homesharing program coordinator handbook€¦ · • monitoring and evaluation • health and...

5856 Clements Street Duncan, BC V9L 3W3 Ph: 250-746-4135 ext. 244 Fax: 250-746-1636 Email: [email protected] Website: www.clementscentre.org Hours: 8:00 – 3:30 Weekdays

Homesharing Program Coordinator Handbook

mailto:[email protected]

http://www.clementscentre.org/

Coordinator Handbook

Contents • The Home Sharing Program • Key Components

Referrals • Recruitment • Contractor Requirements • Contractual Relationship and Obligations • Matching • Transition • Record Keeping and Confidentiality

Individualized Service Planning

Service Coordination • Critical Incidents

Respite & Emergency Planning

Support & Education • Monitoring and Evaluation • Health and Safety • Complaints • Quality Assurance • Termination of Contract


Revision Date: 25/11/2011 Page 1

The Home Sharing Program

The home sharing program provides an additional residential option for adults who prefer a smaller or more family based environment. Services are provided by contracted caregivers, sometimes called roommates. Home sharing focuses on optimizing independence, self determination and choice, while ensuring safety. We recruit and screen community members who provide services under contract to Clements Centre Society (CCS). Then we work with both individuals and caregivers to find the best possible match, and provide the training and support to make it work. We promote long lasting relationships between individuals and caregivers, and the development of a strong network of support that includes the individual’s family, the caregivers’ family and their community. Home sharing service must be delivered according to Community Living BC (CLBC) standards as outlined in the document “Standards for Home Sharing”. This manual outlines how we will support contractors to meet those standards. Key Components

CCS governs the home sharing program. CCS is a non profit organization that contracts with the province to provide home sharing services to adults with developmental disabilities who live in the Cowichan Valley. CCS has a volunteer board that oversees the society and an executive director who supervises the home sharing coordinator. The home sharing program is guided by the mission, values and policies and procedures of CCS. The program offers: • Care provider recruitment and retention through the identification of and liaison

with community members interested in sharing their home. • Care provider support and training through professional consultation and guidance,

access to materials and resources, networking opportunities and skill development through training courses and workshops.

• A care provider registry that lists all approved care providers approved by CCS. • Individual and family support that includes individualized information, planning,

support and monitoring, both through the transition period and on an ongoing basis. The home sharing program has established hours of operation based on community expectations and staff availability.



Key Components (cont.)

The home sharing office is generally open Monday to Friday and closed weekends and statutory holidays. Extended hours are offered as required to ensure each home sharing provider has access to program staff. Voice mail is available for anyone calling outside business hours or when home sharing program staff members are unavailable to take calls. The calls are returned as soon as possible. Clements Centre administrative assistant may be available for general enquiries at the office during business hours when home sharing staff are not available.

Referrals

Policy: Referrals are accepted through CLBC and must be signed by an CLBC analyst. Procedure: The individual will be contacted by telephone within two weeks of the referral being received. The original referral sheet is kept in a binder until initial contact is made. A phone call will be made to the referred individual for the purpose of ensuring the individual is interested in receiving service. A maximum of three (3) attempted phone contacts will be made per referral. Each attempted contact will be recorded, indicating the date and type of contact attempted. If the referred individual cannot be reached by telephone, a written notice of the referral will be mailed to the individual requesting them to phone the centre within two weeks to confirm interest. A copy is sent to the referral source. If no response is received within the time specified in the letter, the referral sheet is marked “Not Opened” and the referral source notified. If the individuals is interested, the coordinator will provide additional information to explain the service and gather further information from the individual and/or their family. A date for first visit will be offered within 4 weeks of the first phone contact.



Recruitment

Policy: The home sharing coordinator is responsible for the recruitment of suitable care providers. Procedure: Should the individual referred to the program have someone in mind, the home sharing program will screen that individual to determine they are eligible to contract with CCS. Other recruitment strategies will be determined and implemented by the home sharing coordinator in conjunction with the program director as appropriate. Employees of CCS are not eligible to contract with CCS as part of the home sharing program. Should an employee of CCS be interested in providing care within a home sharing environment, they will be directed to the Nanaimo Association for Community Living.

