TOUCHSTONE SERVICES, INC.
Our Goal is Simple: To Help You Reach Yours
PERSONNEL POLICIES / EMPLOYEE HANDBOOK
Touchstone Services, Inc.
Personnel Policies/Employee Handbook
Table of Contents
- At will status of employment
- Equal Employment Opportunity
- Management Rights
- Dress Code
- Employment Requirements & Conditions
- Personnel File/Record
- Job Description
- Work Schedules
- Sleeping on Duty
- Time Sheet Administration
- Absence & Tardiness
- Acceptance of Gifts & Loans
- No Solicitation Policy
- Media Release
- Inspection of Containers
- Employee Honesty & Integrity
- Criminal Convictions & Criminal Charges
- Health & Safety
- Leaves of Absence
- Medical Evaluations
- Military Leave
- Paid Holidays
- Sick/Personal Time
- Jury Duty
- Group Insurance
- Worker’s Compensation
- Social Security
- Sexual Harassment
- Transporting Members/Unexpected Absence: Policy for Staff & Drivers
- Drug Free Environment
- Recipient Rights
- Incidents & Accidents
- Employee Evaluations
- Smoking & Smoking Products
- Cultural Competency
- Prevention of Workplace Violence
- Limited English Proficiency, March 2002
- Complaints of Non-Compliance
- Credit Card Acceptance
- Computer Information System Security
- Conflict of Interest/Personal Relationships
- Recovery Policy and Procedures
- Social Media
- Cash Reserves
- Responding to Subpoenas, Search Warrants or Other Legal Directives
The purpose of Touchstone Services, Inc. is to provide assistance and support to encourage recovery and community integration for individuals with psychiatric, developmental, substance abuse and/or co-occurring disabilities. This assistance may include, but is not limited to, rehabilitation services such as vocational, recreational, educational, physical, psychosocial support, housing, transportation, counseling and assistance in community living.
Agency Purposes include:
- Providing a supportive environment which enables individuals whose lives have been interrupted by a psychiatric, developmental, substance abuse and/or co-occurring disability to develop skills and abilities toward greater independence
- Recognizing under-utilized potential in members
- Facilitating an increased sense of self-confidence
- Facilitating peer-supported relationships
- Offering a variety of vocational, educational, counseling, ordered-day, and social services from which individuals can choose
- Empowering individuals toward increased self-determination
- Combating stigma and stereotype by presenting a positive image in the community
Our mission is to provide an environment where individuals can succeed through the promotion of skills, perseverance, a feeling of confidence, respect and a sense of accomplishment in their endeavors.
Touchstone Services, Inc. will be a source of high quality psychosocial services, promoting the rights, responsibilities and opportunities for the individuals served to reach their highest potential.
- AT WILL STATUS OF EMPLOYMENT
The employee understands that the nature of employment relationship is “at will”. This means that at the sole discretion of either the employer or the employee, the relationship may be terminated with or without cause and with or without notice.
Personnel practices, including the right to hire, transfer, suspend, or discharge, to relieve employees from duty and to maintain discipline and efficiency of employees, rest exclusively in the sole discretion of the employer. The employer may introduce new administrative methods and job requirements as changing needs indicate.
Nothing in this manual operates to change the status of the employee from at-will to any other status. All disciplinary provisions in this manual are advisory. The employer expressly reserves the right to terminate any employee at the sole discretion of the employer.
Any representations that change the employee status from an at-will employment status must be in writing and signed by the executive director of the organization. Any other purported changes in the at-will nature of employment beyond the at-will policy of the employer were made prior to, or relied upon by the employee prior to hire.
- EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
We subscribe to a policy of equal employment opportunities and will maintain and conduct all practices relating to recruitment, hiring, discipline, compensation, promotion, work assignment and other terms and conditions of employment in a manner which does not discriminate on the basis of race, color, religion, national origin, age, sexual orientation, gender, handicap, marital status, height and/or weight.
Under Michigan law, a handicapper needing accommodations for employment must notify the employer in writing within 182 days after the need is known or reasonably should have been known. Failure to notify the employer may result in a loss of your rights. Should you have any questions or concerns on your rights, please contact the Executive Director immediately in writing.
- MANAGEMENT RIGHTS
The employer expressly retains and reserves, including but without limiting the generality of the foregoing, the right to:
- Hire, fire, suspend and otherwise discipline its employees as the employer, in its sole discretion, deems advisable.
- To determine the work hours of the employee and to lay off the employee as the employer, in its sole discretion, deems fit. Management reserves the right to reduce work hours and transfer employees.
- To determine the job classifications and duties of each employee, subject to change without written notice to the employee.
- To manage its affairs efficiently and economically, including the determination of quantity and quality of services to be rendered, the control of equipment to be used, and the discontinuance of any services or methods of operation.
- To produce new equipment, methods, or processes, change or eliminate existing equipment, and institute technological changes, decide on supplies and equipment to be purchased.
- To sub-contract or purchase the construction of new facilities, or the improvement of existing facilities, as the employer, in its sole discretion, deems advisable.
- To determine the number, location, and type of facilities, to direct the work force, to assign the type and location of work assignments, and to determine the number of employees assigned to operations.
- To close or otherwise reduce the scope of operation of any or all facilities/sites.
- To determine starting and quitting times, and the number of hours to be worked by employees.
- To establish and change work schedules, work standards, and the methods of processes and procedures by which such work is to be performed by employees.
- To select employees for promotion or transfer to other supervisory positions, and to determine the qualifications and competencies of the employees to perform the available work.
- DRESS CODE
Employees are expected to maintain high standards of neatness, cleanliness, and personal hygiene. All employees should arrive for work in neat, clean clothing, appropriate for the occasion and assigned job duties.
The actual hiring of an employee is based on the qualifications of the applicant, as determined in the sole discretion of the employer. See attached job descriptions for each category. All employees must be at least 18 years of age.
- EMPLOYMENT REQUIREMENTS & CONDITIONS (All Employees)
Touchstone Services, Inc. requires the following to be on file in compliance with State, Federal and contracting agency requirements.
- Physical signed by a licensed physician or his or her designee attesting to the physician’s knowledge of the employee’s physical health.
- Tuberculosis test (repeated every three years) must be obtained before working in the clubhouse.
- Federal and State Withholding Tax forms.
- I-9 Employment Immigration Eligibility Form. Must be completed within three (3) days of hire.
- Three (3) valid references. (The Bullard-Plawecki Employee Right to Know Act indicates that these references are not to be included in the employee’s Personnel file/record.)
- Signature acknowledging receipt of Personnel Manual.
- Driver’s license (copy of) only if the employee will drive as part of job functions. (Obtained in accordance with Fair Credit Reporting Act.)
- Copy of professional credentials, where applicable.
All of this information must be turned in to the office within three (3) weeks of the hiring of the employee unless a shorter time period is noted.
This information, except for reference letters, will be kept in the employee’s personnel file/record.
An employee who, following a medical examination or the administration of tests, is found to have symptoms of a physical, emotional, or mental condition which could be hazardous to the members or other staff members or which prevents the employee from performing the duties of his or her employment, shall be relieved of his or her assignment and shall be required to furnish a certificate of recovery by a qualified physician before he or she will be permitted to return to work.
In the event you are a person with a covered disability, you must notify us in order to make a determination of accommodations as defined under the Americans with Disabilities Act or Michigan’s Handicapper’s Civil Rights Act.
- PERSONNEL FILE/ RECORD
- Contents of File
A personnel file will be kept for each employee. The personnel file of each employee may contain his or her application for employment, Federal and State tax forms, evidence of education, resume, training and previous experience, the records of hiring, job assignments, work schedules, salary, job performance evaluations, correspondence relating to the employee, reprimands and other discipline. The file may contain other information not prohibited by law.
- Personnel Files
For the purpose of maintaining complete and accurate personnel files, employees are required to report any changes in their personal status to the employer. The information needed is:
- Change in address or telephone number.
- Any change affecting your tax withholding status.
- Legal change of name.
- Change of persons designated to call in case of emergency.
- Changes that would affect your insurance benefits.
- Employee Access to File
You may see your personnel file by submitting a written request to the employer. Your request should include your name, social security number and dates of employment, and name of the site in which you work. The examination of the personnel file should be done during regular office hours, unless other arrangements are necessary.
- JOB DESCRIPTION
Upon application, each employee will have received a written job description, which describes the following:
- Qualifications necessary for the position.
- Job classification.
- Brief description of responsibilities and duties.
- Title of immediate supervisor.
Any job description distributed by the employer is not inclusive of all duties that the employee will be required to perform. The employer expressly reserves the right to change the responsibilities and duties as he or she so desires. The job description may be changed orally and the employer need not provide a new written job description.
The job description shall be signed by the employee to indicate acceptance and knowledge of the responsibilities of the position. The signed job description shall be placed in the employee’s personnel file at the office with a copy provided to the employee.
It is the policy of Touchstone Services, Inc. that, as our organization continues to expand and grow, we will endeavor to fill new job opportunities from among our own employees, provided, in Touchstone Services, Inc.’s judgment, a fully qualified person is available.
Should you wish to be considered for a promotion, notify your supervisor in writing.
The following areas will be evaluated for persons desiring consideration but not limited to: Skills, abilities, education, seniority, attendance, willingness to accept assignments, dependability, quantity and quality of work accomplished.
Touchstone Services, Inc. reserves the right to hire outside its current staff if, in the judgment of the employer, persons from outside the present employees are more qualified.
- WORK SCHEDULES:
Our work period for overtime calculations is based upon a 7-day work period beginning Saturday at 12:01 a.m. and ending Friday at 12:00 midnight. All hours worked over 40 in this work period will be compensated at time and a half (1/2) their regular rate of 52 weeks a year. Each employee is expected to work overtime when scheduled or requested by the employer or supervisors. This is a condition of employment. The employer will endeavor to give at least twenty-four hour notice whenever possible.
Due to the nature of our employment, employees are expected to take a temporary or permanent reduction of work hours if requested by the employer.
All employees are expected to work a reasonable amount of overtime on less than 24-hour notice when the situation warrants and when requested as a condition of employment.
All necessary training required by the State, any governmental agency, or the employer must be completed, and any and all tests must be successfully completed.
All employees must satisfactorily attend all in-service training required by the employer. Documentation of in-service attendance will be kept in each employee’s personnel file. Employees must complete all training so required to the satisfaction of the State, its agencies and the employer.
Any additional requirements which the State of the employer may impose in the future must be complied with.
All employees will be required to attend all regular and special staff meetings and special in-service training sessions that may be held. Documentation of in-service attendance will also be kept on file.
- SLEEP ON DUTY:
Sleeping on duty is strictly prohibited.
- TIME SHEET ADMINISTRATION:
The purpose of the time sheet is to insure an accurate record of all hours that you work. It is the employer’s policy that all work performed by you will be while you are “on duty”. In order for you to receive correct payment of wages, you are required to sign in and out on your own time sheet according to your schedule.
All employees are expected to be at their work areas ready and able to start work at the scheduled time and are expected to remain in their work areas until their scheduled quitting time.
