Every licensed RCFE gets an annual visit from CCLD — logged in your facility's public record as a "Facility Evaluation Report." Unlike a complaint investigation, this one isn't triggered by an incident; it's routine, and routine means you can actually prepare for it instead of just reacting.

When to expect it

CCLD doesn't publish exact inspection dates in advance, but in practice your annual visit tends to land in the same general window every year — usually around the month your facility was originally licensed, give or take about a month either direction. If your license became effective in March, treat February through April as your active prep window every year, not just the weeks right before a specific announced date.

Staff files

• Current TB clearances and health screenings for every direct care staff member
• Completed background check clearances (no expired or pending items)
• Training records showing required annual hours — including the dementia-care-specific hours if your facility serves residents with dementia
• Signed job descriptions and orientation checklists for any new hires since the last visit

Resident files

• Current, signed admission agreements for every resident
• Up-to-date medical assessments (LIC 602A) within the required timeframe
• Individual care plans that actually reflect each resident's current needs — not a copy-pasted template from move-in day
• Documentation of any incidents involving that resident, with follow-up notes showing what was done about it

Medication management

• A centralized medication log, reviewed and signed on schedule
• Medications stored, labeled, and secured correctly
• No expired medications still in circulation
• Clear documentation trail if a resident's medication regimen changed

Physical environment and safety

• Fire extinguishers current and inspected
• Smoke detectors and any required sprinkler systems functioning
• Emergency evacuation plan posted and staff able to explain it, not just point at it
• Exits unobstructed, common areas clean, no obvious maintenance issues left unresolved

Postings and paperwork

• Current license certificate posted where required
• Required notices (residents' rights, complaint procedures, personal rights) visible and current
• Facility policies and procedures binder up to date and accessible

The week of

Walk your own building the way an inspector would: start at the front door and work through common areas, kitchen, resident rooms, and staff areas in order. Have your files organized and pullable in minutes, not hours — a disorganized paper trail reads as a red flag even when nothing is actually wrong.

If something does get cited, ask for a clear explanation of what's required to correct it and by when. Most Type B citations are administrative and fixable quickly; Type A citations need to be taken seriously and corrected fast, since they reflect an immediate risk to resident health or safety in the state's eyes.