Purpose: To ensure that all open positions are posted and candidates are interviewed in a standardized process

Transcription

1 1.0 Job Posting and Selection Process Purpose: To ensure that all open positions are posted and candidates are interviewed in a standardized process Policy: The (HR) Director will ensure that all open job positions are posted and interviews are initiated and finalized based on standard non-discriminatory procedures. Procedures: 1. All open position postings will be pre-approved by the Chief Executive Officer (CEO) or the Chief Operations Officer (COO). 2. After approval, all open positions will be ed to the Practice Managers (PMs) and/or departmental supervisors by the HR Director for internal posting. 3. All positions will be posted internally and externally for a minimum of five (5) days via the job posting form and external services. Recruitment services may also be utilized for providers. 4. Once the approved job posting period ends, the HR Director and Practice Manager/department supervisor. 5. Candidates selected for an interview will be contacted and interviewed by the PM/department supervisor for a scheduled date and time. 6. Depending on the position, a small team may be composed to assist with the interview and check the candidates references. a. All nursing/ma interviews must include the DON. b. All provider interviews will be conducted by the CEO and/or CMO. 7. After the interview is complete, an interview form and supporting documentation will be submitted to the HR Director for each candidate. Based on the interview form scores and references a candidate will be chosen for the position. 8. HR Director will verify credentials and will acquire appropriate signatures and starting rate of pay on a status change form from applicable Executive Team (ET) member.

2 9. The HR Director will contact the candidate and initiate offer of employment. a. An offer letter with acceptance deadline will be mailed or ed. b. For providers, a offer letter will be ed to the provider candidate, along with a credentialing checklist. i. The employment contract will be mailed upon receipt of the signed offer letter. ii. The provider candidate has ten (10) business days to return an executed contract and all required credentialing documents. 10. Upon acceptance of offer, the candidate is scheduled for new hire paperwork. a. A new hire alert announcement is sent. b. Background checks and drug screens will be scheduled at this time. c. All provider screenings will take place during the onboarding process. d. Start date will be determined accordingly. 11. External candidates interviewed but not selected for the position will receive a letter stating such from the HR Director. 12. Internal candidates not selected for the position will receive a letter and offer to meet with the HR Director to discuss interview strengths and weaknesses. 13. All job posting activities for a position will be kept on file with HR and will consist a minimum of the following: a. Job posting b. Job posting number c. All applicants d. Top three (3) applicants interviewed e. Interview forms for applicants selected for interview f. Job posting announcement Guidelines: N/A Related Links/Forms/Policies: 1. Interview Form

3 2.0 Employee Onboarding Process Purpose: To ensure that staff is fully credentialed, oriented, and trained in order to successfully meet the requirements of the job description. Policy: The HR Director will ensure that all staff and providers undergo a standardized onboarding process. Procedures: 1. Following formal acceptance of the position, the HR Director will send a new hire alert to all applicable departments. a. The Information Technology (IT) department will initiate the Health Information Technology (HIT) set up process utilizing an onboarding checklist located on the HR shared drive. b. Once completed, the checklist will be signed off by the HR Director and attached to the candidate s file. 2. The HR Director will send a copy of the status change form, employee information form, state and federal tax forms, and direct deposit form to accounting and payroll for coding and input into accounting, payroll, and time management systems. 3. HIT system training will be scheduled in accordance with the HIT Access Assignment and Training Policy and will take place prior to the formal employee orientation. 4. The HR Director will meet with all new hires on the first day of the HIT training to briefly discuss the employee manual and benefit enrollment process. Employees will be informed of their scheduled formal orientation date and will be issued a badge. a. The DON will briefly meet with nurse/mas during this training to review the Nursing Orientation process in accordance with the Nursing Orientation policy and the competency requirements in accordance with the Nursing Competency Assessment policy. b. The Medical Staff Coordinator (MSC) will review any outstanding onboarding items with the provider. 5. During new hire orientation, the HR Director will thoroughly cover the Employee

4 Handbook and Benefit Enrollment Guide and enrollment process. Questions related to benefits will be answered and benefits enrollment forms will be collected. 6. If eligible, payroll will notify the employee of the online process for benefits enrollment. Prior to first payroll deduction, the payroll clerk will inform them of the amount and the date of the first payroll deductions. 7. For all nursing/mas, the DON will ensure that a competency checklist is completed and licensing/credentialing information is obtained. 8. All onboarding paperwork will be kept within the employee s file in the HR Director s office. An additional file will be kept for nurses / MAs in the DON s office and will contain the nursing competency checklist, as well as licensing/credentialing information. Additionally for Providers: 9. The HR Director will collect the signed contract and all credentialing documents. 10. The HR Director will upload all credentialing documents to the credentialing drive and will notify the MSC and Accounts Receivable (A/R) department of their availability to begin the credentialing and privileging process. 11. The MSC will complete the primary source verifications and queries in accordance with the CFHC Credentialing Manual and will ensure that all privileging information is obtained via the Privileging policy. 12. The MSC will prepare the credentials and privileging requests folder to the Chief Medical Officer (CMO) for review and recommendation. Once signed, the CMO will return the packet to the MSC, and the MSC will forward the packet to the Executive Assistant to be placed on the next Board meeting agenda for approval. 13. The A/R department will coordinate signature captures with the onboarding provider. 14. All provider onboarding paperwork will be kept within the employee s file in the HR Director s office. Additionally, credentialing and privileging information will be kept in individual provider files within the MSC s office. Guidelines:

