You have joined a special organization which will provide you with rich and frequent opportunities to learn, grow, and positively impact the lives of others. Our success is driven by our consistency in applying our core values in everything we do. This produces pride amongst our team and creates trust bonds with our patients The Georgia Wellness Group is a healthy, growing organization, but our true difference maker is YOU!
We are a group of professionals who have worked hard over the years to develop a reputation for excellent service and personal
We are delighted to welcome you as a Georgia Wellness Group team member!
integrity Thank you for joining us in this commitment to giving our patients/clients our very best. We will all benefit from our strong and positive reputation.
By hiring you, we are a committing to give you the support, training and tools you need to grow as a professional operating with an owner’s mindset.
Congratulations and welcome to our family!
Our Story
The Georgia Wellness Group dba Obria Medical Clinics (Obria) has been serving the underserved and changing lives for more than three decades. Over 22,000 women have walked through the doors of Obria feeling hopeless and unable to cope with their current circumstances!
Obria has come alongside her where she is and offered her the support she needs to make healthy decisions. Obria’s mission was and is rooted in the confidence that each mother is worthy of quality care and support for her and her child Obria provides services including pregnancy verification, full-panel STI testing and treatment, well-woman exams, prenatal care, postpartum exams, supportive pregnancy care, social service appointments, mental and behavioral health, pregnancy/parenting/life skills education and material services
Obria’s commitment to excellence was awarded in 2019 when we first received National Accreditation from the American Association of Ambulatory Healthcare (AAAHC), then recertified in 2022 This Accreditation reiterates our commitment to patient care and safety that ensures the highest quality of services. In compliance with AAAHC guidelines, Obria conducts regular research and data collection across many aspects of the organization to confirm best practices is being upheld. Introducing these programs and services has graciously allowed Obria to be both a pioneer and benchmark in caring for women and families in the community all at a low cost Our positive position and reputation in the community have made us a cornerstone for breaking
through socioeconomic and stigma barriers, truly putting the health and well-being of overlooked women at the core of Obria’s practices and guiding principles.
Let’s work together to ultimately be the number one resource providing free and lowcost women’s healthcare to the undeserved
The Georgia Wellness Group leadership team is committed to evolving and growing the organization by leveraging the talents and experience within our team We lead with our mission and core values, work together diligently, continuously learn, prioritize excellence, and make a difference in the community which spans generations. It’s The Georgia Wellness Way!
Our Core Values
SupportFiercely ServeTogether
These core values are our DNA – our secret sauce We, at The Georgia Wellness Group, are unique and we work hard to put words around what makes us tick. These core values drive our daily decisions and act as important guardrails for our behavior. They begin and end with the positive short and long-term impacts we desire to make within our team and within the lives of our patients and non-profit partners.
Let’s be a daily example of our core values and apply them as we serve others well
The Georgia Wellness Way
Because of you, The Georgia Wellness Group is a special place. Our amazing team works together to positively impact our patients/clients and the community.
“The Georgia Wellness Way” is our attempt to describe why The Georgia Wellness Group is a special place to work, invest time, and grow. We chose to organize this guide around our five core values because they are the operating system for all we do For each value, some helpful guidance is provided:
Core Values:
This is the cornerstone of our organization.We have zeroed in on five values that guide our behavior and drive our success. You’ll learn more about this in The Georgia Wellness Way!
Putting it into Practice:
This describes “The Georgia Wellness Way” on a couple fronts. You’ll find a condensed version of what each Core Value looks like on a practical day to day basis, as well as policies to keep things organized and fair for all of us at The Georgia Wellness Group Please familiarize yourself with these and apply them in your work, as the goal is to promote efficiency, productivity, and a pleasant atmosphere for all.
Guardrails:
“We are not only holistic in our care to our patients, but to each other as well The overall wellbeing of our staff is of extreme importance because only when we are excelling physically, emotionally and spiritually, can we find joy in serving each other ”
Robin Mauck, Executive Director
These keep all of us safe They are worded simply and bluntly because, honestly, they are common sense. We want to be clear on these topics because there is a potential negative impact to many.
FAQs:
Patients ask a lot of questions and we want you to be prepared, so we’ve provided answers to some frequently asked questions.
Navigating the Gray:
We hire bright, capable professionals and, for that reason, it’s our desire to empower each of you to make decisions when you are at a fork in the road. Our core values will be your compass. In this guide, you’ll find some “gray” scenarios to guide you on your empowerment journey.
The Georgia Wellness Way
What It’s Not
“The Georgia Wellness Way” contains general information and guidelines However, it is not comprehensive, nor will it address all possible applications of or exceptions to, the general policies and procedures described. During orientation, you will have an opportunity to sit down and carefully review “The Georgia Wellness Way” before signing an acknowledgment As a member of The Georgia Wellness Group team, we expect you to know and follow the policies herein. If you have any questions, suggestions or concerns, please contact your manager.
“The Georgia Wellness Way” is NOT an employment contract. Employment at The Georgia Wellness Group is at-will. As a result, you are free to resign your employment at any time, for any reason, with or without cause and with or without notice Similarly, The Georgia Wellness Group also reserves the right, in its sole discretion, to end the employment relationship with you at any time, for any reason, with or without cause and with or without notice. This document includes many specific policies which must be followed to be employed by our organization. No manager has authority to enter into a contract of employment (express or implied) that changes or alters your at-will status.
“The Georgia Wellness Way” supersedes all previous Handbooks and policies addressed
herein. We periodically review our benefits and policies and make changes from time to time The Georgia Wellness Group reserves the right to revise, delete, suspend or add to the content. The Georgia Wellness Group aims to keep this Guide current and provide notice of changes; however, there may be times when policies will change before the “The Georgia Wellness Way” is updated, and the most current version of the policy will govern. Oral statements or representations cannot change the provisions of “The Georgia Wellness Way”. Some of the subjects described here may be covered in detail in official policy documents, including for example, certain benefit plans. You should refer to any official policy documents for specific information. The terms of the official policy documents are controlling.
Thank you for all you do!
OUR CORE VALUES: SUPPORT FIERCELY
WHAT IT LOOKS LIKE
Support your success by investing in you as a whole person.
Foster valued relationships built on mutual trust and respect.
Listen and respond to your individual needs, desires, observations and suggestions
Keep you informed while sharing the big picture ‘why’ & empowering you to do the right thing.
Provide balanced feedback with honesty and care
Open doors to growth and developmental opportunities.
Actively express our appreciation for you.
THE INSPIRATION
You matter greatly to us! We can invest in tools, equipment and supplies but the most important investment we can possibly make is in our people
We support you and the team fiercely and are committed to giving you time, care, and resources as you grow and develop.
We want you to operate from your individual strengths while stretching you toward genuine individual growth.
THE PAYOFF
When we, as team members, feel safe, inspired, and prepared, we are more ready to positively impact our patients and community.
Developing your abilities promotes better decision making, career growth, and overall effectiveness As a leadership team, we will invest in your success and leverage our collective knowledge and experience via innovative training, coaching, certifications, and mentoring.
