INTERVIEW & OBSERVATION RENEWAL INSPECTIONS

1. INTERVIEW & OBSERVATION RENEWAL INSPECTIONS FOR LICENSEES PREPARATION and PROCESSES BUREAU OF CHILDREN AND ADULT LICENSING Adult Foster Care and Homes for the Aged Licensing

2. INTRODUCTION TO INTERVIEW AND OBSERVATION RENEWAL INSPECTIONS The new renewal inspection process consists of practices you have experienced during previous renewal inspections, but with more focus on interviews and observations. Interviews and observations have become the means of gathering information. BCAL – AFC/HFA Licensing Oct. 2012

3. WHAT’S IN STORE AN OUTLINE OF WHAT TO EXPECT IN THE PRESENTATION INTRODUCTION of new aspects: REVIEW of familiar practices: • Document Review • One Day Notice • Observations • Key Indicators • Interviews • Adjustments We will address each of these BCAL – AFC/HFA Licensing Oct. 2012

4. PREPARATION LOOK AT YOUR LICENSE EXPIRATION DATE The first thing you want to do is reference your license expiration date An inspection will be conducted about this time. BCAL – AFC/HFA Licensing Oct. 2012

5. AFC ONLY WHAT TO DO BEFORE A RENEWAL INSPECTION Within a month of your license expiration date (or sooner), contact your consultant and discuss: • The days you are not available. • The best time of day for an inspection. • The meal schedule. • The medication administration schedule. It’s good to do these things because… BCAL – AFC/HFA Licensing Oct. 2012

6. RENEWAL INSPECTIONS ARE NO LONGER SCHEDULED Renewal inspections are no longer scheduled for adult foster care facilities. Services and care occur on a day-to-day basis. Compliance with requirements is not simply planned, it is a way of life. The best way to confirm and commend your program is to become more familiar with it. We will accomplish this with a… BCAL – AFC/HFA Licensing Oct. 2012

7. ONE-DAY NOTICE AFC ONLY ONE DAY NOTICE Instead of planning a renewal inspection weeks in advance, you will be informed of an inspection the day prior. This allows consultants to observe what takes place on a day-to-day basis. Hello, Ms. Smith, I will be there tomorrow for the renewal inspection. Okay. I’m ready. Your licensing consultant will contact you one day before coming to your home to do an inspection. BCAL – AFC/HFA Licensing Oct. 2012 Renewal inspections do not occur on weekends.

8. ADJUSTMENT WHAT IF… AFC ONLY WHAT IF MY CONSULTANT WANTS TO DO AN INSPECTION AND THE LICENSEE IS NOT AVAILABLE You just received a call from your consultant saying the inspection is tomorrow and Egads! I’m Not Available Now what? BCAL – AFC/HFA Licensing Oct. 2012

9. AFC ONLY Remember, AFC renewal inspections are no longer scheduled weeks in advance. WHAT TO DO IF YOU CAN NOT MEET WITH YOUR CONSULTANT • Tell your consultant you can not meet. • Provide the days you ARE available. • Wait to hear from your consultant regarding another inspection date. BCAL – AFC/HFA Licensing Oct. 2012

10. AFC ONLY Once you tell your consultant you are not available: Your consultant will not schedule another inspection date. Your consultant will contact you on a different day. An inspection will take place the day after this call. WHAT YOUR CONSULTANT WILL DO WHEN YOU SAY YOU ARE NOT AVAILABLE BCAL – AFC/HFA Licensing Oct. 2012

11. INTERVIEWS INTERVIEWS You are not new to the interviewing process. Think about it… At some point in your past, you had a conversation with your consultant about how you manage your home. She’s so cool! This will happen more often and also include staff and residents. I just happen to be a fabulous caretaker, Bob! Ask anyone. Can I get your autograph? BCAL – AFC/HFA Licensing Oct. 2012 If you are new to adult foster care, don’t fret. Think about the first time your consultant came to your home. Remember some of those conversations? You’re ready.

12. Resident Interviews Dignity Respect Protection Keys to positive resident interactions. ----------------------------------------------- Consultants continually keep these in mind and demonstrate this by speaking with residents in a way that encourages comfort and participation. This includes speaking with residents privately, away from staff and the licensee. BCAL – AFC/HFA Licensing Oct. 2012

13. Staff Interviews Staff will be asked to discuss: • Daily processes. • Resident care. • Information commonly documented. Interviews allow staff to magnify their knowledge and abilities. These interviews contribute to quality inspections. BCAL – AFC/HFA Licensing Oct. 2012

14. OBSERVATIONS OBSERVATIONS Observations are a regular part of all renewal inspections. Is that a spider?! Play it cool Sam… You have seen your consultant walk through your home, confirming compliance with licensing rules. Or, maybe your consultant was present when meals were served and had an opportunity to observe the process. Sam This will continue. BCAL – AFC/HFA Licensing Oct. 2012