All employees will be paid for the time they actually worked according to their work schedule. Any time worked beyond the work schedule must be authorized and approved by your supervisor in writing.
All employees must sign their time sheet. An employee’s signature on his or her time sheet indicates that he or she has worked all of the scheduled time, including overtime and that all hours actually worked by the employee are represented on the time sheet. Failure of employees to note any discrepancies in hours worked or amount of pay within two weeks of receiving their pay shall be deemed an accurate statement, without objection, that the hours and pay are correct.
- ABSENCES AND TARDINESS:
Upon accepting employment with the employer, you assume the personal responsibility of being on the job each scheduled day. You should strive for perfect attendance.
Absenteeism is defined as a failure to meet a scheduled shift exclusive of approved leaves. Tardiness is defined as the failure to report to work at the time scheduled.
We recognize that occasional absence and lateness are unavoidable. However, absenteeism and tardiness always cause lost wages to you and difficulty in meeting our staffing requirements.
Employees are expected to inform their supervisor that they will be late or absent as soon as it becomes evident. You must call each day you are going to be late or absent. Failure to do so will result in the employee being recorded as “late, no call” or “absent, no call”. Asking a friend, another employee or a relative to give notification is not considered acceptable. In case of an emergency, notification should be made to the supervisor as soon as the employee is able. If an employee is more than one hour late, the employer may at its sole discretion remove the employee from the schedule for the rest of the shift.
Any employee who is absent two (2) consecutive scheduled work days without reporting their absence to their supervisor will be considered a “voluntary quit”.
After all sick/personal time has been used, at the sole discretion of the employer, a statement from your physician may be requested covering days absent and ability to return to work.
Employees are expected to work their scheduled shift, unless prior approval from their immediate supervisor has been obtained and they have personal and/or vacation time available. Approval of time off remains at the sole discretion of the employer.
- ACCEPTANCE OF GIFTS AND LOANS:
We are strongly opposed to having employees accept gifts of any kind from firms, individuals, family members, or members for whom we provide service or who have a direct business relationship with us. It must be made clear that our business decisions are made entirely on the basis of merit, as accurately as can be determined. If you receive a gift or are asked to accept a gift, promptly contact your supervisor.
Employees are not permitted to borrow money from members or family members of consumers under any circumstances.
Employees are not to commingle, borrow or pledge funds of a member. Michigan law makes it a misdemeanor, with the possibility of two years in jail, a $25,000 fine, or both, if convicted.
- NO SOLICITATION POLICY:
In the interest of efficiency and for the protection of our employees, the employer has adopted the following policy concerning solicitation and distribution of materials by employees and non-employees. There shall be no solicitation or distribution of literature or conducting of personal business of any kind by any employee during the actual working time of the employee or the actual working time of the person being solicited.
Solicitation or distribution of materials or literature by non-employees on employer premises is expressly prohibited at all times. Please escort unauthorized persons to your supervisor.
- MEDIA RELEASES:
Information is not to be given to the media. If a contact is made by the media directly to the program, the staff on duty should request the name of the caller, the telephone number where the person can be reached and the name of the media represented. Inform the media representative that the employer or the executive director will return the call. The employee shall advise the employer of any such call at once. Staff should never release the home telephone number of any other staff member, including the supervisory staff. No press should be allowed in the program without the express approval of the employer or Executive Director.
- INSPECTION OF CONTAINERS:
The employer reserves the right to inspect all containers and packages leaving the premises such as boxes, bags, lunch buckets, brief cases, etc. at all locations on employer’s premises.
- EMPLOYEE HONESTY AND INTEGRITY:
As a new employee, you were hired by the employer with the fact in mind that your honesty and integrity are of the highest level.
In case employees observe another employee taking any property of the employer without authorization, or misusing it, it becomes their responsibility to advise the employer through their supervisor of this fact.
Property, equipment, or supplies of the employer are not to be removed from the employer’s premises by any employee without express permission to do so from your employer or supervisor.
Those employees who are exposed to confidential information about our business, are expected to keep such information confidential.
Employees are expected to behave in a mature, appropriate and professional manner at all times, as they are representative of Touchstone Services, Inc. All employees are expected to comply with state and federal laws, Touchstones Services, Inc. and contracting agencies policies and professional standards, including but not limited to the “Code of Ethics for Psychiatric Rehabilitation Practitioners” and Chapter 7 of the Michigan Mental Health Code, Recipient Rights. All employees are expected to cooperate with any investigations that are conducted by the agency, Recipient Rights, Protection and Advocacy, and other legal investigations.
It is Touchstone Services, Inc. intention to create a safe environment for people to work in. Therefore, the policy of zero tolerance for threats of violence or actual violence will be implemented. Any employee demonstrating these behaviors may be terminated.
- CRIMINAL CONVICTIONS AND CRIMINAL CHARGES:
It is the policy of Touchstone Services, Inc. to conduct a criminal history check through the Michigan State Police and other state police agencies where appropriate. Since this information may not be available until after an applicant has been hired and assumed responsibilities, it may be necessary to conduct a post-hire good moral character assessment which includes information found in the criminal history report.
If the employer substantiates that the employee provided dishonest or false answers on the job application or during all pre-hire interviews, the employee will be terminated immediately.
Should a criminal history report include information which suggests the employee is inappropriate to work with vulnerable adults, the employer will investigate the accurateness of the criminal history report and allow the employee a reasonable amount of time to refute the contents. During the course of this investigation, the employer reserves the right to suspend the employee without pay until the matter is resolved to the sole satisfaction of the employer.
Employees who are convicted of a felony, a serious misdemeanor or any other serious crime, the nature of which implies that the employee is incapable of performing his or her job with honesty, are subject to termination. Employees who are convicted of a crime that shows a lack of good moral character, as determined by the Department of Social Services Rules on Good Moral Character, are subject to termination. An employee who is under investigation or is charged a crime may be subject to suspension without pay or reassignment until the investigation or charge is resolved. If the charge is not conclusively resolved in the court system, the employer reserves the right to determine the employee’s continuation of employment with the employer. In addition, if the employee is determined not to be guilty but trial publicity or knowledge among coworkers is such as to create a negative atmosphere, the employer reserves the right to terminated the employee’s employment.
- HEALTH AND SAFETY:
The employer makes every effort to maintain safety, and safety is the responsibility of every individual. Always use your best judgment and avoid carelessness and risky situations. If an accident should occur, report it immediately to your supervisor, who will then make certain that all necessary steps are taken.
All employees are expected to practice excellent hygiene when visiting or working in the program. We urge you to become aware of the safety procedures necessary to avoid either contracting or spreading disease. If you have special medical risks or problems yourself, you must educate yourself to deal with the special risks of the programs. It is not the responsibility of the of this agency to transfer employees or to relieve the employees of their duties based on the medical risks of the employees. We make every effort to provide adequate training and information for the employees, and we urge that employees make every effort to practice safe procedures and good hygiene.
All incidents and accidents involving a member, visitor, or staff must be reported immediately to the supervisor.
If you are aware of any medical or health problems which pose a direct threat and result in a significant risk of substantial harm to you or someone else, it is necessary that the matter be discussed with your supervisors. The employer reserves the right to request medical evaluations including drug screens, at the employer’s request, for employees when it appears, in the employer’s judgment, that an employee has a condition that is potentially dangerous to residents or self.
Should you be injured or otherwise hurt on the job, immediately report it to your supervisor.
Where your injury requires a doctor’s attention, your supervisor will arrange to send you to the employer’s doctor. Your supervisor will sign your time card, note time of departure, and indicate the nature of your injury. If, according to a doctor, an injured employee can return to work during the same shift, the employer expects that employee to return to work as soon as possible. If, according to a doctor, an employee cannot return to work, that employee will suffer no loss in pay for the balance of an eight hour shift.
Employees are expected to follow all rules and regulations as set forth in this manual, as well as any other manual, directive, guidelines or other such documents that the employer may, at its sole discretion, issue in the future.
Any violation of any statue, rule or regulation (including health and safety violations) must be, if possible, corrected immediately and under any circumstances be reported to the supervisor.
- LEAVES OF ABSENCE:
A leave of absence without pay may be granted an employee who has completed one year of employment. A leave of absence shall not exceed three months.
The leaves of absence consist of medical leaves, educational leaves and maternity leaves. These leaves may be granted at the sole discretion of the employer as follows:
- Medical or Maternity Leave may be granted in the event of an extended illness or injury of the employee. A physician’s statement shall be required.
- Education Leave may be granted for return to college, student teaching, seminars, or for any other educational purpose as approved by the employer. Employees shall be required to submit a letter of explanation thirty days in advance of the requested leave.
The employer shall continue any health insurance benefits under the employer’s policies for an employee during a medical leave or a maternity leave. Any co-pays by employees shall be the responsibility of the employee. An employee shall be responsible for the entire expense of health insurance during an education leave.
Health insurance benefits shall cease to be provided to any employee when three months have elapsed since the last date that the employee worked for the employer. These benefits shall cease three months from the date that a medical leave, educational leave or maternity leave commenced if an employee does not return to work at that time. These benefits shall also cease if an employee is unable to work for any reason, including a work-related injury, when three months have elapsed since the last date that the employee worked for the employer.
For any employee who accepts another job or position while on a leave of absence (excluding educational leave if for teaching) his or her employment shall be terminated and all benefits will cease immediately.
Vacation time, sick and personal time and holidays are not paid or accumulated during a medical leave, educational leave or maternity leave. Seniority is not accumulated during any of these leaves of absence.
An employee desiring to return to work from a leave of absence shall notify the employer of such desire thirty days prior to the date that the employee desires to return to work. If thirty days notice is not reasonable under certain circumstances, the employee shall provide as much notice as is reasonable under the circumstances.
If you are a person with a covered disability, you may request a modification of this policy as a reasonable accommodation which shall not result in additional paid leave.
- MEDICAL EVALUATIONS:
The employer reserves the right at any time to require the employee to submit to a medical examination verifying that the employee is physically and emotionally capable of performing the employee’s job responsibilities from a physician selected by the employer at the employer’s expense. The employer also reserves the rights at its sole discretion and expense to require an employee who is presently working, and is not on any leave of absence, to provide a physician’s statement verifying that the employee is physically and emotionally capable of performing the employee’s job responsibilities.
It the policy of Touchstone Services, Inc. to encourage volunteers to work in the program and with members. Each volunteer working in the program must certify in writing that he or she is free from communicable disease and the volunteer’s physical and mental health will not negatively affect either the health of the members or the quality of the members’ treatment before volunteering in the program.
A volunteer under the direction of Touchstone Services, Inc. shall sign a statement indicating whether he or she is on court-supervised probation or parole or has been convicted of a crime. The agency may also require a criminal history check. The volunteer under the direction of the agency shall be in such physical and mental health so as not to negatively affect either the health of the members or quality of his or her treatment and must be suitable to assure the welfare of the members.
A volunteer under the discretion of the agency will be required to review and familiarize himself or herself with the policies and procedures of Touchstone Services, Inc., with particular attention to Recipient Rights and Confidentiality. The volunteer’s name, address and telephone number must be submitted to the program.
A Functional Job Task List will be developed for each volunteer / student by the designated supervisor.
