a. Texas Department of Human Services (DHS) inspection and survey personnel will
perform inspections and surveys, follow-up visits, complaint investigations,
investigations of abuse or neglect, and other contact visits from time to time as they deem
appropriate or as required for carrying out the responsibilities of licensing.
b. An inspection may be conducted by an individual surveyor or by a team, depending on
the purpose of the inspection or survey, size of facility, and service provided by the
facility, and other factors.
c. To determine standard compliance which cannot be verified during regular working
hours, night or weekend inspections may be conducted to cover specific segments of
operation and will be completed with the least possible interference to staff and residents.
d. Generally, all inspections, surveys, complaint investigations and other visits, whether
routine or nonroutine, made for the purpose of determining the appropriateness of
resident care and day-to-day operations of a facility will be unannounced; any exceptions
must be justified.
e. Certain visits may be announced, including, but not limited to, visits to determine
conditions when certain emergencies arise, such as fire, windstorm, or malfunctioning or
nonfunctioning of electrical or mechanical systems.
f. The facility must make all books, records, and other documents maintained by or on
behalf of a facility accessible to DHS upon request.
1. DHS is authorized to photocopy documents, photograph residents, and use any
other available recording devices to preserve all relevant evidence of conditions
found during an inspection, survey, or investigation that DHS reasonably believes
threaten the health and safety of a resident.
2. Records and documents which may be requested and photocopied or otherwise
reproduced include, but are not limited to, admission sheets, medication profiles,
observation notes, medication refusal notes, and menu records.
3. When the facility is requested to furnish the copies, the facility may charge DHS
at the rate not to exceed the rate charged by DHS for copies. Collection must be
by billing DHS. The procedure of copying is the responsibility of the
administrator or his designee. If copying requires removal of the records from the
facility, a representative of the facility will be expected to accompany the records
and assure their order and preservation.
4. DHS will protect the copies for privacy and confidentiality in accordance with
recognized standards of medical records practice, applicable state laws, and DHS