audit — document 1 of 2

Findings, for approval

A New Jersey home- and community-based care agency · from the working session with the owner

Scope confirmation · delivered three days after the initial interview · the client approves what moves into the audit

The finding

Getting a week’s paperwork in, corrected, official, and filed takes most of the office’s week.

• about 70 documentation packets a week, from 45 caregiverstime · activities · care notes · mileage · signatures
• a week’s packets are fully filed 8 days after the week they document
• $5,000 a month for a forms platform that cannot produce the official state-format form
• the owner’s stated requirement: own the workflow, end the dependency

Processes proposed for audit

Process	Who touches it	Cost today — agency's estimates
1 · The weekly documentation cycle — worker entry to reviewed, official, filed	all 45 DSPs, office coordinator, office manager	20–25 office h/week + $5,000/mo platform, × every week
2 · New-hire & annual training paperwork	office coordinator	~8 h/month, spiking at annual renewals
3 · State-review preparation	coordinator + office manager	~3 days per review, twice a year

Recommendation

Audit process 1 first — it runs every single week, it carries the platform cost, and it is where the chasing, re-typing, and correction time concentrates.

Process 3 shrinks as a side effect — organized filing is what review preparation is made of. Processes 2 and 3 stay on the list; they are not audited unless approved, now or later.

Scope — the owner's choice

Needed for the deep dive

• three short sessionsone hour with the office coordinator · one hour with the office manager · forty-five minutes with one senior DSP
• read access to the systemsthe last four weeks of submissions in the forms platform · the pay and billing spreadsheets · the SharePoint filing tree
• every version of the official form in circulation

Not needed: participant identities or the contents of care notes — only where documentation sits and how it moves.

Decision recordedApproved — process 1. Scope: targeted.