Seacrest at Home Employee Handbook

 

EMPLOYEE HANDBOOK
A guide to policies, practices, and benefits

Corporate Office Headquarters
211 Saxony Rd, Encinitas, CA 92024

 

ABOUT YOUR HANDBOOK

A career with Jewish Home Care Services, Inc. (hereinafter referred to as JHCS) offers you an opportunity to develop personally and professionally, while you contribute to the lifestyle and health of the seniors and the community we serve. This Employee Handbook applies to our JHCS employees and is designed to answer many of the questions you may have during your employment. The Handbook provides an overview and summary of our current policies and procedures. Please be sure to ask questions during your orientation should you desire further clarification on the various policies.

Whether you have recently joined JHCS or have been with the company through its years of service in the community, we support your development and encourage your active participation in the success of the company.

Please review this handbook thoroughly and keep it for future reference. JHCS intends to maintain policies that support business objectives and that attract and retain top-caliber employees. From time to time, you may receive updated information as policy changes occur. While we will try to inform you of policy changes in advance, this may not always be possible. Please note that the policies and procedures in this handbook supersede and replace all prior handbooks.

The policies and procedures stated in this handbook are guidelines only and are subject to change at the sole discretion of JHCS, as are all other policies, procedures, benefits or other programs of JHCS, EXCEPT FOR THE AT-WILL STATUS OF EMPLOYEES. This handbook does not provide a guarantee of employment for any specific or definite duration. Although we hope that your employment relationship with us will be long-term, either you or JHCS may terminate this relationship at-will any time, for any reason, with or without cause or notice. Please understand that no supervisor, coordinator, director, representative or employee of JHCS has the authority to modify this “At-Will” policy or make any contrary representations to you.

If you have any questions or wish to have further information about any particular policy in this handbook, please contact your supervisor, coordinator, or human resources.

 

MISSION STATEMENT

Our Clients. A culture of caring

JHCS operates a not for profit home care agency and home health agency which provide services to those clients living in San Diego County. These services may include; assistance with activities of daily living (i.e. bathing, dressing, grooming), assistance with instrumental activities of daily living (i.e. shopping, meal prep, cooking), companionship, housekeeping, medication reminders and errands or transportation services.

JHCS recognizes that many seniors wish to “age in place” which means many seniors prefer to stay in their own home rather than living in a senior community. JHCS is designed to assist seniors and others with their usual daily tasks, while encouraging independence. Seacrest Home Health is designed to assist with medication reminders, wound care, etc.

Our Associates. A culture of caring

We know you are a special person because of your desire to direct your energies and talents toward the care and treatment of our seniors. The way you perform your specific job is critical to the success of implementing high quality, cutting-edge home care services.

Once you have accepted employment, you become needed by a large group of human beings. Your services are eagerly awaited.

Whether you work directly or indirectly with our clients, you are an important part of their lives. Therefore, our door is always open to receive your comments. Our relationship with you is a continuing effort to be guided by fair and impartial employment practices.

We recognize your individual rights and interests and strive to provide you with good, safe working conditions. We take pride in the fact that our wages and benefit programs are competitive within our industry.

Part of our commitment to you is that management will remain as accessible as possible in order to promptly identify matters of concern and deal with any challenges that may arise.

 

CORPORATE PHILOSOPHY STATEMENT

The laws governing the conduct of health care/home care/home health providers are constantly evolving and have become increasingly complex. To ensure the provision of quality and remain in compliance with those laws, JHCS has developed a compliance standard, and this corporate philosophy statement is an integral part of the standard. The corporate philosophy statement establishes JHCS ’s standards, policies, and procedures regarding compliance with applicable law governing financial relationships among health care providers, home care providers, or other potential sources of referrals, and is designed to ensure that the business and billing practices of JHCS comply with applicable laws. This standard is intended to apply to all relationships between JHCS and other health providers and/or physicians, and between JHCS and its vendors and suppliers. This philosophy also reaffirms JHCS’s commitment to the delivery of quality home care consistent with applicable state and federal health and safety standards. In the absence of state laws, “Best Practices” will be followed.

JHCS is dedicated to the provision of quality home care and to accomplishing its mission by:

  • Responding to the needs of all clients
  • Providing excellent service in an environment that ensures dignity, security, comfort and peace of mind
  • Ensuring that services are provided in a fiscally responsible manner

JHCS and its employees shall act in accordance with the following goals:

  • To serve the needs of the client in health and illness in a committed and caring environment
  • To further a commitment to integrity, quality, excellence, and continuous improvement in all areas of service
  • To manage human and material resources ethically, with creativity and vision, always mindful of changing needs and environments and the capacity to serve
  • To esteem all personnel as the providers of service, encouraging their professional development, caring for them, and nurturing their growth as capable and compassionate people

To achieve these goals, JHCS is committed to conducting all of its business activities in compliance with ethical standards and all applicable laws, rules, and regu­lations. Employees must recognize their duty to act in accordance with this essential directive.  All questions regarding the application of this standard should be directed to supervisors. If an employee’s immediate supervisor cannot or does not answer the questions or resolve the concerns, the employee should address the issue with the Director of Home Care and/or with the President/CEO of Seacrest Village.  Employees should be familiar with the laws governing the matters set forth in this standard. Demonstrated familiarity shall be part of every employee’s job performance and a regular part of each employee’s review.  Any action taken in violation of this compliance standard is beyond the scope of employment and will subject the employee to sanctions by Seacrest at Home including, but not limited to, termination of employment.

This standard does not address every aspect of JHCS’s compli­ance activities and their applicable legal issues. As such, employees should consult JHCS established policies and procedures and seek the guidance of their supervisor with respect to any other compliance issues that may arise.

Employees shall receive education regarding the standard during their respective orientation to the company.  All violations, suspected violations, questionable conduct, or questionable practices shall be reported by employees to JHCS by one of the following methods:

  • Reporting to the employee’s supervisor or human resources
  • Reporting to the Director of Home Care and/or the President/CEO of Seacrest Village
  • Reporting to JHCS, Human Resources, or the employee “Speak Freely” phone number, which has been established to provide employees and others with a confidential method for raising concerns about violations or suspected violations of the compliance standard. The “Speak Freely” number is 760.516.2033

The caller or author may report all information anonymously and JHCS will attempt to preserve the confidentiality of the matter and anonymity of the author or caller to the fullest extent permitted by law. However, confidentiality and anonymi­ty cannot be guaranteed in all situations.

Any documents, reports, or other products of JHCS’s compliance standard shall be protected to the extent allowed by law under the copyright, self-evaluative, attorney-client, work-product, and any other applicable privileges.

 

WELCOME

We are pleased to welcome you as an associate of Jewish Home Care Services (JHCS). You may not be aware that JHCS is the parent company of both Seacrest at Home and Seacrest Home Health, located in Encinitas, California. Seacrest at Home has been serving the community of San Diego County since January 2013. Seacrest Home Health is expected to launch in the fall/winter of 2019.  Seacrest Home Health will be a private duty home health agency serving clients with skilled needs.

The Corporate Office for JHCS is located in Encinitas on the campus of Seacrest Village Retirement Communities.

Currently, Seacrest at Home is also located on the Encinitas campus and Seacrest Home Health is expected to be housed here as well.

Your specific team of home care professionals is comprised of the following positions:

  • Director of Home Care – is charged with overseeing and directing Seacrest at Home
  • Administrator of Home Health – is charged with overseeing and directing Seacrest Home Health
  • Business Office Coordinator – is charged with human resource, payroll and accounting responsibilities
  • Home Care Coordinator – is charged with scheduling, marketing, initial intake and assessment of client calls
  • Home Care Associates (caregivers) – provide high quality care and service to our clients

This Employee Handbook is a document to assist you in your job performance.  It is designed as a reference to explain the policies and practices of our organization.  These policies and practices are used to create a climate of cooperation and understanding for all employees.  You will be asked to sign an acknowledgement form stating that you have received this employee handbook.  Please keep your handbook as a reference in case you have any questions about our policies and practices.

If you do have questions bring them to the Director of Home Care or Human Resources and they will be glad to spend time with you to explain.

We look forward to your employment with JHCS and hope you find this career choice to be a rewarding and fulfilling experience for you, our client and their families.  Welcome to our Seacrest Family.

Sincerely,

M. Kelli Denton, RN
Directory of Home Care, Seacrest at Home
Administrator, Seacrest Home Health

Pam Ferris
President and CEO
The Melvin Garb Foundation
Presidential Chair

 

Table of Contents

EMPLOYMENT POLICY STATEMENTS

  • Your Role and Responsibility as an Employee
  • Employment At-Will
  • Integration Clause/Right to Revise
  • Labor Relations
  • Equal Employment Opportunity
  • Unlawful Harassment
  • Harassment Complaint Procedure
  • Reasonable Accommodation for Individuals with Disabilities
  • Adult Abuse Reporting Law
  • Life-Threatening Medical Conditions
  • Drug-Free Workplace
  • Violence Prevention Policy
  • Compliance with the Immigration Reform and Control Act
  • Company Communications
  • Corporate Compliance Standards/Employee Code of Conduct
  • Privacy Practice (HIPAA)
  • Electronic Media

EMPLOYMENT MATTERS

  • Licensure or Certification
  • Fingerprint Clearance
  • Pre-Placement Health Requirement and Drug Screen
  • Tuberculosis Testing Policy
  • Orientation Process of New Employees
  • Orientation Period
  • Years of Service
  • Anniversary Date
  • Rehire
  • Conflict of Interest
  • Employment of Relatives
  • Relationships Between Employees
  • Outside Employment
  • Interference with Company Business
  • Employment Classification
  • Change of Classification
  • Performance Review
  • Salary Review
  • Salary Confidentiality
  • Training, Required Courses and Development Opportunities
  • Internal and External Job Announcements
  • Letter of Intent or Interest
  • Promotions
  • Transfers
  • Employee Suggestions
  • Employee Recognition

PAY PRACTICES

  • Work Week, Work Day and Payday
  • Direct Deposit
  • Pay in Advance
  • Deductions from Paychecks
  • Work Schedules
  • Schedule and Work Load Adjustments
  • Timekeeping Requirements
  • Meal Periods and Rest Breaks
  • Overtime – Wage Order 5
  • Make-Up Time Requests
  • Attendance and Punctuality
  • Recording of Absences

WORK RULES AND GENERAL INFORMATION

  • Standards of Conduct
  • Personal Appearance and Dress
  • Personal Conduct
  • Client Relationships and Rights
  • Staff Language
  • Diversity
  • Children in the Work Place
  • Telephone Etiquette
  • Pagers and Cell Phones
  • Tips, Gratuities and Gifts
  • Smoking
  • Solicitation and Distribution of Literature
  • Personnel Records
  • Disclosure of Employee Records and Verification of Employment
  • Confidentiality
  • JHCS Property
  • Kosher Areas
  • Employee Break Areas
  • JHCS Vehicles
  • Employee Identification and Security
  • Safety and Accident Prevention
  • General Safety Guidelines
  • Department Safety Guidelines
  • Reporting Work Related Injuries
  • Inclement Weather Policy
  • Parking
  • Meetings
  • Bulletin Boards
  • Employee Recognition and Sharing Work/Life Events

EMPLOYEE RELATIONS

  • Open Door Policy Grievance Procedure
  • Performance Improvement Plan and Coaching

BENEFITS

  • Health and Welfare Benefits
  • Eligibility
  • Group Medical and Dental
  • Premiums
  • Annual Open Enrollment
  • State Disability Insurance
  • Unemployment Insurance Compensation
  • Social Security Insurance
  • Workers Compensation
  • Group and Voluntary Benefits
  • Direct Deposit
  • Seminar and Tuition Reimbursement
  • Time Off Benefits
  • Vacation Benefits
  • Applying Approved Vacation to Regular Hours, OT/DT
  • Vacation Pay in Lieu of Taking Time Off
  • Vacation Pay Advance of Approved Time Off
  • Sick Benefit
  • Interchanging Sick and Vacation Time
  • Floating Holidays
  • Reimbursements
  • Cell Phone
  • Mileage

LEAVES OF ABSENCE

  • Family and Medical Leave of Absence
  • Personal Medical Leave of Absence
  • Pregnancy Disability Leave of Absence
  • Other Leaves
  • Personal Leave
  • Workers Compensation/Disability Leave
  • Military Leave
  • Jury Duty
  • Bereavement Leave
  • Time Off for Voting
  • Volunteer Firefighter
  • School Activities
  • Domestic Violence

SEPARATION OF EMPLOYMENT

  • Voluntary Resignations
  • Calling out Sick after Submitting Intent to Resign
  • Involuntary Terminations
  • Severance Pay
  • Job Abandonment
  • Termination for Business Reasons and Layoffs
  • Termination When Active Work Ceases
  • Effect on Benefits
  • Exit Interview
  • Return of JHCS Property
  • Final Paycheck
  • COBRA
  • Former Employees
  • Retirement

EMPLOYMENT POLICY STATEMENTS

JHCS strives to provide a pleasant work environment that will foster your professional growth. Our doors are open, and we welcome any ideas you may wish to share. We continually strive to improve personnel policies and practices by facilitating and encouraging open communication with you about your suggestions or questions concerning JHCS and your employment.

Your Role and Responsibility as an Employee

You are a vital part of the team that makes JHCS a success. The quality of your job performance and your ability to work well with others directly affects JHCS’s performance.

For example, you are expected to learn your job to the best of your ability, learn and follow the rules and regulations established by the policies and procedures of JHCS and become a productive member of JHCS as soon as possible. You are expected to arrive at work on time, perform satisfactory work, avoid disruptions of the workflow and exercise good safety habits. In addition to this, you must develop good working relationships with clients, and co-workers, possess a positive attitude and demonstrate a sincere commitment to your job in order to meet JHCS’s high quality of care standards.

Employment At Will

JHCS is an equal opportunity employer and hires individuals solely upon the basis of their job qualifications. Every effort is made to hire employees for positions that make the best use of their abilities where they will be able to achieve personal satisfaction and professional development.  All employees are employed At-Will.  Either you or JHCS may terminate the employment relationship at any time and for any reason, with or without notice, and with or without cause.  JHCS employees do not have contracts of employment, nor do they receive guarantees of employment for definite and certain periods of time.  No supervisor, coordinator, director, officer, representative or employee of JHCS has the authority to make any contrary representations to you. 

Integration Clause and the Right to Revise

This employee handbook contains the employment policies and practices of JHCS in effect at the time of publication.  All previously issued handbooks and any inconsistent policy statements or memoranda are superseded.

JHCS reserves the right to revise, modify, delete or add to any and all policies, procedures, work rules, or benefits stated in this handbook or in any other document, except for the policy of AT-WILL employment.

Every attempt will be made to provide changes to this handbook in writing and distributed to all employees so that employees will be aware of the new policies or procedures.  No oral statements or representations can in any way change or alter the provisions of this handbook.  Again, this handbook, or any other personnel document, including benefit plan descriptions, or offer letters, are not created, and are not intended to promise or represent continued employment for any employee.

Labor Relations

JHCS believes that a mutually beneficial employer-employee relationship and a positive work environment are best achieved through direct communication between management and its employees, without intervention of a third party. JHCS strives to provide favorable working conditions, competitive pay and benefit programs and to treat employees as individuals with different abilities, interests, needs and values.  Achieving individual and JHCS goals depends on your right

to speak frequently and openly with supervisors or coordinators. We ask that you directly express your concerns to your supervisor or coordinator so that we can evaluate and resolve issues quickly and in a manner that enhances mutual respect and understanding. We will continue to listen and do our best to provide a healthy, productive and amicable work environment.

Equal Employment Opportunity

JHCS is an equal opportunity employer and our policies, procedures and personnel programs are administered without regard to race, color, religion, gender, age, national origin, disability, veteran status, sexual orientation or marital status. JHCS complies with applicable federal, state and local laws governing nondiscrimination and harassment in employment. This policy applies to recruitment, placement, promotion, transfer, retention and training, as well as to all other privileges, personnel programs, policies, procedures and terms and conditions of employment.

If you feel that you have been discriminated against or harassed or have knowledge of discrimination or harassment based on any federal, state or local statute prohibiting discrimination and harassment, you should immediately use JHCS’s Open-Door Policy outlined in this handbook for problem resolution. No retaliatory action will be taken against you for reporting discrimination or harassment. 

A thorough investigation of all harassment complaints will be undertaken immediately and appropriate action will be taken. Any employee who engages in any form of harassment will be subject to disciplinary action, up to and including termination.

