BREAK TIME
A SERVICE PROGRAM OF GREATER KALAMAZOO
1833 S. Burdick Street
Kalamazoo MI 49001
383-1122
A CIRCLE OF WARMTH...CLOSE TO HOME
RESPITE FOR CAREGIVERS
PROGRAMS FOR OLDER ADULTS WITH LIMIATIONS
FOR MORE INFORMATION
383-1122
Policies and Procedures May 2000
SHEPHERD'S CENTER BREAK TIME
Governing Body
The Shepherd's Center Break Time is governed by the Board of Trustees of the Shepherd's Center of
Greater Kalamazoo. This Board has full responsibility for the overall conduct of the Shepherd's Center
Break Time (SCBT). In addition the SCBT has a Program Committee that meets regularly to oversee
the SCBT and make recommendations to the Board of Trustees.
Purpose
The SCBT is a program designed to provide a safe environment in which older adults with some
physical or memory limitations will have the opportunity to be a part of an active caring group of folks
their own age and to enjoy the benefits of new friendships. It also is designed to provide an opportunity
for the caregiver to relax or take care of business knowing his/her loved one is in a supervised activity
program.
Services Offered
The SCBT offers a protective setting, and environment where supervision for well-being and safety of
the members is provided, along with respite for caregivers.
The program and activities for each club member will be individualized according to each person's
interests and background. The activities provided include but are not limited to social, creative,
intellectual self-awareness, and recreational programs. Each person's dignity and self-respect will be
enhanced. The program is designed to increase interaction with others, provide mental stimulation, and
encourage social participation as each member chooses. A "Best Friends" approach (Bell, Virginia and
Troxel, 1David, 1997)will help insure an enjoyable "circle of warmth... close to home."
1
Bell, Virginia and Troxel David (1997), Best Friend's Approach to Alzheimer's Care. Health Professional Press,
Baltimore.
Policies and Procedures 1999
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SHEPHERD'S CENTER BREAK TIME
Hours/Days of Operation/Locations
The SCBT is open 11:30 AM-3:30 PM Tuesdays and Thursdays at the Church of the Savior, 3616 E.
"G" Ave;
Staffing
The SCBT is under the supervision of qualified professionals in the field of Human Services. The
professionals have both credentials and experience in Gerontology and network throughout the
community with social service agencies, medical professionals and alternative care providers.
A core of trained volunteers will interact with the club members. A qualified professional and one
volunteer will be with the members at all times with at least one volunteer for every five members. The
number of members per each location will be limited to 12 on a first come first serve basis.
Transportation
Members may provide for their own transportation or access transportation through the Shepherd's
Center of Greater Kalamazoo Escort Transportation (ET) services at a suggested donation of $10.00
round trip. It is recommended that ET be arranged as soon as possible as ET is an often utilized service.
Communication
Communication among the member, the caregiver, and the director is essential for the maximum
effectiveness of the SCBT. Caregivers are encouraged to speak with the director whenever they wish. If
a longer conference is desired the caregiver is encouraged to make an appointment with the director.
The director will maintain regular communication with the caregivers and will set up an appointment
when necessary. Caregivers are always welcome to visit the SCBT.
Medication
Members are encouraged to retain and administer their own medications. If the member and/or the
caregiver wish, a staff member will remind the member to take his/her medication. If a member is very
forgetful and if the caregiver wishes, the director will hold the medication and remind the member to
take it at the prescribed time.
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SHEPHERD'S CENTER BREAK TIME
Nutrition
A well balanced lunch will be provided to each member as part of the program and will be included in
the suggested donation. Coffee, tea, water, and juice are among the beverages that are available to all
members throughout the day.
A mid-afternoon snack will be provided. Members with individual preferences are free to bring items
from home.
Health/Emergencies/First Aid
A staff person trained in first aid and CPR will be present at all times. Any member showing signs of
illness or infectious disease will need to return home as soon as possible. The caregiver will be
contacted.
Sickness and accidents resulting in physical injury or suspected physical injury will be reported to the
director of the Break Time Club who will arrange for immediate medical attention. The caregiver of the
respective member will be notified of the emergency action taken as soon as possible.
The SCBT will arrange for transportation to an area hospital of your choice as indicated on the
Admission Record for immediate treatment. Transportation will be obtained by calling 911.
Records
The SCBT will keep an individual file for each member. The following will be included in each
member's folder:
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Admission Record
Physician's Report, updated annually
Medical Emergency Form
Signed enrollment agreement
Social History
Log of staff observations of the Club member.
Information pertaining to any member will be confidential and will not be disclosed to persons other
than the licensed staff of the SCBT unless the member or the legal caregiver has granted written
permission. Written permission will be kept in the member's file.
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SHEPHERD'S CENTER BREAK TIME
Admission Criteria
Taken into consideration when evaluating whether an applicant is capable of participating the program
are the following:
 Ambulates independently with or without assistive devices within a reasonable time without
potential injury to self or others
 Performs activities of daily living with minimal assistance (e.g., eating and toileting)
 Interacts and socializes with others
 Displays acceptable behavior in a group
 Needs of the participant can be met with the existing program structure and available staff.
The following are examples of reasons for excluding applicant from the SCBT:
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Smoking- Participants are not allowed to smoke during Break Time Hours
Communicable disease
Unmanaged incontinence
Behaviorally disruptive
Needs one-on-one supervision
Admission Procedures
To be accepted into the SCBT the following steps must be completed:
 An appointment for an interview is made with the director. At the time of the interview, the director
will meet with the caregiver and the applicant to assess the appropriateness of membership. At this
time an Admission Record and a Medical Emergency Form will be completed. A social history will
be completed and place in the member's file.
 The eligibility committee processes the application and informs the applicant and the caregiver of the
decision.
 For those enrolling in the program, an Enrollment Agreement will be signed and a Physicians Report
will be completed and placed in the member's file to be updated annually.
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SHEPHERD'S CENTER BREAK TIME
Discharge/Termination Criteria
Consideration of discharge from the SCBT will be discussed with the family member before final
decision of termination is made. When the eligibility committee determines that a member be
discharged, the following steps will be taken:
 The member and the caregiver are notified of the decision and the reason for the termination. The
caregiver will be given as much advanced notice as is reasonably possible.
 If the fees have been paid in advance, a refund will be given as follows: Fees will be kept for the
number of days actually attended and the remainder of the money paid will be refunded in 10 days.
Rates/Payments
There is a daily donation for participation in the SCBT. This donation is paid to the director the day of
participation or may be paid in advance for a number of visits as reserved by the member and/or the
caregiver. It is suggested that each participant’s caregiver call the Shepherd's Center of Greater
Kalamazoo at least 48 hours in advance to secure a reservation or to cancel a previous commitment as
space is limited to 12 members per day. No member is prevented from attendance for inability to pay.
The daily donation includes all material and supplies used for activities and programs, lunch, snacks, and
beverages. Should a member who has paid in advance withdraw from the SCBT or be discharged, the
fees for the days actually attended will be kept and the remainder will be refunded within 10 days.
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