2017 employee manual · bound by the pcn’s policies and procedures unless stated otherwise. 2.1...

EMPLOYEE MANUAL

2 Employee Manual January 2017 edition

WELCOME!


1. WELCOME.............................................................................................................................................................................51.1 Vision........................................................................................................................................................................................51.2 Mission.....................................................................................................................................................................................51.3 Employee Life Cycle............................................................................................................................................................51.4 History......................................................................................................................................................................................51.5 Changes in Policy.................................................................................................................................................................62. EMPLOYEE DEFINITION AND STATUS................................................................................................................. 62.1 Employment Classifi cation.............................................................................................................................................. 62.2 Probationary Period for New Employees (see att ached Policy).........................................................................63. EMPLOYMENT INFORMATION.................................................................................................................................63.1 Equal Employment Opportunity.................................................................................................................................. 63.2 Criminal Records................................................................................................................................................................ 63.3 Anniversary Date................................................................................................................................................................ 63.4 New Employee Orientation............................................................................................................................................. 63.5 Personnel Records and Administration..................................................................................................................... 73.6 HR Payroll, Time & Att endance System.....................................................................................................................73.7 Change of Personal Data.................................................................................................................................................. 73.8 Personal Property................................................................................................................................................................ 74. STANDARDS OF CONDUCT......................................................................................................................................... 74.1 General Guidelines............................................................................................................................................................. 74.2 Att endance and Punctuality........................................................................................................................................... 74.3 Work Schedule (Refer to Hours of Work Policy)..................................................................................................... 74.4 Absence and Lateness ........................................................................................................................................................84.5 Harassment Policy............................................................................................................................................................... 84.6 Sexual Harassment Policy................................................................................................................................................ 84.7 Violence in the Workplace................................................................................................................................................84.8 Working Safely......................................................................................................................................................................84.9 Confi dential Information and Nondisclosure (see att ached Policy on Information Handling & Security)................................................................................84.10 Ethical Standards.................................................................................................................................................................84.11 Patient Relations...................................................................................................................................................................94.12 Dress Code............................................................................................................................................................................. 94.13 Use of Equipment................................................................................................................................................................ 94.14 Computer Information...................................................................................................................................................... 94.15 Use of Computer, Phone, and Mail.............................................................................................................................. 104.16 Use of Internet...................................................................................................................................................................... 104.17 Social Media...........................................................................................................................................................................104.18 Alcohol and Substance Abuse........................................................................................................................................ 104.19 Gifts...........................................................................................................................................................................................104.20 Complaint Procedure..........................................................................................................................................................104.21 Corrective Procedure..........................................................................................................................................................10

TABLE OF CONTENTS


4.22 Crisis Suspension.................................................................................................................................................................104.23 Employment Termination/Resignation...................................................................................................................... 104.24 Retirement.............................................................................................................................................................................. 104.25 Exit Interview........................................................................................................................................................................ 114.26 Return of Company Property .........................................................................................................................................115. COMPENSATION POLICIES .........................................................................................................................................115.1 Base Compensation.............................................................................................................................................................115.2 Payroll and Paydays........................................................................................................................................................... 115.3 Annual Review..................................................................................................................................................................... 116. GROUP HEALTH AND RELATED BENEFITS....................................................................................................... 116.1 Benefi ts Summaries and Eligibility.............................................................................................................................. 116.2 Dental Insurance..................................................................................................................................................................126.3 Vision Care Insurance........................................................................................................................................................126.4 Disability Insurance............................................................................................................................................................126.5 Life, Accidental Death, and Dismemberment Insurance.....................................................................................126.6 Retirement Plan .................................................................................................................................................................. 127. TIME OFF BENEFITS.........................................................................................................................................................137.1 Statutory Holidays.............................................................................................................................................................. 137.2 Vacation Time (Refer to Vacation Leave Policy for details)................................................................................ 137.3 Sick Leave (Refer to Sick Leave Policy for details)..................................................................................................137.4 Special Leave Policy (Maternity/Parental Leave, Bereavement Leave, Jury Duty and Personal Leaves of Absence)........... 148. EXPENSES.............................................................................................................................................................................. 148.1 Introduction........................................................................................................................................................................... 148.2 Expense Reimbursement..................................................................................................................................................149. EMPLOYEE COMMUNICATIONS.............................................................................................................................. 149.1 Open Communication....................................................................................................................................................... 149.2 Staff Meetings .......................................................................................................................................................................149.3 Staff Social Club................................................................................................................................................................... 159.4 Suggestions............................................................................................................................................................................ 1510. EMPLOYEE EDUCATION............................................................................................................................................... 1510.1 Educational Opportunities...............................................................................................................................................1510.2 Mandatory Education ........................................................................................................................................................1611. Closing Statement............................................................................................................................................................... 1612. ACKNOWLEDGMENT..................................................................................................................................................... 1713. APPENDICES .......................................................................................................................................................................18


1. WELCOMEThis employee manual is intended to familiarize you with Edmonton Southside Primary Care Network (PCN) and provide information about employment obligations and accountabilities, working conditions, key policies, procedures, and benefi ts aff ecting your employment at the PCN.

You must be familiar with the contents of this manual and the policies contained herein as a condition of employment.

1.1 VisionThe trusted cornerstone of a healthy community.

1.2 MissionTo provide team-based primary care and work with our community to achieve the best health for all.

1.3 Employee Life CycleThe PCN is a great workplace with Exceptional Colleagues that are Thoughtfully Dedicated.

We value:

• Respect• Passion• Collaboration• Dedication

In our colleagues.

1.4 HistoryThe PCN was formed on May 1, 2005 through a joint venture agreement between 57 physicians and the former Capital Health Region. It was established as a resource to family physicians to bett er enable them to improve patient care in the areas of timeliness, access and comprehensiveness. We off er enhanced clinical support and services to the clinics and support linkages between physicians within the PCN.

We concentrate our resources on the management of complex patients; specifi cally chronic disease, mental health and geriatrics. Our multidisciplinary health team supports these areas of care within the clinics and includes:

• Nurses• Nurse practitioners• Behavioural health consultants• Respiratory therapists• Dietitians• Exercise specialists• Healthy Aging nurses and social workers

Since inception, we have grown to include over 280 family physicians operating from over 80 clinics across south Edmonton. Our map outlines where the clinics are in the PCN. We have over 120 staff . Our clinical staff routinely see more than 10,000 patients per month in support of primary care.

Our nurses provide a range of care services, such as chronic disease management, geriatrics, smoking cessation and prenatal care, that fully support the family medicine clinics in which they work.

The specialty geriatric service (healthy aging team) is an adjunct to the in-clinic care provided by the physician and primary care nurse and conducts geriatric nursing assessments, home visits and coordination of community services as an extension of the family physicians’ practice.

Similarly, our behavioural health consultants coordinate psychosocial support services for patients in need of community resources and therapy. Registered dietitians provide nutrition counselling services on an individual and group basis across the lifespan. The exercise specialists focus on patients with low mobility. Respiratory therapists have tools such as a spirometer to help assess patient’s lungs.

Our primary care environment allows patients to have access to needed professional resources at their own family physician’s clinic. This involves a multidisciplinary team of physicians, nurses, social


workers, and registered dietitians at a minimum. Each member of our team will work to full scope of practice and provide their respective professional expertise to patient care. In time, family medicine clinic space will be built to accommodate this team and optimized for patient volume, movement, effi ciency and eff ectiveness.

1.5 Changes in PolicyThis manual supersedes all previous employee manuals and memos.

While every eff ort is made to keep the contents of this document current, we reserve the right to modify, suspend, or terminate any of the policies, procedures, and/or benefi ts described in the manual with or without prior notice to employees.

2. EMPLOYEE DEFINITION AND STATUS

An “employee” of the PCN is a person who regularly works for the PCN on a wage or salary basis.

We may employ contractors and these contractors are bound by the PCN’s policies and procedures unless stated otherwise.

2.1 Employment Classifi cationEvery employee is assigned an employment status classifi cation: regular full-time, regular part-time, temporary (full-time or part-time), regular hourly, etc. along with an employee number.

2.2 Probationary Period for New Employees (see attached Policy)

The PCN monitors and evaluates every new employee’s performance for six months to determine whether further employment in a specifi c position or with the PCN is appropriate.

The purpose of the probationary period is to provide you and the manager a means by which to mutually evaluate the new employee’s fi t with the work environment and

corporate culture. Both parties should be critically assessing work performance, integration into the work environment and the potential for long-term success on an ongoing basis.

3. EMPLOYMENT INFORMATION3.1 Equal Employment OpportunityWe are an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, colour, citizenship status, national origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, or any other factor protected by law.

3.2 Criminal RecordsA criminal record check may be requested of any potential employee candidate as a condition of hire to protect the PCN’s interests and that of its employees and clients.

3.3 Anniversary DateThe fi rst day that you report to work is your offi cial anniversary date. This anniversary date is used to calculate the following benefi ts:

• Health, Dental, Vision• Health Care Spending Account• Life, LTD and AD&D

The anniversary date also is used to determine when the PCN’s matching contributions will begin to the following benefi ts:

• Registered Retirement Savings Plan• Tax Free Savings Account

The anniversary date also determines when an employee will receive an annual development review.

3.4 New Employee OrientationThe formal welcoming process, or “employee orientation,” is conducted by the Executive Director, Clinical Director, Human Resources Coordinator,


Primary Care Managers, peers and co-workers, or all of the above, as appropriate.

As part of the employee orientation a detailed education matrix is arranged by the Clinical Educator(s). All new employees will be provided with extensive training and education during the fi rst year of employment. The education classes will be applicable to the employee’s professional designation and/or role, as appropriate. The classes will be scheduled by the Human Resources Assistant and it is expected and required that all new employees att end these courses. See att ached listing of all educational classes off ered by the PCN.

3.5 Personnel Records and AdministrationThe task of handling personnel records and related administration functions at the PCN is the responsibility of the Executive Director, Human Resources Coordinator and management team. Personnel fi les will be kept confi dential at all times and include some or all of the following documents:

• Performance reviews• Salary • Employment Agreement• Benefi t application forms• Medical notes

All professional staff are required to submit a copy of their professional license upon hire and annually when license is renewed. All clinicians must also provide a copy of their CPR certifi cation upon hire and annually when re-certifi cation occurs.

3.6 HR Payroll, Time & Attendance SystemThe PCN utilizes an HR program called ADP for tracking all att endances including time off requests, accruals and balances. This system is also used to produce payroll. All staff are provided with information on registering with ADP.

3.7 Change of Personal DataAny change in an employee’s name, address, telephone number, marital status, dependents, or insurance benefi ciaries, or a change in the number of tax withholding exemptions, must be reported in writing without delay to the Human Resources Coordinator.

3.8 Personal PropertyThe PCN assumes no risk for any loss or damage to personal property. It is your responsibility to ensure all personal property is safely secured at the offi ce.

4. STANDARDS OF CONDUCT4.1 General GuidelinesYou are to be familiar with PCN rules and standards of conduct and are expected to follow these rules and standards faithfully in doing your own job and conducting the company’s business.

4.2 Attendance and PunctualityWe expect our employees to be ready to work at the beginning of assigned daily work hours.

4.3 Work Schedule (Refer to Hours of Work Policy)

Our regular hours of work are eight hours per day between the hours of 8 a.m. and 4:30 p.m., Monday to Friday except Statutory Holidays. Evening and weekend work may be required from time to time. Regular full-time employees are expected to work 40 hours per work week.

There are no set times for breaks. Each employee is responsible for, and expected to take, appropriate breaks (including a midday meal break) in accordance with their work environment (i.e. offi ce, clinic), work schedule and workload.

We acknowledge the accountability and responsibility that our staff have in the performance of their duties.


We recognize each employee as a professional and entrusts your working hours to you. You are permitt ed moderate fl exibility over your schedule. Reasonable and appropriate time off during regular business hours is permitt ed to att end to personal matt ers.

This time off cannot in any way negatively impact work schedules or compromise work responsibilities. This time is not related to hours worked and is neither accumulated nor calculated based on hours worked. This time for any employee can be denied at the discretion of the employee’s supervisor, or the Executive Director, if, in their opinion, the fl ex time would negatively impact work schedules, compromise work responsibilities or is being used to excess.

All PCN employees are salaried (except casual staff ) and the PCN does not pay for overtime.

4.4 Absence and LatenessFrom time to time, it may be necessary for an employee to be late or absent from work. We are aware that emergencies, illnesses, or pressing personal business that cannot be scheduled outside work hours may arise. It is the responsibility of you to contact your manager if you will be absent or late.

Absence from work for three (3) consecutive days without notifying management will be considered a voluntary resignation.

4.5 Harassment PolicyWe do not tolerate workplace harassment and such behaviour may result in suspension or termination. Workplace harassment can take many forms. It may be, but is not limited to, words, signs, off ensive jokes, cartoons, pictures, posters, email jokes or statements, pranks, intimidation, physical assaults or contact, or violence.

4.6 Sexual Harassment PolicyWe do not tolerate sexual harassment and such behaviour may result in suspension or termination. Sexual harassment may include unwelcome sexual

advances, requests for sexual favors, or other unwelcome verbal or physical contact of a sexual nature when such conduct creates an off ensive, hostile, and intimidating working environment and prevents an individual from eff ectively performing the duties of their position.

4.7 Violence in the WorkplaceWe prohibit workplace violence. Acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or aff ect our staff or which occur on PCN or client property, will not be tolerated.

Any violent behaviour directed at or aff ecting our staff in the course of their duties must be immediately reported to the Executive Director (or designate) and the appropriate authorities. Any staff member exhibiting violent behaviour may be suspended or terminated.

4.8 Working SafelyAtt ached to your manual are detailed policies on the following working safely procedures:

• Infection Prevention and Control • Working Alone• Incident Reporting

4.9 Confi dential Information and Nondisclosure (see attached Policy on Information Handling & Security)

By continuing employment with us, you agree that you will not disclose or use any of the PCN’s confi dential information, either during or after your employment. We sincerely hope that our relationship with our employees will be long-term and mutually rewarding.

However, employment with us assumes an obligation to maintain confi dentiality, even after you leave the PCN’s employ.

Health Information Act (HIA) is mandatory training for all employees and it stipulates that disclosing information to a person who is not the individual that the information is about requires consent, unless a specifi c circumstance exists.


You are asked to contact the Clinical Admin Coordinator with any questions/concerns relating to HIA.

Approved methods of disclosing patient health information are by fax, posted mail, or courier delivery. Emailing identifying information outside a secure (encrypted) network is NOT to be used at any time. This includes the PCN’s network.

4.10 Ethical StandardsWe insist on the highest ethical standards in conducting our business. Doing the right thing and acting with integrity are the two driving forces behind our success. When faced with ethical issues, employees are expected to make the right professional decision consistent with professional standards and the PCN’s policies, principles and values. If issues arise that you can not resolve, you are obligated to seek input and guidance from PCN management.

4.11 Patient RelationsPatients, and the care we provide, are the cornerstone of our operations. Every eff ort must be made to provide the highest quality care and foster positive relations with each and every patient, and their families and caregivers, as necessary.

From time to time, however, a patient may have concerns about the care they received and contact the PCN. All of our employees shall be aware of complaint handling procedures to ensure that the patient receives immediate response to their concern.

4.12 Dress CodeOur employees are expected to present a clean and professional appearance while conducting business, in or outside of the offi ce. Dressing in a fashion that is unprofessional (i.e. torn or cut off pants, shorts and fl ip fl ops), that is deemed unsafe, or that negatively aff ects our reputation or image is not acceptable.

4.13 Use of EquipmentWe will provide you with the equipment needed to do your job. This equipment is to be used for PCN work only and is not intended for personal use. Unless indicated otherwise, the equipment shall only be used on PCN property and shall not be removed from PCN property without consent and approval.

If you are based at a clinic, you will be provided with a PCN computer, if required, for use at the clinic. These computers are to remain at the clinic unless prior approval is obtained.

If there are problems with the computer equipment, please check with the Clinical Admin Coordinator if arrangements have been made for clinic IT support. Your manager must be notifi ed immediately if a computer has been lost or stolen.

A PCN cell phone is provided for PCN professional staff if required and this equipment should be with staff at all times during the working day. You have a responsibility to safeguard this equipment.

If you are travelling on PCN business, then arrangements will be made to ensure you have the appropriate plan on your phone for long distance, roaming charges, etc. With prior approval from your manager, you will be expected to pay any long distance and/or roaming charges incurred on your cell phone while travelling for personal reasons.

We request that you do not use your cell phone while driving. You should either pull off to the side of the road or preferably return the call when no longer driving.

This phone is for PCN business and personal calls should be kept to a minimum. If there are technical problems with the phone, the Purchasing Assistant should be notifi ed. Your manager must be notifi ed immediately if a cell phone has been lost or stolen.

Frequent cases of lost, stolen or damaged equipment may result in you being held personally and fi nancially responsible for repair and or replacement.


4.14 Computer InformationYou are given an email account through Solid Technology. Solid Technology provides IT support for PCN offi ce computers. The AHS Help Desk should be contacted for NetCare problems at 780.735.4357.

You will also be provided with a user name and password to access the secure side of our website. The website is www.edmontonsouthsidepcn.ca.

4.15 Use of Computer, Phone, and MailPCN property, including computers, phones, electronic mail, and voice mail, shall be used only for conducting company business. Incidental and occasional personal use of company computers, phones, or electronic mail and voice mail systems is permitt ed, but any personal information and messages stored in these systems will be considered to be PCN property and business-related information and could be subject to review by PCN management at any time without notice.

4.16 Use of InternetYou are responsible for using the Internet in a manner that is ethical and lawful. Use of the Internet must solely be for business purposes and must not interfere with employee productivity.

4.17 Social MediaThe PCN has a Social Media Policy and Guidelines that we require our employees to follow. Since social media is a fl uid tool, please check for regular updates to the policy and guidelines.

4.18 Alcohol and Substance AbuseIt is our policy that the workplace be free of illicit drugs and alcoholic beverages, and free of their use. The abuse of drugs and alcohol has been proven to impair the coordination, reaction time, emotional stability, and judgment of the user. This could have tragic consequences where demanding or stressful work situations call for quick and sound decisions to be made. Any instances of alcohol or substance abuse will also be

reported to your professional body (if applicable).

4.19 GiftsAdvance approval from management is required before you may accept or solicit a gift of any kind from a patient or client. You are not permitt ed to give unauthorized gifts to patients or clients.

4.20 Complaint ProcedureIf you have a job-related issue, question, or complaint, discuss it fi rst with your immediate supervisor. If the issue cannot be resolved at this level, we encourage you and your supervisor to jointly contact the Executive Director. The Executive Director will not intercede on issues where no att empt has been made to resolve the problem at the local level.

4.21 Corrective ProcedureUnacceptable behaviours may be dealt with in any of the following manners and in any order: (a) Oral Reminder, (b) Writt en Warning, (c) Decision-Making Paid Leave/Counselling Session, (d) Termination.

4.22 Crisis SuspensionIf you commit any serious violation of PCN policies, you, at minimum, will be suspended without pay pending an investigation of the situation. Following the investigation, you may be terminated without any previous disciplinary action having been taken.

