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Complaints Handling Policy And Procedure
1. Purpose and Scope: Defines the objectives and applicability of the policy
2. Definitions: Key terms used throughout the policy including types of complaints, resolution, escalation
3. Complaint Receipt Process: Procedures for receiving and logging complaints, including channels and initial documentation requirements
4. Response Timeframes: Standard response times for different types of complaints and acknowledgment requirements
5. Investigation Procedure: Detailed steps for investigating complaints, including roles and responsibilities
6. Resolution Process: Procedures for resolving complaints, including communication with complainants and closure requirements
7. Record Keeping: Documentation and retention requirements for complaint records
1. Industry-Specific Procedures: Additional procedures specific to regulated industries such as healthcare, financial services, or insurance
2. Alternative Dispute Resolution: Procedures for formal mediation or arbitration when standard resolution processes are insufficient
3. Multi-Language Support: Procedures for handling complaints in different languages and ensuring accessibility
1. Schedule A - Complaint Form Template: Standard form for recording complaints including all required fields
2. Schedule B - Response Templates: Standard response templates for different types of complaints and situations
3. Schedule C - Escalation Matrix: Hierarchy and contact details for complaint escalation procedures
4. Schedule D - Regulatory Requirements Reference: Summary of applicable laws and regulations affecting complaint handling
5. Schedule E - Performance Metrics: KPIs and reporting requirements for complaint handling process
Authors
Complainant
Resolution
Escalation
Service Level Agreement (SLA)
Business Day
Critical Complaint
Non-Critical Complaint
Root Cause Analysis
Complaint Register
Feedback
Appeal
Resolution Time
Acknowledgment
Complaint Handler
Customer
Client
Regulatory Body
Material Complaint
Systemic Issue
Complaint Channel
First Point of Contact
Investigation Process
Remedial Action
Alternative Dispute Resolution
Complaint Tracking System
Response Time
Quality Standards
Customer Satisfaction
Third Party Complaint
Responsibilities
Confidentiality
Data Protection
Record Keeping
Response Times
Accessibility
Escalation Procedures
Investigation Process
Resolution Process
Appeals Process
Reporting Requirements
Quality Assurance
Staff Training
Documentation Requirements
Communication Standards
Third Party Complaints
Regulatory Compliance
Service Level Agreements
Performance Monitoring
Customer Rights
Alternative Dispute Resolution
Review and Amendment
Non-Retaliation
Special Circumstances
Timeframes
Resource Allocation
Risk Assessment
Continuous Improvement
External Communications
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