a. |
|
Public Health Service Facilities Manual, Volume I, Facilities Planning, Design, and Construction
|
b. |
|
Public Health Service Facilities Manual, Volume II, Real Property Management and Facilities Services
|
c. |
|
Accounting Manual |
d. |
|
Acquisition Regulation Manual |
e. |
|
Emergency Planning Manual |
f. |
|
Forms Management Manual |
g. |
|
Frequently Asked Questions About Forms Manual |
h. |
|
Records Management Manual |
i. |
|
General Administration Manual |
j. |
|
HHS Administration Manual, Part 30, Environmental Protection |
k. |
|
Grants Administration Manual Menu |
l. |
|
Grants Policy Directives |
m. |
|
Information Resources Management Manual |
n. |
|
Logistic Manual |
o. |
|
Mail Room Procedure Manual |
p. |
|
National Security Information Manual |
q. |
|
Public Affairs Manual
|
r. |
|
Safety Management Manual |
s. |
|
Travel Manual
|
C. |
Indian Health Service Manual System. Indian Health Service directives are issued in one of the following formats: An Indian Health Manual (IHM) chapter, an IHS circular, an IHS Area Offices supplement to an IHM chapter and/or IHS circular, or a Special General Memorandum (SGM). When higher echelon directives do not provide sufficient guidance for IHS staff, the IHS must develop and implement policies and procedures that contain adequate information to assist IHS employees in carrying out their responsibilities.
|
D. |
Policy. Managers at all levels in the IHS are responsible for ensuring that directives pertaining to their areas of functional responsibility are developed, reviewed, cleared, approved, and distributed in accordance with the requirements of this chapter. Managers shall ensure that each directive is current and contains appropriate and adequate policy information and procedural guidelines for IHS staff members to effectively perform their duties and responsibilities.
|
E. |
Responsibilities. The IHS is the Federal Agency charged with the responsibility for administering the delivery
of health care services to American Indians and Alaska Natives.
|
(1) |
Director, Management Policy and Internal Control Staff. The Director, Management Policy and Internal Control Staff (MPICS), is responsible for the directives management program in the IHS and for providing advisory services and assistance to IHS managers in the development, clearance, and distribution of IHS directives.
The Director, MPICS, periodically assesses the directives issuance process and overall MPICS, services.
|
(2) |
Agency Directives and Delegations Control Officer. The Director, MPICS, is designated as the Agency Directives and Delegations Control Officer (DDCO). The Agency DDCO is the principal contact for the Area Directors and Headquarters Office Directors regarding IHS manual system directives. The Director, MPICS, provides guidance and assistance to IHS staff in accessing the HHS manual system and other Government directives. As the Agency DDCO, the Director, MPICS, is responsible for ensuring that each IHS-issued directive is reviewed, on at least a biennial basis, and, if necessary recommends that it be updated. This is
accomplished with the assistance of the MPICS management analysts (MA) who are designated as primary consultants and technical advisors to functional area managers and staff at IHS Headquarters and Area Offices.
|
(3) |
Management Policy and Internal Control Staff. The MPICS is responsible for providing advisory services related to directives development and issuance to managers and staff at all levels in the
IHS. Services of the MPICS include the following:
|
a. |
Advising functional area managers and staff on the appropriate
formats for proposed directives from those described in this chapter.
|
b. |
Advising functional area managers and staff of existing directives that require review and consideration for consolidation into a new or revised IHS manual system directive. This includes reviewing all information released regarding policy, practices, and activities of the functional area, e.g., directives, memorandums, technical guides, and desk references.
|
c. |
Providing advice and guidance to functional area staff regarding the
general rules for writing directives, e.g., sentence structure, detail
of information, section declension, and selection of appendices and
exhibits.
|
d. |
Ensuring that an official review and comment period is allowed for
the drafts of proposed IHS directives and advising functional area staff
during the development of final drafts of IHS directives.
|
e. |
Establishing and maintaining a system for numbering and controlling
IHS directives and for distributing approved and signed IHS directives.
