Note: This Manual is extremely comprehensive and due to its size (over 530 pages!) and to allow you the ability to customize to best meet your needs, it will be delivered in electronic format only.
Why You Need A Policy & Procedure Manual
Two words: Gross Negligence
As a medical professional reading those two words together probably caused a bit of uneasiness or possible outright fear. That’s good.
We all know this is something we never want to hear in our time practicing medicine, whether you're a nurse or a physician, because it means a willful disregard to a person’s safety and it can have huge consequences.
Everything from an exponentially higher fines to losing your license and in the worst cases criminal accusations.
When you're a medical professional directly overseeing the care of a patient it could be giving a person a medication their chart says they’re allergic to or leaving a medical instrument inside a body cavity.
When talking about practicing medicine from a business level things are a little different and the focus needs to shift more towards what the clinic has in place to protect itself.
For example, the likelihood of someone coding out during an infusion is very small and hopefully an incident you never have to deal with. No matter how small the possibility though, you still have to know what to do and be prepared for it to happen.
Let’s say the worst happens and someone does code during an infusion and one of your employees was working that day instead of you. Now let’s say your employee doesn’t know where to find the crash cart?
Who’s fault is that?
Of course we want to say it’s their fault and while that may be true that doesn’t always matter.
What if during an investigation the employee says they were never told where the crash cart was.
If you have a policy and procedure manual that clearly defines what to do in the event of a code and says exactly where to find everything needed then you’re covered.
However, if you don’t that could fall to you and could be considered gross negligence on your part as the owner.
In 2018 there was $28 million in fines issued for HIPAA compliance alone. One of the best ways to protect your business from fines, or worse, is to have a strong Policy & Procedure Manual in place.
You asked for it and here it is!
Introducing our very own Ketamine Academy Policy & Procedures manual.
Over the last few months I’ve had hundreds of requests from students and clinic owners about creating a Policy & Procedure Manual. This is a really good thing, every clinic absolutely needs one of these.
An effective P&P manual lays out exactly how things should be done at your clinic. It gives employees a resource to look back at so they know what’s expected of them and how to conduct business.
Essentially, it lays out how your business runs day to day. They're important to reduce liability of your clinic and reflect highly upon your own professionalism in running your business. State and Federal agencies have also been known to ask for these from time to time and not having one can put your business at serious risk.
The problem is creating a comprehensive P&P manual is a huge undertaking. It’s tedious and boring unless you’re the kind of person that absolutely loves writing out processes.
If you’re not, hiring someone to create this for you is extremely expensive. When I was looking to create one for my clinic I was getting quotes from attorneys for $5,000.
But you won’t have to do that. I’ve spent several months creating a comprehensive Policy & Procedure Manual specific to running a Ketamine Clinic.
Now I’m offering it to you for a fraction of the price you’d have to pay to have one created yourself.
Let me be clear, this is still a template. There are going to be places you have to add your specific clinic information and change a couple sections so they make sense for the clinic you’re running.
But I’ve done 95% of the work for you. It contains all of the Policies & Procedures I used in my very own clinic.
If you don’t want to spend countless hours and thousands of dollars to create your own then order your copy of the Ketamine Academy P&P Manual now.
