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This handbook is effective September 2012 and supercedes all previous Handbooks and Practices. F:\ACCTNG\Housekeeping\Manuals\AIP Clerical Handbook 2013.doc

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Vantage Radiology & Diagnostic Services, a professional service corporation

Merritt Building Imaging Rep Clerical Employees

Welcome We welcome you as a new employee of Vantage Radiology & Diagnostic Services, a professional service corporation (VRADS). Through the medium of this handbook, it is our hope that your integration into VRADS will be accomplished with ease.

It has been prepared in order that you might become familiar with our organization, its policies, philosophy, and benefits. This handbook will also acquaint you with your role and responsibility in the operation of VRADS. Our continuing objective is to provide quality service to our patients. By joining us, you assume your share of the responsibility for maintaining the high principles and standards that have been established in our office.

WELCOME ABOARD!!

February 2013


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Your Employment Status Nothing contained in this handbook is intended to be part of the employment relationship.

The policies and procedures in this handbook are presented as a matter of information only. They are not to be construed as an employment contract and do not give rise to contractual rights or obligations on the part of you or VRADS. VRADS reserves the right to modify, revoke, terminate or suspend any of these policies and procedures in whole or in part at anytime with or without notice.

Your employment relationship is “AT WILL” and is terminable by the employee and VRADS with or without cause and with or without notice at anytime. No agent, supervisor or representative of VRADS has any authority to enter into any agreement of employment for any specified period of time or make any agreement contrary to the “AT WILL” status of employment.

Any questions concerning this information should be discussed with your supervisor or the Administrator.


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As an employee of VRADS you are expected to interact with patients and referring physicians in a manner that reflects the following:

Patients and Doctors • Are the most important people in our business and are not dependent on us - we are dependent on

them.

• Are or have been ill, worried or have gone through an experience that may have been very trying.

• Are not an interruption of our work - They are the purpose of it.

• Do us a favor when they call or come in - we are not doing them a favor by servicing them.

• Are a part of our business - not outsiders.

• Are not cold statistics - they are human beings with feelings and emotions like our own.

• Are not ones with whom to argue or get angry or match wits.

• Are deserving of the most courteous and attentive treatment we can give them.

• Are the ones who make it possible to pay our salaries.

• Are the lifeblood of this and every other health care business, because without them we would have no business.


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Mission Statement To provide patients with cost effective, high quality imaging services in a caring, professional atmosphere. To provide referring physicians with readily available consultation as well as accurate, timely test results.

Office Philosophy A good attitude toward your job is an accomplishment in itself and is significant in measuring your performance at Vantage Radiology & Diagnostic Services, a professional service corporation. Your first responsibility as an employee is to respond to our patients. We handle only one product, SERVICE. We aim to provide our patients with the very best attention and understanding. Whatever your job may be, patients are dependent upon your thoughtfulness and your reliability.

It is of the utmost importance that every member of the staff is courteous, friendly, helpful and prompt in the attention accorded to patients as well as physicians and their staff. If at times their demands seem unreasonable, remember they have been ill or are worried, or have undergone an experience that may have been most trying. What is involved may seem like a little thing to you, but to them may be of vital concern at that moment. Patients are individual human beings who need your help and by doing your best for them, you will reflect credit on yourself and Vantage Radiology & Diagnostic Services, a professional service corporation.


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Medicare Compliance Statement Vantage Radiology & Diagnostic Services, a professional service corporation is committed to Medicare Compliance. The compliance plan that you will receive with this handbook was created to promote prevention, detection and resolution of instances of conduct that do not conform to Federal and State law. The plan demonstrates our organizational commitment to legal and ethical conduct and our commitment to the high ethical standards of our employee’s. The compliance plan is intended to ensure that Vantage Radiology & Diagnostic Services, a professional service corporation follows all applicable federal, state and local laws, rules and policies relating to payment for health care services, including but not limited to billing, coding, claims submission, and health care fraud and abuse. The plan, having been approved by the VRADs Executive Committee constitutes official corporate policy. VRADs physicians and employees who fail to comply with the elements of this plan may face disciplinary actions including reprimand, suspension without pay, termination, or civil and/or criminal charges. It is your obligation to be familiar with all aspects of the Medicare Compliance Plan of VRADS. The company also has a designated compliance officer if any questions should arise.

HIPAA Compliance Statement The Health Insurance Portability & Accountability Act was passed by Congress in 1996. It is Vantage Radiology & Diagnostic Services, a professional service corporation intent to comply with the standards defined in the Act, which include: security, patient privacy, electronic transmissions, standard code set and unique identifiers. It is important that you review the policies Vantage Radiology & Diagnostic Services, a professional service corporation has in place that more clearly define these standards. They will be added as an addendum to this handbook. In accordance with HIPAA, Vrads has developed policies relating to Privacy and Security standards. Each employee will be required to participate in an on going education program. The practice has a Security/Privacy officer. Any issues or questions relating to HIPAA should be brought to that person’s attention. All inquiries will be kept confidential. Patient protected health information includes the following: Name, age, date of service, social security number, account number, address, telephone number, health plan number, diagnosis and associated reports or notes, procedures performed, medical results, billing information and credit card numbers. All persons performing work for Vantage Radiology & Diagnostic Services, a professional service corporation are expected to provide correct, valid information and documentation in all situations (computer and hard copy), including but not limited to: application for web access products, confidentiality forms, patient identification and medical information forms, insurance information, supply or other forms or reports. Failure to do so will result in sanctions. Error or violations by employees or contractors of Vantage Radiology & Diagnostic Services, a professional service corporation will be documented and reported through the procedure defined under the Security/Privacy program. Disciplinary action may follow, to include sanction and /or follow-up monitoring as indicated by the nature of the violation.