|
f. |
Maintaining a reference library that includes the IHS manual system
issuances.
|
g. |
Maintaining the IHS directives repository files.
|
h. |
Maintaining an electronic library of all current IHS directives on
the IHS Web site
|
i. |
Periodically evaluating the processes used for distributing drafts
and final issuances of directives to all levels in the IHS. This is
accomplished with the cooperation of an IHS-wide network of DDCOs.
|
j. |
Providing technical advice and assistance to Area DDCOs on services to their respective offices.
|
(4) |
Area Directors. Each Area Director must designate a primary DDCO and at least one alternate DDCO for his/her organization. The primary and alternate DDCO designations must be made through memoranda, and copies of the memorandums must be transmitted to the Agency DDCO. Area Directors should also consult with the Chief Executive Officers of each IHS-operated service unit (SU) and with the Directors of each IHS-operated health center within their Area to designate a SU or a health center DDCO for each SU or facility.
It is recommended that the annual performance plans of each designated DDCO include standards for measuring the performance of the DDCO. The duties and responsibilities described in Section 1-1.1E(7), beginning on page 7, are key functions for a successful IHS directives and delegations program.
|
(5) |
Area Directors and Headquarters Office Directors. Area Directors and Headquarters Office Directors are responsible for ensuring a review of all proposed directives is made by appropriate members of their staff. If no comments are generated by the review, Area Directors are required to submit a memorandum to the Agency DDCO indicating No Comment.
|
(6) |
Functional Area Managers. Functional area managers are responsible for ensuring that all IHS manual system directives related to their areas of responsibility always convey current, appropriate, and accurate guidance for users. During the development of new or revised directives, or the
development of IHS supplements to higher echelon directives, functional area managers must ensure that uncontrolled directives (memoranda, technical guides, desk references, etc.) that pertain to their functional area activities are reviewed and appropriately incorporated into the new or revised directive. This assists in eliminating duplicate and conflicting policy and procedural information and ensuring that IHS-wide policy and practices are incorporated into an appropriate IHS directive format.
The managers of Headquarters functional areas designated as Management Control Areas (MCA) under the IHS Federal Managers Financial Integrity Act (FMFIA) compliance program may be required to establish Management Control Systems (MCS) and incorporate them into the function-related IHS directive. All MCS must be established in accordance with instructions in the IHM, Part 5, Chapter 16,Management Control Systems.
|
(7) |
Area Directives and Delegations Control Officers. The Area DDCOs are the primary contacts in each Area for coordinating and advising staff Area-wide on the procedures for development, revision, or cancellation of Area-issued directives and for supplementing Headquarters-issued directives. The Area DDCOs are responsible for the following:
|
a. |
Coordinating and implementing the requirements of this chapter for their assigned IHS Area Office.
|
b. |
Maintaining complete sets of the IHS manual system issuances, i.e., the IHM chapters and Area Office supplements, the IHS Circulars and Area Office supplements, and the IHS SGMs.
|
c. |
Maintaining an index of all Area-issued supplements to IHS directives.
|
d. |
Ensuring that the mailing lists for the distribution of manual issuances are kept current.
|
e. |
Directing the local distribution and filing of the IHS manual system issuances, the IHS supplements, and Area Office issuances.
|
f. |
Ensuring the timely distribution of all draft directives transmitted by the Agency DDCO for IHS-wide review and comment as well as draft directives prepared at the Area Office for Area-wide review and comment.
|
g. |
Ensuring that functional area managers arc given an opportunity to review and comment on proposed Area Office supplements to the IHS manual system issuances.
|
h. |
Preparing memoranda for the signature of the Area Director to transmit comments received on proposed IHS Headquarters directives to the Agency DDCO, including memoranda indicating No Comment.
|
i. |
Providing support to field technical staff charged as principals in drafting directives for application IHS-wide.
|
j. |
Ensuring that the appropriate formats are used for directives initiated by managers in the Area Offices.