Contractor Requirements

Policy: Applicants for home sharing must meet the necessary screening requirements prior to contracting with CCS. Procedure: The home sharing coordinator will provide the potential contractor with information regarding the necessary requirements and support the collection of each. Those requirements include: • Pre-screening interview to clarify the individual’s value base. • Criminal record check for every person over the age of 19 in the home (the potential

provider pays the cost). • Medical clearance note for the prospective home sharing provider. • Three references, one of which is an employment reference. • Home study: a series of 3-5 visits to the home, meeting everyone who lives in the

home. • A safety check of the home. • Proof of first aid and driver’s abstract. • Signed confidentiality agreement. • Release of information. • Matching and transition plan.

Each applying care provider will be given the necessary number of criminal record search authorization forms to be completed. Everyone in the home over the age of 19 must complete a criminal record search authorization. The completed searches for the provider and family members will be returned to CCS.



If no record exists then the completed criminal record search will be kept in the care provider’s file along with the authorization form. Criminal record check forms and results will only be shared with the person named on the form. Where a criminal record does exist, CCS follows the practices and intent of the governing legislation, the Criminal Records Review Act (http://www.qp.gov.bc.ca/statreg/stat/C/96086_01.htm). The Act specifies 56 criminal offences that are considered relevant and will preclude a person from being approved for the home sharing program. The home sharing program will not continue to screen a care provider if the provider or anyone in the providers’ home is determined to have a relevant criminal record. The home sharing program will revoke the contract of a current care provider where a criminal record check reveals a subsequent relevant criminal record. It is the responsibility of the care provider to inform the home sharing coordinator of any change in the criminal record status of anyone over the age of nineteen ordinarily present in the home. CCS requires subsequent criminal record checks for all home sharing providers every five years. Contractual Relationships

Policy: Caregivers in the home sharing program are independent contractors not CCS employees. Procedure: Independent contractors are self-employed individuals. The definition of an independent contractor is determined through several tests. Please refer to the Canada Revenue Agency fact sheet included with this handbook for more information. Contractors are encouraged to refer to BC Employment Standards Branch and Canada Revenue Agency. As contractors, home sharing caregivers must arrange for liability insurance for the services they provide. Contractors should consult an insurance professional to ensure they have adequate liability, household, vehicle and other insurance. They are responsible for any damage to their home or property as a result of providing home sharing services. It is also the contractor’s responsibility to arrange for optional Workers Compensation Board registration, pay income taxes and CPP premiums, and meet any other statutory requirements. Contractors will be paid on the basis of their contract with CCS.



They will not receive T-4 slips from CCS and CCS does not make any remittances to the Canada Revenue Agency on their behalf. Contractors with questions should consult a tax professional or accountant. Contractors control the specifics of how they deliver the services within the requirements set out in their contract, and any arrangements made with the individual and his or her support network. Unless otherwise agreed, the caregiver must provide the home and furnishings, and have access to a vehicle. The individual will provide his or her own bedroom furniture. Contractors are obligated to adhere to the laws of BC including the Human Rights Act, the Multiculturalism Act, the Personal Information Protection Act, and Employment Standards Act. More information on each of these areas is available from the websites listed in the resources section of this manual. Contractual Obligations

Policy: Each home sharing agreement will be governed by a contract between CCs and the care provider. Procedure: The contract between CCS and the care provider is the legal document that governs the relationship and the services provided. It overrides everything else, including anything in this handbook. Contractors are encouraged to familiarize themselves with their contract and keep a copy handy for easy reference. Contractors are encouraged to direct questions about their contract to either CCS staff and / or independent legal advice, before signing. The purpose of the contract is to set out mutual obligations, and define who will provide care, for whom and how much they will be paid. It also sets out the terms under which contracts might be terminated. For the purposes of the actual provision of Home Sharing the following is a summary of the key obligations that contractors must follow: • Meet the prerequisites set out by CCS, including a criminal record review, reference

checks, and home studies. • Maintain current CPR and First Aid certification. • Participate in orientation and/or training related to the needs of the individual

supported. • Adhere to routines and goals as set out in the individual’s care plan. • Follow the behavior management requirements of Community Living BC. • Perform support functions, including sustaining the individual’s well-being, and

providing a high standard of care that may include providing a suitable furnished residence as outlined in CLBC’s “Standards for Home Sharing”.



