GENERAL INFORMATION
INTRODUCTION This handbook is to provide employees with a general understanding of Excellence Medical Group’s policies. It is intended to familiarize employees with information about Excellence Medical Group, as well as information regarding an employee’s responsibilities. All employees are required to read, understand, and follow the provisions of the handbook. If you have questions about any of the policies, please feel free to contact the office manager. Please note that this handbook cannot anticipate every situation or answer every question about employment. It is not an employment contract or a legal document. Excellence Medical Group reserves the right to change or revise its policies and benefits described in this handbook at any time, without notice, whenever it is determined that such action is warranted. This handbook supersedes all prior versions. Except for the policy of at-will employment and policies compelled by law, Excellence Medical Group may change the policies described in this handbook at any time. The company’s policy of employment-at-will can only be modified by a written agreement, signed by the Owners of Excellence Medical Group. We want you to feel comfortable and proud to be a part of Excellence Medical Group. As a valued member of our staff, we expect hard and honest work in return for the benefits of employment with us. EQUAL OPPORTUNITY EMPLOYMENT Excellence Medical Group is an Equal Opportunity Employer. We are committed to maintaining a workplace that is free of discrimination and harassment, and we do not discriminate against qualified employees or applicants based on race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, health status, military status, status as a victim of domestic violence, sexual assault, stalking, or any other characteristic protected by federal, state, or local law or ordinance. When necessary, Excellence Medical Group will reasonably accommodate employees and applicants with disabilities if the person is otherwise qualified to safely perform all of the essential functions of the position.
EMPLOYEE RELATIONS POLICY Excellence Medical Group values the talent and loyalty of our staff. To foster these traits we offer competitive wages; a clean, pleasant, and safe working environment; and a well trained and knowledgeable management team to provide quality supervision and support. It is the goal of Excellence Medical Group to exceed the needs of our patients by providing the best possible service. To accomplish this goal, we must work as a team and communicate openly at all times. By working collaboratively and maintaining open lines of communication, we can rise to meet all challenges that we encounter. Therefore, Excellence Medical Group provides an open-door communication policy and encourages employees to speak up about any matters that may arise during employment. Open Door Policy and Communications Excellence Medical Group is committed to an open-door communication policy. You are encouraged to bring comments, criticisms, suggestions, and questions to the office manager. It is the intent of Excellence Medical Group to give you the opportunity to discuss any issue that may’ arise to prevent any problems or frustrations from interfering with your ability to achieve Excellence Medical Group’s goal of safe and effective care. Regular office meetings will be held to discuss all aspects of Excellence Medical Group’s operations. These meetings will also provide an opportunity for you to raise ideas, concerns, and suggestions with management. Excellence Medical Group will also use these meetings to keep you informed of the organization’s activities, policies, strategies, and goals. Employee Communication and Responsibility Excellence Medical Group offers multiple resources to address any issue or concern you may have during your employment. We encourage you to maintain open communication and seek assistance as needed. We do not want you to hesitate to approach the office manager if you have any concerns, questions, or require assistance. Please remember that Excellence Medical Group cannot address or resolve concerns unless you communicate them clearly. Therefore, it is your responsibility to bring any questions, concerns, or requests for assistance to the office manager. You will not face retaliation or adverse consequences for openly and honestly communicating with the office manager or any other employee, including raising concerns regarding workplace safety, discrimination, harassment, or other issues that are legally protected. If you are unable to speak with the office manager for any reason, you are encouraged to contact the owners of Excellence Medical Group, Ronnette Daulton or Aaron Cagle. The company will ensure that all communications are handled promptly and respectfully. Non-Retaliation and Reporting Concerns Excellence Medical Group has a strict non-retaliation policy. You are protected from retaliation or adverse action for reporting concerns, making complaints, or participating in investigations related to issues such as:
Retaliation means any adverse action, including but not limited to: firing, demotion, suspension, harassment, or any other action that would reasonably deter an employee from engaging in protected activity. If you feel that your concerns are not being addressed in a fair or timely manner, or if you believe you have been subjected to retaliation, you are encouraged to raise the issue directly with the company’s owners, Ronnette Daulton or Aaron Cagle.
Pay & Other General Employment Matters EMPLOYMENT STATUS At-Will Employment Your employment with Excellence Medical Group is at-will. This means that either you or Excellence Medical Group may terminate the employment relationship at any time, with or without cause, and with or without prior notice, except as otherwise required by law. This policy does not alter your status as an at-will employee and is not intended to create a contract for employment for any specified period. No one at Excellence Medical Group, other than the Manager or Owners, has the authority to alter your at-will employment status, nor can anyone enter into an agreement that would specify a period of employment or make any agreement that contradicts the at-will employment policy. Any modification to your at-will status must be done in writing, signed by both you and the one of the Owners. Introductory Period All new employees are considered to be in an introductory period for the first 90 days of employment. During this period, employees will have the opportunity to learn about their job duties and responsibilities, and Excellence Medical Group will evaluate whether the employee meets the expectations of the position. Note on California Law: The introductory period does not change your status as an at-will employee. You remain an at-will employee during the introductory period and throughout the duration of your employment with Excellence Medical Group. The introductory period may be extended for legitimate business reasons, such as additional training needs, or due to significant absences taken by the employee during this period. Any extension of the introductory period must be documented in writing.
EMPLOYMENT CLASSIFICATION The classes of employees are as follows: REGULAR FULL-TIME EMPLOYEES: Employees in positions intended to be part of regular operations, scheduled to work 40 or more hours per week on a consistent basis. REGULAR PART-TIME EMPLOYEES: Employees in positions intended to be part of regular operations, scheduled to work fewer than 40 hours per week. NON-REGULAR EMPLOYEES: Employees who are temporarily employed to work on special projects, or employees who have no regular schedule but may be called to work on an as-needed or on-call basis. These positions are typically not intended to be part of regular operations. Regardless of employment classification, there is no guarantee that any job will continue for a specified time, that work will be available on a consistent basis, or that a certain number of hours will be provided to any employee. Any position, whether regular or non-regular, may be eliminated at any time, with or without notice, in accordance with applicable law. Employees who are subject to federal and/or state overtime laws are classified as non-exempt employees. Non-exempt employees are entitled to overtime pay for hours worked in excess of 40 hours per week, or in excess of 8 hours in a day, as required by the Fair Labor Standards Act (FLSA) and the California Labor Code. Employees who are not subject to overtime laws are classified as exempt employees and are not entitled to overtime pay. Classification as exempt or non-exempt will be made based on the specific duties and salary requirements for each position.
HOURS OF WORK OFFICE HOURS AND EMPLOYEE SCHEDULING The office is generally open from 8:00 AM to 5:00 PM, Monday through Friday. Employees may be assigned shifts to meet the needs of our patients and to ensure proper coverage of the office workload. These hours may include regular business hours or shifts before and after the standard hours. Individual schedules are assigned based on the operational needs of Excellence Medical Group. While employees may establish a general pattern of working hours, no specific schedule is guaranteed. Excellence Medical Group retains the right to change schedules as needed, at its discretion, to meet business needs. Schedule Changes and Notice: While we strive to provide reasonable notice of schedule changes, immediate or last-minute business needs may require adjustments without sufficient time for advance notice. In the event of significant schedule changes that require an adjustment in an employee's working hours, we will make every effort to provide as much notice as possible. Under California labor law, if the schedule change substantially alters an employee’s hours Excellence Medical Group will provide reasonable notice in accordance with business needs. In cases where an employee’s new shift exceeds 8 hours in a day or 40 hours in a week, the employee will be paid in accordance with California overtime laws, and eligible employees will be provided with the required meal breaks and rest periods. Employees should be aware that changes to their schedule may affect their eligibility for overtime pay and meal/rest breaks, and non-exempt employees will be compensated for any additional hours in accordance with California wage and hour laws.
ARRIVAL & DEPARTURE Employees should be on the premises only during their scheduled work hours. You should arrive in time to begin work at your scheduled starting time and depart promptly at the scheduled end of your shift. ATTENDANCE Excellence Medical Group relies on the punctuality and regular attendance of employees to deliver high-quality service to our patients. While we strive for perfect attendance, we understand that occasional absences may occur due to illness, personal matters, or emergencies. Employees are expected to be present and on time for their scheduled shifts, and any changes to your attendance should be communicated in advance. If for an unforeseeable reason, you are late returning to work from a break or lunch, you must alert the office. Reporting Your Absence: Failure to notify or report an absence may be viewed as job abandonment and may result in disciplinary action or voluntary resignation, unless the absence is due to an emergency or other extenuating circumstances. Exceptions will be considered on a case-by-case basis, particularly for serious illnesses or emergencies. Sick Leave and Medical Documentation If your absence is related to illness or injury, you may be required to undergo an examination by a healthcare provider selected by Excellence Medical Group, especially for extended absences or medical conditions that may impact your ability to perform your job. Personal or Emergency Time Off: If all paid time off is exhausted, employees may request unpaid time off. However, this should only be requested once all paid leave options have been used. OVERTIME Non-exempt employees may be required to work overtime. Non-exempt employees are paid overtime for all hours worked over 8 hours in 1 day and/or over 40 hours in a workweek (unless on an alternative work schedule, i.e. 4 10’s). In order to work overtime, you must obtain prior advance approval from the office manager. Working overtime without permission may result in discipline, up to and including termination of employment. Makeup Time Exception to Overtime If you wish to make up work time that is or would be lost as a result of a personal obligation, you may do so in certain circumstances as described below upon request and approval by the office manager. Any “make-up” hours must be performed in the same workweek in which the work time was lost, and will not be counted toward the total number of hours worked in a day for purposes of overtime requirements, except for hours in excess of 11 hours of work in one day or 40 hours in one work week. In the case of an employee making up time in advance of the time off, but the employee does not take the time off later in the work week, the employer will not be liable for any daily overtime on the make-up time day, provided that the employee worked less than 11 hours on that day. If the employer permits the employee to work more than 40 hours in the workweek, however, the employer will be liable for overtime after 40 hours. Excellence Medical Group does not require you to “make-up” time and you will never be asked to “make-up” time. Making a request to “make-up” time is solely in your discretion. Overtime Approval:
Rest and Meal Breaks California law requires that non-exempt employees receive breaks and meal breaks during their shifts, as follows: Rest Breaks:
Rest breaks should, whenever possible, be taken in the middle of the work period. Rest breaks are paid time and are considered part of your work hours. Meal Breaks: Employees working 5 or more hours in a day are entitled to one unpaid 30-minute meal break. This break must be taken no later than the end of the 5th hour of work.
General Meal and Rest Break Compliance:
If you are not provided with your required meal or rest breaks, or if you have any questions regarding your meal or rest periods, please contact the office manager immediately. Failure to take meal or rest breaks may result in missed legal benefits and impact payroll records. Important Reminders:
PAYROLL Pay Periods: Excellence Medical Group issues paychecks on a bi-weekly basis, with paydays on every other Thursday. If a payday falls on a holiday, the paycheck will be issued on the closest preceding or following business day. Overtime and Adjustments: If there are any adjustments needed for overtime or short-time hours worked during the pay period, such adjustments will be made in the next following pay period and noted on the paystub. Payroll Errors: If you identify an error in your paycheck (e.g., incorrect pay, deductions, or missed overtime), please report it immediately to the office manager. Payroll discrepancies should be addressed promptly to ensure that corrections can be made in a timely manner. Payroll Check Pickup: Only the employee whose name appears on the payroll check may pick up their check unless the employee has provided prior written authorization for another person to collect the paycheck on their behalf.
