Rockcliff Management Services Divisions:

Integrate Brain Health is dedicated to an integrated model of brain-based wellness that provides effective and relevant neuropsychological services, brain function analysis, neuroscience research, neuroscience consulting, and brain-wellness coaching to our clients. Integrate Brain Health and its divisions endorse the clinician-scientist-practitioner model which   integrates research and empirical findings into direct clinical practice. IBH is actively involved in conducting, presenting, and publishing research which informs the evaluations and interventions we provide to our patients. The mission of Integrate Brain Health is to provide tools, skills, and education necessary to help others optimize the brain-body-mind relationship in achieving ultimate brain health.

Clinical Practice – Integrated Neuropsychological Services (INPS) was established in January   2017 by Dr. Anne Ward Stevens and Dr. Robert Coben. Committed to providing quality neuropsychological services since 2003, INPS provides in-depth neuropsychological testing, psychological evaluations, psychotherapy, expert witness testimony, cognitive therapy, and neurofeedback services to clients dealing with a broad spectrum of neuropsychological concerns including head trauma, stroke, dementia, attention deficit and learning delays, developmental disorders and other medical issues affecting cognition or mood. The mission of Integrated Neuropsychological Services is to provide comprehensive, research- based neuropsychological services to the Northwest Arkansas community and surrounding areas.

Consulting Practice – Integrated Neuroscience Services, created by Doctors Robert Coben and Anne Stevens, is a web-based consultation agency for the neurofeedback clinician. With more than 50-years of combined clinical expertise in the integration of neuroscientific, neurophysiological, and neuropsychological information, INS provides personalized, detailed, and informative services to neurofeedback clinicians. Whether a newcomer to the field or a seasoned professional, neuropsychologists Robert Coben and Anne Ward Stevens are committed to helping clinicians build their practice and improve client outcomes.

The mission at Integrated Neuroscience Services is to enhance the clinical efficacy of neurofeedback and neuromodulation providers who treat patients with diagnosable conditions.

Nonprofit Research – Integrated Brain Network is dedicated to improving education about and access to Neurofeedback therapy. IBN is the nonprofit arm of Integrate Brain Health committed to strengthening the research behind brain function analysis, neurofeedback and advocating for the practice of neurofeedback therapy as a viable treatment for a broad range of clinical and mental health issues.

Section 1 - This Document

1.0           Purpose of this Manual

This Employee Manual provides personnel policies that relate to you as an employee of Rockcliff Management Services and/or any division of Integrate Brain Health. Though rare, the manual may be revised, at which time employee suggestions are welcome.

Revisions of rules, policies, and benefits in this manual are at the discretion of the President/Clinic   Director and may be made with or without prior notice to employees. Employees will be notified of changes and provided updated copies upon acceptance of revisions. This manual is not intended to be all-inclusive; however, it does address employees’ most frequently asked questions. Please review your manual upon receipt and keep a copy for future reference. Copies can be obtained from the Rockcliff Management Services Office Administrator.

1.1   Employment-At-Will

Arkansas is an employment-at-will state which allows either the employee or employer to terminate the employment relationship at any time for any (or no) reason. This law does not apply to employees who have a signed contract specifying length of employment. All employees of Rockcliff Management Services are employed “at will” for an unfixed term. No representative or employee of Rockcliff Management Services, other than the President/Clinic Director, has authority to enter such a contract. Neither this manual nor anything contained herein constitutes a contract for either employment or the provision of benefits, nor is it intended by reason of publication to confer any rights, privileges, or benefits for employment with Rockcliff Management Services.

1.2   Equal Opportunity Employer

Rockcliff Management Services is an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, national origin, age, disability, marital status, veteran status or any other status protected by law. This policy applies to recruitment, hiring, placement, compensation, promotion, discipline, and termination.

Section 2 - Terms & Definitions

2.0   Full-time Employees

Full-time employees, both hourly and salaried, work a minimum of 36, regular, hours per week. Full-time employees are eligible for benefits.

2.1   Part-time Employees

Part-time employees generally work up to 35, regularly scheduled, hours per week. Part-time employees are not eligible for benefits.

2.2   PRN/Contract Employees & Temporary Employees

PRN/Contract employees work “as needed” and are not guaranteed regular hours. Temporary employees   may be hired for a fixed period of time for either full or part-time work, usually to complete a specific project or fill a vacant position. PRN/Contract and temporary employees are not eligible for benefits.

2.3   Exempt (Salaried) Employees

Exempt (salaried) employees, as defined by the Fair Labor Standards Act (FLSA), are exempt from overtime pay and work on average 40-hours per week.

2.4   Non-exempt (Hourly) Employees

Non-exempt (hourly) employees, as defined by the Fair Labor Standards Act, are paid no less than current minimum wage for hours worked. Non-Exempt Employees are paid one-and-one- half (1 ½) times their regular rate of pay for time worked in excess of eighty (80) hours per pay period (two weeks).

