Moving into a care home: a practical checklist

Once you have chosen a care home, the practical side of the move can feel like a second mountain to climb. There are forms to sign, medicines to organise and a whole life to fit into one room, often within a few days of a hospital discharge.

I have helped many families through this at The Firs in Breaston, and the moves that go most smoothly are the ones where a few things are sorted in advance. This checklist sets them out in the order you are likely to need them. There is a version to print and take with you at the end.

Single bedroom at The Firs with a profiling bed, bedside cabinet and wardrobe

Before the move

The assessment

Before offering a place, the care home should carry out its own assessment to make sure it can meet your parent’s needs. At The Firs, before a stay begins we talk with you and your parent about their needs and routines, and about the things they enjoy.

If you are hoping the council will help with the cost, your parent will also need a needs assessment from adult social care. The NHS explains that anyone can ask for one and that it is free. A financial assessment, sometimes called a means test, follows the needs assessment and works out whether the council will pay towards care. For Breaston, Long Eaton and the rest of Erewash that is Derbyshire County Council. For addresses in the city, it is Derby City Council.

Paperwork

Keep everything in one folder that travels with you. It should hold the care home contract, any letters about funding, your parent’s NHS number, and a list of family contacts showing who should be called first. If there is a hospital discharge summary, bring a copy for the home.

GP and medication

Let your parent’s current GP practice know about the move. Ask the care home whether your parent will stay with their own GP or register with the practice that covers the home. At The Firs a GP holds a weekly ward round, and district nurses, chiropodists, audiologists and speech and language therapists visit as needed.

Bring all current medicines in their original packaging, with an up-to-date list from the GP or pharmacy.

Funding

Make sure you know how the fees will be paid from the first day. The Firs accepts self-funding residents, local authority funding from Derbyshire County Council and Derby City Council (with or without a top-up) and NHS Continuing Healthcare. Our current fees, what they include and an explanation of deferred payment agreements are on our care home fees page.

Lasting power of attorney

A lasting power of attorney is a legal document that lets someone appoint one or more people they trust to make decisions for them. There are two types: one for health and welfare, and one for property and financial affairs. Your parent must have the mental capacity to make their own decisions at the time they make one, and it has to be registered with the Office of the Public Guardian before it can be used. If your parent does not yet have one, GOV.UK explains how to set it up. If you are unsure where you stand, take advice from a solicitor.

What to pack

Residents are welcome to bring their own furniture and belongings to make their room feel like home. The aim is to bring what makes the room feel like your parent’s own.

Clothing: around a week’s worth of comfortable, easy-care clothes, with a cardigan or two, nightwear and well-fitting shoes or slippers. Label every item with your parent’s name. Laundry is included in our fee, and labels mean nothing goes astray.
Everyday essentials: glasses, hearing aids, dentures and any walking aids, with spare batteries and cases. Add a few favourite toiletries.
Photographs: family pictures, and perhaps a photo album that staff can look through with your parent.
Familiar objects: a favourite cushion, blanket, clock or radio, or a much-loved chair.
Things to do: books, puzzles, knitting or music they enjoy.

It is better to start small. You can always bring more on your next visit.

The first day

Try to arrive at a quiet time of day, and plan to stay for a while. Unpacking together and putting photographs out helps the room feel familiar before you leave.

Tell us the small things that matter: how they take their tea, what time they like to go to bed, what they call themselves and what they enjoy talking about. Saying goodbye is often the hardest part. Keep it warm and simple, and call us later that evening if it would reassure you.

The first weeks

Settling in takes time and every person is different. Some residents are joining in with activities within days; others need a few weeks. Our Activities Coordinator, Amelia, posts a weekly activity planner on Facebook, which gives you something to talk about when you visit.

Visiting at The Firs is from 9am to 10pm every day, so you can keep to a pattern that suits you both. Frequent, shorter visits often help more than long ones in the early weeks. If anything worries you while your parent is settling in, call us on 01332 872535.

If your parent is living with dementia

A move can be disorientating for someone living with dementia, so familiarity matters even more. Bring items they use every day and set the room out in a way that mirrors home. A short life story, covering family names, former work, favourite music and daily routines, gives staff an easy way to connect. Our team includes Dementia Champions, and staff complete experiential dementia training. Read more about dementia care at The Firs.

For a respite stay

For a short stay, pack for the length of the stay plus a few days, and still label everything. The same paperwork and medication list apply. Respite is also a good way to see whether a care home suits your parent before making a longer-term decision. Read more about respite care at The Firs.

Your printable checklist

Print this checklist and take it with you.

Care home assessment completed
Needs assessment and financial assessment requested (if seeking council funding)
Contract read and signed
Funding arrangements agreed
Folder with NHS number, contacts and discharge summary
GP practice told about the move
Medicines in original packaging, plus an up-to-date list
Lasting power of attorney in place, or advice sought
Clothing labelled
Glasses, hearing aids, dentures and walking aids packed
Photographs and familiar objects packed
Life story or “all about me” notes for staff
First visit after the move planned

Talk to us about moving in

If your parent is moving to The Firs, or you are still deciding, we are happy to talk you through any part of this list. Call 01332 872535 or email director@thefirsderby.co.uk to arrange a visit.

You may also find these pages helpful:

Frequently asked questions

How long does it take to settle into a care home?

There is no set timescale. Some residents settle within a few days and others take several weeks, especially if the move followed a hospital stay or if they are living with dementia. Regular visits, familiar belongings and staff who know the person’s routines all help. If anything worries you during the early weeks, talk to the team at The Firs so we can work on it together.

What should I label before moving into a care home?

Label every item of clothing, including nightwear, cardigans and slippers, with your parent’s name. Laundry is included in the fee at The Firs, and labels make sure clothes come back to the right room. It is also worth marking glasses cases, hearing aid boxes, walking aids and any items of value. Iron-on or stick-on name labels are the easiest to use.

Can my parent bring their own furniture?

Yes. Residents are welcome to bring their own furniture and belongings to make their room feel like home. Personal touches make a big difference to how quickly someone settles, and photographs, a favourite blanket or cushion and other familiar objects all help. Please talk to us before the move about what you would like to bring, so we can plan the room together.

Do I need power of attorney before my parent moves into a care home?

It is not a condition of moving into The Firs, but it can make decisions about care and money much easier. According to GOV.UK, a lasting power of attorney has to be made while the person still has the mental capacity to make their own decisions, and it must be registered with the Office of the Public Guardian before it can be used. If you are unsure, take advice from a solicitor.

Can my parent move in at short notice?

Sometimes. Rooms at The Firs are sometimes available at short notice, including for respite. Before a stay begins we will still talk with you about your parent’s needs and routines, to make sure we can care for them well. Call 01332 872535 to check current availability.