Caring Companions, Care Team Weekly Rhythm

Office phones are covered every minute of 8am to 5pm, Monday to Friday, and a Lead Caregiver carries the phone every hour outside that. Nobody is ever uncovered. Field time never leaves the office empty. Hours: Krystal 8a–2p daily · Angiel Mon 10a–5p, Tue–Fri 1p–5p · Samantha ~10/11a–4p.
Krystal, Care Coordinator — Private Pay & LTC (8a–2p) Angiel, Care Coordinator — Medicaid, VA & CDS (Mon 10a–5p · Tue–Fri 1p–5p) Samantha, Owner (10/11a–4p) Lead Caregiver, on call — after hours & weekends (stipend) field / community huddle
TimeMondayTuesdayWednesdayThursdayFriday
8 – 10
K
Morning sweep: overnight Needs Attention, new leads called back, first-shift Care Match calls
K
Morning sweep
K
Morning sweep
K
Morning sweep
K
Morning sweep
10 – 11
KAS
Angiel's Monday early start: weekend queue & the week's follow-ups triaged · Samantha's planning hour
KS
Krystal continues the board · Samantha's planning hour (morning playbook, daily brief)
11 – 12
KAS
All three in: State Submissions reds cleared before the huddle
KS
Assessments & client check-in calls · Samantha in office (CEO work)
12 – 2
KAS
Growth huddle (12–1): pick the week's referral routes from the Referrers tab, review State Submissions reds, week plan. Then shared board.
K field S office A 1p
Krystal: community route (private-pay referrers), heads home from the field · Samantha holds the office noon–1, Angiel in at 1
KS A 1p
Krystal & Samantha until 1 · 1–2 overlap: supervisory visits / two-person work, handoff-free shared board
K field S office A 1p
Krystal: community route · Samantha holds the office noon–1, Angiel in at 1
KS A 1p
Krystal & Samantha until 1 · 1–2 overlap: catch-up, supervisory visits, week's loose ends
2 – 4
AS
Follow-ups due, State Submissions chase calls, New Clients checklists
AS
Follow-ups & New Clients
A field S office
Angiel: community route (Medicaid & VA sources) · Samantha covers phones
AS
Follow-ups & New Clients
A field S office
Angiel: community route · Samantha covers phones
4 – 5
A
End of day: Needs Attention left empty, tomorrow's follow-ups set, visit notes logged in Referrers
5p – 8a
LC on call
Lead Caregiver carries the phone · call-offs, no-shows, client and caregiver emergencies · escalates to Samantha only for what cannot wait until 8am

After hours & weekends — Lead Caregiver on call

Weeknight on call

Monday to Friday · 5:00pm – 8:00am

Weekend on call

Saturday 8:00am – Monday 8:00am
48 hours, one person, one handoff
The two posts are filled separately. Somebody can hold weeknights without holding weekends, and the weekend is its own stipend because it is a different commitment: two full days, not an evening by the phone. Between the office day, the weeknight post and the weekend post, every hour of the week is somebody's, and the grid above shows whose.

Each person's week at a glance

Krystal — Private Pay & LTC book

Mon–Fri 8am–2pm · field Tue & Thu 12–2

Angiel — Medicaid, VA & CDS book

Mon 10am–5pm · Tue–Fri 1pm–5pm · field Wed & Fri 2–4

Samantha

Mon–Fri ~10/11am–4pm
The one rule that makes this work: the board is the handoff. Nobody briefs anybody at shift change. Every record shows its stage, its notes, and its next follow-up date in the hub, so whoever is on works whatever is sitting in the queues. Ownership is a label, never a wall, and everyone sees everything. In practice: your book is yours to drive, but whoever is on shift answers for every client while they're on, a Private Pay family calling at 3pm gets helped by Angiel, then Krystal picks it up from the notes tomorrow.
Growth plan: when the Medicaid and VA books get big enough, they split, one coordinator for each. The payer-based structure is built for that day: the map just gains a name.

Lead Caregiver — on call

Weeknights 5p–8a · Weekends Sat 8a–Mon 8a

The field expectation, in writing

We get busy and the marketing is the first thing that gets skipped. So the field blocks are not a goal, they are part of the job, the same as answering the phone: