Field Deck _WellSky +TheKey Match Training Deck .pdf

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Tiffany Silton, National Director of Operations & Strategy Enablement 
Megan Harris,  Clinical and Quality Manager 
March 31, 2026 WellSky Updates + 
TheKey MatchTM

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Agenda 
•Why? 
•WellSky Updates 
•TheKey Match 
•Benefits 
•Expectations 
•Resources 
•Timeline 
•Q&A

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Why Now? 
We are looking to formalize client  and caregiver capabilities  
so that this knowledge is captured in WellSky, making it easier 
to match the right caregiver to the right client, reducing 
reliance on memory, broadening the caregiver pool, increasing 
scheduling stability, and streamlining operational efficiency.

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WellSky Updates

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Updated Match Criteria Selection  (*with rare exceptions) 
❏ Amputee Experience 
❏ Bed Bound Experience 
❏ C0 = No Cognitive Support Needed 
❏ C1 = Advanced Need Indicated 
❏ C2 = Mid-Late Need 
❏ C3 = Early-Mid Need 
❏ C4 = Early Foundational Need 
❏ Catheter Care 
❏ Care in Facility/Community 
❏ Companion Care / Supervision Only 
❏ Dementia Experience 
❏ Diabetes Experience 
❏ Driver: Caregiver’s Car 
❏ Driver: Client’s Car 
❏ E0 = No Emotional or Behavioral Need 
❏ E1 = Advanced Emotional or Behav. Need 
❏ E2 = Moderate Emotional or Behav. Need 
❏ E3 = Mild Emotional or Behav. Need 
❏ E4 = Foundational  Emotional/Beh. Need 
❏ Fall Risk 
❏ Feeding Tube 
❏ Full Meal Prep 
❏ Hearing Impairment 
❏ Hospice Experience 
❏ Incontinence Experience 
❏ CHHA License 
❏ CNA License 
❏ COVID-19 Vaccine 
❏ CPR Certification 
❏ First Aid Certification 
❏ HHA Certification 
❏ LVN/LPN Certification 
❏ Nurse Delegation 
❏ PCA Certification 
❏ Registered Nurse 
❏ Tuberculosis Test Certifications 
❏ Gait Belt Experience 
❏ Hoyer Lift Experience 
❏ Wheelchair Transfers  ❏ Kosher Experience 
❏ Light Housekeeping 
❏ Meal Prep Assist 
❏ Multiple Sclerosis/ALS 
❏ Ostomy 
❏ Oxygen 
❏ P0 = No Physical Support Needed 
❏ P1 = Advanced Need 
❏ P2 =  Hands-on Assistance Needed 
❏ P3 = Stand by Assistance Needed 
❏ P4 = Foundational Need 
❏ Parkinson’s Experience 
❏ Power Scooter Experience 
❏ Prefers Female Caregiver 
❏ Prefers Male Caregiver 
❏ Quad/Paraplegic Care Experience 
❏ Sit to Stand 
❏ Slide Board 
❏ Smoking Environment 
❏ Speak Client Language 
❏ Stroke 
❏ Supplemental Staffing 
❏ Trach Experience 
❏ Vent Experience 
❏ Visual Impairment 
General 
❏ Ok with Cats 
❏ OK with Dogs Pets

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ADL Updates 
Bathing 
Dressing & Grooming  
Continence Care  Eating and Feeding 
Mobility & Transfers  
Toileting  ADLS  Assistance with personal hygiene, 
including shower, tub, or bed bathing. 
Assistance with clothing, grooming, and 
basic personal appearance tasks. 
Assistance with incontinence 
management and related skin care. 
Assistance with safe food intake, 
including cueing or hands-on feeding. 
Walking or getting around; getting in and 
out of bed, chair, or wheelchair safely. 
Assistance with safe toileting and 
hygiene.

