Receiving a Contact or Referral (Carers)

1. Receiving a Contact

General Practice Guidance

Every contact should be managed in a professional manner at all times.

Establish whether the contact is being made by the carer about whom it relates. If not, confirm that consent has been given.

Take a strengths based approach during any conversation or written communication.

Take opportunities to provide information and advice or to discuss prevention services.

Always allow sufficient time for the contact so that the carer can say everything they want to say and ask any questions they may have.

Where a message has been left for you always call back as soon as possible and apologise for any delays or inconvenience caused.

Make sure you are satisfied that the carer has understood what you have communicated to them. Consider an alternative method of contact if they appear to have difficulty in doing so (for example, e-mail contact or face to face contact).

Record all contacts in a proportionate way, capturing all relevant detail and key points and actions.

Follow up on any actions agreed in a timely way and keep the carer updated on progress.

Receiving a Contact by telephone

Endeavour to answer telephone contacts in a timely way (wherever possible between 3-5 rings).

Be sure to give the carer calling your name, your role and your contact number for future reference.

Receiving E-mail Communication

Acknowledge all e-mail communication so the sender knows the e-mail has been received, even if a response to any query cannot be given straight away.

Where a response is not given straight away, or where further action is needed confirm to the sender what will happen next and when the sender may expect to hear from the service again.

Make sure that the signature at the bottom of any e-mail you send is correct and includes your name, your role and your contact number for the sender's future reference.

If an e-mail communication is being forwarded to another person or service for action let the sender know and explain why.

Where the response is going to be lengthy or complex establish whether the carer would prefer to be contacted in another way (for example by telephone or face to face).

Before ending an e-mail communication chain, make sure that you are satisfied the sender is happy with the response and has no further questions.

Receiving Text Communication

Acknowledge all text communication so the sender knows the text has been received, even if a response to any query cannot be given straight away.

Make sure that your name, your role and your contact number is included in any text response made.

Where a response cannot be given straight away, or where further action is needed confirm to the sender what will happen next and when the sender may expect to hear from the service again.

Text communication, while convenient may not be the most appropriate way to communicate complex, lengthy or sensitive information. Unless the query is straightforward or the carer specifically requests a text response try to establish whether there is an alternative method of contact that can be used (for example e-mail, telephone contact or face to face contact).

Before ending a text communication chain, make sure that you are satisfied the sender is happy with the response and has no further questions.

Receiving Communication by Letter

Letters should be opened on the day that they are received and passed to the most appropriate person to respond.

Letters marked as 'urgent' should be treated as such until there is evidence that this is not the case.

Acknowledgement of the letter should be provided whenever requested, whenever the letter is formal (for example from a Solicitor or a Court) or whenever there is likely to be a delay in response to the letter from the service.

Where a response cannot be given in a timely way, or where further action is needed confirm to the sender (either through a letter or another available method of contact e.g. telephone) what will happen next and when the sender may expect to hear from the service again.

When responding in writing or by e-mail make sure that your name, your role and your contact number is included in any response made.

Written responses should be made on Local Authority headed paper so that the sender has confidence in the validity of the response.

2. Receiving a Referral

Recording a Referral

A record of the referral should be made soon as it is received, even if the outcome of the referral is not yet clear.

When referral information is missing

Where information is not comprehensive professional judgement should be used about the need to either;

1. Return the referral to the person who made it with a request for the additional information required;
2. Contact the person who made the referral to obtain the additional information required;
3. Contact the carer about whom the referral has been made for additional information; or
4. Process the referral and seek the additional information required at a later stage.

This decision should be made on a case by case basis and will depend on factors such as;

1. The level of information missing;
2. The risk posed to the carer and the person they provide care for as a result of any delay in processing the referral;
3. The urgency of intervention required; and
4. The complexity of the apparent need.

3. Adding a new Personal Record

Where the carer making a contact or referral (or the carer about whom the contact or referral is about) is not already known to the Local Authority a new personal record will need to be created in order to;

1. Record the contact;
2. Record any information gathering that may take place; and
3. Record the outcome of the contact.