CE Provider Process Documentation
Well-documented processes benefit everyone involved and contribute to a successful CE program!
What It Looks Like
ASHA CE does not require any specific format. What your documentation looks like will depend on your organization, the systems you use, and your organization’s preferences. Here are some resources to help you develop or refine your process documentation.
- Process Documentation: General Information
This resource describes “process documentation” and explains what ASHA CE looks for from Providers. - CE Program Process Worksheets and Supplemental Information
Providers may use these worksheets and guiding questions as they develop their process documentation. - CE Program, Course Planning, and Reporting Review Form
This checklist outlines many of the steps that a Provider takes in three key areas—overall organization, course planning and implementation, and post-course activities. - Sample CE Program Process Documentation
This resource provides an example of what a Provider’s process documentation might look like in manual form. The table of contents outlines the areas that might need policies, processes, and procedures. Users can access a template and view example entries. - External Software and Programs
ASHA CE does not endorse any specific system or program. Here are some helpful links for your reference:- For visual processes, such as uploading a course to the Provider Portal, a Scribe may be helpful. Scribe records your screen, notes each click, and then compiles that information into a document with a short description and an image of what you did.
- For processes that may have different outcomes, creating a flowchart can illustrate the different paths a process can take. You can use one of many tools to create flow charts—one such tool is LucidChart.
- For processes with many tasks attached, Asana, Monday, or Miro can help keep track of progress within a larger task or project.
- Indeed’s What Is Process Documentation? includes free templates that you can use as a starting point for your own resource documentation.
How It Supports Compliance
The following information (ASHA CE Standard 1.2 and the applicable excerpt from the ASHA CE Policies webpage) clearly stipulate the need for process documentation.
NOTE: ASHA CE Providers are expected to comply with these standards and policies by July 1, 2025.
“The provider must:
1.2.1 Establish internal policies and a review process that ensure adherence to current ASHA CE Standards and related policies.”
“The Provider must document, follow, and update internal policies and procedures that ensure adherence to the Standards for ASHA CE Providers and ASHA CE Policies. All relevant personnel must be trained in these policies and procedures, and documentation must be made available to ASHA CE upon request.”
Why It Matters
Providing continuing education is a business. Like any other business, it involves many processes and procedures that contribute to its success. Thoroughly documenting these processes and procedures is essential for several reasons:
- provides consistency when completing tasks.
- improves efficiency.
- reduces the likelihood of errors.
- improves customer service.
- supports business continuity.
It’s crucial that ASHA CE Providers have accurate and accessible documentation because it supports
- quality continuing education and
- compliance with the Standards for ASHA CE Providers and ASHA CE Policies.
Documentation should be accessible to all individuals involved in the CE program. Additionally, the Provider must maintain ownership—especially when collaborating with external groups such as a management company. Clearly documented processes and procedures help new personnel, guiding them on what needs to be done and where to find key information.
Bottom Line
Effective process documentation benefits both the organization and its stakeholders!
So, craft some clearly communicated process documents. Make those documents engaging and easy to access. And then, watch your program evolve and thrive.
