ARTC Guidebook

Catholic Health Administrative &Regional Training Center

Associate Guide & Directory

Welcome & Background• CEO Letter ................................................................................................... 1• Project Background ..................................................................................... 2• Mission/Vision Statement ......................................................................... 3

Building Directory• Floor-by-floor listing of departments & services .................................... 4• Getting Around the Building ..................................................................... 6• General Hours of Operation ...................................................................... 6

Safety & Security• Security Personnel – Hours, Contact Information ................................... 7• Hours of General Access, Secured Doors and Camera System ............. 7• ID Badges, Security Swipe & Clocking...................................................... 7• Emergency Procedures ............................................................................... 8• Fire and Fire Drills ...................................................................................... 8• Medical Emergency .................................................................................... 8• Power Outage............................................................................................... 9• Evacuation/Lockdown Procedures & Routes .......................................... 9• Visitors .......................................................................................................... 9 o Vendors ................................................................................................ 9 o Business Visitors ................................................................................. 9 o Personal................................................................................................ 9• Securing Personal Belongings ................................................................. 10• Deliveries ................................................................................................... 10

Amenities & Services• Mail Room .................................................................................................. 11• Café & Vending – Hours, Location, Beverages, Catering, Café and Terrace ....................................................................... 12• Chapel and Serenity Room ...................................................................... 13• Lactation Room ......................................................................................... 13• Fitness Center ........................................................................................... 13• Meeting/Conference Rooms .................................................................... 14• Travelers Office .......................................................................................... 19• Reception ................................................................................................... 19• Training Center .......................................................................................... 19• Catholic Health University – Courses and Seminars ............................ 20• Associate Health – (716) 447-6479 .......................................................... 20

Table of Contents

Parking• Garage Rules – Vehicle Limitations (Height); Hours of Use; Reserved Spaces, etc. .............................................................................. 21• Rates – Starting/Stopping Payroll Deduction ....................................... 22• How to Access ............................................................................................ 22 o If badge doesn’t work/ lost / forgotten badges ............................... 22• Vendor/Visitor Parking .............................................................................. 22

Office & Environment• Environmental Services & Building Maintenance Contact Information .................................................................................. 23• Workstation Changes/Repairs/Relocation ............................................ 23• Personal Items, Workstation Appearance, Wall Hangings ................... 23• Noise Levels – Calls, Meetings, Etiquette ............................................. 23• Holiday/Birthday Decorations/Department Celebrations/Observances ...................................................................... 23• Personal Appliances ................................................................................. 24• Dress Code / ID Badges (Perfume/Cologne) ......................................... 24• Smoke Free Policy ................................................................................... 24• Recycling & Waste Reduction ................................................................. 25

Information Technology• Reporting Problems ................................................................................. 27• Service Hours ............................................................................................ 27• Telecommunications – Phone Instructions, Conference Phone Instructions .............................................................. 28• Common-Area Technology (Conference Rooms) ................................. 28• Printing and Faxing ................................................................................... 28

Table of Contents

A Message from Joe McDonald, President & CEO

Dear Colleagues;

We are entering an exciting new chapter in the long history of the Ministries of Catholic Health. Since coming together in 1998, we have become one of the most dynamic, integrated and innovative healthcare systems in the entire Northeast.

Over the past decade, we’ve made tremendous strides in clinical excellence and the implementation of healthcare technology and evidence-based best practices. More people are choosing Catholic Health than ever before and more organizations are recognizing the quality of care we deliver.

Today’s changing healthcare environment, however, challenges us to go further – to not only deliver great care, but to do so as efficiently as possible in order to achieve our purpose of serving those in need through our healthcare ministries. That challenge is what brings us together in this beautiful new facility.

We move forward together in a state-of-the-art Administrative and Regional Training Center that will allow us to achieve the administrative efficiencies essential to a high-performing healthcare system. It is much more than an office building; it’s an environment that promotes innovation and collaboration, and a resource that enables training and education for our associates and the community.

This guidebook is provided to help you become familiar with the campus, its amenities, safety features, and resources. This project has become a reality through the vision, leadership, and dedication of our Sponsors, our Board of Directors, Senior Executives and Associates. We trust that you will enjoy working here and delivering on the Mission of Catholic Health.

Welcome Home!

Joe McDonald, President and CEO for Catholic Health.

Welcome & Background

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Project Background

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History

In the fall of 2012, following the approval of the Board of Directors, Catholic Health announced plans to consolidate its administrative operations from seven locations scattered across the city and suburbs of Western New York. Various departments had been housed in facilities that were never designed for their function and over the years, many departments had moved multiple times for various reasons.

Prior to the announcement, Catholic Health leadership reached out to several developers for proposals to accommodate consolidated operations. Key criteria included:

• A centralized location to accommodate a widely dispersed associate population• Access to convenient public transportation to both accommodate associates who rely

on it and to encourage environmentally-friendly commuting• Sufficient parking access for associates and visitors• Environmentally conscious design and sustainable technologies

The developers came forth with several proposals for existing and new facilities in city and suburban locations. After careful discernment, Uniland Development Company was selected to construct a six-story 140,000 square-foot facility with an adjacent parking garage on a vacant parcel of land located at 144 Genesee Street between Elm and Oak Streets. The $50 million facility now stands at the gateway to downtown Buffalo and is highly accessible to both vehicular traffic and public transportation.

