MOVING INTO AGED CARE: COMPLETE CHECKLIST FOR FAMILIES

Families typically have 2-4 weeks between confirming placement and move-in day. That timeframe passes quickly when juggling care needs, legal requirements, and the emotional weight of this transition. A systematic approach transforms an overwhelming process into manageable steps, ensuring nothing critical gets overlooked whilst creating space for what matters most - helping loved ones settle into their new home.

This comprehensive aged care checklist addresses every practical consideration families face when moving into aged care, from initial essential documentation through the first weeks of residence. Whether transitioning from home care, hospital, or another facility, these steps provide clarity during an inherently challenging time.

BEFORE MOVE-IN DAY: ESSENTIAL DOCUMENTATION AND ARRANGEMENTS

Financial and Legal Requirements

Complete all financial arrangements before move-in day. Residential aged care involves multiple payment components that require advance admission preparation.

Accommodation Payment: Confirm whether payment will be made as a Refundable Accommodation Deposit (RAD), Daily Accommodation Payment (DAP), or combination. If paying a RAD, arrange the funds transfer through your financial institution - this typically requires 3-5 business days. Under the new rules, the balance is refunded when residents leave care (less a small government-mandated retention of 2% per year for a maximum of 5 years). For DAP arrangements, set up the direct debit authorisation with the facility's finance team.

Means Testing: Ensure the Centrelink means assessment is complete and the Income and Assets Assessment has been finalised. The facility requires this information to calculate daily fees accurately. If the assessment remains pending, contact Services Australia directly. Delays in means testing create billing complications that affect both families and the facility.

Enduring Power of Attorney: Provide certified copies of all relevant legal documents to the facility, including Enduring Power of Attorney (financial and medical), Advance Care Directives, and guardianship orders if applicable. The care team requires these essential documentation records to ensure appropriate decision-making processes are followed.

Insurance and Financial Accounts: Review existing insurance policies (home, contents, private health) and determine which coverage continues. Contact banks to arrange ongoing bill payments, pension deposits, and any automatic transactions that need adjustment.

Medical Information and Care Needs

Comprehensive medical information ensures continuity of care from day one:

Medication List: Create a detailed, current medication list including drug names, dosages, timing, and prescribing doctors. Include over-the-counter medications, vitamins, and supplements. Arrange for current prescriptions to be transferred to the facility's preferred pharmacy, or bring sufficient medication to cover the first week whilst new prescriptions are organised.

Medical History Summary: Compile relevant medical history including diagnoses, surgical history, allergies, and adverse reactions. Include contact details for all current healthcare providers - GP, specialists, allied health professionals - and signed consent forms authorising information sharing.

Care Preferences and Routines: Document personal care preferences, daily routines, dietary requirements, and any specific needs related to mobility, continence, or sensory impairments. This information helps care staff provide person-centred support from the first day.

ACAT Assessment: Confirm the facility has received the current Aged Care Assessment Team (ACAT) approval. This assessment determines eligibility for residential care and must be current at admission.

Room Preparation and Personalisation

Most facilities allow families to prepare the room before move-in day:

Room Inspection: Visit the specific room your loved one will occupy. Measure the space and note electrical outlet locations, wardrobe dimensions, and any fixed furniture. Take photos to reference when selecting items to bring.

Labelling System: Establish a clothing and personal item labelling system before move-in. Most facilities require permanent labels on all clothing and belongings. Commercial name labels, laundry-safe markers, or embroidered labels all work. Choose a method that withstands industrial laundering.

Furniture and Belongings: Confirm which furniture items are permitted and appropriate for the space. Most rooms accommodate a comfortable chair, small side table, and personal decorative items. Larger furniture pieces rarely fit in standard rooms and create safety hazards.

WHAT TO BRING: THE PRACTICAL ESSENTIALS

Clothing and Personal Items

Pack for comfort, dignity, and the facility's laundry capabilities:

• 7-10 complete outfits including underwear
• 2-3 cardigans or jackets for temperature variation
• Comfortable, supportive footwear with non-slip soles (avoid slippers without backs)
• Sleepwear (3-4 sets)
• Seasonal clothing appropriate to current weather
• Special occasion outfit for events or outings
• Preferred toiletries (shampoo, soap, moisturiser, deodorant)
• Hairbrush, comb, and styling products
• Electric razor or manual shaving supplies
• Denture care supplies if applicable
• Glasses (with spare pair), hearing aids with extra batteries
• Mobility aids currently in use (walking frame, cane)

Facilities typically provide continence products, but families may prefer specific brands. Confirm what the facility supplies versus what families provide.

