Employee Handbook

Welcome

Dear Team Member,

Welcome to Jane's Home Care. Our mission is to provide high-quality, compassionate, dependable care while treating every client and employee with dignity and respect.

This Handbook explains our policies, what we expect of you, and what you can expect from us. Please read it carefully. It cannot cover every situation, so if you have a question, ask your supervisor or the Administrator.

Our employees are the heart of this agency. Your professionalism and compassion make a real difference in the lives of the people we serve, and we are grateful for the work you do.

With care,

Jessica Cassidy, NP Founder, Jane's Home Care

About Jane's Home Care

Jane's Home Care is a licensed California Home Care Organization serving clients in their homes and in assisted living facilities. Our services are non-medical, supporting clients to maintain independence and dignity.

Mission. To provide dependable in-home support for individuals and families, guided by trusted leadership and delivered with consistency.

Vision. To raise the standard of in-home care by making trust, compassion, and accountability the norm.

Core Values. Exceptional Culture. Caregiver Wellness. Growth Opportunities. Personalized Care. Faith and Compassion. Highest Ethical Standards.

1. General Employment Policies

Equal Employment Opportunity

Jane's Home Care is an equal opportunity employer. Employment decisions are based on merit, qualifications, and business needs, without regard to race, color, religion, sex, gender identity or expression, sexual orientation, marital status, pregnancy, national origin, ancestry, age, disability, medical condition, genetic information, military or veteran status, or any other characteristic protected by law.

We comply with all applicable federal, state, and local employment laws, including Title VII, the Americans with Disabilities Act, and the California Fair Employment and Housing Act. We provide reasonable accommodation to qualified individuals with disabilities and for religious observance.

Anti-Discrimination and Harassment

Discrimination and harassment are prohibited. Harassment can be verbal, visual, or physical conduct that creates an intimidating, hostile, or offensive work environment. Sexual harassment, meaning unwelcome advances, requests for sexual favors, or other conduct of a sexual nature, is strictly prohibited.

If you experience or witness discrimination, harassment, or retaliation, report it immediately to your Supervisor, the Scheduling Coordinator, or the Administrator. Reports may be verbal or written. You do not have to confront the person first. All reports are investigated promptly and impartially, and confidentiality is maintained as far as a thorough investigation allows.

If a violation is confirmed, we will take corrective action up to and including termination. Retaliation against anyone who reports, or participates in an investigation, is strictly prohibited.

You may also file a complaint directly with an outside agency, including the California Civil Rights Department, the EEOC, the Labor Commissioner, or the California Department of Social Services. You do not need our permission and you do not need to tell us first. Contact details are on the posters provided to you, and the Administrator will give them to you on request.

Required training

All employees receive at least one (1) hour of sexual harassment and abusive conduct prevention training within six months of hire and every two years after. Supervisors receive two hours on the same schedule. Training is mandatory, is paid working time, and completion is documented in your personnel file. If you completed compliant California training within the past two years, you may provide proof instead of retaking it.

At-Will Employment

Employment with Jane's Home Care is at-will. Either you or the agency may end the employment relationship at any time, with or without cause and with or without notice. Nothing in this Handbook or any other communication should be read as a contract or a guarantee of continued employment.

Only the Owner/Administrator may enter a written agreement changing at-will status, and only if signed by both the Owner/Administrator and the employee.

Right to Organize

Jane's Home Care complies with the National Labor Relations Act. We remain neutral on union organizing and will not retaliate against, discriminate against, or interfere with employees who engage in lawful organizing activity.

Personnel Records

You have the right to inspect or receive a copy of your personnel file, including performance evaluations, disciplinary actions, and compensation history, under California Labor Code §1198.5. Make the request in writing to the Administrator. We will provide access or copies within 30 calendar days, or sooner if the law requires.

Certain records are excluded: confidential references, investigation records, and medical information. Copies may be subject to a reasonable reproduction cost.

Immigration Compliance

We hire only individuals legally authorized to work in the United States. You must complete Section 1 of Form I-9 no later than your first day of employment, and we complete Section 2 within three business days after reviewing original documents establishing identity and work authorization. Photocopies are not accepted, except certified copies of birth certificates. Employment is contingent on completing the I-9 process.

I-9 records are kept in a secure file separate from personnel files.

Employment Classifications

Classifications are used for scheduling, payroll, and administration. They do not guarantee a minimum number of hours.

• Full-Time. Scheduled 36 or more hours per week
• Part-Time. Scheduled fewer than 36 hours per week
• Per Diem. As-needed, without a guaranteed schedule
• Temporary. Hired for a specific short-term project or timeframe

All employees are non-exempt under California law and are entitled to overtime pay, meal periods, and rest breaks in accordance with California Wage Order 15.

Background Checks and the Home Care Aide Registry

In compliance with California Health & Safety Code §1796.44 and our CDSS licence, all caregivers must:

• Be registered as a Home Care Aide (HCA) with the CDSS Home Care Services Bureau before working with clients
• Maintain active registration throughout employment. You are responsible for renewing before expiration. A lapse means removal from client assignments and may lead to termination.
• Clear a fingerprint background check through both the California Department of Justice and the FBI. Employment is contingent on clearance from both.
• Complete criminal record review through the HCA registry process, with any disqualifying convictions handled under CDSS regulations

We verify registry status before assignment and check it periodically. Employees with expired or inactive status are removed from assignments until resolved.

2. Hiring, Training and Orientation

Recruitment and Selection

Our hiring process includes application and initial screening, an interview, and verification of credentials, references, and experience.

We do not request or rely on salary history (Labor Code §432.3). Criminal history is considered only after a conditional offer, in accordance with California's Fair Chance Act (Gov. Code §12952).

All offers are conditional on completing required clearances, registry verification, and training. We may rescind an offer or end employment if those requirements are not met.

Background Screening and Clearances

• Live Scan. All employees and volunteers must clear a fingerprint background check before employment or assignment
• HCA Registry. Registration and active status required (H&S Code §1796.44)
• Form I-9. Completed on or before the first day of work
• Tuberculosis clearance. A negative TB test or chest X-ray before working with clients, renewed per state health regulations
• CPR and First Aid. Current certification maintained throughout employment
• SOC 341A. Signed acknowledgment of mandated reporter responsibilities

Training Requirements

To comply with CDSS regulations, all Home Care Aides and CNAs must:

• Be registered on the California Home Care Aide Registry, verified before hire
• Maintain current CPR certification
• Hold current TB clearance
• Complete 5 hours of entry-level training, meaning 2 hours orientation plus 3 hours safety, before any client contact
• Complete 5 hours of annual training

Memory care. Caregivers working with dementia or Alzheimer's clients complete 3 additional hours of specialized training before their first memory care assignment, plus annual refresher training.