Both the design and location of the facility are in keeping with the Catholic Health mission. Consistent with Catholic Health’s advocacy for responsible use of natural resources, the new facility incorporates a wide range of environmentally-friendly features and high-efficiency systems, achieving LEED core and shell certification. The environmental impact of the building spreads far beyond its walls with secondary impacts that include a significant reduction in vehicle traffic with a reduction in the need for associates to travel between sites.

Mission, Vision & Values

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Our Mission To reveal the healing love of Jesus to those in need – is what sets us apart. It’s the human side of healthcare – the touch, smile or comforting word that can help make your healthcare experience better. It’s treating all people with respect and dignity, and providing comfort in times of greatest need.

Our 2020 Vision Inspired by faith and committed to excellence, we will lead the transformation of healthcare in our communities.

Our ValuesReverence

• We honor the value of each individual we encounter at Catholic Health.• We show courtesy to everyone through warm, welcoming words and gestures. • We collaborate to foster our Mission and Values. • We care for and strengthen our healing ministry and all the resources entrusted to us. • We look for the face of God in everyone we meet.

Compassion• We commit to walking with others through both joy and suffering.• We are a transforming, healing presence in the communities we serve. • We extend a welcoming hand to all patients, residents, families and associates. • We reach out unconditionally in the spirit of the Good Samaritan. • We show kindness when we help others. • We offer empathy, tenderness and respect to those in need.

Justice• We dedicate ourselves to treat all people with respect, dignity and fairness.• We advocate for persons who are poor and vulnerable. • We are accepting and understanding of people who need our help. • We recognize and affirm each individual’s contributions. • We are honest and ethical in all dealings. • We honor the uniqueness of each individual and maintain an inclusive environment.

Excellence• We commit to exceed the expectations of our patients, residents, their families,

and all the people we meet at Catholic Health.• We envision a future filled with hope. • We foster a high quality workplace. • We seek opportunities for professional and personal growth. • We are faithful to our Mission and Values. • We provide the highest quality of care and service.

Building Directory

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AMENITIES ON EACH FLOOR

Each floor features a full suite of business amenities including:• Shared Multi-Function Device (MFD: copier/scanner/fax) areas with document shredders

and adjacent office supply closets• Conference Rooms• Kitchenettes (2 per floor except 1st floor, which has 1) with:

o Dishwasherso Refrigeratorso TVso Filtered water (hot and cold)o Coffee Centers o Recycling & Trash Stations

• Restrooms (Handicap Accessible)

FIRST FLOOR

• 1J & 1K Grab and Go Conference Rooms• Building Security• Café, Vending and ATM• Chapel • Human Resources Regional Training Center Staff Clinical Education and Professional Development Office Associate Health Corporate Recruitment Center• IT Support Center• Lactation Room• Loading Dock & Receiving• Mailroom & Collateral Fulfillment• Men’s & Women’s Restrooms - Baby Changing Stations• Outdoor Patio Access• Parking Garage Entrance• Reception & Waiting• Regional Training Center Training Rooms / Simulator Training Rooms• RMC Cashier Center• Serenity Room • Travelers Office

Building Directory

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SECOND FLOOR

• Fitness Center• Home & Community Based Care• Parking Garage Entrance• Supply Dispensing & Storage• Urban Valet

THIRD FLOOR

• Revenue Management Center (RMC) RMC Computer Training Room / RMC File Room / RMC Mail Room

FOURTH FLOOR

• Finance & Accounting• Information Technology (IT)• Purchasing & Supply Chain

FIFTH FLOOR

• Call Center Care Connection / HealthConnection / Marketing Call Center• Care Management• Catholic Medical Partners • Corporate Human Resources • Clinical & Operational Effectiveness• Quality & Patient Safety• Service Line Administration

SIXTH FLOOR

• Board Room• Catholic Health Administrative Executive Offices• Catholic Medical Partners (Executive Offices)• Facility Planning & Property Management• Foundations of Catholic Health• Legal Services• Marketing, Public Relations & Creative Services• Physician & Mid-Level Recruitment• Planning• System Verification Office

Getting Around the Building

There are 3 elevators (A, B, C) located at the center of each floor, all of which access every floor in the building. For security purposes, your ID badge is required to enter the elevator vestibules and to operate the elevators. There are 2 stairwells (A & B) located on opposite sides of the elevator bays. ID badges are also required to access the stairwells.

Please note that in the event of a fire, you should proceed directly to the nearest stairwell. DO NOT USE the elevator.

Your ID badge is critical to getting around the facility, as many areas are secured and require a badge for access. You are required to wear your badge at all times.

Restrooms are located on each floor and public restrooms are available on the first floor.

General Hours of Operation

The facility is open during normal business hours Monday-Friday from 7:00 a.m. to 6:00 p.m. For building access outside of these hours, please refer to the Security section of this document.

Building Directory

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Safety & Security

Security Personnel – hours, contact informationA security guard will be present on the property. Security may be reached at all times by calling (716)374-2620 (security phone).

Associates experiencing a serious emergency requiring police, fire services or other emergency personnel should call 911 immediately and then contact security afterward.

Hours of General Access, Secured Doors, and Camera SystemThe building is open for visitors and Catholic Health associates from other ministries, during the hours of 7 a.m. and 6 p.m. Monday through Friday. After regular business hours, associates must use their ID Badge to access the building and areas they are authorized to enter. When entering at any time the associate ID badge must be presented to the security officer on duty upon request.

