A couple things happened to us when we were new to taking care of my in-laws bills, insurance claims, etc.
1. Dad's wallet went missing during a hospital visit. We don't believe it was stolen, but sent to the laundry. Either way, EVERYTHING was in his wallet. Social Security card, Driver's License, credit cards, debit card, etc. Thankfully, no one stole his identity or cleaned out their bank account.
Because the surgery made Dad unable to really think straight for months, he couldn't even tell us which credit cards he had. "I don't know, the amount is paid online automatically every month and I don't even look at it." To get a new drivers license, you have to have a social security card. To get a new social security card, you have to have a valid photo id. See the problem there?
Lesson learned---make copies (front and back) of ALL important things in wallets and purses. To this day, Dad does not have an SS card or a Driver's license. We gave up.
2. While waiting for a room at an assisted living facility, we hired in-home care (8 hours/overnight). They were highly rated and did a great job. However, when we tried to file a claim with their Long Term Care insurance company, it turns out the company must be a "licensed HEALTH care" company. We were out $6,200!
Lesson learned--When considering in-home care and are hoping that a Long Term Care Insurance policy will cover the cost, make certain the company is a "licensed home health care provider" and not just a company that calls itself In Home Care. We didn't know to ask. Insurance companies are in the business of keeping their money.
The "private pay lead time" is called the "elimination period" and it is a feature that is selected when the policy is written. It is the equivalent of a deductible that must be satisfied before the policy will pay. The policy holder must pay for the first X number of days of service and it can be zero.
Another tip -- take pictures of the meds they take & keep on your phone. I did this with my own meds, my husband's, and mom's, which each having its own album.
I use one password program to have all log in safe. All documents are in digital and in drop box. Family important folder with all valuable information for kids are shared. Kids have the master password for 1 password. Anything happens to me they can takeover the affairs easily. After 70 parents needs to share their affairs with kids and update them every year.
You bring up a good point about the online banking, computer and email. It is really important to have a list of the various passwords available. We discovered that one bank did not allow POA access to online banking, but another did. If Stepdad had had a list of passwords, it would have been easier. Of course now that he has passed, POA is not valid and Will takes over. Executrix was POA, so a bit easier there.