Does a Florida group home need awake overnight staff?

Chapter 65G-2, Florida Administrative Code, does not use the phrase awake overnight staff. What Rule 65G-2.009(6)(b) requires is that at least one staff person must be present at all times while residents are in the facility.

Can a Florida group home ever leave a resident alone?

Only under an approved written plan. Rule 65G-2.009(6)(b) allows one exception, where the licensee prepares a written plan proposing that a specified client be left alone for limited periods of time during the day or night, and such plans must be approved by the Regional Office prior to implementation.

What happens if you do not follow an approved supervision plan?

Rule 65G-2.009(6)(b) states that non-compliance with the approved plans may result in the imposition of administrative fines, the suspension or revocation of such plans, or other administrative actions.

What does APD consider before approving a plan to leave a resident alone?

Rule 65G-2.009(6)(b) says the Agency shall consider the needs, characteristics, and abilities of the resident and the proposed circumstances under which the resident will be left alone. It is decided per resident, not per home.

What is the staff-to-resident ratio for a Florida group home?

Chapter 65G-2 does not set a fixed ratio. Rule 65G-2.008(1) requires the licensee to employ adequate staff and to maintain the staffing pattern sufficient to accommodate the number and characteristics of the residents it offered to serve in its most recent application for licensure, as approved by the Agency.

How does APD decide whether a group home has enough staff?

Rule 65G-2.008(1)(a) lists eleven considerations, including each resident documented level of need, behaviour plans, support plans, safety plans, medically ordered care, court orders, the number of residents and their unique service requirements, the competency and training of staff, and the range of services offered.

Can APD require more staff than the minimum for my licence?

Yes. Rule 65G-2.008(1)(b) makes it the licensee responsibility to provide adequate staffing levels to meet the health and safety needs of each resident, even if the staffing levels exceed the minimum identified for the facility.

Does the staffing requirement change when a resident changes?

Yes. Rule 65G-2.008(1)(b) says staffing patterns must meet the requirements as residents move in or out of the facility or when the identified level of need changes, so the number is not fixed at licensure.

Is there a minimum number of staff who must be present?

Separately from staffing levels, Rule 65G-2.009(6)(b) requires that at least one staff person be present at all times while residents are in the facility, with one narrow exception for an approved written plan covering a specified resident.

Can staff pick up their own shifts in a Florida group home?

Rule 65G-2.008 describes what the schedule must show and how long it is kept rather than who fills it in. Self-scheduling is a management choice, provided the person taking the shift meets the direct service provider requirements and the weekly record of actual coverage is still maintained.

Who is allowed to work a shift in a Florida group home?

Rule 65G-2.008(2) requires a direct service provider to be at least 18, to hold at least a high school diploma or the equivalent, and to have completed employment screening under section 393.0655, Florida Statutes, and chapter 435.

Can someone work before their background screening clears?

No. Rule 65G-2.008(2)(b) states that staff and volunteers who do not meet eligibility under section 393.0655, Florida Statutes, and chapter 435 must not provide direct care services or have access to any resident, resident funds, or resident living setting.

Does self-scheduling change the record you have to keep?

No. Rule 65G-2.008(6)(a)4 still requires a weekly written schedule of staff coverage for at least one week in advance, and weekly schedules of actual staff coverage maintained for a six-month period, however the shifts were filled.

Does Florida require a written staff schedule for a group home?

Yes. Rule 65G-2.008(6)(a)4, Florida Administrative Code, requires every licensed residential facility with employees to maintain a weekly written schedule indicating staff coverage for at least one week in advance.

How far in advance does a group home staff schedule have to be written?

At least one week. Rule 65G-2.008(6)(a)4 calls for a weekly written schedule indicating staff coverage for at least one week in advance, so the coming week has to exist in writing before it starts.

How long do you have to keep group home staff schedules in Florida?

Six months, for the schedules showing who actually worked. Rule 65G-2.008(6)(a)4 states that weekly schedules of actual staff coverage shall be maintained for a six-month period.

How long do you have to produce your staff schedule when APD asks?

Three calendar days. Rule 65G-2.008(6)(b) requires the licensee to provide a copy of any or all of the personnel records in that subsection to the Agency or Regional Office upon request, within three calendar days.

What else is in the same rule as the schedule requirement?

Three other records. Rule 65G-2.008(6)(a) lists job descriptions for paid staff, documentation of all facility staff training, and separate personnel records for each full and part-time employee. The schedule is the fourth item on that same list.

How long do you have to keep staff schedules in a Florida group home?

Six months. Rule 65G-2.008(6)(a)4, Florida Administrative Code, says weekly schedules of actual staff coverage shall be maintained for a six-month period. That applies to the record of who actually worked.

How long do you keep staff training records in a Florida group home?

At least three years. Rule 65G-2.008(7)(b) requires written documentation of all required staff training to be maintained by the licensee for at least three years following receipt of that training, which is a different clock from the six-month one for schedules.

How quickly must a Florida group home produce records for APD?

Within three calendar days. Rule 65G-2.008(6)(b) says the licensee provides a copy of any or all of the personnel records in that subsection to the Agency or Regional Office upon request, within three calendar days.

Do you keep the planned schedule or the one showing who actually worked?

The actual one. Rule 65G-2.008(6)(a)4 attaches the six-month retention to weekly schedules of actual staff coverage, so a plan that was overtaken by a call-out is not the record the rule describes.

Can Qlarant recoup payment if documentation is not in iConnect?

Not because of where it is kept. APD Provider Advisory 2026-016 states that Qlarant will review and accept documentation found in iConnect or in a provider's own data management system, and that documentation supporting Provider Discovery Review standards is acceptable both in iConnect or outside of iConnect and will be considered Met with no associated recoupment required during the remediation process.

When does recoupment actually apply?

When the documentation does not exist at all. Advisory 2026-016: if documentation is not found either in iConnect, or outside of iConnect, citations will be issued, and recoupment will be required. The trigger is absence, not location.

Do I have to move my records into iConnect by October 2026?

No. The obligation Advisory 2026-016 dated 1 October 2026 was getting a login provisioned: providers who did not yet have iConnect access had to contact the APD Regional Provider Enrollment team to complete user provisioning prior to that date. That is about access, not about relocating records. Your right to keep records in your own data management system is separate, and as the law reads today it runs until 1 July 2027.

Has APD paused recoupment for the 2026-2027 fiscal year?

Only for one specific thing. Advisory 2026-016 quotes the 2026-2027 Implementing Act saying the agency shall not begin compliance monitoring or recoupment of funds during the fiscal year — and that sits under the statutory requirements about obtaining service authorizations. The Provider Discovery Review paragraphs separately keep recoupment alive for documentation that does not exist.

Where do I read Advisory 2026-016 myself?

On APD's provider supports advisories page. Note that the older /providers/advisories.htm page is frozen at advisory 2025-007 and is often what a search engine returns; the current list is at apd.myflorida.com/providersupports/advisories.htm.

How much can APD fine a licensed group home?

Up to $1,000 per violation per day, with the aggregate capped at $10,000, under section 393.0673, Florida Statutes. Rule 65G-2.0041(3)(c), F.A.C. repeats the $1,000 limit and states that no fine may exceed the statutory limitation.

Does each day count as a separate APD violation?

Yes. Rule 65G-2.0041(1)(a), F.A.C. states that each day a violation occurs, or continues to occur, constitutes a separate violation and is subject to a separate and additional disciplinary action. At the maximum, ten days reaches the statutory cap.

What is the APD Licensing Disciplinary Chart?

Form 0041 (December 2025), incorporated by reference into Rule 65G-2.0041(8), F.A.C. and available at flrules.org reference Ref-18973. Incorporated by reference means it carries the force of the rule itself, not the weight of guidance.

Does a first offence get a fine?

Not for a minor violation. Rule 65G-2.0041(1) states that first offences of minor violations receive a Notice of Noncompliance before disciplinary action, and 65G-2.004 provides that the Notice is issued unless the violation is corrected before the on-site monitoring that identified it is completed.

Can APD still act if I give up the licence?

Yes. Rule 65G-2.0041(6), F.A.C. states that expiration or relinquishment of a licence pending disciplinary action does not render the proceeding moot, and the Agency may continue to pursue action for violations that occurred while the licensee managed the facility even after they cease operating it.

What does APD consider when deciding a penalty?

Eleven factors under Rule 65G-2.0041(2), F.A.C., including the severity of the violation, how many people it affected, whether the licensee reported it within the required timeframes, whether remedial action was taken and how quickly, whether the licensee cooperated, and whether the same violation has happened before.

What should a Florida APD provider ask before buying compliance software?

Eight things: whether it stores resident records, whether the Florida requirement list is already loaded or you type it in, whether anything tells you when a rule itself changed, whether the price is published, how long setup takes, whether it covers the building as well as the staff, who is behind the company, and how you get your data out if you leave.

Do I need an EHR or compliance software for a Florida APD group home?

They are different jobs. An EHR holds client records, service notes, medication records and Medicaid billing. Compliance tracking holds the staff and facility dates your license depends on. Many providers need both, and if your EHR already tracks staff training dates to your satisfaction, you may not need a second system.

Why does it matter whether software stores resident records?

It decides your exposure and your paperwork. A system holding client health information brings medical-privacy contracts, security review and a much larger consequence if it is ever breached. A system that holds only staff and facility records does not, because the sensitive information never enters it.

Is a spreadsheet enough for tracking APD staff compliance?

Sometimes, honestly. One home, a handful of staff and an owner who checks it every week is a workable system. It stops working when nobody is reminded before a date passes, when more than one person edits it, or when a requirement changes and nothing tells you.

Should I be suspicious of software that will not publish a price?

Not suspicious, but you should know what it signals. A demo-only price usually means the price varies by customer, which means it is set by how large you look. If you run one or two homes, published pricing is generally a sign the product was built for a business your size.

How much notice do you get before a Qlarant Provider Discovery Review?

Qlarant's FSQAP FAQs state that you receive a notification letter informing you your review will take place sometime within the next 90 days, and that you will receive a call up to 30 days in advance from the Quality Assurance Reviewer, who works with you to schedule it.

What period does a Qlarant Provider Discovery Review cover?

The 12 months before the review. Qlarant's FSQAP FAQs state that the review will be for the 12 months prior to the month of your review — so the records being scored were created before the notification letter arrived.

What happens if you miss your scheduled Qlarant review?

You are scored zero. Qlarant's FSQAP FAQs state that providers who are not present at the time of a scheduled review are scored non-compliant, which results in a score of 0% for the review. Qlarant advises agency providers to have a backup person available who can participate and present the documentation.

Can Qlarant review a service I no longer provide?

Yes. Qlarant's FSQAP FAQs state that even if you are no longer rendering the service, it is still eligible for review because it was rendered and billed for within the 12-month review period.

Can I see the tool Qlarant will score me with before the review?

Yes, and it is free. Qlarant's FSQAP FAQs state that the Discovery Review Tools can be found on the florida.qlarant.com website under the Resource Center. The Administrative Tool is the actual instrument the reviewer fills in.

What documents should be ready for a Qlarant Provider Discovery Review?

