Frequently Asked Questions - New Employee Information

The COVID-19 swabbing site for KHSC and Providence Care Hospital (PCH) staff is in the Community Assessment Centre at the Beechgrove Complex, 51 Heakes Lane. The process for swabbing does not change. Staff must still be assessed by phone by the Occupational Health RN and then referred for testing by Occupational Health, Safety and Wellness (OHSW). OHSW will provide the staff member with the scheduled appointment for that day between 1200 and 1300.

If you have questions or concerns about COVID-19, please reach out to your manager, a member of the Occupational Health, Safety, and Wellness, and/or the Infection Prevention and Control team.

While we understand your desires to visit family and friends in order to offer them support, employees are currently being asked to adhere to the Visitor (Family Presence) Restrictions. This means that you are not able to visit family or friends unless you enter the facility as per the directives outlined in the Visitor (Family Presence) Restrictions Policy.  Additionally, you will need to re-screen yourself as an employee before returning to your work duties.

*Please note that you will need Google Authenticator in order to view this information if you are not currently at one of KHSC’s sites.

• Employees who report to work at the HDH site are permitted to enter through the Sydenham 2 entrance Monday to Friday 6am to 5pm. Between the hours of 5pm and 6am, staff are required to use the Sydenham 1 entrance. On Saturday and Sunday, employees are required to use the Jeanne Mance main entrance off of Brock Street.
• Employees who report to work at the KGH site are permitted to enter through the Watkins 2 or Connell 0 entrances 24 hours a day, 7 days a week.

As an employee of KHSC you are able to take advantage of the discounted Kingston Transit bus pass program called Kingston Transpass. This entitles you to a unlimited bus pass that is deducted directly from your pay check monthly. To learn more about the Kingston Transpass program, please click here.

If you are unable to attend work due to illness, please contact the KHSC Sick Line at 613-549-6666 extension 7425 (SICK) and your manager.

Below are some other important things to remember when you are calling in sick:

• Employees need to call in each day they are sick.
• Employees who need to be replaced when away should also call to indicate the day they are returning, this assists the staffing team when allocating resources for the day.
• Employees should call in at least one hour prior to the beginning of the day shift. Where possible more notice should be given.
• Employees scheduled after 12:00 noon should give at least four hours notice. Where possible more notice should be given.

Once you have reached 4 consecutive shifts absent, you will need to contact Occupational Health.

To apply for an internal posting, you are required to be a permanent or temporary staff member who is currently employed by Kingston Health Sciences Centre. This means you possess a valid KHSC ID number and are paid by Kingston Health Sciences Centre payroll. Staff can apply for positions at either site of KHSC via Career Hub using your KHSC username/password and update your internal profile.

*Please note that you will need google Authenticator in order to view this information if you are not currently at one of KHSC’s sites.

Ensuring your own physical, mental, and emotional health is extremely important. To learn about the different wellness resources available to employees, please visit the KHSC Wellness website.

Your employee number will appear on your fist paystub. If you are in need of it before this instance, please contact the People Services Centre at KHSCPeopleServicesCentre@Kingstonhsc.ca

If you have questions or concerns regarding your pay, please contact your manager or a representative from the Payroll team.

New Employees who are a part of Kronos may notice that there is a delay in the creation of their schedule. This delay can take about a week. If you have any questions or concerns, please contact your manager. 

If you have concerns about where you are going on your first day (i.e. how to find your department), please review the maps below:

• KGH site map
• HDH site map

If you have not been given specific direction on where you are to report to, please reach out to your manager in order to learn more.

To learn more about IPO, please click here or contact the Interprofessional Learning Specialists in Professional Practice.

IPO is Inter-professional Orientation. It is additional training for clinical staff and is run by Professional Practice. To learn more about IPO, please click here.

The courses assigned to you are determined by your position and department. These assignments are determined by experts in the organization and have buy-in from KHSC leadership. If you believe that you have been assigned a course in error, please reach out to your manager and contact KnowledgeNow@kingstonhsc.ca.

If you complete all 6 priority courses before 16:00 (the end of the Virtual New Employee Welcome), continue working on your eLearning by proceeding to the additional courses that are listed in your My Learning tab in KnowledgeNow.

If you are experiencing any issues or have any questions regarding your eLearning courses in KnowledgeNow, please email KnowledgeNow@kingstonhsc.ca for guidance.

When KHSC employees want to access different KHSC applications (email/Kronos/intranet) outside of the hospital network (i.e. from home) they need their KHSC username, password, and be registered through Microsoft Authenticator. This multi-factor authentication process ensures that all of our patient and employees’ information if protected.

To download Microsoft Authenticator onto your phone, please click here.

If you are unable to use your KHSC username and temporary password to log into the computers (at KHSC sites), your email, or the intranet, please contact Help Desk by calling 613-549-6666 extension 4357

If you are having issues logging into the KnowledgeNow, please email KnowledgeNow@kingstonhsc.ca.

You will be scheduled for a full 8 hour shift running from 08:00-16:00. During this shift you will be expected to complete only orientation-related tasks. We will run reports throughout the day to confirm attendance and completion of the tasks outlined in the agenda and provided to you by your hosts.

Employees who do not work to complete the tasks outlined or who are not in attendance will not be paid.

If you have lost the initial invitation containing the Microsoft Teams link to your New Employee Welcome, please reach out to your host by emailing NewEmployeeWelcome@kingstonhsc.ca.

If you and your recruitment advisor have made arrangements with your manager to attend KHSC’s New Employee Welcome and Orientation from home, you will need to ensure that you have completed the steps outlined here.

In the rare event that you have been scheduled to attend an Occupational Health appointment during your scheduled orientation, please send an email outlining the situation to the following individuals:

1. The host of your orientation at NewEmployeeWelcome@kingstonhsc.ca
2. Your Recruitment Advisor

A solution will be negotiated on a case-by case basis.

**Please note that your attendance in orientation is required. In some cases, this can impact your start date. If you have any questions about missed time or changes to your schedule due to missed time, please contact your manager.

If you or a dependent falls ill on the date of your orientation and you are therefore unable to attend, please send an email to the following individuals:

1. The host of your orientation at NewEmployeeWelcome@kingstonhsc.ca
2. Your Manager
3. Your Recruitment Advisor

**Please note that your attendance in orientation is required and you will be rescheduled to attend at a later date. In some cases, this can impact your start date. If you have any questions about missed time or changes to your schedule due to missed time, please contact your manager.

KGH site: Armstrong 1

HDH site: Mary Alice 2

Respiratory Mask Fit testing is a test conducted by Occupational Health, Safety, and Wellness to determine which N95 mask is the best fit for your face.

Not all roles are required to complete this test. If your role needs to complete Respiratory Mask Fit testing, you will receive notification from the Recruitment and Occupational Health, Safety, and Wellness teams.

Please submit the results to both the Pre-Placement Communicable Disease Screening and your TB testing to the Occupational Health Safety and Wellness team located in Armstrong 1 at the KGH site.

*Please note that these documents are required and delays in their submission can have impacts on your start date.

If you are unable to submit a Criminal Record Check before your start date, please contact Stephanie Abrams (Stephanie.Abrams@kingstonhsc.ca) immediately to make arrangements to sign an affidavit.

**Please note that a delay in submitting your Criminal Record Check can result in notifications to your manager and can have impacts on your pay.

Yes! With the exception of your Criminal Record Check*, you are welcome to send photos or scans of your employee documents to psforms@kingstonhsc.ca.

Please note that KHSC requires original copies of your Criminal Record Check that are either submitted in physical form to the Total Rewards team on Watkins 4, or shared directly by the Police Department (using the ‘share’ function on their website).

**Please note that a delay in submitting your employee documents can result in notifications to your manager and can have impacts on your pay.

If you are having issues completing a form, please reach out to the Total Rewards team or contact your manager.

** Please note that KHSC is not permitted to offer advice to employees regarding the provincial or federal tax forms. These questions should be directed towards a financial institution.