Policy And Procedure Manual - Paul Elmore
Policy andProcedure Manual
PrefaceThe distinctive nature of New Creation Counseling Center calls for a set of practicestandards which give some degree of uniformity of care, as well as help to define thepractice as a Christian practice.The Center exists as a Christian practice, meaning that our basic belief is that God iscentral to healing, and we as counselors, only point to the true healer. Many peoplewho come to this Center may have a strong belief in God, but many also have only anominal or intellectual belief. Others who come here come because the Center isaffordable care, and they have no real understanding of God in their life.Our challenge is to provide acceptance and care, regardless of the client belief system.We recognize that they may only see God in the care they get from their counselor.Given this situation, we do not try to force a belief on anyone, because it is the HolySpirit’s job to convict. It is our job to tell the truth in love.
TABLE OF CONTENTSAdministrative Policies & ProceduresAccess to Services. 6After-Hours Emergency Care. 7Billing for Reports . 8Calculating Client Percentages (Title XX) . 9Client Satisfaction . 10Collecting Client Balances . 11Continuing Education Allocations. 12Covenant Agreements. 13Group Counseling Rate . 14Independent Contractor Status . 15Information Technology Services. 16Intake. 18Library . 19Missed Appointment Fees and Exceptions. 20Personnel Files . 21Petty Cash . 23Purchasing . 24Recycling . 25Retention of Records . 26Weather-Related Center Closing . 28Counseling Policies & ProceduresCase Closings. 30Client Time Sheets. 32Counselor Court Appearances. 33Custody Evaluations . 34Ethical Standards . 35Exchange of Information about Children in Treatment. 36Grievance Process for Clients . 37Homework. 38Informed Consent & Participation in Treatment Planning . 39Marital Counseling Best Practices. 40Outcomes Assessment. 41Pastoral Counseling, Release of Records, & Pastoral Privilege. 42Prayer. 43Record Keeping . 44Record Keeping Completeness Review . 45Release of Clinical Records - Courts . 46Respect/Confidentiality. 48Rights and Responsibilities. 49
Session Documentation. 50Support Groups . 51Telephone Counseling . 52Transfer Policy . 53Use of Medication. 54Utilization Review Policy. 55Violence. 56AppendixAppendix A Receipt of Documents (Employee Copy). 58Appendix B Receipt of Documents (Center Copy) . 59Appendix C Miami County, Ohio Statistics . 60Appendix D Montgomery County, Ohio Statistics. 61Appendix E Accounting Records Retention . 62
Administrative Policies & ProceduresNew Creation Counseling Center5Policy and Procedure Manual
Access to ServicesDate of most recent revision: June 24, 2010Affected Audience:Counselors, Clients, AdministrationPolicyNew Creation Counseling Center will provide services to all clients regardless of their ability to pay.We do not discriminate on the basis of disability and value people first language in all of ourinteractions, in accordance with the Americans with Disability Act and the Disability RightsMovement. It is also our policy to guarantee that individuals whose dominant language is notEnglish, and who therefore have limited English proficiency (LEP), have equal access to ourprograms and services as required by law.ProcedureUpon intake, the client will be assessed as to any limitations which may prevent them fromcounseling services. Same-level access to reception and counseling offices for physical limitations isavailable and noted in the Intake Letter sent to each client before their first session. A copy of theCenter’s Handbook is available in large print upon request.The office will maintain a list of members of the Ginghamsburg Church community that areavailable to provide interpretation for clients that speak Spanish or use American Sign Language.These services will be provided in the timeliest way possible and will not force the client to incuradditional costs. A copy of the Center’s Handbook is also available in Spanish upon request.Additionally, “I Speak” cards are available for the client’s use if a language barrier arises.Currently, 1.5% of Miami and Montgomery Counties combined speak English less than “very well,”the most common other language being Spanish at .48%. Therefore, we reason that Spanish is themost likely language that we will need to accommodate outside of English. New CreationCounseling Center will reevaluate the Miami and Montgomery Counties population’s language usestatistics at every new United States Census. See Appendix for additional statistics.New Creation Counseling Center6Policy and Procedure Manual
