The KPIs You Need to Run a Profitable Assisted Living Business

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Starting and running an assisted living business can feel overwhelming if you don’t know which numbers you should be tracking to know if you're running a profitable business.

Good news! This guide breaks down the key performance indicators (KPIs) every assisted living owner needs to track to keep their business thriving and profitable.

Let’s dive in! 🚀

Check out this video, too: 

Why Tracking KPIs Matters

KPIs are simple numbers that tell you how your business is doing..

You can create your own KPIs by simplying asking yourself:
✅ Are my beds filled?
✅ Are my payments coming in on time?
✅ Is my staffing enough to deliver great care?

Creating and tracking KPIs that help you answer these questions help you know where you stand and help you make smart decisions.


Step 1: Pick the Right Tools to Track Your KPIs

Before tracking your numbers, you need the right tools to stay organized:

🛠️ Project Management Software — Asana, Trello, Monday.com, or Notion help you keep tasks and progress on track.
🧮 Spreadsheets — Excel or Google Sheets are perfect for tracking and analyzing your KPIs.
📇 CRM (Customer Relationship Management) — Manage potential residents and communication efficiently.
💻 EHR (Electronic Health Records) — Track care, medications, and finances in one place.

Choose tools that fit your style and stick with them!


Step 2: Track Your Essential KPIs (here are 5 to get you started)

1. Occupancy Rate

🏠 How many of your licensed beds are filled?
Example: 8 beds filled out of 10 = 80% occupancy
Why? More occupied beds = more income!

2. Payments

💰 Track all payments — on time, late, or missed.
Why? No payments = no cash flow. If you're seeing a lot of late/missed payments, create a system to follow up on late payments.

3. Staffing

👩‍⚕️ Keep an eye on staff levels, quality, and attendance.
Why? Proper staffing keeps residents safe and your facility compliant.

4. Missed Shifts

⏰ Track how often staff miss scheduled shifts.
Why? Missed shifts disrupt care and could hurt your reputation, tracking this also gives you a leg to stand on if you need to let a member of your staff go.

5. Activities of Daily Living (ADLs)

🛁 Bathing, dressing, feeding, medication management — carefully track which actions happen and how frequently they happen.
Why? It shows the level of care you provide and helps justify your rates, plus it can help you increase Medicaid rates if you work with a Medicaid population.


Step 3: Use Your KPIs to Make Smart Decisions

When you regularly track KPIs, you’ll:
🔎 Spot trends before they become problems
💡 Know when to adjust pricing or marketing
⚙️ Improve staff scheduling and training
📈 Grow your business sustainably and profitably


Next Steps: Take Control of Your Assisted Living Business Today!

🚀 Ready to get serious about your business KPIs?
✅ Step 1: Download the Business Plan Checklist and start tracking your numbers.
✅ Step 2: Apply for the ALI Mastermind for expert coaching and support.
✅ Step 3: Use this guide to keep your business profitable and sustainable!

Got questions? Drop a comment below — I’m here to help! ⬇️

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