COMPANY LEADERSHIP DIRECTORY

EMPLOYEE HANDBOOK revised 03/07/2025

EMPLOYEE HANDBOOK

Welcome to our family! You have joined a fast growing and very exciting Chiropractic Wellness concept. We are glad you are here. Our company’s focus is to provide the highest quality service, keep our patients happy, and ensure our clinics are sparkling clean. To make this happen, we all have to work as a team – and that team starts with YOU!

Everything we do relies on our patients. Your training and hard work are the foundations for the success of our company. We have provided this Employee Handbook so you can become familiar with the basic polices and procedures of our company. Everything in this handbook is designed to provide a safe, productive and professional workplace for all employees. Please read it carefully and bring any questions you have to the Clinic Director or training personnel.

The future ahead looks bright, and once again: WELCOME!

Non-Discrimination Policy

·        Our Company follows a policy of non-discrimination in all employment practices and in all job categories. It is the Company policy that we will not discriminate against any employee with regard to promotion, wage rate, advancement, or employment opportunity based on race, sex, national origin, religion, age or disability.

GENERAL POLICIES

·        Employees are not allowed to smoke or use profanity while on duty.

·        Giving any products away to friends or family, or offering any unauthorized discount is grounds for dismissal.

·        Our telephone is not be used for personal calls.

·        No person is allowed behind the counter unless employed by the Company.

EMPLOYEE SKILL RATING SYSTEM

·        Employee skill rating system will be used to determine employment status, promotions, schedule change requests, clinic transfers and bonus and benefit eligibility.

·        WCs will be rated on a scale of 1-99 and must maintain a minimum 75 rating to be considered in good standing. Factors for WC ratings will be attendance, sales, clinic cleanliness, wait times, and overall clinic efficiency. 

·        DCs will be rated on a scale of 1-99 and must maintain a minimum 75 rating to be considered in good standing. Factors for DC ratings will be attendance, sales, adjusting skill and technique, patient visit efficiency and attrition.

·        Ratings will be updates a minimum of twice per month on the website for easy access.

·        Rating Scale:

90-99 = Elite/ eligible for promotion, pay raise and maximum EOY bonus

80-89 = Excellent/ eligible for pay raises, full time employment, above average EOY bonus

75-80 = Good/ eligible for schedule change requests and EOY bonus

75 and below = Improvement needed, additional training required and ineligible for bonuses

UNIFORM/GROOMING POLICIES:

• All doctors and employees must wear clean, wrinkle‐free clothing.
• All shirts must be purchased from Prisma and have The Joint logo on it or be approved work clothing by a manager or lead doctor.
• All doctors and employees will wear khaki or professional‐looking pants that match the color of The Joint logoed shirt. Pants will be non‐form fitting and appropriate length and be free of holes, frays, or embellishments. No denim material is permitted.
• Shoes must be worn at all times. All doctors shall wear closed‐toed footwear for safety reasons.

·        Good grooming and personal hygiene are of the utmost importance. This begins with a daily shower, the use of deodorant, a clean shave, clean hands and fingernails, and clean clothes. Breath mints will be made available for every practicing chiropractor on site in every room, as chiropractic work involves working closely with the physical body of the clients. We strive to make every detail of a patient’s experience at The Joint maximally pleasant and relaxing, so please respect the importance of freshness and cleanliness in every aspect of your person.

• Facial jewelry, earrings, and visible tattoos must be approved by the employer and must fit within professional industry standards.

Scheduling and absences

·        New schedules are created for the next month by the last week of the current month (scheduling week).

·        Any special schedule requests must be submitted to Dr. Anna Page in writing via the form fill on the website no later than Thursday of scheduling week at 5:00 p.m.

·        Extended PTO requests of more than 2 consecutive days must be requested 30 days prior and must be approved with coverage in place by Dr. Anna Page.

·        Any shift changes must be approved by the manager, and the written schedule must reflect this change.

·        Employees must provide Company with appropriate notice of voluntary separation from the company which includes working all days previously scheduled and agreed upon but in all cases offering a minimum 4 week notice. Any deviation from this policy could negatively impact employee’s bonus for the pay period. All doctor’s employment contracts supersede this section.

·        All sick calls must be made as soon as you know you will be unable to work, and a minimum of two hours prior to your shift. A written excuse signed by your doctor may be required.

·        If you have an emergency such as a death in the family, we will find a replacement for you.

·        Any unexcused absence will result in (1) point being deducted from your employee skills rating.

·        You are responsible for clocking yourself in and out for your shifts. Failure to do so may result in disciplinary action, and/or a delay in being paid for that shift.

