Office Policies

Xilium envisions to develop a company that is founded on transparency, honesty, and integrity. Over the years, we have been successful in maintaining this kind of culture among the staff, but we realize that as we grow, there is a need for us to establish some policies to ensure smooth operations in the company. Below are some policies that every assistant should abide by while working for the company.

Attendance

  1. The regular work week is from Mondays through Fridays. Assistants work on a 9-hour shift including a 1-hour lunch break and two 15-minute breaks. Assistants have the flexibility to adjust their schedules on a day-to-day basis as agreed with the client. Weekend or overtime work must be arranged with the management.
  2. Assistants are entitled to 10 paid days off per year which they can use for planned vacations, emergency reasons, or on sick days. For planned vacations, assistants are required to inform the management at least one week prior to give enough time to make arrangements as necessary. For emergency or sick days, assistants are required to inform the management and their client at least 2 hours ahead.
  3. Assistants can request to work from home on certain days provided that they meet the IT and security policy of the company.
  4. A reliever or substitute can be provided for clients with full-time assistants who are on planned or scheduled absence (e.g.: vacation, maternity). The reliever will be arranged internally by the management at no expense to the client.

US and Philippine Holidays

Here is the US and Philippine holiday schedule for 2018 taking into account the local holidays that your Assistant and reliever will be off from work.

Observed by Virtual Medical Assistants

January 1 – New Year’s Day
January 15 – Martin Luther King’s Day
Feb 19 – Presidents Day
May 28 – Memorial Day
June 12 – PH Independence Day
July 4 – Independence Day
September 3 – Labor Day
November 12 – Veterans Day
November 22 – Thanksgiving Day
November 23 – Black Friday
December 24 – Christmas Eve
December 25 – Christmas Day

Observed by Virtual Business Assistants

January 1 – New Year’s Day
March 29 – Maundy Thursday
March 30 – Good Friday
May 1 – PH Labor Day
May 28 – Memorial Day
July 4 – Independence Day
September 3 – US Labor Day
November 1 – All Saints’ Day
November 22 – Thanksgiving Day
November 23 – Black Friday
December 24 – Christmas Eve
December 25 – Christmas Day

Provisions for the Assistant

  1. Our assistants are provided with the following:
    • Windows 10 laptop
    • Google Apps using Google’s version of:
      • Gmail
      • Hangouts (allows outbound calling)
      • Cloud Storage
      • Spreadsheet
      • Documents
      • Presentation
      • Calendar
    • Laptop Headset for voice calls
  2. Other software needed by the client may be requested at additional cost. This may include the following:
    • Microsoft Office Suite
    • VPN
    • US Phone Number
    • Google Voice Account (while available)
    • Skype Call Credits
    • Skype Online Number
    • Cloud service and other tools by arrangement
    • Hardware
      • IP phone handset
      • Specialty hardware

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