Good news—you don’t need a dissertation to get the point across. You just need a simple, repeatable system that gives caregivers exactly what they need to keep your child safe without overwhelming them (or yourself). Let’s make it easy.

1. Stick to the “Need-to-Know First” Rule

Caregivers don’t need your child’s full medical history (this isn’t Grey’s Anatomy). Instead, give them the must-know details first:

• What’s the biggest risk or most important thing to watch for?
• What’s the one thing they need to do or avoid at all costs?
• How do they reach you if they need help?

Once they have the basics down, you can fill in the gaps as needed.

Example Script:
“Emma has a G-tube for feeding, so she doesn’t eat by mouth. If she pulls at her tube or it comes out, just cover the site and call me right away. Everything else is written down for you, but that’s the big one.”

2. Use the “3-Sentence Rule”

Keep it short, sweet, and to the point. Caregivers don’t need an entire play-by-play—just the highlights.

That’s it. No rambling. If they need more info, they’ll ask!

Example Script:
“Logan has epilepsy. If he zones out for more than 30 seconds and doesn’t respond, that’s a seizure. Stay with him, make sure he’s safe, and time it. If it lasts more than 5 minutes, call 911 and me.”

3. Create a “Cheat Sheet” for Quick Reference

Even the best caregivers won’t remember everything you say, and that’s okay. A simple one-page cheat sheet can be a lifesaver.

Your cheat sheet should include:

✅ Your child’s name and age
✅ Medical conditions and allergies
✅ Medications and dosages (if applicable)
✅ Emergency plan (who to call & when)
✅ Daily routine highlights (meals, therapy, equipment use, etc.)

Want an easy way to keep everything in one place? A magnetic dry erase board like this one is perfect for sticking on the fridge so caregivers can glance at it anytime.

4. Role-Play or Walk Through Key Scenarios

Sometimes, words aren’t enough—show them instead. Before leaving your child with a new caregiver, walk them through key scenarios:

• How to administer a rescue med or emergency treatment
• How to operate medical equipment (feeding pump, oxygen, etc.)
• How to handle a meltdown, overstimulation, or other behavioral needs

If they practice while you’re there, they’ll feel way more confident when they’re on their own. And so will you.

5. Give Them a “Lifeline”

Caregivers are way less stressed when they know they can reach you (or someone else) if needed. Give them an easy way to get in touch.

💬 Set up a group text with a trusted friend, family member, or nurse who knows your child well. That way, if you’re unavailable, they have another resource.

📄 For school staff or medical professionals, a short reference document or email summarizing key info can go a long way.

Bonus: Keep It Organized (Without Losing Your Mind)

Staying organized is half the battle when managing your child’s medical needs. If you’re looking for more tips on how to stay on top of everything without losing your mind, check out my blog post: How I Stay Organized as a Medical Mom (Without Losing My Mind).

And if you need a done-for-you system to keep all of your child’s medical information in one place, grab The Medical Mom Reset Workbook! This workbook is designed to help you streamline the chaos and feel more in control. You can check it out here: Medical Mom Reset Workbook.

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At the end of the day, no one knows your child’s needs better than you do—but that doesn’t mean caregivers can’t learn. Keep it simple, give them a cheat sheet, and set them up for success. No TED Talk required.

Have a go-to script or system for explaining your child’s needs? Share it in the comments—I’d love to hear what works for you! 💬

**Heads up! This post may contain affiliate links, which means I may earn a small commission—at no extra cost to you—if you make a purchase. I only recommend things I actually love and use in my own medical mom life!