You will participate in emergency drills, role-play, and demonstrations during orientation and annual training, covering falls, seizures, choking, burns, evacuations, and exposure events. Active participation is required.

Failure to maintain registration, complete required training, or demonstrate competency means you will not be permitted to provide care until compliance is restored, and may result in corrective action up to and including termination.

New Employee Orientation

All new employees complete orientation before providing client care. Orientation covers our mission and values; client rights and care expectations; confidentiality, HIPAA and privacy; safety, emergency preparedness and the IIPP; infection control; documentation and timekeeping in AxisCare; abuse recognition and reporting; job duties including prohibited caregiver tasks; and grievance procedures.

Introductory Period

New employees complete a 90-day introductory period to assess performance, reliability, and fit. Feedback and evaluations occur at 30, 60, and 90 days as appropriate.

Completing the introductory period does not guarantee continued employment or change your at-will status. Performance concerns during or after it may result in corrective action.

3. Scheduling, Hours and Pay

Scheduling

• Work the hours assigned and arrive on time for every scheduled shift.
• Schedules are communicated in advance and must be confirmed by you.
• You may not negotiate or change schedules directly with clients. All scheduling goes through agency management.
• If you cannot work a scheduled shift, notify the Scheduling Coordinator or Administrator as soon as possible and no later than 24 hours before the shift begins, except in an emergency. This does not apply to paid sick leave, which requires only that you notify us as soon as practical.
• You may be required to work weekends and holidays based on client needs.
• If a client cancels, we will notify you as soon as possible and may offer reassignment or alternative work.

Meal Periods

If you work more than five hours in a day, you are entitled to an unpaid, uninterrupted 30-minute meal period before the end of your fifth hour. If you work more than ten hours, you are entitled to a second 30-minute unpaid meal period.

You may waive the first meal period if your total workday is six hours or less. You may waive the second if your total workday is twelve hours or less and you did not waive the first. Waivers require mutual agreement.

If you are not provided a compliant meal or rest break, you are entitled to one additional hour of pay at your regular rate for each workday a break was not provided (Labor Code §226.7, Wage Order 15). If client care prevents you from taking a scheduled break, notify the Scheduling Coordinator immediately.

On-duty meal periods

Our caregivers are often the only person present in a client's home, and client safety must be maintained at all times.

Where the nature of an assignment prevents you from being relieved of all duty, your meal period may be taken on duty and paid, but only if you have signed a written On-Duty Meal Period Agreement. That agreement is voluntary, and you may revoke it in writing at any time. A copy is provided at hire and kept in your personnel file.

Rest Breaks

• You are entitled to a paid 10-minute rest break for every 4 hours worked, or major fraction thereof.
• Take rest breaks as close to the middle of each shift segment as possible.
• Rest breaks may be taken while continuing to supervise the client where the assignment requires it.
• If you are unable to take a required break, tell the agency so the time is documented and you are paid the premium you are owed.

Lactation Accommodation

Jane's Home Care provides a reasonable amount of break time for an employee who needs to express breast milk, each time you have need to do so. There is no advance-notice requirement, though we ask that you let the Scheduling Coordinator know of an ongoing need so we can arrange suitable assignments.

Lactation break time should run alongside your paid rest breaks where possible. Time beyond the paid rest period is unpaid.

Requesting an accommodation. Ask the Administrator or Scheduling Coordinator, verbally or in writing. We will respond within five business days.

The space. Because our employees work in clients' private homes, we will work with you and the client to identify a location that is not a bathroom, is close to your work area, is shielded from view and free from intrusion, and has a place to sit, a surface for a pump, access to electricity, and access to a sink with running water and a refrigerator or cooling device. If a particular client's home cannot provide a compliant space, we will reassign you to one that can or identify another reasonable alternative.

If we cannot accommodate, we will give you a written response explaining why.

Your rights. We will not discriminate or retaliate against you for requesting or taking a lactation accommodation. If you believe your rights have been denied, you may file a complaint with the California Labor Commissioner at 1-833-LCO-INFO or dir.ca.gov/dlse.

Overtime and Double Time

• Overtime. 1.5x your regular rate for hours over 8 in a workday or over 40 in a workweek
• Seventh consecutive day. 1.5x for the first 8 hours worked on the seventh consecutive day in a workweek
• Double time. 2x your regular rate for hours over 12 in a single workday, and for hours beyond 8 on the seventh consecutive workday

Recording Your Time

• Clock in when you arrive at the client's home and clock out when you leave. You are paid for actual time worked.
• All time you work is paid. Working off the clock is not permitted, including finishing documentation, answering work calls or texts, or staying past your shift.
• If you work time that is not on your timecard, tell the Administrator so it can be added and paid.
• No one may ask or allow you to work unrecorded time. If anyone does, report it to the Administrator. You will not be retaliated against for reporting it.
• Overtime and missed breaks must be reported promptly so you are paid correctly.
• Falsifying time records is grounds for disciplinary action.

Attendance

Report to work on time and remain for your full scheduled shift. Excessive tardiness or unexcused absence will be addressed through corrective action.

No-call, no-show. If you fail to report for a scheduled shift without notifying the Scheduling Coordinator or Administrator, it is a no-call, no-show. Failing to report for two consecutive scheduled shifts without notice will be treated as a voluntary resignation.

Travel Time and Mileage

Commuting. Travel from your home to your first client of the day, and from your last client back home, is a normal commute. It is not paid time and is not reimbursed.

Travel between clients. If you are assigned to more than one client in a day, time spent traveling from one client to the next is paid at your regular hourly rate, and the miles are reimbursed at the current IRS rate. This applies whether or not a client is in the vehicle.

Transporting a client or running an approved errand. Time spent transporting a client or running an errand included in the client's care plan is paid time, and the miles are reimbursed at the current IRS rate.