Room Comfort and Personalisation

Creating a familiar, comfortable environment supports emotional wellbeing during this transition:

• Favourite chair if space permits (check dimensions first)
• Personal bedding if preferred (doona, pillows, blankets) - confirm facility laundry can accommodate
• Bedside lamp for reading and nighttime orientation
• Clock with clear, large numbers
• Family photos in unbreakable frames
• Familiar decorative items (limit to 3-5 pieces to avoid clutter)
• Books, magazines, or large-print materials
• Tablet or device for video calls (ensure charger is included)
• Music player with favourite music pre-loaded
• Craft supplies or hobby materials
• Puzzle books or games if enjoyed

Avoid bringing valuable jewellery, large amounts of cash, or irreplaceable items. Even in secure facilities, items occasionally go missing, and insurance rarely covers full sentimental value.

Important Documents to Keep Accessible

• Resident agreement and contract
• Fee schedule and payment arrangements
• Medical records and care plan
• Contact list for family, friends, and healthcare providers
• Insurance policies
• Legal documents (POA, Advance Care Directive)

Keep originals in a secure location at home; provide certified copies to the facility.

MOVING DAY: MAKING THE TRANSITION SMOOTH

Timing and Logistics

Arrival Time: Coordinate arrival time with the facility - typically mid-morning allows care staff to complete morning routines whilst avoiding meal service disruptions. Avoid late afternoon when staff transitions occur between shifts.

Support People: Limit the number of people present on moving day to 2-3 key family members. Large groups create confusion and overwhelm both the new resident and facility staff managing multiple admissions.

Transport Arrangements: If the older person is moving from hospital or another care facility, confirm transport arrangements days in advance. Some families arrange private transport for greater flexibility and comfort; others use patient transport services. Ensure any mobility equipment travels with the person.

Settling Into the Room

Unpacking Strategy: Unpack systematically - wardrobe first, then personal care items in the ensuite, finally decorative elements. Arrange family photos at eye level from the bed and chair. Position the most meaningful items where they're easily visible.

Orientation: Help your loved one locate essential items - call button, bathroom, light switches, wardrobe. Walk through how to operate the bed controls, television, and any room technology. Introduce yourselves to staff members on duty.

First Meal: If possible, time the move to share the first meal together in the dining room. This provides comfort through familiarity whilst helping the new resident meet other residents and understand dining routines.

THE FIRST WEEK: SUPPORTING ADJUSTMENT

Daily Connection

The first week determines how successfully someone settles into residential care. Daily visits or calls provide reassurance during this vulnerable period:

Visit Timing: Visit at different times - morning, afternoon, evening - to observe various aspects of daily routine and meet different staff members. Keep visits relatively brief (1-2 hours) to allow your loved one time to rest and begin forming connections with staff and other residents.

Observation Without Interference: Notice how care is delivered, whether meals are adequate, and how your loved one responds to the new environment. Address concerns directly with care staff rather than attempting to provide care yourself. This establishes appropriate boundaries and helps your loved one understand that staff are their primary support.

Emotional Support: Expect mixed emotions - grief, anger, relief, anxiety. Validate these feelings without attempting to "fix" them. Acknowledge the difficulty whilst gently reinforcing positive aspects observed.

Communication with Care Staff

Care Plan Meeting: Request a formal care plan meeting within the first week. This meeting establishes care goals, reviews medical needs, discusses daily routines, and addresses any immediate concerns. Come prepared with questions about medication management, activity participation, and care approaches.

Regular Updates: Establish how the facility communicates routine updates versus urgent concerns. Some facilities use family portals or apps; others prefer phone calls or in-person conversations. Clarify which staff member serves as the primary contact for your loved one's care.

Collaborative Approach: Frame conversations with care staff as collaborative rather than adversarial. Most aged care professionals genuinely want residents to thrive and appreciate respectful care transition planning input from families.

Practical Adjustments

Clothing and Belongings: After the first week, reassess what's working. Remove excess clothing that isn't being worn. Add items that would increase comfort. Replace any clothing that doesn't launder well in industrial machines.

Activity Participation: Encourage participation in facility activities, even if your loved one initially resists. Social connection significantly impacts adjustment and wellbeing. Ask activity staff to personally invite your loved one to specific programmes that match their interests.

Routine Establishment: Residents typically settle into facility routines within 2-3 weeks. Morning routines, meal times, and activity schedules become familiar. Allow this routine to develop rather than trying to maintain the exact schedule from home.

COMMON CHALLENGES AND SOLUTIONS

"I Want to Go Home"

This statement represents the most common and heartbreaking challenge families face. Respond with empathy whilst maintaining boundaries:

Acknowledge the feeling: "I understand this feels difficult right now." Avoid arguing about whether this is their home or explaining why they can't return to their previous residence. Redirect to immediate comfort: "Let's have a cup of tea together" or "Would you like to look at these photos?"

If the distress persists beyond the first 2-3 weeks, discuss with care staff whether adjustment support or additional interventions might help.

Belongings Going Missing

Despite labelling, items occasionally disappear - mixed into another resident's laundry, accidentally discarded, or moved by well-meaning staff:

Prevention: Label everything, including shoes, glasses cases, and toiletries. Take photos of the room setup to notice when items go missing. Don't bring irreplaceable items.

Resolution: Report missing items promptly to care staff. Most facilities conduct thorough searches and often locate misplaced belongings. Replace essential items quickly rather than waiting for lost items to reappear.

Concerns About Care Quality

Address care concerns promptly through appropriate channels:

• Minor Issues: Speak directly with floor staff or the nurse in charge for concerns about daily care routines, meal preferences, or activity participation
• Significant Concerns: Escalate to the Care Manager or Director of Nursing for issues involving medication errors, falls, skin integrity, or other clinical matters
• Formal Complaints: If concerns remain unresolved, facilities have formal complaint processes. Families can also contact the Aged Care Quality and Safety Commission for serious quality or safety issues

Document concerns with dates, times, and specific observations. This information helps facility management investigate and respond appropriately.

USING THIS AGED CARE TRANSITION CHECKLIST

This aged care checklist addresses the practical elements families can control during moving into aged care: ensuring essential documentation is complete, bringing appropriate belongings, establishing communication with care staff, and supporting adjustment during those critical first weeks. These concrete steps create stability during inherent instability.

Key Phases of the Moving Into Aged Care Checklist

Phase 1 - Pre-Admission (2-4 weeks before):

• Complete financial arrangements and means testing
• Gather medical documentation and medication lists
• Label all clothing and belongings
• Measure room and plan furniture placement

Phase 2 - Moving Day:

• Arrive mid-morning with 2-3 support people
• Unpack systematically (wardrobe, bathroom, decorations)
• Orient your loved one to room features and call systems
• Share first meal in dining room together

Phase 3 - First Week:

• Visit daily at varying times
• Attend formal care plan meeting
• Establish communication protocols with staff
• Encourage activity participation

Phase 4 - Weeks 2-6:

• Reduce visit frequency gradually as adjustment occurs
• Monitor belongings and replace items as needed
• Address any care concerns through proper channels
• Allow facility routines to become familiar

The transition succeeds when families maintain realistic expectations. Adjustment takes time - typically 4-6 weeks before residents begin feeling settled. Some days bring progress; others bring setbacks. Care quality matters enormously, which is why selecting facilities carefully from the outset creates the foundation for positive outcomes.

SUPPORTING DIFFERENT TRANSITION SCENARIOS

Hospital to Aged Care

Challenges: Short notice, limited preparation time, resident may be disoriented or recovering from acute illness.

Solutions: Request discharge planning support from hospital social workers. Arrange for essential belongings to be brought first with remaining items delivered over subsequent days. Focus on medical continuity - ensure all discharge summaries and medication changes reach the aged care facility.

Home to Aged Care

Challenges: Emotional attachment to family home, grieving loss of independence, resistance to the move.

Solutions: Involve the older person in facility selection and room preparation where possible. Consider respite stays at Lake Joondalup or Bateman locations before permanent placement. Bring cherished items that maintain connection to previous life.

Facility Transfer

Challenges: Disruption to established care relationships, confusion about new environment, logistical complexity.

Solutions: Request comprehensive care handover between facilities. Visit new facility multiple times before transfer. Ensure familiar belongings accompany the move immediately rather than arriving separately.

MAKING THIS TRANSITION WORK

Moving into residential aged care challenges everyone involved. The practical demands - paperwork, packing, coordinating logistics - intersect with profound emotional complexity. Families navigate grief, guilt, and relief simultaneously. Older adults face loss of independence whilst needing increased support.

This comprehensive aged care checklist creates stability through practical admission preparation. Combined with quality care environments, person-centred approaches, and genuine partnership between families and care teams, this preparation helps transform a difficult transition into the start of a new chapter where dignity, comfort, and quality of life remain central.

Facilities understand that moving into aged care represents just the beginning of a longer journey. Comprehensive professional dining services and nutrition support that include chef-prepared meals, flexible dining times, and nutritional assessments supporting health combine with structured programs for social connection, creating daily opportunities for wellness activities, community engagement, and meaningful participation through professional programming. These family support resources alongside collaborative care relationships make challenging changes as smooth as possible for everyone involved.

For families currently preparing for this move using this aged care transition checklist, call (08) 6117 8178 to discuss how care teams support residents and families through transitions. Practical preparation outlined here, combined with compassionate professional care, ensures this important change proceeds with dignity and confidence. Regents Garden operates aged care residences in Bateman, Lake Joondalup, Booragoon, Aubin Grove, and Scarborough, with retirement villages at Lake Joondalup and Aubin Grove.