Assisted Living Survey Prep Checklist
Print this and work top-to-bottom before your state survey. It covers the areas surveyors most commonly examine — the goal is calm confirmation that your documentation is ready and findable, not a last-minute scramble.
1. Resident records & service plans
- Current service/care plan for each resident, dated and signed
- Assessments completed on schedule and reflecting current condition
- Physician orders current and matching the care being delivered
- Admission agreements and consents on file
- Advance directives / POLST where applicable
2. Medication management
- Medication administration records (MAR) — every dose dated and initialed
- Orders match the MAR (no transcription gaps)
- Medication storage secured; controlled substances counted and logged
- Self-administration assessments documented where applicable
- Disposal of discontinued/expired meds documented
3. Staffing, credentials & training
- Background checks completed for all staff
- Current licenses/certifications (med aide, CPR/First Aid) on file
- Required orientation and ongoing training hours documented
- Staffing records support coverage for the review period
4. Resident rights & dignity
- Resident rights posted and acknowledged at admission
- Grievance process documented and accessible
- Privacy, dignity, and least-restrictive practices evident in records
- Consents (including any photo/video) current and on file
5. Incident & change-of-condition reporting
- Incidents (falls, injuries, elopement) documented and reported per timelines
- Change-of-condition notifications to physician/family recorded
- Follow-up and resolution documented
6. Safety & emergency preparedness
- Emergency/evacuation plan current; drills logged with date and time
- Call-light / alert system functional and tested
- Fire-safety equipment inspected; tags current
- Emergency supplies and contact lists in place
7. Infection prevention
- Infection-prevention policies current
- Hand-hygiene and PPE supplies available
- Outbreak / reportable-condition procedures documented
8. Dietary & environment
- Menus meet dietary requirements; modified diets documented
- Food storage and kitchen sanitation current
- Physical plant safe — no hazards, working equipment, clean common areas
9. Billing & EVV documentation (Medicaid HCBS)
- Electronic Visit Verification records capture the required data points
- Visit records reconcile with billing claims
- Service documentation supports each billed visit
Note: survey requirements vary significantly by state, by license type (assisted living, memory care, HCBS), and by CMS program. This is a general prep aid, not a compliance authority — confirm the exact standards and timelines with your state survey agency and applicable CMS guidance.
TinyGuard keeps care documentation, MAR, EVV-ready visit verification (optional $75/mo add-on), and incident records in one on-site system — so survey prep is confirmation, not reconstruction. Book a 15-minute demo or read the software guide.