No Harassment Policy (download in Word format)

Policy Developed by: Vice President, People Services
Policy Approved by: President/CEO

SCOPE: Munroe Regional Medical Center

PURPOSE: To ensure an environment free of harassment for all associates, applicants and customers of the Medical Center .

POLICY: Munroe Regional Medical Center does not and will not tolerate harassment of our associates, applicants, or customers. The term “harassment” includes, but is not limited to, slurs, jokes and other verbal, graphic or physical conduct relating to an individual’s race, color, sex (including same-sex sexual harassment), religion, national origin, citizenship, age, or disability. “Harassment” also includes sexual advances, requests for sexual favors, offensive touching, and other verbal, graphic or physical conduct, or electronic communications (e-mail) of a sexual nature, regardless of the sex of the individuals involved.

VIOLATION OF THIS POLICY WILL SUBJECT AN ASSOCIATE TO DISCIPLINARY ACTION, UP TO AND INCLUDING IMMEDIATE DISCHARGE.

PROCEDURE: Any associate that feels they are being harassed in any way by a co-worker, a customer or a vendor, should notify their supervisor or manager immediately. All harassment complaints should be reported immediately to the Vice President of People Services. The matter will be thoroughly investigated, and where appropriate, disciplinary action will be taken.

All management staff is also covered by this policy and are prohibited from engaging in any form of harassing conduct. Further, no supervisor or other member of management has the authority to suggest to any associate or applicant that the individual’s employment, continued employment or future advancement will be affected in any way by the individual’s entering into (or refusing to enter into) any form of personal relationship with the supervisor or member of management. Such conduct is a direct violation of this policy.

Associates who believe that a supervisor or member of management has acted inconsistently with this policy, if not comfortable bringing a complaint regarding harassment to their supervisor or believe that their complaint concerning a co-worker, a customer or vendor has not been handled to their satisfaction, should contact either the Vice President of People Services, or the Compliance Officer. Associates will not be penalized in any way for reporting such improper conduct.

REFERENCES: Equal Employment Opportunity Commission

Workplace Violence Policy (download in Word format)

Policy Developed by: Director, Risk Management
Policy Approved by: President/CEO

SCOPE: Munroe Regional Medical Center

PURPOSE: To maintain a work environment free from intimidation, threats, or violent acts.

POLICY: Munroe Regional Medical Center has a zero tolerance for violent acts or threats against our associates, applicants, customers, or vendors.

Our policy is to strive to maintain a work environment free from intimidation, threats, or violent acts. This includes, but is not limited to, intimidating, threatening or hostile behaviors, physical abuse, vandalism, arson, sabotage, use of weapons, carrying weapons of any kind onto company property, or any other act, which, in management's opinion, is inappropriate to the workplace. In addition, jokes or offensive comments regarding violent events will not be tolerated and may result in disciplinary measures.

Associates who feel they have been subjected to, observe, or have knowledge of any of the behaviors listed above are requested to immediately report the incident to their supervisor, a People Services representative, or security supervisor. Complaints will be investigated and confidentiality will be maintained to the fullest extent possible. Based upon the results, disciplinary action will be taken against the offender, if appropriate.

Munroe Regional reserves the right to conduct searches and inspects of associates, associates' personal effects or Munroe provided materials such as lunch pails, boxes, thermoses, purses, lockers, desks, personal computer files, cabinets, file drawers, packages or vehicles without notice.

Any illegal and unauthorized articles, including but not limited to, weapons of any kind discovered may be taken into custody and turned over to law enforcement representatives.

Any Munroe associate who refuses to submit to a search or found in possession of prohibited articles will be subject to disciplinary action, up to and including termination.

