CAC Employee Handbook June 2024

EMPLOYEE HANDBOOK

COMMUNITY ANIMAL CLINIC

995 S. Third St. Wytheville, VA 24382

(276) 223-1234

Original Implementation: January 1, 2009 Revisions effective: October 1, 2014 April 15, 2020 July 1, 2024

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FOREWORD

Whether you just joined our staff or have been at Community Animal Clinic for a while, we are confident you will find our practice a dynamic and rewarding place to work, and we look forward to a productive and successful association. We consider the employees of Community Animal Clinic to be one of its most valuable resources. This Employee Handbook has been written to serve as a guide for the employer – employee relationship.

There are several things that are important to keep in mind about this Handbook.

First, it contains only general information and guidelines. It is not intended to be comprehensive or address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions to Dr. Beamer. Second, neither this Handbook, nor any other Clinic document confers any contractual right, either expressed or implied, to remain in the Clinic’s employ. Nor does it guarantee any fixed terms and conditions of employment. Your employment is not for any specified time and may be terminated at will, with or without cause and without prior notice, by the practice, or you may resign for any reason at any time. No representative of the practice (except Dr. Beamer) has the authority to enter into any agreement for any specified period of time or to make any agreement contrary to the above.

Third, the procedures, practices, policies and benefits described here may be modified or discontinued from time to time. We will try to inform you of any changes as they occur.

Finally, some of the subjects described here are covered in detail in official policy documents. You should refer to these documents for specific information, since this Handbook only briefly summarizes those benefits. Please note that the terms of the written insurance policies are controlling.

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TABLE OF CONTENTS Foreword....................................................................2 Welcome ...................................................................6 INTRODUCTION Company History ............................................................ 7 Mission & Practice Philosophy ............................................... 7 Vision ....................................................................... 8 CoreValuesofthePractice.................................................8-9 Open Door Policy ............................................................ 9 ConflictResolution ...................................................... 9-10 EmploymentAtWill ....................................................... 10 Equal Employment Opportunity Policy Statement ........................... 11 Non-Discrimination & Anti-Harassment Workplace ....................... 11-16 Americans with Disabilities Act Policy ....................................... 16 ImmigrationLaw........................................................... 17 Confidentiality............................................................. 17 Business Ethics ......................................................... 17-18 ConflictofInterest ..................................................... 18-19 Outside Employment ...................................................... 19 SAFETY & HEALTH Safety&Health ........................................................ 20-21 Workers’ Compensation Insurance ......................................... 21 Blood Borne Pathogens & Hazardous Waste Disposal .................... 21-22 PersonalProtectiveEquipment ............................................ 22 StandardofDress ...................................................... 22-23 Good Housekeeping ....................................................... 23 SecurityInspections .................................................... 23-24

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Drug & Alcohol Use ..................................................... 24-25 Workplace Violence Prevention ......................................... 25-26 Tobacco Use / Smoking .................................................... 26 Inclement Weather ........................................................ 26 Emergency Evacuation .................................................. 26-27 EMPLOYMENT STATUS & RECORDS Employee Definitions ................................................... 28-29 EmployeeApplications .................................................... 29 New Employee Orientation & Initial Employment Period ................. 29-30 Access to Employment Files ................................................ 30 PersonalDataChanges .................................................... 30 EMPLOYEE BENEFIT PROGRAMS Employee Benefit Programs ............................................. 31-32 Employee Benefits – An Overview .......................................... 32 Holidays ............................................................... 32-33 Paid Time Off (PTO) .................................................... 33-34 BereavementLeave ....................................................... 35 Jury Duty / Witness Leave ................................................. 35 Pregnancy and Parental Leave Policy .................................... 36-37 Other Virginia Leave Laws .............................................. 37-38 Health Insurance .......................................................... 38 Dental Insurance ....................................................... 38-39 LifeInsurance.............................................................. 39 Retirement ............................................................... 39 Supplemental Insurance ................................................ 39-40 Employee Discounts / Pet Health Benefits .................................. 40 Continuing Education ...................................................... 40

