Planning for when a carer or support worker is unavailable

Why plan for a disruption to everyday care?

A carer can become unwell, a journey can be interrupted or a support worker can be unexpectedly unavailable. The important question is which parts of the person's day rely on that arrangement and what has been agreed if it changes.

Carer Gateway describes an emergency care plan as a way to bring information together so another person can take over care more easily. It offers a downloadable plan and carer emergency cards. These resources are useful starting points for informal carers and families.

Source: Carer Gateway, Australian Government

How do you agree a backup arrangement?

Discuss one realistic situation with the person receiving support and those they want involved. Start by describing the usual arrangement, then ask what happens if it is unavailable. Confirm the answer with each nominated person or service.

1. Identify the activities that would be affected and any questions that need professional input.
2. Ask nominated contacts which tasks they are willing and able to take on.
3. Record how to reach each contact and any limits on their availability.
4. Agree the next step if the first contact cannot help, including the provider's existing contact process where relevant.

For paid supports, discuss the provider's arrangements directly with the provider. An informal family agreement and a provider's service arrangements can have different responsibilities. Make those responsibilities clear in the conversation instead of assuming one will cover the other.

What should a handover include?

A handover should help the next person understand the individual, the agreed task and where to get further help. Carer Gateway's template includes contact details, care needs, medical information and regular support services. Use the parts relevant to the person's situation and keep specialist information current with the appropriate professional.

Alongside the practical details, discuss how the person wants a change explained, what a new helper should know about their preferences and who they want involved. Agree who can receive the handover and how it will be kept available to those people.

A useful check is to ask the nominated helper to explain the arrangement back in their own words. If they cannot tell which task they have accepted or whom to call with a question, the handover needs another conversation.

Source: Carer Gateway, Australian Government

How can you check the plan together?

Use a calm discussion rather than unexpectedly interrupting real support. For example, imagine that the usual person cannot attend tomorrow. Walk through who would make contact, how the participant would be told and where the agreed handover could be found.

Write down any unanswered questions, agree who will follow them up and decide when to review the answers. The exercise is useful when it reveals a gap; there is no need to pretend every arrangement is already settled.

Revisit the discussion when a contact, routine or service changes. Keep the person receiving support involved so that the backup arrangement continues to reflect their choices and circumstances.