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Employment Definitions: Full-Time Employee: An employee who normally works 40 hours or more per week.

Part-Time Employee: An employee who normally works less than 40 hours per week.

On-Call Employee: An employee who normally works on an as needed basis. This employee is NOT eligible for any benefits.

Temporary Employee: An employee who is hired on a short-term basis. This employee is NOT eligible for any benefits. This includes employees who switch to Full-Time status on a temporary basis (ex: students who work full time during the summer only).

Scheduled Work Hours: The hours and days you agree to work upon hire or as noted in the Personnel Change Notice Form.

See “Benefits” section for specifics on employee eligibility.

Equal Employment Opportunity It is the established policy at VRADS to provide equal employment opportunity for all applicants and employees regardless of race, religion, color, national origin, sex, age, marital status, sexual orientation, handicap or veteran status.

Sexual Harassment VRADS is committed to providing a working environment in which its employees are treated with courtesy, respect and dignity. VRADS will not tolerate or condone any actions by any persons, which constitute sexual harassment of an employee.

Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors and other verbal, written or physical conduct of a sexual nature by employees or supervisors where such conduct is either made an explicit or implicit term or condition of employment, used as the basis for employment decisions affecting employees, or has the purpose or effect of unreasonably interfering with an employee’s work by creating an intimidating, hostile or offensive working environment.

Deliberate, repeated and unsolicited comments with sexual overtones, sexual jokes or ridicule, physical gestures or actions of a sexual nature, and solicitations for sexual favors are examples of violations of this policy and will subject the offender to discipline, including discharge. A sexual harassment complaint should be directed to your Supervisor or another available Supervisor if the need arises, who will promptly and fully investigate. Confidentiality will be maintained to the maximum extent possible, consistent with the need to fairly and thoroughly investigate the complaint.


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Introductory Employees A newly hired employee’s performance will be followed closely during the first one hundred and eighty (180) days of employment. This introductory period gives the employee and VRADS an opportunity to determine if your employment is mutually satisfactory. As with all employees, the newly hired employee may be terminated at management’s discretion without cause and without notice. After completion of the first ninety- (90) days of continuous employment, those employees who are eligible will receive leave bank credit retroactive to the date of hire. No benefits are accrued if the employment relationship is terminated within ninety (90) days of employment.

Personnel Files Employee personnel files are maintained at the office and may be reviewed by the employee within a reasonable period of time after the employee requests the file. To avoid the possibility that these files may be misplaced, we request that the files be reviewed during normal office hours with a Supervisor in attendance.

Termination of Employment

All employees are employed at will. This means you may terminate whenever you wish, although we request that you provide us reasonable notice as set forth below. Similarly, Vantage Radiology & Diagnostic Services, a professional service corporation may terminate any employee at will in the sole exercise of its discretion. Examples of violations for which termination will be immediate and without notice include, but are not limited to: Repeated tardiness or absences; alcohol or drug abuse; insubordination; breach of company security regulations; dishonesty in the employment application or after hire; expired applicable professional licenses; theft or abuse of company property; or theft from any company employee or abuse of any company employee.

If deemed appropriate by the Supervisor, one verbal and two written notices will be provided to an employee indicating unacceptable behavior, performance, etc. with the second written notice considered as a final notice.

1) All employees are expected to give written notice of their resignation. 2) All supervisory, administrative and tech employees are expected to give 4 weeks notice. 3) All other employees are expected to give 2 weeks notice. 4) Failure to give the required notice will result in forfeiture of leave bank accruals and ineligibility of re-employment.

5) Any company property in the employee’s possession, including keys, must be submitted to the Administrator or immediate Supervisor on the final day of employment. The final paycheck will be distributed at the next regularly scheduled payroll.

6) All employees who terminate their employment with Vantage Radiology & Diagnostic Services, a professional service corporation may receive an

exit interview with the Administrator or their immediate Supervisor, which shall be a permanent part of the employee’s personnel file.

7) Once notification of termination of employment has been given, an employee is not eligible to use leave bank accruals to fulfill their required period of notice.


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Rules of Conduct VRADS, like any other organization, finds it necessary to have rules and regulations of conduct, which are designed to safeguard the best interest of everyone. It is VRADS intention to use these rules to bring to the attention of all employees that VRADS must maintain order and require proper conduct so that pleasant working conditions for everyone exist and all of us may provide quality patient care.

Violations of VRADS rules and policies considered serious or continuing by VRADS can result in disciplinary measures or immediate termination. These violations can include but are not limited to:

1. Dishonesty or theft. 2. Falsification of office records, such as timecards, pay or benefit records and employment

applications. 3. Insubordination. 4. Willful or negligent damage to VRADS property and/or property of others. 5. Unacceptable absences or tardiness from work. 6. Inability to cooperate and work amicably with fellow employees, patients, doctors or other office

staff. 7. Use of controlled substance, alcohol or drug not medically authorized which affects job

performance or poses a hazard to the safety and welfare of patients, the employee or other employees.

(See Substance Abuse and the Work Environment - Pg. 11).

8. Failure to follow any VRADS policy, rule or regulation, including VRADS EEO Policy, Sexual Harassment Policy, Patient Confidentiality Policy, or safety requirements.

