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EmailFrequently Asked Questions - 5 East, 5 West, 6 East, 7 East & 7 West
To whom do I talk about the private companion registration and orientation process?
For any questions, comments, or concerns, please contact Fran Cossever, Manager of the Private Companion Program, by phone, e-mail, or in person.
Phone No.: 416-785-2500 ext. 3195
E-mail: fcossever@baycrest.org
Office: Posluns Building, 2nd Floor, Room 274
Who must participate in this process?
When a family member or Client or any other person privately hires an individual to assist a Client with activities of daily living, and/or to provide companionship, Baycrest considers the privately hired individual a "Private Companion" who must be registered with the Baycrest Private Companion Project Office and must attend an Orientation Session.
If you hire a Private Companion who has already gone through the Private Companion Registration and Orientation Process the Hirer must inform the Manager of the Private Companion Project that this registered Private Companion has been hired and a Policy Acknowledgment must be properly completed, signed, and submitted to Baycrest.
A Private Companion who has earned a Personal Support Worker or Health Care Aide designation must also follow the Baycrest Private Companion Policy because it clarifies roles and important Baycrest infection control and safety practices as well as other Baycrest policies.
A Private Companion who is also a Baycrest employee must complete the Private Companion Registration and Orientation Process because the information provided is specific to the work of a Private Companion.
Do we have to follow the private companion policy?
Yes. This Policy has been developed to help Private Companions serve their Clients in a safe and effective manner while maintaining health and safety standards throughout Baycrest according to the requirements of government and other regulatory bodies. That means that following this Policy is essential. If this Policy is not adhered to then no Identification Badge will be issued to the Private Companion and the Private Companion will either not be permitted on Baycrest's premises or be allowed only to visit a Client.
After all these years why should my private companion go through this process?
Just as we provide staff and volunteers with a thorough orientation to roles, safety (including fire and infection control) and an overview of other Baycrest policies, it is important that all Private Companions also have a thorough orientation. The information provided not only will help Private Companions with the roles they play, but also will ensure that the Private Companions are familiar with important Baycrest protocols.
My private companion works for me twice a week for only a few hours each time. Do they have to go through the registration and orientation process?
Yes, they do. All Private Companions who work on a regular basis for a Client have to be registered with the Private Companion Project Office.
Do private companions hired by people on 3East/3West, 4East/4West and 6West have to register with the private companion program office?
Yes. The process for Private Companions working on these specialized units is abridged from the process for the complex continuing care and long term care units. However if the Private Companions are working on these specialized units six (6) weeks or longer they must go through the full program. If this is the case then the Private Companion is expected to complete the full Private Companion orientation process.
My private companion works/volunteers on the client's floor. She has worked for me for many years. May she continue to do so?
No. Baycrest staff members and Baycrest volunteers may not work as a Private Companion on the same floor where they work as a staff member or volunteer. This policy, which was developed several years ago, will now be strictly enforced to ensure there is never any conflict in duties.
How will private companions be registered?
Private Companions, the Hirer(s), the Client(s) and the Private Companion(s) must read the Private Companion Policy, and complete and sign the Private Companion Policy Acknowledgment(s). The properly completed and signed Acknowledgment(s) must be handed in within three (3) days of starting work at Baycrest. The Sixty [$60.00] registration fee must be paid two weeks before attendance at the Orientation Session. This is a one-time fee to cover the cost of the Orientation Session and the Identification Badge for the Private Companion. The Infection Control Form should be brought to the orientation session the companions attends.
Once the properly completed and signed Policy Acknowledgment and Infection Control Information Form are submitted and reviewed, the Orientation Fee is paid, and the Orientation Session is completed, the Private Companion will receive a Photo Identification Badge to be kept for as long as they are working as a Private Companion assisting a Baycrest Client. When the Private Companion is no longer working at Baycrest, the Hirer(s) must ensure that the Private Companion's Identification Badge is returned to the Manager of the Private Companion Project.
If the Private Companion cannot submit the properly completed and signed Policy Acknowledgment and/or Infection Control Information Form and/or the Orientation Fee at the time of the Orientation Session, the Identification Badge will not be issued until the Manager of the Private Companion Project has received all three. However, the Private Companion can receive their Identification Badge before the completed and signed Designated Duties of a Private Companion Form is returned, because the submission of this Form is optional.
What if my private companion also works for another Baycrest client?
The only difference in the Registration and Orientation Process is that separate Private Companion Policy Acknowledgments for each Client must be completed and signed by the Hirer for that Client, the Client, and the Private Companion. The Private Companion must bring all the Policy Acknowledgments to the Orientation Session
Regardless of how many Clients the Companion has, the Orientation Fee is Sixty [$60.00] Dollars per Private Companion. The Hirer(s) or the Private Companion or any combination of them may pay or share in the payment of the Orientation Fee, which the Private Companion must bring to the Orientation Session.
Separate Designated Duties of a Private Companion Forms for each Client, if desired, may be completed and signed by the Hirer(s). The Private Companion should bring all completed and signed Designated Duties Forms to the Orientation Session or if completed and signed only after the Orientation Session to the Private Companion Project Office.
