EMPLOYEE HANDBOOK
REVISED: March 2008
TABLE OF CONTENTS
POLICY
PAGE
SECTION 1 INTRODUCTION
1.11
Stating the Purpose of This Handbook ...................................1
1.12
Guidelines Concerning Employment Matters..........................1
1.13
Equal Employment Opportunity ..............................................1
SECTION 2 EMPLOYMENT
2.11
Orientation Program................................................................4
2.12
Orientation Period ...................................................................4
2.13
Employee Classification & Work Schedule Definitions ...........4
2.14
Personal/Status Changes .......................................................5
2.15
Personnel Files .......................................................................5
2.16
Re-Employment ......................................................................6
2.17
Employment of Relatives – Avoiding Nepotism ......................6
2.18
Promotions & Transfers ..........................................................6
SECTION 3 COMPENSATION AND BENEFITS
3.11
Performance Evaluation..........................................................7
3.12
Rates of Compensation ..........................................................7
3.13
Overtime .................................................................................7
3.14
Pay Period ..............................................................................8
3.15
Time Records .........................................................................8
3.16
Lunch Break............................................................................8
3.17
Stormy Days ...........................................................................9
3.18
Holidays .................................................................................9
3.19
Paid Time Off (PTO) / Earned Time (ET) ...............................9
3.20
Employee Benefits Programs .................................................11
3.21
Health Insurance.....................................................................11
3.22
Life Insurance .........................................................................12
3.23
Retirement Plan ......................................................................12
3.24
Health Insurance Continuation Coverage ...............................12
3.25
Workshops, Seminars and Professional Conferences ............14
SECTION 4 LEAVES OF ABSENCE
4.11
Maine Family Medical Leave ..................................................15
4.12
Leaves for Victims of Violence................................................15
4.13
Bereavement Leave................................................................16
4.14
Absences Due to Illness .........................................................16
4.15
Absences Due to Personal Business ......................................16
4.16
Military Leave..........................................................................16
4.17
Leaves of Absence for Non-Family Medical Reasons ............17
SECTION 5 EMPLOYEE HEALTH & SAFETY
5.11
Safety and Health ...................................................................18
5.12
"Cleared to Work" Statement ..................................................18
5.13
Worker's Compensation Insurance .........................................19
TABLE OF CONTENTS
POLICY
5.14
5.15
5.16
5.17
5.18
5.19
PAGE
Reporting Patient/Visitor Injuries.............................................19
Fire Protection ........................................................................19
Security Concerns ..................................................................19
General Smoke-Free Policy Statement...................................19
Drug-Free Workplace..............................................................19
Workplace Violence ................................................................20
SECTION 6 COMMUNICATING
6.11
Payroll Insert Messages and Other General Communications21
6.12
Departmental Meetings...........................................................21
6.13
Solicitation and Distribution Restrictions .................................21
SECTION 7 CONDUCT
7.11
Maintaining Professional Appearance and Personal Hygiene 23
7.12
Protecting Privileged Information and Confidentiality..............23
7.13
Constantly Demonstrating Courtesy and Professionalism ......23
7.14
Always Using Professional Language and Behavior...............23
7.15
Being Consistently Friendly and Helpful on the Telephone.....24
7.16
Refusing Gratuities .................................................................24
7.17
Wearing Name Badges...........................................................24
7.18
Protecting Personal Property ..................................................24
7.19
Conforming with the Maine Health Security Act......................25
7.20
Keeping Current Licensure (State Required) ..........................25
7.21
Keeping Current Registration (CPT Required)........................25
7.22
Defining Standards of Personal Conduct ................................25
7.23
Citing Some Examples of Unacceptable Behaviors................26
7.24
Discipline ................................................................................27
7.25
Electronic and Telephonic Communications ...........................27
7.26
Using the Problem-Solving Procedure ....................................29
SECTION 8 SEPARATING FROM CPT
8.11
Termination of Employment ....................................................30
SECTION 1: INTRODUCTION
1.11
Stating the Purpose of This Handbook
Employees are expected to understand and accept the mission and goals of County Physical Therapy, LLC
(hereafter referred to as “CPT”), be sympathetic with its work, and share in the dedicated efforts of coworkers to
provide quality care. Because CPT is primarily a service institution for the benefit of the area residents, we
hope employees will get a great deal of satisfaction out of doing their job well and helping coworkers fulfill the
purpose of the organization.
To answer some questions about employment at CPT, especially during the orientation period, we have prepared
this handbook. We have tried to anticipate most questions, but employees’ supervisors will help to explain
policies and procedures that are not made clear in this booklet.
This handbook is not a contract, express or implied, guaranteeing employment for any specific duration.
Although we hope that your employment relationship with us will be long term, either employees or CPT may
terminate this relationship at any time, for any reason, with or without cause or notice. Please understand that
no supervisor or representative of CPT other than the President or Vice President has the authority to enter into
any agreement with you for employment for any specified period of time or to make any promises or
commitments contrary to the foregoing. Further, any employment agreement entered into by the President or
Vice President shall not be enforceable unless it is in a formal written agreement signed by the employee and the
President or Vice President.
1.12
Guidelines Concerning Employment Matters
The contents of this Employee Handbook summarize current CPT policies, programs and procedures. Each
employee is expected to be aware that these policies, programs and procedures may be amended at any time, and
that depending upon the particular circumstances of a given situation, the Company’s actions may vary from the
written policy, program or procedure. CPT's management may decide to change or modify policies, benefits
and/or terms of employment without prior notice to employees and point out that all terms and conditions of
employment cannot be set forth in a handbook.
This employment manual is intended to provide general rules and policies for the purpose of developing a better
workplace, fostering good employee/employer relations and establishing a framework for performance
expectations.
1.13
Equal Employment Opportunity
CPT provides equal employment opportunities to all employees and applicants for employment without regard
to race, color, religion, sex, national origin, age, disability, or veteran status in accordance with applicable
federal laws. In addition, CPT complies with applicable state and local laws governing nondiscrimination in
employment in every location in which CPT has facilities. This policy applies to all terms and conditions of
employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer,
leaves of absence, compensation, and training.
CPT has adopted a policy of “zero-tolerance” with respect to unlawful employee harassment. In this
connection, CPT expressly prohibits any form of unlawful employee harassment based on race, color, religion,
sex, national origin, age, disability, veteran status, or status in any group protected by state or local law.
Improper interference with the ability of CPT’s employees to perform their expected job duties is not tolerated.
With respect to sexual harassment, CPT prohibits the following:
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1. Unwelcome sexual advances; requests for sexual favors; and all other verbal or physical conduct of a
sexual or otherwise offensive nature, especially where:
•
Submission to such conduct is made either explicitly or implicitly a term or condition of employment;
•
Submission to or rejection of such conduct is used as the basis for decisions affecting an individual’s
employment; or
•
Such conduct has the purpose of effect of creating an intimidating, hostile, or offensive working
environment.
2. Offensive comments, jokes, innuendoes, and other sexually oriented statements.
Examples of the types of conduct expressly prohibited by this policy include, but are not limited to, the
following:
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Touching, such as rubbing or massaging someone’s neck or shoulders, stroking someone’s hair, or
brushing against another’s body.
Sexually suggesting touching.
Grabbing, groping, kissing, fondling.
Violating someone’s “personal space.”
Whistling.
Lewd, off-color, sexually oriented comments or jokes.
Foul or obscene language.
Leering, staring, stalking.
Suggestive or sexually explicit posters, calendars, photographs, graffiti, cartoons.
Unwanted or offensive letters or poems.
Sitting or gesturing sexually.
Offensive e-mail or voice-mail messages.
Sexually oriented or explicit remarks, including written or oral references to sexual conduct, gossip
regarding one’s sex life, body, sexual activities, deficiencies, and prowess.
Questions about one’s sex life or experiences.
Repeated requests for dates.
Sexual favors in return for employment rewards, or threats if sexual favors are not provided.
Sexual assault or rape.
Any other conduct or behavior deemed inappropriate by CPT.
Complaint Procedure
All employees are responsible for creating an atmosphere free of discrimination and harassment, sexual or
otherwise. Further, employees are responsible for respecting the rights of their coworkers.
