HCA Healthcare UK – LOC CQC Booklet

Employee Handbook




Employee Handbook


Contents
Welcome to HCA Healthcare UK
Who We Are Our Mission Our Values
Starting with HCA Healthcare UK
Induction
Policies and Procedures Probationary Period
Your Employment
Changes to Handbook and Policies Performance Management
Hours of Work
Location of Work
On Call, Standby and Callout Overtime and Time off in Lieu (TOIL)
Your Responsibilities
pg 6
pg 8
Security & Information Governancewpg 18
Bringing Your Own Device to Work
Access to Personnel Files
Confidentiality and Disclosure of Information Accuracy of Patient Information
Copyright
Electronic Communications
Email
Transferring Personal Identifiable or Sensitive Information
Suspicious Emails
Fax
Mobile Phones Employee Identification Social Media
Personal and Company Property
Statements to the Media
Stop and Search
Reporting an Information Governance Incident
Monitoring Access to Personal Identifiable and Sensitive Information
USB/Portable Computing Devices Working Off-site
Best Practice Guidance
Accepting Gifts
Adverse Weather Conditions & Disruptions to Travel Changes to Personal Information
Code of Conduct
Criminal Convictions
Dress Code and Appearance
Health Disclosures
Internal Transfers
Outside Business Activities and Conflicts of Interest Expenses
Professional Registration
Punctuality
Relationships at Work
Smoking, Alcohol and Drugs
Mandatory Training
pg 10
pg 12
4 HCA Healthcare UK


Your Rewards
Critical Illness Scheme Healthcare Trust Scheme Employee Recognition Awards Pay and Deductions
Flexible Benefits
Life Assurance Plan
The Portland Hospital Maternity Benefit Pension
Recruitment Incentive Scheme
Season Ticket Loan
Study Leave/Funding
Voluntary Benefits
Absence From Work
pg 26
Supporting You
Employee Assistance Programme Raising Concerns
Dignity at Work
Definition of Harassment
Let us know – Informal Procedure Let us know – Formal Procedure Ethics Line
Whistleblowing
Your Working Environment
Anti-Human Trafficking
Capability Policy
Disciplinary Procedure
What is the Disciplinary Procedure? What is Gross Misconduct? Grievance Policy
Equality and Diversity at Work Governance and Policy
Health and Safety Responsibilities Safeguarding
First Aid
Reporting an Accident
Business Continuity
What to do in the Event of a Fire Prevent
Leaving HCA Healthcare UK
Exit Interviews
Final Pay and Pension Arrangements Returning Property
Getting a Reference
Giving Notice
Redeployment or Redundancy Retirement
Security
pg 42
pg 48
pg 32
Career Breaks/Sabbaticals
Bereavement Leave
Doctors, Dentists and Hospital Appointments Annual Leave
Army Reserves
Sick Pay
Sickness Absence
Pandemic Influenza and Other Illnesses
What to do if you are Ill
Returning to Work
Occupational Health
Volunteering
Time off for Public Duties or Attending Court Jury Service
pg 56
Balancing Home and Work
Adoption
Flexible Working Maternity
Paternity
Parental Leave
Shared Parental Leave Time Off for Dependants
pg 38
Employee Handbook 5


Welcome to
HCA Healthcare UK
Whether you are new to the company or have been with us for some time, this Employee Handbook contains all the information you need to support you in developing your career with HCA Healthcare UK.
We take our responsibility for our patients and colleagues seriously, and as you are part of our team, we ask you to take the time to read this Handbook, along with the HCA UK Code of Conduct, so you can help us continue to deliver an exceptional patient experience.
Who We Are
HCA Healthcare UK is a world-class provider of specialist treatment. We strive to deliver excellent care and do this by making sure the patient sits at the heart of every decision we make. ‘Putting patients first’ was the founding philosophy of Thomas Frist Sr., MD, Thomas Frist Jr., MD, and Jack Massey, when they established HCA in 1968 in Nashville, Tennessee.
During the 1990s the three doctors brought this philosophy to the UK where they acquired several healthcare organisations, while partnering with others to form
HCA International. This founding principle continues to be central to HCA Healthcare UK today. Whatever our role, putting patients first is what we must do.
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6 HCA Healthcare UK


Our Mission
Our mission statement defines why we are here and what we do.
Above all else, we’re committed to the care and improvement of human life through the provision of our healthcare services.
In recognition of this commitment, we
strive to deliver high quality, cost-effective healthcare in the areas we serve.
OurValues
Our values are a set of beliefs that we recognise in our people:
• We recognise and value everyone as unique and individual.
• We treat people with kindness and compassion.
• We act with absolute honesty, integrity and fairness.
• We trust and treat one another as valued members of the HCA family with loyalty, respect and dignity.
As a HCA Healthcare UK colleague,
you have a key role in ensuring we sustain our commitment to these values and to providing the highest quality of care and service to our customers.
If there is anything you are not sure you understand or if you would like some more information about any of the topics covered in this Handbook please let your Manager or local HR team know.
From time to time the HCA Healthcare UK Employee Handbook will be updated. You can locate these updates, along with copies of all our employment policies, via your local HR team or on the
HCA Healthcare UK Intranet.
I wish you every success in your career with HCA Healthcare UK.
Mike Neeb
President and CEO
HCA Healthcare UK
Welcome to HCA Healthcare UK
Employee Handbook 7


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Starting with
HCA Healthcare UK
8 HCA Healthcare UK


Induction
All new colleagues are welcomed to HCA Healthcare UK at a central induction which is delivered by a team of trainers who are specialists in their subject. You will attend induction on your first two days with us,
to help you develop your understanding of:
• HCA Healthcare UK – our history, our facilities, our mission and values.
• Our patients and how each role links to the delivery of world-class patient care.
• How we will support you to achieve high performance and personal goals.
In addition you will need to complete some statutory and mandatory training which is required for all roles. You will leave with a Learning Journey folder that forms the basis of your on-going development.
Following the central induction, colleagues in clinical roles will attend further induction training as appropriate to their role, which needs to be completed before starting work. This will mean a further induction period
of one, two or three days depending on your role.
Policies and Procedures
In the Employee Handbook, your Contract of Employment and throughout your time with HCA Healthcare UK we will make reference to many HCA UK policies and procedures. These can all be accessed through the Policy Library on the HCA Healthcare UK Intranet.
You will find the Policy Library under the “Your Tools” section, and then selecting “Helpful Tools”. If you have trouble finding the Policy Library either your Line Manager or local HR team will be able to help you.
You are responsible for ensuring you are aware of all relevant policies for your role, including regularly checking for any updates.
Probationary Period
Whether you are new to HCA UK or to your role, you will have a probationary period
for the first 13 weeks of your Contract of Employment. This gives you time to find
your feet, meet your new team, and start
to build some of the skills you’ll need in the future. During this time you will have regular reviews with your Line Manager, so there will be plenty of opportunities to discuss your role and how you’re settling into the team, and for you to ask any questions.
From time to time we may need to extend the probationary period but your Line Manager will ensure that if this is the case, the reasons are fully explained to you.
During your probationary period you
should refer to your offer of employment to understand your core benefits entitlement. You will be eligible for some of your benefits on commencement, whilst you will be entitled to others on successful completion of your probationary period.
Starting with HCA Healthcare UK
Employee Handbook 9


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Your Employment
10 HCA Healthcare UK