9. Inappropriate use of e-mail or the Internet.

Appearance Policy Updated 2-15-2013 Attire Vantage Radiology & Diagnostic Services, a professional service corporation at the Merritt Building is a work environment involving direct patient contact and patient care. We want to convey a professional appearance to patients, visitors and co-workers. A good personal appearance promotes trust and confidence in the workplace. Each employee conveys an image of Auburn Diagnostic Imaging Services and its partner organizations’ Vantage Radiology & Diagnostic Services and Multicare Health System. It is an expectation that all employees comply with the dress code in order to ensure a positive impression based on personal appearance as well as to ensure the safety of patients and staff. The following is provided as a guideline of what is acceptable dress and appearance. Any attire or appearance deemed to be unacceptable by the site manager will be discussed with the employee. Business casual dress is appropriate

• No jeans of any color, sweat pants, stretch pants, shorts, capri’s, short or long sleeve t-shirts of any color, sweatshirts, flannels, clothing with holes or stains, colored tennis shoes. Socks or hosiery must be worn at all times. Clothes should be neat, clean and appropriate for the wearer.


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• Hair must be clean and neatly groomed. • No visible tattoos, hats/caps, or large logo’s, • Employees should not wear cologne or aftershave while on duty. Fingernails should be well

trimmed and clean. Body odor should not be apparent. • The wearing of buttons, signs, etc. are inappropriate. No large logos. Any jewelry should be

unobtrusive and not interfere with the requirements of the job. Makeup should be applied lightly and in good taste.

• Examples of inappropriate clothing for the workplace would include backless dresses, clothing that is too tight, revealing, or short.

• All employees are required to launder their own uniforms. Uniforms should be pressed and clean at all times.

Front Office: Professional Casual Dress

• Slacks, cotton twill pants, skirts, blouses, button up shirts, polo shirts, sweaters, blazers, pant suits, suits, etc.

• Name tag worn at all times in clear sight above the waist with name clearly visible. • Company smock worn at all times over regular clothing in patient service areas

Techs: Professional Casual Dress or Medical Scrubs • Name tag worn at all times in clear sight above the waist with name clearly visible. • Professional Casual Dress is appropriate with labcoats worn over top (professional casual

dress defined above under Front Office section). One labcoat will be provided to each employee.

• Scrubs can be worn in place of professional casual dress, but are optional and are at the expense of the tech. If scrubs are worn, they will be a color within the ADIS color scheme of teal, purple or black. Labcoats are to be worn over the scrubs whenever providing patient care. Scrubs should be neat, wrinkle free and in good condition.

• Shoes must be clean, in good repair and promote safety in the working environment. • Personnel providing direct patient care wear socks or stockings and shoes with enclosed toes. • Hair should be clean, neat and contained in such a manner that it does not come in contact with the

patient.

ADIS reserves the right to change the Appearance Policy at any time should they feel that a professional image is not being promoted.

Confidential Information Policy and Ethics As an employee of VRADS, you will be exposed to information about patients, their problems and their illnesses - all of which are strictly confidential. Under no circumstances is VRADS business or medical affairs of patients, employees, or physicians to be discussed with anyone outside VRADS (including family members or friends), or to be inappropriately shared with other employees. Discretion in conversation among employees must be used at all times, especially in areas where patients or visitors may be present.

Carelessness or thoughtlessness leading to release of information about patients may have ethical or legal ramifications for the employee and VRADS. Any violation of any portion of the policies and procedures of VRADS or the state and federal regulations governing the patient’s right to privacy may result in disciplinary action or dismissal.


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Open Door Policy VRADS believes that employer-employee relationships are developed and maintained through mutual trust and open communication. The proper channel of communication is to first inform your immediate supervisor. This includes questions and comments regarding all operating and personnel issues. They will be able to identify the proper course of action that you need to take from there. VRADS has adopted the following:

Employee Communication Bill of Rights • To clear, understandable and unambiguous communication.

• To ongoing communication --- not just in times of crisis or need.

• To information before, not after, important events.

• To give feedback on issues and have all two-way horizontal and vertical communication lines open and clear.

• To be told about issues affecting their jobs, their responsibilities and VRADS.

• To be recognized for their accomplishments and achievements so they feel their contributions are valued by the organization.

• To know why VRADS adopts its policies and procedures and to know about changes in the business and social environment VRADS work in.

• To a continual overview of successes and failures encountered by VRADS, and VRADS growth and vision.

VRADS also believes that employees should be encouraged to offer suggestions and ideas that may improve overall service and efficiency. Your comments concerning organizational policies are always welcome.

Employees are encouraged to directly discuss with VRADS Management any suggestions, questions or problems that may arise regarding their work performance, working conditions, benefits, compensation, or VRADS operations.

Substance Abuse and the Work Environment

Vantage Radiology & Diagnostic Services, a professional service corporation is committed to achieving an alcohol and drug-free workplace. Alcohol and other drug abuse is a significant public health problem and has a detrimental effect on the business community in terms of increased medical claims, medical disability costs, decreased productivity, injuries, theft and absenteeism. Accordingly, Vantage Radiology & Diagnostic Services, a professional service corporation has the right and obligation to maintain a safe, healthy and productive working environment and to protect the company’s property, operations and reputation.

Vantage Radiology & Diagnostic Services, a professional service corporation has rules pertaining to drugs and alcohol to help us achieve a work environment that is free from the effects of alcohol and drug abuse. All employees will be subject to random, reasonable suspicion, post-accident, and post-treatment testing. The following circumstances are violations of the company rules and can result in disciplinary action up to and including termination of employment.


