Associate Experience and Policy Guide

Associate Experience and Policy Guide

EFFECTIVE September 1, 2021

Overview The Associate Experience and Policy Guide provides important information related to the various

people policies and practices impacting associates at Olathe Health. It represents our ongoing

commitment to create and sustain a positive culture and work environment that is intended to help

our people be successful and find their joy of work, while helping us to fulfill our mission to help

people through healing, health and happiness.

The Human Resources team, along with the organization’s Leadership Team, are responsible for

the interpretation and implementation of these policies and practices across Olathe Health. Any

questions regarding the information contained in this Guide should be referred to your manager,

or to me or a member of my team.

All policies are effective at the time of publication. Any previously issued handbooks, guides,

and/or inconsistent information are superseded by this Guide.

Olathe Health reserves the right to revise, modify, delete and/or add to any and all policies,

procedures, work rules or benefits in this Guide or other documents with the exception of the At

Will Employment Policy.

Changes or modification of an associate’s At Will employment must be in writing and signed by

the President and CEO.

Revisions to this Guide are made available to all associates and it is their responsibility to

familiarize themselves with the updated information.

Greg Westbrook

Chief Human Resources Officer

ASSOCIATE EXPERIENCE AND POLICY GUIDE

ASSOCIATE EXPERIENCE AND POLICY GUIDE Effective 9/1/2021

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Table of Contents Overview ............................................................................................................................................................................... 2

Mission, Vision, Core Values and Behaviors for Success ............................................................................... 6

OUR MISSION ............................................................................................................................................ 6

OUR VISION ............................................................................................................................................... 6

OUR CORE VALUES AND BEHAVIORS FOR SUCCESS ........................................................................ 6

Our Culture at Olathe Health ........................................................................................................................... 7

TREATMENT OF PATIENTS/VISITORS .................................................................................................... 7

TREATMENT OF ASSOCIATES ................................................................................................................ 7

DIVERSITY, EQUITY AND INCLUSION .................................................................................................... 7

Associate Expectations .......................................................................................................................... 8

ASSOCIATE INFORMATION – CHANGES, UPDATES ............................................................................ 8

ATTENDANCE AND PUNCTUALITY ......................................................................................................... 8

COMMUNICATION REQUIREMENTS ....................................................................................................... 9

DRESS CODE ............................................................................................................................................ 9

EMPLOYMENT ........................................................................................................................................... 9

EMPLOYMENT-AT-WILL.......................................................................................................................... 10

EMPLOYMENT RECORD ........................................................................................................................ 11

EQUAL OPPORTUNITY AND FAIR TREATMENT ............................................................................ 11

EXPECTATIONS REGARDING ASSOCIATE CONDUCT ....................................................................... 12

DISCIPLINARY ACTION........................................................................................................................... 12

EXIT INTERVIEW ..................................................................................................................................... 15

IDENTIFICATION – BADGES .................................................................................................................. 15

SYSTEMS ACCESS APPROPRIATE USE ........................................................................................ 15

IMMIGRATION COMPLIANCE ................................................................................................................. 16

LEAVING THE PREMISES ....................................................................................................................... 17

LICENSE, REGISTRATION, CERTIFICATION ........................................................................................ 17

ORIENTATION (NEW ASSOCIATES) ...................................................................................................... 17

PERFORMANCE EVALUATIONS ............................................................................................................ 17

POSITION DESCRIPTION ....................................................................................................................... 18

RESIGNATION ......................................................................................................................................... 18

SOCIAL MEDIA ......................................................................................................................................... 18

SUBSTANCE ABUSE ............................................................................................................................... 19

TALENT ACQUISITION AND ONBOARDING.......................................................................................... 20

TRANSFERS (CLASSIFICATION/STATUS) ............................................................................................ 21


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UNIFORMS AND EQUIPMENT ................................................................................................................ 22

WORKPLACE ACCOMMODATION ......................................................................................................... 22

WORKPLACE VIOLENCE ........................................................................................................................ 23

Total Rewards ..................................................................................................................................... 24

ASSOCIATE REFERRAL BONUS PROGRAM ........................................................................................ 24

BENEFITS (ASSOCIATE)......................................................................................................................... 24

BENEFITS (CONTINUATION OF COVERAGE) ...................................................................................... 24

CALL PAY AND CALL BACK OVERTIME PAY ....................................................................................... 24

COMPENSATORY TIME .......................................................................................................................... 24

DIFFERENTIAL ......................................................................................................................................... 25

DISCOUNTS ............................................................................................................................................. 25

EDUCATION ASSISTANCE ..................................................................................................................... 25

HOLIDAYS ................................................................................................................................................ 25

LEAVES OF ABSENCE ............................................................................................................................ 26

NURSING MOTHERS ............................................................................................................................... 35

PAID TIME OFF (PTO) ............................................................................................................................. 36

SERVICE RECOGNITION ........................................................................................................................ 38

SICK LEAVE ............................................................................................................................................. 38

VOTING TIME ........................................................................................................................................... 39

Hours of Work and Pay ....................................................................................................................... 40

BREAKS AND MEAL PERIODS ............................................................................................................... 40

DEDUCTIONS (PAYROLL) ................................................................................................................... 40

OVERTIME ............................................................................................................................................... 41

PAY OPTIONS .......................................................................................................................................... 41

SCHEDULING (WORKING TIME) ............................................................................................................ 42

TIME RECORDS ....................................................................................................................................... 42

Compliance, Quality Management, and Safety .................................................................................... 44

ASSOCIATE HEALTH SERVICES ........................................................................................................... 44

CONFIDENTIALITY .................................................................................................................................. 44

CONFLICT OF INTEREST ....................................................................................................................... 45

CORPORATE COMPLIANCE PLAN ........................................................................................................ 46

EMERGENCY PREPAREDNESS ............................................................................................................ 47

ENVIRONMENT OF CARE COMMITTEE ................................................................................................ 48

ETHICS ..................................................................................................................................................... 48

HOUSEKEEPING ..................................................................................................................................... 48

INJURIES TO VISITORS .......................................................................................................................... 48

RISK MANAGEMENT ............................................................................................................................... 48


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SAFETY/SECURITY ................................................................................................................................. 49

SOLICITATION AND DISTRIBUTION ...................................................................................................... 49

TIPS AND GRATUITIES ........................................................................................................................... 50

WORKPLACE PRIVACY .......................................................................................................................... 51

WORK RELATED INJURIES OR ILLNESS ........................................................................................ 51

Additional Associate Guidance ............................................................................................................ 52

BULLETIN BOARDS ................................................................................................................................. 52

OLATHE HEALTH PROPERTY ................................................................................................................ 52

INVENTIONS AND WORK PRODUCT .................................................................................................... 52

LABOR RELATIONS ................................................................................................................................. 52

LAUNDRY SERVICE ................................................................................................................................ 53

LOCKERS ................................................................................................................................................. 53

LOST AND FOUND SERVICE ................................................................................................................. 53

OPEN DOOR POLICY .............................................................................................................................. 53

PARKING .................................................................................................................................................. 53

PERSONAL BUSINESS ........................................................................................................................... 53

SOFTWARE (COMPUTER PROGRAMS) ................................................................................................ 54

TELEPHONE/MOBILE DEVICES ............................................................................................................. 54

TOBACCO USE ........................................................................................................................................ 54

VISITORS FOR ASSOCIATES ................................................................................................................. 54

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Mission, Vision, Core Values and Behaviors for Success

OUR MISSION The mission of Olathe Health is to help people through healing, health and happiness.

OUR VISION Olathe Health is committed to be the healthcare provider and employer of choice for the communities we serve.

OUR CORE VALUES AND BEHAVIORS FOR SUCCESS We achieve excellence by reaching for perfection. At Olathe Health, we are:

DRIVEN BY COMPASSIONATE PATIENT CARE • Demonstrates an “all in” approach to patient care; expresses empathy and active listening,

acknowledges/ responds appropriately with courtesy and a sense of urgency

• Collaborates with others to ensure a consistently positive and comprehensive care experience,

ensuring effective hand-offs, loop closures and coordination of services

• Treats everyone with dignity, respect and kindness

OBSESSED BY QUALITY, SAFETY AND SERVICE • ALWAYS puts the patient/customer first; ensures privacy, safety, care and/or business needs are met

• Makes a positive first impression through a professional appearance, positive attitude and

demonstrated pride in the organization

• Ensures a clean and healing environment is available for all

PASSIONATE ABOUT OUR PEOPLE • Leads by example; is a role model to others; acts with integrity and honesty; takes pride and

ownership in their work

• Demonstrates a commitment to continuous learning and skill development; holds self and

others accountable

• Creates and maintains a positive and inclusive work environment for all; serves as a good

steward of company resources

COMMITTED TO OUR COMMUNITIES • Serves as a catalyst to bring people and resources together to address unmet needs

• Actively participates in special projects, committees, task forces and other forums in and

outside the system to benefit the organization, our associates and/or the community

• Finds ways to add value/make a difference beyond their own work team, department and/or location

INSPIRED BY INNOVATION • Leverages information and technologies to advance patient care and business success

• Demonstrates resourcefulness, resilience and openness to change; challenges the status quo to

find ways to continuously improve oneself and the organization

• Thinks and acts like a leader regardless of role or level


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Our Culture at Olathe Health

TREATMENT OF PATIENTS/VISITORS

All of Olathe Health’s patients and visitors are special, and are entitled to the same friendly, helpful services, treatment, privileges, accommodations, and products regardless of their race, color, religion, national origin, gender, age, disability, sexual orientation, or any characteristic protected by law.

TREATMENT OF ASSOCIATES

Equal Employment Opportunity has been, and always will continue to be, a fundamental principle at Olathe Health, where employment is based upon personal capabilities and qualifications, free of unlawful discrimination. Associates are expected to work in a professional manner, treating all others with dignity and respect.

DIVERSITY, EQUITY AND INCLUSION

Olathe Health strongly believes that diversity, equity, and inclusion are essential to the success of the organization and the advancement of our mission: to help people through healing, health and happiness.

We are fully committed to ensure that every Olathe Health associate experiences a safe and welcoming environment where they can reach their maximum potential and fully contribute to the success of the organization. We also believe that each associate brings a unique perspective and is to be valued and included as a member of our team.

Ultimately, our goal is for every associate, provider, patient, guest, and volunteer to experience true belonging at Olathe Health. In turn, we believe this will create positive, healing experiences for all who enter here.


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Associate Expectations ASSOCIATE INFORMATION – CHANGES, UPDATES In the event changes in the associate’s personal information occur, the associate must immediately provide

written notice to Human Resources and their manager. Items that may be required with a change notification

include:

A. Name, address, and/or telephone number

B. Marital status

C. Dependent information

D. Social Security Card

E. Changes in benefit coverage due to a qualifying event must be received by Human Resources within

thirty (30) days of occurrence. Requests for benefit changes received after the required thirty (30) day

notification period will not be approved. The next available time to make changes to benefits is during

the organization’s annual open enrollment period.

Associates are encouraged to review personal information at least annually to ensure all personal

information, to include beneficiary assignment, tax withholding, and address, is current.

ATTENDANCE AND PUNCTUALITY Everyone’s on-time attendance is critical to the efficient and effective operation of each and every department

within the organization. Fully staffed and productive teams engaged in their work have a positive impact on

team morale and patient care. As such, associates are expected to be ready to begin work at the assigned

work site, and at the assigned shift start time. Habitual absenteeism and tardiness places an excessive burden

on fellow associates and our patients and customers. Excessive absenteeism or tardiness may result in

disciplinary action up to, and including termination.

An associate will be considered absent if a complete, scheduled shift is missed. If any time of the shift is

worked, that will be considered an incident of tardiness.

Incidents of absence or tardiness may be considered scheduled or unscheduled.

A scheduled absence or tardy is defined as: time not working the scheduled shift which may include PTO,

bereavement leave, jury duty, military, approved FMLA, approved workers’ compensation, or other time off

approved by the supervisor.

If an associate is unable to work their scheduled shift, or will arrive tardy to, or leave early from their shift, it is

expected that they notify their supervisor according to their departmental procedures.

Excessive absenteeism is defined as a pattern of three (3) or more separate incidents of unscheduled absence

within ninety (90) consecutive calendar days. Once a pattern of absence is established, disciplinary action may

be initiated in accordance with the disciplinary action procedure. Excessive tardiness is defined as six (6) or

more incidents of unscheduled tardiness or early outs in a six (6) month period.

If an associate fails to report for their entire scheduled shift and to notify their supervisor of the absence, they

will be charged with an unexcused absence. Two consecutive unexcused absences will be considered a

voluntary resignation. Two nonconsecutive incidents of unexcused absence in a 12 month period may result in

termination of employment.

Associates must receive approval by management when working prior to or past the scheduled shift.

Timing in or out for other staff members and/or timing in/out outside your designated work area without

supervisory approval is prohibited and may result in immediate termination of all individuals involved.

Thank you in advance for your commitment to be on time and ready to work at your assigned locations.


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COMMUNICATION REQUIREMENTS Sufficient English language skills are required for associates to comply with safety requirements and effectively

communicate with patients, associates and others, as required in the position description.

DRESS CODE

A. GENERAL POLICY

Olathe Health strives to maintain a professional image of its facilities and associates and has developed a

dress code designed to project to our patients and the community. As a general policy, all associates will

be expected to adhere to the standards listed below, as well as those set forth in departmental dress

codes during working hours:

1. Neat, well-groomed personal appearance and hygiene

2. Tasteful use of cosmetics/jewelry; managers may require associates to cover tattoos and remove body

piercings not related to religious beliefs

3. Jeans/denim is generally not allowed

4. Uniforms, lab coats, and smocks are reserved for designated departments

5. Pins other than professional or Olathe Health service pins, are prohibited

Associates who report for work in inappropriate attire will be asked to return to home, without pay, to change

in to appropriate attire. Associates may be subject to disciplinary action for failure to comply with the Olathe

Health dress code policy.

B. ARTIFICIAL NAILS AND NATURAL NAILS

Patient care providers and associates who handle patient supplies, equipment, food/beverages, provide

patient transportation may come into contact with a patient are prohibited from wearing artificial nails.

Natural nails must be short and groomed and may not extend more than ¼ inch from the fingertip.

C. FOOTWEAR

For safety reasons, associates must wear shoes that are appropriate to their job. Shoes should promote a professional appearance, and be clean and in good repair.

1. Direct caregivers: Closed-toed shoes must be worn at all times. They must provide safe, secure footing and offer protection from hazards in the work area.

2. Non-direct caregivers: Open-toes shoes may be work as long as they present a professional appearance.

3. Protective shoes with reinforced toes are required when specified by individual departments.

EMPLOYMENT A. EMPLOYMENT OF RELATIVES.

It is the policy of Olathe Health to allow the hiring of relatives, provided they meet the qualifications for the position, and provided that no relative reports to another relative within their chain of command, unless hired into such a role before July 1, 2019. Relatives will not be directly or indirectly involved in decisions relating to conduct, performance, pay, or individual career advancement of another relative.

Relatives (or legal guardian) will be permitted to work the same shift on the same day in the same department, with the written approval of the Department Director and the corresponding senior executive.

If there is the appearance of favoritism, a conflict of interest, or conditions unfavorable to business needs, Olathe Health reserves the right to review the employment relationship, and to determine the favorability of continuing the associate in such a position.


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A relative is defined as the associate’s:

B. EMPLOYMENT STATUS

1. Full-time: Full-time associates are regularly scheduled at least 60 hours per pay period.

2. Part-time: Part-time associates are regularly scheduled 59 or fewer hours per pay period.

3. PRN: PRN associates are not regularly scheduled and work on a “per diem” or "as needed" basis.

Managers may separate the employment of a PRN associate when the associate has not worked in

the past 90 calendar days. Individual departments, in consultation with Human Resources, may

establish additional “shift worked” requirements based upon operational need.

C. POST-EMPLOYMENT CONVICTIONS

Criminal convictions may not bar the associate from continued employment with Olathe Health.

However, failure to disclose criminal convictions or guilty pleas to criminal violations can result in

disciplinary action up to and including discharge. Associates must report criminal convictions to their

supervisor or Human Resources within three (3) business days of such a conviction.

D. VERIFICATION OF EMPLOYMENT

All employment reference requests for current or past associates must be referred to Human Resources.

Only staff members of Human Resources or third party vendors authorized by Olathe Health may

provide employment references. All written and phone reference requests must be made by an identified

company inquiry. Information released is limited to final position and dates of employment.

