Skip to content
Sevana
Book a demo

Forms library

LIC 311F: Records To Be Maintained At The Facility - Residential Care Facility For The Elderly

By Sevana Care · Checked against cdss.ca.gov and Title 22 on

When it is due
Nothing is due.LIC 311F is a CDSS list, with no blanks, dates or signature lines [1]. Each record on it has its own rule. The list names only two Title 22 sections [1].
Who fills it out
No one.It is a three-page list of records and a form index [1].
Where it is kept
The list says the records on it "must be kept in the facility complete and current, and readily available for review" [1].Section 87506(a) lets a home keep a resident's record "in the facility or in a central administrative location" [3]. The list does not say where to keep the list itself [1].
How long to keep
The list gives a retention period for two records only: notices of planned activities in homes licensed for seven or more residents, "at least six (6) months" (III.G), and menus as served in homes licensed for 16 or more, "at least 30 days" (III.K) [1].For a resident's original records, § 87506(e) sets "a minimum of three (3) years following termination of service to the resident" [3].

LIC 311F is the California Department of Social Services (CDSS) list "Records To Be Maintained At The Facility - Residential Care Facility For The Elderly," dated 4/05 [1][2]. It is the only RCFE records list on CDSS's forms page [2]. Its opening sentence says the information on it "is required under specific sections of Title 22, California Code of Regulations" and "must be kept in the facility complete and current, and readily available for review" [1].

The list is 21 years old. Both section numbers it cites were renumbered in 2008 [1][4][5]. Three forms it names have no row under their own number on CDSS's list today [1][2]. Its personal rights form now has a privately operated version [1][2]. It does not list the Infection Control Plan that Title 22 now puts in the plan of operation [1][6].

Who fills it out

No one. The list has no fields to complete [1]. It is a reference list that names the records a home keeps, and it ends with a form index of 23 forms.

When it is due

Nothing on the list is a filing, and the list sets no filing date for any record [1]. The records on it follow the rules for the records themselves. Resident records, for example, follow § 87506, which requires "a separate, complete, and current record" for each resident [3].

Where it is kept

The list's opening line: the information on it "must be kept in the facility complete and current, and readily available for review" [1].

Section 87506(a) allows more than the list says. It requires the licensee to ensure "a separate, complete, and current record is maintained for each resident in the facility or in a central administrative location readily available to facility staff and to licensing agency staff" [3]. Section 87506(d) adds: "All resident records shall be available to the licensing agency to inspect, audit, and copy upon demand during normal business hours" [3]. The CDSS manual page for § 87570(a), effective 7/3/04, already allowed a resident's record "in the facility or in a central administrative location" [7]. Section 87570 was renumbered § 87506 in 2008, and § 87506(a) reads the same [3].

How long to keep it. The list names a period for two records. Notices of planned activities: "Copies shall be retained for at least six (6) months" (III.G), in homes licensed for seven or more residents. Menus: "copies of the menus as served shall be dated and kept on file for at least 30 days" (III.K), in homes licensed for 16 residents or more [1]. It names no period for any other record [1]. Section 87506(e) covers a resident's records only: "Original records or photographic reproductions shall be retained for a minimum of three (3) years following termination of service to the resident" [3].

What the list covers

The list has four groups of records, then the form index [1]:

  • I. Residents Records (items A to K). The appraisal, the physician's report, identification and emergency information, the admission agreement, personal rights, cash and property records, incident and death reports, the medication record, the register of residents and the theft and loss record "when applicable."
  • II. Personnel Records (A to K). Health screening, work hours, the personnel record, training, first aid and background check records.
  • III. Administrative Records (A to W). The license certificate, the personnel roster, activity notices, menus, the emergency disaster plan, financial records, the surety bond, the plan of operation, the "Personal Property Procedures (LIC 9059)," the neighborhood complaint policy and insurance.
  • IV. Dementia Care Records (A to E). The dementia care training plan, grooming item statements, delayed egress consent, drill records and copies of dementia care advertisements.
  • Form index. 23 forms, each with a number and title. An asterisk marks forms "Available in Spanish" [1].

What has changed since 4/05

  • Renumbered sections. Item I.B cites "Section 87569" for the medical assessment and "Section 87702.1" for allowable health conditions [1]. Westlaw shows both as "[Renumbered]." Section 87569 became § 87458 and § 87702.1 became § 87611, both in a filing dated 3-5-2008 [4][5]. Section 87506(b)(10) and (11) now cite §§ 87458 and 87611 [3].
  • The medical assessment form. The list calls LIC 602A the "Physician's Report." CDSS's list now titles it "Medical Assessment for Residential Care Facilities for the Elderly" (4/26) [1][2].
  • Personal rights. The list names LIC 613C [1]. CDSS now lists LIC 613C (1/19) for publicly operated RCFEs and LIC 613C-2 (3/25) for privately operated ones [2]. See LIC 613C-2.
  • The register. The list names LIC 9020 [1]. CDSS's list has LIC 9020 (5/17), Register Of Facility Clients/Residents, and LIC 9020A (6/17), Register Of Facility Residents - Residential Care Facilities For The Elderly [2]. We found no CDSS statement on which register an RCFE uses. See LIC 9020A.
  • Forms missing from CDSS's list. The list names LIC 508 (Criminal Record Statement) and the waiver and exception forms LIC 956 and LIC 971 [1]. CDSS's forms list has no row under the bare numbers LIC 508, LIC 956 or LIC 971. It has LIC 508 O-O-S (9/23) and LIC 508D (10/23) [2].
  • The plan of operation. Item III.T names five parts of a plan of operation [1]. The rule when the list was printed, § 87222(a), listed eleven items [8]. CDSS renumbered it to § 87208 in 2008, and § 87208(a) now lists twelve [6]. Item (12), added in 2022, is "The Infection Control Plan pursuant to Section 87470" [6]. See LIC 9282.

Of the 23 forms in the index, 20 are on CDSS's list under the same number [1][2]: LIC 402, 405, 500, 501, 503, 601, 602A, 603A, 604A, 610E, 613C, 621, 622, 624, 624A, 625, 627C, 9020, 9059 and 9060. The three with no row under their own number are LIC 508, 956 and 971.

Forms named in the list's form index that have a page on this site

Questions

Is LIC 311F still current?

CDSS still lists it, at revision 4/05, and shows no newer RCFE records list [2]. Parts of it are out of date: it cites two renumbered sections and does not list the Infection Control Plan [1][4][5][6].

Is LIC 311F the same as LIC 311A?

No. CDSS lists LIC 311A (2/22) for child care centers, infant centers, school-age centers and child care centers for mildly ill children. LIC 311B is for group homes, LIC 311C for adult residential facilities, LIC 311D for family child care homes, and LIC 311E for small family homes and foster family homes [2]. LIC 311F is the one titled for RCFEs [1].

Does the list say how long to keep a record?

For two records only: notices of planned activities (at least six months, in homes licensed for seven or more residents) and menus as served (at least 30 days, in homes licensed for 16 residents or more) [1]. For a resident's original records, § 87506(e) sets three years after service ends [3].

Is the list a full list of what an RCFE must keep?

We can't say it is. The list does not name the Infection Control Plan that § 87208(a)(12) now lists [1][6]. It was written before the 2008 renumbering [1][4][5], and § 87208 gained the infection control item in 2022 [6].

More in Postings, records and inspections

  • PUB 475: The state complaint poster that goes in the main entryway
  • PUB 474: The notice of resident council rights that you post in the home
  • LIC 9242: The checklist the licensing analyst hands you at an inspection

Sources

  1. CDSS, LIC 311F (4/05), Records To Be Maintained At The Facility, Residential Care Facility For The Elderly (PDF)
  2. CDSS, Forms and Publications (I-L)
  3. California Code of Regulations, Title 22, § 87506, Resident Records (Westlaw)
  4. California Code of Regulations, Title 22, § 87569, Medical Assessment [Renumbered] (Westlaw)
  5. California Code of Regulations, Title 22, § 87702.1, General Requirements for Allowable Health Conditions [Renumbered] (Westlaw)
  6. California Code of Regulations, Title 22, § 87208, Plan of Operation (Westlaw)
  7. CDSS, Community Care Licensing manual, Residential Care Facilities for the Elderly regulations, former § 87570, Resident Records, page effective 7/3/04 (Manual Letter No. CCL-04-12) (PDF)
  8. CDSS, Community Care Licensing manual, Residential Care Facilities for the Elderly regulations, former § 87222, Plan of Operation, pages effective 7/3/04 (Manual Letter No. CCL-04-12) (PDF)