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Block 7 PID Exam 5 > Policy and Procedures > Flashcards

Policy and Procedures Flashcards

1
Q

Organizations develop policies and procedures to

A

Reduce confusion and inconsistencies with various practices

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2
Q

Hierarchy

A 
Laws
Regulations
Bylaws
Policies
Procedures
Guidelines
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3
Q

Hierarchy - Laws

A

First

Mandatory rules developed by authorities or governmental bodies

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4
Q

Hierarchy - Regulations

A

Second

Detailed requirements or provisions developed by regulatory and/or accreditation bodies

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5
Q

Hierarchy - Bylaws

A

Third

Rules approved by an organization that are a basis for managing and operations.
How it will conduct its business.
Helps to define the mission

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6
Q

Hierarchy - Policies

A

Fourth

Plan or course of action developed by an organization and driven by laws, regulations, and bylaws
Concise, formal statements on how an entity will meed laws and regulations

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7
Q

Hierarchy - Procedures

A

Fifth

Step by step requirements to complete so a policy is met
Also called standard operating procedures

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8
Q

Hierarchy - Guidelines

A

Sixth

Best practice
General statements or recommendations to complete or implement procedures

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9
Q

Actions and decisions are influenced by

A

Policies

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10
Q

Four basic reasons that policies are developed

A

Operational
Compliance
Risk Management
Quality Management

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11
Q

Policies state

A

what an organization will do in a given situation and who is responsible for the action
They influence our decisions and actions while we go about our day

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12
Q

Four basic reasons that policies are developed - Operational

A

Provide information on how day to day activities or functions of a business are completed
How to consistently meed the needs of the consumer

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13
Q

Four basic reasons that policies are developed - Compliance

A

Indicate how the organization is following or aligning with laws, rules, regulations

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14
Q

Four basic reasons that policies are developed - Risk Management

A

Policies assist in decreasing the potential hazards or risks that could occur for a business or organization

Dec the liability risks
Prevent losses
Defend the organization if legal proceeding occur

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15
Q

Four basic reasons that policies are developed - Quality Management

A

Policies are utilized to ensure effective and efficient processes are consistently followed in an organization
When improvements are obtained, policies assist in maintaining those improvement

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16
Q

Development of a policy - A policy is a ___ ___ ___ that does what

A

General, broad statement

That guides thinking, shapes the bx and established limitations

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17
Q

Development of a policy - it sets

A

the standard for actions and decisions

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18
Q

Development of a policy - It should provide

A

Flexibility with changing situations while at the same time providing sufficient details to be useful and provide information about what to do in a situation

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19
Q

Development of a policy - A policy should be ____ and ____ and written in a way that

A

Current and relevant
Written in a way that it can remain in force for long periods of time

All policies should have a consistent format

20
Q

Development of a policy - A policy focuses on the

A

who, what, when, where

21
Q

Examples of policy topics

A 
Scope of service
Staffing
Emergency plan
Dress code
Employee orientation and training
Employee promotion
22
Q

Questions to ask when looking at a policy

A

If you were an employee wondering about a promotion, can you read the policy to determine requirements to request one?

Who, What, When, Where

23
Q

Good policies are

A

Well thought out and reasonable
Communicated to all who need to know
Correlated with department objectives or mission

24
Q

Policies are written for

A

an entire organization or for a department within an organization
There must be congruence with these policies

25
Q

Procedures - A procedure is a

A

Detailed statement on how an activity should be accomplished

26
Q

Procedures - A procedure is a description of

A

How to carry out a policy and complete business for an organization

27
Q

Policies vs. Procedures over time

A

Policies are more timeless and likely do not have to be modified when new technology is developed

Procedures evolve over time. They provide details or steps in dealing with a specific situation and change when tasks change to efficiently meet the intent of the policy

28
Q

Procedures not only provide instruction about a process but also ensure

A

Uniformity of processes between employees
Facilitate training
Can be used to appraise one’s work and how they perform in a position

29
Q

Scope of policies and procedures

A

Administrative
Interdepartmental
Departmental

30
Q

Scope of policies and procedures - Administrative

A

Rules for an entire organization

31
Q

Scope of policies and procedures - Administrative examples

A

Policies for unscheduled absences, vacation time, and performance evaluations

32
Q

Scope of policies and procedures - Interdepartmental

A

Rules for multiple departments

33
Q

Scope of policies and procedures - Interdepartmental - Examples

A

Policy for scheduling a patient for preoperative teaching that includes multiple departments

34
Q

Scope of policies and procedures - Departmental

A

Those that pertain to a single department

35
Q

Scope of policies and procedures - Departmental examples

A

Policy on cleaning rehab equipment or the clinical site policy for the DPT program
(process only pertains to the DPT program and the other clinical programs at DMU have their own policies)

36
Q

Rules of thumb for policies and procedures

A 
1 Readily available 
2 Revised and updated
3 Concise
4 Specific
5 Reviewed annually 
6 Understandable 
7 Used at orientation
8 Written to assist in consistency
37
Q

Rules of thumb for policies and procedures - Readily available

A

Policies and procedures should be readily available to staff so that they can access them at anytime
They should not be put in a binder on a shelf and forgotten about - or on a website that is not well known by employees

38
Q

Rules of thumb for policies and procedures - Revised

A

They should be revised and updated when necessary
Any time a process changes or when it is determined that they are outdated
Imperative that staff is included in this process

39
Q

Rules of thumb for policies and procedures - Concise

A

Should not be verbose

Written so easy to read and find information easily

40
Q

Rules of thumb for policies and procedures - Specific

A

Contain specific info to provide guidance (not contain personal names) - job positions when indicating responsible parties who complete that procedure of a policy

41
Q

Rules of thumb for policies and procedures - Reviewed

A

Should be reviewed on an annual basis by management and with staff to ensure they are accurate
Good time to review with staff to ensure compliance too

42
Q

Rules of thumb for policies and procedures - Understandable

A

Written so all who need to refer to the policy and procedure can understand the process
Should be clear and to the point

43
Q

Rules of thumb for policies and procedures - Orientation

A

Used for new employee orientation and assist in training of staff

44
Q

Rules of thumb for policies and procedures - Written to assist in consistency

A

And avoid allegation of favoritism

Also important in preventing implied policies

45
Q

What is an implied policy

A

Where a process is in existance but it was never written down or went through formal process or review
Not the best practice for development of policies and should be avoided

46
Q

Typical layout of a policy and procedure

A 
Title and number to track
Effective and last reviewed/revised date
Policy statement
Purpose statement
Scope and background
Procedures
Definitions 
Approval signatures
47
Q

Employees role - an eployee should

A

Know the policies and procedures that pertain to them - or at least know where to find them
Refer to the policies and procedures when unsure of a process
Challenge out dated policies and procedures
Assist in developing or updating policies and procedures as needed

Block 7 PID Exam 5 (4 decks)

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