Discharge Notices


What should be included in discharge notices?

The Northern Virginia Long-Term Care Ombudsman Program is providing this information about resident discharge notifications for your reference.  We have summarized information for your reference in this document.  ** For further details, please refer to the relevant guidance from your appropriate licensing agency.

Assisted living facilities must notify the resident or their legal representative as soon as discharge planning begins.  The preferred method would be in writing.

The assisted living facility discharge statement must be signed by the licensee or administrator and is provided at the time of discharge.  It must contain information on the transfer or discharge including the:

•   date of notification of the planned discharge and name of person notified
•   reason
•   actions taken by the facility to assist the resident in the discharge and relocation process
•   actual discharge date
•   resident’s destination

While the following information is specifically for nursing facilities, we recommend that the contact information is also provided, as appropriate, to assisted living residents.

The nursing facility discharge notice must be in writing and in a language and manner the resident and/or their interested party understands.  The nursing facility notice must contain information on the transfer or discharge including the:

•   reason
•   effective date
•   location where the resident will be transferred or discharged
•   statement of the resident’s right to appeal to Department of Medical Assistance Services (DMAS)
•   name, address and phone number of the State Long Term Care Ombudsman 


If the correct information is not on the discharge letter, the letter must be reissued with the correct information and the discharge notice time starts again at the date of the reissued letter.  For your reference, we are providing the current contact information as of January 2013.

Required by law:

Department of Medical Assistance Services (DMAS) 
600 E. Broad Street, 11th Floor
Suite 1300 Appeals Division
Richmond, VA 23219
1-804-371-8488

State Long-Term Care Ombudsman Program
Department for Aging and Rehabilitative Services
8004 Franklin Farms Drive
Henrico, Virginia 23229
1-800-552-3402 or 1-804-565-1600

If the resident has a disability, then the law also requires that the discharge letter include the information for the agency responsible for protection and advocacy:

Virginia Office for Protection and Advocacy (VOPA)
1910 Byrd Avenue, Suite 5
Richmond, VA 23230
Phone: 804-225-2042 or toll free: 1-800-552-3962

If the resident has a mental illness, then the law also requires that the discharge letter include the information for the agency responsible for protection and advocacy

Office of Human Rights, Department of Mental Health,
Mental Retardation & Substance Abuse Services (for State facilities)

1220 Bank Street
Richmond, VA 23219
1-804-786-3921

Highly recommended, but not required by law:

Northern Virginia Long-Term Care Ombudsman Program (or other local program, if appropriate)
12011 Government Center Parkway, Suite 708
Fairfax, VA 22035
703-324-5861 

Area Agency on Aging or Adult Services Phone Numbers (choose the appropriate one):
Alexandria Area Agency on Aging
2525 Mount Vernon Avenue, Unit 5
Alexandria, VA 22301
703-746-5999

Arlington Area Agency on Aging
2100 Washington Boulevard, 4th Floor
Arlington, VA 22204
703-228-1700

Fairfax County Area Agency on Aging
12011 Government Center Parkway, Suite 708
Fairfax, VA 22035
703-324-7948

Loudoun County Area Agency on Aging
215 Depot Court SE, 2nd Floor
Leesburg, VA 20175
703-777-0257

Prince William County Area Agency on Aging
5 County Complex, Suite 240
Woodbridge, VA 22192
703-792-6400 

Legal Services (provides free legal assistance to elders)
Main intake: 1-866-534-5243 or 1-866-LEGL-AID
Main Office
6066 Leesburg Pike, Suite 500
Falls Church, VA 22041
703-778-4790 

Alexandria Office
603 King Street, 4th Floor
Alexandria, VA 22314
703-684-5566 

Arlington Office
3401 Columbia Pike, Suite 301
Arlington, VA 22204
703-532-3733

Fairfax Office
4080 Chain Bridge Road
Fairfax, VA 22030 

Loudoun Office
8A South Street, SW
Leesburg, VA 20175
571-482-2688

Prince William Office
9240 Center Street
Manassas, VA 20110
571-482-2680


Contact Fairfax County: Phone, Email or Twitter | Main Address: 12000 Government Center Parkway, Fairfax, VA 22035
Technical Questions: Web Administrator

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