Preparing for the reparing for the SEAL OF APPROVALSEAL 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” works3. Q & A

R

Prize Question

What is my name?T

BCSLA Seal Of Approval Program

T

WHY ARE WE HERE TODAY?

• Curious?• Already done it?• Want to do it?• We want to know all about the program.

T

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.

T

IN OUR COMPANIES, WE ARE DEFINED BY:

MISSION STATEMENTVISION STATEMENT ANDOUR VALUES

WE WANT TO RAISE THE BAR!

T

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.

T

What the Assessment CoversSafety: incl. Fire Safety, Food Safety.Infection ControlStaff Training: incl. Fire Drills, First Aid, Food Safe

WHIMIS.Resident Services: Recreation and

Administration.And Assisted Living where applicable.

T

Successes of BCSLA Seal of Approval

• Over 200 assessments completed.

• The “Seal of Approval” widely accepted by:Fire DepartmentsLocal and Provincial Governments

R

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”

T

Date Set…Manual Sent…

Now What?

T

The Process

1. HARD COPY MAILED TO YOU2. ELECTRONIC COPY SENT TO YOU (this is new)3. GMs, READ THE BOOK, READ THE BOOK!!

R

Prior to preparing for Seal of Approval Inspection (look at all the hair!)

R

Prize Question

What is the name of the band that has played for the President’s Dinner Dance the last four years?

R

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 downR

• I will ask my assistant to review it• Assistant texts me at home,“Uh….Rob…”

Assessment in 3 days and have not started yet…Now What?

R

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

PANIC MODE!!!

R

R

Preparing for Seal of Approval Assessment (again with the hair)Before After

T

How SHOULD We Prepare?

1. GMs, READ THE BOOK, READ THE BOOK!!2. INVOLVE YOUR WHOLE TEAM3. DISTRIBUTE APPROPRIATE SECTIONS4. WEEKLY TEAM MEETINGS

R

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

R

Prize Question

What is ONE of the items that needs to be on the prepared and on the table?

R

Day of the Assessment…FEARS!

• 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!!!

R

Day of the Assessment…Reality• 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

T

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

T

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

R

Prize Question

On “The Day”, what is the FIRST part of the assessment?

R

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

T

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?T

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.

T

Finally

• Great to plan a “wrap up meeting” with your team

• They have all worked so hard!• Opportunity for “feed back”!• Opportunity to “Celebrate”!

T

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.

T

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.

T

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.”

T

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.”

R

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?