Whenever an associate witnesses an incident of workplace violence, these guidelines should be followed, to the extent relevant for the particular situation:

1. Name of Munroe representative to whom incident should be immediately reported:

Ben Poole, Director, Risk Management
(352) 402-5031 - office
(352) 506-8343 - pager

Cynthia Prewitt (Alternate), Executive Director of Quality Management
(352) 351-7210 - office
(352) 506-5223 - pager

2. Type of information that should be given:

• Your name.
• Names of persons involved in incident.
• When incident occurred.
• Where incident occurred.
• Description of the incident.
• Whether anyone is injured.
• Whether anyone is in immindent danger of injury.
• Whether weapons are involved.
• Whether the police have been contacted.

3. Name of Munroe representative responsible for contacting key members of management who are not present:

Ben Poole, Director, Risk Management
(352) 402-5031 - office
(352) 506-8343 - pager

Cynthia Prewitt, Executive Director of Quality Management
(352) 351-7210 - office
(352) 506-5223 - pager

Dan O'Connor, Vice President, People Services
(352) 351-7278 - office

4. Name of person who will be responsible for transporting associate(s) home who may be unable to drive:

• Security Department, extension 5300 (Non-emergency); extension 7728 (Emergency)

5. Name of persons who will contact victim(s) family members:

Dan O'Connor, Vice President, People Services
(352) 351-7278 - office

6. Name of persons responsible for contacting law enforcement:

Ben Poole, Director, Risk Management
(352) 402-5031 - office
(352) 506-8343 - pager

Cynthia Prewitt, Executive Director of Quality Management
(352) 351-7210 - office
(352) 506-5223 - pager

Dan O'Connor, Vice President, People Services
(352) 351-7278 - office

7. Local law enforcement telephone numbers:

Ocala Police Department, (352) 369-7000
NOTE: If there is a threat of imminent harm or weapons involved, you should immediately call 911 emergency.

8. Name of person responsible for media contacts:

Media On-Call
(352) 351-7334 - office
(352) 506-5140 - pager

9. Method of notifying associate when they are expected to return to work:

Telephone or letter, if time permits.

Office of the Ombudsman Policy (download in Word format)

Policy Developed by: Sharon Lanier, RN, BS
Policy Approved by: President/CEO

SCOPE: Munroe Regional Medical Center

PURPOSE: Ombudsman is a designated impartial dispute resolution practitioner whose major function is to provide independent confidential and informal assistance to all associates of Munroe Regional Medical Center. The ombudsman is neither an advocate for any individual nor the organization but, rather, an advocate for fairness who acts as a source of information and referral, and aids in answering individual's questions, and assists in the resolution of concerns and critical situations. Interpersonal conflicts, ethical dilemmas, and grey areas can occur in any work environment. The ombudsman provides Munroe Regional Medical Center associates with a neutral, confidential resource for voicing concerns and for resolving disputes in a win-win environment. It also provides an alternative to formal reporting channels by addressing work-related issues in an informal, non-escalating way. The ombudsman is available to all Munroe Regional Medical Center associates of any classification.

PROCEDURE: The ombudsman may exercise discretion whether to act upon a concern of an individual contacting the office. An ombudsman may initiate action on a problem he or she perceives directly. The ombudsman is designated as a neutral and remains independent of ordinary line and staff structures and shall not serve any additional role that would compromise neutrality. An ombudsman is an informed off-the-record resource. Others should do formal investigations for the purpose of adjudication.

REPORTING: The ombudsman function is independent of and separate from the human resource and other existing administrative structures. The ombudsman reports to the Chief Executive Officer, with access to the board of directors, if applicable. Also, the ombudsman does not accept notice on behalf of the organization. Maintains the confidentiality of individual communications, the ombudsman may prepare report(s), either verbally or in writing, on organizational trends and activities. Based on anonymous aggregate information, this report(s) may also identify patterns or problem areas in the organization's policies and practices, may recommend revisions or improvements, and may assess the climate of the organization.

