SAMPLE POLICY WORK

– Maintain, update, and secure the centralized electronic records system that hosts all records. – Implement backup procedures and disaster recovery plans to safeguard digital records. – Provide technical support to resolve issues related to system access, user errors, and data integrity. • Key Actions: – Perform regular system audits and security checks on the record keeping system. – Ensure that all records are accessible to authorized staff and regularly maintain version control logs. – Collaborate with HR and Compliance Teams to develop user-friendly interfaces that facilitate accurate record updates.

Quality Assurance and Compliance Teams • Responsibilities: –

Monitor adherence to record keeping protocols and conduct routine audits to verify accuracy, completeness, and regulatory compliance. – Develop corrective action plans if discrepancies are identified, and provide training to ensure that records are maintained to the highest standards. Review audit reports and incident logs for gaps in record keeping. – Implement process improvements and update record keeping protocols based on audit findings. – Communicate required changes to all department heads and assist in integrating modifications into staff training. Key Actions: –

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e. Procedural Guidance for Record Keeping

The following step-by-step procedural guidance ensures that every record is created, maintained, and disposed of in a secure and compliant manner:

Step 1: Record Creation and Initial Entry • Client Files and Service Documentation: –

Upon client intake, all initial documents (assessments, consent forms, initial support plans) must be scanned and entered into the centralized electronic client file. – Direct support professionals and clinicians complete daily logs and progress notes immediately after service delivery, ensuring that no delay compromises record accuracy.

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Financial and Personnel Records: –

Financial transactions such as billing, payroll, and expense reports are entered into the accounting software immediately after processing.