If an employee experiences any job-related harassment based on his/her sex, race, national origin, disability or
another factor, or believe that you have been treated in an unlawful, discriminatory manner, promptly report the
incident to his/her supervisor, who will investigate the matter and take appropriate action, including reporting it
to the President or Vice President. If an employee believes it would be inappropriate to discuss the matter with
his/her supervisor, he/she may bypass his/her supervisor and report it directly to the President or Vice President,
who will undertake an investigation and take appropriate action.
If CPT determines that an employee is guilty of harassing another individual, appropriate disciplinary action will
be taken against the offending employee, up to and including termination of employment.
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CPT prohibits any form of retaliation against any employee for filing a bona fide complaint under this policy or
for assisting in a complaint investigation. However, if, after investigating any compliant of harassment or
unlawful discrimination, CPT determines that the complaint is not bona fide and was not made in good faith or
that an employee has provided false information regarding the complaint, disciplinary action may be taken
against the individual who filed the complaint or who gave the false information.
1.14
Our Core Values
Service: We are uncompromising in our commitment to provide quality, objective, excellent clinical service,
and true customer satisfaction. We respond with courtesy, compassion, and accountability to those we serve.
Leadership: We are leaders in the community and on the cutting edge in our profession. We are motivated
towards innovation and in constant pursuit of improvement.
Teamwork:
The source of our strength is working collaboratively in accomplishing our mission.
Education:
We recognize the ongoing need to grow and develop our knowledge and skills. We are
committed to continued growth, mentoring, research and fostering an atmosphere of learning.
Respect: We treat all with respect and dignity recognizing the value of every person while acknowledging and
appreciating difference in personal beliefs and values. We demonstrate honesty, integrity and ethics in all that
we do.
Recognition: We recognize individual accomplishment and achievement, especially when framed by
teamwork.
SECTION 2: EMPLOYMENT
2.11
Orientation Program
During an employee’s first few days of employment, he/she will participate in an informal orientation conducted
by the employee’s supervisor. During this time, employees will receive important information regarding the
performance requirements of the position, basic CPT policies, compensation and benefits information, plus other
information necessary to acquaint employees with their job and CPT. Employees will also be asked to complete
all necessary paperwork at this time, such as beneficiary designation forms and appropriate federal and state tax
forms. Prior to, or on the first day of employment, newly-hired employees will be required to present CPT with
information establishing their identity and their eligibility to work in the United States in accordance with
applicable federal law.
Employees should use this orientation time to familiarize themselves with CPT and its policies and procedures.
CPT encourages new employees to ask any questions they may have during this time so that employees will
understand all the guidelines that affect and govern the employment relationship.
2.12
Orientation Period
While every effort is made to place applicants in positions for which they are best suited; it is often difficult to
be sure a satisfactory match has occurred until the employee has been on the job for a period of time. Normally,
the first three (3) months of employment are considered to be an orientation period for you and CPT. It is a time
for both employee and employer to determine suitability and interest in the work and to provide an opportunity
for adjustments. As like any other time, during this orientation period, either party may terminate the
employment arrangement without cause or notice if either feels that continuation will not prove to be mutually
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satisfactory. During this orientation period, CPT realizes that employees may like to know how well they are
performing their duties. Employees may expect, therefore, at least one performance appraisal by the end of the
three (3) month orientation period.
2.13
Employee Classification & Work Schedule Definitions:
For purposes of salary administration and eligibility for overtime payments and employee benefits, CPT
classifies its employees and other workers as follows:
Full-Time Regular refers to an employee who is hired to work CPT’s normal, full-time workweek on a
regular basis, at least 32 hours per week. Such employees may be “exempt” or “nonexempt” as defined
below. Full-time (FT) regular employees typically are eligible for the full benefit package offered by CPT
for their category.
Part-Time regular employees are hired to work fewer than thirty-two (32) hours per week on a regular
basis. Such employees may be “exempt” or “non-exempt” as defined below. Part-time regular employees
are typically not entitled to CPT’s benefit programs.
Occasional, Seasonal, or Temporary employees are engaged to work full-time or part-time on CPT’s
payroll with the understanding that their employment will be terminated no later than on completion of a
specific assignment. (Note that a temporary employee may be offered and may accept a new temporary
assignment with CPT and thus still retain temporary status.) Such employees may be “exempt” or
nonexempt” as defined below. (Note that employees hired from temporary employment agencies for specific
assignments are employees of the respective agency and not of CPT.)
Nonexempt employees are those who are required to be paid overtime at the rate of time and one half (i.e.,
one and one-half times) their regular rate of pay for all hours worked beyond forty hours in a workweek, in
accordance with applicable federal wage and hour laws. Positions such as secretaries, receptionists, aides,
and fitness center attendants are typically nonexempt employees.
Exempt employees are those not required to be paid overtime, in accordance with applicable federal wage
and hour laws, for work performed beyond forty hours in a workweek. Executives, professional employees,
and certain employees in administrative positions are typically exempt. Positions such as physical therapists,
physical therapy assistants, athletic trainers and managers are typically exempt employees. Generally, fulltime exempt employees are considered to have worked a full 8 hour day after working at least 5 hours. If a
full-time exempt employee works less than 5 hours, Paid Time Off/Earned Time can be utilized to be paid
for a full day.
Employees will be informed of their initial employment classification and of their status as an exempt or
nonexempt employee when hired. If an employee changes positions during his/her employment as a result of a
promotion, transfer, or otherwise, he/she will be informed by the supervisor of any change in exemption status.
Employees who change classification during the year will receive benefits due to an employee in this
classification effective with the date of the change and benefit plan guidelines.
2.14
Personal/Status Changes
If at any time during employment there is a change in an employee’s work status or a change in any personal
information such as a change of address, marital status, telephone, etc., he/she is expected to notify the CPT
General Manager as soon as possible so that this change may be recorded. Employees who fail to notify CPT of
such change bear full responsibility for any loss or hardship that results due to inaccurate information.
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2.15
Personnel Files
CPT maintains personnel files on each employee. These files contain documentation regarding all aspects of the
employee’s tenure with CPT, such as performance appraisals, beneficiary designation forms, disciplinary
warning notices, and letters of commendation. If an employee is interested in reviewing his/her file, he/she
should contact the General Manager to schedule an appointment.
2.16
Re-Employment
Employees who resign in good standing may be considered for reemployment; however, if hired they shall be
considered as new employees and will be expected to meet all of the requirements of CPT's policies.
2.17
Employment of Relatives - Avoiding Nepotism
CPT will not permit the hiring of "first degree" relatives to work within the same department or the assignment
of employees to supervise such relatives (including spouse, siblings, parents and children). Similarly, when a
marriage occurs between a subordinate/ supervisor or a coworker within the same department, one or the other
may be asked to accept a transfer as soon as an opportunity presents itself. The intent of this policy is clearly to
avoid circumstances, which create unnecessary difficulties for employees who must sustain familial or
cohabitant relationships while being asked to do a job. Obviously, the two roles may be incompatible at times.
Those relatives or cohabitants already employed at CPT and working closely will not be forced apart unless they
elect to transfer. CPT management reserves the right to make necessary adjustments if deemed necessary.
In addition, CPT recognizes that at times, employees and their “close friends,” “domestic partners,” or
“significant others” may be assigned to positions that create a coworker or supervisor-subordinate relationship.
CPT will, in its discretion, exercise sound judgment with respect to the placement of employees in these
situations in order to avoid the creation of a conflict or the appearance of a conflict of interest, avoid favoritism
or the appearance of favoritism, and decrease the likelihood of sexual harassment in the workplace.
This policy applies to all categories of employment at CPT, including regular, temporary, and employees on
their orientation period.
2.18
Promotions & Transfers
CPT recognizes an employee's desire to use skills and pursue interests to the fullest. CPT will strive to support
efforts to advance and to recognize an employee's right to transfer to another position. Whenever possible,
where qualifications are equal, preference will be given to persons already employed before hiring from outside
the organization to fill a position vacancy. The CPT Hiring Manager reserves the right to hire from outside the
organization if the skills and/or requirements of the job best meet the needs of the organization as a whole.
