How to Participate in Care Planning Meetings at Nursing Homes

What is a care planning meeting?

A care planning meeting is a regular team meeting held at the nursing home. It includes facility staff such as nurses, aides, doctors, social workers, therapists and dieticians. It also includes the resident and their family or legal representative.

The strength of the team is rooted in the combined effort and expertise of each team member. The primary team goal for the meeting is to divide care tasks.

Successful care starts with planning.

Your loved one depends on you to help make sure their needs are met. Being part of care planning meetings at a nursing home gives you a voice and helps you understand the support they receive each day. With a little preparation, you can walk into these meetings feeling confident and ready to speak up for the person you love.

That confidence goes a long way toward managing caregiver stress.

You may have heard the saying, “A goal without a plan is just a wish.” It’s true that good results usually come from taking time to prepare. Planning may not feel exciting, but it helps everyone stay focused on what matters most.

Many well-known leaders have reminded us of this. Dale Carnegie said, “An hour of planning can save 10 hours of doing.” Benjamin Franklin shared, “If you fail to plan, you are planning to fail.”

These quotable words have led me to this conclusion: When it comes to caring for a loved one, “failure is not an option.”

Learn more about nursing home care plans.

Having a Seat at the Table

When a loved one moves into a nursing home, it can be hard to feel involved in their care. One important way to make sure your loved one gets the care they deserve is by attending the facility’s care planning meetings.

These meetings bring together nursing home staff, the resident and family members to review care needs, discuss concerns and set goals. They’re more than just a routine check-in. They are a legal and emotional right for residents and families to have a voice in care decisions.

Learn more about nursing home residents’ rights.

Why Care Planning Meetings Are So Important

Together, you create a written “game plan” that explains how staff will help meet your loved one’s needs. These meetings happen every three months or sooner if there’s a major change in health. It’s also required shortly after admission to the facility.

At the nursing home where my wife resides, these meetings are held monthly. We refer to them as “Family Council Meetings.”

These meetings matter because they:

• Help ensure personalized care.
• Give families a chance to ask questions.
• Protect your loved one’s dignity, voice and choices.

Now, let’s walk through how to prepare for these meetings, what to expect and how to speak up for your loved one. This is especially important if they have dementia or can’t speak for themselves.

How to Prepare for the Meeting

Preparation can help you feel more confident and organized. Here are a few steps to get ready:

• Write down your concerns. Think about any health changes, emotional shifts or personal needs your loved one has had since the last meeting.
• Create a list of questions. Ask about doctor visits, medication changes, eating habits, skin care and activity level.
• Talk to your loved one. Even if they have memory loss or dementia, ask how they’re feeling and what matters to them.
• Bring important documents. It can help to have your loved one’s medication list or medical history on hand.
• Schedule the meeting when you can attend. Request a time that works for your schedule. You can also ask to join by phone or video call.

If necessary, you or your loved one can request the presence of a long-term care ombudsman. They can be invaluable if you need to address specific nursing home issues.

What to Expect During the Meeting

The meeting usually begins with a staff update about your loved one’s condition. After that, there’s time for discussion.

Here’s how to make the most of the conversation:

• Be present and attentive. Take notes. Don’t hesitate to ask for clarification.
• Speak up for your loved one. Let the team know what your loved one needs, wants or enjoys.
• Ask specific questions. Be sure to include info like:
  • Has there been a change in health or behavior?
  • Have any medications changed?
  • Is my loved one eating and drinking enough?
  • Are they involved in activities?
  • How are they faring emotionally and socially?
• Make sure the plan feels right. If something doesn’t feel personal or realistic, say so.
• Request a copy of the care plan. This helps you follow up and track the established goals.

Supporting a Loved One With Dementia

If your loved one has dementia, your role in the meeting is even more important. Here’s how to be an advocate for them:

• Speak on their behalf with love and respect. Share their usual routines, what they enjoy and what comforts them.
• Encourage the staff to include your loved one. Even people with dementia can share their feelings when given the chance.
• Make the meeting person-centered. Remind the team that this is about your loved one’s values and dignity, not just their medical needs.
• Watch for signs of distress or unmet needs. If your loved one is agitated or withdrawn, ask what might be causing it.

How to Keep the Care Planning Conversation Going

The care plan isn’t a one-time event. It’s a living document that should grow and change with your loved one’s needs.

After the meeting, it’s important to:

• Check in with staff. Ask how the care plan is being followed. Thank them when things go well.
• Stay alert. If something doesn’t seem right, speak up. You are your loved one’s eyes and ears.
• Build relationships. Getting to know the staff can help create trust and open communication.
• Advocate with love. It’s okay to ask questions or request changes. Your loved one depends on you make sure their voice is heard.

Maintain your seat at the table.

You don’t have to be a medical expert to help shape your loved one’s care. Your voice matters. Whether you’re talking about their favorite foods, faith routines or medication concerns, your input puts the “care” into care planning.

When you show up, ask questions and share from the heart, you can make a difference. You help ensure your loved one is treated as a person and not just a patient.

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Care Planning Meetings FAQ

How often do care planning meetings happen in nursing homes?

They are held every three months or when a resident’s condition changes. The first one should happen within 21 days of their moving in.

Can I attend the meeting if I live far away?

Yes. You can ask to join by phone or video call.

What if I don’t understand the medical terms?

Ask for plain-language explanations. You have a right to understand the plan.

Should I bring my loved one to the meeting if they have dementia?

Yes, if possible. Staff should include them in a way that feels respectful and supportive.

What if I disagree with part of the care plan?

Speak up. Ask for a revision or a second opinion. Your concerns should be taken seriously.