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New employee induction

The document provides an overview of an employee induction training program at Healthi Choices. It includes information about: - The agenda which covers HR paperwork, an introduction to the company, benefits, leave policies, health and safety protocols. - An in-depth description of Healthi Choices, its infrastructure including call centers, technology, networks of professionals, and commitment to empowering minorities. - The services Healthi Choices provides related to organizational wellbeing, employee wellness, medical scheme support, and affinity programs. It emphasizes engaging employees, enabling better choices and encouraging positive behavior change.

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New Employee Induction Training Welcome to Healthi Choices……
Your future with us…… • We welcome you aboard and wish you a happy, successful and productive time with Healthi Choices. • Our doors are open, let us know how we can help you achieve your dreams….
Programme of Events • HR Induction Pack – paperwork completion • Healthi Choices – Who are we? • Company Organogram • Hours of work • Remuneration • Deductions from Salary • Employment Benefits • Leave – annual, sick, family responsibility, maternity and paternity, study • Financial Planning • Medical Aid • Housekeeping • Occupational Health & Safety – Emergency Procedures • COVID-19 protocols • Employee Assistance Programme
HR Induction Pack • Please complete the various forms in the induction pack provided to you. • Please ask if you need assistance.
Healthi Choices – Who are We? Overview • Healthi Choices delivers comprehensive wellbeing, assistance and loyalty services to organisations, medical schemes and affinity clubs. Our focus as a company falls on helping fellow companies, individuals and consumers to change and improve. In this regard, everything we do is geared towards making positive change happen. • We believe that Healthi Choices is the industry’s only wellbeing- oriented organisation to prioritise capacity building over products; to have the scope and infrastructure to handle all elements of wellbeing under a single roof; and to enjoy the global backing needed to deliver on all of our promises.
Healthi Choices – Who are We? • For the last two decades and across three markets, Healthi Choices’ management has founded and managed leading wellbeing companies, together with private equity firms and strategic partners. • What is most impressive about Healthi Choices is our infrastructure: HIC Call Centre Tech Data Networks QA BEE
Healthi Choices – Who are We? Call centres • Our specialised, in-house call centre provides a variety of professional services (including managed care, administration, wellbeing, care programmes and assistance) to medical schemes, medical funds, organisations and affinity club customer bases. • Our highly trained and experienced call centre staffers are multilingual, able to provide assistance in any one of the country’s 11 official languages. Technology • Healthi Choices’ state-of-the-art technology includes the Avaya Centre System, the EAP Expert System, Interactive Voice Response, and the fully integrated Amethyst Call Recording System, as well as a Disaster Recovery Plan that adheres to the ISO 27001 ICT Security Framework. Data management • We are committed to exceptional data management using our proprietary Wellbeing Intelligence System. This extends to the way in which we store and manage information, secure data, protect privacy, and generate reliable reports. Our WIS allows us to integrate data from different service providers, accurately reflect ROI and continuously refine our solutions and services.
Healthi Choices – Who are We? Networks • Healthi Choices has an established branch and provider network of accredited multi-disciplinary professionals, with the resources to send the necessary service personnel across the country and the continent. All of our professionals – 1000 in total – are registered with the Health Professions Council of South Africa or the South African Nursing Council. We are also a member of the Employee Assistance Professionals Association of SA. Quality assurance • We benchmark ourselves against international quality standards, maintain compliance with national legislation, adhere to service level agreements and successfully achieve the responsiveness and agility our industry requires. • Along the way, Healthi Choices uses a comprehensive customer satisfaction programme, mandates continuous training, and meticulously screens all clinical data and processes to minimise service lapses – under the oversight of a our experienced clinical and technical management team. Black economic empowerment • Healthi Choices is committed to both the principles of BEE and the realities of enterprise development. Approximately 91% of our employees are women, of which 70% are black. In addition, we choose to work hand-in-hand with black-owned businesses, so as to assist them in achieving operational, financial and developmental sustainability. Healthi Choices has a Level 2 B-BBEE rating.
Healthi Choices – Who are We? Wellbeing What is wellbeing? In its simplest sense, wellbeing is the ability to function optimally – whether this translates into performance and productivity, preventing or managing illness or disease, or even accessing services and lifestyle elements that improve one’s overall quality of life. Healthi Choices is concerned about wellbeing in three related contexts: • Within companies / organisations • Within medical schemes • Within affinity or rewards clubs To illustrate, the large company requires wellbeing as part of its value proposition to market. Healthi Choices can build this into the way the company operates, via in-sourced wellbeing capacity for staff and customers. If companies are able to adopt a strategic long-term view, it becomes clear that a healthy organisation begins with its managers. Once they engage with wellbeing, integrate it into other activities, and become visible while doing so, it is possible to foster a culture of wellbeing. This transforms employees into assets who add greater value to the brand and to the company’s bottom line.
Services Each of the market segments served by Healthi Choices has a distinct priority. For companies, wellbeing is about productivity and talent attraction. In the corporate sector, executive and managerial wellbeing, employee wellbeing, and trauma management, for instance, create productive people. For medical schemes, wellbeing is about cost containment. In the healthcare sector, condition support (chronic, maternity, etc.), trauma support and compensation, for instance, create healthier people. For affinity clubs, wellbeing comes with convenience and access. In the loyalty sector, access to exercise facilities, trauma support, legal guidance and to create brand-loyal people. The programmes offered by Healthi Choices may therefore be categorised by the type of person accessing the solution, not by the solution itself. Having said that, solutions can also be custom-created to span the spectrum of wellbeing consultation, strategy development and solution design, extending from communication and education through wellbeing promotion to programme or project management.
Services Programmes can and do include: • Risk and performance management • Care (therapeutic) programmes • Critical incident stress management • At-risk programmes • Occupational wellbeing and safety • Lifestyle programmes • Emergency medical services • Executive and managerial wellbeing • Absenteeism and disability management
Organisational Wellbeing Definition The OWP is a key strategic component in your organization’s Resources and Risk Management processes. Organisation Organisational Wellbeing = Optimal wellbeing & functioning of Managers, their Teams, and each Individual
Organisational Wellbeing Benefits • Achieve maximum organisational performance Combine a high performance culture that engages, motivates and builds workforce enthusiasm with a pro-active approach to wellbeing • Reduce human capital-related risks and costs Attract, retain and develop the best talent, while preventing accidents at work and reducing absenteeism and other opportunity costs associated with an absence of wellbeing • Benefit from supporting the broader community Realise the benefits of genuine social sustainability by extending your duty of care beyond employees to include customers, business partners and society, to achieve mutual support, co-operation and growth
Importance of an OWP • An organisation’s people represent its biggest investment. • An organisation’s success is directly linked to the quality and commitment of their employees, who provide the products and services to their customers. • Companies should be a lot more concerned with employee wellbeing and integrate this into the overall HR strategy and company culture, which should also be reflected on their development policies and benefit design. • The culture of your organisation can have just as profound an effect on the health of your employees. If your employees do not feel that they are valued, important and have opportunity to grow and develop, they will neither perform well, nor want to stay with you. (Source: PLP)
Integrated OWP Management consulting Psychosocial wellbeing Physical wellbeing Medical support Trauma management Financial wellbeing Legal wellbeing Personal assistance Core Services Absence management Disease management (incl. HIV / AIDS) Disability management Executive wellbeing Wellbeing clinics On-site wellbeing events & training Specialised Services
Philosophy The Healthi Choices range of offerings may best be understood in the context of our behaviour change philosophy, which has four parts: • Engage – Inform the audience and get them involved. • Enable – Give the audience the tools and systems they need. • Exemplify – Show the audience what to do and how to do it. • Encourage – Incentivise the audience to act positively. This model, and the emphasis on the individual’s unique wellbeing journey, differentiates Healthi Choices from the traditional employee wellness offering. As a behaviour change catalyst, we give individuals access to a wellbeing resource eco-system. This provides an enabling environment within which people (who are not necessarily at risk) can facilitate their own choices and changes – instead of having interventions forced on them by experts. We believe that people know themselves, and what’s best for them, best.
Partners Healthi Choices is in extremely good company in the corporate wellbeing and affinity spaces, where we are able to access critical learnings emerging from dynamic partners. We work with global companies including:
Company Organogram
Healthi Choices’ Departments 1. CEO 2. Wellbeing Business Development 3. Wellbeing Services 4. Financial Wellbeing and Human Resources 5. Wellbeing Professional Development 6. WEMS Optimization 7. Wellbeing Organisational Consultants (One Slide Per Department breakdown to follow)
Hours of Work NORMAL HOURS OF WORK • 08h00-16h30 from Monday to Friday with half hour lunch break • Lunch – 30 minutes - to be taken between 12h00 and 14h00 • Refer to your contract for your contractual hours (shift work) FLEXIBLE WORKING HOURS • Office hours may vary on a flex-time basis by prior arrangement with your Manager • Flexi hours means shifting of office hours, and does not mean coming in late or leaving early in exchange for sacrificing some of the lunch hour OVERTIME • Overtime may be claimed in line with legislative requirements • Overtime cannot be worked without advance permission from line Manager • Overtime will not be paid for routine tasks such as filing, sorting mail, diarising and the like
Remuneration – Salary Payment • Company remunerates employees on a total cost to company basis. • Salaries paid monthly in arrears by direct transfer to the employee’s bank account, normally on the 26th of each month, or the preceding Friday should payday fall on a Saturday or Sunday.
