The Handbook

Our mission 🔗

Our mission is to accelerate progress in the medical device industry by

with the ultimate purpose of improving patient health.

We do so while providing meaningful, flexible, and financially rewarding careers to our team.

Intended audience 🔗

This handbook describes how we develop great software while maintaining meaningful, flexible, and financially rewarding careers. We wrote it for a few different audiences.

This handbook is hosted in a git repository. If you have a question that you wish the handbook answered, let us know. Please make a suggestion in #general if you’re a team member, or email us. Team members can also submit pull requests with proposed changes.

Please note that links to the GitHub repository, Slack, and Notion are only accessible to Innolitics employees.

Our values 🔗

Our values guide our work. They are a starting point for conversation, although we recognize they can be in tension with one another. Our company values are to:

Pursue a deep understanding 🔗

Continue learning 🔗

Do quality work 🔗

Treat our clients ethically 🔗

Keep patients and users in mind 🔗

Integrate the business context 🔗

Communicate clearly 🔗

Be responsible for our work 🔗

Be pleasant to work with 🔗

Respect the autonomy of fellow team members 🔗

Make the world better 🔗

Enjoy our work, and relax 🔗

How we refine and enact our values 🔗

We suspect most of these values are not controversial. Still, if you disagree with any of them, or if you would like us to add or modify any of them, please initiate a discussion! Here are a few examples of how our values have changed over time:

Most importantly, if you feel we aren’t following our values, say something! It’s essential that you say what you think. For example, several months after adding our commitment to contribute to open source software, we still hadn’t done so. Someone brought this up, and in response we set up our open source contribution page.

Medical device software services 🔗

We love developing medical device software. Our work helps doctors diagnose and treat clinical patients and assists researchers in making breakthroughs in the lab. We believe that software has the potential to transform the medical device industry, and we’re excited to be front and center in this transformation.

Medical device software is a specialized field, so we don’t expect everyone who joins our team to have a strong background in it. Many of our projects have challenges that aren’t unique to the medical device industry. That being said, you do need to be interested in medical devices and have a desire to learn more to be a successful part of our software team.

Very occasionally we accept projects that are outside of the medical device domain if there is a strategic business reason to do so.

Our team 🔗

We’re a small team of fifteen full-time members as of August 2022. We plan on substantially growing the company over the next few years.

Working on a small team means we have relatively little structure and more personal responsibility. As an early member of our team, you’ll have the opportunity to grow with the company and influence how it develops.

We are fully distributed 🔗

We are a fully distributed company. We don’t have a central office, and most of our communication occurs in Slack, video calls, and email.

A fully distributed company encourages everyone to focus on their value-add instead of hours worked; value-add is more visible than extended hours in a distributed setting.

It’s more difficult to develop strong relationships with a distributed team because we can’t grab a beer after work or chat in person. There are a few ways we alleviate this. The first is via conversations on #random. Next are our 10x discussions about various medical device and programming topics. Finally, we have retreats once a year. More about these last two items in a bit.

Project structure 🔗

We work on projects of varying sizes. Our typical engagement lasts about a year, although we’ve been working with a few for several years. Typically, you’ll be assigned to a single project at a time.

Each project has a project lead who is ultimately responsible for its success. This person’s responsibilities include:

We usually have client progress meetings on Mondays, with additional meetings as necessary in any given week.

10x Time 🔗

On the first Wednesday of each month we have company-wide announcements and a few teams present a demo of their work.

On other Wednesdays we hold a group discussion from 3:00 – 5:00 PM CT. Each week there’s a “10x Archon” who decides on the format and guides the discussion. Often we’ll discuss an article, video, or book chapter. We try to pick topics that are fun, interesting, and will make us better developers. You can see a list of our previous discussions here.

If you don’t want to spend your 10x time in the group discussions, you can also spend the time on independent learning. All team members receive a budget for learning time, which we refer to as 10x time. Thus budget resets at the end of each month.

See the 10x Time SOP for full details.

Innolitics library 🔗

When you join Innolitics, you will be given access to the Innolitics Library. It includes a variety of articles, standards, and books about medical device regulations, DICOM, and other topics.

Writing articles 🔗

In addition to 10x time, another great way to continue learning and growing is to write articles for our website.

See our article writing SOP for details about the process.

Retreats 🔗

Meant for Innolitics employees only, we meet once each year to have some fun and get face time with one another. Each retreat usually begins Thursday afternoon and ends Saturday afternoon, with the destination usually changing. The company covers your travel, housing, and food. We discuss the dates and destinations in the #retreat channel to ensure the retreat does not conflict with anyone’s schedule. People often delay their flight back and make a long weekend or vacation out of the trip.

