We may change our policies at any time. Before we make a significant change in our policies, we will change our notice and post the new notice. You can also request an updated copy of our notice at any time.
The Federal regulations that govern the use and disclosure of protected health information may require us to disclose your health information in any of the following situations:
Required By Law. We may use or disclose your protected health information to the extent that law requires the use or disclosure. The use or disclosure will be made in compliance with the law and will be limited to the relevant requirements of the law. You will be notified, as required by law, of any such uses or disclosures.
Public Health. We may disclose your protected health information for public health activities and purposes to a public health authority that is permitted by law to collect or receive the information. The disclosure will be made for the purpose of controlling disease, injury or disability. We may also disclose your protected health information, if directed by the public health authority, to a foreign government agency that is collaborating with the public health authority.
Communicable Diseases. We may disclose your protected health information, if authorized by law, to a person who may have been exposed to a communicable disease or may otherwise be at risk of contracting or spreading the disease or condition.
Health Oversight. We may disclose protected health information to a health oversight agency for activities authorized by law, such as audits, investigations, and inspections. Oversight agencies seeking this information include government agencies that oversee the health care system, government benefit programs, other government regulatory programs and civil rights laws.
Abuse or Neglect. We may disclose your protected health information to a public health authority that is authorized by law to receive reports of child abuse or neglect. In addition, we may disclose your protected health information if we believe that you have been a victim of abuse, neglect or domestic violence to the governmental entity or agency authorized to receive such information. In this case, the disclosure will be made consistent with the requirements of applicable federal and state laws.
Food and Drug Administration. We may disclose your protected health information to a person or company as directed or required by the Food and Drug Administration (i) To or report adverse events (or similar activities with respect to food of dietary supplements), product defects or problems (including problems with the use or labeling of a product), or biological product deviations, (ii) to track FDA-regulated products, (iii) to enable product recalls, repairs or replacement, or lookback (including locating and notifying individuals who have received products that have been recalled, withdrawn, or are the subject of lookback), or (iv) to conduct post-marketing surveillance.
Legal Proceedings. We may disclose protected health information in the course of any judicial or administrative proceeding, in response to an order of a court or administrative tribunal (to the extent such disclosure is expressly authorized), in certain conditions in response to a subpoena, discovery request or other lawful process.
Law Enforcement. We may also disclose protected health information, so long as applicable legal requirements are met, for law enforcement purposes. These law enforcement purposes include (1) legal processes and otherwise required by law, (2) limited information requests for identification and location purposes, (3) pertaining to victims of a crime, (4) suspicion that death has occurred as a result of criminal conduct, (5) in the event that a crime occurs on the premises of the practice, and (6) medical emergency (not on the Practice’s premises) and it is likely that a crime has occurred.
Coroners, Funeral Directors, and Organ Donation. We may disclose protected health information to a coroner or medical examiner for identification purposes, determining cause of death or for the coroner or medical examiner to perform other duties authorized by law. We may also disclose protected health information to a funeral director, as authorized by law, in order to permit the funeral director to carry out their duties. We may disclose such information in reasonable anticipation of death. Protected health information may be used and disclosed for cadaveric organ, eye or tissue donation purposes.
Research. We may disclose your protected health information to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and established protocols to ensure the privacy of your protected health information.
Criminal Activity. Consistent with applicable federal and state laws, we may disclose your protected health information, if we believe that the use or disclosure is necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public. We may also disclose protected health information if it is necessary for law enforcement authorities to identify or apprehend an individual.
Military Activity and National Security. When the appropriate conditions apply, we may use or disclose protected health information of individuals who are Armed Forces personnel (1) for activities deemed necessary by appropriate military command authorities; (2) for the purpose of a determination by the Department of Veterans Affairs of your eligibility for benefits, or (3) to foreign military authority if you are a member of that foreign military services. We may also disclose your protected health information to authorized federal officials for conducting national security and intelligence activities, including for the provision of protective services to the President or others legally authorized.
Workers’ Compensation. Your protected health information may be disclosed by us as authorized to comply with workers’ compensation laws and other similar legally-established programs.
