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«King Family Eye Clinic, PC Employment Manual Prepared By Document Owner(s) Project/Organization Role Employment Manual Version Control Version Date ...»

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King Family Eye Clinic, PC

Employment Manual

Prepared By

Document Owner(s) Project/Organization Role

Employment Manual Version Control

Version Date Author Change Description

Note The content of a manual does not constitute nor should it be construed as a promise of

employment or as a contract between King Family Eye Clinic, PC and any of its employees.

King Family Eye Clinic, PC at its option, may change, delete, suspend, or discontinue parts or the policy in its entirety, at any time without prior notice.

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1.1 Welcome 8

1.2 History 8

1.3 Changes in Policy 8


2.1 Employment Classification 9

2.2 Probationary Period for New Employees 9 3 EMPLOYMENT POLICIEs

3.1 Equal Employment Opportunity

3.2 Americans with Disabilities Act

3.3 Immigration Law Compliance

3.4 Employee Background Check

3.5 Criminal Records

3.6 Anniversary Date

3.7 Personnel Records and Administration

3.8 Change of Personal Data

3.9 Safety

3.10 Personal Property

3.11 Employee Requiring Medical Attention

3.12 Visitors in the Workplace

3.13 Weather-related and Emergency-related Closings

–  –  –

4.1 General Guidelines

4.2 Attendance and Punctuality

4.3 Work Schedule

4.4 Absence and Lateness

4.5 Unscheduled Absence

4.6 Harassment Policy

4.7 Sexual Harassment Policy

4.8 Violence in the Workplace

4.9 Confidential Information and Nondisclosure

4.10 Ethical Standards

4.11 Dress Code

4.12 Use of Equipment

4.13 Use of Computer, Phone, and Mail

4.14 Use of Internet

4.15 Use of Cellular Telephones

4.16 Use of Computer Software

4.17 Smoking Policy

4.18 Alcohol and Substance Abuse

4.19 Gifts

4.20 Complaint Procedure

4.21 Corrective Procedure

4.22 Crisis Suspension

4.23 Outside Employment

4.24 Employment Termination/Resignation

4.25 Exit Interview

4.26 Return of Company Property


5.1 Base Compensation

5.2 Performance Bonuses

5.3 Payroll and Paydays

5.4 Performance and Salary Reviews


6.1 Benefits Summaries and Eligibility

6.2 Health Insurance

6.3 Visual Care …

6.4 Disability Insurance

6.5 Life, Accidental Death, and Dismemberment Insurance

6.6 COBRA Notification

6.7 Worker’s Compensation

6.8 Unemployment Compensation

6.9 Social Security

6.10 Retirement Plans and Stock Options

6.11 Training and Professional Development


7.1 Holiday Policy

7.2 Vacation Time

7.3 Sick Leave

7.4 Bereavement Leave

7.5 Jury Duty

7.6 Military Reserves or National Guard Leaves of Absence

7.7 Personal/Family/Medical Leaves of Absence

7.8 Extended Disability Leaves

7.9 Uniformed Services Employment and Reemployment


8.1 Open Communication

8.2 Staff Meetings

8.3 Suggestions

8.4 Closing Statement



This document has been developed in order to familiarize employees with King Family Eye Clinic, PC and provide information about working conditions, key policies, procedures, and benefits affecting employment at King Family Eye Clinic, PC.


–  –  –

Providing excellent eyecare is the reason we open our door each day. Aside from the highest quality eyecare, we also here to provide an experience to our patients. We want our patients to feel as welcomed here as they would be in a friend or family member's home. We encourage a relaxed and friendly attitude between staff, doctors and patients while still maintaining high professional standards and unquestionable ethics above all.

We want our patient's to be the most informed and most satisfied eyecare consumers in the area.


The practice was founded in 1999 by Dr. Alan King, who prior to owning his own practice partnered with Robert Weir, MD to provide ophthalmologic and optometric care to patients in the SW North Dakota area. Our present location at 341 First Street East was the office of Dr. J.H. Rusk who practiced optometry for many years in our office before retiring and selling his practice to Dr. King. Dr. Candace (Paul) Hoff joined the practice as an independent contractor in 2008 and assumed ownership of the corporation in 2013.

Changes in Policy This manual supersedes any and all previous employee manuals and memos.

While every effort is made to keep the contents of this document current, King Family Eye Clinic, PC reserves the right to modify, suspend, or terminate any of the policies, procedures, and/or benefits described in the manual with or without prior notice to employees.


An “employee” of King Family Eye Clinic, PC is a person who regularly works for King Family Eye Clinic, PC on a wage or salary basis.

Employment Classification Employees of King Family Eye Clinic, PC are classified as either “exempt” or “nonexempt.” This is necessary because, by law, employees in certain types of jobs are entitled to overtime pay for hours worked in excess of forty (40) hours per workweek.

In addition to the above overtime classifications, every employee is assigned an employment status classification: regular full-time, regular part-time, temporary (full-time or part-time), regular hourly, contingent hourly, etc.

Probationary Period for New Employees King Family Eye Clinic, PC monitors and evaluates every new employee’s performance for three months to determine whether further employment in a specific position or with King Family Eye Clinic, PC is appropriate.


