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EMPLOYEE HANDBOOKWELCOME TO PLAYHOUSE DENTALWe are excited that you’re on our team and wish you an exciting journey with us.To answer some of the questions you may have concerning Playhouse Dentaland its policies, we have written this Handbook. Please read it thoroughly andretain it for future reference. The information stated in this Handbook isdesigned to provide you with an overview of Playhouse Dental policies. Thepolicies may be revised at any time, with or without notice. Should you have anyquestions regarding any policies, please ask Dr. Hill.This Handbook is not a contract, express or implied, guaranteeing employment for anyspecific duration. Although we hope that your employment relationship with us will belong-term, either you or the Playhouse Dental may terminate this relationship at anytime, for any reason, with or without cause or notice. None of the provisions of thishandbook alters, modifies or amends the nature of this “at-will” employmentrelationship. Further, any employment agreement entered into by Playhouse Dentalshall not be enforceable unless it is in writing by Dr. Hill. The policies contained coverall employees. Playhouse Dental intends to fully comply with all applicable laws. If apolicy is inconsistent with any law, the law will control.Page 1 of 32
ContentsIntroductionOur Vision . 3Orientation/New Hire Paperwork . 4Employee ConductEEO Policy, Anti-Harassment & Discrimination Policy . 5Standards of Conduct/Conflicts of Interest . 6Confidential and Proprietary Information . 7Work Rules/Serious Misconduct . 8Corrective Action/Separation of Employment . 10Dress and Appearance . 12Attendance and Absenteeism . 13CompensationPlayhouse Dental Organization . 14Work Hours . 14Employment Classifications . 15Base Pay and Bonus . 16Time/Employee Records . 16Payroll Procedures/Performance Reviews . 17BenefitsLeave of Absences . 19Time Off . 22Healthcare . 23Savings Plan . 24Continuing Education . 24Safety & SecuritySafety . 26Visitors in the Workplace . 26Drug Free Workplace . 27Smoke and Tobacco Free Workplace. 29Use of Information & Telecommunications Systems . 30Page 2 of 32
IntroductionOur VisionDEAR TEAM MEMBER,We are proud to have you as a member of Playhouse Dental. You were selected for your jobbecause of your interest and ability to meet our high standard of patient care based on serviceand teamwork.We operate on an informal, friendly basis with an emphasis on the importance of eachemployee’s contribution to our total performance. Your attitude, conduct and image reflecton you, on Playhouse Dental and who we are as healthcare providers.To support our vision the following four statements will help us achieve our objectives: Apply the highest standards of excellence to the way we practice dentistry.Create a great work environment that fosters teamwork and treat each other with respectand dignity.Service is the framework of our business. We strive to develop enthusiastically satisfiedpatients all of the time.Recognize that profitability is essential to our future success.We wish you the best of luck and success in your position and hope that you have a rewardingexperience.Page 3 of 32
Orientation & New Hire PaperworkORIENTATION PROGRAMAs part of your first day of employment, you will participate in an orientation and trainingprogram. During this program, you will receive important information regarding the performancerequirements of your position plus other information necessary to acquaint you with yourposition and Playhouse Dental. You will also be asked to complete all necessary paperwork atthis time. You will be required to present Playhouse Dental with information establishing youridentity and your eligibility to work in the United States in accordance with applicable federallaw.Please use this orientation program to familiarize yourself with Playhouse Dental and ourpolicies and benefits. We encourage you to ask any questions you may have during thisprogram so that you will understand all the guidelines that affect your employment relationshipwith us.NEW HIRE PAPERWORK CHECKLISTI-9 Employment Eligibility Verification ( supporting documentation)W-4 Tax Withholding Form (Federal)/State Tax Form (if applicable)Direct Deposit of Payroll and voided check (see link to Intuit Form)Employee Information SheetEmployee Handbook Receipt FormUse of Property and Resources FormClinical Staff:HIV/AIDS Training CourseProof of Hep B ImmunizationsRegistration with the State of WAPage 4 of 32
Employee ConductEqual Opportunity Employment PolicyPlayhouse Dental is committed to an environment free from discrimination. It is our policy tohire, compensate, promote, transfer, discharge, and make all other employment-relateddecisions without regard to race, color, creed, sex or sexual orientation, religion, age, nationalorigin, disability, veteran status, marital status or any other basis prohibited by local, state orfederal law. This policy applies to all employment practices including hiring, promotion, jobassignments, compensation, provision of leave, access to benefits, discipline, discharge, layoff, etc. Playhouse Dental will make reasonable accommodations for qualified individuals withdisabilities unless it would result in undue hardship on Playhouse Dental.Anti-Harassment and Discrimination