1-A03 Personal Appearance and Dress Code.pdf

v.2023.10.24

I. HWHR 03 Personal Appearance and Dress Code

Functional Division:

Multispecialty & Research Hospital

Original Effective Date:

10/04/2024

Section:

Hospital-Wide (HW)

Date Last Reviewed:

Chapter:

Human Resources (HR)

Date Last Revised:

Responsible Executive:

Vice President and Chief Human Resources Officer

II. Purpose

To provide expectations of the professional appearance and dress of individuals who provide services to the patients of the UT Health San Antonio Multispecialty and Research Hospital and clinics that are defined as hospital outpatient departments (HOPD). This policy provides standards of excellence and guidelines to maintain a safe, healthy, clean, and functional environment to ensure an acceptable workplace.

III. Scope

This policy applies to all individuals who conduct business or provide patient care on behalf of UT Health San Antonio Multispecialty & Research Hospital (MSRH), its Hospital Outpatient Departments (HOPD), or any other entity that is controlled or managed by MSRH (collectively referred to, herein, as Hospital).

IV. Policy

A. General Guidance

1. Patient, family, and visitor perceptions of the quality of care delivered at the MSRH, and at HOPD clinics is significantly influenced by the appearance of staff; therefore, all MSRH and HOPD clinic employees are required to present a clean and neat appearance and to dress in a manner appropriate for a professional healthcare environment. This policy establishes the minimum requirements for personal appearance and dress. Any department-specific policies must at least set forth these standards.

2. Requests for exceptions to this policy as an accommodation due to religion or disability are to be submitted in accordance with the Institutional Handbook of Operating Policies (IHOP) policy 4.2.3 Requests for Accommodations Under the ADA and the ADA Amendments Act of 2008 (ADAA).

B. Non-Compliance

1. The Hospital reserves the right to require any employee deemed to be improperly dressed to leave duty for a change of clothing or to improve their personal appearance. Non-exempt or hourly employees must clock out if they need to address https://uthealthsa.sharepoint.com/RAC/Documents/HOP/Chapter04/4.2.3.pdf https://uthealthsa.sharepoint.com/RAC/Documents/HOP/Chapter04/4.2.3.pdf

HWHR 03 Personal Appearance and Dress Code dress code violations. Exempt or salaried employees do not need to clock out, but they must inform their immediate supervisor before leaving the building.

2. Employees who must leave work to address violations of dress code or personal appearance requirements under this policy must use available, applicable leave accruals or make up missed time during the same workweek, with supervisor approval.

3. Missed work time may also be counted as an occurrence of tardiness or an unscheduled absence. Failure to comply with this policy may result in disciplinary action up to and including termination of employment.

C. Requirements for All Employees

1. Badge

a. UT Health San Antonio photo identification (ID) badges are to be worn and displayed at all times above the waist while on duty and appropriately positioned for visible identification (i.e., chest or shoulder high).

b. UT Health San Antonio ID badge photo and name should not be obscured with stickers, photos, service pins, tape, etc.

2. Hair

a. Hair is to be of a natural color, clean, neat, and trimmed, including any facial hair (beards, sideburns, and mustaches).

Examples of unnatural colors include, but are not limited to, pink, blue, or neon yellow.

b. When engaged in direct patient care, hair must be pulled back to maintain hygiene and prevent contamination.

3. Jewelry

a. Service pins are permitted, as long as they are securely fastened.

b. Jewelry that poses a safety risk, such as loose or dangling, is not permissible in patient care areas.

c. Jewelry must be neat and appropriate.

d. Visible body piercings, including but not limited to tongue, eyebrow, or facial piercings, are not permitted. A single, small nostril piercing may be allowed, provided it is subtle and not highly visible.

4. Make-up

a. Make-up is to be kept to a minimum and conservative.

b. Artificial eyelashes may be prohibited in some departments based on the risk of contamination and the patient population served.

5. Tattoos

Any tattoo that provokes, alarms, offends or disparages must be covered at all times.

6. Clothing

a. The following are not permitted at any time unless specific permission is granted by hospital or clinic leadership for special events or occasions

i. Recreational clothing;

ii. Inappropriately revealing or unnecessarily tight-fitting garments;

iii. T-shirts;

iv. Logos, advertisements, slogans, or other messages representing organizations other than UT Health San Antonio should be inconspicuous

v. Shorts; and

vi. Denim slacks, pants, shirts, or tops.

b. Hemlines should be appropriate for the work environment.

c. Hats or head coverings are not permitted unless required by specific work area uniforms, medical conditions, or for religious purposes.

