Referral Process
Please take a look at our referral process below.
01. Are you looking into referring a client/resident to Gentle Haven?
Let's get to it, here below are the steps...
02. First things first...please call, email or fax client related information to Gentle Haven
Send us a email: hello.gentlehaven@gmail.com or send referral documents via our Secured fax line: 612-324-7600. You may also chat with us online via the chat app below or call us at: 612-913-9934
03. How long does the referral process take?
We aim to make your transition as smooth as possible. Most families receive a move-in date within 5–10 business days after we have all needed documents. If your situation requires urgency, please let us know—we’ll do everything we can to help.
04. What if my loved one’s needs don’t match our care offerings?
Your family’s well-being is our priority. If we’re not the perfect fit, our nursing team will personally recommend alternatives and work with your case manager to find the right solution.
05. Are there upfront costs for the referral?
There are no fees to begin the process. We only discuss financial details after confirming we can meet your care needs, with full transparency every step of the way.
06. Who will guide us through this process?
You’ll have a dedicated Gentle Haven Admissions Coordinator—your personal advocate who’ll answer questions, provide updates, and ensure nothing falls through the cracks.
07. When will we hear updates?
We know waiting can be hard. Expect a call or email from us within 1–2 business days after each major milestone (like receiving documents or completing assessments).
08. How can we check on our application?
09. What documents should I fax or email to Gentle Haven?
Please share with us at least three of the following documents listed for us to get started with developing a care plan for the client/resident: ① MnCHOICES Assessment; ② Coordinated Service and Support Plan (CSSP); ③ Psychiatric or diagnostic assessment; ④ Hospitalization notes; ; ⑤ Medical and mental health history notes; ⑥ Behavioral assessments and support plans; ⑦ Psychological/neuropsychological assessments; ⑧ Civil commitment orders; and/or ⑨ Provisional discharge agreements; and/or ⑩ Functional assessment
10. Can we visit before deciding?
We’d love to welcome you! Schedule a tour at your convenience—see our home in person or take a virtual walkthrough from anywhere.
click here here
11. What is the timeline for review of documentation?
Our admission team will review the information submitted and determine if one of our homes is an ideal fit based on the level of care services needed. We typically respond with an initial determination within 1 - 2 business days of receiving referral documents that give our nursing team a comprehensive look into the level of services needed by the client/resident.
12. How soon does it take to get an answer about my move-in date?
Hang tight! We will keep the case management team informed throughout the process. Typically, after the initial assessment, our admission team completes and submits a rate sheet for approval of services to be provided at Gentle Haven.
13. How quickly can move-in happen?
Once the rate has been approved by the referring agency/County and Gentle Haven, the Clinical Nurse Supervisor will finalize with the Case Manager the move-in details (move-in date/time). We typically schedule move-ins within 3–7 days. For families in crisis situations, we’ll move mountains to accommodate you sooner.
14. Are there health requirements for admission?
Every resident is unique. Our compassionate nursing team conducts personalized assessments to ensure we can safely and fully meet your loved one’s needs.
15. How will you help my loved one adjust?
Our “Gentle Start” program pairs you with a resident and care team member for orientation, introductions to neighbors, and tailored support to ease the transition.
16. Looking for the referral intake form?
Please click here
17. Can you help with emergency placements?
In urgent situations, every hour counts. Call us immediately at (612) 913-9934—we have a rapid-response protocol to fast-track care when it’s needed most.
18. What could cause delays?
Usually just missing paperwork or insurance approvals. Rest assured, we’ll identify any hiccups early and help resolve them quickly.
19. We are here for you
Have questions we didn’t cover? Our caring team is always ready to listen. Call us at 612-913-9934 or email—no question is too small when it comes to your family’s care.