Va Reformatted Handbook For Website

HEALTH-PRO HOMECARE
EMPLOYEE HANDBOOK
Table of Contents
MISSION STATEMENT/PHILOSOPHY POLICY ............................5
Mission.................................................................................5
Our Philosophy ....................................................................5
WELCOME TO HEALTH-PRO, INC..............................................7
-SECTION 1- ..................................................................................8
THE WAY WE WORK .................................................................8
ABOUT THIS HANDBOOK ..........................................................8
EQUAL EMPLOYMENT OPPORTUNITY ......................................9
LIFE THREATENING ILLNESSES ............................................... 10
NON-HARASSMENT ............................................................... 10
SEXUAL HARASSMENT........................................................... 11
CATEGORIES OF EMPLOYMENT ............................................ 13
DRIVER’S LICENSE/DRIVING RECORD .................................... 14
CERTIFICATION, LICENSING AND OTHER REQUIREMENTS .... 15
NEW EMPLOYEE ORIENTATION ............................................. 15
IMMIGRATION REFORM AND CONTROL ACT ........................ 15
TALK TO US ............................................................................ 16
SUGGESTIONS AND IDEAS ..................................................... 16
-SECTION 2- ............................................................................... 18
YOUR PAY AND PROGRESS .................................................... 18
RECORDING YOUR TIME ................................................... 18
PAYDAY ............................................................................. 20
OVERTIME ......................................................................... 21
PAYCHECK DEDUCTIONS ................................................... 21
Created: March 1, 2014 EMPLOYEE HANDBOOK

Revision: 02 Page 1 of 62
GARNISHMENT/CHILD SUPPORT ...................................... 23
DIRECT DEPOSIT ................................................................ 23
JOB DESCRIPTIONS ............................................................ 23
PROMOTIONS AND TRANSFERS ........................................ 24
EXEMPT EMPLOYEES (SALARIED-W2) ............................... 24
NON-EXEMPT EMPLOYEES (HOURLY-W2) ........................ 24
INDEPENDENT CONTRACTOR (1099) ................................ 25
INTERNSHIP....................................................................... 25
ON-CALL ............................................................................ 26
-SECTION 3- ............................................................................... 27
TIME AWAY FROM WORK ..................................................... 27
AND OTHER BENEFITS ........................................................... 27
EMPLOYEE BENEFITS ........................................................ 27
HOLIDAYS .......................................................................... 27
JURY DUTY ........................................................................ 28
VOTING LEAVE .................................................................. 29
MILITARY LEAVE ................................................................ 29
BEREAVEMENT LEAVE....................................................... 30
SCHOOL VISITATION LEAVE............................................... 31
DOMESTIC VIOLENCE LEAVE ............................................. 31
VICTIMS OF CRIME LEAVE ................................................. 32
MEDICAL HEALTH INSURANCE .......................................... 33
DISABILITY LEAVE .............................................................. 33
SOCIAL SECURITY .............................................................. 34
UNEMPLOYMENT INSURANCE .......................................... 34

WORKERS’ COMPENSATION ............................................. 34
MILEAGE REIMBURSEMENT.............................................. 35
-SECTION 4- ............................................................................... 36
ON THE JOB ........................................................................... 36
CONDUCT AT CLIENT’S HOME .......................................... 36
CONFIDENTIALITY OF CLIENT MATTERS............................ 37
CARE OF CLIENT RECORDS ................................................ 38
USE OF CLIENT TELEPHONES ............................................ 39
ATTENDANCE AND PUNCTUALITY ..................................... 39
WORKWEEK ...................................................................... 40
LUNCH BREAK ................................................................... 40
REQUIRED TRAINING ........................................................ 41
STANDARDS OF CONDUCT ................................................ 41
CLIENT AND PUBLIC RELATIONS ....................................... 43
SOLICITATION AND DISTRIBUTION.................................... 43
CHANGES IN PERSONAL DATA .......................................... 44
PROTECTING CLIENT AND AGENCY INFORMATION .......... 44
CONFLICT OF INTEREST/CODE OF ETHICS......................... 45
CARE OF EQUIPMENT ....................................................... 45
PERSONAL PROPERTY ....................................................... 46
SEVERE WEATHER ............................................................. 46
PERSONAL TELEPHONE CALLS .......................................... 46
ELECTRONIC MAIL ............................................................. 47
INTERNET USAGE .............................................................. 48
DRESS CODE POLICY.......................................................... 49

PERSONAL HYGIENE .......................................................... 49
CELL PHONES .................................................................... 50
CONTACT WITH THE MEDIA ............................................. 50
OFFICE SUPPLIES ............................................................... 51
IF YOU MUST LEAVE US ......................................................... 51
-SECTION 5- ............................................................................... 53
SAFETY IN THE WORKPLACE .................................................. 53
EACH EMPLOYEE’S RESPONSIBILITY .................................. 53
BLOODBORNE PATHOGENS EXPOSURE CONTROL ............ 54
HEPATTITIS B VACCINE...................................................... 55
WORKPLACE SEARCHES .................................................... 56
AIDE CAUTION MEASURE (IN CLIENTS HOME).................. 56
WORKPLACE VIOLENCE..................................................... 57
SMOKING IN THE WORKPLACE ......................................... 58
CONCEALED WEAPONS ..................................................... 58
IN AN EMERGENCY ........................................................... 59
SUBSTANCE ABUSE ........................................................... 59
EMPLOYEE SIGNATURE AGREEMENT................................ 61
Note: All Revision-2 Changes Throughout This Handbook

Appear in Blue.

MISSION STATEMENT/PHILOSOPHY POLICY
Mission
The Mission of HEALTH-PRO is to create, maintain and perfect
unique ways of helping our clients reach their goals while assisting
them in their daily activities, thus becoming recognized as one of
the leading Home Care Agencies in Virginia. HEALTH-PRO is
dedicated in building long-term relationships with our clients
through professional, humble, competent, consistent and
courteous service. Our goal is to grow steadily and become a
leader in providing superior service to every client under our
roster.
Our goal is also to ensure that every one of our clients receive top
shelf/quality service while at the same time, capitalizing on
opportunities that will support the growth and success of the
company and the community we serve.
Our Philosophy
We are committed to providing the best possible climate for
maximum development and goal achievement for all employees.
Our Agency treats each employee as an individual. We seek to
develop a spirit of teamwork; meaning, individuals working
together to attain a common goal.
In order to maintain a climate where these goals can be

accomplished, we provide a comfortable and progressive
atmosphere at both office and home environments. Most
importantly we provide a workplace where communication is
open and problems can be discussed and resolved in a mutually
mature, professional and respectful manner. We take into
account individual circumstances of the employee and
understand that circumstances can occur without notice,

however it is expected that every measure be taken to serve the
best interest of the client.
We firmly believe that with direct communication, we can

continue to resolve any difficulties that may arise, thus developing
a mutually productive relationship between staff and
management.
By signing for this Handbook, I agree to adhere to this Mission

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

WELCOME TO HEALTH-PRO, INC.
Starting a new job is exciting, but at times can be overwhelming.