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TIMEKEEPING & PAYROLL Timekeeping .............................................................. 41 Paydays ................................................................... 41 Administrative Pay Corrections ............................................. 41 PayDeductions ........................................................ 41-43 WORK HOURS Work Schedules ........................................................... 44 Overtime .............................................................. 44-45 Attendance&Tardiness ................................................... 45 EMPLOYEE CONDUCT & DISCIPLNARY ACTION Restricted Use of Resources of the Practice ................................ 46 Incidental Personal Use of Computer Systems, E-Mail & the Internet ...... 46-47 Employer Information & Property ....................................... 47-48 Use of Practice Equipment ................................................. 48 Telephone & Voice Message Use ........................................ 48-49 CellularPhoneUse ........................................................ 49 Social Media Use & Social Networking Acceptable Use ................... 49-51 Photographs .............................................................. 51 ReferenceChecks ...................................................... 51-52 ProgressiveDiscipline .................................................. 52-53 EmployeeConduct ..................................................... 53-54 Employment Termination .................................................. 54 Post Resignation / Termination Procedures .............................. 54-55 RECEIPT OF EMPLOYEE HANDBOOK .................................. 56

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WELCOME

On behalf of your colleagues, we welcome you to Community Animal Clinic, Inc. and wish you every success here.

We believe that each employee contributes directly to Community Animal Clinic’s growth and success, and we hope you will take pride in being a member of our organization.

Providing unparalleled care for small animals provides ultimate customer service for their owners. In addition to our clients, we work with a number of humane societies and animal rescue groups to provide services for animals that have been abandoned. This Handbook was developed to describe some of the expectations that employees may have of the Clinic and that the Clinic has of employees and to outline policies, programs, and benefits available to eligible employees. Employees should familiarize themselves with the contents of the Employee Handbook as soon as possible, for it will answer many questions about employment with Community Animal Clinic. The organizational illustration on the next page reflects our goal to create a highly effective balance involving Community Animal Clinic’s medical staff, medical support staff, customers (i.e., clients & patients), and external influences (i.e., vendors, compliance organizations, and the community-at-large). Reaching such a balance requires mutual respect and every member’s best effort to work together to serve the best interest of Community Animal Clinic. We hope your experience here will be challenging, enjoyable, and rewarding. If you have any questions or suggestions during your employment with us, please feel free to ask. Again, welcome to Community Animal Clinic.

Sincerely,

Rebecca C. Beamer, DVM

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Introduction

COMPANY HISTORY

Community Animal Clinic opened in April of 1991, under the direction of Dr. David Stanley with Dr. Rebecca Beamer serving as the Clinic Veterinarian.

Dr. Beamer earned her Doctorate of Veterinary Medicine from University of Georgia – College of Veterinary Medicine in 1980. Following graduation, she practiced at Princeton Veterinary Associates, West End Animal Clinic, and Radford Animal Hospital prior to purchasing Community Animal Clinic in November of 1994.

Dr. Beamer opened a small animal clinic to fulfill her love of animals and serve pets and their owners, many of whom are friends, neighbors, and former school classmates.

As the practice grew, the building was expanded in 2000, and additional Veterinarians and Medical Support Staff have since joined Community Animal Clinic. Community Animal Clinic is located at 995 S. Third St. in Wytheville, VA. As a member of the American Animal Hospital Association (AAHA), Community Animal Clinic adheres to their rigid requirements for quality medical care as well as participates in comprehensive inspections. AAHA has contributed greatly to the care of patients and encourages continuing improvement through meetings and seminars with that goal in mind. We are proud to be a member of this organization.

MISSION & PRACTICE PHILOSOPHY

Community Animal Clinic, Inc. desires to provide the best possible veterinary medical and surgical services of which we are capable. We strive to be regarded as the premier animal hospital in this area and to ensure that each client and their pet be treated with the same respect and care that we would want for ourselves and our pets.

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VISION

Community Animal Clinic, Inc. will maintain standards of care that act in the best interests of our patients, to develop programs that will benefit the patient, to help educate the owner to care for their pet(s) in the best possible manner, and to utilize our services and programs to their fullest potential. We will offer the best quality medicine available to the owner through each step of their pet’s life.

