Emil - Master
  • Copy and paste to CMS in Whatsapp

    Good morning!
    Time is [enter exact time]

    1) I am currently at [location you are in at time of chat]
    2) My internet and ability to use telephony with pure clarity is [describe quality]
    3) My schedule today will be from __ to __
    4) My current projects today in addition to routine tasks include

    SECTION I. 8AM : AFFIRMATIONS AND PREPPING (15 -30minutes)

    SECTION II. 830am - ROUTINE WORK

    PROJECTS THROUGHOUT THE DAY

    - New Shift forms/ CG Prepping New Shifts
    - CG Support Calls
    - CG POC review

  • SECTION I - PREP & AFFIRMATIONS

    ***********************
  • 1. Open phone logs

    2. Choose yesterday. If you didnt work yesterday, choose last 7 days

    3. Copy and paste with CMS

    (*) MY PHONE LOGS FOR [YESTERDAY or LAST 7 DAYS]

    - Total # of calls = __
    - [If you chose last 7 days, divide that # by 5 and add this:] Average calls per day = __
    - Total minutes of __
    - Average minutes per call of ___.
    - [If you chose last 7 days, divide that # by 5 and add this:] Average minutes per day = __
    - Total Missed calls = ____
    - Total # of VMs = ___

    https://dialpad.com/analytics
  • Copy and paste with CMS

    (*) MY REPORT

    1. Will commence every day at approx 8am
    2. At end of day, 15 minutes early, I will do the part called "15 minutes before leaving"

  • SECTION II - ROUTINE WORK THROUGHOUT THE DAY/ ALL DAY

    ***********************
  • 1. Throughout the day, you need to look at inbox or Emails

    2. In the left navigation column in your inbox there is a line that says Emil's emails. There is a # that is in bold that represents how many unread emails there are. That # should be less than 10.

    3. Copy and paste to CMS

    (*) Emails

    1. I currently have __ unread emails
    2. I will check for Emails all day long and immediately execute
  • A. DO THIS AT 9:00 AM everyday. In Dialpad, review the voicemails for the MAIN number and for the ROLLOVER calls by listening to them. Use your judgment and then copy and paste to the recipient, verbatim:

    (*) VM from yesterday
    - Caller = ??
    - Phone # = ??
    - [Brief summary] You can listen to the entire VM from your Dialpad app if that is easier
    - At 11:00 am we will chat again to confirm this has been taken care of.

    B. 1. Throughout the day, you need to look in this folder if we get an VMs

    (*) At 11:00 am, ask them for the status of the task. Chat with Bal and CMS if needed.

    2. Copy and paste to CMS

    (*) VMS

    I will check for VMS all day long and immediately execute
  • 1. Throughout the day, you need to look in this folder if we get an intake

    2. For those intakes that come in, this is the Bible as to what to do if an intake comes in

    3. Copy and paste to CMS

    (*) INTAKES

    I will check for intakes all day long and immediately execute the intake bible as they come in
  • 1. Throughout the day, you need to look in this folder if we get FAXES

    2. They will be uploaded to CC for the related CG and/or CL with date and description (Ex: 2016.05.09-EmployeeMedicalForm)

    3. Copy and paste to CMS

    (*) Faxes

    I will check for Faxes all day long and for every fax that is not spam I will

    (i) Upload to CC for the CG and/or CL with date and description (Ex: 2016.05.09-EmployeeMedicalForm)
    (ii) Forward to the related HISC parties
    (iii) Subject heading of the email you forward must contain the description of client or cg and what it is about
  • 1. Open this

    User name: hiscny
    PW is Excellence400

    2. Go to Activity

    3. Choose yesterdays date (or last business day) as begin and end date

    4. Scroll down and look at # of rows, usage minutes and amount spent

    5. Copy and paste

    (*) OUTBOUND FAXES

    Date = [yesterday or last Friday]