|
(1) |
Part 1 - General. Part 1 provides information concerning the IHM, IHS delegations of authority, the organization of the IHS, and general information on the administration of the
IHS.
|
(2) |
Part 2 -Services to Indians and Others. Part 2 includes chapters that establish IHS policies and procedures regarding services provided to American Indian and Alaska Native people and eligible non-Indians.
|
(3) |
Part 3 - Professional Services. Part 3 includes the policies, responsibilities, and standards for the IHS direct health care delivery system and recommendations for Urban and Tribal health care delivery programs funded by the IHS.
|
(4) |
Part 4 - Staff Services/Special Programs. Part 4 includes chapters that cite the policies, responsibilities, standards, and procedures related to special staff and support services and activities not covered by management service issuances contained in Part 5. Examples include Equal Employment Opportunity/Civil Rights Staff Office issuances and issuances pertinent to employee integrity and ethics and to public affairs.
|
(5) |
Part 5 - Management Services. Part 5 contains chapters regarding the IHS administrative, management, financial, and program support policies as well as responsibilities, standards, and procedures, except for human resources administration and management.
|
(6) |
Part 6 - Services to Tribal Governments and Tribal Organizations. Part 6 includes chapters that convey the administrative guidelines and internal practices to assist IHS staff in providing services and technical assistance to the Area Offices and Tribal Governments pertaining to implementation of Title I and Title V of Public Law (P.L.) 93-638, the Indian Self-Determination and Education Assistance Act, as amended.
|
(7) |
Part 7 - Human Resources Administration and Management. Part 7 includes chapters that cover the policies, responsibilities, standards, and procedures governing the administration and management of the IHS personnel system.
|
(8) |
Part 8 -Information Resources Management. Part 8 includes chapters that cover the policies, responsibilities, standards, and procedures governing the administration and management of IHS information resources.
|
|
1 |
IHM Part |
|
1-1 |
IHM Part and Chapter |
|
1-1.1 |
IHM Part, Chapter, and Section |
|
1-1.1A |
IHM Part, Chapter, Section and Section Subdivisions |
|
1-1.1A(1) |
IHM Part, Chapter, Section and Section Subdivisions |
|
1-1.1A(1)a |
IHM Part, Chapter, Section and Section Subdivisions |
|
1-1.1A(1)a(i) |
IHM Part, Chapter, Section and Section Subdivisions |
|
1-1.1A(1)a(i)(a) |
IHM Part, Chapter, Section and Section Subdivisions |
|
1-1.1A(1)a(i)(a)(i) |
IHM Part, Chapter, Section and Section Subdivisions
|
a. |
Purpose. Contains information conveying the reason for
the directive, i.e., to establish or document changes to policy,
procedures, and staff responsibilities related to the operations and/or
management of a particular IHS functional area.
|
b. |
Background.
|
c. |
Goals (optional).
|
d. |
Policy. Contains information defining the methods or
courses of action to be taken by IHS staff relative to the subject
functional area. The information contained in this section must be
written in a active voice, present tense, i.e., the IHS "does," "must,"
or the IHS policy "is." The policy statement should be brief and
consistent with internal and external rules and regulations regarding
the subject. Lists of activities that are meant to clarify the
policy, but which are usually requirements, should be included in the
guidance/procedural test of directives.
|
e. |
Other general information as appropriate.
|
(6) |
Text Continued to New Page. When a section of chapter text is continued to the next page, the continuation is noted under the header at the upper left of the page text by a series of numbers and alpha digits constructed as follows: parenthesis, IHM part number, dash, IHM chapter number, dot, chapter section, capital alpha digit of the subsection, parenthesis, subsection division number, close parenthesis, space, dash, space, the word continued, close parenthesis, e.g., 1-1.2C(5)a1 continued), as above.
|
(7) |
Manual Exhibits/Appendix . Manual Exhibits/Appendices provide supplemental information, forms, references materials, etc., in support of the material presented in the chapter. (See
Manual Exhibit 1-1.C, Example - Indian Health Manual Appendix/Exhibit Format, and
Manual Exhibit 1-1-F, Example - Circular Appendix/Exhibit Format.)
|
(8) |
Manual Appendix. A Manual Appendix normally contains information that significantly supplements the statements of policy and procedures in the text of an IHS directive. Information in appendices may or may not have been developed by the IHS. The information may include sections of Public Laws, higher echelon and Government oversight agency requirements, or segments of another IHS functional area policy/procedure that would apply to the functional area for which the directive is established.
