Frequently Asked Questions - New Employee Information

Where can my children get tested for COVID-19?

KHSC and PCH staff who have a child who requires testing for COVID-19 can make an appointment between 1230 to 1300 for testing at the Beechgrove Assessment Centre by calling 613-548-2376.

Please note:

  • Where the staff member and child both require testing, the staff member should contact OHSW and a joint appointment will scheduled at the Assessment Centre.
  • Where only the child requires testing, staff are asked to contact the Assessment Centre directly.
  • Swabs for staff and their child(ren) will be sent to the KHSC lab daily to ensure timely results and to support return to work.
  • COVID-19 test results will be available via: https://covid19results.ehealthontario.ca:4443/agree 
  • If the child’s result cannot be accessed online, staff can call HDH site at  ext. 4204 and leave a voicemail as per current process for the public.
Where can staff get tested for COVID-19?

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.

What do I do if I am exhibiting symptoms of COVID-19?

If you are exhibiting symptoms of COVID-19 you should not report to work and are required to contact the Occupational Health, Safety, and Wellness team immediately to schedule a swabbing appointment. Further instructions will be provided on a case-by-case basis.

Who do I talk to if I have concerns about my safety and COVID-19?

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.

What are the guidelines and restrictions for visitors?

The guidelines and restrictions to visitor presence at KHSC is ongoing and ever evolving in order to accommodate the needs of our patients and community while also preventing the spread of COVID-19. In order to learn more about the current visitor restrictions, please click here.

*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.

Can I visit my family member/friend who is in the hospital while I am on my break?

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.

Where are the visitor entrances?

Patients and visitors at the HDH site are asked to enter through the Jeanne Mance main entrance off of Brock Street in order to be screened. Patients who are visiting the Urgent Care Centre are still permitted to use that entrance; screening will occur at the door.

Patients at the KGH site are asked to enter at the Davies 1 main entrance off of Stuart Street in order to be screened. Patients seeking care at the Cancer centre are permitted to enter through the Burr 0 entrance off of King Street; screening will occur as they enter. Similarly, patients seeking care at the Emergency Department are still permitted to use that entrance; screening will occur as they enter.

Where are they employee entrances?
  • 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.
What is employee screening?

Employee screening is a series of questions that you must answer before being able to report to work. This process ensures employee, patient, and visitor safety during COVID-19. For the most up-to-date information, please review the Screening and Hospital Access page on the KHSC Intranet.

*Please note that you will need Google Authenticator in order to view this information if you are not currently on the KHSC network.

Is there an employee bus pass?

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.

Where can I park?

Parking around the KGH and HDH locations can be limited.

  • To learn more about the City of Kingston Parking locations and charges associated, click here.
  • To learn about Queen’s parking available to KHSC staff and the charges associated, click here.
How do I call in sick for a shift?

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.

What is Career Hub?

Career Hub is KHSC’s internal portal where employees are able to review and apply for any internal job postings. For questions regarding the Career Hub portal, please reach out to the Recruitment team.

How do I apply to internal job postings at KHSC?

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.

How can I contact my Union?

For the contact information of your union representatives, please refer to the Union Contact Information on the Employee and Labour Relations page of the Intranet.

*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.

Where can I learn more about wellness?

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.

What do I do if I cannot register for WorkPerks?

It can take up to 3 weeks to process and enroll new employees into the WorkPerks program. If you are experiencing issues 3 weeks after your start date, please reach out to the Total Rewards Team for guidance.

Where is my employee number and how do I get it?

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

Where can I get something to eat?

There are a number of different food options and places to eat while you are at KHSC. To learn more about these different locations, please click here.

What do I do if my pay is incorrect?

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

How do I clock/sign in for a shift?

Clocking in for your shift will depend on your departments specific processes. Please reach out to your manager to determine the correct steps.

When can I see my schedule in Kronos?

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. 

What is Kronos?

Kronos is the time keeping system used by various departments at KHSC. If you have been deemed as a part of Kronos, you will receive further training on how to use it (i.e. clock in/out, request time off, swap shifts, etc.) in your KnowledgeNow account.

Where do I report for work? Where do I go for my first shift?

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:

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.

What is my schedule and how do I find it?

If you have not yet received your schedule, please contact your manager.

Moving forward, your schedule will be provided to you as per your department’s specific process. For example, some areas receive their schedule by email, while other employees are a part of the Kronos time keeping system.

Who do I contact to learn more about IPO?

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

Do I need to attend IPO?

IPO is only required for some positions at KHSC. If you are to attend IPO, you will receive notification from both your recruitment advisor and a member from Professional Practice.

What is IPO?

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.

Will I be provided more time after today to complete my remaining courses?

Please speak with your manager to discuss the options available to you to complete any courses that remain in your My Learning tab after orientation.

Why are there so many courses assigned to me?

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.

What if I don’t finish the 6 priority courses?

If you are unable to complete all of the 6 priority courses before 16:00, please reach out to KnowledgeNow@Kingstonhsc.ca for some guidance. 

What do I do if I finish the 6 priority courses?

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.

What are the 6 priority courses?

The six priority courses for you to complete as an employee are:

  1. Accessibility Training
  2. Annual Emergency Codes Review – Code Red, Green, and Orange
  3. Health and Safety Awareness Training
  4. WHMIS
  5. Annual Privacy and ConnectingOntario Review for KHSC Staff
  6. French Language Services Act

If you have any questions regarding these courses please refer to the Guide to Mandatory Employee Training or contact KnowledgeNow@kingstonhsc.ca.

