Agency Information Collection Activities: Submission for OMB Review; Public Comment Request; for the State Annual Long-Term Care Ombudsman Report (OMB Control Number 0985-0005)

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Published

October 31, 2024

Issuing agencies

Health and Human Services DepartmentCommunity Living Administration

Abstract

The Administration for Community Living (ACL) is announcing that the proposed collection of information listed above has been submitted to the Office of Management and Budget (OMB) for review and clearance as required under section 506(c)(2)(A) of the Paperwork Reduction Act of 1995. This 30-day notice collects comments on the information collection requirements related to the proposed new information collection requirements relating to the State Annual Long- Term Care Ombudsman Report (OMB Control Number 0985-0005).

Full Text

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<title>Federal Register, Volume 89 Issue 211 (Thursday, October 31, 2024)</title>
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[Federal Register Volume 89, Number 211 (Thursday, October 31, 2024)]
[Notices]
[Pages 86807-86809]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-25358]

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DEPARTMENT OF HEALTH AND HUMAN SERVICES

Administration for Community Living

Agency Information Collection Activities: Submission for OMB
Review; Public Comment Request; for the State Annual Long-Term Care
Ombudsman Report (OMB Control Number 0985-0005)

AGENCY: Administration for Community Living, HHS.

ACTION: Notice.

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SUMMARY: The Administration for Community Living (ACL) is announcing
that the proposed collection of information listed above has been
submitted to the Office of Management and Budget (OMB) for review and
clearance as required under section 506(c)(2)(A) of the Paperwork
Reduction Act of 1995. This 30-day notice collects comments on the
information collection requirements related to the proposed new
information collection requirements relating to the State Annual Long-
Term Care Ombudsman Report (OMB Control Number 0985-0005).

DATES: Comments on the collection of information must be submitted
electronically by 11:59 p.m. (ET) or postmarked. December 2, 2024.

ADDRESSES: Submit written comments and recommendations for the proposed
information collection within 30 days of publication of this notice to
<a href="http://www.reginfo.gov/public/do/PRAMain">www.reginfo.gov/public/do/PRAMain</a>.
Find the information collection by selecting ``Currently under 30-
day Review--Open for Public Comments'' or by using the search function.
By mail to the Office of Information and Regulatory Affairs, OMB, New
Executive Office Bldg., 725 17th St. NW, Rm. 10235, Washington, DC
20503, Attention: OMB Desk Officer for ACL.

FOR FURTHER INFORMATION CONTACT: Beverly Laubert,
<a href="/cdn-cgi/l/email-protection#1052756675627c693e5c7165727562645071737c3e7878633e777f66"><span class="__cf_email__" data-cfemail="de9cbba8bbacb2a7f092bfabbcbbacaa9ebfbdb2f0b6b6adf0b9b1a8">[email&#160;protected]</span></a>, (202) 795-7364.

SUPPLEMENTARY INFORMATION: In compliance with 44 U.S.C. 3507, ACL has
submitted the following proposed collection of information to OMB for
review and clearance. The State Annual

[[Page 86808]]

Long-Term Care Ombudsman Report is needed to comply with Administration
for Community Living/Administration on Aging reporting requirements in
the Older Americans Act (OAA); and 45 CFR 1324.21(b) (1) and (b)(2)(v).
The Long-Term Care Ombudsman Report is used to measure the services and
strategies that are provided to assist residents in the protection of
their health, safety, welfare, or rights; advocate at the state and
federal levels for changes needed to improve the quality of life and
care in long-term care facilities; and effectively manage the Long-Term
Care Ombudsman Program at the state and federal level. The National
Ombudsman Reporting System (NORS) was developed in response to these
needs and directives. Section 712(c) of the OAA requires the state
agency to establish a statewide uniform reporting system to:
(1) Collect and analyze data relating to resident complaints and
conditions in long-term care facilities for the purpose of identifying
and resolving significant problems.
and
(2) Submit the data on a regular basis to the state licensing/
certifying agency, other state and federal entities that the Ombudsman
determines to be appropriate, the Assistant Secretary for Aging, and
the National Long-Term Care Ombudsman Resource Center.

