> ## 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.

# Member records

> Chart inventory, communications, monitoring devices, and Texas HHS forms.

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

## 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.

<Warning>
  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.
</Warning>

## 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.

## 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.

## Texas HHS Forms

Texas Health and Human Services standardized forms (H2067, 3052, etc.) for member records.

**Columns:** Member · Form Code · Status · Generated · Signed

| Field         | Meaning                                    |
| ------------- | ------------------------------------------ |
| **Form Code** | The HHS form number, such as H2067 or 3052 |
| **Status**    | Where the form is in its lifecycle         |
| **Generated** | When OfficeRidge produced the form         |
| **Signed**    | When it was signed                         |

<Warning>
  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.
</Warning>

## Keeping a member's file complete

<Steps>
  <Step title="Confirm chart inventory at admission">
    Set **PAS Consent** and **Inventory Done** while the paperwork is in front of you.
  </Step>

  <Step title="Generate the required HHS forms">
    Produce the forms the member's program requires, then track them to signature.
  </Step>

  <Step title="Log communications as they happen">
    Record faxes to physicians and payers when you send them.
  </Step>

  <Step title="Register any monitoring devices">
    Record type, model, and serial so readings can be traced to equipment.
  </Step>
</Steps>

## Troubleshooting

| Problem                                                 | What to check                                                                 |
| ------------------------------------------------------- | ----------------------------------------------------------------------------- |
| A member's chart shows incomplete                       | **PAS Consent** or **Inventory Done** is unset. Both must be recorded.        |
| An HHS form is missing from the list                    | Forms are generated per member. Generate it from this tab first.              |
| A form shows generated but the payer says it is missing | Check **Signed**, then the **Communications** tab for evidence it was sent.   |
| A device shows no readings                              | Confirm the device status and that the serial matches the physical equipment. |

## Related

<CardGroup cols={2}>
  <Card title="Resources" icon="folder" href="/resources">
    Agency-wide documents and policies.
  </Card>

  <Card title="Survey preparation" icon="clipboard-check" href="/guides/survey-preparation">
    Getting member files survey-ready.
  </Card>
</CardGroup>