Rientro Facility Guide

Operational Guide for Memory Care & Assisted Living

Version 3.0 — June 2026

This guide explains how your facility operates with Rientro — from orientation and daily monitoring to incident response, compliance, and administration.

Rientro is not a dashboard.

It is operational infrastructure designed to reduce wandering risk by detecting events earlier, accelerating staff response, and documenting every action.

Table of Contents

PART I — FOUNDATIONS

1. What Rientro Is
2. The Rientro Doctrine
3. How Rientro Works

PART II — DAILY OPERATIONS

4. Getting Started
5. The Command Center
6. Staff Roles
7. Daily Workflow

PART III — INCIDENT RESPONSE

8. Responding to Incidents
9. Incident Resolution & Reporting
10. Troubleshooting Active Issues

PART IV — ADMINISTRATION

11. Resident Watch Setup
12. Family Responsibilities
13. Billing & Contracts
14. Privacy & Compliance
15. Support

PART I — FOUNDATIONS

1. What Rientro Is

Rientro is a wandering prevention, response, and documentation system built for:

• Memory care facilities
• Assisted living communities
• Skilled nursing environments
• Hospitals caring for high-risk cognitive patients

Each resident wears a supported cellular smartwatch. If a resident leaves the designated safe zone, Rientro immediately begins:

• Live GPS tracking
• Movement classification
• Automated alert escalation
• Family notification
• Emergency dispatch if the 15-minute threshold is reached

Your team monitors all of this through the Rientro Command Center — a web-based dashboard accessible from any browser, with no installation required.

The result: from the moment a resident leaves the safe zone, the system tracks, escalates, notifies, and documents — automatically.

Every alert, every action, every outcome is logged. That log is your audit trail.

2. The Rientro Doctrine

Wandering is not the primary problem.

Delayed awareness is.

The longer a wandering event goes unnoticed, the more risk compounds:

• Resident injury risk increases
• Staff response becomes more chaotic
• Family anxiety escalates
• Regulatory and legal exposure grows

Most facilities do not fail because they lack caring staff.

They fail because care infrastructure breaks under pressure.

Shift changes. Missed communication. Fatigue. Unclear escalation paths. Incomplete documentation.

When wandering begins, those weaknesses become visible immediately.

Rientro exists to correct that infrastructure gap.

It compresses the time between:

• Departure — the resident leaves the safe zone
• Detection — the system identifies it within seconds
• Response — staff and family are notified and mobilized
• Resolution — the incident is closed and documented

Everything in this guide supports that goal.

3. How Rientro Works

Rientro operates across three connected layers.

Layer 1 — The Wearable

Each resident wears a supported cellular smartwatch:

• Apple Watch Series 6 or newer (cellular)
• Samsung Galaxy Watch 4 or newer (LTE)

The watch continuously monitors:

• GPS location
• Walking movement, direction, and speed
• Heart rate (continuous)
• Fall detection
• Wrist status (worn or removed)
• Battery level
• Cellular connection status

The watch operates on its own cellular plan. No phone needs to remain nearby.

Layer 2 — The Intelligence Engine

Rientro evaluates resident risk using a 5-level escalation system called DEFCON.

How escalation works:

Urgency is scored continuously. Time elapsed (60%) plus distance from safe zone (40%) produce a base score. This is modified by:

• Circadian risk: nighttime departures (10 PM–6 AM) escalate faster
• Movement pattern: exit-seeking behavior increases urgency; pacing or random movement indicates disorientation
• Behavioral history: patterns from prior incidents are factored in

Instant overrides — these are checked before any scoring:

The system escalates automatically. Staff do not manually advance the alert level.

Layer 3 — The Command Center

The Command Center is the web dashboard at rientro.care/en/dashboard.

It provides:

• Live resident status across the facility
• Active alerts sorted by severity
• Incident timelines and GPS trails
• Mission history and pattern analysis
• Reporting and audit trail export

Everyone works from the same live information during an incident.

No guesswork. No conflicting updates. No fragmented response.

PART II — DAILY OPERATIONS

4. Getting Started

Before monitoring begins, your facility completes onboarding in four stages. Most facilities are fully operational within 3–7 days.

