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First Nations & Inuit Health

First Nations and Inuit Home and Community Care Policies Template Manual

Part 1: The Organization

First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Mission and Vision
Policy Number: 1.1

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program clearly defines, in writing, the mission and the vision for the Program. These statements are developed to reflect the Program and community values and beliefs, as well as the needs of the community. The community and its leadership are actively involved in the development and regular review of the Program mission and vision.

Policy Rationale

The mission and vision give the Program a foundation and a sense of direction for its program development and service delivery.

Policy Details

The Program mission and vision statements guide all future planning and decision making regarding home and community care services.

The mission and vision are used to:

  • Set the objectives of the community needs assessment
  • Establish the goals and objectives of the Program
  • Develop the service delivery, training and capital plans
  • Develop the Program policies and procedures
  • Provide the basis for decision making within the Program

Process Guidelines

The following statements are useful considerations when defining the mission:

The First Nations and Inuit Home and Community Care Program provides comprehensive home care services that are holistic and meet the physical, emotional, spiritual, health and social needs of the people and communities served.

The client's rights to culturally appropriate care and traditions, individual choice, independence and self--care are supported and respected.

Care is accessible and equitable to those who need it at home, in their communities, where support of family and friends is promoted. Family involvement in care delivery is encouraged, supported and respected.

The First Nation and Inuit Home and Community Care Program is enhanced by local control of the planning and delivery of care.

The following are considerations when developing the vision: The First Nations and Inuit Home and Community Care Program will provide community based health care that is:

  • Client-centred
  • Unique to the culture and caring tradition of the community
  • Comprehensive but not a duplication of services
  • Equitable and accessible to those who need services
  • Supportive of the family and community
  • Supportive of self-care and maximizing independence
  • Flexible and adaptable to the community health needs

The mission and vision will be carefully explained to all staff during orientation at the time they are hired, and will be reviewed periodically to ensure that all staff understand and are able to demonstrate the meaning of the mission and vision in all that they do.

The mission and vision will be reviewed annually to ensure that they fit appropriately with the changing needs of the community, and that they continue to reflect the values of the community and its leadership.

Any revisions to the mission and/or vision will be noted in writing and explained and shared with Program staff, clients, families, community leadership and the community as a whole.

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.1 Community Needs Assessment
1.2 Development and Achievement of the Vision
1.3 Capacity Building
1.4 Resource Management
4.4 Partnerships/Community Linkages

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 1, 3A, 5
Draft Liability Documents: May, section 2.2; June, pgs 6-12

CCHSA AIM Standards, 1999 -- Leadership and Partnerships
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure to ensure an annual review of the mission and vision, which includes input from clients, family, staff and the community.
  2. Procedure for communication of the mission and vision to clients, families, staff and the community.

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First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Values and Beliefs
Policy Number: 1.2

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program provides services that are based on the values and beliefs of the Program and of the community. These values and beliefs shape the mission, vision, goals and objectives of the Program; the Program services; and the manner in which services are delivered.

Policy Rationale

To ensure that cultural norms, individual rights and respect for human dignity guide the Program in the development and delivery of services.

Policy Details

The values and beliefs of the Program are developed with input from the community, and in partnership with the community leadership. They are communicated with the community to ensure an understanding of the Program's philosophy, in addition to its services, within the community.

Process Guidelines

The First Nations and Inuit Home and Community Care Program:

  • Supports life at home as long as possible
  • Respects the individual's right to choice, including acceptance of the right to refuse care
  • Promotes independence of people in the community to care for themselves, to the extent possible, and encourages the support and involvement of family and friends in the client's care
  • Respects the cultural and traditional health methods of the community
  • Promotes a holistic model of care
  • Recognizes that community members are a valuable resource for the delivery and management of care in the community
  • Promotes home care services that are available in the community
  • Ensures that home care services are coordinated with other services and programs
  • Promotes services that respond to the health and social needs of the community
  • Promotes services that are equitable to those provided to other Canadians

The Program's values and beliefs are reviewed annually. They serve as the basis for evaluating the mission, vision, goals and objectives to ensure their fit with the community needs and with the community's values.

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.1 Community Needs Assessment
1.2 Development and Achievement of the Vision
1.3 Capacity Building
1.4 Resource Management
3.6 Ethical Issues
4.4 Partnerships/Community Linkages

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 1, 3A

CCHSA AIM Standards, 1999 -- Leadership and Partnerships, Home Care Services
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure to conduct an annual review of the Program values and beliefs, which includes input from clients, family, staff and the community.

