Suffern Medical Pavilion Electronic Tenant Handbooks by iwestaaiegjpuiv

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									     Cambridge
Suffern Medical Pavilion
Electronic Tenant Handbook
      Created on October 6, 2011
Building Amenities: Banks
Information Pending
          Building Amenities: Parking


Information Pending
          Building Amenities: Retail Services


Information Pending
Building Operations: Building Management

The staff of Suffern Medical Pavilion is dedicated to making your work environment as safe and pleasant as
possible. Please do not hesitate to contact Building Management at:
Phone: 845.357.0821
Fax: 845.369.6272
Address:
257 Lafayette Avenue
Suite 410
Suffern, NY 10901-4869
The Property Manager at Suffern Medical Pavilion is Ms. Fran Marino. Fran is on-site and available to
address any of your needs. She can be contacted at the main number listed above or via email at
fmarino@cambridgeinc.com. In the event of an emergency, please don’t hesitate to call Fran’s cell phone
at 845.216.9234.
           Building Operations: Building Hours



The building is open Monday through Friday from 7 a.m. to 9 p.m., Saturday from 7 a.m. to 1 p.m. and
closed on Sunday.
           Building Operations: Emergency Contacts



All Emergencies                    911
Building Management Office         845.357.0821
After Hours Emergencies            845.216.9234 or 845.368.5000, Ext.
                                   6218
Fire Department (non               845.357.6066
Emergency)
Police Department (non             845.357.2300
Emergency)
Good Samaritan Hospital            845.368.5000

Important notes
If you call 9-1-1 as a result of a medical emergency, please be sure also to notify building management with
your name, callback number, and location so that security may swiftly guide the paramedics to your exact
location.
If the audible alarm within the building sounds, please do not call the Management Office, unless you have
something specific to report. Building Management is aware of the noise, as well as the source of the
alarm, whether it’s false or a legitimate emergency. Please keep the telephone lines clear so that
Management may to attend to the situation as quickly and efficiently as possible.
           Building Operations: Holidays



The Building Holidays observed each year are listed below in order to aid your planning operations during
the year.
New Year's Day
Good Friday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
Certain services are not provided on weekends and the holidays listed above. Click here for Building
Management Contact information.
           Building Operations: Leasing



The leasing company for Suffern Medical Pavilion is Cambridge Healthcare Management, Inc. Mark
Davies, Leasing Manager, handles the leasing for Suffern Medical Pavilion. He is located in Dallas at 1717
Main Street, 59th Floor, Dallas, TX 75201 and can be reached at 214.871.7337, Ext. 327.
Click here to view available spaces at Suffern Medical Pavilion.
           Building Operations: Rent Payment



Rent is due on the first day of each month. Please remit to the on-site management office timely to avoid
any late fees or penalties.
Building Security: After Hours Access

An access card is required to enter the Building at any time after-hours.
           Building Security: Building Access



You can access the building during office hours through the main entrance.
            Building Security: Deliveries



Please notify Building Management for any delivery that requires the elevator for more than 30 minutes.
Any delivery that requires use of the elevators for more than 30 minutes or after office hours requires a
reservation on a first-come-first serve basis. Please contact Building Management to schedule.
No vehicle shall be left unattended while making deliveries for more than 10 minutes without prior approval
from Building Management.
            Building Security: General Office Security



Security Checklist
The following is a list of general office security suggestions, which are offered to you as an aid in
establishing your internal security procedures:
      Restrict office keys to those who actually need them.
      Keep complete, up-to-date records of the distribution of all office keys.
      Establish uniform procedures for collecting keys prior to the termination of employees.
      Establish a rule that keys must never be left unguarded on desks or cabinets.
      Require that filing cabinet keys be removed from locks and placed in a secure location after opening
      cabinets.
      Prevent unauthorized personnel from reporting a lost key and receiving a replacement.
      Ensure that a responsible person is in charge of issuing all keys.
      Store keys systematically in a secured wall cabinet of either your own design or one that conforms to
      a commercial key control system.
      Insist on identification from repairmen who come to work in your office.
      Clear all desks of important papers.
      When working alone in the office at night, lock the front door to prevent anyone else from entering.
      Keep the police, fire department, and building security telephone numbers posted.
      Double check to see that all doors are securely locked before you leave.

Suspicious Persons
If you see suspicious or offensive persons in the building, please call Building Management immediately. If
possible, make note of appearance, clothing, etc. in order to assist in locating them. (If you feel threatened
in any way, please call 9-1-1 first.)
Please be aware of strangers in or around your suite. Quite often a question such as “May I help you locate
someone?” will be enough to deter a potential thief. Suspicious encounters of this type should be reported
to Building Management immediately.
           Building Security: Lost and Found



Please contact Building Management Office at 845.357.0821 to claim items that have been lost or found in
the building.
           Building Security: Patient Privacy



Patient Privacy/Security - HIPAA
Are your patient files adequately protected in accordance with the Health Insurance Portability and
Accountability Act? Please contact the U.S. Department of Health and Human Services for more
information at http://www.hhs.gov/ocr/hipaa/
            Building Security: Solicitation



Solicitation is not permitted at the building. If someone is soliciting in your suite, please ask them to leave
your suite immediately and notify Building Management at 845.357.0821. If necessary, appropriate
personnel or security will escort the solicitors off of the premises.
Building Services: ADA Sign Requirements