Stage 1 — Facility Setup (Done by Rientro)

We create your organization in the system:

• Facility name, address, organization ID
• License seat count
• Admin account activation

Once complete, your facility appears in the Command Center.

Stage 2 — Staff Setup (Done by Your Admin)

Your administrator adds all staff who need dashboard access. Each staff member must first create a free Rientro account. Once added, access is determined by role.

• Admin logs in at rientro.care/en/dashboard/login
• Admin confirms facility name appears in the sidebar
• Admin adds all staff via the Staff page

Stage 3 — Resident Enrollment (Done by Family + Admin)

Each resident requires:

• Supported cellular smartwatch
• Active watch cellular plan
• Active Rientro family account (Pro subscription)
• Safe zone configured at the facility address

• Family downloads Rientro and creates an account
• Family subscribes to Pro ($29.99/month) — required for live tracking
• Family adds the resident and configures the safe zone (facility address, 100–200m radius)
• Rientro links the resident to your facility
• Resident appears on the Overview Grid

Stage 4 — Go-Live Verification

Before monitoring begins, confirm:

• All residents appear on the Overview Grid
• Staff can log in with correct roles
• Alerts page loads without error
• At least one resident card shows live watch telemetry

5. The Command Center

The Command Center is your team's operational hub during daily monitoring and active incidents.

It updates continuously. A "LIVE" indicator in the top right corner confirms the last update time.

The Overview Grid

The main screen. One card per resident.

Each card shows:

• Resident name
• DEFCON level with color
• Time elapsed since departure (if active)
• Risk trend (worsening ↑, stable →, improving ↓)

Color reference:

Facility Analytics bar — above the grid, shows facility-wide statistics: total incidents, average response time, average severity, and the highest-risk resident.

Alerts Page

All residents currently above D3, sorted worst-first.

Each alert shows:

• Resident name and current DEFCON
• Time elapsed
• Peak distance from facility
• Last escalation action

Click any alert to open the Resident Detail page.

Dead Air banner — if a resident has an active incident but no watch signal for 15+ minutes, an amber banner appears at the top of the Alerts page with a direct Resolve → link. The system continues escalating until the incident is manually closed.

Resident Detail Page

The page to have open during an active incident.

Shows:

• Current DEFCON and elapsed time
• 30-day incident timeline chart (use this to identify patterns)
• Medical information: blood type, medications, allergies, emergency contacts
• Last 5 incidents with resolution status
• Link to full Mission History

This is the page to read to EMS dispatch when they arrive.

Mission Detail Page

Full record of a specific incident.

Shows:

• Mark Incident Resolved button — use this whenever staff intervene before the watch returns to the safe zone
• GPS trail on a map — resident's path, color-coded by DEFCON at each point
• Escalation timeline — every automated action with exact timestamps
• Patient reference card — for reading to EMS
• Export Report button — generates a print-optimized PDF incident report

About Export Report: Click "Export Report" → "Print / Save PDF" → choose "Save as PDF." The report includes resident information, incident summary, and the complete escalation log with timestamps. Attach to your paper incident report or compliance binder. This replaces dashboard screenshots.

Wandering Heatmap

Accessible from the sidebar. Shows where residents tend to go when they leave the safe zone.

• Circle size: number of incidents at each location
• Circle color: average severity (green = low, red = high)
• Controls: resident selector, date range (7 / 30 / 90 days)

Use this in monthly safety reviews to identify high-risk exits or individual resident patterns.

Mission History

Chronological log of all incidents for a resident.

Each record shows: start time, end time, peak DEFCON, peak distance, resolution type.

Click any mission to open its full Mission Detail page.

6. Staff Roles

Rientro uses role-based access. Not every staff member needs the same access.

Adding a staff member:

1. Staff member creates a free Rientro account at rientro.care
2. Admin opens Staff page: rientro.care/en/dashboard/staff → "Add Member"
3. Enter email, select role, click "Add"

The system looks up the email in the Rientro database. If no account is found, the staff member must create one first.

Changing a role: Staff page → dropdown. Takes effect immediately.

Removing a staff member: Staff page → trash icon. Access deactivated immediately. Historical records are preserved.

7. Daily Workflow

The system monitors continuously. The workflow is simple.

Monitor. Respond. Resolve.

Shift Start (30 Seconds)

Every shift begins with a quick dashboard scan.

1. Overview Grid — any colored cards?
2. Alerts Page — any active incidents?
3. Battery check — any residents below 20%?

If all cards are dark (D5), Alerts is empty, and batteries are healthy: your shift starts clear.

During the Shift

The dashboard auto-refreshes every 30 seconds. Watch for:

• Card color changes
• Alert escalation
• Offline devices or stale "Last Seen" timestamps

The dashboard should remain visible from the nurses' station whenever possible.

Battery Management

A dead battery during waking hours is a coverage gap. Treat watch failures as operational issues, not inconveniences.

Operational Goal

A strong Rientro workflow feels quiet.

Most shifts are uneventful. That is success.

The system is working when:

• Residents are within the safe zone
• Staff remain informed
• Incidents are caught at D4 before they escalate
• Escalation happens automatically when they do

The goal is not more alerts. The goal is fewer missed events.

PART III — INCIDENT RESPONSE

8. Responding to Incidents

When a resident's card turns yellow (D3), orange (D2), or red (D1), an incident is in progress.

Know what the system is already doing:

The system handles notification. Your role is physical response.

During an Active Incident

Step 1 — Open Alerts.

Click the resident's alert. You will see: time elapsed, current DEFCON, distance from facility, and last escalation action.

Step 2 — Open Resident Detail.

Click the resident's name. This page has:

• All emergency contacts (already being notified automatically)
• Medical information for EMS (blood type, medications, allergies)
• Current DEFCON and elapsed time

Step 3 — Search the perimeter.

Physical search begins immediately. At D2, family contacts are already being reached. At D1, EMS is dispatched and on the way.

Keep the Resident Detail page open. If EMS arrives, read from this page.

Step 4 — Close the incident.

This step is separate. See Section 9.

What You Do vs. What the System Does

9. Incident Resolution & Reporting

Responding to an incident and closing it are two separate acts.

Responding means finding the resident and ensuring their safety.

Closing means informing the system that the incident is over.

Until the incident is closed, the system keeps escalating — SMS alerts continue, the family's app shows an active alert, and staff are still listed as mid-response.

Close every incident. Every time.

When to Close Manually

Close manually any time staff intervene before the resident's watch re-enters the safe zone on its own:

• Resident was intercepted at an exit
• Resident was transported to hospital
• A fall was handled on-site by staff
• The watch was removed for any reason
• The resident was found but the watch has not re-synced

The watch returning to the safe zone closes the incident automatically. In all other cases, staff must close it.

How to Close

1. Open the Mission Detail page for the incident (via Alerts or Mission History)
2. Click "Mark Incident Resolved" at the top of the page
3. Choose the resolution type that matches what happened (see table below)
4. Add brief notes — these are sent directly to the family's phone immediately on close
5. Click "Confirm — Close Incident"

The incident closes. Automated escalation stops. The family's app clears the alert. Further SMS alerts are suppressed for 4 hours.

Resolution Types

The Reporting Step

After closing, document the incident:

1. Open Mission History → click the incident
2. Review the GPS trail and escalation timeline to confirm the record is complete
3. Click "Export Report" → save as PDF
4. Attach the PDF to your paper incident report or compliance binder

This is the audit trail. It replaces the paper elopement log and supports state survey compliance.

10. Troubleshooting Active Issues

These are issues that arise during active incidents. For general setup and login issues, see Section 15.

Watch Shows No Signal During an Active Incident

If a resident has an active incident but no signal for 15+ minutes, an amber Dead Air banner appears at the top of the Alerts page.

Causes:

1. Watch battery dead — physically locate the resident; charge the watch after resolution
2. Cellular dead zone — resident may be in a low-coverage area of the facility
3. Watch removed — wrist-off detection triggers a D3 floor; if the watch was removed and the battery is dead, the incident must be closed manually

Action: Click Resolve → from the Dead Air banner. If the situation is not yet resolved, choose "Timeout" and add notes. If the resident has been found, choose the correct resolution type.