Qlarant's FSQAP FAQs name personnel files and individual and administrative records, and advise agency providers to assure a backup person is available to present them if the primary person cannot attend.

Who has to have a Level 2 background screening for a Florida APD provider?

Section 393.0655, Florida Statutes requires level 2 screening for direct service providers who are unrelated to their clients, including support coordinators, and all employees of residential facilities or adult day training programs. It also covers volunteers who provide care or services, who have access to a client's living areas, or who have access to a client's funds or personal property.

Can someone start work before their Level 2 screening comes back?

They can be hired for training or orientation, but APD states that under section 393.0655, Florida Statutes all individuals required to be screened must be screened and eligible before they are hired into a position requiring Level 2 screening, and that an employee may not have direct contact with vulnerable persons until the screening process is completed.

How often does a Florida Level 2 background screening have to be renewed?

Section 435.12, Florida Statutes requires fingerprints to be resubmitted for an FBI national criminal history check every 5 years, until the person is enrolled in the national retained print arrest notification program. It is a recurring date, not a one-time clearance.

What happens if an employee has a break in service of more than 90 days?

Section 435.12, Florida Statutes states that a person with a break in service of more than 90 days from a position that requires screening must submit to a national screening if they return to a position that requires screening. A rehire after 91 days is a new screening, not a reactivation.

How long does an APD provider have to update an employee's status in the Clearinghouse?

Five business days. Section 435.12, Florida Statutes requires employers to register with the Clearinghouse and maintain the employment or affiliation status of everyone in it, with initial status and any changes in status reported within 5 business days.

Do I fingerprint an employee first or register them in the Clearinghouse first?

Clearinghouse first. APD states that under section 435.12, Florida Statutes providers must register all employees and initiate all criminal history checks through the Clearinghouse before sending an individual for fingerprinting to a Livescan Service Provider. Doing it in the other order is the most common and most expensive mistake.

What does Qlarant check first in a Provider Discovery Review?

Standard 1 of Qlarant's Provider Discovery Review Administrative Tool is the APD Employee/Contractor Roster maintained in the AHCA Background Screening Clearinghouse Results Website. The tool states that Not Met on this standard is an automatic Alert.

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Florida APD questions, answered and cited.

Every answer here names the statute, rule or official document it came from, so you can check it rather than trust it. If an answer is not cited, it does not go on this page.

These are the questions operators actually ask — before the first shift, at 90 days, at renewal, and when a letter arrives. Written for someone who opened their first home last month.

Staffing

Does a Florida group home need awake overnight staff?: Chapter 65G-2, Florida Administrative Code, does not use the phrase awake overnight staff. What Rule 65G-2.009(6)(b) requires is that at least one staff person must be present at all times while residents are in the facility.; Read the full piece: Does a Florida Group Home Need Awake Overnight Staff?
Can a Florida group home ever leave a resident alone?: Only under an approved written plan. Rule 65G-2.009(6)(b) allows one exception, where the licensee prepares a written plan proposing that a specified client be left alone for limited periods of time during the day or night, and such plans must be approved by the Regional Office prior to implementation.; Read the full piece: Does a Florida Group Home Need Awake Overnight Staff?
What happens if you do not follow an approved supervision plan?: Rule 65G-2.009(6)(b) states that non-compliance with the approved plans may result in the imposition of administrative fines, the suspension or revocation of such plans, or other administrative actions.; Read the full piece: Does a Florida Group Home Need Awake Overnight Staff?
What does APD consider before approving a plan to leave a resident alone?: Rule 65G-2.009(6)(b) says the Agency shall consider the needs, characteristics, and abilities of the resident and the proposed circumstances under which the resident will be left alone. It is decided per resident, not per home.; Read the full piece: Does a Florida Group Home Need Awake Overnight Staff?
What is the staff-to-resident ratio for a Florida group home?: Chapter 65G-2 does not set a fixed ratio. Rule 65G-2.008(1) requires the licensee to employ adequate staff and to maintain the staffing pattern sufficient to accommodate the number and characteristics of the residents it offered to serve in its most recent application for licensure, as approved by the Agency.; Read the full piece: How Many Staff Does a Florida Group Home Need?
How does APD decide whether a group home has enough staff?: Rule 65G-2.008(1)(a) lists eleven considerations, including each resident documented level of need, behaviour plans, support plans, safety plans, medically ordered care, court orders, the number of residents and their unique service requirements, the competency and training of staff, and the range of services offered.; Read the full piece: How Many Staff Does a Florida Group Home Need?
Can APD require more staff than the minimum for my licence?: Yes. Rule 65G-2.008(1)(b) makes it the licensee responsibility to provide adequate staffing levels to meet the health and safety needs of each resident, even if the staffing levels exceed the minimum identified for the facility.; Read the full piece: How Many Staff Does a Florida Group Home Need?
Does the staffing requirement change when a resident changes?: Yes. Rule 65G-2.008(1)(b) says staffing patterns must meet the requirements as residents move in or out of the facility or when the identified level of need changes, so the number is not fixed at licensure.; Read the full piece: How Many Staff Does a Florida Group Home Need?
Is there a minimum number of staff who must be present?: Separately from staffing levels, Rule 65G-2.009(6)(b) requires that at least one staff person be present at all times while residents are in the facility, with one narrow exception for an approved written plan covering a specified resident.; Read the full piece: How Many Staff Does a Florida Group Home Need?
Can staff pick up their own shifts in a Florida group home?: Rule 65G-2.008 describes what the schedule must show and how long it is kept rather than who fills it in. Self-scheduling is a management choice, provided the person taking the shift meets the direct service provider requirements and the weekly record of actual coverage is still maintained.; Read the full piece: Can Staff Pick Up Their Own Shifts in a Florida Group Home?
Who is allowed to work a shift in a Florida group home?: Rule 65G-2.008(2) requires a direct service provider to be at least 18, to hold at least a high school diploma or the equivalent, and to have completed employment screening under section 393.0655, Florida Statutes, and chapter 435.; Read the full piece: Can Staff Pick Up Their Own Shifts in a Florida Group Home?
Can someone work before their background screening clears?: No. Rule 65G-2.008(2)(b) states that staff and volunteers who do not meet eligibility under section 393.0655, Florida Statutes, and chapter 435 must not provide direct care services or have access to any resident, resident funds, or resident living setting.; Read the full piece: Can Staff Pick Up Their Own Shifts in a Florida Group Home?
Does self-scheduling change the record you have to keep?: No. Rule 65G-2.008(6)(a)4 still requires a weekly written schedule of staff coverage for at least one week in advance, and weekly schedules of actual staff coverage maintained for a six-month period, however the shifts were filled.; Read the full piece: Can Staff Pick Up Their Own Shifts in a Florida Group Home?
Does Florida require a written staff schedule for a group home?: Yes. Rule 65G-2.008(6)(a)4, Florida Administrative Code, requires every licensed residential facility with employees to maintain a weekly written schedule indicating staff coverage for at least one week in advance.; Read the full piece: Does Florida Require a Written Staff Schedule for a Group Home?
How far in advance does a group home staff schedule have to be written?: At least one week. Rule 65G-2.008(6)(a)4 calls for a weekly written schedule indicating staff coverage for at least one week in advance, so the coming week has to exist in writing before it starts.; Read the full piece: Does Florida Require a Written Staff Schedule for a Group Home?
How long do you have to keep group home staff schedules in Florida?: Six months, for the schedules showing who actually worked. Rule 65G-2.008(6)(a)4 states that weekly schedules of actual staff coverage shall be maintained for a six-month period.; Read the full piece: Does Florida Require a Written Staff Schedule for a Group Home?
How long do you have to produce your staff schedule when APD asks?: Three calendar days. Rule 65G-2.008(6)(b) requires the licensee to provide a copy of any or all of the personnel records in that subsection to the Agency or Regional Office upon request, within three calendar days.; Read the full piece: Does Florida Require a Written Staff Schedule for a Group Home?
What else is in the same rule as the schedule requirement?: Three other records. Rule 65G-2.008(6)(a) lists job descriptions for paid staff, documentation of all facility staff training, and separate personnel records for each full and part-time employee. The schedule is the fourth item on that same list.; Read the full piece: Does Florida Require a Written Staff Schedule for a Group Home?
Are job descriptions required for Florida APD group home staff?: Yes. Rule 65G-2.008(6)(a)1., F.A.C. states that all licensees with employees shall develop and maintain job descriptions for paid staff, alongside training documentation, separate personnel records, and a weekly written staff schedule.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
How long does a Florida group home have to produce personnel records for APD?: Three calendar days. Rule 65G-2.008(6)(b), F.A.C. states the licensee shall provide a copy of any or all of the items in 65G-2.008(6)(a) to the Agency or Regional Office upon request, within three calendar days.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
What training deadlines belong in a Florida group home job description?: Zero Tolerance before providing direct services with a refresher every three years; Direct Care Core Competency, CPR and first aid, and an HIV/AIDS course each within 90 days; and the facility emergency management plan within 30 days of hire, then annually. Rules 65G-2.008(7) and 65G-2.010(4), F.A.C.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
Can group home CPR training be done online in Florida?: No. Rule 65G-2.008(7)(d), F.A.C. states that online or computer-based courses are not acceptable for the first aid and CPR requirement; the training must be provided in a classroom setting by a certified trainer.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
Does a Florida group home need someone CPR certified on site at all times?: Whenever residents are present. Rule 65G-2.008(7)(d), F.A.C. states that facilities shall ensure there is always at least one direct service provider with current CPR certification onsite when residents are present.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
How quickly must a group home report a critical incident to APD?: Initial notice within four hours of becoming aware, under Rule 65G-2.010(6)(f), F.A.C., by the Agency's incident reporting system, email or a phone call — text messages do not count. A complete APD Incident Reporting Form follows electronically within one calendar day.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
What must group home staff do if a resident is missing?: Rule 65G-2.010(5), F.A.C. requires staff, after determining a resident is missing, to immediately call local law enforcement and ask the officer to take a report, assign a case number and provide it, and provide a copy of the law enforcement report.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
Does a Florida group home have to keep a written staff schedule?: Yes. Rule 65G-2.008(6)(a)4., F.A.C. requires a weekly written schedule indicating staff coverage at least one week in advance, and weekly schedules of actual staff coverage must be maintained for a six-month period.; Read the full piece: Florida Requires a Written Job Description for Every Paid Group Home Employee — Here Is What Belongs In One
What are the minimum requirements to work in a Florida APD group home?: Rule 65G-2.008(2), F.A.C. requires a direct service provider to be at least 18, to pass employment screening under section 393.0655, Florida Statutes and chapter 435, and to have at least a high school diploma or the equivalent, plus one year of relevant experience before beginning employment.; Read the full piece: What Florida Requires of Every Group Home Staff Member — and the Three Clocks That Start When You Hire One
Can you hire group home staff without a year of experience in Florida?: Yes, under Rule 65G-2.008(2)(f), F.A.C., if the new direct service provider spends their first 90 days working under the direct supervision of one who meets the requirement. The licensee must also notify the Regional Office in writing within five days of the start date.; Read the full piece: What Florida Requires of Every Group Home Staff Member — and the Three Clocks That Start When You Hire One
What counts instead of a year of experience for APD group home staff?: Rule 65G-2.008(2)(d)2., F.A.C. accepts college, vocational or technical training equal to 30 semester hours, 45 quarter hours or 720 classroom hours in special education, mental health, counseling, guidance, social work, or health and rehabilitative services.; Read the full piece: What Florida Requires of Every Group Home Staff Member — and the Three Clocks That Start When You Hire One
What is the 100 foot rule for Florida group home staff?: Rule 65G-2.008(2)(f)2., F.A.C.: a direct service provider who does not meet the one-year experience requirement may take residents out of the facility only if accompanied by one who does, and the experienced provider must remain within 100 feet at all times.; Read the full piece: What Florida Requires of Every Group Home Staff Member — and the Three Clocks That Start When You Hire One
When is a performance evaluation required for new group home staff?: Rule 65G-2.008(2)(h), F.A.C. requires a performance evaluation no later than 120 days after employment began, for any direct service provider hired under the experience waiver. It must assess the ability to perform the duties of the position and be kept in the personnel file.; Read the full piece: What Florida Requires of Every Group Home Staff Member — and the Three Clocks That Start When You Hire One
Are long-serving group home staff exempt from the diploma and experience rules?: Rule 65G-2.008(2)(c) and (2)(e), F.A.C. exempt a direct service provider hired before 1 July 2014 who has remained continuously employed by the same licensee. Continuous employment with that licensee is the condition; a break in it ends the exemption.; Read the full piece: What Florida Requires of Every Group Home Staff Member — and the Three Clocks That Start When You Hire One
How often must a Florida group home check staff driving records?: Annually. Rule 65G-2.008(4)(b)2., F.A.C. states that licensees must update their staff driving history on an annual basis, and 65G-2.008(4)(b)1. bars anyone transporting residents from having a DUI or a licence-suspending moving violation in the past three years.; Read the full piece: What Florida Requires of Every Group Home Staff Member — and the Three Clocks That Start When You Hire One
What qualifications does a Florida supported living coach need?: Rule 65G-5.008(1), F.A.C. requires providers of supported living coaching to meet the minimum qualifications of a behavioral program specialist: an associate's degree in nursing, education or a social, behavioral or rehabilitative science plus two years of experience, or a bachelor's degree in those fields.; Read the full piece: A Supported Living Coach Has an Education Requirement in Rule — and Most People Have Never Read It
Can experience substitute for a degree for a supported living coach?: Yes. Rule 65G-5.008(1), F.A.C. states that experience can be substituted for the required college on a year-for-year basis. The rule sets no separate cap on how much may be substituted.; Read the full piece: A Supported Living Coach Has an Education Requirement in Rule — and Most People Have Never Read It
How long is a supported living provider certification valid in Florida?: No more than one year. Rule 65G-5.008(8), F.A.C. states that on approval, the office issues a certification valid for no more than one year, and Rule 65G-5.009 provides for an annual survey before renewal.; Read the full piece: A Supported Living Coach Has an Education Requirement in Rule — and Most People Have Never Read It
Is a Florida supported living provider surveyed every year?: Rule 65G-5.009(1), F.A.C. provides for an annual unannounced survey of each supported living coaching and personal assistance provider, to monitor compliance including all items covered in the provider's application for certification.; Read the full piece: A Supported Living Coach Has an Education Requirement in Rule — and Most People Have Never Read It
How long do you have to submit a corrective action plan as a supported living provider?: Ten working days. Rule 65G-5.009(4), F.A.C. requires a plan of correction within ten working days after the provider is notified of an unsatisfactory rating by the survey monitoring report, and the plan must be accepted before it is implemented.; Read the full piece: A Supported Living Coach Has an Education Requirement in Rule — and Most People Have Never Read It
Is supported living certification valid across Florida?: Rule 65G-5.008(10), F.A.C. states that supported living certification is valid statewide, and that a provider wishing to expand into a new area submits a copy of their application and certificate to the office covering that area.; Read the full piece: A Supported Living Coach Has an Education Requirement in Rule — and Most People Have Never Read It