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First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Goals and Objectives
Policy Number: 1.3

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program has clearly defined goals and objectives that are based on the mission, vision, values and beliefs of the Program, and of the community. The goals and objectives will help the Program to achieve sustainability and the community to build capacity.

Policy Rationale

Goals and objectives provide a focus for Program services, processes and activities, and a framework for evaluation to ensure and sustain quality services in the community.

Policy Details

The First Nations and Inuit Home and Community Care Program is established to provide services to community members of all ages, in their own community. Allocation of services is based on need and ensures that services are provided for as long as required, to the fullest extent possible.

Process Guidelines

The First Nations and Inuit Home and Community Care Program:

  • Builds capacity to develop and deliver home care services in the community by:
    • Hiring community members to deliver the program, whenever possible
    • Providing Program staff with a clear orientation at the time of hiring, and ongoing training and education, as required, to ensure that staff can adjust to new needs and approaches
    • Teaching family members and significant others to assist with required care
  • Provides a single point of entry to a continuum of services that are comprehensive and are under the control of the Program, including:
    • Nursing care services
    • Personal care services
    • Home support
    • In-Home respite
    • Linkages with other community services and programs
    • Access to medical equipment and supplies
    • Access to medication
  • Provides services that are culturally sensitive and that respect the traditional and contemporary ways of healing through:
    • Assessment of individual need for services
    • Respect for choice, including the right to refuse services
    • Promotion of independence at home by encouraging and supporting self-care
    • Client participation in the development of a plan of care
    • Support for the involvement of family and friends in providing care and support to clients
    • Provision of services when family and friends cannot provide care and support to clients
    • Prevention or delay of admission to hospital or other facilitybased care
  • Coordinates and links the Program with existing community programs and services to prevent duplication by:
    • Promoting use of existing programs and services by the client
    • Developing a list of community programs and services to be used as a staff resource
    • Educating staff on how to access other community programs and services
    • Participating in local planning and coordination of home care services
  • Ensures that the Program has established standards, policies and procedures to enable services to be equitable to those provided to other Canadians through:
    • The development of Program standards, policies and procedures that reflect the community's specific needs and resources
    • Reference to the Canadian Council on Health Services Accreditation AIM Standards, 1999
    • Reference to professional practice standards and guidelines
    • Reference to relevant federal, provincial and territorial Legislation
    • Reference to DIAND/FNIHB Home and Community Care Directives

The Program goals and objectives are evaluated on an annual basis to determine how well they have been achieved. As well, the fit of the goals and objectives with the needs and values of the community is also reviewed. Goals and objectives are revised, in writing and as required, to achieve a better fit with the changing needs.

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.1 Community Needs Assessment
1.2 Development and Achievement of the Vision
1.3 Capacity Building
1.4 Contract Management
4.4 Partnerships/Community Linkages
6.1 Information Needs
6.2 Data Collection and Reporting
6.3 Analysis and Evaluation

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 1, 2, 3A
Draft Liability Documents: May, sections 2 to 2.7; June, pgs 6-12

CCHSA AIM Standards, 1999 -- Leadership and Partnerships
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure to conduct an annual review of the goals and objectives, which includes input from clients, family, staff and the community.
  2. Procedure to promote local recruitment and retention.

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First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Organizational Structure
Policy Number: 1.4

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program has a clear organizational structure that is designed to achieve the mission, vision, goals and objectives of the Program, while respecting the values and beliefs of the Program and of the community. This organizational structure is approved in writing and supported by the community leadership.

Policy Rationale

To ensure there are clear lines of authority and accountability in the administration and delivery of Program services in the community.

Policy Detail

The First Nations and Inuit Home and Community Care Program organizational structure clearly defines the responsibilities and reporting relationships of all staff.

The Program structure supports and ensures the achievement of the following management activities, and ensures a clear explanation of who has accountability and responsibility for each activity:

  • Governance and management of the Program
  • Program planning and development, and service delivery
  • Monitoring, evaluation and improvements of Program services and processes
  • Recruitment, hiring, training, coordination, supervision, and ongoing development of staff
  • Provision of the professional expertise required to develop and deliver the Program
  • Accountability for the liability, malpractice and delegation of responsibility
  • Negotiation with the federal government for technical, professional and financial support
  • Development and maintenance of Program standards of practice
  • Coordination of Program services with other community programs and services and the promotion of building good working relationships
  • Preparation and communication of reports to the community leadership and others, as required
  • Provision of supplies, equipment and medications required for services to properly be delivered

