Care Coordination Record Template

For the method in Coordinating an Ageing Parent’s Care Without Losing Their Voice. Complete the consent conversation before filling in the rest.

Not for

Overriding your parent’s stated preferences for coordinating siblings’ convenience, or as a substitute for legal authority (power of attorney, guardianship) where that applies.

Step 1: Consent, in their own words

Ask while your parent can participate in this decision. Capacity is decision-specific; a diagnosis or family role does not automatically transfer authority. If capacity, consent or authority is unclear, stop and ask the treating team and a qualified local legal or safeguarding professional.

Date this consent was given: Review trigger/date chosen with the parent and care team:

Step 2: Emergency information defined with the care team

Do not infer a universal emergency list from this template. Ask the parent, treating team and local emergency service what is current, necessary and appropriate to carry or share.

Follow local guidance for storage and access. A wallet, paper or unlocked copy can expose medical information if lost; do not delay emergency services while searching for the record.

Step 3: Administrative information (detail is fine here)

• Upcoming appointments:
• Care worker schedule:
• Financial arrangements for care costs:
• Routine wellbeing notes:

Step 4: Access rules

Flag anything without a clear “who can see this” answer instead of guessing:

Step 5: My parent’s own words

Ask directly and record their answers, not a summary:

• Who they want present at appointments:
• What kind of help they find useful versus intrusive:
• Preferences for specific scenarios they’ve thought about (not a legal directive):

Pitfalls check

• Consent conversation happened before the record was built, not after
• No single document is visible to everyone by default beyond what was agreed
• Emergency section stays short — administrative detail lives elsewhere
• Every emergency item has a source, responsible owner and last-checked date
• Record has been revisited at the agreed trigger or after a relevant change
• Decisions affecting my parent included their voice, not just siblings’ discussion

The three prompts to reuse

1. Draft consent questions

Help me draft a short, plain-language list of questions to ask my
parent about what they're comfortable having shared among family
members who help coordinate their care — for example: medical
appointments, specific diagnoses, medication lists, financial details,
and day-to-day wellbeing notes. Keep the questions neutral and let each
one have a clear yes/no/partial answer, not a leading question.

2. Structure the care-team-approved emergency and administrative views

Using only a locally stored template or an approved care system, help me
format two sections from the categories already approved by the parent
and care team: "Emergency" and "Administrative." Preserve every source,
responsible owner, access rule and last-checked date. Do not decide what
belongs in an emergency view, infer medical importance, or add information.

3. Structure access rules

Given this consent summary [paste what your parent agreed to share, and
with whom] and this organized information [paste emergency/admin
lists], help me draft a simple record structure — which sections exist,
and a one-line note next to each about who has access. Flag anything
in the information that doesn't have a clear "who can see this"
answer yet, rather than guessing.

Do not paste medical, financial or family details into a consumer chatbot. Use this prompt only in an approved care system, or apply the structure manually in a local document.