Inmates. We may use or disclose your protected health information if you are an inmate of a correctional facility and your physician created or received your protected health information in the course of providing care to you.
Required Uses and Disclosures. Under the law, we must make disclosures to you and when required by the Secretary of the Department of Health and Human Services to investigate or determine our compliance with the requirements of Section 164.500 et. seq.
Your Rights
You have the right to inspect and copy your protected health information. This means you may inspect and obtain a copy of protected health information about you that is contained in a designated record set for as long as we maintain the protected health information. A “designated record set” contains medical and billing records and any other records that your physician and the practice uses for making decisions about you. Under federal law, however, you may not inspect or copy the following records; psychotherapy notes; information compiled in reasonable anticipation of, or use in, a civil, criminal, or administrative action or proceeding, and protected health information that is subject to law that prohibits access to protected health information. Depending on the circumstances, a decision to deny
access may be reviewable. In some circumstances, you may have a right to have this decision reviewed. Please contact our Privacy Contact if you have questions about access to your medical record.
You have the right to request a restriction of your protected health information. This means you may ask us not to use or disclose any part of your protected health information for the purposes of treatment, payment or healthcare operations. You may also request that any part of your protected health information not be disclosed to family members or friends who may be involved in your care or for notification purposes as described in this Notice of Privacy Practices. Your request must state the specific restriction requested and to whom you want the restriction to apply. We are not required to agree to a restriction that you may request, but if we do agree to the requested restriction, we may not use or disclose your protected health information in violation of that restriction unless it is
needed to provide emergency treatment.
You have the right to request to receive confidential communications from us by alternative means or at an alternative location. We will accommodate reasonable requests. We may also condition this accommodation by asking you for information as to how payment will be handled or specification of an alternative address or other method of contact. We will not request an explanation from you as to the basis for the request. Please make this request in writing to our Privacy Contact.
You may have the right to have your physician amend your protected health information. This means you may request an amendment of protected health information about you in a designated record set for as long as we maintain this information. In certain cases, we may deny your request for an amendment. If we deny your request for amendment, you have the right to file a statement of disagreement with us and we may prepare a rebuttal to your statement and will provide you with a copy of any such rebuttal. Please contact our Privacy Contact to determine if you have questions about amending your medical record.
You have the right to receive an accounting of certain disclosures we have made, if any, of your protected health information. This right applies to disclosures for purposes other than treatment, payment or healthcare operations as described in this Notice of Privacy Practices. It excludes disclosures we may have made to you, for a facility directory, to family members or friends involved in your care, or for notification purposes. You have the right to receive specific information regarding these disclosures that occurred after April 14, 2003. You may request a shorter timeframe. The right to receive this information is subject to certain exceptions, restrictions and limitations.
LONGEVITY
Collective bargaining agreements may provide for longevity payments to employees who have been employed by the Town for specified number of years. Employees should consult the appropriate collective bargaining agreement or Town By-Laws for details.
HEALTH INSURANCE
Regular employees who work at least twenty (20) hours per week are eligible to elect life and/or health insurance. The Town of Arlington shares in the premium costs of the following insurance programs.
a) A group life insurance and a group accidental death and dismemberment insurance on the life of the employee. The Town shares 50% of the premium
b) A comprehensive health insurance plan for the employee and dependent family members. The Town pays a specific part of the premium, depending on the option selected by the employee.
c) A voluntary dental plan where employee pays full premium at group rate.
Additional information on life and health insurance programs is available in the Personnel Office, extension #3123.
If an employee does not sign up for health insurance within the first 30 days of employment, he/she must wait until the annual open enrollment period to join. Open enrollment also offers employees the opportunity to change health insurance providers.
The Town pays for health insurance one month in advance. For this reason employees must pay the employee premium of their health insurance for a one-month period. A new employee must make this payment at the time of his/her enrollment. This amount may be prorated depending upon when the employee enrolls and/or when his/her employment begins. A Personnel Assistant will tell a new employee the exact amount owed at the time of enrollment. All new employees who want to enroll in the Town’s Health Insurance Program should bring a check with them at the time of his/her enrollment.
