ECS and RightCare Clinic Scrub Policy
ECS Clinical Uniform Reimbursement Policy
Effective Date: 1.27.25
This policy is applicable to: ECS, VMS, PTS
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1. Purpose
To outline the process for ordering and reimbursement of uniforms required for clinical duties,
ensuring consistent appearance across ECS sites and service lines.
2. Definitions
• Uniform – uniforms are classified as articles of clothing that are worn to work clinical shifts.
Scrubs and scrub jackets must be black, in accordance with the designated color. If a lab coat is
worn, it must be white. All uniforms must be embroidered.
• Scrub Jacket – scrub jackets must be black and suitable for wearing over scrubs. This can be a
jacket with a zipper, vest, etc.
• Embroidered – must have service line logo embroidered. Staff member’s name and role if
desired.
3. Policy
ECS will cover the cost up to $230 per year, per service line for approved uniform articles. Any article
of clothing purchased or reimbursed by ECS must comply with the designated color requirements and include the appropriate embroidered logo, excluding scrub pants. Athleisure, including scrub leggings, is not considered approved attire under this policy. All clothing worn in clinical settings must be professional and adhere to workplace dress code standards.
Embroidery expenses are fully covered and are not included in the $230 total allowance. Providers
may use their CME/PEA/BERP funds to purchase additional scrubs or scrub jackets, up to a maximum
of $230 per year, provided they adhere to the scrub policy and standards.
Items not explicitly outlined in the clinical uniform policy will be subject to approval at the discretion of ECS admin.
4. Vendor Options: Employees may purchase uniforms from a vendor of their choice, or through ECS preferred partners:
i. FIGS: Orders can be placed via SharePoint link or by contacting ECSAdminSupport@ecswmi.com. Purchases made through FIGS are paid directly by ECS, using scrub allowance.
ii. The Uniform Shop: Orders can be placed in-person or by phone. ECS will be billed directly.
iii. GearUpECS.com: Order can be placed on-line, over the phone or in-person. ECS will be billed directly. Your ECS-provided service line scrub allowance will be applied to your total. If there’s a remaining balance, shipping fees or garments that aren’t covered, you’ll receive a payment link. Once payment is complete, your order will process.
Outside Vendor Reimbursement: Uniform items purchased from non-preferred vendors require
submission of receipts and proof of payment for reimbursement. Items must be dropped off at the ECS corporate office for embroidery, reimbursement will be processed at this time.
Uniforms can be picked up from the ECS office or mailed directly to a staff member’s home, only if the staff member lives 25+ miles from the ECS main office.
5. Revisions
ECS and any of its affiliated entities reserves the right to alter, amend, modify, or eliminate this policy
at anytime.
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RCC Clinical Uniform Reimbursement Policy
Effective Date: 6.01.2024
This policy is applicable to: RightCare Clinic
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1. Purpose
To outline the process for ordering and reimbursement of uniforms required for clinical duties. There are requirements and specifications that must be met to ensure a cohesive look.
2. Definitions
• Uniform – uniforms are classified as articles of clothing that are worn to work clinical shifts.
Scrubs and scrub jackets must be black, in accordance with the designated color. If a lab coat is
worn, it must be white. All uniforms must be embroidered.
• Scrub Jacket – scrub jackets may be the same color as scrubs or dark gray and suitable for wearing over scrubs. This can be a jacket with a zipper, vest, etc.
• Embroidered – must have service line logo embroidered. Staff member’s name and role if
desired.
3. Policy/Procedure
ECS will cover the cost up to $230 per year, per service line for approved uniform articles. Any article
of clothing purchased or reimbursed by ECS must comply with the designated color requirements within RightCare Clinic and must be embroidered with the appropriate logo excluding scrub pants.
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Providers – Charcoal/Pewter scrubs with optional appropriate jacket or lab coat OR professional office attire with a white lab coat.
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Clinical Staff – Navy scrubs with optional appropriate jacket.
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Office Staff – Caribbean (Ceil) Blue scrubs with optional appropriate jacket.
ECS will cover the cost of uniforms according to the standards previously mentioned up to $230 per service line. Embroidery is not a part of the $230 total allotment; this is covered in full outside of the $230 allotment. Providers may purchase additional scrubs/jackets to be reimbursed through his/her CME/PEA/BERP, up to a maximum of $230 per year and must adhere to the scrub policy standards.
Items not explicitly outlined in the clinical uniform policy will be subject to approval at the discretion of ECS admin.
4. Vendor Options: Employees may purchase uniforms from a vendor of their choice, or through ECS preferred partners:
i. FIGS: Orders can be placed via SharePoint link or by contacting ECSAdminSupport@ecswmi.com. Purchases made through FIGS are paid directly by ECS, using scrub allowance.
ii. The Uniform Shop: Orders can be placed in-person or by phone. ECS will be billed directly.
iii. GearUpECS.com: Order can be placed on-line, over the phone or in-person. ECS will be billed directly. Your ECS-provided service line scrub allowance will be applied to your total. If there’s a remaining balance, shipping fees or garments that aren’t covered, you’ll receive a payment link. Once payment is complete, your order will process.
Outside Vendor Reimbursement: Uniform items purchased from non-preferred vendors require
submission of receipts and proof of payment for reimbursement. Items must be dropped off at the ECS corporate office for embroidery, reimbursement will be processed at this time.
Uniforms can be picked up from the ECS office or mailed directly to a staff member’s home, only if the staff member lives 25+ miles from the ECS main office.
5. Revisions
ECS and any of its affiliated entities reserves the right to alter, amend, modify, or eliminate this policy
at anytime.
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