Termination Policy

Certain conduct by an employee is considered by the Company to be a terminable offense for which an employee could be terminated at any time without warning. Examples of the type of conduct for which an employee could be terminated with or without notice include:

·        Theft of any type

·        Failure to abide by any company policy

·        Insubordination

·        Rudeness to a patient

·        Falsification of any work-related document

·        Job performance

·        Tardiness

·        Endangering other employees or guests

·        Destruction/damage of property or violence

·        Improper cash handling procedures

·        Failure to follow directives from a supervisor

cash handling policy

·        Always count store bank at opening and closing.

·        Deposits must be made no later than the next business day (provided the bank is open).

·        Cash over/short must be no more than $1.00 per day.

Contracts Policy

·        No employee has a right to enter into any contract involving or on behalf of the company without prior express written permission from the partners of the company.

Patient complaint policy

·        Any time a patient has a problem, or a complaint please see if the doctor is available to handle the complaint or take the patients information down so the doctor can contact them ASAP.  Do not attempt to handle the situation yourself unless you have been trained to do so.

Mediation and Arbitration Policy

·        While the Company hopes that employment disputes with its Employees will not occur, the company believes that where such disputes do arise, it is in the mutual interest of all concerned to handle them promptly and with a minimum of disturbance to the operations of businesses and lives of its Employees.

·        Accordingly, to provide for more expeditious resolution of certain employment-related disputes that may arise between and its Employees, has instituted a mandatory Mediation and Arbitration Procedure (the "Procedure") for all its Employees. Certain disputes that may arise from your employment with or without the termination of your employment must (after appropriate attempts to resolve your dispute internally through management channels) be submitted for resolution by non-binding mediation and, if needed, mandatory arbitration.         

·        In agreeing to submit certain employment disputes for resolution by private mediation and (if necessary) arbitration, you acknowledge that such agreement is given in exchange for rights to which you are not otherwise entitled - namely, your employment as a Employee and the more expeditious resolution of such disputes. In exchange for your agreement to submit such disputes to mediation and (if necessary) binding arbitration, the Company likewise agrees to the use of mediation and arbitration as the exclusive forum for resolving employment disputes covered by this Agreement.

·        Hence, the parties shall be precluded from bringing or raising in court or another forum any dispute that was or could have been brought or raised pursuant to the procedure set forth in this Agreement.

pay period/overtime policy

·        Pay period will be determined by the owner of franchise and you will be notified of this date once you are employed.

References Policy

·        After an employee's departure from employment with Company, only a neutral reference confirming that the employee was employed during specific dates will be given by the Company.

SAFETY POLICY

·        If you see suspicious activity around your clinic, call 911 immediately.

·        Always lock the door behind you until you open and after closing.

·        No one other than employees and patients are allowed behind the front counter area.

·        Always wash your hands when returning from the restroom, when first coming to work, or after coming into contact with anything dirty.

·        Never leave the back door open.

·        Always use wet floor signs when mopping.

·        If you see someone injured, report it immediately to your manager.

PTO/Overtime/Sick Policy

• These policies are dependent on the state you live and work in.
• Indiana/Michigan- Each employee that is full time will receive PTO of 40 hours in year 1-2, 80 hours in year 3-5, 120 hours in year 6-8 and 160 hours in year 9+.  PTO must be requested and approved prior to being paid out.  Unused hours roll over with 50% being paid out and 50% being accrued.  Part time employees are not entitled to PTO.  Overtime must be approved prior to scheduling and occurs when 40 hours are exceeded in a work week.  1.5 times the regular pay rate is paid to hourly employees only.  Shift exchanges cannot result in overtime being accrued without prior authorization.  If PTO is used during a pay period overtime cannot be accrued on that pay period, instead the overtime hours will be applied in place of PTO hours used.  Each employee is entitled to 8 hours of paid sick leave per quarter which does not roll over and does not get paid out if unused.  This should be used only for emergencies and should not be abused or taken advantage of.  If sick time abuse is suspected, documentation will be requested.
• California- The policies listed for Indiana and Michigan apply to California with the exception of overtime.  Overtime in California is calculated when 8 hours are exceeded in on working day.  Employees in California must also take two(2) 10-min breaks each day in addition to their lunch period. 

Substance Abuse Policy

·        On store property, the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance, or drug paraphernalia, being under the influence of controlled substances or alcohol, and the possession or consumption of alcoholic beverages (whether lawful or otherwise) are prohibited.

