SAMPLE POLICY WORK

Department Heads and Supervisors • Responsibilities: –

Oversee record keeping within their respective departments. – Ensure that staff complete records accurately and within required time frames. – Monitor documentation quality during supervision sessions and address deficiencies promptly. • Key Actions: – Conduct random checks of departmental records. – Provide additional training or guidance where needed. – Report any persistent issues to the Quality Assurance Team. Create and update records using the standardized electronic system immediately after service provision or when required. – Maintain accurate logs for all client interactions, daily services, and internal communications. – Adhere strictly to confidentiality policies and ensure that no sensitive information is disclosed to unauthorized individuals. • Key Actions: – Complete daily and shift ‑ end entries accurately. – Flag any system errors or procedural uncertainties with immediate supervisor notification. – Participate in ongoing training sessions focused on documentation best practices. Direct Support, Clinical, and Administrative Staff • Responsibilities: – Maintain the centralized electronic record keeping system, ensuring its integrity, security, and accessibility. – Oversee data backup protocols, encryption standards, and disaster recovery processes. – Troubleshoot technical issues and provide support for staff using the system. • Key Actions: – Perform regular security audits and system updates. – Maintain an automated backup schedule. – Develop system improvements based on user feedback. IT and Records Management Personnel • Responsibilities: –

Quality Assurance and Compliance Teams • Responsibilities: