Care Policy Policies and Procedures Instructions
- June 16, 2024
- Care Policy
Table of Contents
POLICY AND PROCEDURE
MANUAL
[AGENCY NAME]
Version 1.0
[Month, Year]
Policies and Procedures
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], an Adult Foster Care Home dedicated to providing high-quality care and support to individuals with intellectual and developmental disabilities in the District of Columbia. This manual serves as a comprehensive guide to the principles, policies, and procedures that govern our operations, reflecting our commitment to delivering exceptional care while adhering to the regulations and guidelines set forth by the District of Columbia.
At [AGENCY NAME], our mission is to create a safe, nurturing, and person- centered environment that empowers individuals to lead meaningful and fulfilling lives as active members of our community. We believe in promoting independence, safeguarding dignity, and respecting individual preferences.
This manual is designed to provide a clear and transparent framework that outlines our key principles, policies, and procedures, ensuring that our residents receive the highest quality care and support. It reflects our dedication to compliance with all relevant local and federal regulations, including those from the Department on Disability Services (DDS) and DDA Online Policy.
The principles that underpin our approach to care are centered around providing person-centered services, ensuring compliance with all regulations, maintaining high standards of quality and safety, respecting resident rights and confidentiality, employing competent and compassionate staff, and being prepared to handle emergency situations effectively. We also prioritize transparent incident reporting and resolution, continuously striving to learn from each experience to prevent future occurrences.
This manual is intended for our dedicated staff and is a valuable resource that guides our daily operations, ensures compliance with state and federal requirements, and enables us to continually provide exceptional care to our residents. It is the responsibility of our management and staff to familiarize themselves with the policies and procedures contained within this manual, as they play a crucial role in the delivery of high-quality care.
Our residents and their families are encouraged to actively participate in their care planning, express their preferences and concerns, and actively engage in the care process. We value your input and partnership in creating a supportive and nurturing environment.
As the needs of our residents evolve and state regulations change, this manual will be reviewed and updated annually to reflect the latest best practices and standards. Our commitment to delivering exceptional care and services in compliance with state guidelines remains steadfast.
We extend our gratitude to all the dedicated individuals who contribute to the well-being of our residents, and we look forward to continuing our mission of providing outstanding care and support within the community.
Thank you for choosing [AGENCY NAME], and we invite you to explore this manual for a deeper understanding of our policies and procedures.
Vision Statement
“To be the premier provider of exceptional and compassionate Adult Foster Care Home services in the District of Columbia, setting the highest standard for personalized care and promoting independence, dignity, and well-being for our residents.”
Mission Statement
“At [AGENCY NAME], we are committed to enhancing the lives of individuals with intellectual and developmental disabilities in our Adult Foster Care Home. Our mission is to create a safe, nurturing, and person-centered environment that empowers our residents to lead meaningful and fulfilling lives as active members of our community. We provide high-quality care, respecting individual preferences, and safeguarding dignity, while ensuring compliance with all local and federal regulations.”
Core Values
- Person-Centered Care: We prioritize individual needs, choices, and preferences in all aspects of our care, recognizing the uniqueness of each resident.
- Compliance and Accountability: We uphold the highest standards of compliance with state and federal regulations, adhering to strict accountability in the delivery of our services.
- Quality and Safety: We are dedicated to maintaining the highest levels of quality and safety in our operations, setting the benchmark for care within our industry.
- Respect and Confidentiality: We respect the rights and privacy of our residents, upholding the highest standards of confidentiality in managing their personal information and records.
- Competent and Compassionate Staff: We employ a team of qualified and compassionate professionals, committed to providing the best care through continuous training and evaluation.
- Emergency Preparedness: We ensure the safety and well-being of our residents and staff by implementing comprehensive emergency preparedness plans.
- Open Communication: We foster open and transparent communication with our residents and their families, actively involving them in the care planning and decision-making processes.
- Continuous Improvement: We are dedicated to continuous improvement, seeking to learn from every experience, adapt to evolving needs, and prevent future occurrences.