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IADL Updates 
BCM: Connect with Others BCM: Engage with Joy & purpose BCM: Flex Your Mind BCM: Move More BCM: Move More 
IADLS  BCM: Nourish and Hydrate  
Home Organization & Environment 
Housekeeping 
Laundry & Linens  
Mail & Bill Support 
(Non-Financial Handing)  
Meal Preparation & Kitchen Support  
Medication   Pet Care   Phone & Technology Support   Shopping & Errands Transportation & Escort Encouraging safe daily movement and physical vitality. 
Supporting cognitive engagement and mental stimulation. 
Encouraging activities that foster meaning, enjoyment, and 
identity.
Supporting meaningful social connection and engagement. 
Providing safe transportation and support to appointments 
and outings. 
Managing essential purchases and out-of-home tasks. 
Assisting with communication devices and everyday 
technology use. 
Providing routine care and support for household pets. Promoting balanced nutrition and consistent hydration. 
Supporting healthy sleep patterns and restorative rest. 
Maintaining a calm, functional, and well-arranged living space. 
Maintaining a clean, orderly, and 
comfortable home environment. 
Caring for clothing and household linens to 
ensure freshness and presentation. 
Organizing mail and paperwork without managing finances. 
Planning, preparing, and maintaining safe, nourishing meals. Medication Reminder

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Caregiver Task Update - Examples    
● Assist with Ambulation (standby assist) 
○ Stay within arm’s reach while the client walks. Ensure path is clear and 
client is wearing proper footwear. 
● Assist with ambulation (hands-on assist) 
○ Provide steady support on the client’s preferred side or as directed in the 
care plan. Move at the client’s pace and communicate each step. 
● Assist with bed mobility 
○ Support repositioning in bed using proper body mechanics. Encourage 
the client to assist as able. 
● Assist with sit-to-stand transfer 
○ Use proper body mechanics. Guide the client to place feet flat, lean 
forward, and push through their legs. Count down together before 
standing. 
● Assist with chair ↔ bed transfer 
○ Position surfaces close together. Use pivot transfer technique as trained. 
Explain each step before moving. 
● Operate mechanical lift (if applicable) 
○ Use only if trained and authorized. Confirm sling placement and safety 
locks before lifting. Move slowly and reassure the client throughout. IADL - Pet Care  
● Feed pet (must provide caregiver instructions on where the food is stored and 
how much food to give the pet) 
○ Follow written instructions regarding food type, amount, and schedule. 
○ Use designated feeding area and return food supplies neatly. 
● Refill water bowl  
○ Ensure fresh, clean water is available at the start and end of shift. 
○ Rinse bowl if visibly soiled. 
● Walk Dog 
○ Use leash at all times. 
○ Walk at a controlled pace appropriate for pet and client safety. 
○ Return leash to designated location after walk. 
● Clean litter box (Must provide caregiver instructions) 
○ Follow documented instructions regarding frequency and disposal. 
○ Dispose of waste securely and maintain cleanliness of surrounding area. 
● Clean bird cage (Must provide caregiver instructions) 
○ Follow written instructions for cleaning and lining. 
○ Ensure cage is secure before returning pet. 
● Dispose of pet waste (Must provide caregiver instructions) 
○ Follow household instructions for disposal and hygiene. 
○ Wash hands thoroughly afterward. 
ADL - Mobility & Transfers

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Updating Match 
Criteria in WellSky

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Updating ADLs and 
IADLs in WellSky

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TheKey MatchTM 
Megan Harris

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TheKey MatchTM 
TheKey MatchTM is an internal profile based evaluation of 
our clients and caregivers comprised of three parts; 
Cognitive, Physical and Emotional/Behavioral needs.

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Cognitive   Needs 
No Cognitive Issues 
Typical age-related cognition. No significant memory, thinking, or planning changes. Mild memory issues; may need help with complex tasks.            
(e.g., finances, medication) Severe to Late  
Moderate to Severe  
Needs reminders for daily tasks, occasional disorientation, increased 
reliance on caregivers for daily structure. 
Mild to Moderate     Significant memory loss, may deny care needs (anosognosia), needs 
support for almost all activities. 
Early Cognitive Changes  Profound cognitive impairment, very limited communication, 
requires total assistance for all activities.  C1
C2
C3
C4
C0

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Physical   Mobility Support  
P1
P2
P3
P4
No Physical Limitations  
Completely independent in mobility and task. Independent but needs occasional supervision or safety 
reminders. Total Assistance    
Moderate Hands-on Assistance   
Can do most tasks but needs minimal support (e.g., balance 
assistance, grooming). 
Light Hands-On Assistance      Requires caregiver help for transfers, mobility, hygiene, or 
household tasks. 
Standby By Assistance  Fully dependent on caregivers for movement, transfers, hygiene, 
and eating. 
P0

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Emotional / Behavioral Needs  
E1
E2
E3
E4
E0No Emotional or Behavioral Needs 
Emotionally stable, cooperative, and engaged. Occasional sadness, anxiety, or frustration; needs gentle 
reassurance. Severe Emotional or Behavioral Needs   
Significant Emotional or Behavioral Needs  
Frequent mood changes, requires structured support but no safety 
concerns. 
Moderate Emotional or Behavioral Needs      Agitation, withdrawal, or verbal outbursts; requires caregiver intervention 
and safety considerations in care plan. 
Mild Emotional or Behavioral Needs  Aggression, self-harm, or severe distress; requires continuous 
supervision and an escalation plan.

