Anacortes Midwifery Care provides equal employment opportunities to all employees and applicants, prohibiting discrimination based on federally and locally protected classes, including race, color, religion, sex (including pregnancy, sexual orientation, gender identity), national origin, age (40+), disability, and genetic information.

• This governs all aspects of employment, including hiring, firing, promotions, compensation, benefits, and training.

• All employment decisions are job-related, based on the individuals qualifications and their capabilities to perform the essential functions of their job without regard to any protected characteristic.

• Anacortes Midwifery Care will engage in conversation with any employee requiring reasonable accommodation for qualified disability. Anacortes Midwifery Care is committed to providing reasonable accommodations for known disabilities, religious beliefs, and pregnancy/related medical conditions, in accordance with applicable law.

• The lead midwife of Anacortes Midwifery Care is responsible for preventing and addressing discrimination and harassment

• Complaint procedure: Employees are urged to report all instances of harassment or discrimination. Please contact: Miranda Montellano at (360)471-3223, anacortesmidwiferycare@gmail.com or in writing to ATTN: Miranda Montellano 902 7th St., Ste 101, Anacortes, WA 98221. Complaints will be investigated promptly and appropriate disciplinary action will be taken, up to and including termination.

• Retaliation against any employee who reports discrimination or assists in an investigation is prohibited.

Anacortes Midwifery Care is committed to providing a safe and respectful work environment, free from bullying and harassment, which can be a form of workplace discrimination. We have a zero-tolerance stance on sexual and other unlawful harassment based on any protected characteristic: sex, race, color, religion, national origin, age, disability, genetic information, sexual orientation, transgender status, etc. It is illegal and will not be tolerated.

All employees have a right to work in an environment free from bullying or harassing conduct, including sexual harassment. Anacortes Midwifery Care requires that all employees (including contractors) refrain from bullying or harassing anyone, including coworkers, members of the public, vendors, and clients.

• This applies to everyone in the workplace, including supervisors, co-workers, non-employees (e.g., customers, vendors, contractors), and covers conduct that occurs on company property, during company time, or through company communications systems.

• Anacortes Midwifery Care will not tolerate harassment of any kind. A confirmed complaint of harassment will result in disciplinary action, up to and including termination.

• This policy will be distributed to all current employees and posted online for immediate access for all employees. The policy will also be distributed to new employees during orientation.

• Individuals that report bullying or harassment in good faith are protected from retaliation by Anacortes Midwifery Care or any employee of the company. Retaliation includes but is not limited to employee discipline, discharge, further acts of discrimination, or other adverse actions when those acts are intended to punish an employee for reporting harassment, opposing discrimination, or filing or assisting with a complaint to local, state, or federal antidiscrimination agencies.

• Anacortes Midwifery Care will promptly investigate complaints of bullying, harassment, or retaliation. Such investigations will be fair and impartial. All employees of Anacortes Midwifery Care are required to cooperate with investigations of workplace bullying, harassment, or retaliation.

Definitions

Bullying is verbal or physical conduct that seeks to harm, intimidate, or coerce another person. Bullying is not necessarily based on a person's membership in a protected category like race, sex, age, or disability, among others.

Harassment is persistent and unwelcome conduct because of any of the bases protected by law (race, sex, age, disability, etc.). Harassment exists whenever:

• Submission to harassing conduct is made, either explicitly or implicitly, a term or condition of an individual's employment,

• Submission to or rejection of such conduct is used as the basis for an employment decision affecting an individual.

• The conduct interferes with an employee's work or creates an intimidating, hostile or offensive work environment.

Sexual harassment is one type of harassment and includes unwelcome sexual advances, unwelcome physical contact of a sexual nature or unwelcome verbal or physical conduct of a sexual nature. Unwelcome verbal or physical conduct of a sexual nature includes the repeated making of unsolicited, inappropriate gestures or comments and the display of sexual materials not necessary for our work.

Recognizing Harassment

It is impossible to list every type of behavior that can be considered bullying or harassment in violation of this policy. In general, any conduct that could interfere with an individual's work performance or create a hostile work environment is forbidden. This is the case even if the offending employee did not mean to be offensive – employees must be sensitive to the feelings of others. Even mild offensive conduct can be considered bullying or harassment if someone has made it clear that it is unwelcome. Some examples include:

Verbal: Jokes, insults, and innuendoes; threats; degrading sexual remarks; whistling; cat calls; comments on a person's body or sex life; or pressures for sexual favors; participating in derogatory or insulting gossip.

