Logging
How often should you document youth activity in a file while a youth is in the shelter?
At least once every hour, more frequently if there are concerns over suicidal ideation and risk of overdose.
Who is responsible for making copies of case management forms?
Everyone! If you notice any forms are getting low in the teal filing cabinet, please print off new copies. Blank forms can be found in The Hub or in the "Master Copies" folder on the desktop.
If a youth comes in with medication, what should you do?
Medication should be stored in the gray filing cabinet and a med sheet should be done up for each medication brought in. This includes over the counter medicine and vitamins. The only medication a youth can keep on them are inhalers, birth control, insulin and epi pens.
If you cannot find a food or ingredient item in the kitchen, what do you do?
Check downstairs pantry to see if there are extras. If there are none, or supplies are low, put item on grocery list (with date) in office.
How should you follow up on youth day plan items?
Check in after youth return to shelter to see if they achieved their day plan goals, ask questions, provide suggestions and assistance if they were unable to meet their goals.
What should be logged in the "last interaction" section of a discharge form?
A physical description of a youth's general health and mood when they were last seen by KEYS staff.
What information should you ask for during a referral?
The more information you can get during a referral, the better. The most important things to ask for are: Name, Age, Legal Guardian, MCFD Status, Substance Use, Mental Health Concerns, Reasons for Needing KEYS, If There Are Any Other Options, Active Warrant, Arson/Sexual Assault Conviction, No Contacts.
If a youth comes in with paraphernalia, what should you do?
Remind youth that paraphernalia cannot be kept or used in shelter. Paraphernalia can be stored on downstairs belonging shelf, though it must be in a discreet bag as staff cannot knowingly store paraphernalia.
How do you disinfect mattresses after discharge, and what do you put between mattress and fitted sheet?
Use disinfectant spray from top drawer of gray filing cabinet. Let it sit for 15mins before remaking bed. A clean mattress cover should be put on between mattress and fitted sheet. If none are available, double up on fitted sheets.
What food items can youth have in their rooms?
Youth can only have drinks in their rooms. All food should be eaten in kitchen. If youth come in with their own food, it must be stored in the kitchen and labelled with their names. If youth are found with food in their rooms, a youth should be reminded that of food rules, and any dishes or food should be removed as soon as possible to prevent rotting.
Where should you log information about a youth's arrival at KEYS preceding an intake?
Information of a youth's arrival should be included in the running log with timestamps. A youth's log should not begin with "intake begins" or "intake completed", a timeline of events that led to intake is needed.
How do you fill out a Critical Incident/Significant Event and where do you put the completed forms?
Forms should be filled out on the computer in The Hub, and saved. They should be printed out, and a copy put in Thea's drawer to be signed. For Critical Incidents, an additional copy should be printed off to put in the lefthand side of the file of the youth involved in the incident.
How long should staff talk to a youth on the porch before being let inside for intake?
Youth should be assessed on the porch for as long as needed to determine if KEYS is an appropriate place for them to be and if they are able to maintain. In some occasions, if there are concerns over major escalations, staff may complete intake on the porch before letting them inside to ensure they are able to maintain.
Where do you write notes on low supplies and general household info to pass onto other staff?
The staff communication notebook on top of the teal filing cabinet. Please check the notebook at the start of your shift.
What do you do with a youth's emergency contact information?
It should be written in the Communication and Emergency Binder, as the binder is what will be taken out in case of evacuation. A youth's discharge date should also be added to the chart once a youth's stay at KEYS is completed.
Where should you log a refusal of meds?
A refusal of meds should be logged in both the running log and as an "error code" on a med sheet.
What counts as a Significant Event?
Any major incident that does not require emergency services. This includes substances or weapons found in shelter, biohazards, building safety incidents (ex. flooding), Medical Emergency (not requiring ambulance), Violence or Aggression (not requiring emergency intervention).
Talk to youth about the importance of KEYS being able to contact guardian. If youth is 17 or 18, provide option to put guardian on "general wellbeing" or "intake/discharge only." If there are safety concerns, provide option of calling MCFD instead of guardian. If youth is 18 and has not been in contact with guardian for a long time, exceptions can occasionally be made.
What items do you restock in youth bathrooms while cleaning them?
Toilet paper, soap, paper towels, toothbrushes, toothpaste, menstrual products, shampoo and conditioner.
What do you do if a youth leaves belongings behind after discharge?
Belongings should be stored in bags and put on the youth belonging shelf in boutique. Do not store items loose in the bins, as belongings should be in a state where they can be easily handed off once the youth or their supports come to pick them up. Please ensure that there is no perishable food items among the belongings.
What do you do if you overhear youth in the shelter talking about high risk behaviours and choices?
Ultimately, we cannot stop youth from making unsafe choices, but these are some measures we can take to help prevent them: Log conversation in youth file, have a conversation with the youth and encourage them to make safe choices, inform supports of concerns.
Where do you log Missing Person Report file numbers?
MPR file numbers should be logged in a youth's file and in shift change. If the MPR has been filed by KEYS staff, a MPR form should be filled out and placed in both the MPR binder and the youth's file.
What are some reasons you may call Legal Guardian prior to intake instead of afterwards?
If you need more clarification on youth's situation prior to intake. If guardian consent may be an issue. If a youth has a history of referring themselves without genuine need and you are looking to clarify if home is still an option.
What is the process for calling out your shift?
Call (do not email) the shelter, email Thea, post shift on sling. Please give as much notice as possible when calling out a shift, shifts called out within a few hours of shift start time are difficult to cover.
A youth voices suicidal ideation and CRCL is called. After being assessed, CRCL takes them to the hospital. When completing the Critical Incident, do you text or call pager?
Text if pager only needs to be informed of incident. Call if there are immediate safety concerns for staff or other youth, or if staff need additional support.