The Program management structure is also accountable to work in partnership with the community leadership, and, if appropriate, the federal government, to ensure that:

  • The appropriate resources are secured to implement the Program
  • Adequate funding is allocated to the Program
  • Standards and practices are in place for the Program
  • Appropriate reporting mechanisms for the Program are established

Process Guidelines

Specific positions within the Program's organizational structure have responsibility and accountability for the following, and this responsibility is clearly understood by all staff:

  • Hiring of staff and handling of all human resource issues
  • Supervision of staff, including supervision in clients' homes
  • Administration of the budget and other financial responsibilities
  • Delivery of Program services, with specific explanation when particular skills and certification may be required
  • Administration and management of client records, staff records, financial information, and other related operations activities
  • Collection and management of information for evaluation and reporting purposes, including monitoring of program indicators and client and staff satisfaction
  • Communications within the Program and with the community and other organizations

Staff clearly understand the Program's organizational structure, the roles and responsibilities of all staff, lines of communication, and who to go to for specific issues. A complete explanation of the structure and reporting is provided during orientation, and through ongoing training and education sessions, as required. When there is a change in any reporting process or in the structure, staff are informed of the change immediately.

The roles and responsibilities of any contracted workers, including those with other programs and services in the community, are included in the Program's organizational structure, and these workers have a clear understanding of the structure and reporting processes.

A Program organizational chart details the lines of authority, reporting, and supervision, and illustrates staff relationships in the structure.

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula

Related Standards

1.1 Community Needs Assessment
1.3 Capacity Building
5.4 Education, Training and Development
5.5 Quality of Work Life
6.1 Information Needs
6.2 Data Collection and Reporting
6.5 Program Changes and Improvements

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 1 and 3A
Draft Liability Documents: May, sections 2 to 2.5; June, pgs 6-12

CCHSA AIM Standards, 1999 -- Leadership and Partnerships
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure to develop written job descriptions for all Program positions. These job descriptions include an explanation of reporting relationships, authority and accountability.
    Suggested tools:
    • Sample job descriptions
  2. Procedure to develop and regularly review a Program organizational chart.
    Suggested tools:
    • Sample organizational chart

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First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Roles and Responsibilities: Client and Family
Policy Number: 1.5.1

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program encourages individuals and families to maintain independence and self-care at home for as long as they are able. When a person is unable to care for oneself, family and friends are encouraged to provide support to the client. The First Nations and Inuit Home and Community Care Program will assist with care when the client, family and friends are unable to meet the client's care needs. The Program does not replace the support of family and friends.

The client's right to choice is respected.

Clients and families have the responsibility of understanding why standards and policies are in place and how they can ensure appropriate care, equitable access to services, and client rights.

Policy Rationale

The involvement of the client, family and community is essential to the plan of care in order to achieve goals of independence and self-care, and also to help people remain at home.

Policy Details

The following statements suggest the importance of the role of clients and families:

  • The rights of individuals to accept or refuse services are respected.
  • Individuals and family and friends who participate as caregivers are considered part of the care team.
  • Individuals are involved in the development and implementation of their care plan, to the fullest extent possible.
  • Education of the client and family is included in the services provided and self-care, to the fullest extent possible, is encouraged.
  • The role of the family and friends in providing support to the client at home is encouraged, respected and supported to the fullest extent possible.
  • Cultural and traditional healing practices are respected.
  • All care that is delivered is based on assessment of the client's need for services.
  • Verbal or written informed client consent to care is obtained prior to delivery of services.
  • Maintaining the client at home prevents unnecessary admission to hospital and other facilities.
  • When the need for care exceeds the care that can be provided at home in the community setting the client will be assessed for admission to a hospital or other appropriate facility. Clients will be involved in the decision for future care to the fullest extent possible.

Process Guidelines

Program processes and services are mindful of the role of clients and families and ensure that:

  • Assessment of the client's need for care or treatment will occur prior to acceptance for home care services
  • Acceptance by the client and family caregiver(s) of care or treatment, including acceptance of the role of the client and family in that care, will be documented on the client record
  • All clients give verbal or written informed consent to treatment or care
  • Clients are encouraged, educated and supported to perform selfcare where at all possible and appropriate
  • Families are encouraged, educated and supported to assist with care where at all possible and appropriate

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.1 Community Needs Assessment
3.2 Continuity of Services
3.4 Obtaining Consent
3.5 Client Rights
3.7 Confidentiality
4.5 Partnerships/Community Linkages

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 1, 2, 3A
Draft Liability Documents: May, sections 3.13, 4.3; June, pgs 12-13

CCHSA AIM Standards, 1999 -- Home Care Services, Leadership and Partnerships
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process: Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure for assessment of the need for services.
    Suggested tools:
    • Assessment form
  2. Procedure for communication of client rights and responsibilities.
  3. Procedure to obtain informed client consent.
    Suggested tools:
    • Consent form
  4. Procedure for documentation of care on the client record, which includes identification of role of the client and self-care goals, as well as role of the family and family caregiver goals.

