Policy Webinar Series:
Organizational Structure, Governance and Insurance

Jessica Brodey

April 22, 2008

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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

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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.

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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).

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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.

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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

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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

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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

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Governance: Board Structure

• Number of Board Members

• Positions

• Roles

• Corporate Documents

  • Articles of Incorporation or Organization

  • By-Laws

  • Vision Statement

  • Mission Statement

  • Organizational Goals

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Organizational Structure:
Staffing Model

• “Mom & Pop”

• All-volunteer

  • Volunteer Forms

  • Written Handbook

• Employee based

  • Written Employee Handbook

• Hybrid

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Governance:
Advisory Committee

• Organizational Documents Specifying

  • Selection Process

  • Representation

  • Terms

  • Role/Function/Authority

  • Frequency of Meetings

  • Funding/Budget

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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)

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Insurance

• Directors & Officers

• Key Person

• Employees

• Volunteers

• Driver/Transportation

• Facilities

• Inventory

• Activities

• Property

• Policies:

  • Who you will insure

  • For what activities

  • Must reflect coverage

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Next Webinar

• User Services

May 13, 2008

2:00 PM – 3:30 PM ET

Topics will include: Client Intake, Equipment Matching, Training & Technical Assistance, Delivery, Follow Up, & Website Operations

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Contact

Jessica Brodey

(301) 770-1127