Required documents typically include: a recent physical exam (within 30 to 90 days depending on facility); current medication list with dosages and prescribing physicians; physician orders for any treatments or therapies; insurance cards (Medicare, supplemental, long-term care insurance); a copy of the healthcare power of attorney and advance directive; and a completed admission application and residency agreement. Ask the facility for their specific document checklist at contract signing.

Bring: personal furniture and bedroom items (check room dimensions in advance); photos and meaningful personal items; comfortable, easy-to-manage clothing (labeled with name); comfortable shoes with non-slip soles; personal care items (shaver, hairdryer, toothbrush, preferred soap); a small amount of personal spending money; any comfort items (a favorite blanket, books, music); and a list of family contact information for the care team.

Personalization dramatically improves adjustment and well-being. Bring familiar furniture when possible — a favorite chair, a familiar bedside table, a well-known lamp. Hang family photos at eye level. Bring a familiar bedspread and pillow. For memory care residents especially, familiar objects activate long-term memories that provide comfort and orientation. Ask the facility for room dimensions and a move-in guide before bringing items.

Yes, whenever possible. Being part of the physical move-in — choosing where things go, seeing the room come together with familiar items — gives the resident a sense of agency and ownership. For residents with dementia who may be anxious, having a trusted family member present throughout the first day significantly eases the transition. Some families stage the room in advance to reduce the stress of the actual move-in day.

Ask: who is my loved one’s primary care aide? What is the meal schedule and where is the dining room? How does the call system work? What is the protocol if my loved one has a fall or medical emergency? How will I be notified of any changes in condition? What activities are happening this week? When can I visit and are there any restrictions? How do I reach the charge nurse if I have concerns?

Bring a complete supply of all current medications in their original labeled containers, along with the most recent pharmacy printout. The facility will typically conduct a medication reconciliation at admission — a pharmacist or nurse reviews all medications against the physician orders. Never bring medications that were discontinued without the physician’s knowledge. Ask in advance whether the facility provides pharmacy services or whether you supply medications directly.

Plan to stay for several hours on move-in day — long enough to complete paperwork, settle the room, have lunch or dinner, and help the resident meet key staff members. Staying too long (all day, every day in the first week) can paradoxically slow adjustment by signaling to the resident that they should not settle in. After the first day, brief daily visits followed by a graduated step-down is often more supportive of adjustment than very long visits.

This is very common and very normal. The first day — and often the first week — can be emotionally difficult. Stay calm and present, validate the feelings without reinforcing the distress (“I understand this is hard; I’ll be back tomorrow and we’ll have lunch together”). Avoid making promises you cannot keep (“you can come home anytime”). Most residents adjust significantly within two to four weeks as routine sets in and new relationships form.

Visit frequently in the first two weeks — ideally daily or every other day — to support adjustment and communicate with staff. After the initial adjustment period, shift to a pattern that works for your family. Consistent, predictable visits (the same days and times each week) tend to work better for residents with dementia than unpredictable visits that create anticipatory anxiety. Most facilities encourage regular family involvement as a quality indicator.

Watch for: whether your loved one is clean and appropriately dressed at each visit; whether they seem to be eating and hydrating adequately; whether any falls or incidents occurred; whether medications are being given correctly; whether they are engaging with staff and other residents; and whether they express any specific fears or complaints. Report concerns to the Director of Nursing promptly — issues caught early are resolved more easily than those that persist.

Label everything before move-in, not after. Label clothing with the resident’s full name using iron-on labels, permanent marker, or laundry stamps. Label toiletries, electronics, books, and other personal items. Labeling is especially important in memory care where residents may pick up others’ items. The facility will typically remind you about labeling, but doing it in advance prevents lost items in the first week.

Within 14 to 21 days of admission, the facility holds an initial care plan meeting with the resident (if cognitively able), family, nursing staff, therapy, dietary, activities, and social work. The purpose is to establish personalized care goals, preferences, and protocols. This is your opportunity to share detailed knowledge about your loved one — preferences, triggers, history, what works and what does not. Attend this meeting and come prepared with questions.