4.23 Employment Termination/ResignationAfter the application of disciplinary steps, if it is determined by management that your performance does not improve, or if you are again in violation of PCN practices, rules, or standards of conduct, employment with the PCN will be terminated.

You are requested to give four (4) weeks notice prior to resignation.


4.24 RetirementThe PCN does not discriminate against any employee due to age and as such does not have a mandatory age limit for retirement of its employees. The normal retirement age of sixty-fi ve (65) is consistent with general business practice and with the normal eligibility date for pension benefi ts from the Canadian Pension Plan (CPP). Employees who continue to work beyond the age of 65 years can expect changes to some of their benefi ts. We will inform you of any changes upon receiving notice of your intention to work after age 65.

If you are retiring, you should discuss this with your supervisor as soon as the decision is made. This will allow us to prepare any necessary paperwork and discuss fi nalizing pay, benefi ts options, and arrange the collection of company property.

4.25 Exit InterviewIn a voluntary separation situation, PCN management reserves the right to conduct an exit interview to discuss your reasons for leaving and any other impressions that you may have about the PCN.

4.26 Return of Company PropertyAny and all PCN property issued to you, such as computer equipment, keys, parking passes or cellular telephones, must be returned to us at the time of termination. This includes “intellectual property” such as any resources, educational material provided by the PCN. You are responsible for any lost or damaged items. We reserve the right to withhold the value of any such lost, missing or damaged property from your fi nal pay.

5. COMPENSATION POLICIES5.1 Base CompensationBase compensation is determined for each employee based on education, professional qualifi cations, experience, job description and responsibilities. We commit to maintaining base compensation competitive

with the local market for comparable positions.

Salary reviews are performed annually in conjunction with the yearly budget. Salary/wage adjustments are made at the discretion of the Board of Directors.

A copy of the compensation schedule is updated on the HR website - ADP.

5.2 Payroll and PaydaysPayroll is on a four week cycle. Please refer to the annual payroll calendar for specifi c dates.

5.3 Annual ReviewWe want you to succeed in your work and achieve personal satisfaction while contributing to the success of the organization. In an eff ort to promote growth and success, we conduct an annual review of your performance relative to established goals. Feedback includes a self-assessment. The employee development review is done annually on your anniversary date. A performance review is also done at the end of the 6 (six) month probationary period.

The employee development review is the aggregate of a year’s feedback and commentary. All staff and managers must engage daily and develop an open dialogue including positive feedback and constructive suggestions for improvement. The emplyee development review should consist of a recap of the year and the changes made and goals met.

6. GROUP HEALTH AND RELATED BENEFITS

6.1 Benefi ts Summaries and EligibilityWe provide a comprehensive benefi ts program for eligible employees, and each benefi t plan has specifi c eligibility criteria. The benefi ts are summarized in separate booklets provided to you during orientation. Benefi ts are available to you upon successful completion of three (3) months of employment. All benefi t information can be found on this website.


Benefi ts begin the fi rst of the month following three (3) months of employment.

Part-time employees working less than 0.4 full-time equivalent, casual employees and contract workers are not entitled to employment benefi ts.The claim forms can be found on the secure side of the Alberta Blue Cross website.

6.2 Health InsuranceSupplementary Health Care:

Assists with medical expenses not covered by Alberta Health Care:

• prescription drugs: 80%• semi- or private hospital room• 100% health services to specifi ed limits

Employee and Family Assistance:

The Employee Assistance Program off ers employees and their families with professional, confi dential outside counselling at no cost. Some of the services that Warren Shepell provides include:

• achieve personal well-being• manage relationships and family• get legal clarity• address workplace challenges• tackle addictions• nutrition counselling

Outside Canada Emergency Health Insurance:

Optional plan covers employees for emergency medical expenses outside of Canada and Alberta not covered by Alberta Health Care, up to $1 million per person per incident. Repatriation and other travel assistant provided as well.

Flexible Spending Account (FSA):

The PCN provides a FSA to all employees in the amount of 1% of their annual salary. You can choose to allocate all of your credits to one account, or divide your credits between two or among all three accounts.

The three accounts are: personal spending (taxable), health care spending (non-taxable) and group RRSP (non-

taxable). Your choice depends on where you expect to incur expenses such as health expenses including major dental work or eye glasses; professional development expenses such as professional fees, course tuition, and wellness or family care.

Each year, you are required to allocate your new credits. The FSA can be used for expenses determined by Revenue Canada which are not covered by a provincial or group supplementary health or dental care plan. A specifi c list of eligible services can be provided upon request or by contacting Revenue Canada.

6.3 Dental InsuranceDental Care:

Covers employees for 80% of basic dental services, 50% of extensive dental services up to $2,000 per benefi t year, and 50% of orthodontic services up to $2,000 per person per lifetime. Specifi c limits apply to some items.

6.4 Vision Care InsuranceVision Care:

Provides employees with coverage for eye glasses and contact lenses. Eligible expenses are reimbursed at $300 every two years.

6.5 Disability InsuranceLong Term Disability (LTD):

Provides employees with income at 66.67% of basic regular monthly earnings (subject to maximums) if unable to work beyond 24 weeks.

6.6 Life, Accidental Death, and Dismemberment Insurance

Life insurance plan provides employees with insurance for two times their basic annual income (maximum issue limit is $500,000 combined with Optional coverage) in the event of employee’s death.

Should the employee’s death be a result of an accident, an additional 2x the basic annual earnings may be


paid. This benefi t also provides a lump sum amount for specifi c dismemberment or loss of use in injuries. A maximum of $500,000 combined with Optional Coverage is payable.

6.7 Retirement Plan RSP Matching Program:

A retirement savings plan with Manulife has been established to allow employees to plan for their retirement. We will match your contribution up to a maximum of 9% of base salary. You may contribute to the plan from the date of hire. We will match your contribution beginning the fi rst of the month following successful completion of three months employment.

Tax Free Savings Account:

The Tax Free Savings Account (TFSA) is a voluntary payroll deduction with a matching contribution by the PCN up to 2% of base salary. You may contribute to the plan from the date of hire. We will match your contribution beginning the fi rst of the month following successful completion of three months of employment.

7. TIME OFF BENEFITS7.1 Statutory HolidaysWe recognize the following holidays as paid holidays.

Named Holiday

New Year’s DayAlberta Family DayGood FridayVictoria DayCanada DayAugust Civic Holiday

7.2 Vacation Time (Refer to Vacation Leave Policy for details)

You are eligible for vacation time depending on your vacation allocation. Employees accrue vacation monthly

from your date of hire and may take paid vacation at any time after your fi rst three months of employment, with management approval. You may only take as many vacation days as you have accrued and you may not draw vacation days from a future period. We ask you give four weeks writt en notice prior to taking vacation.

7.3 Sick Leave (Refer to Sick Leave Policy for details)Sick leave may be used during your own illness. Sick Leave is the period from 0 to 24 weeks inclusive. You do not accrue sick time. Leave is granted at the time of need for the length of time needed. We are self-insured for the short-term sick leave period. We will provide full salary continuance during this period for bona fi de illness or injury that result in a disability that prevents you from working.

We may request a physician’s note for the sick leave at anytime during the leave period and may instruct you to participate in Great West Life’s Early Support Services program anytime after fi ve days continual sick leave or frequent and recurrent sick leaves of any duration. We may discontinue or suspend sick leave salary continuance if you do not provide a physician’s note or participate in the Early Support Services program as requested.

All absences during the fi rst three months of employment are unpaid.

After 24 weeks of consecutive sick time, LTD may take eff ect if the employee’s disability meets the criteria.

Long-Term Disability (LTD)

The PCN subscribes to Great West Life’s Long-Term Disability plan as a component of the benefi ts package off ered to all full-time and part-time staff .

LTD coverage provides employees with income at 66.67% of basic regular monthly earnings (subject to maximums) if unable to work beyond 24 weeks.

LTD coverage continues while employees receive LTD benefi ts and premiums are waived.

Labour DayThanksgivingRemembrance DayChristmas DayBoxing Day


LTD is subject to the terms and conditions established by Health Benefi ts Trust of Alberta and Great West Life.

7.4 Special Leave Policy (Maternity/Parental Leave, Bereavement Leave, Jury Duty and Personal Leaves of Absence)

Maternity/Paternity Leave is granted to all eligible employees. A SUB Plan (Supplementary Unemployment Benefi t Plan) supplements Employment Insurance Maternity benefi ts during your pregnancy related valid health period only.

You have the option during this leave to retain some of your benefi ts on a voluntary basis if you pay 100% of the premiums.

Generally, a full-time or part-time employee shall be entitled up to fi ve days Bereavement Leave upon the death of a spouse (including a de facto spouse), son, daughter, stepson, stepdaughter, parent, stepmother, stepfather, brother, sister, stepbrother, stepsister, grandson, granddaughter, grandparent, mother-in-law, father-in-law, son-in-law, or daughter-in-law.

We are committ ed to assisting the communities in which the PCN operates, including supporting its employees in fulfi lling their responsibilities to serve as jurors when called. When an employee receives notifi cation regarding upcoming jury duty, it is their responsibility to notify their direct supervisor as soon as they receive the notice. Time off with pay will be granted for Jury Duty.

The PCN allows up to three (3) paid personal days per year for such instances as family illnesses.

8. EXPENSES8.1 IntroductionThe following is a guide to the PCN expense guidelines and procedure.

Prior approval by the employee’s manager is required before any purchases can be made. Without a properly approved purchase request, the PCN is not obligated to reimburse any employee for purchases or fi nancial

commitments they may make on behalf of the PCN.

8.2 Expense ReimbursementWe shall reimburse employees for all out of pocket expenses reasonably and directly incurred in the discharge of your duties, provided that such expenses are supported by proper receipts, invoices or voucher submitt ed to the Network within thirty (30) days from the date upon which such expenses are incurred and within policy of the PCN.

Mileage is paid for employees traveling while on company business. Eligible mileage is any travel incurred by you from point of business to another point of business. No mileage is reimbursed to you travelling from your residence to a point of business or from a point of business to your residence.

An expense claim form must be completed at the end of each month and signed by you. The template for the expense claim can be found on the PCN’s website or in G: All, Templates folder. Once completed, they must be signed by your manager and then returned to the Bookkeeper for processing and payment. Receipts, if applicable, should be att ached to the expense claim. Payments are, generally made by direct deposit to the employee at the beginning of the following month.

9. EMPLOYEE COMMUNICATIONS9.1 Open CommunicationWe encourage you to discuss any issues you may have with a co-worker directly. If a resolution is not reached, you should arrange a meeting with your direct supervisor. If the concern, problem, or issue is not properly addressed, you should contact the Executive Director. Any information discussed in such a meeting is considered confi dential, to the extent possible while still allowing management to respond to the problem.

9.2 Staff MeetingsIn order to keep the communication channels open, we hold company-wide staff meetings twice per month.


These meetings are held on the fi rst and third Fridays and the dates are available on the PCN website under the secure side, titled Clinical Calendar.

9.3 Staff Social ClubAll employees of the PCN contribute $5 per month to a Social Fund. The money is deducted directly from your monthly pay after the fi rst three months of employment. This fund is used for such expenses as:

• portion of the expenses of the Staff Christmas party

• gifts for occasions such as gett ing married, baby shower, other occasions as determined by the Social Committ ee.

The Social Committ ee consists of volunteers and meets on a regular basis. The use of Social Club funds is at the discretion of the social committ ee, on behalf of all staff . PCN management does not participate in these decisions and has no authority over the funds.

9.4 SuggestionsWe encourage all employees to bring forward their suggestions and good ideas about making the PCN a bett er place to work. If you see an opportunity for improvement, you are encouraged to talk it over with your supervisor. All suggestions are valued.

10. EMPLOYEE EDUCATIONWe support additional training and education for staff in acquiring job and career-related skills and knowledge. Off ering employees the opportunity to participate in training, development or continuing education not only creates dynamic and well-rounded employees, but also provides for the PCN an eff ective recruitment and retention tool.

The PCN off ers extensive education to its clinical staff to ensure that they have the necessary skills and competencies to meet the expectations of the PCN, and the demands of their patient populations. This training

includes extensive orientation at the time of hire, and ongoing professional learning. Education is delivered through a combination of PCN-developed programming, third-party delivered instruction, and conferences.

10.1 Educational OpportunitiesContinuous professional learning (CPL) is an essential and important component to quality clinical care. Health professionals must maintain competency in their respective disciplines to hold current licensure, and to enable delivery of the standard of care.

Individuals are accountable to their patients and professional colleges for their ongoing professional development. The PCN shares this responsibility to ensure that its professional staff is competent to perform the tasks required of them in their roles.

The PCN will provide education, and practice opportunities as required to achieve professional competency in required tasks, and provide opportunities for staff to pursue additional educational interests towards their ongoing professional competency. The professional development program will contribute to, but not necessarily fulfi ll, each professional’s continuing competence program as established by their respective colleges.

There are many opportunities for professional learning which include:

1. PCN-directed continuous professional learning (CPL)

1.1. The PCN will provide appropriate and relevant CPL for each regulated profession to meet business plan objectives, and/or clinic or program specifi c requirements. Participation is mandatory for designated individuals. The PCN shall be responsible for all costs.

2. Self-directed continuous professional learning (CPL)

2.1 The PCN shall grant up to fi ve Professional Development (PD) days per calendar year for each designated clinical professional (regulated and unregulated), prorated for FTE. PD days are paid work


days to be used at the employees’ discretion to supplement PCN-directed CPL.

3. PCN-supported, peer-approved continuous professional learning (CPL)

3.1. An Employee Education Committ ee (EDC) has been established which is a peer-led committ ee to review and consider employee applications for reimbursement of self-directed CPL.

3.2. The PCN will allocate an annual budget for staff to att end and participate in self-directed CPL.

3.3. The EDC will allocate and distribute the annual budget to PCN staff to reimburse for some self-directed CPL costs.

Please refer to the Professional Development policy for more details.

10.2 Mandatory EducationAll clinical staff are required to have an annual recertifi cation of CPR which will be arranged and paid for the PCN. All staff are also required to complete a PCN created webinar on the Health Information Act (HIA) and any other mandatory education as required and directed by the PCN. Staff will also be required to att end an annual HIA update and sign an Oath of Confi dentiality.

11. CLOSING STATEMENTSuccessful working conditions and relationships depend upon successful communication. It is important that employees stay aware of changes in procedures, policies, and general information. It is also important to communicate ideas, suggestions, personal goals, or problems as they aff ect work at the PCN.


12. ACKNOWLEDGMENTI acknowledge that I have received a copy of the Edmonton Southside Primary Care Network Employment Manual, and I do commit to read, understand and follow these guidelines.

I am aware that if, at any time, I have questions regarding Edmonton Southside Primary Care Network company policies, I should direct them to my manager.

I know that Edmonton Southside Primary Care Network company policies and other related documents do not form a contract of employment and are not a guarantee by the Edmonton Southside Primary Care Network of the conditions and benefi ts that are described within them. Nevertheless, the provisions of such Edmonton Southside Primary Care Network company policies are incorporated into the acknowledgment, and I agree that I shall abide by its provisions.

I also am aware that the Edmonton Southside Primary Care Network, at any time, may on reasonable notice, change, add to, or delete from the provisions of the company policies.

________________________________ ___________________________

Employee’s Printed Name Position

______________________________ ___________________________

Employee’s Signature Date


13. APPENDICESRefer to the following policies for detailed descriptions:

1. Probationary Period2. Hours of Work3. Immunization4. Infection Prevention and Control5. Working Alone6. Working Alone Flowchart and Checklist7. Incident Reporting8. Information Handling and Security9. Privacy and Security10. Transportation of Medical Records11. Statutory Holidays12. Vacation Leave13. Sick Leave14. Special Leave15. Professional Development16. Social Media

Other Att achments:Employee Benefi ts SummaryExpense Claim FormHealth Benefi t Trust of Alberta Benefi t Plan Organizational ChartPurchase Request FormManulife RRSP Miscellaneous Changes FormManulife RSP Application FormTax Free Savings Account Enrollment Form Manulife Spousal RSP Form

POLICIES AND PROCEDURES

Version: 1.0

Effective: October 1, 2009

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Incident Reporting and Follow Up

1. Policy

This policy only applies to incidents and situations that place patients, clients,

staff and visitors at risk.

The PCN is committed to maintaining as system for identifying, reporting,

evaluating and monitoring incidents. (See Appendix 2 for definition) The main

objective is to improve staff, client, patient, visitor safety and provide quality of

care. A second objective is to minimize risk to patients, clients, staff, visitors and

the organization. The PCN will also implement and monitor recommended

changes to mitigate or help prevent the recurrence of events.

All incidents should be reported immediately upon the occurrence to the

appropriate primary care manager. Incidents fall into one of three categories;

incident, critical incident and “good catch.” (See Appendix 2 for definition)

Staff incidents and injuries are reported using the Employee Incident Form. (See

Appendix 1)

Principles

a. The PCN shall continuously improve the quality and safety of service delivery

to patients and staff by:

ensuring employees, volunteers and students report incidents and Good

Catches;

assessing, investigating, and critically examining incidents;

conducting critical incident review and analysis of high risk incidents;

implement measures to prevent recurrence or mitigate severity of

incidents.

b. The PCN believes in respect for people and will discuss incidents with

patients, staff and/or their representatives. The issues that may be discussed

include the impact of the incident affecting the person, how the person can

be supported and corrective actions that may prevent future incidents.

This procedure consists of the following steps:

1. Statement of Policy

2. Incident Reporting and Follow-up;

a) Needlestick Injury Prevention Policy

b) Reporting and Follow-up Procedure for Good Catch;


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3. Clinical Director Responsibilities;

4. Primary Care Manager and/or Clinical Director Responsibilities;

5. Communication

2. Incident Reporting and Follow-up

The staff member(s) involved in the incident, or who witness and/or discover the

incident, must:

1. Initiate any necessary immediate treatment or corrective action.

2. Verbally notify their primary care manager and/or office manager, if

applicable.

3. Retain equipment and/or medical devices involved in the incident.

4. Ensure that the event is recorded and reported.

5. If the incident involved a patient or client, document on the health record

the factual and concise manner of what occurred and what was

observed. Include the following, if applicable:

What was witnessed or discovered;

Clinical assessment;

Drug administered, dosage route and time of

medication, or immunization (for medication and

immunizations administered incorrectly;

any statements made by the patient or client;

name of physician and time notified (if applicable);

treatment prescribed for, or performed on the

patient or client;

Notification of representative, if applicable.

If a staff member is unauthorized to document on the health record, the

recording responsibility is delegated to the staff most responsible for the care of

the patient and/or client.


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2. a) Needle Stick Injury and Injury Prevention Policy

Employees must take preventive measures to avoid a needlestick injury.

These include refraining from re-capping waste needles and ensuring the use

of sharps containers provided at the clinics.

Scope:

To provide a protocol for PCN staff who may receive a needlestick injury in

the course of their work.