Since the President issued Executive Order 12861, it is not appropriate to include oversight agency policy and/or guidelines in their full text as an appendix to IHS directives. Requirements for conformance to higher echelon or oversight agencies policy and/or guidance must be selectively synopsized in the policy/guidance/procedures
section(s) of the IHS directive. Source(s) for copies of the higher echelon or Government oversight agency guidance or policy must also be referenced within the text of the IHS directive.
The IHM chapter appendices are distinguished from the chapter text by page headers and footers that reflect the IHM part and chapter number, the alpha digit assigned to the appendix, and the appendix page numbers. The IHM chapter appendix page footers include the TN number and date of the TN. See
Manual Exhibit 1-1-C for an example of how the text of the chapter appendix page headers and footers alternate on each page of appendices from being flush with the right margin for odd-numbered pages to being flush with the left margin for even-numbered pages.
|
a. |
Purpose. Explanation of why the circular is being issued and specific objectives.
|
b. |
Background. Inclusion of Public Law titles, higher-echelon directives, or specific requirements for program or administrative activities to meet higher-echelon directives, legislative or statutory requirements, etc., that compel issuance of the circular.
|
c. |
Policy. (As available; administrative procedures may be the only information available for inclusion in IHS circulars, pending a policy statement.)
|
d. |
Organizational Responsibilities.
Description of the responsibilities
of the functional area managers accountable for successfully overseeing and accomplishing the functions covered by the circular.
|
e. |
Procedures/Instructions/Operations Information. General information for readers and specific guidance for the functional area staff.
|
f. |
Supersedure. List of previously issued controlled and uncontrolled directives that the circular information is replacing, if any.
|
g. |
Effective Date. Citation of a specific date that IHS employees compliance to the requirements of the circular is to begin, which is usually the date of signature; however, a circular may be issued in advance of the effective date.
|
|
1 |
Section number |
|
1A |
Section, paragraph |
|
1A(1) |
Section, paragraph, sub-paragraph |
|
1A(1)a |
Section, paragraph, sub-paragraph, sub-paragraph sections |
|
1A(1)a(i) |
Section, paragraph, sub-paragraph, sub-paragraph sections |
|
1A(1)a(i)a |
Section, paragraph, sub-paragraph, sub-paragraph sections
|
A. |
Authority. Only the Director, IHS, or his/her designee, may approve and sign an
SGM.
|
B. |
Format for an SGM. The Directors SGMs are prepared in the memorandum format prescribed in the Indian Health Service Executive Correspondence Guidelines. As an official IHS directive format, the SGMs are normally prepared as information to all IHS employees; however, on occasion they may be developed for and distributed to select functional area managers and staff.
|
C. |
Control Numbers. The Agency DDCO assigns a control number to each SGM upon signature by the Director, IHS, or his/her designee. The control number is configured to reflect the calendar year and sequential number of issuance, e.g., SGM 2005-01, SGM 2005-02, etc.
|
D. |
Area Office SGMs. Area Directors are encouraged to establish and maintain a memorandum system for each Areas use that is similar to the one used for the Directors SGMs.
|
B. |
Designation of Management Policy and Internal Control Staff Assistance. Upon receipt of a notice or request for assistance, the Agency DDCO designates an MPICS MA to be the primary coordinator for advisory and assistance services to functional area staff. The designated MA assists the functional area manager/staff in developing a work plan that delineates specific mileposts for completing the directive action and remains available to provide advice and guidance throughout the directive development and issuance process.
|
C. |
Headquarters Functional Area Managers. Managers at Headquarters whose functional areas are designated as MCAs under the IHS FMFIA compliance program should first outline or establish an MCS. This could assist in the development of the directive.
