Ohio MHAS Provider Audit Review Checklist

Provider has mechanisms in place to monitor changes in consumer level of need on an ongoing basis and to ensure services are in place, and proof of relevant policies/procedures that address issues (e.g. system sensitivity towards LEP consumers and accommodating individuals with communication impairments). Provider also has evidence that staff have passed background checks.

Checklist 1: Ensure Compliance
Make sure that the provider satisfies all requirements for Ohio MHA providers, including staff qualifications, policies and procedures and trainings as well as laws, statutes, regulations, docket decisions relating to operational requirements in Ohio.

Provider Documents Policies and Procedures for Accommodations
A provider demonstrates it has policies in place that ensure accessibility to individuals with limited English proficiency, system sensitivity concerns, accommodation of people from diverse ethnic/cultural backgrounds as well as communication impairments as well as providing accommodations to individuals w/mobility challenges. During an audit this can be confirmed by requesting copies of any related policies from them.

Checklist 2: Document Compliance
Providers must maintain various documents to ensure compliance, such as business plans, employee records, operational policies and legal documents. Furthermore, this documentation must be regularly updated.

Certain documents are more essential to compliance than others; HIPAA compliance mandates that companies store medical data safely. Doing this ensures that any private information does not fall into the wrong hands and subsequently be lost or compromised.

Staff training database. This should be reviewed periodically to verify that all trainings have been successfully completed by employees, and proof that reference checks on new hires has taken place; this step helps ensure quality staff.

Checklist 3: Ensure Compliance During the Audit
Make sure all staff have completed all required trainings for their positions, then review the SCCMHA DB to verify all trainings were recorded and new employees added. Verify there are proofs of training in staff files of newly hired employees as well as policies/procedures regarding accommodations (e.g. ensuring access for persons with limited English proficiency, addressing cultural sensitivity/accommodations needs and providing individuals with physical or mobility impairments accessible services), which should also be reviewed during an audit.

Checklist 4: Ensure Compliance After the Audit
Once the audit is complete, make sure that your provider continues to meet Ohio MHAS requirements by verifying all staff have completed trainings, reviewing SCCMHA DB to make sure all required trainings were recorded, and checking to see that any new employees were added as trainees. Also ensure policies exist to address limited English proficiency needs, cultural diversity considerations and accommodate those with communication impairments.