Purpose of Procedure and General Provisions

·        Management personnel are responsible for assuring that the work environment is safe and free from the detrimental effects of the misuse or abuse of alcohol or other controlled substances.

·        "Controlled substances" (i.e., drugs) are defined as substances listed by name or chemical composition in Schedules I-IV of Section 202 of the Federal Controlled Substances Act (21 USC 812).

·        All allegations, investigations, and determinations under this policy will be kept confidential to the extent reasonably possible.

·        Suspicions relating to violations of this policy shall be resolved in the sole discretion of the management of Company, whose judgment and decisions shall be final.

·        As used throughout this policy, "under the influence" means being unable, in the opinion of Company, to perform work in a safe and productive manner, and/or having any detectable level of controlled substances in the body, or an alcohol concentration of 0.02 grams per 210 liters of breath.

Alcohol

·        The possession or consumption of alcoholic beverages by employees while on the job is prohibited. Further, being under the influence of alcohol while on the job is prohibited. An employee suspected by management to be under the influence of alcoholic beverages is subject to discipline, including termination.

Controlled Substances

·        Any employee who is suspected by management to be under the influence of a controlled substance, or is found to have controlled substances in his or her possession, or is suspected of distributing, selling, exchanging, delivering, handling, or keeping controlled substances on or off the job is subject to discipline, including termination. Any employee testing positive for a controlled substance will be subject to discipline, including but not limited to termination. However, employees who have a prescription to take a controlled substance which does not impair them or which has been reported to management will not be subject to discipline or termination.

·        An employee who is under medical treatment with a legally and validly prescribed medication containing a controlled substance must immediately inform his/her immediate supervisor of any necessary restrictions on the work or duties of that employee which might be occasioned by the treatment or medication as, for instance, through its impairment of his/her ability to perform assigned duties or his/her physical and mental faculties.

Physical Examinations and Testing

·        An employee who is involved in an accident on the job may be required to undergo a blood test, urine test, or breath test, or may be required to submit to any combination of these tests or if indicated, a physical examination.

·        If the employee's supervisor or other management personnel determines there is reasonable cause to believe that the employee is working under the influence of alcohol or a controlled substance, the employee may be required to undergo a blood test, urine test, or breath test, or may be required to submit to any combination of these tests or if indicated, a physical examination.

·        Before any physical examination or other testing is performed, the employee's consent must be obtained through the Authorization for Medical Testing and Release of Medical Reports and Records Form.

·        Job applicants selected for employment may be required before commencing their duties to undergo a physical examination, which may include tests for the detection of controlled substances or concentrations of alcohol. Physical examinations will be conducted by medical personnel designated by management. Test results will be kept confidential and will be released only to those persons who require access for official purposes. Any applicant who (i) refused to undergo a physical examination or tests, or (ii) who tests positive for a non-prescribed controlled substance will not be accepted for employment.

Employee Searches

·        Any employee who is suspected to be in violation of this policy will also be subject to consensual searches by management. Searches may be conducted of the person and/or property of the employee, including but not limited to the employee's locker, purse, or vehicle.

·        Employees who refuse to give their consent to a search will be subject to discipline including termination.

Sexual Harassment Policy

·        The company prohibits sexual harassment in any form. Sexual harassment in the workplace by a manager, supervisor, employee/non-employee, including any customer, will not be tolerated. The company's objective is to provide a work environment that fosters respect and working relationships free of harassment. Sexual harassment is against Company policy and is in violation of Title VII of the Civil Rights Act of 1964, as well as state law.

Prohibited Conduct

·        Sexual harassment refers to behavior of sexual nature that is not welcome, is personally offensive, debilitates morale, or interferes with the work performance and effectiveness of its victim. Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature constitutes harassment when:

·        Submission to conduct is made explicitly or implicitly a term or condition of an individual's employment.

·        Submission to or rejection of such conduct by an individual is used as a basis for an employment decision affecting such individual; and/or

·        Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment. If comments or conduct of a sexual nature are unwelcome by an individual, they may constitute harassment. An excuse to a complaint of harassment that offender was "joking" or "didn't think the person would object." is not acceptable.

Enforcement Procedure

·        All supervisors and managers are responsible for implementation of Company's non-discrimination policies, for ensuring that all employees they supervise have knowledge of and understand the policies, and for taking and/or assisting in prompt and appropriate corrective action when necessary to ensure compliance with the policies. Any individual who believes that he or she is being subjected to sexual harassment of any kind by anyone connected with his or her work should report the matter promptly to the owner. It is not necessary that you follow a chain of command. It is imperative, however, that an individual initiate a complaint in order to trigger the protection afforded by this policy.