2.5   Probationary Period

Every employee works on a probationary period for the initial 90 days of employment. Due to various circumstances such as performance, attendance, etc. the probationary period may be extended for an additional 90 days of employment upon Clinic Director performance evaluation. The initial period of employment is important to determine whether the philosophy of group practice provides an atmosphere you agree with and in which you can grow. During this period, you and your Clinic Director will have adequate time to evaluate all aspects of your work. At or near the end of this initial period of employment, your performance is reviewed with you to determine whether you are happy in your job and the organization is happy with your contribution. Employment during the probationary period is still employment at will. 

Employees

accrue paid time off (“PTO”) but are not entitled to receive such benefits

until the probationary period is completed whether that be the 90 days or

extended period of which is discretionary of the Clinic Director based on

performance evaluation. Any employee leaving within the first six (6) months

will forfeit accrued PTO’s. Employees transferred to another position or

department will also begin a new probationary period for performance

evaluation.  PTO will not be paid out to terminated employees, rather the

separation is voluntary or involuntary.

Section 3 - Confidentiality & Compliance

3.0   Professional Ethics

Rockcliff Management Services is committed to upholding the highest professional ethical standards. Rockcliff Management Services is guided by the ethical code established by the American Psychological Association and the rules and regulations established by the Arkansas Board of Psychology. This includes aspiring to put into practice the  General Principles of the APA. A copy of the APA’s Ethical principles of Psychologists and Code of Conduct are considered an addendum to this Employee Handbook.

3.1   HIPAA Compliance

Rockcliff Management Services is a covered entitiy as defined by the Privacy Regulations of the Health Insurance   Portability and Accountability Act of 1996 (HIPAA) and are subject to HIPAA Privacy Standards.

Patient and client personal and medical information is confidential. Revealing patient

information can result in personal harm to a patient or a patient’s family as well as in fines and legal ramifications for both the employee and Rockcliff Management Services. Employees must not reveal patients’ personal, medical, employment, or any identifying information to anyone other than persons or agencies explicitly authorized to receive information by the patient and only with the express consent of the supervising doctor.

HIPAA training will be provided bi-annually to employees, and HIPAA policies must be followed at  all times. Intentional violation or failure to correct a violation may result in immediate termination as well as punitive fines ranging from $100 to $50,000 per incident.

3.2   Confidential Information

Confidentiality also extends to clinic business. Each employee should maintain confidentiality regarding patients and the transactions and affairs (financial and operational) of the office.

Confidentiality extends to software programs, documentation, and business information to which the employee has access and should not be disclosed to others. In short, employees are responsible for safeguarding information to which he or she is entrusted. Reviewing personal health information of patients or clients not relevant to the employee’s position is a HIPAA violation and is considered a breach of privacy.

Both electronic and physical files are to be accessed only for patient care or business purposes. When not in use, physical files or documents containing patient information are to be kept in a lockable cabinet, and electronic files are to be closed and password protected on computers. Employees should ensure patient names and information are not in sight of  other patients and clients, including information visible on desks and computer screens.

Records are not to be removed from the premises. Formal authorization should be obtained from the patient and the supervising doctor before relaying information to outside providers, family members or anyone beyond the employee’s immediate area of responsibility. Conversations about patients that can potentially be overheard by others (i.e., on telephones, during breaks, and in halls, waiting and registration areas) are strictly prohibited.

Confidentiality violations are cause for disciplinary action up to and including dismissal. A signed Confidential Information Statement is a condition of employment at Rockcliff Management Services.

3.3   Medical Records

HIPAA regulations apply to the handling of medical records. Under no circumstances are patient records to leave Rockcliff Management Services except those provided to a patient and/or a patient’s legal guardian upon request and approved by the patient’s doctor.

3.4   Confidentiality of Proprietary Information

The term “Proprietary Information” refers to any information that may provide an advantage or benefit to a competitor of Rockcliff Management Services or harm to Rockcliff Management Services if disclosed to such a competitor. This includes data or information not reasonably known outside Rockcliff Management Services, whether prepared or developed by or for Rockcliff Management Services or otherwise developed or received by Rockcliff Management Services. Proprietary Information includes, but is not limited to, information covered by Arkansas Trade Secrets laws, A.C.A. § 4-75-601(4), data, figures, sales, customer or potential customer information, personnel records, compensation information, financial information, manner of operations, internal memoranda, and/or management reports. All patient and vendor relationships are  Proprietary Information.

Employees may not use Proprietary Information except in connection with the performance of their job duties. Discussions of confidential patient information with third parties are strictly prohibited unless expressly authorized by the patient and approved by Rockcliff Management Services doctors.

Obligations to maintain confidentially are not forfeited with termination of employment, and failure to maintain confidentiality of Proprietary Information after employment may result in legal involvement.

Section 4 - Company Property

4.0   Rockcliff Management Services Property

Rockcliff Management Services equipment, office supplies, copier/computers, and uniforms are for Rockcliff Management Services business purposes only. Rockcliff Management Services is not responsible for personal injury or loss incurred while using Rockcliff Management Services property for personal reasons. Employees   are responsible for loss or damage to equipment, supplies, uniforms of used for personal reasons.

