Executive Director’s Yearly Checklist

REGISTRATIONS AND AFFILIATIONS:

     

      • California Alliance of Pregnancy Centers (CAPC) Renewal (December)

      • Care Net Renewal (March)

      • Heartbeat Renewal (June)

      • NIFLA Renewal (September)

      • Amazon Prime (October)

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    SUBSCRIPTIONS: 

       

        • Grammarly

        • Pandora / Spotify

        • Canva

        • Shutterstock

        • Zoom

      GOVERNMENT REPORTING:

         

          • CLIA (Jan. every other year) 2026, 2028, 2030

          • Sexual Abuse Reporting: check to make sure your state hasn’t changed anything,

                    and your contacts are in place. This is one of my first items on the list because if  you get this

                    one wrong, the penalties could be substantial.

           

            • State Registry of Charitable Trust- filed with a copy of Annual 990

            • HCAI (formerly OSHPD) Utilization Report

            • SI – 100

            • County Welfare Exemption (January)

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          OPERATIONS LOGISTICS AND STAFFING:

          Insurance policy: check, review, or renew

             

              • Directors & Officers Policy – Patriot (renew in February)

              • Medical Malpractice Policy – Patriot (renew in December – runs calendar year)

              • Liability Policy – Patriot – (renew in June)

              • Renters Policy – Patriot

              • Business Personal Property – Patriot (renew in June)

              • Workers’ Compensation – State Fund

            Taxes:

               

                •  Monthly Payroll

                • Quarterly Reporting

                • Yearly 990

                • W2s: (January)

                • PCI Annual Compliance (for credit card & donor security)

                •  Conference Registrations

                •  Medical staff training/certification / CEU’s

                • Yearly Evaluations for Staff (December)

                • Fire Safety and Center Emergency Evacuation Training

                • Active Shooter Training

              Vendor Contract Renewals:

                 

                  • Ekyros

                  • PushPay

                  • Bright Course

                  • Hope Sync

                  • Fund Easy

                  • Marketing

                  • Stericycle

                  • Internet & Phone

                  • Janitorial Services Stericycle

                  •  Security

                  • Reminder Call

                  • TREAT – e-prescribe

                Software Renewals:

                   

                    • Quickbooks Online – monthly

                    • AntiVirus Software

                    • Malware Software

                  Other:

                     

                      • Building Lease – Review and Re-sign

                      • Domain Fee

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                    DEVELOPMENT:

                       

                        • End-of-year receipts/statements for donors (January)

                        • Grant Writing and Reporting Calendar

                        • Donor Management and Cultivation Plan

                        • Fundraising Plan & Calendar

                        • Marketing Plan & Calendar

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                      STRATEGY, BUDGETING AND VISION-CASTING

                         

                          • Annual Budget (October)

                          • Board Strategic Summit (November)

                          • Review Mission, Vision, and Core Values with all staff and board (Yearly Strategic Summit)

                          • Annual SWOT (Strengths, Weaknesses, Opportunities, Threats) Analysis

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                        MEDICAL

                           

                            • Department of Public Health (annual)

                                      HCAI (formerly OSHPD) Utilization Report (February)

                             

                              • Renew state clinic license/registration (if applicable)

                              •  Healthcare professional personnel* licenses are current and active;

                                        copies on file and wall certificates are current

                               

                                • Renew CLIA waiver/certificate (usually biennial)

                                • CPR/Basic First Aid certification is current for all healthcare providers & key staff

                                • AED certification is current for all healthcare providers & key staff

                                • TB Testing (annual)

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                              MEDICAL LIABILITY INSURANCE

                                 

                                  • Periodically audit coverage for adequacy and cost

                                  • Renew existing policy

                                  • Ensure all medical personnel are covered, including the medical director

                                  • Ensure Center is covered

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                                QUALITY ASSURANCE

                                   

                                    • Annual review of medical policies and procedures

                                    • Conduct random chart audits

                                    • Medical supply inventory: discard expired medications, vitamins, disinfectants,

                                              lab supplies, cleaning supplies, etc.

                                     

                                      • Ensure personnel medical files are up to date

                                      • Review client files and destroy/purge documents (paper and electronic)

                                                according to the required document retention schedule

                                                Keep log of destroyed documents

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                                    OSHA

                                       

                                        • Compliance with OSHA requirements

                                      Review and update:

                                         

                                          • Bloodborne Pathogen Program

                                          • COVID Prevention Training

                                        General Safety Program

                                           

                                            • Mandated Reporter Training

                                            • Harassment Prevention Training

                                            • Active Shooter Training

                                            • Emergency Action Plan

                                            • Workplace Violence Plan

                                            • Hazards Communication Plan/Monthly Saftery Meetings

                                            • Annual OSHA refresher training for all personnel

                                            • Quarterly and monthly OSHA / Safety Inspections

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                                          TRAINING

                                             

                                              • Annual OSHA training for all personnel: Done for Employees Monthly Staff Mtg.

                                              • Annual privacy practices (HIPAA and other recommended privacy practices)

                                              •  HIPAA training for all personnel and volunteers (medical and non-medical)

                                              • Annual ultrasound refresher training and skill assessment for nurse sonographers;

                                                       list of trainers here

                                               

                                                • Sexually transmitted infection education, as indicated

                                                • Abortion pill reversal training, as indicated

                                              ExecutiveDirector/YearlyChecklist/2024/JO