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”.

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

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

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

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