Updating hipaa policies and procedures
Depending on how your organization is structured, you can usually make these technical changes without going through the formal review process.However, when a manual requires multiple technical updates, a thorough formal review may be needed.If so, it is time to review your technology policy.At-will statement: Your manual and any acknowledgment form should clearly state that employment is at-will and no company policy can be relied upon to alter that relationship.Employees then can print out the revised page, or pages, and place them in their binder, if they have a print manual.
Here are some steps to help you make sure your policy and procedure manual is up to date. Perform an annual review of the entire manual, noting any areas of concern. Look for policies that may not apply to your organization any longer. If so, your policies and procedures may need to change, as well, so that the important documents are in alignment with each other. Has the legal environment changed in a way that impacts your policies? Take the time to review current and pending employment legislation. Are your policies being effectively implemented and enforced? Continuing to update the manual Let's say you've just finished updating your policy and procedure manual. Require employees to sign a statement that they are aware of the changes. Include the changes in any new hard copies of the manual.
You asked for, and got, written or electronic signatures to confirm employees read the new changes and understand that the new policy replaces previous versions. Talk with them about suggested wording, and them research similar policies at other companies. Proofread any drafts for clarity, conciseness, and for grammatical and typing errors. Ask your attorney to review any proposed revisions or additions. Schedule a time to bring changes or revisions before your board of directors or your manual review committee. Include the approval date on all changes and revisions. Be sure to keep up with current legislation in this area. The Family and Medical Leave Act (FMLA) is a federal law that requires companies with 50 or more employees to grant certain employees up to 12 weeks of unpaid leave each year with no threat of job loss.
You will have the revisions part of the hard copy given to all new employees. The FMLA also requires that employers maintain the health benefits for eligible workers just as if they were working.
If you keep each policy section on a separate page, and organize your manual in a three-ring binder, these changes and updates do not have to be stressful, expensive, or time consuming.
After you have revised the online document, notify employees that they can read the updated policy online by providing them with a link to the updated section.
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