This Employee Handbook has been developed to help you get
acquainted with our Agency and should answer many of your
initial questions.
As an employee of HEALTH-PRO, the importance of your

contribution cannot be overstated. Our goals are to provide the
finest-quality services to our clients efficiently and economically,
to provide security in our client’s households, and to build a
successful organization.
By meeting their needs, our clients will continue to come to us for

professional services and will recommend us to others. Our goal
is to provide good salaries and job security which would be one
less thing to be concerned about in your personal life, thus
enabling you to provide higher quality services. Your compliance
with the guidelines in this manual promotes consistency and
success in building an organization based on excellence, which
offers long term employment to all employees.
You are an important part of this process because your work

directly influences our agency’s reputation, and we are glad you
have joined us, we hope you will find your work to be both
challenging and rewarding.
Sincerely,
President/CEO
Sylvester Bailey 3rd

-SECTION 1-
THE WAY WE WORK
We work as a team and embrace the challenges and assignments

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

This Employee Handbook contains information about the
employment policies and practices of the Agency. We expect
each employee to read this Employee Handbook carefully, as it is
a valuable reference for understanding your job and the Agency.
The policies outlined in this Employee Handbook should be
regarded as management guidelines only, which in a developing
business will require changes from time to time. The Agency
retains the right to make decisions involving employment as
needed in order to conduct its work in a manner that is beneficial
to the employees and the Agency. This Employee Handbook
supersedes and replaces any and all prior Employee Handbooks
or Memo’s and inconsistent verbal or written policy statements.
Except for the policy of AT-WILL employment, which can only be
changed by the Board of Directors of the Agency in writing. The
board reserves the right to revise, delete and add to the
provisions of the Employee Handbook. All such revisions,
deletions or additions must be in writing and must be signed by
the Agency board. No oral statements or representations can
change the provisions of this Employee Handbook.
The provisions of this Employee Handbook are not intended to
create contractual obligations with respect to any matters it
covers. Nor is this Handbook intended to create a contract
guaranteeing that you will be employed for any specific time
period.
HEALTH-PRO IS AN AT-WILL EMPLOYER. THIS MEANS THAT REGARDLESS OF

ANY PROVISION IN THIS EMPLOYEE HANDBOOK, EITHER YOU OR THE AGENCY
MAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY
REASON, WITH OR WITHOUT CAUSE OR NOTICE. NOTHING IN THIS
EMPLOYEE HANDBOOK OR IN ANY DOCUMENT OR STATEMENT, WRITTEN OR
ORAL, SHALL LIMIT THE RIGHT TO TERMINATE.
EMPLOYMENT – AT-WILL. NO OFFICER, EMPLOYEE OR REPRESENTATIVE OF

THE AGENCY IS AUTHORIZED TO ENTER INTO AN AGREEMENT – EXPRESSED
OR IMPLIED – WITH ANY EMPLOYEE FOR EMPLOYMENT OTHER THAN AT-
WILL UNLESS THOSE AGREEMENTS ARE IN A WRITTEN CONTRACT SIGNED BY
THE AGENCY DIRECTOR OR PRESIDENT.
Where this Handbook refers to the current benefit plans

maintained by the Agency, refer to the actual plan documents and
summary plan descriptions if you have specific questions
regarding the benefit plans (if applicable).
EQUAL EMPLOYMENT OPPORTUNITY
Our Agency is committed to equal employment opportunity. We

will not discriminate against employees or applicants for
employment on any legally recognized basis including, but not
limited to veteran status and uniform service member status.
In addition, sickle cell trait (as to discharge) and military status are
protected classes in Virginia.

You may discuss equal employment opportunity related questions
with the HEALTH-PRO Agency Director, HR Department or
President.
LIFE THREATENING ILLNESSES
Employees occasionally develop serious or life-threatening

illnesses. Our Agency is committed to supporting such
employees’ efforts to continue their normal pursuits, including
working. When necessary, where required by law and if we are
able, the Agency will provide reasonable accommodations to
otherwise qualified individuals with disabilities, including
employees with serious or life-threatening illnesses.
An employee’s medical information is confidential. Disclosure of

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

illnesses are encouraged to contact the Human Resource/Agency
Director for information and referral to appropriate services and
resources.
NON-HARASSMENT
We prohibit harassment of one employee by another employee,

supervisor or third party for any reason including, but not limited
to, veteran status and uniform service member status. Each
employee shall be treated as an adult with courtesy and respect;

we believe this will increase productivity within the Agency.
Harassment of third parties by our employees is also prohibited.
Any employee who feels that she/he is a victim of such

harassment should immediately report the matter to her/his
supervisor or Human Resource/Agency Director.
The Agency will investigate all such reports as confidentially as

possible. Adverse action will not be taken against any employee
because he or she, in good faith, reports or participates in the
investigation of a violation of this policy. Violations of this policy
are not permitted and may result in disciplinary action, up to
and/or including discharge.
SEXUAL HARASSMENT
Sexual harassment is against Agency policy and is unlawful under

state and federal law.
We firmly prohibit sexual harassment of any employee by another

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

Violations of this policy may result in disciplinary action, up to

and/or including discharge. There will be no adverse action taken
against employees who, in good faith, report a violation of this
policy or participate in the investigation of such violations.
Any employee who feels that she/he is a victim of sexual

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

sexual harassment or believes they have been retaliated
against for complaining of sexual harassment, should
report the act immediately to your supervisor, the Agency
Director/HR Director. For complaints call: Agency
Director/HR Director at (252) 364-8114.
2. If an employee makes a report to a member of

management and the manager either does not respond
or does not respond in a manner the employee deems
satisfactory or consistent with this policy, the employee is
required to report the situation to one of the other
members of management designated to receive
complaints.
3. The Agency will investigate every reported incident

immediately. Any employee, supervisor or agent of the
Agency who has been found to have violated this policy
may be subject to appropriate disciplinary action, up to
and/or including immediate discharge.
4. The Agency will conduct all investigations in a discreet

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

participating in any investigation under this policy have
the Agency’s assurance that no reprisals will be taken as
a result of a sexual harassment complaint. It is our policy
to discourage discussion of the matter, to help protect
others from being subjected to similar inappropriate
behavior.
CATEGORIES OF EMPLOYMENT
INTRODUCTORY PERIOD: Full-time and part-time employees are

on an introductory period during their first 90 days of
employment.
During this period of time, you will be able to determine if your

new job is suitable for you and your supervisor will have an
opportunity to evaluate your work performance. However, the
completion of the introductory period does not guarantee
employment for any period of time thereafter.
FULL-TIME EMPLOYEES regularly work at least a 30-hour

workweek. Any employee that works under 30 hours a week for
6 consecutive weeks will be evaluated for part-time status instead
to full-time status.
PART-TIME EMPLOYEES work less than 30 hours each week.

