A0160: Facility records

AHCA cited A0160 246 times at 222 of Florida’s 1,171 small ALFs between July 2023 and July 2026. It’s the fourth most cited tag.

What a surveyor looks at

59A-36.015(1), F.A.C.

A0160 is the home’s own file, as opposed to a resident’s or a staff member’s. Rule 59A-36.015(1) runs from (a) to (w), and most of its entries point to another rule for what the paper has to say. The license is on it, and so are the admission and discharge log, the emergency plan, the insurance, inspection reports, menus and a stack of written policies. Of the ten tags on this site, it has the longest list.

Several of those papers keep their own clocks. The county approves the emergency plan every year, fire and health inspections come round every two, and you run an elopement drill twice a year.

The paper this tag asks for

There are 26 documents under this tag. You need 21 of them in every case, and the other 5 only when something is true of your home or a resident. Having every one of them is not the same as passing a survey, because a surveyor also reads what’s in them and watches your home run.

Documents every small Florida ALF needs under A0160, the rule that asks for each, and how often each renews.
Every home	Renews
County approval of the emergency plan59A-36.015(1)(d)	Every year
Facility license59A-36.015(1)(a)	Date printed on it
Admission and discharge log59A-36.015(1)(b)	No date in the rule
Comprehensive emergency management plan59A-36.015(1)(d)	Every year
Liability insurance policy59A-36.015(1)(e)	Date printed on it
Admission package59A-36.015(1)(g)	No date in the rule
Grievance procedure59A-36.015(1)(i)	No date in the rule
Menus59A-36.015(1)(j)	No date in the rule
County health department inspection report59A-36.015(1)(l)	Every 2 years
Fire safety inspection report59A-36.015(1)(k)	Every 2 years
AHCA survey and complaint reports59A-36.015(1)(m)	Every 5 years
Elopement response policy59A-36.015(1)(n)	No date in the rule
Elopement drill log59A-36.015(1)(o)	Every 6 months
Infection control procedures59A-36.015(1)(p)	No date in the rule
Abuse prevention policy59A-36.015(1)(q)	No date in the rule
Medication practices policy59A-36.015(1)(r)	No date in the rule
Physical restraints policy59A-36.015(1)(s)	No date in the rule
Assistive devices policy59A-36.015(1)(t)	No date in the rule
Third party services policy59A-36.015(1)(u)	No date in the rule
Visitation policy59A-36.015(1)(v)	No date in the rule
Dietitian menu review59A-36.012(1)(c)	Every year

Documents a small Florida ALF needs under A0160 only when a condition is true.
Only when it applies	Renews
Respite and emergency placement log59A-36.015(1)(c)The home takes temporary emergency placement or respite residents and does not list them on the main admission and discharge log.	No date in the rule
Surety bond59A-36.015(1)(f)The home holds or controls residents' money or property, for example as representative payee or under a power of attorney.	Every year
Dementia care advertising59A-36.015(1)(h)The home advertises that it provides special care for people with Alzheimer's disease or related disorders.	No date in the rule
Food service contract59A-36.015(1)(j)The home contracts its food service to an outside provider.	Date printed on it
Food contractor license59A-36.012(4)(b)The home contracts its food service to an outside provider.	Every year

