Getting ready for an inspection

The inspection binder

1. Open Inspection binder in the menu, under Office.
2. Choose the period: the last 7, 14 or 30 days.
3. Check the six sections: current residents, staff, incidents, medication administration, staff hours and privacy compliance (your privacy agreement with MapSorix and who has signed the confidentiality pledge).
4. Tap Print / Save as PDF for a paper or PDF copy, or Download spreadsheet to open the records in Excel or another spreadsheet program.

Every print and download is recorded in your audit trail. A printout holds personal health information, so keep it somewhere secure and shred it when you are done.

What else an inspector usually asks for

• Daily MAR: any day’s medication record, one resident or all of them.
• Reports: vital signs and medications given for each resident, incident history and training records, to print or download as a spreadsheet.
• Care plans: which residents need a first plan or a review.
• Staff credentials: what each role is missing and what runs out in the next 60 days, with Print for an inspection.
• Policies: which staff have read each version of each policy.
• Meals: this week’s menu, with Print this week’s menu, and what was served instead when it changed. A home with more than 10 residents sees a warning when its menu repeats in less than 3 weeks.
• Timesheets: hours by staff member, to print or download for payroll.
• Audit trail: who did what and when. Check audit trail integrity confirms nothing has been altered. Each resident’s record also has a Record history tab: who opened that record, and who changed, printed or copied any of it.

A copy of a resident’s whole record (administrators)

For a resident or their representative who asks in writing for their record, their physician, or an inspector:

1. Open the resident and tap Copy of this record.
2. Choose The whole record, or Choose dates for a period.
3. Tap Print / Save as PDF, or Download files for spreadsheets with the resident’s documents in one zip file.

The copy leaves out the health services number. Incident reports can mention other residents, so read the copy before giving it to anyone outside the home. To download every resident’s record at once, for your own archive, open Settings, then Plan and billing, and tap Download all residents’ records. Every copy is recorded in your audit trail.

Requests to see or correct a record (administrators)

When a resident, their representative or a staff member asks to see, have a copy of or correct their information, record it the day it arrives:

1. Open Privacy requests in the menu, under Office, and tap Record a request.
2. Say what the person is asking for, whose information it is, who asked and when the request arrived. The answer is due 30 days from that day.
3. If you need more time, open the request and tap Extend deadline: you can extend it once, by up to 30 days, and say why.
4. When you have answered, open the request and record the decision. For an access request, Open Copy of this record takes you to the copy.

If you refuse a correction, record why, and add the person’s statement of disagreement if they send one. It then shows on the resident’s record for nurses and administrators, so the record shows the correction was asked for and not made, and goes into every copy of the record. Record who you told: those you gave the information to in the year before the request, where it could affect the person’s care. The menu shows how many requests are due within 7 days or overdue.

Records you no longer have to keep (administrators)

A discharged resident’s records are kept at least 10 years after discharge. After that, your home can ask MapSorix to remove them from Settings, under Removing records after the retention period. Once they are removed, tap Record of destruction beside the request for the record your home keeps: whose records they were, the dates of care, what was destroyed, when and how. Print it for your records of destruction.

A week before

• Close out open incident reports, and check every required notification is recorded.
• Clear the Alerts list: missed doses, readings outside the limits and missed clock-outs.
• Bring any care plan that is due up to date.
• Renew any staff credential that has run out or is about to.
• Check that each resident’s profile has their allergies, physician, emergency contacts and code status.

MapSorix Care keeps the record, but it doesn’t decide what your home must show. If you are unsure what the regulations ask of your home, ask the Ministry of Health, which is responsible for licensing personal care homes.