4.1   Computer, Internet, Email & Voicemail

Work computers are owned by Rockcliff Management Services and are inventoried and registered by serial number. Employees should not remove or move work computers without express authorization. Employees may not change hardware or software programs or configurations without authorization. Bringing personal computers (including laptops, tablets and other personal computing devices) to work is discouraged, and personal devices are not to be connected to    Rockcliff Management Services networks or Wi-Fi.

Rockcliff Management Services computers, e-mail, internet, interoffice communication system, and voicemail systems   are for business purposes only and are the property of the company. Computers, e-mail, internet, interoffice communication system, and voicemail records may be subject to inspection, disclosure to law enforcement, government officials or to other third parties via subpoena, on demand, or by other process. Employees have no right to privacy on company computers, e-mail, Internet, interoffice communication system, or voicemail. Rockcliff Management Services has the right and ability to track, review, audit, and/or disclose any records originating from company equipment or services.

Transferring data from Rockcliff Management Services systems is strictly prohibited without express authorization. Rockcliff Management Services computers, e-mail, internet, interoffice communication system, and voicemail systems   are not to be used to create, access, or disseminate discriminatory, defamatory, offensive, disruptive, or otherwise inappropriate or unprofessional communications. Employees are not permitted to install or download software on computers that belong to Rockcliff Management Services without express authorization.

In the process of using Rockcliff Management Services computer information systems, employees may have access to confidential patient, employee, and organizational information. Employees are not to seek information beyond the scope of their duties. Unauthorized access to or use of confidential information may constitute a violation of federal and state law and are grounds for disciplinary actions. Non-compliance that is in violation of state or federal law may also result in legal and/or punitive penalties as specified by law.

4.2   Social Media

Social media is defined as websites and applications that enable users to create and share content or to participate in social networking. These include but are not limited to personal and   professional websites, blogs, chat rooms and bulletin boards, social networking sites, video sharing sites, and e-mail. Employees are not to access personal social media sites while at work   or while on company computers or devices.

Employees are required to maintain confidentiality while away from the office. The disclosure of confidential or proprietary information or personally identifying information about employees, patients, or clients of Rockcliff Management Services in online postings, blogs, message boards, social media sites or in written publications is expressly prohibited.

Employees should refrain from making personal posts that appear to be endorsed by or originated by Rockcliff Management Services.

Employees must not identify patients or clients in online postings and must not mislead or misrepresent to the public the employee’s job title, job duties, certifications, licensures, or other professional associations.

Online activities should not interfere with the employees’ job or commitments to customers. No employee shall look-up social media accounts of any current patient or client or follow them   on a social media platform.

Employee passwords, logins and user IDs are not shared with other employees; however, a list of passwords, logins, and user IDs accessing Rockcliff Management Services computers, systems, programs and accounts is kept by the Rockcliff Management Services President/Operations Director. Sharing passwords compromise employee security in the event of audits or other investigations and is a HIPAA violation.

Employees should notify the clinic director immediately if passwords have been compromised.

Rockcliff Management Services e-mail and internal communication systems may not be used to solicit or proselytize for commercial ventures, religious or political causes, outside organizations or non-job-related   solicitations. It may not be used to send (upload) or receive (download) copyrighted material, trade secrets, proprietary financial information or similar materials without prior authorization and may not be used to engage in any kind of illegal activity.

4.3   Telephone Guidelines

When making or receiving calls, employees should clearly identify themselves and Rockcliff Management Services or any of it’s divisions. Personal telephone calls should be limited so as not to interfere with work and should not be   made on Rockcliff Management Services phones except in the case of an emergency.

Section 5 - Safe Working Environment

5.0   Workplace Harassment & Discrimination

Harassment is generally defined as unwelcome verbal or non-verbal conduct based on a

person’s protected characteristic that denigrates or shows hostility or aversion toward the person because of that characteristic and affects the person’s employment opportunities or benefits, unreasonably interferes with the person’s work performance, or has the purpose or effect of creating an intimidating, hostile or offensive working environment. Harassing conduct  includes, but is not limited to epithets, slurs or negative stereotyping, threatening, intimidating  or hostile acts, denigrating jokes and/or the display or circulation of written or graphic material that disparages, belittles or shows hostility or aversion toward an individual or group based on a protected characteristic.

Sexual harassment is defined as unwelcomed sexual advances, requests for sexual favors and/or other verbal, visual or physical conduct of a sexual nature, when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, (2) acceptance or rejection of such conduct by an individual is used as a basis for   employment decisions, or (3) such conduct has the purpose or effect of unreasonably

interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. Examples of sexual harassment include but are not limited to unwelcomed or unsolicited sexual advances, display of sexually suggestive material, unwelcome sexual flirtations, advances or propositions, suggestive comments, verbal abuse of a sexual nature, sexually oriented jokes, crude or vulgar language or gestures, graphic or verbal commentaries about an individual’s body, display or distribution of obscene materials, physical   contact such as patting, pinching or brushing against someone’s body, and physical assault of a sexual nature.

