A0162: Resident records

AHCA cited A0162 384 times at 337 of Florida’s 1,171 small ALFs between July 2023 and July 2026. No tag was cited more often.

What a surveyor looks at

59A-36.015(3), F.A.C.

A0162 is the resident file. Rule 59A-36.015(3) lists what has to be in it, from the face sheet and the health assessment to the contract and any do not resuscitate order. A surveyor picks a few residents and reads each file against that list. It’s a long list, because it points out to five other rules for what each paper must say, and one missing page is enough.

The health assessment is the one that catches people out. AHCA Form 1823 is done around admission and then every three years after, and nobody reminds you when the three years are up.

The paper this tag asks for

There are 17 documents under this tag. You need 7 of them in every case, and the other 10 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 A0162, the rule that asks for each, and how often each renews.
Every home	Renews
Resident face sheet59A-36.015(3)(a)	No date in the rule
Resident health assessment (AHCA Form 1823)59A-36.015(3)(b)	Every 3 years
Practitioner orders59A-36.015(3)(c)	When it changes
Resident care record59A-36.015(3)(e)	No date in the rule
Weight record59A-36.015(3)(f)	Every 6 months
Resident contract and addendums59A-36.015(3)(i)	No date in the rule
Note on whether a DNRO exists59A-36.009(1)(b)	No date in the rule

Documents a small Florida ALF needs under A0162 only when a condition is true.
Only when it applies	Renews
Therapeutic diet refusal59A-36.015(3)(d)A practitioner ordered a therapeutic diet and the resident refused it.	No date in the rule
Consent for help with self-administered medication59A-36.015(3)(g)Unlicensed staff help the resident take their own medication, and the consent is not already inside the resident contract.	No date in the rule
Medication observation record59A-36.015(3)(h)The home manages a pill organizer, helps with self-administration, or administers medication.	When it changes
Attorney-in-fact monthly statement59A-36.015(3)(j)Someone at the home, owner, administrator, staff or their representative, serves as attorney in fact for the resident.	Every month
Resident trust fund quarterly statement59A-36.015(3)(k)The home maintains a separate trust fund holding residents' money or property.	Every 3 months
Optional State Supplementation certification (CF-ES 1006)59A-36.015(3)(l)The resident receives Optional State Supplementation.	No date in the rule
Surrogate, proxy, guardian or power of attorney papers59A-36.015(3)(m)The resident has appointed a health care surrogate or proxy, has a guardian, or a power of attorney exists.	No date in the rule
Hospice interdisciplinary care plan59A-36.015(3)(n)The resident is a hospice patient.	When it changes
Do Not Resuscitate Order (DH Form 1896)59A-36.015(3)(o)The resident has executed a DNRO.	No date in the rule
Independent living resident log59A-36.015(3)(p)Residents occupy licensed beds and take meals but receive no personal, limited nursing or extended congregate care services.	No date in the rule

The rule’s own words

Resident face sheet, 59A-36.015(3)(a), F.A.C.: (a) Resident demographic data as follows:
Resident health assessment (AHCA Form 1823), 59A-36.015(3)(b), F.A.C.: (b) A copy of the Resident Health Assessment form, AHCA Form 1823 or the health care practitioner’s medical examination form described in Rule 59A-36.006, F.A.C.
Practitioner orders, 59A-36.015(3)(c), F.A.C.: (c) Any orders for medications, nursing services, therapeutic diets, do not resuscitate orders, or other services to be provided, supervised, or implemented by the facility that require a health care provider’s order.
Therapeutic diet refusal, 59A-36.015(3)(d), F.A.C.: (d) Documentation of a resident’s refusal of a therapeutic diet pursuant to Rule 59A-36.012, F.A.C., if applicable.
Resident care record, 59A-36.015(3)(e), F.A.C.: (e) The resident care record described in paragraph 59A-36.007(1)(f), F.A.C.
Weight record, 59A-36.015(3)(f), F.A.C.: (f) A weight record that is initiated on admission.
Consent for help with self-administered medication, 59A-36.015(3)(g), F.A.C.: (g) For facilities that will have unlicensed staff assisting the resident with the self-administration of medication, a copy of the written informed consent described in Rule 59A-36.006, F.A.C., if such consent is not included in the resident’s contract.
Medication observation record, 59A-36.015(3)(h), F.A.C.: (h) For facilities that manage a pill organizer, assist with self-administration of medications or administer medications for a resident, copies of the required medication records maintained pursuant to Rule 59A-36.008, F.A.C.
Resident contract and addendums, 59A-36.015(3)(i), F.A.C.: (i) A copy of the resident’s contract with the facility, including any addendums to the contract as described in Rule 59A-36.018, F.A.C.
Attorney-in-fact monthly statement, 59A-36.015(3)(j), F.A.C.: (j) For a facility whose owner, administrator, staff, or representative thereof, serves as an attorney in fact for a resident, a copy of the monthly written statement of any transaction made on behalf of the resident as required in Section 429.27, F.S.
Resident trust fund quarterly statement, 59A-36.015(3)(k), F.A.C.: (k) For any facility that maintains a separate trust fund to receive funds or other property belonging to or due a resident, a copy of the quarterly written statement of funds or other property disbursed as required in Section 429.27, F.S.
Optional State Supplementation certification (CF-ES 1006), 59A-36.015(3)(l), F.A.C.: If the resident is an OSS recipient, a copy of the Department of Children and Families form Alternate Care Certification for Optional State Supplementation (OSS), CF-ES 1006, October 2005
Surrogate, proxy, guardian or power of attorney papers, 59A-36.015(3)(m), F.A.C.: (m) Documentation of the appointment of a health care surrogate, health care proxy, guardian, or the existence of a power of attorney, where applicable.
Hospice interdisciplinary care plan, 59A-36.015(3)(n), F.A.C.: (n) For hospice patients, the interdisciplinary care plan and other documentation that the resident is a hospice patient as required in Rule 59A-36.006, F.A.C.
Do Not Resuscitate Order (DH Form 1896), 59A-36.015(3)(o), F.A.C.: (o) The resident’s Do Not Resuscitate Order, DH Form 1896, if applicable.
Note on whether a DNRO exists, 59A-36.009(1)(b), F.A.C.: There must be documentation in the resident’s record indicating whether a DH Form 1896 has been executed. If a DH Form 1896 has been executed, a yellow copy of that document must be made a part of the resident’s record. If the assisted living facility does not receive a copy of a resident’s executed DH Form 1896, the assisted living facility must document in the resident’s record that it has requested a copy.
Independent living resident log, 59A-36.015(3)(p), F.A.C.: (p) For independent living residents who receive meals and occupy beds included within the licensed capacity of an assisted living facility, but who are not receiving any personal, limited nursing, or extended congregate care services, record keeping may be limited to a log listing the names of residents participating in this arrangement.

What Alfie does here

We type each resident’s file in from your photographs. Every paper with a clock gets its next date: the 1823 three years on, the weight record every six months, practitioner orders whenever they change. Open Alfie and the top of the page is whatever is missing or late.

What it can’t do is read an 1823 and tell you it was filled in right. That’s still between you and the practitioner.

If you’ve just been cited for A0162, 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.