In the case of professional student volunteers, the Administrative Team will assign privileges and determine what services can be provided based on qualifications. Access to case files will be based on need as determined by the Program Director and in accordance with agency policies and applicable laws.
Volunteers and students are expected to present themselves to members and the community as such and not as regular employees. They must also abide by the wishes of members if the individual does not wish to participate with the student.
Volunteers are covered under the Agency’s comprehensive liability insurance policy. Students and volunteers are not covered under the agency’s personal injury, Worker’s Compensation or other insurance.
- MILITARY LEAVE:
If you are inducted or enlist in the armed forces of the United States, you are to notify your supervisor so that arrangements can be made to authorize a leave of absence. The leave shall be for a maximum period of four years, except when the employee’s period of military leave shall be extended, in accordance with a federal law, until the end of the involuntary extension of the employee’s military service. You must apply for a reinstatement within ninety days of your date of discharge or lose of seniority and forfeit your right to return.
Members of the Armed Forces Reserve or National Guard Units who are required to participate in two weeks of annual training will be granted a leave of absence provided proper documentation is provided.
Earned vacations may be taken any time during the year. Employer reserves the right to deny specific vacation based on scheduling needs. Vacation time will be approved on a first come, first serve basis. This provision will permit employees to make formal vacation arrangements, if so desired.
Employees will be eligible for vacation with pay according to the following schedule:
Full time employees begin to accrue vacation time at the time of hire. Vacation time is earned at the rate of (8) eight hours per month.
- Any full time employee who has completed thirty six months of continuous full-time employment will learn vacation at the rate of (10) ten hours per month.
- Any full-time employee who has completed (60) sixty months of continuous full-time employment will earn at a rate of (12) hours per month.
Full-time management staff will be eligible for vacation with pay according to the following schedule:
- Full-time management staff begin to accrue time at the time of hire. Vacation is earned at a rate of (10) ten hours per month.
- Any full time management staff who has completed (36) thirty-six months of continuous full-time employment will earn at a rate of (12) twelve hours per month.
- Any full-time management staff who has completed (60) sixty months of continuous full-time employment will earn at a rate of (15) fifteen hours per month.
Fifty percent of earned vacation time can be carried over and used in the next fiscal year. Any unused hours over fifty percent will be forfeited.
In order to receive vacation pay, employees must take time off from work.
Employees will be paid vacation pay at their current hourly rate. Time paid under this benefit will not be calculated as hours worked for the purpose of paying overtime wages.
Vacations shall not be scheduled for more than two weeks at a time, unless prior approval is obtained.
Upon termination of employment, the employee will be paid the accumulated earned number of vacation hours as indicated above, at their hourly rate. Accumulated vacation time will not paid if an individual is terminated by the employer on the grounds of unethical or illegal behavior.
- PAID HOLIDAYS:
All regular full time employees are eligible for paid holidays off as follows:
After ninety days of continuous service-New Year’s Eve, New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Day, Christmas Eve and one other personal holiday per year, may be scheduled at a time mutually agreeable to the employee and employer.
Employees must have worked their last scheduled working day prior to, and the first scheduled working day after the scheduled holiday to receive holiday pay.
Time thus paid will not be calculated as time worked for payment of overtime wages.
If employees are required to work a paid holiday, they will be paid the holiday’s time plus time and a half for the hours they worked.
Full time employment is defined as an average pf 36 to 40 hours per week. Any alteration of this for management staff participating in job sharing will be negotiated through a contract.
- SICK/PERSONAL TIME:
All regular, full time employees are eligible for four hours per month of pay, paid at the employee’s current regular straight time hourly rate. The total accumulated time (48 hours) will be available at the beginning of the fiscal year. New hires will have the number of hours available to them commensurate with the month that they are hired.
In order to receive sick/personal pay, you must notify your supervisor prior to your scheduled work shift that you will be unable to work.
Sick/personal pay will not be considered on the computation of overtime payments.
Employees unable to return to work after six continuous days of illness will be required to apply for a leave of absence.
Unused sick/personal time will be paid to employees upon termination of their employment unless the employee is terminated by the employer for unethical or illegal behavior.
Unused sick/personal time will be forfeited at the end of the fiscal year.
In the event of a death in the immediate family of any regular full-time employee, the employee will be entitled to up to a maximum of five days off with pay.
Part time employees will be granted the day of the funeral off with pay for any hours scheduled that day.
Time thus paid will not be calculated as time worked for payment of overtime wages.
- JURY DUTY
As a good citizen, the employer encourages all employees, whenever they are requested to do so, to participate as an active member of a jury. Any regular employee who is called to, and reports for, jury duty shall be compensated by the employer for the difference between their regular pay and the jury fee received for each day of jury duty performed on which the employee otherwise would have been scheduled to work, not to exceed eight hours straight time on any given day or thirty days in a calendar year. Such compensation shall be payable only if the employee gives the employer prior notice of such jury duty call, and presents the proper evidence of performance of jury duty and the amount paid by the court.
Employees who are excused form jury duty and who can work a minimum of tow hour of their regular shift on that day are expected to come in and do so.
Time thus paid under this benefit for performance of jury duty will not be calculated as hours worked for the purpose of paying overtime wages.
- GROUP INSURANCE
Touchstone Services, Inc. maintains a complete line of various insurance coverage and benefits for regular full time employees and their dependents if needed. The employer pays the majority of the premium costs for this coverage. However, the employee shares a percentage of this premium. All coverage begins the first month after a full calendar month of employment. (Ex: If an employee starts on May 1 coverage will begin June 1. If the employee begins employment on May 2, coverage is not available until July 1).
Full detail of these benefits will be given to you at such time as you qualify. The following is a summary of your benefits, but it is recommended that all eligible employees totally familiarize themselves with the coverage described in their insurance booklet. The insurance benefits are:
- Health Insurance
- Accidental, Death, and Dismemberment
AFLAC Supplemental Insurance is also available to employees. Employees interested in the supplemental insurance may participate at their own expense. Accidental Indemnity, Intensive Care, Cancer and Short-Term Disability are the types of Supplemental Insurance offered through AFLAC.
Termination of coverage begins upon the first day following termination of active service, except for sickness or injury leave or other eligible leave. Refer to your insurance booklet or contact the benefits administrator for explanation of you conversion privilege.
- WORKER’S COMPENSATION
All employees, full time and part time, are protected while on the job by Worker’s Compensation Insurance. This insurance will provide coverage for you if you are injured, suffer an occupational illness at work or have a prolonged absence due to such an injury. In case of an accident, no matter how slight, notify the supervisor and fill out an accident report immediately. Payments for medical expenses and lost time at work are determined by state law. This insurance also provides death benefits to your dependents (if any) in case of death caused at work. Touchstone Services, Inc. pays the full cost of this protection. Failure to promptly report an injury may result in loss of benefits.
In accordance with the leave of absence policy, upon return to work the employee will be reinstated to his former position or to a comparable position.
- SOCIAL SECURITY
Social Security (F.I.C.A.) taxes are deducted from your wages earned as required by federal law. This program protects you financially when you reach old age and provides disability income for various categories of employed and dependent persons. Touchstone Services, Inc. matches the amount deducted from you pay check for this program.
It is our intent to have a functioning, successful team. Open communication is essential to accomplish this goal. If any employee has a concern, issue, or suggestion, they are encouraged to express these to their immediate supervisor. It is important for everyone, to enter all discussions and negotiations with the goal of coming to a mutually acceptable agreement; to take responsibility for creating and supporting a team environment; to be hones, direct, and trustworthy in all communications; to handle any complaints by communicating them only to someone who can do something about the situation. If you do not fell that you have satisfactorily solved a problem, after discussing it with your direct supervisor, a meeting with the Executive Director can be requested.
- SEXUAL HARASSMENT
- A. Sexual Harassment
Sexual harassment at Touchstone Services, Inc. is unlawful discrimination. This policy and the law prohibit sexual harassment and retaliation for having brought a complaint of or having opposed sexual harassment and/or for having participated in the complaint.
- Sexual Harassment Defined
- Basic Definition
For purposes of this policy, the term “sexual harassment” means unwelcome sexual advances, unwelcome requests for sexual favors, and other unwelcome verbal or physical conduct or communication of a sexual nature when:
a.) Submission of such conduct or communication is made explicitly or implicitly a term or condition of the individual’s employment; or
b.) Submission to or rejection of such conduct or communication by an individual is used as a basis for employment decisions affecting such individual; or
c.) such conduct or communication has the purpose of effect of unreasonably interfering with an individual’s employment or creating an intimidating, hostile, or offensive work environment.
Examples of unwelcome sexual harassment include, but are not limited to, threatening adverse employment actions if sexual favors are not granted; promising preferential treatment in return for sexual favors; unwanted physical contact; and/or sexually offensive remarks including the following kinds of prohibited behavior.
Verbal: sexual advances or propositions or threats; continuing to express interest after being informed the interest is unwelcome; sexual innuendoes; suggestive or insulting comments or sounds; including whistling; sexual jokes or teasing of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; and any other abuse of a sexual nature.
Visual: display of sexually suggestive objects, pictures, or letters; leering obscene gestures; sexually suggestive or offensive graffiti.
Physical: unwanted physical contact, including offensive touching, pinching, brushing the body, impending or blocking movement; unwanted sexual intercourse or other unwanted sexual acts, sexual assault or battery.
The above list is not meant to be exhaustive, but is included to provide examples of prohibited action.
- Persons and Settings covered:
The employer does not condone either explicitly, sexual harassment by any one in the organization, clients, vendors, independent contractors, applicants for employment, or visitors to the work place.
- COMPLAINT PROCEDURE
The employer is responsible for fostering a work place free from sexual harassment, for discouraging employment related sexual harassment and for implementing and enforcing this policy. This responsibility is continuing, whether or not complaints of sexual harassment have been brought to the attention of the employer.
Any person who feels that she or he has been subjected to sexual harassment, who is aware of conduct prohibited under this policy, or who feels that he or she has been retaliated against for having brought a complaint or of having opposed sexual harassment and/or having participated in the complaint process is encouraged to bring the matter to the attention of either the supervisor or executive director.
The employer will investigate all allegations of sexual harassment promptly. To protect the interests of the complainant, the person complained against, witnesses, any other who may report incidents of sexual harassment, and all other persons affected, confidentiality will be maintained to the extent practicable and appropriate under the circumstances.
The employer will conduct a prompt, thorough, and impartial investigation using the following procedures:
- Interviewing the complainant, both at the time the complaint is initially presented and at the time the complaint is reduced to writing:
- Interviewing all witnesses identified by the complainant and reducing their statements to writing, either by requesting that the witness do so or by reducing their statements to writing to be signed or otherwise acknowledged by the witness;
- Reviewing any documentary or other evidence submitted by the complainant;
- Interviewing the alleged harasser and rescuing her or his statement to writing;
- Interviewing all witnesses identified by the alleged harasser and reducing their statement to writing, either by requesting that the witness do so or by reducing their statements to writing to be signed or otherwise acknowledged by the witnesses;
- Interviewing other potential witnesses who may have observed the conduct alleged or who may possess knowledge regarding the allegation under investigation and reducing their statement to writing, either by requesting that the witness do so or by reducing their statements to writing to be signed or otherwise acknowledged by the witness;
- Reviewing any documentary or other evidence submitted by the alleged harasser;
- Informing all witnesses including the complainant and the alleged harasser of the confidentiality of the investigation;
- Completing a written determination of the validity of the complaint.
