A Home Care Pulse Integrated Partner since 2010 This special presentation sponsored by:

Presented by Aaron Marcum, Founder & CEO of Home Care Pulse The Caregiver Mentor Program

Housekeeping »Everyone is on mute. »IMPORTANT – For the best quality audio, try using your telephone and not your computer’s microphone. »Type your questions in the question box and we will address them at the end of the call. »Please “be present” today, pretend we are in a classroom together. »Please take the one question survey when leaving the presentation.

Presenters’ Background Aaron Marcum, CEO & Founder of Home Care Pulse

Who Are We? Leading Quality Management Firm for the Home Care Industry Founders and Creators of the Largest National Study for Home Care

Front Stage vs. Back Stage Front Stage – You, your team, and your Caregivers are front stage performers. Back Stage – “Everything that occurs Back Stage is determined, measured, and judged by how well it contributes to the results achieved on the Front Stage. The growth of the Front Stage quickly comes to a stop unless the Back Stage is continually growing.” - Strategic Coach

Know When to Quit and When to Push Through the “Dips”

Examples of “Dips” Which ones do you quit and which ones do you push through? »Client Referral Program »Developing a new service/product line (i.e. Dementia Care Specialty) »Expansion »Hiring and managing a sales rep »Formalized Quality Management Program »Providing “Best in Class” training »Formalized Retention Strategy »Mentoring your Caregivers

Why Should You Invest In This Dip?

High Turnover Can Destroy Your Backstage SHRM, the Society for Human Resource Management, estimated that it costs $3, to replace one $8.00 per hour employee when all costs — recruiting, interviewing, hiring, training, reduced productivity, etc. were considered. SHRM’s estimate was the lowest of 17 nationally respected companies who calculate this cost!

High Turnover (cont.) »You may be thinking, “Some employee turnover is unavoidable, even desirable.” You’re right. Some turnover is necessary, to replace marginal or poor employees with more productive ones and to bring in people with new ideas and expertise. However, high turnover costs are both avoidable and unnecessary. »This is where companies need to focus their efforts. The goal is to retain valued performers while replacing poor ones.

What is a Caregiver Mentoring Program? A “Caregiver Mentoring Program,” is a formalized training program focused on building confidence, satisfaction and retention among both your caregivers and your clients.

Where Did it Originate From? »Began when I had my own home care agency and implemented many of these principles based on the success others had with it. »Combined the best practices of similar programs utilized from some of our Best of Home Care® award winners. »Feedback from thousands of employed caregiver satisfaction interviews.

The Benefits of an Effective Caregiver Mentoring Program »Focuses your retention program on your best caregivers. »Provides a “Career Ladder” for your caregivers. »Produces better trained caregivers. »Accountability for newer caregivers.

The Benefits of an Effective Caregiver Mentoring Program (cont.) »Produces greater confidence among team members and caregivers. »Helps clients feel more safe and secure. »Helps drive client and employee satisfaction. »Helps drive client and employee referrals. »Empowerment.

Who are the “Mentors”? 1.You 2.Your entire office team 3.Your best, experienced, and most loyal caregivers

6 Steps to a Formalized Caregiver Mentoring Program 1.Formalize the mentor selection process. 2.Formalize the mentor teams. 3. Formalize the program Structure. 4. Formalize the compensation structure. 5. Formalize Your mentor training for ALL mentors. 6. Formalize the promotion of this program. (Let prospects and caregivers know you have it!)

Formalize the Mentor Teams »The office team function as Mentor Leads. »Every office team member should have the option to function as mentor leads – Helps them stay close to the “front lines” and make a greater positive impact. »Assign Caregiver Mentors to the Mentor Lead who would best work with them.

Formalize the Mentor Teams (cont.) »Both team members have a different mentor focus with new caregivers. »Caregiver Mentors report their mentor duties to their assigned Mentor Leads. »The Mentor Lead is not necessarily their supervisor for all other caregiver responsibilities.

