Three groups of records to review
Organize your internal review into three groups: contractors, patients and agency documentation. Use FS 400.506 and FAC 59A-18 to check the applicable requirements.
- Contractors: a current license or certification, Level 2 background screening (FS 408.809), CPR, and the signed hiring packet.
- Patients: the signed service agreement, admission documentation and the service-cycle notes.
- The agency: the emergency plan (CEMP, FAC 59A-18.018 — AHCA form 3110-1017), the complaint log and licensing documentation.
Outstanding items to catch early
An expired credential, a missing signature or a page you cannot find makes it harder to demonstrate a complete record. Check each requirement and retain its evidence.
A full folder does not tell you what expired or what is missing. Keep outstanding items visible and assign follow-up before the record is needed for a review.
Minimum checklist before any survey
- Every active contractor: current license/certification verified against the DOH, Level 2 up to date against the Clearinghouse, CPR unexpired.
- Every contract: signed by both parties, no blank fields, and independent-contractor language (not "employee" — FS 400.506 defines a registry as one that refers, not employs).
- Every patient: a signed service agreement and complete admission documentation.
- The CEMP updated and the annual review done.
- Any chart exportable COMPLETE in minutes — if assembling one takes you an afternoon, that is the gap.
The surveyor test
As an internal exercise, select one contractor file and one patient record. Check whether you can gather their documents, locate signatures and explain outstanding items without rebuilding everything from scratch.
Official sources
This content is informational and does not constitute legal advice. Confirm your agency’s exact deadlines and requirements with your attorney or compliance consultant.