PAYROLL DEDUCTIONS Withholdings from Wages In accordance with federal and state laws, the following deductions will be withheld from your wages:
Tax Withholding Changes: Payroll Advances It is the policy of Excellence Medical Group not to make payroll advances. Employees are expected to receive wages for hours worked at the regularly scheduled pay periods. Payroll advances will not be offered under any circumstances.
TIME KEEPING All non-exempt employees are responsible for accurately recording the specific hours you work each day on your electronic timecard. You must:
You will be paid based on the hours recorded on your electronic timecard. Therefore, it is imperative that you accurately clock in and out, as any inaccuracies can result in payroll errors.
Clocking In/Out Guidelines:
Consequences for Misuse: Failure to follow the proper timekeeping procedures or misusing the timekeeping system can result in disciplinary action, up to and including termination of employment.
EMPLOYEE BENEFITS
HOLIDAYS Excellence Medical Group provides the following unpaid holidays each year: Thanksgiving Day, Christmas Day, President’s Day, Labor Day, Memorial Day, Independence Day Vacation Policy Excellence Medical Group offers paid vacation for eligible employees. The following outlines the vacation accrual, eligibility, and usage policies:
Eligibility Regular Full-Time Employees: Any employee who has been a regular full-time employee for at least 12 consecutive months and has worked a minimum of 1920 hours during that period may be eligible to accrue paid vacation.
Regular Part-Time Employees, Non-Regular Employees, and Employees on Unpaid Leaves of Absence: These employees are not eligible for vacation accrual or pay.
Accrual Rates Upon Completion of One Year of Service (from your first Anniversary Date to the second Anniversary Date), an eligible employee accrues 40 hours of paid vacation. After the First Year, upon completion of each subsequent year of service, an eligible employee accrues 80 hours of paid vacation annually (calculated for the year between anniversary dates).
Maximum Accrual: Employees may accrue vacation hours up to a maximum of 160 hours. Once an employee has reached this cap, they will stop accruing additional vacation until they use some of their balance. Unused vacation time up to the 160 hours will carry over from year to year. The accrual cap and carryover period are in compliance with applicable state laws.
Unused Vacation: While it is the practice of Excellence Medical Group to pay out unused vacation time, the company reserves the right to carry over unused vacation time at its discretion. Vacation at Time of Termination: If your employment ends (whether voluntarily or involuntarily), any unused vacation accrued through the termination date will be paid to you upon separation. Conversely, if you have taken more vacation than you have accrued at the time of your separation, the unearned portion will be deducted from your final paycheck.
Paid Time Off for Vacation Calculation of Vacation Pay: Vacation pay is based on straight-time earnings at the time the vacation is taken, meaning your regular hourly rate of pay, excluding overtime, bonuses, or other additional pay. For example, if you are a regular hourly employee, you will be paid at your regular hourly rate during your vacation time. Scheduling Vacation Time Employees may request vacation time off; however, Excellence Medical Group has the final discretion to approve or deny any vacation requests based on operational needs. To avoid scheduling conflicts, employees are encouraged to request vacation time as far in advance as possible. Planned time off must be requested at least 2 weeks in advance. Delaying your request may result in your request being denied. Vacation Conflicts: In the event that two employees request the same time off, and it is not possible for both employees to be off at the same time, Excellence Medical Group will make the final decision based on business needs. While we will make every effort to honor your request, the company’s operational requirements will take priority.
LEAVE OF ABSENCE Excellence Medical Group provides leave of absence options for employees who are unable to work due to extended absences. The nature and eligibility of these leaves are governed by company policies and applicable state laws, including but not limited to California Pregnancy Disability Leave (PDL) and other relevant leave laws. Types of Leave Leaves may be granted for the following reasons: Serious Health Condition: Absences due to your own serious health condition, whether work-related or non-work-related. Pregnancy Disability Leave: Leave for pregnancy, childbirth, or related medical conditions under California's Pregnancy Disability Leave (PDL), which can be taken intermittently as needed. Military Service: Military leave duration and reinstatement rights are governed by California military leave laws and USERRA.
Other Unique Situations: Leave for other situations requiring extended absence, as determined by Excellence Medical Group, in accordance with applicable laws.
Leave Request and Documentation
Request for Leave: Employees are expected to request a formal leave of absence as soon as reasonably possible, preferably in advance, when it is known that an absence will exceed three workdays (other than routine vacation). Requests should be made to the Office Manager. Required Documentation: You may be required to provide certification of need from a healthcare provider and/or other supporting documentation for your absence prior to and during the leave. If applicable, you may also be required to provide a fitness-for-duty certification before returning to work. Notice of Leave: In cases where the need for leave is foreseeable, employees must provide at least 30 days’ notice prior to the leave if possible. If the need for leave is unforeseeable, you must notify the office manager as soon as possible under the circumstances. Duration of Leave: The length of leave granted will be based on the purpose of the leave and any applicable laws (e.g., Pregnancy Disability Leave (PDL)). Excellence Medical Group’s Discretion: Excellence Medical Group reserves the right to grant or deny any leave request based on business needs, employee eligibility, and applicable laws.
Unpaid Leave Employees may be placed on unpaid leave for the duration of their absence, subject to the terms of the applicable leave laws.
