Introduction

This handbook is designed to acquaint staff members with Tulsa Family Psychiatry & Wellness and to summarize important policies, procedures, workplace expectations, and benefits. Staff members are expected to read, understand, and follow the policies in this handbook. Questions should be directed to the staff member’s manager, the CEO, or another designated member of leadership.

This handbook replaces prior handbook language and standalone policies that conflict with this handbook, unless a written employment agreement, benefit plan document, or later-issued written policy expressly provides otherwise.

The policies in this handbook are guidelines. Tulsa Family Psychiatry & Wellness reserves the right to interpret, revise, supplement, suspend, rescind, or discontinue any policy, procedure, benefit, or practice at any time, in whole or in part, in its sole discretion, subject to applicable law.

1. Our Company

Welcome

Welcome to Tulsa Family Psychiatry & Wellness. We are proud that you have chosen to work with us. Our patients expect compassionate, professional, and clinically responsible service. Every staff member contributes to that mission through reliability, confidentiality, teamwork, and respectful communication.

At-Will Employment

Employment with the Practice is at will. Either the staff member or the Practice may end the employment relationship at any time, with or without cause, reason, or advance notice, subject to applicable law. No manager, supervisor, or staff member has authority to alter the at-will relationship except by a written agreement signed by the CEO and the staff member.

Right to Revise Policies

The Practice reserves the right to interpret, revise, supplement, suspend, rescind, or discontinue any policy, procedure, benefit, or practice at any time, in whole or in part, in its sole discretion, except for the at-will employment policy, which may only be modified by a signed written agreement as stated above. This handbook is not a contract and does not guarantee employment, benefits, compensation, hours, or continued employment for any specific period.

Equal Employment Opportunity

The Practice is an equal opportunity employer. Employment decisions are made without unlawful discrimination based on race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, marital status, or any other status protected by applicable federal, state, or local law. This policy applies to recruitment, hiring, placement, training, compensation, promotion, discipline, termination, and all other terms and conditions of employment.

Disability Accommodation and Interactive Process

The Practice will provide reasonable accommodation to qualified individuals with disabilities when required by law and when the accommodation does not create an undue hardship or direct threat. Staff members who need an accommodation should notify their manager, the CEO, or another designated member of leadership. The Practice may request appropriate information to understand the limitation and evaluate possible accommodations.

Religious Accommodation

The Practice respects staff member’s sincerely held religious beliefs and will consider reasonable schedule changes, use of PTO, unpaid leave, or other accommodations when required by law and when the accommodation does not create an undue hardship. Staff members should request religious accommodations as far in advance as practical.

2. Employment Policies

Employment Classifications

The Practice classifies staff members for payroll, scheduling, overtime, and benefit eligibility purposes. Classifications do not alter at-will employment.

Classification	Definition	Benefit Eligibility Summary
Regular full-time staff member	Regularly scheduled to work thirty-two (32) or more hours per week on an ongoing basis.	Eligible for PTO, Birthday PTO, paid holidays, and other benefits subject to policy and plan requirements.
Regular part-time staff member	Regularly scheduled to work fewer than thirty-two (32) hours per week on an ongoing basis.	Not eligible for PTO, Birthday PTO, or paid holidays unless approved in writing by the CEO or required by law. May be eligible for other benefits only if plan documents allow.
Temporary, PRN, or occasional staff member	Hired for a temporary assignment, intermittent need, as-needed schedule, or limited project.	Not eligible for PTO, Birthday PTO, paid holidays, or other Practice-sponsored benefits unless specifically stated in writing or required by law.
Non-exempt staff member	Eligible for overtime and required to accurately record all time worked.	Paid overtime for hours worked over forty (40) in a workweek.
Exempt staff member	Paid on a salary basis and exempt from overtime under applicable wage and hour rules.	Must meet applicable legal requirements for exemption.

 

Introductory Employment Period

The first ninety (90) days of employment are generally considered an introductory period. This period allows the Practice and staff member to evaluate job fit, performance, attendance, reliability, professionalism, and ability to meet the requirements of the position. Completion of the introductory period does not guarantee continued employment or change the at-will nature of employment.

Background Checks and Pre-Employment Screening

Employment with Tulsa Family Psychiatry & Wellness may be contingent upon satisfactory completion of a criminal background check, professional reference check, license or certification verification, exclusion-screening review, and any other screening required by the Practice, payer contracts, accreditation standards, or applicable law.

Staff members must provide accurate and complete information during the application, onboarding, and credentialing process. Falsification, omission, or misrepresentation of information may result in withdrawal of an offer of employment, corrective action, or termination.

