Medical and Surgical Vision Care

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Our optical boutique

Our optical boutique offers full optical services. Our goal is for you to be confident and happy with your eyewear decisions and we strive to give every patient the highest level of personal attention. With over five hundred beautiful frames to choose from, we are confident that we can cater to your own unique and individual needs. We offer the most current styles, shapes, and colors, from the top designers, to compliment any face. Our optical boutique offers the most current, advanced lens technology and all recommendations are based on your individual prescriptions, needs, and lifestyle.

Different type of Lenses

Lenses for glasses are either single-vision or multifocal.

Single Vision Lenses

These lenses have only one correction on them; only for reading or only for distance correction. Multifocal lenses correct more than one vision problem. They may correct for distance, intermediate, and near distances. With aging, multifocal lenses become a necessity for most people. The natural lens in the eye loses it elasticity and makes seeing near objects more difficult.

Multifocal Lenses

Bifocals: These lenses are divided in two segments. The top part is used for distance vision and the bottom part is used for close vision.


Trifocals: These are just like bifocals, except the lens is divided into three segments. The top is for distance vision, the middle for intermediate vision, and the bottom for close-up  or near vision. There are visible lines that divide these sections.

 

Progressive no-line multifocal lenses:  Progressive lenses have no visible line in the lens dividing the segments for distance, intermediate, and close-up vision. Instead there is a smooth transition between the sections of the lens. Initially, learning to see with progressive lenses may be awkward but many users of this type of lenses find them to be worth the initial trouble since they can provide useful vision at several distances.

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Lens Type
Features
    Benefits
Anti-Reflective Lenses
  • Increased light transmission with lens.
  • Reduced reflection of light from/on the surface of the lens.
  • Reduced eye strain.
  • You’ll see better at night while driving.
  • Others will be able to see your eyes better and clearer.
  • You’ll notice a reduction in glare and ghost images when wearing these lenses.
High Index Lenses
  • Lower specific gravity lens
  • High index of refraction with lens.
  • You’ll notice this lens is lighter and thinner than others.
  • This lens type looks thinner in the frame.
  • With this lens type, other people can’t tell that you have a strong prescription.
Photochromic Lenses
  • UV light activates the crystals in the lens to make it darker.
  • The lens blocks UV light.
  • Because these lenses block harmful UV light, they prevent damage that could otherwise be done to your eyes.
  • You’ll notice the lens has no tint while indoors, however when you’re outside, it darkens.
  • You can combine sun protection with a regular indoor lens as this is a dual purpose lens (indoor & outdoor).
Polarized Lenses
  • Blocks horizontal reflected light.
  • Best sun lenses for reflections off of flat surfaces.
  • This lens is best for the sun when you drive.
  • This lens can block the glare from water, road, snow or any shiny surface for you.
Polycarbonate Lenses
  • Higher index lens.
  • Superior impact-resistant lens with a UV filter.
  • Lighter weight lens.
  • This lens type is thinner and lighter for your comfort.
  • Your children will be safer in these lenses because the lenses won’t shatter.
  • These lenses are great for sports because they are the strongest plastic lens.
Progressive Lenses
  • Multifocal lens.
  • There is no image-jumping with this lens.
  • Gradual change in the power from the top of the lens to the bottom.
  • There are no lines on the lenses.
  • Because there is no image-jumping with this lens, it is more like natural vision.
  • You’ll notice there are no lines in this lens, making it more attractive on your face.
  • With this lens type, you can see from a distance, sit at a computer, and read up close.
  • When you wear this type of lens, it makes you look younger.
UV Protective Lenses
  • This lens protects the eyes from the sun and UV rays.
  • This lens helps prevent a number of serious eye diseases.

 

 

 

 

 

 

 

MEDICAL AND SURGICAL VISION CARE, INC.

 

 

 

 

EMPLOYEE HANDBOOK

 

 

 

February 2007

  

Notice of Proprietary Information

 

This Handbook is the property of Medical and Surgical Vision Care-.  The information contained herein is proprietary to this Practice and may not be copied or reproduced without the express written permission of the Practice’s President.  This Handbook has been prepared for the express use of personnel employed by our Practice.   

 


TABLE OF CONTENTS

 

Section I – Our Office 

 

Office Policies ............................................................................................................................. 1  

Distribution of Policy .................................................................................................................. 2  

 

Section II – Practice Policies  

 

Policy Against Harassment .......................................................................................................... 3  

HIPPA Compliance ..................................................................................................................... 4

Immigration Law Compliance ..................................................................................................... 5

 

Section III – Our Policies 

 

Reference Request ....................................................................................................................... 6  

Bonding of Employees ................................................................................................................ 6  

Terms of At-Will Employment .................................................................................................... 6  

Orientation and Training .............................................................................................................. 6  

New Employee Performance Review .......................................................................................... 7  

Employee Classification  ............................................................................................................. 7  

Problems and Concerns: Resolution Procedures.......................................................................... 9  

Your Work Schedule ................................................................................................................... 9  

Keeping Track of Your Time ....................................................................................................... 9  

Compensatory Time Off ............................................................................................................ 10  

Hours of Employment ............................................................................................................... 10  

Rest, Relaxation and Nutrition .................................................................................................. 10  

When the Doctor is Away ......................................................................................................... 11  

Absenteeism ............................................................................................................................... 11  

Tardiness .................................................................................................................................... 11  

Personal Time Off ...................................................................................................................... 11  

Job Abandonment ...................................................................................................................... 12  

Wages and Salaries .................................................................................................................... 12  

Salary Adjustment ..................................................................................................................... 12  

Payday ....................................................................................................................................... 12  

Payroll Deductions .................................................................................................................... 12  

Advance Payment of Wages ..................................................................................................... 13  

Lost Paychecks........................................................................................................................... 13  

On-the-Job Accidents................................................................................................................. 13  

Overtime Pay.............................................................................................................................. 14  

Continuing Education................................................................................................................. 14  

Paid Holidays............................................................................................................................. 14  

Jury Duty.................................................................................................................................... 15  

Disclaimer Notice....................................................................................................................... 15  

Ophthalmic Benefits for Regular Full-Time and Part-Time Staff.............................................. 15  

Sick Leave.............................................................................................................................. .15  

Vacation Benefits.................................................................................................................... 16  

Vacation Scheduling................................................................................................................ 16     

Vacation Payment Upon Termination..................................................................................... 17  

Retirement Plan....................................................................................................................... 17     

Paid Holidays.......................................................................................................................... 17       

Leaves of Absence .................................................................................................................. 18       

State Paid Family Leave Insurance ........................................................................................ 19

State Disability Insurance ....................................................................................................... 19

Pregnancy Disability Leave .................................................................................................... 19       

Bereavement Leave................................................................................................................. 20       

Reinstatement of Work ........................................................................................................... 20

Your Continuing Education.................................................................................................... 21       

Re-Certification....................................................................................................................... 22       

Worker's Compensation Leave ............................................................................................... 22       

Unemployment Insurance........................................................................................................ 22       

Health and Safety.................................................................................................................... 23       

Accidents................................................................................................................................. 24       

Smoking................................................................................................................................... 24       

Voting ..................................................................................................................................... 24       

Appearance ............................................................................................................................. 24       

Uniforms ................................................................................................................................. 25       

Personal Data Changes............................................................................................................ 25       

Solicitation............................................................................................................................... 26       

Office Security........................................................................................................................ 26       

Internet, E-mail and Voice Mail.............................................................................................. 26       

Employee Parking.................................................................................................................... 28       

Telephone Use......................................................................................................................... 28       

Outside Employment .............................................................................................................. 28       

We Want to Know Hotline ..................................................................................................... 28

Confidentiality and Non-Disclosure........................................................................................ 29       

Proprietary Information........................................................................................................... 30       

Maintenance – Housekeeping.................................................................................................. 30       

Personal Problems.................................................................................................................... 30       

Don’t Practice Without a License............................................................................................ 31       

Patient Communication........................................................................................................... 31       

Patients’ Needs are Paramount................................................................................................ 31       

Report Patient’s Comments..................................................................................................... 31       

Understanding our Profession................................................................................................. 32       

Alcohol, Drugs, and Controlled Substances............................................................................ 32       

Dating of Patients.................................................................................................................... 33       

Performance Evaluations......................................................................................................... 33       

Termination of Employment.................................................................................................... 34       

 


Section IV – Practice Rules and Levels of Discipline 

 

Practice Rules and Levels of Discipline ............................................................................................ 36

 

Section V – Policies Pertaining to all Staff Members

 

Policies Pertaining to all Staff Members............................................................................................ 38

 

Section VI – Acknowledgement

 

Acknowledgements............................................................................................................................ 41

 

 

 

                                                                                         

 


 

 

 

 

 

 

 

Section I

Our Office


Office Policies



 


Welcome to Medical and Surgical Vision Care, Inc. (our Practice)!

 

The following policies are designed to provide working guidelines for all of us.

 

Written office policies help to:

·         Prevent misunderstanding and lack of communication

·         Eliminate hasty, unrefined decisions in personnel matters

·         Assure uniformity and fairness throughout the practice

 

Our Practice is open to change.  Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions which affect our profession.

 

To meet these challenges, the Practice reserves the right, with or without notice, to change, revise, add to or delete any of the policies, benefits or practices, and language presented in this manual, but will ensure that all changes are communicated to our employees.  Changes in personnel policies are made after considering the mutual advantages and responsibilities of both Doctor and staff.  So all of us need to stay aware of current policy, and as revisions are made, a most up-to-date Master Office Policy Manual will remain in an appointed place available to all employees.  The information in this employee handbook supersedes and replaces all previous personnel policies, procedures, benefits, and rules of conduct.

