Health Facility Systems

Changes in License Renewal Date (October 15, 2021)

Letter Overview
(C1063 2011 O.S. § 1-874) A. Effective November 1, 2021, adult day care facility licenses will be renewed every three years. The total cost for an initial 180 day license is $75.00. For a license renewal, the total cost is $225.00. The renewal total = ($75.00) x (3 years).

Adult Day Care Act, 63 O.S. §§ 1-870 et seq.

Adult Day Care Center Rules, OAC 310:605

• Adult Day Care License Application, ODH Form 712
• Disclosure Statement of Owner, Lessee and Manager for a Long-Term Care Facility, ODH Form 953- B
• Detail Attachment to the Disclosure Statement, ODH Form 953-C
• Affirmation Attachment to the Disclosure Statement, ODH Form 953-D
• Staffing Projection and Professional Certification for a Nursing or Long-Term Care Facility, ODH Form 953-E
• Adult Day Care Renewal Application Checklist
• Affidavit of Lawful Presence by Person Making Application for a License, Permit or Certification, ODH Form 301
  • *Required for an applicant applying for a license as an individual.    
• Affidavit of Lawful Presence by Guardian of Person Making Application for a License, Permit or Certification, ODH Form 266
  • *Required for an applicant applying for a license as an individual.

Alzheimer's Disease Special Care Disclosure Act (63 O.S. Section 1-879.2a) (92K)

Alzheimer's Disease Special Care Disclosure Rules (OAC 310:673) (89K)

Alzheimer's Disease or Related Disorders Special Care Disclosure Form, ODH Form 613 (65K) (Revised 02/28/2020)

Nursing facilities may be licensed as a specialized facility. This means that they provide inpatient long-term care services on a twenty-four-hour basis to a limited category of persons requiring such services. There are less than five nursing facilities that are licensed as specialized facilities for the care of residents with Alzheimer's and related dementias. 

• Specialized Facilities for Individuals with Alzheimer's

Both assisted living facilities and nursing facilities must file a disclosure if they advertise, market, or otherwise promote their facility as providing care or treatment to persons with Alzheimer's disease, or related disorders in a special unit or under a special program. These are colloquially called memory care centers, but there is no legal definition for these facilities.  A memory care center may be in an assisted living center or a nursing home. It may be a portion of the facility or the entire facility.

Our facility directories identify those facilities that have submitted disclosures to offer care or treatment as a special care provider. You can find those directories here: Directory of Long Term Care Facilities. Below is table that provides a list of facilities with links to their submitted disclosure form.

Facilities with a * before their name have not submitted a current Alzheimer's Disease or Related Disorders Special Care Disclosure Form.

Facility Type Legend: ADC = Adult Day Care Center; ALF = Assisted Living Facility; NF = Nursing Facility; SNF = Skilled Nursing Facility; VA = Veterans Center; CC = Continuum of Care

For facilities needing to update their information, use this form (ODH Form 613).

Follow this link for Oklahoma's Inspection Reports. For five star ratings on nursing home inspection history, staffing, and quality measures follow this link to Nursing Home Compare. 

Oklahoma law at Title 63 O.S. § 1-1951(A)(3) requires that nurse aide training programs must include ten (10) hours of training in the care of Alzheimer’s patients.

The Code of Federal Regulations at 42 CFR 483.152(b)(5), and applicable to nursing and skilled nursing facilities, requires the curriculum of the nurse aide training program to include under care of cognitively impaired residents:

(i) Techniques for addressing the unique needs and behaviors of individual with dementia (Alzheimer's and others);

(ii) Communicating with cognitively impaired residents;

(iii) Understanding the behavior of cognitively impaired residents;

(iv) Appropriate responses to the behavior of cognitively impaired residents; and

(v) Methods of reducing the effects of cognitive impairments.

The Oklahoma Chapter of the Alzheimer's Association provided the following link for information on a variety of professional training programs options that reflect current evidence-based quality care practices outlined in the Alzheimer's Association's Dementia Care Practice Recommendations (link).

The council makes recommendations to the State Commissioner of Health regarding the disclosure form and rules promulgated pursuant to the Alzheimer’s, Dementia, and Other Forms of Dementia Special Care Disclosure Act.