However, any employee that works at least a 30 hour week for 6

consecutive weeks may enter a request (thru personnel) for full
time status.
In addition to the preceding, employees are also categorized as

“exempt” or “non-exempt.”
NON-EXEMPT EMPLOYEES are entitled to overtime pay as

required by applicable federal and state law. Note that any
overtime MUST be pre-approved by the Agency Director.
EXEMPT EMPLOYEES – Pursuant to applicable federal and state

laws, exempt employees are not entitled to overtime pay, and are
not subject to certain deductions to their weekly salary under the
Agency’s policies.
Upon hire, your supervisor will notify you of your employment

classification.
DRIVER’S LICENSE/DRIVING RECORD
Although a driver’s license is not mandatory, it is a HEALTH-PRO

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

CERTIFICATION, LICENSING AND OTHER
REQUIREMENTS
You will be informed by your supervisor if there are any licensing,

certifications or testing requirements for your job. Failure to
qualify or to maintain a certification or license may be sufficient
cause for termination.
NEW EMPLOYEE ORIENTATION
Upon joining our Agency, employees will have access to our

Employee Handbook. After reading this Employee Handbook,
please sign the receipt page and return it to the Office
Manager/Agency Director/HR Director within the first two weeks
of employment. You will also be asked to complete personnel,
payroll and/or benefit forms.
The Office Manager, Service Supervisor, Human Resources or the

Agency Director are good sources to obtain additional
information about the Agency and your job description.
IMMIGRATION REFORM AND CONTROL ACT
In compliance with the federal immigration Reform and Control

Act of 1986 (IRCA), as amended, our Agency is committed to
employing only individuals who are authorized to work in the
United States.
Each new employee, as a condition of employment, must

complete the Employment Eligibility Verification Form I-9 and
present documentation establishing identity and employment
eligibility.

If an employee is authorized to work in this country for a limited
time period, the individual will be required to submit proof of
renewed employment eligibility prior to expiration of the period
to remain employed by the Agency.
TALK TO US
We encourage you to bring your questions, suggestions,

comments and concerns to our attention. We will carefully
consider each of these in our continuing effort to improve
operations.
If you feel you have a problem, present the situation to your

immediate supervisor so that the problem can be settled by
examination and discussion. In most cases your immediate
supervisor should be able to satisfactorily resolve the matter(s).
If you still have questions after meeting with your immediate

supervisor, or if you would like further clarification on the matter,
request a meeting with the Agency Director/HR Director, who will
review the issues and meet with you to discuss possible solutions.
Your questions, suggestions, comments and concerns on any

subject are important to discuss with us. Your job will not be
adversely affected in any way because you choose to use this
procedure.
SUGGESTIONS AND IDEAS
We are always interested in your constructive ideas and

suggestions for improving our operations. Formal suggestions
should be submitted in writing to the HEALTH-PRO Homecare

office (ATTENTION: Human Resources Department, P.O. Box
73043 North Chesterfield, Virginia 23236).
After we review your suggestion, you will be notified whether it is

feasible to incorporate the suggestion into the Agency’s practices.
Either way, a reason will be given.

-SECTION 2-
YOUR PAY AND PROGRESS
Upon hire, you will receive an offer letter of employment

including your pay rate and the position you are filling. Your
position or pay rate could change based on an increase or
decrease in your level of productivity. Your progress or
productivity will determine your promotion as stated in this
section of the Handbook.
RECORDING YOUR TIME
All in-home aides must record their work hours on a daily

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

VA State Law requires this Agency to follow and maintain
applicable rules & regulations, and it is our intention to keep our
documentation up-to-date and in compliance. To help accomplish
this we must elaberate on some important Timesheets issues.
We understand that it can sometimes be stressful and time-

consuming to provide PCS services and keep up with daily
paperwork; however, it is a necessity and we view all employees

as experienced, responsible and competent, therefore everyone
must follow these guidelines.
1. If any employee is out of compliance of the guidelines below

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

followed:
• Use black ink only
• No blue ink
• No multiple cross-outs
• No white-out
• No stains
• No incomplete documentation
• No markers/gel-pens (black, blue, etc.)
3. All ORIGINAL timesheets must be turned in by 5pm every

Monday in order Not to have a delay with your paycheck. A delay
with your paycheck can be avoided if you;

a) Fax signed timesheet to 252.364.8938, or send a clear
texted photo of your signed timesheet to 252.558.6040
by 5pm every Monday and mail in the original free from
issues (noted in item 2).
The original must be received in the office no later than
the Friday of the same week.
b) Call Administration before 5pm on Monday to discuss any
deviations to this process.
The VA State Rules and Regulations and HEALTH-PRO Policies

must be followed and maintained by all employees at all times.
All employees subject to this policy are required to accurately

record all time worked.
Note: For payroll purposes, the workweek starts on Monday and

ends Sunday.
PAYDAY
You will be paid every two weeks, (normally every other Friday
unless prior notice is given with new pay dates). When our pay-
date falls on a holiday, you will normally be notified by
Administration (before the holiday), whether you will be paid
before or after the holiday.
You should receive a HEALTH-PRO Pay Schedule when you start

work, which can also be requested at any time. It is your
responsibility to know when you get paid and the dates that
you’re getting paid for. To avoid confusion and unnecessary

request, please follow the pay schedule given to you when you
begin work.
It is also your responsibly to review your paycheck for

mistakes/errors. If a mistake is found, please report it to
Administration immediately. Administration will assist you in
taking the steps necessary to correct the error.
OVERTIME
There may be times when you will need to work extra hours in
order to meet the needs of our clients. Although you will be given
(or expected to give) advance notice when feasible, this is not
always possible. Non-exempt employees must have any
additional hours approved in advance by your supervisor or the
Agency Director(s) or you may risk not being paid for the
additional hours (at time-and-a-half).
Non-exempt employees shall not work more than 40 hours per

week unless prior approval directly from the Agency Director or
HR Director is given.
If you have any questions concerning overtime pay, please

contact the Agency Director or HR Director.
PAYCHECK DEDUCTIONS
This Agency is required by law to make certain deductions from
your paycheck each pay period. Such deductions typically include
federal and state taxes and Social Security (FICA) taxes. Based
upon VA state law and the benefits you choose, there may be
additional deductions. All deductions and the amount of the
deductions are listed on your pay stub. These deductions are

totaled each year for you on your Form W-2, Wage and Tax
Statement.
It is the policy of this Agency that exempt (salaried) employees’

