MIPS Program Manual

Home , Another Place and Time, At Your Command, Chattanooga Choo Choo, Favorite Song, Isham Jones, Larry Clinton

Georgia Health Care Association Resident Centered Care Initiative - 2016-04-GA-1107

About the Program Those affected with Dementia often struggle to preserve their personhood and to remain connected with their past and present while maintaining a dignified and meaningful quality of life. The Georgia Health Care Association (GHCA) wants to help ease this struggle.

Thanks to a grant from the Centers for Medicare and Medicaid Services funded by the civil monetary penalty fund, GHCA, in partnership with the Music & Memorysm Organization and other key stakeholders, will offer a Music Integration Program designed to give life to memories through music. The program encourages the involvement of family, community and staff to develop and incorporate personalized music into resident activities and caregiving. We have the potential to touch thousands of lives through the program, which will initially be available to 150 skilled nursing centers.

Current Research Research supports the following positive effects of music on persons with dementia:

• Improved mood • Calmness and less agitation • Enhanced engagement and socialization • Heightened ability to communicate Which leads to:

• Reduced antipsychotic, anxiolytic and • More meaningful interactions antidepressant use • Greater staff efficiencies and reduced cost • Fewer falls and less resistance to care Key Program Components • Education to assist caregivers and family members to understand the effects of Alzheimer’s and other types of Dementia and the potential benefits of personalized music as an integral part of resident’s plan of care • Certification in Music & Memorysm • Training, equipment and technical support to implement Music & Memorysm program • Instruments & speakers to integrate music into activities and bathing

Participation Participation is available to all skilled nursing centers in Georgia on a first come basis, with an emphasis on centers that specialize in memory care or that have high psychotropic utilization rates. Participants must complete a participation agreement to initiate enrollment in the program. Please contact Tiffany Nelson, Program Coordinator at [email protected] or 478-258-9483 for more information.

About GHCA The Georgia Health Care Association (GHCA) is a mission driven organization dedicated to advancing quality for seniors residing in skilled nursing and assisted living centers. We provide support to over 350 providers in both rural and urban areas across the state. Equipment: Qty: # Received Maracas 1 Claves 2 Cabasa 2 Egg shaker 5 Tone Block w/mallet 1 Castanet 1 Musical Spoons 1 Tambourine 2 Cowbell w/striker 1 Triangle w/striker 2 Finger Cymbals 1 Wrist Bells 2 Tone Bars w/mallet 2

Bathing Suite Mountable SPEAKER Yorkville 1 iPod Shuffle 15 Headphones 15 External portable speaker (small) 1 AC adapter/charger 15 iTunes Cards (could be 1 card or multiple= $500) varies 3.5mm Splitter 2

HP Laptop 1

"Alive Inside" DVD 1 MIPS Center Impact Evaluation v3

Page 1 of 1

1. Center Name & CCN#:* -- Please Select -- 

2. Is this your baseline report?* Yes No

3. If this is not your baseline report, what quarter/year are you reporting for? -- None -- 

4. Name of person submitting the form:*

5. Email address of person submitting the form:*

6. Date signed MIPS Participation Agreement:*

mm/dd/yyyy

7. Have the program champion(s) at your center changed?* Yes No

8. If your program champion(s) have changed, please enter the new champion(s) name(s) & email(s) below:

9. M&M certification completion date:*

mm/dd/yyyy 10. Enter the following data: Rate/Response Comments Anti-Psychotic Drug Rate (%, Quality Measure) LS Depressive Symptoms (%, Quality Measure) LS Antianxiety/Sedative Hypnotics (%, Quality Measure) LS Rehospitalization Rate (%, Trend Tracker) LS Pain (% Quality Measure) Total Employee Turnover Rate (%, Facility Record) Number of residents with active M&M care plan (# 1-15, facility Record) Overall State Rating (1-5 scale, NH Compare) Quality Measure Star Rating (1-5 scale, NH Compare)

11. Upon completion of certiﬁcation and implementation of program, outline plan for program sustainability and/or changes to enhance program: Resident Impact Evaluation V2

Page 1 of 1

1. Center Name & CCN#:* -- Please Select --

2. Resident Identifier:*

3. Diagnosis:*

4. New Dx of Schizophrenia?* Yes No

5. Is this a baseline report?* Yes No

6. If this is not a baseline report, what quarter/year are you reporting for? -- None --

7. Name of person submitting the form:*

8. Email address of person submitting the form:*

9. Date of M&M Care Plan Implementation:*

mm/dd/yyyy

10. Enter the following data:* Data B0700 Makes Self Understood (0-3) C0500 Summary Score- BIMS (00 - 15, or 99) D0300 Total Mood Severity Score (0 - 27, or 99) D0600 Total Mood Severity Score-Staff Assessment (00 - 30) E0200 Behavioral Symptoms- Presence & Frequency: Physical Behavior Symptoms (0 - 3) E0200 Behavioral Symptoms- Presence & Frequency: Verbal Behavior Symptoms (0 - 3) E0200 Behavioral Symptoms- Presence & Frequency: Other Behavioral Symptoms Not Directed toward others (0 - 3) J0100 Pain Management: Received scheduled pain med regimen? ( 0=no, 1=yes) J0100 Pain Management: Received PRN pain medication? ( 0=no, 1=yes) J0100 Pain Management: Received non-medication intervention for pain? ( 0=no, 1=yes)

11. Medication Regimen: (not all inclusive list, only speciﬁc classiﬁcations noted below) Dosage changes, date of order Medication Dosage Frequency discontinuation or not used Anti-psychotic

Anti-anxiety

Sedative/Hypnotic

MUSIC & MEMORY® ACTION PLAN WORKSHEETS

Refer to Implementation Guide for Full Details

STEP ONE: Activate a High-Functioning Team STEP TWO: Prepare STEP THREE: Begin Your Pilot STEP FOUR: Launch Your Program Organization-Wide STEP FIVE: Sustain

6.1 STEP ONE Action Plan Worksheet:

Activate a High-Functioning Team

Action Item Who’s Responsible Target Completed Date Date

Form Interdisciplinary Team

Access Care Community and Invite Team Members

Assign Tasks (ex: tech savvy staff/volunteers to build playlists)

Schedule Team Meetings (monthly/weekly). Include Administrators and Nursing Staff

Download and/or Print MUSIC & MEMORY® Implementation Guide and Action Plan Worksheets

Obtain Music & Memory Certificates of Completion and Plaque Upon Completion of Certification Training (webinars and online course)

6.2 STEP TWO Action Plan Worksheet:

Prepare

Action Item Who’s Responsible Target Completed Date Date

Order Equipment

Hands-on Staff Access Online iTunes Training via Care Community

Download and/or Print Key Program Documents from Care Community

Create Organization-owned iTunes Account

Assign Who Will Set Up iTunes Library

Identify Equipment Storage Area for Pilot

Label Music Devices and Headphones

Train Staff to Use Equipment for Pilot

Identify Pilot Participants

Get Permissions

6.3 STEP THREE Action Plan Worksheet:

Pilot Your Program

Action Item Who’s Responsible Target Completed Date Date

Work One-to-one with Pilot Participants to Discover Favorite Music

Purchase/obtain Needed Music

Create iTunes Library

Create Playlists for Pilot Participants

Load Playlists to Music Devices; Print Two Copies of Playlists (file one, and place one with individual for change requests)

Test and Revise Playlists with Pilot Participants

Use Forms to Track Impact and Add to Care Plan

Expand to Other Participants, Shifts and Care Needs

6.4 STEP FOUR Action Plan Worksheet:

Launch Your Program Organization-Wide

Action Item Who’s Responsible Target Date Date completed

Take Your Program Organization-wide! Launch Celebration and/or Announce at Staff Meetings

Promote Music & Memory Program in Marketing Materials, Website, Social Media. Add M&M Certified Logo to Your Website to Promote Your Program

Create Organization-wide System for Documenting Impact, Tracking and Refining Program. (Sample assessment tools available in Care Community)

Determine Time Frame for Adding New Participants

Continue to Add New Participants and New Applications of Music

6.5 STEP FIVE Action Plan Worksheet

Sustain

Action Item Who’s Responsible Target Completed Date Date

Sustain Your Team by Sending Additional Team Members for Music & Memory Training. Contact [email protected]

Integrate Music & Memory Into New Employee Orientation & Ongoing Training

Identify and Implement Strategies to Build Team Commitment Across Your Organization and with Participants’ Family Members

Optional: Recruit Volunteers to Build Support in Your Community and Expand Your Program. Register Them for Training as Needed.

Fundraise to Expand Your Program

Stay Connected to Music & Memory Through Care Community

EXPANDING YOUR PROGRAM’S TEAM: THE ALL-IN APPROACH

Recharge your caregiver batteries and experience fulfillment of purpose in a uniquely rewarding way.

This transformative program can enhance outcomes, quality of care, and the lives of those you serve.

It can transform relationships and make your job easier.

® Get to Know the MUSIC & MEMORY PROGRAM

Step 1 Step 2 Step 3 Step 4 Step 5 View the Browse Locate the Access Care Go to Care Videos from Through the Action Plan Community Community

Music & Manual Worksheets & Write to View the Tour

Memory Implementation carequestions@ Video & Then

Laptop Guide musicand Go to Training memory.org

Videos to View & Share

Leadership - Get the Advantage https://www.youtube.com/watch?v=jCmVQt5-EdU&feature=youtu.be Morse Life C.N.A. https://musicandmemory.org/landing/introducing-cnas-to-music-and-memory/ Reducing Antipsychotic Meds https://www.youtube.com/watch?v=wjSVY3kf9S8 Henry http://www.youtube.com/watch?v=fyZQf0p73QM State of Delaware Documentary https://www.youtube.com/watch?v=iBNRj1oMVdI New South Wales – Australia https://www.youtube.com/watch?v=A91cx0b3lbw MUSIC & MEMORY® IMPLEMENTATION GUIDE Launch & Sustain Your Program

Visit musicandmemory.org for more info.

www.facebook.com/MusicAndMemory Music and Memory on YouTube MUSIC & MEMORY IMPLEMENTATION GUIDE

Table of Contents

Introduction ...... 4 0 .1 How to use this guide ...... 4 0 .2 Care Community resources & additional trainings ...... 4 0.3 Benefits of personalized music ...... 5 0.4 The five action steps ...... 7

STEP ONE: Activate a High-Functioning Team ...... 8 1.1 Form an interdisciplinary team ...... 8 1 .2 Determine who does what ...... 9 1 .3 Schedule regular team meetings ...... 10

STEP TWO: Prepare ...... 11 2.1 Order equipment ...... 11 2 .2 Establish storage and access ...... 13 2.3 Set up your computer and iTunes account; online learning resources ...... 15 2.4 Train staff to use equipment ...... 16 2.5 Select program participants ...... 17 2.6 Get permission ...... 17

STEP THREE: Begin Your Pilot ...... 18 3.1 Identify music favorites ...... 18 3 .2 Build your iTunes library ...... 22 3.3 Create playlists and load onto devices ...... 23 3.4 Test music & evaluate Impact ...... 24 3.5 Expand ...... 25

STEP FOUR: Launch Your Program Organization-Wide ...... 26 4.1 Take your program organization-wide ...... 26 4.2 Promote the program ...... 27 4.3 Track program & refine ...... 28

STEP FIVE: Sustain ...... 30 5 .1 Sustain your team ...... 32 5.2 Work with volunteers ...... 32 5.3 Fundraise to expand your program ...... 34 5 .4 Build community connections ...... 35 5 .5 Stay connected through the Care Community ...... 37

Action Plan Worksheets ...... 38

Introduction

Welcome to Music & Memory! This Implementation Guide is designed to complement what you learned during the MUSIC & MEMORY® Certification Training Webinar. You’ll find step-by-step instructions based on our extensive field experience that will help you to launch a successful personalized music program for your care organization.

0.1 How to Use This Guide We recommend you take some time to read through this guide and reinforce your under- standing of the five key steps for implementing a successful program. We’ve also included the Action Plan Worksheets that were described in the webinars .

Whether you’re new to Music & Memory or an experienced team member in your MUSIC & MEMORY® Certified Care Organization, you’ll find a wealth of ideas that will help you to strengthen and grow your program.

NOTE: If your program is grant or state funded, your implementation steps may be different. Contact your program sponsor for more information.

0.2a Care Community Resources & Additional Trainings Upon completion of the certification training, you should receive an email invitation to join the Care Community, Music & Memory’s online resource for MUSIC & MEMORY® Certified Organizations. In the Care Community, you’ll find a wealth of program resources, including all of the printouts and video resources mentioned during the live webinar and in this guide. You’ll also gain access to additional trainings and equipment discount lists.

If you are not yet a Care Community member, it’s easy to join. Email us at carequestions@ musicandmemory.org to request an invitation.

MUSIC & MEMORY® iTunes Training Remember to have at least one member of your team complete our online iTunes Training Course, which you can find in the Care Community under Training. Trainees will learn efficient and cost-effective ways to manage large scale iTunes implementation.

Additional Care Community Resources Topics of special interest to our site are addressed during live monthly Topic Calls. Call schedules are located on the homepage of the Care Community.

Additional training options are available for Leadership and Nursing Assistants as part of your certification. Furthermore, the following fee-based courses will allow certain organizations to leverage their initial investment in new directions:

• MUSIC & MEMORY ® Tablet Engagement Series • MUSIC & MEMORY ® for PT, OT, SLP

0.3 Benefits of Personalized Music Through surveys, research, and a steady stream of amazing stories, we’ve documented many benefits of our personalized music program. Here are some of the most significant:

• Personalized music brings pleasure and joy. • It reduces use of antipsychotic, anti-anxiety, antidepressant and pain medications. • Participants experience reduced falls. • Participants experience less anxiety, distress and delirium, exhibit better moods and have an easier time communicating. • Participants’ appetites increase. • Caregivers - both families and professionals - experience reduced stress. • There are fewer staff injuries and physical altercations with those in your care. • Caregivers experience reduced resistance to care.

• Hospital readmission rates decline. • Strengthened bonds between staff, participants and family members. • Opportunity for more meaningful, personal connections with those in your care.

These benefits are not limited to the listening duration. There are residual benefits, as well.

M&M SURVEY: Behaviors for which listening to personalized music appeared to have a residual effect.

100

20 Reduction in Reduction in Positive Increase in desire Negative General Reduction in Other challenging verbal or anxiety or changes in to communicate changes increase in amount of 0 physical behaviors nervousness mood or interact with in mood pleasure and joy physical pain others

Value Percent Count Reduction in challenging verbal or physical behaviors 56.1% 119 Reduction in anxiety or nervousness 80.2% 170 Positive changes in mood 87.7% 186 Increase in desire to communicate or interact with others 48.1% 102 Negative changes in mood 7.5% 16 General increase in pleasure and joy 72.6% 154 Reduction in amount of physical pain 18.4% 39 (referring to chronic pain) Other 8.5% 18

0.4 The Five Action Steps Our Certification Training is built upon the Five Action Steps to Success:

1 . Activate a High-Functioning Team: Create an interdisciplinary, “all-in” team to implement your Music & Memory program, tailored to the size of your organization. 2 . Prepare: Set up your iTunes library, determine equipment storage and access, select participants, get permission, and acquire equipment. 3 . Begin Your Pilot: Starting with up to five participants, conduct assessment to identify music preferences and create playlists; review progress with pilot program, make adjustments and get ready to expand. 4 . Launch Your Program Organization-Wide: Offer your Music & Memory program to the entire organization; promote benefits, track and evaluate, make improvements, document impact and continue to grow. 5 . Sustain: Support your team, work with volunteers, fundraise, build community connections, learn and enhance your program via the Care Community.

