💡 Office Work Schedule Expectation
Team members are expected to arrive at the office 15 minutes before the pre-shift huddle. Some team members may arrive earlier to prepare for the huddle or to serve patients as soon as the huddle ends. If a team member is at the office more than 60 minutes before the huddle, they should document their tasks during this time. Working outside of normal office hours is encouraged, but all time and completed tasks should be submitted to the Office Manager on a time correction form or by slack or email.
2.1 Time-Off and Tardiness Expectations #
As an employee of a production-based practice, attendance is critical in maintaining the systems, operations, and efficiency required to maximize the overall success of the business. Because a punctual and dependable workforce is critical to our operations, corrective action for attendance and tardiness is progressive in nature and will be enforced as necessary.
2.2 Employee Expectations #
Employees should maintain the work schedule agreed upon in the HFC employment policies. Maintaining the work schedule includes being present on the days scheduled to work and arriving punctually on those scheduled days.
2.3 Employer Expectations #
Hill Family Chiropractic will provide hours for employees to work based on the work schedule agreed upon on the date of employment. HFC will provide the most sufficient notice possible of any office closures that would result in loss of work hours due to weather, holiday, or other circumstances.
Time Off and Tardiness Policy #
💡 Hill Family Chiropractic is a production-based practice that is focused on providing the highest quality of care to as many patients as possible; therefore, attendance is critical in maintaining the systems, operations, and efficiency required to maximize the overall success of the business. A punctual and dependable workforce is critical to our operations, therefore corrective action for absence and tardiness is progressive in nature and will be enforced, as necessary.
DEFINITIONS #
DEFINITION OF SCHEDULED ABSENCES
Scheduled Absence – defined as a planned absence that follows the HFC Time-Off Request Procedure regarding advance notice of absence and has been approved by the employee’s manager. Also, may be covered by FMLA, bereavement, military leave, jury duty, or pre- approved personal leave.
DEFINITION OF UNSCHEDULED ABSENCES
Unscheduled Absence – defined as any absence that is not approved by the employee’s manager and/or does not follow the HFC Time-Off Request Procedure regarding advance notice of absence. Unscheduled absences may include but are not limited to: Leaving a shift early, showing up to a shift late, medical/family emergencies, etc. See the “Definition of Occurrence” section to distinguish what sort of unscheduled absences would count as an Occurrence. Some unscheduled absences might be eligible to count as PTO for Full-Time employees, if available.
DEFINITION OF TARDY
Employee tardiness has a significant impact on business operations and on other employees. Failure to be in the office sitting for huddle at the scheduled time without prior management approval is considered a ‘tardy’ Although employees are expected to be at the office present for pre-shift huddle at the scheduled time, a five (5) minute grace period is available (WITH MANAGEMENT NOTIFICATION) at the beginning of an assigned shift or when returning from an unpaid break to account for unexpected delays. Excessive abuse of this grace period may result in disciplinary action, up to and including termination.
💡 For Morning shifts, you should be here by 7:00 AM or earlier to be prepared to start the morning shift huddle at 7:10 AM. For Afternoon shifts, you should be here by 1:45 PM to have a team meeting or get prepared before Tuesday’s or Thursday’s shift huddle at 2 PM
DEFINITION OF OCCURRENCE
- A consecutive period of no more than three unapproved and unscheduled absences, certified by a physician as medically necessary for the employee or the employee’s child or covered family member.
💡 Serious illnesses or injuries (typically lasting over three consecutive days) may be covered under the Family and Medical Leave Policy (FMLA). To apply for FMLA, employees should contact the office manager.
- Missing a mandatory staff meeting without prior supervisor approval.
- Failure to complete the entire work shift without having completed the time-off request procedure will be recorded as a “tardy.” This includes any instance of leaving work before the shift is completed. (This does not apply if sent home by management due to injury, illness, or office schedule.)
- Arriving late to work by 2 hours or more, or missing up to half the scheduled shift, whichever is less.
❗(e.g., Being 2 hours late for an 8-hour shift would result in an occurrence; being 1 hour late for a 4-hour shift would result in an occurrence.)
DEFINITION OF NO CALL/NO SHOW
An employee no call/no-show is the failure of an employee to report to work at their location and scheduled shift, combined with the failure to notify management of the absence. A no-call/no-show for three consecutive days is considered to be ‘job abandonment’ and results in termination of employment. An employee terminated for no call/no show may be reinstated upon ‘good cause shown’ For example, the employee was unable to notify management within the three days due to injury or medical care, but did notify management at the earliest opportunity thereafter. Such decisions will be reviewed by Human Resources and Administration.
PAID TIME OFF #
FULL-TIME PTO BENEFIT
Paid Time Off is a benefit offered exclusively to Full-Time employees of Hill Family Chiropractic and is granted after the employee’s first anniversary of their date of hire. At the time of this anniversary, the employee will receive the 7 shift (35-hour) allotted PTO for full-time employees. The full 7 shift (35-hour) PTO allowance will be replenished on January 1st of the following year and will expire on December 31st of the same year.
👉 EXAMPLE: Hire Date: 6/1/2022 (No PTO balance granted) Anniversary (6/1/2023) 7 Shifts of PTO Allotted January 2024 Full 7 Shifts of PTO Replenished
PAID TIME OFF FOR SCHEDULED ABSENCES
Any PTO hours that are unused by December 31st will not carry over into the following year. The qualifying employee may choose to classify any scheduled absence as Paid Time Off before the absence – by submitting the initial HFC Time-Off Request Form with notification of PTO, or after the absence, but before the end of the current pay period – by filling out a Time Off Request Form designating which hours should be counted toward PTO. If the employee is attempting to designate a certain number of PTO hours that surpasses their remaining PTO allowance for that year, only the amount of PTO that the employee qualifies for will be granted. The remaining hours will be classified as “Unpaid Time Off”. The remaining hours will follow the normal Time-Off allowance standards, and the employee will not be compensated for the overage.
