Request for change memo

1. INTEROFFICE MEMORANDUM
TO: JANUARY JONES
FROM: JAIME HADLEY, CARE COORDINATOR
SUBJECT: RECOMMENDATION FOR IN-DEPTH AND ONGOING CLIENT CARE PLAN
EVALUATIONS
DATE: APRIL 25, 2014
Introduction:
The purpose of Home Care Center is to provide quality and compassionate care
to our clients. To that end, I propose we re-evaluate our method of establishing
client care needs and create more detailed procedures for determining client
care plans.
Background, Problem, Purpose:
As a Home Care Center franchise, we currently identify client needs through the
preset guidelines and forms provided by the Home Care Center corporate office.
These initial call and client contract forms serve as an excellent basis for
determining client needs, but do not cover enough detailed information to
achieve our goals in client care. By changing the forms used to gather client
information and creating procedures for continued evaluation of client care, we
may succeed in taking our care to a higher level than that of our competition
and better serving our clients.
Proposal, Plan, Schedule:
I propose that changes be made in three areas: inquiry and client forms,
client evaluation procedures, and care team meetings.
Inquiry and Client Forms
The initial client inquiry form does not follow the natural flow of an inquiry
conversation. This form must be revamped (from the current model) to flow
more easily while covering the relevant information. The notes I have taken from
inquiry calls will help to determine the flow the form should reflect. Also, the
current form provides little room for conversational information, and should
provide space for details as well as the ‘check-off” format of care information.
Client care folders should include information on personalized care plans
involving musical taste (for emotional encouragement), hobbies, and personal
preferences along with medical and physical needs. This change reflects our
goal to incorporate the entire well-being of the client in their care.

2. 2
Client Evaluation Procedures and Care Team Meetings
Currently, I read over the care notes provided from the caregiver and you
occasionally perform drop-by visits to the clients during care hours. I suggest
taking this evaluation procedure further by scheduling semi-monthly meetings
(in-person or over the phone) between me and the caregiver(s) assigned to a
particular client in order to evaluate ongoing care needs. I can discuss your
notes from drop-in visits and the care notes with the caregiver(s) to determine
any changes that need to be made to a client’s care plan. I also suggest you
schedule a semi-monthly phone call with each client (or family representative)
to go over any proposed changes to the care plan and gather input. You tend to
already place these phone calls. By standardizing the process, we further
ensure the same quality care and attention be afforded to every client,
preventing inconsistencies.
Schedule
If approved, I will take responsibility for making changes to the inquiry and
client forms and outlining new procedural policies by May 15 for your review.
Implementation of new procedures should then be in place by the end of June.
Staffing:
Changes in policy and creation of new forms falls under my responsibilities as
Care Coordinator, thus the proposed changes will not require any additional
staff.
Budget:
The only necessary budget adjustments for this proposal involve the
implementation of semi-monthly phone calls with caregivers. Given our mean
caregiver hourly wage ($9.00), and the average number of weekly employed
caregivers (10), the cost of these (appx. 30 minute) meetings would be $90.00 a
month (payroll costs).
Authorization Request:
Please let me know by May 1 if you agree with the changes I have proposed. I
appreciate you taking the time to review my suggestions.
JLH