A complete group home manual includes both policies (the standards your home follows) and procedures (how staff carry out those standards step by step). A strong manual is organized so staff can quickly find what to do in common scenarios.
Manual areaWhat it supportsExamples of topicsGovernance & administrationHow the provider is managed and accountableOrganizational roles, staffing plan, document control, compliance responsibilities, record retentionResident rights & protectionsRespectful care and protections from harmRights notice, privacy, visitation, grievances, protection from abuse/neglect/exploitationAdmissions & dischargeWho you serve and how residents transitionEligibility, intake documentation, house orientation, discharge/transfer proceduresDaily supports & routinesConsistency in daily living supportsADLs/IADLs support, meals and nutrition, community access, activity planningMedication management (as applicable)Safe medication handling and documentationStorage, administration processes (if permitted), refusals, errors, disposal, monitoring and escalationBehavior support & incident responseStability and safety during challenging situationsPositive behavior supports, de-escalation, incident reporting, prohibited practices, emergency escalationHealth & safetyRisk prevention and responseEnvironmental safety, infection prevention expectations, emergency preparedness, fire safety routinesStaffing, training & supervisionCompetent staff and consistent deliveryHiring, job descriptions, training logs, shift handoff standards, supervision and corrective actionTransportation (as applicable)Safe movement in the communityVehicle safety, driver requirements, appointment transport procedures, documentationQuality monitoringContinuous improvement and readinessInternal audits, complaint trending, incident reviews, corrective action tracking
Many packages also include commonly used operational forms and checklists. Included documents can vary by package, so review what’s included on the product page before purchasing.
Key workflows to document for daily operations
Group homes run better when staff follow clear routines and know what to do when something changes. Your manual should make the most common workflows simple and repeatable.
Admissions and orientation
- Intake checklist, documentation required before move-in, and initial safety review
- House orientation (rules, privacy expectations, visitor policies, complaint/grievance process)
- Coordination with guardians, support coordinators, and case managers (as applicable)
Daily supports and supervision
- Shift routines, staff handoffs, and documentation expectations
- Support with ADLs/IADLs and promoting independence/skill-building
- Meals, nutrition, allergies/special diets, and food safety routines (as applicable)
Medication processes (as applicable)
- Receiving, storing, and documenting medications
- Administration/refusal procedures (only where permitted and trained)
- Medication errors, adverse reactions, and escalation steps
Behavior support and safety incidents
- De-escalation approaches and documentation
- Incident reporting workflow and internal review
- Escalation to clinical supports or emergency services when needed
Transportation and appointments (as applicable)
- Driver requirements, vehicle checks, and seatbelt/safety expectations
- Medical appointments and follow-up documentation
- Non-emergency transportation coordination when applicable
Emergency preparedness
- Fire safety drills, evacuation routines, and emergency contacts
- Severe weather planning and continuity of care
- Incident escalation and communication procedures
Resident rights, behavior support, and prohibited practices
Residential providers must balance safety with resident rights and dignity. Your manual should clearly explain:
- Resident rights (privacy, respect, communication, visitation, and how to file a complaint)
- House rules (shared living expectations) and how rules are communicated
- Behavior support expectations (prevention and de-escalation approaches)
- What staff can and cannot do, including prohibited practices based on your state rules and provider type
Because “discipline,” restrictive interventions, and safety procedures can be regulated differently depending on the state and population served, your manual should reflect your license category and any program requirements. When in doubt, confirm expectations with your state licensing authority and your program guidance.
HCBS/waiver programs and case management coordination
Many residential group homes participate in Medicaid waiver or HCBS-type programs (depending on the state). These programs often require clear documentation around:
- Person-centered planning and service delivery expectations
- Coordination with support coordinators and case managers
- Resident choice, community integration, and rights protections
- Provider participation requirements and recordkeeping
Your manual should support the way you actually operate: consistent routines, safe staffing, documented supports, and clear escalation pathways when needs change.
Housing, zoning, and reasonable accommodations (high level)
Residential settings can involve local considerations such as zoning, occupancy rules, and community requirements. Your documentation can help by clarifying:
- Who is responsible for housing standards, maintenance, and safety checks
- Visitor policies and community relations expectations
- How the home handles reasonable accommodation requests when applicable
Note: Housing and zoning requirements can be local and fact-specific. Confirm requirements with your local jurisdiction and your state licensing authority.
Make it state-ready
Group home licensing categories and required policies differ significantly across states. CarePolicy supports providers across all 50 U.S. states by helping you start with a structured manual framework and then align it to your state’s terminology and required topics.
Select your state in the A–Z State Finder and use your state collection to review resources for your location.
If you prefer a checklist-driven starting point, you can also review: State checklist resources.
How to customize and implement your manual
A manual only protects your home if staff can follow it consistently. Here’s a practical rollout plan:
- Customize: update your provider name, services, population served, terminology, and state-required topics.
- Assign ownership: define who owns each workflow (administrator, house manager, medication lead, training lead, on-call supervisor).
- Train staff: tie procedures to onboarding and keep proof of training (acknowledgements, competencies, and shift expectations).
- Run audits: review a few high-impact workflows monthly (medication documentation, incident reporting, staff coverage, resident rights complaints).
- Control versions: maintain a dated “master” file and a published “staff copy” so outdated procedures don’t circulate.
If you want guided help selecting the right provider model and aligning documentation to your state pathway, licensing consultation is available separately.