Employee Protocol for Reporting of Blood/Body Fluid and Needlestick Injuries

1. Manage the injury by applying first aid.

2. Call pager 480-6598 – Needlestick Response Team between 0830 and

2200 hours, seven days a week. You would normally expect a return

call from the Needlestick Response Team within 15-30 minutes.

However, in the event they are on another call, please page them

again if they have not returned your call within 30 minutes. Your initial

contact with them will take approximately 20-30 minutes, as they will

ask you to provide details and your personal health information. They

will also request information regarding the source of the exposure.

Should an incident occur after hours and be considered high risk, proceed to

the nearest emergency department.

3. Notify the Primary Care Manager of the incident.

4. With your consent to be tested for HBV and/or HCV and/or HIV, you

must be made aware that your name, date of birth and your PHN will

appear on all specimens and requisitions for labeling purposes.

RECIPIENT’S BLOOD IS NOT REQUIRED AT THIS TIME.


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2. b) Reporting and Follow-up Procedure for Good Catch

The staff member(s) involved in the Good Catch (See Appendix 2 for

Definition), or who witness and/or discovers the Good Catch, must:

a) Initiate any necessary corrective action.

b) Verbally notify their responsible supervisor, nurse/clinical leader or

manager.

c) Retain equipment and medical devices involved with the Good

Catch.

d) Report the event to the appropriate clinical leader and the General

Manager.

e) Complete and sign the INCIDENT REPORTING AND FOLLOW UP

3. General Manager Responsibilities

The General Manager, in consultation with the designated clinical leader, and

others as appropriate, shall conduct an incident review and an analysis of HIGH

risk incidents.

4. Clinical Team Leader/Supervisor Responsibilities

Upon notification of an incident, the clinical leader and/or supervisor must:

1. Immediately notify the designated primary care manager. The

employee will present copies of the Incident Form. The primary care

manager will then determine if the Clinical Director needs to be notified

of the incident.

2. Complete any investigation, follow-up, or management of incidents.

3. Assess the incident for risk (considering the severity of harm, monetary

amount, and media interest). If the incident is assessed as being critical,

and one of high risk, the Clinical Director should be notified immediately.

4. Ensure that measures have been taken to prevent or minimize the

severity of the incident and that support has been provided to the

affected individual.


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5. Meet with the affected individual(s) to discuss the impact of the incident;

how the individual can be assisted; and how similar occurrences may be

prevented.

7. Notify and/or meet with the staff or person affected in the incident to

advise them of the severity rating of the incident:

1. –Good Catch;

2 – No Apparent Harm;

3 – Minimal Harm;

4 – Moderate Harm;

5 – Severe Harm;

6 – Death

5. Communication

General Manager

The responsibility of communication to external organizations and to the Board

of Directors resides with the General Manager or his/her appointed designate.

Board of Directors

The Chair of the Board of Directors or his designate (by default the General

Manager) will work with Capital Health, Caritas, or any other formal supervisory

committees/government agencies to follow through on the incident, and any

modifications to ensure the occurrence does not happen again.


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Appendix 1

Date of Incident: __________________________________ Time of Incident: ________________________

Incident Reported Completed by: ____________________________________________________________

(please print)

Incident Description:_________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Contributing Factors: _________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Possible Strategies to Prevent Recurrence: ____________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Actions Taken: _______________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Printed Name: __________________________________ Signature:___________________________________

Date Submitted: ____________________________________

Reported To:

____________________________________________________________________(Supervisor/Manager)

Supervisor/Manager’s Comments:

_____________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

________________________________________

Signature of Supervisor/Manager:

______________________________________________________________________

Date Reviewed: _____________________________________


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Appendix 2

DEFINITIONS

Critical

Incident

An incident resulting in serious harm (loss of life, limb, or vital

organ) to the patient, client, staff, or visitor and/or the significant

risk thereof.

Incidents are considered critical when there is an evident

need for immediate investigation and response.

The investigation is designed to identify contributing factors

and the response includes actions to reduce the likelihood of

recurrence.

Good Catch

(may also be

referred to as

a near miss)

An event or circumstance which has the potential to cause an

incident or critical incident, but did not actualize due to chance,

corrective actions, and/or timely intervention.

Health

Record

A record of diagnostic, treatment, and care information in any

form, including notes, images, books, document(s), letter(s) and

other information that is written, photographed, recorded or

stored in any manner.

Incident An unexpected and undesired incident directly associated

with the care or services provided to the patient/client.

An incident that occurs during the process of providing

health and results in patient, client, staff member or visitor

injury or death.

an adverse outcome for a patient, client, staff member or

visitor , including an injury and/or complication.

Events, processes or outcomes that are noteworthy by virtue

of the hazards they create, or the harms they cause patients,

clients, staff members or visitors.

Patient/Client Any individual who is receiving care, assessment or assistance in

any manner by a staff member affiliated with the Edmonton

Southside Primary Care Network.

Patient

Safety

The reduction and mitigation of unsafe acts within the health

system as well as through the use of best practices shown to lead

optimal patient/resident outcomes.

Staff Member Includes all employees, volunteers, and students.

Visitor Any individual who may be involved in some manner with a

patient and/or client and is not receiving direct care.

Course/Topic (as of Jan. 31, 2017)

Admin RN BHC RD ES RT PMA

PCN General Orientation (Week 1)

Tour & Clinical Admin Overview X X X X X X X

PCN Overview X X X X X X X

Clinical Overview X X X X X X X

Management Overview X X X X X X X

HR & Benefits Overview X X X X X X X

Health Information Act X X X X X X X

Clinician Overviews Panel X X X X X X X

Clinical Improvement Overview X X X X X X X

Evaluation Overview (TNA & Encounters) X X X X X X X

Communications Overview X X X X X X X

ADP Overview X X X X X X X

Educator Overview X X X X X X

Panal Management Overview X

Documentation X X X X X X X

6 Week Follow Up

HR X X X X X X X

PCN Manager X X X X X X X

Clinical Improvement Facilitator X

Educator X X X X X

Shadowing & Preceptorship (Week 1‐4)

Exposure Shadow Days X X X X X X X

Assigned Preceptor X X

Dates with Preceptor X X

Own Clinic Exposure X X

Preceptor/Educator shadow (at Home Clinic) X X

MDT Shadowing: BHC, RD, ES, RRT (as needed) X X X X X X X

AHS Courses (Month 2‐12)

CV Risk X X

└ prereq: Hypertension & Dyslipidemia online modules

Asthma X X X

Diabetes ‐ Level 1 X X X

Diabetes ‐ Level 2 X X X

Heart Failure ‐ Level 1 X

Health Change Methodology X X X X X

└ prereq: CDM 101 online modules

Chronic Pain X X X

Depression X X X X X

Foundations of Obesity X X X X

Group Facilitation X X X X X

└ Optional

Group Patient Visits X X X X X

└ Optional

TOP Training X

Excel: Level I X

AHS Online Modules (Month 1‐6)

CDM 101 X X X X X

Hypertension X X X X

Dyslipidemia X X X X

COPD X X X X

Tobacco Basics X X X X X

Tobacco Cessation Pharmacology X X

Brief Tobacco Intervention X X X X X

Course/Topic (as of Jan. 31, 2017)

Admin RN BHC RD ES RT PMA

PCN Courses (Month 2‐12)

COPD ‐ Advanced X X X

└ prereq: COPD online module

Obesity ‐ Advanced X X X X

└ prereq: Founda ons of Obesity

HS Insulin Starts X

└ prereqs: Diabetes Level 1 & 2

Prenatal Visits X

Lower Leg Assessment X X

Transitions of Care X

└ 1 half‐day + 2hr f/u session

Grocery Shopping Tour X X X

PD/POA Session X X X X X

Well Child X

└ Optional

PCN Healthy Aging Training (Month 2‐12)

Geriatric Syndromes X

Healthy Aging: Tools and Resources X

Healthy Aging Home Visit Shadow X X

└ Optional

PCN Self‐Study Modules (Month 2‐12)

PD/POA, Capacity Assessment, & Goals of Care X X X X X X X

INR Monitoring & Warfarin Dose Adjustment X

└ Optional

Woman's Health Visit & Pap X

└ Optional

Behavioural Approaches in Primary Care X

Acceptance and Commitment Therapy X

Life Context Interviewing and Functional Analysis X

Harm Reduction X

Disease Specific Interventions X

ADHD assessment and CADDRA Guidelines X

PCN Resource Half‐Days (Month 1‐6)

Monthly Topics ‐ 2nd Tuesday of the month x 6 months X X X X X

POLICIES AND PROCEDURES Version: 2.0 Effective: May 1, 2006, Revised November 15, 2011

Page 1 of 2

POLICY

Special Leave

Scope

Special leave is provided to all full-time and part-time employees. Each leave is assessed on an individual basis and the length of any approved leave will vary based on the circumstances involved. Some of the considerations in granting Special Leave are the circumstances requiring leave, the employee’s length of service, the length of leave requested, employee performance and the impact on the work unit or program.

Policy

1. Bereavement Leave

1.1. Requests for bereavement leave are made in writing to the employee’s immediate supervisor, indicating the name and relationship of the deceased as well as the requested day(s) off. The immediate supervisor then provides a written response.

1.1.1. In the event of an emergent matter, requiring an immediate leave of the employee, the request and initial approval may be verbal. The supervisor, however, will provide formal written approval for the approved leave and forward to the employee file.

1.1.2. Bereavement leave of up to five (5) working days may be granted, plus up to an additional two (2) working days travel time where one way travel is in excess of 300 km.

1.2. “Immediate family” includes: spouse (legal or common law), children (including foster children), parents, parents of spouse, grandparents, son or daughter in law, grandchildren, brother, sister, or a related dependent of the employee.

2. General Leave

2.1. Supervisors may approve up to three (3) days off with pay per calendar year for the following circumstances:

illness in the family; personal or community emergencies; the employee’s wedding;

POLICIES AND PROCEDURES Version: 2.0 Effective: May 1, 2006, Revised November 15, 2011

Page 2 of 2

moving; administration of an estate; examinations; citizenship hearings.

2.2. Time off in excess of three days must be approved by the General Manager and, at their discretion, may be leave with pay, leave without pay or a mix of both.

2.3. Application for General Leave must be submitted to the immediate supervisor with as much PRIOR notice as possible.

3. Religious/Spiritual Leave Days

3.1. Employees who require time off from a regularly scheduled work day for the purpose of observing a recognized religious or spiritual holiday not otherwise included in Alberta's statutory holidays:

3.1.1. may be granted up to one (1) day off annually with pay, provided that at least two weeks written notice of a request for leave under this section has been submitted to the employee's supervisor; and,

3.1.2. may submit a request for additional days off under this section, which shall be dealt with on a case by case basis and if granted, shall be taken as an unpaid approved leave.

4. Jury Duty

4.1. An employee serving Jury duty will be allowed the time off with pay.

5. Leave of Absence

5.1. Each employee is granted five (5) days Personal Leave of Absence without pay per year.

5.2. Leave of Absence can only be taken after all accrued vacation time is used (see Vacation Leave policy).

5.3. Application for Leave of Absence must be submitted to the immediate supervisor with two (2) weeks prior notice.

5.4. Requests for Leaves of Absence greater than five (5) days will be dealt with on a case by case basis.

POLICIES AND PROCEDURES Version: 1.0 Effective: April 1, 2008

Page 1 of 3

POLICY Probation Scope This policy applies to all newly hired permanent and temporary employees; full-time or part-time. The purpose of the probationary period is to provide the staff member and the manager a means by which to evaluate the work situation. It establishes a procedure regarding the probationary period for newly hired staff, during which time the Company decides if the employee should continue as a regular member of the staff. Policy

1. “Probation period” refers to the initial period of six (6) calendar months worked of full-time uninterrupted service starting from the date of hire of any new employee.

2. During the Probation period, the manager should carefully evaluate the staff

member's performance, attitude, and potential for success in the job.

3. The manager should: a. explain the purpose of the six month Probation period to the staff

member on the staff member's first day of work; b. provide the staff member with a copy of the staff member's job

description; c. explain the expectations regarding performance in the new position, and d. provide training which covers the specific duties and responsibilities of

the position. e. The manager should routinely meet with the staff member to discuss

performance and determine whether the staff member is performing satisfactorily during the Probation period.

Since the probation period is only six calendar months, managers should not expect 100 percent efficiency in the job, but rather demonstrated capacity to eventually perform the job.


Page 2 of 3

4. Performance Reviews a. The Manager, at their discretion, may conduct a preliminary performance

review at any time during the probation period. b. The Manager must conduct a performance review prior to the end of the

probation period.

5. Management Concerns a. If a staff member is proving unsuitable for the job, the manager should

discuss the situation with the General Manager. This contact must be made as early as possible and before discussing it with the staff member.

6. Termination of Employment

a. At any time during the probation period, a newly hired employee who does not meet the position requirements and who has been notified twice accordingly, may be terminated.

b. If the staff member proves unsuitable for the position, employment must be terminated prior to the end of the six (6) calendar month probation period.

7. Successful Completion of Probation.

a. The permanent employee who successfully completes his or her probation period qualifies for the status of permanent employee retroactive to the first day of work.

b. The temporary employee who successfully completes his or her probation period retains the status of temporary employee for the duration of the period agreed to in the contract.

8. Benefits During Probation

a. Vacation. Employees will accrue vacation time from their employment start date. All employees shall be entitled to request vacation leave following completion of three (3) months continuous employment. All such requests are subject to the Company’s vacation policies then in effect and require management approval.

b. Sick Time. All sick time during the first three (3) continuous months of employment is without pay.

c. Benefits. All employees shall be entitled to participate in the standard benefit plans following completion of three (3) months continuous employment.


Page 3 of 3

9. Travel/Conferences a. Travel on company business and attendance at conferences during the

probation period will be actively discouraged although exceptions are possible at the discretion of management.

POLICIES AND PROCEDURES Version: 1.0 Effective: May 1, 2005 Revised August 1, 2011

Page 1 of 4

POLICY Vacation Leave

Scope This policy applies to all regular full-time and part-time employees. It is expected that all employees will take vacation on an annual basis except where there are extenuating circumstances.

Policy

1. Vacation entitlement is a combination of Years of Service to the PCN and relevant Years of Experience prior to employment with the PCN. This formula acknowledges the importance of past experience to the success of the PCN and rewards long service to the organization.

2. Each employee will be granted yearly paid vacation based on their unique combination of Years of Service to the PCN and Years of Experience.

3. Years of Service to the PCN – the number of years of full-time equivalent employment from the start date of employment to each anniversary date with the PCN.

4. Years of Experience – the number of years of relevant work experience directly related to an individual’s employment with the PCN.

5. Professional Years of Experience – for professional, clinical staff, the number of years from year of first graduation from a recognized professional program to each employment anniversary date with the PCN. Professionals include any registered professional as defined by the Health Professions Act of Alberta. Adjustment may be made for periods of absence from the work force.

6. Non-Professional Years of Experience – for non-professional, administrative staff, the number of years of relevant employment experience to each employment anniversary date with the PCN. Relevant experience will be determined in consultation with each employee through a review of their resume and employment history.

7. This policy shall be applied retroactively to the employment start date of all current employees as at the effective date of this Policy.


Page 2 of 4

8. Basic Vacation – employees that join the PCN with ≤ 5 Years of Experience are entitled to vacation according to the following schedule.

Years of Service to the PCN

Vacation Days

≤1 fifteen (15)

>1 to ≤10 twenty (20)

>10 to ≤20 twenty-five (25)

>20 thirty (30)

9. Accelerated Vacation – employees that join the PCN with >5 Years of Experience are entitled to vacation according to the following schedule.

Years of Service to the PCN

Vacation Days

0 to ≤6 twenty (20)

>6 to ≤15 twenty-five (25)

>15 to ≤20 thirty (30)

>20 thirty-five (35)

10. Management, at its discretion, may offer potential new employees vacation time that is different from paragraphs 4 and 5 if needed to recruit a qualified candidate. The use by Management of this discretionary authority will have no effect on current or future employees’ vacation entitlement.


Page 3 of 4

11. Vacation leave will accrue at the end of each month of employment at the following rates.

Vacation Days Days per Month Hours per month

fifteen (15) 1.25 10

twenty (20) 1.67 13.33

twenty-five (25) 2.08 16.67

thirty (30) 2.50 20

thirty-five (35) 2.92 23.36

12. Employees commencing service on any day other than the first day of the month shall receive pro-rated vacation days based on the percentage of days worked in that month.

13. Regular part time employees will receive a pro-rated vacation based on the percentage of time worked.

14. Vacation days will accrue from the first day of employment (calculated at the end of each month).

15. All vacation leave must be pre-approved by the employee’s immediate supervisor, or designate, in the absence of the immediate supervisor.

16. Employees can only request use of vacation time that has been earned and accrued.

17. Requests for Vacation Leave must be submitted in writing no less than four (4) weeks prior to the planned vacation.

18. Requests for vacation leave will be granted subject to operational needs and staffing and will not be unreasonably denied.

19. Vacation leave may be taken at anytime after an employee’s first three months of employment, subject to terms and conditions of this policy.

20. An employee may not accrue nor take at one time more than one and one-half times (1.5x) their annual vacation entitlement.

21. An Employee may take vacation during the vacation year in which vacation is accrued provided the vacation taken does not exceed the Employee’s total accrued vacation at the time of the vacation.


Page 4 of 4

22. Payment in lieu of accrued vacation entitlement shall not be made except on termination of employment.

POLICIES AND PROCEDURES Version: 1.0 Effective: October 1, 2009

1

POLICY Working Alone and Employee Personal Safety

Scope of Working Alone and Employee Personal Safety Policies

The Edmonton Southside Primary Care Network (PCN) is committed to the principle that where employees work alone, the risks to their health and safety will be reduced as far as reasonably possible. The following safe practice standards have been adapted to address the risks associated with working alone. These standards apply to all employees working in the PCN, as well as students and volunteers associated with the PCN. All employees should be aware of these policies.

Employee Personal Safety Policies include: 1. Working Alone Flowchart 2. Working Alone – Effective De-Escalation Techniques 3. Working Alone Safely Procedures 4. Travel and Personal Safety Procedures

APPENDICES

• Appendix 1 – Home Visit/Off-Site Check List • Appendix 2 – Definitions • Appendix 3 – Staff Emergency Contact Data Base Form


2

3. Working Alone Safely Procedures

All new employees, students and volunteers who work alone shall be oriented to program policies and procedures regarding working alone. New employees, and those re-entering active employment after 6 months’ absence shall receive orientation on working alone safely. The orientation for Working Alone Safely should include: • Policies and Procedures related to Working Alone • Tools and protocols e.g. flow sheets • Program and specific site orientation as it applies to working alone safely e.g. driving hazards,

environmental hazards

Potential High Risk Areas for Working Alone:

• Travel in the community in all types of weather • Home visits for any reason, especially initial or high risk visits • Community visits e.g. seniors residences, community agencies • Meeting clients and patients alone in public places

Safety Tips at Clinic Site:

• If fearful to leave building or approach vehicle in a parking lot, call 911 • Use buddy system when leaving building (walk with and/or inform another clinic

staff)

Safety Tips for Consideration when Visiting a Family:

• Wear clothing that does not attract undue attention. • Wear comfortable clothing – including shoes you can run in. • Leave expensive items (e.g. jewelry, clothing, etc.) at home. • Think about any article of clothing that could be used to cause you harm, e.g.

necklaces, neckties, scarves, earrings, glasses, etc.) • Carry a small pouch (rather than a purse) with ID and only a small amount of cash –

no credit cards. • When you approach the home, knock on the door and stand to one side. • If you hear a dog barking, ask if the animal is restrained and how it reacts to strangers.

