Policy Manual sample

MDT Home Health Care Agency, Inc. HOME HEALTH CARE AGENCY STAFF CONCERN Employee Complaint and Grievance process POLICY: To resolve employee complaints (including Ethical Concerns) through a formal grievance process and is designed specifically for field/office staff. The Grievance Process is intended to supplement, not replace, routine and informal methods of responding to and resolving employee complaints. PROCEDURE: Any employee who believes that he/she has been subjected to discriminatory, unfair, unethical manner or unjust treatment concerning his/her conditions of employment has the responsibility to complain about said treatment as soon as possible. In cases where resolution cannot be made through informal processes, the employee may choose to file a formal grievance with his/her supervisor. Regular and effective communication between supervisor and employees reduces the likelihood of misunderstanding and conflict. Before initiating Step 1 of the Grievance Process, the employee must make at least one informal attempt to resolve the complaint. If the employee feels uncomfortable in attempting to do this by him/herself, assistance is available through the Human Resources Department. An employee utilizing this procedure is entitled to file a grievance without interference, coercion, discrimination, or reprisal. FORMAL RESOLUTION If the employee is unsuccessful in resolving his/her complaint informally, he/she may contact the Administrator or Grievance Coordinator in the Human Resources Department to file a formal grievance. GRIEVANCE PROCESS Step 1: A grievance is to be filed with an employee's immediate supervisor within thirty (30) days following occurrence or the employee becoming aware, through the exercise of due diligence, of the action that is the subject of the grievance. If the action or conduct of the first line supervisor is the basis of an employee's grievance, the grievance may be filed with the second line supervisor. An employee must state in writing the basis of the grievance or complaint together with the corrective action desired. If an employee wishes to submit additional information or documentation, it should be attached to the grievance. If a grievance is filed that alleges discrimination on the basis of race, color, religion, national origin, sex, disability, age forty (40) or over, the recipient of this grievance must immediately notify the Administrator or agency CEO. Step 2: Administrator Review – Within 30 calendar days of grievance assignment, the Administrator reviews the grievance request and speaks with the appropriate individuals. To develop an appropriate resolution to the grievance, the Administrator speaks with the grievant, the grievant’s supervisor and the Human Resources Representative who was involved in the action. If all parties agree on a resolution, the assigned Administrator present the resolution to the Human Resources (or designee) for approval within 10 calendar days of developing the resolution. If approved, the Human Resources sends a letter to the employee informing him/her of the decision within 10 calendar days of the Administrator (or designee’s) approval. The decision is final; there are no appeals in this process. Step 3: If not approved, the grievance is referred to the Board of Director for a hearing. The Board of Director shall issue findings and a final determination in writing to the employee within ten (10) work days. The President of the Board of Directors is the final decision maker involving complaints. The decision is final; there are no appeals in this process. Home Health Agency. - - Personnel/Operations Policies B-61