Qsource Organizational Policies Quiz

Qsource Culture & Policy Guide

• Qsource is a healthcare quality improvement company with a history beginning in 1973.
• Qsource's mission: improve healthcare quality through patient-centered, provider-focused solutions.
• Qsource's core values: Diversity, Respect for People, Continuous Improvement, and Integrity.
• The Culture & Policy Guide is designed to communicate Qsource values and policies.
• Culture at Qsource is described as a set of shared beliefs, values, and practices.

Agenda

• Topics covered include Introduction to Qsource, Mission Statement, CEO Message, Company History, Value Proposition, Governance & Oversight, Senior Leadership Team, and Compliance Program.
• Other topics covered include Remote Work Culture, Key Elements for Success, Policy Guide Purpose, Employment Policies & Practices, Compensation and Benefits, Time Off & Attendance, Conduct and Harassment Policies, Performance Management, Employment Separation, and Mutual Solutions for Disputes.

Mission & Values

• Qsource's mission is improving healthcare quality via patient-centric solutions enhancing patient well-being.
• Continuous improvement is key to the company's approach to ensure they seek opportunities to excel and provide better service every day.
• Qsource's core values—Diversity, Respect for People, Continuous Improvement, and Integrity—direct their actions and decisions to achieve their mission.

Culture & Policy Guide

• The document is a guide for understanding company values, culture, and policies, for all employees.
• Qsource's purpose is to have a clear understanding of values and responsibilities among all employees.
• Emphasis on talent attraction and retention via a supportive work environment.

CEO Message

• Qsource emphasizes values of Diversity/Equity/Inclusion, Respect for People, Continuous Improvement, and Integrity.
• These values are key to their mission of improving healthcare quality through patient-focused solutions.

Company History

• Qsource began as the Shelby County Foundation for Medical Care, founded by Dr. Leon Swatzell.
• It evolved into a Professional Standard Review Organization (PSRO) in 1973.
• A significant project in 2019 focused on individualized pain management and opioid safety in nursing homes to showcase a commitment to healthcare quality.
• Qsource celebrated its 50th anniversary in October 2023, recognizing its long-standing commitment to quality improvement.

Value Proposition

• Qsource aims to be deeply knowledgeable about client needs, by being at the 'elbow' with them.
• Long history (over 50 years) of experience in improving healthcare quality.
• Qsource prioritizes user-friendliness and ease of collaboration and communication.
• Qsource focuses on creating value for clients through risk-sharing and dedicated support, demonstrating their commitment to client success.

Governance & Oversight

• Qsource's governance ensures operation in a responsible and transparent manner, acting in the best interests of stakeholders.
• The primary objective minimizes conflicts of interest, prevents fraud and misconduct, and maximizes value for employees, customers, suppliers, and the wider community.
  • The Board of Directors oversees financial matters to ensure accountability, ethics, integrity, and compliance.
  • Senior Leadership Team (SLT) with members such as the VP of HR & Compliance, VP of Finance and VP of Operations.

Compliance Program

• Qsource's Compliance Program is designed to prevent unethical and unlawful behavior, assuring standards and regulations are followed.
• Reporting mechanisms are in place for employees to report concerns related to misconduct or policy violations.
• The Whistleblower Protection Act safeguards employees from retaliation.
• The Vice President of Human Resources and Compliance oversees the reporting platform and ensures fair and confidential investigations.

Commitment to Diversity

• Diversity, Equity, and Inclusion (DE&I) is central to Qsource's employment policies and practices.
• Equal opportunity is ensured regardless of race, gender, disability, veteran status, and other protected categories.
• Reasonable accommodations are provided for employees with disabilities.

Remote Work Culture

• Qsource's remote work culture emphasizes effective communication, emphasizing digital tools (e.g., email, video conferencing).
• Trust and integrity form the foundation of the culture, promoting accountability and self-motivation.
• Work-life harmony is encouraged to support well-being and long-term productivity.

