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Every healthcare facility licensed under IC 16-28 is required to report their actual bed census on January 1 and July 1 of each year. This information was required as part of Public Law 257 (2015) and continued in Public Law 217 (2017).
This requirement has been in place since July 2015. The ISDH prepares a bed census report twice a year based on the January 1 and July 1 bed census data. Statute requires the bed census data to be used to determine occupancy rates for each county in determining eligibility for licensing. The ISDH uses this data to respond to legislative questions about long term care capacity as well as need assessments. This data is also important for disaster preparedness in being able to quickly identify counties and facilities with available beds. Past bed occupancy reports are available online at http://www.in.gov/isdh/26640.htm.
The ISDH has established an online process for reporting the bed census data. The reporting will be through the online ISDH Gateway System. This is the same system that is currently used by facilities for obtaining surveys and reporting incidents. The facility administrator or designee must go online and log in to the system. The facility administrator will select the "Survey Report System" heading and then "Bed Census" for the facility. Attached is a description with screen shots of how to access the reporting tool.
The ISDH must obtain January 1 census reports from every facility by January 15 of each year. The ISDH must obtain July 1 census reports from every facility by July 15 of each year. The facility census report must be for the facility's census on January 1 and July 1. The ISDH can only calculate rates if it has data for every facility. If a facility fails to report its data, the ISDH will be contacting or visiting the facility to obtain the data. Once the ISDH has the data for all facilities, the ISDH will compile and publish a bed occupancy report for the given time period. The ISDH will continue to confirm census data during surveys.
The ISDH is also working on a variety of legislative reports and committees that are reviewing health care services and capacity. In order to provide that information, the ISDH is also requiring residential care facilities to provide bed census data for the January 1 and July 1 time periods.
Bed Census Reporting
Facility Bed Census Reporting Instructions
Frequently Asked Questions
1. What beds should be included in the bed census report?
ANSWER: The ISDH is requiring bed occupancy data to be submitted by both comprehensive care facilities (nursing homes) and residential care facilities (licensed assisted living facilities). Census data for all licensed comprehensive and residential beds in the facility should be reported.
2. Does the bed census tracking apply to assisted living facilities who participate in the Waiver and Money Follows the Person programs?
ANSWER: The Waiver and Money Follows the Person programs require the facility to be licensed as a residential care facility. A facility in those programs would be required to submit bed census data.
3. Should “bed holds” be counted in the bed census report as an occupied bed?
ANSWER: Yes. A “bed hold” is when a facility is reimbursed to maintain that bed for a resident while the resident is out of the facility. A bed that is being held pursuant to bed hold requirements is considered to be occupied by a resident and should be counted as occupied in the bed census. If a facility is voluntarily holding a bed for a resident but is not required to do so by bed hold requirements, the bed does not count as an occupied bed.
4. Should the beds in an Alzheimer or Ventilator unit be excluded from the bed census reporting and counted only on the separate Alzheimer’s and ventilator bed tracking reporting?
ANSWER: No. Alzheimer or Ventilator unit beds should be included in the bed census reporting. The bed census report is intended to include all licensed beds, both comprehensive and residential, in the facility including special units such as an Alzheimer’s or ventilator unit.
NOTE: The sections for reporting Alzheimer’s and ventilator unit beds has been removed. The information specific to Special Care Units (such as Alzheimer’s or ventilator units) will be obtained on the CMS -671 during the annual surveys.)
5. Do facilities still need to submit Bed Census data for the last day of each month?
ANSWER: The new legislative requirement requires the ISDH to determine bed occupancy rates January 1 and July 1. To eliminate confusion and reduce reporting requirements, the bed tracking reporting (to include the bed census, Alzheimer’s beds, and ventilator bed tracing reports) will be changed to twice a year. Census reports for January 1 will be due by January 15. Census reports for July 1 will be due by July 15. You will not need to report monthly.
6. Should the facility report personnel changes along with bed census reporting?
ANSWER: Facilities are required to report key personnel changes. Those changes should be reported as the changes occur. The Gateway System’s Personnel Tracking System is used to submit personnel changes. When submitting bed tracking reports, it is a good idea to review your personnel tracking data to ensure its accuracy.
7. Facilities occasionally agree with a resident to convert a multi-bed room to a private room. If a facility has converted a room to a private room, should the converted bed be counted as occupied?
ANSWER: No. The bed census reporting is based on licensed beds. A resident can only be assigned to one licensed bed. If a room with two licensed beds is converted into a one-bed room, but continues to license both beds, only one bed is counted as occupied in the bed census report.
