Deficiency in Daily Nurse Staffing Information Posting
Summary
The facility failed to ensure that the daily nurse staffing information included all required details, specifically the total number of licensed and unlicensed nursing staff directly responsible for resident care. During the Recertification Survey conducted from December 12 to December 19, 2024, it was observed that the posted nurse staffing information, located next to the elevators and nursing units, included the facility name, current date, actual hours worked, and resident census, but omitted the total number of nursing staff. This omission was contrary to the facility's policy, which mandates that the posted information should include the total number of staff and actual hours worked per shift for Registered Nurses, Licensed Nurses, and Certified Nurse Aides. Interviews conducted during the survey revealed a lack of awareness and oversight regarding the requirement to post the total number of staff. The Deputy Director of Nursing stated that the Assistant Director of Nursing from each shift is responsible for posting the nurse staffing information, and the current practice was based on hours worked rather than the number of staff. The Director of Nursing admitted that the omission of the total number of staff was an oversight, and the Administrator was unaware of the requirement to include this information. This deficiency was identified under 10 NYCRR 415.13.
Plan Of Correction
Plan of Correction: Approved January 16, 2025 1. What Corrective Action(s) will be accomplished for those residents found to have been affected by the deficient practice: The daily nurse staffing form was revised to include all required elements of posting, specifically, a column for the total number of licensed and unlicensed nursing staff directly responsible for resident care was added to the form that is posted. 2. How will you identify other residents having the potential to be affected by the same deficient practice and what corrective action will be taken: The Director of Nursing/designee will monitor compliance with the daily posting of nurse staffing to include the facility name, current date, resident census, the total number of staff and actual hours worked per shift for Registered Nurses, Licensed Practical Nurses, and Certified Nurse Aides. The Educator/designee will provide additional education to all licensed nursing staff on the "Minimum Staffing" policy. 3. What measures will be put in place or what systemic changes you will make to ensure that the deficient practice does not recur: The Administrator and Director of Nursing will review and revise as needed policies and procedures related to the posting of staffing. The Educator/designee will provide additional education to all staff involved in the posting of daily nurse staffing to include the facility name, current date, resident census, the total number of staff and actual hours worked per shift for Registered Nurses, Licensed Practical Nurses, and Certified Nurse Aides. 4. How the Corrective Action(s) will be monitored to ensure the deficient practice will not recur, i.e., what quality assurance program will be put into practice: The Assistant Directors of Nursing/designee will audit 10% of all Daily Nurse Staffing Forms on a weekly basis for 3 months to ensure that the posted staffing includes the facility name, current date, resident census, the total number of staff and actual hours worked per shift for Registered Nurses, Licensed Practical Nurses, and Certified Nurse Aides. The Director of Nursing/designee will report findings to the Facility Quality Assurance/Performance Improvement Committee on a monthly basis for evaluation and follow up to ensure 100% compliance. Additional corrective action will be implemented as needed. 5. Responsible Individual: Director of Nursing
Penalty
Resources
Below are regulatory guidelines relevant to this citation:
Incomplete Daily Staffing Posting: The facility failed to ensure the daily staffing posting included all required information. The posting showed the date and the total number of licensed staff with their designation, but it did not include the facility name, a clearly identified census, or the total actual hours worked by licensed staff. The senior manager of scheduling operations, RN-A, the DON, and the administrator gave differing accounts of who was responsible for updating weekend changes and acknowledged uncertainty about the exact posting requirements.
Daily staffing postings on all three units showed staff names and disciplines, but the hours scheduled and current census were not visible. The DON confirmed the census was not included, and the administrator verified that the hours on the back of the posting reflected the prior day's schedule because the new posting had been placed on top of it.
Daily nurse staffing postings were not properly displayed in a prominent location and did not include the facility name or the actual total number and actual nursing hours worked. The posting was only on a bulletin board that could be missed from part of the lobby, and staff reported the form showed scheduled rather than actual staffing information; one observation also showed the prior day's posting instead of the current day.
