WE CARE

HEALTHCARE LLC

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 TABLE OF CONTENT
INTRODUCTION ············································································3

ORGANIZATIONAL HIERARCHY ·················································· 6

ROLES AND RESPONSIBILITIES ··················································9

COMMUNICATION AND REPORTING STRUCTURE ···················12

DECISION-MAKING PROCESS ··················································· 14

STAFFING AND RESPONSIBILITIES ··········································16

COMMUNICATION AND REPORTING STRUCTURE ···················19

COMPLIANCE AND REGULATORY REQUIREMENTS ················ 22

STAFFING AND HUMAN RESOURCES POLICIES ······················ 26

COMPLIANCE AND LEGAL CONSIDERATIONS ························· 31

COMMUNICATION AND REPORTING STRUCTURE ···················35

DECISION-MAKING PROCESS ··················································· 38

EMPLOYEE ROLES AND RESPONSIBILITIES ···························· 41

PERFORMANCE EVALUATION AND ACCOUNTABILITY ··········· 47

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 INTRODUCTION
At We Care Healthcare LLC, our mission is to provide compassionate, high-
quality home healthcare services that enhance the lives of our clients while
maintaining the highest standards of professionalism, care, and regulatory
compliance. Our organization is built on a strong foundation of client-
centered care, operational efficiency, and a well-defined leadership structure
that ensures smooth service delivery.

1.1 PURPOSE OF THIS DOCUMENT

The purpose of this Organizational Structure Document is to define the
framework within which our company operates. It outlines our chain of
command, key roles and responsibilities, departmental functions, and
decision-making processes. This structure is designed to:

 Ensure Clarity and Accountability – Clearly define the roles and

responsibilities of each team member to ensure smooth operations and
prevent misunderstandings.
 Enhance Communication and Coordination – Establish an
effective reporting structure that promotes seamless coordination between
different departments.
 Improve Service Delivery – Streamline processes to ensure timely and
efficient care for our clients, meeting their healthcare and personal
support needs.
 Support Compliance with Regulations – Adhere to local, state, and
federal regulations, including Missouri’s Consumer Directed Services
(CDS) program, HIPAA regulations, Medicaid policies, and other industry
standards.
 Facilitate Growth and Expansion – Develop a scalable structure that
can accommodate business growth, workforce expansion, and new service
offerings.

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 1.2 OVERVIEW OF THE ORGANIZATIONAL STRUCTURE
We Care Healthcare LLC is structured in a way that supports both client care
and business operations efficiently. Our organization consists of the following
key areas:

1. Executive Leadership: Oversees strategic decision-making, financial

management, regulatory compliance, and company growth.
2. Administrative Leadership: Ensures smooth daily operations, staff
coordination, and compliance with policies and procedures.
3. Care Management Team: Focuses on patient care, clinical supervision,
and case management to ensure high-quality service delivery.
4. Field Staff: Includes caregivers such as Certified Nursing Assistants
(CNAs), Home Health Aides (HHAs), and Personal Care Assistants (PCAs)
who provide hands-on care and support to clients.
5. Support Departments: Handles critical functions such as human
resources, finance, compliance, and training to maintain operational
efficiency.

1.3 OUR COMMITMENT TO QUALITY AND EXCELLENCE

At We Care Healthcare LLC, we understand that a strong organizational
structure is essential to delivering high-quality, consistent, and reliable home
care services. By defining our structure in this document, we aim to:

 Maintain a client-first approach – Ensuring every role is aligned with

our goal of delivering compassionate and dignified care.
 Empower our employees – Providing clear career pathways, training,
and leadership opportunities for professional growth.
 Operate efficiently – Streamlining processes to enhance service
delivery, reduce delays, and ensure operational excellence.
 Uphold ethical and legal standards – Following all applicable laws,
licensing requirements, and healthcare industry best practices.

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 1.4 FLEXIBILITY AND FUTURE ADAPTATIONS
As our company evolves, we recognize that our organizational structure must
remain adaptable to meet the changing needs of our clients, staff, and industry
regulations. We will continuously evaluate and update this document to reflect
growth, new service offerings, regulatory changes, and internal improvements.

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 ORGANIZATIONAL HIERARCHY
We Care Healthcare LLC operates under a well-defined hierarchical structure
to ensure efficient service delivery, accountability, and compliance with
industry regulations. Our structure consists of executive leadership,
administrative management, care coordination, field staff, and support
departments. Each level plays a crucial role in maintaining the quality and
effectiveness of our services.

2.1 EXECUTIVE LEADERSHIP

Owner/Chief Executive Officer (CEO) – Tashira Williams
 Holds the highest level of authority and responsibility in the organization.
 Develops and oversees strategic business plans, financial planning, and
company policies.
 Ensures the organization operates in compliance with federal, state, and
local healthcare regulations.
 Makes final decisions on major company initiatives, budgeting, and
resource allocation.
 Establishes partnerships, contracts, and relationships with clients,
vendors, and healthcare providers.

2.2 ADMINISTRATIVE LEADERSHIP

Director of Operations
 Oversees daily business operations and ensures the company runs
smoothly.
 Implements company policies and procedures to ensure quality service
delivery.
 Works closely with the CEO to align business strategies with company
goals.
 Manages department heads, including HR, Finance, Compliance, and
Clinical Services.
 Ensures the company meets all regulatory requirements and industry
standards.

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 Human Resources Manager
 Responsible for recruiting, hiring, onboarding, and training staff.
 Ensures compliance with employment laws and company policies.
 Oversees payroll, employee benefits, performance evaluations, and staff
development.
 Handles employee relations, conflict resolution, and disciplinary actions
when necessary.

2.3 CARE MANAGEMENT TEAM

 Registered Nurse (RN) / Clinical Supervisor
 Oversees and supervises patient care and caregiving staff.
 Conducts client assessments and develops personalized care plans.
 Ensures compliance with healthcare laws, state regulations, and company
policies.
 Trains and evaluates Certified Nursing Assistants (CNAs) and Home
Health Aides (HHAs).
 Provides medical guidance and support for staff handling clients with
specialized needs.
Case Managers
 Act as the primary contact for clients and their families.
 Ensure proper coordination of care, scheduling, and service adjustments
as needed.
 Monitor client progress and address any concerns related to care plans.
 Work closely with RNs and administrative staff to improve patient
outcomes.

2.4 FIELD STAFF

Certified Nursing Assistants (CNAs) / Home Health Aides (HHAs)
 Provide hands-on personal care, including bathing, dressing, and
grooming assistance.
 Assist clients with mobility, transfers, and daily living activities.
 Monitor and report changes in the client’s condition to supervisors.
 Ensure the comfort and well-being of clients while maintaining
professional care standards.

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 Personal Care Assistants (PCAs)
 Provide non-medical assistance, such as meal preparation, housekeeping,
and companionship.
 Assist with transportation for essential activities, including grocery
shopping and medical appointments.
 Help maintain a clean and safe living environment for clients.

