VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Colonial Manor
8679 Pocahontas Trail
Williamsburg, VA 23185
(757) 476-6721

Current Inspector: Willie Barnes (757) 439-6815

Inspection Date: Dec. 15, 2021 , Dec. 22, 2021 , Feb. 2, 2022 , Feb. 8, 2022 and Feb. 17, 2022

Complaint Related: Yes

Areas Reviewed:

22VAC40-73 ADMINISTRATION AND ADMINISTRATIVE SERVICES

Comments:

An unannounced complaint inspection was conducted on 12-15-21 regarding an allegation of residents not receiving personal fund resources from stimulus income. The evidence gathered during the investigation supported the non-compliance with standards or law, and violations were issued. Any violations not related to the complaint but identified during the course of the investigation can be found on the violation notice. Please complete the columns for "description of action to be taken" and "date to be corrected" for each violation cited on the violation notice, and then return a signed and dated copy to the licensing office within 10 calendars of receipt. If you have any questions, contact the licensing inspector at (757) 439-6815. Plan of correction is due by 3-1-2022

Violations:

Standard #:	22VAC40-73-80
Complaint related:	Yes
Description:	Based on documents reviewed, staff, resident and collateral interviews, the facility failed to ensure it maintain accounting of money received and disbursed by the facility that shows a current balance. The written accounting of the funds shall be made available to the resident at least quarterly and upon request, and a copy shall be placed in the resident?s record. Evidence: 1. On 12-15-21 during interview with resident #1 and #3, it was reported that staff #1 had a debit card for the residents. Residents stated not knowing how much money on card. 2. On 12-15-21 during interview with staff #1, staff provided two debit cards to the inspectors and stated resident?s need for a pin number. Staff also stated not knowing how to access the account when asked the amount of funds in the account and on the debit cards for resident #1 and #3. Staff stated staff #1 was the only one with access to the account that contained the resources for the resident #1 and #3?s debit account. 3. On 12-15-21, documents of residents account information was requested and documents were received on 12-22-21. Documents received did not include resident?s personal fund accounting information requested. Resident?s delegation statement for the facility to assist the resident in management of personal funds was received. 4. On 2-8-22- request for personal fund statements requested again from staff #1 and email sent again with specific requested documents. 5. Staff #2 faxed documents to office on 2-11-22. Documents reviewed did not provide detailed account of resident #1 and #3?s personal spending fund, it did not provide documentation of resident?s money deposited, dispersed and remaining balance. Resident #1 and #3 signed delegation statement documented the facility would provide personal spending check monthly and resident would sign monthly for each check. 6. On 2-17-22 during exit meeting with staff #1, staff acknowledged the accounting statement provided to resident #1 and #3 regarding personal spending funds did not meet the requirements of the personal delegation statement and did not meet the requirements of the regulations.
Plan of Correction:	Colonial Manor has changed the system of collecting and distributing funds under the Representative payee as follows: 1. No cash disbursement will be allowed. 2. A Bank Account was created to receive and distribute the funds without the exchange of cash amount with employees and Residents. 3. A Direct Deposit is being established an automatic distribution will be done. In this manner all transactions will be reflected on the Bank Statement. 4. A cash flow card was issue for each Resident. The card will be in the possession of the Assistant Administrator, who will give the card or receive upon use by the Resident A ledger of signature for control will be established. 5. Any expenses that the Resident made will be reflected on the Bank Statement.