Step 1: Discovery & Personalized Consultation

For Families & Individuals:

• We begin by truly listening to your needs. Before any referral takes place, we ensure every client receives a clear agency disclosure. This way, you have full transparency from the very beginning No matter if you are searching for an adult family home, independent living, assisted living, memory care, skilled nursing, developmental disability support, respite care, or hospice placement, our advisors will carefully review your medical, personal, and financial criteria. After gathering this information, we provide tailored, compassionate guidance at every step of your journey.

For Care Professionals & Discharge Teams:

• Case managers and facility teams initiate our HIPAA-secure referral. We coordinate with clinical, financial, and social staff, streamlining paperwork and scheduling the first consult—with urgency for complex hospital discharges.

Step 2: Comprehensive Needs Evaluation

Our advisors assess every medical, social, and safety requirement—ensuring placements are matched to needs ranging from dementia and Alzheimer’s care to rehabilitation, long-term skilled nursing, and short-term respite.

• Navigating Medicaid/Medicare eligibility and documentation.
• Addressing family and facility concerns about safety, behaviors, or chronic conditions.
• Reviewing up-to-date compliance, licensing, insurance, and enforcement status for every provider.
• Services are determined and emphasize privacy, no cost, and direct personal support.
• Providing the required agency disclosure statement per RCW 18.330

3. Intake & Assessment

• Complete a standardized intake form (per RCW 18.330.060) gathering:
  • Medical history, diagnoses, medications, and care needs
  • In addition, we look at your living situation, evaluate your financial standing, and identify your payor source—whether that’s Medicaid or private funding.
  • Behavioral concerns, ADLs/IADLs, mental health/dementia/developmental disability
  • Cultural, language, or accommodation needs
  • Family and geographic preferences
• Collect needed documents (DPOA, guardianship, insurance, ID, Health care directives, etc.)

4. Best Care Matching & Transparent Options

We provide curated choices—always unbiased, with no provider exclusivity or hidden fees. Our matching process covers:

• Adult family homes, assisted, independent, or memory care communities.
• Skilled nursing, disability, respite, and hospice care.
• Providers are fully vetted for quality, transparency, and compliance.

Facility partners and families receive easy-to-read summaries and clear explanations of site reviews, service levels, and costs.

• Assess care needs and narrow down matching licensed/compliant homes.
• Review up-to-date compliance and enforcement status for each provider.
• Contact matching providers to confirm vacancies and suitability.

5. Present Options to Client/Family– Tours, Advocacy & Decision Support

We set up tours for every interested home or community. Case managers can rely on us for coordination, urgent communication, and guided visits. Families benefit from advocacy and reassurance, with full answers to their unique questions.

• Provide unbiased information about several choices (never exclusive).
• Set up tours for interested homes; accompany client/family if possible.
• Discuss logistics, rates, and set expectations for next steps.

6. Placement Assessment & Transition Planning

The selected provider conducts a medical and personal assessment, confirming they can meet all care needs—including complex medication lists, behavioral supports, and required state paperwork. Our advisors coordinate move-in plans, admissions forms, advance directives, and communication between all parties.

• Schedule assessments by the selected home’s nurse/administrator.
• Confirm ability to meet medical, personal, social, and safety needs.

7. Finalize Placement

We ensure all required documents are complete, compliant, and in place for a smooth move-in and coordinated placement.

• Facilitate agreements and admissions paperwork.
• Ensure accurate medication lists, up-to-date doctor’s orders, and required state forms. At this stage, we verify that medication lists are accurate, doctor’s orders are current, and all the necessary state forms—such as TB records, Pre-Assessment, and POLST—are in order. Consequently, each placement proceeds smoothly and safely.
• Confirm the move-in date/time, and coordinate with the care team.

8. Move-In & Transition Support

On transition day, our team stands by families, residents, and facility staff—handling logistics, solving last-minute problems, and communicating proactively. Support extends to both admission and discharge at all levels of care.

• Support the transition day (move-in or admission).
• Communicate with both family and provider for any last-minute needs.

9. Post-Placement Follow-Up

We don’t disappear after the move. Follow-up calls and check-ins within one week and 30 days ensure satisfaction and address concerns. For case managers and facilities, we supply status updates and rapid support for re-admissions or care changes.

• Check in with the client/family within one week and at 30 days to ensure satisfaction and answer questions.
• Respond to any concerns or issues, and offer ongoing support if needed.

10. Ongoing Advocacy, Reporting & Quality Assurance

We do not stop—continuous quality monitoring and feedback channels for families and facilities.

We conduct annual provider reviews and compliance confirmations.

We adhere to transparent recordkeeping, mandated reporting, and privacy protection—never selling data or steering for profit.

• Maintain secure records of referral, intake, recommendations, and follow-up (per RCW 18.330).
• Report any suspected abuse or neglect as a mandated reporter.
• Annually confirm provider compliance for ongoing placement partnerships.

We adhere to the laws & principles by heart —as service is the reason we exist.

• 1. We provide agency disclosures to every client prior to referral.
• 2. We confirm agency licensing, insurance, and required background checks.
• 3. We never take referral fees from Medicaid/Medicare-covered moves.

BestCareMatch™ — The Gold Standard for Senior Placement
Washington’s most transparent, client-centered, compliance-driven placement service.
No profit-driven steering. No privacy violations. Just honest, ethical support, every step.