(a)
- (1) Every activity completed, complaint received, and all activities undertaken to investigate, verify, and resolve complaints by the Arkansas Long-Term Care Ombudsman Program shall be documented by State Long-Term Care Ombudsman staff as prescribed by the Office of the State Long-Term Care Ombudsman.
- (2) Activities shall be entered within fifteen (15) calendar days of completion of the activity.
- (3) Case journal entries shall be entered within thirty (30) calendar days of completion of the casework.
- (4) Cases shall be reviewed and closed by the Regional Ombudsman or within thirty (30) calendar days of completion when no further action is needed on the complaints within the case.
(b)
- (1) All ombudsmen shall use the data collection system designated by the office.
- (2) No ombudsman activities, case journals, resident records, or resident identifying information shall be entered into the area agency on aging’s or provider agency’s case management system, unless it is the system designated by the office.
- (c) Consent forms, notices of involuntary transfer or discharge, and any other written documents obtained by the ombudsman through the course of an investigation should be scanned and attached electronically to the case file.
- (d) Permission or refusal by the resident or resident representative to consent to the ombudsman providing investigative services shall be documented in every case.
- (e) If a resident or complainant provides consent to release his or her identity, that consent shall be documented within a case journal entry and any consent forms shall be attached to the case file.