Establishing secure connection…Loading editor…Preparing document…

Healthcare Long Term Care Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

HEALTHCARE LONG TERM CARE AGREEMENT

Parties and Admission

This Long Term Care Agreement is entered into by and between the facility and the resident named below. Facility Name: and Resident Name: .

Accommodation and Services

Facility agrees to provide care and services to Resident at the location identified above in accordance with this Agreement. Room Type: Monthly Rate: $ Security Deposit: $

Personal care assistance    Skilled nursing    Medication management

Meals and dietary supervision    Physical/occupational therapy    Transportation for medical appointments

Payment, Insurance and Billing

Resident or Responsible Party shall be liable for all charges for services ordered by authorized clinical staff or permitted under this Agreement. Billing Cycle: Payments due within days of billing.

If insurance, Medicare, Medicaid, or other third-party payor does not pay, Resident or Responsible Party remains obligated for payment. Late payment may incur a finance charge and collection costs as set forth in facility policy.

Medical History and Care

Resident authorizes Facility and its medical staff to provide or arrange for medical care, nursing, medication administration and emergency treatment as clinically indicated during residency. Facility will attempt to notify the Responsible Party promptly of material changes in condition and of significant medical events.

I authorize Facility to administer prescribed medications.    Resident will self-administer medications when capable.

Advance Directives and Decision-Making

Resident has provided the following advance directive documentation and decision-making designations. Advance Directive Present: Yes No

Privacy and HIPAA Acknowledgment

Resident acknowledges receipt of Facility’s Notice of Privacy Practices and understands that Protected Health Information will be used and disclosed for treatment, payment and health care operations as permitted by law. Resident acknowledges: I acknowledge receipt of privacy notice.

Termination, Discharge and Transfer

Facility may discharge or transfer Resident for reasons including but not limited to nonpayment, change in care level beyond facility capability, or behavior posing risk of harm. Resident may terminate this Agreement upon written notice in accordance with facility policy. Upon discharge or termination, Resident remains responsible for charges incurred through the effective date of discharge.

Liability, Indemnity and Limitation of Remedies

Facility will exercise reasonable care in providing services. Except as otherwise required by law, Facility is not liable for loss or damage to Resident property except for loss caused by Facility’s gross negligence or willful misconduct. Resident and Responsible Party agree to indemnify and hold Facility harmless from third-party claims arising from Resident’s acts or omissions.

Any dispute arising under this Agreement shall be resolved first by good-faith negotiation. If unresolved, the dispute shall be submitted to binding arbitration unless prohibited by applicable law. By initialing below, parties acknowledge agreement to arbitration:

Personal Belongings and Property

Resident acknowledges responsibility for disposition and security of personal property. Facility may require valuables to be stored off-site or in facility safe; Facility shall maintain an inventory of valuables when requested by Resident or Responsible Party.

Notices

Acknowledgment and Certification

By signing below, Resident or Responsible Party certifies that the information provided in this Agreement is accurate to the best of their knowledge, that they have read and understand the terms and conditions of this Agreement, and that they consent to the services and policies described herein.

Facility Representative:

By:

Date:

Resident / Responsible Party:

By:

Date:

If signed by guardian/agent, Relationship:

Enter text✕

What the Healthcare Long Term Care Agreement Is

A Healthcare Long Term Care Agreement is a written contract between a long term care provider and a resident or authorized representative that defines the scope of services, payment terms, responsibilities, and consent to clinical and nonclinical care. It documents admission criteria, level of care, medication administration, billing and insurance coordination, dispute resolution, termination rights, and any special accommodations. When executed electronically, the agreement should meet ESIGN and applicable state UETA/ESRA requirements so it is admissible and enforceable in the United States.

Why a Clear Long Term Care Agreement Matters

A clear agreement reduces disputes, clarifies payment and clinical responsibilities, records informed consent, and provides an enforceable basis for billing, collections, and regulatory review while supporting HIPAA compliance and continuity of care.

Why a Clear Long Term Care Agreement Matters

Who typically completes this agreement

Typical parties involved in preparing and signing the agreement.

  • Long term care providers and facility administrators who define services, fees, and clinical policies, and manage compliance documentation for admissions and ongoing care.
  • Residents, prospective residents, or their legally authorized representatives who provide consent, financial information, and directives for care and payment.
  • Payers, case managers, and guardians who approve coverage, coordinate benefits, or act on behalf of the resident under power of attorney.