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

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

• Negative unpaid-time-off balances, in whole-day increments
only.
If questions or concerns about any pay deductions arise,

employees may discuss and resolve them with the Agency
Director or HR Director.
GARNISHMENT/CHILD SUPPORT
When an employee’s wages are garnished by a court order, our

Agency is legally bound to withhold the amount indicated (in the
garnishment order) from the employee’s paycheck. Our Agency
will also, honor federal and state guidelines which protect a
certain amount of an employee’s income from being subject to
garnishment. For example, if the employees pay does not reflect
enough to cover the amount of the garnish, the Agency may
deduct 10%-25% of your check, if law permits.
DIRECT DEPOSIT
HEALTH-PRO pays by paper check and/or direct deposit. Direct

Deposit may be available to those that accurately record and turn
in their timesheet promptly. You can discuss with Administration.
JOB DESCRIPTIONS
The Agency maintains a job description for each position in the

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

PROMOTIONS AND TRANSFERS
We believe that career advancement is rewarding for both the

employee and the Agency. We will promote qualified employees
to new or vacated positions whenever possible. In addition, your
supervisor or Agency Director is available to discuss
promotion/transfer opportunities with you, if applicable.
Job openings may be posted or announced verbally. If you are

interested in applying for a particular position, please notify
Administration.
EXEMPT EMPLOYEES (SALARIED-W2)
Salaried employees are often also known as exempt employees,

according to the Fair Labor Standards Act (FLSA). Certain types of
employees, often classified as exempt employees, are not
entitled to overtime pay as guaranteed by the Fair Labor
Standards Act (FLSA). HEALTH-PRO does not pay overtime to
salaried/exempt employees.
The FLSA recognizes three main categories of exempt workers:

• Executive
• Professional
• Administrative
NON-EXEMPT EMPLOYEES (HOURLY-W2)
A non-exempt employee is entitled to overtime pay through the

Fair Labor Standards Act (FLSA). Employers are required to pay
time and a half the employee’s regular rate of pay when they work
more than 40 hours in a given pay week. Employees must be paid
the federal minimum wage for regular time and at least time and

a half for any hours worked over the standard 40. HEALTH-PRO
pays overtime to non-exempt employees. You can discuss this
with Administration.
INDEPENDENT CONTRACTOR (1099)
Independent contractors receive a form 1099 at the end of the

year, which reports to the IRS how much money was paid to the
contractor. In contrast, employees receive a W-2. Service
providers are either employees or independent contractors; they
cannot be both.
The general rule is that an individual is an independent contractor

if the payer has the right to control or direct only the result of the
work and not what will be done and how it will be done. The
earnings of a person who is working as an independent contractor
are subject to Self-Employment Tax. You can discuss this with
Administration.
INTERNSHIP
This Agency believes in the spirit of helping those who want to

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

ON-CALL
It may be necessary for individuals in certain positions to be

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

-SECTION 3-
TIME AWAY FROM WORK

AND OTHER BENEFITS
We feel that taking time off for various reasons is a part of life, so
several “time away from work” opportunities and benefits are
shared in this section of the Handbook for clarity.
EMPLOYEE BENEFITS
This Employee Handbook describes the current benefit plans

maintained by the Agency (pending HEALTH-PRO Board
approval). Refer to this section of the handbook or to
Administration if you have specific questions regarding company
benefits (if applicable).
The Agency reserves the right to modify its benefits at any time.
We will keep employees informed of any changes.
HOLIDAYS
Our Agency observes the following holidays throughout the year

where the office will be closed. However, aides are still required
to work with their client(s).
New Year’s Day

Martin Luther King Day
Good Friday
Memorial Day
Independence Day
Labor Day

Columbus Day
Veteran’s Day
Thanksgiving Day
Christmas Day
If one of the above holidays falls on Saturday, it is normally

observed on the previous Friday. If holiday falls on Sunday, it is
normally observed on the following Monday.
Exempt (salary) employees will continue to receive pay in

compliance with state and federal wage and hour laws.
Non-exempt (hourly) employees must work their scheduled hours

before, during and after the holiday, unless they are absent with
prior approval from their medical doctor, supervisor or Agency
Director.
JURY DUTY
Non-exempt employees summoned for jury duty are not paid for
their time of absence by this agency, however they are granted an
unpaid leave in order to serve.
Employees must provide the Agency with a copy of a court

statement in order to be granted unpaid leave. We reserve the
right to request proof of jury service issued by the Court upon
return.
You must make arrangements with your supervisor and/or Agency

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

VOTING LEAVE
Our company believes that every employee should have the

opportunity to vote in any local or federal election, general
primary or special primary. Any non-exempt employee, whose
work schedule does not provide him/her with two hours to vote
while polls are open, will be granted up to two unpaid hours off in
order to vote which is subject to scheduling requirements. We
reserve the right to select the hours you are excused to vote.
Exempt employees may be provided time off with pay when

necessary to comply with state and federal wage and hour laws.
Notify your supervisor of the need for voting leave as soon as

possible.
MILITARY LEAVE
Employees who are required to fulfill military obligations in any

branch of the Armed Forces of the United States or in state
military service will be given the necessary time off and reinstated
in accordance with federal and state law.
Non-exempt employees time-off will be unpaid. Exempt

employees may be provided time off with pay when necessary to
comply with state and federal wage and hour laws.
Military orders should be presented to Administration as early as

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

Additional information regarding military leave may be obtained
from Administration.
BEREAVEMENT LEAVE
Non-exempt employees are eligible for non-paid leave time, for

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

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

SCHOOL VISITATION LEAVE
Non-exempt employees who are parents, guardians or acting in

place of the parents of a school age child are allowed up to 40
hours without pay per year, at a mutually agreed upon time, to
attend or otherwise be involved at that child’s school. Exempt
employees may be provided time off with pay when necessary to
comply with state and federal laws.
DOMESTIC VIOLENCE LEAVE
The Agency will grant reasonable leave from work without pay to
employees who require time away from work in order to pursue
legal action to protect themselves from domestic violence. This
policy is effective when an employee or a minor child residing with
the employee, or a minor child is in custody of the employee and
the employee or minor child is subject to actual or threatened
physical harm, including sexual offenses, by a current or former
spouse, a person of the opposite or same sex who lives with (or
lived with) the employee, a parent, a party who stands in loco
parentis to the minor child, a grandparent, a person who has a
child in common with the employee, a current or former
household member, or a person of the same or opposite sex who
is in a dating relationship with the employee, or who is a victim of
stalking acts.
The Agency may require an employee who takes leave under this
policy to submit documentation to support the employee’s
request for leave.
When feasible, affected employees must provide the Agency with

advance notice of the need for leave. If an employee is not able
to provide advance notice of the need for leave, the Agency may

require the employee to provide documentation of the
emergency that prevented them from providing advance notice.
Exempt employees who take leave under this policy may be

provided time off with pay when necessary to comply with state
and federal wage and hour laws.
VICTIMS OF CRIME LEAVE
The Agency will grant reasonable leave without pay to employees

who require time away from work in order to pursue protective
orders and civil no contact orders to protect themselves against
home invasion, non-consensual sexual conduct, harassment and
stalking acts.
The Agency may require an employee who takes leave under this
policy to submit documentation to support the employee’s
request for leave.
When feasible, affected employees must provide the Agency with

advance notice of the need for leave. If an emergency prevents
an employee from providing advance notice of the need for leave,
the Agency may require the employee to provide documentation
of the event(s) that prevented the employee from providing
advance notice.
Exempt employees who take leave under this policy may be