Recording it. Record travel time and mileage in AxisCare on the day it occurs and confirm the entry is accurate. Submit mileage within 30 days so it can be paid in the next payroll cycle; late submissions may delay payment but will still be reimbursed.

Non-Retaliation

Jane's Home Care strictly prohibits retaliation against employees who report missed breaks, unpaid overtime, or any wage concern. Concerns are addressed promptly and fairly.

Payroll

• Employees are paid every other Friday, by direct deposit or physical check.
• Itemized wage statements are issued in compliance with Labor Code §226.
• Standard deductions, meaning federal and state taxes, Social Security, and Medicare, are applied. Voluntary deductions apply only if you elect them.

Payroll disputes. If you believe there is an error in your pay, tell the Administrator as soon as you notice it. We will investigate and correct any error promptly, in the next pay cycle or sooner. There is no deadline for reporting a pay discrepancy.

Reporting time pay. If you are scheduled to report to work but are sent home or work less than half your scheduled shift, you will be paid for at least two hours, or half your usual or scheduled day's work, whichever is greater, up to a maximum of four hours, consistent with Wage Order 15. Exceptions apply where work is unavailable due to circumstances beyond our control, such as a natural disaster or utility outage.

Expense Reimbursement

Under California Labor Code §2802, Jane's Home Care reimburses employees for all necessary expenses incurred in performing their job duties, including required personal protective equipment, mileage, and required use of a personal cell phone.

Mileage is reimbursed at the current IRS standard rate.

Personal cell phone. Employees required to use a personal mobile phone for work, including clocking in and out, accessing care plans and care notes, and communicating with the office, receive a $3.00 cell phone reimbursement with each paycheck, for any pay period in which they work. If this amount does not reasonably cover the cost of your required work use, notify the Administrator with documentation and the reimbursement will be reviewed and adjusted. Employees not required to use a personal phone for work are not eligible.

Submitting expenses. Submit requests with receipts or mileage logs within 30 days of the expense so reimbursement can be included in the next payroll cycle. Late submissions may delay payment but will still be reimbursed.

Holidays

Caregivers who work on New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, or Christmas Day are paid 1.5x their regular hourly rate for hours worked. Holidays are not paid days off, and Jane's Home Care does not close.

Wage Theft Prevention Act Notice

Every non-exempt employee receives a written notice at hire under Labor Code §2810.5, stating your pay rate and basis; overtime and double-time rates; your payday schedule; any allowances taken as part of minimum wage; the employer's legal name, addresses and telephone number; the name, address and telephone number of our workers' compensation carrier; your right to paid sick leave; and any federal or state emergency or disaster declaration applicable to the county where you will work.

You sign this notice at hire, a copy is kept in your personnel file, and a revised notice is issued within seven calendar days if any of the information changes.

4. Time Off

Paid Sick Leave

Accrual. You accrue paid sick leave at the rate of one hour for every 30 hours worked, beginning on your first day of employment, under California Labor Code §§245 to 249. Accrual stops once your balance reaches 80 hours and resumes when it falls below that. Unused sick leave carries over from year to year.

Use. You may begin using accrued sick leave after 90 days of employment. You may use up to 40 hours or 5 days per year.

Permitted uses. Your own illness, injury, medical appointment, or preventive care; the same for a family member, meaning child, parent, parent-in-law, spouse, registered domestic partner, grandparent, grandchild, sibling, or one designated person of your choosing per 12-month period; or time off related to domestic violence, sexual assault, or stalking.

Notice. If the need is foreseeable, tell the Scheduling Coordinator or Administrator in advance. If it is unforeseeable, tell us as soon as practical. Because clients depend on coverage, please call as early as you are able so a replacement can be arranged.

Documentation. Jane's Home Care does not require a doctor's note as a condition of using accrued paid sick leave.

When employment ends. Accrued unused sick leave is not paid out. If you are rehired within 12 months, your previously accrued unused sick leave is reinstated.

Paid Time Off (PTO)

PTO is provided separately from paid sick leave and may be used for vacation, personal time, family obligations, or any other purpose.

When accrual begins. Employees hired on or after 08/11/2026 do not accrue PTO during their first 90 calendar days. Accrual begins on the 91st day. Employees hired before 08/11/2026 began accruing on that date, with no waiting period.

Accrual rate. You accrue one hour of PTO for every 30 hours actually worked. All employees, full-time, part-time, per diem and temporary, accrue on the same per-hour basis. PTO does not accrue on overtime premium hours, PTO hours taken, or sick leave hours taken.

Cap. Accrual stops once your balance reaches 80 hours and resumes automatically once the balance falls below the cap because PTO has been used. Jane's Home Care does not operate a "use it or lose it" policy, and accrued PTO is never forfeited.

Using PTO. Request PTO in writing to the Scheduling Coordinator or Administrator at least 14 calendar days in advance where reasonably possible. Because clients depend on continuity of care, requests are approved based on coverage and may be denied or rescheduled if coverage cannot be arranged. Requests are considered in the order received.

PTO is paid at your regular rate at the time it is used. PTO hours are not counted as hours worked for calculating overtime.

Relationship to other leave. You may choose, but are not required, to use accrued PTO to be paid during an otherwise unpaid leave. PTO may not be substituted for paid sick leave, and you will not be required to use PTO in place of sick leave for a purpose covered by the Sick Leave policy.

California Family Rights Act (CFRA)

CFRA provides eligible employees up to 12 weeks of unpaid, job-protected leave in a 12-month period.

Eligibility. You must have worked for Jane's Home Care for at least 12 months and have worked at least 1,250 hours in the 12 months immediately before the leave begins.

Qualifying reasons. Bonding with a new child by birth, adoption, or foster placement; your own serious health condition; or caring for a family member with a serious health condition. Covered family members are your child, parent, parent-in-law, grandparent, grandchild, sibling, spouse, registered domestic partner, or one designated person, meaning any individual related by blood or whose relationship with you is the equivalent of family, identified when you request leave.

Requesting leave. Give at least 30 days' notice when foreseeable, and as much notice as practical when not. Medical certification may be required.

Paid Family Leave (PFL)

Eligible employees may qualify for California Paid Family Leave, up to 8 weeks of partial wage replacement to care for a seriously ill family member or bond with a new child. PFL is administered by the Employment Development Department and does not provide job protection on its own unless combined with CFRA. Contact the Administrator for filing information.