Discrimination is generally defined as the unjust or prejudicial treatment of a person. Discrimination includes but is not limited to making employment decision or taking employment related actions on the basis of race, color, religion, creed, age, sex, disability, national origin, marital or veteran status, or any other status protected by applicable law.

Rockcliff Management Services strictly prohibits harassment and discrimination and does not tolerate discrimination or harassment in the workplace. Policy violations will not be tolerated.

5.1   Reporting

Any employee who feels that he or she has been harassed or discriminated against, or who has witnessed or become aware of discrimination or harassment against another employee, should immediately make a report to the Office Administrator or President/Clinic Director using the protocol that follows. Rockcliff Management Services will promptly investigate all allegations of discrimination or harassment. Employees should provide a written statement describing the harassment along with detailed information including date(s) of incident, witnesses to incident, and a summary of  the incident. The report will be reviewed by the Clinic Director/President who will determine if further investigation is warranted. Appropriate actions will be taken based on the facts presented in each case. Investigations and their results will be treated as confidential to the extent feasible, and no employee will be retaliated against for reporting policy violations. In the event an employee is dissatisfied with the result and actions of the investigation, he or she may  contact the EEOC at https://www.eeoc.gov.

5.2   Open Door Policy

Rockcliff Management Services has an open-door policy and takes employee concerns and problems seriously. We value   each employee and strive to provide a positive work experience. Employees are encouraged to discuss workplace concerns or problems with their direct supervisor as well as with the President/Clinic Director.

5.3   Drug Free/Alcohol-Free Workplace

Rockcliff Management Services is a drug free/alcohol free workplace. Employees are prohibited from unlawfully consuming, distributing, possessing, selling, or using controlled substances while at work. Employees must not be under the influence of a non-prescribed controlled substance or alcohol while at work, on company premises or engaged in company business. Violations of this policy are subject to disciplinary action, up to and including termination.

5.4   Substance Abuse

Rockcliff Management Services is committed to providing a drug and alcohol-free workplace. Employees are expected to report to work in physical and emotional condition that allows them to perform job duties in a competent, safe, non-disruptive manner. Rockcliff Management Services complies with the Drug-Free Workplace Act of 1988, the Americans with Disabilities Act, and the Arkansas Act 1552 of 1999 as well as regulations issued by other government agencies regarding drug and alcohol usage and/or impairment in the workplace.

This policy applies to exempt and nonexempt employees as well as temporary or contract employees. Compliance with this policy is a condition of employment with Rockcliff Management Services.

The use or possession of illegal drugs on Rockcliff Management Services premises, the sale, distribution, purchase, or transfer of illegal drugs, or the possession of illegal drug paraphernalia on Rockcliff Management Services premises constitutes violation of this policy.

The unauthorized use of alcohol or being under the influence of alcohol on Rockcliff Management Services premises  during work hours is a violation of Rockcliff Management Services policy.

The abuse or misuse of legally prescribed drugs or the use of a legally prescribed medication by someone other than the person for whom the medication was prescribed is a violation of this policy. Employees taking legally prescribed drugs or medication are responsible for ensuring that medications do not limit the employee’s ability to safely perform essential job functions or create a risk of harm to others.

Employees must, as a condition of employment, notify Rockcliff Management Services of any conviction for drug related offenses, regardless of whether the violation occurs on or off Rockcliff Management Services premises or while on the job. Employees must report convictions to Rockcliff Management Services management no later than five (5) days following the conviction. Rockcliff Management Services will notify state licensure boards and encourages employees to notify appropriate licensure board(s) of drug-related convictions as well. Failure or refusal to report a conviction will result in disciplinary action up to and including termination.

Rockcliff Management Services, at its discretion and expense, reserves the right to require drug tests from its employees. Positives for illegal drugs are subject to discipline up to and including termination.

5.5   Workplace Violence

Conduct that interferes with operations, that discredits Rockcliff Management Services, or that is offensive to clients or co-workers will not be tolerated whether the conduct is by an employee, an associate of an employee, a patient, or a visitor. Acts of violence will be investigated by the authorities and are   subject to action by Rockcliff Management Services. Violence is loosely defined as any act or statement of aggression  that can be perceived as intent to cause harm to a person or property.

5.6   Safety

Rockcliff Management Services prohibits the carrying of firearms on premises. Employees should notify a supervisor  and contact police, EMT and/or the fire department immediately in an emergency.

Employees should help maintain a safe work environment and, when possible, should remove obvious hazards that could cause injury. Employees should report unsafe conditions to their supervisor and, in the event of an accident, submit an incident report as soon as possible to the Office Administrator.

5.7   Security

Employees are asked to be alert to the entry or presence of unauthorized persons to the Rockcliff Management Services facility. Employees are to notify their supervisor, and where applicable the authorities, immediately of suspicious or illegal activity. Employees should store and/or lock files, supplies and equipment in appropriate areas as far as possible. Employees should not bring valuables to work. Rockcliff Management Services is not responsible for the loss or theft of employees’ personal items.

