Home Care Client Intake

The process

Every client moves down these steps in order.

What it records

These fields come with the template. Add your own, rename them, or delete the ones you do not use.

• Client nametext
• Client contactcontact
• Suburbtext
• Referral fromtext
• Referral datedate
• Referral documentfile
• Family or representativecontact
• Assessment datedate
• Assessed bytext
• Support needsnotes
• Home safety notesnotes
• Assessment formfile
• Care planfile
• Care plan agreed withtext
• Service agreement signedboolean
• Coordinatortext
• Visit daystext
• First visit datedate
• Review due datedate
• Reviewed bytext
• Review outcomedropdown

Step by step

The documentation below ships with the template. It is what your team reads on the step itself while they are doing the work, not a manual filed somewhere else.

1. 01

   Referral

   A new client has been referred.

   Required before the job can move on

   • Client name
   • Suburb
   • Referral from
   • Referral date

   Also on this step, but optional: Client contact, Family or representative, Referral document.

   Purpose

   Log every referral the day it arrives, so nobody waits in an inbox.

   Tasks

   1. Enter the Client name and Suburb.

   2. Record Referral from (e.g. "GP", "hospital discharge team", "family", "self") and the Referral date.

   3. Pick the Client contact and any Family or representative you will be speaking to.

   4. Attach the Referral document if there is one.

   5. Contact the client or their representative to arrange an assessment visit.

   Gate to advance

   Client name, Suburb, Referral from and Referral date must be filled in.

   Notes

   If you cannot service the suburb or the referral is not a fit, record why on the record's Notes tab and archive.

2. 02

   Assessment

   Home visit done and support needs recorded.

   Required before the job can move on

   • Assessment date
   • Assessed by
   • Support needs

   Also on this step, but optional: Home safety notes, Assessment form.

   Purpose

   Understand what the client needs before anything is planned or booked.

   Tasks

   1. Visit the client and complete your organisation's own assessment.

   2. Set the Assessment date and Assessed by.

   3. Summarise the Support needs in plain words (e.g. "shopping weekly, help with showering three times a week").

   4. Note anything staff should know before visiting in Home safety notes (pets, steps, parking, smoking).

   5. Attach your completed Assessment form.

   Gate to advance

   Assessment date, Assessed by and Support needs must be filled in. No care plan without an assessment.

   Notes

   Follow your organisation's assessment policy. This step records that the assessment happened and who did it.

3. 03

   Care plan

   Plan agreed with the client and their family.

   Required before the job can move on

   • Care plan
   • Care plan agreed with
   • Service agreement signed

   Purpose

   Agree in writing what will be provided, so the client, their family and your staff all expect the same thing.

   Tasks

   1. Write the plan from the assessment and attach it as Care plan.

   2. Go through it with the client and anyone they want involved. Record who in Care plan agreed with.

   3. Tick Service agreement signed once your service agreement is signed and filed.

   Gate to advance

   Care plan, Care plan agreed with and Service agreement signed must be set. Services do not start without them.

4. 04

   Services started

   Visits scheduled and a coordinator assigned.

   Required before the job can move on

   • Coordinator
   • Visit days
   • First visit date
   • Review due date

   Purpose

   Turn the plan into a schedule, with one person accountable for the client.

   Tasks

   1. Name the Coordinator.

   2. Set the Visit days (e.g. "Mon, Wed, Fri mornings") and the First visit date.

   3. Set the Review due date, usually three months out or as your policy requires.

   4. Brief the staff doing the visits, including the Home safety notes.

   5. Call the client after the first visit to check it went well.

   Gate to advance

   Coordinator, Visit days, First visit date and Review due date must be set.

   Notes

   Give this step a target number of days that matches your review cycle, so clients overdue for review are flagged in the weekly digest.

5. 05

   Review

   Scheduled review with the client.

   Required before the job can move on

   • Reviewed by
   • Review outcome

   Purpose

   Check the plan still fits the client, and change it if it does not.

   Tasks

   1. Meet the client and anyone they want involved.

   2. Record Reviewed by and the Review outcome.

   3. If the plan changed, attach the new version as Care plan and note what changed on the record's Notes tab.

   Gate to advance

   Reviewed by and Review outcome must be set. For ongoing clients, set a new Review due date and move them back to Services started. Archive clients whose services have ended.

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