Non-Verbal: Intimidating or confrontational body language; gestures, staring, touching, hugging, or patting; blocking a person's movement; standing too close; brushing against a person's body; display of sexually suggestive or degrading pictures; racist or other derogatory cartoons or drawings.

• Employee Responsibilities: Employees who experience, witness or suspect bullying or harassing behavior must report the behavior to the lead midwife. Employees that feel comfortable directly intervening in situations where they perceive bullying or harassment are encouraged to do so.

• Lead Midwife Responsibilities: Receiving a complaint of bullying or harassment, observing such behavior, or suspecting that such behavior is occurring, initiates a duty to investigate the behavior and address it as necessary.

Anacortes Midwifery Care is committed to fostering a productive, safe, and professional work environment. This policy outlines the expectations for employee conduct, attendance, and punctuality to ensure smooth operations and fairness to all team members. 

Code of Conduct and Behavior Expectations

Employees are expected to use good judgment and conduct themselves in a professional, ethical, and respectful manner at all times while at work, at company-related events, or representing the company in any capacity. 

Prohibited conduct includes, but is not limited to: 

• Discrimination and Harassment: Violating the company's anti-harassment and non-discrimination policies.

• Workplace Violence: Engaging in any form of violence, threats, or intimidation.

• Substance Abuse: Using, possessing, or being under the influence of alcohol or illegal drugs during work hours, call hours or on company property.

• Insubordination: Refusing to follow the reasonable directions of a co-worker or lead midwife.

• Misuse of Company Property: Inappropriate use of company equipment, technology (computers, email, internet), or property for personal reasons. A good faith effort must be made to maintain all company equipment in good working order. All company equipment must be left on company property, with the exception of phones and iPads required for work off site. These must be returned to Anacortes Midwifery Care upon termination of employment.

• Confidentiality Breaches: Disclosing confidential company information or trade secrets.

• Dishonesty: Falsifying time records, expense reports, or any other company documents.

General Dress Code Standards

The following standards apply to all employees:

• Cleanliness and Hygiene: All clothing must be clean and in good repair. Employees must maintain a high standard of personal hygiene and grooming.

• Professionalism: Attire should be appropriate for a business setting and the specific duties of the job. Clothing should not be revealing, or otherwise inappropriate for a workplace. Business casual is appropriate in the outpatient setting and scrubs or similar medical professional attire is required in the inpatient setting.

• Safety: For certain roles (e.g., in clinic, lab, or hospital), specific safety attire or limitations on jewelry/loose clothing may apply and will be communicated by the lead midwife or inpatient hospital policy.

• Logos and Graphics: Clothing with offensive language, graphics, political statements, or potentially offensive imagery is strictly prohibited.

Attendance and Punctuality Expectations

Regular attendance and punctuality are essential for maintaining productivity and meeting business needs. Employees are expected to arrive at their workstation on time and be ready to work their scheduled hours. 

• Core Working Hours: The standard operating hours are 9:00 a.m. to 5:00 p.m., with a 40 minute meal break. Only the employee may schedule clients through their own lunch break.

• Tardiness: Employees are considered tardy if they are not at their designated workstation at their scheduled start time. Excessive tardiness may result in disciplinary action.

• No-Call/No-Shows: Failure to report to work or notify the lead midwife of an absence for two consecutive days will be considered job abandonment, which may result in immediate termination of employment. 

Reporting Absences and Tardiness

If an employee is unable to come to work, is going to be late, or needs to leave early, they must follow the specific reporting procedure below: 

• Who to Notify: Notify the lead midwife, Miranda Montellano.

• How to Notify: Notification should be made via phone call to (360)471-3223. Text messages or messages to co-workers are generally not acceptable.

• When to Notify: Employees must provide notice as soon as possible, and generally no later than [e.g., two hours] before their scheduled start time.

• Planned Absences (Vacation, Personal Time Off): Requests for planned time off should be submitted in writing to the lead midwife at least two months in advance for approval. 

