VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Caring Hearts Academy LLC
420 Bracey Lane
South hill, VA 23970
(434) 447-3616

Current Inspector: Tara Barton (804) 381-8487

Inspection Date: Feb. 9, 2024

Complaint Related: No

Areas Reviewed:

8VAC20-780 Administration. 8VAC20-780 Staff Qualifications and Training. 8VAC20-780 Physical Plant. 8VAC20-780 Staffing and Supervision. 8VAC20-780 Programs. 8VAC20-780 Special Care Provisions and Emergencies. 8VAC20-780 Special Services. 8VAC20-770 Background Checks (8VAC20-770) 22.1 Background Checks Code, Carbon Monoxide

Comments:

A monitoring inspection was conducted on February 9, 2024 with the center director and staff. There were 32 children present, ranging in ages from 1 year to 5 years, with 9 staff supervising. The inspector reviewed compliance in the areas of administration, physical plant, staffing and supervision, programming, medication, special care and emergencies and nutrition. A total of 5 child records and 3 staff records were reviewed. The children were playing outside, eating lunch, and preparing for rest. Information gathered during the inspection determined non-compliance with applicable standards or law and violations were documented on the violation notice issued to the program. Time of today?s inspection: 11:00 a.m. to 1:45 p.m. Please call me if you have any questions at 804-381-8487 or e-mail tara.barton@doe.virginia.gov.

Violations:

Standard #:	8VAC20-780-240-B
Description:	Based on review of three staff records, the facility failed to have documentation of orientation prior to working alone with children. Evidence: Staff 2 (date of employment 10/05/2023) did not have documentation of orientation on file.
Plan of Correction:	Orientation has now been filed.
Standard #:	8VAC20-780-280-B
Description:	Based on observation, the facility failed to keep hazardous substances in a locked place that prevents access by children. Evidence: In the 3/4s classroom, there was OFF bug spray in an unlocked drawer by the sink. In the middle room, sanitizer spray was in an unlocked drawer near the sink.
Plan of Correction:	Director gave feedback to staff that afternoon, but held a staff meeting on 2/21 where we specifically went over sanitizer labels and storage as well as bug spray/sunscreen.
Standard #:	8VAC20-780-500-A
Description:	Based on observation, the facility did not have children wash hands after eating meals or snacks. Evidence: The children in the twos classroom got up from the lunch table and went to their cots. The children did not wash hands.
Plan of Correction:	Director gave feedback to staff that afternoon, but held a staff meeting on 2/21 where we specifically went over handwashing.
Standard #:	8VAC20-780-510-B
Description:	Based on review of 37 medications, the facility failed to have written authorization from the parent to administer medication. Evidence: There was no written parent/guardian or physician authorization to administer 22 medications. Medication was administered to one child on 2/1/2024.
Plan of Correction:	The MAT book has been audited. Old medication forms have been filed in student files. I will be pulling files to ensure that forms are in the book, not just the file. All expired medications have been returned or disposed of. I have been catching parents and returning medication that was current, but no longer needed in the cabinet because their form parameters have expired.
Standard #:	8VAC20-780-510-E
Description:	Based on review of 37 medications on site, the facility failed to have parent renew a medication authorization every 10 work days or have a physician authorization to administer medications and failed to prevent the use of outdated medications. Evidence: 1. The parents did not renew the written authorization every 10 work days or submit a physician authorization for the center to administer 13 of 37 medications. 2. Of 37 medications reviewed, 25 medications had expired.
Plan of Correction:	The MAT book has been audited. Old medication forms have been filed in student files. I will be pulling files to ensure that forms are in the book, not just the file. All expired medications have been returned or disposed of. I have been catching parents and returning medication that was current, but no longer needed in the cabinet because their form parameters have expired.
Standard #:	8VAC20-780-510-G
Description:	Based on review of 37 medications, the facility failed to label each medication with the child's name, name of the medication, the dosage amount, and the times to be given. Evidence: two non prescription medications were not labeled with the child's name, the dosage amount, or the times to be given. One medication was labeled with just the child's initials, but staff could not identify who it belonged to.
Plan of Correction:	The MAT book has been audited. Old medication forms have been filed in student files. I will be pulling files to ensure that forms are in the book, not just the file. All expired medications have been returned or disposed of. I have been catching parents and returning medication that was current, but no longer needed in the cabinet because their form parameters have expired.
Standard #:	8VAC20-780-510-P
Description:	Based on review of 37 medications, the facility failed to notify parents that that the medication must be picked up within 14 days of the authorization expiring or that a new authorization should be completed. Evidence: Seventeen medication authorizations had expired and the medication had not been picked up by the parents. The medications were on site.
Plan of Correction:	The MAT book has been audited. Old medication forms have been filed in student files. I will be pulling files to ensure that forms are in the book, not just the file. All expired medications have been returned or disposed of. I have been catching parents and returning medication that was current, but no longer needed in the cabinet because their form parameters have expired.
Standard #:	8VAC20-780-550-G
Description:	Based on review of the emergency drill log, the facility failed to document an evacuation drill monthly. Evidence: the facility did not have documentation of an evacuation drill in January 2024.
Plan of Correction:	Evacuation drills will be conducted and documented monthly.