Grievance Policy and Procedure
Grievance Policy and Procedure
Objective of the policy
The Healing Chamber seeks to maintain and enhance our reputation of providing you with high quality services. We value complaints as they assist us to improve our products, services, and customer service.
THC is committed to being responsive to the needs and concerns of our clients or potential clients and to resolving your complaint as quickly as possible.
This policy has been designed to provide guidance to both our clients and staff on the way client receives and manages your complaint. We are committed to being consistent, fair, and impartial when handling your complaint.
The objective of this policy is to ensure:
- You are aware of our complaint lodgment and handling processes,
- Both you and our staff understand our complaints handling process,
- Your complaint is investigated impartially with a balanced view of all information or evidence,
- We take reasonable steps to actively protect your personal information,
- Your complaint is considered on its merits taking into account individual circumstances and needs.
Complaint is an expression of grief, pain, or dissatisfaction.
How to file a Complaint
If you are dissatisfied with a service provided by us, you should in the first instance consider speaking directly with the staff member/s you have been dealing with. If you are uncomfortable with this or consider the relevant staff member is unable to address your concerns, you can lodge a complaint with us in one of the following ways:
- By telephoning us on
- By emailing us at email@example.com
- In person by speaking to any of our staff.
If needed there is a grievance box located in the office where you can report anonymously.
If we receive your complaint verbally and we consider it appropriate, we may ask you to put your complaint in writing.
The Information you need to tell us
When we are investigating your complaint, we will be relying on information provided by you and information we may already be holding. We may need to contact you to clarify details or request additional information where necessary. To help us investigate your complaint quickly and efficiently we will ask you for the following information:
- Your name and contact details, (optional)
- The name of the person involved if any
- The nature of the complaint,
- Details of any steps you have already taken to resolve the complaint
- Details of conversations you may have had with us that may be relevant to your complaint
- Copies of any documentation which supports your complaint
- Suggestions you have for how we can help you resolve this issue
The person receiving or managing your complaint should provide you with any assistance you may need to make your complaint. However, if you consider you need further assistance please contact:
Arizona Department of Health Services
Bureau of Medical Facilities Licensing
150 N. 18th Ave, Ste 450
Phoenix, Arizona 85007
Main office ((602) 364-3030
Main Fax (602) 792-0466
Feedback to our Clients
THC is committed to resolving your issues at the first point of contact; however, this will not be possible in all circumstances, in which case a more formal complaints process will be followed. We will acknowledge receipt of your complaint within three (3) business days. Once your complaint has been received, we will undertake an initial review of your complaint. There may be circumstances during the initial review or investigation of your
complaint where we may need to clarify certain aspects of your complaint or request additional documentation from you. In such circumstances we will explain the purpose of seeking clarification or additional documentation and provide you with feedback on the status of your complaint at that time. We are committed to resolving your complaint within 10 business days of you lodge your complaint, however, this may not always be possible on every occasion. Where we have been unable to resolve your complaint within 10 business days, we will inform you of the reason for the delay and specify a date when we will be able to finalize your complaint.
During the initial review or investigation stage we may need to seek further clarification or documentation from you to assist us in resolving your complaint. If we have sought clarification or additional documentation from you and we are waiting on you to provide this information, we may not be able to meet our 10-business day finalization commitment. In such circumstances upon receipt of your clarification or additional documentation we will indicate to you when we expect to be able to finalize your complaint. Once we have finalized your complaint, we will advise you of our findings and any action we have taken. We will do this in writing, unless it has been mutually agreed that we can provide it to you verbally. You have the right to make enquiries about the current status of your complaint at any time by contacting us.
Our 6-point Complaint process:
- We acknowledge: Within three business days of receiving your complaint we will acknowledge receipt of your complaint.
- We review: We undertake an initial review of your complaint and determine what if any additional information or documentation may be required to complete an investigation. We may need to contact you to clarify details or request additional information where necessary.
- We investigate: Within 10 business days of receiving your complaint we will investigate your complaint objectively and impartially, by considering the information you have provided us, our actions in relation to your dealings with us and any other information which may be available, that could assist us in investigating your complaint.
- We respond: Following our investigation we will notify you of our findings and any actions we may have taken regarding your complaint.
- We take action: Where appropriate we amend our business practices or policies.
- We record We will record your complaint for continuous improvement process and monitoring through regular review, your personal information will be recorded in accordance with relevant privacy legislation.
If Complaint made by Client about staff
If you complain about a member of our staff, we will treat your complaint confidentially, impartially, and equally (giving equal treatment to all people). We will investigate your complaint thoroughly by finding out the relevant facts, speaking with the relevant people and verifying explanations where possible.
We will also treat our staff member objectively by:
- informing them of any complaint about their performance,
- Providing them with an opportunity to explain the circumstances,
- Providing them with appropriate support,
- Updating them on the complaint investigation and the result
Client Signature Date
Staff Signature Date