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016.06.6-1200. RECORDKEEPING REQUIREMENTS

AR ADC 016.06.6-1200Arkansas Administrative Code

West's Arkansas Administrative Code
Title 016. Department of Human Services
Division 06. Division of Medical Services
Rule 6. Rules and Regulations for Licensing of Adult Day Health Care Providers
Ark. Admin. Code 016.06.6-1200
016.06.6-1200. RECORDKEEPING REQUIREMENTS
Currentness
1201 ADMINISTRATIVE RECORDS
Administrative records must include at least:
1201.1 Written personnel policies;
1201.2 Organizational chart depicting lines of supervision and responsibility;
1201.3 Individual personnel records for paid staff and for volunteer staff who are counted in the staffing ratio. The personnel records must include the following:
1201.3.1 position title and written job description;
1201.3.2 name, address, date of birth, Social Security number, home telephone number, and emergency contact number;
1201.3.3 documentation of professional qualifications such as copies of license, certification, etc. as applicable;
1201.3.4 educational background;
1201.3.5 current Health Card;
1201.3.6 employment history and documentation of references checked prior to employment;
1201.3.7 annual evaluation of work performance;
1201.3.8 record of dates and hours worked for at least the previous calendar year;
1201.3.9 documentation, as applicable, of any communicable disease and physician's written release to return to work;
1201.3.10 records of orientation and in-service training provided.
1201.4 Fiscal records that document program income and expenditures in accordance with generally accepted accounting procedures;
1201.5 Current facility inspection reports from the local health authority, local fire department, Department of Health, and/or DHS as applicable;
1201.6 Current inspection reports for any catered services.
1202 PARTICIPANTS' RECORDS
Individual participant records shall include at least:
1202.1 Identifying information consisting of:
1202.1.1 the participant's name;
1102.1.2 address;
1102.1.3 sex;
1102.1.4 date of birth
1102.1.5 home telephone number;
1202.2 Legal guardian and/or next of kin information, including, but not limited to:
1102.2.1 name;
1102.2.2 telephone number;
1202.3 Person (s) to notify in case of emergency;
1202.4 travel directions between the home and program location;
1202.5 transportation arrangements, (if applicable);
1202.6 Medical and social history;
1202.7 Individual care plan;
1202.8 Progress notes, including any significant change in participant's health status, either positive or negative
1202.8.1 significant changes must be reported to the appropriate person (physician, caregiver, next of kin, legal guardian, etc.) as soon as possible
1202.8.2. documentation of who was notified, and when shall be placed in the participant's file;
1202.9 Documentation of participant's
1202.9.1 medications
1202.9.2 treatments
1202.9.3 therapies;
1202.10 Documentation of special diets if applicable;
1202.11 Daily attendance log for the previous calendar year; and
1202.12 Documentation regarding any accidents or incidents.
1203 PROGRAM RECORDS
Program records shall include at least:
1203.1 current written program description;
1203.2 plan for daily group activities;
1203.3 record of activities actually conducted. Both shall be maintained for the previous four (4) calendar months;
1203.4 weekly menu plan and record of actual meals served. Both shall be maintained for the previous four (4) calendar months;
1203.5 emergency medical plan; and
1203.6 fire safety plan.
1204 CONFIDENTIALITY OF RECORDS
1204.1 Participant's records are confidential and shall not be released without legal authorization or subpoena.
1204.2 Active records shall be available to authorized agents of DHS or their designee during normal business hours.
1205 RECORD RETENTION
1205.1 In accordance with federal regulations, all pertinent records will be retained for a period of five years. In the event that an audit, litigation or other action involving these pertinent records is started before the end of the five year period, records will be retained until all issues arising out of the actions are resolved, or until the end of the five year period, whichever is later.
1205.2 Documentation concerning persons whose requests for services were denied as a result of the assessment process will also be retained for five years.
1205.3 Active records shall be maintained on site. Inactive records may be maintained at another site but at no time outside of Arkansas. They shall be made available within 24 hours of an official request.
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 016.06.6-1200, AR ADC 016.06.6-1200
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