» Our Policy

 

Welcome to Dynamic Therapeutic Services

We have prepared this handbook to acquaint you with the policies, procedures, and philosophy of our company.

            This handbook is intended to provide you with information about our company’s employment policies, benefits, and other general information.  Please understand that this handbook only highlights the company’s policies and practices for your personal education and therefore cannot be construed as a legal document.

            In addition, circumstances will obviously require that policies, practices, and benefits described in this handbook change from time to time.  Consequently, the company must reserve the right to amend, supplement and rescind any provisions of this handbook, as it deems appropriate at its sole and absolute discretion.

            You should disregard any other handbook or written company policy that you have received before the date you have received this handbook.

            We suggest you read this booklet carefully and keep it for your future reference.  It is your responsibility to know and comply with the policies and procedures described in this book or described in any future addenda to our policies or procedures.

“Children are the world’s most valuable resource and it’s best hope for the future”
                                                                                                   John F. Kennedy
 
OUR PURPOSE

Dynamic Therapeutic Services, Inc. is committed to excellence in the fields of speech and language pathology, occupational therapy, physical therapy, psychology, social work and special education.  Our goal is to serve the community with excellence.
   
 
Equal Opportunity

Dynamic Therapeutic Services, Inc. is an Equal Opportunity Employer.  This means we will extend equal opportunity to all individuals without regard to race, religion, color, sex, national origin, age, disability, marital status, handicaps, or veterans status.  The objective Dynamic Therapeutic Services, Inc. is to obtain employees consistent with position requirements.

   
 
LICENSE CERTIFICATION

All employees must maintain a current NYS or NJ license/teaching certification and present the Agency with a current copy. The Agency will terminate any employee who does not have a current license/teaching certification. Additionally, all therapists working in a school must have a Criminal History Review Letter issued by the Department of Education.
   
 
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SEXUAL HARASSMENT STATEMENT

Dynamic Therapeutic Services, Inc. will not tolerate sexual harassment of any employee by a supervisor or fellow employee.  Any employee who believes that he/she has been the victim of sexual harassment should report such complaints to us for investigation and resolution.  All complaints should be in writing for prompt investigation and follow up
   
  ANTI-SUBSTANCE ABUSE

Dynamic Therapeutic Services, Inc. will not tolerate employees who report for work representing our company while impaired by use of alcoholic beverages or drugs.  Smoking is not permitted on agency property..
   
 

E-MaIL

Information is disseminated weekly via e-mail.  You are responsible for checking your e-mail on a daily basis.  We will assign you a Dynamic E-Mail account.
   
 
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ACCOUNTING FOR ALL PEOPLE

Any visitor in the Agency (regardless of reason for visit) will report to the main office of that (NY, NJ) center, or community site.  Exceptions are PARENTS, who will report to the room their child is in.
All children are to stay with their therapist/teacher.  All therapists/teachers will report to their assigned room.
   
 

CONFIDENTIALITY

All information you receive on clients of Dynamic Therapeutic Services,  Inc. should remain confidential.  You may only share information on a specific client as indicated on the IFSP.  If you are unsure as to whom you may share information, please contact us.  All paperwork goes through our office.  Do not release any paperwork to anyone, except as indicated in your procedure manual.  Our office will review and disseminate any paperwork.  A signed consent by the parent/guardian to release information to anyone not specifically listed on the IFSP is required.
   
 
EARLY INTERVENTION CONFIDENTIALITY

Early Intervention Program (EIP) records are defined in EIP Regulations, specific to the state of NY and NJ.  A child’s early intervention clinical record is considered an educational, not medical, record and is governed by the Federal government by the Federal Family Educational Rights and Privacy Act (FERPA).  EIP billing/claiming records must also meet the requirements of the Federal Health Insurance Portability and Accountability Act (HIPAA).  All educational therapeutic service providers who are licensed, registered, or certified under NYS Education Law must retain their records in accordance with the laws and regulations that apply to their profession.

You will be required to sign a separate confidentiality policy.
   
