Policy Manual sample

MDT Home Health Care Agency, Inc. DATA COLLECTIONS AND REVIEW PURPOSE: To identify the process(es) used in the collection and dissemination of information/data. POLICY: · The agency collects various forms of data in a timely and efficient manner. · The agency checks data samples regularly to ensure that data is complete and accurate. PROCEDURE: VISIT DOCUMENTATION A clinical note documenting a home visit (by employee and/or contract staff) will be submitted to the home care agency, accompanied by the daily time sheet for the day the visit was made. The clinical note is due to the agency within 1 week of the date of the visit. ADMISSION DOCUMENTATION The completed admission documentation packet should be submitted to the agency office within 72 hours or three (3) working days of the actual visit. DISCHARGE DOCUMENTATION (See Discharge Planning/Transfer and Continuing Care Needs). TRACKING OF RETURN ORDERS The agency has an established process for tracking verbal orders and plans of care sent to the physician for signature. A designated clerical staff member is responsible for monitoring and date stamping signed orders received by the agency and for contacting the physician’s office when orders are not returned on a timely basis. Clerical staff attempt to secure MD signatures on orders before billing for services as required, but at least within 30 days. REVIEWING PATIENT RECORD FOR COMPLETENESS The Clinical Management Staff and the Manager of Quality Improvement are both responsible for reviewing the clinical records for accuracy, timeliness, and completeness. Incomplete or inaccurate patient records are returned to staff for corrections. Corrections to the clinical record will be made by drawing one line through the incorrect information and initialing entry. REVIEWING PERSONNEL FILES FOR COMPLETENESS The Administrator, in conjunction with Human Resources staff, will monitor the personnel records for completeness. UTILIZATION REVIEW The Utilization Review Committee performs the clinical record review from a sample of active and closed (discharged) records on a quarterly basis to determine whether established policies are followed in furnishing services directly or under contract arrangement. AGGREGATE DATA FOR REPORTING The following data are aggregated on an ongoing basis for reporting to management and/or the Board of Director: Home Health Agency Policies A-99