Remuneration - Deductions The following are deducted automatically from an employee’s salary: • PAYE • SITE tax • Group Life • Unemployment Insurance Fund • Medical aid (if applicable) • Retirement (permanent staff)
Remuneration - Deductions • Healthi Choices does not provide facilities for private stop- orders • On termination of service, Healthi Choices may recover any amounts owed from the final termination pay • All employees must register as a tax payer with SARS, by completing form IT/IB 77 – form obtainable from payroll
Remuneration – Salary Increases • Salary increases are reviewed annually. • Salary increases are based on Total Cost of Employment and on performance and at the discretion of Management.
Remuneration – Unemployment Benefits • Unemployment Insurance Fund - statutory insurance fund - provides cover to eligible employees in the event of unemployment (including temporary unemployment for reasons of maternity, paternity, sickness and disability) • Such benefits are paid by the Commissioner in line with current legislation • The cost of premiums is shared between the employee and the company
Annual Leave • Staff are entitled to 15 days annual leave per annum for general employees, Supervisors are entitled to 18 days and Managers 20 days annual leave. • Leave must be authorized by the appropriate Manager or Director prior to it being taken using the Employee Self Service Programme (ESS). ESS System Training is provided to all employees.
Annual Leave ACCRUAL AND FORFEITURE • You have six months to utilise any accrued leave after your anniversary date LEAVE ENCASHMENT • The company does not permit the cashing of leave accumulated TERMINATION OF EMPLOYMENT • Upon termination of an employee's employment, for whatever reason, accrued annual leave shall be paid to the employee as follows: • All statutory leave accrued to date of termination • Accrued bonus leave up to a maximum of 20 days
Sick Leave • Sick leave on full pay will be granted up to 30 (thirty) days per three-year employment cycle • During the first 6 months of employment, an employee will only be entitled to 1 (one) working day sick leave, on full pay, for each completed period of 5 (five) weeks of employment • A medical certificate must be furnished in respect of any absence, due to illness, of more than two days. In Call Centre – each instance of illness requires doctors note – even if only ill for one day. • Any sick leave taken in excess of the entitlement will be deducted as annual leave, or unpaid leave if annual leave has been exhausted, except if the Company has approved further sick leave • The employee who is absent for ill health is required to inform the Company by no later than three to four hours prior to start of shift. If normal office hour 09h00 on the first day of the employee's absence where this is reasonably practicable or possible
Family Responsibility Leave • Employees who have been in employment with the Company for four months and longer are entitled during each annual leave cycle to three days' paid leave, for Direct family responsibility leave: Direct family is limited to - • parents (including parent’s in-law); • grandparents; • children, including adopted children; • spouse; • siblings; and • grandchildren. In the above circumstances, any additional leave will be unpaid and must be applied for.
Maternity Leave • Employees shall be entitled to unpaid maternity leave for a period not exceeding four (4) consecutive months after 6 months service • Employees who have received paid maternity leave benefits are obliged to return to the employ of the Company at the end of the period of their maternity leave, for a period of at least six uninterrupted months. • The company will pay the employee who is on maternity leave, 25% of her normal salary for every month she is on such leave, up to a maximum of four months OR 100% in the first month and UIF is then used to supplement income for the remaining maternity leave. • The employee should consult with the HR regarding how to access UIF benefits for maternity absence.
PATERNITY LEAVE • • South Africa’s new parental leave laws have been signed into law by President Cyril Ramaphosa – taking effect from 1 January 2020. • The new legislation means that all parents – including fathers, adopting parents, and surrogates – are now entitled to 10 days unpaid parental leave when their children are born. • However, this new legislation does not apply to mothers who give birth as they are already entitled to maternity leave in terms of the Basic Conditions of Employment Act (BCEA). • Parents are entitled to take the leave once a calendar year and they must apply for it from their employer. Through these amendments, UIF contributors will also have the right to claim for parental and commissioning parental benefits in the event that an employer cannot pay the full salary of the worker. • The employee should consult with the HR regarding how to access UIF benefits for maternity absence.
Study Leave Study leave is granted ONLY in respect of courses that have been approved by the relevant Director, and where exams have to be written. A Study Leave Application must be completed each time study leave is required. The company will grant full paid study leave, as follows: • Two days per year per major exam (one to study, one to write). A maximum of 12 (twelve) such days study leave is granted per annum, in addition to annual leave for that year. • The exam roster must be attached to the application for study leave, to support the application. • Where a member of staff is taking a specialist course that requires special leave circumstances, application for such leave will be considered on merit. WHO QUALIFIES FOR STUDY LEAVE? • All permanently employed staff that have six months or more service with the company, will qualify, irrespective of whether they are shift workers or work normal office hours. • Non-permanent employees with six months or more service, will qualify for 50% of the benefits offered to permanent staff, in other words, 50% of the cost of any approved course, and up to a maximum of six days per annum of study leave. Such workers are required to arrange their shifts in such a way that their exams fall on their off-days. Study leave should be used for any exam that cannot be arranged to coincide with an off-day
Code of Conduct • Act honestly and fairly with due skill, care and diligence in the interests of Healthi Choices, it’s clients and the integrity of the Wellness industry. • Comply at all times with all applicable legislation, common law, industry codes and Healthi Choices rules, regulations and procedures. • Healthi Choices complies with the stipulated labour laws and respects the rights of employees to work in an environment that is free from any form of unlawful discrimination and/or harassment. • Avoid any conflict of interest and share and declare any information that may cause a conflict of interest. • Maintain a healthy and productive work environment and comply with all applicable health and safety policies.
Disciplinary Procedure • This disciplinary policy and procedure shall apply equally to all employees of the Company, irrespective of their position. • The primary purpose of discipline is to encourage employees to correct their conduct or performance and/or to discourage employees from breaching standards of conduct and/or performance. • To ensure that employees are treated fairly and consistently. Any disciplinary action that needs to be taken will be for a fair reason and will follow a fair disciplinary procedure. • No employee shall be disciplined without being afforded the opportunity of stating their case.
Financial Planning It is important to plan for life's ups and downs and eventualities to ensure financial security. The company provides this facility at no cost to employees through Liberty Life (current cost to Company 5%): • Pension Fund (Permanent Staff Only - Employer contribution 5%, Employees may contribute 2, 5, or 7.5%) • Group Life – 3x annual salary • Dread Disease – 1x annual salary • Disability – 75% of salary • Funeral Benefit – (all staff) Member, spouse and child R10,000, children aged 6-13 years R5000, and children younger than 6 years 2500. Own children only. • Retirement Age 60 • Retirement for Group Life & Risk benefits for non-permanent staff is 75 years, benefits decrease on a sliding scale thereafter. • Remember to complete your Beneficiary Form and submit this to HR Department
Medical Insurance • Health Benefits are compulsory – you must be on a medical aid OR alternatively take up the Medical Insurance product. • The medical scheme providers are currently OCSA – Health Insurance. • Where proof of membership to a medical scheme is not provided, all employees will be defaulted to the OCSA Care Gold Product at R332.40 per month • Underwriting free window period of 30 days • The benefits and the contribution rates are reviewed annually by the scheme. • Various options are available to our members on the schemes provided. • Payment for medical schemes is in arrears, i.e. pay end of January for January. • Payment for OCSA Care Gold is in advance. • For comprehensive information on the benefits and premiums contact the Human Resources Department. • Consultants available for further assistance.
Housekeeping & Practicalities Dress Code • In order to maintain a high standard of decorum within the Company, it is necessary that the staff project the necessary image, thus appropriate dress code should be adhered to at all times (Business Formal) Parking • Limited according to the number of bays that are available. The company will make every effort to allocate you a parking bay. Security Access • Access to the building is gained via access tags. Please look after your access tag, keep this on you at all times. Photocopier and fax • A user identity number will be allocated to each user. This number has to be used for either faxing or photo copying and is provided by IT.
Housekeeping & Practicalities Mail • All external incoming and outgoing mail will be picked up from and dropped off from reception downstairs Telephone systems • Employees should keep personal calls to a minimum, both in number and duration. • All telephone calls are tracked on a tracking system. • Voice mail set up could be accessed by calling the IT Department Stationery • Stationery can be ordered from Finance Department. Please ensure you obtain authorisation from your manager for all stationery orders. • Use the stationery order forms
Housekeeping & Practicalities • HR Policy – can be found on the I Drive/Human Resources/Human Resources Policies • COVID-19 Policy – this can be found on the I Drive/Human Resources/ HR Policies and Procedures/COVID-19 Policies • Smoking Policy • Smoking is prohibited in the workplace, save for any areas that are designated by the company as a “smoking area” (outside basement) • The workplace encompasses all company buildings, vehicles (“pool cars”) and includes, but is not limited to, any indoor or enclosed area in which employees perform their duties of their employment, including any corridor, lobby, stairwell, elevator, wash room or other common area frequented by such employees during the course of their employment • IT Policy - can be found on the I Drive/Information Technology/Policies and Procedures.
Email & Internet • While the Company does not condone the personal use of the electronic communication system, employees may occasionally use the electronic communication system for urgent and concise personal purposes. • All electronic messages are Company records. This means that any information obtained by electronic communication is the property of the Company and is regarded as company information. It may be disclosed within the Company, regardless of content, without the permission of the employee concerned. • Personal messages are not confidential and are treated as any other message within the Company. Employees should not use the Company system to send or receive any message that they would be uncomfortable about other people receiving & reading.
Parking
Tea Break
Occupational Health & Safety In case of ILLNESS: • Make contact with your manager or HR, access to the sick room and medical emergency kit. • You may not use the sick room without alerting your manager or HR – it is important that the company is aware of any employee or visitor using the sick room.
Injury on Duty • When an employee has an accident on duty resulting in injury, the company must report it to the Compensation Commissioner within 7 days after gaining knowledge of the accident. • Injury must also be reported to the employee’s immediate manager who in turn must report the accident to Human Resources department immediately. • In the case of prolonged absence (due to a serious injury), a Progress Medical Report (W.CL5) must be obtained monthly from the doctor and submitted to the Compensation Commissioner to ensure regular payment of compensation in respect of temporary disablement. • All forms can be obtained from the HR office. Once completed please submit your form to Human Resources.
Occupational Health & Safety In case of EMERGENCY: • Contact our Emergency Line – 0828762535/0873658870/0873658902 • Give the call taker the following information: • Patients name and department • Location of the patient in the building • Brief description of what is wrong with the patient • Your name and department and contact number where possible • Human Resources will activate emergency response • Stay with the patient until an emergency person arrives to take over from you. • Should an ambulance be required, Human Resources will ensure that they are contacted.
Occupational Health & Safety In case of EVACUATION: • Contact the Emergency Number 0828762535. Should you be unable to get through on these numbers, contact Michelle Townsend on 084 693 4726. • The persons above will then make the necessary arrangements for evacuation. • Follow the Emergency Evacuation Procedures: • Exit out of your nearest emergency exit. • Wait at the area outside the building you are directed to by an emergency / fire official. • Ensure that you have been accounted for on the register by the emergency officials. • Do not return to the building unless advised by an emergency official. • Do not leave the building and go home unless advise to do so by an emergency official.
COVID-19 Awareness Training May 2020
[COMPANY LOGO] COVID-19 AWARENESS TRAINING & INDUCTIONTHANK YOU & QUESTIONS COVID-19 AWARENESS TRAINING & INDUCTION
• Human Coronaviruses are common throughout the world • The name Corona refers to a crown because these viruses have crown-like spikes on their surface when viewed under a microscope • COVID-19 is the scientific term used to describe the highly contagious virus that is spreading around the world • COVID-19 was discovered to be a completely novel strain; nothing experts had ever seen before • Coronavirus disease 2019 (COVID-19) is defined as illness caused by a novel coronavirus now called severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2; formerly called 2019-nCoV), which was first identified amid an outbreak of respiratory illness cases in Wuhan City, Hubei Province, China • COVID-19 stands for Coronavirus Disease 2019. Coronavirus Disease 2019 Most often the disease is not serious but it can sometimes lead to severe illness and even death Coronavirus Disease (COVID-19)
• Employees in most workplaces are potentially at risk of contracting COVID-19 due to the fact that an infected employee may be working while not showing any symptoms. • Some workplaces have a higher risk of employees becoming infected due to the nature of work e.g. workplaces where close contact with other employees / clients is required. • Areas at work where multiple employees gather in small or confined spaces. • In order to mitigate this risk, various control measures have been implemented including the adoption of the following: • COVID-19 Company Policy – employees must sign a register confirming that the Policy has been explained • COVID-19 Workplace Risk Assessment – employees must sign a register confirming that the Risk Assessment has been explained • COVID-19 Safe Operating Procedure – employees must sign a register confirming that the SOP has been explained • Medical Screening Procedure – employees must sign register confirming that the MSP has been explained Ensure that you familiarise yourself with and abide by the company’s measures that are implemented to mitigate the risk of contracting COVID-19 Who is at risk of contracting COVID-19
Mitigation of risk in the workplace includes Primary prevention • Education & Training • Policies and procedures • Mitigation of risk through a detailed risk assessment Secondary prevention • Identify persons at risk and respond appropriately • Conduct daily medical screening & surveillance Tertiary prevention • Respond appropriately when there is a case of COVID-19 in the workplace • Rehabilitation of workplace • COIDA / Compensation claims • Leave management
Personal Protective Equipment • The type of PPE used depends on the outcome of the risk assessment in relation to the job activities and the likelihood of exposure to COVID-19. • Management will issue each staff member with at least two cloth face masks • Cloth face masks must be worn at all times, even while commuting to work and home. • PPE should not be used in isolation and it is important that all other available control measures are implemented and adopted • Select appropriate PPE in relation to the hazard • Ensure that it is properly fitted • Proper donning and doffing of PPE including proper sequencing • Ensure that there is proper care, maintenance and disposal of the PPE Limitations of PPE include • It does not eliminate the hazard • May restrict movement and be uncomfortable • Employees are often not correctly trained on its use PPE may include: (depending on the workplace) • Gloves • Goggles • Face shields • Face masks (face masks have now become compulsory for members of the public and employees) • Respiratory protection, when appropriate PPE must be worn at all times as per the Company’s requirements – This is a requirement for all employees - NOT A CHOICE Preventing the spread of COVID-19
Physical Distancing & Public Transport • Stagger arrival times of employees so that employees don’t congregate in reception areas especially due to medical screening requirements which may delay entry into the operations • Stagger tea-breaks • Have lunch at different times • Do not have lunch and tea in communal areas • When sharing an area with other employees ensure a 1.5 metre distance between them • Try and avoid using public transport when travelling to and from work if possible - if this is not possible, ensure physical distancing, good hygiene practices and always wear a cloth face mask. • Place handbag in a plastic bag if possible when using public transport and dispose of the plastic bag immediately and sanitise your hands when arriving at work. • If using public transport, the same procedure to be followed when returning home. Preventing the spread of COVID-19
Screening Employees should be screened for COVID-19 related symptoms and report such symptoms to the COVID-19 manager, their line manager / supervisor immediately. a) Employees to complete a self-declaration upon returning to work each day (example on the following slide). b) Employees must be screened when they arrive at work - temperatures should be taken and it should be equal to or below 37.5°C - temperature measurements should not be used in isolation of other screening mechanisms c) Should an employee present any symptoms as per the employee self-declaration he/she should be isolated from all employees, issued with a FFP1 face mask and sent for COVID-19 testing. d) Direct all workers to report to their line manager or to the COVID-19 manager if: o they are experiencing any symptoms o they have been, or have potentially been, exposed to a person who has been diagnosed with COVID-19 or is suspected to have COVID-19 (even if the person who is suspected to have COVID-19 has not yet been tested), or o they have undertaken, or are planning to undertake, any travel Encourage workers to report if they observe another worker displaying any symptoms.  Stop workers working if they are displaying symptoms.  Stop workers who have contracted COVID-19 from returning to the workplace until they provide evidence they are clear of the virus.
Name: Surname: Contact Number Contact Email: Department: Employee Declaration Questions Yes No 1 Have you travelled in the last 21 days? If, yes where to?: 2 Have you been exposed to someone who has the COVID-19 virus? 3 Have you experienced at least one of the following symptoms recently a Cough b Sore throat c Shortness of breath d Redness of eyes e Body aches f Loss of smell g Loss of taste h Nausea i Vomiting j Diarrhoea k Fatigue l Weakness m Tiredness n Fever [≥37.5°C (measured) o Fever or history of fever (subjective) over the past 21 days 4 Have you attended a health care facility where patients with COVID-19 infections are being treated? 5 Have you been hospitalised recently with severe pneumonia? 6 Do you currently have flu like symptoms?
COVID-19 symptoms Additional symptoms  Redness of eyes  Loss of smell  Loss of taste  Nausea  Vomiting  Fatigue  Weakness
Confirmed or suspected case in the workplace 1. Isolate the sick employee and issue them with a FFP1 mask. 2. Inform the national COVID-19 hotline (0800 029 999) and follow the advice of health officials. 3. Arrange for the worker to be transported in a manner that does not place other workers or members of the public at risk for a medical examination or testing. 4. Ensure the staff member is tested at a medical facility for COVID-19. 5. Inform the Department of Health and the Department of Employment and Labour if an employee tested positive. 6. Clean the area where the person was working and all places they have been. This may mean evacuating those areas. 7. Identify who at the workplace had close contact with the infected person. refer those workers who may be at risk for screening and take any other appropriate measure to prevent possible transmission; ensure that the worker is tested or referred to an identified testing site 8. Clean the area where the close contact people were working and all common areas they have been. This may mean evacuating those areas. 9. Review risk management controls If the employee is not at work when he / she is diagnosed or suspected to have COVID-19, then follow steps 5, 6, 7 and 8, 9 above
Close contact with confirmed case Employees who have come into close contact with an individual who has tested positive for COVID-19 (co-worker or otherwise) will be directed to self-isolate for 14 days from the last date of close contact with that individual. a) Close contact is defined as approximately one and a half meter. b) If the Company learns that an employee has tested positive, the COVID-19 response team will conduct an investigation to determine co-workers who may have had close contact with the confirmed positive employee. c) Those employees who have had close contact will need to self-isolate for 14 days from the last date of close contact with that employee. d) If applicable, the COVID-19 response team will also notify any sub-contractors, vendors/suppliers or visitors who may have had close contact with the confirmed-positive employee. e) If an employee learns that he or she has come into close contact with a confirmed-positive individual outside of the workplace, he/she must alert his/her COVID-19 manager or line manager/ supervisor immediately, seek testing and self-isolate until his/her results have been received.