“Do nothing out of selfish ambition or vain conceit. Rather, in humility value others above yourselves. Let each of us consider not only our own interests, but also the
Philippians 2:3-4
SUPPORT FIERCELY PUTTING IT INTO PRACTICE
LIVE OUR VALUES
Part of ‘Support Fiercely’ means investing in you via development programs that inspire and enrich your life
DEVELOPMENT
Each quarter our team sets aside a day to share and grow. This is a valuable opportunity for valuable collaboration, alignment and learning
Each day, our team gathers together to pray, encourage each other, share updates, and complete a devotion. This is special time to share about our accomplishments, obstacles or challenges, and ideas for the future
DEVELOPMENT COACHING
The Georgia Wellness Group provides formal performance feedback in the form of an annual review We desire to foster open, trust-based relationships and we aim to assist you with skill gaps while leveraging your strengths.
YOUR NEEDS
We understand that each member of our team has unique needs Some greatly value career advancement and others desire challenging assignments, coaching, training, flexibility, or feedback. We will work to establish genuine, trust-based relationships with each of you as we discover your passions and needs We pride ourselves in nurturing healthy team relationships as we all grow and develop.
We are fortunate to have a well-rounded team. Let’s leverage this competitive differentiator by each:
Sharing our unique perspectives
Asking questions about our organization and industry.
Seeking to understand the big picture and taking advantage of our empowerment philosophy by doing the right thing for the patient and each other in the moment Expressing interest in targeted training, coaching, certifications, and conferences.
PAY
You will receive a direct deposit on the 15th and 30th of each month If a payday falls on a holiday, pay is issued on the day before the holiday.
Your base rate of pay will be evaluated annually and the decision regarding a potential adjustment will be based on our annual merit budget, your pay vs industry norm, time since your last increase, an assessment of your performance impact and track record of living our core values.
SUPPORT FIERCELY PUTTING
IT INTO PRACTICE: PAY AND
BENEFITS
TEAM MEMBER CLASSIFICATIONS
Let’s define the team member classifications so you understand your status and benefits eligibility The Georgia Wellness Group hires full-time & part-time individuals
Regular Full-Time Team Members are regularly scheduled to work at least 30 hours/week and are eligible for the full benefits package subject to the terms of each benefit program
Regular Part-Time Team Members are regularly scheduled to work fewer than 20 hours per week. Part- Time Employees are not eligible for Organization-sponsored benefits However, working additional hours in certain pay periods does not automatically move an Employee into a different employee classification.
Rehired Team Members with a 60 day or less break in service will receive credit for prior service
FLSA CLASSIFICATIONS
Within each classification, you are designated as either non-exempt or exempt.
Non-Exempt Team Members are covered by the Fair Labor Standards Act (FLSA) They are not exempt from the law’s requirements concerning minimum wage and overtime. Non-Exempt team members must not work ‘off the clock’ and are eligible for 1 5 X the regular hourly pay rate for any hours over 40 worked each week but overtime must be approved before worked. Schedules are set in advance.
TRAVEL TIME
Commuting to work is not compensable work time. Travel time required for business purposes is considered compensable time worked for non-exempt team members For local events, travel time will be considered to start when the travel to the event begins and will end upon arrival at the event. Return travel will be considered to start when you leave the event and will end upon arrival at your residence
CLOCKING IN AND OUT
Team members clock-in and clock-out at the beginning and end of their shift.
HEALTH INSURANCE
· Exempt Team Members are generally executives, managers, professional, administrative or outside sales staff who are exempt from the minimum wage and overtime provisions of the FLSA. Exempt team members hold jobs that meet the standard and criteria established under the FLSA by the U S DOL
Through the Qualified Small Employer Health Reimbursement Arrangement, we are able to offer our full-time team members a monthly, non-taxed stipend of $250 via the PeopleKeep program. See HR for details!
SUPPORT FIERCELY
PUTTING IT INTO PRACTICE: TIME OFF
PAID TIME OFF
We want you to be able to balance your home and work responsibilities One powerful way we live out our Support Fiercely core values is by providing unlimited PTO to fulltime team members (after 90 days of service) and 6 paid days to part-time team members. PTO days will be tracked via our HR management system All time off requests must be submitted in advance, are subject to manager approval based on business needs, and come with the understanding that established goals must be met despite the absences.
SICK DAYS
Full-time team members (after 90 days of service) may use paid sick days when ill, to care for a sick child, parent, or spouse.A doctor’s note may be required after 3 consecutive sick days and we request that you attempt to schedule doctor’s appointments on days we are closed or mornings when we open later. Part-time team members are not eligible for paid sick days.
VOTING TIME, JURY DUTY, COURT APPEARANCES
You may take up to 2 hours with pay to vote in elections if not possible during non-work hours. If you serve on a jury or appear in court as a witness or due to a subpoena, provide documentation to your manager to be paid for this time This does not apply to situations in which you are accused of committing a crime. Part time team members will not be paid for absences related to jury duty and court appearances but may use vacation time in lieu of unpaid time off
HOLIDAYS
Full and part-time team members are eligible for paid holidays as listed on the annual calendar Your pay equates to the hours you typically work Non-exempt team members required to work on a holiday will be paid their normal rate of pay for actual hours worked. Holiday pay does not count as “hours worked” for purposes of calculating overtime Team members on leave are not eligible for holiday pay
BIRTHDAY PAY
To honor your birthday, you may have a paid day off within 2 weeks before/after the day!
BEREAVEMENT
We understand that time with loved ones is vitally important during times of loss. We will work with you on an individual basis to ensure you are able to spend quality time away from work
LEAVES OF ABSENCE
If you need unpaid leave, please advise the HR team and your manager including the reason We will evaluate your request in compliance with all applicable federal, state and local laws
SUPPORT FIERCELY PUTTING
IT INTO PRACTICE: EQUAL EMPLOYMENT
OPPORTUNITY
PARENTAL LEAVE
Full time, female team members will receive up to 6 weeks of maternity leave with pay and 6 weeks without pay resulting in a total of 12 weeks to be taken in connection with the birth, adoption, or foster care placement of a child. As early as possible, but no later than six weeks after the maternity leave begins, the team member will provide written notice of her intent to return to work after such period. If such notice is given, the team member can expect to be restored to her or a similar position. If the intent is not given, The Georgia Wellness Group is not required to restore the position to the team member
Full time, male team members will receive 3 weeks with pay in connection with the birth, adoption, or foster care placement of a child. If there are extenuating circumstances regarding the birth, please contact your manager so additional arrangements can be considered.
EQUAL EMPLOYMENT OPPORTUNITY
The best way to achieve our mission is by having greatly qualified people on our team To do that, we commit to selecting, promoting, and retaining people with a track record of living our core values and possessing needed skills and experience. The Georgia Wellness Group is an equal opportunity employer that makes people decisions without regard to race, color, sex (including pregnancy and related conditions,
national origin, religion, age (40 and older), equal pay, disability or genetic information (including family medical history or genetic tests or services), and retaliation for filing a charge, reasonably opposing discrimination, or participating in a discrimination lawsuit, investigation, or proceeding.
SUPPORT FIERCELY GUARDRAILS
WE WON’T OVERLOOK YOU
As a leadership team, we will not overlook you by ignoring your input or by withholding feedback.
Your thoughts, concerns, observations, and ideas are valuable because you see, hear and sense things that we do not.
Know that you matter greatly to us, and we want to hear from you We will never retaliate should you voice a concern about how you are being treated.