Document Control
Document revisions shall be recorded in the table below;
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Document review and approvals shall be recorded in the table below;
| Description | Title | Signature | Date |
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| Reviewed By | |||
| Approved By |
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
Purpose:
The purpose of this Statement of Policy is to provide a clear and
comprehensive framework for the operation and management of [AGENCY NAME], an
Adult Foster Care Home, in compliance with the regulations and guidelines
established by the District of Columbia, including the Department on
Disability Services (DDS) policies, DDA Online Policy, and all applicable
local and federal rules and regulations.
Policy Statement:
[AGENCY NAME] is committed to delivering exceptional care and services in an
Adult Foster Care Home environment, with a focus on meeting the specific needs
of individuals with intellectual and developmental disabilities while adhering
to the laws and regulations governing the operation of adult foster care
homes in Washington, D.C.
Key Principles:
- Person-Centered Care: We are dedicated to providing care that respects the dignity, autonomy, and individual preferences of each resident. Our services are tailored to meet the unique needs and goals of our residents, fostering their sense of independence and well-being.
- Compliance with Regulations: We fully comply with all local and federal regulations governing the operation of Adult Foster Care Homes, including DDS policies and DDA Online Policy. We ensure that our policies and procedures align with these regulations to provide a safe and nurturing environment for our residents.
- Quality and Safety: Our commitment to quality and safety is unwavering. We maintain the highest standards of quality in our care and services, ensuring rigorous staff training, continuous quality improvement, and adherence to safety measures to safeguard the health and well-being of our residents.
- Resident Rights and Confidentiality: We respect and uphold the rights and confidentiality of our residents as mandated by state regulations. Their privacy is safeguarded, and their dignity is maintained at all times.
- Competent and Compassionate Staff: Our staff members are qualified, compassionate, and dedicated to providing exceptional care. They undergo comprehensive background checks, rigorous training, and performance evaluations to ensure they meet the requirements of state regulations.
- Emergency Preparedness: We have comprehensive emergency preparedness plans in place to respond effectively to unexpected situations and provide a safe environment for our residents and staff.
- Incident Reporting and Resolution: We maintain a transparent and responsive process for reporting and addressing incidents, ensuring that they are promptly and thoroughly resolved, and lessons are learned to prevent future occurrences.
Responsibilities:
- Management and Staff: The management and staff of [AGENCY NAME] are responsible for adhering to the policies and procedures outlined in this manual, ensuring compliance with state regulations, and providing exceptional care and services to our residents.
- Residents and Families: Residents and their families are encouraged to actively participate in their care planning, communicate their needs, preferences, and concerns, and actively engage in their well-being.
They are responsible for adhering to their individualized care plans and their rights within the adult foster care home.
Review and Updates:
This Statement of Policy will be reviewed annually and updated as necessary to
reflect changes in state regulations, industry best practices, and the
evolving needs of our residents. Our unwavering commitment to delivering
exceptional care in compliance with state guidelines remains our top
priority.
DDA Intake and Eligibility Determination
Purpose:
This policy outlines the guidelines, procedures, and principles for the intake
and eligibility determination process at [AGENCY NAME], ensuring compliance
with the Department on Disability Services (DDS) and Developmental
Disabilities Administration (DDA) regulations in Washington, D.C. The aim is
to streamline intake procedures and ensure eligibility assessments are
conducted fairly and transparently.
Policy Statement:
[AGENCY NAME] is committed to providing accessible, high-quality services to
individuals with developmental disabilities. We maintain a client-focused
approach, ensuring a seamless intake process and objective eligibility
determinations in compliance with DDS and DDA guidelines.
Procedure:
-
Initial Inquiry and Contact
(a) Inquiry Handling:
– [AGENCY NAME] will handle inquiries and initial contacts from prospective clients, their authorized representatives, or referring agencies in a respectful and responsive manner.
(b) Initial Information:
– When a potential client contacts the agency, the necessary information about our services, admission criteria, and the intake process will be shared. -
Eligibility Assessment
(a) Assessment Request:
– A formal request for an eligibility assessment will be initiated either by the potential client, their authorized representative, or a referring agency.
