SYSTEM POLICY

Section: Human Resources Policy #: PH-130-0015

Subject: Communication and Language Page: 1 of 3

Executive Owner: Chief Human Resources Officer

Approval Date: 7/22/13
Effective Date: 7/22/13
Last Review: New Policy
Revised Date: -
Supersedes: -
_______________________________________________________________________________

I. POLICY STATEMENT

It is the policy of Presence Health to establish communication and language guidelines for the
safe and efficient performance of job duties within all Presence Health ministries.

II. PURPOSE

To provide employees with guidance on safe, respectful, and effective communication and
language.

III. MISSION / VALUES RATIONALE

This policy is aligned with the Presence Health Mission and Values by helping to assure that our
employees provide all patients and residents compassionate, holistic care with a spirit of healing
and hope in a safe, quality environment.

IV. SPECIAL INSTRUCTIONS

This policy applies to all Presence Health Ministries.

V. DEFINITIONS

Bilingual: Ability to speak more than one (1) language.

VI. PROCEDURE

A. Method of Communication

A consistent method of communication is important to ensure efficient operations and

the safety of patients, residents, visitors, and staff. Accordingly, as the principal
common language of our patients and staff, English is to be spoken and written by
employees during the performance of job duties whenever the use of another language
would adversely affect job performance or the safety or efficiency of operations.
PRESENCE HEALTH SYSTEM POLICY

Section: Human Resources Policy #: PH-130-0015

Subject: Communication and Language Policy Page: 2 of 3

B. Guidelines

1. Work Related Communications. Work-related communications among coworkers

should be conducted in a language understandable to all those persons directly
involved in the conversation. Accordingly, bilingual employees communicating with
coworkers who speak only English should conduct the conversation in English. This
is particularly important where patient, resident, visitor or employee safety is a
consideration.

2. Use of Language Other Than English. Use of a language other than English is
permitted during meal breaks, rest periods, and other non-work time, when an
employee is needed to interpret for someone who does not speak English, and
when use of another language will not adversely affect job performance or the
safety or efficiency of operations, consistent with the above guidelines.

3. Communications During Work Time

a. Communications should be conducted in English, when necessary to

ensure efficiency among employees working together or where use of other
languages would impede the progress of the work assignment.

b. All employees should communicate in English with English-speaking

supervisors to ensure effective communication and constructive discussion
of assignments, work performance, and work rules.

c. Communications with English-speaking patients, residents, and visitors

should be conducted in English.

4. Vulnerability of Patients/Residents and Their Families: Patients, residents and their

family members may feel particularly vulnerable due to the circumstances that bring
them to our ministries. The inability to understand a conversation among
employees can give the impression that information is being withheld concerning
the patients condition. Therefore, when coworkers are present together in a
patients room or are performing patient care together, they should refrain from
conversing in a language other than English if the patient is English-speaking.

C. Administration of the Communication and Language Policy. All Presence Health

Employees are encouraged to help ensure that the Communication and Language
policy is administered appropriately. If an employee feels that he/she has experienced
or witnessed a violation of this policy, he/she is encouraged to immediately notify one
(1) of the following persons:

1. The employees manager or department head;

2. The Vice President responsible for the employees division;
3. The Administrator of the employees ministry; or
4. Any Vice President or Director of Human Resources.
PRESENCE HEALTH SYSTEM POLICY

Section: Human Resources Policy #: PH-130-0015

Subject: Communication and Language Policy Page: 3 of 3

D. Retaliation Prohibited. Presence Health prohibits retaliation or threat of retaliation

against anyone who makes a good faith report of a policy violation, assists in making a
complaint, or cooperates in an investigation. Any retaliation or threat of retaliation shall
be treated as a separate incident, which shall be handled in the same manner and be
subject to the same procedures as the complaint itself.

E. Investigation of Complaints. Presence Health will investigate all complaints about

Communication and Language Policy violations promptly and thoroughly. If an
investigation confirms that an employee has violated this policy, appropriate corrective
action will be taken.

VII. FORMS AND OTHER DOCUMENTS

N/A

VIII. REFERENCES
Corrective Action Policy (Presence Health)