This is a guest post from Jeremy Stuempert. This document describes the workflow and process for Spiritual Care at Grace Community Church. Use this as a template or inspiration for setting up your own workflow. Thanks Jeremy for sharing this recipe!
Spiritual care plays a critical role in holistic well-being, providing support that addresses emotional, psychological, and spiritual needs. Spiritual care workflows are designed to ensure individuals receive the appropriate level of care and guidance. This structured approach not only enhances the quality of care but also helps determine when it is necessary to transfer care to professional services. Here, we’ll explore a typical spiritual care workflow, its importance, and key points at which transferring care to a professional service becomes essential.
The Importance of Structured Workflows
A structured workflow is essential for several reasons:
- Consistency: Ensures that every individual receives a standardized level of care, reducing the risk of oversight.
- Efficiency: Streamlines the process, making it easier to manage and track progress.
- Accountability: Clearly assigns responsibility, ensuring that tasks are completed in a timely manner.
- Comprehensive Care: Addresses various aspects of well-being, from spiritual to emotional needs.
- When to Transfer Care to a Professional Service
While spiritual care is valuable, there are times when it’s necessary to refer individuals to professional services:
- Complex Issues: When an individual’s needs are beyond the scope of spiritual care, such as severe mental health issues, addiction, or trauma.
- Specialized Support: When the individual requires specialized support that only a licensed professional can provide.
- Long-term Care: When the care needed is ongoing and intensive, which might be more appropriately managed by a professional counselor or therapist.
Conclusion
Structured spiritual care workflows are vital for providing effective and efficient support to individuals in need. They ensure that every step of the process is handled with care and precision, leading to better outcomes. However, recognizing when to transfer care to a professional service is crucial to ensure that individuals receive the best possible support for their specific needs. By balancing internal spiritual care with external professional services, we can provide comprehensive support that addresses the full spectrum of an individual’s well-being.
People are added to our spiritual workflow via the spiritual care form. For reference, the form can be found at Spiritual Care Form.
Determine Level of Care Needed
Owner: Next Steps Coordinator or person assigned by the Campus
Default Assignee: Next Steps Coordinator or person assigned by the Campus
NOTE: If you are the Default Assignee and are PINNING this card to a person for the duration of the workflow, please REASSIGN the card to them AND select PIN ASSIGNMENT. If you don't select PIN ASSIGNMENT, it will only be their card for the step you assigned to them. When they save their comments, it will come back to the Default Assignee.
SUMMARY: Gather information and assess best next steps
ACTIONS to Take: Review General Intake Form (SC Connection card). If more information is needed, gather it (via phone call, or a meeting) using the Specific Intake Questionnaire. Determine person's next step.
POSSIBLE Next Steps:
● If not a SC issue, add the person to an alternate workflow or ministry for general growth or mentorship (e.g. Gospel Groundwork, Financial Peace University, mentoring, small group, etc.) and then remove from the SC workflow.
● If they are looking for our Professional Referral and Resource document, email this link: www.graceoc.com/scresources
● If it is a SC issue, MARK STEP COMPLETE to move forward in this workflow
Expected response: < 2 days
Determine Specific Care Needed
Owner: Spiritual Care Lead
Default Assignee: Spiritual Care Lead
NOTE: If you are the Default Assignee and are PINNING this card to a person for the duration of the workflow, please REASSIGN the card to them AND select PIN ASSIGNMENT. If you don't select PIN ASSIGNMENT, it will only be their card for the step you assigned to them. When they save their comments, it will come back to the Default Assignee.
SUMMARY: Gather more information using the Specific Intake Questionnaire and assess best next steps.
ACTIONS to Take: Look over information gathered so far using the Specific Intake Questionnaire to begin determining how to best provide care for this specific need.
● RECORD your notes/care plan or action steps on the card
● MARK the step complete to move forward in the workflow
The Professional Counseling Referrals and Resource list can be found at: www.graceoc.com/scresources
POSSIBLE Next Steps:
● When you are ready to assign the person to a Spiritual Care Giver in PCO, PIN the assignment AND click REASSIGN, then MARK this step complete.
(Note: Connect with the Care Giver outside of PCO to give any helpful/needed information.)
● If you are going to meet with the person yourself, simply arrange the meeting with the person, make notes as needed on card and MARK this step complete.
● Refer this person to an outside source of care. Send an email with this URL: www.graceoc.com/scresources. Make notes their card as needed. MARK this step complete.