Unlawful Harassment

JHCS is committed to providing a work environment free of unlawful harassment.  JHCS’s policy prohibits sexual harassment and harassment based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law or ordinance or regulation.  All such harassment is unlawful.  JHCS’s anti-harassment policy applies to all persons involved in the operation of the company and prohibits unlawful harassment by any employee of JHCS, including supervisors and co-workers, clients, contractors, visitors, and outside vendors.

Prohibited unlawful harassment includes, but is not limited to the following behavior:

  • Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments
  • Visual conduct such as derogatory and/or sexually-oriented posters, photography, cartoons, drawings or gestures
  • Physical conduct such as assault, unwanted touching, blocking normal movement or interfering with work because of sex, race or any other protected basis
  • Threats and demands to submit to sexual requests as a condition of continued employment, or to avoid some other loss, and offers of employment benefits in return for sexual favors, and
  • Retaliation for having reported or threatened to report harassment

Harassment Complaint Procedure

If you believe you have been unlawfully harassed, report the incident immediately and according to the following procedure so that the complaint can be resolved quickly and fairly.

  • Report the harassment immediately to Human Resources for JHCS. The Business Office Coordinator is the contact for human resource related issues
  •  Supervisors or coordinators must immediately refer all harassment complaints to Human Resources.  Upon notice of any complaint, JHCS will immediately undertake a thorough investigation of the harassment allegations
  • If JHCS determines that unlawful harassment has occurred, those involved will be informed of the results on a need to know basis, and if necessary, will take effective remedial action in accordance with the circumstances. Any employee that JHCS determines to have engaged in unlawful harassment will be subject to disciplinary action, up to and including termination
  • JHCS prohibits any form of retaliation against you for rejecting sexual advances, filing a good faith complaint under this policy and/or assisting in an investigation.  A separate retaliation complaint should be made if retaliation is alleged to have occurred
  • In the event that the harassment continues subsequent to JHCS’s remedial action, you should meet with Human

Resources immediately. If you do not meet with Human Resources and inform them of the new offense(s), JHCS will assume that the remedial action was effective and that the harassment has stopped. JHCS cannot stop actions of which it is unaware

If you are dissatisfied with the investigation’s outcome, you may use JHCS’s Open-Door Policy.  If you have any questions about JHCS’s policy against harassment, the procedure for filing complaints or are unsure whether certain behavior violates JHCS’s policy against harassment, please contact  Human Resources. 

Reasonable Accommodation for Individuals with Disabilities

JHCS is committed to employing all individuals on the basis of ability rather than disability and complies with the Americans with Disabilities Act and applicable state and local laws prohibiting employment discrimination against qualified individuals with disabilities. This commitment includes making reasonable accommodation upon request to the supervisor, coordinator or administrator, for the physical or mental limitations of an otherwise qualified employee with a disability, unless to do so poses an undue hardship to the company. A reasonable accommodation may include any action that enables an employee with a disability to perform the ESSENTIAL functions of his/her position but that does not result in an undue hardship to JHCS or pose a direct threat to the health and safety of the employee or to others.

Adult Abuse Reporting Regulations – Every employee is a “Mandated Reporter”

Every employee will be oriented upon hire to their responsibility for preventing any form of client abuse and for reporting any incident of suspected or alleged neglect or abuse.  Every incident either of alleged or suspected abuse (verbal, physical, neglect, abandonment, financial, isolation) will be thoroughly investigated and reported to your supervisor and APS (Adult Protective Services). All employees of JHCS are  MANDATED REPORTERS.  Every employee will be provided training upon hire and annually regarding their individual responsibilities with abuse prevention and reporting.  Each employee will be aware of the policies and procedures which will be kept in their personnel file.  Every incident will be reported by the employee to their  supervisor and if needed to APS.  A written reporting form called the SOC 341 (used for licensed communities) must be completed and, together with the supervisor, faxed and called in to APS for further direction.  Any mandated reporter  who fails to report physical abuse, abandonment, isolation, financial or neglect abuse of an elder or dependent adult, is guilty of a misdemeanor which is punishable by a fine or imprisonment, or both.  All employees are assured their confidentiality is protected as a mandated reporter. Immunity from civil and criminal liability is granted to every employee filing a report (unless the report is false and the employee knowingly reports false information).  JHCS representatives will contact the appropriate authorities within the required time frame and an internal investigation will be initiated immediately when knowledge or observation of abuse has been reported.   

Life-Threatening Medical Conditions

JHCS recognizes that employees with life-threatening medical conditions may wish to continue to engage in as many of their normal pursuits as their conditions allow. Contact your supervisor or coordinator if you have any concern about the possible contagious nature of your own or another employee’s illness. Your supervisor or coordinator may determine that a statement should be obtained from the employee’s attending physician that continued presence at work would pose no threat to the employee, co-workers, visitors or clients. Consistent with business necessity, JHCS may require an examination by a medical doctor engaged by JHCS for this job-related purpose.

Drug-Free Workplace

JHCS has a zero-tolerance policy in order to maintain a work environment that is safe for our employees, clients, visitors and others having business with JHCS and that is conducive to high work standards. To this end, JHCS prohibits the unlawful manufacture, distribution, dispensation, possession, sale or use of any and all controlled substances or alcohol in the workplace or while conducting JHCS business off the premises. It is also against JHCS policy for an employee to report to work under the influence of drugs and alcohol.

The term “JHCS premises,” as used in this handbook includes but is not limited to, JHCS offices, work locations, desks, lockers, living areas, parking lots and any vehicle engaged in JHCS operations or located on the property of JHCS. The items and substances covered by this policy include illegal drugs and other mind-controlling substances, alcoholic beverages, “look alike” substances, inhalants, prescription drugs and over-the-counter medications (except as noted below), paraphernalia and literature related to illegal drug or substance use. An “illegal drug” includes any drug which a) is not legally obtainable, (b) may be legally obtainable but was not legally obtained by the employee or (c) was legally obtained by the employee but is being used in a manner or for a purpose other than as prescribed to the employee.

JHCS requires every employee to comply with this policy for his/her own safety and for the safety of other employees, clients and visitors. Because of the importance of this policy, JHCS will ensure that steps are being followed. If JHCS believes that the safety of clients and staff are being compromised, then JHCS reserves the unconditional right, at any time, to complete the following:

  • Reasonable searches of JHCS premises, employees and others on the premises, including the personal effects and vehicles of such persons to include, but not limited to, the inspection of employee packages, and any other articles brought on company premises or in a client’s home.
  • Confiscation of prohibited items, substances and paraphernalia, and where appropriate delivery of such items to law enforcement authorities.
PRESCRIPTION DRUGS Excluded from this policy are prescription drugs being used upon the advice of a licensed physician. Nevertheless, Seacrest at Home expects all employees to refrain from conduct that would compromise client care and safety. Accordingly, employees involved in client care that must use prescription drugs that cause or may cause adverse side‑effects (for example; drowsiness, impaired reflexes or reaction time) should inform their supervisors or coordinators that they are taking such medications on the advice of their physicians. Such employees should also advise their supervisors or coordinators of the possible adverse effects of the drugs on performance and expected duration of use. The supervisors or coordinators may grant such employees sick leave or temporarily assign them to different duties.  

Employees possessing any of the items or substances prohibited by this policy may be removed from JHCS premises and will be subject to disciplinary action, up to and including termination. Any employee who refuses to submit to a reasonable suspicion drug and/or alcohol screen test or who is found to have identifiable traces of alcohol, an illegal drug or other prohibited substance in his/her system, regardless of when or where the alcohol, drug or substance entered the employee’s system, will be subject to disciplinary action, up to and including termination. An employee may refuse to comply with a search or investigation as described in this policy, but such refusal may subject the employee to removal from JHCS premises and to disciplinary action, up to and including termination. Independent contractors and other third parties on client or JHCS premises are also subject to this policy.

Testing of employees – All employees are subject to JHCS’s Reasonable Suspicion Drug Testing Policy.  In cases when an employee’s supervisor has reasonable suspicion to believe that the employee possesses or is under the influence of drugs/alcohol and such use or influence may adversely affect the employee’s job performance, or the safety of the clients, employees or co-workers, alcohol and or drug screening may be ordered.  This suspicion must be based on symptoms such as factors related to the employee’s appearance, behavior, speech and/or other facts.  If an employee is on medically prescribed medication, it is the employee’s responsibility to advise his supervisor of this fact before he/she reports to work.  Any employee who does not consent to and cooperate fully with any search and/or medical testing procedure is subject to discipline up to and including immediate termination. An employee may be asked or required to submit to testing procedures designed to detect the presence of drugs and/or alcohol.

Random Drug Testing Drug testing is mandated by the Federal Department of Transportation (DOT) for employees who are hired to drive our passenger van and who are required to have a current Class B License.  The DOT regulation on Drug and Safety requires that this position, within our agency, submit to random drug testing, annually.

Violence Prevention Policy

JHCS prohibits any behavior that could be construed as threatening, aggressive, confrontational or violent. Prohibited activity includes, without limitation, any threatening behavior, acts of violence, conduct that is harassing or intimidating, presenting a challenge to fight, veiled or direct threats, sabotage, assaults or attempts to assault or the use of any obscene, abusive, or threatening language or gestures. Absolutely no firearms or weapons will be allowed on JHCS premises, clients homes, clients who live in a senior community, which includes the parking lots and grounds. Any employee found to be in violation of this policy would be subject to disciplinary action up to and including immediate termination. Violations of this policy by visitors, former employees and clients of the community may be reported to the police or other law enforcement personnel, and such individuals may be prosecuted to the maximum extent of the law.

Immediately warn your supervisor, coordinator, and Human Resources of any suspicious workplace activity, situations or incidents that you observe or of which you are aware that involve other employees, former employees, clients, visitors or outsiders who appear threatening. This includes all incidents of threats of violence, harassment, intimidation, attempted assaults, assaults, challenges to fight, presence or suspected presence of weapons, fear of physical harm and potential violent incidents or concerns, whether involving a co-worker, supervisor, coordinator, former employee, visitor, client, relative of a client, acquaintance, family member or outsider. Employees will not be retaliated against for making good faith reports under this policy. Failure to comply with this policy may result in disciplinary action, up to and including termination.

Compliance with the Immigration Reform and Control Act

JHCS complies with the Department of Homeland Security, U.S. Citizenship and Immigration Services which means we hire only those individuals who are legally authorized to work in the United States. You are required to submit documentary proof of your identity and employment eligibility and complete the Form I-9, Employment Eligibility Verification.

If you are authorized to work in this country for a limited period of time, you will be required to submit proof of employment authorization at the time your employment authorization expires and update the Form I-9. If you fail to provide updated information, you will be terminated for failure to provide certification of authorization.

Company Communications

Employee communication about JHCS is a reflection of employee attitude, pride, morale and commitment, which directly affects JHCS’s reputation.  In an effort to protect the integrity of our image and the consistency of our message, all employees will observe the following policy. Any public communication you initiate naming JHCS or its operations must be approved in advance by the Director of Home Care and the President and CEO of Seacrest Village.  This includes letters to the editor of any publications that are signed in your capacity as a JHCS employee or other written or verbal statements referencing your position as a JHCS employee.

Refer media and public inquiries concerning day-to-day operations, particular events, issues or claims regarding a JHCS Community to the Director of Home Care who in turn will report the information to the President and CEO of Seacrest Village.

Privacy Practices, Accountability, Security and the HIPAA Regulation

Privacy refers to the right of clients and employees to maintain certain personal information in a manner so that it is not available to the public. It is the obligation of all employees and others associated with JHCS to maintain personal information that the client and employee discloses in the course of seeking health care in a confiden­tial manner.

Any information or communications, whether verbal, written, or electronic, about client and employee health information must be kept private and confidential by limiting them to persons who are authorized to receive it. For example, only people with an authorized need to know should have access to the protected health information (PHI). By protecting client and employee health information, JHCS can help clients and employees feel more comfortable sharing that information with their specific staff and others on the home care team.

What this means is:

  • Don’t access or otherwise use information you don’t need for your work responsibilities;
  • Only access or otherwise use as much information as needed; and
  • Only disclose information when permitted or required to do so by law.

                             Privacy/HIPAA – The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a broad federal law dealing with a variety of issues. One of its primary goals is to make it easier for people to move from one health insurance plan to another as they change jobs or become unemployed. This also means they must be able to move their medical records and infor­mation easily, to get the care they need.

HIPAA Administrative Simplification covers standards for electronic health care transactions, and for the privacy and security of PHI. To make it easier for health care organizations to share medical information, the law establishes standard formats for common health care transactions–such as provider claims for care provided.

Standardizing and computerizing health information has important benefits, but it also brings risks. Imagine if you wanted to identify clients and employees who had expensive medical conditions. Using paper records, that task would take countless hours. But with a computer, it’s a simple matter to sort through client and employee records. In the wrong hands, such information could be used to hurt their chances to obtain jobs or insurance.

This is why another important part of HIPAA sets standards for safeguarding client and employee privacy and for using, dis­closing and safeguarding the confidentiality, and security of PHI.

                             HIPAA also has criminal penalties for wrongful use or disclosure:

  • Knowingly using or disclosing PHI in violation of HIPAA can result in up to a one-year jail sentence and up to a $50,000 fine per violation
  • Gaining access to PHI under false pretenses can result in up to a five-year jail sentence and up to a $100,000 fine

Using or disclosing PHI with harmful intent or for sale or other personal or commercial gain can lead to up to a 10-year jail sentence and up to a $250,000 fine HIPAA also requires JHCS to apply sanctions up to and including termination of members of its workforce who violate JHCS’s policies and procedures

Electronic and Internet Company Communication Systems

JHCS has expended significant resources to provide computers and other electronic devices for the purpose of promoting its legitimate business interests.  In order to ensure that all individuals who use the company computers and resources do so in a lawful, ethical and proper manner, the company has established this “Internet and Electronic Communications Policy”.  The policy recognizes that individuals who use the company’s computers may have access to the Internet and are able to transmit electronic communications (“e-mail”) with the use of computers and electronic devices.  This policy applies to the entire network of the company’s electronic communications systems.  The term, communication systems, is intended to apply broadly to all of the various forms of electronic communication used by or in the company.  For example, it includes E-mail, connections to the internet, World Wide Web, and other internal or external networks, voice mail, video conferencing, facsimiles, and telephones, as well as any other form of electronic communication used in or by the company either now or in the future.  The Communication Systems are the sole and exclusive property of JHCS.

General Guidelines – Any individual who uses the Communications Systems must do so in a professional and appropriate manner that promotes the company’s business interests. Individuals must therefore engage in and conduct all activities involving the use of the Communications Systems with the utmost care. Their actions should reflect the same sound judgment and level of responsibility that they would exercise when sending letters or memoranda that are written on the company’s letterhead.

Particular attention should be given to issues involving the use of the Internet and awareness that information posted on commercial on-line systems or the Internet creates the potential for broad distribution of and access to such information. Employees should also understand that it is not possible to guarantee complete security of electronic communications either within or outside the company. It is therefore important that employees exercise care when sending or receiving sensitive, privileged, proprietary or confidential information electronically.

Specific Prohibitions – Any unlawful or otherwise inappropriate use of the Communications Systems is strictly prohibited and may result in severe disciplinary action, up to and possibly including immediate termination of employment. While it is not possible to provide an exhaustive list of every type of inappropriate use of the Communications Systems, the following examples should offer employees some guidance:

               1. Prohibitions Against Harassment and Discrimination. The company maintains strict policies against unlawful discrimination and harassment based on any characteristic protected by state or federal law. These anti-discrimination and anti-harassment policies apply to all employee conduct and extend to the use of the Communications Systems. For example, the company strictly prohibits the use of the Communications Systems to create, send or deliver a message or information that is either harassing or offensive on the basis of any legally protected characteristic, such as race, color, religion, sex, national origin, ancestry, physical disability, mental disability, or age. This includes off-color, sexual or offensive information that involves or relates to such legally protected characteristics.

               2. Prohibitions Against Offensive and Defamatory Conduct. The use of the Communications Systems to send, transmit, deliver, or invite the receipt of annoying, offensive, defamatory, derogatory or harassing messages or information is strictly prohibited.

               3. Prohibitions Against Sexually-Suggestive Material The use of the Communi­cations Systems to disseminate, display, store, transmit, publish, solicit, or purposely receive any pornographic, obscene, or sexually suggestive or explicit material is strictly prohibited.

