> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Licences and surveys

> Agency licences, regulatory surveys, deficiency citations, accreditations, and state tags.

These tabs hold your permission to operate and the record of every regulatory inspection.

## Licenses

Agency and professional licenses with issuing authority, expiration, and renewal deadlines.

**Columns:** Type · Number · Authority · Issued · Expires · Renewal Due · Status

| Field           | Why it matters                                |
| --------------- | --------------------------------------------- |
| **Authority**   | Who issued the licence and who you renew with |
| **Expires**     | When the licence stops being valid            |
| **Renewal Due** | When the renewal application must be in       |
| **Status**      | `ACTIVE`, `PENDING`, `EXPIRED`, or `REVOKED`  |

<Warning>
  **Renewal Due** is earlier than **Expires**, and it is the date that matters. Waiting until the
  expiry date means the licence lapses while the renewal is processed. Work to **Renewal Due**.
</Warning>

## Surveys

Regulatory survey records with outcomes, deficiency flags, and corrective action deadlines.

**Columns:** Type · Agency · Date · Outcome · Deficiencies · POC Due

**POC Due** is your plan of correction deadline. It is set by the surveying agency and is not
negotiable.

Outcomes are `NO_DEFICIENCIES`, `DEFICIENCIES_CITED`, and `IMMEDIATE_JEOPARDY`.

## Deficiencies

Survey deficiency citations with severity, correction status, and deadlines.

**Columns:** Tag · Severity · Correction Status · Deadline · Completed

| Field                 | What it tracks                                           |
| --------------------- | -------------------------------------------------------- |
| **Tag**               | The regulatory tag cited                                 |
| **Severity**          | `STANDARD`, `CONDITION`, or `IMMEDIATE_JEOPARDY`         |
| **Correction Status** | `NOT_STARTED`, `IN_PROGRESS`, `COMPLETED`, or `VERIFIED` |
| **Deadline**          | When the correction is due                               |
| **Completed**         | When it was actually corrected                           |

<Warning>
  `COMPLETED` is not `VERIFIED`. You marking a correction complete is not the same as the surveying
  agency accepting it. Track deficiencies through to `VERIFIED`.
</Warning>

## Accreditations

Accreditation records with survey dates, expiration, and deemed status.

**Columns:** Name · Org · Survey · Expires · Deemed

**Deemed** status means an accreditation is recognised in place of a routine regulatory survey. It is
valuable and worth tracking closely, because losing it means returning to direct survey.

## State Tags

State-level regulatory tags and classification labels for payer contracts.

**Columns:** Tag · State · Category

These are the tag definitions behind deficiency citations and contract classifications.

## Renewing a licence

<Steps>
  <Step title="Work from Renewal Due, not Expires">
    Filter licences on **Renewal Due** within 90 days.
  </Step>

  <Step title="Confirm prerequisites">
    Renewals commonly require current insurance and evidence of compliance. See
    [Loans and insurance](/finance/loans-and-insurance).
  </Step>

  <Step title="Submit the renewal">
    Set status to `PENDING`.
  </Step>

  <Step title="Record the new licence">
    Update the number, issue date, and new expiry when it arrives.
  </Step>

  <Step title="Confirm status is ACTIVE">
    Anything else means you may not be licensed to operate.
  </Step>
</Steps>

## Responding to a survey

<Steps>
  <Step title="Record the survey">
    Set type, agency, date, and outcome.
  </Step>

  <Step title="Record each deficiency separately">
    One record per tag, with its own severity and deadline.
  </Step>

  <Step title="Build the plan of correction">
    Due by **POC Due** on the survey record.
  </Step>

  <Step title="Correct and record">
    Move each deficiency through to `COMPLETED` with a **Completed** date.
  </Step>

  <Step title="Track to VERIFIED">
    The surveying agency confirms the correction.
  </Step>
</Steps>

Full walkthrough: [Survey preparation](/guides/survey-preparation).

<Warning>
  An `IMMEDIATE_JEOPARDY` finding carries the shortest deadlines and the most serious consequences.
  Escalate to your administrator and compliance officer the day it is cited.
</Warning>

## Troubleshooting

| Problem                                               | What to check                                                                |
| ----------------------------------------------------- | ---------------------------------------------------------------------------- |
| A licence lapsed despite a submitted renewal          | The renewal was submitted after **Renewal Due**, leaving no processing time. |
| A deficiency shows corrected but the agency disagrees | **Correction Status** must reach `VERIFIED`, not just `COMPLETED`.           |
| A survey shows deficiencies but none are listed       | Deficiencies are separate records. Add one per cited tag.                    |
| Accreditation deemed status lapsed                    | Check **Expires**. Losing deemed status means returning to direct survey.    |

## Related

<CardGroup cols={2}>
  <Card title="Survey preparation" icon="clipboard-check" href="/guides/survey-preparation">
    Preparing before the surveyor arrives.
  </Card>

  <Card title="Compliance" icon="shield-check" href="/compliance">
    Findings, audits, and the compliance calendar.
  </Card>
</CardGroup>