Developing Policies and Procedures for AT Reuse Programs

1. Jessica Brodey Developing Policiesand Procedures forAT Reuse Programs

2. How to Write Policies and Procedures • Drafting a Policy Form & Worksheet • Drafting a Procedure Form & Worksheet • Policies and Procedures Checklists Topics Creating or Improving Your AT Reuse Program

3. Policies are high-level guidelines. • A policy is a plan or outline to guide decisions and actions. • Policies provide ground rules for effective interactions and may reflect high-risk areas of care. • Policies are usually based upon accepted, well-defined norms or standards of practice. • Norms/standards articulate what is done, who is served, and what resources are needed. What are Policies? Creating or Improving Your AT Reuse Program

4. 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). What are Procedures? Creating or Improving Your AT Reuse Program

5. Why do we care? • Serve as a “road map” to success. • Means to mitigate liability. • Provide a structure to ensure practices are performed appropriately and safeguard against mistakes. • Serve as guidelines for accountability and help with continuity. • Ensure that everyone understands what must be done and how to do it. • Create a standard to assess compliance. • Assumption in your favor that you comply with the stated practices. Creating or Improving Your AT Reuse Program

6. Formal/written documents. • Organized and easily accessible. • Table of Contents. • Like policies and procedures grouped together. • Unique number for each policy or procedure. • “Outline” format. • Utilize your resources! • PIOC Knowledgebase • Partners and umbrella organizations Writing Policies and Procedures Creating or Improving Your AT Reuse Program

7. Model Policies and Procedures Table of Contents *SHOW DOCUMENT* Creating or Improving Your AT Reuse Program

8. Progress Diagram Categorize Prioritize Break it Down! Creating or Improving Your AT Reuse Program

9. Categories • Organizational Structure • Governance & Management • Consumer Involvement • Human Resources • Finance and Accounting • User Services • Program Operations • Marketing and Public Relations • Outcomes • Partners/Collaboration • Sustainability • Disaster Preparedness

10. Tiered System for Prioritizing • High Priority • User Services • Program Operations • Moderate Priority • Organizational Structure  • Governance & Management • Consumer Involvement • Human Resources • Finance and Accounting • Marketing and Public Relations • Partners/Collaboration • Sustainability • Low Priority • Outcomes • Disaster Preparedness

11. Break It Down • User Services • Client Intake • Equipment Matching • Training • Technical Assistance • Delivery • Follow Up • Website Operations • Program Operation • Facilities • Acquisitions/Donations • Inventory Management • Evaluation • Repairing/Refurbishing • Sanitization • Storage • Distribution/Transportation of Equipment • Disposal/Recycling • Website Operations

12. Break It Down Use the PIOC checklists!

13. How to Start Writing • Pick a subject area. • Policies: • Write down how things SHOULD work – “goals.” • Brainstorm/bullet points. • Slowly refine into clear, concise statements that communicate your goal. • Procedures: • Write down how things DO work (specific steps). • Use bullet points and rough descriptions. • Try JUST following the steps. • Finesse language • WHO, WHAT, WHEN, WHY, WHERE and HOW. Creating or Improving Your AT Reuse Program

14. Policy Number: ________________ Policy Title: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Date Approved:_____ Revised: __________________ Model Policy Form Creating or Improving Your AT Reuse Program

15. Topic:_______________________________________ Goal:________________________________________ Who is affected?_______________________________ Jot down topics/points that should be addressed: ____________________________________________ State your rule:________________________________ Does the rule match up with your goal?_____________ Model Policy Worksheet Creating or Improving Your AT Reuse Program

16. Procedure Number: ________________ Procedure Title: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Date Approved:_____ Revised: __________________ Model Procedure Form Creating or Improving Your AT Reuse Program

17. Topic:__________________________________________ Why:__________________________________________ Who:__________________________________________ What:__________________________________________ When:_________________________________________ Where:_______________________________________ How:__________________________________________ Model Procedure Worksheet Creating or Improving Your AT Reuse Program

18. Jessica M. Brodey jbrodey@jmbpolicy.com (301) 770-1127 Contact Creating or Improving Your AT Reuse Program