CORE VALUES OF THE PRACTICE

EXEMPLARY MEDICAL CARE Members of Community Animal Clinic will practice exemplary veterinary medicine. If needed, patients will be offered second opinions or referral to another practice or specialist. CUSTOMER SERVICE Members of Community Animal Clinic recognize that the client is not an interruption to their work, they are the reason for it. EFFECTIVE COMMUNICATION Members of Community Animal Clinic will practice effective communication to work with owners, their pets, and fellow employees. Communication shall be accurate, thorough, sensitive, and respectful. POSITIVE OUTLOOK Members of Community Animal Clinic shall maintain a positive outlook in their communication with others, to the greatest extent possible. They shall speak positively about each other and the Clinic. ENTHUSIASM & GOOD HUMOR Members of Community Animal Clinic shall exhibit enthusiasm and good humor, as appropriate, in the workplace. In so doing, team members are encouraged to have fun within their role of the organization and with each other. SOLUTION-ORIENTED Members of Community Animal Clinic shall look for ways to make new ideas work; not reasons they will not. Therefore, team members will help each other to be right; not wrong. Energy shall be directed at the problem; not the person. Each team member is able to contribute to

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the well-being of the practice and help each other. Practice team members’ input will be solicited and used constructively to resolve issues and promote the Clinic’s values.

Open Door Policy

Community Animal Clinic promotes an atmosphere whereby employees can talk freely with members of management (i.e., Dr. Beamer). Employees are encouraged to openly discuss with Dr. Beamer any problems so appropriate action may be taken. Community Animal Clinic is interested in all of our employees’ success and happiness with us. We, therefore, welcome the opportunity to help employees whenever feasible.

Conflict Resolution

Community Animal Clinic recognizes that in the medical practice environment there is the potential for conflicts to arise between practice team members. The goal of the conflict resolution protocol is to ensure that conflicts, or potential conflicts, are identified and constructively addressed in a manner that is fair to all parties involved and provide a resolution that is in the best interest of the practice. All team members are responsible for identifying and trying to resolve conflicts, however, when the individuals cannot resolve the issue, Dr. Beamer shall be consulted. Dr. Beamer will have final responsibility for ensuring that proper procedures are followed with the goal of reaching an ultimate disposition of the conflict. However, this does not exempt team members from genuinely trying to professionally resolve the issue on their own. To foster a sound employee-employer relationship through communication and reconciliation of work-related concerns, Community Animal Clinic provides employees with an established procedure for expressing employment-related concerns. • All team members are encouraged to reach a mutual agreement on their own. • If necessary, team members may bring their conflict to the attention of Dr. Beamer. • Both sides of the conflict will be heard by Dr. Beamer. • There is no tolerance for retaliation or intimidation of any team members in discussing conflicts with other team members. • All conflicts will be addressed as soon as possible. A plan for resolution will include a reasonable timetable. • All conflict will be addressed. An attitude of ignoring an on-going problem in hopes it will resolve on its own is not productive.

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• The conflict resolution will try to maximize the benefit to the practice while being as fair and equitable as possible to the individual parties involved.

Employment At Will

We hope that your employment with Community Animal Clinic will be a long and rewarding experience. However, we recognize that circumstances change with the passage of time and that some individuals may seek job opportunities elsewhere or choose to leave Community Animal Clinic for other reasons. Others may not fulfill the operational needs of the Clinic, or changed circumstances may reduce available employment opportunities, which may result in involuntary termination of employment. We sincerely hope that none of these situations occur, but realistically we have to acknowledge that the possibility does exist. Because employment with Community Animal Clinic is based on mutual consent and because nothing herein creates a contract of employment, the right of the employee or Community Animal Clinic to terminate the employment relationship at will is recognized and affirmed as a condition of employment and, therefore, the employment relationship may be terminated by either party at any time for any reason, so long as there is no violation of applicable federal or state law. This does not represent a departure from longstanding policy of the practice and is only referred to here so there are no misunderstandings. Any statements or promises to the contrary are hereby disavowed and should not be relied upon by any prospective or existing employee. Employees are responsible for all Community Animal Clinic property, materials, and written information issued to them or in their possession or control. All such property must be returned by an employee on or before his or her last day of work with the practice or at any time requested by Dr. Beamer, or her authorized designee. Prior to any employee’s departure from the business, Dr. Beamer may schedule an exit interview with the departing employee. The exit interview will afford an opportunity to discuss issues such as: the reason for termination of employment, the effect of employment termination on employee benefits, benefit conversion privileges, repayment of any outstanding debts to the practice, and return and proper accounting of business property and work in process. Suggestions, complaints, and questions may be voiced during the exit interview, as well.

