Newbie with questions

I am a newbie just starting the process so I am looking for guidance. Thank you to all who have shared their information and experiences on this forum. I am starting the process for my MIL to receive A&A. She already receives a widow's DIC and has for a number of years. We have an appointment with a Benefits Counselor at the regional office on 7/30 to turn in her application and documentation. She will be moving into a ALF tomorrow (7/16) so we will receive a receipt of payment for the rest of July and the month of August. Am I starting the process to soon or should I wait 1 or 2 months to begin the process? Should I wait until I have a few months receipts of payment to the ALF. Her VA widows benefit and her Social Security will not cover the cost for the ALF so my husband and I will be covering the rest of the cost as well as the rest of her expenses.
When I first contacted the regional office I was told we would need forms 21-2680 for the Physician and a 21-4138 for A&A. When I called back to set up the appointment a different rep told me I would need forms 21-534, 21-22 and 21-8416. When I look at the 21-534 it looks like it is the application for DIC, which she already has. Do we really need to turn in 21-534?
Just one more thing...my MIL can no longer handle her finances or pay her bills so I am on her savings account and checking account. The accounts read "OR", will that cause any problems down the road with the VA? Thank you for any assistance...I had no idea how overwhelming this could be and we are just beginning!