Privacy Policy - Pomarri

Welcome to Pomarri

Pomarri is Latin for orchard. Orchards have played an important role in communities for many centuries, providing a focal point, a gathering space, and a place where people and the rest of nature successfully work together to create abundant harvests.

This is also our focus at Pomarri. To provide a gathering space where people can work together to gain knowledge and skills to move them forward in a positive recovery focused direction.

Within the Pomarri logo is a tree, representing one single tree from an orchard. This single tree may represent you as a single employee or one of our clients. Either way, it symbolizes one tree that is surrounded and embraced by a community of trees working together to produce a beautiful harvest.

Program Mission Statement: At Pomarri, we understand the cycle of addiction. We also understand that the addiction cycle can be interrupted and stopped. We assist individuals through the process of regaining the new life awaiting them, a life full of peace, hope, and great potential.

At Pomarri, we help build solid foundations while celebrating every success along the way. We can help addiction become a memory of the past – so our clients can step confidently toward their new life and future.

Purpose / Leadership R501-21-2

Pomarri outpatient treatment program was formed in 2013 with a mission to provide innovative outpatient stabilization rehabilitation and therapeutic services to individuals committed to ongoing recovery from chemical dependency in Utah county, Utah. Our therapeutic services are open to any person who has a desire to live a life free from the bondage of drug addiction. We believe that clients do well when they have been medically stabilized and are offered the necessary healing tools and appropriate support.

Using this model acknowledges that community and peer connections are fundamental to the growth, recovery, and healing for those struggling with symptoms and challenges of this disease. Pomarri encourages the development of mutually supportive and empathetic bonds with others and the community system. Statistics show that this assists in developing a healthier definition of self, autonomy, and competency. Our approach addresses the importance of family, community connections, and peers; it also identifies the importance of systems as they relate to recovery and the stigma associated with the disease of addiction. When these issues are addressed, there is a correlation with higher self-esteem and self-sufficiency which will serve you well within your recovery efforts.

Pomarri outpatient treatment center believes in offering a holistic approach to addiction recovery. Combining appropriate medications with therapeutic, evidenced based relational and empowerment models. Our medical program includes medical stabilization, outpatient stabilization / taper, and medical psychiatric services. Our therapeutic program includes awareness with the disease state of addiction, CBT, DBT, cognitive restructuring, strengthening, and healing. Seeking treatment on an outpatient basis allows our clients to maintain the flexibility to be medically stabilized and complete this level of treatment at an individual space.

As a member of Pomarri LLC’s team, you will be expected to contribute your talents and energies to improve the environment and quality of the agency, as well as the services provided here. We want you to have opportunities to grow and advance your career. We strongly believe that the longevity of our employees within our program is our strength.

A few priority standards we are dedicated to:

To provide our customers with current “best practices” available in the field of substance abuse and mental health as related to substance abuse.
To provide you with wages and benefits comparable to other programs doing similar work within the industry and local region.

We expect our employees to uphold high standards and follow a job description specific to you as well as our program as outlined in this policy and procedure manual. A willingness to work hard, ask questions, adapt, and offer a good personal and team attitude are paramount.

Pomarri LLC is an “at will” employer. No one will be denied opportunities or benefits based on age, sex, color, race, sexual orientation / identification, creed, national origin, religious persuasion, marital status, political belief, or disability that does not prohibit performance of essential job functions; nor will anyone receive special treatment for any of those reasons.

Continued employment, compensation, advancement, and benefits are considered based on performance within the job description.

Thank you for joining us, you are part of the team – Welcome to Pomarri

As a member of the Pomarri team, you will be expected to contribute your talents and energies to improve the environment and quality of the agency, as well as the services provided here. In return, please look for opportunities to grow and advance your career with us. We are open to your ideas, please share.

Purpose of this Manual

This manual has been prepared to inform you of Pomarri LLC’s philosophy, employment practices, and policies as well as the conduct expected of you (all employees) and the benefits provided to you as a valued employee.

No employee manual can answer every question or cover every possible scenario, nor would we want to restrict the normal question and answer interchange between you and us. It is in our person-to-person conversations that we can better get to know each other, express our views, and work together in harmonious relationship(s).

We hope this manual will help you feel comfortable with us. We depend on you-your success is our success. Please don’t hesitate to ask questions. Pomarri administration wants to have open discussions with you and will make every effort to be available. We believe you will enjoy your work and your fellow employees and find Pomarri as a great place to be employed.

Pomarri LLC’s policy and benefits as explained in the manual, may be changed, updated, amended from time to time as business, employment legislation, economic or other conditions dictate. When provisions are changed, you will be given replacement pages for you to review and acknowledge.

Notice

The policies in this manual are to be considered guidelines. Pomarri LLC, reserves the right to change, delete, suspend, or discontinue any part or parts of the policies in this manual at any time without prior notice. Any such action shall apply to existing as well as future employees with continued employment considered between the employer and employee. Employees may not accrue eligibility for monetary benefits that they have not earned through actual time spent working scheduled hours. Employees shall not accrue eligibility for any benefits, rights, or privileges beyond the last day worked. No individual other than the CEO or Operations Director may alter or modify any of the policies in this manual. No statement or promise by supervisor or department head may be interpreted as change in policy nor will it constitute a binding agreement with an employee.

Should any provision in the employee manual be found to be unenforceable or invalid, such finding does not invalidate the entire employee manual, only the subject provision.

This manual replaces (supersedes) all other previous manuals for Pomarri LLC as of (3/15/2022).

What You Can Expect from Pomarri LLC

Pomarri LLC established employee relations policy is to:

Select people based on skill, training, ability, attitude, and character without discrimination about age, sex, color, race, creed, sexual orientation, national origin, religious persuasion, marital status, pollical belief or disability that does not prohibit performance or essential job functions.
Compensate all employees according to their licensure, efforts, and contributions, to the success of our organization.
Review wages, employee benefits and working conditions continuously with the objective of providing maximum benefits in all areas to remain consistent with sound business practices.
Provide personal time off (PTO) and holiday pay to all eligible employees.
Provide or make available medical and other benefits to eligible employees.
Develop competent professionals who understand and meet our objectives and who accept with open minds and ideas, suggestions, and constructive feedback from fellow employees for professional growth.
Provide employees, after talking with their supervisor, an opportunity to discuss any unresolved problems with the CEO or Operations Director of Pomarri LLC.
Make prompt and fair adjustments of valid complaints which may arise in the everyday conduct of daily operations to the extent this is viable.
Respect individual rights and treat all employees with courtesy, respect, and consideration.
Maintain mutual respect in our working relationships.
Provide buildings and offices that are attractive, comfortable, orderly, and safe.
Promote employees based on their ability, merit, and fiscal availability of budget.
Give promotions or fill vacancies from within Pomarri LLC whenever possible.
Keep all employees informed of the progress of Pomarri LLC as well as the company’s overall goals and objectives.
Do all these things in a spirit of friendliness and cooperation, retaining Pomarri LLC’s reputation as a great place to work!

What Pomarri Expects from You

Your first and most important responsibility is to know your job duties and how to implement them promptly, correctly, and pleasantly. Next, and equally important, you are expected to cooperate with administration and your fellow employees and maintain a good team attitude.

How you interact with all team members and those whom Pomarri LLC services, as well as how you accept guidance and direction can affect the success of your employment. In turn, the performance of any single department can impact the entire service line offered by Pomarri LLC. Consequently, whatever your position within the company, you have an important assignment: perform every task to the very best of your ability. The results will be better performance for the company overall and increased personal satisfaction for you during your time at work.

You are encouraged to grasp opportunities for personal development that are offered to you. This manual offers insight on how to positively perform to the best of your ability, and how to meet and exceed Pomarri LLC’s expectations.

We strongly believe you should have the right to make your own choices in matters of concern and control your life. When and where appropriate, we will support you the best we can. We are dedicated to making Pomarri LLC a company where you can approach your supervisor, or any member of the administrative team, to discuss your ideas, or voice concerns. We encourage you to voice your opinions and contribute your suggestions – this is how we will improve together. We believe in employees having access to the administrative team; however, direct access is not always possible but please don’t let that discourage you from setting up a time when you can sit with administrators and have their undivided attention.

Pomarri LLC has extensive policies and procedures which are intended to guide the provision of our services, maintain high standards and quality of care, and exceed meeting licensure requirements. As an employee, you are expected to familiarize yourself with all Pomarri policies and procedures and remain updated on any modifications, updates, new policies, etc.

Please remember, you are important in creating the healthful, pleasant, and safe working conditions that Pomarri LLC intends for you. Your dignity and that of fellow employees as well as that of all clients is of high priority. With your efforts, each workday can be enjoyable and rewarding!

Governance R501-2-3

Pomarri LLC has a governing body that is responsible and has authority over the policies, training, and monitoring of staff and consumer activities for all phases of the program. They include the following:

Ensure program policies and procedures are being followed and updated as needed.
Ensure continual compliance with relevant local, state, and federal policies.
Notify all staff within 30 days of changes in policies and procedures, program, staff changes with necessary information as to the purpose of the change.
Ensure the program is fiscally and operationally sound.
Ensure the program has adequate staffing as identified by the organizational chart.
Ensure the program has general liability insurance, professional liability insurance as appropriate, vehicle insurance for transportation of consumers, and fire insurance.
Please note: At the time of this manual 5/2022, Pomarri does not transport staff

Administration R501-21-4

Board Members & Bylaws of Pomarri LLC

The leadership is composed of the Executive Director and the Administrative Team. The administrative team is composed of the CEO, the Director of Operations, the Clinical Oversight Director, the Client Care Director, and the Medical Director.

