Welcome! IN PROCESSING APPOINTMENT Agenda: Part I 30 minutes - - PowerPoint PPT Presentation
Welcome! IN PROCESSING APPOINTMENT Agenda: Part I 30 minutes Completion of all required documents for your Human Resources (HR) file Part II 25 minutes Benefits Review Overview of Key policies, procedures and practices
IN PROCESSING APPOINTMENT
Part I – 30 minutes
Resources (HR) file Part II – 25 minutes
Part III – 5 minutes
documentation and required acknowledgements on file, the first part of the presentation covers the forms that need to be completed, and how to complete them.
are going to be working in.
first day of employment. (Failure to provide the required information could result
in a delay of employment or offer being rescinded)
Partner (HRBP) will assist you with any questions you may have.
Official Transcripts:
Official Transcripts can be mailed directly to:
Carroll Hospital Attn: Human Resources 200 Memorial Avenue Westminster, MD 21157
If being delivered by you, must remain in sealed and official stamped envelope. If you have not received your transcripts, but requested them, please provide HR with any confirmation of request you have received. e.g. receipt or e-mail
Official Transcripts - from Highest level of education completed.
program you would provide High School Transcripts.
Voided Check (for Direct Deposit)
Vehicle License Plate #’s Proof of Licensure* Proof of Certifications* Fleet Safety Documentation*
Fingerprinting Completion*
* Specific to Role being hired for, your HR Business Partner will provide you with additional details
All Items must be received and verified NO LATER than 1st day of employment.
Offer letter
forms*
Application
Job Description
Benefits Letter – for eligible Associates
I-9 Document
Form W-4
MD Form MW507
PA Tax Acknowledgement
(PA Residents only)
Direct Deposit Form
New Associate Information Form
Vehicle Registration Form
Confidentiality Agreement
E-mail Usage Policy
Smoke/ Tobacco Free Campus Acknowledgement
Handbook Acknowledgement
Position Specific Forms
Record
Inside the folder on the LEFT hand side you will find the following
Part I of the presentation.
Purpose:
Although you have electronically signed the offer letter, it is our practice to retain a physically signed copy of your formal
To Complete:
entirety
document
Purpose:
It is our practice to have you verify that the application accompanying your HR file is complete and accurate. We keep the physically signed copy in your HR file. Your application is a legal document, so please make any additions or changes
made please share this with the Onboarding Specialist or HRBP.
To Complete:
application.
document anywhere on the front or back.
Purpose:
To ensure that you have been made aware of all the requirements of the position you have been offered, it is our practice to have you review and sign the Job Description for your new role. The signed copy is retained in your HR file. To Complete:
Description in its entirety
document anywhere on the front or back.
Purpose:
Associates are considered benefits eligible if you are working:
Please note the key dates in the letter. As a new Associate, your benefits begin the 1st of the month following 30 days of employment. There is an open enrollment window determined in the
line during this timeframe in order to obtain coverage. Failure to do so will result in not having benefits, until you have the chance to enroll during our regular open enrollment. If you select to participate in the “Health Plus” medical plan you must have a wellness screening completed with Associate Health by the date noted in the letter. If you do not do so you will be placed in the “Health Saver” medical plan. You will have a copy to take home for your records.
To Complete:
No later than 1st day of employment with Carroll Hospital or Carroll Health Group you must provide proof of eligibility to work in the U.S. .
These documents MUST be in original format, not photo copied.
Complete only the first page and please write clearly In Section 1:
e.g. your maiden name.
be written in 8-digit format (e.g. 01/01/1980)
in 8-digit format (e.g. 03/12/2015)
Name(s) Used…” mark “N/A” in the box
correction, initial and date next to it and place the correction near by.
information in this area blank.
N/A
a
This form is used to designate the level at which you wish to have federal taxes withheld, so that we can withhold the correct federal income tax from your pay.
To Complete:
“Worksheet” section complete the bottom portion of the form.
This indicates that you would like to have the maximum amount allowed will be withheld from each pay for taxes.
marital status or # of allowances marked, the default will be withheld, of 0 allowances and a “single” rate.
during the year or during employment.
This form is used to designate the level at which you wish to have MD taxes withheld, so that we can withhold the correct state income tax from your pay.
back of form to determine the # of allowances you are eligible for.
“Worksheet” section complete the bottom portion of the form.
This just means that a maximum amount allowed will be withheld from each pay for Maryland state taxes.
during the year or during employment.
Address…”
allowances will result in taxes being withheld at a “single” rate and with 0 allowances.