• House Bill No. 1794
• Title 310. Oklahoma State Department of Health Chapter 673. Alzheimer's Disease Special Care Disclosure Rules

• ODH Form 613: Alzheimer's Disease or Related Disorders Special Care Disclosure Form
• Facilities who have filed ODH 613 with OSDH

Renewals
(63 O.S. § 1-1905) A. Effective November 1, 2021, assisted living and continuum of care facility licenses will be renewed every three years. Total Fee = (number of beds) x ($10.00) x (3 years).

Board of Health Action
The Board of Health in 1998 adopted rules for the licensure of continuum of care facilities and assisted living centers. The rules most recently amended were effective June 25, 2007.

Background
The Continuum of Care and Assisted Living Act, which became law on May 20, 1997, authorized two new types of health care or residential settings – the continuum of care facility and the assisted living center. The continuum of care facility is capable of providing more services than are available in a typical nursing facility. The assisted living center offers a level of services between current nursing facilities and residential care homes.

Consumer Choice
Care plans and room setting can be adjusted to meet each resident’s needs and capabilities. As people age, they might not have to move when they start to need more care or assistance. The Consumer can choose a facility that offers services to meet current and future needs for personal care or skilled nursing care. Instead of being limited to current residential or nursing facility designs, consumers will be able to choose a living arrangement that meets their expectations for independence and privacy.

Provider Flexibility
Existing residential care and nursing facility providers may continue operating under their current licenses or may step up to meet requirements for the new license types. Continuum of care facilities and assisted living centers can adapt care plans and physical plants to the types of residents they intend to serve. Residents might not have to be discharged based on short-term variations in their health status or ability to ambulate. Services can be integrated, allowing facilities and centers to compete in the changing healthcare market place. Assisted living center licensure will be available to fill the gap between residential and nursing care.

Title 310. Oklahoma State Department of Health Chapter 663. Continuum of Care and Assisted Living

Continuum of Care and Assisted Living Act Title 63 of the Oklahoma Statutes As amended in 2017

The Continuum of Care and Assisted Living rules, Oklahoma Administrative Code (OAC) 310:663, require facilities to report to the Department for review substantial changes to the information originally reported in the license application. Complete the Assisted Living Center or Continuum of Care Facility License Application (ODH Form 624), indicating the application is submitted as an “Amendment to current license or information reported.” Most frequently, this addresses changes in the facility administrator.         

OAC 310:  663-27-1:  Any substantial change in the information originally reported in the license application shall be submitted to the Department for review.

OAC 310: 663-27-2:  Within thirty (30) days after receipt, the Department shall approve or deny proposed changes or required filings.

The Assisted Living Center or Continuum of Care Facility licensure application packet consists of the following forms and attachments.

• Assisted Living Center or Continuum of Care Facility License application, ODH Form 624 (initial/establishment/amended)
• Assisted Living Center or Continuum of Care Renewal License application, ODH Form 624 R
• Disclosure Statement of Owner, Lessee and Manager for a Long-Term Care Facility, ODH Form 953-B
• Detail Attachment to the Disclosure Statement, ODH Form 953-C
• Affirmation Attachment to the Disclosure Statement, ODH Form 953-D
• Staffing Projection and Professional Certification For A Nursing Or Long-term Care Facility, ODH Form 953-E
• Schedule B Long Term Care Facilities Projected Budget of Revenues and Expenses
• Resident Needs Chart
• Alzheimer's Disease or Related Disorders Special Care Disclosure Form, ODH Form 613
• Affidavit of Lawful Presence by Person Making Application for a License, Permit or Certification, ODH Form 301
  • *Required for an applicant applying for a license as an individual.
• Affidavit of Lawful Presence by Guardian of Person Making Application for a License, Permit or Certification, ODH Form 266
  • *Required for an applicant applying for a license as an individual.

• List of Receivers
• Quarterly Nursing Home Ownership Report
  
• Quarterly Adult Day Care, Assisted Living, Continuum of Care, Residential Care Ownership Report
•  Long Term Care Facility Owners, Operators and Managers
  • NOTE: This last report is approximately 200 pages in length. To obtain a hard-copy of this report, contact Health Facility Systems.  The copy charge is 25-cents per page.

