TRACKING SYSTEMS
Quick overview of some systems we need to create to better track progress and communication with families and caregivers while we’re still “slow”.
INITIAL CAREGIVER TRACKING – Starts when they first show interest in joining BubbieCare until they are Interviewed & Pass Background Check
- Name
- Location
- Source – fellow caregiver, Indeed Ad, Facebook, etc.
- Contact Info
- Initial Contact Made (from caregiver)
- Credentials
- Gender
- Initial Call / Email introducing them to BubbieCare Made
- Interest Level from Caregiver
- Date to follow-up via Phone, Text or Email if profile not started
- Contact Made With Caregiver for Follow-up – Email, Text or Phone Call entered in as a date to keep track of last contact method
- Number of Times Contacted
- Profile Started – listed as date
- Stage of Profile – last page completed of profile (can be noted as actual page or ¼, ½, ¾)
- Profile Completed – listed as date
- Interview Time/Date & Care Coordinator Assigned To
- Or we can simply forward information to the Care Coordinators so they can contact the caregiver to schedule
- Background Check Sent
- Notes
CAREGIVER ENGAGEMENT – Keeps track of when to touch base with caregivers because of lack of engagement with BC or when they need assistance finding employment
- List of All Caregivers current in system
- Number and List of Families they’ve applied to work for including dates
- Last Engagement with BC
- Employment Status
- Currently Employed or lists last date employed with a BC Family
- Phone Call/Text/Email
- Date of Call/Text/Email
- Nature of Call – was this touching base, going over how to improve profile, promotion (study, rewards, etc), etc
- Result of Contact entered into Caregiver Updates in App
- Touch Base Reminder Date
- Reason for touching base and method to reach out
- These are erased when not needed or reset to another date if needed
- Notes
CAREGIVER DISENGAGEMENT – Keeps track of Suspended Caregivers no longer active in system
- Name
- Location
- Contact Info
- Status
- Last Updated
- Reason for Suspension/Deactivation
- Notes
JOB POSTS – Begins when any Job Post created and tracks progress, shortcomings of shifts needed and prompting of contact with family for updates/prod them to call caregivers
- Family Name
- Location
- Status – is this a New Family, True Match (individually labeled as such to help payroll) or is it a Fill-In / Permanent Shift for Current Family
- Shifts Needed
- Job Post Sent – as a date
- Family Notification of Candidates – as a date
- Last Notification of New Candidates – as a date
- Shifts Still Needed to Fill – All, Weekends, Sunday Night, etc
- Family’s Preferred Method of Contact
- Phone Call/Email/Text to Family – as a date
- Result of Call / Notes are entered into Family Update
- Number of Times Contacted Family
- Hiring Status – Pending or Hired
- Entered into Payroll – as a date
- Entered into Schedule – as a date
NEW FAMILY ONBOARDING – From Initial Call until Signed Paperwork for Payroll
- Family Name
- Location
- Estimated Care Needed – as a date
- Status – Info Gathering, Interest High, Interest Medium, Interest Low
- Job Post Created – as a date
- Hours Needed
- Fees
- Hiring Status – Pending or Hired
- Payroll Needs Sent – as a date
- Authorization Forms Sent – as a date
- Preferred Method of Contact
- Touch Base Reminder Date and Reason
- Last Contact
- Method
- Result entered into Family Updates in App
- Invoice Sent
- Invoice Paid
- Notes
FAMILY ENGAGEMENT – After Family is in our system and currently using services (or can go longer for a designated period)
- Family Name
- Location
- Last Contacted
- Method – as a date
- Reason – New Hire, Promotion, Reduction/Increase in Hours, General Inquiry
- Results of which added to Family Updates
- Follow-Up Date
- Method of follow up
- Reason – New Hire triggers Testimonial
- If General Inquiry we can set as a standard based off of the last contact date… if a new hire or something else triggers a contact in between it can be reset