Be sure to use the Action Plan worksheets located at the end of this guide to help your team stay on top of tasks. Feel free to adapt and embellish the worksheets as needed. Let’s take a closer look!

STEP ONE: Activate a High-Functioning Team

In Step One, we’ll review how to put together an “all-in” team to implement your Music & Memory program, tailored to the size of your organization:

1.1 Form an interdisciplinary team 1.2 Determine who does what 1.3 Schedule regular team meetings

1.1 Form an Interdisciplinary Team The key to creating and maintaining a successful Music & Memory program is this: Everyone, from leadership to direct care and support staff, has a role to play and a stake in how participants experience and benefit from their personalized music playlists. This is not just an Activities Department program — each department can use the program strategically to help meet the organization’s goals. Music & Memory works best when leadership takes the lead and all hands join to support participants in a shared musical journey.

“The staff loves Music & Memory. If you don’t have everybody on board, it won’t work. From the administration to the aides, everyone was so excited to try it, and they could see how it was working.” —Sara Young, Director of Nursing, Rocky Mountain Care-Willow Springs, Utah

So, what does an effective Music & Memory team look like? Of course, it depends on the size of your organization. Smaller care organizations may only have one or two people who carry out the program. For mid-size to larger organizations, we strongly recommend a team of five interdisciplinary team members. Here’s a basic breakdown:

• Administrator/Management • Director of Nursing/Clinical Director • Three additional team members representing Social Services, Direct Care Staff, Activities, Marketing, Quality Assurance

1.2 Determine Who Does What Identify staff champions who are comfortable with technology and enthusiastic about the program. The following are examples of roles for various staff in a large organization. If yours is smaller, think about who can combine some of these roles and responsibilities, while still creating an interdisciplinary mix of ideas and skills.

Members and roles may include:

• Administrator runs meetings, sets goals and action plans, assigns tasks, keeps on track . • Director of Nursing oversees all personalized music nursing interventions for use 24/7 and documentation of use and impact, linked to care planning and quality assurance. • Direct Care Staff serve as program champions for each shift; provide essential feedback about participant responses to music and help to identify preferences. • Activities/Tech-Savvy Staff/Volunteers Conduct individualized music assessments to build and update personalized playlists; load devices. • Social Services identify program participants who would benefit and work with families and volunteers. • Music Therapists provide an excellent resource for program enhancement.

• OT, PT and SLP enhance their therapy by integrating Music & Memory into their practice. • Maintenance assists with equipment storage, charging stations and access. • Marketing/Development builds community awareness and support. • Minimum Data Set coordinator integrates personalized music into care planning • Quality Assurance coordinator integrates Music & Memory into Quality Assurance/Performance Impact activities.

1.3 Schedule Regular Team Meetings Whether your team is large or small, it’s essential to meet regularly to discuss progress. Troubleshoot, analyze and evaluate as you tailor Music & Memory to your specific needs. A few guidelines:

• Entire Music & Memory team should attend . • Administrative and/or clinical leaders conduct the meetings. • Check in about immediate issues/questions during regular huddle or stand up moments in mornings. • Convene 15 to 30 minute meeting weekly to review, trouble-shoot and coordinate. • Discuss implementation and strategy during one-hour meeting monthly. • Ask what’s working, what isn’t, and make adjustments. • Stay open to input from whole team and others.

Team meetings are also a time to share stories about how the program is benefiting participants and to celebrate your successes as you grow your program from pilot stage to organization-wide. The time you invest in a smoothly running effort that meets the unique needs of your organization will pay dividends in positive outcomes for your organization.

STEP TWO: Prepare

In Step Two, we’ll discuss best practices for getting your Music & Memory program ready to launch:

2.1 Order equipment 2.2 Establish storage and access 2.3 Set up Your Computer and iTunes Library; Online Learning Resources 2.4 Train staff to use equipment 2.5 Select Program Participants 2.6 Get permission

2.1 Order Equipment

Select a Computer for Your Music Library Your first step is to determine which computer will house your master library. If you have an IT department, involve them early in the process of selecting a computer and determining a backup system.

1. Music & Memory recommends the convenience of a laptop for mobility and access. This can be particularly helpful when you are in the process of determining which music the individual prefers; it enables you to bring the music to them and play samples.

2. Select a recent model computer so that you can work efficiently. It should have an internal or external CD drive and WIFI capability. iTunes works on either a Mac OS or PC Windows platform.

3. Be sure that you have a system in place for backing up your music library on a regularly scheduled basis .

Obtain Music Devices and Headphones

Where to Buy Equipment

Music & Memory has relationships with technology vendors who can help you purchase at a discount. You’ll find the latest information about contacts and pricing in the document Equipment Resources for MUSIC & MEMORY®, located in the Resources section of the Care Community.

How Much Will It Cost? We suggest you budget $80-$100 per participant. ($100 allows for more songs.) • $30 - $50 for digital music device • $2.50 + shipping for approved headset • $2.00 for A/C adapter • $25 for starter selection of songs for music library

Cost of laptop computer with CD reader is separate and depends largely on model.

Music Players What is the right device for your Music & Memory program? That depends on what works best for your participants. Devices vary in storage capacity, charge life, durability and sound quality.

SanDisk® Clip Jam MP3 Player – As an alternative to the recently discontinued Apple iPod Shuffle & Nano, Music & Memory recommends the SanDisk® Clip Jam MP3 Player (Item #SDMX26-008G). Comparable in price and functionality, this multi-platform device stores 4 GB of music (about 1,000 songs) and offers 11 hours of continuous playback. The device fully charges in two to three hours; overcharging is okay, as is partial charging. It also allows for transfer of music with iTunes.

Donated iPods – Although many iPod models are discontinued, many people still own them. The iPod Touch, iPhone (without a carrier) and iPad are all-purpose devices. In addition to playing music, they can be used to access ebooks, games, podcasts, YouTube, apps and more.

Headphones – Our goal is to use headphones that sound great, are durable and inexpensive. We’ve tested many headphones and find that they often stop working in one ear or become crackly in a matter of months. We prefer the Koss UR5-B because it comes with a lifetime guarantee, rarely breaks, sounds fine, and is less expensive than most other headphones. Certified organizations may purchase at a discount.

2.2 Establish Storage and Access Where to keep your Music & Memory equipment, including laptop, music devices and headphones, is an important consideration for your program. We’ve found that laptops are usually kept with the Activities Director or the person most responsible for the day-today operation of the program. Regarding storage of music devices and headphones, Music & Memory recommends using a decentralized approach—keeping these items closest to the user allows them easy access to their music at all times .

Solutions range from a floor or community-based cabinet or closet that can be locked, to storage on med carts. One good way to store equipment close to the user is a lockable thermostat cover (pictured right). This item is great for in-room storage, easy access and keeping the device charged. Family and staff members can have a key.

For more information about the lockable thermostat cover and other storage options, see Equipment Resources for MUSIC & MEMORY®, located in the Resources section of the Care Community.

NOTE: Thermostat covers are designed to be mounted over electrical devices. However, each state and health setting has different regulations. (Contact your state Fire & Safety inspector if you have questions regarding regulations for your care category in your state.)

Music & Memory recommends labelling your equipment as a means to reduce loss, using corresponding numbers for music devices and headphones (use a label maker; permanent markers don’t work in the long-term). Don’t forget to label the chargers as well! Keep a master log . We recommend using our Music Device Assignment Tracking Sheet to control access and Music Device Sign-Out Sheet to track use of the equipment. Both of these forms are available in the Resources section of the Care Community.

2.3 Set Up Your Computer and iTunes Account It is important to have an iTunes savvy staff member or volunteer on your Music & Memory team. Running iTunes in an organizational setting is more demanding than using iTunes at home .

Maintaining the library can be a staff or volunteer responsibility.

How much time is involved? It depends on the number of participants in the program. The library will grow over time and should consist of the most popular music by artists requested by your program participants.

Your music library will include a mix of CDs that are already the property of your organization, CDs from families of participants gifted to the program, as well as new music purchased from iTunes. So one of your first tasks is to take stock of what music your care organization already owns or has access to. You’ll find all the details for setting up your library and personalized playlist in our online training courses (see below).

Remember: Create an organizational iTunes account for your music library. Never use a staff member or volunteer’s iTunes account; if they ever leave, all your music goes with them!

A Word of Caution

It is extremely important to honor music copyright laws. Using pirated music files leaves your organization and all of your efforts vulnerable to legal action for copyright infringement. Music & Memory is committed to respecting the rights of music artists to own and distribute their creative property.

MUSIC & MEMORY® iTunes Training Music & Memory offers an online training to teach shortcuts and tips when setting up and managing your organization’s iTunes Library. It is available in the Training section of the Care Community. Take it as many times as you like, repeat lessons that will help you to sharpen skills, or use it as a refresher. The accessible online format is ideal for bringing new staff onto your Music & Memory team .

Additional On-Demand Trainings for MP3 Players Online training for the Sandisk Clip Jam Mp3 Player is available in the Videos section of the Care Community. These trainings include device operation instructions and how to transfer playlists and music from iTunes. We recommend watching these videos if your organization is planning on using the Sandisk player.

2.4 Train Staff to Use Equipment Our recommended equipment is easy to use, but it pays to ensure that your direct care team is both comfortable using the music devices and headphones and also feel confident introducing the equipment to participants.

Review on-off switches, volume controls, how to skip to the next song, as well as which way the headphones are placed and how to ensure comfort level. Participants with hearing aides may need to experiment with what works best.

2.5 Identify Participants Now you’re ready to select the people who will participate in the initial pilot test run. If your organization’s funding requires participants with some form of dementia, then this will inform your choice. Beyond that, it’s up to your team to decide who gets priority. Music & Memory encourages use throughout the organization and choosing individuals with varied needs.

It’s best to set up a maximum of five participants at a time in the beginning and to include various staff (nursing leadership, activities, social work, nurse assistants) in the selection process. By testing personalized music with a few residents initially, you can figure out use and logistics on a small scale before expanding your program.

Determine whether an individual enjoys or has an affinity for music and how they might benefit from the program. As you discuss how to prioritize participants in terms of needs, also consider the following for the test phase of your program:

• Select residents who will have the greatest likelihood of success, with potential for significant benefits. • Choose the area where you have best chance of success because staff work well together and are open to new ideas. • Choose residents who are consistently cared for by staff who know just how to approach them. • Identify staff who are enthusiastic about using Music & Memory for their residents.

2.6 Get Permission After you’ve identified your pilot group, approach their families to introduce the program and get their permission (where applicable). We recommend that you do this either by letter or in person. When you do so, it’s a good idea to stress that there is no fee to participate.

If you plan to send a letter, we recommend using our templates located in the Resources section of the Care Community.

STEP THREE: Begin Your Pilot

Now that you’ve assembled your team and prepared for launch, it’s time to get things moving by providing personalized playlist for individuals in your pilot:

3.1 Identify music favorites 3.2 Build your iTunes library 3.3 Create playlists and load onto devices 3.4 Track, measure and evaluate 3.5 Expand

3.1 Identify Music Favorites

Become a Music Detective What’s your favorite music? Seems like a simple enough question. Discovering the music most loved by someone in your care is at the heart of Music & Memory’s personalized music program.

But the answers aren’t always obvious and, sometimes, they’re downright hard to get, especially when the person you’re asking cannot articulate—or if they’re from a foreign country that’s unfamiliar to you, or if they simply have trouble explaining what they’re remembering .

Now it’s time to become a “music detective,” working one-to-one with participants to discover their musical preferences, favorite pieces and performing artists. We find it’s best to focus on beloved music from the participant’s formative years, ages 10 to 25.

Discovering music in groups is a fun way to expedite learning preferences. Bring participants together in a close semi-circle and test relevant songs for reactions. Keep notes about who responds to what music so that you can create multiple initial music assessments at one time. (See How to Know You’ve Found the Right Music, below.)

Use the Music Assessment Questionnaire and the Expanded Artist Matrix found in the Resources section of the Care Community, to help your discovery process.

• Music Assessment Questionnaire: Start a conversation about musical preferences and record responses. (See Music Detective Basics, below.) For non-verbal participants, observe their body language as you sample songs.

• Music-Artist Matrix: Sometimes you may know that a participant likes a certain genre of music, but don’t know how to move forward from there. Consult the Expanded Artist Matrix to find top singers and musicians of popular music genres. Participants can point out which artists they enjoy or you could play top songs from each genre and watch for positive responses. NOTE: This tool is for discovery, only. Avoid creating genre playlists (e.g. Country Music, Big Bands). Playlists must be specific to individual tastes to impact and maximize benefits.

Music Detective Basics

Start with the fundamentals:

• Did you listen to music when you were young? • What’s your favorite song? • Did anyone in your family play music? Did you? • What song did you dance to at your wedding? • Do you have any favorite music from attending a place of worship?

It’s always worth it to ask such basic questions, because they may open the door to a longer, deeper conversation. But don’t be discouraged if you don’t get very far, since these questions are quite direct. Sometimes the individual won’t know the answer right away, or won’t be able to recall .

That’s when you need to hone your music detective skills and look for clues.

Age-Related Clues Armed with a few basic facts, including age and where the person lived at an earlier point in time, you can find a side door to the person’s musical favorites. For example:

• A person with dementia didn’t know what kind of music she liked. • She was from the Midwest, and lived in Hollywood in the early ‘40s. • She remembered taking dance lessons with her brother, and going out to dance at the Palladium .

That was enough information to create a playlist of early Sinatra and Tommy Dorsey, who performed at the Palladium - plus some Lawrence Welk to tap her Midwest roots.

Bits and Pieces Sometimes all you’ll get from your initial questions is a phrase and a general guess of the type of music: “It was something about wavy black hair or waving black hair. It was an old country singer from when I was young.” Use context and Internet searches to see what you can learn. For example:

• If the individual is in their 90s, they might be thinking of music from the ‘40s. • A search for “waving black hair country music” pulls up several listings for Wildwood Flower. • The search also displays a quote by Mother Maybelle Carter of the original Carter Family, who recorded the song: “It’s the most popular song we ever recorded, and there’s hardly a country group who doesn’t use this song.”

Given that the Carter Family recorded in the ‘30s and ‘40s, chances are you’re on the right track .

Staff don’t have time to play Music Detective!

We understand how busy direct care and other staff can be. Learning someone’s favorite music and creating playlists requires a significant commitment; if you need to spread the work, consider using volunteers to help with the process. However, we encourage your professional team to be part of the discovery process, which is profoundly rewarding as you get to know those in your care at a more personal level.

What If They Can’t Communicate? For the uncommunicative, your best bet is to observe their body language as you sample songs, and find out as much as you can from other sources, particularly family and friends, about the individual’s background. In addition to age, find out where they were born, where they lived over the course of their life, and their first language.