For the safety and security of all individuals, the building is equipped with approximately 100 cameras. The parking garage has cameras at each exit. Other cameras are located in strategic locations outside of the building. These cameras are monitored by the Security Department and activity is digitally recorded. The cameras operate 24-hours a day to protect you and your property.

ID Badges, Security Swipe and ClockingAll associates are issued proximity badges for verification of identity, access to parking garage and the building. The associate badge is also used for clocking purposes for associates required to clock in and out of work. Associates must wear their badges at all times while on the property. This will allow increased security, promote collaboration by emphasizing your first name and will allow you to access all necessary areas of the building. Suspicious individuals or activities should be immediately reported to Security.

Badge access is limited to specific hours and floors for most associates. If additional access is needed beyond those hours or locations specified, an access request must be submitted to Human Resources. Forms for such requests are located in Human Resources as well as on Compliance 360 which can be located on the Catholic Health Associate Intranet.

Kronos time clocks are located in the common areas on each floor for hourly associates who need to clock in and out of work, and for clocking of PTO for exempt associates.

Safety & Security

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Emergency Procedures

Fire and Fire Drills During either a fire or a fire drill, associates will need to evacuate their space using the nearest stairwell. Everyone is expected to meet at their designated locations on each floor, as well as outside of the building. Each associate’s supervisor/manager or their designee will need to account for the associates during the evacuation. Your department will post and notify all

associates of the evacuation procedure as well as the department meeting location.

For those who are unable to use the stairs, please remain in the stairwell under the “Area of Rescue Assistance” sign. Security and/or emergency services personnel will respond with further instructions and assistance for a safe exit.

Medical EmergencyAny associate experiencing or witnessing a serious medical emergency should call 911 Emergency Response Services immediately and follow the directions of the 911 Operator.

Contact the Security guard at 374-2620 immediately after speaking with 911 and inform Security Personnel of the exact location of the medical emergency.

At least one associate shall stay with the affected individual(s) until the 911 emergency services personnel arrive.

Direct someone to meet security personnel or 911 emergency services personnel in order to quickly escort them to the scene of the emergency. Once 911 emergency services personnel arrive, allow them to take control of the situation.

Automatic External Defibrillators (AED) are located on each floor. Your department will post and notify each associate of where the nearest defibrillator is to your work area.

Emergency MaintenanceIn the rare case that someone notices an emergent maintenance issue (leaking heat-pump, overflowing toilet etc) please call security at 716-374-2620.

Safety & Security

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Call911

Power OutageIn the event of an electrical outage, emergency lighting and key systems are protected by battery back-up that will maintain safety and security of the facility. Auxiliary power generation systems will activate to restore full power to floors 1, 2 and 3 of the facility within minutes of an outage. Floors 4, 5 and 6 will maintain code-compliant safety lighting during an outage. If necessary, emergency instructions will be issued.

Evacuation/Lockdown Procedures & RoutesBuilding Evacuation Procedures are located on each floor near the elevator bays and the entrances to most stairwells. The signage provides direction on the following: - Building Evacuation Procedures for each area. - A map for evacuation from each floor and from the exit to the visitor parking lot.

Visitors• Vendors:

Vendors will be able to enter and access certain departments in the building by visiting the reception desk and obtaining a visitor pass to the designated area. For confidential departments, such as Human Resources, Payroll and other designated departments, Associates have a right to expect that any vendor has approval prior to visiting the department. All vendors and associates are required to comply with the Catholic Health Solicitation Policy (HR-106).

• Business Visitors:Visitors should park on the first floor of the parking garage as well as in the surface parking lot beyond the garage. They may enter the building through both the main entrance and the visitor entrance from the garage. Visitors are required to sign in and out with the receptionist immediately upon entering the building. All visitors and staff must sign in on nights and weekends with the exception of the 2nd floor. Visitors will be required to leave their driver’s license or other photo ID and obtain an access badge to their designated area. For visitors who are unable or unwilling to leave a photo ID, the visitor must be escorted by an associate at all times during their stay. All visitors are the responsibility of the department and associate(s) they are visiting. Upon conclusion of the visit, all guests without access badges must be accompanied back to the reception desk. Visitors must sign out and return any pass or badge in order to have their photo ID returned to them.

• Visiting Associates:If you do not have ARTC access and you need a work space you can obtain a travelers badge to access the travelers office. The badge is available at the reception desk. The travelers office is located on the 1st floor across from the elevator.

Safety & Security

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• Personal:Family and friends are not permitted above the first floor unless approved by the associate’s department director.

Suspicious individuals or activities should be immediately reported to Security.

Securing Personal BelongingsCatholic Health is not liable for any risk, loss or damage to property of individuals including vehicles or their contents therein, which may result from the use of the building, parking services or facilities. Associates are encouraged not to bring unnecessary valuable belongings onto the property. If necessary, such items should be secured by the associate at all times. Associates who wish to park in the parking garage must sign a waiver of liability in connection with their request for parking privileges.

DeliveriesAll deliveries (food, flowers, packages, etc.) are to be accepted at the reception desk by the receptionist, who will contact the appropriate person for pick-up. Any small outside deliveries including FedEx, UPS or small packages must be accepted at the receiving dock. Major deliveries (those not easily carried or that require a dolly) must be taken to the delivery area in the rear of the building. Third-party delivery services will not have access to the building beyond the receptionist’s area.

