Planning & Scheduling

• Maintain master weekly calendar

  Capture all appointments, events, recurring obligations, and reminders in one centralized view.

• Confirm and sequence upcoming appointments

  Validate dates/times, ensure transportation logistics are aligned, and create an ordered “day-of” timeline.

• Design personalized reminder cadence

  Deploy reminders by client preference (text, call, or both) and ensure alerts occur at appropriate lead times.

• Track and handoff “next-step” action items

  Document required follow-ups, deadlines, or dependencies resulting from scheduled visits or calls.

• Coordinate household vendor scheduling

  Book, confirm, and document service-provider visits and align them with the senior’s availability.

Technology Help

• Device setup and optimization

  Set up phones/tablets/computers with basic preferences, updates, and essential apps (email, calendar, contacts).

• Accessibility and safety settings configuration

  Adjust font size, volume, screen brightness, emergency contacts, location sharing (if desired), and basic security settings.

• Family connection setup

  Configure and test video calling (FaceTime/Zoom), messaging, and photo sharing so family communication is easy and reliable.

• Telehealth and portal readiness

  Help client access and practice using telehealth platforms or patient portals (login setup, navigation, test run) without discussing medical care.

• Digital organization and scam prevention basics

  Organize email/calendar, clean up notifications, set up password reset plan or password manager (optional), and review common scam red flags.​

Vendor Coordination​

• Identify the right vendor and request scheduling options

  Contact approved vendors (or gather options), describe the job logistics, and secure appointment windows.

• Confirm appointments and prep the vendor visit

  Confirm date/time, arrival window, entry instructions, parking notes, and what the vendor needs on-site (photos, model numbers, access points).

• Create a vendor question/checklist for the client

  Prepare a short list of questions, priorities, and “must confirm” items (cost estimate, timeline, warranty, next steps).

• Meet the vendor at the home (if requested)

  Provide access, document what was done, capture non-technical notes, and confirm next steps—without authorizing decisions or signing anything.

• Track follow-ups, paperwork, and service history

  Maintain a simple log of vendor name, service date, work completed, receipts/warranties, and reminders for future maintenance.

• If you’d like, I can turn this into a vendor visit template (fillable) that you can reuse for every service call.

Paperwork & Mail

• Implement mail triage system

  Sort incoming mail into actionable categories (e.g., Act Now / File / Shred / Family Review / Reference).

• Organize and maintain paper document files

  Create a structured filing method for statements, notices, correspondence, and household records.

• Scan and label important documents for digital storage

  Convert key paperwork to digital format, apply clear naming conventions, and place in simple folders.

• Prepare information packets for form completion

  Gather and stage required details so the client or POA can sign and authorize, without you interpreting legal/financial content.

• Build and update “Important Documents” binder

  Maintain a one-source reference for contacts, vendors, service dates, warranties, schedules, and priority items.​​​

Errands & Shopping

• Grocery and household shopping support

  Build the list with the client, shop locally, keep receipts organized, and deliver items to the home.

• Prescription pickup coordination

  Pick up prescriptions from the pharmacy and deliver them to the client or family—no medication administration or clinical oversight.

• Returns, exchanges, and drop-offs

  Manage store returns, post office runs, package shipments, and document drop-offs on behalf of the client (logistics only).

• Delivery and pickup scheduling

  Coordinate deliveries (groceries, packages, supplies) and pickups (donations, mail services, store holds) so the senior doesn’t have to track them.

• Receipt and reimbursement system

  Maintain a clean receipt log, categorize purchases, and provide them in the visit summary or weekly family summary for transparency.​

Family Communication

• Designate authorized family/POA contacts

  • Confirm who is allowed to receive updates, summaries, scheduling notes, and receipts.

• Deliver structured Visit Summaries after every engagement

  Summaries will include:

  • Completed tasks

  • Upcoming priorities

  • Non-clinical concerns observed

  • Coordinated next steps

  • Vendor visit outcomes if applicable

    (No medical, legal, or financial advice is included)

• Provide Weekly Family/POA Updates (with consent)

  These summaries will include:

  • Progress on active tasks

  • What needs to be scheduled next

  • Vendor coordination notes

  • Any non-clinical concerns noticed in the home

  • A clear, actionable task handoff list for family

• Receipt Handling & Transparency

  Provider will:

  • Photograph or scan every receipt from errands or vendor visits

  • Log receipts in the visit summary

  • Send receipts to family/POA only if authorized

  • Maintain clear reimbursement totals and categories

• Immediate Receipt Reimbursement

  • Client or family will reimburse receipts immediately upon delivery

  • No receipts will be applied to future bundle hours

  • Reimbursement is due same day the receipt is submitted

  • Payment is processed electronically (no cash handling)