               4. Prohibitions Against Gambling. The use of the Communications Systems to participate or engage, directly or indirectly, in any gambling activities or participate in games of chance or risk is strictly prohibited.

               5. Trademark, Copyrights and Licenses. Individuals who use the Communica­tions Systems must honor, respect, and comply with all laws and standards applicable to trademarks, copyrights, patents, and licenses to software and other on-line information. No individual may download, upload or copy software or other copyrighted or legally protected information through the Communications Systems without the prior written authorization of  GMG Management Team.

               6. Proprietary, Confidential and Trade Secret Information. Individuals who use the Communications Systems are strictly prohibited from altering, transmitting, copying, downloading, or removing any proprietary, confidential, trade secret or other information of any company, proprietary software, or other files without proper and legally binding authorization.

               7. Improper Purposes. Employees may not use or allow the Communications Systems to be used for any purpose that is either damaging to or competitive with the company, detrimental to its interests, or that creates an actual, potential or apparent conflict of interest.

               8. Unintended Recipients. No individual may read record, copy or listen to messages and information delivered to another person’s E-mail or voice mail mailboxes without proper authorization from  Human Resources. If an individual receives an electronic communication and it is evident that the individual is not the intended recipient, the individual must immediately inform the sender of the fact and delete the message from his or her E-mail or voice mail mailbox, whichever is applicable.

               9. No-Solicitation Policies. The company’s no-solicitation policies extend to the use of the Communications Systems. No employee may use any component of the Communications Systems in a manner that violates the no-solicitation policies.

             10. Access and Disclosure. The company must also maintain its ability to monitor and enforce this policy. To accomplish this objective, it must maintain the maximum right to gain access to all information and materials stored in or transmitted by any component of the Communications Systems. Individuals who use the Communications Systems should not maintain any expectation of privacy, either personal or otherwise, with respect to any information, materials, data, or matters stored in, created with or on, received by, delivered by, or sent over or to the Communications Systems. The company reserves the right to gain access to all information in or on the Communications Systems, as well as information, material, data, and matters that have been transmitted or received with the aid of the Communications Systems. It may do so for any purpose, including but not limited to, its desire to protect the integrity of the Communications Systems from unauthorized or improper use and to monitor and enforce this policy. This can occur with or without prior notice to any employee, either before, during or after work.

               The company also reserves the right to delegate the authority to any individual to retrieve, monitor, access, copy, download, listen to or delete anything stored in, created or received by, delivered with the aid of, or sent over its Communications Systems without the permission or prior notice of any individual. The company reserves the right to use and disclose any electronic communications and any information or material it obtains from its Communications Systems without the permission of, and without providing advance notice to, any individual. This right includes the right to make disclosures to law enforcement officials.

               Any individual who has a password or code of any kind that is used to access or use any computer must, as a condition of employment and use of the Communications Systems, advise Human Resources in writing, of that password or code. The individual must also advise Human Resources  in writing, of any changes to the password or code [within 24 hours] of making such a change.

             11. Employee Responsibility.  Every individual who is provided access to the company’s Communications Systems

must comply fully with this policy. Individuals who have any questions about this policy should direct those questions to

the Human Resources. Employees are responsible to read, understand, and comply fully with all provisions of this policy.

               Employees may not install personal software in company computer systems without prior approval of the Director of Home Care and the Network Administrator.  All electronic information created by any employee using any means of electronic communication is the property of JHCS and remains the property of JHCS.  Personal passwords may be used for purposes of security, but the use of a personal password does not affect the company’s ownership of the electronic information.  Employees should report any violations of this policy to their supervisors or coordinators or to human resources. Any violation of this policy may result in disciplinary action, up to and including termination.

EMPLOYMENT MATTERS

Licensure or Certification

Certain positions may require a license or certificate as a condition of employment. If your position requires licensure or certification, you are responsible for acquiring and providing to JHCS documentation of the existence and current status of such information as a condition of being hired and maintaining employment.  This position could be for a HCA, CNA, RN, or LVN. Failure to provide licensure or certification or any such requirements annually or whenever due could result in separation of employment.

Fingerprint Clearance

JHCS requires that all staff working in home care, to include but not limited to all directors, coordinators, supervisors,  and caregivers, have a fingerprint clearance through the DOJ and FBI.  For further questions please contact  Human Resources  to inquire about the process.

Pre-Placement Health Requirement and Drug Screen

Post Offer – all employees are required to submit to a physical examination, a TB test, and drug screen, after receiving a conditional offer of employment.  All these post offer requirements will be paid for by the company. Every offer of employment is contingent upon an employee’s successful completion of the physical examination, TB Test and drug screen.  The post offer requirements are completed by a doctor or medical facility chosen by the management of JHCS.

Tuberculosis Testing Policy

Tuberculosis (TB) is a disease that is spread from person to person through the air. About 8 million new cases occur each year in the world. The purpose of TB testing is to identify individuals with TB infection and TB disease. Seacrest at Home complies with Title 22, Division 15 State of California Health and Human Services, Dept. of Social Services, Home Care Consumer Protection:

CA Health & Safety Code § 1796.45 (2017)  

  • Affiliated home care aides hired on or after January 1, 2016, shall submit to an examination 90 days prior to employment, or within seven days after employment, to determine that the individual is free of active tuberculosis disease.
  •  For purposes of this section, “examination” means a test for tuberculosis infection that is recommended by the federal Centers for Disease Control and Prevention (CDC) and licensed by the federal Food and Drug Administration (FDA) and, if that test is positive, an X-ray of the lungs. The aide shall not work as an affiliated home care aide unless the licensee obtains documentation from a licensed medical professional that there is no risk of spreading the disease.
  • After submitting to an examination, an affiliated home care aide whose test for tuberculosis infection is negative shall be required to undergo an examination at least once every two years. Once an affiliated home care aide has a documented positive test for tuberculosis infection that has been followed by an X-ray, the examination is no longer required.
  • After each examination, an affiliated home care aide shall submit, and the home care organization shall keep on file, a certificate from the examining practitioner showing that the affiliated home care aide was examined and found free from active tuberculosis disease.
  • The examination is a condition of initial and continuing employment with the home care organization.
  • An affiliated home care aide who transfers employment from one home care organization to another shall be deemed to meet the requirements of subdivision (a) or (c) if the affiliated home care aide can produce a certificate showing that he or she submitted to the examination within the past two years and was found to be free of active tuberculosis disease, or if it is verified by the home care organization previously employing him or her that it has a certificate on file that contains that showing and a copy of the certificate is provided to the new home care organization prior to the affiliated home care aide beginning employment.

Orientation Process of New Employees

If you are a new employee, you will receive an orientation to JHCS’s operations, your department and to your job. This orientation will introduce you to benefits, if applicable, policies and procedures and your job duties. It is your responsibility to thoroughly review this handbook as part of your JHCS orientation.

Orientation Period

JHCS recognizes an orientation period for new and, in some cases, existing employees. The orientation period is used to determine whether your work habits, skills and attitudes are desirable for continued employment and whether the job is right for you. A job description will be given to you during your orientation.  This information outlines the expectations of your job.  The following types of orientation periods are used: (a) Original period for new associates – 91 days for non-exempt employees and 180 days for exempt employees. (b) Promotions – a period of 91 days for non-exempt employees and 180 days for exempt employees to evaluate the employee in their new position, c) Transfer orientation period – a period of 91 days for non-exempt employees and 180 days for exempt employees, following an employee’s transfer to evaluate his/her performance in the new position or community.

Occasionally, a supervisor or coordinator, at his/her discretion, may extend an employee’s orientation period for performance or attendance reasons. Any decision to extend an orientation period must be in writing and may not extend beyond thirty (30) days.  The extension of the orientation period will affect benefits eligibility. 

Prior to the completion of the orientation period, the employee’s supervisor or coordinator should evaluate the employee’s performance and, based upon that evaluation, recommend whether to continue employment. The successful completion of this orientation period shall not be construed as creating a contract or as guaranteeing employment for any specific duration, nor as establishing a “just cause” termination standard. As during your regular employment, during the orientation period you are an “At-Will” employee, and, you and JHCS each have the right to terminate your employment, with or without cause, and with or without notice.

Years of Service

Years of service are based on the length of time an employee spends in continuous full-time employment with JHCS, beginning from their hire date. Hire Date is the date on which you begin work.  Years of service are canceled when employment terminates, either voluntarily or involuntarily. 

Anniversary Date

Your anniversary date is considered the date you were hired and is referred to when calculating benefits and for performance appraisals.  Your performance review date may change, depending on promotions, transfers or department changes.  However, your anniversary date will not be affected when it comes to benefit calculations for vacation, sick and holiday, and leaves of absences.  If an employee separates employment with JHCS and re-hires within 45 days of the separation date, the employee’s anniversary date will remain the same and all health and fringe benefits will be reinstated at that time on the 1st of the month.

Rehire

  • For rehire consideration and not to be considered a new employee, the former employee must rehire within 45 days of the separation date. 
  • Any former employee who is hired AFTER 45 days will be considered a NEW employee and will go through the new hire process.

Conflict of Interest

JHCS employees are prohibited from engaging in an activity, practice, or act that conflicts with the interests of JHCS or its clients. Examples of conflicts of interest include, but are not limited to, the following:

   A.  Employment of Relatives

JHCS hires qualified candidates for each job opening and places individuals into jobs and departments in which they can make the most effective contribution to JHCS’s success. Employees’ relatives will not be given special consideration but will be allowed to apply for open positions and be considered for employment. The following restrictions, however, will apply to these employees:

  • No employee will be permitted to supervise directly, or indirectly, a relative’s work
  • A promotion or transfer will not be allowed when it results in a supervisory subordinate relationship between relatives or when the possibility exists that this type of relationship is likely to result from the promotion or transfer an employee will not be permitted to handle cash items or transactions where his/her relative is responsible for control over those items
  • Employment of relatives will not be permitted where problems of security may develop; and
  • Employment of relatives will not be permitted if it creates a disruption, has a negative impact on JHCS’s business environment or creates an actual or perceived conflict of interest
  • For purposes of this policy, a relative includes a spouse, or significant other (domestic partner), parent, child, sibling, aunt, uncle, niece, nephew, grandparent, grandchild or corresponding in-law or stepfamily relation

          B.  Relationships Between Associates

1.       Management Guide

JHCS wishes to avoid misunderstandings, complaints of favoritism, possible claims of sexual harassment and the employee morale and dissension problems that can potentially result from personal, social or romantic relationships involving coordinator, supervisory employees and their direct reporting personnel.  Relationships that become intimately involved between supervisor and any direct reporting personnel in a supervisor’s chain-of- command can have an adverse effect on the department and its co-workers.  This action is looked upon unfavorably by JHCS.  JHCS requests supervisory positions and/or positions of authority in the scheme of the organizational chart, utilize this guideline.

2.        All Employees

JHCS also desires to avoid misunderstandings, complaints of favoritism, possible claims of sexual harassment and the employee morale and dissension problems that can result from certain other relationships between employees. Accordingly, all employees, both management and non-management, are prohibited from fraternizing or becoming intimately involved with other employees, when, in the opinion of JHCS management,  their personal relationships may create a potential conflict of interest, cause disruption, create a negative or unprofessional work environment, or present concerns regarding supervision, safety, security and morale.

All employees need to remember that JHCS maintains a strict policy against unlawful harassment of any kind, including sexual harassment and bullying. Failure to follow these guidelines may result in disciplinary action up to and including termination.

        C.  Outside Employment – agency, private client or another company

              When you accept employment with JHCS, your first professional responsibility is to JHCS. JHCS does not object to your accepting outside work as long as it does not: (a) interfere with your regular (or required ) work hours; (b) affect the efficient performance of your regular duties; (c) present a conflict of interest; or (d) cause you to be ill or accident-prone through fatigue, worry or other conditions.  If you desire to acquire outside employment while you are employed with JHCS, please notify your supervisor or coordinator, in advance, as a courtesy, so that potential problems can be resolved prior to accepting such employment.

For employees who are home caregivers, it is unacceptable and prohibited to solicit clients for private employment purposes. If it is discovered that a home care client has privately hired a JHCS caregiver, that client will be forfeiting all future services of JHCS and the care giver associated may be disciplined, up to and including termination.

D.  Interference with Company Business

The following are examples of interfering with company business:

  • Accepting gifts from any person or company doing or seeking to do business with JHCS under circumstances from which it might reasonably be inferred that the purpose of the gift is to influence the conduct of JHCS business.
  • Working privately for a client of JHCS, while employed with JHCS. 
  • Bringing your family members or friends to the client’s home without express permission from your supervisors and the client and/or client family.

It is difficult, if not impossible, to describe all of the situations that may arise involving conflicts of interest. If you have a question concerning a possible conflict of interest, consult your supervisor or coordinator. Any employee who engages in an activity, practice or act that constitutes a conflict of interest will be subject to disciplinary action, up to and including termination.

 

Employment Classification

All JHCS employees are classified in one of the following categories:

  • Regular full-time

Regular full-time employees are those employees who typically are regularly scheduled to work thirty-two (32)–forty (40) hours per week. Regular full-time employees are eligible to receive all benefits. *NOTE: If a full-time employee’s work hours (not to include those employees on an approved Leave of Absence) drop below 32 hours weekly or 64 hours in a pay period, for four (4) consecutive pay periods, the full-time employee will be notified that their classification as regular full-time could change and affect their eligibility for benefits.

  • Regular full-time guaranteed

Regular full-time guaranteed employees are those employees who are guaranteed hours and pay regardless of the actual hours worked in a pay period. Typically, this position is regularly scheduled to work thirty (32) hours per week or more. Regular full-time guaranteed employees are eligible to receive all benefits. *NOTE: If a full-time employee’s work hours (not to include those employees on an approved Leave of Absence) drop below 32 hours weekly or 64 hours in a pay period, for four (4) consecutive pay periods, the full-time employee will be notified that their classification as regular full-time could change and affect their eligibility for benefits. If hours are offered and declined by the full-time guaranteed associate, then “guaranteed” hours to not have to be paid because of the decline by associate.

  • Per Diem

Per Diem employees are those employees who are employed through an in-house pool.  Per Diem employees are not eligible for benefits other than those mandated by applicable law.  While per diem employees do not receive the benefits accorded to regular full-time employees, they are considered vital to JHCS and are subject to the rules and regulations of this handbook.  Per Diem employees must work a minimum of eight (8) hours within 2 (two) pay periods to remain on active status.

  • Non-Exempt Employees

Non-exempt employees are those employees who must be paid for all hours worked. Depending on the wage order used for JHCS, this may include overtime.  Some Non-exempt employees are required to use an electronic time clock to record hours worked by clocking in and out.  Caregiver associates may be required to use a telephone (telephony) for clocking in and out, or by using GPS on a smart phone or other electronic device. You will be oriented to the proper process for recording of your time worked.

  • Exempt Employees

Exempt employees are those employees who are not entitled to overtime compensation and may, at times, have to work hours beyond their normal schedule as work demands require. Bona fide executive, administrative and professional employees are considered to be exempt employees. 

All categories of employees are “at-will” employees; accordingly, either the employer or the employee may sever the employment relationship at-will, with or without notice, cause or advance notice.

Change of Classification                               

The following benefits are affected when a change in classification occurs; group medical/dental,  vacation and sick accruals and holidays.   If your status changes from …………….

  • FT guaranteed to Per Diem; you will no longer be eligible for group medical/dental, FT vacation/sick accruals and holidays. 
  • Per Diem to FT guaranteed; you will be eligible for group medical/dental, holidays, and your vacation/sick accrual rates change to the FT accrual level. Medical/dental insurance takes effect on the 1st month following enrollment.
  • Any classification change will begin at the time of transfer and benefits will be effective per the schedule of the benefit provider.

Performance Review

Written performance evaluations will be conducted approximately at completion of the employee’s orientation period, approximately after completion of the first year of employment, and approximately annually, thereafter.  An evaluation will also typically be given within three months after a promotion, transfer or a change in an employee’s job classification for hourly employees.  Your supervisor or coordinator may hold casual or more frequent verbal progress reviews with you as needed. While every effort will be made to conduct performance appraisals timely, certain circumstances may prevent or delay such reviews. You are encouraged to contact your supervisor or coordinator directly if you have not obtained a review within one month of your anniversary date. Note: If your review is late and a wage adjustment has been suggested at the time of the review, the wage adjustment will be retroactively applied to your anniversary performance review date.

