carepolicy Home Healthcare Agency Policies and Procedures Owner’s Manual
- June 16, 2024
- carepolicy
Table of Contents
carepolicy Home Healthcare Agency Policies and Procedures Owner's Manual
POLICY AND PROCEDURE MANUAL
VERSION 1.0
Copyright [Year] © [Agency Name] Disclaimer: All rights reserved. No part of this publication may be utilized, reproduced, stored in a retrieval system, or transmitted in any form by any means, electronic, mechanical, recording or otherwise, without the prior written consent of the publisher.
[Agency Name] [Agency Address] [Contact Number] [Email Address] [Website]
Introduction
Welcome to the Policy and Procedure Manual of “[AGENCY NAME],” a trusted and compassionate provider of home health care services in the great state of Virginia. This manual is designed to serve as a comprehensive resource that outlines the policies, procedures, and guidelines governing our agency’s operations and the delivery of high-quality care to our clients.
At [AGENCY NAME], our mission is to empower our clients to thrive in the comfort of their homes. We are committed to providing exceptional, client- centered care that upholds the highest standards of safety, dignity, and well- being. Our policies and procedures have been thoughtfully crafted to ensure that every aspect of our service aligns with our core values of compassion, quality, respect, integrity, and professionalism.
This manual represents our unwavering commitment to excellence, ethical conduct, and the fulfillment of our vision to be the premier provider of home health care services in Virginia. It is a reflection of our dedication to clients, their families, and the communities we serve.
As you explore this manual, you will gain insight into our agency’s approach to care, our commitment to compliance with federal and state regulations, and our emphasis on client-centered services. You will find detailed policies and procedures that guide our operations, staff responsibilities, and the safeguarding of client rights and privacy.
We encourage all our employees, stakeholders, and partners to familiarize themselves with the content of this manual. By doing so, we collectively ensure the consistent delivery of safe, effective, and compassionate care that aligns with our mission and values.
We extend our gratitude to all those who contribute to making [AGENCY NAME] a trusted name in home health care. Together, we continue to make a positive impact on the lives of our clients and their families.
Vision Statement
“To be the premier provider of compassionate and innovative home health care services in Virginia, enhancing the quality of life for our clients and their families while setting industry standards for excellence and integrity.”
Mission Statement
“At [AGENCY NAME], our mission is to empower our clients to thrive in the comfort of their homes by providing exceptional, client-centered home health care services. We are committed to delivering compassionate, professional, and personalized care, ensuring the highest standards of safety, dignity, and well-being. With a dedicated team of skilled professionals, we strive to make a positive impact on the lives of our clients, their families, and the communities we serve.”
Core Values
- Compassion: We approach our clients and their families with empathy and kindness, recognizing the importance of nurturing their physical and emotional well-being.
- Quality: We are committed to providing the highest quality of care, continuously improving our services, and adhering to industry best practices and standards.
- Respect: We treat all individuals with respect and dignity, regardless of their background, beliefs, or circumstances. We promote diversity, inclusion, and cultural sensitivity.
- Integrity: We uphold the highest ethical standards in all our actions, maintaining transparency, honesty, and confidentiality in our operations.
- Client-Centered Care: We place our clients at the center of everything we do, tailoring our services to their unique needs and preferences.
- Safety: We prioritize the safety and well-being of our clients, implementing rigorous safety protocols and emergency preparedness measures.
- Professionalism: Our team is composed of skilled professionals who are dedicated to continuous learning, development, and adherence to professional standards.
- Community Engagement: We actively engage with the communities we serve, contributing to local initiatives and fostering a sense of belonging and support.
- Collaboration: We maintain open and transparent communication with clients, families, staff, and stakeholders, fostering collaboration and trust in our relationships.
- Innovation: We seek creative and innovative approaches to home health care, striving to stay at the forefront of industry advancements to better serve our clients.
