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Continuing Care Retirement Communities

NAICS 623311 · Nursing and Residential Care Facilities · SBA size standard: $34 million average annual receipts

Continuing Care Retirement Communities operate independent living, assisted living and skilled nursing on one campus, with residents moving between levels of care. For a community that coordinates resident moves, daily services, meals, activities, transportation and health appointments across buildings, the specialists turn inquiries into scheduled tours and signed agreements, resident requests into daily assignments, care notes into updated plans, meal counts into production schedules, supply levels into reorder lists, and daily logs into inspection-ready paperwork that the administrator confirms.

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What makes this business different

  • Residents transition between independent living, assisted living and skilled nursing with updated agreements, care plans and room assignments
  • Daily coordination of meals, housekeeping, activities, transportation, wellness checks and medication passes across multiple buildings
  • Individualized care plans covering dietary restrictions, mobility aids, medications, therapy and emergency protocols
  • Central kitchen producing batch meals adjusted for resident census and multiple diet types served in separate dining areas
  • Inventory of linens, cleaning supplies, food, durable medical equipment, pharmacy items and personal care products with strict par levels and usage logs
  • State licensing, life-safety inspections, resident records, incident reports and billing that differ by level of care
  • Seasonal peaks in move-ins during spring and fall with waitlist management, family tours and orientation scheduling

Specialist bots

  • a staff member at a reception desk reviewing move-in folders with campus building floor plans spread across the counter

    Admissions Coordinator

    Convert every prospect inquiry into a scheduled tour, complete move-in file and signed agreement.

    Works in: Ambitious Tasks, Ambitious Docs, Email Buckets · Workflows: Prospect inquiry and tour scheduling, Move-in agreement and onboarding

    Automates

    • Reads and organizes incoming inquiries from all channels
    • Checks unit availability across care levels and buildings
    • Drafts tour confirmations and required health forms
    • Builds the initial resident record
    • Prepares draft continuing care agreements

    Stops for a person

    • The administrator approves all agreements, pricing and contracts
    • Clinical staff review health documentation before move-in
    • A person conducts all tours and obtains signatures
  • a staff member updating a wall schedule board with colored magnets representing different services and buildings

    Daily Service Dispatcher

    Turn resident requests and scheduled services into daily assignments and task lists across all care levels.

    Works in: Ambitious Tasks, Process Optimizer · Workflows: Daily resident service scheduling

    Automates

    • Aggregates requests from all buildings and care levels
    • Assigns staff to meals, housekeeping, activities, transportation and wellness checks
    • Adjusts for dietary restrictions, mobility needs and therapy times
    • Creates shift task lists for each team
    • Flags scheduling conflicts for review

    Stops for a person

    • Care team leads approve daily assignments
    • Changes to clinical services require nurse confirmation
  • a kitchen worker checking large trays of food against a printed dietary tally sheet next to industrial mixing bowls

    Meal and Dietary Planner

    Convert current resident counts and diet needs into batch meal production schedules and kitchen prep lists.

    Works in: Ambitious Sheets, Ambitious Tasks, Ambitious Docs · Workflows: Meal planning and batch production

    Automates

    • Calculates resident numbers by diet type and dining location
    • Generates weekly menu adjustments for multiple diet types
    • Builds production schedules for each meal
    • Creates ingredient, supply and tray-line lists
    • Tracks service completion and resident intake notes

    Stops for a person

    • The executive chef approves all menu changes
    • Clinical staff confirm therapeutic diet adjustments
  • a staff member counting folded linens and towels on shelves in a large housekeeping supply room

    Supply and Equipment Manager

    Maintain par levels for linens, food, cleaning supplies, medical equipment and pharmacy items across the campus.

    Works in: Ambitious Sheets, Ambitious Tasks · Workflows: Supply and equipment inventory

    Automates

    • Tracks stock levels by category, building and care level
    • Generates reorder lists by supplier
    • Assigns durable medical equipment to resident rooms
    • Logs usage, waste and transfers
    • Forecasts needs based on occupancy and seasonal move-ins

    Stops for a person

    • The administrator approves all purchases
    • Clinical staff confirm medical supply and pharmacy orders
  • a staff member organizing resident care folders with assessment forms on a table in a quiet administrative office

    Care Plan Coordinator

    Update resident care plans from daily notes, assessments, incidents and level-of-care transitions.

    Works in: Ambitious Docs, Ambitious Tasks, Ambitious Sheets · Workflows: Resident care plan maintenance

    Automates

    • Compiles notes from all care activities and assessments
    • Drafts updated care plans with diet, mobility, medication and activity details
    • Schedules interdisciplinary review meetings
    • Tracks changes in the resident record
    • Adjusts related service schedules and staffing projections

    Stops for a person

    • Nurses and therapists approve all clinical changes
    • The administrator confirms contract amendments for level-of-care changes
  • a staff member filing resident records into labeled cabinets while checking items on a clipboard checklist

    Regulatory and Records Clerk

    Maintain daily safety checklists, inspection readiness, organized resident records and renewal tracking.

