d. Procedural Guidance This section provides step-by-step instructions for ensuring proper implementation and maintenance of agency identification information across Simpl Care Services LLC operations.
1.
Verification and Documentation:
– Step 1: The designated office manager or policy coordinator verifies that the agency’s official name, headquarters address, and Tennessee operating address are correctly listed in all central records. – Step 2: Conduct an annual review of the agency’s official records. This review includes verifying that printed materials, online content, and regulatory submission documents use the accurate and authorized agency identification information.
2.
Internal Communication and Training:
– Step 3: Disseminate the updated Agency Identification information to all staff during periodic training sessions. Include a dedicated module outlining the significance of accurate agency identification for compliance purposes. – Step 4: Provide quick reference guides and digital call-out cards that list the official agency name, addresses, and contact details. These guides should be accessible via the agency’s internal portal.
3.
Change Management:
– Step 5: If any modifications are necessary (e.g., change of headquarters address, updates in contact details), the changes must be submitted in writing to the Policy Coordinator. – Step 6: Upon receipt of the change request, the executive leadership evaluates the implications, enforces regulatory compliance mandates, and authorizes the change. – Step 7: Once approved, the updates are communicated to the Compliance and Regulatory Affairs team and then to all relevant departments. The designated IT Support personnel then update all digital and print formats.
4.
Regulatory and External Communication:
– Step 8: Ensure that all regulatory submissions, including TennCare reports and CAC Waiver documentation, include the correct addresses and contact information. – Step 9: Implement a tracking mechanism to log all changes made to the Agency Identification details. This log must include the date of the change, the rationale, and the approving authority.
5.
Audit and Compliance Monitoring:
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