What if I live in Pennsylvania?
You will need to review the additional information in lines 4 – 7 and complete as required to remain “Exempt” from MD tax withholding.
You will only need to complete this form if your are a resident of Pennsylvania. This is an acknowledgement, indicating you are aware, Carroll Hospital and Carroll Health Group will only withhold PA State taxes from your paycheck at the standard rate. You will have to file for local taxes on your own.
To Complete:
entirety.
Purpose:
As an Associate you will be receiving a badge, which will allow you access to buildings, and will provide you with the ability to log on to a computer in one
and attendance. Since this badge provides you with building access, and access to protected information, it is critical that if it is misplaced you report it to your supervisor, and Human Resources immediately. You are responsible for any actions/ documentation made using your badge. There is a progressive fee schedule for each instance where you need to have a badge replaced. You will receive your badge on the first day of
To Complete:
policy is available on the intranet).
Purpose:
As an Associate you will have access to protected and proprietary information. By signing this form you are agreeing that you understand and will adhere to the confidentiality and privacy practices as it relates to HIPAA, associate personnel files, physician performance and personnel files.
To Complete:
entirety (full policy is available on the intranet).
document.
Carroll Hospital or Carroll Health Group.
Purpose:
As an Associate you will be provided with an enterprise e-mail account to assist in and facilitate business communications. This form provides an overview of the E- mail policy and prohibited uses. Misuse of company e-mail are subject to disciplinary action potentially leading up to and including dismissal and/ or legal action.
To Complete:
entirety (full policy is available on the intranet).
document
your HRBP will sign as the witness
Smoke/ Tobacco Free Acknowledgement
Purpose:
Carroll Hospital and Carroll Health Group, as a continued commitment to health and well-being of all Associates, patients, and the community, have smoke/ tobacco-free campuses. This is an acknowledgement that you understand and agree to uphold the policy.
To Complete:
entirety (full policy is available
document.
Handbook Acknowledgement
Purpose:
By signing you are acknowledging that you understand that Carroll Hospital and Carroll Health Group practice “At- Will” employment, and that you are aware of access to the Associate Handbook via the intranet/ extranet.
To Complete:
entirety (full Handbook is available on the intranet and extranet).
Associate Handbook.
document.
Click on this link to view the full Handbook
Purpose:
To provide a snapshot of pertinent information for data entry and emergency contact information.
To Complete:
there is information that doesn’t apply please mark “N/A” in the appropriate box
information.
someone to come pick you up for work, or take you home we need to know an estimate
the closest intersection you can reasonably walk to.
provide contacts near by that can be notified in the event that there is an emergency.
applies best for you.
updated at anytime through the Lawson Employee Self-Service (ESS).
Part I Part 3 Part 2 Part 4
Purpose:
Allows you to designate where you would like your pay check to be deposited, and what amounts. It is not required that you elect Direct Deposit. You will need to provide HR with either a voided check or letter from your bank that verifies your routing and account numbers.
To Complete:
your ability (you have not yet been assigned an ID number).
paycheck placed in one account complete the first available box that reads “100% Full Net Amount”
accounts specify the amounts in the areas below and for the account you would like the balance of your pay to placed in enter in the first box that says “100% Full Net Amount”.
please mark “decline” in the first box for banking information.
Purpose:
To provide a snapshot of pertinent information for data entry and security. You will be issued a parking pass for each vehicle you indicate that you will be driving to work and parking on campus. Direction on where to park will be provided later in the presentation and during SPIRIT camp.
To Complete:
form in its entirety to the best of your ability.
for each vehicle you will be driving
your first day of orientation.
with you, you can e-mail your HR partner with the information.
than scheduled start date.
Purpose: For the roles that require fingerprinting to be completed, this is a letter that indicates that you are aware that if it is not completed prior to your first day your start date could be delayed and the offer of employment could be rescinded. To Complete:
entirety.
expense of the finger printing, but must obtain a receipt and provide it to HR.
that you understand the policy.
Purpose: For the roles that require you to operate either a personal or company vehicle while on duty this needs to be completed. This is a disclosure statement of your driving record. Please provide a complete history of the past 3 years. If information is found that hasn’t been disclosed the offer could be rescinded. To Complete:
3 years.
in over the past 3 years.
be working in. (you will not have an Associate number just yet)
witness. Also required for Fleet Safety:
record from the Department of Motor Vehicles/ MVA of each state you had residency in going back the last three years.
(must show dates of coverage).
