Texas Register, Volume 24, Number 5, Pages 461-638, January 29, 1999 Page: 542
461-638 p. ; 28 cm.View a full description of this periodical.
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(1) change in operation, telephone number, and location
of administrative office;
(2) change in hours of operation; and
(3) change in director, activities director, nurse, or mem-
bership of governing board.
98.209. Record Maintenance.
(a) Client information. The Day Activity and Health Services
(DAHS) facility must keep medical records and all other pertinent and
identifying information necessary for a complete client health/social
record. The facility must maintain the client's medical records for
five years after the client leaves the facility. The facility must ensure
that each client's record contains at least the following information:
(1) the Texas Department of Human Services' (DHS's)
Approval for Community Care for Aged and Disabled (CCAD)
Services - Referral Response form;
(2) DHS's Client Health Assessment/Plan of Care form;
(3) DHS's Confirmation of Services to be Delivered form;
(4) daily record of all treatments;
(5) significant changes in the client's condition;
(6) summary of any hospital stays while enrolled;
(7) significant complaints and results of investigation of
complaints;
(8) progress notes;
(9) documentation that the client was notified of com-
plaint procedures and client rights; and
(10) incident reports. Incidents include falls, arguments,
and allegations of abuse, neglect, or exploitation.
(b) Financial records. The facility must maintain financial
records according to recognized fiscal and accounting procedures
and according to DHS procedures as stated in 69.205 of this title
(relating to Contractor's Records). The facility must keep the records
current and available for review at any time by authorized agents of
DHS, the attorney general's Medicaid Fraud Control Unit, the Texas
Department of Health, and/or the United States Department of Health
and Human Services.
(c) Personnel records. The facility must keep personnel
records in a central location in the facility. Personnel records
include staff qualifications, performance reports, attendance, and staff
development records. The facility must maintain these documents and
records according to the retention requirements. The facility must
document staff coverage for days when regular staff are away from
the facility on sick or vacation leave.
(d) Attendance records. The facility must use DHS forms to
maintain a daily record of attendance and transportation to and from
the facility, including the time each client began receiving services
and the time he left the facility's care. If transportation is provided
by the facility, driver's transportation records must be used. Arrival
and departure times must be documented for clients not using facility-
provided transportation.
(e) Transportation records. The facility driver must maintain
accurate daily transportation and mileage records, and records of
expenses for purchase of gas and oil.
98.210. Administrative Errors and Corrections.
(a) Administrative errors include, but are not limited to, the
following:(1) The facility enters a date of signature on the Texas
Department of Human Services' (DHS' s) Daily Attendance Record
form that is before the date of the last day services are provided.
DHS applies the error to the total number of units reimbursed after
the signature date.
(2) The facility fails to sign DHS's Daily Attendance
Record form and the signature can be verified on DHS's Daily
Transportation Record form. DHS applies the error to the total
number of units reimbursed on the unsigned form.
(3) The facility fails to list the client on DHS's Daily
Attendance Record form, but the client was listed on DHS's Daily
Transportation Record form. DHS applies the error to the total
number of units reimbursed for the period the client was left off
the attendance record form.
(4) The facility completes the total units of service column
and leaves the time in and time out columns blank on DHS's Daily
Attendance Record form, but the time in and time out can be verified
on DHS's Daily Transportation Record form. DHS applies the error
to the total number of units reimbursed in which the time in time out
days were left blank.
(5) The facility leaves the days of service blank on DHS's
Daily Attendance Record form, but the days of service can be verified
elsewhere on the form or on DHS's Daily Transportation Record
form. DHS applies the error to the total number of units reimbursed
for the days left blank.
(6) The facility fails to enter a date of signature on
DHS's Daily Attendance Record form to certify total number of units
provided to the client. DHS applies the error to the total number of
units reimbursed on the undated form.
(7) The facility corrects the date of signature on DHS's
Daily Attendance Record form, but fails to initial the correction. DHS
applies the error to the number of units reimbursed after the earliest
signature date.
(8) The facility uses a signature stamp, but fails to initial
the stamped signature. DHS applies the error to the total number of
units reimbursed on the signature stamped form.
(9) The facility makes an illegible entry or illegible
correction to any portion of record of time of DHS's Daily Attendance
or Daily Transportation Record form. DHS applies the error to the
total number of units reimbursed for the days in which entries are
illegible.
(10) The facility completes DHS' s Daily Attendance or
Daily Transportation Record form in pencil. DHS applies the error
to the total number of units reimbursed that were completed in pencil.
(11) The facility uses liquid paper or correction fluid to
correct an entry in DHS's Daily Attendance or Daily Transportation
Record form. DHS applies the error to the total number of units
reimbursed that were corrected for the billing period.
(b) In the absence of acceptable secondary documentation,
financial errors include, but are not limited to, the errors specified in
paragraphs (1)-(3) of this subsection.
(1) The facility is reimbursed for services, but DHS's
Daily Attendance and Daily Transportation Record form is missing
for the period for which services are reimbursed. DHS applies the
error to the total number of units reimbursed for the billing period.
(2) The facility is reimbursed for units that exceed the
units recorded on DHS's Daily Attendance and Daily Transportation24 TexReg 542 January 29, 1999 Texas Register
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Texas. Secretary of State. Texas Register, Volume 24, Number 5, Pages 461-638, January 29, 1999, periodical, January 29, 1999; Austin, Texas. (https://texashistory.unt.edu/ark:/67531/metapth113876/m1/83/: accessed April 25, 2024), University of North Texas Libraries, The Portal to Texas History, https://texashistory.unt.edu; crediting UNT Libraries Government Documents Department.