Quickly Create Policies for State Inspections: A How-To Guide
Nov 25, 2024
When managing or starting an assisted living facility, having the right policies on hand is essential—whether it’s for everyday operations or preparing for state inspections. But what if you need a policy quickly? Here’s a real-life story from my experience and a guide on how to create effective policies for your residential assisted living facility using tools like ChatGPT.
Check out the video, too:
When You Need a Policy Fast: A Real-Life Scenario
Imagine this: you’re in charge of an assisted living facility, and one day your administrator texts you in a panic. There’s a surprise state inspection, and they need a policy for cleaning and sanitizing bodily fluids, especially blood and vomit. Do you have a policy ready?
In my case, I didn’t. But instead of stressing out, I turned to ChatGPT to help me draft a policy on the spot. Within minutes, I had a professional, compliant policy ready to go. Here’s exactly how I did it—and how you can too.
How ChatGPT Saved My State Inspection
When my administrator urgently requested the policy, I didn’t have one available. Thankfully, ChatGPT came to the rescue. I quickly entered a prompt: “I need a policy for cleaning up and sanitizing blood and vomit in an assisted living facility in Idaho.”
Within seconds, I had a comprehensive, state-compliant policy outlining the procedures for safe cleaning and sanitation, tailored to Idaho’s regulations. After a quick review, I made a few adjustments to align with our facility’s protocols and sent it over to my administrator. The inspection went smoothly, and our policy saved the day!
Using ChatGPT to Build Your Policies and Procedures
If you’re setting up policies for an assisted living facility, using ChatGPT or similar AI tools can save you hours. Here’s how to make the most of it:
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Be Specific in Your Prompts
To get accurate policy drafts, be clear and detailed in your prompt. Specify the situation (e.g., cleaning bodily fluids, administering medication) and any relevant state regulations you need to follow. -
Review and Edit for Compliance
Once you have a draft, review it to ensure it aligns with your facility’s unique procedures. Make adjustments to reflect your branding, voice, and any additional guidelines specific to your facility. -
Integrate into Your Policy Manual
After reviewing, add the policy to your manual. Create a consistent template for all policies so they are professional and easy to navigate. -
Double-Check for Compliance
ChatGPT is a great starting point, but you’re responsible for ensuring the policies meet local and federal regulations. Regularly check for updates to laws and guidelines to keep your policies up to date.
Streamlining Your Policy Creation Process
Using ChatGPT or other AI tools doesn’t have to be a one-time solution. You can use these tools to draft your entire policy manual. Start by creating prompts for your most frequently used procedures, such as medication management, emergency protocols, and infection control standards.
Format the drafts to fit your brand, add them to your manual, and save time on future policy updates. This process can help you keep your policies thorough, consistent, and current with minimal effort.
Why Strong Policies Matter for Your Facility
Policies are the backbone of a well-managed assisted living facility. They provide a clear framework for handling different situations, ensuring safety and compliance for your residents, staff, and business. Having prepared policies shows your commitment to quality care and regulatory compliance—especially when state inspectors come by.
By using ChatGPT or similar tools, you can stay prepared and proactive, saving time and reducing stress. Plus, it allows you to focus more on what truly matters: providing exceptional care to your residents.
Start Your Assisted Living Facility Journey the Right Way
If you manage or are planning to open a residential assisted living facility, I highly recommend using ChatGPT and similar AI tools to help with policy development. This approach ensures that your facility stays compliant with state regulations, saves time, and lowers stress levels. Starting early on your policies sets a solid foundation for success, keeping your facility ready for inspections and prepared to offer the best care possible.
For those of you just starting your assisted living investment journey, don't forget to check out our free Business Plan Checklist to ensure you have a comprehensive plan in place as you get started on your journey.
Need help figuring out where to start? Join the next Roadmap Challenge and build your launch plan with me.
