Memorandum: Reminder of regulation for access of records to prevent delays during inspections

 

To: Home Care and Hospice Providers   From: Erica McClurg, Home Care and Hospice Services Manager     Introduction: In order to streamline the entrance process at the time of the inspections and alleviate delays, listed below are suggestions for agencies to be better prepared. As you are aware, regulation Chapter 26, Part 4.5 contains the timeline of (30) thirty minutes for providing information at the initiation of an inspection and request of the surveyor. The time for production may be extended at the Department's discretion. Agencies need to be aware that non-compliance with this regulation may result in citations of deficient practice. 6 CCR 1011-1 Chapter 26 26.4.5 (A) The HCA shall comply with the requirements of 6 CCR 1011-1, Chapter 2, Parts 2.9.4, 2.10.1, and 2.10.2 regarding inspections, with the following additions: (1) The Department shall make such inspections as it deems necessary to ensure that the health, safety, and welfare of home care consumers are protected. In addition to licensure inspections, the Department may conduct supplemental inspections at any time in response to complaints alleging noncompliance with the regulations contained in this chapter. (a) Consumer records kept in the home or individual consumer documents not included in the HCA's permanent record shall be made available to the Department within two (2) hours of request if the last visit occurred fourteen (14) or more days prior to the request. The time for production may be extended at the Department's discretion. (b) The consumer file and administrative records, including but not limited to, census and demographic information, complaint and incident reports, meeting minutes, quality assurance, and annual program review documents shall be provided to the inspector commencing within thirty (30) minutes of request. The time for production may be extended at the Department's discretion. (2) Inspections shall not be conducted in a home care consumer's home without the consumer's consent. Suggestions to be prepared for an inspection: -Ensure systems, access and permissions are in place prior to inspections in order to improve timeliness of EMR access by surveyors for inspections. -Have the ability to provide and copy, print, scan, and/or email agency information such as, client/consumer/patient records, client list with demographic and diagnosis information, visit schedules, complaint/incident logs, discharge roster with reason for discharge, quality management plan/program, personnel list with contact information, and personnel records. -Have the ability to provide the numbers of current census and where applicable, unduplicated census.      Please reach out to Erica McClurg, Section Manager for Home Care and Hospice or Steve Cox, Branch Chief for Home and Community Facilities if you have any questions.   erica.mcclurg@state.co.us   steve.cox@state.co.us