Tara Gleave, CEO/DON
founder …………………………………………………………………………… 801-830-8547

Jared Hawkins APRN, Medical
Director …………………………………………………………………………… 801-226-1227

Kelly Tipton, Director of
Operations …………………………………………………………………………… 801-226-1227

Sharon Patey, Clinical Director/Clinical
Oversight …………………………………………………………………………… 801-226-1227

Bruce Brewer, Chart Review, Clinical
Oversight …………………………………………………………………………… 801-226-1227

Shainee Fullmer, MA, Client Care
Coordinator …………………………………………………………………………… 801-226-1227

Meetings are to be held by members of the board weekly and documented. When all members of the board cannot attend, meetings will be held by those who can attend. Minutes are kept and available as needed.

The use of the Pomarri EMR system.

Pomarri’s EMR system is called Best Notes. Best Notes is used for both Silver Creek Clinic and Pomarri Treatment Center. The below policy applies to both Pomarri and Silver Creek access to the Best Notes EMR system.

It is common that employees will be given access to Best Notes for the purpose of daily operations however; each employee will be assigned different privileges (access) within the Best Notes EMR system that pertain to their job tasks.

On occasion, employees will have access into other EMR areas (temporary access) of business for the purpose of “helping” or being assigned to specific tasks outside of their “normal” routines. This access is not intended for employees to “lurk” in the EMR system or “access” areas where these tasks have not been assigned even though the system may allow them access.

For example: If an employee discovers that they have access to the company financial information and they have not specifically been given access by an administrator or their job duties require them to have access, they should not be accessing or lurking through the EMR system. Employees should also report this mistaken access to an administrator for correction.

Employees who are accessing areas of the EMR that do not pertain to your job specifically or that you have been given temporary access to for a specific task may result in termination.

Sharing your password to the Best Notes EMR system is prohibited. All employees should have their own password to access Best Notes. If you do not, or it is not working, please see an administrator for a resolution. Do not log into another employee's Best Notes EMR and work under their login - this will be grounds for discipline or termination.

On occasion, employees will have access to both Silver Creek Addiction Medicine and Pomarri EMR Best Notes. All policies mentioned above are still applicable regardless of the EMR system you are accessing. If you do not have a reason to access either EMR system or areas within the system, you should refrain from doing so and report mistaken access to an administrator for correction.

Best Notes Electronic Medical Records (EMR)

Best Notes is the Electronic Medical Records (EMR) that Pomarri and Silver Creek Clinic use for documentation. Below are expectations as an employee of Pomarri and Silver Creek Clinic for appropriate use of the EMR system.

Each employee who needs access to the EMR is assigned a unique access user name and password for the EMR system. This password is assigned to you and is not to be shared with others.
You should not use your password to log into the EMR and let others access the system under your login.
Your password is assigned specific EMR access based on your job tasks. If you find that using your password allows you into sections of the EMR that do not pertain to your job duties, you should report this to an administrator immediately.
- Never access areas of the EMR that do not pertain to your assigned job tasks even if the system allows it
- Only access the minimal amount of information in the EMR system as necessary for assigned and approved tasks related to Pomarri and Silver Creek Clinic business.
Accessing areas you are not assigned to is a breach of Pomarri and Silver Creek Clinic policy and may be a HIPAA confidentiality violation and may result in verbal or written discipline or termination of employment.
Sharing your password with others or using others passwords to access the EMR system is a violation of Pomarri Policy as well as may breach HIPAA confidentiality guidelines and may result in verbal or written discipline or termination of employment.

Pomarri expects all employees to operate at the highest level of personal and professional integrity and within our policy and procedures at all times.

My signature indicates that I have reviewed this specific policy and will comply with all Pomarri and Silver Creek Clinic policies and procedures.

Print Name:

Date

Signature:

Personnel Administration / Personnel Files R501-2-2D

All employee personal files are kept within a locked office and are classified as private, even if the file is your personnel file.

Employees are entitled to view their own file upon request and make copies of things that have been provided to Pomarri by them (i.e.) licensure, driver’s license, Social Security card etc.

Things that have been gathered because of employment may be viewed and copied after a written request has been completed by the requesting employee, received, and approved by the Pomarri administration. Administration will assign a date and time (within 10 business days) for this action. Mitigating circumstances may allow the Pomarri administration to extend this request past 10 days but not indefinitely.

Pomarri Administration may withhold parts of an employee file that are being kept in the file for security, consolidation, or organizational reasons yet not applicable for employee purview.
It is prohibited and a violation for employees to view their own personnel file without approval from the Pomarri administration.
It is prohibited and a violation for non-approved employees to view information that is within another employee’s personnel file.
Employee files may not be removed by a non-approved person from their secure location without permission from the governing administrator.
Employee personnel files and the contents of these files are the property of Pomarri LLC

Employee files will be kept in a secure location for no less than two years after an employee leave date. After the minimum two years, all information in the personnel file will be destroyed.

It is paramount that you assist Pomarri administration in keeping your personnel file up to date for the purpose of payroll, deductions, benefits, and other matters.

Please be sure to update any change to the below items with the Pomarri personnel file governing administrator.

Legal name, current home address and current telephone number
Background check status changes (501-14-17)
Emergency contact person or number changes
Changes in tax status, i.e., W4, dependents, tax withholdings, I 9, etc.
Status of Driver’s License change
Professional licensure status changes, updates, or expirations.
Legal Status

Personnel Administration / Personnel Files (cont.) R501-2-2D

TB test, COVID testing (when applicable), other medical information applicable to overall health of self, other staff, or clients.
Training records, certifications or CEU’s
Annual Performance evaluations. Completed at 90 days, then annually unless otherwise determined necessary by administration.

Violation of any items in this policy may result in disciplinary action or termination.

Employment Classifications

Full-Time Employees
Part-Time Employees
Temporary Employees (“temps”)
“Non-Exempt” and “Exempt” Employees
Anniversary Date
At Will Employment
Bonding Requirements
Business Hours
Confidential Information
Customer Relations
Driver’s License and Driving Record
Equal Employment Opportunity
Former Employees
Harassment
Health Examinations
How You Were Selected
Introduction Period
Knowledge of Pomarri
Job Descriptions
Non-Compete Agreement
Outside Employment
Proof of U.S. Citizenship and/or Right to Work
Relatives and Employment
Security Checks
Spouse or Significant Other/Partner Works for a Competitor
Sharing Your Ideas with Pomarri Administration

Standards of Conduct

Disciplinary Action(s)
Dismissal / Termination of Employment

Information Management

Pomarri manages interruptions in information processes by maintaining a hard chard, as well as an electronic chart wherever applicable. Pomarri protects health information against loss, damage, unauthorized alterations, unintentional change, and accidental destruction, by:

Password protecting any documentation whenever possible on all electronic devices. Requiring staff and client signatures to protect documentations and private information. Locking up files when not actively being used by staff and keeping them out of view of “others” when actively using them. Requiring HIPAA release(s) to access any files by anyone other than the owner of the information. Pomarri maintains all client records for a minimum of 3 years.

Clients and staff are free to look at their own files as requested through the appropriate methods.

A verbal request to view their own file: This request will be taken to administration and a time will be determined for staff / clients to view the file (within 10 business days).
A request for copies of their own file: This request will need to be in writing on the proper request form and submitted to administration. Administration will determine at date/time (within 10 business days) to copy files and provide them to the employee / client only. A reasonable fee may be charged per page for copies.

Provider Code of Conduct

Coverage or benefits that you may receive under Pomarri LLC’s benefit package could be negatively affected if the information in your personnel file is not kept up to date. You are primarily responsible for updating the Pomarri administration of changes.

Pomarri LLC refers to your personnel file when making decisions in connection with promotions, transfers, layoffs, and recalls. It is to your benefit to ensure that your personnel file includes information about completion of education, training courses, CEU’s, outside civic activities, licensures and areas of interest /skills that may not relate directly to your position at Pomarri.

Liability Insurance

Pomarri will maintain general liability insurance, professional liability insurance that covers all program staff, vehicle insurance for company vehicle use (if applicable), Fire Insurance and any additional insurance required to cover Pomarri program /activities.

Various Benefits with Pomarri LLC

You may not have thought about the value of your benefits and how that equals a considerable sum each year in addition to wages you earn.

Listed here are some of the “extra” benefits Pomarri, LLC provides to eligible employees:

Annual employee party / outing
Funeral (bereavement) Leave (full-time employees)
Social Security
Unemployment Compensation Insurance
Health and Dental Insurance per diem (full-time employees)
Liability Insurance
Personal Time Off (PTO) – (Full Time Employees)

The use of the Pomarri EMR system.

Pomarri’s EMR system is called Best Notes. Best Notes is used for both Silver Creek Addiction Medicine and Pomarri Treatment Center. The below policy applies to both Pomarri and Silver Creek access to the Best Notes EMR system.