Safety & Security

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Amenities & Services

Mail RoomInteroffice mail for Catholic Health as well as interoffice mail for the building is located in the kitchenette areas of each floor.

There is a standard daily FedEx express pickup at the front desk Monday - Friday between 1pm - 2:30pm. ARTC associates do not need to call for a pickup if the item(s) are left at the front desk before 1pm. If a pickup is needed before or after the designated times above the associate will need to call for a pickup. To call dial 1-800-gofedex.

Associates are not authorized to pick up or sort the mail from any other department unless that department has authorized such actions. Drop off locations for mail are located in the kitchenettes.

Café & VendingLunch provides a much needed time to break from the day’s work and associates are encouraged to get away from their desks or work areas to recharge. Enjoying a hot lunch is a great way to boost energy and refocus. If you’re planning on a hot lunch, either purchased from the Café or an outside restaurant, or brought from home and reheated, you are asked to enjoy your food in the Café – hot foods are not to be brought back to the work area. This keeps the work area clear of “clashing” odors and reduces the risk of spills and stains.

Numerous microwave ovens are located only in the Café. Kitchenettes with refrigerators and coffee service are located on each floor.

Working lunches or group celebrations that include a hot meal may be conducted in a reserved conference room, provided the food is consumed in the room and the room is properly cleared of all leftovers and cleaned-up.

BeveragesBeverages are permitted within all work area and conference rooms.


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Catering for MeetingsFor catering needs please contact the manager of Café Verde at (716)923-9797 or stop down to the cafeteria and speak to the manager in person. Café Verde kindly requests a minimum of one week notice to accommodate your needs. For menu selections you are welcome to review the Café Verde Menu Selection Book located at the reception desk. Prices do not include tax. Tax exempt may apply. If order is being charged to Catholic Health it is tax exempt.

The Café delivers food to meeting rooms and returns following the meeting to clear all food and beverages. Please do not remove platters, china utensils, etc. from the area. The Café will make every effort to accommodate leftovers, if requested. Be aware of food borne illnesses associated with food products not stored properly.

CaféCafé Verde, a full-service café located on the first floor, is available to associates Monday through Friday from 7 a.m. to 3 p.m. Breakfast hours are from 7 a.m. – 10 a.m. A wide range of breakfast, lunch, and snack items will be available for purchase in a convenient and comfortable setting. Regular hot food and beverage service is available during the hours listed below. In the event the Café is closed all day or closes early the ARTC associates will be notified.

Breakfast: 7:00 a.m. – 10:00 a.m.

Company Kitchen Kiosk is available 24/7 in the Café on off hours for your convenience. Sign up forms are available at the reception desk.

Seating is available in the first floor dining area. Additional terrace seating is also available when the weather permits.

TerraceThe first floor terrace is open for associates to enjoy outside dining, weather permitting, during working hours.


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Chapel and Serenity RoomOur Catholic identity is central to the mission of Catholic Health and therefore religious signs and symbols are visible in all areas of our Administrative and Regional Training Center. The central religious focus is the Chapel located within the Atrium and rising to the second floor. It is able to be viewed from three entrances. The Chapel design is intended to provide an uplifting, and inspirational place of worship.

Upon entering the Chapel, one’s eyes are led upward by the vertical stone pillars that flank the beautiful wood doors. The exterior walls of the Chapel are lined with vertical glass creating a pavilion-like atmosphere. The two-story glass carries natural light into the space from above while frosted glass on the first story provides for exterior privacy. Wood trusses cross at the second floor level giving a feeling of openness to those within.

Central to the Chapel is the mosaic brought to the Administrative and Regional Training Center from the Nazareth campus.

Catholic Health promotes healing of mind, body and spirit. Taking time to pause and reflect is essential for personal and professional health. We want to offer a place for whatever calms, inspires or recharges the individual. Therefore, the Chapel is available for use by our Associates and guests at all times during the work day. In addition, there is a peaceful Serenity Room on the first floor which provides a smaller place for reflection and prayer.

Lactation RoomA lactation room is located on the first floor of the building through the ladies restroom entrance. The room may be reserved via RoomView (see instructions for conference room reservations). Keys are available at the reception desk.

Fitness CenterA Fitness Center is located on the second floor. The Fitness Center contains locker rooms, showers, televisions and various items of workout equipment. Associates interested in using the Fitness Center should contact Human Resources. There is no cost to use the fitness center, but an application and waiver of liability is required. These forms are available in HR and the reception desk. Completed forms should be submitted to HR. Fitness Center members may enjoy the fitness center during non-work hours.

Temporary lockers are provided in the locker room for associates use to put their personal belongings in during time of workout. Upon exiting associates must remove the locks from the locker to allow other associates to use them.

Proper workout attire is required in the Fitness Center. Associates who return to their work area


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following use of the Fitness Center must follow the Dress Code Policy. Associates may use the Fitness Center during the hours associated with their ID badge access.

Urban ValetDry cleaning service is available for associates who would like to participate. Associates must sign a dry cleaning waiver form in order to have access into the storage room (located on the second floor last door to the right before the parking ramp door). The waiver must be submitted to Human Resources. Deliveries for dry cleaning service are on Monday and Thursdays. For further details, please stop at the reception desk in the first floor lobby.

