Nixon Medical Computer Acceptable Use Policy

The Company provides the required “tools” to its associates, enabling them to perform their job responsibilities.  These devices include, but are not limited to, computers, telephones, faxes, mobile devices, servers, PDA’s (Route Assistant Computers) and any other related cyber asset.

 

Notice of Right to Inspect­­

To protect the property and to ensure the safety of all associates and others, the Company reserves the right to conduct personal searches consistent with state or other laws, and to inspect any packages, parcels, purses, handbags, briefcases, lunch boxes or any other possessions or articles carried to and from Nixon Medical's property.  In addition, the Company reserves the right to search any associate's office, desk, files, locker, equipment or any other area or article on Company premises.  In this regard, it should be noted that all offices, desks, files, lockers, and other equipment are property of the Company, and are issued for the use of associates only during their employment.  Inspection may be conducted at any time at the discretion of the Company.

Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this policy may not be permitted to enter the premises.  Associates working on or entering or leaving the premises who refuse to cooperate in an inspection, as well as associates who after the inspection are believed to be in possession of stolen property or illegal substances, will be subject to disciplinary action, up to and including termination of employment, if upon investigation they are found to be in violation of the Company’s security procedures or any other Company rule or regulation.

Associates must read and sign the Notification of the Right to Inspect Acknowledgment Form contained at the end of this Handbook.  The Acknowledgment Form must be returned to Human Resources immediately upon the start of employment or upon request.

 

Notice of Right to Monitor

Purpose & Scope

Nixon Medical provides various technology resources to authorized associates to assist them in performing their job duties for the Company.  Each associate has a responsibility to use the Company’s technology resources in a manner that increases productivity, enhances the Company’s public image, and is respectful of other associates.  Failure to follow the Company’s policies regarding technology resources may lead to disciplinary action, up to and including termination of employment.  Moreover, the Company reserves the right to advise appropriate legal authorities of any violation of law by an associate.

Technology resources consist of all electronic devices, software, cyber assets, and means of electronic communication including, but not limited to, the following: personal computers and workstations; laptop computers; computer hardware such as disk drives and tape drives; peripheral equipment such as printers, modems, fax machines and copiers; computer software applications and associated files and data, including software that grants access to external services, such as the Internet; electronic mail; telephones; cellular phones; personal organizers; pagers; and voicemail systems.

 

Right to Monitor

Computers, telephonic equipment, or other electronic devices are Company property, and are provided for business use.  Associates have no right of privacy with respect to any messages or information created or maintained on the Company’s technology resources, including personal information or messages. 

The Company may, at its discretion, inspect all files or messages on its technology resources at any time for any reason.  The Company may also monitor its technology resources at any time in order to determine compliance with its policies, for purposes of legal proceedings, to investigate misconduct, to locate information, or for any other business purpose.

 

Notification

All associates are notified that the Company, its agents, or representatives may monitor or intercept any electronic mail or transmission or Internet access or usage on any technology resource, as herein defined.  Any improper use of the Company's technology resources is not acceptable and is not permitted.

Associates must read and sign the Notification of the Right to Monitor Acknowledgment Form contained at the end of this Handbook.  The Acknowledgment Form must be returned to Human Resources immediately upon the start of employment or upon request.

 

Examples of Unacceptable Communication

The Company’s technology resources, including email and Internet access may not be used for:

1. Transmitting, retrieving, displaying, printing, storing or otherwise disseminating any communications, including images and documents, that is fraudulent, discriminatory, intimidating, illegal, harassing, embarrassing, abusive, sexually explicit, obscene, profane, offensive, or defamatory.
2. Transmitting, retrieving, displaying, printing, storing or otherwise disseminating any messages with derogatory or inflammatory remarks about an individual's race, age, sex, disability, religion, national origin, physical attributes or sexual preference, or any other characteristic protected by federal, state, or local laws.
3. Transmitting confidential, proprietary, or privileged information or material concerning the Company.
4. Any other purposes which are illegal, against Company policy, or contrary to the Company’s best interest.
5. Personal advertisements, solicitations of non-Company business, political material, or for personal gain.
6. Associates may not use computer systems in a way that disrupts their use by others. This includes sending or receiving excessive numbers of large files and spamming. (Sending unsolicited e-mail to large numbers of recipients.)

Associates encountering any such prohibited use should report it immediately to their supervisor or Human Resources.

 

Use of Company Equipment

Telephones

Associates should limit the use of Company telephones for making or receiving personal calls.  In the event that an emergency phone call is received for an associate during work hours and when the associate is not immediately available, the message will be delivered to the associate as soon as possible.  Personal long-distance calls at the Company’s expense are prohibited.

Computers

Associates are not permitted to download software or online services from the Internet without expressed permission from the IT department. All files or software must be passed through Nixon Medical security appliances prior to use.

Software Downloads

• No associate, contractor or third-party user is allowed to download or install any software on company-owned devices without prior approval from IT.
• All software requests must be submitted via a ticket to IT, including the software name, a URL to the software, and intended use.
• IT will review all software requests and determine if the software meets the necessary security and compliance standards.
• If the software is approved, IT will assist with installation.
• Any software found to be installed without approval from IT will be immediately removed and investigation will occur.
• Any software that is determined to be malicious or poses a security risk will be immediately removed.
• IT will maintain a list of approved software that can be installed on company-owned devices and posted on the Nixon Medical Intranet for company visibility.
• Any exceptions to this policy must be approved by IT.