WE WON’T DISRESPECT YOU
As a leadership team, we will not disrespect you
We will not:
Gossip or lie.
Shout or speak in a hostile tone.
Say inappropriate words or statements.
Demean someone
Display biased attitudes or beliefs
Be physically disruptive
In return, we ask that you not disrespect anyone on The Georgia Wellness Group team.
WE WON’T JUMP TO CONCLUSIONS
As a leadership team, we will not jump to conclusions without first asking questions and seeking to understand the situation. We will not assume negative intent but will instead assume your actions are motivated from a place of positive intent.
In return, we ask the same of you.
DOES THE ORGANIZATION HAVE PLANS TO GROW?
Yes. Our leadership team sets aside intentional time throughout the year to focus on improving operations and growing our impact on the community. We want to hear your growth ideas, so pass along opportunities which come to mind!
HOW WILL THE ORGANIZATION SUPPORT MY DEVELOPMENT?
We are committed to identifying training needs and sourcing appropriate content –both external and internal. Our goal is to offer training that benefits the most members of the team while building skills relevant to where we are today and where we are headed
In addition, we’ll communicate clearly and timely regarding your performance. This includes positive feedback and providing you with a written record of any concerning incidents and/or written feedback on unsatisfactory performance
WHAT SHOULD I DO IF I HAVE A CONCERN ABOUT MY EMPLOYMENT?
Our Open-Door culture is built on the foundation of open and honest communication. Support Fiercely means we want a work environment where input is welcome, advice is freely given, and issues can be raised without fear of retaliation. If you have a concern about something happening in the day to day or want to know more about your personnel record, reach out first to your manager, then (if needed) the next level of management, then (if needed) our HR team.
WILL I BE REIMBURSED FOR EXPENSES?
Yes You will be reimbursed for preauthorized, reasonable and necessary expenses incurred in carrying out job responsibilities. Mileage or transportation, parking fees, and meal costs when required to attend a business meeting, are all examples of reasonable and necessary expenses Mileage is paid at the current reimbursement rate. Those with an organization credit/debit card are responsible for its use and are prohibited from using the card(s) for personal purchases. A lost or stolen card must be reported immediately to the Executive Director All requests for reimbursement must be submitted in writing on an Expense Reimbursement Form with an explanation of the expenditure and original receipts and a copy of the receipt Reimbursement requests should be submitted within 30 days of the date the expense was incurred.
TELL ME MORE ABOUT MY FIRST 90 DAYS
We commit to supporting your success, exemplified by our thorough, supportive and inspiring onboarding process. Your first 90 days is referred to as your “Introductory Period.” It’s a mutually beneficial opportunity to learn about each other, make adjustments, and ensure a solid fit with our core values We may choose to extend your Introductory Period if we deem an extension would be useful as we assess this fit. Your manager will initiate a healthy check-in at the 90 day mark. As an at-will employer, we reserve the right to terminate your employment when warranted at any time within or after your Introductory Period.
SUPPORT
NAVIGATING THE GRAY
I’D LIKE A SECOND JOB ON THE SIDE OR WORK FOR A COMPETITOR
CLINIC. IS THIS OK?
Some second jobs are not a problem if you are fulfilling all of your duties with The Georgia Wellness Group. If it’s determined that your second job is interfering with your success, you may be asked to end your outside employment if you wish to continue working for The Georgia Wellness Group A second job, however, cannot represent a conflict of interest. This includes working for a competitor. You are also not permitted to use The Georgia Wellness Group equipment or tools outside of your employment with us, nor are you permitted to solicit current Georgia Wellness Group patients.
HOW DO I KNOW IF I MIGHT BE ENGAGED WITH A CONFLICT OF INTEREST?
A conflict of interest is any situation when your personal interests (family, friendships, financial, or social factors) could compromise your judgment, decisions, or actions on the job at The Georgia Wellness Group. If you want some input on your specific situation, please discuss it with your manager
A few specific examples include accepting personal gifts from competitors, patients, suppliers or potential suppliers; engaging in self-employment in competition with The Georgia Wellness Group; using proprietary or confidential organizational information, assets, or labor for personal gain; or developing a personal relationship with another Georgia Wellness Group team member which interferes with your ability to exercise impartial judgment Note that buying a gift for a patient as a mentee with no strings may be considered appropriate.
WHAT ELSE SHOULD I KNOW ABOUT MAINTAINING CONFIDENTIALITY?
Help us maintain our competitive advantage by not sharing The Georgia Wellness Group documents with people outside of the company, especially our competitors. Internal policies are considered confidential and proprietary to our company as well as nonpublic information you learn about our organizations such as our financial and operational data, information regarding our patients, and our trade practices. A more detailed description of our confidentiality standards appear in the Appendix Please also review in the Appendix the detailed description of our obligations related to the Health Insurance Portability and Accountability Act (HIPAA).
WHAT SHOULD I DO IF I’M STRUGGLING?
Sometimes problems inside or outside of work are overwhelming We want to understand your situation and possibly lend a hand. Your manager or the Executive Director can refer you or your family to an agency or resource in the area best suited to offer you confidential, professional counseling or assistance You do not jeopardize your job or future promotional opportunities by asking for help!
WHAT IF I AM INJURED ON THE JOB?
If you are hurt in the course of your work, it’s important that you notify your manager right away. Your manager will partner with HR to ensure your medical needs are met appropriately and promptly.
OUR CORE VALUES: CARE GENUINELY
THE INSPIRATION
We are patient-focused and proactively looking for opportunities to go beyond what’s expected via genuine care and dedication. Our team consists of talented, positive, and dedicated people who want what’s best for our patients
SupportFiercely ServeTogether
“So whatever you wish that others would do to you, do also to them, for this is the Law of the Prophets.”
Matthew 7:12
WHAT IT LOOKS LIKE
Provide holistic care to meet physical, psychological, emotional, and spiritual needs. Be present as we serve, looking for special opportunities to educate, inspire, and empower our patients Generously invest time and care as we provide highly individualized support. Promote peace and build trust-based, meaningful relationships.
THE PAYOFF
Patients who sense a genuine human connection with us will remain in long term relationship with us. This positively impacts lives while being great for business. Our genuine care impacts lives!
CARE GENUINELY PUTTING IT INTO PRACTICE
OUR FOUNDATION OF GREAT CARE AND SERVICE
Our values-based Code of Conduct expresses the heart of our patient service philosophy. At The Georgia Wellness Group, we Care Genuinely which begins and ends with setting an example for believers (and unbelievers) in speech, in life, in love, in faith, and in purity ” (I Timothy 4: 12b) and guiding our decisions based on: “Whatever happens, conduct yourselves in a manner worthy of the gospel of Christ.” Philippians 1:27 Because these truths are foundational to what we do at The Georgia Wellness Group, we commit as a team to reviewing and signing the Code of Conduct once per year. Thank you for all you do to uniquely live out this Code of Conduct with our patients and each other
STAYING ALERT
We won’t see opportunities to Care Genuinely in a creative way when we are distracted Let’s actively listen and watch as we serve others and that begins with eliminating distractions Our personal phones have become a useful tool in our lives, but they take our attention away from the patient and away from the details of our work. For this reason, make personal calls when you are out of sight of the patient Personal FaceTime calls should be taken outside to minimize disruption.
