SAMPLE POLICY WORK

– HR creates new employee files containing job applications, background checks, and orientation records as soon as hiring is finalized. • Operational Documents: – Policy documents, meeting minutes, and internal memos are generated using standardized templates and stored in the secure operational repository.

Step 2: Record Updating and Verification • Routine Updates: –

All changes in client status or treatment are updated into the electronic records system within 24 hours. – Supervisors are responsible for conducting periodic review cycles to verify data accuracy. • Verification Processes: – A designated Quality Assurance Team conducts monthly sampling of records from each department to verify completeness and consistency. – Discrepancies found during these audits trigger immediate notifications to the responsible staff, with corrective action required within 48 hours. All digital records are secured using role ‑ based access control systems, strong passwords, and two ‑ factor authentication. – Physical documents (where applicable) are stored in locked file cabinets within restricted areas monitored by surveillance cameras. • Encryption and Backup: – Digital records are encrypted and automatically backed up daily to a secure offsite location. – Regular disaster recovery drills are conducted to ensure that data can be restored promptly in case of a system failure. • Confidentiality Compliance: – All staff receive mandatory training on HIPAA and data protection policies. – Regular audits confirm adherence to confidentiality protocols. Step 3: Record Security and Confidentiality • Access Control: –

Step 4: Record Retention and Destruction • Retention Schedules: –

Different record categories have predetermined retention periods based on regulatory guidelines and internal policies: – Client Files: Retained for at least seven years following the end of care services. – Financial Records: Retained for a minimum of seven years from the date of the transaction. – Personnel Records: Retained throughout employment and for at least seven years after termination.