You're receiving this email because of your relationship with the Office of Inspector General, Division of Health Care. Thank you for your continued commitment to serving the citizens of our Commonwealth!

Cabinet for Health and Family Services

Office of Inspector General

Division of Health Care

Important ePOC Account Reminders

• It is recommended you login to your ePOC account every 30-40 days to ensure your account remains active by navigating to the ‘Survey List’ screen.
• After 60 days of inactivity the User ID is disabled.  
• After 90 days of inactivity the User ID is deleted, and you will have to register again to get a new User ID.
• Up to four (4) user accounts are permitted so backups are highly recommended.

Weather Events in Kentucky, 2025: A Year of Extremes

Kentucky has experienced a dramatic array of weather events in 2025, showcasing the state's vulnerability to severe weather patterns. From historic tornado outbreaks to significant flooding, the year has been marked by challenges and resilience.

Tornado Outbreaks

The year began with a historic tornado outbreak on April 2, 2025, producing 23 tornadoes in a single event—a record-breaking occurrence for the National Weather Service Paducah office. Earlier in March, severe thunderstorms on the night of March 14 led to 14 tornadoes, including six EF-3 tornadoes. These storms caused widespread damage, including uprooted trees, destroyed homes, and damaged infrastructure, particularly in Owensboro.

Flooding Events

April also brought significant rainfall and flooding to the Lower Ohio Valley. The flooding impacted numerous communities, leading to road closures and evacuations. The National Weather Service emphasized the importance of emergency preparedness during these events, highlighting the need for multiple ways to receive weather alerts.

Community Response

Kentucky's Severe Weather Awareness Week in March served as a reminder of the importance of being "Weather Ready" for all types of hazards, including tornadoes, thunderstorms, hail, and flooding. The community's resilience and preparedness have been crucial in mitigating the impacts of these extreme weather events.

Facility Requirements

Facilities have requirements when it comes to emergency preparedness and they are reviewed when the facility has a recertification survey. The requirements ensure that facilities have a plan in place to provide food, water, and pharmaceutical supplies along with items like temperature control, alternate energy, and emergency lighting. The LTC facility must conduct exercises to test the emergency plan at least annually, including unannounced staff drills using the emergency procedures. The LTC facility must do all of the following:

(i) Participate in a full-scale exercise that is community-based or, when a community-based exercise is not accessible, an individual, facility-based. If the LTC facility experiences an actual natural or man-made emergency that requires activation of the emergency plan, the LTC facility is exempt from engaging in a community-based or individual, facility-based full-scale exercise for 1 year following the onset of the actual event.

(ii) Conduct an additional exercise that may include, but is not limited to the following:

(A) A second full-scale exercise that is community-based or individual, facility-based.

(B) A tabletop exercise that includes a group discussion led by a facilitator, using a narrated, clinically-relevant emergency scenario, and a set of problem statements, directed messages, or prepared questions designed to challenge an emergency plan.

(iii) Analyze the LTC facility's response to and maintain documentation of all drills, tabletop exercises, and emergency events, and revise the LTC facility's emergency plan, as needed. The drills ensure the facilities are well prepared for emergency situations and have their staffed properly trained to deal with such a disaster.

As the year progresses, Kentuckians continue to adapt to the challenges posed by severe weather, demonstrating strength and unity in the face of adversity. The events of 2025 serve as a stark reminder of the importance of emergency preparedness and community support in navigating the unpredictable forces of nature.

If your facility experiences tornado damage, fire, flooding, or another significant event, please contact your regional OIG office once your residents/patients/clients are safe. This will help ensure correct and timely information is reported to the Centers for Medicare and Medicaid Services.

NHSN Long-Term Care Annual Facility Survey 2024

The 2024 Long-Term Care (LTC) Annual Facility Survey is currently open in the National Healthcare Safety Network (NHSN), and your participation is vital. Originally due by March 1, 2025, the survey remains accessible, offering facilities an opportunity to contribute valuable data that drives improvements in infection prevention, antibiotic stewardship, and overall resident care.

Why Your Participation Matters?

Completing the survey enables your facility to:

• Enhance Infection Prevention and Control: Identify areas needing additional support to strengthen infection prevention strategies.
• Advance Antibiotic Stewardship: Provide insights into resources required to implement or improve antibiotic stewardship programs, ensuring resident safety & high-quality care.
• Improve Resident Care Services: Collect key information about resident populations and specific care services your facility offers, aiding in tailoring future healthcare initiatives.

Facilities that complete the annual survey help drive significant improvements within the NHSN

surveillance system, enabling the development of targeted resources, surveillance guidance, and meaningful performance comparisons among Long-Term Care Facilities.

Act Now

If your facility has not yet completed the 2024 survey, we strongly encourage you to do so promptly. Your input is invaluable in shaping the future of long-term care and ensuring the highest standards of safety and quality for all residents.

Need Assistance?



For questions or assistance, please contact:

NHSN Help Desk: nhsn@cdc.gov

Cody Rocha, KY NHSN Lead: cody.rocha@ky.gov

Thank you for your unwavering dedication to enhancing long-term care quality and resident safety.

Draft MDS 3.0 RAI User’s Manual version 1.20.1

The draft Minimum Data Set (MDS) 3.0 Resident Assessment Instrument (RAI) User’s Manual version (v)1.20.1 is now available in the Downloads section on the Minimum Data Set (MDS) 3.0 Resident Assessment Instrument (RAI) Manual page. The MDS 3.0 RAI User’s Manual v1.20.1 will be effective beginning October 1, 2025.

Join the

movement in 2025!