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1) The use, purchase, transfer, possession or being under any influence of alcohol on company property or while engaged in company business;

2) The use, purchase, transfer, possession or having illegal drugs in the employee’s system while on company property or company business;

3) Conviction of illegal drug or alcohol-related crime on or off the job. Vantage Radiology & Diagnostic Services, a professional service corporation values its employees and recognizes the need for a balanced approach to achieving an alcohol and drug-free workplace. Employees needing help in dealing with such problems are encouraged to use their Health Insurance plan or the EAP program available through the company’s disability policy as appropriate.

This policy applies to all employees of the company.

Workplace Violence Vantage Radiology & Diagnostic Services, a professional service corporation has a “zero tolerance” position regarding violence, firearms and dangerous weapons in the workplace. Violations will result in disciplinary action up to and including termination of employment. Any expression, verbal or physical, that could be interpreted by a reasonable person as an intention to inflict harm, injury, damage, or violence to person or property will not be tolerated. This includes disruptive behavior such as making unreasonable noise, throwing objects, shouting, obscene language, misbehaving, disturbing a meeting or persons, or creating hazardous conditions (reckless endangerment) by such acts which serve no legitimate purpose. Any type of assault, which is the intentional use or attempt to use physical harm to another person with or without a weapon or dangerous instrument, will also not be tolerated. Carrying any firearm or dangerous weapon is strictly prohibited and can be grounds for immediate dismissal.

Performance Evaluations It is the policy of VRADS that the job performance of each employee shall be evaluated periodically by VRADS Management. Generally, performance appraisals will be completed upon the following occasions:

1. Within the first 180 days of employment. 2. At anniversary date of employment. 3. Thereafter annually on your anniversary date. 4. In the event an employee accepts another position in the company, the employee’s performance

in that new role will be evaluated within 180 days. If your annual review date is within 90 days of that date, the reviews will be combined. The annual evaluation will continue to reflect the original date of hire.

Salary Reviews Do not necessarily coincide with your performance evaluations - See Section “Wage and Salary Administration”.

Wage and Salary Administration


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Wages, Salaries and Other Compensation Salary adjustments typically occur annually and generally coincide with performance appraisals. The salary scales are compared annually to comparable medical practices and cost of living adjustments made where appropriate.

Your salary is a personal and confidential matter between you and VRADS management and should not be discussed with fellow employees. The Administrator or your immediate Supervisor will be happy to talk to you at any time if you have questions about your salary.

Work Day Employees are required to be ready to commence work immediately at the start of the work shift and at the end of the lunch or break period.

The “Personnel Change Notice Form” documents the work shift. If changes are made to your schedule, make sure this has been filled out by your supervisor and submitted to payroll.

This form is maintained in the employee file and defines the work assignment and schedule. The Personnel Change Notice form provides the basis for calculating eligibility for benefits.

If an employee changes her/his work schedule, a new Personnel Change Form Notice must be submitted and signed by the employee and VRADS management. A work schedule change will only be submitted if the schedule change will be greater than two months in length. Due to the nature of our business, all employees may be required to work overtime, and/or a different shift, which may include weekends and holidays.

Office Hours The Merritt Building is staffed, with phones turned on from 7:30a.m. to 9:00 p.m. Monday through Friday.

Meals All employees who work more than five (5) hours a day are required to take a half (1/2) hour meal period. Lunch order coordination, pickup and delivery and meal preparation are all considered part of your half (1/2) hour meal period and should not be performed on company time. You are required to clock in and out for your meal period. Meal periods cannot be taken at your workstation. Drinks are permitted at your workstation, but food is prohibited. Your supervisor schedules employee lunch hours.

An employee lounge is provided and is equipped with a refrigerator, microwave oven and coffeemaker. Employees are asked to confine their eating to the employee lounge. All employees are asked to clean up after themselves and to share in keeping the entire lounge clean and neat. .

Break Periods Employees are required to take a break period for at least 10 minutes, but not more than 15 minutes, for every four hours worked. Break periods should not be taken at your workstations. Break periods are paid for by VRADS.

Salary Reviews Pay increases are awarded at the sole discretion of VRADS Management according to the employee’s


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performance and business conditions. Salary reviews normally occur after the end of the first year of employment and then annually thereafter.

VRADS has salary matrices in place for every department and adjustments are made based on matrix criteria, experience at VRADS and previous experience elsewhere. Your supervisor and you (the employee) will establish goals for your growth and development every year during the appraisal process. It is the employee’s responsibility to achieve these goals in order to receive an increase in salary. If the employee’s position changes during the course of the year, it is the employee’s responsibility to meet with their respective supervisor and establish new goals and accomplishment dates.

Overtime Pay Overtime will be paid to all hourly employees for all hours actually worked in excess of forty (40) hours each week (Sun - Sat). This work will be paid at one and one-half (1-1/2) times your regular rate of pay.

Your supervisor must authorize all overtime in advance of the time worked. Failure to obtain this authorization is cause for reprimand.

Time paid for scheduled time off, holidays or other absences will not be counted as time worked for the purpose of computing overtime. Time paid for attendance at mandatory in-service training and office meetings will be counted as time worked for the purpose of computing overtime.

Premium Pay Technologists will be paid a $2.50 per hour differential for evening and weekend shifts. Evening shift is defined as the majority of hours worked falling after 3pm.

The On Call rate for holding a pager is $3.00 per hour. Call Backs are a 3 hour minimum with hours being paid at one and one-half (1-1/2) your regular pay.

Front office staff will receive a $1.00 per hour differential for evening shifts. Evening shift is defined as the majority of hours worked falling after 3pm.

Payroll Procedures

Pay Periods and Paychecks Paychecks are issued every two weeks (26 times a year). Your paycheck will be issued one week after the pay period ends. Your paycheck will include all overtime earned during the same pay period worked.

Employees may choose to have their paycheck directly deposited into their own bank accounts. If you choose this option and in the future close the account or change banks, you must notify the accounting department before payroll is processed (Saturday is the last day of the pay period, therefore you must notify accounting by the following Monday). Notification should also be made for any name or address changes.

Accounting will not re-issue a payroll check until verification of your payroll funds is received by Columbia Bank, VRADS bank account. This may take up to three working days to verify.

Federal and/or state laws require that deductions be made from wages for income tax and social security tax. All deductions are itemized on your paycheck stub. Employees are encouraged to become familiar with their paycheck stub and retain it for their records.

VRADS is required by law to garnish an employee’s wages when directed to do so by a court order.


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VRADS reserves the right to assess administrative fees for the handling of these claims.

Time Cards State and federal regulations require VRADS to keep accurate records of hours an employee works. VRADS utilizes ADP’S EZLabor time system for this purpose. Employees are responsible for clocking in and out to reflect their hours worked. Employees are expected to report any excused or unexcused time off during that pay period prior to the closing of that pay period. If the employee’s adjustment is not submitted before the closure of the pay period, the employee’s missed hours will not be compensated in that pay period. This will be adjusted for in the following pay period. Your supervisor needs to approve vacation and sick leave requests before submitting to payroll.

If your time card does not reflect a meal break because you forgot to punch in or out, and you have worked more than 5 hours in a day, a half (1/2) hour lunch break will be added to your time for that day. You are required to take a lunch break, but if you feel you need to work through this break due to workload demands you must receive prior approval from your Supervisor and have them sign your timecard accordingly. If you

fail to do so, you are subject to disciplinary action.

It is imperative that you are diligent about punching in and out. It is payroll’s record for verifying your work schedule. Please report any missed punches to your supervisor so that they can make the correction.

Final Paycheck Employees terminating will be issued a final paycheck in the pay period following the last day worked.

Benefits

Medical Benefits Benefits become available on the first day of the month following the first thirty (30) days of continuous employment, and after the completion of the enrollment forms. At such a time the benefits become available, coverage is subject to alteration, amendment or discontinuation from time to time by VRADS or the insurance carrier.

Our medical and dental insurance contracts require that an employee work a thirty- (30) hour week in order to be eligible for coverage. Part time (less than 30 hours per week) and on-call employees are not eligible to receive medical benefits. A complete description of the medical plan and benefits is available from the Accounting Department.

Change in Personal Information Employees must inform VRADS Management of any change in their insurance status, including a change in the number of dependents or marital status. Employees must also advise of changes in name, address, telephone number, or any other pertinent information.

Continuation of Coverage Coverage for terminating employees will remain in effect until the end of the month in which they terminate. Under the Consolidated Omnibus Reconciliation Act of 1986 (COBRA) employees and their families may, under certain circumstances, have a temporary extension of their health coverage following a qualifying


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event, on a self -pay basis. Details are available from the Business Office.

Holidays 1) Each full-time employee will receive nine (9) paid holidays each year. The paid holidays are as

follows: New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day 1 Floating Holiday

If the holiday falls on a Saturday or Sunday the next closest day will be designated as the holiday. A part-time employee will be eligible for holiday pay pro rata based on the employee’s work schedule. (Part-time employees are not required to make up additional hours during a holiday week if their pro rata holiday hours do not satisfy their daily requirements.) Part-time employees who work under 20 hours per week are not eligible for holiday pay. Vantage Radiology & Diagnostic Services, a professional service corporation will be closed on each of the preceding holidays as policy. Pro rated holiday pay is based on the following weekly hours worked status: 20-24 hours equals 4 hours holiday pay 25-29 hours equals 5 hours holiday pay 30-34 hours equals 6 hours holiday pay 35-39 hours equals 7 hours holiday pay 40 hours equals 8 hours holiday pay If an employee is not maintaining their current work status then their holiday pay will be based on the average hours worked over the past 12 weeks. 2) In order to be paid for a recognized holiday, an employee must work the entire day (or closest scheduled entire shift) preceding and following the holiday unless vacation time has previously been scheduled. If an employee leaves early or comes in late on these days, approval must be granted by your supervisor in order for an employee to be paid for the holiday. Part-time employees must work their last scheduled day prior to the holiday and their first scheduled day following the holiday in order to be paid for the holiday. If an employee is unable to work due to illness, a note from the employee’s physician indicating that the employee was unable to work must be submitted in order to be paid for the holiday.

Retirement Plan The formula, eligibility and funding parameters are subject to change as mandated by the IRS and approved by the Board of Directors. For further plan details, please ask Accounting for a copy of the Summary Plan Description for each plan.

Life Insurance VRADS provides a life insurance policy through States West. This benefit is provided to full-time


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employees. It is effective the first day of the month following the first ninety- (90) days of continuous employment.

Supplemental life insurance is also available through Jackson National Life. This is not a benefit that VRADS provides for its employees. (See accounting for details).

Disability Insurance VRADS provides a disability insurance policy provided by UNUM Life Insurance Company of America. Full-time employees are eligible the first day of the month following the first ninety- (90) days of continuous employment. In general the policy provides for a disability benefit of 66.67% of monthly income to a maximum of $6,000.00 per month. Bonus, overtime or other special pay is not included in monthly income. Please see your policy booklet for details.

Flexible Benefit Plan VRADS offers a flexible benefit plan permitting employees to pay their medical and dental plan premiums with before-tax dollars. In addition, VRADS’ plan permits employees to pay for uninsured medical expenses and qualifying dependent care expenses with before-tax dollars.

For further information and/or enrollment forms for this plan see VRADS Accounting Department.

Leave Bank The Leave Bank Program combines vacation, sick and personal leave time into one bank. The purpose of the Leave Bank Program is to provide: greater flexibility in using paid time off; an incentive for good attendance; income during periods of illness and temporary disability; an aid to recruitment; to insure that absences will be scheduled in advance whenever possible and to be simple and easy to use. All Regular Full Time and Part Time Employees eligible for benefits accrue Leave Bank time from the first day of employment. An employee becomes eligible to use Leave Bank benefits after completing their trial period. Employees who terminate employment or retire will be paid 50% of their current accrued Leave Bank balance after 1 to 5 years of service, 75% of the balance after 5-10 years of service, and 100% of the balance after 10+ years of service. Please refer to Attachment A for your accrual breakdowns. Regular Part Time benefit eligible Employees whom are regularly scheduled to work 20 hours/week or more accrue at a pro-rated portion of the levels outlined above. The Leave Bank is accrued each pay period (26 pay periods a year). VRADS strongly discourages leaves without pay. Maximum accrual in the Leave Bank is limited to 480 hours. Employees who have accrued Leave Bank hours exceeding 480 hours will receive a check for those hours, payable according to the schedule above.

An employee is paid Leave Bank time for scheduled or unscheduled time off if: • The employee has enough hours in his/her Leave Bank to cover the absence and a supervisor-signed

request is submitted to payroll. Leave bank allowed for use will be based on the documented amount from your last pay stub. Payroll does not calculate in advance how much an employee will earn in the next pay period. Please plan accordingly to manage your leave bank hours available for your use.

• The employee has personally notified his/her Supervisor at least 1 hour before the employee’s shift begins.

Scheduled Time Off


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Scheduled time off is time off requested by the employee in advance and approved by the scheduling Supervisor. All requests for Leave Bank require sufficient hours in the Leave Bank. If more than one person requests leave at the same time, VRADS policy will be based on the following criteria:

a. Employee may not sign up for time off unless their leave bank accrual is (will be) sufficient to cover the requested time.

b. If the employee is selecting “desirable” days off and received those same days off in previous years, other employees will be granted first consideration.

c. Employee seniority. While every effort will be made to accommodate the desires of our employees, Leave Bank time needs to be scheduled with the scheduling Supervisor so this does not interfere with the operations of the company. Scheduled Leave is to be requested in writing, please complete a Scheduled Time Off Request Form and submit to your supervisor. These requests should be submitted with as much notice as possible, but not less than two (2) weeks before the desired scheduled time off. Open enrollment for scheduled time off requests is between December 1st and the 15th of every year. At the end of this period, the request forms will be sorted and time will be granted to employees according to the above considerations. For scheduled time off submitted after December 15th, your supervisor will return the request form to you indicating approval/disapproval within 10 working days following its submission. Previously approved Scheduled Time Off is subject to cancellation should the leave bank accruals be insufficient. Employees are strongly encouraged to be mindful of their leave bank accruals and budget time off accordingly. Making up time to manage use of leave bank time is not a recommended practice. Newly hired employees may request scheduled time off after their first 90 days, or 180 days for requests encompassing more than one (1) week of leave. Your anniversary hire date is the date used for the purpose of accruing leave bank.

Unscheduled Time Off Unscheduled time off results when an employee is absent from work and has not given advance notice to his/her Supervisor. An employee is required to notify his/her Supervisor or designee (not his/her fellow employees), at least one-hour in advance of the start of their shift. The employee should make every effort to talk directly to their supervisor, and in their absence should talk to another available supervisor. Leaving messages without calling back later is not acceptable, or telling a co-worker only is strongly discouraged. Employees failing to meet specific call-in policies may be subject to disciplinary action. Unless previously arranged, an employee must notify his/her Supervisor each day that he/she does not report to work. A Doctor’s note may be requested at any time as verification at management’s discretion. All rules for unscheduled days taken before or after a holiday still apply. A Doctor’s note will be requested under those circumstances.

Catastrophic Sick Time Catastrophic sick time shall be payable after an absence of 10 consecutive workdays for an illness or injury that completely disables an employee from performing her/his work. If an employee returns to work on a part-time basis while recovering from a catastrophic illness, the employee is no longer able to use their catastrophic sick leave. Employees who do not intend to return to work after use of catastrophic sick time for a disabling illness or injury, due to reasons other than a serious health condition, will not be paid with the use of catastrophic sick time.

Catastrophic sick is accrued from actual hours worked by an employee at the rate of three (2.75) days for


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every 2080 hours worked. Employees must use any available leave bank during their first 10 days of absence.

Longevity Bonus Each employee will receive a 5% bonus based on an average of their wages over the last 12 months at the time of their anniversary date once they have completed ten years of consecutive employment. If you terminate your employment with VRADS at any time and are rehired, your longevity bonus will be calculated from your rehire date, not your original hire date. Thereafter, ten-year employees shall receive an additional 5% bonus after completing each 5-year increment. The 5% will not be an addition to salary, but a one-time bonus.

Bereavement Leave VRADS will reimburse up to three days of bereavement leave with pay per calendar year, (a maximum of eight (8) hours per day for full time employees, and prorated for part-time employees based on scheduled work hours), for a death in the immediate family. The “immediate family” includes father, mother, sister, brother, husband, wife, child, father-in-law, and mother-in-law. Payment will only be made for those days the employee was actually scheduled to work. At the discretion of the Office Management, additional time off on an unpaid leave of absence may be obtained.