III. RESOLVING THE COMPLAINT
- IF VIOLATION FOUND
If, as a result of an investigation, the Employer determines that a violation of this policy has occurred, the Employer will take prompt and appropriate remedial action to eliminate the policy violation and to insure that it does not recur.
Such remedial action may include;
- Disciplinary action of the harasser up to and including termination of employment.
- Restoration to an individual of any employment benefits or employment status impaired as a result of the sexual harassment or the exercise of the right to make a complaint of sexual harassment, to oppose sexual harassment, or the exercise of the right to make a complaint of sexual harassment, to oppose sexual harassment, or to participate in an investigation under this policy.
- Removal from the individual’s personnel record or other records of the employer of any documents containing adverse or negative references to the complainant flowing from the policy violation;
- Other appropriate measures to assure that any individual adversely affected by the filing of a complaint, participation in any complaint proceeding, or opposition to sexual harassment is restored to the position held prior to the policy violation;
- Removal of the effects of the policy violation in the work place, such as the removal of offensive graffiti or posters or similar objects of visual sexual harassment, the elimination of unwanted physical conduct;
- Other appropriate measures to assure that this policy, and the employer’s commitment to enforcing this policy, is reiterated in the work place, such as republication of the policy and in-house training relating to the policy.
- IF NO VIOLATION IS FOUND
If, as a result of the investigation, the Employer determines that no violation of this policy has occurred, the employer will:
- Inform the complainant and the alleged harasser of the results of its investigation and the reasons for its finding of no policy violation.
- Advise the complainant and the alleged harasser that the Employer is committed to the enforcement of this policy and will not tolerate sexual harassment or retaliation of any sort;
- Notwithstanding the determination that no policy violation has occurred, advise all individuals that there will be no retaliation for making a complaint of sexual harassment, opposing sexual harassment, or participating in an investigation under this policy;
- Advise the complainant to provide additional information relating to any policy violations in the future;
- Take appropriate measures to assure that this policy, and the Employer’s commitment to enforcing this policy, is reiterated in the work place, such as republication of the policy and in-house training relating to the policy.
- IF NO DETERMINATION POSSIBLE
If, as a result of the investigation, the employer determines that there is insufficient information from which to make a determination whether a policy violation has occurred, the employer should:
- Inform the complainant and the alleged harasser of its finding that no determination can be made;
- Advise the complainant and the alleged harasser that the Employer is committed to the enforcement of this policy and will not tolerate sexual harassment or retaliation of any sort;
- Notwithstanding the determination that there is insufficient information from which to determine that a policy violation has occurred, advise all individuals that there will be no retaliation for making a complaint of sexual harassment, opposing sexual harassment, or participating in an investigation under this policy.
- Advise the complainant to provide additional information relating to any policy violation in the future;
- Take appropriate measures to assure that this policy, and the Employer’s commitment to enforcing this policy, is reiterated in the work place, such as republication of the policy and in-house training related to the policy.
The Employer shall assure that no individual shall be retaliated against for making a complaint of sexual harassment, opposing sexual harassment, or participating in an investigation under this policy, regardless of whether a policy violation is found, no policy violation found, or no determination of a
Should you decide to terminate your employment with Touchstone Services, Inc. please notify your supervisor so that proper arrangements may be made in regard to your final pay check. Please provide your supervisor with at least two weeks notice, if possible, of the date of your resignation. Management staff are requested to provide four weeks of notice.
- TRANSPORTING MEMBERS: POLICY FOR STAFF AND DRIVERS
It is the policy of Touchstone Services, Inc. that all staff and drivers of employer’s vehicles, or when using their own vehicle to conduct business for Touchstone Services, Inc. shall have a valid Michigan operator’s license or chauffeurs license as required by law, be insured under the employer’s automobile insurance policy, or when using their own vehicle, have proper and adequate automobile insurance, and meet other criteria defined below. All occupants in any vehicle shall be properly restrained as required by law.
Staff is defined to mean any individual who may be required to transport a consumer in an employer’s vehicle, including emergency situations, or who uses their own vehicle to conduct business for Touchstone Services, Inc.
- Insurance company guidelines are as follows:
- No drivers under the age of 21
- Drives between the age of 21 and 25 will be considered so long as:
- No driving 15 passenger vans
- Clean driving record
- Valid driver’s license for at least three (3) years
- Driving record guidelines – in order to be approved the following criteria must be met:
- Maximum of one (1) moving violation in the last three years in combination with one (1) at-fault accident
- Maximum of two (2) moving violations in the last three (3) years with no moving violations
- Maximum of two (2) at-fault accidents in the last three (3) years with no moving violations
- No speeding over 80 miles per hour
- All drivers must be licensed at least three (3) years
- Any driver with the following in the last three (3) years is unacceptable:
- Suspension or revocation for other than failure to pay fines
- Driving under the influence
- Careless driving
- Negligent homicide arising out of the use of a motor vehicle
- Operating during a period of revocation or suspension
- Using a motor vehicle for the commission of a felony
- Aggravated assault with a motor vehicle
- Operation of a motor vehicle without the owner’s authority
- Speed contests
- Any other criminal use of a motor vehicle
No more than 25% of agency drivers should be under the age of 25 or over the age of 74.
- An employee who becomes incompetent to drive or is afflicted with a mental or physical infirmity will not be permitted to drive the employer’s vehicles, provided such a disability constitutes a threat to public safety.
- Staff and drivers agree to advise the employer of any traffic tickets or other citations involving any automobile in which staff or drivers are found to be responsible, at fault, or guilty.
- Motor vehicle driving records will remain a part of the personnel file.
- The employer reserves the right to modify, add, or delete any driver from the policy as determined by the employer.
- Drivers under the age of 25 may not transport more than twelve (12) individuals at one time.
Unexpected Absence of Member
All members of the Clubhouse must be able to meet their own safety and self-care needs. Thus, members are free to leave the Clubhouse or its activities at any time. There is an expectation that members will inform staff if they are choosing to leave an activity. While on activities members are expected to meet the group at the designated time. On local activities, the group will wait fifteen (15) minutes past the meeting time before departing. On out-of-town activities, or any time staff have a concern about a member who has not reported to the group, the group will wait and do the following:
- Provide for the safety of the group
- Search immediate area for the missing individual
- Expand search to larger area
- If this does not prove fruitful, seek out security personnel if event is at a stadium, theatre or similar venue.
- If still not successful, contact police for further assistance
- Report situation to individual’s emergency contact, program supervisor, and guardian, if appropriate
- DRUG FREE WORK ENVIRONMENT – SUBSTANCE ABUSE SCREENING
It is the policy of Touchstone Services, Inc. to maintain a drug free work environment for the benefit of persons served and all employees. The purpose of this policy is to assure a secure environment which protects program participants’ well-being, to sustain the highest quality services, improve staff effectiveness, productivity and reliability, reduce vehicle and in-facility accidents, reduce absenteeism and tardiness and maintain high staff morale and employee performance. The agency reserves the right to require employees to submit to a substance abuse screen by urine or blood sample when requested.
The employer reserves the right to require new hires to submit to a substance screen as one of the contingencies established in the written conditional job offer. The test may require a urine or blood sample when requested. Other substance screen methods may also be used at the discretion of the testing professionals with whom Touchstone Services, Inc. contracts.
Pre-Employment Substance Screen
All new job applicants shall be informed that a substance screen is incorporated in the pre-employment physical. Successful completion of the substance screen portion of the pre-employment physical is a condition of employment that must be met before the offer of employment may be accepted.
- The hiring agent will explain the nature of the screening procedure to the applicant.
- If the initial screen is positive, it will be followed with a confirmation test.
- An applicant will be notified by the hiring agent of a positive finding from the substance abuse screen and shall have five (5) working days in which to challenge positive test results.
- Confidentiality of substance screen results shall be assured. The test results will be used for hiring purposes only. Test results will not be released to anyone except management staff of Touchstone Services, Inc.
- An applicant who has received an offer of employment, and subsequently refuses to submit to the substance abuse screen portion of the physical shall be in default of the terms and conditions for employment with Touchstone Services, Inc., and the offer of employment shall be null and void. The applicant may reapply for employment if desired after twelve (12) months.
- No employee shall possess, consume or carry with them alcoholic beverages of any kind, on the employer’s property or in an agency vehicle or any other employment-related location.
- No employee shall possess, consume or carry with them illegal drugs and controlled substances on the employer’s property, in the employer’s vehicles or at any other employment-related location. Similarly, no employee shall possess, carry or consume medications that otherwise require a prescription by a licensed health care professional if such prescription has not been written or ordered.
- The on-duty or off-duty of marijuana or illegal drugs is strictly prohibited. Anyone testing positive for marijuana or illegal drugs is ineligible for hire or continued employment.
- No employee shall report to work after consuming alcoholic beverages or illegal drugs.
- No employee shall report to work after consuming prescription medication that make him/her unfit for complete, reliable and safe performance of any and all job responsibilities. alcoholic beverages, controlled substances or illegal drugs in a condition that makes him/her unfit for full and reliable performance of job responsibilities and service provision.
- Any employee will be required to submit to a substance screen if suspected of being under the influence of drugs or alcohol, or for other good cause.
- Any employee involved in an accident may be required to submit to a substance screen.
- Any employee involved with damage to equipment belonging or entrusted to Touchstone Services, Inc. may be required to submit to a drug or alcohol test.
- Any employee who has indicated that s/he is unable to perform their duties or has given Touchstone Services, Inc. cause to suspect drug or alcohol usage is affecting his/her job may be required to submit to a drug or alcohol test.
- Excessive or unusual absenteeism may be cause for drug or alcohol tests.
- Upon receipt of an allegation or complaint that an employee is using or abusing alcohol or drugs on or off duty, the employee may be requested to submit to a substance screen.
- Any employee convicted of selling drugs, or convicted of illegal drug usage, or illegal drug possession will be terminated. If an employee is charged with selling illegal drugs, s/he may be suspended pending an employer investigation.
- Any employee who, as part of a medical treatment plan, is required by a licensed health care professional to use prescription drugs or narcotics that may impair performance must immediately report this fact to management. Reasonable medical documentation may be requested by the employer. A determination will be made by the employer as to whether the employee is able to perform his/her work responsibilities safely and satisfactorily.
- The employer reserves the right to request a substance screen tests as determined solely by the employer.
- The employer reserves the right to request a substance screen for all employees at any time. Similarly, the employer may test a group of employees working at a particular site or working on a specific shift or any other subset of employees determined by the employer through non-discriminatory objective reasoning.
- Any employee who is required to carry over-the-counter or prescription medication must maintain it in its original container and must keep it on their person or in their personal belongings in a manner that keeps it safe from others.
- A substance screen shall be conducted by secured by urine or blood sample or conducted through another method established by the employer and/or its testing professionals.
