CARF Survey Preparation: Starting Strong on Day One
- Vicki Richards
- Dec 28, 2025
- 4 min read
CARF Survey Preparation: Day One and the Orientation Conference
Highlight Organizational Strengths
The CARF survey follows a structured process, and CARF survey preparation begins on Day One with the orientation conference. This opening meeting is more than a procedural requirement—it is the first opportunity for surveyors to understand your organization, your people, and your culture before interviews, observations, and record reviews begin.
When approached intentionally, the orientation conference allows organizations to set context, highlight strengths, and establish clarity that carries throughout the survey.
How the CARF Survey Begins
At the start of the survey, surveyor(s) conduct an orientation conference with leadership and key personnel. During this meeting, surveyors typically:
Introduce themselves and share their professional background and areas of expertise
Explain the survey process, including daily schedules, interviews, and observations
Review logistics and communication expectations
Answer initial questions from the organization
Surveyors then invite individuals attending the conference to introduce themselves and often provide time for the organization to share background information.
These early exchanges shape how surveyors understand the organization moving forward.
Why the Orientation Conference Matters
Although findings are not made during the orientation conference, surveyors begin forming an understanding of:
Organizational stability
Leadership engagement
Workforce experience
Communication patterns
Alignment across programs
This context helps surveyors interpret what they see later in documentation, interviews, and observations.
Using Introductions as a Strength-Based Tool
Introductions are often overlooked, yet they can be one of the most informative parts of the orientation conference.
From a surveyor’s perspective, hearing staff introduce themselves provides immediate insight into:
Workforce tenure and retention
Depth of experience
Role clarity
Passion for services
Example: Workforce Stability
When individuals mention being with the organization for 15, 20, or 30 years, it reflects:
Strong leadership and supervision
Consistent organizational culture
Continuity of care for persons served
These details often stand out and set a positive tone early in the survey.
How Staff Can Prepare for Introductions
Organizations can encourage staff to be prepared with a brief, authentic introduction. Introductions do not need to be scripted, but they should be intentional.
A helpful structure is:
Name and role
Length of time with the organization
Area of focus or passion
Sample Introduction Examples
Leadership Example
“I’m the Program Director for our residential services and have been with the organization for 12 years. My focus is on staff development and ensuring services remain person-centered.”
Clinical Staff Example
“I’m a therapist in our outpatient program and have worked here for eight years. I specialize in trauma-informed care and support continuity across services.”
Direct Support Staff Example
“I provide direct support in our group home and have been with the organization for 15 years. I value building long-term relationships with the individuals we serve.”
These short statements provide surveyors with meaningful context while remaining natural and professional.
Supporting Staff Ahead of Time
Organizations can prepare staff by:
Letting them know introductions will occur
Explaining why introductions matter
Encouraging them to reflect on what they value about their role
Reinforcing that honesty and authenticity are expected
Preparation should reduce anxiety—not create pressure.
Using Organizational Background to Set Context
In addition to individual introductions, surveyors typically offer time for the organization to share its story. This is an opportunity to briefly describe:
How the organization began
Who the organization serves
How services have evolved
Recent growth or changes
Plans or priorities for the future
This overview helps surveyors understand the “why” behind organizational structures and practices.
Example: Organizational Context Statement
“Our organization was established over 30 years ago to address unmet behavioral health needs in the community. We have grown from a single program to multiple service lines, while maintaining a strong focus on workforce stability and person-centered care. Our current priorities include expanding access and strengthening quality improvement systems.”
This type of overview provides helpful context without turning the orientation conference into a formal presentation.
Highlighting Strengths Without Overselling
Surveyors are not looking for marketing language. They are listening for clarity and consistency.
Strengths can be highlighted by:
Sharing real examples
Referring to ongoing improvement efforts
Acknowledging challenges alongside progress
Describing systems rather than outcomes alone
Balanced, thoughtful descriptions are often the most credible.
Common Missed Opportunities—and How to Avoid Them
Organizations sometimes:
Rush through introductions
Minimize long-term staff experience
Skip sharing organizational history
Save context for later interviews
Taking time to intentionally use the orientation conference helps prevent misunderstandings and supports a smoother survey process.
Practical Orientation Conference Checklist
Before survey day, organizations may find it helpful to:
Identify who will attend the orientation conference
Ensure leadership understands the survey process
Encourage staff to prepare brief introductions
Agree on a concise organizational overview
Review recent changes or initiatives that may come up later
This preparation helps the orientation conference feel organized and purposeful.
Final Takeaway
The CARF survey orientation conference is the first opportunity for surveyors to understand your organization beyond written documentation. Thoughtful introductions and clear organizational context allow surveyors to see the experience, stability, and passion that support your services.
When organizations approach this meeting as an opportunity to share who they are, rather than simply begin the survey, they often set a positive and collaborative tone for everything that follows.
For additional guidance on CARF survey preparation or questions specific to your organization, visit our Contact page.