Jury Duty Leave Jury Duty leave is provided to full-time employees following the completion of two years of service to Vantage Radiology & Diagnostic Services, a professional service corporation. VRADS will only reimburse one civic duty every (3) three years. VRADS recognizes the importance of fulfilling one’s civic duties by serving on a jury. Employees must notify VRADS Management as soon as the employee receives a summons for jury duty. VRADS will reimburse an employee for up to ten (10) working days of jury duty. Employees will be compensated at their regular wage as long as the court reimbursement check is submitted to the accounting department along with the court documentation of days served. The Employee is required to return to work if they are dismissed from court before 3:00 p.m. any day during the jury duty.

Nothing in this policy shall prevent any employee from performing jury duty more than once per calendar year provided, however, that such additional periods of absence from regular duties as a result of jury duty shall be charged to your Leave Bank Accruals.

Military Duty Leave Leave required in order for an employee to maintain status in a military reserve of the United States shall be granted without pay, as may be allowed under applicable law, without loss of benefits accrued to the date such leave commences and shall not be considered part of the earned annual vacation time. Employees will give notice of known military leave at least ten (10) days prior to when the military leave will occur.

Leave Without Pay for Family Active Combat Duty Leaves of absence may be granted to an employee when a spouse, son or daughter who is engaged in active military combat, is on leave. Employees will be allowed to take up to 10 scheduled workdays a year. Accrued leave bank must be used first. However, if necessary, the remainder of the leave would be unpaid without loss of benefits. If more than ten workdays are requested and approved, benefits will be prorated. Requests for leave must be pre-approved by the Administrator with as much notice as possible given.


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Leave Without Pay Employees are expected to work their scheduled work hours as documented by the Personnel Change Notice Form. Although VRADS strongly discourages leaves without pay, leaves of absence may be granted to an employee for valid reasons such as illness, accident, or compelling personal circumstances. Request for leave of absence must be made to the Administrator in writing. Each case will be decided on its merits subject to appeal. An employee who while on leave of absence engages in other employment, or fails either to report to work or to ask for a renewal of their leave on or before the expiration of this leave, will be considered as having quit without notice and shall cease to be an employee.

Medical Leave Without Pay A medical leave without pay (LWOP) may be granted to employees who are recovering from illnesses or accidents. A medical LWOP may be used for actual periods of disability associated with pregnancy or childbirth. A medical LWOP requires a physician’s certification and is not expected to exceed the actual period of disability. In any case, a medical LWOP may not exceed one calendar year. Before an employee is placed on medical LWOP status, the employee must exhaust all accrued sick leave and vacation benefits. A written request for a medical LWOP must be submitted to the employee’s supervisor, along with a physician’s certification indicating the nature of the medical problem and the anticipated length of the period of disability. Employees returning from a medical LWOP must provide a physician’s certification of their ability to return to work. Employees returning from a medical LWOP are entitled to return to their same job or a similar job with like pay and status so long as their LWOP did not extend beyond the actual period of disability or one year (whichever is less and business necessity did not require VRADS to fill the position on a regular basis during the medical LWOP).

Maternal Leave Policy 1. Requests for time off for any period of disability associated with pregnancy or childbirth will be

handled like any other temporary disability. For example, pregnant employees may use their leave bank accruals and/or catastrophic sick time to offset loss of income during any period of actual disability associated with pregnancy or childbirth. If these benefits are exhausted and the employee is still disabled, she may request a medical leave without pay (LWOP) for the remainder of her disability period. The length of a medical LWOP is determined according to that policy.

a. It has been VRADS’ experience that physicians will certify that a woman is disabled shortly

before her due date and continuing until about six weeks after birth. The actual period of disability will need to be certified by the treating physician to VRADS to the extent that the period of disability exceeds six (6) weeks. Any need for an extension of the disability period will be handled according to the medical LWOP policy. It is VRADS’ policy to extend to an additional four (4) weeks of parenting leave after the period of disability has ended. The parenting leave provides for part-time employment of not less than sixteen (16) hours per week immediately following the maternal leave.

b. Employees returning from a medical LWOP due to pregnancy or childbirth will be allowed to return to their same job or a similar job of like pay and status so long as their LWOP did not extend beyond the actual period of disability (and business necessity did not require VRADS to fill the position on a regular basis during the medical LWOP).

c. Requests for Leaves. Written requests for a medical LWOP must be submitted to the employee’s supervisor as soon as the need for the leave is known.


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2. Fringe Benefits. Employees do not continue to accrue benefits while they are on unpaid leave.

Family and Medical Leave Act of 1993 The Family and Medical Leave Act of 1993 provides eligible employees the right to take unpaid leave, or paid leave if earned, for up to 12 workweeks in any 12 months for: • Birth of a child • Placement of a child for adoption or foster care • Care for a family member with a serious health condition (parent, spouse, child) • The employee’s own serious health condition makes the employee unable to do his/her job During the duration of the leave, VRADS will maintain all health benefits for which the employee is entitled. Premiums pertaining to the employee coverage will be paid by VRADS with the employee being responsible for only premiums for family coverage. Employee generally has a right to return to the same position or an equivalent position with the equivalent pay, benefits and working conditions at the conclusion of the leave. If an employee does not return to work for reasons other than a serious health condition or circumstances beyond their control, benefit costs may be recovered. Employee must provide to VRADS 30 days advance notice where practicable, medical certification to substantiate leave and a release certificate to return to work. Failure to provide the pertinent documents could result in leave request being denied. In order to be eligible, an employee must meet the following criteria: employed by Vantage Radiology & Diagnostic Services, a professional service corporation for at least 12 months; employed for at least 1,250 hours of service during the 12 months preceding the leave. Family member is defined as employee’s spouse, son, daughter (includes stepchildren) or parent.