PolicyHarassment is an unlawful employment practice under state and federal law. Furthermore,harassment is detrimental to maintaining a supportive, positive working environment.Playhouse Dental prohibits harassment of its employees, patients or vendors by itsemployees, patients or vendors. Both as a matter of law and of common decency, employees,patients and vendors have the right to be free of harassment based on sex, race, religion,national origin, pregnancy, age, marital status, sexual orientation, disability or other protectedcharacteristic. In accordance with our values, it is expected that employees will at all times treateach other, patients and vendors with respect for their personal dignity. The EEOC definessexual harassment as “unwelcome sexual advances, requests for sexual favors and otherverbal or physical conduct of a sexual nature constitute sexual harassment when:1) Submission to such conduct is made either explicitly or implicitly a term orcondition of an individual's employment;2) Submission to or rejection of such conduct by an individual is used as the basisfor employment decisions affecting such individual; or3) Such conduct has the purpose or effect of unreasonably interfering with anindividual's work performance or creating an intimidating, hostile, or offensiveworking environment.”Playhouse Dental prohibits all types of harassment, including: Threats, degrading comments or slurs; Derogatory references, posters, photographs, cartoons, drawings or gestures; Threatening retaliation for reporting or participating in an investigation of a harassmentcomplaint.Page 5 of 32
COMPLAINT PROCEDURE If an employee feels they are being harassed or is a witness to harassment, they shouldimmediately inform the offender to stop the unwanted behavior. The employee shouldalso immediately report the incident to Dr. Hill or the designated Clinic management.Playhouse Dental will investigate the complaint and will take such action as itdetermines to be warranted under the circumstances. All employees are expected tocooperate with the investigation in accordance with the anti-harassment policy. Failureto do so may lead to discipline, up to and including termination.Complaints of harassment will be treated with confidentiality and information will beprovided only to those who have the need for the information, or when it is deemed to berequired in the course of investigating the complaint. In addition, all employees who areincluded in the investigation must keep the investigation confidential and must refrainfrom discussing the investigation. Violating confidentiality or providing false informationin the course of an investigation may lead to discipline, up to and including termination.You are required to report harassment, whether the source of the harassment is a coworker, a manager, a patient or a vendor. Furthermore, you have a responsibility toreport harassment whether you are the person harassed or you merely observe theharassment. Employees, including Dr. Hill and managers, may be held personally liablefor actions that violate this policy.Standards of Conduct/Conflicts of InterestRESPONSIBILITYCertain standards of personal integrity and human behavior are an integral part of goodcharacter and respect for the rights of others. Unprofessional conduct disrupts the orderly flowof business, hurts morale and lessens the quality of patient care. Rudeness and disrespect offellow employees and/or doctors will not be tolerated. If you are unable to resolve a conflict,the issue should be brought to Dr. Hill or the designated Office Management.Playhouse Dental reserves the right to take action when an employee’s on- or off-duty conductimpacts its business. For example, whether or not employees are on duty, employees maynot accept gifts from our vendors that are outside of Playhouse Dental’s guidelines. Similarly,employees who are traveling on Playhouse Dental business are expected to conductthemselves appropriately at all times. In addition, employees may not engage in outside jobsor other business activities that interfere with the employees’ ability to perform their jobs onbehalf of Playhouse Dental.Page 6 of 32
GUIDELINES Employees who engage in inappropriate conduct while on Playhouse Dentalpremises or at a Playhouse Dental sponsored event are subject to discipline.Unauthorized access to Playhouse Dental facilities such as its network, web site, orpremises, or disruption of Playhouse Dental operations may result in disciplinaryaction up to and including termination.Employees who engage in inappropriate conduct while off-duty that violates certainPlayhouse Dental policies or that suggests the employee is unfit or not suited toperform his or her job in accordance with Playhouse Dental policies and proceduresare subject to discipline, up to and including termination.While it is not possible to list all the potential off-duty conduct that may result in disciplinaryaction, some general examples follow: Harassment of employees, vendors, or patients. Conduct that is threatening or has the potential for violence. Conduct that causes an employee to be unable to perform his or her essential jobfunctions. Conduct involving fraud, theft, or other acts of dishonesty.Confidential and Proprietary InformationDuring the course of employment with Playhouse Dental, all employees