Keeping vulnerable clients safe between home visits is a constant challenge for social workers. Automated daily check-in calls fill that gap, offering a low-cost layer of protection that augments existing care plans. This practical checklist walks you through every step required to make a successful referral and ensure each client receives dependable wellness calls.

Quick takeaway: By following the checklist below you can set up a fully documented, client-centered check-in protocol in less than 30 minutes.

Why Daily Check-ins Matter for Social Work Caseloads

  • According to the U.S. Centers for Disease Control and Prevention, one out of four Americans aged 65+ falls each year, yet less than half tell their doctor (CDC, 2024).
  • The National Institute on Aging reports that socially isolated older adults have a 50 % higher risk of premature death (NIA, 2023).

Daily wellness calls give clients an easy way to confirm they are safe and create a documented alert trail if something is wrong, providing peace of mind for you, the client, and their support network.

A social worker sits at a desk checking off items on a printed referral checklist while speaking on a phone; paperwork, a laptop, and a mug are arranged neatly nearby, conveying an organized case management environment.

When to Consider a Check-in Referral

  • Clients 60+ living alone with limited local family
  • Individuals recently discharged from the hospital or rehab
  • Adults with mobility impairments or chronic illness
  • Victims of domestic violence living independently
  • Homeless prevention cases placed in new housing
  • Clients on waitlists for in-home services

If any of these scenarios match someone on your caseload, proceed to the checklist below.

The Social Worker’s Check-in Referral Checklist

Step Task Tips & Best Practices
1 Assess Risk Level Review fall history, emergency room visits, medication complexities, cognitive status, and social isolation. Document findings in case notes.
2 Discuss Consent & Expectations Explain how automated calls work, frequency, privacy, and the client’s right to opt out. Obtain written consent.
3 Gather Contact Details Primary phone, backup mobile, address, and two emergency contacts. Verify numbers on the spot.
4 Build the Care Group Identify family, neighbors, and professionals who should receive alerts. Confirm their preferred notification method (SMS, email, voice).
5 Choose Scheduling Decide daily, weekday, or weekend-only calls. Align times with the client’s routine medications or meals.
6 Select Check-in Method Phone keypad (press 1 then #) or SMS reply. Ensure the client practices once before go-live.
7 Define Escalation Path Determine who is notified first, who calls 911 if there is no response, and time thresholds for each escalation level.
8 Record in Care Plan Add service details, schedule, and escalation notes to the official care plan and electronic case record.
9 Educate Stakeholders Provide written instructions to family and agency colleagues. Hold a quick demo during a home visit or virtual meeting.
10 Verify Data Security Confirm the vendor encrypts data at rest and in transit, and complies with HIPAA or state privacy rules as applicable.

Print or copy this table into your case management software so every referral follows the same evidence-based process.

Implementing the Checklist With ConfirmOk

ConfirmOk provides all the technical pieces a social worker needs to satisfy steps 3-10:

  • Automated voice calls or SMS messages at custom times
  • Clients respond by pressing 1 and the # key, or by texting back
  • Unlimited care group members receive instant notifications if a check-in is missed
  • Flexible schedules, language options, and no special devices required
  • Custom reports help agencies track compliance and justify funding
  • End-to-end encryption protects sensitive client data

Because ConfirmOk is cloud-based, onboarding a new client takes about five minutes. Many agencies start with a pilot of 10–15 clients to measure outcomes before scaling.

Simple flow diagram with three blocks labeled “Client presses 1#,” “System confirms ✓,” and “Care group alerted if no response” connected by arrows, illustrating the automated check-in process.

Funding and Program Sustainability

  1. Leverage Older Americans Act Title III-B supportive services funds.
  2. Apply for county aging grants targeted at fall prevention.
  3. Bundle daily check-ins into Medicaid Waiver service plans where allowed.
  4. Present documented reduction in welfare-check calls to local law enforcement to secure partnership dollars.

Wellness calls typically cost less than a single in-person visit, making them attractive to both budget officers and quality-of-care committees.

Next Steps for Social Workers

  1. Identify five high-risk clients on your current roster.
  2. Walk through the checklist above and gather the required data.
  3. Email [email protected] for a sample consent form or additional program details.
  4. Visit confirmok.com to start a free trial and protect your clients today.