Kettering Heights: Medical Records Withheld 7 Months - OH
Kettering Heights Post Acute failed to provide any medical records to Resident #101 or his attorney since January 2025, when new ownership took control of the facility. The resident, who scored seven on a Brief Interview of Mental Status assessment indicating impaired cognition, had made multiple requests for his complete medical record.
Medical Records Coordinator #301 confirmed during an August 11 interview that she had not provided any medical records since the ownership change. She told inspectors she was unaware of the medical release request from January 2025 and never saw it.
The resident's attorney had escalated the matter by July, sending a formal records request on July 29. When that failed to produce results, legal proceedings followed with a subpoena for documents.
Regional legal staff exchanged emails on August 4 confirming the record request was valid and instructing that documents be prepared and files shared with legal to authorize release. Yet no records were provided.
MR #301 acknowledged the facility's own policy required record requests to be fulfilled within two business days upon written or oral request. She confirmed the facility did not follow that policy.
The facility's Access to Personal and Medical Records policy, dated May 2017, explicitly states each resident has the right to access or obtain copies of personal and medical records upon request. The policy requires access within 24 hours, excluding weekends and holidays, and copies within two business days.
Federal regulations require nursing homes to provide residents access to their records regardless of ownership changes. The failure to maintain this basic resident right occurred despite clear written policies and multiple escalating requests over seven months.
The administrator's admission that she lacked knowledge of record access requirements raises questions about staff training and oversight during the ownership transition. Her statement that she never saw the January release request suggests potential gaps in communication systems that could affect other residents seeking their medical information.
Resident #101's cognitive impairment, documented through standardized assessment, made his reliance on legal representation necessary for accessing his own medical records. The facility's failure to respond to either the resident's direct requests or formal legal demands violated his fundamental rights under federal nursing home regulations.
The case came to light through a complaint investigation, suggesting the violations might have continued indefinitely without outside intervention. The facility's own policies provided clear guidance that staff failed to follow, indicating systemic problems beyond simple oversight.
For residents with cognitive impairments like Resident #101, access to medical records can be crucial for ongoing care decisions, legal matters, or family understanding of treatment history. The seven-month delay potentially compromised his ability to make informed healthcare decisions or pursue necessary legal protections.
The ownership change in January 2025 does not excuse the facility's obligations to current residents regarding records created under previous management. Federal regulations specifically address continuity of care and record access during ownership transitions to prevent exactly this type of disruption.
MR #301's acknowledgment that she did not understand the timing requirements for record provision suggests inadequate training of key personnel responsible for resident rights compliance. Her role as medical records coordinator made her lack of knowledge particularly concerning for facility operations.
The escalation from resident request to attorney involvement to subpoena demonstrates the facility's persistent failure to address a straightforward regulatory requirement. Each step in the process should have triggered immediate compliance, yet records remained withheld.
The August inspection found the facility in violation of federal requirements for resident access to personal and medical records. The deficiency was classified as having potential for actual harm to residents, though inspectors determined minimal harm occurred in this specific case.
Resident #101's seven-month wait for his own medical records illustrates how ownership transitions can disrupt basic resident services when facilities fail to maintain proper systems and staff training.
Full Inspection Report
The details above represent a summary of key findings. View the complete inspection report for Kettering Heights Post Acute from 2025-08-12 including all violations, facility responses, and corrective action plans.
Additional Resources
Data source: Official federal inspection data from the Centers for Medicare & Medicaid Services (CMS).
Editorial process: AI-synthesized regulatory data, reviewed for accuracy by our editorial team.
Professional review: All content reviewed by Christopher F. Nesbitt, Sr., NH EMT & BU-trained Paralegal.
Last verified: June 20, 2026 · Our methodology
KETTERING HEIGHTS POST ACUTE in KETTERING, OH was cited for violations during a health inspection on August 12, 2025.
Medical Records Coordinator #301 confirmed during an August 11 interview that she had not provided any medical records since the ownership change.
Health inspections identify deficiencies that facilities must correct. Violations range from minor documentation issues to serious safety concerns. Review the full report below for specific details and facility response.