ALF Staff Files: The 3 Most Common Mistakes That Trigger Deficiencies
If you think your resident files get all the attention during an AHCA survey, think again.
Staff files are one of the most overlooked areas when it comes to compliance — and also one of the fastest ways to rack up deficiencies.
Here are the top 3 mistakes that show up time and time again:
1. Missing or Expired Background Screenings
Let’s start with the most basic — but most critical — item.
Every employee working in your building must have a Level 2 background screening through the Clearinghouse before they start.
Background checks are required before the staff member interacts with residents. They’re valid for five years, but must be actively tracked.
It’s important to make sure:
- Each staff member has a background screening on file
- They’re added to your facility’s Clearinghouse roster
- You have a system in place to track expiration dates
Reminder: For each background screening or roster infraction, AHCA can fine you $500 per violation.
2. Outdated or Incomplete Training Documentation
This one hits everyone eventually.
AHCA wants to see that all required trainings are in staff files — complete and documented.
Even if your staff actually completed the training, if the:
- Certificate is missing
- File isn’t signed
- Or the document can’t be found…
It doesn’t count.
That means a deficiency — even if the training happened.
3. No Health Screening or TB Test on File
Yup — still one of the top citations, even in 2025.
Every staff member needs:
- A health statement at hire, signed by a licensed health professional, stating they appear free of communicable disease
- A TB test annually
This one is easy to miss — especially for long-time staff or new hires who transferred from another facility.
Watch the wording: AHCA expects documentation that specifically says “free from signs of communicable disease.” If it’s not there, it may not pass.
Final Thought
You can have the cleanest building in the state — but if your staff files are a mess, AHCA will hit you with violations.
The good news? These are some of the easiest issues to fix before your survey.
Start by auditing a few files this week. You’ll be surprised what’s missing — and relieved you caught it early.
If you want a custom staff file checklist or help setting up a digital tracking system, reach out. We’ve helped dozens of ALFs tighten this up fast.
Great addition — those two simple (but critical) points are often what trip operators up the most. Here’s the updated version of the blog, with those included naturally and clearly under a new subheading for extra clarity: