Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24)

What this rule requires your agency to do

• 1Service logs must be completed daily as tasks are performed (never before performance) and signed and dated by the worker and the beneficiary or responsible representative at the end of the week (Service Logs, p. 5).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))
• 2Errors must be corrected by drawing a line through the incorrect information, writing "error" and initialing; correction fluid must never be used, and office staff may not change documentation entered by the LT-PCS worker (Organization of Records, p. 4).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))
• 3The provider must retain administrative, personnel and beneficiary records for a minimum of 6 years from the date of the last payment period, and longer if under audit until the audit is completed (Retention of Records, p. 1).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))
• 4All record entries must be legible, in ink if not electronic, and include the name, signature, and functional title of the person making the entry, the full date, and supervisor review if required (Organization of Records, Record Entries and Corrections, p. 4).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))
• 5A discharge summary detailing the beneficiary's progress must be entered in the record prior to transfer or closure and completed within 14 calendar days following discharge (Transfers and Closures, p. 7).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))
• 6Providers must maintain at the beneficiary's home a current copy of the plan of care (and any revision) and copies of the service logs for the current prior authorized week (Records at the Beneficiary's Home, p. 3).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))
• 7A separate service log (the OAAS-issued LT-PCS log) must be kept for each beneficiary; reimbursement is only payable for services documented in the service log and captured through EVV (Service Logs, p. 5).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))
• 8All provider records must be maintained in an accessible, standardized order and format at the enrolled office site in the LDH administrative region where the beneficiary resides (Components of Record Keeping, p. 1).(Louisiana Medicaid Services Manual, Chapter 30: Personal Care Services, Section 30.8 — LT-PCS Record Keeping (Issued 04/21/25, Replaced 06/25/24))