“Confirmed” should mean the facility directly answered that precise question, and your note includes when and by whom. Even then, mark availability “confirmed as of” the call time because it can change. “Needs review” means the facility requires a screening, records, payment verification, or another decision. “Not established” means no reliable answer was provided, the information came from an old listing, or you inferred it from general website language.
Build a simple comparison table in your notes. Make each facility a column and use rows for opening status, screening status, fit decision, earliest possible arrival, location, service description, medications when clinically appropriate, licensing or accreditation questions, total expected charges, insurance status, family involvement, and continuing-care planning. In every cell, enter one of the three statuses, the underlying answer, and its timestamp. A blank cell means “not established,” not “no.”
- Confirmed: direct answer, source, date, time, and any stated limits
- Needs review: pending decision, missing item, and who handles the review
- Not established: unanswered, inferred, outdated, or unclear information