Employee Handbook

The dental office must have a professional and congenial work environment and all necessary steps will be taken to ensure that the work environment remains pleasant for all that work here.

• Harassment prevention training will be mandatory for all employees to participate in annually as directed by the owner or manager.

• It is everyone’s responsibility to ensure that the environment remains free of improper harassment including but not limited to sexual harassment and harassment on the basis of race, color, religion, gender, national origin, age, disability, sexual orientation or marital status. Derogatory racial, ethnic, religious, age, sexual orientation, sexual or other inappropriate remarks, slurs, or jokes will not be tolerated.

• Sexual harassment includes unwelcome sexual advances and requests for sexual favors, and all other verbal or physical conduct of a sexual nature when submission to such conduct is made either implicitly or explicitly a condition of the individual’s employment, submission to or rejection of such conduct is used as the basis for decisions affecting an individual’s employment, or such conduct is sufficiently severe to alter the conditions of employment and to create a hostile or abusive working environment.

Forms of harassment include, but are not limited to:

• Verbal: repeated sexual innuendos, racial or sexual descriptions, derogatory slurs, off-color jokes, negative stereotyping, personally abusive remarks, propositions, threats or suggestive or insulting sounds

• Non-verbal: derogatory posters, cartoons, or drawings, suggestive objects or pictures, or obscene gestures

• Physical: unwanted physical contact including touching or assault

If you believe that you have been harassed, or if you become aware of an incident of harassment, whether by an employee or a non-employee, you should report it as soon as possible to the owner or manager. Prompt investigatory actions and corrective and preventative actions will ensue when necessary for any harassment complaint. Any form of retaliation on the victim will not be tolerated.

• It is important to come to work with a clean, well-groomed, professional appearance. Your appearance as an employee gives patients their first impression of our company. Our specific regulations concerning appearance are to make this first impression as positive as possible.

• Piercings and Body Modification

  • Piercings other than two piercings in each ear can be distracting to patients, and under some circumstances, unsanitary. They are prohibited at work at all times.

  • Tattoos should be covered as much as possible.

  • Extreme body modification/alteration and branding must be covered at all times.

• Grooming

  • Fingernails should be kept clean and should not be longer than 1/4 inch past the tip of the finger. Fingernail polish should be limited to one color.

  • Hair should be well groomed and of a natural color. (This means no pink, blue, green, etc.)

  • Bodily odors should be eliminated or reduced.

• Dress Code

  • The company dress code is business casual.

    • For men: slacks and collared shirts.

    • For women: long skirts, slacks, blouses, and dresses.

  • Only clinical staff should wear clinical attire. This can include:

    • Scrubs or lab coats as required.

    • Clean Tennis shoes.

  • Prohibited attire includes:

    • Open toed shoes

    • Jeans

    • Shorts

    • Exercise clothing

    • Revealing or suggestive attire

• Smoking

  • Smoking on company premises is prohibited, and smokers are required to do their best to remove smoke-related odors from their person before returning to the office.

• Expected time of arrival

  • Team members are required to be at their job stations 15 minutes before the clinic opening

  • This allows for timely preparation of the clinic and attendance at the morning huddle

    • Morning huddle attendance is mandatory

  • If you will be late or absent, you must contact your office manager as soon as possible so that arrangements can be made. Repeated absences or tardiness will result in disciplinary action

• Expected participation time and approved breaks

  • Team members are required to be at their job stations ready to work at the scheduled time and continue working until the scheduled hours are complete

  • Breaks

    • Lunch break - Team members are provided a 30-minute break if their scheduled work time is 6 hours or longer. If the working hours exceed 10 hours, the employee may take a second 30 minutes meal break.

    • Rest break - Team members may take a 10-minute break for every 4 hours worked if the break does not correspond with a lunch break during the same 4 hours.

    • Bathroom break - Team members may take reasonable bathroom breaks as needed throughout the day

    • Breastfeeding break - Team members who wish to pump/express milk will be granted private access to the employee break room. The Allotted time for these breaks is 15 minutes unless other arrangements are made.

• Disciplinary actions for excessive breaks and time off

  • Actions contrary to the attendance policy will result in disciplinary actions consistent with the general office disciplinary policy

• Paycheck deductions (mandatory)

  • The Office takes every precaution to ensure that team members receive the correct amount of pay in each paycheck. Applicable federal, state, and local taxes will be withheld as required by law, as well as Medicare and Social Security (FICA) taxes. As required by law, we will honor all wage garnishment notices issued by authorized federal and state agencies (including child support orders). If we receive a garnishment notice, you will be provided with a copy upon receipt of the notice.

