Care Home Policy and Procedure Manual
The written policies and procedures a licensed care home runs by: administration, staffing and training, admission and agreements, care and medications, infection control, residents' rights, incidents and reporting, discharge, emergencies and inspections, each written to the state's own licensing rules and filled in with the home's details.
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Staffing minimums
| What | Minimum | Rule |
|---|---|---|
| Residents counted | 11 | |
| Awake direct care staff on site, waking hours | 1 person (one per 15 residents) | Rule 111-8-62-.10 (1) |
| Awake direct care staff on site, non-waking hours | 1 person (one per 25 residents, residents with minimal care needs) | Rule 111-8-62-.10 (1) |
| On the premises at all times | 1 person: the administrator, on-site manager or a responsible staff person, with one on each occupied floor | Rule 111-8-62-.10 (1) (b) |
| Administrator | Age 21 or older, with an associate's degree, or a high school diploma or GED and two years' experience (under 25 beds) | Rule 111-8-62-.08 (1) |
| Staff identification badges | Not required (licensed for 24 or fewer) | Rule 111-8-62-.10 (8) |
| Pandemic plan | Not required under 25 beds | Rule 111-8-16-.04 (7) |
These are floors: staff above them whenever residents' care needs call for it. Staff who only cook, clean, maintain the building or work for someone else do not count.
Yearly dates
| What | When | Rule |
|---|---|---|
| Disaster plan rehearsals | At least two in each calendar year | Rule 111-8-16-.03 (1) |
| Disaster plan review | By November 15, 2027, then at least once a year | Rule 111-8-16-.03 (4) |
| Healthcare coalition drill or meeting, and contact with the local emergency management coordinator | By November 15, 2027, then at least once a year | Rule 111-8-16-.03 (3) |
| Staff schedules kept until | One year after each schedule's month | Rule 111-8-62-.10 (5) |
| Continuing education for direct care staff | At least 16 hours a year each | Rule 111-8-62-.09 (5) |
Sample figures. Change them to work out your own, no sign-up. Then start free and your policy and procedure manual opens with these details filled in: 14-day trial, nothing charged today.
What goes in it
Every policy and procedure manual from ReportDraft follows the same professional structure, so clients and reviewers find things where they expect them.
- About this manualWho adopted the manual, who keeps it current and where staff find it.
- Administration and responsibilityWho runs the home and who acts when the administrator is away.
- StaffingStaff on duty, day and night, and the schedules kept.
- Hiring, screening and trainingChecks before hire, training before and after, and staff files.
- Admission and retentionWho the home can admit and keep, and the steps before move-in.
- Care, services and activitiesAssessments, care plans and daily life in the home.
- MedicationsHow medications are taken, assisted, stored and recorded.
- Infection controlHand hygiene, illness, outbreaks and cleaning.
- Residents' rights and complaintsThe rights every resident keeps and how to complain.
- Accidents, incidents and reportingWhat staff do after an accident and what is reported to whom.
- Discharge and transferNotice, transfer steps and refunds.
- Emergencies and evacuationThe emergency plan, drills and relocation.
- Records and confidentialityResident and staff files, who may see them and how long they are kept.
How it works
1. Enter the details. Names, dates and amounts, once. The next one starts from these entries.
2. Worked out for you. The minimum awake staff by day and night, the staff on the premises and the yearly dates are worked out from your beds and residents, and the standard wording is filled in.
3. Check, sign, keep. A completeness list shows anything missing. Sign to lock the PDF and download Word too.
Why it pays for itself
Policy and procedure manual rules by state
The key rule in each state, linked to the official text. Each guide lists every rule with its sources, and each template is set up for that state. Last reviewed November 5, 2026.
| State | Key rule | Official source |
|---|---|---|
| FloridaTemplate | Two elopement drills a year | s. 429.41 (1) (k), F.S. |
| GeorgiaTemplate | The administrator's name | Ga. Comp. R. & Regs. 111-8-62-.08 (1) |
Template preview
Questions
What goes in a policy and procedure manual?
The written policies and procedures a licensed care home runs by: administration, staffing and training, admission and agreements, care and medications, infection control, residents' rights, incidents and reporting, discharge, emergencies and inspections, each written to the state's own licensing rules and filled in with the home's details. ReportDraft lays it out in 13 sections: about this manual, administration and responsibility, staffing, hiring, screening and training, admission and retention, care, services and activities, medications, infection control, residents' rights and complaints, accidents, incidents and reporting, discharge and transfer, emergencies and evacuation, records and confidentiality.
Do my state's rules change the document?
Pick your state when you start. Where we have checked a local requirement against official sources, it is added to your completeness list with a link to the source.
Can I change the wording?
Yes. The standard wording is a starting point: edit any sentence before you sign. The figures and dates are worked out again from your entries every time.
What do I get at the end?
A signed, locked PDF for your client and an editable Word file, both with your company details. Signed reports keep a fingerprint so later changes are visible.
Part of Licensed care homes
Licensed care homes: every report and plan