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This handout is designed to give you guidance about how to solve problems that may come up on the job.
The statements below are Arion Care Solutions (ACS) company policies. Failure to comply with these
policies may result in disciplinary action which may include termination of employment. Please initial each
item after review and contact your supervisor if you have any questions.
TIME SHEET ACCURACY AND HABILITATION
Initial: __________
Your time sheet must accurately reflect the hours you work. For example, if you work from 6:00 am to 8:00 am and again from
10:00 am to 12:00 pm, do not record on your time sheet that you worked from 6:00 am to 10:00 am. Even though both equal
4 hours, it is not accurate and would be considered Medicaid Fraud. You must also use AM and PM to denote time of day.
Time sheets that do not reflect AM and PM are considered inaccurate, and may not be accepted. Time sheets must be initialed
by the Responsible Person for every line entered on the time sheet, and then signed by the employee and the Responsible
Person in the appropriate place at the end of the pay period. Time sheets that are not properly completed may not be paid.
Please be aware if you billed habilitation hours, your monthly Habilitation reports are due with your time sheet on the first
of every month. Failure to turn these reports in, or failure to turn your time sheet in on time, may result in delay of payment,
and may also result in disciplinary action which may include termination of employment and/or late fees may be assessed.
Fraud
Initial: __________
ACS will NOT tolerate any form of fraudulent behavior and will prosecute all proven cases of fraud to the fullest extent possible
by law. Fraudulent behavior includes, but is not limited to; adding hours that have not been worked to a time sheet, for example
adding hours to reimburse for gas and signing and/or initialing in the space provided for the responsible person. Submitting time
sheets that have been forged is a class 4 felony in Arizona. Criminal action and termination of employment may be involved in any
proven acts of fraud, including the inability to work with children and vulnerable adults.
PAYCHECKS
Initial: __________
It is very important to us that you be paid correctly. If your paycheck is inaccurate, please notify your supervisor immediately,
and we will resolve the issue as soon as possible. If a paycheck is lost due to an employee not notifying us of an address
change, the employee will be charged the bank fee to stop payment on a check that needs to be re-issued. All employees
are required to maintain current contact information. (Name, address, phone number, email). All requests for changes to
paychecks ie adding or cancelling direct deposit MUST be in writing.
LATE PAYCHECKS
Initial: __________
In addition to being paid correctly, it is very important that you send your time sheet in on time. If we receive your time sheet
after payroll closes, you will receive a warning regarding late time sheets. If we receive a second late time sheet from you, you
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will be charged a $5.00 late fee. If we receive a 3 late time sheet, you will be assessed a $10.00 late fee. After the 3 late
time sheet, the late fee will remain at $10.00. Late paychecks are available for pick up at our office in Chandler. These checks
will be mailed out on the next scheduled payday if not picked up before then.
CURRENT CONTACT INFORMATION
Initial: _________
Every ACS employee is required to notify us in writing (via email or fax) within 10 days if their contact info changes (name,
address, phone or email address).
JOB LOSS/RESIGNING FROM A CLIENT
Initial: __________
If you stop working with a member, for any reason you must notify your supervisor by the end of the next business day.
Failure to contact your supervisor may result in your voluntary resignation. Although we realize that the parent/responsible
party is in charge when it comes to their family member, it is important to remember that your direct supervisor is the Area
Manager/Area Supervisor who hired you. We provide services to people with developmental and physical disabilities and
people who are elderly and in need of assistance. There are instances when an employee may lose their hours and/or services
due to the member losing services, or services being reduced. We will attempt to offer a different job with members who
qualify for services. Refusal to work with a qualified member is considered a voluntary resignation. For example, if an
Revised: 3/31/15
Ari on Care Sol uti ons, LLC
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employee is currently working, and they decide they do not want to work with that member anymore, this will be considered a
voluntary resignation from ACS.
VARIABLE HOUR EMPLOYEE/NOT WORKING/VOLUNTARYRESIGNATION
Initial: __________
You are being hired as a variable hour employee. This means you ARE NOT guaranteed a particular work schedule, location,
hours, services or client. Refusal to accept any of the above may result in your voluntary resignation. We do not guarantee that
your job will be located less than 30 miles from your home. Simply put, we will not employ people who refuse to work.
If you do not work for 90 consecutive days, and have not contacted us, we will accept your voluntarily resignation. If you wish
to take an extended leave of absence (for example: to attend school), you MUST make arrangements in advance with your
supervisor. Please provide us with notice in writing if you are resigning within 24 hours.