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

MEDICAL HEALTH INSURANCE
Eligible employees may enroll in a single or family insurance plan

after completing six months of employment with HEALTH-PRO.
Information and enrollment forms may be obtained from
Administration at that time.
Each employee is responsible for the cost of this insurance. A

booklet containing the details of the plan and eligibility
requirements can be obtained from Administration, when
applicable.
Contact Administration if you have specific questions regarding

benefit plans and when you become eligible.
DISABILITY LEAVE
Full-time employees are eligible for an unpaid disability leave after

completing one year of employment. Disability leave due to non-
occupational illness, injury or pregnancy-related disability is not
to exceed six weeks.
Employees requesting leave must provide written notice of the

disability, including a doctor’s certification stating the nature of
the disability and the expected date to return to work.
We will continue to provide medical health insurance coverage to

employees, however, during this time you will continue to be
responsible for paying your monthly premiums.
When you are able to return to work, give us at least one week’s
advance written notice and include a doctor’s certification stating
that you are medically able to return to your normal duties.

Subject to our staffing and business requirements, we will make
every effort to ensure that you return to the same or similar
position you held prior to the disability leave. Your continued
absence from work beyond your disability, as determined by your
physician, may be deemed as a voluntary resignation of your
employment.
This leave may run concurrently with any other leave where
permitted by state and federal law.
SOCIAL SECURITY
During your employment, you and the Agency both contribute

funds to the federal government to support the Social Security
Program. This program is intended to provide you with
retirement benefit payments and medical coverage once you
reach retirement age.
UNEMPLOYMENT INSURANCE
Upon separation from employment, you may be entitled to state

and federal unemployment insurance benefits. Information
about unemployment insurance can be obtained from Human
Resources and/or the Agency Director.
WORKERS’ COMPENSATION
On-the-job injuries are covered by our Workers’ Compensation

insurance policy. This insurance is provided at no cost to you. If
you are injured on the job, report the incident immediately to
Administration and if necessary, seek medical attention for your

injury. Failure to report an injury immediately could jeopardize
your claim.
We ask for your assistance in alerting management to any

condition which you feel could lead or contribute to an employee
accident or injury.
The Agency will seek to provide reasonable accommodations so

long as they are medically necessary, feasible in the work
environment and do not impose an undue hardship on the Agency
as prescribed by applicable federal, state or local law.
MILEAGE REIMBURSEMENT
It is this agency’s intension to have aides’ service clients that are

close to their own geographical location. Upon accepting a client
it should be clearly understood that this agency does not
reimburse aides for mileage for Medicaid clients. However,
private pay clients could be an exception based on distance, hours
and the required needs of the client.
Contact Administration if you have specific questions regarding

mileage.

-SECTION 4-
ON THE JOB
Although we believe that employees should enjoy themselves

while on the job, we also have high expectation of our employees
consistently conducting themselves in a professional manner
especially when clients, referral sources, or members of
professional entities are present that may judge our agency based
on the conduct of our employees. This section of the Handbook
should clarify questions that you may have on conduct,
confidentiality, code of ethics and more.
CONDUCT AT CLIENT’S HOME
The opinions and attitudes that clients have toward our Agency
may be determined for a long period of time by the actions of one
employee. It is sometimes easy to take a client for granted, but if
we do, we run the risk of losing not only that client but his or her
associates, friends or family who may also be clients or
prospective clients. Un-professional behavior and negative talk
against this Agency and in general will not be tolerated and could
lead to disciplinary action and/or termination of employment.
This Agency requires employees to perform work duties related

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

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

professional and courteous services in all working relationships.
CONFIDENTIALITY OF CLIENT MATTERS
The law, HIPAA regulations and our professional ethics require

that each employee maintain the highest degree of confidentiality
when handling client information and matters.
In order to maintain this professional confidence, no employee

shall disclose client information or leave un-attended client
information exposed to un-involved co-workers, outsiders,
including other clients, third parties or members of one’s own

family, etc. which would clearly be a violation to HIPAA
regulations.
Example: If a fax is expected to be received, the employee should

be at the fax machine at the time fax comes through, or close to
the time that the fax is expected to come through.
Any disclosure of confidential information will result in

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

any way. Falsification of client records is strictly prohibited and
will lead to automatic dismissal.
Occasionally, other practitioners will request copies of client

records. Under no circumstances will requests for client records
be fulfilled unless prior legal permissive authorization is provided.

Any such documentation, of such authorization shall be placed in
client’s file.
USE OF CLIENT TELEPHONES
Health-Pro employees are not to use the client’s home or cell

phones, except in case of emergency or using the EVV (electronic
voice verification)/telephony system, or except for instances
where there is no other phone working or available. The client’s
home and cell phone numbers are confidential and should never
be given out to anyone. All Health-Pro employees shall keep their
cell phone usage at a minimum while working with clients or in
the office.
ATTENDANCE AND PUNCTUALITY
Attendance and punctuality are important factors for your

success within our Agency. We work as a team and this requires
that each person be in the right place at the right time.
Due to the nature of our business, all employees are required to

answer their cell phone within the core hours of our business
operation (8:30am-5:00pm). When receiving a call from the
office you are required to reply to voice messages, text messages
or e-mails within a reasonable/acceptable amount of time and
within the same day. On-call staff should answer their cell phone
24 hours while on call.
If you are going to be late for work, notify administration as far in

advance as feasible under the circumstances, but no later than
the beginning of your workday.

