Employment Agreement

The Employee’s responsibilities include, but are not limited to:

• Appointment Scheduling: Coordinate and manage patient appointments, ensuring an organized and efficient schedule.


• Patient Intake: Perform patient check-in procedures, including verifying personal information and updating medical records.


• Record Management: Maintain and update patient records, ensuring accuracy and confidentiality in compliance with privacy regulations.


• Billing and Insurance: Process billing and insurance claims, handle patient inquiries regarding charges, and assist with resolving discrepancies.


• Administrative Support: Provide general administrative support to clinical staff, including document preparation, correspondence, and maintaining office supplies.


• Customer Service: Address patient concerns and inquiries with professionalism and empathy, ensuring a positive experience.


• General Duties: Receive and verify incoming stock, handle phone inquiries, and maintain cleanliness and safety in accordance with clinic regulations.


• Other Duties: Perform any other duties as assigned within the scope of the position.

Cloud Care Clinics holds high standards. Employees are expected to consistently demonstrate excellence, attention to detail, and professionalism.

2.2 Probationary Period: There will be a probationary period of three (3) months. During this period, the Employer may terminate this Agreement at any time, for any reason, without notice or pay in lieu of notice, except as minimally required by the Employment Standards Act, 2000.

3. HOURS OF WORK

The Employee shall work hours as scheduled. The Employee acknowledges that hours of work are not fixed and will depend on the staffing requirements of the clinic. Hours may vary with reasonable notice.

3.1 Attendance & Absence: If the Employee is unable to report for a scheduled shift due to illness or emergency, they must notify the Clinic Manager by phone at least two (2) hours prior to the start of the shift. The Employee is permitted to arrange shift coverage with another staff member, subject to prior approval by the Manager. The Employee must provide medical documentation (e.g., a doctor’s note) to substantiate any absence due to illness.

3.2 Vacation & Scheduled Personal Leave

• Requests for Time Off: To ensure adequate time for relief staffing and clinic coverage, the Employee must submit requests for vacation, personal days, or other scheduled absences to the Clinic Manager at least three (3) weeks in advance of the requested dates.


• Reduced Notice with Coverage: If the Employee has successfully coordinated with other staff members to cover their scheduled shifts during the proposed absence, the minimum notice period may be reduced to two (2) weeks, provided that the coverage details are submitted to the Clinic Manager alongside the time-off request.


• Approval: All requests for time off and proposed coverage arrangements are subject to final approval by the Clinic Manager based on the operational requirements of the clinic.

4.2 Pay Schedule: Each pay cycle ends on a Friday 11:59PM, with payday scheduled for the following Wednesday.

4.3 Vacation Pay: The Employee will receive 4% vacation pay on gross wages, paid out each pay period. The Employee acknowledges that because vacation pay is received on every cheque, any time taken off for vacation will be unpaid.

4.4 Statutory Holidays: Statutory holidays will be paid in accordance with Ontario Employment Standards.

4.5 Overtime: The Employee is expected to manage their time efficiently to complete duties within scheduled hours. Any hours worked in excess of 44 hours per week must be pre-authorized in writing by the Employer. Unauthorized overtime may be subject to disciplinary action.

4.6 Performance Reviews & Compensation

Regular Reviews: Performance reviews will be conducted on a regular basis to foster professional growth, identify areas for improvement, and assess the Employee's overall contribution to the clinic. The first performance review will take place upon the completion of the Employee’s three (3) month probationary period.

Compensation Adjustments: While performance reviews provide an opportunity to discuss compensation, salary increases are not automatic. Any adjustment to compensation is at the sole discretion of the Employer and is subject to the Employee’s demonstrated performance and the operational success of the clinic.

Additional Responsibilities: In addition to performance-based reviews, the Employee may be eligible for a compensation review if they formally assume significant additional responsibilities or roles within the clinic, as approved by the Clinic Manager.

5. TERMINATION

5.1 Without Cause: After the probationary period, the Employer may terminate this Agreement without cause by providing the Employee with notice or pay in lieu of notice, and severance pay (if applicable), strictly limited to the minimum amounts required by the Ontario Employment Standards Act, 2000. The Employee agrees that they are not entitled to common law reasonable notice.

5.2 For Cause: The Employer may terminate this Agreement immediately and without notice or pay in lieu thereof for 'just cause' under common law, provided such cause also constitutes 'willful misconduct, disobedience or willful neglect of duty' under the Employment Standards Act, 2000.

5.3 Performance: If the Employee does not meet the expectations of Cloud Care Clinics, they may be given written warnings. If no improvement is observed, the Employer reserves the right to terminate employment for poor performance.

5.4 Resignation: Three (3) weeks' written notice is required for resignation and sufficient time and effort shall be given for delegating responsibilities.

6. CONFIDENTIALITY & PRIVACY

The Employee agrees to fully comply with the Personal Health Information Protection Act (PHIPA) and Cloud Care Clinics' confidentiality standards.

6.1 Definition of Confidential Information:

"Confidential Information" includes, but is not limited to:

Patient medical records, prescriptions, personal information, or identifiable data.

Clinic operations, policies, procedures, pricing, and financial details.

Any sensitive or private data about patients, staff, or operations disclosed verbally, in writing, or electronically.

6.2 Employee Obligations:

Non-Disclosure: Keep all confidential Information strictly confidential and not disclose it to any third party without prior written consent.

Permitted Use: Use confidential Information solely for the purpose of performing duties at the clinic.

Security: Take all necessary precautions to protect confidentiality (e.g., lock screens, safeguard records, use strong passwords).

Reporting: Report any suspected or actual privacy breach to management immediately.

6.3 Duration:

The duty to maintain confidentiality continues indefinitely and survives the termination of this Agreement.

6.4 Breach of Confidentiality:

Unauthorized disclosure or misuse of confidential information constitutes a serious breach and may lead to immediate termination and legal action.

7. CONFLICT OF INTEREST & WORKPLACE POLICIES

7.1 Conflict of Interest: The Employee shall disclose any outside employment. Written approval is required for secondary employment to ensure no conflict of interest.

7.2 Policies: The Employee agrees to comply with all workplace policies including infection control, harassment, safety, uniform expectations, and conduct standards.

7.3 Non-Solicitation: For six (6) months post-termination, the Employee shall not solicit patients or staff from Cloud Care Clinics.

7.4 Technology & Social Media: Personal cell phone use is prohibited during patient interactions and while at the front desk. The Employee shall not post any content regarding the Clinic, its patients, or staff on personal social media accounts.

8. RETURN OF MATERIALS

Upon termination of employment or upon request, the Employee shall return or destroy all Cloud Care Clinics property, including keys, access cards, records, and all documents containing Confidential Information.

9. GENERAL PROVISIONS

9.1 Entire Agreement: This Agreement represents the entire agreement between the parties and supersedes all prior agreements.

9.2 Modification: Modifications to this agreement must be in writing and signed by both parties.

9.3 Governing Law: This agreement is governed by the laws of Ontario and Canada.

9.4 Severability: If any provision of this Agreement is found by a court to be invalid, illegal, or unenforceable, that provision shall be deemed severed from the Agreement, and the remaining provisions shall remain in full force and effect.

9.5 Temporary Layoff: The Employer reserves the right to temporarily lay off the Employee in accordance with the Employment Standards Act, 2000, due to a shortage of work, pandemic-related closures, or financial necessity. During such a layoff, the Employee’s employment is not terminated.

10. WORKPLACE STANDARDS & CONDUCT

10.1 Dress Code & Personal Appearance

Professional Image: The Employee is expected to maintain a professional appearance at all times that reflects the standards of a medical environment. Attire must be clean, neat, and suitable for a walk-in clinic setting (e.g., business casual or approved medical scrubs).

Hygiene & Safety: Due to the nature of the clinic, the Employee must adhere to strict hygiene standards. Clothes must be laundered and free of rips or tears. For safety reasons, closed-toe shoes must be worn at all times.

Scent-Free Policy: The clinic operates as a scent-free environment to protect patients and staff with sensitivities. The use of strong perfumes, colognes, or heavily scented body products is strictly prohibited.