 

Please remember that the employment relationship is "at-will," and that either the employee or the practice can terminate the employment relationship with or without cause and with or without prior notice.  No manager has the authority to change this policy.  Only Dr. Sayed Jovkar has the authority to change or modify the “at-will" status of employees, and only in writing.

 

This handbook sets forth the entire agreement between employees and Medical & Surgical Vision Care, Inc. as to the duration of employment and the circumstances under which employment may be terminated.  Nothing in this handbook or in any other personnel document, including benefit plan descriptions, creates or is intended to create a promise or representation of continued employment for any employee.

 

Remember, your suggestions are welcome.   Just notify the Office Manager whenever problems are encountered, and wherever you think improvements can be made.

 

 

 


DISTRIBUTION OF POLICY

 

The Master Office Policy Manual is the property of the practice.  The Master Manual is kept in an appointed place in the office.  All employees will be given a copy of all policies for their personal use. All employees are required to know and abide by the Compliance Plan policies and procedures.

 

 

 

 

 

 

 

 


 

 

 

Section II

Practice Policies


POLICY AGAINST HARASSMENT 

 

We do not tolerate unlawful harassment of any of our employees, customers, patients, vendors, suppliers or independent contractors.  Any form of harassment which violates federal, state or local law, including, but not limited to harassment related to an individual's race, color, national origin, ancestry, sex, gender, religion, creed, age, mental or physical disability, veteran status, medical condition (including pregnancy, childbirth and related medical conditions), marital status, registered domestic partner status, citizenship, sexual orientation, gender orientation, gender identification, genetic characteristics, is a violation of this policy and will be treated as a disciplinary matter.  For these purposes the term "harassment" includes slurs and any other offensive remarks, jokes, other verbal, graphic, or physical conduct.

 

In addition to the above listed conduct, "sexual harassment" can also include the following examples of unacceptable behavior:

 

·         Unwanted sexual advances.

 

·         Offering an employment benefit (such as a raise or promotion or assistance with one's career) in exchange for sexual favors, or threatening an employment detriment (such as termination, demotion, or disciplinary action) for an employee's failure to engage in sexual activity.

 

·         Visual conduct, such as leering, making sexual gestures, displaying of sexually suggestive objects or pictures, cartoons or posters.

 

·         Verbal sexual advances, propositions or requests.

 

·         Verbal abuse of a sexual nature, graphic verbal commentaries about an individual's body, sexually degrading words used to describe an individual, suggestive or obscene letters, notes or invitations.

 

·         Physical conduct, such as touching, assault, impeding or blocking movements.

 

If you feel you are the victim of sexual harassment, you should follow the complaint procedure explained below. If you have any questions about what constitutes harassing behavior, ask your supervisor or another management official. 

 

Violation of this policy will subject the employee to disciplinary action, up to and including termination of employment.

Complaint Procedure 

If you feel that another employee has harassed you, you should immediately notify your supervisor or the office manager.  If you prefer, you may call the We Want to Know Hotline® at
(800) 990-8384.  The Office Manager or designee will immediately confidentially and thoroughly investigate your complaint, as soon as possible to determine whether harassment has occurred. The Practice prohibits any form of retaliation against any employee for filing a bona fide complaint under this policy or for assisting in the investigation of a complaint.  

 

No notation of your complaint will be included in your personnel file.  All records and documentation will be kept separately, and the complaint will receive immediate attention. The people involved will be notified of the decision.  Management will protect the employee who reported the complaint from retaliation.  If a formal investigation finds an accused person guilty of harassment, corrective disciplinary action, which may include termination of the offender, will be taken and which may become a part of the accused's personnel file. The degree and/or frequency of the offense will determine the severity of the discipline.

 

To protect victims and accused alike, all management personnel are charged with the responsibility of using the utmost discretion in investigating complaints.

 

Employees who believe that they have been sexually harassed may also file a complaint with the local office of the California Department of Fair Employment & Housing (DFEH). The address and phone number of the local DFEH office can be found in the State Government section of your local phone directory.

 

In order to provide a harassment free workplace this policy must also extend to non-employees operating in the workplace, such as vendors, contractors, etc.  Violations of the policy by non-employees will be referred to the Office Manager and/or other appropriate management personnel for appropriate corrective action.

 

Employees, supervisors, and/or managers who become aware of any violation of this policy should immediately advise the Office Manager to ensure that such conduct does not continue.    If they prefer, they may call the We Want to Know Hotline®.   

 

 

HEALTH IINSURANCE PORTABILITY PRIVACY ACT (HIPPA)

 

All employees are responsible for safeguarding the privacy of patient health information.

 

Specific employee responsibilities, privacy policies and procedures will be included in specific training provided to each employee.

 

In accordance with Practice policy all employees must:

 

Use and disclose protected health information only as authorized or as authorized by a manager.


Conduct oral discussions of personal health information with other employees or with patients and family members in a manner that limits the possibility of inadvertent disclosures.

Report suspected violations of patient privacy to safeguard protected health information.

IMMIGRATION LAW COMPLIANCE

 

The practice is committed to full compliance with the federal immigration laws and will not knowingly hire or continue to employ anyone who does not have the legal right to work in the United States.  At the time of initial hire, employees must provide proof of their legal right to work in the United States within three days of their date of hire.  If the required proof is not provided, we will terminate the employee as required by law.  The Office Manager is responsible for notifying employees in advance of an expiring work authorization of their need to obtain new work authorization permission.  As an ongoing condition of employment, you will be required to provide documentation verifying your identity and legal authority to work in the United States.

 

Employees who were hired with documentation indicating an expiration date to their Work authorization period, must provide appropriate new work authorization permission prior to the expiration date.  Failure to provide evidence of renewal or eligibility to continue to work in the United States will result in termination.  As an ongoing condition of employment, you will be required to provide documentation verifying your identity and legal authority to work in the United States.

 


 

 

 

 


Section III

Our Policies


REFERENCE REQUESTS

 

All written, oral, or informal requests for information about a present employee or former employee are referred immediately to Dr. Sayed Jovkar. No employee is authorized to provide reference or any information regarding a present or previous employee. Failure to abide by this rule may result in discipline, including termination. The employee providing any such information to another party is also responsible for any damages and remedies sought by the affected employee. By establishing this policy for all reference requests, we ensure that any information we release is accurate, authorized, and representative of the practice's position.

 

BONDING OF EMPLOYEES

 

Precautionary measures are sometimes taken to insure adequate protection of property, personnel, assets, etc. We may require certain employees to be bonded with specific or sensitive responsibilities within the office.

 

 

TERMS OF “AT-WILL" EMPLOYMENT

 

The relationship between the employee and the Practice is for an unspecified term and considered employment “at-will.”  This means that the Practice can change the terms and conditions of employment with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. While supervisors and managers have certain hiring authority, no one other than Dr. Sayed Jovkar has any authority to alter the “at-will” relationship.  Any such agreement must be in writing and signed by Dr. Sayed Jovkar. 

 

The employment relationship with any employee can be terminated “at-will,” either by the employee or the Practice, with or without cause or advance notice.

The "terms of at-will employment agreement" is not to be considered as creating a contractual relationship between the employee and the employer. Therefore, unless otherwise defined in writing, such relationship shall be defined as "employment at will," where either party is free at any time to dissolve the relationship. The terms of “at-will” employment agreement addresses such items as compensation, wage and salary reviews, employee classification and position and responsibilities.

 

ORIENTATION AND TRAINING

 

An Orientation and Training Program is conducted for all new employees. We will introduce you to office policies and help you adjust to our Practice. Any time you have a question, ask; we are here to help. As required, you may be asked to attend continuing education classes to hone your skills.

 


During the initial Orientation and Training Period, you have the opportunity to demonstrate your attitudes and abilities and decide if your philosophy and goals are compatible with those of the Practice. You will not accumulate seniority nor be eligible for benefits. Upon satisfactory completion of the Orientation and Training Period, you are:

 

·         considered potentially qualified

·         reclassified as a regular or temporary employee

·         given seniority retroactive to starting date

·         enrolled in the office benefit plan (if applicable)

 

During the orientation and training period, your supervisor will explain your job responsibilities and the performance standards expected of you. Be aware that your job responsibilities may change at any time during your employment. From time to time, you may be asked to work on special projects, or to assist with other work necessary or important to the operation of the medical group.  Your cooperation and assistance in performing such additional work is expected and appreciated.

 

You may leave of your own volition or be dismissed during the orientation period or at any other period during your employment with Medical and Surgical Vision Care, Inc., as your employment is “at-will.”

 

 

NEW EMPLOYEE PERFORMANCE REVIEW

 

New employees will generally receive one (1) evaluation of their job performance after approximately the first ninety (90) days of employment. The review is conducted by the Office Manager and/or the Doctor. This gives both of us a chance to determine where improvement or assistance and training is needed.

 

Written performance evaluations may include commendation for good work, as well as specific recommendations for improvement.

 

 A satisfactory performance evaluation does not guarantee a salary increase nor does it alter, modify, or amend the “at-will” employment agreement between you and the Practice.

 

It should be remembered that employment is at the mutual consent of the employee and the Practice.  Accordingly, either the employee or the Practice can terminate the employment relationship “at-will,” at any time, either with or without cause or advance notice. 