Copies of:
conditions
Benefits Guide
Guide
Appearance Guide
Schedule
For your personal records :
Overview
Information – Fleet safety only
You will first find:
contents, key dates, and document reminders
conditions
dates, and timelines
For your personal records :
Enrollment:
2nd day of employment.
guide or dates outlined in Benefit letter.
able to explain options available, answer any questions and help you make benefit decisions
In the Benefits Guide:
Eligibility:
days of employment
conditions
Spouse through Legal Marriage
will be required
Click on the image to view the electronic version of the Benefits Guide.
Important: If you do not enroll during your enrollment window you will not have benefits. Also failure to provide
dependent/ spousal verification, within 30 days of your enrollment, your dependents/ spouse will not be covered. You will be notified via mail – with an initial letter, however this is an individual responsibility – and additional reminders are not sent out.
Two Options:
Both Plans offer 3 levels of coverage – Carroll PHO, United Health Care PPO, and Out-of- Network Coverage Cost details are outlined in the Benefits Guide
Health Plus
date in Benefit letter.
amounts
guide Health Saver + HSA
paired with a HSA.
Insurance is applied
additional information.
2016 Medical Benefits Health Plus Plan Health Saver Plan + HSA Carroll Plus PHO UHC Options PPO Network Out-of- Network** Carroll Plus PHO UHC Options PPO Network Out-of- Network** Deductible Individual $300 $400 $600 $2,600 $2,8 00 $3,000 Family $600 $800 $1,200 $5,200 $5,600 $6,000 Co-Insurance Plan Pays 90% 75% 60% 80% 60% 50% Out-of-Pocket Maximum Individual $2,000 $4,000 $5,600 $4,000 $5,000 $6,600 Family $4,000 $8,000 $11,200 $8,000 $10,000 $13,200 Provider Visits - What you pay Annual Physical/ Preventative Care No Charge No Charge Deductible then, 40% No Charge No Charge Deductible then, 50% Primary Care Visit $10 Co-pay $15 Co-pay Deductible then, 40% Deductible then, 20% Deductible then, 40% Deductible then, 50% Specialist Deductible then, $25 Co-pay Deductible then, $25 Co-pay Deductible then, 40% Deductible then, 20% Deductible then, 40% Deductible then, 50% Urgent Care $35 Co-pay $75 Co-pay $75 Co-pay Deductible then, 20% Deductible then, 40% Deductible then, 50% Emergency Room $150 Co-pay, then 10% $150 Co-pay, then 10% $150 Co-pay then, 10% Deductible then, 20% Deductible then, 40% Deductible then, 50% Hospital $500 Co-pay then, 10% $500 Co-pay then, 25% $500 Co-pay then, 40% Deductible then, 20% Deductible then, 40% Deductible then, 50% Inpatient Procedure 10% Co-Ins 25% Co-Ins 40% Deductible then, 20% Deductible then, 40% Deductible then, 50% Outpatient Procedure Deductible then, 10% Deductible then, 25% Deductible then, 40% Deductible then, 20% Deductible then, 40% Deductible then, 50% ** Represents coverage of the usual and customary charge for services rendered. If Out-of-Network charges exceed the Usual and Customary limits, you may be balance billed
Plan details will be discussed during SPIRIT camp
Plan details will be discussed during SPIRIT camp
2016 Prescription Plan Magellan Health Health Plus Plan Health Saver Plan + HSA Retail Anchor Pharmacy*
(90 Day Supply)
Mail Order Retail Mail Order Deductible $75 Individual/ $225 Family Integrated with Medical Out-of-Pocket Maximum $1,000 Individual / $2,000 Family Integrated with Medical Generic $10 $20 $25 Deductible then, 20% Deductible then, 20% Formulary $35 $70 $87.50 Deductible then, 30% Deductible then, 30% Non-Formulary $50 $100 $125 Deductible then, 40% Deductible then, 40% Specialty
Deductible then, 50% with a $75 maximum
Deductible then, 50% Deductible then, 50% *Stoner Avenue (East Pavilion) Location Only
receive the name brand you may be subject to an ancillary charge.