Types of Leave and Accommodations

The company offers various types of leave in accordance with federal, state, and local laws. 

• Excused Absences: Include approved sick leave, vacation leave, bereavement leave, jury duty, military leave, and leave under the Family and Medical Leave Act (FMLA).

• Unexcused Absences: Absences or tardiness that are not pre-approved or not covered under legally protected leave may be considered unexcused and subject to disciplinary action.

• Accommodations: Anacortes Midwifery Care is committed to providing reasonable accommodations for employees with disabilities, medical needs, or religious practices as required by law (e.g., Americans with Disabilities Act, Pregnant Workers Fairness Act). Employees should contact Miranda Montellano to initiate an accommodation request. 

Disciplinary Action and Consequences

Violations of the employee conduct or attendance policy will result in disciplinary action, applied consistently and fairly. The progressive discipline process may include: 

1. Verbal warning/counseling.

2. Formal written warning.

3. Final written warning, possible suspension, or a performance improvement plan (PIP).

4. Termination of employment. 

The severity of the violation may warrant skipping steps in the disciplinary process.

Employment Status

Employees are classified based on the number of hours they are regularly scheduled to work per week. This classification determines eligibility for certain company benefits. 

• Full-Time Employees: Regularly scheduled to work 40 hours or more per week. Full-time employees are eligible for the full range of company benefits, as outlined in their employment contract.

• Part-Time Employees: Regularly scheduled to work less than 40 hours per week. Part-time employees may be eligible for some legally mandated benefits (e.g., paid sick leave, Social Security) but are generally ineligible for company-sponsored benefits such as health insurance or paid vacation time, unless otherwise specified by law or company policy.

• Temporary Employees: Hired for a specific project or a defined period (e.g., six months or less). Temporary employees are generally ineligible for company benefits. 

FLSA Status

All positions at Anacortes Midwifery Care are classified under the federal Fair Labor Standards Act (FLSA) as either "exempt" or "non-exempt." This status determines how employees are paid, particularly regarding overtime eligibility. 

• Non-Exempt Employees:

  • Are covered by federal and state wage and hour laws.

  • Must track all hours worked, including start and end times and meal breaks, using the company-approved timekeeping system.

  • Are eligible to receive overtime pay at a rate of one-and-one-half times their regular rate of pay for all hours worked over [e.g., 40] in a single workweek.

  • Must receive advance approval from their supervisor before working any overtime hours. Unapproved overtime is still compensable but may lead to disciplinary action.

• Exempt Employees:

  • Are paid a predetermined, fixed salary regardless of the number of hours worked or the quantity/quality of work performed.

  • Are exempt from FLSA minimum wage and overtime requirements because their job duties meet specific legal tests (e.g., executive, administrative, professional).

  • Are expected to work the hours necessary to complete their job duties and meet organizational goals.

  • Are not eligible to receive overtime pay. 

Anacortes Midwifery Care reserves the right to determine the appropriate classification for each position based on job duties, salary level, and legal requirements. If an employee has questions about their classification, they should contact Miranda Montellano.

I. Holidays

Anacortes Midwifery Care observes the following paid holidays. Full-time employees are eligible for holiday pay after 90 of employment. 

• New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day

If a holiday falls on a weekend, the company will observe the holiday on the following Monday. 

Paid Time Off (PTO) / Vacation & Sick Leave 

Anacortes Midwifery Care offers a combined PTO system. 

Combined Paid Time Off (PTO)

PTO combines vacation, sick, and personal time into a single bank of hours for flexibility. 

• Eligibility: Full-time employees are eligible to accrue and use PTO. Part-time employees may be eligible to accrue paid sick leave in accordance with Washington state law.

• Accrual: PTO is accrued on a per-pay-period or annual basis. The accrual rate increases with an employee's length of service.

• Maximum Accrual (Cap): Employees may not accrue more than 200 hours of PTO at any given time.

• Carryover: Employees may carry over up to 40 unused PTO hours to the next calendar year. Any hours above this limit are forfeited at the end of the year (a "use-it-or-lose-it" policy for excess time).

• Payout at Termination: Unused accrued PTO will not be paid out upon termination of employment, in accordance with Washington state law. 

