In addition to the Employee Handbook that ships free with MadCap Doc-to-Help, we are pleased to announce that we have now also added a comprehensive medical office policy and procedure manual. This comprehensive and extensive manual is a vital communication tool between administrative and clinical staff. It serves as a resource for employees on how to comply with medical policies and procedures, as well as how to manage the day-to-day operations of a medical practice.

As you start developing a policy and procedure manual for your own organization, knowing what information to include can be a daunting task. Not to mention, policies and procedures should be reviewed on a regular basis, ensuring that they’re compliant with federal and state regulations.

Free Comprehensive Manual Now Available for Doc-To-Help Users

A new professionally-written manual is now available free of charge with your purchase of MadCap Doc-To-Help 6., This extensive manual makes it easy to get started with the information you need to get started and for employees. Integrated with features such as intake forms, consent policies and more, the Medical Office Policy and Procedure Manual includes everything you need to customize the document to fit your organization.

The complete manual contains a wide range of information on health care and administrative standards, such as:

Operational Policies for Physicians and Staff

Are employees aware of key staff at the office, and who to contact during absences, holidays, or emergencies? This manual provides employees with an easy reference on policies that govern daily operations, including personnel management, hours of work, and communication guidelines between patients and employees.

Managing Office Visits

Medical offices frequently maintain patient appointments based on patient clinical need, patient preference, clinical staff availability, and time requirements for the type of appointment. This section provides guidelines on how to manage changes and issues that may arise during a typical office visit, such as new patient registration, insurance validation, and emergency cases.

Consent Policies

If a patient lacks the capacity (the ability to understand the nature and consequences of the proposed treatment), the patient’s representative has the right to give informed consent or refusal on the patient’s behalf. This manual describes the procedures when a minor requires patient care, such as the information required on a consent form, how to comply with specific procedures and details on how to obtain parental consent.

Compliance Forms

This manual references and links to three forms:

  • Patient Registration Form
  • HIPAA Privacy Notice
  • Patient History Form

These are editable word documents outside the Doc-To-Help project. They can be edited and customized, and then easily printed for patients to complete.

Emergency Plan Procedures

Having a clear procedure in the event of an emergency is a vital component of a medical office manual. Detailed procedures can provide employees with guidelines on what to do during an emergency or disaster, and how to ensure patient and staff safety. This manual includes emergency plans in the event of an evacuation, earthquake, fire, power outage, and more.

Prescription Policies

Prescriptions are a common component of medical offices and require clear policies to ensure patient safety. This manual provides policies on how to handle prescriptions, such as refilling prescriptions, maintaining medication, and how to store drugs medications at the office.

Web and Print Delivery

With Doc-To-Help’s multi-channel publishing features, this comprehensive manual can be delivered as a printable PDF, or as a searchable, navigable, and responsive HTML5 manual that lives on your secure intranet.  HTML5 manuals can be configured to be accessible so that they are Section 508 compliant.

Section 508 is part of the Rehabilitation Act of 1973 and requires Federal agencies to make their electronic and information technology accessible to people with disabilities. To find out more about Section 508, and obtain information about guidelines, tools and other resources, see here.

In addition, the manual addresses specific issues that may arise when prescribing medication to patients. For example, opioid misuse and overdoses have also become very serious public health problems. Physicians must be aware of the legitimate medical uses of controlled substances for the treatment of pain while safeguarding against opioid misuse and diversion.

This comprehensive manual also covers additional topics such as financial management, medical records management, infection control policies and more. To view a preview of the Medical Office Policy and Procedure Manual project, click here.

We hope you enjoy this new resource. Feel free to leave comments below or reach out to me at for any questions.

Editor’s Note: This post was originally published on March 8, 2018.