2.5 SUPPORT DEPARTMENTS

Administrative Assistants / Office Staff
 Handle office communications, scheduling, and client inquiries.
 Maintain client records, billing, payroll, and other documentation.
 Assist with licensing, compliance paperwork, and internal reporting.
Finance & Billing Team
 Manages all financial transactions, budgeting, and payroll.
 Handles Medicaid, private insurance claims, and patient billing.
 Ensures financial records are accurate and compliant with industry
standards.
Compliance & Quality Assurance Team
 Monitors company policies to ensure alignment with state and federal
healthcare regulations.
 Conducts regular audits and risk assessments to maintain service quality.
 Provides training on HIPAA, infection control, and emergency procedures.

2.6 CHAIN OF COMMAND & REPORTING STRUCTURE

The following chain of command ensures effective decision-making and
service delivery:

 Field Staff (CNAs, HHAs, PCAs) report to their assigned Case Managers
and RNs.
 Case Managers report to the Clinical Supervisor (RN).
 The Clinical Supervisor reports to the Director of Operations.
 Administrative staff report to the HR Manager or Office Manager.
 All department heads report to the Director of Operations.
 The Director of Operations reports directly to the CEO.

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 ROLES AND RESPONSIBILITIES
Each member of We Care Healthcare LLC plays a crucial role in ensuring the
company runs smoothly and provides high-quality care to clients. The
following section outlines the key responsibilities of each role within the
organization.

3.1 EXECUTIVE LEADERSHIP

Chief Executive Officer (CEO) – Tashira Williams
 Provides overall leadership and vision for the organization.
 Develops long-term business strategies and growth plans.
 Ensures compliance with healthcare laws, industry regulations, and state
licensing requirements.
 Oversees financial planning, budgeting, and company expenditures.
 Forms partnerships with healthcare agencies, government programs, and
stakeholders.
 Makes final decisions on hiring leadership positions and approving major
company policies.

3.2 ADMINISTRATIVE LEADERSHIP

Director of Operations
 Manages the company’s day-to-day operations to ensure smooth workflow.
 Oversees all departments, including clinical services, finance, HR, and
compliance.
 Ensures all staff adhere to company policies, licensing requirements, and
industry best practices.
 Resolves operational issues, client concerns, and staff-related challenges.
 Works with the CEO on company growth, business strategies, and service
expansion.
Human Resources Manager
 Recruits, hires, and trains caregivers, office staff, and management
personnel.
 Maintains employee records, contracts, and compliance with labor laws.
 Oversees employee benefits, payroll processing, and workplace policies.

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  Handles disciplinary actions, grievances, and conflict resolution.
 Ensures staff receive required certifications, continuing education, and
training.

3.3 CARE MANAGEMENT TEAM

Registered Nurse (RN) / Clinical Supervisor
 Develops and monitors individualized care plans for clients.
 Supervises Certified Nursing Assistants (CNAs) and Home Health Aides
(HHAs).
 Conducts regular client assessments and updates care plans as needed.
 Provides hands-on medical guidance for staff and clients with specialized
needs.
 Ensures compliance with Missouri’s Consumer Directed Services (CDS)
program and healthcare regulations.
Case Managers
 Serve as the primary contact for clients and their families.
 Coordinate client care schedules and ensure caregiver assignments match
client needs.
 Monitor client progress, document concerns, and communicate with the
RN Supervisor.
 Assist in ensuring services comply with Medicaid and private insurance
requirements.

3.4 Field Staff

 Certified Nursing Assistants (CNAs) / Home Health Aides (HHAs)
 Assist clients with personal care, including bathing, dressing, grooming,
and hygiene.
 Support mobility, transfers, and assist with the use of wheelchairs,
walkers, and other medical equipment.
 Monitor and report any changes in the client’s health condition to the RN
or Case Manager.
 Maintain accurate documentation of care provided.

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 Personal Care Assistants (PCAs)
 Provide non-medical support, including meal preparation, housekeeping,
and companionship.
 Assist clients with essential transportation, such as medical appointments
and errands.
 Ensure a safe and clean living environment for clients.
 Communicate with caregivers, case managers, and family members
regarding client needs.

3.5 SUPPORT DEPARTMENTS

Administrative Assistants / Office Staff
 Handle client scheduling, documentation, and communication.
 Manage phone calls, emails, and inquiries related to home healthcare
services.
 Maintain client records, billing, and payroll processing.
Finance & Billing Team
 Process payroll, staff payments, and expense tracking.
 Handle Medicaid, Medicare, private insurance, and out-of-pocket client
billing.
 Ensure financial compliance with state and federal regulations.
Compliance & Quality Assurance Team
 Conduct audits to ensure the company follows HIPAA, Medicaid, and
state healthcare regulations.
 Train staff on infection control, emergency procedures, and
documentation accuracy.
 Investigate complaints, incidents, and regulatory compliance issues.

3.6 Leadership Accountability

Each role in the organization is accountable to a designated leader:
 Field staff report to Case Managers and the RN Supervisor.
 Case Managers and Clinical Staff report to the Director of Operations.
 Administrative and finance personnel report to the HR Manager or Office
Manager.
 The Director of Operations reports directly to the CEO.

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 COMMUNICATION AND REPORTING
STRUCTURE
Effective communication is vital for the smooth operation of We Care
Healthcare LLC. A well-defined reporting structure ensures that all employees
understand their roles, responsibilities, and channels for addressing concerns,
escalating issues, and receiving updates.

4.1 INTERNAL COMMUNICATION CHANNELS

We Care Healthcare LLC maintains the following communication channels to
facilitate efficient information flow:

Staff Meetings:
 Weekly meetings for management and leadership teams.
 Monthly all-staff meetings for updates, training, and company
announcements.
Digital Communication:
 Email and secure messaging systems for daily operations.
 Internal employee portal for scheduling, document access, and reporting.
Emergency Communication:
 Dedicated emergency contact numbers for field staff and clients.
 24/7 on-call system for urgent healthcare concerns.
Performance Reviews and Feedback:
 Regular check-ins between employees and their direct supervisors.
 Annual performance evaluations for professional growth and compliance.

4.2 REPORTING STRUCTURE

Each role within We Care Healthcare LLC follows a clear reporting hierarchy
to maintain accountability and efficiency:

4.2.1 Caregiving & Clinical Reporting

 CNAs, HHAs, and PCAs report directly to their assigned Case Managers or
RN Supervisor for any client-related concerns, changes in condition, or
scheduling issues.

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  Case Managers report to the Clinical Supervisor (RN) for guidance on care
plans and service adjustments.
 The Clinical Supervisor (RN) reports to the Director of Operations,
ensuring that patient care meets regulatory standards.
4.2.2 Administrative & Operational Reporting
 Administrative Assistants report to the HR Manager or Office Manager
regarding payroll, documentation, and scheduling.
 Finance & Billing Team reports to the Director of Operations to ensure
accurate financial management.
 Compliance & Quality Assurance Team reports to both the Director of
Operations and the CEO, ensuring that legal and industry standards are
upheld.
4.2.3 Leadership & Executive Reporting
 The Director of Operations provides regular reports to the CEO on
business performance, staffing, compliance, and financial updates.
 The CEO oversees all reports and makes final strategic decisions regarding
company growth, partnerships, and policy changes.