Return to Work
Fitness for Duty: Upon returning from a leave of absence, you may be required to provide a fitness-for-duty certification from your healthcare provider stating that you are able to resume your duties safely.
Job Protection: Employees on qualifying leave are generally entitled to job protection and will be restored to their original position or an equivalent position, subject to the applicable laws. However, if you are unable to return to work at the end of your leave, your employment may be terminated, unless otherwise required by law.
SICK LEAVE Excellence Medical Group provides paid sick leave benefits to eligible employees in compliance with California law. Paid sick leave can be used for personal illness, injury, medical appointments, or to care for an eligible family member who is ill. Accrual of Sick Leave
Eligibility for Sick Leave
Use of Sick Leave
When using sick leave for family care, employees may only use up to 50% of their accrued sick leave, not 50% of their total available sick leave.
Sick Leave Pay
Unused Sick Leave
Notification and Documentation
Leave of Absence and Sick Leave If you are absent for more than three workdays, you may be required to request a formal leave of absence (refer to the Leave of Absence section) in addition to using sick leave. BEREAVEMENT LEAVE
Notification
JURY DUTY In the event that you are called for jury duty and required to serve, time off will be granted as necessitated by the schedule of the court. You are expected to give advance notice to your supervisor, provide documentation from the court verifying your service, and return to work as soon as your jury service is completed each day, if possible.
Note: Employees who are absent due to jury duty may not be discriminated against or retaliated against in any way under California law (Labor Code Section 230). If you are unable to fulfill your work duties due to jury duty, you will not be penalized, as long as the proper documentation is provided and you meet the reporting requirements.
FEDERAL AND STATE INSURANCE PLANS Required Benefits for Employee Protection Unemployment Insurance Unemployment compensation provides assistance to qualified individuals who become unemployed through no fault of their own. The entire cost of this protection is paid by Excellence Medical Group. Eligibility for benefits is determined by the state, and the amount of benefits may vary depending on your circumstances. Workers’ Compensation Insurance Workers’ Compensation Insurance covers medical expenses and provides benefits for employees who are injured on the job or who suffer from a work-related illness. Workers' compensation also provides wage replacement while you are unable to work due to an injury or illness. It is a felony (punishable by imprisonment and substantial fines) for any person to knowingly make any false or fraudulent statement for the purpose of obtaining workers' compensation benefits. Certain actions, such as violating the company’s policies related to drugs and alcohol, failing to report an injury or illness properly, refusing to submit to a medical examination, or not following treatment directions of an attending health care provider, may forfeit your right to workers’ compensation benefits. Note: Under California law, Excellence Medical Group and its workers' compensation insurance carrier are generally not liable for injuries arising out of voluntary participation in off-duty recreational, social, or athletic activities that are not part of the employee’s work-related duties. Social Security and Medicare Both you and Excellence Medical Group share the cost of Social Security and Medicare contributions, with each party paying fifty percent. Through Social Security, you may become entitled to monthly income benefits when you retire or in certain cases of long-term disability. Medicare provides coverage for certain medical expenses when you reach eligibility age or in some cases of disability. State Disability Insurance (SDI) and Paid Family Leave (PFL) State Disability Insurance (SDI) is fully paid by the employee and provides wage replacement benefits for a non-work-related illness or injury that causes you to be temporarily unable to work. Paid Family Leave (PFL), also part of the SDI program, provides benefits when you take time off to care for a seriously ill family member or to bond with a new child. Before receiving Paid Family Leave benefits, you must first exhaust any accrued vacation (up to a maximum of two weeks). It is your responsibility to apply for benefits under these programs, and you should review the material provided by the state of California for full details. Note: SDI and PFL do not obligate Excellence Medical Group to grant time off, nor does it guarantee your job will be held open until you return.
EMPLOYEE PROFESSIONAL CONDUCT
QUALITY OF SERVICE At Excellence Medical Group, we expect all employees to provide the highest quality service to our patients. This includes maintaining professionalism, courtesy, and respect, even in situations where stress levels are high or when dealing with upset individuals. Respectful Communication: All employees are expected to be polite and courteous to both patients and coworkers at all times, regardless of the circumstances. If you are faced with a challenging situation or interaction, approach it calmly and respectfully, focusing on resolving the issue without escalating tensions. Handling Disagreements: Confrontation is unprofessional and not tolerated at Excellence Medical Group. If you have a disagreement with a patient or fellow employee, address the issue in a constructive manner. Stick to the facts, remain objective, and avoid personal attacks. Lead by Example: It is essential to maintain control of your emotions and set a positive example for others. A true professional remains composed, even in difficult situations, and strives to de-escalate conflicts through kindness and patience. Always aim to guide interactions in a calm and productive direction.
OFF DUTY CONDUCT As a member of the Excellence Medical Group team, you represent our organization both during and outside of work hours at functions related to our business. Whether you are on the clock or off, your actions reflect on the reputation and good name of Excellence Medical Group. Professional Conduct at All Times: While you are identified with Excellence Medical Group, we expect you to act professionally, demonstrating the values and standards that we uphold. This includes behavior both on and off the job, in public and private settings. Your conduct should always reflect positively on our team and our mission to provide exceptional service to our patients. Remember, as part of our team, your professionalism is a direct reflection of our collective values and the image we present to the community.