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Equal Employment Opportunity Policy Statement Equal Employment Opportunity has been, and will continue to be, a fundamental principle at Community Animal Clinic, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, sex, sexual orientation, gender identity, pregnancy (including childbirth, lactation or related medical condition), ancestry, because of or on the basis of traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks and twists, age, religion, national origin, disability, protected veteran status (including relationship or other association with a protected veteran), citizenship, or any other class protected by federal, state or local law. The policy of Equal Employment Opportunity applies to all policies and procedures relating to recruitment and hiring, compensation, benefits, termination of employment, and all other terms and conditions of employment.

Dr. Beamer has overall responsibility for this policy and maintaining reporting and monitoring procedures. Employees’ questions or concerns should be referred to Dr. Beamer.

Community Animal Clinic will not tolerate discrimination. Appropriate disciplinary action may be taken against any employee willfully violating this policy.

Non-Discrimination & Anti-Harassment Workplace

Community Animal Clinic is committed to a work environment in which all individuals are treated with dignity and respect. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. Therefore, Community Animal Clinic expects all relationships among persons in the workplace will be business-like and free of bias, prejudice and harassment.

A. Equal Employment Opportunity

It is the policy of Community Animal Clinic to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, religion, sex (with or without regard to sexual conduct), age, disability or any other characteristic protected by law. Community Animal Clinic prohibits and will not tolerate any such discrimination or harassment.

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B. Definitions of Harassment

Sexual harassment constitutes discrimination and is illegal under federal, state, and local laws. For the purpose of this policy, sexual harassment is defined, as in the Equal Employment Opportunity Commission Guidelines as: 1. unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when, for example: (a) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; (b) submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual; or (c) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. 2. Sexual harassment may include a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include, but are not limited to: unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; leering, catcalls or touching; insulting or obscene comments or gestures; display or circulation in the workplace of sexually suggestive objects or pictures (including through e-mail); and other physical, verbal or visual conduct of a sexual nature. Sex-based harassment, that is harassment not involving sexual activity or language (e.g., male manager yells only at female employees and not males) may also constitute discrimination if it is severe or pervasive and directed at employees because of their sex. Sex-based harassment does not always involve sexual activity or language. It may be manifested by such non inclusive actions such as a female manager treating male employees disparately from their female counterparts provided the activity is sufficiently severe and/or pervasive and is directed at the employee(s) because of their sex. 3. Harassment on the basis of any other protected characteristic is also strictly prohibited. Under this policy, harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, national origin, age, disability, or any other characteristic protected by law or of his/her relatives, friends, or associates, and that: (a) has the purpose or effect of creating an intimidating, hostile or offensive work environment; (b) has the purpose or effect of unreasonably interfering with an individual’s work performance; or (c) otherwise adversely affects an individual’s employment opportunities.

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Harassing conduct includes, but is not limited to: epithets, bullying, slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes or displays or circulation in the workplace of written or graphic material that denigrates or shows hostility or aversion toward an individual or group (including through e-mail).

C. Individuals and Conduct Covered

These policies apply to all applicants and employees, and prohibit harassment, discrimination and retaliation, whether engaged in by fellow employees, by a supervisor or manager or by someone not directly connected with Community Animal Clinic (e.g., an outside vendor, consultant or customer). Conduct prohibited by these policies is unacceptable in the workplace and in any work related setting outside the workplace, such as during business trips, business meetings, and business-related social events.

D. Retaliation is Prohibited

Community Animal Clinic prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports. Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action.

E. Complaint Procedure

The following procedure applies to any harassment, discrimination or retaliation complaint:

1. If you feel you have been discriminated against or harassed because of your gender, race, or for any other improper reason, you should report the matter immediately to Dr. Beamer. If you believe you have been harassed or discriminated against, or if you are aware of the harassment of others, you should provide, with as much detail as possible, a written or verbal complaint, including names of the individual(s) involved, the name(s) of any witness(es), direct quotations where language is relevant, and any

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documentary evidence (notes, pictures, e-mail, cartoons, etc.) to Dr. Beamer (or an Associate Veterinarian).