4.3 INCIDENT REPORTING & ESCALATION PROCESS

To maintain high-quality service and client safety, We Care Healthcare LLC
follows a structured process for incident reporting:

 Caregivers (CNAs, HHAs, PCAs) report incidents immediately to their

assigned Case Manager or RN Supervisor.
 The RN Supervisor documents the issue and determines if further medical
attention or intervention is needed.
 If necessary, the RN Supervisor escalates concerns to the Director of
Operations.
 The Director of Operations evaluates the case and, if required, reports it to
the CEO and compliance team for review.
 For regulatory concerns (e.g., abuse, neglect, HIPAA violations), the
compliance team ensures proper reporting to state and federal agencies.

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 DECISION-MAKING PROCESS
At We Care Healthcare LLC, decision-making is structured to ensure
efficiency, compliance, and high-quality care for clients. The decision-making
process is designed to involve the appropriate personnel, follow company
policies, and align with legal and regulatory requirements.

5.1 LEVELS OF DECISION-MAKING

Decisions within the organization are categorized into three levels:

Executive-Level Decisions (Strategic & Business Operations)

 Handled by the CEO with input from the Director of Operations and
Compliance Team.
 Includes company expansion, licensing, major policy changes, and high-
level financial decisions.
Management-Level Decisions (Operational & Policy
Implementation)
 Managed by the Director of Operations, RN Supervisor, and HR Manager.
 Includes daily operations, staff assignments, compliance enforcement,
and case management decisions.
Employee-Level Decisions (Client Care & Administrative Tasks)
 Made by Case Managers, Caregivers, and Office Staff within their scope of
work.
 Includes adjustments to client care within established care plans,
reporting issues, and handling routine administrative processes.

5.2 DECISION-MAKING AUTHORITY

Decision Type Primary Authority Consultation Required?
Business Strategy CEO Yes – Director of
Operations, Finance,
Compliance
Hiring & Staffing HR Manager Yes – CEO for leadership
roles
Client Care Plans RN Supervisor Yes – Case Managers,

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 Caregivers
Compliance & Legal Compliance Team Yes – CEO & Director of
Operations
Emergency Situations RN Supervisor & Case No – Immediate response
Manager required

5.3 CONFLICT RESOLUTION IN DECISION-MAKING

If there is a dispute or disagreement regarding decisions:

 First-Level Resolution: Employees discuss concerns with their direct

supervisor for clarification.
 Second-Level Resolution: Unresolved issues are escalated to the
Director of Operations or HR Manager.
 Final Decision: If conflicts persist, the CEO makes the final decision,
ensuring alignment with company policies and legal requirements.

5.4 Emergency Decision-Making

For urgent matters such as medical emergencies, client safety concerns, or
compliance violations, the following steps are taken:

 Caregivers take immediate action to ensure client safety and notify the
Case Manager.
 The Case Manager or RN Supervisor assesses the situation and decides on
further intervention.
 Serious incidents are escalated to the Director of Operations, who informs
the CEO if necessary.
 Regulatory reporting is handled by the Compliance Team to ensure legal
adherence.

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 STAFFING AND RESPONSIBILITIES
At We Care Healthcare LLC, staffing is structured to ensure high-quality care
and operational efficiency. Each role within the organization has clearly
defined responsibilities, ensuring accountability and alignment with company
goals.

6.1 ORGANIZATIONAL ROLES AND RESPONSIBILITIES

1. Executive Leadership
Chief Executive Officer (CEO)
 Oversees overall business operations, strategic growth, and financial
planning.
 Approves major decisions related to policy changes, staffing, and
compliance.
 Ensures the company adheres to state and federal regulations.
 Represents the organization in partnerships and external affairs.
Director of Operations
 Manages daily business functions, ensuring smooth service delivery.
 Supervises department heads and oversees staff performance.
 Ensures compliance with industry standards and regulatory requirements.
 Handles escalated client concerns and operational challenges.

2. CLINICAL AND CARE STAFF

Registered Nurse (RN) Supervisor
 Oversees patient care plans and ensures adherence to medical protocols.
 Provides training and supervision to Case Managers and Caregivers.
 Reviews and approves changes to client care needs.
 Manages incident reports and ensures proper documentation.
Case Managers
 Act as primary coordinators for client care services.
 Develop individualized care plans in collaboration with the RN Supervisor.
 Communicate with clients, families, and caregivers to ensure needs are
met.
 Report changes in client health conditions to the RN Supervisor.

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 Certified Nursing Assistants (CNAs) / Home Health Aides (HHAs) /
Personal Care Assistants (PCAs)
 Provide direct patient care, including bathing, grooming, and mobility
assistance.
 Assist with meal preparation, housekeeping, and medication reminders.
 Monitor client well-being and report concerns to Case Managers.
 Maintain accurate documentation of care provided.

3. ADMINISTRATIVE AND SUPPORT STAFF

HR Manager
 Handles recruitment, onboarding, and employee relations.
 Manages payroll, benefits, and performance evaluations.
 Ensures compliance with labor laws and company policies.
Office Manager / Administrative Assistant
 Oversees scheduling, billing, and client record management.
 Supports the HR and operations teams with administrative tasks.
 Coordinates communication between caregivers and management.
Finance & Billing Specialist
 Processes payroll and manages company finances.
 Ensures accurate and timely client billing and insurance claims.
 Works with compliance officers to maintain financial accuracy.
Compliance & Quality Assurance Team
 Ensures adherence to healthcare regulations and industry standards.
 Conducts internal audits and staff training on compliance matters.
 Investigates incidents and manages reporting requirements.

6.2 STAFFING RATIOS AND SCHEDULING

To ensure optimal care and operational efficiency, We Care Healthcare LLC
follows a structured staffing plan:
Caregiver-to-Client Ratio: Aligned with industry standards to provide
personalized and high-quality care.
Scheduling System:
 Shift-based scheduling for caregivers.
 24/7 on-call availability for urgent client needs.

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 Backup Staffing Plan:
 On-call staff available to cover emergencies and absences.
 Cross-training employees for flexible role assignments.

6.3 TRAINING AND PROFESSIONAL DEVELOPMENT

All employees receive initial and ongoing training to maintain high service
standards:
1. Orientation Program: Covers company policies, compliance
requirements, and job expectations.
2. Mandatory Training: Includes HIPAA, infection control, first aid, and
emergency procedures.
3. Continuing Education: Opportunities for professional development
and certification renewals.

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 COMMUNICATION AND REPORTING STRUCTURE

Effective communication is essential for maintaining high-quality care,

ensuring regulatory compliance, and fostering a positive work environment at
We Care Healthcare LLC. The company follows a structured communication
and reporting system to ensure that information flows efficiently between staff,
management, and external stakeholders.