Page 5
SECTION 3: COMPENSATION AND BENEFITS
3.11
Performance Evaluation
CPT recognizes the desire of every employee to know and understand how well he/she is performing her/his
duties. A regular system of performance appraisals is used to evaluate the quality of the work performed by
employees. Employees will be advised about areas in which improvement is indicated. Each employee will see
her/his performance appraisal and will be asked to sign the appraisal and indicate her/his agreement or
disagreement with the supervisor's evaluation. The employee's signature is intended to verify that the evaluation
was seen and reviewed by the employee and does not necessarily represent agreement with the evaluation.
CPT uses the performance evaluation program to assist its workers in attaining maximum development of their
individual talents and abilities. It is one of the main factors whenever an employee is considered for a salary
increase, promotion, or other change of employment status.
Each employee is expected to receive at least one performance evaluation per year. These evaluations are to be
done by the employee's immediate supervisor. They are retained in the employee's personnel file. Employees
will normally receive their performance evaluation after they have completed their orientation period (typically
three months), on their first anniversary date of employment, and annually thereafter. In addition, if an
employee is promoted or transferred to a new position, his/her performance will normally be evaluated in
writing after he/she has been in the new job for three months. In addition to the regular performance evaluations
described above, special written performance evaluations may be conducted by an employee’s supervisor at any
time to advise an employee of the existence of performance or disciplinary problems.
3.12
Rates of Compensation
Wages will be determined by President or Vice President with fairness and equity based upon job requirements.
Other determining factors involved in the decisions of compensation will include job performance and the level
of management responsibility taken within the CPT.
3.13
Overtime
Sometimes, due to the needs of County Physical Therapy, employees may be required to work beyond the
normal number of assigned hours. If an employee is an hourly-rated (non-exempt) employee and works more
than 40 hours in a pay week, the employee will be paid at one and one-half times her/his regular rate for
overtime. For purposes of overtime, holidays, earned benefit time etc., will not be counted as time worked.
Any overtime must be approved by the employee's supervisor in advance. In circumstances where overtime
work is required, all employees are expected to respond to such needs. All salaried employees are exempt from
being eligible for overtime.
3.14
Pay Period
Each pay period is two weeks beginning on a Sunday and ends on a Saturday. All CPT employees are normally
paid by check on a bi-weekly basis, usually the Tuesday 10 days after the completion of the pay period. If a
scheduled payday falls on a federal banking or company-observed holiday, employees will usually be paid on
the day preceding the holiday. All required deductions, such as for federal, state, and local taxes, and all
authorized voluntary deductions, such as for health insurance contributions, will be withheld automatically from
paychecks. Official CPT communications may be included in payroll envelopes (refer to the section on
communications).
Employees should review their paycheck for errors. If an employee finds a mistake, he/she should report it to
Page 6
the General Manager immediately. The General Manager will assist the employee in taking the steps necessary
to correct the error.
In the event that an employee’s paycheck is lost or stolen, he/she should notify the General Manager
immediately. The General Manager will attempt to put a stop-payment notice on the check. If CPT is able to do
so, the employee will be issued another check. In the event another check is issued, the employee will be
charged a $30.00 administrative fee that is deducted on the next paycheck. Unfortunately, however, CPT is
unable to take responsibility for lost or stolen paychecks, and if the company is unable to stop payment on the
lost or stolen check, the employee alone will be responsible for such loss.
3.15
Time Records
It is imperative that all employees complete time cards so that the General Manager can bill for contractual
arrangements.
A time sheet system is used to help hourly (non-exempt) employees keep track of time spent at work, as well as
any leave time taken. Additionally, exempt employees are to complete weekly time sheets, indicating any leave
time taken during the payroll period. Each employee will be provided with a time sheet each pay period which
when properly processed becomes the document from which payroll checks are prepared. Completion of time
sheets is each employee's responsibility and must be reviewed and approved by the immediate supervisor before
being presented for pay purposes. Time sheets should be submitted on the Tuesday following the completion of
a pay period. The accuracy of a record of time worked is likewise each employee's responsibility. Falsification
of a time sheet is the equivalent of theft and will be viewed as such by CPT and therefore may result in
disciplinary action, up to and including termination of employment.
3.16
Lunch Break
CPT's policy is to provide an unpaid ½ hour lunch break during each work shift for office support staff. Athletic
trainers and therapists are provided an unpaid one hour lunch break. The timing of this break is subject to
departmental scheduling.
3.17
Storm Days
Because of the nature of Aroostook County climate during the winter months, storms may present a problem in
regard to travel and attendance. Nevertheless, CPT's reason for being in existence is to care for patients.
Exceptions can and should be made for people who must cope with unusual travel conditions. In the event of a
severe storm, each supervisor will make the decision as to who should leave and who should stay.
Any person who is unable to get to work should notify their supervisor as soon as possible. This absence, if
reasonable, will be considered as an excused absence, which is payable from earned time or without pay.
The supervisor is expected to give consideration to any employee who makes a sincere effort to come to work
and arrives late or who is released early. The employee should be given consideration for the time lost,
depending upon the severity of the storm and other pertinent circumstances.
3.18
Holidays
CPT usually observes seven holidays annually:
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New Year's Day - January 1st
Memorial Day - last Monday in May
th
Thanksgiving Day – fourth Thursday in November
Independence Day - July 4
Day after Thanksgiving – fourth Friday in November
Labor Day - first Monday in September
Christmas Day – December 25th
When a holiday falls on a Saturday, it will usually be observed on the preceding Friday. A holiday falling on a
Sunday will usually be observed on the following Monday. Employees will be notified before the beginning of
each calendar year of the actual dates on which each of these holidays is observed.
Holiday pay is built into each employee’s earned paid-time-off benefit. To be eligible to use paid time off
(PTO/ET)for a holiday, employees are required to work their regularly scheduled hours the workday preceding
and the workday following the holiday. In accordance with CPT policy, an approved PTO/ET day or any other
excused and paid day off is considered a day worked for purposes of holiday pay eligibility.
3.19
Paid Time Off(PTO)/Earned Time (ET)
updated July 2006
CPT believes that its employees are the key to what makes a great organization. While work makes up a large
portion of an employee’s life, we believe that a balance between work and play is essential in maintaining
quality performance and a fun atmosphere in which we work. All regular full-time employees are eligible to
earn time off with pay according to their regular work schedule.
Paid Time Off/Earned time is a consolidated paid time off package as an alternative to the traditional sick leave,
holiday, and vacation benefit days. PTO may also be used for other approved personal reasons and for
unanticipated illness in the employee’s family.
In all instances, the needs of CPT will be a prime consideration in the decision to grant or deny a request for
PTO. Consideration will be given to the employee's reasons for requesting time off and her/his length of
service. Payment will not be made for any absence that has not been approved by the appropriate supervisor.
Employees of CPT are eligible to accrue one of the following PTO allowances depending on her/his length of
service from most recent date of hire in continuous employment. All full-time employees will accrue PTO
hours according to the following table:
PTO Accrual Factor
Years of Service
Annual PTO Accrual
(per hour worked)
0-2 years
22 days (176 hours)
0.097
3-9 years
28 days (224 hours)
0.127
10+ years
34 days (272 hours)
0.158
Accrual of PTO begins immediately for full-time employees. For the first 90 days, however, employees may
only use PTO for Company Holidays. Annual accrual of the full PTO benefit is based on a full-time schedule.
If an employee has extended leaves of absence, unpaid time off, a reduced work schedule or any other
significant time off, the employee may not accrue the full number of PTO hours.
PTO must be scheduled in advance with reasonable prior notice and is subject to supervisory approval when
using it for vacation, holiday or other personal reasons. For any unforeseen instances requiring PTO, the
employee must notify her/his supervisor, preferably within at least several hours before the employee is
scheduled to work in order to use PTO. Failure to observe these regulations and/or absence without supervisory
approval may result in non-payment for the time of absence.