- Employer will utilize only professionally developed and administered drug detection tests. Also, upon request the employee will receive a copy of the test results and all reports or analyses prepared as a result of a positive confirmation test.
- Touchstone Services, Inc. will utilize only professionally developed and administered drug detection tests and will pay all costs for drug detection tests. Also, the employee will receive a copy of the test results and all reports or analyses prepared as a result of a positive confirmation test.
- The sample will be secured by means of a Chain of Custody program at the testing site to assure identity and integrity are maintained throughout the testing process.
- The drugs being identified are those drugs which used or abused, are not part of a medical treatment plan, and may alter the thinking and actions of its user. The classes of drugs frequently identified by way of illustration and not a total listing of all drugs are: amphetamines, barbiturates, benzodiazepines, cocaine, opiates and cannebenoids (marijuana and THC). Some over-the-counter drugs may be identified. Positive results will be evaluated in the context of the individual’s complete medical history, including evidence of a prescription by a licensed health care provider.
- The specimen will be subject to an initial screen. If drugs and/or alcohol are detected, it will be followed by a confirmation test if deemed appropriate by the testing site.
- The results of a drug detection test shall be limited to only authorized personnel unless disclosure of results is mandated by law, a court decision, or by the advise of Touchstone Services’ attorney.
- When an employee’s confirmation test results are positive, the employee will be advised how long s/he has to make an official challenge of results.
- If the applicant/employee chooses to use an outside laboratory for purposes of challenging the original test results, it will be at his/her sole expense and the employee shall authorize release of the test results to the employer. The employer will reconsider the results and take reasonable action.
- All employees who admit they have a substance abuse problem or test positive for drug or alcohol use and who want to do through a drug or alcohol rehabilitation program for the first time will be conditionally reinstated to their job after successfully completing the substance abuse rehabilitation program and maintaining the preventative course of conduct prescribed by the employee’s drug or alcohol counselor and his or her licensed health carte professional. Proper documentation and verification of being free or drugs and/or alcohol including a licensed health care professional’s statement shall be required before the employee will be permitted to return to work.
- An employee who is diagnosed as a drug abuser or alcoholic may be granted an unpaid medical leave of absence consistent with the terms and conditions of Touchstone’s leave of absence policy. The employee will not be permitted to return to work until certification is presented to Touchstone indicating that the employee is capable of satisfactorily performing his/her job responsibilities. Failure to cooperate with an agree upon rehabilitation treatment plan may result in discipline up to an including employee termination.
- Employees who do not follow the prescribed preventive maintenance treatment by their drug or alcohol counselor and who engage in drug or alcohol abuse will be subject to immediate termination. Employees will have only one opportunity to go through a rehabilitation program.
- Employees who refuse to seek appropriate help or rehabilitation, as determined by Touchstone Services, Inc, shall be subject to dismissal.
- The employee shall be responsible for all medical and rehabilitation costs and fees.
- This rehabilitation policy is available only to workers who have been employed and is not available to applicants.
If an applicant or employee refuses a substance abuse screen, that applicant or employee will be treated as insubordinate for failure to obey a directive and such action will be grounds for termination of employment or withdrawl of the conditional job offer.
Employees will be required to complete and sign the following statement:
- RECIPIENT RIGHTS
It is the policy of Touchstone Service’s, Inc. that all employees abide by the Members’ Constitutional Rights as follows:
- The right to be free of discrimination on the basis of race, religion, color, national origin, sex, age, handicap, marital status, or source of payment in the provision of services and care.
- The right to vote, the right to practice religion of his or her choice, the right to freedom of movement and the right of freedom of association.
- The right to refuse to participate in religious practices.
It is the policy of Touchstone Service’s Inc. that all employees abide by the laws of the Michigan Mental Health Code, Chapter 7, Recipient Rights, at all times. It is also expected that all employees will cooperate with any investigation that may occur from the Recipient Rights Office, Adult Protective Services, Protection and Advocacy and local law enforcement agencies.
Note: Recipient is the term used in the Mental Health Code to define an individual who receives mental health services from the Community Mental Health, or from a provider that is under contract with the Community Mental Health. This term will be used throughout this policy to remain with the Code.
Complaints and Appeal Process
All employees, volunteers, and trainees who witness, discover, or have reasonable cause to suspect any type of recipient rights violation must report the violation verbally and in writing to their supervisor within 24 hours. If the allegation is one of abuse, neglect, or exploitation, contact must be made immediately. The supervisor shall file a recipient rights complaint on behalf of the organization to the Recipient Rights Office. The supervisor will also report to any other agencies as appropriate, such as Adult Protective Services, Adult Licensing, and local law enforcement.
Nothing in this policy shall restrict the right of a recipient, guardian, or other individual from filing their own recipient rights complaint.
Once a rights complaint is filed, the organization shall investigate the complaint and take appropriate remedial action. Nothing in this policy shall restrict the right of the Office of Recipient Rights to conduct their own independent investigation.
The rights complaint filed with the responsible mental health agency by the recipient, their guardian or other individual, has appeal rights as established in the Mental Health Code. The recipient and/or their guardian should contact the responsible mental health agency’s Office of Recipient Rights to obtain information on their right to appeal the summary report in which he or she disagrees with the report.
If a member is not satisfied with the result of a complaint made to Touchstone Services, Inc., an appeal must first be made to the person completing the investigation. A response to the appellant will be completed, in writing, within 10 working days. If the appellant does not feel the issue has been resolved they may appeal to the Executive Director. The Executive Director will respond to the appeal within 10 working days, in writing.
Consent to Treatment and Services
The recipient must agree to cooperate with Touchstone Services, Inc. in regard to treatment and services that are to be provided to the recipient. Touchstone Services, Inc. will obtain prior authorization in regard to any treatment or services it provides. Recipient shall advise the agency of all treatment and services options he or she may require.
Touchstone Services, Inc. will comply with the requirements of informed consent and will work with the responsible mental health agency when required under the Mental Health Act in regard to evaluating comprehension and for assuring disclosure of relevant information and measures to ensure that consent is voluntary before obtaining consent. Where appropriate, we may indicate to the recipient, their family, and responsible mental health agencies, that guardianship procedures should be considered. In the event that Touchstone Services, Inc. believes that informed consent was not properly obtained, a recipient rights complaint may be filed.
Sterilization, Contraception, and Abortion
This is a personal decision to be made by the recipient, guardian, and family. Our organization has not adopted any policy in regard to sterilization, contraception, and abortion. However, Touchstone Services, Inc. will seek appropriate referrals to allow the recipient to make an informed decision in regard to birth control and the transmission of communicable diseases, upon the request of the recipient.
Fingerprinting, Photographing, Audio-taping, and the Use of One-Way Glass
The fingerprinting, photographing, audio-taping, and use of one-way glass of a recipient are prohibited unless the recipient, their guardian, or family, where appropriate, has given permission in writing.
Abuse and Neglect
Abuse or neglect of a recipient by an employee, volunteer, or agent of a provider shall subject the employee, volunteer or agent, upon substantiated reports, to an appropriate penalty, including official reprimand, demotion, suspension, reassignment, or dismissal as determined solely by Touchstone Services, Inc.
Touchstone Services, Inc. will conduct a prompt and thorough review of charges of abuse that is fair to both the recipient alleged to have been abused and the charged employee, volunteer, or agent of a provider. The organization shall conduct an independent investigation of its own. The Recipient Rights Office, Adult Protective Services and/or local law enforcement may investigate when appropriate. Touchstone Services, Inc. will cooperate fully with these agencies.
Nothing in this policy shall operate to modify, amend, or change the at-will employment policy of Touchstone Services, Inc.
Abuse is defined to mean:
Abuse Class I means a non-accidental act or provocation of another to act by an employee, volunteer, or agent of a provider that caused or contributed to the death or sexual abuse of, or serious physical harm to a recipient.
Abuse Class II means any of the following:
- A non-accidental act or provocation of another to act by an employee, volunteer, or agent of a provider that caused or contributed to non-serious physical harm to a recipient.
- The use of unreasonable force on a recipient by an employee, volunteer, or agent of a provider with or without apparent harm.
- Any action or provocation of another by an employee, volunteer, or agent of a provider that causes or contributes to emotional harm to a recipient.
- An action taken on behalf of a recipient by a provider who assumes the recipient is incompetent, despite the fact that a guardian has not been appointed, that results in substantial economic, material, or emotional harm to the recipient.
Abuse Class III means that the use of language or other means of communication by an employee, volunteer, or agent of a provider to degrade, threaten, or sexually harass a recipient.
Emotional Harm means impaired psychological functioning, growth, or development of a significant nature as evidenced by observable physical symptomology and as determined by a mental health professional.
Neglect Class I means either of the following:
- Acts of commission or omission by an employee, volunteer, or agent of a provider that results from noncompliance with a standard or care or treatment required by law, rules, policies, guidelines, written directives, procedures, or individual plan of service and that cause or contribute to serious physical harm to a recipient.
- The failure to report abuse or neglect of a recipient when the abuse or neglect results in the death of, or serious physical harm, to the recipient.
Neglect Class II means either of the following:
- Acts of commission or omission by an employee, volunteer, or agent of a provider that result from a noncompliance with a standard of care or treatment required by law, rules, policies, guidelines, written directives, procedures, or individual plan of service and that cause or contribute to non-serious physical harm or emotional harm to a recipient.
- The failure to report abuse or neglect of a recipient when the
abuse or neglect results in non-serious harm to the recipient.
Neglect Class III means either of the following:
- Acts of commission or omission by an employee, volunteer,
or agent of a provider that result from a noncompliance with a
standard of case or treatment required by law, rules, policies,
guidelines, written directives, procedures, or individual plan of
service which places a consumer at risk with or without actual
- The failure to report abuse or neglect of a recipient when the
abuse or neglect places a person at risk for physical injury.
Non-serious Physical Harm means physical damage suffered by a recipient that a physician or registered nurse determines could not have caused, or contributed to, the death of a recipient, the permanent disfigurement of a recipient, of an impairment of his or her bodily functions.
Physical Management means the technique used by staff to restrict the movement of a recipient by direct physical contact in order to prevent the recipient from harming himself, herself, or others.
Serious Physical Harm means physical damage suffered by a recipient that a physician or registered nurse determines caused or could have caused the death of a recipient, caused the impairment of his or her bodily functions, or caused the permanent disfigurement of a recipient.
Sexual Abuse means any sexual contact or sexual penetration involving an employee, volunteer, or agent of a provider and a recipient.
Sexual Contact includes the intentional touching of the victim’s or actor’s intimate parts or the intentional touching of the clothing covering the immediate area of the victim’s or actor’s intimate parts, if that intentional touching can reasonably be constructed as being for the purpose of sexual arousal or gratification.
Sexual Penetration means sexual intercourse, cunnilingus, fellatio, anal intercourse, or any other intrusion, however slight, of any part of a person’s body or of any object into the genital or anal openings of another person’s body, but emission of semen is not required.
Sexual Harassment means sexual advances to a recipient, requests for sexual favors from a recipient, or other conduct or communication of sexual nature toward a recipient as defined in title VII of the civil rights act of 1991.