The facility did not consistently post complete daily nurse staffing information as required, omitting elements such as the facility name, current date, resident census, and the breakdown of staff hours by category (RN, LPN, CNA) on multiple days. Observations showed that the staffing postings were incomplete, and the DON confirmed that the postings were required to include all of these elements and that they did not. This failure had the potential to affect all residents by limiting access to accurate information about the staff available to meet their needs.
The facility failed to accurately post daily nurse staffing information, with incorrect dates, unclear corrections, and mismatched total hours worked on most reviewed days. The daily staffing sheet was not readily visible on entry and, when located, contained multiple discrepancies between posted staffing and actual time-punch records. During one night shift, the posted sheet listed more LPNs and NAs than were actually present, with one NA found sleeping and another conducting personal business on a laptop in the breakroom, while one NA was assigned 1:1 to a resident, leaving two NAs to care for the remaining residents. These issues were confirmed through record review, observation, and staff interviews.
The facility did not maintain the required 18 months of posted nurse staffing records. Surveyors observed that only the current day’s staffing information was posted in the lobby, and during interviews the new DON reported uncertainty about whether historical staffing records were kept. The Administrator later stated that the facility was trying, but unable, to access prior posted staffing information. As a result, residents and the public could not review the required historical nurse staffing data.
Incomplete Daily Staffing Posting
Penalty
Summary
The facility failed to ensure that the daily staff posting included all required information. Review of the staff schedule and facility staff posting documentation dated 4/13/26 through 5/13/26 showed that the posting included the date and the total number of licensed staff with their designation, but it did not include the facility name, the census number clearly identified as such, or the total number of actual hours worked by licensed staff. On 5/13/26, the senior manager of scheduling operations stated they were responsible for updating and posting the daily facility staffing information Monday through Thursday evenings and posting the whole weekend on Friday night, with weekend nurses responsible for updating any changes. The senior manager stated they were unsure of the exact requirements for the posting. That same day, RN-A stated weekend staffing changes would be emailed to the DON and scheduling team and updated on internal unit sheets, but RN-A was unaware of responsibility to update the daily facility posting. The DON stated they were unsure whether weekend updates were always being done and confirmed the charge nurse was responsible for weekend changes. The administrator confirmed the scheduling team was responsible for updating and posting the daily staffing information and stated the posting needed to include the census and how many nurses and nursing assistants were in the building each day.
Daily Staffing Posting Missing Census and Visible Hours
Penalty
Summary
The facility failed to ensure that the daily nurse staffing posting included the current census and visible hours worked. During observations on 5/4/26, 5/5/26, and 5/6/26, staffing sheets were posted on all three floors, and the facility name, staff names, and disciplines were visible, but the hours scheduled and current census were not visible. During an interview on 5/7/26 at 12:04 p.m., the DON stated the scheduler posted the daily staffing on all three units and confirmed the current census was not included in the posting. During an interview on 5/5/26 at 6:04 p.m., the administrator showed the staffing schedule posted on the first floor in an acrylic stand behind a plexiglass window; the front page visible through the plexiglass showed staff names and titles sorted by shift, but hours worked were not visible. The administrator then spun the posting around and confirmed the total hours listed on the back reflected 5/4/26 rather than 5/5/26 because the 5/5/26 posting had been placed on top of the prior day's posting. The administrator also stated the census was not printed on the daily staffing sheets, but it could be.
