> ## Documentation Index
> Fetch the complete documentation index at: https://docs.imaracare.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Policies & Procedures

> Manage the six HHSC-required written policies from the Policies & Procedures vault in the Documents section.

The **Policies & Procedures** tab (under **Documents** in the sidebar) is your facility's policy vault. It tracks the six written policies required by HHSC 26 TAC §553 — the ones an HHSC surveyor will ask to see during an inspection.

<Info>
  Only **Managers** and **Administrators** can add, edit, or mark policies as reviewed. The tab is read-only for Staff if they have Documents access.
</Info>

***

## Required policies

| Policy                             | HHSC requirement                                                                          |
| ---------------------------------- | ----------------------------------------------------------------------------------------- |
| **Evacuation Plan**                | Written fire and emergency evacuation plan; must be posted in a visible location          |
| **Incident Reporting Policy**      | Procedures for documenting incidents and notifying guardians within 48 hours of the event |
| **Medication Self-Admin Policy**   | Staff procedures for assisting residents with self-administered medications               |
| **Controlled Substance Policy**    | Handling, storage, counting, and disposal of controlled substances                        |
| **Financial Conflict of Interest** | Policy prohibiting staff from being named as a beneficiary or guardian of any resident    |
| **Abuse / Neglect Reporting**      | Mandatory reporting procedures for suspected abuse, neglect, or exploitation of residents |

The header badge shows how many of the six are on file (**n/6 on file**). All six must be uploaded before generating a complete [HHSC Digital Binder](/compliance/hhsc-digital-binder).

***

## Add a policy

<Steps>
  <Step title="Go to Documents → Policies & Procedures">
    Select the **Policies & Procedures** tab from the Documents page.
  </Step>

  <Step title="Click Add on the policy card">
    Each required policy has a card. Click **Add** on any policy that shows **Not uploaded**.
  </Step>

  <Step title="Fill in the form">
    * **Policy title** — the formal name of your written policy
    * **Document URL** — a shareable link to the PDF (upload to Supabase Storage, Google Drive, or similar, then paste the URL)
    * **Notes** — optional internal notes
  </Step>

  <Step title="Save">
    Click **Save**. The card updates to show the document link and an **On file** status.
  </Step>
</Steps>

***

## Update a policy

Click **Edit** on any existing policy card to update the title, document URL, or notes. Save to confirm.

***

## Mark a policy as reviewed

After your periodic policy review (required annually):

1. Click **Mark Reviewed Today** on the policy card
2. The card records today's date and your user as the reviewer

The last reviewed date and reviewer appear on each card and are included in the HHSC Digital Binder PDF export.

<Tip>
  Set a calendar reminder to review all six policies at least once a year — or whenever a change in HHSC rules requires a policy update.
</Tip>

***

## HHSC Digital Binder

Policy data flows directly into **Tab 2 — Policies & Procedures** of the HHSC Digital Binder PDF. The export shows each policy's title, document link, last reviewed date, and reviewer. Missing policies are flagged.

See [HHSC Digital Binder](/compliance/hhsc-digital-binder) for the full binder guide.