Pregnancy Disability Leave (PDL)

California law provides up to four months of job-protected leave for pregnancy-related disability. PDL does not run concurrently with CFRA, so CFRA bonding leave may follow it.

Bereavement Leave

• Available after 30 days of employment.
• Up to 5 days after the death of a spouse, child, parent, sibling, grandparent, grandchild, or domestic partner.
• Days need not be consecutive but must be taken within three months of the death.
• You may use accrued PTO or sick leave to be paid during bereavement leave.
• Documentation may be requested and will be kept confidential.

Reproductive Loss Leave

If you, your spouse, or your domestic partner experiences a miscarriage, stillbirth, failed adoption or surrogacy, or unsuccessful assisted reproduction, you may take up to five days of leave within three months of the loss. The leave is unpaid, but you may use accrued PTO or sick leave to be paid. Your request stays confidential, and you will not be asked for documentation.

Time Off for Victims of Violence

If you are a victim of domestic violence, sexual assault, stalking, or another qualifying act of violence, you may take time off to obtain a restraining order, appear in court, get medical care or counseling, or take steps to protect your safety. Give advance notice where you can; where you can't, provide documentation afterward. You may use accrued PTO or sick leave to be paid.

If you need a schedule change, a different assignment, or another adjustment for your safety, ask. We will work with you.

Your request stays confidential, and Jane's Home Care will not retaliate against you.

Jury Duty, Military and Other Leave

• Jury duty. Notify your Supervisor as soon as you receive a summons. Proof of service may be required. Jury duty is unpaid; you may use accrued PTO.
• Military leave. Granted in accordance with USERRA.
• Voting. Time off to vote is provided as required by California law.
• Unpaid personal leave. May be requested for special circumstances and granted at management's discretion.

5. Abuse Reporting

Under California Health and Safety Code §1796.42, Jane's Home Care maintains strict procedures for recognizing, documenting, and reporting suspected abuse, neglect, or exploitation.

Training and Acknowledgment

All employees receive written and verbal instruction on their legal obligation to identify and report suspected abuse or neglect, and sign acknowledgment form SOC 341A. Training covers recognizing signs of abuse, appropriate actions, and reporting timelines, and is completed at hire and annually. Documentation is kept in your personnel file.

Types of Abuse

• Physical. Hitting, slapping, pushing, or inappropriate restraint
• Neglect. Failure to provide necessary care, food, shelter, or medical attention
• Financial. Unauthorized use of a client's funds, assets, or property
• Emotional. Verbal assault, threats, intimidation, or isolation
• Abandonment. Desertion or willful failure to provide care
• Sexual. Any non-consensual sexual act or conduct

Signs to watch for. Physical: bruises, burns, fractures, malnutrition, poor hygiene. Behavioral: fearfulness, withdrawal, anxiety, confusion, agitation. Financial: unexplained withdrawals, missing possessions, sudden changes to financial documents.

How to Report

If a client is in immediate danger, call 911.

1. Notify the Administrator (Jessica Cassidy) immediately.
2. Document what you observed. Dates, times, location, people involved, and a description.
3. Complete the report form. SOC 341 for elder or dependent adult abuse, SOC 342 for child abuse. Submit within 2 working days.

Reports must be made to local law enforcement immediately or as soon as reasonably practicable, by telephone, followed by a written report within two business days.

Call 911 immediately for any serious bodily injury.

Protection for Reporters

• All reports are confidential.
• Mandated reporters are protected from liability when reporting in good faith.
• Failure to report may result in criminal and civil penalties, and in disciplinary action up to and including termination.

6. Training Plan and Documentation

This curriculum ensures Home Care Aides and CNAs receive onboarding and ongoing training meeting CDSS requirements: five hours of entry-level training before client contact, five hours of annual training, and three additional hours of specialized dementia and Alzheimer's training for memory care aides.

Training is delivered by Jessica Cassidy, FNP-C or the Administrative Assistant, and through Care Academy, a California-compliant online platform, combined with hands-on practice, role-play, case studies, quizzes, and competency assessments.

Entry-Level Training, 5 Hours

Orientation (2 hours). Agency mission, vision and values; company policies and expectations; the HCA Registry and active registration requirements; scope of duties and what HCAs can and cannot do; professional conduct and ethics; client relationships and family dynamics; confidentiality and client rights under HIPAA; and abuse recognition, prevention and mandatory reporting under H&S Code §1796.42.

Safety (3 hours).

• Basic safety precautions. Identifying trip hazards, fire risks and unsafe equipment; fall prevention and mobility assistance; safe lifting and transfer technique. Role-play and assistive device demonstration.
• Infection control. Hand hygiene, PPE use and removal, standard precautions, cleaning and disinfecting, exposure response. Handwashing and PPE demonstration plus a quiz.
• Emergency procedures. Recognizing medical emergencies and when to call 911; first aid for choking, burns, falls and seizures; fire safety and evacuation; emergency contacts and incident documentation. Role-play scenarios.

Annual Training, 5 Hours

• Client rights and safety. Autonomy, dignity, respect; recognizing unsafe environments
• ADLs and specialized care. Bathing, dressing, grooming, hygiene; meal preparation, feeding assistance, hydration
• Abuse, neglect and mandatory reporting refresher
• Advanced personal hygiene. Bathing, toileting and incontinence care with dignity
• Communication and stress management. Difficult behaviors, mood changes, caregiver burnout and self-care
• Safe client transportation where applicable. Driving technique, seat belts, mobility aids

Memory Care Training, 3 Hours

• Understanding dementia and Alzheimer's. Differences between them, stages of cognitive decline, common behavioral challenges
• Communication and behavior management. Non-verbal cues, redirection, de-escalation, emotional reassurance and dignity
• Wandering prevention and safety. Identifying risk, prevention strategies, emergency response for a client who wanders, creating a structured environment

Evaluation and Records

Competency is assessed through online or written knowledge tests at the end of each module and practical demonstrations of lifting, infection control and emergency response. We maintain attendance logs, certificates of completion, and digital records for CDSS audit purposes.

7. Documentation and Care Plan Compliance

Care Plan Review

• Review the current care plan before the start of every shift.
• Care plans may be updated at any time; you are responsible for knowing the most current version.
• Care outside the documented care plan is not permitted without authorization.
• Perform only the ADLs, IADLs and tasks assigned in the care plan.

