SAMPLE POLICY WORK

• Facilitating seamless communication across all departments and supporting client care continuity. • Meeting all regulatory, compliance, and audit requirements by maintaining detailed, accessible, and verifiable documentation. • Providing a historical record that allows for trend analysis, quality assurance, and research-driven improvements. • Protecting the confidentiality and privacy of both clients and employees in accordance with HIPAA and other data protection laws. • Establishing clear protocols for the creation, storage, retrieval, retention, and eventual destruction of records in a systematic and secure manner.

Objectives

The key objectives of our record keeping policy are:

• To maintain complete and up-to-date records in various categories including individual client files, service documentation, financial records, and personnel records. • To establish strict record retention schedules that comply with all legal and regulatory requirements. • To enforce rigorous confidentiality and data security measures that protect sensitive client and employee information. • To define clear roles and responsibilities for creating, maintaining, storing, retrieving, and disposing of records to ensure accountability and efficiency. • To provide detailed procedural guidance on proper document handling, reporting standards, and regular audits for continuous process improvement. b. Scope This record keeping policy applies to all Simpl Care Services LLC staff at every level — from executive leadership and care service directors to direct support professionals, administrative personnel, technology development staff, and quality assurance teams. It governs every category of records managed by the agency, including: • Individual Client Files: Including assessments, care plans, progress notes, treatment records, and any correspondence relevant to the client’s care. • Service Documentation: Covering progress notes, service logs, incident reports, and other documentation related to the delivery of person-centered care. • Financial Records: Encompassing billing records, payroll documents, expense reports, and financial audits that support accountability and budgeting. • Personnel Records: Including employee files, training records, performance evaluations, and compliance certifications required to maintain operational and licensing standards. • Operational and Administrative Documents: Such as policies, procedures, meeting minutes, and internal memos. Every record created or maintained by the agency must be handled in accordance with the protocols set forth herein, ensuring that records remain accurate, secure, and readily accessible for authorized audits and reviews.