DHS Primary Care Clinic – Meet & Confer Recap

POLICY CHANGES DISCUSSED

UPE met with Department of Health Services (DHS) management to discuss proposed changes to two policies at the Primary Care Clinic:

1. Time Off Requests

2. Personal Electronic Devices

While both parties have made progress, further discussions are needed. A follow-up Meet and Confer will be scheduled.

TIME OFF REQUESTS

Adequate Leave Balances at Time of Request:

UPE asked whether employees must have sufficient leave balances at the time of submitting a request or if projected accruals could be considered.

Management Response: Employees must have adequate balances at the time of request per current policy.

UPE Concern: Many events (e.g., weddings, travel) are planned months in advance. Employees may not have balances yet but need to plan and make financial commitments.

Management Clarification: Discretion may be used to approve requests without current balances if:

o  The employee is projected to have sufficient leave at the time of absence.

o  The employee has adequate sick leave for unplanned illness coverage.

o  The employee has no history of low sick leave balances.

Standardized Time-Off Request Form:

Management will replace the Outlook calendar method with a standardized request form. UPE and members supported this change — it helps reduce confusion and miscommunication.

Call-In Time Change Proposal:

Current policy: Call in 30 minutes before shift.

Management proposal: Change to 2 hours before shift.

UPE expressed serious concerns. Further discussion is needed, and the topic is to be revisited at the next meeting.

Controlled Sick Leave & Documentation:

The draft policy introduced the term "controlled sick leave." UPE requested a written policy defining:

o  Criteria for placement

o  Duration limits and clear expression of employee rights

Medical Documentation Concerns:

Management stated notes may be requested only in specific cases, such as:

o  A pattern of calling out on Mondays, Fridays, or around holidays

o  Denied vacation followed by a sick call

o  Extended or frequent unverified absences

UPE requested written parameters and will reconvene to finalize this issue.

PERSONAL ELECTRONIC DEVICES

Earbuds and Music:

UPE clarified: Earbuds are permitted if not interacting with patients or the public, and the volume must allow for hearing emergency pages. Management agreed with this clarification.

Storing Personal Devices (Laptops/Tablets):

o  The policy states devices must be stored in a "locker."

 Clarification: A drawer in the employee's cubicle qualifies as a locker.

The intent is for the device to be stowed during working hours, not necessarily in a separate locker room.

NEXT STEPS

A follow-up Meet and Confer will be scheduled.

UPE will continue advocating for clear written policies and fair procedures.

Member feedback is welcomed. Stay informed and engaged!

TOGETHER WE ARE STRONG