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Employee Handbook

Employee Handbook

Employee Handbook

Introduction

Welcome to the Dovers Dental Clinic. This handbook was developed to provide you with an information resource for common questions and concerns. If you have questions or concerns about the policies outlined here, you should contact your manager or Human Resources. The policies stated in this handbook are subject to change at any time at the sole discretion of the Company. From time to time, you may receive updated information regarding any changes in policy. The contents of this handbook are not intended to create a contract or agreement between the Company and you. For those employees in a position covered by a collective bargaining agreement, you should refer to the agreement which governs your terms and conditions of employment. There are specific procedures for many of the general policies stated in the handbook. Please direct any questions to your manager, department head, or to Human Resources.

About the Company

Dovers Dental Clinic was registered in 2018 to provide total and comprehensive oral health care. We are an easily accessible affordable and trustworthy dental clinic that provides world-class, premiere dental care, with comfort and the best end results without a fraction of cost.

Our vision is to transform oral health care in Nigeria through a mindset of excellence, a culture driven by our core values and an attitude of “patients first”.

Our mission is to provide complete dental care with the highest standard of treatment, tailored specifically to each individual client in a relaxed and friendly environment.

Hours of Operation/Work Schedules

The office is normally open from 8:00 am until 6:00 pm Central time. Certain employees may be assigned to different work schedules and/or shifts outside of normal office hours. If an employee must be outside of the office for non-business related reasons during their normal work schedule, they should inform their manager.

Telecommuting

The Company is committed to creating a work environment where the needs of our customers, employees, and the Company are balanced. Therefore, the Company tries to be flexible in its approach to work styles and location. Telecommuting arrangements may be made on an “as-needed basis” or set up on a regular schedule. In either case, employees are encouraged to spend time working in the office whenever possible. This allows employees to be accessible to customers and creates a sense of consistency and collaboration among work teams. When employees desire to work at home, the Company asks that they do so in a manner that is in keeping with a work style of accessibility, communication, and productivity. All telecommuting arrangements are subject to approval by the employee’s manager. In general, the following principles should be used in telecommuting:

  • Employees should make arrangements with their manager at least one week in advance of telecommuting.
  • Employees should check in with the office regularly.
  • Employees should inform their manager of their whereabouts so they may be reached easily.
  • Working at home means actually working, not taking time off or attending to personal business.
  • Employees should not routinely work at home on days prior to or following vacations or holidays if at all avoidable.
  • Under regular circumstances, telecommuting should not comprise more than one day in a given week, or more than 3 days a month.

Attendance Policy

Regular attendance is essential to the Company’s efficient operation and is a necessary condition of employment. When employees are absent, schedules and customer commitments fall behind, and other employees must assume added workloads.

Employees are expected to report to work as scheduled and on time. If it is impossible to report for work as scheduled, employees must call their manager before their starting time. If your manager is unavailable, a voice message should be left. If the absence is to continue beyond the first day, the employee must notify their manager on a daily basis unless otherwise arranged. Calling in is the responsibility of every employee who is absent. Absence for three consecutive workdays without notifying the manager is considered a voluntary termination.

Leave of Absence Policy

Employees are eligible to apply for an unpaid leave of absence if they have been regular employee of the Company for at least one year. The employee’s manager will make a decision on the leave request. The request for leave will be reviewed based on the reason for the request, previous attendance record, previous leave requests and the impact the absence will have on the Company.

Authorized leaves for illness or disability begin after employees have exhausted accrued sick leave, vacation and personal holiday time. A personal leave of absence, if granted, begins after vacation and personal holiday time have been used.

If the request for leave of absence for personal reasons, the employee’s manager, with the advice of Human Resources, will decide whether the current position will be held open, or if a position will be made available upon the employees return from leave.

Medical Leave

All employees who have been employed at least twelve months,  are eligible for an unpaid family and/or medical leave of absence.

Employees ordinarily must provide 30 days advance notice when the leave is “foreseeable.” The Company may require medical certification to support a request for leave because of a serious health condition and may require second or third opinions (at the employer’s expense) and a fitness for duty report to return to work. Taking leave may be delayed if requirements are not met. For complete details, employees should contact their manager or Human Resources.

Pay and Compensation

Employees are paid the last week of the month or before the 3rd day of the following month.

Vacation

All full-time employees are eligible for vacation pay.