Unless there is a very good reason (and please let us know as soon as possible), everyone is expected to attend each retreat.

You can view (and upload) photos from previous company retreats and events here. Please do not share these photos on social media.

Travel 🔗

We usually work in a distributed environment. However, sometimes our client work also requires us to travel for kickoff or design meetings. Usually these sessions are short (just a few days), with such meetings being rare. We expect every team member to be able to travel from time to time within the US.

Reimbursements 🔗

We reimburse for travel, food, transportation, and accommodation expenses.

If you care for a dependent (e.g., child, elderly person, person with a disability), and have to pay for care while you are on a company trip, we will reimburse up to $100 a day for the cost of care.

See our Reimbursements SOP for details about requesting reimbursements.

Moving 🔗

Part of our mission is to provide flexible working conditions for everyone on our team. This includes the flexibility to move without changing jobs.

If you move within the same state, please be sure to update your address in Gusto.

If you’re considering moving to another state, please discuss this with a partner at least two months in advance. Due to complicated labor laws and tax implications that vary by state, we can’t guarantee we can support every move. The chances are high that we can, and we’ll try hard to make it work one way or another, but the earlier you discuss your proposed move, the better.

Also, be sure where you’re moving has good internet options; since we work remotely, it’s your responsibility to ensure you have reliable internet. Ideally you’ll have two providers to choose from.

Flexible schedules 🔗

One of the perks of working on a distributed team is enjoying a flexible work schedule. Because of this, sometimes we’ll take off during the week but then make it up over the weekend or in the evenings. Also, sometimes it’s convenient to work on a holiday and instead to take off another day. Some people like sleeping in really late and working in the evenings. Other people like working four 10-hour days instead of five 8-hour days.

While we value having a flexible work schedule, this doesn’t mean we can work anytime we wish.

Work and development environment 🔗

Once again, although we value flexibility, we do require everyone to have a mostly distraction-free work space with fast internet. It is important to be able to take unscheduled calls with team members. This requirement is somewhat gray, so here are a few examples:

Many of our projects can be worked on using any operating system and using your computer of choice. However, some projects require specific operating systems (e.g., Windows), and others may even require us to work on a corporate laptop provided by their IT department and to follow their best practices. Other projects require some small medical equipment. In all cases we will purchase any required equipment, but be aware that your workspace might need space for an additional equipment.

Performance reviews 🔗

Innolitics has mid-year and end-of-year reviews.

When you join our team, we’ll set up a private Notion page, your “Home Page,” that is only visible to partners and you. This document will record notes from your reviews and any one-on-one meetings. See the Performance Review SOP for details about the procedure.

Performance improvement 🔗

We provide prompt feedback when there are performance shortfalls. Timely feedback ensures no one has to wonder if they are performing well, and problems can be addressed before they grow.

If your performance is insufficient for your position for a sustained period of time, such that you are in danger of losing your job due to the shortfall, you will be informed as soon as this becomes apparent. As part of this conversation, we will work with you to develop specific and measurable improvement goals and a realistic timeline for meeting them. We note that some performance shortfalls require a more subjective evaluation of improvement. In these cases, specific and measurable goals may not be possible, but we will be explicit about our expectations wherever possible.

Coding best practices 🔗

Please read through our Coding Philosophy and Best Practices.

Information security 🔗

Our information security policy is on a separate page.

Communication tools 🔗

Email 🔗

Email is best for non-urgent communication that requires a formal or well thought-out response.

Our preferred email signature is:

First Last
Job Title
Innolitics

Our preferred email signature when communicating with possible sales leads is:

First Last
Job Title
Innolitics
Medical Device Software Engineering & Regulatory

Because we use Gmail, custom variations of your email can be made by prefixing an arbitrary string with a “+” character and inserting that before the “@” character. Incoming email to that address will be received along with the rest of your email where it can have filter rules applied for organization or workflow purposes. For example: aperson+appadmin@innolitics.com

Slack 🔗

Slack is best for most everyday communication. Here are some rules of thumb for its use:

You can set your Slack theme to Innolitics colors by copying and pasting:

#2D4087,#3073B5,#F04F22,#FFFFFF,#3073B5,#FFFFFF,#F04F22,#1AB26B

into your slackbot chat channel!