7.1 INTERNAL COMMUNICATION FLOW

To maintain clear and effective internal communication, the following
hierarchy is followed:

1. Executive Leadership Communication

 The CEO communicates with the Director of Operations and Department
Heads to set policies, strategic goals, and company priorities.
 Monthly executive meetings ensure alignment on financial performance,
staffing, compliance, and client care improvements.
2. Management-Level Communication
 The Director of Operations holds weekly meetings with department
leaders (RN Supervisor, HR Manager, Compliance Team, and Office
Manager) to review operations, discuss concerns, and implement policies.
 The HR Manager oversees staff communication regarding employment
policies, benefits, and training programs.
 The Compliance Team provides updates on regulatory changes and
conducts staff training sessions.
3. Staff-Level Communication
 The RN Supervisor and Case Managers communicate daily with caregivers
to discuss client needs and care adjustments.
 Caregivers report directly to Case Managers for all care-related issues,
ensuring a clear chain of command.
 Office Staff and Administrative Assistants coordinate scheduling, client
inquiries, and caregiver assignments.

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 7.2 REPORTING AND ESCALATION PROCESS
Clear reporting channels help prevent miscommunication and ensure timely
issue resolution.

Issue Type Primary Contact Escalation Level (If

Unresolved)
Client Care Concerns Case Manager RN Supervisor →
Director of Operations
Staff Performance HR Manager Director of Operations
Issues → CEO
Compliance or Safety Compliance Team CEO → Regulatory
Violations Authorities (if required)
Payroll or HR-Related HR Manager Director of Operations
Matters → CEO
Scheduling or Office Manager Director of Operations
Administrative Issues → CEO

1. Emergency Situations: Caregivers must immediately report urgent

client health concerns to the RN Supervisor, who will assess and
determine the next steps.
2. Incident Reports: Any safety, compliance, or operational concerns
must be formally documented and submitted to the Compliance Team.

7.3 External Communication and Stakeholder Engagement

We Care Healthcare LLC maintains open communication with external
partners, including clients, families, regulatory agencies, and community
organizations.

1. Client and Family Communication

 Case Managers serve as the primary point of contact for clients and their
families.
 Care plans are reviewed with families during scheduled meetings.
 Feedback is gathered through surveys and direct communication.

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 2. Regulatory and Legal Communication
 The Compliance Team handles correspondence with state licensing boards
and healthcare authorities.
 Incident reports and compliance audits are submitted per regulatory
requirements.
3. Partnerships and Community Engagement
 The CEO and Director of Operations manage relationships with healthcare
providers, suppliers, and community organizations.
 Participation in industry events, training programs, and local healthcare
initiatives helps build partnerships and maintain credibility.

7.4 DOCUMENTATION AND RECORD-KEEPING

All communication and reporting must be documented to ensure
accountability and compliance:

1. Client Records: Securely maintained in accordance with HIPAA

regulations.
2. Incident Reports: Filed and reviewed by the Compliance Team.
3. Staff Meetings and Reports: Minutes are recorded and stored for
future reference.

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 COMPLIANCE AND REGULATORY REQUIREMENTS
We Care Healthcare LLC is committed to operating in full compliance with
federal, state, and local regulations governing healthcare services. Ensuring
adherence to legal and ethical standards is essential for maintaining quality
care, protecting client rights, and preventing legal risks.

8.1 LICENSING AND CERTIFICATION

To legally operate as a healthcare provider, We Care Healthcare LLC complies
with all required licensing and certification standards.

State Licensing:
 The company adheres to Missouri Department of Health and Senior
Services (DHSS) regulations.
 Maintains valid home healthcare agency licensure and updates renewals
as required.
 Ensures all caregivers meet state certification requirements (e.g., CNA,
HHA, PCA).
Medicaid and Medicare Enrollment:
 Compliance with Medicaid and Medicare regulations for reimbursement
eligibility.
 Regular audits to ensure proper billing and documentation.
Accreditation (if applicable):
Seeks voluntary accreditation from reputable organizations such as The Joint
Commission (TJC) or Community Health Accreditation Partner (CHAP) to
demonstrate excellence in care standards.

8.2 HIPAA AND PATIENT PRIVACY COMPLIANCE

To protect patient information, We Care Healthcare LLC follows strict Health
Insurance Portability and Accountability Act (HIPAA) guidelines:

Secure Patient Records:

 All medical and personal client data is stored securely (electronic and
paper-based).
 Access to patient records is restricted to authorized personnel only.

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 Confidentiality Training:
 Staff members receive HIPAA compliance training during onboarding and
annual refreshers.
 Employees are required to sign confidentiality agreements.
Data Breach and Security Protocols
In the event of a data breach, the Compliance Team follows established
incident response procedures and reports breaches to the appropriate
authorities.

8.3 Employee Compliance and Ethical Standards

All employees are required to follow strict ethical guidelines and professional
standards:

Code of Conduct:
 Employees must treat clients with respect, dignity, and professionalism.
 Any form of discrimination, harassment, or abuse is strictly prohibited.
Background Checks and Credentialing:
 All new hires undergo criminal background checks, drug screening, and
verification of credentials.
 License renewals and certifications are monitored by the HR department.
Mandatory Training Programs:
 CPR, First Aid, Infection Control, and Emergency Procedures training.
 Annual compliance training on OSHA workplace safety, HIPAA
regulations, and patient rights.

8.4 WORKPLACE SAFETY AND OSHA COMPLIANCE

We Care Healthcare LLC follows Occupational Safety and Health
Administration (OSHA) regulations to ensure a safe working environment.

Infection Control Measures:

 Compliance with CDC and OSHA infection prevention standards.
 Proper use of personal protective equipment (PPE) (gloves, masks,
sanitization protocols).

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  Regular staff training on bloodborne pathogens, hand hygiene, and
disease prevention.
Workplace Safety Policies:
 Procedures for handling medical emergencies, falls, and workplace
injuries.
 Employees are encouraged to report unsafe conditions or hazards.

8.5 INCIDENT REPORTING AND RISK MANAGEMENT

To ensure accountability and continuous improvement, We Care Healthcare
LLC follows a structured incident reporting and risk management system.

Incident Reports:
 All accidents, injuries, or client concerns must be documented
immediately.
 Reports are reviewed by the Compliance Team and Director of Operations.
Corrective Action Plans:
 Investigation of complaints or compliance violations.
 Implementation of corrective measures, staff retraining, or disciplinary
actions if needed.
Quality Assurance Audits:
 Regular internal audits to ensure compliance with healthcare standards.
 Surveys and feedback collection from clients and caregivers for service
improvement.

8.6 LEGAL AND REGULATORY OVERSIGHT

We Care Healthcare LLC maintains relationships with regulatory bodies and
industry organizations to stay updated on healthcare regulations.