 

 

EMPLOYEE CLASSIFICATION

 

Our practice classifies employees according to specific terms and definitions. The employee classifications are:

 

New Employee – an orientation and training period

 

·         You are considered to be a new employee if you are within the first ninety (90) days of employment (or any extension of that period).  New employees are not eligible for Practice benefits.   This period is an orientation and training period.

 

·         You are a former employee rehired after more than twelve (12) months away from the Practice.

 

Regular, Full-Time Employee

 

  • You are considered to be a regular, full-time employee if you have satisfactorily completed the first ninety (90) days and are regularly scheduled to work 32 hours or more per week.  Regular, full-time employees qualify for holiday and vacation time pay.

 

 

Regular, Part-Time Employee

 

  • You are considered to be a regular, part-time employee if you have satisfactorily completed the first ninety (90) days and are regularly scheduled to work less than 32 hours per week. Regular, part-time employees are not eligible for Practice benefits.

 

Temporary Employee –

 

  • You are considered to be a temporary employee if employed for a specific period of time, (such as summer break) with a scheduled termination date, or as an employee only hired to complete a specific project.  Temporary employees are not eligible for any Practice-sponsored benefits, such as medical insurance, vacation, and holidays. An employee will not change from a temporary status to another status unless notified in writing.

 

Independent Contractor –

 

  •  You are an independent contractor for a period of time to handle specific projects or provide additional support on consultation to the Practice and staff.  Independent contractors will invoice the Practice for work completed and will receive a 1099 Form at the end of the year.

 

Non-exempt Employee

 

  • Non-exempt employees are eligible to receive overtime pay, if applicable, in accordance with the provisions of state and federal law.

Exempt Employee

 

  • Exempt employees, whose duties and responsibilities are executive, administrative, professional or outside sales in nature, are not covered by the overtime provisions of state and federal law and are therefore not eligible for overtime pay.

 

 

PROBLEMS AND CONCERNS:  RESOLUTION PROCEDURE

 

Our Practice endeavors to satisfy concerns and resolve problems, whatever they may be: working conditions, policies, alleged discrimination or anything else that threatens a productive work environment. Our resolution procedure works like this:

 

·         The employee brings the problem to the Office Manager (or immediate supervisor) within seven (7) days of the occurrence. The Office Manager will attempt to mitigate the situation.

 

·         If the employee is not satisfied, the employee takes the problem in writing to the Doctor within the ensuing five (5) days, who will investigate the circumstances and subsequently return a decision to the employee within seven (7) more days.

 

·         The Practice's decision on a given issue is not intended to set precedent, nor bind future decisions, unless so stated as office policy.

 

 

YOUR WORK SCHEDULE

 

You will find your workdays and hours on the posted schedule. Be sure to check the schedule on a regular basis. Occasionally, office requirements may make it necessary for employees to work beyond scheduled work hours.

 

 

KEEPING TRACK OF YOUR TIME

 

All staff members are responsible, individually, for recording their time in pen (no pencil or white out should be used) on the attendance sheet and/or card when:

 

·         reporting for work

·         leaving for lunch

·         returning from lunch

·         leaving at the end of the day

 

An attendance sheet and/or card is a legal document and must not be destroyed, defaced, or removed from the premises. Never allow another employee to enter your time for you. Likewise,
do not register another staff member's time even if asked to do so.  Attendance sheets must be completed at the end of each day and put in the designated binder.

 

Overtime must be authorized in advance or as soon thereafter as possible.  Overtime, changes, or omissions on the attendance card must be authorized and initialed by the Office Manager or Doctor.

 

Vacation time and holidays, or any time you expect to be paid for, must be entered on the timecard.

 

Be sure to check in and out on your attendance card at the end of each day.  You should not complete your attendance sheet and/or card retroactively.  All information written on your attendance sheet and/or card should be done in pen – if you make an error line out the incorrect information and write the correct information and initial the change – Do Not Use White Out.

 

When you leave the premises, notify the Doctor or Office Manager. What if you have to go out of the office or the building on personal business during your scheduled hours? First, get permission from the Office Manger. Then check in and out on your attendance record.

 

 

COMPENSATORY TIME OFF

 

Non-exempt employees are entitled to overtime pay whenever they perform overtime work. Employees may not take time off in lieu of receiving overtime pay. Please do not ask to make up time missed if it will result in overtime. Any time off during normally scheduled work hours will be without pay.

 

 

HOURS OF EMPLOYMENT

 

"TIME WORKED" - WHAT DOES IT MEAN?

 

All elapsed time, from the moment you actually begin your duties until the end of the work day (except for time spent at lunch or dinner), is time worked. Arriving early, leaving late, or preliminary time spent in grooming, changing clothes or attending to personal matters--none of these activities is considered time worked.

 

 

REST, RELAXATION AND NUTRITION

 

1.      Lunch Break: Each staff member gets an unpaid lunch break for one hour near the middle of the workday.

 

2.      Breaks: You get a paid 10-15 minute rest break at approximately the middle of every four hours of work not broken by a meal period. However, we ask that you take a break at a time when it will not negatively affect patient care. You need to ensure with your co-workers that your job responsibilities are covered during your breaks.   Breaks are considered part of the regular work period and (for insurance purposes) staff are not to leave the premises without permission.

 

 

WHEN THE DOCTOR IS AWAY

 

When the Doctor is out of the office, and normal office hours are maintained, office coverage must be assured; however, a reduced number of staff will be utilized. 

 

When the Doctor is out of the office you may be asked to take time off without pay.  You will be given advance notice of time off without pay.

 

 

ABSENTEEISM

 

To ensure that our patients receive proper treatment, we must have adequate staff to handle the workload.  We deal with many medical and surgical emergencies, including vision or life-threatening problems, some of which need immediate handling.  

 

If you are unable to report to work, you must notify the Doctor (by paging or calling him) as soon as you are aware of the situation. Please do this at least one hour before the beginning of the workday (or even before) so we can arrange for substitute staff.  Failure to advise the Doctor (or office manager and/or other staff, if the Doctor is not available) will result in disciplinary action and/or discharge.

 

 

TARDINESS

 

All staff members are expected to be ready to begin duties on schedule. Arriving late or leaving early for the workday, breaks or meal periods are considered unprofessional conduct and could result in disciplinary action, including discharge. We recognize that even the most dedicated employee can have an emergency resulting in tardiness.  In the event you will be more than 15 minutes late to work, please call and tell us when you expect to arrive. No pay will be given for time not worked.

 

 

PERSONAL TIME OFF

 

An employee must obtain approval from the Office Manager before leaving the office for personal reasons.

 

 


JOB ABANDONMENT

 

If you are absent from work for two regularly scheduled workdays, and fail to contact the Office Manager or Doctor, you may be released for job abandonment.

 

 

WAGES AND SALARIES

 

This practice maintains a salary administration program which:

 

1.         provides for payment of salaries comparable to those paid for similar positions and
services in the community;

2.       allows for differences in individual ability, knowledge and skill; 

3.         provides incentive to encourage individuals to strive for improved performance.

 

SALARY ADJUSTMENTS

 

Pay raises are based on performance, increased experience, profitability, and individual contributions to the general welfare of the Practice.  There is no specific interval or date during the year to adjust salary.

 

 

PAYDAY

 

Wages are based upon an hourly rate, a daily rate, or a monthly salary, and paid according to the posted "Payday Notice."

 

In the event a Payday falls on a Saturday, Sunday or holiday, you will get your paycheck on the following workday.

 

 

PAYROLL DEDUCTIONS

 

State and federal payroll taxes will be withheld from your paycheck in accordance with the law. These deductions include state and federal income tax, social security tax (FICA), etc. 

 

New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. If an employee fails to fill out Form W-4, the employer is required to withhold the maximum amount of tax. A Form W-4 remains in effect until a new, amended form is submitted.

 

Change in status: An employee must file an amended Form W-4 reducing the number of exemptions within ten (10) days after:

 

·         the spouse for whom the employee had been claiming an exemption is divorced or legally separated or claims his/her own exemption on a separate certificate. 

·         the support of a dependent for whom the employee claimed exemptions is taken over by someone else or no longer furnishes more than half the support for the year.

·         the employee finds the income of a dependent relative is less than the legally allowable amount for the year, and the employee had not previously claimed an exemption for the dependent.

·         the employee or his/her spouse will reach age 65 on or before January 1 of the next year.

·         the employee or his/her spouse becomes blind.

 

Validity: The employer is required to submit the W-4 Form to the Internal Revenue Service for review if the employee:

 

·         is claiming ten (10) or more exemptions, or

 

·         is claiming total exemption from withholding and earns more than $200.00 per week, or

 

·         the employer believes an employee has claimed an excessive number of dependents.

 

Wage and tax statement FORM W-2

 

Each employee will receive two copies of Form W-2 showing income taxes and social security taxes withheld for the year by January 31 of the following year. If, however, an employee requests a form before the January 31 deadline, it will be given within 30 days of the request or within 30 days of the final payment of wages, whichever is later.

 

 

ADVANCE PAYMENT OF WAGES

 

We do not pay wages or salaries in advance. 

 

 

LOST PAYCHECKS

 

Staff members are responsible for their paychecks after they have been received. Checks lost or otherwise missing should be reported immediately so we can initiate the "stop-payment" process.  The employee will be responsible for the stop-payment fees of $15.

 

 

ON-THE-JOB ACCIDENTS

 

If you are unable to complete your workday because of an on-the-job accident, you will be paid for your total scheduled hours for that day.