Avoid making unannounced visits, if possible. You could be interrupting illegal activity, invading privacy or showing a lack of respect – all could put you at risk.


3

In Home Assessment: • Don’t enter the home, or finish the visit, if a client or others in the home are

inappropriately dressed, appear to be under the influence of drugs and/or alcohol, or are openly hostile.

• Don’t enter the home (or stay) if there is someone making you feel uncomfortable. Are you apprehensive, nervous and fearful of this client?

• Leave the home immediately if you start to feel afraid, or believe your safety may be at risk.

• Be aware of exits, and make sure you are between the client and door. Use your judgment whether or not a door should be left open/unlocked.

• Do not stand if client sits; do not sit if client stands. • If you go upstairs, follow the client, rather than be followed. • Avoid sitting on beds or soft couches that may be difficult to get up from. If there is no

firm chair, sit on the edge of the couch.

4. Travel and Personal Safety

Procedures and safety measures are available and in place to address employees’ personal safety and security when traveling alone during working hours. Travel is identified as one of the hazards of working alone. For All Visits: • Prior to visiting/contact with the client, staff should assess the risk. (See Appendix 1 – Home

Visit/Off-site Visit Check List) • Ideally, all staff should have access to a cell phone that they take to each home visit. • Schedules shall contain location of where individual is working alone. • If a risk is evident, staff should develop a Safe Plan for visit and discuss with the Clinical

Leader and/or designate. • If a risk occurs during the visit, three options should be considered:

1) Determine type of risk and whether it is safe to continue visit. 2) If there is any question of personal safety, get out of the home/risk situation. 3) Call 911, if indicated.

• All staff should report to a buddy (designate) at the end of the home visit/client contact, when working alone.

• Be aware of the hazards involved in the regular course of carrying out their duties, as relevant to their position both during and outside of regular working hours.

• Understand the risks of working alone. • Be involved in the risk assessment and preparation of the safety plan, which includes the risk

control measures and emergency arrangements. • Be required to participate in safety plan development.


4

Appendix 2 – Definitions

Imminent Danger A danger, which is not normal for the occupation; or a danger under which an individual engaged in that occupation would not normally carry out that work.

Threat An expression of an intention to inflict something harmful; an indication of impending danger or harm regarded as a possible danger.

Violence The attempted or actual exercise by a person of any physical force so as to cause injury to an individual, and includes any threatening statement or behavior which gives reasonable cause to believe that an individual is as risk of injury.

Unsafe Situation A situation or incident which puts an individual at risk from physical, verbal, emotional or sexual harassment or assault.

Readily Available As it applies to working alone in interpreted to mean that “visual contact” between workers is maintained.

Working Alone To work alone in a worksite where assistance is not readily available in the event of injuries, illness or emergency.

Working in Isolation

A worker is considered to be working in isolation when alone at the work location and therefore engaged in activities considered potentially hazardous. Also, due to the environment or distance, the worker cannot be routinely monitored at appropriate intervals by a supervisor or another worker who is in a safe location.

Work Site Is a location where there is or is likely to be, a worker doing work as part of their occupation. For workers who may work out of their vehicle, any vehicle or mobile equipment used by the worker as part of the job is considered part of the work site.

Dr. White Dr. White is a code name to indicate a crisis requiring assistance. The staff member calls the PCN office with any phrase feasible using “Dr. White” as the subject, such as “Tell Dr. White I am running late for my appointment.”

Edmonton Southside Primary Care Network2016 Organizational Chart


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POLICY Infection Prevention and Control Infection Prevention and Control is an integral part of medical practice in both the outpatient setting and in hospitals. Education of all health care providers regarding the epidemiology and specific precautions pertaining to the prevention and control of infectious disease should be carried out to ensure that personnel are educated appropriately and understand their responsibilities. Policies for infection control and prevention should be written, readily available, regularly updated and enforced. Over the last 10 years several new viral pathogens have appeared in human populations both here and abroad, (e.g. Avian Influenza, H5N1, and SARS-CoV). We have also seen the re-emergence of other well known infectious diseases. It is time to reassess our current practice patterns and commit to a “New Standard” for infection prevention and control in the outpatient setting. These policies and guidelines are designed to be used as a reference for health care providers in the Primary Care Network, Edmonton Southside (PCN). ROUTINE INFECTION CONTROL AND PRACTICES Routine infection control practices are to be used with all patients, at all times, regardless of presumed infectious status or diagnosis. Routine Infection Control practices include:

• The separation of infected, contagious patients including those with respiratory symptoms from uninfected patients.

• Hand cleaning should occur before and after every patient contact. Wash hands with soap and warm water for 15 to 30 seconds. Waterless (alcohol-based hand antiseptics are also effective. Soap and water should be used if hands are visibly soiled.

• Gloves should be used as an additional measure, not as a substitute for hand washing. • Personal Protective Equipment, such as gowns, masks and eye protection should be worn

during patient care activities likely to generate splashes or sprays of blood, body fluids, secretions or excretions.

• Mouthpieces and resuscitation bags should be available for performing CPR. • Safe handling and disposal of needles and other sharp devices. • Appropriate sterilization and disinfection of reusable equipment and office surfaces

(counters, furniture) must be routine. • Closing the door of the examining room and limiting access to the patient by visitors and

staff members who are not immune to the suspected disease.


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Preventing the transmission of infectious disease spread by direct contact such as antibiotic resistant organisms (e.g. MRSA, VRE) require special attention to decrease the likelihood of spread. Patients may harbour resistant bacteria as part of their respiratory or gastrointestinal tract flora for an extended period. Precautions include:

• Disinfecting surfaces and equipment that have been in direct contact with the patients immediately after a visit. Each clinic should have appropriate cleaning supplies (e.g. clavi-wipes).

• Patients known to be carriers of these organisms should have this indicated in their medical record in order to facilitate recognition on subsequent visits.

Occupational Health Patients and health care providers are at risk from persons who are either infected with or carriers of an infectious agent:

• Written policies should exist regarding exclusion of health care providers with contagious illness.

• All health-care providers should be screened for tuberculosis at employment commencement and when exposed to an infectious patient. In practices where there is a high rate of documented tuberculosis amongst patients, screening should be done yearly.

• A system for rapid evaluation, first aid and referral for treatment for persons exposed to blood and body fluids (BBF) (e.g. needlestick) must be in place as mandated by the WCB.

• Routine infection control practices are to be used with all patients, at all times, regardless or presumed infectious status or diagnosis.

• Routine infection control practices refers to the routine use of handwashing and personal protective equipment (gloves, facial protection and gowns) to prevent exposure to blood and body fluids and control the transmission of communicable diseases.

• Routine practices apply to: Blood, All body fluids, secretions, and excretions regardless of whether they contain visible

blood or not, Non-intact skin and mucous membranes.

• Education of health care providers regarding the epidemiology and specific precautions

pertaining to the prevention and control of infectious diseases should be carried out to ensure that personnel are educated appropriately and understand their responsibilities.

• Appropriate use of lab coat/clothes and laundered if soiled or contaminated


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Hand Washing/Hand Antisepsis

• Hands must be cleaned:

When you arrive and before you leave work. After any direct contact with a patient, before contact with the next patient (direct

contact refers to hand contact with the patient’s skin). Before performing invasive procedures. After contact with blood, bodily fluids, secretions and excretions and exudates from

wounds. After contact with potentially contaminated items. Immediately after removing gloves and/or other barriers. Between certain procedures on the same patient where soiling of hands is likely, to

avoid cross –contamination of body sites. Before preparing, handling, serving or eating food or smoking and whenever hands

are visibly soiled. After personal hygiene.

• Plain soap may be used for routine hand washing. A routine hand wash consists of washing

hands for 15 to 30 seconds with soap and warm • Running water, ensuring that all surfaces of the hands are cleaned. Use of a paper towel to

turn off taps prevents recontamination of hands. • Alcohol-based hand antiseptics are effective in reducing hand contamination and should be

made available as an alternative to hand washing. They are especially useful when time for hand washing or access to sinks is limited.

• Hands which are visibly soiled should be washed with soap and warm water. • A surgical scrub with either antiseptic soap or an alcohol-based hand antiseptic is indicated

before performing invasive procedures. • Hand washing sinks should be in sufficient numbers and easily accessible. • Patients and family members should be reminded of the importance of proper hand hygiene.

Patients should be instructed to clean hands on entering a physician’s office. Gloves

• Gloves are not a substitute for hand washing. • Gloves are not required for routine patient care activities in which contact is limited to a

patient’s intact skin. • Clean, non-sterile gloves should be worn:


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For contact with blood, bodily fluids, secretions and excretions, mucous membranes, draining wounds or non-intact skin (e.g. open skin lesions or exudative rash). For handling items visibly soiled with blood, bodily fluids, secretions or excretions.

When the health care provider has open skin lesions on the hands (open lesions on the

hands can pose a health risk to both patients and the health care provider).

• When indicated, gloves should be put on just before the task or procedure requiring gloves and removed immediately after use and before touching clean environmental surfaces.

• Gloves may need to be removed and changed between activities and procedures on the same patient if handling materials that may contain high concentrations of microorganisms (e.g. a dress change, ostomy care, or examination of the oral cavity).

• Hands should be washed immediately after removing gloves. • Single-use disposable gloves should not be reused or washed.

Glove Use Guide:

Sterile surgical gloves are required for performing sterile procedures. Non-sterile, disposable gloves are used for contact with non-intact skin, any body fluids, or

mucous membranes. Canadian Standards Board approved gloves for medical procedures provide adequate protection from blood born pathogens.

Vinyl, latex or nitrile gloves all provide adequate [protection and should be selected based on the procedure being performed and staff or patient latex sensitivity.

Facial Protection

• Masks and eye protection or face shields should be worn where appropriate to protect the mucous membranes of the eyes, nose and mouth during procedures and patient care activities likely to generate splashes or sprays of blood, body fluids, secretions or excretions.

Facial Protection User Guide:

Mask type should be selected by intended use:

A fluid resistant surgical or procedural mask should be worn to

protect mucous membranes from splashes of body fluids.

If protection is required for airborne or aerosolized pathogens, then a NIOSH approved N95 respirator must be worn. ††Masks that meet this standard will have this printed on them. A


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proper fitting (including 30 minute testing) will be required for the appropriate N95 mask (contact Clinic Coordinator for fitting)

Eye protection can be provided with safety glasses, goggles or face shields.

In any situation where a mask is worn as a barrier against exposure to blood or body fluids, eye protection should be worn as well.

Prescription eyeglasses are not considered adequate eye protection. Eye protection should be cleaned if it has been contaminated with body fluids.

Gowns

• The routine use of gowns is not recommended. • Gowns should be used to protect uncovered skin and prevent

soiling of clothing during procedures and patient care activities likely to generate splashes or sprays of blood, body fluids, secretions or excretions.

• Gowns used should be fluid resistant. • Gowns should be applied immediately prior to the procedure and

should be removed carefully once the procedure is completed to avoid contamination of the clothing. They should not be used for procedures on more than one patient.


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TRANSMISSION BASED PRECAUTIONS Transmission based precautions are used for patients known or suspected to be infected or colonized with certain microorganisms. A list of these organisms is provided in Appendix 1.

Airborne Precautions

• Airborne precautions are used for patients known or suspected to have microorganisms spread by the airborne route. These may consist of small particle residue (5 microns or smaller) that result from the evaporation of large droplets or dust particles containing skin squames and other debris. These can remain suspended in the air for long periods of time and are spread by air currents within a room or over a long distance.

• Any health care provider entering the room occupied by a patient suspected or known to have an airborne-transmitted infectious disease should be at a minimum be wearing an N95 respirator.

• The following special arrangements should be considered for patients who may be contagious:

screening patients at the time the office visit is scheduled; making efforts to see these patients at the end of the day; quickly triaging patients out of common waiting areas and into private exam room;

appropriate signage to room so no unauthorized personnel enter closing the door of the examining room and limiting access to the patient by visitors

and staff members who are not immune to the suspected disease appropriate equipment, e.g. masks, gloves, gowns are easily accessible outside of room ensure room has been cleared of contaminate supplies or lightly covered, e.g. open

containers of swabs, etc. due to droplet exposure ensure equipment used can be cleaned or disposed of appropriately, e.g. disposable

gown, BP cuff, thermometer, etc.

• The duration of time that air-borne viruses remain suspended in a room depends on air exchange rates; for example, if the air exchange rate is 6 per hour, concentration of droplet nuclei will be reduced by 99% in 60 minutes. Recommended air exchange rates depend on the stated use of a room. Recommendations and guidelines are made by the Canadian Standards Association. The current recommended air exchange rate for a medical office examination room is at least 6 air changes per hour with 2 outside air exchanges per hour. The number of air exchanges in buildings that house outpatient facilities often is low, and the air is frequently recirculated. Physicians should be aware of airflow patterns to limit transmission of airborne pathogens.

††NIOSH is the National Institute for Occupational Safety and health, an agency affiliated with CDC Atlanta, and is responsible for conducting research on work related illness and injury. The N95


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designation indicates that the respirator is capable of filtering all particles larger than 0.3 microns and 95% of particles smaller than 0.3 microns when worn by a worker that has been fit-tested for the given make and model. Fit testing refers to a qualitative or quantitative assessment of the given respirator to protect the wearer from airborne particles and must be done by qualified personnel. Testing is done for all clinical staff and arranged by the PCN.

Droplet Precautions

• Droplet precautions are used for patients known or suspected to have microorganisms transmitted by droplets larger than 5 microns. These droplets may be produced during coughing, sneezing, or during certain procedures such as suctioning or bronchoscopy. These particles are propelled a short distance, less than one meter, and do not remain suspended in the air.

• Any health care provider coming within one meter of a patient suspected or known to have a droplet-transmitted infectious disease should wear a surgical mask and eye protection.

• The current scientific and epidemiological evidence available indicate that SARS is transmitted by large droplets generated when an infected patient coughs, sneezes or talks. These droplets may travel through the air up to 1 metre before settling. Transmission may happen if these droplets settle on a mucous membrane or through the indirect inoculation of membranes with contaminated hands or equipment. The possibility of the creation of aerosois that may contain virus particles during high risk procedures such as bronchoscopy, intubation, and high flow oxygen or nebulizer therapy cannot be ruled out. Current guidelines recommend that airborne precautions be practiced when performing such procedures for patients suspected of having SARS infection.

Contract Precautions

• Contact Precautions are used for patients known or suspected to have microorganisms that can be spread by direct contact with the patient or by indirect contact with environmental surfaces or patient care equipment.

• Any health care provider likely to have direct skin-to-skin contact with a patient suspected or known to have had contact with a transmitted infectious disease, should wear gloves and a fluid resistant gown.

Antibiotic Resistant Organisms

• Guidelines have been published for isolation and precautions for patients who acquire resistant flora while in a hospital. Patients may harbour resistant bacteria as part of their respiratory or gastrointestinal tract flora for an extended period. These organisms include methicillin-resistant Staphylococcus aureus (MRSA), vancomycin intermediate S. aureus (glycopeptide intermediate S aureus or GISA), vancomycin-resistant Enterococcus species


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(VRE) and extended-spectrum B-lactamase-producing or multiply-resistant Gram-negative bacteria.

• Antibiotic resistant organisms are usually spread on the hands of health care providers. Hand washing or use of an alcohol-based hand antiseptic before and after contact with colonized or infected patients is the key to preventing transmission.

• Patients known to be carriers of these organisms should have this indicated in their medical record in order to facilitate recognition on subsequent visits.

• Equipment used on the patient (e.g. exam tables, chairs, stethoscopes) should be cleaned ad disinfected with a low-level disinfectant product.

• The following detergent disinfectants are suggested for use in the daily cleaning and disinfection of office surfaces/equipment; phenolic, iodophor, quaternary ammonium compound or a fresh solution of sodium hypochlorite diluted 1:50 with water. Solutions containing 0.5% accelerated hydrogen peroxide (AHP) are now commercially available. Refer to manufacturer’s recommendations for use.

Antibiotic resistance doesn’t infer disinfectant resistance; therefore measures beyond routine disinfection practices are not warranted.

GENERAL HOUSEKEEPING

• Offices, office equipment and examination rooms should be regularly cleaned. • Surfaces should be cleaned with a low-level disinfectant. Phenolics, iodophors, and quaternary

ammonium compounds are appropriate for use in daily cleaning and disinfection of surfaces. • Blood spills should be cleaned using a detergent to remove organic material. The area should

then be disinfected with a disinfectant solution (e.g. 1 part household bleach to 10 parts water applied for at least 30 seconds and wiped after the minimum contact time). Gloves should be worn during clean up of any blood or body fluid.

WASTE DISPOSAL

• Municipal and provincial regulations dictate the proper disposal of biomedical wastes. Health care providers should be aware of the policies in their local municipality and ensure that regulated wastes are disposed of properly.

• Basic principles include:

Defining which items constitute infectious waste and which do not. Separating, labeling, storing, and transporting items in these 2 categories. Instructing staff on how to handle infectious wastes.

Developing plans for managing waste, spills, and inadvertent exposures. See Alberta Regulation 192/196, Environment and Protection Enhancement Act, Waste Control Regulations as published by the Queen’s Printer, Alberta or http://www.qp.gov.ab.ca/documents/Regs/1996_192.

http://www.qp.gov.ab.ca/documents/Regs/1996_192.


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Two categories of waste generated in offices are regulated:

1. Anatomical Waste

• Tissues, organs and body parts, not including teeth, hair and nails.

2. Non-Anatomical

• Human liquid blood, and semi-liquid blood and blood products. • Items contaminated with blood that would release liquid or semi-liquid if compressed. • Body fluids contaminated with blood excluding urine and feces. • Sharps including needles, needles attached to syringes and blades. • Broken glass or other material capable of causing punctures or cuts which would have

come in contact with human blood or body fluids. • It is necessary that this was be transported to an approved facility for treatment by

incineration, autoclaving, chemical or other means of disposal as approved by local regulations.

• General office waste requires no special disposal methods. • The practice of removing garbage from receptacles by hand and reusing the bag should

be strongly discouraged as this practice may lead to injuries from sharp objects inadvertently placed in the regular garbage.

PATIENT CARE EQUIPMENT The following guidelines for equipment used in patient care should be followed:

• Use disposable equipment when possible. Single use equipment should not be reused unless cleaning and disinfection procedures are provided by the manufacturer.

• Protect reusable equipment from gross contamination with blood and body fluids as much as possible.

• Reusable equipment that has been in direct contact with the patient should be cleaned and reprocessed before use in the care of another patient. (See Appendix 2).