Effective July 1, 2016, nursing facility licenses will be renewed every three years. Total fee = (number of beds) x ($10.00) x (3 years). Your fee should accompany your form. Make checks payable to the Oklahoma State Department of Health.

Nursing Home Care Act with Long Term Care Security Act as amended in 2017  (Title 63 O.S. Section 1-1901 et seq.)

Chapter 675, Nursing and Specialized Facilities (OAC 310:675)

Note: The following files make up the License Application and its attachments.

• ODH Form 953-A, License Application For Nursing or Specialized Facility (1M)
  
• ODH Form 953-B, Disclosure Statement Of Owner, Lessee and Manager for a Long-Term Care Facility (1M)
• ODH Form 953-C, Detail Attachment To the Disclosure Statement (84K)
• ODH Form 953-D, Affirmation Attachment To the Disclosure Statement (72K)
• ODH Form 953-E, Staffing Projection And Professional Certification For A Nursing Or Long-term Care Facility (84K)
• ODH Form 613, Alzheimer's Disease or Related Disorders Special Care Disclosure
• ODH Form 661, Qualified Temporary Manager Application (64K)
• Nursing Facility Renewal Application Instructions Checklist

Note: The applicable form below is required for an applicant applying for a license as an individual.

ODH Form 266, Affidavit of Lawful Presence by Guardian of Person Making Application for a License, Permit or Certification (32K)

ODH Form 301, Affidavit of Lawful Presence by Person Making Application for a License, Permit or Certification (29K)

ODH Form 958, Notice of Change

ODH Form 953-F, Periodic Report for Suspended License for a Long-Term Care Facility (60K)

Long Term Care Certificate of Need Act 63 O.S., Section 1-850 et seq.

Certificate of Need Hearings OAC 310:4

Temporary Managers OAC 310:675-15

• Disclosure Statement ODH Form 614
• Standard Review ODH Form 615, Document 1 of 2 (fillable form)
• Schedule A&B ODH Form 615, Document 2 of 2
• Certificate of Need Application for Exemption of a Management Agreement ODH Form 812
• Certificate of Need Application for Exemption of Facility Replacement or Relocation ODH Form 371
• Certificate of Need Application for Review of Change of Ownership or Stock Transfer ODH Form 372
• Certificate of Need Application for Exemption of a Ten Bed or Ten Percent Expansion of Licensed Capacity ODH Form 372-B

Facility Acquisition ODH Form 618-N

Nursing Home Occupancy Reports

'The Notice', A Monthly Notice of Active Projects

Reports are electronically compiled from the “Quality of Care Report” facilities file with the Oklahoma Health Care Authority (OHCA). Any person interested in pursuing certificate of need approval for a bed expansion or a new nursing facility may request facility specific Quality of Care Reports.

The OHCA is implementing a database system for facilities to submit data electronically.  During this transition period, some facilities may not be utilizing this system yet.  Therefore, reports may be received from the OHCA in various formats. Copies of the monthly Quality of Care Reports may be requested from the OHCA at 405-522-7313.

They are also available upon request through the Oklahoma State Department of Health with receipt of payment for reproduction charges. The cost for hard copies is $0.25 per page.  A research fee of $25.00 per hour may apply in addition to the relative reproduction charge.  Copies of the electronic monthly reports are also available on a CD (compact disc) for $1.00 per disc, in addition to the applicable research fee.  Contact OSDH regarding availability and applicable reproduction and/or research fees. 

To request copies of the monthly Quality of Care Reports, you may contact the Health Resources Development Service via mail, phone or email. Please specify the month and year of the requested Quality of Care Report(s).

Mail:
123 Robert S. Kerr Ave., Suite 1702
Oklahoma City, OK 73102
Phone: 405-426-8175
Fax: 405-900-7571
E-mail: Click here to email

The data from the Quality of Care Reports received from the OHCA are compiled and published into the following occupancy reports by the Quality Improvement and Evaluation Service of the OSDH.  Each report is sorted by facility type, then county.  Any person interested in pursuing certificate of need approval for a bed expansion or a new nursing facility may rely on these occupancy statistics.

Click a year below to see the reports for that year.
 