Missouri Department of Health and Senior Services (DHSS)

Oversight:
 Ensures state compliance with home healthcare regulations.
 Submits periodic reports and participates in state audits.
 CMS (Centers for Medicare & Medicaid Services) Regulations:

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  Compliance with billing, documentation, and fraud prevention guidelines.
Employment and Labor Laws:
Adherence to Fair Labor Standards Act (FLSA), Equal Employment
Opportunity (EEO), and wage laws for caregivers.

8.7 COMPLIANCE MONITORING AND CONTINUOUS

IMPROVEMENT
Compliance Officer Role:
 A designated Compliance Officer oversees adherence to all regulatory and
ethical standards.
 Regular reviews of policies to align with changing laws and best practices.
Employee Feedback System:
 Open-door policy for employees to report ethical concerns without fear of
retaliation.
 Annual compliance review meetings for staff.

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 STAFFING AND HUMAN RESOURCES POLICIES
The success of We Care Healthcare LLC depends on a dedicated and well-
trained workforce. The Human Resources (HR) Department is responsible for
recruiting, training, managing, and ensuring compliance with employment
laws while maintaining a positive work environment.

9.1 RECRUITMENT AND HIRING PROCESS

To ensure the highest quality of care, We Care Healthcare LLC follows a
structured recruitment process:

1. Job Posting and Candidate Screening

 Job openings are posted on company websites, job boards, and healthcare
networks.
 HR reviews applications and conducts background checks, reference
verifications, and credentialing.
2. Interview and Selection
Candidates undergo two-stage interviews:
1. Initial Screening: Conducted by HR to assess qualifications.
2. Final Interview: Conducted by department heads or supervisors.
Selection is based on experience, skills, cultural fit, and commitment to
quality care.
3. Onboarding and Orientation
New hires complete mandatory training, including:
 Company policies and procedures
 HIPAA compliance and patient privacy
 Safety and infection control
 Emergency response and first aid
 Employees receive an Employee Handbook outlining their roles,
responsibilities, and workplace expectations.

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 9.2 EMPLOYEE ROLES AND RESPONSIBILITIES
We Care Healthcare LLC maintains a diverse team of professionals with
defined roles:

Position Key Responsibilities

CEO/Founder Strategic oversight, financial
management, business growth
Director of Operations Day-to-day management, policy
enforcement, staff coordination
RN Supervisor Clinical leadership, staff training,
patient care oversight
Case Managers Develop and monitor care plans,
liaise with families
Caregivers (CNAs, HHAs, PCAs) Direct patient care, daily assistance,
companionship
HR Manager Employee relations, hiring, training,
payroll
Compliance Officer Ensures legal and regulatory
adherence
Office Manager Administrative duties, scheduling,
client relations

Each staff member is expected to adhere to ethical standards, company

policies, and legal regulations while maintaining professionalism and
compassionate care.

9.3 COMPENSATION AND BENEFITS

We Care Healthcare LLC provides competitive wages and benefits to attract
and retain skilled professionals.

1. Payroll and Compensation

1) Hourly/Salaried Pay Rates: Based on experience and qualifications.
2) Direct Deposit: Employees receive biweekly payments via direct deposit.

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 3) Overtime Pay: In accordance with Fair Labor Standards Act (FLSA)
guidelines.
2. Employee Benefits
1) Health Insurance (if applicable): Medical, dental, and vision
coverage.
2) Paid Time Off (PTO): Vacation days, sick leave, and holidays.
3) Retirement Plans (if applicable): 401(k) or other savings plans.
4) Worker’s Compensation: Coverage for work-related injuries or
illnesses.

9.4 EMPLOYEE PERFORMANCE MANAGEMENT

To maintain a high standard of care, We Care Healthcare LLC follows a
structured performance management system.

1. Performance Evaluations
Employees undergo annual performance reviews to assess:
 Job performance and competency
 Patient care quality
 Adherence to policies and compliance standards
 Reviews include feedback sessions and goal-setting for professional
growth.
2. Employee Recognition and Incentives
Outstanding employees may receive:
 Bonuses and incentives
 Employee of the Month awards
 Career advancement opportunities
3. Disciplinary Action and Conflict Resolution
 HR manages employee disputes and disciplinary actions.
Disciplinary measures include:
a. Verbal and written warnings
b. Suspension (if necessary)
c. Termination for repeated violations or misconduct

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 9.5 TRAINING AND PROFESSIONAL DEVELOPMENT
We Care Healthcare LLC invests in continuous employee education and
professional development.

Mandatory Annual Training:

 HIPAA compliance
 Patient safety and infection control
 Cultural competency and sensitivity training
Skills Enhancement Programs:
 Continuing education credits (CEUs)
 Advanced certifications for caregivers and nurses
Career Advancement Opportunities:
 Internal promotions and leadership training
 Support for nursing school or certification programs

9.6 WORKPLACE POLICIES AND EMPLOYEE CONDUCT

All employees are expected to uphold high ethical and professional standards.

1. Attendance and Punctuality: Employees must report to work on time

and adhere to schedules.
2. Dress Code: Staff must wear clean uniforms, ID badges, and follow
hygiene guidelines.
3. Harassment and Discrimination Policy: Zero tolerance for
workplace discrimination, bullying, or harassment.
4. Drug-Free Workplace Policy: Employees must comply with drug and
alcohol-free workplace regulations.

9.7 EMPLOYEE TERMINATION AND EXIT PROCESS

Employees who leave the company must follow the formal exit process:

1) Resignation Notice: Employees provide two-week written notice.

2) Exit Interviews: Conducted to gather feedback and discuss final payroll
details.

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 3) Return of Company Property: Employees must return ID badges,
uniforms, and work materials.

9.8 EQUAL EMPLOYMENT OPPORTUNITY (EEO) AND NON-

DISCRIMINATION
We Care Healthcare LLC is committed to providing equal employment
opportunities and prohibits discrimination based on:

 Race, color, religion, gender, age, disability, or national origin.

 Employees are hired and promoted based on qualifications, skills, and
performance.

9.9 WORKPLACE HEALTH AND SAFETY

OSHA Compliance:
 Proper use of personal protective equipment (PPE).
 Safe work environments, including infection control measures.
 Emergency response procedures for staff safety.

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 COMPLIANCE AND LEGAL CONSIDERATIONS
We Care Healthcare LLC is committed to full compliance with federal, state,
and local laws to ensure ethical operations, patient safety, and regulatory
adherence. This section outlines the legal requirements and compliance
measures necessary for maintaining licensure, protecting patient rights, and
upholding industry standards.

10.1 LICENSING AND REGULATORY REQUIREMENTS

To legally operate as a home healthcare provider, We Care Healthcare LLC
complies with the following:

State Licensing Requirements

 Ensures compliance with the Missouri Department of Health and Senior
Services (DHSS) regulations for home healthcare agencies.
 Maintains updated licensure and renewals as required.
Medicare and Medicaid Certification (if applicable)
Adheres to Centers for Medicare & Medicaid Services (CMS) standards for
reimbursement eligibility.
Business Registration and Operating Permits
 Maintains a valid business license and registration in compliance with
local regulations.
 Secures necessary permits for home health service operations.
Corporate Compliance Program
Establishes an internal compliance team to monitor adherence to laws,
identify risks, and prevent violations.

