DOH Issues DAL and Resources Regarding New Adult Home Roster Requirement
(June 17, 2025) Yesterday, June 16th, the Department of Health (DOH) issued a new Dear Administrator Letter (DAL) for adult homes, announcing a new requirement to submit a quarterly roster. Today, DOH also provided this slide deck and this Frequently Asked Questions document, which LeadingAge NY recommends members review carefully. This new requirement applies only to adult homes, including assisted living residences and assisted living programs with adult home as a base licensure. It does not apply to enriched housing programs.
The first roster submission, which reflects the time period of April 1, 2025 – June 30, 2025, will open on the Health Commerce System (HCS) on July 1, 2025 and will be due Aug. 15, 2025. Several HCS roles may enter data, including the Administrator, Administrator-Backup, Health Provider Network (HPN) Coordinator, and Data Reporter. However, the Administrator or Administrator-Backup must review the roster data, complete the attestation statement, and submit the completed roster. Questions regarding the roster submission can be directed to DOH at acfqsir@health.ny.gov.
Background
This new requirement is the result of a regulation change last year. As we reported previously, we raised a variety of concerns with DOH regarding this new requirement and urged a more targeted approach. We continue to remain unclear on the specific purpose of this data collection effort and what the data will be used for.
Data Being Collected
To populate the initial roster, you must input each resident's name, date of birth, sex, date of admission, and admitted from. If a resident was discharged during the quarter, you will need to report where they were discharged to (including the address) and on what date.
Important Note Regarding Data Submission
It is important to note that once the necessary data is inputted, you must select “Save All” at the bottom of the survey screen to save that data. Use EXTREME caution; to the right of these two selections is a “Reset” button. This will erase all entries made throughout the survey.
For subsequent quarters, the information previously submitted will prepopulate, and you will need to update it.
Conclusion
LeadingAge NY is disappointed that the provider community has to implement an administratively burdensome requirement, and without real clarity on the purpose. We hope that, after the initial population of data, the prepopulation makes it easier to complete the requirement. Please let us know if you have any questions or run into difficulty completing the report.
Contact: Diane Darbyshire, ddarbyshire@leadingageny.org, 518-867-8828