Recordkeeping in Assisted Living

More people taking Florida’s ALF Administrator Competency Test find the Records module the most difficult. This is a little surprising given that other modules, like Medication Management, have considerably more weight on the test. One explanation may be that students mistake the Records module’s modest 2 objectives as meaning that there’s not much content addressed on the ALF Administrator Competency Test and, therefore, the module shouldn’t require too much of their attention. It’s an easy assumption to make, but those 2 objectives cover a lot of ground across staff, resident, and facility records.

For example, the length of record retention differs across record types from resident health assessments, staff time sheets, resident contracts, and facility inspection reports. The starting point for duration differs across records, too: resident contracts must be retained for at least 5 years from its expiration, while resident health assessments must be kept for 2 years following the resident’s departure from the ALF.

Beyond the Competency Test, gaps in record-keeping are also low-hanging fruit. Requirements are numerous and detailed and are not always a front-burner priority. As such, they are easy to get wrong, and simple for investigators to identify and to cite.  Record-keeping deficiencies are usually cited as a Class IV deficiency; and Administrators have the chance to correct them before a citation is issued.

LSLE’s ALF Records: Duration of Maintenance highlights the consistencies between the lengths of time different survey and licensure records must be retained. It’s a free, printable download that can be shared and posted as a quick-reference guide.

ALF Records: Duration of Maintenance is an example of resources that students of Laurel Senior Living Education’s ALF Administrator Core Training Program have access to as part of their course tuition. LSLE’s Core Training Library is jam-packed with completely original job tools and study aids.

ALF Records: Duration of Maintenance Quick-reference Guide

ALF Minimum Core Training Curriculum (AHCA Form 3180-1038) – see Module 3