Case Management Agency- Policies and Procedures- Virginia State Licensure

Introducing our comprehensive Case Management Care Agency Policies and Procedures package designed specifically for Virginia State Licensure. We understand the critical importance of adhering to state regulations and maintaining the highest standards of care in the home health industry. Our meticulously crafted set of policies and procedures is your key to achieving and sustaining compliance while delivering exceptional healthcare services.

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Table of Contents

Introduction 
Our Mission 
Our Vision 
Statement of Purpose 
Statement of Policy 
Document Control & Approvals 
Pre-Scanning and Discharge Planning 
Policy: 
Procedures: 

Root Cause Analysis 
Policy: 
Procedures: 

Serious Incident Reporting 
Policy: 
Procedures: 
Incidents Identification 
Classification of Incidents 
   Serious Reportable Incidents 
   Recordable Incidents 
   Procedure for Reporting 

Fiscal Accountability (Internal Controls) 
Policy: 
Procedures: 
Framework for Internal Control 
Internal Controls 
Petty Cash/Funds Control 
Purchasing Controls 
Purchasing Review 

Indemnification 
Policy: 
Procedures: 

Fee Schedule 
Policy: 
Fee schedule: 

Policy on Funds of Individuals Receiving Services 
Policy: 
Procedures: 

Building Modifications 
Policy: 
Procedures: 

Weapon Policy 
Policy: 
Procedures: 

Criminal Background Check 
Policy: 
Procedures: 
Employee Verification 
Background Check 
Recruitment 

Job Descriptions 
Policy: 
Procedure: 
Job Descriptions 

Employee Training and Development 
Policy: 
Procedure: 

Employee Notification of Policy Changes 
Policy: 
Procedures: 

Employee or Contractor Performance Evaluation 
Policy: 
Procedures: 
What is good performance? 
Periodical reviews 
Rewards 
Training 
Frequent communication 
Managers’ responsibilities 

Grievance Policy 
Policy: 
Procedures: 
Grievance Handling 
Filing Complaints 

Students and Volunteers
Policy: 
Procedures: 

Risk Management 
Policy: 
Procedures: 
Designated Risk Management Specialist 
Intervention for The Agitated or Dangerous Client 
Personal Injury and Illness Prevention Plan 
Preventing Missing clients Incidents 
Raising the Alarm 
Risk of Property Damage 
Procedure for Searching Missing/Loss Clients 
Records and Documentation 

Emergency Preparedness and Response Plan 
Policy: 
Procedures: 
Emergency Preparedness Plan 
Emergency Plan 
Emergency Preparedness 
Responsibilities of the Management 
Risk Management 
Emergency Management Procedures 
Obtains Written Authorization to seek Emergency Treatment 
Record Keeping in Employee Personnel Records 
Emergency Communications 

Access to Telephone in Emergencies 
Policy: 
Procedures: 

Service Description Requirements 
Policy: 
Procedures: 

Staffing Plan 
Policy: 
Procedure: 

Nutrition 
Policy: 
Procedure: 

Community Participation 
Policy: 
Procedures: 

Monitoring and Evaluating Quality 
Policy: 
Procedures: 

Screening Admission and Referrals 
Policy: 
Procedure: 

Assessment Policy 
Policy: 
Procedures: 

Individualized Services Plan (ISP)
Policy:
Procedures:

Orientation 
Policy: 
Procedures: 

Transition of Individuals among Services 
Policy: 
Procedures: 

Discharge Policy 
Policy: 
Procedures: 
Discharged Criteria 

Crisis or Emergency Interventions 
Policy: 
Definitions and Procedures: 
Crisis intervention 
Designated Person 
Crisis Receiving and Stabilization Services 
Minimum Expectations to Operate a Crisis Receiving and Stabilization Service 
Documenting Crisis Intervention and Clinical Emergency Services 

Healthcare Policy 
Policy: 
Procedures: 
Medical Necessity 
Individual Services Plan 
Medical Care and Identification for Treatment 
Client Identification Policy 

Physical Examination 
Policy: 
Procedures: 

Medical Equipment
Policy: 
Procedures: 

Medication Management
Policy:

Behavior Interventions and Support 
Policy 
Procedures: 
Procedural Requirements for Behavior Interventions 
Positive Behavior Support Strategies Include 
Manipulation of Rewards 
Consent 
Planning for Behavior Supports 
Functional Assessment 
Monitoring On-going Progress 

Record Management Policy 
Policy: 
Procedures: 
Storage, processing, and handling of active and closed records 
Storage, processing and handling of electronic records 
Strategies for service continuity and record recovery 
Designation of person responsible for records management 
Disposition of records 
Record management policy will comply with state and federal regulations including: 

Documentation Policy 
Policy: 
Procedure: 
Legibility 
Client Identification 
Time Documentation 
Record Procedures 
Correction of documentation 
Physician Orders 
Documentation 
Filing of Records 
Security of Records/Documents 

Review Process for Records 
Policy: 
Procedure: 

Case Management Choice 
Policy: 
Procedure: 
Process of Changing a Case Manager

List of Forms/Annexures:
Annexure 01: Financial Information Form – Expenditure and Disbursement of Client Funds
Annexure 02: Staff Orientation Form for Employees, Contractors,
Volunteers and Students
Annexure 03: Staff Training and Development Form
Annexure 04: Performance Evaluation Form
Annexure 05: Grievance Procedure Form
Annexure 06: Facility Inspection Checklist Form
Annexure 07: Fire Safety Drill Form
Annexure 08: Emergency Preparedness Numbers
Annexure 09: Daily Schedule of Services
Annexure 10: Daily Nutrition Monitoring Form
Annexure 11: Client Screening Form
Annexure 12: Initial Assessment Form
Annexure 13: Comprehensive Assessment Form
Annexure 14: ISP Requirements Form
Annexure 15: Reassessments and ISP Quarterly Review Form
Annexure 16: Sample Daily Progress Notes
Annexure 17: Client Orientation Form
Annexure 18: Transfer Form
Annexure 19: Discharge Form
Annexure 20: Crisis Intervention and Emergency Services
Annexure 21: Fall Assessment Form
Annexure 22: Client Physical Examination Form
Annexure 23: Emergency (ER) Medical Information Form
Annexure 24: Monitoring, Behavior Intervention & Supports Form
Annexure 25: Abuse/ Neglect Reporting Form
Annexure 26: Seclusion and/ or Restraint Documentation Form
Annexure 27: Client Face Sheet Form
Annexure 28: Individual’s Service Record Form
Annexure 29: Therapies – Individual/ Group Form
Annexure 30: Release of Information Form
Annexure 31: Record Review Form