Salary Review

On or around your anniversary performance review date (or promotion or transfer) in your present position, your supervisor or coordinator will conduct a salary review with you. During this meeting, your total compensation and performance will be discussed. A salary review does not always result in a salary increase. If a salary increase is recommended, it will be based upon your performance since the last increase, your potential for further advancement and your placement in the salary range. Other factors affecting salary adjustments are the financial abilities of JHCS, the local and national economy, local and national salary trends and trends in the healthcare industry. Salary adjustments may become effective at any time throughout the year.

Salary Confidentiality

Relationships suffer when discussions occur between co-workers regarding each other’s rate of pay. Many times individuals who do not have all the facts relay salary information that is incorrect thus causing bad feelings.   JHCS respects your salary as a private matter. We encourage our associates to keep their salary private, as well.

Training, Required Courses and Development Opportunities

JHCS encourages your professional development. Therefore, if a training opportunity becomes available to you, discuss it with your supervisor or coordinator. Any workshop or seminar topic for which financial assistance is sought from JHCS must be related to your current job or enhance your potential for future assignments. Approval for all seminars and workshops will be at the discretion of your supervisor or director and must be obtained in writing prior to attending the seminar and/or workshop. Travel and/or related expenses for which reimbursement is sought must also be approved in writing in advance. Mandatory courses, meetings (in-house or off-site)

or mandatory training that is a required in the course of the job will be counted as time worked.  Education opportunities offered at SAH or offsite to fulfill HCAs annual required education (Required by Home Care Service Bureau) may be reimbursed, you may speak with your supervisor/coordinator regarding specifics.

Internal and External Job Announcements

JHCS promotes from within to fill a job opening whenever practical and, in the manner, determined by JHCS to best serve its interest.  JHCS will post all position openings through email and on our website.  Check with  Human Resources.  It is at the sole discretion of management to advertise internally, externally or both.

Internal postings – will remain posted for 5 calendar days. There is an open and close date listed on the announcement.  If you feel that you are qualified for a job opening, we encourage you to discuss the possibilities with your supervisor or coordinator, and submit a letter of intent. Letters of intent turned in before or after the open/close date of the announcement will not be accepted.

External postings – are advertised in various publications.  Some positions require the need for this method of advertisement.  Advertisements will continue until a position is filled or a decision to re-evaluate occurs.

Letter of Intent or Interest

JHCS remains true to their staff and insists on fairness and consistent practices.  This letter of intent allows all employees to be considered fairly with its practice of open and close dates.  Complete a letter of intent for each position that you have interest.  Be sure to read the job announcement profile to make sure you actually qualify for the position before turning in the letter of intent.  Do not turn in a letter of intent for a position which has not been posted.  Intent letters received when positions are not posted will be returned to the employee.  The hiring supervisor conducting the interview will get back to you either verbally or in writing, within approximately 72 hours of receipt of the letter and inform you of your eligibility for the position. 

Promotions

If your work performance has been rated above satisfactory by your supervisor or coordinator, and if you meet the qualifications of a job opening, you may be eligible for a promotion. Before a promotion may occur, your current supervisor or coordinator, as well as your new supervisor or coordinator, must recommend and approve the promotion. 

Depending on the employee’s classification, the promotion will have a minimum orientation period of 91 days.  During this orientation period, the promoted employee will be trained for his/her new job. In most cases, prior to the end of the orientation period, a job performance evaluation will occur.  A recommendation will be made by the supervisor or coordinator, concerning the suitability of the employee for the position. If an employee does not successfully complete the orientation period or if a recommendation is made that the employee not remain in the position, in most cases, the employee may be terminated.  It will be the discretion of the facility whether to allow the employee to return to his/her previous position, if it is still open, or to a similar position for which he/she is qualified.

Transfers

JHCS may transfer employees from one position to another at its discretion. Your best opportunity for advancement is usually within your own location. However, management may request that you transfer to a position where your abilities are more in demand.

If you wish to transfer to another position within the company you must first complete your original orientation period, 2) discuss the matter with your supervisor or coordinator, and 3) request transfer paperwork from Human Resources by submitting a letter of intent. For transfers between positions/locations, your current supervisor’s or coordinator’s recommendation is necessary, as well as that of the new supervisor or coordinator. If the new position’s

rate of pay is different than the position from which you transferred, you may, at management’s discretion, be given the pay rate of the new position. Please consult with  Human Resources  regarding benefits. To enroll in benefits or continue certain benefits, you must submit a change form within thirty-one (31) days of your transfer date. If you fail to do so, you will not be eligible to enroll in certain benefits until the annual open enrollment period.

Employee Suggestions

JHCS encourages staff to make suggestions regarding anything that will improve the employer/employee relationship; to ensure a safe environment to do so we offer a Suggestion Box, located in the JHCS office.  Maybe you want to congratulate the way a department operated in an emergency situation or give thanks to a co-worker for making you feel welcome.  JHCS looks forward to hearing good things as well suggestions for improvement.

Employee Recognition

JHCS appreciates your efforts, and support. You will often hear recognition through compliments from coordinators, clients, through performance evaluations and communication of department results. While programs are subject to change, JHCS’s recognition programs include lunch celebrations, national healthcare week, general meetings, raffles, birthdays, hospitalization, birth or adoption of a child, and newsletter articles. JHCS knows that your time truly makes a difference and every effort is made to show its appreciation.

Pay Practices

Workweek, Workday and Payday

Workweek

  • The standard workweek begins at 12:01 am Sunday and ends at 12:00 midnight Saturday.  Pay periods consist of two consecutive workweeks.

Workday

  • The standard workday begins at 12:01 am and ends at 12:00 midnight.

Payday

  • Paychecks are available on the Friday following the end of the pay period.

Your paycheck will be distributed every other Friday, payday. An employee, who takes part in the direct deposit program, will see the deposit in their bank account by Friday, payday.  NOTE: JHCS encourages staff to use direct deposit. Employees choosing not to opt for direct deposit and requiring hard copy checks, for your convenience, unless otherwise arranged, paychecks will be kept in an envelope with your name on it at the front desk at Seacrest Village. When you come in to pick up your check, you will be required to show some form of ID (i.e., name badge, driver’s license). You may only pick up your paycheck and not the paycheck of another employee. Your paycheck will reflect the pay you earned for the hours worked during the respective pay period. If you are ill, you may call and request that a family member pick up your check.  A note written and signed by you, must accompany the family member picking up the check.  There will be no other exceptions to this policy.

Review your paycheck for any errors. If you find a mistake, report it to your supervisor or coordinator and complete the final pay adjustment form to make the correction.  If your paycheck is lost or stolen, inform your supervisor who will inform the Business Office Coordinator immediately.

Direct Deposit

You may choose to have all or part of your paycheck deposited directly into a bank or credit union. You may sign up by completing the direct deposit enrollment form. Keep in mind that when first starting direct deposit it may take up to two (2) pay periods for the direct deposit to become active. Until that time, you would receive a hard copy paycheck. 

Pay in Advance

JHCS does not permit CASH advances against paychecks or extend credit to employees.  Examples of pay in advance are; 1) requests for paychecks in advance of a vacation, 2) requests to purchase accrued vacation, and 3) employee loans.

Deductions from Paychecks

Required by Law – Because a portion of your income is withheld in the form of payroll deductions, your paycheck does not represent the full amount of your earnings. JHCS is required by law to deduct Medicare, Social Security, federal, state and local taxes, where applicable. Wage attachments and garnishments may also be deducted in accordance with court orders.

Deductions Authorized by You – You may elect to authorize payroll deductions for medical and dental insurance premiums for FT employees. Your medical and dental premiums deducted are on a “pre-tax” basis, unless prohibited by state law.  Other voluntary deductions may include tax-deferred annuity, flex spending, and voluntary life insurance.

Work Schedules

Your supervisor or coordinator will determine your schedule. Any changes you make to your work schedule must be approved in advance and in writing per policy.  Policies on schedule changes may vary between departments.  Some departments must maintain a staff twenty-four (24) hours a day. In those departments, it may be necessary for employees to rotate working hours. In those cases, schedules will be posted. Note: If an employee switches a day/shift or chooses to work a day for a co-worker, without written documentation and authorization of the switch and the replacement calls off – that call off will be considered an absence for both, the replacement and the person making the change.  You are responsible for checking and knowing your work schedule.

Schedule and Work Load Adjustments

JHCS tries to maintain consistency throughout its departments.  From time to time though staffing and work hours in a department may need to be adjusted due to workload fluctuations. Uncontrollable outside factors, such as census fluctuations, changes in governmental funding and legislation or the consolidation or reorganization of services could lead to an employee schedule/assignment change. When the need arises to adjust schedules, rotate shifts or assignments, the decision on who is affected is NOT solely based on one single factor, such as seniority, job classification, performance, position title, etc.  The coordinator of the department reviews the need for the change and considers all factors as mentioned above.  JHCS does not guarantee that work schedules, shifts or assignments remain the same.

Timekeeping Requirements for Non-Exempt and Exempt Employees

Federal and state laws require non-exempt (hourly paid) employees to record time worked.  JHCS may require that non-exempt staff utilize a time clock for payroll purposes. Telephony or mobile GPS clock in and out times may also be used. These records are used to ensure that you are paid correctly for all hours worked and for all approved absences.   During your orientation period you will be instructed on the use of the time clock, telephony or GPS and which time clock or other attendance tracking device you are required to use.  Non-exempt employees must clock in or out at the beginning and end of their shift, for meal times, and when leaving the client for personal reasons, where applicable.  Non-exempt employees will use the last four digits of their social security number to record their time.  Under no circumstance is a non-exempt employee allowed to work off the clock or punch in/out for co-workers!   You are not allowed to clock in any earlier than seven (7) minutes prior to the beginning of a shift.  You are not allowed to clock out any later than seven (7) minutes following the end of a shift. Clocking in early or out late could create overtime that is unauthorized.  The exception to this is when prior approval has been granted by your supervisor or coordinator to work outside your normal work schedule. At the same time, remember that client care responsibilities require that you allow enough time to report for work, in uniform, in at your assigned client’s residence at your scheduled time.  Any falsification of time records or inability to follow the timekeeping methods may result in disciplinary action, up to and including termination. Exempt employees complete a timesheet for bi-weekly payroll processing and for record-keeping purposes. The exempt employee turns their timesheet into their supervisor for approval of vacation, sick, holiday and regular hours.

Time Clock Correction Form

 If you fail to clock in/out, regardless of which attendance process you have been instructed to use, inform your supervisor immediately.  IT IS THE RESPONSIBILITY OF THE EMPLOYEE TO ACCOUNT FOR ALL HOURS WORKED. If the employee does not fill out the form for missed clock in/outs, for vacation and sick requests, ahead of time, then payment could be delayed until the following pay period.  Frequently missed clock in/outs may result in disciplinary action including termination.

Final Pay Adjustment Form

On payday, employees will have the opportunity to review their timesheet, sign it and verify that their paycheck and hours worked are correct.  If you find that a correction is needed, then document this on the final pay adjustment form.  The correction will be made the following paycheck.

Meal Periods and Rest Breaks

Non-exempt employees working more than five but less than eight-hour shifts are eligible to receive a minimum of one-half hour unpaid meal period and a ten-minute rest period for every four hours worked.   Your authorized rest and meal periods may be scheduled by your supervisor (this includes smoke, snack, telephone breaks, etc.) If a longer, unpaid meal period is requested, your supervisor must approve and schedule appropriately.  Staggered meal periods may be scheduled to provide continuity of operations.  In order to avoid confusion and provide stability, these scheduled times must be observed by all employees.  You must clock out at the beginning and the end of your meal period.  Meal periods and rest breaks cannot be combined. 

Specific positions regularly working more than a five-hour shift, unless six hours completes the day, may waive the meal period by signing an On-Duty Meal Agreement which is approved by the supervisor and the Human Resources department.  Employees unable to be relieved of all work duty due to the nature of their position may eat at their station, and their meal period is paid for by the company. Employees qualifying for an On-Duty Meal Agreement may revoke this agreement at any time.

On-duty meal breaks are applied in certain circumstances.  An on-duty meal break:

  • Is permitted ONLY when the nature of the work prevents an employee from being relieved from ALL duty.
  • This occurs when the employee is unable to take their meal period by the 5th hour of work;
  • The employee cannot leave their client (by client or work assignment request and approved by their supervisor);
  • An agreement must be signed between the employee and the home care agency;
  • The 30-minute meal must be paid; the employee cannot waive their 10-minute rest break

CA Meal Period Regulation

A standard meal period for thirty minutes must be taken by the fifth hour of work unless six hours of work completes the day.  The “Exception” to a standard meal period is when the nature of the work PREVENTS an employee from being relieved of ALL DUTY on his or her meal period.  Then the employee may take their meal period when possible and the MEAL PERIOD shall be waived but an “ON-DUTY MEAL PERIOD” shall be permitted and counted as time worked.  This policy is in effect with your signature on the On-Duty Meal Waiver (separate document) and may be revoked, in writing, at any time.

SEACREST AT HOME Policy and CA Meal Period Regulation

I understand that I will be paid for my 30-minute meal period when my work assignment is such that I cannot leave my client and this has been approved by my supervisor:

  • I will not clock in/out for lunch. I would only clock in for the day and out for the day (2 punch);
  • I will take my 30-minute meal period when I can and it doesn’t have to be in full 30-minute increments because again, I am being paid for this period regardless.
  • I cannot leave my client to take a meal break – i.e., eat lunch in my car in a parking lot, go to McDonalds. I must take my break in my client’s home or the area he/she designates

Failure to take a meal period may result in disciplinary action up to including termination:

Employees who continue to violate the CA regulation and JHCS policy on meal periods for the following reasons will be coached, disciplined up to and including termination:

  • Clock out late for their meal period (CA law states by the 5th hour of work and JHCS policy requests that supervisors and employees schedule their meal periods between 4 & 4.5 hours of work)
  • Take an unapproved missed meal period (supervisor did not prior approve & initial the time clock correction form)
  • Take Short meal period (25 minutes or less unauthorized)

Note: Employees will NOT be subject to disciplinary action as long as their supervisor prior-approved (meaning the supervisor initialed the time clock correction form)

Overtime – Wage order 5; personal attendant exempt from daily OT (section D/E)

As necessary, employees may be required to work overtime. Although every attempt will be made to provide advance notice, in this situation, the refusal to work mandated overtime may result in disciplinary action up to and including termination.  For purposes of determining which hours constitute overtime, only actual hours worked in a given workweek will be counted.  JHCS will attempt to distribute overtime evenly and accommodate individual schedules.  All overtime work must be prior-authorized by a supervisor. Employees who work unauthorized overtime are subject to disciplinary action up to and including termination.  JHCS provides compensation for all overtime hours worked by non-exempt employees in accordance with state and federal laws as follows:

  • All hours worked in excess of 40 hours, up to the sixth (6th) day in the workweek, in any workweek will be treated as overtime. Hours worked on the seventh (7th) consecutive day in any workweek will be treated as overtime.
  • Note:  Approved vacation or sick time will not be utilized when weekly-recorded time extends into OT.

Make-up Time Request

When a non-exempt employee misses a portion of their workday due to a personal obligation, the employee may ask their supervisor to make up the lost time on another workday.  The employee must make the request in writing, giving the supervisor the opportunity to approve or deny.  If approved, the employee must make up the time within the same

workweek and the employee may not work more than 11 hours in a day.  Make-up hours that exceed 8 but no more than 11, will not be counted as overtime.  JHCS does not encourage, discourage or solicit the use of make-up time. To make a request please see your supervisor or Human Resources for the request form.

Attendance and Punctuality

We recognize that there will be times when you become ill. However, a poor attendance or tardiness record, such as excessive absences or late arrivals or patterned absences preceding or following weekends, holidays and payday, may result in disciplinary action, up to and including termination.  JHCS’s commitment to provide quality service to our clients extends twenty-four (24) hours a day, seven (7) days a week. The work of all staff members is essential to provide this 24-hour service. To ensure this service, JHCS expects all employees to assume responsibility for their attendance and promptness.