What do I do if I have issues with KnowledgeNow (i.e. courses won’t load/duplicate courses/having issues logging in)?

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

How can I enroll in Google Authenticator/Multifactor Authentication from home?

Typically, in order to register with Google Authenticator, you need to be on KHSC’s network; however, there is now a process for you to complete this remotely. To begin this process you will need to call Help Desk at 613-549-6666 extension 4357.

What is Google Authenticator/Multi-Factor Authentication?

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 a 6 digit temporary token. In order to get the token, you must install and register the Google Authenticator app on your phone.

This multi-factor authentication process ensures that all of our patient and employees’ information if protected.

To download google authenticator onto your phone, please click here.

Who do I contact if I am experiencing issues with Microsoft Teams?

If you are experiencing issues with Microsoft Teams (i.e. unable to join, cannot see presenters, audio not working), please contact your host at NewEmployeeWelcome@kingstonhsc.ca and wait for further instructions and troubleshooting.

What do I do if my KHSC username and password are not working?

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.

What do I do if I have completed my eLearning in advance of orientation?

If you have completed all of the eLearning that has been assigned to you in KnowledgeNow (not just the 6 priority courses that are highlighted in the Guide to Mandatory Employee Training), you and your manager may receive an email from KnowledgeNow providing further instructions.

If you do not receive this email, please contact KnowledgeNow@kingstonhsc.ca so we can confirm your completion and provide your further instructions.

How long is the KHSC Orientation?

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.

How can I contact the orienation host outside of Microsoft Teams?

If you are experiencing issues joining the meeting or have a question regarding your attendance, please email NewEmployeeWelcome@kingstonhsc.ca

If you are experiencing issues logging into KnowledgeNow or have questions regarding your eLearning, please email KnowledgeNow@kingstonhsc.ca

What do I do if I have lost the invitation with the link to orienation?

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.

Can I use my phone to attend orientation?

Completing the Mandatory Employee Training and participating in the New Employee Welcome is extremely challenging from your phone.  As such, it is recommended that you attend orientation using a desktop, laptop, or tablet. Phones (either used for video attendance or conferencing) should only be used in emergency situations.

How do I attend orientation from home?

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.

Where are the computer labs?

The two computer labs at the KGH site are located on Dietary 2 (capacity of 8 people per lab).

The computer lab at the HDH site is located on Jonson 1 (capacity of 6 people).

*Please note that these rooms have a required maximum capacity (listed above) due to COVID-19 restrictions. Physical distancing and masking protocols should be adhered to while in these spaces.

What do I do if I have an Occupational Health appointment during orientation?

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.

What do I do if I have a personal appointment/or are scheduled to work a shift during orientation?

Your participation in orientation is mandatory and planned in advance. If you have a personal appointment that cannot be rescheduled or if you have been scheduled to work a shift during orientation, please send an email outlining the situation to the following individuals:

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

What do I do if I am sick or if my child is sick on orientation day?

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.

Where can I pick up my badge and username/password information?

Please pick up your KHSC badge and IT credentials (usernames and temporary passwords) from the Security Office in Dietary 1 at the KGH site after the Wednesday before your scheduled orientation date. This information will be required during orientation and all shifts moving forward.

*Please note that temporary employees will be required to pay a $10.00 fee for their ID badge. This will be deducted from your first pay, and returned when your contract ends or if you become a permanent employee.

Where is Occupational Health, Safety, and Wellness?

KGH site: Armstrong 1

HDH site: Mary Alice 2

What do I do if I have already been fit tested before?

If you have recently completed at Respiratory Mask Fit Test and have a valid piece of confirmation of the test (i.e. a card/record of the test) please submit this to Occupational Health, Safety, and Wellness and they will provide you with further instruction.

What is Respiratory Mask Fit Testing?

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.

How do I schedule my Occupational Health appointment?

If your recruitment advisor has not provided you with a date for an Occupational Health Appointment* or if you have lost the appointment invitation, please contact your recruitment advisor as soon as possible to make arrangements.

*Please note that this appointment is a requirement for your employment and missing this appointment can impact your start date at KHSC.

Where do I submit my Pre-Placement Communicable Disease Screening/results of my TB testing?

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.

Why do I need to verify my SIN number to the Total Rewards team?

To ensure that our records are accurate, we must verify the SIN number that was initially provided to us matches what is on your card. In order to do this you must do one of the following:

OR

  • Bring your SIN card to Watkins 4 at the KGH site and verify it with one of the Total Rewards Assistants
What do I do if my Criminal Record Check is late?

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.

Where can I drop off my employee documents after hours?

If you are submitting your employee documents after hours, please consider submitting the documents digitally (see below)  or use the drop-box on Watkins 4.

You can also submit scanned or photo versions of your employee documents (with the exception of CRIMINAL RECORD CHECK) to psforms@kingstonhsc.ca

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

Can I take a photo of my documents or scan them and email them?

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.

How do I submit my employee documents?

You can submit any physical copies of your employee documents to the Total Rewards team located on Watkins 4 at the KGH site. They are available from 8:00-16:00 Monday through Friday.

If you are submitting your employee documents after hours, please consider submitting the documents digitally (see below) or use the drop-box on Watkins 4.

You can also submit scanned or photo versions of your employee documents (with the exception of CRIMINAL RECORD CHECK) to psforms@kingstonhsc.ca

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

Who can I talk to if I am not sure how to fill-out a form?

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.

Where can I find the required new employee documents?

A checklist of all of the required employee documents with links to copies of each form can be found here.

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