You may be able to find out about favorite hobbies, sports and other pastimes that could suggest a starting point. What radio station do family members recall them listening to? What TV shows? Were they musical? Did they play an instrument or sing in a choir? All of this information can help you solve the musical favorites mystery.

Overcoming Language Barriers If the individual speaks a different language, start with family members and friends who may be able to interpret. Staff members may be of help with translating, as well. If you meet some resistance and skepticism about your knowledge of another culture’s music, don’t let that dissuade you. Do your homework. Search the Internet for “top [name of country] singers of all time” and see what turns up.

For further assistance, check out the document Top Elder Music in 26 Languages in the Resources section of the Care Community.

How to Know When You’ve Found the Right Music As you hone in on musical favorites, sample the five or ten most popular songs from iTunes on your laptop and note the participant’s reaction. Responses can be immediate and may include tapping fingers, making eye contact, talking and laughing.

Aim for five to ten songs from each artist in your music library, and include the best three to four songs from that artist on a single playlist. We cannot stress enough: Always avoid “filler” music and hone in on songs that are most popular or requested.

Ultimately you want to have 150+ songs per playlist, but focus on quality over quantity, in the same way we select music for ourselves.

Being a successful music detective requires patience and persistence, as well as some intuition and luck. But the journey is deeply rewarding. You will learn more about the person in your care, and seeing that face light up when you uncover the right music makes all that effort worthwhile.

3.2 Build Your iTunes Library Building your iTunes library with a variety of songs, genres and musicians is key for your Music & Memory program. iTunes gift cards are an easy and convenient way to build your library. They’re available for purchase online and in many stores, and people love donating them to Music & Memory programs.

You can also build your iTunes Library by importing CDs. Download only the most popular tracks from CDs to avoid overpopulating your library with music that is not liked. Make sure these are original CDs. It is illegal to upload songs from bootleg or loaned CDs from libraries into your iTunes library. No “borrowing” or copying someone’s music library off their hard drive.

How to Discover the Right Music

• Focus on musical favorites from ages 10-25. • Avoid genre-based playlists; tailor to listener’s true favorites. • Work one-to-one with participants to identify specific artists and songs. Discovering favorite music in a group is also possible. • Be deliberate. Discovery takes time. Everyone benefits from a carefully selected playlist. • Get specific: Aim for quality versus quantity. • Sample songs for participants and note reaction. • Responses to music can be immediate. • Library: Include most popular songs from each artist. • Playlist: 5-7 songs from each artist. • Goal: 150+ songs specific to individual’s preferences.

3.3 Create Playlists and Load onto Devices Learn how to build your industrial-strength iTunes library, create personalized playlists and set up music players in our online iTunes Training Course available in the Training section of the Care Community.

Playlist Reminders

• Always test and revise the playlist. • Check in quarterly to update musical selections. Use iTunes Genius function to find similar music and facilitate updates. • Print two copies of the playlist as back-up. Place one in a binder and keep a separate copy in participant’s room to share with family when they visit and for easy playlist revision requests.

3.4 Test Music & Evaluate Impact By testing personalized music with a few participants at a time, you can assess what works and what doesn’t on a small scale before expanding your program. Two forms, both available in the Resources section of the Care Community, help you to manually track participants’ responses to their playlists.

Personal Impact Evaluation Form This is a great tool for tracking a participant’s progress. It allows you to measure and review the impact of having a personalized playlist, including any changes in medication, pain, weight and dining habits, as well as observed changes in moods and cognition.

Patient Response Form This form includes ten-point scales for tracking a variety of responses to the personalized playlist, including facial and vocal responses as well as various body movements. It’s particularly helpful for assessing a non-verbal individual.

Here are some key aspects to evaluating the impact of certain music for each participant:

Best times and uses of music for each participant. Identify tough times of day in caring for the individual—morning care, showers, meals, shift change, range of motion, family visits, settling down at night—and experiment with music at each of these times.

How best to relieve agitation. Observe and track when and for how long to use the music. Look for the window of time before agitation becomes too severe for personalized music to have a positive impact.

3.5 Expand Slowly increase the number of residents participating in your program. Expand to other times of day, shifts and care needs. The goal for participants is anytime access to their music.

Communication is key to the success of your program expansion. Be sure to have regular team check-ins:

• Among staff • Between management and staff • Just-in-time teaching for staff who may need extra assistance

STEP FOUR: Launch Your Program Organization-Wide

Now that you’ve completed your pilot test, you’re ready to expand your Music & Memory program throughout your entire organization. In the process, learn from data you’re collecting to improve program results:

4.1 Take your program organization-wide 4.2 Promote the program 4.3 Track the Program’s Progress and Refine

4.1 Take Your Program Organization-Wide Now that you’re providing personalized playlists for those in your care, it’s time to tell others about it! Your goal is to engage your colleagues, families and more participants in a program that everyone can support.

Let Everyone Know! Launch your Music & Memory program organization with a kick-off celebration for administration, families and staff. Share the Henry video and play music from your own favorite playlists. Make it a festive event to give the program visibility. Play music. Serve food. Share testimonials from your own Henrys. A kick-off party will signal the program as a site-wide team effort and give a feel-good boost to everyone involved.

Announce at all staff meetings. Show the Henry clip. Talk about your own in-house Henry moments where the music has been successful for participants. Discuss the range of uses and benefits. Talk through the logistics of storage, charging and documentation. Let everyone handle the music device so they are comfortable with it. Regular weekly or monthly team meetings will help your team sustain the Music & Memory program via group problem solving and shared successes.

Introduce to families and residents. Write letters to families, discuss in care plan meetings and include in your admissions process. Discuss at Resident and Family Council meetings. Introducing Music & Memory to families is easy with our Letter to Family, found in the Resources section of the Care Community. Use this customizable template along with our Customizable Marketing Flyer to inform them about the program and explain that it is offered at no further cost. Invite their involvement in the process of discovering musical favorites for their family members.

4.2 Promote the Program Promote on your website. Let people know you offer this as a service for those in your care, and that you welcome donations of equipment, purchased music and cash gifts. Be sure to include your Music & Memory Certified logo prominently on your web page!

Share news on your promotional materials and social media. Some MUSIC & MEMORY® Certified Care Organizations have even created Facebook pages to share their own Henry videos.

Invite local media to feature your successes. We’ve found that local media are open to present a positive story about the benefits of Music & Memory. Sharing your program’s successes with the community is a great way to get people involved in your organization and make contributions to your Music & Memory program.

4.3 Track Program and Refine With your program up and running, you can begin the process of tracking it system-wide and refining where necessary. There are a number of measures to track and evaluate so you can make improvements. Among the observations you might track at regular intervals for all participants via electronic data entry:

• Did listening to the playlist have a measurable impact? • What was their reaction? • How long did the participant listen? • How often did they listen? • Any reduction in medications? • Any measurable weight gain? • Any change in participation in therapies? • At what time of day is music the most effective?

Here are some more issues to consider as you develop your strategy for measurement and evaluation:

Determine what you want to track and how you want it to relate to your other data. For example:

• Look at residents triggering for off-label use of antipsychotics to see if any would benefit from Music & Memory. Make this part of your overall Quality Assurance/Performance Improvement meeting and your work on any performance improvement projects or at-risk/Quality Assurance meetings. • For those with weight loss, would personalized music help before meals? • For those in pain, would it help ease their distress? • For those more isolated and aloof, will music spark more social engagement?

Improve accuracy of documenting distress episodes. You may realize that you are not fully tracking the extent to which individuals reject care or express distress, because it is so “normal” that staff don’t document every instance. When you track and trend to identify uses of the music player, you can improve your documentation as you note how often these episodes occur and then how the personalized playlist decreases incidences of distress. This can be an opportunity to track how Music & Memory is helping your organization.

Integration into care planning. How will best uses of personalized playlists be captured in the care plan? How will the playlists be considered as an intervention when addressing goals of care? Use personalized playlists for participants reviewed during at-risk meetings on distressed behaviors, weight loss, pain or falls. Consider using the music during medical procedures such as dialysis or trips to the hospital, when the playlist can be calming for the resident, or just prior to meals. Use personalized playlists for participants who are dying, and for their families.

STEP FIVE: Sustain

Step Five will teach you best practices for sustaining and growing your Music & Memory program in the long-term.

5.1 Sustain your team 5.2 Work with volunteers 5.3 Fundraise to expand your program 5.4 Build community connections 5.5 Stay connected through the Care Community

5.1 Sustain Your Team Ongoing training—both for existing staff and new employees—is essential for long-term stability and expansion. So is a leadership commitment to integrating Music & Memory into initiatives to meet organizational goals.

Integrate Music & Memory into New and Ongoing Employee Training

• Training should be integral to new employee orientation and training for staff at all levels, including leadership. • Educate staff and build enthusiasm with in-service training. First leadership team and then direct care staff should see at least “Henry” or, even better, Alive Inside. (Champions may come from any department!) • All employees should be aware of the program. • The more staff who are involved, the better able your program will be able to weather any challenges, including changes in staff or leadership.

Dealing with Staff Turnover It takes a dedicated implementation team to pass along all they have learned about Music & Memory program participants and their use of personalized music to ensure that playlists are current and effective.

• Make Music & Memory part of your admissions process. • Individualize care. • Foster critical thinking and collaborative problem-solving. • Communicate via regular check-ins among staff and management. • Celebrate success .

To help with knowledge transfer when there is staff turnover, we offer newly hired staff at MUSIC & MEMORY® Certified Care Organizations the opportunity to attend our Certification Webinar free of charge. Those interested in attending or sending staff can find registration instructions in the Training section of the Care Community. For questions, email carequestions@musicandmemory .org .

5.2 Work with Volunteers

Connect with High Schools, Colleges and Universities - and Reach Out to Active Seniors Many of our certified care organizations benefit from talented, committed student interns and volunteers. Music & Memory projects have provided meaningful experiences that inspire students and keep volunteers coming back. Older adult volunteers bring extensive skill sets and a strong work ethic to your organization. All can help to expand community connections and build support for your Music & Memory program.

Your organization may already have a well-established internship program with area colleges and universities. Integrate Music & Memory into their engagements. High school and college service groups are also a source of volunteers who bring energy and enthusiasm to your program, as well as opportunities for intergenerational learning and sharing.

Volunteers of all ages with musical backgrounds, organizational skills or a gift for talking with elders can play a key role in program set-up and ongoing implementation. We have found that Music & Memory projects are a magnet for drawing qualified, dedicated volunteers. Visit the Care Community to access all of our Volunteer Resources.

Suggested Projects for Interns and Volunteers There are many ways that interns and volunteers can help you to set up and develop your personalized music program. These are some projects that MUSIC & MEMORY® Certified Care Organizations have found to be most beneficial:

• Establish a music library . • Research participants’ music favorites and set up personalized playlists. • Create system for managing music devices. • Teach participants to use music devices and headsets. • Educate family members. • Spend time sharing the music with participants.

Tips for Working with Volunteers Here are first steps to take when the volunteers arrive:

• Orient volunteers to the building to make them feel comfortable in their surroundings. • Partner volunteers with a member of the staff team. • Emphasize the importance of sanitizing hands before working with equipment and participants. • Provide them with appropriate background on the types of behaviors and what to expect when working with participants. • Emphasize the importance of a quality music library and a truly personalized playlist. • Provide them with face-to-face introductions to their assigned individuals.

5.3 Fundraise to Expand Your Program There are as many ways to raise funds to expand your program as your imagination allows. Here are a few tried-and-true approaches that have worked well for our MUSIC & MEMORY® Certified Care Organizations:

Razoo® for Music & Memory A number of our volunteers have had real success using this online platform for fundraising and collecting music devices for Music & Memory. Pair your online campaign with your events and other activities. We’ve summarized the basic steps in our quick-start guide, Using Razoo® to Create Your Own Music & Memory Fundraiser. You’ll find the guide in the Care Community Resources.

Other Care Community Fundraising Resources We continuously add new best-practices resources to the Care Community. Here are three of our most popular for fundraising:

• Digital Music Device Donation Drive Guide: All you need to know to run a successful drive for gently used iPods and other music devices. • Customizable Music & Memory Announcement Flyer: Add details for your care organization to this professionally designed flyer template, print and distribute! • Music & Memory Certified Logo: Use this logo in all printed promotional materials, on your website and social media to let families and potential donors know that yours is a MUSIC & MEMORY® Certified Care Organization. • Music & Memory Appreciation Wall: Erect a plaque to recognize the local businesses and family members that contribute to your fundraiser.

5.4 Build Community Connections Those in your care aren’t the only ones who benefit from Music & Memory’s personalized music program. Their families benefit, too—from seeing participants feeling happier, more aware, more social and connected. Sharing musical favorites creates new opportunities for meaningful conversations and a way to discover or rediscover important memories. When family members help to identify most loved melodies, they often feel a strong sense of personal satisfaction, being able to make a significant difference in their loved one’s quality of life.

Families Can Be Your Most Enthusiastic Advocates So it’s no wonder that families can become some of your most important allies and advocates for expanding your Music & Memory program. When you are ready to seek additional funding for more music devices and headphones, expanded music resources and other materials, here are some ways to engage families in your efforts:

• Engage supportive family members in conversations to explain how those in your care have benefited from personalized music. Encourage them, if they are comfortable, to share videos of those in your care experiencing the music. A two-minute video of a participant awakening to musical favorites can be one of the most powerful ways to convey the benefits.

• Invite enthusiastic family members to tell their stories to your organization’s Board of Trustees or Directors.

• Work with your Development Department to approach family members for financial contributions.

• Ask family members if they have ideas about how to reach out to the community for additional support. Families may have connections to local businesses, service groups, religious organizations, schools and college campuses, news media, philanthropic foundations and more. They may work for companies that have corporate matching for charitable gifts or community grant programs.

How to Build Bridges to Your Community Engaging families is one way to connect to the community. Your organization’s governing Board and Volunteer Auxiliary, if one exists, are two other important resources to tap for help to expand your Music & Memory personalized music program.

As mentioned above, sharing stories about how individuals have been positively affected by listening to their musical favorites is one of the most effective ways to gain support. Videos make a huge impact—especially if you have a story like Henry’s to tell, specific to an individual in your own organization.

Community support can be tapped in a variety of ways. Here are a few ideas to get you started:

• Show “Alive Inside: A Story of Music and Memory”: the award-winning documentary that makes a compelling case for the benefits of personalized music. • Gain board support through an increased budget allocation, personal contributions from individual board members, or connections to community resources. • Involve local small businesses in a fundraising auction. • Invite local media to do a feature story on your Music & Memory program.

For Additional Support

Care Community and general information: [email protected] Webinar Training and registration: [email protected] Membership renewal: [email protected]

5.5 Stay Connected Through the Care Community The MUSIC & MEMORY® Care Community is your online connection for Music & Memory resources, support, peer discussion groups, training and marketing videos, and the latest news about our personalized music program:

• Discounted equipment. • New staff training. • Certificates of completion. • Connect with peers in Interactive Community Forums. • Resources library . • Online training courses . • Marketing and in-service training videos. • Access free downloads of 1000+ old radio shows and donated classic music. • Track your account status, including your renewal due date. • Complete our survey to keep your contact info updated and tell us your latest participant stats.