·        The initiation of a complaint, in good faith, will not under any circumstances be grounds for discipline. It is a violation of Company policy and applicable law for an individual to be disciplined or disadvantaged in any way as a result of resorting to this complaint procedure in good faith.

·        The Company will carefully investigate each complaint of sexual harassment. It is the policy of Company to listen to all complaints, to promptly investigate them and to take corrective action. All complaints of sexual harassment and any information developed during the course of the investigation of these complaints will be kept strictly confidential unless required to be divulged as part of the investigation or pursuant to a legal proceeding. In that case, only those people with a need to know will be involved.

·        Any individual who violates this policy will be subject to discipline up to and including termination. Company may terminate an offender or take any other appropriate disciplinary action on the first violation of this policy in order to insure that the offensive behavior does not reoccur.

·        Any complaint may be initiated by reporting the matter to your immediate supervisor. These individuals will ensure that the complaint is immediately investigated by an individual who is deemed fair and non-biased. The investigator will interview the complainant, the individual accused of sexual harassment, and any witnesses identified by either party. Within seven (7) days of concluding the investigation, the investigator will be responsible for providing a written report summarizing the complaint, the witnesses interviewed, the results of the investigation, and recommendations. The person initiating the complaint, as well as the accused, will be told the results of the investigation and any disciplinary measures that Company has chosen to take as a result of the investigation into the charges. There will be no negative action of any kind taken against the employee for initiating the complaint.

NON-DISCLOSURE AND NON-COMPETITION AGREEMENT

EMPLOYEE – Shall mean persons employed by The Joint Corp, or their duly assigned Franchises.

COMPANY – Shall mean The Joint Corp, or their duly assigned Franchises.

CONFIDENTIAL INFORMATION – Shall mean information other than Trade Secrets that belong to Company or is licensed by it that is of confidential or secret nature material to Company and that is not generally known to the public.

TRADE SECRETS – Shall mean information belonging to Company or licensed by it, including information in any Operations Manual or otherwise communicated by Company to Employee and proprietary methods of operation, components of the Company system, technical or non-technical data, formulae, marketing plans and customer or supply lists, to the extent that such items (A) derive economic value, actual or potential, from not being generally know to, and not being readily ascertainable by proper means by, other persons or entities who can obtain economic value from their disclosure or use, and (B) are the subjects of efforts by Company that are reasonable under the circumstances to maintain their secrecy.

Employee covenants not to communicate directly or indirectly, divulge to use for personal benefit or the benefit of any affiliate of Employee or any other person or legal entity, any Trade Secrets or Confidential Information (as each are defined below), except as expressly permitted in each instance in writing by Company.

Such covenant shall remain in effect during the term of employment and at all times thereafter with respect to Trade Secrets, and during the term of employment and for two years from the date of termination of employment with respect to Confidential Information. Employee agrees that in the event that employee engages as an owner, operator, staff or in any capacity in any chiropractic, medical or healthcare related business, Employee shall have the burden of proving that Employee has not used Trade Secrets or, during the first two years after termination of employment, any confidential information. The protection granted Company by this covenant shall be in addition to and not in lieu of other protections for any Trade Secrets or Confidential Information as may otherwise be afforded in law or equity.

HIPAA/PATIENT RECORDS POLICY

• Our company takes patient privacy very seriously and any breach of this privacy will be swiftly dealt with.
• Unauthorized release of patient records whether by mistake or intentional is never acceptable.
• Each employee should complete the HIPAA module on the training page on the website and take action to know HIPAA violations and patient privacy rights.
• Every patient is entitled to privacy and extreme care should be taken to preserve this privacy.
• Computers should be logged out when not attended and documents should be shredded and not left out in the open. 
• Any question regarding what is acceptable use of patient information should be brought to Jordan Van Royen and when in doubt just don't do it.
• Additional training is provided frequently via discussions and new hires receive in depth HIPAA training after 30 days of employment.
• Any HIPAA violation regardless of severity will be met with disciplinary action because we have a zero tolerance policy.  Written and verbal reprimand, suspension and termination are all possible outcomes and each case will be handled individually.
• There does not have to be a formal complaint made by a patient for disciplinary action to occur.  If a violation is noticed by any manager or employee it is to be reported immediately to ownership so it can be remedied and additional training can be provided.
• Use extreme caution when handling patient information and always ask for guidance if an action is in question.
• Every employee, manager and owner will complete yearly HIPAA training.

DC Expectations

WC Expectations