Section 11.0: Introduction to the IDHS Program Review

The purpose of the IDHS Family Planning Program Review is to determine whether IDHS supported family planning delegate agencies are managed effectively and comply with the intent of Title X and the IDHS program requirements. The Family Planning Program Review is part of an overall State effort to strengthen and improve the administrative and clinical performance of delegate agencies. The Program Review should also be regarded as a mechanism to assist projects in assessing their own performance and identifying strengths and weaknesses. The review incorporates: (1) an annual clinical review, including observation; (2) a periodic administrative review; (3) an annual grant application; (4) annual and semi-annual required reports, including semi-annual progress reports on the previous year's objectives; (5) periodic monitoring of client visit and services data; and (6) periodic technical assistance visits.

The general parameters of the program review include:

  1. Evaluation of Administrative Management
    1. The delegate Agency Demonstrates the Capability to Make Decisions Based Upon Clearly Stated Goals and Objectives Approved by the Idhs.
    2. the Delegate Agency Operates under a Well Functioning Family Planning Governing Board. the Board Must Adhere to the Standards Put Forth in Section 4.0 of This Manual in Regard to Their Composition and Function.
    3. there is a Management Information System in Place That Generates Timely and Accurate Client and Financial Data, Which Interfaces with Idhs's Contracted Data Vendor. These Data Provide Useful Information for Planning and Management and Meet the Family Planning Annual Report (Fpar) Requirements.
    4. the Personnel Management System Includes Appropriate Policies and Procedures for Employee Orientation, Job Descriptions, Staff Recruitment and Selection, Performance Evaluation, Promotion, Grievances, Termination, Compensation, Benefits, Employee Discrimination and Affirmative Action.
    5. the Delegate Agency financial management system is in compliance with Title X and the IDHS guidelines regarding cost of operations, billing, and collections.
  2. Evaluation of Clinical Management
    1. High quality health care is consistently made available to clients by the delegate agency. Providers are licensed and certified as required.
    2. Medical and laboratory services comply with program requirements.
    3. Major conditions (birth control method management, abnormal paps, STDs, etc.) are cared for according to the written policies, procedures, protocols and standing orders as approved by the agency's medical director.
    4. The delegate agency provides drugs and supplies that are safe, appropriate, and as cost effective as possible.
    5. The delegate maintains systems that support good health care delivery (e.g., medical records, tracking systems, referral systems, quality assurance systems, etc.).
  3. Evaluation of Client and Community Education
    1. The delegate agency is evaluated for compliance with Title X and IDHS guidelines regarding review of educational materials, client education, community education, program promotion and community participation according to Sections 6.8, 6.9 and 6.10.
    2. The delegate agency has an approved and established plan and process for community education and program promotion based on community needs assessment.
    3. Although the IDHS maintains a Family Planning Advisory Council to assist in program guidance and an Information and Education (I & E) sub-committee to guide the Program on clarification of delegate agency I & E and Community Education policies, the primary responsibility for Information and Education resides with the delegate agencies.
    4. Delegate agencies must have an I & E committee and must submit I & E Committee minutes at least annually to the IDHS.

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