Section 1 - Introduction
1.1 Policy and Procedure Manual 1.2 Developing Policies and Procedures
1.3 Policies and Procedures ‐ Master Book Maintenance
1.4 Policies and Procedures ‐ Writing and Implementation
1.5 Policies and Procedures ‐ Revision and Retirement
Section 2 Forms - Employment and Hiring
Form 2.1 Credentialing Data Sheet
Form 2.2 Employee Confidentiality Agreement
Form 2.3 Employee Time‐Off Request Form
Form 2.4 Professional Development Training Request
Form 2.5 Job Requisition Form
Section 2 - Employment and Hiring
2.1 Americans with Disabilities Act
2.2 Background Checks ‐ General
2.3 Background Checks – Written Authorization
2.4 Base Compensation
2.5 Benefits Eligibility
2.6 Candidate Interviews
2.7 Code of Conduct
2.8 Confidentiality Agreement
2.9 Corrective Action
2.10 CPR Certification
2.11 Disciplinary Termination Policy
2.13 Employment Application
2.14 Employment Eligibility Verification
2.15 Equal Opportunity Employment
2.16 Establishing Salaries and Compensation
2.17 Medicare Provider Enrollment Process
2.18 Introductory Period for New Employees
2.19 Leave of Absence
2.20 Nature of Employment
2.22 No Distribution or Solicitation
2.24 Performance and Salary Reviews
2.25 Performance Bonuses
2.26 Performance Improvement: Individual Provider
2.27 Personnel Files
2.28 Personnel Records and Administration
2.29 Provider Credentialing
2.30 Provider Recredentialing
2.32 References and Supplemental Investigations
2.35 Time Off, Holidays, Religious Observances, Jury Duty, Bereavement
2.37 Work Hours
2.38 Workplace Searches
Section 3 Forms - Workplace Conduct and Professionalism
3.1 Disciplinary Action Checklist
Section 3 - Workplace Conduct and Professionalism
3.1b Attendance – Disciplinary Action
3.1c Attendance – Emergencies and Inclement Weather
3.2 Drug and Alcohol Policy
3.3 Drug and Alcohol Testing
3.4 Grievance Policy
3.5 Internet Use
3.6 Professional Appearance
3.7 Smoking Policy
3.8 Telephone and Cell Phone Policy
3.9 Violence in the Workplace
Section 4 Forms - Clinic Operations
Form 4.1 Professional and Business Insurance Worksheet Form
4.2 Office Security Checklist
Section 4 - Clinic Operations
4.2 Building Security
4.3 Business Associate Agreements
4.4 Business Associate Inventory
4.5 Clinic Credentialing
4.6 Clinic Hours and Emergency Service
4.7 Performance Improvement Plan
4.8 Computer Workstation Protocol
4.9 Display of License
4.10 Electronic Communications Protocol
4.11 Clinic Facility Design
4.12 Firearms and Other Weapons
4.13 Identity Theft Detection and Prevention
4.14 Internet Use Protocol
4.15 Mandated Reporting of Child Abuse and Neglect
4.16 Mobile Device Protocol
Section 5 Forms - Records and Data ManagementForm
5.1 Electronic Security Incident Report Form
5.2 HIPAA Security Policies and Procedures Checklist Form
5.3 HIPAA Security Assessment Form
5.4 Patient Acknowledgment of Receipt of Notice of Privacy Practices Form
5.5 Release of Medical Records Log Form
5.6 Authorization for Use and/or Disclosure of Protected Health Information Form
5.7 Authorization Checklist for Release of Medical Record Information
Section 5 - Records and Data Management
5.1 Access Rules
5.2 Data Backup
5.3 Data From Other Facilities or the Patient
5.4 Data Integrity: Access, Audit Trail, and Security
5.5 Documentation of Privacy and Security Policies and Procedures
5.6 HIPAA and HITECH Privacy Compliance
5.7 HIPAA and HITECH Security Compliance
5.8 Legal Medical Record Standards
5.9 Legibility and Display of Entries
5.10 Meaningful Use Audits
5.11 Notice Of Privacy Practices
5.12 Patient Request for Medical Record
5.13 Performing a Billing or Coding Audit
5.14 Purging and Destruction of Paper Records
5.15 Purging ePHI
5.16 Responding to Subpoenas or Court Orders
5.17 Retention of Medical Records
5.18 Retirement of Medical Records
5.19 Safeguarding PHI in Non‐Electronic Form
5.20 Storage and Retrieval of Paper Medical Records
Section 6 Forms- Accounting, Claims, and Billing
Form 6.1 Example Payer Plan Profiles
Form 6.2 Payer Plan Profiles
Form 6.3 Payer Organization Profiles
Form 6.4 Report of Suspected Fraud and Abuse
Form 6.5 Petty Cash Reconciliation Form
Form 6.6 Office Patient Account Billing Policy for Treatment of Automobile Injuries
Form 6.7 Charge Capture Checklist
Form 6.8 Medicare Advance Beneficiary Notice (ABN)
Form 6.9 Insurance Benefits Authorization and Assignment
Form 6.10 Payment Options and Procedures At Check‐Out