Mentor Team Primary Roles with New Caregivers (60-days) Mentor LeadCaregiver Mentor Oversees their overall experienceProvides hands on training, especially on the first shift Ensures compliancy with policiesRandom checkups and hands on training- as directed by Mentor Lead Weekly Coaching Calls with New Caregiver (Caregiver Mentor could also perform these calls) Main go to person when the New Caregiver has questions or needs help Tracks progress of New CaregiverReports back to Mentor Lead Reports back to Director every month of any issues

Mentor Flowchart

The Weekly Mentor Coaching Calls »Same time every week and initiated by the new caregiver (may change based upon changing schedules) »NC calls the Mentor Lead at a pre-established time »10-15 minutes »The Outcomes –Positive focus –The state of their clients –Frustrations and areas they would like to have more training in –Generate new ideas »Questions they can ask (switch them up) –Give me 2 positive things that have happened this week while being a caregiver. (This should happen on every call.) –How are your clients? Do you have any concerns? –What challenges are you dealing with? Any additional training? –Could you provide any ideas that could help the company and other caregivers as a whole? –Any suggested improvements we could make in the office?

Formalize the Structure/Rules »New caregivers go through the program for their first 60-days. »New caregivers receive a certificate of completion once they complete the program after 60-days. »Caregiver Mentors and Mentor Leads are required to completed mentor training.

Formalize the Structure/Rules (cont.) »Mentor Leads could be assigned to more than one mentor team. »Weekly mentor calls should never include gossiping or speaking ill of the company, etc. These expectations are set forth in training. Focused on helping the new caregiver provide the best “Client Experience.” »Director/Owner reviews progress, provided by Mentor Lead.

Formalize the Compensation Structure Mentor Lead StructureCaregiver Mentor Structure Incentive basedWage based Incentive Example: For every NC who completes program they receive points/cash/gift card, etc. Example: Overall pay increased $1 an hour On their “Mentor Lead Certified” certificate, they receive a new sticker every time one of their NC’s completes the program Paid for random calls and hands on mentor training Mentor Stickers provide a reminder of how many they have mentored. It is a badge of honor. On their “Caregiver Mentor Certified” certificate, they receive a new sticker every time one of their NC’s complete the program

Promote The Program (Internally and Externally) »Promote the program to all of your caregivers and why they would want to work towards becoming a Caregiver Mentor. »Makes sure caregivers understand the requirements and expectations. »Explain the program on your website, marketing collateral, etc. Make sure referral sources know about it. »Communicate the program to the community in generalities and not specifics (i.e. everyone of our caregivers goes through our intense 60-day hands on training with an [Agency] Mentor Certified Trainer).

Formalize the Mentor Training Mentor Lead CertifiedCaregiver Mentor Certified Expectations when working with NC’s and Caregiver Mentors Shadows Caregiver Mentors at clients homes Additional hands on Caregiver Training Comprehensive review of company policies and procedures Leadership training & role playing Random Checkup CallsMentor Weekly Calls Communicating with Staffing Coordinators and Caregiver Mentors in scheduling hands on trainings Working with Staffing Coordinators and Mentor Leads in scheduling hands on trainings Reporting Mentor Lead Certified CertificateCaregiver Mentor Certified Certificate

The Four Outcomes of the Training Program 1.Professional Caregiver Skill Set 2.Expectations Clearly Understood 3.Greater Confidence in Abilities 4.Focused on Client Satisfaction

Is This A “Dip” Worth Investing In? »Only if retention of your best people is important to you. »Only if you are willing to invest your time and energy into formalizing it. »Only if you want to improve the “Client Experience” and receive more client referrals.

Is This A “Dip” Worth Investing In? (cont.) »Only if you see employee empowerment as a critical component to increased satisfaction of clients and employees. »Only if producing a confident and well trained caregiver helps your clients feel more safe and secure. »Only if you want to decrease turnover and increase retention of your best caregivers.

Another “Dip” Worthy of Investment: The Home Care Pulse Quality Management Program »We capture and measure client and employed caregiver satisfaction for over hundreds of home care providers across North America. »Significantly Improve “The Client Experience” - Monthly Quality Reports (Benchmarking, trending, feedback, etc.)

Another “Dip”: The Home Care Pulse Quality Management Program (cont.) »A Game Changer – Proof of Quality Care »To Learn More – (Watch demo videos) –Contact us at (877) for a free 1 on 1 consultation/webinar

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