Transcript Slide 1
Preparing for the
SEAL OF APPROVAL
Today’s Presenters
• Tom Baylis
– Owner, Tom Baylis Consulting
– BCSLA Seal of Approval Assessor
• Rob Gillis
– Executive Director, Revera Fleetwood Villa
Today’s Agenda
1. General Presentation of the BCSLA Seal of
Approval Program
2. A walk through of how “The Process” works
3. Q & A
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Prize Question
What is my name?
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BCSLA Seal Of Approval Program
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WHY ARE WE HERE TODAY?
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Curious?
Already done it?
Want to do it?
We want to know all about the program.
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What is one thing that we all have
in common in being here today?
We want to strive for/aspire to
“EXCELLENCE” in our operations
and care for our residents.
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IN OUR COMPANIES,
WE ARE DEFINED BY:
MISSION STATEMENT
VISION STATEMENT AND
OUR VALUES
WE WANT TO RAISE THE BAR!
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SEAL OF APPROVAL
• Six years ago, BCSLA, working with industry
leaders, developed a set of standards and best
practices.
• The Seal of Approval program was launched in
the Fall of 2009.
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What the Assessment Covers
Safety: incl. Fire Safety, Food Safety.
Infection Control
Staff Training: incl. Fire Drills, First Aid, Food Safe
WHIMIS.
Resident Services: Recreation and
Administration.
And Assisted Living where applicable.
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Successes of
BCSLA Seal of Approval
• Over 200 assessments completed.
• The “Seal of Approval” widely accepted by:
Fire Departments
Local and Provincial Governments
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Outsider’s Perception of Program
• Just another
inspection
• Just Like CAA & BCYHA
in Hotels …Been
through this many
times before
• Clean & Good Repair
• I’ll look at it “LATER”
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Date Set…Manual Sent…
Now What?
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The Process
1. HARD COPY MAILED TO YOU
2. ELECTRONIC COPY SENT TO YOU (this is new)
3. GMs, READ THE BOOK, READ THE BOOK!!
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Prior to preparing for Seal of Approval
Inspection (look at all the hair!)
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Prize Question
What is the name of the band that has
played for the President’s Dinner Dance
the last four years?
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Assessment Manual Received…
Now What Really Happens?
• Assessment is weeks away…LOTS of time
• It is a busy week this week
• I’ll read the manual on the weekend
– But it looks like a great day to prune the shrubs
• I need to focus on sales this week
• Maintenance Manager is sick…and the HVAC is
down
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Assessment in 3 days and have not
started yet…Now What?
• I will ask my assistant to review it
• Assistant texts me at home,“Uh….Rob…”
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PANIC MODE!!!
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Emergency Manager’s Meeting!
Break-up the book and delegate sections
Reviewing Residents Files (166 of them)
Reviewing Staff Files (75 of them)
Review Fire Plans
Reviewing Maintenance logs
Searching through policy manuals
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Preparing for Seal of Approval
Assessment (again with the hair)
Before
After
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How SHOULD We Prepare?
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4.
GMs, READ THE BOOK, READ THE BOOK!!
INVOLVE YOUR WHOLE TEAM
DISTRIBUTE APPROPRIATE SECTIONS
WEEKLY TEAM MEETINGS
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What is Expected to be Prepared
for Assessment Day
Completed BCSLA Assessment Manual
Fire Plan Binder (Approved by the local fire
authority)
Required Policies and Procedures
Maintenance Logs
Completed Authorizations from Residents and
Staff
List of Available Suites for Inspection
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Prize Question
What is ONE of the items that needs to be
on the prepared and on the table?
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Day of the Assessment…FEARS!
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Anxiety
Nightmares
Did I miss anything
Is he here yet?
Is he here yet?!
IS HE HERE YET?!?!?!
Holy Crap we’re going to FAIL!!!
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Day of the Assessment…Reality
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Meet and greet with the team
Orientation of the Community
Methodically walked through the documents
Tom helped us fill the “Holes” in the
paperwork
• Did a walk through the property for Safety,
Maintenance, Cleanliness and Atmosphere
• Assessor Tom shared lunch with the residents
• “Uncle” Tom met with some employees
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ASSESSMENT DAY
• All team members in attendance for meet and
greet.
• Completed Standards book.
• Have all:
– relevant binders logs
– Policies
– staff and resident’s files with the signed consent
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A Couple of “Best Ways”
“Tab” the relevant policy in the policy binder
with the standard’s number, this provides
quick and easy retrieval.
Copy the relevant policies and file them into a
binder in the order of the Standards Book
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Prize Question
On “The Day”, what is the FIRST part
of the assessment?
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End of the Assessment Day
• Reviewed all the deficiencies.
• Discussed how we could remedy the
deficiencies.
• Determined an action plan and timeline to
accomplish what had to be done.
• Assessment day was Educational not Stressful
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Leading the Way
• We agree on, and clearly identify any and all
deficiencies.
• We agree on the best solution.
• We will develop an action plan, which will
include:
Who should action the specific item?
What is a reasonable time for completion?
Is this a missing policy that we can assist you
with?
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WE WORK OUT THE ACTION PLAN
TOGETHER
• I will continue to work with you in the days or
weeks ahead until your site is in complete
compliance.
• When compliance is achieved, I will notify the
BCSLA office, who will:
– For first time members, send you the Seal plaque
with advertising material and a press release.
– For those that already have the plaque, I will take
care of updating with the date decals.
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Finally
• Great to plan a “wrap up meeting” with your
team
• They have all worked so hard!
• Opportunity for “feed back”!
• Opportunity to “Celebrate”!
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Why Should I Have My
Residence Assessed?
Demonstrate to the public in our community
and at large, that we operate at the highest
industry standards
Our residence is a safe and enjoyable place for
your loved ones to live.
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Why Should I Have My
Residence Assessed?
To demonstrate that our industry can self
regulate.
Your desire to live up to and live out your
Mission and Vision Statements and to honour
and demonstrate your Values.
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Feedback From Members
Successfully Assessed
• Of the Seal:
“Reminds us to keep our standards at a High Level
for the safety of our residents and staff.”
“It is a good process, and we feel that it highlights
what we do well and areas for improvement.”
“We were very pleased with the process and the
feedback.”
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Feedback From Members
Successfully Assessed
• Of the Assessor:
“Teaching new ideas and alternate methods has
been inspiring.”
“Tom has a wealth of experience that he’s happy
and willing to share.”
“We really do appreciate your input and
suggestions, and found them very helpful.”
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Why Seal of Approval?
Everyone Wins!
• Focusses your team on the details.
• Confirm your community is safe and well run.
• Receive UNFILTERED input from residents and
staff through a neutral third party.
• Residents, Families, Managers and Ownership
receive PEACE OF MIND!!!
Questions?