Key Elements for Success

• Effective communication is vital for remote work.
• Knowledge sharing reduces duplication and improves continuity.
• Collaboration relies on digital tools to promote teamwork.
• Project management software ensures transparency and aligns everyone on timelines.

Policy Guide Purpose

• The Policy Guide serves as the employee handbook, explaining company policies and guidelines.
• The guide helps answer questions about employment, responsibilities, and rights.
• It is not a contract guaranteeing employment terms but aims to support a supportive work environment.

Employment Policies & Practices

• Equal employment opportunities are ensured for fair and inclusive work environments.
• Commit to diversity, equity, and inclusion as embedded principles in their policies.
• Equal employment opportunity applies to all terms and conditions, prohibiting any discrimination.
• Employment classifications (full-time, part-time, non-employees) ensure labor law compliance.

Locations & Relocation

• Qsource operates in 4 U.S. locations (Tennessee, Indiana, Arkansas, and Missouri).
• State employment laws vary widely, and relocation policies and procedures must be followed.
• Written notification and requests for relocation must be submitted, along with details regarding the location and timeline of relocation.

Hiring & Ongoing Employment Practices

• Most job openings are filled internally or externally. Management may reserve the right to fill jobs without posting the availability if there are specific, urgent needs.
• Employees receive transfer, promotion opportunities upon completion of acceptable work performance goals (6 months).
• Consideration of eligibility for hiring relatives, partners and ensuring supervisory relationship avoidance and moral considerations.
• Initial and Annual Checks: Compliance with legal requirements concerning criminal background checks.
• Licenses and Certifications: Maintaining applicable licenses and certifications for mandated roles.
• Mandates disclosure to managers of criminal convictions.

Compensation and Benefits

• Compensation is based on job responsibilities, salary, market, performance, and company financial capabilities.
• Employees may be eligible for annual merit increases, based on performance evaluations.
• Qsource offers a comprehensive benefits program with medical, dental, vision, and retirement coverage. Payroll complies with applicable laws and regulations; payments are made semi-monthly.

Continuous Improvement Funds

• Full-time Qsource employees can use two funds for Continuous Improvement: Enhanced Learning Funds or Tuition Reimbursement.
• Enhanced Learning Funds offer $500 annually for training associated with their roles.
• Tuition Reimbursement is for courses related to Qsource's needs and the needs of the employee (must achieve a certain grade).

Benevolent Causes

• Qsource supports employee participation in community service activities.

Employee Records & Privacy

• Employee files are confidential and digitally stored.
• Policy ensures data privacy through processes, applicable laws, and employee knowledge about data, information handling procedures.

Home Office

• Home office setups must be safe, clean, quiet, free of distractions, and meet security standards.
• Safety and security is a priority at all locations.
• Employees are responsible for costs associated with setting up their home office.

Information Systems and Security Policy (ISSP)

• Qsource's goal is the security, integrity, and confidentiality of information systems.
• This policy (ISSP) outlines security controls for employees and stakeholders.
• Compliance with HIPAA, SOC 2, and HITRUST (CSF) standards. Violations may lead to sanctions, such as suspension of use privileges or termination of employment.

Mobile Device

• Only authorized devices can connect to Qsource’s internal network or systems.
• Qsource also permits employees to utilize their personally owned devices for business use, though with supervisor and IT approval.
• Compliance with HIPAA security rule.

FLSA & Employment Status

• Qsource employs both exempt and non-exempt employees, with employment status types such as full-time, part-time, PRN (as needed), regular and temporary, contingent, non-employees (contracts, consultants, volunteers, interns).
• All payroll deductions are compliant with federal and applicable state laws.

Time Off & Attendance

• Attendance and punctual are valued and key to employee performance and a positive work environment.
• Holidays observed are New Year's Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas.
• Employees receive paid time off for these holidays.
• Leaves for other reasons are also defined (personal, bereavement, domestic violence, civic duty, appearing as witnesses, voting).