Drug testing is not required for every position or applicant. Tulsa Family Psychiatry & Wellness reserves the right to require drug testing at its discretion, including but not limited to situations involving reasonable suspicion, post-incident review, safety-sensitive concerns, compliance requirements, or other circumstances deemed appropriate by the Practice and permitted by law.

Internal Opportunities

When practical, the Practice may notify current staff members of open positions. Management may also recruit externally at any time. To be considered for an internal transfer or promotion, a staff member should generally be in good standing, meet the minimum qualifications, be able to perform the essential functions of the position with or without reasonable accommodation, and have served in the current role for at least six months unless waived by management.

Employment of Relatives and Close Personal Relationships

Tulsa Family Psychiatry & Wellness does not automatically prohibit the employment of relatives or individuals who have close personal relationships with current staff members or Practice leadership. However, such relationships must be disclosed when they could create an actual or perceived conflict of interest.

For purposes of this policy, a “relative” includes a spouse, child, parent, sibling, grandparent, grandchild, in-law, or any person living in the same household. A close personal relationship may include a dating relationship, engagement, romantic relationship, or other relationship that could reasonably affect workplace judgment or create a perceived conflict.

Staff members may not directly supervise, evaluate, discipline, approve time records for, or make compensation decisions for a relative or close personal relation unless specifically approved by Practice leadership with appropriate safeguards.

 

Staff Member Referral Bonus Plan

Tulsa Family Psychiatry & Wellness encourages staff members to identify and refer qualified candidates for open positions. Referrals can be a cost-effective recruiting tool and may help the Practice identify candidates who are a strong fit for the team, culture, and patient-care environment.

Eligibility

• All regular staff members may participate in the Staff Member Referral Bonus Plan, except the CEO, President, other executive leadership, staff members directly involved in hiring or selection for the open position, managers or supervisors who would directly supervise the referred candidate, and human resources staff if applicable.
• A referred candidate is not eligible for referral bonus purposes if the candidate is a current staff member, a former staff member within the past twelve (12) months, a temporary worker, or a contractor.
• The referring staff member should submit the candidate’s name, resume if available, and the position for which the candidate is being referred to their manager or the CEO before the candidate is hired.

Referral Bonus Amount

The referral bonus amount is $250 for a qualified referral who is hired into a regular full-time or regular part-time position and successfully completes the required employment periods.

Payment	Amount	Timing
Initial referral bonus	$125	After the referred staff member begins employment
Retention referral bonus	$125	After the referred staff member successfully completes six (6) months of employment

 

Referral bonuses are paid through payroll and are subject to applicable taxes and withholdings. Both the referring staff member and the referred staff member must be actively employed by Tulsa Family Psychiatry & Wellness at the time each bonus payment is due. The Practice reserves the right to modify, suspend, or discontinue the referral bonus program at any time.

3. Attendance, Scheduling, and Timekeeping

Attendance Standard

Reliable attendance and punctuality are essential in an outpatient psychiatric practice. Staff members are expected to be present, ready to work, and at their workstation at the start of each scheduled shift. Excessive absenteeism, tardiness, early departures, or patterns of absence may result in corrective action, up to and including termination.

Work Schedules

Work schedules are established by management based on patient care, coverage, provider schedules, administrative needs, and business operations. Staff members may not change scheduled hours, trade shifts, work overtime, work remotely, or leave early without management approval.

Call-In Procedure

Staff members who are unable to report to work as scheduled must notify their manager by phone call (not via text or email) or designated contact at least two (2) hours before the start of the scheduled shift whenever possible. The staff member should provide the reason for the absence or tardy, a reliable contact number, and the expected return-to-work date or time. In a true emergency, the staff member or a designee should notify management as soon as reasonably possible.

Tardiness, Early Departure, and Unscheduled Absences

• A tardy occurs when a staff member is not clocked in and ready to work at the assigned workstation five (5) or more minutes after the scheduled start time or after a meal period.
• An early departure occurs when a staff member leaves work before the scheduled end time without approval.
• An unscheduled absence is an absence that has not been approved at least forty-eight (48) hours in advance, except where protected by applicable law or approved by management due to emergency circumstances.
• An absence of multiple days due to the same illness, injury, or approved reason may be treated as one occurrence for attendance tracking, at management’s discretion and subject to applicable law.

Attendance Corrective Action

Attendance issues are reviewed on a case-by-case basis. The Practice may consider frequency, pattern, severity, patient care impact, prior warnings, and whether the absence is protected by applicable law. The Practice may use coaching, verbal warning, written warning, final warning, suspension, or termination depending on the circumstances.

Rolling Six-Month Pattern	Typical Response
3 occurrences	Coaching session documented to file
Next occurrence	Verbal warning documented to file
Next occurrence	Written warning
Next occurrence	Final written warning and/or suspension
Next occurrence	Termination may be considered

 

Management may accelerate corrective action for serious attendance issues, no-call/no-show events, dishonesty, patient care disruption, or repeated patterns such as frequent Monday/Friday absences.

