Employee Handbook

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Table of Contents 

Section 1 – Governing Principles of Employment

1-01. Welcome Statement

1-02. Organizational Board

1-03. Equal Employment Opportunity

1-04. Sexual Harassment

1-05. Workplace Violence

1-06. HIPAA

1-07. Boundaries

1-08. Clinic Records

1-09. Accessibility 

 

Section 2 – Operational Policies 

2-01. Employee Classifications 

2-02. Trial Period 

2-03. Your Employment Records 

2-04. Working Hours and Schedule 

2-05. Timekeeping  

2-06. Overtime 

2-07. Travel Time for Non-Exempt Employees 

2-08. Safe Harbor Policy for Exempt Employees 

2-09. Payroll 

2-10. Your Paycheck 

2-11. Direct Deposit 

2-12. Salary Advances 

2-13. Performance Reviews 

2-14. Record Retention 

 

Section 3 – Benefits 

3-01. Benefits Overview 

3-02. Holidays 

3-03. Paid Time Off 

3-04. Continuing Education 

3-05. Lactation Breaks 

3-06. Insurance Programs 

3-07. Retirement Plan 

3-08. Workers’ Compensation 

3-09. Jury Duty Leave 

3-10. Bereavement Leave 

3-11. Voting Leave 

3-12. Bonus Program 

3-13. Extended Illness and Maternity Leave 

 

Section 4 – Leaves of Absence 

4-01. Military Leave 

4-02. Family and Medical Leave 

 

Section 5 – General Standards of Conduct 

5-01. Workplace Conduct 

5-02. Punctuality and Attendance 

5-03. Use of Communication and Computer Systems 

5-04. Use of Social Media 

5-05. Personal and Company-Provided Portable Communication Devices 

5-06. Recording Devices 

5-07. Internal Security Inspections 

5-08. Drug, Alcohol and Tabaco Free Workplace 

5-09. Personal Visits and Telephone Calls 

5-10. Solicitation and Distribution 

5-11. Confidential Company Information 

5-12. Salary Disclosure 

5-13. Conflict of Interest and Business Ethics 

5-14. Copyright Law 

5-15. Use of Facilities, Equipment and Property, Including Intellectual Property 

5-16. Health and Safety 

5-17. Hiring Relatives/Employee Relationships 

5-18. Employee Dress and Personal Appearance 

5-19. Publicity/Statements to the Media 

5-20. Operation of Vehicles 

5-21. Business Expense Reimbursement 

5-22. Inclement Weather 

5-23. Discipline 

5-24. Conduct – Inappropriate Use of Time 

5-25. References 

5-26. If You Must Leave Us 

5-27. A Few Closing Words 

 

 

SECTION 1 – GOVERNING PRINCIPLES OF EMPLOYMENT  

 

1-01. Welcome Statement 

 

Congratulations and welcome to Believe Therapies!  

 

We want to start by introducing you to our company logo, the bumblebee. The bumblebee was chosen to represent our company because of its ability to defy all odds against the laws of aerodynamics. Comparatively our Believe team wants our clients to defy all odds. As a new member of our team, we know that you will service our clients at the level it takes to accomplish this. Our goal at Believe is to have clients that demonstrate optimal function in the daily lives with decreased family stress, resulting in the referral of our services to others.  

 

Our motto is “Therapy That Works,” which is why here you have joined a team of dedicated professionals working to improve our client's health and daily living outcomes.  We work together in a unified fashion, thus the rights and responsibilities of Believe regulations must be known and practiced. In addition to facility wide policies and procedures, each division in our Organizational Board works within its own set of standards and guidelines to coordinate communication throughout the company. 

 

This handbook was designed for you to provide a brief description of the personnel benefits offered by Believe as well as an overview of our personnel policies and procedures. As we continue to grow and evolve as a company, changes to the Employee Handbook are to be expected. Believe employees will be notified and made aware of all handbook changes. 

 

 

We are excited to have you join our Team!  

 

 1-02. Organizational Board 

 

An Organizational Board has been developed which shows the 7 divisions, job titles in the clinics, and the basic function of each post.  It is assumed that anyone posted on this board is responsible for all of the duties underneath, whether they have additional staff under them or not. If they do have staff, those staff report to the person immediately above them on the Organizing Board.  The “command lines” flow vertically up and down.  Those needing approval for projects or reporting compliance to orders, channel their communications through seniors. 

 

The Organizational Board, also known as the “Org Board,” is the basic reference for what a staff member’s duties are.  One refers to the Org Board to determine what the functions and duties are for all staff. 

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1-03. Equal Employment Opportunity  

 

It is the policy of Believe to provide equal opportunity in employment to all employees and applicants for employment. No person shall be discriminated against in employment or advancement because of that individual’s race, religion, color, gender, age, national origin, or disability. 

 

In addition, Believe will not discriminate against any person, employee, or client who may be infected with the Human Immunodeficiency Virus (HIV or related virus). Any refusal to work with or provide services to a disabled co-worker or client is grounds for disciplinary action.  

 

 

1-04. Sexual Harassment  
 

Believe Therapies will not tolerate verbal or physical conduct by any employee, manager, vendor, physician staff, client or visitor which harasses, disrupts, or interferes with another’s work performance or which creates an intimidating, offensive or hostile environment. The procedure for reporting sexual harassment is in the Policy and Procedure Manual under Division I. 

 

 

1-05. Workplace Violence 

 

Believe does not tolerate any type of workplace violence committed by or against any person on Believe Therapies premise. Employees are prohibited from making threats or engaging in violent activities such as causing physical injury to another person. The procedure for identifying and reporting workplace violence is in the Policy and Procedure Manual under Division I. 

