New York Social Adult Day Care (SADC) providers preparing for a Managed Long Term Care (MLTC) visit now have an updated evaluation workbook. The New York SADC evaluation tool 2026 has a version 4.0 guide dated October 1. MLTC plans use it to examine facility conditions, program requirements, member records, and staff files. Centers do not score themselves, but they should be ready to explain practices and retrieve records. This article focuses on that specific site-evaluation tool, not the separate NYSDOH compliance-review process.
New York SADC Evaluation Tool 2026: What Changed?
Quick answer: On October 1, 2026, NYSDOH released an updated Suggested SADC Evaluation Tool and version 4.0 user guide. The revision history identifies new screenshots and clarifications aligned with the updated tool. The current workbook has seven sections; that does not mean every requirement was newly introduced in October.
The official SADC evaluation tool user guide explains the tabs and how to duplicate member- and staff-review sheets. Find the current workbook at the NYSDOH SADC resource center. The October 2026 SADC evaluation tool changes should be checked against these dated sources, not older screenshots.
What Are the Seven Sections of the Evaluation Workbook?
The version 4.0 guide identifies the following workbook sections. This table shows their purpose from a center operator's perspective, not a replacement set of state evaluation questions.
| Workbook section | What it addresses |
|---|---|
| Instructions | Tool purpose, usage, and reference resources |
| Evaluation Information | Plan, SADC site, contacts, and visit details |
| Determination by Standard | Automatically populated summary of applicable findings |
| Observation | On-site accessibility, community integration, choice, and rights |
| Requirements | Policies and practices for services, safety, staffing, nutrition, and planning |
| Member Records | Individual member documentation, attendance, and PCSP information |
| Staff File | Staff or volunteer administrative, health, and training records |
The Determination by Standard tab automatically summarizes applicable findings and should not be edited. Member-record and staff-file results remain in their own tabs. Evaluators copy those tabs for each person sampled, making well-organized individual records especially useful.
MLTC Annual SADC Site Evaluation: Who Visits and When?
An MLTC annual SADC site evaluation is performed by the contracted MLTC plan. New York requires an initial evaluation before contracting and subsequent annual in-person visits, including at contracted locations where the plan has no enrolled members. Evaluations are site-specific. MLTC plan oversight guidance says the next annual visit is due by the end of the same month in the following year. A March 12, 2026 evaluation, for example, is followed by one due by March 31, 2027.
The plan-led evaluation differs from a department-led NYSDOH SADC compliance review. Each has its own documentation and review process. Keeping them separate avoids duplicating the broader compliance guide already on our site.
MLTC SADC Evaluation Requirements: A Practical Preparation Checklist
The MLTC SADC evaluation requirements cover physical observations as well as documentation. Before the visit, have a responsible team member check these six areas against the current workbook and the plan's requests:
- Confirm the MLTC plan, location, site contact, evaluation date, and responsible staff member. Keep the current SADC address and NPI details available.
- Walk through the premises. Review accessible spaces, safety concerns, posted member rights, and how participants can exercise choice and community access.
- Gather applicable policies for admission, discharge, services, nutrition, emergencies, participant rights, staffing, and training; verify practice matches the written policy.
- Reconcile daily attendance logs by member and date, including actual start and end times; investigate missing or corrected entries without rewriting history.
- Prepare member records and current Person-Centered Service Plans (PCSPs). Check consistency among individual goals, supports, attendance, and participation.
- Check relevant staff and volunteer files for administrative documents, applicable health records, and training evidence. Identify gaps and assign follow-up owners.
For facility details, see SADC certificate of occupancy requirements. Adult day care attendance software may also help preserve traceable times and corrections, but neither resource replaces the official workbook.
SADC Evaluation Tool Member Record Checklist: What Gets Sampled?
The guide expects MLTC plans to review a statistically valid sample of approximately 10% of the plan's enrolled members at the SADC. It also describes an approximately 10% sample of staff and volunteers, including the director and all clinical staff. These are evaluator expectations, not permission to prepare only selected files.
Member-record checks address identity, PCSP completion, attendance, health and care-management information, risks, preferences, goals, community integration, and rights acknowledgments. Our New York SADC PCSP requirements article covers detailed care-plan rules; this guide stays focused on what the evaluation tool examines.
Example: One Member Record, One Evaluation Request
Suppose an evaluator selects a fictional participant who attended September 22, 2026. Staff retrieve the current PCSP, relevant acknowledgments, and attendance record. They compare service dates, preferences, planned supports, and daily evidence. Any correction should retain its traceable history. This illustrates preparation, not proof that the file meets every standard.
How Are Evaluation Findings and Corrections Documented?
The workbook offers Compliant, Not Compliant, and Compliant with Exception determinations. A not-compliant answer requires an explanation and remediation plan; an exception requires explanatory comments. The MLTC plan should retain supporting evidence, such as updated policies or facility photos. Centers should resolve gaps without backdating or silently replacing original documents.
Version 4.0 directs MLTC plans to retain completed evaluation tools and supporting documentation for 10 years. Other policies may specify different retention periods. Centers should follow applicable recordkeeping, privacy, and contract requirements.
How Adult Day Genie Supports SADC Record Preparation
Adult Day Genie offers consent-based face or manual check-in, time-stamped attendance, append-only correction history, and participant-by-day exports. These features help staff retrieve evidence and investigate discrepancies. See the New York SADC software workflow for details.
The platform does not complete the state workbook, certify compliance, or replace MLTC oversight. It helps staff organize supporting records while evaluation decisions remain with reviewers.
Frequently Asked Questions
Who completes the New York SADC evaluation tool?
The MLTC plan evaluator completes the tool during the initial or annual SADC evaluation. The center supplies requested records, explains its procedures, and supports follow-up as appropriate.
What changed in the October 2026 SADC evaluation tool?
NYSDOH released the updated tool and version 4.0 guide on October 1, 2026. The guide aligns with the updated workbook, adds revised screenshots, and clarifies instructions. The current workbook has seven sections.
Does an MLTC annual SADC evaluation require an in-person visit?
Yes. NYSDOH guidance requires initial and annual evaluations of contracted SADC locations to be conducted in person, including sites with no currently enrolled members from the plan.
How many member and staff files are reviewed?
The guide expects statistically valid samples of approximately 10% of the plan's members at the SADC and 10% of staff and volunteers. The staff sample must include the director and all clinical staff.
Is an MLTC site evaluation the same as a NYSDOH SADC compliance review?
No. The MLTC plan-led initial or annual site evaluation and the separate NYSDOH compliance-review process have different workflows and responsibilities.
Make Your Next Record Request Easier
The New York SADC evaluation tool 2026 highlights the value of retrievable records. Adult Day Genie helps organize attendance, corrections, and exports without rebuilding paper logs. Book a 15-minute Adult Day Genie walkthrough to see the workflow. The demo is not certification or a guarantee of compliance.
Last reviewed: October 15, 2026. Verify the current NYSDOH evaluation workbook, the plan's instructions, and your applicable contracts before each evaluation.