ALLOWANCES #
Each employee is allotted the number of shifts they would work in a week X2, which can be missed per calendar year. (i.e. Full time = 7 shifts worked per week X2 = 14 shifts absent allowed per year.) Every approved and unscheduled absence will be deducted from the employee’s allotment. No more than 30 Hours (roughly 10 shifts) can be requested off in a row. If an employee is absent more than their allotted amount, disciplinary action* may be taken.
ℹ️ PTO will not count against your allotted time off.
‼️ *Further discipline will be determined by the employer and may include (but will not be limited to) loss of bonus, loss of PTO, or termination.
COMMUNICATION #
COMMUNICATION OF ABSENCES
💡 Because attendance is crucial for business operations, prompt notification of inability to report for work is important. All Hill Family Chiropractic employees are required to notify management of situations that prevent them from being at work at their regularly scheduled time.
If an employee is unable to work because of an emergency, illness, or pressing personal business, or if an employee arrives late or leaves early, he or she must, in all cases, contact management immediately. Notification given to a fellow employee is not sufficient and is not counted as a required notice. If possible, notice must be given at least one hour or more prior to the scheduled starting time or one hour or more before an early departure. Hill Family Chiropractic reserves the right to take corrective action in circumstances of recurrent late notification of absences and tardiness. Call in or text to the immediate supervisor. If they cannot be immediately reached, leave a message.
COMMUNICATION OF TARDINESS
Similar to the communication of absences, employees are responsible for providing prompt notification of potential tardiness. This includes a text or phone call to the employee’s direct supervisor notifying them of the employee’s expectation of tardiness. Notification of fellow employees is not sufficient and not counted as a required notice.
FAILURE TO COMMUNICATE ABSENSES OR TARDINESS
If an employee fails to report for their scheduled work shift, combined with a failure to contact an assigned management representative within the first half of their scheduled work shift, they will be subject to corrective action and will be issued a double occurrence for each daily incident. Corrective action will not be taken in those rare circumstances where an employee to contact their management representative to report an absence. Example: When the employee is unable, due to injury and medical care, to notify management, the employee must notify management at the earliest opportunity of the situation.
DISCIPLINE #
DISCIPLINE FOR ABSENCES
Disciplinary action will be taken, as noted below, based on the amount of allotted absence time used within a calendar year.
| 50% of Allotted Time | Verbal notice. |
|---|---|
| 75% of Allotted time | Notice of potential “probation.” |
| 100% of Allotted Time | Placed on probation, possibly resulting in further discipline. * |
DISCIPLINE FOR TARDIES W/O NOTICE
Disciplinary action for tardies without notice will be issued in the following increments (Re-starts Annually)
| 5th Occurrence | Verbal Notice |
|---|---|
| 9th Occurrence | Notice of potential probation. |
| 10th Occurrence | Placed on probation, possibly resulting in further discipline. * |
‼️ *Further discipline will be determined by the employer and may include (but will not be limited to) loss of bonus, loss of PTO, or termination.
LOSS OF BONUS #
💡 For example: Michael has 14 allotted absences for 2023. If Michael misses 21 scheduled shifts of work during the year, he has reached his allotted time off plus 50% of his allotted time off (14+7=21 Shifts). This will mean he gets half of his bonus at the end of the quarter. So, if 3% of Michael’s annual earnings were $800, his bonus would be reduced to 1.5% or $400 instead.
OFFICE CLOSINGS #
HOLIDAYS
Hill Family Chiropractic will be closed in observance of many of the major national holidays. Listed below are the holidays in which the office will be closed, including any of the surrounding days that are typically granted along with each holiday.
New Year’s Day Memorial Day Independence Day Labor Day Halloween Thanksgiving Day Christmas Eve Christmas Day
HFC fully expects, and encourages, employees to take each of these holidays off entirely.
Therefore, absence on these days will not be counted against any of an employee’s Time-Off Allowance. If an employee decides to clock in to work on any of these days, they will be compensated at their regular hourly rate, as normal. If an employee elects to take these holidays off, PTO may be used to compensate for the missed hours, if available.
There may be occasional situations in which the schedule allows for even more flexibility beyond these dates, but these extensions will be determined and agreed upon as a team.
<aside> 💡 If an employee needs additional days off surrounding any of these holidays and the office has made the decision to remain open, the employee will need to follow the standards of the HFC Time- Off policy and procedure.
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WEATHER
It is the expectation of Hill Family Chiropractic that employees be at work during their scheduled work hours. Management has the discretion to close the facility due to inclement weather and/or a national disaster that would jeopardize the safety of employees, patients, visitors, etc. In the event a facility closes for these reasons, employees should take the day using available paid time-off, such as holiday or vacation hours. If no paid time is available, the day would be unpaid.
Employees will not receive an occurrence for the unscheduled absence provided that the administration decides to close the facility for reasons described above.
💡 Management has the right to waive tardiness and occurrences on days when inclement weather or a national disaster is the cause.
Hill Family Chiropractic reserves the right to bypass any or all of the above steps when an employee accumulates attendance occurrences too rapidly or has a trend of no-call/no-shows. Management can and will respectively administer the appropriate warnings up to and including termination or make exceptions to corrective action procedures listed above.