 

 

1-06. HIPAA 

 

Believe Therapies, LLC and its employees collect data through a variety of means. Information about client’s financial situations, medical conditions and care that is provided to the company in writing, via email, on the phone (including information left on voicemails), contained in or attached to applications, or directly or indirectly given to Believe Therapies, LLC, is held in strictest confidence. Believe Therapies, LLC does not give out, exchange, barter, rent, sell, lend, or disseminate any information about the clients who apply for or actually receive services that is considered client confidential, is restricted by law, or has been specifically restricted by a signed HIPAA consent form.  

 

Any pictures, stories, letter, correspondence, or thank you notes sent to Believe Therapies, LLC becomes the exclusive property of Believe Therapies, LLC. Believe Therapies, LLC reserves the right to use non-identifying information about our clients for promotional purposes that directly relates to the company’s mission.  

 

 

1-07. Boundaries 

 

It is important for every employee to understand their professional boundaries inside and outside of the workplace. Professional boundaries help us manage ourselves and our emotions when engaging with co-workers and clients in the workplace.  Believe upholds the professional code of ethics outlined by the state of Texas therapy licensing boards and expects compliance by all Believe employees.  

 

1-08. Clinic Records 

 

Clinical records are to be accessed by authorized personnel only. For release of any material not authorized by law, the client’s written consent is required. All personnel will be provided with levels of authority to access the clinical records though the adopted company EMR. All employees are given a username and default password. The password should be changed after the first log on by the individual employee. The new password is not to be shared with anyone to comply with HIPPA regulations. 

 

 

1-09. Accessibility 

 

Our company’s accessibility policy outlines our provisions for individuals with temporary or long-term disabilities. Reasonable accommodation is available to an employee with a disability when the disability affects the performance of job functions. Believe will attempt to reasonably accommodate qualified individuals with a temporary or long-term disability so that they can perform the essential functions of the job, unless doing so would create an undue hardship for the operations of the company.  

 

 

SECTION 2 – OPERATIONAL POLICIES 

 

2-01. Employee Classifications 

 

It is the intent of Believe Therapies to clarify the definitions of employment classifications so that employees understand their employment status and benefits eligibility. These classifications do not guarantee employment for any specified period of time. The right to terminate the employment relationship at will at any time is retained by both the employee and Believe Therapies. 

 

Fair Labor Standards Act Job Classifications 

All employees are designated as either nonexempt or exempt under state and federal wage and hour laws: 

  • Non-exempt employees are employees whose work is covered by the Fair Labor Standards Act (FLSA). They are not exempt from the law’s requirements concerning minimum wage and overtime. 

  • Exempt employees are generally executives, managers, professional, administrative or outside sales staff who are exempt from the minimum wage and overtime provisions of the FLSA. Exempt employees hold jobs that meet the standards and criteria established under the FLSA by the U.S. Department of Labor. 

Company Job Classifications 

Believe Therapies has established the following job status classifications:  

 

  • Regular full-time employees are not in a temporary status and are regularly scheduled to work a minimum of 32 hours on the company’s full-time schedule. They are eligible for the full benefits package. 

  • Regular part-time employees are not in a temporary status and are regularly scheduled to work less than 32 hours on the full-time schedule. These employees are not eligible for company benefits, unless they consistently work at least 18 hours per work week. 

  • Temporary full-time employees are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project and are temporarily scheduled to work the company’s full-time schedule for a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. These employees are not eligible for company benefits. 

  • Temporary part-time employees are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project and are temporarily scheduled to work less than the company’s full-time schedule for a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. These employees are not eligible for company benefits. 

 

 

2-02. New Hire Probationary Period 

 

The purpose of a probationary period is to allow a 90-day time period for the employee and the employer to assess suitability of their role after having training and first-hand experience in the assigned position. While an employee is in their new hire probationary period, they are not eligible to receive bonus pay or use their PTO, however they will continue to accrue PTO during this time. 

 

At the end of 90 days, each employee will be assessed on their performance, in relation to their job description, related statistics and professional roles and responsibilities.  

 

 

2-03. Your Employment Records  

 

Employment records and work history are the property of Believe and will be housed in our electronic payroll system. It is the employee’s responsibility to maintain current and accurate information in the electronic payroll system.  

 

 

2-04. Working Hours and Schedule  

 

Each employee work schedule is defined in their individual employee contract and are agreed upon prior to their initial date of employment. Employee’s individual work schedules are subject to change, based on company needs.  

 

A “work schedule” can be defined as specific ranges of time an employee should be present and productive. It is imperative that each employee adhere to their assigned work schedule to ensure the clinic maintains efficient production.  

 

If any employee wishes to request a work schedule change, the employee must directly notify their direct supervisors based on their position in the Organizational Board.  

 

 

2-05. Timekeeping  

 

All employees are required to enter their time daily. Time will be entered and submitted electronically through the adopted payroll system.  

 

 

2-06. Overtime 

 

According to the Fair Labor Standards Act (FLSA), only non-except employees will receive overtime pay for hours worked over 40 in a work week, at a rate not less than time and a half their regular rate of pay.  

 

Overtime requires prior approval from the employee’s direct supervisor based on their position in the Organizational Board.  

 

2-07. Travel Time for Non-Exempt Employees 

 

Time spent traveling is compensable unless, it is normal home to work commute time, or when travel requires an overnight stay and the time spent travelling falls outside the employee’s normal work hours. Below is an outline of compensable and not compensable travel time for all employees. 

