Or. Admin. Code § 411-050-0745 - Records - Facility
(1)
FACILITY RECORDS. Completed facility records must be kept current, maintained
in the AFH, and made available for review upon request. Facility records
include, but are not limited to:
(a) Proof the
licensee and all subject individuals have a background check approved by the
Department as required by OAR
411-049-0120.
(b) By October 18, 2021, AFH licensees must
comply with vaccination requirements for COVID-19 as prescribed in OAR
333-019-1010. Licensees must
maintain proof of vaccination or documentation of a medical or religious
exception as required in OAR
333-019-1010(4).
(c) Proof the licensee and all other
caregivers have met and maintained the minimum qualifications at each home
where they train or work, as required by OAR
411-049-0125, including:
(A) Proof of required continuing education.
Documentation must include the date of each training, subject matter, name of
agency or organization providing the training, and number of
Department -approved classroom hours.
(B) Completed certificates to document the
substitute caregivers' completion of the Department 's Caregiver Preparatory
Training Study Guide and Workbook and to document the administrator, resident
manager, floating resident manager, and shift caregivers, as applicable,
completion and passing of the Department 's Ensuring Quality Care Course and
examination.
(C) Documentation of
orientation to the AFH on the Department 's form (APD 0349) for the
administrator, resident manager, floating resident manager, shift caregivers,
and substitute caregivers, as applicable.
(D) The licensee must maintain copies of all
caregiver's certificates of completion as part of the AFH facility records as
required in OAR 411-050-0745.
(E) Employment applications and the names,
addresses, and telephone numbers of all caregivers employed or used by the
licensee .
(F) Verification that all
caregivers are not listed on either of the Exclusion Lists.
(G) Verification that all caregivers have
completed LGBTQIA2S+ training as required in OAR
411-049-0125.
(H) Verification that all caregivers have
completed Home and Community-Based Services (HCBS) training. Documentation must
address:
(i) Initial HCBS training prior to
beginning job duties as required in OAR
411-049-0125(2).
(ii) Annual HCBS training as required in OAR
411-049-0125(10).
(d) Copies of notices
sent to the LLA pertaining to changes in the resident manager, floating
resident manager, shift caregiver, or other primary caregiver.
(e) Proof of required vaccinations for
animals on the premises.
(f) Well
water tests, if required, according to OAR
411-050-0715(10).
Test records must be retained for a minimum of three years.
(g) Residency Agreements with all residents
and, if applicable, specialized contracts with the Department , and tenancy
agreements with room and board tenants.
(h) Records of evacuation drills according to
OAR 411-050-0725, including the
date, time of day, evacuation route, length of time for evacuation of all
occupants, names of all residents and occupants, and names of residents and
occupants that required assistance.
(i) Records of monthly fire extinguisher
inspection, smoke alarm and carbon monoxide alarm testing.
(j) Succession Plan or the Department 's
current Adult Foster Home Back-Up Agreement form (APD 350) completed by the
current back-up provider and the licensee , as stated in OAR
411-049-0135(1)(q).
(k) Documentation the licensee confirmed the
RN has a valid, unencumbered Oregon license on the OSBN website at:
https://osbn.oregon.gov/OSBNVerification/Default.aspx.
(l) Falsifying records or causing another to
do so shall result in issuance of a mandatory civil penalty as described in OAR
411-052-0025(2).
(m) Excluding menus as required in OAR
411-050-0730(8),
facility records must be maintained a minimum of three years.
(2) REQUIRED POSTED ITEMS. The
following items must be posted in one location in the entryway or other equally
prominent place in the home where residents, visitors, and others may easily
read them:
(a) The AFH license.
(b) Conditions attached to the license, if
any.
(c) A copy of a current floor
plan meeting the requirements of OAR
411-050-0720(16).
(d) The AFH Resident 's Rights and Freedoms
form (APD 0305).
(e) LGBTQIA2S+
Protections and the LGBTQIA2S+ Nondiscrimination Notice, as described in OAR
411-049-0135(1)(i),
must be posted in all places and on all materials where that notice or those
written materials are posted.
(f)
The home 's policies as stated in the current Residency Agreement that has been
reviewed for compliance with these rules by the LLA.
(g) The Department 's procedure for making
complaints (SDS 0519).
(h) The
Long-Term Care Ombudsman poster.
(i) The Department 's inspection forms
identifying the number and type of violations, if any, including how
corrections were made since the last annual inspection.
(j) The Department 's notice pertaining to the
use of any intercoms and monitoring devices that may be used in the
AFH.
(k) A weekly menu according to
OAR 411-050-0730(8).
(3) POST BY TELEPHONE. The
following emergency contacts must be readily visible and posted by a central
telephone in the AFH:
(a) The contact number
for the individual named in back-up provider agreement or succession plan, who
has agreed to respond in person in the event of an emergency.
(b) The emergency contact number for the
licensee or administrator.
(c) The
contact numbers for the home 's registered nurse consultant(s), which may
include a healthcare staffing agency.
Notes
Statutory/Other Authority: ORS 409.050, 410.070, 413.085, 441.122, 443.001, 443.004, 443.725, 443.730, 443.735, 443.738, 443.742, 443.760, 443.767, 443.775, 443.790 & 443.880
Statutes/Other Implemented: ORS 197.660 - 197.670, 409.050, 410.070, 413.085, 441.112, 441.114, 441.373, 443.001 - 443.004, 443.705 - 443.825, 443.875 & 443.991
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