EMPLOYMENT-AT-WILL The employment relationship that exists between Olathe Health and its associates is one of employment-at-

will. This means that employment may be terminated at any time, by either the associate or by Olathe Health,

at will, with, or without cause and with or without notice.

This Guide is not a contract of employment, but rather is a general statement of employment

guidelines. Nothing in this Guide, or any other personnel document, including benefits statements, or

any oral statement by any person, creates, or is intended to create, a promise or representation that

employment will continue for a set period of time for any associate or that employment will be

terminated only under particular circumstances. Olathe Health reserves the right to terminate the

employment relationship or change wages, benefits, and/or other terms and conditions of employment,

with or without cause and with or without prior consultation or agreement, with any associate. No

representative shall have the authority to alter an associate’s status as an at-will associate unless it is

in writing and signed by the President/CEO.

This Guide contains the employment policies and practices of Olathe Health in effect at the time of publication.

Olathe Health reserves the right to revise, modify, delete, or add to all policies, procedures, work rules, or

benefits stated in this Guide, except for the policy of employment-at-will. Changes to this manual will be made

electronically via the organization’s intranet. It is the associate’s responsibility to be familiar with its’ content at

all times.

• Grandfather

• Grandchild

• Grandparent-in-law

• Stepbrother

• Stepsister

• Step-Grandparents

Son-in-law

Mother-in-law

Father-in-law

Stepmother

Stepfather

Grandmother

•

•

•

•

•

•

• Legal dependent

• Sister-in-law

• Brother-in-law

• Mother

• Father

• Daughter-in-law

• Spouse

• Domestic partner

• Brother

• Sister

• Child

• Stepchild


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EMPLOYMENT RECORD The associate’s employment record will provide a chronological record of an associate’s application,

performance evaluations, written counseling/warnings, job positions, pay, and other necessary information. It

is the property of Olathe Health and is accessed by Human Resources associates, and maintained in Human

Resources.

If supervised by a member of Human Resources, access may be granted to: the associate, the associate’s

direct supervisor, the associate’s department director, Olathe Health’s general counsel and executive officers;

and federal, state and regulatory personnel. A department director or manager considering transfer,

promotion, evaluation, or counseling of a current associate may be granted access to the file with oversight

from Human Resources present.

Following termination, former associates will not have a right to access to their personnel files. Records are retained for seven (7) years after termination.

See Confidentiality Section

EQUAL OPPORTUNITY AND FAIR TREATMENT Olathe Health is an equal opportunity employer that is committed to maintaining a work environment that is

free of discrimination. In keeping with this commitment, unlawful discrimination or harassment of its associates

by any supervisor, co-worker, vendor, patient, or visitor is not tolerated. Likewise, harassment of vendors,

patients, or patient’s visitors by associates will not be tolerated.

Employment decisions are based on merit and qualifications. Employment decisions based on race, color,

religion, age, national origin, sex, sexual orientation, gender identity, disability, genetic information, military or

veteran status, or any other protected status are prohibited. Olathe Health complies with all federal, state, and

local laws.

Harassment is a form of discrimination that can include any unwelcome conduct (whether verbal, visual, or

physical) which is based on a person’s protected status, and interferes unreasonably with an individual’s work

performance, and/or creates an intimidating, hostile or offensive work environment.

Examples of harassment may include, but are not limited to: joking or teasing, innuendo, epithets, slurs,

derogatory names, foul or obscene language, assault or obstruction of normal duties or environment, physical

contact such as patting, pinching, or brushing against another person, posters, written communications, or

drawings.

Sexual harassment may include, but is not limited to unwelcome sexual advances, requests for sexual favors, or

other physical, verbal, or visual conduct based on sex, when:

a. Submission to the conduct is an explicit or implicit term or condition of employment;

b. Submission to or rejection of the conduct is used as the basis for an employment decision; or

c. Conduct has the purpose of or effect of unreasonably interfering with an individual’s work

performance or creating an intimidating, hostile or offensive working environment.

Harassment does not have to be of a sexual nature and can include offensive remarks about a person's sex. Both

victim and the harasser can be either a woman or a man, and the victim and harasser can be the same sex. Any

associate who has a question about what constitutes harassing behavior should ask their supervisor or Human

Resources.

The Chief Human Resources Officer will provide guidance and assistance in the proper handling of complaints

of harassment or discrimination. The Chief Human Resources Officer or designee will be notified of any

complaint, and will assist with the investigation process.

All Olathe Health associates are responsible to help assure that discrimination/harassment of any type is

avoided. Associates are required to report to Human Resources if they believe that they are being subjected to

discrimination/ harassment, if the associate believes that they have witnessed an incident of discrimination/


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harassment, or if the associate has been told by another associate that they have been subjected to

discrimination/harassment. Failure to comply with this requirement may subject associates to disciplinary action.

To report such an incident, the associate shall immediately contact Human Resources, and make the complaint

orally and/or in writing. Supervisors shall immediately report to Human Resources any incidents or

circumstances which they believe may constitute prohibited harassment; further, if an associate disregards

procedure and reports harassment to a supervisor, that supervisor must direct the associate to Human

Resources and alert Human Resources that the report was made.

Olathe Health will undertake a timely, thorough and impartial investigation of the allegations. Associates may be

put on a paid or unpaid leave pending completion of an investigation. To the fullest extent practical, Olathe

Health will keep complaints, and the terms of their resolution, confidential. If an investigation confirms that

discrimination or harassment has occurred, disciplinary action shall be taken up to and including termination of

employment.

Olathe Health will not retaliate, nor will it tolerate retaliation against anyone for reporting

discrimination/harassment, assisting in making a complaint, or cooperating in an investigation. Any incidents of

retaliation should be reported to the associate’s supervisor and/or to the Human Resources Department.

Associates who have been found to have retaliated against any individual for reporting an incident of

harassment will be subject to disciplinary action, up to and including termination of employment.

Any claim that, upon thorough investigation, is found to be made in bad faith can subject the complaining party

to disciplinary action, up to and including termination of employment.

EXPECTATIONS REGARDING ASSOCIATE CONDUCT Olathe Health is committed to providing a work place that promotes compassionate and quality healthcare,

where all associates have the opportunity to contribute and succeed in a positive work environment, and to

support the success of their colleagues and the organization overall. Olathe Health believes that engaging in

professional conduct in the workplace is essential to achieving these goals.

DISCIPLINARY ACTION

Olathe Health prohibits any conduct that interferes with or adversely affects employment, patient care,

customer satisfaction, or the work environment. When conduct does not meet the organization’s expectations,

an associate may be subject to disciplinary action up to and including termination.

IMMEDIATE TERMINATION

The following conduct is prohibited and, absent mitigating circumstances, shall result in immediate termination. This

list is illustrative only. Other types of conduct or behaviors determined by Olathe Health to be detrimental to the

safety, security, health and welfare, and/or operations of individuals or the organization also may be prohibited.

1. Abuse, neglect, or exploitation of a patient

2. Discrimination; violations of Equal Employment Opportunities or Civil Rights Laws

3. Dishonesty

4. Purposeful Falsification/Alteration/Destruction of any property or records, including all electronic

media, belonging to other individuals and/or Olathe Health. Unauthorized access, alteration or

destruction of information, including information stored on a computer, or other electronic media

5. Breach of confidentiality, unauthorized access or disclosure of patient information, proprietary or

trademarked information, or personal information of fellow associates if access is obtained as a part of

one’s role – if intentional

6. Nesting - purposefully sleeping in a secluded area in an attempt to hide the sleeping activity during

paid time

7. Harassment of any kind, including sexual harassment

8. Insubordination or refusal to complete a reasonable assignment or task as directed by one’s

supervisor and/or manager


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9. Possession and/or use of weapons, explosives or any instrument used as a weapon or explosive in

Olathe Health properties and possession of a firearm in Olathe Health facilities. (Except persons who

are professionally exempted or authorized by law are not prohibited from carrying a weapon in the

performance of their duties.)

10. Substance abuse

11. Theft or intentional destruction of Olathe Health property, or of the property of others on Olathe Health

property

12. Workplace abuse, bullying, violence, or threats of violence

Violations resulting in suspension or separation must be approved by the Chief Human Resources Officer or designee.

PROGRESSIVE DISCIPLINE

The following violations, absent aggravating circumstances, shall be subject to progressive discipline. This list

is illustrative only and other types of conduct may also be prohibited.

1. Breach of duty

2. Breach of confidentiality, unauthorized access or disclosure of patient information, proprietary or

trademarked information, or personal information of fellow associates if access is obtained as a part of

one’s role – if unintentional

3. Corporate Compliance Plan violations

4. Failure to accurately report time worked

5. Failure to report to work following paid or unpaid time off

6. Unprofessional conduct, Disruptive, and/or Rude behavior

7. Unintentionally sleeping, or giving the appearance of sleeping while on duty; sleeping in public areas while on non-paid time

8. Substandard performance

9. Unauthorized use of Olathe Health facilities, equipment, or internet connections

10. Violation of intellectual property rights, copyright violations, unauthorized use of or revealing Olathe

Health trade secrets

Associates are evaluated on both their performance and behavior. To satisfy minimum job expectations, an

associate must have both technical proficiency and demonstrate appropriate behavior/abide by expectations of

conduct. Therefore, any failure to meet standards of performance fall into one progressive disciplinary action

track.

The intent of Progressive Discipline is to (1) make the associate aware of performance issues and/or behaviors

that fail to meet standards or expectations, and (2) to assist the associate to address/correct those

behaviors/actions to attain greater proficiency in their job duties, conduct or performance to return it to an

overall acceptable level. The following describes different types of progressive disciplinary action that may be

administered by a supervisor.

A written warning provides formal guidance in relation to improvement of the issue. A formal written warning

may include:

• Identification of the issue which requires improvement

• Performance and/or conduct expectations

• Ramifications if performance and/or conduct expectations do not improve

• Performance improvement plan of action


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Depending on the severity of the performance and/or behavior issues, the specific disciplinary action step(s) may include coaching, verbal and/or written counseling, or termination. Olathe Health may, in its sole discretion, use whatever form of disciplinary action is deemed appropriate under the circumstances, up to and including immediate termination. Policies regarding disciplinary action are guidelines and are not intended to limit or alter the at-will employment relationship or Olathe Health’s right to change any associate’s position, title, job responsibilities, work schedule, or compensation at any time, with or without notice.

STEP 1: DOCUMENTED VERBAL WARNING

Generally following informal coaching and counseling discussions regarding performance and/or conduct

issues between an associate and their supervisor, a documented verbal warning outlining the performance

and/or conduct issue may be initiated. The supervisor maintains this document in a department file and

forwards a copy to Human Resources/Associate Relations for inclusion in an informational file.

STEP 2: WRITTEN WARNING

A written warning may be the second step in the progressive disciplinary process, and after review with the

associate, is forwarded to the Human Resources department and is maintained in the associate’s file.

STEP 3: FINAL WRITTEN WARNING

A final written warning may be the third step in the progressive disciplinary process. The decision to proceed

with a final written warning is made in conjunction with line management and the Chief Human Resources

Officer or designee. A representative from HR will be present at the time the supervisor presents the document

to the associate, which will be maintained in the associate’s file. Associates with a final written warning

effective within the prior twelve (12) months are not eligible for transfer. Associates with a final written warning

in the previous evaluation period are not eligible to receive an annual merit increase relative to that evaluation

period.

STEP 4: TERMINATION

Termination (involuntary separation of employment) may be the final step in the progressive disciplinary

process. The decision to proceed with this action is made in conjunction with line management and HR, and

requires the approval of, the Chief Human Resources Officer or designee. A representative from HR will be

present at the time the supervisor presents the documented decision to the associate, which will be maintained

in the associate’s file.

Associates are required to return all Olathe Health property to include, but not limited to, pagers, keys, ID

badges, phones, parking tags, and/or computer equipment to their immediate supervisor on or before the last

date of employment.

PERFORMANCE IMPROVEMENT PLAN OF ACTION

At the supervisor’s discretion, an associate may be required to develop their own performance

improvement plan of action for review/approval by their supervisor. The purpose of the performance

improvement plan of action is to identify areas requiring improvement clarify expectations, and to provide

the associate an opportunity to make the needed behavioral and/or performance improvements to return

to an acceptable level of performance and be in good standing. Both the direct supervisor and the

associate contribute improvement suggestions, with final approval by the department director. Supporting

detail and a copy of the completed plan of action is maintained by the associate and supervisor. A copy is

forwarded to Human Resources for placement in the associate’s file.

Placement on a performance improvement plan of action will be for a defined time period (e.g. 30, 60, 90

days) and include a follow-up meeting(s) during the plan between the supervisor and associate to discuss

progress and sustainability. Failure to meet the identified improvements may result in disciplinary action

up to and including termination. Placement on a performance improvement plan of action may occur

independently, or in conjunction with disciplinary action or the associate’s performance evaluation.

ADMINISTRATIVE LEAVE

An associate may be placed on administrative leave, with/or without pay, to allow an investigation of any

allegations of workplace conduct rule violations.


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EXIT INTERVIEW The purpose of the Exit Interview is to assess the associate’s experience at Olathe Health, including

perceptions regarding work and culture, and to identify opportunities for improvement as well as organizational

strengths.

Associates voluntarily separating employment will be asked to complete an exit questionnaire which will be

forwarded to the associate via email to the associate at the time of resignation. Associates may be asked to

participate in an in-person exit interview, and may also request a face-to-face meeting with a Human

Resources representative.

IDENTIFICATION – BADGES Human Resources provides Olathe Health identification (ID) badges to each associate, who is expected to

wear the badge while on duty. The ID badge must be visible, unaltered, and worn chest-height.

Lost or damaged badges may be replaced at a cost of $10.00. Lost badges must be immediately reported to

Human Resources to ensure badge access codes are disabled. Separating associates are required to return

badges to Human Resources or managers at the conclusion of the final day of employment.

SYSTEMS ACCESS APPROPRIATE USE Olathe Health’s information systems and computing resources are provided for the purpose of performing

tasks related to patient care, payment of services or job-related activities; personal use is limited to non-

working time. Excessive personal use of Olathe Health’s information systems and computing resources may

impact our valuable IT resources that support our high quality patient care and thus can subject associates to

disciplinary action, up to and including, termination.

Olathe Health computer systems, stored data, and all software programs used by Olathe Health are the

property of Olathe Health. Individuals should have no expectation of privacy, and specifically waive any right

of privacy with respect to the creation, storage, or transmittal of electronic messages.

EMAIL, INSTANT MESSAGING AND OTHER ELECTRONIC CORRESPONDENCE

Users must ensure that information contained in all postings, email messages, instant messages or any other

form of electronic transmission is accurate, appropriate, ethical and lawful.

Professionalism is expected in all correspondence. You should use the same consideration for these types of

electronic messages that you use for other forms of business communications. Electronic messages can be

used publicly in the same manner as other communications. Therefore, they should be treated with the same

respect.

Olathe Health prohibits associates from, at any time, sending electronic communications (to include internet

access), that are offensive to others, including but not limited to, sexual comments, jokes or images, racial

slurs or comments on the basis of race, color, religion, age, national origin, sex, sexual orientation, gender

identity, disability, genetic information, military or veteran status or any other protected category. Sending

electronic communication which contains sexually explicit or pornographic messages or images, cartoons, off-

color jokes or anything that could be construed as harassment, or maliciously defames or slanders others is

prohibited. Electronic communications sent with the intent to mask identity or mislead others as to sender

identity are prohibited.

Associates may not use electronic communications for commercial messages of any kind or for messages

intended to proselytize, those of a political nature, chain letters, junk mail, gambling, accessing social media

websites or any inappropriate usage as defined above.

Associates are prohibited from disclosing the organization’s proprietary or confidential information by

electronic communication or through the internet. Sending confidential and/or sensitive information to include


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protected health information (PHI) (defined as any information which can identify a patient such as name,

address, phone number, account number, medical record number, sex, date of birth, etc.), associate

information, financial and strategic information, proprietary information and other information relating to Olathe

Health and its subsidiaries through the Internet without using appropriate encryption is prohibited. Associates

are prohibited from sharing associate information attained through, or as part of, their position responsibilities.

Email encryption is not automatic and must be arranged with Information Technology Solutions.

Users should recognize that backup copies of e-mail records could exist which could be retrieved regardless

of whether the sender and receiver have deleted their copies of it. Such copies are made to protect system

reliability, integrity and prevent potential loss of data.

COMPUTER AND INTERNET ACCESS AND USAGE

Associates of Olathe Health are assigned access to computer programs, internet, email and remote access

based upon the role the associate performs. As the computer systems, programs and software are property of

Olathe Health, users will have no expectation of privacy when using Olathe Health’s computer systems or

programs. Olathe Health reserves the right to review system activity and inspect any and all files stored in

private areas of its network in order to assure compliance with this policy.