Document Control
Document Revisions shall be recorded in the table below;
Document review and approvals shall be recorded in the table below;
Note : All policies and procedures shall be reviewed at least annually, with recommended changes submitted to the governing body for approval, as necessary.
Statement of Policy
[AGENCY NAME] is committed to providing high-quality home health care services in the state of Virginia. This Statement of Policy serves as a foundational document guiding our agency’s mission, values, and commitment to our clients, their families, and the community we serve.
[AGENCY NAME] is dedicated to the following principles and policies:
-
Quality Care:
– We are committed to delivering safe, effective, and compassionate care to our clients. We strive to enhance their quality of life, promote well-being, and support their healthcare needs in the comfort of their homes. -
Compliance with Regulations:
– We pledge to adhere to all federal, state, and local laws and regulations, including the Virginia Department of Health’s guidelines, as well as industry standards and best practices. -
Client-Centered Approach:
– Our care is personalized and client-centered. We respect each individual’s unique needs, preferences, and values, striving to empower them in their healthcare decisions and choices. -
Privacy and Confidentiality:
– We prioritize the privacy and confidentiality of our clients’ health information, following strict compliance with the Health Insurance Portability and Accountability Act (HIPAA) and related privacy laws. -
Accountability and Responsibility:
– We hold ourselves accountable for the care we provide, the quality of our services, and our ethical conduct. We are responsible for continuous improvement and professional development. -
Respect and Dignity:
– We treat every client, family member, and staff member with the utmost respect, dignity, and cultural sensitivity. We foster an environment that upholds diversity and inclusion. -
Safety and Well-Being:
– The safety and well-being of our clients are paramount. We implement robust safety protocols and maintain an emergency preparedness plan to ensure clients are safe and secure. -
Continuous Improvement:
– We are dedicated to ongoing quality improvement, and we encourage feedback from clients, families, and staff to continually enhance our services and operations. -
Ethical Conduct:
– We engage in honest, transparent, and ethical practices in all aspects of our operations, including financial, administrative, and clinical activities. -
Staff Development:
– We provide our staff with opportunities for training, professional development, and support to ensure they are competent and compassionate caregivers. -
Community Involvement:
– We actively engage with the communities we serve, supporting local initiatives and contributing to the well-being of the broader community. -
Communication and Transparency:
– We maintain open and transparent communication with clients, families, staff, and other stakeholders to foster trust and collaboration.
Conclusion:
[AGENCY NAME] is dedicated to providing the highest standards of home health care. This Statement of Policy reflects our commitment to quality, ethics, and the well-being of our clients. We strive to uphold these principles in all of our operations and interactions, ensuring the delivery of exceptional care to those we serve.
Policies And Procedures
Home Health Services
Purpose:
This policy outlines the principles and procedures governing the delivery of
home health services by [AGENCY NAME] in compliance with the state
regulations, including but not limited to Virginia’s 12VAC30-50-160 and
Chapter 381 – Regulations for the Licensure of Home Care Organizations.
Policy Statement:
[AGENCY NAME] acknowledges its responsibility to provide home health services
in adherence to the regulations of the Virginia Department of Health and any
relevant state guidelines. Our commitment is to ensure that the health,
safety, and well-being of our clients remain paramount, while also striving
for innovative approaches to service delivery.
Procedure:
-
Service Orders and Prescriptions:
(a) Submission of Service Orders and Prescriptions:
– All home health services provided by [AGENCY NAME] must be ordered or prescribed by a licensed physician, nurse practitioner (NP), clinical nurse specialist (CNS), or physician assistant (PA) in accordance with their scope of practice. Service orders and prescriptions must align with the guidelines outlined in the Virginia Medicaid Home Health Manual.
(b) Practitioner Licensure and Scope:
– Services administered within the home health setting must be conducted within the scope of practice of the licensed practitioner. The agency shall verify the credentials and scope of practice for all practitioners involved in the delivery of services. -
Nursing Services:
(a) Intermittent or Part-Time Nursing Service:
– [AGENCY NAME] provides intermittent or part-time nursing services as required, either directly through the agency or by a registered nurse when no home health agency is available in the area.