OVERTIME PAY

 

Overtime premium pay is paid according to the Federal Fair Labor Standards Act and the State Wage, Hours and Child Labor laws.

 

Exempt Employees: Employees exempt from the minimum wage and time card overtime provision of the Fair Labor Standards Act (Wage/Hour Law) do not receive overtime pay.

 

Non-Exempt Employees: Employees not exempt from minimum wage, overtime, and time card provisions of the Fair Labor Standards Act do receive overtime pay.

 

Overtime worked must be authorized in advance by the Doctor or as soon thereafter as possible.  When using time sheets, you must ask the Dr. to initial it the same day.  

 

Time not worked but paid for, such as vacation, holidays and sick leave, will not rate or count for overtime calculation purposes.

 

 

CONTINUING EDUCATION 

 

Keeping up-to-date professionally is a benefit all the way around -- for you, the practice, and of course, the patients.  When approved by the practice, your attendance at meetings, lectures and training programs will be counted as hours worked and wages will be paid when such sessions are:

 

·         conducted during your normal work schedule;

  

Attendance will not be counted as hours worked when:

 

·         a staff member voluntarily attends such programs after work hours even though they may be job- related;

 

·         the program is not directly related to the employee's job and is attended outside normal working hours.

 

 

PAID HOLIDAYS

 

All staff members eligible for holiday pay will receive an amount equivalent to the straight-time pay for their normally scheduled number of hours if the holiday occurs on a regular working day.

 

 


JURY DUTY

 

Time off for jury duty is not paid.   Should you be called to serve on jury duty or as a witness, please notify the Office Manager or Doctor as soon as possible.

 

Staff members called for jury duty will be given a Leave of Absence. Jury duty is unpaid. If you are released from jury duty before the end of the workday, you are expected to return to work for the balance of the day.

 

 

DISCLAIMER NOTICE

 

The employer or the insurance carrier may not be liable for the payment of any worker's compensation benefits for any injury which arises out of an employee's voluntary participation in any off-duty recreational, social, or athletic activity which is not part of the employee's work related duties.

 

 

OPHTHALMIC BENEFITS FOR REGULAR FULL-TIME AND PART-TIME STAFF

 

Full and part-time employees will receive free ophthalmic care after three months of continuous employment.   Members of their immediate families will be treated at 50% (50% discount) of the usual and customary fee. (Immediate family includes spouse and children under 18 years only.)

 

The discount applies to treatment rendered during the time of employment only and ends upon termination of employment.   Staff members and their family with insurance are required to use it.  You may schedule treatment during regular working hours or outside regular working hours at the Doctor's discretion.

 

Please note that when your treatment is scheduled during your regular working hours, it counts as unpaid time.   

 

There will be no charge to dependents who are covered by medical insurance, provided the insurance covers the full discounted fee. Other family members will receive a courtesy discount at the Doctor's discretion.

 

 

SICK LEAVE

 

No wages are paid for sick leave days.   

 

 




VACATION BENEFITS

 

Regular full-time staff receives an annual paid vacation.  The length of your vacation is based on the length of your continuous service with the office.  The number of days are prorated based on the number of hours worked. No vacation accrues during the first year of employment.  You will be given five (5) days vacation at the end of the first year to use during your second year of employment.

 

Length of Continuous Service:

 

            Less than one year                              0 days

            At the completion of one year            5 days

            At the completion of two years          5 days

            At the completion of three years        10 days

            At the completion of four years          10 days

 

Vacation pay for full staff members is at the regular pay rate.

 

If any employee is terminated before the completion of one-year, no vacation benefit will apply.

 

 

VACATION SCHEDULING  

 

Staff members may be required to take their vacation while the Doctor is on vacation. If the entire staff goes on vacation when the Doctor does, staff members not eligible for vacation benefits may be required to cover the office during the vacation period.

 

Vacation should be requested in writing two (2) weeks in advance to the Doctor. All vacations will be approved at the convenience of the office so that continuous patient care is assured. Conflicting requests will be decided in favor of the person with the most seniority. Any earned and unused vacation time must be taken prior to the beginning of a leave of absence. No vacation time is earned while on a leave of absence.

 

If a holiday occurs during your scheduled vacation, you will receive holiday pay for that day, and you will not be charged for a vacation day on the day the holiday is observed. No allowance will be made for sickness or other type of absence occurring during the vacation.

 

Staff members are required to take their vacation time in the year after which it has been earned. Unused vacation time will be paid out at the end of each year unless carried over with special permission. Failure to return from vacation on the scheduled date is considered job abandonment and treated as a voluntary termination.

 

 


VACATION PAYMENT UPON TERMINATION

 

Employees who terminate their employment either voluntarily or involuntarily will receive payment of any unused vacation benefits, at the time they separate from the practice. Vacation pay will be paid to staff who retire or to the estate of a deceased employee.

 

Since no vacation time is earned if a complete year of work is not completed, no vacation benefits will be paid to an employee who quits or is terminated before the end of the first year.

 

 

RETIREMENT PLAN

 

Any employee with one (1) or more continuous years of service is eligible to participate in the Practice retirement plan. Ask management for details.

 

PAID HOLIDAYS

 

Regular full-time staff members will receive holiday pay equivalent to the straight time pay received if the holiday falls on a regular working day.

 

New Employees do not receive holiday benefits until they complete the orientation and training period.

 

To be eligible for holiday pay, the staff member must be at work (or on an excused absence) the day immediately before the holiday and the day immediately after unless approved by management.

 

HOLIDAY SCHEDULE

 

New Year's Day                                              January 1st

Memorial Day                                                 Last Monday in May

Independence Day                                          July 4

Labor Day                                                       1st Monday in September

Thanksgiving Day                                           4th Thursday in November

Day after Thanksgiving                                  4th Friday in November

Christmas Day                                                December 25

 

Holiday pay for a staff member on a leave of absence: Holidays that occur during a leave of absence are unpaid.

 

Holidays on a regular scheduled day off: If a national holiday falls on a weekend, the office may close the day before or the day after the holiday. If the office is open the day preceding or following the holiday, staff members get another day off or their regular pay for the "lost" holiday. The day off is scheduled at the convenience of the office.

 

Holidays during vacation: When a designated holiday occurs during an eligible staff member's scheduled paid vacation period, the individual will be paid holiday pay for that day in lieu of vacation pay.

 

 

LEAVE OF ABSENCE

 

A leave of absence is granted by the employer and is defined as an excused absence without pay. The employee's benefits may be discontinued during this time.

 

A leave of absence creates inequities, since not all staff members can be granted a comparable privilege. Such leaves are discouraged and restricted to the following types of absence:

 

Disability:  When an extended absence is anticipated, submit a doctor's statement for the leave and the expected date of return to work.

 

Before returning to work, the staff member needs a statement from a physician declaring the employee is able to resume work and whether there are any restrictions to job duties.

  

Serious illness or death in the family:  Circumstances of an emergency nature that compel absence from work.

 

Personal business: Circumstances of an exceptional personal nature not involving employment elsewhere.

 

Extended vacation:  Any earned and unused vacation time must be taken prior to the beginning of the leave of absence. Vacation time is given in 12-month increments and no vacation time is earned for time worked less than 12 full months.

 

The following are all taken as “leave of absence” and are not paid:

 

            Jury duty

            Funeral leave

            Military leave, etc

 

Marriage: A leave of absence without pay may be granted for a period of up to two weeks.

 

New child care:  Your written request for a leave of absence must be submitted as far in advance as possible, specifying the reason for the leave.

 

A staff member does not accrue seniority while on an unpaid leave of absence. Dates for benefits eligibility and salary review will be postponed accordingly.

 

If the leave of absence is not subject to government regulation, the Doctor does not guarantee that the staff member will be reinstated. Reinstatement is solely at the Doctor's discretion.

 


Staff members who fail to return to work on the scheduled workday will be presumed to have resigned employment voluntarily.

 

 

STATE PAID FAMILY LEAVE INSURANCE

 

Paid Family Leave (PFL) is a California state-sponsored insurance program with the SDI program. Paid Family Leave provides employees with partial wage replacement for up to six (6) weeks in any twelve-month period while absent from work for a seriously ill or injured child, parent, spouse, or domestic partner, or bonding with a minor child within one year of the birth or placement of the child in connection with foster care or adoption.  The time taken to satisfy the waiting period of seven (7) days, may be taken incrementally.  PFL does not create the right to a leave of absence and does not require the Practice to guarantee reinstatement rights other than those mandated by law.  PFL runs concurrent with FMLA and CFRA when applicable   Employees (may use) or (are required to use) up to two (2) weeks vacation and/or sick time available, before they are eligible for paid family leave insurance. 

Information to file for benefits can be obtained from the California Employment Development Department.

 

 

STATE DISABILITY INSURANCE

 

The Employment Development Department administers a plan that provides benefits when an employee cannot work because of an illness or injury that is not work related.  Benefits are based on earnings and the first seven days of your claim is a waiting period during which no benefits are payable.  You can get a claim form from your doctor or any office of the Employment Development Department by telephone, letter, or in person.

 

 

PREGNANCY DISABILITY LEAVE - a leave of absence for a disability related to an employee's pregnancy, childbirth, or related medical condition.

 

Employees may submit a written request for a pregnancy leave of absence, without pay, for the length of any pregnancy related disability, up to a maximum of four (4) months.