Unreasonable Force means physical management or force that is applied by an employee, volunteer, or agent of a provider to a recipient where there is no immediate risk of physical harm to staff or other recipients and that is any of the following:
- Not in compliance with approved behavior management
- Not in compliance with the recipient’s individual treatment
- Used when other less restrictive measures were not
attempted immediately before the use of physical management
Confidentiality and Disclosure
When the term “holder of record” is used in this policy, it shall mean that for any record that is developed by the responsible mental health agency, such as a service plan or treatment plan, a responsible mental health agency shall be the holder of record. Any record that Touchstone Services, Inc. develops (such as client notes or logs), the provider organization shall be considered the holder of the record.
Information may be released upon a recipient’s request, as a recipient, if the recipient does not have a guardian and has not been adjudicated as legally competent. If a request for information is made and we are the holder of record, we will comply with the recipient’s request for disclosure as quickly as possible, but in no event later than 30 days after receipt of your request before the recipient is receiving treatment from a holder of record, before the recipient is released from treatment.
Information may be disclosed:
- if pursuant to orders of subpoenas of a court of record or subpoenas of the legislature, unless the information is made privileged by law.
- to a prosecuting attorney as necessary for the prosecuting
attorney to participate in a proceeding governed by this act.
- to an attorney for the recipient, if the consent of the recipient, the recipient’s guardian with authorized consent, or the parent with legal and physical custody or a minor recipient.
- if necessary in order to comply with other provisions of law.
- to the department if the information is necessary in order for the department to discharge its constitutional responsibility placed upon it by law.
- to the office of the Auditor General if the information is necessary for that office to discharge its constitutional responsibility.
- to a surviving spouse of a recipient or, if there is no surviving spouse, to an individual or individuals most closely related to the deceased recipient within the third degree of consanguinity as defined in civil law, for the purpose of applying for and receiving benefits.
If consent is obtained from a recipient or his or her guardian with authority to consent, or the parent with legal custody of a minor recipient, or the court-appointed personal representative or executor of the estate of a deceased recipient, information that has been made confidential may be disclosed to all of the following:
- providers of mental health services to the recipient.
- the recipient of his or her guardian or the parent of a minor
Information may be disclosed at the discretion of the holder of the record.
- as necessary in order for the recipient to apply for and
- as necessary for the purpose of outside research evaluation, accreditation, or statistical compilation, provided that the individual who is a subject of the information can be identified from the disclosed information only if such identification is essential in order to achieve the purpose for which the information is sought or preventing such identification would clearly be impractical, but in no event is the subject of the information likely to be harmed by the identification.
- to providers of mental health or other health services or a public agency, is there a compelling need for disclosure based upon a substantial probability of harm to the recipient of other individuals.
Treatment by Spiritual Means
Upon the request of a recipient, a guardian, if any, or a parent of a minor recipient, Touchstone Service, Inc. shall permit a recipient to have access to treatment by spiritual means. Any request for printed, recorded, or visual material essential or related to treatment by spiritual means, and to a symbolic object of similar significance will be honored and made available at the recipient’s expense.
Treatment by spiritual means includes the right of recipient, guardians, or parents of a minor to refuse medication or other treatment on spiritual grounds that predated the current allegations of mental illness of disability. Treatment by spiritual means does not extend to circumstances when either of the following provisions applies:
- a) a guardian or the provider has been empowered by a court to consent to or provide treatment and has done so.
- b) a recipient poses harm to himself or herself or others and treatment is essential to prevent physical injury.
The right to treatment by spiritual means does not include the right to any of the following:
- a) to use mechanical devices or chemical or organic compounds that are physically harmful;
- b) to engage in activity prohibited by law
- c) to engage in activity that physically harms the recipient or others.
- d) to engage in activity that is inconsistent with court ordered
custody or voluntary placement by a person other than the
Qualifications and Training for Recipient Rights Staff
Touchstone Services, Inc. has designated the Director or each program as the individual to be responsible for coordinating all complaints involving recipients within the program. This individual shall be responsible upon receiving information from staff for making or ensuring that a formal recipient rights complaint is filed with the responsible mental health agency on behalf of Touchstone Services, Inc. The person designated by the organization for coordinating all complaints shall be familiar with the organization’s policies and recipient rights. This individual will also be responsible for assuring that staff are trained in recipient rights.
Change in Type of Treatment
Touchstone Services, Inc. will work with the recipient, their guardian or designated representative from the responsible mental health agency, appropriate officials and other individuals in regard to the change in the type of treatment a recipient may receive in Touchstone Services’ care. Touchstone Services, Inc. must be advised in regard to any change in type of treatment and a determination made as to whether the organization is capable or able to provide the treatment. If the organization is not capable or able to provide the change in type of treatment, the organization will cooperate fully with placement of the person into another appropriate setting.
Touchstone Services, Inc. is not responsible for the administration, distribution or documentation of any medications. The members are responsible for all aspects of their medication administration.
Use of Restraint and Seclusion
Touchstone Services, Inc., employees, administrators, and volunteers who are under the direction of the agency shall not seclude or restrain a recipient’s movement by binding or tying or through the use of medications, paraphernalia, contraptions, material, or equipment for the purpose of immobilizing a recipient for seclusion.
Right to be Treated with Dignity and Respect
As a policy, Touchstone Services, Inc. requires all employees to treat members, their guardian and family with dignity and respect.
Dignity means to be treated with esteem, honor, politeness, or honesty; to be addressed in the manner that is not patronizing, condescending, or demeaning; to be treated the way the individual wants to be treated.
Respect means to show deferential regard for; to be treated with estevicesinc.org.php56-7.ord1-1.websitetestlink.com/wp-content/uploads/2016/09/p59-Denial-of-Drug-Use-Statement.pdfem, concern, consideration, or appreciated; to protect the individual’s privacy; to be sensitive to cultural differences; to allow the individual to make choices.
Least Restrictive Setting
It is the policy of this organization to provide the least restrictive environment possible for members that will maximize the social and psychological growth of the recipients of the program. The goal of the organization is for the recipients to become as self-sufficient as possible and their needs to be met in a dignified and humane manner.
Services Suited for Condition
It is the policy of Touchstone Services, Inc. that services provided by the organization shall promote the best interest of the individual receiving services and shall be designed to increase independence, improve quality of life, and support community integration and inclusion. Services for each recipient shall be suited to his or her condition and be developed using a person-centered planning process.
Right to Entertainment Material, Information and News
It is the policy of Touchstone Services, Inc. for general program restrictions to prohibit any material for reading or viewing that is pornographic, including x-rated material on the premises of the Clubhouse.
The organization will not prevent a recipient from acquiring entertainment materials, information and news at his or her expense, or from reading written or printed material, or from viewing or listening to television, radio, recordings, or movies made available at the facility for reasons of; or similar to; censorship. We will document any instance when a limitation is imposed in the recipient’s record. Material not prohibited by law may be read or viewed by a minor unless there is objection by the minor’s parent or guardian who has legal custody of the minor.
The organization reserves the right to establish specific restrictions at a program for the therapeutic benefit of the members as a group.
In the event that a recipient disagrees with a decision, in addition to having the right to make a complaint to the Office of Recipient Rights, the organization will also internally review the denial of their right to entertainment materials, information and news. In the event that the decision is reversed by the organization, we will remedy the denial.
It is the policy of Touchstone Services, Inc. to cooperate and work with the recipient and responsible mental health agency to the extent feasible in regard to comprehensive examinations.
Property and Funds
Members are responsible for their own property. Recipients are entitled to receive, possess, and use all personal property and funds unless limited by law or program rules, or limited in the individual’s plan of service.
Pursuant to the Mental Health Act, the rules promulgated there under, and in the interest of protecting members, staff and visitors to the program, the following items are excluded property from the program:
- a) guns, knives, bows and arrows, other weapons, sharp objects or explosives which by their nature could cause harm to the recipient or other people in the program;
- b) illegal drugs that are not prescribed by a physician or other drug paraphernalia that has not been authorized by a physician;
- c) pornographic material;
- d) unlawfully obtaining another recipient’s or staff member’s personal property;
- e) alcoholic beverages.
The organization reserves the right to amend, add to or delete from this list as determined to be in the best interest of the program and its recipients. Notice will be provided if any changes are made.
All excluded property shall be in writing and shall be posted in the program.
Searches Of a Member’s Property
A recipient’s property will not be searched by the Touchstone Service’s, Inc.’s staff unless such a search is authorized in the recipient’s plan of service or there is reasonable cause to believe that the recipient is in possession of contraband or property that is excluded from the recipient’s possession by the written policies, procedures, or rules of the provider. The following will apply to all searches:
1) A search of recipient’s property shall occur in the presence of a witness. The recipients shall also be present unless he or she declines to be present.
2) The circumstances surrounding the search shall be entered in the recipient’s record, and shall include all of the following:
- a) the reason for initiating the search;
- b) the names of the individuals performing and witnessing
- c) the results of the search, including a description of the
Freedom of Movement
The freedom of movement of a recipient shall not be restricted more than is necessary to provide mental health services to him or her, to prevent injury to him or her or to others. Any restriction of the recipient’s movement shall be noted in the recipient’s plan of service or assessment plan.
The nature of the Clubhouse is one that developed skills, interests and abilities through volunteer work within the Clubhouse setting. As a regular course of programming, members participate in all aspects of program operation on a volunteer basis.
A recipient may perform labor that contributes to the operation and maintenance of the program for which the program would otherwise employ someone only if the recipient voluntarily agrees to perform the labor, engaging in the labor would not be inconsistent with the individual’s plan of service for the recipient, and the amount of time or effort necessary to perform the labor would not be excessive.
A recipient who performs labor that contributes to the operation and maintenance of the program for which the program would otherwise employ someone, shall be compensated appropriately and in accordance with applicable federal and state labor laws, including minimum wage and overtime provisions.
A recipient who performs labor that does not contribute to the operation and maintenance of the facility shall be compensated at an appropriate amount to reflect the economic benefit to another individual or agency.
One-half of any compensation paid to a recipient under this section is exempt from collection under the Mental Health Code as payment of services rendered.
Communication and Visits
A recipient is entitled to unimpeded, private and uncensored communication with others by telephone and may visit with persons of his or her choice of the work ordered day. Mail is not received by the program for specific members.
The right of a recipient to communicate by telephone or receive visitors shall not be further limited except as authorized in the recipient’s individual plan of service.
Visits with mental health professionals can be scheduled during the day and private areas will be available for consultation.
- CRITICAL INCIDENTS AND ACCIDENTS
The employer makes every effort to maintain a safe environment. Safety is the primary responsibility of every employee. Always use your best judgment to avoid carelessness and risky situations. Be alert for potentially dangerous situations and report these concerns to your supervisor. Attention is primary in the prevention of accidents and incidents.
In the event of any accident or illness that requires:
- incidents involving injury
- incidents involving hostility
- any attempts at self-injury or harm to others
- any instances of destruction to property
- any unauthorized use or possession of licit or illicit substances
- use or possession of weapons
- vehicular accidents
- abuse or neglect
- any incidents that involve arrests or convictions of a member for arson, rape, murder, burglary, robbery, larceny, motor vehicle theft, and/or aggravated assault
- exposure to a biohazard accident
- exposure to a communicable disease
- death of a member
staff should do the following:
- Provide emergency first aid or medical emergency immediately, if necessary.