Daily Documentation

• Complete daily care notes for every shift worked.
• Documentation must be timely, accurate and objective, reflecting the services actually provided and the client's response.

Changes in Condition

Notify a supervisor immediately of any change in physical, cognitive or emotional condition; any fall, injury or near-miss; any safety concern or environmental hazard; or any situation requiring emergency services.

You may not diagnose or provide medical treatment.

Professional Responsibility

Documentation is a legal record. Falsification, omission, or inaccurate documentation is prohibited and may result in disciplinary action up to and including termination.

8. Safety, Emergencies and Workers' Compensation

General Workplace Safety

Jane's Home Care maintains a written Injury & Illness Prevention Program (IIPP) as required by Cal/OSHA, Title 8 CCR §3203. It is provided at hire, available at any time from the Administrator, and compliance is a condition of employment.

You are required to:

• Follow all safety and infection control procedures in this Handbook and in training
• Participate in the IIPP, including safety training, hazard identification, and reporting unsafe conditions
• Immediately report any injury, illness, exposure or hazard to the Administrator
• Follow emergency response procedures as directed
• Use personal protective equipment properly: gloves, masks, gowns, face shields
• Use proper body mechanics when lifting or assisting clients
• Ensure client homes are free of hazards such as clutter, unsecured rugs, or exposed wiring, and report what you cannot safely correct

You may use client medical equipment, meaning oxygen concentrators, nebulizers, mobility devices, only if trained and authorized by the agency. You may not perform invasive procedures, administer medications, or operate medical equipment outside your training, certification and agency authorization. Notify your Supervisor immediately if you are asked to perform any task beyond your approved scope.

Workers' Compensation

Jane's Home Care carries workers' compensation insurance covering all employees. If you are injured or become ill because of your work, including in a client's home or while driving for work, you are entitled to medical treatment and, in some cases, wage replacement, at no cost to you.

If you are injured at work:

1. Get medical attention. Call 911 for any serious injury.
2. Report the injury to the Administrator immediately, no matter how minor, and no later than the end of your shift.
3. We will give you a DWC-1 claim form promptly. Complete the employee section and return it.
4. Complete an Incident Report Form within 24 hours.

Predesignating your doctor. You may name your own personal physician to treat a work injury, but only if you do so in writing before an injury happens. A predesignation form is available from the Administrator.

Workplace Violence Prevention

Jane's Home Care maintains a written Workplace Violence Prevention Plan as required by Labor Code §6401.9. It is provided at hire, available any time from the Administrator, and you are trained on it at hire and annually.

We have zero tolerance for workplace violence, meaning physical violence, threats, or verbal abuse, from anyone, including a client, a family member, or a visitor.

Report every incident to the Administrator immediately, no matter how minor and even if no one was hurt. Every report is entered in the agency's Violent Incident Log.

Physical Intervention and Restraints

You may not physically restrain a client. No holds, tie-downs, mechanical restraints, blocking exits, or restricting movement.

If a client becomes agitated or aggressive: use verbal de-escalation, give them space, move out of arm's reach, and call 911 if anyone's safety is at risk. Then call the agency.

Brief physical contact is permitted only to prevent imminent serious harm, such as steadying someone who is falling, or guiding them away from a hot stove or an open stairway, and only while the danger lasts. Report any such contact to the Administrator immediately and complete an Incident Report Form within 24 hours.

Your safety comes first. Leave rather than engage.

Infection Control

• Hand hygiene. Wash hands before and after providing care, handling food, or using the restroom. Alcohol-based sanitizer may be used where soap and water are not available.
• Standard precautions. Treat all bodily fluids as potentially infectious. Wear gloves when handling bodily fluids or cleaning contaminated surfaces.
• Illness and exposure. If you have symptoms of a contagious illness, notify your Supervisor immediately. You may be required to provide medical clearance before returning, consistent with Cal/OSHA and CDPH guidance. If exposed to a contagious disease, follow public health guidance and notify your Supervisor.
• Client-specific protocols. Follow individualized infection control measures for clients who are immunocompromised or contagious.
• Respiratory illness. Follow agency protocols including PPE and hand hygiene, and stay home if you have symptoms. PPE is provided based on client needs and public health guidance.

Emergency Procedures

An emergency includes loss of consciousness, difficulty or cessation of breathing, chest pain, severe injury or fall, sudden change in condition, or any situation that appears life-threatening.

In an emergency: call 911 immediately. Ensure the client's immediate safety. Remain with the client until emergency services arrive. Notify Jane's Home Care as soon as reasonably possible. Notify the designated emergency contact per agency protocol.

You are not authorized to diagnose, treat, or judge the severity of a medical emergency. When in doubt, call 911.

CPR

If a client is not subject to a valid DNR or POLST and becomes unresponsive and not breathing, a CPR-certified caregiver will initiate CPR if trained and able to do so safely, continuing until EMS arrives, until physically unable to continue, or until EMS directs otherwise.

Never delay calling 911 to search for documentation.

DNR and End of Life

A DNR does not mean "do not call 911."

• A DNR or POLST must be physically present and valid to be honored by emergency responders.
• Caregivers do not interpret or enforce DNR or POLST orders.
• Caregivers do not pronounce death under any circumstances.

If a client appears to be actively declining: remain with them, provide non-medical comfort measures only, notify the agency immediately, and notify the responsible party.

If a client becomes unresponsive or stops breathing: call 911 immediately, tell responders whether a DNR or POLST is present, and do not perform CPR if a valid DNR or POLST is present. Emergency responders determine death and honor DNR documentation.

Hospice. If a client is enrolled in hospice, follow Jane's Home Care emergency procedures unless the agency directs otherwise. Hospice enrollment does not change your obligation to notify the agency. Do not take direction directly from hospice unless coordinated through the agency.

Fire, Disaster and Power Loss

• Fire. Remove the client to safety first, then call 911. You are not required or expected to fight fires. Use a fire extinguisher only if trained, only if safe, and only after evacuation has begun. Know evacuation routes and the designated meeting point.
• Natural disaster. Follow evacuation procedures based on the home's location and condition. If safe, stay with the client until assistance arrives. Report your status to the Administrator as soon as possible.
• Power outage. Keep the client safe and comfortable. If medical equipment is affected, notify emergency services or move the client to a safe location. Report the outage to the Administrator.

Incident Reporting

All incidents, including client injuries or falls, medical emergencies, exposure to infectious disease or hazardous materials, suspected abuse, employee injuries, threats of violence or harassment, must be reported to the Administrator immediately and documented on an Incident Report Form within 24 hours.

The Administrator reviews all incident reports. Corrective action, additional training, or policy changes may follow. You will be told the outcome and any follow-up required. Reports are confidential and shared only with relevant personnel. Employees who report in good faith are protected from retaliation.

Agency Emergency Preparedness

Jane's Home Care maintains an internal Emergency Preparedness and Continuity Plan. If the Administrator is unavailable, the Alternate Administrator assumes operational responsibility for staffing, client communication, payroll and billing.

Client schedules and care plans are backed up in AxisCare and accessible remotely. Client and caregiver contact lists are stored in secure cloud files. Scheduling, billing and payroll continue remotely. If office operations are interrupted, all staff communication runs through the 24/7 on-call number and agency group text or email. A printed copy of the plan is kept in the main office and in the QA Binder and reviewed annually.

All employees are trained on this plan at orientation and annual in-service. Know how to reach the on-call line and the Administrator.

9. Technology and Communication

Acceptable Use

• Company technology and communication systems are for work-related purposes. Limited personal use of company devices is permitted where it does not interfere with your duties.
• Do not install unauthorized software or modify company-provided technology.
• You have no expectation of privacy when using company-provided technology. We may monitor use in compliance with applicable law.

You may not use company technology to access, store or distribute offensive, obscene or discriminatory content; harass or bully; disclose confidential or proprietary information without authorization; share client information in an unauthorized manner; or conduct personal business or work for another employer while on duty.

Personal Devices On Shift

Caregivers use personal smartphones for essential work functions only: clocking in and out, viewing client care notes, and communicating with the office. Non-essential use is prohibited while on duty, in a client's home, or during a break the client is covering. That includes personal calls, texting, social media and entertainment. Distracted care is a violation of policy.

Employees required to use a personal device for work receive a cell phone reimbursement. See Expense Reimbursement.

• Do not store or access Protected Health Information on a personal device.
• Keep phones silenced and out of sight unless being used for a work task.
• When accessing work information on a personal device, use only secure company-approved platforms.

Social Media and Electronic Communication

• Use company-approved channels for work discussions. Texting or emailing client information must comply with HIPAA.
• Never post confidential or identifying client information on social media.
• Do not engage with clients or their family members on social media in a way that compromises professional boundaries.
• Do not represent Jane's Home Care on personal accounts without prior approval.
• Do not use social media during work hours unless directly related to your duties.
• You are strictly prohibited from taking photos, videos, or recordings of clients, client homes, or client information without express written authorization from the agency and the client or responsible party. Unauthorized images are a HIPAA and policy violation.
• Do not post statements about Jane's Home Care, colleagues, clients or partners that are knowingly false, defamatory, harassing, or that disclose confidential client or Company information.

Data Security

• Access client records only when required for your job.
• Do not discuss protected health information in public or unsecured places.
• All electronic PHI must be stored on secure, password-protected systems.
• Devices used to access client information must be encrypted with remote-wipe capability. Report a lost or stolen device to the Administrator immediately.
• Use strong passwords, keep them confidential, enable two-factor authentication where available, and log out of systems when leaving a device unattended.
• Report data breaches, lost devices, unauthorized access, phishing emails or cyber threats to the Administrator immediately.
• Never share client information by unencrypted email.

Violations may result in disciplinary action up to and including termination, and may carry civil or criminal penalties under HIPAA, CMIA or other applicable law.

10. Transportation

Transporting Clients

• Transport clients only when it is part of your assigned duties, included in the client's authorized care plan, pre-approved by management, and documented in AxisCare.
• Do not transport clients for personal errands or activities outside the care plan. If a client requests transportation outside authorized services, notify your Supervisor before proceeding.
• Do not accept payment, tips or gifts from clients for transportation.
• Assist clients safely into and out of the vehicle. Clients must always wear seat belts.
• Never leave a client unattended in a vehicle.
• If an emergency occurs while transporting, pull over safely, call 911, and notify your Supervisor immediately.

Vehicles and Insurance

• Use your own vehicle unless a company vehicle is provided. Keep it in safe working condition: seat belts, brakes, lights and tires.
• Provide proof of a valid driver's licence, auto insurance and vehicle registration at hire and on renewal. Copies are kept in your personnel file and tracked for expiration.
• Jane's Home Care is not responsible for damage to your personal vehicle. You rely on your own insurance coverage.
• Do not use a client's vehicle unless authorized by the client's responsible party and management.
• Transporting unauthorized passengers, meaning family, friends or pets, while on duty is strictly prohibited.

Driver Requirements

• At least 21 years old with a valid California driver's licence
• Personal auto insurance meeting or exceeding California minimums ($15,000 per person / $30,000 per accident for injury, $5,000 property damage), or higher if required by law
• A clean driving record with no major violations in the past three years
• Pass a DMV record check. Annual DMV reviews are conducted and documented
• You may be required to complete defensive driving or additional safety training

Safe Driving

Obey all traffic laws and speed limits. Mobile phone use, texting and other distractions while driving are strictly prohibited. Do not drive if fatigued or impaired by alcohol, drugs or prescription medication. Adjust your driving to weather and road conditions.

Accidents

If you are in an accident while transporting a client: ensure everyone's safety and move to a safe location. Call 911 if there are injuries or significant damage. Notify your Supervisor as soon as possible. Complete an Incident Report Form within 24 hours.

Do not discuss fault, liability or settlement with clients, family members or third parties at the scene. All liability communication is handled by management and the insurance provider.

Mileage Reimbursement

Mileage for approved work-related travel is reimbursed at the current IRS rate. Submit mileage logs within 30 days, including date and time of travel, start and end location, and total miles. Reimbursement is included in the next payroll cycle once approved. Not reimbursable: personal commuting, non-work errands, and parking or traffic fines.

