Keep each location's records separate

Each facility is its own licensed program with its own clients and staff. Their clinical records should stay separate, with staff seeing only the location they work at. Separation is what makes the record defensible for each license.

Standardize the process, not the building

Same: observation-level definitions, check intervals by level, what counts as late, how a miss is documented, escalation steps.
Different: room names, round places, activities, schedules and who is on call. Each building should be described in its own words.

Solve the owner's dashboard problem

Owners and directors over several sites need one view: which location is on track right now, and which one needs a phone call. That view should show performance — on-time rate, open misses, census — without pulling client-level detail across locations that don't need it.

Compare locations fairly

A detox unit and a residential house will never have the same numbers. Compare each location to its own last month before comparing it to its sister site, and compare like units to like units.

Roll out one site at a time

Launch the second location only after the first one's process is boring. Copy what works, including the mistakes you fixed, and let the new site's staff name their own places.

Working practice from treatment-center operations, not legal or regulatory advice. Questions or a topic you want covered: customersupport@supportscan.org. More resources