Comments in Response to the 60-Day Federal Register Notice

In accordance with 5 CFR 1320.8(d), ACL published a 60-day Notice
in the Federal Register on August 6, 2024, at 89 FR 63955-63956.
Please see public comments received during the 60-day notice and
ACLs response to comments listed below.
ACL received comments from individuals and groups including the
National Association of State Ombudsman Programs (NASOP); the National
Association of Local Long-Term Care Ombudsmen (NALLTCO), the California
Long-Term Care Ombudsman Association (CLTCOA), National Ombudsman
Resource Center (NORC), and a gerontologist/researcher.
Commenters who addressed the utility of the data and burden
estimates supported the continuation of the NORS collection. NALLTCO
recommended that ACL conduct a future study of the documentation burden
on local long-term care Ombudsmen.
NASOP recommended that changes in data elements be undertaken with
ample time to adjust state systems and receive training before
implementation, with a request for ACL grant funding for implementation
costs. Both recommendations were deferred for future consideration if
funding is available. Regarding recommendations specific to adding or
removing data elements, ACL opts to hold those suggestions for future
revision after further consideration and analysis of impact of the
changes; including the impact on State Ombudsman programs that would
need to change their data collection systems. Comments that ACL
accepted were changes to instructions and examples and reporting tips
for clarity.
Most of the comments were requests to modify instructional examples
and reporting tips. Some of the recommendations indicated
misunderstandings that can be resolved with technical assistance, the
below nine comments/recommendations were accepted.
Comment 1: One respondent requested clarification on how to code
complaint disposition when a resident dies before an outcome of the
complaint has been obtained.
Response 1: Reporting tips were changed to instruct the Ombudsman
to report such instances as withdrawn when there is not a resident
representative to determine resolution.
Comment 2: One respondent requested revision to complaint type
F01--Accidents and falls to update language from describing a resident
who self-propels to a resident who uses a wheelchair independently.
Response 2: The example was updated accordingly.
Comment 3, 4: Two respondents recommended changing how volunteer
representatives are counted to include all volunteers who were
representatives during the reporting year. Current instructions are to
count volunteers as the number on September 30 of the fiscal year.
Response 3,4: The description was updated to ensure that all
volunteer representatives are counted.
Comment 5: One respondent requested that ACL allow newsletters and
other forms of media to be counted as community education.
Response 5: As use of social media and other electronic means of
imparting information has increased, community education activities are
under-reported within current instructions. A revision to the
instructions was made to accommodate the request.
Comment 6, 7: Two respondents recommended a change to the
description of complaint type I03--Supplies, storage, and furnishings
to include facility failure to properly store hazardous chemicals and
other hazards.
Response 6, 7: I03 is a complaint type about shortage of supplies.
Instead, the examples and reporting tips for I01--Environment were
revised to accommodate the comments.
Comment 8: One respondent suggested modifying the description of
program activity elements S64 and S65--Resident council participation
to include instances of training to resident groups that might not be
formal resident councils.
Response 8: The modification was made to accommodate the
suggestion. A corresponding change was made to S66 and S67--Family
council participation.
Comment 9: One respondent requested that ACL remove the requirement
to report expenditures in NORS or, in the alternative, specify that
expenditures be reported as obligated.
Response 9: ACL has worked to reconcile multiple means of financial
reporting. The NORS requirement will not be removed because NORS is the
source of publicly reported information about Ombudsman program
resources. However, the examples and reporting tips were modified to
instruct states to report using consistent accounting methods.
ACL received the following comments and did not accept them for
inclusion in NORS.
Comment: One respondent recommended including ``fear'' of
retaliation in the complaint type where retaliation is reported and
adding a complaint code for theft of medications.
Response: Because such problems can be captured within existing
complaint codes, it is not necessary to add to the collection.
Comment: One respondent suggested adding to the definition of
complainant to capture referrals from legislators.
Response: ACL will provide technical assistance about reporting
entities that make referrals, which is different from complainants.
Comment: Two respondents suggested removing the verification data
element because Ombudsman programs work to resolve all problems
expressed by residents.
Response: Verification is key to the purpose of investigation and
ACL will provide technical assistance if needed to supplement training
provided by the NORC.
Comment: One respondent suggested changing language from
``perpetrator'' to ``aggressor'' when a complaint involves a resident
living with dementia.
Response: In the example described in the comment, the use of the
abuse complaint type could be incorrect; ACL and NORC will provide
technical assistance on how to code complaints to