Page 8
PTO is designed to give employees time needed away from their everyday work schedule. CPT values its
employees and recognizes the need to time off for their family and home life, and encourages employees to
utilize PTO benefit. In accordance with this belief, a maximum of 80 hours may be carried over from benefit
year to the next and must be used within the next calendar year. To provide additional flexibility, employees
with at least one year of tenure may “borrow” up to 40 hours of unaccrued PTO if pre-approved by the
appropriate supervisor.
Accumulated PTO is also "insurance" against loss of income in case of short-term disability. Employees are
encouraged to retain some "bank" of PTO to protect themselves against such loss due to injury or illness. All
accrued, unused PTO banked will be paid in full in the event of employment termination, except Employees
who terminate employment within their first six months of service will not be paid for any accrued, unused
PTO. Employees who terminate with unaccrued borrowed PTO will be required to reimburse CPT for that PTO
taken.
3.20
EMPLOYEE BENEFITS PROGRAMS
CPT has established a variety of employee benefits programs designed to assist employees and their eligible
dependents in meeting the financial burdens that can result from illness, disability, and death, and to help
employees plan for retirement and enhance your job-related skills.
Employees with Full-Time Status are generally eligible for benefits after pre-defined waiting periods that vary
by benefit. In addition, employees can review their employee benefits during an annual Open Enrollment
period, typically in November of each year for plan years that begin in January. Employees will be given prior
notice as to the Open Enrollment period.
This section of the handbook highlights some features of CPT’s benefits programs. The group health and life
insurance and retirement-related programs are described more fully in summary plan description booklets, with
which employees are provided once they are eligible to participate in these programs. Complete descriptions of
the group health insurance program are also in CPT’s master insurance contract with insurance carriers; a
complete description of the retirement-related program is in the appropriate master plan document. If
information in this handbook and the summary plan descriptions contradicts information in these master
contracts or master plan documents, the master contracts/documents shall govern in all cases.
CPT reserves the right to amend or terminate any of its benefit programs or to require or increase employee
premium contributions toward any benefits with or without advance notice at its discretion. This reserved right
may be exercised in the case of financial necessity.
For more complete information regarding any of our benefits programs, please contact the General Manager.
3.21
HEALTH INSURANCE
All full-time regular employees and their eligible dependents are eligible to participate in CPT’s group health
insurance. Coverage for eligible employees is effective the first day of the month following 30 days
employment.
The cost to provide health insurance for employees and their eligible dependents is currently shared by
employees and CPT. The shared premium is determined by the employee healthcare plan election and
dependent coverage. Benefits under this plan terminate on the date employees’ employment with CPT
terminates. (Please review CPT’s policy, set forth in this handbook, regarding continuing group health
insurance benefits after termination of employment.)
Page 9
For further details regarding health insurance benefits coverage, consult the summary plan description booklet
or contact the General Manager.
3.22
LIFE INSURANCE
All full-time regular employees of CPT are eligible to participate in CPT’s life insurance program. Coverage
under this program is available for employees only; dependent coverage is not available. Coverage for eligible
employees is effective on the first day of the month following 30 days employment.
Under this program, employees are insured against loss of life and against accidental death and dismemberment
for an amount equal to their salary to a preset maximum. This protection is furnished without cost to full-time
employees. Life insurance benefits terminate on the date employees’ employment with CPT terminates. Refer
to CPT's summary plan description on group life insurance for more information or contact the General
Manager.
3.23
LONG-TERM DISABILITY INSURANCE
All full-time regular employees of CPT are eligible to participate in CPT’s long-term disability insurance
program. Coverage under this program is available for employees only; dependent coverage is not available.
Coverage for eligible employees is effective on the first day of the month following 30 days employment.
Under this program, employees are provided a benefit should they incur a disability that endures longer than 6
months for a specific percent of their salary to a preset maximum. This protection is furnished without cost to
full-time employees. Refer to CPT's summary plan description on long-term disability insurance for more
information or contact the General Manager.
3.24
RETIREMENT PLAN
CPT has established a SIMPLE IRA plan that is available to all regular employees who have earned at least
$5,000 in the current or previous calendar year. The purpose of the plan is to encourage eligible employees to
save on a pre-tax basis and to build a financial reserve for retirement.
Under the plan, eligible employees may elect to have CPT withhold a percentage of their gross compensation
thorough payroll deductions (to a maximum amount per year prescribed by IRS regulations) and contribute that
amount to the plan as a savings contribution. CPT matches employees’ contributions to a maximum of three
percent of the employee’s compensation during the calendar year.
The money contributed by employees is held and invested by the plan’s trustees. The value of each employee’s
account at retirement depends on a number of factors, such as how long an employee has been a member of the
plan, how much the employee has contributed, and investment performance.
Once an employee is eligible to participate in the plan, he/she will receive a summary plan description booklet,
describing the plan in more detail. Questions regarding our retirement plan should be directed to the General
Manager.
3.25
VOLUNTARY GROUP BENEFITS
All full-time regular employees of CPT are eligible to enroll in a variety of group insurance benefits, such as
Short-Term Disability Insurance, Supplemental and Dependent Life Insurance, and other products. Participation
in these programs is voluntary, and all premium costs are the responsibility of the employee. Premium costs are
Page 10
generally favorable due to group participation, but CPT makes no warranties as such. Employees become
eligible on the first day of the month following 30 days employment. Information seminars are held periodically
to newly eligible employees. For more information or to indicate interest in these voluntary products, contact
the CPT General Manager.
3.26
SECTION 125 PREMIUM ONLY PLAN
Employees who elect coverage in CPT Healthcare Insurance can elect to participate in CPT’s Section 125
Premium Only Plan. This program was created by IRS Section 125 regulations, and allows the Employee’s
share of healthcare premium to be deducted on a pre-tax basis. Employees must indicate their enrollment at the
time of their Healthcare election.
3.27
HEALTHCARE FLEXIBLE SPENDING ACCOUNT (HFSA)
All full-time and part-time regular employees of CPT are eligible to participate in CPT’s Healthcare Flexible
Spending Account. The exception is those employees who elect healthcare coverage classified as a “high
deductible” plan are instead eligible to enroll in a Healthcare Reimbursement Account, which is not
administered through CPT.
A Healthcare Flexible Spending Account (HFSA) enables employees to save for qualified healthcare expenses
on a pre-tax basis. During each annual open enrollment period, eligible employees can elect a bi-weekly
deduction for their HFSA. Employees may then submit reimbursement forms for payment, even before the
money has been withheld from their paycheck. Claims for the Plan year must be submitted for reimbursement
by March 31st of the following year. Any unclaimed funds remaining after that date are forfeited.
For more information, refer to CPT's summary plan description on Healthcare Flexible Spending Accounts or
contact the General Manager.
3.28
HEALTH INSURANCE CONTINUATION COVERAGE
If an employee resigns or is terminated from CPT’s employ or if his/her work hours are reduced, and if this
event makes the employee or his/her dependents no longer eligible to participate in one of the company’s group
health insurance plans, the employee and his/her eligible dependents may have the right to continue to
participate for up to eighteen months at the employee’s (or his/her dependents’) expense. This is commonly
referred to as COBRA coverage. If an employee is determined to be disabled under the Social Security Act at
the time his/her termination or reduction in hours occurs or within 60 days of these events, an employee may be
entitled to continuation coverage for up to twenty-nine months.
An employee’s eligible dependents may also extend coverage, at their expense, for up to thirty-six months in the
company’s group health insurance plans in the event of an employee’s death, divorce, legal separation, or
enrollment for Medicare benefits, or when a child ceases to be eligible for coverage as a dependent under the
terms of the plan. The eighteen-month continuation coverage period provided in the event of an employee’s
termination or reduction in working hours may be extended to thirty-six months for his/her spouse and
dependent children if, within that eighteen-month period, the employee dies or becomes divorced or legally
separated, or if a child ceases to have dependent status. In addition, if an employee enrolls for Medicare during
the eighteen-month period, his/her spouse and dependent children may be entitled to extend their continuation
period to thirty-six months, starting on the date that the employee becomes eligible for Medicare.
