TX HHS Form 8618. State Long-Term Care Ombudsman Program Initial Certification Training Log

Form 8618 is an official training log used by the State Long-Term Care Ombudsman Program to document completion of initial certification requirements for ombudsman trainees. The form tracks mandatory classroom instruction, self-study, and in-facility training hours to verify that a trainee meets state and federal standards before being certified to perform ombudsman duties.

Purpose of Form 8618

The purpose of Form 8618 is to provide a standardized, auditable record of all training activities completed by an individual seeking initial certification as a Long-Term Care Ombudsman. It ensures that required topics are covered, minimum hour thresholds are met, and practical experience in long-term care facilities is properly documented.

This form serves as formal proof that a trainee is eligible for certification review by program leadership.

When This Form Must Be Used

Form 8618 must be completed during the initial certification process for Long-Term Care Ombudsman trainees. It is required:

• Before an individual can be certified as a Long-Term Care Ombudsman
• When documenting completion of required classroom, self-study, and in-facility training
• When training records are reviewed by a Managing Local Ombudsman (MLO) or State Ombudsman

The form is not required for continuing education tracking after initial certification unless otherwise directed by program policy.

Who Is Authorized to Complete and Sign the Form

The training log is completed primarily by the trainee, who records dates, hours, and minutes for each training activity. Certification statements must then be reviewed and signed by:

• The trainee
• The Managing Local Ombudsman (MLO) or State Ombudsman

Both signatures confirm the accuracy and completeness of the training record.

Explanation of Key Sections

Training Requirements Overview

This section outlines minimum training standards, including required in-person hours, in-facility training, and allowable self-study credits. It also defines what qualifies as in-person training, including live virtual instruction.

Certification Training Manual

This section documents completion of required chapters and learning modules from the certification training manual. It includes space to record dates, hours, and minutes for both in-person instruction and self-study activities.

Self-Study Credits

Self-study activities, such as approved videos and online modules, are logged here. While self-study hours count toward the total training requirement, they are capped according to program rules.

In-Facility Training

This section records accompanied and unaccompanied visits to long-term care facilities. Trainees must document facility names, visit dates, and the certified ombudsman who accompanied them, if applicable.

Training Totals

Subtotal and grand total sections calculate total training time in minutes and hours. These totals are critical for determining certification eligibility.

Trainee Certification

The trainee certifies that all recorded information is accurate and complete.

MLO or State Ombudsman Certification

This final section confirms supervisory review and validation of the training record.

Practical Tips for Completing Form 8618

• Log training hours immediately after each session to avoid errors.
• Clearly distinguish between in-person and self-study training.
• Verify that self-study hours do not exceed allowable limits.
• Ensure facility names and visit types are recorded accurately.
• Double-check totals before submitting the form for review.

Common Mistakes to Avoid

• Failing to meet minimum in-person or in-facility hour requirements
• Misclassifying self-study as in-person training
• Leaving dates or time fields incomplete
• Submitting the form without required signatures
• Incorrectly calculating total training hours

Legal and Regulatory Context

Form 8618 supports compliance with federal and state requirements governing Long-Term Care Ombudsman programs, including mandates for standardized training and documented competency. Certification training ensures ombudsmen are prepared to advocate for residents’ rights, confidentiality, and quality of care in long-term care facilities.

Incomplete or inaccurate training documentation may delay or prevent certification.

Real-Life Examples of Use

• A new volunteer completes required classroom training and logs hours toward certification.
• A trainee documents accompanied facility visits under a certified ombudsman’s supervision.
• An MLO reviews training records before approving an individual for certification.

Documents Commonly Associated with This Form

• Certification Training Manual
• Attendance records for live training sessions
• Facility visit schedules or logs
• Program policies and procedures

Frequently Asked Questions

How many total training hours are required?

The program requires a minimum combination of in-person, in-facility, and limited self-study hours.

What qualifies as in-person training?

Live instruction, including live virtual sessions and phone-based training.

Can self-study replace in-person training?

No, self-study is limited and cannot replace required in-person hours.

Who verifies the training log?

The Managing Local Ombudsman or State Ombudsman reviews and certifies it.

Are facility visits mandatory?

Yes, in-facility training hours are required for certification.

What happens if hours are misreported?

Certification may be delayed until corrections are made.

Related Forms

• Ombudsman Certification Application
• Continuing Education Training Logs
• Facility Visit Documentation Forms

Form Details

• Form Name: Initial Certification Training Log
• Form Number: 8618
• Program: State Long-Term Care Ombudsman Program
• Region: United States (State-level administration)
• Revision Date: August 2024