Communication a) Response team and COVID-19 manager to update employees on a regular basis on COVID-19 matters b) Communication should be made by email, posters and notice boards. c) Employees should be made aware if someone in the workplace has tested positive in order to create awareness. d) Enhance internal reporting and communication channels. e) Proactively review absenteeism of all employees. Those employees who do not report to work with a valid reason, should be contacted and a COVID-19 symptom check should be done telephonically. Note: Workers who are ill at home must stay at home – if they have COVID-19 symptoms they must inform the COVID-19 manager or their line manager / supervisor immediately
• Stay home - People who are mildly ill with COVID-19 are able to recover at home. Do not leave, except to get medical care. Do not visit public areas. • Remain in contact with your doctor - Call before you get medical care. Be sure to get care if your health deteriorates or you think it is an emergency. • Avoid public transportation - Avoid using public transportation and stay away from others: Try and remain in a specific “sick room” and away from other people in your home. Use a separate bathroom, if possible. • Limit contact with pets & animals - Although there have not been reports of pets or other animals becoming sick with COVID-19, it is still recommended that people with the virus limit contact with animals until more information is known. • If you are sick - You must wear a facemask when you are around other people and before you enter a healthcare provider’s office. • Employee may only return to work once they have undergone a medical evaluation confirming that they have tested negative for COVID-19. If it is confirmed that you have COVID-19
Names and contact details RESPONSE TEAM Name Surname Mobile Number Title Johnny Koortzen 087 365 8901 CEO Francois De Wagenaar 087 365 8884 Manager: WS SCREENING TEAM Name Surname Mobile Number Title Leon Wade 087 365 8898 Exec: WI Delicia Naidoo 063 080 4462 Reception Nosibusiso Xulu 087 365 8870 HR COVID-19 MANAGER Name Surname Mobile Number Title Raylene Adams 087 365 8902 Exec: Finance COVID-19 COMPLIANCE OFFICER Name Surname Mobile Number Title Nosibusiso Xulu 087 365 8870 HR
Passionate about the wellbeing of organisations and the people it touches
INDIVIDUAL PERFORMANCE MANAGEMENT • A process whereby managers get to rate employees on their work output • The process assists employees in identifying their respective roles and driving their focus on how to achieve the desired KPA outputs. • Employees sign a performance contract with the line manager upon joining the organisation/at the beginning of the year and agree on KPA’s for the upcoming year. • Once agreement has been reached both parties must date and sign the performance contract. • The formal IPM discussions takes place 2 times a year. However, IPM discussions must be ongoing. • It is a planned discussion that takes place thus promoting a 2 way system of communication between employee and line manager/team leader. • KPA’s may change to ensure alignment with business strategies.
INDIVIDUAL PERFORMANCE MANAGEMENT PLAN TRACKREVIEW Appraisal Cycle Reflection Key Result Areas Development Plan Reaching Agreement Tracking Feedback Coaching Interim Review End-of-cycle Review Continuous Progress and Development
Healthi Voices is HIC’s Employee Wellbeing Programme It gives HIC’s employees: Knowledge Support, and Confidence to cope with life’s challenges and make better choices The Healthi Voices services are offered to benefit our employees and their immediate families as much as they benefit our customers.
What you need to know • EWP is available 24/7/365. • You and your financially-dependent beneficiaries are eligible for wellbeing services. • The services are free of charge, but certain services have a maximum usage limit. • For self-help, login to the EWP website – www.healthichoices.com/healthichoices/bookmarks • EP has a dedicated telephone line – 0873658836 • You may also text 43821 or e-mail golife@heathichoices.com • All interactions are confidential – only the wellbeing professionals allocated to your request have the right to access your personal information.
Psycho-Social and Physical Wellbeing How will we assist you? Psycho-social Wellbeing: 24-hour information, coaching and specialist treatment referrals, on all intra- and inter-personal matters, including (but not limited to) substance abuse and addiction; conflict resolution; relationship (couples) therapy; traumatic incidents (including accidents and loss); stress, anxiety and other mood disorders. In-person coaching is provided by registered psychologists or social workers near to where you work or live. Physical Wellbeing: Information and counselling on any physical wellbeing- related topic, such as fitness and diet, lifestyle coaching for those living with chronic conditions, sourcing and delivery of appropriate foods, food supplements and vitamins, together with referral to, and management of, accredited physical wellbeing professionals and specialised programmes where indicated or required. Please refer to the EWP website for full terms and conditions. Access: unlimited telephonic, in person coaching up to 6 sessions per incident
Wellbeing & Healthcare Professional Network How will we assist you? • The Professional Network facilitates accessible and affordable medical and allied services, particularly for those on a limited medical savings plan option. • This product offers discounted consultations with a network of dedicated private medical and allied practitioners situated in urban and rural areas throughout South Africa: • Try to make your appointment at least 24 hours in advance. • general practitioners, • dentists and • optometrists • Please refer to the EWP website for full terms and conditions. • Access: unlimited discounted access, the cost of the service is for your own account
Legal Wellbeing How will we assist you? • Legal Wellbeing: Designed to help you handle any legal concerns you may face, this service includes telephonic and in-person consultations with appropriate legal experts, information packs on a comprehensive range of legal subjects, along with a library of standard documents and contracts that you can customise to suit your needs. We do not provide advice for labour related queries. • Please refer to the EWP website for full terms and conditions. • Access: unlimited telephonic support. Legal representation is for your own account.
Financial & Credit Assistance How will we assist you? • Financial Wellbeing: This service includes financial literacy training, telephonic and in-person advice and coaching on all finance-related matters, debt counselling and access to a range of financial tools to aid budgeting, etc. • Credit Assistance: Credit Assist gives you access to your credit bureau information from three credit bureaus compared side by side to help you build, manage and protect your credit status. Credit Assist gives you access to expert advice, tools and alerts to help build your credit status. With tools like the debt assessment and our unique status simulator we will show you how to improve your credit scores and affordability while helping you to decrease your debt utilisation. • Please refer to the EWP website for full terms and conditions. • Access: Telephonic support is unlimited, formal debit counselling is for your own account.
How to make use of our benefits • Call the Care Centre on 0873658836 • SMS “WELLBEING’ TO 43821 • E:mail golife@healthichoices.com • Web: www.healthichoices.com/healthichoices/bookmarks • and login > click on ‘Information’ > click on ‘Your health and wellbeing programme’
NB: MANAGEMENT RESERVES THE RIGHT TO MAKE CHANGES TO THIS DOCUMENT IN PART OR IN FULL AS AND WHEN IT IS DEEMED NECESSARY.
Contact List Important Extensions: • Johnny Koortzen (CEO) 365 8901 • Deidre Wentzel (PA to CEO) 365 8900 • Francois de Wagenaar (IT) 365 8884 • Deborah Morris (OWC) 365 8896 • Raylene Adams (Finance and HR) 365 8902 • Leon Wade (WEMS) 365 8898 Important Contact Numbers: • Reception 4542 • Maintenance 4542 • Health and Safety 0828762535 • Emergency Number 0846934726
QUESTIONS
Employee File Document - HR I,________________________ confirm that I have read and understood the contents of this documents, furthermore, I have been trained on the contents of this document. • I am aware of the following company policies and commit to reading and internalizing these: • I:Information TechnologyPolicies & Procedures • I:Human ResourcesPolicies and Procedures Employee Name: ______________________ Signature ______________________ Date ______________________
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New employee induction

  • 1.
    New Employee InductionTraining Welcome to Healthi Choices……
  • 2.
    Your future withus…… • We welcome you aboard and wish you a happy, successful and productive time with Healthi Choices. • Our doors are open, let us know how we can help you achieve your dreams….
  • 3.
    Programme of Events •HR Induction Pack – paperwork completion • Healthi Choices – Who are we? • Company Organogram • Hours of work • Remuneration • Deductions from Salary • Employment Benefits • Leave – annual, sick, family responsibility, maternity and paternity, study • Financial Planning • Medical Aid • Housekeeping • Occupational Health & Safety – Emergency Procedures • COVID-19 protocols • Employee Assistance Programme
  • 4.
    HR Induction Pack •Please complete the various forms in the induction pack provided to you. • Please ask if you need assistance.
  • 5.
    Healthi Choices –Who are We? Overview • Healthi Choices delivers comprehensive wellbeing, assistance and loyalty services to organisations, medical schemes and affinity clubs. Our focus as a company falls on helping fellow companies, individuals and consumers to change and improve. In this regard, everything we do is geared towards making positive change happen. • We believe that Healthi Choices is the industry’s only wellbeing- oriented organisation to prioritise capacity building over products; to have the scope and infrastructure to handle all elements of wellbeing under a single roof; and to enjoy the global backing needed to deliver on all of our promises.
  • 6.
    Healthi Choices –Who are We? • For the last two decades and across three markets, Healthi Choices’ management has founded and managed leading wellbeing companies, together with private equity firms and strategic partners. • What is most impressive about Healthi Choices is our infrastructure: HIC Call Centre Tech Data Networks QA BEE
  • 7.
