Office Policies and Procedures
Security Statement
Carrie Tingley Hospital Foundation has taken measures to guard against unauthorized or unlawful processing of personal data and against accidental loss, destruction or damage. This includes:
- Adopting this information security policy
- Taking steps to control physical security (projects and staff records are all kept in a locked filing cabinet)
- Putting in place controls on access to information (password protection on files and server access)
- Training all staff on security systems and procedures
- Detecting and investigating breaches of security should they occur
Policy |
Foundation Office – 700 Lomas Blvd NE, #2-200, Albuquerque, NM 87102
Bellamah Warehouse – 1224 Bellamah Ave NW, Albuquerque, NM 87104 |
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Name of Procedure | Building Access, Maintenance | |
Reference Number | 0.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Key Request Form | |
Procedures | 0.01 Foundation Building Access
0.02 Foundation Maintenance Requests
0.03 Bellamah Warehouse Access There are three sets of keys to the building and utility trailers. The keys are in the possession of the Executive Director, Director of Programs, and Michael Chamberlain. Keys should not be duplicated or given to any other individual especially not employed by the Carrie Tingley Hospital Foundation without Executive Director approval. |
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Policy |
Building – 700 Lomas Blvd NE, #2-200, Albuquerque, NM 87102 | |
Name of Procedure | Information Technology | |
Reference Number | 1.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Help Desk Request Form | |
Procedures | 1.01 Information Technology Support
1.02 Critical Malfunction
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Policy |
Building – 700 Lomas Blvd NE, #2-200, Albuquerque, NM 87102 | |
Name of Procedure | Telephones | |
Reference Number | 2.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Teams User Guide Get started with Microsoft Teams phones - Microsoft Support | |
Procedures | 2.01 Telephone Setup and Repair
2.02 Answering Phones
2.03 Phone Call Routing
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Policy |
Building – 700 Lomas Blvd NE, #2-200, Albuquerque, NM 87102 | |
Name of Procedure | Copy Machine, Fax and Printing | |
Reference Number | 3.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Lanier IM C3000 User Manual IM C3000/C3500 download page (ricoh.com) | |
Procedures | 3.01 Copy Machine
3.02 Printing Codes
3.03 Service Requests
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Policy |
Building – 700 Lomas Blvd NE, #2-200, Albuquerque, NM 87102 | |
Name of Procedure | Postage and Post Office Box | |
Reference Number | 4.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Postbase Vision user manual: FP POSTBASE VISION REFERENCE MANUAL Pdf Download | ManualsLib
Current Postage Rates: Retail Postage Price Calculator (usps.com) Non-Profit USPS Guidelines: How to Prepare Nonprofit Mail | Postal Explorer (usps.com) |
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Procedures | 4.01 Postage Machine
4.02 Postage Account
4.03 Supplies
4.04 Postage
4.05 Post Office Box
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Policy |
Automatic External Defibrillator | |
Name of Procedure | AED | |
Reference Number | 5.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | NM Department of Health: Microsoft Word - EMS-AED-CARP-ApplicationForm.docx (nmhealth.org)
AHA Protocols: Your On-site AED Program: An Implementation Guide (heart.org) PALS: PALS Precourse Self-Assessment and Precourse Work (heart.org) |
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Procedures | 5.01 AED Machine
5.02 AED Login
5.03 Usage
A. AED program supervising trained targeted responder shall: (1) Oversee the AED program, assuming responsibility for how the AED program is planned and conducted. (2) Select and identify other participating persons as trained targeted responders. (3) Maintain AED training records for all trained targeted responders while they are active in the program, and for at least three years thereafter. (4) Maintain AED program records including AED maintenance records, trained targeted responder training records, and AED usage records. (5) Ensure that all trained targeted responders are trained using a training program which has been approved by the department. (6) Provide evidence of coordination of the AED program with local EMS services and emergency dispatch agencies, including 911 dispatch agencies. (7) Register the AED program with the department and pay registration fees, as detailed in this regulation. (8) Report all operational uses of the AED to the department. (9) Perform quality assurance review of all operational defibrillations; and. (10) Ensure AED equipment is maintained in accordance with the manufacturer's guidelines. B. Trained targeted responders: Individuals selected by the supervising trained targeted responder that are trained in CPR and use of an AED and understand how to activate the local emergency medical system for any sudden collapse or cardiac arrest victim: (1) Prior to participating in an AED program, trained targeted