A home care information call goes faster when one page holds the person’s location, coverage, daily help needs, current support and open questions. Use the sheet below to organize those facts before you call NY Connects, Aging Connect, the New York Independent Assessor, a Medicaid plan or an agency. You do not need a complete medical file for a first call. Offices will tell you if they need more.
Keep this sheet for yourself. CaringNYC does not collect it, and filling it out does not decide whether anyone qualifies for a service. If you need a list of offices, see Home Care Services.
Part 1: Who is calling, and about whom
| Field | Your notes |
|---|---|
| Caller’s name and relationship | |
| Best phone number and time to call back | |
| Does the person know about this call and agree to it? | |
| Person’s first name and age | |
| Borough and ZIP code | |
| Language preferred; interpreter needed? | |
| Current location: home, hospital, rehab, other | |
| Expected discharge date, if any |
If you are calling for someone else, expect to be asked about permission. Legal Services NYC notes that NYIA uses an authorized representative form when another person will act for the applicant.
Part 2: Current coverage
Mark what applies. If you are not sure, write “not sure.” That is a useful answer, and it often decides which office you need.
| Coverage | Yes / No / Not sure | Plan name or status |
|---|---|---|
| Medicaid | ||
| Medicaid application pending | ||
| Medicare | ||
| Managed Long Term Care or Medicaid managed care plan | ||
| Private or long-term care insurance | ||
| Veterans benefits | ||
| Planning to pay privately |
Part 3: Daily help needed
Offices commonly ask about two groups of activities. The NYS Office for the Aging uses Activities of Daily Living, such as dressing and bathing, and Instrumental Activities of Daily Living, such as shopping and cooking. The task names below come from the Medicaid personal care list in 18 NYCRR 505.14. Describe what actually happens on a typical day and on a hard day.
| Task | Help needed? (None / Some / Full) | How often, what time | Who helps now |
|---|---|---|---|
| Bathing | |||
| Dressing and grooming | |||
| Toileting | |||
| Walking | |||
| Moving from bed to chair or wheelchair | |||
| Turning and positioning in bed | |||
| Eating | |||
| Reminders about medication | |||
| Meal preparation | |||
| Laundry and light cleaning | |||
| Shopping and errands | |||
| Paying bills |
A fictional example of a useful entry
The example below is invented for illustration.
Bathing: Full help. Three mornings a week. Daughter helps now, but she works from 9 AM. Has slipped getting out of the tub twice since June.
“Needs help with bathing” tells an office very little. The example gives the frequency, the time, who helps now, and why the current arrangement is not working.
Part 4: Home and schedule
| Question | Your notes |
|---|---|
| Days and hours when help matters most | |
| Is anyone home overnight? | |
| How many hours can family or friends reliably cover each week? | |
| Stairs, elevator, or building access issues | |
| Equipment in use, such as walker, wheelchair or hospital bed | |
| Pets, smoking, or other details staff should know | |
| Worker preferences, such as language or gender |
Family availability is especially useful for City-funded care. The NYC 311 complaint page describes that program as additional to family care, usually for no more than 4 hours a day, 5 days a week.
Part 5: Papers to keep within reach
Have these nearby during the call, but share only what the office requests:
- Medicaid, Medicare and other insurance cards
- Current medication list
- Names and phone numbers of the primary doctor and any specialist
- Recent hospital discharge papers
- Any notice or approval letter from a plan, HRA or assessor
- Any authorized representative or health care proxy paperwork
For a Medicaid assessment, Legal Services NYC suggests having a doctor’s letter and other medical documents available, and keeping copies of whatever you hand over.
Part 6: Questions and call record
| Item | Your notes |
|---|---|
| Our top three questions | |
| Office called, date and time | |
| Name of the person we spoke with | |
| Reference or case number | |
| What they told us | |
| What we must do next, and by when | |
| What they will do next, and by when |
Your next step
Fill in Parts 1 to 3 first, since these are what most first calls need. Then start with one office. NY Connects at 800-342-9871 is a good choice if you do not know where to begin, because it serves people of all ages and income levels. For related support, see Caregiver Support and the Home Care & Senior Services section.
Sources
All checked November 5, 2026.