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Inform Consumers in Writing of Policy Changes

Policy: 

If at any time, F/EA changes a policy that will impact a participant, representative, workers or vendor, consumers/representatives must be informed in writing as soon as the F/EA receives notification of a change in policy or at least 30 days in advance of the implementation date. Consumers need not be informed about policy changes that do not impact their interaction with F/EA, Counselors or their workers and vendors. Written communication regarding a policy change is created and submitted to consumers or representatives by the <<Staff Title>>. All written communication must describe the policy change and it must include an effective date and instructions for complying with the policy.

Procedure: 

 

  1. <<Staff Title>> issues a written notification of policy change to all stakeholders at least 30 days in advance of policy change
  2. Written communication documents:
    • The change in policy
    • Instructions for complying with the new policy
    • An effective date of the policy
  3. <<Staff Title>> assigns staff to create a mail merge to all consumers/representatives
  4. Staff creates a mail merge of envelopes or labels using addresses in the payroll system
  5. Envelopes are stuffed with written communication and sealed
  6. Envelopes are mailed to participant/representative address
  7. Electronic copy of written communication is stored in an applicable file location for a minimum of 7 years per File Retention Policy
Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. <<Staff Title>> issues all written communication of a policy change
  2. Written communication includes:
    • The change in policy
    • Instructions for complying with the new policy
    • An effective date of the policy
  3. A mail merge, using the most up-to-date participant/representative address information is used to produce envelopes for the mailing
  4. Electronic copy of written communication is stored in an applicable file location for a minimum of 7 years per File Retention Policy.