What should be in a good file note? #
4 things a thorough file note should include:
- When it happened – date of the meeting/discussion/occurrence. Time of day and duration.
- Who was there – names of who were in the meeting/discussion/occurrence
- What was discussed – record of discussion, substance of advice given, the client’s response to the advice and any instructions given. Use plain language that can be understood widely and by whoever may read it in the future. Ensure it is legible and written as a note for the purpose of the file, not a ‘note to self’.
- Next actions – what actions now need to be done. Imagine someone else is reading this file note and needs to take over your work, what do they need to do next?
Tips #
- Prepare file notes in real time at the meeting and finalise shortly following to ensure accuracy.
- Ensure they are legible, minimise jargon and anyone could understand them
- Make them a note to file, not a note to self. Could another CoS pick up this matter and have all the information they need from the file notes?
- Utilise available technology to streamline the process – eg templates, recording.
#
Meeting with Participants mother at Two hands Cafe Lambton near hospital.
Action: The participants mother informed the cos that a meeting with the Drs at the Nexus unit was conducted on the 15th December. It appears the participant will be in the unit for at least a month as of this date.
Medication appears to be the most difficult thing to get right for Mal at the moment.
The Cos contacted Joanne (Mals LAC) after the meeting to discuss his new plan and ensure the plan is completed so some supports can be provided in hospital.
LAC – no answer.
Once the new plan is received a meeting with mum and participant is to be completed and outline the budget with supports.
After receiving the new plan and budget for the participant her support coordination level moved up to Level 3.
Action: Due to DSP not having Level 3 Coordination of Support registration it was discussed with Emma Danks (Senior COS DSP) that we refer her on to Sunflower Services. Clarification around the Level 3 supports was questioned but the NDIA has strongly suggested Level 3. Sunflower Services are currently starting support work with her and have information surrounding the participants circumstances already. The participant is currently settled in the residence at 3 Rossington St, Farley.
Actions completed
Participant notified
Sunflower services notified and referral completed
Phone meeting Emma danks
Email sent for participant to be archived to Hayley.
CoS contacted particpant, no answer, left VM for a call back.
CoS received a call from NDIS- Daphne from the complaints department.
Daphne went through participants personal details to ensure they were correct.
Daphne asked CoS what her current situation; CoS went through that her ONLY informal support is no longer able to support her, participant was kicked out of home and has exhausted all funding, a change of circumstances and plan review were submitted to NDIS earlier this year but have not heard back. CoS and Jake have both escalated the issue and a risk assessment was completed.
Daphne stated she will escalate this to NDIA and make this complaint a high priority to the resolution team. Someone will contact CoS again if any information has been missed.
CoS recived a call from Courtney
CoS explained has happened with the plan review and what will happen moving forward, but if she could talk to participant about his supports and see if he will compromise (as he has been supported by Courtney the longest and participant will listen to her)
Courtney is happy to talk to participant and see what they come up with
CoS made contact with providers re SDA properties via phone call:
1. Belle Joy – CoS spoke with housing liaison re availability and how they structure their SDA’s with supports. CoS sent through NDIS Plan and OT Accom Assessment Report as per request for their review to see if the available property would be suitable
2. 4 U Care – CoS awaiting call back (left voicemail with “Courtney” who organises housing)
3. Civil Healthcare – “Patience” to send through email with available properties to CoS. Advised flexibility around Supports.
4. Maitland Community Support – left voicemail, awaiting call back.
5. Home Caring – sent through enquiry and NDIS Plan following call. Expecting call back from accomodation delegate in the next 1-2 days.
CoS received property info and pictures back from Patience via email and forwarded to participant for her review.
researched and enquired with available cleaners in the area of participant and sent information to CoS
Jecs cleaners
0411 931 197
enquiriesforjcs@gmail.com
Jims cleaning services
131-546
Sunflower services
https://www.sunflowerservices.com.au/cleaning/
Preparation for NDIS Planning Meeting
1)Email to Heather Low (NDIS Planner).
Support Coordinator forwarding copies of supporting documentation:
Behaviour support plan (Dec, 2023)
Psychiatrist Report (Oct 2023)
NDIS Planning Booklet (Dec 2023)
4 x Hospital Discharge Summaries (13 Nov to 28 Nov 2023)
Counsellor Letter of Support (Dec 2023)
BIS Summary Report (Dec 2023)
CoS contacted JBHIFI for noise cancelling airpods.
CoS was informed to go to their business website- JBHIFI commercial and follow the steps to gain NDIS funding for their products
CoS has filled out the form and waiting to be contacted
Phone call to participant to follow up after his first counselling session at Pillar Allied Health, he reported that he has been getting agitated and anxious and snapping at his family or Allister. Said that Allister is being very supportive, he is a good listener. Discussed having a tooth ache, provided participant with the phone number of the free health dental health NSW. Paeticipant said he would get his dad to help made the appointment and therefore make the appointment at a time where his dad can take him.
Cos left message with Chris’s house, asking Andrew to phone back, to see if anything has changed after the meeting with Flourish. Message left on Monday.
CoS reviewed Robert’s dietitian report and uploaded to onedrive
CoS updated Robert’s information on DSP files
