Policy Manual sample

MDT Home Health Care Agency, Inc. Medicare/Medicaid certified programs are required tomaintain financial records for at least five years after the last audited cost report. Other financial records are retained as follows: Records Years Accounts Payable and Receivable 5 Ledgers and Schedules 5 Bank Reconciliations 2 Checks 5 Notes and Leases (expired) 5 Depreciation Schedules Permanently Insurance Policies 3 Notes Receivable Ledgers 5 Petty Cash Vouchers 3 Purchase Orders 3 (Purchasing Department’s Copy) 3 Sales Records 5 Tax Returns Permanently Withholding Tax Statements 5 Storage: Will be safe stored in a locked file cabinet within Administration 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. BOARD OF DIRECTORS’ MINUTES AND RECORDS The agency’s Board of Directors’ committee decisions and work are contained in their respective minutes. These minutes and supporting data are retained according to state regulations (at least 5 years). Stored in a locked cabinet in the Administrator Office. OTHER DOCUMENTS 1. Contracts that the agency has with other organizations or individuals are retained until the close of a Medicare audit or for five (5) years after the close of the fiscal year. 2. Agency internal minutes of meetings are retained for five (5) years after the end of the fiscal year. 3. Routine/general correspondence is retained for two (2) years. CONFIDENTIALITY · All information within the agency is considered confidential and is treated as such. Agency information is to be discussed within the work setting only. · All documents are processed, stored and destroyed as confidential information. · Records and documents are kept in secure areas with access limited to agency personnel or appropriate outside regulatory agencies. Home Health Agency Policies A-114