responders shall complete an initial AED training course from a Department approved training program. The course shall include both cardiopulmonary resuscitation (CPR) and AED training. (2) At least every two years, trained targeted responders shall recertify in CPR and AED training, by successfully completing a department approved AED training course. (3) Activate the emergency medical system during any operational response to a victim of cardiac arrest, and advise that AED is being used. (4) Comply with program protocols for operational response to victims of cardiac arrest. (5) Report all operational responses to victims of cardiac arrest to the supervising trained targeted responder and complete a defibrillation report. A copy of the report shall be submitted to the department within 20 calendar days. (6) Ensure AED's are maintained and used in accordance with the manufacturer's guidelines, and inspect AED equipment at least monthly. C. Registration: All AED programs shall be registered with the department: (1) Initial registration: The initial registration period shall be for a period of four years. The supervising trained targeted responder for the AED program shall complete the application provided by the bureau and submit it to the department, along with the appropriate fees. (2) Renewal: AED programs shall renew the AED program every four years, with a renewal application provided by the bureau submitted to the department, along with the appropriate fees. (3) Notification of changes in registration: The department shall be notified when there is a: (a) change in AED supervising trained targeted responder; (b) change in physical address or telephone number; or (c) stoppage or cancellation of the AED program. D. Fees: The bureau shall establish a fee schedule for AED programs. Seventy-five ($75) dollars shall be paid by the AED program to the department for initial registration. For renewal, AED programs shall pay a fee of fifty ($50) dollars to the department. E. Notification: Local EMS services and emergency dispatch agencies shall be notified of the activation and existence of the AED program. The notification shall include the name of the AED program supervising trained targeted responder, location of the program, telephone number, a copy of the program protocols, location of the placement of AED(s), and the operational area where the AED(s) will be used. The local emergency services and dispatch agencies shall also be notified if an existing AED program stops or cancels the AED program. F. AED Selection and Maintenance: (1) AED Selection: AED programs shall acquire and use semi-automated cardiac defibrillators. These devices require the responder to deliver the shock by pushing the shock button. AED programs that want a fully automated defibrillator (analyzes and shocks without operator input) may petition the bureau for a waiver to use an automated defibrillator. (2) Maintenance: AED programs shall maintain the AED(s) and associated supplies and batteries in accordance with the manufacturer's suggested guidelines. G. Record Keeping: Establish and maintain a record keeping system. Include the following information: (1) List of trained targeted responders. (2) Dates of training for trained Targeted Responders including CPR training and AED training. (3) Copy of program protocols. (4) Copy of registration and EMS service notification forms. (5) AED usage reports/Data collection forms; examples may be obtained from the bureau. (6) Quality assurance review documentation. (7) AED equipment purchase and maintenance records. |
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Policy |
Purchasing | |
Name of Procedure | Purchasing | |
Reference Number | 6.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | General Ledger Code Matrix (GL Code) | |
Procedures | 6.01 Purchasing Procedure
6.02 Lunches
6.03 Personal Purchases
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Policy |
Accounts Receivable | |
Name of Procedure | Accounts Receivable | |
Reference Number | 7.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Donor Perfect Learning Center User Manual: DonorPerfect Nonprofit Software User Learning Center | |
Procedures | 6.01 Donor Perfect
6.02 Fundraising
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Policy |
Accounts Payable | |
Name of Procedure | Accounts Payable | |
Reference Number | 8.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Approved Vendor List | |
Procedures | 8.01 Accounts Payable Invoices and Statements
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Policy |
Risk Identification and Assessment | |
Name of Procedure | Risk Identification and Assessment | |
Reference Number | 9.00 | |
Applicable Parties | All Carrie Tingley Hospital Foundation Employees | |
Effective Date | 7/22/24 | |
Supporting Documentation | Fiscal Management Policy
Employee Compensation Policy Gift Acceptance Policy Records Retention and Destruction Policy Conflict of Interest Policy Whistleblower Policy Fraud, Waste, and Abuse Prevention Policy Incident Reporting Policy |
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Procedures | 9.01 Risk Identification and Assessment
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