Your Employment
Changes to Handbook and Policies
The Employee Handbook and HCA UK Policies and Procedures do not form part of your Contract of Employment and they may be replaced, withdrawn or varied by us at any time. HCA Healthcare UK will keep you up
to date with these changes and a copy of the Employee Handbook will be available on the Intranet.
Performance Management
At HCA Healthcare UK, we want to continuously develop our business and
our colleagues. We have established
a performance management process which helps us to do that, and also gives everyone an opportunity to input into their own development.
As part of this process, your Line Manager
will meet with you regularly to set
objectives and review your performance. These reviews will contribute to decisions related to pay, learning needs and career development. These meetings will be two-way conversations, and you will be encouraged to discuss how we can help you make the most of your career with us.
Hours of Work
We provide services to our patients 24 hours a day for 365 days of the year. To do this, colleagues work a variety of shift patterns and your hours of work are set out in your Contract of Employment.
Due to the nature of our business, we may also ask you to work varied, altered or extended hours to help us deliver our world-class service.
For more information, please refer to our
Working Time Policy.
Location of Work
Your main work location can be found in your Contract of Employment; however, you may also be required to work at other HCA UK facilities from time to time to best support service needs.
On Call, Standby and Callout
For full details about our procedures for on call, standby or callout, please refer to the Standby and Callout Policy.
Overtime and Time off in Lieu (TOIL)
You may be asked by your Line Manager to work overtime. If you are needed to work overtime in excess of the full time contractual hours for your department (usually either 37.5 or 40 hours a week) you may be eligible for overtime pay or time off in lieu. Your eligibility for overtime pay or time off in lieu can be found in your Contract
of Employment. All overtime and payment/time off in lieu must be agreed by your Line Manager in advance.
For more information please refer to our Overtime and TOIL Policy.
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Your Responsibilities
12 HCA Healthcare UK


Your Responsibilities
Accepting Gifts
Relatives and friends of the patients we care for, the patients themselves, and suppliers we work with may wish to express their gratitude to you. We care for a diverse range of patients so please remember that hospitality and
gifts offered or received may have different interpretations in different countries and cultures. What is perceived as an ‘acceptable’ business gift in one place may be viewed as a bribe in another.
The Bribery Act 2010 makes it a criminal offence to pay and/or receive bribes, and therefore you must ensure that you do not accept money, favours or other inducements from service-users, customers or contractors that may influence the way you perform your duties.
You may accept gifts with a total value of £100.00 or less in any one year. Although you may accept gift certificates up to the value of £100.00, you may never accept cash or financial instruments (e.g. cheques, stocks) from any individual or organisation that has a business relationship with HCA UK. You must declare all gifts to your Line Manager.
Perishable or consumable gifts given to a department or group are not subject to any specific limitation, but must always be reasonable and not excessive. Finally, under no circumstances may any colleague
solicit (ask for) a gift from a patient or another colleague.
For more information please refer to our
Anti-Bribery Policy, the Business Courtesies Policy and the HCA UK Code of Conduct.
Adverse Weather Conditions and Disruptions to Travel
We recognise that it may become difficult for you to get to work during periods of adverse weather or when there are severe disruptions to public transport. We are committed to protecting the health and safety of our colleagues while ensuring that disruption to our services is minimal.
For guidance on what to do in the event of adverse weather or travel disruptions, please refer to the Adverse Weather and Travel Disruption Policy and speak to your Line Manager.
Changes to Personal Information
It is important that HCA Healthcare UK maintains up to date information about all
of our colleagues. If any of your personal details change, for example your bank details, marital status or address, please update your information in our HR System, Workday. If you are unsure how to do this then your local HR team can help, or you can find guidance on www.hcaempoweringyou.com
If you are a member of the pension scheme you will also need to inform your pension provider of any personal changes, including changes to the named beneficiary. Details of your pension provider can be found on
your annual statement or from the Central Reward team at the Corporate Office, 242 Marylebone Road.
Employee Handbook 13


Code of Conduct
As part of the high standards of professionalism we maintain at HCA Healthcare UK, our colleagues need to be aware of, and ensure that they comply with, the HCA UK Code of Conduct. As an integral part of our overall Ethics and Compliance programme, the Code of Conduct enables us to carry out our activities with Patients, Doctors, Consultants, Nurses, our business partners and each other within appropriate ethical and legal standards. A copy of the Code of Conduct can be found found via the ‘Empowering You’ intranet site under
HR Forms.
Criminal Convictions
Due to the nature of our business, the majority of the roles in our organisation are exempt from the Rehabilitation of Offenders Act. This means relevant colleagues must, as a condition of working for us, report any criminal convictions prior to, or during
their employment with us. Any disclosures made will be in complete confidence and will be considered only in relation to
their employment.
Before you start your role with us, you will need to obtain a disclosure from the Disclosure and Barring Service (DBS) previously known as the Criminal Records Bureau (“the CRB”).
For more information please refer to our DBS Policy.
Dress Code and Appearance
As a company, we have a reputation for quality and professionalism, and we require that our colleagues always dress smartly and professionally to reflect this reputation.
Clinical and catering staff are required to adhere to additional dress code standards in order to reduce the risk of staff or patients being harmed and to improve and assist
with infection control. Compliance with the bare below elbow policy is required in all direct patient care activity. We also recognise there are specific considerations in a clinical environment for health and safety, infection control, and security.
Non-uniformed employees should wear appropriate clothing. Business dress for men includes business suits, jackets, shirts and trousers that are typical of business formal attire at work. Business dress for women includes business suits, trousers, skirts, dresses or smart tops appropriate to a formal business attire environment. Any kind of sportswear is not deemed appropriate.
If you have any personal requirements regarding your clothing and appearance, please talk to your Line Manager. We always try to accommodate these, but we need to make sure that they meet our safety standards.
For more information please refer to the
HCA UK Dress Code and Appearance Policy
and ask your Line Manager to provide details of any local dress code policies.
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14 HCA Healthcare UK


Your Responsibilities
Health Disclosures
All of our employees are required to complete a work health assessment after they have received a job offer. You may be asked to undergo a medical examination at any time during your employment with us. This is to make sure you are well enough to carry out your job role or that the company understands any adjustments that are needed to help you in your role.
To safeguard the health and wellbeing of our colleagues and patients, you must notify Occupational Health immediately if you contract a notifiable disease or condition, including HIV (suspected or confirmed).
All employees involved in procedures that are exposure prone to Hepatitis B and C should have a documented response to the Hepatitis B vaccine. In the case of ‘non-responders’, diagnostic testing to determine immunity/ carrier status will be required. Proof of immunity to other infectious diseases may also be requested.
If you are unsure what this means or if this applies to you, please contact your local HR team or Occupational Health who can provide more information.
If you are suffering with sickness/diarrhoea, please make sure you are symptom free for
a minimum of 48 hours before you return to work. This is particularly important if you are involved in the preparation of food and drink.
Internal Transfers
If you are thinking about applying for a new role within HCA UK, you should speak to your current Line Manager first. If you feel unable to do this please speak with your HR department, as references may be taken up from your current Manager prior to any interviews for internal candidates.
Current employees with a live disciplinary
on file, who are currently under a formal performance improvement plan, or who have been in their current position for less than six months, are not permitted to apply to vacant positions. Exceptions to this may be made at the discretion of the company.
Outside Business Activities and Conflicts of Interest
It is important that any business activities outside of your employment with HCA Healthcare UK do not affect the quality of service you provide in your role, or pose any conflict of interest with the company.
If you are considering either taking up secondary employment, or pursuing separate business interests (such as setting up your own company), you should first discuss this with your Line Manager so that they can properly consider any potential impact this could have.
HCA UK may refuse to consent to your request to undertake outside work, and if you choose to work without our consent, you may be subject to disciplinary action including dismissal.
Employee Handbook 15


