ADMINISTRATIVE REFERENCE FOR LOCAL HEALTH …

1 ADMINISTRATIVE REFERENCE FOR LOCAL HEALTH DEPARTMENTS Effective: Fiscal Year 2023 Sections: Foreword and Charter Contact Information Public HEALTH Transformation Preventive Services Covered Under the Affordable Care Act Abuse, Neglect and Violence Accreditation, Performance Management, Quality Improvement Boards of HEALTH and Agency Functions Breast and Cervical Cancer Screening Program KWCSP Consent for Services Competencies Crosswalk [external link] Public HEALTH Nursing Competencies Narrative Environmental HEALTH Services Financial Management Incident Reports DPH Guidelines for LHD Bloodborne Pathogens Exposure Control Plan for OSHA Compliance LHD Facilities and Equipment LOCAL HEALTH Operations LOCAL HEALTH Personnel Medical Record Management Emergency Preparedness and Response Training Guidelines and Program Descriptions Vital Statistics Registrar Guidelines [external link]

2 AR Sections - References/Citations FOREWORD The kentucky department for Public HEALTH (DPH) provides guidelines and procedural instruction that LOCAL HEALTH departments (LHDs) are to follow for their daily operations. This guidance is provided through the online publication of the ADMINISTRATIVE REFERENCE (AR). This edition of the DPH AR is updated to include all additions and changes that occurred from July 1, 2021 through June 30, 2022. The effective dates of this AR publication are July 1, 2022 through June 30, 2023. AUTHORITY FOR DPH ADMINISTRATIVE REFERENCE The guidelines contained in this official document are minimum requirements for operation of kentucky s LHDs, established under statutory authority of KRS and KRS in accordance with KRS , KRS , KRS and KRS These guidelines must be adhered to by all LHDs and are related to KRS , KRS , KRS , KRS , KRS , KRS and KRS Regulations regarding board of HEALTH requirements are outlined in 902 KAR 8:150 and LHD operations requirements are in 902 KAR 8:160.

3 Except as otherwise provided by law or regulation, any member of the public, patient, or LHD that is aggrieved by any guidelines included within this REFERENCE may request a waiver of such policy or procedure by submitting a signed and dated written request with appropriate and verifiable documentation of undue hardship to the Director of the Administration and Financial Management Division ( AFM). In the event the AFM Director rejects/denies the waiver request, the affected party may appeal, in writing, to the DPH Commissioner for final review and consideration.

4 The Louisville Metro HEALTH department , Lexington- fayette county HEALTH department , and Northern kentucky Independent District HEALTH Departments are governed by separate enabling statutes located under KRS Chapter 212. These statutes are KRS to KRS and KRS to KRS and have their own agency-specific policies, particularly with regard to setting of patient fees, board of HEALTH governance, membership and appointments, and personnel policies. Except as otherwise provided by law or regulation, the remainder of the topics and content contained within this AR shall apply to these HEALTH departments.

5 MAINTENANCE OF THE ADMINISTRATIVE REFERENCE FOR LOCAL HEALTH DEPARTMENTS Keeping REFERENCE Current The DPH ADMINISTRATIVE REFERENCE for LHDs (AR) can be found on the department s LHD Forms, Documents and ADMINISTRATIVE REFERENCE webpage. The AR guidance document shall be accessible to all employees, along with LOCAL policies, procedures and other REFERENCE materials and resources. The AR shall be maintained to include REFERENCE to all current state ADMINISTRATIVE guidelines. DPH and LHD employees shall have access to the above-referenced webpage and the opportunity to review the AR and any new or revised guidelines shall be conveniently available at all times to all appropriate staff.

6 LHDs shall review and utilize the most current AR, located only on the DPH website, and provide training, at minimum, annually to include any new or revised guidelines set forth in this publication. Training should also be provided as a result of LHD internal control policy additions/changes, QA/QI assessments, DPH compliance reviews of an LHD site ( , review findings and LHD corrective action plans), and DPH onsite visit reports. The AR will be reviewed annually by the DPH AR Review Committee, consisting of state of and LOCAL HEALTH department representatives, and coordinated by the Division of Administration and Financial Management (AFM).

7 Clarification of Guidelines Questions or issues regarding guidelines contained in the AR for LHDs should be forwarded in writing to the AFM Division Director and Assistant Director(s). Other Services All LHDs must offer voter registration services and retain documentation of such in conformance with Public Law 103-31 (National Voter Registration Act of 1993). CHARTER DPH ADMINISTRATIVE REFERENCE for LHDs (AR) Sponsor: kentucky department for Public HEALTH (DPH) Contact: Director, Administration and Financial Management Division Vision/Mission: To provide operational and financial management guidance and direction to kentucky LOCAL HEALTH departments (LHDs).

8 The ADMINISTRATIVE REFERENCE (AR) provides guidelines as directed by federal and state statutes, regulations and policies. Importance: The department for Public HEALTH (DPH) is responsible for the monitoring and oversight of all LHD operations and ensuring the guidelines established in this document are followed. DPH is dedicated to maintaining a strong partnership with LHDs to assure a successful delivery of the Public HEALTH Foundational and Core Services to the residents of kentucky . Focus: The ADMINISTRATIVE REFERENCE for LHDs shall provide policies, procedures and guidelines to LHDs as established by state and federal laws and regulations as well as the DPH Commissioner s office and all DPH divisions.

9 Deliverable: Guidance document which: Contains complete, accurate and current program information Is readily accessible and easy to REFERENCE ; and Is utilized by LHDs for agency operations and program management Measures: DPH programs provide guidance in accordance with current federal and KY statutes, regulations and DPH policies LHD services are delivered per regulations, policies and procedures LHDs that pass Medical coding/documentation and financial compliance reviews, per DPH established standards and quality improvement initiatives, indicate LHDs are in compliance LHD issues/concerns are monitored and technical assistance is provided User acceptance is evaluated Resources.

10 1) No budget necessary 2) DPH Commissioner authorizes the annual fiscal year review with DPH division and program staff/section contacts and, when feasible, LHD representatives 3) The published ADMINISTRATIVE REFERENCE (AR) document is the approved DPH standards and guidelines that LHDs are to follow 4) Key stakeholders: Boards of HEALTH , LHD directors and staff, DPH leadership and program staff, citizens of the Commonwealth 5) Between annual updates, the AR Interim Change process must be followed. Contact Information Table of Contents (Ctrl+click on text to go directly to content) kentucky DPH Divisions kentucky DPH Organizational Chart kentucky DPH Divisions and Programs Phone Directory The kentucky department for Public HEALTH (DPH) consists of seven divisions.