Attendance and Punctuality REQUIREMENTS:

  • CALL PERSONALLY at least four (4) hours in advance of your scheduled start time and;
  • CALL IN EACH DAY of a continued absence, unless other arrangements have been made with your supervisor or coordinator; state the reason for the absence, i.e., ill, car not starting, child sick. An employee who is out sick for three or more consecutive days must present a doctor’s release to their supervisor in order to return to work.
  • CALLS MADE ON YOUR BEHALF BY ANOTHER PERSON WILL NOT BE ACCEPTED AND WILL BE TREATED AS NO-CALL/NO-SHOW. (The exception to this would be in the case of hospitalization or medical emergency that can be proven with a doctor’s certificate).
  • If you are late, CALL before your shift start time, confirm that you will report to work, give your estimated arrival time and state the reason for being late, i.e., car didn’t start, traffic, alarm didn’t go off. If the employee brings a doctor’s note after the first consecutive day of absence, not to exceed three (3) days, the absence will then be considered as one absence for recording purposes.
  • If the absence is three (3) consecutive days or more than Human Resource will review the situation for a possible qualified leave of absence.

Recording of Absences

Absence is defined as any 24-hour period or consecutive 24-hour periods an employee does not report to work when the employee is scheduled.  All absences are considered unexcused unless the absences are defined as having been approved for bereavement, FMLA, personal or medical leave, jury duty, military duty, vacation or holidays.  Tardiness is defined as any time you arrive late at your workstation and/or are not dressed and ready to work at the beginning of your shift. This also includes clocking in late from meal breaks. Late is defined as clocking in 3 minutes past your scheduled shift start time. No-Call/No-Show is defined as failure to call your supervisor and appear for a scheduled shift. An employee who does not call or arrive for work as scheduled is considered a “no call, no show.”  A no-call/no-show is considered job abandonment and is considered a voluntary quit without notice. Excessive absenteeism may result in disciplinary action including immediate termination.

  • 2 absences in 30 days = 1st occurrence = verbal counseling;
  • 3 absences in 90 days = 2nd occurrence = written warning;
  • 4 absences in 180 days = 3rd occurrence = final warning and/or termination.

Excessive tardiness may result in disciplinary action including immediate termination. Reminder: late is defined as any time you clock in 3 minutes past your scheduled shift start time.

  • Up to 4 incidents of being late within 30 days = verbal counseling;
  • Up to 6 incidents of being late within 90 days = written warning;
  • Up to 8 incidents of being late within 180 days = final warning and/or termination

Any violation of the above will be subject to Seacrest  at Home’s policy as stated although JHCS has the right to accelerate disciplinary action regarding the severity of the violation and JHCS’s right to act upon the “At-Will” policy for all employees.

Work Rules and General Information

Standards of Conduct

Work standards are necessary to make sure we all have a common understanding of what types of behavior and conduct are expected. This allows us to consistently require a set of standards that create a positive work environment; one where people respect each other, our clients, families and the community at large.

Listed below are some examples of violations on conduct and behavior. Violation of these standards may result in disciplinary action, up to and including immediate termination. The following list should not be viewed as being all-inclusive but as representing examples of the types of conduct and behavior that JHCS considers inappropriate and unacceptable. JHCS reserves the right to terminate your employment at-will for any conduct or behavior that JHCS considers contrary to its standards.

  1. Refusing a job assignment or the directive of any supervisor or coordinator or engaging in insubordination
  2. Engaging in any type of client abuse or failing to report observed or suspected client abuse
  3. Violating the rights of client’s, families, visitors, employees of Seacrest at Home
  4. Accepting tips, money or gifts from clients or their families
  5. Smoking during unauthorized break time or in an unauthorized area
  6. Eating or lounging during work time or in an unauthorized area
  7. Destroying or misusing the property of client’s families, visitors, employees or JHCS
  8. Providing unauthorized medical service or treatment
  9. Endorsing outside medical services to clients, families or visitors
  10. Disclosing confidential information concerning employees, clients, and/or information about JHCS
  11. Attempting to influence the religious beliefs of employees, clients, families or visitors while on JHCS premises
  12. Removing, obtaining or borrowing JHCS property and same for clients, visitors or employees; without prior authorization
  13. Performing personal business on work time
  14. Performing unsatisfactory work or becoming unable to perform assigned job duties
  15. Sleeping on duty (exception for approved Live-in or 24-hour client care
  16. Engaging in horseplay, destructive practical jokes or other dangerous acts
  17. Fighting or engaging in violent or threatening behavior of any kind
  18. Using obscene, abusive or threatening language
  19. Engaging in disruptive or distracting behavior in the workplace, even while off duty
  20. Leaving your work area or JHCS premises without permission during work time
  21. Failing to obtain prior authorization for overtime from your supervisor or coordinator
  22. Being excessively absent or tardy
  23. Violating JHCS’s nondiscrimination and/or non-harassment policy
  24. Falsifying employment, having others falsify employment or other JHCS records
  25. Bringing a firearm or weapon onto JHCS premises
  26. Bringing or using alcoholic beverages or controlled substances on JHCS premises or using alcoholic beverages or controlled substances while engaged in JHCS business off the premises
  27. Reporting to work/working while intoxicated or otherwise violating drug-free workplace policy described above
  28. Illegally manufacturing, possessing, using, selling, distributing or transporting controlled substances, even while off duty
  29. Committing any unlawful act on JHCS premises or outside the workplace which brings discredit to JHCS or adversely affects the normal operations of JHCS
  30. Disregarding safety or security regulations
  31. Violating JHCS’s electronic media policy or other policies
  32. Engaging in inappropriate or unprofessional personal relationships with clients 
  33. Being convicted of a crime or engaging in any action that management believes threatens the health or well-being of others or the continued productivity or standards of JHCS
  34. Recording the work time of another employee or allowing any other employee to record your work time, or allowing falsifications for any time card, either your own or another employees’.
  35. Unreported absence of two or more consecutive days
  36. Failure to observe working schedules, including rest and meal periods
  37. Failure to provide a physician’s certification when required to do so
  38. Making or receiving personal phone calls, without prior approval of supervisor
  39. Wearing extreme, unprofessional (in relation to type of work), or inappropriate styles of dress or hair while working
  40. Reporting to work and assignment with family members or friends without prior approval of your supervisors and the client and/or client family members in trust

Further, this list does not alter the At-Will status of your employment. JHCS reserves the right to terminate your employment at-will at any time and for any reason with or without cause, and with or without advance notice.

Personal Appearance and Dress

The way we look plays an important role in how others perceive us as well as how we feel about ourselves. Our appearance is often viewed as an extension of our work quality. Safety and hygiene are also important factors in our appearance and dress. JHCS employees are expected to present themselves in a neat, clean and professional looking manner. Employees that are required to wear a uniform are expected to wear the complete uniform appropriately.

The following guidelines/policies apply to all employees:

  • Hair must be clean. If you provide direct client care or you have contact with machines and equipment, you are expected to wear your hair off the face to avoid accidents
  • Facial hair must be neat and well-trimmed
  • Hair color cannot be of an unnatural shade, such as blue, purple, and green
  • Fingernails must be clean and well-manicured. Fingernails should not be more than a quarter (1/4) inch long from the tip of the finger for employees involved in direct client care or where infection control may be an issue
  • Clothing should fit appropriately and be in good taste
  • No jeans, shorts, cut-offs, tank or halter tops, see-through clothing or hats (unless provided by the company). No leggings or yoga pants
  • Dress/skirts may not extend beyond 3” above the knee
  • Capri’s must be a minimum of 2 inches below the knee, to not appear as shorts
  • Name tags should be worn and be clearly visible
  • Make-up and jewelry must be worn in moderation. Dangling earrings, tie clips or other loose, protruding jewelry may not be worn where safety may be an issue or by those working with patients, client or equipment
  • Body/facial piercings – other protruding body piercing(s) or jewelry must be covered by appropriate dress at all times
  • Ear piercings-tubes/gauges/plugs/tunnels may not be larger than the size of the head of a regular size pencil, ¼ inch in diameter
  • Tattoos that are visible must meet the following criteria: 1) Tattoos larger than 5”x5” square must be covered at all times by appropriate uniform clothing, 2) Tattoos that reference a written word or phrase that could be considered discrimination according to State and Federal Regulations on Race, Religion, Ethnicity, Color, Gender, Sexual Orientation, must be covered by appropriate uniform/clothing at all times
  • Use of perfumes and colognes should be subtle, not overpowering
  • All employees must wear low-heeled and slip resistant safety-sole shoes
  • No open-toed shoes or sandals may be worn in any work environment

CASUAL DAY – THE EXCEPTION FOR COMPANY DRESS CODE

Employees working as caregivers are not allowed to wear jeans while on duty. Casual day may occur ONE day a week at JHCS.
On these days the following is defined as causal wear:

  • Pants/Jeans– clean and laundered –no holes and seams are not tattered or torn
  • Shirts–polo type, with collar – appropriate, neat tee-shirts; no tee-shirts considered with racial/discriminatory remarks

JHCS reserves the right to require any or all employees to wear uniforms designated by JHCS and to require employees to change from street clothes to uniforms prior to beginning work.  Employees are responsible for the cost of their uniforms, unless otherwise designated by their department. Violation of dress code and/or uniform requirements is considered misconduct and employees will be disciplined accordingly.

These guidelines meet the operational needs of JHCS.  Your specific department may have its own dress requirements for the safety, health and welfare of the clients and the employees.  Showing pride in your appearance and dress not only benefits you but also contributes to JHCS’s image of providing quality services. Failure to follow these guidelines may result in disciplinary action, up to and including termination.

Personal Conduct

Your personal attitude and actions contribute to your success and to a pleasant work environment. A spirit of teamwork and cooperation will help you achieve your goals and assure the continued success of JHCS. Differences of opinion should be handled privately and discreetly.

Client Relationships and Rights

In keeping with JHCS’s philosophy of respecting the rights of our clients, we ask that all employees treat clients with consideration and respect. If you have any questions about how to deal properly with a client, check with your supervisor or coordinator.

Staff Language

Our client’s rights, dignity and respect are a high priority at JHCS and require that employees speak the native tongue of the majority of the clients,  which at JHCS would be the English language.  As a courtesy and observance to policy, JHCS asks that employees speak the primary language of the clients when providing care or while in or near their presence. 

Diversity

JHCS recognizes the importance of treating each team member in a fair and consistent manner.  Our workforce grows more diverse as we expand and as the industry changes.  JHCS will continue to identify and attract a workforce of the best available talent at every organizational level. 

Children in the Workplace

JHCS values family and work/life balance. Our employment policies and benefits are indicative of our beliefs. JHCS believes in an environment that is conducive to work and therefore believes the presence of children in the workplace with the employee parent during the employee’s workday is to be avoided except in emergency situations.  This policy is established to avoid disruptions in job duties of the employee and co-workers, reduce property liability and help maintain JHCS’s  professional work setting.

The following guideline is provided for non-direct home care employees:

  • If bringing a child to work with the employee is unavoidable, the employee must contact his/her supervisor as soon as possible to discuss the situation and obtain permission to have the child accompany the employee while working.
  • Factors the supervisors will consider are 1) the age of the child, 2) how long the child needs to be present, 3) the work environment in the employee’s area.
  • Consideration will NOT be given to allowing a child with an illness to come to work with the employee.
  • A child brought to work in unavoidable situations will be the responsibility of the employee parent and depending on the age of the child, must be accompanied and be under direct supervision of the employee parent at all times.
  • In cases where the child is age appropriate, the supervisor may allow the child to assist with and volunteer to help in activities, i.e., reading to a client, playing bingo, helping a client write a letter, etc.

***Under NO circumstances is a caregiver ever authorized to bring a child to a client’s home while on work time for JHCS. 

Telephone Etiquette

While on the job, you may have occasion to place and receive telephone calls using JHCS telephones. Each time you do, you represent JHCS to our clients, families and the community.  Give every individual the same personal attention you would expect if you were the caller. On occasion, personal calls may be necessary.  Personal long-distance calls are not allowed. Employees who abuse the privilege of receiving or making personal phones calls during their working hours will be subject to disciplinary action, up to and including termination.

Pagers and Cell Phones

Employees may not wear, carry or use cellular phones or pagers during working hours, other than those issued by JHCS for business purposes.  Caregivers are strictly prohibited from giving a JHCS Client/family member or friend of Client, their personal cell phone number.  JHCS is not responsible for lost or stolen personal pagers or cell phones.  

Tips, Gratuities and Gifts 

Every client is entitled to efficient and courteous service. Since this service is given impartially to all, tips or gratuities and gifts are not expected or permitted.  If a  client presses an employee to accept a tip/gratuity or gift, the employee should thank him/her, and inform the client or family member that they may donate the gift to the Seacrest Employee Recognition Fund.  Explain that our policy doesn’t allow the acceptance of tips or gifts and report the insistence to his/her supervisor.  Accepting any tip/gratuity or gift from a client or family member may result in disciplinary action up to including termination. 

Smoking

In our effort to create a smoke-free work environment, smoking is prohibited except in designated areas and during non-work time.  Check with your supervisor for determining the designated smoking area in your location and/or client premises. Employees who violate this policy will be subject to disciplinary action, up to and including termination. Home care givers are not permitted to smoke at any time while caring for a client, even if the client or family member smokes.

Solicitation and Distribution of Literature (employee and non-employee)

In order to avoid disruption of company operations, the following rules shall apply to solicitations and distribution of literature on company property:

Employees of JHCS – 1) Employees may not solicit during working time for any purpose.  Working time is defined below, 2) Employees may not distribute literature during working time for any purpose, 3) Employees may not distribute literature at any time for any purpose in working areas. 

Working Time – “Working time” includes the working time of both the employee doing the soliciting and distributing and the employee to whom the soliciting or distributing is being directed.  Working time does not include break or meal periods.  Employees who are interested in posting an item of interest on the bulletin board in the employee lounge should see the Human Resources department.

 Personnel Records

A personnel file is established on each employee upon hire and contains information pertinent to your employment. Personnel files and records are the property of JHCS and are confidential. However, upon written request to Human Resources, you may review your personnel file in the office of and in the presence of a Human Resource representative.  After Human Resources receives the request, a mutually agreeable time to review your file will be arranged. If you find any information you believe to be inaccurate, submit a note of correction to your supervisor or coordinator.  The request will be reviewed by the Human Resources department. Unless otherwise required by state law, you are not entitled to a copy of your personnel file with the exception of documents you have signed.  You are requested to promptly notify your supervisor or coordinator of any of the following changes:

  • Name, address and telephone number;
  • Marital status;
  • Total number of dependents and their relationships to you;
  • Citizenship status;
  • Retirement plan or insurance plan beneficiary;
  • Person(s) to be notified in case of emergency;
  • Formal education courses completed and other training;
  • Professional skills acquired;
  • Selective service status; and
  • Number of tax exemptions.

Disclosure of Employee Records and Verification of Employment

All requests for references or verifications of employment must be directed to Human Resources.  No other coordinator, supervisor or employee is authorized to release references for current or former employees.  JHCS will honor requests from properly identified and duly authorized law enforcement officials and state agency investigators as well as legally issued summonses or judicial orders, including subpoenas, search warrants and verifications of employment.

JHCS will disclose to prospective employers only information about employment dates, title or position and job location, unless otherwise required by state law.

Confidentiality

It is policy to ensure that JHCS employees and client’s activities and business affairs are kept confidential. As a JHCS employee, you may be in daily contact with confidential information. Because you are in a position of trust, you must never divulge or improperly use such information. JHCS’s operating methods, finances and plans constitute proprietary information and represent a considerable investment. Such information must not be discussed outside JHCS. In addition, all information about client’s and co-workers is privileged and must be kept in strict confidence. Unauthorized disclosure or breach of this obligation may result in corporate as well as individual liability. A client’s personal situation or medical condition should never be discussed with any unauthorized person.  Seacrest at  Home’s confidentiality requirement is to remain throughout and beyond your employment.

Any request for information about your job, employees, clients or JHCS’s policies and procedures should be directed to  Human Resource. Misuse or divulgence of confidential information may result in disciplinary action, up to and including immediate termination.

JHCS Property

Proper care should be taken when using JHCS supplies and equipment. Necessary repairs must be reported at once to your supervisor or coordinator. Maintenance work orders for repairs are available when requested by you to your supervisor. Repair of damage caused by carelessness to JHCS equipment or supplies will be made at the expense of the employee. Negligence in the care and use of such property, unauthorized removal of JHCS property from the premises or its conversion to personal use may subject the employee to disciplinary action, up to and including termination.

Kosher Areas

JHCS leases the home care office from Seacrest Retirement Community which observes the Kosher dietary laws.  If your client and/or Seacrest Retirement Communities observe the laws of Kashrut please be courteous and observe the policy that distinguishes the areas into which, employees can bring and eat their food from home.  All designated employee break areas, no matter what facility, are considered non-kosher which means you can bring in your own food and eat in that particular area.

