Employee File
An employee file is maintained for every employee. In addition, there is a separate confidential medical file retained separately from the personnel file. Generally, only the employee, the Director of Patient Services (DPS) and the Human Resources (HR) Manager have access to this file.
It is vital that we keep information about employees up-to-date. Please notify the HR Manager of any changes in:
- ~ Name
- ~ Address
- ~ Telephone numbers and E-Mail addresses
- ~ Whom to notify in case of accident
- ~ Dependents
- ~ Insurance beneficiary
- ~ Military status
- ~ Legal name (if changed by marriage or otherwise)
Employee Classification
1. A full-time or regular employee is one who is specifically scheduled to work at 35 hours per week.
2. A part-time employee is one who is scheduled to work less than 35 hours per week. Work hours may fluctuate if staff members are asked to cover for other employees or to insure proper care of all patients.
3. Exempt employees are those who hold executive, managerial, administrative, and professional jobs. Any employee who holds a position that meets certain tests established by the Fair Labor Standards Act will be exempt from overtime pay.
4. Nonexempt employees are those whose job positions do not meet the tests for exempt employees under the Fair Labor Standards Act. Effective January 1, 2015, employees will be paid at the rate of one-and-one-half times the regular rate for any time worked over 40 hours in one given week.
5. All caregivers (Home Health Aides) are classified “per diem” employees unless otherwise specified.
6. On occasion, the HR Manager makes other employment arrangements as needed.
Performance Evaluations
The first three (3) months of employment will be an introductory/probationary period. At the end of three (3) months, performance will be reviewed, and if proved satisfactory, employees will continue their employment with SARA Companion Home Care Services. If performance is deemed unsatisfactory, the determination will be made by the DPS to extend the probationary period for an additional three (3) months if applicable or terminate the employee.
The Agency shall conduct routine and documented performance evaluations of all PCAs and HHAs to:
- ~ Verify adherence to assigned duties
- ~ Ensure tasks performed align with aide credentials
- ~ Confirm compliance with the RN-developed Plan of Care
- ~ Identify training needs, corrective actions, or disciplinary measures
- ~ Performance evaluations are a condition of continued employment.
Performance evaluations shall be conducted:
- ~ At completion of orientation
- ~ At 90 days of employment
- ~ Semi-annually thereafter (generally every 6 months)
- ~ When a scope-of-practice concern is identified
- ~ Following a patient complaint, incident, or DOH inquiry
Attendance
Tardiness
Tardiness or failing to report to work as scheduled can be problematic for the clients. If an employee is sick or is going to be late, he /she must call the office directly during office hours of Mon-Fri, 9am- 5pm at 516-837-3388; after office hours, call 516-837-3388 and select option 2. Please, do NOT contact the client. The Staffing Coordinator will contact the client directly.
Note the following:
- ~ We will contact the client.
- ~ You will be responsible to fulfil the entire shift.
- ~ If upon arrival your client does not respond to the door or buzzer, please call the office immediately. You should never leave without first speaking with the Staffing Coordinator or Nursing Staff.
Frequent tardiness (15 minutes or more past the scheduled start time) is not acceptable and can result in disciplinary action, up to and including termination.
Absences and Sick days
If you are sick, it is imperative that you call the office directly. If you need to get in touch with the on-call Staffing Coordinator after hours, call 516-837-3388 and select option 2. This is for emergencies and sick calls only.
It is also mandatory for you to speak to the on-call Staffing Coordinator. Do not leave a message or a text as doing so will constitute a no call or no show and disciplinary action will be taken.
1. Absence must be reported to the office ASAP – 24 hours in advance, if possible; eight (8) hours in case of sudden illness.
2. Do not obligate yourself to a visit or shift if there is a possibility you cannot show.
3. Late cancellations or no shows will result in disciplinary action, up to and including termination.
4. If an employee is out sick for three (3) or more consecutive days, a doctor’s note must be provided.
5. An employee must provide an indication of when he/she will be able to work.
6. Employees will not be paid for time not worked with the exception of approved and documented leave time. Refer to the Benefits Section of this handbook.
Overtime
Caregivers will not be scheduled with an unlimited amount of overtime. Your schedules must be kept at no more than 40 hours per pay week. The pay week is Saturday to Friday. From time to time, there may be certain schedules that would allow for overtime; and if that is the case, the staffing coordinator will address that with you accordingly.
The coordinators will continue to schedule you based on your availability and the needs of our clients.
Please note the following guidelines:
- Any changes to your schedule must be addressed with a staffing coordinator (including days off, change in hours, switching days, etc.). You are not to discuss your schedules/availability with your clients and/or their family members.
- You are not to discuss your pay rate or financial situations with the clients and/or their family members.
- If you are asked to stay beyond your scheduled time or to arrive earlier than your scheduled time, it is your responsibility to contact the staffing coordinator to get authorization to work any additional hours.
On Call
The after-hours on-call phone is to be used for staffing emergencies only when the office is closed. This includes any changes in your client’s condition, hospitalization, death, if you are going to be late for your assignment, you cannot make it to your assignment, a client/family member is cancelling or requesting additional services, etc.). All other issues should be addressed during office business hours of Mon – Fri, 9am – 5pm.
It is important that you adhere to the above guidelines. Failure to do so will result in disciplinary action and possible removal from your assignments. If you need clarification or have any questions regarding overtime or the on call, we encourage you to call the office.
Cancellation Policy
- A. We will allow one (1) cancellation within a three (3) month period during the first three (3) months of employment.
- B. Two (2) cancellations occurring within a three (3) month period will result in disciplinary action that may lead up to termination.
- C. Three (3) cancellations within a three (3) month period will result in the employee being placed on a ninety (90) day probation and may result in disciplinary action that may lead up to termination.
- D. Refusals to work will be documented in the employee’s file.
- E. SARA Companion Home Care Services needs reliable caregivers. Excessive refusals will result in fewer calls for work.
Inclement Weather
SARA Companion Home Care Services provides primary care. Therefore, we are always open. Every effort must be made to safely report to your assignments. In the event that you are unable to make it to your assignment, you must follow call out procedures outlined in the Cancellation policy in this handbook.
Employment of Relatives
SARA Companion Home Care Services permits members of the same family to work at the agency. SARA Companion Home Care Services will not, however, consider or accept employment applications from individuals whose employment would result in a supervisor/ subordinate relationship or in a possible conflict of interest.
Relatives are defined as: parent, spouse, child, sibling, grandparent, grandchild, aunt, uncle, cousin, in- law or step relative, or any person with whom the employee has a close personal relationship such as a domestic partner, romantic partner, or co-habitant.
Identification badge
One identification badge will be issued by the Personnel Office to each new employee at no charge. This badge must be worn at all patient visits. If lost or misplaced, a charge of $10.00 will be made for its replacement. Upon termination, your identification badge must be returned to the Personnel Office in order to receive your final paycheck.