SAMPLE POLICY WORK

maintained in accordance with HIPAA, ADA, and state regulations concerning healthcare provider records.

• Audit and Incident Management Provisions:

Internal audit protocols and quality assurance measures align with established regulatory practices to continually monitor and improve the PAE process.

A regularly updated checklist — developed and maintained by the Compliance and Regulatory Affairs team — ensures that every PAE adheres to the regulatory references and internal benchmarks.

g. Communication and Documentation Standards To ensure that the Level of Care Assessment process is transparent and that all regulatory requirements are met, Simpl Care Services LLC upholds rigorous communication and documentation standards, which include:

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Standard Documentation Templates: All PAEs must be completed using standardized forms that include defined data fields for clinical assessments, test scores, and evaluation outcomes. These templates promote consistency across the agency. Secure Digital Repository: All PAE documents, including initial evaluations, review notes, managerial approvals, and communications with TennCare, are stored in a centralized digital repository. Access is restricted and monitored. Email and Meeting Communication: Internal communications regarding PAEs — such as updates, clarifications, and procedural enhancements — are disseminated via secure email and discussed during scheduled interdepartmental meetings. Audit Trails and Version Control: Every update, modification, or addition to a PAE record is logged with timestamps and user credentials, ensuring a complete version control history accessible during internal or regulatory audits.

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• Training Materials and Quick Reference Guides:

Detailed guides summarizing the PAE workflow, regulatory requirements, and documentation checklists are available on the agency’s intranet. Regular training sessions reinforce these standards and ensure that all staff remain informed about policy changes.