● If a referral is the ONLY care they receive, move this person down to the “Exit Steps” part of the workflow using the "skip this step" button and snooze them for 3-4 weeks. Check on them in 3-4 weeks to see if they've connected to the outside source of care.
● If they are receiving both internal (from Grace) and external care, send them the Spiritual Care Referral document via an email in PCO using the link: www.graceoc.com/scresources, then MARK this step complete so they can continue with the Grace care process.
Expected response: < 2 days
Meeting 1
Owner: Spiritual Care Giver
Default Assignee: Spiritual Care Lead
SUMMARY: Meet with the person to provide care using your determined plan of care
Professional Counseling Referral and Resource list can be located at: www.graceoc.com/scresources
ACTIONS to Take:
● Meet/talk with the person
● Develop a Care Plan to best help this person navigate their struggles
● Review this Care Plan with your SC Lead if necessary
POSSIBLE Next Steps:
● If a professional referral for outside care is needed, send an email from PCO, including the link: www.graceoc.com/scresources.
● If a referral is the ONLY care they receive, move this person down to the “Exit Steps” part of the workflow using the "skip this step" button and snooze them for 3-4 weeks. At that time, check to see if they have connected with outside care. If so, COMPLETE the workflow. If not, encourage them in their next step. Document any information on their card.
● If the person is receiving both internal (from Grace) and external care, then MARK this step complete so they can continue with the Grace Spiritual Care process.
● If Grace will no longer be providing Spiritual Care for this person, MARK this step complete, then move this person down to the Exit Steps portion of the workflow.
Expected response: < 14 days
Meeting 2
Owner: Spiritual Care Giver
Default Assignee: Spiritual Care Lead
SUMMARY: Meet with the person to provide care using your determined plan of care
Professional Counseling Referral and Resource list can be located at: www.graceoc.com/scresources
ACTIONS to Take:
● Meet/talk with the person
● Adjust Care Plan as needed to best help this person navigate their struggles
● Review this Care Plan with your SC Lead if necessary
POSSIBLE Next Steps:
● If a professional referral for outside care is needed, send an email from PCO, including the link: www.graceoc.com/scresources.
● If a referral is the ONLY care they receive, move this person down to the “Exit Steps” part of the workflow using the "skip this step" button and snooze them for 3-4 weeks. At that time, check to see if they have connected with outside care. If so, COMPLETE the workflow. If not, encourage them in their next step. Document any information on their card.
● If the person is receiving both internal (from Grace) and external care, then MARK this step complete so they can continue with the Grace Spiritual Care process.
● If Grace will no longer be providing Spiritual Care for this person, MARK this step complete, then move this person down to the Exit Steps portion of the workflow.
Expected response: < 14 days
Meeting 3
Owner: Spiritual Care Giver
Default Assignee: Spiritual Care Lead
SUMMARY: Meet with the person to provide care using your determined plan of care
Professional Counseling Referral and Resource list can be located at: www.graceoc.com/scresources
ACTIONS to Take:
● Meet/talk with the person
● Adjust Care Plan as needed to best help this person navigate their struggles
● Review this Care Plan with your SC Lead if necessary
POSSIBLE Next Steps:
● If a professional referral for outside care is needed, send an email from PCO, including the link: www.graceoc.com/scresources.
● If a referral is the ONLY care they receive, move this person down to the “Exit Steps” part of the workflow using the "skip this step" button and snooze them for 3-4 weeks. At that time, check to see if they have connected with outside care. If so, COMPLETE the workflow. If not, encourage them in their next step. Document any information on their card.
● If the person is receiving both internal (from Grace) and external care, then MARK this step complete so they can continue with the Grace Spiritual Care process.
● If Grace will no longer be providing Spiritual Care for this person, MARK this step complete, then move this person down to the Exit Steps portion of the workflow.
Expected response: < 14 days
Meeting 4
Owner: Spiritual Care Giver
Default Assignee: Spiritual Care Lead
SUMMARY: Meet with the person to provide care using your determined plan of care
Professional Counseling Referral and Resource list can be located at: www.graceoc.com/scresources
ACTIONS to Take:
● Meet/talk with the person
● Adjust Care Plan as needed to best help this person navigate their struggles
● Review this Care Plan with your SC Lead if necessary
POSSIBLE Next Steps:
● If a professional referral for outside care is needed, send an email from PCO, including the link: www.graceoc.com/scresources.