This access is not intended for employees to “lurk” in the EMR system or “access” areas where these tasks have not been assigned even though the system may allow them access

For example: If an employee discovers that they have access to the company financial information and they have not specifically been given access by an administrator or their job duties require them to have access, they should not be accessing or lurking through the EMR system. Employees should also report this mistaken access to an administrator for correction.

Employees who are accessing areas of the EMR that do not pertain to your job specifically or that you have been given temporary access to for a specific task may result in termination.

You will be asked to sign this form annually as well as your acknowledgment of reviewing (this) Policy and Procedures states that you acknowledge, read, understand and will comply with this policy regarding Best Notes EMR system for Pomarri and Silver Creek Addiction Medicine.

Confidentiality:

At Pomarri, confidentiality is a vital part of our business. Simply put, confidentiality involves a set of rules, or a promise usually executed through confidentiality agreements that limits access or places restrictions on certain types of information. All employees should respect each client’s right to confidential treatment. Review the below guidelines to help maintain confidentiality within our client population:

Employees should never discuss a client's treatment in front of other clients. An exception may be if you are in a group setting where the client has introduced their own personal information.
Clients meeting with any employee where they are discussing private information should be done behind closed doors and out of ear shot and view of others.
If staff must discuss clients and their treatment, it should be done respectfully and behind closed doors with only the necessary personnel involved.
Staff should never gossip or belittle patients with other employees or other clients.
Client information should never be given to anyone without a formal release of information being granted by the client themselves.
Staff should review regularly the 42-CFR confidentiality for substance abuse programs.

*NOTE – Throughout this manual, pronouns such as he, his or him or she, hers, or her are referring to both male and female as well as other sexual assignments, identifications, or preferences and identifying that YOU as an individual are responsible for compliance with the information and terms within this manual.

Employment Classifications

Full-Time Employees: Full time employees will qualify for benefits that part-time, temporary, or seasonal employees may not. Unless otherwise specified, the benefits described in this manual apply only to full-time employees. All other policies described in this manual and communicated by Pomarri LLC apply to all employment classifications, except for certain wage, salary, and time off limitations which apply only to part-time employees. (See classification distinction within this manual). If you are unsure of your classification, please ask your supervisor or the director of operations.

An employee who has successfully completed the introduction period (usually 90 days) of employment and who works at least thirty-five (35) hours per week consistently is considered a full-time employee.

Part-Time / Seasonal Employees: An employee who works less than thirty-five (35) hours in a work week is considered a part-time employee. If you are a part-time employee, please understand that you are not eligible for benefits supported by Pomarri and described in this manual, except as granted on occasion, or to the extent required by provision of state and federal laws.

Temporary Employees: From time to time, Pomarri LLC may hire employees for specific periods of time or for the completion of a specific project. An employee hired under these conditions will be considered a temporary / seasonal employee. The job assignment, work schedule, and duration of the position will be determined on an individual basis.

Normally, a temporary position will not exceed six (6) months in duration, unless specifically extended by a written agreement and /or funding agreement/contract.

If you are a temporary employee, please understand that you are not eligible for benefits described in this manual, except as granted on occasion, or to the extent required by provision of state and federal laws. Those temporary employees classified as “non-exempt” (see definitions that follow) who work more than forty (40) hours during any work week will receive overtime pay

Employment Classifications (Cont.)

Non-Exempt and Exempt Employees: At the time you are hired, all employees are classified as either “exempt” or “non-exempt”. This is necessary because by law, employees in certain types of jobs are entitled to overtime pay for hours worked more than forty (40) per work week. These employees are referred to as “non-exempt” in this manual. This means that they are not exempt from (and therefore should receive) overtime pay when qualified.

Exempt employees are generally those employees that receive salary rather than hourly pay and are exempt from overtime pay provisions as provided by the Federal Fair Law Standards Act (FLSA) as well as any applicable state laws. If you are an exempt employee, you will be informed that you are in this classification at the time you are hired, transferred, or promoted. Generally, exempt employee status is not a standard employment practice at Pomarri.

Employment Policies

Whether you are a new hire or former employee returning to Pomarri LLC, you may feel a little strange in your new surroundings. This is very normal and is expected. Your fellow employees, especially your supervisor and administrators want you to get off to a solid start. Please ask them for help with anything you do not understand or ideas you may want to share.

One of the first things you should do is carefully read this manual. It is designed to answer many of your questions about the practices and policies of Pomarri LLC, what you can expect from Pomarri and what Pomarri expects of you. You will be asked to sign an acknowledgement for stating that you have read, understand, and will comply with the information in this manual. This acknowledgment is done at onboarding, annually as well as when there are updates to the policy and procedures manual, you will be asked to review and acknowledge the updates at the time they are implemented.

Affirmative Action

Pomarri LLC policies help us to affirmatively diversify all employees as related to how we fill our positions within the company. Our goal is to obtain diversity in all positions and our best practice is to hire employees into positions that an individual is qualified to occupy via work experience, licensure, or other means of meeting qualifications. Pomarri will not discriminate against employees or applicants for employment based on race, color, national origin, ancestry, sexual identities, sexual orientation, marital status, height, weight, religious affiliation, age, veteran status, disability, or other handicaps.

Employment Classifications (Cont.)

Anniversary Date

The first day you report to work and begin the onboarding process is your official first day of work and becomes your “anniversary date”. Your anniversary date is important for various reasons. It is used to compute various conditions described throughout this manual.

At Will Employment

All employees and compensation with Pomarri LLC are “at will”. “At will” means that your employment can be terminated with or without cause, with or without notice, or at any time at the option of Pomarri LLC or yourself, except as otherwise required by law.

“At will” compensation also means that Pomarri may adjust an employee's pay based on not meeting performance expectations, change in job title (promotion or demotion), elimination of a specific job position, reduction of job force, or a need to reduce compensations for “unseen” or out of company control circumstances, i.e..; loss of contract(s), sudden increase in operating costs, decrease in clients attending program, etc.

Bonding Requirement

Under certain circumstances, Pomarri LLC may require that you be bonded. It is your responsibility to assure that you are bondable. Should you fail to maintain these qualifications, you will be subject to transfer to another position, if available and you are qualified or be subject to dismissal from employment.

Business Hours

Office Hours: 10:00 AM to 6:30 PM. Monday through Friday. (Closed Saturday and Sunday)

Group Hours: 10:30 AM to 1:00 PM for morning IOP group. 10:00 AM 2:00 PM for clients in extended care (1st 10-days) and 5:30 PM to 8:00 PM for night groups.

Full time employees are assigned to work 35-40 hours weekly. You are required to take a 30 minute off the clock lunch break each shift. Please understand it is not acceptable to “work through lunch”, to arrive late or to leave early or to work extra time without being assigned / approved by the supervisor/administrator. If working additional approved hours extends your work week past 40 hours, you will be paid overtime for the time worked over the 40 hours in a week’s period.

Employment Classifications (Cont.)

Business Confidential Information

Our consumers and contractors entrust Pomarri LLC with important information relating to their businesses and personal information. The nature of this relationship requires maintenance of confidentiality.

The nature of this relationship requires maintenance of confidentiality to the highest standards. In safeguarding the information received, Pomarri LLC earns the respect and further, the trust of our consumers, business partnerships as well as others.

Your employment with Pomarri LLC assumes an obligation to understand best practices of business confidentiality, maintain confidentiality during work as well as non-work hours, while you are employed with Pomarri LLC or other Pomarri affiliates as well as when you leave your employment with Pomarri LLC or other Pomarri affiliates.

Violations of confidentiality have the potential to damage Pomarri LLC’s reputation and effectiveness. Therefore, please do not discuss Pomarri business practices, or policies with anyone who does not work for Pomarri and never discuss business transactions with anyone who does not have a direct association with the transaction. Even casual remarks can be misinterpreted and repeated, so please develop the personal discipline necessary to always maintain our business confidentiality. If you hear, see, or become aware of anyone breaking this trust, please inform an administrator as soon as possible.

If you are questioned by someone outside or inside the agency and you are concerned about the appropriateness of giving them certain information, remember that you are not required to answer. Instead, as politely as possible, refer the request to your supervisor or an administrator.

No one is permitted to remove or make copies of any of Pomarri LLC’s records, reports, property, or documents without written management approval specific to each item being removed. This includes client information contained in inhouse files, EMR’s or information approved to share via text messaging, email, fax, or other electronic means.

Disclosure of any confidential information may lead to corrective action or dismissal from employment.

Employment Classifications (Cont.)

Customer Relations

One of the many things that leads to the success of Pomarri LLC is the quality of the relationships between Pomarri LLC, our employees, our consumers, and the public. Our consumers’ impressions of Pomarri LLC, its employees, and general business practices and client programming establish interest and a willingness to receive services from Pomarri. In a sense, regardless of your position within the company you are a Pomarri ambassador. The more you adhere to “best practices” and promote goodwill, the more our consumers will respect and appreciate you, Pomarri LLC, and our services.

Below are a few things to keep in mind but are obviously not all inclusive to best practices in conducting yourself professionally.