 

Compensable Travel Time 

  • Travel to different worksites during the workday 

  • Travel to a different city, returning the same day 

  • During regular work hours 

  • Driving that is required by Believe 

 

Not Compensable Travel Time 

  • Home-to-work commute 

  • Outside of regular work hours 

 

 

2-08. Safe Harbor Policy for Exempt Employees 

 

Subject to the exceptions listed below, an exempt employee must receive his or her full salary for any workweek in which the employee performs any work, regardless of the numbers of hours or days worked.  Exempt employees do not need to paid for any work week in which they perform no work and will not be paid, unless appropriate accrued paid leave is utilized. If deductions are made from an employee’s predetermined salary because of the employer’s operating requirements, that employee is not paid on a “salary basis.” If the employee is ready, willing, and able to work, deductions may not be made for time when work is not available.   

 

Deductions from pay are permissible when an exempt employee is: 

 

  1. Absent from work for one or more full days of personal reasons, other than sickness or disability; 

  2. Absent from work for one or more full days due to sickness or disability, if the deduction is made in accordance with a bona fide plan, policy or practice of providing compensation for salary lost due to illness; 

  3. In receipt of amounts such as jury or witness fees; or 

  4. On an unpaid disciplinary suspension for one or more full days, imposed in good faith for workplace conduct rule infractions. 

 

Believe is not required to pay employee’s full salary in the initial or final week of employment, for penalties imposed in good faith for infractions of safety rules of major significance, or for weeks in which an exempt employee takes unpaid leave under FMLA. In these circumstances, whether a partial-day or a full-day deduction may be made. Finally, Believe operates under the principles of public accountability, which permit deductions from the pay of an exempt employee for partial-day or full-day absences due to illness, injury, or personal reasons when accrued PTO is not used by an employee because: 

 

  1. Permission for its use has not been sought or has been sought and denied; 

  2. Accrued leave has been exhausted; or 

  3. The employee chooses to use leave without pay, if such leave is available. 

 

If you feel that an improper deduction has been made to your salary, you should immediately report this information in writing to the Human Resources Department. Reports of an improper deduction from wages will be promptly investigated.  If it is determined that an improper deduction has occurred, you will be promptly reimbursed for any improper deduction.   

 

 

2-09. Payroll  

 

The Payroll department is responsible for ensuring the accurate and timely payment of wages to all employees.  Employees are responsible for reporting their time worked and time off within the appropriate timelines as designated by the Payroll Department.  On pay days, employees are responsible for reviewing their checks for accuracy. If an employee finds a discrepancy on their paycheck, they must notify the Payroll Department immediately to rectify the situation in a timely manner.  

 

2-10. Your Paycheck  

 

We believe in rewarding quality and production.  We try to organize our pay agreements with staff accordingly.  Staff members will have pay agreements that make it possible for them to achieve their career and financial goals through their own productivity, as outlined in their individual employee contract. 

 

Paychecks are distributed electronically, through direct deposit, every other Friday, for a total of 26 paychecks per year.    

 

 

2-11. Direct Deposit  

 

All employee pay checks are paid via direct deposit. It is the employee’s responsibility to update and maintain accurate bank account(s) information and employee preferred disbursements.   

 

 

2-12. Salary Advances  

 

We do not have annual raises that increase simply because staff have “put in their time.” Your personal pay agreement will be fully described to you upon hiring.  Bonus rates are based on statistical performance, while salary advances are based on annual performance reviews.  

 

 

2-13. Performance Reviews 

 

The annual performance review process provides a means for discussing, planning, and reviewing the performance of each employee. Performance reviews influence salaries, promotions and transfers and it is critical that supervisors are objective in conducting performance reviews and in assigning overall performance ratings. Annual reviews are conducted and scheduled based on the employees’ position in the organizational board and may include one or a combination of the following individuals:  the direct supervisor, the division manager, and/or the administrator over said division. 

 

2-14. Record Retention 

 

Believe will house all employment records and payroll records within their electronic HR and payroll program for a minimum of 6 years once an employee has separated from the company. Separated employees will continue to have access to these records during this time, provided their information is current, with a personal email, in Believe’s electronic HR and payroll program.  

SECTION 3 – BENEFITS 

 

3-01. Benefits Overview  

 

Full-Time Employee Benefits (contracted at a minimum of 36 hours per week):   

  • Health Insurance  

  • Professional Liability Insurance 

  • Paid Time Off 

  • Bonus Opportunities 

  • Paid Continuing Education 

  • 401k Retirement Plan 

  • Work Computer 

 

Part-Time Employee Benefits (contracted at a minimum of 18 hours per week):   

  • Health Insurance (access only – no company contribution) 

  • Professional Liability Insurance 

  • Paid Time Off 

  • Bonus Opportunities  

  • Paid Continuing Education 

  • 401k Retirement Plan (access only – no company contribution) 

  • Work Computer 

 

 

3-02. Holidays 

 

Believe Therapies will be closed on the following holidays:  New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Friday after Thanksgiving Day, Christmas Eve and Christmas Day. 

 

Holidays that fall on Saturday will be observed on the prior Friday. Holidays that fall on Sunday will be observed on the following Monday.  

 

Part time employees are not eligible for holiday compensation. Full time employees will receive holiday compensation for only those holidays that are observed on his/her regularly scheduled workday. Holiday compensation will be paid at a rate equivalent to each employee’s daily scheduled rate of pay.  

