The inspiration for Focused Driven Compliance Advisors (FDCA) came not from a corporate plan but from listening to frustrated providers grappling with overwhelming compliance requirements. As a former partner in a home healthcare agency, I personally navigated the maze of regulatory challenges. With over 25 years in the developmental disabilities field, I saw firsthand that providers weren’t failing because of negligence—they simply lacked the right guidance and support.
That realization led me to create FDCA in Akron, Ohio. Our firm is mission-driven, not just results-driven. We are dedicated to helping agencies become audit-ready, compliant, and ultimately more confident in delivering exceptional care.
Understanding the DODD Site Visit Audit
A DODD site visit audit is a formal review conducted by the Ohio Department of Developmental Disabilities. Its purpose is to assess whether a provider is following required standards in areas such as client documentation, staff training, background checks, incident reporting, and environmental safety. These audits typically occur every one to three years, depending on your agency’s risk level and previous performance.
Passing an audit isn’t just about avoiding penalties. It strengthens your agency’s reputation, secures continued funding, builds family trust, and boosts staff morale.
Common Pitfalls That Lead to Citations
Across the state, we’ve observed five key areas where providers often struggle:
- Incomplete or inconsistent documentation (especially Individual Service Plans and Medication Administration Records)
- Expired or missing staff certifications
- Missing or outdated background checks
- Delayed or poorly documented incident reports
- Environmental issues such as unsanitary bathrooms, expired food, or inaccessible emergency exits
Fortunately, each of these areas can be proactively addressed with a strong internal system and routine check-ins.
How to Prepare for a Successful Site Visit
At FDCA, our audit prep begins with a thorough internal review or mock audit, which identifies compliance gaps early. We then tighten up documentation: Every staff file should contain valid background checks, up-to-date CPR/First Aid certificates, and completed onboarding documents. Training logs must be current, and staff schedules should align with ISP requirements. All incidents must be documented with clear resolution steps.
We also train staff to feel confident and knowledgeable. Team members should be able to discuss client-specific ISPs and confidently answer questions during interviews. Practicing these conversations through role-play reduces stress and improves audit performance.
A walkthrough of your facility is essential. Ensure bathrooms are stocked and clean, kitchens are orderly, emergency exits are unobstructed, and first aid kits are in place and complete.
We recommend using cloud-based systems to organize HR files, monitor certification dates, and ensure real-time access to documentation during audits.
What to Expect During the Audit
On the day of your audit, expect a formal check-in, interviews with staff, a walkthrough of your facility, and record spot-checks. Be transparent, professional, and honest throughout the process. Auditors respect providers who demonstrate a genuine commitment to quality and compliance.
Responding to Citations and Creating a Plan
If you do receive citations, stay calm. You’ll have 30 days to submit a Corrective Action Plan. Focus on identifying and fixing the root cause, not just the symptoms. An experienced compliance advisor can help you craft a realistic and effective plan that prevents repeat issues.
Make Compliance a Daily Practice
Audit readiness isn’t a one-time task. Agencies that embed compliance into their everyday culture—through quarterly mock audits, real-time tracking tools, and staff training refreshers—are the ones that thrive.
At FDCA, we believe compliance is more than checking boxes, it’s about empowering providers to deliver consistent, high-quality care. Through our MetaGagement™ staff engagement model, Compliance Academy, and personalized coaching, we help Ohio agencies go from fear to confidence.
About Dr. Lyman Montgomery
Dr. Lyman Montgomery is a nationally respected compliance strategist with over 25 years of experience. As the founder of Focused Driven Compliance Advisors, LLC, he helps DODD providers across Ohio elevate their standards and achieve audit excellence. Learn more at www.focuseddrivencompliance.com.
