admin-interaction-log

name

admin-interaction-log

description

Append a dated, factual entry to an ongoing SNF/facility Admin Interaction Log in terse, cited, third-person prose that states facts without characterizing anyone's motive and without emotional language, so the log can later be attached to a complaint, appeal, or ombudsman filing. Creates the log file if one does not exist yet. Use when the user says "log an interaction", "add an entry to the admin log", "document this call with the facility", "note this for the log", or mentions a phone call / voicemail / visit / email exchange with facility staff that needs to be preserved for the case record.

Admin Interaction Log

Append a new dated entry to the user's running Admin Interaction Log for the facility case. This log is legal-adjacent documentation — every entry is future evidence.

Inputs to collect

1. Log file path — existing log markdown file (e.g., Facility_Admin_Interaction_Log.md). If the user doesn't know, search the selected workspace for a file matching *_Admin_Interaction_Log.md and confirm.
2. Event date and time — YYYY-MM-DD plus time of day if known.
3. Event type — phone call, voicemail, in-person visit, written correspondence received, written correspondence sent, observation.
4. Counterparty — name, title, organization, email/phone if known. Note: if the title is "Licensed Nursing Home Administrator" prefer "LNHA"; "Business Office Manager" → "BOM"; "Director of Nursing" → "DON"; "Social Service Director" → include degree (BSW/MSW).
5. Substance — the user's narrative of what happened. Prefer verbatim quotes where the user has them (voicemail transcripts, email text).
6. Why it matters — 1-2 sentences on strategic relevance to the open dispute (appeal, discharge planning, Medicaid, quality complaint).

Style rules (match the existing log)

• Start each entry with ## Update: <Month Day, Year>[ — <short subject>]. If multiple entries on the same day, differentiate by subject.
• Write in third-person factual prose. Do NOT editorialize or use emotional language.
• Preserve verbatim quotes in blockquote format (> "...") with a parenthetical source (voicemail timestamp and audio filename; email subject line and date; witness present).
• Name full titles on first mention, then short form (e.g., "Frances Ruble, LNHA" → "Ms. Ruble").
• Always identify the user's own role using the case profile's authority block on first mention per entry if the user is acting as POA or authorized representative.
• End with a line or short paragraph establishing "noted for the record" or explicit linkage to an open dispute/case number (e.g., "Case OH-2335128-AP").
• Keep entries dense and specific: exact times, exact phrasings, exact email addresses, exact case numbers, exact CFR / Ohio statute references when invoked.

Execution

1. Read the existing log file so the Edit tool is authorized and so the appended entry matches ongoing tone and ongoing facts.
2. If a case-context/case_profile.md file exists, read it for the canonical POA block, facility name, active case numbers, and contact conventions.
3. Draft the new entry.
4. Show the draft to the user for approval before writing.
5. After approval, use Edit to append the entry to the bottom of the file.
6. If the entry affects a deadline, issue, or evidence point, suggest mirroring the distilled fact into case-context/deadlines.md, issue_log.md, or evidence_register.md via case-context-ledger.
7. If the user indicates this entry is also a candidate finding for the records review (e.g., new facility communication that contradicts prior facility claims), suggest mirroring it into the snf-records-review findings with an appropriate tag (usually LTC-DISPUTE or QUALITY).

Guardrails

• This is documentation support, not legal advice or medical advice.
• Do not invent facts. If the user is vague about timing or title, ask — don't fill it in.
• Do not soften adversarial facts, and do not harden neutral facts into accusations. Report what happened.
• Flag any entry that looks like it might itself be a protected / privileged communication (e.g., something sent by the user's attorney) — do not log privileged content in a file that may be disclosed.
• PHI stays in the log file and in the user's case folder.