PVHMC Scribes

PVHMC Scribe Policy

Disciplinary Actions
Strike Policy:
We utilize the 3 strike concept of disciplinary actions: 1st strike is verbal warning, 2nd strike is
written warning, 3rd strike is counseling and possible termination.

Verbal Warning, as the name states, is a verbal warning from the Lead Scribes concerning
any action that goes against the Scribe Policies outlined. One of the Lead Scribes will organize
a time to meet with the scribe to discuss the transgression. After the in-person verbal warning,
the Lead will then email the scribe with a brief outline of what was discussed at the verbal
warning. The email will be printed out and filed with the scribes pertinent documents for record
keeping.

Written Warning, as the name states, is a written warning from the Lead Scribes concerning
any repeated action that goes against the Scribe Policies outlined. One of the Leads will
organize a time to meet with the scribe to discuss the transgression, and to sign a written
document that outlines the transgression. A copy of the signed written warning will be made and
given to the scribe, while the original document will be filed with the scribes pertinent
documents for record keeping.

Counseling, as the name states, is a formal meeting with all the Lead Scribes and the Scribe
Program Manager. This meeting will discuss the scribes multiple transgressions against the
Scribe Policies outlined, and the Leadership team will discuss the position status of the scribe.
Depending on the severity of the offenses, the scribe could either be terminated or placed on an
Improvement Plan.
- The Improvement Plan (or any other type of agreement) will be a documented
plan created by CEP to help the Scribe avoid any future transgressions against
Scribe Policy. The Plan will be signed by the Scribe, and if the Scribe performs
any transgression while under the Plan, the Scribe will be up for automatic
termination. The Scribes probationary period will be outlined in the Plan
documents.
- If the Scribe passes the Improvement Plan, but performs the similar
transgressions, the scribe will start off with a Written Warning instead of a Verbal
Warning.

Disclaimer: The Strikes will stay active in the Scribes record for 6 months (counting from the
date of the Strikes). After 6 months, the Strikes will be cleared from the Scribes record. This
only applies to the Verbal and Written Warnings. Counseling and Improvement Plans will stay
active until they are resolved, based on their dates.
- Depending on the severity of the offense, the disciplinary action taken will be subject to
the Leadership teams discretion.
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Absence and Tardiness Policy

Tardiness Occurrence:
A Scribe is considered tardy if they arrive 5+ minutes late to a shift.

Tardy Procedure:
If a Scribe is running 5+ minutes late, they must call the Lead Scribe before the start of the shift.
If a Scribe will be more than 15 minutes late, they must also call the physician on duty.
- Once the scribe has made it to their shift, they must either call or text the Lead Scribe
that they are at the Hospital and are starting their shift. The time that the call or text is
received by the Lead Scribe will be reflected on the Scribes time card for the shift.
- Two late arrivals by more than 5 minutes to any shift or scribe arrangement will be
equivalent to one call-in.

Call-Off Policy:
Scribes are required to report to work and mandatory meetings on time as scheduled. If a
Scribe needs to call-off for any reason (including a sick call) or will be late to work, the Scribe
must comply with the procedures outlined herein. Federal, state or local laws may designate
certain absences as protected.

A sick call occurrence (as defined below) is a specific type of call-off occurrence.
Any time a Scribe calls-off, calls in sick or calls in tardy, the Scribe must give a general reason
for the call (but not a diagnosis). For example: overslept, missed the bus, car problems, not
feeling well, child is not feeling well, etc. The Scribe must make voice contact or have
confirmation of receipt of text/email.

Definition of a Call-Off Occurrence:

A call-off occurrence is when an employee must miss a shift without approval in advance for
personal reasons such as transportation problems, family emergencies, or misinterpretation of
the work schedule and is unable to arrange for coverage for his/her shift.

Calling Off During Normal Sleep Hours

If the scribe must call in during normal sleeping hours, such as for a shift the next morning, they
must:
1. Contact the doctor on duty and let them know that they will not be able to make their
shift in the morning. The doctor on duty then passes along the information to the doctor
they are scheduled to work with in the morning.
2. Send the Lead Scribe AND Program Manager an email, and then make voice contact
during normal waking hours.

Call-Off/Sick Call Procedure during Daytime Hours:

If the Scribe knows during the daytime hours that he or she will need to call-off on his/her next
shift (i.e. later that night or the following day), the Scribe needs to call or text the Lead Scribe.
If the Scribe chooses to make contact by text, there must be confirmation of receipt of
text within 15 minutes, or the Scribe must make voice contact with the Lead Scribe, or
the Program Manager (if the Lead Scribe is unavailable).
The Scribe should also call the physician on duty to notify them of the absence.
We welcome the Scribe to contact other Scribes to find replacement coverage but this is
not required.

Call-Off /Sick Call Procedure if Employee Needs to Leave During Shift:

PVHMC Scribes

If a Scribe needs to leave work early for any reason (including illness), the Scribe must:
Check in with the supervising physician before leaving work, and
Call or email the Lead Scribe indicating the time and the reason for leaving early.
This will serve as a Call-Off

Definition of a sick call:

- From the Employee Handbook: When an employee must miss a shift for a qualifying
reason. Qualifying reasons are as follows: the diagnosis, care or treatment of an existing
health condition or preventive care for the employee or a family member, or specified
purposes for an employee who is a victim of domestic violence, sexual assault or
stalking.
For sick calls, there are a series of steps the scribe needs to follow:
- The scribe needs to call or text the lead Scribe.
- If the scribe chooses to make contact by text, there must be confirmation of receipt of
text within 15 minutes, or the scribe must make voice contact with the lead scribe or
Program Manager if the lead scribe is unavailable.
- The scribe is encouraged to contact other scribes to find replacement coverage but it is
not required.
+ If the shift can be covered, the scribe must call the Lead Scribe for notification
AND email the Program Manager.
+ If the shift cannot be covered, the scribe must first call the Lead Scribe, and then
call the ED and speak with the physician working and notify that physician they
will not be there to cover the shift. [this will count as a Sick Call Off]

- If a scribe becomes ill during their shift and should need to leave work early, the scribe
needs to:
- Check in with the doctor that they are working with
- Call or email the Lead Scribe indicating the time and the reason for leaving
- This will count as a Sick Call Off

**Effective January 1, 2015, the first 3 days or 24 hours of sick time used in a calendar year are
protected. After this timeframe, the following applies:

- More than 2 sick calls will require a doctors note. Excessive absenteeism could lead to
disciplinary action.
- A call-off is defined as anytime a scribe cannot attend his/her shift and is unable to
arrange for coverage for his/her shift.

Consequences:

- Here are the steps including the disciplines for sick call/call-ins after the first 3 days or 24
hours used in a calendar year:
- Two call-ins will result in a verbal warning
- The third call-in constitutes a written warning from the Scribe Program Director or
Scribe Program Manager
- The fourth call-in results in counseling and possible termination
- Occurrences are counted in a rolling 6-month period. Occurrences expire six
months from the date of the incident.
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- Extenuating circumstances will be taken into consideration when determining

discipline for a no call/no show, and the direct supervisor reserves the right to
exercise discretion in such cases.

Meetings
All-Scribe Meetings:
As outlined above, meetings are mandatory. All-Scribe Meeting will be held quarterly per year (a
total of 3 per year). However, more All-Scribe Meetings can be held if there are important
updates and changes that need to be presented to the whole Scribe team.

Continued Educations/Training Improvement:

These meetings will be held in order to update the whole Scribe Team on important skills and
necessary education that will improve our Scribe Teams efficiency and functionality. These
meetings will be held on a Need Basis, with the most amounts of meetings being every other
month.

If unable to attend the Continued Education Meetings:

- Email the Leadership Team [Lead Scribes and Scribe Manager] your excuse for not
being able to attend the meeting. (ex. class, 2nd job, etc.)
- Will need to attach verifiable proof (such as a note, class schedule, etc.) for the
excuse to be valid
- In the event that the scribe is unable to attend due to Emergencies (such as
Family Emergencies, Car Trouble, etc) the Scribe will be excused.
- 1 Make-up Meeting will be held for the Scribes that were unable to attend the original
Continued Education Meeting.
- If the Scribe is unable to attend the Make-Up Continued Education Meeting, the
Strike Policy will be invoked

Scheduling Policy

Process:
Scribes must submit at least 1.5 times the max number of shifts allowed by the site per Scribe job
status, which is 14 days here at PVHMC. Scribes will not be scheduled for all of these shifts, this
allows the Lead Scribes to create the best schedule for the whole Scribe Team. Scribes must
submit their availability by the 15th of the month before the next month (ex: for March 2017 the
availability must be submitted by February 15th, 2017).

Scribes must declare availability for a minimum of 4 weekend shifts a month. They will not
necessarily be scheduled for all of these shifts.

Full-time Scribes must take 3 overnight shifts (2100-0300 or 2200-0400) per month; part-time and
per-diem Scribes must take at least 2 overnight shifts per month.

The availability must be submitted officially through the WhentoWork website. The Scribe
schedule will then be published on both the WhentoWork website and the CEP website once all
the availabilities are submitted.

In order to remain as an active Scribe, the scribe must work a minimum of 4 shifts per month, with
prior approval from the Lead Scribes. This generally amounts to 1 shift per week.
PVHMC Scribes

- If a Scribe works less than 4 shifts in one month, the Strike Policy will be implemented
accordingly. (ex. if the Scribe got a shift covered instead of switching the shift for another
shift date and time]
- Disclaimer: The Leadership team will determine if a disciplinary action should be taken if
the Scribe had to use a protected Call-off or a normal Call-off based on the circumstance.

Any Scribe that needs to work the minimum amount of shifts per month must email the Lead
Scribes and the Scribe Manager with a valid reason for their limited availability. Any Scribe that
is unable to submit the required availability must also email the Lead Scribes and the Scribe
Manager a valid reason for their limited availability and the number of shifts that they are able to
work for the month.
- These Scribes that have limited availability must submit an email to the Lead Scribes and
the Scribe Manager each month that their availability is limited. (Ex. If scribe can only work
4 shifts because of school load for an academic quarter, the scribe must submit an email
to the Leadership Team stating why for each month of the academic quarter).