    Works in: Ambitious Tasks, Ambitious Docs, Ambitious Sheets · Workflows: Licensing, inspection and records management

    Automates

    • Generates daily life-safety, infection control and medication storage checklists
    • Compiles data for monthly quality and census reports
    • Tracks renewal dates for licenses, certifications and insurance by care level
    • Organizes resident documentation and service logs
    • Drafts required reports checked against the requirements the owner confirms

    Stops for a person

    • The administrator confirms which requirements apply and approves all submissions
    • People handle all inspections, corrective actions and regulatory filings

Workflows

Prospect inquiry and tour scheduling

Starts when: A family or senior submits an inquiry by phone, form or email

  1. Capture contact details, desired care level, move-in timeline, health notes and family decision makers
  2. Check availability against current waitlist and unit inventory by building and care level
  3. Schedule a campus tour with available staff and send confirmation materials
  4. Create a prospect task with all gathered information
  5. Add to the master waitlist and forecast move-in dates

Watch for: Multiple care levels require matching resident needs to specific building and unit types; Family decision makers must be tracked alongside the primary resident

Move-in agreement and onboarding

Starts when: A prospect accepts an offered unit

  1. Draft the continuing care agreement with selected services, pricing and level of care
  2. Collect health assessment, physician orders, medication list and emergency contacts
  3. Assign room, update resident directory, schedule orientation and first meals
  4. Coordinate move-in logistics including transportation, belongings delivery and furniture placement
  5. Create the initial care plan task for clinical review and approval

Watch for: Different contract types apply for independent living versus assisted living or skilled nursing; Health documentation must be complete before any move-in date

Daily resident service scheduling

Starts when: Start of each day and when new requests arrive

  1. Pull overnight requests, scheduled services and care-plan tasks from all buildings
  2. Assign staff to meals, housekeeping, activities, transportation, wellness checks and medication passes
  3. Adjust for dietary restrictions, mobility assistance, therapy times and one-on-one needs
  4. Create daily task lists for each care team and building
  5. Flag any changes for nurse or administrative review

Watch for: Staffing ratios change by care level and time of day; Same-day requests for transportation or activities must fit existing routes and schedules

Meal planning and batch production

Starts when: Weekly and with daily resident count updates

  1. Aggregate resident counts, special diet requirements and dining locations
  2. Generate batch production schedules for each meal across kitchen and dining areas
  3. Adjust for therapeutic diets, allergies, texture modifications and preferences
  4. Create shopping lists, prep lists and tray-line assignments for the kitchen team
  5. Track meal service completion, resident intake notes and satisfaction feedback

Watch for: Menus must accommodate multiple diet types simultaneously in one central kitchen; Dining locations are spread across independent living, assisted living and skilled nursing buildings

Supply and equipment inventory

Starts when: Weekly, daily for high-use items and when par levels are reached

  1. Check current stock of linens, food, cleaning supplies, medical equipment and pharmacy items by building
  2. Generate reorder lists by supplier for each category
  3. Track durable medical equipment assignments to residents and rooms
  4. Log usage, waste, returns and transfers for high-cost or controlled items
  5. Forecast needs based on current occupancy, seasonal move-ins and projected census

Watch for: Separate inventories maintained for food service, housekeeping, clinical supplies and pharmacy; Controlled substances and certain medical supplies tracked under stricter state rules

Resident care plan maintenance

Starts when: Monthly, after health changes or level-of-care transitions

  1. Review notes from daily care activities, assessments, incidents and therapy sessions
  2. Update individualized plans for diet, mobility, medications, activities and emergency protocols
  3. Schedule interdisciplinary team reviews with nursing, dietary and therapy staff
  4. Document changes in the resident record and adjust related service schedules
  5. Trigger contract amendments and billing updates when level of care changes

Watch for: Level-of-care changes require contract amendments and financial updates; Clinical staff must confirm all health-related plan changes

Licensing, inspection and records management

Starts when: Daily for logs, monthly for reports and on renewal or inspection dates

  1. Generate daily checklists for life-safety, infection control, resident observations and medication storage
  2. Compile data for monthly quality reports, incident summaries and census reports
  3. Track license, certification, insurance and inspection renewal dates by care level
  4. Maintain organized resident records, service logs and signed care plans
  5. Draft required reports for administrative review before submission

Watch for: Different regulations apply to each level of care within the same campus; The administrator confirms which requirements apply and approves all submissions

Bot templates for this industry

Source: U.S. Small Business Administration, Office of Size Standards, Table of Small Business Size Standards Matched to North American Industry Classification System Codes, version March 2023 (effective 2023-03-17, NAICS 2022). Size standards are shown for reference only.