(b) Pre-Eligibility Interview:
– Prospective clients or their representatives will be invited for a pre- eligibility interview where an initial assessment will be conducted to gather essential information about the client’s developmental disability, age, residency, and other pertinent details.
(c) Required Documentation:
– The prospective client or their authorized representative will provide all necessary documentation to support the eligibility determination process.
(d) Coordination with DDS and DDA:
– [AGENCY NAME] will work in collaboration with DDS and DDA to ensure the eligibility assessment process is expedited and conducted objectively. -
Eligibility Determination
(a) Formal Assessment:
– The agency, in partnership with DDS and DDA, will conduct a formal assessment to determine the client’s eligibility for services. The assessment will evaluate the client’s developmental disability, age, residency, and other relevant criteria as per DDS and DDA guidelines.
(b) Fair and Transparent Process:
– The assessment process will be fair, transparent, and objective, ensuring that each individual’s eligibility is determined based on established criteria.
(c) Notification:
– Following the assessment, the prospective client or their authorized representative will be promptly notified of the eligibility determination outcome.
(d) Appeals Process:
– Individuals who disagree with the eligibility determination may follow the established appeals process outlined by DDS and DDA. -
Intake and Orientation
(a) Enrollment Procedures:
– Upon confirming eligibility, [AGENCY NAME] will initiate the intake process, which includes enrolling the client into the agency’s programs and services.
(b) Orientation:
– New clients will receive an orientation to familiarize them with [AGENCY NAME]’s policies, procedures, available services, staff, and any other necessary information.
(c) Informed Consent:
– Clients, along with their authorized representatives if applicable, will provide informed consent for participation in the agency’s programs and services. -
Record Maintenance and Compliance
(a) Documentation:
– [AGENCY NAME] will maintain detailed records of all intake procedures, eligibility determinations, and client documentation in accordance with DDS and DDA regulations.
(b) Regulatory Compliance:
– The agency will consistently adhere to all state regulations and guidelines governing intake procedures and eligibility determination.
This policy ensures that the intake and eligibility determination processes at
[AGENCY NAME] are conducted fairly, transparently, and efficiently, while
adhering to the relevant DDS and DDA regulations.
Regular reviews will be conducted to ensure compliance and to make any
necessary updates to this policy.
Person Centered Planning Process and Individual Support Plans
Purpose:
The purpose of this policy is to define the guidelines, procedures, and
principles for developing Individual Support Plans (ISPs) for individuals
eligible for services from [AGENCY NAME] under the Department on Disability
Services (DDS) and Developmental Disabilities Administration (DDA) in the
state of Washington, D.C. This policy ensures person-centered planning,
inclusivity, and the overall wellbeing of the individuals receiving services.
Policy Statement:
[AGENCY NAME] is dedicated to person-centered planning, emphasizing the
unique strengths, interests, and preferences of each individual. We are
committed to the principles of choice, inclusion, and meaningful participation
for those receiving services. This olicy outlines the steps for developing
and implementing ISPs in accordance with DDS and DDA regulations.
Procedure:
-
Person-Centered Planning
(a) Initial Assessment:
– [AGENCY NAME] will initiate person-centered planning by conducting an initial assessment for each individual eligible for DDS and DDA services. The assessment will focus on strengths, interests, preferences, community and family supports, personal goals, financial resources, and assessed needs.
(b) Accessibility:
– The person-centered planning process will be accessible to all individuals, including those with disabilities and those with limited English proficiency. The process will adhere to the Americans with Disabilities Act and the DDS Language Access policy. -
Support Plan Development
(a) Strengths and Needs Identification:
– Person-centered thinking and discovery tools will be used to identify each individual’s strengths, preferences, interests, and support needs. These will form the basis for developing a support plan that balances what is important to and for the person.
(b) Empowering the Individual:
– [AGENCY NAME] will provide the necessary information and support to ensure that the individual actively participates in the planning process to the greatest extent possible.