Slack notifications 🔗

In a distributed working environment, a Slack mention is the equivalent to walking over to someone’s desk and tapping on their shoulder. The impetus is on everyone to not overuse mentions as they can be disruptive. But when someone does mention you, you’re at your desk and not participating in a call, try to respond quickly! The best way to do so is to use Slack desktop notifications (and audible notifications, if necessary).

To avoid being inundated with notifications, we suggest configuring Slack preferences to only notify you about Direct messages, mentions & keywords. You can set this from your Slack preferences. This article has more details. If you have any channels where you want to be notified of all messages (e.g. a client’s channel), use the channel-specific notification preferences to turn them on for Every new message.

If you need a solid block of time free from interruptions to focus on a technical problem, we suggest setting your status to indicate as such. You might use the robot icon for this (e.g., /status :robot_face: head down coding).

Video communication 🔗

We use Zoom for our most of our video calls; we use Slack as a backup.

If someone asks you if you want to jump on a call, by convention you should respond simply by starting the call.

If you schedule a Zoom call with a client, ask for a Zoom link (if this happens frequently, we can give you a Zoom account).

When on a video client call with a client, please follow some etiquette:

External communication 🔗

Quality technical work does not equal quality service.

While our clients care about the technical quality of our work, it’s often the level of service we provide that makes them enjoy working with us.

Clients really appreciate clear and prompt communication. Respond to their emails promptly during the business week, even if it’s only to say that you’ll respond in full as you’re able to do so. By promptly, we mean responding to clients is more important than nearly anything else you may be doing. It’s your responsibility to set up your email and Slack notifications so you’re able to do this.

Be sure to read client emails slowly and completely so you’re certain you address each of their questions and concerns. It’s easy to miss important details or comments after the end of a long quotation block. We strongly recommend rereading client emails twice to be sure you caught everything.

When asking questions of clients, first be sure there isn’t a simple way for you to answer each question on your own by asking another Innolitics team member or by searching Google. Our clients’ time is valuable.

Informal writing is sufficient for internal emails. But when emailing clients, please pay extra attention to your grammar and spelling. Never send any email without first rereading it. It’s all too easy to leave out a word here or there, or to use an incorrect word (e.g., affect when you mean effect). This website provides many common errors, some of which we see every day (e.g., it’s is a contraction meaning “it is,” whereas its is the possessive form of “it”). Such an error reflects poorly on the entire company; recipients may wonder about the diligence we take in working on their projects when they read anything from us that contains such mistakes.

We highly recommend using a tool such as Grammarly to double-check your writing. Let us know and we’ll set up an account for you to use.

Consider the tone of your outbound emails. Because no one can see your facial expression or body language, too often a given phrase—such as one that may possibly be interpreted as being harsh or condescending—might cause an undesired reaction from your recipient. This is why emoticons (a.k.a., emoji) were created; use them judiciously (but sparingly) to add clarity.

Timezones and weeks 🔗

It’s usually best to include a time zone when indicating times. That said, assume that times are Central time (CT) in the absence of a specific time zone.

Do not specify standard or daylight time. Too many times someone might cite CST when daylight time is in effect. In that event CDT would be technically correct, but referring to the always-correct CT is adequate—recipients will know when daylight savings time is in effect. (Note that some places, such as Arizona, never adjust for daylight savings time. In relation to the rest of the US, part of the year the state is on Mountain time, the remainder it’s on Pacific time.)

Our business week starts on Monday and ends on Sunday. Week numbers follow the ISO8601 standard, which can be different from the Gregorian calendar. Keep these standards in mind when reporting billable hours.

Standups 🔗

To retain flexible work schedules, we do not have a morning stand-up meeting unless a client requests one. Instead, we post our progress and plan for the day in the Slack #standup channel. See Notion SOP for details about the format.

Paid time off (PTO) is used for vacation and sick time. Members typically receive two weeks of PTO during their first year, three weeks for year two and three, and four weeks per year thereafter.

See the Paid Time Off SOP for details about how to request PTO.

Most importantly, when you go on vacation we would love if you share photos or a short video in #vacation-pics 😜.

Holidays 🔗

Our standard company holidays are:

If holidays fall on a weekend we usually observe them on the closest weekday. See the Gusto company calendar for the precise holiday schedule.

Everyone may exchange two standard holidays for holidays of their choice. These holidays are chosen during on-boarding, and are thus fixed. Note that our standard holiday schedule is what is shown in Gusto. Thus, you’ll need to adapt your schedule accordingly. You may also have your floating holiday listed here in the handbook:

Payments and compensation 🔗

We run payroll every two weeks using Gusto. The last payroll of the year includes any annual bonuses.