 

If an employee is disabled due to a pregnancy or childbirth related condition, they may take a pregnancy related disability leave of absence of up to four (4) months. This leave may be taken incrementally for illness related to the pregnancy and for medical appointments.

 

Requests for pregnancy leaves will be granted to employees who present a physician's written statement that certifies the need for the leave and estimates the length of time the employee will be unable to work due to the disability.

 

Although the Practice is not able to guarantee reinstatement in all cases, employees on pregnancy leave who return to work immediately following the end of an approved leave with a physician's written release verifying that they are able to safely perform their duties will be returned to the same job they held immediately prior to their leave or, if that position has been eliminated, a comparable position if one is available.

 

If possible, a transfer to a less strenuous or hazardous position will generally be granted to employees who submit certification from a health provider that a transfer is medically advisable.  Certification must include the date of the medical advisability of the transfer, the probable duration of the need for the transfer, and a statement that, due to a pregnancy related disability, the employee is unable to work at all, or perform any one or more of the essential functions of the job, without undue risk to her or the successful completion of her pregnancy. However, Medical & Surgical Vision Care, Inc. will not undertake to create a new position for the pregnant employee that they would not have otherwise have created to meet its own business needs, nor will Medical & Surgical Vision Care, Inc. be required to discharge any employee, transfer any employee, or promote any employee to accommodate the pregnant employee. Upon transfer, an employee will receive the salary and benefits that are regularly provided to employees in the position to which the employee has transferred.

 

A staff member who fails to return to work upon expiration of her pregnancy disability leave will be terminated without notice as of the last date of her pregnancy disability leave.

 

 

BEREAVEMENT LEAVE

 

Staff members will be granted a leave of absence due to the death of a child, spouse, parent, sibling, grandchild, grandparent or immediate in-law. 

 

Staff members will be granted a leave of absence without pay for up to three (3) workdays because of death of an immediate family member as referenced above.  Please request this leave of absence in writing to the Doctor.

 

 

REINSTATEMENT OF WORK

 

We comply with federal and state laws regarding reinstatement for employees who must take a leave of absence for military duty, maternity leave, or job-related health conditions, or other legislative reinstatement requirements.

 

An employee may be rehired to work the following priority of position assignment:

 

·         prior position

·         equivalent position for which qualified

·         lesser position for which qualified

 

Voluntary Termination: When no position is available, the employee will be considered as having resigned voluntarily.

 

Involuntary Termination. A staff member on a leave of absence may be dismissed if the individual has accepted outside employment during the leave or has misrepresented the reason for the leave.

 

Unauthorized Leave. When a staff member requests time off that is denied and takes it off anyway, the absence is considered job abandonment and treated as a voluntary termination.

 

 

YOUR CONTINUING EDUCATION

 

We firmly believe educational development is important to the Practice. We encourage all staff to take courses or training to increase their competence in the present job assignment and to prepare for future advancement. We will pay the expenses for mutually agreed upon courses. In some cases, the expenses may be shared upon mutual agreement between the Doctor and staff. Some expenses to be considered are:

 

·         Travel

·         Meals

·         Accommodations

·         Tuition

·         Salary

·         Supplies

 

To be reimbursed for expenses, submit within seven (7) days of the course completion date:

 

·         Evidence that you have completed the course;

·         A verified statement of tuition paid and other costs;

·         A detailed outline of information covered in the course;

·         Recommendations for items you would like to see implemented in the practice

 

Staff members receive regular pay for courses attended on normal working days, as agreed upon in advance.

 

Staff members are paid for courses they are required to attend outside their regular work schedule.

 

In the event prepaid fees are lost and the staff member fails to attend a training course because of this, the individual will reimburse the employer through payroll deductions.  Please give us at least two (2) week's notice of courses you plan to attend so we can arrange for substitute personnel.

 

 


RE-CERTIFICATION

 

Any staff member responsible for maintaining a valid license by attending the necessary number of continuing education courses required for re-certification are expected to do so.  Staff members are required to attend such courses during non-scheduled hours and will receive no pay during such attendance.

 

The employer assumes no responsibility for staff members who become delinquent in the number of units needed for re-certification and who, as a result, lose their license.

 

 

WORKER'S COMPENSATION LEAVE

 

Employees are covered by workers’ compensation insurance for work-related injuries or occupational diseases.  This insurance is paid by your employer.

 

Benefits: Worker's compensation benefits provide medical, surgical, and hospital treatment, in addition to payment for loss of earnings that result from work-related injuries. Benefits include:

 

Cash benefits for both impairment and disability: Disability payments cover certain physical problems, while impairment benefits cover disability and loss of wages.

 

Medical benefits: usually provided without dollar/time limits.

 

Rehabilitation benefits: include both medial rehabilitation and vocational training for cases involving severe disabilities.

 

Reporting injuries:  If you are injured while working, notify the Doctor immediately, regardless of how minor the injury may be. Failure to report an accident can result in a violation of legal requirements, and can lead to difficulties in processing benefit and insurance claims.

 

All injuries involving time loss must be reported to the Division of Labor Statistics and Research. Serious injuries, illnesses, or deaths must be reported to the Division of Industrial Safety. Injury reports will be filed by the employer with the insurance carrier within five days after the injury occurs. Check the posted information for the name of the insurance carrier and the expiration date of the present insurance coverage.

 

Disclaimer Notice: The employer or the insurance carrier may not be liable for the payment of any worker's compensation benefits for any injury, which arises out of an employee's voluntary participation in any off-duty recreational, social or athletic activity, which is not part of the employee's work-related duty.

 

 

UNEMPLOYMENT INSURANCE

 

If your employment is terminated, you may be eligible to receive unemployment insurance. The insurance provides financial assistance to employees who become unemployed through no fault of their own.  On the other hand, when the employee is at fault, such as resigning voluntarily or is being discharged for unprofessional, unemployment eligibility is lost. To receive unemployment benefits, a claim must be filed at the local office that administers the state's unemployment insurance law.

 

 

HEALTH AND SAFETY

 

Our goal is to provide a safe workplace. Everyone is responsible for safety. If you see an unsafe or hazardous condition, report it immediately to the Office Manager or Doctor.  To avoid injuries, here are some important precautionary measures.

 

  1. When faced with an emergency:

 

·         Stay composed

·         Walk briskly, if necessary

·         Do not run!

 

  1. When lifting:

 

·         Bend your knees

·                     Keep your back straight

·         Lift with your legs

 

3.  Store materials and equipment safely and neatly; avoid clutter that might cause accidents.

 

4.  Report equipment defects immediately. Repairs are to be made by authorized maintenance personnel. Do not operate defective equipment.

5.      Do not climb on or into any shelving or fixture.

6.      Wear safe and appropriate footwear.

7.      Keep exit doors and electrical panels unlocked.

8.      Safety glasses must be worn in all applicable situations.

9.      In the event of fire, follow specific procedures for our office:

·         Keep calm

·         Call the fire department; know the emergency phone number


·         If trapped in the office, keep the doors closed and seal any cracks (with wet towels if possible)

·         Open or break a window for air and call for help; do not panic or jump

The best rule of all is to be sure that:

 

·         All fire extinguishers are checked and in proper working condition.

·         You know where each extinguisher is located.

·         You are familiar with the right procedure for their use.

 

 

ACCIDENTS

 

If you experience or witness an accident in which an employee, patient, or visitor sustains a personal injury, regardless of how serious, immediately report the situation to the Office Manager or Doctor. Likewise, employees who are exposed to occupational health hazards or suffer a job-connected health injury must report it immediately. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing insurance and benefit claims.

 

 

SMOKING

 

As a health care facility in the community, we want to set an example of sound health awareness and conduct. Because of the overwhelming evidence that smoking is dangerous and injurious to a person's health, we encourage our employees not to smoke. However, we recognize that the decision to smoke or not to smoke is a personal one.

 

Because of possible "secondary smoke" hazards, smoking is not permitted on the premises.

 

 

VOTING

 

We urge you to go to the polls before or after regular working hours. If that is not possible, the election code allows up to two hours' time off, without loss of pay, for statewide elections. Please give us at least seven (7) working days' written notice that you will need the time off, which may be scheduled at the beginning or end of your working hours.

 

 

APPEARANCE

 

We think you will agree that neat, clean and tasteful clothing is the best choice for an optometric office. Our close contact with patients makes it all the more important that each of us pays particular attention to personal hygiene. Inappropriate appearance and dress will not be tolerated; i.e., pierced nose, eyebrows, tongue, or lips. Visible tattoos, dying of hair in wild colors, etc. are not acceptable. Employees will be sent home to correct any type of appearance that is inappropriate without pay.

 

Small, lightweight jewelry is OK (save the large, jangling "fun stuff" for your days off).

 

For women, short or shoulder length hair is preferred. Longer hair must be tied back neatly so it does not interfere with the performance of duties. Men are to be clean-shaven or wear neatly trimmed mustaches, beards, and sideburns. Hair must be clean, well trimmed, and well groomed.

 

Nails are to be manicured and of a length that does not interfere with your duties. Keep cosmetics and perfume to a minimum.

 

 

UNIFORMS

 

Clinical staff is required to wear a uniform. You are responsible for laundering and maintaining your uniforms.

 

T-shirts, blue jeans, sandals, open-toed shoes, and shorts are unacceptable. Office staff is required to wear business attire or a uniform as designated above. All employees are required to wear name tags.