will gain someknowledge and information which Playhouse Dental has a strong and vital interest inprotecting. In addition to various training and education programs, employees are also trustedwith information that is confidential, sensitive or proprietary which, if known outsidePlayhouse Dental, could be harmful.Financial Information All financial information must be kept confidential. Financial information includesbudgets, sales goals, profit margins, prices, etc. This information can only bediscussed with other Playhouse Dental employees who have a legitimate businessneed to know. Permission from Dr. Hill or the designated management is requiredbefore releasing this type of information to applicants, vendors, and other third parties.Materials in Written or Digital Form All policies, procedures, employee guides, training documents, software, programs,manuals, proposals, memorandums, project files, customer contracts and similarmaterials must be treated as confidential.Other Confidential and Proprietary InformationPage 7 of 32
Other confidential and proprietary information includes but is not limited to the following:Playhouse Dental patients, suppliers, vendors, Playhouse Dental technologies,techniques, computer programs, business plans, strategic planning, marketing plans,confidential personnel information, existing or future products and services, financialprojections, data compilation, inventions, space requirements, lease arrangements andother trade secrets. Confidential and Proprietary information may also include any othermatters not generally known to persons outside Playhouse Dental. All employees havea responsibility to keep this type of information confidential. In the event that anemployee leaves and takes any of the aforementioned information, legal remedies willbe sought.Work Rules/Serious MisconductWork rules are intended to give employees specific guidelines regarding their dealings withpatients and fellow employees. Work rules are intended to promote a positive workenvironment and assist employees in functioning smoothly and efficiently while performingtheir jobs for Playhouse Dental. Employees are expected to observe the following rules at alltimes. These rules are not all inclusive. Playhouse Dental reserves the right to establish newrules or modify existing rules when deemed appropriate.GUIDELINESViolations of the following work rules may result in disciplinary action and/or immediatetermination. The following violations are considered serious misconduct: Disclosure of confidential information or proprietary information (including informationcovered by Playhouse Dental Confidential and Proprietary Information Policy) to anythird party including but not limited to, patients, vendors, contractors, agents,competitors, or any of their respective employees, or former employees of PlayhouseDental except as may be required in conducting business.Theft, misappropriation of or any other unauthorized use or distribution of, merchandise,prescriptions, money, or property, including unauthorized discounts on merchandise, ofPlayhouse Dental, or a patient or a vendor.The willful, intentional, or malicious destruction of Playhouse Dental property,merchandise, or information.Falsification, misrepresentation or omission of information including in connectionwith any Playhouse Dental documents, whether written or verbal.Violation of Playhouse Dental Drug Free Workplace Policy.Harassing, threatening, coercing, assaulting, acting violent towards, or intimidating,whether verbally or physically another employee, vendor, customer or others.Theft or unauthorized communication or use of computer data, records, information,or software of Playhouse Dental, its vendors or patients.Page 8 of 32
Dishonesty or deception with Playhouse Dental employees, patients or vendorswhether before or after employment commenced with Playhouse Dental.Inappropriate use of Playhouse Dental resources including accessing or printinginappropriate materials from the Internet, sending inappropriate voice mail, e-mail, faxesor mail and unauthorized use of any internet site, including, but not limited to thePlayhouse Dental web site, and forwarding inappropriate e-mail messages.Violating Playhouse Dental policies, procedures or guidelines.The following actions may result in disciplinary action up to and including termination,depending upon individual circumstances such as seriousness of the offense or previous recordof the employee: Insubordination (failure or refusal to follow directions), abandonment of a patient, use ordisplay of abusive, threatening, obscene or inappropriate language.Disorderly conduct of any kind, such as fighting, wrestling, roughhousing or any otherconduct that disrupts the workplace, or that may be disruptive or hazardous to personalsafety or productivity.Violation of safety and security rules or policies and/or failure to report a work-relatedaccident or incident.Possession of weapons or other contraband on Playhouse Dental, customer orvendor property or at Playhouse Dental sponsored events.Excessive absenteeism, tardiness or other absence.Unsatisfactory performance or conduct including unwillingness or inability to meet jobrequirements or performance standards.Violation of “Dress Code and Appearance” policy.Refusal or neglect of job assignment, responsibilities, or duties.Inappropriate use of Playhouse Dental time.Discussing with employees or another party, including patients or vendors, anyconfidential employee-related information (e.g., salary, compensation, performance ofanother person).Disparaging Playhouse Dental, its vendors, or patients.Violation of Playhouse Dental policies and guidelines.Any other act contrary or detrimental to the interests of Playhouse Dental, itsemployees, vendors, or patients.The foregoing requirements, which employees are expected to observe at all times, are notall inclusive. Playhouse Dental may, when it deems appropriate in its sole discretion,establish new rules or modify existing ones.Page 9 of 32
Corrective Action/Separation of EmploymentIt is the policy of Playhouse Dental that any conduct in its view which interferes with oradversely affects employment may lead to disciplinary action ranging from verbal warnings toimmediate termination. The following does not imply an order in which disciplinary action istaken. Playhouse Dental reserves the right to apply disciplinary action commensurate with theseverity of the issue or behavior being addressed. Factors which may be considered inascertaining the appropriate action steps include: seriousness of misconduct, employmentrecord, employee’s ability to correct their conduct, effects on patients, effects on employees,and surrounding circumstances. There may be an investigation to ascertain what occurred inthe presence or absence of the factors listed above. An employee may be put on leave pendingthe investigation. Employees are expected to cooperate with the investigation. Further,Playhouse Dental continually updates and reviews its policies and accordingly its disciplinaryprocedure is subject to change.VERBAL WARNING A verbal warning is often the first step to correct performance or behavior issue(s).Although the warning is administered verbally, it must be documented.WRITTEN WARNING A written warning should be issued when a situation has been addressed with a verbalwarning and improvement has not been demonstrated within an appropriate or agreedupon timeframe. Additionally, a written warning may be used when behavior is severeand needs immediate correction. In this instance, it may not be necessary to provide averbal warning. Following a written warning, there are a number of options available to addresscontinued discipline issues. Those options are: leave without pay,Performance Improvement Plan, or separation from Playhouse Dental.LEAVE WITHOUT PAY A leave without pay should be used to allow employees an opportunity to consider theircommitment to correcting a behavior problem. Leave without pay generally lasts threebusiness days. Leaves (with or without pay) may also be used when a situationwarrants investigation.PERFORMANCE IMPROVEMENT PLAN (PIP) A Performance Improvement Plan is used to address performance related issues thatare on-going. The PIP should be very specific regarding what issues need to beaddressed, and what needs to be done to correct them, and within what timeframe.SEPARATION FROM PLAYHOUSE DENTAL Depending on the circumstances, it may be necessary to separate employeesfrom Playhouse Dental.Page 10 of 32
Neither this manual nor any other Playhouse Dental document (in absence of an expresssigned written Employment Agreement) confers any contractual right, either expressed orimplied to the conditions of your employment. Your employment is not for any specific time andmay be terminated at-will, with or without cause, and without prior notice, by PlayhouseDental. You may resign for any reason at any time, although Playhouse Dental requests atwo-week notice period. Dr. Hill or her specifically designated management representative(s)are the only persons who have the authority to bind Playhouse Dental in any agreement foremployment for a specified period of time, or to make any agreement contrary to the above.RESIGNATION FROM PLAYHOUSE DENTAL If you wish to resign your employment in good standing, you must give PlayhouseDental at least two (2) weeks notice, in writing, indicating the reason for resignation andthe anticipated date. Dr. Hill may require the employee to leave Playhouse Dentalimmediately rather than work during the notice period. When immediate voluntarytermination occurs as described above, the employee may, at the sole discretion of Dr.Hill, receive pay “in lieu of notice,” with the maximum being two weeks of pay basedupon an employee’s scheduled workweek at the employee’s straight-time rate or salary.LAYOFF (TERMINATION DUE TO REDUCTION IN WORKLOAD) When a reduction in work force is necessary, Playhouse Dental will, in its solediscretion, identify the employee(s) to be laid-off. In the case of layoff(s), PlayhouseDental may give some advance notice of its intent to lay off an employee, but is notrequired to give any such notice. Playhouse Dental may provide laid-off employees with discretionary severance pay.ABANDONMENT OF POSITION For Playhouse Dental to operate its business effectively, it is important that employeeskeep Dr. Hill informed of their status when they are absent from work because of illnessor for any other reason. If the employee is absent from work for three consecutive dayswithout notifying Dr. Hill of the absence, the reason for it, and the expected date ofreturn, Dr. Hill will consider the employee to have resigned his/her position effective atthe end of the third day of absence.On the final day of employment, Dr. Hill must receive all keys and other Playhouse Dentalproperty from the employee. The employee will be issued his or her final payroll check, whichwill include all earned pay and any expenses due the employee.Page 11 of 32