Only the assigned user of a User-ID may access and/or update information with that User-ID. There is no

approved reason for sharing or using another individual’s password including instances where a colleague has

forgotten their password, an approval has been delayed or denied, or the organization has not granted an

individual access to certain types of information. Associates shall not access or attempt to gain access to

another associate’s stored files (including, but not limited to computer files or electronic or voice messages),

whether or not protected by a password, unless the associate is currently authorized to or has been directed to

do so by an authorized representative of Olathe Health. Users are prohibited from downloading any patient

Protected Health Information (PHI), billing, associate or other proprietary data to removable drive devices (for

example: flash/USB drives or compact disks), or uploading any of the above information to off-site or ‘cloud’

drives unless the associate is currently authorized to or has been directed to do so by an authorized

representative of Olathe Health.

Guest Wireless Internet access that may be provided by Olathe Health is intended for guest and visitor use

only. Associates are prohibited from transmitting any confidential patient information with this access at any

time.

Olathe Health does not warrant that this service will be uninterrupted, error-free, or free of viruses or other

components. Users should be aware that there are security, privacy, and confidentiality risks inherent in open

wireless communications and technology and Olathe Health does not make any assurances or warranties

relating to such risks Transmitting PHI (Protected Health Information) and PII (Personally Identifying

Information) data over unsecure connection (wifi or internet) compromises the integrity of our data security and

is prohibited, and thus will result in corrective action, up to and including termination.

See the Information Systems Appropriate Use Policy on the internal website: Intranet/ITS Service Desk/ITS

Access Forms

IMMIGRATION COMPLIANCE It is the intent to employ only individuals authorized to work in accordance with the Immigration Reform and

Control Act of 1986. All new hires must complete and sign an I-9 and provide proof of identity and work

eligibility within three days of hire in accordance with U.S. Immigration Regulations and any future government

regulations. Some associates with specific types of employment documentation will be required to provide

updated proof of identity and work eligibility upon expiration of prior documentation, in accordance with federal

regulations.

Failure to provide document(s) required by USCIS which establish identity and eligibility to work within the

allotted time frame may result in termination of employment.


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LEAVING THE PREMISES A. FOR OLATHE HEALTH BUSINESS

Associates are required to time out prior to leaving the premises and sign in upon return. A time-out

log is maintained in the individual departments. Use of an associate’s vehicle for Olathe Health

business requires advance authorization from the supervisor. It is the associate’s responsibility to

have up-to-date liability insurance.

B. FOR PERSONAL BUSINESS

Associates (non-exempt) must time OUT when leaving the facility or premises for meal breaks, and IN

addition, must notify their supervisor when leaving for personal business. Exempt associates must notify

their supervisor when off premises for an extended period of time.

LICENSE, REGISTRATION, CERTIFICATION Associates are expected to provide proof of current, active registration, certification, and/or license, if

applicable, on the date of hire and throughout employment. Human Resources will copy these documents on

the date of hire and source verify document before the date of hire, as appropriate. Associates are responsible

for ensuring licenses, registrations, and/or certifications are current and active as required by position

requirements. Associates are responsible for retaining copies of documents from the issuing authority to

include date/time stamps.

Human Resources is responsible for verification and maintenance of license and registration documentation.

The department director is responsible for verification and maintenance of certification documentation.

Associates may be unable to work until proof of current licensure, certification or registration is obtained by

Human Resources from the issuing source. Associates who do not meet or maintain licensure, registration

and/or certification requirements may be subject to corrective action, up to and including, involuntary

separation of employment.

ORIENTATION (NEW ASSOCIATES) All new associates are required to attend the first available General Orientation, Nursing Orientation (if

applicable), Environment of Care, Life Safety, Emergency Management, Quality Management, and Corporate

Compliance orientation on or immediately after their hire date. Safety orientation and department orientation

(conducted by department supervisor or a designee) will occur during the first 90 days of hire.

PERFORMANCE EVALUATIONS Olathe Health has established a program for performance evaluation to assess and communicate associate job

performance and future expectations. The evaluation may also be used to determine pay increases. Human

Resources is responsible for initiating and maintaining all performance evaluations as a part of the employment

record. Evaluation dates are established by Human Resources.

A formal performance evaluation should be completed within ninety (90) calendar days from the date of

hire, promotion to a higher grade position, or reassignment to a different line of work.

Subsequent performance evaluations are completed annually for full-time and part-time associates. PRN

associates are evaluated every two years.

A. Performance Evaluations: Performance evaluations provide managers and associates the opportunity to

discuss an associate’s performance over the prior rating period. Additionally, clear performance

expectations for the next review period should be discussed and, the associate and manager should

agree on specific goals for the next rating period as well.

1. All associates are required to complete a self-assessment of their performance for the evaluation

period.


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2. The manager utilizes input from others and observable performance to complete a written appraisal

for all direct reports for that evaluation period.

3. The evaluation process calls for associates and managers to meet one-on-one to discuss the

associates’ performance status in a confidential setting.

B. Associates receiving a performance evaluation assessment of Unsatisfactory will be placed on a formal

performance improvement plan for a period of 30 to 90-days to address performance issues (the specific

probation period will be determined by the associate’s Department Director). In addition, the individual will

not be eligible for an annual increase, annual incentive, or transfer. At the end of the formal performance

improvement period, the associate will be re-evaluated and, if the assessment is above Unsatisfactory,

the associate will be again in good standing. If the assessment is again Unsatisfactory, the associate is

subject to formal disciplinary action, up to and including, termination.

C. The performance evaluation does not alter the at will employment relationship between the associate

and Olathe Health.

POSITION DESCRIPTION Department Directors should have a position description for all position classifications within the department.

Each position description should contain the following position requirements: essential and non-essential

duties, education requirements, dexterity needed, difficulty of assignment, physical requirements, licensing,

certification or registration requirements, immediate supervisor, and essential skills.

The position description for associates with clinical privileges which include responsibility for the assessment,

treatment, or care of patients, will address the ages of the patients served and required training and education.

The associate must be knowledgeable and understand the patient's special needs and abilities according to

age or developmental stage.

A copy of the position description will be provided to each associate. The immediate supervisor must explain

this position description in detail to the associate. Current, approved position descriptions are maintained in

Human Resources.

RESIGNATION Olathe Health encourages associates to provide proper notice, in writing, of their intent to resign their

employment. Associates may submit written resignation notifications to management or Human Resources.

The proper notice period for management staff is four (4) weeks, and for non-management staff is two (2)

weeks. Advanced Practice Providers must provide thirty (30)-days’ notice. The notice period must be worked

time unless a department is officially closed, the associate is using approved FMLA leave, or if the associate

has reduced hours resulting from low census or furlough, which must be annotated as such in the timecard. If

the associate fails to provide proper notice, or utilizes PTO or sick leave during the notice period (except as

listed above), the associate will not be eligible to be paid their unused PTO hours.

Associates are required to return all Olathe Health property to include, but not limited to, pagers, keys, ID

badges, phones, parking tags, and/or computer equipment to their immediate supervisor on or before the last

date of employment.

Refer to Benefits (continuation coverage), Exit Interview and Paid Time Off sections.

SOCIAL MEDIA Olathe Health encourages responsible personal expression while using social media, personal websites and

virtual worlds.

These guidelines apply to information relating to Olathe Health which may be used in all types of discussions or

postings which can occur in or on social media websites, blogs, internet forums, virtual worlds, posted photos

or videos, etc.


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Associates of Olathe Health have the responsibility to protect the private and confidential information of Olathe

Health patients and of the organization.

• Confidential, private and/or sensitive information may include patient information, also known as

Protected Health Information (PHI), patient reimbursement and billing information, as well as other

personal information relating to fellow associates of Olathe Health.

• Proprietary information may include trademarked or work-product information, or information

regarding pending reorganizations or release dates.

Olathe Health expects associates to follow these guidelines while using social media:

• Associates will not share, publish, or in any way disseminate personal health information (PHI)

or other proprietary or confidential information as defined above.

• Any associate who discusses Olathe Health’s services must disclose their relationship with Olathe

Health, and must make clear that the content or views that are posted or published are the views of the

author. Associates should not speak to the media on Olathe Health’s behalf without contacting the

Public Relations Department. All media inquiries should be directed to them at 913-791-4311.

• When discussing Olathe Health or its associates, avoid any conduct that may constitute a violation of

Olathe Health’s policies regarding discrimination or violence in the workplace. For instance, posts that

are malicious false statements about the quality of patient care, co-workers, or Olathe Health.

• Photographs, images and videos of Olathe Health associates in patient care areas may include PHI,

and shall not be posted to public or private social media sites unless permission is provided by executive

management to ensure the privacy of our patients.

Associates will avoid accessing social media while working, as it may create the impression that the associate

is not focused on their work. The intent of this guideline is to ensure that each associate is aware that it is the

right of Olathe Health to address extracurricular conduct which affects their performance, the performance of

their co-workers, which generates lack of good will or contributes to loss of income for Olathe Health,

jeopardizes Olathe Health’s business interests, or damages Olathe Health’s standing in the community. In

addition, the posting or discussion of Protected Health Information (PHI) may be considered a criminal violation

under the federal HIPAA Privacy Rule.

Nothing in this Policy is intended to or shall restrict an associate’s right to discuss wages, hours and/or

terms of employment with co-workers and others.

Access to social networking sites while working is prohibited. Executive management may approve individual

access to sites based upon business need.

See also Corrective action, Equal Opportunity and Fair Treatment, Violence in the Workplace, Information

Systems Access, Confidentiality, Corporate Compliance, Telephone/ Mobile Devices

SUBSTANCE ABUSE Olathe Health strives to provide a safe and positive work environment for its associates, and ensure that

patients receive the highest quality care. To accomplish these goals, Olathe Health has developed the following

policy and procedures regarding the use of unlawful drugs and alcohol.

The unauthorized use, transfer, or possession of alcoholic beverages or the use, transfer, or possession of

unlawful drugs in the workplace is prohibited. Associates are prohibited from working with unlawful drugs or

alcohol in their systems.

If an associate appears to be under the influence of alcohol or drugs at work, Olathe Health may request that

the associate submit to testing to determine their fitness to work. If the associate refuses to submit to testing,

they will be considered to have voluntarily resigned.

“Workplace” for purposes of this section includes acts that occur where an associate is performing work-related

tasks.


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“Unlawful” drugs include drugs which are illegal according to federal, state, or local laws; hallucinogens,

stimulants, depressants; or other substances, which may otherwise be lawful, but have not been properly

obtained or used.

Associates who violate the above prohibitions are subject to immediate corrective action, up to and including

termination of employment. No disciplinary action shall be taken against any associate who can establish

sufficient proof that possession of the listed items is the result of a legally obtained prescription from an

accredited physician, and was taken as prescribed.

PRESCRIPTION DRUGS

Where prescribed or over-the-counter medication may reasonably affect an associate’s performance or

conduct, the associate may be subject to limited work until such effects have subsided. It is each associate’s

obligation to inform management when such medication is being taken.

TALENT ACQUISITION AND ONBOARDING Effective recruitment and placement activities are a fundamental component of Olathe Health’s success. To

facilitate these activities, a talent acquisition and onboarding process and Associate Referral Bonus Program

have been established. Engaging and employing high quality candidates increases associate engagement,

reduces turnover and positively impacts Olathe Health’s culture and the quality of patient care.

TALENT ACQUISITION PROCESS

Department leaders are responsible to complete and route the necessary documentation for associate

position change and position requisition. The Talent Acquisition Specialist team member will forward

applicants meeting the qualifications of the posted position to the manager for review. Recruitment and

selection is based on qualifications, which includes education, experience, job skills, interpersonal skills, and

license/registration/ certifications.

Available positions are posted on the Olathe Health website. The applicant must submit an application for the

desired position on the posted position. All inquiries relative to employment are to be referred to Human

Resources.

Applications for employment will be maintained in Human Resources for a maximum of two years. Only

Olathe Health applications are suitable for employment consideration.

Human Resources will handle all employment offers. All employment offers are contingent upon the candidate

satisfactorily meeting pre-hire requirements as determined by Olathe Health; the candidate will be considered

hired upon accepting a position officially offered by Human Resources, and meeting the pre-hire requirements.

Official salary quotes are made only by Human Resources.

A. AGE LIMITS

Olathe Health will abide by all federal and state laws and regulations governing the employment of

minors.

B. EMPLOYMENT APPLICATION

Olathe Health relies upon the accuracy of the information which is provided on the application and

during the hiring process. Falsification, omission or misrepresentation of data provided can result in

exclusion of consideration for employment, or involuntary separation if they are employed or have

been hired.

C. PRE-HIRE REQUIREMENTS

Upon a conditional offer of employment, candidates must successfully complete the Olathe Health screening

process, which may include:

1. Drug Screening. All candidates must submit to and successfully pass a drug screen.


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2. Medical Screening. Upon the offer of conditional employment with Olathe Health, candidates are

required to undergo medical examinations that are job-related and consistent with business

necessity to determine the candidate’s ability to perform the duties of the position for which they

have applied without jeopardizing their safety or the safety of individuals with whom they will work.

3. Strength and Agility Testing. Strength and agility testing may be conducted to determine if the

candidate can perform the essential functions of the job they are seeking. This testing may be

conducted prior to employment, prior to a promotion or transfer to a position requiring different

physical requirements, or after an associate has been off work for an extended period.

4. Investigation/Background Check. Human Resources will conduct various background checks,

which may include a consumer report, criminal investigative report, education verification,

employment history, and other reports on the candidate. Any investigation and/or background

check performed is pertinent to the nature of the position.

D. INTRODUCTORY PERIOD (EMPLOYMENT)

The first 90 calendar days of employment is considered an introductory period. If the associate’s

performance and/or conduct is not satisfactory during the introductory period, termination of

employment may occur with or without disciplinary action, and/or the ninety (90) day period may be

extended for up to an additional ninety (90) days. The separation or extension must be approved by the

Chief Human Resources Officer or designee.

Completion of the introductory period does not entitle the associate to remain employed by Olathe Health

for any definite period of time. Both the associate and Olathe Health are free, at any time, with or without

notice and with or without cause, to end the employment relationship.

E. RE-EMPLOYMENT

Persons having had a satisfactory working relationship with Olathe Health and considered eligible for

re-hire will be considered for re-employment.

If any associate is re-hired in the same pay period as the resignation, the associate will retain their

original start date and continuation of benefits.

If any associate is re-hired to a part-time or full-time position within 90 calendar days of resignation, the

associate’s start date and eligibility for benefits will begin on the re-hire date. The associate will still be

required to undergo a pre-employment investigation/ background check. The associate will maintain their

original hire date for time accrual purposes, and will accrue benefit time at the accrual rate prior to their

separation.

TRANSFERS (CLASSIFICATION/STATUS) Available job opportunities are posted on the intranet by Human Resources. To request a different

employment opportunity, the associate must submit an internal application by applying for the desired position

on an approved Olathe Health application, available on the organization’s website in order to be considered

for any position.

Associates are required to provide two weeks advance notice to their immediate supervisor prior to the

approved transfer. Management is required to provide four weeks advance notice.

Human Resources will notify all parties involved of the final decision; the manager/department director will

follow the process for the associate transfer in the HRIS system,

Transfers to another department or corporation will be subject to approval of the departments concerned and

Human Resources.

Associates must have successfully completed a minimum of six months in their current position to be

considered for transfer. Associates with final written warnings effective within the prior twelve (12) months are

not eligible for transfers.


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Associates transferring between corporations and/or departments will maintain the original employment date

for all benefit purposes. Intra-company transfers will be effective at the beginning of the pay period of the

company the associate is transferring to.

A. FULL-TIME TO PART-TIME TRANSFER

Associates transferring from full-time to part-time will maintain all insurance benefits for which they

remain eligible. If ineligible, benefit continuation notices will be mailed to the associate’s home address

on record. Sick leave will be prorated based upon the associate’s new scheduled hours.

B. FULL-TIME/PART-TIME TRANSFER TO PRN

At the time an associate leaves either full-time or part-time status to transfer to PRN status, accrued Paid

Time Off (PTO) benefit time shall be paid as described in the PTO section, provided proper notice is

given. Benefit continuation notices will be mailed to the associate’s home address on record.

