Essential Forms for New Residents in Your Assisted Living Facility
Aug 19, 2024
Onboarding a new resident at your assisted living facility is critical for both the resident and your business. It is more than just a formal protocol; it is the foundation for establishing trust, maintaining compliance, and providing excellent care. Every step you take during this process has the potential to substantially affect the resident's experience and your institution's reputation.
Today's blog will cover the forms required for this process. From medical assessments to personal care agreements, having the proper paperwork in place is crucial for providing excellent care and running your business quickly and efficiently. These documents are more than just formalities; they represent the basis of a well-managed and legally compliant assisted living facility.
The right paperwork ensures that you have all of the information about the resident's medical history, personal preferences, and legal responsibilities. This allows your staff to develop a personalized care plan that addresses the resident's needs and improves their quality of life. Furthermore, adequate documentation protects your facilities from potential legal difficulties while ensuring compliance with state and federal requirements.
This blog will cover the important paperwork that will help expedite your onboarding process and prepare your residents for a smooth transfer into their new home. We will discuss everything from initial assessments and care plans to legal agreements and emergency contact forms. By the end of this post, you will have a thorough understanding of the forms required to provide a smooth onboarding process for your new residents. Let's get started by establishing the foundation for a successful and compliant onboarding process.
Check out the video too:
Intake Form: The Pre-Admission Assessment
The first step in welcoming a new resident is the intake form, often referred to as a pre-admission assessment. This form helps you evaluate whether you can meet the prospective resident's needs and determine their required level of care. Key elements of the intake form include assessing health and care needs, such as medication management, assistance with dressing, toileting, and other daily activities. Typically, a 0-4 scale is used to rate the resident’s level of independence, where 0 indicates complete independence and 4 indicates total dependence. Based on this assessment, you identify the resident's care level, which helps you determine appropriate rates and ensure you can provide the necessary care. Set a basic tariff (for example, $1,500/month) for private pay residents and then add costs dependent on care level. For example, if a resident requires level one care, you may increase the basic rate by a certain amount (say, $1,000).
Admission Agreement: The Binding Contract
Once you've finished the intake form and decided to admit the resident, the following step is to sign the admission agreement. The admission agreement describes the residency rules and requirements. The admission agreement is made up of numerous components. First, a lease agreement specifies the parameters of your facility's relationship with the resident, protecting both parties. A pricing sheet outlines the costs for various services and care levels. A list of the services provided also clearly outlines which services and items, such as toiletries and towels, etc., are included and any additional prices for unique items. The agreement also addresses living circumstances, including room details and procedures for moving or leaving the institution. Moreover, it is essential to collect family contact details for emergencies and digitize this information for easy access.
Digital Records and Compliance
Maintaining digital records is crucial for efficiency and compliance. Use platforms like Google Drive, OneDrive, or an EHR to store and manage resident information securely. Digital and paper copies ensure you can quickly respond to state surveys and emergencies.
Regular Assessments and Documentation
If a resident's care needs alter significantly, you can perform another assessment on the resident; you're also able to do annual assessments. Regular assessments, with proper documentation, will help to substantiate care level changes and communicate successfully with Medicaid case managers.
Final Thoughts
Ensuring a thorough intake form and admission agreement is essential for running a successful assisted living facility. These documents help you provide the best care for your residents and manage your business efficiently. For more detailed guidance on building a business plan and securing funding, visit Assisted Living Investing. Check out our Business Plan Checklist to help you get started.
Ready to take the next step in starting your assisted living business? Download our Business Plan Checklist to ensure you have everything you need to create a successful plan. If you need some help or support, apply to the Assisted Living Investing Mastermind program, which will guide you through building your business plan, finding the property, getting the funding, obtaining the license, and running and scaling your business. Start your journey to owning an assisted living facility today!
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