The
Policies and Procedures
of
The Healthy Cherokee/Injury
Prevention
Table of Contents
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Bicycle
Helmet Distribution
PURPOSE: To establish guidelines on distributing
a bicycle helmet to enrolled and non-enrolled members of the Eastern
Band of Cherokee Indians.
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2002
DISTRIBUTION: Healthy Cherokee and Injury Prevention
POLICY:
It is the policy of the Healthy Cherokee/Injury Prevention staff
to distribute and install bicycle helmets according to the guidelines
set forth by the bicycle helmet manufacturer. A fee of $7.00 will
be charged per helmet issued.
PROCEDURE:
- Determine whether the client is an enrolled member of the Eastern
Band of Cherokee Indians according to the Bicycle Helmet Eligibility
Policy and Procedure Guidelines.
- Choose the appropriate helmet based on the clients age and
head circumference
- Education is provided to the client via brochures and handouts
- Staff member then fits the client for the bicycle helmet
- If the client is not available (if the parent/guardian
is getting the helmet for their child) to be fitted for the
helmet the person picking up the helmet must be a parent/guardian
and must complete the Bicycle Helmet Distribution form.
- Staff collect payment for helmet/s and issue client a receipt.
- Staff returns to their workstation, keys in required information
from the bicycle distribution form, and files the form.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Bicycle
Helmet Eligibility
PURPOSE: Define eligibility of receiving a bicycle
helmet
STAFF GOVENED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2002
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
If the client is an enrolled member the bicycle helmet will be
distributed from the inventory of the SAFE KIDS, Injury Prevention,
or Healthy Cherokee supply. If the client is not an enrolled member,
the bicycle helmet will be distributed from only the SAFE KIDS inventory.
Only one bicycle helmet is given per client. The client is eligible
to receive the next size bicycle helmet when the original bicycle
helmet is no longer the appropriate size or if the bicycle helmet
has been recalled for any manufacturer defect.
PROCEDURE:
- When scheduling an appointment or if the client is considered
a walk-in, instruct the client that compliance with regulations
set forth by the various program funding sources requires determining
whether or not the recipient is an enrolled member of the EBCI.
- Identify if the client is an enrolled member of the Eastern
Band of the Cherokee Indians by asking the client for their tribal
enrollment card, copies will be made of the enrollment card and
kept with the Bike Helmet Distribution Form.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Car Seat
Appointments
PURPOSE: To establish specific days and times
that car seat appointments are available to the public.
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2002
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
Car seat appointments are scheduled Tuesday through Thursday unless
an unforeseen activity occurs or a Tribal/Federal holiday occurs
on one of those days. Walk-ins are accepted only if staff schedules
will allow.
PROCEDURE:
- Clients call Healthy Cherokee and Injury prevention staff at
(828) 497-7460, (828) 497-7474, or (828) 497-7470 to schedule
an appointment.
- Walk-ins are only accepted if staff schedules can accommodate
the client.
- Staff determines specific date and time for the appointment
and writes clients appointment date, time and phone number in
their appointment log.
- On the day of the scheduled appointment the client has a 10-minute
grace period to show up for their appointment. If the client is
more that 10 minutes late for the appointment he/she must reschedule
their appointment.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Car Seat Distribution
PURPOSE: To establish guidelines on distributing
a car seat to enrolled and non-enrolled members of the Eastern Band
of the Cherokee Indians
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2002
DISTRIBUTION: Healthy Cherokee/Injury Prevention,
WIC, Baby Love, Child Service Coordinator and any and all agencies
that coordinate car seat distribution services with the Healthy
Cherokee and Injury Prevention staff.
POLICY:
Car seats are distributed and installed according to the standards
set forth by the National Child Passenger Safety Board and the National
SAFE KIDS Program. A fee of $20.00 per infant seat, $25.00 per convertible
or high back booster seat, and $10.00 per no back booster seat will
be charged for clients who are not eligible for services through
the WIC and/or Medicaid programs.
PROCEDURE:
- Car seats will only be distributed by staff that has received
the National Certified Child Passenger Safety Technician Certificate.