Dashboard Shows Stale DEFCON

The DEFCON displayed reflects the most recent telemetry received. If the watch has been offline, the level may be old.

Always read the "Last Seen" timestamp alongside the DEFCON level.

If a resident shows D5 but the timestamp is more than 15 minutes old during waking hours, physically locate the resident.

Incident Shows Active After It Was Already Resolved

This happens when a resident is transported, taken to emergency care, or returned to their room without the watch re-entering the safe zone.

Action: Open Mission Detail → click "Mark Incident Resolved" → choose the correct resolution type → add notes → confirm.

If the Alerts page shows a Dead Air banner for this resident, click Resolve → directly from that banner.

A Mission Did Not Appear in History After an Incident

Mission detection requires observing a DEFCON transition (D5 → D4 to open; D4 → D5 to close). If the resident was intercepted immediately or the watch lost signal, the mission log may be incomplete.

Contact Rientro with:

• Resident name
• Approximate start and end time
• What happened (staff resolved, family, or EMS)

We will manually complete the record.

PART IV — ADMINISTRATION

11. Resident Watch Setup

Watch setup is typically completed by families, with facility staff assistance when needed.

What Families Provide

• Cellular Apple Watch (Series 6 or newer) or Samsung Galaxy Watch (4 or newer)
• Active cellular plan on the watch ($10–15/month added to their existing phone plan)
• Rientro Pro subscription ($29.99/month)

The facility does not purchase watches. Families are responsible for the watch, the cellular plan, and the Rientro subscription.

Apple Watch Setup

1. Pair the watch to an iPhone using the Watch app → "Start Pairing"
2. Install Rientro from the App Store (it appears on the watch automatically)
3. Open Rientro on the watch → enter the resident's patient ID (from the family's app QR code)
4. In the family's Rientro app: patient profile → Safe Zone → set facility address, 100–200m radius
5. Activate the cellular plan: Watch app on iPhone → Cellular → Set Up Cellular
6. Test: move the iPhone to another room — watch should show a green cellular indicator
7. Dashboard should show the resident within 1–2 minutes

Requirements: Apple Watch Series 6 or newer with cellular (red dot on the crown) · watchOS 7 or newer · Active cellular plan (AT&T, Verizon, or T-Mobile)

Samsung Galaxy Watch Setup

1. Install Galaxy Wearable on an Android phone → pair the watch
2. Install Rientro via Galaxy Store on the watch (or push from Galaxy Wearable)
3. Open Rientro on the watch → enter the resident's patient ID or scan QR code
4. In the family's Rientro app: patient profile → Safe Zone → set facility address, 100–200m radius
5. In Galaxy Wearable: Mobile Networks → Activate → follow carrier steps
6. Test: move the Android phone away — watch should show an LTE indicator
7. Dashboard should update within 1–2 minutes

Requirements: Samsung Galaxy Watch 4 or newer with LTE · Wear OS 3 or newer · Active cellular plan

12. Family Responsibilities

Families are not passive. They are part of the response chain.

Families receive the same DEFCON alerts and GPS tracking as your dashboard. During an active incident, the family app shows real-time location, current DEFCON, and all notifications in sequence.

When staff close an incident, the family receives an immediate push notification — for example: "Dorothy Sullivan — Incident Resolved · Transported to Hospital." This clears the alert from their app before any phone call is made.

13. Billing & Contracts

Split Payment Model

The facility and each resident's family pay for their own portion separately.

The facility never handles family billing.

Platform Fee

Custom rate negotiated at contract time. Factors:

• Number of licensed resident seats
• Contract length (month-to-month vs. annual)
• Facility size and coverage needs

Annual pre-payment discount: 15%. Reflected in the contract.

Invoices are sent as PDFs monthly. Facilities pay by check or wire transfer.

License Seats

Your contract specifies a maximum number of enrolled residents. Adding residents beyond that limit requires a contract amendment. Contact your Rientro representative to expand.

Adding or Removing Residents

Residents can be added or removed within your seat limit at any time.

On discharge or opt-out: notify Rientro to remove the resident from your dashboard. The family retains their own app access and full incident history. Nothing is deleted from the family's account.

