Board Documents
As a nurse educator in a board-approved CMA program, you must provide pertinent documentation to the NMBON to maintain your program. Below is a list of documents the board needs, a brief description of their use, and instructions for filling them out.
UAP Payment Form
The most common reason you must obtain a payment form is to submit your program for renewal. This document must be mailed or faxed to the NMBON. You must also submit a UAP form to start a new program.
Quality Assurance Report CMAII
Please contact Casey McKee directly for assistance on a CMAII Quality Assurance Report.
Attestations of Eligibility
Attestation letters attest that a CMA student has completed the necessary training and clinical experience to become a CMA. The nurse educator for the program must complete the Attestation letter. A letter of attestation is only sent once the student has completed an online application through the Nurse Portal and all aspects of training, including clinical hours. The appointed Nurse Educator must send this document, and it must be on company letterhead.
Please note that you do not need to send the NMBON licensing department copies of class completion certificates or clinical documentation for a student. They only need the letter of attestation for a student to sit for testing.
Quality Assurance Report CMAI
The Quality Assurance Report is a document used to provide information to the Board about your program. It is due quarterly throughout the year. It will identify the number of CMAs working within your program, the number of evaluations you conducted on the CMAs, and any identified medication errors.
Medication Errors—Please be aware that the NMBON utilizes NMDOH surveys to ensure that your Quality Assurance report is accurate. If you have had an NMDOH survey and received a tag on medication errors or anything about a CMA, it must be reported on the Quarterly Assurance Report. If a CMA at your center self-reports a medication error, it also must be identified on the Quality Assurance Report.
Resolving Medication Error—The nurse educator must conduct an in-service meeting about medication errors for all the CMAs on staff. The in-service must be saved within the program binders for evaluation. ALL CMAS MUST SIGN!!!
Helpful tools for completing the Quality Assurance Report
Average Number of Medications Per Consumer = This is an estimate of each patient in the center’s medication. They are usually ranging around 8-12.
Number of Medication Passes Per Day = This is the number of medication passes the CMA conducts throughout the day, usually 3 or 4. This does not include PRN medication passes. This should be the number of scheduled medication passes.
Average Monthly Census = The administrator at your center should have access to this information. It is the average number of individuals that have been in your center. Round up or down if needed.
Number of CMA medication pass observations during the reporting period = How many bi-annuals or annuals did you complete on the CMAs within the quarter?
Medication Errors = the number of medication errors identified by the NMDOH during a survey or the number of medication errors conducted by the CMA. Please do not run a report for medication errors at your facility, as it includes all medication errors conducted by nurses and CMAs. This report is only for medication errors conducted by the CMA.
Quality Reports & Corrective Action Plans
Depending on your program’s approval period, the NMBON will send a surveyor to your center to maintain compliance with 16.12.5 rules and regulations. If a surveyor identifies any areas of non-compliance, they will be reported to the Medication Aide Advisory Committee(MAAC). The MAAC makes recommendations to the Board for approval. If your program had significant areas of non-compliance, the MAAC may request a Corrective Action Plan, Quarterly Reports, or both.
Quality Reports
Quarterly Reports are only due to the NMBON when the Medication Aide Advisory Committee has evaluated your program. During the evaluation, the committee might ask you to complete Quarterly Reports. These are not a Quality Assurance Report; they are separate documents.
Quarterly Reports are due quarterly within your program approval period. Not quarterly throughout the year.
For example:
Program Approval: March 2024 through March 2025
First Quarter: March, April and May
Report Due: June 10th
IF YOU ARE HAVING ANY DIFFICULTIES WITH CMA PROGRAM DOCUMENTATION, PLEASE REACH OUT DIRECTLY TO CASEY MCKEE CASEY.MCKEE@NMCMACONSULTING.COM
Corrective Action Plans
If the MAAC has reviewed your program, the committee may request a corrective action plan. This document will identify all the areas of non-compliance. The center is then responsible for implementing a correction plan for each non-compliance area.
Helpful Tip: If you identify a specific completion date for an area of non-compliance, you must have it completed by that date.
For example:
Area of Non-compliance:
2 of 4 CMAs did not have Bi-annuals and Annuals completed in 2023
Plan of Correction:
CMAs will have a biannual and Annuals completed by June 14, 2024
Better Plan of Correction:
CMAs will have biannual and Annual reviews conducted throughout the approval period to maintain compliance with 16.12.5 rules and regulations.