Dear Provider Letters are notices sent from the Aging and Long-Term Support Administration regarding updates for AFH providers about policies, WAC changes, best practice guidance, and more. Get information on important new Dear Provider Letters published in October below.
Resident Rosters, Stop Placement Orders
Residential Care Services (RCS) issued communications related to updates to the Dear Provider Letter (DPL) dated 2/18/26, titled “Amendments to Chapter 388-76 WAC, Chapter 388-78A WAC, Chapter 388-97 WAC, Chapter 388-107 WAC- Disaster Preparedness.”
The Department clarified that Adult Family Homes (AFHs) are only responsible for two of the four items listed in the DPL:
1. Create and regularly maintain a resident roster and complete contact information and respond to requests from the long-term care ombuds within specified time frames.
2. Post stop placement orders in a conspicuous place.
The remaining two items are information only and apply to changes made in the WAC language and are not AFH requirements. DSHS has been notified and the amended DPL will go out ASAP this week.
What this means for you…
1. Create and maintain a resident roster. A template is available from the Adult Family Home Council.
2. If you receive a Stop Placement Order as an enforcement remedy from the Department (DSHS), you are required to post this notice in an area where it is easily visible to anyone in the home. A good place to consider posting would be along with the Complaint Resolution Unit (CRU) and Disability Rights of WA (DRW) poster information. Read the letter here
Covid-19 Testing Considerations
Homes have the ability to choose whether to screen a resident for COVID-19 when coming into the home, either as a new admission, or following an inpatient stay. Screening is not mandatory, but homes may wish to complete screening based on their Infection Prevention and Control Policy and/or the medical complexity of the individuals residing in the home.
What this means for you…
It’s important for providers to know that not all tests are effective at identifying COVID in asymptomatic people. Other tests allow for testing in asymptomatic people but require a series of tests to definitively confirm a negative result. Each manufacturer would include instructions for use. Keep this information in mind when selecting the correct test for the situation. Read the letter here
Proposed changes to incident reporting
The Department is proposing changes to incident reporting to include medication errors when they meet specific criteria. This DPL is to notify Adult Family Homes, Assisted Living Facilities, and Enhanced Services Facilities of this proposed change.
What this means for you…
If you are concerned about what this change means, the department is holding an interested parties meeting on this topic. Look for the next one coming in early March 2026. Read the letter here
Office of Legal Aid phone number added to WAC
The Department filed an amendment to add the phone number for the Office of Legal Aid to WAC 388-76-10506
What this means for you…
This resource is available to Medicaid residents who receive a Notice of Transfer and Discharge. Be sure if issuing a Notice of Transfer and Discharge that you use the form updated 01/2026. Here is the link to the form:
Title: Requests for Resident Records from the Office of Legal Aid
Notification to Providers that an “Authorization for Communication and Release of Resident Records” has been developed for when the Office of Legal Aid requests information. Having a signed release prior to providing requested documents keeps the AFH HIPAA compliant.
What this means for you…
If receiving a request for resident records from the Office of Legal Aid, you must have a signed release before you can provide the requested information. The release form can be found here:
Requests for Resident Records from the Office of Legal Aid
Notification to Providers that an “Authorization for Communication and Release of Resident Records” has been developed for when the Office of Legal Aid requests information. Having a signed release prior to providing requested documents keeps the AFH HIPAA compliant.
What this means for you…
If receiving a request for resident records from the Office of Legal Aid, you must have a signed release before you can provide the requested information. The release form can be found here: Read the letter here.
Clarification on Background Check Requirements
This notice clarifies Background check requirements in Adult Family Homes. The Department has previously stated that “Individuals who have not resided in Washington for three consecutive or continuous years or for those who reside outside of the state but work in Washington are required to undergo national fingerprint-based background checks.” The Department issued this DPL to clarify that this was not a requirement in AFHs.
What this means for you…
There is no action needed from providers on this topic. This information was shared for informational purposes only.
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