Act competently and deal with everyone in a curious and respectful manner.
Communicate with people regarding private things in a private area away from others who may overhear your conversations and make inappropriate conclusions.
Always communicate professionally with clients, consumers, and other employees.
Follow up on directions, questions, or assignments immediately, providing business-like responses to inquiries and perform all duties in an orderly manner.
Take great pride in your work. What you produce reflects on you as well as Pomarri LLC.

Driver’s License & Driving Record

Employees whose work requires operation of a motor vehicle must present and maintain a valid driver's license and a driving record acceptable to our insurance carrier. You will be asked to submit a copy of your driving record (from the State DMV) and/or be asked to allow Pomarri LLC to pull your driving record through a third-party vendor who tracks driving violations, DL expiration, etc. Any changes to your driving record must be reported to the administration department immediately. Failure to do so may result in disciplinary action and/or dismissal. Extensive violations on your driving record may also jeopardize your employment.

*See client transportation policy in this manual

Employment Classifications (Cont.)

Equal Employment Opportunity

Pomarri LLC will provide equal employment opportunities without regard to age, sex, color, race, sexual orientation or identification, creed, national origin, religious persuasion, marital status, veteran status, political beliefs, or disabilities that do not prohibit performance of required and essential job functions. The policy applies to all areas of employment, including recruitment, assignments of work, hiring, training and development, promotion, transfer, termination, layoff, compensation, benefits, social and recreational programs and all other conditions and privileges of employment in accordance with all local, state, and federal laws.

It is the policy of Pomarri LLC to comply with all the relevant and applicable provisions of the American with Disabilities Act (ADA). Pomarri LLC, will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability. Pomarri LLC, will also make reasonable accommodations whenever possible for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely and productively perform the duties and assignments connected with the job and provided that any accommodations made do not require significant difficulty or expense.

Equal employment opportunity notices are placed in the building as required by law. These notices give summaries and references for additional information as to the rights of employees under equal opportunities.

Management is primarily responsible for seeing that Pomarri LLC’s equal opportunities policies are implemented and enforced but all employees share in the responsibility as well.

Any employees, including administration involved in discriminatory practices will be subject to disciplinary action and/or dismissal from employment.

Employment Classifications (Cont.)

Former Employees

Depending on the circumstances, Pomarri LLC may consider a former employee for re-employment. Such applicants are subject to Pomarri LLC’s usual pre-employment procedures. To be considered, an applicant must have been in good standing at the time of their previous termination of employment.

Handicap Policy

Under Utah Law Title I and Title V, any employee may not be discriminated against in employment because of a handicap, if the handicap can be reasonably accommodated to enable the employee to perform the required job tasks as expected. Handicap employees who feel that accommodation is necessary to perform their job must notify (administration) in writing of the need for accommodations within 182 days after the date the employee knows, or reasonably should know, that an accommodation is needed. If a screening test is used for clerical or manual positions, reasonable accommodations in testing will be made for handicapped applicants who could otherwise perform the essential job functions.

Harassment Policy

Pomarri LLC intends to provide a work environment that is pleasant, healthful, comfortable, and free from intimidation, hostility or other offenses which might interfere with work performance. Harassment of any sort; verbal, physical, sexual, visual, or other, will not be tolerated.

What is Harassment? Harassment can take on many forms. It may be, but is not limited to words, signs, jokes, pranks, intimidation, physical contact, or violence. Harassment is not necessarily always sexual in nature.

Sexual harassing conduct may include unwelcome sexual advances, requests for sexual favors, or any other verbal or physical contact of a sexual nature that prevents an individual from effectively performing the duties of their position or create an intimidate, hostile or offensive work environment, or when such conduct is made to the condition of employment or compensation, either implicitly or explicitly

Employees who violated this policy are subject to disciplinary action and/or termination.

Introductory Period

Your first ninety (90) days of employment at Pomarri LLC are considered an introductory period. During the introductory period you will not accrue benefits (for full time employees) described in this manual unless otherwise required by law. The introductory period will be time to get to know fellow employees, and to become engaged with your job duties. All employees go through an “onboarding” where their job description is created and reviewed. You will complete all training modules and other training or administrative paperwork during the ‘on boarding” process. We understand that new jobs take a while to learn which is why you are given an introductory period. This period allows you as well as Pomarri to determine if this will be a successful two-way relationship.

The introductory period essentially is a “try-out” time for both you, as an employee, and Pomarri LLC, as an employer. During this period, you will be evaluated for your suitability for the position you were hired for, and you can evaluate Pomarri LLC, as well. If during your introductory period, your work habits, attitude, attendance, or performance do not meet Pomarri LLC’s standards, we may extend your introductory period with detail of items we would like to see improvement on during the extended period to continue with employment OR you may be released from employment any time during, at 90-days or anytime during an extended introductory period. Time off (approved or not approved) during the introductory period may extend the introductory period the length of the time taken off.

At the end of the introductory period, your job performance will be reviewed with you by an administrator. This will be considered a “normal” job performance review that is held for all employees annually. You have a voice, please come to all job performance reviews prepared.

Employees are not eligible to accrue PTO or will not be paid for Pomarri observed Holidays during the 90 day period.

Completion of the introductory period does not guarantee continued employment for any specific time, nor does it guarantee any increase in pay, title, position, status, privileges, office space, etc. unless previously agreed upon and placed into a written agreement.

Former employees who are rehired will need to repeat the introductory period (90-days). Employees who advance job positions may be placed into a 90-day introductory period for the new position. Details of expectations will be outlined to specific employees if this is the case.

Knowledge of Pomarri LLC: After having learned to competently perform your own duties, your next step is to familiarize yourself with other Pomarri LLC activities and programs. Learning our “personality” so to speak can prove valuable to you, our consumers, and Pomarri LLC overall. Pomarri LLC may provide additional “cross-training” in multiple other areas/job positions outside of your specific official job description.

Knowledge of ALL Pomarri services of Pomarri LLC will help you avoid the “I don’t know” syndrome. Our consumers’ confidence in you increases as you can answer their basic questions and get them in contact with the employee that can further help them with resolving their questions. Please don’t pretend to know an answer you don’t know or try to guess the answer when you are uncertain. If you are unsure of the correct information, the appropriate professional response is to refer the inquiry to your supervisor, administration, or a specific person more qualified to answer the questions.

Personal Background Checks: Pomarri LLC has a policy regarding background checks of all owners, as well as the clinical and medical personnel. This policy states that these personnel should have background checks prior to or immediately after being hired. Pomarri holds the right to ask any employee to provide a background check consent form that allows for background checks to be completed through the State screening site (online). Background checks are for the purpose of discovering any offenses that were not openly/willingly disclosed during an interview process and to make further determination of the appropriateness of hiring or continuing employment.

Potential staff that disclose past criminal history and who can demonstrate strong recovery and ethics will be considered for hire/rehire at Pomarri LLC on a case-by-case basis.

62A-2-120(13) indicates that background screening requirements are not required for a substance abuse program that provides services to adults only. *This exemption does not apply to a program director or a member of the program, as defined by 62A-2-108*

Reinstatement of Benefits (Bridging): Regardless of the length of your previous employment and length of time since employment was terminated, your employment with Pomarri LLC, and any benefits shall accrue as if you were a new/first time Pomarri LLC. employee.

Responsibility: All Pomarri LLC employees, and particularly supervisors / administrators, have a responsibility for keeping our work environment safe and free of harassment. Any employee, who becomes aware of an incident of harassment, whether by witnessing the incident or heresay, you must report it to their immediate supervisor/administration. When made aware, administration is obligated by law to take prompt and appropriate action, whether the victim wants the agency to do so or not.

Reporting: Any incidents of harassment must be immediately reported to a supervisor or other management representative. Appropriate investigation and disciplinary action will be taken. All reports will be promptly investigated with due regard for the privacy of everyone involved. Any employee found to have harassed a fellow employee or subordinate will be subject to severe disciplinary action and/or possible release from employment with Pomarri.

*Please understand that often, these situations are not immediately resolved due to an effort to protect confidentiality, gather evidence/facts, talk with all parties involved, and review policies to ensure an appropriate and fair outcome for all parties.

Pomarri LLC will also take any additional action necessary to appropriately remedy the situation. No adverse employment action will be taken for any employee making a good faith report of alleged harassment without evidence that such action needs to be implemented.

Pomarri LLC accepts no liability for harassment of one employee by another employee. The individual who makes an unwelcome advance, threatens or in any way harasses another employee is personally liable for such actions and their consequences.

Health Examination: Pomarri LLC reserves the right to require an employee to participate in a health examination to determine the employee’s fitness to perform their essential job functions. All such health exams shall be paid for by Pomarri LLC if requested by Pomarri LLC.

Non-Compete Agreement: New employees may be required to sign a non-compete agreement prepared by the Pomarri administration or Pomarri LLC attorney as a condition of employment. Pomarri employees are not permitted to share any information, program practices, trade secrets, financial information, operating costs, future planning, marketing details or any Pomarri proprietary information with individuals, companies, or others outside of Pomarri LLC.

Proprietary Information / Clients: Please note that unless otherwise agreed via written agreement, any documents or programming created while in employment of Pomarri is property of Pomarri LLC and may not be taken if you leave employment of Pomarri. This also applies to clients that are brought to Pomarri by any employee for the purpose of receiving Pomarri LLC treatment services. These clients may not be “taken” with a departing staff to continue treatment elsewhere.