All signage must in compliance with the Americans with Disabilities Act, and as further described here: www.usdoj.gov
www.usdoj.gov/crt/ada/stdspdf.htm
Here are some quick notes to assist in signage requirements; please note that any changes in ADA
regulations would supersede what is outlined below:
      In General, no place in any room or space required to have a visual signal appliance shall be more
      than 50 ft (15 m) from the signal (in the horizontal plane). In large rooms and spaces exceeding 100
      ft (30 m) across, without obstructions 6 ft (2 m) above the finish floor, such as auditoriums devices
      may be placed around the perimeter, spaced a maximum 100 ft (30 m) apart, in lieu of suspending
      appliances from the ceiling.
      No place in common corridors or hallways in which visual alarm signaling appliances are required
      shall be more than 50 ft (15 m) from the signal.
      Auxiliary Alarms. Units and sleeping accommodations shall have a visual alarm connected to the
      building emergency alarm system or shall have a standard 110-volt electrical receptacle into which
      such an alarm can be connected and a means by which a signal from the building emergency alarm
      system can trigger such an auxiliary alarm. When visual alarms are in place the signal shall be
      visible in all areas of the unit or room. Instructions for use of the auxiliary alarm or receptacle shall be
      provided.
      Character Proportion. Letters and numbers on signs shall have a width-to-height ratio between 3:5
      and 1:1 and a stroke-width-to-height ratio between 1:5 and 1:10 using an upper-case “X” for
      measurement. Lower case letters are permitted.

      Overhead Signs. Characters and numbers on overhead signs shall be sized according to the viewing
      distance from which they are to be read. The minimum height is measured using an upper case X.
      Lower case characters are permitted.
      Minimum Character Height - 3 in (75 mm) minimum.
      Raised and Brailled Characters and Pictorial Symbol Signs (Pictograms). Letters and numerals shall
      be raised 1/32 in, upper case, sans serif or simple serif type and shall be accompanied with Grade 2
      Braille. Raised characters shall be at least 5/8 in (16 mm) high, but no higher than 2 in (50 mm).
      Pictograms shall be accompanied by the equivalent verbal description placed directly below the
      pictogram. The border dimension of the pictogram shall be 6 in (152 mm) minimum in height.
      Finish and Contrast. The characters and background of signs shall be eggshell, matte, or other
      non-glare finish. Characters and symbols shall contrast with their background – either light
      characters on a dark background or dark characters on a light background.
      Mounting Location and Height. Where permanent identification is provided for rooms and spaces,
      signs shall be installed on the wall adjacent to the latch side of the door. Where there is no wall space
      to the latch side of the door, including at double leaf doors, signs shall be placed on the nearest
      adjacent wall. Mounting height shall be so that a person may approach within 3 in (76 mm) of
      signage without encountering protruding objects or standing within the swing of a door.
           Building Services: Cleaning



Cleaning service is provided five nights a week, usually Monday through Friday. Carpets will be vacuumed,
unobstructed surfaces dusted, and trash will be emptied. If trash that is to be disposed of is not in
wastebaskets, then please inform the cleaning personnel by leaving a large note on such items marked
TRASH and BASURA. Please DO NOT leave items that are not trash on top or near wastebaskets that
might be misconstrued as garbage. If you have special cleaning needs, such as carpet shampooing, please
contact Building Management at 845.357.0821. Special cleaning services can be arranged at tenant’s
expense.
If a small cleaning problem should arise during working hours, please contact Building Management or click
here to complete a Service Request.
If you have any questions or comments regarding the cleaning services, please notify Building Management.
           Building Services: Elevators



Suffern Medical Pavilion features 2 elevators to provide safe and efficient transportation throughout the
building. The elevators are located in the lobby and serve floors 1 through 3.
           Building Services: Forms



For your convenience, we have included downloadable and printable PDF document forms that will expedite
various building management service requests. Hard copies of all forms are available from the Property
Management Office as well. To view and print PDF files, you need the Adobe Acrobat Reader software. If
not already installed on your computer, it can be obtained for free at www.adobe.com.

Bomb Threat Report           Building Access Card Request
Tenant Insurance             Tenant Sign Change Request
Requirements
After-Hours HVAC Request     Tenant Guidelines for Special Events
Evacuation Floor Plans       Vendor/Contractor Insurance
                             Requirements
Move-In Checklist
           Building Services: HVAC



If the temperature in your office needs adjustment, please contact Building Management. Your call will be
referred immediately to engineering personnel.
The standard hours of operation of the heating and air conditioning systems are 7:00 a.m. to 7:00 p.m.
Monday through Friday and 8:00 a.m. to 1:00 p.m. on Saturday, exclusive of holidays. Special
arrangements should be made for any HVAC needed outside of those hours.
                                  Click here to request after-hours HVAC
           Building Services: Mail Service



For your convenience, a United States Post Office drop box and mail distribution area is located in the lower
lever/basement area of the building by the corridor that connects the Medical Office Building and the
Hospital.
Times for delivery, distribution, and pick-up of mail have been determined by the Postal Service. All mail is
delivered and distributed to the tenant’s mailbox and picked up around 1:00 p.m. Monday to Saturday.
In order to receive your mail promptly, incoming mail should be addressed as follows:
Tenant Name
257 Lafayette Avenue
Suite #
Suffern, NY 10901
           Building Services: Service Requests



For your convenience this Handbook includes an Electronic Tenant® Service Request System. Use this
system to submit routine maintenance requests directly to Building Management; to track the status of
previously submitted requests; to download important documents; and to communicate with the
management office.
      Simply click on the link below,
      Enter your username and password
      Choose the action you would like to complete
                    Click here to log into the Electronic Tenant Service Request System
Once you have logged into the system, you will be presented with four options:
      Complete a Maintenance Request Form
      Update User Information
      View Electronic Maintenance Request Log
      Download Miscellaneous Administrative Forms
For detailed instructions for using the Electronic Tenant® Service Request System please see the following
pages or contact the Building Office.