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

appointments or other matters, should be scheduled during your
non-working hours if possible.
If you are absent for three days without notifying the Agency, it is
assumed that you have voluntarily abandoned your position with
the Agency, and you will be terminated and permanently
removed from the Agency’s roster.
WORKWEEK
Because of the nature of our business, your work schedule may

vary depending on your clients’ needs. Our normal office business
hours are 8:30am to 5:00pm, Monday through Friday, however,
because clients must be assisted per their assigned hours
24/7/365, all aides are required to work with their clients before
or after office hours (if assigned) including Holidays.
LUNCH BREAK
Office Staff Only: A one (1) hour, unpaid meal break may be taken
each day. Your supervisor is responsible for scheduling and
approving this time.
Clinical Staff Only: Any aide working six (6) hours or more per day
is entitled to a break (on the premises) to eat lunch. You should

not be eating the client’s food, you should bring your own lunch
to work with you.
REQUIRED TRAINING
Your supervisor (RN/Agency Director) is responsible for initiating

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

Agency Director) from time to time to evaluate the effectiveness
of any training program.
If you have any questions regarding training, please contact

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

related trainings.
STANDARDS OF CONDUCT
Each employee has an obligation to observe and follow the

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

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

discharge:
1) Violation of the Agency’s policies or safety rules.
2) Insubordination.
3) Unauthorized or illegal possession of drugs, weapons,
etc.
4) Possession, use or sale of alcohol or controlled
substances on work premises or during working hours,
while engaged in Agency activities or in Agency vehicles.
5) Unauthorized possession of Agency property.
6) Possession, use or sale of weapons, firearms, or
explosives on work premises.
7) Theft or dishonesty.
8) Physical harassment.
9) Sexual harassment;
10) Disrespect toward clients, fellow employees, managers,
visitors or other members of the public.
11) Performing outside work or use of Agency property,
equipment or facilities in connection with outside work
while on Agency time.
12) Poor attendance or poor performance.
These examples are not all inclusive. We emphasize that

discharge decisions will be based on an assessment of all relevant
factors.
Nothing in this policy is designed to modify our employment-AT-

WILL policy.
CLIENT AND PUBLIC RELATIONS
Our Agency’s reputation is built on excellent service and quality

work. Maintaining this reputation requires the active
participation of every employee.
The opinions and attitudes that clients have toward our Agency
may be determined for a long period of time by the actions of one
employee. It is sometimes easy to take a client for granted, but
we must remember that his or her associates, friends or family
may also be clients or prospective clients of the Agency.
Each employee must be sensitive to the importance of providing

professional and courteous treatment in all working relationships.
SOLICITATION AND DISTRIBUTION
In order to avoid unnecessary annoyances and work

interruptions, solicitation by one employee to another is
prohibited while either person is on agency time.
Un-accompanied family members, friends, un-known persons,

children, etc. walking around the office are considered soliciting.
Employee distribution of literature, including handbills, in work

areas are prohibited at all times.
Trespassing, soliciting or distribution of literature by non-

employees on HEALTH-PRO premises is prohibited at all times.

CHANGES IN PERSONAL DATA
To aide you and/or your family in matters of personal emergency,

as well as remain compliant with State and Federal Regulations,
we need to maintain up-to-date information on all employees.
Changes in name, address, telephone number, marital status,

number of dependents or changes in next of kin and/or
beneficiaries should be forwarded to administration promptly for
employee folder update.
PROTECTING CLIENT AND AGENCY INFORMATION
Protecting client and Agency information is the responsibly of

every employee and we all share a common interest in making
sure it is not improperly or accidentally disclosed.
Due to the nature of our business, client and Agency

confidentiality and HIPAA regulations are strictly enforced. Do not
discuss the confidential business of our clients or Agency with
anyone who does not work for our Agency. Discussions regarding
confidential client or Agency business with other employees are
also prohibited, unless it is a necessary work-related function.
All telephone calls regarding a current or former employee’s

position/compensation with our Agency must be forwarded to
the Agency Director.
The Agency’s address shall not be used for the receipt of personal
mail.

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

applicable in our business. The Agency’s business is conducted in
the strict observance of all applicable laws and the integrity of
each employee is of utmost importance.
Employees of the Agency shall conduct their personal affairs in

such a fashion that their duties and responsibilities to the Agency
are not jeopardized and/or legal questions do not arise with
respect to their association or work with the Agency.
CARE OF EQUIPMENT
You are expected to demonstrate proper care when using the

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

PERSONAL PROPERTY
The Agency is not responsible for loss or damage to personal

property on Agency’s premises. Valuable personal items, such as
purses and all other valuables should not be left in areas where
theft might occur.
SEVERE WEATHER
Severe weather is to be expected during certain months of the

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

necessary to comply with state and federal wage and hour laws.
If extreme weather conditions occur, you should refer to your

local news or weather notification sites/channels. Administration
should always be notified when absences occur.
PERSONAL TELEPHONE CALLS
During your work hours and Agency hours, it is important to keep

your telephone lines free for office, client and State calls.
Although the occasional use of your telephone for a personal
emergency may be necessary, routine personal calls should be
kept to a minimum.

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

harassment applies to e-mail, text messaging, etc. Violations of
these policies are not permitted and may result in disciplinary
action and possible discharge. Therefore, employees are also
prohibited from the display or transmission of sexually-explicit
images, messages, ethnic slurs, racial epithets or anything that
could be construed as harassment or offensive to others.
Employees shall not use unauthorized codes or passwords to gain

access to others’ e-mail or files.
Violation of this policy may result in disciplinary action, and

possible discharge.
For business purposes, management reserves the right to enter,

search and/or monitor e-mail transmissions of any employee
without advance notice. Employees should not assume that
communications that they send and receive by e-mail are private
or confidential.

INTERNET USAGE
As a growing Agency, we recognize the need to stay on the cutting

edge of technology which is one of the reasons we allow
employees to have access to the internet.
The internet is intended for business use only. Use of the internet
for any non-business purpose, including but not limited to,
personal communication or solicitation, purchasing personal
goods or services, gambling and downloading files for personal
use, is strictly prohibited.
Our Agency’s policies against sexual and other types of

harassment apply to Internet usage, including instant message
programs as well as text messaging. Violations of these policies
are not permitted and may result in disciplinary action, including
discharge. Therefore, employees are also prohibited from
displaying, transmitting and/or downloading sexually-explicit
images, messages, ethnic slurs, racial insults or anything which
could be construed as harassment or disparaging to others.
Consistent with applicable federal and state laws, the time you
spend on the Internet may be tracked through activity logs for
business purposes. All abnormal usage will be investigated
thoroughly.
Employees learning of any misuse of the Internet shall notify a

member of management.
Violation of this policy may result in disciplinary action, up to


DRESS CODE POLICY
Clinical Staff: employees are expected to maintain the highest

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

manner at all times except for Friday’s which is used as the
agency’s dress-down day. Dress-down day may include jeans,
shorts (neat), polo shirts, etc.
An example of un-expectable dress code is as follows:
• Females – no skirts 3 inches above the knee, no extremely

tight dresses or pants, no over exposure of any kind, etc;
• Males – no pants hanging below belt line, no bare under
shirts (armless), etc;
Our clients’ satisfaction represents the most important and

challenging aspect of our business. Whether or not your job
responsibilities place you in direct client contact, you represent
the Agency with your appearance as well as your actions. A
properly attired individual helps to create a favorable image for
the Agency, to the public and to fellow employees. Badges should
also be worn while working.
PERSONAL HYGIENE
While proper hygiene promotes professionalism within our

Agency and a favorable image to our clients, it also helps us to
maintain a sterile environment.