SOCIAL MEDIA
We are always representing The Georgia Wellness Group – when we are working and in our personal lives. Our integrity, character, and personal judgment is always on display. What should you keep in mind about personal use of social media?
Use good judgment Ensure the content you and others post on your pages is in good taste and not of a divisive nature. Because it’s easy to unintentionally go off brand, we ask you to share official Georgia Wellness Group posts instead of writing and posting your own content Do not use your personal social networking account to communicate or comment on the inner workings of how The Georgia Wellness Group operates Consider adjusting your privacy settings Remember that everything is permanent –even if you delete it.
CARE GENUINELY GUARDRAILS
DON’T MAKE PATIENTS UNCOMFORTABLE
Don’t make patients uncomfortable physically, mentally, and emotionally
As a clinic, we must safeguard against all forms of abuse and molestation directed towards our patients and their families.This includes physical contact, interaction, electronic communication, monitoring and responding
Physically: Obviously, hugging a friend or significant other is great, just don’t make patients feel uncomfortable Other examples of inappropriate interactions include fullfrontal hugs, kisses, showing affection in isolated areas, lap sitting, wrestling, piggyback rides, tickling, and allowing a patient’s child to cling to your leg. Side hugs are smarter than full-fledged hugs Handshakes, pats on the back, and high-fives are fine It’s also important to avoid behavior which can be misinterpreted.
Mentally and Emotionally: In addition, it’s appropriate to encourage patients and share appropriate jokes, but discussing sexual encounters in any context or involving patients in your personal issues is inappropriate.
If for some reason you are frustrated with a patient situation, be sure to take time to center yourself before proceeding Your manager is an excellent partner in these situations. It’s inappropriate to be harsh, coercive, threatening, intimidating, shaming, derogatory, demeaning or humiliating.
Electronically: Maintaining strict boundaries in the way we communicate with patients is important We communicate with patients via email from our medical software platform or our HIPAA-compliant text platform. We do not communicate with patients via social networking sites or messaging apps. Friending patients or their families on social media is also inappropriate
CAN I ADOPT A PATIENT’S CHILD OR ARRANGE FOR SOMEONE I KNOW TO ADOPT A PATIENT’S CHILD?
No The Georgia Wellness Group absolutely must follow Georgia law which prohibits the facilitation of adoption between any parties, including The Georgia Wellness Group employee, family member, or any affiliate, and The Georgia Wellness Group patient Facilitation includes but is not limited to introducing, recommending, or arranging for an adoption. If a patient expresses interest in adoption, guide them to the Patient Resource Guide. If you are unsure about any situation, please seek guidance from your manager or our legal team immediately Violating this policy will result in disciplinary action up to and including immediate termination. Facilitation of adoption is a felony in the state of Georgia.
DOES THE GEORGIA WELLNESS GROUP CONTRACT OUT SOME SERVICES?
Yes, we actively refer our patients to trusted partners who provide support services as well as assistance related to homelessness and food insecurity.
WHAT ARE THE GEOGRAPHICAL BOUNDARIES OF THE GEORGIA WELLNESS GROUP SERVICING AREA?
We serve anyone who comes into The Georgia Wellness Group!
WHAT MAKES THE GEORGIA WELLNESS GROUP DIFFERENT FROM OTHER CLINICS?
We are a full-service, faith-based clinic offering a broad range of services, so we rarely say ‘no’ to our patients We find a way to serve
Our mission and core values are special. They explain our purpose and how our team behaves in pursuit of the mission.
HOW SUCCESSFUL HAS THE GEORGIA WELLNESS GROUP BEEN IN THE PAST?
Our team members come to us with impressive resumes. As an organization, we have enjoyed success, and our reputation seems to be driving overall growth
CARE GENUINELY NAVIGATING THE GRAY
WHAT IF THE PATIENT INCREASES THE SUPPORT THEY ARE REQUESTING?
Our core values act as our compass for decisions.Our Care Genuinely core value challenges us to exceed expectations. For this reason, you are empowered to ‘do the right thing’ in the moment when possible If you are unsure and would like some quick advice, contact your manager.
WHAT IF A PATIENT IS UPSET / ANGRY?
Listen to fully understand the concern Keep your manager in the loop and work together to exceed expectations even in the midst of disappointment. We will exceed the expectations of our patients as a team.
WHAT IF A CUSTOMER ASKS FOR A SERVICE THAT WE’VE NEVER DELIVERED BEFORE?
Our goal is to say yes to requests and there may be a creative way to meet the need Bring your manager into the loop for brainstorming. In addition, feel free to share your technical knowledge directly with the patient.
WHAT SHOULD I DO IF I WITNESS CONCERNING BEHAVIOR WITH A PATIENT?
If you see something suspicious or inappropriate involving another member of The Georgia Wellness Group team:
Interrupt the behavior
Report the behavior to a manager, Executive Director, or HR. If you are not comfortable making the report directly, make it anonymously. Document the report but do not investigate
Keep reporting until the appropriate action is taken.
OUR CORE VALUES: SERVE TOGETHER
THE INSPIRATION
Some of our best moments as a team are when we put our heads together to discuss and solve challenges
We are a family You’ll notice this aspect of our culture right away. We meet often to check in with each other, celebrate success.
Seeking first to understand is a healthy way to approach discussions Learn the other person’s perspective instead of filling in the blank yourself. Assuming positive intent diffuses 95% of potential conflicts. Give others the benefit of the doubt as you seek solutions
WHAT IT LOOKS LIKE
Humbly put you before me
Back each other up as we creatively face challenges
Embrace a positive ‘we’ll figure it out’ spirit
Leverage each other’s ideas, perspectives and strengths
Listen first, then speak Respond don't react
Seek to understand before being understood
Assume positive intent
Admit mistakes and embrace the lessons
THE PAYOFF
If we all embody positivity, dedication, and teamwork, we will succeed in ways that go beyond our original goals.
CareGenuinely
“May the God of endurance and encouragement grant you to live in such harmony with one another, in accord with Christ Jesus, that together you may with one voice glorify the God and Father of our Lord Jesus Christ Romans 15:5-6
SERVE TOGETHER PUTTING IT INTO PRACTICE
SHARE IDEAS AND ENCOURAGE A BIG PICTURE MINDSET
We work together to serve others well. We are also stronger when we share ideas and capitalize on our differences. Let’s remind each other of the big picture of our business as we Serve Together
SEEK THE BEST IN EVERY SITUATION
Optimism goes a long way toward ensuring each day is a positive day
BE COMMITTED TO THE TEAM AND TASK
We all have many competing priorities. Let’s prioritize the patient and our teammates. This results with payoff for all of us through consistent growth
SERVE TOGETHER GUARDRAILS
RESPECT EACH OTHER
Don’t make your co-workers uncomfortable physically, mentally, or emotionally. We take the wellbeing and health of our team members very seriously. When in doubt, check for effect by asking how you are being perceived by others In addition, if you engage in a romantic relationship with a team member, promptly discuss the development with the Executive Director.
DON’T DO IT ALONE
Don’t isolate yourself
Don’t let your ego stop you from getting help.
Don’t be defensive. We are more effective as a team.
