A planned passage can be cancelled by the service or no longer possible for the next of kin who had to pass. The steps differ: the service confirms its planning; a relative confirms only its own availability. In both cases, the family can clarify who informs the parent, who warns the persons concerned and who updates the calendar. This guide deals with the organization, without replacing the instructions of the service.
As soon as the cancellation is known: assign the communications
First note the information received and its source: who reported the cancellation, for what date and channel? Then choose the appropriate branch.
- The service cancels: the designated person contacts the service via the channel provided for the follow-up. Only the service can confirm its dates of passage.
- A relative is unavailable: the relative informs the agreed parent or family contact. A replacement is registered only after having accepted.
In both cases, explicitly assign the actions. The person who received the information should not assume that everyone is already notified.
| Step | Responsible person | Confirmation expected |
|---|---|---|
| Recontact the service to find out the planned suite | Close A | New niche or no confirmed replacement |
| Prevent the parent from changing the schedule | Close B | The parent received the information |
| Update shared calendar | Near A or B, named | New visible entry and old corrected entry |
| Check that the relatives concerned have info | Close C | Acknowledgement of receipt or direct response |
This table is a model to adapt, not a rule imposed on structures. Follow the contact mode indicated by the service and ask it to confirm the information that falls within its planning. Do not leave a box with "the family" as responsible: enter a person who has accepted the task.
For an unavailable relative, the table can keep the same steps, but replace " contact the service" with "inform the parent and look for a replacement relative". The next of kin who propose confirms their commitment; the family cannot confirm in its place.
Inform the parent and relatives without creating confusion
Forward short information: "The scheduled shift on Thursday at 10 a.m. is cancelled according to the message received from [service]. [First name] contact the service to confirm the continuation; [first name] informs [parent] and updates the schedule when the new schedule is confirmed. "If the replacement slot is not yet established, write it clearly. Do not turn a possibility into a confirmed appointment.
Choose with your parent who needs to receive these updates. A change to an intervention does not automatically justify sharing any other personal information. If the service needs to communicate directly with the person concerned or with a designated contact, check the parent's procedures and wishes.
Confirm before permanently changing the schedule
A new niche proposal is not necessarily a confirmation. First note "to be confirmed", then update the schedule when the service has confirmed the date and schedule. Indicate who received the confirmation and when. If no new date is given, leave the task open and assign the restart to a specific relative.
Example calendar entry — editorial model, not Tribulys interface wording:
| Before | After the announcement | After confirmation |
|---|---|---|
| Wednesday, 10 a.m. — planned passage | Wednesday, 10 a.m. — cancelled; further confirmation by service | New niche — confirmed by service on [date] |
For a relative, the final version should instead indicate "replacement accepted by [first name] on [date]. Always list the information sent from the information actually received: the "informed parent" line is completed only after confirmation by the person responsible for calling or seeing it.
Once the organisation has been confirmed, check three points: the parent has been informed, the calendar reflects the latest version and the relatives who coordinate this passage have received the update. Only one person should correct the main entrance; the others can then consult the same schedule. To prepare the passage taken, see the sheet on the relay before a visit; to keep track after passing, use the post-visit transmission model.
Keep a practical record of cancellation
Tram blank to copy:
Initial passage and date: ...
Cancellation indicated by ... on ...
Person who verifies the follow-up with the service or close friend: ...
Parent informed by ...; receipt confirmed on ...
Replacement: not planned / to be confirmed / confirmed by ...
Calendar corrected by ... on ...
Next action and responsible having accepted: ...
A simple note may contain the initial date, the date the cancellation was reported, the person who contacted the service, the result of the exchange and the person who informed the parent. Limit yourself to what is useful to the organization. The digital care journal can be used to find a transmission, while the calendar helps to visualize updated slots.
To correct the dates and share an update, choose the support your family already consults. Tribulys offers and the resource on the home help planning.
FAQ
Who has to call the service after a cancellation?
The family can designate a person responsible for requesting the relevant information, according to the procedures communicated by the service. Note who made contact and the result obtained.
Should a replacement slot be entered immediately?
If the cancellation comes from the service, note a new slot as confirmed after validation of the service. If a relative replaces the absent person, enter the date after that relative has accepted the relay. In the meantime, mark the action "to be confirmed" and assign the restart.
What if the relatives don't know who informed the parent?
Identify a person who will do so, then ask them to confirm once the information has been transmitted. Update the schedule so that the family can regain the real state of the organization.
Drafting method: models proposed by the Tribulys team with editorial assistance IA; fictional examples to be adapted.
Put this organisation into practice with Tribulys
Keep your care journal, shared calendar, tasks, medication tracking and emergency information together. Start for free and invite the relatives and professionals involved in your loved one’s care.