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Policy:
Department:
Appearance Policy
Human Resources Department
Original Date:
Review/Revision Date:
3/9/10
4/2/2014
Owner:
HRD Manager
Approved By:
HRD
Manager
It is the policy of Sentara RMH Medical Center (SRMH) to establish policies and practices to enhance
patient safety and to maintain a consistent image of professionalism for our patients and customers.
Policy Statement:
It is a business imperative for our employees to conduct themselves and look professional to create a
positive, lasting impression for our patients and customers. Whether an interaction is in person, on the
telephone or by electronic communication, our employees must exhibit a positive attitude, willingness to
help and a professional image.
None
Definitions:
Exceptions:
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Deviations from this policy require the applicable Vice President’s authorization with consultation from
other sources, including Human Resources, as needed.
Deviations or accommodations may be made for Employees with medical conditions including pregnancy
and/or religious beliefs that require special clothing, jewelry, shoes, etc. Employees must make requests
for deviations or accommodations to their supervisor. The supervisor in collaboration with the Human
Resources Development Department will evaluate requests for deviations and accommodations. In some
circumstances, the Infection Control and Employee Health Departments may be involved in this
evaluation.
Monitoring:
Outcomes Monitoring
The HRD Manager shall be responsible for monitoring compliance with this policy, and any necessary
enforcement.
Employees who report to work and are not in compliance to these uniform guidelines will be sent home to
change and the steps to the SRMH Counseling and Progressive Corrective Action policy will be applied
as described below.
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Document Management
If the employee is paid on an hourly basis, the time away from work will be unpaid and PAL will not
be authorized for lost work time.
On the first offense the employee will be verbally counseled with an explanation about the
expectations and the consequences including the disciplinary actions steps for non-compliance.
If the employee is noncompliant within one year of being counseled, the employee will be given a
Notice of Written Warning.
If the employee is noncompliant within one year of receiving a Notice of Written Warning, the
employee will be given a Notice of Final Written Warning and may be suspended up to five (5) days
without pay.
If the employee is noncompliant within one year of receiving a Notice of Final Written Warning, the
employee will be given a Notice of Termination and s/he will be separated from employment with
SRMH.
The HRD Manager shall be responsible for developing, communicating and maintaining this policy and
related procedures and job aids necessary for the implementation and continuance of the policy. This
policy shall be reviewed at least every 3 years for repeal or amendment as appropriate.
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Policy: Appearance Policy
All Hospital Staff
Level of Personnel:
Special Instructions:
Professional Appearances Guidelines
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It is the responsibility of all Leaders and Employees to conform to this policy and to ensure that offices,
common areas and other work areas are neat, clean and convey that we take pride in our services and
facilities.
Clothing must be clean, neat, non-tattered, free of advertisement and endorsements, and appropriate for
the work an Employee must perform.
Footwear must be clean, neat and appropriate for the work an Employee must perform. Flip flops are
prohibited during work time. Consistent with OSHA standards, shoes worn in patient areas during work
must be closed toed (no holes) and made of an impermeable material.
Business attire may be required due to public visibility, public representation and/or job duties. When
required, business attire must be conservative: pants/ dresses/skirts must be a professional length and tops
must have a conservative neckline.
Hair must be clean, neat, dry and well groomed. If required for infection control standards, hairnets or
other hair covering must be worn. PPE or hair netting as required and consistent with regulatory
requirements must qualify under infection control standards.
Cleanliness of body and good dental hygiene are to be observed at all times.
Exposed tattoos may not be offensive. Examples of offensive body art include nudity, profanity, evil
appearing creatures, provocative or seductive scenes, discriminatory images, etc. Employees with
significant tattooing of bodily areas including arms, legs, and neck must cover these areas.
Employees represent SRMH before and after they work as they enter and exit our facilities and as such,
whenever possible, Employees should not use public thoroughfares when dressed casually or they should
dress appropriately based on their level of exposure to the general public.
Clothing must cover the torso and undergarments must not be visible.
Casual wear, including denim clothing, jeans, t-shirts, tank or tube tops, is not permitted.
On special event days sponsored by SRMH or a department, SRMH t-shirts may be worn as determined
by the department Director.
Employees will refrain from chewing gum when caring for patients or conducting business with
customers.
Use of personal mobile communication devices in customer service areas does not reflect our
commitment to customer service and for that reason are prohibited. Use of these devices while working
in other areas is subject to the department’s policy and/or the respective manager’s authorization.
ID Badges
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SRMH requires all employees, physicians, students, volunteers and vendors to wear an identification
badge.
ID badges are required to regulate entrance to facilities and for some, to enable access to equipment or
supplies.
For most, a badge extender will also be provided to designate the employee’s department or unit.
A “ghost badge” is also provided which is a second employee picture ID that is placed on the opposite
side of the green badge so a picture is displayed regardless what side the ID is flipped.
ID badges should be placed in the upper section of the body between the shoulders and above the
midsection.
If an employee loses his/her badge, they must report it immediately to the Protection Service Department
and pay $15.00 fee for replacement of the badge.
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Policy: Appearance Policy
Make-up/Fragrances/Jewelry
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Make-up and jewelry must be professional and not attract undue attention.
Jewelry must be appropriate and safe for the area in which the Employee is working.
Facial and tongue piercing, and excessive (more than 2) ear adornments are not permitted. Ear “gauging”
is not permitted.
Fingernails must be an appropriate length based on job responsibilities. Polish must be neat and unchipped if worn.
Artificial nails (acrylic, gel, silk, press-on, etc.) are not allowed for patient care or food service personnel
per infection control guidelines.
Employees must not wear fragrances because they cause allergic reactions to some patients and
coworkers.
Uniforms
 To enable our patients to easily identify SRMH employees and their roles in providing care and service,
SRMH will adhere to the uniform requirements color and style guidelines outlined in this policy and its
Addendum. Employees are responsible for adhering to the uniform guidelines.
 Uniforms are to be purchased from the SRMH approved vendors Super Shoes or the online vendor,
Medline. Use of these vendors is necessary to minimize fabric color variation. Embroidery is not to be
added to the uniform except as approved by the marketing department.
 New hires should be in uniform as soon as possible, but no later than 30 calendar days from their start
date. Employees who transfer into a position requiring a uniform are expected to comply with the
uniform policy as soon as possible and within 30 days of when they begin their new assignments.
Employee Communications
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(For more information see “Telephone Procedures Policy and the SRMH Corporate Identity handbook.)
Employees are expected to introduce themselves, smile, and make eye contact to customers/clients in
person and introduce themselves on the telephone.
Employees should speak in a courteous and professional manner.
Telephones must be answered by a “live voice” whenever possible.
When it is necessary to forward telephones to voice mail, departments are advised to provide the option of
pressing “0” or a reference number so the caller can get to a live voice.
Employees should respond to phone calls and email requests within 24 hours.
Voice messages and email automatic responses should be programmed when Employees are out of the
office for an extended period of time.
Any communications for public or business use should be in compliance with SRMH’s Corporate Identity
guidelines.
For more information, see the SRMH Corporate Identity handbook on the Common drive
(t/common/marketing and communications/corporate identity guide) or call Market Development at x5885.
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Policy: Appearance Policy
Revision Date:
4/2/2014
Revision Description:
Policy template reformat
Related Documents:
Procedures
None
Job Aids
None
Legal References
None
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