Assisted Living Survey Readiness plays a critical role in reducing stress and preventing last-minute scrambling during survey season. For Minnesota communities governed by the Minnesota Department of Health (MDH) under the Assisted Living Licensure (ALL) framework, starting the year with a thorough system review allows teams to uncover and address gaps well before survey activity begins.

Below are the five essential systems every Minnesota senior living organization should audit to support strong Assisted Living survey readiness.

1. Delegation & Supervision Documentation

RN delegation continues to be one of the most commonly cited areas during MDH surveys. Strong delegation files demonstrate that:

• RNs reviewed resident conditions before delegating
• Staff were competency-checked for the task
• Supervision occurred at appropriate intervals
• Delegations were updated following any change in condition

Common findings in recent MDH surveys include:
• Missing or outdated delegation forms
• Staff performing tasks outside their competency
• Delegations not updated after hospitalizations or significant declines

Starting your 2026 prep with a delegation file audit helps ensure safety, clarity, and compliance.

2. Incident Reporting & Follow-Up

Incident reporting is a critical component of safety and regulatory alignment. MDH surveyors frequently cite gaps in:

• Timeliness of incident documentation
• RN review and follow-up
• Clear determination of whether external reporting is required
• Trend analysis to identify recurring issues

A well-run incident reporting system includes consistent timelines, clear escalation paths, and proper follow-up to ensure resident safety and prevent repeat events.

3. Care Plans & Service Schedules

Care plans must reflect each resident’s current condition, including physical, cognitive, behavioral, and social needs.

Areas that often need updating before surveys include:

• Cognitive changes or new dementia-related behaviors
• Recent falls or transfers
• Medication changes
• Skin integrity risks
• Mood and social engagement needs
• Updated interventions for Memory Care residents

During MDH surveys, outdated care plans are one of the most frequent citations. A structured year-end review helps ensure they remain accurate, person-centered, and aligned with ALL requirements.

4. Medication Administration Systems (MAR/TAR)

Medication management issues are consistently among the top citations issued by MDH. Before 2026 survey activity increases, leaders should review:

• Accuracy of MAR/TAR documentation
• Clear, consistent signatures
• Timely PRN follow-ups
• Proper discontinuation orders
• Transcription accuracy after provider changes
• Safe storage and labeling practices

Spot audits and routine checks help prevent early-year medication errors and improve team confidence.

5. Policies & Staff Training Files

Up-to-date policies and staff files reflect strong organizational oversight. Key areas to review include:

Policies:

• Infection control
• Medication management
• Emergency preparedness
• Abuse prevention and reporting
• Elopement and missing resident protocols
• Staffing and supervision expectations

Staff Files:

• Orientation documentation
• Annual and required trainings
• Competency validations
• Ongoing education, especially for MC staff
• Up-to-date background studies and required documentation

MDH surveyors often cite missing signatures, outdated trainings, and incomplete orientation records. A clean file system helps your team start the year with clarity and confidence.

Starting Early Strengthens Your Survey Readiness

By reviewing these systems before 2026 survey activity ramps up, leaders can:

 Find and fix issues proactively
 Improve staff consistency
 Reduce clinical and operational risk
 Strengthen documentation across departments
 Promote a culture of accountability and readiness

Strengthening survey readiness isn’t just about avoiding citations, it’s about building a culture of consistency, accountability, and resident-centered care. When teams understand their systems, documentation stays current, and leadership maintains clear oversight, communities experience fewer surprises and greater stability throughout the year. Early preparation also gives leaders space to strategize, refine workflows, and support staff before the intensity of survey activity begins. By investing time now, your organization positions itself for operational resilience, smoother regulatory interactions, and stronger outcomes for both residents and team members.

If your organization needs expert guidance with system audits, documentation improvements, or MDH survey readiness, VeriCore Consulting Group is here to partner with you every step of the way.

Call now at (507) 900-5037 or email us at info@vericoreconsulting.com to schedule a meeting.