EMPLOYING RELATIVES
We may decide to hire qualified relatives as long as it does not involve a manager/subordinate relationship (unless board approved) and does not create a real or perceived conflict of interest or result in harassment or discriminations
NO VIOLENCE
Violent behavior runs counter to our core values. Regardless of intent, the following behaviors most often have very negative outcomes such as injuries, damaged relationships, loss of work time
Kidding around with physical horseplay
Maliciously trying to physically harm someone
Exploding in anger.
Of course, weapons of any kind are prohibited in our workplace or jobsite Zero tolerance.
Because violent behavior puts our team members and patients at risk, anyone exhibiting these violent behaviors will have their employment terminated. If you witness an incident, or are the target of workplace violence, report it to your manager or a member of the leadership team immediately
NO BULLYING OR HARASSMENT
Workplace harassment is unwelcome verbal or physical behavior that is based on or targets someone’s race, color, religion, sex, gender, nationality, age, disability, or genetic information. It can include offensive jokes, slurs, insults, innuendos, physical assaults, threats, intimidation, ridicule, mockery, putdowns, offensive objects or pictures, and interference with work performance. Any of these behaviors will create an uncomfortable, sometimes even unsafe, working environment and will not be tolerated. They can also cause productivity to drop for the entire team The act of harassment can result in termination of employment. As with workplace violence, if you experience any kinds of harassment report it immediately to your manager or a member of the leadership team. You will not be retaliated against for reporting a concern (See Appendix for further clarity on unacceptable, harassing behaviors.)
SERVE TOGETHER
HOW DO WE COMMUNICATE WITH ONE ANOTHER FROM A PRACTICAL STANDPOINT?
Our team values open, honest, and compassionate communication, treating each other like family. We stay connected through a texting group app where we share updates, plan gatherings, and exchange prayer requests and praises. This approach fosters a strong sense of community and ensures that everyone feels valued and heard.
Join our team message through this QR Code:
BEYOND MY MANAGER, WHERE CAN I GO WITH QUESTIONS?
Your manager is a great place to start but sometimes it’s helpful to get insight from another resource who isn’t as close to the situation.
Human Resources and other members of senior leadership are great sounding boards when you need additional perspective.
This QR code will take you to The Georgia Wellness Group team directory:
SERVE TOGETHER NAVIGATING THE GRAY
WHICH DECISIONS ARE MADE BY THE LEADERSHIP TEAM VS. MANAGERS VS. TEAM MEMBERS?
Our core values serve as a compass for decisions. You are empowered to use the core values to make day to day decisions and our leadership team is available to support you in your decision making.
Some decisions require management approval.If you are unsure when making a decision, discuss the situation with your manager
HOW DO OUR CORE VALUES HELP ME MAKE GOOD DECISIONS AT WORK?
Our core values simply describe our behavior so when you are at a fork in the road unsure of the right decision, try using our core values as your compass The answer to your dilemma likely lies within our core values because they are the cornerstone of our organization.
WHAT DECISIONS AM I EMPOWERED TO MAKE?
You are empowered to live our core values in all you do and to make decisions in line with these values. You inherently know what’s best for the patient and you are trusted to make sound decisions as you execute your work Let’s talk about it in our meetings and navigate the specifics together.
OUR CORE VALUES: PURSUE EXCELLENCE
THE INSPIRATION
The best organizations trust and empower their team members to be leaders – leaders who Pursue Excellence and are a great example to others We are at our best when we each take pride and ownership in all we do This includes owning our responsibilities (the fun ones and the mundane ones), making sound decisions rooted in our core values, and inspiring our teammates.
WHAT IT LOOKS LIKE
Share truth based on God’s word & evidence based medical information Hungrily go beyond the call, owning the challenges we face each day
Serve your purpose, not your weakness
Don't let good enough be good enough
Say what you mean, mean what you say
Step up with adaptability, optimism, and wisdom
THE PAYOFF
When we all adopt an owner mindset, everything runs efficiently. We don’t have to remind each other to take care of the details of our work.Instead, we blur the lines of responsibility between our roles and just take care of things that need to be taken care of When we Pursue Excellence, we will have opportunities to grow!
whatever you do, do it all for the glory of God ”
PURSUE EXCELLENCE PUTTING INTO PRACTICE
YOU OWN SAFETY
It starts with each of us. We own the safety of our work environment. If you see something; say something –even if it isn’t technically your responsibility Report unsafe conditions or damaged equipment.Take care when lifting or reaching.
Respectfully approach others who are doing something unsafe. We care about you, so keep yourself safe by dressing in a way that protects you from harm.
Exercise caution when the weather is threatening. When in doubt your manager can give you direction. When driving for work reasons, obeying laws and avoid unnecessary distractions
YOU OWN CLEANLINESS
We each own the cleanliness of our office and work area Let’s proactively take pride and ownership in the space around us It’s contagious. Let’s “pitch in and pick up” trash with an owner’s mindset. We also sincerely appreciate our collective team effort toward keeping our bathrooms and other areas clean!
YOU OWN YOUR PROFESSIONAL APPEARANCE
We will have opportunities to formally represent The Georgia Wellness Group in a variety of professional settings and our attire should match that level of professionalism
Some of us wear scrubs (navy blue or dark teal) and can own our appearance by ensuring we are neat, clean, and professionally worn. Those who do not wear scrubs should adhere to business casual standards
With all decisions regarding piercings, tattoos, etc., adopt an owner’s mindset by asking yourself: ‘Might my appearance be potentially offensive to our patients?’ When in doubt, your manager would be happy to share insight Styles dictated by religion or ethnicity are exempt.
PURSUE EXCELLENCE PUTTING INTO PRACTICE
YOU OWN YOUR PREPAREDNESS
We are open Monday and Thursday from 9:00am to 5:00pm; Tuesday from Noon to 8:00pm; Wednesday 10:00am to 8:00pm. Consistently show up 10 to 15 minutes before our office opens so you can get settled and be ready to start work on time.
Arriving late or being absent causes disruptions. If you are sick or late, please text through the organization’s texting platform
Come in professionally prepared for a busy day (of course, being responsible the night before).
Feel free to bring food to work to keep your energy high
YOU OWN YOUR OPERATIONAL EXCELLENCE
Responsibly communicate. Adhere to protocols and checklists Properly maintain equipment
Protect and lock equipment because we are each ultimately accountable.
PURSUE EXCELLENCE GUARDRAILS
SPECIFIC INAPPROPRIATE CONDUCT
These behaviors run counter to our core values and, regardless of intent, can have negative outcomes like injuries, damaged relationships, & lost time of work Your employment may be terminated in these and similar other situations:
Willful violation of policies in this document or rules
Breach of trust or dishonesty
Falsification of Company records
Insubordination or disrespectful behavior
Timecard or time-keeping violations
Theft, unauthorized possession or use of property, or other illegal activity
Unauthorized possession, use, or copying of any records that are the property of the Company
Marring, defacing or other willful destruction of any supplies, equipment or property of Company
Sleeping on duty
Excessive tardiness
Failure to return to work after leave of absence
Absence from work for 1 day without notifying your manager
Inappropriate appearance or grooming
Gambling on organization’s premises
Working unauthorized overtime
Immoral or indecent language or conduct, including sexual or other unlawful harassment
Working under the influence of alcohol or illegal drugs or inability to perform normal job functions due to alcohol or illegal drug use
Conviction of a crime that indicates unfitness for the job or raises a threat to the safety or well-being of the organization, it’s employees or visitors
Unauthorized comments or disclosures to customers or to the media.