If the employee or his/her eligible dependents elect to continue as members of CPT’s plan, the employee will be
charged the applicable premium charged CPT by the carriers plus an additional 2 percent. Employees with
disabilities, however, will be charged an additional 50 percent of the applicable premium during the nineteenth
Page 11
through the twenty-ninth months of continuation coverage. The premium is subject to change if the rates being
charged CPT increase or decrease. If this election for continuation coverage is made, an employee has the right
to convert this coverage to an individual policy with the company’s insurance carriers at the end of the
continuation period.
Continuation coverage may end, however, if any of the following events occur: (1) failure to make timely
payments of all premiums; (2) assumption of coverage under another group health plan, which does not exclude
or limit coverage provided to an employee on account of a preexisting medical condition unless the preexisting
condition does not apply due to the Health Insurance Portability and Accountability Act; or (3) CPT’s
termination of its group health plans. If an employee enrolls for Medicare, he/she will no longer be eligible for
continued coverage, but, as noted earlier in this statement, his/her spouse and dependent children may be
entitled to extend their continuation coverage.
The company’s plan administrator will contact employees concerning these options at the time termination
occurs or their work hours are reduced. The plan administrator will contact employees’ qualified beneficiaries
in the event of their death or enrollment for Medicare benefits. However, in the event that an employee
becomes divorced or legally separated, or one of his/her dependents ceases to be eligible for coverage under our
group health insurance plans, the employee and/or his/her dependent is responsible for contacting the human
resources department and the plan administrator to discuss continuation/conversion rights. Employees and their
qualified beneficiaries are also responsible for notifying the human resources department and the plan
administrator within sixty days of qualifying for social security disability benefits.
For further details regarding continuing or converting group health insurance benefits, please contact the
General Manager.
3.29
Workshops, Seminars and Professional Conferences
Occasional attendance by CPT professionals at educational workshops, seminars or other externally held
professional conferences can provide worthwhile results both for the employees and CPT. Information regarding
various education programs to be offered routinely comes by mail and may be obtained from your supervisor.
Professionals with a minimum of one year employment at CPT may request to attend an education session.
Requests should be made to the CPT General Manager, and include course information, location and cost, and a
business justification. The justification should include the benefits that would accrue to both the employee and
CPT from attendance at the session.
If approved, CPT will cover the costs for the employee’s continuing education, generally up to a maximum of
$1,000 per calendar year. The maximum number of consecutive days an employee can be away from work to
attend a workshop, seminar, or conference is three days. Employees attending such educational sessions will be
compensated at their regular rate of pay (weekends not included, and for non-exempt employees, attendance at
these sessions will not be considered overtime work). All inquiries from employees regarding such training
opportunities should be directed to the employee's supervisor.
Page 12
SECTION 4: LEAVES OF ABSENCE
4.11
MAINE FAMILY MEDICAL LEAVE
This policy is designed to provide family and medical leave as dictated by state law. CPT will grant a leave of
absence to employees for the care of a child after birth or adoption or placement with the employee for foster
care, the case of a covered family member (spouse, child, or parent) with a serious health condition, or in the
event of an employee’s own serious health condition. Leaves will be granted for a period of up to ten (10)
consecutive workweeks in any two-year period. Eligible employees will have been employed by CPT for a
minimum of twelve months.
If the leave is planned in advance, the employee must provide CPT with at least thirty (30) days’ notice prior to
the anticipated leave date in writing. Employees should notify their supervisor of the request. If the leave is
unexpected, employees should notify their supervisor as far in advance of the anticipated leave date as
practicable. (Normally, this should be within two business days of when the need for the leave becomes known
to the employee.)
Eligible employees will be required to use all accrued, unused earned time (where applicable) during the leave
period. Once such benefits are exhausted, the balance of the leave will be without pay. If applicable, employees
who accrue earned time, will cease to accrue time during any period of Family Medical Leave which is unpaid.
Employees who are on an unpaid leave of absence must make arrangements with the General Manager to pay
their portion of any benefits (i.e., health insurance, life insurance). Employees who fail to pay their portion of
benefits may be subject to cancellation of benefits.
Employees requesting a leave may be required to provide medical certification from their attending physician,
attesting to the nature of the serious heath condition and probable length of time treatment will be required.
Employees may also be required to provide additional physician’s statements at CPT’s request at reasonable
intervals.
Eligible employees are entitled on return from leave to be reinstated to their former position or an equivalent
position with equivalent benefits, pay and other terms and conditions of employment. Exceptions to this
provision may apply if business circumstances have changed (e.g., if the employee’s position is no longer
available due to a job elimination).
4.12
LEAVES FOR VICTIMS OF VIOLENCE
According to Maine law, CPT will provide employees with “reasonable and necessary leave” who are a victim
of violence, assault, or sexual assault. Leave will be granted in order for the employee to prepare for or attend
court proceedings, receive medical treatment, or obtain crisis services.
This leave will be granted unless the company would suffer an undue hardship or the requested leave in
impractical, unreasonable or unnecessary based on the facts then made known to CPT.
CPT will not condone any retaliation or discrimination against an employee for exercise of this leave.
4.13
BEREAVEMENT LEAVE
In the event of a death in a regular full-time employee’s immediate family, he/she may request up to three days
off with pay ("immediate family" is defined as father, mother, sister, brother, spouse, child or anyone who may
have direct parental relationship to the employee). This normally does not include grandparents or others unless
Page 13
they bear a direct parental relationship to the employee. Full-time employees may be granted up to one day off
in the event of a death of a family member not mentioned above. The number of bereavement leave days
granted will not exceed three days off with pay and in some cases may be less if for instance an employee is
part-time.
If more time is required, CPT may grant an employee additional leave without pay or he/she may use earned
time within policy guidelines. In such circumstances, employees should notify their supervisor immediately so
that he/she does not run the risk of losing this special absence/pay benefit and so that his/her work can be
covered.
4.14
ABSENCES DUE TO ILLNESS
In order to provide coverage, CPT requires an employee to give proper notice when he/she cannot report for
work because of illness. Such notification should be as early as possible and normally at least three hours
before regular starting time at work, particularly when a replacement is necessary.
4.15
ABSENCES DUE TO PERSONAL BUSINESS
If urgent personal business is going to require an employee to be absent during a normal working day, he/she
must request permission to be absent from his/her supervisor as far in advance as possible so that the necessary
arrangements can be made to have someone carry on the employee’s duties.
Requests by employees for excused absences for personal business will generally be approved if they are for
sufficient reason and do not conflict with the needs of the organization as determined by the supervisor.
4.16
MILITARY LEAVE
Employees who are a member of the National Guard or Active Reserve will be given time off required for your
military training obligation, including the customary one weekend per month assignment and summer camp, up
to a maximum of two weeks per year. During such summer camp military leave, employees will not lose any
benefits and CPT will pay employees the difference between the allowance received for this annual military
training and the amount of their normal gross pay which they otherwise would have received from CPT during
that two-week period. Any call to full active duty will entitle the reservist to a leave of absence for the duration
of that active military service and to eligibility for rehire upon return without loss of seniority recognition and
employment status. CPT does not pay for compensation differences in the event of active duty, however. Also,
CPT cannot guarantee to return an employee to their exact position prior to leave.
4.17
LEAVES OF ABSENCE FOR NON-FAMILY MEDICAL REASONS
Absences for non-family medical leave reasons may be granted for emergency situations only if CPT
management approves.
Page 14
SECTION 5: EMPLOYEE HEALTH & SAFETY
5.11
SAFETY AND HEALTH
CPT is committed to providing a safe and healthful working environment. In this connection, CPT makes every
effort to comply with relevant federal and state occupational health and safety laws and to develop the best
feasible operations, procedures, technologies, and programs conducive to such an environment.
CPT’s policy is aimed at minimizing the exposure of company employees, patients, and other visitors to our
facilities to health or safety risks. To accomplish this objective, all CPT employees are expected to work
diligently to maintain safe and healthful working conditions and to adhere to proper operating practices and
procedures designed to prevent injuries and illnesses.
The responsibilities of all employees of CPT in this regard include:
1. Exercising maximum care and good judgment at all times to prevent accidents and injuries;
2. Reporting to supervisors and seeking first aid for all injuries, regardless of how minor;
3. Reporting unsafe conditions, equipment, or practices to supervisory personnel;
4. Using safety equipment provided by CPT at all times;
5. Observing conscientiously all safety rules and regulations at all times; and
6. Notifying their supervisors, before the beginning of the workday, of any medication they are taking
that may cause drowsiness or other side effects that could lead to injury to them and their
coworkers.
