TO UHN
The outstanding care, discoveries, innovations, and achievements that happen at UHN are only possible because of the people who work here.
We are glad you chose to join us!
This handbook is designed to help orient you to the organization. It’s one component of a wider onboarding and orientation experience that includes a half-day virtual session hosted by the People & Culture department, a team-level introduction to your role, and more.
As you settle into your new role, we encourage you to:
CONNECT WITH YOUR TEAM
Your colleagues can help you understand your team’s work and stakeholders. Building strong relationships fosters collaboration and enhances the UHN experience.
LEARN ABOUT UHN VALUES
Demonstrating our shared values is an important part of being a member of TeamUHN. They guide everyone’s decisions and interactions. Start by knowing that our primary value is that the needs of patients come first. We also value Safety, Compassion, Teamwork, Integrity, Stewardship. Look for these values within your team and use them to shape conversations, collaboration, and conduct.
VISIT
DIFFERENT LOCATIONS
EMBRACE LIFELONG LEARNING
UHN has many physical locations – and often many types of areas within each location. Talk to your manager about finding opportunities to visit different locations or departments within the building where you usually work. Seeing where and how others work can expand your understanding of what it means to be part of TeamUHN.
At UHN, continuous learning is in our DNA. Demonstrating a growth mindset, learning and adapting to changing conditions and situations, experimenting with new tools and technologies and applying learning to new or unfamiliar situations are all expected behaviours. We encourage you to chart your unique learning and development path at UHN.
We are excited to see you grow, thrive and contribute to UHN’s success. If you have any questions or need assistance, don’t hesitate to speak to your direct leader or a People & Culture team member.
On behalf of the UHN Executive Leadership, thank you for joining TeamUHN, a remarkable group of committed, talented, skilled and compassionate individuals. We wish you a successful career at UHN.
ROADMAP: New Employee Onboarding Journey ABOUT THIS DOCUMENT
This roadmap is designed to guide new hires through their onboarding process. It outlines essential actions to be completed before your start date, on your first day, and during your initial weeks. It aims to ensure a seamless transition into your role at UHN, helping you feel prepared, informed, and confident from the start. Please email employeeonboarding@uhn.ca if you have any questions as you complete this checklist.
THE NEW EMPLOYEE HUB
This Hub provides you, as a new member of TeamUHN, with guidance and support as you become familiar with the organization and some of the resources available to you.
BEFORE YOU HAVE UHN NETWORK ACCESS
VISIT NOW
STEP 1
New employee receives a welcome email outlining all prearrival tasks, with links to key tools
WITHIN TWO WEEKS
PRIOR TO START DATE
STEP 3
New employee submits signed letter and other documents listed in the New Hire Form
STEP 5
New employee receives an email reminder about the New Employee Orientation (NEO) session
STEP 7
New employee attends the live virtual New Employee Orientation (NEO) session
AFTER YOU HAVE UHN NETWORK ACCESS VISIT NOW
STEP 2
New employee receives an automated email with a New Hire Form weblink to complete and submit
STEP 4
Once the New Hire Form is submitted, the new employee receives an email that includes network access information Note: this only happens when an employee is within 14 days of their start date.