• Items that are in contact with intact skin only should have a monitored routine cleaning schedule if cleaning between patients is not feasible. See (Appendix 2).

• Equipment that is visibly soiled should be cleaned before reuse. • Visibly soiled equipment should be handled in a manner that prevents contamination of the

worker’s skin, mucous membranes, clothing and surrounding environment. • Procedures should be established for assigning responsibility and accountability for routine

cleaning of all patient care equipment.


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• Used needles and other sharp instruments should be appropriately handled to avoid injuries during disposal or re-processing. Sharp items should be disposed of immediately in puncture-resistant containers located in the area where the items were used.

• Mouthpieces and resuscitation bags should be available for staff performing CPR. This

equipment requires cleaning and disinfection if used. WORK RESTRICTIONS FOR HEALTH CARE PROVIDERS

• Health care providers are frequently exposed to persons with communicable diseases. • Health care providers can pose a risk to patients and other office staff if they have a

communicable disease. • Written policies should exist regarding exclusion of health care providers with a

communicable disease • Health care providers with respiratory tract infections should be encouraged to stay home. If

this is not possible, precautions should be taken with an emphasis on hand washing before all patient contact. Wear a mask or cough into sleeve during patient care

TUBERCULOSIS SCREENING

• Screening for tuberculosis should be done before employment to ensure active tuberculosis is detected early and treated.

• When necessary, employees diagnosed with pulmonary TB should be excluded from the office until they are shown to be no longer infectious.

• A Mantoux test is considered positive if an area of induration of at least 10 mm is detected. For persons with underlying conditions or known household exposure to tuberculosis, 5 mm of induration is considered positive.

• If the Mantoux test is positive or the employee is known to have a history of a positive test or previous TB infection, they should be referred for evaluation and appropriate management, if indicated.

• The frequency of repeat skin testing for Mantoux-negative employees should be based on the risk of exposure to people with active tuberculosis. Risk factors will vary from employee to employee. Yearly testing should be considered in practices where there has been a high rate of documented tuberculosis or high rate of skin test conversion among families and patients or health care workers.

Consultation with Alberta Health authorities (Communicable Disease Nurse Consultant at 780.415.1526 or 780.644.0004, or the Nurse consultant with the TB Program and STD Program at 780.415.9723.) HEALTH CARE PROVIDER IMMUNIZATION


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• Policies should be established regarding immunization of health care providers, volunteers

and students.

• Immunization records should be maintained for all health care providers. A list of recommended immunizations is included as Appendix 4.

BLOOD AND BODY FLUID (BBF) EXPOSURE

• Skin surfaces that are contaminated with blood or other body fluids should be washed

immediately and thoroughly with soap and warm water. If eye is splashed with contaminates then flush thoroughly with normal saline.

• Policies for management of needlestick injuries, percutaneous, permucosal, or non-intact skin exposure to blood or body fluids should be readily available and understood.

• A system for rapid evaluation, first aid and referral for treatment for exposed persons must be in place. If treatment is necessary it should be provided within two hours of exposure.

• WCB requires that all health care providers receive education on the management of BBF exposures and that procedures are available, understood and followed. A protocol is in place for each clinic and should reviewed during orientation.

• Immunization with Hepatitis B vaccine is also mandated by WCB for all persons whose job might involve exposure to blood or blood-containing body fluids. A Hepatitis B titre may be required if unsure of immunization.

• Impermeable and puncture-proof needle disposal containers should be available in areas where injections are given. The containers should not be overfilled and be out of reach of young children.

• The practice of passing sharps (e.g. scalpels, syringes) hand-to-hand should be discouraged. If necessary, a kidney basin can be used to pass sharps. The recapping of used needles is unsafe and discouraged.

• Policies consistent with provincial and local regulations for removal and incineration or sterilization should be in place. (See Waste Management Section)

• Environmental surfaces contaminated with BBF should be cleaned with a detergent then disinfected. Gloves should be worn during cleaning. (Appendix 2)


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Appendix 1 Microorganism Transmission Routes and Precautionary Measures

Transmission Route Diseases Precautions Required Airborne Pulmonary Tuberculosis

Disseminated zoster Rubeola (Measles0 Varicella (chickenpox) Hemorrhagic fevers (Lassa, Ebola, Marburg) Small Pox

N95 particulate respirator* Eye Protection Move to a private exam room Close door Hand cleaning

Droplets Diphtheria Influenza Meningococcal meningitis Mumps Pertussis Rubella Upper Respiratory Infections** (Adenovirus, Parainfluenza, Rhinovirus, RSV) Parvovirus B-19 Pneumonic Plague Invasive Grp. A Streptococcus

Surgical mask Eye protection Hand cleaning

Direct Contact Infectious Diarrhea*** (Campylobacter, E. coli, Giardia, Rotavirus, Salmonella, Shigella, Yersinia) C. difficile Major burn wound infection Desquamation skin disorder Hepatitis A, E HSV**** Scabies Varicella Zoster Viral respiratory infections (see above) Hemorrhagic fevers Antibiotic Resistant Organisms

Gloves Fluid resistant gown Hand cleaning

* Any staff member entering the room occupied by a patient suspected of having an airborne-transmitted infectious disease should at a minimum be wearing a fit-tested, NIOSH approved, N95 respirator.

** Until viral infection ruled out. *** If patient incontinent and stool cannot be contained in a diaper. ****In neonatal or disseminated mucocutaneous. Source: Health Canada. Routine Practices and Additional Precautions for Preventing the Transmission of Infection in Health Care. CCDR 2584. 1999


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Appendix 2 Cleaning and disinfection of Patient Care Equipment Equipment Level of Disinfection Frequency Surgical instruments Biopsy equipment Acupuncture needles All instruments used for foot care

Critical Items: Clean and sterilize

Between each use

Endoscopes Laryngoscopes Respiratory therapy equipment Nasal specula Tonometer foot plates Ear syringe nozzles Vaginal specula Sonographic vaginal probes Cervical caps Breast pump accessories Glass Thermometers

Semicritical items: Clean and high-level disinfection

Between each use

Environmental surfaces contaminated with BBF Bedpans, urinals Stethoscopes Blood pressure cuffs Ear specula

Reusable equipment: Clean and low-level disinfection

Between each use

Horizontal surfaces (work counters, baby scales, tables) Walls, curtains, blinds Floors Carpets, upholstery Toys Toilets

Low level disinfection Thorough regular cleaning; Cleaning when soiled.

Source: Health Canada. Handwashing, Cleaning, Disinfection and Sterilization in Health Care. . 24S8. 1998.


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Appendix 3 Work Restriction Policies for Health Care Professionals

Infection Restriction Length of Restriction Conjunctivitis Restrict from direct patient care Until discharge resolved

Gastroenteritis Restrict from direct patient care

and food preparation Until symptoms resolve or person is deemed non-contagious

Hepatitis A Restrict from direct patient care and food preparation

Until 1 week after onset of jaundice.

Hepatitis B None* Hepatitis C None* Herpes simplex, orofacial Restrict from direct care of

newborn infants Until lesions dry

HIV None* Viral respiratory infections, acute febrile (e.g. Influenza, RSV)

Restrict from direct patient care Until 4 days after symptoms onset or acute symptoms resolve whichever is sooner.

Measles Exclude from office Until 7 days after onset of rash Mumps Exclude from office until 9 days after onset of

parotitis Pediculosis Restrict from direct patient care Until treated Pertussis Exclude from office Until treated for 5 days Rubella Exclude from office Until 5 days after onset of rash Staphylococcal skin infection Restrict from direct patient care Until treated for 24 hours Streptococcal infection, group A Restrict for direct patient care Until treated for 24 hours. Tuberculosis, active Exclude from office Until proven noninfectious Varicella Exclude from office Until lesions crusted Zoster If covered, restrict from care of

immunocomprimised patients Until lesions crusted

If cannot be covered, restrict from patient care

Until lesions crusted

*Health care providers with these infections should avoid performing procedures considered to be at risk for transmission of blood from provider to patient. Source: Boylyard EA, Tablan OC, William WW, Person ML, Shapiro CN, Deitchman SD and the Hospital Infection Control Practices Committee. Guideline for infection control in health care personnel. 1998. ICHE, 1998: 19; 410-446


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Appendix 4 Recommended Immunizations for Health Care Providers

Vaccine Indication Measles-mumps-rubella vaccine All health care providers born after 1957 should

have received 2 doses of vaccine, unless the person has had natural measles. Note that it is very difficult to diagnose rubella. Office staff members often have contact with pregnant women; thus, it is optimal to ensure that all health care providers are immune to rubella. Some experts recommend serologic screening for all employees to ensure immunity to measles and rubella.

Polio Most health care providers will have been immunized as children. This should be documented in employee records. If an employee has not bee immunized, the person should receive inactivated poliovirus vaccine (series of 3 doses, at least 1 month between the first 2 doses and 4 months between the second and third doses).

Hepatitis B Vaccine Hepatitis B vaccine should be offered free of charge and strongly recommended for any health care provider who might come in contact with blood. If the employee refuses vaccination or has a medical contraindication to hepatitis vaccine, this should be documented in the employee’s file.

Varicella-zoster vaccine All health care providers should be questioned about a history of varicella. Those employees with a negative or unknown history of disease who have not previously received vaccine should have a varicella antibody test performed. All employees with no history of disease or vaccination and who lack detectable varicella antibody should be offered varicella vaccine. Alternatively, vaccine can be offered to all employees with no history of infection. Adults require 2 doses of varicella vaccine, each dose separated by a minimum of 4 weeks. if the employee has a medical contraindication to varicella vaccine or refuses vaccination, this information should be placed in the employee’s file.


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Appendix 4 Recommended Immunizations for Health Care Providers cont’d…

Influenza vaccine Vaccine use should be promoted and offered free

of charge yearly to all health care providers.

Diphtheria and tetanus vaccine Diphtheria and tetantus immunization is recommended every 10 years.

Pneumococcal Vaccine This vaccine is recommended for adults and children at risk for serious disease due to the pneumococcus. All adults older than 65 years and persons with splenic dysfunction or absence, spinal fluid leaks, nephritic syndrome, chronic cardiorespiratory disease, cirrhosis, alcoholism, chronic renal disease, diabetes mellitus, HIV infection, and other conditions associated with immunosuppression should be immunized.

Source: CDC. Immunization of health care workers: recommendations of ACIP and HICPAC. MMWR1997;46(RR-18):1-42


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Appendix 5 Glossary of Terms Antibiotic Resistant Organism

A microorganism that has developed resistance to several antibiotics and is clinically of epidemiologically significant.

Antiseptics Chemicals that kill microorganisms on skin or mucous membranes. Antiseptics should not be used in housekeeping.

Biomedical Waste Waste that is generated by human or animal health care facilities, medical or veterinary settings, health care teaching establishments, laboratories, and facilities involved in the production of vaccines.

Barrier Techniques Use of single rooms, gloves, masks, or gowns in health care settings to prevent transmission of microorganisms.

Carrier An individual who is found to be persistently colonized (culture-positive) for a particular organism, at one or more body sites, but has no signs or symptoms of infection.

Cleaning The physical removal of foreign material, e.g. dust, soil, organic material such as blood, secretions, excretions and microorganisms. Cleaning physically removes rather than kills microorganisms.

Colonization Presence of microorganisms in or on an individual with no signs of symptoms of infection.

Communicable Capable of being transmitted from one person to another; synonymous with “infectious” and “contagious.”

Contamination The presence of microorganisms or inanimate objects (e.g. clothing, surgical instruments) or microorganisms on body surfaces such as hands, or in substances (e.g. water, food.)

Critical items Instruments and devices that enter sterile tissues, including the vascular system.

Decontamination The removal of disease-producing microorganisms to leave an item safe for further handling.

Disease Clinical expression of infection; signs and/or symptoms are produced. Disinfection The inactivation of disease-producing microorganisms. Disinfection

does not destroy bacterial spores. Hand Antiseptics A process for the removal or destruction of microorganisms on the

hands. Health Care Provider Any person working in a medical setting including physicians, nurses,

allied health care professionals, clerical and support staff. High level disinfection

Level of disinfection required when processing semi critical items. High level disinfection processes destroy vegetative bacteria, mycobacterium, fungi and enveloped (lipid) and nonenveloped (non lipid) viruses, but not necessarily bacterial spores.

Immunocompromised Increased susceptibility to infection (e.g. HIV/AIDS, chemotherapy or blood malignancy).


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Appendix 5 Glossary of Terms

Infection The entry of an infectious agent in the tissues resulting in clinical signs and symptoms (disease).

Infectious Waste That portion of biomedical waste that is capable of producing infectious disease.

Intermediate level disinfection

Level of disinfection required for some semi-critical items. Intermediate level disinfectants kill vegetative bacteria, most viruses and most fungi, but not resistant bacterial spores.

Isolation The physical separation of infected individuals from those uninfected for the period of communicability of a particular disease.

Low Level disinfection Level of disinfection required when processing non-critical items or some environmental surfaces. Low level disinfectants kill most vegetative bacteria and some fungi as well as enveloped (lipid) viruses (e.g. Hepatitis B, C, Hantavirus, and HIV). Low level disinfectants no not kill mycobacteria or bacterial spores. Low level disinfectants-detergents are used to clean environmental surfaces.

Non-critical Items Those that either touch only intact skin but not mucous membranes or do not directly touch the patient.

Outbreak An excess over the expected incidence of disease within a geographic area during a specified time period, synonymous with epidemic.

Plain Soap Detergent-based cleaners in any form (bar, liquid, or powder) used for the primary purpose of physical removal of soil and contaminating microorganisms.

Precautions Interventions to reduce the risk of transmission of microorganisms from patient to patient, patient to health care workers, and health care worker to patient.

Routine practices The routine use of hand washing and personal protective equipment to prevent exposure to blood and body fluids and control the transmission of communicable diseases.

Semi-critical items Devices that come in contact with non-intact skin or mucous membranes, but ordinarily do not penetrate them. Reprocessing semi-critical items involves meticulous cleaning flowed preferably by high-level disinfection (Level of disinfection required is dependent on the item).

Sharps Needles, syringes, blades, laboratory glass or other objects capable of causing punctures or cuts.

Sterilization The destruction of all forms of microbial life including bacteria, viruses, spores, and fungi. Items must be cleaned thoroughly before effective sterilization can take place.

Structured Retirement Savings PlanEnrolment Form spousal account

Before you can open a spousal account, you must enroll in the planby completing the Enrolment Form employee account

For Applicants in all Provinces Except Quebec

Client No.: RS102968 Client Name: THE EDMONTON SOUTHSIDE PRIMARY CARE

Plan Sponsor Authorization (the employer)Date of employment Date joined plan Certificate no.:(yyyy/mm/dd) (yyyy/mm/dd)

Sub-group name Sub-group number Class

Signature (print) Date (yyyy/mm/dd)

XStep 1 Employee Information (contributor)

Last name First name Middleinitial

Social insurance number (required by law for income-reporting purposes)

Step 2 Contribution Allocation InstructionPlease allocate % of my current contributions to be invested in this Spousal account.

Step 3 SignatureEmployee signature (mandatory) (print) Date (yyyy/mm/dd)

XStep 4 Spousal Information

(Spouse will include a common-law partner as defined under the Income Tax Act)

Last Name First Name Initial

Date of birth (yyyy/mm/dd) Marital status Social insurance number (required by law for income-reporting purposes)

E-mail address

Home address City

Province Postal code (Work) Area code & phone number (Home) Area code & phone number

Sex Male Female Language English French

Step 5 Beneficiary Information (to be completed by the spouse)

In the event of my death, I designate the following person(s) to be the beneficiary(ies) of any amount due under my plan on orafter my death in accordance with the terms of the plan in which I have an interest:

my estate

OR the following beneficiary(ies)Last name First name Date of birth Relationship Entitlement (%)

Must total 100%

If your designated beneficiary dies before you, we will pay the benefits from your plan to any surviving beneficiary or, if none, orif no designation is made, to your estate. Any beneficiary designation is revocable.

Appointment of trusteeIn the event my beneficiary is a minor at the time the death benefit is payable, I appoint the following person as trustee to receive suchfunds on behalf of the beneficiary, to hold these funds until my beneficiary attains the majority age and to give a valid discharge toStandard Life Canada for such payment:

First name Last name

Address

Phone number ( ) ( )

(Work) Area code & phone number (Home) Area code & phone number

Step 6 SignatureSpouse signature (mandatory) (print) Date (yyyy/mm/dd)

X

Group Savings&

RetirementPO BOX 11464 STN CENTRE VILLE

MONTREAL QC H3C 5M3

Telephone: 1-800-242-1704

Fax: 1-866-499-4480

Please note:The Standard Life AssuranceCompany of Canada (StandardLife Canada) requires thecompleted original enrolmentforms at all times to promptlyinvest funds.

The spouse is the owner andannuitant for the spousal

account.

To transfer fundstax-free to this plancall 1-800-242-1704

Shaded areas to be completedby the plan sponsor (theemployer) prior to submittingthe enrolment form to us.

By signingI apply to participate in the structuredretirement savings plan of the employerand agree to be bound by the terms ofthe plan and any administrative rulesestablished by the plan sponsor.I authorize the following:

• the plan sponsor (the employer) toact as my agent in contracting forbenefits under the plan;

• Standard Life Canada to file anelection to register my certificateunder the Income Tax Act (Canada)and any other Provincial Income TaxAct, if applicable; and

• the plan sponsor, my employer,Standard Life Canada, its affiliates andoutsourcing partners, any successorissuer, third party administrators, myfinancial institution(s) and anyauthorized market intermediaryinvolved in the sale or administrationof the plan or successor plan or anyother plan to which my rights andbenefits may be transferred, toexchange my personal information(including banking information)when required as a result of theirinvolvement.

I understand that the personalinformation collected will be keptstrictly confidential and will only beused, exchanged and retained for thepurpose of this plan. I certify that theinformation given is true, correct andcomplete, to the best of myknowledge.

Please complete your investment instructions on the back of this page.

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Step 7 Investment Instructions

Before completing your investment instructions, we suggest you consult your enrolment guide, or call Standard Life at 1-800-242-1704 to discuss your investmentstrategy.It’s also important to indicate your retirement income goal in order to monitor if you’re on track to reaching your goal.$ (Your objective in terms of annual income at retirement, expressed in today’s dollars)

Please make your investment mix selection from either OPTION 1 or OPTION 2, as desired. Please select only one option.The following investment mixes vary based on different investor profiles. Your investment strategy should be based on your overall financial situation. These investmentinstructions apply to all future deposits until alternate investment instructions are provided.