Completing a Service Request Form
After logging in, click on the "Electronic Maintenance Request Form" Link. Users will be taken to a service
request form.
      Step One - Confirm or complete all contact information.
      Step Two - Choose the nature or type of request being submitted.
      Step Three - If applicable, provide details of the contractor to be used.
      Step Four - Review all information thoroughly. Click submit.
You will receive conformation via e-mail that your request was submitted to Building Management.
Updating User Information
Personalized user information is used to auto-fill the Electronic Maintenance Request Form for quick and
easy submission. In addition, accurate contact information will assist the management staff in expediting all
maintenance requests. Each user should check regularly to ensure that accurate information is on file.
                    Click here to log into the Electronic Tenant Service Request System

Electronic Maintenance Request Log
This feature allows users to track and monitor all service requests submitted through the Electronic Tenant®
Service Request System. Service requests are sorted by month and will have the current month displayed
upon entry.
Questions regarding the Electronic Tenant Services Request System should be directed to Building
Management.
           Building Services: Signage



Prior to your initial move-in, we will work together with you to determine content and placement of your suite
signs in accordance with both the lease requirements/sign criteria as well as ADA Regulations. Should you
require additional changes to your sign after you move in, please complete a Sign Change Request and
submit to Building Management. Please allow 4-6 weeks once the sign order has been approved.
                           Click here to download a Tenant Sign Change Request
Emergency Procedures: Severe Weather

When severe weather conditions become apparent, the U.S. Weather Bureau describes conditions by two
(2) classifications, a Watch or a Warning. This applies to the reporting of severe thunderstorms, the
approach of weather conditions favoring the formation of tornadoes, a hurricane condition, a winter storm
condition, etc. A Watch becomes effective when atmospheric conditions are present that can produce the
particular weather phenomenon. A Warning means that the weather condition has been spotted and prompt
action must be taken to enhance safety.
Except in very rare circumstances, the decision to evacuate the building based on the above weather
reports will not be made by Building Management, but rather by each tenant. However, in the event these
conditions do exist, the following guidelines should be adhered to:
      Move away from outside windows. If the windows in your offices are supplied with blinds, close the
      blinds (this will provide protection from broken glass).
      Do not panic.
      If evacuated, lock all desk drawers and take all items of value with you.
      If evacuated, use a route that is in the building interior and stay away from large expanses of glass
      and windows.
      Use the stairwells rather than the elevators.
      If evacuated, do not return to your office until advised to do so.
            Emergency Procedures: Flooding



In the event of a flood that may cause damage to tenant property or affect the normal operation of the
building, designated tenant representatives will be contacted by Building Management personnel,
regardless of the time of day.
The first priority is to ensure that no personal injury occurs as the result of a flood. The second priority is to
discover the cause and prevent or minimize additional flooding.
Once the flooding has been contained, clean-up operations will commence. Tenants will need to contact
their insurance carrier for any damage to their personal property.
           Emergency Procedures: Earthquake



During an Earthquake
Most earthquake-induced injuries are caused by falling objects or debris that has become dislodged by the
quake. During an earthquake, please observe the following:
      Remain calm, do not panic.
      Stay in the office area.
      Take cover under tables, desks, or strong doorways.
      Keep away from windows and glass doors.
      Keep clear of filing cabinets, shelves, and tall stacks of materials.
      Check for any injured personnel and administer first aid where necessary.
      Floor Wardens should assess damage and injuries and be prepared to expedite evacuation of serious
      cases.
      In the event of a fire resulting from an earthquake, follow the fire emergency procedures.

Following an Earthquake
      Be prepared for aftershocks. While aftershocks are generally smaller than the earthquake that
      generates them, they can cause additional damage.
      If you smell gas, notify the Building Office or Security immediately.
      Check immediate location – make sure you are safe.
      Check for injuries and apply first aid as needed. Be prepared for an absence of immediate
      emergency services, and be prepared to help yourself and others.
      Extinguish any fires. Do not light matches. Do not smoke.
      Listen for news or pertinent instructions on the radio or television.
      Do not use the telephone unless you have a dire emergency; ensure that all telephone receivers are
      properly mated to their cradles.
      Conserve, and responsibly ration food and water.
           Emergency Procedures: Power Failure



Certain areas of the building and common areas may be served by emergency generators. In the event of
power failure, these generators, if available, will provide emergency power for certain basic building
functions. Those functions include:
      Activating emergency lights on each floor throughout the building, including all Exit signs.
      Activating all stairwell lighting.
      Activating the building’s emergency Fire, Life and Safety Systems as well as the building’s
      communication systems.
      Recalling all elevators to the ground floor lobby.
It is seldom necessary to evacuate the building during a power failure. Unless you are directed to do so
through the emergency communication system, please remain in your offices.
Please do not call Building Management unless you need to notify us of the location of a disabled employee.
            Emergency Procedures: Medical Emergency



In the event that an accident or illness befalls one of your employees, or a visitor to your office area, please:
    1. Call Emergency Services at 9-1-1.
    2. Provide the Emergency Dispatcher with the following information:
              Your name
              Your Building’s name and address
              Your specific floor number, and the exact location of the emergency
              Any pertinent details of the accident or illness
    3. Do not move the injured/ill person. Attempt to make them as comfortable as possible.
    4. If feasible, send someone to meet the emergency unit upon its arrival in the lobby.
    5. Call Building Management at 845.357.0821. Inform management that you have called 911 and briefly
       describe the nature of the emergency.
    6. The emergency unit will be with you shortly and will administer all necessary medical assistance.
    7. Determine, if possible:
              Name, address and age of injured/ill person
              The nature of the problem, as best you can surmise
              All known allergies and current medications taken by the individual
              A local doctor