Meeting/Conference RoomsExtensive meeting room availability is a hallmark of the building, with a mix of small and larger-sized rooms on each floor. Each floor has a variety of small conference rooms and one large conference room, with the exception of the 6th floor which has 4 small conference rooms and the board room.

Meeting Rooms can be reserved by any Catholic Health associate (with an email account) on a first come-first serve basis. Training and Conference rooms are exceptions. These rooms will only allow certain users to book a room initially and room reservations will be set for manual review by the room custodian prior to a confirmation being sent for the reservation. Please make sure to notify your guests and visitors attending a meeting at the building of the location and room number where the meeting will take place. For additional information, see the visitor access section of this guidebook.

The chart included in this guide identifies the conference rooms per floor, the seating capacity, and room amenities and equipment. It also identifies the room custodian for the rooms that require approval to reserve.

When arranging a meeting, it is important that associates notify their visitors and guests of the conference room location for their meeting. This information must be provided to the receptionist in order for visitors and guests to obtain proper access to the conference room meeting location. When scheduling or hosting a meeting or class use the meeting name your guests will recognize to avoid confusion.

Conference Rooms are all set up in a default configuration and information can be found on the Intranet (Locations/Administrative & Regional Training/Conference Room Scheduling “Meeting Room Configuration”). If you are reserving a room in an alternative configuration, you will need to send an outlook meeting request to the ARTC receptionist and Supervisor of Facility Services specifying the room set up along with any specific instructions. Please factor in setup and break down times when reserving a room.


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Conference / Training Rooms

Room Number

Room Location & Phone #

Room Type Conference Style Capacity

Classroom Style Capacity

Equipment Room Ownership

1A First Floor RTC 923-9740

Conference/Training

33 69 - Default Projection Screen, Podium

* Regional Training Center

1B First Floor RTC923-9741

Conference/Training

20 30 - Default Smartboard, Podium

1C First Floor RTC923-9742

Conference/Training


1B,1C First Floor RTC

Conference/Training

40 69 Smartboard, Podium

1A,1B,1C First Floor RTC

Conference/Training

80 129 Smartboard, Podium

1D First Floor RTC923-9743

Conference/Training


1E First Floor RTC923-9744

Conference/Training


1Fa First Floor RTC

CCD / Home Care Simulation

na na Bed, Headwall, Cabinets,Overhead Lift

1Fb First Floor RTC

Critical Care Simulation

na na Bed, Headwall, Cabinets,Overhead Lift

1G First Floor RTC923-9745

Conference/Training



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1H First Floor Conference 6 na White Board

Universal

1J First Floor Conference 6 na na

1K First Floor Conference 6 na na

1L First Floor Conference 4 na na

2A Second Floor923-9750

Conference 6 na 1 TV, White Board

2B Second Floor923-9751

Conference 10 na 1 Smartboard, PodiumWhite Board

3A Third Floor – RMC923-9752

Computer/ Training

na 12 1 Smartboard, Computers, Podium

** Revenue Management

Center

3B Third Floor923-9753

Conference 8 na 1 Smartboard,White Board

Universal

3C Third Floor RTC923-9754

Conference/ Training

20 32 - Default Smartboard, Podium Universal

3D Third Floor923-9755


Universal

3E Third Floor923-9756


4A Fourth Floor923-9757

Conference 20 - Default 24 White Board, Podium

4B Fourth Floor923-9758


4C Fourth Floor923-9759


4D Fourth Floor923-9760


4E Fourth Floor923-9761


5A Fifth Floor923-9762

Conference 16 - Default 18 1 Smartboard, White Board, Podium

5B Fifth Floor923-9763


5C Fifth Floor923-9764


5D Fifth Floor923-9765




Room Number





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6A Sixth Floor923-9767

Board Room 24 - Default 44 2 Smartboards, 2 TVs, Podium, Video Conferencing *** Executive

Suite6B Sixth Floor923-9768

Conference 12 na White Board

6C Sixth Floor923-9769

Conference 8 na 1 Smartboard

6D Sixth Floor923-9770

Conference 8 na 1 Smartboard

Universal6E Sixth Floor

923-9771Conference 8 na White Board

6F Sixth Floor923-9772

Conference Center

12 na 2 Smartboards, 1 TV *** Executive

Suite6H Sixth Floor923-9774

Conference 6-8 na na

* Room Ownership, Regional Training Center Primary owners: Administrative Asst. III, Bridget Russo, Janet Spence

** Room Ownership, Revenue Management Center Primary owners: Administrative Asst. III, Jen O’Neil

*** Room Ownership, Executive Suite Primary owners: Janet Zgoda, Patricia Kersten Secondary owners: Lori Schonrank, Amy Sieracki, Theresa Adamczyk, Sharyl Hendel, Mary Hinton

How to Reserve a Conference RoomFor Meeting Room reservations, Outlook will identify the room location, room type, room capacity, along with notes on room setup and built in equipment. If a room is not reserved an immediate reservation can be made in Outlook or on the “Room View” device mounted in front of each training/conference room. Once a room request has been submitted, please wait to make sure the room has accepted the reservation. You will receive an email confirmation that the reservation has been accepted.


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Room Number






How to Change a Conference Room ReservationA room reservation requiring a modification will be updated in Outlook. The modification will then update and will display at the room.

