other containers are subject to search by GBOS upon entry and exit of GBOS premises and at any other times as determined by GBOS . Refusal to submit to a personal search, or to cooperate with a facility, locker, container, or other search may result in disciplinary action up to and including termination from employment.

Visitors
All non-employee visitors must sign in and be accompanied by an employee. Personal visitors are discouraged and should be limited to emergency and other infrequent unusual situations and, if such an event occurs, should be of a short duration and must not otherwise be disruptive to the Practice’s operations or present safety/security concerns.

VII. Termination, Resignation and Discharge

Resignation/Voluntary Termination

• Non-Exempt Employees: Non-exempt employees are requested, but not required, to provide at least a two-week advance written notice to the Practice Administrator stating the reasons for resignation and the effective date. Upon termination, non-exempt employees will be paid for hours worked since the last pay period. The employee’s final pay and, if applicable, any accrued and 50%  of unused Paid Time Off will be paid no later than GBOS’ next regular pay day immediately following the effective date of the employee’s resignation. Non-exempt employees who fail to provide GBOS with the requested advance notice of resignation/voluntary termination will not be entitled to receive unused Paid Time Off.
• Exempt Employees: Exempt employees are requested, but not required, to provide at least a two-week advance written notice to his/her Supervisor stating the reasons for resignation and the effective date. Upon termination, exempt employee’s final salary will be pro-rated based on the daily basis for the days worked since the last pay period, unless otherwise required by law. The employee’s final pay and, if applicable, any accrued and unused Paid Time Off will be paid no later than GBOS’ next regular pay day immediately following the effective date of the employee’s resignation.
• Involuntary Separation Employees who are involuntarily terminated from employment for any reason, or who resign without providing at least two-weeks’ notice will not be paid for any accrued, unused Paid Time Off. Employees will receive his or her final pay and any other monies due within 72 hours.

Reference Policy
All requests for employment references must be directed to the Practice Administrator. No manager, supervisor or employee is authorized to provide a reference on behalf of the Practice or release reference information for current or former employees.
Personal references may be provided so long it is made clear that the reference is personal, does not relate to information gained through the employee’s work at the Practice, and it is not issued on Practice letterhead.
The Practice Administrator is responsible for responding to all inquiries about current/former employees. Responses to such inquires will be limited to providing the dates of employment and the position(s) held. The Practice will not release additional information, unless you have provided advance written authorization to release the information and as it determines appropriate in its sole discretion, or unless the release of such information is otherwise required by law.

Acknowledgement of Receipt and Understanding

I acknowledge that I have received the GBOS Employee Handbook and that I have read and understand the policies. I affirm that I have had an opportunity to ask any questions regarding the policies stated therein.

This Handbook supersedes all prior agreements, understandings, representations, handbooks, and policies concerning my employment with GBOS, unless otherwise stated in writing. I acknowledge that GBOS may make revisions to the information, policies, and benefits described in this Handbook from time to time, without prior notice. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies.

I understand that this Handbook creates no express or implied contract as to the duration of employment, nor does it create an express or implied contract as to any of the terms set forth in this Handbook or as to any changes I may be provided in the future.

I specifically acknowledge that I have reviewed the Sexual and Other Unlawful Harassment policy in the Handbook. I understand that, in the event that I believe I have been subjected to discrimination or harassment, including sexual harassment, that I am expected to immediately notify a member of management.

I understand that my employment is at-will, which means that either GBOS or I can terminate the relationship at will, with or without reason, at any time, so long as there is no violation of applicable federal or state law. I further understand that my status as an “at will” employee may not be changed except in writing and signed by the Practice Administrator and a GBOS doctor Partner.

Signature: Date:

Please Print Your Name:

(Please Retain This Copy for Your Records)

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I acknowledge that I have received the GBOS Employee Handbook and that I have read and understand the policies. I affirm that I have had an opportunity to ask any questions regarding the policies stated therein.

This Handbook supersedes all prior agreements, understandings, representations, handbooks, and policies concerning my employment with GBOS, unless otherwise stated in writing. I acknowledge that GBOS may make revisions to the information, policies, and benefits described in this Handbook from time to time, without prior notice. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies.

I understand that this Handbook creates no express or implied contract as to the duration of employment, nor does it create an express or implied contract as to any of the terms set forth in this Handbook or as to any changes I may be provided in the future.

I specifically acknowledge that I have reviewed the Sexual and Other Unlawful Harassment policy in the Handbook. I understand that, in the event that I believe I have been subjected to discrimination or harassment, including sexual harassment, that I am expected to immediately notify a member of management.

I understand that my employment is at-will, which means that either GBOS or I can terminate the relationship at will, with or without reason, at any time, so long as there is no violation of applicable federal or state law. I understand that my status as an “at will” employee may not be changed except in writing and signed by the Practice Administrator and a GBOS doctor Partner.

Signature: Date:

Please Print Your Name:

(Please Sign and Return This Page to Practice Administrator)