The Building Management will do all we can to ensure the patient’s comfort while awaiting the arrival of the
medical rescue team. Although we assume no liability for our assistance, we strongly encourage tenants
and their employees to become familiar with First Aid, as well as the contact information and protocol used
to alert emergency services.
           Emergency Procedures: Fire and Life Safety



Fire Prevention
      Do not accumulate quantities of discarded files or other paper trash in your office or storage area.
      Pay special attention to housekeeping in those departments that produce quantities of debris, such as
      duplication machines, mailing and receiving rooms.
      Do not store large quantities of flammable solvents, duplicating fluids, or other combustible fluids.
      Keep electrical appliances in good repair. Report unsafe conditions to Building Management.
      When furnishing an office, consider the fire potential of materials used in large amounts, like
      overstuffed chairs, settees, couches or anything that could become a combustible item. Such
      furnishings should be flame-proofed.
      Where potential for fire is especially high, such as supply rooms, tenants may wish to consider
      installing additional fire extinguishers.
                            Click here to view/download Evacuation Floor Plans

Fire Emergency
IF YOU DISCOVER A FIRE, you should remain calm and:
      Pull the nearest fire alarm. Alarms are located in the corridors adjacent to the stairwells.
      Call 911 from a safe location. Please give the building name, location of the fire, and as many details
      as possible.
      Evacuate or relocate and assist all others in the immediate area.
      If possible, close doors behind you to isolate fire.
      Proceed to stairwells and listen for instructions. NEVER use the elevators.
      Be cautious when opening doors so as not to spread the fire. Touch any door to see if it is hot before
      opening.
      If smoke is present, stay low and crawl with your body against the floor. The clearest air is near the
      floor. If forced to make a dash through smoke or flame, hold your breath and cover your nose and
      mouth with an article of clothing.
      If possible, call Building Management and report known details of the fire.
                            Click here to view/download Evacuation Floor Plans

GENERAL INSTRUCTIONS
      DO NOT attempt to fight fire.
      DO NOT USE ELEVATORS.
      DO use stairwell(s) as exit(s) only.
      If caught in HEAVY SMOKE:
             Crawl on the floor to exit.
             Take short breaths.
             Breath through your nose.
             THE AIR IS BETTER NEAR THE FLOOR!
A simple acronym to remember what to do upon the detection of smoke and/or fire is the R-A-C-E plan
described below:
      Rescue/Remove person(s) from the immediate fire scene/room.
      Alert personnel by activating the nearest fire alarm pull station then call 9-1-1.
      Confine fire and smoke by closing all doors in the area.
      Extinguish a small fire by using a portable fire extinguisher or use to escape from a large fire.
      Evacuate the building immediately and, once outside, report to Building Management.
                            Click here to view/download Evacuation Floor Plans

To operate a fire extinguisher, remember this simple acronym - PASS. PASS stands for Pull, Aim, Squeeze
and Sweep:
      Pull the pin at the top of the cylinder. Some units require the releasing of a lock latch or pressing a
      puncture lever.
      Aim the nozzle at the base of the fire.
      Squeeze or press the handle.
      Sweep the contents from side to side at the base of the fire until it goes out.
Shut off the extinguisher and then watch carefully for a rekindling of the fire.
                             Click here to view/download Evacuation Floor Plans
            Emergency Procedures: Elevator Malfunction



If the elevator you are using becomes inoperative, please remain calm and DO NOT PANIC. The elevators
are monitored and Building Management is notified immediately if there is a malfunction.
      All elevators are equipped with emergency telephones. Pick up the handset (or press the emergency
      call button) inside the elevator and dial the operator. If necessary, give the telephone operator the
      building name, address, and floor number of elevator emergency. They will maintain two-way
      communication with the elevator’s occupants until help has arrived.
      Building Management will dispatch 9-1-1 and/or an elevator mechanic immediately.
      Remain Calm.
      Answer the telephone in elevator car if it rings.
      DO NOT try to force open an elevator door (unless instructed to do so by the elevator company).
      Should a medical emergency occur while in an elevator which is malfunctioning, use the
      EMERGENCY TELEPHONE to contact the elevator monitoring company. Explain that you have a
      medical emergency, and they will contact the Police/Fire Department.
In the event of a power outage, elevator lights will remain on, but the car itself will temporarily cease
moving. Each elevator will automatically return to the 1st floor lobby, their doors will open, and they will
remain inoperable until the power has been restored.
            Emergency Procedures: Evacuation



In the event that evacuation is required, it is the responsibility of each tenant and their employees to be
familiar with evacuation procedure. Each person should be aware of the location of all exits and stairwells.
This will aid in a quick and safe exit and minimize any confusion which may result from the excitement.
IF EVACUATION IS REQUIRED:
      Respond in a calm orderly manner. Do not run or create panic.
      Prior to evacuation, check all exits and stairwells for safety.
      Evacuate any disabled patients or personnel. Be sure you DO NOT leave a wheelchair in the
      stairwell. For persons that need additional assistance, please wait in the stairwell for emergency
      crews to arrive.
      Close the door of your office as you leave. Do not return for coats, purses, etc.
      Form evacuation line - two abreast.
      Go to the nearest designated stairwell or exit.
      DO NOT USE ELEVATORS!
      Keep to the core or center of the stairs and use the handrail. GIVE WAY TO FIREFIGHTERS
      Keep talking to a minimum and listen for instructions.
      Be ready to merge with other people evacuating the building.
      Each floor will move down and exit the building at street level.
      Once out of the building, keep moving away from the building to the perimeter of the building site.
DO NOT return to your office or re-enter the building until "all clear" is given by the Fire Department or
Management Office.
                               Click here to download Evacuation Floor Plans
            Emergency Procedures: Bomb Threat