 

 

PERSONAL DATA CHANGES

 

The law requires employers to maintain certain employee records. So that we can keep our records updated, please report any of the following changes as they occur:

 

·         name

·         address

·         telephone number

·         marital status

·         number of dependents

·         education (courses completed and other training or skills required)

·         Selective Service status

·         person (s) to notify in case of an emergency

·         physical or other limitations

·         change in beneficiaries

 

In an emergency, an updated file will speed efforts in locating the proper parties to be notified. Your employee records file contains your work and salary history, performance evaluations, job descriptions and miscellaneous data. To see your file or make copies of its contents (with the exception of references given prior to employment), you will need to give the office a written request.

 


SOLICITATION

 

Time spent on solicitation during work hours (exclusive of lunch or break period) by either the soliciting or solicited employee is prohibited. Distribution or posting of literature on office property requires special permission. Non-employees are prohibited from trespassing, soliciting, or distributing literature on office property.

 

 

OFFICE SECURITY

 

You are responsible for any personal belongings you bring to the office. Be sure to tell us immediately if you lose an office key. Do not make duplicate office keys. No outside agency, inspector, visitor, inquirer, salesperson, or ex-employee may enter the operatories or office from the reception area without permission. Do not discuss the security system or code with any unauthorized person. Violations will result in immediate dismissal.

 

It is the policy of this practice that when any staff member either resigns or is terminated, security codes and door locks will be immediately changed. It is the responsibility of each remaining staff member to ensure they maintain security of these items.

 

Staff members may not enter the office during non-business hours without written approval by the Doctor.

 

 

INTERNET, E-MAIL AND VOICE MAIL

 

Medical and Surgical Vision Care, Inc. provides a number of electronic business tools for use by its staff.  These may include, but are not limited to telephone, voice mail, fax and copy machines, tape recorders and an array of information system tools. All messages sent, received, composed and/or stored on these systems are the property of the Practice.   E?mail and Internet access are two specific examples of information systems tools provided to Medical and Surgical Vision Care, Inc. employees for business use.

 

Important:  Employees should have no expectation of privacy in using Medical and Surgical Vision Care, Inc.’s electronic tools.  Authorized staff may need to view your e?mail (or content of other electronic tools) for legitimate business purposes, and others may inadvertently view your messages. 

 

Internet/World Wide Web connections can be monitored and tracked and are reserved specifically for business use only.  Please exercise proper judgment in the use of Medical and Surgical Vision Care, Inc.’s E?Mail and Internet systems as well as all other electronic tools.

 

This policy expressly prohibits the use of Medical and Surgical Vision Care, Inc.’s systems for inappropriate and illegal purposes including but not limited to:

 

·         using someone's password or code without authorization

 

·         disclosing anyone's password or code, including the employee's own, without authorization

 

·         to damage, alter or disrupt any remote system in any way

 

·         viewing (via Internet, or any other method) or distributing sexually explicit materials including, but not limited to images, comments, or jokes

 

·         solicitations/Messages for non-Practice private business

 

·         political causes/activities

 

·         moonlighting or personal job searches

 

·         any e?mail message, any Internet site or screen saver (including wallpaper) that any reasonable person would find to be defamatory, offensive, harassing, derogatory or disruptive

 

·         any message, comments or images (including  your electronic signatures, screen savers and wallpaper) that could offend other individuals, including but not limited to, on the basis of race, gender, national origin, sexual orientation, religion, age, political beliefs or disability

 

·         any message or comment containing disparaging remarks concerning employees, clients, competitors, prospects, or vendors

 

·         use of the Internet or E?mail system for gambling on sporting events

 

·         introduction of any virus into Medical and Surgical Vision Care, Inc.’s systems, failure to immediately report any virus detected to the Doctor, and disabling of anti-virus software provided

 

·         “chatting” or “text-messaging”

 

·         any purpose that is illegal

 

Medical and Surgical Vision Care, Inc. endeavors to provide its staff current technology tools with which to conduct Practice business.  Use of Practice systems is a privilege that automatically terminates when employees leave the organization.  Use of Practice systems by employees constitutes acceptance and agreement to follow the policy.

 

Staff members may not install any programs and/or screen savers without written permission from the Doctor.

 

Questions concerning proper judgment in the use of Medical and Surgical Vision Care, Inc’s Electronic Communication tools can be addressed by the Doctor.

Improper use of any of Medical and Surgical Vision Care, Inc.'s electronic tools including use of the Internet and E?mail is not acceptable and will not be permitted.  Failure to comply with this policy may result in disciplinary action, up to and including termination. 

 

 

EMPLOYEE PARKING

 

Park in the designated areas and lock you car. The Practice is not responsible for damage or theft to automobiles or personal property.

 

 

TELEPHONE USE

 

The office telephones are intended for business use, so please refrain from making or receiving personal calls. In the event of an emergency, you will be contacted immediately. Outgoing long distance calls of a personal nature are to be logged at the time of the call and given immediately to the office administrator. Personal calls are to be reported and paid for when the telephone bill is received. No personal long distance or toll calls are to be charged to the employer's telephone without permission.

 

While in the office, please turn off your personal cell phone.  You may listen to your recorded messages during lunchtime or breaks. Camera phones are not allowed in rest rooms, changing areas, lockers, or to be used to invade another employee’s privacy. 

 

 

OUTSIDE EMPLOYMENT  

 

We expect you to devote your full efforts to the interests of the practice during your working hours. We strongly encourage you to avoid outside business or gainful activities that could divert your time, interest or talents away from the satisfactory accomplishment of your responsibilities.

 

 

WE WANT TO KNOW HOTLINE

(800) 990-8384

 

The Practice is committed to providing a workplace for you that is safe, free of drugs and alcohol, free of theft, vandalism and violence, and free of unlawful discrimination and harassment.  If you ever think we aren't achieving this objective, we want to know.

 

In most cases, it is preferable for you to use the normal chain of command to communicate your concerns to management.  This means talking first to your immediate supervisor or the general manager, whenever possible.  However, we understand there may be times when you would feel uncomfortable talking to your immediate supervisor or the general manager about certain employee-related issues.  As a result, we have arranged with a highly respected human resources
consulting firm to establish a toll-free We Want to Know Hotline for any of our employees to use when they would feel more comfortable talking to an independent third-party.

 

·      We want to know when there is unlawful discrimination.

·      We want to know when there is unlawful harassment.

·      We want to know when there are safety hazards that need to be corrected.

·      We want to know when employees, customers, vendors or others are stealing.

·      We want to know if there is any illegal activity occurring in the office

·      We want to know when employees are using drugs or alcohol on the job.

·      We want to know when there is a threat of violence.

 

When you call We Want to Know Hotline you will have the opportunity to speak openly and honestly about any of the above employee-related issues.  Hotline staff will listen objectively to what you have to say, ask questions and gather information.  Within one or two business days of your call, Dr. Sayed Jovkar will be contacted and sent a confidential management report.

 

Based on the information you provide, we will conduct a review of the matter.  What you say will be held in confidence to the maximum extent possible.  You may decide to give your name or remain anonymous – it's your choice.  However, if you don't give your name, we may be limited in our ability to fully review the matter.  For this reason, you are encouraged to give your name and as much detailed information as possible.  Based on the results of our review, appropriate corrective action will be taken.  At your request, you will receive confidential notification from the office at the completion of the review.  Employees will not be retaliated against for calling the We Want to Know Hotline.

 

The We Want to Know Hotline is open 24 hours, 7 days a week.

 

 

CONFIDENTIALITY AND NON-DISCLOSURE

 

We make available to each employee certain information including patients' names, optometric history and addresses, communications, files, bills and payment records, office forms, or manuals, etc. These items are of substantial value, highly confidential, constitute the professional and trade secrets of the Doctor and are confidential and provided and disclosed to the employee solely for use in connection with your employment. We require our employees to honor the following:

 

·         to regard and preserve practice information as highly confidential and trade secrets of the employer. Such information must not be discussed away from the premised or within hearing distance of any patient or unauthorized person.

 

·         to not disclose, or permit to be disclosed any of this information to any person or entity

 


·         not photocopy or duplicate, and not permit any person to photocopy or duplicate, any of the information without the employer's consent and approval

 

·         continue to keep any information inviolate even after termination of employment with the office

 

·         release personal information about other staff members-telephone number, address, etc., only with the staff member's specific and prior approval in writing 

Employees who handle confidential information are responsible for its security. Extreme care should be exercised to ensure it is safeguarded to protect the practice, each staff member, the suppliers, the patients and the employer. Any employee who violates this confidentiality and disclosure policy is subject to disciplinary action up to and including discharge, and in an extreme case, legal action.

 

 

PROPRIETARY INFORMATION

 

Although not intended to discourage staff creativity, any system, idea or communication developed during your employment here is property of the Practice and remains so even after termination.

 

 

MAINTENANCE - HOUSEKEEPING

 

Clean and orderly surroundings have a positive bearing on staff morale and productivity. Patients are favorably impressed and attracted to an office that looks professional and well maintained.

 

Be sure to keep work areas neat and tidy and to correct or report any conditions that detract from the professional image we want to convey.

 

 

PERSONAL PROBLEMS

 

Staff members are encouraged to leave problems at home rather than bringing them to work, but at times this may be unavoidable. If you have a problem so severe that it affects your ability to perform, please advise the Doctor to find temporary help for your job.

 

You can expect understanding from our office management. You can count on us to keep it private and we expect you to do the same. Never discuss personal problems within hearing distance of patients, guests, or other staff members.

