When several relatives participate in the organisation of home help, it is convenient to find quickly who contact for a question of planning, a change of way or a family task. A list of contacts can avoid looking in old messages. However, it must remain a logistical help: it does not constitute an emergency record and does not replace the procedures of professionals.
Set the perimeter of the list
Start by asking your parent what contacts he or she wishes to bring together and with whom he or she wishes to share this list. They may be relatives who coordinate visits, the home help service already chosen and a person responsible for a specific relay. The parent decides on the contact details and the recipients.
For each entry, describe a concrete role: "prevent in case of change of our family visit" or "administrative contact of the service, according to the procedures communicated". Avoid vague references as "principal referant" if they do not say what the person can do. Do not assign a relative an availability or a warrant that he or she has not confirmed.
A sample list to copy
| Contact | Agreed role | Coordinate to be checked | When to contact him? | Verified on |
|---|---|---|---|---|
| [Name of close coordinator] | Update Family Planning | Phone or e-mail selected | For a change in organization | Date |
| Close relay | Confirm a proposed family task | Preferred channel | If the coordinator is unavailable, after agreement | Date |
| Home service | Question on his own schedule or modalities | Official coordination provided by the service | According to his instructions | Date |
| Parent concerned | Validate a preference or information to share | Channel chosen by the parent | Before changing an organization that concerns it | Date |
Do not enter an address or number found in an old document without checking it. An exact but outdated co-ordinate may delay an organization. Leave an empty cell or mark "to be confirmed" until the person has validated the information.
Fictitious example: distinguishing the role of each person
The names and roles below are fictitious. They illustrate the accuracy of a list, without describing a real situation.
| Contact | Role | Agreed limit | Update |
|---|---|---|---|
| Anaïs, girl | Updates the family calendar | Do not confirm in place of the service | Check her number with her |
| Karim, son | Can replace Anaïs for a race, if it confirms | Not available every week | Confirm before assigning a task |
| Welcome of the chosen service | Answers planning questions according to the terms of the service | Contact via the official number indicated by the service | Check the contact information on a recent document |
| Jean, the parent | Choose who receives the family information | Its preferences guide sharing | Review with him when the organization changes |
This list makes the limits visible. If the service is to be joined, the family follows the channels and instructions that it has communicated. The family list does not promise that a contact will answer at any time or that it is responsible for intervening in all situations.
Check contact information and authorizations
The first check is to ask each person directly if their role and co-ordinate are correct. Then, confirm with the parent who can view the list. When a relative leaves the organization or a number changes, correct the reference version and remove copies that have become useless.
Avoid joining the list of personal information that is not necessary for coordination. If a document mentions information about the parent's privacy, ask him before copying it or making it accessible to other relatives. The card should not become a comprehensive file.
Distinguish practical contact and person to prevent
It is tempting to add a column "to call in the event of a problem", but it may suggest that a relative provides a permanence or that he or she should be approached in all situations. Prefer to describe a limited and agreed use: "prevent if our family visit is staggered" or "contact for a question about the family calendar". For any procedure that falls under the jurisdiction of a department, use the contact information and procedures that it has directly communicated.
If the parent wishes a relative to be informed of a specific change, enter the perimeter and check that the relative has agreed. A clear list does not imply that people are available at any time. You can note a preferred channel and the times when it is reasonable to contact him, if everyone agrees. Do not add a personal address or a secondary number without validation.
When a professional intervenes at home, separate family coordination contacts from the agency's instructions. The family may need the standard communicated to ask for a clarification on a schedule, but it should not assume the direct availability of a provider or transmit details to it through an unagreed channel. public statement on the care journal describes this medium for the provision of services to the person; each structure specifies its own functioning.
Keep, share and check the list
Choose a known location for those who need to view the list: a home notebook or a shared document, depending on family habits. For a paper version, enter the date of the update and some useful lines, and then replace the old copies when a role or co-ordinate changes. If the list is displayed, ask the parent who can read it; a personal co-ordinate should not circulate more widely than expected.
When a role, service or preference for sharing changes, reread the list with the parent and relatives concerned. Check the contact details directly and confirm that everyone still accepts their role. The statement "checks the... by..." helps to locate the last review; in case of doubt, confirm the information before using it. For digital media, check the access options offered by its publisher.
To clarify the roles around this list, see also Preparing a relay between caregivers at home and Organize help between brothers and sisters.
To organize information that circulates between relatives, consult the guide for the coordination of carers and the resource on the digital care journal. Tribolys offers a notebook and an agenda in its Essential offer up to five members. The additional functions are detailed in the rates. Choose support according to the habits of the family and the people who need to access it.
FAQ
Does this list replace an emergency record?
No. It is used to organize daily contacts and does not replace the instructions or procedures provided by the competent professionals and services.
Should we add all the family members?
No. With your parent, choose people who have a practical role and who need to consult these contact information.
What if the role of a loved one is not clear?
Ask him what he agrees to take care of and enter this limit with his agreement. A task is not confirmed until he has accepted it.
How often do you review the list?
Update it when a co-ordinate, role, or preference for sharing changes. You can also choose a regular reminder tailored to your organization.
Models proposed by the Tribulys team; fictitious 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.