● If a referral is the ONLY care they receive, move this person down to the “Exit Steps” part of the workflow using the "skip this step" button and snooze them for 3-4 weeks. At that time, check to see if they have connected with outside care. If so, COMPLETE the workflow. If not, encourage them in their next step. Document any information on their card.
● If the person is receiving both internal (from Grace) and external care, then MARK this step complete so they can continue with the Grace Spiritual Care process.
● If Grace will no longer be providing Spiritual Care for this person, MARK this step complete, then move this person down to the Exit Steps portion of the workflow.
Expected response: < 14 days
Meeting 5
Owner: Spiritual Care Giver
Default Assignee: Spiritual Care Lead
SUMMARY: Meet with the person to provide care using your determined plan of care
Professional Counseling Referral and Resource list can be located at: www.graceoc.com/scresources
ACTIONS to Take:
● Meet/talk with the person
● Adjust Care Plan as needed to best help this person navigate their struggles
● Review this Care Plan with your SC Lead if necessary
POSSIBLE Next Steps:
● If a professional referral for outside care is needed, send an email from PCO, including the link: www.graceoc.com/scresources.
● If a referral is the ONLY care they receive, move this person down to the “Exit Steps” part of the workflow using the "skip this step" button and snooze them for 3-4 weeks. At that time, check to see if they have connected with outside care. If so, COMPLETE the workflow. If not, encourage them in their next step. Document any information on their card.
● If the person is receiving both internal (from Grace) and external care, then MARK this step complete so they can continue with the Grace Spiritual Care process.
● If Grace will no longer be providing Spiritual Care for this person, MARK this step complete, then move this person down to the Exit Steps portion of the workflow.
Expected response: < 14 days
Meeting 6
Owner: Spiritual Care Giver
Default Assignee: Spiritual Care Lead
SUMMARY: Meet with the person to provide care using your determined plan of care
Professional Counseling Referral and Resource list can be located at: www.graceoc.com/scresources
ACTIONS to Take:
● Meet/talk with the person
● Adjust Care Plan as needed to best help this person navigate their struggles
● Review this Care Plan with your SC Lead if necessary
POSSIBLE Next Steps:
● If a professional referral for outside care is needed, send an email from PCO, including the link: www.graceoc.com/scresources.
● If a referral is the ONLY care they receive, move this person down to the “Exit Steps” part of the workflow using the "skip this step" button and snooze them for 3-4 weeks. At that time, check to see if they have connected with outside care. If so, COMPLETE the workflow. If not, encourage them in their next step. Document any information on their card.
● If the person is receiving both internal (from Grace) and external care, then MARK this step complete so they can continue with the Grace Spiritual Care process.
● If Grace will no longer be providing Spiritual Care for this person, MARK this step complete, then move this person down to the Exit Steps portion of the workflow.
Expected response: < 14 days
Exit Steps
Owner: Spiritual Care Giver
Default Assignee: Spiritual Care Lead
NOTE: If you are the Default Assignee and are PINNING this card to a person for the duration of the workflow, please REASSIGN the card to them AND select PIN ASSIGNMENT. If you don't select PIN ASSIGNMENT, it will only be their card for the step you assigned to them. When they save their comments, it will come back to the Default Assignee.
SUMMARY: Check in with your person and determine their next steps using the Care Plan for helpful guidance.
ACTIONS to Take: After looking over the information and Spiritual Care process so far, connect with the person to see what progress they’ve made and what next steps might be best for them. Take notes on the card so the Next Steps Coordinator can help them move forward in the next step.
POSSIBLE Next Steps:
● Unpin the assignment from yourself (if you are pinned).
● If a professional referral for outside care is needed, send an email from PCO, including the link: www.graceoc.com/scresources and mark this step COMPLETE.
● If card was snoozed for 3-4 weeks because only outside care was requested, follow up with an email in PCO to see if they've connected with outside care and if there is anything else we can help them with. Snooze for 2 weeks. If there is no response in 2 weeks, make a note of it on their card and MARK this step COMPLETE.
Expected response: < 7 days
Next Steps Reconnect
Owner: Next Steps Coordinator
Default Assignee: Next Steps Coordinator
SUMMARY: Ensure this person moves on to their next step
ACTIONS to Take: Review all information and process. Help the person take their next steps.
POSSIBLE Next Steps:
● Join a team
● Gospel Groundwork
● Mentoring
● Join a Small Group
● Financial Peace University
● MARK this step complete
NOTE: Only MARK this step COMPLETE when connection has been made
Expected response: < 2 days