Employee Break Areas

JHCS not only wants you to enjoy your job but to have a place where you can relax, eat and get away from your work area during your authorized break times.  Some client residence and senior facilities will have access to employee break areas.  Other items that may be available for employees to use are microwaves, refrigerators, etc.  As a courtesy every employee who has permission to use a designated are by the client, is responsible for the general housekeeping and upkeep of this area after use.  Certain JHCS properties observe the kosher dietary regulations.   Be sure to check with your supervisor on these areas.  

JHCS Vehicles

JHCS may provide vehicles for certain employees to use in the course of JHCS business. The Director of Home Care  is responsible for all assignments and the policies and procedures for use of vehicles. Only authorized personnel may use company vehicles.  If you are involved in an accident while driving a JHCS vehicle, call your supervisor or coordinator immediately and provide details of the accident. JHCS will contact its insurance carrier.

JHCS will not be responsible for any damage to your personal vehicle if you are involved in an accident, even while on JHCS business. JHCS will not be held liable for any traffic violation fees or accident fees incurred by an associate when driving associate’s own vehicle or client’s vehicle. Each associate is expected to maintain the required insurance amount to be an approved driver.  The policy declaration page is requested to assure minimum insurance limits are on each policy.

Negligence in the care and use of any JHCS vehicle and/or unauthorized or personal use of an JHCS vehicle may subject the employee to disciplinary action, up to and including termination

Employee Identification and Security

Name badges are used for security reasons and to enable our clients and the public to identify JHCS employees. All employees are required to wear name badges with photo at all times. If you lose your ID badge, notify your supervisor or coordinator as soon as possible for a replacement.  Upon termination, you must return any employee ID to Human Resource during your exit interview.

Safety and Accident Prevention

Safety at work is everyone’s concern. To reduce the possibility of accidents to employees and clients, JHCS tries to provide safe working conditions and equipment for all employees and to promote safety consciousness. Do your best to work in a safe and sensible manner. If you encounter unsafe working conditions or practices, notify your supervisor, coordinator or Human Resource  immediately.  Examples include: a. wet or slippery floor, b. Equipment left in halls or in walkways, c. Exposed wiring, d. Careless handling of equipment, e. Defective equipment.

 

A.  General Safety Guidelines

  1. Learn posted fire rules, the location of fire alarm boxes, and fire extinguishers
  2. Do not operate electrical equipment with wet hands.
  3. For the safety of our employees and clients, no headsets, or devices that would impair hearing will be worn while working. 
  4. Use proper body mechanics when performing your job tasks.  Know your limits and get help, as sometimes help may  be required in the care of certain clients.
  5. Clean spills immediately.
  6. Horseplay and practical jokes are strictly prohibited.
  7. Use proper infection control procedures. 

B.  Department Safety Guidelines When Caring for Clients

  1. Before transferring a client:  THINK, PREPARE AND COMMUNICATE. Think: Every situation can be different, even with the same client on the same day.
  2. Prepare: Make sure the bed, wheelchair or other equipment is positioned correctly with the brakes in their proper position
  3. Communicate: Inform the client  what you are going to do – step by step.
  4. Review the client’s plan of care. Know the client’s physical/mental abilities and the extent he/she can assist     with the transfer. Use a mechanical lifting device when indicated.  When in doubt – GET HELP!
  5. Get close to the person or object you are transferring instead of reaching
  6. Transfer with your legs and arms, not with your BACK!
  7. Transfer smoothly, avoiding jerky motions or twisting.
  8. Return bed cranks to a safe position when not in use; make sure drawers and cabinet doors are not left open

Reporting Work Related Injuries

All on-the-job injuries must be reported timely.  When an employee is injured on the job, that injury becomes a potential recordable claim, which requires filing with our insurance carrier and the state.  Claims can be extremely costly. Fraudulent claims (injury claims that did not occur at work) are not taken lightly, and employees can be prosecuted where claims are found to be untrue.  JHCS investigates every claim thoroughly, interviews witnesses, and takes statements to establish the validity of each claim.  Neither JHCS nor our insurance carrier will be liable for the payment of workers compensation benefits for injuries that DO NOT occur during JHCS employment, or during your voluntary participation in any off-duty activity, social or athletic activity or other employment with another company. 

Employees must report all work-related injuries immediately, no matter how small, to their supervisor.  Failure to report such injuries could delay the acceptance of a claim. To ensure that a claim is processed timely the employee needs to:

  1. Complete the employee accident report and return it immediately to your supervisor.
  2. Complete the employees claim form (Department of Workers Compensation), keep the green copy and return the rest immediately to your supervisor.
  3. Your supervisor will accompany you to a JHCS nurse for assessment of your injury and determination of need for medical treatment at the urgent care.  If there is need for medical treatment, you will be required to return from the doctors with a work status report, and to see your supervisor before renewing work activities.

It is the policy of JHCS to provide modified work to the injured worker if at all possible.  In an attempt to accommodate, JHCS may request a shift/schedule accommodation for the employee.  If there is no work available in the department that meets the restrictions, then JHCS may temporarily change the employee’s department and job to meet the workers compensation requirement.  Injured employees who have been released to return to work by the treating doctor, but refuse to work, will not be paid the workers comp benefit for lost time.  Injured employees who need additional treatment or follow-up visits by a doctor must do this before or after their work schedule, not during their scheduled work time.

Associates who violate safety procedures may be subject to disciplinary action, up to and including termination.

Inclement Weather Policy

JHCS realizes that severe weather conditions may occur and make it difficult for you to report to work. You are expected, however, to report to work at your regularly scheduled time. If you are unable to report to work or if you anticipate that you will be late, notify your supervisor or coordinator in advance.

Parking

Parking facilities may be provided in a designated employee parking lot at a senior housing community or at a client’s residence. JHCS assumes no responsibility for damage to vehicles or theft of articles from vehicles parked in employee

parking lots or on the street or client’s premises.  If there are specific areas at a senior housing location designated for family or clients please regard these areas as reserved.  Do not park in red, yellow or handicapped spaces (unless authorized to do so). Employees parking in undesignated parking areas will be cited and may be towed at their expense.

Meetings

Periodic staff meetings may occur throughout the year and some may be mandatory while others are considered voluntary. At these meetings, we encourage you to make suggestions, discuss problems and any other topics that may need attention in a constructive and professional manner. Only supervisors, coordinators and Human Resources may schedule meetings. Management will do their best to provide sufficient notice of meeting times and dates.

Bulletin Boards

Company notices of activities or special events, changes in policies or procedures, responses to employee questions and other topics of interest are posted by JHCS office on a designated bulletin board. The bulletin board is maintained for your benefit. Check it frequently to keep yourself informed about important events and JHCS business that affects you.  Employees are not able to place information on this board unless approved by the Human Resources department.

Employee Recognition Programs and Sharing Work/Life Events at JHCS

JHCS associates are encouraged to hold work/life events during non-work hours and outside of JHCS to prevent misunderstandings that sometime prevail. Definitions a work/life event could be a baby or wedding shower, birthday, or engagement party. While JHCS is known for their commitment to our clients JHCS also recognizes the commitment our associates have to each other, and the reward of celebrating a work/life event of one of our associates on a JHCS campus. Camaraderie and team building are important aspects of the work environment and sharing a work/life experience builds strong associate and team feelings. These types of celebrations can be held at a JHCS campus providing the following guidelines are exercised:

  • Celebrating a work/life event must be approved by your supervisor, or coordinator.
  • Setup for the event must be completed by those arranging the event.  Neither housekeeping nor maintenance at a facility can be involved or called to assist in the setup. Staff may request to borrow tables/chairs, but it is up to the person arranging the celebration to pick up and return borrowed equipment.
  • Voluntary attendance: Staff attending the work/life event is welcome to stay over their shift or come in on their own time. Whether the employee makes a voluntary decision to stay over their shift or come voluntarily on their day off to attend the function, the time spent at the function is considered unpaid. Staff attending will not incur additional pay or non-approved regular hours spent attending this event. 
  • Due to our policy on not being able to accept gifts/gratuities from our clients/family/guests,  clients/family/guests may not be invited to attend these department work/life event functions. This way we are keeping within our policy and are not placing our client/family/guests or staff in a compromising situation.

Employee Relations

Open Door Policy and Grievance Procedure

As stated previously in this handbook, all complaints of harassment are to be reported immediately to Human Resources. The purpose of JHCS’s Open-Door Policy is to resolve other problems and grievances so that constructive working relationships can be maintained. If you have a question about interpretation or application of JHCS policies and procedures; disagree with a co-worker, supervisor, client or third party; feel that you have been treated unfairly or have any problem that has not been resolved to your satisfaction, you may use the Open-Door Policy to resolve your problem without fear of reprisal.  Keep in mind that use of our Open-Door Policy is not a protection plan for an employee, if a warranted corrective action is justified.  Before proceeding formally, the employee must obtain the grievance forms and seek counsel from HR explain the paperwork. JHCS requires that you take your concerns first to your supervisor by following these steps:

  1. YOUR IMMEDIATE SUPERVISOR – Within three (3) business days of the occurrence notify your immediate supervisor. Your supervisor or coordinator will investigate and provide a written solution or explanation to you within three (3) business days unless additional time is needed under the circumstances. If the problem is not resolved to your satisfaction within three (3) business days, proceed to Step 2. If your immediate supervisor is the problem and you’ve spoken to your supervisor first and feel the problem is not resolved, then proceed to Step 2.
  2. Human Resource (Business Office Coordinator) – If your supervisor’s or coordinator’s response does not resolve the situation, refer your problem in writing to the Human Resources within three (3) business days after your supervisor’s or coordinator’s response. Human Resources should respond to your written complaint within three (3) business days of receipt unless additional time is needed under the circumstances. If Human Resource’s  response does not satisfy your complaint, proceed to Step 3.
  3. Director of Home Care – If the problem is not resolved to your satisfaction, refer your problem, in writing, to the Director of Home Care within three (3) business days after Human Resource’s response. After investigation and careful consideration, the Director will respond to your written complaint within three (3) business days unless additional time is needed under the circumstances. If the response does not satisfy your complaint, proceed to Step 4.
  4. President/CEO of Seacrest Village – If you are dissatisfied with the response provided by the Director of Home Care, appeal the decision in writing, to the President/CEO.  You must do this within three (3) business days after receiving the response from the Director of Home Care. After careful consideration of all facts, but within three (3) business days, the President/CEO will render a final decision to you in writing. The decision of the CEO/President will be conclusive.

If you choose to use the Open-Door Policy to resolve a problem, you must follow each level of review. If a solution is not reached, present the unresolved issue to the next level of review within three (3) business days. If you do not take this action, it will be assumed that you feel the problem has been resolved, and management will take no further action.  Documentation will be filed.  JHCS values your input and you should feel free to raise issues of concern, without the fear of retaliation.

Performance Improvement Plan/Coaching

JHCS must retain the ability to discipline employees where it determines that such action is warranted by the circumstances.   Although all employment relationships are terminable at-will, at any time, either at the employee’s  or company’s option, JHCS may exercise its discretion to administer a system of progressive discipline in cases where it deems it appropriate to do so.  That system may include various forms of discipline, such as a verbal counseling, one or more written counseling’s and termination.  However, progressive discipline is not mandatory or binding.  JHCS reserves the right, in its discretion, to deviate from any formal system of discipline.

BENEFITS

Health and Welfare Benefits

In addition to excellent working conditions and competitive wages, JHCS may offer a variety of benefits programs as part of your total compensation package for FT Management/Key Staff and FT Home Care Associates.This portion of the handbook will provide you with an overview of our benefits programs. Complete descriptions  are contained in each groups respective summary plan descriptions, which are available once you are eligible to participate. The Plan documents will govern in all cases and constitute the only full statement of the benefits provided and applicable restrictions.

Eligibility

Benefits become effective the first of the month following 91 days of a successful orientation period. To enroll in these plans, you must properly complete and return the benefit enrollment forms to Human Resources.  If you do not enroll in the benefit plans prior to the end of the 91 day orientation, you may not enroll in these plans until the next annual open enrollment period.  If for any reason an eligible employee’s orientation period is extended, the employee becomes ineligible to enroll until the extended orientation period is complete.  Per Diem employees are not eligible for employer provided benefits.  If a Per Diem employee’s classification changes to full time and the employee has successfully completed his/her orientation period, then the waiting period is 30 days, and the benefits become available on the 1st of the following month.

Group Medical & Dental

Seacrest at Home offers a group medical and dental plan for full-time employees at this time. For more information review our summary plan description for benefits.

Premiums

JHCS may pay some of the insurance premiums for eligible employees. Dependent coverage is available at the full expense of the employee.  The employee must pay any difference through a payroll deduction. A deduction is taken every paycheck.  You are responsible for reviewing your paycheck to determine that the payroll deduction is occurring and is accurate. If you have been enrolled in a plan and have not been paying the required premium, JHCS may recover the amounts not paid through payroll deduction.

JHCS reserves the right to amend or terminate any of the benefit programs or to require or increase employee premium contributions toward any benefit with or without advance notice and at its sole discretion.

The benefits offered to JHCS employees are not available to those employees who are a part of a collective bargaining unit for which benefits have been the subject of good faith negotiation, unless JHCS and the collective bargaining unit representative for that unit, through the process of good faith bargaining, agree in writing for coverage.

For complete information regarding any of our benefit programs, please consult the actual plan documents or contact your Human Resource department.

Annual Open Enrollment

Every year, in the fall, employees receiving benefits have the opportunity to enroll, change, add, delete or cancel benefits.  The only other time benefits may be chosen or cancelled, out of the open enrollment period or upon hire, is for a qualifying life change event, such as birth, marriage, divorce, or a work status change, i.e., Per Diem to full-time.

State Disability Insurance Plan

Each employee contributes to the state of California to provide disability insurance pursuant to the CA unemployment insurance code.  Contributions are made through payroll deductions.  Disability insurance is payable when you cannot work because of illness or injury not caused by employment at JHCS or when you are temporarily entitled to workers comp at a rate less than the daily disability benefit amount.  Specific rules and regulations governing disability are available from Human Resources. 

Unemployment Insurance compensation

JHCS is responsible for paying legitimate unemployment claims.  It is the policy of JHCS to contest each unemployment benefit claim.

Social Security Insurance

Social Security and Medicare are important parts of every employee’s retirement benefit.  JHCS matches your contribution to Social Security and Medicare account.

Workers Compensation Insurance

JHCS, in accordance with California law, provides insurance coverage for employees in the event of work-related injury or illness.  If an employee incurs a work-related injury, the employee may receive workers comp benefits to make up for actual lost work time.  Medical bills and death benefits are paid in accordance with CA statutes.

GROUP AND VOLUNTARY BENEFITS

Specific group and voluntary benefits i.e., group life, voluntary retirement savings, vision, cancer/medical bridge, short term disability are not available at this time.

     Direct Deposit

All employees may choose to have all or part of their paycheck deposited directly in a bank or credit union. You may sign up by completing the direct deposit enrollment form. It may take up to two (2) pay periods for this to take effect, until then you need to pick up your paycheck.

     Seminar and Tuition Reimbursement

While JHCS does not have a formal program at this time, the company may  pay for seminars and conferences pertinent to your job or position.  This is at the discretion of your supervisor and the supervisor needs to pre-approve these expenses in order for you to obtain reimbursement.

NOTE:  BENEFIT PROGRAMS ARE SUBJECT TO CHANGE AT ANYTIME, WITH OR WITHOUT WARNING.  JHCS WILL ALWAYS ATTEMPT TO COMMUNICATE THESE CHANGES AS EARLY AS POSSIBLE.

Time-off Benefits

JHCS realizes the importance of vacation, sick leave, holidays and/or time for rest, recreation, illnesses and other personal reasons.

Vacation Benefit – JHCS has established a vacation plan for the benefit of its eligible employees.  The vacation plan is designed to provide eligible employees who have completed six months of continuous service a period of rest and relaxation away from work without loss of pay or benefits.  

Employees who are classified as a regular full time earn vacation benefits and are eligible to use earned vacation time benefits after they have completed six (6) months of employment. Vacation does not begin accruing until after six (6) months of continuous employment.

FT  non-exempt (hourly paid) active employees earn the following:

  • 1 year = 40 hours (5 days) a year, 2 or more years = 80 hours (10 days) a year.

