Observe the living areas and speak to as many of the sample beneficiaries as possible.
The review team should determine whether or not the beneficiary’s needs are being
met. Does the beneficiary know how much spending money is available for his or her
use each month? If so, how does he or she get the money? For example, does the beneficiary
sign a withdrawal ticket on a daily, weekly, or monthly basis?
If the beneficiary's records show a large purchase such as a compact disc player,
television, bedroom furniture, etc., the reviewer should determine if the item is
being used for the beneficiary or is at least in the area in which the beneficiary
resides. The item should be marked to reflect beneficiary ownership where possible.
If the item is not in the beneficiary's living area, find out where the item is and
why it is no longer available to the beneficiary.
Interview staff members (social workers, nurses) designated as responsible for ensuring
that the personal needs of the beneficiaries are being met to determine how purchases
are made. Ask whether the facility maintains petty cash boxes or other similar funds
to provide for the beneficiaries personal needs. For example, a petty cash fund is
maintained at the nurses’ station to provide small amounts of money daily for a beneficiary’s
use at the vending machines. If so, determine how records are maintained of the funds
disbursed for each beneficiary.
The financial accounting along with beneficiary/staff interviews and facility observations
provide evidence of the actual application of the stated policies and procedures.