CURRENT CERTIFICATIONS
Initial: _________
ACS is required by contract to ensure that all our employees maintain current certifications and licenses. As a courtesy, we
send reminder letters/emails at least 2 months prior to expiration of certification(s). You will also receive weekly reminder
emails one month prior to the expiration date. You will receive this reminder email until your certification is received and
entered in our system. Regardless of whether you receive a courtesy reminder, or not, you are expected to renew and submit
copies of your certifications PRIOR to their expiration dates Failure to maintain current certifications may result in disciplinary
action which may include suspension and/or termination of employment, or suspension of driving privileges, if applicable. No
employee may work without current certifications on file. *Please note that on line CPR and First Aid classes are NOT
accepted.
PRE SERVICE ORIENTATION (PSO)
Initial: __________
A client orientation (PSO) is REQUIRED prior to working with anyone. You must submit a properly completed PSO to your
supervisor for every person you work with PRIOR to beginning work. All time sheets submitted without a corresponding PSO
will be held for payment until the PSO is received and disciplinary action may occur.
LICENSED SETTINGS
Initial: __________
Staff MAY NOT take a member to their home unless it has been licensed. Anyone over 18 residing in a licensed home must be
fingerprinted and copies must be submitted to ACS. Respite is the only service authorized to take place in an employee’s home.
Taking a member to an employee’s home that is not licensed may be grounds for termination. All outings and visits to others
homes must be approved by the Responsible Person (parent/guardian) in writing in advance.
If you hold a license to provide ADH, CDH, or Foster Care services in your home – you have disclosed this to ACS, and you are
aware of the policy regarding billing for multiple individuals. If you are billing for multiple individuals, they must all be ACS
members, and all the hours must be billed by ACS.
SERVING NON-CLIENTS
Initial: __________
It is a violation of ACS policy to care for non funded individuals when being paid to provide services. Simply put, you cannot
care for a member’s siblings, relatives, spouse or other individuals while you are being paid by Arion Care Solutions, LLC.
WORKING WITH MULTIPLE AGENCIES/CURRENTLY EMPLOYED
Initial: __________
ACS does not prohibit its staff from working with other agencies. However, if you are billing hours with another agency for an
ACS member, or providing group services involving other agencies, you MUST inform your direct supervisor. This is to ensure
the hours are being billed appropriately for services. Billing for multiple members must all be done through ACS. Please notify
your supervisor if you are currently employed in addition working for ACS and notify us if your availability changes.
HOSPITALIZATION/THERAPY
Initial: __________
AHCCCS Rules and Regulations do not allow anyone to bill hours while a person is hospitalized due to a double bill situation.
AHCCCS audits hospital stays and if we determine you have billed hours after a member has been admitted to the hospital you
may be subject to disciplinary action and will be required to pay the hours back to ACS. Employees are able to bill when they
accompany an individual to a therapy session (e.g., Occupational, Physical, Speech Therapies) AND the ISP team has approved
this. If therapy is billed privately (i.e., not through AHCCCS or Medicare) the hours may be billed.
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TRAVEL OUT OF STATE/OUT OF THE COUNTRY
Initial: __________
Please note that if a member wishes to receive services while traveling outside the state of Arizona, the Support Coordinator
needs to approve this in advance. No billing is allowed if the member is traveling outside of the country.
“VOLUNTEERING” HOURS/MONTHLY ALLOTMENTS
Initial: __________
The Department of Labor rules state that employees are not permitted to volunteer (work without pay) with ACS members.
The number of hours a member receives per month may vary based on assessed needs of the member so it is imperative that
you are aware of the number of hours that you are authorized to work on a monthly or weekly basis. Staff will not be paid if
they work over the amount of authorized hours. Contact your supervisor if you have ANY questions regarding hours.
Family Medical Leave Act (FMLA)
Initial: __________
If you will be off work for more than two weeks due to illness or a family emergency, you are required to take FMLA leave.
Contact your supervisor for information about FMLA leave.
ABSENTEEISM/TARDINESS
Initial: __________
The ability to show up as scheduled is a critical job function. Even a single “no call/no show” absence is a reason for separation
of employment. Two consecutive occurrences are automatically considered job abandonment and a voluntary resignation.
It is also crucial that you arrive on time for your scheduled shift. Most of our members do not have “alone time” and cannot be
left unattended. Even a single instance of tardiness may be cause for termination of employment if a member is endangered.
