Employee Files & What to Do With Them

By: Valery Bond, RHIT

As healthcare professionals, we take pride and care in the detail in maintaining our employee files.  Certain items must be separated from the others, files securely locked and out of reach from co-workers hands.  Personnel’s personal information must be protected.  We all know these things and probably already have a procedure in place for compliance.

Whether your facility has been deemed accredited (Joint Commission, for example) or just starting up, employee files must be maintained, reviewed, audited, and kept according to retention requirements.  Knowing which laws apply aids in keeping your business compliant.  For example, pursuant to ERISA laws, there is no specific time period to maintain records that reflect age, marital status and/or service records.  The Social Security Acts states that employees’ social security numbers must be kept four years from the tax due date or payment of tax, whichever is later.  So, there’s a lot of tracking going on.Continue reading

Residential Substance Abuse Treatment & Life Safety Code

By: Valery Bond, RHIT

Did you know as a residential addiction substance abuse treatment provider, your facility must know what is, and what is not, above your ceiling tiles?  Does your facility have a “No Smoking” sign at the main entrance?  Do you know which way the doors are supposed to close?  Want to grow your business?  Plan on expanding?  You will need an ILSM (Interim Life Safety Measure) completed; and, the ILSM must include an infection control acknowledgment.

The Bottom Line About ILSM for Substance Abuse Treatment

In simplicity, buildings serving patients must comply with the NFPA 101 (2012 edition) Life Safety Code.  Has your substance abuse treatment organization identified a Safety Officer?  Has the Safety Officer identified Life Safety Code problems?  If your answer is “No” to these two basic questions, it may be time for your practice to implement a Life Safety program.

Known as “Minimum Fire Safety Standards for Residential Alcohol and Drug Abuse Treatment and Prevention Programs, mental Health Residential Treatment Facilities and Crisis Stabilization Units”, this rule chapter must be applied and adhered to in all 24 hour, 7 day per week healthcare facilities, just like a traditional hospital.Continue reading