    Healthi Choices –Who are We? Call centres • Our specialised, in-house call centre provides a variety of professional services (including managed care, administration, wellbeing, care programmes and assistance) to medical schemes, medical funds, organisations and affinity club customer bases. • Our highly trained and experienced call centre staffers are multilingual, able to provide assistance in any one of the country’s 11 official languages. Technology • Healthi Choices’ state-of-the-art technology includes the Avaya Centre System, the EAP Expert System, Interactive Voice Response, and the fully integrated Amethyst Call Recording System, as well as a Disaster Recovery Plan that adheres to the ISO 27001 ICT Security Framework. Data management • We are committed to exceptional data management using our proprietary Wellbeing Intelligence System. This extends to the way in which we store and manage information, secure data, protect privacy, and generate reliable reports. Our WIS allows us to integrate data from different service providers, accurately reflect ROI and continuously refine our solutions and services.
  • 8.
    Healthi Choices –Who are We? Networks • Healthi Choices has an established branch and provider network of accredited multi-disciplinary professionals, with the resources to send the necessary service personnel across the country and the continent. All of our professionals – 1000 in total – are registered with the Health Professions Council of South Africa or the South African Nursing Council. We are also a member of the Employee Assistance Professionals Association of SA. Quality assurance • We benchmark ourselves against international quality standards, maintain compliance with national legislation, adhere to service level agreements and successfully achieve the responsiveness and agility our industry requires. • Along the way, Healthi Choices uses a comprehensive customer satisfaction programme, mandates continuous training, and meticulously screens all clinical data and processes to minimise service lapses – under the oversight of a our experienced clinical and technical management team. Black economic empowerment • Healthi Choices is committed to both the principles of BEE and the realities of enterprise development. Approximately 91% of our employees are women, of which 70% are black. In addition, we choose to work hand-in-hand with black-owned businesses, so as to assist them in achieving operational, financial and developmental sustainability. Healthi Choices has a Level 2 B-BBEE rating.
  • 9.
    Healthi Choices –Who are We? Wellbeing What is wellbeing? In its simplest sense, wellbeing is the ability to function optimally – whether this translates into performance and productivity, preventing or managing illness or disease, or even accessing services and lifestyle elements that improve one’s overall quality of life. Healthi Choices is concerned about wellbeing in three related contexts: • Within companies / organisations • Within medical schemes • Within affinity or rewards clubs To illustrate, the large company requires wellbeing as part of its value proposition to market. Healthi Choices can build this into the way the company operates, via in-sourced wellbeing capacity for staff and customers. If companies are able to adopt a strategic long-term view, it becomes clear that a healthy organisation begins with its managers. Once they engage with wellbeing, integrate it into other activities, and become visible while doing so, it is possible to foster a culture of wellbeing. This transforms employees into assets who add greater value to the brand and to the company’s bottom line.
  • 10.
    Services Each of themarket segments served by Healthi Choices has a distinct priority. For companies, wellbeing is about productivity and talent attraction. In the corporate sector, executive and managerial wellbeing, employee wellbeing, and trauma management, for instance, create productive people. For medical schemes, wellbeing is about cost containment. In the healthcare sector, condition support (chronic, maternity, etc.), trauma support and compensation, for instance, create healthier people. For affinity clubs, wellbeing comes with convenience and access. In the loyalty sector, access to exercise facilities, trauma support, legal guidance and to create brand-loyal people. The programmes offered by Healthi Choices may therefore be categorised by the type of person accessing the solution, not by the solution itself. Having said that, solutions can also be custom-created to span the spectrum of wellbeing consultation, strategy development and solution design, extending from communication and education through wellbeing promotion to programme or project management.
  • 11.
    Services Programmes can anddo include: • Risk and performance management • Care (therapeutic) programmes • Critical incident stress management • At-risk programmes • Occupational wellbeing and safety • Lifestyle programmes • Emergency medical services • Executive and managerial wellbeing • Absenteeism and disability management
  • 12.
    Organisational Wellbeing Definition TheOWP is a key strategic component in your organization’s Resources and Risk Management processes. Organisation Organisational Wellbeing = Optimal wellbeing & functioning of Managers, their Teams, and each Individual
  • 13.
    Organisational Wellbeing Benefits •Achieve maximum organisational performance Combine a high performance culture that engages, motivates and builds workforce enthusiasm with a pro-active approach to wellbeing • Reduce human capital-related risks and costs Attract, retain and develop the best talent, while preventing accidents at work and reducing absenteeism and other opportunity costs associated with an absence of wellbeing • Benefit from supporting the broader community Realise the benefits of genuine social sustainability by extending your duty of care beyond employees to include customers, business partners and society, to achieve mutual support, co-operation and growth
  • 14.
    Importance of anOWP • An organisation’s people represent its biggest investment. • An organisation’s success is directly linked to the quality and commitment of their employees, who provide the products and services to their customers. • Companies should be a lot more concerned with employee wellbeing and integrate this into the overall HR strategy and company culture, which should also be reflected on their development policies and benefit design. • The culture of your organisation can have just as profound an effect on the health of your employees. If your employees do not feel that they are valued, important and have opportunity to grow and develop, they will neither perform well, nor want to stay with you. (Source: PLP)
  • 15.
    Integrated OWP Management consulting Psychosocial wellbeing Physical wellbeing Medical support Trauma management Financial wellbeing Legal wellbeing Personal assistance Core Services Absencemanagement Disease management (incl. HIV / AIDS) Disability management Executive wellbeing Wellbeing clinics On-site wellbeing events & training Specialised Services
  • 16.
    Philosophy The Healthi Choicesrange of offerings may best be understood in the context of our behaviour change philosophy, which has four parts: • Engage – Inform the audience and get them involved. • Enable – Give the audience the tools and systems they need. • Exemplify – Show the audience what to do and how to do it. • Encourage – Incentivise the audience to act positively. This model, and the emphasis on the individual’s unique wellbeing journey, differentiates Healthi Choices from the traditional employee wellness offering. As a behaviour change catalyst, we give individuals access to a wellbeing resource eco-system. This provides an enabling environment within which people (who are not necessarily at risk) can facilitate their own choices and changes – instead of having interventions forced on them by experts. We believe that people know themselves, and what’s best for them, best.
  • 17.
    Partners Healthi Choices isin extremely good company in the corporate wellbeing and affinity spaces, where we are able to access critical learnings emerging from dynamic partners. We work with global companies including:
  • 18.
  • 19.
    Healthi Choices’ Departments 1.CEO 2. Wellbeing Business Development 3. Wellbeing Services 4. Financial Wellbeing and Human Resources 5. Wellbeing Professional Development 6. WEMS Optimization 7. Wellbeing Organisational Consultants (One Slide Per Department breakdown to follow)
  • 20.
    Hours of Work NORMALHOURS OF WORK • 08h00-16h30 from Monday to Friday with half hour lunch break • Lunch – 30 minutes - to be taken between 12h00 and 14h00 • Refer to your contract for your contractual hours (shift work) FLEXIBLE WORKING HOURS • Office hours may vary on a flex-time basis by prior arrangement with your Manager • Flexi hours means shifting of office hours, and does not mean coming in late or leaving early in exchange for sacrificing some of the lunch hour OVERTIME • Overtime may be claimed in line with legislative requirements • Overtime cannot be worked without advance permission from line Manager • Overtime will not be paid for routine tasks such as filing, sorting mail, diarising and the like
  • 21.
    Remuneration – SalaryPayment • Company remunerates employees on a total cost to company basis. • Salaries paid monthly in arrears by direct transfer to the employee’s bank account, normally on the 26th of each month, or the preceding Friday should payday fall on a Saturday or Sunday.
  • 22.
    Remuneration - Deductions Thefollowing are deducted automatically from an employee’s salary: • PAYE • SITE tax • Group Life • Unemployment Insurance Fund • Medical aid (if applicable) • Retirement (permanent staff)
  • 23.
    Remuneration - Deductions •Healthi Choices does not provide facilities for private stop- orders • On termination of service, Healthi Choices may recover any amounts owed from the final termination pay • All employees must register as a tax payer with SARS, by completing form IT/IB 77 – form obtainable from payroll
  • 24.
    Remuneration – SalaryIncreases • Salary increases are reviewed annually. • Salary increases are based on Total Cost of Employment and on performance and at the discretion of Management.
  • 25.
    Remuneration – UnemploymentBenefits • Unemployment Insurance Fund - statutory insurance fund - provides cover to eligible employees in the event of unemployment (including temporary unemployment for reasons of maternity, paternity, sickness and disability) • Such benefits are paid by the Commissioner in line with current legislation • The cost of premiums is shared between the employee and the company
  • 26.
    Annual Leave • Staffare entitled to 15 days annual leave per annum for general employees, Supervisors are entitled to 18 days and Managers 20 days annual leave. • Leave must be authorized by the appropriate Manager or Director prior to it being taken using the Employee Self Service Programme (ESS). ESS System Training is provided to all employees.
  • 27.