• Communicate regarding the individuals’ needs and interests; involve the individual in planning and decision–making affecting him or her; and promote ongoing relationships with the individuals’ family/ friends/ support network.

• Document any medical emergencies or critical incidents pertaining to the individuals according to CLBC standards for home sharing.

• Actively promote community inclusion and involvement. • Notify CCS of any change in circumstance that would affect the individuals’ safety or

well-being. • Treat all information about the individual/family as confidential, and adhere to

privacy requirements. • Follow through with established plans for the individual in accordance with the

standards established by CLBC in their document “Standards for Home Sharing”. • Collect any medical or other information needed to meet the individual’s needs. • Arrange for appropriate respite care. • Maintain accurate financial records and submit financial forms to CCS in a timely

way. • Complete program reviews.

CCS is obligated to: • Provide support, assistance, training and advice on matters such as personal care,

health, conflict medication and behavior management. • Provide up to date guidelines regarding the standards of care required. • Screen, approve and support the caregiver. • Pay for services as agreed in contract. • Provide pertinent information regarding the individual, including, medical,

educational and personal care information. • Provide information about available insurance coverage for loss or damage to

contractor property. • Act as a liaison between the individual, family, CLBC and the caregiver and provide

on going training. • Monitor the service provided, ensuring that CCS guidelines are followed.

The home sharing program will provide the following services and supports to care providers: • Information about workshops and professional development opportunities. • Access to print and video resources. • Information regarding community resources. • Information regarding provincial standards for home sharing. • Support with conflict resolution as requested. • Support visits.



Home sharing program staff provide support visits for all contractors. Recruitment visits are those first one or two visits to a home where the home sharing staff has an opportunity to get to know the care provider and his or her family. Transition visits are offered as a way to support the development of a relationship between the individual and the host family. Support visits are the follow up visits that occur on a regular basis. These visits have several functions: • Assist in developing a positive relationship between the care provider and the home

sharing program. • Provide the contractor with information about the home sharing program and the

community at large. • Discuss solutions to any business, health and safety or programming issues care

providers may have. • Inform the home sharing program about any changes to the home and type of

support offered. • Discuss any other issues of interest or concern to the contractor. • Deliver resources or information about resources. • Conduct health and safety assessments.

Matching

Policy: The home sharing program works with both individuals and caregivers to find the best possible match. Procedure: Each individual served is involved with the selection nof his or her host family. CCS provides orientation, training and support to home sharing contractors. We promote long lasting relationships between individuals and caregivers and the development of a strong network of support. We work to honor the different values and backgrounds of individuals and families when matching individuals with caregivers and providing residential support. Transition

Policy: CCS is committed to planning and facilitating the transition for both the individual and the host family through the transition into a new Home Sharing arrangement.



Procedure: Moving into a new home with new people is a big change for anyone. People experience change differently and need different types of support. We believe that getting off to a good start increases the chances of success over the long term. The transition period will likely begin with short visits or community outings together and develop into full day, overnight and weekend visits. The home sharing coordintator will support these visits. Some of the things to consider during the transition period: • When the individual’s personal effects, furniture, pets etc. will be moved in. • How the individual’s personal space and privacy will be arranged. • The logistics of moving day. • How the costs of moving will be dealt with. • Orientation to the neighborhood, local amenities and transportation. • Any painting, renovations or physical adaptations to be done. • Involving the individual in choice of a home if relocation is required. • And…celebration plans!

For the first month or so after the individual has moved in full time, CCS staff will check in with both the contractor and the individual and his or her family weekly. It is important to discuss any concerns as soon as they arise with everyone involved. The home sharing program staff will support all parties to come to a resolution.

Record Keeping and Confidentiality

Policy: The CCS home sharing program maintains client and contractor files according to agency policy. Procedure: The home sharing program keeps two types of files; individual files and contractor files. Contractor files may contain: • Application form • Supporting documents (CRS, letters of reference, health reference, health and safety

checklist, drivers abstracts) • Home visit review • Record of support visits that may include; health and safety observations as well as

observations of interactions and attitude toward individuals being supported. The home sharing staff must be able to show they took prudent steps to ensure the health and safety of individuals and the quality of care.

• Health and Safety Checklists



• Monitoring checklists • Documentation concerning any serious issues raised by the care provider, families,

or the home sharing program. • Any other related information or correspondence.

Individual files may contain: • Intake information • Emergency information • Incident reports • Copies of the progress reports (completed by the contractor and copied to

Community Living BC). Confidentiality will be maintained according to CCS policy except where Clements Centre staff has a clear duty to report as outlined in CLBC policy. The home sharing program collects and uses personal information in accordance with the Province of British Columbia requirements and the Freedom of Information and Protection of Privacy Act. The home sharing program follows the CCS guidelines for collecting, sharing and storing of personal information as well as any recommendations of the CCS privacy officer. All written records remain the property of CCS. Personal information about individuals and families is only collected in order to make appropriate referrals or as needed for assisting with any issues they may have. Personal information about families is not released for any purpose without the express permission of the individual or family or where there is a clear duty to report suspected abuse or neglect. Individuals have access to the information contained in their files in accordance with CCS policy. When a contract file is closed, the information is kept together with a note about the date of and reason for closure. Closed files are handled according to Clements Centre Society document disposal policies. Individualized Service Planning

Policy: Each individual placed with a host family will be supported to develop an individualized service plan in accordance with agency policy.



Procedure: CCS services are driven by the identified needs, desires, and dreams of the individuals and families. The home sharing program staff will support the development of an individualized service plan in accordance with agency policy (Community Living section). Service Coordination

Policy: CCS encourages initiatives that promote service coordination within the community. Adults with disabilities frequently require services that are provided by professionals from different disciplines, agencies, and ministries. Procedures: Individuals referred to the home sharing program may receive service from other service providers. To facilitate these supports, home sharing program staff may:

Set up team meetings with other service providers, professionals; work with the individual and family.

Provide current written documentation with written permission from family.

Work to enhance opportunities for individuals and families by promoting opportunities within the community.

Critical Incidents

Policy: Home sharing contractors are required to report critical incidents to the CCS program. Procedure: Critical incidents are defined in CLBC policy, a copy of which is provided to each contractor. Contractors are required to submit to the home sharing program copies of incident reports within 24 hours of each incident. Incident reports are filed in individual and contractor files. The home sharing coordinator will support resolution of incidents in partnership with CLBC staff as required. Respite & Emergency Planning

Policy: CCS assists each host family with the development of a plan for relief including respite services and supports and plans for emergencies.



Procedure: Each homesharing contract provides for regular respite. The arrangements can be flexible to meet the needs and schedules of the host family. Respite might involve someone coming into the home while the host family is away or it might involve the individual going away for a break. CCS strongly encourage host families to make use of this provision and can support them to find respite care providers. Respite is essentially a short term service to provide relief for home sharing providers. Home sharing contracts will typically include amounts for the hiring of relief and / or respite and will be responsible for orienting the relief care providers to the individual and the home, ensuring the relief caregivers have: • Relevant experience and / or training. • Emergency and other essential information to support individuals. • Valid First Aid and CPR certification. • Satisfactory criminal record searches prior to working with individuals.

Contractors are expected to inform CCS if they intend to be away from home for longer than 5 days.