Section 6 - Staff Policies

6.0   Rules of Conduct

Rockcliff Management Services expects professional conduct and integrity from all employees to ensure a safe, comfortable, and productive work environment. Employees should be respectful, courteous, and mindful of others, and general cooperation between coworkers and supervisors is expected.

·  Integrity: Employees are expected to conduct themselves honestly in all Rockcliff Management Services dealings.

·  Neatness: Employees should maintain a neat appearance and keep workspaces neat.

·      Community Conduct: As a representative of the organization, employees should conduct   themselves in the community in a positive and professional way.

·  Cooperation and Courtesy: As a mental health provider, it is critical that Rockcliff Management Services employees be considerate of patients and family members and establish an environment that supports cooperation and courtesy.

·      Conflict Resolution: Employees are encouraged to resolve conflicts among themselves. In such cases where intervention is necessary, employees should request mediation from the  Office Administrator or President/Clinic Director.

·  Facility Property: No property of Rockcliff Management Services shall be removed from the facility without   explicit permission.

·  Loitering: Loitering in facility corridors, exam rooms, reception area, workstations and    lobby is highly discouraged.

·      Political Activities: Rockcliff Management Services employees should refrain from holding public or civic office or other employment that creates a conflict of interest with job duties and responsibilities.

6.1   Employee Obligations

·      Employees should:

·  Present a warm, welcoming attitude toward patients at all times

·  Contribute a productive day’s work

·  Arrive and begin work on time

·  Maintain good patient and community relations

·  Demonstrate a considerate, cooperative, and constructive attitude toward other staff

·  Refrain from holding public or civic office or other employment that creates a conflict of interest with job duties and responsibilities

·  Maintain confidentiality regarding patients, clients, doctors and staff as mandated by law

·  Display professional appearance and conduct

·  Adhere to policies and procedures adopted by clinics associated with Rockcliff Management Services.

·      Refrain from discussing with or in proximity of patients and visitors any differences or difficulties with other employees, company policies or procedures.

6.2   Dress Code

Rockcliff Management Services employees are expected to dress and act professionally. Good grooming, personal  hygiene, and business appropriate attire contribute to a professional environment. The following items are acceptable guidelines for work attire:

·  Clothing must cover tattoos; if a tattoo is visible, it must be in good taste

·  Cover distracting body piercings or large and/or visible tattoos

·  Hairstyles and hair color should be worn in a business-like manner: Hair style should not be a distraction to others and should be of a natural color

·  Nice jeans without holes or fraying are allowed

·  Avoid strong perfume or aftershave (in consideration of patients with scent sensitivities)

·  No graphic t-shirts unless supplied by the company then they will be permitted

·  No miniskirts, halter tops or halter dresses

·  No tank-tops, sport tops or low-cut shirts

·  No shorts or cut-off jeans

·  No torn, worn, or frayed jeans

·  No see-through clothing

·  No-flip flop shoes

In the event an employee’s dress is deemed inappropriate, the employee will be asked to leave

work without pay to change. Habitual violation of dress code will result in written warnings and disciplinary action.

6.3   Attendance & Reporting Absences

Rockcliff Management Services employees should be reliable and punctual in reporting to work. Employees who are  tardy or absent should notify his or her manager with as much advance notice as possible.

Employees will be expected to provide a reason for the absence and an expected date of return to work. Notification of absence must be made by the employee except in cases of emergency. Employees who are absent from work for one day without notification will be assumed to have   abandoned the job and may be terminated. Employees absent due to health-related issues may be required to provide a physician’s release prior to returning to work. Excessive absenteeism and tardiness impacts staff and patients, alike, and will not be tolerated.

6.4   Work Schedule

Employees are expected to be ready to begin work at their scheduled start time. Because workloads are not always predictable, Rockcliff Management Services reserves the right to reduce regularly scheduled   work hours. In the event of hour reduction, employees will have the opportunity to volunteer for a reduced schedule. Employees may use accrued PTO hours in such instances or take time off without pay. Rockcliff Management Services reserves the right to schedule employees as needed to meet patient and workload demands. Rockcliff Management Services may assign or reassign employees to other jobs or duties within the company as necessary.

6.5   COVID-19/ or other pandemics

To protect the safety of staff and clients during the 2020 COVID-19 pandemic, IBH (now known as Rockcliff Management Services) implemented    the following safety procedures in compliance with CDC and Arkansas Department of Health Guidelines. These policies remain in force until such time that the regulating agencies suspend guidelines, or the pandemic is deemed to be ended and the Director notifies staff of policy termination. (amended 6/12/2020)

When Pandemic Rules are in place the following will be adhered to. When possible, jobs will be moved to a remote environment, either fully or partially,  dependent on need.