 
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DRESS CODE and GENERAL PROFESSIONALISM

Dress pants: i.e. khakis, blouses, dresses, skirts, skorts or dress shorts are acceptable.  While a lot of time is done working on the floor with clients, professional attire is essential to maintain parent-therapist respect.  Dressing professionally makes you feel good, as well as present yourself as a “well put together” therapist/teacher.  Also keep in mind, when warmer weather arrives, no jeans, shorts, tank tops, sneakers or flip-flops are permitted.
Please remember to maintain a professional relationship with your clients.  That means you should not develop a friendship or social relationship with clients unless you have completed providing services to said clients.  That includes not sharing meals, or having play dates especially involving your own children.         
   
 
EVACUATION AND DISMISSAL
  • Evacuation of Non-Ambulatory Children:

    Non-Ambulatory children will be placed in an available wheelchair or conveyance and evacuated in that manner.  Any non-ambulatory child for whom there is no wheelchair will be carried from the premises.

    Therapists/teachers and clerical staff as well as any parents present will immediately report to classrooms/therapy rooms upon notice of evacuation to assure that all children are cared for.

  • Dismissal:

    Children are to be supervised by their teacher/therapist the staff, a parent or school bus driver.  If particular parents or busses are consistently late, please bring this to the attention of the office and a reminder will be sent to the parents and bus companies.

    If parents send in a note that their child should be dismissed earlier for some reason, the parent must pick up the child from the teacher.  No child should ever be left unsupervised while waiting for pick-up.
   
 
HEALTH AND SAFETY

If at any time during a home-based, preschool, school or office therapy session you feel your safety is comprised, please leave the premises immediately. 

If you feel the child’s safety is compromised, please notify us before calling CPS.Notify us immediately of any incidents/accidents relating to you or a child that have occurred during a session.  Complete the Incident/Accident Report Form located in your Procedures Manual and send to the office immediately.

The following practices are required to reduce the spread of disease:

  1. Wash hands after each session especially after contact with a child’s bodily fluids, i.e. runny nose, spit etc.  This will prevent the spread of germs from one child to the next as well as to the provider.
  2. Infants and toddlers should not share materials/toys.  If it is necessary to use a particular materials/toy, it must be disinfected between uses by individual children.  If you can’t wash an item, it is not appropriate.  All plastic toys should be washed in the dishwasher and cloth items should be washed in a washing machine. (Please remember there is a no toys policy in Orange County for E.I.)
  3. At all times, carry your disposable gloves with you.  Use these gloves at anytime that you feel you will be in contact with bodily fluids.

Any significant change in health or medical condition of the child should be brought to our attention to determine whether written medical clearance is required to continue therapy.
   
 
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  HEALTH PROCEDURES
  • Universal Precautions:

     Universal precautions are work practices that help prevent contact with blood and certain other body fluids.  Universal precautions are your best protection against AIDS, Hepatitis B and other infectious diseases.  They are a key part of infection control and they should be used at all times.

    HIV, HBV, and other germs are spread through certain body fluids including blood, semen, and vaginal secretions.  Other body fluids may contain a small amount of HIV or HBV, but transmission of these has not been documented through any of these fluids: including, tears, saliva, feces, nasal secretions, sputum, sweat, urine and vomit.
  • Taking Steps to Protect Yourself:

    Wear Gloves anytime contact with blood or other infectious body fluids may occur, when touching any mucus membranes or broken skin, when handling items or surfaces soiled with blood or other infectious body fluids.  Change gloves if they are torn and after contact with each client.  Do not reuse disposable gloves.

    Wash your hands immediately after direct contact with blood or other body fluids, and after removing gloves.  Also, use masks if there is any chance that infectious fluid may splash into your mouth, nose or eyes.  Cover open wounds and broken skin. 
If you are exposed:  Was the incident at the exposed area  immediately reported to your supervisor.
   
 
MATERIALS/REFERENCE

Testing materials are available at all of our offices.  For therapy purposes, it is best to use materials within the child’s home for E.I.

       For your reference, the NYS Regulations, NYS Part 200 and the NJ EID Guidelines and the clinical Practice Guidelines are available at all of our office sites.  You must review the appropriate manual before beginning your work at Dynamic.
   
 

RECORD KEEPING REQUIREMENTS

  • Access To And Amending Records:

    Dynamic Therapeutic Services, Inc. adheres to the policy that access to records includes a review of the record by the parent or a representative if the parent (unless such access is prohibited under state or federal law), an explanation and interpretation of material included in any EI record upon request, and a copy of any record within 10 days of the request.   If the request is made as part of the mediation or impartial hearing, a copy will be provided within 5 days.