[[Page 86809]]

reflect resident experience rather than changing a term that is
commonly used in abuse investigations by other entities.
Comment: Three respondents recommended modification to the
psychological abuse complaint code to include social media posts and
posting of photographs.
Response: The current reporting tips include oral, written, or
gestured language and are sufficient to include social media posts.
Photos are also included in the reporting tips.
Comment: Three respondents recommended adding language to complaint
types in the category of autonomy, choice, and rights to address
emergence of artificial intelligence to monitor residents.
Response: This issue requires further review and will be considered
for future revisions.
Comment: One respondent suggested adding a reporting tip to
complaint type F10- Rehabilitation services to instruct Ombudsmen how
to report contractures as gross neglect.
Response: Further review is needed, and this suggestion will be
considered for future revisions.
Comment: One respondent recommended that instruction be added to
select staffing as a secondary complaint and to broaden the definition
of staffing.
Response: The use of secondary complaint codes when a resident or
complainant has not expressed staffing as a complaint would be a
significant change in practice with potential unintended consequences.
This requires further review and may be considered in future revisions.
The existing definition of J03--Staffing is sufficiently inclusive of
staffing vacancies.
Comment: Two respondents recommended adding language to the
definition and examples for complaint type L01--Resident representative
or family conflict to include other visitors with different types of
relationships.
Response: The complaint type as currently defined is specific to
the nature of the relationships of family members and individuals that
residents choose to be their representative; adding others could dilute
the meaning of the data element.
Comment: Two respondents requested the addition of a new complaint
type for reporting resident-to-resident altercations that are not
willful abuse.
Response: ACL is not adding or removing data elements with this
renewal but will consider this recommendation in the future after
analysis of impact and alternatives within the existing collection.
Comment: Three respondents recommended adding a new category of
complaints and individual complaint types about discrimination.
Response: ACL is not adding or removing elements but will seek
additional input and consider this change in the future after analysis
of impact.
Comment: Two respondents suggested adding a new complaint category
to allow for short-term collection of data for a special purpose.
Response: ACL is not adding or removing elements with this renewal
but will consider the recommendation after analysis of impact and
alternatives.
Comment: One respondent asserted that complaint/case terminology in
data elements S01-S06 is confusing.
Response: The data elements are text fields and provide flexibility
for the State Ombudsman to describe complaints as they determine best.
Technical assistance will be provided.
Comment: One respondent requested clarification about reporting
hours donated by volunteers when the volunteer receives travel
reimbursement.
Response: The Older Americans Act allows for reimbursement and
travel is included in the current examples and reporting tips.
Comment: One respondent requested clarification about removal or
remediation of conflicts of interest.
Response: How conflicts of interest are addressed is a matter of
rule (45 CFR 1324.21(b)) implementation and technical assistance will
be provided as part of broader regulatory guidance.
Comment: One respondent suggested the addition of a code for a
specific type of expenditure.
Response: ACL is not adding or removing data elements with this
revision of NORS but will consider this change in the future.
Comment: One respondent suggested clarification of local funds
expended.
Response: The instruction is written as intended and technical
assistance will be provided.
Comment: Four respondents recommended changes to routine access
visitation reporting.
Response: Routine access visits as defined are an important measure
of resident access to their advocate separate from visits to handle
complaints, as well as a measure of the impact of program funding. ACL
will explore this request further and consider a change in the future;
data elements are not being changed in this revision.
Comment: Three respondents commented that instructions are vague
about how to report the number of facilities and that closures have an
impact on how routine access visits are measured on a quarterly basis.
Response: The examples and tips are specific that the count of
facilities is as of the last day of the federal fiscal year. Routine
access is based upon the count of facilities as of the last day of the
fiscal year. The data element is defined as intended, routine access
does not include facilities that open after the first quarter or close
before the fourth quarter of the fiscal year. Technical assistance will
be provided.
Comment: One respondent requested a new data element for reporting
facility closures.
Response: At this time ACL is not adding or removing elements but
will consider this change in the future after analysis of impact and
alternatives.
Comment: Two respondents requested new Ombudsman program staffing
data elements--statewide turnover rates, years of experience of
Ombudsman representatives, and the staff-to-bed ratio of staff.
Response: At this time ACL is not adding or removing elements but
will consider this change in the future after analysis of potential
methods of collection.

Estimated Program Burden

ACL estimates the burden of this collection of information as
follows:
Fifty-two grantees report to ACL using NORS.

a. Number of respondents--52
b. Frequency of response--1
c. Total annual responses--52
d. Hours per response--214
e. Total burden hours--11,153

Dated: October 28, 2024.
Maura Calsyn,
Principal Deputy Administrator for the Administration for Community
Living, performing the delegable duties of the Administrator and the
Assistant Secretary for Aging.
[FR Doc. 2024-25358 Filed 10-30-24; 8:45 am]
BILLING CODE 4154-01-P

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