Daily Nurse Staffing Posting Not Properly Displayed
Penalty
Summary
The facility failed to post the daily nurse staffing data in a prominent place that included the facility name and the total number and actual hours worked for nursing staff for 5 of 5 observed days during the survey period. On 05/03/2026 at 9:00 AM, the front entrance, receptionist desk, and lobby areas had no daily nurse staffing data posted. On 05/04/2026 at 11:00 AM, 05/05/2026 at 6:16 AM, 05/06/2026 at 8:55 AM, and 03/07/2026 at 8:51 AM, the staffing postings were located on a glass-covered bulletin board to the left of a wall picture and grandfather clock after entering the front entrance and turning left toward the 100/200 halls, and could be missed by someone turning right toward the 300 hall. The postings reviewed did not include the facility's name and did not show actual total number or actual nursing staff hours; instead, the form showed "Actual Scheduled Staff" and "Actual Scheduled Hours." On 05/05/2026 at 6:16 AM, the posting displayed staffing information for the previous day, while a later observation at 8:03 AM showed the correct date posted. During interview, the Staffing Coordinator stated the bulletin board was the only location for postings, did not know why the form lacked the facility name, and said the form had been that way since February 2026. The Administrator stated the nurse staffing postings were posted the day before for the next day and typically revised within 24 hours as needed, but could not explain why the form did not have the facility's name or why actuals were not posted.
Failure to Post Complete Daily Nurse Staffing Information
Penalty
Summary
The facility failed to post the required daily nurse staffing information in a manner that informed residents, visitors, and resident representatives of the staff available to meet resident needs. The State Operations Manual (SOM), Appendix PP, requires that facilities post daily, in a location readily accessible to residents and the public, the facility name, current date, total number of hours worked by each staff category per shift (RN, LPN, CNA), and the resident census. On multiple observed dates and times (4/26/26, 4/27/26, and 4/28/26), the posted staffing information did not include all of these required elements, specifically omitting the facility name, current date, census, and the breakdown of licensed and unlicensed staff by category (RN, LPN, CNA). During an interview on 4/29/26 at 5:33 PM, the DON acknowledged that the posting is required to include the facility name, current date, census, and the number of licensed and unlicensed staff by category and confirmed that the posting did not contain all required elements. This failure had the potential to affect all residents who receive services in the facility by limiting access to accurate staffing information, as the incomplete postings did not fully reflect the staff available to meet resident needs as required by regulation.
Failure to Accurately Post Daily Nurse Staffing Information
Penalty
Summary
The deficiency involves the facility’s failure to accurately post daily nurse staffing information in a prominent, accurate manner as required, with inaccuracies identified on 22 of 23 reviewed days. Upon surveyor entrance, the daily nurse staffing sheet was not readily visible and was ultimately located on a wall near the nurse’s station. Review of posted staffing sheets and time punch detail reports revealed multiple discrepancies, including incorrect dates on several postings and numerous errors in the total hours worked for various dates. On some days, corrections were written over original entries, making it impossible to clearly determine the actual number of nurse aides working or the correct total hours. In several instances, the posted total hours did not match the actual hours worked as shown on time detail reports, with both understatements and overstatements of staffing hours documented. During a nighttime observation, the posted staffing sheet listed two LPNs, three NAs, and zero RNs on duty, but a visual count showed only one LPN and two NAs actually present, with no RN. One NA was found sleeping on duty upon arrival, and another NA was in the breakroom with a makeshift office setup using a table, laptop, battery charger, and large rolling briefcase. It was later learned that one NA was assigned 1:1 to a resident, leaving two NAs to cover the remaining 56 residents. When questioned, an LPN stated that another LPN listed on the staffing sheet had called in sick due to pregnancy. These observations and documentation reviews were discussed with the Regional Director of Operations and an RN consultant, confirming that the posted staffing information did not accurately reflect the actual staffing levels and hours worked on multiple dates.
Failure to Maintain 18 Months of Posted Nurse Staffing Records
Penalty
Summary
The facility failed to retain 18 months of records for the daily posted nurse staffing information, affecting all 89 residents as identified on the census list provided by the Administrator on 04/29/26. During an observation of the front lobby at 8:54 AM on 04/29/26, surveyors noted that the current day’s nursing staff information was posted. However, in a subsequent interview at 8:58 AM, the DON, who reported being new to the position, stated she was unsure whether the facility maintained 18 months of the posted nursing staff information. In a later interview on 04/30/26 at 12:47 PM, the Administrator stated that the facility was attempting to obtain access to the historical posted nursing staff information but had been unable to do so. Because the facility did not have 18 months of posted staffing records available, residents or the public would not have access to review the required historical nurse staffing information.
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