11. Conduct and Discipline

Standards of Conduct

You are expected to:

1. Demonstrate professionalism and integrity with clients, families, colleagues and supervisors
2. Follow company policies and applicable laws on home care, privacy and client safety
3. Maintain confidentiality of client information as required by HIPAA
4. Arrive on time, work your full shift, and give proper notice for absences
5. Treat everyone with respect and compassion, free from harassment, discrimination or abuse
6. Avoid personal relationships with clients that create conflicts of interest
7. Use company resources and technology appropriately
8. Report concerns, misconduct or policy violations immediately
9. Avoid outside employment that conflicts with your duties or creates scheduling conflicts
10. Immediately notify your supervisor if you are convicted of any crime other than a minor traffic infraction, or if any credential required for your position is suspended, revoked, expired or no longer active, including CNA licensure, HCA registry status, Live Scan clearance, CPR/First Aid certification, TB clearance, or, if you transport clients, a valid driver's licence or auto insurance

Prohibited Conduct

The following may result in immediate disciplinary action up to and including termination:

• Neglect, abuse or exploitation of clients in any form
• Falsification of records, timekeeping or employment documents
• Violating HIPAA or disclosing confidential client information without authorization
• Harassment, threats or workplace violence
• Substance abuse, or reporting to work impaired
• Theft, fraud or dishonesty
• Repeated tardiness, excessive absenteeism, or failure to report without notice
• Insubordination or refusal to follow lawful job-related instructions
• Providing unauthorized personal services, or accepting unauthorized gifts or money from clients

Drug and Alcohol Policy

• Prohibition. Use, possession, sale, transfer, or being under the influence of illegal drugs, unauthorized prescription medication or alcohol while on agency property, client property, or during work hours is strictly prohibited.
• Impairment. You must be fit for duty at all times. Being impaired by alcohol, cannabis or any other substance while working is grounds for immediate disciplinary action up to and including termination.
• Off-duty conduct. Consistent with California Government Code §12954, Jane's Home Care does not take employment action based on your lawful off-duty, off-site cannabis use, and does not rely on drug tests that identify only non-psychoactive cannabis metabolites.
• Testing. We may require drug or alcohol testing where legally permitted: post-accident, on reasonable suspicion of impairment at work, or as part of a return-to-duty process. Any test used will be one capable of identifying current impairment or the presence of active psychoactive substances.

Gifts, Money and Client Property

Our clients are often elderly or dependent, so even well-meant financial involvement creates real risk, for them and for you. You may not accept money, gifts, tips, loans, property or a vehicle from a client or their family; lend or borrow money; serve as power of attorney, conservator, executor, trustee or health care agent; accept a bequest or be named a beneficiary; have access to a client's bank account, card or PIN; or sell or solicit anything. Small tokens like holiday baked goods are fine.

If you are offered anything else on that list, decline politely and tell the Administrator the same day. You will never be penalized for reporting an offer.

Working Directly for Clients

While employed by Jane's Home Care, you may not accept payment or employment directly from a Jane's Home Care client or their family for caregiving services, including outside your scheduled hours. All care is arranged through the agency. If a client or family asks, decline and tell the Administrator the same day.

This protects you as well: work done outside the agency is not covered by our liability insurance or workers' compensation, and is not documented in a care plan.

Client names, contact information, care plans and rates are confidential and may not be used or shared for any purpose other than doing your job.

Nothing in this policy prevents you from working for another employer, or from taking any job you choose after your employment with Jane's Home Care ends.

Dress Code

Required: clean, wrinkle-free, properly fitted scrubs. Closed-toe non-slip shoes. Company-issued ID badge visible at all times. Hair secured if shoulder-length or longer. Nails short and clean, no acrylics or chipped polish. No strong fragrance. Jewellery minimal: small studs, a simple watch, a plain wedding band.

Not permitted: leggings, jeans, crop tops or revealing clothing. Strong perfume or smoke-scented clothing. Slides, sandals or heels. Brightly coloured nails or distracting accessories. Clothing with logos, slogans, sports teams or political content. Visible tattoos depicting violence, profanity, nudity, drugs or hate symbols.

Professional Conduct in the Home

Always: speak respectfully in a calm, warm, patient tone. Maintain client dignity, privacy, choice and autonomy. Ask before touching and explain what you are doing. Enter with a warm greeting and sanitize your hands. Wear clean scrubs and clean shoes. Keep the home organized and clean during and after each shift. Document in AxisCare after each shift. Notify the agency immediately of any safety, health or environmental concern.

Never: argue, raise your voice or react emotionally in a client's home. Discuss your personal problems, finances or relationships with clients. Ask clients for rides, food, money, gifts or favours. Eat client food without permission. Use the client's WiFi or household items for personal purposes. Invite others into the home. Sleep on shift or appear distracted. Modify care tasks or schedules without notifying the agency first.

Phone Use in the Home

Permitted: work-related calls and messages. Emergency use. GPS for authorized transportation. AxisCare documentation.

Not permitted: scrolling social media. Video calls. Texting friends or personal calls. Wearing AirPods or headphones. Watching videos.

Phones remain silenced and out of sight unless being used for a work task.

Faith-Informed Support

Jane's Home Care is a faith-informed agency, and all services must respect client choice.

You may pray with a client only if the client or family requests it and you are comfortable doing so. Participate in faith-based conversation only when client-led. Contact the office if spiritual support is requested.

You may not initiate prayer, religious discussion or faith-based suggestions. Share your personal religious beliefs unless the client initiates. Bring religious books, symbols or materials unless requested.

No employee is required to participate in prayer or religious activity, and you may request a religious accommodation at any time.

Wellness and Boundaries

Take your scheduled breaks. Communicate honestly about burnout or emotional stress, and ask for support before reaching crisis. Avoid taking on responsibilities outside the care plan, and maintain healthy boundaries with clients and families.

Work Quality

Follow the care plan. Maintain a clean, organized environment. Prepare meals meeting dietary guidelines. Complete tasks in a timely manner. Provide companionship and emotional support. Communicate changes in condition promptly. Show reliability and punctuality. Maintain personal hygiene and grooming.

Performance evaluations consider documentation quality, reliability and attendance, client satisfaction, attitude and communication, safety compliance, and professionalism.

Progressive Discipline

We use a progressive disciplinary process to correct behaviour, promote accountability and ensure compliance. Depending on severity and frequency, steps may include:

1. Verbal warning. Minor infractions or first offences; the discussion is documented
2. Written warning. A repeated offence or failure to correct; a formal notice is placed in your file
3. Final warning or probation. Continued violations or more serious infractions; may include a performance improvement plan
4. Suspension. With or without pay, for serious violations requiring investigation
5. Termination. Last resort, or for severe misconduct

Immediate dismissal without progressive discipline may follow client abuse, neglect or exploitation; gross misconduct, violence or illegal activity; falsification of time records or client documentation; intentional HIPAA violations; or loss of HCA registry status, failed Live Scan, or loss of a required certification.