Plan details will be discussed during SPIRIT camp
2016 Vision Benefits VSP Vision Co-Pay Frequency Eye Exam No Charge 1 X every 12 Months Frames $150 Allowance 20% Discount on additional costs 1 X every 12 Months Lenses
(can be combined with frames)
$0 1 X every 12 Months Contacts $130 Allowance 1 X every 12 Months Additional $100 allowance for an additional pair for advanced computer vision. Laser vision correction discounts available 2016 Dental Benefits Cigna Preferred Dental Plan In-Network Out-of-Network** Annual Deductible Individual $25 $50 Family $75 $150 Annual Maximum $1,200 per person $1,200 per person Preventative* No Charge 80%** Basic Services Deductible then, 20% Deductible then, 40%** Major Services - Surgical (class III) Deductible then, 20% Deductible then, 50%** Major Services (class IV) Deductible then, 50% Deductible then, 60%** Orthodontia - Dependents up to age 19 Lifetime Max. $1,200 Co-Insurance 50% 60%**
*Preventative services do not count towards annual maximum. Additional cleanings are covered during pregnancy **Represents coverage of the usual and customary charge for services rendered. If Out-of-Network charges exceed the Usual and Customary limits, you may be balance billed
responsibility.
coverage.
Additional details in the Benefits Guide
Benefit Voluntary/ CHC Provided Description Life/ AD&D CH/ CHG Full Time Associates - Coverage up to 1X annual Salary rounded to nearest $1,000 with a $200,000 maximum benefit Part- Time Associates – Flat $10,000 benefit (additional coverage & dependent coverage available for additional cost) Short-Term Disability Voluntary payable 22nd day after illness/ injury> covers 60% of base weekly pay up to $1,000 through 89th day after injury/ illness Long-Term Disability CH/ CHG payable 90th day after illness/ injury> covers 60% of base monthly pay up to $3,000 for duration of disability or until Social Security normal retirement age Accident Voluntary Lump Sum Payment in the event of an accident/ injury outside of the workplace - Post-tax Benefit Critical Illness Voluntary Lump Sum Payment in the event of an accident/ injury outside of the workplace - Post-tax Benefit Whole Life Insurance Voluntary Life insurance policy that holds cash value, rate guarantee, portability - Post-tax benefit EAP CH/ CHG Confidential service to help Associates cope with a variety of personal and career related issues Tuition Assistance CH/ CHG Assistance is available to reimburse eligible Associates pursuing a degree or certification. Contact HR for details Auto/ Home Insurance Voluntary Offered through MetLife if you are considering a change Credit Union Membership Voluntary Opportunity to join First Financial Credit Union See Benefits guide for details Discounted Tickets Voluntary Discounts available for movie tickets, popular theme parks, lift tickets. Tickets available in HR department and on the Intra/Extranet MetDESK Voluntary provides services, referrals and support for parents of special needs children MetLife Advice Voluntary Advice on making benefits and financial planning decisions Pet Insurance Voluntary Insurance for your dogs, cats and other pets available through MetLife Pharmacy Discounts Voluntary Receive 10% off all purchases at Anchor pharmacy when you present your badge Pre-Paid Legal Voluntary Provides access to legal advice and attorneys. Service available for less than a $1 per day through Hyatt Legal Services
2016 Benefits Guide
Plan details will be discussed during SPIRIT camp
Hospital Associates.
Associates that regularly work 24 hours or more weekly.
enrolled for a 2% contribution.
must call to opt-out.
booklet in your packet.
site weekly to answer questions and assist with Roll-overs and enrollment Anne Rouse arouse@carrollhospitalcenter.org
Years of Service TRANSAMERICA 403-B Employer Match Level 0 - 5 years $.25 on each $1.00 up to the first 2% of Associate Bi-weekly Contribution 6 - 10 years $.50 on each $1.00 up to the first 3% of Associate Bi-weekly Contribution 11 - 15 years $.50 on each $1.00 up to the first 4% of Associate Bi-weekly Contribution 16 - 25 years $.70 on each $1.00 up to the first 5% of Associate Bi-weekly Contribution 26+ Years $1.00 on each $1.00 up to the first 5% of Associate Bi-weekly Contribution
Day One – 7:45 am:
(check in at security and they will direct you to the auditorium)
Experience, Safety and Security, Healthy Associates = Healthy Environment , Aggressive Behavior Awareness
department – Lunch is provided
Balance of week
in your packet for additional Orientation days and times for clinical orientation. For non-clinical roles please connect with your leader for scheduling.
Day Two – 7:30 am:
Scavenger hunt
Clock, Employee Self Service, and HealthStream training
department – Lunch is provided
Do:
Hospital are encouraged to wear business casual attire.
affiliations are acceptable if they do not include messages or pictures depicting drugs, alcohol, tobacco, or sex.
holes) and comply with applicable health and safety standards.
Don’t:
professional health care association issued)
adornment of small earrings in the ears
hemmed more than halfway up the calf of the leg
exposing garments)
Details provided in handout in packet
What is this? Provides you with how your health care information is protected and how it is utilized as it pertains to health benefits. Please read the notice thoroughly. Questions about Carroll Hospital and Carroll Health Group practices can be directed to:
Manager, Benefits and Compensation Human Resources Carroll Hospital 200 Memorial Avenue Westminster, MD 21157 (410) 871-6834 or (410) 871-6837
Details provided in handout in packet
Be on time… During your first 90 days as an Associate you are allowed 3 occurrences (tardiness & absenteeism) In the event of a 4th
employment You are considered “tardy” if you clock in any time after your scheduled start time. 7 Minute Rule: There is a 7 minute allowance for pay purposes on either side of a quarter hour mark – on the hour, :15, :30, :45. This means if you are due in at 8am, and badge in at 7:53 you will be paid as if you were in at 8 am. The same occurs if you badge in at 8:07am, however it will count as a lateness. Details provided in handout in packet and available on the Intranet
Smoke Free Campus Environment:
(CHG) are committed to the health and well-being of our patients, their families and visitors, our Associates, Volunteers, Medical Staff, and community. Toward that purpose, Carroll Hospital and CHG actively support the state, national, and worldwide efforts to control and diminish the use of tobacco.
is prohibited in all Hospital properties, Hospital grounds and surrounding and adjacent properties, and Hospital vehicles. Details provided in handout in packet and available on the Intranet No Longer hiring Nicotine users: As of January 1, 2015 Carroll Hospital and Carroll Health Group are no longer hiring Nicotine users, regardless of the frequency in which nicotine products are used. Please visit: for additional details
Badges:
Must be displayed while on duty/ campus at all times, must be worn above waist level with picture visible and, can not be altered/ adorned with stickers/ pins.
Uniforms:
Associates that are required to wear a uniform must adhere to that department’s uniform policy an procedure.
Personal Appearance:
Associates must present an appearance which: complies with applicable safety and health regulations, is in good taste, and is appropriate for contact with the public.
Use of Cologne/ Perfume Products & Odor of Tobacco Smoke:
The use of cologne, perfume, other scented products or the odor of tobacco smoke may have an adverse effect on patients, visitors or other Associates. If an individual’s use
he/she may be asked to refrain from using the products/ involvement of activities that result in smelling of smoke.
Details provided in handout in packet and available on the Intranet Fingernails:
Please see Appearance policy (Section III, F) – requirements vary based on position.
Casual Days:
The Hospital designates each Friday as a casual dress day. The Hospital may also designate other specific days as casual days throughout the year. On casual days, Associates should follow these dress guidelines:
condition, and have no holes.
condition.
acceptable if they do not include messages or pictures depicting drugs, alcohol, tobacco, or
good repair (no holes) and comply with applicable health and safety standards.
participate in casual days as determined by departmental leadership.
No one wants the flu, or to be the one who spreads it. In an effort to keep all Associates and the community healthy, all Associates are required to get an annual flu shot. Anyone with an approved flu vaccine exemption will be required to wear a mask from the 1st diagnosed case until flu season ends.
Group/ Job Title Vending Quantity/ Limits Administrator (Director, Manager, etc.) 25 Doctor 10 Staff 5 Student 2
lab
imaging
birthplace
hospitalists
care unit
How It Works: Click on the links below to understand how Dispense and Return scrubs Departments that utilize Scrubs Vending:
HR Contacts We are all here to help!
There are several areas Associates are permitted to park. Please look for areas designated by “Staff” parking. Additional information regarding evening and weekend parking will be reviewed during orientation.
Location:
6776 Reisterstown Rd
(West side of Reisterstown Rd Plaza Mall)
Suite 102 Baltimore, MD 21215
MVA by Appointment only at the following
Bel Air 501 West McPhail Rd. Bel Air, MD 21014 Frederick 1601 Bowman’s Farm Rd. Frederick, MD 21701 Waldorf 11 Industrial Park Dr. Waldorf, MD 20602
left to be completed.
reimbursed after successful
reimbursement.
On applicable to certain positions – such as BHS, PHP, Security
Specialist will review all of your documents for completion and take time to answer any questions you may have
items to provide to HR ASAP if there is anything you did not provide today
your badge today
participate in a survey to provide feedback around your experience during the Hiring and In-processing processes
to participate in the survey
Next Steps:
documentation to HR department ASAP, and no later than your 1st day of SPIRIT camp.