Expenses
If you incur expenses during your work activities, you can claim these back on a monthly basis using the Concur system, as long as they have been approved by your Line Manager. Expenses will only be reimbursed on provision of receipts.
For more information, please see the
HCA UK Travel and Expenses Claims Policy.
Professional Registration
If you are a medical, allied health professional, or nursing and midwifery colleague, your employment is subject to the production and upkeep of professional registration as appropriate to your role.
If you are a member of a professional body, you also have a duty to comply with any professional code of conduct they may have.
For more information please refer to the
Professional Registration Policy.
Punctuality
Working for HCA Healthcare UK is all about being part of a team. Please therefore support your colleagues by being ready to start work on time.
Where colleagues are persistently late or absent without good reason, it may be necessary for the company to take action to resolve this.
For more information please refer to the
Attendance Policy.
Relationships at Work
We would like our colleagues to build strong positive relationships with each other,
and even introduce their friends and family to HCA UK when vacancies arise. However, it is important that we avoid potential conflicts of interest where colleagues have a close personal relationship, by ensuring they do not also have a supervisory, assessing, or authorising relationship with each other.
Please let your Line Manager know if you have a close personal relationship with a colleague, contractor, or supplier which could be considered by anyone as impacting on the way you conduct yourself at work.
For more information please refer to the
Personal Relationships at Work Policy.
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16 HCA Healthcare UK


Smoking, Alcohol and Drugs
As a healthcare company, we take the health of our patients and colleagues seriously.
HCA UK operates a no-smoking policy, including the use of e-cigarettes, for all colleagues and visitors in any of our premises.
Colleagues must be fit to perform their job safely at all times while on duty, and must not bring alcohol or any drugs, other than those prescribed or for medicinal purposes, into work. If you are found to be under the influence of drugs or alcohol while at work, you may be subject to disciplinary action, which may include dismissal.
If you are dealing with a drug or alcohol addiction, you should speak to your Line Manager who will help you to access help
and support. You can also access support for addiction via the Employee Assistance helpline available 24 hours a day on 0800 328 1437
or via www.employeeassistance.org.uk For more information please refer to the
Wellbeing Policy.
Mandatory Training
All employees and temporary staff are required to keep their statutory and mandatory training up to date for the duration of their time with HCA UK.
Full details of the statutory and mandatory training requirements can be found on the ‘Learning Academy’ link via your Workday portal.


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Security & Information Governance
18 HCA Healthcare UK


Information and Security
Bringing Your Own Device to Work
At HCA Healthcare UK we have, and continue to invest in our electronic systems to enable you to access the information you need to do your job. To make the most of this investment, you may have personal devices (such as smart phones, tablets, laptops etc.) that you choose to use for business purposes, such as accessing HCA UK App based systems.
Your ability to use your own device will offer increased flexibility in how and when you
do your work. However, the use of personal devices for business purposes will also increase the risk to the security of HCA UK IT resources, communications systems, our data, and compliance with legal obligations. Please help keep our data and systems secure by:
• Protecting personal devices with a sufficiently complicated password.
• Ensuring that your device is always stored safely.
• Taking care not to access sensitive information in a public place where it can be viewed by others.
• Ensuring you use your devices and any HCA UK information stored on it in an ethical manner at all times.
In the event a personal device being used
for HCA UK business purposes has been lost or stolen, or if you believe that your device may have been accessed by an unauthorised person or otherwise compromised, you must report it to your Line Manager and the
IT Department as soon as possible.
Access to Personnel Files
Sometimes you may want to see the information we are holding on your personnel file. You can request access to your file
by submitting a request, in writing, to
your Line Manager.
For more information on how to do this, please refer to our Access to Personnel Files Policy.
Confidentiality and Disclosure of Information
We are committed to respecting the privacy of all HCA Healthcare UK employees and service-users by putting in place appropriate safeguards in relation to collection, storage, and processing of data. We also take seriously the statutory obligations set out within
Data Protection legislation and it is the responsibility of both HCA UK and colleagues to ensure compliance.
It is important that you familiarise yourself with and adhere to the Data Protection principles and guidelines that relate to your job. Specifically all colleagues are responsible for ensuring the following points:
• Personal data is kept secure, relative to the security level of the data e.g. keeping the data locked in a filing cabinet drawer or room, ensuring that computerised data is password protected or kept only on a device which is itself kept securely.
• Personaldatarelatingtocolleagues,
or service-users, is not disclosed either orally, in writing or otherwise to any unauthorised third party. Even the police are not automatically entitled to access this information.
Employee Handbook 19


If we don’t follow the Data Protection policies, it could have serious consequences for our business. What may seem like a simple mistake could be a criminal offence.
Failure to adhere to these policies can result in HCA Healthcare UK, and in serious cases individual colleagues, being fined or made
to stop specified business activities. For this reason, not following the guidelines may lead to disciplinary action, including dismissal for serious or repeated breaches.
It may also be the case that your conduct and/or action may be unlawful, and we reserve the right to inform the appropriate authorities. Any such action could result in civil or criminal proceedings.
For more information about Data Protection see the Information Governance Policy.
Accuracy of Patient Information
Patient data recorded in notes and on computer systems must accurately reflect what actually happened to a patient. Care must be taken when first registering or updating patient demographic details.
Every opportunity should be taken to check
a patient’s demographic details with the patient. Inaccurate demographics may result in correspondence being mislaid, or the incorrect identification of a patient.
Copyright
Copyright on any documented work (such as reports, specifications, drawings, and computer programmes etc.) produced by you during your employment will belong to HCA Healthcare UK.
These conditions will apply both during the course of your employment and after termination.
Electronic Communications
Any communications must be secure and
not compromise the business in any way. Colleagues should not do any of the following on HCA Healthcare UK systems:
• Anything that is offensive or likely to have negative repercussions for HCA Healthcare UK, such as giving out sensitive data about the company.
• Create, use, install, download or forward non-business related animations, jokes, emails, chain letters, video clips or games.
• Download, upload, use, retain, distribute or disseminate any inappropriate. material, such as images, text, materials or software, that is abusive, offensive, pornographic or harassing.
• Install software that is not approved by the IT Department.
• Tamper with any electronic documentation, for example policies, by copying, deleting or inserting text without written Line Manager authorisation.
All passwords must be kept secure. It is
a disciplinary offence to use anyone else’s login ID. If you discover a breach of security please report it to your Line Manager as quickly as possible. You should not tell anyone else about it unless you have your Line Manager’s permission.
The use of some communications, such as telephone calls, emails, the intranet and internet may be monitored and recorded. Inappropriate use of any system is a disciplinary offence and may lead to dismissal.
It is important that you make yourself aware of, and follow the IT&S leaflets provided at your induction. Abuse of our IT facilities may be treated as a disciplinary issue.
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20 HCA Healthcare UK


Information and Security
Email
Our communications systems and email system (Outlook) are to be used primarily for business purposes. Limited reasonable personal use of HCA UK email and internet access is permitted. Appropriate use of
the system facilitates communication and improves efficiency. However, inappropriate use causes many problems, ranging from minor distractions to legal claims against the company. You are expected to spend your work time, and use of facility property and resources, in pursuit of legitimate company business. All data and information sent
and/or received via email remains the property of HCA Healthcare UK. You should have no expectation of privacy when using company information systems. HCA Healthcare UK may log, review, and otherwise utilise information sorted on or passing through its systems in order to manage systems and ensure security.
Confidential information should be treated with caution. The internet is not secure
and you should never send unencrypted confidential information using Outlook
email unless you utilise our encryption
option. Please refer to ‘the Intranet, I Want To, encrypt an email’ for instructions. The Meditech email system is secure but care should be taken to send only essential information to those who really need to know. Once you send an email you lose control of where it is sent next (but it will still have your name on it).
All external communications involving healthcare data must be sent using the ‘Egress’ secure encryption messaging tool.
Further information is included in the IT&S leaflets provided at induction and in the non-clinical corporate policies available in the Policy Library.
Transferring Personal Identifiable or Sensitive Information
Care and consideration should be given when deciding to communicate or transfer information. Employees should think
about the most appropriate method of communication – email, USB memory stick, telephone call, fax, or letter and how to ensure the right person receives it.
If employees receive either staff or patient information in error, they must notify the sender without delay.
Only those individuals who need access to personal confidential data should have access to it, and they should only have access to the data that they need to see.
Suspicious Emails
You should be mindful and vigilant of receiving suspicious emails which may contain harmful attachments or web-links to harmful websites. These emails are unscrupulous attempts to fraudulently acquire your personal information, company information or to penetrate and infect devices, PCs and networks. On the surface the email may appear to be from a legitimate company or individual, but it’s not. Never open an attachment, click on a link or respond to an email from a suspicious source.
If in doubt, or if you are in receipt of a suspicious email you will need to forward it to IT&S ([email protected]) for investigation, and ensure that you do not do anything further with the email in question. In the event that a suspicious attachment is accidentally opened it is imperative that you contact the IT&S Service Desk immediately and contact your Line Manager.
Employee Handbook 21