To learn all the features and benefits of the Care Community, view the Care Community Quick Start Video. This video is available in the Videos section of the Care Community.

We hope you’ve found this guide helpful! Please send us your comments and suggestions for how to make it even better. Write us at carequestions@musicandmemory .org .

6.0 ACTION PLAN WORKSHEETS

6.1 STEP ONE Action Plan Worksheet — Activate a High-Functioning Team

Who’s Action Item Target Date Completed Responsible Access Care Community and invite team

Download and/or print MUSIC & MEMORY® Implementation Guide and Action Plan Worksheets

Assign tasks (ex: tech savvy staff/ volunteers to build playlists)

Schedule team meetings (monthly/ weekly). Include administrators and nursing staff.

6.2 STEP Two Action Plan Worksheet — Prepare

Who’s Action Item Target Date Completed Responsible Order equipment

Hands-on staff access online iTunes training

Download and/or print key program documents from Care Community

Create organization-owned iTunes account

Identify equipment storage area for pilot

Label music devices and headphones

Identify pilot participants

Get permissions

6.3 STEP THREE Action Plan Worksheet — Pilot Your Program

Who’s Action Item Target Date Completed Responsible Work one-to-one with pilot participants to discover favorite music

Purchase/obtain needed music

Create playlists for pilot participants

Load playlists to music devices; print two copies of playlist and file

Test and revise playlists with pilot participants and revise playlists if necessary

Use forms to track impact (care plan)

6.4 STEP FOUR Action Plan Worksheet — Launch Your Program Organization-Wide

Who’s Action Item Target Date Completed Responsible Take your program organization-wide! Launch celebration and/or announce at staff meetings

Promote Music & Memory program in marketing materials, website, and social media . Add Music & Memory Certified logo to website to promote your program

Create organization-wide system for documenting impact and tracking and refining program. (Sample assessment tools available in Care Community)

Determine time frame for adding new participants. Continue to add new participants and new applications of music

6.5 STEP FIVE Action Plan Worksheet — Sustain

Who’s Action Item Target Date Completed Responsible Sustain your team by training new staff. Contact carequestions@musicandmemory .org with new staff information

Integrate Music & Memory into new and ongoing employee training

Identify and implement strategies to build team commitment across your organization

Optional: Recruit and train volunteers to support and sustain your program

Fundraise to expand your program

Identify and implement strategies to build bridges to your community and participants’ families

Stay connected to Music & Memory through the Care Community

17 West 17th Street, Fl. 7, New York, NY 10011 | Phone: (212) 602-1331 www.musicandmemory.org “What songs bring you back?”

GET THE MUSIC & MEMORYSM ADVANTAGE Steps to Implementation for Maximum Benefit A Nursing Home Leader’s Guide

Visit musicandmemory.org for more info.

www.facebook.com/MusicAndMemory Music and Memory on YouTube

Music & Memory’s personalized music program is a field-tested, proven method to enhance quality of care while meeting key strategic objectives:

• Boost quality ratings. • Strengthen competitive edge. • Reduce antipsychotic use. • Improve regulatory compliance. • Foster teamwork across all departments. • Improve staff retention and morale. • Provide high quality, person-centered care.

Take the Path to a Five-Star Rating Align Music & Memory with your organization’s strategic goals to gain a competitive edge.

• Build Census: Personalized music is an innovative program that attracts families and demonstrates commitment to person-centered care.

• Strengthen Family Engagement: Sharing favorite music and reminiscing enhances family visits and encourages referrals.

• Use Personalized Music as an Effective Nursing Intervention: - Increase residents’ mobility, function and appetite. - Reduce falls, agitation and antipsychotic use. - Engage staff in critical thinking and problem solving, and improve staff morale. - Implement a performance improvement project.

• Position Your Organization for Quality Awards and Competitive Partnerships

© 2016 Music & Memory, All Rights Reserved 2 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

Keys to Success • Build a team approach that involves all departments and systems to increase program success, with leadership in charge of implementation.

• Start small with pilot tests and solicit staff feedback before launching building-wide.

• Improve quality with consistent assignments, so staff know residents well.

• Integrate music into care planning for effective nursing interventions.

• Encourage good communication and teamwork among staff and between staff and management.

• Adopt a high involvement approach to performance improvement, with staff closest to resident supported and encouraged to use trial-and-error to find best practices for each individual.

• Assess progress via frequent team check-ins at morning stand-up, in rounding and through quick huddles to evaluate progress, trouble-shoot and improve.

• Measure and evaluate to boost effectiveness.

© 2016 Music & Memory, All Rights Reserved 3 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

5 Steps to MUSIC & MEMORYSM Implementation

Step 1: Activate a High Functioning Team

Identify staff champions who love music, are comfortable with technology and eager to take assignments. Members and roles may include:

• Administrator runs meetings, sets goals and action plans, keeps on track.

• Director of nursing oversees all personalized music nursing interventions for use 24/7 and documentation of use, linked to care planning and quality assurance.

• Social services identifies residents who would benefit and work with families.

• Activities complete individualized assessments for music, initially load the music and periodically add music to keep it fresh.

• Maintenance assists with storage and charging stations.

• Tech-savvy staffhelp with loading music and making playlists.

• MDS coordinator integrates personalized music into care planning.

• QA coordinator integrates Music & Memory into QAPI and QA activities.

• Unit manager and champion CNAs provide essential feedback about resident response to music and help to identify preferences.

© 2016 Music & Memory, All Rights Reserved 4 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

Step 2: Prepare

Have everything in place before launching your pilot test program. Get the team off to a good start:

• Show the Henry video. Talk about the wide array of uses and benefits.

• Outline the steps for preparation that need to be addressed to launch.

• Determine who will participate in MUSIC & MEMORY℠ Certification training. Areas your team will need to address that are covered in the training include the following: - How to select a dedicated computer; - How to create an iTunes library, create playlists and load the music; - Best practices for charging iPods; - Alternatives for storage and what is most effective for your set-up; - Managing iPods when resident is listening to music; - Who will most benefit from the program; - Who will discuss the program with resident and/or family;

- Who will create and manage playlists.

• Make preliminary plans.

• End your meeting with an action plan for who will do what by when.

• Give team members access to the Music & Memory Care Community website to access resources related to their assignments.

Keys to Success Use Music & Memory’s Resources: No need to recreate the wheel! Direct team members to the Music & Memory Care Community website for resources such as assessment forms, letters to families, policies, marketing materials and more.

© 2016 Music & Memory, All Rights Reserved 5 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

Step 3: Pilot Test

By testing personalized music with a few residents at a time, you can figure out use and logistics on a small scale. u Identify Participants • Select residents who will have the greatest likelihood of success, with potential for significant benefits and few downsides. • Choose the unit where you have best chance of success because staff work well together and are open to new ideas. • Choose residents who are consistently cared for by staff who know just how to approach them. • Identify staff who are enthusiastic about using Music & Memory for their residents. u Use the Pilot to Test Key Aspects of the Program • Best times and uses of iPod for each resident. Ask the unit manager and CNA to identify tough times of day in caring for this resident—morning care, showers, meals, shift change, range of motion, family visits, settling down at night—and experiment with the iPod at each of these times.

• How best to relieve agitation. Observe and track when and for how long to use the iPod. Look for the window of time before agitation becomes too severe for personalized music to have a positive impact.

• Efficient documentation. Make this as easy as possible. Figure out what you want to capture, as well as how. What goes on the CNA assignment sheet? In the nurses’ notes? Capture the optimal uses of personalized playlists. Use language that doesn’t box you into specific times. For example, “Use iPod as needed to help prevent or relieve distress with morning care.”

• Integration into care planning. How will best uses of personalized playlists be captured in the care plan? How will the playlists be considered as an intervention when addressing goals of care? Use personalized playlists for residents reviewed during at-risk meetings on distressed behaviors, weight loss, pain or falls. Consider using the music during medical procedures such as dialysis or trips to the hospital, when the playlist can be calming for the resident. Use personalized playlists for residents who are dying, and for their families.

© 2016 Music & Memory, All Rights Reserved 6 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

• Easy storage and access. To maximize use, equipment should be readily accessible in a location where staff do not have to leave the patient. Consider pouches or bags attached to the wheelchair, or hung on a hook in the day room or resident’s room. Charge iPods when resident is sleeping. Add the iPod to end-of-shift check.

• Respecting listener’s need for privacy. Create a sign, such as a musical note, indicat- ing when a resident is listening to personalized playlist. Place on the resident’s door, in their room, on the bag holding the equipment, on the CNA assignment sheet and/ or on the EMR kiosk that CNAs use for charting. u Expand • Slowly increase the number of residents and staff engaged in Music & Memory to collect necessary feedback in order to finalize decisions about participation, storage, accessibility and documentation.

• Expand to other times of day, shifts and care needs. u Communicate Via Regular Check-ins • Among staff: Make sure the charge nurse and Certified Nursing Assistant discuss iPod uses during the shift. Pass information along at shift change so that the incoming shift knows how long the resident has been listening, any benefits, and warning signs that listening time may have reached its limit.

• Between management and staff:Meet with the unit and staff in the pilot to see how it’s going. How are residents enjoying the music? Is the storage and accessibility working? Are they running into any issues with use? How’s the documentation?

• Just-in-time teaching: Staff who are unfamiliar with the iPod may hesitate to use it. Show them how. Talk through the range of uses, and help staff sort out good times for use. If there are logistical barriers, such as iPods storage location, figure out with staff what arrangements would work better. u Develop Policies • Essentials include use, storage, sanitation, documentation and care planning.

• Draw from the Music & Memory Care Community resources. There are a wealth of sample forms and policies that you can adapt.

© 2016 Music & Memory, All Rights Reserved 7 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

Keys to Success

• Playlist must be individualized to each resident. For residents with dementia who have lost short term memory, make a playlist based on their years from age 12-26. Music & Memory has resources for determining musical preferences even when the resident cannot tell you.

• Gauge the resident’s response to the music. Use a splitter to listen to the music to see which songs are the most evocative.

© 2016 Music & Memory, All Rights Reserved 8 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

Step 4: Launch u Take Your Program Building-wide • Let everyone know! - Make it a festive launch “celebration” to give the program visibility. Play music. Have food. Share testimonials from your own Henrys. - Announce at all staff meetings:Show the Henry clip. Talk about your own in-house Henry moments where the iPod has been successful for your residents. Discuss the range of uses and benefits. Talk through the logistics of storage, charging and documentation. Let everyone handle the iPod so they are comfortable with it. - Add to new employee orientation: Cover the same areas with newly hired staff. - Introduce to families and residents: Write a letter to families, discuss in care plan meetings, and include in your admissions process. Discuss at Resident and Family Council meetings. - Include on your website: Let people know you offer this as a service for residents, and that you welcome donations of equipment, purchased music and cash gifts. u Measure and Evaluate

• Determine what you want to track and how you want it to relate to your other data. For example: - Look at residents triggering for off-label use of antipsychotics to see if any would benefit from Music & Memory. Make this part of your overall Quality Assurance/Performance Improvement I meeting and your work on any performance improvement projects or at-risk/Quality Assurance meetings. - For residents with weight loss, would personalized music help before meals? - For residents in pain, would it help ease their distress? - Use Music & Memory to make sure that residents get all their therapy minutes. Time goes by faster in therapy when they are exercising to the music.

• Improve accuracy of documenting distress episodes. You may realize that you are not fully tracking the extent to which residents reject care or express distress, because it is so “normal” that staff don’t document every instance. When you track and trend to identify uses of the iPod, you can improve your documentation as you note how often these episodes occur and then how the iPod decreases incidences of distress. This can be an opportunity to track how M&M is helping your organization.

© 2016 Music & Memory, All Rights Reserved 9 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

Step 5: Sustain u Engage Community Support

• Share your successes. Local media love positive human interest stories. This is a great vehicle for good community relations.

• Make an ask. As more residents and families see the benefits of Music & Memory, they will request personalized music, which will increase demand for new music for your iTunes library and more iPods. At community events and presentations to service clubs, show the Henry clip, and talk about the wide array of uses and benefits you have seen. Share stories from your home, and enlist the help you need. Everyone loves to help with something this positive.

- Get more iPods. Solicit from community service organizations, families and others looking to give gibs. Many iPods are sitting in drawers. Schools, scouts, civic organizations, and employees may have used ones to donate.

- Get help loading music into iTunes library. This is a time-consuming process that young volunteers can do easily.

- Create play lists. This can be a special entryway into caregiving for young volunteers who can get to know residents in a positive context.

- Promote M&M in your newsletter and on your web-site.

- Offer a family special. In marketing to families, agree on a “price” if a family wants to purchase a set-up for a Loved-One. u Use Music & Memory as a Springboard for Meeting Organizational Goals

• Individualize care. As staff track-and-trend to zero-in on best times to use personalized music, they will get to know each resident better. Using knowledge of how music can help, individualize care in other ways, such as changing the approach or timing of care.

• Foster critical thinking and collaborative problem-solving. Music & Memory is an uplifting way to engage staff in performance improvement processes. Build on the energy it unleashes, to engage staff in new improvement efforts.

• Enhance monthly data review. Review minute usage at monthly Leadership meetings; report quarterly to Medical Staff Meetings.

• Celebrate success. Using data gathered, share success (reduced antipsychotic usage, fewer falls, fewer incidents of agitation, improved family satisfaction surveys) across your organization.

© 2016 Music & Memory, All Rights Reserved 10 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. STEPS TO IMPLEMENTATION TO MAXIMIZE BENEFITS

Keys to Success

• Implement Music & Memory in a way that engages everyone and you will reap the benefits for your residents and your entire community.

Special thanks to The Retirement Research Foundation for funding Brown University’s Center for Long-Term Care Quality & Innovation to support B&F Consulting’s work with the following nursing homes who piloted implementation of Music & Memory to identify these steps:

Bayberry Commons, Pascoag, R.I. Chestelm Health & Rehabilitation Center, East Haddam, Conn. Fall River Jewish Home, Fall River, Mass. Laurel Ridge Health Care Center, Ridgefield, Conn. Saint Elizabeth Manor, Bristol, R.I. Southington Care Center, Southington, Conn.

For more information, visit musicandmemory.org

© 2016 Music & Memory, All Rights Reserved 11 Produced by B&F Consulting for MUSIC & MEMORY through grant from the Retirement Research Foundation to Brown University’s Center for Long-Term Care Quality & Innovation. 160 First Street PO Box 590 Mineola, New York 11501 musicandmemory.org “What songs bring you back?”

PREPARING FOR MUSIC & MEMORY® CERTIFICATION How to Launch a Successful MUSIC & MEMORY® Program

There’s more to setting up Music & Memory than downloading songs onto a few devices. Our comprehensive system will help you to create a successful personalized music program for your organization. Here’s what you need to know to get the most out of our training.

April 2018

©2018 MUSIC & MEMORY® | All Rights Reserved 1 A Quick Overview Welcome to MUSIC & MEMORY®, and thank you for bringing personalized music to those in your care. Grounded in extensive neuroscience research about how our brains respond to music, tested and proven in MUSIC & MEMORY® Certified Care Organizations, our personalized music system has helped thousands of residents, clients, patients, and the staff who care for them.