FT/Exempt Management and Key Staff Employees earn the following:

  • 1 year = 40 hours (5 days) a year, 2-5 years = 80 hours (10 days) a year, 6 years on = 120 hours, or (15 days) a year.
  • Earned Vacation hours roll over from year to year if not used.  However, vacation hours may accumulate to a maximum of 160 hours.  After reaching this amount, vacation hours stop accruing.  Once vacation hours dip below the cap, vacation hours begin accruing again. 
  • An employee whose employment terminates will be paid accrued and earned vacation hours on their final paycheck.
  • Vacation requests must be submitted in writing to your supervisor at least thirty (30) days prior to the requested time off. Use of vacation/sick request forms is required.  If less than thirty (30) days’ notice is provided approval is at the discretion of the supervisor in that department. Every effort will be made to grant the employee’s request for vacation, however, vacations may be denied based on staffing needs.

Applying Approved Vacation to Regular Hours, OT/DT

  • Applying vacation or sick allows the employees to be “whole” on their paycheck, when he/she misses regular scheduled time from work during the week.
  • Approved vacation or sick time will not be utilized even though approved when the employee’s weekly hours exceed 40 or the biweekly recorded time extends beyond 80 regular hours in that pay period or into OT or DT (based on current wage order the employee falls under).
  • Exception: When the supervisor  calls the employee to come in, either on his/her approved day off or another day in the same pay week, the approved vacation or sick will be allowed.
  • The supervisor is the only person who can approve this exception. In other words, the additional pay cannot be created between two employees who decide on their own to make this situation happen.
  • The supervisor is responsible for notifying payroll when he/she has approved the exception.

Vacation Pay Out In-Lieu of Taking Time Off

JHCS recognizes employees work hard and need time away from work to relax and have fun.  It is for this reason we do not allow vacation payout in lieu of taking time off.

Vacation Pay in Advance of Approved Vacation Time

Vacation pay will occur only on the paycheck during which the vacation takes place.

Sick Benefit

The purpose of sick benefits is to provide employees, who are scheduled for a shift/shifts, with a source of income during, 1) the period of time they are unable to work due to illness or accident or 2) for wellness prevention; time off to go to a doctor or dentist appointment. A planned doctor or dentist appointment requires 30 days’ notice, or can be approved at the discretion of the department coordinator. This time off, utilizing the sick benefit, will not count towards the attendance policy. If the employee is scheduled to work and wishes to miss a portion of the shift for this appointment, it will be to the discretion of the coordinator to grant this request so long as it is determined that the absence does not disrupt or endanger client  care. Unplanned absences for a doctor or dentist appointment places undue stress on a department and an added work load to that specific shift.  Sick leave benefits are not intended for “personal” absences except as required by the California Labor Code Section 233.  Employers are required to allow their employees to use sick leave for their own or a family member’s medical need, or purposes related to domestic violence, sexual assault or stalking suffered by the employee. Family members covered include children, parents, spouse or registered domestic partner, grandparents, grandchildren, and siblings.

JHCS uses the “lump-sum” method, giving each employee 24 hours (three days) of sick leave upon hire and at the beginning of each year thereafter. In this lump sum situation, an employee will not be able to carry over unused sick days, but will get a full 24 hours at the beginning of the following year. Employees may utilize this benefit after the 91-day probationary period has been met.  JHCS does not provide pay in lieu of sick leave and does not pay out sick leave at termination.

If you are absent longer than 3 days due to illness, you must present a doctor’s note stating you are able to return to work.  Absences longer than 5 or more days require medical evidence of your illness and/or medical certification of your fitness to return to work before sick pay will be given.

Floating Holidays

All regular full-time employees will receive holiday pay based on their floating holiday selections.  Full time employees are eligible to receive six (6) paid floating holidays (not to exceed 8 hours) per calendar year, at your normal rate of pay.  Employees who have completed their orientation period will be eligible for this benefit.  Annual floating holiday selections are based on a rotation schedule between the office management team and the FT guaranteed employees of not less than 30 days before the holiday occurs. Employees hired during the year will have their holiday prorated according to when the orientation period is completed.   The following table is used based on the completion of the orientation period:

– January and February = 6 holidays                                                                          – July and August = 3 holidays

– March and April = 5 holidays                                                                                     – September and October = 2 holidays

– May and June = 4 holidays                                                                                         – November and December = 1 holidays

Eligible employees will utilize the list below to choose their six (6) floating holidays:  New Year’s Eve, New Year’s Day, Martin Luther King, Passover, Good Friday, Easter, Cinco De Mayo, Memorial Day, Shavuot, Columbus Day, Independence Day, Labor Day, Rosh Hashanah, Yom Kippur, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day, and one Floating Holiday.

An employee, who comes to work on a selected holiday and then goes home sick, will be paid holiday pay equal to the regular hours worked on that chosen holiday. Sick time cannot be used to make up holiday hours unpaid due to illness.

JHCS hopes that eligible employees will be granted their holiday selection.  However, JHCS operates every day of the year, and sometimes employees may be required to work on their chosen holiday because of a business necessity. That employee will be able to choose another holiday as approved by their supervisor. Every effort will be made to grant holiday assignments on an equitable basis and to take the employees expressed preferences into consideration.  If an employee works a scheduled holiday the employee will be paid for actual hours worked and holiday pay (not to exceed 8 hours).

In order to be eligible for floating holiday benefits, an employee must work the last scheduled workday before and the first scheduled workday after the holiday, unless a planned absence on either day is approved in advance by your supervisor.  An employee who is scheduled to work, or volunteers to work on the holiday and calls in absent, will not only lose holiday pay, but will be subject to disciplinary action, including termination. 

Regular FT employees who choose their holiday but work their holiday will receive regular straight time pay for actual hours worked, in addition to holiday pay for actual hours worked (not to exceed 8 hours). Floating holidays can be changed once they are selected with supervisor approval to address a business necessity. Part time and per diem employees who work one of the following six holidays; New Year’s day, Easter, Memorial day, Independence day, Labor Day, Thanksgiving, Christmas Eve and Christmas will receive straight time pay for actual hours worked and additional holiday pay equal to actual hours worked (not to exceed 8 hours).

Reimbursements

As a matter of policy, JHCS does not provide for reimbursements without prior, written approval from management, except as follows:

Cell Phone Reimbursement:  If a Seacrest at Home associate is required to use their personal cell phone to perform their job duties, the associate is entitled to be reimbursed for a reasonable percentage/amount of their cell phone bill.  *** Effective 8/16/2019, if a Seacrest at Home associate chooses not to itemize cell phone call percentages, a flat $2.00 reimbursement will be included in each associate’s paycheck every 2 pay cycles.

Reimbursement Process:

  1. The associate must submit their cell phone bill along with the Seacrest at Home cell phone reimbursement form (attached to this process) and indicate the percentage that was used for Seacrest at Home business related purposes. Reimbursement is based on a reasonable percentage. 
  2. Each associate must maintain their own cell phone bills and add notations on the bills as to which calls are Seacrest at Home related and calculate the percent of usage that is company business related.   
  3. Additional reimbursement forms are located in the scheduling office in the forms area.
  4. When the standardized cell phone arrangement is first established, the percent that constitutes usage for Seacrest at Home should be the associate’s best estimate. For subsequent filings for cell phone reimbursement, a new form is needed at the start of each quarter or anytime there is significant change in use between Seacrest at Home business and the associate’s personal usage.
  5. Each associate is responsible for any IRS assessments to Seacrest at Home due to failure to maintain satisfactory cell phone records showing phone charges paid by them and calculations of Seacrest at Home’s business versus private use. Each associate authorizes Seacrest at Home to deduct any such IRS fees/assessments from their paycheck.  Records need to be retained for 5 years.
  6. Seacrest at Home reserves the right to require at any time that the associate’s cell phone records be delivered to Seacrest at Home’s office for audit, if Seacrest at Home is paying a percentage of the phone bill.
  7. Calculation of usage for Seacrest at Home versus personal use is based on total minutes of the Company business use divided by the total minutes of use on an average quarterly basis.
  8. Cell phone reimbursements will be made through payroll. Reimbursement will be a separate line item as a documented employee reimbursement.

Supporting documentation is subject to the public records act.  However, personal phone call numbers and home address can be redacted.   If redaction is desired, the employee needs to redact the personal phone call numbers, but not the personal call minutes, when submitting invoices to Seacrest at Home for documentation.              

Mileage:  Seacrest at Home makes mileage reimbursements ONLY when an associate is required to drive from one client’s residential address to another client’s residential address, with four (4) hours or less in between scheduled shifts, when an associate is required to drive someplace other than a regular worksite, at the request of Management/Coordinator, or any other pre-authorized reason set forth by Management/Coordinator. Mileage sheets are available in the SAH offices and must be completed and submitted on or prior to the Monday of payroll week. No more than 60 days of mileage reimbursement will be applied retroactively if an associate neglects to submit completed mileage timesheet in a timely manner. ***Effective 3/10/2019, Seacrest at Home reimburses associates at the IRS guideline of $0.58 per mile.

Leaves of Absence

JHCS provides leaves of absence for medical reasons, personal reasons, funerals, jury duty and military service. Each leave, along with pay provisions and reinstatement rights, is described below.

Family and Medical Leave Act Leave of Absence 

When Seacrest at Home has 50 or more employees:  JHCS will grant an unpaid leave of absence for a period of up to twelve (12) weeks in a twelve (12) month period (or longer if required by applicable state or local law) in accordance with the Family and Medical Leave Act (FMLA). JHCS utilizes a “rolling” method to determine the twelve (12) month period, meaning each time an employee takes family or medical leave, the remaining leave entitlement will consist of any balance of the twelve (12) weeks which has not been used during the immediately preceding twelve (12) months.

A FMLA leave may be granted to eligible employees for the following reasons:

  • The birth and care of a newborn child, adoption or placement of a child in your home for foster care (eligibility for taking leave expires twelve (12) months after the child’s birth, adoption or placement in your home)
  • The need to care for your spouse, child or parent with a serious health condition; or
  • An employee’s own serious health condition.

               Eligibility and Provisions for FMLA Leave – To be eligible for FMLA leave, an employee must have completed at least twelve (12) months of service with JHCS and worked a minimum of 1,250 hours in the twelve (12)-month period preceding the leave. Additionally, an employee must work at a JHCS location that employs at least fifty (50) employees at the location or within seventy-five (75) miles of that location.  If the leave is planned in advance, you must provide JHCS with at least thirty (30) days written notice prior to the anticipated leave date. If the leave is unexpected, you must notify your supervisor or coordinator and provide written notice as far in advance of the anticipated leave date as practical. Normally, this should be within two (2) business days of your knowledge of the need for the leave. Your coordinator will refer you to the Human Resources department at which time you should request the FMLA application forms.

  • FMLA leaves are unpaid. However, JHCS requires that you use your sick and vacation time for the unpaid leave portion (where disability doesn’t provide).
  • When evaluating leave requests to care for a covered family member under FMLA, JHCS requires you to provide advance medical certification from the family member’s healthcare provider, attesting to the nature of the serious health condition, probable length of time that treatment will be required, and the reason you are required to care for this family member. Additional healthcare provider statements may be requested by JHCS at reasonable intervals.
  • Leave taken to care for a child after birth, adoption or placement in your home for foster care may be taken intermittently or on a reduced work schedule only with the approval of JHCS.
  • Leave taken for your own serious health condition or to care for your spouse, child, or parent, may be taken intermittently or on a reduced work schedule if medically necessary. In such instances, JHCS will follow applicable federal and state laws in reviewing and approving such leave requests.
  • While you are on FMLA leave, JHCS may require you to provide periodic medical reports regarding your status and intent to return to work. You may also be required to submit to medical examinations by a healthcare provider designated by JHCS, at its discretion and expense, at the beginning, during or at the end of your leave period.
  • Before you can return from an FMLA leave taken for your own serious health condition, you will be required to present JHCS with a Healthcare Provider’s Work Release Form, indicating that you are capable of returning to work and performing the essential functions of your position, with or without reasonable accommodation. JHCS may require a second opinion. JHCS may utilize its own doctor and will pay for a second opinion before an employee, out for their own serious health condition, can return to work.
  • Working, whether at JHCS or for another employer, while on FMLA leave is not permissible unless approved in advance by your supervisor or coordinator.

               Status of Benefits on FMLA Leave

Time Off Benefits. If you are on unpaid FMLA leave, time-off benefits (vacation and sick leave) will not accumulate until you return to active work. You will not be eligible for holiday pay while on leave.

Benefits. JHCS will maintain your benefit coverage, as applicable to you under the group plans, for the twelve (12)-week period of the leave. However, you are responsible for paying your portion of the applicable employee insurance premiums as though you continued in active employment. Failure to pay premium contributions in a timely manner to the Human Resources Department may result in cancellation of your benefit coverage. The employee premiums must be made before the fifteenth day of the month preceding the month for which coverage is to be effective. If your leave is extended beyond twelve (12) weeks, your benefits will terminate, and you may elect COBRA coverage, where applicable.

Years of Service. The twelve (12)-week FMLA leave will not affect an employee’s years of service.

Performance Review, bonus and wage adjustment. If a review, bonus or wage adjustment falls during the time you are on leave, consideration of the event will be completed after 30 days of your return to active status.  Any wage adjustments that come with that review will be given at that time and will be pro-rated back to your active return-to-work status date, not your actual anniversary date.  Your active status with JHCS ceased at the time your leave began. 

               Reinstatement Rights after FMLA Leave – Eligible employees who return from a FMLA leave may be reinstated to their former position or an equivalent position with equivalent benefits, pay and other terms and conditions of employment. Exceptions to this provision may apply if business circumstances have changed (for example, if the employee’s position is no longer available due to job elimination). Exceptions may also apply for certain key employees under certain conditions. If you are a key employee, you will be notified of such status before you take any leave. In addition, employees on a leave extension (that is, leaves in excess of twelve (12) weeks) will not be guaranteed reinstatement. Employees who fail to return to work on the established date will be deemed to have voluntarily resigned their employment at JHCS.

Personal Medical Leave of Absence (“PMLA”- not regulated – our policy only)

A Personal Medical Leave of Absence (“PMLA”) is an unpaid leave of absence for a period of up to twelve (12) weeks in a twelve (12)-month period (or longer if required by applicable state or local law) for non-work related temporary medical disabilities (other than pregnancy, childbirth and related medical conditions). The difference between the FMLA and the PMLA is important; FMLA guarantees your position for twelve (12) weeks and the PMLA does not.  An employee may request a PMLA if he/she:

  • has completed three (3) consecutive months, but less than twelve (12) months of service;
  • has not worked a minimum of 1,250 hours during the preceding twelve (12)-month period;
  • works at a JHCS community that employs fewer than fifty (50) people at or within seventy-five (75) miles of the location; or
  • has a medical condition that does not qualify under FMLA.

A rolling method is used to determine the twelve (12)-month period as described in the section on FMLA leave.

               Provisions for PMLA –

  • Notify your supervisor or coordinator of the need for PMLA within the time periods and otherwise as described in the section on FMLA leave. Your supervisor will refer you to the Human Resources department for the PMLA application forms. You are required to complete and return the forms to Human Resources for approval.
  • PMLA is unpaid.  Sick and vacation leave must be substituted for unpaid leave for your own serious health condition.
  • The requirements for medical certification, periodic medical reports, medical examinations and Healthcare Provider’s Work Release Form, as described in the section on FMLA leave, are applicable to PMLA. Where required, JHCS will consider making reasonable accommodation for any disability you may have in accordance with applicable federal and state laws.
  • Intermittent leave or leave on a reduced work schedule is not available while on PMLA.
  • Working, whether at JHCS or for another employer, while on PMLA is not permissible unless approved in advance by your supervisor or coordinator.

               Status of Benefits On PMLA

  • Time Off Benefits. If you are taking an unpaid PMLA, time off benefits (vacation and sick leave) will not accumulate until you return to active work. You will not be eligible for holiday pay while on leave.
  • Medical, Dental, Life and Disability Coverage. If you are enrolled in a benefit that requires a premium contribution and, if you wish to continue coverage, you must pay the premium contributions as stated in the section on FMLA leave. Medical, dental, life and disability coverage, applicable to you, will continue for four (4) weeks, unless you are on leave due to your own serious health condition. In that case, coverage will continue for up to twelve (12) weeks, provided you make any required employee premium contributions in a timely manner. If you lose coverage after four (4) weeks or if your leave is extended beyond twelve (12) weeks due to your serious health condition, you may elect COBRA coverage, where applicable.
  • Years of Service. JHCS will adjust an employee’s years of service equal to PMLA taken.
  • Performance Review, bonus and wage adjustment. If a review, bonus or wage adjustment falls during the time you are on leave, consideration of the event will be completed after 30 days of your return to active status.  Any wage adjustments that come with that review will be given at that time and will be pro-rated back to your active return to work status date, not your actual anniversary date.  Your active status with JHCS ceased at the time your leave began.