Fax
Fax machines must only be used to transfer personal information where it is absolutely necessary to do so. The following rules must apply:
Fax process:
• Ensure fax is sited in an area that is restricted to those who need to access the information.
• Notify the recipient when sending the fax and ask them to acknowledge receipt.
• The transmission receipt should be checked to ensure the fax has been faxed to the intended recipient, where possible the receipt should be attached to the original document.
• The local hospital X number should be used for identification in preference to the patient’s name and address.
• Care is taken in dialling the correct number.
• Only the minimum amount of personal
information should be sent.
• Use a cover sheet. All confidential faxes
sent should be clearly marked ‘Private and
Confidential’ on the front sheet.
• If you receive faxes that contain personal
information, store them in a secure
environment.
• Fax machines should be turned off out
of hours.
Mobile Phones
To ensure that we do not disturb our patients and to maintain information security, you should ensure that your personal mobile phone is stored in a locker or other secure area while you are at work.
For more information please refer to the
Mobile Phone Policy.
Employee Identification
It is important that for information governance purposes, ease, and peace of mind of our patients, that your name can be easily identified.
When you join HCA Healthcare UK you will be provided with a name badge and/or security card which you should wear at all times
while on hospital premises as proof of your identity. This will also help us to ensure that only authorised people are able to access our facilities, so we can protect our patients and service-users.
Visitors should be met at reception points and accompanied to an appropriate member of staff or meeting, and should also be asked to sign in and out of the building.
For more information, please refer to the
HCA UK Security Policy.
Social Media
As a company we work very hard to ensure that our social media presence reflects our high service standards. While your use of social media is normally not an issue, when
a colleague identifies themselves in a public forum as being affiliated with HCA Healthcare UK, their online behaviour can be seen as a reflection of the company, even if the postings are not directly related to their employment.
It is important that all of our colleagues
are aware there can be a professional and reputational risk if comments, photographs or company information is shared inappropriately, or without due care for other colleagues, patients and confidentiality.
For more information please refer to our
Social Media Policy.
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22 HCA Healthcare UK


Information and Security
Personal and Company Property
We ask that all HCA Healthcare UK colleagues treat company property with
due care and respect. If you do see anybody cause or attempt to cause damage, steal or attempt to steal or any suspicious behaviour you should report it to your Line Manager as soon as possible.
If you are given keys or other equipment
for use during your time with us you are responsible for ensuring that they are not lost or damaged. You must not obtain a duplicate key or allow anyone else to use any key issued to you unless you have permission to do so from your Line Manager. Any key given to you remains the property of HCA Healthcare UK and must be returned to us on demand, or on termination of your employment. Please do not remove equipment belonging to
HCA Healthcare UK without prior approval from your Line Manager.
Any loss or damage caused as a result of
any negligence on your part in ensuring the safekeeping of HCA Healthcare UK property may result in disciplinary action and HCA Healthcare UK reserves the right to make the appropriate deductions from your pay to cover the cost of replacement or repair.
If you choose to bring any personal items on to HCA Healthcare UK premises, you do so at your own risk. You are strongly advised not to leave any valuables unattended either on our premises, in our vehicles or in your own vehicle. HCA Healthcare UK will not accept liability for loss or damage to any personal property.
Statements to the Media
On occasion the media may be interested
in obtaining your comments in relation to company matters. It is important that you do not discuss any aspect of your employment or work, or make any statement regarding your place of work, HCA UK, or our service-users / patients to press, radio or television journalists or members of the press.
If you are approached by a journalist
(by telephone, email or face-to-face)
for a comment, opinion or information,
or by someone who you suspect might be a journalist, please pass on their details with a brief outline of their request or enquiry to our press office:
Brands2life
Tel: 07949 504 396
Email: [email protected]
For further information, please refer to our
Media Relations Policy.
Stop and Search
In rare cases HCA Healthcare UK may have serious suspicions that colleagues are in possession of property that they are not authorised to have. It is a term of your employment that, if requested by a Manager, you will be required to give permission to a search of your locker, person, bags, vehicle, or any other items in your possession.
Prior to any search commencing, you will be given the reasons for it taking place and invited to have a witness present. A request to submit to a search does not imply any wrongdoing on your behalf.
For further information, please refer to our
Stop and Search Policy.
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Reporting an Information Governance Incident
Reporting incidents is the responsibility of all staff, temporary or permanent, and the rapid investigation of incidents improves claims and complaints management.
Any breach or suspected breach of information security involving the confidentiality, integrity or availability of data (both hard copy and electronic, clinical and non-clinical data) must be reported on Datix.
Examples of information security incidents include:
• Loss or theft of patient or staff records.
• Personally Identifiable Data (PID) not
being sent securely.
• PID sent or disclosed to the wrong recipient (via email, fax, post or over the telephone).
• PID found on display, for example left on a printer/copier.
• Loss or theft of HCA UK laptop, HCA UK mobile phone or USB stick.
Details of the incident reporting process can be found in the Corporate Incident Reporting, Management & Investigation Policy on the Intranet.
Monitoring Access to Personal Identifiable and Sensitive Information
HCA UK reserves the right to monitor activities on HCA UK’s infrastructure and electronic systems in accordance with
the relevant legislation, to preserve the integrity and continuity of the HCA UK computing environment and in accordance with relevant legislation.
Any breach of security or infringement of confidentiality may be regarded as gross misconduct, which may lead to disciplinary action or dismissal in accordance with disciplinary procedures.
USB/Portable Computing Devices
Sensitive corporate and personal identifiable information must not be stored or transferred using any unencrypted “USB Memory” device.
Further information:
You can contact Security and
Information Governance via: [email protected]
Online: http://ig.hcahealthcare.co.uk/ig/home.html or access the HCA UK Information Governance Policy and the HCA UK
Security Policy.
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24 HCA Healthcare UK


