At the conclusion of an Office of the State Fire Marshal (OSFM) inspection, the OSFM inspector will provide every facility with a Violation Notice containing a list of deficiencies found during their inspection, even if no deficiencies are found during the inspection process. Now, it’s the facility’s responsibility to complete a plan of correction response for the deficiencies cited and submit it to the OSFM for review and acceptance. However, some facilities are not quite sure of the exact process required for submitting their plan of correction response.
One thing to keep in mind is that it doesn’t matter if OSFM conducts a Federal Life Safety Code survey at a Hospital, Ambulatory Surgical Center, Long Term Care Unit, Nursing Facility, or Immediate Care Facility for the Mentally Retarded; or if they conduct a State Routine inspection at a School, Childcare Center, Residential Board and Care, Propane facility, or Hotel/Motel; all facility/occupancy types are required to submit their plan of correction response to the OSFM within 10 calendar days from the date of inspection.
Some facilities cannot correct a deficiency within the required time-frame due to correction of some deficiencies cited may require getting bids, possible remodel, replacement of equipment, etc. In this case, a waiver request must be submitted requesting additional time to correct. It should be noted, however; that the waiver request form must be submitted to OSFM along with the initial plan of correction response (within 10 calendar days of the date of inspection). All plan of correction responses can be submitted to OSFM by either: email; fax; or US Mail.
Again, at the conclusion of the OSFM inspection at any occupancy type, the OSFM inspector will review any and all deficiencies observed during their inspection process, they will provide you with your violation notice, and also separate paperwork entitled “How to Submit a Plan of Correction”. This paperwork gives specific instructions for submitting a plan of correction response, as well as instructions on how to complete and submit a waiver request form.
If a facility has any questions on the process, they can always contact the OSFM Topeka office at 785-296-3401 and ask to speak with an Enforcement Inspector.