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TheKey MatchTM  - 
Client Profile Reference Guide

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TheKey MatchTM Caregiver Levels 
 Client Need Caregiver Competencies 
C1 Severe to Late 
Cognitive Changes ● Supports full ADLs with dignity 
● Manages agitation safely 
● Enters the client's reality briefly to reduce distress 
● Uses sensory engagement (music, touch, lighting adjustments) 
● Understands growing safety risks (eg, choking, inability to 
communicate pain) 
C2 Moderate to Severe 
Cognitive Changes ● Uses validation before correction 
● Skilled in redirection (can shift focus without confrontation) 
● Recognizes anosognosia (denial of deficits) 
● Supports sensory engagement and adapting engagement to the 
person's ability 
● Physical support techniques (center of visual field, hand over 
hand) 
C3 Mild to Moderate 
Cognitive Changes ● Provides consistent cueing for ADLs 
● Uses simple step-by-step instructions 
● Maintains structured routine 
● Understands that the client may not initiate engagement and 
they need to find creative ways to get the client involved 
C4 Early Cognitive 
Changes ● Gives gentle reminders (appointments, meals, medications) 
● Reinforces daily routines 
● Uses respectful cueing (not correcting harshly) 
● Encourages independence 
● Avoids highlighting memory errors 
● Keeps the environment organized to reduce confusion 
C0No Cognitive Issues 
● Provides companionship and conversation 
● Engages in meaningful activity 
● Observes and reports any changes 
● Supports independence 
● Supports cognitive engagement using external materials (eg, 
crosswords, puzzles) Client Need Caregiver Competencies 
P1Total Assistance ● Full transfers 
● Wheelchair and bed mobility 
● Safe repositioning 
● Dignified hygiene care 
● Monitors for pressure injuries 
● Understanding of common conditions that impact mobility 
P2Moderate Hands - On ● One-person transfers 
● Gait belt use 
● Safe toileting support 
● Protects fragile skin 
● Recognizes fall risk patterns 
● Supports engagement adapting movement for ability and 
safety 
● Understanding of common conditions that impact mobility (eg, 
Parkinson's, Lewy Body dementia, MS, ALS, frailty) 
P3Light Hands - On 
Assistance ● Light balance support 
● Walker/cane familiarity 
● Assists with bathing/dressing setup 
● Uses proper body mechanics 
● Recognizes fatigue risks 
● Supports engagement adapting movement for ability and 
safety 
P4Stand By Assistance ● Fall prevention awareness 
● Verbal cueing 
● Environmental safety checks 
● No lifting required 
● Supports balance, movement to maintain independence 
P0No Physical 
Limitations ● Supervision only 
● Safety reminders 
● Light household support 
● Supports balance, movement to maintain independence

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TheKey MatchTM Caregiver Levels Continued 
 Clients Need Caregiver Competencies 
E1 Severe Emotional or Behavioral Needs ● Remains calm under aggression 
● Follows clear escalation protocol 
● Maintains personal safety 
● Uses firm but non-confrontational boundaries 
● Protects client dignity during crisis 
● Strong safety skills for self, client, and others 
E2Significant Emotional or Behavioral Needs ● De-escalation skills 
● Structured redirection 
● Avoids power struggles 
● Documents incidents objectively 
● Strong safety skills for self, client, and others 
● De-escalation to avoid unnecessary ER visits 
E3Moderate Emotional Behavioral Needs ● Recognizes triggers 
● Maintains calm tone 
● Uses validation 
● Keeps environment structured 
● Redirects frustration without escalation 
E4Mild Emotional or Behavioral Needs ● Gentle reassurance 
● Light redirection 
● Does not personalize mood shifts 
● Supports routine consistency 
● Initiating engagement 
E0 No Emotional or Behavioral Needs ● Positive social interaction 
● Encourages activity