 

 


DO NOT PRACTICE WITHOUT A LICENSE

 

After a short while, one becomes somewhat knowledgeable in certain standard advice to patients. From a legal standpoint, however, when a patient has a medical question, it is best to inform the patient that you will relay the question to the Doctor, and then get back to them with the answer to their questions.

 

 

PATIENT COMMUNICATION

 

Although we encourage you to be in good communication with all of our patients, this can often be carried too far by telling them more about your personal life than they really need to hear. To avoid this, please refrain from originating personal conversations (about your family, relationships, health, vehicles, etc.).   If the patient initiates such topic, then it is fine to talk about such things within moderation.

 

 

PATIENTS' NEEDS ARE PARAMOUNT

 

Our patients come to us because of a desire for quality optometric care. We need to convey an atmosphere of warmth, caring, professionalism, efficiency, and competence. It is important to always show that you really do care about the patient.

 

Never act indifferently. Communicate and listen to our patients. Show empathy with their problems, but do not minimize their concerns by telling them something you experienced that was the same, better, worse, or more severe, etc. You probably would not like it if you went to a professional office to get help with a specific situation, and instead the staff told you all about their own experience in a similar situation that was more difficult, etc.

 

Always remember we are here to service the patients, not to entertain them with stories of our own. Please strive to leave your own distractions and problems at home.

 

 

REPORT PATIENT'S COMMENTS

 

Positive comments made by the patients about the improvement of their vision, about the Doctor or other staff, or any aspect of the service they are receiving should be relayed to the Doctor.

 

Negative comments should also be relayed as the comment may be a signal about a misunderstanding or a problem which should be addressed. Send comments directly to the Doctor via a note on the patient's file.

 

 


UNDERSTANDING OUR PROFESSION

 

We encourage you to learn all you can about our profession. You are encouraged to refer your friends and relatives to our office.

 

 

ALCOHOL, DRUGS, AND CONTROLLED SUBSTANCES

 

Medical & Surgical Vision Care, Inc. is a drug and alcohol-free workplace.  The Practice requires you to maintain high standards of safety, quality, and personal conduct in the workplace.  In keeping with that standard, it is essential that the workplace be kept free of alcohol and drugs.  Therefore, the following actions are prohibited:

 

·         Reporting to work under the influence of alcohol, intoxicants, illegal drugs, or controlled substances.

 

·         The illegal use, possession, manufacture, transfer, purchase, sale, or attempted purchase or sale of intoxicants, illegal drugs, or controlled substances in any manner during working hours, or while on the job, on Practice property, including parking lots or Practice owned or leased vehicles.

 

·         In any way using Practice property or an employee's position within the Practice to make or traffic intoxicants or illegal drugs.

 

Additionally, if you are taking a drug or medication, whether or not prescribed by a physician, which may adversely affect your ability to perform your duties in a safe or productive manner, you must report such use of medication to your supervisor.  This includes drugs that are known or advertised as possibly affecting judgment, or causing drowsiness or dizziness.  As an employee, you have the responsibility to report any drug, alcohol, or controlled substance situation that affects the workplace. 

 

The Practice reserves the right to inspect, at any time, lockers, desks, Practice vehicles, personal vehicles, or Practice property, packages, lunch boxes, containers, articles in such areas, and other objects brought onto Practice property that might conceal alcohol, illegal drugs, and/or other inappropriate materials.  In order to promote a safe, productive and efficient workplace, the Practice reserves the right to inspect employees, as well as any articles and property in their possession, to detect inappropriate materials. 

 

If there are reasonable grounds for suspecting that an employee is in violation of this policy, Medical & Surgical Vision Care, Inc. has the right to require testing at the Practice’s expense.  Any employee in violation of this policy will be subject to discipline, including termination.  Other actions, such as notification of law enforcement agencies, may be taken depending on circumstances. 

 

The Practice will attempt to reasonably accommodate any employee who wishes to voluntarily enter and participate in a drug or alcohol dependency rehabilitation program at the employee's expense, unless it places an undue hardship on the Practice.  Leave of absence for such purpose shall be without pay. 

 

 

DATING OF PATIENTS

 

Sometimes a patient would like to date a staff member and sometimes it is the other way around. Whichever the direction it comes from, it could present problems for the business, and could be considered unethical. This includes flirting in any fashion. We are here to provide a professional service to our patients.

 

If such a situation should present itself, it is the responsibility of the employee to discuss the situation with the Doctor and/or Office Manager, and determine the most appropriate method for dealing with the situation to ensure that no poor light is shed on the practice.

 

 

PERFORMANCE EVALUATIONS

 

We have established a procedure for evaluating job performance on a regular basis. These Performance Evaluations are vital for future planning and provide fair, timely and objective measurement of performance in light of job requirements.

 

We normally conduct two evaluations of a new employee during the first year: the first after approximately ninety (90) days of employment, another after approximately twelve (12) months of employment. These evaluations are not necessarily written and may be in a verbal format.

 

Each staff member normally receives a performance evaluation at least once a year.

 

We will advise you of the time for your scheduled review at least three (3) days in advance. This gives both of us an opportunity to prepare so that areas of mutual concern can be addressed.

 

The performance appraisal is designed to: 

·         maintain and improve job satisfaction by letting staff members know we are interested in their job progress and personal development;

 

·         serve as a systematic guide to recognize needs for further training and progress planning;

·         assure a factual, objective analysis of an employee’s performance vs. job requirements;

 

·         help place employees in positions within the practice that best utilize their talents and capabilities;

 

·         provide an opportunity to discuss job problems or other job-related interests;

 

·         serve as an aid in salary administration;

 

·         provide a basis for coordinating goals and objectives -- the employees’ and the practice’s;

 

·         give recognition for superior performance.

 

The performance evaluations will address job factors and behaviors which are observable, measurable, and specifically related to job performance.

 

Factors we consider are:

·          quality of work

·          quantity of work

·          job knowledge

·          employee relations

·          patient relations

 

Salary adjustments are not necessarily made at the time of the performance evaluation.

 

 

TERMINATION OF EMPLOYMENT

 

Staff members who quit, are discharged, or fail to respond to a recall, will be regarded as separated from employment with the office and maintaining no seniority, recall or other rights.

Separations are either voluntary or involuntary. "Mutual agreement" separations will be classified as either voluntary or involuntary, so that they may be processed in accordance with the separation policies and procedures which follow:

 

Voluntary--a resignation initiated by the employee. Notice should be given in writing.   

 

We realize that occasionally a staff member resigns to pursue other interests. It is accepted business practice and common courtesy to give two weeks notice so a replacement can be found quickly to fill the position. Although a staff member may give notice, the resigning staff member may be asked to leave immediately because of staff morale, unsatisfactory job performance, or operating needs.  Staff members who are asked to leave immediately will be paid their regular salary in lieu of work.  Severance pay will not be awarded, and the resignation will be treated as voluntary.

 

Unauthorized leave--If a staff member requests time off that is denied, and the staff member takes off anyway, the time off will be considered job abandonment and treated as a voluntary termination.

 

Involuntary--A permanent separation initiated by the employer due to:

 

·          lack of work

·          inability to perform satisfactorily the duties of the position

·          reorganization; relocation

·          unprofessional conduct, insubordination

·          job abandonment

 

The above list is not intended to show all the possibilities that might result in involuntary release from employment. 

 

All Practice property, such as keys, pagers, records, documents and equipment, must be returned by each employee immediately upon termination. 

 

·         If the employee has given at least 72 hours' advance notice, the final paycheck will be issued on the last day worked.

 

·         If less than 72-hours' notice is given, the final paycheck will be mailed no later than 72 hours after the last day worked, unless other arrangements are made.

 

·         Employees who are terminated involuntarily will be provided with their final paycheck on their last day of work. 

 

·         Employees are paid for unused accrued vacation hours.


 

 

 

 

 

Section IV

Practice Rules and Levels of Discipline


PRACTICE RULES 

AND LEVELS OF DISCIPLINE




The following is a general guideline of the levels of discipline.  We hope that with intensive training, professionalism, and teamwork, discipline will be the last resort to rehabilitate an employee who does not perform their job satisfactorily.

 

Employment is with the mutual consent of you and the Practice.  Consequently, both you and the Practice have the right to terminate the employment relationship at any time, at-will, with or without cause or advance notice. 

 

It is not possible to provide a complete list of every work rule or performance standard.  As a result, the following are presented only as examples and the list is not exhaustive.  You are responsible for understanding and following these standards and work rules.  Employees who do not comply may be subject to disciplinary action, up to and including possible termination. 

