One of the most common questions I get is: What is the survey actually like? And I get it, if you’re preparing for your first CARF accreditation, the process can feel a bit overwhelming. So, I thought what better than to take you through the process with a little breakdown of what you can typically expect during your survey experience.

Day 1:

Orientation

The day usually starts with an orientation conference. This is your chance to introduce your organization—share your mission, values, and give a general overview of the programs and services you provide.

Good news: You don’t need to prepare a formal presentation. A few talking points are plenty. It’s also a good idea to mention practical things—like where the restrooms are and what to do in the event of a fire drill.

Review of Standards

From here, the surveyors will begin reviewing how your organization meets the CARF standards.

They’ll ask to see your documentation—such as your:

• Policies and procedures manual
• Health and safety binders
• Training records
• Quality improvement plans
• Emergency preparedness protocols

Individual Interviews

Surveyors will conduct interviews with both staff and clients to gain a well-rounded perspective.

• Staff may be asked about policies, training, client safety, and your quality improvement efforts.
• Clients are typically asked about their experiences with treatment planning, their rights, the grievance process, accessibility, inclusion, and confidentiality.

Lunch Break + Continued Review

After lunch, surveyors usually dive deeper into reviewing documentation. They may look more closely at:

• Clinical forms
• Electronic Health Records (EHR)
• Safety drills and reports
• Performance measurement and outcomes

Before the day wraps up, you’ll participate in an out brief, where the surveyor will share a list of items they couldn’t find—either because it was missing or not immediately accessible.

Day 2:

Follow-Up:

The day begins with a check-in: Were you able to locate any of the missing documents or items from yesterday? If they didn’t get through everything on Day 1, they’ll continue the review process.

They might also:

• Request to speak with additional staff or clients
• Clarify any lingering questions or concerns
• Review any remaining documentation

Report + Exit Interview

In the afternoon, the surveyor will begin drafting the preliminary report, which gets uploaded into the system. You’ll receive a copy to review.

Then comes the exit interview. This is where you’ll hear:

• Your organization’s strengths
• A detailed walk-through of each standard reviewed
• Any recommendations (required changes) or suggestions (non-mandatory improvements)

Finally, they’ll go over next steps—including when to expect the final report, and how the Quality Improvement Plan process works.

Going through a CARF survey can feel intense, but it’s also a great opportunity to highlight the incredible work your organization is doing. Being well-prepared, organized, and transparent goes a long way. You’ve got this!

What has been your experience with CARF within your organization? I would love to hear your experiences and be able to share with those who may be just starting out. Reach out and share it with me. You can reach me here on the contact us tab or follow us on Facebook at Curry Coaching and Consulting!