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Countdown to HCS Compliance:

#10, 9 and 8

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Table of Contents

Introduction To The Top 10 Principles Cited During Reviews

HHS recently released its Long-Term Care Regulatory Services Annual Report for Fiscal Year 2017, which includes the Top 10 Principles Cited During Reviews: Home and Community-based Services.  Focused Software is committed to “having your back,” and works to continuously deliver value and develop new solutions to help address program, documentation, and communication challenge areas!  To this end, let’s explore some of those frequently-cited principles and discuss ways Focused Software can help to maintain compliance.

#10.  DFPS Report to DADS in 14 Days: 40 TAC §9.178(m)(2):

The program provider failed to report the provider’s response to findings of all DFPS investigations of abuse, neglect, or exploitation to DADS within 14 calendar days of the provider’s receipt of the investigation findings.

This one seems like a no-brainer, right?  Don’t feel bad:  submitting Form 8494, which details your response, is apparently a pretty common oversight.  Focused Software has pdf versions  of the DFPS initiation checklists, letters etc for your use as well as even better upcoming features.  You asked, we listened.  The Company page will include a tab complete with a customizable checklist and records storage so all information pertinent to each investigation will be kept in a single place, easy to access and easy to review for Quality Assurance.  Then use our recommended encrypted email to send documents securely to the appropriate state contact. Let’s face it – if it was easy as it sounds, this principle wouldn’t be on the list.  Let us help you!  You’re welcome.

Audits should be viewed as free opportunities for external eyes to review your internal processes. 

Appropriate Checks and Balances used throughout the year will mean you’ll be ready whenever the auditors come!

#9. Notify Individual/Service Coordinator In 24 Hours  40 TAC §9.178(k)(3): 

The program provider failed to notify the Legally Authorized Representative and the Service Coordinator of allegation and actions taken by program provider within 24 hours of an allegation of abuse, neglect or exploitation.

Same song, different verse.  Investigations are stressful, and there are LOTS of opportunities for non-compliance.  Keep all your stuff in one sack by using this document management feature in Focused Software’s EHR and notify the Service Coordinator and the Individual/Legal Representative by using the Focused Software encrypted email system.  We can also help out with sample notification letters, suitable for form-filling, printing, signing and sending.  They’re located in Offline Documents, located on Focused Software’s password-protected Client Tools page.  Don’t forget to scan a copy to attach to your Investigations Checklist in FS!

#8. Background Checks 40 TAC §9.177(n):

The program provider failed to complete the required background checks for employees.

While Focused Software can’t actually perform background checks for you, we can certainly help you keep track!  Your proof (screen-prints from OIG checks and misconduct registries, checklists, etc.) can be scanned and uploaded back into the Focused Software system, where they can be stored as Personnel Checklist items and assigned expiration dates, so you never miss a deadline or risk being out of compliance.  (The Personnel Checklist is a recently-released update to the FS system which enables Program Providers to verify qualifications, training, record expirations, and upload documents to meet certification or customized company requirements.)

This is just the beginning.  Next week, we’ll cover citations #4 to #7 as we continue the Countdown to Compliance.  Focused Software is committed to providing you with the most useful tools as you strive to maintain a top quality program serving people with IDD.

Checklist EHR - Focused Software

FOCUSED SOFTWARE CAN HELP! When your documentation is organized and centralized, you can track services more accurately, report more quickly, and free up staff to provide more services. Implementing a paper-free system can also serve to improve cashflow, save you money and reduce the administrative burdens of managing office supplies, filing, and storing paper records. All these benefits work to boost your agency’s chances of avoiding consumer harm, regulatory citations and increasing its likelihood of success.

After you’ve read through this blog, review the checks and balances you have in place as well as your inspection history and then click on the big orange button below to schedule a Focused Software demo today!

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Call Now – (281) 884 3537 ext. 117

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Photograph:  Audit Report and Checklist