    Annual Leave ACCRUAL ANDFORFEITURE • You have six months to utilise any accrued leave after your anniversary date LEAVE ENCASHMENT • The company does not permit the cashing of leave accumulated TERMINATION OF EMPLOYMENT • Upon termination of an employee's employment, for whatever reason, accrued annual leave shall be paid to the employee as follows: • All statutory leave accrued to date of termination • Accrued bonus leave up to a maximum of 20 days
  • 28.
    Sick Leave • Sickleave on full pay will be granted up to 30 (thirty) days per three-year employment cycle • During the first 6 months of employment, an employee will only be entitled to 1 (one) working day sick leave, on full pay, for each completed period of 5 (five) weeks of employment • A medical certificate must be furnished in respect of any absence, due to illness, of more than two days. In Call Centre – each instance of illness requires doctors note – even if only ill for one day. • Any sick leave taken in excess of the entitlement will be deducted as annual leave, or unpaid leave if annual leave has been exhausted, except if the Company has approved further sick leave • The employee who is absent for ill health is required to inform the Company by no later than three to four hours prior to start of shift. If normal office hour 09h00 on the first day of the employee's absence where this is reasonably practicable or possible
  • 29.
    Family Responsibility Leave •Employees who have been in employment with the Company for four months and longer are entitled during each annual leave cycle to three days' paid leave, for Direct family responsibility leave: Direct family is limited to - • parents (including parent’s in-law); • grandparents; • children, including adopted children; • spouse; • siblings; and • grandchildren. In the above circumstances, any additional leave will be unpaid and must be applied for.
  • 30.
    Maternity Leave • Employeesshall be entitled to unpaid maternity leave for a period not exceeding four (4) consecutive months after 6 months service • Employees who have received paid maternity leave benefits are obliged to return to the employ of the Company at the end of the period of their maternity leave, for a period of at least six uninterrupted months. • The company will pay the employee who is on maternity leave, 25% of her normal salary for every month she is on such leave, up to a maximum of four months OR 100% in the first month and UIF is then used to supplement income for the remaining maternity leave. • The employee should consult with the HR regarding how to access UIF benefits for maternity absence.
  • 31.
    PATERNITY LEAVE • • SouthAfrica’s new parental leave laws have been signed into law by President Cyril Ramaphosa – taking effect from 1 January 2020. • The new legislation means that all parents – including fathers, adopting parents, and surrogates – are now entitled to 10 days unpaid parental leave when their children are born. • However, this new legislation does not apply to mothers who give birth as they are already entitled to maternity leave in terms of the Basic Conditions of Employment Act (BCEA). • Parents are entitled to take the leave once a calendar year and they must apply for it from their employer. Through these amendments, UIF contributors will also have the right to claim for parental and commissioning parental benefits in the event that an employer cannot pay the full salary of the worker. • The employee should consult with the HR regarding how to access UIF benefits for maternity absence.
  • 32.
    Study Leave Study leaveis granted ONLY in respect of courses that have been approved by the relevant Director, and where exams have to be written. A Study Leave Application must be completed each time study leave is required. The company will grant full paid study leave, as follows: • Two days per year per major exam (one to study, one to write). A maximum of 12 (twelve) such days study leave is granted per annum, in addition to annual leave for that year. • The exam roster must be attached to the application for study leave, to support the application. • Where a member of staff is taking a specialist course that requires special leave circumstances, application for such leave will be considered on merit. WHO QUALIFIES FOR STUDY LEAVE? • All permanently employed staff that have six months or more service with the company, will qualify, irrespective of whether they are shift workers or work normal office hours. • Non-permanent employees with six months or more service, will qualify for 50% of the benefits offered to permanent staff, in other words, 50% of the cost of any approved course, and up to a maximum of six days per annum of study leave. Such workers are required to arrange their shifts in such a way that their exams fall on their off-days. Study leave should be used for any exam that cannot be arranged to coincide with an off-day
  • 33.
    Code of Conduct •Act honestly and fairly with due skill, care and diligence in the interests of Healthi Choices, it’s clients and the integrity of the Wellness industry. • Comply at all times with all applicable legislation, common law, industry codes and Healthi Choices rules, regulations and procedures. • Healthi Choices complies with the stipulated labour laws and respects the rights of employees to work in an environment that is free from any form of unlawful discrimination and/or harassment. • Avoid any conflict of interest and share and declare any information that may cause a conflict of interest. • Maintain a healthy and productive work environment and comply with all applicable health and safety policies.
  • 34.
    Disciplinary Procedure • Thisdisciplinary policy and procedure shall apply equally to all employees of the Company, irrespective of their position. • The primary purpose of discipline is to encourage employees to correct their conduct or performance and/or to discourage employees from breaching standards of conduct and/or performance. • To ensure that employees are treated fairly and consistently. Any disciplinary action that needs to be taken will be for a fair reason and will follow a fair disciplinary procedure. • No employee shall be disciplined without being afforded the opportunity of stating their case.
  • 36.
    Financial Planning It isimportant to plan for life's ups and downs and eventualities to ensure financial security. The company provides this facility at no cost to employees through Liberty Life (current cost to Company 5%): • Pension Fund (Permanent Staff Only - Employer contribution 5%, Employees may contribute 2, 5, or 7.5%) • Group Life – 3x annual salary • Dread Disease – 1x annual salary • Disability – 75% of salary • Funeral Benefit – (all staff) Member, spouse and child R10,000, children aged 6-13 years R5000, and children younger than 6 years 2500. Own children only. • Retirement Age 60 • Retirement for Group Life & Risk benefits for non-permanent staff is 75 years, benefits decrease on a sliding scale thereafter. • Remember to complete your Beneficiary Form and submit this to HR Department
  • 37.
    Medical Insurance • HealthBenefits are compulsory – you must be on a medical aid OR alternatively take up the Medical Insurance product. • The medical scheme providers are currently OCSA – Health Insurance. • Where proof of membership to a medical scheme is not provided, all employees will be defaulted to the OCSA Care Gold Product at R332.40 per month • Underwriting free window period of 30 days • The benefits and the contribution rates are reviewed annually by the scheme. • Various options are available to our members on the schemes provided. • Payment for medical schemes is in arrears, i.e. pay end of January for January. • Payment for OCSA Care Gold is in advance. • For comprehensive information on the benefits and premiums contact the Human Resources Department. • Consultants available for further assistance.
  • 38.
    Housekeeping & Practicalities DressCode • In order to maintain a high standard of decorum within the Company, it is necessary that the staff project the necessary image, thus appropriate dress code should be adhered to at all times (Business Formal) Parking • Limited according to the number of bays that are available. The company will make every effort to allocate you a parking bay. Security Access • Access to the building is gained via access tags. Please look after your access tag, keep this on you at all times. Photocopier and fax • A user identity number will be allocated to each user. This number has to be used for either faxing or photo copying and is provided by IT.
  • 39.
    Housekeeping & Practicalities Mail •All external incoming and outgoing mail will be picked up from and dropped off from reception downstairs Telephone systems • Employees should keep personal calls to a minimum, both in number and duration. • All telephone calls are tracked on a tracking system. • Voice mail set up could be accessed by calling the IT Department Stationery • Stationery can be ordered from Finance Department. Please ensure you obtain authorisation from your manager for all stationery orders. • Use the stationery order forms
  • 40.
    Housekeeping & Practicalities •HR Policy – can be found on the I Drive/Human Resources/Human Resources Policies • COVID-19 Policy – this can be found on the I Drive/Human Resources/ HR Policies and Procedures/COVID-19 Policies • Smoking Policy • Smoking is prohibited in the workplace, save for any areas that are designated by the company as a “smoking area” (outside basement) • The workplace encompasses all company buildings, vehicles (“pool cars”) and includes, but is not limited to, any indoor or enclosed area in which employees perform their duties of their employment, including any corridor, lobby, stairwell, elevator, wash room or other common area frequented by such employees during the course of their employment • IT Policy - can be found on the I Drive/Information Technology/Policies and Procedures.
  • 41.
    Email & Internet •While the Company does not condone the personal use of the electronic communication system, employees may occasionally use the electronic communication system for urgent and concise personal purposes. • All electronic messages are Company records. This means that any information obtained by electronic communication is the property of the Company and is regarded as company information. It may be disclosed within the Company, regardless of content, without the permission of the employee concerned. • Personal messages are not confidential and are treated as any other message within the Company. Employees should not use the Company system to send or receive any message that they would be uncomfortable about other people receiving & reading.
  • 42.
  • 43.
  • 44.
    Occupational Health &Safety In case of ILLNESS: • Make contact with your manager or HR, access to the sick room and medical emergency kit. • You may not use the sick room without alerting your manager or HR – it is important that the company is aware of any employee or visitor using the sick room.
  • 45.
    Injury on Duty •When an employee has an accident on duty resulting in injury, the company must report it to the Compensation Commissioner within 7 days after gaining knowledge of the accident. • Injury must also be reported to the employee’s immediate manager who in turn must report the accident to Human Resources department immediately. • In the case of prolonged absence (due to a serious injury), a Progress Medical Report (W.CL5) must be obtained monthly from the doctor and submitted to the Compensation Commissioner to ensure regular payment of compensation in respect of temporary disablement. • All forms can be obtained from the HR office. Once completed please submit your form to Human Resources.
  • 46.
    Occupational Health &Safety In case of EMERGENCY: • Contact our Emergency Line – 0828762535/0873658870/0873658902 • Give the call taker the following information: • Patients name and department • Location of the patient in the building • Brief description of what is wrong with the patient • Your name and department and contact number where possible • Human Resources will activate emergency response • Stay with the patient until an emergency person arrives to take over from you. • Should an ambulance be required, Human Resources will ensure that they are contacted.
  • 47.
    Occupational Health &Safety In case of EVACUATION: • Contact the Emergency Number 0828762535. Should you be unable to get through on these numbers, contact Michelle Townsend on 084 693 4726. • The persons above will then make the necessary arrangements for evacuation. • Follow the Emergency Evacuation Procedures: • Exit out of your nearest emergency exit. • Wait at the area outside the building you are directed to by an emergency / fire official. • Ensure that you have been accounted for on the register by the emergency officials. • Do not return to the building unless advised by an emergency official. • Do not leave the building and go home unless advise to do so by an emergency official.
  • 48.
  • 49.
    [COMPANY LOGO] COVID-19 AWARENESS TRAINING& INDUCTIONTHANK YOU & QUESTIONS COVID-19 AWARENESS TRAINING & INDUCTION
  • 50.
    • Human Coronavirusesare common throughout the world • The name Corona refers to a crown because these viruses have crown-like spikes on their surface when viewed under a microscope • COVID-19 is the scientific term used to describe the highly contagious virus that is spreading around the world • COVID-19 was discovered to be a completely novel strain; nothing experts had ever seen before • Coronavirus disease 2019 (COVID-19) is defined as illness caused by a novel coronavirus now called severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2; formerly called 2019-nCoV), which was first identified amid an outbreak of respiratory illness cases in Wuhan City, Hubei Province, China • COVID-19 stands for Coronavirus Disease 2019. Coronavirus Disease 2019 Most often the disease is not serious but it can sometimes lead to severe illness and even death Coronavirus Disease (COVID-19)
  • 55.
    • Employees inmost workplaces are potentially at risk of contracting COVID-19 due to the fact that an infected employee may be working while not showing any symptoms. • Some workplaces have a higher risk of employees becoming infected due to the nature of work e.g. workplaces where close contact with other employees / clients is required. • Areas at work where multiple employees gather in small or confined spaces. • In order to mitigate this risk, various control measures have been implemented including the adoption of the following: • COVID-19 Company Policy – employees must sign a register confirming that the Policy has been explained • COVID-19 Workplace Risk Assessment – employees must sign a register confirming that the Risk Assessment has been explained • COVID-19 Safe Operating Procedure – employees must sign a register confirming that the SOP has been explained • Medical Screening Procedure – employees must sign register confirming that the MSP has been explained Ensure that you familiarise yourself with and abide by the company’s measures that are implemented to mitigate the risk of contracting COVID-19 Who is at risk of contracting COVID-19
  • 56.
    Mitigation of riskin the workplace includes Primary prevention • Education & Training • Policies and procedures • Mitigation of risk through a detailed risk assessment Secondary prevention • Identify persons at risk and respond appropriately • Conduct daily medical screening & surveillance Tertiary prevention • Respond appropriately when there is a case of COVID-19 in the workplace • Rehabilitation of workplace • COIDA / Compensation claims • Leave management
  • 58.
    Personal Protective Equipment •The type of PPE used depends on the outcome of the risk assessment in relation to the job activities and the likelihood of exposure to COVID-19. • Management will issue each staff member with at least two cloth face masks • Cloth face masks must be worn at all times, even while commuting to work and home. • PPE should not be used in isolation and it is important that all other available control measures are implemented and adopted • Select appropriate PPE in relation to the hazard • Ensure that it is properly fitted • Proper donning and doffing of PPE including proper sequencing • Ensure that there is proper care, maintenance and disposal of the PPE Limitations of PPE include • It does not eliminate the hazard • May restrict movement and be uncomfortable • Employees are often not correctly trained on its use PPE may include: (depending on the workplace) • Gloves • Goggles • Face shields • Face masks (face masks have now become compulsory for members of the public and employees) • Respiratory protection, when appropriate PPE must be worn at all times as per the Company’s requirements – This is a requirement for all employees - NOT A CHOICE Preventing the spread of COVID-19
  • 63.
    Physical Distancing &Public Transport • Stagger arrival times of employees so that employees don’t congregate in reception areas especially due to medical screening requirements which may delay entry into the operations • Stagger tea-breaks • Have lunch at different times • Do not have lunch and tea in communal areas • When sharing an area with other employees ensure a 1.5 metre distance between them • Try and avoid using public transport when travelling to and from work if possible - if this is not possible, ensure physical distancing, good hygiene practices and always wear a cloth face mask. • Place handbag in a plastic bag if possible when using public transport and dispose of the plastic bag immediately and sanitise your hands when arriving at work. • If using public transport, the same procedure to be followed when returning home. Preventing the spread of COVID-19
  • 65.
    Screening Employees should bescreened for COVID-19 related symptoms and report such symptoms to the COVID-19 manager, their line manager / supervisor immediately. a) Employees to complete a self-declaration upon returning to work each day (example on the following slide). b) Employees must be screened when they arrive at work - temperatures should be taken and it should be equal to or below 37.5°C - temperature measurements should not be used in isolation of other screening mechanisms c) Should an employee present any symptoms as per the employee self-declaration he/she should be isolated from all employees, issued with a FFP1 face mask and sent for COVID-19 testing. d) Direct all workers to report to their line manager or to the COVID-19 manager if: o they are experiencing any symptoms o they have been, or have potentially been, exposed to a person who has been diagnosed with COVID-19 or is suspected to have COVID-19 (even if the person who is suspected to have COVID-19 has not yet been tested), or o they have undertaken, or are planning to undertake, any travel Encourage workers to report if they observe another worker displaying any symptoms.  Stop workers working if they are displaying symptoms.  Stop workers who have contracted COVID-19 from returning to the workplace until they provide evidence they are clear of the virus.
  • 66.
    Name: Surname: Contact NumberContact Email: Department: Employee Declaration Questions Yes No 1 Have you travelled in the last 21 days? If, yes where to?: 2 Have you been exposed to someone who has the COVID-19 virus? 3 Have you experienced at least one of the following symptoms recently a Cough b Sore throat c Shortness of breath d Redness of eyes e Body aches f Loss of smell g Loss of taste h Nausea i Vomiting j Diarrhoea k Fatigue l Weakness m Tiredness n Fever [≥37.5°C (measured) o Fever or history of fever (subjective) over the past 21 days 4 Have you attended a health care facility where patients with COVID-19 infections are being treated? 5 Have you been hospitalised recently with severe pneumonia? 6 Do you currently have flu like symptoms?
  • 67.
    COVID-19 symptoms Additional symptoms Redness of eyes  Loss of smell  Loss of taste  Nausea  Vomiting  Fatigue  Weakness
  • 68.
    Confirmed or suspectedcase in the workplace 1. Isolate the sick employee and issue them with a FFP1 mask. 2. Inform the national COVID-19 hotline (0800 029 999) and follow the advice of health officials. 3. Arrange for the worker to be transported in a manner that does not place other workers or members of the public at risk for a medical examination or testing. 4. Ensure the staff member is tested at a medical facility for COVID-19. 5. Inform the Department of Health and the Department of Employment and Labour if an employee tested positive. 6. Clean the area where the person was working and all places they have been. This may mean evacuating those areas. 7. Identify who at the workplace had close contact with the infected person. refer those workers who may be at risk for screening and take any other appropriate measure to prevent possible transmission; ensure that the worker is tested or referred to an identified testing site 8. Clean the area where the close contact people were working and all common areas they have been. This may mean evacuating those areas. 9. Review risk management controls If the employee is not at work when he / she is diagnosed or suspected to have COVID-19, then follow steps 5, 6, 7 and 8, 9 above
  • 69.
    Close contact withconfirmed case Employees who have come into close contact with an individual who has tested positive for COVID-19 (co-worker or otherwise) will be directed to self-isolate for 14 days from the last date of close contact with that individual. a) Close contact is defined as approximately one and a half meter. b) If the Company learns that an employee has tested positive, the COVID-19 response team will conduct an investigation to determine co-workers who may have had close contact with the confirmed positive employee. c) Those employees who have had close contact will need to self-isolate for 14 days from the last date of close contact with that employee. d) If applicable, the COVID-19 response team will also notify any sub-contractors, vendors/suppliers or visitors who may have had close contact with the confirmed-positive employee. e) If an employee learns that he or she has come into close contact with a confirmed-positive individual outside of the workplace, he/she must alert his/her COVID-19 manager or line manager/ supervisor immediately, seek testing and self-isolate until his/her results have been received.
  • 70.
    Communication a) Response teamand COVID-19 manager to update employees on a regular basis on COVID-19 matters b) Communication should be made by email, posters and notice boards. c) Employees should be made aware if someone in the workplace has tested positive in order to create awareness. d) Enhance internal reporting and communication channels. e) Proactively review absenteeism of all employees. Those employees who do not report to work with a valid reason, should be contacted and a COVID-19 symptom check should be done telephonically. Note: Workers who are ill at home must stay at home – if they have COVID-19 symptoms they must inform the COVID-19 manager or their line manager / supervisor immediately
  • 71.
