Florida's AHCA Form 1823: What It Is and How to Get It Done Fast
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AHCA Form 1823 is the health assessment every assisted living community in Florida needs before, or shortly after, a new resident moves in. A licensed physician, physician assistant, or advanced practice registered nurse fills it out, and Florida gives you two ways to satisfy it: an exam done within 60 days before the move, or one done within 30 days after. If a hospital or rehab provider is already seeing your parent, asking them to complete it is the single fastest way to keep a move from stalling.
This guide explains what the form is, who signs it, the deadlines that actually apply, and how a Citrus County family can get it done without losing days.
What AHCA Form 1823 actually is
Form 1823 is the "Resident Health Assessment for Assisted Living Facilities," a standard state form from Florida's Agency for Health Care Administration. It gives the community a current picture of your parent's health so the administrator can confirm the community is able to provide the right care. The current version dates to April 2021.
The form is required by Florida's assisted living rules, and it is the same paperwork at every licensed community in the state, from Homosassa to Crystal River to anywhere else in Florida. A faxed or electronic copy of the finished form is acceptable, so a provider's office can send it directly to the community.
Who fills it out, and by when
A health care provider completes the medical part of the form, not the family and not the community. Under Florida Statute 429.26, that provider is a licensed physician, a licensed physician assistant, or a licensed advanced practice registered nurse. They examine your parent, record findings on the form, and sign it.
The timing is where families get tripped up, so here is the rule in plain terms.
| Your situation | What the rule allows |
|---|---|
| Exam done before the move | Completed within 60 days before admission |
| Exam done after the move | Completed within 30 days after admission |
| A required box left blank | The missing item obtained within 30 days after admission |
| Already living in the community | A new in person exam at least every 3 years, or sooner after a significant health change |
The takeaway from that first row: a community can admit your parent and still complete the form within the first 30 days. A form that is not finished yet is a reason to move quickly, not a reason to cancel a move.
What the form asks about
The provider records a snapshot of how your parent is doing day to day. That includes a short medical history and current diagnoses, the medications your parent takes, and an honest read of how much help they need with everyday tasks like bathing, dressing, walking, eating, and managing medications. It also notes cognitive and behavioral status, any special diet, and whether your parent has any communicable condition that needs attention.
None of that is a test your parent can pass or fail. It is a working picture the community uses to build a plan of care that fits.
How to get it done fast in Citrus County
The best time to complete Form 1823 is when your parent is already in front of a provider. Two moments make that easy.
If your parent is in the hospital, the hospital physician can complete the form before discharge. Providers at HCA Florida Citrus Hospital in Inverness see your parent daily, so the exam is already happening. Our hospital discharge checklist walks the rest of that week in order.
If your parent is finishing a short rehab stay in a skilled nursing center, ask the rehab physician to complete it before the discharge date. That is one of the steps in our guide to moving from rehab to assisted living, and doing it early keeps the paperwork moving at the same pace as the move itself.
If neither applies and your parent lives at home, your parent's regular doctor can complete the form at a routine visit. Bring the blank form to the appointment, tell the office it is for an assisted living admission, and ask them to send the finished copy to the community.
A few practical tips that save time:
- Print the form ahead of the visit so the provider is not starting from scratch
- Bring an up to date medication list, including doses
- Ask the office to fax or email the completed form straight to the community
- Keep a copy for your own records, since it becomes a permanent part of the community's file
What the form does, and does not, decide
Florida law is clear that Form 1823 is an informative tool, not a guarantee. It does not by itself grant admission or promise a specific service. Instead, the community uses it, along with your parent's strengths, needs, and preferences and the services the community offers, to decide whether assisted living is the right fit within its license.
A good administrator reads the form and then talks with you. If assisted living is the right level of care, the form helps shape the plan. If your parent needs more care than assisted living can provide, an honest administrator will say so and point you toward the right setting. Our post on assisted living compared with a nursing home and home care can help you sort out which level fits.
After the move
The form is not a one time errand. Once your parent is living in the community, Florida rules call for a new in person medical exam at least every three years, or sooner if there is a significant change in health. The administrator watches that timing and will let you know when a fresh assessment is due, so it is not something a family has to track alone.
Where to get the form and confirm the rules
You can read Florida's assisted living rules and download the current form on the AHCA assisted living page, and the admission requirements are set out in Florida Statute 429.26. Most communities keep blank copies on hand too and are glad to hand one to a family that is getting ready.
If you want help walking a specific admission, our team can tell you exactly what we need and how fast we can move. Referral partners and case managers can find intake details and reach us directly on our page for healthcare professionals, and families are welcome to schedule a tour and bring their questions in person.
Frequently asked questions
What is AHCA Form 1823?
It is Florida's Resident Health Assessment for Assisted Living Facilities. A physician, physician assistant, or advanced practice registered nurse completes it so a community can confirm it is able to provide the right care for a new resident.
Who can fill out Form 1823 in Florida?
A licensed physician, a licensed physician assistant, or a licensed advanced practice registered nurse examines the resident and signs the medical part of the form. The family and the community do not complete it.
How long is Form 1823 good for before admission?
The medical exam can be done within 60 days before the move, or within 30 days after the move. If a required item is left blank, it must be filled in within 30 days after admission.
Can a parent move in before Form 1823 is finished?
Yes. A community can admit a resident and complete the form within the first 30 days. An unfinished form is a reason to hurry, not a reason to cancel a move.
How often does Form 1823 need to be updated?
After the initial assessment, Florida rules call for a new in person medical exam at least every three years, or sooner if there is a significant change in the resident's health.
Sources
Written by
Community Relations Director
Cameron Hernando Clark is the Community Relations Director for The Manors of Citrus. He writes this family guide to help Citrus County families make sense of assisted living and memory care, drawing on the day to day of running two family owned communities on Florida's Nature Coast.
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