Show full transcript 👇
Transcript
00:00:00
hey everybody it's Brandon Gustafson with Assisted Living investing happy to have you on the channel today for our topic we're going to be getting into how to create a quick policy for your residential assisted living facility and I'm going to give you a scenario where I had to do that for my own assisted living facility if you're interested in learning how to do that make sure you stay tuned [Music] thank you hey everybody welcome back to the channel excited to have you here at
00:00:30
Assisted Living investing today I'm Brandon Gustafson I'm going to be kind of coaching you through the process of getting started for your assisted living facility excited to do that for our topic today we're going to be getting into how to create a quick policy for your residential assisted living facility but before we get into that topic I wanted to remind you to get over to assisted livinginvesting.net where you can get access to our free underwriting calculator which is going to help you
00:00:56
out on your process on your journey to starting your own assisted living facility and when you get access to that free underwriting calculator we'll also get you on an email list where I have a 12 step process with step-by-step kind of takeaway and actions for you to go through to get started on your assisted living facility so make sure you head over to the website assisted livinginvesting.net get access to that calculator and that email sequence and we'll get that over to you we're also
00:01:23
building some some cool content so it's not quite ready as the filming of this video but it will be soon and if you get on the email list we'll make sure you're the first to know about that content that's going to help you out in your journey to starting your own assisted living facility let's get started into the topic so how to create a quick uh a quick policy for your assisted living facility so I talked about this in a previous video we had a state inspection always a surprise when that happens and
00:01:52
we were in you know we're they're having the inspection I'm out of state my my administrator texts me and says hey I need a policy on oh my gosh what was it it was like how to remove blood and vomit from a facility and how to to do that she's like do we have one and I was like crap no I don't have one uh that's not what I told her though I said give me a second so I then turned to chat GPT and if you've not used chat GPT it is just an incredible tool that's going to help you through the process of
00:02:32
just like brainstorming or things like that I actually have another YouTube channel that helps out with productivity and in that uh in that channel I talk a little bit about um chat GPT and how it can help you and some prompts and things and how I use it so if you search for my name uh Brandon Gustafson you'll be able to find that one and you'll got a few different channels there under my name it has my picture on it so if you go over there and find the chat gbt one it will give you a way of of kind of getting some
00:03:00
prompts there so just kind of quick plug for that channel it's brand new but helping out with productivity and personal development anyways so I got this this request from her hey I need this policy around how to sanitize and clean up vomit and I it's like oh my gosh what am I what am I going to do so I turn to chat jpt I say I need you know I'm typing this in I need a policy in the state of Idaho that's compliant with Assisted Living regulations uh that uh that has to do with cleaning up vomit
00:03:33
and blood there's a lot more that went into it when you're using chai gbt you want to get very specific about how you want it to be structured what it wants to look like the voice that you needed to have you know I need this to be professional kind of like a legally type document to kind of help somebody understand it and it needs to follow this process so I put all of that information in there I tell it I need this for how to clean up and sanitize uh when we have something with bodily fluids come up in the facility and then
00:04:02
I hit send and within 10 seconds I have a policy that is written up for me around this area it was incredible so I grabbed that that information throw it into a Word document put it into our branding so I use my template that I have for our facility so it looks like we did it everything and then I read through it because I don't want it to just be like you know verbatim everything that's in there I read through it make a bunch of edits to it to get it to fit the way that I want it the structure that I want it to be and
00:04:34
everything like that and then I turn it into a PDF and I send it over to my administrator and an email and uh text her and say hey I just sent it over to you go ahead and take a look let me know if that works and if they have any questions and um she gets back to me and uh you know after the inspection and she calls me and she's like that was pretty incredible they they they took it it was fine and I was like yeah I generated in chat GPT and she's like yeah I know I could tell because at
00:05:03
the bottom we had page numbers and I said one and two and she's like they didn't notice that so we're okay so we were able to put that together now it's uh you could look at that as I don't know cheating or something like that but it is a policy I'm pretty sure we had actually in our in our book and I'm trying to revamp our policies and procedures and get them to all be updated and standardized and in a better format anyways and so it wasn't saying anything that we didn't already have but
00:05:28
our old policies and procedure book that we have is 250 Pages it's in a one big word document it loads slows molasses uh it's really hard to do that and so I just threw this one together so that we had it could hand it off to them and that's how I want to actually build my policies going forward because it'll just make it a lot easier for us to um to put it in there so it's not something that I was doing just on the Fly because you know we needed to do it for an inspection the big reason for why I did
00:05:54
it at that time at that point but I'm actually planning on doing a lot of this with with my other policies and procedures as well because it's just an incredible tool in helping you kind of put those things together so I highly suggest that you use that tool as you start working on your journey to starting your own policies and procedures it's it's going to save you a ton of time I've talked about this in a previous video we'll try to link that up above on how and where to go to buy
00:06:22
policies and procedures and things like that if you used chat GPT and started creating a kind of a template for how you know a prompt for what you're going to do and then the base of it is uh the base of it is there and then you change some of the you tweak a few of those things to be specific to the policy that you need it's going to start generating those and then you just take it out paste it into a Word document make a few changes do the formatting that you want it to look like and then voila you've
00:06:52
got yourself a policy and you could build your entire policy book that way and then you just want to make sure that's referencing the correct state regulations that you need for your assisted living facility so just a quick easy tips for you to use that type of a tool to help you on your journey to starting your own assisted living facility if you found that helpful if you've ever used Chad GPT make sure you comment down below I'd love to hear how you use chat gbt to help you in your personal life and how
00:07:19
you use it to help you out on your journey to starting your own assisted living facility or how you're going to use it now that you have this knowledge it's a really cool tool if you have it because if you have questions about how to use the tool how to log in make sure you comment that down below as well be able to kind of give you an overview of what that looks like and how to use the tool and I I think I will be able to find the prompt that I use so if you're interested in that comment down below
00:07:44
and I can throw that into the comments on YouTube as well and I think that will help you out kind of through the the process and and understanding uh you know how I structured that so that I could get the information that I needed for the the quick policy that I needed for my assisted living facility from the state inspection that we had if you found this information useful make sure that you are subscribing to the channel and hitting the Bell so you get notified every time we put a video up we're building some really good
00:08:14
content based off the information that I'm seeing that you need from my research as I get into you Facebook groups and and see your comments in the channel if there's a topic that you want uh covered on the channel make sure you comment that down below as well so I can get that uh build some videos that are specific to your situation and if you would like access to our free underwriting calculator get over to assisted livinginvesting.net and you'll also in addition to that get our 12-step guide
00:08:42
with action steps to help you through the process of starting your assisted living facility excited to have you here on the channel and go through this process with you thanks for watching with us because here at Assisted Living investing we're here to help you learn the ins and outs of investing in Assisted Living are you interested in learning more about Assisted Living investing but you don't know how to get started at Assisted Living investing we're here to help you through the process start to finish thanks for
00:09:07
watching and have a great day [Music] foreign [Music]
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