- The public is encouraged to make an appointment with either
Healthy Cherokee/Injury Prevention staff according to specific
days and times set forth in the Car Seat Appointment Policy and
Procedure. Walk-ins are accepted as scheduling allows.
- Determine whether the child is an enrolled member of the Eastern
Band of the Cherokee Indians and verify participation in the WIC
and/or Medicaid programs according to the Car Seat Eligibility
Policy and Procedure Guidelines.
- Obtain the child’s weight by asking the parent/caregiver
or by using a scale.
- Choose the appropriate seat based on weight of the child and
eligibility based on the Car Seat Eligibility Policy and Procedure.
- Education is provided to the parent/caregiver.
- North Carolina Child Passenger Safety Laws
- Car seat height and weight requirements specific to the
type of seat the client is receiving.
- Harness strap adjustment requirements specific to the type
of seat the client is receiving.
- Harness clip adjustment requirements according to NCCPSTB
- Place the child in the car seat and make all necessary
adjustments based on the height of the child.
- Have the parent/caregiver complete the NC SAFE KIDS child
information sticker and place it on the side of the car seat,
where it is visible to law enforcement.
- Have the parent/guardian complete the car seat registration
form attached to the car seat.
- Begin filling out the Child Passenger Safety Form.
- Accompany the parent/caregiver and the child to the vehicle.
- Explain the safest place for the child to ride in the vehicle,
if the safest place cannot be used refer to the “best
practices” section of the National Child Passenger Safety
Textbook.
- Place the car seat in the vehicle.
- Instruct the parent/caregiver on how to properly buckle
the car seat in the vehicle using the seat belt, and locking,
clips, belt-shortening clips, or noodles if needed.
- Place the child in the car seat and explain to the parent/caregiver
how to buckle the child in.
- The parent/caregiver buckles the child into the car seat.
- Complete the Child Passenger Safety Form, have the parent/caregiver
print, sign, and put their phone number in the designated
area.
- Staff collects payment for the car seat/s and issues the parent/caregiver
a receipt.
- Staff returns to their workstation, keys in required information
on the Child Passenger Safety Form, files the form, and mails
the car seat registration card.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Car Seat
Eligibility
PURPOSE: Define eligibility of receiving a car
seat
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2002
DISTRIBUTION: Healthy Cherokee/Injury Prevention
Staff
POLICY:
Healthy Cherokee/Injury Prevention staff will comply with the regulations
set forth by the various program funding sources. If the client
is an enrolled member the car seat will be distributed from the
inventory of SAFE KIDS, Injury Prevention, or Healthy Cherokee supply.
If the client is not an enrolled member, the car seat will be distributed
from only the SAFE KIDS inventory. Only one car seat is issued per
child. The child is eligible to receive the next size car seat when
the original car seat is no longer the appropriate size or if the
car seat has been recalled for any manufacturer defects.
PROCEDURE:
- When scheduling an appointment or if parent/caregiver is considered
a walk-in instruct the parent/caregiver that compliance with regulations
set forth by the various program funding sources requires determining
whether or not the child is an enrolled member of the EBCI.
- Identify if the child is an enrolled member of the Eastern
Band of the Cherokee Indians by asking the parent/caregiver for
the tribal enrollment card, copies will be made of the enrollment
card.
- Verify participation in the WIC and/or Medicaid programs by
asking the parent/caregiver for their WIC identification and/or
their Medicaid cards, copies will be made of verification and/or
phone contact with the WIC and/or Medicaid office will be made
if necessary.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Disposing of used car
seats.
PURPOSE: To define the proper disposal procedure
for used car seats
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2002
DISTRIBUTION: Healthy Cherokee/Injury Prevention
Staff
POLICY:
Staff should collect their old and used car seat and dispose of
correctly.
PROCEDURE:
- Ask parent/guardian if you can take their old or used car seat.
- Explain to the parent/guardian that the car seat will be destroyed
and disposed of beyond use.
- Ask the parent/guardian to sign the Permission to Dispose of
Used Car Seat Form.
