Memo / addendum

This is to serve as official notice to all employed by Sonya Golden dba Ngozi Place.

We would like to say thank you for all the work and efforts put forth over the course of the last year. We have experienced much growth and clarity amidst of 2019. Although it were not perfect, everything was beneficial. Beneficial in the sense of us learning what works and what does not!

You will be responsible for reading this document, as you will have access to this page at any time you attempt to access it.

This memo serves as notice, and updates on the following topics;

updating operations / Service Delivery log (sdl) / chain of command / Time sheets / Confidential & allegations / Job duties & Tasks / Federal medical leave act / uSE OF COMPANY PROPERTY 2.03.2020

scheduling on Birthdays / payroll changes/ Dress Codes 2.17.2020

Updating Operations: 1.27.2020

We are seeking to reduce our carbon footprint, and honestly, the amount of loose & lost papers! We will be utilizing our website more often for quicker, company wide updates, and information! We will also be uploading content based around basic trainings and tools needed for your job to be a success! As you should know, the Sonya Golden DBA Ngozi Place Home & Community Service Program is a Medicaid Funded, 24 hour / 365 days a year program. This means we are open, even during major holidays. For this reason, our priority is to have enough *direct care staff to ensure effective delivery of service.

The needs of our clients do not change day to day

Priority of shifts will be given to staff members whom possess a valid drivers license who have agreed to run transport and whom primary job is Ngozi Place.

As a company, we have been too accommodating towards staff, and not on the clients needs which has been evident with the struggle of transporting clients in various capacities.

That being said, prior to you accepting a position, you are well informed of all tasks and duties.

Moving forward, if it becomes an issue or you decide you no longer want responsibilities as originally agreed upon, *your pay will be reduced according to the status of your current level of employment.

This means not upholding your end of past agreements will result in reduction of payrate proportionate to the reduced work or termination if you can no longer meet the requirements of the clients and company.

You will need to check our website often, and as requested to be up to date on all things Ngozi Place!

I will be adding schedules, open shifts, and other general knowledge you will need.

Service delivery logs (sdls) 1.27.2020

Each direct care staff and dayhab associate are responsible for filling out service delivery logs that correspond to each shift worked. They document the services we provided for each client, as well as the behaviors of clients. Service delivery logs are required by the state of Texas HCS program to justify the money we receive as a company. Simply put SDL's are how you are paid!

It is in your best interest to file them correctly. Going forth, your completed SDL’s will be required and turned in on the same day you turn in your time sheet to the proper staff. DCS will provide their logs to Home Managers, and DHA will provide their logs to Assistant Program Director. Your checks will be held until completed SDLs have been verified as correct. REMEMBER SERVICE DELIVERY LOGS IS HOW WE PAY YOU!

Chain of command: 1.27.2020

To minimize confusion, I have established a chain of command and protocols for the staff to follow for situations. Breaking this chain creates disruption of work flow and other functions within our program, diminishing the quality of our services.

The chain is as follows;

Sonya Golden, Director / Client Advocate & Finances >

Aric Golden / Human Resources / Employee Finance >

Aisha Mixon + Sheena Dixon / Home Manager(s) / scheduling shifts >

Direct care & Dayhab center staff

In medical emergency situations, you are to call the on - call number for nurses posted within the residences. The goal is between the Nurse & Home managers we are able to make an adequate decision about proceeding treatment. They will then in turn relay any information needed to the Program Director.

Scheduling for dcs positions & questions about day to day operations will be directed to home managers. All questions about payroll, human resources, & timesheets should be directed to aric golden. All host home information will be handled by sonya golden.

Time Sheets: 1.27.2020

It has come to my attention that as a company, there have been issues with filling time sheets correctly, and claiming additional time worked.

We have addressed this issue before. You all have been provided with notifications that you were required to sign acknowledging this issue. Seeing it has not drastically curbed this behavior, going forth, I will produce schedules for which your time sheets must reflect. Any additional time recorded as worked will require detailed explanation to be considered for payment. Also note that your time must be in the correct format!

Note: filling your time sheets incorrectly is not only egregious to our company, but documenting false times worked is Medicaid fraud

and a Legally punishable offense and termination of your employment.

