SECTION 310:675-7-8.1. Administrative records

(a)   The administrator shall be responsible for the preparation, supervision, and filing of records.

(b)   There shall be a separate, organized file in the business office for each resident. The file shall include current information about the resident and the resident's family. The file shall also include a written record of all financial arrangements and transactions involving the individual resident's funds. A written contract between the resident, or his representative, or, if the resident is a minor, his parent, or representative, and the facility or its agent or the waiver of same shall also be in this file.

(1)   If the source of payment for the resident's care is, in full or in part, from public funds, there shall be a contract between the facility and the agency providing the funds. An individual contract between such resident and the nursing facility is not required.

(2)   A resident may sign a waiver if the resident does not wish to have a contract with the facility.

(c)   Each facility shall provide safe storage for administrative records and all current records shall be readily available to the Department upon request.

(d)   Administrative records of the facility shall include the following information:

(1)   A copy of the current statement of ownership.

(2)   The current administrator's name, license number, and date of employment.

(3)   The name of the individual responsible for the facility's operation in the absence of the administrator.

(4)   Copies of credentials of all personnel and consultants working in the facility who are licensed, registered or certified.

(5)   Copies of criminal background checks on all required current employees.

(6)   A copy of all contracts with individuals or firms providing any services to the facility.

(7)   Written admission and discharge policies.

(8)   A description of the services provided by the facility and the rates charged for those services and services for which a resident may be charged separately; limitations of available services; causes for termination of services; and refund policies if services are terminated. Documentation shall show that each resident, and/or representative received this information prior to, or at, the time of admission.

(9)   Copies of affiliation agreements, contracts, or written arrangements for advice, consultation, services, training, or transportation with other organizations or individuals, and public or private agencies.

(10)   Written transfer agreements with other health facilities to make the services of such facilities readily accessible, and to facilitate the transfer of residents and essential resident information with the resident.

(11)   Records of residents advisory council meetings.

(12)   Copies of inspection reports from the local, county, and state agencies during the past three years.

(13)   All adverse actions instituted against the facility during the past three years, including warning letters, administrative penalties, notice of hearing, hearing officer's findings, final orders, and court proceedings.

(14)   Written disaster plan/emergency evacuation plan.

(15)   A record of all nurse aide competency and certification records and contacts to Oklahoma and other state's nurse aide registries.

(16)   Current resident census records.

[Source: Added at 9 Ok Reg 3163, eff 7-1-92 (emergency); Added at 10 Ok Reg 1639, eff 6-1-93]