- Bring the old and used car set into the office. Remove locking
clips and store for future use – destroy the rest of the
car seat by cutting out all seat covings and padding, cutting
harness straps into pieces, and removing harness clips and buckles.
- Transport the car seat shell and all destroyed pieces to the
dumpster immediately.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: In and
Out (location) Board
PURPOSE: To provide location information on staff
during work hours and to facilitate communication and emergency
contact.
STAFF GOVENED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2003
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
An In and Out Board will be used by all Healthy Cherokee/Injury
Prevention staff to indicate location during work hours, to provide
information on the location of staff during work hours and facilitate
information and emergency contact. In and Out Boards will be placed
on the wall outside of office doors where they are visible by all.
PROCEDURE:
- Each employee should write their name on the In and Out Board
upon entering the office in the morning or expected arrival time.
- Each employee should indicate their location (In or Out) on
the designated board upon entering the office in the morning or
expected arrival time.
- Each time that the employee leaves the office specific location
should be indicated if an employee is attending to work duties
outside the office, except during lunch. When the employee returns
to the office he/she should again indicate their location (In
or Out) on the designated board.
- Each employee should revise his/her location when leaving the
office during work hours.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Leave Request
PURPOSE: To establish a uniform procedure for
use of annual leave time.
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: November 7, 2002
DATE REVIEWED OR REVISED: November 7, 2003
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
Except in emergency situations, annual leave should be planned
and approved by the program manager prior to time off in order to
create minimal disruption of program activities.
PROCEDURE:
- Staff should discuss potential time off with program manager
at least 3 days prior to leave.
- With approval, employees should complete and submit a leave
request form to the program manager.
- Annual leave should be appropriately recorded on time sheets.
- Post absence on In/Out Board.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Office Security
PURPOSE: Define procedure for securing office
material
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: April 7, 2004
DISTRIBUTION: Healthy Cherokee/Injury Prevention
Staff
POLICY:
All confidential material in the possession of the Healthy Cherokee/Injury
Prevention program will be kept secure and meet confidentiality/security
standards as established by Tribal, Cherokee Indian Hospital Authority,
and all other licensing bodies.
PROCEDURE:
- Healthy Cherokee/Injury Prevention computer screens and/or
files will not be left unattended in an open office area.
- If the confidential material is to be left unattended for a
few minutes it should be placed in a secure unobservable location
(i.e. inside the desk drawer)
- If the confidential material is to be left unattended for more
than a few minutes it should be placed in the file cabinet.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Purchase Authorization
PURPOSE: To establish a standardized process for
submission and review of all purchase requests within the Healthy
Cherokee/Injury Prevention program.
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: April 21, 2004
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
To ensure appropriate utilization of resources, ALL purchases,
regardless of cost, must be approved by the program manager prior
to submitting a request into the GEMS system.
PROCEDURE:
- Only the Healthy Cherokee/Injury Prevention staff can purchase
items using program funds.
- Staff member requesting purchase must complete and submit an
informal supply requisition request and turn it in to the program
manager for approval.
- The program manager will approve or deny the request and return
it to the staff member the same day.
- Upon approval the staff member will then submit a requisition
into the GEMS system.
- Upon approval from the proper approval route the staff member
will then place the order.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Sick Leave
PURPOSE: To establish a uniform internal procedure
for use of sick leave.
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2002
DATE REVIEWED OR REVISED: November 7, 2003
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
Sick leave accrued according to Tribal policy, will be granted
on a day-by-day basis by the program manager or his/her designee.
PROCEDURE:
- Staff should call the Healthy Cherokee/Injury Prevention program
manager or designated supervisor when unable to report to work
due to sickness.
- Upon return to work a leave form should be completed and submitted
with time and flex time sheet.
- Sick leave will be appropriately recorded on time sheets.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Smoke Alarm/Carbon Monoxide
Detector Distribution
PURPOSE: To establish guidelines on distributing
smoke alarms/carbon monoxide detectors to enrolled and non-enrolled
members of the Eastern Band of the Cherokee Indians.