Option 1: Pick an Avenue Portfolio

Investment period Conservative Moderate Aggressive

More than 25 years 15% Canadian Equity JF15% Canadian Dividend SLMF30% Canadian Bond Index SLI*30% SL of Canada - 5 Year CIA10% American Equity MFS MB

15% Canadian Equity JF15% Canadian Dividend SLMF35% Canadian Bond Index SLI*10% SL of Canada - 5 Year CIA13% American Equity MFS MB12% Intern. Equity Index - BlackRock

23% Canadian Equity JF22% Canadian Dividend SLMF25% Canadian Bond Index SLI*15% American Equity MFS MB15% Intern. Equity Index - BlackRock

Between 10 and 25 years 13% Canadian Equity JF12% Canadian Dividend SLMF25% Canadian Bond Index SLI*40% SL of Canada - 5 Year CIA10% American Equity MFS MB



Less than 10 years 10% Canadian Equity JF10% Canadian Dividend SLMF20% Canadian Bond Index SLI*50% SL of Canada - 5 Year CIA10% American Equity MFS MB



If you plan to retire within the next 3 years, we suggest that you consult with your financial advisor.

Option 2: A la carteCode Fund Name Fund ManagerGuaranteed FundsCIA1 One year compound interest accumulator SL of CanadaCIA2 Two year compound interest accumulator SL of CanadaCIA3 Three year compound interest accumulator SL of CanadaCIA4 Four year compound interest accumulator SL of CanadaCIA5 Five year compound interest accumulator SL of CanadaDIA Daily interest accumulator SL of CanadaFixed Income FundsMONE Money Market SLI*CBOI Canadian Bond Index SLI*BONFB Bond BissettBalanced/Diversified FundsBALFB Balanced Bissett

Code Fund Name Fund ManagerEquity FundsSMCAB Small-Cap BissettNAEJF Canadian Equity Jarislowsky FraserCDDIV Canadian Dividend SLMFMICAP Canadian Equity BissettAGMB American Equity MFS McLean BuddenUSEBG US Equity Beutel GoodmanIEQI International Equity Index BlackRockINERU International Equity RussellGLEQ1 Global Equity InvescoSpecialty FundsREAL Real Estate SL Investments Real Estate

Investment mix for future depositsCode Fund name

%%%%%

Must total 100% * SLI = Standard Life Investments

Step 8 signature

I understand that the personal information collected will be kept strictly confidential and will only be used, exchanged and retained for the purpose of this plan. I certifythat the information given is true, correct and complete, to the best of my knowledge.

Spouse Signature (mandatory) (print) Date (yyyy/mm/dd)

XImportant NotesA. If your investment instructions are incomplete, contributions will be invested in the SL of Canada - Daily Interest Accumulator fund.B. Please note we (Standard Life Canada) neither suggest nor recommend any investment approach or fund in particular, whether it is an Avenue portfolio or a personal

investment selection. Market-related funds are not guaranteed and the value of a member’s units will vary according to market conditions and the success of the funds’manager. We are not responsible for the returns of the selected investments. Furthermore, the selection of an Avenue portfolio is no promise or guarantee, explicit orimplied, that selected investments will generate a satisfactory retirement income.

C. Compound Interest Accumulator Funds will automatically reinvest upon maturity for the same term originally requested unless Standard Life is advised by calling1-800-242-1704. Withdrawal from guaranteed funds before maturity may be subject to a market value adjustment.

D. The administrative rules of the plan may restrict the withdrawal of RRSP funds. Please consult the plan administrator for details.E. If you plan to retire in the near future, we suggest that you consult your financial advisor.


Page 1 of 4

POLICY Information Handling and Security Purpose In this procedure, PCN refers both to 1157178 Alberta Ltd. created by the participating physicians and the Board of Directors of the PCN. The PCN will protect individually identifying health information in its custody or control by making reasonable security arrangements to protect against unauthorized access, collection, use, disclosure or destruction of that information. It will also take appropriate safeguards for the security and confidentiality of records, including addressing the risks associated with electronic health records. This procedure outlines administrative, technical and physical safeguards to protect confidential information and electronic health records. 1. Administrative Safeguards

1.1. The PCN shall ensure that policies and procedures to facilitate the safeguarding of confidential information in its custody or control are developed and maintained.

1.2. The need for confidentiality and security of information shall be addressed as

part of the conditions of employment for all PCN staff, beginning with the recruitment stage, and included as part of job descriptions and contracts. The performance of individuals shall be monitored to reduce the risk of error, fraud, or misuse of information. Employees must be aware of, and appropriately trained with regard to, policies and procedures for safeguarding information. Employees will sign the PCN’s Confidentiality Oath and read a copy of the brochure “The Health Information Act: a personal matter” when they commence work for the PCN.

1.3. Areas where identifying health information or personal information is used,

transmitted or stored will be staffed at all times during regular business hours. No unauthorized person will be allowed in non-public areas of the PCN.

1.4. The least amount of information necessary for the intended purpose should be

used or disclosed, and only to employees, affiliates of physicians participating in the PCN who have a need to know, or as provided for in HIA. If the intended purpose can be accomplished without use or disclosure of identifying information, then the information will be made anonymous.


Page 2 of 4

1.5. Reasonable steps will be taken so that health information transmitted verbally cannot be overheard or intercepted. This includes provision of background noise or music in any areas where health information may be overheard and use of private rooms whenever possible to discuss health information with patients or third parties.

1.6. Before implementing new administrative practices or information systems

related to the collection, use and disclosure of health information, the PCN shall complete a privacy impact assessment (PIA) for submission to the Office of the Information and Privacy Commissioner. A PIA will describe how the new initiative will affect privacy, and what measures the PCN will put in place to mitigate risks to privacy.

1.7. Affiliates shall report any violations or breaches of information security as soon

as possible to the Privacy Officer in order that corrective action can be taken to resolve the immediate problem and minimize the risk of future occurrence. The nature of the response will be determined according to the level of gravity of the breach / violation and may include dismissal. Breaches will be reported to the primary care physician who is treating a patient if the breach involves patient information or to Alberta Health Services’ Information Access and Privacy Office if the breach involves information disclosed by or in the custody of Alberta Health Services.

2. Technical Safeguards

2.1. Information systems users are assigned a unique identifier (User ID) that restricts access to data and application systems to that information required for the administration of their duties. Use of user IDs other than that assigned to an individual is prohibited.

2.2. Passwords are to be kept confidential at all times and should not be written

down, posted publicly, or shared with other staff except for security purposes. Passwords will be changed every 60 days. If a computer is left unattended, it must be protected against unauthorized access with a screen saver password.

2.3. Access to any electronic health record system will be double password

protected. These passwords will be changed every 60 days at the same time as passwords for the network are changed.

2.4. Access to the clinical data repository for the PCN within netCARE will be

limited to those employees approved by the PCN General Manager as requiring


Page 3 of 4

access to do their jobs. Access will be controlled in the same manner as for an affiliate of a primary care physician in the physician clinic.

2.5. Computers used for display of electronic health records will have screensavers

installed that display after 2 minutes of inactivity and require a password to reactivate the screen display.

2.6. Confidential business or identifiable health information or personal information

will not be sent via e-mail over public or external networks without the use of appropriate security measures such as encryption or by the use of a virtual private network connection. Personal use of the Internet is discouraged and downloading of screensavers or other non-approved programs is prohibited.

2.7. To detect unauthorized access and prevent modification or misuse of user data

in applications, systems will be monitored to ensure conformity to access policies and standards.

2.8. Computer systems containing health information or personal information are

backed up daily. Back up media is stored off-site in secure locked premises approved by the Privacy Officer. These premises may include a clinic operated by a PCN participant or a Alberta Health Services data storage facility or security office. Regular checks of the back up media will be carried out to ensure that the restore function works.

3. Physical Safeguards

3.1. All records, both on-site and off-site, will be held and stored in an organized, safe and secure manner. Areas where health information or personal information is stored will be equipped with smoke detectors and fire extinguishers that are checked annually for safety reasons. Servers will be housed in a locked office within any facility.

3.2. Only PCN employees and contracted cleaning staff have keys to PCN premises.

Keys will be returned to the PCN General Manager by PCN employees on termination of employment. All entrance doors to PCN offices will be locked when PCN employees are absent. Locks may be changed at the discretion of the General Manager when an employee is discharged for cause.

3.3. Facilities where identifying health information or personal information is stored

or used will be protected by an alarm system and employees will have unique codes. Codes will be changed on termination of employment.


Page 4 of 4

3.4. Identifying health information will not be displayed or left unattended in public

areas. Computer monitors located in public areas will be positioned so that on-screen information cannot be viewed by the general public. Privacy screens will be used where necessary to prevent individuals from viewing confidential information unless looking directly at the screen.

3.5. Identifying health information that is transported between the PCN and other

custodians or third parties will be sealed, marked as confidential, and directed to the attention of the authorized recipient.

3.6. PCN staff will verify the credentials and identity of courier services used to

transport health information.

3.7. Fax machines used to transmit health information will be in a secure area. Whenever possible staff will use preprogrammed numbers to send fax transmissions, and will review the numbers annually to ensure they are still accurate. All fax transmissions will be sent with a cover sheet that indicates the information being sent is confidential and giving a telephone number to call if received in error. Reasonable steps will be made to confirm that confidential information transmitted via fax is sent to a recipient with a secure fax machine.

3.8. Information that is not confidential or sensitive in nature will be disposed of by

placing it in recycling bins. All identifying health information and personal information shall be disposed of by on-site shredding or, if in a Alberta Health Services facility, in conformance with Alberta Health Services waste management procedures. Destruction of records at the end of their scheduled life will be documented by listing the records / files destroyed, recording the date of destruction, and having a staff member sign off that the destruction occurred. (NOTE: the destruction of transitory records does not require documentation of this kind.)

3.9. Prior to disposal of electronic storage devices (e.g. computers, hard drives,

diskettes, tapes, CDs), the media will be destroyed by the privacy officer so as to be unusable.

3.10. The PCN will follow Alberta Health Services records retention procedure and

schedules for information in its custody.

POLICIES AND PROCEDURES Version: 1.0 Effective: September 1, 2010

Page 1 of 9

POLICY Privacy and Security

Purpose The collection, use and disclosure of health information and personal information by 1157178 Alberta Ltd. and the Board of Directors of the Edmonton Southside Primary Care Network (hereinafter referred to as the PCN) are governed by this policy. Employees of the PCN, including contracted health service providers, will also be knowledgeable about the privacy policies and procedures of those custodians for whom they provide services. Scope This policy applies to:

health service providers and staff, including contractors, students and volunteers working for the PCN and providing services to, for or on behalf of the participating physicians and Alberta Health Services (AHS);

records in any form created or received in the course of carrying out the PCN’s mandated functions and activities as set out in the business plan; and,

all facilities and equipment required to collect, manipulate, transport, transmit or keep health information.

Policy 1. PCN employees shall protect the confidentiality of health information and personal

information in their custody or control, and the privacy of the individuals who are the subjects of that information. This includes protection against unauthorized use, disclosure, modification, or access to the information.

2. Individuals have a right of access to any information about themselves that is in the

custody or control of the PCN, subject to the limited and specific exceptions set out in the Health Information Act (HIA). The PCN will respond to any request from a participating physician or AHS for such records and will provide them to the requesting custodian within 5 working days.

3. When collecting health information or personal information directly from an

individual, the individual shall be informed of the purpose for which the information is collected, the legal authority for the collection, and the title, business


Page 2 of 9

address and telephone number of a staff member who can answer questions about the collection. When collection is being done in a place other than a participating physician’s clinic or a AHS facility, this notification will be provided either verbally or in writing by PCN employees.

4. Health information and personal information shall only be used and disclosed for

the purpose for which it was collected or disclosed to the PCN, unless alternate use or disclosure is authorized or required by law, or with the knowledge and consent of the subject individual.

5. PCN employees will only collect and use identifying health information and

personal information to perform their duties for the PCN. 6. Research

6.1. Any research conducted or sponsored by the PCN, or in which the PCN is a participant, and which involves the use or disclosure of identifying health information will be carried out in compliance with sections 49 to 55 of HIA.

6.2. Research agreements with independent researchers must be signed by the chair

and vice-chair of the PCN on behalf of participating custodians. 7. Disciplinary Action

7.1. Failure to comply with PCN or any participating custodian’s information privacy and security policies and procedures may result in disciplinary action, up to and including termination of employment or contract. Individuals may also be subject to prosecution for the contravention of any law.

8. Privacy Officer Responsibilities

8.1. The PCN General Manager is identified as the PCN Privacy Officer.

8.2. The responsibilities of the Privacy Officer include:

8.2.1. Identifying privacy compliance issues for the PCN;

8.2.2. Ensuring that privacy and security policies and procedures are developed and maintained as necessary;


Page 3 of 9

8.2.3. Ensuring that PCN employees are aware of their responsibilities and duties under HIA and Personal Information Protection Act (PIPA);

8.2.4. Responding to requests from participating custodians for records,

8.2.5. Ensuring the overall security and protection of health information in the

custody or control of the PCN, and

8.2.6. Representing the PCN in dealings concerning privacy and security with participating custodians, third parties and the Office of the Information and Privacy Commissioner.

Terms or phrases that are bold and are defined in Appendix 1


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APPENDIX I: DEFINITIONS This section provides definitions of terms used in applicable privacy legislation, and PCN policies and procedures. 1. Consent: Agreement by an individual to the disclosure of their own health or

personal information to a third party. The consent must include:

An authorization for the custodian to disclose the information specified in the consent;

The purpose for which the information may be disclosed; The identity of the person to whom the information may be disclosed; An acknowledgement that the individual providing the consent has been

made aware of the reasons why the information is needed and the risks and benefits to the individual of consenting or refusing to consent;

The date the consent is effective and the date, if any, on which the consent expires; and,

A statement that the consent may be revoked at any time by the individual providing it.

A consent or revocation of consent can be provided in writing or electronically. Electronic consent is valid only if the level of authentication is sufficient to identify the individual who is granting the consent or revoking the consent. 2. Custodian includes the following:

Regulated health professionals paid through the Alberta Health Care Insurance Plan, including physicians, chiropractors, dental surgeons, dental mechanics, opticians, optometrists, podiatrists and osteopaths;

Licensed pharmacists and pharmacies; Alberta Health Services (AHS); Other nursing homes and hospitals not owned by the above; Community Health Councils and subsidiary health corporations of AHS; Minister and the Department of Health and Wellness; and, Boards, committees, panels, councils or agencies established by any of the

above In the case of the PCN, all participating physicians, AHS and pharmacists are custodians under the Health Information Act.


Page 5 of 9

3. Disclosure: Means releasing information to individuals or agencies external to the

PCN including participating custodians who do not have custody of the information. 4. Employees: includes all paid staff, volunteers, students, and persons contracted to

provide services for the PCN or, through the PCN, for custodians. 5. Health Information: Recorded information about individuals. There are three types

of health information:

5.1. diagnostic, treatment and care information, 5.2. registration information (including billing information), and 5.3. health provider information (personal information about the individual who

provides health services). The collection, use and disclosure of all three types are regulated by the Health Information Act.

6. HIA: Health Information Act, RSA 2000, chapter H-5 as amended and the Health

Information Regulation, 71/2001 as amended. 7. Personal Information: Recorded information other than health information about

individuals, and health information about employees of the PCN. Includes demographic information, educational history, employment history, financial information, personal employee information as defined in the Personal Information Protection Act, and other peoples’ opinions about an individual.

8. PIPA: Personal Information Protection Act, Statutes of Alberta 2003, Chapter P-6.5,

as amended. 9. Record: Information in any form, including notes, images, audiovisual recordings,

books, documents, maps, drawings, photographs, letters, vouchers and papers and any other information that is written, photographed, recorded or stored in any manner. Does not include software or any mechanism that produces records.

10. Research: Means academic, applied or scientific health-related research that

necessitates the use of individually identifying diagnostic, treatment and care information or individually identifying registration information, or both.


Page 6 of 9

11. Use: Means the internal use of information (i.e. sharing between employees of the PCN or affiliates of the custodian who has custody of the information).


Page 7 of 9

APPENDIX 2: FORMS Notification for Fax Cover Sheet This facsimile contains confidential information intended only for the person to whom it is addressed. Any other distribution, copying, or disclosure is strictly prohibited by law. If you have received this facsimile in error, please inform the sender immediately by phone and then return the original to us at our expense without making a copy. Thank you.


Page 8 of 9

Consent for Disclosure of Identifying Health Information I, _________________________________________, give consent for (Name) Edmonton Southside Primary Care Network to disclose: ________________________________________________________________ (Identify nature of health or personal information) ________________________________________________________________ to ______________________________________________________________ (Identify individual/organization to which information is released) for the purpose of _________________________________________________ (Indicate how information will be used/disclosed) ________________________________________________________________ ________________________________________________________________ I acknowledge that I have been made aware of the reasons for the disclosure of the above information, and the risks and benefits associated with consenting to its release. I understand that I make revoke my consent at any time, by providing a signed, written statement to that effect. Date: ____________________________ Valid Until: ______________________ Signature: ________________________ Print Name: _____________________


Page 9 of 9

Confidentiality Oath I, _____________________________________________ agree that I will faithfully discharge my duties as an employee / volunteer / contracted service provider for the Edmonton Southside Primary Care Network (PCN) and will observe and comply with all policies and procedures of the PCN and participating custodians with respect to privacy, confidentiality, and security of health information and personal information. Unless legally authorized to do so, I will not use or disclose health information that comes to my knowledge or possession by reason of my affiliation with the PCN, including after I cease to be employed at the PCN. I understand that a breach of this agreement may be just cause for termination of my employment or affiliation with the PCN. I am aware that the PCN and participating custodians have policies and procedures regarding the privacy, confidentiality, and security of health information and personal information, and I understand that it is my responsibility to be familiar with the requirements outlined in these policies and procedures. I understand that I can refer to the PCN General Manager for the details of these policies and any other information required for me to understand my obligations. ________________________________________________ Signature ________________________________________________ Printed Name ________________________________ Date

Structured Retirement Savings PlanEnrolment Form for Employee Account

If you wish to open a spousal account, you must alsocomplete the Enrolment Form for Spousal Account

For Applicants in all Provinces Except Quebec

Client No.: RS102968 Client Name: EDMONTON SOUTHSIDE PRIMARY CARE NETWORK

Plan Sponsor Authorization (Your Employer)Date of Employment Date Joined Plan(yyyy/mm/dd) (yyyy/mm/dd)

Sub-group (name and number): Class: Certificate No.:

Signature Date (yyyy/mm/dd)(Print)

XStep 1 - Employee Information

Last Name First Name Initial

Date of Birth (yyyy/mm/dd) Marital Status Social Insurance Number (required by law for income-reporting purposes)

Email Address

Home Address City

Province Postal Code Area Code & Phone Number (Home) Area Code & Phone Number (Work)

Sex Male Female Language English French

Step 2 - Beneficiary InformationIn the event of my death, I designate the following person(s) to be the beneficiary(ies) of any amount due under my Plan on orafter my death in accordance with the terms of the Plan in which I have an interest:

my Estate

OR the following beneficiary(ies)Last Name First Name Date of birth Relationship Entitlement %

Must total 100%

If your designated beneficiary dies before you, we will pay the benefits from your Plan to any surviving beneficiary or, if none, orif no designation is made, to your estate. Any beneficiary designation is revocable.

