Assisted Living Move-In Paperwork: A Checklist
Once a community is chosen, the move-in usually waits on paperwork. Gathering it early is the single easiest way to speed things up, especially if a hospital discharge or a waiting list is involved. Exact requirements are set by state rules and by each community.
Medical documents
- A physician's report or health assessment, often on the community's own form and dated within a set number of days
- A current medication list, including doses and the prescribing doctor
- Recent test results the community asks for, such as a TB screening where required by the state
- Immunisation records
- Contact details for the primary doctor and any specialists
- A list of allergies and dietary needs
- Hospital discharge summary, if moving from hospital or rehab
Identity and insurance
- Photo identification
- Medicare and any supplemental or Medicare Advantage cards
- Prescription drug plan details
- Long-term care insurance policy, if there's one
- Veterans documentation, such as discharge papers, if applying for benefits
Legal documents
- Power of attorney for health care, or health care proxy
- Power of attorney for finances
- Advance directive or living will, and any do-not-resuscitate order
- Guardianship or conservatorship papers, if they apply
- Trust documents, if the trust pays the fees
Financial paperwork
- Proof of income and assets, if the community or a program requires it
- Bank details for automatic payments
- Medicaid application or approval, where a state program is involved
- Details of who is financially responsible, and whether anyone is co-signing
The residency agreement: read these parts closely
- What the base monthly fee includes, and which services are billed extra
- How care levels are assessed and priced, and what happens when needs increase
- How and when fees can rise, and how much notice is given
- The community fee or move-in fee, and whether any part is refundable
- Notice required to move out, and the refund policy if a resident leaves or passes away
- Reasons the community can ask a resident to leave, and the notice given
- How personal funds or a resident trust account is handled
- Arbitration clauses, which affect how disputes are resolved
Practical items for move-in day
- A written medication plan agreed with the community's nurse
- Clothing labelled, if the community launders it
- A list of furniture and valuables brought in
- Renters insurance for personal belongings, if required or recommended
- Keys, phone, hearing aid batteries, chargers and a few familiar comforts
Before you sign
Consider having an elder law attorney review the agreement, especially where large deposits, co-signing or a trust is involved. Ask for a copy of everything you sign and keep it where the family can find it.
Next step
If a community's terms raise questions, a HavenLine advisor can help you compare other options near you. HavenLine is a referral service, not a care provider, and there is no obligation. For legal review of a contract, ask a qualified attorney.
Questions
How long is a physician's report valid?
Many communities require one dated within a recent window, often set by state rules. Ask for the exact requirement before the appointment.
Do I have to sign as financially responsible?
Read that clause carefully and ask what it commits you to. Many families have an attorney review it first.
Can we move in while Medicaid is pending?
It depends on the community and the state program. Ask both.
General information only, not financial, legal or insurance advice. Rules, prices and benefits vary by state and by policy. A licensed professional can explain what applies to you.