Section 22-B3820. ADMINISTRATIVE RECORDS

 

3820.1Each Residence Director shall maintain current and accurate records in a central file.

 

3820.2Each MHCRF shall retain each administrative record and report compiled pursuant to this chapter for five (5) years.

 

3820.3Each MHCRF shall retain the following information for the preceding fiscal year:

 

(a)The total number of admissions and discharges;

 

(b)The authorized bed capacity; and

 

(c)The total number of resident days.

 

3820.4Each Residence Director shall notify DCRA of any changes in the MHCRF's occupancy level.

 

3820.5Each MHCRF shall maintain the following records and reports for inspection and review by DCRA and others with authority to review such records:

 

(a)A list of current charges and fees for services;

 

(b)The payroll records and weekly staff schedules for the last six (6) months, as appropriate;

 

(c)The disaster plans and procedures approved by the D.C. Fire Department;

 

(d)The fire drill and evacuation plan;

 

(e)Any agreements with professional consultants;

 

(f)A list of the following telephone numbers:

 

(1)911;

 

(2)Each resident's personal physician;

 

(3)Three (3) licensed physicians who could be contacted in an emergency;

 

(4)Emergency Psychiatric Response Division in the CMHS;

 

(5)The CMHS' Patients' Advocate Office;

 

(6)Information, Protective and Advocacy Center for Handicapped Individuals;

 

(7)Adult Protection Services;

 

(8)The Long Term Care Ombudsman; and

 

(9)Other resources available to assist in an emergency;

 

(g)A roster of residents;

 

(h)A day and night report book in which emergencies or other unusual occurrences are recorded by the responsible person on duty; and

 

(i)The records listing each resident's personal funds and property entrusted to the MHCRF for safekeeping.

 

3820.6Each Residence Director shall thoroughly investigate any allegations of mistreatment by an MHCRF employee, volunteer or resident, and promptly report any findings or actions taken as a result of the investigation to the resident, the resident’s legal representative, if any, DCRA, the Long Term Care Ombudsman, Adult Protective Services, and to the CMHS. The investigation shall be documented and signed and dated by the investigator.

 

3820.7Each MHCRF shall upon request make available resident financial records for audit by government agencies and other offices with authority to review such records.

 

source

Final Rulemaking published at 42 DCR 569, 589 (January 27, 1995).