Changes in address, number of dependents or marital status should be reported to the Personnel Office as they occur.
Temporary Extension of Health Insurance Coverage (COBRA) - Federal Law 99-272, Title X
Employees who are covered by any of the Town’s group health plans, have a right to choose COBRA coverage if you lose your group health coverage because of a reduction you’re your hours of employment or the termination of your employment, for reasons other than gross misconduct on the part of the employee. The following chart is a summary of the conditions that will affect COBRA coverage rights under this law:
The employee or a family member has the responsibility to inform the Personnel Department of a divorce, legal separation, or a child losing dependent status. The Town of Arlington has the responsibility to notify the Personnel Department of an employee’s death, termination of employment, reduction in hours, or Medicare eligibility. Once notified, the Personnel Department will in turn notify you that you have the right to choose COBRA coverage. You have 60 days from the date you would lose coverage to inform the Personnel Department that you want COBRA. If you do not choose COBRA, your group health insurance coverage will end.
If you choose COBRA, the Town of Arlington is required to give you coverage, which, as of the time coverage is being provided, is identical to the coverage provide under the plan to similarly situated employees or family members. COBRA allows the Town to discontinue coverage for the following reasons: the Town no longer provides group health coverage to any of its employees; you fail to pay the premium for your coverage; you enter the employ of another employer who offers group health coverage; you become eligible for Medicare; you became eligible for COBRA when you divorced a covered employee and subsequently remarry and are eligible for coverage under your new spouse’s group health plan.
Coverage of Restorative Procedures following Breast Cancer Surgery - The Women’s Health and Cancer Act
This act requires group health plans, insurance issuers, and HMO’s, which already provide medical and surgical benefits for mastectomy procedures, to now provide insurance coverage for reconstructive surgery following mastectomies. The expanded coverage, must include: reconstruction of the breast on which the mastectomy has been performed; surgery and reconstruction of the other breast to produce a symmetrical appearance; prostheses and physical complication at all stage of mastectomy, including lymph edemas. Please note that these procedures may be subject to annual deductibles and coinsurance provisions that are similar to those applying to other benefits under your plan. For answers to specific questions regarding your particular health plan’s policy, please contact the customer relations department of your
insurance provider, which is listed on your identification card.
CREDIT UNION
Regular employees of the town are eligible to join the Arlington Municipal Federal Credit Union. The Credit Union offers employees an opportunity for regular savings through automatic payroll deduction. Interest is paid each quarter and every account is fully insured. Credit Union members may apply for automobile and unsecured loans.
The Credit Union is operated by a board elected by employees from within the membership. The board is authorized to make policies and to manage the Credit Union in accordance with federal regulations. Information and forms, including payroll withholding and loan applications, are available at the Credit Union Office on the third floor of the Town Hall Annex. Employees may contact credit union staff for further information at either extension #3142 or #3143.
RETIREMENT SYSTEM
Membership in the Town’s retirement system is mandatory for all employees. Employees in regular positions are eligible upon employment. New employees contribute 9% of their gross salary to the pension fund effective July 1, 1996; employees hired between January 1, 1984 and June 30, 1996 contribute 8% of gross salary; employees hired between January 1, 1984, but after January 1, 1975, contribute 7% of gross salary; and employees hired prior to January 1, 1975, contribute 5%. If your employment is terminated before you are eligible to collect a pension, all contributions are refundable upon request. Certain other full and part time positions contribute a 7.5% weekly payroll deduction to Aetna Life Insurance and Annuity Company. Aetna contributions are fully refunded at the time of employment
termination. Whether you contribute to the retirement system or Aetna will be explained at the time of hire.
Benefits are available in the case of death or incapacity prior to normal retirement, with provisions for dependent children and widows and for disabled employees. Any employee completing twenty years of service regardless of age, or who has reached the age of fifty-five with ten years of service may retire voluntarily. Maximum benefits are eighty per cent of the average salary paid over the highest consecutive three-year period of service.
For particular information, you are advised to contact the Retirement Board located at extension #3370.
