SAMPLE POLICY WORK

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Backup and Disaster Recovery: –

The IT department implements automated backups of all records at scheduled intervals (daily or hourly, as appropriate) and regularly tests disaster recovery protocols.

Reporting and Audit Trails • Regular Internal Audits: –

The Quality Assurance Team conducts monthly and quarterly audits of record keeping practices. – Audit reports summarize findings, highlight areas for improvement, and recommend corrective actions. • Management Reporting: – Department heads submit monthly reports detailing record update compliance, data entry accuracy, and any discrepancies identified. – Executive leadership receives quarterly summaries of all audits and reviews, ensuring transparency and accountability. • Compliance Reporting: – All records related to regulatory requirements and incident reporting are compiled and submitted as part of external audit packages to TennCare and state licensing boards. – A dedicated Compliance Liaison ensures that all external regulations are met, and any non ‑ compliance issues are addressed immediately.

g. Roles and Responsibilities for Record Keeping

Efficient record keeping relies on a collaborative effort across all organizational levels. Key roles and responsibilities are defined as follows:

Executive Leadership • Responsibilities: –

Define the strategic direction for record keeping policies and provide necessary resources. – Approve all policies related to record retention, confidentiality, and security. – Monitor overall compliance through periodic review reports submitted by the Quality Assurance Team. • Key Actions: – Ensure all departments adhere to standardized record keeping practices. – Allocate funding for secure storage systems and necessary IT infrastructure improvements.

Department Heads and Supervisors • Responsibilities: