Visit Sessions

Annual and Change Event Visits

For each type of Visit that is done with the participant there is a corresponding session in Function portal that must be fully documented, with the accompanying assessment sessions, within 24 hours of the visit with the participant.

All visits are scheduled through Incoming call or Outbound call sessions. Once an Incoming or Outbound call session is submitted, Function Portal will need some time to update. It may take a few minutes for the scheduled visit date to then show up in the alerts on the right.

If a participant or Power of Attorney speaks a language different from the Service Coordinator, then Voyance should be used for translation services for the visit. This ensures the participant or POA has a direct line of communication to the Service Coordinator to communicate wants and needs, with no dual relationships coming into play.

1. Annual Visit- is scheduled during a call between the Service Coordinator and the participant or Power of Attorney prior to the due date for the assessment.
   • The SC can find the due date for the assessment on the right hand side of the screen in Function portal
     • Annual Visits are due no later than 364 days from the last Annual, Change event, or NPO visit.
     • Scheduling of the Annual visit can only take place up to 60 days prior to the due date.
     • If there is no Annual visit alert in Function Portal, then that means the visit is not within the time period it is allowed to be scheduled
     • When the alert shows on the right-hand side the SC can immediately begin attempts to schedule the upcoming visit
2. Change Event Visit- is scheduled during a call between the Service Coordinator and the participant or Power of Attorney prior to the due date for the assessment.
   • There will not be an alert in the right hand side of the screen for a Change event, as these events take place situationally
     • Examples of times when a Change Event will need to be scheduled (not all inclusive)
       • Within 14 days of a Critical incident or Unplanned Hospitalization
       • Within 14 days of a participant asking for an increase or new service to be added to their service plan
       • Within 14 days of a change in health condition
         • Examples include: new diagnosis that is affecting the participants daily functioning, worsening symptoms of a current diagnosis that have caused a change in daily functioning, the beginning of a treatment such a chemotherapy or radiation that is affecting the participant daily functioning, etc
       • Within 14 days of a change in caregiver support
         • Examples include: informal support is no longer able to provide care due to decline in their own health, informal support is no longer able to provide care due to change in their work/school schedule, informal support is experiencing burnout and is in need of support, etc
       • Within 14 days of a change in physical environment that is resulting in a change of the participants functioning
         • Examples include: participant is no longer living in a home with informals to assist them, participant is no longer living in a Res Hab setting and will need care that was once provided by this housing service, etc.

After the Annual Visit or Change Event Visit is scheduled in Function Portal there will be alert on the right hand side that shows that the visit has been scheduled with an option to “Document” or “Cancel”.

1. On the day of the visit the SC will call to confirm the visit, if the participant does not respond to attempts to confirm the visit, then the SC will utilize the “Cancel” button to document the unsuccessful contact and that the visit needed to be canceled.
2. If during the confirmation call the participant states they are no longer available for the previously scheduled visit, then the SC should set a new date/time to complete the visit. The SC should be mindful to ensure the rescheduled visit still takes place prior to the due date. If a visit is rescheduled, then the SC will document this by clicking the “reschedule” button in the alerts on the right side of the screen.
3. When the SC begins the scheduled Visit with the participant, the SC will click on the “Document” button on the right hand side and this will open a corresponding Visit session to be completed by the SC as part of the documentation of the visit.
   • The SC MUST click the document button to have access to the questions to ask the participant at the visit.
     • If the SC does not open the session the same day as the visit, the session cannot be back dated by the SC and the SC will need to let their Supervisor know that they need it to be adjusted. This is to be avoided.
4. When the SC is completed the review of all of the information in the Visit Session with the participant, then the SC will submit the session.