EmailMe Form - New Shifts Form

Home Instead Senior Care Rep *
IMPORTANT: This form must be completed directly from the client's CTD. - Please note that CTDs are constantly being updated. - This form must be filled out from scratch EVERY time.
*
Was client (NOK) informed of shift?
*
Q: Was Client Rep/NOK informed of shift?

1. AirTable View STAFFING 1 - STAFFING DEPARTMENT/ STAFFING - Communication (Weekly Confirmations & Changes)

says who else needs to be informed

2. Chat with Staffing coordinator via chat:

(*) NEW SHIFT FOR [Name of client]

CMS wants to know if you told client/ client rep or key CG to communicate this shift appropriately

3. Make sure AirTable view accurately depicts who needs to be told, if not, discuss with Staffing Coordinator and Bal and have them update
*
Note in CC Calendar? (check to see if Staffing Coordinator did it)

Follow Steps below
1) Go to this specific shift in CC calendar for this client
2) Click Notes
3) In the empty box, write = New Shift and reason (is it b/c CG called out sick or brand new shift altogether)
*
Was row added in NSF A/T?
Today's Date *
MM / DD / YYYY
Name of Caregiver *
Email of Caregiver *
If no email, then put your email and you will read all this info to them
Cell phone of Caregiver *
1. After the - and before the @, add the cell phone
2. No hyphens in the cell phone # (the only hyphen comes after the nf)

This will generate a phone call to the CG to remind them to read their email and call office to review this

https://www.vocalnotify.com/e2c_sender.jsp
Login: hiscnyc Password: excellence

Exact Script (July 2017): "Hi, this is the HISC team and we want to thank you for taking this new shift. Please read the email that was sent to you with the particulars of the case and expect a telephone call from one of our team members. It is very important that you review the email and then answer when one of our team members call you to review the case. Thanks again and good luck, we know you will do a great job!"

Customer Support = 1 800 266 0257

support@vocalnotify.com
Name of Client *
Please know clients must be addressed only as Mr, Mrs, or Dr, unless they directly request otherwise. Please let the office know if they request to be called by any other than their Surnames.
CORONAVIRUS
Please understand that all Home Instead clients are in the high risk population associated with contracting COVID. You must take all precautions to protect yourself and your client by assuming this Client and/or You very well may have COVID or be a carrier of the COVID virus and so you must wear a mask at all times when within 6 feet of the Client as well as follow as Infection Control protocols
IMPORTANT, MUST READ
If you have questions about this form, or any other work related matter, PLEASE CALL 212-614-8057. Please note that our office staff's direct numbers are not accesible after office hours. *** THIS FORM IS INTERNAL, ONLY FOR HOME INSTEAD PERSONNEL (do NOT show to the CLIENT). *** Upon RECEIPT of this document, please be aware that you MUST be available to take a PHONE CALL from Home Instead before your shift, to discuss the information sent to you about the case. READ THE INSTRUCTIONS as soon as possible and be prepared to receive the call. If you have not received a call before your shift, please call us at 212-614-8057.
Address *
- Get this from CTD
- If not in CTD please ask Max to update the MTA section of the client
-It's important to check A2 & Schedules chat regularly to ensure the client is not in the hospital or a facility. Please make sure to do so
-If the client is not Home please update CC address section
MTA Instructions *
- Get this from CTD
- If not in CTD please ask Max to update the contact
Phone # of the client (optional)
- Add only if it is good for CG to call
(BE VERY CAREFUL, SOMETIMES BEST TO NOT ADD IT)
- If necessary, add a note like "do not call unless emergency"
This shift is a *
PERMANENT shift
FILL IN shift.
# of shifts scheduled *
Exact Schedule *
COPY BELOW AND PASTE ABOVE

FIRST SHIFT
(i) Date of your first shift is [SUNDAY, MON..}/ [Month and date]
(ii) Start Time is
(iii) End Time is

**if additional shifts past the first date, then add this (and include the first date)****

Your shifts are the following X days from Yam to Zpm

1) Thursday, Month, Day
2) Friday, Month, Day
3) Saturday, Month, Day
4) Sunday, Month, Day
5) Monday, Month, Day
6) Tuesday, Month, Day
*
Congrats! This is your first shift with us!!! We are so excited to see you start with us! You will do great
-
STEP 1. CHECK TO SEE IF THIS IS THEIR FIRST SHIFT WITH US

CLICK HERE and Search their name and see if First Carelog date is empty

STEP 2. If this is NOT their first shift, click the empty box choice and ignore rest of this step

STEP 3. If this IS their first shift, then do the following

(i) check off the box above
(ii) go to Project Alpha - New CP Onboarding chat and copy and paste

We have a new CP starting their first shift

- Name of CP = [Fill in]
- Name of Client = [Fill in]
- [add ClearCare URL of CP]

Max - please create the Welcome Aboard Chat for the CP so CP is welcomed and properly onboarded
Do not leave until the very end of the scheduled shift
Please note that under no circumstances are you to leave the shift before the scheduled end time (especially on a split shift where there is someone who will replace you) as this is considered client abandonment. If you cannot complete the shift for any reason, please let us know
Please note
Since this is your first shift, it is very important for you to get there 10-15 early. If you cannot, please advise now
1. Nurse Aide uniform is:

