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Part IIObjectives
Describe how policies and procedures are used Identify different types of P & P Describe the purpose and components of a
Policy on Policies Explain the approval and review process for
policies and procedures Describe suggestions for writing policies and
procedures
When to Write or Revise P & P
Starting new or when changes occur When required by legislation/regulation
Policies must take into account various levels of legislation/regulation which impact health care delivery
When to Write P & P
Examples:
– Federal government establishes health care legislation
and funding, e.g., Title X regs– State government takes action in accordance with
Federal legislation, e.g., state statutes, admin. code, program regulations
– Local government plans for mandated services and decides whether to offer non-mandated services. Decisions are made at several levels.
Use of P & P
Administrators manage in accord with policies
Administrators design procedures to carry out policies
Examples– fiscal procedures– program protocols– purchasing procedures
When to Write P & P
Examples cont’d:– Levels of decision-making:
• Board of County Commissioners
• Board of Health
• Local Health Department/Health Director
• Program Area
These decisions form the basis for policies and procedures
When to Write P & P
Examples:– Federal level--HIPAA, OSHA– State level--Nurse Practice Act, Bd of
Pharmacy regulations, program policies– Local level--County ordinances, various
county-wide policies– Agency level--P & P to carry out the work of
the agency
Types of Policies and Procedures
Agency Policies– a broad description of what agency does and
why– include the objectives, rules, and regulations
which guide agency activities and direct allocation of resources
– should be consistent with agency mission statement, strategic plan & community assessment
Types of Policies and Procedures
Program Policies– describe the what and why as they apply to
individual programs– include the objectives and rules which direct a
specific program focus and activities– should be consistent with overall agency
policies
Types of Policies and Procedures
Procedures– describe in detail how and by whom the work is
to be done– should be consistent with policy statements
Protocol– the plan for processing patients through a given
program – a treatment plan used by mid-level practitioners
Types of Policies and Procedures
Standing Orders– the framework for Registered Nurses to assess
and treat disease while practicing in local health department settings
– signed instructions of a physician which outline the medical assessment, appropriate testing, and treatment performed on behalf of the physician
– standardize the clinical care practiced– require no medical decision-making by nurse
Policy on Policies
A policy that governs the policy development process
Describes the process used in your agency to develop policies and procedures
P on P should address the following components:– who initiates the process
– who writes
– format--type face, margins, headings
Policy on Policies
Components, cont’d:– identification system, e.g., by name or number– organization system, manuals vs. stand alone
policies, electronic, intranet, internet– writing style– approval process– review and revision cycles
Policy on Policies
Components cont’d:– education and distribution– archiving
Sample Policy on Policies in handouts
Approval and Review Process
Policy on Policies should provide – direction on who approves policies– define review and revision cycles
Approval– policy should be signed by the individual
approving the policy– date of approval should be recorded
Approval and Review Process
Review and revision cycles – may be the same for all P & P – may be different for groups or categories of
P & P Recommend P & P be reviewed and revised
as needed and at least annually
Policy Development Process
Suggested steps:
1. Define the issue, problem or task
2. Determine responsibility for writing
3. Involve all disciplines who will be affected and are involved in carrying out the program
4. Involve medical consultant when developing policies related to clinical services
Policy Development Process
Steps cont’d:
5. Use an agreed upon template or format
6. Write draft of the policy or procedure
7. Review and analyze the draft
8. Revise the draft as necessary
9. Do final review
Use of P & P
Boards adopt policies to guide the work of an organization
Boards govern by policy Examples of policies adopted by Boards
– fiscal policies– program policies– personnel policies
Policy Development Process
Steps, cont’d:
10. Make final revisions
11. Adopt the policy or procedure
12. Distribute policy or procedure
13. Educate staff
Policy Development Process
Steps, cont’d:
14. Implement the policy/procedure
15. Conduct on-going evaluation/revision per policy on policies
Policy Development Process
REMEMBER:– Some policies should be reviewed by:– County Attorney – County Manager – Personnel Officer – Medical Advisor– Other as appropriate