WITHIN ONE WEEK PRIOR TO START DATE
DAY ONE
STEP 9
New employee begins their orientation to the department and role
STEP 6
The hiring leader or designate/buddy reaches out to new employee with contact information and plan for their first day
STEP 8
New employee completes mandated e-learning and other required e-learning (e.g. Quality and Safety)
WEEK ONE
WEEK TWO AND BEYOND
STEP 10
New employee continues to onboard and integrate into the new role and department
5 HOSPITALS
Toronto General Hospital (TG), Toronto Western Hospital (TW), Princess Margaret Cancer Centre (PM), Toronto Rehab (TR), and West Park Healthcare Centre (WP)
12
CLINICAL PROGRAMS
Ajmera Transplant Centre, Altum Health, Mental Health Program, Laboratory Medicine, Krembil Brain Institute, Medical Imaging, Medicine Program, Peter Munk Cardiac Centre, Princess Margaret Cancer Centre, Schroeder Arthritis Institute, Surgery and Critical Care, and Toronto Rehabilitation
11
RESEARCH INSTITUTES
Ajmera Transplant Centre, Donald K. Johnson Eye Institute, Health Services and Policy Research Institute, KITE Research Institute, Krembil Brain Institute, McEwen Stem Cell Institute, Metabolism and Organ Function Institute, Peter Munk Cardiac Centre, Princess Margaret Cancer Centre, Schroeder Arthritis Institute, The Institute for Education Research
6
EDUCATION CENTRES OF EXCELLENCE
1 SCHOOL Michener Institute of Education at UHN
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COLLABORATIVE CENTRES
AI Hub, Collaborative Centre Clinical Research, Collaborative Centre for Drug Discovery and Therapeutics, Collaborative Centre for Genomics, Collaborative Centre for Health Systems and Policy Research, Collaborative Centre from Immunology to Immune Therapy, Research and Career Advancement Collaborative Hub
1 OUTPATIENT REHAB SERVICES PROVIDER Altum Health UHN IS SUPPORTED BY 2 FOUNDATIONS
UHN Foundation, Princess Margaret Cancer Foundation, both create opportunities for donors to contribute to our mission.
1,904 PHYSICIANS
623 VOLUNTEERS
29,134 EMPLOYEES
140 PATIENT PARTNERS
5,800 LEARNERS
Who is UHN?
UHN’s Strategic Plan is defined by Three Strategic Directions reflecting key imperatives for the future:
TRANSFORMATIVE EXPERIENCES:
Tailoring exceptional experiences to meet the evolving needs of patients, our community and TeamUHN for the future of healthcare.
SOLUTIONS BEYOND BOUNDARIES:
Bringing together the best of UHN, and diverse collaborators, to create, advance and implement tomorrow’s leading care solutions, today.
ALIGNMENT FOR IMPACT:
Ensuring every corner of UHN and our key partners embrace cutting edge research, innovation and education to catalyze new knowledge, programs and skills for maximum impact.
UHN’s Patient Declaration of Values
Patient Experience is a key area of focus at UHN, which highlights our commitment to being compassionate, collaborative and responsive to individual patient needs and preferences.
LEARN MORE
OUR PURPOSE
Transforming lives and communities through excellence in care, discovery and learning
VALUES
Safety, Compassion, Teamwork, Integrity, Stewardship
ABOVE ALL ELSE, OUR PRIMARY VALUE
The needs of patients come first
OUR VISION
A Healthier World
WHAT
THIS MEANS TO TeamUHN
Every day we’re driven to make lives better. Together, we raise the bar for excellence; solve for a better tomorrow; and embrace our leading role, with relentless focus on making A Healthier World a reality.
Respect and Dignity
Empathy and Compassion
Accountability
Transparency
Equity and Partnership
Navigating Our Values
“The compass is a symbol that guides us toward our core values – values that patients and families identified to guide UHN as a person-centred organization”.
Pam Breese & Peter Kyriakides, Patient Partners
Respect, Civility, and Professionalism
Respect, civility and professionalism create the foundation for patient and workplace safety at UHN. As a UHN employee, you will be asked to review and abide by the “Fostering Respect in the Workplace” Policy. You will and receive training to ensure you understand expected workplace behaviours and tools to help you respectfully resolve issues with your peers. UHN’s Respect & Civility at Work program is designed to help everyone at UHN contribute to a workplace that is considerate, inclusive and respectful, and supports people to do their best work.
At UHN, we encourage everyone to speak up, ask questions and share their knowledge – regardless of their role.
CIVILITY
INCIVILITY
means showing respect, care and consideration. It means recognizing the inherent value of everyone’s voice at UHN.
Saying ‘please’ and ‘thank you’, being on time for meetings, practising inclusiveness, monitoring body language.
is rude, disrespectful or insensitive behaviour. Even if there is no intent to harm, these acts can still lead to an unpleasant work environment.
HARASSm ENT
BULLYING
is objectionable behaviour or communication that is reasonably known to be unwelcome, intimidating or offensive.
is a form of harassment and refers to a range of behaviours, which target individuals repeatedly in a mean or abusive way.
VIOLENCE
is the use, threat or attempt at physical force to cause or potentially cause physical injury.
Sarcasm, gossip, using profanity or arriving late to meetings.