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TheKey MatchTM Benefits 
Enable safer, 
more 
consistent 
caregiver 
matching Improve match 
accuracy to 
reduce 
mismatches 
and rematches 
Protect 
caregivers from 
assignments 
that exceed 
their readiness 
or capabilities 
Expand 
caregiver pool 
for complex 
clients Ensure 
higher-need 
clients receive 
appropriately 
experienced 
caregivers

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How Might You Identify a Caregivers C-P-E Profile? 
Caregiver:  
● Highly experienced and/or has 
background in Dementia/Alzheimer's 
● Effective communication, including verbal 
and nonverbal cues 
● Ability to redirect 
● Empathic 
● Patient 
● Adaptable Caregiver:  
● New or experienced 
● Ability to provide stand by support 
● Outgoing 
● Excellent Communicator 
Example A:  Example B:  
Caregiver Profile: C0, C4, C3, C2, C1, P0, P4, 
P3, E0, E4, E3, E2, E1 Client Profile: C0, C4, C3, P0, P4, E0, E4

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What Does this Mean for Me?  
●Universal Language 
●Increased client satisfaction and retention 
●Optimized matching process 
●Lower caregiver issues at SOC 
●Enhanced onboarding for new CSMs 
●Stronger coverage support when team 
members are out unexpectedly CSMs 
●Universal Language 
●Increased caregiver satisfaction and 
retention 
●Optimized matching process 
●Reducing unnecessary touch points 
●Stronger coverage support when team 
members are out unexpectedly CGMs

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Best Practices for Updating C-P-E Caregiver Match Criteria 
Pull Active 
Caregivers List  
Focus on 
Advanced 
Caregivers First Update Remaining 
Caregivers 
Apply preferred vs 
required skill level 
Identify Caregiver 
Limits 
Maintain and Update

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Expectations 
●Review and update ADLs/IADLs for existing clients 
●Validate and update match criteria for existing clients and caregivers 
●A C-P-E profile is required for caregivers 
○Pro Tip:  Start with your more advanced caregivers first 
○Upon completion of a caregiver review and at reassessment for a client 
●Review existing client profiles determine if updates are required 
○If no profile exists add a new C-P-E profile 
○If no change is required, no action is needed 
●All Match Criteria, ADLs/IADLs and C-P-E profiles must be maintained in WellSky 
●Escalate any blockers

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Number of Clients to Complete Each Week to Meet Deadline  
Name Active Clients Min. #/week 
123 LA 1 0
Alpine Home Care 74 5
AL T-FLL 30 2
AL T-MIA 49 3
AL T-PBC 40 3
Anderson Mill 55 4
Bay Area North 129 9
Bee Cave 3 0
Bellevue 1 0
Boca Raton 76 5
Broward County 61 4
Canoga Park - NorLA 5 0
Carmel 80 5
Central LA 119 8
Clinton 87 6
Craig Cares (Sacramento) 102 7
East Bay 188 13
ECS GCM 31 2
Fort Worth 38 3Name Active Clients Min. #/week 
Glastonbury 129 9
Houston 58 4
Kaiser - SF 0 0
Litchfield 58 4
LM1 6 0
LM2 22 1
Los Altos 0 0
Los Gatos 122 8
McKinney 16 1
Millennia 84 6
Napa 52 3
NorLA 52 3
North Palm Beach 35 2
Northern Virginia 195 13
Northridge-NorLA 5 0
Oakland 0 0
Old Dominion 12 1
Puget Sound 99 7
Rockwall 19 1
San Antonio 98 7Name Active Clients Min. #/week 
San Dimas - Central LA 31 2
Santa Rosa 65 4
SF - Reliable 2 0
Sherman Oaks-NorLA 10 1
South Bay - Central LA 34 2
Spokane 77 5
Stratford 80 5
The Peninsula 208 14
TheKey Arizona 44 3
TheKey Bay Area 877 58
TheKey Chicago 131 9
TheKey Colorado 41 3
TheKey Columbus 69 5
TheKey Connecticut 354 24
TheKey Georgia 110 7
TheKey Grand Strand 50 3
TheKey Los Angeles 342 23
TheKey Lynchburg 151 10
TheKey Maryland 60 4
TheKey Massachusetts 42 3Name Active Clients Min. #/week 
TheKey Michigan 22 1
TheKey Milwaukee 64 4
TheKey Missouri 38 3
TheKey Nashville 36 2
TheKey New York 111 7
TheKey North Broward 291 19
TheKey North Carolina 145 10
TheKey North Texas 73 5
TheKey Orange County 141 9
TheKey Oregon 54 4
TheKey Palm Desert 30 2
TheKey Riverside 52 3
TheKey San Diego 123 8
TheKey Santa Barbara 92 6
TheKey South Carolina 51 3
TheKey South Texas 214 14
TheKey Southwest Florida 103 7
TheKey Virginia 235 16
TheKey Virginia Beach 98 7
TheKey Washington 178 12