C. PRN TRANSFER TO FULL-TIME/PART-TIME

If transferring from PRN status to a full-time or part-time position, the Human Resources department

will forward a letter regarding benefits eligibility to each associate. The associate’s PTO accrual rate

will reset to a new hire accrual rate, effective date that they changed to scheduled hours.

D. SHORT-TERM TRANSFERS

Occasional, short-term transfers into and from various occupations will be permitted with supervisory

approval and occasionally for light duty. When assuming (temporary) different occupational duties,

appropriate wage rate(s) will be paid, except when due to Family Medical Leave Act circumstances. (See

Leave of Absence section)

UNIFORMS AND EQUIPMENT Associates may be required to purchase required uniforms, shoes, equipment, etc. based on their role

and responsibilities and/or department expectations.

Required apparel may be supplied and laundered by Olathe Health. Check with your supervisor or department

policy for details. If the uniform is provided and laundered by Olathe Health, time spent changing into and out

of the uniform is considered worked time.

WORKPLACE ACCOMMODATION Olathe Health will make reasonable accommodations for the known disability of an otherwise qualified applicant

or associate who can perform the essential functions of the job with reasonable accommodation, unless undue

hardship would result.

Olathe Health will make reasonable accommodations for the sincerely held religious practices of

applicants or associates, unless undue hardship would result.

An applicant or associate who requires accommodation in order to perform the essential functions of the job

has the responsibility of contacting Human Resources, and request an accommodation in writing. Once

notified, Olathe Health will engage in discussion with the associate and their supervisor to consider what

accommodation may be appropriate to the request. Olathe Health reserves the right to require

information/documentation, including medical documentation, relevant to the request, and also reserves the

right to determine appropriateness/effectiveness of any accommodation.

Associates who are returning from FMLA and non-FMLA medical leaves of absence and have permanent

restrictions that prevent them from returning to their original or equivalent position, may work with Human

Resources regarding transfer to a vacant position for which they meet the minimum qualifications. If the

associate is offered a position but refuses to accept it, they will be considered to have voluntarily resigned.

Olathe Health will maintain requests for, and records of, accommodation confidential in accordance with

applicable regulations.


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WORKPLACE VIOLENCE Olathe Health is committed to providing a safe work environment for all of our associates. We expect all

associates of Olathe Health to engage in conduct that contributes to a safe work environment. In order to

provide a safe work environment, Olathe Health does not tolerate conduct by associates of Olathe Health,

contractors, patients, or guests toward associates, contractors, patients, or guests that can lead to violence

occurring in the workplace.

“Workplace” for purposes of this section includes acts that occur where an associate is performing work-related

tasks.

Violence in the workplace is any conduct which causes a reasonable fear for an individual’s personal safety or

the safety of co-workers, and/or creates a hostile or intimidating work environment.

Examples of prohibited violent conduct include, but are not limited to:

A. Harassment, surveillance of, or stalking another individual.

B. Threatening to, attempting to, or causing physical injury to another person or self.

C. Impeding, blocking movement, or physical interference with normal work movement.

D. Aggressive, hostile, abusive, or offensive gestures, remarks, or behaviors.

E. Implicit, covert, or vague threats of physical harm or other intimidation.

F. Making false, malicious or unfounded statements against coworkers, supervisors, or subordinates which

may damage their reputations or undermine their authority.

G. Intentional damage or threat of damage to Olathe Health property or personal property of another

associate which is located in the workplace.

H. Phone calls, e-mails, or correspondence of a threatening, harassing, or obscene nature.

I. Unlawful or unauthorized possession or display of any weapon while on Olathe Health premises or

while performing business for Olathe Health.

Every associate is responsible for providing a safe workplace; any associate who experiences or observes

violent behaviors or violence in the workplace should submit an event report, report to their supervisor,

contact Human Resources, contact security or call 911.

Any associate who engages in prohibited conduct may be removed from Olathe Health premises, and may be

placed on administrative leave pending the outcome of an investigation. The Chief Human Resources Officer,

or their designee, will determine on a case-by-case basis to what extent, threats or acts of violence by

associates, will be acted upon by Olathe Health. The Chief Human Resources Officer will determine the

appropriate action, which can include corrective action, up to and including involuntary separation.

Olathe Health will not retaliate, nor will it tolerate retaliation against any individual who makes a good faith

report of an occurrence of violent workplace behavior. Any associate who intentionally makes a false claim is

subject to corrective action, up to and including involuntary separation.

Associates should notify their immediate supervisor or Human Resources of any restraining order against

another individual that includes the workplace.


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Total Rewards

ADOPTION ASSISTANCE This policy is designed to provide financial assistance to Olathe Health associates after the adoption of a

child. Associates are eligible to receive this benefit after their 181st day of continuous employment, must be a

full-time associate scheduled to work 30- hours or more per week, and be in the process of adopting a child*

(the child must be under the age of 18 or is physically or mentally incapable of self-care). There is a $5,000

benefit per child. Payment will be processed once the adoption is finalized and a completed Olathe Health

Adoption Assistance Plan form and supporting documentation is received in Human Resources. If both

adopting parents are employed by Olathe Health, only a combined total of a $5,000 benefit will be paid. The

Adoption Assistance policy in its entirety and Olathe Health Adoption Assistance Plan form can be found at

the Pulse, under: Departments/Human Resources/Benefits.

ASSOCIATE REFERRAL BONUS PROGRAM The Associate Referral Bonus Program is designed to encourage Olathe Health associates to help identify

qualified candidates for open and approved positions in the organization. A referral bonus will be awarded to

eligible associates who provide the candidate referral, following the official process, and if the referred

candidate is ultimately hired and other specific employment requirements are met.

Olathe Health shall have the exclusive right to determine all issues of eligibility to receive the bonus.

Olathe Health reserves the right to cancel or change the program at any time.

See “Associate Referral Program” on The Pulse, PolicyStat ID 6921072.

BENEFITS (ASSOCIATE) Olathe Health provides competitive and comprehensive benefits for its eligible associates. For a complete list of

benefits available to associates, please refer to The Pulse, under: Human Resources/Benefits. For eligibility and

specific benefit coverage on certain plans, see the Summary Plan Descriptions, located on The Pulse.

BENEFITS (CONTINUATION OF COVERAGE) Associates, their spouse, and dependent children may be eligible for continuation coverage through COBRA

for certain benefits when coverage provided under a benefit plan would otherwise end. Contact Human

Resources at [email protected] for more information.

CALL PAY AND CALL BACK OVERTIME PAY Several occupational categories of associates who must remain available outside the regular work shift for

duty assignments are eligible for “on call" status and compensation. This status shall be applied to

associates who must remain reachable and available for emergency assignment.

On-call associates must actually be called in to be paid a minimum of one (1) hour of work at time and

one-half of the (shift one) base rate. At the time the associate clocks in, they are not considered to be “on

call”, and are not eligible to receive call pay while clocked in. If these positions are called back a second

time within this minimum time, they are not entitled to an additional minimum call back pay. To qualify for

another minimum call back pay, associates must receive the call back after the first minimum amount of

time has expired. The manager or supervisor will assign “on call” status in the schedule.

COMPENSATORY TIME Olathe Health does not recognize or provide compensatory time-off.

mailto:[email protected]


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DIFFERENTIAL Olathe Health provides shift differentials for certain job classifications. Contact Human Resources at

[email protected] for details.

A shift generally qualifies for evening shift differential only if the shift starts at or after 1430 hours (2:30 p.m.)

and if the shift is worked at least four (4) hours, for associates of OMC and MCMC; special circumstances may

exist in certain departments. The evening shift differential ends at 7:30 a.m. For example, if an associate starts

a shift at 7:00 p.m. and works until 9:00 a.m., the associate would receive 12½ hours of evening shift

differential and 1½ hours of regular base rate.

Weekend differential begins at midnight Friday night and ends at midnight Sunday night.

DISCOUNTS

All associates are eligible for the following discounts (proper associate identification must be provided):

A. FOOD SERVICE

Cafeteria meals are available for purchase at reduced cost (unless posted otherwise for special items).

B. DISCOUNTS FOR OUTSIDE SERVICES

A list of associate discounts is posted on The Pulse/HR/Benefits/Associate Discounts.

EDUCATION ASSISTANCE Olathe Health provides tuition reimbursement for eligible associates.

See the Summary Plan Description(s) on The Pulse/HR/Additional Forms.

HOLIDAYS To promote work and life balance, Olathe Health observes the following six (6) federal holidays:

• New Year’s Day • Memorial Day

• Independence Day • Labor Day

• Thanksgiving Day • Christmas Day

ELIGIBILITY FOR PAID HOLIDAYS

1. To provide associates an opportunity to celebrate the observed dates above, the Paid Time Off (PTO)

accrual rate includes accrual for these six (6) dates.

2. Associates who are scheduled to work on a day that a department is closed in observance of an

observed holiday or department designated holiday are required to use earned Paid Time Off (PTO)

benefit time for that day.

3. Associates are required to work their regularly scheduled days before and after the observed

holiday, unless supervisory approval is obtained in advance of the holiday.

4. All non-exempt associates working on a holiday will be paid time and one-half for the holiday.

Matching holiday pay is based on shift one (1) rate of pay. The holiday is defined as 12:00 a.m.

(00:00) to 11:59 p.m. (23:59) on the day the holiday is observed in the department.

5. Holidays are usually observed on the day on which they occur. Departments that are normally

closed on Saturday and Sunday will observe a Saturday holiday on Friday, and a Sunday holiday on

Monday. For departments normally staffed six (6) or seven (7) days per week, the associate may

contact their manager, Payroll, or Human Resources to determine when a holiday will be observed.



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LEAVES OF ABSENCE

LEAVE POLICIES

A. FAMILY AND MEDICAL LEAVE ACT

The Family and Medical Leave Act of 1993 allows eligible associates, who are unable to work due to

certain circumstances, up to a total of twelve (12) weeks of unpaid, job-protected leave. Associates

must use accrued benefit time in conjunction with an FMLA leave. Key provisions of FMLA are

explained below.

1. Eligibility Requirements:

a. Twelve months employment with Olathe Health;

b. 1250 hours worked in the previous 12-month period.

2. An associate may apply for FMLA leave due to the following:

a. the associate’s own serious health condition (medical necessity) that makes the associate

unable to perform the functions of the associate’s job;

b. for incapacity due to pregnancy, prenatal medical care or child birth;

c. to provide care for the associate’s child after the birth, adoption, or foster care placement of a

child within the last twelve (12) months;

d. the care of a seriously ill child, spouse, or their own parent;

e. to provide care for a covered service member or covered veteran; or,

f. meets the definition of a qualifying exigency.

g. If two spouses are both employed by Olathe Health, they have a combined total of twelve (12)

weeks of leave for birth, adoption, or foster care of a child, or to care for a sick parent. Both are

entitled to the full twelve (12) weeks (minus aggregate leave taken) for their own illness, or

caring for a sick child or spouse.

3. Definitions:

a. Serious Health Condition. An illness, injury, impairment, or physical or mental condition that

involves either an overnight stay in a medical care facility, or “continuing treatment” from a

health care provider, by a nurse under direct supervision of a health care provider, or by a

provider of health care services (e.g., physical therapist) under orders of, or on referral by, a

health care provider.

The “continuing treatment” requirement may be met by a period of incapacity of more than

three consecutive, full calendar days combined with at least two in-person visits to a health

care provider within the first 30 days of the first day of incapacity, or one visit and a continuing

regimen of treatment under the supervision of a health care provider (in both of the prior

instances, the first visit must be within the first seven days of incapacity); incapacity due to

pregnancy, incapacity due to multiple treatments and/or recovery from such treatments, or

incapacity due to a chronic, permanent or long-term condition.

b. Incapacity is the inability to work, attend school, or perform other activities due to the

condition, its treatment of, or recovery from.

c. Health Care Provider. A health care provider is defined as a doctor of medicine or osteopathy

authorized by the State to practice medicine or surgery or any other person as stated in the

regulations to be capable of providing health care services within the scope of their practice.

d. Complete and Sufficient Certification. A certification may be considered complete and

sufficient when it includes information regarding the associate’s inability to perform essential job

functions, the inability of the family member to perform daily activities, the need for

hospitalization or continuing treatment by a health care provider, or circumstances supporting

the need for military family leave; and the anticipated timing and duration of the leave.


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4. Procedure to request approval for FMLA Leave of Absence.

Olathe Health contracts with a third party, Unum, to administer its leave programs, including FMLA.

Requests for FMLA leave must be submitted via the Unum Portal by calling 1-866-779-1054. The

associate must still call in to their department per their departmental procedures.

a. Upon receipt of the associate’s request for FMLA, Unum will notify the associate of FMLA or

other leave eligibility, rights and responsibilities and will send other documents required for the

leave process.

b. Unum will notify the associate and supervisor of approval or denial of the request. FMLA

approval will be based on receipt of the following:

i 30-day notice in advance when leave is foreseeable.

ii A “complete and sufficient certification” from a health care provider, legal representation,

and/or deployment orders or other like written documentation within 15 days of the associate’s

notice of the eligibility.

iii Anticipated timing and duration of the leave.

iv If it has been determined that the certification is incomplete and/or insufficient, the

associate will be provided with seven days to ‘cure’ or correct and resubmit the certification.

v The associate will be notified in writing within five business days of receipt of a complete

and sufficient certification if the leave will be designated as FMLA, and the amount of leave

charged to the associate’s entitlement, if possible.

vi The associate will be notified orally or in writing if the request for leave will not be protected.

5. Maximum Allowed Time Off.

A total of twelve (12) weeks of leave during any given twelve (12) month period will be allowed in all

circumstances, except covered servicemember or covered Veteran leave (see B.2.b. for applicable

leave coverage). The twelve-month period will be measured by looking backward from the date the

current leave would commence (rolling year). Leave is not available to the extent it exceeds twelve

(12) weeks in the twelve (12) month period.

6. Required Notice.

a. When an associate’s need for leave is foreseeable, they must give thirty (30) days advance

notice before the leave is to begin. Failure to provide such notice may result in the delay or

denial of leave.

b. When an associate’s need for leave is unforeseeable, they must provide notice as soon as

practicable, and generally should be within the time frame of Olathe Health’s customary

departmental notification procedures relating to such leave.

c. Coverage of FMLA related absences will not be applied greater than 15 calendar days

retroactively from the date the leave request was initiated with Unum.

d. Notices provided by associates pursuant to requests for FMLA leave must explain the reasons

for leave to allow Olathe Health/Unum to determine whether the leave actually qualifies under

the Family and Medical Leave Act. If an associate refuses or fails to give reasons for requesting

FMLA leave or refuses or fails to provide the appropriate certification, Olathe Health/Unum may

deny leave unless and until such information is provided.

7. Use of Leave

Associates do not need to use leave entitlement as one block.

a. When foreseeable leave is planned for medical treatment, an associate must make a

reasonable effort to schedule the planned medical treatment to avoid unduly disrupting the work

operations.

b. When the need for leave is unforeseeable, an associate must give notice to their manager as

soon as practical, ordinarily in compliance with normal departmental procedures, except in

extraordinary circumstances.


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c. Associates must notify the manager whether the requested leave is for a reason for which the

associate is certified.

d. Associates must also contact Unum to report any instance of leave within three (3) business

days of the leave date.

8. Medical Certification and/or Documentation

When leave is requested for the “serious health condition” of an associate or when an associate

needs to care for a family member covered by the Act, Olathe Health/Unum will require a timely

medical certification from the associate’s or the family member’s health care provider. Depending on

the type of leave requested other documentation may be required such as legal documentation for

the adoption or foster care of a child, or deployment or furlough orders for a qualifying exigency.

Olathe Health/Unum is entitled to re-certification of the continued necessity of medical leave should

it determine, in its discretion, that such re-certification is necessary. Medical certification (and re-

certifications, if necessary) will be considered timely if received within fifteen (15) calendar days

from the date of the request, absent extraordinary circumstances.

The opinion of a second or third health care provider may be required by Olathe Health/Unum for

medical verification, if deemed appropriate.

9. Paid and Unpaid Leave

FMLA leave may be paid or unpaid. Associates will be required to use any accrued PTO benefit time or sick time, if applicable, when taking FMLA leave. PTO or sick benefit time runs concurrently with FMLA leave and does not extend the twelve (12) week maximum leave available under FMLA leave. According to current policy, paid benefits will be used as follows:

10. Periodic Reports by Associates on Leave

Thirty (30) day reporting on status and intention to return to work will be required of the associate to

maintain FMLA leave. The requirement of this report is outlined on the eligibility or designation

notice.