No Call / No Show and Job Abandonment

Not reporting to work and not notifying management is a serious matter. A no call/no show may result in final warning or termination depending on the circumstances. Three consecutive scheduled workdays with no call/no show will generally be treated as job abandonment and a voluntary resignation, unless the Practice determines that extraordinary circumstances justify a different outcome.

Timekeeping

Non-exempt staff members must accurately record all time worked using the Practice’s designated timekeeping system. Staff members must clock in and out for work shifts and unpaid meal periods. Off-the-clock work is prohibited. Staff members must promptly report missed punches, timekeeping errors, or interrupted meal periods to their manager. Falsifying time records, clocking in or out for another staff member, or directing someone to work off the clock may result in discipline up to and including termination.

Overtime

Non-exempt staff members will be paid overtime for hours worked over forty (40) in a workweek. PTO, holiday pay, bereavement pay, and other paid non-work time do not count as hours worked for overtime calculations. Overtime must be approved in advance by management. Staff members will be paid for all hours worked, but unauthorized overtime may result in corrective action.

Meal Periods

All hourly, non-exempt staff members are expected to take a scheduled, uninterrupted meal period during the workday when assigned. Meal periods must be taken as either a thirty (30) minute or one (1) hour unpaid period, depending on the position and coverage needs. Staff members must clock out at the beginning of lunch and clock back in when returning to work.

• Meal periods must be scheduled to maintain adequate front desk, clinical, phone, and patient coverage.
• Staff members may not perform work during an unpaid meal period, including answering phones, responding to messages, checking email, assisting patients, or completing administrative tasks.
• A staff member may return early from lunch only if approved by the staff member’s manager; however, a minimum break of at least twenty (20) minutes must be taken when an early return is approved.
• Any interrupted or missed meal period must be reported so the staff member can be paid correctly.

4. Paid Time Off, Holidays, and Leave

PTO Eligibility

Regular full-time staff members scheduled to work thirty-two (32) or more hours per week are eligible to accrue PTO. PTO begins accruing on the staff member’s date of hire, but staff members must have started work and received at least one paycheck before using accrued PTO. Staff members scheduled for fewer than thirty-two (32) hours per week are not eligible for PTO unless approved in writing by the CEO or required by law.

PTO Accrual Schedule

Completed Service	PTO Accrual per Biweekly Pay Period	Annual PTO Accrual
0 to less than 2 years	2.46 hours	64 hours / 8 days
2 to less than 5 years	3.69 hours	96 hours / 12 days
5 to less than 10 years	4.62 hours	120 hours / 15 days
10+ years	5.62 hours	146 hours / 18 days

 

Accrual calculations assume twenty-six (26) biweekly pay periods per year. If payroll frequency changes, accrual rates may be adjusted to maintain the stated annual benefit.

 

Benefits Summary

The following summary highlights common Practice benefits. Eligibility, timing, and administration are governed by the detailed policies in this handbook and any applicable plan documents.

Benefit	Amount	Notes
Paid Holidays	7 days annually	Available to eligible regular full-time staff members scheduled thirty-two (32) or more hours per week; subject to holiday eligibility rules.
Birthday PTO	8 hours annually	Available to eligible regular full-time staff members scheduled thirty-two (32) or more hours per week; must be used in the calendar year awarded and is not paid out at separation.
Unpaid Time Off (UPTO)	Up to 40 hours annually	Available after PTO is exhausted; approval required and not guaranteed.
Unpaid Personal Leave (UPL)	Case-by-case	Applies to extended unpaid leave beyond UPTO; CEO or designee approval required.
401(k) Match	Up to 3%	Subject to plan eligibility requirements and the terms of the 401(k) plan.

 

PTO Use and Scheduling

• PTO may be used for vacation, personal time, illness, injury, medical appointments, or care for an immediate family member.
• PTO must be requested through the payroll/timekeeping system and approved by management.
• Requests for one or two days of PTO should be submitted at least forty-eight (48) hours in advance when possible.
• Requests for three or more consecutive workdays of PTO should be submitted at least two (2) weeks in advance when possible.
• PTO requests may be denied or modified based on provider schedules, staffing levels, patient care needs, competing requests, or business operations.
• PTO may not be used to extend employment after a staff member’s last day worked unless approved by the CEO.
• PTO does not count as hours worked for overtime purposes and does not accrue during unpaid leave unless required by law or approved in writing.

