RCFE Admission Requirements in California: Documents Families Need
Moving into a Residential Care Facility for the Elderly in California requires not only emotional readiness but also strict compliance with regulations. The process is governed by Title 22 of the California Code of Regulations and standardized forms developed by the California Department of Social Services (CDSS). This guide explains in detail which documents are required, why they matter, and what mistakes families should avoid.
Core Document Package
Before a facility can accept a new resident, families must provide a complete set of admission forms. Missing or incomplete paperwork is one of the most common reasons for admission delays.
Key Documents Checklist with Explanations
Confirms the resident’s overall health condition and certifies that they are appropriate for RCFE care. Includes medical history, cognitive assessment, medication orders, and tuberculosis screening results.
LIC 603 — Preplacement Appraisal
Documents the resident’s functional abilities, daily living skills, and potential risks. This appraisal forms the basis for developing a personalized care plan.LIC 601 — Identification and Emergency Information
Records emergency contacts, physician information, preferred hospital, and other critical data needed in urgent situations.LIC 613C/613C-2 — Personal Rights
Outlines the rights guaranteed to every RCFE resident, such as dignity, privacy, and participation in decisions. Residents or their representatives must acknowledge receipt of this form before admission.Admission Agreement (often LIC 604/604A)
A legally binding contract between the facility and the resident (or responsible party). It specifies services provided, costs, refund rules, and policies on termination or transfer.LIC 627C — Consent for Emergency Treatment
Authorizes the facility to arrange immediate medical care in case of emergencies when the family or physician cannot be reached.LIC 625 — Needs & Services Plan
An individualized plan describing the resident’s care needs, supervision level, and support services. Reviewed periodically as the resident’s condition changes.LIC 622 — Centrally Stored Medication Record
Required when medications are kept by the facility. Tracks dosages, administration times, and storage to ensure safety and compliance.Advance Directive, POLST, or Durable Power of Attorney (copies)
Not always mandatory, but strongly recommended. These documents clarify healthcare wishes, end-of-life decisions, and who is authorized to act on the resident’s behalf.
Medical Documentation
LIC 602A — Physician’s Report
This report must be completed by a licensed physician, nurse practitioner, or physician assistant. It certifies that the resident does not require skilled nursing beyond RCFE capabilities and includes a detailed review of medical diagnoses, mobility, cognitive status, and medications.
TB Testing Requirements
Mantoux or IGRA test must be completed within the past 12 months.
Chest X-ray is required if previous TB tests are inconclusive or if the resident has a history of exposure. Typically valid for 90 days before admission.
These requirements are set by the California Department of Public Health to ensure safety for all residents.
Administrative Forms
LIC 603 — Preplacement Appraisal
Helps the facility evaluate whether it can meet the resident’s needs. Covers nutrition, mobility, hygiene, fall risks, and social preferences.
LIC 601 — Identification & Emergency
Serves as a quick-reference document in case of emergencies. Staff can immediately access emergency contacts, physician details, and hospital preferences.
LIC 613C/613C-2 — Personal Rights
Facilities must explain these rights verbally and in writing. Examples include the right to make choices about daily routines, to be free from abuse, and to have privacy in communication.
Admission Agreement
The Admission Agreement is more than just paperwork — it protects both the resident and the facility. By law, it must cover:
services offered and any additional fees;
payment schedule, refund policies, and fee increases;
reasons for transfer or eviction;
storage and safekeeping of personal belongings;
grievance and dispute procedures.
Individual Care Plan
This plan details the resident’s daily care and support services. It is created during admission, signed by both the facility and the responsible party, and must be updated when the resident’s condition changes.
Residents with Dementia
Facilities must comply with Title 22 dementia care standards, which include:
secured environments to prevent wandering;
specially trained staff;
structured activities tailored to cognitive abilities.
Hospice Care
When a resident receives hospice care, RCFE staff must coordinate with the hospice agency. A joint plan of care ensures that both comfort and regulatory compliance are maintained.
Move-In Day
Families should verify that:
all required forms are signed and copies provided;
medications are in original containers with physician instructions;
emergency contacts and preferred hospital information are correct;
the individualized Needs & Services Plan has been reviewed with staff.
Common Mistakes
Submitting an expired Physician’s Report.
Forgetting tuberculosis test results.
Overlooking signatures on Personal Rights forms.
Missing attachments to the Admission Agreement.
Failing to specify a hospital for emergencies.
Thorough preparation of admission documents not only speeds up the move-in process but also ensures legal compliance and resident safety. By following CDSS guidelines and Title 22 regulations, families can feel confident that their loved one’s transition into an RCFE will be smooth, secure, and transparent.