    The parent has the right to request an amendment to their child’s record when the parent believes the information contained in the record is inaccurate, misleading or violates the privacy or any other rights of their child.

    The provider will notify the parents of the process that they must Follow to inspect and review all records pertaining to their child at their initial therapy visit.

          1. A fee not to exceed 10 cents per page for the first copy and 25 cents per page for           additional copies may be charged to copy EI records, unless the fee prevents the parent from           inspecting and reviewing the record.

          2. A fee not to exceed 10 cents per page for the first copy and 25 cents per page for additional          copies may be charged to copy EI records, unless the fee prevents the parent from inspecting          and reviewing the record.
         
         3. No fee may be charged for records related to evaluations and assessments or for the search          and retrieval of records.

         4. If Dynamic Therapeutic Services, Inc.’s provider decides not to amend the record as          requested, the parent must be informed of this decision and that the parent has the right to a          hearing.
    Dynamic Therapeutic Services, Inc. will amend the record if found to be inaccurate and inform the parent in writing.

Maintenance and Retention of Records

Dynamic Therapeutic Services, Inc. Adheres to the following policy:

  1. At a minimum, records will be retained for six years from the date that care, services, or supplies were provided to the child and family.
  2. Providers who are licensed, registered or certified under the state Education law will retain records in accordance with the laws and regulations that apply to their profession.
  3. Because the Medicaid status of children is unknown to providers, all Medicaid requirements will be adhered to, including preparing and maintaining contemporaneous records.
  4. Electronic documentation will be maintained in a manner that Demonstrates the provider’s  right to receive under the Medicaid Program.
  5. Client main files are not to be removed from the office in Which they are stored, except

    • When a file is needed for reference material or for a parent meeting in a different room.
    • When a child is discharged from Dynamic Therapeutic Services and his/her file is put into  permanent storage.
  6. The cabinet in which the main files are stored must be locked when not in immediate use.Staff members may only access the files of the clients assigned to them for services.  (a list of approved employees who have regular access to the files will be noted in the side of the  file cabinet.)
  7. Upon accessing a file, the staff must sign the client master file Indicated on the outside of the client file.
  8. The Director of Operations and Records/Scheduling Coordinator should inspect every client master file at least twice a year.  The purpose of this inspection is to identify lack of current data and reports, misfiled documents, and needed updated information and evaluations.
   
 
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SCREENING POLICY – FOR ALL E.I. NY/NJ

The policy of Dynamic Therapeutic Services regarding screening a child within the community is as follows.
     
If you see a child who looks like they made need “services”, it is your responsibility to approach the parent and let them know who they can contact to help their child.

You may inform them of the telephone number of Early Intervention or you can suggest that you will call for them.

You can also give them web-site addresses for them to research information on their own.

If a parent refuses the referral to Early Intervention, the E.I. Provider must document the referral and follow-up with a call or letter in a month to the family.

  • Dynamic Therapeutic Services provides public screenings to the community throughout the year for children aged birth through three years.
  • Dynamic Therapeutic Services provides a Quality Assurance questionnaire to parents on an annual basis.
   
  CANCELLATION POLICY

Parents should notify their provider of their inability to keep their appointment at least 24 hours prior to their scheduled visit.

If an emergency occurs which precludes the 24 hour notification, parents should contact the provider as soon as possible to explain the emergency.

            You are not paid for cancellations so please try your best to schedule make-up sessions.
   
  SICK POLICY

Policies and guidelines related to outbreaks of communicable illness at Dynamic Therapeutic Services have been developed with the help of the health department and local pediatricians.  In order to protect all the children who come to Dynamic, as well as the staff, we ask that you do not provide services and or parents assist us by keeping sick children at home if they have any of the following symptoms within 24 hours of their appointment at Dynamic:
  • A fever over 100 degrees orally or 99 degrees auxiliary (under the arm)
  • Signs of a newly developing cold or uncontrollable coughing
  • Diarrhea, vomiting or an upset stomach
  • nusual or unexplained loss of appetite, fatigue, irritability, or headache
  • Any discharge or drainage from eyes, nose, ears, or open sores

Children who become ill with any of these symptoms will be returned home.  If you have any questions about whether or not your child is well enough to attend therapy that day, please call your therapist/teacher directly before bringing your child.
   
