Policy Manual sample

MDT Home Health Care Agency, Inc. PROTECTION, STORAGE AND RETENTION OF AGENCY DOCUMENTS PURPOSE: To safeguard agency documents against loss or unauthorized use. To delineate a length of time for retention and a destruction process. POLICY: · The agency is responsible for safeguarding a variety of administrative and financial documents. · All active hard copy documents are hosed in secure areas under the control of appropriate agency staff. These documents reflect the business of the agency and are an integral part of the support system used to accomplish the work of the agency. · Closed or inactive records will be stored off site in a secured location following State regulations for storage. The President will be responsible for transfer and storage of any inactive records that are six (6) months old or greater. Inactive records will be maintained in files according to the year the patient became inactive (i.e. a patient admitted in 2016 but discharged from service in 2017 will be stored in the 2017 files). PROCEDURE: PERSONNEL RECORDS Each staff member employed by the agency has a personnel record that contains the application for employment, background/reference checks, other employment documents, salary information, performance notes, and evaluations. Information in the personnel records is considered confidential and release of information is closely controlled. A properly completed and signed authorization is required for release of information. Storage: Will be safe stored in a locked file cabinet within Human Resources Department, we will guarantee the confidentiality of the records. If the Agency cease to operate will be stored in a safeguarded storage facility to assure from loss or unauthorized use, following confidentiality regulations. The complete personnel record is kept on file for three (3) years after termination of an employee. Reports of accidents and related claims are maintained for sever (5) years. Occupational exposure records shall be maintained for the time of employment plus thirty (30) years. FINANCIAL DOCUMENTS Financial information relating to direct patient care services ismaintained for five (5) years after discharge from services. Other financial data relating to independent audit and cost reports are retained according to state and federal regulatory requirements (5 years). Audit reports are retained permanently. Payroll data is retained for pension purposes until the employee dies. Other payroll records, time cares, and summaries are maintained for five (5) years. Home Health Agency Policies A-113