Section 4.2: Homebound Team

Homebound Coordinator Team

This section delves into the integral collaboration between Champions for Health's (CFH) homebound team and the County's Epidemiology and Immunizations Services Branch (EISB) team. Together, they form a dedicated and efficient unit responsible for identifying, contacting, and scheduling homebound patients for crucial vaccination services.

Initial Contact and Introduction:

The patient's journey begins when they reach out through the county's 2-1-1 resource line, identifying themselves as homebound individuals seeking in-home vaccination services. The County's EISB team is their first point of contact. Following the initial call, the EISB team plays a vital role in introducing Champions for Health's services, explaining the process, and ensuring that patients are informed and comfortable with the upcoming vaccination service. Patients are informed that they will receive a follow-up call within the next two weeks.

Referral List Preparation:

After the initial contact, the County's EISB team collects essential patient information, including their level of urgency, insurance details (if applicable), and their geographical region. This information is compiled into a referral list, which is subsequently submitted to CFH's Homebound Coordinators on a weekly basis.

Homebound Tracking Sheet:

Upon receiving the referral list, the Homebound Coordinators meticulously add the patients to their comprehensive homebound tracking sheet. This sheet is a central hub that houses pending patients to be scheduled for vaccinations. To enhance efficiency, the sheet is color-coded, with high-priority patients highlighted in red. Automation features track the passage of time for pending patients, triggering color changes if a patient has been pending for one week or is nearing the two-week mark.

Contact Progress Charting:

The Coordinators maintain detailed records of their contact progress with each patient. They chart the date of initial contact, the number of attempts made, and document patient responses. This meticulous record-keeping ensures that no patient is overlooked, and all interactions are well-documented.

Vaccine Eligibility and Insurance Verification:

As part of the coordination process, the Coordinators cross-check patient information through the California Immunization Registry (CAIR2) for vaccine eligibility and Office Ally for insurance coverage. This verification step ensures that the appropriate vaccines are administered and that insurance billing, if applicable, is processed accurately.

Scheduling Coordination:

Once a patient is ready to be scheduled, they are transferred to the Coordinators' Weekly Scheduling Sheet. This sheet captures vital appointment details, including date, time frame, eligible vaccines, the presence of additional household members to be vaccinated, and any special patient requests. The Coordinators then create "homebound blocks," consisting of 5 to 8 patients residing in close proximity to each other, for efficient scheduling.

Connecteam Integration and Vaccine Preparation:

The Scheduling Coordinators integrate the approved "homebound blocks" into Connecteam, our scheduling platform. Simultaneously, the Coordinators collaborate with warehouse technicians to ensure the timely preparation of vaccines one day before the scheduled block. This meticulous preparation guarantees that everything is in place for the clinical team assigned to the block.

Follow-Up and Reporting:

During their shifts, the Coordinators closely monitor the completion of each block's vaccination process. They review shift paperwork to confirm vaccine administration or address last-minute cancellations. Any cancellations prompt follow-up efforts to reschedule at a convenient future date. Besides coordination and scheduling, the Coordinators actively participate in weekly meetings with the County's EISB team to review needs and processes. Internally, they collaborate to identify vaccine inventory and available dates for homebound blocks and contribute to the completion of monthly progress reports.

In summary, the Homebound Coordinator Team represents a crucial link in the chain of our homebound vaccination efforts. Their dedication, meticulous organization, and collaboration with the County's EISB team ensure that homebound patients receive timely and essential vaccinations, promoting health equity and accessibility within our community.

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