Outside Employment: What you do in your free time is your business. If you are employed by Pomarri LLC in a full-time position, Pomarri LLC expects that your position with us is your primary employment. Any outside activity must not interfere with your ability to properly perform your job duties at Pomarri or work the hours agreed to upon being hired.

If you are thinking of taking a second job, it would be wise to notify your supervisor or Pomarri administration immediately. Your supervisor or administrator will thoroughly discuss this situation with you to make sure that it will not interfere with your job at Pomarri LLC nor pose a conflict of interest.

Proof of U.S. Citizenship and /or Right to Work

Federal regulations require:

1) before entering employment, all applicants must complete and sign Federal Form I 9, Employment Eligibility Verification Form

2) all applicants who are hired need to present documents of identity and eligibility to work in the United States.

Relatives and Employment: If you and members of your immediate family are employed by Pomarri LLC, one may not supervise the other. If they work in the same department and circumstances exist that create a non-effective, or unsafe environment, the CEO or Director of Operations of Pomarri LLC will decide which employee will be transferred in these situations. If a transfer is not a viable option, one or more of the employees involved may be terminated.

Should two present employees that work together or supervise each other enter a personal, non-work-related relationship, one or both employees may be transferred. If no viable options are available, one or both employees may be terminated.

Hiring and Supervising Family Members

Goals of this policy

Recruit and retain qualified and effective employees with existing resources
Ensure equitable and cordial work environment
Prevent appearance and /or actuality of any preferential or favored treatment
Avoid conflict of interest situations, both for employee and employer

As part of its responsibility for stewardship of public monies, Pomarri LLC desires to avoid the appearance of favoritism that may result from employment relationships with relatives, and to minimize the potential for disruption or limitations in the workplace that may result from employee relationships with relatives.

Therefore, Pomarri LLC policy is:

No employee may have direct or indirect supervision of the progress, performance, pay or welfare of a relative, and together they may not be the only employees involved with matters of financial controls and physical inventories of company properties, without the explicit approval of and knowledge (documented) of the Board of Directors.
It is desirable to avoid the hiring of any Board or employee relative however, this is not deemed as an inappropriate practice.
Everyone should apply and be hired through the standard channels as defined in the Personnel Policies. An employee may not have any involvement in the hiring process of a relative.
No employee board member may do any of the following:
- Hire, change job descriptions or promote an employee when doing so would place them under the supervision of a relative
- Hire a relative or cause a relative to be hired without approval of the CEO
- Participate in the process of hiring or reassigning a relative without CEO approval
- Hear or investigate a grievance or an appeal from a relative, or
- Supervise a relative, directly or be influential indirectly.

Definitions:

Relatives & family members: For the purpose of this policy, members of the same family include spouses, domestic partners, children, stepchildren, wards, grandchildren, parents, grandparents, siblings, in-laws, uncles, aunts, nieces, nephews, and cousins. This policy concerns the relatives of both current employees and the Board of Directors.

Supervise, Supervision, Supervisor

An employee relationship in which:

An employee’s relative is in the employee’s “chain of command” or in the direct line of managerial oversight
Governing board issues

Chain of Command

A vertical employment relationship in which an employee is accountable to a direct supervisor and that supervisor is accountable to another supervisor and so on. Any person in this relationship is in the chain of command.

Standards of Conduct: Whenever people gather to achieve goals, some rules of conduct are needed to assist in helping all parties work together efficiently, effectively, and harmoniously. Some people have problems with “rules” and “authority figures” and experiences may have justified these thoughts and feelings; however, at Pomarri LLC, we hold ourselves to a high standard of quality where the rules and authority figures simply assure that quality is maintained.

By accepting employment with us, you have a responsibility to Pomarri LLC and to your fellow employees as well as yourself to adhere to certain rules of behavior and conduct. The purpose of these rules is not to restrict your rights, but rather to be certain that you understand what conduct is expected and necessary. When each person is aware that he or she can fully depend upon fellow workers to follow the rules of conduct, then our organization will be a better place to work for everyone.

Disciplinary Actions

Unacceptable Activities

We expect each person to always act in a mature and responsible way while at work. However, to avoid any possible confusion, some of the more obvious unacceptable activities are noted below. Your avoidance of these activities will be to your benefit as well as the benefit of Pomarri LLC and the clients we serve. If you have questions concerning any work or safety rule, or any of the unacceptable activities listed, please address your questions or concerns to an administrator.

Occurrence of any of the following violations, because of their seriousness, may result in immediate dismissal without warning:

Willful violation of any agency policy that puts a client, employee, or any sub-contractors in danger physically, mentally, or emotionally.
Any deliberate action that is extreme in nature and is obviously detrimental to Pomarri LLC’s efforts to operate profitably.
Willful violation of security or safety rules or failure to observe safety rules or Pomarri LLC safety practices.
Willful removal of, sharing of, or theft of proprietary information or property.
Negligence or any carless action which endangers the life or safety of another person.
Being intoxicated or under the influence of controlled substances, drugs, alcohol while at work; use or possession or sale of controlled substances, drugs, alcohol in any quantity while on company premises except medications taken as prescribed by a physician which does not impair work performance.
Unauthorized possession of dangerous or illegal firearms, weapons, or explosives on company property or while on duty.
Engaging in criminal conduct or acts of violence or making threats of violence toward anyone on agency property or when representing Pomarri LLC.
Fighting or horseplay or provoking a fight on agency property, or negligent damage of Pomarri property, or when representing Pomarri LLC.
Insubordination or refusing to follow instructions properly issued by your supervisor pertaining to your work; or refusal to help on a complete assignment(s) given.
Threatening, intimidating, or coercing fellow employees, clients, or consumers on or off the premises – at any time, for any purpose.
Engaging in an act of sabotage; willfully or with gross negligence causing the destruction or damage of company property, or the property of fellow employees, customers, suppliers, or visitors in any manner.
Theft of company property or the property of fellow employees, clients, or other consumers; unauthorized possession or removal of any company property, including documents or vehicles from the premises without prior permission from your supervisor and/or administrative staff; unauthorized use of agency equipment or property for personal reasons; using agency equipment for self-profit.
Dishonesty; willful falsification or misrepresentations on your application for employment or other work records; lying about PTO; falsifying reasons for leave of absence or other data requested by Pomarri LLC, alteration of agency records or other agency documents.
Violating the non-disclosure agreement; giving confidential or proprietary Pomarri LLC information to competitors or other organizations or to unauthorized Pomarri LLC employees; working for competing business while being a Pomarri LLC employee; breach of confidentiality (client or other Pomarri employee) or personnel information.
Malicious gossip and /or spreading rumors; engaging in behavior designed to create discord and lack of harmony; interfering with another employee on the job; willfully restricting work output or encouraging others to do the same.
Immoral conduct or indecency on company property.
Conducting a lottery or gambling on company property.
Using company computers, phones, or other electronic devices to view non-work-related things online. Using personal computers, phones, or other electronic devices to view non-work-related things while clocked in or while on company property.

Occurrences of any of the following activities, as well as violations of any of the Pomarri LLC’s rules or policies, may be subject to disciplinary action, including possible immediate dismissal. This list is not all-inclusive and, notwithstanding this list, all employees remain employed “at will”.

Mistakes or unsatisfactory work due to carelessness or failure to follow instructions.
Any act of harassment, sexual, racial, or other.
Not being ready to work at the start of your shift. Leaving work before the end of your assigned shift. Clocking in more than 15 minutes early for the assigned shift. Not performing actual work while on the clock. Not taking a 30 minute off the clock lunch in a greater than 6 hour shift.
Sleeping while clocked in. Loitering or loafing during the time you are clocked in. “Hanging out” with other employees while on the clock but not performing any work-related tasks/” wasting time”.
Excessive use of agency telephone for personal calls. Excessive use of personal phones while on the clock for non-business reasons.
Smoking in restricted areas or at non-designated times, as specified in Pomarri policy.
Creating or contributing to unsanitary conditions within the workspace.
Posting, removing, or altering notices on the property without approval from Pomarri.
Failure to report an absence or late arrival, excessive absences, or tardiness. Making false claims on your timecard.
Obscene or abusive language toward any supervisor, employee, or consumer; indifference or rudeness towards a client or fellow employee. Any disorderly or antagonistic conduct on company property.
Speeding or careless driving of company vehicles. Not reporting damage to a company vehicle caused by you or your observance of damage caused by another.
Soliciting during working hours and/or in working areas. Selling merchandise or collecting funds of any kind for charities or others during hours you are on the clock, without authorization or at a time or place that interferes with the work of another employee on company property.
Failure to maintain a neat and clean appearance in terms of the standards established by company policies.

Discipline: The discipline policy applies to all employees overall however employees who are still within their probationary period may have modified disciplinary actions (see below).

This policy pertains to matters of conduct as well as the employee’s competence. Any employee who does not display satisfactory performance and accomplishment on the job may be dismissed, in some instances, without the formal steps set forth in this policy.

