PHC Working Remotely Agreement - Providence Health Care
Transcript of PHC Working Remotely Agreement - Providence Health Care
Page1of5 August2021
PHCWorkingRemotelyAgreement
EmployeeInformation
EmployeeName
EmployeeIDNumber
PositionTitle
Department
LeaderName
PrimaryPHCSite
WorkplaceFlexibilityAgreement
NewUpdateTerminationEffectiveDate:
WorkplaceLocationDetails(ifapplicable)
HybridSchedule 1-dayremote3-daysremote5-daysremote
2-daysremote4-daysremote
Availability Scheduleisreflectedintheemployee’sOutlookcalendar
Site(s)Selectandcompleteallthatapply
Home StreetAddress:
City:
PostalCode:
Otherflexiblelocation
StreetAddress:
City:
PostalCode:
EmergencyContactInformation
NamePhoneNumber
WorkingAloneorinIsolationCheckinProcedure
“Workingaloneorinisolation”referstoworkincircumstanceswhereassistancewouldnotreadilybeavailabletotheemployeeinthecaseofanemergencyoriftheemployeeisinjuredorinillhealth(seePHCWorkingAloneorinisolationpolicyhttp://shop.healthcarebc.ca/phc/PHCPolicies/B-00-11-10189.pdf).Insituationswhereworkingremotelyisconsideredworkingaloneorinisolation,acheckinprocedureisrequired.
WorkingAloneorinIsolationCheck-inprocedure(onlyifrequired)
Dailystartandendofshiftinstantmessage
Dailystartandendofshiftemail
Dailystartandendofshifttext
Page2of5 August2021
Terms&Conditions
Theprovisionsofallrelevantlegislation,workplacepoliciesandguidelines,CollectiveAgreements,andTermsandConditionsofEmploymentcontinuetoapplywhenanemployeeisworkingremotely.Employeestatus,compensation,benefitsandleaveentitlements,workresponsibilities,workhours,andeligibilityforauthorizedovertimearenotalteredandaremanagedthroughexistingpractices/directives.
Performance ItistheexpectationofProvidenceHealthCarethatemployeesworkingremotelywillcontinuetomeettheiremploymentobligations.Anemployeehasthesameperformanceaccountabilitieswhenworkingremotelyastheydowhenworkingon-site.Similarly,amanagerhasthesamesupervisoryaccountabilitiestoemployeesworkingremotelyastheydotoemployeesworkingon-site.
RemoteWorkspace Theemployeeshalldesignatearemoteworkspace.Themanagermustapprovethesitechosenastheemployee’sremoteworkspace.Theemployeeshallmaintainthisworkspaceinasafecondition,freefromhazardsandotherdangerstotheemployeeandtoPHCtechnology.ProvidenceHealthCarehastherighttomakeon-sitevisits(with48hoursadvancenotice)totheremoteworklocationforpurposesofdeterminingthattheworkspaceissafeandfreefromhazards,andtomaintain,repair,inspect,orretrievePHC-ownedtechnology,software,dataorsupplies.
OccupationalHealth&Safety Theemployee’sremoteworkspacewillbeconsideredanextensionoftheorganization’sworkplace.Therefore,whenworkingremotelyduringworkhoursandwhileperformingwork-relatedfunctionsinthedesignatedremoteworkspace,theemployeeiscoveredbyWorker’sCompensation.Reportingandinvestigationofincidentsandhazardswillfollowtheorganizationalprocess.Theorganizationassumesnoliabilityforinjuriesoccurringintheemployee’sremoteworkspaceoutsidetheagreed-uponworkhoursorwhentheemployeeisperformingnon-workrelatedactivities.Iftheremoteworkspaceisinanemployee’shome,theorganizationisnotliableforloss,destruction,orinjurythatmayoccurinortotheemployee’shome.Thisincludesfamilymembers,visitors,orothersthatmaybecomeinjuredwithinoraroundtheemployee’shome.
InformationPrivacy&Security Employeescontinuetobeaccountabletoensureprivacyandsecurityofhealthandbusinessinformation,aswellasthesecurityofdataandtechnology,regardlessofwheretheywork,asoutlinedinthePHCInformationPrivacyandConfidentialityPolicyandPHC,PHSAandVCHInformationSecurityPolicy.TocomplywithPHC’sobligationsundertheBritishColumbia
Page3of5 August2021
FreedomofInformationandProtectionofPrivacyAct,anyemployeeworkingwithpersonalInformationmustonlyaccesstheinformationfromalocationwithinCanada.Employeeswhoareworkingremotely,andareaccessingPHCinformation,dataordocumentsthatcontainpersonalinformation(employee,volunteer,credentialedstaff,studentorpatient/resident/client)orconfidentialbusinessinformationarerequiredtousePHCsecureaccess,eitherCitrixRemoteDesktoporCitrixVPN.Employeesareresponsibleforsecuringandprotectingtheproperty,documentsandinformationbelongingtotheemployer.Iftherearepaperdocumentswithanypersonalinformation,theymustbestoredineitheralockcabinetoralockedroomthatnoothermemberofthehouseholdcanaccess.Employeeswillpromptlyreporttotheirmanageranycircumstancesorincidentswhichmaycompromisetheconfidentialityofanyproperty,documentsorinformationinconnectionwiththeiremployment.