Employees are expected to maintain the highest standards of
personal cleanliness and present a neat, professional appearance
at all times.
CELL PHONES
Employees are discouraged from using their cellular telephones

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

answer their cell phone within the core hours of our business
operation (8:30am-5:00pm). You are required to have voice mail
setup on you cell phone. When receiving a call from the office
you are required to reply to voice/text messages within a
reasonable/acceptable amount of time within the same day.
CONTACT WITH THE MEDIA
All media inquiries regarding the Agency and its operations must
be referred to the Agency President/Board of Directors. Only the
Agency President and/or the Board of Directors are authorized to
make or approve public statements pertaining to the Agency or
its operations. No employees, unless specifically designated by
the Agency President and/or the Board of Directors, are
authorized to make statements involving a high profile Agency
issue.

OFFICE SUPPLIES
Office Staff: Our Agency maintains a stock of basic office supplies

such as pens, paper clips, staples, and note pads, etc. used on a
day-to-day basis by employees. All office supplies can be provided
to you by the Agency Director.
If you need additional items that are not regularly stocked, please
speak to the Agency Director to get approval before purchasing
any items where imbursement is desired.
All office supplies are for business use only and should not be
removed from the office for non-business use. Violations of this
policy may result in disciplinary action up to and/or including
discharge.
IF YOU MUST LEAVE US

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

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

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

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

excess of six months, other than a written approved leave of
absence, must be re-evaluated before employment can re-occur.
After an approved re-evaluation, such employees are considered
new employees from the effective date of their re-employment for
all purposes, which includes the purposes of measuring benefits.
If you choose to use Health-Pro as a job reference, we will generally

confirm upon request, the following:
• Your employment beginning and end dates
• Your job title
Under some circumstances we will provide:
• Your work history and performance
• Your compliancy and ethics
• If this agency would re-hire you
You should notify Health-Pro Administration if your address changes

during the calendar year so your tax information (W-2) will be sent
to the proper address.

-SECTION 5-
SAFETY IN THE WORKPLACE
We believe a safe environment has been created for the safety of

all our employees, administration and clinical staff. It is every
employee’s responsibility to ensure that all issues that could
possibly promote an unsafe environment be reported to
management immediately. In this section of the Handbook
guidelines have been put in place to prevent exposure to certain
dangers and we need the help of every employee to consistently
minimize risk.
EACH EMPLOYEE’S RESPONSIBILITY
Safety can only be achieved through teamwork at any Agency.

Each employee, supervisor and manager must be committed to
Agency safety awareness by thinking defensively, anticipating
unsafe situations and reporting unsafe conditions immediately
(including the client’s homecare environment).
Every employee shall observe the following precautions:
1. Notify Administration (your supervisor, Human

Resources, the Agency Director or the office
manager) of any emergency situation. If you or your
client are injured or become sick, you must inform
administration immediately.
2. The unauthorized use of alcoholic beverages or illegal
substances will not be tolerated. The possession of
alcoholic beverages or illegal substances on the client

or Agency’s property is forbidden. Also, there should
be no smoking while on the job.
3. Use, adjust and repair machines and equipment only
if you are trained and qualified to do so and the
Agency has approved preforming the repair.
4. Ensure that you are lifting or pushing heavy objects
per instructions in the “Safe Transfers & Lifts” in-
service training.
5. Understand your job fully and follow instructions. If
you are not sure of a safety procedure, do not guess;
just ask your supervisor, Agency Director or HR
Director.
6. Know the locations, contents and use of first aide and
firefighting equipment.
A violation of a safety precaution is in itself an unsafe act. A

violation may lead to disciplinary action, up to and including
discharge.
BLOODBORNE PATHOGENS EXPOSURE CONTROL
To protect employees who may reasonably anticipate being

occupationally exposed to blood and other potentially infectious
materials during work tasks, our Agency has instituted a
bloodborne pathogens exposure control program.
Briefly, our program includes an employee exposure

determination, information and training about bloodborne
pathogens, the availability of hepatitis B vaccinations, Universal
Precautions, engineering controls, safe work environment
personal protective equipment and housekeeping measure to
help reduce the risks of occupational exposure incident and
necessary record keeping are also included. These matters are

discussed in great detail in our written infection control plan,
which is available in the HEALTH-PRO Policies & Procedures
Manual and/or an on-line training site.
Further information about our bloodborne pathogens exposure

control program will be provided to all employees and may be
obtained from Administration.
Personal Protective Equipment (PPE) is made available to

employees on a case by case basis.
In the case of an exposure, an exposure report must be

completely filled out by employee and/or Supervisor/Agency
Director and all exposure guideline policies shall be followed.
Employee should report the incident immediately to
Supervisor/Agency Director and seek medical
assistance/treatment. The report should be turned-in to the
Supervisor or Agency Director ASAP.
HEPATTITIS B VACCINE
As required by OSHA regulations and for your protection, our

Agency provides the Hepatitis B Vaccine to all employees. This
vaccine will be made available to you within ten (10) days of
employment. You will receive the Agency’s training regarding the
vaccine’s affects, safety considerations, method of
administration, the benefits of being vaccinated, and the no-cost
provision.
If you choose not to be vaccinated, you must sign a Hepatitis B

Vaccination Declination form. The vaccine will be made available
to those employees who initially decline, but later decide to
accept the vaccine.

WORKPLACE SEARCHES
To protect the property and to ensure the safety of all employees,

clients and the Agency, the Agency reserves the right to conduct
personal searches consistent with state law, and to inspect any
packages, parcels, purses, handbags, brief cases, lunch boxes or
any other possessions or article on our premises. In this regard, it
should be noted that all offices, desks, files, lockers, equipment,
etc; are the property of the Agency, and are issued for the use of
employees only during their employment. Inspection may be
conducted at any time at the discretion of the Agency Director.
Persons entering the premises who refuse to cooperate in an

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

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

anything that you can be accused of hiding items in or taking items
that do not belong to you in a client’s home.
WORKPLACE VIOLENCE
Violence by a client, employee, supervisor or member of

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

an employee or outside third party, report it to administration at
once. Do not engage in either physical or verbal confrontation
with a potentially violent individual. If you encounter an individual
who is threatening immediate harm to a client, employee or
visitor to their or our premises, dial 911 immediately.
All reports of work-related threats will be kept confidential (to the

highest extent possible), investigated and documented.
Employees are expected to report and participate in an
investigation of any suspected or actual cases of workplace
violence.