Requesting and Using Time Off

• All time off requests must be submitted in writing to your supervisor for approval. Low census months will be prioritized for vacation over higher census months and these can be evaluated >6 months in advance for your planning purposes.

• Requests for planned time off (vacation, personal time) must be submitted at least two months in advance.

• Sick time for unexpected illness should be reported as soon as possible, ideally by [e.g., one hour] before your shift begins, following the attendance policy reporting procedures.

• Supervisors have the discretion to deny time off requests based on business needs, especially during critical deadlines or high patient census months.

Mandatory Leaves of Absence (Unpaid/Partially Paid) 

Anacortes Midwifery Care complies with all federal, state, and local laws regarding protected leaves of absence. These leaves often run concurrently with paid leave benefits (PTO, sick leave). 

A. Family and Medical Leave Act (FMLA) 

The FMLA provides eligible employees up to 12 weeks of job-protected, unpaid leave per year for specific family and medical reasons, including: 

• The birth or adoption of a child and to care for the new child.

• To care for a spouse, child, or parent with a serious health condition.

• For a serious health condition that makes the employee unable to perform their job duties.

• For qualifying exigencies related to a family member's military deployment.

• Up to 26 weeks of leave in a single 12-month period to care for a covered servicemember with a serious injury or illness.

• Eligibility: Employees must have worked for a covered employer for at least 12 months and 1,250 hours in the past 12 months, and work at a location with 50 or more employees within 75 miles.

Anacortes Midwifery Care employees are NOT eligible for FMLA based on the size of the company. We ARE eligible for PFMLA in Washington state.

Washington State Paid Family and Medical Leave (PFML) 

Washington state law requires paid leave for eligible employees for medical or family reasons. This leave runs concurrently with FMLA leave and company-provided leave. 

• Employees may take up to 12 weeks of medical or family leave, or up to 16 weeks of combined leave in a claim year.

• Benefits are paid through the state program, funded by premiums deducted from employee paychecks.

• More detailed information and application procedures are available at [e.g., paidleave.wa.gov]. 

Bereavement Leave

Employees may take up to 3 days of paid leave to mourn the loss of a close family member (spouse, parent, child, sibling). Additional unpaid time may be requested. 

Jury Duty and Voting Leave

Employees summoned for jury duty or as a witness in court will be granted leave as required by law. Employees should notify their supervisor immediately upon receiving a summons. This leave is unpaid, but employees may use available PTO. Time off for voting is also provided as required by law. 

Military Leave

Employees who are members of the uniformed services may take military leave for training or active duty in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). This leave is unpaid, and employees have reemployment rights upon return.

Exempt/salaried employees are not required to maintain timekeeping, though either the employee or Anacortes Midwifery Care may do so in order to resolve a dispute.

Anacortes Midwifery Care requires all NON-exempt/part-time employees to maintain accurate records of their work time. This ensures proper payment for all hours worked, compliance with federal and state wage and hour laws, and effective tracking of company resources. 

Scope and System

This policy applies to all employees. The designated timekeeping system is ADP. 

• Non-Exempt Employees: Must use the system to record all hours worked to be paid correctly, including overtime pay.

• Exempt Employees: Are typically not required to record time for attendance and project tracking purposes, though they are welcome to and it will not be utilized for payroll calculation. 

Recording Actual Time Worked

It is mandatory to record the actual hours worked each workday accurately. "Work time" includes any time an employee is engaged in their job duties, is on company premises, or is performing work-related tasks from another location. 

• Mandatory Accuracy: Employees must record their precise start time, end time, and break times daily.

• Prohibition of Falsification: Falsifying time records (e.g., adding hours not worked, clocking in or out for another employee, known as "buddy punching") is a serious offense that may result in immediate termination.

• No "Off-the-Clock" Work: Non-exempt employees are strictly prohibited from performing any work duties when they are not officially clocked in. This includes checking emails, taking work calls, or preparing for a shift before the start time.

• Clocking In/Out: Employees must clock in immediately before starting work and clock out immediately after their shift ends. 

Meal and Rest Breaks

Employees are required to follow specific procedures for breaks: 

• Unpaid Meal Breaks: Employees must clock out for all unpaid meal breaks of 30 minutes or more. The break must be uninterrupted and free from all work duties.

