When an employee is renewing a COA or COT certification, they may submit for reimbursement the CEU’s to HR. They must first sign the appropriate forms agreeing that if they should leave the practice within one year of reimbursement, all costs associated with the CEU’s paid by the company will be reimbursed and deducted from their final pay.
Applies to: All full time employees
In order to be consistent with certain provisions of the Affordable Care Act, and to ensure that we are in alignment with industry standards, the Paid Time Off (PTO) Policy of The Eye Institute for Medicine & Surgery will classify full time and part time employees as follows: Full time employees must work and maintain 30 hours per week to be benefit eligible. Employees working 29 hours or less are considered part time employees and are not eligible for benefits.
Paid Time Off (PTO) is provided to full-time employees of Florida Eye Consultants, Inc., the Practice, and The Eye Institute Surgery Center, LLC, The Surgery Center, at the discretion of administration, for the purpose of providing income during approved periods of time when full-time employees are absent from work due to a preapproved vacation, to attend to personal business, or due to injury, illness or an emergency. Note: There is no separate payment program for sick leave outside of this policy.
Employees may only request and use PTO time for the reasons listed above. PTO time may not be requested or used to increase hours to be paid during periods where there is no work available, i.e. to offset periods of time when the employee has not been scheduled to work, is scheduled to arrive later than they are typically scheduled, is asked to leave earlier than is typical, or if hours are decreased due to the operational needs of the Practice.
Before PTO may be requested or used, a waiting period of 180 calendar days from the date of hire must be completed, the employee must have full-time designation, and the employee must have successfully completed his/her probationary period. After these minimum standards have been satisfied, employees may request PTO for possible approval by their supervisor and/or human resources manager.
The following schedule describes hot PTO hours are accumulated each year for possible use in that year, based upon maintaining one’s status as a full-time employee:
There is no greater number of PTO days per year that may be provided to employees, than the schedule noted above, based upon length of employment.
Employees who will need to be absent from work without prior notice, due to injury, illness, or emergency must notify their direct supervisor and/or others they have been directed to contact as soon as they become aware that they will be unable to report to work as scheduled. The direction supervisor must also be contacted on each subsequent day of unexpected absence. If the employee is absent three or more consecutive days at the discretion of administration, the employee may be asked to provide a physician’s note.
Applies to: All Employees
All employees will use the following phone etiquette when answering or placing calls. ALWAYS identify yourself to the person answering the call or that you are calling. For example, “Good Morning, this is “Mary”, may I speak with XXXXX? Thank you.” OR, “ This is “Mary”, how may I help you?”
Though some staff have their own phone, many do not and there may be multiple people who use an extension. If you do have your own extension, you may not always be the person answering your extension. Please make certain the person on the other end of the phone knows who you are. Also, please share your smile, it’s amazing that it does come across to the caller!
Applies to: All Employees
Former employees are not allowed in ANY patient area unless they are here as a patient. This constitutes a HIPAA violation and cannot be tolerated. If you are meeting a former employee for lunch or other purpose, please make arrangements to meet them in the lobby area.
FROM: Jerry Orloff
Whenever a staff member is setting up an appointment for themselves or an immediate family member (where there is no insurance and they are seeking a discounted price), the following people must be informed: the staff member's direct supervisor, the HR Director, the Billing Supervisor, and the CEO.
Also, when a relative of a staff member has a copayment, coinsurance, or deductible, in order to remain in compliance with our contracts, these must be collected.
Applies to: All Staff
When staff request exams for themselves or immediate family – children, spouses/significant others – if they have an insurance plan that will cover the visit, we must bill the visit and collect all copayments due, as per the contract we may have with their insurance company. (Copays can only be waived in those cases in which payment of the copay poses a severe financial hardship for the patient/payee).
If the staff member requesting the exam exams for themselves or immediate family – children, spouses/significant others, does not have an insurance plan that will reimburse us for the exam, it is our policy to provide a courtesy discount to seventy five dollars ($75) for the exam.
This generally should be paid on the day of the exam, but with prior arrangements through HR, it can be taken as a payroll deduction over one or more pay periods.
Applies to: Front Office Leads, Clinic Leads, Phone Operators, Schedulers, Optometrist Assistants
Unless personally approved by Dr. Mandese or the CEO, when a family seeks to schedule multiple vision plan visits back to back, no more than two family members may schedule on the same day. This applies to Dr. Straut's schedule, as well.
Applies to: All Staff
All requests for reimbursement for mileage must be submitted to your direct supervisor within thirty (30) days of the day that you incurred the expense.
After preliminary approval by your supervisor, the request will be forwarded to administration for final approval.
Examples of mileage incurred on your personal vehicle that may be reimbursed by the Practice include, but are not limited to:
1. Driving between offices during the day as per supervisory direction;
2. Urgent delivery of supplies between offices or effecting a computer or other similar repair at another office than the one you first reported to on a particular day;
3. Marketing or community outreach activities.
Examples of mileage incurred on your personal vehicle that will not be reimbursed by the Practice include, but are not limited to:
1. Being assigned to work (the entire day) at an office other than the one you usually work at;
2. Pick up or delivery of charts (there is a four dollar flat fee for this service).
Please note that reimbursement of mileage is at the discretion of administration and this policy may be modified or rescinded by administration at any time.
Honesty and accuracy in the filing of requests for reimbursement reports is an absolute expectation. Filing of requests for reimbursement for mileage that did not take place will be considered an act of dishonesty and may result in disciplinary action. The Practice policy relating to reimbursing staff for approved mileage is as follows:
If a staff member is scheduled to work at one office in the am and after reporting to that office and clocking in they are directed to work at another office in the pm, the Practice, with administrative approval via signature, will reimburse the staff member at the rate of fifty and one half cents ($.505) per mile at the predetermined distance between the offices. The distances are as follows: Melbourne to Palm Bay: 7; Melbourne to Rockledge: 22.
If a staff member is delivering charts or other supplies, the rate for a one way trip, i.e. from Melbourne to Rockledge or Melbourne to Palm Bay is four dollars ($4). This presumes a one way trip, i.e. Melbourne to Rockledge at the end of the day and then home, or Melbourne to Palm Bay and then home. If the trip is two way, i.e. Melbourne to Rockledge and then back to Melbourne, or Melbourne to Palm Bay and then back to Melbourne, the amount to be reimbursed would be eight dollars ($8).
Applies to: All Staff
Texting or making personal phone calls during business hours is strictly prohibited. The sound of your phones as you receive a text or a call is disruptive to patients and our doctors. Please leave your cell phones in your purse or personal storage area while you are at work.
There are a few exceptions to this rule, supervisors may use their phones to ensure optimal clinic results. Non-clinical staff must have Supervisory approval. Violations of this policy will result in disciplinary action.
From: Charlotte Mochel
Sent: Wednesday, October 10, 2012 2:00 PM
In our Rockledge and Palm Bay offices, parking is limited so it is very important that employees park where indicated to allow patients to have the parking spots closest to the building. This applies to Melbourne as well. It is that all employees adhere to the following:
Parking under the portico is for physician use only. You may park on the east side of the building, but keep in mind that parking spots closest to the front door need to be kept for patient use.
Also, doctors using the parking under the portico are asked to park in the two end spots, leaving the center parking spots open for deliveries to the back door, particularly on Tuesdays and Wednesdays.
The first two rows behind the building are reserved for patients, doctors, administration and supervisors. All other areas in the back of the building are available for staff and must be behind the blue line on the north side of the building. If you have a medical purpose for parking in other than the designated spots, please contact Human Resources.
POLICIES & PROCEDURES