When you’re navigating a mental health crisis, the last thing you need is a list of complicated paperwork. But gathering a few key items can make all the difference in speeding up the placement process—and ensuring your child gets into the right program quickly.
At Navigate Mental Health, we understand how overwhelming this all feels. That’s why we walk alongside families, guiding you step by step—starting with what to gather.
Here’s what to pull together when preparing for placement, even if you don’t have everything just yet.
1. Basic Information About Your Child
Start with the essentials:
- Full name and date of birth
- Current address and phone number (if applicable)
- School name and grade level
- Health insurance information (policyholder name, insurance ID number, provider)
💡 Tip: Keep a copy of your insurance card and ID in a folder or digital file for quick access. This will often need to be emailed direction to programs.
2. Medical and Mental Health Records
Programs need a snapshot of your child’s treatment history to determine the right level of care. If possible, gather:
- Psychiatric evaluations or diagnoses
- Hospital discharge paperwork (especially from recent ER visits or inpatient stays)
- Treatment summaries from therapists, psychiatrists, or pediatricians
- Medication history and current prescriptions
💡 If you don’t have physical copies, make a list of providers your child has seen. We can help you request the records.
3. Behavioral History and Incident Reports
Even if it’s difficult to revisit, it’s important to outline what’s been happening so that programs can determine the right level of care – or even if they are the right fit.
Include:
- A summary of concerning behaviors (self-harm, aggression, suicidal ideation, etc.)
- Dates and descriptions of hospitalizations or previous placements
- School behavior reports, suspensions, or changes in functioning
💡 Don’t worry about writing a formal report—just describe what you’ve seen in your own words.
4. A Written Summary of What You’ve Tried
Programs often ask: What have you already done to help your child?
Take a few minutes to write down:
- Types of therapy or counseling (and whether they helped)
- School support plans (IEP, 504 plans, etc.)
- Medications that have been tried
- Any previous treatment programs or interventions
💡 This helps the new team avoid repeating what’s already been tried—and focus on what your child truly needs.
5. Your Concerns and Goals for Treatment
You know your child better than anyone. Your voice matters.
Write down:
- What concerns you most right now
- What you hope will change during treatment
- Any special considerations (dietary restrictions, sensory needs, trauma history, language barriers, learning differences, etc.)
💡 Programs want to understand your child as a whole person, and your voice helps them do that.
A Note About Sharing Files
Many providers will ask you to email or upload scanned documents in PDF format. If you don’t have a scanner, the free Adobe Scan app is an easy way to use your phone to scan and save everything into a clean PDF. You can keep it all in one place and send it when needed.
What If I Don’t Have Everything?
That’s okay.
At Navigate Mental Health, we meet you right where you are. Whether you’re just beginning to gather information or already have a binder full of records, we’ll help you organize, fill in the gaps, and communicate clearly with treatment programs.
You don’t have to do it all perfectly. You just have to take the next step.
→ Ready to begin?
We’ll help you review what you have, what’s needed, and what to do next.
Your job is to love your child. Ours is to help you get them the care they need.