Each party has specific responsibilities for accuracy, signatures, and retention.

Core sections to include in a professional agreement

A complete Healthcare Long Term Care Agreement groups legal, clinical, and financial terms so expectations are explicit and enforceable.

Parties

Identify the facility, resident, and any authorized representative, including legal names, addresses, and contact information for notice and billing.

Scope of Services

Specify services provided (skilled nursing, ADL assistance, therapy), frequency, staffing levels if required, and scope exclusions the facility will not perform.

Payment Terms

Detail rates, billing intervals, payer responsibilities, private-pay vs. Medicaid coverage, accepted insurance, refund policies, and late payment consequences.

Consent and Privacy

Include informed consent language, HIPAA authorization for treatment and information exchange, data sharing limits, and any required privacy addenda.

Termination

Define termination for cause and convenience, notice periods, discharge planning obligations, and steps for resident transfer or appeal.

Dispute Resolution

State governing law, arbitration or litigation procedures, venue, and any waiver of jury trial or class actions if applicable and lawful.

Security, privacy, and compliance elements to verify

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
HIPAA: Business Associate Agreement required
Audit Trail: Timestamps, IP, and action log retained
Access Controls: Role-based permissions and MFA supported
21 CFR Part 11: Support for FDA-regulated records available
Certifications: SOC 2 Type II and ISO 27001 compliance

Step-by-step: completing a Healthcare Long Term Care Agreement

Follow a structured sequence to prepare, review, sign, and store the agreement to ensure legal and operational readiness.

  • 01
    Collect documentation: Gather ID, insurance, POA, and clinical orders before drafting.
  • 02
    Populate the agreement: Enter parties, services, payment, and effective date accurately.
  • 03
    Legal and clinical review: Have clinical director and legal counsel review terms where required.
  • 04
    Execute and distribute: Obtain signatures, provide copies, and confirm retention location.

Configuring an online signing workflow for this agreement

Set up signer order, authentication, and retention rules to match clinical intake and payer requirements.

Field Configuration
Signer Order Resident/agent first, provider second
Authentication Email + SMS code or MFA
Notifications Automatic reminders at 3 and 7 days
Retention Rule Retain executed PDF per policy

Technical and integration requirements for e-execution

Ensure the eSignature platform supports HIPAA, audit trails, and required integrations before e-executing agreements.

  • File formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Auth methods: Email, SMS, KBA, SSO

Typical online execution flow

A predictable e-sign workflow reduces delays during admission and ensures records are auditable and retrievable.

  • Upload document: Provider uploads the finalized agreement to the platform
  • Place fields: Add signature, initials, date, and conditional fields
  • Send to signers: Dispatch signing links via email or SMS
  • Complete signing: Signer authenticates and signs; system captures audit trail

Common penalties and legal risks to avoid

Incorrect tax reporting: $60 / $130 / $330 per 1099 form
Intentional disregard: $660+ per information return
I-9 violations: $281–$2,789 per violation
HIPAA breaches: Civil penalties and corrective action
Invalid signatures: Enforceability risk from improper authentication
Retention failures: Regulatory fines and audit exposure

Key timing considerations and typical processing expectations

Plan signature timing and document delivery to align with admissions, payer verification, and clinical scheduling.

Signature timing:

Agreement should be signed before services begin

Copy delivery:

Provide executed copy to resident or agent immediately

Payer verification:

Verify insurance before admission where practical

Record retention start:

Retention begins on effective date of agreement

Dispute notice periods:

Follow contract notice timelines for termination or appeals

Real-world examples of how providers use this agreement

These examples illustrate provider workflows and outcomes when long term care agreements are standardized and securely executed.

Fertility Centers of Illinois — John Butler

A mid-size healthcare provider standardized admission agreements to centralize signatures and recordkeeping.

  • Implemented secure electronic signing across locations to reduce turnaround time.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Optica Ventures LLC — Brian Fitzgibbons

A managed care operator consolidated vendor agreements for multiple facilities into a template.

  • Used templated clauses to ensure consistent payment and termination terms.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

eSignature platform pricing comparison for executing long term care agreements

Basic pricing and compliance capabilities can affect total cost and suitability for healthcare agreements; signNow appears first for comparison consistency.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about executing and managing these agreements

Answers to common questions about legal validity, HIPAA, notarization, corrections, and revocation for Healthcare Long Term Care Agreements.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users