Birthday PTO

Eligible regular full-time staff members scheduled to work thirty-two (32) or more hours per week receive eight (8) hours of Birthday PTO each calendar year. Birthday PTO may be used on the staff member’s birthday or on another approved day during the same calendar year. Birthday PTO does not roll over, is not paid out at separation, and must be approved through the normal time-off process. Staff members scheduled for fewer than thirty-two (32) hours per week are not eligible for Birthday PTO unless approved in writing by the CEO.

PTO Carryover

Staff members may carry over unused PTO from one anniversary year to the next, up to a maximum of eighty (80) hours. Any PTO balance above eighty (80) hours at the staff member’s anniversary date may be forfeited unless otherwise required by law or approved by the CEO in writing.

PTO Payout at Separation

Staff members who voluntarily resign and provide at least two (2) weeks’ written notice may be eligible to receive payment for unused, accrued PTO, subject to the limits below.

Completed Service	Maximum PTO Payout
Less than 6 months	No PTO payout
6 months to less than 3 years	Up to 40 hours
3 years to less than 6 years	Up to 64 hours
6 years to less than 10 years	Up to 96 hours
10+ years	Up to 120 hours

 

Staff members terminated for cause, staff members who resign without providing at least two (2) weeks’ written notice, and staff members with less than six (6) months of completed service are not eligible for PTO payout unless otherwise approved by the CEO or required by law. Birthday PTO and Unpaid Time Off are not paid out. Any accrued PTO beyond the applicable maximum payout amount will be forfeited unless otherwise required by law.

Paid Holidays

Regular full-time staff members scheduled to work thirty-two (32) or more hours per week are eligible for paid holidays. Staff members scheduled for fewer than thirty-two (32) hours per week are not eligible for paid holidays unless approved in writing by the CEO or required by law. The Practice generally observes the following paid holidays:

• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Day
• If a holiday falls on a weekend, the Practice may observe the holiday on the preceding Friday or following Monday, or may designate another schedule.
• To receive holiday pay, the staff member must work the scheduled workday before and the scheduled workday after the holiday unless the absence is approved in advance or otherwise protected by law.
• Holiday pay is not included as hours worked for overtime calculations.
• The Practice may close for additional days, which may be paid, unpaid, or handled through PTO at management’s discretion.

Unpaid Time Off (UPTO)

The Practice recognizes that staff members may occasionally need time away from work after all available PTO has been exhausted. Regular full-time staff members may request up to forty (40) hours of unpaid time off per calendar year. Unpaid Time Off is intended for occasional personal needs and unforeseen circumstances. It is not an extension of vacation benefits and does not create an ongoing reduced schedule.

• Unpaid Time Off must be requested as far in advance as possible and is subject to approval based on staffing, patient care, and operational needs.
• Approval is not guaranteed. Excessive unpaid absences, repeated requests beyond the annual allotment, or patterns of unscheduled absenteeism may be addressed through performance management.
• Nothing in this policy limits rights under applicable law, including reasonable accommodation, military leave, workers’ compensation, or other protected leave rights.

 

Flexible Fridays

Tulsa Family Psychiatry & Wellness recognizes that limited schedule flexibility may support staff member morale, work-life balance, and retention while still maintaining reliable patient care and operational coverage.

Flexible Fridays may be considered on a case-by-case basis when staffing levels, patient-care needs, provider schedules, phone coverage, administrative workload, and overall Practice operations allow. Flexible Fridays are not guaranteed and are not an automatic benefit or entitlement.

A Flexible Friday arrangement may include a shortened workday, modified schedule, remote work, adjusted duties, or approved unpaid schedule flexibility, depending on the staff member’s role and the needs of the Practice.

Flexible Friday time is separate from PTO, Birthday PTO, Unpaid Time Off, and Unpaid Personal Leave. Approved Flexible Friday time will not reduce a staff member’s PTO balance, Birthday PTO, annual UPTO allotment, or eligibility for Unpaid Personal Leave unless the Practice and staff member specifically agree that PTO or another time-off category will be used.

All Flexible Friday arrangements must be approved in advance by the staff member’s manager, CEO, or Practice leadership. Staff members should not assume a Flexible Friday has been approved unless they have received clear approval from management.

Approval may be denied, modified, or withdrawn based on business needs, patient-care needs, staffing, attendance history, performance concerns, or other operational considerations.

Nothing in this policy changes the Practice’s attendance expectations, PTO policies, overtime rules, or at-will employment relationship.

Unpaid Personal Leave (UPL)

Unpaid Personal Leave is an extended unpaid leave of absence or reduced work schedule that exceeds forty(40) hours of unpaid time off in a calendar year. It may be considered for family issues, extenuating personal needs, a medical condition, or other exceptional circumstances. Unpaid Personal Leave is discretionary unless required by applicable law.