Under normal circumstances, supervisors are expected to follow the three-step procedure outlined below for disciplinary actions. There may be situations where the seriousness of the offense justifies the omission of one or more of the steps in the procedure. An example: Breaking confidentiality). Likewise, there may be times when the agency may decide to repeat or extend a disciplinary step to allow more time for the employee to address the issue at hand. Any skipping of steps, repeating or extension of disciplinary steps is at the discretion of administration.

To ensure that Pomarri LLC business is conducted properly and efficiently, you must conform to certain standards of attendance, conduct work performance, and other work rules and regulations.

When a problem in any of these areas arises, your supervisor will coach and counsel you in mutually developing an effective solution. If you recognize a problem in your own behavior or performance, you do not need to wait for a supervisor or administrator to address it with you; rather, be proactive in setting new goals to correct the problem. Bring it to your supervisor for support and further coaching. If you fail to respond to coaching or direction or an incident occurs requiring formal discipline, the follow procedures may occur:

Oral Reminder: Your supervisor or administrator will meet with you in private to discuss the problem, making sure that you understand the nature of the violation and the expected remedy. The purpose of this conversation is to remind you of Pomarri policies, and expectations and where your performance may be in violation or falls short of expectations. It is your responsibility to meet the assigned job expectations and remain in compliance with Pomarri policies and procedures.

You will be informed that the oral reminder is the first step of the discipline process. The oral reminder will be fully documented and will be effective to the determined amount of time stated at the time of this meeting (typically 3-months). After the stated period, if the behavior has resolved your supervisor /administrator reserves the right to discontinue the oral reminder. If the behavior has not been resolved, your supervisor/administrator may extend the oral reminder or advance the disciplinary process to the written reminder stage.

Please note that all disciplinary action will be documented and remain in the employee file. In some instances, disciplinary action may facilitate a need to modify the individual's job description. It is expected that disciplinary action(s) remain private between you and the Pomarri administration.

Written Reminder: If your performance does not improve during the oral reminder time frame or if the same or new violations occur (or reoccur) you will be given a written reminder. Again, the issue will be addressed, and the expectations to remedy the problem will be reviewed. Your supervisor /administrator will provide you with a disciplinary form summarizing the discussion, the expectations and the time frame for correction and a general timeframe to follow up and review the written reminder. Typical duration of written reminders will be three (3) months but may be shorter/longer as determined by your supervisor / administration.

After the stated period, if the behavior has resolved your supervisor /administrator reserves the right to discontinue the oral reminder. If the behavior has not been resolved, your supervisor/administrator may extend the written reminder or advance the disciplinary process to the next stage in the disciplinary process.

Decision Making Leave: If your performance does not improve through the oral and written reminder stages or if you have the same or new Pomarri policy and procedures, practices, rules or standard of conduct, your employment may be terminated. Pomarri LLC reserves the right to place you on decision making leave. The decision-making-leave process is an unpaid process and is the final step of Pomarri LLC disciplinary system.

Decision Making Leave is a non-paid, 1–5-business day disciplinary suspension. Employees on a decision-making leave will spend the 1-5 business days away from any Pomarri work facility and not in contact with current / active employees. This time away is to allow the employee to decide whether to correct the immediate disciplinary concerns and conform to all Pomarri practices, rules, and standards of conduct or to resign and terminate their employment with Pomarri LLC.

If your decision following the decision-making time frame (1-5 business days) is to return to work and abide by Pomarri LLC practices, rules and standards of conduct, your supervisor /administrator will write a letter to you explaining your commitment and the consequences of failing to meet this commitment. You will be required to sign the letter to acknowledge

Understanding and receipt. A copy of the letter will be placed in your personnel file. You will be allowed to return to work with the understanding that if a positive change in behavior does not occur, or if another disciplinary problem occurs within six (6) months, you will be terminated from employment without any further disciplinary action.

If you are unwilling to make such a commitment, employment may be terminated.

Sequence of Steps

Crisis Suspension: If you commit any of the actions listed below, or any other action not specified but similarly serious, you will be suspended without pay pending an investigation of the situation. Following the investigation, you may be terminated without any previous disciplinary action being taken

Theft of company property, co-worker property, client, or other consumers property
Falsification of agency records, documents, or literature (including timecards)
Failure to follow safety practices or non-support of upholding safety practices
Conflict of interest
Threat of or action to do bodily harm to employees, clients, or other consumers
Willful or negligent destruction of Pomarri, employees, clients, or other consumers' property.
Use and / or possession of intoxicants, drugs, or narcotics
Neglect of duty
Refusal to perform assigned work or to follow direct requests of administrators
Breach of confidentiality of clients, employees, or other vendors

Discipline Deactivation

Step One (1) of the process is an oral reminder. This is typically in effect for three (3) months but is at the discretion of administration to shorten or lengthen at the time of the reminder.

Step Two (2) of the process is a written reminder. This is typically in effect for three (3) months but is at the discretion of administration to shorten or lengthen at the time of the reminder.

Step Three (3) of the process is dismissal or decision-making leave. Step three (3) will be in effect no longer than three (3) months but is at the discretion of administration to shorten or lengthen at the time of the reminder.

Dismissal: Employment and compensations with Pomarri LLC are “at will” in that they can be terminated with or without cause, and with or without notice, at any time, at the option of either Pomarri LLC or yourself, except as otherwise prohibited by law.

If your performance is unsatisfactory due to a lack of ability, failure to abide by Pomarri LLC rules or failure to fulfill the requirements of your job, you will be notified of the problem.

If satisfactory improvement and change does not occur within the allocated time frame(s), you may be dismissed from employment. Some incidents may result in immediate dismissal from employment.

Standard for final pay for time work or PTO accrued will be paid out on the next payroll processed. Pay days are on the 10th and 25th of the month. Pomarri may elect to generate final paycheck(s) immediately.

Wage and Salary Policy

Computing Pay
Deductions from paycheck (required by law)
Deductions (other / direct deposit is required)
Errors in Pay
Overtime Pay
Pay Period and Hours
Reporting Time Pay
Termination and Severance Pay
Timecards / Records
Way Assignments

Performance & Compensation Reviews

Performance Reviews
Compensation Reviews

Work Schedule

Absences or Tardiness
Attendance
Breaks / Rest Periods
Closure after starting time
Closure prior to starting time
Excessive absenteeism or lateness
Lunch Breaks
Lunchroom facility

We encourage you to share your ideas: Many of the improvements and changes that occur at Pomarri come from our staff. We believe that the person performing the job has a unique perspective on how to make improvements, adjustments in programming and policies. If you think of a better way of doing your job or even jobs of other employees, please discuss your ideas with an administrator. We welcome your suggestions and ideas.

Wage & Salary Policies: It is Pomarri LLC’s desire to pay wages and salaries that are competitive with other employers within the same marketspace in a way that will be motivational, fair, and equitable, with individual and agency performance and in compliance with all applicable statutory requirements.

You are employed by Pomarri LLC and will be carried directly on Pomarri LLC payroll. No person may be paid directly out of petty cash or any other such funds for work performed. The exception to this policy is where a contract relationship exists with a bona fide contractor, or an employee has been hired as a 1099 employee.

Application: Pomarri LLC applies the same principles of fairness and external comparability to all employees.

Basis for Determining Pay

Your pay is influenced by three (3) factors:

The nature and scope of the job requirements
Education and work-related experience (licensure)
Individual performance

Job Scope: Through a process called job evaluation, the scope, responsibility, impact and required skills and abilities of each job at Pomarri LLC are compared. The result is a relative ranking of all jobs, from high to low. Job evaluation is independent of any employees or their performance.

External Comparability/Computing Pay: Once jobs are ranked, jobs are compared with external market data. Periodically, Pomarri LLC will examine the market conditions to ensure ongoing comparability. Changes in rate of pay will be made as the company can afford to maintain comparability.

Individual Pay: An individual’s pay will depend on sustained performance over time. At least yearly, every employee will have a job performance review with their supervisor/an administrator. During that review, significant performance events that occurred throughout the year will be discussed. Pay adjustments will partially be decided upon these reviews and job performance.

The overall performance of rating can influence the wage and salary adjustment. However, it is important to note that an excellent review does not necessarily mean an automatic wage increase or determine a specific amount of wage increase. Individual performance and increasing job responsibilities and moving to higher level jobs, can impact your wage increases.

Wage increases will be reviewed and applied only in the third quarter of the year July, August, September and only after a job performance review has been conducted. Pay wage increases will be determined individually and based on the companies ability to offer wage increases.

Deductions From Paychecks: Pomarri LLC is required by law to make certain deductions from your paycheck each time one is prepared. Among these are your federal, state, and local income taxes, and your contribution to Social Security as required by law. These deductions will be itemized on your check stub. The amount of the deduction may depend on your earnings and on the information you furnish on your W-4 form. Any change in name, address, telephone number or number of exemptions must be reported to your administration personnel immediately, to ensure proper credit for tax purposes.

Any other mandatory deductions to be made from your paycheck, such as court-ordered deductions, will be explained any time Pomarri LLC is ordered to make such deductions.

Deductions (other) / Direct Deposit: You can authorize Pomarri LLC to make additional deductions from your paycheck for other insurance coverages like Aflac or you can deposit your paycheck directly into your savings or checking account at a participation bank. Contact an administrator for details and the necessary authorization forms.