11. Medical Release to Return to Work

Associates must provide a completed “Fitness to Return to Work Certification” upon return to work,

if requested in the designation notice. The certification, completed after a review of the associate’s

essential duties, will include the date of the associate’s return to work, including stated restrictions,

if any. The associate’s return may be delayed until the completed certification has been provided. In

some cases, an associate on intermittent leave may be required to provide such a certification

every 30 days if safety concerns exist.

REASON FOR FMLA LEAVE USE OF ACCRUED BENEFIT ALLOWED

Child care related to birth, adoption, or

foster care of a child Paid Time Off (PTO)

Serious health condition of associate

(including childbirth) Sick Time and/or Paid Time Off (PTO)

Serious health condition of spouse,

child or parent Paid Time Off (PTO)

Covered Servicemember Paid Time Off (PTO)

Qualifying Exigency Paid Time Off (PTO)


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12. Return To Work

An associate will be reinstated to their job, or an equivalent position, upon returning from FMLA

leave. Associates have no greater right to reinstatement or other benefits and conditions of

employment than if the associate had not taken the leave (e.g., due to economic or other business

conditions the associate would have lost their job regardless of whether the associate went on

leave, the associate will not be entitled to reinstatement). If an associate continues on leave after

the FMLA entitlement has been exhausted, the associate does not maintain the right to return under

FMLA protections. If the associate fails to return to work after an approved FMLA leave and they

are not authorized to take any additional leave time, the associate’s position will be considered

abandoned. This will be treated as a voluntary separation of employment by the associate.

Certain staff (highest paid 10% of staff) may be denied restoration to their former position in order to

prevent substantial and grievous economic injury to operations. Such associates will be notified at

the time the determination occurs. These associates will be given the opportunity to return to work

with reasonable promptness, after receiving such notice, to avoid loss of job and benefits.

13. Associate Benefits during Leave

An associate who is on FMLA leave will continue to receive health coverage at the same level and

under the same conditions that existed while he or she was working, unless the associate elects not

to continue coverage. If Olathe Health changes its health plan during an associate’s leave, the

change will apply to the associate as if still on the job. During the leave period, the associate must

still pay their regular share of the health insurance premium every month. An associate on paid

leave during FMLA leave will continue to make their regular benefits payments through payroll

deductions. An associate on unpaid leave will be required to make other arrangements for payment

of the premium each month. Failure to make such payments may result in suspension, lapse, or

cancellation of coverage. PTO/sick benefits do not accrue during unpaid leave.

14. Reduced Leave Schedule

A “reduced leave schedule” applies to a reduction of the usual number of hours per workweek or per

workday of an associate. An intermittent or “reduced leave schedule” is available for a serious health

condition of the associate or family member.

When leave is taken after the birth of a healthy child or placement of a healthy child for adoption or

foster care, the associate may take leave intermittently or on a reduced leave basis upon approval

from the Department executive or their designee, and only if agreeable to the department’s

business needs. Olathe Health may require the associate to transfer temporarily, during the period

that the intermittent or reduced leave schedule is required, to an available alternative position for

which the associate is qualified and which better accommodates recurring periods of leave than

does the associate’s regular position.

15. Temporary Transfer

If an associate needs intermittent or reduced leave which is foreseeable and based on planned

treatment, a temporary transfer may be required of the associate to an available alternative position

for which the associate is qualified. This position would have equivalent pay and benefits and would

better accommodate recurring periods of leave.

16. Failure to Return to Work following Leave

Under certain conditions, reimbursement for premiums paid by Olathe Health during the leave, but

after the associate has exhausted their accrued benefit time, may be recovered from the associate

if the associate does not return to work at the end of the leave for at least thirty (30) days. The only

exception is if return to work cannot occur due to conditions beyond the associate’s control as

governed by FMLA regulations.

17. Retention of Medical Information

In compliance with the Americans with Disabilities Act (ADA), records of medical information will be

maintained separately from other employment records.


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18. Workers Compensation Absence

Time off due to a work-related injury is charged to FMLA leave, even if the associate qualifies for

workers compensation benefits.

19. Olathe Health Requirements

Olathe Health will not interfere with, restrain or deny the exercise of any right provided under FMLA;

nor will Olathe Health discharge, discriminate or tolerate discrimination against any person for

opposing any practice made unlawful by FMLA, or for involvement in any proceeding relating to

FMLA.

20. Abuse

Substantiated abuse of FMLA leave will result in disciplinary action up to and including termination.

B. MILITARY FAMILY AND MEDICAL LEAVE POLICY

The federal Family and Medical Leave Act (FMLA) entitles eligible associates to take leave for a covered

family member’s service in the Armed Forces. This policy supplements our FMLA policy and provides

general notice of associate rights to such leave. Except as mentioned below, an associate’s rights and

obligations to covered servicemember or covered veteran FMLA Leave are governed by our existing

FMLA policy, stated above.

1. If an associate meets the eligibility requirements stated in A.1., then the associate may apply for

Military Family and Medical Leave for any one, or for a combination of the following reasons:

a. Because of a “qualifying exigency” arising out of the fact that the spouse, son, daughter, or parent

is on “covered” active duty, and/or

b. To provide care for a covered servicemember or covered veteran, who is the spouse, son,

daughter, parent, or next of kin of the associate who has incurred a “serious injury or illness” in the

line of duty while on active duty in the Armed Forces.

2. Maximum Allowed Time Off

a. If leave is because of a “qualifying exigency,” see A.5.

b. When leave is to care for a seriously injured or ill covered service member set forth in B.1.b.

above, an eligible associate may take up to twenty-six (26) work weeks of leave during a single

twelve (12) month period to care for an injured or ill covered service member. This leave, when

combined with other FMLA-qualifying leave, may not exceed twenty-six (26) weeks in a single

twelve (12) month period.

c. If two spouses are both employed by Olathe Health, they have an aggregate total of twenty-six

(26) weeks of leave to provide care for a covered service member. Both are entitled to the full

twelve (12) weeks (minus aggregate leave taken) each for their own illness or to care for a sick

child or spouse.

d. Military FMLA runs concurrent with other leave entitlements provided under federal, state and local law.

3. Definitions:

a. Covered Active Duty. A member of a regular component of the armed forces or a member of a

reserve component of the armed forces who is on, or has been notified of an impending call or

order to active duty.

b. Covered servicemember or veteran. A member of the Armed forces, including a member of

the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy,

is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a

serious injury or illness. A covered veteran is a family member who develops a service-related

injury or illness that was incurred or aggravated while on active duty; applicable for up to five

years after a veteran leaves service.


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c. Next of Kin. Nearest blood relative of a covered service member.

d. Qualifying Exigency. Eligible associates may take leave for covered military members

exclusively in relation to the following categories:

i Short-notice deployment

ii Military events and activities

iii Childcare and school activities

iv Financial and legal arrangements

v Counseling

vi Rest and recuperation

vii Post-deployment activities

viii Additional activities which may arise out of active duty.

e. Serious illness or injury. An illness or injury that may render the servicemember medically unfit

to perform the duties of their office, grade, rank or rating.

4. Certification Related to Active Duty

When leave is requested for a “qualifying exigency” related to a call or impending call to active duty,

Olathe Health will require the associate to provide, in a timely manner, a certification or copy of the

orders which require the covered family member to report to active duty.

5. Paid and Unpaid Leave

FMLA leave may be paid or unpaid. Associates will be required to use any accrued PTO benefit time

while taking Military Family and Medical leave. PTO benefit time runs concurrently with FMLA leave

and does not extend the twelve (12) week maximum, or in the case of covered servicemember

leave, the twenty-six (26) week maximum leave available under FMLA leave.

C. NON-FMLA LEAVES OF ABSENCE

1. General:

a. Supervisors may verbally approve an associate's request for absence of one to three

consecutive workdays not covered under the Family Medical Leave Act (FMLA). Such leaves

may be granted for personal business, temporary illness, etc., when paid benefit time is not

available. The associate is responsible to contact their supervisor according to departmental

procedures. The supervisor is responsible for noting the excused dates in the associate’s

timecard.

b. When a leave of absence occurs immediately before or after a scheduled holiday, the supervisor

is responsible for noting approval for use of PTO benefit time on the associate's timecard.

c. Insured benefits are not affected by unpaid non-FMLA leaves from one (1) to three (3) work days.

2. Leave of Absence (Greater than three days):

a. Full-time and part-time associates may request a leave of absence for a period greater than

three (3) work days (not covered by FMLA).

b. Procedure to request approval for non-FMLA medical and personal leaves of absence. Olathe

Health contracts with a third party, Unum, to administer its leave programs, including FMLA.

Requests for leave must be submitted via the Unum Portal by calling 1-866-779-1054. The

associate must still call in to their department per their departmental procedures.

c. Procedure to request approval for non-FMLA educational leaves of absence. The associate will

contact Olathe Health’s Human Resources department, and provide a statement of need and the

anticipated dates of leave.

d. A leave of absence may be granted with the approval of the Chief Human Resources Officer

(CHRO) or designee, if the associate has successfully completed their ninety (90) day


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introductory period, unless otherwise stated. The purpose of such a leave is to protect the length

of continuous service and accumulated benefits that might otherwise be lost due to separation

from employment. The granting of a non-FMLA leave of absence is at the discretion of Olathe

Health.

e. Once the associate exhausts their PTO and sick time, they may continue on an unpaid leave of

absence, if approved to do so by the CHRO. PTO and sick benefit do not accumulate on unpaid

leave.

Because of the nature of the work, Olathe Health may not be able to hold an associate's job

open while the associate is using unpaid non-FMLA leave.

1. Olathe Health will place an associate returning from a paid leave of absence in the

associate's same or equivalent job.

2. Olathe Health will place an associate returning from an unpaid leave of absence in their

original position, if still available (i.e. posted for recruitment),

3. If their original position is not available or has been filled, the associate will be given 30 days

to apply, and if selected, transfer into an available position for which they are qualified.

f. No associate is guaranteed a position when they return from an unpaid leave of absence. If the

associate is offered a position but refuses to accept it, or is unable to transfer into an available

position after 30 days, they will be considered to have voluntarily resigned and will not be

continued on leave status. (See Workplace Accommodation)

3. Benefits:

a. Health and dental benefit premiums are subsidized during an approved USERRA leave for up to

twenty-four (24) months.

b. Health and dental benefit premiums are subsidized during an approved unpaid, non-FMLA

medical leave of absence for up to six (6) weeks. The subsidy will cease at the time the

associate has been medically released to duty, not to exceed six (6) weeks. Provision of the

benefit subsidy does not guarantee the associate’s position with Olathe Health, nor does it

provide a guarantee of continuous employment.

c. Health and dental benefit premiums are not subsidized on all other unpaid, non-FMLA leaves

not listed above. Associates will be billed for all applicable premiums while on unpaid, non-FMLA

leave.

d. Failure to make timely payments of the applicable premiums while continuing on unpaid, non-

FMLA leave may result in the loss of the benefit.

LEAVES OF ABSENCE (NON-FMLA) ARE CLASSIFIED AS FOLLOWS:

BEREAVEMENT LEAVE

Effective on the first day of employment, full-time and part-time associates (time is pro-rated for part-time

associates regularly scheduled 29 or fewer hours per week) who experience the death of a family member, as

defined below, may be granted up to 3 scheduled days of paid bereavement leave, not to exceed three

scheduled shifts, for the purpose of arranging for and/or attending a funeral or memorial service, and/or to

grieve the loss of a family member.

• Grandmother

• Grandfather

• Grandchild

• Grandparent-in-law

• Step grandparent(s)

• Daughter-in-law

• Son-in-law

• Mother-in-law

• Father-in-law

• Stepmother

• Stepfather

• Stepsister • Legal dependent

• Sister-in-law

• Brother-in-law

• Mother

• Father

• Spouse

• Brother

• Sister

• Child

• Stepchild

• Stepbrother


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Up to two additional days (not to exceed two scheduled shifts) may be granted with department director

approval if the associate requires additional time as the executor of the will and/or is required to travel to attend

the service (at least 100 miles one way). The associate is required to notify their immediate supervisor of their

request in accordance with departmental call-in procedures. The immediate supervisor reserves the right to

require appropriate documentation. Additional time off may be requested (up to two (2) weeks), and may be

unpaid time, if there is no PTO available. Bereavement leave and the relationship to the deceased must be

noted on the associate’s timecard.

DOMESTIC VIOLENCE LEAVE

A. Effective on the first day of employment, an associate who is a victim of domestic violence or sexual

assault may take up to eight (8) unpaid days per calendar year for the purpose of:

1. obtaining or attempting to obtain injunctive relief, (for example, a restraining order), to help ensure

the welfare or safety of the associate or their children;

2. seeking medical attention for injuries caused by domestic violence or sexual assault;

3. obtaining services of a domestic violence shelter or program, or rape crisis center as a result of

domestic violence or sexual assault; or

4. Court appearance related to domestic violence or sexual assault.

B. Associates requesting this leave should notify their supervisor or Human Resources as soon as

practical of the need to take this leave. The associate is required to submit supporting documentation to

their supervisor and/or Human Resources to certify this leave within forty-eight hours of the beginning of

the unscheduled absence. Failure to provide required documentation may result in the leave being

denied. Supporting documentation includes:

1. a police report indicating the associate as a victim of domestic violence or sexual assault;

2. a court order indicating injunctive relief was provided to associate as a result of domestic violence or

sexual assault;

3. evidence from the court or prosecuting attorney that the associate appeared in court; or

4. documentation from a health care provider or victim advocate of ongoing treatment for physical or

mental injuries incurred as a result of domestic violence or sexual assault.

EDUCATIONAL LEAVE

Associates may request up to a three (3) month unpaid leave-of-absence for educational endeavors. After

notifying their supervisor of the intended request, associates must submit a written request for approval to the

Human Resources Department. Prior to approval, Human Resources will verify the leave will not negatively

affect departmental operations.

JURY LEAVE/COURT TESTIMONY

JURY LEAVE

Full and part-time associates who are summoned to serve as a juror should submit a copy of the

summons to their supervisor. The associate will be paid their salary for scheduled hours (excluding shift

differential) while on jury duty. The manager will maintain the summons provided by the associate in the

manager file, and add the pay code ‘JuryDuty’ with the associate’s scheduled hours for each day they

are serving on jury duty.

JOB RELATED COURT TESTIMONY

Associates served with a subpoena should immediately contact their manager and Olathe Health’s

Legal Department, and will provide a copy of their subpoena to their manager and to the Legal

Department.

Associates subpoenaed or requested by Olathe Health’s attorneys to appear in court as a witness to

testify when the testimony covers their job duties will be paid their regular rate of pay (excluding shift

differential).


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When an associate who has filed a complaint as the result of an assault or theft of personal property in

the workplace by a patient, family member, or a visitor when performing duties in the scope of their

employment, and is required to appear in court as a consequence of filing the complaint, the associate

will be paid their regular rate of pay (excluding shift differential).

Associates appearing as subpoenaed witnesses are expected to work during normal working hours

whenever court is not in session or when their presence in court is not required. Associates scheduled

for a night shift that immediately precedes the court hearing will receive the shift off with pay, excluding

shift differential.

Associates who appear in court on their own behalf are required to request and utilize Paid Time Off

(PTO) according to their department procedure.

Associates are required to return to work immediately following completion of jury duty or court

testimony obligations.

MEDICAL LEAVE

Non-FMLA medical leave is to be used by an associate who is not eligible or is no longer eligible for FMLA

leave and, because of their medical condition, is unable to work. Non-FMLA medical leave is limited to

continuous leave. The associate must follow the request procedure as outlined in 2.b. Human

Resources/Unum will notify the associate in writing that the medical leave was granted, and that health

insurance premiums must be paid in full while on leave.

While on leave, the associate must advise Unum every thirty (30) days of their leave status, and their expected

date of return. Medical leave may be granted after the associate exhausts their FMLA leave, or if the associate

is ineligible for FMLA leave, for generally a cumulative total of six (6) months. Leave continuing past this time

without assurances from a treating physician of a reasonable date of return, as established by Olathe Health,

for the associate to be released to return to work will not be granted. A completed “Fitness to Return to Work

Certification” is required upon return from medical leave. Failure to provide appropriate documentation will be

regarded by Olathe Health as the associate's voluntary resignation from employment. See 2.e. regarding

Olathe Health’s policy regarding reinstatement after leave.

MILITARY LEAVE/USERRA (UNIFORMED SERVICES EMPLOYMENT AND REEMPLOYMENT RIGHTS ACT)

Olathe Health offers military leave to associates who are called upon to serve in the United States Armed

Forces. Required military leave is any period of active duty, inactive duty, full-time National Guard duty, or

any other appropriate duty status as determined by Human Resources.