Information and Security
Working off-site
Staff are responsible for the security of
any portable devices (e.g. mobile phones, laptops, USB sticks) issued to them, and should take all necessary precautions to avoid loss, theft or damage. In the event of loss, damage or theft occurring, they must report this immediately to their Line Manager and the IT Service Desk if the device contained patient or staff information. Any loss should be reported by completing an Incident
Report form.
• Do not take medical records or other confidential information out of the office, and especially off-site, unless authorised to do so.
• Always make sure that a list of the records that you take off-site is retained at your base.
• Safeguard the security and confidentiality of the information at all times. If records are taken off-site by agreement, do not leave them in your car but take them with you, and especially do not leave them in your car overnight.
Please refer to the HCA UK Corporate Flexible Working Policy for further information.
Best Practice Guidance
Encryption is mandatory in all mobile devices used to store identifiable data.
Any portable computing device is a valuable item and must not be left unattended in a public place, left overnight, or left in vehicles.
Staff should be extra vigilant if using any portable computing device during journeys on public transport to avoid the risk of theft of the device or unauthorised disclosure by a third party “overlooking”.
Ensure that other ‘non’ authorised users are not given access to the device or the data it contains. This includes friends or family members.
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Your Rewards
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Your Rewards
Critical Illness Scheme
HCA Healthcare UK provides employees, who have 12 months’ service or more, with Critical Illness Cover. This will provide you with a lump sum payment should you be diagnosed with a critical illness subject to terms and conditions.
Full details of this scheme and the conditions which are covered can be found on the Intranet, Beneflflex or from the Central Reward team at the Corporate Offiffice,
242 Marylebone Road. Healthcare Trust Scheme
The Healthcare Trust Scheme is HCA Healthcare UK’s own medical benefifit, which provides you with medical treatment for acute conditions, normally within our own hospitals and subject to terms and conditions.
You will be eligible to join the Healthcare Trust Scheme the month after you have completed your probationary period; or if you miss that opportunity you can join at the next Benefifits Enrolment.
Further details on this benefifit can be found on the Intranet, Beneflflex or from the Central Reward team at the Corporate Offiffice,
242 Marylebone Road.
Employee Recognition Awards
At HCA Healthcare UK we like to recognise our colleagues for their hard work and ongoing contributions to the company. To help us do this we have a number of reward and recognition schemes in place.
Your local HR team will be able to provide you details of the recognition awards available for your location.
Employee Handbook 27


Pay and Deductions
If you are unsure of your basic pay rate you can find it in your Contract of Employment. Any future changes to your pay will be confirmed to you in writing.
All contracted colleagues are paid monthly in arrears by automated credit system (BACS)
to their designated bank account on the last banking day of each month. Please ensure you update any changes to your bank details to avoid any errors in pay. You can update your bank details via your Workday account by selecting the ‘Maintain Payment Elections’ action.
Please ensure you update any changes to your bank details to avoid any errors in pay. You can update your bank details via your Workday account by selecting the ‘Maintain Payment Elections’ action.
Your pay will be reviewed annually, although this does not mean you will automatically receive a pay increase.
Statutory deductions from pay can include Income Tax and National Insurance and any pension payments. Full details of your gross pay, deductions, and net pay (including calculations) will be shown on your e-payslip each month.
Deductions could be made from your pay in the following circumstances (but is not limited to):
• You have been paid holiday pay in excess of your entitlement.
• You have been paid sick pay in excess of your entitlement.
• You owe the company money.
• We have mistakenly overpaid you in the past.
• Where you have lost company property,
such as a key or security pass.
Likewise if we deduct too much pay, we will reimburse you.
If you have any queries regarding your pay, or if you feel that a mistake has been made, please discuss this with your Line Manager in the first instance. Contact the Payroll Department at the Corporate Office if you have any questions.
At the end of each tax year we’ll give you a statement (form P60) showing the total pay you have received during that year, including tax and national insurance deductions where applicable. Please keep this statement (form P60) in a safe place, as this is your record of income and you are responsible for ensuring you have accurate records
If you think you are paying too much or too little tax, you should contact the HMRC Tax Office who handle our employee records. The payroll department can give you
the company PAYE reference, which you must quote, along with your National Insurance Number.
Flexible Benefits
At HCA UK we operate a flexible benefits scheme. This means that you can change existing benefits or opt into new ones using a simple online process – Beneflex. You will receive your login details for Beneflex the month after you join the company. Enrolment windows are communicated throughout the year, although in some circumstances you can request a lifestyle event to change certain benefits.
You can find details of all the current benefits available in Your Guide to HCA UK Benefits, which you will receive at your induction, or on the Intranet. Further details of our benefits can also be found on Beneflex or from the Central Reward team at the Corporate Office, 242 Marylebone Road.
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28 HCA Healthcare UK


Your Rewards
Life Assurance Plan
Life Assurance is a benefit that provides a cash payment to a beneficiary if you die while you are employed by HCA UK. You can nominate a beneficiary by completing an expression of wish form, which you will be asked to do at Corporate induction, or which can be accessed from Grapevine.
Colleagues are covered under this benefit from their first day of employment with HCA Healthcare UK subject to eligibility.
ThePortlandHospital Maternity Benefit
The Portland Hospital is world renowned for the quality of its obstetrics care, so if you have been with the company for two years you
can take advantage of full obstetric care at
a discounted price, for normal delivery at
The Portland Hospital for Women and Children.
For further information, please refer to our
Portland Maternity Policy.
Pension
The purpose of the pension scheme is to
help you save for your retirement. HCA Healthcare UK has a money purchase pension scheme known as the HCA International Limited Staff Retirement Benefit Scheme. The scheme offers varying contribution levels depending on your length of service, and is paid by salary sacrifice. You can find more information on pension contribution levels
in Your Guide to HCA Benefits, which will be given out at Corporate Induction and the HCA International Limited Staff Retirement Benefits Schememembersbookletwhichis available via the ‘Empowering You’ intranet site.
All eligible employees will still be automatically enrolled into the scheme after three months of employment, however if
you want to sign up earlier you can do so by completing an opt in form. Please contact the Central Reward Team at the Corporate Office for further details. You will receive notification from payroll when you have been enrolled together with the contact details of the company’s pension provider.
Employee Handbook 29


Recruitment Incentive Scheme
If you introduce a friend or family member to HCA Healthcare UK who is subsequently recruited and passes their probationary period, you will receive a cash award.
You simply need to fill in the employee referral scheme form and ask your friend or family member to let the Recruitment team know that you recommended they apply for
the position.
More details on the Recruitment Incentive Scheme can be found on Grapevine.
Season Ticket Loan
If you are a permanent colleague and
have passed your probationary period, an interest-free loan of up to a maximum of £10,000 is available so that you can purchase an annual season ticket, which will save
you money on your travel to work. You can access the online application form through the season ticket loan approval system on Grapevine. Once you complete the form, it will be approved by your local HR team and your season ticket will be couriered to your place of work.
Repayment of this loan is deducted from your pay over a period of 10 or 12 months, depending on your preference.
When leaving HCA Healthcare UK, you will need to return your season ticket using the same season ticket loan approval system. Any outstanding balance on the loan will be deducted from your final pay, and you will be required to pay back any further outstanding monies to the company.
Study Leave/Funding
We are committed to helping our colleagues develop their skills, gain qualifications,
and improve their long-term career prospects. At HCA Healthcare UK we provide study leave for certain courses, and pay for all in-house courses offered.
Study leave and/or funding for courses not provided by HCA Healthcare UK may also
be granted at the discretion of your Line Manager, following a training need being identified. In the event that funding and/or study leave is given, you will be asked to sign a Study Leave Agreement form indicating acceptance of the terms and conditions that apply, including repayment of any fees paid if you leave the company within a certain time period.
For further information, please refer to our
Training, Development and Education Policy.
Voluntary Benefits
HCA Healthcare UK provides an extensive range of additional discounts on the HCA
UK Reward Gateway. This free service gives you money off every day items like your food shopping, as well as other treats like holidays abroad. The Gateway can be accessed on the Beneflex site.
All colleagues are eligible to take out membership of Costco Wholesale.
Full information on the range of services Costco provides can be found at www.costco.co.uk
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Your Rewards
Employee Handbook 31


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Absence from Work
32 HCA Healthcare UK