Equal Employment Opportunity King Family Eye Clinic, PC is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law.

Americans with Disabilities Act It is the policy of King Family Eye Clinic, PC to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). King Family Eye Clinic, PC will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability.

Immigration Law Compliance

All offers of employment are contingent on verification of the candidate’s right to work in the United States. On the first day of work, every new employee will be asked to provide original documents verifying his or her right to work and, as required by federal law, to sign Federal Form I-9, Employment Eligibility Verification Form.

Employee Background Check Prior to making an offer of employment, King Family Eye Clinic, PC may conduct a jobrelated background check. A comprehensive background check may consist of prior employment verification, professional reference checks, education confirmation, and credit check.

Criminal Records When appropriate, a criminal record check is performed to protect King Family Eye Clinic, PC interest and that of its employees and clients.

Anniversary Date The first day an employee reports to work is his or her official anniversary date. This

anniversary date is used to compute the following benefits:

Salary/Wage !

Vacation !

Retirement Planning !

Personnel Records and Administration The task of handling personnel records and related administration functions at King Family Eye Clinic, PC has been assigned to the owner. Personnel files will be kept

confidential at all times and include some or all of the following documents:

Social Security Number !

Demographic Information !

Salary/Wage Information !

Tax Documents !

Records of Vacation and Sick Time !

All medical records, if any, will be kept in a separate confidential file.


Change of Personal Data Any change in an employee’s name, address, telephone number, marital status, dependents, or insurance beneficiaries, or a change in the number of tax withholding exemptions, needs to be reported in writing without delay to the owner.

Safety The safety and health of employees is a priority. King Family Eye Clinic, PC makes every effort to comply with all federal and state workplace safety requirements. Each employee is expected to exercise caution and common sense in all work activities.

Personal Property King Family Eye Clinic, PC assumes no risk for any loss or damage to personal property and recommends that all employees have personal insurance policies covering the loss of personal property left at the office.

Employee Requiring Medical Attention Employees should report all work-related injuries and accidents immediately to their supervisor. The supervisor and employee will agree on the best course of action depending on the type and severity of the injury/accident.

Visitors in the Workplace For safety, privacy, and other business considerations, only authorized visitors are allowed in the workplace for extended lengths of time. Authorized visitors need to be approved by your supervisor and shall be asked to remain in the staff break area when at all possible. King Family Eye Clinic views family as an extremely high priority and understands that on occasion minor children may need to be brought to the office after school when other arrangements cannot be made for their care. These occasional types of occurances will generally be approved unless an unusual circumstance exists or it appears this policy is being misused. It is strongly recommended that the child(ren) bring activities to keep them occupied. It is required that they, same as any other workplace visitor, wait in the staff break area and not in patient areas.

Weather-related and Emergency-related Closings At times, emergencies such as severe weather, fires, or power failures can disrupt daily operations. The safety of employees and clients is among King Family Eye Clinic, PC's highest concerns. In such instances, the owner or office manager will decide on the action to be taken and provide notification to the employees.


General Guidelines All employees are urged to become familiar with King Family Eye Clinic, PC rules and standards of conduct and are expected to follow these rules and standards faithfully in doing their own jobs and conducting the company’s business. Our business would cease to exist if our clients did not trust us. Employees of King Family Eye Clinic therefore are expected to act in a manner which would inspire trust and loyalty from clients and fellow employees at all times. If an employee finds him/herself in a situation and is in anyway unclear about the correct ethical or moral decision to be made, he or she is encouraged to immediately contact a direct supervisor for directions on how to best proceed.

Attendance and Punctuality King Family Eye Clinic, PC expects employees to be ready to work at the beginning of assigned daily work hours, which compenses at least 15 minutes prior to the opening of the office and to reasonably complete their projects by the end of assigned work hours.

Work Schedule Unless otherwise specified, regular full-time employees are expected to work at least forty (40) hours per workweek.

Absence and Lateness From time to time, it may be necessary for an employee to be late or absent from work.

King Family Eye Clinic, PC is aware and understands that emergencies, illnesses, or pressing personal business that cannot be scheduled outside work hours may arise. It is the responsibility of all employees to contact their supervisor if they will be absent or late.

Employees should refer to the section in this manual regarding personal leave time for additional information and protocol. Habitual lateness is defined as reporting for work at least 20 minutes late on three or more occasions in a 1 month period without approval from a supervisor. Habitual lateness or unannounced absences will be subject to verbal and/or written warnings, loss of personal leave time, and termination of employment.

Unscheduled Absence Absence from work for two (2) consecutive days without notifying the owner or supervisor will be considered a voluntary resignation.

Harassment Policy King Family Eye Clinic, PC doe not tolerate workplace harassment. Workplace harassment can take many forms. It may be, but is not limited to, words, signs, offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence.

Sexual Harassment Policy

King Family Eye Clinic, PC does not tolerate sexual harassment Sexual harassment may include unwelcome sexual advances, requests for sexual favors, or other unwelcome verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile, and intimidating working environment and prevents an individual from effectively performing the duties of their position.

Violence in the Workplace

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