Training

Which APD page is the current one for provider training?: apd.myflorida.com/providersupports/training.htm. That is the page APD's own navigation links to, and it tells you to find courses by searching TRAIN Florida for keywords such as "Zero Tolerance" rather than by course ID number. The older course-information page at apd.myflorida.com/providers/training/courses.htm still loads and still prints course ID numbers, but it carries a 2021 copyright, sits on the section APD moved away from, and is not linked from APD's current navigation — so treat a number from it as something to confirm, not as the current record. Re-checked 5 September 2026.; Read the full piece: Is Your APD Training Link Still the Right One? Where to Actually Check
Is the APD Training Alerts page current?: No. As of 1 September 2026 the APD Training Alerts page at apd.myflorida.com/providers/training/alerts.htm carries the line "Last Update: 7/1/2021" and still describes courses as arriving in Fall 2021. It loads normally, which is what makes it easy to trust.; Read the full piece: Is Your APD Training Link Still the Right One? Where to Actually Check
What is the APD TRAIN Florida Announcement Log?: A PDF on the APD site that records TRAIN Florida course announcements. It still downloads, but its file was last modified on 4 February 2020, so it is not a current record of course changes. Checked 1 September 2026.; Read the full piece: Is Your APD Training Link Still the Right One? Where to Actually Check
Can a training course link stop working without looking broken?: Yes. A course can be renumbered or replaced while the old page still loads and returns a normal response. Nothing about the link looks wrong, so the usual check — clicking it to see if it opens — cannot detect the change.; Read the full piece: Is Your APD Training Link Still the Right One? Where to Actually Check
Do I need a TRAIN Florida login to check my course links?: You can read APD's public training page without one. Confirming a course itself now means signing in, because APD's current page directs you to search TRAIN Florida by keyword, and both the course catalogue and TRAIN's own announcements sit behind that login.; Read the full piece: Is Your APD Training Link Still the Right One? Where to Actually Check
How often does reactive strategies training expire in Florida?: Every year. Rule 65G-8.002(4), Florida Administrative Code: "Training certification is valid for one year. Before the certificate expires, staff must undertake a full training curriculum to obtain new certification."; Read the full piece: Reactive Strategies: the Renewal Is the Whole 12-Hour Course, Every Year
Is reactive strategies recertification a refresher course?: No. Rule 65G-8.002(4) requires a full training curriculum to obtain new certification, and Rule 65G-8.002(2)(f) requires that curriculum to be at least twelve direct training hours. The annual renewal is the whole course again, not a short update.; Read the full piece: Reactive Strategies: the Renewal Is the Whole 12-Hour Course, Every Year
How long is the APD reactive strategies curriculum?: At least twelve direct training hours. Rule 65G-8.002(2)(f), Florida Administrative Code, sets that as a condition of an Agency-approved emergency procedure curriculum.; Read the full piece: Reactive Strategies: the Renewal Is the Whole 12-Hour Course, Every Year
Who has to be certified in reactive strategies?: Staff who use them. Rule 65G-8.002(1) requires providers and facilities that use reactive strategies to train all staff utilizing that curriculum, and 65G-8.002(3) requires certification before a staff member may administer a reactive strategy technique.; Read the full piece: Reactive Strategies: the Renewal Is the Whole 12-Hour Course, Every Year
How long does a new Florida APD hire have to complete training?: It depends on the requirement. Rule 65G-2.008(7), F.A.C. gives 90 days for Direct Care Core Competencies, first aid/CPR and the HIV/AIDS course. Zero Tolerance must be completed before providing direct services at all.; Read the full piece: The 90-Day Clock: What a New APD Hire Actually Has Time For
What must be done before a new APD staff member's first shift?: Background screening must be cleared before working with residents, and Zero Tolerance training must be completed prior to providing direct services under Rule 65G-2.008(7)(c). Training and orientation may happen while screening is pending; resident contact may not.; Read the full piece: The 90-Day Clock: What a New APD Hire Actually Has Time For
Can a new hire start work before background screening clears?: They may attend training and orientation, but not work with residents. Screening must be cleared before there is any resident contact.; Read the full piece: The 90-Day Clock: What a New APD Hire Actually Has Time For
How long must Florida group homes keep staff training records?: At least three years after the training is received. Rule 65G-2.008(7)(b), F.A.C. requires written documentation of all required staff training to be maintained by the licensee for that period and made available to APD on request.; Read the full piece: The 90-Day Clock: What a New APD Hire Actually Has Time For
How often is Zero Tolerance training required in Florida?: Every three years. Rule 65G-2.008(7)(c), F.A.C. requires the Agency's Zero Tolerance curriculum before providing direct services, then a refresher course every three years. It is not an annual requirement.; Read the full piece: Zero Tolerance Training: How Often APD Actually Requires It
Is Zero Tolerance training required before a new hire starts?: Yes. Rule 65G-2.008(7)(c) requires it prior to providing direct services — it is one of the few APD trainings with no grace period after hire.; Read the full piece: Zero Tolerance Training: How Often APD Actually Requires It
Do staff have to demonstrate knowledge of abuse reporting?: Yes. Rule 65G-2.008(7)(c) states that staff must be able to successfully demonstrate their knowledge of required abuse reporting procedures both in theory and in practice.; Read the full piece: Zero Tolerance Training: How Often APD Actually Requires It
How long do Florida APD staff have to get CPR certified?: 90 days from first providing direct services, under Rule 65G-2.008(7)(d), F.A.C. The same paragraph requires the certification to be maintained current thereafter.; Read the full piece: CPR & First Aid for APD Staff: the 90-Day Clock and the 2-Year One
Can APD staff take CPR training online in Florida?: No. Rule 65G-2.008(7)(d) states that online or computer-based courses are not acceptable — the training must be provided in a classroom setting by a certified trainer.; Read the full piece: CPR & First Aid for APD Staff: the 90-Day Clock and the 2-Year One
Does a Florida group home need someone CPR-certified on site at all times?: Yes. Rule 65G-2.008(7)(d) requires facilities to ensure there is always at least one direct service provider with current CPR certification onsite when residents are present. It is a scheduling duty, not just a training record.; Read the full piece: CPR & First Aid for APD Staff: the 90-Day Clock and the 2-Year One
How long does a CPR card last?: Typically two years, which is the life of the certification card rather than a period set by APD rule. The rule requires the certification to be kept current.; Read the full piece: CPR & First Aid for APD Staff: the 90-Day Clock and the 2-Year One
Is Zero Tolerance training annual in Florida?: No — it is every three years. Rule 65G-2.008(7)(c), F.A.C. requires it before providing direct services, then a refresher every three years. Treating it as annual is one of the most common and costly myths in this business.; Read the full piece: 3 Training-Renewal Myths That Quietly Fail Group Homes
Do Florida APD staff need 20 in-service hours a year?: No. The May 2023 iBudget Handbook, Appendix C, sets eight annual in-service hours for every Residential Habilitation tier. The 20 figure is a separate one-time contact-hour qualification for billing the behavior-focus rate, not an annual target.; Read the full piece: 3 Training-Renewal Myths That Quietly Fail Group Homes
Does the Direct Care Core Competencies training expire?: No. It is a one-time requirement, due within 90 days of first providing services under Rule 65G-2.008(7)(a), F.A.C. There is no renewal cycle attached to it.; Read the full piece: 3 Training-Renewal Myths That Quietly Fail Group Homes
How many in-service hours do Florida APD group home staff need?: Eight hours per fiscal year. The May 2023 iBudget Handbook, Appendix C, sets eight annual in-service hours for every Residential Habilitation tier, including the behavior-focused ones.; Read the full piece: How APD In-Service Hours Really Work (8, 20, and the Reset)
When does the APD in-service year reset?: On 1 July. In-service hours run on the Florida fiscal year, 1 July to 30 June, so unused hours do not carry forward.; Read the full piece: How APD In-Service Hours Really Work (8, 20, and the Reset)
What is the 20-hour behavior focus requirement?: A separate one-time qualification for billing the behavior focus residential habilitation rate — no fewer than 75% of the relevant direct service staff must have completed at least 20 contact hours of face-to-face instruction. It is not an annual in-service target.; Read the full piece: How APD In-Service Hours Really Work (8, 20, and the Reset)
How many in-service hours do Supported Living coaches need?: Eight hours per fiscal year for Supported Living Coaching, and four for Personal Supports, per Appendix C of the May 2023 iBudget Handbook.; Read the full piece: How APD In-Service Hours Really Work (8, 20, and the Reset)