Possession, sale, use or being under the influence of non-prescription intoxicating substances (alcohol, marijuana, cocaine, etc ) on the organization time orproperty, including the organization cars, cars rented for work purposes; abusing prescription medication
Possession of dangerous or unauthorized materials, such as weapons and/or firearms (including guns, switchblades, knifes, etc.) and/or explosives in the workplace
Violation of, or disregard of, safety rules or common safety practices; creating or contributing to unsanitary conditions
Horseplay or unnecessarily boisterous conduct, including the use of profanity and abusive or vulgar language.
Threatening, intimidating or fighting with fellow employees.
Divulging the organization’s business practices, and misrepresentations of the Organization to a patient, a prospective patient, the general public, or personnel
Violation of conflict of interest rules or disclosure of confidential or proprietary information.
Unauthorized transmission, downloading, copying or use of or access to any information, documents or other data on Organization’s computers or other electronic or manual information systems
Slandering the Organization or acting in a manner that could damage the reputation of the Organization.
Unsatisfactory work quality, quantity or performance.
Unauthorized comments or disclosures to customers or to the media
Refusal to fully disclose information in the course of an investigation
Improper conduct toward a patient or coworker
Violation of Organization policies
Refusal to fully disclose information in the course of an internal investigation
Willful or accidental HIPAA violations
PURSUE EXCELLENCE
FAQs
WHAT DOES IT MEAN TO TAKE OWNERSHIP?
Pretend that our office doesn’t say “The Georgia Wellness Group” on the outside Instead, pretend it says your name. Owners take pride and ownership in all they do, and we can each adopt an owner’s mindset. It’s all about accepting accountability and walking in high integrity each day
So, we all own safety, cleanliness, and operational effectiveness!
We all communicate effectively. We all lead by example; show up & deliver
We don’t have a ‘that’s not my job’ mindset
We all share ideas about how to improve our company. The result is high efficiency, quality, growth, excellence for all.
WHAT IS A CULTURE BUILDER AND HOW CAN I BE ONE?
A culture builder is anyone in the organization who is proud to work at The Georgia Wellness Group and who embodies our core values and sets a great example for others Living the core values is infectious!
HOW CAN YOU DISPLAY OUR CORE VALUES TO SOMEONE TODAY?
This is the epitome of giving back Leading by example impacts the lives of those around you in innumerable ways.
WHAT WILL HAPPEN IF I’M LATE OR NOT ABLE TO COME IN TO WORK?
Our collective attendance is critical to our collective success Issues of tardiness, no shows, early outs, and no call-no shows will be addressed directly with you by your manager with a goal of understanding the root cause and helping you to address it.
At the core of Pursuing Excellence is being engaged at work, prepared to serve our wonderful patients. For example, arriving in time to be at your desk, ready to work by our official start time is key. This will likely require you to arrive on site 10-15 minutes before the office opens (and letting your manager know if you will be tardy) This collective practice across The Georgia Wellness Group results in all of us working better together throughout each day!
If you are a no call-no show for two or more consecutive days it will be considered a job abandonment, or termination without notice.
DO WE WORK REMOTELY?
Some roles within The Georgia Wellness Group are more conducive to working remotely than others It depends on your responsibilities and the degree to which your role is hands-on with patients. Your manager is able to discuss with you and the Executive Director must approve the decision.
While working remotely, you must outline which days apply, record your daily accomplishments in the Telework Report located in the Shared Google Drive, and forego taking vacation on weeks when you work from home
PURSUE EXCELLENCE NAVIGATING THE GRAY
WHAT HAPPENS DURING SEVERE WEATHER?
Your safety is critically important so use your best judgment when working during sudden inclement weather events. We will close when business cannot be conducted due to severe weather. Team members will be informed by their manager about changes to start/end times by approximately 6:00AM the day of an inclement weather event
WHAT IS EXPECTED FROM ME FROM A TECHNOLOGY PERSPECTIVE?
The organization invests in useful resources to aid you in succeeding in your role We trust that you value these investments and will take great care in securing devices while also using them in a professional and responsible manner.There are many specific expectations related to IT assets and these are outlined in the Appendix
OUR CORE VALUES: IMPACT GENERATIONS
THE INSPIRATION
We serve our patients with great care and intention. Our work is builds legacy within families for decades to come. This happens when we listen, encourage, educate, and care genuinely We are giving back to the communities in which they live, focusing on enriching the lives of all those involved.Let’s Impact Generations!
WHAT IT LOOKS LIKE
Give our time and talents to positively enrich families for generations to come. Share wisdom and resources to break down barriers for others. Engage and inspire as we seek to leave our world a better place
THE PAYOFF
A lasting legacy of positively impacted lives within families across our community.
IMPACT GENERATIONS
PUTTING IT INTO PRACTICE
GIVING
We have the honor of Impacting Generations through the work we do at The Georgia Wellness Group We as a team will bond in unexpected ways as we live our core values each day and use our individual special gifts to Impact Generations within thousands of families for years to come within our community.
THE GEORGIA WELLNESS GROUP FUNDRAISING INITIATIVES
We are a team committed to making a difference through our work. As a nonprofit organization, fundraising plays a crucial role in supporting our mission and enabling us to reach even more people with the help they need. Your efforts in fundraising directly contribute to the success of our programs and initiatives. By working together, we can continue to grow and make a lasting impact on the communities we serve
Your Role in Our Fundraising Efforts:
Participate in Events: We encourage all team members to actively participate in our fundraising events. Your presence not only boosts morale but also demonstrates our collective commitment to the cause
Share Online: Utilize your social media platforms to share our campaigns and updates. Spreading the word can significantly expand our reach and engage potential supporters
Leverage Your Network: Personal connections can be powerful. Share our mission with friends, family, and acquaintances who might be interested in supporting our work.
COMMUNITY PROJECTS
We enjoy joining together for our annual “Walk for Obria” event. We will share information about your role in this event each year as it draws closer Thank you for helping us to raise awareness in our community and Impact Generations through this event!
Have a good idea for unique ways for us to come together as a team to give back to our community? Great! Share your idea with us It’s more exciting when the group works together in make an impact.