Discrimination based on race, religion, disability or sexual orientation, taunting or sexual remarks.
Insulting someone’s skills or looks, spreading false rumours, shouting or yelling.
Pushing, punching, throwing objects, verbal threats or blocking someone’s exit to safety.
NAVIGATING UHN
Getting your UHN Photo ID Badge
WEST PARK HEALTHCARE CENTRE
provided by the hiring manager.
You will be taken to the Security Office to get your Photo ID on your first day of employment by the HR Operations team. The Security Office is located in the Lower Level (B1B-340 Lower Level using the IP elevators)
Monday to Friday 8:30 am — 4:30 pm
BEHAVIOUR DEFINITION EXAm PLES INCLUDE
UHN Locations
Commuting to UHN
PARKING
If you will be driving to work, familiarize yourself with the options for parking.
LEARN MORE
BICYCLE PARKING (UHN NETWORK ACCESS REQUIRED)
UHN supports cycling as a healthy and sustainable commuting option.
Once you have your UHN ID, you will be able to access secure bike parking at many UHN locations. Click below for details available on the intranet.
Questions? Contact UHNcycling@uhn.ca
LEARN MORE
BIKE SHARE (UHN NETWORK ACCESS REQUIRED)
UHN Employees receive a 25% discount on the annual cost of a monthly membership to the City of Toronto’s bike sharing program. A valid UHN email address is necessary for receiving the discount.
LEARN MORE
SHUTTLE SERVICE
UHN offers employees free shuttle service between Toronto Western and Toronto General Hospitals
VIEW SCHEDULE
AMENITIES
UHN locations offer a range of amenities such as food and retail services, spaces to relax, lost and found, ATM machines, etc.
LEARN MORE
WORKING AT UHN
Safety
EMERGENCY CODES
It is very important to read the following information to help keep yourself and others at UHN safe. We cannot predict when an emergency situation will occur, but we can be prepared.
There are 12 emergency colour codes at UHN. Know your Codes.
FIRE AND LIFE SAFETY
Remove occupants
E nclose area
Activate alarm
Call 5555 (or 55555 for West Park Healthcare Centre)
Try to fight fire (if safe to do so and you have been trained)
• Know how to REACT
• Be familiar with your floor areas
• Attend a Fire and Safety Training Session annually
• Assist in fire prevention by reporting fire safety hazards
IF FACED WITH AN EMERGENCY SITUATION...
Call 5555 from any internal phone at a UHN site or dial the main hospital line, followed by extension 5555 (or 55555 for West Park Healthcare Centre), on your mobile device to initiate an emergency code response.
Consider saving this number and the 5555 Code Response extension to your mobile device.
REMEMBER: EMERGENCY PREPAREDNESS STARTS WITH YOU!
Toronto General Hospital
Toronto Western Hospital
Princess Margaret Cancer Centre MAIN LINE: 416-340-4800
Toronto Rehab Sites: University Centre, Lyndhurst Centre, Rumsey Centre, Bickle Centre MAIN LINE: 416-597-3422
Security Operations
The three major security processes provide protection of staff, patients, visitors, assets and information in various ways at UHN:
PERSONNEL SECURITY
Walk Safe/Call Safe programs are components of UHN’s Workplace Violence (WPV) Prevention Program, offering employees safe escorts to vehicles and immediate access to assistance when feeling threatened. These initiatives enhance overall workplace security.
INFORMATION SECURITY
Security operations at UHN safeguard information security by maintaining highly secure spaces ensuring controlled access and rigorous monitoring.
PHYSICAL SECURITY
Security provides access control & CCTV systems, Photo ID Cards, ETC. All staff are expected to actively understand the loss prevention program by adhering to policies and reporting any suspicious activities or breaches. Helping to maintain a secure environment to ensure the safety of individuals and assets.
BE A.W.A.R.E
Aware of what is happening around you, own your environment.
Watch for and remove crime opportunities.
Always verify identification of people.
Report suspicious people or activities immediately.
E ncourage all those connected with the hospital to work together with security to report all crimes.
Infection Prevention & Control (IPAC)
IPAC is designed to protect staff, patients, and visitors from HealthcareAssociated Infections (HAIs). The IPAC team’s goal is to provide the resources and tools necessary to break the chain of transmission and therefore, prevent the spread of infections.