Even if you work with a member who lives alone, being on time for work is a requirement. If you have an emergency and are
going to be absent or late, you must notify your supervisor and the member or guardian immediately and prior to the start of
your shift. Adequate notice, at least 24 hours, is required for every incident. In case of an unexpected incident, please give at
least 2 hours notice when possible. If you are unable to speak with your supervisor, you are required to call the office at (480)
722-1300 (Mon – Fri 8:30am – 5pm) or the after hours emergency number (1-877-307-4668). DO NOT expect your supervisor
to know you will be absent or late, do not expect them to accept a text message or voice mail, you must speak to someone
directly.
CONFIDENTIALITY
Initial: __________
It is a violation of ACS policy and HIPAA rules to release and/or share ANY information regarding ACS members. This includes,
but is not limited to, sharing names, photos, etc.in any format; spoken, written and/or electronic medium (Facebook, twitter
etc.). ACS employee’s ARE NOT permitted to post photos, names or even the fact that you work with a person with a disability,
video’s etc., on Facebook, Twitter, LinkedIn, or any other social media site. ACS employee’s ARE NOT permitted to share
information regarding a member with anyone other than state personnel responsible for the member, guardians or other staff
when the information is needed by the other staff. This includes not talking about their names, their characteristics, their
address, where they live or any other identifiable information.
PROFESSIONALISM
Initial: __________
You were hired to provide a very important service to vulnerable person. The member and his/her family look to you for
guidance, leadership, and expertise. You are required to behave in a professional manner and have a good attitude at all
times. This includes your tone of voice, word choice, facial expression, body positioning and posture. This also includes not
bringing other people to work with you (no children, significant others, or family members). Exceptions must be at the
invitation of the member and/or guardian and be pre-approved by your supervisor.
HARASSMENT
Initial: __________
All forms of harassment are forbidden. This includes, but is not limited to, conduct that demeans or belittles any individual on
the basis of race, religion, national origin, sexual preference, age, disability, or gender that results in a hostile or offensive work
place. You cannot harass members, member families, or co-workers. We also will not tolerate them harassing you. If you feel
that you are being harassed you are required to immediately notify your supervisor or another company official that you feel
comfortable with. This would include any Program Supervisor, Area Supervisor, Area Manager, Human Resources, Director
and/or the VP of Operations, CFO, CEO or COO.
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PORNOGRAPHY
Initial: __________
You cannot view or use pornography, induce others to view or use pornography, or discuss pornography or other sexual
materials or activities with any member or co-workers. Such activities are reason for immediate separation of employment and
possible criminal and/or civil action.
NO BORROWING OR LENDING
Initial: __________
Do not borrow from, nor lend money or other property or accept any gifts from a member or their guardians or families.
INCIDENT REPORTING
Initial: __________
All ACS employees are “Mandatory Reporters” of Abuse and/or Neglect. This means that you are required to report any
instance of suspected or known abuse or neglect to your supervisor as soon as you become aware of a situation whether you
are in a work situation or not. You are also required to report any incident involving a member as soon as the situation is safe
and at least within 24 hours. Examples include but are not limited to any injury, hospitalization, police involvement, any call to
emergency services (911, police, fire) or media involvement, community complaint, death, missing person, suicide attempt.
ACCIDENT/INJURY REPORTING
Initial: __________
All accidents and injuries are required to be reported immediately or as soon as is reasonable after the emergency has been
attended to, to your supervisor. Your supervisor will discuss the ACS return to work policy. A written incident report is
required within 24 hours of the occurrence.
CELL PHONE USE
Initial: __________
You are not permitted to use your cell phone/smart phone/computer for personal reasons while at work. The use of cell
phones (including texting, talking and email) while driving is strictly prohibited. If you have an emergency, you MUST pull over;
off the road entirely to be sure you and your passengers are safe.
STATEMENT OF UNDERSTANDING
I, the undersigned, have read and understand the Policies and Procedures contained in this document and agree to act in
accordance with them. I attest that I agree to follow the above required policies.
I acknowledge that I have contacted my supervisor and asked any questions that I may have regarding any of the issues listed
above.
___________________________________________________________
Employee Name (PLEASE PRINT)
_____________________________
Date
___________________________________________________________
Employee Signature
The policy statements above do not supersede statements made in the ACS Policy and Procedure Manual, the Employment
Agreement, or the Code of Conduct. They are designed to amplify and clarify those documents and provide staff with guidance
about how to resolve issues that may arise in the course of performing their job duties.
Revised: 3/31/15