Many group homes have site logs that are filled with general information that is commonly used and needed by each group home to comply with a provider’s policies. Individual group homes have specific information that is personalized to each home. A house log can provide that information.
Purpose
- Keep residents life stable and consistent through planned and unplanned staff changes.
- Have information that is unique to the individual group homes and its residents.
- Provide a quick reference for new staff and relief staff.
- Give a new hire an accurate idea of what it is like to work in each individual home.
Where idea originated
I did relief staff in many group homes. I found the information from the staff very helpful, but sometimes incomplete. As relief staff, I didn’t have the time to read each main file. Even if I did, was that the best use of my time? I thought it would be helpful to have a quick reference guide to the clients and each individual house that I worked at. Needing relief staff meant a break in routine for some reason. The change in itself often caused extra responsibilities and stress on the staff and residents.
Basic design of book
I would have the resident section book broke down in two sections.
- A section with complete information on the residents with photos and names
- A section with residents’ initials and no photos
Both sections would have all the information available to current employees. The section with the photos and names of the residents would not be available for potential new hires to maintain confidentiality, but allow them to know what a house is really like to work at.
Ideally, a copy of the resident section without names and photos can be kept at the main office for potential new hires could decide on a house before they and the group home manager use time and gas meeting at one of the houses. This could reduce house-to-house group home staff transfers within a company.
A house log can easily be added to any home. These are some ideas for topics and pages that can be included in a house log:
COVER OF HOUSE LOG
- Name of house (as known by the company)
- Address and phone number of house
- House manager’s name and phone number
- Photos of staff and residents
- Photo of the house
- Company logo
FIRST PAGE
- All emergency phone numbers
- All house staff phone numbers
- All important numbers for clients (family, friends, guardian, DTA, work program)
SECOND PAGE
RESIDENTS SECTION
- Photo Page-the first page should have a photo with the resident’s name. Ideally, have several photos or a collage of photos. The photos should be flattering. Various photos of the resident having fun, participating in activities, and positive interaction with staff are great choices. This will make a good first impression. It will start someone out with a positive view of the resident. It will also give a starting ground for conversation and interaction with the resident.
- Pages should be put in an order that makes sense for your house. There should be space/lines to add changes and additional information in each section. (When there is a delay typing up the changes, there is a place to share information regarding those changes in a timely manner)
- Resident profile from Main File
- Positive description of resident w/diagnosis
- Include favorite pastimes and interests
- Daily Routine-include weekend and weekday schedule and routine. Add details. If at 8p he goes to bed, put his bedtime routine-goes to the bathroom, brushes teeth, likes to say good night to each staff, puts on pajamas, uses overnight depends, likes to be covered up by staff, he listens to music all night, he doesn’t like his door shut. He needs to be woke up and prompted to use restroom about 2a.
- Include any special instructions for showering, eating, etc.
- There could be just a schedule with time frames and then a section following with it broke down by topics like showering, eating, outings, etc., or the details can be right after the time on the schedule.
- When different staff has different routines, include all options. They could be labeled option a, b, and c. The staff could add a brief description of why they use a particular option. New staff and relief staff can make an educated choice and find what works for them. List of suggested activities in the home and outings the resident likes.
STAFF SECTION
- Staff phone numbers and pictures so someone new can identify them easily.
- Brief description of staff and interests
- Copy of current schedule so they aren’t surprised by the coming and going of co-workers
Talking to house staff and relief staff will assist in making the house log effective and valuable for each individual house. Have a lead staff be responsible for the house log updates as needed.
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