Preparing for a State Survey or Audit with StoriiCare
Whether it's a state licensing survey, a Medicaid waiver audit, a VA review or a managed care plan audit, reviewers want to see complete, signed records that match what you billed. This guide shows where each type of record lives in StoriiCare, how to pull it quickly, and how to find gaps before a surveyor does.
Requirements vary by state, program and payer. Use this guide alongside your own regulations and policies, not instead of them.
1. Find and fix gaps (30 days before)
Run your Compliance checks. The Compliance feature shows which participants are missing required notes, Face Sheet fields, vital signs, forms or care plans. Click Refresh first, as it doesn't update live. See A Guide to Using the Compliance Feature.
Catch up on care plan reviews. Check for reviews that are due or overdue. See Care Plan Reviews: How to Schedule & Complete Them.
Finish signatures. Complete outstanding co-signature requests on notes, care plans and forms. See Co-signing (Beta): Request and Track Signatures.
Close out forms. Mark finished assessments as Completed so they're locked, and strike any entered in error rather than deleting them. See Marking a Form as Completed and Striking a Form.
Check attendance against billing. Compare your attendance records with the invoices and claims for the review period, and correct any mismatches.
Update staff records. Make sure training, certifications and background checks are current and uploaded.
2. Know where every record lives
What reviewers usually ask for | Where to pull it in StoriiCare |
|---|---|
Participant demographics, emergency contacts, physician, diagnoses | |
Intake, assessments and signed consents | |
Care plans and reviews | |
Goals and progress | |
Progress notes | |
Attendance and absences | Monthly Attendance / Absence Report and Attendance Table Export |
Monthly participation (for example CBAS) | |
Billing records | |
Medication administration records (MAR) | |
Vital signs | |
Incident and accident reports | |
Activity calendar and participation | |
Meal records (for example CACFP) | |
Staff training, licenses and background checks | |
Who changed a record, and when |
Tip: Save export templates for the reports you pull every survey, such as Face Sheet and Staff Records exports, so you can produce them in a few clicks next time.
3. On the day
Prepare common requests in advance. Have the participant list, current census, attendance for the review period and staff roster exported and ready.
If the surveyor asks to view records in StoriiCare, create a staff profile for them with a limited permission level instead of sharing anyone's login. Remove the profile when the survey ends. See How to Add a New Profile and Configuring Staff Roles & Permission Levels.
Share only what's requested. Exports contain PHI. Give reviewers the records they ask for, and collect or securely dispose of printed copies afterwards.
Good habits that make every survey easier
Document on the day. Records entered at the time of care are the most credible. StoriiCare records who entered and edited each record, and when.
Correct, don't delete. Edit or strike a record entered in error so the history stays intact. Deleted records can't be recovered.
Use one login per person. Shared logins make it impossible to show who did what.
Run Compliance checks monthly, not just before a survey.
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Need help pulling records? Contact our support team at support@storii.com or +1 650 924 9930 (1am to 5pm PT). If you have a survey coming up, let us know early so we can help.