Policy Manual sample

MDT Home Health Care Agency, Inc. CONTINGENCY PLAN (Due to Emergency/Disaster Situations) Policy: In the event of a community emergency/disaster situation, were our Agency must cease to operate, patients of this agency will be transferred temporary to a backup contracted Agency or to another agency of their choice, until our Agency can reinstate its operations. If patients have no choice a list will be provided to them and/or agency closest to their residence. Procedure 1. The original clinical record will be placed in storage and kept for five years, or until our service is reinstated. Clinical records shall be maintained for five (5) years, for all adults patients, minors clients records will be retained for a minimum of (5) five years after the age of majority is reached, Client records involved in litigation are retained until after settlement. 2. Copies of the physician's orders and pertinent information will be forwarded to the agency that will resume care of the patient, following HIPAA guidelines. 3. The physician will be notified if the transfer of patients and reasons for the transfer. 4. The patient will be given five working days prior notice (if emergency situations permits) before the transfer and will participate in selecting the transfer agency. 5. The patient' s continuity of care will not be disrupted. 6. In case of an emergency, the patient, the patient’s caregiver, and the physician, will be notified by agency's RN Supervisor, Administrator., The patient involved will be notified of the waiver of the five (5) day notice. 7. The governing body and agency staff, immediately after decision to close agency operations, shall notify: The health Care Licensing Facility Administration, The Center for Medicare/Medicaid Services (CMS), the Accreditation body (if applicable) and the general public by newspaper advertisement. The agency must include in the written notice the reason for the closing, the location of the client records (active and inactive), and the name and the address of the clinical records custodian (following HIPAA guidelines). 8. In the case of Permanently Closure: the agency will mail the initial license or renewal license to the State Administrative Agency at the end of the day that the services were terminated. Home Health Agency Policies A-122