Absence from Work
Career Breaks and Sabbaticals
Some colleagues may be interested in taking a career break or sabbatical, which means they can return to work at the end of the break and maintain continuity of service,
as long as they meet the eligibility criteria.
A sabbatical is a period of extended leave
of three to six months to allow a colleague to develop their career or pursue a topic of special interest. A career break is a leave of absence from your role for three months and up to two years.
To qualify for a sabbatical or career break, you must have been with us for a minimum of two years.
For full details on career breaks and sabbaticals, including how to apply, please refer to the HCA UK Flexible Working Policy.
Bereavement Leave
There may be occasions when you need time off at short notice to deal with bereavement. We always want to support you as much as possible in these situations.
You should contact your Line Manager as soon as possible to discuss any bereavement leave. They will discuss your request with you and confirm if they can authorise the time off and how many days you will be able to take as Bereavement Leave.
Please refer to the Statutory Time Off – Special Leave Policy for more information.
Doctors, Dentists and Hospital Appointments
Circumstances may arise where you need time off for medical or dental appointments. Where possible, you should make these appointments outside of your normal working hours. If it is unavoidable, you should try to arrange them at the beginning or end of the working day, or during your lunch break.
You will normally be expected to make up any time taken out of your working hours.
Where an appointment requires a whole day’s absence, this will be recorded as sickness absence. Please ensure you provide your
Line Manager with adequate notice of any appointments you may have. Annual leave entitlement should be used for absence for cosmetic procedures.
Annual Leave
Your annual leave entitlement will be stated
in your Contract of Employment. Part time colleagues’ entitlement is based on the full time entitlement and then adjusted (or calculated pro-rata) to reflect actual contracted hours.
Our holiday year runs from 1 January to 31 December. If you join us part way through the holiday year, you will be entitled to a proportion of your total paid annual leave allowance which will depend on the number of complete weeks remaining in the holiday year. Your Line Manager will calculate your holiday entitlement for you.
We want our colleagues to take all their holiday in the year it is earned. You will only be allowed to carry holiday entitlement over into a new holiday year in exceptional circumstances (up to a maximum of 5 days entitlement), when approved in advance by your Line Manager.
Employee Handbook 33


Your holiday leave must always be agreed and authorised in advance by your Line Manager. You are required to give sufficient notice of
your request to take annual leave. We’ll try
our best to accommodate you, but this will always be subject to having enough people available to meet the needs of our patients and service-users. It is essential to have your holiday approved before you spend any money towards it or make firm commitments. Holiday is agreed on a first come, first served basis, so it is best to plan well in advance.
Normally a maximum of two weeks annual leave will be granted at any one time, although a maximum of three weeks may be approved if a request is made with enough notice and approved by your Line Manager.
In the event that you are refused annual leave and are subsequently absent due to illness during this period, you will be required to submit a medical certificate. If your Line Manager has reason to believe that there has been an abuse of process then a disciplinary investigation may be undertaken.
If you are requesting holidays to celebrate events or festivals related to your religion or beliefs, we will make every effort to accommodate you, where possible.
Unless otherwise stated, you may be expected to work on bank holidays.
If you fall ill while on annual leave, you should notify your Line Manager as soon as reasonably practicable and certainly within 24 hours of falling ill. On receipt of a self-certificate or fit note, you may be allowed to take your annual leave at another time.
If you leave HCA Healthcare UK, you will be entitled to payment for holidays accrued but not taken by your final date of employment with the company. If you have taken more than your holiday entitlement, a deduction will be made from your final salary payment.
For more detailed information on sickness absence, please refer to our Attendance Policy.
Army Reserves
To enable us to provide Reservist employees with appropriate support, please inform your Line Manager that you are a member of the Reserve Forces as soon as possible.
For full details of our procedures in this respect, please refer to our Statutory Time Off – Special Leave Policy.
Sick Pay
Any entitlement to sick pay is set out in your Contract of Employment and the Attendance Policy. If you do not comply with the Company rules on either notification of absence, or completion of the self-certification form, this could result in you not receiving company sick pay, and may also affect your entitlement
to Statutory Sick Pay. It may also, in some circumstances, be a disciplinary offence.
The company may deduct a proportionate amount from your pay for every day of absence if the company rules are not followed.
If you take sick leave and receive sick pay as
a result of an accident involving a third party, HCA Healthcare UK requires that sick pay is recovered and repaid to HCA UK where monies are being recovered from a third party.
For full details please see Attendance Policy.
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34 HCA Healthcare UK


Absence from Work
Sickness Absence
Extensive and unpredictable absence negatively impacts our ability to deliver stability and continuity of support to our service-users and patients, and therefore, fair and appropriate procedures will be implemented to manage high levels of absence.
It is the policy of HCA Healthcare UK to be supportive of our colleagues in all occurrences of absence. However, the company will also seek to address absence where a colleague has a high level of sickness absences in a rolling 12-month period.
Pandemic Influenza and Other Illnesses
HCA Healthcare UK colleagues may be at
an increased risk of influenza and other infections due to the nature of their job roles, many of which require direct patient contact. This also means that colleagues could transmit the infection to susceptible patients.
Each year HCA Healthcare UK will publicise its flu vaccination programme for which all colleagues are strongly encouraged to
sign up, to ensure they are immunised against influenza.
In the event of any pandemic, you should follow any Department of Health advice regarding attendance or seek advice from NHS direct.
Full details of your responsibilities with regards to sickness absence as a result of a pandemic can be found in our Attendance Policy.
In the event of a pandemic additional specific guidance will also be published and will be found on Grapevine.
What to do if you are Ill
If you are unable to attend work due to illness, you must telephone your Line Manager as soon as possible, but no later than one hour before your normal starting time, in the case of shift relief, at least two hours prior to the change over time. You must provide your Line Manager with the following information concerning your absence:
• The reason for absence (sick or unwell is not acceptable) and whether the absence is disability related.
• Expected duration of absence and any action being taken e.g. Doctor’s visit.
• Date of expected return to work OR if this is not known, date on which you will contact the Manager to provide an update.
• Details of how you can be contacted, either by landline or mobile.
It is important your Line Manager has
the opportunity to speak with you about
your absence, so electronic forms of communication (such as text messages or emails) regarding absences are not accepted.
You are expected to notify your Line Manager on a daily basis of on-going absence, unless a firm indication of the length of absence has previously been provided. A Statement of Fitness for Work (fit note) should be sent to your Line Manager from day eight onwards.
Returning to Work
On your first day of returning to work from any period of sickness, you will need to ensure that your Line Manager completes a return to work interview and form. This gives you both the opportunity to discuss the reasons for your absence and ensures we accurately process your sick pay.
Employee Handbook 35


The return to work interview will also ensure it is safe for you to return to work and, if appropriate, the necessary medical clearance has been obtained. The return to work form will also include any self-certification details that we will need if you were absent for less than seven days, or a fit note if longer than seven days.
You and your Line Manager will need to sign the form as confirmation of your discussion, and your Line Manager will suggest if a referral to Occupational Health will be of benefit to you. They will ask for your consent before referring you.
Occupational Health
In certain circumstances it may be necessary for the Company to obtain a Medical Report either from the employee’s Doctor/Specialist or from Occupational Health. The purpose of requesting this report is to establish:
• The reason for and likely duration of absence;
• When the employee will be able to return to work, and whether the problem will recur;
• What, if any, treatment is being prescribed; and
• Whether the employee can carry out all the duties of the job.
Volunteering
HCA Healthcare UK recognises the value of volunteering as an activity and is committed to supporting you whenever possible to carry out volunteer work within the community or for charitable institutions.
For full details of our procedures in this respect, please refer to our Volunteering Policy.
Time off for Public Duties or Attending Court
If you choose to play this important role in
the local and/or national community, we will wherever possible, support your involvement in community activities by allowing reasonable time off work, for example if you are:
• Elected to a local authority.
• Appointed to a public body.
• A governor at a local school or college.
There is no right to be paid for time off for public duties. However, at our discretion,
paid time off will be granted for the minimum amount of time that is required to fulfil your commitment to your chosen public service. Payment is made subject to deductions of any loss of earnings benefit to be reclaimed from the relevant body.
You should have a discussion with your Line Manager before agreeing to take on such duties where they are likely to involve a commitment during working hours, as approval is required.
For further details refer to Time Off/Special Leave Policy.
Jury Service
Time off may also be needed for jury service and other public duties. Please let your Line Manager know immediately if you are called for jury service. If you attend jury service, you will be paid the difference between your normal basic pay and your jury duty pay. You will be required to submit a claim to the Court for loss of earnings.
For further information about time off for public duties or jury service, please refer to the Statutory Time off – Special Leave Policy.
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Absence from Work
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Balancing Home and Work
38 HCA Healthcare UK