    1. Rows = ??
    2. Usage minutes = ??
    3. Spent = $??
  • 1. Run report

    2. Assignees must be blank (nothing in the box)

    3. Scroll down to see how many rows

    4. Copy and paste to CMS

    (*) EMIL's TASKS

    I have __ tasks incomplete

  • PROJECT NEW SHIFTS

    ***********************
  • 1. This section needs to be started within first 15-20 minutes of your day

    2. Copy and paste to CMS

    (*) NEW SHIFTS TASKS

    I am starting my New Shifts tasks now
  • 1. Open New Shifts AirTable

    2. Copy and paste in New Shift chat

    (*) NEW SHIFTS - STATS

    https://airtable.com/tblEMoz2mUmTbmbyi/viwBPOFdZKYBRfc0R?blocks=hide

    (a) Yesterday there were [X] New Shifts

    (b) Today there are [Y] new shifts scheduled which are

    [copy and paste these 3 columns vertically: (i) Shift (times) and notes (ii) Client and (iii) CG]
  • 1. The New Shifts as detailed in the New Shifts report sometimes in fact were changed due to client request or CG scheduling issues and so the new shifts dashboard spreadsheet is not always indicative of reality

    2. GO to CC for each of the new shifts that you detailed above and make sure those new shifts are still actually in place as per CC

    3a. If the shift is in the dashboard but NOT in CC, then we need to

    (i) confirm with Alma it is no longer a real shift by copying and pasting this to Alma
    (*) NEW SHIFT CANCELLED FOR [NAME OF CLIENT]?
    [paste URL of CC]
    I had this shift as a new shift
    I no longer see it in CC
    Should I delete from my dashboard?
    Should I remind CG shift was cancelled or was that clear?

    then
    (ii) if necessary remind CG that the shift was cancelled

    (iii) delete it from the dashboard

    3b. If every new shift you detailed in previous step is actually detailed in CC perfectly, then copy and paste this into New Shift chat

    4. Go to Google Calendar for Pts-New Shifts, make sure all of today's shifts are accurate, then take a screenshot of today's calendar.

    (*) NEW SHIFTS FOR TODAY

    I just confirmed that all the new shifts that I detailed above are accurate in CC and good to go. These are today's shifts (post picture of calendar for today):
  • 1. Go the New Shifts dashboard
    2. Focus on yesterday's shifts only
    3. We need to see if all tasks for each shift were completed
    4. Go across to the column headings starting with "Communication to (i) Client/ (ii) Client Rep (iii) other CGs"
    5. Start writing down what tasks were not completed for each new shift
    6. Copy and paste the following in New Shifts chat

    (*) NEW SHIFTS FOR YESTERDAY - STILL PENDING

    [List the following: Name of Client & CG: (*) [Name of task not done Ex: NSF Reviewed with CG or PC1 or QA]]

    CMS wants these done now
  • 1. Go the New Shifts dashboard
    2. Focus on TODAYs shifts only
    3. Go across to the column headings and focus on your tasks (Emil's tasks)
    4. Remember that completion of these tasks are your responisbility to do BEFORE the shift. If you cannot because you have school, yo umkae sure they are done which means more than asking thru chat. It means making sure it's done by someone
    5. Chat with CMS

    (*) NEW SHIFTS FOR TODAY

    - I am 100% responsible for making sure my tasks are done
    - I was able to assure this for all of today's new shifts
    - If I am not able to do them myself, I will get someone to do them and make sure it is done
  • Copy and paste to IADLs whatsapp chat

    (*) NEW SHIFTS/ IADLs

    Christian wants me to review the following STAFFING #1 for

    Client - [Name]
    insert URL to client's CC and to Staffing 1 AirTable: https://airtable.com/tblelfKoN3LMDfZwB/viwi83TISg0rFXmGu?blocks=hide

    1. STAFFING DEPARTMENT/STAFFING - 4. Communication (Weekly Confirmations & Changes)) -
    [copy and paste the instructions as placed in AT]
    is this 100 % accurate and are these people in Gmail contacts

    2. CARE PLAN MASTERY/ 6. CG Prep Strategy
    [copy and paste the instructions as placed in CC]
    is this 100 % accurate?

