Building a Backup Plan for When Care Crises Hit During Work

When you juggle a job and caregiving, a single phone call can derail your day. A written plan reduces panic, speeds up decisions, and keeps the right people informed. Think of it as your “care playbook”.

Use this plan when a disruption hits during work and you need clear next moves, not a brain dump. Take one breath, open the plan, and follow it.

1) Identify and brief your support network

List family, friends, neighbors, and professional caregivers who can step in. Make sure they understand meds, routines, preferences, mobility/safety needs, and calming strategies. Capture typical availability and the best way to reach them. (Tip: keep at least two names per category.)

Line up respite care, home health/home care agencies, adult day programs, same-day transportation, urgent medication delivery, meal delivery that can provide temporary coverage during an unexpected crisis.

2) Prepare a detailed care guide (“grab-and-go” packet)

Create a concise, comprehensive guide anyone can follow:

• Medical: diagnoses, baseline notes, current meds + allergies, provider names & numbers, insurance cards/photos, patient portal login instructions.
  

• Daily routine: wake/bed times, meals, mobility needs, continence plan, preferred activities, what calms them (especially for dementia/anxiety).
  

• Home access & equipment: door code/key location, alarm instructions, quick guides for oxygen/CPAP/glucose meter/walker.
  

• Safety notes: fall risk, wandering risk, triggers. Store one printed copy at home and a digital version in a secure shared folder.
  

3) Transportation & access logistics

Keep a rapid-response plan to get someone there fast:

• Reliable ride options (family, vetted neighbor, rideshare, non-emergency medical transport).
  

• Spare keys or a lockbox with code in your packet.
  

• Pre-mapped routes to clinic/ER and a list of “safe places” if power/equipment fails.
  

• A small “go-bag” with meds, documents, and comfort items.

4) Work communication & flexibility (set this up before you need it)

Brief your manager/HR that you’re a caregiver and may need occasional flexibility. Explore remote days, flex hours, compressed weeks, and paid/unpaid leave options and document what’s approved so there’s no last-minute confusion.

You can also setup an auto-reply you can flip on quickly.

Subject: Briefly offline

"I’m addressing a care issue and expect to be back by [time]. If urgent, please contact [backup] at [contact]. Thank you."

Self-care during and after a crisis

Crises are taxing. Use brief resets (hydration, stretch, 2-minute breathing) and lean on your network. Debrief after the event: What worked? What needs updating? Protect sleep the next night. You can’t sustain effective care when completely depleted.