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HR Basics – Attendance, Dress Code & Professional Communication

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Updated
ByCognitive Organics

This section covers the everyday expectations that keep Cognitive Organics running smoothly: showing up reliably, presenting professionally (in person and on telehealth), and communicating in a way that reflects our values.

These standards apply to all staff, with slight differences for in-person vs. remote roles.

Why This Matters

Our clients and teammates depend on us to be:

  • Reliable – showing up when we say we will
  • Professional – in how we present and communicate
  • Respectful – of each other’s time, energy, and boundaries

Good clinical care and strong systems don’t work if people don’t know when you’re available, how to reach you, or what to expect.

Attendance & Timekeeping

Basic expectations

  • Be on time and prepared for:
    • Client sessions
    • Team meetings, supervision, and trainings
    • Scheduled shifts or coverage blocks

Clients and coworkers often plan their day around your scheduled time. Repeated lateness or last-minute cancellations affect trust and access to care.

Calling Off, Running Late & Schedule Changes

Life happens. Communication is key.

If you are sick or unable to work:

  • Notify your clients, supervisor and your building contact/front desk as soon as you know you cannot work your scheduled time.
  • Use the preferred method:
  • Whenever possible, give enough notice for clients to be rescheduled or covered.

If you will be late:

  • Let clients, supervisor and your building contact/front desk know as soon as you realize you may be late.
  • If clients are scheduled:
    • Communicate whether they should be moved, notified, or converted to telehealth (per policy).

Schedule changes

  • Permanent or semi-permanent schedule changes (days, hours, location) must be:
    • Updated in the EHR so clients and staff have accurate information.

Regular attendance and timely communication are part of your professional responsibility.

Dress Code & Professional Appearance

Our goal is to balance comfort, practicality, and professionalism. What you wear should help clients feel safe and respected, and reflect that we take our work seriously.

In-Person (Clinics, Offices, Field Work)

General guidelines:

  • Clothing should be clean, neat, and in good condition (no large holes, stains, or offensive graphics).
  • Avoid clothing that is:
    • Extremely revealing, tight, or sheer
    • Contains offensive language, images, or political messaging
  • Shoes:
    • Closed-toe shoes may be required in certain clinical or field settings for safety.
    • Wear footwear appropriate to your environment and duties.

You may wear:

  • Business casual or clean, professional-looking casual attire that fits your role and setting.
  • Approved Cognitive Organics clothing (if available).

If a particular site or partner location has stricter dress expectations, follow those requirements while on that site.

Telehealth & Remote Work

Even when working from home, you are interacting with clients and colleagues in a professional capacity.

For telehealth sessions and video meetings:

  • Wear clothing you would be comfortable wearing in a clinic or office.
  • Avoid pajamas, workout gear, or anything that looks like “just rolled out of bed.”
  • Choose a neutral, non-distracting background when possible:
    • Tidy room, virtual background, or plain wall
    • Avoid visible items that are overly personal, political, or potentially uncomfortable for clients.
    • Avoid doing sessions from your bedroom
  • Ensure:
    • Good lighting (your face is visible)
    • Minimal background noise when possible

For audio-only calls, the same principles apply: even if you’re not on camera, you are working and representing Cognitive Organics.

If you have cultural, religious, or disability-related considerations around dress, please discuss them with your supervisor so we can accommodate appropriately.

Professional Communication (Internal)

Professionalism is not only about clothes or time—it’s also about how we talk to and about each other.

Tone & respect

  • Communicate with coworkers, leadership, and clients in a respectful, timely, and clear manner.
  • Avoid:
    • Gossiping about staff or clients
    • Sarcasm or hostile tone in written messages
    • Venting in group channels about specific clients, coworkers, or leadership

If you have concerns or frustrations, bring them to:

  • Your supervisor
  • Clinical Director or COO
  • Appropriate leadership channels

rather than to public or informal spaces.

Social Media & Public Representation

Even off the clock, people may connect you with Cognitive Organics—especially in smaller communities. We don’t control your personal accounts, but we do expect:

When it comes to clients:

  • Do not identify clients as receiving services here.
  • Do not interact with clients on personal social accounts (no friending/following/DMs related to care).
  • Do not post stories or details that a client (or their family/community) could reasonably recognize as them.

When it comes to Cognitive Organics:

  • Do not share internal documents, screenshots of systems, or photos that include PHI, whiteboards, schedules, or other confidential information.
  • Do not publicly speak on behalf of Cognitive Organics (e.g., interviews, posts about policy, press, or official positions) without approval from leadership.
  • If you list Cognitive Organics as your employer on professional social sites (LinkedIn, Psychology Today, etc.), present yourself in a way that is consistent with our values and ethical standards.

If you are ever unsure whether a post or interaction is appropriate, err on the side of caution and check with your supervisor or leadership.

Boundaries & Dual Relationships (High-Level)

You will learn more in other sections, but as part of HR basics:

  • Avoid dual relationships that could interfere with objectivity, clinical judgment, or confidentiality.
  • In small communities, some overlap is unavoidable; what matters is how you handle it:
    • Maintain confidentiality
    • Avoid discussing clinical content outside of appropriate spaces
    • Consult with your supervisor when unsure

What This Means For You as Staff

In everyday terms, HR Basics means you:

  • Show up when you say you will, or communicate early when you can’t.
  • Record your time honestly.
  • Dress in a way that is clean, professional, and appropriate to setting (clinic or telehealth).
  • Communicate with clients and coworkers in a respectful, timely, and clear manner.
  • Use social media and public spaces in ways that protect privacy and reflect well on the organization.

When in doubt about attendance, dress, or professional boundaries: ask. We would rather clarify expectations than have you guess.

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