• Staff members must generally complete at least three (3) months of employment before requesting Unpaid Personal Leave.
• All available PTO and annual Unpaid Time Off must generally be exhausted before Unpaid Personal Leave begins unless the Practice approves otherwise or the leave is legally protected.
• Requests must be submitted in writing to the staff member’s manager and CEO or designee as soon as practical. Supporting documentation may be required.
• Approval depends on the reason for leave, job duties, performance, attendance history, staffing, coverage, effect on operations, and prior use of leave benefits.
• PTO and holiday pay do not accrue during Unpaid Personal Leave unless required by law or approved in writing. Continued employment or return to the same or equivalent position is not guaranteed unless required by law.
• Failure to return at the end of approved leave may be treated as voluntary resignation.

Medical, Family, and Other Protected Leave

The Practice will comply with applicable federal, state, and local leave laws when they apply. Because leave requirements depend on employer size, staff member eligibility, location, and the type of leave requested, not every leave law applies to every staff member or every employer. Staff members who need medical, family, pregnancy-related, military, workers’ compensation, domestic violence, accommodation-related, or other protected leave should notify management as soon as practical so the Practice can evaluate the request under applicable law and Practice policy.

Bereavement Leave

Eligible regular full-time staff members may receive up to three (3) scheduled workdays of paid bereavement leave for the death of an immediate family member. Immediate family includes spouse, parent, step-parent, child, step-child, grandchild, step-grandchild, grandparent, step-grandparent, sibling, step-sibling, foster child, and corresponding in-law relationships. PTO may be requested for funerals or bereavement needs involving others. Staff members should notify management as soon as possible.

Voting Leave

The Practice provides voting leave in accordance with Oklahoma law. A registered voter who does not have sufficient time outside scheduled working hours to vote may request up to two (2) hours of paid time off to vote on Election Day or during an authorized in-person absentee/early voting period. Staff members must provide oral or written notice at least three (3) days before the election or early voting date. The Practice may designate the time during which the staff member may be absent or may adjust the work schedule to allow time to vote. Voting leave is not available when the staff member has three (3) or more consecutive hours before or after the scheduled workday while polls are open. The Practice may require proof that the staff member voted. If the staff member does not vote, the time away from work may be unpaid.

Jury Duty

The Practice supports staff members fulfilling their civic obligation to serve on a jury. Staff members must notify their manager as soon as possible after receiving a jury summons and provide a copy of the summons if requested. Staff members will be excused from work for time spent responding to a jury summons, participating in jury selection, or serving on a jury. The Practice will not discharge, discipline, penalize, or retaliate against a staff member for jury duty service.

Jury duty leave is unpaid unless the staff member voluntarily elects to use available PTO. The Practice will not require or request that a staff member use PTO, leave for jury duty. Staff members are expected to report to work for any portion of the workday when they are released from jury duty and it is reasonable to return to work.

Military Service

Staff members who need leave for military service, military training, or related obligations should notify management as soon as possible and provide orders or documentation when available. The Practice will comply with applicable federal and state military leave and reemployment rights. Military leave is generally unpaid unless the staff member voluntarily elects to use available PTO.

Inclement Weather and Emergency Closures

The Practice may close, delay opening, close early, or shift work to remote operations due to severe weather, utility outages, public health needs, or other emergencies. Staff members should follow management instructions and patient coverage protocols. Non-exempt staff members will be paid for actual hours worked. If the Practice is open and a staff member chooses not to report due to weather or safety concerns, PTO or unpaid time may apply unless otherwise approved or required by law.

5. Benefits and Reimbursement

Health and Insurance Benefits

The Practice may offer health, dental, vision, life, disability, or other insurance benefits from time to time. Eligibility, enrollment, waiting periods, staff member contributions, dependent coverage, continuation rights, and plan terms are governed by the official plan documents and carrier rules. If this handbook conflicts with a plan document, the plan document controls. Benefit offerings may be modified, suspended, or discontinued, subject to applicable law and plan terms.

Continuation of Health Insurance

The Practice currently has fewer than twenty (20) staff members. Continuation coverage or similar rights will only be offered to the extent available under an applicable benefit plan or governing law. If continuation coverage or similar rights are available, the Practice will administer those rights according to the terms of the plan and applicable law. Nothing in this handbook is intended to create continuation coverage rights beyond those required by law or provided by the applicable benefit plan.

401(k) Plan

The Practice has established a 401(k) Plan for eligible staff members. The CEO serves as the Plan Administrator. Eligible staff members may receive up to a three percent (3%) employer match after the applicable eligibility criteria have been met. Specific details regarding eligibility, enrollment, vesting, contribution limits, employer match, investment options, and other plan provisions are governed by the official plan documents and Summary Plan Description. If this handbook conflicts with the official plan documents, the plan documents control. Staff members may request plan information from the CEO or designee.

