TN 25 (07-06)

GN 00605.544 Summary Report of Onsite Review

A. Policy

The summary report is prepared by the review team and is designed to help the review team or RO write the draft and final reports. The summary report for one institution should be written before going on to the next institution. In this way details will not be forgotten or confused if the summary report for each of the institutions visited within a State is not written until the end of all reviews.

B. Procedure

The main concerns to be addressed in the summary report include: use of the beneficiary's funds; i.e., amounts allocated and spent for personal needs, appropriateness of expenditures as they relate to the individual beneficiary's needs, and reporting of events which affect the beneficiary, especially change of physical location and work. Describe how the institution performed in these areas as compared to their own stated policies (as indicated by the information supplied on Form SSA-9584-BK) and as compared to SSA policy. If there are differences between the facility’s performance and their stated policy or SSA policy, the reviewer should give the details of where, when, and why.

Worksheets completed for each beneficiary included in the sample should be attached to the summary report. There is no standard format for the report, however, the report should describe what the reviewers believe are the significant accomplishments and/or problems of the institution in its performance as a representative payee.

The following topics should be included in the summary report:

  • Problems encountered (if none, make a note of it).

  • Effectiveness of communication between fiscal staff and treatment staff.

  • Amounts of spending money earned by beneficiaries through work programs or behavior-modification programs.

  • Institutional clothing (For example, does the institution furnish clothing of poor quality from bulk purchasing? Are clothes bought directly from local stores using the facility’s funds, etc.?).

  • Programs affecting beneficiaries’ lives (e.g., training in use of money, etc.).

  • Note particularly imaginative or beneficial practices.

  • Kinds of spending favored by institution. (Which kinds and why?)

  • Kinds of spending not favored by institution. (Which kinds and why?)

  • Main factors (attitudes, practices, etc.) which encourage or limit approved uses of personal needs funds.

  • Group purchases. (What is policy and practice with respect to group purchases? Are they approved by SSA in advance?)

  • What happens to personal funds when the beneficiary leaves the institution or there is a change of payee? Are conserved funds returned to SSA for reissuance?

  • Other comments.

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GN 00605.544 - Summary Report of Onsite Review - 07/14/2006
Batch run: 04/25/2016