Health and pension plan coverage for service members is provided for by USERRA. Associates performing

military duty of more than 30 days may elect to continue employer sponsored health care for up to 24 months.

For military service of less than 30 days, health care coverage is provided as if the service member had

remained employed.

USERRA clarifies pension plan coverage by making explicit that all pension plans are protected.

PROCEDURE:

A. When a notice of active or non-active duty for training or military orders is received, the associate

will notify their immediate supervisor and/or provide a copy of the written orders, unless such notice

is precluded by military necessity. The associate’s supervisor will be responsible for notifying the

Department Director and Human Resources of the notice.

B. The associate’s timecard will have the military leave assigned as LV050 to denote the leave dates.

Associates have the option to utilize accrued Paid Time Off (PTO) benefit time or take any part of the

leave as unpaid. Associates must notify their supervisor if they wish to use PTO. Exempt associates

will be paid worked time for partial weeks worked.

C. The period of time that an associate has to submit a notification of return to duty or to report to work

after military service is based on time spent on military duty. For service of less than 31 days, the


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associate will report for work by the first regular workday that occurs up to eight (8) hours after

completion of service. For periods of service of more than 30 days but less than 181 days, the

associate must notify their supervisor of their return to work within 14 days of release from service.

For service of more than 180 days, notification of their return to work must be submitted within 90

days of release from service.

PARENTAL LEAVE

Olathe Health will provide up to 5 scheduled days of paid parental leave to associates following the birth of an

associate’s child or the placement of a child with an associate in connection with adoption. Eligible associates

must meet the following criteria: 1) Have been employed with Olathe Health for at least 181 days of

continuous employment. 2) Be a full-time, regular associate who is scheduled to work at least 30 hours per

week.

In addition, associates must meet one of the following criteria:

• Have given birth to a child.

• Be a spouse or committed partner, of an individual who has given birth to a child, or biological parent of

the newborn child.

• Have adopted a child (the child must be under the age of 18 or is physically or mentally incapable of self-

care). The adoption of an associate’s natural and step-children are excluded from this policy.

The associate must complete the necessary Paid Parental Leave form and provide all documentation timely,

to include proof of birth or a court document placing child in the home for adoption, as required by Human

Resources to substantiate the request.

The Parental Leave policy in its entirety and Paid Parental Leave form can be found at the Pulse, under:

Departments/Human Resources/Benefits.

PERSONAL LEAVE (NON-EDUCATIONAL)

Non-FMLA personal leave may be requested by an associate due to an emergent circumstance that prevents

the associate from working. If the associate’s need for leave is due to an FMLA-qualifying reason, the

associate must not be eligible, or no longer be eligible to utilize FMLA leave time. The associate must follow

the request procedure as outlined in 2.b. Unum will notify the associate in writing if the personal leave was

granted, and that health insurance premiums must be paid in full while on leave.

Personal leave may be granted to associates at the discretion of Olathe Health for up to a maximum of three

(3) months. While on leave, the associate must advise Unum every thirty (30) days of their leave status, and

their expected date of return. Olathe Health may cancel a personal leave with one (1) week notice to the

associate on leave. Failure of the associate to return to work on the first scheduled shift following the leave

of absence will be regarded by Olathe Health as the associate's voluntary resignation of employment.

NURSING MOTHERS Olathe Health supports the rights of nursing mothers in the workplace. All women who breastfeed their child,

and who need to express milk during the working day, will work with their supervisor to determine how best to

accommodate the needs of the mother while still accomplishing the performance of her job.

As a nursing mother, you should engage in a dialogue with your Supervisor when making requests for an

accommodation to express breast milk. Such requests will be handled as a request for a flexible work

schedule. Upon request, Olathe Health will provide reasonable breaks (unpaid), or the associate may choose

to use breaks or meal periods for this purpose.

Private areas have been identified for the purpose of nursing mothers to express milk:

OMC

• Doctor’s Buildings 1 and 2:

• Private space is provided within a separate area by Suite 302, and marked “Staff Only”

with a mother/baby symbol.


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• Hospital:

• Associates should work with their supervisor to agree upon a private area that will be available

and suitable for the purpose of expressing milk. The space provided cannot be a bathroom and

it must be shielded from view and free from intrusion by coworkers and others.

MCMC

• Private space is provided in the Outpatient area located next to the reception desk and marked

“Staff Only” with a mother/baby symbol.

OHP CLINICS AND OTHER LOCATIONS

• Associates should work with their supervisor to agree upon a private area that will be available and

suitable for the purpose of expressing milk. The space provided cannot be a bathroom and it must

be shielded from view and free from intrusion by coworkers and others.

PAID TIME OFF (PTO) At Olathe Health, we believe that occasional time away from work is important to rest, refresh and spend time

with family and friends. Eligible associates earn (accrue) paid time off (PTO) for such purposes.

Accrued Paid Time Off (PTO) must be used for any amount of time when an associate is not working their

scheduled shift, excluding sick time and/or low census (low census requires approval by Department Director

or designee). PTO includes vacation, time for personal business, family illness, and holidays. PTO is to be

used for medical and dental appointments unless the associate is medically unable to return to work, in which

case sick time may be used, if available.

Upon employment, full-time and part-time associates accrue PTO benefit time based upon all hours paid, up to

80 hours per pay period, exclusive of call back overtime.

Benefits are accumulated according to the following formula:

Paid Time Off accrual rates increase upon reaching certain years of service milestones during an associate’s

career with Olathe Health.

• For example, after the completion of an individual’s second year of continuous employment (said another

way, at the beginning of their 3rd year with the organization), the associate’s accrual rate will increase from

0.0885 hours of PTO benefit for each hour paid (up to a maximum of 184 hours annually) to 0.0962 hours

(up to 200 hours annually).

• Upon the completion of an individual’s sixth year of continuous employment (at the beginning of year 7),

the accrual benefit will increase to 0.1077 hours (up to 224 hours annually).

• Upon the completion of the individual’s tenth year of continuous employment (at the beginning of year 11),

the accrual benefit will increase to 0.1154 (up to 240 hours annually); and,

YEARS OF SERVICE ACCRUAL RATE MAX. ACCRUABLE HOURS MAXIMUM ANNUAL DAYS ACCRUABLE BY SCHEDULED SHIFT

8 hour shift 9 hour shift 10 hour shift 12 hour shift

0 up to 2 0.0885

3 up to 6 0.0962

7 up to 10 0.1077

11 up to 14 0.1154

15 years plus 0.1231

184

200

224

240

256

23 days

25 days

28 days

30 days

32 days

20.5 days

22.3 days

24.9 days

26.7 days

28.5 days

18.4 days

20 days

22.4 days

24 days

25.6 days

15.3 days

16.7 days

18.7 days

20 days

21.3 days


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• Upon the completion of an individual’s fourteenth year of continuous employment (at the beginning of year

15), the accrual benefit will increase to a max of 0.1231 hours of PTO benefit for each hour paid (up to

256 hours annually).

Note: Associates may accrue up to a maximum of 240 PTO hours; PTO accrual ceases until their PTO

balance is less than 240 hours.

A. USAGE

When associates are within their 90-day introductory period, they may request to use accrued and

available PTO.

B. SCHEDULING

Requests for scheduled time off will be considered per departmental procedure. Olathe Health and

department management reserves the right to schedule all PTO benefit time at their convenience.

Contact the Department Director for further details.

C. SPECIAL CONSIDERATIONS FOR PTO

1. Separation of Employment

After completing the 90-day introductory period, associates who resign and give proper notice of

resignation will be paid for all accumulated PTO. Such payment will generally be provided via a

separate payment with their final pay payment.

a. Associates who resign or transfer to PRN status during the 90-day introductory period will not

be paid for accrued PTO.

b. To be eligible to receive PTO upon voluntarily separating, associates must give proper notice

and the notice period must be worked time, unless a department is officially closed, the

associate is using approved FMLA leave, or the associate has reduced hours due to a low

census, which must be annotated as such on the timecard. If the associate fails to provide

proper notice, or uses PTO or sick leave during the notice period (except as listed above), the

associate will not be eligible for payment of their remaining unused PTO hours.

c. There is no right to receive pay for PTO time except as set forth in this Item B, in accordance

with the “Cash in Privileges” paragraph below, or a termination without cause.

2. PRN Status

PRN associates do not accrue PTO. If full-time or part-time associates provide proper notice and

change to PRN status, all accrued PTO will be paid. (See Resignation section for proper notification

definition.) No further PTO will accumulate. PRN associates who change to part-time or full-time

status will accrue PTO benefits with the accrual rate based upon the date the associate changed to

part-time or full-time status.

3. Cash-In Privileges:

a. Associates with more than 80 hours of accrued PTO may elect to cash-in hours at a ratio of one

hour’s pay for each two hours of PTO.

b. Cash-in dates are established by Human Resources.

4. Sickness during Approved PTO

If a personal illness occurs while the associate is utilizing PTO, they may be granted use of sick pay

according to the sick pay policy.

5. Shift Differentials

PTO is paid at the associate’s base hourly rate, and excludes differentials. If an associate has more

than two job classes, PTO will be paid at the base hourly rate of the first job class.

6. Failure to Return From PTO

Failure to return from PTO as scheduled will result in termination of employment.


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7. Maximum Accrued Time

Associates may accrue up to a maximum of 240 PTO hours; PTO accrual ceases until their PTO

balance is less than 240 hours. PTO hours, up to the maximum 240 hours, may be carried over from

one calendar year to the next.

8. Use of PTO In Excess Of Scheduled Hours

Associates may use PTO benefit hours in excess of their scheduled hours per pay period when

previously approved time off and worked hours for the pay period exceed their scheduled hours.

9. Donating Paid Time Off (PTO)

Accumulated PTO may be donated to another associate. Specific policies/procedures are outlined in

the policy titled “Donating Paid Time Off (PTO)” (PolicyStat ID 2874601) or may be obtained by

contacting Human Resources.

SERVICE RECOGNITION At Olathe Health, we value an individual’s continued service and recognize significant service anniversaries

for every five (5) years of continuous service.

SICK LEAVE Sick leave is benefit time provided to full-time and part-time associates who are scheduled a minimum 40

hours per pay period. Sick leave may be used for an associate’s personal illness; if the associate is not

receiving Workers’ Compensation weekly payments. Associates may use accrued sick leave following the

completion of 90 days of employment.

Eligible associates begin accruing sick leave on the first day of employment at a rate of .0308 for every hour

paid up to 80 hours per pay period. Sick leave does not accrue on call back overtime.

Associates may accrue a maximum of 480 hours of sick leave.

A. CHANGE OF STATUS

A full-time or part-time associate converting to PRN status, or less than 40 hours per pay period, will not

retain, accrue, or be paid sick leave benefits. An associate changing from full-time to part-time (40 or

more hours per pay period) will retain a pro-rated amount of their accumulated hours and continue to

accrue sick pay.

B. USAGE OF SICK LEAVE

1. Following time off due to illness, the supervisor may require the associate to secure documentation

from their healthcare provider to confirm the claim.

2. If approved by the supervisor, sick leave benefit will be paid up to the accumulated (earned) limits. If

the associate’s supervisor requires proof of illness, and the associate does not provide sufficient

documentation in a timely manner, payment of benefit time may be withheld pending receipt of

acceptable verification.

3. Medical and dental appointments will be PTO unless the associate is medically unable to work or to

return to work, in which case available sick leave may be used.

C. SPECIAL CONSIDERATIONS FOR SICK LEAVE

1. If an associate experiences a personal illness while using scheduled PTO or not working due to a

holiday, the associate may be required to present verification from a health care provider, which

documents treatment for the illness and stipulates the length of incapacity due to illness, in order to

be paid sick leave.


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2. Notification Requirements

The associate must have adhered to the procedure pertaining to notification of their department.

Failure to call in according to departmental procedure will result in the associate being charged an

"unexcused absence" and will result in nonpayment of the sick leave benefit.

3. Accrued sick leave will not be paid out to the associate upon termination of their employment.

4. When an associate is injured at work, Workers Compensation pays a specific amount of support

according to the Kansas Worker's Compensation Laws. Sick leave benefit time may not be used for

any time that benefits are paid through Worker's Compensation.

VOTING TIME Olathe Health allows associates up to two (2) consecutive paid hours during polling hours in order to vote in

federal, state or local elections. However, associates are encouraged to vote before or after working hours

where the polling hours are extended beyond their working hours. In the event polls are closed before or

after the associate’s working time, the associate may request additional voting time in writing and submit this

request to their supervisor, at least two (2) business days before the date requested. Absentee balloting and

early voting methods are encouraged.


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Hours of Work and Pay

BREAKS AND MEAL PERIODS Olathe Health provides breaks and meal periods to promote associate well-being, and to help associates relax

and recharge for the remainder of their shift.

BREAKS

Associates may be allowed one (1) fifteen (15) minute break every four (4) hours, with a maximum of two (2)

breaks per shift. Breaks are assigned by the immediate supervisor and are considered paid working time.

Associates are not allowed to leave the premises while on paid breaks. Break time may not be available based

on business and patient care requirements.

Associates must take breaks in designated areas only, excluding areas designated solely for patient and visitor

use. If an associate takes a break in an area designated for both associate and patient/visitor use, the associate

will adhere to Olathe Health’s conduct expectations.

MEAL PERIODS

Associates working at least six (6) straight hours will receive one thirty (30) minute meal break per shift, which

are assigned by the immediate supervisor. Meal periods are non-paid time.

Hourly associates are required to time out when beginning a meal period, and must time back in when

returning to work from a meal period. Hourly associates must not perform any work during meal periods and

must take the entire meal period. To avoid interruption, associates are encouraged to take meal periods away

from their normal work areas. Associates should be respectful of other’s meal periods, and not interrupt with

work-related inquiries or tasks. If an hourly associate’s meal period is interrupted for work-related purposes, the

associate will time in and be paid for the entire meal period, unless the interruptions are sporadic and minimal.

DEDUCTIONS (PAYROLL) Only two (2) types of deductions may be deducted from your check; those required by law and those that you

may authorize (voluntary deductions). Deductions will be itemized for both current and year-to-date activity,

and may be viewed through Employee Self-Service.

A. DEDUCTIONS REQUIRED BY LAW:

1. Federal Withholding Tax (Income Tax)

2. Kansas State Withholding Tax (Income Tax)

3. Social Security Tax (FICA)

4. Medicare Tax

5. Garnishment of Salary (by court action, a creditor can require Olathe Health to withhold payments

from your check in order to settle your debts.)

6. Child support by court action.

B. VOLUNTARY DEDUCTIONS

Full-time and part-time associates may authorize deductions for the following:

1. Any special Olathe Health-sponsored associate program (as approved by the Chief Human

Resources Officer and the Vice President/Finance)

2. Olathe Health benefit plan premiums

3. Gift Shop purchases


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4. Olathe Health Charitable Foundation contributions

5. Olathe Health and affiliates’ bills for service

6. Uniforms

7. Auxiliary Sale Purchases

8. Café 151 and Daily Dose Purchases

Payroll deductions are limited to $150 per pay period for the total of all purchases (excluding benefit plan

premiums).

OVERTIME Olathe Health is subject to the provisions of the Federal Wage and Hour Law and complies with all provisions

of Federal and State laws concerning the payment of overtime.

Overtime will be held to a minimum in the interest of good management and associate health. In case of

emergency, overtime may be requested and must be authorized in advance by the immediate supervisor on a

daily basis. Based upon organizational needs, the associate may be required to work past their normally

scheduled hours. Normal overtime provisions will apply according to the role.

PAY OPTIONS A. PAYROLL DISTRIBUTION PROGRAM

Olathe Health offers associates two options for receiving wage and/or salary payment.

• Option 1 - Direct Deposit to personal bank accounts; the distribution is limited to three bank

accounts.

Enrollment forms may be obtained from the Payroll Department, in the Human Resources

Department, or on “The Pulse” under Human Resources. Completed forms received in the Payroll

Department the Friday before the pay period end date will be processed for that pay period.

• Option 2 - Money Network® Service through Bank of America: Associates who do not elect to

participate in Option 1 will be enrolled in the Money Network program. Associates enrolled in this

program will be provided a Money Network packet containing a payroll card, Money Network

checks, and a program fee schedule. These packets are ordered on an as needed basis and once

received by the organization, can be picked up by the associate in the payroll department. The

associate’s pay will be deposited into the Money Network account on each payday.

Associates enrolled in the Money Network program are able to access funds by using a Money

Network pay card or Money Network checks. Associates are able to make cash withdrawals without

a fee at all In- network All Point ATMs and Bank of America ATMs nationwide.