The Scribe must indicate the maximum number of shifts (if following the correct days of
availability) that they are able to work for the month by submitting a message via WhentoWork to
the Lead Scribes.

If the Scribe fails to submit their availability by the 15th of the month or adhere to the steps in
submitting availability, the following will occur:
- One of the Lead Scribes will message the Scribe to urgently remind them to submit their
availability via WhentoWork as soon as possible.
- If the Lead Scribes have to message the same Scribe the next time the availability is due,
the Strike Policy will be invoked.
- If the Scribe does not follow the steps involved in submitting availability on two availability
submissions, the Strike Policy will be invoked.

TimeCards:
During a 9 hour shift, Scribes are required to take one 30 minute break, and are given the option
of having a separate, additional 15 minute break. Scribes are required to take the 30 minute break
by the 5th hour of their shift. Neither breaks (30 min and the 15 min) can be taken at the beginning
of the shift, nor at the last hour of the shift. The 30 minute and 15 minute breaks can not be taken
together, they must be utilized at separate times (if choosing to use the optional 15 minute break).

If asked to stay longer than the normal 9 hour shift by the Leadership Team (for coverage
reasons), the scribe will be allowed to take a second 30 minute break accordingly (based on the
number of overtime hours).

It is the duty of the Scribes to update their respective time cards with any appropriate hours
besides scheduled shifts. For example, all meetings that Scribes attend can be placed on the
timecard, but it is the duty of the Scribe to update the time card with the correct amount of time
for the meeting.

The Lead Scribes will be monitoring the time cards of all Scribes before the end of each pay
period (before the 1st and 16th of every month) to ensure the time cards are updated correctly. If
the Scribe fails to update their time card for the pay period (due every 1st and 16th of each month)
before the pay period closes, the following actions will be taken:
- The Lead Scribes will message the Scribe to update their timecard before the pay period
closes.
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- If the same scribe fails to update the next timecard before the pay period closes, the Strike
Policy will be invoked.

Holidays:
Holidays will be defined as: New Years Day (January 1), Memorial Day (Last Monday in May),
Independence Day (July 4), Thanksgiving Day (Fourth Thursday in November), and Christmas
(December 25).

Scribes must email the Lead Scribe their list of holiday preferences ranked 1 to 5 (1 meaning I
most prefer to work that holiday, 5 meaning I most prefer to have that holiday off).

The Lead Scribe will make his or her greatest effort to make sure no one works on a Holiday
ranked 5.

Time and a half during holidays will be paid for the following:

-All shifts on Thanksgiving.

-Christmas Eve shifts starting after 2p.
-All shifts Christmas Day.
-New Year's Eve shifts starting after 2p.
-All shifts New Year's Day.

CEP Communications

It is expected that all Scribes check their CEP email account frequently for important
communications from CEP or their work site. Scribes must check their CEP email account no less
frequently than every 24-48 hours. Failure to do so may result in disciplinary action, up to and
including termination.
- All scribes are responsible for reading and understanding all information sent via CEP
email.
- Failure to respond to explicit and important emails that have specific due dates [ex.
Meeting Minutes, Important Surveys, Compliance Training] will result in the Strike Policy
being invoked.

The CEP email is the official correspondence among all Scribes. All changes and updates will be
sent via CEP email. The group messages that are used via cellular applications are for informal
usage for quick responses and organization.

Professional Appearance:

Professional appearances are of utmost importance in the Emergency Department. You are
required to look professional at all times. This includes having natural colored hair. Bright,
unnatural shades are not permitted. Excessive body piercings that distract from the doctor-
patient interaction are also not permitted. Think of dressing each day as you would for a
professional school interview.

Visible Tattoos:
PVHMC Scribes

Any visible tattoos must be concealed at all times. If a tattoo exists on your arm, you must wear
a long-sleeve black shirt under your scribe polo to keep it covered. If the tattoo on your arm
reaches to your elbow, then you are not required to cover the tattoo with a sleeve of sorts.

Dress Code Policy

At all times while at work, Scribes must wear the following attire: CEP polo shirt, khaki pants,
and muted footwear.

Each new Scribe will be issued two CEP polo shirts. The Scribe will supply his or her own khaki
pants and footwear.

During colder periods of weather, long sleeves and thin jackets are acceptable to wear while
working. The CEP logo and the PVHMC badge must be visible so that staff is able to identify the
Scribe as a member of the ER staff.

If a Scribe does not report to work dressed in accordance with this policy, the incident will be
counted as a call-off occurrence.

I understand that I am accountable for complying with the above listed Policies and Procedures.
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I understand that it is my responsibility to know the Policies and Procedures that pertain to my
position.

I understand that I am responsible for managing my performance.

Scribe Signature _____________Saemi Sammi Ahn_______________________

Printed Name ______________Saemi Sammi Ahn_______________ Date: 11/20/17