Make sure you post your business information on the door – name of your agency or organization, hours of operation, phone number (s) and an emergency number if different from regular business line (s). This may sound simple; we’ve heard deficiency reports from inspectors related to this simple step.

A fireproof file cabinet – recommended

Copy of the agency/organization’s policies and procedures that reflect the Virginia State Rules for the Licensure of Home Care Organization (12VAC5-381). We will ship this to you as one of our binders.

A printout of the entire Chapter 381, Regulations for the Licensure of Home Care Organizations. We will ship this to you as well, as one of our binders.

Your Governing Body Meeting Minutes signed and dated by those in attendance – your governing body must have at least – Nursing Director, who must be an RN, an Administrator, and a Financial Manager. We will help you get this ready for the inspector.

a. Evidence the governing body reviewed and approved the organization’s policies and procedures.

b. Evidence the governing body appointed the administrator – We will help you get this ready for the inspector.

Evidence of Indemnity Coverage – you will need malpractice insurance consistent with the Code of Virginia: Evidence of professional liability up to the amount of $2.5 million per Virginia State regulations. Coverage increases in July of every calendar year. The code of Virginia (8.01-581.15) required limitations can be found on the “Code of Virginia” website: http://law.lis.virginia.gov/vacode/8.01-581.15/ - We will help you get this ready for the inspector.

a. General Liability Insurance coverage of $1 million –

b. Third-party crime or blanket fidelity bond coverage of $50,000. We will help you get this ready for the inspector.

A proposed Working Budget with Projected Revenue and expenses to establish a Home Care Organization; showing the current Balance Sheet with Sufficient Funds to operate, including availability of Funds or Credit Line. We will work with you to get this ready for the inspector, one of our binders

A Complaint Log Form the organization will use as part of the written format, for the complaint handling system for logging receipt, investigation, and resolution of complaints. We will help you get this ready for the inspector, one of our binders.

Employee Orientation Packet (including orientation forms and orientation check list).

a. Objective (s) and philosophy of the organization

b. Confidentiality

c. Client Rights

d. Mandated Reporting of Abuse, Neglect, and Exploitation

e. Emergency Preparedness Procedures

f. Infection Control Practices and Measures

g. Cultural Awareness

h. Applicable Laws, Regulations, and Other Policies and Procedures that Apply to Specific Duties and Responsibilities. - We will help you get these ready for the inspector, one of our binders.

Personnel Files

a. Separate personnel file(s) for each governing body member or personnel hired within 30 days of criminal record check. These files must be kept confidential and in separate folder(s).

b. Sworn Disclosure Statement for Each governing body member or personnel.

c. Criminal Record Check from the Virginia Department of State Police for each governing body member and/or any hired personnel. You must use a specific form with fingerprints for this criminal record check.

d. Evidence of meeting minimum qualifications for all governing body positions – this requires resumes of all governing body/or hired personnel. Note: the job description for these governing body members should say, “in preparation for licensure beside their titles.” Because you don’t have a licensed organization yet, and you can’t do business without a license.

e. Applicable professional licenses, certifications, and verification, especially of the Nursing Director. You are required to print the license verification from the following website: https://www.dhp.virginia.gov/Boards/Nursing/

f. Evidence of Conducting Orientation for the Organization (orientation check list)

g. Verified Job-Related Reference Checks for each governing body member or hired personnel -you may not have hired personnel at this time.

h. Signed and dated job description or position description of governing body members – Note: the job description for these governing body members should say, “in preparation for licensure beside their titles.” Because you don’t have a licensed organization yet, and you can’t do business without a license.

i. Signed and dated job description of the Alternate Administrator. We will help you get these ready for the inspector, one of our binders.

Client Admission Packet Forms

a. Service Agreement

b. Client Rights

c. Copy of Complaint Procedures including the name, mailing address, and telephone number of the organization’s contact person, organization’s administrator, mailing address, and telephone number

d. Name and Contact person of State Ombudsman: Office of the State Long-Term Care Ombudsman Virginia Department for Aging and Rehabilitative Services

e. Complaint Unit of the Office of Licensure & Certification. We will help you get this ready for the inspector, one of our binders.

Emergency Operation Plan - to include contacting and providing essential care to clients, coordinating with community agencies to assist as needed, and maintaining a current list of clients who would require specialized assistance - We will help you get this ready for the inspector, one of our binders.

Procedure for Encouraging and Facilitating the Availability of Flu Shots for staff and clients. You are required to indicate places or websites where clients and staff can get flu vaccines - We will help you get this ready for the inspector, one of our binders.

Copy of written contract, if applicable, to include:

a. provision of services not provided by employees of the organization,

b. the services to be furnished by each party, the contractor’s responsibility for participating in developing plans of care or service,

c. the manner in which services will be controlled, coordinated, and evaluated by the primary home care organization,

d. procedures for submitting notes on the care of services provided, scheduling visits, and periodic client evaluations,

e. the process for payment for services furnished under the contract,

f. adequate liability insurance and third-party crime insurance or a blanket fidelity bond,

g. a provision of care or services when a contractor is unable to deliver services, and the contractor shall conform to applicable organization policies and procedures including the required sworn statement and criminal record check - We will help you get this ready for the inspector, one of our binders.