Workers’ Compensation

Staff members must report any work-related injury, illness, exposure, accident, needle stick, fall, or safety incident to management immediately, even if the staff member does not believe medical treatment is needed. The Practice provides workers’ compensation coverage as required by law. Retaliation for reporting a work-related injury or filing a workers’ compensation claim is prohibited.

Business Expenses and Reimbursement

Business expenses must be reasonable, necessary, pre-approved when required, and supported by receipts or other documentation. Staff members must submit reimbursement requests promptly through the process designated by management. The Practice may deny reimbursement for expenses that are not approved, not documented, excessive, personal in nature, or inconsistent with policy.

• Mileage: Mileage for approved business travel may be reimbursed at the rate designated by the Practice, not to exceed applicable IRS guidance unless approved by the CEO.
• Meals and travel: Meal, lodging, and travel expenses must be pre-approved unless an emergency makes advance approval impractical.
• Commuting: Ordinary travel between home and the regular worksite is not reimbursable.

6. Workplace Standards

Professional Conduct

Staff members are expected to act with professionalism, courtesy, accuracy, integrity, and respect. Because the Practice serves patients seeking mental health care, staff members must be particularly attentive to tone, confidentiality, timeliness, follow-through, and emotional safety.

• Treat patients, families, providers, coworkers, contractors, and vendors with respect.
• Avoid gossip, bullying, hostile communication, ridicule, threats, intimidation, or behavior that undermines teamwork.
• Follow lawful and reasonable instructions from management.
• Maintain accurate records and never falsify documents, time records, notes, billing information, incident reports, or employment records.
• Do not access, use, disclose, or discuss patient information unless required for assigned job duties.

Patient Relations and Service Standards

Staff members must communicate with patients in a calm, professional, and solution-oriented manner. Patients may be distressed, anxious, frustrated, confused about insurance, or in need of urgent guidance. Staff members should remain respectful, follow Practice workflows, and escalate concerns to management or clinical staff when needed. Staff members may not provide clinical advice unless licensed and authorized to do so.

Appearance and Dress Code

Staff members must maintain a clean, neat, modest, and professional appearance appropriate for a healthcare setting. Clothing must be safe, functional, and not disruptive to patient care or office operations. Management may establish position-specific dress expectations, including scrubs, business casual attire, closed-toe shoes, name badges, or other standards. Clothing with offensive, political, sexually explicit, discriminatory, drug/alcohol-related, or otherwise inappropriate content is prohibited. Fragrances should be limited because patients and coworkers may have sensitivities.

Phone Calls, Messages, and Personal Devices

Personal phone use must not interfere with work, patient service, safety, confidentiality, or coworkers’ responsibilities. Staff members may not use personal devices to photograph, record, transmit, store, or discuss patient information unless expressly authorized by management and compliant with HIPAA and Practice security requirements.

Non-Business and Social Visits

Personal visitors, social visits, and non-business interruptions should be limited and must not interfere with work, patient privacy, or clinic operations. Visitors may not be in patient care areas, work areas containing PHI, or private office spaces unless approved by management.

Social Media

Staff members must use caution when posting online. Staff members may not post patient information, patient stories, screenshots, images, appointment details, internal communications, confidential business information, or anything that could reasonably identify a patient or reveal PHI. Staff members may not speak on behalf of the Practice online unless authorized. Staff members should not engage in arguments with patients, former patients, or the public about Practice matters on social media.

Tobacco, Vaping, Drug, and Alcohol Policy

The Practice maintains a tobacco- and smoke-free workplace, including cigarettes, cigars, pipes, marijuana, and vaping devices. Staff members may not report to work impaired or under the influence of alcohol, illegal drugs, misused prescription medication, or any substance that impairs the ability to safely and effectively perform job duties.

• Possession, use, sale, distribution, manufacture, or dispensation of illegal drugs or unauthorized controlled substances on Practice property or while conducting Practice business is prohibited.
• A staff member using a lawfully prescribed medication that may impair judgment, alertness, coordination, or the ability to safely perform work should notify their manager or the CEO so appropriate workplace considerations can be evaluated. Staff members should not disclose unnecessary medical details unless requested as part of an accommodation or fitness-for-duty process.
• The Practice may require drug or alcohol testing at its discretion where permitted by law, including reasonable suspicion, post-incident review, safety-sensitive concerns, compliance requirements, return-to-duty, or other circumstances deemed appropriate by the Practice. Refusal to cooperate may result in discipline up to and including termination.