We're excited to launch the next phase of the UK Bingocize^® project and are looking for skilled nursing facilities to partner with us. Bingocize combines movement, social interaction, and bingo to improve health outcomes for older adults, reduce isolation, and boost well-being—while having fun!

Check out our Facebook here.

Facilities interested in joining can reach out directly to Kylee Pipgrass at kylee.pipgrass@uky.edu

or

Download the Letter of Support to send and join.

Learn More & Register at https://form.jotform.com/243465405832154

Free Training for Nursing Facility Staff

The Center of Excellence for Behavioral Health in Nursing Facilities (COE-NF) was established by the Substance Abuse and Mental Health Services Administration (SAMHSA) and the Centers for Medicare and Medicaid Services (CMS). It provides mental health and substance use training, customized technical assistance and resources to certified Medicare and Medicaid nursing facility staff who care for residents with a variety of behavioral health conditions at absolutely no cost.

Check out resources today!

www.nursinghomebehavioralhealth.org

Division of Health Care Contact Information

Central Office

Carrie Storms, Director

Kevin Byrd, Assistant Director

Marissia Izlar, Assistant Director

Andrea Willhite, Assistant Director

275 E. Main St., 5E-A Frankfort, KY 40621

Phone: 502-564-7963

Fax: 502-564-6546

Western Enforcement Branch

Terri Gipson, Regional Program Manager

Samuel Ellsworth, Human Services Program Branch Manager

901 B South Main Street, Hopkinsville, KY 42240

Phone: 270-889-6052

Fax: 270-889-6089

Northern Enforcement Branch

Chuck Ballou, Regional Program Manager

Carmen Ferguson, Human Services Program Branch Manager

L & N Building 10-W, 908 W. Broadway, Louisville, KY 40203

Phone: 502-595-4958

Fax: 502-595-4540

Southern Enforcement Branch

Phyllis Monhollen, Regional Program Manager

Casey Shelley, Human Services Program Branch Manager

116 Commerce Ave., London, KY 40744

Phone: 606-330-2030

Fax: 606-330-2054

Eastern Enforcement Branch

Gae Vanlandingham, Regional Program Manager

Will Hendrickson, Human Services Program Branch Manager

455 Park Place, Suite 120A, Lexington, KY 40511

Phone: 859-246-2301

Fax: 859-246-2307

Kentucky's Top 10 Citations

for Nursing Homes

Health Care

Life Safety Code

Emergency Preparedness

Informal Appeal of Survey Findings

Every Long Term Care provider has the right to both an informal and formal appeal process following receipt of a completed Form CMS-2567. There are two informal appeal processes: Informal Dispute Resolution (IDR) and Independent IDR (IIDR).

Interested in Serving on an IDR Panel?

Kentucky requires one member of the IDR panel to be "a person currently engaged in the provision of Long Term Care services who has no affiliation with the provider disputing a deficiency." Typically, a Long Term Care Administrator is on each IDR panel. There is no payment or travel reimbursement for an Administrator serving on a panel. Administrators will be rotated. If a Long Term Care Administrator is interested in serving on a panel, a confidentiality statement must be signed prior to the participation in the first IDR panel.

Please complete the Confidentiality Agreement and submit via email, fax, or mail to:

All certified nursing facilities are required to sign up for ePOC. Please be diligent about keeping your account and password up to date. All correspondence is handled in the ePOC system, including the plan of correction. Furthermore, if there is a change in administrator, it is incumbent upon the facility to update the system.

Click here for the CMS security rules.

If your facility is not yet signed up, see the Account Setup instructions.

Not sure if your facility has any ePOC accounts, or have other questions? E-mail ePOC.Support@ky.gov or contact Zakary Carter, ASPEN Coordinator, at Zakary.Carter@ky.gov.



Have you notified your residents?

Click the link below for the contact list for various agencies:

REQUIRED Agency Contact Information for Residents of LTC Facilities

Which Branch is Serving You? 

To provide the highest level of service, the Division of Health Care operates through four regional offices. Knowing the appropriate Branch to contact with questions and concerns will ensure you receive maximum service in minimum time. Review links below for detailed information.

Regional Map

Contact Information

CMS Survey and Certification memoranda, guidance, clarifications and instructions to State Survey Agencies and CMS Regional Offices.

Policy and Memos 

Transfer/Discharge Hearing Appeals

Please submit your requests for transfer/discharge hearing appeals to Secretary Eric C. Friedlander, Cabinet for Health and Family Services, by emailing:

ITD.APP@ky.gov  

LTC Facility Self-Reported

Incidents & Complaints

Email addresses were established for communications regarding LTC Facility Self-Reported Incidents and for use by residents and the general public to report possible violations of regulatory requirements. Click Here for the email addresses and additional contact information. 

Quality, Safety & Education Portal

CMS's QSEP provides the full curriculum of surveyor training and guidance on health care facility regulations. All training is available on-demand on a top-notch self-service portal. 24/7 access means you have the freedom to learn what you want, where you want, when you want.



Employment Opportunities 

To search and apply for positions within the Office of Inspector General, please visit the Kentucky Personnel Cabinet's web page by clicking below.

Cabinet for Health and Family Services

Office of Inspector General

Division of Health Care 

DHC Leadership Team:

Tricia Steward

Acting Inspector General

Carrie Storms

Director

Robert Kevin Byrd

Assistant Director

Marissia Izlar

Assistant Director

Andrea Willhite

Assistant Director

The Office of Inspector General is the regulatory and licensing agency for all health care, day care, and long-term care facilities and child adoption/child-placing agencies in the commonwealth.

If you would like more information, please visit our website. 

If you have an idea for a future article, please contact Melissa Richard.

Commonwealth of Kentucky | Office of Inspector General | 275 East Main St., Frankfort, KY 40621