    • Stay home- People who are mildly ill with COVID-19 are able to recover at home. Do not leave, except to get medical care. Do not visit public areas. • Remain in contact with your doctor - Call before you get medical care. Be sure to get care if your health deteriorates or you think it is an emergency. • Avoid public transportation - Avoid using public transportation and stay away from others: Try and remain in a specific “sick room” and away from other people in your home. Use a separate bathroom, if possible. • Limit contact with pets & animals - Although there have not been reports of pets or other animals becoming sick with COVID-19, it is still recommended that people with the virus limit contact with animals until more information is known. • If you are sick - You must wear a facemask when you are around other people and before you enter a healthcare provider’s office. • Employee may only return to work once they have undergone a medical evaluation confirming that they have tested negative for COVID-19. If it is confirmed that you have COVID-19
  • 72.
    Names and contactdetails RESPONSE TEAM Name Surname Mobile Number Title Johnny Koortzen 087 365 8901 CEO Francois De Wagenaar 087 365 8884 Manager: WS SCREENING TEAM Name Surname Mobile Number Title Leon Wade 087 365 8898 Exec: WI Delicia Naidoo 063 080 4462 Reception Nosibusiso Xulu 087 365 8870 HR COVID-19 MANAGER Name Surname Mobile Number Title Raylene Adams 087 365 8902 Exec: Finance COVID-19 COMPLIANCE OFFICER Name Surname Mobile Number Title Nosibusiso Xulu 087 365 8870 HR
  • 73.
    Passionate about thewellbeing of organisations and the people it touches
  • 74.
    INDIVIDUAL PERFORMANCE MANAGEMENT •A process whereby managers get to rate employees on their work output • The process assists employees in identifying their respective roles and driving their focus on how to achieve the desired KPA outputs. • Employees sign a performance contract with the line manager upon joining the organisation/at the beginning of the year and agree on KPA’s for the upcoming year. • Once agreement has been reached both parties must date and sign the performance contract. • The formal IPM discussions takes place 2 times a year. However, IPM discussions must be ongoing. • It is a planned discussion that takes place thus promoting a 2 way system of communication between employee and line manager/team leader. • KPA’s may change to ensure alignment with business strategies.
  • 75.
    INDIVIDUAL PERFORMANCE MANAGEMENT PLAN TRACKREVIEW Appraisal Cycle Reflection KeyResult Areas Development Plan Reaching Agreement Tracking Feedback Coaching Interim Review End-of-cycle Review Continuous Progress and Development
  • 76.
    Healthi Voices isHIC’s Employee Wellbeing Programme It gives HIC’s employees: Knowledge Support, and Confidence to cope with life’s challenges and make better choices The Healthi Voices services are offered to benefit our employees and their immediate families as much as they benefit our customers.
  • 77.
    What you needto know • EWP is available 24/7/365. • You and your financially-dependent beneficiaries are eligible for wellbeing services. • The services are free of charge, but certain services have a maximum usage limit. • For self-help, login to the EWP website – www.healthichoices.com/healthichoices/bookmarks • EP has a dedicated telephone line – 0873658836 • You may also text 43821 or e-mail golife@heathichoices.com • All interactions are confidential – only the wellbeing professionals allocated to your request have the right to access your personal information.
  • 78.
    Psycho-Social and PhysicalWellbeing How will we assist you? Psycho-social Wellbeing: 24-hour information, coaching and specialist treatment referrals, on all intra- and inter-personal matters, including (but not limited to) substance abuse and addiction; conflict resolution; relationship (couples) therapy; traumatic incidents (including accidents and loss); stress, anxiety and other mood disorders. In-person coaching is provided by registered psychologists or social workers near to where you work or live. Physical Wellbeing: Information and counselling on any physical wellbeing- related topic, such as fitness and diet, lifestyle coaching for those living with chronic conditions, sourcing and delivery of appropriate foods, food supplements and vitamins, together with referral to, and management of, accredited physical wellbeing professionals and specialised programmes where indicated or required. Please refer to the EWP website for full terms and conditions. Access: unlimited telephonic, in person coaching up to 6 sessions per incident
  • 79.
    Wellbeing & HealthcareProfessional Network How will we assist you? • The Professional Network facilitates accessible and affordable medical and allied services, particularly for those on a limited medical savings plan option. • This product offers discounted consultations with a network of dedicated private medical and allied practitioners situated in urban and rural areas throughout South Africa: • Try to make your appointment at least 24 hours in advance. • general practitioners, • dentists and • optometrists • Please refer to the EWP website for full terms and conditions. • Access: unlimited discounted access, the cost of the service is for your own account
  • 80.
    Legal Wellbeing How willwe assist you? • Legal Wellbeing: Designed to help you handle any legal concerns you may face, this service includes telephonic and in-person consultations with appropriate legal experts, information packs on a comprehensive range of legal subjects, along with a library of standard documents and contracts that you can customise to suit your needs. We do not provide advice for labour related queries. • Please refer to the EWP website for full terms and conditions. • Access: unlimited telephonic support. Legal representation is for your own account.
  • 81.
    Financial & CreditAssistance How will we assist you? • Financial Wellbeing: This service includes financial literacy training, telephonic and in-person advice and coaching on all finance-related matters, debt counselling and access to a range of financial tools to aid budgeting, etc. • Credit Assistance: Credit Assist gives you access to your credit bureau information from three credit bureaus compared side by side to help you build, manage and protect your credit status. Credit Assist gives you access to expert advice, tools and alerts to help build your credit status. With tools like the debt assessment and our unique status simulator we will show you how to improve your credit scores and affordability while helping you to decrease your debt utilisation. • Please refer to the EWP website for full terms and conditions. • Access: Telephonic support is unlimited, formal debit counselling is for your own account.
  • 82.
    How to makeuse of our benefits • Call the Care Centre on 0873658836 • SMS “WELLBEING’ TO 43821 • E:mail golife@healthichoices.com • Web: www.healthichoices.com/healthichoices/bookmarks • and login > click on ‘Information’ > click on ‘Your health and wellbeing programme’
  • 83.
    NB: MANAGEMENT RESERVESTHE RIGHT TO MAKE CHANGES TO THIS DOCUMENT IN PART OR IN FULL AS AND WHEN IT IS DEEMED NECESSARY.
  • 84.
    Contact List Important Extensions: •Johnny Koortzen (CEO) 365 8901 • Deidre Wentzel (PA to CEO) 365 8900 • Francois de Wagenaar (IT) 365 8884 • Deborah Morris (OWC) 365 8896 • Raylene Adams (Finance and HR) 365 8902 • Leon Wade (WEMS) 365 8898 Important Contact Numbers: • Reception 4542 • Maintenance 4542 • Health and Safety 0828762535 • Emergency Number 0846934726
  • 85.
  • 86.
    Employee File Document- HR I,________________________ confirm that I have read and understood the contents of this documents, furthermore, I have been trained on the contents of this document. • I am aware of the following company policies and commit to reading and internalizing these: • I:Information TechnologyPolicies & Procedures • I:Human ResourcesPolicies and Procedures Employee Name: ______________________ Signature ______________________ Date ______________________
  • 87.

Editor's Notes

  • #16 Definition of each to be included when click on each component Management consultation Information and consulting to resolve ad-hoc requests relating to issues impacting core business processes Coaching on improving people management skills to optimise performance and risk management outcomes Coaching on personal and family matters as defined in the “individual services” section is part of the solution and optimises managerial performance Psychosocial and Emotional wellbeing Information of any type, including mood disorders and interpersonal issues Coaching on all intra- and interpersonal matters including (but not limited to) handling conflict; couples therapy; substance abuse/addiction; traumatic incidents (including accidents and loss); stress, anxiety and other mood disorders Referral for treatment when required to therapy, rehabilitation centres, etc. as required Physical wellbeing Information on any physical wellbeing related topic including fitness and diet Lifestyle coaching for those living with chronic conditions Referral to accredited physical wellbeing professionals and or specialised programmes where indicated or required Optional access to physical wellbeing products such as sourcing and delivery of appropriate foods, food supplements and vitamins Medical support programmes Information on symptoms, diseases and treatments Coaching for individuals at medical risk from conditions such as high-blood pressure or cholesterol Coaching for those living with chronic diseases to promote self-management and adherence to treatment protocols Advocacy service to assist individuals to access the treatment they need and are entitled to Referral for treatment to therapy or rehabilitation centres as required Critical Incident Response Management (Trauma Management) Critical Incident Response Programme (for example, accidents or strikes): Develop/review corporate response programme Empower response team to capacitate the organisation Coordinate and manage debriefing and defusing workshops where necessary Facilitate individual support programmes in line with corporate values Financial wellbeing Information on current matters affecting finances and budgeting Access to financial tools, financial professionals and financial service providers such as lenders Telephonic coaching and advice on all financial matters, including financial products, budgeting, large transactions (house or car purchases) Telephonic coaching on indebtedness and debt review on-referral as required Provision of individual credit ratings with optional enrolment in an improvement programme Optional referral to appropriate financials products and services providers Legal wellbeing Information packs on a full spectrum of legal subjects Telephonic advice on all legal matters such as criminal offences, fines, contracts, family matters (divorce, maintenance, wills) Referral service to appropriate legal specialists Optional access to a contracts website with easy to use, customisable standard contracts Optional access to legal insurance to ensure financial resources in a time of need