How Our Placement Process Works
From first call to successful placement, we guide you through every step. Most placements happen within 48-72 hours.
The Placement Process
We've refined our process to be fast, thorough, and stress-free. Here's what to expect:
Step 1: Initial Consultation
Duration: 30 minutes | Cost: Free
We start with a phone call to understand the patient's needs. We'll ask about:
What We Need to Know
- Medical needs — Diagnoses, medications, treatments (ventilator, trach, dialysis, etc.)
- Care requirements — Activities of daily living, mobility, cognitive status
- Timeline — How quickly does placement need to happen?
- Location preferences — Are there geographic requirements or preferences?
- Budget and payment — Private pay, Medicaid (including the Community Integration add-on), long-term care insurance?
- Special considerations — Dietary needs, language, religious or cultural preferences
This call helps us understand exactly what you need so we can match appropriately.
Step 2: Matching
Duration: 24-72 hours
Using the information from our consultation, we search our network for adult family homes that can meet the patient's specific needs.
We Check Availability
We contact homes in our network to confirm they have openings and can accommodate the patient's care level.
We Verify Capabilities
We confirm the home has the right equipment, staffing, and experience for this specific patient's needs.
We Present Options
We typically provide 3-5 matched options with details about each home, their specialties, and availability.
Step 3: Tours and Evaluation
Duration: Varies based on your schedule
Once you have your matched options, it's time to evaluate them:
The Evaluation Process
- Tour coordination — We schedule tours at times that work for you, whether in-person or virtual.
- Questions to ask — We provide a checklist of questions to ask during your tours.
- Side-by-side comparison — We help you compare options and think through the decision.
- Meet the staff — We encourage you to meet the caregivers who will be providing daily care.
You're never pressured to decide quickly. We want you to feel confident in your choice.
Step 4: Decision Support
Choosing the right adult family home is a big decision. We're here to help:
Answer Questions
We're available to discuss concerns, clarify details, and provide guidance based on our experience.
Facilitate Communication
If you need additional information from a home, we can help facilitate those conversations.
Honest Assessment
We'll give you our honest opinion about fit. If we don't think a home is right, we'll say so.
No Pressure
We're not salespeople. We only succeed when you find the right placement — not just any placement.
Step 5: Move-In Coordination
Once you've chosen a home, we help coordinate the transition:
What We Handle
- Paperwork — We help ensure all required documents are completed correctly.
- Medical records — We coordinate transfer of medical information to the new home.
- Equipment needs — We confirm any specialized equipment is in place before move-in.
- Move-in date — We work with hospital discharge teams and the AFH to coordinate timing.
- Transportation — We can help arrange medical transport if needed.
Step 6: Follow-Up
Our job doesn't end at move-in. We stay involved to ensure the placement succeeds:
30-Day Check-In
We contact you to see how things are going. Is the patient adjusting? Are there any concerns?
90-Day Follow-Up
We check in again to ensure the placement is working long-term. This is especially important for high-acuity patients.
Ongoing Advocacy
If issues arise at any point, we're here to help advocate and problem-solve. We maintain relationships with our partner homes.
Timeline Summary
| Step | Timeline | What Happens |
|---|---|---|
| 1. Consultation | Day 1 | 30-minute call to understand needs |
| 2. Matching | Days 1-3 | We identify 3-5 appropriate options |
| 3. Tours | Days 3-7 | Visit or virtual tour of options |
| 4. Decision | Days 5-10 | Choose the right home |
| 5. Move-in | Days 7-14 | Coordinate and complete transition |
| 6. Follow-up | Days 30, 90 | Check-ins to ensure success |
Note: Urgent placements can happen faster. We've completed placements in as little as 24-48 hours when necessary.
Frequently Asked Questions About Our Process
How much does your service cost?
Our service is completely free for families. We're paid by the adult family homes when a successful placement is made. There are no upfront fees, consultation fees, or hidden costs. See how we're paid.
What makes your matching process different?
We specialize in high-acuity placements. While other agencies use general criteria, we match based on specific medical capabilities: ventilator equipment, dialysis training, bariatric accommodations, and specialized nursing staff.
Do you work with Medicaid/Medicare patients?
Yes, we have relationships with PDN-capable adult family homes that accept Medicaid and Medicare. We understand the specific requirements and documentation needed for government insurance placements.
What if the placement doesn't work out?
We offer a 30-day guarantee. If the placement isn't working within the first 30 days, we'll help find an alternative at no additional cost. Our follow-up process helps catch issues early.
How do you vet the adult family homes in your network?
Every home undergoes: 1) License verification with Washington DSHS, 2) Reference checks with current/former families, 3) On-site inspection of facilities and equipment, 4) Staff qualification review, and 5) Ongoing quality monitoring.
Can you help with out-of-area placements?
We primarily serve the Seattle metropolitan area. For patients moving to Washington from other states, we can help with pre-move planning and coordination with their current care team.
Ready to Get Started?
Contact us for a free consultation. We'll discuss your needs and explain how we can help.