7. Footwear

a. Footwear must be professional at all times and not interfere with job duties.

b. Open-toe or open-heel footwear is prohibited in all patient care areas, areas considered wet environments, or areas where crush hazards may exist.

c. Footwear should be slip-resistant or nonslip.

d. Footwear should not pose an infection risk, such as holes or perforations or material that cannot be wiped down.

8. Cologne, Perfume and Other Fragrances

The use of strongly scented fragrant products, other than minimally scented personal care products, is discouraged in all areas.

9. Nails

a. The Hospital prohibits wearing Artificial Nails or Nail Products, including any product applied to nails other than standard nail polish, for any individual who interacts with patients (e.g. nursing, front desk staff), who handles products used for direct patient care (e.g., Pharmacy, dietary, laboratory), or who care for the environment (e.g., housekeeping staff).

b. Appliqués nail jewelry (glued or pierced into the nail) and any other type of enhancements are also prohibited.

c. Natural nails should be kept neatly trimmed, no greater than 1/4 inch over the fingertip.

d. Application of artificial materials that cannot be immediately removed by standard nail polish remover to the nail including, but not limited to, acrylics, overlays, wraps, gels, extenders, shellac, dip powder nails, gel and nail polish hybrids, bonding material, etc., are prohibited.

e. If the material cannot be immediately removed, the individual will be prohibited from working until the material has been removed

f. Non-acrylic-based nail polish, if worn, must be chip-free and in good overall condition.

g. For additional details on "Nail Care," refer to HWIC 03 Hand Hygiene Policy.

D. Additional Requirements for Clinical/Uniformed Staff

Clinical/Uniformed Staff must comply with the general requirements for all employees outlined above in addition to the following:

a. Uniforms/Scrubs

i. Uniforms/Scrubs are to follow department guidelines regarding the solid color that the department or role is designated to wear.

ii. Uniforms should be kept clean and free from excessive wrinkles, debris, and stains.

iii. Uniforms cannot have cap sleeves.

iv. Shirts may be worn under the scrubs so long as they are white, grey, black, or color corresponding with the designated department scrub color.

v. Jackets may be worn provided they meet the same professional appearance requirements outlined above.

(a) Jackets other than the departmental uniform color or without the approved UT Health San Antonio logo on the left chest must be approved by the Hospital Administration.

(b) For infection prevention purposes, jackets should not be made of fleece or other material that can shed.

vi. Clinical Directors and above may wear professional business attire when not in a direct patient care role.

vii. The department-specific guidelines regarding the color of the scrubs a staff member is designated to wear can be found in the Attachment HWHR 03 Attachment Your Care Team.

b. Exceptions

i. For special events or recognition days, staff may wear specified scrubs or T-shirts with administration approval. These will be appropriate for the workplace in keeping with the general guidelines listed above. These uniforms/attire may be worn only on the approved/designated days when at work.

ii. Staff members coming into the hospital or surrounding buildings for events that do not involve their usual work and patient contact, or those who are coming in and will change clothes in their department before patient contact, may wear casual clothing, including blue jeans with the following exceptions:

Staff may not wear clothes with added cuts, holes, low cut tops, revealing tops, advertising, clothes that are too tight, or those that are transparent or revealing.

E. Additional Requirements for Non-Clinical Staff

1. Staff working in non-clinical areas should wear department uniforms, if assigned.

Otherwise, staff should wear business attire to maintain a professional appearance.

2. Leaders are encouraged to wear attire featuring the UTHSA or MSRH logo.

Alternatively, they may wear professional business attire.

3. Pants must be business professional for all non-clinic leaders.

V. Definitions

When used in this document, the following words have the meaning set forth below unless the context requires a different meaning.

Non-Clinical Staff – individuals who do not have patient care responsibilities and typically work in an office-type setting where patient care does not occur.

Clinical/Uniformed Staff – clinical and non-clinical individuals responsible for patient care and/or have been identified to wear specific clothing (uniforms). Exceptions are minimal and must be approved by managers.

VI. Related References

HWIC 03 Hand Hygiene Policy

VII. Attachment

HWHR 03 Attachment Your Care Team

VIII. Review and Approval History

Effective Date Action Taken Approved By 10/04/2024 Policy Origination Hospital Leadership https://public.powerdms.com/UTHSA/documents/1846511 https://public.powerdms.com/UTHSA/documents/2102019