Telephone Threat
When a bomb threat is made over the telephone, obtain the following information from the caller:
      Exact location of the device.
      Time set for explosion;
      Description of the device;
      Reason the caller has placed the bomb;
      Exact words used by the caller.
      Keep this information as confidential as possible.
      Notify the Police Department. Call 911.
      Notify Building Management at 845.357.0821.
Once Building Management has been notified of a bomb threat, it is our policy to advise your office manager
or senior officer. It is up to the manager or senior officer to decide whether it is appropriate to evacuate the
office.
In the event that you are asked to evacuate the Building, please move away from the Building so as to allow
unfettered access to emergency personnel. Do not re-enter the Building until Building Management, the
Police, or the Fire Department have given clearance.
                             Click here to download a Bomb Threat Report Form

Suspicious Packages or Mail Bombs
Letter bombs are usually sent through the mail addressed to a specific individual in the company, usually
disguised to look like some sort of gift or a small package. Letter bombs have the power to kill or seriously
maim anyone in close proximity. Letter bombs are usually contained within a large size manila envelope ¼”
to ½” thick and are fairly rigid.
However, the technology used in letter bombs has become increasingly sophisticated, and can be difficult to
detect visually. Letter bombs have been mailed from cities or small towns in the United States, as well as
from foreign countries. Be especially wary of letters that are mailed to titles -- Chairman, President,
Manager, Security Officer, etc. – rather than directly to named individuals.
If you suspect a parcel contains a letter bomb:
      Clear everyone out of the immediate area; establish at least a 25 foot radius around the package.
      Notify the police at 911 and Building Management at 845.357.0821.
      DO NOT HANDLE IT UNDER ANY CIRCUMSTANCES.
      DO NOT ATTEMPT TO DEACTIVATE IT YOURSELF.
                             Click here to download a Bomb Threat Report Form
            Emergency Procedures: Civil Disturbance



Should a riot or civil disturbance start outside the Building, Building Management will immediately lock all
entrances to the building. The police will be notified, and we will keep you informed.
If a disturbance should occur in the main lobby, all elevators will be turned off at the first floor and the police
will be summoned.
           Emergency Procedures: Toxic & Biohazardous Materials



If there is a toxic or biohazard spill or exposure, proceed immediately to an area where you are no longer
exposed. Call 9-1-1. Provide the building’s address, your floor and phone number, and also what type of
spill has occurred. Take appropriate action to contain the hazard; close doors behind you, and always
follow all safety procedures when working with toxic materials. Please call Building Management once you
are safely away from the spill or exposure.
          Emergency Procedures: Disaster Preparedness



Keep a disaster preparedness kit on hand. Include the following:
     Food and water – at minimum, a 3 day supply (a 7 day supply is ideal)
     First Aid kit and First Aid manual
     Large and small heavy-duty plastic bags, duct tape and scissors
     Extra prescriptions and eyewear
     Heavy-duty shoes and gloves
     Extra clothing, and a whistle
     Rescue tools
     Portable TV and/or radio with extra batteries
     Flashlights and extra batteries
     Cash (ATMs and credit cards may not work)
     Emergency Phone List, including family at work, school, daycare, etc.
     Long-distance message check-in phone number
     Cell phone
           Emergency Procedures: Pandemic Preparedness



What you Need to Know
An influenza (flu) pandemic is a worldwide outbreak of flu disease that occurs when a new type of influenza
virus appears that people have not been exposed to before (or have not been exposed to in a long time).
The pandemic virus can cause serious illness because people do not have immunity to the new virus.
Pandemics are different from seasonal outbreaks of influenza that we see every year. Seasonal influenza is
caused by influenza virus types to which people have already been exposed. Its impact on society is less
severe than a pandemic, and influenza vaccines (flu shots and nasal-spray vaccine) are available to help
prevent widespread illness from seasonal flu.
Influenza pandemics are different from many of the other major public health and health care threats facing
our country and the world. A pandemic will last much longer than most flu outbreaks and may include
"waves" of influenza activity that last 6-8 weeks separated by months. The number of health care workers
and first responders able to work may be reduced. Public health officials will not know how severe a
pandemic will be until it begins.

Importance and Benefits of Being Prepared
      The effects of a pandemic can be lessened if you prepare ahead of time. Preparing for a disaster will
      help bring peace of mind and confidence to deal with a pandemic.
      When a pandemic starts, everyone around the world could be at risk. The United States has been
      working closely with other countries and the World Health Organization (WHO) to strengthen systems
      to detect outbreaks of influenza that might cause a pandemic.
      A pandemic would touch every aspect of society, so every part of society must begin to prepare. All
      have roles in the event of a pandemic. Federal, state, tribal, and local governments are developing,
      improving, and testing their plans for an influenza pandemic. Businesses, schools, universities, and
      other faith-based and community organizations are also preparing plans.
      As you begin your individual or family planning, you may want to review your state's planning efforts
      and those of your local public health and emergency preparedness officials. State plans and other
      planning information can be found at www.pandemicflu.gov/plan/checklists.html.
      The Department of Health and Human Services (HHS) and other federal agencies are providing
      funding, advice, and other support to your state. The federal government will provide up-to-date
      information and guidance to the public if an influenza pandemic unfolds.