 

      

1st

2nd

3rd

Offense

Offense

Offense

 

1.      Theft of property from                              DISCHARGE

practice or other employee           

 

2.      Drinking alcoholic beverages                     DISCHARGE              

on the premises

 

3.      Assault on supervisor or                            DISCHARGE

other employee

 

4.      Reporting for work under the                    DISCHARGE

influence of alcohol or drugs                    

 

5.      Falsifying any records                               DISCHARGE

 

6.      Possession of weapons on                         DISHCARGE

practice premises                                      

 

7.      Insubordination by refusing                                   DISCHARGE

a supervisor’s order          

 

8.      Threatening or intimidating                                    DISCHARGE

other employees or supervisor                  

 

9.      Removal of any drugs or                           DISCHARGE

medications from practice                        

 

10.  Physical fighting or attempting                   DISCHARGE

to provoke a fight

 

 

      

1st

2nd

3rd

Offense

Offense

Offense

 

11.  Removal of practice records                                  DISCHARGE

or release of confidential information      

 

12.  Unauthorized release of a patient              DISCHARGE

 

13.  Intentionally misusing, damaging               DISCHARGE

practice or another employee’s property               

 

14.  Smoking in an unauthorized areas             Written Warning          3-day               DISCHARGE

                        Suspension

 

15.  Leaving during working hours                   1-day                           3-day               DISCHARGE

without permission                                                Suspension                  Suspension

 

16.  Unauthorized activity in  an                                   1-day                           3-day               DISCHARGE

employee’s own account or that of                        Suspension                              Suspension

their friends or relatives (have another

employee do the transaction)                                            

 

17.  Failure to report injury or accident             Written Warning

 

18.  Unauthorized absence                               Written Warning          DISCHARGE

 

19.  Stretching breaks or                                   Verbal Warning                       Written            1-day

otherwise wasting time                                                                   Warning           Suspension

 

20.  Unauthorized soliciting of                                 Verbal Warning                               Written                 DISCHARGE “contributions” on practice property                                                          Warning

 

21.  Distributing printed material on                 Verbal Warning                       Written            1-day

practice premises without permission                                            Warning           Suspension

 

22.  Failure to follow specified job                   Written Warning          DISCHARGE

      instructions or employee manual                                                   at Dr.’s discretion

   

 

 

 

 

 

 


 

 

Section V

Policies Pertaining to all Staff Members

 

 


policies pertaining to all staff members:

____________________________________________________ 

Always contribute to an atmosphere of warmth, cheerfulness, friendliness, caring and competence.

 

1.      Consistently conduct yourself in a manner befitting a professional person.

 

2.      All employees are required to abide by Office Compliance Plan, all Federal, State applicable laws, including OSHA, HIPPA, and requirements for safety and patient care.

 

3.      Through attitudes and actions, work to effect smooth daily operations, anticipate problems before they begin, and work with appropriate individuals to resolve problems early.

 

4.      Demonstrate outstanding, cooperative and harmonious relationships with others throughout the practice.

5.      All communication should be cheerful.  Despite what is going on with you on a personal basis, you always appear professional, enthusiastic, and caring.  If you cannot do so at any given time, make arrangements with your supervisor to have your post covered until you can do so.

 

6.      Never discuss or criticize a staff member in front of patients or other staff members.  There is a proper procedure for making corrections or airing grievances.

 

7.      Gossip will not be tolerated in this office. We must all strive to eliminate gossip.  If someone begins to involve you in gossip, it is your responsibility to let them know that it is unprofessional and against policy.

 

8.      Project an image of health and good health care habits.  Smoking is allowed in designated outdoor areas only (out of the sight of patients), and appropriate hygiene measures are to be taken upon re-entering the building (i.e., cleaning of hands and breath)

9.      Maintain cleanliness of attire, neatness of appearance, and/or personal hygiene without exception; always adhere to dress code policy.

 

10.  Maintain the appearance of the office, especially your area.  The visual image we project is a promotional tool.

 

11.  Report both exemplary as well as deficient performance to the Office Manager so that fellow staff members receive both commendations and correction as appropriate.

 

12.  Actively work toward the continued development and improvement of the practice through established channels.

 

13.  Treat patients professionally, compassionately, patiently, and do your best to address them by name.

 

14.  Adhere to strict patient confidentiality.  Remember, the relationship that a patient has with the Doctor is a professional one, and must be protected, both legally and morally.

 

15.  Never discuss any patient within earshot of another patient.  This includes whispering.  Leave the area entirely if it is necessary to discuss a patient.

 

16.  Be responsible for doing your part in keeping the patient flow smooth and efficient.

 

17.  Demonstrate support of the executive structure of the practice.

 

18.  Contribute constructive comments and suggestions regarding practice development to the Office Manager and Doctor which could result in improved operations; take initiative in suggesting and planning presentations.

 

19.  Always address the Doctor as Dr. Jovkar while at the office, demonstrating the highest degree of respect to him at all times. 

 

20.  Relay to the Doctor any comments made to you by the patients which could affect their treatment. This includes both negative and positive comments.

 

21.  Perform your job duties as outlined in your job description. 

 

22.  Keep your job descriptions, procedures, and policies current with any new data that is given to you, and review this material periodically.  Be prepared to be asked specifics about all of this material.

 

23.  Adhere to all practice policies and policies on occupational safety, setting a good example for other staff to do the same.

 

24.  Keep your scheduled work hours, and arrive for work on time.  Be responsible for recording your hours (if applicable).

 

25.  If a work schedule revision is necessary, submit a request per the procedural policy.

 

26.  If you find that you are running behind in the completion of assigned duties, let your supervisor know so that you can get any assistance you may need.

 

27.  Attendance at our staff meetings is mandatory.  These meetings may be used to discuss current and future business, patients, staff communications, education and training. Our staff meetings are scheduled weekly.

 

28.  Do the majority of inter-office communication in the form of written memos.

 

29.  Maintain a smooth and efficient flow of paperwork and communication by using the office communication system.

 

30.  Carefully keep track of any cash handling you may be in charge of; staff is held responsible for shortages should they occur.

 

31.  Perform opening and closing duties per the established policy should you happen to be the first to arrive or the last to leave the office.

 

32.  Maintain an adequate inventory of supplies that relate to your post per the established procedural policies.

 

33.  Any requests for new equipment, supplies not already established as routine, new policies, or time off must be submitted to your supervisor.

 

34.  Be responsible for learning and understanding all the management policies, as outlined in the policies manual.

 

35.  Maintain certification skills expected of health care professionals.

 

36.  Perform your duties and comply with all Federal, and State Laws including but not limited to OSHA, HIPPA, etc.

 

37.  Encourage our patients to refer others who could benefit from our services.  We would also encourage you to refer your friends, family, and acquaintances to our office.

 

 

 

 


 

 

Section VI

Acknowledgment

 


SIGNATURE PAGE, ACKNOWLEDGEMENT

OF MANUAL OF POLICIES

 

I have received a copy of the Practice’s Manual of Policies. I have read and I understand its contents. I acknowledge that it is my responsibility to ask questions about anything I do not understand. I agree to discuss with my supervisor or the Office Manager any section of this handbook I do not understand within five (5) days of receiving it.

 

I understand that it is my responsibility to abide by all Practice policies, rules, the lists of Job Duties that have been provided for my position (or post), and any and all Job Descriptions as set forth in the Manual and/or the Job Description Manual that has been provided for me.

 

I also understand that the Practice has established the Practice policies, rules, Job Duties lists, and Job Descriptions at its sole discretion and that the contents of each may be changed by the Practice at any time, with or without notice, and that I will be informed of the changes as soon as practical.

 

I further understand and acknowledge that this Manual provides policies, guidelines and information but this Manual is not, nor is it intended to constitute and employment contract or guarantee of any kind, or a guarantee of any rights or benefits.

 

I understand and agree that nothing in this Manual creates or is intended to create a promise or representation of continued employment, and that employment at the Practice is employment
at-will; this means that my terms and conditions of employment may be changed, with or without cause and with or without notice, including but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  My signature below certifies that I have received the Medical & Surgical Vision Care, Inc. Employee Handbook and agree to abide by its provisions during my employment.  It supersedes all prior agreements, understanding and representations concerning my employment with Medical & Surgical Vision Care, Inc.

 

 

_________________________                    _____________________________________             

Date                                                               Employee Signature

 

_________________________                    _____________________________________             

Date                                                               Medical & Surgical Vision Care, Inc. Representative

 

 

 

 

 

 

 


EMPLOYMENT-AT-WILL ACKNOWLEDGMENT 

 

All employment relationships with the employer are terminable “at-will.”  You have received and accepted an offer of employment with the understanding that you will be an at-will employee.  This status is consistent with the provisions of Labor Code Section 2922, which states as follows:

 

"An employment, having no specified term, may be terminated at the will of either party on notice to the other."

 

This means that you are free to leave your employment at any time, either with or without cause or advance notice, to pursue other interests or job opportunities.  The employer retains the same right to end the employment relationship at any time, either with or without cause or advance notice.

 

No one has the legal power, ability, or authority to alter the “at-will” nature of the employment relationship other than Dr. Jovkar.  Dr. Jovkar may only alter the “at-will” nature of the employment relationship if he does so in a written agreement that is signed both by Dr. Jovkar and by you.  I understand that this represents an integrated agreement with respect to the “at-will” nature of the employment relationship and that there are no oral, collateral, or written agreements to the contrary.

 

By signing this form, you acknowledge that you fully understand the “at-will” agreement, acknowledge your “at-will” status, and agree to this status.

 

 

_________________________                    _____________________________________ 

Date                                                               Employee Signature

 

_________________________                    _____________________________________             

Date                                                               Medical & Surgical Vision Care, Inc. Representative

 

 

 

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Our Bay Area office, located at 15251 National Ave, Suite 100, Los Gatos, CA 95032, provides eyecare, eye exam, LASIK, laser vision correction, cataract and other eye surgeries for patients in the following areas: Bay Area Eye Doctor, Campbell, Cupertino, Fremont, Gilroy, Los Altos, Los Altos Hills, Los Gatos Eye Care, Milpitas, Morgan Hill, Monte Sereno, Mountain View, Palo Alto, Pleasanton, San Jose, San Martin, San Mateo, Santa Clara County, Santa Clara Valley, Saratoga, Scotts Valley, South Bay, Sunnyvale