 

If the employee wishes to observe a religious holiday which is not included in Believe’s observed holidays he/she may do so with prior notice to their direct supervisor (based on the Organizational Board), provided the absence will not cause undue hardship on Believe to conduct business. The employee may use accumulated day(s) of PTO.  

 

3-03. Paid Time Off (PTO)  

  

DEFINITION:  Paid Time Off (PTO) is to provide employees with flexible paid time off work that can be used for such needs as vacation, personal, or family illness, doctor appointment, school, volunteerism, and other activities of the employee’s choice.   

 

PURPOSE:  Paid Time Off (PTO) is to provide employees with flexible paid time off work that can be used for such needs as vacation, personal, or family illness, doctor appointment, school, volunteerism, and other activities of the employee’s choice.  The company’s goal is to reduce unscheduled absences and ensure our client’s uninterrupted care.  

 

 

HOW DO I ACCURE PTO? 

  • All eligible employees begin accruing PTO on the first date of employment.  

  • The amount of PTO received is determined by the length of service with Believe and weekly hours scheduled. Accruals are awarded monthly, on the first day of each month, and can be reviewed in each employee’s Paylocity account. 

 

  • Full-Time PTO will be accrued as follows:  

 

LENGTH OF SERVICE              HOURS PER YEAR                    HOURS AWARDED MONTHLY 

 

New Hire                                   The equivalent of 3 weeks of     The equivalent of 3 weeks of

                                                  scheduled hours                        scheduled hours divided by 12 months 

 

5 Years of Employment            The equivalent of 4 weeks of      The equivalent of 4 weeks of

                                                 scheduled hours                         scheduled hours divided by 12 months 

10 Years of Employment          The equivalent of 5 weeks of      The equivalent of 5 weeks of

                                                 scheduled hours                         scheduled hours divided by 12 months 

 

  • Part-Time PTO will be accrued as follows: 

 

LENGTH OF SERVICE              HOURS PER YEAR                     HOURS AWARDED MONTHLY 

 

New Hire                                  The equivalent of 1.5 weeks of    The equivalent of 1.5 weeks of

                                                 scheduled hours                          scheduled hours divided by 12 months 

 

5 Years of Employment            The equivalent of 2 weeks of       The equivalent of 2 weeks of

                                                 scheduled hours                          scheduled hours divided by 12 months

 

10 Years of Employment          The equivalent of 2.5 weeks of     The equivalent of 2.5 weeks of                                                                   scheduled hours                           scheduled hours divided by 12 months 

 

  • See Section 4 – Leaves of Absence for how extended leaves effect PTO accrual.  

 

WHO IS ELIGIBLE TO USE PTO?  

  • All employees must be employed a minimum of three (3) months from hire date. 

  • Each Employee is responsible for managing the use of their PTO to plan for future emergencies in order to avoid unexcused absences or time off without pay.  

 

GUIDELINES FOR PTO USE:  

  • PTO requests must be submitted two (2) weeks in advance. 

  • An employee cannot submit for PTO if it has not yet been accrued and is showing as “Available” in Paylocity. PTO requests must be submitted two (2) weeks in advance and must be available in Paylocity at the time of submission, PTO requests made without enough time accrued AT THE TIME OF THE REQUEST will be denied.  

  • ILLNESS OR INJURY EXCEPTION:   

    • ​In the event of an injury or illness to self or immediate family members (spouse, children, or parent), employee will notify their manager immediately and employee’s direct supervisor/manager will determine if PTO is used, or if hours will be made-up outside the employee’s regularly scheduled work hours, but within the month of occurrence. This decision will be made in the best interest of the company.

    • If the above occurs before the start of the workday, the employee must notify their manager at least two (2) hours prior to their scheduled start time. A physician’s note will be required with an illness of two (2) or more consecutive days or at any time there is suspected abuse of the PTO policy.  

 

HOW DO I REQUEST PTO?   

  • All PTO requests must be submitted in writing, through the Paylocity system.  

  • Upon submission for PTO, each employee will be required to reflect the following:

    1. Identify your current responsibilities. How will you maintain target statistics? ​

    2. Purpose solutions for how you will arrange for coverage for your responsibilities.  

 

HOW IS PTO APPROVED?  

  • In all instances, the needs of Believe will be a prime consideration in the decision to grant or deny any request for PTO. Consideration will be given to the employee’s reason for requesting time off and his/her length of service.  

 

WHAT HAPPENS IF I DON’T USE ALL MY PTO IN THE YEAR IT WAS ACCRUED? 

  • Each employee has the option to carry over the number of hours equivalent to one week’s worth of scheduled time (e.g. If you work a 40-hour work week, you can carry over 40 hours of PTO).  

 

OVERLAPPING PTO REQUESTS: 

  • No more than one employee per department will be approved for the same day off, unless approved by the division manager.  

  • When more than one employee from the same department requests off at the same time, the following guidelines will be used to grant PTO requests:  

    • ​Date of submission 

    • Reason for request 

    • Manager’s Discretion  

 

WHAT HAPPENS TO MY PTO WHEN I RESIGN? 

  • No PTO can be taken in the final four (4) weeks of employment, even if already approved.  

  • PTO will not be paid for any PTO hours accumulated, but not used, once employee resigns, retires, or otherwise separates from the company.  

 

 

3-04. Continuing Education 

 

Believe is committed to developing and maintaining an educated and highly skilled work force to serve our clients. Up to $500.00 of approved expenses will be reimbursed to each full-time employee, and up to $250.00 of approved expenses for each part-time employee (consistently working a minimum of 18 hours per week), based on the following criteria:  

 

  • Employee has completed at least 1 year of employment with Believe Therapies 

  • CEU course has been approved by division manager prior to the employee enrolling and completing the course.  