15. HOW CONSULTANTS OBSERVE Your consultant will make observations concerning all rules. In other words, if a non-compliance is observed, it will be addressed. If you are doing a great job in a particular area, you will hear about it. Still, emphasis will be placed on particular rules. Which rules? Good question… BCAL – AFC/HFA Licensing Oct. 2012

16. AND NOW, INTRODUCING…… INTRODUCTING KEY INDICATORS KEY INDICATORS BCAL – AFC/HFA Licensing Oct. 2012

17. KEY INDICATORS Key Indicators are rules identified as the leading areas concerning resident safety and quality of care. While all licensing rules must be followed for compliance… Consultants will focus on Key Indicators during Interview & Observation Renewal Inspections. BCAL – AFC/HFA Licensing Oct. 2012 Review Key Indicator worksheets on the licensing website.

18. DOCUMENTATION DOCUMENTATIONS Consultants will review paperwork. Some documents must be reviewed, but consultants will gather most of their information from interviews and observations. BCAL – AFC/HFA Licensing Oct. 2012 VET

19. DOCUMENTS THAT MUST BE REVIEWED Documents consultants must review: • Resident fund records for at least one resident. • Medication records for at least one resident. • Fire drill records. • E-scores for certified facilities. AFC ONLY AFC ONLY But if necessary… BCAL – AFC/HFA Licensing Oct. 2012

20. ADJUSTMENT 2 WHEN ADDITIONAL DOCUMENT REVIEW IS NECESSARY Considerations 1. If concerns arise, consultants can review any document necessary to ensure rule compliance and resident quality of care. 2. If you received citations of non-compliance during previous renewal inspections or special investigations, your consultant will review documents relevant to those citations. BCAL – AFC/HFA Licensing Oct. 2012

21. Is that it? IS THAT IT? At times, consultants will need to do more than observe, interview and review the documents previously discussed. For example: AFC ONLY • When residents are not home. • When residents are non-verbal. Consultants will adjust the renewal inspection process as needed. BCAL – AFC/HFA Licensing Oct. 2012

22. ADJUSTMENT CONCERN OF RESIDENTS ARE NOT HOME WHEN THE CONSULANT ARRIVES When Residents Aren’t Home We have places to go and people to see. Your consultant arrives to conduct the renewal inspection ten minutes after the residents leave the home. Catch you later! Now what? BCAL – AFC/HFA Licensing Oct. 2012 Day program? Medical appointment? Social activity?

23. If residents are not home, and they will not return before the inspection is completed, your consultant will change the inspection process. WHAT TO DO IF RESIDENTS ARE NOT HOME DURING THE INSPECTION Your consultant must gather enough information to ensure rule compliance and resident quality of care. So…in the absence of residents, your consultant must conduct a full review of your documentation. BCAL – AFC/HFA Licensing Oct. 2012

24. ADJUSTMENT CONCERN IF RESIDENTS ARE NOT VERBAL When Residents are Non-Verbal Consultants interact with non-verbal residents in some manner. But it is not enough to confirm resident safety. Does that mean more work for you? BCAL – AFC/HFA Licensing Oct. 2012 Now what?

25. When residents are non-verbal, consultants must speak with either a relative, guardian, case manager or other professional that interacts with the resident. WHAT TO DO WHEN RESIDENTS ARE NOT VERBAL This helps consultants determine resident safety and quality of care. Your consultant may request contact information for these individuals. BCAL – AFC/HFA Licensing Oct. 2012

26. OKAY, I’M READY, WHAT’S NEXT OKAY, I’M READY. WHAT’S NEXT? Now that you know what to expect, you know how to prepare for the inspection. BCAL – AFC/HFA Licensing Oct. 2012

27. Inform Others INFORM OTHERS Share the new process with staff and residents so they know what to expect. Everyone has the ability to contribute to a productive outcome. BCAL – AFC/HFA Licensing Oct. 2012

28. ADULT FOSTER CARE AND HOMES FOR THE AGED LICENSE RENEWAL INSPECTION BROCHURE Also look over the Renewal Inspections brochure. It was developed just for you. It is available on the licensing website. Your consultant has copies, too. Oh, and by the way… BCAL – AFC/HFA Licensing Oct. 2012

29. Your feedback is very important! We would like to hear about your renewal inspection experience. Licensing staff will give you the License Renewal Inspection Questionnaire. Participation is voluntary and you can be anonymous. Mail or fax to address on the form or complete it on the AFC/HFA Licensing Website in the Contact Us section. BCAL – AFC/HFA Licensing Oct. 2012 HERE’S A PEEK…

30. THE END BCAL – AFC/HFA Licensing Oct. 2012

31. Last slide Gray Curtain representing closing BCAL – AFC/HFA Licensing Oct. 2012