Records and reports – Ohio Admin. Code 3701-17-67

Each residential care facility must maintain the following records: 

• An individual record for each resident, stored in a manner that protects and ensures confidentiality, that includes the following information:
  • The resident’s name, previous address, date of birth, sex, race, religion; 
  • The date the resident began living at the residential care facility; 
  • The names, addresses, and telephone numbers of the resident’s attending physician, nearest relative, guardian, if any, and any other individuals the resident designates to be contacted, including individuals to be notified in the event of an emergency;
  • Copies of the required health assessments;
  • Required notations about incidents and adverse changes in health status;
  • The required medication record, as well as any Medicare-D plan in which the resident is enrolled and receives prescription medication;
  • The required documentation on special diets; 
  • The required written resident agreement;
  • The required documentation for residents receiving skilled nursing care provided by the residential care facility; and
  • A copy of risk agreements, if applicable.
• The required incident log;
• Residents’ rights policies, procedures and records;
• All other required reports and records.

All of these records must be available upon request by the director of health.  

The individual record for each resident and the required incident log must be retained by the facility for seven years following the date of the resident’s discharge.  If the resident is a minor, such records must be maintained for at least three years past the age of majority, and no less than seven years total.