Who to Contact if You Have Issues Reserving Conference RoomsSchedule conflicts can be requested to be sent to room custodian. This is in the “Manager” Field of the room seen in Outlook. The Room Custodian will confirm the user properly reserving the right room and time frames as well as any pending requests that may need to be addressed.

The Helpdesk or Network Tech staff can address any single user Outlook issue or diagnose any device failure.

Conference Room Reservation EtiquetteBecause of the use of Room View software for room reservations, it is important that associates carefully consider the title of their meeting. Conference room meeting reservations will be displayed on the small room view devices outside each conference room, as well as at the reception desk, and on the large conference room display in the main lobby. Confidential or sensitive information should not be identified in the meeting appointment. Do not use associate names, medical information, or information regarding confidential business strategies in the title of the meeting.

Conference room reservations should be made early to avoid conflicts. Any room reservation that becomes unnecessary should be cancelled as soon as possible.

The Grab and Go Conference Rooms (located in 1J and 1K) are first come first serve. They are open at all times and do not require a room reservation. Please refer to page 16 for additional details such as capacity.

Associates should reserve extra time before and after their meeting time to assure that the room is set up as desired for the meeting. Assistance is available to arrange tables and chairs, as long as advance notice is given and additional time for set up has been reserved with the appointment.

If you borrow chairs or tables for your meeting, please return them back to the conference rooms (or spaces). If you bring coffee cups/pitchers to the conference rooms, please return them to the kitchenettes. Please return each room to the setup that you found it in if changes are made.

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Travelers OfficeThe Travelers Office is located on the first floor, and is reserved for Catholic Health associates traveling from other locations for business in the Corporate Headquarters. It is important to note that these rooms are not secured, other than requiring associate badge access, and personal items should not be left unattended. Computers in the business center are available on a first come first serve basis. If you do not have ARTC access and you need a work space you can obtain a travelers visitor badge to access the travelers office. The badge is available at the reception desk.

The Travelers Office will also be the location for a Corporate Healthcare Command Center in the event of an emergency impacting the organization.

ReceptionThe receptionist is located in the main lobby at the main entrance on the first floor. The first floor receptionist greets visitors who enter the building through both first floor entrances, validates identification and parking, and issues visitor passes. The receptionist also guides visitors to their meetings by checking the RoomView meeting calendar. The receptionist contacts the appropriate associate with whom the visitor is scheduled to meet. The telephone number for the receptionist is 923-9800.

Training CenterThe Department of Clinical Education and Professional Development promotes lifelong learning and quality patient care by providing education, training, and development to all clinical staff utilizing principles of evidence based practice. The work of the department is driven by the values of Catholic Health, American Nursing Association Standards of Practice for Nursing Professional Development, and continual assessment based on the needs of the organization. The Department of Clinical Education and Professional Development is located on the first floor.

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Catholic Health University – Courses and SeminarsCatholic Health University (CHU) offers a variety of professional, personal and leadership development courses and seminars to enhance the lives, skills, competencies of all associates, leaders and physicians within Catholic Health and Catholic Medical Partners. CHU is proud of its unique leadership competency model and 30 hour mandatory leader orientation program. CHU is home to our faith inspired Catholic Health Mission Integration courses as well.

CHU and Clinical Education shares and collaborates with many institutions and organizations to compliment current class offerings and increase the education of our community. Class schedules are located on the Catholic Health web page under the Education and Training tab and on the intranet.

Associate Health As part of the Human Resources Department, Associate Health provides pre-employment screenings and physicals, follow-up annual health assessments, PPD’s, screening for adult immunization immunity and vaccinations as required. Associate health also:

• Provides for ongoing monitoring for communicable disease risk for healthcare workers.• Provides important follow-up to exposure incidents (i.e. needlesticks, splashes, etc.)• Assists in case management of injury and illness.

At the time of their annual Performance Evaluation, all associates are required to complete an annual health self-assessment and have a PPD planted and read.

On an annual basis, all associates, volunteers, physicians and residents are encouraged to receive free influenza immunization. Influenza immunization is a prevention strategy to reduce influenza morbidity in personnel and limit the possibility of infection which pose a risk to patients and others in health care facilities and the community as a whole. Associate Health is located on the first floor.

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Parking

Parking

Garage Rules – Vehicle Height Limitations; Hours of Use; Reserved Spaces, etc.Catholic Health is proud to be able to provide a secure covered parking garage attached to the building for associate and visitor parking. The garage has 7 foot height restrictions in some areas. Vehicles with higher than 7 foot requirements are not permitted in the parking garage.

Associate Parking is located on floors 2-4. The associate entrance of the garage on Elm St. will be open by badge Monday through Friday, 7 a.m. to 6 p.m. Associates who enter the garage outside of these hours, including on the weekends, will be required to enter the garage through the main Genesee St. visitor entrance using their badge to gain entry. To gain entrance associates must hold their ID badges next to the proximity readers located at the entrances to the garage and wait for the gate to lift completely before entering. While driving inside the parking garage, all drivers must follow the New York State Vehicle and Traffic Laws and obey all traffic signs.

The Genesee St. entrance will be open for visitors and the public from 7 a.m. to 6 p.m. Individuals who park in the parking ramp must observe parking ramp signage, park in between the lines and respect time-constrained parking. Violators of parking ramp rules may lose parking ramp privileges.

Parking spaces for individuals with disabilities are available. To park in one of these designated spaces, associates must have a N.Y. State handicap parking permit. Designated 20-minute parking on floor 2 is reserved for Home Care clinicians who regularly come in for medical supplies and then leave to visit patients.