Time tracking 🔗

We bill most of our clients by the hour, so you’ll need to track your time. We use Harvest to do this.

See the Time-Tracking SOP for details about this procedure.

Equipment, internet, and learning reimbursements 🔗

New hires may either opt to buy a new laptop when they join or to take an extra $1000 in equipment reimbursement when they join. Note that for Junior Engineers in particular we’ll usually require that you buy a MacBook Pro. Windows is difficult for us to support since most of us use macOS, and Linux has its own challenges. More senior engineers can use whatever type of computer they’re most productive on.

We reimburse:

We’ll need receipts for one internet bill each year and for any reimbursable equipment expenses. If you have multiple providers, each less than $100, send receipts for both, and we’ll reimburse you up to the maximum.

The equipment expense reimbursement renews on January 1 each year. Unspent reimbursement rolls over to the next year. New employees receive full credit for the year in which they join but cannot receive reimbursement until they have been employed by Innolitics for at least 30 calendar days. The reimbursement program began in 2019. Should you leave Innolitics, you can keep the gear purchased using the equipment reimbursement.

We’ll reimburse the cost of learning material (e.g., books or courses).

Retirement savings 🔗

We have a 401(k) plan that allows for traditional and Roth contributions. We provide an automatic 3% of your salary to the plan whether or not you choose to invest. Our 401(k) plan provider is Guideline, and it has many low-fee mutual funds available. You become eligible to contribute to the plan after six months of employment.

Health insurance 🔗

We offer health insurance to all full-time employees on our team. Our carrier is Blue Cross and Blue Shield of Texas, and we provide the following plans:

Innolitics will pay $1,196/year of the cost of health insurance, regardless of which plan you choose. If you opt out our company health insurance, we will provide a recurring reimbursement of an equivalent amount. The amount that we reimburse for health insurance will change from year to year, although we do not expect that it will change substantially.

Innolitics employees may contact Gusto’s Benefits Care team at benefits@gusto.com or (800) 683-8526 for questions about our insurance.

Sabbatical 🔗

An aspect of our mission is to provide flexible careers for everyone on our team. We are tentatively offering the option for everyone to take unpaid sabbaticals. This benefit is tentative because we don’t yet know how this policy will work in practice.

Your manager will need to approve any sabbatical. Factors we will consider include:

If you’re considering taking a sabbatical, advise us as early as possible so we can better plan. As we better understand the implications of the policy, we’ll likely add more structure to it. There is also a chance we decide we have to remove it.

Part-time leave 🔗

You’re entitled to take part-time leave if you’ve worked for Innolitics for a year or longer. During part-time leave you work half a normal workload; your compensation accrues at half its normal rate. On an annual basis, part-time leave is limited to one contiguous block of time ranging from two weeks to three months. To the degree possible, please communicate your part-time leave plans with your manager beforehand so we can adjust client workloads appropriately.

Parental leave 🔗

We offer up to two weeks of fully-paid leave to non-birthing parents (i.e., fathers and adoptive parents) and up to four weeks of fully-paid leave to birthing mothers. Parental leave is only available for full-time employees.

Depending on the project you’re on, you may be able to divide your time off into separate chunks or work part-time for twice as many weeks. Please discuss your plans with your manager beforehand.

Parental leave accrues linearly starting from when you join Innolitics or when you last returned from parental leave. Here are a few examples:

If you live somewhere that offers a government-sponsored paid family leave program, we’ll contribute the difference between what the plan offers and what we offer for as many weeks as you’re eligible through our plan. For example, if you’re eligible for two weeks as part of our parental leave but your state offers six weeks at 2/3 your salary, we’ll cover the additional 1/3 of your salary for the first two of the six weeks.

Open source contributions 🔗

Each quarter we donate $500 to an open source project. We decide which project through discussions with everyone in the company. You can see previous projects we have donated to here.

Labor law posters 🔗

We don’t have physical offices where we can hang labor law posters, so we store them in a Notion database. Please review the federal, state, and local posters that apply to you; ask if you have any questions.

This handbook is intended to provide a general overview of Innolitics’ policies and procedures. Nothing contained within it is to be interpreted as a contract, whether expressed or implied.

We may revise, suspend, revoke, terminate, change, or remove any of the policies or procedures of the company, whether outlined in this handbook or elsewhere, in whole or in part, with or without notice at any time, and at Innolitics’ sole discretion.