Don’t Overlook the Details: Completing the 1823 After Admission

Don’t Overlook the Details: Completing the 1823 After Admission
Don’t Overlook the Details: Completing the 1823 After Admission

Regulation Reference: 59A-36.006(2) – Health Assessment

Understanding the Requirement:
 When a new resident is admitted to your assisted living facility, a properly completed AHCA Form 1823 is essential. This form documents the health care practitioner’s assessment and helps determine if your facility is an appropriate placement for the resident.

But what if the form is missing information?

Florida regulation 59A-36.006(2) allows a 30-day window after admission to obtain any omitted items from the form.

What the Regulation Says:

59A-36.006 Admission Procedures, Appropriateness of Placement and Continued Residency Criteria
 (2) Health Assessment.

  1. If the health care practitioner’s form does not include all the examination items on AHCA Form 1823 or if AHCA Form 1823 is not completed fully, then the omitted items may be obtained by the administrator or designee either orally or in writing from the health care practitioner. The missing or omitted information must be obtained and documented in the resident’s record within 30 days after the resident’s admission to the facility.
  2. Omitted or missing information received orally must include the name of the health care practitioner, the name and signature of the administrator or designee recording the information, and the date the information was provided.

Key Takeaways:

  • You must use AHCA Form 1823 for all new admissions.
  • If the form is missing any items, you can follow up with the practitioner to obtain the details.
  • You have 30 days from the admission date to gather and document the missing information.

Tips to Stay Compliant:

  1. Thoroughly Review the 1823 at Admission
     Double-check that every section is complete—especially medications, diagnosis, and assistance needs.
  2. Set Internal Follow-Up Alerts
     Don’t wait for a surveyor to point it out. Use your system to flag incomplete forms for follow-up before the 30-day mark.
  3. Document Oral Info Properly
     If calling the practitioner, note:
    • Their name
    • The staff member recording the info (with signature)
    • The date the info was provided
       Then add this to the resident’s file alongside the original form.

Bottom Line:
 Missing items on an 1823 don’t automatically mean non-compliance—as long as you have a system to catch them and follow up within the allowed 30 days. Build this step into your admission process and stay audit-ready at all times.