Report I2018-1 Recommendation 14 Responses
Report I2018-1: Investigations of Improper Activities by State Agencies and Employees: Misuse of State Time, Economically Wasteful Activities, and Misuse of State Property (Release Date: July 2018)
Case Number I2015-1129
Recommendation #14 To: Correctional Health Care Services, California
Ensure that scheduling staff use the appropriate post codes in the scheduling software for all nursing staff so their time is accurately reported.
Agency Response From October 2022
Correctional Health Care reported that it began conducting quarterly audits of its scheduling system in early 2022 to ensure the appropriate use of post codes. It reported that the audits show that scheduling staff are using the post codes appropriately.
California State Auditor's Assessment of Status: Fully Implemented
Agency Response From November 2021
Correctional Health Care reported that it is in the midst of a project to rebuild its scheduling system to address inconsistencies in how the various institutions were managing their posts. By April 2022, it plans to begin auditing the scheduling system to ensure that scheduling staff at the institutions use the appropriate post codes in the scheduling software.
California State Auditor's Assessment of Status: Partially Implemented
Agency Response From November 2020
Correctional Health Care Services reported that it provided in-person and webinar training for scheduling staff before updating its scheduling software in November 2019. The training covered appropriate use of post codes. It further reported that it holds statewide scheduler meetings each month to answer any questions and identify issues related to its scheduling software. Correctional Health Care Services further reported that it is working on a plan to revamp oversight of the scheduling software by summer 2021. So far, it reported that it has reviewed and removed duplicate post codes to decrease errors and noted that, although there is no way to remove the possibility of human error, it has minimized the number of available overtime codes from 82 to approximately 30 options. Lastly, it reported that it has developed an oversight expectation for the scheduling software team that will include a quarterly audit and regional assignments.
California State Auditor's Assessment of Status: Partially Implemented
Agency Response From October 2019
Correctional Health Care reported that it is updating the scheduling software and stated that its staff is reviewing additional ways to improve how the software is used statewide to minimize human error and to ensure that nursing staff work time is reported accurately.
California State Auditor's Assessment of Status: Partially Implemented
Agency Response From May 2019
Correctional Health Care reported that nurse scheduling staff attended scheduling software training in June 2017, which included instruction for posting codes and proper documentation of ad hoc post assignments. However, it provided attendance rosters from the training that showed that several scheduling staff members did not attend this training, including the subjects of our investigation.
California State Auditor's Assessment of Status: Partially Implemented
Agency Response From November 2018
CCHCS reported that on August 10, 2018, the State Personnel Board (SPB) contacted its human resources office and initiated a review of the LVN's temporary assignment. In September 2018, it further reported that it does not intend to implement our recommendations until after SPB's review is complete. As of November 2018, SPB had not concluded its review.