Pandemic Flu Resources
There are many publicly available resources in place to help communities, companies, and individuals plan
for a possible pandemic flu outbreak. A few of the most useful sites are linked below:
There are many publicly available resources in place to help communities, companies, and individuals plan
for a possible pandemic flu outbreak. A few of the most useful sites are linked below:
      www.pandemicflu.gov
      This is the official U.S. Government site for information on pandemic and avian influenza. The
      material on this site is organized by topic for easy reference.
      www.cdc.gov
      The Center for Disease Control website is another primary source of information on pandemic
      influenza.
The resources above will provide a lot of information, but we also encourage you to:
      Listen to local and national radio
      Watch news reports on television
      Read your newspaper and other sources of printed and Web-based information
      Look for information on your local and state government Web sites
      Consider talking to your local health care providers and public health officials.
            Emergency Procedures: Homeland Security



Cambridge recommends that each tenant have an emergency action plan in place to help their employees
prepare for and react quickly to a regional emergency, including terrorist attacks. Click on the links below to
access a variety of resources that aid in preparing for a regional emergency.
Texas Department of Public Safety
http://www.txdps.state.tx.us/dem/pages/index.htm
Dallas Office of Emergency Management
http://www.dallascityhall.com/html/oem_about_us.html
Department of Homeland Security
http://www.dhs.gov/dhspublic
Federal Emergency Management Association
http://fema.gov
American Red Cross
http://www.redcross.org
Center for Diseases Control and Prevention Emergency Preparedness and Response
http://www.bt.cdc.gov

Local media outlets will provide important information during an emergency situation.
WNYW Fox 5
http://www.fox5ny.com
WNET 13
http://www.wnet.org
WCBS 2
http://www.cbsnewyork.com
WPIX 11
http://www.wpix.com
WABC 7
http://www.wabc.com
WNBC 4
http://www.wnbc.com
WLIW 21
http://www.wliw.org
           Emergency Procedures: Emergency Contacts



All Emergencies                 911
Building Management Office      845.357.0821
                                845.367.1850 or
After Hours Emergencies         845.216.9234 or
                                845.368.5000, Ext. 6218
Fire Department (non Emergency) 845.357.6066
Police Department (non          845.357.2300
Emergency)

Important notes
If you call 9-1-1 as a result of a medical emergency, please be sure also to notify building management with
your name, callback number, and location so that security may swiftly guide the paramedics to your exact
location.
If the audible alarm within the building sounds, please do not call the Management Office, unless you have
something specific to report. Building Management is aware of the noise, as well as the source of the
alarm, whether it’s false or a legitimate emergency. Please keep the telephone lines clear so that
Management may to attend to the situation as quickly and efficiently as possible.
Introduction: Welcome

Cambridge is pleased to be the owner and manager of Suffern Medical Pavilion. We look forward to
providing you, your staff, and your patients with top-flight building management service for many years to
come.
Our sole business is development, ownership, leasing, and management of medical facilities. We
understand that medical tenants have specific needs that are unique to the delivery of health care services.
We respect and support your efforts, and we pledge to do our best to make your tenancy hassle-free and to
help make visits to your office pleasant for your patients and their families.
Thank you…we appreciate your tenancy.
Jean-Claude Saada
Chairman & CEO
            Introduction: About Cambridge



Cambridge is a Dallas, Texas-based real estate firm specializing in the development and management of
highly integrated, state-of-the-art healthcare properties. These properties include medical office buildings,
integrated medical facilities, ambulatory surgery centers, diagnostic clinics, physician clinics, and surgical
hospitals.

Our management team’s experience dates to the early 1980’s; spans 22 states; includes 160 individual
healthcare properties and $1.2 billion in facility transactions (developments and acquisitions) for a total of
approximately 8 million square feet, including the team’s experience prior to joining the Company.

We typically develop facility projects in association with large hospital systems. Our management team’s
healthcare-exclusive focus and value placed on longstanding relationships have been important factors in
our success. Past and present clients include some of the leading healthcare systems in the United States
including Texas Health Resources (Dallas, Texas), Bon Secours Health System (Marriottsville, MD), Mercy
Health System (St. Louis, MO), Methodist Healthcare (San Antonio, Texas) and CHRISTUS Health (Clear
Lake, Texas).



In addition to Texas Health Center for Diagnostics & Surgery, a few of our other projects include: Texas
Health Presbyterian Hospital Allen MOB 2 (Allen, TX); Texas Health Harris Methodist Hospital Southlake
(Southlake, TX); Greater Baton Rouge Surgical Hospital and Medical Office Building (Baton Rouge, LA);
Physicians Medical Center of Dallas (Dallas, TX); Physicians Medical Center of San Diego, on the Sharp
Memorial Hospital campus in California; and Suffern Medical Pavilion at Bon Secours Good Samaritan
Hospital located in New York.
             Introduction: Operating Instructions



Navigation
You move through The Electronic Tenant® Handbook just as you would a traditional Internet site. It’s as
simple as pointing and clicking. The main page features a Table of Contents that provides links to each
Chapter. Upon entering a Chapter, you will find links to the specific information provided in that chapter’s
Sub-Sections. You may return to the Table of Contents or Chapter Overview at any time by clicking the
clearly labeled link on every page.
Special Features
This Electronic Tenant® Handbook has special features, such as an Electronic Service Request System
and Search Engine. In order to take advantage of these useful features, you must have Adobe Acrobat
Reader installed on your computer. This software is free and easy to use, and can be obtained by clicking
here.
Updates
The Electronic Tenant® Handbook is updated on a regular basis, so please be sure to periodically check for
updates and new information. In order to keep you abreast of your property’s operations, we have included
a monthly Building Calendar and Announcement Board. Here, you will find information regarding
scheduled maintenance and events taking place at the property. If you are having trouble accessing the
Electronic Tenant® Handbook or need assistance, please e-mail or call Building Management.
           Introduction: Building Directory


