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