ARTICLE
QUESTION: At a recent BQIS audit, the surveyor indicated that all staff training documentation must include the start and stop time, in addition to length of the training. With the large amount of training that occurs at our agency, often through written information read by staff, we do not feel start and stop times are realistic to track and document. Have any other agencies experienced and dealt with this issue? If so, how did you address it? We are especially interested in how the start and stop times are captured for training being completed individually by staff. Our agency added start and stop times on all of our training documents. For trainings that have specific intervals, such as orientation, we have the start and stop times that are scheduled for the class on there. We then have employees fill that out as part of their training document for any individual training. It is a bit cumbersome, but after they know it is a requirement, both the staff and supervisors know to follow up to ensure it is done. As a back-up, we have staff code training time separately in payroll so during the review process; it can be corrected if needed. *** Our agency utilizes a specific form to track trainings that includes the start and stop time and duration of the training. Trainings are completed with verification from management, employees do not complete trainings individually. *** Our agency includes the start and stop times on the Training Report for all BQIS trainings. If the form is submitted to Human Resources without the times on it, it is rejected and has to be resubmitted. When employees complete “read and sign” trainings, they are still required to enter the start and stop times. In these cases, there may be a large number of dates and times turned in on training reports. Human Resources Department enters all hours spent in training into our system. *** Our agency includes the start and stop time on a training record form that is completed by the employee after completing all training. *** Our agency experienced this same issue a few years ago. We now use outlines for all trainings with a training sign in sheet. Both forms include the date and start and stop times, as well as the duration of the training. *** 460 IAC 6 is very specific concerning what training documentation needs to include. The standard is 460 IAC 6-15-2-b-8. It states the following: "A provider shall maintain in the provider’s office files for each employee or agent of the provider: Copies of the agenda for each training session, the date and time of each training session, the name of the person or persons conducting each training session and documentation of the employee’s or agent’s attendance at each training session signed by the employee and the trainer.” The times of the training are required, not the duration. *** Our agency utilizes an Individual Training Record From. It contains all of the information required by CARF and BQIS. We do ask for start and stop times, which is appropriate for traditional trainings. If the training is “independently done,” it is just noted as such and start and stop times are not required. *** Our agency utilizes a sign in sheet for all trainings. The employees are required to fill in the times of the training on the sign in sheet prior to submitting it. The documentation also includes an overview of the training and an evaluation. *** All of the training documentation at our agency includes the date, times and duration of the training, as well as employee signature. This information is a compilation of suggestions, ideas, and opinions shared by INARF Members in response to the featured question. This information should not be considered official interpretation or guidance of State or Federal Policy. Additionally, statements within this document do not necessarily reflect an official position or opinion of INARF.
Our agency added start and stop times on all of our training documents. For trainings that have specific intervals, such as orientation, we have the start and stop times that are scheduled for the class on there. We then have employees fill that out as part of their training document for any individual training. It is a bit cumbersome, but after they know it is a requirement, both the staff and supervisors know to follow up to ensure it is done. As a back-up, we have staff code training time separately in payroll so during the review process; it can be corrected if needed.
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Our agency utilizes a specific form to track trainings that includes the start and stop time and duration of the training. Trainings are completed with verification from management, employees do not complete trainings individually.
Our agency includes the start and stop times on the Training Report for all BQIS trainings. If the form is submitted to Human Resources without the times on it, it is rejected and has to be resubmitted. When employees complete “read and sign” trainings, they are still required to enter the start and stop times. In these cases, there may be a large number of dates and times turned in on training reports. Human Resources Department enters all hours spent in training into our system.
Our agency includes the start and stop time on a training record form that is completed by the employee after completing all training.
Our agency experienced this same issue a few years ago. We now use outlines for all trainings with a training sign in sheet. Both forms include the date and start and stop times, as well as the duration of the training.
460 IAC 6 is very specific concerning what training documentation needs to include. The standard is 460 IAC 6-15-2-b-8. It states the following: "A provider shall maintain in the provider’s office files for each employee or agent of the provider: Copies of the agenda for each training session, the date and time of each training session, the name of the person or persons conducting each training session and documentation of the employee’s or agent’s attendance at each training session signed by the employee and the trainer.” The times of the training are required, not the duration.
Our agency utilizes an Individual Training Record From. It contains all of the information required by CARF and BQIS. We do ask for start and stop times, which is appropriate for traditional trainings. If the training is “independently done,” it is just noted as such and start and stop times are not required.
Our agency utilizes a sign in sheet for all trainings. The employees are required to fill in the times of the training on the sign in sheet prior to submitting it. The documentation also includes an overview of the training and an evaluation.
All of the training documentation at our agency includes the date, times and duration of the training, as well as employee signature.