Agency operations
What should a senior placement intake capture?
Start a family's search with the details that matter: care needs, budget, decision makers, location, consent, and questions to resolve before recommending communities.
- Updated
- 2026-09-28
- Publisher
- SeniorPath
- Reading time
- 7 min read
Answer first
A useful placement intake captures the person’s care needs, daily routines, budget boundaries, decision makers, timing, location preferences, and permission to use or share sensitive information. It should also record what remains unknown, so an advisor can resolve gaps before recommending communities.
Start with the decision, not the database
The goal of intake is not to fill every field. It is to understand the decision a family is trying to make and what evidence will support a responsible shortlist.
Record who is moving, who is helping, who can consent, and what event created the current timeline. Keep facts separate from assumptions and note the source of important details.
A hosted or embedded website form collects inquiries in one inbox. Duplicate flags help your team keep each family on the right case.
Capture the constraints that change the shortlist
Care needs and daily routines matter, but so do geography, budget, preferred move timing, transportation, pets, language, and family access. A constraint that is left in a free-form note can disappear when the case moves to another advisor.
- Current setting, desired setting, and target move window
- Activities of daily living, mobility, medication, and cognitive-support needs
- Monthly budget range and known funding sources
- Required location, family access, and quality-of-life preferences
- Decision roles, legal authority, and communication preferences
- Open questions that must be confirmed before a referral
Save the search with the case
SeniorPath can match against the agency’s full facility book or limit candidates to a radius around coordinates or a facility. Radius distances are approximate straight-line distances, and facilities without validated coordinates cannot be evaluated for that radius. Save the search so the scope and candidate evidence remain connected to later outcomes.
Fit scores explain how care needs, budget and preferences shaped the shortlist. Facility availability and pricing are not verified in real time.
Voice memos and structured care profiles keep details from the first conversation on the case.
Publish a deliberate family snapshot
Facility outcomes track available, unavailable, declined and pending options. The family sheet presents the published comparison; private notes and contact preferences stay internal.
Each published version stays intact when case details change. The family portal shows the latest version.
Treat consent as part of the workflow
Track consent and sharing preferences alongside the family case.
This checklist is not legal advice. State privacy and authorization rules may differ.
From practice to product
Use this workflow in SeniorPath
These product pages describe the software; public help explains the task. Account-specific work stays in your signed-in workspace.
Frequently asked questions
Should intake happen in one call?
Not necessarily. Capture enough to understand urgency and fit, then make missing information visible. A staged intake is often clearer than forcing uncertain answers into a complete-looking record.
What should be documented before a facility recommendation?
Document the family’s priorities, the facts used to assess fit, material unknowns, and any required disclosure or consent evidence. State-specific rules may add more steps.
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