Flu season is coming, and if you run a home care agency, you already know what that can mean for you. Flu season brings more sick clients, caregiver call-outs, last-minute schedule changes, and a whole lot of juggling your tasks. You cannot prevent everyone from getting sick, but you can make sure your agency is ready when it happens. A little preparation now can save your team a lot of scrambling later.
When Winter Illnesses Start
Winter illnesses affect caregivers and office staff, too. Even just one call-out can quickly turn into a coverage problem. Your agency should take a few minutes to review what happens when a caregiver cannot make it to a shift & figure out if everyone knows who handles coverage, who contacts the client, and what needs to be documented. If you haven’t, now is the time to get everyone on the same page.
Have a Plan for Call-Outs
Make sure caregivers know how to report an illness and that your team knows what happens next. Your agency should review who is responsible for finding coverage, contacting the client or family, documenting the situation, & escalating concerns when needed. When everyone knows the process, your team does not have to figure it out in the middle of a busy morning.
Know Where You Have Staffing Gaps
Be sure to take a look at your caregiver availability before flu season gets busy. Think about who can pick up an extra shift, which clients are harder to cover, & if there are certain days or shifts where you are already stretched thin. When you know your weak spots ahead of time, you give yourself a chance to prepare before the call-outs start piling up around you.
Keep Communication Clear
When a schedule changes because of illness, everyone needs to know what is happening. Keep clients, families, caregivers, and your internal team informed, and document those conversations. Good documentation on your end makes it much easier for the next person handling the situation to know what happened.
Let Your Data Help
Your agency management software can help you spot patterns in call-outs, uncovered shifts, overtime, and last-minute changes. If you already struggle to cover Tuesday evenings, flu season is not the time to discover it for the first time! Use your data to identify problem areas and make a plan.
Do Not Wait for the First Wave
While you can’t stop flu season from happening, you can make it easier on your team. Review your procedures, check your staffing, look at your data, and make sure everyone knows the plan! A little preparation now can make those early-morning call-outs and last-minute schedule changes much easier to handle.
If you need help gathering your data and making a plan, contact us for a free consultation!