Appointment of TrusteeIn the event my beneficiary is a minor at the time the death benefit is payable, I appoint the following person as Trustee to receive suchfunds on behalf of the beneficiary, to hold these funds until my beneficiary attains the majority age and to give a valid discharge toStandard Life Canada for such payment:

First Name Last Name

Address:

Phone Number: Home: ( ) Work: ( )

Step 3 - Payroll Deduction RequestPlease deduct $ or % from each pay, to be invested in this plan.

Step 4 - Please SignEmployee Signature (Mandatory) (Print) Date (yyyy/mm/dd)

X

Group Savings&

RetirementCalgary Regional Office

P.O. Box 210, Main DepotCalgary, Alberta T2P 4M6

Fax: [email protected]

Tel.: 1-800-242-1704

Please note:The Standard Life AssuranceCompany of Canada (StandardLife Canada) requires thecompleted original enrolmentforms at all times to promptlyinvest funds.

The Employee is the ownerand annuitant under the Plan.

To transfer fundstax-free to this PlanCall 1-800-242-1704

Shaded areas to be completedby the Plan Sponsor (YourEmployer) prior to submittingthe enrolment forms to us.

By signingI apply to participate in the StructuredRetirement Savings Plan of myEmployer and agree to be bound bythe terms of the Plan and anyadministrative rules established by thePlan Sponsor.I authorize the following:

• the deduction of the appropriatecontribution from my pay, ifapplicable;

• the Plan Sponsor (my Employer) toact as my agent in contracting forbenefits under the Plan;

• Standard Life Canada to apply toregister my certificate under theIncome Tax Act (Canada) and anyother Provincial Income Tax Act, ifapplicable; and

• the Plan Sponsor, Standard LifeCanada, any successor issuer and anyauthorized advisor to exchangepersonal information about myaccount for the purpose of this Plan(including the exchange or release ofmy personal banking information, ifso required).

I understand that the personalinformation collected will be keptstrictly confidential and will only beused, exchanged and retained for thepurpose of this Plan. I certify that theinformation given is true, correct andcomplete, to the best of myknowledge.

Please complete your investment instructions on the back of this page

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rmStep 5 - Investment Instructions

Before completing your investment instructions, we suggest you consult your enrolment guide, or call Standard Life at 1-800-242-1704 to discuss your investmentstrategy.

Please make your investment mix selection from either OPTION 1 or OPTION 2, as desired. Please select only one (1) option.

The following investment mixes vary based on different investor profiles. Your investment strategy should be based on your overall financial situation. These investmentinstructions apply to all Future Deposits until alternate investment instructions are provided.

Option 1: Pick a sample mix:

Investment Period Conservative Moderate Aggressive

More than 25 years 15% Canadian Equity JF15% Canadian Dividend SLMF30% Canadian Bond Index SLI*30% SL of Canada - 5 Year CIA10% American Equity MB

15% Canadian Equity JF15% Canadian Dividend SLMF35% Canadian Bond Index SLI*10% SL of Canada - 5 Year CIA13% American Equity MB12% International Equity Index SLI*

23% Canadian Equity JF22% Canadian Dividend SLMF25% Canadian Bond Index SLI*15% American Equity MB15% International Equity Index SLI*

Between 10 and 25 years 13% Canadian Equity JF12% Canadian Dividend SLMF25% Canadian Bond Index SLI*40% SL of Canada - 5 Year CIA10% American Equity MB



Less than 10 years 10% Canadian Equity JF10% Canadian Dividend SLMF20% Canadian Bond Index SLI*50% SL of Canada - 5 Year CIA10% American Equity MB



If you plan to retire within the next 3 years, we suggest that you consult with your financial advisor.

Option 2: Provide your own instructions:Code Fund Name Fund ManagerGuaranteed FundsDIA Daily interest accumulator Standard Life CanadaCIA1 One year compound interest accumulator Standard Life CanadaCIA2 Two year compound interest accumulator Standard Life CanadaCIA3 Three year compound interest accumulator Standard Life CanadaCIA4 Four year compound interest accumulator Standard Life CanadaCIA5 Five year compound interest accumulator Standard Life CanadaFixed Income FundsCBOI Canadian Bond Index SLI*BONFB Bond Bissett Investment Mng.MONE Money Market SLI*Balanced/Diversified FundsBALFB Balanced Bissett Investment Mng.

Code Fund Name Fund ManagerEquity FundsMICAP Canadian Equity Bissett Investment Mng.CDDIV Canadian Dividend SLMFNAEJF Canadian Equity Jarislowsky FraserSMCAB Small-Cap Bissett Investment Mng.AGMB American Equity McLean BuddenUSEBG US Equity Fund Beutel GoodmanIEQI International Equity Index SLI*INERU International Equity Frank Russell CanadaGLEQ1 Global Equity AIM TrimarkSpecialty FundsREAL Real Estate SLI Real Estate

Investment Mix for Future DepositsCode Fund Name

%%%%%

Must total 100% * SLI = Standard Life Investments

Step 6 - Please Sign

I understand that the personal information you collect will be kept strictly confidential and will only be used, exchanged and retained for the purpose of this plan. I certifythat the information given is true, correct and complete, to the best of my knowledge.

Employee Signature (Mandatory) (Print) Date (yyyy/mm/dd)

XImportant NotesA. If your investment instructions are incomplete, contributions will be invested in the daily interest fund.B. Please note we (Standard Life Canada) neither suggest nor recommend any investment approach or fund in particular, whether it is a sample investment mix or a personal

investment selection. Market-related funds are not guaranteed and the value of a member’s units will vary according to market conditions and the success of the funds’manager. We are not responsible for the returns of the selected investments. Furthermore, the selection of a sample investment mix is no promise or guarantee, explicit orimplied, that selected investments will generate a satisfactory retirement income.

C. Compound Interest Accumulator Funds will automatically reinvest upon maturity for the same term originally requested unless Standard Life is advised by calling1-800-242-1704. Withdrawal from guaranteed funds before maturity may be subject to a market value adjustment.

D. The administrative rules of the plan may restrict the withdrawal of RRSP funds. Please consult the plan administrator for details.E. If you plan to retire in the near future, we suggest that you consult your financial advisor.

Regime d’epargne-retraite structureFormulaire d’inscription - compte de salarie

Si vous desirez ouvrir un compte de conjoint, veuillez egalementremplir un formulaire d’inscription - compte de conjoint.

Participants de toutes les provinces sauf le Quebec

Client no : RS102968 Nom du client : EDMONTON SOUTHSIDE PRIMARY CARE NETWORK

Autorisation du responsable du regime (votre employeur)Date d’entree en service Date d’inscription au regime(aaaa/mm/jj) (aaaa/mm/jj)

Sous-groupe : Categorie : Certificat no :

Signature Date (aaaa/mm/jj)(en majuscules)

XEtape 1 - Renseignements sur le salarie

Nom Prenom Initiale

Date de naissance (aaaa/mm/jj) Etat matrimonial Numero d’assurance sociale (exige par la loi aux fins de declaration du revenu)

Adresse electronique

Adresse (domicile) Ville

Province Code postal Indicatif regional & telephone (domicile) Indicatif regional & telephone (travail)

Sexe masculin feminin Langue francais anglais

Etape 2 - Renseignements sur le beneficiaireAdvenant mon deces, je demande que toute somme payable en vertu du regime, a la date de mon deces ou ulterieurement, soitversee :

a ma succession

OU aux beneficiaires suivants :Nom Prenom Date de naissance Lien Part %

Doit totaliser 100 %

Advenant que votre beneficiaire decede avant vous, nous verserons les prestations en vertu du regime a tout beneficiairesurvivant ou, en l’absence d’un beneficiaire survivant ou de la designation d’un beneficiaire, a votre succession. Toute designationde beneficiaire est revocable.

Designation de fiduciaireAdvenant que mon beneficiaire soit mineur a la date a laquelle les prestations de deces sont payables, je designe la personne suivante, atitre de fiduciaire, aux fins de recevoir lesdites prestations au nom du beneficiaire, de detenir lesdites prestations jusqu’a ce que monbeneficiaire atteigne l’age de la majorite et de donner une quittance valide a Standard Life Canada relativement au versement desditesprestations :

Prenom Nom

Adresse :

Telephone (domicile) : ( ) (travail) : ( )

Etape 3 - Demande de retenues sur le salaireVeuillez retenir $ ou % sur chaque paie pour fin de placement au regime.

Etape 4 - SignatureSignature du salarie (obligatoire) (en majuscules) Date (aaaa/mm/jj)

X

Regimes d’epargne etde retraite collectifs

Bureau regional de CalgaryC.P. 210, Depot Central

Calgary (Alberta)T2P 2M6

Telec. : [email protected]

Tel.: 1-800-242-1704

Attention :La Compagnie d’assuranceStandard Life du Canada(Standard Life Canada) exige entout temps les formulairesd’inscription originaux remplisafin que les capitaux puissentetre investis dans les plus brefsdelais.

Le salarie est le titulaire et lerentier en vertu du regime.

Pour transferer des capitaux auregime en franchise d’impot,

composez le1-800-242-1704

Avant de nous soumettre lesformulaires d’inscription,veuillez faire remplir leschamps ombrages par leresponsable du regime (votreemployeur).

En signant,Je demande de participer au regimed’epargne-retraite structure et jeconsens a etre lie par les dispositions duregime et par toutes les regles etabliespar le responsable du regime.J’autorise egalement :

• le prelevement des cotisationsappropriees sur ma paie, s’il y a lieu ;

• le responsable du regime (monemployeur) a agir en mon nom a titred’agent pour la constitution desprestations en vertu du regime ;

• Standard Life Canada a obtenirl’enregistrement de mon certificat envertu de la Loi de l’impot sur lerevenu (Canada) et toute autre loi del’impot sur le revenu provinciale, s’il ya lieu; et

• le responsable du regime, StandardLife Canada, tout emetteurremplacant et tout conseiller autorisea echanger des renseignementspersonnels au sujet de mon compteaux fins du present regime (y comprisl’echange ou la transmission desrenseignements lies a mon comptebancaire, le cas echeant).

Je reconnais que les renseignementspersonnels fournis sont strictementconfidentiels et uniquement utilises,echanges et conserves aux fins dupresent regime. J’atteste que, a maconnaissance, les renseignementsfournis a la presente sont veridiques,exacts et complets.

Veuillez indiquer vos directives de placements au dos de la presente

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rmEtape 5 - Directives de placements

Afin de remplir la presente, nous vous suggerons de consulter votre guide d’inscription, ou de communiquer avec la Standard Life, au 1-800-242-1704, pour discuter devotre strategie de placement.

Veuillez choisir votre combinaison de placements a l’aide de l’OPTION 1 et l’OPTION 2, a votre gre. Choisissez une (1) seule option.

Les combinaisons de placements suivantes varient en fonction des differents profils d’investisseur. Votre strategie de placement devrait etre fondee sur votre situationfinanciere globale. Ces directives de placements s’appliquent a tous les depots futurs jusqu’a ce que d’autres directives soient fournies.

Option 1 : Choisissez une combinaison type :

Periode de placement Conservateur Modere Audacieux

Plus de 25 ans 15% Actions canadiennes JF15% Dividendes canadiens FPSL30% Obligations can. indiciel ISL*30% SL du Canada - 5 ans10% Actions americaines MB

15% Actions canadiennes JF15% Dividendes canadiens FPSL35% Obligations can. indiciel ISL*10% SL du Canada - 5 ans13% Actions americaines MB12% Actions inter. indiciel ISL*

23% Actions canadiennes JF22% Dividendes canadiens FPSL25% Obligations can. indiciel ISL*15% Actions americaines MB15% Actions inter. indiciel ISL*

Entre 10 et 25 ans 13% Actions canadiennes JF12% Dividendes canadiens FPSL25% Obligations can. indiciel ISL*40% SL du Canada - 5 ans10% Actions americaines MB



Moins de 10 ans 10% Actions canadiennes JF10% Dividendes canadiens FPSL20% Obligations can. indiciel ISL*50% SL du Canada - 5 ans10% Actions americaines MB



Si vous comptez prendre votre retraite d’ici les trois prochaines annees, nous vous suggerons de consulter votre conseiller financier.

Option 2 : Fournissez vos propres directives :Code Nom du fonds GestionnaireFonds garantisCIQ Interet quotidien Standard Life CanadaCIC1 Interet compose - 1 an Standard Life CanadaCIC2 Interet compose - 2 ans Standard Life CanadaCIC3 Interet compose - 3 ans Standard Life CanadaCIC4 Interet compose - 4 ans Standard Life CanadaCIC5 Interet compose - 5 ans Standard Life CanadaFonds a revenu fixeOBCI Indiciel - obligations canadiennes ISL*FOB Obligations Gestion de placements BissettMM Marche monetaire ISL*Fonds equilibres/diversifiesFEB Equilibre Gestion de placements Bissett

Code Nom du fonds GestionnaireFonds d’actionsMOCAP Actions canadiennes Gestion de placements BissettDIVCD Dividendes canadiens FPSLANAJF Actions canadiennes Jarislowsky FraserFSPCB Faible capitalisation Gestion de placements BissettCAMB Actions americaines McLean BuddenBGOAM Fonds d’actions americaines Beutel GoodmanAII Indiciel - actions internationales ISL*AINRU Actions internationale Frank Russell CanadaACTM1 Actions mondiales AIM TrimarkFonds specialisesVI Immobilier ISL Immobilier

Combinaison de placements pour depots futursCode Nom du fonds

%%%%%

Doit totaliser 100% * ISL = Investissement Standard Life

Etape 6 - Signature

Je reconnais que les renseignements personnels fournis a la presente sont strictement confidentiels et uniquement utilises, echanges et conserves aux fins du regime.J’atteste que, a ma connaissance, les renseignements fournis a la presente sont veridiques, exacts et complets.

Signature du salarie (obligatoire) (en majuscules) Date (aaaa/mm/jj)

XAttentionA. Si les directives de placements sont incompletes, les cotisations seront affectees au fonds a interet quotidien.B. Veuillez noter que nous (Standard Life Canada) ne suggerons ou recommandons aucune combinaison de placements ni fonds en particulier. Il revient au participant de faire

un choix, qu’il s’agisse d’une combinaison type de placements ou d’une combinaison personnalisee. Les fonds de placements variables ne sont pas garantis, et la valeur desparts d’un participant peut fluctuer selon la conjoncture et la performance des gestionnaires des fonds. Nous n’assumons aucune responsabilite quant au rendement desplacements choisis. En outre, aucune promesse ni garantie, explicite ou implicite, n’est donnee a l’effet que la combinaison type de placements generera un revenu de retraitesatisfaisant.

C. L’actif du capitalisateur a interet compose sera automatiquement reinvesti a l’echeance pour le meme terme que le placement initial a moins que des directives contraires nesoient fournies a la Standard Life en composant le 1-800-242-1704. Les retraits des fonds de placements garantis avant l’echeance peuvent faire l’objet d’un rajustement dela valeur marchande.

D. Les regles administratives du regime peuvent imposer des restrictions relativement aux retraits d’un RER. Pour de plus amples renseignements, veuillez consulterl’administrateur du regime.

E. Si vous comptez prendre votre retraite sous peu, nous vous conseillons de consulter votre conseiller financier.

POLICIES AND PROCEDURES Version: 1.0 Effective: June 1, 2006

Page 1 of 1

POLICY Hours of Work Scope This policy applies to all regular full-time employees. The Network supports a culture of professionalism and personal responsibility. It encourages all employees to manage their individual work schedules in keeping with the Network’s overall objectives, patient needs and stakeholder requirements. Flexibility in individual work schedules will permit the Network to respond to the varied demands of different patients in different clinical settings. Policy 1. Hours of work.

1.1. The Network’s regular hours of work are 8 hours per day between the hours of 8 a.m. and 5 p.m., Monday to Friday except Statutory Holidays.

1.2. There are no set times for breaks. Each employee is responsible for, and

expected to take, appropriate breaks (including a midday meal break) in accordance with their work environment (i.e. office, clinic), work schedule and work load.

1.3. The Network acknowledges the accountability and responsibility that its staff

has in the performance of their duties. In return, this staff is permitted moderate flexibility over their schedules. Reasonable and appropriate time off during regular business hours is permitted. This time off cannot in any way negatively impact work schedules or compromise work responsibilities. This time is not related to hours worked and is neither accumulated nor calculated based on hours worked. This time for any employee can be denied at the discretion of the employee’s supervisor, or the General Manager, if, in their opinion, the Flex Time would negatively impact work schedules or compromise work responsibilities.

If post visit phone call not done within 15 minutes of designated time: 1. Buddy will call PCN employee’s cell phone 2. Call clinic/PCN office 3. Contact primary contact (listed on Emergency Contact Form) 4. Contact secondary contact (listed on Emergency Contact Form) 5. Call Police

Working Alone Flow Chart

In Clinic or PCN Office

Home or Community Visit

Recommend another PCN or clinic staff member be present during visit

If not, utilize buddy system If after hours, contact your manager If closing clinic, know appropriate

alarm system

Complete Home Visit/Off Site check list

PCN or Clinic staff member accompany as required

If not, utilize buddy system If after hours, contact your

manager

1. Pre visit phone call 2. Set time for post visit phone call 3. Post visit phone call

Working Alone – Safety Precautions Working Alone

♦ Identify hazards ♦ Assess risk associated with initial/each visit/contact with client ♦ Control risk

staff submit emergency contact and vehicle information all new employees orientated to policies and procedures annual awareness sessions for all employees all reported incidents investigated

Consider risk factors

♦ Potential for Violence current chemical abuse history of violence verbal threats suicidal/homicidal and/or paranoid ideation weapons on premises history of criminal charges

♦ Community/home environment others present with a potential for violence poor lighting unlit or poorly located parking unrestrained pets isolated buildings hazardous area or unsafe buildings proximity to unsafe areas adverse weather conditions

Dealing with visit safety concerns

♦ Discuss with supervisor/team to determine appropriate course of action request presence/absence of family member take additional staff member request police accompaniment defer visit arrange to meet at nearby safer location complete Home Visit/Off Site Check List

Safety on a visit

♦ Carry a cell phone ♦ if you feel unsafe or uncomfortable during a visit - leave immediately ♦ if someone in the home is intoxicated – leave immediately ♦ carry a separate piece of paper in your pocket with address, name and phone number

of individual you are visiting to refer to if emergency services are accessed

General safe visit guidelines ♦ Check for warning on client’s chart ♦ call ahead to discuss safety issues with client ♦ lock your car when driving ♦ keep your keys and address/phone number in a pocket ♦ know where all building exits are ♦ assess appearance of environmental cues ♦ present self in a calm and confident manner ♦ stand to side of door frame when knocking ♦ identify self and have identification available ♦ clarify reason for visit ♦ keep shoes on ♦ have client precede you into dwelling ♦ avoid neckties, chains, long strap purses, high heels, jewelery. Carry a briefcase ♦ don’t carry large amounts of cash or credit cards ♦ match client’s physician position (stand/sit) ♦ avoid visiting in kitchen ♦ stay between client and door, have first access to exit ♦ use discretion about food and beverages ♦ watch for objects that could be thrown or used to strike you, observe for potential

weapons stored behind doors ♦ avoid entering elevator with someone perceived as aggressive ♦ avoid underground garages and lane ways ♦ check back seat before entering car ♦ place warning on client if safety is a concern ♦ inform colleagues of known high risk sites

If detained against your will

♦ Keep calm, be polite, speak softly ♦ Don’t make sudden gestures, ask permission to move out of chair or toward exit ♦ ask permission to call office, indicate you are expected back or to check in ♦ use established protocol when office is contacted

Controlling risk

♦ Effective means of communication for all employees staff in/out system staff provide schedule of planned activities, locations, phone and pager

numbers staff check in throughout and at end of day incorporate buddy system or designate to decrease risk all incidences must be reported to supervisor immediately access to cell phone for community visits

HOME VISIT/OFF SITE VISIT CHECK LIST

1. Client Information Client Name:____________________________________________________________________________ Location of Visit_______________________________________________________________________________ Date of Visit:__________________ Start Time:___________ Completion Time:____________

2. Employee Information Your Name: ______________________________________Phone #________________________ Meeting Location:_________________________________________________________________

3. Contact Information (Individual that has been notified of visit) Contact Name:___________________________________ Phone:________________________

4. Visit Plan

• Review of referral form and risk assessment tool; assess any risks associated with the visit. • Arrange for second person to accompany nurse/mental health coordinator during visit, if

appropriate. • Call client prior to visit: ask about pets, accessibility issues, parking, allergies, etc. • Call contact person and inform them of client’s name, location and phone number of where

you will be seeing them; meeting start time; estimated time length of meeting; and your cell number.

