Staff
Scheduling / Program Planning / Activity
Coordination & Duty Assignment
Program
Implementation / Assessment and Reporting
A
simple but important process is maintenance of a "registry-of-persons"
database. Employment status data is made available to the system for a variety
of purposes.
The Master Scheduler manages the database of staff work schedules. Daily planning requires timely information about when staff are scheduled to perform the direct-care duties.
A
core process is the Planner which is used by supervisory and planning personnel.
The Planner manages a huge database system that incorporates all of the
activities in which clients engage.
Corresponding to each daily activity are one or more duties. A duty is a unit of work that can be assigned to direct-care staff. Each is a highly structured specification of what the client is to do and how staff are expected to support it. A duty contains all of the documents, staff qualifications or training requirements, prioritization, and estimated time requirements needed to assign the unit of work.
Most
importantly, each duty has a detailed "Task List" which spells
out what is to be done by both staff person and client. The task list consists
of logically ordered statements which are created using a "user-friendly"
process that facilitates the initial development of the list. Changes based
upon experience are edited into the task list where needed.
The
Poster is a process which brings together all of the databases to create
daily schedules for each client by selecting and ordering the appropriate
activities into timeblocks (morning, afternoon, evening, etc.). Then, the
process is used to pair each of the duties corresponding to client activities
with available and qualified staff members. When completed, such schedules
are "posted" which means that they are transmitted on the date
and time indicated to the direct-care staff in the living or working area
of clients.
The
kiosk process is implemented on a computer which resides in the client living
(or working) area. The enclosures are designed to be minimally intrusive
in the clients' environment, while being readily available for use by direct-care
staff.
The computer processes implemented on the "kiosk" computer are designed to use "fingertip" activation on a touch-screen. While the touch-screen is not essential (the program works equally well with a "mouse") it is efficient for staff who cannot readily sit down to use a computer.
The
Kiosk process presents all the information needed for each staff person
to complete the duties of their shift. Individual client schedules, complete
with recommended performance times and priorities, can be examined. The
same information is organized by individual staff member so then he or she
may readily see the ordered list of activities and duties for which he or
she is responsible.
The kiosk display is interactive and direct-care staff confirm duty completion by entering needed data in real-time.
Real-time alerts are issued on the "kiosk" display for high-priority, time-sensitive duties such as medication delivery. Staff are also able to set reminders for important time-sensitive duties.
Additionally, features are incorporated into the Kiosk process permitting the direct-care staff to use internal "E-memo" communication, manage client funds, view work schedules of all staff, find key personnel assignments, set up vehicle usage schedules, see identification photographs, and search other information useful in their work environment.
The
assessment process is designed to provide concise and informative summaries
of resident proficiency. Since virtually all information is collected at
the kiosk, through the use of standardized rating scales and special data
setups, the assessment process can occur immediately and routinely. It includes
assessment summaries at the duty and task level, as well as a ranked list
to see at a glance what needs to be reviewed immediately. A legend of four
icons is used for all levels of assessments to provide efficient viewing
of large amounts of information.
The
report process accommodates the various types of reports that can be generated
by selecting a time period and specific information to report. The reports
are used on a weekly, quarterly and annual basis to communicate service
to the team members. The reports can include summaries of service outcomes,
affect and health, and a full service outline with assessment. CappsDATA
is capable of generating large amounts of information about execution of
tasks and duties.
