A person-centered planning meeting is where an adult with a developmental disability, the people who know them best and their support team sit down together to talk about what a good life looks like and how supports can help. For families and support coordinators, a little preparation can make that conversation more focused and more truly centered on the person. This guide explains how to prepare for a person-centered planning meeting in Virginia, who usually takes part and how a residential supervised living provider like Xylis Healthcare fits in.
This article is general information for families, support coordinators and case managers. It does not replace guidance from your support coordinator, your local Community Services Board (CSB) or Virginia’s official waiver resources.
What a Person-Centered Planning Meeting Is
Person-centered planning puts the individual’s own preferences, strengths and goals at the center of their services. Instead of starting with what a program offers, the team starts with the person: what matters to them, how they like to spend their day and what they want to learn or do next. The federal Administration for Community Living describes this approach in its overview of person-centered planning.
In Virginia, adults receiving services through the developmental disability (DD) waivers have a support plan that guides their services. Planning meetings are where that plan is built and reviewed with the person and their team. You can read more about the waivers on the Virginia DMAS DD waivers page.
Who Usually Takes Part
- The person receiving supports, whose voice leads the meeting.
- Family members or a guardian, when the person wants them involved or a guardian has a legal role.
- The support coordinator or case manager, who helps organize the plan and connect services.
- Service providers, such as a residential supervised living provider, day support or employment staff.
- Other trusted people, like a friend, mentor or advocate the person chooses.
How to Prepare for a Person-Centered Planning Meeting
1. Talk with the person first
Before the meeting, spend time with the person in a relaxed setting. Ask what they enjoy, what they want more of and what they would like to change. Some people find it easier to share with pictures, a short list or by showing you rather than telling you.
2. Write down what is important to and for the person
A helpful way to organize notes is to separate what is important to the person (favorite activities, people, routines, foods) from what is important for them (health, safety and support needs). Both belong in the plan, and balancing them is at the heart of person-centered work.
3. Gather practical information
- Current daily routine and what support helps most.
- Health and medication information the team needs to know.
- Communication preferences and what helps the person feel calm.
- Recent successes and challenges since the last plan.
4. Think about goals in plain language
Goals work best when they are specific and meaningful to the person. “Learn to make breakfast with less help,” “go to the library each week” or “ride the bus to a favorite store” are easier to plan around than broad statements. Our guide to daily living skills for adults with developmental disabilities offers ideas for everyday goals.
5. Bring your questions
Write down anything you want to ask so it does not get lost in the conversation. Questions about services, schedules, staffing or the waiver are all fair to raise.
During the Meeting
- Keep the person at the center. Invite them to speak first and check in often.
- Use everyday words. Ask team members to explain any acronyms or program terms.
- Agree on who does what. Each goal should have clear next steps and the people responsible.
- Confirm how progress will be shared. Know when and how the team will check in.
How Supervised Living Supports the Plan
For adults who choose DD Residential Supervised Living, the residential provider helps turn the plan into daily life. At Xylis Healthcare, that means a home-like setting with 24/7 supervised support, help with daily living and community skills and an individual approach shaped around each person’s goals. Learn more on our services page or in our guide to person-centered supervised living.
When a person is moving into a new home as part of their plan, small practical details matter too. Our neighbors at Alomo Cleaning Services share a helpful move-in cleaning checklist for getting a new space ready.
Helpful Virginia Resources
- DBHDS Developmental Services for Individuals and Families
- My Life, My Community, Virginia’s front door for DD services information
- Your local Community Services Board, which can connect you with support coordination
Frequently Asked Questions
Who leads a person-centered planning meeting?
The person receiving supports is at the center, and the support coordinator usually helps organize and facilitate the meeting with input from family and providers.
How often is the plan reviewed?
Plans are reviewed on a regular schedule and can be updated when the person’s needs or goals change. Your support coordinator can explain the timeline for your situation.
Can a residential provider attend the meeting?
Yes. When a person receives or is considering residential supervised living, the provider is often part of the team so supports match the plan.
How do we start a referral to Xylis Healthcare?
Families and support coordinators can begin on our referrals page.
Talk With Xylis Healthcare
If you are preparing for a person-centered planning meeting and want to explore DD Residential Supervised Living in Virginia, we would be glad to talk. Visit our contact page, call (240) 639-2059 or email xylishealthcare@outlook.com. Our office is at 2121 Eisenhower Ave, Alexandria, VA 22314. You can also learn more about Xylis Healthcare.