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First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Roles and Responsibilities: The Community and Its Leadership
Policy Number: 1.5.2

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program encourages and supports the community's role in providing input and assistance to Program planning, evaluation and improvement.

Community leadership, the political body of the community, has the responsibility of receiving, understanding and approving the standards and policies for the delivery of the Program. Community leadership provides overall direction in this way, rather than becoming involved in the day-to-day operations of the Program. Community leadership can use the standards and policies as tools to respond to requests and complaints from community members. These tools provide the basis for decision-making and conflict resolution.

Policy Rationale

To ensure the involvement of the community in planning and evaluating Program services to meet the community's health needs.

Policy Details

The community, through its leadership, is responsible to ensure that a continuum of health and social services, based on the broad determinants of health, is available to its members. Collaboration among community agencies, organizations and individuals is necessary to prevent duplication of services. The community encourages the traditional healing and holistic culture of its members. The role of the family as caregiver and supporter is respected.

Community members are part of the governing body of the First Nations and Inuit Home and Community Care Program. The community, through its leadership, is responsible for the autonomy and control of the Program and is responsible to supervise and monitor the effectiveness of the Program. The Program fits well with the mission, vision and values of the community. The community will assess and determine the resources available to support the Program.

Communication between the community and the Home Care Program staff will assist in providing feedback and evaluation of services/programs delivered.

Process Guidelines

The community, through the community leadership, is responsible for data collection and management of information about the community, including preparation and submission of reports as required. The community will complete an initial assessment and evaluation of the community's health care needs. It provides feedback to the Program staff about the results of this initial assessment and evaluation.

Community members form part of the First Nations and Inuit Home and Community Care Program planning and leadership structures. For example, the community may establish a home and community care advisory committee.

The community will regularly evaluate the effectiveness of the Program.

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.1 Community Needs Assessment
3.2 Continuity of Services
3.4 Obtaining Consent
3.5 Client Rights
3.7 Confidentiality
4.6 Partnerships/Community Linkages

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: 1, 2, 3A
Draft Liability Documents: May, sections 2 and 2.1; June, pgs 7-12

CCHSA AIM Standards, 1999 -- Leadership and Partnerships
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure for the initial and regular assessment, monitoring and evaluation of community health care needs and gaps in service.
  2. Procedure for orientation of community members involved directly in Program leadership.
    Suggested tools:
    • Orientation package for community members

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First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Roles and Responsibilities: Service Providers
Policy Number: 1.5.3

Approval:
Date:

Policy

Service providers, whether Program staff or on contract, are accountable and responsible to deliver safe, effective care to clients of the First Nations and Inuit Home and Community Care Program.

Program staff are responsible for knowing the standards and policies and adhering to them in their daily activities. Program staff participate in the review and revision of policies.

Policy Rationale

To ensure that the quality of services provided is consistent with Program, legislative and professional standards of care.

Policy Details

All Program service providers:

  • Operate efficiently and economically, according to established guidelines
  • Provide services that meet legal requirements and standards of practice, and are consistent with Program standards, policies and procedures
  • Determine the urgency of need for services by screening clients according to consistent, predetermined assessment, and ongoing monitoring of these criteria
  • Access other community programs and services for clients, as appropriate
  • Regularly monitor the quality of Program services delivered to clients
  • Collect, record and report quality indicators to Program management
  • Participate in Program planning, implementation and evaluation
  • Recommend new services based on identified community needs
  • Participate in local community planning and coordination of services, as appropriate, and work with the community to improve community health
  • Provide education to the community members about Programs services that are available

Process Guidelines

All Program service providers:

  • Consult with the health care team about care needs
  • Discuss with the clients and families the programs and services that are available
  • Respond in a timely way for delivery of care
  • Provide continuity in care
  • Treat clients with respect
  • Protect the privacy of clients and maintain confidentiality of all information gathered about clients
  • Obtain informed consent from clients prior to delivery of care
  • Provide access to after-hours care, or alternative arrangements for after-hours care, should the need arise
  • Teach and support self-care of clients
  • Maintain the independence of clients to the fullest extent possible
  • Encourage, teach and support care provided by families
  • Ensure care delivered to clients is supervised, as determined by Program management
  • Try to prevent unnecessary admissions to hospitals and other facilities, whenever possible
  • Conduct home visits to review the service plan of care
  • Encourage hospital or other facility care when necessary
  • Report and record care delivered using the appropriate forms