Employees who work in the office, and who come to the office, are required to take the following daily precautions:

· Maintain 6’ social distancing at all times

o   Refrain from congregating in reception/front desk area, copy room, kitchen, hallway or any other location

o   Refrain from shaking hands, hugging, or touching

·    Wash hands thoroughly upon entering the building and frequently throughout the day, especially after touching/interacting with other staff and patients

·    Record temperature and symptoms at the front desk upon arrival to the office

·    Sanitize personal areas daily

·    Staff who interact with patients:

o   Must wear a mask (cloth masks must be washed daily)

o   Wear clean scrubs (provided and to be washed daily)

o   Keep a pair of “work” shoes to be worn only while in office

o   Wear gloves when touching a patient, such as when placing or adjusting equipment

o   Sanitize rooms and equipment after each patient interaction

o   Wipe down common areas, counters, and doors throughout the day

· Staff not working with patients should avoid patient areas where possible.

When State Mandated-Any employee experiencing symptoms of COVID-19 or who is sick should STAY HOME and contact their immediate supervisor or the Office Administrator immediately. Any employee that has been in contact with someone who has or has been exposed to COVID-19 should also report this information to their immediate supervisor. Self- quarantine will be expected until a negative test is performed.

6.6   Work From Home (WFH) Guidelines

·      All employees (either exempt or non-exempt) working from home are required to comply with the following guidelines.

·    Log hours worked using Homebase app

o   Summarize tasks and work activities in the NOTES section of Homebase

o   Access work desktops using TigerConnect or VPN

o   Remain available by TigerConnect and by phone while clocked in

o   Clock out for lunches and anytime away from work for any length of time. Downtime at home is not billable. If employees are not actively working, clock out.

While many of Rockcliff Management Services’ procedures can effectively be delivered remotely, patient confidentiality  is critical. HIPAA has relaxed many requirements, but the following MINIMUM guidelines should be observed by staff conducting patient services via tele-health.

· Work in an isolated location with minimal distraction/interruption, like a home office, away from others in your home. This can be in any room in which the door can be closed.

·    Inform others in the home not to interrupt work

·    Equipment provided for the purpose of WFH cannot be used by anyone other than the employee.

·    Equipment provided for the purpose of WFH cannot be used for any reason other than Rockcliff Management Services work.

· Employees using their own equipment must ensure that no other person accesses or can access web-based accounts or logins.

o   DO NOT SAVE PASSWORDS to personal equipment.

· Employees using their own equipment should not access non-work-related activities (i.e. social media) or non-work-related accounts (i.e. Amazon account) while performing Rockcliff Management Services.

· Employees who use a personal phone to contact clients are to use the Ooma app that routes phone calls to and from the office line. When using personal phones employees must set the phone to BLOCK   their personal phone number if not able to use the Ooma app.

o   When leaving messages, instruct clients to contact

§  Fayetteville location at 479-435-6360

o   If, for any reason, an employee must use personal equipment to take a picture or scan of    company documents, the images should be immediately deleted and the device’s trash emptied

o   Employees using company equipment at home are responsible for:

o   Ensuring the equipment is maintained and in good working order.

o   Ensuring equipment is only used by the employee for company work purposes.

o   Returning the equipment in the same condition as it was checked out.

6.7   Pay Periods

Rockcliff Management Services pays employees on a bi-weekly basis with paychecks direct deposited (unless otherwise specified by the employee) on the Friday following the end of the pay period. If a    pay date falls on a holiday, deposits will be available on the first business day following the holiday. If you do not have direct deposit set up and are not going to be in the clinic on payday, your check will either be mailed to you, or you can pick it up at your convenience during business hours.

6.8   Staff Accountability & Logging Time Worked

Both exempt and nonexempt employees are required to clock in and out using the Homebase time clock software. Both exempt and nonexempt employees should log tasks and duties worked in the    NOTES section while on the clock. The Homebase mobile app should be downloaded to the employee’s personal phone, and employees should clock in upon arriving and clock out when leaving. Employees should use Homebase to record time in and out when leaving the building for any reason other than for office business.

6.9   Overtime Compensation

Non-Exempt hourly employees are paid overtime at a rate of one and a half (1 ½) times regular hourly pay for hours worked over 80 hours per pay period. Pay periods starts on Monday and end on Sunday.  Leave and Paid Time Off (PTO) do not contribute to overtime compensation, regardless of the   number of hours requested. Overtime must be approved in advance by a supervisor and must    be documented.

6.10 Personal Visitors

Personal visitors should not interrupt employee work. Employees should not receive family or visitors during business hours except under limited special circumstances. When necessary, personal visitors should meet away from the office or enter the building from the Rockcliff Management Services (east) entrance. The Rockcliff Management Services waiting area is reserved for patients, and visitors to the clinic are a HIPAA violation.

6.11 Smoking

Smoking (including smokeless tobacco) is prohibited in Rockcliff Management Services offices and within 100 feet of  Rockcliff Management Services entrances.

6.12 Lunches & Breaks

Employee lunch periods are one hour. Employees may keep a beverage but should refrain from  eating in common areas.

6.13 Conflicts of Interest

Rockcliff Management Services employees should not pursue activities which, in the judgment of Rockcliff Management Services, conflict   with the general welfare of Rockcliff Management Services or have the appearance of impropriety or which could otherwise damage Rockcliff Management Services’ reputation or interfere with business or the performance of employee duties.

