Preparing for a Commission on Accreditation of Rehabilitation Facilities (CARF) survey can feel like a daunting task, but it doesn’t have to be. Whether your clinic is undergoing its first survey or you’re a seasoned pro, being prepared is key to ensuring a smooth process. The CARF accreditation not only helps to improve the quality of services but also enhances your clinic’s credibility and ability to secure funding. With the right approach, you can make sure that all the necessary areas of your clinic are in line with CARF standards.

In this blog post, we’ve put together a comprehensive checklist to guide your clinic in preparing for a CARF survey. This step-by-step approach will help ensure that all aspects of your operation are fully compliant with CARF regulations and reflect your clinic’s commitment to excellence. Let’s dive in! 

CARF Survey Preparation Checklist

1. Organizational Review
   • Review (and develop if missing) the mission, vision, and values.
   • Update strategic plans and goals.
2. Documentation and Policies
   • Ensure all policies are documented, up-to-date, and match CARF regulations.
   • Maintain organized, accessible documentation in all operational areas.
   • Keep records of board meetings, strategic plans, and governance activities.
3. Person-Centered Services
   • Verify service plans are individualized and documented.
   • Ensure clients are involved in their service planning and decision-making.
   • Document client rights and ensure policies are in place to protect rights.
4. Health and Safety
   • Conduct regular safety drills and document results (i.e. fire, emergency evacuations).
   • Ensure emergency preparedness plans are current and practiced.
   • Maintain proper medication management, training, and documentation.
5. Staff Qualifications and Training
   • Verify all staff are up-to-date with certifications and qualifications, including having needed licenses displayed.
   • Have a comprehensive staff training program with documentation of regular completion.
   • Ensure staff are knowledgeable and prepped on CARF regulations and survey requirements.
6. Client and Service Records
   • Maintain comprehensive records on all clients.
   • Ensure confidentiality and proper storage.
   • Clear documentation of outcomes and progress toward goals.
7. Quality Improvement
   • Implement a Continuous Quality Improvement (CQI) plan.
   • Collect and analyze data on service outcomes and client satisfaction.
   • Document CQI activities and outcomes.
8. Accessibility
   • Ensure facilities are accessible to all clients and visitors, including those with disabilities.
   • Conduct regular accessibility assessments.
   • Ensure both structural and digital accessibility.
9. Financial Management
   • Maintain accurate financial records and conduct regular audits.
   • Prepare budget documents and financial records for review.
10. Communication and Stakeholder Engagement
    • Foster open communication among staff, clients, and stakeholders.
    • Document all feedback + how feedback was actioned.
11. Mock Surveys and Staff Prep
    • Conduct mock surveys.
    • Train staff on what to expect during surveys and how to interact with surveyors.
    • Ensure all staff are familiar with their role in compliance.
12. Physical Environment
    • Ensure environment is clean, safe, and well maintained.
    • Conduct regular safety inspections and document findings.
    • Ensure all equipment is in good working order and regularly inspected.
13. Rights of Persons Served (ROPS)
    • Ensure policies on ROPS are enforced.
    • Document client provision of information on their rights and responsibilities.
    • Document any complaints or grievances and their resolution.
14. Community Integration and Support
    • Promote community integration and support for all clients.
    • Maintain relationships with community resources and partners.
    • Document community involvement activities.
15. Leadership and Governance
    • Ensure leadership is actively involved in CARF prep.
    • Document leadership’s role in strategic planning and quality improvement.
    • Maintain records of governance activity and decisions.

Preparing for a CARF survey requires careful planning, attention to detail, and a commitment to continuous improvement. By following this comprehensive checklist, your clinic can systematically address each area of the CARF standards and ensure that your organization is ready for a successful survey. Not only will this process demonstrate your clinic’s commitment to quality care, but it will also set the stage for ongoing improvements that benefit both clients and staff.

CARF accreditation is an opportunity to showcase your clinic’s dedication to providing the highest standards of service. With the right preparation, you can approach your survey with confidence, knowing that you’ve done everything possible to meet the expectations and deliver quality care to those you serve.