(c) Collaborative Approach:
– The person’s support team, chosen freely by the individual, will work collaboratively with the individual to develop the support plan.
(d) Integrated Supports:
– An integrated supports approach will be adopted to plan services that place individuals in the most inclusive setting available, in alignment with DDA’s Most Integrated Setting policy. This supports individuals on a pathway to achieve full community integration, inclusion, participation, and relationship building.
(e) Employment Focus:
– Competitive, integrated employment in the community will be explored as the primary option for working-age adults with disabilities and transitioning youth, in accordance with DDS’ Employment First policy.
(f) Informed Choices:
– [AGENCY NAME] will ensure that individuals have the information and support they need to make informed choices and decisions about the services they receive. This includes selecting providers and staff. -
Individual Support Plan Implementation
(a) Justification of Modifications:
– Any deviations from the requirements of the Home and Community-Based Settings Rule must be supported by a specific assessed need and justified within the ISP.
(b) Conflict Resolution:
– Effective strategies for resolving conflicts or disagreements within the planning process will be used.
(c) Plan Updates:
– Individuals will have a method for requesting updates to their support plan as needed.
(d) Distribution and Due Process:
– [AGENCY NAME] will ensure that the ISP is distributed to the individual and their identified team. Due process protections and appeal rights will be provided.
(e) Compliance with Regulations:
– The requirements of the Citizens with Intellectual Disabilities Constitutional Rights and Dignity Act of 1978, D.C. Official Code § 7-1301.01 et seq., will be adhered to. -
Responsibility and Oversight
(a) Responsibility:
– The Director of [AGENCY NAME] is responsible for overseeing the implementation of this policy. -
Standards
(a) Standards for ISP:
– Each individual receiving services through [AGENCY NAME] will have an initial and annual ISP that focuses on achieving individually defined outcomes, exercising control over their life, respecting preferences, and supporting their health and well-being.
(b) Client-Directed Approach:
– The individual, along with their family and designated representatives, will direct the ISP development process as much as possible.
(c) Language Accessibility:
– The ISP will be developed and presented in the individual’s primary language or mode of communication, with interpreter and translator services available as required.
(d) Assessment-Based Planning:
– ISPs will be based on Person Centered Thinking and Discovery assessments.
(e) Risk Assessment and Dignity of Risk:
– ISPs will include the identification of risk factors and feasible options to mitigate those risks while recognizing and accounting for the dignity of risk.
(f) Level of Need Assessment:
– Each individual will undergo a Level of Need (LON) assessment as per DDA’s Level of Need policy.
(g) Annual Reevaluation:
– Annual reevaluations will be conducted, including a review of medical and dental status, mental health services, and the individual’s capacity to grant, refuse, or withdraw consent to medical treatment.
(h) Client Choice of Services and Providers:
– The individual’s Service Coordinator will provide information and opportunities for the individual to make informed choices regarding services, settings, and providers. The ISP will reflect the individual’s choices.
(i) Safety Modifications:
– If health and safety concerns necessitate environmental restrictions, [AGENCY NAME] will document the assessed needs, positive interventions, and measures taken to address the safety risk, with a process for continuous effectiveness assessment.
(j) Informed Consent:
– The individual will have an opportunity to consent to participation in the National Core Indicators satisfaction survey and voter registration.
(k) ISP Review and Distribution:
– The ISP will be reviewed regularly, and records will be distributed in compliance with the DDA ISP Distribution Procedure.
(l) Appeal Rights:
– Adequate and timely notice of appeal rights related to the ISP will be provided to the individual.
(m) Provider Sanctions:
– [AGENCY NAME] may impose sanctions on providers not complying with this policy, in line with the DDS Imposition of Sanctions Policy and Procedure.
This policy will be reviewed and updated as necessary to maintain compliance with state regulations and ensure the highest quality of support services for individuals with developmental disabilities.
*This is only a preview of the Original Document
Document Classification: Confidential
[AGENCY NAME]
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