Such activities include, but are not limited to employment, ownership or participation in a business that is a competitor of Rockcliff Management Services; use of Rockcliff Management Services time, facilities or equipment to engage in another business, occupation, or activity; participation in activities that results in the loss of time from work, being distracted at work, or otherwise performing unsatisfactorily; and     activities that may result in an appearance of conflict or misrepresentation, including personal social media activity and public activities.

6.14 Employee Performance Review and Planning Sessions

Supervisors will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees on a quarterly or annual basis and may conduct informal reviews and planning sessions at other times at their discretion. Performance reviews and planning sessions are designed for the supervisor and the employee to discuss the employee’s current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills. The planning sessions are designed for the employee and his/her supervisor to make and agree on new goals, skills, and areas for improvement.

The Company directly links wage and salary increases with performance. Your performance review and planning sessions will have a direct effect on any changes in your compensation. For this reason among others, it is important to prepare for these reviews carefully, and participate in them fully. New employees will be reviewed at the end of their probationary periods. Not every performance review, however, qualifies for a change of salary.

6.15 Disciplinary Actions

The following conduct may also result in disciplinary action, up to and including termination:

· Excessive absenteeism and/or tardiness.

· Inappropriate use of social media platforms

· Performing duties for which not trained or outside the scope of credentials

· Poor work performance

o  inefficient or negligent performance of assigned duties,

o  loafing on the job,

o  idleness,

o  inattention to duty, and/or

o  sleeping on the job.

· Modifying, defacing, or removing Rockcliff Management Services property or material without authorization.

· Excessive personal visitors without Rockcliff Management Services approval.

· Activities that adversely affect Rockcliff Management Services interests or reputation.

· Discourteous behavior to patients or co-workers.

· HIPAA/confidentiality violations

· Unprofessional dress or behavior

· Disrespectful communication to coworkers regarding other employees/staff

Section 7 - Employee Benefits

7.0   Introduction to Employee Benefits

Employees have the option to sign up for benefits through Gusto within their first 90 days of employment. All paperwork is handled through Gusto and will be emailed in the first few weeks of employment. Outside of the allowed time frame mandated by the State and Federal Laws an employee must wait for open enrollment or life events to make any changes to their benefits.

7.1   Worker’s Compensation

Rockcliff Management Services provides workers’ compensation insurance as required by state law. Any employee who suffers an occupational injury in the performance of his or her work duties may receive workers’ compensation benefits. To be eligible for workers’ compensation benefits, employees must, unless rendered physically or mentally unable, take the following steps:

1.        Verbally report the injury to the Office Administrator after the injury takes place, and no later than the end of the workday in which the injury occurs; and

2.        Immediately seek treatment with an approved Rockcliff Management Services care provider. In the case of an  emergency, employees should go directly to the nearest emergency room; and

3.        Submit a written Incident Report to the Office Administrator within 24 hours of the injury.

Rockcliff Management Services is not responsible for disability, medical, or other benefits prior to receipt of the employee’s injury report unless the employee is physically or mentally unable to complete the report. Rockcliff Management Services may require medical examinations for an injured employee at its discretion and expense in accordance with state law. Employees suffering an occupational on-the-job injury may be required to submit to a drug and alcohol test.

7.2   Paid Time Off (PTO)

Full Time employees earn Paid Time Off (PTO) at a rate of 3 hours for each 80 hours (standard pay period) worked. PTO time also accrues on paid holidays and with the use of PTO hours.

Employees begin accruing PTO from the first date of employment but are not eligible to take PTO until after their initial 90-day probationary period and upon final evaluation from the Clinic Director.

PTO time can be used for any absence from work including vacation, sick, or personal time. Requests for PTO time should be scheduled as far in advance as possible in order to maintain adequate staffing. Every effort will be made to grant employees’ requests for PTO at the time desired; however, Rockcliff Management Services reserves the right to deny requests due to clinic demands PTO time cannot be paid in advance and must be used within the year earned. Employees have a 15-day grace period into the year immediately following accrual year and PTO must be approved by the Clinic Director. Rockcliff Management Services does not pay PTO upon termination, whether voluntary or involuntary.

7.3   Holidays

Full time Rockcliff Management Services employees will be paid 8 hours per day for each of the following holidays. Rockcliff Management Services offices are closed on these days.

●     New Year’s Day

●     Memorial Day

●     Independence Day

●     Labor Day

●     Thanksgiving Day & Black Friday

●     Christmas Eve & Christmas Day

Employees absent from work the day prior to or after a holiday without approval forfeit holiday   pay. Employees who are sick the day prior to or after an approved holiday must submit a doctor’s note for the absence to receive holiday pay. If a holiday falls on a Saturday, Rockcliff Management Services will observe the holiday on Friday. If a holiday falls on a Sunday, Rockcliff Management Services will observe the holiday on Monday.

