Tenn. Comp. R. & Regs. 1200-08-11-.10 - RECORDS AND REPORTS

(1) An individual resident file shall be maintained for each resident in the home. Personal information shall be confidential and shall not be disclosed, except to the resident, the department and others with written authorization from the resident. These files shall be retained for one (1) year after the resident is transferred or discharged. The resident file shall include:
(a) Name, Social Security Number, veteran status and number, marital status, age, sex, previous address and any health insurance provider and number, including Medicare and Medicaid numbers;
(b) Name, address and telephone number of next of kin, legal guardian and any other person identified by the resident to contact on his/her behalf;
(c) Name, address and telephone number of any person or agency providing additional services to the resident;
(d) Date of admission, transfer, discharge and any new forwarding address;
(e) Name and address of the resident's preferred physician, hospital, pharmacist, assisted care living facility and nursing home, and any other instructions from the resident to be followed in case of emergency;
(f) Record of all monies and other valuables entrusted to the home for safekeeping, with appropriate updates;
(g) Health information including all current prescriptions, major changes in resident's habits or health status, results of physician's visits, and any health care instructions; and
(h) A copy of the admission agreement signed and dated by the resident.
(2) The RHA shall report all incidents of abuse, neglect, and misappropriation to the Department of Health in accordance with T.C.A. § 68-11-211.
(3) The RHA shall report the following incidents to the Department of Health in accordance with T.C.A. § 68-11-211.
(a) Strike by staff at the facility;
(b) External disasters impacting the facility;
(c) Disruption of any service vital to the continued safe operation of the RHA or to the health and safety of its residents and personnel; and
(d) Fires at the RHA that disrupt the provision of resident services or cause harm to the residents or staff, or that are reported by the facility to any entity, including but not limited to a fire department charged with preventing fires.
(4) Legible copies of the following records and reports shall be retained in the facility, shall be maintained in a single file, and shall be made available for inspection during normal business hours for thirty-six (36) months following their issuance. Each resident and each person assuming any financial responsibility for a resident must be fully informed, before admission, of their existence in the home and given the opportunity to inspect the file before entering into any monetary agreement with the facility.
(a) Local fire safety inspections;
(b) Local building code inspections, if any;
(c) Department licensure and fire safety inspections and surveys;
(d) Orders of the Commissioner or Board, if any; and
(e) Maintenance records of all safety equipment.


Tenn. Comp. R. & Regs. 1200-08-11-.10
Original rule filed June 21, 1979; effective August 6, 1979. Amendment filed February 26, 1985; effective March 28, 1985. Amendment filed August 16, 1988; effective September 30, 1988. Repeal and new rule filed July 27, 2000; effective October 10, 2000. Amendment filed April 11, 2003; effective June 25, 2003. Amendment filed December 23, 2009; effective March 23, 2010. Amendments filed January 3, 2012; effective April 2, 2012.

Authority: T.C.A. §§ 4-5-202, 4-5-204, 68-11-202, 68-11-204, 68-11-206, 68-11-207, 68-11-209, 68-11-210, 68-11-211, and 68-11-213.

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