PHCSecureRemoteAccess PHCwillprovideemployeessecureremoteaccesstothePHCnetwork.TheaccesstoanduseofthePHCnetworkfromaremoteworklocationislimitedtoauthorizedpersonsandforpurposesrelatingtotheorganization’soperations.IfanemployeehasaPHC-issuedlaptop,thelaptopshallhavetheappropriatesecurityapplicationsinstalledsothattheemployeewillhavesecureaccesswhenworkingremotely.IftheemployeedoesnothaveaPHC-issuedlaptopandisusingtheirpersonalcomputer,theemployeeshallhavetheappropriateapplicationsinstalledtoenablesecureremoteaccess.
ReimbursementofEmployeeCosts WorkingremotelymustnotresultinadditionalcoststoPHC.ProvidenceHealthCarewillnotpayfor,orreimbursetheemployeefor,anycostsassociatedwithsettingupand/ormaintainingaremoteworklocation.PHCwillnotpayfor,orreimbursetheemployeefor,thecostoftechnology(computer,keyboard,mouse,monitor,etc.),furniture(desk,desklight,chair,filingcabinet,etc.),oranyportionoftheremoteworklocation’sphone(data,minutesorlongdistancecharges),internet,heatorelectricity.Reimbursementofwork-relatedtravelexpensesshallbeinaccordancewiththeTravelandBusinessExpenseReimbursementPolicy.
OfficeSupplies Officesupplieswillbeprovidedbytheorganizationasneeded.Out-of-pocketexpensesforothersupplieswillnotbereimbursed.
Page4of5 August2021
RemoteOfficeProcedures TheemployeewillreferencetheirprimaryPHCworksiteonbusinesscardsandotherprintedorelectronicmaterial.Ahomeorpersonaladdressshouldnotbepubliclydisplayed.In-personmeetingsmaynottakeplaceatanemployee’spersonalresidence.
WorkingAloneorinIsolationCheck-inProcedure
Insituationswhenworkingremotelyisconsideredworkingalone,acheck-inprocedureisrequired.SeePHCWorkingAloneorinIsolationPolicy.Acheck-inprocedurewillbeagreeduponbytheemployeeandmanager,andwillbeincludedintheWorkingRemotelyAgreement.
CareofDependentsorPets Workingremotelyisnotdesignedtobeareplacementforappropriatechildcare,eldercareorpetcare.Thefocusofworkingremotelymustremainonjobperformanceandmeetingoperationalrequirements.
Workers’Compensation Theemployee’sremoteworkspaceisconsideredtobeanextensionoftheorganization’sworkplace.Therefore,whenworkingremotelyduringworkhoursandwhileperformingwork-relatedfunctionsinthedesignatedremoteworkspace,theemployeeiscoveredbyWorker’sCompensation.CompensationwillbelimitedtotheworkscheduleandworklocationidentifiedintheWorkingRemotelyAgreement.
RemoteWorkplaceInjuries Ifawork-relatedinjuryoccurswhenworkingremotely,theemployeemustfollowPHC’sinjuryandincidentreportingprocedures,justastheywoulddoataPHCworksite.
Insurance Ifanemployeeisworkingfromhome,theyareresponsibleforensuringtheyhaveadequateandappropriatehomeinsurancecoverageand/orthatworkingfromhomedoesnotbreachthetermsoftheirhouseholdinsurancepolicies.
Municipal/Regional/DistrictRequirements Ifanemployeeisworkingfromhome,theymustensurethattheycomplywithallmunicipalorregionalbylawsandregulations.Theonusisontheemployeetodeterminethisaswellastoensurethattheworkfromhomearrangementdoesnotcontraveneanyrentalorleaseagreements,whichtheymustalsodetermine.
Taxes Itistheemployee’sresponsibilitytodetermineanyincometaximplicationsofmaintainingaremoteworkspace,includingahomeworkspace.TheorganizationwillnotprovidetaxguidancenorwilltheorganizationassumeanyadditionaltaxliabilitiesorissueaT2200.EmployeesareencouragedtoconsultwiththeCanadaRevenueAgencyregardingincometaximplications.
DataCollection,ResearchandAnalysis Theemployeeshallagreetoparticipateinanyandalldatacollection,researchandanalysisrelatingtoProvidenceHealthCare’sWorkingRemotelyinitiative.
Page5of5 August2021
Acknowledgement&Agreement
IunderstandtheabovetermsandconditionsoftheAgreementandthatthetermsofthisarrangementaresubjecttochangebytheemployerbasedonoperationalconsiderations.Ifullyunderstandtheduties,responsibilities,andobligationsexpressedinthisdocumentandrecognizethatthesearemyresponsibilitiesasaPHCemployee.IalsounderstandthatabuseofthisAgreementorfailuretocomplywiththePHCWorkingRemotelypolicymayresultintheAgreementendingimmediately.
EmployeeSignature Date
ManagerSignature Date
TheemployeehasprovidedacompletedRemoteWorkspaceAssessmentformthatthemanagerhasreviewedandapproved.
(Managerretainsthisformonfile)
Yes
Theemployeehasprovidedaphototoshowthattheirremoteworkspacemeetsergonomicrequirements.
(Managerretainsthisphotoonfile)
Yes
PleaseprovideacopyofthissignedAgreementtotheEmployee.PleasesubmitacopyofthissignedAgreementtoEmployeeRecordsandBenefits([email protected])fordataentrypurposes.