Enclosure_5_-_2023.04.12_Shelter_Daily_Wellness_Check_Policy.pdf

Congregate and Non-Congregate Shelter Daily Wellness Check Policy Revised: 4/12/2023

Issued 11/23/21

Purpose This policy outlines the minimum standards for wellness checks in all San Mateo County congregate and non-congregate shelters. Daily wellness checks are conducted to ensure the safety of each participant and to ensure timely interventions in the case of a crisis. This policy outlines wellness checks procedures and accompanying documentation that are required to take place at Safe Harbor Shelter, Pacific Shelter, Coastside Shelter, El Camino House and Navigation Center.

Procedures

Daily Wellness Checks The following are required for daily wellness checks:

• Program staff will complete a wellness check with each program participant every day (7 days a week, 365 days/year). The wellness check must include the following:

o Staff interacting in person with the client o Staff and client having a conversation including COVID screening questions and a general check in about how the client is doing.

• If the staff identifies a concern (either visually or based on the client’s responses to questions), the staff will complete appropriate follow up actions. If there are any concerns about the client’s safety or wellbeing, the staff will call 911 if appropriate, or if not appropriate to contact 911, will consult with the designated program manager or lead to confirm and implement appropriate next steps.

• Program staff may conduct wellness checks more often than once per day, but one time per day is the minimum.

• If a client is away from the site for more than 1 day with the approval of the program, the daily wellness check can be conducted by phone during the approved time away from the site. In all other cases, the daily wellness check in will be conducted in person in order to include a visual check of basic wellness.

• Since the wellness check includes a visual check and a conversation, if a client is sleeping at the time of an attempted wellness check, that does not count as a completed wellness check. The program will ensure that wellness checks are conducted during a time when most participants are not sleeping, and at a time that, if a participant is asleep/napping, there is time later in the day for the wellness check to be completed. The wellness check process will be completed in a way that minimizes waking clients who are sleeping, while still ensuring that a wellness check is completed each day for all clients.

• Wellness checks will occur in the client’s room to ensure that there are no facility issues or safety issues in the room.

o Separately from daily wellness checks, the program will conduct a room check at least 2 times per week. This includes walking through all areas of the room, documenting the room status, and creating a follow up plan as needed to address any issues identified and to prevent and mitigate any potential facility issues, including facility damage or hoarding issues.

• Provider staff will conduct wellness checks with applicable personal protective equipment, following their agency’s policies including their current COVID protocol.

Congregate and Non-Congregate Shelter Daily Wellness Check Policy Revised: 4/12/2023

Issued 11/23/21

• Programs will ensure that there is a designated manager or lead responsible for confirming that all wellness checks have occurred that day.

• During wellness checks, staff will be sensitive to the likelihood of a program participant’s history of trauma and potential perceptions of privacy concerns.

• When feasible, program staff shall conduct wellness checks in pairs (two staff together).

Daily Wellness Check Documentation and Process Requirements All congregate and non-congregate shelter providers are required to maintain an up to date program procedure document that details the process for wellness checks, including staff roles for conducting wellness checks, protocols to respond to concerns identified during wellness checks, documentation of attempted and completed wellness checks (time, any concerns identified), and a process for daily confirmation by the designated program manager or lead that all wellness checks have been completed for that day.