ConfiDentiality & allegations 1.27.2020

This is to serve as official notice to all employed by Sonya Golden dba Ngozi Place. The nature of this business will require you to have access to private information, which when misplaced will be considered a violation of HIPPA. You are to keep a line of confidentiality between the clients, and even for yourself amongst staff. We expect you to be cordial, and have a working relationship if nothing more. We do not condone any relationships in which would hinder your ability to provide services for our clients.
Engaging in “hearsay” activity is ill advised. This includes gossiping about personal business, withholding information regarding potential abuse, neglect, and exploitation, and also creating false allegations without evidence to support your claims. Furthermore withholding information regarding potential abuse, neglect, and exploitation makes you compliant with the aforementioned AN&E. Not only will you have placed our clients in harms way, but you will jeopardize your career and lively hood. With that said, “hearsay” has no place in our company.

JOB DUTIES & TASKS:1.27.2020

The level of comfort, and lifestyle of our clients is solely dependent on the care provided by our staff. The client is a direct reflection of you, and your work! There are no reasons to send clients unprepared for weather conditions, lacking lunches, and or overall signs YOU HAVE NOT COMPLETED YOUR JOB TASKS.

This means you should be actively engaging the clients

You should within reason learn their behaviors, tendencies, and likes/dislikes as not only do clients have a book with their info for your viewing, but just from general observation.

Reminder; Residential Support Staff are not payed to sleep, but continue to monitor the health, and hygiene of our clients during the night hours.
Staff who are found sleeping on their shift will be swiftly evaluated, and terminated immediately.

We will be initiating more quality assurance checks to ensure compliance.

Federal Medical Leave Act

As always, Ngozi Place’ stands with our employees in taking adequate time for rest and recuperation. This includes knowing your own limitations in regards to over exerting yourself with unsafe practices, or working too many hours than you can handle proficiently. We recommend that you are honest with yourself about any existing medical issues, and any that may arise while you are employed with Ngozi Place. Our stance is that you take the proper precautions to remedy these situations with care. With that said, you are responsible for scheduling your appointments to minimize conflicts with your work schedule. You should avoid scheduling appointments at the beginning of your shift. As you know, your job’s scheduling is solely dependent on our clients needs. To be eligible for FMLA, you must have worked for a calendar year with the company, or a minimum of 1,250 YTD hours to receive this benefit. Otherwise, because of our companies stature, we currently not required to pay out FMLA outside of the aforementioned reasons. This means we are not obligated by law to pay out for medical leave reasons.

uSE OF COMPANY PROPERTY 1.27.2020

Under no circumstances should any employee or staff use, change, manipulate, alter, copy, or edit company property for personal gain. Examples of this is, but not limited to is as follows; using transportation vehicles for personal reasons, Not returning unused money portions that have been allocated to your person, inappropriate management of keys/access codes, using company resources in any manner that could be deemed harmful, that would increase our company’s liabilities, or for personal benefit outside of the companies defined scope as necessary.

Scheduling on Birthdays: 1.27.2020

Going forth, Ngozi Place will be implementing a policy in which all employees will NOT be scheduled on the day of their birthday. We want you to enjoy time outside of work so that you can be effective in the work place! If you would like the option, you may submit in writing, that would like to be scheduled for your birthday a week in advance minimum. Otherwise, I plan on never scheduling you on your special day.

Payroll Changes: Effective 02.17.2020

Another change that will be implemented upon the completion of the next pay period will be the change in pay dates for the company. The staff members that will be affected will be alerted with more detail soon.

Dresscode: 2.17.2020

We have been lenient as a company on dress standards, and it has reflected poorly on us through comments made from varying agencies and outside sources. This is an official notice that you must abide by the new Ngozi Place dress code effectively 2. 17. 2020. All staff are encouraged to wear job appropriate articles of clothing.

All Positions - Medical scrubs are acceptable. Also, blue, black, or khaki pants/shorts that are no shorter than mid thigh in regards to staff’s height. Staff should also have a shirt/top that covers both shoulders, and mid section.

Managerial Staff - Business Casual or Medical scrubs will be the standard. You are representing us in meetings with other professionals, and we want to show the world how great we are!

Being hired to work, or working overnight does not suggest time for sleep. It is unacceptable to wear, night-wear while you are on the clock.

Summary:

We are a growing company, with less than two full years in operation. Although young, we work hard, and with passion to care for our clients. “Working hard, with passion” is the only way we expect you perform the work required in this field. This will be the standard moving forward. We appreciate the efforts of those who have come and gone, and we will ensure to recognize those who are here for the long run! It takes team effort to make this vast operation work!

Ngozi Place is focused on the growth & directed purpose of each individual be it client or staff member. We want you to place your self in the best circumstances and will do what we can to make sure your job is a success, and we hope you will be able to transfer what you learn here into other areas of life.

Join the team and let us grow to bigger and better heights! By submitting the form below, you are acknowledging receipt of this document.