2. Do not assume that Dr. Beamer or your supervisor knows about the situation. Please inform her promptly of your problem, so she can address it. Failure to notify Dr. Beamer or your supervisor of the situation may impact your rights. Moreover, it can have an adverse effect on our ability to take prompt and effective remedial action to correct the situation. You should inform us of the situation before it becomes severe or pervasive. If you are not comfortable for any reason going to your supervisor, you may report concerns directly to Dr. Beamer. 4. Once on notice of a complaint, the practice will conduct an investigation in a prompt, thorough, and impartial manner. The practice will not retaliate against anyone who provides information in good-faith during the investigation. 5. The practice will take immediate and appropriate corrective action if it determines that harassment has occurred in violation of this policy. Such action may include disciplinary action up to and including the suspension or discharge of the offender. 3. You can make such reports or complaints without fear of retaliation.

If you have any questions regarding this policy or how to make a complaint, we urge you to contact Dr. Beamer.

F. Reporting an Incident of Harassment, Discrimination or Retaliation

Community Animal Clinic strongly urges the reporting of all incidents of discrimination, harassment, bullying or retaliation, regardless of the offender’s identity or position. Individuals who believe they have experienced conduct that they believe is contrary to Community Animal Clinic’s policy or who have concerns about such matters should file their complaints with Dr. Beamer before the situation becomes severe or pervasive.

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Important Notice to All Employees

Employees who have experienced conduct they believe is contrary to this policy have an obligation to take advantage of the complaint procedure. An employee’s failure to fulfill this obligation could affect his or her rights in pursuing legal action. Also, please note, federal, state and local discrimination laws establish specific time frames for initiating a legal proceeding pursuant to those laws. Early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment. Therefore, while no fixed reporting period has been established, Community Animal Clinic strongly urges the prompt reporting of complaints or concerns so that prompt and effective constructive action can be taken. Community Animal Clinic will make every effort to stop alleged harassment before it becomes severe and/or pervasive. Early reporting of alleged incidents of harassment is a vital component of Community Animal Clinic’s commitment to ensuring a harassment-free work environment for all employees. The availability of this complaint procedure does not preclude individuals who believe they are being subjected to harassing conduct from promptly advising the offender that his or her behavior is unwelcome and requesting that it be discontinued. Any reported allegations of harassment, discrimination or retaliation will be investigated promptly, thoroughly and impartially. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge. Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation, and appropriate corrective action and the needs of the Community Animal Clinic. G. Investigation

H. Prompt and Effective Responsive Action

Misconduct constituting harassment, discrimination, bullying or retaliation will be dealt with promptly and effectively. Prompt and effective corrective action may include, but not be limited to, training, referral to counseling, monitoring of the offender and/or disciplinary action such as a verbal discussion, written notice, final notice, withholding of a promotion

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or pay increase, reduction in wages, demotion, reassignment, temporary suspension without pay or termination of employment, as Community Animal Clinic believes appropriate under the circumstances. Nothing herein shall be construed to create any presumption that Community Animal Clinic must take corrective action less severe than termination or that an employee may be terminated only for cause and only after all the steps in the progressive discipline policy have been taken. Community Animal Clinic reserves the right to take any prompt and effective corrective action as, in its sole discretion, is warranted by the facts and circumstances of each situation. If an employee making a complaint does not agree with its resolution, the employee may appeal to Dr. Beamer. Individuals who have questions or concerns about these policies should talk with Dr. Beamer. Finally, these policies should not, and may not, be used as a basis for excluding or separating individuals of a particular gender, or any other protected characteristic, from participating in business or work-related social activities or discussions in order to avoid allegations of harassment. The law and the policies of Community Animal Clinic prohibit disparate treatment on the basis of sex or any other protected characteristic, with regard to terms, conditions, privileges and prerequisites of employment. The prohibitions against harassment, discrimination, bullying and retaliation are intended to complement and further these policies, not to form the basis of an exception to them. Community Animal Clinic is committed to complying with the Americans with Disabilities Act (“ADA”) and applicable state and local laws and ensuring equal opportunity employment for persons with disabilities. Therefore, the practice will engage in the interactive process and make reasonable efforts to accommodate individuals with known disabilities, as defined under applicable law. Depending on the circumstances, reasonable accommodation may include, but is not limited to, providing applications in alternative, accessible formats; providing assistance in completing applications; restructuring non-essential job duties and functions; reassigning qualified employees to vacant positions; and providing physical aids. Community Animal Clinic will make reasonable accommodations that can be accomplished without undue hardship to the practice. Employees requesting such accommodations will be required to follow the normal procedures under the ADA. This may include providing medical information in order to allow the practice to engage in the interactive process and determine the nature and extent of the disability and the appropriate type of accommodation that American with Disabilities Act Policy

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remedies it without the restructuring of essential job duties and functions and that does not impose an undue hardship on Community Animal Clinic .

