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🎉 Guest Orientation Process

Orientation occurs on the day of a new guest’s arrival at the home and is conducted typically by the House Mentor, but also by the Operator.

📁 Return to 🏡 Operations Category

Article Table of Contents

  1. Guest Orientation Overview
  2. Guest Orientation Procedure
  3. Operator Duties Required After Orientation

 

Guest Orientation Overview

Learn about welcoming a new guest to a VSL recovery home

The Basics

New guest orientation takes place at the home when the guest moves in. The House Mentor or Operator will conduct the orientation. If a House Mentor conducts the orientation, it is generally prudent for the Operator or staff to be present if able.

  • Make sure your House Mentor follows the procedure for new resident orientation contained in their House Mentor Handbook.

  • Make sure the Guest Agreement is completed properly!

Read more: 📄 Guest Agreement


Prorated Rent Calculations

When a new guest moves in mid-cycle (i.e., not on the first of the month or week), you will need to calculate prorated rent to ensure they only pay for the time they will be staying. Here’s how to handle prorated rent for new guests.

  1. Determine the Total Rent Amount: Find the weekly or monthly rent as listed in the guest agreement.

  2. Identify the Move-In Date: Look at the exact date the guest will move in.

  3. Calculate the Prorated Amount:

    1. For monthly rent, divide the monthly rent by the number of days in the month, then multiply by the number of days the guest will stay.

    2. Example: If rent is $900/month, and the guest moves in on the 15th of a 30-day month:
      $900 ÷ 30 days = $30/day
      $30/day × 15 days = $450 due.

    3. For weekly rent, divide the weekly rent by 7 (days), then multiply by the number of days remaining in the week.

      Example: If weekly rent is $200, and the guest moves in on a Wednesday:
      $200 ÷ 7 days = $28.57/day
      $28.57/day × 5 days = $142.85 due.

  4. Collect the Prorated Rent: Ensure the calculated prorated amount is collected before completing the move-in process.

[Note: If this section fits better within another article focused on rent or payments, please move accordingly.]

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Guest Orientation Procedure

Understand the process for conducting a new guest orientation

Guest orientation [completed by House Mentor or Operator]

1. Courteously greet the new guest and describe the orientation process

  • Inform the guest that you will verify their identity with a government-issued photo ID.
  • The guest will fill out and sign a Guest Agreement.
  • Payment will be collected, and any prepaid rent deposit is non-refundable if they fail the screening.
  • A urine drug screen, breathalyzer, and belongings search will be conducted.
  • After these steps, the guest can move into their room.

2. Verify the guest’s identity with a government-issued photo ID

  • Verify the guest’s identity by reviewing a photo ID. If they don’t have one, consider other identification options on a case-by-case basis. Write the address from their ID on the Guest Agreement under the “Permanent Address” line.

3. Collect a signature on the Guest Agreement

  • Ensure the Guest Agreement is completely filled out and signed by the guest before collecting funds, conducting screenings, or searching belongings.

4. Collect all payments owed

  • If the guest cannot pay the required amount or has other payment issues, contact the Operator. Typically, the guest needs to pay the first week’s rent and a prepaid rent deposit. This step must be completed before any screenings.

5. Administer a urine drug screen and search their belongings

  • Follow the screening policy outlined previously.

6. Complete the entry forms

  • Fill out the Guest Information Form and set up a Screening Form and Activity Log for the new guest. If the guest is on parole or probation, collect their officer’s contact information.

7. Review policies, procedures, and agreements with the guest

  • Go through the Guest Handbook in detail, answering any questions.
  • Tour of the home: common areas, bedrooms, bathrooms, etc.
  • Location of the sign-in/sign-out table
  • Emergency exits, fire extinguishers, and other safety equipment
  • Location of naloxone (Narcan)
  • Lock codes and door usage in the house
  • Restricted areas
  • The guest’s room, bed, closet space, and other storage
  • Trash day, trash policies, and chore assignments
  • Day and time of house meetings

House Mentor duties after orientation: After the guest has moved in, they should provide the documents and payment(s) to the Operator. The Operator should then scan the files and make them available on the Buildium app. The signed Guest Agreement is kept on file at the office, but the House Mentor should retain the other documents.

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Operator Duties Required After Orientation

We recommend you follow a few key steps after the orientation is complete

Administrative duties

  1. Gather paperwork: Collect all paper files and payments from the House Mentor if they conducted the orientation. Ensure all paperwork is transferred during your next visit.

  2. Scan documents: Scan all paper files, especially the signed Guest Agreement, and upload them to Buildium. Keep all guest documents in their folder at the office for record-keeping.

  3. Update Buildium: Record the guest's move-in on Buildium as soon as possible, but no later than one business day after the move-in. Keeping Buildium up to date is essential for the intake support team to track bed occupancy. Read more below.

  4. Guest Check-In: Within the first week after orientation, check in with the guest to ensure they are settling in well. Address any concerns early, as guest feedback is crucial for maintaining a high-quality recovery environment.

  5. Buildium Notes: After each check-in with the guest and referral source, document any feedback or updates in Buildium. Track the guest's adjustment to the home and address any issues as needed.
  6. Referral Source Follow-Up (if applicable): After a referred guest moves in, notify the referral source of their status. This communication strengthens relationships with referral partners. Log the check-in in HubSpot.

Record a New Move-In: Buildium

This information is covered in a related article.

Learn more: 📁 Guest Files and Documentation: Buildium

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