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These tabs hold the paperwork and equipment attached to a member: chart completion, communication history, monitoring devices, and Texas HHS forms.

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Chart Inventory

Client chart completion tracking with consent forms and inventory status. Columns: Client · Admitted · Status · PAS Consent · Inventory Done This is your survey-readiness view for member files. PAS Consent and Inventory Done are the two fields surveyors ask about most.
A member receiving personal assistance services without a recorded PAS consent is a documentation gap. Check this tab as part of admission rather than at survey time.

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Communications

Communication records including fax logs and agency representative contacts. Columns: Member · Date · Faxed · Fax To · Representative Use it to evidence that a document actually reached a physician or payer. Faxed and Fax To give you the trail when a payer says they never received something.

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Devices

Remote patient monitoring devices with serial numbers and last reading dates. Columns: Member · Type · Model · Serial · Status · Last Reading Last Reading is the field to watch. A device with no recent reading is either not in use or not reporting — both worth knowing before you rely on its data.

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Agency Forms

Locked agency packets for this member: Notice of Privacy Practices acknowledgment, authorization to disclose, access request, accounting of disclosures, amendment request, and restriction request. Complete the packet once. Member Rights shows the row. Print blank or Print agency record produces the surveyor-facing copy. The packet includes the request details (what to restrict, who may receive records, the reason) — not only a name and date. Texas HHS forms (H2067, 3052) stay on the tab below. They are a different pipeline.

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Texas HHS Forms

Texas Health and Human Services standardized forms (H2067, 3052, etc.) for member records. Columns: Member · Form Code · Status · Generated · Signed
Generated is not signed. A form that has been produced but never signed does not satisfy the requirement it exists for. Filter on a blank Signed date to find them.

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Keeping a member’s file complete

1

Confirm chart inventory at admission

Set PAS Consent and Inventory Done while the paperwork is in front of you.
2

Complete Agency Forms that apply

NPP acknowledgment and any access, amendment, restriction, or disclosure request. Saving the packet files Member Rights — do not log it a second time.
3

Generate the required HHS forms

Produce the forms the member’s program requires, then track them to signature.
4

Log communications as they happen

Record faxes to physicians and payers when you send them.
5

Register any monitoring devices

Record type, model, and serial so readings can be traced to equipment.

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Troubleshooting

Resources

Agency-wide documents and policies.

Survey preparation

Getting member files survey-ready.