On family request for complete data deletion: contact Rientro. All mission history and telemetry is permanently removed. This is irreversible — we confirm with the family before proceeding.

14. Privacy & Compliance

What Is Stored Per Resident

• Name, date of birth, blood type, weight, height
• Medications list
• Medical alerts (allergies, conditions)
• Emergency contacts
• Facility address as safe zone (GPS coordinates)
• Location telemetry history
• Mission history (incidents, escalation logs, resolutions)

What Is Not Stored

• Social Security numbers
• Insurance information
• Financial records
• Medical records beyond what staff enter in the patient profile
• Video or audio

Access Control

HIPAA

Rientro operates as a Business Associate under HIPAA. A Business Associate Agreement (BAA) is required before executing any facility contract. Contact us before signing.

Data Retention

• Active resident data: retained for the duration of the contract
• After contract termination: all resident data deleted within 30 days of written request
• Audit logs (staff actions, escalation events): retained for 1 year

Security Incidents

If unauthorized access or a data breach is suspected:

1. Contact Rientro immediately (Section 15)
2. Document what was accessed and when
3. We will audit system access logs within 2 hours
4. Affected facilities and residents are notified per the HIPAA Breach Notification Rule

15. Support

Email: support@rientro.care
Dashboard: rientro.care/en/dashboard

Response time: within 24 hours. Replies typically arrive the morning after you write to us.

For urgent issues during a live incident: the system is handling escalation automatically. Reach EMS or family contacts directly through the Resident Detail page. The platform does not go down.

General Troubleshooting

A resident does not appear on the Overview Grid:

Most common cause: the resident's record has not been linked to your facility. Contact Rientro to confirm enrollment was completed.

Also check: are you logged in with an account that has an active role at your facility? If recently added, log out and back in.

A staff member cannot log in:

1. Confirm the email matches the one used to create their Rientro account
2. Confirm the account has been added to your facility — the admin can verify on the Staff page
3. If newly added, log out and log back in

If the problem persists, contact Rientro with the staff member's email.

A resident's watch shows no data / "Last Seen" hours ago (outside of an active incident):

1. Watch battery dead — charge overnight; card updates within 1–2 minutes of reconnection
2. Lost cellular signal — check if the resident is in a known dead zone
3. Watch unpaired or reset — needs to be re-paired and re-configured (Section 11)
4. Patient app crashed — force-quit and reopen Rientro on the watch

Quick Reference Card

Print and Post at the Nursing Station

RIENTRO FACILITY GUIDE — QUICK REFERENCE

DASHBOARD:  rientro.care/en/dashboard
SUPPORT:    support@rientro.care

──────────────────────────────────────────────
DEFCON ALERT LEVELS:

  Dark    D5  Safe. Resident in safe zone.
  Cyan    D4  Left safe zone. GPS tracking.
  Yellow  D3  Caution. Check Alerts now.
  Orange  D2  Emergency. Respond immediately.
  Red     D1  Critical. EMS dispatched.

──────────────────────────────────────────────
SHIFT START (30 seconds):

  1. Overview — any colored cards?
  2. Alerts — any active incidents?
  3. Battery — any resident below 20%?

──────────────────────────────────────────────
DURING AN INCIDENT:

  1. Open Alerts → click the resident
  2. Resident Detail has all medical info
  3. Family and EMS are notified automatically
  4. Your job: search the perimeter + stand by

──────────────────────────────────────────────
AFTER AN INCIDENT (required every time):

  1. Mission Detail → "Mark Incident Resolved"
     (required if staff intervened before watch
      returned to safe zone on its own)
  2. Choose resolution type + add notes
     (notes sent to family's phone immediately)
  3. Export Report → Save PDF → incident binder

  DEAD AIR BANNER on Alerts page?
  → No signal for 15+ min on active incident
  → Click Resolve → close the incident now

──────────────────────────────────────────────
WATCH ISSUE?

  Dead battery → charge overnight
  No signal    → check cellular coverage
  Unpaired     → contact Rientro

──────────────────────────────────────────────

Rientro — rientro.care
Version 3.0 — June 2026