 
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  SNOW POLICY

In the event of bad weather, you will contact your clients regarding whether or not you will be providing services that day.  Please call the office and let the Director of Operations know if you will be working during inclement weather.  The offices will be available for your use seven (7) days a week.  In cases of severe weather, (blizzard, hurricane, etc.) the office will contact you regarding any office closings.
   
  ABUSE

New York State Social Services Law, Section 412, defines an abused child to be a child under eighteen years of age who is defined as abused by the Family Court Act.  Please remember, you are a mandated reporter of child abuse.  If you suspect abuse, immediately call the NYS Hotline 1-(800) 635-1522 or NJ Hotline 1 (800) 792-8610.  Abuse can be constituted as physical abuse, sexual abuse, maltreatment and/or neglect.  If you have any questions regarding abuse, contact any of Dynamic’s directors.
   
  WORKER’S COMPENSATION/DISABILITY

Employees who are injured on the job are covered by Worker’s Compensation Insurance.  It is your responsibility to immediately notify us of any injuries you sustain while on the job for Dynamic Therapeutic Services, Inc.  Employees who are unable to work because of illness or injury not work related may be entitled to receive weekly benefits.
   
 
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  NYS UNEMPLOYMENT INSURANCE

You are covered by NYS Unemployment Insurance.  Please see notice from NYS Department of Labor available at our office.
   
  RESPONSIBILITIES/PROCEDURE MANUAL

Please refer to the Procedure Manual concerning your specific responsibilities.  (Orange County – EI, Orange County – CPSE, Ulster County – EI, Ulster County – CPSE, Rockland County – EI, Rockland County – LPSE, Dutchess County – EI, Dutchess County – CPSE and State of New Jersey.  The Procedure Manual contains all appropriate forms.  Please call if you have any questions concerning this information.
   
 

STAFF EVALUATIONS/DISMISSAL/TERMINATION/RESIGNATIONS

Evaluations of therapists/teachers will be based upon expectation of professional behavior greater than compliance with the handbook.  Subject mastery, teaching techniques, involvement in the daily and extracurricular life of the Agency, as well as maintenance of commonly accepted standards of professional behavior will be contributing factors in an acceptable evaluation.

  • Upon dismissal/termination/resignation all client files must be returned.
  • Client discharge summaries must be submitted to DT&L within ten days of last date of service provision.
  • If you have an office key, this must be returned on your last day.
  • ll informal meeting will be scheduled with the Director of Staff Development at a mutually convenient time to complete all forms necessary.  This should take place within the last week of your               employment.

    All professional staff members will sign a contract while working with Dynamic Therapeutic Services.
   
 
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WORK SCHEDULE

The Director of Operations and/or Scheduling Coordinator will schedule your therapy appointments at a time that is convenient for both you and your clients. (Updated schedules must be turned in anytime you make changes to your schedule).
   
  PAYMENT FOR SERVICES

Full time Employees at 32 + hours will be paid (2) two times a month and part time employees paid (1) one time per month.  Often times, unforeseen delays in vendor payment may result in pay lag for employees.  We will try our best to notify you in advance. You will be paid only for services, which are delivered according to the IFSP or IEP.  Any therapy sessions delivered before the “start date” or after the “end date” will not be accepted.  Please refer to your IFSP or IEP for these dates.  Also, please check the IFSP or IEP for the therapy recommendation (duration, frequency, etc.)  Therapy provided outside of these recommendations will not be accepted.  If you are unsure, please call us as soon as possible.
   
  PAYROLL DEDUCTIONS

Federal Income Tax, Social Security, State Income Tax, and Local Taxes will be withheld from your paycheck when applicable.  The amount of your Federal Income Tax Withholding is calculated from the filing status and number of exemptions you claim on your W-4 Form.  It is important that you keep your W-4 up-to-date.
   
 
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  HEALTH AND DENTAL INSURANCE

All eligible employees that have 30 plus worked hours are eligible for individual health insurance, yet must pay for the family portion of their health insurance in full.  We will provide information to each employee of the cost depending on the current rates of our health plan.