Appendix
HARASSMENT
As stated earlier in The Georgia Wellness Way, workplace harassment is unwelcome verbal or physical behavior that is based on or targets someone’s race, color, religion, sex, gender, nationality, age, disability, or genetic information It can include offensive jokes, slurs, insults, innuendos, physical assaults, threats, intimidation, ridicule, mockery, putdowns, offensive objects or pictures or videos, and interference with work performance
SEXUAL HARASSMENT
For the purposes of providing additional clarity sexual harassment is defined, as unwelcome sexual advances, requests for sexual favors, or other verbal, written, or physical conduct of a sexual nature when, for example:
Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment
PROHIBITED CONDUCT
Though sexual harassment encompasses a wide range of conduct, some examples of specifically prohibited conduct include the following:
Physical assaults of a sexual nature, such as rape, sexual battery, molestation or attempts to commit these assaults, and intentional physical conduct that is sexual in nature, such as touching, pinching, patting, grabbing, brushing against another team member’s body or poking another team member’s body
Unwelcome sexual advances, propositions or other sexual comments, such as sexually oriented gestures, noises, remarks, jokes or comments about a person’s body, sexuality or sexual experience
Preferential treatment or promises of preferential treatment to a team member for submitting to sexual conduct, including soliciting or attempting to solicit any team member to engage in sexual activity for compensation or reward Subjecting, or threats of subjecting, a team member to unwelcome sexual attention or conduct or intentionally making the performance of the team member’s job more difficult because of their sex
Sexual or discriminatory displays or publications anywhere in the workplace
Appendix
OTHER FORMS OF HARASSMENT
Prohibited harassment includes verbal or physical conduct or visual displays that denigrate or show hostility or aversion toward an individual because of his/her race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, U S citizenship, military or veteran status or any other characteristic protected by law, and that:
Has the purpose or effect of creating an intimidating, hostile or offensive work environment;
Has the purpose or effect of unreasonably interfering with an individual’s work or workplace;
Otherwise adversely affects an individual’s employment opportunities Harassing conduct includes, but is not limited to:
Epithets, slurs, derogatory comments, or negative stereotyping; Threatening, intimidating or hostile acts; Denigrating jokes or statements; Display or circulation in the workplace of written or graphic material that denigrates or shows hostility or aversion toward an individual or group.
BULLYING
Bullying is defined as repeated mistreatment of one or more people by one or more perpetrators that has the possibility of impacting the victim's health or wellbeing. It is abusive conduct that includes: Threatening, humiliating or intimidating behaviors
Work interference/sabotage that prevents work from getting done Verbal abuse
RESPONSIBILITIES
If comfortable in doing so, the team member should advise the offending individual that the conduct in question is offensive or inappropriate and should request that such conduct be discontinued immediately. However, if the team member is uncomfortable confronting the offending individual or if the offending individual does not immediately change his or her behavior after being confronted, then the team member should report the behavior to their manager and/or the Executive Director and Human Resources team The Georgia Wellness Group is adamantly opposed to inappropriate workplace behavior, including unlawful harassment, discrimination and retaliation, and it will take effective efforts to stop such behaviors Since, The Georgia Wellness Group can act to stop such behavior only if it is aware of the behavior, it is crucial that team members seek assistance. It is every team member’s obligation to seek assistance if you feel that someone, no matter what his or her level of job, has violated this policy and harassed you
CONFIDENTIALITY
Confidential Information / Trade Secrets
Through employment with the Organization, Employees will be exposed to and/or provided with the Organization’s Trade Secrets As defined by Georgia law, “Trade Secrets” mean information, without regard to form, including, but not limited to, technical or non-technical data, formulas, patterns, compilations, programs, devices, methods, techniques, drawings, processes, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which is not commonly known by or available to the public, and which information: (1) derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and (2) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy. The Organization’s Trade Secrets are not generally known to the public or to the Organization’s competitors, were developed or compiled at significant expense by the Organization over an extended period of time, are the subject of the Organization’s reasonable efforts to maintain their secrecy, and the Organization derives significant independent economic value by keeping its Trade Secrets a secret Through employment with the Organization, Employees will be exposed to and/or provided with the Organization’s Confidential Information.
“Confidential Information” means information belonging to the Organization, whether reduced to writing or in a form from which
such information can be obtained, translated or derived into reasonably usable form, that has been provided to an Employee during employment with the Organization and/or an Employee has gained access to while employed by the Organization and/or was developed by an Employee in the course of Employee’s employment with the Organization, that is proprietary and confidential in nature. The Organization’s Confidential Information includes, but is not limited to, information believed by the Organization to be a Trade Secret that ultimately does not qualify as such under Georgia law but nonetheless maintained by the Organization as confidential; information concerning the nature of the Organization’s business and its manner of operation; the methods and systems used by the Organization in soliciting, selling and providing its services and/or products to its clients; financial and accounting information, such as cost, pricing and billing information, client profiles, financial policies and procedures, and revenues and profit margins; sales and marketing information, such as sales strategies and programs; information concerning the Organization’s clients and prospective clients, including health information, medical records and other information protected by the Health Insurance Portability and Accountability Act; information concerning the Organization’s vendors and suppliers; client lists; prospective client lists; employee policies and procedures; personnel records; software statutes);
Appendix
developed by or for the benefit of the Organization and related data source code and programming information (whether or not patentable or registered under copyright or similar and information concerning the Organization’s business relationships with persons, firms, corporations and other entities
Employees are prohibited from copying or disclosing any file or record for purposes unrelated to Organization business As an Employee of the Organization, an Employee may not disclose any confidential or trade secret information of the Organization to any other person during or following employment with the Organization. Employees may not make use of any confidential or trade secret information of the Organization for their personal benefit or for the benefit of any person, organization, corporation, partnership or entity other than the Organization under any circumstance during or after their employment Employees may not, either during or after the term of their relationship with the Organization, utilize any confidential or trade secret or any other information concerning the Organization or its actual or proposed business or operations in any manner or for any purpose which is directly or indirectly competitive with the Organization and its business or operations
All inquiries by telephone, mail or other requests for information about current or former Employees or any information about the Organization's business should be immediately directed to the Executive Director.
Destruction of Confidential Personal Information
The Organization is committed to using, maintaining, storing and disposing of personal information in its custody in a secure manner to prevent illegal identity theft of information and to comply with the legal disposal requirements for such information In the course of performing job duties, an Employee may have access to Confidential Personal Information about the Organization’s Employees, clients, vendors, suppliers, contract service providers, or employees of clients, vendors, or suppliers that have engaged in a business relationship with the Organization. “Confidential Personal Information” includes, but is not limited to, data that reveals identity, phone, fax or cell numbers; address, post office box or location; compensation and earnings; banking information such as accounts at financial institutions, credit card numbers, financial history, credit history and rating; client and personal health information, insurance information; information relating to child support, alimony and/or garnishments; and other, similar information
The Organization requires that all Confidential Personal Information be maintained and used only for its intended purpose(s) strictly related to the conduct of Organization business Under no circumstances are Employees permitted to access, copy, disclose or otherwise use Confidential Personal Information of other persons to benefit themselves or to access, copy, disclose or otherwise provide Confidential Personal Information to others for any illegal or unauthorized purpose
Appendix
Employees who are required to dispose of Confidential Personal Information must do so by shredding it or placing it in a designated, locked container for shredding (or burning), and to destroy (or securely place where designated for destruction) all media, including electronic media, with such information
HIPAA COMPLIANCE
In the course of performing their job responsibilities, Employees may learn information about a client’s illness, injury or other medical history This information is considered Personal Health Information (“PHI”). Employees are advised that they are subject to certain privacy requirements of HIPAA, the Health Insurance Portability and Accountability Act, to ensure that the PHI of the Organization’s patients is protected.Employees must make sure that all due care is taken so that PHI is not readily accessible. PHI is restricted to those who are authorized PHI must not be shared either within or outside the Organization without the patient’s knowledge and consent to do so.
PHI on paper must be kept in a secure location PHI must not be left open on desktops, loose in file folders, displayed on unattended computer screens or similarly visible. Verbal exchanges or discussions involving PHI should be held in closed rooms whenever possible, and must be kept private, regardless of where they occur
Employee actions (whether willful or accidental) that result in HIPAA violations will be grounds for immediate termination.
