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?