FAQs
About EthicsPoint
Reporting – General
Reporting Security & Confidentiality
Tips & Best Practices
About EthicsPoint
What is EthicsPoint?
EthicsPoint is a confidential reporting tool created by NAVEX that enables you to report unethical behavior, suspected violations of our Code of Conduct or policies, privacy concerns, or compliance incidents.
Why do we need a system like EthicsPoint?
To maintain a culture at Samaritan based on our values, everyone must feel free to openly communicate and bring compliance or privacy concerns and incidents forward. An effective reporting system augments our efforts to foster a culture of integrity and ethical decision-making.
Reporting – General
Is my concern kept confidential?
When you report a concern through EthicsPoint, information about your contact is kept confidential to the extent possible and will be shared only on a need-to-know basis to the extent necessary to review and investigate your concern. When you make a report, you may choose to remain anonymous.
May I report using either the Internet or the telephone?
Yes. EthicsPoint enables you to file a confidential or anonymous report via the Hotline or the Internet.
Does management really want me to report?
We certainly do. In fact, we need you to report. You may have initial knowledge of an activity that may be cause for concern. Your reporting can minimize the potential negative impact on our patients, employees, and organization.
When should I use EthicsPoint?
EthicsPoint is a positive aspect of our philosophy, allowing us to ensure a safe, secure, and ethical workplace. You are encouraged to seek guidance:
- When you need assistance with compliance, ethics, or privacy issue.
- If you suspect a violation of the Code of Conduct or Samaritan policies.
- If you have observed conduct, you believe may violate local or applicable law or Samaritan's ethical obligations.
- If you have previously sought guidance or reported a concern through another reporting channel and consider the matter unresolved.
- Or if you wish to remain anonymous.
Will I face retaliation for reporting a concern through the Oracle Integrity Helpline?
Samaritan Health Services has zero tolerance for retaliation. In fact, retaliation is a violation of our Code of Ethics and Business Conduct. Retaliation may result in disciplinary action against a retaliating party, including termination. If you feel you have been mistreated because you raised a concern in good faith, please bring the situation to Human Resources or a Compliance member so that it may be adequately investigated and addressed.
If my boss or other managers are involved in the violation I report, will they know I reported them?
EthicsPoint system and report distribution are designed so implicated parties are not notified or granted access to reports in which they have been named. In addition, every effort will be made to maintain a high level of discretion in responding to inquiries and investigating reports submitted through EthicsPoint. Please also note that Samaritan has zero tolerance for retaliation where a concern has been raised in good faith.
EthicsPoint’s Security & Confidentiality
It is my understanding that any report I send from a company computer generates a server log that shows every web-site that my PC connects with. Won’t this log identify me as the report originator?
NAVEX does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to EthicsPoint is available.
I am concerned that the information I provide EthicsPoint will reveal my identity. How can you assure me that will not happen?
The EthicsPoint system protects your anonymity. However, if you wish to remain anonymous, you - as a reporting party - need to ensure that the body of the report does not reveal your identity by accident. For example, “From my cube next to Jan Smith….”
Is the toll-free telephone hotline confidential and anonymous too?
Yes. You will be asked to provide the same information that you would provide in an Internet-based report, and an interviewer will type your responses into the EthicsPoint Web site. These reports have the same security and confidentiality measures applied during delivery. You can choose to remain anonymous when using the telephone hotline.
What if I want to be identified with my report?
There is a section in the report to identify yourself if you wish.
Tips & Best Practices
I am aware of some individuals acting unethically, but it does not affect me. Why should I bother reporting it?
Samaritan is committed to living by our values, doing what is right, and acting with integrity. Unethical conduct, at any level, hurts the organization and all employees, including you. We expect employees who become aware of misconduct or incidents to report it so we can take appropriate action.
I am unsure if what I have observed or heard is a violation of company policy or involves unethical conduct, but it does not look right to me. What should I do?
You should report both actual and suspected misconduct or incidents. We prohibit retaliation for good faith reporting, even if it turns out that no one behaved unethically. "Good faith" means making a report with honest intentions and providing all relevant information.
What if I remember something important about the incident after I file the report? Or what if the company has further questions for me concerning my report?
When you file a report at the EthicsPoint Web site or through the EthicsPoint Call Center, you receive a unique, randomized number called a "Report Key" and are asked to choose a password. You can return to the EthicsPoint system by Internet or telephone and access the original report to add more detail or answer questions posed by a Compliance or Privacy representative. We strongly suggest you return to the site when asked to answer any questions. You and the Compliance or Privacy team can enter into an "anonymous dialogue," where situations are not only identified but can also be resolved, no matter how complex.
Are these follow-ups on reports as secure as the first one?
All EthicsPoint correspondences are held in the same strict confidence as the initial report, continuing under anonymity.
What if I lose my Report Key or forget the Password I created?
To ensure that security and confidentiality are maintained, you will need to file a new report if you lose your report key or Password. Please specify in the new report that the concern is related to a report or question you previously submitted.