Heartland for Children

Policies and Procedures

The following Policies & Procedures have been approved by HFC's CEO and Board of Directors.  They are currently under review by the Department of Children and Families. HFC and its contracted providers should follow these policies and procedures as they are outlined.

Executive: Human Resources

• 1-000 Employee Handbook
• 1-001 Privacy – Personnel Records
• 1-002 Drug Free Workplace
• 1-003 Internships
• 1-004 Overtime
• 1-005 Position Descriptions
• 1-006 Employee Fraud
• 1-007 Workplace Violence
• 1-008 Employee Separation
• 1-009 Employee Exit Interviews
• 1-010 Harassment
• 1-011 No Solicitation/Distribution
• 1-012 Personnel Information -New Employees
• 1-013 Employee’s Children at Workplace
• 1-014 Membership in Professional Organizations/ Conventions & Professional Meetings
• 1-015 Volunteer Services
• 1-016 Staff Tuition Assistance
• 1-017 Non-Retribution/Non-Retaliation
• 1-018 Recruitment & Interviewing
• 1-019 Non-discrimination in Employment
• 1-020 Performance Management
• 1-021 Background Screening
• 1-022 Motor Vehicle Reports
• 1-023 Worker’s Compensation
• 1-024 Transitional Work Program
• 1-025 On-Call/Call Back
• 1-026 Ethical Practice
• 1-027 Disciplinary Guidelines
• 1-028 Sharing Concerns/Suggestions (Employee Grievance)
• 1-029 Employees Involved in Reports of Abuse, Neglect, Abandonment or Exploitation

Finance

• 2-000 Reconciliation of Bank Accounts and Petty Cash
• 2-001 Journal Entries
• 2-002 Budget Preparation
• 2-003 Budget Monitoring
• 2-004 Client Trust
• 2-005 Capital Assets
• 2-006 Record Retention of Financial Records
• 2-007 Cost Allocation Plan – Creation
• 2-008 Cost Allocation
• 2-009 Month End Closing
• 2-010 Staff Travel
• 2-011 On-Site Audits by Government Funding Sources
• 2-012 Credit Card Authorization/Usage
• 2-013 Purchasing and Accounts Payable Authorization
• 2-014 Resource Management for Authorizing Services
• 2-015 Gift Card Usage
• 2-100 Invoice Preparation
• 2-101 Interest Earned on Advance or Estimated Payments
• 2-102 Cash Receipts
• 2-103 Undeposited Cash/Checks
• 2-104 Internal Control
• 2-200 Request for Payments
• 2-201 Signature Authority
• 2-202 Payments
• 2-203 Terms, Discounts and Late Fees
• 2-204 Accounts Payable Process
• 2-205 Entering Invoices into Oracle for Payment
• 2-206 Void Check Processing
• 2-207 Reconcile Payments
• 2-208 Petty Cash
• 2-209 Accounts Payable Accruals
• 2-300 Payroll Department Security
• 2-301 Payroll Processing
• 2-302 Garnishments
• 2-303 Stop Payments
• 2-304 Payroll Accruals
• 2-305 Employee Terminations
• 2-306 Payroll Direct Deposits

Quality & Performance: Training

• 3-100 Child Protection Professional Training Program and Certification
• 3-102 Continuing Professional Development for Case Management Organizations
• 3-103 New Employee Orientation Training
• 3-104 Continuing Professional Development for HFC Personnel
• 3-105 Standards for HFC Staff Supervision

Quality & Performance: Information Systems Management

• 3-200 HIPAA Compliance-Client Records & Client Privacy
• 3-201 Closed Record Retention and Retrieval
• 3-202 Data System Integrity
• 3-203 Management of Client Files
• 3-204 Client Background Screening
• 3-205 Maintenance and Support of IT Equipment
• 3-206 Virus Prevention, Control, Reporting and Recovery
• 3-207 Disposal of Information Technology Equipment
• 3-208 Data Security – Access
• 3-209 Network Security
• 3-210 Computer Software
• 3-211 Internet/E-mail Usage and E-mail Maintenance
• 3-212 Cell Phone Usage
• 3-213 Use of Portable Media Storage Devices
• 3-214 Information System Access Authorization & Password Policy
• 3-215 Computer Network Disaster Recovery
• 3-216 Confidentiality of Client Information

Quality & Performance: Quality

• 3-300 Grievance
• 3-301 Incident Reporting
• 3-302 Performance and Quality Improvement
• 3-303 Case & Quality Service Reviews
• 3-304 Satisfaction Surveys
• 3-305 Exit Interviews with Children in a Licensed Out of Home Care Placement
• 3-306 Protection of Rights & Ethical Obligations
• 3-307 Research Protections for Human Subjects
• 3-308 Prevention, Reporting and Service to Missing Children
• 3-500 Contract Documents
• 3-501 Contract Invoicing
• 3-502 Contract Monitoring
• 3-503 Contract Procurement
• 3-504 Written Authorizations

Quality & Performance: Facilities

• 3-600 Workplace Health and Safety
• 3-601 Operation and Maintenance of Agency Vehicles
• 3-602 Clean and Safe Working Environment
• 3-603 Disater Preparedness-Emergency Management Plan
• 3-604    Environmental Protection and Conservation  

Prevention

• 4-100    Fund Development
• 4-101    Public Information and Media
• 4-102    Logo Communications & Guidelines
• 4-200    Screening and Intake
• 4-201    Case Maintenance and Documentation
• 4-202    Management of Resource and Support Services
• 4-203    School Communication
• 4-300    Recruitment of Foster Homes
• 4-301    Initial Licensing of Foster Homes
• 4-302    License Transfer Procedure
• 4-303    Foster Parent Support
• 4-304    Foster Parent Retention
• 4-305    Employees as Foster and Adoptive Parents
• 4-306    Foster Care Referrals
• 4-307    Relicensing of Family Foster Homes
• 4-308    Family Foster Home Waivers
• 4-309    State Institutional Claims for Damages Caused by Shelter or Foster Children
• 4-310    Behavior Support and Management
• 4-311    Respite
  

Operations   

• 5-000    Placement of Children
• 5-001    Sibling Separation in Licensed Care
• 5-002    The Prevention and Placement of Child Victims and Aggressors Involved in Child on Child Sexual Abuse, Sexual Assault, Seduction or Exploitation
• 5-003    Sharing Records with Children
• 5-004    Child Death Review
• 5-005    Funeral Arrangements for Children in Foster Care
• 5-006    Independent Living Transitional Services
• 5-200    Adoption Supports and Services
• 5-300    Diligent Search
• 5-301    Out of County Services/Interstate Compact on the Placement of Children