  • Believe will not pay for a missed day of work if the continuing education workshop is held on a regular workday. Accrued PTO may be used, if available.  

  • The employee will pay for the course and upon completion of the course must submit reimbursement through the current electronic payroll system along with the certificate of completion.  

  • The maximum of $500.00 reimbursement will be paid as follows:  

  • Cost of approved continuing education course 

  • Meals  

  • Mileage  

 

 

3-05. Lactation Breaks  

 

Believe is a strong proponent of nursing and is willing to make accommodations for employees who are nursing mothers. All employees who return to work while still nursing should speak to their direct supervisor (in relation to the Organizational Board) to arrange such breaks within their work schedule.  

 

 

3-06. Insurance Programs  

 

Full-time and part-time (consistently working a minimum of 18 hours per week) employees are eligible to participate in Health Insurance Program. Believe is responsible for 50% of the employee-only premium for full-time employees only.  

 

For new employees:  The employee can enroll at the first of the month, after 60 days of employment. Examples are as follows:   

  • If the date of employment is October 1, then the employee is eligible to enroll in medical insurance December 1.  

  • If the employee begins employment October 2, then the employee is eligible to enroll for medical benefits January 1.  

 

If the employee declines health benefits at initial enrollment, then the employee must wait until yearly, open enrollment or have a qualifying “life event.” See the Human Resources representative for further clarification on both issues.  

 

3-07. Retirement Plan – 401k 

 

Full-time employees, who have been employed with Believe Therapies for at least 1 year will be eligible to participate in Believe Therapies retirement plan, with employer matching contributions. Enrollment periods are 2 times per year (January 1st and July 1st). An employee must complete the full 12 months of employment before enrollment date to be eligible.  

 

Part-time employees (consistently working a minimum of 18 hours per week), who have been employed with Believe Therapies for at least 1 year will be eligible to participate in Believe Therapies retirement plan, however there will be no employer matching contributions.  

 

Believe Therapies retirement plan is subject to change at any time. Plan details can be found through the chosen financial services firm.  

 

 

3-08. Workers’ Compensation  

 

The state of Texas does not require employers to provide workers’ compensation coverage. Therefore, Believe Therapies does not provide workers’ compensation benefits at this time.  

 

 

3-09. Jury Duty Leave 

 

Should an employee be summoned for jury duty, the employee may choose to utilize available PTO or take time off without pay. The employee must:  

  1. Present your jury duty summons to the division manager prior to the scheduled jury date.  

  2. Submit for time off, either time off without pay or PTO, prior to the date of the jury summons for approval.  

  3. Follow up with appropriate jurisdiction prior to the date of the jury summons to ensure court will be held and a cancellation has not taken place.  

 

 

3-10. Bereavement Leave  

 

Full-time employees are eligible for up to 3 days of paid leave due to the death of an immediate family member.  Immediate family members include spouse, sibling, parent, child, grandparents, and any other family member residing in the employee’s household.  

 
If leave extends beyond 3 days, the employee has the will use accrued PTO.  If employee does not have PTO to cover the extended time off, time off without pay will be utilized.  

  

 

3-11. Voting Leave  

 

All employees are encouraged to use their time before/after work or during lunch to participate in voting. If this cannot be arranged, PTO can be granted with proper PTO submission. Early voting is highly encouraged.  

 

3-12. Bonus Program 

 

The bonus program has been established to reward all Believe staff for compliance, team efforts and hard work. It is a plan which establishes the amount of bonus a person may earn and what conditions must be met to receive such based on increased production, increased sales, and increased company income.  

 

Each employee will have a unique bonus structure based on their specific job responsibilities, tasks, statistics, and work schedule. No two bonus programs are the same. All eligible staff will only be bonused on their specific parameters within the clinic(s) they are assigned to. 

 

 

3-13. Extended Illness and Maternity Leave  

 

Believe does not currently offer additional compensation outside accrued PTO for extended illness or maternity leave. See section 4-2. Family and Medical Leave for specific information related to the Family Medical Leave Act. 

SECTION 4 – LEAVES OF ABSENCE 

 

4-01. Military Leave 

 

Leave may be granted to an employee who is inducted into or enlisted in the Armed Forces, or who performs active duty while a member of a Reserve Component. Official military orders should accompany such requests.  

 

 
4-02. Family and Medical Leave 

 

Under the Family Medical Leave Act (FMLA) of 1993, you may be entitled to take up to 12-weeks of unpaid, job-protected leave for a qualifying reason. In addition to having a qualifying reason, you must also meet the following eligibility criteria to take FMLA leave. If eligible, you may take up to 12 weeks of FMLA leave (26 weeks for military caregiver leave) during a “rolling” 12-month period. Your 12-weeks will begin on the date that your Family and Medical Leave begins and will exclude weekends and holidays. 

 

Refer to Believe Therapies FMLA Policy regarding the use of PTO, PTO accruals, health insurance premiums, etc. during FMLA leave.  

 

Absence Control Policy:  Subject to other restrictions, limitations and earlier terminations as applicable in particular circumstances, employees who have remained on inactive employee leave status for any reason shall be automatically removed from the employee roster of the company after twelve (12) weeks of continuous, inactive status as an employee of the company (exclusive of any statutorily protective leave).  

 

SECTION 5 – GENERAL STANDARDS OF CONDUCT  

 

5-01. Workplace Conduct / Acceptable Behavior 

 

It is not necessary or even possible to tell one how to “behave.” Common sense and personal responsibility will normally guide one to appropriate behavior.  However, the following behavior will be subject to discipline, or in the case of crimes or continued non-compliance, dismissal.   

