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Category Employee Handbook
When to Use the Time-Off Request Form
Anytime an employee is planning to take time-off (this excludes labor and delivery, which are addressed in the MCO Maternity | Paternity Leave Policy).
Instances of emergency rescheduling (ie: including but not limited to clinician internet/utilities are out, illness, death of family member).
Anytime clients are being rescheduled within or outside of the cancellation window.
3 Types of Time Off
Paid Time Off (PTO): MCO offers employees 2 weeks of paid time off per year, which is accrued throughout the year. Once accrued, this time does not expire at the end of the calendar year. Instead, it rolls over, so employees can still utilize it. Please see your employment contract for specifics regarding your paid time off.
Unpaid Time Off (UPTO): MCO offers employees unpaid time off, provided this time off does not negatively interfere with the employee’s job performance.
Flex Time Off (FTO): Rather than taking time off, the employee changes the days and or times they are working, so their total hours worked remain at the agreed-upon amount. The flexed time must be made up within the pay period it occurs. Please reach out to accounting for questions regarding pay period dates. Clinicians must ensure they still have the required number of evening hours in a given pay period. Employees should consult with their supervisor for approval of time flexed.
Shift employees (ie: receptionist) can use the flex time option, however, they must make sure their shifts are covered and must be approved by their supervisor.
Planning Ahead
We want to encourage employees, as much as possible, to plan ahead for time off. Typically, looking out 60 days ahead or more is preferable. Clinicians especially should keep in mind that Acuity is set to show openings up to 60 days out for clients. It is best for clinicians to have their availability modified ahead of time to minimize disruption to clients (ie: having to reschedule their existing appointments).
Internet/Utilities Disruption
In the event, internet/utilities are disrupted and an employee is unable to perform their job functions, this form should be utilized.
Additional Note for Clinicians
Please inform your clients of your upcoming absence in session with them. Best practice would be to let them know at least 30 days ahead of time. Let them know if they have any emergencies, they can call MCO and they will be placed with an available therapist for an emergency session if needed.
Taking Time Off
Fill out the Time Off Form. ***IN AN EMERGENCY PLEASE CONTACT RECEPTIONIST IN ADDITION TO THE FORM***
Direct supervisors will automatically be sent a copy of the form by the website. Supervisors will send an email approving or denying the time-off request to both the employee and the Assistant to the Director of Operations. Direct Supervisors will place a copy of the completed Time-Off Request Form in the employee's Personnel Folder under the Time Off Folder and label it in accordance with MCO file naming taxonomy (ie: 2021-03-31 to 2021-04-15-Approved Time Off Request-Smith-John / 2021-03-31 to 2021-04-15-Denied Time Off Request-Smith-John).
All employees should adjust their Google Calendar/Acuity Calendar to reflect the time-off taken. Additionally, clinicians should adjust their availability in Acuity.
Prior to leaving for extended time-off (more than 3 days consecutively, not counting weekends), employees should be sure to adjust their Ring Central App settings to ensure they receive no calls from the switchboard. In the highly, highly unlikely event MCO needed to contact an employee, we would reach out directly via your cell phone number. Employees should also generate an out-of-office email auto-reply. Example: I will be out of the office from (leaving date to returning date). I will respond to all emails upon my return. If you need immediate assistance, please contact the receptionist team at 855-593-4357. Direct Supervisors will ensure the completion of this step.
Important Notice
MCO has a strong cancellation policy and protects the time of the counselor. Therefore, it is imperative that the counselor protects the time of the client. With that being said, we are asking the MCO counselors to be intentional in preplanning any foreseen life events to prevent any cancellations with their clients. Cancellations should only take place in times of emergency. Cancellations also place extra stress and work on our receptionist team in addition to their regular workload.
When a last-minute cancellation takes place, the attachment between the counselor and client is damaged, requiring repair. It is best practice to set aside additional client hours to see the clients whose appointments were canceled, preferably the same week.
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