RESPITE SERVICE MANUAL 1
RESPITE WORKER 1. SCHEDULING Scheduling of the respite worker is done by the Respite Office ( Respite ). Parents or guardians of the clients hereinafter referred to as Parent(s)/Guardians shall call and speak directly to the schedule clerk or leave their request on the telephone answering machine (with the client s full name, the date and time you are requesting respite services). Parent(s) shall give four (4) working days (ninety-six {96} hours) prior notice when requesting respite services. (The ninety six {96} hours excludes weekends and holidays.) If Parent(s) have prior knowledge of the need for Respite, for example, a week or month s prior knowledge, then the Parent(s) should advise the scheduling clerk. If it is necessary to make a late request for a Respite Worker, an attempt will be made to provide one. Parent(s) can schedule other appointments with the Respite Worker while care is provided. The respite Worker must call the office and give the schedules arranged with the parent(s) before Respite is provided. Respite cannot guarantee that a family will have the respite care of one Respite Worker who will work for the family on an ongoing, permanent schedule. (It is usually impossible to get that kind of commitment from a person). As parent(s) make requests, we first check with the Respite Workers who have already worked for the family, but if none are available a new worker is sent out. Respite workers contact us and let us know when they are available to work assignments. We do not compel them to work any set number of respite jobs or for any particular clients. 2. PARENTS NOTIFICATION WHEN A RESPITE WORKER CANNOT BE FOUND Occasionally, despite the respite service s efforts to arrange respite for certain dates, a Respite Worker cannot be provided. 2
A. If the Parent(s) has/have given the required four (4) working days prior notice of request for Respite Services, the Parent(s) will receive confirmation two (2) days before the requested date. B. If the Parent(s) has/have not given the required four (4) work days prior notice then he/she should contact the office the day before the requested date to see if respite has been arranged. C. Parents should follow-up on their scheduled appointments. 3. VERIFICATION OF HOURS WORKED Upon completion of a Respite assignment, it is mandatory for Parent(s) to confirm the following items on the respite Note or Voucher ( Note ): a. Client s Name e. Personal Worker s Signature b. Date f. Parent s Signature or an adult over 18 c. Time in/out g. Comments/Special Instructions d. Activities performed Parent(s) should carefully examine the Respite Note for correctness. Particular attention should be given to the date and number of hours worked because a Parent s signature is verification that these are correct. The Respite Worker mails or takes the Notes to the Respite Office. The Respite Worker is paid and Regional Center is billed from the information on the Respite Note. The Respite Worker shall not be paid for hours not worked. Parent(s) should check the information carefully and correct any errors before signing the Note. Parents cannot give their allotted hours away for hours not worked. Parent(s) are allocated a specific number of hours each month by Regional Center. Parent(s) shall keep track of hours used each and every month to avoid exceeding the number of respite hours allocated to them. PARENT(S) MUST PAY FOR HOURS USED OVER AND ABOVE THE HOURS AUTHORIZED BY Regional center. The hourly rate to be paid by the Parent(s) is the same rate charged to Regional center. A statement shall be mailed to the Parent(s) at the beginning of each month for any hours used in excess of the total hours allocated to them by Regional Center. Parent(s) agree to pay the amount promptly upon receipt of the billing. Respite services will be suspended until parents pay for hours over the authorized amount. Any inquiries regarding the Parent(s) contract, hours, increases, decreases, or termination of services, should be made to their Regional Center Caseworker. 3
4. CANCELLATIONS/CHARGES Respite Workers are guaranteed a minimum of two (3) hours for payment on their time cards if: a. A Parent(s) cancels within twenty-five (25) hours (excluding weekends and holidays) or less of a previously confirmed job or if a Parent(s) decides not to use respite Services after the Respite Worker arrives. b. The Respite Worker arrives and finds no one home. The Respite Worker must wait twenty (20) minutes after the time of the scheduled appointment and leave a Respite Note with his or her name, date, and time. c. The Respite Worker notifies the office of appointments missed by the Parent(s). d. A parent changes the start time of a previously confirmed schedule in less than twenty-four (25) hours (excluding weekends and holidays). 5. RESPITE WILL BE IN THE PARENT(S) HOME Respite is an in-home program. The program was designed for clients to be cared for in the familiar surroundings of their own homes. Respite cannot be performed in the Respite Worker s home. The parent does not have to leave the home in order for respite to be provided. The developmentally disabled client, whose name appears on the Respite Contract, must always be present in the home when respite care is provided. All Respite work must be performed in the client s home or its surroundings. The Respite Client shall not be left alone before the respite Worker arrives. Due to the Child Abuse Law in California, we, the respite agency, are required to report such incidents. Please leave the client with a responsible adult of 18 years or older. If parent(s) feel that they may not arrive back at the scheduled time, they shall provide detailed instructions as to wheat other household member (an adult, 18 years and older) the client may be left with. 6. RESPITE WORKER LIMITATIONS Respite Workers may not perform duties which require the special training and licensing of nurses, physicians, physical therapists or school tutors. These include but are not limited to: 4
