Ohio Administrative Code
Title 3701 - Department of Health - Administration and Director
Chapter 3701-16 - Residential Care Facilities
Section 3701-16-17 - Records and reports
Universal Citation: OH Admin Code 3701-16-17
Current through all regulations passed and filed through September 16, 2024
(A) Each residential care facility is obligated to maintain records which are able to be made available for inspection at all times when requested by the director, including:
(1) An individual record for each resident
that
is stored in a manner that protects and ensures confidentiality, except
that information
is immediately accessible for an emergency;
(a) Each resident record
will be
started immediately upon admission to the residential care facility and
include the following:
(i) The resident's name, previous address,
date of birth, gender, race, religion; the date the resident began
living at the residential care facility; the names, addresses, and telephone
numbers of the resident's attending physician, nearest relative,
current guardian, if any, and any other
individuals the resident designates to be contacted, including individuals to
be notified in the event of an emergency. If
applicable, the contact information of the nearest relative or guardian is
obligated to be reviewed and updated every six months to ensure appropriate
notification in the event of an emergency, quarantine, or closure. The
residential care facility
is not allowed to coerce a resident to provide
any of this information;
(ii)
Copies of the health assessments
in accordance with rule
3701-16-08 of the Administrative
Code;
(iii) Notations about
incidents and adverse changes in health status
in accordance
with
rule
3701-16-12 of the Administrative
Code;
(iv)
A
medication record
in accordance with paragraph (I)(7) of rule
3701-16-09 of the Administrative
Code as well as any medicare-D plan, if any, in which the resident is enrolled
and receives prescription medication;
(v)
Documentation
in
accordance with paragraph (J) of rule
3701-16-10 of the Administrative
Code for residents on therapeutic diets;
(vi)
A written resident agreement
in
accordance with rule
3701-16-07 of the Administrative
Code;
(vii)
Documentation
in accordance with paragraphs (J)(5)
of rule 3701-16-09 and (B)(4) and (C)(3)
of rule 3701-16-09.1 of the
Administrative Code for residents receiving skilled nursing care provided by
the residential care facility; and
(viii) A copy of risk agreements entered into
under paragraph (G) of rule
3701-16-07 of the Administrative
Code and the signed statement
in accordance with paragraph (H)
of rule 3701-16-07 of the Administrative
Code, if applicable;
(2)
An incident log
in accordance
with paragraph (B)(2) of rule
3701-16-12 of the Administrative
Code;
(3) Copies of all current
licenses, approvals and inspections
in accordance with rules
3701-16-01 to
3701-16-18 of the Administrative
Code;
(4) A record of the name,
address, working hours, medical statements, and training for staff
members;
(5) Documentation of
compliance with rule
3701-16-16 of the Administrative
Code;
(6) Fire and evacuation
procedures and records of fire drills
in accordance with rule
3701-16-13 of the Administrative
Code;
(7) Records of heating system
checks
in accordance with paragraph (A) of rule
3701-16-15 of the Administrative
Code and fire extinguishing system checks;
(8)
Records
in
accordance with
state and federal
laws and regulations as to the purchase, dispensing, administering, and
disposition of prescription medications including unused portions;
(9) The residents' rights policies,
procedures and records; and
(10)
Other records
in accordance with Chapter 3721. of
the Revised Code and rules
3701-16-01 to
3701-16-18 of the Administrative
Code.
(B) All records and reports maintained in accordance Chapter 3701-13 of the Administrative Code are to be maintained and made available in accordance with that chapter.
(C) The residential care facility is obligated to :
(1)
Maintain records kept in accordance with paragraphs
(A)(1) and (A)(2) of this rule, for seven years following the date of the
resident's discharge except if the resident is a minor, such records
are to
be maintained for three years past the age of majority but not less than seven
years; and
(2)
Maintain records kept in accordance with paragraphs
(A)(3) to (A)(10) of this rule, for three years unless otherwise required by
law.
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