Workers Compensation Each employee is insured through the State Department of Labor and Industries against illness or accident resulting from his or her employment. Benefits help pay for your medical treatment and part of any income you may lose while recovering. Specific benefits are prescribed by law depending on the circumstances of each case. Employees who are injured on the job must report immediately to your Supervisor.

Re-Employment An employee terminating employment with VRADS under favorable conditions may be eligible for re-employment at a later date. Upon re-employment, previous employment may be counted into seniority, for the purpose of vacation accruals only, if the employee returns in less than (1) year. If the returning employee has been gone for a year or more, previous employment shall not be counted into seniority for any purpose.

All re-employed persons will, in every other respect, be treated as a new employee, except for the retirement plan benefit. If the returning employee was a member of the VRADS retirement plan when they terminated, they are eligible to enter the plan immediately upon rehire if they return within five (5) years. If the returning employee was not yet a member of the VRADS retirement plan and return within one (1) year, their previous employment can be counted towards their retirement plan eligibility, if they return after one (1) year has passed, previous employment cannot be included.


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Health and Safety Employee Safety Maintaining safe working conditions at VRADS is of utmost importance and is the responsibility of every staff member. All employees will be responsible for ensuring that operations of VRADS are performed with the utmost regard for the safety and health of all persons interacting at the Office. All employees are encouraged to maintain their familiarity with departmental and organizational safety policies, participate in all safety and health educational programs offered, comply with all safety rules and regulations, report unsafe conditions and practices and continually practice safety while performing designated duties.

General Information

Requests for Personnel Information All requests for personnel or reference information concerning current or former employees shall be directed to the Supervisor. No information about VRADS employees will be given to any person except the Supervisor. The Supervisor will release appropriate information to outsiders in response to written requests only.

Parking Merritt Building employees are expected to park on the street. The Merritt Building parking lot is for patient use only. VRADS does not accept any liability for damage to or theft of automobiles or other personal possessions.

Use of Personal Automobile for Business VRADS may request that you use your personal automobile to conduct VRADS business. For some employees, use of your automobile may be a requirement for the position. VRADS reimburses business mileage according to the federal guidelines and valuation. Employees conducting business for VRADS are required to have full insurance coverage on their automobile with coverage limits of a minimum of $300,000 bodily injury and $50,000 property damage. All employees must provide their supervisor with a “certificate of insurance” from their automobile insurance carrier.

Telephone During VRADS hours our phones are very busy. Friends and relatives of employees should be encouraged not to make personal calls to employees. While you are at work you are expected to be working and shouldn’t be taking personal calls unless you are off the clock. Likewise, any outgoing personal calls are to be restricted to meal and break periods and should be made from the lunchroom. Cell phone usage is strictly prohibited during working hours.

The importance of courtesy, friendliness, and promptness when the telephone is being used cannot be overemphasized. A voice on the telephone is often the only contact the caller remembers.

Email/Fax/Internet Access These programs should be used for business purposes only. Confidentiality cannot be guaranteed. Email


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addresses and fax numbers should not be distributed to family and friends. Internet usage during working hours is limited to business purposes only. The Internet may be used for personal use when employees are clocked out for lunch or before/after their shifts. We assume discretion will be used and usage will be limited to acceptable sites only. This privilege may be revoked if company policy is violated.

Employee Links Website The VRADS website is available for all employees to use to access payroll forms, benefits information and to reference the employee handbook. Please follow one of the links below to see what is available or select the desktop icon called “Employee Links” on your computer.

http://192.168.25.11/employeelinks.htm (Inside Link)

http://www.vrads.com/employeelinks.htm (Outside link)

Solicitations There will be no soliciting of any kind on VRADS premises or sale of tickets or merchandise by non-employees or other persons within VRADS unless authorized by a Supervisor. Employee solicitations must be confined to the lunchroom and conducted during lunch and break periods, not on company time.

Economy Employees are expected to use and maintain all supplies and equipment in a non-wasteful manner. All excessive and unnecessary uses of water, electricity, office supplies and equipment are to be avoided.

Valuables Many people pass through VRADS doors daily. VRADS cannot be responsible for an employee’s personal effects. Purses and pocket books are not to be left in sight of others.

No-Smoking Policy Smoking is only permitted outside the building. Washington Administrative Code governs smoking in the office environment. It is illegal to smoke in any area where smoke can enter through doorways, hallways or other public accesses. Smokers cannot imbibe within 30 feet of the building’s entrances.

Accepting Cash Payments Employees recognize that they may be responsible for accepting payments from patients. The cash is their responsibility until it is relinquished to the Accounting Department.

http://192.168.25.11/employeelinks.htm

http://www.vrads.com/employeelinks.htm


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Inclement Weather Policy VRADS expects employees to exercise good judgment regarding their personal safety when choosing to drive in poor weather conditions. However, you are vital to our business and we can’t operate unless you are here. We expect you to consider your transportation alternatives and to outfit your car to enable you to get to and from work safely. Leave Bank accruals may be used to cover snow days. We will do everything we can to allow makeup of hours. If you leave work early due to snowy conditions, you will be paid for the hours worked.

ATTACHMENT A – Imaging Reps Vacation and Sick Accruals

0 – 12 mths 17 days





85 – 108 mths 26 days

109 – 132 mths 27 days

133 – 168 mths 29 days

169+ 32 days

vantage radiology & diagnostic services, a professional service …€¦ · to provide patients...

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