-Prescribing Medication -Tube Feeding -Suctioning -Oxygen Use -Physical Therapy -Wound Dressing -Pulmonary Treatment 7. RESPITE WORKER LIMITATIONS Parent(s) shall leave written instructions as to what activities they want the client to participate in while the Respite Worker is present. They will also leave written instructions as to which activities they do not want the client to participate in, and also any specific care needed, within the Respite Worker s Job description. 8. MEDICATIONS Respite Workers may give medications only if dosages have been pre-measured, and removed and separated from the original containers. Medication (pills, liquids, etc.) must be taken out of the original container. The Respite Worker must have verbal and written instructions regarding medications from the Parent(s). No injections or suppositories may be given. There will be no exceptions to these rules. 9. EMERGENCY INFORMATION SHEET Parent(s) must complete emergency instructions and post them where they will be easily accessible to the Respite Worker. These must include: a. A phone number where the Parent(s) can be reached; b. Name and phone number of nearest relative; c. Physician s name and phone number; d. Name and phone number of Hospital of preference; e. Allergies (medications, foods, environmental) f. Any other information the Parent(s) feels would be necessary in case of an emergency. 10. RESPITE WORKER The duty of the respite worker is to care for the developmentally disabled client. They are not responsible for the duties listed below, which may include, but not limited to: a. Housekeeper. b. Cooks c. Drivers 5
d. Therapists e. Tutors f. Messengers (answering phones) etc. They will serve prepared meals to clients upon request. The Parent(s) shall leave the prepared meal or instructions on the preparation of a quick meal (cereal, sandwich, canned soups, heating up leftovers, etc. The Respite Worker cannot transport clients in any vehicle. Respite Workers cannot live in the same household as the client. (Pursuant to Regional Center Regulations). 11. MEETING/TRAINING It is mandatory for Respite Workers to attend the quarterly staff meetings which are held on the 10 th. If the 10 th lands on a weekend it will take place on the previous work day. If you are scheduling an appointment on this date, you must schedule before or after the respite meeting. It is also mandatory for Respite Workers to attend training sessions. No specific date has been set for such training. 12. RESPITE WORKER EVALUATION Respite Workers are evaluated at intervals of one (1) month after their date of hire and twice yearly thereafter to assist us in our effort to maintain quality service. When an evaluation request is received by the Parent(s), the Parent(s) should complete and return the evaluation as soon as possible. 13. GRIEVANCE PROCEDURE If parent(s) wish to file a grievance, he/she should contact the Respite Office and discuss the grievance. If further action is required, the grievance will be referred to the administrator. 14. SUPERVISORY HOME VISITS An unannounced home visits will be made on the Respite Worker during scheduled work hours. These visits will assist in evaluating Imperial Valley Respite s services and give us a better understanding of the Parent(s) needs. 15. BUDDY-SYSTEM Parent(s) will be advised before their appointment as to when a new employee will be on training at their home with one of our designated Respite Worker. 6
16. REFUSAL OF A RESPITE WORKER Parent(s) have the right to refuse a Respite Worker if not dressed appropriately, such as (wearing tank tops, dresses, skirts, sandals, high heels or pumps, etc.). Parents must report these incidents to the office immediately. 17. PHOTO I.D. CARDS Respite employees will be provided with a photo I.D. Card. The I.D. Card will contain the following: a. Name and address of the respite agency b. Employee s name, title, employee number, and date of hire c. Employee photo The Parent(s) are responsible for checking all Respite personnel for proper identification. 18. ACCIDENT AND INCIDENT REPORTS All accidents or reportable incidents shall be reported to the office manager immediately or within 24 hours. An accident or incident report and a home visit shall be made. After office hours call the emergency number. 19. OFFICE HOURS The office is open from 8:00 a.m. to 4:30 p.m., Mondays thru Fridays, except holidays. 20. HOLIDAYS The office is closed and the respite worker may choose to work on a holiday. The respite worker shall inform the office staff. New Year s Day Labor Day Veteran s Day Washington s Birthday Thanksgiving Day Martin Luther King Jr Day Memorial Day Christmas Independence Day 21. EMERGENCIES In emergency situations only, call the emergency number. If you do not receive a response to your call within ten (10) minutes, try again. If no response, call the office and leave a message on the answering machine. 22. ANSWERING MACHINE 7
For your convenience, an answering machine is provided for parents who would like to leave a message and/or appointments after work hours, holidays and weekends. Messages will be taken from the machine on the following work day. 23. LIMITATION OF LIABILITY The respite Service shall not be held liable for the following, but not limited to: a. Injury, loss or damage caused by pets. b. Injury, loss or damage caused by homes left unlocked, or keys left outside. c. Messages left on answering machines that do not work properly, or that do not identify the telephone number or residence of the recipient. d. Payment of sitters who are not employed by the respite service. e. Injury, loss or damage as a result of children or visitors left unattended prior to Respite Worker arrival and/or during respite services provided. f. Injury, loss or damage to pets. g. Normal household wear and tear. h. Money or items of value that are left out or are visible to children or visitors. THE RESPITE AGENCY RESERVES THE RIGHT TO RFUSE RESPITE SERVICES TO ANYONE. IN ADDITION, SERVICES ARE SUBJECT TO AVAILABILITY. These rules are not all inclusive and are subject to change. Parent(s) should check with the Respite Office to be certain they have a copy of the latest respite requirements. 8
RECEIPT OF RESPITE SERVICE HANDBOOK I have received and read a copy of the Respite Service Manual and I agree to abide by the policies and procedures contained therein. If I have questions regarding the rules, policies and procedures, I will bring them to the attention of the Office Manager. Parent/Guardian s Signature Date Print Client s Name Office Staff Date Respite Service Manual Rev 11/19/04 9