After-Hours Emergency CareDate of most recent revision: December 20, 2007Affected Audience:Counselors, Administration, ClientsPolicyNew Creation Counseling Center does not offer crisis counseling after hours, but will be availablefor consultation and referral. New Creation Counseling Center will maintain current numbers ofcommunity crisis centers for appropriate referral for clients in need of crisis care beyond the scopeof New Creation Counseling Center.ProceduresAll clients will be notified of the availability of “after hours” care. Such notification will be on theCenter’s answering machine, which is switched on at 9:00 PM each evening Monday– Friday, at 5:00PM Friday evenings, and at 1:00 on Saturdays. The Center is closed on Sundays.Clients are directed to contact the after-hours emergency number at (937)499-3271. The phone isstaffed by a member of New Creation Counseling Center staff, and an LPCC clinician is alwaysavailable for consultation.For critical emergencies which may require immediate clinical or medical attention, clients aredirected to call 9-1-1. Clients may also be directed to the following local crisis centers: Miami County: Upper Valley Medical Center Crisis at 800-351-7347 Montgomery County: Crisis Center at 937-224-4646It is the responsibility of the counselors to keep the associate director informed of any clients whomay need the after-hours number and the appropriate intervention. In addition, each of thecounselors may be contacted after hours for consultation.It is the responsibility of both the counselors and the business office to inform clients of theagency’s after hours number as well as the community 24-hour crisis care.Clients are informed about after-hours emergency care in several ways: The New Creation Counseling Center handbook given to them at intake Their counselors instructions as needed The after-hours telephone message through the main office number A printed card available at the receptionist's desk Verbally reinforced by the receptionist upon inquiry by the clientNew Creation Counseling Center7Policy and Procedure Manual
Billing for ReportsDate of most recent revision: July 3, 2007Affected Audience:Counselors, AdministrationPolicyThe business office of New Creation Counseling Center will process the billing for reports that thecounselors agree to write for the court or other requesting entities. The business office will alsoprocess the remuneration for the counselors.ProceduresThe counselor will submit the copy of the report to be sent to the court or the requesting entity is tothe business office attached to the green client appointment sheet. The business office staff willprepare the bill for the court and include the bill with the report.Counselors will be paid as usual by the listing of the service (report) on the green appointment sheet,which also serves as the counselor invoice to the Center for payment. Once the green sheet forbilling is received by the business office, the counselor will be paid on their next payroll.New Creation Counseling Center8Policy and Procedure Manual
TTXX – Calculating Client PercentagesDate of most recent revision: December 3, 2009Affected Audience:Administration, Miami County JFSPolicyThe business office of New Creation Counseling Center will process the billing for TTXX invoicing.The NDCMedisoft system and spreadsheets are used to track and calculate totals and amounts.ProceduresNew Creation Counseling clients are scheduled and automatically tracked via NDCMedisoftNetwork Professional and NDCMedisoft Office Hours.To determine the total number of units/sessions for all clients at New Creation Counseling Centerthe report ‘Patient Day Sheet’ is created via the NDCMedisoft Network Professional system. Thisreport lists daily activity sorted by day then client and totals for all clients stored in the MediSoftsystems for the specified time frame. The daily activity consists of procedures, fees forprocedures/reports and payments. The last page of the report represents the following totals: number of clients seennumber of procedures(sessions or units)Total chargesTotal Payments (broken down by insurance and client payments)The TTXX percentage is based on total number procedures and total number of TTXX clientprocedures. The determination of the number of TTXX client procedures is manually calculated.As clients are approved for TTXX funding their information is manually entered in a EXCELspreadsheet.The list of TTXX clients created from the EXCEL spreadsheet is manually compared to the PatientDay sheet daily activity. When a TTXX client listed on the EXCEL spreadsheet is listed on thePatent Day Sheet the number of procedures they had for the month are counted and an individualPatient Day Sheet printed.The total number of all procedures for all clients and TTXX clients are entered in the TTXXCalculations EXCEL spreadsheet. The spreadsheet then calculates the percentage based on thesenumbers. This percentage is used to determine the amounts for each amount billed for TTXX.New Creation Counseling Center9Policy and Procedure Manual
Client SatisfactionDate of most recent revision: December 20, 2007Affected Audience:Counselors, Clients, AdministrationPolicyIn order to determine quality care and to solicit client feedback, New Creation Counseling Centerwill administer a Client Satisfaction Survey. There will be two types of Client Satisfaction surveys.One will be given during the course of treatment and the other will be follow-up treatment.The Board of New Creation will approve the plan for the following fiscal year and receive the resultsannually.ProcedureIn planning for the next fiscal year, the administrative staff will make a plan for the quality surveyand customer feedback. The in-treatment survey will be done no less than three times a year, andthe follow-up survey will be done with no less than 10% of the clients closed. The administratorsalong with the business office staff will determine the kind of survey, the sample size, the frequencyand the technique.This will be proposed for the following fiscal year and approved by the Board of Directors. Theadministrative staff along with the business office will compile the results of the surveys forsummarization to the Clinical Director, Counselors (as indicated), and the Board of New CreationCounseling Center.New Creation Counseling Center10Policy and Procedure Manual