Immigration Law

Community Animal Clinic is committed to employing only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin. In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with Community Animal Clinic within the past three years, or if their previous I-9 is no longer retained or valid. Employees with questions or seeking more information on immigration law issues are encouraged to contact Dr. Beamer. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.

Confidentiality

Confidential information concerning the practice should be treated with discretion and should be discussed only with those employees within the business who have a right and need to know. Employees of the practice may not discuss confidential information with anyone outside of the practice, including customers, vendors, friends, relatives, or acquaintances. In addition, sensitive, proprietary, or confidential information should not be discussed in the practice’s open space.

Business Ethics

The successful business operation and reputation of Community Animal Clinic is built upon the principles of fair dealing and ethical conduct of our employees. Our reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.

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The continued success of Community Animal Clinic is dependent upon our client’s trust, and we are dedicated to preserving that trust. Employees owe a duty to Community Animal Clinic and its clients, to act in a way that will merit the continued trust and confidence of the public. Community Animal Clinic will comply with all applicable laws and regulations and expects its employees to conduct business in accordance with the letter, spirit and intent of all relevant laws and to refrain from any illegal, dishonest or unethical conduct. In general, the use of good judgment, based on high ethical principles, will guide you with respect to the lines of acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with Dr. Beamer for her advice and consultation.

Compliance with this policy of business ethics and conduct is the responsibility of every employee of Community Animal Clinic.

Conflict of Interest

Employees have an obligation to conduct business within the guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which Community Animal Clinic wishes the practice to operate. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of Community Animal Clinic’s business dealings. For the purpose of this policy, a relative is any person who is related by blood or marriage or whose relationship with the employee is similar to that of persons who are related by blood or marriage. No “presumption of guilt” is created by the mere existence of a relationship with outside companies. However, if any employees have influence in transactions involving purchases, contracts or leases, it is imperative that they disclose to Dr. Beamer as soon as possible the existence of any actual or perceived conflict of interest so that safeguards can be established to protect all parties.

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Please contact Dr. Beamer for more information or questions about conflict of interest.

Outside Employment

An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with Community Animal Clinic. All employees will be judged by the same performance standards and will be subject to Community Animal Clinic’s scheduling demands, regardless of outside work requirements. If Community Animal Clinic determines that an employee’s outside work interferes with performance or the ability to meet the requirements of Community Animal Clinic, the employee may be asked to terminate outside employment if he or she wishes to remain with Community Animal Clinic.

Outside employment that has an adverse impact on Community Animal Clinic will be considered a conflict of interest.

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Safety & Health

Safety & Health

Community Animal Clinic is committed to providing a safe and healthy work environment for all employees, animals, owners, and other visitors to the Clinic. Safe behavior on the part of employees must be part of all operations. No job will be considered complete unless employees and Community Animal Clinic have followed every safety precaution to protect themselves, fellow employees, patients and clients.

It is Community Animal Clinic’s responsibility to provide a safe working area, to provide proper safety equipment, to establish safety rules and to provide training.

It is each employee’s responsibility to use all safety devices, appropriate personal protective equipment, follow all safety rules, report any unsafe working conditions to Dr. Beamer and to work in a safe and responsible way. It is the responsibility of each employee to maintain a clean and orderly work environment in all practice areas in order to protect employees, animals, owners, and other visitors to the Clinic. Whether a person’s or animal’s immune system is compromised or not, it is crucial that employees, animals, owners and other visitors to the Clinic are confident that they are being treated in a safe and healthy environment. Community Animal Clinic is, and will continue to be, a safe place to work. Safety is a joint responsibility between the Clinic and its employees. Accordingly, employees’ identification of not only known, but also potential hazards, is an integral component of the Clinic’s commitment to providing a safe working environment for all employees. We need employees’ identification of potential hazards as your contribution is important to the safe operation of the Clinic. Each employee is expected to observe standard safety practices and to exercise caution in all work activities at Community Animal Clinic and to assist others in doing the same. Employees must immediately report any unsafe condition to Dr. Beamer (or an Associate Veterinarian onsite). This is the primary means by which to prevent work-related injury and illness. Each new employee is required to have a current (within the prior 3 years) tetanus shot before beginning work. It is the responsibility of the new employee to have this done and documented by their physician or the Health Department.

