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SC Conference Call Notes, 12/13/12

Attendees:
Brenda, Rachel, Camille, Chrystal, Harold, John, Maureen, Patti, Michelle, Trudy, Adrienne, Andrea, Alexa, Diane, Victoria, Jane, Harriet, Kari, Karen, Laura, Lindsay, Maryanette, Matt, Renee

2013 Goals!
This is a compilation of individual SC goals from the full SC Team. It is a distillation of the most frequently cited goals. The Conference Call was spent discussing activities SCs can do to achieve the goals.

Goals Related to Professional Development
• Increase knowledge of major entitlement programs
o Become MMAP certified
o Learn about MMAP certification and being a MMAP counselor from Adrienne (John, Patti, and Jane are also MMAP certified)
o Donna would like to get on call in January/February regarding MMAP certification (RJ will follow up with Donna)
o Karen is looking for outline/book on what eligibility requirements are
 Trudy has “cheat sheet” that was distributed during SC training. Trudy can send cheat sheet out again. Trudy – can this be posted to Scoop?
 MMAP program provides this information
 John recommends call Elder Law / MiCAFE regarding this
o Michelle attended MiBridges training
o Frustration with level of availability of programs in Macomb County
• Build leadership skills
o Proactive in creating collaborations with other organizations (ACCESS, DHS, REMA)
o Reaching out with other regional SCs (monthly group in Kalamazoo; regional meetings in Metro – ie “Oakland County” or “Down River”)
o Join task force in area of interest (find big categories of interest and divide up energies between areas).
 SCAN Meetings – Oakland and Macomb, http://www.scannetworks.org/
o Geographical area senior communities (ie City-based)
o Diane is looking into leadership development classes
• Improve computer skills necessary for job
o Renee, Matt, and Alexa leading tutorial on Scoop in January
o Refresher on AASC Online training
o Npserv individual assistance on site
o npserv webinar on remote connection
o Excel training
o Powerpoint training
o Microsoft tutorials (on line) for self directed study

Goals Related to Building Administration
• Improve relationship between SC and building management to increase resident satisfaction
o Go into front office to say hi to Administrator and assistant
 Especially important for PT SCs to understand what happened in absence
 Saying good-bye when leaving for day or when leaving for errand and when will arrive back (show’s respect)
o Like-minded in goal of resident quality of life and ability to age in community
o Use dry erase board on door to indicate schedule updates
o Monthly/bimonthly meetings with residents to inform them of who SC is and what their role is (likewise Administrator, Liaison, maintenance staff, leadership)
o See below for educating
• Educate Administrators/Liaisons on role of SC
o Questions and issues of what SC role, Liaison, President roles are and how they interact
o Educational presentation on who’s job is what
o Continuous/repeated restating of roles because it is so new
o Brief summary of kinds of activities we do with clients during the week (akin to monthly SC report) – are monthly reports getting from CSI to Liaisons?
o Dropping new resources by front office
o People with good relations could submit what is working
o Team building with Liaisons and SCs on quarterly basis to build relationships slowly and get to know each other outside of individual building setting
o One-page document of what SC can do with members/residents for incoming members/residents (to inform new liaison and leasing agent)
o SC Brochure
o Ask questions on specific policies
• Learn what the budget is for SC’s
o Learn more how to properly utilize funds set aside for co-ops
o Not all budgets have been shared by administrators. May need to request.
o How budgets are developed for SC as a whole
o Expense reports vs Check requests
o What is turn around time for checks? Checks are cut on a two-week schedule at the same time as payroll. Check Rachel’s Zimbra calendar for when check requests are due (every other Thursday). Checks typically take less than week to be cut, signed, and mailed after the date they are due (they are co-signed by Tim and Trustee).

Goals Related to Community Resources
• Increase identification of local community and business resources
o Oakland County SW Intern is fleshing out AASC Online Community Resource Directory and will share with others
o Network with regional SCs to share resources (look up SCs who are registered with AASC)
o Cruise websites for resources
o New ALF at Rivertown
• Develop working relationship with DHS office and employees and learn to navigate DHS system better
o DH working with Inkster District on being “go to” person – person is a supervisor (Ms Kensley) willing to be contacted by SCs (Andrea is point person to create systemization of this so as not to overburden her – send ideas to Andrea or have coffee and talk). Potential for in-person meeting. Matt and Jane joining crew.
o SW Interns at DHS. Work with University and DHS to get assistance with solving navigation problems.
o Setting up appointment with DHS/APS to explain services through presentation and learn re their system.
o Learn email addresses. Much better and quicker correspondence.
o Talk with statewide DHS re SC Program. Build relationship with full system
o MiCAFE is good resource because they have established relationship with most DHS district office managers
o File for hearing within prescribed time frame

Goals Related to Resident Education
• Increase attendance at education programs
o Leave ½ page message on everyone’s door clips 2 days prior to presentations (or even same morning)
o Ask office to announce event over intercom
o Create monthly calendar of events and distribute to appts
o No events on Mondays because people forget
o Keep presentations at regular times/days because people respond to consistency
o Bimonthly “teas”
o Plan events at the top of the month to make sure they get into the calendar
o Alternate event locations to add interest and intimacy
o Create nicer flyers (goal to use clip art and spruce up flyers)
• Identify local resources that offer educational programs
o Use contacts from other SCs so that the speaker is known, trustworthy, and has received good evaluations
o Contact agencies that residents already work with (as clients)

Goals Related to Case Management
• Improve or develop monitoring techniques
o Take Wendy’s logic model guide a step further to assist with monthly SC reports and LLMSW supervision reports
o Is it possible to export from AASC Online to an Excel spreadsheet? Try copying and pasting. Talk with Mike C. at Pangea for tips.
o Use AASC Online report on frail and at risk. Print new one each month. Use monthly and works well. Report is in Personal Space under ADL summaries (can select report by month).
o Top drawer divided into months. Rotate the files from December to January (for example) after monitoring them.
• Client-driven Service Plans
o Looking at ISP and Updated Service Plans and how to involve residents in the process of developing the plans and achieving goals
o Ask member to tell her at least 2 goals (leave it less open ended)
• Increase consistency of entering information on AASC online
o Print out lists from either birthday or telephone directory option in AASC Online. Pencil in dates seen.
o Excel spreadsheet
o Stop by to look at another SC’s excel sheet better visualize how tracking mechanism works

Additional Goals
o Increase time efficiency
 Schedule more time than necessary for appt (ie extra 10 minutes for paperwork)
 Occasionally block out time in morning for monitoring phone calls (hang “in conference’ sign on door)
 Use task sheet on Zimbra calendar on daily basis. Number by priority. Can add as much information as needed.

How are we going to attain these goals?
– We’ll do a mid-year check-in.
– More individual training.
– Meet with PVM/CSI re education regarding role of SC

UM SI Communications Study – Diana Bachman

See attached ppt presentation.

Holiday Preparation:
o Clearly post schedule and back up phone numbers in advance. Please let members know that they can reach out to other Service Coordinators or Rachel and Brenda. See attached call list.
o Share schedule with liaison, Sharon, and front office
o Discuss at monthly meeting
o Check in with frail, at risk or isolated members in advance of PTO. Assess need for any proactive referrals. Give a copy of the back-up SC team contacts.
o Check back in with frail, at risk and isolated members upon return.
o Research and post information about support groups and crisis lines in advance of holidays. AA, Grief, illness-specific, depression/anxiety, other? Take time to check in with support group facilitators in order to make a knowledgeable referral. = be sure to post information regarding suicide lines as well
o Self care.

Happy Holidays All!