Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 26 - Policies and Procedures Manual for the MS Ombudsman Program › Part IV - Program Components for Ombudsman Practice › Section 18-26-4-C - Documentation and Monthly Reporting

Current through June 25, 2024
Documentation in
				  WellSky
Every complaint received and all steps taken to investigate,
				  verify and resolve the complaint shall be initially documented in WellSky
				  within 14 days of the case being opened. The case is considered open on the day
				  in which the complaint was given to either the State Ombudsman or to the
				  Representative of the Office.
Each ombudsman must document, at a minimum, the
				  following:
1) The basics of the
				complaint, including a description of issue, the date and the time.
2) The initial contact with the
				complainant.
3) The date, time and
				information gathered from the resident if the resident is not the
				complainant.
4) Consent from the
				resident to act on their behalf.
5)
				The steps taken to investigate the complaint.
6) The ombudsman's findings as a result of
				the investigation. There must be sufficient factual information included in the
				notes to support a finding that the complaint was either verified or
				unverified.
7) The conversation
				with the resident to support the complaint disposition/explanation of the type
				of resolution code chosen.
Consent forms, notices of involuntary transfer or discharge,
				  relevant e-mails, and any other written documents obtained by the ombudsman
				  shall be scanned and attached electronically to the case record. The originals
				  shall then be shredded. Be sure that the documents are properly uploaded prior
				  to shredding.
Document every monthly non-complaint/routine visits to each
				  long-term care facility in WellSky as a "Resident Visitation (non-complaint)"
				  under Program Activities, including the facility name, number of contacts, time
				  spent, and other NORS related fields.
Document every Resident visitation which is related to a
				  complaint at each long-term care facility in WellSky as "Resident visitation
				  (complaint related)" under Program Activities, including the facility name,
				  number of contacts, time spent, travel time, and other NORS required
				  fields.
When a facility has closed, the ombudsman should mark the
				  facility inactive in WellSky. In addition, when a new facility opens, it should
				  be added to WellSky making note of the proper licensing type for such
				  facility.
Journal Entries should be made describing the steps that have
				  been taken to try and resolve the complaint. It can be broken down to include
				  time spent doing the following: (travel time, visitation, complaint
				  investigation, to reach resolution, writing documentation) or you can type in
				  something on your own under the Subject.
Due dates for data entry are as follows:
October 1 to December 31
All data for that quarter must be entered into
								WellSky by January 31.
January 1 to March 31
All data for that quarter must be entered into
								WellSky by April 30.
April 1 to June 30
All data for that quarter must be entered into
								WellSky by July 31.
July 1 to September 30
All data for that quarter must be entered into
								WellSky by October 31.
Monthly Reports
Ombudsman are required to submit monthly reports to the State
				  Ombudsman no later than the 20th day of each month for the preceding month's
				  activity. Failure to adhere to this mandate may result in de-designation. The
				  reports shall be in a form adopted and approved by the State Ombudsman. The
				  State Ombudsman Program wants consistent and uniform reporting across the
				  state. Once this is achieved manual monthly reporting may be
				  eliminated.