Your rights. You may discuss any disciplinary action with your supervisor and submit a written response for your file. Signing a disciplinary form acknowledges receipt and discussion. It does not mean you agree. All disciplinary actions, including verbal warnings, are documented in writing, signed by the supervisor, and retained in your personnel file. Nothing in this policy alters at-will employment.

Grievance Procedure

For work-related complaints such as scheduling, disagreements with coworkers, or how a policy was applied. Complaints involving discrimination or harassment follow the Anti-Discrimination and Harassment Policy instead.

1. Your Supervisor. Raise the issue verbally with your direct Supervisor or the Scheduling Coordinator, within 5 business days of the event.
2. The Administrator. If it is not resolved within 5 business days, submit a written grievance to the Owner/Administrator.
3. Final review. The Administrator reviews the complaint, makes any necessary inquiries, and issues a written decision within 10 business days. That decision is final.

You are protected from retaliation for filing a good-faith complaint. Under Labor Code §1102.5, you are also protected from retaliation for reporting suspected violations of law to management, law enforcement or a government agency.

Termination of Employment

Resignation

If you resign, please provide two weeks' written notice, a final timesheet, and return of company property. You may be asked to participate in an exit interview. Failure to provide notice may result in ineligibility for rehire. Accrued and unused PTO is paid out in full regardless of whether notice is given.

Job Abandonment

Failing to report for two consecutive scheduled shifts without notifying your supervisor is treated as a voluntary resignation. You will be removed from payroll and are not eligible for rehire.

Involuntary Termination

Employment may end for repeated policy violations despite corrective action; serious misconduct, breach of ethics or illegal activity; client safety violations; or failure to meet performance standards.

Final Pay

• If Jane's Home Care ends your employment, your final paycheck, including all wages earned and all accrued unused PTO, is due immediately, on your last day of work (Labor Code §201).
• If you resign with at least 72 hours' notice, your final paycheck is due on your last day of work (Labor Code §202).
• If you resign with less than 72 hours' notice, your final paycheck is due within 72 hours of your notice.
• Final pay includes all wages, all accrued unused PTO, and any approved unreimbursed business expenses. Accrued unused paid sick leave is not paid out.
• You will receive information about COBRA / Cal-COBRA continuation coverage if applicable.
• Company property must be returned: ID badge, training materials, PPE, devices, keys, and any client records. Jane's Home Care will not withhold your final paycheck or deduct the value of unreturned property from it.

Rehire

Employees who resign in good standing may be considered for rehire. Employees terminated for misconduct or policy violations, or who abandoned their position through no-call/no-show, are not eligible.

12. Legal Compliance

ACHC Accreditation

Jane's Home Care complies with Accreditation Commission for Health Care standards, covering quality and client safety, regulatory compliance, and employee training and accountability. We conduct internal audits, maintain accurate documentation, and require employees to participate in annual compliance reviews and acknowledge ACHC-related policies in writing.

Failure to comply with ACHC standards may result in corrective action, loss of accreditation, or discipline.

Federal and California Regulations

Federal: HIPAA (privacy and security of client health information). Fair Labor Standards Act. OSHA. Americans with Disabilities Act.

California: the Home Care Services Consumer Protection Act (Health & Safety Code §1796.40 et seq.), governing caregiver background checks, training and licensing. California wage and hour law. Mandated reporter requirements. Cal/OSHA, which since 1 July 2025 covers work performed by home care employees inside client homes.

Your Responsibilities

• Complete mandatory training on federal and state regulations
• Follow all safety and infection control protocols
• Report suspected compliance violations to the Administrator

Failure to maintain HCA registry status, Live Scan clearance, or required certifications such as CPR and TB clearance will result in suspension from client assignments until compliance is restored, and may result in termination.

13. Benefits and Career Growth

Retirement Savings, CalSavers

Jane's Home Care does not sponsor a retirement plan. As required by California law, we participate in the CalSavers Retirement Savings Program.

Eligible employees are enrolled automatically after a 30-day period and may set their own contribution rate or opt out at any time, at no cost. Contributions come from your own pay by payroll deduction. Jane's Home Care does not contribute to, manage, or advise on these accounts. Enrollment and opt-out details are provided at enrollment and at calsavers.com.

Career Growth

Opportunities for advancement may include supervisory caregiver roles for experienced caregivers, management and operations roles for high performers demonstrating leadership, and education assistance, meaning tuition support or reimbursement may be available for employees pursuing LVN or RN programs.

Promotions and educational assistance are not guaranteed and are offered at management's discretion based on performance, business needs and available resources.

Performance Management

You will receive formal evaluations at 30, 60 and 90 days and annually, with periodic check-ins. You and your supervisor will set clear, measurable goals, and you will receive ongoing feedback and coaching. Outstanding performance may be recognized through incentives, bonuses, promotion or other recognition.

Performance evaluations and feedback do not alter the at-will nature of employment.

Professional Development

We encourage continuous learning through training programs and continuing education, mentorship with experienced professionals, and cross-training in other roles. Participation depends on availability, scheduling needs and management discretion.

Employees with over two years of outstanding service may be considered for recognition programs or special opportunities at the sole discretion of company leadership. Any partnership opportunity, if offered, would be subject to a separate written agreement.

Acknowledgment of Receipt

I have received the Jane's Home Care Employee Handbook dated 08/11/2026 and understand it is my responsibility to read it and to ask about anything I do not understand.

I understand this Handbook is not an employment contract, and that my employment is at-will. Either I or Jane's Home Care may end it at any time, with or without cause and with or without notice. I understand only the Owner/Administrator may change that, in a written agreement signed by both of us.

I understand Jane's Home Care may revise this Handbook at any time, and that I will be notified of material changes.

I have been told that written copies of the Injury & Illness Prevention Program and the Workplace Violence Prevention Plan are available to me on request, and that I will be trained on both.

Jane's Home Care, LLC · 6372 N Sharon Ave, Fresno, CA 93710 · (559) 296-2189