Team,
We hope this memo finds you well and energized as we continue progressing through this exciting phase of our organizational growth and expansion.
We are writing to take this moment as an opportunity to realign how we, as an administrative team, manage both external and internal communications, with a renewed emphasis on respecting and properly using the chain of command.
All external communications, inquiries, or representations on behalf of the organization must be referred directly to the Founder, Dr. Edna Miller, and/or the President, Mr. Justin Miller. There are no exceptions to this directive.
No employee, regardless of position, is authorized to respond, speak, or commit on behalf of the ownership or the agency without express direction or written consent from Dr. Miller or Mr. Miller.
This policy is intended to ensure consistency, protect the integrity of our messaging, and maintain the professional and legal standing of the organization. Taking on the responsibility of answering for the owners—intentionally or unintentionally—can result in confusion, misrepresentation, and operational risk.
Please direct all external requests, media contacts, partnership queries, or formal correspondence to the appropriate leadership as outlined above.
Your cooperation and adherence to this policy are appreciated as we continue to maintain the highest standards of communication and representation.
Please keep the following key principles in mind as we continue our journey:
1. When in Doubt, Pause
If you are uncertain about how to proceed in a situation and leadership is unavailable, the most appropriate action may be to wait. Holding off until you receive confirmation helps prevent errors and miscommunication especially with “the unexpected”.
2. Check In Before Redirecting or Revising Guidance
If you believe there is a reason to amend or revisit a directive or policy, bring it to the attention of the person who originally gave the instruction before communicating anything externally. This maintains clarity, consistency, and trust across the organization.
3. Assume Positive Intent, but Prioritize Team Alignment
We are a team of thoughtful, capable professionals, and we deeply value your initiative and engagement. However, even well-intended actions can create complications if they are not fully aligned with policies, procedures or leadership direction.
4. Follow the Chain of Command
As we continue to grow, it becomes even more important to follow our organizational chain of command. Doing so ensures that communications and decisions flow through the proper channels and that leadership remains informed and accountable. By honoring this structure, we maintain efficiency, trust, and clarity in our work and environment.
5. Talk of the Table – Monthly Team Voice
To support ongoing collaboration and continuous improvement, we are introducing a monthly 'Talk of the Table' session. This will be a designated time for administrative, clinical and education team members to bring forward suggestions, needs, or concerns related to operational effectiveness. It is our goal to foster inclusion and a culture where everyone has a voice in shaping the future of the agency. If there is a specific training, certification or service idea, bring it to our attention fully researched and we will evaluate the potential. You may also submit anonymous or confidential references for the betterment of the agency.
Please know that when decisions are made at the leadership level, they often reflect broader context—historical insight, existing partnerships, or policy alignment spanning over 20years—that may not always be visible or comprehensible. Ignoring or disregarding those decisions without coordination can unintentionally undermine both the rationale behind them and the cohesion of our organization.
Because we are growing as an administrative, clinical and educational group, we felt it important to communicate these expectations to everyone—not as a disciplinary measure, but as a proactive effort to avoid missteps in our growing future. Our strength lies in how we move in sync, not just how we work individually.
Thank you all for your continued professionalism, intelligence, and dedication to our mission. We remain grateful for each of you and look forward to what we’ll accomplish together.
Please don’t hesitate to reach out if you have questions or wish to discuss any part of this further.
Warmly,
Dr. Miller Founder
Justin Miller President
