Programmatic Monitoring Tools
Considerations in Assigning Weights
Weight of 3 will be given to items falling within the following topics:
- Health and safety of clients or staff
- Link to medical or access services (including referrals and follow-up)
- Direct access to agency services (including hours of operation and location)
- Documentation of services provided to clients and follow through to resolution of identified issues
- Proper assessment of client needs and plans to meet those needs
- Client confidentiality (including client file security; confidentiality required of personnel and volunteers; and measures implemented to ensure confidentiality of client information)
- Items required for eligibility (e.g., proof of positivity, residence, income, lease, etc.)
- Following payor of last resort requirements, which allow funding to remain available to clients in need
- Working with clients to stabilize their living situation and reduce the need for emergency assistance
- Policies that are directly related to the areas listed above.
Weight of 2 will be given to items falling within the following topics:
*If an item listed below is also covered in the section above, the higher weight will be given.
- Quality management
- Policies that fall within the following areas: service provision, client grievance procedures, policies/procedures that are important to services, but would not have a direct affect on a client’s health or safety
- Link to support services
- Managing/tracking of expenditures
- Original signed contracts on file
- Required elements of the client files, not meeting one of the requirements for a weight of 3
Weight of 1 will be given to items falling within the following topics:
*If an item listed below is also covered in the section above, the higher weight will be given.
- Policies that fall within the following areas: agency operations, personnel, other policies that are not critical to client services
- Evidence of non-critical paperwork on file (including RFPs, applications)
- Paperwork and non-critical requirements for volunteers
- Facility/physical location requirements (unless it is related to health and safety or access)
S:\Monitoring\Monitoring Tools - Current\Considerations for Weight Assignments_programmatic tools.doc