Individuals parking at any Catholic Health location park at their own risk; please lock your vehicle. Catholic Health is not liable for any risk, loss of, or damage to property of individuals including vehicles or their contents therein, which may result from the use of the parking services or facilities. Associates are required to sign a waiver of liability form when applying for parking garage privileges. The completed form must be submitted to Human Resources. The associate will receive a parking sticker from Human Resources that must be placed on the associate’s vehicle. If the associate has more than one vehicle they must complete a form for each vehicle.

The parking garage is equipped with several safety features. Blue Light Telephones are located on all floors of the ramp. In case of an emergency, when the buttons are pressed, the security stations are automatically notified that a problem exists. An intercom system is activated that allows a security officer to communicate directly to the person with the emergency.

For complete policy and procedure regarding Associate Parking, refer to the Parking and Vehicle Registration Policy HR-061-OTH. 21

Parking

Parking Garage Rates – Starting/Stopping Payroll DeductionFor associates who choose to park in the garage, parking rates are monthly and are paid pre-tax through weekly or biweekly pay roll deductions in accordance with the Catholic Health Parking and Vehicle Registration Policy (Policy HR-061). Rates and forms for starting and stopping payroll deductions are available in Human Resources as well as on Compliance 360. Parking in the Catholic Health garage is not required. Associates who choose not to park in the garage have various other options for alternate parking in the area.

How to Access Parking Garage if You Lost or Forgot Your BadgeIf your badge does not work or you have lost or forgotten your badge, you will need to take a ticket to enter the ramp and then obtain validation from the receptionist.

Vendor/Visitor ParkingVendors and visitors must use the front visitor entrance to enter the parking garage, and must take a ticket in order to access the garage. The ticket may be validated either in the department where the visitor is meeting, or by the reception desk.

Bicycles and MotorcyclesBike racks are located both outside of the building and within the parking garage. Bikes should be properly secured and are not permitted inside the building. Motorcycle parking is available outside of the garage only.

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Office & Environment

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Environmental Services & Building Maintenance Contact InformationEnvironmental services will be performed by a third party vendor during evening hours. Cleaning schedules for ARTC are located on the Catholic Health Intranet at: https://my.chsbuffalo.org/locations-departments/new-corporate-offices/cleaning-scheduleRefrigerators will be cleaned and emptied on the last Friday of every month.

Workstation Changes/Repairs/RelocationAssociates in need of a workstation repair or relocation must submit a changegear request to the Facilities department.

Personal Items, Workstation Appearances, Wall HangingsAssociates are allowed to display and/or post personal items in their workspace provided they are in good taste, consistent with reasonable standards of a professional workspace, are not offensive and do not interfere with the work responsibility of the individual. Personal items may be displayed provided no damage is inflicted on the office equipment or work station. No items are to be placed on the top of the work stations or office cabinets.

Signs and posters may not be hung on walls, columns or doors. Managers are responsible for monitoring materials and are to consult with the Vice President of Human Resources Services if there is a question of what is appropriate.

Noise Levels – Calls, Meetings, EtiquetteMany of the workstations in the Administrative and Regional Training Center are open workspaces rather than closed offices. This was intended to improve team communication and collaboration, as well as limit costs. However, the open nature of the workspace requires that associates make an effort to limit unnecessary noise and distraction for themselves and their co-workers. The building is equipped with noise cancelling technology that will significantly limit workplace noise and increase the privacy of communications being held in open workspaces. All associates are requested to conduct meetings and telephone calls at the lowest necessary noise level. Personal and confidential conversations should be limited and should be conducted in the kitchenette during break time or in a conference room.

Holiday/Birthday Decorations/Department Celebrations/ObservancesCatholic Health has a diverse workforce and serves a diverse customer base, and it is important for all associates to respect and celebrate this diversity, ever mindful that everyone may not participate in any or all celebrations and may, in fact, find it uncomfortable.

Holiday lights and/or electrical displays of any kind are prohibited since they provide a hazardous threat to both people and property.


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Personal AppliancesIn order to maintain the safety and efficiency of the office as it was designed, personal appliances such as printers, coffee makers (including Keurigs), space heaters, and other appliances are strictly prohibited in all areas of the building.

Dress Code / ID Badges (Perfume/Cologne) Catholic Health prides itself on a professional atmosphere that promotes confidence and trust to the customers we serve. Associates working in the ARTC are expected to maintain a professional appearance by displaying business casual attire. Many visitors – as well as regulators, business partners and vendors – are in our building on a regular basis. Our new presence at the Catholic Health Administrative and Regional Training Center places particular focus on all Catholic Health associates who work in the new building. We are pleased with this new visibility in the community and believe it is an excellent opportunity for Catholic Health associates to display the highest level of professionalism and integrity. For additional information, please see the Catholic Health Dress and Appearance Guidelines Policy (Policy HR-018-PC). The Policy provides specific guidelines on acceptable dress that supports a positive business image through good taste, common sense and smart choices.

In addition to displaying a professional appearance in the workplace, associates must be mindful that perfumes and colognes can distract from the ability of your co-workers to do their jobs. Additionally, some associates are sensitive to strong odors or chemicals. Associates are encouraged to refrain from use of perfumes and colognes in the workplace. Any associate who has concerns should contact the Human Resources department.