Reviews

How much notice do you get before a Qlarant Provider Discovery Review?: Qlarant's FSQAP FAQs state that you receive a notification letter informing you your review will take place sometime within the next 90 days, and that you will receive a call up to 30 days in advance from the Quality Assurance Reviewer, who works with you to schedule it.; Read the full piece: You Got the Qlarant Letter. Here Is Exactly What Happens Next — and the Sentence That Scores You 0%
What period does a Qlarant Provider Discovery Review cover?: The 12 months before the review. Qlarant's FSQAP FAQs state that the review will be for the 12 months prior to the month of your review — so the records being scored were created before the notification letter arrived.; Read the full piece: You Got the Qlarant Letter. Here Is Exactly What Happens Next — and the Sentence That Scores You 0%
What happens if you miss your scheduled Qlarant review?: You are scored zero. Qlarant's FSQAP FAQs state that providers who are not present at the time of a scheduled review are scored non-compliant, which results in a score of 0% for the review. Qlarant advises agency providers to have a backup person available who can participate and present the documentation.; Read the full piece: You Got the Qlarant Letter. Here Is Exactly What Happens Next — and the Sentence That Scores You 0%
Can Qlarant review a service I no longer provide?: Yes. Qlarant's FSQAP FAQs state that even if you are no longer rendering the service, it is still eligible for review because it was rendered and billed for within the 12-month review period.; Read the full piece: You Got the Qlarant Letter. Here Is Exactly What Happens Next — and the Sentence That Scores You 0%
Can I see the tool Qlarant will score me with before the review?: Yes, and it is free. Qlarant's FSQAP FAQs state that the Discovery Review Tools can be found on the florida.qlarant.com website under the Resource Center. The Administrative Tool is the actual instrument the reviewer fills in.; Read the full piece: You Got the Qlarant Letter. Here Is Exactly What Happens Next — and the Sentence That Scores You 0%
What documents should be ready for a Qlarant Provider Discovery Review?: Qlarant's FSQAP FAQs name personnel files and individual and administrative records, and advise agency providers to assure a backup person is available to present them if the primary person cannot attend.; Read the full piece: You Got the Qlarant Letter. Here Is Exactly What Happens Next — and the Sentence That Scores You 0%
What does Qlarant check first in a Provider Discovery Review?: Standard 1 of Qlarant's Provider Discovery Review Administrative Tool is the APD Employee/Contractor Roster maintained in the AHCA Background Screening Clearinghouse Results Website. The tool states that Not Met on this standard is an automatic Alert.; Read the full piece: Qlarant Publishes the Exact Standards It Scores Your Staff Records Against — Here Are the Traps Inside Them
Can I use an Excel export of my Clearinghouse roster for a Qlarant review?: No. Qlarant's Administrative Tool says plainly that the Excel export of the Clearinghouse Roster cannot be accepted. The reviewer wants a printed copy of the APD Employee/Contractor Roster, or to view it electronically in the Clearinghouse itself.; Read the full piece: Qlarant Publishes the Exact Standards It Scores Your Staff Records Against — Here Are the Traps Inside Them
Does a gap between two trainings fail a Qlarant standard?: Usually not. Qlarant's Administrative Tool says that where a provider has evidence training is current at the time of review but there was a lapse between the most recent and previous training dates, the standard is scored Met with a Discovery statement describing the lapse.; Read the full piece: Qlarant Publishes the Exact Standards It Scores Your Staff Records Against — Here Are the Traps Inside Them
Do classroom Zero Tolerance certificates still count for APD?: Not since 17 September 2024. Qlarant's Administrative Tool states that effective 9/17/2024 Zero Tolerance may only be obtained by completing the course in TRAIN Florida, and that training from a classroom session with an APD approved trainer will no longer be accepted after that date.; Read the full piece: Qlarant Publishes the Exact Standards It Scores Your Staff Records Against — Here Are the Traps Inside Them
What happens if a staff member had a break in employment of more than 90 days?: A full new screening is required. Qlarant's Administrative Tool lists Provider was not fully re-screened following a greater than 90 day lapse in employment as a Not Met reason carrying an Alert, and Not Met on the screening standard is an automatic Alert unless it relates to the Attestation of Good Moral Character.; Read the full piece: Qlarant Publishes the Exact Standards It Scores Your Staff Records Against — Here Are the Traps Inside Them
How long do I have to dispute a Qlarant Provider Discovery Review score?: Thirty days. Qlarant's Florida Statewide Quality Assurance Program FAQ states the Reconsideration Request must be made in writing and received within 30 days of the mailing of the annual PDR report, and that a request not submitted within the 30 days will not be processed and is deemed ineligible.; Read the full piece: You Have 30 Days to Challenge a Qlarant Score — and the Plan of Remediation Goes Somewhere Else Entirely
Where does a Plan of Remediation go after a Qlarant review?: To your Regional APD office, not to Qlarant. Qlarant's own FAQ says remediation activities are facilitated by your Regional APD office and that you do not need to send this information to Qlarant. Providers who send the plan to Qlarant can lose weeks before anyone tells them.; Read the full piece: You Have 30 Days to Challenge a Qlarant Score — and the Plan of Remediation Goes Somewhere Else Entirely
Does Qlarant take money back after a failed review?: No. Qlarant's FAQ states plainly that Qlarant does not have a role in repayment, and directs providers to APDproviderbilling@ahca.myflorida.com to discuss repayment options. Recoupment is an AHCA matter, which is why arguing about money with the reviewer goes nowhere.; Read the full piece: You Have 30 Days to Challenge a Qlarant Score — and the Plan of Remediation Goes Somewhere Else Entirely
Does my documentation have to be in iConnect for a Qlarant review?: No. APD Provider Advisory #2026-016 says Qlarant will review and accept documentation found in iConnect or in a provider's own data management system, and that documentation supporting the review standards is acceptable both in iConnect and outside of it. Recoupment attaches to documentation not being found at all.; Read the full piece: You Have 30 Days to Challenge a Qlarant Score — and the Plan of Remediation Goes Somewhere Else Entirely
Can I see the tools Qlarant scores me against before the review?: Yes. Qlarant publishes its review instruments free on the Florida Statewide Quality Assurance Program site, including the FL DD Administrative tool and the service-specific record review checklists. They are the actual documents the reviewer fills in, and they are public before your review happens.; Read the full piece: You Have 30 Days to Challenge a Qlarant Score — and the Plan of Remediation Goes Somewhere Else Entirely
Who is Qlarant and why are they reviewing my Florida group home?: Qlarant is a private quality improvement organization contracted by Florida's Agency for Health Care Administration (AHCA) to run the Florida Statewide Quality Assurance Program, in partnership with APD. They review iBudget Waiver providers. They are not APD, and their review is separate from your APD licensing inspection.; Read the full piece: Qlarant Is Not APD: What a Provider Discovery Review Actually Is
What is a Provider Discovery Review (PDR)?: Qlarant defines a Provider Discovery Review as the process of discovery focusing on provider compliance and accountability in delivering supports and services to the people served. It looks at the provider — records, administration and service delivery — rather than at one person's plan.; Read the full piece: Qlarant Is Not APD: What a Provider Discovery Review Actually Is
Is there a Qlarant audit checklist I can see in advance?: Yes. Qlarant publishes its own review instruments on the Florida Statewide Quality Assurance Program site, including the Administrative tools, the Observation Review Checklist for licensed residential facilities, and service-specific record review checklists. They are free to download and they are what the reviewer scores against.; Read the full piece: Qlarant Is Not APD: What a Provider Discovery Review Actually Is
What is Deemed Status in a Qlarant review?: Deemed Status is a designation Qlarant applies to providers who reach a pre-determined score on their Provider Discovery Review, which can let them skip a review year. The score is set annually by AHCA and APD and is granted at their discretion, so the current threshold has to be confirmed rather than assumed.; Read the full piece: Qlarant Is Not APD: What a Provider Discovery Review Actually Is
Is a Qlarant review the same as an APD inspection?: No. APD licenses and monitors the home itself under Rule Chapter 65G-2, F.A.C. Qlarant reviews you as an iBudget Waiver provider under a contract with AHCA. Two different bodies, two different sets of paperwork, and passing one says nothing about the other.; Read the full piece: Qlarant Is Not APD: What a Provider Discovery Review Actually Is