WHISTLEBLOWER POLICY
Purpose: This policy is intended to provide a mechanism for the reporting of illegal activity while protecting the Executive Director, Board of Directors, employees and/or volunteers of the Organization who make such reports, from retaliation It is the intent of the Organization to adhere to all laws and regulations that apply to the organization and the underlying purpose of this policy is to support the organization’s goal of legal compliance.
No Retaliation: No member of the Management Team, member of the Board of Directors, employee and/or volunteer of the Organization who in good faith reports suspected illegal conduct shall suffer harassment, retaliation or adverse employment consequence Any Management Team member, member of the Board of Directors, employee and/or volunteer who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination/discharge
Reporting Violations: If any director, officer, employee and/or volunteer reasonably believes that some policy, practice, or activity of the Organization is in violation of law, a written complaint must be filed by the above to the Executive Director and/or designee or the Chairperson of the Board. The Executive Director and/or designee is required to report suspected violations of the Code of Conduct to the Chairperson of the Board, who has specific and exclusive responsibility to investigate all reported violations
Appendix
Reportable Conduct: Examples of, but not exclusive to, reportable conduct include: forgery or alteration of documents; unauthorized alteration or manipulation of computer files; fraudulent financial reporting; pursuit of a benefit or advantage in violation of the Conflict of Interest Policy, misappropriation or misuse of the Organization’s resources, funds, supplies, or other assets; authorizing or receiving compensation for goods not received or services not performed; authorizing or receiving compensation for hours not worked.
Compliance Officer: The Chairperson of the Board of Directors is the Compliance Officer and is responsible for investigating and resolving all reported complaints and allegations concerning violations of the Code of Conduct and shall advise the Executive Director and/or designee and Board of Directors accordingly
Acting in Good Faith: Anyone filing a complaint concerning a violation or suspected violation of the Code of Conduct must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense
Handling of Reported Violations: The Chairperson of the Board will notify the sender and acknowledge receipt of the reported violation or suspected violation within five (5) business days All reports will be promptly investigated, and appropriate corrective action will be taken if warranted by the investigation.
INFORMATION TECHNOLOGY USE
Team members are provided computers or access to computers for job-related purposes only The computers, as well as all information temporarily or permanently stored or transmitted with the aid of the computers, remain the sole and exclusive property of the Organization. The Organization has the right to access, copy and use any information stored on Organization equipment in any manner it deems appropriate. Team members should not assume any expectation of privacy to any information that is temporarily or permanently stored on any computer belonging to the Organization or any computer used for Organization business The Organization may access and review all files and records on computers, including similar electronic equipment used to create, edit or store data provided by the Organization at any time and without notice Email, voicemail systems, Internet connections, computer software and hardware are maintained by the Organization in order to facilitate business. All messages composed, sent, received or stored through these systems or connections are the property of the Organization Messages on voicemail and e-mail systems are to be accessed only by the intended recipient. Any attempt by persons other than the intended to access messages on voicemail and/or email will constitute a serious violation of Organization policy However, the Organization reserves the right to access and monitor messages on any system at any time, voicemail and e-mail systems are to be used by Team members in conducting the business of the Organization and are not for Team members’ personal use The Organization understands that on occasion immediate family members may need to
Appendix
leave voicemail or e-mail messages for a team member, and the Organization is willing to accommodate such personal use of the system to a limited degree. However, personal use of the voicemail and e-mail systems that interferes with a team member’s work performance will not be tolerated.
Team members should be aware that even when a file on the computer, a voicemail or email message has been erased, it might still be possible to retrieve the file from a backup system. Team members should not assume that an erased or deleted file or message will remain private.
Team members must have no expectation of privacy regarding any information or data created on, or transmitted over, the Organization’s voicemail, e-mail, intranet or Internet systems. The Organization reserves the right to access and monitor a team member’s voicemail and e-mail messages, both outgoing and incoming, at any time The existence of a password on either system does not indicate that messages will remain private, and computer passwords must be made known to the Privacy Officer by all Team members
Computer software is protected by copyright law. It is the intention of the Organization to comply with all computer software copyright laws. The law states, “It is illegal to make or distribute copies of copyrighted material without authorization ” The law only provides for copies to be made of computer software when it relates to archiving or backing-up computer systems and networks or with permission of the manufacturer. It is a federal crime to duplicate software without permission from the manufacturer
Team members are expected to: Comply with all computer software copyright laws;
Refrain from putting stickers on laptops; copying or distributing copies of computer software that have been licensed to the Organization except in the case of archiving or backup of existing software, data and configurations unless approved by the Privacy Officer; Notify a supervisor or other management official immediately upon learning of any misuse of software or related documentation;
Refrain from installing unauthorized software or software that has not been approved for installation by the Privacy Officer on any equipment owned or operated by the Organization; Use the computer equipment, software and Internet service for business purposes only and not for personal use unless permitted by their supervisor; Store only Organization files and records on the Organization computers. No personal information or personal advertising, soliciting or blogging is permitted; Pay any fines, penalties or damages assessed against the Organization for any of the above-mentioned or related computer software abuses that are deemed to be attributable to a Team member
Appendix
Team members must refrain from using Organization computers or its Internet service for any improper purpose. Some specific examples of prohibited Internet uses include:
Chatting on-line, instant messaging, surfing, and other similar misuses of Organization property and Internet services;
Viewing social media and social networking websites including but not limited to Facebook, Instagram, Twitter and LinkedIn for personal reasons; Visiting or accessing websites inappropriate for a business environment; The Organization’s policy against unlawful harassment, including sexual harassment, extends to the use of computers, the Internet and any component of the communications systems. In keeping with that policy, Team members should not use any electronic communications device in a manner that would violate that policy Team members may not communicate messages that would constitute sexual harassment, may not use sexually suggestive screen savers, and may not receive or transmit pornographic, obscene or sexually offensive material or information including transmitting, retrieving, downloading, or storing messages or images that are offensive, derogatory, defamatory, off-color, sexual in content, or otherwise inappropriate in a business environment;
Downloading or storing songs, pictures or movies unrelated to Organization business; Making threatening/harassing statements to Team member or to a vendor, client or other outside party;
Transmitting, retrieving, downloading, or storing messages or images relating to race, religion, color, sex, marital status, national origin, citizenship status, age, disability, sexual orientation, or any other status protected under federal, state and local laws;
Sending or receiving confidential or copyrighted materials without prior authorization;
Soliciting personal business opportunities, personal blogging or personal advertising; Gambling, monitoring sports scores, or playing electronic games;
Day trading, or otherwise purchasing or selling stocks, bonds or other securities or transmitting, retrieving, downloading or storing messages or images related to the purchase or sale of stocks, bonds or other securities;
Buying, selling or monitoring on-line auction sites;
Stealing, using or disclosing another Team member’s code or password without authorization or attempting to break into the computer system of another organization or person; Engaging in unauthorized transactions that may incur a cost to the Organization or initiate unwanted Internet services and transmissions;
Using the Organization’s time and resources for personal gain.
Team members of the Organization who violate any of these policies will be subject to disciplinary action, up to and including termination.
Welcome to The Georgia Wellness Group!
We are excited you have chosen to be a member of our Family!
