Our Process

Wondering what to expect out of the in-home care process? Read more about how we work.

1. Discovery Call

The best way to start off any new relationship is to get to know each other. We want to talk with you about your situation to determine if we can meet your needs, and we want you to learn about us to see if we’re the right choice for your family. Starting in-home care can be a difficult adjustment, and the better the fit, the more successful (and less stressful!) it will be.
That’s why we start off with a 20-30-minute discovery call with a client service specialist. We’ll ask you questions designed to better understand your situation, how it’s evolved over time, and how it’s affecting both you and your loved one. Our mission is to help the family as a whole and become part of your care team, which means taking care of you as the family caregiver as well!
We’ll then cover the logistics of when care will be needed, how often, and the specific tasks a caregiver will need to assist with. If your loved one is suffering from any specific conditions like dementia or arthritis, or if they’re recovering from an orthopedic procedure, we’ll explain our training programs that address those issues.
Next, we’ll give you an overview of how we work, and you can ask us anything that’s on your mind. If it seems like a good idea to move to the next step in the process, we’ll set up a more formal assessment with one of our care managers to get more into the details of how we can help. During the call we’ll also give you a rough idea of the costs and fill you in on how we bill so you know exactly what to expect.
Once the call is completed, we’ll send you an email with an information packet containing everything you need to know about working with us so you can reference it as often as you need. We may also send specifics on one or more of our specialty programs if it applies to your situation. And if an assessment is booked, we’ll also follow up confirming that appointment.
At any point after the call, we encourage you to reach out if you have any additional questions or the situation has changed. And if for some reason we’re not a fit for you, we’ll make recommendations for options that might work better.

2. Needs Assessment & Home Inspection

In the next step of the process, you’ll meet with a care manager who will take a deeper dive into your situation and needs. They’ll ask more specifics about your loved one’s medical conditions and how they are handling the activities of daily living (ADLs). Daily schedules, recurring appointments and other day-to-day or week-to-week activities like social groups or classes will also be discussed.
Beyond ADLs and schedules, your care manager will want to explore what you and your loved one hope to get out of in-home care and what you’re looking for in a caregiver. Our goal is to provide an experienced, trained caregiver who can also be a companion and provide socialization. To achieve that, your care manager will ask questions about personality, hobbies, interests, likes, and dislikes. The more they know about your loved one, the better chance for a great caregiver match.
At this point if you decide you’d like to move forward with in-home care, your care manager will provide you with a service agreement outlining the details of the schedule, duties, costs, and other items. It’s important to note that we don’t require a long-term commitment, as we are sensitive to the changing needs of seniors and want to be as flexible as possible.
After the needs assessment is performed and the service agreement is signed, your care manager will perform a home inspection. During this time, they’ll ensure the environment is safe for your loved one and set up for a caregiver to perform their duties. It’s possible that the care manager will recommend home modifications to be made to help us better provide caregiving services.

3. Care Plan Development

The care plan is a document used daily by the caregiver once care starts, but a care manager begins developing it as soon they start meeting with you. In essence, it’s the needs assessment, home inspection, and other information gathered during those meetings distilled into an actionable plan and reference guide for the caregiver to follow.
The care plan is a dynamic document that is constantly being updated and evaluated to keep up with changing needs. It contains medical information and general background/history on your loved one as well as emergency contact information. Your caregiver will record notes and reference it to stay on top of the daily schedule, personal care needs, housekeeping and meal prep tasks, and other activities.

4. Caregiver Matching

Once the care plan is developed, your care manager will get to work on finding the right caregiver for you and your family. We have a large pool of trained caregivers ready for assignments – each with unique skills, experience, education, and personality.
A caregiver’s availability is also a factor during the matching process, and it’s important to know that agencies cannot always guarantee an immediate placement. Your care manager will try their best to match your loved one with a caregiver that will not only provide excellent care, but that has the potential for a meaningful relationship. That can sometimes take additional time.
No matter which caregiver is placed in your home, you can rest assured each one we hire is thoroughly vetted and trained. Unlike hiring a private caregiver on your own, you won’t have to worry about interviewing, doing background and reference checks, or taking care of insurance and taxes. You can learn more about our caregiver hiring, training, and matching process here.

5. Setting Up For Success

Throughout the entire assessment, home inspection, care plan development and matching process, your care manager will be helping you get prepared for the start of care – from the supplies you’ll need, to sharing ways to get the most of out of the caregiver relationship. Once a caregiver is selected and ready to begin work, your care manager will give you a call to let you know and tell you a bit about them.
Your care manager will be helping to manage and supervise the caregiver in your home and will be your main point of contact throughout your time with us. They’re an enthusiastic part of your care team, facilitating a successful caregiving relationship and always ready to help.

6. Care Begins

Now that all the background work has been completed, it’s time to start care! After the first day, your care manager will touch base with you to see how it went and if the caregiver is a good fit. If there are any hiccups, the care manager will get in touch with the caregiver to make any necessary adjustments. And if for some reason the caregiver isn’t working out after a few shifts, your care manager will explore bringing in a replacement caregiver.
As care continues, your care manager will continue to follow up with you and provide coaching and supervision to the caregiver. Throughout your entire time with us, your care manager, caregiver, and the entire staff at Sequoia Senior Solutions will work to ensure the best care possible for your family.

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