Admitting a new resident

When a resident moves into your community there are many administrative pieces that are required to be completed by the facility. In addition to your community specific move-in policies, there are also required documents issued by the Alabama Department of Public Health. Check out the following regulation for what needs to be included on the resident’s file:

420-5-4-.05 Records and Reports

(f) Inventory of Personal Effects.

  1. Upon admission to the assisted living facility, all personal property of the resident with a value in excess of $150, as well as any other property designated by the resident, shall be inventoried by the administrator or by a designee of the administrator in the presence of the resident.
  2. All inventories shall be entered on an Inventory of Personal Effects Record. Inventory forms shall be signed by both the administrator, the resident, or if appropriate, the sponsor. One copy of the inventory shall be filed in the resident’s individual file and one copy given to the resident or sponsor.
  3. In the event the resident has no personal effects, this fact shall be entered on the Inventory of Personal Effects Record.
  4. Amendments or adjustments shall be made on all copies of the Inventory of Personal Effects Record each time personal property valued in excess of $150 is brought to the facility, or when personal property is brought to the facility and the resident or sponsor requests that it be added to the Inventory of Personal Effects Record, or when any item on the Inventory of Personal Effects Record is removed from the facility. All amendments shall be signed by the administrator and the resident or sponsor.

(g) Admission Record. A permanent record shall be developed for each resident upon his or her admission to the facility and updated as necessary to remain current. This record shall be typewritten or legibly written in ink. In addition to any information otherwise required by the facility’s policies and procedures, it shall include the resident’s:

  1. Name.
  2. Date of birth.
  3. Sex.
  4. Marital status.
  5. Social security number.
  6. Veteran status.
  7. Name, address, and contact information of the resident’s sponsor, responsible party, or closest living relative.
  8. Name, address, and contact information of any person or agency providing assistance to the resident.
  9. Name, address, and contact information of the resident’s attending physician.
  10. Preferred pharmacy or pharmacist.
  11. Date of admission.
  12. Date of discharge.
  13. Facility, setting, or location to which discharged.
  14. Date of death.
  15. Cause of death, if known.
  16. Religious preferences.
  17. Information from insurance policies regarding funeral arrangements and burial provisions.
  18. Written documentation that the facility has devised a plan to transfer the resident to a hospital, nursing home, specialty care assisted living facility, or another appropriate setting if and when the facility becomes unable to meet the resident’s needs. The resident’s preference, if any, with respect to any particular hospital, nursing home, or specialty care assisted living facility shall be recorded. The facility shall keep written documentation that demonstrates the transfer plan has been thoroughly explained to the resident or sponsor, as appropriate, and that the resident or sponsor understands the transfer plan.
  19. The written documentation of the procedure to follow in case of serious illness, accident, or death to the resident (including the name and telephone number of the physician to be called, the names and telephone numbers and addresses of family members or sponsor to be contacted, the resident’s or, if appropriate, the sponsor’s wishes with respect to the disposition of personal effects, and the name and telephone number of the funeral home to be contacted).