    Note: if the CG is supposed to talk to a Key Person, it must have the exact name of the Key Person (as opposed to the word Key Person or housekeeper)

    Step 2. only after you get an acceptable review of Step 1

    Client - [Name]
    insert URL to client's CC and to Staffing 3 AirTable: https://airtable.com/tblelfKoN3LMDfZwB/viw38GCdpX6qa7WCr?blocks=hide

    3. QA DEPARTMENT/ 1. QA Calls
    [copy and paste the instructions as placed in AT]
    is this 100 % accurate and are these people in Gmail contacts
  • 1. Take your cell phone and for every start time of a new shift today as per dashboard, make an alarm

    2. When the alarm goes off, jump on chat group called QA Calls and copy and paste this

    (*) NEW SHIFT FOR [Name of client and name of CG] IS STARTING

    CMS wants me to confirm
    (i) Who is calling CG?
    (ii) Who is calling Client?

    3. Look back to the previous new shifts on the dashboard and if any of the previous rows are not fully complete then copy and paste on chat group called QA Calls and copy and paste this

    (*) NEW SHIFT FOR [Name of Client and CG] is missing the following

    CMS wants this done please
  • Do not move on unless you get answers to your questions

    Copy and paste in those same chat channels

    (*) UPDATE PLEASE

    CMS insists that we review this now. Can you quickly review and confirm or edit this info? I can transcribe those changes in CC

  • FACILITIES PROTOCOL REFRESHER/REMINDER

    ***********************
    to be done every day
  • 1. Go to chat channel and determine who is in a facility

    2. Copy and paste in this channel the following

    (*) FACILITIES PROTOCOL REFRESHER

    I will review today and tomorrow's schedule for the following clients and make sure every CG on this list has filled out the facilities form (or had a form submitted by me thru verbal review of the form) within the past 2 weeks

    [copy and paste the list of people in facilities that was posted today, if it has not been posted, please chat with CMS and/or Bal]

    I will do this even if they are on shift as I do this
  • Step 1. Check CC for each of those clients and write down the names of those CGs who are scheduled for any shift within the next 48 hours (if today is Friday then you must check between today and Monday night)

    Step 2. If there are any open shifts, copy and paste this to the Staffing Coordinator (*) OPEN SHIFTS: I need to give a refresher to all CGs assigned to clients in facilities and I noticed there is an open shift for [Client name] on [date], can u please let me know who is going there?

    Step 3. Start reviewing the names of those CGs and check to see if within last 14 days they completed the form.
  • Copy and paste in FACILITIES chat channel with full accuracy

    (*) CGs scheduled to work within next 48-72 hours in a SNF/Hospital are

    [list]

    I added a (*) next to the names of those who have not filled out a refresher form within the last 14 days and I will make sure they do

    (*) CGs scheduled to work at an ALF (Atria/Hallmark) are

    [list]

    I added a (*) next to the names of those who have not filled out a refresher form within the last 14 days and I will make sure they do
  • Copy and paste

    (*) STATE OF THE UNION DECLARATION ON REFRESHER FORMS

    Of the list of CGs previously disclosed with an (*) which showed which CGs needed the refresher

    1. The following have successfully filled one out

    [list]

    2. The following have not but it is my responsibility to get that done before their first shift or before completion of the 14th day after their last submission

    [list]

  • HOSPICE / FACILITIES ROSTER

    This is to be done every Friday, before 3pm
    ***********************
  • Chat with Bal:

    Bal, here is the active list of hospice clients as of today as per:

    Hospice Roster
    [Insert Client and Stage columns]

    Time to update as needed so I can post to the Hospice chat group
  • Chat in Active Hospice / Facilities Chat:

    Here is the active list of hospice clients as of today:

    [Insert Client and Stage columns]

  • Chat with Bal:

    Bal, here is the active list of clients in facilitties as of today as per:

    Facilities Roster
    [Insert Client and Facility columns]
    If a facility client is on hospice, please indicate that to the right of their name.