               Reinstatement Rights after PMLA Unless applicable state or local law requires otherwise, reinstatement will not be guaranteed to any employee requesting PMLA. However, JHCS will attempt to place employees returning from leave in their former position or a position comparable in status and pay, subject to budgetary restrictions and temporary replacements. Employees who fail to return to work on the established date will be deemed to have voluntarily resigned their employment at JHCS.

Pregnancy Disability Leave of Absence (“PDL” – regardless the number of employees)

The actual time designated as disability related to pregnancy is determined by the employee’s health care provider. The maximum amount of time available is four months, or 17 1/3 weeks for each pregnancy and is not an annual limit. Note: if an employee is disabled longer than four months, the employee may be entitled to additional leave as a reasonable accommodation for pregnancy-related or other disability. PDL can be used for any time the eligible employee is disabled by pregnancy, childbirth or a related medical condition. Four months means the number of days an employee would normally work within four calendar months:

  • For a full-time employee who works five, eight-hour days per week, four months means 693 hours of leave.
  • For a part-time employee who works 20 hours per week, four months means 346.5 hours.
  • For an employee who normally works 48 hours per week, four months means 832 hours of leave.

An employee who is “disabled by pregnancy”, which includes but is not limited to, time when the employee suffers from severe morning sickness or needs time off for: Pre/postnatal care, bed rest, gestational diabetes, pregnancy induced hypertension, preeclampsia, postpartum depression, childbirth, loss or end of pregnancy, and recovery from childbirth, is entitled to PDL.

PDL is not designed for “baby bonding time” but to provide time off when the employee’s physician states that the employee is disabled by the employee’s pregnancy, childbirth and recovery, or any related medical condition. After the employee is no longer disabled, PDL does not cover time simply to stay at home with the baby.

All female employees should advise Human Resources of their intent to take a pregnancy disability leave as soon as possible.  The individual should make an appointment with Human Resources for an explanation the following:

        Provisions of PDL:

  • Emergency pregnancy leave; employees who need to take emergency pregnancy disability leave due to complications of the pregnancy must provide at least verbal notice.  Verbal notice should include the anticipated timing and duration of leave.  If a temporary transfer is requested by the employee, the employee must provide certification from the doctor showing the need for the change.
  • Non-emergency pregnancy leave; when employees are preparing for the birth of their child and the need for the leave is foreseeable, employees need to provide at least 30 days advance notice to JHCS before the pregnancy disability leave is to begin.  Employees must consult with Human Resources regarding scheduling of any planned medical treatment so as to minimize disruption to the operations of JHCS.  Any such scheduling is subject to the approval of the healthcare provider of the employee.  If 30 days’ notice is not possible, notice must be given as soon as practical.
  • If requested by the employee and recommended by the employee’s physician, the employee work assignment may be changed as required to protect the health and safety of the employee and her child.
  • Requests for transfers of job duties will be reasonably accommodated if the job and security rights of others are not breached. Temporary transfers due to health considerations will be granted where possible.
  • Pregnancy leave usually begins when ordered by employee’s physician. The employee must provide the company with a certification from a health care provider.  The certification indicating disability should contain: 1) the date on which the employee became disabled due to pregnancy, 2) the probable duration of the period(s) of disability and, 3) a statement that, due to the disability, the employee is unable to perform one or more of the essential functions of her position without undue risk to her, the successful completion of her pregnancy or to other person.
  • PDL and FMLA run concurrently (at the same time). After an employee is released from her PDL, she may qualify for bonding time with her child, by utilizing the CFRA (CA Family Rights Act).  Please see Human Resources for details.
  • Leave returns will be allowed only when the employee’s physician sends a release.
  • An employee will be required to use earned sick and vacation time during a pregnancy disability leave to cover the time before state disability begins and subsequently ends.

               Status of Benefits On PDL

•             Time Off Benefits. If you are taking a PDL, time off benefits (vacation and sick leave) will not accumulate until you return to active work. You will not be eligible for holiday pay while on leave.

•             Medical, Dental, and Life. If you are enrolled in a benefit that requires a premium contribution and, if you wish to continue coverage, you must pay the premium contributions as stated in the section on FMLA leave. Medical, dental, and life coverage, applicable to you, will continue for twelve weeks, provided you make any required employee premium contributions in a timely manner. If you lose coverage after twelve (12), you may elect COBRA coverage, where applicable.

•             Years of Service – PDL/FMLA or CFRA will not affect an employee’s years of service.

      Performance Review, bonus and wage adjustment. If a review, bonus or wage adjustment falls during the time you are on leave, consideration of the event will be completed after 30 days of your return to active status.  Any wage adjustments that come with that review will be given at that time and will be pro-rated back to your active return to work status date, not your actual anniversary date.  Your active status with JHCS ceased at the time your leave began.

Reinstatement Rights after PDL/FMLA Leave – Eligible employees who return from a PDL, PDL/FMLA/CFRA leave need to clarify the leave status with Human Resources, who will assist in determining your reinstatement rights according to applicable laws. Exceptions to this provision may apply if business circumstances have changed (for example, if the employee’s position is no longer available due to job elimination). Exceptions may also apply for certain key employees under certain conditions. If you are a key employee, you will be notified of such status before you take any leave.  Employees who fail to return to work on the established date and who have not been granted an extension will be deemed to have voluntarily resigned their employment at JHCS. California pregnancy disability laws govern leaves taken because of pregnancy, childbirth and related medical conditions.

Other Leaves

                Personal Leave (not regulated – our policy)Employees, who have completed twelve (12) consecutive months of continuous service and have not used any other type of approved leave, may be eligible for a personal leave of absence.  A personal leave of absence should be limited to unusual circumstances requiring an absence of longer than two weeks. 

 

Approved personal absences of shorter duration are not normally treated as leaves, but rather as excused absences without pay.  An eligible employee may take up to four (4) weeks. Requests for a personal leave may or may not be approved at JHCS’s discretion and may not be taken more than once a year from the date the last request was made and may not be taken in conjunction with other approved leaves. Your supervisor will refer you to the Human Resources department for the appropriate personal leave paperwork. Considerations for approving a personal leave will depend on: 1) the reason for the leave; 2) the length of the requested leave; 3) the overall performance and dependability record of the employee; 4) the length of service; and 5) JHCS’s staffing needs.

     Status of Benefits on Personal Leave:

Time Off Benefits. If you are taking an unpaid Personal Leave, time off benefits (vacation and sick leave) will not accumulate until you return to active work. You will not be eligible for holiday pay while on leave.

Medical, Dental, Life and Disability Coverage. If you are enrolled in a benefit that requires a premium contribution and, if you wish to continue coverage, you must pay the premium contributions as stated in the section on FMLA leave. Medical, dental, life and disability coverage, applicable to you, will continue for four (4) weeks.  If you lose coverage after four (4) weeks, you may elect COBRA coverage, where applicable.

Years of Service. JHCS will adjust an employee’s years of service equal to Personal Leave taken.

  • Performance Review, bonus and wage adjustment. If a review, bonus or wage adjustment falls during the time you are on leave, consideration of the event will be completed after 30 days of your return to active status.  Any wage adjustments that come with that review will be given at that time and will be pro-rated back to your active return to work status date, not your actual anniversary date.  Your active status with JHCS ceased at the time your leave began.

             Reinstatement Rights after Personal Leave – Unless applicable state or local law requires otherwise, reinstatement will not be guaranteed to any employee requesting Personal or Personal Medial Leave of Absence. However, JHCS will attempt to place employees returning from leave in their former position or a position comparable in status and pay, subject to budgetary restrictions and temporary replacements. Employees who fail to return to work on the established date will be deemed to have voluntarily resigned their employment at JHCS.

Workers Compensation/Disability Leave

California worker’s compensation laws govern work-related injuries and illnesses.  JHCS intends to fully comply with these laws.  If an employee is off work due to a work-related injury the time will be applied and covered jointly under the FMLA/CFRA laws, unless otherwise stipulated, as unqualified under the FMLA/CFRA.

Military Leave

Employees who wish to serve in the military and take military leave should contact the Human Resources department for information about their rights before and after such leave.  You are entitled to reinstatement upon completion of military service provided you return or apply for reinstatement within the time allowed by law.

Jury Duty

JHCS realizes that jury duty is a civic responsibility and employees who have completed their orientation period may wish to serve, however, time off to serve on jury duty for non-exempt employees will be without pay.  Exempt employees interested in serving on a jury should consult immediately with their supervisor to review the regulations surrounding jury duty and an exempt classified employee. Immediately upon receiving your summons to serve, notify your supervisor or coordinator and provide a copy of the official jury summons. 

Your supervisor or coordinator will work with you to accommodate your schedule. However, you are expected to devote as much time to your job as is practical and reasonable.

If an employee receives a subpoena to appear in court, JHCS will not pay the employee for the time away from work, unless subpoenaed by JHCS or requested to appear as a witness for JHCS.

Bereavement Leave

Regular full-time employees are eligible for this leave after they have completed their 90-day orientation period successfully.  Employees who experience deaths in their immediate families will be provided periods of paid time away from work. Funeral leave benefits will be paid at the employee’s regular hourly rate, up to a maximum of eight (8) hours per benefit day.

Bereavement hours are used to cover scheduled hours of work, not to exceed 80 in the pay period. If you experience a death in your immediate family, you will be excused with pay for a maximum of three (3) workdays. If extended travel time or additional time is required, you may either use vacation time or request a personal leave of absence, without pay, to cover the lost time. For purposes of this policy, immediate family includes father, mother, father-in-law, mother-in-law, brother, sister, spouse, grandparents, child and grandchildren.

Time off for Voting

In the event that an employee does not have sufficient time outside of working hours to vote in a statewide election , the employee may take off enough working time to enable him or her to vote.  Such time off shall be taken at the beginning or the end of the regular working shift, whichever allows for more free time, and the time taken off shall be combined with the voting time available outside of working hours. Under these circumstances an employee will be allowed a maximum of two hours on the Election Day without loss of pay.  Where possible, the employee shall give his or her supervisor at least two days’ notice that time off to vote is needed.

Volunteer Firefighter

No employee shall receive discipline for taking time off to perform emergency duty as a volunteer firefighter.  If you are participating as a volunteer firefighter, please alert your supervisor so that he or she may be aware of the fact that you may have to take time off for emergency duty.  In the event that you need to take time off for emergency duty, please alert your supervisor before doing so if possible. Please provide written documentation indicating that you are volunteering your time as a firefighter.  Time away remains unpaid.

School Activities

If an employee is the parent or guardian of a child and must attend the child’s school to discuss the child’s performance or attend their child’s school activity, the employee should alert his or her supervisor as soon as possible so that alternative arrangements may be made.  Pursuant to California Labor Code Section 230.7, no discriminatory action will be taken against the employee for taking time off for this purpose. 

Domestic Violence  

 An employee who is a victim of domestic violence is allowed time off from work to obtain a restraining order or to receive other court assistance that will help ensure their safety and/or that of their child/ren.  Although our company policy on the use of sick time doesn’t cover personal absences, the state law requires that this designated leave allow the employee to use ½ of their earned sick time for absences due to domestic violence.

Separation of Employment

Voluntary Resignations

JHCS hopes that your tenure with our company will be rewarding.  However, we understand that at certain times a change in jobs is necessary.  Resignations may be voluntary or mutually agreed upon by you and your supervisor or coordinator. Although associates have the same right as JHCS to terminate employment at will, at any time, JHCS would appreciate advance notice of your intent to resign and this request should be submitted in writing to your supervisor or coordinator.  At least two weeks and no more than thirty (30) days written notice of intent to resign is considered a professional courtesy. State the specific reason for your resignation.   This courtesy adds to your eligibility for re-hire consideration at a JHCS community.

Additionally, associates who provide their intent to resign are not exempt from following all policies and practices up to their final day.  Misconduct during this period may result in disciplinary action including immediate termination.  Circumstances may exist where JHCS may exercise its right to accept a resignation immediately and to accelerate the final date of employment.

Calling out sick after submitting a resignation letter

Employees who call out sick for scheduled workdays during their final voluntary resignation time at JHCS will not be able to utilize their sick leave benefit.  The exception to this will be in case of an emergency where the employee and/or family is hospitalized and a doctor’s note is provided.

Involuntary Termination

JHCS attempts to make every effort to avoid improper terminations.  However, all employment relationships may be terminated at will by the employee or JHCS, with or without notice or cause, and without following any formal system of discipline or warnings.  Generally, involuntary terminations must be approved by the Director of Home Care and Human Resources, who will ascertain that the situation is handled in a non-discriminatory and legal manner.

Severance Pay

JHCS does not maintain a formal policy on severance pay at this time.  It is at the sole discretion of the management company of JHCS should a consideration be made for severance pay.

Job Abandonment

If you are absent from work without notice to your supervisor or coordinator or fail to return to work after an approved leave of absence or vacation, you will be considered to have voluntarily resigned your employment.

Termination for Business Reasons and Layoffs

Deciding to reduce the employee work force, either permanently or for a substantial period of time is extremely difficult and complex. In determining workforce reductions, JHCS will take into account, among other things, operational requirements, an employee’s job classification, and years of service, job performance, attendance, disciplinary record and qualifications.

Termination When Active Work Ceases

If you are classified as a per diem employee and have not worked for two (2) consecutive pay periods (4 weeks), your employment may be terminated, unless otherwise required by law. or with the coordinator’s  approval.

Effect on Benefits

Benefits are generally discontinued as of the last day of the month following your separation date, unless otherwise specified in the respective summary plan descriptions. In this case, please refer to the appropriate benefit booklet or contact your Human Resources department for information on the benefit termination date.

Exit Interview

JHCS uses an exit interview as an opportunity to obtain information and suggestions from you that may help improve the quality of the work environment, client services, and identify areas that can be improved upon. In most cases Human Resources or a designated representative will conduct all exit interviews.  At that time, you will be advised of benefits and benefit conversion privileges to which you may be entitled. Additionally, you may settle all outstanding financial issues and provide payment for any outstanding bills. We encourage you to be candid in this interview and to ask any questions you may have about your separation from JHCS.

Return of JHCS Property

You are required to return all JHCS property in your possession, including all equipment, keys, ID badges, name tags, credit cards, building access cards, parking cards, records, notebooks, handbooks, manuals, planners, computer-generated data and discs, photocopies, photographs, letters and other similar documents that contain confidential information, whether prepared by you or by others.  If you have lost any items that were provided to you upon employment you must be prepared to replace the item(s) upon separation from the company or bring cash or check to cover the replacement cost.

Final Paycheck

Employees will receive their final paycheck in accordance with labor laws.  An employee, who resigns with less than 72 hours advance written notice, will receive their final paycheck within 72 business hours of the notice.  Employees who provide 72 hours or more advance written notice will receive their final paycheck on their last day of employment.  Employees who are involuntarily terminated will receive their final paycheck on their last day of work.  Your final paycheck will reflect regular compensation due for days/hours worked up to your effective date of termination plus accrued vacation hours.

COBRA (continuation of insurance coverage)

Federal Law requires that most employers sponsoring a group health plan offer employees and their families the opportunity for a temporary extension of health/and or dental coverage at group rates in certain circumstances where coverage under the plan would otherwise end. If you are currently in our group health, dental, or other voluntary plans you will have the opportunity to continue coverage.  This will be explained to you on your final day when you receive your final paycheck and complete the exit interview with the Human Resources department.

Former Employees

JHCS welcomes visits from former employees who left on good terms (“good terms” means the employee left voluntarily).  It is our policy that an employee, who has served employment at JHCS as an exempt or non-exempt employee, is not allowed on the premises after separation of employment, unless duly authorized by the Director of Home Care.  To be consistent with policy please, 1) call the Director of Home Care prior to coming, 2) At a facility check in at the front desk reception and a visitors badge will be waiting for you (if authorized), 3) the receptionist will call the person you are visiting (if it’s for an employee the department will be called) client 4)  wait for instruction from the receptionist before proceeding through the building. Please keep in mind that JHCS still has a business to operate.  As a courtesy to the employee  you are visiting, please verify their schedule for that day and visit when the employee is preparing for a break.

Retirement

When you are ready to retire, please notify your supervisor, coordinator and Human Resources, in writing, at least three (3) months in advance of your anticipated retirement date.