Licensing

How much can APD fine a licensed group home?: Up to $1,000 per violation per day, with the aggregate capped at $10,000, under section 393.0673, Florida Statutes. Rule 65G-2.0041(3)(c), F.A.C. repeats the $1,000 limit and states that no fine may exceed the statutory limitation.; Read the full piece: What an APD Violation Actually Costs: $1,000 a Day, and the Clock Runs Until You Fix It
Does each day count as a separate APD violation?: Yes. Rule 65G-2.0041(1)(a), F.A.C. states that each day a violation occurs, or continues to occur, constitutes a separate violation and is subject to a separate and additional disciplinary action. At the maximum, ten days reaches the statutory cap.; Read the full piece: What an APD Violation Actually Costs: $1,000 a Day, and the Clock Runs Until You Fix It
What is the APD Licensing Disciplinary Chart?: Form 0041 (December 2025), incorporated by reference into Rule 65G-2.0041(8), F.A.C. and available at flrules.org reference Ref-18973. Incorporated by reference means it carries the force of the rule itself, not the weight of guidance.; Read the full piece: What an APD Violation Actually Costs: $1,000 a Day, and the Clock Runs Until You Fix It
Does a first offence get a fine?: Not for a minor violation. Rule 65G-2.0041(1) states that first offences of minor violations receive a Notice of Noncompliance before disciplinary action, and 65G-2.004 provides that the Notice is issued unless the violation is corrected before the on-site monitoring that identified it is completed.; Read the full piece: What an APD Violation Actually Costs: $1,000 a Day, and the Clock Runs Until You Fix It
Can APD still act if I give up the licence?: Yes. Rule 65G-2.0041(6), F.A.C. states that expiration or relinquishment of a licence pending disciplinary action does not render the proceeding moot, and the Agency may continue to pursue action for violations that occurred while the licensee managed the facility even after they cease operating it.; Read the full piece: What an APD Violation Actually Costs: $1,000 a Day, and the Clock Runs Until You Fix It
What does APD consider when deciding a penalty?: Eleven factors under Rule 65G-2.0041(2), F.A.C., including the severity of the violation, how many people it affected, whether the licensee reported it within the required timeframes, whether remedial action was taken and how quickly, whether the licensee cooperated, and whether the same violation has happened before.; Read the full piece: What an APD Violation Actually Costs: $1,000 a Day, and the Clock Runs Until You Fix It
When is a Florida APD group home license renewal due?: At least 45 days before the current license expires. Rule 65G-2.002(4), F.A.C. states that an application for the renewal of the license must be submitted to the Agency at least 45 days prior to the expiration of the current license.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
What happens if an APD license is not renewed before it expires?: Rule 65G-2.002(4)(a), F.A.C. states that a license not renewed prior to the expiration date is terminated and invalid and the facility or program is considered unlicensed, except as otherwise provided under section 120.60(4), Florida Statutes.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
Is a late APD renewal application still treated as a renewal?: No. Rule 65G-2.002(4)(b), F.A.C. states that if the Agency receives an application to renew a license after its expiration date, the Agency shall consider it to be an application for an initial license rather than an application for license renewal.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
Does submitting a renewal on time keep my APD license valid while APD reviews it?: Only if it is complete. Rule 65G-2.002(4)(a), F.A.C. says that if a timely and sufficient application for renewal has been received, the original license remains in effect until the Agency acts on it. Both words carry weight: timely and sufficient.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
Can APD close my license renewal application if I do not respond?: APD Provider Advisory #2026-003, effective 27 February 2026, added Non-Responsive and Abandoned as reasons for closing a facility or program credential, and tells providers to respond promptly to avoid delays or potential closure of their application or renewal request.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
What are the 30, 60 and 90 day notices in APD iConnect?: Note subtypes APD added on 27 February 2026 under Provider Advisory #2026-003. A licensing specialist attaches a 30 Day, 60 Day, 90 Day or 90 Day Final Notice to a Licensing Renewal or Initial License Application note when asking a provider for more information.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
Which form is the APD license application?: License Application Form 65G-2.002-A (December 2025), incorporated by reference into Rule 65G-2.002(2), F.A.C. and available through the Florida Administrative Code reference library. The rule states the same form is used for initial licensure and for renewal.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
What is an APD conditional license?: Rule 65G-2.002(3), F.A.C. lets the Agency issue a conditional license where, at renewal, a facility has uncorrected violations it has had an opportunity to correct. The rule adds that issuing a conditional license does not change the license expiration date.; Read the full piece: APD License Renewals Are Due 45 Days Early — and a Late One Counts as a New License
What is the difference between an ALF and an APD group home in Florida?: They are licensed by different agencies under different statutes. An Assisted Living Facility is licensed by AHCA under Chapter 429, Florida Statutes. An APD group home is licensed by the Agency for Persons with Disabilities under Chapter 393. Which applies depends on who you serve, not on the size of the house.; Read the full piece: ALF or APD Group Home? Which Florida License You Actually Need
How many residents can a Florida APD group home have?: At least 4 and not more than 15. Florida Statute 393.063 defines a group home facility as having a capacity of at least 4 but not more than 15 residents. A foster care facility under the same statute may not exceed 3 residents.; Read the full piece: ALF or APD Group Home? Which Florida License You Actually Need
Do I need an ALF license to serve adults with developmental disabilities?: Not necessarily. A facility serving adults with developmental disabilities is generally licensed by APD under Chapter 393, Florida Statutes, rather than as an ALF under Chapter 429. The population you serve determines the regulator.; Read the full piece: ALF or APD Group Home? Which Florida License You Actually Need
Which agency inspects a Florida APD group home?: The Agency for Persons with Disabilities. APD licenses and monitors group homes under Chapter 393, Florida Statutes and Rule Chapter 65G-2, Florida Administrative Code. AHCA inspects Assisted Living Facilities, which are a separate license.; Read the full piece: ALF or APD Group Home? Which Florida License You Actually Need

Facility

Does a Florida group home have to check the sex offender registry?: Yes. Rule 65G-2.008(4)(c), F.A.C. requires every licensee, at least annually, to search the FDLE Sex Offender/Predator Database for registrants living within one mile of the facility, notify facility staff of their locations, and document that notification.; Read the full piece: The Annual Rule Almost No Group Home Follows
How often must the FDLE database check be done?: At least once a year, per Rule 65G-2.008(4)(c). There is no certificate and nothing renews, so nothing prompts it — which is why many providers have never done it.; Read the full piece: The Annual Rule Almost No Group Home Follows
Is it enough to run the search, or do I need records?: Records are required. The rule sets three obligations: run the search, notify staff of the locations, and document that notification. A search with no record of the staff briefing does not satisfy it.; Read the full piece: The Annual Rule Almost No Group Home Follows
Does Florida require an annual driving record check for group home staff?: Yes, for staff who transport residents. Rule 65G-2.008(4)(b)2. states that licensees must update their staff driving history on an annual basis. It is a rule, not a best practice.; Read the full piece: The Annual Rule Almost No Group Home Follows
How often must fire extinguishers be checked in a group home?: Two separate things run in parallel: a monthly visual check performed in-house, and an annual professional service by a licensed contractor who tags the extinguisher. The tag is good for one year.; Read the full piece: Fire Extinguisher Rules for APD Group Homes: the Monthly Check + the Annual Service
How often are fire drills required in a Florida APD group home?: Monthly, under Rule 65G-2.010, F.A.C. Drills may not be held between midnight and 5am, and records must be kept for one year.; Read the full piece: Fire Extinguisher Rules for APD Group Homes: the Monthly Check + the Annual Service
How often must a Florida group home run fire drills?: Monthly, under Rule 65G-2.010, F.A.C. Drills may not be conducted between midnight and 5am, and the records must be kept for one year.; Read the full piece: Fire Drills, Extinguishers & CEMP: Your Home's Paper Trail
Does a Florida group home need an emergency management plan?: Yes. A comprehensive emergency management plan is required, with an annual review and update. F.S. 393.067(8) and Rule 65G-2.010, F.A.C. apply.; Read the full piece: Fire Drills, Extinguishers & CEMP: Your Home's Paper Trail
Are non-fire disaster drills required in Florida group homes?: Rule 65G-2.010 mandates monthly fire drills specifically. Hurricane or power-outage drills are good practice and worth logging, but we have not found a mandated cadence for them in the rule.; Read the full piece: Fire Drills, Extinguishers & CEMP: Your Home's Paper Trail
What should a Florida group home fire drill log include?: At minimum: the home, the date, the time of day, which exits were used, how long the evacuation took, and who conducted it. A head count of people present is useful. Rule 65G-2.010, F.A.C. requires the monthly drill and that the records be kept for one year.; Read the full piece: What Your Fire Drill Log Has to Say (Florida Group Home Template)
How long do fire drill records have to be kept in Florida?: One year, under Rule 65G-2.010, F.A.C. A reviewer arriving in November can ask for the drill you ran the previous December, so a log that only covers the current calendar year is not enough on its own.; Read the full piece: What Your Fire Drill Log Has to Say (Florida Group Home Template)
Can a fire drill be run at any time of day?: No. Rule 65G-2.010, F.A.C. does not permit drills between midnight and 5 a.m. Recording the time of day on the log is what proves the drill met that condition, which is why time is a required field and not a nicety.; Read the full piece: What Your Fire Drill Log Has to Say (Florida Group Home Template)
Should resident names be written on a fire drill log?: No. Nothing in Rule 65G-2.010 requires naming the people who live in the home, and a log full of names is a privacy problem you created for no compliance benefit. Record a head count instead — it proves the same thing about the evacuation.; Read the full piece: What Your Fire Drill Log Has to Say (Florida Group Home Template)
Can a missed month of fire drills be made up later?: No. The requirement is a drill each calendar month, so a skipped month stays a gap in the record. Running two drills in the following month does not close it, and back-dating a log is falsifying a record.; Read the full piece: What Your Fire Drill Log Has to Say (Florida Group Home Template)