(b) Limits on Nursing Services:
– Each client may receive up to five visits by a licensed nurse annually, with these limits applying to the individual recipient, irrespective of the number of providers delivering services. The annual period is defined as July 1 through June 30 for each recipient. Any services beyond these limitations require prior authorization from the Department of Medical Assistance Services (DMAS). Payment for additional services will not be made unless authorized by DMAS. -
Home Health Aide Services:
(a) Supervision by Registered Nurse:
– Home health aide services at [AGENCY NAME] operate under the supervision of a registered nurse.
(b) Certification Requirements:
– Home health aides must meet the certification requirements specified in 42 CFR 484.80.
(c) Limits on Home Health Aide Services:
– For home health aide services, clients may receive up to 32 visits annually, with limits applying per recipient, irrespective of the number of providers delivering services. The annual period is defined as July 1 through June 30 for each recipient. -
Physical Therapy, Occupational Therapy, Speech Pathology, and Audiology Services:
(a) Plan of Care Requirement:
– Physical therapy, occupational therapy, speech pathology, and audiology services shall only be provided as part of a plan of care developed by a practitioner within the scope of licensure as defined in subsection A of this section.
(b) Limits on Therapy Services:
– Clients may receive up to five visits for each rehabilitative therapy service ordered annually without authorization, with these limits applicable per recipient, regardless of the number of providers rendering services. The annual period is defined as July 1 through June 30 for each recipient. Services exceeding these limitations require prior authorization from DMAS. -
Exclusions from Home Health Services:
(a) Services Not Covered:
– [AGENCY NAME] does not provide the following services as part of the home health services program:
1. Medical social services.
2. Services or items not covered if provided to an inpatient of a hospital, such as private-duty nursing services or non-medically necessary comfort items.
3. Community food service delivery arrangements.
4. Domestic or housekeeping services unrelated to patient care.
5. Custodial care, primarily requiring protective services rather than definitive medical and skilled nursing care.
6. Services related to cosmetic surgery.
This policy and procedure for home health services at [AGENCY NAME] serves as our commitment to compliance with Virginia state regulations, ensuring the highest standards of care, safety, and innovation in the delivery of home health services.
Administrative Records
A medical record is considered a legal document used to protect the legal interest of a resident as well as the [AGENCY NAME]. Information maintained within the record serves as a basis for review, study and evaluation of the care rendered to the resident. It is essential that medical records are neat, legible, accurate and readily accessible for purposes of service delivery, audit and possible litigation proceedings. The medical record shall be locked in a container and handled and transported in a manner that ensures the security and confidentiality of the record at all times.
Clinical record entries must be complete, legible and accurate. Inaccurate documentation can lead to errors in the treatment of the resident, which could put the resident at significant risk of harm. [AGENCY NAME] shall strive for complete, legible and accurate documentation on all resident records and will follow specific guidelines to ensure accurate documentation.
All employees of [AGENCY NAME] shall not disclose or knowingly permit the disclosure of any information in a client record except to appropriate provider staff, the client, responsible party (if applicable), or other health care providers, the department, other individual authorized by the client in writing.
All clients are to be treated with consideration, respect, and dignity, including the provision of privacy during care. [AGENCY NAME] will maintain confidentiality of clinical records in accordance with legal requirements and we will release information only with client authorization or as required by law.
To assure the maintenance and security of all client/resident records, the following will take place:
- The Administrator will supervise the maintenance of all records
- Records will be maintained in a locked file cabinet located at the office of [AGENCY NAME] to assure protection.
- The Administrator has total custody of all records.
- The records may be released to the client/responsible party by request (if applicable) and other members of the health care field authorized by the client or by subpoena.
- Confidentiality will be enforced during all staff meetings.
- Records will be retained with full protection for a minimum of 5 years after services are discontinued (the last date of service).
*This is only a preview of the Original Document
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