- Inform the supervisor.
- Complete a written incident and accident report, date and sign the report. Some programs may be required by contracting sources to complete these on-line.
- The supervisor or staff, if requested, shall make a reasonable attempt to immediately contact the member’s designated representative, if applicable, required agencies (Recipient Rights, Protective Services, Police, etc.) if applicable and responsible agency by telephone. If a message is left, write down the time and name of the person who received the message.
- Within 48 hours the supervisor must send a copy of Unusual Incident Report to:
- The responsible agency
- The member’s designated representative, if applicable
- Other public agencies (Recipient Rights, Protective Services, Police, etc) as required by law – see “MDCH Summary of Abuse and Neglect Reporting Requirements” posted at each location.
- The supervisor shall immediately investigate the cause of an accident, incident or exposure that involves a member, employee, or visitor. The supervisor will evaluate if staff action was appropriate, if further action is required, and what, if any, remedial action needs to be taken to prevent future recurrence. It is the supervisor’s responsibility to assure and require training or other remedial action takes place.
- Incident Reports are reviewed as a part of the Director’s Quarterly Audits. An annual analysis of all critical incidents is conducted to evaluate causes, trends, opportunities for improvement, necessary employee training, prevention of recurrence, and compliance with reporting requirements. This analysis is summarized in the annual management report.
- EMPLOYEE EVALUATION
Annual evaluations will be conducted for all employees of one year or more seniority by the person’s direct supervisor with the input of the members. The members give their input on the Member Feedback form and will voluntarily fill this questionnaire for the given staff person. This will be completed prior to the presentation of the evaluation to the employee. Goals and objectives will be developed for each employee reflective of the evaluation. The attached Employee Job Performance evaluation form, Member Feedback Form, and Goals and Objective forms will be utilized.
New employees will be provided a performance at 6 months after hire. This evaluation will not include performance goals and objectives.
Additional evaluations for any employee may be scheduled at the supervisor’s discretion.
- TOBACCO PRODUCTS
Touchstone Services, Inc. is dedicated to providing a safe and healthy environment for the members, employees and visitors who attend the programs. Smoking is prohibited in general work areas and is only allowed out of the building or designated areas that have been approved by the contractual/responsible agency. This policy applies to all personnel, members and visitors. In addition, all agency vehicles are to be smoke free, at all times.
The employees of Touchstone Services, Inc. will not provide, sell or loan any smoking products to the members that attend the programs.
- CULTURAL COMPETENCY:
Touchstone Services, Inc. is an agency that believes in the value of diverse cultures. It is our intention that the staff will be competent in meeting the needs of culturally diverse populations. All employees will be trained, utilizing the attached information and the Michigan Department of Mental Health manual, upon hire and annually thereafter. Employees will recognize cultural events and holidays and plan activities that recognize and celebrate cultural differences. Touchstone Services, Inc. will hire in accordance with the cultural standards within each community it serves.
- PREVENTION OF WORKPLACE VIOLENCE:
Violence inflicted upon employees may come from many sources-i.e. members, third parties such as robbers or muggers and may include co-worker violence. Health Care and Social Service workers have faced a significant risk of job-related violence. The goal of Touchstone Services, Inc. is to eliminate or reduce worker exposure to conditions that lead to injury from violence.
- Employees should report any potential situations that may result in workplace violence.
- Employees will be familiar with the members that at tend, by reading the individuals plan of service, to be aware of members with a past history of violence. If this becomes a concern, a plan of service will be developed and implemented to address this and the employees will be trained and follow this plan.
- Employees will be familiar with Safe Clubhouse Policies and enforce the consequences whenever these policies are violated.
- Employees will always be familiar with the environment and reduce the risk of violence by using the confrontational avoidance techniques attached to this policy and trained in the Group Home Curriculum, provided by the Community Mental Health program.
- Employees will ask members and/or guests that are agitated and causing a potential risk for violence to leave the building.
- Securing assistance from the local police by calling 911 is acceptable if there is serious risk of workplace violence.
- An Unusual Incident Report will be written for any facts or threats of violence against an employee, member or guest. Policies related to Incident Reporting will be followed, including securing medical attention, if necessary.
- The Peer Support Group, the Safety Committee and/or the Administrative Team will review all cases of actual incidents of violence or threats of violence toward any employee, member or guest. Recommendations will be made by the appropriate group to prevent this type of incident from occurring again and will also address any corrective measures that need to be taken.
- Debriefing for the victim will be provided in a confidential and private area.
- If the employee has been assaulted or battered they will be assisted in the process to file a complaint with the police.
- Employees will receive training on this policy upon hire and have it reviewed annually.
- Any plans that address potential acts of aggression will be in-serviced to all employees.
Touchstone Services, Inc. strives to provide skilled, well-trained staff through a process that includes on-going supervision. Monitoring of staff performance is provided through supervisory staff on site to provide support, guidance, in-servicing on relevant topics, and disciplinary action id necessary. Supervision of paraprofessional staff is documented weekly in accordance with the Michigan Department of Community Health standards for psychosocial rehabilitation programs.
Upon hire, all employees submit copies of their diploma, degree, and/or any registration or certification to provide health care services bestowed by a State or National organization as required by the position.
Certifications/registrations are confirmed by telephone contact to the certifying agency and documented prior to being allowed to perform duties that require such credentialing. Such verification assures the person has the training and legal authority to practice within the requested scope of practice. The verification also seeks to determine if any sanctions or malpractice claims exist.
Credentialed staff are asked to sign a statement confirming the absence of illegal drug use. Agency policy requires drug testing at the time of hire and allows for random testing throughout employment at the discretion of Administration. Touchstone Services, Inc. utilizes the Administrative Team as the source of credentialing decisions.
Staff attest to their ability to perform the essential functions of their job by signing a copy of the job description for their position at the time of orientation and reviewing it annually at the time of the annual performance appraisal. The Performance Appraisal also reviews the individual’s professional performance, judgment and clinical competence. Should a question of competency or quality of care arise, the scope of an individual’s practice may be limited by the Administrative Team. The individual may appeal these limitations in writing within ten (10) working days. All efforts will be made to review the situation fairly and objectively. Any revocation, suspensions or terminations in staff privileges will be reported to the contracting community mental health agency.
Contracting Community Mental Health agencies may require some positions to be reviewed by their credentialing body. Touchstone Services, Inc. will comply with that process.
In order to assure maintaining up-to-date certification, Touchstone Services, Inc. reimburses the registration fee to the employees for relevant certifications. Staff submit their renewal registration/licensing application to Touchstone. Touchstone mails this application along with payment o the appropriate accrediting body.
- LIMITED ENGLISH PROFICIENCY:
Touchstone Services, Inc. will promote respect for all persons served, regardless of their ability to read, understand, and/or speak the English language. The agency will provide service information in a manner easily understood by the population served. This may include pencil and paper, modeling, picture boards, use of interpreters or family/friends if it is the individual’s preference.
Program information will be provided in a verbal format during tours and in brochures written at a basis reading level. Brochures will be printed in languages that support the cultural ethnicity of the country they serve.
Should an individual enter the Clubhouse who speaks a language other then English, contact will be made with local Community Mental Health agency as they have immediate access to interpreters.
- COMPLAINTS OF NON-COMPLIANCE
TOUCHSTONE Services, Inc. expects staff to conduct themselves in a manner that promotes the agency’s mission,. Vision and purpose and aligns with its Code of Ethics. Staff are further expected to conduct themselves in a manner that promotes the agency’s Compliance Plan and understand the process for reporting complaints of non-compliance. Every effort will be made to guard against retaliation.
A staff identifying an alleged act of illegal conduct (that which, on its face, appears to be in conflict with that required by law) or improper conduct (that which includes such behaviors as intimidation, harassment, and other unethical behavior) by either an individual or a program should notify the Executive Director, who serves as the Compliance Officer, immediately by telephone, e-mail, or formal complaint form. Anonymity will be maintained if requested and if possible.
The Executive Director will acknowledge receipt of complaint within five (5) working days. Interviews, research and reviews will be conducted as necessary to investigate the complaint. Legal consult will be sought as needed. A report will be prepared within thirty (30) days that either substantiates the complaint or does not substantiate the complaint. Remedial, disciplinary and/or legal action will be made as necessary. The final report will be distributed to the complainant and the Administrative Team.
- CREDIT CARD ACCEPTANCE POLICY
For the purposes of efficiency and financial accountability, employees in certain positions in the agency will be issued an agency credit card. These credit accounts will be limited to an amount reasonable for the specific program monthly need. These cards are to be used only for authorized agency purposes. Employees are expected to maintain, sign and turn in corresponding receipts for the purchases made with the credit card.
Employees, when accepting an agency credit card, understand they are accepting responsibility for maintaining the safety and security of the credit card. In the unlikely event that a card is lost or stolen, employees understand it is their responsibility to immediately contact the credit card company and report the loss. Following this contact, employee is to contact their immediate supervisor to make them aware of the situation.
Employees accepting an agency credit card also understand that any abuse of the credit card – purchases made that are not specifically for the agency – may result in disciplinary action up to and including termination as well as legal action.
When an employee holding a credit card gives notice to terminate employment, the Program Supervisor will notify the credit card company of the departure to close the corresponding credit card account. This notification will be made no less than one (1) week before the end of employment. In case of termination or immediate resignation of such staff, the Program Director will notify the credit card company within four (4) hours.
- Computer Information System Security / Protected Health Information
Computer equipment, including access to the Internet, is property of Touchstone services, Inc. All data and other electronic messages within the system are the property of Touchstone Services, Inc. Communication of trade secrets and/or proprietary confidential information via e-mail is prohibited. Employees must treat this information, at all times, in a safe and secure manner and must not deviate from that obligation.
Employees should have no expectation of privacy in e-mail communications, whether to supervisors, co-workers, or others. Even if e-mail is deleted from the screen, it is not deleted from the system, thus, e-mail is not private since the message can still be accessed.
The agency reserves the right to monitor any and all aspects of computer use and telecommunications to ensure compliance with this policy. Computer and telecommunications resources belong to the agency and may be used in a manner consistent with service provision, research and administrative objectives of the agency. Personal use of these resources should be limited to reasonable break times. The term ‘reasonable’ refers both to time of day and length of time, keeping the provision of high quality services to program participants always in the forefront. Touchstone Services, Inc. reserves the right to determine, at the agency’s sole discretion, what constitutes reasonable, permissible use.
The confidentiality and privilege sections of the Michigan Mental Health Code and Privacy Regulations related to HIPPA regarding consumer information apply to the transmission of information in internal and external e-mail resources. Information should be made reasonably secure. Identifying information should not be used on external e-mail.
E-mail messages are the equivalent of business memorandums and should therefore be used cautiously with words and messages prudently selected. An employee should not commit to e-mail what s/he would not readily commit to a business memo. Correspondence transmitted on the Internet is considered legal transmission of documents. E-mails, for example, can be entered as evidence in a court of law. Fraudulent, harassing, embarrassing, indecent, profane, obscene, intimidating or other unlawful material may not be sent by e-mail or other form of electronic communication displayed or stored on agency computers. Computer resources are not to be used in ways that violate legal, ethical or professional standards. Misuse of e-mail may result in disciplinary action, including discharge from employment. Some examples of behaviors that could result in disciplinary action are:
- Illegally downloading electronic files, including those that might be copyrighted
- Downloading transmission and/or possession of pornographic, profane or sexually explicit materials
- Sending threatening messages/files
- Sending racial, ethnic, religious, sexually harassing or offensive messages/files
- Sending chain letters through e-mail
- Attempting to access any computer system without proper authorization
- Sending or posting proprietary or company confidential information
- Using company time or resources for personal gain
Employees must receive permission from their supervisor before posting messages to electronic bulletin boards, list-servers or similar public posting forums on the Internet. When posted, such messages must contain a disclaimer at the end of message stating, “The opinion expressed in this message are mine only and do not reflect the opinion or position of Touchstone Services, Inc.”
Internet activity may be monitored by Touchstone Services, Inc. and privileges may be changed/revoked at any time.
The Internet offers global access to information. Not all sources on the Internet provide information that is accurate, complete or legal. Touchstone Services, Inc. is unable to monitor or control the content of Internet information, which changes rapidly and predictably. Agency users will need to evaluate for themselves the validity of information found. The availability of this information via agency service does not constitute an endorsement of that information. The Internet on Touchstone Services, Inc. workstations may contain information that is controversial, sexually explicit or offensive. Employees use the Internet at their own risk.
Employees required to enter data / billing information are expected to limit their use of the system to only that which is required to enter proper billing and data information.
Each program required to enter data / billing information into the system will be issued a Unique User Identification password. To protect the private healthcare information of members, employees will not share or post their login / password.
When an employee who is responsible for data / billing entry gives a two-week notice to leave employment, the Program Director will inform the Information Systems Department (IS) of the appropriate contracting agency of this impending departure. This notification will be made no less than one week before the end of employment. In cases of termination or immediate resignation of such staff, the Program Director will notify IS within four (4) hours.
These notifications are for the security of protected healthcare information of members. The Unique User Identification login / password held by the program will be changed in the system.
- Conflict of Interest / Employment of Relatives / Personal Relationships Among Co-Workers
The employment of relatives of employees is permitted by Touchstone Services, Inc. as long as qualifications for the position are met, and in the opinion of Touchstone, employing the relative will not create an actual or perceived conflict of interest. Employees will not be permitted to work in positions where relatives will influence, or be influenced by, decisions affecting work assignments, responsibilities, salary, promotion or other career matters. Managers who seek to hire, transfer or promote their own relatives must obtain prior written approval from the Executive Director.
Relatives include a spouse, parent, parent-in-law, child, grandparent, grandchild, sister/brother, sister-/brother-in-law, aunt/uncle, niece/nephew, and any individual with whom an employee has a personal relationship.
Personal relationships may create an actual or perceived conflict of interest, and/or create the risk of sexual harassment/hostile work environment related claims. Thus, supervisors may not hire, promote, or directly supervise any person with who they have a personal relationship, nor may they engage in any personal relationships with their subordinates.
A personal relationship includes, but is not limited to the following activities: dating, sharing the same household or other activities that may give rise to an inherent subjectivity or conflict of interest.
An employee must notify Touchstone if his or her relationship to another employee changes to fit the definition of “relative”. If a personal relationship develops between a supervisor and a subordinate, both employees are required to inform the appropriate administrative staff.
Touchstone reserves the right to use its sole discretion in hiring, assigning, and transferring relatives in a manner calculated to eliminate potential conflicts of interest or other employment complaints. To do this, Touchstone will take action that is fair and equitable and that will remove any direct reporting or management relationship between employees that are involved in a personal relationship. Finally, Touchstone may change the placement of relatives and individuals involved in a personal relationship regardless of whether there is a direct reporting or management relationship if Touchstone determines that the personal relationship actually or potentially interferes with the employees’ job performance.
- Recovery Policy and Procedure
Touchstone Services, Inc. is an organization that promotes and encourages recovery both with members and employees. The following policies and procedures are intended to enhance recovery and maintain a healthy and professional atmosphere to better serve the clients receiving our services the mission of our agency.
- It is an expectation of the agency that employees in recovery develop a personal recovery plan that can include professional services as well as personal practices that will enhance the employee’s ability to successfully maintain in recovery and perform their job responsibilities. These may include developing a formal crisis/recovery plan, develop a strong support system, and continue to use recovery tools and continuing formal treatment. Recovery is the responsibility of the employee.
- Employees are role models for the members they are working with and should continually be evaluating their own recovery.
- If an employee has a relapse/slip, they are expected to seek out appropriate outside help and address the relapse immediately. A mental health and/or substance use crisis will be handled exactly like a medical issue. The employee must return to work with a notification from their physician stating they are capable of returning to work. It will be expected that, upon return, the employee will be able to assume responsibilities as the physician’s note indicates.
Boundaries with Clients:
- Follow the appropriate and relevant Code of Ethics
- The only way you can provide clients with recovery tools is if you effectively stay in recovery
- Your story of recovery can be used to demonstrate recovery tools and how to use them. Do not discuss your own problems or issues with clients. The client’s needs must remain the focus of your interactions.
- Remain professional, seeing you as a ‘buddy’ can damage the therapeutic relationship.
- Never give out personal information about other employees to clients
Boundaries with Other Employees and Supervision:
- Never use your medication or your symptoms as an excuse at work. Not discussing your treatment and not using your symptoms at work will earn you respect and acceptance by other employees and clients.
- Your supervisor is not your therapist. It is up to you to ensure your personal issues do not interfere with your ability to do your job. Supervision can provide feedback, direction, and assistance with your job responsibilities and handle clinical issues.
- Know the scope of your job responsibilities and if you have questions, consult with your supervisor.
- Do not provide counseling, therapy or other professional services to other co-workers. This is out of the scope of your job responsibilities and crosses many boundaries.
- Supervisors will implement Touchstone Services, Inc. policies and procedures equally for all employees.
Bonuses may be made available to staff at the sole discretion of the Touchstone Board of Directors. Bonus amounts may vary based on financial circumstances, position, and longevity. They are in no way a guaranteed benefit of employment.
- Social Media
This policy governs the publication of and commentary on social media by employee of Touchstone Services, Inc. For purposes of this policy, social media means any facility for online publication and commentary including without limitation blogs, wiki’s, social networking sites such as, but not limited to, Facebook, LinkedIn, Twitter, Flickr, and YouTube. This policy is in addition to and compliments policies regarding the use of technology, computers, email and the internet.
Employees of Touchstone Services, Inc. are free to publish or comment via social media in accordance with this policy. Employees are subject to this policy to the extent they identify themselves as a Touchstone Services, Inc. employee.
Notwithstanding the previous section, this policy applies to all uses of social media, including personal, for all employees whose position with Touchstone Services, Inc. would be well known in the community.
Publication and commentary on social media carries similar obligations to any other kind of publication or commentary. Employees are reminded that these postings are public. Employees are encouraged to engage in responsible and respectful conduct regarding current, former, and potential clients, employees, employers, and other service providers.
Touchstone Services, Inc. strives to promote a positive image in the community not only of our agency but of the skills and abilities of persons served, the importance of recovery-based rehabilitation services, the real possibility of recovery, and the value of all cultures and groups which constitute our communities.
The public in general, and Touchstone Services, Inc.’s employees, program participants and customers, reflect a diverse set of customs, values, and points of view. We ask employees to keep this in mind and use their best judgment when using social media. We ask that employees make it clear that the views and opinions expressed on controversial issues are their own and do not represent the official views of Touchstone Services, Inc.
Ethics, Confidentiality and Recipient Rights
All uses of social media must follow the same ethical standards that employees must otherwise follow. Confidentiality and other aspects of Recipient Rights and the Michigan Mental Health Code must remain of primary concern. For this reason, and the very public nature of social media, employees must refrain from posting workplace pictures which include members or using consumer names or other identifying information on their personal sites.
Sensitive or proprietary business information should be excluded from an employee’s social networking sites. Employees should avoid conflicts of interest and harm to Touchstone Services Inc.’s business interests.
Agency and Program Development of Social Media Sites
At the agency’s discretion, the agency or program(s) may develop social media sites to keep program participants informed about important events and information and to promote services and activities to stakeholders and the community at large. The use of these sites will be in line with our agency mission, values and purposes. Again, Touchstone Services, Inc. strives to promote a positive image in the community not only of our agency but of the skills and abilities of persons served, the importance of recovery-based rehabilitation services, the real possibility of recovery, and the value of all cultures and groups which constitute our communities.
Any posting of images or information about a specific member will require a signed consent by the individual or their guardian.
Members will choose to join the social media site at their own discretion.
Social Media Use and Work Time
Employees’ use of social media on work time should be limited to authorized purposes related to agency social media sites only, such as monitoring and updating program-operated sites.
- Cash Reserve Policy
The target minimum operating reserve fund for the organization is three (3) months of average operating costs. The calculation of average monthly operating costs includes all recurring, predictable expenses such as salaries and benefits, occupancy, office, travel, program, and ongoing professional services.
- Responding to Subpoenas, Search Warrants or Other Legal Directives
It is the policy of Touchstone Services, Inc. to comply with all lawfully executed subpoenas, search warrants or other types of legal directives. In the event that Touchstone employees are presented with a subpoena, search warrant or other type of legal directive that is related to Touchstone they should immediately contact the Executive Director. The Executive Director is to then assume responsibility for overseeing and complying with the legal matter.
The Executive Director may seek legal counsel and may advise the employee how to assist in achieving compliance. In the event that the Executive Director and/or employees are presented with a search warrant, they should immediately request proper identification to make certain the individuals conducting the search are valid members of a law enforcement agency and that the search is authorized by a court of law. The law enforcement officials should then be permitted to conduct the search as duly authorized by the search warrant.
In the event that the Executive Director is unavailable or determined to have a conflict of interest regarding the subpoena, search warrant or other legal directive, the matter should be referred to the Regional Director. If it is determined that individual may also have a conflict of interest, the matter will be referred to the Board of Directors.
It is the policy of Touchstone to assess the validity and scope of the subpoenas, search warrant or other legal directive so as to ensure that consumer, corporate, or employee privacy and confidentiality rights are not violated. When appropriate, subpoenas for consumer records may be referred to the designated mental health agency as the holder of the record in the state Mental Health Code.
Because the issuance of a subpoena, search warrant or other legal action may be indicative of a potentially complex legal dispute, an investigation of alleged corporate or employee misconduct or another serious matter that may directly or indirectly impact the quality and scope of services provided by Touchstone,, the Executive Director or Board must act promptly and consult with private legal counsel when necessary. If it is determined that the subpoena, search warrant, or other legal action is related to a potential quality of care issue or other potential violation of corporate policy or philosophy, the Executive Director or Board shall initiate an investigation and recommend whether any interim action is appropriate.