Smoke Free PolicyCatholic Health is committed to helping people lead healthier lives through education, healthcare initiatives and by setting a positive example for our associates and visitors.

There is no question that smoking causes health problems directly and from exposure to second-hand smoke that result in tens of thousands of deaths in the U.S. alone, and cost our healthcare system billions of dollars every year.

All Catholic Health property and facilities are smoke free. Smoking is strictly prohibited on any of the property, indoor or out. For complete policies and procedures regarding smoking, please refer to the Catholic Health Tobacco Free Policy (Policy HR-124-PC).


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Recycling & Waste ReductionReducing waste and recycling are important actions for ensuring Catholic Health’s sustainability and in the new building it will be easier than ever. Recycling containers will be available at all desks, but office trash should be taken to the kitchenettes. Confidential documents should be discarded in the locked bins located in the copy rooms but all other paper goes into the mixed recycling containers. The Café and kitchenettes will have recycling containers alongside trash containers so it will be easy to rinse and recycle food packaging. Look for signs on or near receptacles to show you what is acceptable to place in them. To view a video about how items are recycled, please visit the ARTC Cleaning Schedule section on the Catholic Health Intranet.


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Information Technology (IT)

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Information Technology

Reporting ProblemsIf you are experiencing an issue with a Catholic Health computer, iPhone, iPad, printer, application or technical service, please report an incident to the Help Desk in one of the following manners.

To quickly report an Incident to the HelpDesk (break fix-something has stopped working) submit an incident report: https://my.chsbuffalo.org/it/helpdesk/changegear-it-portal, then select Report an Incident. You may also report the incident by phone 24/7 by calling 828-3600.

To open a Service Request (SR) aka: ISSR (new hardware, software or additional access is needed), submit a service request at: https://my.chsbuffalo.org/it/helpdesk/changegear-it-portal, then select, Service Request.

Required InformationPlease provide the following information, as applicable, when reporting an incident or when opening a Service Request to eliminate delays:• Brief description of the nature of the issue • Host name of the desktop or laptop computer (“BM5W01”) • Tag number of the printer (M00A9 for printer supplies and service only) • Program or application complete name (often found in the upper left corner of the screen) • Relevant patient information (name, date of birth and encounter number) • Any relevant Help Desk ticket numbers and/or IT contact names

Service HoursHelp Desk analysts are available 24 hours a day, 7 days a week by calling 828-3600 to address the various technical needs of Catholic Health associates.

Information Technology (IT)

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Telecommunications – Phone Instructions, Conference Phone InstructionsInstructions for using the VOIP phones can be located on the Catholic Health Associate Intranet, then clicking on Information Technology.

From the home page of the Catholic Health Associate Intranet: • Click on Education and Training.• On the left side of the screen, click on Technology.• On the left side of the screen, click on Phone Training Materials.• You will see 4 short training documents, as well as a Phone Training Video:

1. Quick 1-Page Guide to Phone Features2. Voicemail Guide3. Training Presentation Slides with All Features4. New Phone FAQ

Common-Area Technology (Conference Rooms)The Catholic Health Administrative and Regional Training Center is equipped with wireless internet service throughout all areas of the building, including the first floor dining area, the commuter business center and all conference rooms. For additional information regarding IT needs for conference room space, see the conference room scheduling and equipment list in this guidebook.

Printing and Faxing:Multi function printing and faxing devices are available on each floor. Sending and receiving of faxes will be accomplished via RightFax software installed on the computers of designated associates within each department. Instructions for using RightFax can be found on the Catholic Health Associate Intranet, then clicking on Information Technology.

All printing, copying and faxing at the Catholic Health Administrative and Regional Training Center will be done through a new tool called FollowMe Printing. This tool will keep your documents safe and secure, and also help to eliminate paper waste but accidental pick-ups of other Associate’s printouts. You will use your badge to sign into the machine and then print your documents while you are at the machine. It is important that you register your badge before doing this. You only have to register your badge once, and every copier will recognize your badge!

Instructions for registering your ID badge and FollowMe Printing are on the next two pages.

How to Print

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Before swiping your badge on the badge reader (computer mouse sized device placed on the MFD)

the screen displays “Guest” as the user.

Swipe your badge, select “Yes” to register the card to the user.

Type in your User ID (usually first initial and last name) then press “Done.”

Type in your password then press “Done.”

Your badge is now registered!

Register Your Badge

How to Print

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How to Print at CHARTC: FollowMe Printing

Bef

Before swiping your card on the badge reader (small computer mouse shaped device placed on the MFD)

the screen displays “Guest” as the user.

After swiping your card on the badge reader the screen displays the logged in user. Press “Release

Documents” to access your secure prints

To release documents, press “Select All” or select the individual documents to release them separately.

Press “Print” to release the selected documents.

All printing, copying and faxing at CHARTC will be done through a new tool called FollowMe Printing. This tool will keep your documents safe and secure, and also help to eliminate paper waste but accidental pick-‐ups of other Associate’s printouts. You will use your badge to sign into the machine and then print your documents while you are at the machine. It is important that you register your badge before doing this. You only have to register your badge once, and every copier will recognize your badge!

When finished press the “Log In/Out” button then press “Logout.”

Device is ready for the next user.

When finished press the “Log In/Out” button then press “Logout.”

Device is ready for the next user.

Date post:	02-Apr-2016
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