Survey

State Survey Preparation in Long-Term Care

Long-term care facilities in Kansas are subject to regular inspections by the Kansas Department for Aging and Disability Services (KDADS) to ensure compliance with state and federal regulations. These inspections are known as "surveys" and can occur annually or in response to complaints. As a Social Service Designee (SSD) or Activities Director (AD), it is essential to be fully prepared for these surveys, as your roles directly impact resident quality of life and psychosocial well-being.

Survey Focus Areas Relevant to SSD and AD Roles

• Resident Rights – ensuring dignity, respect, and autonomy
• Psychosocial Well-Being – promoting social engagement and mental health
• Activity Programming – meaningful and person-centered
• Care Planning – accurate, individualized, and interdisciplinary
• Documentation – timely and complete records of assessments and interventions
• Behavioral Support – appropriate and least-restrictive approaches

Common Survey Citations (F-Tags) for SSD/AD Responsibilities

Sample SSD/AD State Survey Preparation Checklist

Use this checklist to stay ready for surveyors at all times.

• ✅ Current care plans are complete and reflect resident preferences
• ✅ Documented assessments for new admissions and changes in condition
• ✅ Resident council meeting minutes are up-to-date and on file
• ✅ Monthly activity calendars are posted and match documentation
• ✅ Progress notes address participation and psychosocial well-being
• ✅ Resident rights posters are visible and policies are accessible
• ✅ Evidence of individualized, person-centered activities
• ✅ Staff and residents are aware of grievance process
• ✅ Documentation supports behavioral and psychosocial interventions

Tips for Survey Success

• Be Organized: Keep all documentation filed by resident and updated routinely.
• Be Present: Surveyors may ask to speak with you or observe an activity.
• Be Honest: If an issue arises, show awareness and the plan to correct it.
• Know the Residents: Be able to discuss their preferences, goals, and challenges.

Resources

• CMS State Operations Manual Appendix PP (F-Tag Definitions)
• Kansas Department for Aging and Disability Services (KDADS)

This material is provided for training purposes for Social Service Designees and Activities Directors in long-term care facilities in Kansas and reflects current state and federal regulations.