1 Policy Webinar Series: Organizational Structure, Governance and Insurance Jessica Brodey April 22, 2008

2 Why do we care about Policies & Procedures? Means to mitigate liability Provide a structure to ensure practices are performed appropriately Safeguard to avoid mistakes Guidelines for accountability Help with continuity

3 What are Policies and Procedures? Policies: –High-level guidelines. –A policy is a plan of action to guide decisions and actions. –Provide ground rules for effective interactions. –Reflect high-risk areas of care. –Policies are usually based upon accepted, well-defined norms/standards of practice. Norms/standards articulate what is done, who is served, and what resources are needed.

4 What are Policies and Procedures? Procedures: –Procedures delineate the processes and activities necessary to implement policies; in other words, the day-to-day operations. –Procedures are usually based on professional guidelines when they are available. –Procedures provide step-by-step guidance for basic organizational activities (e.g., client intake, santization, delivery of products).

5 How do we get policies/procedures? Most policies and procedures should be formal/written documents that can be used as a reference. Some things we will be reviewing are “foundation” steps and decisions that you must do first before you can decide what your policies/procedures should cover. Legal Status, our first category, is one example of that.

6 Writing Policies & Procedures Organized –Table of Contents –Numbered –Grouped Outline Format Notebook/Binder/Bound Use the Internet! –Companies in your state –Similar corporate structure –Similar services/activities

7 Getting Started Pick a subject area For Policies: –Start by writing down how things SHOULD work –Goals For Procedures –Start writing down how things do work – specific steps for carrying out tasks

8 Organizational Structure: Legal Status Legal Entity with Proper Licenses to Operate Types of Legal Entities: –Corporation –LLC –Partnership –Sole Proprietorship –Non-incorporated entity For Profit v. Non-Profit Tax-exempt status/Tax ID number Select Appropriate Legal Entity for Activities

9 Governance: Board Structure Number of Board Members Positions Roles Corporate Documents –Articles of Incorporation or Organization –By-Laws –Vision Statement –Mission Statement –Organizational Goals

10 Organizational Structure: Staffing Model “Mom & Pop” All-volunteer –Volunteer Forms –Written Handbook Employee based –Written Employee Handbook Hybrid

11 Governance: Advisory Committee Organizational Documents Specifying –Selection Process –Representation –Terms –Role/Function/Authority –Frequency of Meetings –Funding/Budget

12 Governance: Management Management Structure (Board v. Officers) Specify Officers Often done through By-Laws Division of Responsibility Staffing management – supervisory structure, job evaluations/reviews Services to be Provided Standard Operating Procedures for providing services (what, who, how)

13 Insurance Directors & Officers Key Person Employees Volunteers Driver/Transportation Facilities Inventory Activities Property Policies: –Who you will insure –For what activities –Must reflect coverage

14 Next Webinar User Services May 13, :00 PM – 3:30 PM ET Topics will include: Client Intake, Equipment Matching, Training & Technical Assistance, Delivery, Follow Up, & Website Operations

15 Contact Jessica Brodey (301)