Violations of this policy, including your failure to report or fully
cooperate in the Agency’s investigation, may result in disciplinary
action up to and/or including immediate discharge.
SMOKING IN THE WORKPLACE
Our Agency is committed to providing a safe and healthy

environment for employees and visitors. Smoking is allowed only
in designated areas outside the office building. This does not apply
to smoking at the client’s home (no smoking inside or outside of
the client’s home).
This Agency recommends that employees reframe from smoking

prior to reporting to a client’s home.
CONCEALED WEAPONS
Possession or use or sale of weapons, firearms or explosives on

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

this policy are required to report such violations or threats of
violations to their Supervisor and/or the Agency Director
immediately.
Violations of this policy will result in disciplinary action, up to


IN AN EMERGENCY
The Administration should be notified immediately when an

emergency occurs. Where there is a genuine emergency 911
should be contacted first. Examples of genuine emergencies
include accidents where bodily injury has occurred, serious
medical situations, bomb threats, other threats of violence, and
the smell of smoke or other caustic substances.
Should an emergency result in the need to communicate

information to employees outside of business hours, the Agency
Director and/or the HR Director will contact you. Therefore, it is
important that employees keep their personal emergency contact
information up to date. Notify Administration in the event this
information changes.
When events warrant an evacuation of the building, you should

follow the instructions of the Agency Director or other
management or building official. You should leave the building in
a quick and orderly manner. You should assemble at the pre-
determined location as communicated to you by Administration
to await further information or instructions.
Please direct any questions you may have about the Agency’s
emergency procedures to the Agency Director and/or the HR
Director.
SUBSTANCE ABUSE
The Agency has vital interests in ensuring a safe, healthy and

efficient working environment for our employees, their co-
workers and the clients we serve. The unlawful or improper
presence or use of controlled substances or alcohol in the

workplace presents a danger to everyone. For these reasons, we
have established as a condition of employment and continued
employment with the Agency the following substance abuse
policy.
The Agency has implemented a drug testing program in

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

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

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

a policy of non-discrimination and reasonable accommodation
with respect to recovering addicts and alcoholics, and those
having a medical history reflecting treatment for substance abuse
conditions. We encourage employees to seek assistance before
their substance or alcohol use renders them unable to perform
their essential job functions or jeopardizes the health and safety
of themselves and/or others. The Agency will attempt to assist its
employees through referrals to rehabilitation, appropriate leaves
of absence and other measures consistent with the Agency’s
policies and applicable federal, state or local laws.
The Agency further reserves the right to take all appropriate and
lawful actions necessary to enforce this substance abuse policy
including, but not limited to, the inspection of Agency issued
lockers, desks or other suspected areas of concealment, as well as
an employee’s personal property when on Agency premises and
the Agency has reasonable suspicion to believe that the employee
has violated this substance abuse policy.
For more information, please speak to your supervisor, the

Agency Director or the HR Director.
EMPLOYEE SIGNATURE AGREEMENT
By signing off on this handbook, I give confirmation that I have

read, and completely understand, and agree to follow these
HEALTH-PRO guidelines.

See employee file for sign-off sheet.


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HEALTH-PRO HOMECARE

Created: March 1, 2014 EMPLOYEE HANDBOOK

Created: March 1, 2014 EMPLOYEE HANDBOOK

Created: March 1, 2014 EMPLOYEE HANDBOOK

Note: All Revision-2 Changes Throughout This Handbook

Created: March 1, 2014 EMPLOYEE HANDBOOK

In order to maintain a climate where these goals can be

Created: March 1, 2014 EMPLOYEE HANDBOOK

We firmly believe that with direct communication, we can

By signing for this Handbook, I agree to adhere to this Mission

Created: March 1, 2014 EMPLOYEE HANDBOOK

Starting a new job is exciting, but at times can be overwhelming.

As an employee of HEALTH-PRO, the importance of your

By meeting their needs, our clients will continue to come to us for

You are an important part of this process because your work

Created: March 1, 2014 EMPLOYEE HANDBOOK

THE WAY WE WORK

We work as a team and embrace the challenges and assignments

ABOUT THIS HANDBOOK

HEALTH-PRO IS AN AT-WILL EMPLOYER. THIS MEANS THAT REGARDLESS OF

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

Where this Handbook refers to the current benefit plans

EQUAL EMPLOYMENT OPPORTUNITY

Our Agency is committed to equal employment opportunity. We

Created: March 1, 2014 EMPLOYEE HANDBOOK

LIFE THREATENING ILLNESSES

Employees occasionally develop serious or life-threatening

An employee’s medical information is confidential. Disclosure of

Employees with questions or concerns about life threatening

We prohibit harassment of one employee by another employee,

Created: March 1, 2014 EMPLOYEE HANDBOOK

Any employee who feels that she/he is a victim of such

The Agency will investigate all such reports as confidentially as

Sexual harassment is against Agency policy and is unlawful under

We firmly prohibit sexual harassment of any employee by another

Sexual harassment of an employee will not be tolerated.

Created: March 1, 2014 EMPLOYEE HANDBOOK

Any employee who feels that she/he is a victim of sexual

1. Any employee, who believes that she/he is a victim of

2. If an employee makes a report to a member of

3. The Agency will investigate every reported incident

4. The Agency will conduct all investigations in a discreet

5. The employee making report and any employee

INTRODUCTORY PERIOD: Full-time and part-time employees are

During this period of time, you will be able to determine if your

FULL-TIME EMPLOYEES regularly work at least a 30-hour

PART-TIME EMPLOYEES work less than 30 hours each week.

Created: March 1, 2014 EMPLOYEE HANDBOOK

In addition to the preceding, employees are also categorized as

NON-EXEMPT EMPLOYEES are entitled to overtime pay as

EXEMPT EMPLOYEES – Pursuant to applicable federal and state

Upon hire, your supervisor will notify you of your employment

DRIVER’S LICENSE/DRIVING RECORD

Although a driver’s license is not mandatory, it is a HEALTH-PRO

Created: March 1, 2014 EMPLOYEE HANDBOOK

You will be informed by your supervisor if there are any licensing,

NEW EMPLOYEE ORIENTATION

Upon joining our Agency, employees will have access to our

The Office Manager, Service Supervisor, Human Resources or the

IMMIGRATION REFORM AND CONTROL ACT

In compliance with the federal immigration Reform and Control

Each new employee, as a condition of employment, must

Created: March 1, 2014 EMPLOYEE HANDBOOK