Balancing Home and Work
Adoption
HCA Healthcare UK wants to support parents who are adopting. If you are going through the adoption process, please inform your Line Manager of your expected placement date
as soon as possible, and within seven days of being notified by the adoption agency that you have been matched with a child. You can take up to 52 weeks’ statutory adoption leave (26 weeks’ as ordinary adoption leave and
26 weeks’ additional adoption leave).
For full details of your rights and responsibilities, please refer to our Adoption Policy.
Flexible Working
We recognise the benefits of developing positive flexible working arrangements
to allow our colleagues to balance their commitments and interests outside of work with their roles at HCA Healthcare UK.
All colleagues can request flexible working on either a short term or permanent basis, examples of which include:
• Part time working.
• Job sharing.
• Home working.
For full details of how to apply for a variety of flexible working arrangements, please refer to our Flexible Working Policy.
Maternity
If you become pregnant, please let your Line Manager know as soon as possible. This will help us put in place any support you may need with your role, and give us enough time to ensure we have considered any health and safety needs. As a minimum you must let your Line Manager know, at least 15 weeks before your baby is due, of your expected due date and when you plan to start maternity leave.
You will be entitled to take 26 weeks’ ordinary maternity leave and 26 weeks’ additional maternity leave.
For full details please see our Maternity Policy. Paternity
When your partner or spouse gives birth, or you are adopting a child, and you have at least 26 weeks’ continuous employment with the company ending with the 15th week before the expected week of childbirth, or the end of the week in which the child’s adopter is notified of being matched with the child, you are entitled to take two weeks’ paternity leave.
You should let your Line Manager know that you plan to take paternity leave as soon as possible, and no later than 15 weeks before the baby is due to be born. In the case
of adoption, you must let us know within seven days of being notified of having been matched with a child.
For more detailed information, refer to our
Paternity Policy.
Employee Handbook 39


Parental Leave
If you have been employed by HCA Healthcare UK for more than one year,
you are entitled to take up to 18 weeks’ unpaid leave, less any leave you have already taken with another employer, for each child up to the age of 18. That leave can be taken in blocks of one week, up to a maximum of four weeks in any one year. Parental Leave should not be confused with Shared
Parental Leave.
For full details, please refer to our Parental Leave Policy.
Shared Parental Leave
Shared parental leave enables mothers who are entitled to maternity or adoption leave, and pay, to share their maternity leave entitlement with their partner. Parents have the option of taking time off work at the same time and/or taking it in turns to have periods of leave to look after their child.
Eligibility requirements and the process of Shared Parental Leave is very complex, so if you are thinking of using the Shared Parental Leave scheme, you should talk to your Line Manager or your local HR team first.
For further information, you can also look at our Shared Parental Leave Policy.
Time off for Dependants
There are occasions when you may need time off at short notice to deal with emergencies involving a family member or dependant, and we will always try and support you in these situations.
If an emergency situation arises, you should speak to your Line Manager immediately and let them know how long you expect to be away from work.
For more information, please refer to our
Time off for Dependants Policy.
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Balancing Home and Work
Employee Handbook 41


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Supporting You
42 HCA Healthcare UK


Employee Assistance Programme
At HCA Healthcare UK, we want to ensure that all of our colleagues are able to access confidential help and support. You and your immediate family are able to access the Employee Assistance Programme (EAP).
This helpline support is free, confidential, and independent. It is also available 24 hours a day, 7 days a week.
Through this service you can access expert advice, invaluable information, specialist counselling, and support. This will help you and your immediate family prepare and cope with life events – things that could potentially cause anxiety and stress.
For example, starting a new job, staying healthy, managing finances, and personal or family issues.
There may be times when you need to speak to someone about some aspect of your employment with HCA Healthcare UK. If you do, you can follow this process:
Step one
To begin with, you should talk to your Line Manager.
Step two
If your Line Manager is unavailable or if you are unable to speak to them, contact either your Head of Department, or local HR team at your facility.
Step three
Alternatively, or if you just want to talk, you
can contact our HR Central Support team on 020 7563 8011. They will be able to help you, or if appropriate, refer you onto a more specialised member of the team. If you have a query in areas such as payroll, resourcing or training, you can email the Central Support team on [email protected]
Step four
If you feel unable to raise your concerns through these channels, or you have used these channels and you are not happy with the outcome, you can then follow our Grievance or Whistleblowing processes, or contact our Ethics Line.
To access the EAP, you can call free on 0800 328 1437, quoting HCA, alternatively you can access online support via www.employeeassistance.org.uk
Raising Concerns
There will be times when our colleagues need some additional help, support and advice, but might not be sure of the best way to access this support. The HR team, your Managers, and the Executive team are all here to help support you if you have any concerns or issues.
As a company we believe in the importance of good communication and encourage participation in this communication at all levels. A lot of the information you’ll need if you wish to raise a concern or query can be found on our Intranet, Grapevine. You can also refer to the “Here to help when you need it” booklet for more information.
Supporting You
Employee Handbook 43


Dignity at Work
HCA Healthcare UK is committed to ensuring that everyone is able to work without fear
of harassment, bullying or intimidation; to secure an environment in which you can flourish and achieve your full potential.
Everyone has a part to play by ensuring that their own behaviour, whether intentional
or unintentional, does not constitute harassment. The company will take action against inappropriate behaviour which shows lack of respect for others or which leads to people feeling threatened.
Definition of Harassment
Harassment is behaviour that has the
purpose or the effect of offending, hurting, degrading, or intimidating a person or persons, or violating dignity. It may be a single event, sporadic event, or a continuing process.
Bullying is an aspect of harassment. It is defined as the persistent intent to hurt or humiliate someone. The defining feature of harassment or bullying is that the behaviour is unwanted by the recipient, and unwarranted by the working or social relationship, and would be regarded as such by any reasonable person.
Harassment or bullying may be verbal, non-verbal, physical, written or by other means of communication including electronic communication.
Victimisation is where someone is treated
less favourably because they have taken or intend to take action under the Harassment and Bullying Policy and within the scope of the Equality Act 2010, or are supporting somebody who is doing so.
Some examples of harassment are:
• Unwanted physical contact; from touching to serious assault.
• Offensive jokes, banter, language, gossip, slander, racist, sexist or ageist remarks.
• Offensive posters, pictures, written material, graffiti, obscene gestures, flags or emblems.
• Pressure, for example, to provide sexual favours or pressure to participate in political or religious or social groups.
• Isolating, excluding or not cooperating with a colleague/colleagues.
• Unjustified pestering.
You can play a part in preventing
harassment by:
• Being sensitive to others and thinking about how your words or actions might be viewed by them.
• Making sure your actions do not cause offence.
• Offering your support to somebody who you know is being harassed, and report it to your Line Manager.
• Speaking up if you think someone else’s behaviour or words are inappropriate.
We will deal with any complaints of bullying, harassment or victimisation fairly, confidentially and sensitively. We will take action against any forms of discrimination that breach our policies and all instances of bullying, harassment or victimisation will be subject to our disciplinary procedures.
For more information please refer to our
Harassment and Bullying Policy.
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44 HCA Healthcare UK


