Florida nursing facilities operate under strict rules that give patient care and operational transparency priority. Following the official reporting requirements of the state is among the most important components of compliance. These rules not only guard facilities against penalties, reputation damage, and operational interruptions but also help residents.
Regulatory Reporting Requirements Nursing Homes Must Meet
Florida nursing homes have many state and federal reporting responsibilities, including:
1. Adverse Incident Reporting
Facilities must notify the Agency for Health Care Administration (AHCA) of any unfavorable incidents that have occurred within 15 calendar days of the occurrence. Adverse incidents are defined as medical negligence and caretaker misconduct that has caused or could cause injury or death to a patient. Incidents required to be reported include patient death, conditions requiring surgery, and bone breaks or fractures. Certain serious events, such as abuse, neglect, or injury requiring medical treatment, must be reported within one business day.
2. Staffing Reports
Accurate daily staffing reports are required and have to line with Florida’s minimum staffing requirements. Standards include qualified nurses manned around-the-clock, 24-hour rotating nurses, and restrictions on hours worked consecutively. Additional criteria apply for Director positions including specific patient-served capacity restrictions and credentialing requirements. Noncompliance can lead to fines and licensure issues. Requirements include reporting on compensation, hours, and full-time equivalents (“FTEs”) between direct, indirect, and contract healthcare workers, all of which must be reconciled to cost reports filed with the state.
3. Financial Disclosures
Nursing homes participating in Medicaid are subject to cost reporting requirements to ensure transparency and proper use of state funds. These reports have to be filed annually and checked for accuracy.
4. Emergency Preparedness Updates
Facilities have to routinely turn in emergency management plans, proving their hurricane or other natural disaster readiness. Local emergency management officials must review updated plans and forward them to AHCA.
5. COVID-19 and Infectious Disease Reporting
Nursing homes are required, because of the epidemic, to notify AHCA and the Centers for Disease Control and Prevention (CDC) of COVID-19 cases among staff members and residents within designated periods.
6. Occupancy Reports
Facilities have to turn in occupancy reports, which include changes from past years and occupancy data by insurance carriers. These reports must be reconciled to Cost Reports and other required state submissions.
7. Financial Breakdown Reports
Nursing homes are required to submit income statement balances broken down by operating components. Revenue must be reported by major payor and per revenue stream. This requires facilities to maintain detailed reports of patient services performed throughout the year and be able to break out such services by different levels of therapy, pharmacy, laboratory, and other service types, all of which need to be reconciled to the recorded revenue balance on the audited financial statements.
Challenges in Reporting
Meeting Florida’s reporting rules might be intimidating because of their complexity, strict deadlines, and demand for exacting record-keeping. Many facilities battle with:
- Staying current on changing regulations.
- Including reporting into current systems without interfering with the delivery of care.
- Steering clear of mistakes likely to result in state audits or penalties.
How LBMC Can Help
The healthcare audit staff at LBMC specializes in guiding nursing homes through the complexity of Florida’s reporting obligations. Our specifically designed offerings consist in:
- Compliance and Financial Audits: We review your present procedures and point up areas for improvement in compliance and effectiveness. We provide consolidated and standalone audits of nursing homes to meet filing requirements.
- Training and Education: Our experts provide staff training to ensure a clear understanding of reporting obligations.
- Data and Process Optimization: We assist in implementing systems that streamline reporting, reduce errors, and improve accountability. We provide filing services to help clients remain efficient in their operational duties.
- Regulatory Updates: We monitor regulatory changes to keep your facility informed and ahead of compliance deadlines.
With LBMC’s support, your nursing home can reduce administrative burdens, focus on delivering exceptional care, and maintain compliance with Florida’s rigorous standards. Explore our audit services to see how we can help your facility stay compliant and efficient.
Contact LBMC today to learn how our expertise can help your facility excel in regulatory compliance and operational performance.
Content provided by Camryn Muss, Senior Accountant, LBMC Audit Services.