CONDUCT, PERFORMANCE & SEPARATION POLICIES Impermissible Conduct Employees are expected to abide by all work rules and standards and to avoid conduct that is detrimental to Excellence Medical Group or to other employees. Following is a list of examples of conduct that is not permitted in the workplace. The examples set forth below represent the type of conduct that you must avoid, but this is not an exhaustive list of all impermissible conduct in the workplace. Any conduct that adversely affects Excellence Medical Group or the employee’s job performance or is otherwise detrimental to Excellence Medical Group or other employees may also result in disciplinary action including, but not limited to, termination. Impermissible conduct includes, but is not limited to:
ETHICS Ethical behavior is a vital aspect of our business. All employees are expected to comply with this policy. If you are aware of unethical behavior, which is not being adequately resolved, you may anonymously report such a situation directly to the Owners. Any form of retaliation against you for reporting such abuse will be a violation of company policy. As with all violations of company policies, disciplinary measures will be taken up to and including dismissal. If an employee improperly uses the reporting system to harm or slander another employee through false accusations, malicious rumors, or other irresponsible actions, the offending employee will be subject to discipline.
UNETHICAL BEHAVIOR INCLUDES, BUT IS NOT LIMITED TO:
DRESS CODE Excellence Medical Group’s dress code includes black scrubs, olive green scrubs, well-fitting, clean, and non-wrinkled. Uniform color: green on Mondays, black Tuesday, Wednesday, and Thursday, and Free Choice on Fridays. Scrubs are to be in good repair, with no holes or stains. Failure to meet the dress code may result in disciplinary action up to and including termination.
PERSONAL GROOMING As important as how you dress is how you maintain your personal appearance Facial hair must be kept neatly trimmed. Employees with longer hair may wear it in a ponytail or pulled back out of their face, ensuring it does not interfere with medical procedures. Nails should be kept at a reasonable length, and tattoos must be covered while at work. Piercings or plugs should be discreet and not interfere with job duties. Excellence Medical Group will accommodate medical or religious exceptions to these policies upon request.
CONFLICT OF INTEREST AND EMPLOYEE RELATIONSHIPS While Excellence Medical Group values the well-being of its employees and respects their personal lives, it is crucial to avoid situations that may lead to conflicts of interest, favoritism, or bias in the workplace. These concerns can impact the integrity and function of our business. As such, we require that all employees disclose certain relationships that may create potential conflicts of interest. Policy on Relationships: Excellence Medical Group permits the employment of relatives and individuals with close personal relationships, including spouses, significant others, and those living in the same household. However, we strongly discourage the employment of relatives or close personal connections, as such arrangements may give rise to conflicts of interest or perceptions of favoritism. Relatives are defined as individuals connected by blood or affinity, including marriage or other familial relationships. A close personal relationship may involve relationships that could potentially lead to bias or conflict of interest, including but not limited to romantic or close friendships, regardless of gender. Disclosure of Relationships: To ensure transparency and mitigate conflicts of interest, employees are required to disclose any relationship with another employee at the time of hire, or if such a relationship develops during employment. This includes relationships that may create a potential conflict of interest or situations where bias, favoritism, or undue influence may occur. The impact of such relationships will be reviewed on a case-by-case basis, with particular attention given to:
Review Process and Exceptions: Each potential conflict of interest situation will be assessed individually. In exceptional cases, where a conflict is unlikely to impact the workplace, exceptions to the policy may be granted. However, such exceptions must be approved in writing by management pr owners prior to employment, or within a reasonable time frame if the relationship develops after employment begins. Disciplinary Action: Employees who fail to disclose relationships or who engage in behavior that creates an actual conflict of interest, or the perception of favoritism or bias, may be subject to disciplinary action, up to and including termination. Any violations of this policy will be reviewed fairly, with the goal of maintaining a productive, non-discriminatory, and unbiased workplace environment. Confidentiality and Privacy: Excellence Medical Group understands the importance of respecting the privacy of its employees. Information disclosed under this policy will be treated with confidentiality. However, employees should understand that failure to disclose relationships that may impact the workplace can result in disciplinary action.
CORRECTIVE ACTIONS Employee Discipline and Discharge Excellence Medical Group maintains the right to take disciplinary action as appropriate for violations of policies or poor performance, up to and including immediate termination, at the company’s discretion. This discipline may involve counseling, written warnings, suspension, or discharge.
Employee Problem Solving Procedure (EPSP) At Excellence Medical Group, we value a positive and productive work environment. The Employee Problem Solving Procedure (EPSP) is designed to help resolve conflicts or concerns in a fair, timely, and objective manner, with the goal of addressing issues internally and minimizing frustration. We encourage all employees to raise any issues or concerns as early as possible to ensure they are handled fairly. We encourage all employees to first discuss complaints with the involved parties. If it is ineffective, the EPSP is to be followed. The EPSP is as follows:
Important Notes:
Disciplinary Action: Failure to adhere to this procedure may result in disciplinary action. However, any complaints raised in good faith will be reviewed fairly and thoroughly, in accordance with Excellence Medical Group's policies and applicable laws.
RETURN OF EQUIPMENT & SUPPLIES Upon separation from employment, you are required to return any Excellence Medical Group property, including keys, identification, equipment, supplies, training manuals, or any other items provided to you by the organization. Failure to return company property may result in deductions from your final paycheck, subject to applicable laws.
Disciplinary Procedures Excellence Medical Group, at its sole discretion, may impose disciplinary action based on the nature and severity of the misconduct. Discipline may include oral or written warnings, reprimands, suspensions, or termination. As an at-will employer, Excellence Medical Group reserves the right to take disciplinary action at any stage, up to and including immediate termination, depending on the circumstances. Performance Evaluations Excellence Medical Group recognizes the value of performance feedback and may conduct performance evaluations at least once a year. These evaluations provide an opportunity to review strengths and areas for improvement and to set future goals. However, a positive performance evaluation does not guarantee a pay raise or continued employment. Performance evaluations are at the discretion of Excellence Medical Group, and you are not guaranteed regular evaluations. Any salary changes, if deemed appropriate, will be made at the discretion of Excellence Medical Group based on factors such as performance, company performance, and other relevant criteria. No salary increase is guaranteed, and any change in salary will take effect only upon formal written approval. Separation Procedures Employees are encouraged to provide at least two weeks' written notice prior to voluntary termination. While this is a preferred practice, failure to provide notice will not affect your eligibility for final pay. Upon separation from employment, you are required to return all company property, including keys, equipment, supplies, and documents. You may also be asked to participate in an exit interview, though participation is voluntary. At the time of termination, Excellence Medical Group will provide you with your final paycheck, which will include all accrued and unused vacation time, as required by California law. If the employee does not provide notice, California law mandates that they receive their final paycheck within 72 hours. If you qualify, you and your dependents may have the right to continue group medical benefits temporarily under COBRA.
MEDICAL EXAMINATIONS Excellence Medical Group may require a medical examination as a condition of employment or continued employment in certain circumstances. A medical exam may be required after a conditional offer of employment has been made to an applicant, provided that the exam is job-related and consistent with the essential functions of the position. The medical examination will be conducted in accordance with applicable federal and state laws, including the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA). In addition, Excellence Medical Group may require a medical examination during employment to determine whether an employee is able to perform the essential functions of their job or to assess their fitness for duty. These exams will be job-related and consistent with business necessity, particularly when there are concerns about an employee’s ability to safely perform their duties. Medical information obtained through these exams will be kept confidential, stored separately from personnel files, and used only for purposes related to the employee's ability to perform their job safely and effectively. Excellence Medical Group will comply with all applicable laws, including the ADA and FEHA, to ensure that medical exams are non-discriminatory and do not infringe upon an employee’s rights. Any medical information obtained will be treated with the utmost confidentiality and will only be shared with individuals who need to know for employment-related purposes.
PERSONNEL RECORDS Excellence Medical Group maintains a personnel file for each employee, which is stored in a secure cabinet in the office manager’s office. The contents of your file are confidential to the extent permitted by law. You have the right to inspect your personnel file and obtain copies of documents you have signed. Please contact the office manager to arrange access to your file. Reasonable fees may apply for copy requests. Please inform the office manager of any changes to your personal information, including your legal name, address, phone number, marital status, number of dependents, emergency contact details, or automobile insurance certificate (including proof of minimum state-required coverage). Keeping this information up to date ensures that your records are accurate for administrative, payroll, and compliance purposes.
OUTSIDE EMPLOYMENT Employees are permitted to engage in outside employment, provided that it does not conflict with the interests or duties of Excellence Medical Group. However, outside employment is not permitted if it:
Employees are encouraged to notify their supervisor or HR if they are unsure whether their outside employment might create a conflict of interest or interfere with their work duties.
DRUG-FREE WORKPLACE POLICY Excellence Medical Group is committed to maintaining a drug-free and safe work environment. Employees are prohibited from reporting to work or performing job duties while under the influence of drugs or alcohol, including the illegal use of prescription drugs. The legal use of controlled substances, such as prescription medications prescribed by a licensed healthcare professional or over-the-counter drugs, is not prohibited by this policy, provided that such use does not impair an employee’s ability to perform their job duties safely and effectively.
SMOKE-FREE WORKPLACE Excellence Medical Group is committed to providing a healthy and professional work environment. As part of this commitment, the office is a smoke-free environment, and smoking is not allowed inside the office or on the premises. Smoking Off the Premises: Employees who smoke must do so off the premises during breaks or after working hours. Smoking is not permitted in company parking lots, sidewalks, or any other areas owned or controlled by Excellence Medical Group. Smelling of Smoke: Employees are expected to maintain a professional appearance and presentation while at work. The smell of smoke is not considered professional behavior in the workplace and may negatively impact the office environment or impact patients who are sensitive or allergic to smoke. Employees who smoke should take care to avoid smelling of smoke while at work. Health Considerations and Discrimination: Excellence Medical Group recognizes that smoking is a personal choice. Employees who are trying to quit smoking or who are in a smoking cessation program should feel comfortable discussing their needs with HR or a supervisor. The company is committed to maintaining a supportive environment and will provide reasonable accommodations as required by law.
INSPECTION OF WORKSTATIONS AND PERSONAL BELONGINGS
Search and Confiscation of Company Property Policy Excellence Medical Group reserves the right to search any and all company-owned or company-controlled property, including vehicles, workstations, desks, file cabinets, lockers, and other similar areas for illegal drugs, alcohol, weapons, stolen property, or any other items deemed to be in violation of company policies (collectively referred to as “Contraband”). These searches may be conducted when there is reasonable cause to believe that an employee possesses contraband or that contraband is located in the area to be searched. Reasonable Cause is defined as the facts or circumstances that would lead a reasonably prudent person to believe that the employee has contraband or that contraband exists in the area to be searched. Examples of reasonable cause may include but are not limited to observed suspicious behavior, reports of theft, or evidence of drug or alcohol use. Employees should have no reasonable expectation of privacy in company-owned or company-controlled property, including desks, lockers or file cabinets. However, personal property, such as bags, purses, or personal electronic devices, will not be searched unless there is explicit consent from the employee or a legitimate business reason based on reasonable cause. Confiscation: If contraband is found during a search, it may be confiscated, and the company may take appropriate disciplinary action, up to and including termination. In cases where illegal items are found, the company may contact law enforcement authorities as required by law.
CCTV & Video Surveillance Policy Excellence Medical Group uses closed-circuit television (CCTV) and video surveillance systems to promote a safe and secure environment for patients, employees, visitors, and Company property. Surveillance is intended to help:
This policy applies to all employees, contractors, vendors, and visitors at Company facilities in California. Locations of Cameras
Cameras are not installed in areas where individuals have a reasonable expectation of privacy, such as:
Audio Recording Notice of Surveillance Use of Recordings
Access to Footage Retention of Recordings Privacy and Confidentiality No Expectation of Privacy in Monitored Areas Policy Violations
PARKING Employee parking includes all spots designated for Excellence Medical Group and the adjacent street parking along Myrtle Street. Excellence Medical Group is not responsible for any loss or damage to vehicles in the parking area.
CONFIDENTIAL INFORMATION As part of your employment with Excellence Medical Group, you may have access to trade secrets or confidential information, including but not limited to financial data, customer lists, preferences, sales data, business plans, vendor information, and other proprietary details. All employees with access to such confidential or trade secret information are required to maintain the confidentiality of this information during and after the termination of employment. The requirement to keep all such information confidential continues after employment ends, except as otherwise required by law. This obligation is enforceable with respect to trade secrets and proprietary information that remains confidential by its nature. This policy aligns with the California Uniform Trade Secrets Act (California Civil Code Sections 3426 et seq.) and all relevant federal laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the California Confidentiality of Medical Information Act (CMIA). Employees will be provided with separate policies addressing confidentiality obligations related to patient and medical information. Violation of this policy may subject the employee to disciplinary action, up to and including termination, consistent with company procedures and applicable state and federal laws. Employees will be required to sign an acknowledgment form confirming their understanding of and commitment to adhere to this confidentiality policy. . E-MAIL, VOICEMAIL, MAIL/COURIER SERVICE AND COMPUTER POLICIES Excellence Medical Group reserves the right to access and monitor all emails, voicemails, computer systems, and Internet websites at any time for legitimate business purposes. Employees should have no expectation of privacy in any communications, data, or information stored or transmitted through company systems. Any monitoring will be conducted in accordance with applicable laws, including the California Electronic Communications Privacy Act (CalECPA), and for business-related reasons. Employees are expected to use company email, voicemail, and computer systems primarily for business purposes. Occasional personal use is allowed, provided it does not interfere with work responsibilities, disrupt business operations, or violate any company policies. Excessive personal use or inappropriate content, including but not limited to sexually explicit material or discriminatory messages, may result in disciplinary action. Employees may not share passwords, access codes, or other security credentials with others unless specifically authorized by a supervisor. Employees must follow company guidelines for creating and maintaining secure passwords. The company’s mail and courier accounts are to be used exclusively for business purposes. Employees must obtain prior approval from a supervisor for any use of these accounts for personal deliveries, including overnight services. Violation of these policies may result in disciplinary action, up to and including termination, in accordance with the company’s general disciplinary procedures and applicable state and federal laws. CELL PHONE / PERSONAL ELECTRONICS POLICY Employees are permitted to use personal electronics such as cell phones and ear buds during breaks, lunch periods, or in case of an emergency. Personal cell phone use during work hours should be limited to avoid disruption to work duties and responsibilities. If employees need to make or receive work-related calls or texts during business hours, these should be done away from patient areas in a manner that minimizes disruption to coworkers. Non-emergency work-related communications should be kept brief and, where possible, scheduled during breaks or after hours. Employees may use their cell phones at any time in case of an emergency. Should you need to be contacted for an emergency, please inform your supervisor or manager beforehand. Employees who expect an emergency call should inform their team or supervisor to minimize any disruption. Employees are expected to use their cell phones in a manner that is respectful of their coworkers and professional in the workplace. Phones should be kept on silent or vibrate mode during meetings, in common areas, and when interacting with coworkers or patients. Cell phones should not be used in patient access areas or where they may interfere with work operations. Employees should ensure their phones are turned off or placed in silent mode unless required for safety or emergency communication. In compliance with California law, employees are prohibited from using hand-held cell phones while driving for work-related purposes. If driving is a requirement of the job, employees must use hands-free devices or pull over safely before engaging in any phone conversation. Texting while driving is prohibited under both California state law and federal regulations. Employees are reminded that confidential or proprietary company information should not be discussed or shared over personal cell phones, especially in public or unsecured areas. Employees must also respect the privacy of colleagues and clients when using cell phones in the workplace. Failure to adhere to the cell phone usage policy may result in disciplinary action, up to and including termination, depending on the severity of the violation. Employees are expected to use discretion and judgment to ensure that personal cell phone use does not interfere with their work or disrupt the workplace. Any exceptions to this policy must be approved by a manager or supervisor, and in cases where cell phone use is necessary for business purposes, the company may opt to provide a work phone or approve the use of personal devices.
VIOLENCE PREVENTION Excellence Medical Group is committed to providing a safe and violence-free work environment in compliance with applicable workplace safety regulations, including Cal/OSHA workplace violence prevention standards for healthcare settings. Employees are prohibited from engaging in any violent behavior, including but not limited to brandishing a weapon, physical violence, threats of violence, fighting, horseplay, verbal threats, or intimidating behavior. Medical Group maintains a zero-tolerance policy for any form of violence or threat of violence in the workplace. A "threat of violence" is defined as any statement or behavior suggesting an intent to harm another individual or cause damage to property. Employees are encouraged to report any threats or violent behavior immediately. Employees must report any threats, suspicious individuals, or activities to their immediate supervisor, the office manager, or use the company’s confidential reporting hotline if they prefer. Excellence Medical Group strictly prohibits retaliation against any employee who reports concerns in good faith. Upon receiving a report of suspected violence, Excellence Medical Group will conduct a prompt and thorough investigation, ensuring fairness and confidentiality. Based on the findings, the company will take appropriate corrective actions, up to and including termination of employment, in accordance with applicable laws and company policies. All employees will receive regular training on recognizing, preventing, and responding to workplace violence. Employees who are victims or witnesses to workplace violence will have access to support resources.