Error in Pay: Every effort is made to avoid errors in your paycheck. If you believe an error has been made, please let administration know immediately. The necessary steps will be taken to research the problem and to assure that any necessary corrections are made promptly. If corrections are needed, Pomarri may elect to write a check to the employee from the company account (non-taxed) or process the error on the next payroll period.

Overtime Pay: From time to time, it may be necessary for you to perform overtime work to complete a task. All overtime must be approved in advance by an administrator. If you work overtime without prior authorization, you will not be compensated at the overtime rate, which is time and half. When it is necessary to work overtime, you are expected to cooperate as a condition of your employment. There are two (2) types of overtime work.

Scheduled Overtime: Scheduled overtime work is announced in advance and generally will involve an entire department or operation. This type of overtime becomes part of the required work week of the people who are members of the department or specific operation. If you need to be excused from performing scheduled overtime, please speak with your supervisor. He or she will consider your situation and the requirements of the department or the operation in deciding whether you may be excused from performing the scheduled overtime. Any work outside of approved scheduled hours or overtime work must be authorized.

Incidental Overtime: Incidental overtime is not scheduled; it becomes necessary in response to extenuating circumstances. It is extra time needed to complete work normally completed during regular hours. Incidental overtime may become necessary when an illness or emergency keeps co-workers from being at work as anticipated. It may require you to return to the workplace for emergency work. The opportunity to perform incidental overtime will be given first to the employee who normally performs the task. If that employee cannot perform the overtime, the supervisor will offer the overtime to a suitably qualified employee who is available to perform the overtime work. Any work outside of approved scheduled hours or overtime work must be authorized.

If you are a “non-exempt” employee and you perform overtime work, you will be paid one and one-half (1-1/2) times your regular hourly wage for any time over forty (40) hours per week that you work.

Work Performed on Company Holidays: Full-time “non-exempt” employees who work on a company acknowledged holiday will be deemed to have worked overtime on that day and will be paid their overtime rate for the hours worked on that holiday regardless of the number of hours they worked in that week. It will not be considered overtime if the holiday falls on a weekend or a paid holiday already in place.

Pay Period & Hours: Our work week begins on Sunday at 12:01 AM and ends on Saturday at 12:00 midnight.

Pay Cycle

Bi-monthly (24 pay periods per year): Paychecks are distributed twice monthly on the 10th and 25th days of the month. If the 10th or the 25th lands on a Saturday or Sunday, paychecks will be distributed on the Friday before. Please see an administrator if you have any questions.

Paycheck Distribution: Paychecks are distributed by direct deposit only. Please do not ask for a check to be cut by our office, as all payroll goes through a contracted payroll company.

In the event there is a need, Pomarri reserves the right to pay you outside of the contracted payroll company via company checks. If this is the case, an administrator will have a conversation with you and provide necessary details as to the situation.

Reporting Time Pay – Inclement Weather & “Acts of God”: Every effort will be made to notify you if we will be closed due to special circumstances. These may include, inclement weather, fire, flood, or some other “Act of God”, power/utility failure, an inoperable computer system or lack of work. If you cannot be reached and you arrive at work, you will be paid for the work you perform if work is available.

Unfortunately, you will not be paid when work is not available due to circumstances not within Pomarri LLC’s control. The following are examples of such circumstances.

Operations cannot commence or continue due to threats to employees or property or when recommended by civil authorities.
Public utilities fail to supply electricity, water, gas, or there is failure in the sewer system.
The interruption of work is caused by an “Act of God '' (inclement weather, fire, flood, earthquake, avalanche, etc.), a cyber attack enabling the computer system or other cause not within Pomarri LLC’s control.

Termination & Severance Pay

Termination: Any accrued but unused PTO time will be paid within 7-10 business days of termination if not on the day employment is terminated. This time difference is to allow Pomarri to work with the payroll company to ensure correct calculations of unused PTO. This payout is usually completed through the normal payroll process unless otherwise stated at the termination.

Severance: Pomarri LLC does not pay severance pay. When you leave Pomarri LLC, you will be paid for actual time worked, plus and accrued PTO time.

Timecards/Records: By law, we are obligated to keep accurate records of the time worked by “non-exempt” employees. This is done by written documentation or a time clock system. Verification of hours worked must be written or time stamped via timecard machine and given to an administrator.

An acceptable time card will be time stamped via the time card machine and not handwritten. Generally, administration may make exceptions in specific circumstances and allow handwritten timecards.

Clocking in and out appropriately is the responsibility of the employee. Any mistakes must be addressed with the administrator in charge of payroll immediately upon notice of the mistakes to gain corrections. Failure to log your time on the actual days you work may cause you to miss hours on your paycheck.

Forging or falsifying your timecard is grounds for corrective action or dismissal from employment. It is not acceptable to clock another employee in or out of the system.

Wage Assignments (Garnishments): Whenever there are court-ordered deductions to be taken from your paycheck, you will be notified. According to the Federal Wage Garnishment Act, three (3) or more garnishments may be cause for dismissal from employment.

Performance & Compensation Reviews

Reviews

A supervisor / administrator is continuously evaluating your job performance. Frequent interactions between you and your supervisor / administrator should give you a sense of how your performance is perceived.

However, to avoid haphazard or incomplete evaluations, Pomarri LLC conducts a formal review annually for all employees.

Performance reviews will be conducted annually. New employees may be reviewed more frequently. A review may also be conducted in the event of a promotion or change in duties and responsibilities.

During formal performance reviews, your supervisor will consider the following things, among others.

Attendance, initiative, and effort.
Knowledge of the work to be performed and the skills needed to effectively perform it.
Attitude and willingness.
Quality and quantity of your work.
Conditions under which you work.

The primary reason for performance reviews is to identify your strengths and limitations, to reinforce your good habits and develop ways to improve your limited areas. This review also serves to make you aware of and to document how your job performance compares to the goals and descriptions of your job.

This is a good time to discuss your interests and future goals. Your supervisor /administrator is interested in helping you to progress and grow, to achieve personal as well as professional goals.

Pay Adjustments: Any pay increases are generally reviewed at an annual review. An annual review does not guarantee a pay increase. Pay increases are determined separately from individual to individual based on many criteria points. A discussion will be had with you regarding the details of an increase or lack thereof at the time of your annual review.

Wage increases will be reviewed and applied only in the third quarter of the year (July, August, September) and only after a job performance review has been conducted. Pay wage increases will be determined individually and based on the companies ability to offer wage increases. Pomarri does not guarantee pay increases annually. Some positions are flat rate positions and individual pay increases are generally not offered for these positions.

Work Schedule: The administrative office at Pomarri LLC is open five (5) days per week, Monday through Friday. Full time employees' work schedules are generally eight (8) hour long with a half hour off the clock lunch period. Due to the nature of our business, it is necessary to conduct groups, assessments, and other activities in the evening and sometimes on the weekend at all Pomarri facilities. Your schedule of work hours will be given to you by your supervisor and may change without prior notice. It is our goal to give as much advance as possible when changing schedules however, circumstances may dictate otherwise. Direct any questions about your schedule to an administrator.

Absences or Lateness: From time to time, it may be necessary for you to be absent from work. Pomarri LLC is aware that emergencies, illnesses, or pressing personal business that cannot be scheduled outside your work hours may arise. Personal days have been provided for this purpose. Standard work start and finish times are 15 minutes prior to your scheduled shift and 15 after your scheduled shift. Arriving early, staying late or working hours you are not scheduled without prior approval will not be authorized and an employee will not be paid for hours on the clock that they have not been asked to work.

If you are unable to report to work, or if you know you will arrive late, please contact an administrator immediately. Please allow as much notice as possible in emergency situations. If you know in advance that you will need to be absent, you are required to request this time off through the “request time off form”. The more notice given, increases the likelihood of receiving the time off that has been requested but the time off request form does not guarantee your time off request will be approved.

If you are a group facilitator, it is your responsibility to have your shifts covered by another approved group facilitator. It is appreciated when requesting time off in short-notice situations, that you have covered your shift, yet Pomarri understands some short notice situations do not allow for this.

When you call in to notify of a tardiness or absence, please contact an administrator directly as well as be sure to contact the facility you work at. For tardiness, please indicate a reasonable arrival time. Notifying a fellow employee may be helpful but is an inappropriate way of notifying. If you are unable to call yourself for any reason, be sure to have someone call on your behalf. If you cannot contact the first administrator, you reach out to, leave a message or text and try to contact a secondary administrator.

Absence from work for two (2) consecutive days without notifying an administrator (not a fellow employee), will be considered a voluntary resignation.

Attendance: You are expected to be at work and ready to work at the beginning of your assigned work hours. You are expected to remain at work until the end of your assigned work hours. If your shift is longer than 6 hours, you are expected to take a 30-minute (off the clock) lunch. You may not work through a lunch to “save” the time to leave early or come in late. Lunch or breaks cannot be used in a PTO fashion. If you do not take lunch, the 30 minute provided lunch time will be deducted from your timesheet (if you work more than 6 hours in a shift).

Please inform Pomarri if you are leaving the campus and an estimated time you will return. Taking excessive breaks, excessive long lunch breaks or missing shifts may lead to disciplinary action or termination of employment.

