Residential Group Home- Policies and Procedures- Virginia State Licensure

Introducing our comprehensive Residential DD Group Home 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.

Starting a residential group home in Virginia involves understanding and complying with the specific group home requirements in Virginia. Our policy and procedure manual is tailored to meet all VA group home licensure standards, ensuring you are well-equipped to manage the complex regulatory landscape. 

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Table of Contents

Introduction 
Our Mission 
Our Vision 
Core Values 
Statement of Purpose 
Statement of Policy 
Document Control & Approvals 

Our Core Service 
Our Program 
Organizational Structure 
Position Descriptions 
Staffing Plan and Schedule 
Annual Operating Budget 
State Specific Regulations 
Group Home Residential Service (12VAC35-105-580) 
Implementation of Services (12VAC30-122-390)
Oversight and Quality Assurance (12VAC30-122-390)
Continuous Improvement (12VAC30-122-390)
Root Cause Analysis for Serious Incidents (12VAC35-105-160 E)
Purpose
Scope
Definitions
Procedures

Serious Incident Management Policy (12VAC35-105-160 J)
Purpose
Scope
Definitions
Procedures

Employee Training and Development Policy (12VAC35-105-450)
Purpose
Scope
Policy Statement
Training Requirements

Performance Evaluation Policy (12VAC35-105-480)
Purpose
Scope
Policy Statement
Procedures

Student and Volunteer Engagement Policy (12VAC35-105-500)
Purpose
Scope
Policy Statement
Procedures

Quality Improvement Program (12VAC35-105-620)
Purpose
Scope
Policy Statement
Procedures

Provision of Gero-Psychiatric Residential Services (12VAC35-105-1290)
Purpose
Scope
Policy Statement
Procedures

Pre-Scanning and Discharge Planning 
Policy: 
Procedures: 

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

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 and Drug-Free Workplace
Policy:
Procedures:
Drug-Free
Employee Verification
Background Check
Recruitment

Job Descriptions
Chief Executive Officer
Care Manager
Registered Nurse
Caregiver
Resident Assistant
Therapist
Psychologist
Home Health Aide
Cashier

Employee Training and Development
Policy:
Procedures:
Medication Administration
Behavioral Management
Emergency Preparedness
Record Keeping in Employee Personnel Records

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

Risk Management
Policy:
Procedures:
Designated Risk Management Specialist
Intervention for The Agitated or Dangerous Resident
Personal Injury and Illness Prevention Plan
Preventing Missing residents Incidents
Raising the Alarm
Risk of Property Damage
Procedure for Searching Missing/Loss Residents
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:
Level 1: CMP-A1
Level 2: CMP-A2
Level 3: CMP-A3
Level 4: CMP-A4

Staffing Plan
Policy:
Procedures:
Types of Services Provided and Service Descriptions
Number of People Served at a Given Time
Daily Staffing
Adjustments in Staffing
Floating

Nutrition Policy
Policy:
Procedures:
Nutrition Plan
Practical advice on maintaining a healthy diet
    Fruit and vegetables
    Fats
    Salt, sodium and potassium
    Sugars

Community Participation
Policy:
Procedures:
Adult Day Care
Counseling Services & Education
Employment & Community Services
Rehabilitation Services

Monitoring and Evaluating Quality
Policy:
Procedures:

Screening Admission and Referrals
Policy:
Procedures:

Assessment Policy
Policy:
Frequency of Assessments
Procedures:
Data collection to assess patient needs
Diagnostic testing
Analysis of patient data

Individualized Services Plan (ISP)
Policy:
Procedures:

Orientation (12VAC35-105-690)
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
Patient Identification Policy

Physical Examination
Policy:
Procedures:

Medical Equipment
Policy:
Procedures:

Medication Management
Policy:
Procedures:

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
Patient 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