OFFICE WEEK /FILE UPDATES

Office Week is always the week where the 3rd Thursday falls of each month.
Office Week

Once a month we will hold a group meeting. Home visits will not happen this week. This is a time for HIPPY
staff to catch up on office work. It is important that during office weeks all employees follow the same
schedule.
Typical Office Week
Monday: 9:00-3:00
Tuesday, Wednesday: 9:00-2:30
Thursday: 8:30-12:00
Friday: 9:00- 1:00

Office Week Duties

Full staff meeting Mondays 3-4
Proof of Cell Phone due
Plan Group Meetings/ Special Events
Update Main Files and ETO (In black or blue pen only)
Update Main File Event Sheet
Enter Service Hours for the Month in Main File
Organize Child Home Visit File/ Main File
Clean Offices

Full Staff Meeting

Full Staff Meeting- This meeting is for everyone employed with the Saliba Center. Meeting is the Monday of
the office week each month from 3-4. By attending full staff meeting you will gain knowledge of other
departments and upcoming events. If Full Staff Meeting falls on a date that does not coincide with
office week Home Visitor is to continue with regular schedule. Home visits are your priority,
however if you do not have a scheduled home visit at that time you are expected to attend. All Home
Visitors are to dress and act professional at all times during work. Home Visitors represent HIPPY and the
Saliba Center for Families.

NOTE: All Documents/ Forms are located in BOX

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Updated August 12, 2015
 OFFICE WEEK /FILE UPDATES
Office Week is always the week where the 3rd Thursday falls of each month.
Group Meeting/ Special Events
Group meeting is on the 3rd Thursday of the month. Unless notified by the coordinator the group meeting is
to be held at Boys and Girls Club (South Alice Street).

Special Events may also be planned with help of home visitors at times other than the monthly group
meeting. Staff will be expected to rotate in participation if Special Event is outside of regular work
hours (typically nights and weekends).

Friday PRIOR to Office Week Thursday Morning

Preliminary planning will begin for the
Group Meeting during the regular staff
meeting.
To assign and understand roles for group
meeting
To update Agenda or make changes
To establish materials and supplies
needed
Wednesday: All activities completely planned
and HV will meet and role play the activities
Put activities and materials together for
transport to group location (may be
stacked in hall way on cart)
Role play Group Meeting activities
By role playing stations HV have an
opportunity to make sure activity is
complete. This gives a chance to make
changes to activity if needed.
HV will meet at HIPPY Office to bring
materials to group meeting location.
HV will set up activities and help set up
refreshments and sign in areas.
Group Meeting break down
Adult Activities- planned by Coordinator
or Parent Volunteer
Child Activities- planned by Home Visitors
Seedlings Curriculum will be used as a
Guide for Group Meeting activities
Use the Group Meeting Planning Form
Activities are to be planned
o at childs appropriate age
o stimulating and skilled to child
Home Visitors will need to type up
directions for each activity to bring to the
Group Meeting for any potential
volunteers.

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Updated August 12, 2015
 Group Meeting Check List

Fill in the Group Meeting Planning form and

o Name Tags for Adult/Child save it in BOX and print a copy for HIPPY
o Pens/ Hole Puncher Coordinator.
o String
o Color or stamps to group
children
o Sign in Sheets
o Coffee/Cups
o Cream/Sugar/Stir Sticks
o Napkins
o Snack Foods
o Main Snack Food
o Child Snack Food
o Adult Room Materials
o Child Room Materials
o Job Task Descriptions

Volunteers

Sometimes volunteers are scheduled to help out with Group Meetings (however, it is not always
possible- so always have a backup plan in case we do not have any). We want to be able to provide
them with as much information as possible so that they can be helpful to you.
 CONSUMER FILE

The Consumer File is private and has personal information of our HIPPY consumers. Files are to be kept
locked in the Vault. Only remove a file when you are working on it. Do not take out an entire case load and
hold them in your office- this will compromise their confidentiality. Home Visitors must not discuss any
information that is in the file with anyone other than the HIPPY coordinator. The HIPPY file has 9 sections.
See sample below.

Service Record(start a new one

each fiscal year)
1 Application
Consumer Status Update (if
applicable)
HIPPY Application (front/back)
Additional Child Application (if
applicable)
2 Forms
Saliba Center Permission Forms
HIPPY Permission Forms
External (if applicable)
Consumer Public Relations Release
3 Follow Up Information
Consumer Referral Form (if
applicable)
Family Retention Strategy Form (if
applicable)
Family Concern Form (if applicable)
Family Exit Form (if applicable)
4 HIPPY PLUS Testing Forms (only if
in HIPPY PLUS)
Family Social History Questionnaire
AAPI Parenting Profile (A or B)
5 Home Visitation Records
HIPPY Home Visit Family Progress
Report
HIPPY Plus Home Visitation Record
(only if in HIPPY PLUS)
6 Correspondence
Letters to Consumers (if applicable)
7 Case Details
Case Scenario
HIPPY Plus Goal Sheet (only if in HIPPY
PLUS)
8 Case Staffing (only if HIPPY PLUS)
Case Reassessment Sheet
Sign in Sheet
9 Q&A
Q&A File Checklist
 Service Record
HIPPY staff is responsible for making the initial entry on the Service Record sheet and create a Consumer
File.
Service Record is to be updated monthly. During your office week Home Visitor will update Consumer Files.
When pull a Consumer File the Service Record will be in the clear sleeve on the front of the binder as show
below. This is where HIPPY employee will record anytime anything is added to main file. This is also where
Home Visitor will record how many hours they worked with a consumer for the prior month.
Note: All entries must be clear and neat. All entries must be done in black or blue pen only. All errors are to
be marked (sample: consumer received 2 hour 5 hours C.T hours of staff efforts for the month of
December. One line marks out the error and then it is initialed.)
Sample

Alfred Saliba Center for Families

CONSUMER SERVICES RECORD
(start a new form for each program fiscal year)

CONSUMER NAME: John Doe

YEAR: 2013-2014
ITE DATE EVENT DEPT. INITIA
M L
1 01/01/01 Consumer reenrolled/ enrolled in HIPPY HIPPY CT
2 00/00/00 EXAMPLE: Consumer receives 3 hours of staff efforts month of December HIPPY CT
3
4
5

NOTE: Service record must be filled in with black or blue pen only!! NO MARKERS OR COLOR
PENS!!
 HOME VISITATION FAMILY PROGRESS RECORD

Home Visit Family Progress Record-

The actual signed form will be entered into main file at 10 weeks, 20 weeks and again at 30 weeks.
When this form is ready and filled out completely, cross out any remaining unused lines and put into main
file behind tab 5. Be sure to document on the service record.

The back side of the form is the communication log between home visitor and consumer during the
10 week increments.

YEAR: 2013-2014
ITEM DATE EVENT DEPT. INITIAL

1 01/01/01 Consumer reenrolled/ enrolled in HIPPY HIPPY CT

00/00/00 Consumer receives 3 hours of staff efforts month of HIPPY CT
2 December
xx/xx/xx EXAMPLE: Home Visit Progress Report was added to HIPPY CT
3
consumer file.
 QUALTIY ASSURANCE (Q/A)

For front office use and file checks there will be file checks done quarterly. This is a detailed
checklist to review files for Quality Assurance. It is Important all files assigned to HV is updated
monthly.

The most current Q/A checklist can be found in BOX under HIPPY Home Visitors> Consumer Files>
Quality Assurance