7.4   Funeral/Jury Leave

Rockcliff Management Services will pay up to three (3) days for absence from work due to the death of an immediate family member. Immediate family includes spouse, children, employee’s or spouse’s parents, grandparents, grandchildren, brothers, sisters, nieces, nephews, aunts, uncles and “step” relationships that exist in the immediate family.

Rockcliff Management Services will pay three (3) days for jury duty at the employee’s regular rate of pay provided that court payments to the employee are reimbursed to Rockcliff Management Services. Rockcliff Management Services will consider payment for jury duty if additional time is needed on a case-by-case basis. Employees are not paid for non-jury or non-clinic related court appearances. Employees should provide copies of subpoenas or jury summons to the Office Administrator.

7.5   Leave of Absence & FMLA

Due to size (under 50 employees), Rockcliff Management Services is not bound by Federal FMLA regulations; however, Rockcliff Management Services will consider leaves of absence without pay for personal reasons, family illness, pregnancy, or other reasons after employees PTO is depleted. A written    request stating the length of time and reason for leave should be submitted for approval to the   President/Clinic Director with consideration for the following - business needs, employee attendance, work performance, length of service, duration of absence, and staffing needs.

During employee leave, previously accumulated benefits are retained but do not accrue.

Section 8 - Other

8.0   Legal Announcements and information

Rockcliff Management Services posts legal announcements and information regarding employee practices, job   opportunities and state regulations in the break room.

8.1   Parking

Employees are asked to park on the sides of the building and leave the most convenient parking   spaces for the patients.

8.2   Personnel Records

Rockcliff Management Services personnel records are confidential. Access to files is restricted, but employees may   view their own file with reasonable advance notice. Personnel files are the property of Rockcliff Management Services and cannot be removed from the premises. Employees needing salary information  released to third parties should submit a written request for release to the Rockcliff Management Services Office Administrator specifying who, where, and why the release is being requested.

8.3   Change in Personal Status

Changes in employee social security and federal withholding (such as marriage, divorce or number of dependents) should be submitted in writing to the Office Administrator. Employees will be asked to update employment forms, including their W-4 and I-9. Changes in personal information such as name, address, phone number or emergency contact can be submitted with written notice to the Office Administrator.

8.4   Inclement Weather Policy

Rockcliff Management Services will be open during inclement weather unless unusually severe conditions exist. If this occurs, the Rockcliff Management Services President/CEO will advise of the necessity of closing and will ensure communication with employees using internal messaging systems and/or texts and phones calls. If the offices are closed due to inclement weather, Rockcliff Management Services employees will be paid for normally scheduled hours.

If Rockcliff Management Services offices are open during inclement weather, employees will be expected to make reasonable efforts to get to work. Employees unable to arrive for work due to inclement weather will be charged one (1) day of PTO. If PTO is not available, employees will not be paid for the day. Employees who are unable to report to work should contact their supervisor no less than 30 minutes prior to the start of their workday.

On days when local school closures occur due to weather conditions Rockcliff Management Services President/CEO will adjust the open hours to a late open of 10 a.m. all necessary arrangements will be made for client appointments to accommodate the late open.

On days when weather conditions worsen as the day progresses and the office already declared a late open, Rockcliff Management Services may decide to close the offices for the entire day. If office hours are normal and weather worsens Rockcliff Management Services  President/CEO may decide to close early. Employees will be expected to remain at work until the appointed closing time unless they receive permission from their supervisor to do otherwise.

8.5   Fire & Disaster Plans

Fire and disaster plans are located at the reception-desk. In the event of a fire, employees should direct patients to immediately leave the building via  the nearest unobstructed exit and then leave the building themselves. In the event of a tornado, employees should direct patients to take shelter in the Rockcliff Management Services designated safe room and then do so themselves.

 Patient Relations  

Rockcliff Management Services is mindful of our patient’s needs and strives to maintain good relations with them. Most often causes of patient dissatisfaction are related to fees and waiting time. 

Fees – We want every patient to receive an itemized statement with details of the exact procedures and fees charged. Also, be prepared to offer an explanation of our fees to patients upon request. 

Wait Time - Be observant for patients waiting for their appointment. If there is a delay, provide communication regarding the reason and possible options such as asking them if they would like to leave the office for a while to shop or get coffee, to come back later that same day, or to make an appointment for another day. By providing adequate explanations about delays you are recognizing that the patients’ time is also important.

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 Acknowledgment of Receipt of Rockcliff Management Services Employee Manual

Please acknowledge your receipt and acceptance of this manual and INPS/INS employee policies on the following page.

I have received and read the Rockcliff Management Services Employee Manual. I understand that this document addresses personnel policies that apply to me as an employee of Rockcliff Management Services. My signature denotes acceptance of Rockcliff Management Services employment expectations and policies described herein.

_____________________________________       _____________________

Employee Signature                                                                    Date

_____________________________________

Employee Name (printed)

This signature page becomes part of your Rockcliff Management Services personnel file. In the event of revisions to this manual, you will be provided with an updated copy and asked to sign a new acknowledgment of receipt.