Pa. Code 5320.25

Provider records

This section specifies the minimum records that a Long-Term Structured Residence (LTSR) provider must maintain on-site, including inspection reports, licenses, staff credentials and training records, payroll documents, resident/provider contracts, house rules, approved fee schedules, and activity schedules. Operators must keep physical examination results for direct-care and dietary staff in a separate confidential file and post current resident activity schedules in a resident-accessible area. Outdated activity schedules must be retained in provider records for one year. These requirements are part of the broader LTSR licensing chapter administered by Pennsylvania OMHSAS.

55 Pa. Code § 5320.25 - Provider records 

 State Regulations 

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Provider records shall, at a minimum, contain copies of
 the following:

(1)
 Required inspection
 reports, certifications or licenses by State and local agencies.

(2)
 Contracts with outside service
 providers.

(3)
 Affirmative action
 and nondiscrimination policies.

(4)

 Policies and procedures required by this chapter.

(5)
 Preemployment and biennial physical
 examinations and screening results for direct-care and dietary support staff.
 These shall be kept in a separate confidential file.

(6)
 Job descriptions for all staff.

(7)
 Credentials or qualifications of
 direct-care staff as required by this chapter and evidence of verification of
 credentials.

(8)
 Records of all
 staff orientation and training as required under §
 
5320.45
 (relating to staff
 orientation and training).

(9)
 Staff
 work schedules, including payroll records and time sheets.

(10)
 Provider/resident contracts as described
 in §
 
5320.33
 (relating to
 resident/provider contract; information on resident rights).

(11)
 The LTSR's "house" rules.

(12)
 A schedule of allowable resident fees or
 charges signed, as approved, by the county administrator or a designee. The
 County Administrator/Provider Letter of Agreement shall include a definition of
 the service items included in the per diem cost of care, including room and
 board, treatment, rehabilitation and personal care services, personal hygiene
 items and laundry services. See §
 
5320.11
(3) 

 (relating to prerequisites to licensure).

(13)
 Resident activity schedules. Current
 schedules shall be posted in a resident accessible area and outdated schedules
 shall be kept in provider records for 1 year.

(14)
 Other records mandated by Federal, State
 and local statutes and regulations.

Notes

55

 Pa. Code §
 
5320.25

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