B. ACCOUNT CHANGES

Associates changing bank accounts must notify the Payroll Department, in writing, by the Friday prior to

the pay period end date. If a bank account has been closed, the direct deposit funds will not transmit. A

manual check will be issued to the associate after the money is returned to Olathe Health’s account

(normally five business days).

C. FINAL PAYMENTS

Final pay will be distributed according to the associate’s direct deposit distribution. Pay payment stubs

can be viewed online through Lawson Employee Self Service (ESS) for up to 6 months after the associate

has left the organization.

D. PAY ADVICES

Associates may view pay advices online through the Lawson Employee Self-Service (ESS) Portal. ESS

can be accessed from any Olathe Health computer by clicking on Lawson from the list of Apps on the


42

intranet site. Associates can access their payment stub from any internet capable device by accessing

the following URL: www. olathehealth.org and clicking on the link “For Associates”.

Detailed instructions on how to use this service can be found on the company internal website by

selecting Lawson from the list of Apps and then downloading the Self Service user guide.

E. ERRORS

Olathe Health prohibits improper deductions from associates’ pay. All payment errors must be reported

to the Payroll Department. Payment errors will be paid as outlined below.

1. Olathe Health Errors - Associates who are due additional compensation through an Olathe Health

acknowledged mistake will be paid for corrected time as follows:

• Corrections will normally be made on and included in the next regular payment unless

otherwise requested by the associate.

• AMOUNTS LESS THAN ONE FULL SHIFT - Will be paid with the next pay period processing

cycle.

• AMOUNTS EQUAL TO OR GREATER THAN ONE FULL SHIFT - Payroll will issue a manual

paycheck, if requested by the associate. These manual check runs are done on Friday only.

Payroll must be notified no later than 1:00 p.m. on Friday in order for the check to be issued the

same day. Once issued, the check will be available for pick-up beginning at 3:00 p.m., and

thereafter during normal business hours.

• Overpayments will be deducted from the following payment.

2. Associate Errors - Timecards turned into Payroll late or with incomplete information and not

processed in the normal processing will be processed with the next regular payment.

3. Lost Checks - In the event a payment is misplaced or accidentally destroyed, Payroll must be

contacted as soon as possible. Once notified, the bank will initiate a “Stop Payment” on the lost

check. A five (5) business day lapse of time must then take place before a replacement will be

issued. This process will be applied to any lost check replacement, regardless of whether it may

have been misplaced, destroyed, or stolen.

F. If an observed holiday should occur on a scheduled payday, the associate will receive their pay on the

business day before that holiday.

G. No advances in pay will be provided. Payment will not be distributed except on payday at the published

times.

SCHEDULING (WORKING TIME)

Managers are responsible for maintaining current schedules to ensure staffing meets business needs.

Additionally, managers must ensure timely availability of schedules for associates.

TIME RECORDS

A. POLICY:

1. Hourly/non-exempt associates must use designated time clocks or a network computer for purposes

of recording worked time. Worked time includes regular worked hours, attendance at department

meetings, new hire orientation, and department education programs. Questions regarding paid time

eligibility should be referred to Human Resources.

2. Associates are expected to be clocked in and ready to work in the department assigned when their

assigned shift begins.

3. It is the intent of our organization to pay non-exempt associates for all work performed. Hourly/non-

exempt associates must accurately record all worked time.

http://www/


43

Working “off the clock” is prohibited; no one has the authority to request or require associates to

work “off the clock”. If an associate is instructed to work “off the clock” or alter their actual time

worked, they must immediately contact Human Resources.

4. Associates are responsible for recording their own time information. No associate may time in/out

for another associate for any reason or time in/out outside their designated work area without

supervisory approval. If an associate mistakenly uses another associate’s ID number, they must

notify their supervisor immediately. Associates who falsify any time record will be subject to

disciplinary action, up to and including, termination.

See Attendance and Punctuality Section

5. Except in emergency situations, the associate must receive prior authorization before working

overtime.

6. All associate time records must be reviewed and verified for accuracy by the associate and the

manager at the end of each pay period.

7. Time records must be verified and approved by the manager the Monday of the pay week. Failure to

meet this deadline may result in delayed payment. (See Pay Options - Errors)

B. CALCULATION OF TIME AND ATTENDANCE INFORMATION FOR HOURLY ASSOCIATES:

1. Hourly/non-exempt associates will be paid for their worked time. The timekeeping system

automatically rounds time stamps to the nearest .1(tenth) of the hour.

2. Any time spent away from the workplace performing work related duties is considered compensable

time and must be documented on the timecard. Examples may include answering work related

phone calls and reading or responding to emails or other communication that are approved by your

supervisor. An example of non-compensable time may include answering or responding to a

request to work a shift.


44

Compliance, Quality Management, and Safety

ASSOCIATE HEALTH SERVICES A. Pre-hire Physical Requirements are outlined in the Pre-Hire Physical Requirements policy on the

intranet/ Policies and Procedures – System (Policy Stat ID: 2467871).

B. The Associate Health Services Manager will make recommendations regarding reasonable

accommodation and discuss the accommodations with the candidate’s supervisor and Human

Resources to determine if the recommended accommodations would not result in an undue hardship

on Olathe Health. Human Resources will assist with a disability evaluation report.

C. Associate Health Services Records: Associate and candidate health records are maintained,

confidentially, in the Associate Health Services office. As these records are considered a confidential

medical record, access is limited to only that required by law.

D. Return To Work Permit: Following an absence of three or more shifts due to illness, managers and/or

Associate Health Services may require an associate to present a return to work authorization from the

associate’s health care provider.

CONFIDENTIALITY Olathe Health associates shall strive to maintain the confidentiality of patient and other confidential

information in accordance with applicable legal and ethical standards and HIPAA regulations. Olathe Health

and its associates are in possession of, and have access to, a broad variety of confidential, sensitive, and

proprietary information, the inappropriate release of which could be injurious to individuals, Olathe Health

business partners, and to Olathe Health. Every Olathe Health associate has an obligation to actively protect

and safeguard confidential, sensitive and proprietary information in a manner designed to prevent the

unauthorized disclosure of information.

A. PATIENT

All Olathe Health associates have an obligation to conduct themselves in accordance with the principle

of maintaining the confidentiality of patient information in accordance with all applicable laws and

regulations. Associates shall refrain from reviewing and/or revealing any personal or confidential

information concerning patients unless supported by legitimate business or patient care purposes.

Patient information is any form of communication, including, but not limited to, written, verbal,

electronic, or visual (such as photography and camera phone) identifiable health information. If

questions arise regarding an obligation to maintain the confidentiality of information or the

appropriateness of releasing information, the associate should seek guidance from management or the

Olathe Health Corporate Compliance Officer.

B. PROPRIETARY INFORMATION

Information, ideas, and intellectual property assets of Olathe Health are important to organizational

success. Information pertaining to Olathe Health’s competitive position or business strategies, payment

and reimbursement information, and information third parties should be protected and shared only with

associates having a need to know such information in order to perform their job responsibilities.

Associates should exercise care to ensure that intellectual property rights, including patents,

trademarks, copyrights, and software, are carefully maintained and managed to preserve and protect

its value.

C. PERSONNEL ACTIONS/DECISIONS

Personnel files, payroll information, disciplinary matters, and similar information shall be maintained in

a manner designed to ensure confidentiality in accordance with applicable laws.


45

CONFLICT OF INTEREST

Employment by Olathe Health carries with it a responsibility to be constantly aware of the importance of

ethical conduct. Associates must refrain from taking part in or exerting influence in any transaction in which

their own interests may conflict with the best interests of Olathe Health. Olathe Health recognizes that the

potential for conflict of interest exists for decision-makers at all levels within our organization. Therefore,

Olathe Health shall request the disclosure of potential conflicts of interest so that proper action may be taken

to ensure that such conflict does not inappropriately influence important decisions.

Associates are required to submit a Conflict of Interest statement to their immediate supervisor, whenever

necessary, to disclose potential conflicts related to decisions that arise during the course of business. The

supervisor will submit the matter to the Chief Compliance Officer and/or the Chief Human Resources Officer,

to determine if the matter should be submitted to the Executive Staff for approval. The Chief Compliance

Officer will provide a summary report of disclosures of interest to the President/Chief Executive Officer on a

periodic basis.

A. DEFINITION

A conflict of interest may exist in any instance where the actions or activities of an individual on behalf

of Olathe Health may involve obtaining an improper advantage or may have an adverse effect on the

Olathe Health’s interest. The following provides examples of types of activity that could reflect in a

negative way on an associate’s personal integrity or that could limit the associate’s ability to perform job

duties and responsibilities in an ethical manner:

1. Simultaneous employment by another firm, particularly if the other firm is a competitor or supplier.

Management (supervisor level and above) associates involved in simultaneous activities or

employment must have the prior written approval of the President/Chief Executive Officer.

2. Conducting company business with a firm or with direct marketing organizations in which the

associate, or a close relative of the associate, has a substantial ownership or interest. This also

includes doing business with firms outside the knowledge and approval of Olathe Health.

3. Holding a substantial interest or participating in the management of a firm in which Olathe Health

appropriates revenue or from which it makes purchases.

4. Borrowing money from patients or firms, other than recognized loan institutions, from which Olathe

Health buys services, materials, equipment, or supplies.

5. Accepting certain business courtesies such as gifts or entertainment from an outside organization or

agency. Associates should consult the Corporate Compliance Plan and the organizational policy

manual(s) for current policies pertaining to gifts and business courtesies. Questions regarding the

appropriateness of gift or business courtesy offers should be directed to the Corporate Compliance

Department. Disclosures regarding the acceptance of permissible gifts or business courtesies

should be made to the Chief Compliance Officer. To the extent possible, these gifts should be

shared with co-workers.

6. Requesting monetary gifts or soliciting gifts of any kind from patients is prohibited. The associate

may accept a non-monetary gift of nominal value from a patient.

7. Attendance at vendor sponsored workshops, seminars, training sessions, and equipment

demonstrations must have prior approval. Please see the Corporate Compliance Plan and the

organizational policy manual(s) for current policies pertaining to gifts and business courtesies for

additional guidance. Questions should be directed to the Corporate Compliance Department.

8. Speculating or dealing in materials, equipment, supplies, services, or property purchased by the

company.

9. Participating in civic or professional organization activities in a manner whereby confidential

company information is divulged. Misusing privileged information and/or revealing confidential data

to outsiders.

10. Using a position in Olathe Health or knowledge of its affairs for outside personal gains or using

influence to coerce associates is prohibited.


46

11. Engaging in practices or procedures that violate Anti-Trust Laws or other laws regulating the conduct

of company business.

B. DOUBTFUL SITUATIONS

Full disclosure of any situation in doubt should be made so as to permit an impartial and objective

determination. It should be noted that disclosure also relates to immediate family members.

CORPORATE COMPLIANCE PLAN

A. RESPONSIBILITIES

The Corporate Compliance Plan has been formulated to give associates a framework to recognize the

various compliance practices and policies in place within Olathe Health. It is the responsibility of the

Chief Compliance Officer to oversee and monitor the Plan. However, the associate role is vital in the

implementation of this plan, which requires the highest level of conduct from every person connected

with Olathe Health. Reporting is done either to the associate’s immediate supervisor, the Chief

Compliance Officer, the Director of Compliance, or the Chief Human Resources Officer. The Corporate

Compliance Officer will report notable actions taken to the Board of Trustees. The complete Corporate

Compliance Plan is available on the Pulse in the section pertaining to policies. A copy may also be

obtained from the associate’s supervisor, the Corporate Compliance Department, or the Human

Resources Department. The Associate Guide to the Corporate Compliance Plan is also accessible on

the Compliance page of the Intranet.

B. ORIENTATION, CONTINUED EDUCATION, ANNUAL TESTING

Compliance materials will be distributed to each current and new associate appropriate to their position.

The Chief Compliance Officer, or designee, will provide additional training in targeted departments and

with respect to targeted issues as identified by the Compliance Committee. Education/training regarding

the Corporate Compliance Plan and related topics will occur annually for all associates. Associates

should complete the minimum number of annual education hours as defined in the Corporate

Compliance Plan.

Following incidents of violations, additional education will be promptly undertaken to prevent future

similar problems within the department. Only the Chief Compliance Officer or their designee can excuse

attendance from mandatory meetings.

C. REPORTING MECHANISMS FOR ASSOCIATES

Associates are responsible for reporting a “good faith” belief of all possible violations and to cooperate

in the investigations. Associates should use one of the following methods for reporting:

1. Oral or written communication with the department supervisor or manager;

2. Leave a voice mail message on the Corporate Compliance phone line at 913-390-8313

3. Mail a written concern to:

Corporate Compliance Officer

Olathe Health

20333 W. 151st St.

Olathe, KS 66061

4. Mail a written concern to:

Chief Human Resources Officer

Olathe Health

20333 W. 151st St.

Olathe, KS 66061

5. Individuals with actual knowledge of alleged false or fraudulent claim submission also have the right

to file a lawsuit on behalf of the U.S. Government, if certain criteria are met. Such individuals are

protected under the law and will not be penalized for reporting misconduct involving false claims.


47

Upon receipt of a question or concern that is deemed an allegation of the compliance program or law

violation, a copy is provided to the Corporate Compliance Officer. Requests for information concerning

the Standards of Conduct or their application will be recorded and a response made to the associate.

Upon request, anonymity will be provided, whenever possible.

D. PERSONS INVOLVED IN IMPROPER ACTIVITIES

Your compliance with the law and the Standards of Conduct is important and, therefore, any violation

will subject you to some form of corrective action. Corrective action will be imposed fairly and without

prejudice.

Disciplinary measures or corporate action may range from a warning to termination. In addition,

referral of the matter may be made to the appropriate government agencies. You may also be

responsible in a civil suit for losses or other damages caused by your conduct. The following acts will be

grounds for disciplinary action:

1. Failure to report suspected improper activity;

2. Interference with any person carrying out their duties in administering the Corporate Compliance

Plan;

3. Failure to comply with education, training, auditing, or monitoring requirements imposed pursuant to

the Corporate Compliance Plan; and

4. Any attempt to harm or slander another through false accusations, malicious rumors, or other

irresponsible actions.

E. DISCIPLINARY ACTION

1. Disciplinary procedures for violation of the Corporate Compliance Plan follow the same principles

as established under the Corrective action (Procedure) section of the Associate Experience and

Policy Guide.

2. Violations involving high level associates (Director-level and above) will be handled by the Chief

Compliance Officer, the Director of Compliance, and/or the Chief Human Resources Officer, in

consultation with the President/Chief Executive Officer. If the violation involves any of the above

individuals, that individual will not be involved in the disciplinary action procedure.

F. PROTECTION FROM RETALIATION

Olathe Health assures the protection of an associate who exposes fraud, behavior, and/or actions that

may violate the Corporate Compliance Plan. Olathe Health prohibits reprisals against associates who,

in good faith, expose Corporate Compliance Plan violations, including retaliation in the form of

harassment, or threats, and/or influence related to employment, compensation, or benefits.

Any proven threat or reprisal against a person who acts pursuant to responsibilities under the Plan or

proven attempts to harm or slander another through false accusations, malicious rumors, etc. will be

subject to disciplinary action policies.

EMERGENCY PREPAREDNESS Olathe Health has developed numerous safety plans to direct associate requirements in the event of an

emergency. The Emergency Operations Plans for the hospitals and their associated locations outlines

procedures for responding to such events as an internal or external disaster, severe weather, fire, chemical

handling, and hazardous spills. These can be found in the Emergency Response Reference Guides provided

to the hospitals’ departments and associated locations. Additionally, every Olathe Health clinic has emergency

plans and associate requirements outlined in the event of an emergency.

Associates are accountable for knowing what each incident code means and, what actions are necessary when

a code is announced. During New Associate Orientation and annually thereafter, associates will become

familiar with Olathe Health’s Environment of Care, Emergency Preparedness, and Life Safety plans.

Contact the Director of Facilities for specific information.


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ENVIRONMENT OF CARE COMMITTEE

Environment of Care Committees shall meet regularly to determine and maintain a safe functional, and

supportive environment within the hospitals and their associated locations. The Environment of Care

Committees are multidisciplinary focus groups and continuous process improvement teams that consist of

select representatives from service and support departments, as well as representatives from the patient care

areas. The Committees will review all associate and patient/visitor incident data and provide recommendations

to resolve any unsafe practices, equipment problems, or safety hazards.