Dynamic Therapeutic Services, Inc. makes health and dental insurance available to eligible employees and eligible family members.  Dynamic Therapeutic Services, Inc. pays $250 per person medical for full time employees and $30 per person per month for dental.  Employees will be notified in writing of any change in the cost of medical/dental.
   
 

EMPLOYEE DEFINITIONS

FULL-TIME EMPLOYEE:

Employees who work a total of 32+ hours or more per week are provided with the following benefits:

  • Support staff including specific evaluation typing, phone messages, etc.
  • Provided with basic office supplies.
  • Set schedule worked out with Director of Operations/Scheduling Coordinator
  • Provided with therapy/teaching materials
  • Work on-site, in homes or in schools
  • Benefits
  • Stipend toward conferences
  • ½ hour meeting time/one hour prep time per week
  • 401K
  • PTO hours

EMPLOYEES:

  • Therapy may be provided during your scheduled hours
  • Office is available for treatment 365 days per year
  • Unpaid vacation days available at your convenience, after discussion with Director
  • One year commitment to Dynamic Therapeutic Services – (finish out a school year

PER DIEM/CONTRACT PROVIDER:

  • You are your own business
  • You must have your own Professional Liability
  • To provide Early Intervention Service, one must have personal contract with
  • Orange County Health Department
  • Work mostly off-site with your own therapy/teaching materials
  • Create your own schedule
  • May work with multiple agencies but must adhere to Dynamic Therapeutic Services Policies & Procedures
  • Criminal History Background Check
  • You are paid one (2) times per month.  On occasion pay may be delayed although we do try our best to provide payment 4-6 weeks after  submission of billing.
   
 
EMPLOYMENT ELIGIBILITY VERIFICATION

The Immigration Reform Control Act of 1987 requires al employers to verify employment eligibility of all individuals in a form approved by the Attorney General.  You will be asked to complete an I-9 (Employment Eligibility Verification Form) which must be kept on file.
   
 
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  STATE CENTRAL REGISTER CLEARANCE FORM

New York State Law requires providers of E.I. services in New York to screen persons who are being considered for employment or a contract and who will have potential for regular and substantial contact with children.  You must complete the State Central Register Clearance Form.  We will submit the form and the results of the clearance check will be filed.
   
 

NEW YORK CITY - NEW JERSEY

  • NYC:  All employees working in a school in New York City must be fingerprinted in New York City.
  • NEW JERSEY:  All employees working in the state of New Jersey must be fingerprinted by State of New Jersey
   
  PERSONNEL RECORDS

If any of your personal information changes (Marital status, address, phone number, etc.), please inform management immediately.  This is important due to Social Security, Federal Income Tax, and other Government requirements
   
 
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IN CONCLUSION
  • Dynamic Therapeutic Services, Inc. is happy that you have joined our company.  We hope that this manual has been informative and that you have gained a better insight into our policies, procedures, and philosophy.  We realize that you may have questions yet unanswered, and we encourage you to contact us and discuss these questions.
  • This is the beginning of a long-term relationship for both you and Dynamic.  We are very excited to have you be a member of our Dynamic Team and feel very confident that Dynamic Therapeutic Services will provide you with the tools that you need to develop professionally and to make a true difference in your clients’ lives.
   
 

EMPLOYEE HANDBOOK ACKNOWLEDGEMENT

This employee handbook has been prepared for your information and understanding of the policies, philosophies, and practices of Dynamic Therapeutic Services, Inc.  PLEASE READ IT CAREFULLY.  Upon completion of your review of this handbook, please sign the statement below and return to our office.  A reproduction of this acknowledgement appears at the back of this booklet for your records.

            I,_______________________________________, have received and read a copy of the Dynamic Therapeutic Services, Inc. Employee Handbook which outlines the goals, policies and expectations of this company, as well as my responsibilities as an employee.

            I have familiarized myself, at least generally, with the contents of this handbook.  By my signature below, I acknowledge, understand, accept, and agree to comply with the information contained in the Employee Handbook provided to me by Dynamic.  I understand this handbook is not intended to cover every situation, which may arise during my employment, but is simply a general guide.  I understand that if I have any concerns or questions, I may contact management at any time for clarification.

 

 

 

_____________________________________                      ________________
Employee Signature                                                              Date
   
 
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