SAMPLE POLICY WORK

• Supervisory Staff give the final internal sign-off before proceeding with external communication.

Step 4: External Coordination with TennCare and Relevant Agencies

Procedural Guidance:

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Preparation of the Enrollment Package:

– A complete digital enrollment package is compiled, including the final “Provisional Enrollment Approval” documentation, a detailed summary of the pre-admission evaluation report, and all supporting documents. – The package adheres to the formatting and reporting requirements specified by TennCare. It includes a cover letter explaining the enrollment decision, a checklist of included documents, and contact information for follow-up.

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Secure Transmission:

– Utilizing a secure digital communication channel (e.g., encrypted email or a dedicated portal), the enrollment package is transmitted to the designated TennCare representative. – An automated alert system provides notification of successful transmission, and a confirmation receipt is obtained. • Liaison for Follow-Up: – A designated liaison from the Compliance and Regulatory Affairs team monitors communications from TennCare after the package is sent. – If TennCare requests additional documentation or clarifications regarding any part of the enrollment, the liaison coordinates with the relevant internal teams to compile the necessary information and responds within the established timeline.

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Interagency Communication Protocol:

– Communication logs are maintained for every exchange with TennCare and any other regulatory agency involved. – These logs include dates, content summaries, and the names of the staff involved, and are stored in the applicant’s digital file for audit purposes.

Roles and Responsibilities:

• Compliance and Regulatory Affairs Team serve as the primary point of contact with TennCare, ensuring that each enrollment package is complete and transmitted securely. • IT and Records Management Personnel guarantee that all documents are accessible and remain secure during digital transmission.