Workplace Harassment

The Practice prohibits unlawful harassment, discrimination, bullying, and retaliation. Harassment may include unwelcome verbal, physical, visual, or electronic conduct based on a protected status or any conduct that creates an intimidating, hostile, or offensive work environment. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, sexual jokes or comments, inappropriate touching, repeated requests for dates, sexually explicit images, or other conduct of a sexual nature.

Reporting Harassment, Discrimination, or Retaliation

Staff members who experience or observe harassment, discrimination, retaliation, workplace violence, safety concerns, or unethical conduct should report the issue promptly to their manager, the CEO, or another member of leadership. Staff members are not required to report concerns to the person who is the subject of the complaint. Reports will be reviewed as promptly and discreetly as possible. Retaliation for making a good-faith report or participating in an investigation is prohibited.

7. Confidentiality, HIPAA, and Compliance

Confidential Information

Staff members may learn confidential business, financial, operational, payer, provider, vendor, personnel, or patient information while working for the Practice. Confidential information must be used only for legitimate Practice business and may not be disclosed to unauthorized persons during or after employment.

• Confidential information includes patient records, patient lists, appointment information, payer contracts, pricing, billing records, financial records, protocols, business plans, staff records, passwords, systems information, policies, templates, and other non-public Practice information.
• Staff members may not remove, copy, email, photograph, download, or transmit Practice documents or data except as authorized for assigned work.
• Staff members must return all Practice property, documents, and data upon request or separation.

HIPAA Privacy and Security

Staff members are responsible for protecting Protected Health Information (PHI) and following HIPAA privacy and security requirements. PHI may be accessed, used, or disclosed only for authorized job duties and only to the minimum extent necessary. Staff members must complete required HIPAA, OSHA, and compliance training as assigned.

• Do not discuss PHI where unauthorized persons can hear.
• Do not leave charts, printed materials, screens, faxes, labels, prescriptions, or other PHI visible or unsecured.
• Do not share passwords, access codes, badges, keys, or authentication methods.
• Immediately report suspected privacy, security, or compliance incidents to the HIPAA Compliance Officer, CEO, or designated manager.
• Dispose of paper or electronic information containing PHI only through approved secure disposal methods.

Release of Information

Requests for records, subpoenas, legal documents, patient authorizations, insurance requests, disability paperwork, school forms, attorney requests, or third-party communications must be handled according to Practice workflows. Staff members may not release records or information unless authorized and trained to do so.

Compliance Reporting

Staff members must report suspected compliance concerns, billing irregularities, privacy incidents, safety issues, fraud, waste, abuse, or policy violations promptly. Good-faith reporting is protected, and retaliation is prohibited.

8. Information Technology and Cybersecurity

General Technology Rules

Practice technology resources are provided for authorized business purposes. This includes computers, laptops, phones, email, internet access, networks, EHR systems, billing systems, telehealth platforms, cloud storage, messaging systems, printers, scanners, and other systems used for Practice work.

• Use only approved systems and accounts for Practice business.
• Protect passwords and use multi-factor authentication when required.
• Lock screens when away from workstations.
• Do not install unapproved software, browser extensions, applications, or storage tools.
• Do not store PHI on personal devices, personal email, personal cloud storage, or unapproved removable media.
• Report lost devices, suspicious emails, malware, unauthorized access, or security concerns immediately.

Email, Messaging, and Internet Use

Staff members must use email, portal messages, faxes, texts, and other communication systems professionally and securely. PHI may be transmitted only through approved methods and consistent with Practice policy. Internet use must not interfere with work, expose the Practice to security risk, or involve unlawful, offensive, discriminatory, harassing, sexually explicit, or inappropriate content.

AI and Automation Tools

Staff members may not enter PHI, confidential business information, staff records, payer data, credentials, passwords, or internal operational details into artificial intelligence, transcription, summarization, automation, or third-party tools unless the Practice has approved the tool and confirmed appropriate privacy and security safeguards.

Monitoring and No Expectation of Privacy

Staff members should have no expectation of privacy when using Practice systems, accounts, devices, networks, or technology resources. The Practice may access, monitor, review, preserve, or disclose information on Practice systems as permitted by law and as needed for business operations, security, compliance, investigations, or legal obligations.

Remote Work

Remote work is permitted only with management approval. Remote staff members must maintain a private workspace, reliable internet, secure devices, appropriate background privacy for calls or telehealth-related work, and compliance with HIPAA. PHI may not be printed, left visible, stored locally, or discussed where unauthorized persons can hear. Remote work approval may be changed or revoked at any time based on performance, security, coverage, or business needs.

9. Safety, Security, and Facility Rules

Safety and OSHA

Staff members must follow safety rules, infection control procedures, emergency instructions, and OSHA-related training. Unsafe conditions, workplace injuries, exposure incidents, hazards, threats, malfunctioning equipment, or security concerns must be reported immediately.