Closure After Starting Time: If severe weather conditions exist and the CEO (or designated representative) decides to close Pomarri LLC for the remainder of the day, you will be notified as soon as possible by your supervisor/administration (or designated representative). If you are sent home after having worked, you will be paid for the time you have worked.

Excessive Absenteeism or Lateness: In general, three (3) absences in a 90-day period, or a consistent pattern of absence, will be considered excessive, and the reasons for the absences may come under question. Tardiness or leaving early is as detrimental to Pomarri LLC as an absence. Three (3) such incidents in a 90-day period will be considered a “tardiness pattern” and will carry the same weight as an absence. Other factors, like the degree of lateness will be considered. Administration has desecration in these situations.

Excessive tardiness or absenteeism, or leaving early, not working while clocked in may lead to disciplinary action and may include dismissal from employment.

Dress Code / Personal Appearance: Please understand that we want you to be as comfortable as possible while at work; however, this is a professional business and you are expected to groom yourself in accordance with accepted social and business standards, particularly if your job involves dealing with outside agencies or visitors in person. Business casual is a standard acceptable way to dress while at work. Very casual is generally not an acceptable standard at Pomarri.

A neat, tasteful appearance contributes to the positive impression you make on our customers. You are expected to be suitably attired and groomed during working hours when representing Pomarri LLC. A good clean appearance bolsters your own poise and presentation.

Please Note: Not all position(s) dress code standards are the same.

Medical staff are expected to wear scrubs. See below.
Jeans in good conditions will be allowed. Good condition would be jeans that are not torn, ripped, frayed, do not have holes, stains, are washed out or worn out **
Shorts are not allowed as part of the dress code at Pomarri unless otherwise stipulated.
Capri pants are ok if they cover the calf. Please follow the “jeans” protocol.
No cut offs, sweatpants, “low riding” jeans or slacks. No hunting attire.
No halter tops, tube tops, tank tops, spaghetti strap tops, bare midriffs, off the shoulder shirts or other revealing clothing. No “bro tank tops” /”wife beater” style.
Caps of any type may not be worn as part of the dress code at Pomarri.
Leggings, stretch/yoga type pants will be based on a case by case basis.
No gang related attire.
No hoodies
No excessive jewelry. This will be at the discretion of the Pomarri administration.
Hats are not part of Pomarri dress code. Please do not wear hats to work.
Shorts are not allowed generally. They may be allowed with specific job positions.
Closed toed shoes are preferred ** No flip flops
Collarless dress shirts may be worn **

Medical Personnel: Scrubs are the standard clothing each shift for all medical personnel. Blue, Gray, Green, Black are all acceptable. If there is a reason you cannot wear scrubs, please address these reasons with the Pomarri administration for exceptions to you specifically.

Front Desk or Reception Personnel: You are the “face” of Pomarri, so to speak. Often you are the first person anyone has contact with. It is paramount that you are friendly and helpful and that your appearance both in grooming and in dress represent yourself and Pomarri appropriately. Please dress appropriately for your position. A neutral top with clean cut pants or skirt. Pants: no holes, fraying, rips or excessive “design” in the pant material. A neutral top is one that has limited design, is not revealing (is modest). Shoes should be closed toe, approved sandals - no flip flops.

Counselor/Therapist: This is a professional position that should be represented by the dress of the counselor / therapist. Modest casual, not too stuffy however, you are the professional so distinguish yourself from the client both in dress and in behavior.

Group Facilitators: This position is slightly less casual than the previously mentioned positions as far as dress code is concerned however, Pomarri expects you to dress in a manner that separates you from the clients. You are a representative of Pomarri in this position and should dress accordingly. All clothing should be in good repair, no holes, or frayes. Shirts should be as neutral as possible without logos or “suggestions”. Pants should also be in good condition without rips, holes, tears, frayes. Shoes: Please do not wear flip flops or high heels. Hats are not part of Pomarri’s dress code. Shorts are allowed for facilitators if they are in good repair and appropriate in length. No cut offs or “daisy duke” type shorts. Length should be in the mid thigh to kneecap range.

If you question it, get permission before wearing it!

** Because of the wide variety of clothing, discretion is left up to your supervisor / administration to determine appropriateness. You may be asked to change or not wear a specific article.

Lunchroom Facility: For your convenience and comfort, Pomarri LLC, provides a kitchen area equipped with a microwave and a refrigerator for employees who want to bring their own food in. This is for all staff to use. It is your responsibility to label your own items and remove them as appropriate. If you use the kitchen area, keep the area you used clean and sanitary.

Pomarri Personal Cell Phone Policy: The purpose of this policy is to ensure that client care remains our number one priority. This policy applies to ALL Pomarri employees.

Cell phones are helpful in our day-to-day life and even within our duties here at Pomarri. This policy is not set up to restrict your use of your personal phone for appropriate business purposes however, we strongly encourage you to refrain from using your personal phones for personal reasons while on the clock at Pomarri. Any employee should not allow clients the use of their personal phones nor give clients personal phone, email, social media etc. information.

The list below includes things that are not acceptable uses of your personal phone while on the clock at Pomarri. Please note that this list serves as a guideline and is not all inclusive.

Do not allow clients to use your personal cell phone for any reason
Staff should not give out personal cell phone information or be in contact with clients outside of hours they are working unless their job description specifically designates it.
Do not take photos of clients with your personal cell phone unless you have been given authorization from the client and from Pomarri administration for purposes appropriate to Pomarri programming. i.e., taking a photo to display “client of the month”.
Staff should not engage in a text conversation with clients using their personal phone.
Staff should contact clients via the office phone during business hours. All contact with patients should be via company approved phones, emails, or on campus in person visits.
Do not use personal devices to do non-work-related things while “on the clock”.
Staff should not connect with clients via social media of any kind.

Protection of staff and clients is of high importance for Pomarri. Please follow all HIPAA guidelines to maintain the highest level of protection for all Pomarri staff, clients, and other vendors.

This policy helps Pomarri to maintain a safe and healthy environment for our valued staff and clients. We appreciate your support and as always, welcome any suggestions you may have

NTDB System: Pomarri uses the NTDB system every 2 years to assess compliance of our medical providers.

Pomarri Human Resource Department: Pomarri Human resource is handled by Pomarri administration unless otherwise assigned to another qualified individual. Things handled through this department are:

Employee Files

Background Screening

Benefit Explanation

Insurance Information

Leave of Absence Approval

Safety Records

Training, in-services/ CEU

Facility Insurance

Licensures

Job Descriptions

Benefits: The Benefits Package

Eligibility of Benefits

Paid Leave(s) of Absence:

Holiday (full time employees)

Recognized Holidays

Holiday Policies

PTO (Paid Time Off)

Amount of PTO

PTO Policies

Accumulation Rights

Payment in lieu of PTO

Other forms of Leave

Funeral (Bereavement) Leave

Unpaid Leaves of Absence

Jury Duty – (the court system may offer a small compensation)

Medical / Family Leave of Absence (MFLA)

Education Leave of Absence

Military Leave of Absence / Military Reserves or National Guard Leave of Absence

PTO of Absence

Returning from Leave of Absence

Accepting other employment or going into business

While on leave of absence

Insurance premium payment during leave of absence

Insurance Coverage

Group and Disability Insurance

Health / Dental Insurance

Life Insurance

Termination

Government Required Coverage

Worker’s Compensation

Unemployment Compensation

Social Security

Other Benefits

Education / Training (Seminars or other training sessions)

Employee Assistance Program

Employee Gift Fund

Welcome to Pomarri

Purpose / Leadership R501-21-2

Thank you for joining us, you are part of the team – Welcome to Pomarri

Purpose of this Manual

Notice

What You Can Expect from Pomarri LLC

What Pomarri Expects from You

Governance R501-2-3

Administration R501-21-4

Board Members & Bylaws of Pomarri LLC

The use of the Pomarri EMR system.

Best Notes Electronic Medical Records (EMR)

Print Name:

Date

Signature:

Personnel Administration / Personnel Files R501-2-2D

Personnel Administration / Personnel Files (cont.) R501-2-2D

Employment Classifications

Standards of Conduct

Information Management

Provider Code of Conduct

Liability Insurance

Various Benefits with Pomarri LLC

The use of the Pomarri EMR system.

Confidentiality:

Employment Classifications

Employment Classifications (Cont.)

Employment Policies

Affirmative Action

Employment Classifications (Cont.)

Anniversary Date

At Will Employment

Bonding Requirement

Business Hours

Employment Classifications (Cont.)

Business Confidential Information

Employment Classifications (Cont.)

Customer Relations

Driver’s License & Driving Record

Employment Classifications (Cont.)

Equal Employment Opportunity

Employment Classifications (Cont.)

Former Employees

Handicap Policy

Harassment Policy

Introductory Period

Proof of U.S. Citizenship and /or Right to Work

Hiring and Supervising Family Members

Chain of Command

Disciplinary Actions

Sequence of Steps

Discipline Deactivation

Wage and Salary Policy

Performance & Compensation Reviews

Work Schedule

Basis for Determining Pay

Pay Cycle

Termination & Severance Pay

Performance & Compensation Reviews

Contact

Important Pages