Here’s why: Musical memory is profoundly linked to emotions, stored deep in the brain. While Alzheimer’s and other dementias damage ability to recall facts and details, the connections between a favorite song and memory of an important life event remain intact—even an event that occurred long ago—until late stages of the disease. Hearing beloved music and recalling associated memories can also help individuals cope with pain in all its forms as well as other cognitive, physical and emotional conditions.

Benefits of MUSIC & MEMORY® Personalized music has many benefits and can be used as a strategic intervention to meet goals for individuals and caregivers. Personalized music: • Provides a means of communication and self-expression when verbal language abilities are diminished. Individuals become more engaged with those around them. • Can replace confusing environmental stimuli with something understandable, redirecting the participant from boredom or distress with a soothing, familiar experience. It can decrease agitation and provide a distraction from fear and anxiety. Because individuals are calmer and less agitated when listening to their musical favorites, sundowning is often reduced or eliminated. The music can decrease wandering during mealtimes and restlessness. • Offers an enjoyable, fulfilling activity for persons on dialysis, on ventilator or bed-bound. The experience of pain can be eased. • Gives pleasure to persons with advanced dementia—often those most difficult to reach. Family and staff are able to connect in a more meaningful way with residents, clients and patients around music and memories. • Boosts staff morale and enable staff to be more person-centered. Individuals are more cooperative, attentive and willing to accept care. • Provides a valuable tool for the effort to reduce reliance on anti-psychotic, anti-anxiety and anti-depressant medications. • Reduces falls and hospital readmissions. • Travels easily with the individual throughout transitions of care.

Not Just for Nursing Homes We have a lot of experience with how personalized music improves quality of life for people in nursing homes. But there are many other care settings where the Music & Memory program can make a huge difference, including hospitals, assisted living, memory care, home care, adult day services, behavioral health, physical and occupational therapy, palliative care, hospice and community organizations.

Step 1: Educate Yourself Learn more about Music & Memory’s process and the benefits of personalized music by joining one of our regularly scheduled Preparing for Certification webinars. Attendees will discover what the program is, why it’s important, benefits, associated costs, best practices and how to get the most from future certification training.Preparing for Certification is free and open to the public. Click here to view our webinar schedule and register. In addition, here are materials to help you learn more:

• Documents: Why Get Certified? & Music & Memory Benefits and Strategic Uses

• Video: ‘Henry’ Viral (14M views): click to view

• Video: Leadership – Get the Music & Memory Advantage: click to view

• Video: Nursing Assistant Introduction to Music & Memory: click to view Be sure to share these resources and what you’ve learned with your colleagues, so that everyone involved understands the goals and benefits of certification

Step 2: Gain Support & Engage Leadership The success of your program ultimately depends on everyone’s active involvement. Support from administration and clinical leadership is an essential first step for a successful launch.

A great way to engage your management team is to share the Henry video. Use this as the basis of an informative discussion about Music & Memory and the benefits of personalized music. Draw on our resources to help you make the case. We also recommend sharing the Leadership video, above, with management, which addresses organizational benefits of the program and best practices for implementation.

Step 3: Identify Program Champions and Select Your Team Build an interdisciplinary team for maximum impact. We recommend you assemble your team prior to participation in training. Whether your organization is large or small, it’s essential to choose the right people to champion and run your program. Where staffing allows, we recommend that teams include interdepartmental staff with a mix of roles and responsibilities to ensure success and sustained growth.

Small organizations should involve staff who are both enthusiastic about the program and well organized. For larger organizations, we suggest that you include an administrator, a clinical leader such as Director of Nursing, and three other staff members from various departments — including nursing assistants, social services, physical and speech therapists, music therapists, marketing professionals, dietitians and housekeeping — who will be responsible for ensuring Music & Memory’s implementation.

©2018 MUSIC & MEMORY® | All Rights Reserved 3 Consider including volunteers and interns in the training. They are often among the most enthusiastic participants and can help jumpstart Music & Memory with research and playlist creation. Students, especially, can build deep intergenerational connections with participants that benefit all.

Step 4: Secure Funds for Equipment and Laptop Computer NOTE: The costs below do not include the cost of certification. Visit our Pricing & Equipment page online to determine your organization’s cost of training, which is based on the total number of clients you serve. Learn more. Whether your organization is funding the program or you’re fortunate to be awarded a grant to help offset some or all start-up costs, this information will be helpful.

Once you’ve decided who will participate in your program launch (about ten participants is a good start for larger organizations), it’s important to secure funds for the program. Plan to spend about $80-100 per person for equipment. This includes music devices, headphones and splitter cables. Music & Memory does not provide equipment, but offers discounts on some equipment to our certified organizations, so we recommend waiting until after the webinar to make purchases.

In addition, you’ll also need a relatively new, dedicated laptop computer to hold your iTunes library. A laptop is the best choice for flexibility when working with participants and their families to select appropriate music. You will need a CD reader to download popular tracks from original CDs.

Step 5: Sign up for Training and Plan Your Set-up With your team in place, you’re ready to take part in the Certification training. Build enthusiasm in advance with a screening of the Henry video at an all-staff in-service training.

MUSIC & MEMORY® Certification consists of two 90-minute live webinars plus an online iTunes Training course for those who will be creating the playlists and managing equipment. The online course is available 24/7 and can be completed in about an hour. For a complete breakdown of topics covered during the webinar, visit our What’s Included page.

Once certified, you and your team will have unlimited access to training, resources, videos and support via our Care Community website. In addition, your organization will be listed on our website and interactive map for prospective clients and volunteers for one year.

And now you’re ready to get the most out of your MUSIC & MEMORY® Certification Training! We look forward to seeing you there!

If you have questions after registering, please email: [email protected].

® How to Get the Most Out of the Music & Memory Care Community

The Care Community is your one-stop shop for Music & Memory resources and support. Certified organizations get the most out of the Care Community with the following recommendations:

Watch the Care Community Quick Start Video The Care Community Quick Start Video provides a basic overview of the Care Community, including where to find latest news, resources, videos and additional trainings. This brief but concise video is a great first-stop for those new to the Care Community or in need of a refresher.

Download Key Implementation Documents We've collected the most essential resources for your organization under Key Implementation Documents in the Resources section of the Care Community. These include documents mentioned during our certification webinar, such as the MUSIC & MEMORY® Implementation Guide, Introduction Letter to Family, the Music Assessment Questionnaire, and more. These key documents are handy for organizations at all stages of implementation and provide the building blocks for sustaining your program moving forward.

Access Additional Training Modules & Topic Call Recordings Music & Memory offers free additional online training modules and Topic Call recordings for certified organizations. Trainings include the MUSIC & MEMORY® iTunes Training for staff working with playlist creation; Leadership Introduction to MUSIC & MEMORY® demonstrating the management perspective on how Music & Memory enhances care; and the CNA-focused Direct Care Staff Introduction to MUSIC & MEMORY®. These trainings provide best practices, testimonials and footage of Music & Memory in action. Take advantage of these training modules and recordings to enrich your team's implementation of Music & Memory.

Explore! Don't forget to look around and explore more of the resources the Care Community has to offer! Check in regularly for updates and the latest Music & Memory-related best practices and recommendations.

These and other resources are available in the MUSIC & MEMORY® Care Community, free for certified organizations. Log in today and make the most of your Music & Memory program. Not a member of the Care Community? Email us at [email protected].

Strengthen Your Team! Send Your Staff for Free MUSIC & MEMORY® Training

® Have you added any new staff members to your MUSIC & MEMORY team recently? Keep your Music & Memory program going strong and register them for Certification training or one of our monthly training webinars.

Signing up for Music & Memory training is easy--and available at no additional cost following certification and annual renewal. To register, simply log in to the Care Community and click on the Training tab (watch this video to learn more). Once you register, you’ll receive an email with details.

You can also email your request to: [email protected]. Don't forget to print certificates of completion in the Care Community, too!

MUSIC & MEMORY® Frequently Asked Questions

Certification:

1. Q: Will participants of this webinar receive a certificate? A: Yes, your primary contact can generate certificates directly within the Care Community. Go to the “Getting Started” tab. 2. Q: Where do we renew the certificate of participation? A: There are no renewal of certificates of participation at this time. 3. Q: When you say certified, do you mean the organization or each participant? A: It is the organization that is certified. However, individuals can receive certificates that they have attended the webinar, but if they were to change organizations to one where there is no M&M program, the organization would still need to take the webinar to become certified. 4. Q: How will you know who is participating in each certification training? A: M&M depends on the organization’s primary contact to identify who has attended all three days so they can receive their digital certificate. 5. Q: How many people do we need on the Music & Memory implementation team? A: A minimum of 3-5 interdisciplinary team members are needed to support a successful and sustainable program long-term. More is better.

Equipment:

1. Q: If an organization loses any equipment, will the state replace it? A:No, funding was only obtained for one set of equipment per organization. 2. Q: Is there a specific type of headphones that are recommended by Music & Memory? A: Our goal is to use headphones that sound great, are durable, and inexpensive. We’ve tested many headphones and find that often headphones stop working in one ear or become crackly in a matter of months. We prefer the Koss UR5 because it comes with a lifetime guarantee, rarely breaks, sounds fine, and is less expensive than most other headphones. You can find it on our Equipment list in the Care Community Resources. 3. Q: How does it work with hearing aids? A: Audiologists recommend removing hearing aids when listening to headphones. However, sometimes hearing aids have Bluetooth built in and the sound can come through the hearing aid (via a Bluetooth enabled device). In some cases an audiologist consultation might be needed if the sound a person hears is scrambled

or unclear. Each person is different and requires your careful attention as to what works best for them. 4. Q: What’s the best way to obtain program equipment?? A: After completing the Music & Memory Certification webinar or for program expansion, certified organizations will be eligible to purchase program equipment at a discount through our partnering vendors. See Equipment list. 5. Q: What considerations should there be when selecting a computer? A: Be sure it is a relatively recent model so it can handle large audio files quickly 6. Q: How many GB do you recommend for iPods/SanDisk MP# player or other music devices? A: This is not too much of a concern because even the smallest storage holds many songs. A 2 GB) device typically holds 200-400+ songs. 7. Q: Can you load more than one playlist onto a device? A: Yes, with most devices, there is no limit. 8. Q: Can one song be in more than one resident's folder? A: Yes.

Alive Inside:

1. Q: What are the rules about using the Alive Inside movie? A: The filmmaker sets the pricing for the Alive Inside documentary. Not M&M. The film is available for purchase on Amazon or at the M&M website at http://www.theconnextion.com/musicandmemory/musicandmemory_index.cfm Even buying the DVD, it comes with a license for use at home, but not to show groups at work or larger screenings. A special license has been created giving M&M certified organizations an Alive Inside license in perpetuity. This allows you to screen the film for training purposes and for an unlimited number of in-house showings for families and the community. It also provides a license for a one-time screening at any-sized venue as a fundraiser. This has been enormously helpful in securing additional funds for M&M programs with many organizations raising thousands of dollars this way. 2. Q: What is Music & Memory’s connection to the Alive Inside Foundation? A: Alive Inside is the documentary about Music & Memory. The Alive Inside Foundation is an organization that was created by the filmmaker of Alive Inside and has no connection to Music & Memory. Music & Memory is an evidence based best practice for training nursing home staff and other elder care professionals, as well as family caregivers, how to create and provide personalized playlists. Often, there is confusion in the public's mind about the difference between the two organizations.

Marketing and Fundraising:

1. Q: Do we need to request the fundraiser material directly, or will we get the information when the Certification training is completed? A: All such support materials are available in the Care Community website. Fundraising and marketing materials and information are in the Promotional materials folder under Resources. 2. Q: Do you have posters for fundraisers? A: Yes. In Promotional materials folder in the Care Community website. 3. Q: When will we receive the PR tools for media? A: Each organization’s primary contact will receive an invitation to join the Care Community within 3-4 business days of the webinar. And then they, in turn, invite members of your team to the Care Community with the same level of access to these materials. 4. Q: How much are SanDisk MP3 players and other music players? A: A SanDisk® Clip Jam MP3 Player is about $30 depending on vendor. Details are provided in the Equipment listing.

Safety and Security:

1. Q: If a device gets lost, is there insurance on it and what would that cost? A: Yes, Worth Avenue Group insures electronics, such as iPods/SanDisks. https://www.worthavegroup.com/product/ipod-touch-insurance/ 2. Q: What are ideas for locking up or what have other facilities done to keep them safe? A: See Resources documents in Care Community (including the Topic webinar recording) re: Storage Solutions. Remember that easy access for staff is important. Consider a bag to hold equipment that follows individual wherever they go throughout the day. 3. Q: Back on the sterilization topic, how do you deal with sharing headphones--or must new headphones be purchased each time a music device is moving to a different resident? A: Each facility received extra foam ear pieces so they can be easily removed and replaced. 4. Q: What are suggestions for cleaning devices/infection control issues? A: See Policies & Procedures folder in the Care Community website. There are several options.

Participants:

1. Q: Does each bed get a music device or is it just for dementia residents? A: It is up to you. Music & Memory hopes that you will provide each individual with their own music device containing their personalized playlist unique to them. It isn’t just for individuals with dementia. Anyone and everyone benefits. The idea is to give an individual access to their music when they need it. This makes the program person-centered. It isn’t an activity - it’s a tool to help achieve specific outcomes. 2. Q: What if the resident does not like the headphones? A: It is common for residents to refuse the headphones because it is unfamiliar. What has worked most of the time is the gradual introduction of the headphones: playing music on speakers at first and then close to the ear, and then touching the ear for a few seconds and building from there over time. 3. Q: How long should you allow a resident to listen at a time? A: Sometimes a resident has listened long enough in 30 minutes; sometimes they’re fine for more than an hour. You need to observe their response. This is what makes it person-centered. Based on the individual’s needs. After determining how often and for how long they would benefit by listening, write it into the Plan of Care. Being consistent is important. There is often a residual effect. 4. Q: Is it okay to give an individual an iPod or other music device loaded with just one genre of music? If you know they like Country or R&B? A: A truly individualized playlist is the foundation of the Music & Memory program. The level of personalization will affect your results. We are really short-changing the individual if we give them generic music. The real benefits are only realized with favorite songs by preferred artists.

HIPAA

1. Q: Are music playlists subject to HIPAA regulations? A: No, playlists are not considered medical records and are exempt from HIPAA regulations.

Care Community

1. Q: How do I login to the Care Community? A: Active users can login to the Care Community anytime by visiting musicandmemory.org/carecommunity. A user’s login is their email address. NOTE: If you’re having issues accessing the Care Community, please email [email protected] and let us know. 2. Q: Do I need an organizational email address to access the Care Community? A: No, users can also be invited using their personal email addresses, though using an email associated with the certified organization is optimal.

