An agency keeps a working profile of each household it serves: who lives in the home, where things happen, what the daily routine looks like, and who to call. That profile is the family's own record, held by the agency. It goes out of date the moment the house or the routine changes. This piece sets out who updates it, how a change travels, and how to read the profile once it is written.
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What the profile holds
From the file: the profile is a document the family and the agency fill in together. It is separate from any public record. Its usual lines are the address and entry route, the people in the home and the days they are there, the daily routine by time of day, the house rules the family set, and the order of contacts for calls.
Desk note: this desk does not publish or check private profiles. The lines above are what a family should expect to see on its own copy.
Name the owner on each side
Decide who in the family owns updates. Write one name, one phone number, and one backup. Then ask the agency to name its owner: the office contact who receives changes and confirms them in writing. A profile with no named owner on either side drifts without anyone noticing.
What counts as a change
Write down the kinds of change that trigger an update. A person who starts living in the home or who starts visiting on a regular schedule. A person who moves out or stops coming. A change in the daily routine, such as a new meal time, a new wake-up time, or a new bedtime. A change in which room the day is spent in. A change in who the worker should call first when the family is away. A change in the order of contacts.
If a health change comes up in the household, the family's doctor handles the health side. This profile only records the routine and the contacts, so health changes do not belong in the routine lines.
The update routine
When a change happens, tell the named family owner the same day. The family owner sends the change to the agency office in writing, by text or email, and states the day the change began. The office confirms by reply. The family then checks the next visit against the updated profile. Do not wait for a scheduled review to pass the change along.
Reading the profile after it is written
Read the whole profile on any day the family notices something is off, and read it again once the office has confirmed a change. Check the names, the order of contacts, the daily routine, and the entry route. If a line no longer matches the house, write the correction and send it the same way as any other change.
What the profile does not do
The profile records the household's facts. It does not set the tasks, the hours, or the terms of anyone's work, and it is not the agreement. Keep the agreement and the profile separate on paper. If they seem to disagree, ask the agency in writing which one controls.