You Checked Resident Files When?” — Why Infrequent Audits Are Hurting Your ALF

You Checked Resident Files When?” — Why Infrequent Audits Are Hurting Your ALF
You Checked Resident Files When?” — Why Infrequent Audits Are Hurting Your ALF

Let’s be honest — resident files don’t get enough love.

Between staffing issues, surveys, maintenance, and keeping the building running, it’s easy for paperwork to slide to the bottom of the priority list.

But if you’re not regularly auditing your resident files, you’re putting your license (and a lot of money) at risk. AHCA knows exactly where to look — and so should you.

What Should You Be Checking?

Here’s a quick rundown of what I recommend you review at least monthly — and spot-check weekly:

✅ 1. The 1823 Form

Make sure the 1823:

  • Is not expired

  • Is fully completed

  • Accurately reflects the resident’s current condition

If the resident’s health has changed, the 1823 should be updated. AHCA will ask questions if the document says “independent” but the resident clearly isn’t.

✅ 2. Resident Contracts

Check that:

  • You have a signed contract on file

  • All required signatures and dates are included

  • The contract reflects the correct rate and services provided

Missing signatures are a surprisingly common violation — and they’re easy to fix if you’re looking.

✅ 3. Incident Reports

Every incident involving a resident — fall, altercation, injury, etc. — must be documented properly.

You should be looking for:

  • Timely completion

  • Notes on whether family and healthcare providers were contacted

  • Follow-up actions taken

A common mistake: not writing down who exactly was contacted, when, and how (phone, email, in-person). That’s a regulation — and AHCA will catch it.

✅ 4. Grievances and Complaints

Do you have a record of resident complaints? And more importantly:

  • Have you documented your response?

  • Was the issue resolved?

  • Did the resident or family acknowledge that resolution?

A missed or poorly documented grievance makes you look negligent — even if your team handled it the right way.

Final Thought

If you’re only reviewing files during survey week… you’re already behind.

Create a simple system. Audit a few resident files every week. Rotate through the building. Catch the issues now — not when AHCA is in the building asking for documentation you haven’t looked at in 6 months.

This is one of those areas where a little consistency makes a huge difference.