A Community Director’s Checklist for Outside Caregiver Referrals
For community directors · Lira TL Care Agency · October 26, 2026
When a resident’s family asks about additional help, the first useful question is specific: which part of the day needs more support? A clear conversation can help everyone understand the proposed arrangement before an outside caregiver enters the community.
At a glance
Identify the requested nonmedical tasks and times.
Confirm family permission before introducing a contact.
Explain access, documentation, and approval requirements.
Name the community, family, and clinical contacts.
Start with the gap the family describes
Ask whether the request concerns companionship, personal routines, meals, errands, or time when relatives cannot be present. Write the request in everyday terms. “Company during the afternoon” gives a more useful starting point than “extra care.” Involve the resident and respect their preferences wherever possible.
Explain the community’s approval process
Tell the family what your community requires for outside caregivers: access procedures, identification, documentation, permitted tasks, orientation, and communication contacts. Have the appropriate community team explain any restrictions. A referral agency’s screening process does not replace the community’s own review or approval.
Ask the referral agency practical questions
Which screening records have been reviewed, and how can appropriate information be discussed? What relevant dementia experience is being considered? Who employs or engages the caregiver? Who sets the schedule and requested tasks? What fees, cancellation terms, and alternatives apply if the arrangement changes? Request clear answers before treating an introduction as an approved start.
Make a permission-based introduction
A simple option is to give the family the agency’s number and let them call. If the family wants an introduction, confirm permission and the appropriate contact first. Start with location, requested nonmedical help, timing, and contact details. Do not send a resident’s clinical file through an ordinary website inquiry.
Keep responsibilities visible
Identify the community contact, family decision-maker, caregiver, and clinical contacts. Agree how everyday observations will be shared through approved channels. A change in medical needs goes to qualified healthcare professionals; additional companionship does not replace the resident’s clinical plan.
Questions to bring to the conversation
What has been confirmed, and what is still a request?
Who makes the next decision, and what information do they need?
Who should be contacted if the proposed arrangement changes?
A useful next step
Before an introduction, confirm the requested help, family permission, community requirements, and who must approve the arrangement.
Talk with your local Lira office
For nonmedical caregiver referral questions, call South Bay: (310) 406-7679 or Glendale: (818) 242-9147. Explore our professional referral guide, South Bay dementia support, or main-office dementia support.
General planning information, not individualized medical or legal advice. Follow applicable organizational procedures and seek qualified professional guidance for specific decisions. Lira TL Care Agency is a referral agency for nonmedical assistance. Availability, suitability, fees, and terms must be discussed before an arrangement begins.