add text
           Introduction: Leasing Center


add text
Policies and Procedures: General Rules and Regulations

   1. No birds, animals, reptiles, or any other creatures shall be brought into or about the Building.
   2. Nothing shall be swept or thrown into the corridors, halls, elevator shafts, or stairways.
   3. Tenant shall not make or permit any improper noises in the Building, create a nuisance, or do or
      permit anything which in Landlord's sole judgment, interferes in any way with other tenants or
      persons having business with them.
   4. No equipment of any kind shall be operated on the Leased Premises that could in any way annoy any
      other tenant in the Building without the prior written consent of Landlord.
   5. Tenant shall cooperate with building employees in keeping the Leased Premises neat and clean.
   6. Corridor doors, when not in use, shall be kept closed.
   7. No bicycles or similar vehicles will be allowed in the Building.
   8. Tenant will refer all contractors, contractor representatives, and installation technicians rendering any
      service on or to the Leased Premises for Tenant to Landlord, for Landlord's approval and supervision
      for performance of any contractual service. This provision shall apply to all work performed in the
      Building, including installation of telephones, telegraph equipment, electrical devices, and attachments
      and installations of any nature affecting floors, walls, woodwork, trim, windows, ceiling, equipment, or
      any other physical portion of the Building.

   9. No nails, hooks, or screws shall be driven into or inserted in any part of the Building except by
      building maintenance personnel.
  10. Sidewalks, doorways, vestibules, halls, stairways, and similar areas shall not be obstructed by Tenant
      or its officers, agents, servants, and employees, or used for any purpose other than ingress and
      egress to and from the Leased Premises, or for going from one part of the Building to another part of
      the Building. No furniture shall be placed in front of the Building, or in any lobby or corridor without
      written consent of Landlord.
  11. Tenant, its employees, or agents, or anyone else who desires to enter the Building after normal
      working hours, will be required to sign in upon entry and sign out upon leaving, giving the location
      during their stay and their time of arrival and departure. The Building will normally be open for
      business from 7:00 a.m. until 7:00 p.m. daily and 8:00 a.m. until 1:00 p.m. on Saturdays, closed
      Sundays and Holidays.
  12. All deliveries must be made via the service entrance and service elevator, when provided, during
      normal working hours or at such times as Landlord may determine. Prior approval must be obtained
      from Landlord for all deliveries that must be received after normal working hours.
  13. Landlord or its agents or employees shall have the right to enter the Leased Premises to examine the
      same or to make such repairs, alterations, or additions as Landlord shall deem necessary for the
      safety, preservation, or improvement of the Building.
  14. Landlord has the right to evacuate the Building in the event of an emergency or catastrophe.

  15. Tenant shall not do anything, or permit anything to be done, in or about the Building, or bring to keep
      anything therein, that will in any way increase the possibility of fire or other casualty, or do anything in
      conflict with the valid laws, rules, or regulations of any governmental authority.
  16. Tenant shall notify the Building manager when safes or other equipment are to be taken into or out of
      the Building. Moving of such items shall be done under the supervision of the Building manager, after
      receiving written permission from him.
  17. Landlord shall have the power to prescribe the weight and position of safes or other heavy equipment,
      which may overstress any portion of the floor. All damage done to the Building by improper placing of
      heavy items, which overstress the floor will be repaired at the sole expense of Tenant.
  18. No food shall be distributed from Tenant's office without the prior written approval of the Building
      manager.
  19. No additional locks shall be placed upon any doors without the prior written consent of Landlord.
      Landlord shall furnish all necessary keys, and the same shall be surrendered upon termination of this
      Lease, and Tenant shall then give Landlord or his agent an explanation of the combination of all locks
      on the doors and vaults.
  20. Tenant shall comply with parking rules and regulations as may be posted and distributed from time to
      time.

  21. Plumbing and appliances shall be used only for the purposes for which constructed, and no
      sweeping, rubbish, rags, or other unsuitable material shall be thrown or placed therein. Tenant shall
      pay any stoppage or damage resulting to any such fixtures or appliances resulting from misuse on
      the part of Tenant or Tenant's officers, agents, servants, and employees.
  22. No signs, posters, advertisements, or notices shall be painted or affixed on any of the windows or
    doors or other parts of the Building, except in such color, size, and style, and in such places, as shall
    be first approved in writing by Landlord. There shall be no obligation or duty of Landlord to give such
    approval. A sign writer, approved by Landlord, will prepare building standard suite identification
    signs. Tenant will pay the cost of the Building standard sign. Landlord shall have the right to remove
    all unapproved signs without notice to Tenant, at the expense of Tenant. Landlord will place
    directories at Landlord's own expense, in conspicuous places in the Building. No other directories
    shall be permitted.
23. No portion of the Building shall be used for lodging rooms or any immoral or unlawful purposes.
24. Tenant will not place vending machines or dispensing machines of any kind in the Leased Premises
    unless prior written approval has been obtained from Landlord.
25. Prior written approval, which shall be at Landlord's sole discretion, must be obtained for installation of
    any solar screen material, window shades, blinds, drapes, awnings, window ventilators, or other
    similar equipment and any window treatment of any kind whatsoever. Landlord will control all internal
    lighting that may be visible from the exterior of the Building and shall have the right to change any
    unapproved lighting, without notice to Tenant, at Tenant's expense.