Infection Control

Staff members must follow Practice infection control procedures, including hand hygiene, cleaning protocols, personal protective equipment when required, safe handling of supplies, and reporting of exposure incidents. Staff members who have symptoms of a contagious illness should notify management for guidance before reporting to work.

Emergency Evacuation

Staff members must know emergency exits, evacuation routes, shelter locations, fire extinguisher locations if applicable, and emergency communication procedures. During an emergency, staff members should follow management instructions, assist patients and visitors when safe, and not re-enter evacuated areas until cleared.

Workplace Violence

Threats, intimidation, stalking, physical violence, aggressive behavior, harassment, or weapons-related conduct are prohibited. Staff members must report threats or concerning behavior immediately. In an immediate emergency, call 911 first and then notify management as soon as safe.

Weapons

Weapons, firearms, explosives, fireworks, and dangerous instruments are prohibited inside Practice facilities, patient care areas, and work areas, except as otherwise required by law. Staff members who are legally permitted to possess a firearm may store it in their locked personal vehicle in accordance with Oklahoma law.

Keys, Access Cards, and Property

Keys, access cards, devices, equipment, documents, records, supplies, badges, credit cards, and other Practice property are issued for authorized business use only. Staff members must protect these items from loss or misuse and return them immediately upon request or separation. Lost keys, access cards, devices, or records must be reported immediately.

Workplace Searches

The Practice may inspect Practice property, work areas, desks, files, equipment, devices, systems, and storage areas as permitted by law. Personal items brought onto Practice premises may be subject to inspection when the Practice has a legitimate business, safety, security, or compliance reason and when permitted by law. Refusal to cooperate may result in corrective action.

Distracted Driving

Staff members conducting Practice business must drive safely and comply with traffic laws. Staff members may not text, email, enter data, read messages, or handle PHI while driving. Phone use should be hands-free and limited to safe circumstances. Staff members should not drive if impaired, unsafe, or distracted.

10. Discipline, Grievances, and Separation

Progressive Discipline

The Practice may use progressive discipline to address conduct, attendance, performance, communication, compliance, or policy issues. Depending on the circumstances, discipline may include coaching, verbal warning, written warning, final warning, suspension, demotion, reassignment, or termination. The Practice may skip steps or terminate employment immediately when it determines that the seriousness of the situation warrants it. This policy does not change at-will employment.

Examples of Prohibited Conduct

• Violation of HIPAA, confidentiality, privacy, or security policies.
• Falsification of time records, patient records, billing records, incident reports, employment documents, or other records.
• Theft, dishonesty, fraud, misuse of Practice funds, or unauthorized discounts or adjustments.
• Insubordination or refusal to follow reasonable management instructions.
• Excessive absenteeism, tardiness, early departures, or job abandonment.
• Working off the clock or directing others to work off the clock.
• Bullying, harassment, discrimination, retaliation, threats, or workplace violence.
• Possession, use, sale, or distribution of illegal drugs or unauthorized controlled substances.
• Reporting to work impaired or unable to safely perform job duties.
• Unauthorized access, use, disclosure, copying, photographing, downloading, or removal of Practice records or PHI.
• Misuse of technology, passwords, remote access, email, internet, AI tools, or Practice devices.
• Careless or inefficient job performance, repeated errors, or failure to meet performance standards.
• Failure to report safety incidents, compliance concerns, or workplace injuries.
• Conduct that damages patient trust, coworker relationships, vendor relationships, or the Practice’s reputation.

Grievance and Open-Door Procedure

Staff members are encouraged to raise questions, suggestions, concerns, and complaints promptly. Most concerns should first be discussed with the staff member’s immediate manager. If that is inappropriate or ineffective, staff members may contact the CEO or another member of leadership. Complaints should be submitted in writing, when possible, but reports of harassment, discrimination, retaliation, safety concerns, or compliance issues do not have to be in writing.

Performance Reviews and Compensation

Performance reviews may be conducted after the introductory period and periodically thereafter. Reviews may consider job knowledge, accuracy, productivity, attendance, professionalism, patient service, teamwork, communication, confidentiality, compliance, and ability to meet role expectations. A performance review does not guarantee a pay increase, bonus, promotion, or continued employment.

Separation from Employment

Staff members are encouraged to provide at least two (2) weeks’ written notice of resignation. The Practice may accept a resignation immediately, may designate an earlier final workday, or may place the staff member on administrative leave during the notice period. Staff members must return all Practice property and cooperate with transition duties. Final pay and any eligible PTO payout will be handled according to Practice policy and applicable law.

References and Employment Verification

All employment verification and reference requests should be directed to the CEO or designee. Staff members are not authorized to provide official references or employment information on behalf of the Practice unless approved