How long does a private companion have before they must be registered?
New permanent Private Companions must, within three (3) days of starting to work at Baycrest, have submitted completed and signed Policy Acknowledgment(s), have arranged to have the Infection Control Information Form completed by either their personal Physician or by Baycrest's Department of Occupational Health and Safety, and be signed up for an Orientation Session. The Infection Control Form must be handed in within one month of starting work at Baycrest. This Registration and Orientation Process will be coordinated through the Manager of the Private Companion Project. New Private Companions will receive a temporary badge that they must wear when working at Baycrest until they get their permanent Identification Badge.
Does my private companion have to be registered yearly or if I come back another time?
This is not an annual process. However if you come back to Baycrest after being discharged your private companion must re-register but if went through the orientation process previously, does not have to attend again.
If a client can't read and/or understand the private companion policy and/or sign the acknowledgment, who should?
The person(s) who normally act on the Client's behalf for financial and/or medical matters should do so. If you sign on the Client's behalf, you should clearly indicate this, e.g., "Jane Doe by her attorney John Smith" or "Jane Doe by her substitute decision maker John Smith".
What if a private companion can't read the private companion policy and acknowledgment or has difficulty understanding the content?
The Hirer should ensure that the Companion understands the parts of the Policy and Acknowledgment that pertain to Private Companions, before the Companion signs the Acknowledgment.
Who decides what the private companion does?
The Hirer determines the specific duties to be done by the Private Companion, in keeping with the Client Care Plan and the Role of a Private Companion document. These duties are clearly indicated on the Designated Duties of a Private Companion Form, which, if desired, may be completed and signed by the Hirer for each Private Companion who is hired. Baycrest and its employees shall neither expect nor ask the Private Companion to provide any other duties than those determined by the Hirer.
Do I have to complete the designated duties of a private companion form for my private companion(s) to be registered with the private companion program office?
No. After much input from families of Baycrest Clients, the Apotex and Hospital Family Advisory Councils, working together, developed the Designated Duties of a Private Companion Form. The Councils designed this Form with the intent that it be used as an optional tool to:
- Help the Hirer and the Private Companion decide exactly what the Private Companion is to do.
- Help Baycrest staff know what each Private Companion is supposed to do so that staff neither ask nor expect the Private Companion to do something for which the Private Companion has not been hired.
Do companions need to enroll in advance for an orientation session?
Yes. The Hirer or the Private Companion should phone Fran Cossever, Manager of the Private Companion Program, at 416-785-2500 ext. 3195 or e-mail her at fcossever@baycrest.org or see her in person in her office, which is in Room 274 on the 2 nd Floor of the Posluns Building , to indicate which Orientation Session the Private Companion would like to attend.
Please look for information on the date, time and location of upcoming orientation sessions on Private Companion Notices that can be found in the plexi glass folder on the first floor of Baycrest Hospital beside the token machine. Private Companion Notices are also posted beside elevators on the floors of the Apotex and on bulletin boards in the hospital.
It is difficult / impossible for my private companion to attend a full orientation session. May they attend two half sessions instead?
This will be very difficult to arrange but it may be possible in special cases depending upon the availability of places in both half sessions requested. Please contact the Manager of the Private Companion Program.
What should the private companion bring to the orientation session if they have not already submitted the required paperwork?
The Private Companion should bring:
- A Private Companion Policy Acknowledgment for each Client, properly completed and signed by the Hirer, the Client, and the Private Companion.
- An Infection Control Information Form, properly completed and signed by the Private Companion's physician or Baycrest's Department of Occupational Health Department.
- The registration fee which is Sixty [$60.00] Dollars must already be submitted in the form of cash , cheque(s) or money order(s). The Hirer (s) or the Private Companion or any combination of them may pay or share in the payment of the Orientation Fee.
The Private Companion should also bring the optional Designated Duties of a Private Companion Form(s), if completed and signed, to the Session. Any Designated Duties Forms completed and signed only after the Session should be brought to the Private Companion Program Office.
If the Private Companion cannot submit the properly completed and signed Policy Acknowledgment and/or Infection Control Information Form and/or the Orientation Fee at the time of the Orientation Session, the Identification Badge will not be issued until the Manager of the Private Companion Project has received all three. However, the Private Companion can receive their Identification Badge before the completed and signed Designated Duties of a Private Companion Form is returned, because the submission of this Form is optional.
No. Cash, cheques and money orders will be accepted as payment for the Orientation Fee of Sixty [$60.00] Dollars. Cheques and money orders should be made payable to Baycrest Centre for Geriatric Care.
Will I get a receipt for the orientation fee?
You will receive a receipt for the amount you actually paid, that is, either the full $50.00 Orientation Fee or your portion of a shared payment.
Can I claim the cost of the orientation session on my income tax return?
Since expenses that are allowed/disallowed by Revenue Canada often depend upon individual circumstances, you should consult your accountant or Revenue Canada about whether or not you can use the Orientation Fee receipt.
What will the orientation session cover?