Flexible Time Off (FTO)

• Discretionary benefit for full-time employees after 30 days of employment.
• 8- to 4-hours time increments for exempt employees; 1-hour increments for non-exempt employees to prevent deduction issues beyond salary.
• Time-off requests must be submitted.
• Employees, facing hardship, can request FTO time for donation.

FTO Unanet Submittal Notes

• Brief notes aid in understanding, requests for efficient handling, and ensuring adequate coverage.
• The explanation about the purpose and reason for an employee's request is important.
• Administration of the FTO policy is subject to external financial audit, requiring documentation for the process, applications, and any deviations.

Travel & Expenses

• Qsource reimburses employees for reasonable travel expenses related to authorized business.
• Pre-approval for travel, except for same-day travel, is required via the Expense Request/Authorization form.
• Expenses details, documented for reimbursement, must include receipts, confirmations, conference details in Unanet.

Conduct and Harassment Policies

• Qsource's code of conduct protects the well-being and rights of its employees, ensuring a safe environment for safety, efficiency, and legal compliance.
• This code also covers confidentiality, conflicts of interest, and outside employment.
• All data collected by Qsource must remain confidential.
• This includes instances of harassment based on race, gender, religion, disability, and other protected categories—including sexual harassment.

Rules of Conduct

• The rules of conduct include confidentiality, conflicts of interest, outside employment, social media, recording conversations, dress code, public image, substance abuse, safety & accident rules, harassment/violence, and retaliation.

Conflicts of Interest (COI), Annual Acknowledgment & Disclosure

• Policy addresses identifying, avoiding, and mitigating COI issues within Qsource and related subsidiaries/organizations.

Social Media Guidelines & Required Training

• Qsource guidelines specify permissible social media use (off-duty vs. on-duty).
• Confidentiality is expected in social media posts regarding company matters.
• Disclaimer language outlining personal views is required when posting about Qsource or its related services or products.

Conversation Recording: Consent & Guidelines

• Recording of communications is generally prohibited without explicit consent. All employees are expected to adhere to company expectations.

Dress Code & Public Image

• Qsource expects employees to maintain a professional appearance adhering to expectations.
• Acceptable attire varies depending on the context and type of event, whether internal, for client-contact, in-person or remote work.

Alcohol & Drug Free Workplace

• Qsource maintains a substance abuse-free workplace.
• Substance abuse screening may be used in pre-employment and performance-based situations.

Harassment & Workplace Violence

• Qsource enforces a zero-tolerance policy for harassment and workplace violence (threats, assaults, aggression).
• All weapons prohibited on company/client property.
• Reporting harassment and inappropriate behavior promptly to supervisor or HR and receiving support services necessary for any investigation.
• Protecting employees from retaliation is essential.

Harassment Prevention & Training

• Qsource is deeply committed to creating a safe work environment free of violence, harassment, and bullying.
• Employees are required to go through Anti-harassment training.
• Company employees should also receive additional training from the Educational Hub.

Performance Management

• Performance goals align with organizational objectives to help employees understand expectations and work toward targets.
• Feedback and coaching help employees identify strengths and weaknesses, and development opportunities.
• Corrective measures (Progressive Discipline) may be taken based on infraction severity and frequency.
• Improvement Plans document the necessary steps for employees to improve performance.

Employment Separation

• Voluntary resignations require two weeks' written notice to supervisors; for Management employees, 30 days' notice.
• Three consecutive absences without proper notice are considered voluntary resignation.
• Involuntary terminations occur for noncompliance with Qsource policies.
• Employees receive payment for all worked hours, complying with all applicable laws.

Mutual Solutions for Disputes

• Qsource strives to resolve disputes/disciplinary action, including termination through communication between employees and supervisors, with escalation as needed to higher management if necessary.
• The company may engage an external mediator or arbitrator for dispute resolution (AAA), if internal resolution fails.

Questions

• Contact information for Qsource HR and Compliance for inquiries.

Test your knowledge about Qsource's mission, core values, and key organizational policies. This quiz covers essential elements such as compliance, employment status, and reporting standards at Qsource. Perfect for current and prospective employees to understand the company's commitment to transparency and accountability.