ANTI-HARASSMENT POLICY Excellence Medical Group is committed to providing a work environment free of discriminatory harassment. In compliance with federal and state laws, including California Government Code § 12940, Excellence Medical Group prohibits all forms of harassment based on actual or perceived race, religious creed, sex, national origin, ancestry, disability, medical condition, marital status, age, sexual orientation, gender identity, gender expression, genetic information, or any other category protected by law. Harassment also includes conduct based on a person’s association with someone in a protected category (e.g., family members or friends). Harassment is defined as any unwelcome conduct based on an individual’s protected status that creates a hostile or intimidating work environment or interferes with an individual’s work performance. This includes:
Excellence Medical Group strictly prohibits retaliation against any individual who reports harassment, participates in an investigation, or otherwise asserts their rights under this policy. Retaliation is a violation of company policy and California law (California Labor Code Section 1102.5) and will result in disciplinary action, up to and including termination. If you experience or witness any form of discriminatory harassment, you should report it immediately to your supervisor, Human Resources, or any other manager. To ensure confidentiality, you may also report concerns anonymously through our confidential reporting hotline. Excellence Medical Group will promptly investigate all reports of harassment and take appropriate action. Investigations will be conducted promptly, thoroughly, and impartially, with efforts made to maintain confidentiality. Corrective action, including disciplinary measures, will be taken where appropriate. All employees will receive a copy of this anti-harassment policy upon joining the company, and you will be required to sign an acknowledgment form confirming that you have read and understood this policy.
BUILDING ACCESS Employees are authorized to be in the office only during their scheduled work period or at any time scheduled by the Employee’s supervisor (e.g., staff meetings, approved overtime, special projects). Non-exempt (hourly) employees are required to clock in and out for all scheduled work times. Unauthorized time worked outside of scheduled hours is prohibited unless approved by the supervisor in advance. Employees should not be on company premises outside of their scheduled hours unless necessary for work-related purposes or with prior supervisor approval.
MEALS & BREAKS The Employee’s supervisor will give the times for meal and rest breaks. The length of these breaks depends on how many hours the Employee works. Meal and/or break periods must be taken at the time assigned so that other Employees are not inconvenienced and duties are timely attended.
VISITORS All visitors must wait in the reception area of the office. Visitors are allowed during working hours, but only in the case of an emergency unless pre-approved by the office manager. for visitor approval, such as advance notice or check-in procedures. Visitor Access Policy For safety, security and to keep in compliance with HIPAA regulations, all visitors must wait in the reception area of the office. Visitors are generally allowed during working hours only in the case of an emergency or with prior approval from the office manager.
All visitors must be escorted by the employee who invited them, and employees are responsible for ensuring that visitors comply with the company’s policies and procedures while on the premises.
COMPANY PROPERTY AND TAKE-HOME EQUIPMENT Employees may not remove any property belonging to Excellence Medical Group from the office without prior written permission from their supervisor. This includes, but is not limited to, documents, laptops, tools, electronic devices, or any other company property.
INJURIES & ACCIDENTS Reporting Safety Hazards: Employees must immediately report any safety hazards encountered (e.g., wet floors, obstructed walkways, faulty equipment) to their supervisor. If an employee can reasonably remedy the hazard (e.g., mopping up a spill), they should do so only if it is safe to do so. If the hazard cannot be remedied by the employee, they must notify the supervisor or the designated safety officer right away. Reporting Accidents/Injuries: ALL EMPLOYEES ARE REQUIRED TO REPORT ANY ACCIDENTS/INJURIES THEY EITHER EXPERIENCE OR WITNESS, NO MATTER HOW MINOR, IMMEDIATELY. Failure to report accidents/injuries may result in corrective action. Steps for Reporting an Accident:
Quick Reporting: Reporting accidents as soon as possible is crucial for your safety, your coworkers' safety, and for compliance with safety regulations. All accidents, injuries, or incidents must be reported within twenty-four (24) hours of the occurrence. Failure to report accidents within this time frame may result in corrective action, including disciplinary action. Workers' Compensation: Employees injured at work may be entitled to workers' compensation benefits. In the event of an injury, the employee should inform the supervisor and begin the workers' compensation claim process immediately. Employees are encouraged to seek medical attention promptly, even if the injury seems minor. Confidentiality: Any medical or personal information related to the injury will be kept confidential, consistent with applicable laws such as HIPAA. Reports of injuries will be handled in accordance with company privacy policies and workers' compensation procedures.
IN CONCLUSION The information contained in this handbook provides an overview of the policies that most often affect your work. Their effective implementation is important to maintaining a productive and efficient workplace. Our continued success is only possible as we work together for excellence.
ACKNOWLEDGMENT OF RECEIPT OF EMPLOYEE HANDBOOK I acknowledge that I have received a copy of Excellence Medical Group’s employee handbook, have read it, and understand its provisions. I further understand that if I have any questions, I am encouraged to ask my supervisor for clarification of any provisions in the employee handbook. I further understand that the statements contained in the handbook do not create any contractual or other legal obligations of employment, nor do they alter the at-will nature of my employment. Nothing in this handbook or in any communication by a supervisor, manager, or employee shall alter the at-will nature of my employment unless expressly stated in a signed written agreement. I understand and agree that my employment with Excellence Medical Group is at-will, and that either I or the Company can terminate the employment relationship at any time, with or without cause, and with or without notice.
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UPDATES:
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03/31/2025 - Bereavement leave section. Updated to reflect up to 5 unpaid Bereavement days for regular full-time employees.
- 01/01/2026 - CCTV & Video Surveillance Policy