5 1. A New Hire Orientation alert is sent to all facilitators and managers one week prior to the scheduled date. New Hire Orientation is held the second Tuesday of each month. Related Links/Forms/Policies: 1. HIT Access Assignment and Training policy 2. Nursing Orientation policy 3. Nursing Competency Assessment policy 4. Nursing Hiring Policy 5. CFHC Credentialing Manual 6. Privileging policy 7. Provider/Nursing/PSR Onboarding Checklist 3.0 Employee Evaluation Process Purpose: To establish guidelines for the evaluation of all staff to ensure job performance feedback and potential merit increases. Policy: All new employees will receive a 90-day evaluation from their hire date, and all employees (new and existing) will receive an annual evaluation thereafter. Procedure: 1. All employee evaluations must be completed and submitted to the HR Director at least one (1) week prior to the due date. 2. Supervisors must use designated evaluation forms obtained from the HR department for all evaluations. These forms include the following: a. Employee Performance Appraisal (specific to each job role) b. Performance Appraisal c. Nursing Specific Appraisal form 3. Evaluations will be conducted one-on-one between the employee and his/her supervisor. A third party may attend, such as HR, Department Director or Executive Team member, if requested.

6 4. The supervisor will attach copy of the employee s time sheet covering the evaluation period. Once completed, the employee and the supervisor must sign the evaluation prior to submitting it. 5. Upon receipt of the evaluation, the HR Director will complete an initial review and will submit the evaluation to the applicable member of the ET for review. 6. After a second review is completed, the evaluation will be submitted back to the HR Director to ensure that the following data is provided for CEO review: a. Hire Date b. Date of Last Review (if applicable) c. Current Pay d. Pay before last increase (if applicable) 7. The HR Director will submit the evaluation to the Chief Executive Officer (CEO) for the final review and merit increase consideration. 8. The CEO will return the evaluation and merit increases, if any, to the HR Director. 9. If applicable, the HR Director will fill complete a status change request form to payroll for processing of the merit increase. 10. The HR Director will send out a letter to the employee regarding the evaluation findings and merit increase decision within ten (10) business days. Guidelines: N/A Related Links/Forms/Policies: 2. Employee Performance Appraisal (specific to job role) 3. Performance Appraisal 4. Nursing Appraisal form

7 4.0 Employee Performance Improvement Plan Purpose: To establish a process for initiating a performance improvement plan (PIP) in response to a documented performance/behavior issue and/or an evaluation with less than satisfactory rating in one or more areas. Policy: A PIP will be prepared by the employee s supervisor to address specific performance and/or behavioral issues and allow the employee a specified time to meet expectations. Procedure: 1. Any employee with a written counseling form and/or a less than satisfactory evaluation (rating of 2 or less) will be issued a written PIP by the employee s direct supervisor. 2. Each PIP will be set forth for a period of no less than 30 days and no more than 90 days. The PIP will specify the issues to be addressed, what actions need to be taken, and further disciplinary action if improvement does not meet expectations. 3. An employee issued a written PIP will be asked to sign the PIP. If the employee refuses to sign the PIP, the supervisor must note the refusal on the signature line of the document. 4. The employee s supervisor will send the PIP and any supporting documentation to the HR Director. 5. If employee fails to successfully complete the PIP, the supervisor will recommend further disciplinary action as referenced in the PIP. The progressive discipline policy as stated in the Employee Handbook is another reference source. 6. After successful completion of the PIP, the HR Director will attach the PIP, along with the counseling form and any additional documentation (i.e. written reprimands, etc.), for submission to the applicable ET member for review and further instructions, if needed. 7. The ET member will review the documents and forward them to the CEO for signature. 8. The documents will be kept in the employee s HR file. Guidelines: N/A

8 Related Links/Forms: 1. CFHC Counseling Forms Employee Handbook 5.0 Employee Separation/Termination Purpose: To establish guidelines for processing employee separations/terminations. Policy: All employee separations/terminations will follow a standardized process for separation and out-processing the organization. Procedure: 1. All voluntary separations will require a written resignation from the employee to the HR Director and immediate supervisor. a. Non-exempt employees must give a minimum two-week notice. b. Regular Exempt employees must give a 30-day notice. c. All Providers and ET members must give a 90-day notice. 2. Failure to give appropriate notice will result in the loss of PTO and ineligibility for rehire. 3. Upon receipt of resignation, the HR Director will complete a status change form and initiate a separation alert to applicable staff. 4. HIT account deactivations will take place as specified in the appropriate Separation/Termination checklist. After the checklist is completed, it will be printed and added to the employee s file. 5. The HR Director will schedule and conduct an exit interview with the employee prior to the employee s separation date, should the employee volunteer to participate. The findings will be presented to the Executive Team (ET) and the CFHC on an ongoing basis.

9 6. The HR Director will notify an employee of a termination by letter outlining the reason for dismissal and effective date. HR or the immediate supervisor will ensure the return of CFHC property including, but not limited to, badge, keys, and laptop. 7. All terminations will be handled the same as the voluntary separation, with the exception of two areas: a. An exit interview will not be conducted. b. No Termination will be conducted without the approval of the CEO. Related Links/Forms/Policies: Provider/Nursing/PSR Separation/Termination Checklist