You must bring a change of clothes/scrubs as per COVID-19 protocols. *
Source: CTD Patient tab / Care Scenario / HHA Uniform
2. Mental/ cognitive status *
Source: CTD Patient tab / Medical Summary / Cognition Level
2b. Behavior
Source: CTD Patient tab / Medical Summary / Psych behavioral
3. Background about this client *
Source: CTD Patient tab / Personal information - all rows
4(a). Medical History for this client *
Source: CTD Patient tab /Medical Summary / Medical History. Add allergies if applicable.
4(b). Medications for this Client *
CTD: ADLs tab / Medications
4(c). Walking/ Transfers *
CTD: ADLs tab / Walking & Transfers / Tasks all rows
4(d). Meals *
CTD: ADLs tab / Meals -- all applicable rows
4(e). Toileting *
CTD: ADLs tab / Toileting / Basic information + Special instructions
4(f). Bathing/ Grooming *
CTD: ADLs tab / Bathing & Grooming -- all applicable rows
4(g). Activities, Errands *
CTD: ADLs tab / Activities -- all applicable rows
4(h). Information for Overnight Shifts ONLY:
CTD: ADLs tab / Bedtime + Overnight -- all applicable rows
4(i). Other Important information to know about the case *
CTD: Patient tab / Medical Summary / Top Concerns
5. Preparation Requirements - Please note the following
(*) Review this form and then discuss it with me (please be prepared to receive a call from me)
6. Special Situation(s) *
1. Review the CTD of the client to see which apply

2. copy and paste the following verbage and add those (*) that apply. If you are not sure if any apply, ask Bal

Please notice that you are on a case that has a special situation requires you to fill out a reminder form. Please click the form below and fill it out before the shift

(*) MRSA Infection
https://www.emailmeform.com/builder/form/lw4W201OcI59tm

(*) Bed bugs present in the clients home
https://www.emailmeform.com/builder/form/K7fcac8QDq03dgC1L36

(*) Working at the Atria / Hallmark (assisted living facilities)
https://www.emailmeform.com/builder/form/0Q2o9Bh4Ggf8f8c

(*) Working at a facility (Hospital, Nursing Home, Assisted Living Facility (not Atria or Hallmark)
https://www.emailmeform.com/builder/form/3bLJfRe8VX4Hd2shl3v

(*) Working with a client who is on hospice
https://www.emailmeform.com/builder/form/1VEbfSU9F3

(*) Reminders on NYS and Agency requirements related to financial, verbal and physical abuse
http://www.emailmeform.com/builder/form/4jc1PodM7Exvw2f4FdK

(*) Medication Reminders
https://www.emailmeform.com/builder/form/k24a5d7M4UfpWv4Rfc

(*) New CareGiver Form
https://www.emailmeform.com/builder/form/zm4R1YfDbEw9ja2

(*) Covid Refresher for CGs
https://www.emailmeform.com/builder/form/7VdB81cc7iX

Bed bugs present in the clients home

Working at the Atria / Hallmark (assisted living facilities)

Working at a facility (Hospital, Nursing Home, Assisted Living Facility (not Atria or Hallmark)

Working with a client who is on hospice

Reminders on NYS and Agency requirements related to financial, verbal and physical abuse

Medication Reminders

Covid Refresher for CGs
Overnight obligations
Expect a text from our After Hours Manager who will let you know she will be supporting you at night
EVERY HOUR, who will ask you to have your WHATSAPP ready to provide hourly updates on your client. We will ask you to tell us if Client is asleep or awake & if awake, we will want to know where they're doing
EVERY 2 HOURS (KEEP CLIENT CLEAN)- make sure client is clean and dry and assist with any bathroom needs
ONCE PER SHIFT - go around the entire apartment and help clean and tidy the apartment up
IF THIS IS AN OVERNIGHT, CHECK OFF ALL BOXES
IF NOT, LEAVE THIS ALONE
SPLIT SHIFT CLIENT
This is a split shift client that cannot be left alone and must be with a caregiver at all times
If your replacement caregiver is late, please do NOT leave the client alone under any circumstances, call the office
If you are running late, call the caregiver you are going to replace and ask them to wait for you (and also let us know)
If you suspect that the client is every left alone on this case by any caregivers, please let us know immediately as this is considered client abandonment and is a HUGE problem
IF THIS IS A SPLIT SHIFT, CHECK OFF ALL BOXES
IF NOT, LEAVE THIS ALONE
Reminder - NO CELL PHONE (for personal reasons) USE WHILE ON SHIFT
Cell phone / laptop (voice or text) is not permitted for personal use unless CG is on lunch break and client is aware, or it's an emergency and client is aware. Use for purposes of participating in HISC related activities only when client does not need direct assistance and approves it. Earbuds are not to be used at all during your shift unless during the times previously described. Complaints regarding cell phone or laptop use may result in warning, suspension or termination of CG.
Reminder - Plan of Care Review (30 minutes before end of shift)
Remember that at the end of every shift, you need to give us a summary of how things went by leaving us info in the Care team chat for that client
Reminder - Clocking In
1. Log in to the WellSky Personal Care mobile app. 2. From the Shifts screen, select the shift. 3. Review the tasks that are assigned for this shift. 4. At the bottom of the screen, press the orange “CLOCK IN” button.
Reminder - Clocking Out (on your way out)
1. Log in to the WellSky Personal Care mobile app. 2. From the Shifts screen, select the shift. 3. Complete all the task that you might have 4. At the bottom of the screen, press the orange “CLOCK OUT” button. 5. Press “Next” to move through the process. 6. At the end, click “Confirm” to complete clocking out . 7. After the first hour, the message indicating hours you helped will round to nearest hour.
Reminder - COVID-19 Infection Control Protocols
As per NYS executive order, all home health aides must be wearing MASKS when WITHIN 6 FEET of clients. Please bring your mask to the client’s home. If you don’t have a mask, please let us know immediately. Remember to bring a second pair of shoes and scrubs to wear inside the home, and to practice infection control protocols. Stay safe!
You are our ambassador!!
We have FULL faith in you to do a great job, represent the agency well and to show dignity, compassion and love for the seniors we work with.
Thank you!