SAFETY GUIDELINES & PROCEDURES
All employees, whether they work outdoors, in an office, or in a shop, whether they operate a heavy motor equipment of a desktop computer should be aware of safety guidelines established to protect workers and others in the workplace. Employees also have the right to know if there are hazardous substances in the workplace. You are strongly encouraged to familiarize yourself with the safety guidelines available in your department.
The Town of Arlington is a municipal Workers’ Compensation Self- Insurer. All Town employees (except Police and Fire) who are injured within the course and scope of their employment are entitled to certain benefits pursuant to Massachusetts law. All injuries on the job must be reported immediately to the department head. All reported injuries are investigated for the protection of both the employee and the Town. In the event of a work injury resulting in the loss of five days of regularly or actually scheduled work, an employee becomes eligible for weekly benefits retroactive to the first lost day. Employees may use sick leave credit such that, when added to their weekly workers’ compensation, it results in the payment to them of their full salary.
The Safety Officer and the Assistant Workers’ Compensation Agent, located in the John Jarvis House, 50 Pleasant Street can provide further information on these issues. Their extensions are respectively #3154 and #3152.
The Right-to-Know Officer is located in the Community Safety Building at 112 Mystic Street and can answer your questions about hazardous materials in the work place by calling extension #5056.
DISCIPLINARY ACTION & APPEAL PROCEDURES
Employees may be disciplined up to and including termination of employment for a number of reasons including, but not limited to, poor attendance, unsatisfactory job performance, and violation of safety procedures or work rules. In case of disciplinary action, all employees should be aware of their rights.
Those covered by collective bargaining agreements should consult their contracts for rights established therein.
Employees covered by Civil Service Law have certain rights of procedural due process including written notification, hearings, and rights of appeal in cases of transfer, abolition of position, promotion, demotion, removal, discharge, layoff, or suspension. Employees covered by Civil Service should refer to sections 41 through 46 of Chapter 31 of the Massachusetts General Laws.
In addition, employees not covered by Civil Service or collective bargaining agreements may have rights to due process secured by the United States and/or Massachusetts Constitutions.
EMPLOYEE ORGANIZATIONS
Membership in employee organizations is available to most Town employees. Employees become members of these organization based upon whether the title of the position he/she occupies is listed in a given union/organization recognition clause. You should be aware of whether or not your position is in a union/organization prior to the time that you begin work. These organizations have a right, established by law, to negotiate with management and to enter into collective bargaining agreements, but do not have the right to strike. You are encouraged to investigate the benefits that exist in your collective bargaining agreement.
PERSONNEL FILES
A central file for each employee is maintained in the Personnel Office. Information in the files is considered and treated as confidential. An employee has the right to examine his/her own file, upon request to the Personnel Director.
NOTICE
This handbook and its contents do not constitute an employment contract and are provided for informational purposes only. All information contained herein is subject to change without notice. References to state and Federal laws are merely summaries and some provisions of the information as they affect conditions of employment. are subject to change as interpreted by the courts. In addition, specific cases may require a different approach. Applicable collective bargaining agreements supersede provisions of this handbook.
Arlington Board of Selectmen
Diane M. Mahon, Chairman
John W. Hurd, Vice Chairman
Charles Lyons
Kevin F. Greeley
Kathleen Kiely Dias
TOWN OFFICIALS
Town Manager - Brian F. Sullivan
Deputy Town Manager - Nancy T. Galkowski
Director of Public Works - John Sanchez
Town Clerk - Corinne Rainville
Town Treasurer - John Bilafer
Superintendent of Schools -Kay Donovan
Board Administrator - Marie Krepelka
Town Counsel - John F. Maher
Director of Assessments - Robert Greeley
Asst. Workers Compensation Agent - Edward Marlenga
Comptroller/Coordinator of Data Processing - Ruth E. Lewis
Acting Data Processing Director - Joe Miksis
Fire Chief - Richard Maimone
Police Chief - Frederick Ryan
Human Services Director - Patsy Kraemer
Library Director - Maryellen Loud
Personnel Director/AAO - Caryn Cove Malloy
Planning & Community Development - Kevin O’Brien
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