Supporting You
Let us Know – Informal Procedure
Colleagues who are concerned about incidents of bullying and/or harassment are advised to make it clear immediately to the bully or harasser that their behaviour
is unacceptable and must stop (if they feel comfortable doing so).
There are a range of options depending on the nature of the complaint, and who is involved. The individual making the complaint can undertake any of the following actions:
• Arrange to talk to someone in HR who can support and advise them.
• Talk or write to the individual who is the subject of the complaint to inform them of the unacceptable nature of the behaviour and request that they stop. Cessation of the behaviour and an apology (if there
has been any unacceptable behaviour) may be sufficient to bring the matter to a close. The individual making the complaint may ask for someone to accompany them when speaking to the subject of their complaint or speak on their behalf.
• Seek a meeting with their Line Manager. Depending upon the nature of the complaint, the Line Manager may undertake to resolve the issue or advise the individual making the complaint on further appropriate steps.
Let us Know – Formal Procedure
Where informal methods fail, or serious bullying and/or harassment occurs, colleagues are advised to raise a formal grievance.
The grievance should be made in writing and, where possible, state:
• The name of the bully and/or harasser.
• The nature of the bullying and/or
harassment.
• Dates and times when the bullying and/or harassment occurred.
• Names of witnesses to any incidents of bullying and/or harassment.
• Any action already taken by the complainant to stop the bullying and/or harassment.
The grievance should be sent in confidence to your Line Manager, or if that is not appropriate, to your local HR team. Please remember
that we expect all grievances to be made in good faith. Anyone found to have brought
a malicious complaint may be subject to disciplinary action.
For more information, please refer to our
Grievance Policy.
Employee Handbook 45


Ethics Line
At HCA Healthcare UK we are committed
to ethical and legal conduct which complies with all relevant laws and regulations, and to correcting wrongdoing wherever it may occur in the organisation.
The Ethics Line is a confidential phone line, based in the USA, which you can call to report any concerns relating to ethical conduct.
You can do this anonymously if you wish.
Once you have made the call, the Call Centre Executive writes a summary of the issue and sends it to Mike Neeb, President and CEO of HCA Healthcare UK or Jasy Loyal, Executive Director/VP of Legal Services, as appropriate, who will decide how the issue can be investigated most appropriately.
When the investigation has been carried out, you will receive feedback from the Ethics Line.
To contact the Ethics Line you should call 0800 890 011, and then extension number 1800 455 1996.
Whistleblowing
Colleagues may from time to time become aware of wrongdoings taking place within our business. If you have a reasonable belief that a serious wrongdoing has happened, is currently happening, or is about to happen, you should bring this to the attention of your Line Manager, Head of Department or local HR department.
Examples of circumstances where you might need to report an issue under the Whistleblowing Policy include:
• Physical or financial abuse.
• Fraud or other financial irregularity. • Clinical malpractice.
• Health and safety risk.
• Bullying or harassment.
If you report an issue under this policy you will be protected from victimisation.
You can find more information on this in
our Whistleblowing Policy. If you feel unable to raise this matter within HCA UK, Public Concern at Work (PCaW) runs a completely confidential helpline and email service and can be contacted either on 020 7404 6609 or www.pcaw.co.uk
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46 HCA Healthcare UK


Supporting You
Employee Handbook 47


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Your Working Environment
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Your Working Environment
Anti-Human Trafficking
HCA Healthcare UK is committed to a
work environment that is free from human trafficking, forced labour, and unlawful
child labour. We strongly believe that we are responsible for promoting ethical and lawful employment practices. We also require that these principles are followed by our suppliers, subcontractors, or business partners worldwide.
If you have concerns about human trafficking, forced labour, or unlawful child labour relating to a colleague, patient, supplier or business partner, you should discuss this with your Line Manager.
Capability Policy
We try at all times to ensure that our colleagues are able to achieve and maintain
a high standard of performance in their work. Your Line Manager will work with you to set standards, monitor, and give regular feedback on your performance, as well as ensuring that you are given appropriate training and support to meet these standards. You should make every effort to reach and maintain a high standard of performance in your work, and highlight any concerns to your Line Manager as soon as possible.
If your Manager has concerns about your performance at work, they will first attempt to deal with it through informal discussions. However, if despite all necessary training and support, you are not able to achieve a satisfactory level of performance; your Line Manager may follow the Capability Policy and Procedure.
Disciplinary Procedure
We value high standards of personal conduct, attendance and job performance so it is important that you understand our policies and procedures.
A fundamental part of this is the disciplinary procedure which ensures everyone is treated in a fair and consistent manner.
What is the Disciplinary Procedure?
The Disciplinary Policy exists to help and encourage you to act responsibly, and to achieve and maintain acceptable levels of behaviour, conduct and attendance. The Company’s aim is to ensure any breach of Company rules and standards is dealt with in a consistent and fair way.
The disciplinary procedure provides a framework for dealing with instances where it is alleged
that colleagues have not met the required standards. The aim is to ensure prompt, consistent, and fair treatment for all and to assist in enabling both you and the Company to be clear about the expectations of both parties.
Your Line Manager will make every effort to resolve minor offences outside of the formal procedure through informal discussions.
Only where this fails to bring about the desired improvement, or the failing is deemed so serious, will the formal disciplinary procedure be implemented. Before a disciplinary meeting is convened, there
will normally be an investigation into the circumstances of the alleged misconduct. During the initial investigation meetings, you will not normally have the right to bring a union representative with you; only during the formal procedure will you have this right.
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The key purpose of any disciplinary action
will be to seek to correct any breach. The disciplinary procedure involves four progressive stages of action – a verbal warning, a first written warning, a final written warning and, finally, dismissal. One or more of these stages may be omitted if the issue is sufficiently serious, however, a colleague will not normally be dismissed for a first breach except in the cases of gross misconduct.
What is Gross Misconduct?
If, on completion of the disciplinary hearing, the company believes that gross misconduct has occurred the result may be to dismiss the employee with immediate effect, i.e. without notice or pay in lieu of notice. The following list, which is not exhaustive, provides examples of offences that are normally regarded as gross misconduct:
• Assaulting or using physical violence towards any person while on
HCA Healthcare UK property.
• Theft or unauthorised removal of property (including information) belonging to HCA Healthcare UK, patients, fellow employees, or a third party.
• Reporting for duty or being on duty while under the influence of alcohol or drugs not medically prescribed.
• Soliciting tips and/or gratuities and/or personal favours.
• Sabotage of HCA Healthcare UK premises or equipment.
• Wilful destruction of/damage to hospital, Company or patient property.
• Conduct likely to endanger persons or property.
• Deliberate refusal to carry out reasonable instructions given by management or persistent or serious insubordination.
• The use of obscene language or behaviour, or violent, abusive or intimidating behaviour.
• Failure to produce and maintain any registration or enrolment appropriate to the employee’s appointment and profession.
• Failure or refusal to produce appropriate proof of right to work in the UK.
• Disclosure or inappropriate use of patient and/or confidential information.
• Knowing and deliberately contravening health and safety regulations.
• Sexual, racial or other discrimination or harassment of a fellow employee, patient or other third party on any grounds.
• Serious breach of company policies.
• Sexual misconduct at work.
• Deliberate falsification of records, reports, accounts, expense claims or self-certification forms for personal gain.
• Failure to disclose criminal offences prior to employment or any criminal convictions which occur during employment in a timely way.
• Continued unauthorised absence from work and failure to communicate appropriately regarding the on-going absence.
• Breach of the Code of Conduct.
• Breach of the Bribery Act or HCA UK Anti-Bribery Policy.
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50 HCA Healthcare UK