An emergency is defined as a situation that places an individual or caregiver at risk, and/or that requires the assistance of a doctor, nurse, 911 or Community Living BC. In the event of a medical or safety emergency the contractor will be asked to call 911 The host family will contact the family or designated family emergency contact if the family is not available, inform the home sharing coordinator and document the incident. CCS encourages caregivers to be aware of and follow community emergency preparedness plans. Support and Education

Policy: The Home Sharing program offers educational opportunities to contractors. Procedure: The Home Sharing program offers a variety of workshops and courses based on requests by the host families and the support needs of the persons served. The number and type of workshops offered will be determined by service partners’ availability and expertise.



Monitoring and Evaluation

Policy: The home sharing program staff are responsible for monitoring all contracts on a regular basis and annually. Procedures: Annual monitoring by the homesharing program staff will include: • Completion of a program review questionnaire that provides important feedback

about how things are going from the contractors’ perspective. • A home visit to complete the safety checklist. • Completion of the monitoring tool to evaluate adherence to CLBC standards. • A meeting to review the questionnaire, safety checklist, any critical incident reports

and other reports or issues relevant to renewal of the contract. Other monitoring throughout the year might include: • Offers of support, information or resources as requested. • Follow up to critical incident(s). • Follow up on actionable items identified in the monitoring tool.

CCS staff will also review with the individual and his or her family/ representative/ support network about their perspectives about how things are going. If all standards are being met and both parties agree we will offer to renew the contract and arrange for an update of individual care plans. If there are concerns we will try to address them and make changes as appropriate. The safety and well-being of the individual is always the most important consideration in our decisions. Health and Safety

Policy: The home sharing program is required to conduct a health and safety home assessment of contractor’s homes. Procedures: As part of the initial screening of the host family, CCS staff will conduct an assessment. Once the health ands safety standards have been met, the home sharing program will conduct regularly scheduled, annual at minimum, follow up health and safety checks to ensure continued compliance with health and safety standards.



The home sharing program conducts their assessments based on standards established by Community Living BC. Contractors are given a copy of the health and safety home assessment with the recommendations for improvements and time lines for those improvements. The home sharing program follows up with a yearly review of the checklist to ensure standards are still being met. The checklist may be reviewed at the same time as a support visit and/or in response to a critical or other incident. Failure to comply with health and safety standards will results in termination of contract.

Complaints

Policy: All complaints received by the home sharing program will be handled promptly and thoroughly in keeping with CCS policies and procedures. Procedure: Complaints about the services rendered by the home sharing program will be referred to the program coordinator. It is the responsibility of the program coordinator to resolve the matter with the complainant where possible. Any unresolved complaints regarding the home sharing services will be directed to the executive director. If the complaint is not resolved at this level, the executive director will take the matter to the board. If a person continues to have unresolved complaints about the home sharing program and/or CCS, the complaint can be taken to Community Living BC. Quality Assurance

Policy: the home sharing program has established outcomes based on deliverables outline in contract. Procedure: The home sharing program regularly evaluates the program and uses that information to guide planning for the long and short term. In the performance of their duties, staff collect information regarding both program and individual outcomes to determine efficiency, effectiveness, satisfaction and accessibility. Procedure: There are a variety of methods used to gain information and evaluate the program: • Satisfaction surveys (from the individual, their family, and the host family) • Reports to funder



• Anecdotal information • Feedback from other stakeholders

The information is used to evaluate the effectiveness of the program and plan for improvements to the program to better met the needs of those using the service. The information is also used in preparing reports for Clements Centre Board of Directors, Community Living BC and our accrediting body. Termination of Contract

Policy: Either party may terminate the contract within the terms as set out in each contract. Procedure: In addition to the terms set out, contracts may be cancelled for any of the following reasons: • Proven abuse and / or neglect. • Over-enrolment as outlined in the Community Care Facilities Act. • Unresolved health and safety concerns. • Failure to comply with all registration requirements.

In most cases except for proven abuse of neglect or immediate risk to the individual being supported, care providers will be given notice about specific concerns and there will be sufficient time for the contractor to rectify the situation to prevent termination of the contract. Written notice of contract will be provided according to the terms set out in each. The home sharing program will support the individual and family through the transition to a new living environment.

homesharing program coordinator handbook€¦ · • monitoring and evaluation • health and...

Documents