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.1 Community Needs Assessment
3.2 Continuity of Services
3.4 Obtaining Consent
3.5 Client Rights
3.7 Confidentiality

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: 1, 2, 3A
Draft Liability Documents: May, sections 2 to 2.9, 2.13, 2,14, 3.7 to 3.21; June, pgs 6-15, 19-27

CCHSA AIM Standards, 1999 -- Leadership and Partnerships, Home
Care Services
Professional Practice Standards
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure for reporting service delivery.
    Suggested tools:
       • Client record
  2. Procedure for performance management.
  3. Procedure for measuring indicators for quality of care.

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First Nations and Inuit Home and Community Care Program
Policies Template Manual

Community Logo

Part 1: The Organization
Community Name

Policy: Roles and Responsibilities: Program Management
Policy Number: 1.5.4

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program management staff are accountable and responsible for the development, delivery, evaluation and administration of the Program and its services.

Program management has the responsibility of implementing the approved policies and ensuring adherence at all times, and of monitoring, reviewing and updating policies on a regular basis. Program management participates, with the staff, in the review and revision of policies on a regular basis.

Policy Rationale

To ensure that services delivered are effective and cost efficient, and consider client care needs in relation to broad health issues of the community.

Policy Details

Accountability and responsibility for the program includes:

  • Monitoring the achievement of the goals and objectives of the Program
  • Delivering the Program and services effectively, efficiently and with a client-centred approach
  • Monitoring the delivery of the Program and services
  • Ensuring equitable access to the services
  • Ensuring confidentiality of information concerning clients and staff
  • Ensuring that essential Program elements and Program standards are maintained, and that Program policies are followed
  • Ensuring that staff have the necessary knowledge, skills and ability required to achieve the standards and work within policy guidelines
  • Maintaining sound accounting principles and practices
  • Providing a written annual report to the community leadership

Process Guidelines

The following activities are supported through processes and procedures:

  • An annual review and evaluation of the goals and objectives of the Program is conducted and any gaps in services are identified
  • An annual assessment of the level of services provided, and how these services are meeting the needs of the community, is conducted
  • The satisfaction of Program clients is assessed on a regular basis
  • An annual review of the policies and practices regarding confidentiality of information is conducted to ensure that client and staff information is being kept confidential and secure, ie auditing client records, interviewing clients and staff
  • All financial transactions are recorded
  • An annual audit of all financial transactions is conducted
  • Data is recorded and reported, as required by legislation and the needs of the community, for objectively-based evaluation and reporting of the Program
  • The Program is effectively managed and delivered, with continuous effort to improve policies, processes, procedures, and the services themselves, within the fiscal responsibilities
  • Program staff are supported, coached and counselled to promote their development and ongoing learning

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.1 Community Needs Assessment
3,2 Continuity of Services
3.4 Obtaining Consent
3.5 Client Rights
3.7 Confidentiality
4.4 Partnerships/Community
Linkages

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 1, 2, 3A
Draft Liability Documents: May, sections 2, 2.1, 2.13-2.15, 3.11, 3.18, 3.19, 4.1, 4.9-4.15; June, pgs 6-12, 25-34

CCHSA AIM Standards, 1999 -- Leadership and Partnerships, Home Care Services, Information Management
Canadian Health Record Association, Code of Practice and
Principles and Guidelines for Access to and Release of Health
Information
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Suggested Procedures

  1. Procedure to assess client satisfaction with the delivery of the Program and its services.
    Suggested tools:
    • Client feedback form
    • Interview guide
  2. Procedure to obtain feedback from clients and staff about information in their records.
    Suggested tools:
    • Interview guide(s)
  3. Procedure to audit access to services.
    Suggested tools:
    • Audit guide
  4. Procedure to audit client records.
    Suggested tools:
    • Audit guide
  5. Procedure to record and audit all financial transactions.
    Suggested tools:
    • Audit guide
    • Financial transaction recording form
    • Expense form
    • Mileage record
    • Hours of work record
  6. Procedures for reporting guidelines for financial information and the annual report.
    Suggested tools:
    • Financial information reporting sample outline
    • Annual Report Summary sample outline

 

Last Updated: 2005-05-18 Top