 

  • Not treating clients appropriately: this could include things such as simply not showing up, or being late for an appointment, rude behavior, saying things that are inappropriate to clients regarding the practice or your personal life. 

  • Excessive absenteeism and or tardiness. 

  • Disruptive behavior such as belligerence, violence, arguing or being disrespectful with supervisors and other staff. 

  • Inappropriate dealings with our referral sources: off-the-wall comments, arguing with prescriptions, second guessing diagnosis, and not fully resolving the situation with both the patient and the referral source.   

  • Continuation of low productivity, below the established goals set for that position. 

  • Theft or other felonies.  There is to be no pilfering of office materials or supplies for personal use.  There also should be no use of the office premises or facilities by staff personally without prior permission.  This includes the use of clinic treatment equipment and modalities, laundry equipment, company materials/equipment (computers, office supplies, printing, paper, ink) to create personal materials, personal phone calls, and non-business use of company internet and e-mail services and any other property of Believe Therapies.  

  • Falsifying records and reports 

  • Negative Communication i.e. talking about the company’s management or other staff in a demeaning manner or spreading false and damaging reports about them.  If there is a problem with someone, the appropriate action is to take it up with that person.  [Failing satisfaction, bring it to the attention of the person’s direct supervisor (based on the Organizational Board) or Compliance Officer who is responsible for staff ethics within 24 hours of the incident in question.]  

  • Continuation of non-compliance to vital orders, defiance, and negativity. 

  • Shabby personal appearance or hygiene that has not been corrected. 

  • ANY activities that have the intended goal or product of damaging or destroying the clinic. 

 

  

5-02. Punctuality and Attendance  

 

Attendance and punctuality are important factors for your success with the company and to the successful operation of your team. All employees work as a team, and this requires that each person be in the right place at the right time. Employees are required to report to work on time and work the hours normally scheduled for their position.  

 

To ensure compliance, supervisors are required to monitor the attendance of their staff. Supervisors will keep accurate records and document conversations with employees concerning attendance and punctuality.  

 

 

Tardiness - an employee is considered tardy when he/she fails to report for duty at the time scheduled and/or fails to return duty promptly at any point during their normal schedule.  

Under our current attendance policy, there are two forms of absences.  

 

  1. Excused Absence – Acceptable scheduled or unscheduled time off work that occurs when the employees is not present during a normally scheduled work period. 

    • ​Scheduled – Time that has been requested by the employee and approved in advance by a supervisor or manager ​​

    • Unscheduled – Time the employee requests off that is due to illness or injury of the employee or their immediate family (spouse, children or parents).  

 

Employees are expected to notify their supervisor as soon as possible of their absence from work, and under no circumstances any later than two (2) hours before their scheduled starting time each day they are going to be absent from or late to work. Employees unable to call in themselves because of an illness, emergency, or for some other reason, are to have someone call on their behalf. In the event of a medical-related absence, the employee may be required to submit a doctor’s statement to his/her supervisor.  

 

   2. Unexcused Absence – absence that was not pre-scheduled and approved by the employee’s 

   supervisor/manager.  

In the instance of an absence, the employee’s direct supervisor/manager will determine if PTO is used, or if hours will be made-up outside the employee’s regularly scheduled work hours, but within the month of occurrence. This decision will be made in the best interest of the company. 

The company considers two (2) consecutive days of unreported absence by an employee to be equivalent to job abandonment and a voluntary resignation from the company in this case, the effective date of termination is the last day that the employee reported to work.  

 

Employees who have a poor attendance record or excessive tardiness, may be subject to disciplinary action, up to and including time off without pay, schedule change, or termination of employment. Extenuating circumstances affecting punctuality in attendance will be considered by management on an individual basis.  

 

An employee who is denied permission to take a day off and proceeds to be absent may be terminated for insubordination.  

 

 

5-03. Use of Communication and Computer Systems  

  

All staff members (including interns, affiliates, and consultants) are limited to the use of Believes equipment, discs and software in order to prevent contamination by outside viruses. Believe’s discs, software and computers may not be taken home for personal or business use without authorization. Staff may not bring unauthorized equipment, discs or software into the Believe facility.  

 

5-04. Use of Social Media 

 

Refrain from using social media while on work time or on equipment provided by Believe Therapies, unless it is work related, as authorized by Believe. Do not use Believe Therapies email addresses to register on social media networks, blogs, or other online tools utilized for personal use.  

 

Believe Therapies has appointed Division 7 (PR & Marketing) to manage all website and social media accounts and content.  

 

As an employee, you can contribute to our social media presents in the following ways:  

  • Contribute content for social media posts to Division 7 for proofing & approval  

  • Disclose your employment and position with Believe Therapies on your personal social media pages 

  • Participate in opportunities to like, share, comment and repost  

 

Please remember the internet is a public space. Respect the privacy of off-line conversations and when in doubt, communicate with Division 7.  

 

All employees will respect our client’s privacy. Authorization of photographing and videoing can be found in each client’s intake paperwork, located in the attached documents of their chart.  

 

5-05. Personal and Company-Provided Portable Communication Devices 

 

All employees are allowed to bring personal devices to work, however activities such as excessive personal phone calls, playing on cell phone, time on social media, watching movies on personal electronic items or web surfing are prohibited during scheduled work hours. 

 

Such personal devices should remain at the desk of the employee or should be concealed in treatment areas or any time the employee is in direct contact with clients or client’s family.    