3. Q: How can I invite others to join the care community? A: Primary contacts for MUSIC & MEMORY® Certified Care Organizations can invite other staff members to the Care Community by clicking Invite Others in the Getting Started dropdown menu. 4. Q: How do I obtain certificates of completion? A: Primary contacts for MUSIC & MEMORY® Certified Care Organizations can generate certificates of completion for every staff member that attended the Music & Memory webinar by clicking Create Certificates in the Getting Started dropdown menu. 5. Q: How do I obtain my free organization plaque? A: MUSIC & MEMORY® Certified Care Organizations are entitled to one free certification plaque for the organization (additional organization plaques can be ordered at cost). Primary contacts for the Music & Memory program can access directly in the Care Community by clicking Obtain Plaque in the Getting Started dropdown menu. 6. Q: How do I find the documents I’m looking for in the Care Community? A: Users can download documents and other resources by visiting the Resources page. On the Resources page, users can select documents by category in the left side menu, use the search bar for direct searches, or see the full list of documents by clicking on Resource Index.

Helpful Links:

Care Community Login: www.musicandmemory.org/carecommunity User Support: [email protected] Care Community Overview Video: bit.ly/CareCommunityOverview

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HOW TO CREATE A PERSONALIZED PLAYLIST FOR YOUR LOVED ONE AT HOME

Visit musicandmemory.org for more info.

www.facebook.com/MusicAndMemory Music and Memory on YouTube

When someone you love struggles with Alzheimer’s, dementia, Parkinson’s or another form of cognitive or physical impairment, it can be a tremendous challenge to communicate DQGȴQGZD\VWRKHOSKLPRUKHUUHGLVFRYHUSOHDVXUHLQWKHZRUOG

3HUVRQDOL]HGPXVLFFDQEULGJHWKDWJDSDQGHQDEOH\RXWRUHFRQQHFWZLWKRQHDQRWKHU This guide will help you to set up a personalized playlist for your loved one at home using DFRPSXWHUDQL7XQHVDFFRXQWDQGDQL3RGZLWKKHDGSKRQHV

Grounded in extensive neuroscience research, our work with hundreds of individuals in FDUHIDFLOLWLHVKDVVKRZQWKDWPDQ\SHRSOHEHQHȴWSURIRXQGO\IURPKHDULQJWKHLUIDYRULWH VRQJVWKDWWDSIRQGPHPRULHV+HUHDUHVRPHRXWFRPHV\RXDQG\RXUORYHGRQHPD\ experience:

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Contents

4 A Little Background

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6 How to Set Up a Personalized Playlist

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11 Personalized Playlists and Alzheimer’s

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A Little Background

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Since then, we have implemented iPod personalized music programs in hundreds of care IDFLOLWLHVWKURXJKRXWWKH86DQG&DQDGD$PDWFKLQJJUDQWRXWUHDFKH΍RUWSURYLGHG digital music players, headphones, music, training and support to qualifying facilities and KDVVLJQLȴFDQWO\KHOSHGWRDGYDQFHRXUPLVVLRQ

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How to Set Up a Personalized Playlist

To create a personalized playlist, you’ll need three pieces of equipment:

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What music did you listen to when you were young?

Did you sing at religious services? What were your favorite hymns or other religious music?

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Do you still have any records or tapes that were favorites? What are they?

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Who was your favorite classical composer?

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Apple continuously updates iTunes; the links to tutorials, below, are current as of May 2015. However, If you ﬁnd this a bit intimidating, pass along this step in to a friend or relative who is familiar with iTunes, who can help you get started.

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If your loved one uses hearing aides, test the headphones to see if they ﬁt easily over the hearing aides. We’ve found that it may take some experimentation to see if your loved one is comfortable listening through the combination of hearing aides and headphones. If there is any concern about his or her ability to hear the music this way, consult with an audiologist.

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If your loved one needs to move into a care facility, we encourage you to make arrangements to take along his or her iPod and personalized music. Musical favorites can be a comforting presence in the midst of what is often a challenging and stressful transition. Work with the care facility staff to explain your loved one’s personalized music set-up and listening schedule, and involve them in helping to manage the iPod. If they have any questions, please direct them to our website, www.musicandmemory.org.

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Listener’s Name: Age: Date:

Where did you grow up? Native Language:

Do you have a favorite type of music? (use music matrix for examples of genres. Try to get as specific as possible)

What music did you listen to when you were young?

Who was your favorite performer, group, band, orchestra?

Did you sing at religious services?

What denomination and what part of the country? (i.e., Roman Catholic, Lutheran, Methodist, Baptist, Jewish)

Favorite hymns or other religious music?

Did you enjoy going to Broadway shows or musicals?

Did you have favorite TV shows or movies? (theme songs from shows or movie soundtracks can elicit responses)

Do you remember going to see live music (rock, symphony, ballet, jazz, polka, clubs?)

Do you like to dance? What type of dance? (i.e., salsa, ballroom, swing, disco, square dance, polka, line)

Do you have a favorite classical music composer?

What songs did you dance to at your wedding? High school prom?

Were you in the armed services? What branch, years and where did you serve?

Do you still have any records, tapes, CDs that were favorites?

Where can I find them?

Can you hum any favorite songs? (can use Shazam to identify the song if you don’t know it)

Other Notes:

TOOLS FOR THE MUSIC DETECTIVE

SONG SELECTION TOOL FOR PARTICIPANTS WHO ARE NON-VERBAL

Song selection and playlist creation for program participants who are non-verbal can be challenging. Often times, there may be no family member to consult. These instances are where your Music Detective tools really come into play. Following are some suggestions:

4 Begin this process by checking the birth date of the program participant. An individual’s core music window is typically from the ages of 15 to 25. It could begin earlier if they were listening to the music of older siblings. Their records may include details of the family structure.

4 Did the individual serve in a branch of the armed forces?

4 Is there an indication of religious denomination included in their records?

4 Search their records for any other clues.

4 Next, using your laptop that houses your music library, play selections from iTunes and watch for changes in body language to each song.

4 Eye movement may change

4 You may notice tapping of hands or feet to the beat of a song

4 When you detect a positive reaction, note the artist and song. Then select the 5 or 6 most popular songs for that artist to add to the playlist.

4 You may be able to work with a number of participants at one time. Bring them together and use this same process. Have everyone sit in a semi-circle so that you can observe their reactions and facial expressions.

4 Create a grid on your page. List the names of all individuals across the top. Write artists and songs down the side. When you note a positive reaction, write the song/artist on the left side and put an “X” (check mark) in a box next to the song and under that individual’s name.

Note: The quest for perfection is important to a great Music Detective. How successful you are will affect responses from the program participant, assessments and case studies.

1925 Artist Song Title 1 Ben Bernie Sweet Georgie Brown 2 Vernon Dalhart The Prisoner's Song 3 Bessie Smith St. Louis Blues 4 Ma Rainey See See Rider Blues 5 Marion Harris Tea for Two 6 Eddie Cantor If You Knew Susie (Like I Knew Susie) 7 Al Jolson All Alone 8 Ernest Van Stoneman The Titanic 9 Gene Austin Yes Sir! That's My Baby 10 Isham Jones Remember

1926 Artist Song Title 1 Gene Austin Bye Bye, Blackbird 2 George Olsen Always When the Red, Red Robin Comes Bob- 3 Al Jolson Bob-Bobbin' Along 4 Jan Garber Baby Face 5 Paul Whiteman The Birth of the Blues 6 Al Jolson I'm Sitting On Top of the World 7 Paul Whiteman Velencia 8 Vincent Lopez Always 9 Ben Bernie Sleepy Time Gal 10 Gene Austin Five Foot Two, Eyes of Blue

1927 Artist Song Title 1 Hoagy Carmichael Stardust 2 Gene Austin My Blue Heaven 3 Frankie Trumbauer Singin' the Blues 4 Jack Smith Me & My Shadow 5 Bix Beiderbecke In a Mist 6 Gertrude Lawrence Someone to Watch Over Me 7 Blind Willie Johnson Dark Was the Night, Cold Was the Ground 8 Sophie Tucker & Ted Lewis Some of These Days 9 Ben Bernie Ain't She Sweet? 10 Guy Lombardo Charmaine

1928 Artist Song Title 1 Jimmie Rodgers T For Texas (Blue Yodel No.1) 2 Helen Kane I Wanna Be Loved By You 3 Duke Ellington Black & Tan Fantasy 4 Paul Robeson Ol' Man River 5 Al Jolson Sonny Boy 6 Louis Armstrong West End Blues 7 The Carter Family Wildwood Flower 8 Pinetop Smith Pinetop's Boogie Woogle 9 Al Jolson My Mammy 10 Bertolt Brecht Mack the Knife

1929 Artist Song Title 1 Eddie Cantor Makin' Whoopee 2 Fats Waller Ain't Misbehavin' 3 Ethel Waters Am I Blue? 4 Cliff Edwards (Ukelele Ike) Singin' in the Rain 5 Charley Patton Pony Blues 6 Nick Lucas Tip Toe Thru' The Tulips With Me 7 Louis Armstrong When You're Smiling 8 Rudy Vallee & His Connecticut Yankees Honey 9 Bob Haring & His Orchestra Pagan Love Song 10 Guy Lombardo Sweethearts On Parade

1930 Artist Song Title 1 Ben Selvin Happy Days Are Here Again 2 Harry Richman Puttin' on the Ritz 3 Ruth Etting Ten Cents a Dance 4 Don Azpiazu & his Havana Casino Orchestra The Peanut Vendor 5 Paul Whiteman Body & Soul 6 Duke Ellington Three Little Words 7 Rudy Vallee & his Connecticut Yankees Stein Song (University of Maine) 8 Ted Lewis & his Orchestra On the Sunny Side of the Street 9 Roy Ingraham Chant of the Jungle 10 Nat Shilkret Dancing With Tears in My Eyes

1931 Artist Song Title 1 Cab Calloway & his Cotton Club Orchestra Minnie the Moocher 2 Ted Lewis & his Orchestra Just a Gigolo 3 Duke Ellington Mood Indigo 4 Wayne King Dream a Little Dream of Me 5 Bing Crosby Out of Nowhere 6 The Mills Brothers Tiger Rag 7 Isham Jones Stardust 8 Guy Lombardo Goodnight Sweetheart 9 Bing Crosby At Your Command 10 Wayne King Goodnight Sweetheart

1932 Artist Song Title 1 Fred Astaire & Leo Reisman Night & Day 2 Bing Crosby Brother, Can You Spare a Dime? 3 Rudy Vallee & his Connecticut Yankees Brother, Can You Spare a Dime? 4 Louis Armstrong All of Me 5 Bing Crosby & The Mills Brothers Dinah 6 Bing Crosby Please 7 Ted Lewis & his Orchestra In a Shanty in Old Shanty Town 8 Duke Ellington It Don't Mean a Thing (If It Ain't Got That Swing) 9 George Olsen Lullaby of the Leaves 10 Guy Lombardo Paradise

1933 Artist Song Title 1 Ethel Waters Stormy Weather (Keeps Rainin' All this Time) 2 Duke Ellington Sophisticated Lady 3 Dick Powell Gold Digger's Song (We're in the Money) 4 Bing Crosby You're Getting to Be a Habit 5 Bing Crosby Shadow Waltz 6 Paul Whiteman Lover 7 Eddy Duchin Did You Ever See a Dream Walking 8 Ray Noble Love Is The Sweetest Thing 9 George Olsen The Last Round-Up 10 Guy Lombardo The Last Round-Up

1934 Artist Song Title 1 Benny Goodman Moon Glow 2 Leo Reisman Continental (You Kiss While You're Dancing) 3 The Sons of the Pionnees Tumbling Tumbleweeds 4 Paul Whiteman Smoke Gets in Youre Eyes 5 Duke Ellington Cocktails For Two 6 Ray Noble The Very Thought of You 7 Bing Crosby Love in Bloom 8 Guy Lombardo Winter Wonderland 9 Bing Crosby June in January 10 Fats Waller Honeysuckle Rose

1935 Artist Song Title 1 Fred Astaire Cheek to Cheek 2 The Carter Family Can the Circle be Unbroken (Bye & Bye) 3 Eddy Duchin Lovely to Look at 4 Shirley Temple On the Good Ship Lollipop 5 Ray Noble Isle of Capri 6 Bing Crosby Silent Night, Holy Night 7 Cole Porter You're on the Top 8 Patsy Montana & The Prairie Ramblers I Want to Be a Cowboy's Sweetheart 9 Fred Astaire Top Hat, White Tie & Tails 10 Bing Crosby Red Sails in the Sunset 1936 Artist Song Title 1 Bing Crosby Pennies From Heaven 2 Fred Astaire The Way You Look Tonight 3 Benny Goodman Goody Goody 4 Billie Holiday Summertime 5 Benny Goodman Glory of Love 6 Leadbelly Goodnight, Irene 7 Robert Johnson Cross Road Blues 8 Shep Fields & his Rippling Rhythm Orchestra Did I Remember? 9 Fats Waller It's a Sin to Tell a Lie 10 Tommy Dorsey Alone

1937 Artist Song Title 1 Benny Goodman Sing, Sing, Sing (With a Swing) 2 Count Basie One O'Clock Jump

3 Bing Crosby Sweet Leilani 4 Fred Astaire They Can't Take That Away From Me 5 Duke Ellington Caravan 6 Tommy Dorsey Marie 7 Ella Fitzgerald Goodnight, My Love 8 Shep Fields & his Rippling Rhythm Orchestra That Old Feeling 9 Guy Lombardo It Looks Like Rain in Charry Blossom Lane 10 Guy Lombardo September in the Rain

1938 Artist Song Title 1 Artie Shaw Begin the Beguine 2 The Andrews Sisters Bei Mir Bist Bu Schoen 3 Ella Fitzgerald A-Tisket A-Tisket 4 Bob Hope & Shirley Ross Thanks for the Memory 5 Roy Acuff Wabash Cannonball 6 Fred Astaire Change Partners 7 Benny Goodman Don't Be That Way 8 Bunny Berigan I Can't Get Started 9 Bing Crosby I've Got a Pocketful of Dreams 10 Bing Crosby You Must Have Been a Beautiful Baby

1939 Artist Song Title 1 Judy Garland Over the Rainbow 2 Glenn Miller Moonlight Serenade 3 Kate Smith God Bless America 4 Billie Holiday Strange Fruit 5 Coleman Hawkins Body & Soul 6 The Ink Spots If I Didn't Care 7 Larry Clinton Deep Purple 8 Martha Tilton And the Angels Sing 9 Will Glahe & his Orchestra Beer Barrel Polka (Roll out the Barrerl) 10 Shep Fields & his Rippling Rhythm Orchestra South of the Border (Down Mexico Way)

1940 Artist Song Title 1 Glenn Miller In the Mood 2 Artie Shaw Frenesi 3 Tommy Dorsey & Frank Sinatra I'll Never Smile Again 4 Cliff Edwards When You Wish Upon a Star 5 Bing Crosby Only Forever 6 The Ink Spots We Three (My Echo, My Shadow, & Me) 7 Glenn Miller The Woodpecker Song 8 Jimmy Dorsey The Breeze & I 9 Glenn Miller When You Wish Upon a Star 10 Jimmie Davis You Are My Sunshine

