Operate Your Assisted Living Facility Remotely | Expert Tips

assisted living in colorado springs assisted living in nampa hiring an assisted living administrator managing assisted living facilities from a distance remote management remote management of assisted living facilities virtual communication in assisted living Jan 08, 2025

Running an assisted living facility remotely may seem like a big challenge, but with the right systems, a great team, and strong communication, it’s not just doable—it’s efficient! Whether your facility is across town or several states away, you can ensure everything runs smoothly while maintaining excellent care for your residents.

In this blog, I’ll share the strategies I use to successfully manage two out-of-state assisted living facilities. With one facility in Colorado Springs, Colorado, and another in Nampa, Idaho—both 6 to 12 hours away from my home in Utah—I’ve developed a plan that keeps things on track. Here’s how I make it work, and how you can too!

Check out the video, too:

1. Hire an Outstanding Administrator

Your administrator is the backbone of your facility. They manage the day-to-day operations, so hiring the right person is critical when running things remotely.

At my Colorado Springs facility, I inherited an amazing administrator, Kayla, during the purchase process. I interviewed her before taking ownership and knew immediately she was a great fit. Her commitment and leadership make my job much easier.

For my Nampa facility, I found Bri through the Healthcare Share Idaho Facebook page. After interviewing several candidates, Bri stood out as the best choice. Her ability to handle challenges and make sound decisions ensures the facility runs smoothly—even when I’m not there.

Tip: Don’t rush the hiring process. Take the time to find an administrator who shares your values and has strong leadership skills.

2. Establish Regular Communication

Weekly check-ins are the cornerstone of remote management. I use Google Meet for video calls with my administrators, but Zoom or Skype work just as well. These meetings keep us aligned on important topics like staffing, resident care, and facility needs.

Clear communication reassures my admins that I’m here to support them. I also let them know they can reach out anytime via text or phone for urgent issues. This open-door policy creates trust and ensures small problems don’t become big ones.

3. Create a Clear Meeting Agenda

Weekly meetings are most effective when they’re structured. I use a consistent agenda to cover key areas like:

Staffing updates.
Resident concerns.
Maintenance needs.
Upcoming events or regulatory changes.

Having a set agenda helps us stay organized and ensures nothing important gets overlooked. Plus, it creates space for tracking long-term projects, like licensing updates or building upgrades.

4. Conduct Regular Site Visits

While remote management is effective, nothing replaces an in-person visit. I aim to visit each facility every other month to check in with staff, interact with residents, and assess the property’s condition.

These visits help me build relationships with the team and stay connected to the day-to-day operations. When staff feel comfortable approaching me directly, it fosters a positive work environment.

Sometimes, I combine business with personal time by turning these trips into mini family getaways. Other times, I visit with my dad, who’s part of our ownership team. Working together on-site helps us tackle operational challenges as a team.

5. Balance Oversight and Trust

One unexpected benefit of remote management is that it forces me to avoid micromanaging. Because I’m not on-site daily, I trust my administrators to handle the details.

This approach gives them the freedom to lead effectively while allowing me to focus on the big picture—like planning for growth and improving care standards. The key is finding a balance between staying informed and giving your team the autonomy they need to succeed.

Final Thoughts

Running an assisted living facility remotely may seem daunting, but with the right people and processes, it’s absolutely possible. By hiring skilled administrators, communicating clearly, and trusting your team, you can manage your facility effectively—even from miles away.

If you’re already in the assisted living industry or considering starting a facility, focus on building a strong team and implementing reliable systems. Success lies in empowering your staff to handle day-to-day operations while you guide the overall vision.

With these strategies, you can confidently operate your assisted living facility remotely—and ensure it thrives no matter where you are!

If you’re ready to take the next step, download our Business Plan Checklist to ensure you have everything you need to write a solid business plan. In addition, consider applying to the Assisted Living Investing Mastermind program. This 12-month program will take you step by step through the process of owning and operating your own assisted living home. The program includes customized coaching support, ensuring you have the resources and knowledge you need to thrive in this exciting field.

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