Rule changes

Did Florida APD rules change in 2026?: Yes. On 26 March 2026 APD amended 27 rules in one day — 19 in Rule Chapter 65G-2 (licensing and staffing) and 8 in Chapter 65G-7 (medication administration). The effective dates are published on the state rule index at flrules.org.; Read the full piece: APD Changed 27 Rules in One Day. Did Anyone Tell You?
How do I know if an APD rule has been amended?: Check the effective date on the flrules.org chapter index. A rule's number never changes when it is amended — only its effective date moves — so a bookmark or a printed copy gives no sign that anything happened.; Read the full piece: APD Changed 27 Rules in One Day. Did Anyone Tell You?
What changed in Chapter 65G-7 in March 2026?: Eight rules were amended. The largest practical change is that insulin became a separate credential from Basic Medication Administration, with its own course, its own validation, and its own annual update course (APD Form 65G-7.004 C, dated March 2026).; Read the full piece: APD Changed 27 Rules in One Day. Did Anyone Tell You?
What is crisis enrollment in Florida APD?: Crisis enrollment is placement onto the iBudget waiver ahead of the pre-enrollment list. Section 393.065(5)(a), F.S. makes Category 1 — clients deemed to be in crisis — the first priority for moving onto the waiver. The crisis criteria themselves are in Rule 65G-1.047, F.A.C., and the procedure is Rule 65G-11.004, F.A.C.; Read the full piece: Crisis Placements Land in Group Homes First. That Is Written Into the Rule.
What are the crisis categories in Florida?: Rule 65G-1.047, F.A.C. sets three, in priority order. First: the applicant is homeless, in a homeless shelter, or living with relatives in an unsafe environment. Second: the applicant's behaviours may create a life-threatening situation or cause bodily harm requiring emergency medical care. Third: the caregiver is in extreme duress through illness, injury or advanced age and can no longer provide for the applicant's health and safety.; Read the full piece: Crisis Placements Land in Group Homes First. That Is Written Into the Rule.
How fast does APD have to decide a crisis case?: Section 393.065(1)(d)2., F.S. requires an eligibility determination within 15 calendar days after receipt of a complete application where the applicant is deemed to be in crisis.; Read the full piece: Crisis Placements Land in Group Homes First. That Is Written Into the Rule.
Who can request crisis enrollment?: Rule 65G-11.004(1), F.A.C. says the Agency will accept oral or written requests from the applicant, or the applicant's family, guardian, guardian advocate, or support coordinator. An oral request is enough to start it.; Read the full piece: Crisis Placements Land in Group Homes First. That Is Written Into the Rule.
Why do crisis placements go to group homes?: Rule 65G-1.047(2), F.A.C. ranks applicants inside a crisis category by the intensity of services they need, and puts residential placement needing residential habilitation, nursing or behavioural services at the top of that ranking. So among crisis applicants, the ones served first are the ones who need a residential provider.; Read the full piece: Crisis Placements Land in Group Homes First. That Is Written Into the Rule.
Which APD rules changed on August 30, 2026?: Four rules in Chapter 65G-4, Florida Administrative Code: 65G-4.014 (Eligibility for Agency Services - Definitions), 65G-4.015 (Eligibility for Agency Services Criteria), 65G-4.016 (Application Process) and 65G-4.017 (Establishing Eligibility). All four carry an effective date of 8/30/2026 on the state rule index.; Read the full piece: Four APD Eligibility Rules Took Effect August 30, 2026 — and the Application Form Changed With Them
What is the current APD Application for Services form?: Application for Services Form 65G-4.016A, Rev. 2026, incorporated by reference into Rule 65G-4.016, F.A.C. effective 30 August 2026 at flrules.org reference Ref-19720. APD publishes it in English, Spanish and Haitian Creole at apd.myflorida.com/services/apply.htm. A copy saved before 30 August 2026 is the previous version.; Read the full piece: Four APD Eligibility Rules Took Effect August 30, 2026 — and the Application Form Changed With Them
Did the August 30, 2026 APD rule change affect staff training requirements?: No. Chapter 65G-4 covers eligibility for Agency services, not staffing. No training requirement, renewal cadence or deadline changed because of this amendment. Staff training sits in Chapter 65G-2 and Chapter 65G-7, neither of which was amended on that date.; Read the full piece: Four APD Eligibility Rules Took Effect August 30, 2026 — and the Application Form Changed With Them
Is Tatton-Brown-Rahman syndrome a qualifying diagnosis for APD services in Florida?: Yes, as of 30 August 2026. Rule 65G-4.015(3)(h), F.A.C. lists it among the confirmed diagnoses that qualify, it is defined at Rule 65G-4.014(8), and Rule 65G-4.017(8) requires the diagnosis be confirmed by genetic testing with written documentation from a medical doctor or a doctor of osteopathy.; Read the full piece: Four APD Eligibility Rules Took Effect August 30, 2026 — and the Application Form Changed With Them
How long does APD have to decide an Application for Services?: Rule 65G-4.016, F.A.C. requires APD to acknowledge receipt of every application and to make a determination within the time frames in section 393.065(1), Florida Statutes, which may be tolled if further documentation or evaluations are needed. Once decided, APD must notify the applicant in writing within five business days.; Read the full piece: Four APD Eligibility Rules Took Effect August 30, 2026 — and the Application Form Changed With Them

iConnect

Can Qlarant recoup payment if documentation is not in iConnect?: Not because of where it is kept. APD Provider Advisory 2026-016 states that Qlarant will review and accept documentation found in iConnect or in a provider's own data management system, and that documentation supporting Provider Discovery Review standards is acceptable both in iConnect or outside of iConnect and will be considered Met with no associated recoupment required during the remediation process.; Read the full piece: No, Qlarant Cannot Recoup Because Your Documentation Sits Outside iConnect — Here Is the Sentence
When does recoupment actually apply?: When the documentation does not exist at all. Advisory 2026-016: if documentation is not found either in iConnect, or outside of iConnect, citations will be issued, and recoupment will be required. The trigger is absence, not location.; Read the full piece: No, Qlarant Cannot Recoup Because Your Documentation Sits Outside iConnect — Here Is the Sentence
Do I have to move my records into iConnect by October 2026?: No. The obligation Advisory 2026-016 dated 1 October 2026 was getting a login provisioned: providers who did not yet have iConnect access had to contact the APD Regional Provider Enrollment team to complete user provisioning prior to that date. That is about access, not about relocating records. Your right to keep records in your own data management system is separate, and as the law reads today it runs until 1 July 2027.; Read the full piece: No, Qlarant Cannot Recoup Because Your Documentation Sits Outside iConnect — Here Is the Sentence
Has APD paused recoupment for the 2026-2027 fiscal year?: Only for one specific thing. Advisory 2026-016 quotes the 2026-2027 Implementing Act saying the agency shall not begin compliance monitoring or recoupment of funds during the fiscal year — and that sits under the statutory requirements about obtaining service authorizations. The Provider Discovery Review paragraphs separately keep recoupment alive for documentation that does not exist.; Read the full piece: No, Qlarant Cannot Recoup Because Your Documentation Sits Outside iConnect — Here Is the Sentence
Where do I read Advisory 2026-016 myself?: On APD's provider supports advisories page. Note that the older /providers/advisories.htm page is frozen at advisory 2025-007 and is often what a search engine returns; the current list is at apd.myflorida.com/providersupports/advisories.htm.; Read the full piece: No, Qlarant Cannot Recoup Because Your Documentation Sits Outside iConnect — Here Is the Sentence
Do I have to keep my APD service notes in iConnect?: Not today. Section 393.066(2), Florida Statutes lets a provider either use the agency system or keep the information in its own data management system and electronically transmit it. APD Provider Advisory 2026-016 confirms Qlarant accepts documentation in iConnect or in a provider's own system. That choice is scheduled to expire 1 July 2027.; Read the full piece: You Can Keep APD Records in Your Own System. That Right Is Written to Expire 1 July 2027.
When does the option to keep APD records in your own system expire?: 1 July 2027, as the law reads today. A note to section 393.066(2), Florida Statutes states that the text carried forward from chapter 2025-199 expires that day and reverts to wording requiring providers to use agency data management systems to document services and to bill. The Legislature has carried the flexibility forward before and could extend it again.; Read the full piece: You Can Keep APD Records in Your Own System. That Right Is Written to Expire 1 July 2027.
Do Florida APD providers need iConnect access even if they keep their own records?: Yes. Keeping your own data management system removes the obligation to be trained on agency systems, not the need for access. Service authorizations are obtained through iConnect, and APD Provider Advisory 2026-016 required providers without access to complete user provisioning through their APD Regional Provider Enrollment team prior to 1 October 2026. Without a login you cannot pull an authorization, and without an authorization you cannot bill.; Read the full piece: You Can Keep APD Records in Your Own System. That Right Is Written to Expire 1 July 2027.
If I keep my own records, do I still need iConnect access?: Yes. The statute only removes the requirement to be trained on agency systems. Service authorizations still come out of iConnect, and APD's External Provider Interface — the route for sending documentation from your own system — lists two prerequisites: the provider must have current authorizations and at least one logged in user.; Read the full piece: You Can Keep APD Records in Your Own System. That Right Is Written to Expire 1 July 2027.
Will APD recoup money for iConnect documentation problems in 2026-2027?: The 2026-2027 Implementing the General Appropriation Act, quoted in Provider Advisory 2026-016, states that the agency shall not begin compliance monitoring or recoupment of funds during the fiscal year. That is a stated grace period for the fiscal year, not a removal of the requirement.; Read the full piece: You Can Keep APD Records in Your Own System. That Right Is Written to Expire 1 July 2027.
Does the EVV requirement change if I keep my own records?: No. Provider Advisory 2026-016 states that under Florida's State-Mandated External Vendor model, use of iConnect's EVV system for service documentation is a federal requirement under the 21st Century Cures Act. The own-system option does not reach EVV.; Read the full piece: You Can Keep APD Records in Your Own System. That Right Is Written to Expire 1 July 2027.

Medication

Does a Florida MAP need separate training to give insulin?: Yes. Since Rule 65G-7.004 was amended effective 26 March 2026, insulin requires its own course under 65G-7.004(4), its own validation under (5)(d), and its own annual update course under (7)(a)3. Basic Medication Administration does not cover it.; Read the full piece: Insulin Is Not Covered by Your Med Tech's Certification Any More
Can a nurse sign a temporary validation for insulin in Florida?: No. Rule 65G-7.004(8)(d) excludes insulin from temporary validation. For most administration routes a licensed nurse or physician may sign one covering up to 30 days, but not for insulin, and not for prescribed enteral formula under (8)(c).; Read the full piece: Insulin Is Not Covered by Your Med Tech's Certification Any More
What happens if a MAP's insulin validation expires?: That staff member cannot administer insulin until they retake the Insulin Administration Course and revalidate, which must happen within 180 days of completing the course. There is no temporary validation available to bridge the gap.; Read the full piece: Insulin Is Not Covered by Your Med Tech's Certification Any More
What passing score does the APD insulin exam require?: 90% on the course content section and 100% on the APD Insulin Administration Log section, under Rule 65G-7.004(4)(c). That is higher than the 85% used elsewhere in the chapter.; Read the full piece: Insulin Is Not Covered by Your Med Tech's Certification Any More
When must a Florida MAP revalidate?: Within the 60 days immediately before the current validation expires, under Rule 65G-7.004(7)(b)4., F.A.C. Validating earlier than that window does not count and does not reset the clock.; Read the full piece: The Medication Validation Window That Grounds Med Techs
What happens if a medication validation lapses in Florida?: The staff member cannot administer medication. Under Rule 65G-7.004, if the primary route validation expires they must retake the Basic Medication Administration course and revalidate — within 180 days of completing that course — before administering again.; Read the full piece: The Medication Validation Window That Grounds Med Techs
How long does a MAP have to complete their first validation?: Within 180 days of completing the Medication Administration Training, under Rule 65G-7.004(5)(f), F.A.C.; Read the full piece: The Medication Validation Window That Grounds Med Techs
Is the medication exam time-limited after the course?: Yes. Rule 65G-7.004(2)(b) requires the two-part exam within three calendar days of completing the training, scoring at least 85% on course content and 100% on the MAR section. Missing the three days means retaking the course.; Read the full piece: The Medication Validation Window That Grounds Med Techs
Does the 60-day window apply to insulin validation too?: Yes. Since the March 2026 amendments insulin is its own credential with its own course, validation and annual update, and it revalidates in the same 60 days before expiry. Prescribed enteral formula is a third track that works the same way.; Read the full piece: The Medication Validation Window That Grounds Med Techs
Can a temporary validation cover a lapsed insulin validation in Florida?: No. Rule 65G-7.004(8)(d) carves insulin out of temporary validation, and (8)(c) does the same for prescribed enteral formula. For most other routes a nurse or physician can sign a temporary validation covering up to 30 days, but for these two there is no stopgap — the course must be retaken and the person revalidated before they may administer again.; Read the full piece: The Medication Validation Window That Grounds Med Techs