• Take your cellular phone. Ensure it is fully charged and turned on. • Phone contact person on arrival and after leaving client’s home. • If incident occurs, complete Incident Reporting Form and contact your leader. • Other Instructions/Issues of Concern:

_______________________________________________________________________________

_______________________________________________________________________________

Employee Emergency Information Form

This information is to be used in the event of an emergency when working alone. Clinical Leaders must be able to contact all staff quickly in an attempt to reduce any risk of personal injury. Personal Information

Name

Home address

Home phone

Cell phone

Clinical Leader Name Phone

Emergency Contact Information Primary Contact Name

Relationship Work Phone Home Phone

Cell Phone Secondary Contact Name

Relationship Work Phone Home Phone

Cell Phone Vehicle Information Primary License Plate #

Make/Model/Colour Secondary License Plate #

Make/Model/Colour NOTES:

Section 1 – Client/member information

Client no. RS

Subgroup no. Certificate no.

Client name

Subgroup name

Member’s last name First name Initials Social Insurance Number

Section 2 – Change request

Part A - Language of correspondence

English Français

Part B - Name changeFrom To

Signature (former name)

This name change results from:

Marriage Divorce Separation Other: Note: Please submit supporting documents for all name changes except for marriage outside of Québec. If you wish to change your beneficiary designation, remember to complete Part H – Change of designated beneficiary.

Part C - Revised marital status (Registered Pension Plans only)

Marriage Divorce Separation Other:

Spouse’s last name First name Initials Date of birth (YYYY/MM/DD)

Note: Please submit supporting documents for all name changes except for marriage outside of Québec.

Part D - Social Insurance Number

Part E - Date of birth (YYYY/MM/DD)

Part F - Change of contribution rate and/or spousal split (Employee to complete for RRSP or Structured RRSP only)

Effective on (YYYY/MM/DD)

Please deduct $ or % from each pay, to be invested in this plan.

Please allocate % of my employee employer voluntary contribution to the spousal account.

I wish to cancel my spousal contribution

Part G - AddressHome address (no., street, apt.) City

Province Postal code Home telephone Business telephone

Please return this form to The Standard Life Assurance Company of Canada (see address above).

Miscellaneous changes

Group Savings & Retirement

1245 Sherbrooke St. W.Montréal, QC H3G 1G3Tel. : 1-800-242-1704Fax : 1-866-499-4480

I wish to change my R

Language of correspondence

Name

Marital status (Registered Pension Plans only)

Social Insurance Number

Date of birth

Contribution rate and/ or spousal split (RRSP & Structured RRSP only)

Address and phone number

Designated beneficiary

Trustee appointment (provinces other than Québec)

I wish to make another type of change

All changes made to the province of employment with respect to pension plans should be completed by the group administrator/sponsor.

This form is applicable to:

All plans

DPSP

EPSP

FLEX

LIRA

LI-RRSP

MSMPPP

NOREG

QSPP

RPP

RRSP

RRSPS

Structured RRSP

TFSA

Other (specify):

Part H - Change of designated beneficiary (Standard Life requires the original request)

All plans

DPSP (Deferred Profit Sharing Plan)

EPSP (Employee Profit Sharing Plan)

FLEX (Flexible Pension Plan)

LIRA (Locked-In Retirement Account)

LI-RRSP (Locked-In Registered Retirement Savings Plan)

MSMPPP (Manitoba Simplified Money Purchase Pension Plan)

NOREG (Non-Registered Savings Plan)

QSPP (Québec Simplified Pension Plan)

RPP (Registered Pension Plan)

RRSP (Registered Retirement Savings Plan) all accounts - to be completed by account owner

RRSPS (Spousal Registered Retirement Savings Plan)

Structured RRSP (Structured Registered Retirement Savings Plan) all accounts – to be completed by account owner

TFSA (Tax-Free Savings Account)

Other (specify):

Note: In accordance with the terms and conditions of the above said plan(s), I revoke all of my previous revocable beneficiary designations. I hereby designate, as beneficiary entitled to receive the proceeds arising under the said plan(s) by reason of my death as they become due.

Beneficiary informationIn the event of my death, I designate the following person(s) to be the beneficiary(ies) of any amount due under my plan on or after my death in accordance with the terms of the plan in which I have an interest:

my estate or the following beneficiary(ies)

Primary beneficiaries Must equal 100%Last name First name Date of birth Relationship Entitlement %

Contingent beneficiaries Must equal 100%Last name First name Date of birth Relationship Entitlement %

If your designated beneficiary dies before you, we will pay the benefits from your plan to any surviving beneficiary or, if none, to your estate. Any beneficiary designation, including that of your spouse, is revocable.

Appointment of trustee (for provinces other than Québec)In the event my beneficiary is a minor at the time the death benefit is payable, I appoint the following person as trustee to receive such funds on behalf of the beneficiary, to hold these funds until my beneficiary attains the majority age and to give a valid discharge to Standard Life in Canada for such payment:Last name First name Initials

Home address (no., street, apt.) City

Province Postal code Home telephone Business telephone

Employee/member signature

Nomination is valid if it is in accordance with the applicable legislation.

Complete if beneficiary is your spouse (for Québec applicants only)

In Québec, the designation of your legally married spouse or civil union spouse as beneficiary is irrevocable, unless otherwise specified as provided for below. If you name your spouse, a revocable designation will facilitate any future request for a change of beneficiary. An irrevocable designation cannot be changed unless the beneficiary signs a waiver of rights.

My beneficiary designation is REVOCABLE OR My beneficiary designation is IRREVOCABLEEmployee/member signature Employee/member signature

Part I - Other changes

Section 3 – Signature

I understand that the personal information you collect will be kept strictly confidential and will only be used, exchanged and retained for the purpose of this plan. I certify that the information given is true, correct and complete, to the best of my knowledge.Employee/member signature (mandatory) Print name Date (YYYY/MM/DD)

Section 4 – For use by group program administrator/sponsor

Province of employment Effective date of change (YYYY/MM/DD)

Signature Date (YYYY/MM/DD)

PC GE927L-11-2009 GS

The Standard Life Assurance Company of CanadaStandard Life Assurance Limited

POLICIES AND PROCEDURES Version: 1.0 Effective: October 1, 2009, Revised September 11, 2014

- 1 -

Approved By:___________________ Approval Level: Management

POLICY

Health Care Provider Immunization Scope Healthcare workers (clinicians and admin staff who come into contact with patients, eg. reception) of Edmonton Southside Primary Care Network (PCN) are at risk of exposure to communicable diseases because of their contact with patients/clients (diagnosed or undiagnosed) or their environment. There is also a risk that healthcare workers could transmit an undiagnosed vaccine-preventable disease to others. Policy Healthcare workers should have documented immunization status, completion of routinely recommended vaccine series, and booster doses as necessary. In addition, health care workers may require additional doses or booster doses of routine immunizations, or a change in the routine immunization schedule. Unimmunized or incompletely immunized healthcare workers should receive routine immunizations as appropriate for age as well as vaccines recommended because of specific occupational risks. It is up to the healthcare worker employed by the PCN to ensure the requirements are met, any questions should be reviewed by the employee’s local public health unit or family physician. Healthcare workers must be able to provide proof of immunization if requested by the Medical Officer of Health. Reference: public health agency of Canada recommended immunization, health care workers http://www.phac-aspc.gc.ca/publicat/cig-gci/p03-work-travail-eng.php#table-1 See Appendix 1 for Recommendations

http://www.phac-aspc.gc.ca/publicat/cig-gci/p03-work-travail-eng.php#table-1

POLICIES AND PROCEDURES Version: 1.0 Effective: October 1, 2009, Revised September 11, 2014

- 2 -

Appendix 1

Vaccine Recommendation(s)

BCG Consider use only in specified high-risk circumstances

Diphtheria Tetanus

All HCW should be immune Primary series if no previous immunization Table 1 - Footnote 1 Booster doses of Td vaccine every 10 years

Hepatitis B If no evidence of immunity Table 1 - Footnote 2

Influenza Annually

Measles If no evidence of immunity (refer to text), regardless of age - 2 doses

Meningococcal

Not routinely for HCW Quadrivalent conjugate meningococcal vaccine for clinical laboratory workers who handle N. meningitidis specimens – 1 dose with a booster every 5 years if at ongoing risk

Mumps If no evidence of immunity (refer to text), regardless of age - 2 doses

Pertussis A single dose of Tdap vaccine if not previously received in adulthood.

Polio

Primary series if no previous immunization – 3 doses. Unvaccinated HCW at highest risk of exposure should be particularly targeted for primary immunization. A single lifetime booster dose for HCW at highest risk of exposure.

Rubella If no evidence of immunity (refer to text) – 1 dose

Travel vaccines

For HCW planning to work abroad, consider hepatitis A, cholera, Japanese encephalitis, tick-borne encephalitis, typhoid, and yellow fever vaccines prior to departure Re-vaccination for some vaccines if ongoing risk.

Varicella If no evidence of immunity (refer to text) - 2 doses Table 1 - Footnote 3 Table 1 – Footnote 1

• Available as Td or Tdap or Tdap-IPV. Tdap is indicated if an adult pertussis dose is needed. Tdap-IPV is indicated if both pertussis and polio vaccinations are needed.

Table 1 - Footnote 2 • Post-immunization serologic testing within 1 to 6 months of completion of primary series.

Table 1 - Footnote 3 • Self-reported history of varicella or herpes zoster is not reliable for a HCW to be considered immune.

http://www.phac-aspc.gc.ca/publicat/cig-gci/p03-work-travail-eng.php#t1-ft1



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Employee Benefits Summary The Edmonton Southside Primary Care Network provides comprehensive employee benefits as an integral part of a total compensation plan designed to attract and retain the skilled personnel necessary to achieve our goals in primary care. All full time and part time employees who work 0.4 FTE or higher will be eligible for full benefits. Employees are eligible for benefits the 1st of the month following the successful completion of three months of employment. The Basic Plan premiums are 75% paid by the PCN and 25% by the employee. All Voluntary Plans premiums are 100% paid by the employee. These benefits include: Basic Life Insurance: Life insurance plan provides employees with insurance for two times their basic annual income (maximum issue limit is $500,000 combined with Optional coverage) in the event of employee’s death. Basic Accidental Death & Dismemberment Insurance (AD&D): Should the employee’s death be a result of an accident, an additional 2x the basic annual earnings may be paid. This benefit also provides a lump sum amount for specific dismemberment or loss of use in injuries. A maximum of $500,000 combined with Optional Coverage is payable. Long Term Disability (LTD): Provides employees with taxable benefits if unable to work beyond 24 weeks of disability at 66.67% of basic regular monthly earnings subject to maximums. Supplementary Health Care: Assists with medical expenses not covered by Alberta Health Care:

• prescription drugs: 80% • semi- or private hospital room • 100% health services to specified limits

Vision Care: Provides employees with coverage for eye glasses and contact lenses. Eligible expenses are reimbursed at $300 every 2 years.

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Dental Care: Covers employees for 80% of basic dental services, 50% of extensive dental services up to $2,000 per benefit year, and 50% of orthodontic services up to $2,000 per person per lifetime. Specific limits apply to some items. Employee and Family Assistance: The Employee Assistance Program offers employees and their families with professional, confidential outside counseling at no cost. Some of the services that Shepell fgi provide include:

• achieve personal well-being • manage relationships and family • get legal clarity • address workplace challenges • tackle addictions • nutrition counselling

Outside Canada Emergency Health Insurance: Optional plan covers employees for emergency medical expenses outside of Canada and Alberta not covered by Alberta Health Care, up to $2,000,000 per person per incident. Repatriation and other travel assistant provided as well. Flexible Spending Account (FSA): The PCN provides a FSA to all employees and the amount is 1% of their annual salary. The FSA can be used for expenses determined by Revenue Canada which are not covered by a provincial or group supplementary health or dental care plan. RSP Matching Program: A retirement savings plan with Standard Life has been established to allow employees to plan for their retirement. The PCN will match the employee’s contribution up to a maximum of 9% of base salary. The PCN will match the employee’s contribution after successful completion of the 3 month probationary period of employment. TFSA Matching Program: A Tax Free Savings Account with Standard Life has been established to allow employees to save for their future. The PCN will match the employee’s contribution up to a maximum of 2% of base salary. The PCN will match the employee’s contribution after successful completion of the 3 month probationary period of employment.

POLICIES AND PROCEDURES Version: 1.0 Effective: May 1, 2005

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POLICY Statutory Holidays Scope This policy applies to all regular full-time and part-time employees. Policy 1. Designated Statutory Holidays

1.1. Designated statutory holidays for employees are:

New Year's Day Alberta Family Day Good Friday Victoria Day Canada Day August Civic Holiday* Labour Day Thanksgiving Day Remembrance Day Christmas Day Boxing Day* * not designated statutory holidays in Alberta

2. Designated Statutory Holidays Falling on Saturday or Sunday

2.1. For an employee whose work week is from Monday to Friday, when any of the above-noted designated statutory holidays fall on a Saturday and it is not proclaimed as being observed on some other day, the following Monday shall be deemed to be the holiday. When a designated statutory holiday falls on a Sunday and it is not proclaimed as being observed on some other day, the following Monday (or Tuesday where the preceding section already applies to the Monday) shall be deemed to be the holiday.

2.2. Where there is a work dependency between employees and their responsibilities

to the Network, section (2.1) may be varied.

POLICIES AND PROCEDURES Version: 1.0 Effective: January 1, 2009

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POLICY Sick Leave Scope

Sick leave is provided to all full-time and part-time employees.

Policy

1. Short-Term Sick Leave

1.1. Short-term sick leave is the period from 0 to 24 weeks, inclusive.

1.2. Employees do not accrue sick time. Leave is granted at the time of need for the length of time needed.

1.3. The PCN is self-insured for the short-term sick leave period. The PCN will provide full salary continuance during this period for bona fide illness or injury that result in a disability that prevents the employee from working.

1.4. The PCN will provide modified duties to employees, where possible, to accommodate for any disabilities during the short-term sick leave period.

1.5. The PCN may request a physician’s note for the sick leave at Management’s discretion at anytime during the leave period.

1.5.1. The PCN may discontinue or suspend sick leave salary continuance if the employee fails to produce a physician’s note when requested to do so.

1.6. The PCN may instruct the employee to participate in Great West Life’s1 Early Support Services2 program at Management’s discretion anytime after 5 days continual sick leave or frequent and recurrent sick leaves of any duration.

1.6.1. The PCN may discontinue or suspend sick leave salary continuance if the employee does not participate in the Early Support Services program.

1 Great West Life is the provider of certain benefits products to the PCN through the administrator HBTA. This provider could change together with some products if HBTA selects a different carrier. 2 Great West Life’s Early Support Services program includes a number of services aimed at managing absence in the workplace such as healthy work environments and disability management. As it pertains to short-term sick leave, the PCN will engage the adjudication services program, which offers absence management during periods of sick leave or employer sponsored salary continuance plans. It gives the employees access to Great-West Life’s case management services during the period before a short or long-term disability. Early support helps encourage an employee towards an ability mindset, and makes the best use of the plan’s disability benefit dollars.

POLICIES AND PROCEDURES Version: 1.0 Effective: January 1, 2009

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2. Long-Term Disability (LTD)

2.1. The PCN subscribes to Great West Life’s Long-Term Disability plan as a component of the benefits package offered to all full-time and part-time staff.

2.2. LTD provides employees with taxable benefits if you are unable to work beyond 24 weeks of disability at 66.67% of basic regular monthly earnings subject to maximums.

2.2.1. LTD coverage continues while employees receive LTD benefits and premiums are waived.

2.3. LTD is subject to the terms and conditions established by HBTA3 and Great West Life.

3 HBTA (Health Benefit Trust of Alberta) – The HBTA is the administrator of the PCN’s benefit plan. It has contracted Great West Life to


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POLICY Transportation of Medical Records Purpose The PCN will protect individually identifying health information in its custody or control by making reasonable security arrangements to protect against unauthorized access, collection, use, disclosure or destruction of that information. It will also take appropriate safeguards for the security and confidentiality of records, including addressing the risks associated with electronic health records. Scope This policy applies to all regular full-time employees, part-time employees and contractors or anyone who, from time to time, may be required to transport medical records in the course of their duties with, for, or on behalf of the PCN. Policy 1. Definitions

1.1. A Medical Record is defined as individually identifying health information of a person.

1.1.1. The Medical Record may be stored on paper or electronically (e.g.

computers, hard drives, diskettes, tapes, CDs). 2. All PCN staff members are responsible for the security of the Medical Records that

they carry in the community. 3. Staff members may transport Medical Records only when necessary. 4. PCN staff will transport the least amount of information possible with the highest

level of anonymity. 5. Staff members will transport Medical Records in a closed container either in the

trunk of the vehicle or in a discrete location in side the vehicle. 6. Staff members will not leave a vehicle unattended that contains Medical Records.


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7. Staff members will use all reasonable efforts to return all Medical Records to the office at the end of each work day.

7.1. If it is not possible to return Medical Records to the office at the end of the work

day, staff members will take the closed container with the Medical Records into a secure area of their home.

7.2. Staff members will not leave Medical Records in their vehicles overnight. 8. Medical Records are not to be stored on the hard drives of laptop computers.

Electronic Medical Records must only be transported using portable data storage devices (eg. CD, floppy disc, memory stick).

8.1. All Medical Records on portable data storage devices will be deleted once the

transportation is complete. 9. Staff members must immediately report any breach or potential breach of client

confidentiality to PCN management.

2017 employee manual · bound by the pcn’s policies and procedures unless stated otherwise. 2.1...

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