Summer Is Here… Is Your Facility Ready?

Rule 59A-36.014(3), F.A.C. – Physical Plant: Safe Living Environment

Over the past few weeks, I’ve seen something that concerns me.

More than six assisted living facilities have received Class II deficiencies related to air conditioning and excessive indoor temperatures.

These are not minor citations.

Class II deficiencies are serious, carry substantial fines, and often result in increased scrutiny from AHCA.

Unfortunately, this is the time of year when they become much more common.

Florida Summers Are Hard on Air Conditioning Systems

Anyone who owns or operates an assisted living facility in Florida knows what happens during the summer.

Air conditioners work around the clock.

When outside temperatures climb into the 90s, A/C systems are under tremendous stress and are far more likely to fail.

The problem isn’t that equipment breaks.

The problem is being unprepared when it does.

AHCA understands mechanical systems can fail.

What they expect is for facilities to have a plan that protects residents while repairs are being made.

Your Responsibility Doesn’t End When the A/C Breaks

Too often I hear administrators say,

“We’re waiting on a part.”

“The contractor can’t get here until tomorrow.”

“The new unit won’t be installed until next week.”

Those explanations may be true.

Unfortunately, they do not relieve the facility of its responsibility to provide residents with a safe living environment.

If AHCA surveys your facility while inside temperatures exceed regulatory limits, you could receive a serious deficiency.

If the problem continues for multiple days and a complaint is filed, the consequences can become even more significant.

Have a Plan Before You Need One

One of the best decisions I ever made when I owned my assisted living facility was installing individual wall-mounted A/C units.

We always kept three to four spare units in storage.

If one failed, we could replace it immediately while waiting for repairs.

If your facility has central air conditioning, your plan will be different.

Develop a strong relationship with a reputable HVAC company that understands assisted living regulations and the urgency of restoring cooling for vulnerable residents.

Your facility should be one of their highest priorities when an emergency occurs.

What If Repairs Take Several Days?

Sometimes an air conditioning system cannot be repaired quickly.

Replacement units may require:

• Special-order parts
• Permits
• Crane service
• Electrical work
• Complete system replacement

I’ve seen facilities go two or three days without adequate cooling while waiting for a new system.

That is not the time to begin figuring out what to do.

Every facility should have a written emergency relocation plan.

Know in advance:

• Which residents can be moved to cooler areas of the building.
• Which residents can temporarily relocate to another licensed facility.
• How transportation will be arranged.
• Who will contact families and responsible parties.
• How medications and resident records will accompany relocated residents.

Trying to coordinate all of this during an emergency is extremely difficult if there is no plan in place.

When Residents Refuse to Move

Another situation I have seen many times is a resident refusing to leave their room.

Even though the room has become too hot, they simply don’t want to move.

I strongly recommend facilities address this before it becomes an issue.

Your residency agreement should clearly state that if a resident’s room cannot be maintained within the required temperature due to equipment failure or another emergency, the resident may be temporarily relocated to another room or safe location for their own health and safety.

If a resident still refuses to relocate:

• Document the discussion thoroughly.
• Explain the safety risks.
• Notify the resident’s responsible party.
• Have witnesses present.
• Maintain detailed documentation of all actions taken.

Good documentation can make a tremendous difference during an investigation.

Action Steps

Inspect Your Cooling Systems

Don’t wait until they fail.

Have your HVAC systems serviced before peak summer temperatures.

Develop an Emergency A/C Plan

Every staff member should know exactly what happens when an air conditioning system fails.

Build Relationships Before Emergencies

Have a trusted HVAC contractor who understands the urgency of serving assisted living facilities.

Prepare for Resident Relocation

Identify available rooms, transportation options, and alternate facilities before you ever need them.

Review Your Residency Agreement

Consider adding language that allows temporary relocation when environmental conditions become unsafe.

The Bottom Line

Air conditioners will fail.

That’s not the issue.

The issue is whether your facility has a system in place to protect residents when they do.

AHCA understands equipment breaks.

What they expect is immediate action, proper planning, thorough documentation, and a safe living environment for every resident.

The facilities receiving Class II deficiencies aren’t necessarily the ones whose A/C failed.

They’re often the ones that failed to have a plan when it did.