Revision 26-2; Effective Sept. 1, 2026

Grantees must develop and maintain personnel policies and procedures to make sure all staff are hired, trained and evaluated appropriately for their job position. This includes contracted personnel.

Grantees also must verify that all staff who provide services to PHC clients have the appropriate licenses and certifications required by applicable law. All licenses and certifications must be current, valid and in good standing, and must remain so for the term of the grant. All staff must be appropriately identified with a name badge.

Personnel policies and procedures, including those for contracted personnel, must include:

• job descriptions that specify any required qualifications and licensure;
• a written orientation plan for new staff members that includes a statement of skills, competencies appropriate for the position or both; and
• a performance evaluation process for all staff.

Grantees must show evidence that employees meet all required clinical and administrative qualifications and receive annual training. Job evaluations should include observation of staff-client interactions during clinical, counseling and educational services.

All medical care for PHC clients must be provided under the supervision, direction and responsibility of a qualified medical director. The designated medical director must be a licensed Texas physician. All dental care for PHC clients must be provided under the supervision, direction and responsibility of a qualified licensed dentist. The designated dental director must be a licensed Texas dentist.

Grantees must establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest or personal gain. All employees and board members must complete a conflict-of-interest statement during orientation.

Grantees must establish, annually review and train staff on PHC program requirements and policies. This includes reviewing and updating staff on any updates to the program’s policy manual and required forms that may occur during the grant term.

Grantees must have a documented plan for organized staff development. The plan must have an assessment of:

• training needs,
• quality assurance indicators, and
• changing regulations and requirements.

Staff development must include orientation and in-service training for all personnel and volunteers. Nonprofit entities must provide orientation for board members. Government entities must provide orientation for their advisory committees. Employee orientation and continuing education must be documented in agency personnel files.

Grantees must notify and provide updated contact information in writing within 30 calendar days of a change to HHSC of:

• chief executive officer (CEO), signature authority
• chief financial officer (CFO), fiscal contact
• program director or program manager, program contact

Grantees must make sure at least one representative:

• Communicates program information. Responsible for disseminating information to PHC program administrative and clinic staff.
• Has HHSC SharePoint access. Can view and upload program and grant information via HHSC’s web-based applications on the SharePoint site. 
  • Must have an Outlook or Microsoft Office 365 account.
  • Must sign and submit a Family Clinical Services Extranet and Data Upload Security Agreement form for each staff person accessing the site. 
• Attends relevant HHSC webinars during the fiscal year.
  • Grantees should aim for representation at one or more relevant technical assistance, training or evaluation webinars.
  • HHSC may designate certain webinars as mandatory, such as for a priority policy or procedure change, and will notify grantees accordingly.
  • To receive participation credit, attendees must complete any required sign-in sheet, registration or survey within the specified time frame.