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Further, each employee is required to immediately report to Dr. Beamer any “near miss” accident which may occur, that is, an unsafe incident which occurs but does not cause an injury. This is the secondary means by which to prevent work-related injury and illness. In the case of an accident that result in injury, regardless of how insignificant the injury may appear, employees must immediately notify Dr. Beamer (or an Associate Veterinarian onsite). Such reports are necessary to comply with laws and initiate insurance and Workers’ Compensation benefit procedures on behalf of the injured employee. Likewise, such reporting advises the Clinic if there is a need to take corrective action in order to prevent such an incident from recurring. Employees are required to report to Dr. Beamer (or an Associate Veterinarian on-site) every near-miss or work-related injury as soon as they become aware of it, and certainly no later than the end of their shift. Community Animal Clinic provides a workers’ compensation program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation provides benefits after a short waiting period or, if the employee is hospitalized, immediately. Employees who sustain work-related injuries or illnesses must immediately inform Dr. Beamer (or an Associate Veterinarian) . This will enable an eligible employee to qualify for coverage as quickly as possible and, if there is a need, the practice to take corrective action in order to prevent such an incident from recurring. Neither Community Animal Clinic nor the insurance carrier will be liable for the payment of workers’ compensation benefits for injuries that occur during an employee’s voluntary participation in any off-duty recreational, social, or athletic activity sponsored by Community Animal Clinic. Workers’ Compensation Insurance

Blood Borne Pathogens & Hazardous Waste Disposal

Hazardous waste materials shall be disposed of in proper safety disposal units and discarded in keeping with prescribed OSHA guidelines. Please consult Dr. Beamer (an Associate Veterinarian or a Veterinary Technician) with any questions concerning this safety matter

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When working with certain substances, Material Safety Data Sheets indicate safety precautions that must be used when handling designated materials.

Any questions concerning bloodborne pathogens and/or the disposal of hazardous waste materials may be directed to Dr. Beamer.

Personal Protective Equipment

The use of gloves is required when cleaning cages or other tasks in which a personal protective barrier is needed. Safety pre-cautions are also required when working in the Isolation Room.

Appropriate protective clothing and accessories are required by anyone in close proximity to the x-ray equipment when it is in use. Protective equipment includes, but is not limited to, the use of lead gloves, gowns, and thyroid shields. A radiation monitor must be worn at all times when taking x-rays. No one that is pregnant shall be permitted to assist with x-rays, nor is anyone under the age of 18 year eligible to work with x-ray equipment.

Standard of Dress

Employees must maintain a neat, clean appearance – with job-appropriate clothing – and good personal hygiene.

Veterinarians should have a clean lab coat and an additional change of clothing to maintain a professional appearance at all times.

Those working in a reception area should wear comfortable, neat and clean clothing. The top may be either a jacket or scrub top and appropriate pants / slacks. Shoes should be comfortable, non-skid, and closed-toe.

Technicians should wear scrub shirts and may wear scrub pants, if desired. Shoes should be comfortable, non-skid, and closed-toe.

Kennel attendants should wear comfortable clothing that can be cleaned easily, as they may become soiled or get bleach on them. Jeans are allowed, if they are clean and neat (“hole free”). Shoes should be comfortable, non-skid, closed-toe, and washable.

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Uniforms may, at times, be purchased by the Clinic. Otherwise, clothing is the responsibility of the employee, and he or she will be responsible for keeping it clean and well-maintained. Shorts are not allowed if the person is working with the public. An employee may be asked to change clothing if it is deemed unacceptable. Jewelry can be worn if it is safe. Piercings must be discreet; tattoos must remain covered; and clothing, in particularly clothing with printed language, must be professional and appropriate for our office environment. In that many people are sensitive or allergic to certain fragrances, employees should refrain from wearing perfume or cologne. Hair should remain clean and well-groomed.