26. Landlord reserves the right to rescind any of these rules and make such other future rules and
    regulations as in the judgment of Landlord shall from time to time be needed for the safety, protection,
    care, and cleanliness of the Building, the operation thereof, the preservation of good order therein,
    and the protection and comfort of its tenants, their agents, employees, and invitees, which rules when
    made and notice thereof given to Tenant, shall be binding upon Tenant in like manner as if originally
    herein prescribed.
27. Tenant shall at all times keep a chair pad under every chair which has rollers and is located in a
    carpeted area.
            Policies and Procedures: Insurance Requirements



Personal Property:
Tenant is responsible for insuring all personal property, including but not limited to, furniture, office and
medical equipment, and the delivery thereof. This is especially important when moving to or relocating
within a building in case of loss or damage to the equipment and/or building during the move.
General:
Prior to the Commencement Date and continuing throughout the term of the lease, Tenant shall obtain and
maintain insurance coverage, and deliver to owner or manager certificates of insurance in the following
minimum amounts and containing the following provisions:
      “All risks” coverage insurance, subject to standard policy exclusions on all of Tenant’s personal
      property located at the Leased Premises in an amount not less than the full replacement cost thereof;
      Commercial general liability insurance against claims for personal injury, death, and property damage
      occurring in or about the Leased Premises, such insurance to afford protection to the limits of (i)
      $1,000,000 per occurrence and (ii) $2,000,000 annual aggregate;
      Medical malpractice insurance in amounts not less than $200,000 per occurrence, on an occurrence
      basis;
      Provide that the policy will not be cancelled or reduced in value except a reduction in policy aggregate
      due to incurred claims, without 30 days’ prior written notice to Landlord,
      Be primary coverage, so that any insurance coverage obtained by Landlord shall be in excess
      thereto, and
      Issued by insurer(s) rated “A” or better by A.M. Best.

The policy shall also contain an Additional Insured Endorsement covering the following:
    1. Cambridge-Suffern, LLC
    2. Cambridge Healthcare Management, Inc.
The Certificate Holder shall be shown as:
Cambridge Healthcare Management, Inc., as agent for
Cambridge-Suffern, LLC
ATTN: Asset Management
1717 Main Street, 59th Floor
Dallas, TX 75201
Please contact Building Management with any questions regarding these insurance requirements.
                    Click here to download a copy of the Tenant Insurance Requirements
           Policies and Procedures: Moving Policy



Move-In Checklist
Moving your business location is a time-consuming task. Planning ahead helps ensure a smooth transition.
Below are several important items to consider while planning and implementing your move. We hope that
this list will help. Click here to download a Move-In Checklist
MOVING COMPANY
      Obtain estimates from professional moving companies
      Moving company must supply Building Management with a Certificate of Insurance
      This must be done prior to move
      Contact Building Management for insurance requirements
      Schedule move-in date and time with both movers and Building Management
TELECOMMUNICATIONS (Phone System, Phone Service, Internet Service)
      Determine needs
      Schedule cut-offs
      New hookups/installations
      Internet access
      Servers
      Data cabling & data drops

CABLE/SATELLITE SERVICE
      The building will be set up for cable or satellite service. It can be installed in your suite for an
      additional charge.
      Determine needs
      Television in office (i.e. waiting rooms, patient rooms, break rooms)
LOBBY MUSIC
      Determine needs
      Music in waiting rooms?
OFFICE EQUIPMENT
      Determine needs for any new equipment
      Check with all equipment vendors
      Several vendors require moving the equipment themselves as required by equipment lease or to
      prevent voiding the warranty

FURNITURE
      Determine needs for any new office furniture
      Designate floor plans for placement of furniture in new location
      Providing these to the movers will help make the move go more smoothly
BIO-HAZARD WASTE REMOVAL
      Arrange for service at new address (this is Tenant responsibility per lease)
      Discontinue current service
COFFEE/WATER SERVICE
      Determine needs at new location
      If currently leasing any equipment, check with vendor(s)
      Vendor may require that they move equipment

OFFICE PLANTS/MAINTENANCE
    Determine needs at new location
LOCKS/KEYS
    Exterior doors – a certain amount of keys will be provided to your suite per the lease
    Contact Building Management if additional keys are needed
INTERIOR SIGNAGE
    Need to move any interior signage from current location to the new location?
    NOTE: Exterior signage and directory are determined by Landlord
    Need signs inside your suite?
    See ADA Requirements

ART & OFFICE DÉCOR
    Determine needs
NOTIFICATION OF NEW ADDRESS
    Change of address forms with Post Office; have mail forwarded
    Yellow Pages
    Vendors
    Patients
    Subscriptions
    Professional organizations
    Order new letterhead, envelopes, & business cards
    Update website, brochures etc. as necessary
ACCESS CARDS/ KEYS/ MAILBOX ASSIGNMENT
    Coordinate with Building Management to obtain building access cards & keys for all employees, along
    with mailbox assignment and key

INSURANCE
    Make sure all personal property is fully insured
    These items are not covered by Landlord’s policy
    Revise additional insured information to reflect new Landlord
    See Building Management for additional information; also refer to lease
           Policies and Procedures: Smoking



Suffern Medical Pavilion maintains a no smoking policy throughout the building, including all common areas,
the lobby, restrooms, stairwells, and elevators. Please do not smoke at building entrances.
           Policies and Procedures: Tenant Alterations



All alterations must be approved by Landlord in writing prior to construction. All work done by tenant or
tenant’s contractors in connection with any improvements or alterations will be completed in a good and
workmanlike manner and in compliance with all building and zoning laws, and with all other laws,
ordinances, rules and requirements of any Federal, state or municipal government or agency. The
contractor performing the work must have the proper insurance coverages.
Please refer to your lease or contact Building Management for further information.
                    Click here to download Vendor/Contractor Insurance Requirements
          The Neighborhood: Affiliated Hospitals




Good Samaritan Hospital
255 Lafayette Avenue
Suffern, NY 10901
845.368.5000

								
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