Psychiatric and Chemical Dependency Facility Certificate of Need Act 63 O.S. Section 1-880.1 et seq. (24K)

Certificate of Need Hearings OAC 310:4 (129K)

• Disclosure Statement ODH Form 614 (49K)
• Standard Review ODH Form 615, Document 1 of 2 (216K)
• Schedule A & B ODH Form 615, Document 2 of 2
  • ODH Form 706 - Substance Abuse and Psychiatric Services Monthly Report.

• Facility Acquisition ODH Form 618-P (PDF)
• Facility Replacement ODH Form 617
• Decrease of beds or change in continuum of care for psychiatric or chemical dependency facility or unit, ODH Form 619 (9K)

Occupancy Reports for Psychiatric and Chemical Dependency Facilities
        For archive reports, click here.

'The Notice', A Monthly Notice of Active Projects

*There will not be a report for January or February 2016.  If you need information, please contact the Department. Our contact information is listed below.  

*The October 2019 report contains data from February 2019 through July 2019.

ODH Form 706 - Substance Abuse and Psychiatric Services Monthly Report.

Nursing Home Compare Tool

Nursing Home Compare has detailed information about every Medicare and Medicaid certified nursing homes in the country. You can search to find nursing homes based on a location and compare facility scores on a number of measures.

To see the license document that has the facility name, name of the operator, address, type of license, license number, number of beds and license expiration date, click here.

• E-mail: HealthResources@health.ok.gov
• Faxed to (405) 900-7571; or
• Call at (405) 426-8175

For best results, please provide the following information with your requests:

• Full name of facility
• Address and license number if known (i.e. 1005 SW OKC, NH5502)
• List documents and dates of records requesting (i.e. all license applications and correspondence for the last seven years.

Most of the Certificate of Need records for nursing facilities, specialized facilities for individuals with developmental disabilities clients, hospital-based skilled nursing units, psychiatric hospitals, psychiatric units and chemical dependency units have been scanned and are available in pdf format. These records include applications, supporting documents, and correspondence for the last seven years. Requests or inquiries for records can be:

• E-mail: HealthResources@health.ok.gov
• Faxed to (405) 900-7571; or
• Call at (405) 426-8175

For best results, please provide the following information with your requests:

• Full name of facility
• Address and license number if known (i.e. 1005 SW OKC, NH5502)
• List documents and dates of records requesting (i.e. the CN application, supporting documents, Investigative Report and Order for the current licensed operator of XYZ Nursing Home)

• Residential Care Act, Title 63 O.S. §§ 1-820 et seq.
  

• Residential Care Homes, OAC 310:680

NOTE: The attachments are required to complete the License Application.

• License Application for Residential Care Home, ODH Form 728
• Disclosure Statement of Owners, Lessee and Manager for a Long-Term Care Facility, ODH Form 953-B
  
• Detail Attachment To the Disclosure Statement, ODH Form 953-C
  
• Staffing Projection And Professional Certification For A Nursing Or Long-term Care Facility, ODH Form 953-E
• Residential Care Home Renewal Application Checklist

• Qualified Temporary Manager Application, ODH Form 661

For more information on residential homes that are certified for individuals with mental illness, please contact the Oklahoma Department of Mental Health and Substance Abuse Services. 

The applicable form below is required for an applicant applying for a license as an individual.

• Affidavit of Lawful Presence by Person Making Application for a License, Permit or Certification, ODH Form 301
• Affidavit of Lawful Presence by Guardian of Person Making Application for a License, Permit or Certification, ODH Form 266

The Health Facility Systems staff receives and processes applications for licenses, renewals, and amendments. 

The June 1, 2004 edition of "The Notice" was the last to be mass-mailed on paper by the Oklahoma State Department of Health. Section 8 of Enrolled House Bill 2723 [O.S. § 1-85731(B)] changed the distribution method for Certificate of Need status reports. The amended law requires posting the monthly notice to the Oklahoma State Department of Health Internet site. "The Notice" was mailed monthly in Oklahoma for more than 25 years. The change allows distributing the Certificate of Need project information in a less costly and more timely manner via the Internet. "The Notice is now distributed exclusively through the Oklahoma State Department of Health Internet site.