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Staff Caring Procedures: Overview, Forms, & Follow Up (including pastoral prayer and cards)

Where do we keep caring information?

Caring information is stored in Planning Center Online’s notes. There are 7 categories of notes:

  • Caring Notes: Repository for the majority of caring related information.
  • Emergency Contacts: Recording names and contact information for congregations, particularly their non-foothills connected friends or family members.
  • Meals: Notes that a meal train has been set up and for what reason
  • Ministerial Discretionary Fund Notes: Restricted notes for our ministry team to record displacements of the Discretionary Fund.
  • Pastoral Notes: Restricted notes for our ministry team to sparingly record pastorally privileged information.
  • Active Cards: Records who the congregation is currently sending cards to and why. All non-active notes will be deleted each week. It will be likely that notes in this category are copies of caring notes.
  • Active Pastoral Prayer: Records who the congregation is currently holding in caring concern or celebration. All non-active notes will be deleted each week. It will be likely that notes in this category are copies of caring notes.

How do we use slack?

Caring Channel

The caring channel should not be used to store information. Information should be stored in caring notes. Caring Notes from PCO will be pushed to slack each morning. The Caring channel should be the place for active discussion of caring concerns.

Overview of Caring Procedures

Caring Inputs 

  • Email: Caring@foothillsuu.org
  • Prayer and Caring Request Form
  • Caring Updates Form
    • Used by parish visitors and staff
    • Contents emailed for manual triage to caring coordinator 
  • Joy and Concerns Book
    • Manually added to the Prayer and Caring Request Triage workflow
  • *New* seatback Caring Cards
    • Collected on Sundays and needs to be manually entered into the Prayer and Caring Request Triage

Caring Notifications & Recording

Workflow: Prayer and Caring Request Triage

Form submissions will be automatically added to this workflow

Step 1: Adding Caring Notes

If the person is submitting about themselves,  the ‘nature of concern / what’s going on’? response will automatically be added to their caring notes. 

If the person is submitting for another person, it will need to be manually added. 

Step 2 : Initiating Follow Up

If a person selects one of the follow up actions it will need to be initiated. This can be done in the same way as the Parish Visitor Caring Update Form (see below for instructions). 

Step 3: Determine If Major Life Event
  • Add the individual to the Pastoral Care Anniversaires Workflow
  • Add details to the card about event
  • Snooze the card for a set period of time, when the snoozed period of time is elapsed, we will check-in with them 

Caring Updates (Parish Visitors and Staff)

Parish Visitors and Staff submit updates via the Caring Update Form.  

Tasks for All Updates:

  • Copy the ‘Update’ submission from the form into the person’s PCO profile (caring notes)

Caring Outputs

Cards and Pastoral Prayer 

Any PCO Notes in the Active Cards or Active Pastoral Prayer will be included in the weekly cards, prayer, and caring corner (respectively). Notes should be written as they will appear in their various settings ie. at the card table or in the communicator. 

Meals

Add the person to the Meal Request Workflow and email information to Meals Coordinator

Ministerial Follow Up

Discern if needed and then pass along to Pastoral Care Lead 

Baby Blanket and Comfort Shawl

Add them to the Comfort Shawl or Baby Blanket workflow,  empower the PV to delivery the shawl, or connect with the Shawl teams to deliver. Once delivered move the card in the workflow to complete 

Follow Up from another Parish Visitor 

  • For needs that should be tracked by a PV in an acute time frame, either:
    • Pass along to next On-Call PV, or
    • Find another PV to follow up
  • If the need is actually for ongoing care and check-ins, see Ongoing Care below

Assignment to a PV for Ongoing Care

  • Connect with PV Coordinator and Pastoral Care Lead to determine the best fit for an ongoing PV relationship.

If Major Life Event

  • Add the individual to the Pastoral Care Anniversaires Workflow
  • Add details to the card about event
  • Snooze the card for a set period of time, when the snoozed period of time is elapsed, we will check-in with them 

 

Weekly Caring Workflow

Active Cards

Each Monday all Active Card notes are deleted, unless cards were not sent on the previous Sunday. 

Before Sunday, anyone who should receive card the following Sunday should have an Active Card note. 

Active Pastoral Prayer 

Each Monday, any written prayers are added as Caring Notes AND Active Pastoral Prayer notes to be included in the Caring Corner. 

After Wednesday but before Sunday, any note that was included in last weeks pastoral prayer should be deleted. 

After Wednesday but before Sunday, any note to be included in Sundays Pastoral Prayer should be added as an Active Pastoral Prayer note. 

When Pastoral Prayers are not shared during the devotional time on Sunday all active prayer notes are left in for inclusion next week.

Updated on April 17, 2019

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