    Time to update as needed so I can post to the Hospice chat group
  • Chat in Active Hospice / Facilities Chat:

    Here is the active list of clients in facilities as of today:

    [Insert Client and Facility columns]
    If a facility client is on hospice, please indicate that to the right of their name.
  • Chat with Bal:

    1. I realize I am fully responsible to make sure every CG assigned to each hospice client has (i) filled out the hospice EMF (or i fill it out for them if they cant) and (ii) a full review of the protocols

    2. I will accurately update my progress here

    Hospice CGs

  • Chat with Bal and CMS:

    The following below reflects the status of every CG assigned to a hospice client from today thru the next 10 days (as per the CC schedule)

    (*) [Name of Client]

    [CG Name; and the greater of the 3 (i) EMF sent only (ii) EMF sent and completed (iii) EMF sent, completed and reviewed]
    [CG Name; and the greater of the 3 (i) EMF sent only (ii) EMF sent and completed (iii) EMF sent, completed and reviewed]
    [CG Name; and the greater of the 3 (i) EMF sent only (ii) EMF sent and completed (iii) EMF sent, completed and reviewed]
  • Chat with Bal and CMS:

    1. I will see with CGs have started within the last 14 days with a first care log date and to make sure they
    - received the form
    - filled out the form

    2. I have run the report below and sorted by date to see who is missing

    Hospice CGs Report

    3. Missing CGs are: (list below)
  • Chat with Bal and CMS:

    1. I will see with CGs have started within the last 14 days with a first care log date and to make sure they
    - received the form
    - filled out the form

    2. I have run the report below and sorted by date to see who is missing

    Facilities CGs Report

    3. Missing CGs are: (list below)

  • PROJECTS : (i) RECENT CLIENTS (ii) COMPLAINTS AND INCIDENTS (iii) SHIFT TYPE

    ***********************
  • Open this link

  • Open this link

  • Open this link

  • III. 4PM **15-30 MINUTES BEFORE LEAVING****

    ***********************
  • 1. Open New Shifts AirTable
    2. Look at Today's New shifts - and make sure all shifts are complete in terms of

    (i) NSF sent
    (ii) NSF Reviewed with CG,
    (iii) Special Situation Email Form sent and received and reviewed by you
    (iv) CG Prep Strategies (as detailed by IADLs) completed

    3. Copy and paste in New Shift chat

    (*) NEW SHIFTS - STATE OF THE UNION UPDATE - FOR TODAY'S SHIFTS

    https://airtable.com/tblEMoz2mUmTbmbyi/viwBPOFdZKYBRfc0R?blocks=hide

    (a) Today there were [X] New Shifts
    (b) With respect to those shifts, my responsibilities are to assure the following

    (i) NSF sent
    (ii) NSF Reviewed with CG,
    (iii) Special Situation Email Form sent and received and reviewed by me
    (iv) CG Prep Strategies (as detailed by IADLs) completed

    (c). I was [not] able to do everything.

    [If you were not, please detail: I was not able to do the following and ask someone for help and make sure it is done]
  • 1. Do the same analysis for tomorrow's shifts

    2. Copy and paste in New Shift chat

    (*) NEW SHIFTS - STATE OF THE UNION UPDATE - FOR TOMORROWS SHIFTS

    https://airtable.com/tblEMoz2mUmTbmbyi/viwBPOFdZKYBRfc0R?blocks=hide

    (a) Tomorrow there are [X] New Shifts
    (b) With respect to those shifts, my responsibilities are to assure the following

    (i) NSF sent
    (ii) NSF Reviewed with CG,
    (iii) Special Situation Email Form sent and received and reviewed by me
    (iv) CG Prep Strategies (as detailed by IADLs) completed

    (c) I was [not] able to do everything for the early morning shifts

    [If you were not able to and cannot do it by the morning, you need to ask for help and make sure it is done before the morning shifts]
  • Step 1. Go to Tasks - Bal chatgroup

    Step 2. copy and paste the following

    (*) MY TASKS FOR TODAY HAVE BEEN

    [list below like this but use your words

    1. 830-845 HISC Tasks email me form
    2. 845am -4pm
    a) New Shift forms
    b) Medication Disclosures
    c) Discharges
  • 1. Make sure those intakes were taken care of as intake protocols

    2. copy and paste the following

    (*) INTAKES - all intakes since I last did this report (this morning) have been done as per intake protocols
  • 1. Make sure those VMs were taken care of as VMs protocols

    2. copy and paste the following

    (*) VMs - all VMs since I last did this report (this morning) have been done as per VM protocols

  • 1. Make sure those Faxes were taken care of as Faxes protocols

    2. copy and paste the following

    (*) Faxes - all faxes since I last did this report (this morning) have been read and distributed and uploaded as per VM protocols

  • Clear