In 2019 and 2020, DHS and the Minnesota Board on Aging developed Resident Quality of Life Surveys and Family Satisfaction Surveys for assisted living communities. In 2025, facilities with an assisted living license through the Minnesota Department of Health and a capacity to serve seven or more residents are required to participate in statewide data collection using these surveys.

Vital Research

DHS contracts with Vital Research, an independent survey firm, to conduct the surveys and ensure the confidentiality of all resident and family responses. Vital Research's responsibilities include, but are not limited to:

• Training field staff
• Scheduling interviews
• Providing ongoing support
• Quality assurance monitoring

Vital Research works collaboratively with DHS throughout the entire length of the project.

Survey Schedules

Vital Research will reach out to all assisted living facilities that have a capacity to serve seven or more residents between March 2025 and September 2025 to schedule in-person resident interview dates and answer questions that the facilities have. Family surveys will be simultaneously mailed to residents' representatives between May 2025 and October 2025. Family surveys are sent via mail (online survey and paper survey) and may be conducted over the phone.

What should I do 2 weeks before my scheduled visit?

Vital Research needs you to download the Census List Template, complete the template, and upload your completed list using the secure upload link. Facilities should reach out to their data vendors for assistance with exporting the needed information from their system. Here is a list of the resident and representative information that you will need to provide in the Census List, in the order shown on the list:

• resident last name, resident first name, resident room number,
• representative last name, representative first name, representative street address, representative city, representative state, representative zip code, and representative phone number.

Submit your entire resident census and representative contact list to Vital Research. As a reminder, census lists and identifying information cannot be shared over email. Do not exclude residents for any reason, including length of stay, physical condition, or cognitive ability.

Would you like to know how many residents will be interviewed at your facility? View the sampling table.

What should I do 1-2 weeks before my scheduled visit?

Let your residents know that one or more interviewers from Vital Research will be at your facility asking about their opinions and feedback regarding the care they receive. View the reminder poster sample. Assisted living facilities should also mail an informational letter to residents' primary representatives. View the sample informational letters that you can share with residents and families.

What can I expect on the day of my scheduled visit?

Provide the following lists to interviewers when they arrive:

• Residents in isolation - this information cannot be sent via email; doing so may be a HIPAA violation and a data breach.
• Residents whose legal guardian has refused participation - this information cannot be sent via email; doing so may be a HIPAA violation and a data breach.
• Residents who are in memory care units - this information cannot be sent via email; doing so may be a HIPAA violation and a data breach.

The interviewer(s) will arrive at 8:30 AM to begin interviews at 9 AM. You can facilitate the process by providing them:

• A map of your facility (to help interviewers locate resident rooms, restrooms, locked memory care units, etc.)
• A schedule for the day's activities at the facility
• A meal schedule

The interviewer(s) will work independently for most of the day. If more than one interviewer is scheduled at your facility, they will periodically meet to discuss their progress. If a Quality Assurance Mentor from Vital Research is scheduled at your facility, they will observe interviews throughout the day and meet with interviewers individually to ensure a quality interview experience for residents.

Interviewers and QAMs will be periodically observed by a Field Supervisor while at facilities. Interviewers are required to maintain resident confidentiality, to adhere to strict policies and procedures, and to inform your facility contact when arriving and leaving. If you encounter any problems with an interviewer, please call Vital Research immediately.

How will assisted living facility results be made available?

Annual resident and family survey results will support facility star ratings, which will be shared on the public Minnesota Assisted Living Report Card website by early 2026. Vital Research will email facilities their preliminary resident results within a few months after their resident visit. Family data collection may take longer to complete, but Vital Research will also email preliminary family results to facilities. Preliminary results may differ from final Report Card ratings as star ratings are calculated differently (e.g., peer grouping, etc.). For more information on how the star ratings and how they are calculated, please refer to the Assisted Living Facility Ratings Guide.

Questions?

Visit the Frequently Asked Questions page for answers to commonly asked questions about the project.