5.12
"CLEARED TO WORK" STATEMENT
Employees who are out sick for three or more days are likely to be required to provide a physician's certificate
before returning to work. Employees who are sick less than three days are not usually required to provide a
physician's certificate prior to returning to work. Employees who have been out of work due to a contagious
illness shall not return until cleared in writing by their personal physician.
Employees who have been absent due to a work-related illness or injury, who have been on a medical leave of
absence or who have had a prolonged absence for medical reasons must present a written "return to work"
statement from their physician prior to beginning work.
Employees must be cleared for full duty (i.e., must be able to meet the essential duties of their position).
Otherwise, they will be considered for assignment to a position (if available) with requirements they can fulfill.
5.13
WORKER'S COMPENSATION INSURANCE
All employees are covered by Workers Compensation insurance which pays all medical costs in the event of an
injury sustained on the job. Employees with earned time may elect to supplement Workers Compensation wage
benefits with earned time pay within certain guidelines established by CPT. Initial lost days not covered by
Workers Compensation may also be earned time eligible assuming available earned time.
The Workers Compensation Law in the State of Maine sets forth strict requirements on filing claims and
it is imperative that employees notify the General Manager or his/her designee at the Caribou office
immediately when an injury is sustained on the job. No matter how slight an accident or incident may seem
Page 15
to employees, they must complete an incident report and have it signed by their immediate supervisor. This
report should be forwarded to the General Manager immediately. Failure to report the injury as soon as
possible following the incident is grounds for disciplinary action. Should employees not report a workrelated injury, they risk losing their eligibility for these benefits.
5.14
Reporting Patient/Visitor Injuries
If employees witness or discover an incident in which a patient or visitor is injured, they should give all
assistance possible and then report their supervisor.
5.15
Fire Protection
Employees should familiarize themselves with the fire procedures of the facility and their duties in the event of a
fire. All employees should know the location/use of fire extinguishers in their area, as well as evacuation routes.
5.16
Security Concerns
Any suspicious activities should be reported to a supervisor for the protection of patients, staff, and visitors.
Employees are expected to comply with all internal security guidelines. Security inspections may take place at
any time and may involve lockers, desks, and items carried onto the premises or any CPT property.
5.17
General Smoke-Free Policy Statement
CPT is committed to the promotion of health. Smoking is the major cause of preventable disease and death. For
this reason and for the health and comfort of the majority of people who are non-smokers, smoking is not
permitted anywhere in our facilities by any patient, visitor, or employee.
5.18
Drug and Alcohol-Free Workplace
The use of controlled substances and alcohol is inconsistent with the behavior expected of employees, and
subjects all employees, patients and visitors to company facilities to unacceptable safety risks, while
undermining CPT’s ability to operate effectively and efficiently. In this connection, the unlawful manufacture,
distribution, dispensation, possession, sale, or use of a controlled substance or the use of alcohol in the
workplace or while engaged in CPT business off CPT’s premises is strictly prohibited. Such conduct is also
prohibited during non working time to the extent that in the opinion of CPT, it impairs an employee’s ability to
perform on the job or threatens the reputation or integrity of CPT.
Employees convicted of controlled substance or alcohol-related violations, including pleas of nolo contender
(i.e., no contest), must inform CPT within five days of such conviction or plea. Employees who violate any
aspect of this policy may be subject to disciplinary action up to and including termination. At its discretion,
CPT may require employees who violate this policy to successfully complete a drug and/or alcohol abuse
assistance or rehabilitation program as a condition of continued employment.
5.19
Workplace Violence
CPT is concerned about the increased violence in society, which has also filtered into many workplaces
throughout the United States, and has taken steps to help prevent incidents of violence from occurring at CPT.
In this connection, it is the policy of CPT to expressly prohibit any acts or threats of violence by any CPT
employee or former employee against any other employee in or about CPT’s facilities or elsewhere at any time.
CPT also will not condone any acts or threats of violence against CPT’s employees, patients, or visitors on
CPT’s premises at any time or while they are engaged in business with or on behalf of CPT, on or off CPT’s
Page 16
premises.
In keeping with the spirit and intent of this policy, and to ensure that CPR’s objectives in this regard are
attained, it is the commitment of CPT:
1. To provide a safe and healthful work environment, in accordance with CPT’s safety and health
policy.
2. To take prompt remedial action up to and including immediate termination, against any employee
who engages in any threatening behavior or acts of violence or who uses any obscene, abusive, or
threatening language or gestures.
3. To take appropriate action when dealing with patients, former employees, or visitors to CPT’s
facilities who engage in such behavior. Such action may include notifying the police or other law
enforcement personnel and prosecuting violators of this policy to the maximum extent of the law.
4. To prohibit employees, former employees, patients, and visitors from bringing unauthorized
firearms or other weapons onto CPT’s premises.
5. To establish viable security measures to ensure that CPT’s facilities are safe and secure to the
maximum extent possible and to properly handle access to company facilities by the public, off-duty
employees, and former employees.
In furtherance of this policy, employees have a “duty to warn” their supervisors of any suspicious workplace
activity or situations or incidents that they observe or that they are aware of that involve other employees,
former employees, patients, or visitors and that appear problematic. This includes, for example, threats or acts
of violence, aggressive behavior, offensive acts, threatening or offensive comments or remarks, and the like.
Employee reports made pursuant to this policy will be held in confidence to the maximum possible extent. CPT
will not condone any form of retaliation against any employee for making a report under this policy.
Page 17
SECTION 6: COMMUNICATING
6.11
Payroll Insert Messages and Other General Communications
Since CPT employees are paid every two weeks, the payroll envelope provides a convenient vehicle for
important communications. Consequently, vital information will often be distributed in this manner.
It is the responsibility of each employee to watch for such payroll messages and to read those communications
carefully in order to stay informed about new policies, policy changes or other important news. Employees who
neglect to read these vital communications will be solely responsible for problems and/or hardships which might
result.
Similarly, other general, internal communications (memorandums, bulletins, etc.) should be read and shared. As
always, questions regarding payroll messages or other general bulletins and memorandums may be directed to
the General Manager.
6.12
Departmental Meetings
Regular staff meetings ordinarily provide an opportunity for solving common problems, discussing ways to
improve operations, and bringing ideas and suggestions to the attention of the supervisor which may be of
benefit to the organization as a whole. Staff meetings are typically held once a month.
Employees are encouraged to participate in open discussions at these meetings with the assurance that CPT
management values their objective views and constructive suggestions.
6.13
Solicitation and Distribution Restrictions
By Non-Employees: Solicitation and/or distribution of literature in work areas by non-employees is strictly
prohibited. Employees are directed to inquire of strangers in a courteous manner their purpose for being at CPT
and must report unauthorized activity to their supervisor immediately.
By Employees: Solicitation and/or distribution of literature by employees during working time or during the
working time of other employees being solicited or distributed to is strictly prohibited. Such activity interferes
with the normal operation of CPT. For the purposes of this policy, "working time" does not involve meal or rest
breaks or time before or after work. Solicitation or distribution is also prohibited at any time in immediate
patient care areas.
Page 18
SECTION 7: CONDUCT
7.11
Maintaining Professional Appearance and Personal Hygiene
Professional appearance is regarded as an important aspect of an employee's overall effectiveness. All
employees are expected to keep themselves neat, clean and well-groomed and comply with departmental dress
codes at all times keeping in mind that we work closely with others.
Employees are expected to use good taste in selecting the clothes they wear on the job, avoiding extreme styles.
Attire should be professional in nature. Examples of suggested clothing include polo shirts and khaki pants.
Management reserves the right to review and revise dress codes if such dress codes are not in keeping with
professional standards and reasonable dress for employees.
7.12
Protecting Privileged Information and Confidentiality
In the process of performing work at CPT, employees may receive or overhear information regarding patients
and others which must be considered confidential. Employees must not discuss information concerning patients
or CPT business except with those whose position it is to receive such information and certainly never with
people outside the organization.
