One Clear Arrival Plan
Current contacts, dates, and questions in one place.
Owner: __________________
Check date: ______________
Check date: ______________
Assisted Living Move-In Checklist
Plan A Clear Assisted Living Move-In
Give families one clear move-in plan with named staff contacts, agreed dates, checked requirements, and useful steps for the first days.
Family tasks · Staff owners · Open questions
FIELD NOTESFewer Loose Ends Before The Move
THE ARRIVAL HANDOFF
Confirm Arrival Tasks, Owners, And Contacts
BEFOREAgree on the arrival plan
Confirm checked requirements and the right contacts.
ON THE DAYKnow who welcomes the family
Keep room, arrival, and office handoffs clear.
AFTERMake the first check-in
Ask what remains open and name who responds.
YOUR WORKING COPY
Build Your Shared Move-In Task Sheet
Type in the cells. Use task references, not private family or care details. Your edits stay on this page until you reload; download to keep them.
| Task or checked requirement | Staff owner | Due date | Status | Unresolved question |
|---|---|---|---|---|
Confirm the agreed arrival date | ||||
Share the right family contact | ||||
Check room and arrival details | ||||
Agree on the first check-in |
Swipe the table to edit more fields.
Connect Sales Notes To The Handoff
A clear handoff helps families know whom to ask. We can help staff organize nonclinical next steps without replacing the care team’s admission process.
See The Related Work ↗YOUR ARRIVAL HANDOFFA clearer first day.
Confirm approved requirements.
Share the right staff contacts.
Set the first family check-in.
A Shared Plan For Arrival Day
Share The Work Before Arrival Day
A Named Handoff Owner
Arrival details and approved paperwork checked.
Owner: __________________
Check date: ______________
Check date: ______________
The Approved Care Process
Clinical review stays with the right people and tools.
Owner: __________________
Check date: ______________
Check date: ______________
Name One Move-In Contact
Families can receive several messages from sales, care, and office staff. Name one contact who can direct questions and keep the shared plan current. Explain who handles private care, payment, and practical arrival questions. A useful checklist should reduce repeated questions without replacing direct access to the right person. For example, the office may answer billing questions while the care team handles daily support. A shared contact list saves repeated transfers.
- Write the main contact’s name and number
- List who answers care and payment questions
- Agree how the family wants routine updates
Confirm Your Community’s Required Admission Steps
Each community has its own admission and care review process. List the steps that its staff has confirmed, rather than using a generic internet form as a rule. Keep private care information in the approved systems. Flag missing items early and explain what depends on review before the move date can be final. If one document is still under review, show it as open. A tick beside documents received should not imply that admission has been approved.
- Ask staff to confirm the required document list
- Name the owner of each outstanding item
- Check which dates depend on admission review
Prepare The Room And Arrival Plan
Practical details can make arrival less stressful. Explain what the room includes, which personal items need approval, and how deliveries work. Confirm access, parking, and arrival timing. Do not promise an early room handover or changes that have not been agreed by the staff responsible for the space. A family arranging a large delivery needs a different conversation from someone bringing a few bags. Explain the approved route before they book transport.
- Share a checked room and packing guide
- Confirm delivery and arrival arrangements with staff
- Record any room setup questions before move day
Make The Staff Handoff Clear
A move-in handoff needs more than a calendar date. Make sure the receiving team knows the agreed arrival plan and where to find approved records. Keep sales notes distinct from a clinical care plan. The people responsible for care decide what information and checks they need for a safe, suitable handoff. A staff change should not leave arrival instructions in one person’s inbox. The receiving team needs a clear approved place to find the plan.
- Confirm who will greet the family on arrival
- Check that approved staff can find needed records
- Pass unresolved questions to the correct team
Check In After Arrival
Move-in day does not end the family’s questions. Agree on a check-in with the appropriate staff and explain how future concerns should be raised. Ask about practical issues such as finding shared spaces or knowing whom to contact. Record follow-up tasks without assuming a family’s silence means everything is settled. A concern about where to go for meals can be handled as a practical task. A care concern needs the appropriate staff review instead.
- Agree a time for the first routine check-in
- Give the family the correct contact for concerns
- Close completed tasks and assign unresolved ones
Clear answers before you call
Arrival Planning And Staff Handoff Questions
Give families and staff clear contacts, arrival tasks, and first-day plans.
Who Should Use This Move-In Checklist?
The checklist is for community staff coordinating arrival with a resident and family. It helps name contacts, dates, open questions, and practical tasks. Families can use it to understand the shared plan, while the community's admission and care teams confirm their own requirements and make the decisions they own.
What Should We Confirm Before Arrival?
Confirm the agreed date, the main contact, checked community requirements, room arrangements, and who will welcome the family. Mark items still under review rather than treating them as complete. Name the staff owner and next date for each open issue so arrival planning stays connected to real approval steps.
Which Documents Should Families Bring?
Ask the community's responsible staff for a current list and the approved way to provide each item. Requirements differ by setting and personal situation. A general online checklist should not become the official document list. Record whether an item is requested, received, or approved so those steps stay clear.
Who Confirms The Final Move-In Date?
The community staff responsible for admission and room readiness should confirm the date after the required reviews. A sales conversation can note a preferred date without making it final. Share the confirmed time with the receiving team and family, and explain who will contact them if a change occurs.
How Should We Plan Furniture And Deliveries?
Ask staff what the room includes, which items need approval, and how delivery access works. Confirm dimensions and timing before the family books transport or buys furniture. Put unresolved setup questions on the task sheet with an owner, rather than assuming every personal item can arrive on move-in day.
What If The Arrival Date Changes?
Update the shared plan and tell the staff handling room access, welcome, paperwork, and the care handoff. Confirm that the family has the new details. Review which tasks or deliveries depend on the date, then assign any follow-up so an old message does not guide the arrival.
Do Sales Notes Become A Care Plan?
No. Sales notes can help explain agreed contact and arrival steps, but clinical information and care planning belong in the community's approved processes. The receiving team decides what records and reviews it needs. Keep a clear route for unresolved care questions rather than copying general sales notes into that role.
Can We Keep The Checklist In CRM?
A CRM can hold nonclinical tasks if it fits your community's approved workflow. Test whether staff can see owners, dates, status, and changes. Keep private care documents in the systems approved for them. The checklist should help a handoff without becoming a substitute for admission or care records.
What Should The Welcome Handoff Include?
Tell the receiving staff when the family will arrive, who greets them, where approved information can be found, and which practical questions remain open. Confirm the correct contact for care and billing questions. Another staff member should be able to follow the plan if the usual coordinator is absent.
What Happens After The First Day?
Agree on a first check-in and tell the family whom to contact with concerns. Ask about practical issues and pass care questions to the responsible staff. Close completed tasks and assign the remaining ones. A quiet inbox alone does not tell the team whether the resident and family have what they need.
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