Do Your Resident Face Sheets Meet Regulation 59A-36.015?

Do Your Resident Face Sheets Meet Regulation 59A-36.015?
Do Your Resident Face Sheets Meet Regulation 59A-36.015?

Every administrator knows the saying: “If it isn’t documented, it didn’t happen.” When it comes to resident records, Florida’s 59A-36.015(3) makes it crystal clear what must be included.

One of the most common problem areas? Resident face sheets. These are the first pages surveyors flip to during inspections, and if they’re incomplete, your facility is automatically out of compliance.

📜 What the Regulation Requires

According to 59A-36.015(3)(a), every resident record must include the following demographic data:

  1. Name

  2. Sex

  3. Race

  4. Date of Birth

  5. Place of Birth (if known)

  6. Social Security Number

  7. Medicaid and/or Medicare Number, or other insurance information

  8. Next of Kin/Emergency Contact Information

    • Name, address, and phone number of next of kin, legal representative, or designated contact.

  9. Healthcare Provider and Case Manager Information (if applicable)

    • Name, address, and phone number.

🔎 Why This Matters

Face sheets are not just paperwork—they are the foundation of a resident’s record. Surveyors and emergency responders rely on them to quickly identify residents and ensure care continuity. Missing or incomplete data can cause:

  • Compliance citations from AHCA.

  • Delays in medical treatment if EMS or hospitals don’t have accurate insurance or contact info.

  • Family notification failures in emergencies.

🛠️ Compliance Tips for Resident Face Sheets

  1. Audit Regularly

    • Review all face sheets quarterly to confirm required data is complete.

  2. Verify at Admission

    • Make demographic data collection part of your admission checklist. Don’t skip Social Security, Medicaid, or provider information.

  3. Update Promptly

    • If a resident changes insurance, healthcare providers, or emergency contacts, update the face sheet the same day.

  4. Train Staff

    • Ensure staff know exactly which fields are required by regulation—not just what your forms happen to include.

  5. Use a Compliance-Friendly Template

    • Standardize your face sheets across the facility to prevent omissions.

✅ The Bottom Line

59A-36.015 requires complete and accurate resident demographic data. A face sheet missing even one required field can create compliance problems and real-world risks for your residents.

👉 Action step: Pull 5 random resident files today and check their face sheets against this list. If you’re missing data, fix it now—before a surveyor finds it.