Incidents

How quickly must a Florida group home report a critical incident to APD?: Within four hours. Rule 65G-2.010(6)(f), F.A.C. requires initial notice of a critical incident within four hours after the provider or covered person becomes aware of it, by the Agency's incident reporting system, email, or a phone call. A complete APD Incident Reporting Form follows electronically within one calendar day.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On
Does a text message count as reporting an incident to APD?: No. Rule 65G-2.010(6)(f), F.A.C. states that telephonic contact does not include the sending of text messages over the phone. Initial notice must be made through the Agency's designated incident reporting system, by email, or by an actual phone call.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On
What is the difference between a critical and a reportable incident in Florida APD rules?: Rule 65G-2.010(6)(f)3., F.A.C. lists eleven critical incidents, reported within four hours. Rule 65G-2.010(6)(g) lists ten reportable incidents, reported to the Regional Office within one calendar day following the incident by emailing a completed APD Incident Reporting Form.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On
How long before a missing resident becomes a critical incident in Florida?: One hour for a resident or client who is a minor or an adult adjudicated incompetent, under Rule 65G-2.010(6)(f)3.c., F.A.C. For a legally competent adult it is eight hours, and it is a reportable incident rather than a critical one, under 65G-2.010(6)(g)5.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On
When is APD incident follow-up reporting due?: Rule 65G-2.010(6)(h), F.A.C. requires follow-up measures on the APD Incident Reporting Form, submitted to the Regional Office no later than five days following the date the incident was reported, with ongoing follow-up until the incident is resolved.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On
Which form is used for APD incident reporting?: APD Incident Reporting Form OP 3-0006 (December 2025), incorporated by reference into Rule 65G-2.010(6)(b), F.A.C. The rule requires it to be submitted electronically to the appropriate Regional Office in the Agency approved method.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On
Who counts as a covered person in Florida APD incident reporting?: Section 393.135(1)(a), Florida Statutes defines a covered person to include any employee, paid staff member, volunteer or intern of the agency, any person under contract with the agency, and any person providing care or support to a client on behalf of the agency or its providers.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On
Does reporting to APD replace calling the Florida Abuse Hotline?: No. Rule 65G-2.010(6)(a), F.A.C. requires that in all cases involving known or suspected abuse, neglect or exploitation the incident be reported immediately to the Florida Abuse Hotline under sections 39.201 and 415.1034, Florida Statutes. That is separate from reporting to APD.; Read the full piece: Four Hours, One Day, Five Days — The APD Incident Reporting Clocks a Florida Group Home Runs On

Screening

How long do Florida providers have to update the Background Screening Clearinghouse?: Five business days. Florida Statute 435.12(2)(c)2., effective 1 January 2024, requires initial status and any changes in status to be reported within 5 business days after a person receives an initial status or after a change in that person's status has been made.; Read the full piece: You Have 5 Business Days to Update the Clearinghouse. Nothing Reminds You.
When did the 5-business-day Clearinghouse reporting rule start?: 1 January 2024. That effective date is written into F.S. 435.12(2)(c)2. itself, which is why providers who set up their screening process before then may never have encountered the deadline.; Read the full piece: You Have 5 Business Days to Update the Clearinghouse. Nothing Reminds You.
What counts as a change in employee status for the Clearinghouse?: F.S. 435.12(2)(c)2. covers initial status and any change in status. In practice that means the point a person begins working in a screened position and the point they stop working in one, each reported by the employer.; Read the full piece: You Have 5 Business Days to Update the Clearinghouse. Nothing Reminds You.
Does anything remind employers about the Clearinghouse update?: No. Unlike a training certificate or the five-year rescreening, the five-business-day update under F.S. 435.12(2)(c)2. has no certificate, no expiry date and no automatic notice, so nothing surfaces it unless the employer builds the habit.; Read the full piece: You Have 5 Business Days to Update the Clearinghouse. Nothing Reminds You.
Does a re-hired employee need new background screening in Florida?: If they have been away from a screened position for more than 90 days, yes. F.S. 435.12(2)(b) requires a new national screening when someone returns to such work after a break in service exceeding 90 days.; Read the full piece: The 90-Day Re-Hire Trap in Background Screening
How often must Florida Level 2 screening be renewed?: Every five years. F.S. 435.12(2) requires fingerprints to be resubmitted for a national criminal history check every five years and retained on a five-year renewal basis. The five-year interval is not in F.S. 393.0655.; Read the full piece: The 90-Day Re-Hire Trap in Background Screening
Do employers have to report staff changes to the Clearinghouse?: Yes, within five business days. F.S. 435.12(2)(c)2., effective 1 January 2024, requires initial status and any change in status to be reported within five business days.; Read the full piece: The 90-Day Re-Hire Trap in Background Screening

Background screening

Who has to have a Level 2 background screening for a Florida APD provider?: Section 393.0655, Florida Statutes requires level 2 screening for direct service providers who are unrelated to their clients, including support coordinators, and all employees of residential facilities or adult day training programs. It also covers volunteers who provide care or services, who have access to a client's living areas, or who have access to a client's funds or personal property.; Read the full piece: Florida Level 2 Background Screening for APD Providers: Who, When, and the Three Clocks Nobody Tracks
Can someone start work before their Level 2 screening comes back?: They can be hired for training or orientation, but APD states that under section 393.0655, Florida Statutes all individuals required to be screened must be screened and eligible before they are hired into a position requiring Level 2 screening, and that an employee may not have direct contact with vulnerable persons until the screening process is completed.; Read the full piece: Florida Level 2 Background Screening for APD Providers: Who, When, and the Three Clocks Nobody Tracks
How often does a Florida Level 2 background screening have to be renewed?: Section 435.12, Florida Statutes requires fingerprints to be resubmitted for an FBI national criminal history check every 5 years, until the person is enrolled in the national retained print arrest notification program. It is a recurring date, not a one-time clearance.; Read the full piece: Florida Level 2 Background Screening for APD Providers: Who, When, and the Three Clocks Nobody Tracks
What happens if an employee has a break in service of more than 90 days?: Section 435.12, Florida Statutes states that a person with a break in service of more than 90 days from a position that requires screening must submit to a national screening if they return to a position that requires screening. A rehire after 91 days is a new screening, not a reactivation.; Read the full piece: Florida Level 2 Background Screening for APD Providers: Who, When, and the Three Clocks Nobody Tracks
How long does an APD provider have to update an employee's status in the Clearinghouse?: Five business days. Section 435.12, Florida Statutes requires employers to register with the Clearinghouse and maintain the employment or affiliation status of everyone in it, with initial status and any changes in status reported within 5 business days.; Read the full piece: Florida Level 2 Background Screening for APD Providers: Who, When, and the Three Clocks Nobody Tracks
Do I fingerprint an employee first or register them in the Clearinghouse first?: Clearinghouse first. APD states that under section 435.12, Florida Statutes providers must register all employees and initiate all criminal history checks through the Clearinghouse before sending an individual for fingerprinting to a Livescan Service Provider. Doing it in the other order is the most common and most expensive mistake.; Read the full piece: Florida Level 2 Background Screening for APD Providers: Who, When, and the Three Clocks Nobody Tracks

Documentation

What must every APD service note contain?: The iBudget Handbook requires that all documentation be dated, identify the person rendering the service, and be signed by that person to attest to accuracy and completeness. If an electronic signature is used, the person's name should be typed on all billing-related documentation. Services billed hourly or by the quarter hour need from and through times.; Read the full piece: What an APD Service Note Actually Has to Contain
What documentation does a Florida APD group home have to keep?: For Residential Habilitation (Standard), Appendix A of the iBudget Handbook lists a copy of the claim, a daily attendance log sent monthly, an implementation plan within 30 days and annually after, quarterly summaries with the third serving as the annual report, and staffing documentation showing ratios and direct contact hours.; Read the full piece: What an APD Service Note Actually Has to Contain
Does APD publish an official service note template?: APD does not publish a general service note template. The iBudget Handbook instead says providers may submit templates for required forms for written approval by the APD state office and the Agency for Health Care Administration. So your own form is allowed, but approval is the step people skip.; Read the full piece: What an APD Service Note Actually Has to Contain
How often are quarterly summaries due for APD waiver services?: The quarterly period begins on the effective date of the support plan, and the third quarterly summary serves as the annual report and must summarise the previous three quarters. A provider may choose to write monthly summaries instead of quarterly ones.; Read the full piece: What an APD Service Note Actually Has to Contain
Where do the APD documentation requirements come from?: Appendix A, Billing and Documentation Requirements, of the Developmental Disabilities Individual Budgeting Waiver Services Coverage and Limitations Handbook, which is incorporated by reference into Rule 59G-13.070, Florida Administrative Code. The current edition is dated May 2023.; Read the full piece: What an APD Service Note Actually Has to Contain
Can I use ChatGPT to help write APD service notes?: Nothing prohibits using a writing tool, but do not paste the name, address, diagnosis or other identifying details of a person you support into a general consumer AI service. Write about the support delivered rather than the person, and keep the identifying details in your own record system.; Read the full piece: What an APD Service Note Actually Has to Contain

Billing

How long does a Florida Medicaid provider agreement last?: The AHCA Non-Institutional Medicaid Provider Agreement states that it remains in effect for ten years from the effective date of eligibility for initial enrollment, and ten years again on re-enrollment, unless terminated. That is the agreement's term, which is not the same as the revalidation cycle.; Read the full piece: 10, 5 and 3 Years: Which Medicaid Date Actually Expires On You
How often does a Florida Medicaid provider have to revalidate?: At least every five years. 42 CFR 455.414 requires the State Medicaid agency to revalidate the enrollment of all providers regardless of provider type at least every 5 years. Revalidation happens during the agreement's term, so a ten-year agreement does not mean ten years of no paperwork.; Read the full piece: 10, 5 and 3 Years: Which Medicaid Date Actually Expires On You
How long is the APD Medicaid Waiver Services Agreement?: APD's own agreement form states that it terminates on a date no later than three years from the effective date. It is separate from the AHCA agreement, and it requires the provider to maintain a current and valid AHCA Medicaid Provider Agreement at all times during its term.; Read the full piece: 10, 5 and 3 Years: Which Medicaid Date Actually Expires On You
Does Florida law set a fixed term for a Medicaid provider agreement?: No. Section 409.907, Florida Statutes says each provider agreement is effective for a stipulated period of time, terminable by either party on reasonable notice and renewable by mutual agreement. The five-year figure in that section is the record retention requirement, which is a different duty.; Read the full piece: 10, 5 and 3 Years: Which Medicaid Date Actually Expires On You
What happens if my Medicaid enrollment lapses?: You cannot bill for the services you are still delivering. That is why these dates differ in kind from training or inspection dates: an APD licence lapse is a licensing problem, while an enrollment lapse stops payment while the work continues.; Read the full piece: 10, 5 and 3 Years: Which Medicaid Date Actually Expires On You