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Number of Caregivers to Complete Each Week to Meet Deadline 
 
Name Active Caregivers Min. #/week 
123 LA 26 2
Alpine Home Care 171 11
ALT-FLL 62 4
ALT-MIA 114 8
ALT-PBC 34 2
Anderson Mill 128 9
Bay Area North 256 17
Bee Cave 4 0
Bellevue 1 0
Boca Raton 115 8
Broward County 170 11
Canoga Park - NorLA 1 0
Carmel 110 7
Central LA 153 10
Clinton 128 9
Craig Cares (Sacramento) 157 10
East Bay 401 27
ECS GCM 0 0
Fort Worth 75 5
Glastonbury 294 20Name Active Caregivers Min. #/week 
Houston 99 7
Kaiser - SF 1 0
Litchfield 56 4
LM1 23 2
LM2 49 3
Los Altos 2 0
Los Gatos 207 14
McKinney 46 3
Millennia 112 7
Napa 92 6
NorLA 150 10
North Palm Beach 173 12
Northern Virigina 236 16
Northridge-NorLA 0 0
Oakland 2 0
Old Dominion 21 1
Puget Sound 196 13
Rockwall 32 2
San Antonio 105 7
San Dimas - Central LA 68 5Name Active Caregivers Min. #/week 
Santa Rosa 134 9
SF - Reliable 0 0
Sherman Oaks-NorLA 3 0
South Bay - Central LA 49 3
Spokane 85 6
Stratford 209 14
The Peninsula 349 23
TheKey Arizona 107 7
TheKey Bay Area 1558 104
TheKey Chicago 271 18
TheKey Colorado 87 6
TheKey Columbus 120 8
TheKey Connecticut 688 46
TheKey Georgia 334 22
TheKey Grand Strand 82 5
TheKey Los Angeles 562 37
TheKey Lynchburg 156 10
TheKey Maryland 193 13
TheKey Massachusetts 167 11
TheKey Michigan 56 4Name Active Caregivers Min. #/week 
TheKey Milwaukee 127 8
TheKey Missouri 83 6
TheKey Nashville 67 4
TheKey New York 308 21
TheKey North Broward 668 45
TheKey North Carolina 178 12
TheKey North Texas 154 10
TheKey Orange County 237 16
TheKey Oregon 70 5
TheKey Palm Desert 70 5
TheKey Riverside 122 8
TheKey San Diego 261 17
TheKey Santa Barbara 158 11
TheKey South Carolina 100 7
TheKey South Texas 336 22
TheKey Southwest Florida 231 15
TheKey Virginia 329 22
TheKey Virginia Beach 128 9
TheKey Washington 284 19

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Resources 
TheKey MatchTM   WellSky   
 1
2
TheKey MatchTM Folder - Here  
Quick Reference Guide Clients - Here 
TheKey MatchTM  Profiles - Here  
Quick Reference Guide Caregivers - Here  
Match Criteria Guide - Here 
Adding/Updating ADL/IADLs - Here

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Timeline 
●Update match criteria for 
existing clients and 
caregivers 
●Add a C-P-E profile for 
existing caregivers  
●Update ADLs and IADLs 
for existing clients  
●Validate and update 
existing client C-P-E 
profiles 
Execute 
4/6 - 5/15 
●Sessions:  4 sessions 
●Times: 
11am PST / 2pm EST 
2pm PST/5pm EST 
Field T rainings 
3/31 - 4/1 Go Live 
4/6 
●4/6 - 4/10 Daily 
●Every Wednesday (5 in 
total) Office Hours 
4/6 - 5/15 
Maintenance  
5/15 - Beyond

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Thank you