Collecting Client BalancesDate of most recent revision: May 8, 2003Affected Audience:Counselors, Clients, AdministrationPolicyThe Center’s mission is to provide services regardless of ability to pay the cost of service. There isaccountability for people to pay what they have, in good faith, agreed to pay. In many cases, thatamount is substantially less than the cost of services provided.ProcedureThe Center’s business office will manage the accounts of current clients and meet with those whohave an outstanding balance both from the business office and refer to the counselor as a clinicalissue, when appropriate.In addition, the business office will identify clients who are no longer being seen at the Centerand have an outstanding balance and refer to Sakal services, Inc. to participate in the “Early-Out”billing service. That agency will work with such clients to discuss payment plans. If resolution isnot found to the outstanding bill, referral to a collection agency as a possible outcome will be anoption.New Creation Counseling Center11Policy and Procedure Manual
Continuing Education AllocationsDate of most recent revision: January 7, 2008Affected Audience:Counselors, AdministrationPolicyNew Creation Counseling Center believes that continuing education is an important part ofprofessional counseling practice. Therefore, the Center will make continuing education fundsavailable for its contract counselors based on the factors of the licensure and amount of contracthours provided.The continuing education allocation can be used for professional workshops and seminars as well asacademic courses which will enhance the counselor’s effectiveness of professional standing.All requests for continuing education must be approved by the director or associate director.ProcedureCounselors will submit their request for continuing education to the office manager. The officemanager will note the funds available to that counselor based on the formula below. Then, theoffice manager will forward the information to the clinical director (or associate director in theabsence of the clinical director) who will approve the payment based on the factors of licensure. Counselors who provide an average of more than 50 contract hours per month willreceive 400 per year in continuing education allocation. Counselors who provide an average of 20 to 50 contract hours per month will receive 225 per year in continuing education allocation. Counselors who provide an average of less than 20 hours per month will receive 75 peryear in continuing education allocation.New Creation Counseling Center12Policy and Procedure Manual
Covenant AgreementsDate of most recent revision: April 19, 2010Affected Audience:Counselors, Clients, AdministrationPolicyIt is the policy of New Creation Counseling Center to provide counseling services to peopleregardless of a person’s ability to pay for the full cost of services. Therefore, if a client is unable topay for the full cost of services, the client is to be directed to one of the office staff or to thedirector, to negotiate appropriate fees for service. Counselors are not to be involved in thenegotiating process in order to protect the counselor/client relationship regarding this process.It is often therapeutically appropriate, and at times necessary, for the counselor to discuss delinquentaccounts with clients if payment becomes an issue. This is an issue of accountability, as well aspersonal responsibility. If, upon the discussion with the client, it becomes apparent that the feeneeds to be renegotiated, the counselor can dire
New Creation Counseling Center 5 Policy and Procedure Manual Administrative Policies & Procedures . New Creation Counseling Center 6 Policy and Procedure Manual Access to Services Date of most recent revision: June 24, 2010 . the counselor will be paid on their next payroll. New Creation Counseling Center 9 Policy and Procedure Manual TTXX .
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2.11 handling client monies policy and procedure 230 2.12 exit and transition planning policy and procedure 234 2.13 positive behaviour support policy and procedure 238 2.14 the use of restrictive practices policy and procedure 24
Preparing a policy or procedure document for UC Santa Cruz’ InfoSlug on-line policy and procedure system is not as mysterious or difficult as you might think. This guide is designed to explain the campus’ policy and procedure framework, to help policy and procedure owners organize their written documentation, and to act as a resource
Policy and Procedure Manual Section X Management of Human Resources PERSONNEL: DEFINITIONS POLICY X-4 Page 1 of 1 PURPOSE: The purpose of this policy is to standardize the terms used in the Personnel Policy and Procedure Manual. POLICY: The terms listed below should be interpreted as is indicated beside each term. 1.File Size: 446KB
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N. Sharma, M. P. Rai* Amity Institute of Biotechnology (J-3 block), Amity University Uttar Pradesh, Sector-125, Noida, India A B S T R A C T P A P E R I N F O Media requirement for microalgae cultivation adds most to the cost of biodiesel production at Paper history: Received 30 July 2015 Accepted in revised form 6 September 2015 Keywords: - Chlorella pyrenoidosa Cattle waste Lipid content .