  • You may voluntarily authorize, in writing, additional deductions from your paycheck for your contribution to our group benefit plan and other items permitted by The Office. It is your responsibility to be certain that all such deductions are correct.

  • In the event of an error in the amount of your pay, tax withholdings, or authorized deductions, you should immediately notify your Office Manager. The Office will make every attempt to adjust the error no later than the next pay period.

  • If you owe money to The Office, other than what is described above, you will be required to sign an acknowledgement and an authorization form allowing a deduction from your pay. You will also be required to authorize deduction from your final pay the remaining balance due The Office should your employment terminate prior to repayment of the monies due.

• Pay day

  • Pay periods are twice per month. Paychecks will be dispersed/deposited five business days following the last day of the pay period. Team members have the option of direct deposit. Paychecks will not be distributed in advance of an authorized payday.

  • You are responsible for promptly reviewing your paycheck or pay stub for accuracy each payday and for reporting any discrepancies to your Office Manager.

  • A team member’s pay is dependent on their experience and ability. Discussion of wages between employees is strictly prohibited. Discussion of another team member’s wages or wage comparing will result in disciplinary action up to and including termination.

• Overtime

  • Employees may not elect to work overtime at their own discretion. Office Managers must approve in advance all overtime. Office Managers have the authority to designate hours to be worked, including overtime hours, to meet all workload needs.

  • Team members will be compensated at 1.5 times their regular rate of pay for hours worked beyond 40 hours in a workweek. Holidays, PTO time, and military leave will not be considered as time worked in calculating overtime wages.

• Time cards

  • Federal and State Wage and Hour regulations require that offices keep accurate records of hours/time worked for all employees. Team members are required to accurately record their own time worked. Paid Time Off (PTO) and authorized unpaid leaves of absences will be recorded and tracked by your Office Manager.

  • Each team member is responsible for the accuracy of all time recorded on his/her time sheet and for the timely submission of the completed time record at the end of each pay period. Only the Office Manager may record time worked for another employee. Violation of this policy is serious and may result in disciplinary action up to and including discharge from employment.

• You may take time off to observe other holidays that are not recognized American holidays: fourth of July, Christmas, Christmas Eve, New Years, New Year’s Day, Thanksgiving Day, Memorial Day, and Labor Day.

  • We schedule all national holidays on the day designated by common business practice. If a holiday occurs during your scheduled vacation, you are permitted to take an extra day of vacation. (Example: Independence Day occurs on a Monday. You would like to take the 4-day week off. You may request to take Monday, July 4th as a holiday, and use 3 days of vacation. Alternatively, you may request to use 4 days of your paid vacation, plus receive July 4th as holiday pay.)

• You may take up to two extra holidays off that are proven to be important to family. If available, a full day of unused vacation pay may be used for this purpose; otherwise the time-off is without pay.

• You must provide written notification to the practice at least (10) ten business days in advance.

• In order to qualify for holiday pay, you must work the scheduled workday immediately before and after the holiday. Only excused absences will be considered exceptions to this policy. You are not eligible to receive holiday pay when you are on a leave of absence.

• Only regular full-time employees are eligible for paid vacation. You are not eligible for paid vacation during your Introductory Period. Nor are you eligible for paid vacation if you are a part-time or temporary employee

• Employees are given three weeks for their first year and two additional days are given for the next three years (maxing out at four total weeks)

• The maximum amount of accrued vacation time shall not exceed four (4) weeks during the staff member's employment.

  • Must request 6 weeks in advance

• There are 7 sick days per year that are not eligible to be used for personal time off

• If conflicts arise with too many people taking the same amount of time off, seniority will be given for those who have been there longer

• Funeral leave will consist of 3 days and cannot be substituted for other allotted time, for full-time employees only

• Unpaid leave of absence is considered for military, sick, or personal.

  • If your leave is extended for more than thirty (30) days, vacation and other benefits will no longer continue to accrue.

• If you will be away for longer than your saved vacation days, and for a period longer than 5 days, then The Company will consider your absence to be a Leave of Absence (LOA). As such, we will try to save your job for you, until such time as you are able to return. No benefits will accrue during a leave of absence.

• A requested leave of absence may be granted upon approval of the Office Manager and the Dentist, and are considered on a case-by-case basis.

• To give the Office Manager time to arrange to cover the team member’s absence on leave, the employee is required to submit his or her completed Request for a Leave of Absence in advance of the desired starting date of the leave.

• A return date is required on all leaves of absence. Extensions may be granted when justified and approved by the Office Manager and the dentist. Team members must furnish documentation justifying the request and for any extensions.

