FAIRFAX MEDICAL FACILITIES, INC. d.b.a. Robert Clark Family Health Center Hominy Family Health Center Newkirk Family Health Center EMPLOYEE HANDBOOK Adopted: 6/2015 Revised: 2/2018, 1/2019, 10/2019, 1/21/2020, 04/20/2020, 8/2020, 09/2020, 01/2021 FMFI Employee Handbook - Page 1 of 63 FAIRFAX MEDICAL FACILITIES, INC. TABLE OF CONTENTS WELCOME ................................................................................................................................... 5 Our Mission and Values ......................................................................................................... 5 1. General Personnel Policies .................................................................................................... 6 1.1. Employment at Will ................................................................................................ 6 1.2. Affirmative Action/Equal Opportunity Employment ................................................. 6 1.3. Employment of Community Residents .................................................................. .7 1.4. Conflict of Interest and Nepotism ........................................................................... 7 1.5. Pre-Employment Background Checks .................................................................... 8 1.6. Introductory Period ................................................................................................ 9 1.7. Employment Status Classifications ....................................................................... 10 1.8. Important Dates .................................................................................................... 10 1.9. Confidentiality Relating to Employee Records ..................................................... 11 1.10. Confidentiality Policy Related to Fairfax Medical Facilities, Inc. Users ................. 11 1.11. Policies on Political Activities ............................................................................... 12 1.12. Dress Code .......................................................................................................... 13 1.13. Drug-Free Workplace Policy ................................................................................ 14 1.14. Prohibition On Distributing Medical Marijuana ..................................................... 22 1.15. Tobacco and Vapor-Free Policy .......................................................................... 23 1.16. Unlawful Discrimination and Harassment ............................................................. 23 1.17. Americans with Disabilities Act ............................................................................. 25 1.18. Workplace Violence ............................................................................................. 25 1.19. Weapons Policy ................................................................................................... 26 1.20. Safety Awareness ................................................................................................ 26 1.21. Severe Weather .................................................................................................... 27 1.22 Vehicle Operations .............................................................................................. 27 2. Wage and Salary Administration .......................................................................................... 27 2.1. Working Hours, Overtime and Absences ................................................................... 27 2.2. Compensation and Payroll ........................................................................................ 32 3. Employee Benefits ............................................................................................................... 34 3.1. Health and Life Insurance .......................................................................................... 35 3.2. Retirement or Pension Plan ...................................................................................... 35 FMFI Employee Handbook - Page 2 of 63 FAIRFAX MEDICAL FACILITIES, INC. 3.3. Holidays ..................................................................................................................... 35 3.4. Paid Time Off (PTO) ................................................................................................. .36 3.5. Extended Illness Benefit .............................................................................................. 38 3.6. Education Leave ......................................................................................................... 39 3.7. Bereavement Leave .................................................................................................... 40 3.8. Jury/Witness Duty ....................................................................................................... 40 3.9. Time Off to Vote .......................................................................................................... 41 3.10. Discretionary Leave .................................................................................................... 41 3.11. Family and Medical Leave Act .................................................................................... 42 3.12. Disabilities Act ............................................................................................................. 48 3.13. Military Leave (Active and Reserve Service) .............................................................. 49 3.14. Workers’ Compensation Disability Leave .................................................................... 50 3.15. Social Media Policy ..................................................................................................... 50 4. Disciplinary Action, Grievances, Appeals and Terminations Action ....................................... 52 4.1. Prohibited Conduct/Conflict of Interest ........................................................................ 52 4.2. Disciplinary Action ....................................................................................................... 53 4.3. Grievance .................................................................................................................... 53 4.4. Involuntary Termination .............................................................................................. 54 4.5. Voluntary Termination ................................................................................................ 55 4.6. Exit Interview ............................................................................................................... 55 4.7. Final Pay Check .......................................................................................................... 55 5. Personnel Procedures ........................................................................................................... 55 5.1. Job Reference Inquiries ............................................................................................. 55 5.2. Performance Evaluations ............................................................................................ 55 5.3. Promotion ................................................................................................................... 56 5.4. Transfers/Internal Hires ............................................................................................... 5 6 5.5. Cell Phone Policy ........................................................................................................ 57 5.6. Computer, Email and Internet Usage .......................................................................... 57 5.7. Accountability within the Organization ........................................................................ 59 5.8. Reimbursement and Procurement Procedures ........................................................... 59 5.9. Safety Policy and Emergency Preparedness Procedures ........................................... 59 5.10. Employee Identification Badges .................................................................................. 61 FMFI Employee Handbook - Page 3 of 63 FAIRFAX MEDICAL FACILITIES, INC. 5.11 Labor Law Posters ...................................................................................................... 62 6. Addendum(s) ......................................................................................................................... 63 6.1 Pandemic .................................................................................................................... 63 FMFI Employee Handbook - Page 4 of 63 FAIRFAX MEDICAL FACILITIES, INC. WELCOME Fairfax Medical Facilities, Inc., is pleased that you have joined our staff and hope that you will find your employment with us satisfying and rewarding. OUR MISSION The Mission of FMFI is to meet the needs of our patients with care, compassion, and the highest quality. We will operate in a cost-efficient manner that will appropriately reward our patients with affordable high quality care. This mission will be accomplished with the highest moral and ethical regard for everyone with whom we come in contact, regardless of their ability to pay. We are committed to excellence in patient-centered, accessible, cost-effective and timely primary health care for all. OUR VALUES FMFI shapes and achieves its mission through a commitment to an underlying set of values and beliefs that guide and inform our actions. FMFI has developed this statement to ensure that the values and beliefs