Newsletter Resource · DSPlife™ Collaborative
DBHDS Licensing-Review Quick-Reference Card
The 12 documentation artifacts most surveyors ask to see - and where to pull them from in CareHub.
Pin this near your admin desk. Before any DBHDS licensing review, confirm each artifact below is current and exportable in under five minutes. Every link references a CareHub feature that produces the artifact automatically - no spreadsheet rebuilds.
Per-Individual Records
1
Active ISP / PCP with measurable outcomes
Reviewer expects: dated plan, signed by individual or guardian, within annual-review window.
CareHub: PCP Plans → Active plan → Export PDF
2
Quarterly ISP reviews (last 4)
Each review documents progress on each outcome with team-member participation.
CareHub: Forms → Quarterly ISP Review
3
Annual ISP acknowledgement
Signed by individual/guardian within the past 12 months.
CareHub: Forms → Annual Acknowledgements
4
Current face sheet
Demographics, diagnoses, medications, allergies, emergency contacts. Reviewer cross-references with MAR and incident history.
CareHub: Individuals → [Name] → Face Sheet (or Face Sheets index)
5
MAR for the past 90 days
Per service type. Audit trail with staff e-signature per pass, PRN rationale, controlled substance counts.
CareHub: MAR → Export (date range)
6
Behavior Support Plan (if applicable)
Active BSP with linked target behaviors and response strategies. FBA on file.
CareHub: Forms → BSP and Forms → FBA
Operational Records
7
CHRIS-reportable incidents (12 months)
Each incident documented with severity, immediate actions, notifications, investigation, corrective actions.
CareHub: Incidents → filter by date
8
Root Cause Analyses (RCAs)
For Level II/III incidents. Linked to source incident and to corrective-action follow-ups.
CareHub: Forms → Root Cause Analysis
9
Daily notes for sample period
Surveyors typically pull a random week. Notes must show ISP-aligned activities, supports provided, observations.
CareHub: Daily Notes → filter by date
10
Fire drill log
Monthly drills (or quarterly per state). Date, time, participants, evacuation time, issues noted.
CareHub: Forms → Fire Drill
11
Staff credential roster
CPR/First Aid, medication administration, crisis intervention, and DBHDS-required competencies - current expiration dates.
CareHub: Staff → Certifications
12
Vehicle inspection logs
For provider-owned transportation. Latest pre-trip / weekly inspection signed by driver.
CareHub: Forms → Custom (build a vehicle inspection template)