 

 

5-06. Recording Devices 

 

Recordings may be necessary from time to time for a variety of purposes, however all employees need to remember such recordings are the property of Believe Therapies and fall under all HIPAA policies.  

 

The recording of conversations with co-workers or clients with malicious intent, unrelated to evaluation or treatment of a client, is not allowed. An employee who violates this policy is subject to discipline, including termination.  

 

 

5-07. Internal Security Inspections 

 

Believe bears no responsibility for personal items brought to the facility. It is the employee’s responsibility to secure all personal valuables, Believe’s property and confidential materials.  

 

 

5-08 Drug, Alcohol and Tabaco Free Workplace 

 

In compliance with the Drug-Free Workplace Act of 1988, Believe Therapies has a long-standing commitment to provide a safe, quality oriented, and productive work environment. Alcohol and drug abuse pose a threat to the health and safety of Believe employees and to the security of the company’s equipment and facilities. For these reasons, Believe is committed to the elimination of drug and alcohol use and abuse in the workplace. Believe is a non-smoking, tobacco-free facility. Alcohol and tobacco products are not allowed on company premises. Any employee participating in treatment of a client will not consume alcohol before treating or interacting with clients. 

 

  

5-09. Personal Visits and Telephone Calls  

 

Employees expecting a visitor at Believe should inform the front desk before their expected arrival. All visitors are asked to enter at the main entrance and check in at the front office. The front office will then contact the employee with their guest arrives. Guest must always be escorted by the employee.  

 

 

5-10. Solicitation and Distribution  

 

Solicitation is not prohibited by Believe Therapies; however, each employee should first obtain approval from their direct supervisor, according to the Organizational Board, prior to the event. At any point if it is deemed that the solicitation interferes with the employee’s daily tasks, it will be discontinued immediately.  

 

 

5-11. Confidential Company Information 

 

Due to the nature of Believe’s business, confidentiality is necessary in matters regarding proprietary, personnel, trainees, and client information. Employees handling confidential information are responsible for its security and must exercise extreme care to ensure its safety. All employment records are the property of Believe and can only be released by the Human Resources Department or designee. All personnel issues, including employment verification and letters of recommendation, are to go through the Human Resources Department. Any breach of confidentiality of information concerning clients, trainees, or personnel issues, salary disclosure by unauthorized staff, or falsification of records is grounds for immediate termination.  

 

 

5-12. Salary Disclosure  

 

Your salary is your personal employment information. It is unprofessional to share and discuss salary, raise, bonus or any other income information with co-workers. If a fellow employee requests this information from you, you are not required to divulge this information.  

 

 

5-13. Conflict of Interest and Business Ethics 

 

Personal or side business are to be conducted outside of paid work time and should not interfere with your daily job responsibilities or superseded duties.  

 

 

 

5-14. Copyright Law 

 

No employee of Believe Therapies may reproduce any copyrighted work in print, video, or digital form in violation of the law.  

 

 

5-15. Use of Facilities, Equipment and Property, Including Intellectual Property 

 

There is to be no pilfering of office materials or supplies for personal use. There also should be no use of the office premises or facilities by staff personally without prior permission. This includes the use of clinic treatment equipment and modalities, laundry equipment, company materials/equipment (computers, office supplies, printing, paper, ink) to create personal materials, personal phone calls, and non-business use of company internet and e-mail services and any other property of Believe Therapies. 

 

 

5-16. Health and Safety  

 

INFECTION CONTROL 

It is the employee’s responsibility to seek medical care for any illness or infectious disease. It is essential that diagnosed infectious diseases by reported to the administrator, for the purpose of infection control. Among staff, trainees, and clients, medical information will be kept strictly confidential. All employees are urged to use standard precautions when confronted with any emergency situation.  

 

FACILITY CLEANLINESS 

Believe is very proud of our facility and our staff. Everyone must all take responsibility to keep all areas clean and tidy and maintain a personal appearance appropriate to our positions. Please make a sincere effort to prevent spills and stains in the buildings by exercising care when transporting food and beverages. If something must be carried from a designated food area, avoid filling it to a level which allows spillage or cover appropriate. If something is spilled, please clean it up.  

 

STAFF TRAINING RELATED TO DISASTER PREPAREDNESS 

The facility strives to provide the highest quality of care, in the safest environment possible. For this reason, annual in-service attendance will be required to inform and educate staff, trainees, and clients on emergency preparedness.  

 

INCIDENT REPORTS 

All observed safety and health violations and any accidents resulting in injuries to employees or trainees and clients must be reported in writing within 24 hours to the employee’s immediate supervisor, per the Organizational Board. Incident report forms may be obtained from the Master Binder, located in the front office of each clinic.   

 

 

5-17. Hiring Relatives/Employee Relationships  

 

Believe Therapies does not prohibit the hiring of relatives. Believe Therapies does not prohibit relationships, intimate or otherwise, between employees, as long as professionalism is maintained in the workplace and relationships does not interfere with job duties.  

 

5-18. Employee Dress and Personal Appearance 

 

The personal appearance of a staff member, student or volunteer greatly effects the overall image of the company. The dress code for all employees is solid-colored scrubs and tennis shoes (or other appropriate closed toe shoes) that are clean, without holes, and are professional.  

  

The following are areas of importance when considering our personal appearance in relation to our clients, their families and any person we come in contact with during the day as a representative of this company: 

 

  • In matters of recruitment, public relations or marketing appropriate attire is encouraged.   