PROCESS REQUIREMENTS: The mission of the ombudsman program is to provide all Munroe Regional Medical Center associates an alternative option to confidentially voice and/or resolve concerns, issues, and barriers; the process provides an alternative mechanism for Munroe associates to:

• Confidentially discuss concerns with an uninvolved, impartial third party.
• See those concerns in perspective.
• Focus attention on underlying issues and barriers.
• Explore options for resolving the concerns.

The ombudsman keeps no formal written records and shall keep consultations with Munroe associates completely confidential. No associate at any level may compel the Ombudsman to disclose a confidence, and Munroe will not call upon the ombudsman on behalf in legal proceedings. Furthermore, if an attempt is made to force a disclosure by means of compulsory legal process, Munroe will obtain counsel to oppose such efforts.

There shall be no discrimination, interference, harassment, or retaliation against any associate as a result of consulting with or expressing a desire to consult the ombudsman. No associate shall be subjected to prejudice or discrimination because of actions taken by the ombudsman as a result of such consultation.

ROLES AND RESPONSIBILITIES:

Associates should contact the ombudsman if:

• Uncertain about taking concerns through other normal, more formal channels.
• Not sure whom to see.
• Previous attempts to resolve a concern have not worked out.
• Desire to take early and informal action.
• Need a neutral and impartial perspective.
• Need someone just to listen.

Ombudsman, to accomplish their mission:

• Available to counsel all associates.
• Work cooperatively with all sides to reach settlement.
• Mediate between parties when appropriate.
• Provide confidential feedback to upper management by reporting issues and trends without disclosing names.
• Provide feedback to decision makers.
• Act as a catalyst for addressing concerns and ideas with organization-wide impact.
• Act as an advocate for fair process and corporate values.
• Identify problems and root causes of problems, resources for problem resolution, weaknesses or problems in Munroe policies or processes.

The ombudsman does not take any action on a complaint, inform others of a problem, or involve other problem resolution alternatives without the permission of the associates raising the inquiry, problem, or suggestion, except in these situations:

• In which there is reason to believe that criminal behavior is involved, which threatens human life.
• Where no other options are available except to act without permission.

The ombudsman DOES NOT:

• Answer questions about which they may or may not have seen in relation to a problem.
• Perform formal investigations.
• Adjudicate.
• Arbitrate.
• Serve as witness in internal or external grievance processes.
• Replace formal grievance procedures.
• Testify on Munroe's behalf in legal proceedings.

ACCESS TO INFORMATION: With the following exceptions, the Ombudsman shall have access to all information records they deem necessary:

• Medical records which may only be released with verbal permission of the associate.
• The ombudsman shall observe all restrictions on disclosure placed on the records by the organization's records administrator.

CODE OF ETHICS: It is the responsibility of the Ombudsman to:

• Listen to concerns.
• Remain impartial to all individuals.
• Keep information confidential.
• Follow-up in each person's request for assistance.
• Provide information on options for resolving the concern.
• Assist individuals and committees in the decision making process.
• Improve communications by providing an alternative communication channel.
• Recommend necessary changes in policies.
• Provide feedback to management by reporting issues and trends without disclosing names.

An Ombudsman DOES NOT:

• Breach confidentiality.
• Take sides.
• Keep written records.
• Conduct formal management decisions to resolve the concern.
• Resolve non-work related concerns.
• Take action on a concern without permission.

Services of the ombudsman include:

• Individual consultation.
• Listening and coaching.
• Shuttle diplomacy.
• Mediation.
• Group or team interventions.
• Consultation in preparing for negotiation.

REFERENCES:
1. Kreitner, Robert, Management, Boston, Houghton Mifflin Company, 2001. ISBN#0-618-05638-6
2. Slaikeu, Karl A., Hasson, Ralph H., Controlling the Cost of Conflict, San Francisco, Jossey-Bass, 1998, ISBN#0-7879-4323-1.
3. TOA, The International Ombudsman Association, www.ombuds-toa.org.
4. Slaikeu, Karl A., When Push Comes to Shove, San Francisco, Jossey-Bass, Inc. 1996, ISBN#0-7879-0161.