• Vacation time and paid time off may be credited toward the leave of absence until it has been exhausted, and then the remaining time during the leave will not be paid.

Situations which may be eligible for a Leave of Absence:

• Education – Educational leave is restricted to the pursuit of education and training which is relevant to the team member’s job or to Company work. The length of such leave is determined at the time of approval and is limited to the actual time required to complete the educational course work for which the leave is granted.

• Illness or Injury – A physician’s certificate, as proof of illness or injury, may be requested. The request must contain the nature of the illness or injury and a specific date of return. Before being allowed to return to work from an illness or injury, the team member must have a statement from his or her physician certifying fitness to return to work. Leaves for illness or injury may be extended by presenting the physician’s certificate (if requested) and by receiving approval from the Office Manager and Dentist. Such extensions will not be granted for longer than one year.

• Maternity – An employee who becomes pregnant is required to promptly inform her Office Manager, and give the expected date of delivery. Her ability to continue to work during the period prior to delivery will be coordinated through her Office Manager in conjunction with her physician. The exact length of maternity leave is to be determined on an individual basis as recommended by the team member’s physician. Maternity time should not exceed eight weeks after the date of delivery. Any continuation beyond this length will be based on a physician’s certificate stating continued disability of the mother, or condition of the baby, requiring the mother’s care.

• Adoption – A leave of absence may be granted for adoption for a period not to exceed six weeks from the date of adoption, unless there are extenuating circumstances, which should be discussed with the dentist and office manager for approval.

• Military Service – A leave of absence for required military service may be approved in accordance with the provisions of the Uniformed Services Employment’s Reemployment Rights Act of 1994 (USERRA). A leave for reserve duty will be granted without pay.

• Other Reasons – A leave of absence may be approved for other reasons that are considered justified and substantiated to the satisfaction of the dentist and office manager. Each case will be judged on its individual merits and past practices.

Return from an Extended Leave of Absence

• Team members must call the Office Manager prior to the expiration date of their leave of absence confirming when they will be available for work. If the leave was granted for illness, injury, or maternity, the Office Manager may request a doctor’s certificate.

Early Return from a Leave of Absence

• For team members on an extended leave who desire to return before their requested date of return, the following guidelines will be applied:

  • An existing vacancy in his/her job classification can be offered to him or her.

  • If no such vacancy exists, the date of return will be the date on the Length of Leave section of the official Request for Leave of Absence form. Team members must wait the length of time they requested, unless recalled earlier.

  • The team member will be required to provide medical certification if the leave was for medical reasons.

Failure to Return from a Leave of Absence

• An employee who fails to report for work on the first day after the leave of absence expires is considered to have abandoned his or her position, and will be separated as of that date. Exclusion to this rule would include failure to report due to a compelling reason, which the team member must document, and which the Office Manager and Dentist must find acceptable. If the employee decides not to return to work, he or she is requested to submit a signed letter of resignation to their Office Manager stating the reason and date of resignation.

HIPAA Policy

• Identifiable health information contained in any patient and/or employee record will only be used or disclosed for its intended purpose and in accordance with patient/team member notifications and permissions, except where permitted or required by law. This policy fulfills the Health Insurance Portability and Accountability Act of 1996.

• Protected health information (PHI) will be used only for routine Practice purposes, i.e. treatment, payment, etc. Each patient will receive notice of our HIPPA Privacy Practices and acknowledgment of receipt will be acquired or every attempt will be made to do so.

• PHI includes written patient documentation, x-ray records, payment records, or any other health information identifiable to a specific patient. PHI should only be discussed in the course of normal practice operations and should be limited to the team members directly involved in the treatment of that patient. At no time should PHI be discussed outside of The Company or in the presence of any other patients.

• Employee health information is considered Protected Health Information, as well. Each team member has a separate file where health information will be kept. Furthermore, only authorized Company personnel (Office Managers, Vice President of Operations and Dr. Burg) will have access to this information. Additionally, this information may only be accessed as it relates to the function of daily practice operations or with the permission of the team member.

• Only in the event of a true emergency where authorization cannot be granted does any employee of this Company have the right to disclose PHI. In such a case, Dr. Burg must give his explicit permission to do so before any PHI is released.

• Violations of this policy will result in termination of employment.

OSHA

• The Company will 1) fulfill its legal reporting requirements under Utah State Worker’s Compensation Laws and Occupational Safety & Health Administration (OSHA); 2) investigate work-related incidents; 3) take actions to prevent recurrence of similar incidents, and 4) collect the necessary information to track incidents and identify potential trends.