Choosing

What is the best software for a Florida APD provider?: There is no single answer, because three different products are called that: APD iConnect, which is the state's own system and not a purchase; an agency platform built around the people you serve, for service notes, visit verification and Medicaid billing; and a compliance record, which tracks staff and facility dates. They solve different problems and many providers end up with more than one.; Read the full piece: Best Software for Florida APD Providers? It Is Three Different Products — How to Tell Which One You Need
Do I have to buy software to use iConnect?: No. APD iConnect is the state's system and access is arranged through APD, not bought from a vendor. APD Provider Advisory #2026-016 tells providers who do not yet have access to contact their APD Regional Provider Enrollment team to complete user provisioning before 1 October 2026.; Read the full piece: Best Software for Florida APD Providers? It Is Three Different Products — How to Tell Which One You Need
Is there free software for Florida APD training requirements?: Yes, in part. TRAIN Florida is APD's own free learning system and it reports which of its courses each staff member has completed. What it cannot show is anything completed outside it — classroom CPR and First Aid, background screening dates, driving records, or any facility record.; Read the full piece: Best Software for Florida APD Providers? It Is Three Different Products — How to Tell Which One You Need
Do I need an EHR if I run one Florida group home?: Not necessarily. An agency platform is built around the people you serve — service notes, support plans, medication records, visit verification and Medicaid billing. If billing and service documentation are what you are struggling with, that is the category to look at. If they are not, it is a large purchase aimed at a problem you may not have.; Read the full piece: Best Software for Florida APD Providers? It Is Three Different Products — How to Tell Which One You Need
What is a compliance system of record for an APD provider?: It tracks the dates your license depends on rather than the care you deliver: which staff member is current on which training, when a background screening was run, when a medication validation expires, and the drills, extinguisher checks and inspections for each home. It holds no information about the people you serve.; Read the full piece: Best Software for Florida APD Providers? It Is Three Different Products — How to Tell Which One You Need

Choosing software

What should a Florida APD provider ask before buying compliance software?: Eight things: whether it stores resident records, whether the Florida requirement list is already loaded or you type it in, whether anything tells you when a rule itself changed, whether the price is published, how long setup takes, whether it covers the building as well as the staff, who is behind the company, and how you get your data out if you leave.; Read the full piece: Eight Questions to Ask Before You Buy Software for a Florida APD Business
Do I need an EHR or compliance software for a Florida APD group home?: They are different jobs. An EHR holds client records, service notes, medication records and Medicaid billing. Compliance tracking holds the staff and facility dates your license depends on. Many providers need both, and if your EHR already tracks staff training dates to your satisfaction, you may not need a second system.; Read the full piece: Eight Questions to Ask Before You Buy Software for a Florida APD Business
Why does it matter whether software stores resident records?: It decides your exposure and your paperwork. A system holding client health information brings medical-privacy contracts, security review and a much larger consequence if it is ever breached. A system that holds only staff and facility records does not, because the sensitive information never enters it.; Read the full piece: Eight Questions to Ask Before You Buy Software for a Florida APD Business
Is a spreadsheet enough for tracking APD staff compliance?: Sometimes, honestly. One home, a handful of staff and an owner who checks it every week is a workable system. It stops working when nobody is reminded before a date passes, when more than one person edits it, or when a requirement changes and nothing tells you.; Read the full piece: Eight Questions to Ask Before You Buy Software for a Florida APD Business
Should I be suspicious of software that will not publish a price?: Not suspicious, but you should know what it signals. A demo-only price usually means the price varies by customer, which means it is set by how large you look. If you run one or two homes, published pricing is generally a sign the product was built for a business your size.; Read the full piece: Eight Questions to Ask Before You Buy Software for a Florida APD Business

Industry news

How many people are on the APD waiting list in Florida?: 15,251, as of the 25 August 2026 report. That is APD's own Pre-Enrollment Numbers by Priority Category and County, published on apd.myflorida.com and updated roughly twice a week. A year earlier, the 2 September 2025 report showed 20,789.; Read the full piece: Florida's APD Waiting List Fell 27% in a Year — Almost None of It Children
Is the Florida APD waiting list getting shorter?: Yes, on these two reports. It fell from 20,789 on 2 September 2025 to 15,251 on 25 August 2026 — down 5,538, or about 27 percent. These are two snapshots roughly a year apart taken from APD's published reports, not a continuous trend line.; Read the full piece: Florida's APD Waiting List Fell 27% in a Year — Almost None of It Children
What are the APD pre-enrollment priority categories?: Seven: Category 1 Crisis, Category 2 Transitions from Child Welfare, Category 3 Intensive Needs, Category 4 Caregiver Over Age 60, Category 5 Transition from School, Category 6 Age 21 and Older, and Category 7 Under Age 21. Categories 1 and 2 showed zero people on both the September 2025 and August 2026 reports.; Read the full piece: Florida's APD Waiting List Fell 27% in a Year — Almost None of It Children
Which Florida county has the most people waiting for APD services?: Miami-Dade, with 2,028 on the 25 August 2026 report, followed by Broward at 1,480, Palm Beach at 1,194 and Orange at 1,088. Every county is listed in APD's published report.; Read the full piece: Florida's APD Waiting List Fell 27% in a Year — Almost None of It Children
Where can I check the APD waiting list number for my county?: APD publishes Pre-Enrollment Numbers by Priority Category and County on its Agency Reports page at apd.myflorida.com, as a PDF updated roughly twice a week. Every one of Florida's 67 counties appears on a single page, broken out by priority category.; Read the full piece: Florida's APD Waiting List Fell 27% in a Year — Almost None of It Children

Our story

What is Care Wizard?: Care Wizard is compliance, scheduling and payroll-hours software for Florida APD group homes. It tracks each staff member's required training, screening and renewal dates against APD, statute and rule sources, and warns before a date passes rather than after.; Read the full piece: We Got Caught Twice. Then We Built Care Wizard.
Who built Care Wizard?: A Florida group-home operator, after getting caught twice by dates rather than by rules — a medication validation done outside its 60-day window, and a re-hire whose break in service had passed 90 days. It is built by someone who runs homes, not by a software company looking at the market from outside.; Read the full piece: We Got Caught Twice. Then We Built Care Wizard.
Does Care Wizard work if I only have one home?: Yes. Pricing is $25 per month per home with unlimited staff, so one home costs $25 a month. The tracking works the same whether you run one home or ten — the difference is only how many dates it is watching.; Read the full piece: We Got Caught Twice. Then We Built Care Wizard.
How much does Care Wizard cost?: $25 per month per home, unlimited staff, everything included, after a 30-day free trial with no card required. Paying yearly gives two months free, and that is the only discount.; Read the full piece: We Got Caught Twice. Then We Built Care Wizard.
Does Care Wizard cover states other than Florida?: No. Compliance tracking is Florida APD only, because rules are verified against Florida's own statutes, rule chapters and handbooks before they ship. Other states follow only as they are verified.; Read the full piece: We Got Caught Twice. Then We Built Care Wizard.

Records

How long do you have to keep staff schedules in a Florida group home?: Six months. Rule 65G-2.008(6)(a)4, Florida Administrative Code, says weekly schedules of actual staff coverage shall be maintained for a six-month period. That applies to the record of who actually worked.; Read the full piece: How Long Do You Have to Keep Staff Schedules in a Florida Group Home?
How long do you keep staff training records in a Florida group home?: At least three years. Rule 65G-2.008(7)(b) requires written documentation of all required staff training to be maintained by the licensee for at least three years following receipt of that training, which is a different clock from the six-month one for schedules.; Read the full piece: How Long Do You Have to Keep Staff Schedules in a Florida Group Home?
How quickly must a Florida group home produce records for APD?: Within three calendar days. Rule 65G-2.008(6)(b) says the licensee provides a copy of any or all of the personnel records in that subsection to the Agency or Regional Office upon request, within three calendar days.; Read the full piece: How Long Do You Have to Keep Staff Schedules in a Florida Group Home?
Do you keep the planned schedule or the one showing who actually worked?: The actual one. Rule 65G-2.008(6)(a)4 attaches the six-month retention to weekly schedules of actual staff coverage, so a plan that was overtaken by a call-out is not the record the rule describes.; Read the full piece: How Long Do You Have to Keep Staff Schedules in a Florida Group Home?

Compliance

Which iBudget Handbook is current in Florida?: The May 2023 iBudget Handbook. A September 2015 standalone Appendix B is still circulated and still appears on APD provider-training pages, which is why many providers are working from the older document.; Read the full piece: Which iBudget Handbook Is Current? (You're Probably Reading a 2015 PDF)
Does the older 2015 appendix give wrong training requirements?: We compared the training tables in both and they agree on each requirement we track. Nothing was wrong in practice — but cite the May 2023 handbook, because that is the version an inspector works from.; Read the full piece: Which iBudget Handbook Is Current? (You're Probably Reading a 2015 PDF)
How many annual in-service hours does the iBudget Handbook require?: Eight hours per fiscal year for every Residential Habilitation tier, per Appendix C of the May 2023 handbook. For behavior-focused tiers the difference is the subject matter, not the hour count.; Read the full piece: Which iBudget Handbook Is Current? (You're Probably Reading a 2015 PDF)

Inspections

How often does APD inspect a Florida group home?: APD-licensed homes are monitored at least annually in connection with license renewal, and APD may also conduct announced or unannounced monitoring visits. Rule Chapter 65G-2, F.A.C. governs licensing and monitoring.; Read the full piece: What APD Actually Looks For in Your Annual Inspection
What records does APD ask for at an inspection?: Staff training documentation (kept three years under Rule 65G-2.008(7)(b)), background screening records, personnel files, weekly staffing schedules, and facility records such as fire drills and the emergency management plan.; Read the full piece: What APD Actually Looks For in Your Annual Inspection
What staffing records must a Florida group home keep?: Rule 65G-2.008(6)(a) requires job descriptions, documentation of all facility staff training, separate personnel records per employee, and a written weekly schedule prepared at least one week in advance, with actual coverage kept for six months.; Read the full piece: What APD Actually Looks For in Your Annual Inspection

Onboarding

What does a new APD group home employee need before starting?: Cleared Level 2 background screening, a local criminal records check, the Attestation of Good Moral Character, and Zero Tolerance training completed before providing direct services under Rule 65G-2.008(7)(c), F.A.C.; Read the full piece: The New-Hire Compliance Checklist for APD Group Homes
What is due within 90 days of hire for APD staff?: Direct Care Core Competencies, first aid and CPR (classroom only), and the HIV/AIDS course — all set at 90 days by Rule 65G-2.008(7)(a), (d) and (e), F.A.C.; Read the full piece: The New-Hire Compliance Checklist for APD Group Homes
What are the minimum qualifications for a Florida direct service provider?: At least 18 years of age, a high school diploma or equivalent, and generally one year of relevant experience, under Rule 65G-2.008(2), F.A.C. The experience requirement may be waived under specific supervision conditions set out in the same rule.; Read the full piece: The New-Hire Compliance Checklist for APD Group Homes

Starting out

Who licenses group homes in Florida?: The Agency for Persons with Disabilities licenses homes serving adults with developmental disabilities, under Chapter 393, Florida Statutes and Rule Chapter 65G-2, F.A.C. Assisted Living Facilities are a separate license issued by AHCA under Chapter 429.; Read the full piece: How to Start a Group Home: A Step-by-Step Guide
What background screening do Florida group home staff need?: Level 2 employment screening under Chapter 435, Florida Statutes, required by F.S. 393.0655(1) for direct service providers unrelated to their clients. It also includes local criminal records checks through local law enforcement agencies.; Read the full piece: How to Start a Group Home: A Step-by-Step Guide

General information for Florida APD providers, not legal advice or a guarantee of compliance. Rules change and can vary by region — confirm the current requirement with the cited source and your APD regional office before acting on it.

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