TN 25 (07-06)
GN 00605.520 Pre-Review Schedule for Onsite Review
Onsite reviews must be scheduled so that each institution is reviewed at least once every 3 years, unless unsatisfactory performance dictates a more frequent review. Planning for an upcoming onsite review should begin 2-3 months in advance. The length of time allocated for conducting each onsite review varies; however, 2-3 days are usually sufficient. Long-range planning is essential in order to coordinate the schedules of everyone involved in the representative payee onsite review program.
1. Contact with the State
Send the State a letter (with a copy to the servicing FO) explaining SSA’s plans for conducting onsite review(s) and the proposed date(s) for the visit to each institution at least 2 months prior to the first scheduled onsite review. The letter should request the name and phone number of the current State liaison contact and approval to send letters directly to the institutions notifying them of the dates of the onsite review and names(s) of the review team members.
If the State is designated as the payee for the beneficiaries, the letter should also request:
That the enclosed Representative Payee Onsite Review Program for State Mental Institutions, Policy Review Booklet (Form SSA-9584-BK) be completed and returned as soon as possible;
A current list of all beneficiaries the payee serves;
A copy of the fiscal records for one patient to be used for training purposes; and
A list of all beneficiaries who are not in the institutions' physical custody and their present location.
NOTE: Provide a return-addressed envelope or mailing label, along with the letter, for the State’s use in submitting the requested information and materials.
If prior experience indicates that all patient records are not available at the facility, make arrangements for obtaining fiscal information from the State in advance.
2. Contact with Institutions
After a response is received from the State, send a letter to the director of each of the onsite institutions (with a copy to the servicing FO) to be visited. Unless the information was previously requested directly from the State, the letter should:
Provide the proposed date(s) and time for the onsite review.
Explain that the review team will hold a brief introductory meeting with the institution’s staff to include representatives from the director’s office, the medical or nursing staff, the business office, and the social services department.
Include a copy of the Form SSA-9584-BK and request that it be completed and returned as soon as possible.
Request a copy of all ledger sheets for one beneficiary covering all financial transactions for the previous 12-month period.
If codes are used, request a key to explain the codes.
Ask for a current list of all beneficiaries the payee serves and a separate list of those beneficiaries who are not within the institution's physical custody and their current location (see GN 00605.521).
Include a return-addressed envelope or mailing label for the institution’s use in submitting the Form SSA-9584-BK, ledger sheets, and beneficiary lists.
When scheduling the review, be alert to Federal, State, or religious holidays. In addition to avoiding holidays, weather conditions should also be taken into consideration in many States.
As soon as the review date for each institution is confirmed, contact the institution to arrange the time for the introductory policy meeting and provide them with the names of the review team members.
Form SSA-9584-BK, Representative Payee Onsite Review Program for State Mental Institutions, Policy Review Booklet—GN 00605.530B.