Olathe Health associates are required to report all unusual or unexpected events. Reports are to be made to

the Chief Compliance Officer or the President/Chief Executive Officer within 24 hours of the discovery of the

incident.

ETHICS

Associates are expected to exercise appropriate conduct in accordance with Olathe Health’s policy and

accepted professional and/or ethical standards.

Associates who believe they cannot perform a patient service or treatment due to religious, cultural, or ethical

reasons should immediately notify a member of management, who should seek consultation from Human

Resources.

See Workplace Accommodation.

HOUSEKEEPING

Associates are expected to keep work areas neat and clean, to project a professional image to our patients

and the community, and to contribute to a safe work environment.

To ensure that the work environment is free of hazards, associates are expected to move objects, seeking

assistance if necessary, that have to potential to cause trips or falls. Everyone has the responsibility to

maintain a clean and safe environment.

INJURIES TO VISITORS

The supervisor, and/or Security and Quality Management should be notified immediately if a visitor or non-

associate is injured on Olathe Health property. They will direct the handling of the injured party and will be

responsible for properly documenting the incident in the event reporting system. Associates should not

address the question of payment and/or adjustment of charges for treatment with a visitor. All questions

should be directed to Quality Management.

RISK MANAGEMENT

Olathe Health has established a Risk Management Program to promote and support a safe environment for

all patients, visitors, and associates. In addition, the Risk Management Plan is designed to comply with the

standards set forth in KSA 1986 Supp. 65-4921 et seq.

The following is a summary of the main points under the risk management law:

A. Kansas Hospitals are required to have a Risk Management Plan that includes investigation of event,

standard of care (SOC) determination, and corrective actions to minimize and prevent future

occurrences.

B. Olathe Health associates are required to report all unusual or unexpected events. Event reports are to

be made to either the President of the Medical Staff, the Chief of Quality and Risk, or the

President/Chief Executive Officer within 24 hours of the discovery of the incident. Submitting through the

event reporting system meets these requirements.


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Retaliation or discrimination toward any associate who reports an incident (completes an event report)

is not only against company policy but is also against the law.

C. A “reportable incident” is defined in K.S.A. 65-4921 as “an act by a healthcare provider which:

1. Is or may be below the applicable standard of care AND has a reasonable probability of causing

injury to a patient; or

2. May be grounds for disciplinary action by the appropriate licensing agency”

WHAT SHOULD BE REPORTED?

• Any disturbance that may, or actually disrupts the organization functions, or may affect the standing of

Olathe Health in the community

• Any undesirable event occurs which is inconsistent with normal patient care

• Any process variation that is in significant violation of established policy or procedure

• Any unusual occurrence that may or actually does result in personal injury to a patient, visitor or

associates

• When a complaint is made regarding care provided or other issues that involve a patient or visitor

• “Near Misses” – Process variation which did not affect the outcome or reach the patient, but carries a

significant chance of harm

SAFETY/SECURITY Olathe Health is committed to providing a safe workplace for all associates. Ensuring a safe work environment

is also the responsibility of every Olathe Health associate. It is the expectation of Olathe Health that every

associate will use safe work practices learned throughout their employment to prevent accidents and to

protect the health and safety of those individuals with whom they work. (See Environment of Care Committee

Section)

When a security emergency is identified at Olathe Medical Center and OMC departments within Doctors

Buildings 1 and 2, and at MCMC associates are directed to refer to the applicable Security Incident Code.

These can be found on the intranet, in the Emergency Response Reference Guides, and on the Incident Code

badge buddy provided to all associates.

OMC Offsite Locations are expected to contact the police (911 or 9-911 from a facility phone) and the

Executive Office or Nursing Supervisor if a person is threatening to, or is in the act of, harming self, harming

others, and/or destroying property. (Cancer Center, Hospice House, South Park Medical Buildings 1 and 3,

Rehabilitation Clinics, Pavilion, and Distribution Center) Miami County Medical Center and Olathe Health

Physician associates are expected to contact the police (911 or 9-911 from a facility phone) and the

VP/Operations or Office Manager as applicable if a person is threatening to or is in the act of harming self,

harming others, and/or destroying property.

SOLICITATION AND DISTRIBUTION Olathe Health maintains a professional atmosphere that conveys to each patient and visitor that the full

attention of our entire staff is devoted to quality patient care. To help achieve that atmosphere, the policy

below is also to protect associates, patients, and visitors from solicitation and/or distribution and to avoid

personal infringement and disruption of operations.

A. Solicitation by associates and non-associates for funds, membership or individual enlistment in outside

organization or causes is prohibited at all times during work time and in immediate patient care areas.

Solicitation is also prohibited if either the soliciting associate or the associate being solicited is on

working time. Solicitation by associates shall be permitted during non-working time in all non-working

areas of the facility that are not immediate patient care areas.


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B. Distribution of literature and other materials by associates for any purpose is prohibited during working

time and is also prohibited at all times in immediate patient care areas and other working areas of the

facility. Distribution is not permitted if the associate distributing material or the associate(s) receiving

such material is on working time. Distribution by associates shall be permitted during non-working time

in non-working areas and non-immediate patient care areas of the facility.

C. All associates are expected to enter the facility in an appropriate amount of time to prepare to begin

their shift and to leave the facility building as soon as practical upon completion of their shift. Except as

otherwise provided in this paragraph, off-duty associates are not permitted to enter immediate patient

care areas prior to the start of their shift and are to leave all immediate patient care areas of the facility

upon completion of their shift. Off-duty non-supervisory personnel are authorized to be in

Olathe Health facilities to visit patients, receive medical treatment, attend meetings where

associate and supervisor have mutually agreed to meet, to visit the Human Resources office;

to visit public areas of Olathe Health facilities, or engage in otherwise approved activities by

their supervisors.

D. For purposes of this policy, the following terms are defined:

1. Working time is that time when associates are required to perform their assigned job duties.

2. Non-working time is that time established for meal periods, scheduled breaks, personal clean up

time and time immediately before or after the assigned shift.

3. Non-working areas are those areas of the facility where associates are not regularly assigned work

duties, including the associate break areas, cafeteria, main lobby, gift shop, restrooms, locker

rooms, and corridors not in immediate patient care areas.

4. Immediate patient care areas are areas of the Hospital where patient care occurs such as patient

floors, patient rooms, nursing stations, patient treatment areas, sitting rooms and other stations,

work areas which are in the presence of or in the hearing distance of patients, elevators,

stairways and corridors used to transport patients.

5. Working areas are all other areas of the facility.

6. Olathe Health communications systems and the equipment used to operate the communications

system are owned and provided by Olathe Health to assist in conducting business. Communication

systems are not to be used to solicit or proselytize for commercial ventures, religious or political

causes, outside organizations, or other non-job-related solicitations.

7. Solicitation is seeking a response, acceptance, participation, purchase, or contribution from another

person, including but not limited to, asking someone to contribute to a charitable organization or

political campaign, asking someone to buy or exhibit a product for sale, or asking someone to join

or support any organization, fund or cause.

8. Distribution is the sale, offer, circulation or distribution of any goods, services or literature of any

kind not directly related to Olathe Health’s business or operations and approved by the Human

Resources Department.

All violations of this policy will be reported to the Chief Human Resources Officer, or designee, and the

Security department immediately.

TIPS AND GRATUITIES Please see the Corporate Compliance Plan and the organizational policy manual(s) for current policies

pertaining to gifts and business courtesies for additional guidance. Questions should be directed to the

Corporate Compliance Department.


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WORKPLACE PRIVACY Olathe Health recognizes that its associates have access to a broad range of private and confidential

information in their employment relationship; and must discuss, view, or transfer these types of information as

a part of their job duties. This includes patient information, confidential work product information, and

information about other associates, if as a part of their role. Associates of Olathe Health have the responsibility

to protect this information.

Olathe Health is aware of the abundance and convenience of both audio and video recording devices

available to all. As a result, it is the intent of the organization to provide guidance on what types of recorded

content will be avoided.

Associates of Olathe Health will avoid using audio, video, or any other type of recording device to

intentionally or unintentionally record:

• Confidential, private and/or sensitive information, which may include patient information, also

known as Protected Health Information (PHI), patient reimbursement and billing information, as

well as other personal information relating to fellow associates of Olathe Health.

• Proprietary information, which may include trademarked or work-product information, or

information regarding pending reorganizations or release dates.

• Any information which would be used for the purpose of engaging in illicit or illegal activities. For

example, to obtain information to force somebody to pay money or do something by threatening to

reveal shameful or incriminating facts about them.

Photographs, videotaping, or audio recording will not be allowed without the knowledge and verbal

consent of those individuals who will be photographed, videotaped or recorded.

The creation of audio, video or other recordings which contain Protected Health Information (PHI)

may be considered a criminal violation under the federal HIPAA Privacy Rule.

Nothing in this Policy is intended to or shall restrict an associate’s right to discuss wages, hours and/or

terms of employment with co-workers and others.

See Confidentiality

WORK RELATED INJURIES OR ILLNESS Olathe Health, as required by Kansas State Law, provides Workers Compensation Benefits to its

associates for job related injuries. For the process of reporting injuries and seeking treatment, refer to the

Work Related Illness Injury policy on the intranet/Policies and Procedures – System (Policy Stat ID:

3677221).


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Additional Associate Guidance

BULLETIN BOARDS Bulletin boards are maintained to inform associates of information pertinent to employment at Olathe Health. All

posted information should relate to Olathe Health sponsored activities and programs. All posted information

must relate to Olathe Health sponsored activities and programs and be approved by Human Resources.

Questions should be referred to Human Resources. Associates are prohibited from posting any materials,

including, but not limited to, solicitations for outside organizations, on any bulletin boards or anywhere else in the

Hospital. Questions regarding posted information should be referred to Human Resources.

OLATHE HEALTH PROPERTY An associate may be assigned use of keys, phones, pagers, laptops, vehicles, uniforms or other equipment

while employed with Olathe Health. It is expected that the associate will appropriately care for the assigned

items; and will expediently return assigned items and all related company information upon their departure

from Olathe Health, or as otherwise requested.

Desks, workstations, lockers and other storage provided by Olathe Health are considered to be property of

Olathe Health and no expectation of privacy should be assumed during use of these items.

PACKAGE INSPECTION

Associates leaving with packages, containers, or bags may be required to reveal the contents of those

packages to Olathe Health management or other appropriate staff, if requested.

STATIONARY (OLATHE HEALTH LETTERHEAD)

Olathe Health letterhead, stationary, and/or the use of Olathe Health’s name or logo will be used only for

Olathe Health business.

INVENTIONS AND WORK PRODUCT Inventions and work products produced during employment with Olathe Health are the property of Olathe

Health. All associates must assign, without additional consideration, the entire right, title, and interest in and to

the Inventions and Work Product and all proprietary rights based thereon, since the Inventions and Work

Product are “work made for hire.” Associates must disclose to Olathe Health all inventions and keep accurate

records relating to the conception and reduction to practice of all inventions. Associates must also disclose

any ideas and concepts, which ultimately result in Inventions or Work Product that result from the associate’s

duties and/or utilizing any of Olathe Health resources.

“Inventions” shall mean all inventions, improvements, modifications, and enhancements, whether or not

patentable, created in whole or in part by the associate, which relates to any Olathe Health business and/or

involves the use of Olathe Health resources while employed at Olathe Health.

“Work Product” shall mean all documentation, software, creative works, and information created in whole or in

part by the associate while employed at Olathe Health, whether or not copyrightable or otherwise protectable,

including, but not limited to, all designs, methodologies, procedures, manuals, forms, program listings, source

code, working papers, business models, business methodologies, and other documentation and information

related there.

LABOR RELATIONS Olathe Health believes in a positive associate relations environment as a fundamental principal of operation.

A strong and positive one-to-one relationship between management and associates is the best way to work

together for our successes and to resolve any issues that arise. We also believe the best interest of our

associates will continue to be served by direct contact with our management team.


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LAUNDRY SERVICE No uniform laundering is provided to staff except in specific areas requiring specialized clothing or cleaning

techniques.

LOCKERS When available, departments may assign lockers to associates for personal belongings. Associates are

responsible for their own locks. Olathe Health is not responsible for lost articles; therefore, personnel should

not bring valuables to work.

Associates have no right of privacy in their lockers. Associates should not put anything in their lockers they do

not wish Olathe Health to see. Upon request of the associate’s supervisor, Human Resources, or Olathe

Health security, the associate must provide immediate access to the assigned locker for inspection. Failure to

do so shall be insubordination.

LOST AND FOUND SERVICE All lost and found items should be turned into the Security Department at OMC, items found at MCMC should

be turned into the maintenance staff, and items found at clinics should be turned into the office supervisor

where they will be kept for one (1) month. Unclaimed items will be donated to a local charity.

OPEN DOOR POLICY It is the intent of Olathe Health to create a climate that establishes and maintains the confidence and loyalty of

its associates. To aide this intent, Olathe Health supervisors, managers, directors, and Human Resources

maintain an “open door” policy for any associate who expresses concern with their work environment.

If an associate believes that they are experiencing an issue at work, or an issue that affects their work, they

are encouraged to discuss the issue with the co-worker involved. If resolution to the issue is not obtained, the

associate should discuss the issue with their supervisor; or address the issue utilizing Olathe Health’s chain of

command, or with Human Resources. The associate should discuss the proper chain of command with their

supervisor.

The associate should address concerns of retaliation with the Department Director or Human Resources.

PARKING The most convenient and accessible parking spaces will be available to and reserved for our patients and

visitors.

Associates are required to use associate parking spaces only and not use parking spaces designated by

special signs, (i.e., Rehabilitation Parking, Disabled Parking, Outstanding Associate, Doctors Parking, Visitors

Parking, Emergency Department Parking, etc.), unless authorized by an Executive Officer.

A map showing the appropriate locations for associate parking at the Olathe Medical Center Campus is located

on the internal website. Security will patrol the parking lots and will issue citations as necessary.

After two citations, any associate parking in patient or visitor areas will be issued a notice indicating the next

violation will include having their vehicle towed, at their own expense.

PERSONAL BUSINESS Associates are urged to take care of personal business outside of their regular scheduled working hours, and

to avoid permitting outside issues from impacting their performance, or the performance of their fellow

associates. Personal problems affecting the associate’s work, etc. should be discussed with the immediate

supervisor. Our Employee Assistance Program is available for all associates and family members of

associates (contact Human Resources for additional information).


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SOFTWARE (COMPUTER PROGRAMS) Olathe Health licenses the use of its computer software from a variety of outside companies. Olathe Health

does not own this software or its related documentation. Licensed software and/or its documentation may

not be copied for any reason except as specifically provided under the software developer’s license

agreement (in most cases this is limited to backup copies for file backup purposes only). Unauthorized

reproduction or unauthorized use of computer software is a violation of contractual obligations to our vendors

and copyright laws, thus will be subject to disciplinary action, up to and including, termination.

Associates learning of any misuse of software or related documentation within the organization should notify

the Information Technology Systems Department and Human Resources.

Questions regarding the terms and conditions of software license agreements should be referred to the

Information Technology Systems Department: [email protected] or 913-791-4440.

TELEPHONE/MOBILE DEVICES Olathe Health is committed to providing a work environment that is safe and productive. Personal cell

phones, if allowed, must be turned to “mute” and must not be visible at the work site or in view of patients or

visitors. Cell phones are allowed for emergent use only. Personal calls, checking personal email, text

messaging, using social media, etc., is prohibited while working. Personal telephone calls placed or received

on Olathe Health phones or on a personal cell phone while working are discouraged and should be kept to a

minimum. If associate use of a personal cell phone causes disruptions or loss in productivity, the associate

may be subject to disciplinary action, up to and including, termination. If an associate is operating a personal

or Olathe Health provided vehicle and receives a call on a mobile device during working time, the associate is

directed to respond to the call while parked safely on the side of the road or in a parking lot. Associates are

prohibited from sending or receiving text messages or other electronic correspondence, while operating

vehicles during working time.

TOBACCO USE The use of all tobacco products (including, but not limited to: cigarettes, cigars, pipes, smokeless tobacco,

electronic cigarettes, vaping) is prohibited within all buildings and on all properties, owned, leased, or

maintained by Olathe Health, and within all vehicles parked on these premises.

VISITORS FOR ASSOCIATES Unless in the case of an emergency, associates may only receive visitors during their non-working time in

non- working areas of the facility that are not immediate patient care areas and will not interfere with Olathe

Health business.



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NOTES

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913-791-4243

[email protected]

Olathe Health

Human Resources

20333 W. 151st St.

Olathe, KS 66061

375

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Documents

Associate Experience and Policy Guide