Employees should notify their manager at least one month in advance of taking vacation time. All vacation requests are subject to manager approval. In addition, employees should directly communicate vacation dates to co-workers to ensure customer needs are met.

Personal Days

Employees are eligible for 4 paid personal days per calendar year. New employees will accrue 1 personal day for every 3 months worked in the hired calendar year.

Personal days may be used at the employee’s discretion for religious holidays and personal matters. Personal days not used by the end of the year will be paid out to the employee in the final paycheck for that year.

Sick Days

Sick days are provided for illness of the employee, their spouse or children. Employees should use their personal days or vacation days non-illness related time off. All full-time employees will receive sick days according to the following schedule:

Employees will be eligible for paid sick days after 6 months of employment. After 6 months of employment, employees will be eligible for one sick day for every two months worked from date of hire, with a maximum of 5 days in their first year of employment.

Every succeeding calendar year, employees will be eligible for 5 sick days.

Sick days may be accumulated and carried over from year to year to a maximum of 10 days. All other unused sick days by the end of the year is forfeited.

 

Health Benefits

Full-time employees, their spouses and eligible dependent children are eligible for health benefits on the first day of the month following 6 months of continuous employment. Employees should consult the separate materials prepared directly by the Company’s health care insurance company for details of the plan.

Equal Employment Policy

It is the policy of the Company to provide equal opportunity for all qualified persons and not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, veteran status, disability, or any other protected status.

This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other details and conditions of employment.

Employment and promotion decisions will be based on merit and the principle of furthering equal opportunity. The requirements we impose in filling a position will be those that validly relate to the job performance required.

All other personnel actions including compensation, benefits, transfers, layoffs, recalls from lay-offs, training, education, tuition assistance and recreation programs will be administered without regard to race, color, religion, sex, age, national origin, disability, veteran status, or any other protected status, in accordance with appropriate law.

Termination

Employees who voluntarily resign from the Company are asked to provide at least four-week advance notice of their resignation. This notice should be in writing and should briefly state the reason for leaving and the anticipated last day of work.

If a terminating employee is eligible for any incentive compensation, bonus, and/or awards, they must be actively employed on the date the compensation, bonus or awards are presented or paid, in order to receive the compensation, bonus or award

Drug and Alcohol Policy

The Company realizes that the misuse of drugs and alcohol impairs employee health and productivity. Drug and alcohol problems result in unsafe working conditions for all employees and customers. The Company is committed to maintaining a productive, safe, and healthy work environment, free of unauthorized drug and alcohol use.

Any employee involved in the unlawful use, sale, manufacturing, dispensing or possession of controlled substances, illicit drugs and alcohol on Company premises or work sites, or working under the influence of such substances, will be subject to disciplinary action up to and including dismissal and referral for prosecution.

Safety Policy

The Company is sincerely interested in the safety and well-being of our employees. The Company will make every effort to keep the office equipment in excellent condition and make sure that all safety devices are working properly.

Workplace Security Policy

The Company is committed to maintaining a safe and secure workplace. In order to maintain a secure work environment, the company strictly prohibits employees and visitors from bringing any firearm on Company property. In addition, all visitors are asked to check-in with the receptionist. Failure to comply with this policy will result in disciplinary action up to and including termination.

Dress Code Policy

The Company maintains a business casual working environment. All employees should use discretion in wearing attire that is appropriate for a dental office and customer interaction.

Smoking Policy

The Company maintain a non-smoking policy within the office. Employees should smoke only in those areas of the building which are smoking designated.

Telephone and Computer Use Policy

The Company understands that when employees work during the week it is occasionally necessary to conduct personal business during office hours. However, employees should limit their personal use of the telephone and computer during office hours. Talk to your manager if you have any questions as to how much is too much time. Because telephone and e-mail systems are provided by the Company at its expense for business use, all messages sent by or received on those systems are company documents. The Company reserves the right to access and to disclose the messages that you send or receive on the voice mail or e-mail systems. Employees should also be aware that “deleted” messages from the computer screen may not actually be deleted from the e-mail system. Employees who abuse this policy are subject to disciplinary procedures up to and including discharge.

Business Expense Reimbursement

The company will reimburse employees for expense which are directly business related to include: travel expenses, office supplies, and mileage incurred while travelling on business. Employees must submit receipts for all expenses. Employees should consult with their manager prior to business trips to confirm eligible expenses.

Dovers Dental Clinic reserves the right to modify this policy in whole or in part, at any time, at the discretion of the Company.