10.2 HIPAA AND PATIENT PRIVACY COMPLIANCE

We Care Healthcare LLC strictly follows the Health Insurance Portability and
Accountability Act (HIPAA) to protect patient privacy and medical
information.

Confidentiality Standards
 All patient records are securely stored and accessed only by authorized
personnel.

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  Employees must complete HIPAA training upon hiring and annually
thereafter.
Data Security Measures
 Electronic Health Records (EHR) are encrypted and stored on secure
servers.
 Physical documents are kept in locked cabinets with restricted access.
Patient Consent and Authorization
Patients must sign consent forms before any treatment or disclosure of
information.
Reporting HIPAA Violations
Employees must report any suspected data breaches or unauthorized access
immediately.

10.3 FRAUD, WASTE, AND ABUSE PREVENTION

We Care Healthcare LLC enforces strict anti-fraud policies to prevent misuse
of resources and ensure ethical billing practices.

Billing and Claims Compliance

 Follows Medicare, Medicaid, and private insurance billing guidelines.
 Prohibits upcoding, duplicate billing, or falsification of patient records.
Employee Training on Fraud Prevention
Annual training on fraud detection and ethical reporting.
Whistleblower Protection
Employees can confidentially report suspected fraud or abuse without fear of
retaliation.

10.4 WORKPLACE SAFETY AND OSHA COMPLIANCE

We Care Healthcare LLC follows Occupational Safety and Health
Administration (OSHA) guidelines to maintain a safe working environment.

Employee Safety Measures

 Personal Protective Equipment (PPE) is required when providing direct
patient care.

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  Proper training on infection control, handling hazardous materials, and
emergency response.
Injury and Incident Reporting
 Employees must report any workplace injuries or exposure incidents
immediately.
 Incident reports are reviewed to improve safety protocols.
Emergency Preparedness
 Develops a disaster response plan for natural disasters, power outages, or
medical emergencies.
 Ensures all employees receive CPR and first-aid training.

10.5 ETHICAL STANDARDS AND PATIENT RIGHTS

We Care Healthcare LLC upholds high ethical standards in patient care,
ensuring that all services align with professional and legal obligations.

Patient Rights
 Right to dignity, respect, and non-discriminatory care.
 Right to informed consent and participation in treatment decisions.
 Right to privacy and protection of personal health information.
Code of Ethics for Employees
 Employees must maintain honesty, integrity, and professionalism.
 Prohibited from engaging in conflicts of interest, abuse, or neglect.
Non-Discrimination Policy
 No discrimination based on race, gender, age, disability, or economic
status.
 Equal treatment for all clients, staff, and stakeholders.

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 10.6 CONTRACTUAL AGREEMENTS AND LEGAL
DOCUMENTATION
We Care Healthcare LLC maintains proper legal documentation to protect the
company and its clients.

Service Agreements
Detailed contracts outlining services provided, costs, and patient
responsibilities.
Employee Contracts
Clear job descriptions, salary agreements, and confidentiality clauses.
Vendor and Supplier Contracts
Agreements with medical supply companies, insurance providers, and
external consultants.
Legal Counsel and Risk Management
 Works with legal professionals to handle compliance, liability, and
contractual disputes.
 Implements risk management strategies to minimize legal exposure.

10.7 STATE-SPECIFIC COMPLIANCE (MISSOURI)

As a Missouri-based home healthcare provider, We Care Healthcare LLC
follows state-specific regulations, including:

 Missouri Division of Senior and Disability Services (DSDS) requirements.

 Missouri Medicaid Audit and Compliance (MMAC) program participation.
 Training and certification requirements for home care workers in
Missouri.

10.8 INTERNAL AUDITS AND COMPLIANCE MONITORING

To ensure ongoing compliance, We Care Healthcare LLC conducts:

 Quarterly internal audits of billing, patient records, and operational

procedures.
 Regular compliance training for staff and caregivers.
 Annual policy reviews to align with updated state and federal regulations.

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 COMMUNICATION AND REPORTING STRUCTURE
Effective communication and a well-defined reporting structure are essential
for ensuring efficient operations, regulatory compliance, and high-quality
patient care at We Care Healthcare LLC. This section outlines the
communication channels, hierarchy, and reporting protocols to promote
transparency, accountability, and coordination among staff, patients, and
external stakeholders.

11.1 CHAIN OF COMMAND AND REPORTING LINES

The organizational structure at We Care Healthcare LLC follows a clear chain
of command to facilitate smooth communication and decision-making.

ORGANIZATIONAL REPORTING FLOW

CEO/Founder (Tashira Williams)
 Provides overall leadership, vision, and strategic direction.
 Oversees policy development, compliance, and financial management.
 Reports directly to regulatory agencies and stakeholders.
Administrator/Executive Director
 Manages daily operations and staff coordination.
 Ensures compliance with state and federal regulations.
 Reports to the CEO/Founder.
Director of Nursing (if applicable)
 Oversees patient care quality and clinical staff.
 Ensures compliance with healthcare regulations and standards.
 Reports to the Administrator.
Supervisory Nurses & Case Managers
 Directly supervise caregivers and home health aides.
 Monitor patient progress and service effectiveness.
 Report to the Director of Nursing.
Caregivers and Home Health Aides
 Provide direct care, personal assistance, and health support to clients.
 Follow assigned care plans and report changes in patient conditions.
 Report to Supervisory Nurses/Case Managers.

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 Administrative & Support Staff
 Includes HR, billing, scheduling, and compliance officers.
 Ensures smooth backend operations and regulatory adherence.
Reports to the Administrator.

11.2 INTERNAL COMMUNICATION METHODS

We Care Healthcare LLC utilizes multiple communication channels to
facilitate clear and timely information exchange among staff and leadership.

Staff Meetings
 Weekly team meetings for operational updates.
 Monthly executive meetings for strategic planning.
Email & Secure Messaging
 Official communications are handled via company emails.
 Sensitive patient data is shared through HIPAA-compliant messaging
platforms.
Emergency Communication Protocols
 In urgent situations, staff must report incidents immediately via direct
phone calls.
 Emergency response plans are reviewed quarterly.
Employee Feedback and Reporting Mechanisms
 Open-door policy to encourage transparent communication.
 Anonymous reporting system for compliance concerns or grievances.

11.3 PATIENT AND FAMILY COMMUNICATION

Maintaining clear and compassionate communication with patients and their
families is a priority at We Care Healthcare LLC.

Care Plan Discussions

 Patients and families receive detailed explanations of care plans.
 Staff ensures informed consent before treatment.
Regular Progress Updates
 Case managers provide weekly or monthly progress reports.
 Families are encouraged to provide feedback on services.