1941 Artist Song Title 1 Glenn Miller Chattanooga Choo Choo 2 Sammy Kaye Daddy 3 Artie Shaw Stardust 4 Billie Holiday God Bless the Child 5 Jimmy Dorsey Amapola (Pretty Little Poppy) 6 Jimmy Dorsey Green Eyes 7 The Andrews Sisters Boogie Woogie Bugle Boy 8 Duke Ellington Take the 'A' Train 9 Glenn Miller Elmer's Tune 10 Jimmy Dorsey Maria Elena

1942 Artist Song Title 1 Bing Crosby White Christmas 2 Glenn Miller (I've Got a Gal In) Kalamazoo 3 Jimmy Dorsey Tangerine 4 Glenn Miller Moonlight Cocktail 5 Harry James Sleepy Lagoon 6 Kay Kyser (I Got Spurs That) Jingle, Jangle, Jingle 7 Glenn Miller A String of Pearls 8 Woody Herman Blues in the Night 9 Benny Goodman Jersey Bounce 10 Alveno Rey Deep in the Heart of Texas

1943 Artist Song Title 1 The Mills Brothers Paper Doll 2 Al Dexter & his Troopers Pistol Packin' Mama 3 Dick Haymes You'll Never Know 4 Harry James I've Heard That Song Before 5 Harry James I Had the Craziest Dream 6 Tommy Dorsery & Frank Sinatra There are Such Things 7 Glenn Miller That Old Black Magic 8 Bing Crosby Sunday, Monday, or Always 9 Bing Crosby & his Connecticut Yankees As Time Goes By 10 Benny Goodman Taking a Chance on Love

1944 Artist Song Title 1 Bing Crosby Swinging On A Star 2 Bing Crosby & The Andrews Sisters Don't Fence Me In 3 Bing Crosby I'll Be Seeing You 4 Jimmy Dorsey Bosame Mucho (Kiss Me Mucho) 5 Dinah Shore I'll Walk Alone 6 Ella Fitzgerald & The Ink Spots Into Each Life Some Rain Must Fall 7 Ella Fitzgerald & The Ink Spots I'm Making Believe 8 The Mills Brothers You Always Hurt the One You Love 9 Bing Crosby Too-Ra-Loo-Ra-Loo-Ra 10 Bing Crosby I Love You

1945 Artist Song Title 1 Les Brown & Doris Day Sentimental Journey 2 The Andrews Sisters Rum & Coca-Cola 3 Perry Como Till the End of Time 4 Les Brown My Dreams are Getting Better All the Time 5 Johnny Mercer On the Atchison, Topeka, & the Santa Fe 6 Harry James It's Been a Long, Long Time 7 Bing Crosby & Carmen Cavallaro I Can't Begin to Tell You 8 Sammy Kaye Chickery Chick 9 Johnny Mercer Ac-cent-tchu-ate the Positive 10 Vaughn Monroe There! I've Said it Again They Can't Take That Away From Me

It Looks Like Rain in Charry Blossom Lane

You Must Have Been a Beautiful Baby Beer Barrel Polka (Roll out the Barrerl) South of the Border (Down Mexico Way)

We Three (My Echo, My Shadow, & Me)

(I Got Spurs That) Jingle, Jangle, Jingle Into Each Life Some Rain Must Fall

You Always Hurt the One You Love

My Dreams are Getting Better All the Time On the Atchison, Topeka, & the Santa Fe TOOLS FOR THE MUSIC DETECTIVE

Genre-based vs Individualized Playlists

Songs we heard growing up create a pathway to the story of our lives! There is nothing quite like that one particular song that played at your wedding, the specific song that your dad sang when you were a child, or the song that gets you singing in your car, even though you didn’t think you were especially fond of that music group!

When we are creating playlists for MUSIC & MEMORY℠ participants we want to find the specific music that really connects to them as an individual. Studies are showing that more brain neurons are fired if we hear a preferred song and, therefore, more function is realized.

4 Country? “Yes, but I don’t like Willie Nelson and prefer Tennessee Ernie Ford, except I like Willie’s ‘On The Road Again’ because that reminds me of my husband!”

4 Opera? “Love it! But, not Pavarotti, rather the Spanish songs by Andrea Bocelli. I sang with many big bands in Mexico when I was young.”

4 Remember the Rat Pack days? “Just not really into Sinatra but adore the Italian songs of Dean Martin. It takes me back to my younger days……”

4 Grew up in the Big Band era? “Sure, Benny Goodman was always on the radio, but I mostly loved to listen to music with my kids. They were teens in the 60’s and Janis Joplin’s music was always on the turntable playing in our house. The kids used to make me dance with them. It was fun!”

4 Lived in Manhattan in the 40’s? How about jazz? “Yes, but my family is Jewish, so we listened to a lot of Yid- dish songs also. We would spend the summers in the Catskills.”

We want to reach deeply held memories, going beyond the general to the specific. We want to make the best effort to truly connect to each individual’s personal life experience. It’s more than just music for music’s sake, it’s transformative.

Are you working with a program participant who would rather listen to talk radio productions like the Great Detectives of Old Time Radio or Amos & Andy? The high production and sound effects are enough to send you on a journey!

Genre or era based music is a great option to provide enjoyment to the general audience. It’s also a great place to start discovering the preferred music for an individual who is non-verbal. However, Music & Memory’s approach of taking this to the highest level, by going beyond general music offerings, has yielded unmatched benefits and by-products that were never anticipated.

www.musicandmemory.org

Growing(Your(Music(&(Memory(Program:( How(to(Engage(Student(Interns (and(Volunteers

Growing(Your(Music(&(Memory(Program:( How(to(Engage(Student(Interns(and(Volunteers

Congratula*ons,on,comple*ng,your,Music,&,Memory,cer*ﬁca*on,training!,With,your,help,,we, can,make,the,healing,power,of,personalized,music,universally,available,to,elder,care,residents, and,clients,who,are,struggling,with,a,wide,range,of,cogni*ve,and,physical,impairments.

This,guide,will,show,you,how,to,grow,a,Music,&,Memory,personalized,music,program,in,your, care,facility,with,the,help,of,student,interns,and,volunteers.,Time,is,a,precious,resource,for, busy,elder,care,professionals.,Interns,and,volunteers,can,play,an,essen*al,role,in,helping,you,to, build,out,your,Music,&,Memory,program,,especially,in,the,ini*al,,*meDintensive,stages,of, researching,resident,music,preferences,,crea*ng,a,music,library,,developing,policies,and, procedures,,and,training,staﬀ.,

Of,course,,a,successful,personalized,music,program,requires,staff,buyDin,,commitment,and, involvement.,Interns,and,volunteers,can,help,lay,the,groundwork,and,provide,a,bridge,between, program,setDup,and,ongoing,implementa*on,at,your,care,facility—jumpDstar*ng,your,efforts,to, experience,the,many,benefits,of,personalized,music.

Contents 3,,,,Culture,Change,Through,Personalized,Music 3,,,,How,Interns,and,Volunteers,Add,Value,to,Your,Music,&,Memory,Program 4,,,,Suggested,Projects,for,Interns,and,Volunteers 4,,,,Establish,a,Music,Library 5,,,,Research,Residents’,Music,Favorites 5,,,,Create,System,for,Managing,iPods 6!!!!Develop,Policies,and,Procedures,for,Personalized,Music,Program 6,,,,Teach,Residents,to,Use,iPods,and,Headsets 7,,,,Educate,Family,Members 7!!!!Develop,and,Implement,Staff,Training,Program 8,,,,Assess,Program,Effec*veness 8,,,,Raise,Funds,and,Build,Community,Support 9,,,,Crea*ng,a,Successful,Internship,or,Volunteer,Experience, 10,,Making,the,Transi*on,to,Staff,Ownership 10,,Case,Studies

Culture(Change(Through(Personalized(Music

Grounded,in,extensive,neuroscience,research,about,how,our,brains,respond,to,music,,tested, and,proven,in,hundreds,of,Cer*fied,Music,&,Memory,Care,Facili*es,,our,personalized,music, system,has,helped,thousands,of,residents,,clients,and,the,staff,who,care,for,them.,Researchers, from,the,Canadian,Atlan*c,Ins*tute,on,Aging,sum,up,our,program’s,benefits,this,way:

• Those,who,have,been,silent,or,less,communica*ve,may,begin,to,talk,and,become more,social. • Those,who,have,been,sad,and,depressed,oeen,feel,happier. • Those,who,have,been,less,mobile,may,become,more,physically,ac*ve.

The,experience,for,many,of,Music,&,Memory’s,cer*ﬁed,facili*es,has,been,transforma*ve.,The, social,environment,is,calmer,and,more,congenial,,families,are,happy,to,ﬁnd,their,loved,ones, more,engaged,,and,care,professionals,like,you,are,able,to,spend,more,quality,*me,with,each, individual.,In,short,,Music,&,Memory’s,personalized,music,system,is,an,important,tool,for, promo*ng,culture,change,in,elder,care,facili*es.,

How(Interns(and(Volunteers(Add(Value(to(Your(Music(&(Memory(Program

Many,of,Music,&,Memory’s,cer*ﬁed,care,facili*es,beneﬁt,extensively,from,talented,, commifed,interns,and,volunteers,who,help,with,tasks,ranging,from,interviewing,residents, about,musical,favorites,and,establishing,music,libraries,to,crea*ng,policy,guidelines,and,raising, funds,for,program,expansion.

Music,&,Memory,projects,have,provided,meaningful,experiences,that,inspire,interns,to,pursue, careers,in,the,elder,care,ﬁeld,and,keep,volunteers,coming,back,for,more.,Music,is,so,loved,by, so,many,that,this,work,brings,its,own,joy,to,those,who,give,their,*me,to,make,music,more, accessible,to,individuals,who,have,lost,touch,with,the,outside,world.

Many,of,Music,&,Memory’s,cer*ﬁed,care,facili*es,have,wellDestablished,internship,programs, with,area,colleges,and,universi*es.,Interns,are,oeen,graduate,students,in,social,work,,but,may, also,come,from,the,ﬁelds,of,health,care,administra*on,,rehabilita*on,therapy,,music,therapy,

©120131Music1&1Memory,1All1Rights1Reserved1111111111111111111111111111111111111111111111111111111113 1 and,other,related,disciplines.,If,your,facility,does,not,yet,have,such,an,arrangement,,we, encourage,you,to,explore,your,op*ons.,Students,in,the,helping,professions,are,always,looking, for,meaningful,internship,experiences,,and,college,internship,placement,oﬃces,will,assist,with, screening.

Volunteers,with,musical,backgrounds,,organiza*onal,skills,or,a,gie,for,talking,with,elders,can, play,a,key,role,in,program,setDup,and,ongoing,implementa*on.,We,have,found,that,Music,&, Memory,projects,are,a,magnet,for,drawing,qualiﬁed,,dedicated,volunteers,who,will,give, generously,of,their,*me,to,help,with,the,many,tasks,of,crea*ng,and,maintaining,personalized, playlists.

Suggested(Projects(for(Interns(and(Volunteers

There,are,many,ways,that,interns,and,volunteers,can,help,you,to,set,up,and,develop,your, personalized,music,program.,Here,are,some,projects,that,Music,Memory’s,cer*ﬁed,care, facili*es,have,found,to,be,most,beneﬁcial:

Establish(a(Music(Library Goal:!Create!a!well,organized,!computer,based!music!library!with!varied!content!that!mirrors! residents’!personal!music!preferences.

The,heart,of,your,Music,&,Memory,program,is,your,music,library—the,repository,of,the,best,of, your,facility’s,exis*ng,music,collec*on,,music,purchased,through,iTunes,,gies,from,donors,and, other,resources.,Organizing,your,facility’s,music,,researching,and,acquiring,addi*onal,music,, and,sehng,up,your,iTunes,library,as,your,resource,for,personalized,playlists,is,a,great,project, for,an,intern,or,volunteer,who,loves,to,create,systems,and,focus,on,details.,

Recommended,Quali*es,and,Skills: • A,passion,for,perfec*on,in,ﬁnding,the,right,music,for,each,individual • Enjoys,researching,music,*tles,online,and,onsite • Understands,iTunes,and,can,organize,iTunes,library,using,music,downloads,and,CDs • Logical,,analy*cal,mind • DetailDoriented • Computer,savvy

Research(Residents’(Music(Favorites Goal:!Discover!residents’!musical!favorites!through!interviews!with!residents,!family!members! and!staﬀ!to!develop!personalized!playlists.!Conduct!follow,up!interviews!to!keep!playlists! updated.

The,discovery,process,is,essen*al,to,crea*ng,each,resident’s,personalized,playlist,and,a,very, meaningful,way,to,gain,an,apprecia*on,of,each,individual,as,a,whole,person.,Interns,and, volunteers,who,are,thoughjul,,compassionate,listeners,can,conduct,these,interviews,with, residents,and,family,members,to,learn,more,about,personal,history,and,the,music,that,is,*ed, to,cherished,memories.,This,research,will,guide,playlist,development.,As,your,program, becomes,wellDestablished,,interns,and,volunteers,can,followDup,with,residents,to,determine,if, there,are,other,selec*ons,they,would,like,to,include,in,their,playlists,,to,keep,the,music,fresh, and,engaging.

Recommended,Quali*es,and,Skills: • Excellent,communica*on,skills;,thoughjul,listener • Comfort,with,interviewing;,oral,history,research,a,plus • Compassion,for,and,interest,in,elders • Empathy • Adept,at,noteDtaking,or,recording,comments,for,retrieval,and,followDup

Create(System(for(Managing(iPods Goal:!Adapt!Music!&!Memory!guidelines!for!iPod!storage,!distribuFon,!safety!and!hygiene!to!set! up!a!system!the!meets!speciﬁc!needs!of!residents!and!staﬀ.

Every,care,facility,has,its,own,needs,,constraints,and,requirements,for,managing,residents’, digital,music,equipment.,You,will,need,to,develop,a,prac*cal,system,for,storing,and,distribu*ng, the,iPods,and,headphones,,maintaining,good,hygiene,with,equipment,,dealing,with,breakage, and,replacement,of,damaged,items,,and,minimizing,thee.,Interns,and,volunteers,can,help,to, adapt,the,guidelines,from,your,Music,&,Memory,cer*ﬁca*on,training,to,the,speciﬁc, circumstances,of,your,facility,,set,up,the,system,and,troubleDshoot.

Recommended,Quali*es,and,Skills: • Analy*cal,mind;,wellDorganized • Crea*ve,approach,to,problemDsolving • Detail,oriented • Enjoys,developing,systems • Good,listener;,able,to,communicate,with,administrators,and,staﬀ,,and,to,incorporate,their, ideas,into,solu*ons

Develop(Policies(and(Procedures(for(Personalized(Music(Program Goal:!Adapt!Music!&!Memory!guidelines!for!program!implementaFon!to!needs!and! requirements!of!care!facility.

What,is,the,process,for,crea*ng,new,playlists?,Who,has,access,to,your,music,library?,Who,is, responsible,for,keeping,track,of,iPods,and,headphones?,These,are,but,a,few,of,the,ques*ons, that,your,team,will,need,to,answer,as,you,develop,your,Music,&,Memory,program.,Interns,and, volunteers,can,work,with,administrators,to,research,and,drae,policies,and,procedures,,drawing, on,the,guidelines,you,received,in,your,cer*ﬁca*on,training,,to,create,a,wellDorganized, approach,to,your,program.

Recommended,Quali*es,and,Skills: • Excellent,wri*ng,and,oral,communica*ons,skills • Good,listener;,works,well,with,administrators,and,staﬀ,to,gain,their,input • WellDorganized;,analy*cal • Detail,oriented • Proﬁcient,with,Word,or,similar,wri*ng,soeware;,able,to,lay,out,text,clearly,,organize,content, in,a,format,that,is,easy,to,skim

Teach(Residents(to(Use(iPods(and(Headsets Goal:!Help!residents!learn!how!to!access!their!favorite!music,!as!well!as!proper!use!and!storage! of!iPods!and!headsets.

Residents,oeen,need,help,learning,how,to,use,and,care,for,their,iPod,Shuffles.,Depending,on, their,status,,staff,may,manage,this,for,them,,but,more,able,individuals,can,master,the, equipment,with,some,training.,Interns,and,volunteers,who,are,pa*ent,and,enjoy,teaching,can, fill,this,need.

Recommended,Quali*es,and,Skills: • Understands,use,and,care,of,iPod,Shuﬄe,and,headset • Excellent,oral,communica*ons,skills • Empathe*c,and,pa*ent • Loves,to,teach;,can,adapt,explana*on,to,needs,and,abili*es,of,the,individual

Educate(Family(Members Goal:!Serve!as!liaison!with!families!of!residents!to!educate!them!about!the!personalized!music! program!and!gain!their!buy,in!and!support.

Family,support,is,very,beneﬁcial,for,the,success,of,your,personalized,music,program.,Interns, and,volunteers,can,help,to,introduce,the,program,to,family,members,,explaining,how,it,works, as,well,as,the,beneﬁts.,This,can,be,accomplished,in,oneDtoDone,mee*ngs,and,through, presenta*ons,to,groups,such,as,a,Family,Council.

Recommended,Quali*es,and,Skills: • Excellent,interpersonal,skills • Strong,communicator,,can,adapt,explana*on,to,the,needs,and,abili*es,of,the,individual • Empathe*c,and,pa*ent • Understands,details,of,the,iPod,program,as,well,as,the,beneﬁts,of,personalized,music,,as, explained,in,Music,&,Memory,resource,material • Some,ﬁrstDhand,experience,working,with,residents,and,their,iPods

Develop(and(Implement(Staﬀ(Training(Program Goal:!Create!teaching!materials,!conduct!presentaFons!and!training!sessions!to!familiarize!staﬀ! with!goals!of!program,!use!and!care!of!iPods.

For,your,program,to,succeed,,staff,need,to,understand,the,benefits,of,personalized,music,, know,how,and,when,to,use,the,iPods,with,residents,,and,develop,a,sense,of,ownership,and, commitment.,This,requires,an,ongoing,training,program.,Interns,and,volunteers,can,work,with, administrators,to,develop,staff,training,materials,,conduct,training,sessions,and,teach,staff,on, the,floors,how,to,use,and,care,for,the,equipment.,

Recommended,Quali*es,and,Skills: • Excellent,oral,and,wrifen,communica*ons,skills • Good,listener;,works,well,with,administrators,and,staff,to,gain,their,input • WellDorganized;,analy*cal • Detail,oriented • Clear,and,confident,presen*ng,to,a,group • Loves,to,teach;,can,adapt,explana*on,to,needs,and,abili*es,of,the,individual, • Proficient,at,Word,,PowerPoint,or,similar,wri*ng,and,presenta*on,soeware

Assess(Program(EﬀecNveness( Goal:!Develop!and!implement!evaluaFon!system!to!assess!program!eﬀecFveness!in!terms!of! desired!outcomes,!such!as!improved!resident!quality!of!life!or!decreased!use!of!anF,psychoFcs.

We,hear,from,many,Music,&,Memory,cer*ﬁed,care,facili*es,how,personalized,music, transforms,the,lives,of,residents,and,social,environment,for,the,befer.,We,are,also,receiving, more,reports,that,our,program,helps,facili*es,signiﬁcantly,reduce,the,use,of,an*Dpsycho*cs, and,other,behavior,management,drugs.,Interns,and,volunteers,can,work,with,administrators,to, iden*fy,assessment,tools,,collect,data,and,analyze,results,to,provide,important,quan*ta*ve, measures,of,progress,toward,improving,quality,of,life.

Recommended,Quali*es,and,Skills: • Experience,with,research,design,,survey,tools,,data,collec*on,and,analysis • Excellent,oral,and,wrifen,communica*on,skills • Good,listener;,works,well,with,administrators,and,staﬀ,to,gain,their,input • WellDorganized;,analy*cal • Detail,oriented • Proﬁcient,in,Word,,Excel,,PowerPoint,,or,similar,soeware

Raise(Funds(and(Build(Community(Support Goal:!Assist!development!and!communicaFons!professionals!to!raise!funds!for!addiFonal! equipment,!create!and!implement!an!iPod!donaFon!drive,!and!raise!community!awareness!and! good!will!for!the!personalized!music!program.

Interns,and,volunteers,are,a,great,resource,for,helping,to,raise,money,for,your,personalized, music,program.,Working,with,your,organiza*on’s,development,and,communica*ons,

©120131Music1&1Memory,1All1Rights1Reserved1111111111111111111111111111111111111111111111111111111118 1 professionals,,they,can,create,and,run,fundraising,campaigns,and,iPod,dona*on,drives,,help,to, write,grants,,and,assist,with,public,rela*ons,outreach,eﬀorts.,This,is,an,excellent,way,to,grow, your,program,as,well,as,build,awareness,and,support,among,families,and,the,community,at, large.,Download,our,free,guide,,How!to!Run!an!iPod!DonaFon!Drive,,for,ideas.

Recommended,Quali*es,and,Skills: • Excellent,oral,and,wrifen,communica*ons,skills • WellDorganized • Detail,oriented • Strong,interpersonal,skills;,enjoys,working,with,the,public • Team,player • Fundraising,and/or,public,rela*ons,experience,a,plus

CreaNng(a(Successful(Internship(or(Volunteer(Experience

The,best,internship,or,volunteer,experiences—for,both,you,and,the,student,or,volunteer—are, deﬁned,by,these,quali*es:

1) A,clearly,deﬁned,project,with,speciﬁc,goals,,objec*ves,and,desired,outcomes 2) Work,that,is,important,to,your,organiza*on,and,meaningful,to,the,individual 3) Guidance,and,support,,not,microDmanagement 4) Opportunity,and,encouragement,to,develop,a,sense,of,responsibility,and,ownership, of,the,project 5) Construc*ve,,twoDway,feedback;,a,sense,of,partnership

At,one,of,our,Music,&,Memory,cer*ﬁed,care,facili*es,,the,Mayo,Clinic,Health,System’s,skilled, nursing,facility,in,Osseo,,Wisconsin,,former,Nursing,Home,Administrator,Angela,Bulger, describes,the,key,to,success,this,way:,,

“Be,willing,to,allow,your,interns,[and,volunteers],to,explore,and,ask,ques*ons.,Give,them,a,lot, of,autonomy.,Work,it,out,this,way,and,they,will,take,great,pride,and,own,their,projects.”

Making(the(TransiNon(to(Staﬀ(Ownership

While,interns,and,volunteers,can,provide,significant,support,for,sehng,up,and,helping,to, maintain,your,Music,&,Memory,personalized,music,program,,longDterm,success,depends,on, staff,buyDin,and,involvement.,Significant,culture,change,can,only,take,place,when,everyone,is, commifed,to,the,program.

From,our,most,successful,Music,&,Memory,cer*fied,care,facili*es,,we,have,learned,that,the, greatest,posi*ve,outcomes,are,achieved,by,organiza*ons,that,include,everyone,,from,the,CEO, to,housekeeping,staff,,in,the,process,of,incorpora*ng,personalized,music,into,the,lives,of,every, resident.,Administrators,,staff,,residents,and,family,members,all,have,important,roles,to,play.

We,encourage,you,to,treat,your,student,interns,and,volunteers,as,key,members,of,a,facilityD wide,team,eﬀort,to,bring,Music,&,Memory’s,personalized,music,program,to,your,residents., Please,feel,free,to,share,your,ques*ons,and,successes.,We,look,forward,to,hearing,from,you, and,learning,from,you.

Case(Studies

You’ll,ﬁnd,illustra*ons,of,the,ideas,discussed,in,this,guide,in,these,stories,from,our,Music,&, Memory,blog:,

Internships For,Student,Interns,and,Nursing,Home,Administrators,,Music,&,Memory,is,a,WinDWin

Volunteers Musical,Detec*ves:,A,Tale,of,Two,Music,&,Memory,Volunteers

SystemSwide(Culture(Change For,Ontario’s,Schlegel,Villages,,an,iPod,for,Every,Resident,is,the,Goal

Resident Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Out IN Out IN Out IN Out In Out IN Out IN Out IN Out IN

Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Out IN Out IN Out IN Out IN Out IN Out IN Out IN Out IN

(Print on letterhead and mail to all family members with your new Marketing Flyer developed from our template. Flyer should be professionally printed onto slick, poster/flyer type paper – not photocopied. This is a professional marketing tool.)

Dear Family Member:

We are excited to bring Music & Memory certification to ______for the benefit of our residents, family members, employees and community.

This exceptional, personalized music program is rapidly sweeping our nation and is grounded in extensive neuroscience research. Its purpose is to enhance quality of life and promote culture change in long-term care environments. The enclosed flyer includes many of the benefits.

Music can transport an individual to another place and time, often unlocking fond memories from our youth or special events in our lives. Specific artists and songs are the key to Music & Memory’s success. Individual, personalized playlists are created and downloaded to iPods. In addition, books, radio shows, faith-based messages, personal messages from family members, and other media can also be downloaded.

This certification has been made possible due to the generosity of ______.

Our certification process will initially provide music for a limited number of residents. Ultimately, the Music & Memory program will be expanded to include all residents who wish to participate. There is no fee for participating in this program.

Family members will be invited and encourage to get involved in helping to create their loved one’s personalized playlist. This will be an ongoing opportunity for you and your loved one to take a musical journey together.

We will be depending upon our residents and family members to help us begin creating our music library by gifting original CD’s of well known artists. We do adhere to recording industry guidelines by following iTunes rules and usage terms and conditions. In addition, we will be purchasing music from iTunes to expand our music library.

It is an honor to serve our residents, family members and community.

Sincerely,

______MUSIC DEVICE ASSIGNMENT SHEET

Device # Resident Room # Date Started Reviewed for Change (Date) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Device # Resident Room # Date Started Reviewed for Change (Date) 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 Device Changed (Date)

Device Changed (Date)

Create a custom flyer with the following simple steps

Add your logo. A 2.25 inch wide x 1 inch high, high resolution JPG will work well. Introducing MUSIC & MEMORY® at Introducing MUSIC & MEMORY® at Organization Name Here Add your company

As a MUSIC & MEMORY® Certified Care Organization, we are proud to offer the powerful benefits As a MUSIC & MEMORY® Certified Care Organization, we are proud to offer the powerful benefits of personalized music as part of our continuing effort to provide the highest quality care. of personalized music as part of our continuing effort to provide the highest quality care. name here.

WHAT IS MUSIC & MEMORYSM? WHAT IS MUSIC & MEMORYSM? Type should be Grounded in extensive research, Music & Memory helps people living with a wide range Grounded in extensive research, Music & Memory helps people living with a wide range of cognitive and physical challenges to find renewed joy in life through musical favorites. of cognitive and physical challenges to find renewed joy in life through musical favorites. set in DIN Medium Our team is trained to develop personalized playlists, delivered through iPods, a key Our team is trained to develop personalized playlists, delivered through iPods, a key element in the individual’s plan of care. element in the individual’s plan of care. Alternative, 26pts HOW DOES PERSONALIZED MUSIC MAKE A DIFFERENCE? HOW DOES PERSONALIZED MUSIC MAKE A DIFFERENCE? • Beloved music helps to reduce depression and anxiety and can also moderate pain. • Beloved music helps to reduce depression and anxiety and can also moderate pain. if available. Arial • Musical favorites tap deep memories and can improve quality of life. • Musical favorites tap deep memories and can improve quality of life. • Participants are happier, more social and receptive to care and family visits. • Participants are happier, more social and receptive to care and family visits. • Personalized music can help to reduce reliance on anti-psychotic, anti-depressant • Personalized music can help to reduce reliance on anti-psychotic, anti-depressant Regular can also and pain medications. and pain medications.

WHO CAN PARTICIPATE? WHO CAN PARTICIPATE? be used as an Anyone can benefit from the power of listening to musical favorites. As we Anyone can benefit from the power of listening to musical favorites. As we build our program, we will be able to offer it to all who are interested. build our program, we will be able to offer it to all who are interested. Often effective for a variety of impairments and disorders: Often effective for a variety of impairments and disorders: • People with Alzheimer’s and other forms of dementia • People with Alzheimer’s and other forms of dementia • Individuals who are bed-bound, on dialysis or ventilators • Individuals who are bed-bound, on dialysis or ventilators • People with chronic pain • People with chronic pain • Those receiving hospice care • Those receiving hospice care

You can help! Please support our MUSIC & MEMORY program and give new life to someone you love: You can help! Please support our MUSIC & MEMORY program and give new life to someone you For more information, please visit musicandmemory.org or love: For more information, please visit musicandmemory.org or OrganizationURL.org Add your url or “Despite the enormous sums of money spent on mood- and behavior-altering medications that are often not “Despite the enormous sums of money spent on mood- and behavior-altering medications that are often not phone number particularly effective, nothing compares to these iPods when it comes to improving quality of life.” particularly effective, nothing compares to these iPods when it comes to improving quality of life.” —Tony Lewis, President and CEO, Cobble Hill Health Center, Brooklyn, N.Y. —Tony Lewis, President and CEO, Cobble Hill Health Center, Brooklyn, N.Y. to this call to action line. Type should be set in DIN Bold Alternate or Arial Bold, 11pts in orange.

STEP 1: CHOOSE THE TEMPLATE FOR THE APPLICATION THAT YOU FEEL MOST COMFORTABLE WITH. We have provided the following templates: Adobe Acrobat (PDF), Microsoft Word and Adobe In-Design. To customize the PDF file directly, you will need the full version of Abobe Acrobat Pro, not just the Acrobat Reader. Alternately you may choose to update the Word or In-Design files.

STEP 2: INSERT YOUR LOGO TO THE RIGHT OF THE MUSIC & MEMORY LOGO Insert a JPEG, Tiff, PNG, or EPS file. Files need to be high resolution (300 dpi at actual size). Logos used on your website are normally not high resolution and will not look sharp when printed. Adjust the size of your logo file as needed so that’s about the height of the Music & Memory logo.

STEP 3: ADD YOUR ORGANIZATION’S NAME TO THE VIOLET HEADLINE BAR AND YOUR URL OR PHONE NUMBER TO THE CALL TO ACTION LINE AT THE BOTTOM OF THE FLYER Sample was set using the font DIN but you may also use Arial if DIN is not available.

STEP 4: SAVE YOUR AND PRINT YOUR FILE

Insert Organization Name Here

Insert organization url here.