 

Social Media

For the purposes of this policy, social media includes any website or forum that allows for open communication on the Internet including, but not limited to:

Social Networking Sites (LinkedIn, Facebook);Micro-blogging Sites(Twitter);Blogs (including company and personal blogs);Online Encyclopedias (Wikipedia); and Video and photo-sharing websites (YouTube, Flickr).

Think Before Posting- In general, associates should think carefully before posting online, because most online social platforms are open for all to see. Despite privacy policies, associates cannot always be sure who will view, share or archive the information that is posted.  Associates should carefully consider the risks and rewards with respect to each posting, Associates should remember that any conduct, online or otherwise, that negatively or adversely impacts the associate’s job performance or conduct, the job performance or conduct of other co-workers or adversely affect customers or associates of the Company or the Company’s legitimate business interests may result in disciplinary action, up to and including termination.  If associates have any doubt about what to post online, it is probably better not to post, since once something is placed in cyberspace, it is often difficult to retract the information.  Associates should use their best judgment and exercise personal responsibility when posting to any social media websites.

Using Social Media at Work - Associates should attempt to limit their use of social media during working hours or on equipment provided by the Company unless such use is work-related or authorized by a supervisor or the Company.  Associates should avoid using the Company’s email addresses to register on social networks blogs or other websites for personal use.  Associates should note that this provision is not meant to prohibit associates from engaging in concerted protected activity which is lawful under Section 7 of the NLRA.

The Company Reserves the Right to Monitor- Where applicable law permits, the Company reserves the right to monitor associate use of any social media, and to take appropriate action with respect to inappropriate or unlawful postings. In monitoring social media, the Company will not in any way interfere with any associate rights under Section 7 of the NLRA.

Associates are NOT Authorized to Speak on Behalf of the Company - Unless explicitly given permission, associates should express only personal opinions online and an associate should never represent himself or herself as a spokesperson for the Company unless given explicit permission or approval to do so. Associates should never post anything to the internet in the Company’s name without written consent of the Company.  If the Company is the subject of content posted online, the associate should make it clear that the views posted do not represent or reflect the views of Nixon Medical or other co-workers, customers or other individuals who work on behalf or are associated with the Nixon Medical.  If an associate chooses to post online content relating to the Company, the associate should make it clear that he or she is not speaking on behalf of Nixon Medical.  Any online activity relating to or impacting the Company should be accompanied by a disclaimer stating, “The postings on this website are my own and do not necessarily reflect the view of the Company (Nixon Medical).” This disclaimer should be visible and easy to understand.

Associates should make sure that online postings do not violate any non-disclosure or confidentiality obligations and disclose the Company’s trade secrets and confidential and proprietary information.

Be Mindful of Copyright and Intellectual Property Laws – Associates should be careful to comply with all copyright, trademark and intellectual property laws.

Act Appropriately – Associates should act appropriately when posting online.  Any online behavior should be consistent with the Company’s policies and practices with regard to ethics, confidential information, discrimination and harassment. Because online tone can be interpreted in different ways by different readers, associates should not engage in any online conduct that would not be acceptable or appropriate in the workplace, including derogatory, discriminating or stereotypical remarks, threats, intimidation, harassment, insults, slander, defamation or pornography.

Demonstrate Respect – When posting anything online, associates should always be fair, courteous and respectful to co-workers, customers and other individuals who may work on behalf of the Company.  Associates should demonstrate proper respect for the privacy of others.  If an associate decides to post a complaint or criticism, the associate should avoid using any statements, photographs, video or audio that may be viewed as malicious, obscene, threatening, harassing or abusive of co-workers, customers or other individual that work on behalf of or are associated with the Company.  Associates should refrain from engaging in offensive posting that may create a hostile and abusive work environment based on race, sex, religion, color, national origin or any other protected class.

Be Accurate and Honest – Associates should always be accurate and honest in posting any news or information to social media and quickly correct any mistakes or errors.  Associates should never post any information which is known to be false about the Company or any co-workers, customers or other individuals that work on behalf of or are associated with the Company.

Business-Related Social Media Accounts – All business-related social medical accounts and related posting maintained by the associates for marketing and/networking purposes remain the property of the Company at all times. All information including the account, the login and password should be returned to the company at the end of the associate’s employment.  No associate has the right to use the account after termination of employment and only the Company is permitted to change account names and settings.

Retaliation Prohibited - The Company prohibits taking adverse action (i.e. discipline, transfer, fire) against any associate for reporting a possible violation of this social media policy or cooperating in any investigation with respect to a potential social media violation.  Any associate who retaliates against another associate for reporting a possible deviation from this policy or for cooperating in any investigation will be subject to disciplinary action, up to and including termination.

Legal Liability - Associates can be legally liable for what is written or posted online.  The Company also reserves the right to discipline associates, up to and including termination, for a commentary, content or images that are pornographic, harassing, libelous or for anything that creates a hostile work environment based on race, sex, religion, color, national origin or any other protected class.

Internal and external e-mail, voice mail, text messages and other electronic communication are considered business records and may be subject to discovery in the event of litigation. Associates must be aware of this possibility when communicating electronically within and outside the company.

 

 

Associate Acknowledgement

 

I have read and fully understand the Computer Acceptance Use policy. I understand that my use of Nixon Medical information, communication technology and company provided equipment constitutes full acceptance of the terms of this policy and consent to monitoring.

 

 

 

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