• Paid Rest Breaks: Employees should not clock out for shorter, paid rest breaks. 

Overtime Procedures

Non-exempt employees are eligible for overtime pay (one-and-one-half times their regular rate of pay) for all hours worked over 40 in a single workweek. 

• Pre-Approval: All overtime work must be pre-approved by a supervisor or manager in advance.

• Compensation: All hours actually worked must be recorded and will be compensated, even if the overtime was not pre-approved. However, failing to obtain pre-approval may result in disciplinary action for violating the company policy. 

Timekeeping Errors and Approval

• Employee Responsibility: It is the employee's responsibility to review their recorded time daily or at the end of their shift to ensure accuracy.

• Corrections: If an error is found, or if an employee forgets to clock in or out ("missed punch"), they must notify their supervisor immediately to make the necessary correction.

• Supervisor Approval: All time sheets or records must be submitted to and approved by the lead midwife by the designated deadline, the 25th of every month.

Anacortes Midwifery Care is committed to compensating employees accurately and consistently in accordance with federal and Washington State wage and hour laws. This policy outlines key details regarding pay cycles, deductions, and payment methods. 

Pay Periods and Pay Days

Anacortes Midwifery Care establishes a regular and predictable schedule for wage payments. In Washington State, employers are generally required to pay employees at least once per month. 

• Pay Frequency: Employees are paid monthly.

• Pay Periods: The pay periods run from the 1st day of the month to the last day of the month.

• Pay Day: Pay day is every 1st day of the month..

• Weekend/Holiday: If a scheduled payday falls on a weekend or company holiday, payment will be issued on the last business day prior to the scheduled payday.

• Payment Method: Wages are paid via direct deposit. Direct deposit is the preferred method and is required, provided there is no cost to the employee to access their wages. 

Minimum Wage and Overtime

• Minimum Wage: Anacortes Midwifery Care complies with all applicable federal, Washington State, and local city minimum wage laws.

• Overtime: Non-exempt employees will be paid overtime at a rate of one and one-half times their regular rate of pay for all hours worked over 40 in a single workweek. Overtime must be pre-approved by a supervisor. 

Pay Statements

On each payday, employees will receive a detailed pay statement (pay stub) that itemizes: 

• Gross wages earned

• Hours worked (for non-exempt employees)

• All deductions (e.g., taxes, benefits premiums, garnishments)

• Net pay

• Pay period dates 

• This is delivered through ADP and employees will need to activate their account to access this.

Employees are encouraged to review their pay statements carefully and report any discrepancies to the Human Resources or Payroll department immediately. 

Deductions from Pay

Anacortes Midwifery Care will make deductions from pay as required by law (e.g., federal, state, and local taxes; Social Security; Medicare) and as voluntarily authorized by the employee in writing. 

• Legally Required Deductions: Certain deductions are mandatory under law.

• Voluntary Deductions: Other deductions require written consent.

• Prohibited Deductions: The company will not make deductions from an employee's wages for items such as accidental breakage, cash shortages (unless specific conditions are met and the deduction doesn't drop pay below minimum wage), or unreturned company property, except as explicitly permitted by Washington State law. 

Final Paycheck

When an employee's employment relationship ends (either through resignation or termination), their final paycheck will be issued no later than the next regularly scheduled payday. 

• The final paycheck will include all wages earned through the last day of employment, as well as any accrued, unused vacation time or PTO that is required to be paid out by Washington state law or established company policy.

• The final paycheck will not be withheld while awaiting the return of company property (e.g., keys, uniforms, equipment).

Masking is required when employees are working while experiencing mild illness symptoms and while working with clients who are exhibiting illness symptoms.

While a vaccination policy is not legally mandated in Washington state, Anacortes Midwifery Care, as a healthcare provider for vulnerable populations, does have a vaccination requirement for it’s employees:

• Influenza vaccination is required annually

• COVID 19 vaccination is require at least every 2 years

• Vaccination records must be made available for review upon hiring

• Hospital privileging is a necessary requirement for employment with its own health and vaccination requirements. If these hospital requirements are unable to be met, employment with Anacortes Midwifery Care may be terminated.