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2003
DISTRIBUTION: Healthy Cherokee/Injury Prevention
and Cherokee Fire Department
POLICY:
Smoke alarm/carbon monoxide detectors are distributed according
to the guidelines set forth by the smoke alarm/carbon monoxide manufacturer.
A fee of $10.00 per Smoke Alarm and $15.00 per Carbon Monoxide Detector
will be charged. Fees will be waived in the event of a community
wide project in collaboration with the Cherokee Fire Department
and/or the EBCI SAFE KIDS Coalition.
PROCEDURE:
- Smoke alarm/carbon monoxide detectors will only be distributed
by Healthy Cherokee/Injury Prevention and Cherokee Fire Department
staff.
- Determine whether the client is an enrolled member of the Eastern
Band of the Cherokee Indians according to the Smoke alarm/carbon
monoxide detector Policy and Procedure Guidelines.
- Education is provided to the client via brochures and handouts
- If staff member is installing the smoke alarm/carbon monoxide
detector guidelines set for by the manufacturer should be
used.
- If staff member is distributing the smoke alarm/carbon
monoxide detector the client is required to complete a program
smoke alarm/carbon monoxide detector form.
- Clients are only eligible to receive one smoke alarm/carbon
monoxide detector unless the client resides in a two-story home.
- Staff collects payment for smoke alarm(s)/carbon monoxide detector(s)
and issues a receipt to client.
- Staff returns to their workstation, keys in required information
from the smoke alarm/carbon monoxide detector form, and files
the form.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Smoke Alarm/Carbon
Monoxide Detector Eligibility
PURPOSE: Define eligibility of receiving a smoke
alarm/carbon monoxide detector
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: November 7, 2002
DISTRIBUTION: Healthy Cherokee/Injury Prevention
Staff
POLICY:
Distribution will be in compliance with the regulations set forth
by the various program funding sources. If the client is an enrolled
member the smoke alarm/carbon monoxide detector will be distributed
from the inventory of Healthy Cherokee/Injury Prevention and the
American Red Cross. If the client is not an enrolled member the
smoke alarm/carbon monoxide detector will be distributed from the
inventory of the American Red Cross if they meet requirements set
forth by the American Red Cross. Only one smoke alarm/carbon monoxide
detector is given per client unless the client resides in a two-story
home.
PROCEDURE:
- Identify if the client is an enrolled member of the Eastern
Band of the Cherokee Indians by asking for their enrollment number.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Time Sheets
PURPOSE: To define the process for submission
of time sheets
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: April 21, 2004
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
It is the responsibility of individual employees to submit completed
time sheets to the Program Manager on a pre-established basis (biweekly)
in order to receive paychecks.
PROCEDURE:
- Time sheets will be completed on the computer using the Standard
Time Sheet template.
- Payroll runs every two weeks with pay periods ending on Fridays.
- Employees will complete, sign and submit time sheets to Healthy
Cherokee/Injury Prevention Program Manager no later than Wednesday
afternoon prior to end of pay period, unless special circumstances
requires them to be completed at a different time the employee
will be notified in advance.
- Program Manager will review time sheets for accuracy of information,
employees will make changes as need and re-submit to Program Manager.
- While every effort will be made to remind employees regarding
timely submission of time sheets, late or lack of submission could
result in a delayed pay check.
Health and Medical Division
Healthy Cherokee/Injury Prevention
SUBJECT: Flexible
Scheduling
PURPOSE: To determine how flexible scheduling
is used.
STAFF GOVERNED BY THIS POLICY: Healthy Cherokee/Injury
Prevention staff
EFFECTIVE DATE: January 1, 2003
DATE REVIEWED OR REVISED: January 2, 2004
DISTRIBUTION: Healthy Cherokee/Injury Prevention
staff
POLICY:
As a community-based program it is necessary to work before and
after normal business hours on many occasions.
PROCEDURE:
- Flexible scheduling will be used in instances where employees
must work before and/or after normal business hours.
- Flexible scheduling must be used within the same pay period
that time is worked before and/or after normal business hours.
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