OAR 411-328-0570. Program Management for Supported Living

(1) CERTIFICATION, ENDORSEMENT, AND ENROLLMENT. To provide services in a supported living setting, a provider must have all of the following: (a) A certificate and an endorsement to provide services in a supported living setting, as set forth in OAR chapter 411, division 323. (b) An Agency Identification Number and Medicaid Performing Provider Number, assigned by the Department, as described in OAR chapter 411, division 370. (2) PROVIDER-SUPPORTED HOUSING. A provider delivering supported living services in provider-supported housing must provide the following additional information as part of the endorsement application process described in OAR 411-323-0030: (a) Physical address of the setting. (b) Names of individuals receiving supported living services residing in the setting. (3) INSPECTIONS AND INVESTIGATIONS. A provider must allow inspections and investigations as described in OAR 411-323-0040. (4) MANAGEMENT AND PERSONNEL PRACTICES. A provider must comply with the management and personnel practices in OAR 411-323-0050. (5) PERSONNEL FILES AND QUALIFICATION RECORDS. A provider must maintain written documentation of six hours of pre-service training prior to staff working unsupervised with individuals. The pre-service training must include training on ISPs and support documents. (6) COMPETENCY-BASED TRAINING PLAN. A provider must have and implement a Competency-Based Training Plan that meets, at a minimum, the competencies and timelines set forth in the Department's Oregon Core Competencies. At a minimum, the Competency-Based Training Plan must: (a) Address health, safety, rights, values, personal regard, and the mission of the provider. (b) Describe competencies, training methods, timelines, how competencies of staff are determined and documented, including steps for remediation, and when a competency may be waived by the provider to accommodate the specific circumstances of a staff member. (7) GENERAL STAFF QUALIFICATIONS. In addition to the general staff qualifications in OAR 411-323-0050, each staff member providing direct supports to individuals must: (a) Have knowledge of the ISP and all medical, behavioral, and additional supports required for each individual supported by the staff member; and (b) Have met the basic qualifications in the Competency-Based Training Plan. The provider must maintain and keep current written documentation that the staff member has demonstrated competency in the areas identified by the Competency-Based Training Plan as required by section (6) of this rule, and appropriate to their job. (8) PROGRESS NOTES AND RECORDS. (a) A provider must maintain a daily progress note summarizing the delivery of direct supports. A progress note must include, at minimum, all of the following information regarding the supports rendered to an individual: (A) The date the support was delivered. (B) The staff delivering the support. (C) A description of the attendant care provided and how the support met an identified ADL or IADL support need or a health-related task, included in the individual’s ISP. (b) A provider must maintain records supporting the amount of direct in-person or remote support for each month to the nearest quarter hour. (c) A provider must maintain a monthly progress note summarizing program coordination activities, including on-call supports and supports provided on behalf of an individual. (d) Progress notes must be made available to a case management entity or the Department upon request, provided that such requests occur no more frequently than one per month for the purpose of routine monitoring. Records may be requested at any frequency needed for the purposes of investigations, complaints, or significant health or safety issues. (e) Failure to furnish written documentation upon a written request from the Department, the Oregon Department of Justice Medicaid Fraud Unit, Centers for Medicare and Medicaid Services, or their authorized representatives, immediately or within timeframes specified in the written request, may be deemed reason to recover payment. (f) RECORD RETENTION. (A) Financial records, supporting documents, statistical records, and all other records (except individual records) must be retained for at least three years after the close of a contract period. (B) Individual records must be kept for at least seven years.