It s the BIG DAY! Preparing for your New Hire s First Day

Transcription

1 It s the BIG DAY! Preparing for your New Hire s First Day Properly preparing for the arrival of a new hire to your location is very similar to preparing for your new arrival(s) in your personal life. You do not get a second chance at a first impression. Everyone wants to not only be prepared for the arrival of their new hire, they want to provide a warm welcome to the new addition to their work family. 1. Once an offer has been made, put in writing, and accepted by the new hire, it is time to start preparing for Day Because obtaining the new hire access involves multiple departments, it is extremely important for the location to have all new hire information entered timely. a. For Hospice, the location needs to send the new hire personnel information to HR Help 12 days prior to the new hire s first day. b. SAP feeds Security Master, which then feeds the information into Relias, and creates the new hire s log-ons/usernames/passwords. c. The new hire s log-ons/usernames/passwords are sent via to the individual who generated the initial SAP request. 3. Review Health Clearance policy and follow TB Screening Process (see Appendix A page 4). 4. Prepare a warm welcome for your new hire Add a small badge or sign to his/her desk that says: Hi, I m new ; give a welcome certificate or card that everyone has signed; provide them welcome gift. 5. Call your new hire the week before the first day of work. a. Ensure that all the onboarding paperwork is complete. b. Let the new hire know how excited you are to have her/him as part of the team. 6. If the new hire is a clinician: a. The Clinical Leadership will decide which track the new hire will follow. This decision will be based on the interview and experience. b. Have the supply bag packed with the supplies that are provided to the clinician on hire. c. Have ipad ready to go on Day 1. All ipad requests must be completed using the Kalliope system ( The link to order new ipads is accessed from the Common Requests section. To ensure a new hire receives his/her equipment in a timely manner, requests must be completed at least 10 business days prior to start date. d. Have the orientation work area clean and ready for the new hire to begin the orientation. 7. If the new hire works in the office: a. Have the desktop/laptop ready to go Day 1. Laptop or desktop computers should be ordered using the Capital Budget Request (CBR) process. CBR information is available from the MyGentiva intranet (Purchasing > IT Purchasing) or from Knect (Kindred at Home > Purchasing). b. Prepare the workstation New Hire Location Checklist Page 1 of 7 Revised: 9/7/2017

2 **Content in the following sections 8-11 are listed in the order they appear in the Core Orientation Checklist 8. Material that the branch needs to have printed for the New Hire s First Day: Employee Orientation Profile Emergency Preparedness Plan including the Disaster Call List PTO forms Any and all payroll documents to sign: Productivity, direct deposit, etc. Two copies of Job Description (one for employee and one for employee s HR file) Location phone list Location Org charts Regional Org chart/contact list Employee Handbook s, Texts and Protecting Patient Information Kindred Security 9. Documents provided by our department that need to be printed for the New Hire s First Day: Specific New Hire Track (Clinical Tracks will be decided by Clinical Management) Core Orientation Checklist Employee Orientation Profile EMR Device Acknowledgment Form KAH Team Members Hospice Survey 10. Embedded links in the Core Orientation Checklist (the documents in these links may be printed from the Checklist): Core Orientation Checklist KAH Mission, Goals and Values Kindred at Home Learning Tour Driver Safety Hope Fund Kindred Contact Center: Shaping the Future of Care for an Aging America Service Essential How to Download PDFs from Kindred Home Learning to your ipad Driver Safety Job Aid 11. Video Links available in the Core Orientation Checklist: Kindred Healthcare Our Organization Rippled Lives Kindred at Home Meet Kalliope: Knowledge Base and Security Requests Meet Kalliope: Submitting a Request Meet Kalliope: Chat Safe Driving New Hire Location Checklist Page 2 of 7 Revised: 9/7/2017

3 12. Weekly Host Calls by the Clinical Facilitators: Audio: (844) Participant Code: # Hospice Orientation Host Call: Every Friday at 12PM EST Virtual Classroom Link: The following four orientation documents should be printed and fully completed during the orientation process: Employee Orientation Profile Core Orientation Checklist Discipline / Position Specific Track Clinicians: Discipline-Specific Skills Experience Checklist Initialed, dated and signed off by the new hire, immediate Supervisor and when applicable the preceptor. Placed in personnel file Thank you for understanding the importance of being prepared for your new hire and Day 1. This creates a nurturing environment structured to support the new hire in their successful career at Kindred at Home. New Hire Location Checklist Page 3 of 7 Revised: 9/7/2017