Dress & AppearanceProper dress, grooming, and personal cleanliness make a better work atmosphere andpromote a positive image for Playhouse Dental.The area in which you work determines the dress appropriate to the job you perform. Ingeneral, employees need to follow the below guidelines: Employees are expected to dress in a manner consistent with the nature of workperformed. Disruptive or offensive items are not acceptable at any time. Questionsconcerning what constitutes proper attire should be directed to Dr. Hill. Employees are expected to observe good habits of grooming and personal hygiene andavoid any personal practices or preferences that may prove offensive to others.ADMINISTRATIVE GUIDELINESAdministrative staff are expected to maintain professional attire. If administrative staff alsoperform duties as clinical staff, then they should dress appropriately.CLINICAL STAFF & DOCTOR GUIDELINESIn addition to wearing professional attire, the Doctor’s & Clinical Staff’s lab coat must beimpeccable meeting OSHA standards. Nametags are to be worn; Playhouse Dental willprovide all clinical staff with appropriate clinical uniforms, which will be laundered atPlayhouse Dental expense.UNACCEPTABLE ATTIRE & GROOMING Leggings/stirrup pants/stretch pants/spandex pantsShorts or skortsT-shirts/tank topsTorn/ripped/stained clothingRevealing garments (halter tops, sundresses, backless or strapless clothing, exposedundergarments, cleavage revealed)Hats and capsJewelry that is functionally restrictive or excessive (piercings 5 mm width)Visible tattoos (exceptions may be made at the discretion of Dr. Hill)Facial hair which is ungroomed (long beards, ear or nose hair). Women’s hair should bepulled back off the face if longer than shoulder length.If Dr. Hill feels your personal appearance is inappropriate or unsafe, you may be asked to leavethe workplace until you are properly dressed or groomed. Under such circumstance, you willnot be compensated for the time away from work.Page 12 of 32
Playhouse Dental’s success is determined in part by establishing and maintaining aproper business atmosphere.Attendance and AbsenteeismRegular attendance and punctuality are important to Playhouse Dental’s business operations.Being on the job when needed is critical to Playhouse Dental’s vision of providing high qualityhealthcare and meeting patient’s needs. Absenteeism and tardiness place a burden on otheremployees and on Playhouse Dental. The following attendance policy provides guidelines forensuring promptness and dependability in reporting to work.GUIDELINESExcessive absenteeism is generally defined as three (3) or more occurrences in a rolling 30-dayperiod. However, excessive absenteeism may also be defined as an observed pattern of nonattendance as determined by Dr. Hill. Employees who demonstrate excessive absenteeismmay be subject to disciplinary action up to and including termination. The following absencesare considered occurrences: Any unplanned absence (for example: sick, no call/no show, unscheduled paid time-off,etc.)Failure to report to work during critical periods, unless otherwise approved by Dr. HillShort-notice time-off without payAn unplanned absence resulting in consecutive days off for the same illness generally will beconsidered a single occurrence, unless Dr. Hill observes a pattern of non-attendance. Employees should provide a doctor’s note qualifying their return to work for unplannedmedical absences of three or more consecutive days.The following absences are not considered occurrences: Scheduled and approved paid time-offScheduled and approved medical appointmentsBereavement leaveCivic dutyScheduled and approved leave of absenceIf you unexpectedly have to miss work for any reason, report to Dr. Hill immediately so thatarrangements can be made to support the patients and the team.Page 13 of 32
CompensationPlayhouse Dental OrganizationTo maximize the benefit of working at Playhouse Dental and to continue to foster team spiritand commitment to excellence, Dr Hill (or the office manager) determines staff scheduling,approves Paid Time Offs and notifies all staff of managerial policies and activities.Work HoursPlayhouse Dental has business office hours that are subject to modification by Dr. Hill.Dr. Hill will determine operational days and hours of work or the modification thereof basedon current business needs.GUIDELINES A minimum of 30 minutes should be taken for lunch.Each employee will be paid bi-weekly.Dr. Hill will establish work schedules for each employee and may change suchschedules based on the needs and requirements of Playhouse Dental.All non-exempt (hourly) employees will be compensated for all hours worked. Nonexempt employe
The information stated in this Handbook is designed to provide you with an overview of Playhouse Dental policies. The policies may be revised at any time, with or without notice. Should you have any questions regarding any policies, please ask Dr. Hill. This Handbook is not a cont