Employees should be particularly careful about their casual conversations with fellow employees, remembering
that CPT patients have the right to privacy and to the highest regard and consideration for their personal and
physical condition. Failure to act responsibly regarding sensitive information will result in disciplinary action,
up to and including termination of employment. Violation of federal privacy regulations, including HIPAA
(Health Information Portability and Accountability Act), can also be subject to criminal prosecution.
7.13
Constantly Demonstrating Courtesy and Professionalism
Employees are representatives of CPT. Employees are required, therefore, to be courteous and considerate at all
times with patients, visitors, and with fellow workers.
CPT’s effectiveness in meeting the needs of patients depends to a large degree upon the confidence that the
people we serve have in CPT. It is extremely important that all employees demonstrate professionalism and
take an active interest in promoting the best possible relationship between CPT and the public. If employees
have a complaint regarding their working conditions, they are expected not to discuss the issue with patients and
visitors, but instead to utilize the internal complaint procedure described herein later which has been established
in order to resolve any differences employees may have.
7.14
Always Using Professional Language and Behavior
CPT employees have high professional standards to maintain. They are expected to comply with CPT's nosmoking policy and to refrain from loud talking, boisterous laughing, horseplay and any other activity that
would be disturbing to patients or would be considered inappropriate. Employees should never use rude or
offensive language and always treat others with the courtesy and respect they would expect and would want to
receive.
7.15
Being Consistently Friendly and Helpful on the Telephone
Employees’ courtesy in using the telephone can make friends and make work more pleasant for employees and
for those with whom they deal. In using the telephone, please keep in mind the following rules:
Page 19
1)
Answer promptly and courteously ...
2)
Identify CPT and yourself by name ...
3)
Give accurate and careful answers ...
4)
Transfer calls tactfully ...
5)
Inform party when placing call on hold, and always thank the party for holding ...
6)
Always say "please" and "thank you" ...
7)
Use a helpful and pleasant tone of voice at all times and lastly ...
8)
Always hang up gently.
Telephone lines must be kept open for patient and other work-related phone calls. When personal calls are
necessary, the conversation should be limited. Using CPT telephones for personal, long distance calls is strictly
prohibited. Persons found to be abusing the phone system will be subject to repayment and disciplinary action.
7.16
Refusing Gratuities
The acceptance of money or inappropriate gifts by employees from patients or from persons with whom CPT
does business is cause for severe disciplinary actions. Soliciting of personal gifts or donations by employees is
strictly forbidden.
7.17
Wearing Name Badges
All employees are required to wear identification/name badges while on duty or representing CPT at outside
functions. These badges are provided initially at no cost to employees and are designed to permit easy
recognition. If a badge is lost or broken, another may be obtained at the employee's expense for a minimal
charge.
7.18
Protecting Personal Property
Even though CPT tries to provide reasonable protection for employees’ personal property, it cannot be
responsible for personal property damaged, lost or stolen. Employees should not bring large amounts of money
or valuables to work. Employees should be sure to safeguard their own property and remind others if they see
any carelessness on their part.
7.19
Conforming with the Maine Health Security Act
All health care providers (including CPT) are required by Maine law to report in writing, within 60 days, the
name of any licensed, certified or registered employee or person privileged by the provider whose employment
or privileges have been revoked, suspended, limited or terminated -- together with pertinent information relating
to that action -- to the disciplined practitioner's board or authority which granted the license, certification or
registration. CPT complies with its obligations under this Act.
7.20
Keeping Current Licensure (State-Required)
Those employees whose positions require licensure by the State of Maine are responsible for keeping such
licensure current and in effect. Employees eligible for licensure who have not yet taken their first test
examination must take the first test available for their specialty as soon as possible after employment. In the
event the employee does not take or pass the initial examination, he/she must be reclassified or separated from
Page 20
employment within CPT's discretion.
7.21
Keeping Current Registration (CPT Required)
Those employees whose positions require registration by professional society are responsible for keeping such
registration current and in effect. Such employees qualified for registration, who have not yet taken their first
examination, must take the first test available for their specialty after employment. In the event an employee
does not take or pass the initial registration examination, he/she may have to be released from employment
within CPT's discretion.
Employees taking a registration or licensure examination must normally do so on their own time and at their
own expense. CPT will arrange an employee's work schedule so that time for taking licensure or registration
examinations will be available.
Employees are required to maintain licensures or registrations and to provide the General Manager with
copies of current licenses. Failure to maintain current license/registration as evidenced by absence of a
copy in the personnel file will result in work suspension. Continuing education requirements related to
licensure or certification renewal are the sole responsibility of the employee.
Supervisors are responsible for ensuring that licensed staff maintain current licensure and provide
evidence of such as indicated above. The Office Manager will report to managers when licenses are due
to be renewed prior to expiration dates.
7.22
Defining Standards of Personal Conduct and Unacceptable Behaviors
The conduct of employees within CPT has a direct effect not only upon the quality of patient care that we offer
but also upon fellow employees. It is essential that all employees accept and exhibit a high degree of
responsibility and that their actions be at all times above reproach and in accordance with the established
policies of CPT.
Employees who engage in conduct or activities that adversely affect orderly operation of this
organization, the well-being of patients, or the rights of fellow employees will be subject to appropriate
disciplinary action, which may include termination of employment.
7.23
Citing Some Examples of Unacceptable Behaviors
Following are offenses against CPT, its patients, and/or employees where disciplinary action is expected to
result. This list is intended to be representative and is not all-inclusive:
1.
Unexcused absence or tardiness.
2.
Horseplay or disturbing others at work.
3.
Smoking in violation of smoking policy.
4.
Fighting, or using obscene, abusive, or threatening language or gestures.
5.
Rudeness to patients, staff or others.
6.
Being impaired while at work either by alcohol or drugs.
7.
Consuming intoxicants or un-prescribed drugs on CPT premises (excluding, of course, common
over-the-counter medications).
Page 21
8.
Willful destruction and/or theft of CPT, or others’ property.
9.
Threatening, harassing and/or fighting with an employee, patient, or visitor, including but not
limited to sexual harassment and/or other forms of discriminatory treatment.
10. Falsifying personnel or CPT records.
11. Insubordination (including, but not limited to, the following examples):
a. Absolute refusal to comply with instructions from an authorized supervisor.
b. First refusal and later complying with instruction of supervisor.
c. Any other act or words, which undermine a supervisory authority.
12. Employees possessing weapons on CPT property or while on CPT business.
13. Breach of confidentiality.
14. Soliciting or accepting gratuities from patients or vendors.
15. Engaging in excessive, unnecessary, or unauthorized use of CPT’s supplies, particularly for
personal purposes.
16. Disregarding safety or security regulations.
Employees are also required to acquaint themselves with specific policy directives, especially those that pertain
to individual responsibilities requiring professional conduct such as "Preventing Harassment and/or
Discrimination". Questions concerning any of these standards of behavior may be addressed to the supervisor.
If an employee’s performance, work habits, overall attitude, conduct, or demeanor becomes unsatisfactory in the
judgment of CPT, based on violations either of the above or of any other CPT policies, rules, or regulations, will
be subject to disciplinary action, up to and including dismissal.
7.24
DISCIPLINE
The purpose of this policy is to state CPT’s position on administering effective discipline for unsatisfactory
conduct in the workplace. The best disciplinary measure is the one that does not have to be enforced and comes
from good leadership and fair supervision at all employment levels.
The major purpose of any disciplinary action is to correct the problem, prevent recurrence and prepare the
employee for satisfactory service in the future. Although employment with CPT is based on mutual consent and
both the employee and CPT have the right to terminate employment at-will, with or without cause or advance
notice, CPT may use progressive discipline at its discretion.
Disciplinary action may call for any of four steps – verbal warning, written warning, suspension with or without
pay or termination of employment – depending of the severity of the problem and the number of occurrences.
There may be circumstances when one or more steps are bypassed.
Progressive discipline means that, with respect to most disciplinary problems, these steps will normally be
followed: a first offense may call for a verbal warning; a next offense may be followed by a written warning;
another offense may lead to a suspension; and, still another offense may then lead to termination of
employment.
