Report I2018-1 Recommendation 15 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 #15 To: Correctional Health Care Services, California
Ensure that all other nursing staff assignments to ad hoc posts are appropriate, and require schedulers to enter a note in the scheduling software indicating an employee's duties while in a general ad hoc post.
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 and the inclusion of notes when necessary. It reported that the audits show that scheduling staff are using the post codes appropriately but that general ad hoc posts do not have consistent notes. Correctional Health Care reported that it is working with the institutions to continue training in this area through various means. It previously reported that its scheduling system does not have the capability to require a note for general ad hoc posts.
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 and that staff assignments to ad hoc posts are appropriate and include notes detailing the employees' duties while in the posts. Additionally, it will audit for excessive ad hoc posts.
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. In addition, it stated that its scheduling software does not have the capability to require a note for general ad hoc posts; however, it said that it trained scheduling staff to add a note. Further, it reported that if it discovers an increase in the use of general ad hoc posts without notes during its quarterly audits, it will notify appropriate leadership and provide additional training.
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.