  • It is imperative that excellent personal hygiene be used at all times (including good oral hygiene and the use of deodorant, as needed.) 

  • Hair must be kept neat and clean at all times.  Time and thought should be given to appropriate hairstyle to keep hair out of the eyes and off the face during work hours.  The supervisor may request that hair be pulled back or tied back away from the face. 

  • Hands are to be washed between each client treatment and nails should be clean and be an appropriate length for clinical staff. 

 

5-19. Publicity/Statements to the Media 

 

Employees should not speak to the media on Believe Therapies behalf without contacting the HR representative. All media inquiries should be directed to the Human Resources Department.  

 

 

5-20. Operation of Vehicles 

 

Currently Believe Therapies does not have company owned vehicles.  

 

 

5-21. Business Expense Reimbursement 

 

Believe Therapies conducts monthly ordering for all necessary supplies and materials. Employees that chose to personally purchase materials or supplies will not be reimbursed by Believe Therapies. This includes the use of personal therapy materials on Believe Therapies property. See section 5-7. Internal Security Inspections for additional information on use of personal property.  

 

 

5-22. Inclement Weather 

 

Believe recognizes the fact that inclement weather and other emergencies can affect the company’s ability to open for business and the employee’s ability to get to work. The safety of our employees is paramount in any emergency.  

 

In the event of company closure, employees will be notified by the supervisor at the earliest possible time. The company will remain closed for the briefest period of time possible. During the time when the company is closed, full time employees will be required to use any accrued PTO. If PTO is not available, or has not been granted or accrued, the employee will have time off without pay. Part time employees will not receive financial compensation, as they will not have accrued PTO.  

 

If the company is open, and inclement weather prevents an employee from traveling to work, the employee will be required to use PTO.  

 

 

5-23. Discipline/Corrective Action 

 

The purpose of this policy is to state Believe Therapies’ position on administering effective discipline for unsatisfactory conduct in the workplace. The major purpose of any disciplinary action is to correct the problem, prevent recurrence and prepare the employee for satisfactory service in the future.  

 

Disciplinary action may call for any four steps depending on the severity of the problem and the number of occurrences. There may be circumstances when one or more steps are bypassed.  

 

Once a violation against a company policy has occurred, the following actions will be executed:   

 

1st Violation – VERBAL WARNING 

2nd Violation – WRITTEN WARNING & 90 DAY PROBATION BEGINS 

3rd Violation – FORMAL WRITE UP & STAFF POLICY TRAINING 

4th Violation – ADMINISTRATIVE ACTION - May include, but not limited to unpaid leave, duty                   

                           re-assignment, loss of full-time status, schedule change, or termination. 

 

 

5-24. Conduct – Inappropriate Use of Time 

 

Staff is expected to report any unethical conduct or behavior. Upon employment, all employees are required to adherer to and to uphold the philosophy and goals of the company in a manner which is conductive to the efficient operation of Believe.  

 

Inappropriate Use of Time, also known as Time Theft, is prohibited at Believe Therapies. As all Believe Therapies employees are paid for the time they spend at work, all time should be utilized for the completion of work-related activities.  

 

Time Theft at work occurs when an employee accepts pay from their employer for time they have not actually put into their work. At Believe Therapies, an example of time theft is down time (time that is not utilized during treatment, documentation or to complete specific job duties) that is not utilized appropriately.  

 

Other examples of Time Theft include:  extended lunches, too much socializing/chatting, excessive personal phone calls, unauthorized breaks, napping, checking personal email, online shopping, playing games online, operating another business, and using social media. See policy on Time Theft to reference a list of approved and prohibited activities to engage in during down time.  

 

 

5-25. References 

 

Additional company documents exist and can be referenced by all employees:  

  • Policy and Procedure Manual 

  • Compliance Plan 

  • Your Happy HIPAA Book 😊  

  • Master Binder 

  • Meeting Minutes Binder 

  • Maintenance Binder 

  • MSDS Binder 

 

 

5-26. If You Must Leave Us 

 

Employment with Believe is based on “employment at will.” Either the employee or Believe may terminate employment at any time. Should the employee decide to separate from the company, it is important that the employee inform Believe in advance of intent to leave. This will provide sufficient time to train a replacement, and for completion of any projects or other business.  

 

You must give a 4-week written notice of your intent to separate from Believe Therapies.  

 

In the event of separation of employment, for any reason, any accrued but un-used PTO time will not be paid out by Believe Therapies. Before leaving Believe, the employee will participate in an exit interview, and return all Believe’s property (keys, computer, materials, supplies, etc.) to the division manager. All required clinical and HR documentation must be completed before final paycheck is issued.  

 

 

5-27. A Few Closing Words 

 

Believe Therapies thanks you for taking the time to thoroughly read our handbook. We expect everyone to abide and follow the policies as set forth and described. However, all employees are encouraged to bring forward their suggestions and ideas that will make Believe a better place to work and improve our services to our clients. When you see an opportunity for improvement, please bring it to the attention of our immediate supervisor, per the Organizational Board.   

 

 

Sincerely,  

 

 

 

The Executive Team 

 
 
 
 
 

Believe Therapies

100 Medical Center Parkway Suite 100

Huntsville, TX 77340

phone: 936.293.8800

email: info@believetherapies.com

fax: 936.715.3721

Hours

Monday - Friday

8:00AM - 7:00PM

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Believe Therapies

2305 Longmire Dr Suite 300

College Station, TX 77845

phone: 936.293.8800

email: info@believetherapies.com

fax: 936.715.3721

Hours

Monday - Friday

8:00AM - 7:00PM