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 Complaint Resolution Process
 Patients and families can submit concerns via phone, email, or in person.
 All complaints are addressed within 48 hours.

11.4 COMPLIANCE AND INCIDENT REPORTING

To ensure legal and ethical compliance, We Care Healthcare LLC has
structured reporting protocols for incidents and compliance issues.

Incident Reporting Procedures

 Staff must document and report workplace injuries, patient accidents, or
service-related issues within 24 hours.
 Reports are reviewed by supervisory staff and compliance officers.
Regulatory Reporting
 Compliance officers submit necessary state and federal reports on
operations.
 Any suspected abuse, neglect, or fraud is reported to authorities as
required by law.
Performance Reviews & Staff Evaluations
 Regular staff performance reviews to ensure high-quality care.
 Continuous training and improvement based on employee and patient
feedback.

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 DECISION-MAKING PROCESS
We Care Healthcare LLC follows a structured, transparent, and collaborative
decision-making process to ensure that all operational, financial, and clinical
choices align with the company’s mission, regulatory requirements, and the
best interests of patients and staff. This section outlines the levels of decision-
making authority, the approval process, and key considerations that guide
decision-making within the organization.

12.1 LEVELS OF DECISION-MAKING AUTHORITY

Decisions at We Care Healthcare LLC are categorized based on their impact,
urgency, and required level of authorization.

1. Strategic Decisions (Executive Level)

a. Made by: CEO/Founder, Executive Director/Administrator
b. Scope: Long-term planning, financial investments, regulatory
compliance, expansion, policy changes, and overall business direction.
Examples:
 Approving new service lines or locations.
 Establishing partnerships with healthcare providers or insurers.
 Implementing new company-wide policies.
2. Operational Decisions (Management Level)
a. Made by: Administrator, Director of Nursing, HR, Finance Manager
b. Scope: Daily operations, staffing, compliance, and patient service
adjustments.
Examples:
 Hiring and terminating employees.
 Adjusting staff schedules to meet patient needs.
 Purchasing medical supplies and equipment.
3. Clinical Care Decisions (Supervisory Level)
a. Made by: Director of Nursing, Case Managers, Nurses
b. Scope: Patient care, treatment plans, and emergency medical decisions.
Examples:
 Modifying patient care plans based on medical needs.
 Responding to urgent health changes.

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  Implementing infection control procedures.
4. Routine Decisions (Staff Level)
a. Made by: Caregivers, Home Health Aides, Administrative Staff
b. Scope: Day-to-day task management within assigned responsibilities.
Examples:
 Scheduling patient visits within assigned guidelines.
 Documenting patient progress.
 Reporting concerns to supervisors.

12.2 DECISION-MAKING PROCEDURES

The organization follows a systematic approach to decision-making to ensure
efficiency and compliance:

Identifying the Issue or Need

 Gathering relevant data and assessing the situation.
 Determining urgency and impact.
Consultation & Input Gathering
 Engaging key stakeholders (staff, patients, families, or regulatory bodies).
 Holding internal discussions or team meetings.
Evaluation of Options
 Assessing risks, benefits, and feasibility.
 Considering regulatory requirements.
Approval & Implementation
 Final approval by the appropriate decision-making level.
 Assigning responsibilities and timelines for execution.
Monitoring & Review
 Evaluating the outcome and effectiveness.
 Adjusting strategies as needed.

12.3 EMERGENCY DECISION-MAKING PROTOCOLS

In urgent or crisis situations, decision-making follows an accelerated process
to protect patients, staff, and company operations.

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 Medical Emergencies
 Caregivers follow emergency response protocols (e.g., calling 911,
notifying supervisors).
 Nurses and case managers make on-the-spot care decisions.
Operational Crises (e.g., staffing shortages, system failures)
 Administrators implement temporary emergency measures (e.g., staff
reassignments).
 CEO/Founder approves long-term solutions if needed.
Compliance or Legal Issues
 Immediate reporting to regulatory agencies if required.
 Legal counsel and compliance officers review actions.

12.4 ETHICAL & COMPLIANCE CONSIDERATIONS IN DECISION-

MAKING
All decisions at We Care Healthcare LLC must align with:

 Patient Rights & Safety

 State and Federal Healthcare Regulations
 HIPAA and Data Privacy Laws
 Financial Responsibility & Budgeting
 Fair and Ethical Employee Treatment

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 EMPLOYEE ROLES AND RESPONSIBILITIES
At We Care Healthcare LLC, each employee plays a vital role in ensuring the
highest quality of care for clients while maintaining compliance with
healthcare regulations. This section outlines the specific duties, expectations,
and reporting structures for each position within the organization.

13.1 EXECUTIVE LEADERSHIP ROLES

CEO/Founder (Tashira Williams)
 Provides vision, leadership, and strategic direction for the company.
 Ensures legal and regulatory compliance at the state and federal levels.
 Oversees financial planning, budgeting, and organizational growth.
 Represents the company in business negotiations and partnerships.
 Reports to state agencies, licensing bodies, and business stakeholders.
Administrator / Executive Director
 Manages daily business operations and ensures smooth workflow.
 Implements company policies and procedures.
 Supervises department heads and oversees human resources, finance, and
compliance.
 Ensures adherence to healthcare laws and accreditation standards.
 Reports to the CEO/Founder.

13.2 CLINICAL AND PATIENT CARE ROLES

Director of Nursing (if applicable)
 Oversees clinical operations and ensures patient care meets medical
standards.
 Manages nursing staff, caregivers, and home health aides.
 Develops and updates patient care policies.
 Ensures HIPAA and healthcare compliance.
 Reports to the Administrator.
Case Managers / Supervisory Nurses
 Conduct patient assessments and develop care plans.
 Supervise caregivers and home health aides to ensure quality care.
 Communicate with physicians, families, and patients regarding health
conditions.

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  Document patient progress and compliance with care plans.
 Report to the Director of Nursing or Administrator.
Home Health Aides (HHAs) / Personal Care Assistants (PCAs)
 Provide hands-on personal care, including bathing, dressing, and feeding.
 Assist with mobility, transfers, and medication reminders.
 Perform light housekeeping, meal preparation, and companionship.
 Document and report any changes in patient conditions.
 Report to Case Managers / Supervisory Nurses.

13.3 ADMINISTRATIVE AND SUPPORT ROLES

Human Resources (HR) Manager
 Manages staff recruitment, training, and employee relations.
 Ensures compliance with labor laws and healthcare employment policies.
 Handles payroll, benefits administration, and performance reviews.
 Reports to the Administrator.
Billing and Finance Coordinator
 Handles insurance claims, billing, and reimbursement processing.
 Manages accounts payable and receivable.
 Ensures compliance with Medicaid, Medicare, and private insurance
requirements.
 Reports to the Administrator.
Compliance & Quality Assurance Officer
 Ensures adherence to state licensing, healthcare regulations, and HIPAA.
 Conducts internal audits, training, and incident investigations.
 Reports compliance issues to executive leadership.
 Reports to the Administrator.
Scheduling Coordinator
 Assigns caregivers and nurses to patient cases.
 Adjusts schedules based on client needs and staff availability.
 Ensures proper documentation of service hours.
 Reports to the Administrator.
Receptionist / Office Assistant
 Handles patient inquiries, appointment scheduling, and phone calls.
 Maintains company records, files, and documentation.