Good Housekeeping

A clean workplace promotes safety and is inviting to customers and potential customers. Employees will find it easier to do their job if there work area is clean and orderly. If everyone does their share in practicing good housekeeping, the Clinic work environment will be safer and more productive. It is important to keep work areas sterile and use refrigeration as indicated for medical use only.

Good housekeeping applies to all Community Animal Clinic property – inside and out.

Security Inspections

From time to time, Community Animal Clinic may conduct internal investigations pertaining to security, auditing, or work-related matters. Employees are required to cooperate fully with and assist in these investigations, if requested to do so. Whenever necessary, in the Clinic’s discretion, work areas (desks, files cabinets, etc.) and personal belongings (hand bags, vehicles, etc.) may be subject to search without notice. The business will generally try to obtain an employee’s consent before conducting a search of work areas or personal belongings, but may not always be able to do so.

Computer Security:

Certain practice-related information is stored within computer systems, and it is imperative that this information be protected. The computers shall be backed up on a routine basis and this information, whether drive, tape or diskette, is securely held off-premises.

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It is imperative that anti-virus software is kept up-to-date and regularly checked for updates. Because computer viruses are so prevalent, it is imperative that spam e-mail and their attachments not be opened, but rather deleted immediately upon receipt. No one should open a file or attachment from a person they do not recognize.

Building Security:

It is the responsibility of each employee to ensure that the premises are locked and the alarm is set before exiting the building at the end of day.

Drug & Alcohol Use

It is Community Animal Clinic’s desire to provide a drug-free, healthy and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner. While on Community Animal Clinic premises and while conducting business-related activities off Community Animal Clinic premises, no employee may use, possess, manufacture, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger one’s self or other individuals in the workplace. These activities constitute serious violations of Clinic’s rules, jeopardize the Clinic and can create situations that are unsafe and substantially interfere with job performance. Therefore, Community Animal Clinic reserves the right to require an employee to undergo a medical evaluation and/or drug screenings under appropriate circumstances. “Appropriate circumstances” includes, but is not limited to, preemployment screening, and any or all Community Animal Clinic employees involved in a work-related accident or for reasonable suspicion that an employee is under the influence of drugs and/or alcohol. Violations of this policy may lead to disciplinary action, up to and including, termination of employment and/or required participation in a substance abuse rehabilitation program. Nothing herein shall be construed as requiring Community Animal Clinic to require an employee to participate in a substance control/abuse program before termination of employment. The Clinic shall have absolute discretion in determining the appropriate penalty for violations of its Drug and Alcohol Policy. Such violations may also have legal consequences and the Clinic

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reserves the right to report, as the facts and circumstances warrant, any violations of the Drug and Alcohol Policy to any and all appropriate authorities.

Workplace Violence Prevention Community Animal Clinic is committed to preventing workplace violence and to maintaining a safe work environment. Given the increasing violence in society in general, Community Animal Clinic has adopted the following guidelines to deal with intimidation, bullying, harassment or other threats of (or actual) violence that may occur during Clinic hours or on its premises. All employees (exempt, non-exempt, full-time, part-time, temporary and probationary) and visitors to the Clinic should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, “horseplay,” or other conduct that may be dangerous to others. Conduct that threatens, intimidates, bullies, or coerces another employee, a customer, a vendor, or a member of the public at any time will not be tolerated. This prohibition includes all acts of harassment, including harassment based on an individual’s gender, race, age, national origin, religion, disability, or any characteristic protected by federal, state or local law. All threats of (or actual) violence, both direct and indirect, should be reported as soon as possible to Dr. Beamer (an Associate Veterinarian on-site or a law enforcement official). This includes threats by employees, as well as threats by customers, vendors, solicitors or other members of the public. When reporting a threat of violence, you should be as specific and detailed as possible. Community Animal Clinic will promptly and thoroughly investigate all reports of threats of (or actual) violence and of suspicious individuals or activities. The identity of the individual making a report will be protected as much as practical. Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action, up to and including termination of employment. Nothing herein shall be construed to create any presumption that Community Animal Clinic must take corrective action less severe than termination or that an employee may be terminated only for cause and only after all the steps in the progressive discipline policy have been taken. All suspicious individuals or activities should also be reported as soon as possible, as outlined above. Do not place yourself in danger, if you perceive a risk to your safety.

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