4 APPENDIX A: Hospice Policy Manual Health Clearance TB Screening Process New Hire Location Checklist REVISED: 12/28/2016 HOSPICE POLICY MANUAL Page 1 of 4 HEALTH CLEARANCE Policy All employees expected to enter a patient s home at any time during their employment must adhere to the Health Clearance policy. Health Questionnaire 1. An Employee Health Questionnaire and Tuberculin Skin Test (KCL4002) is completed upon hire for all employees expected to enter a patient s home prior to performing/observing their first home visit. This form is located in the Kindred at Home New Hire Packet. 2. An Employee Health Questionnaire Tuberculin Skin Test form will be completed annually by all employees expected to enter a patient s home. Tuberculosis Screening 1. All employees with patient contact must provide documentation that they are free from active tuberculosis after the conditional job offer, prior to their first assignment. Additional screening will be done according to TB Risk Assessment criteria. Refer to Hospice policy 10-12: Risk Assessment for Tuberculosis Control for more information. 2. At the time of employment, all employees with patient contact, including those with a history of Bacillus of Calmette and Guerin (BCG) vaccination, will receive a tuberculin skin test unless they can provide documentation of any one of the following: A previously positive skin test - Employees with a previously positive skin test must provide documentation of a baseline chest X-ray result excluding TB disease. Completion of adequate preventative therapy Completion of adequate treatment for active disease Current X-ray evidence that the employee is free from TB disease 3. Employees exempt from a TB test for the reasons listed in #2 above are required to complete the Employee Health Questionnaire Tuberculin Skin Test form annually, which is reviewed by the clinical manager or professional designee. If symptoms suggestive of tuberculosis are evident at any point during the period of employment, further evaluation of pulmonary health is required. New Hire Location Checklist Page 4 of 7 Revised: 9/7/2017

5 Page 2 of 4 HOSPICE POLICY MANUAL REVISED: 12/28/ For all other employees with patient contact not exempt from Mantoux tuberculin skin testing: A one-step Mantoux skin test is performed on those who have a documented negative tuberculin skin test or a negative Interferon-Gamma Release Assay (IGRA) blood test during the previous twelve (12) months. If this tuberculin skin test result or an IGRA test is negative, employees are cleared to be placed on assignment. If this tuberculin skin is positive, the employee will be considered tuberculin-positive, requiring a follow-up chest X-ray to determine pulmonary health. A two-step tuberculin skin test is performed for all others. If the first tuberculin skin test result is negative, a second test will be performed one to three weeks after the first test. Note: Employees may be assigned to provide patient care after the results (and any required follow-up) of the first tuberculin skin test. If the second tuberculin skin test result is negative, the employee will be considered Mantoux negative and may be placed on assignment when the hiring process is completed. If the second tuberculin skin test result is positive, the employee will be considered Mantoux positive, requiring a follow-up chest X-ray to determine pulmonary health. 5. When the intradermal tuberculin skin test is performed, the test results are to be read between 48 and 72 hours after injection. Employees self-reading and reporting of results is not acceptable. The results must be documented in terms of measurement (in millimeters) of an induration (redness or erythema is not measured). 6. All TB testing and medical follow-up, whether pre-or post-exposure, will be provided at no cost to the employee. Frequency of TB Testing 1. Test result-negative employees will undergo repeat TB testing at regular intervals as determined by the risk assessment. (Refer to Hospice policy 10-12: Risk Assessment for Tuberculosis Control for more information.) 2. Frequency of TB testing will be conducted as follows: For offices at low risk, no further TB testing is required unless an exposure occurs. An annual Employee Health Questionnaire Tuberculin Skin Test form is required for all clinicians. Every twelve (12) months for offices at medium risk. For offices at high risk, testing will be implemented immediately after conversions and/or diagnoses have been reported. Testing will continue every three months for all employees who may have been exposed until there is no evidence of ongoing TB transmission. 3. In addition, employees routinely performing high-risk procedures will be re-tested at least every six (6) months. High-risk procedures include endotracheal suctioning, sputum induction and aerosolized treatment administration (such as aerosolized pentamidine therapy) on adult patients. REVISED: 12/28/2016 HOSPICE POLICY MANUAL Page 3 of 4 New Hire Location Checklist Page 5 of 7 Revised: 9/7/2017

6 Post-Exposure Testing For more information, refer to Hospice policy 10-11: Post-Exposure Evaluation and Follow-Up. Page 4 of 4 HOSPICE POLICY MANUAL REVISED: 12/28/2016 New Hire Location Checklist Page 6 of 7 Revised: 9/7/2017

7 New Hire Location Checklist Page 7 of 7 Revised: 9/7/2017