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  Provides clerical support to administrative staff.
 Reports to the Administrator.

13.4 EMPLOYEE PERFORMANCE EXPECTATIONS

All employees of We Care Healthcare LLC are expected to:
 Provide compassionate and professional care.
 Follow company policies, regulations, and HIPAA guidelines.
 Maintain accurate and timely documentation.
 Communicate effectively with patients, families, and team members.
 Participate in ongoing training and skill development.

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 Employee Training and Development
At We Care Healthcare LLC, we recognize that continuous learning and
professional development are essential for providing high-quality patient care
and maintaining regulatory compliance. This section outlines our training
programs, development opportunities, and compliance requirements for all
employees.

14.1 ONBOARDING AND ORIENTATION TRAINING

All new hires at We Care Healthcare LLC undergo a structured onboarding
process to ensure they understand company policies, job expectations, and
patient care protocols.

1. Company Overview: Mission, values, organizational structure, and

services offered.
2. Policy & Procedures Training: Overview of company policies, HIPAA
compliance, and safety protocols.
3. Job-Specific Training: Duties and responsibilities for each role
(caregiver, nurse, administrative staff, etc.).
4. Electronic Health Records (EHR) Training: Documentation
standards and data security measures.
5. Emergency Response Training: Basic life support (BLS), infection
control, and workplace safety.
6. Client Communication & Cultural Competency: Effective
communication skills and patient interaction best practices.

14.2 Ongoing Training and Skill Development

To ensure staff remains up to date with industry best practices, healthcare
regulations, and emerging technologies, We Care Healthcare LLC provides:

1) Quarterly In-Service Training: Covers changes in healthcare laws,

new medical techniques, and company policy updates.
2) Hands-On Clinical Training: For caregivers and nurses to refine skills
such as wound care, mobility assistance, and medication management.

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 3) Leadership Development Programs: For supervisors, nurses, and
managers to improve leadership, conflict resolution, and team
management skills.
4) Technology & Software Training: Updates on patient care
documentation, scheduling systems, and compliance tracking software.
5) Professional Certification Support: Assistance with maintaining or
obtaining industry certifications (e.g., CNA, RN, CPR, First Aid).

14.3 COMPLIANCE & REGULATORY TRAINING

We Care Healthcare LLC ensures that all employees receive mandatory
compliance training to meet state and federal regulations.

1. HIPAA & Patient Confidentiality Training: Protection of patient

information and data security practices.
2. State Licensing & Accreditation Compliance: Ensuring all staff
meet state-mandated healthcare requirements.
3. Medicaid, Medicare, & Insurance Compliance: Billing procedures,
fraud prevention, and proper documentation.
4. OSHA & Workplace Safety Training: Infection control, handling
hazardous materials, and injury prevention.
5. Ethics & Code of Conduct Training: Reinforcing integrity,
professionalism, and ethical patient care.

14.4 PERFORMANCE IMPROVEMENT & CONTINUING

EDUCATION
To foster professional growth, We Care Healthcare LLC encourages employees
to advance their careers and improve their skills.

1) Tuition Reimbursement (if applicable): Financial assistance for

employees pursuing healthcare-related degrees or certifications.
2) Mentorship Programs: Pairing experienced employees with new hires
for guidance and support.
3) Performance-Based Training Plans: Individualized plans to help
employees improve performance based on evaluations.

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 4) Annual Training Reviews: Employees are required to complete a set
number of training hours annually to maintain compliance and enhance
skills.

By investing in employee training and development, We Care Healthcare LLC

ensures that our team remains skilled, compliant, and prepared to deliver
exceptional care.

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 PERFORMANCE EVALUATION AND ACCOUNTABILITY
At We Care Healthcare LLC, we maintain high standards of professionalism,
patient care, and operational efficiency. To ensure accountability, we have
established a structured performance evaluation system that measures
employee effectiveness, identifies areas for improvement, and encourages
professional growth.

15.1 PERFORMANCE EVALUATION PROCESS

All employees undergo regular performance reviews to assess their
effectiveness and adherence to company standards.

1. Annual Performance Reviews: Conducted once a year to evaluate

overall job performance, goal achievement, and areas for growth.
2. Quarterly Check-Ins: Managers provide feedback on performance,
discuss challenges, and set improvement goals.
3. New Employee Probationary Review: Conducted within the first 90
days to assess initial performance and fit within the organization.
4. Client & Peer Feedback: Performance evaluations may include input
from supervisors, coworkers, and patients when applicable.
5. Self-Assessments: Employees may be asked to reflect on their own
strengths, areas for improvement, and career goals.

15.2 KEY PERFORMANCE METRICS

Each employee is evaluated based on clear and measurable performance
criteria, including:

1) Job Competency & Skills: Ability to perform assigned tasks efficiently

and effectively.
2) Patient Care Quality (For Caregivers & Nurses): Adherence to care
plans, safety protocols, and patient satisfaction.
3) Professionalism & Work Ethic: Attendance, punctuality, teamwork,
and ethical conduct.
4) Compliance & Documentation Accuracy: Proper record-keeping,
HIPAA adherence, and regulatory compliance.

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 5) Communication & Team Collaboration: Ability to work effectively
with colleagues, clients, and families.

15.3 EMPLOYEE ACCOUNTABILITY & DISCIPLINARY ACTIONS

To maintain high standards, We Care Healthcare LLC enforces accountability
measures for all employees.

Progressive Discipline Policy: If performance issues arise, employees will

go through a structured disciplinary process:
 Verbal Warning – Initial discussion to address minor issues.
 Written Warning – Formal documentation of repeated or serious
violations.
 Performance Improvement Plan (PIP) – A structured plan to
correct deficiencies within a set timeframe.
 Final Warning / Suspension – For unresolved performance issues or
major policy violations.
 Termination – If all corrective measures fail or in cases of gross
misconduct.
Zero Tolerance Policy: Immediate termination may apply for:
 Patient abuse, neglect, or exploitation.
 Theft, fraud, or falsification of records.
 Violation of HIPAA regulations.
 Workplace violence or harassment.

15.4 EMPLOYEE RECOGNITION & INCENTIVES

To encourage high performance and dedication, We Care Healthcare LLC
implements employee recognition programs:

1. Employee of the Month Program: Recognizing outstanding

contributions to patient care and teamwork.
2. Performance Bonuses: Rewarding employees who exceed job
expectations and contribute to company growth.
3. Career Advancement Opportunities: Promoting high-performing
employees to leadership roles.

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 4. Wellness & Appreciation Events: Employee appreciation days, team-
building activities, and wellness incentives.

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