The content will include: the Private Companion Policy; the Role of the Private Companion; eating assistance training; understanding Care Plans; the rights of Clients; Baycrest safety procedures (fire, infection control, etc.); safe lifting, turning and assisting with transfers; the use of walkers and canes; a bathing demonstration; toileting and regularity monitoring; understanding diseases such as Alzheimer's and Parkinson's; Jewish customs; working with survivors of the Holocaust; principles of personal hygiene; therapeutic and non-therapeutic communication; working collaboratively with Baycrest staff etc.
What if my private companion is unable to understand the orientation session presentation in English and/or cannot read the syllabus material?
A family member or other individual may attend the Orientation Session with the Private Companion(s) to assist with interpretation and/or translation. There is no cost for this family member or other individual to attend the Orientation Session; however, lunch will not be provided for the "translator".
What do I have to do, if I hire a private companion for a short period of time as a temporary replacement for a regular private companion?
A Private Companion who is temporarily filling in for another Private Companion, if they are at Baycrest for up to three (3) days, will be permitted to provide only companionship unless this short-term Substitute Private Companion is already registered with the Private Companion Project Office at Baycrest. A short-term Substitute Private Companion who is not registered is not expected to sign the Private Companion Policy Acknowledgment or attend an Orientation Session or have the Infection Control Information Form completed.
A Substitute Private Companion, if they are expected to be or are at Baycrest for a period from four (4) days up to and including thirty (30) days will have to:
- Sign the Private Companion Policy Acknowledgment along with the Hirer and the Client.
- Read the Private Companion Orientation Session syllabus material, including the Private Companion Policy and the Role of a Private Companion, and after having read the syllabus material sign a notice acknowledging an understanding of the information provided.
- Wear a Temporary Identification Badge (instead of a permanent Photo Identification Badge), which will be issued by the Manager of the Private Companion Project.
- Have the Infection Control Information Form completed, if possible.
- Attend an Orientation Session, if one is available before or during the period of time the Substitute Private Companion is providing Services.
All Substitute Private Companions, including short-term ones, should read and be familiar with the Designated Duties of a Private Companion Form for the Private Companion for whom they are substituting, if it has been completed.
Whatever the reason, Private Companions should call the Hirer(s) when they are unable to work. The Hirer(s) must then call nursing staff and the Private Companion Project Manager to inform them about the Private Companion's absence and also to tell them whether or not they have hired a Substitute Private Companion to cover the regular Private Companion's shift(s).
When should private companions wear their identification badges?
Badges must be worn at all times while on Baycrest property. Anyone who does not will be asked to leave the premises.
Temporary badges will be given by the Manager of the Private Companion Project to a Substitute Private Companion or to Private Companions who are in the midst of completing the registration process. Temporary badges will have the dates for which they are valid written on them. Once all the paperwork is completed and reviewed and the orientation session has been attended the permanent Identification Badge will be issued to companions who are at Baycrest on a permanent basis.
Please Note: Identification Badges must be returned to Fran Cossever, Manager when the companion is no longer working at Baycrest as a Private Companion. The badge will be kept and re-issued after the Private Companion gets other work as a Private Companion and a Private Companion Policy Acknowledgement form is completed for the new client.
When I need a new or substitute private companion, is there a list of registered private companions that I can look at?
No. There is no such list and there is no place at Baycrest where Private Companions can advertise that they are looking for work. Also, Baycrest staff members are not permitted to recommend individual Private Companions to anyone.
To whom should private companions report changes in the physical or emotional comfort of their clients?
They should immediately report such changes to the appropriate Baycrest staff, e.g., the Client's assigned RN/RPN/HCA, and to members of the Client's family.
Do private companions have to tell anyone of their arrival and departure from the unit?
Just as other staff, volunteers, families, and friends, are supposed to inform the appropriate unit staff when, with or without a Client, they arrive and leave, Private Companions are also expected to do so.
If a private companion loses their identification badge can they get another one?
Yes. The Private Companion can get another Badge from the Private Companion Project Manager. However, there will be a minimal fee charged for the replacement and a record will be kept that a duplicate Identification Badge has been issued.
Do I have to tell anyone when my private companion is no longer working for me?
Yes. You must inform the Manager of the Private Companion Project. If the Private Companion has no other current Hirer at Baycrest, you also must ensure that the Private Companion's Identification Badge is returned to the Project Manager.
If I need extra copies of the materials enclosed in this package or have any questions what do I do?
All materials are on the Baycrest Family Web Site. Alternatively, you can contact the Manager of the Private Companion Program with requests for additional Registration Packages. As well, in the Apotex extra copies will be available from the Unit Clerks who are located at the desks where you get off the main (front) elevators on each floor or from the Social Workers; and in the Hospital you can obtain extra copies at the Nurses' Station on each unit or from the Social Workers.
Note: Remember that you can contact the Manager of the Private Companion Program, Fran Cossever by telephone, e-mail or in person.
Phone No.: 416-785-2500 ext. 3195
E-mail: fcossever@baycrest.org
Office: Posluns Building, 2nd Floor, Room 274