Safety in the Workplace

• In order to ensure a safe and healthy work environment for all team members, patients, and visitors, we will support and work within applicable State and Federal workplace safety rules and guidelines. The success of the program depends on your alertness and personal commitment to adhere to all safety guidelines.

• Each team member is required to obey all safety rules and to exercise caution in all work activities. You are required to immediately report any unsafe conditions to your Office Manager. If you violate the safety standards, are found to be responsible for the occurrence of hazardous or dangerous situations, or fail to report or remedy wherever possible such situations, you will be subject to disciplinary action, up to and including termination from employment.

Accident Reports

• Any illness or injury that you suffer on the job must be reported immediately to your Office Manager and Dr. Burg. If your condition requires you to leave the workplace and/or seek medical attention, you are required to provide your Office Manager with a physician’s report within 24 hours of the incident and prior to your return to work. You may also be required to complete an information statement detailing the incident: what you were doing at the time the injury or illness occurred, how you were injured and what areas of your person were affected, and if there were any witnesses to the injury or illness.

MSDS

• A Material Safety Data Sheet (MSDS) is a written document that provides product users and emergency personnel with information and procedures needed for handling and working with chemicals and/or hazardous materials. MSDS outlines the physical and chemical properties of the product, describes potential hazards employed with the substance, prescribes emergency actions, and often includes manufacturer identification, address, MSDS date, and emergency phone numbers. The Company will provide MSDS for any chemicals, products, or other substances used in the Company.

Smoking in the Workplace

• State law prohibits smoking, lighting, or carrying any lighted tobacco product in any “enclosed workplace” except where a separate, enclosed, designated smoking area is set up which complies with legal regulations. In compliance with state regulations and to ensure a safe and healthy workplace, The Company prohibits the lighting, carrying lighted, and/or smoking any tobacco product inside any office, enclosed work area, or building on our premises.

• All team members are required to abide by this regulation and Policy. Violation of this Policy by any employee will result in disciplinary action up to and including termination from employment.

• Team members who choose to smoke outside of the premises are asked to use areas away from office entrances or exits, and to dispose of cigarette butts in available receptacles, outside. Please take care not to leave lit cigarettes in any outside receptacle designated for trash. Team members who smoke are asked to be mindful that many patients are sensitive to smoking odors.

• The Company has established policies and procedures with the intent to provide a work environment that is safe, healthy, and rewarding for all employees, patients, and visitors. We cannot, however, ensure against disruptive or unforeseen influences outside of our control that might have an adverse effect on our workplace.

• All team members are required to be alert to activity or behavior either by an employee or visitor to The Company premises which may signal possible danger to any team member, patient, or visitor, or which might be disruptive to business activities in any way.

• The carrying of and/or use of any weapon by any team member or visitor, other than authorized law enforcement personnel, on or in any part of The Company premises, to include all office and work areas, hallways, common areas, vehicles, parking areas, or adjacent property, is strictly prohibited. Weapons include, but are not limited to, any type of firearm and/or knife, as well as any other device used in a threatening or harmful manner.

• Threat or conduct either in person, via mail, telephone, email, or other media that threatens, intimidates, or coerces another team member, a patient, or a visitor will not be tolerated. All threats of (or actual) violence, both direct and indirect, should be reported immediately to your Office Manager or the Vice President of Operations. In the case of immediate danger, notify the police (911) as soon as you are safely able to do so.

• All suspicious individuals or activities on or near Company premises should also be reported immediately to your Office Manager. Do not place yourself in danger. Do not intercede when there is imminent danger. Attempt to note facts to report to officials and leave the area if possible. Call the police and then notify your Office Manager as soon as possible.

• The Company will promptly and thoroughly investigate all reports of threats of (or actual) violence and any suspicious individuals and activities. Team members should make every effort to equitably settle their disputes or differences with other employees, with the help of their Office Manager or the Vice President of Operations if necessary, to preclude any situation which might escalate into potential violence.

• Although it is not the intent of the Company to become involved in employees’ personal lives, it is important to know of potential situations that may place other employees, patients, or visitors in any danger. If you are involved in a situation outside of the workplace or believe that a situation exists, which could potentially place The Company or any of its employees in danger, you are required to immediately notify your Office Manager or a Vice President.

• Confidentiality will be maintained to the extent possible that the situation may be remedied without the release of any information. If confidential information must be released in order to conduct a satisfactory investigation to remedy the situation, only individuals with a “need to know” status involved in the investigation, will be provided information.

• Any team member found to be responsible for threats of (or actual) violence or other intimidating conduct in violation of this Policy will be subject to prompt disciplinary action up to and including termination from employment, and possible criminal prosecution.