The rule’s own words

County approval of the emergency plan, 59A-36.015(1)(d), F.A.C.: (d) The facility’s emergency management plan, with documentation of review and approval by the county emergency management agency, as described in Rule 59A-36.019, F.A.C., that must be readily available by facility staff.
Facility license, 59A-36.015(1)(a), F.A.C.: (a) The facility’s license displayed in a conspicuous and public place within the facility.
Admission and discharge log, 59A-36.015(1)(b), F.A.C.: (b) An up-to-date admission and discharge log listing the names of all residents and each resident’s:
Respite and emergency placement log, 59A-36.015(1)(c), F.A.C.: (c) A log listing the names of all temporary emergency placement and respite care residents if not included on the log described in paragraph (b).
Comprehensive emergency management plan, 59A-36.015(1)(d), F.A.C.: (d) The facility’s emergency management plan, with documentation of review and approval by the county emergency management agency, as described in Rule 59A-36.019, F.A.C., that must be readily available by facility staff.
Liability insurance policy, 59A-36.015(1)(e), F.A.C.: (e) The facility’s liability insurance policy required in Rule 59A-36.013, F.A.C.
Surety bond, 59A-36.015(1)(f), F.A.C.: (f) For facilities that have a surety bond, a copy of the surety bond currently in effect as required by Rule 59A-36.013, F.A.C.
Admission package, 59A-36.015(1)(g), F.A.C.: (g) The admission package presented to new or prospective residents (less the resident’s contract) described in Rule 59A-36.006, F.A.C.
Dementia care advertising, 59A-36.015(1)(h), F.A.C.: (h) If the facility advertises that it provides special care for persons with Alzheimer’s disease or related disorders, a copy of all such facility advertisements as required by Section 429.177, F.S.
Grievance procedure, 59A-36.015(1)(i), F.A.C.: (i) A grievance procedure for receiving and responding to resident complaints and recommendations as described in Rule 59A-36.007, F.A.C.
Menus, 59A-36.015(1)(j), F.A.C.: (j) All food service records required in Rule 59A-36.012, F.A.C., including menus planned and served and county health department inspection reports.
County health department inspection report, 59A-36.015(1)(l), F.A.C.: (l) All sanitation inspection reports issued by the county health department pursuant to Section 381.031, F.S., and Chapter 64E-12, F.A.C., issued within the last 2 years.
Food service contract, 59A-36.015(1)(j), F.A.C.: Facilities that contract for food services, must include a copy of the contract for food services and the food service contractor’s license or certificate to operate.
Fire safety inspection report, 59A-36.015(1)(k), F.A.C.: (k) All fire safety inspection reports issued by the local authority or the State Fire Marshal pursuant to Section 429.435, F.S., and rule Chapter 69A-40, F.A.C., issued within the last 2 years.
AHCA survey and complaint reports, 59A-36.015(1)(m), F.A.C.: (m) Pursuant to Section 429.35, F.S., all completed survey, inspection and complaint investigation reports, and notices of sanctions and moratoriums issued by the agency within the last 5 years.
Elopement response policy, 59A-36.015(1)(n), F.A.C.: (n) The facility’s resident elopement response policies and procedures.
Elopement drill log, 59A-36.015(1)(o), F.A.C.: (o) The facility’s documented resident elopement response drills.
Infection control procedures, 59A-36.015(1)(p), F.A.C.: (p) The facility’s policies and procedures pursuant to subsection 59A-36.007(10), F.A.C.;
Abuse prevention policy, 59A-36.015(1)(q), F.A.C.: (q) The facility’s abuse prevention policies and procedures;
Medication practices policy, 59A-36.015(1)(r), F.A.C.: (r) The facility’s medication practices;
Physical restraints policy, 59A-36.015(1)(s), F.A.C.: (s) The facility’s policy on physical restraints;
Assistive devices policy, 59A-36.015(1)(t), F.A.C.: (t) The facility’s policy on assistive devices;
Third party services policy, 59A-36.015(1)(u), F.A.C.: (u) The facility’s policy on third-party providers;
Visitation policy, 59A-36.015(1)(v), F.A.C.: (v) The facility’s policy on visitation pursuant to Section 408.823(2)(a), F.S.;
Dietitian menu review, 59A-36.012(1)(c), F.A.C.: The annual review must be documented in the facility files and include the original signature of the reviewer, registration or license number, and date reviewed.
Food contractor license, 59A-36.012(4)(b), F.A.C.: A copy of the annually issued certificate or license authorizing the operation of the food service contractor issued by the applicable regulating agency.

What Alfie does here

We photograph and type in the whole list once, and after that Alfie keeps the dates. Anything with a date printed on it, like the license or the insurance, runs out on that date. The rest count from when you last did them.

A surveyor also checks two things no document can. One is whether the license is up where people can see it. The other is whether the home actually follows the policies in your file.

If you’ve just been cited for A0160, the plan of correction is yours to write, and Alfie won’t write it for you. Where Alfie helps is the next survey, so the same paper isn’t missing again.

How Alfie works$149 a month for the whole home. Setup done for you.

The other nine

All 25 tags, and how we counted them, are on the citations page. Every document in one list, sorted by file, is on the documents page.