Quality, Safety and Clinical Adoption
Quality, Safety and Clinical Adoption is optimized by systematically identifying, monitoring, assessing, prioritizing, managing, controlling and minimizing significant risks that impact clinical settings.
The Office of Quality, Safety and Clinical Adoption provides the following services, advice, information and support to UHN staff on matters such as:
• Safety reports & reviews
• Safety debriefs
• Quality, Safety and Clinical Adoption
• Just Culture
• Alerts & recalls
• The Quality of Care Information Protection Act (QCIPA)
• Safety summary and trending data to program and delegate committees across UHN for quality improvement
There are three ways for UHN employees to help minimize significant risks.
1 UHN’s Safety Event Reporting & Review Process CLICK HERE
2 UHN Error Prevention Toolkit CLICK HERE
UHN Safety Commitments
3 Patient Safety Event Reporting: FAQs CLICK HERE
SPEAK UP FOR SAFETY
PARTNER FOR ACCOUNTABILITY
Ensure you have complete information to make actions safe. Question & Confirm
Act on the responsibility to protect patients and workers in a manner of mutual respect. *ARCC = Ask a Question, Make a Request, Voice a Concern, use Chain of Command
Observe the actions of other team members for the purpose of sharing the workload and reducing or avoiding errors.
Privacy
PROTECTING PRIVACY – YOUR RESPONSIBILITIES
UHN places a high value on patient confidentiality and the protection of personal health information. There are a variety of policies related to privacy and security to ensure that all staff and individuals affiliated with UHN understand how to help protect patient information and to comply with the law.
You will need to review and sign off on all policies in the UHN Policy and Codes Handbook before signing your employment offer. Once you gain access to UHN’s Corporate Intranet, you should review all corporate and departmental policies, including the policies on Privacy & Information Security.
WHAT YOU NEED TO KNOW AND DO BEFORE YOUR START WITH UHN
• UHN protects personal information because it is our ethical and legal responsibility.
• As a condition of employment and/or affiliation with UHN, all individuals must sign a confidentiality agreement.
• As a condition of employment and/or affiliation with UHN, all individuals must review the UHN Policies and Codes Handbook.
• Everyone has a role to play in privacy – speak with your manager to ensure you fully understand yours.
• Access to patient information is on a ‘need to know’ basis and is routinely monitored through auditing.
• There are disciplinary actions for failure to follow UHN’s policies, up to and including termination.
ROLE OF THE PRIVACY OFFICE
• Providing legislative oversight, developing corporate policies and monitoring compliance
• Managing privacy breaches and privacy incidents
• Training staff and providing resource materials
• Helping staff make privacy decisions when ethical dilemmas are not covered in the law or within UHN policies
• Assessing privacy impact of new technology, processes, vendor contracts, etc.
• Responding to patients’ privacy concerns and providing education materials
If you have questions, please email Privacy@uhn.ca
Diversity and Inclusion at UHN
At UHN, we understand the value and power of diversity in perspectives and voices, and the benefits of including those diverse perspectives and voices in discussions and at decision-making tables. In addition to the IDEAA (Inclusion, Diversity, Equity, Accessibility, and Antiracism) office within the People & Culture department that helps guide and embed best practices, we receive input and feedback from various Employee Resource Groups (ERGs) and expect leaders to model respect, civility, and inclusion on a daily basis.
We are committed to building a stronger, more inclusive UHN. Employee Resource Groups (ERGs) are voluntary, employee-led groups whose aim is to foster a diverse, inclusive workplace aligned with the organizations they serve. ERGs are led and participated in by employees who share a characteristic, whether it’s gender, ethnicity, religious affiliation, lifestyle, or interest. The groups exist to provide support and help in personal or career development and to create a safe space where employees can bring their whole selves to the table. Allies are welcome to be part of ERGs.
LEARN MORE
Wellness at UHN
Workplace wellness is a comprehensive approach to improving the health and wellbeing of employees.
UHN is proud to offer a variety of programs and tools -- such as gyms, wellness education, and team building -- to support the emotional, mental, and physical wellbeing of TeamUHN.
Upon joining UHN, you will be provided a number of resources to support your own wellness.