• It is the intent of Sundrop Dental Clinic to maintain a safe, healthy, and productive work environment for all team members. The use of alcohol or drugs in violation of this Policy poses a health and safety hazard to the employees involved, co-workers, patients, and the property of SunDrop Dental Clinic. The employment of persons engaged in illegal drug activity could negatively impact the business and reputation of SunDrop Dental Clinic.

• Definitions

  • Substance abuse – the use, misuse, or illegal use of drugs or controlled substances.

  • Dangerous substance – illegal drugs, controlled substances, look-alikes, or designer drugs; unauthorized alcoholic beverages; drug paraphernalia; unauthorized prescription drugs; and any other perception-altering substance.

  • Practice premises – includes all SunDrop Dental Clinic property whether owned, leased, or used, for example, facilities, buildings, structures, parking areas, automobiles, trucks, and all other vehicles. This also includes all other work locations or transit to and from those locations while in the course and scope of Company employment.

  • Reasonable suspicion – includes, but is not limited to observation of behavior, other than as attributed to certain medical conditions, such as slurred speech, unsteady walking, abrupt mood swings, breath (alcohol), or odor; observation of physical manifestations frequently employed with some form of substance abuse, for example, needle marks, sudden nosebleeds; accidents; injuries; excessive absenteeism; declining productivity; observed use or possession of drug paraphernalia and/or suspicious activity indicating possible involvement with prohibited substances or alcohol.

  • Test – the screen of breath, urine, or blood.

• Policy

  • It is the policy of Sundrop Dental Clinic that the unlawful possession, use, consumption, sale, purchase or distribution, dispensation, or manufacture by any employee of alcohol, illegal drugs, or any illegally-obtained drugs on SunDrop Dental Clinic premises or within its facilities, in the conduct of SunDrop Dental Clinic related work, off Practice premises, or at any time during the course of the workday (including lunchtime), is strictly prohibited and will be grounds for immediate termination.

  • Nor will SunDrop Dental Clinic permit any team member to report to work or perform his or her duties after having used illegal drugs or while under the influence of alcohol.

  • Violators of these rules will be subject to discipline up to and including termination.

• Types of Testing

  • Behavior Indicated Testing – Required management has reason to believe that the actions, appearance, and/or conduct of a team member are indicative of using alcohol or drugs, other than authorized and reported use of prescription or non-prescription drugs.

  • Post-Accident/Injury Testing – A team member whose performance either contributed to an accident or cannot be completely discounted as a contributory factor to an accident, or who has sustained a significant work-related injury, is subject to being tested as soon as possible after the accident or injury. A team member, who is unable to submit to testing at the time of an accident/injury due to the seriousness of his/her injuries, is required to provide the necessary authorization for obtaining hospital reports and other documentation that would indicate whether there were any drugs or alcohol in his/her body system.

• Testing Procedures

  • In accordance with State Law, SunDrop Dental Clinic will:

    • Use only state/NIDA certified laboratories for its job-related drug and alcohol testing

    • Inform the team member tested, at that employee’s request, of the address of the laboratory that will test the specimen

    • Provide any team member who has tested positive and whose test results have been confirmed with the following information within 30 days of the date that the test was performed:

• A copy of the laboratory test including the test results

• A copy of this written policy on the use or abuse of controlled dangerous substances

• If applicable, written notice of Sundrop Dental Clinic's intent to take disciplinary action, terminate employment or change the conditions of continued employment

• Refusal to Submit to Testing

  • Team members are expected to cooperate fully in providing specimens and explanations, which may be subsequently required by this policy. Failure to provide specimens attempts to contaminate specimens, or otherwise interfere with SunDrop Dental Clinic procedures will be grounds for disciplinary action up to and including termination from employment.

• Positive Test Results

  • All specimens identified as positive on the initial test will be verified by a confirmatory test before team members are notified of these results.

  • In the event of a positive test result, the employee may request independent testing at his/her own expense, of a portion of the tested specimen for verification of the test results. If the independent test result is negative, SunDrop Dental Clinic will re-test the original sample.

  • Any team member whose test results are confirmed positive will be subject to disciplinary action up to and including termination.

  • Team members who use prescribed drugs or over-the-counter medication that may impair their abilities to perform essential functions of their jobs or pose a direct threat to themselves or to others are expected to report this information to their Office Manager. SunDrop Dental Clinic will make reasonable accommodations to the known disabilities of team members where such accommodations do not create an undue hardship to the SunDrop Dental Clinic. SunDrop Dental Clinic reserves the right to require medical documentation regarding the need for such accommodation.