18 Miss. Code. R. 26-4-C

Current through December 10, 2024

Section 18-26-4-C - Documentation and Monthly Reporting

Documentation in WellSky

Every complaint received and all steps taken to investigate, verify and resolve the complaint shall be initially documented in WellSky within 14 days of the case being opened. The case is considered open on the day in which the complaint was given to either the State Ombudsman or to the Representative of the Office.

Each ombudsman must document, at a minimum, the following:

1) The basics of the complaint, including a description of issue, the date and the time.

2) The initial contact with the complainant.

3) The date, time and information gathered from the resident if the resident is not the complainant.

4) Consent from the resident to act on their behalf.

5) The steps taken to investigate the complaint.

6) The ombudsman's findings as a result of the investigation. There must be sufficient factual information included in the notes to support a finding that the complaint was either verified or unverified.

7) The conversation with the resident to support the complaint disposition/explanation of the type of resolution code chosen.

Consent forms, notices of involuntary transfer or discharge, relevant e-mails, and any other written documents obtained by the ombudsman shall be scanned and attached electronically to the case record. The originals shall then be shredded. Be sure that the documents are properly uploaded prior to shredding.

Document every monthly non-complaint/routine visits to each long-term care facility in WellSky as a "Resident Visitation (non-complaint)" under Program Activities, including the facility name, number of contacts, time spent, and other NORS related fields.

Document every Resident visitation which is related to a complaint at each long-term care facility in WellSky as "Resident visitation (complaint related)" under Program Activities, including the facility name, number of contacts, time spent, travel time, and other NORS required fields.

When a facility has closed, the ombudsman should mark the facility inactive in WellSky. In addition, when a new facility opens, it should be added to WellSky making note of the proper licensing type for such facility.

Journal Entries should be made describing the steps that have been taken to try and resolve the complaint. It can be broken down to include time spent doing the following: (travel time, visitation, complaint investigation, to reach resolution, writing documentation) or you can type in something on your own under the Subject.

Due dates for data entry are as follows:

October 1 to December 31	All data for that quarter must be entered into WellSky by January 31.
January 1 to March 31	All data for that quarter must be entered into WellSky by April 30.
April 1 to June 30	All data for that quarter must be entered into WellSky by July 31.
July 1 to September 30	All data for that quarter must be entered into WellSky by October 31.

Monthly Reports

Ombudsman are required to submit monthly reports to the State Ombudsman no later than the 20th day of each month for the preceding month's activity. Failure to adhere to this mandate may result in de-designation. The reports shall be in a form adopted and approved by the State Ombudsman. The State Ombudsman Program wants consistent and uniform reporting across the state. Once this is achieved manual monthly reporting may be eliminated.

18 Miss. Code. R. 26-4-C

Adopted 4/12/2019