You Got the Qlarant Letter. Here Is Exactly What Happens Next — and the Sentence That Scores You 0%
The notification letter gives you up to 90 days. The reviewer calls up to 30 days out. But the review looks back over the 12 months BEFORE the letter arrived — so the thing being scored is already written. And missing the appointment is not a reschedule: Qlarant scores it 0%.
What happens after you receive a Qlarant review notification letter?
Almost everything written about Qlarant reviews is about the standards. Very little of it explains the sequence — what actually happens, in what order, from the day the envelope lands. That gap matters, because the sequence is where the two expensive surprises live.
Everything below is from Qlarant's own published FAQs for the Florida Statewide Quality Assurance Program. Quotes are theirs, and the page is linked at the bottom.
Step 1 — The letter. Up to 90 days.
Qlarant: “You will receive a notification letter from Qlarant informing you your review will take place sometime within the next 90 days.”
Note the wording — sometime within. The letter does not give you a date. It gives you a window, and the date lands somewhere inside it.
Step 2 — The call. Up to 30 days out.
Qlarant: “You will receive a call up to 30 days in advance from the Quality Assurance Reviewer who will work with you to schedule your review.”
That call is where the actual date gets set. Which means the real preparation window is not 90 days — it is whatever is left after that phone call, and it can be a fortnight.
Not rescheduled. Not marked incomplete. Zero. And Qlarant's own advice is not “call us” — it is to have somebody else ready: “Agency providers should assure availability of a backup person to participate in the review and present necessary documentation including personnel files, and individual and administrative records.”
For a one- or two-home operator where the owner is the only person who knows where the paperwork is, that is a real single point of failure — and a car accident, a funeral or a hospital admission is enough to trigger it.
The part that decides your score before the letter arrives
Qlarant: “The review will be for the 12 months prior to the month of your review.”
Read that next to the 90-day letter and the shape of the whole thing changes. The period being scored is already over. By the time you know a review is coming, the training dates, the screenings and the renewals inside that year are already whatever they are. You are not preparing — you are finding out.
This is the single most useful thing to understand about a Provider Discovery Review, and it is why “we will tidy it up when we get the letter” does not work. There is nothing to tidy. A training completed in March cannot be moved to the previous October.
What the 90 days genuinely buys you is time to find out what the year says, gather it into one place, and know your own answer before a reviewer asks the question.
A service you dropped is still scored
Qlarant: “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.”
If you stopped offering a service eight months ago, the records from when you did offer it are in scope. Dropping a service line does not close the file on it — the 12-month window does, and only once it has fully rolled past.
You can read the scoring sheet in advance. It is free.
Qlarant: “The Qlarant Discovery Review Tools can be located on the www.florida.qlarant.com website under the Resource Center.”
This is the least-used free resource in Florida APD compliance. The Administrative Tool is not a summary of the standards — it is the actual instrument the reviewer fills in, standard by standard, with the reasons a standard gets marked Not Met printed alongside it. The service-specific record review tools sit beside it, most re-issued 1 July 2026.
We read the Administrative Tool in full and wrote up what its first two sections say, including six things that surprise people: the standards Qlarant scores your staff records against.
The whole sequence, in order
- Before anything: the 12 months that will be scored are happening now, whether or not a letter is coming.
- Day 0: notification letter — review will happen within 90 days.
- Up to 30 days before: the Quality Assurance Reviewer calls and the date is set.
- Review day: personnel files, individual and administrative records. Somebody must be there — a no-show is 0%.
- After: a percentage score, with standards weighted so health, safety and person-centred practices carry more.
If the result is not what you hoped, there is a route — and a deadline on it. We covered that separately in what actually happens after a failed PDR, including which of the three organisations involved does what.
The honest summary
A Provider Discovery Review is not really a test you sit. It is a read-out of a year you already lived, plus one appointment you cannot miss. The two things inside your control are keeping the year clean while it is happening, and making sure more than one person can produce the records on the day.
Sources
- Qlarant FSQAP — Frequently Asked Questions (the 90-day notification letter, the 30-day reviewer call, 0% for non-attendance, the 12-month lookback, and services no longer rendered). Read 8 September 2026.
- Qlarant FSQAP — Provider Review Tools and the Operational Policies and Procedures Manual (updated 21 July 2026); service-specific review tools mostly re-issued 1 July 2026. Read 8 September 2026.
- Qlarant FSQAP — Provider Discovery Review Administrative Tool (v11, effective 1 July 2025), the instrument a reviewer fills in. Read 8 September 2026.
- Florida Statewide Quality Assurance Program (Qlarant) — the Resource Center where the review tools are published free. Read 8 September 2026.
This article is general information for Florida APD group-home providers, not legal advice or a guarantee of compliance. Rules change and vary by region — always confirm the current requirement with the cited source and your APD regional office.