(See Section 1-1-1E(6)).
|
D. |
Contracted Directives Development. When the development of a directive is contracted, the functional area manager shall arrange a meeting with the Agency DDCO (and/or the designated MPICS MA) and the contractor to ensure that the contractor is aware of the requirements of this chapter.
|
E. |
Directives Development Workgroups. The number of individuals involved and the period of time necessary to develop a directive varies depending on the subject and complexity of the information/policy statements to be included. Functional area managers and the MPICS acknowledge the importance of current written policies and procedures, and ensure expediency in developing and revising IHS directives.
|
A. |
Submission for Approval. Two copies of the draft directive shall be transmitted for approval to the Agency DDCO: (1) A printed copy of the draft directive, including the table of contents, exhibits, and proposed/approved appendices, via memorandum, and (2) an electronic copy of the directive, including the table of contents, exhibits, and proposed/approved appendices, via e-mail.
|
B. |
Headquarters Review and Comment Period.
Upon approval by the Agency DDCO, the drafts of IHM chapters and IHS circulars are transmitted via e-mail to Area and Headquarters Offices for a controlled review and comment period. The review and comment period for IHM chapters and IHS circulars is a minimum of
20 calendar days from the date the draft is released and normally does not exceed 45 calendar days. The Agency DDCO may extend the review and comment period upon the concurrence of the appropriate functional area managers.
|
C. |
Exceptions to Review and Comment Periods. The IHS directives review and comment period may be shortened under the following circumstances:
|
(1) |
The immediate implementation of the policy and/or procedural changes mandated by an Executive Order, Congress, the Office of Management and Budget, the Government Accountability Office, the Office of the Secretary, HHS, or a Federal oversight agency would be delayed.
|
(2) |
The directive is a product of workgroups composed of select IHS functional managers or staff, Tribal and/or Urban program/organization representatives, and/or other Federal agencies specifically charged by the Director, IHS, to develop and implement management, administrative, or program-improvement actions.
|
(1) |
Area and Headquarters Office Directors
|
(2) |
Headquarters Division Directors
|
(3) |
Headquarters Functional Managers
|
(4) |
Area Executive Officers
|
(5) |
Area Chief Medical Officers
|
(6) |
Chief Executive Officers/Health Center Directors
|
(7) |
Tribal and Urban Indian health program officials from programs affected by or subject to an IHM chapter or an IHS circular
|
(8) |
Subject Functional Area Managers and Staff at Area Offices and Headquarters
|
(9) |
All DDCOs
|
(10) |
The IHS Records Management Officer (when the directives propose files/records management-related instructions that differ from the information contained in IHM Part 5, Chapter 15,Records Management)
|
(11) |
Bargaining unit officials, through the IHS Labor Relations Specialist (when directives impact the working conditions
of bargaining unit employees)
|
(1) |
The MPICS and functional area staff have 45 calendar days in which to review, consider comments and recommendations, and incorporate accepted recommendations into the final draft of the directive. This 45-day period begins the day after the review and comment period ends.
|
(2) |
Workgroups charged by the Director, IHS, or executive-level committees may be extended additional time to review comments and recommendations depending on the frequency with which the workgroup is able to meet. The extended time lines are established among the workgroup chair(s), the charging official, and the Agency DDCO.
|
(3) |
Headquarters functional area managers or the members of the workgroup must address all concerns and recommendations made by the reviewers during the official review and comment periods. A written report of the deliberations on comments and recommendations must be prepared by the functional area manager/staff and must accompany the final draft and
action memorandum submitted for clearance by the Agency DDCO. The report includes reasons why any recommendations are not incorporated into the final draft. This written report becomes part
of the official record related to the directive.
|