CPT recognizes that there are certain types of employee problems that may require either a suspension, or in
some situations, termination of employment, without going through the usual progressive discipline steps.
While it is impossible to list every type of behavior that may be deemed a serious offense, the Citing Examples
of Unacceptable Behaviors policy includes examples of problems that may result in immediate suspension or
termination of employment. However, the problems listed are not all necessarily serious offenses, but may be
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examples of unsatisfactory conduct that will trigger progressive discipline. By using progressive discipline,
CPT hopes that most employee problems can be corrected at an early stage, benefiting both the employee and
CPT.
7.25
Electronic and Telephonic Communications
CPT provides its employees access to electronic mail communications (email). The primary purpose of the
email is to expedite necessary business communications between two or more individuals. As such, the use of
email is for CPT’s business purposes. Use of email is a privilege and may be revoked at any time. Use of email
constitutes acceptance of this policy.
All electronic and telephonic communication systems, all communications, and stored information transmitted,
or contained in the company’s information systems are the property of the company and as such, should be
primarily used for job-related purposes. The use of any software and business equipment for private purposes is
strictly limited, including but not limited to, facsimiles, computers, and copy machines. Further, employees
shall not use a code to access a file, or retrieve any stored communication, other than where authorized, unless
there has been prior clearance by the supervisor. No employee may use a pass code that is unknown to the
company.
As stated previously, the use of electronic mail through the CPT network is primarily for business purposes.
Incidental personal use of the electronic mail system is permitted. However, the personal use of email should
not interfere with CPT operations, nor should it cause any harm or embarrassment to CPT. Any personal use of
email is expected to be on the employee’s own time and is not to interfere with the person’s job responsibilities.
The company-provided email address should not be an employee’s primary personal email address.
At any time and without prior notice, CPT management reserves the right to examine email, personal file
directories, and other information stored on CPT computers and other electronic and telephonic equipment to
ensure that the use of these systems and equipment is consistent with the company’s legitimate business
interests. Use of these systems constitutes acceptance of such monitoring.
When using email to communicate with individuals outside of CPT, employees should exercise caution
regarding sensitive patient and company information. All files or software should be passed through virus
protection programs prior to use. Failure to detect viruses could result in corruption or damage to files and/or
unauthorized entry into CPT’s network. It is mandatory that employees comply with copyright and trademark
laws when downloading materials from the Internet. If an employee finds that any damage occurred as a result
of the downloading software or files, the incident should be reported immediately to the supervisor.
Employees may only use software on local area networks or on multiple machines according to the software
license agreement. CPT strictly prohibits the use of improperly licensed software on any equipment for either
business or personal use. Employees who wish to use properly licensed software not purchased by CPT should
consult their supervisor prior to attempting to install or use the software.
This policy should be read and interpreted in conjunction with all other CPT policies including but not limited to
policies prohibiting harassment, discrimination, offensive conduct or inappropriate behavior. Employees are
prohibited from using electronic and telephonic communications systems for any unethical purposes, including
but not limited to pornography, violence, gambling, racism, harassment, or any illegal activity. Employees are
forbidden from using profanity or vulgarity when posting electronic mail.
Employees are also prohibited from using CPT’s electronic and telephonic systems for any other business or
profit-making activities. Disclosure of any confidential information through these systems to any party not
entitled to that information is prohibited.
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In general, employees should exercise the same restraint and caution in drafting and transmitting messages over
the electronic mail as they would when writing a memorandum and should assume that their message will be
saved and reviewed by someone other than the intended recipients.
7.26
Using the Problem-Solving Procedure
CPT intends to maintain a procedure that will allow employees to call attention to work-related matters that they
feel need correcting. It is the goal of CPT to provide a pleasant working environment for all employees,
achieved by developing and maintaining cooperative working relationships among employees based upon
mutual respect and understanding. CPT recognizes the need for a procedure that will allow employees to call
attention to work-related matters that they feel need correcting. The following procedure should be used for
resolving such work- related problems.
A "grievance" is defined as any employee dissatisfaction with CPT over a situation that the individual believes
is unjust or inequitable and chooses to formalize in writing. It is the right of every employee to make his/her
own grievances known. Any employee who feels s/he has a just grievance is encouraged to make use of the
following problem-solving procedure. An employee may use this procedure without fear of retaliation. If, after
reviewing circumstances involved, a grievance is determined to have merit, timely action will be taken to correct
the matter.
Importantly, grievances must be initiated and acted upon promptly. An employee's failure to abide by the
timeframes of this policy may constitute a forfeiture of the problem solving process over the issue involved.
Step 1: (Informal Problem-Solving Stage)
An employee who feels he/she has a problem should, within five (5) working days of the alleged violation,
discuss it privately with the immediate supervisor involved. Since problem-solving is best handled informally at
this stage, the employee need not submit the problem in writing. An employee’s first-hand knowledge of the
employee and his/her job enables most situations to be resolved quickly. The supervisor shall respond to the
employee based on the facts and CPT's policies within five (5) working days.
Step 2: (Formal Grievance Stage)
If the problem was not resolved in Step 1, or should the problem involve the immediate supervisor, the
employee should present the problem in writing and discuss the matter with the President or General Manager
within five (5) working days following receipt of answer in Step 1. The President or General Manager will
expect that the problem be stated in writing, along with the employee's proposed action to resolve the problem.
The President or General Manager will gather relevant facts and opinions, review CPT policy, and render a
decision in writing within five (5) working days. If additional time is required, the employee shall be notified
and given an indication of when an answer will be forthcoming. The decision of the President or General
Manager shall be final.
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SECTION 8: SEPARATING FROM CPT
8.11
Termination of Employment
It is important for the employee's record that termination be brought about properly. It is also important for the
employer to have adequate advance knowledge of an employee's intent to terminate employment.
Employees desiring to terminate their employment relationship with CPT are urged to notify CPT at least two
weeks in advance of their intended termination. Such notice should preferably be given in writing to their
supervisor. Proper notice generally allows CPT sufficient time to calculate monies to which the employee may
be entitled to and include such monies in his/her final paycheck. Without proper notice, however, the employee
may have to wait until after the end of the next normal pay period to receive such payments.
As mentioned elsewhere in this handbook, all employment relationships with CPT are on an at-will basis. Thus,
although CPT hopes that the company’s relationships with employees are long-term and mutually rewarding,
CPT reserves the right to terminate the employment relationship at any time, with or without cause or notice.
Exit interviews with the terminating employee’s supervisor are normally scheduled for outgoing employees after
receipt of notice of resignation and for employees whose termination is initiated by CPT. The purpose of these
interviews are to review eligibility for benefit continuation and conversion, to ensure that all necessary forms are
completed, to collect all CPT property that may be in the employee’s possession (i.e., keys), and to provide
employees with an opportunity to discuss their job-related experiences.
Terminating employees are still bound by privacy and confidentiality surrounding patient and company
information, practices, and procedures. Terminating employees may not retain files, documents, or any other
information pertaining to patient or company business. Violation could be subject to criminal prosecution.
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EMPLOYEE ACKNOWLEDGMENT
I understand that the information in County Physical Therapy, LLC’s handbook represents guidelines only and
that the company reserves the right to modify this handbook or amend or terminate any policies, procedures, or
employee benefit programs whether or not described in this handbook at any time, or to require and/or increase
contributions toward these benefit programs. I understand that I am responsible for reading the handbook,
familiarizing myself with its contents, and adhering to all of the policies and procedures of County Physical
Therapy, LLC, whether set forth in this handbook or elsewhere.
I understand that this handbook is not a contract of employment, express or implied, between me and County
Physical Therapy, LLC and that I should not view it as such, or as a guarantee of employment for any specific
duration.
I further understand that no manager or representative of County Physical Therapy, LLC, other than the
President or Vice President, has any authority to enter into any agreement guaranteeing employment for any
specified period of time, I also understand that nay such agreement, if made, shall not be enforceable unless it is
in a formal written agreement signed by both me and the President or Vice President.
___________________________________
Print Name of Employee
_____________________
Date
___________________________________
Employee Signature
_____________________
Date
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