Body: Council Type: Document Meeting: Regular Date: October 11, 2012 Collection: Documents Municipality: Frontenac County
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Document Text
Fairmount Home Meeting Agenda Management Team Date: October 11, 2012 Time: 9:30 a.m. Place: Fairmount Boardroom Members:
Julie Shillington Deb Crawford Tom Mercer
Mary Lake Gail Williams Rosemarie Christian Jones
Page 1.
Welcome and Introductions
Adoption of Minutes of the Previous Meeting
5-17
a)
Adoption of the minutes dated October 4, 2012
Additions to Agenda under Other Business
Delegations
Communications
Business Arising out of Minutes a)
“We Love Your Opinion” Book
b)
Finger Food Policy
c)
Ferno Chair Instruction Sheet
d)
Medical Equipment - Policies, Auditing & Cleaning
e)
Scent Awareness Policy
f)
Care Carts with Doors
g)
Use of QUAT Cleaner in Norovirus Outbreak
h)
Well Project Progress
i)
Hot Cart Replacement
j)
Fire Drill Scenarios
k)
County Eyewash Signs
l)
Snoozelen Policy
m)
Fire Plan Updates
n)
Knee Height Tool
o)
Emergency Call Back List
Page 1 of 23
Page 6.
Business Arising out of Minutes p)
Nursing Equipment - Replacement Plan
q)
Cafe Cash Register
r)
Single Linen Carts
s)
Door Protection on Med Rooms
t)
Shredder
u)
Abuse Policy Updates
v)
Hot Weather Guidelines
w)
Replacement of Blue Sheets on 1N
x)
Emregency Plan Updates
y)
Policy on Employee Incident Reporting Investigation
z)
IP&C Nursing Audit Form
aa)
Rechargeable Batteries for Pagers
ab)
1N Humidity RFP
ac)
Removal of Servery Hoods
ad)
Food Donations Policy
ae)
HyFIBRE Costs
af)
IP&C Program Goals
ag)
Canned Soup Usage
ah)
New Chart Rack
ai)
Review of Ethics Policy
aj)
Charge for Electrocardiograms
ak)
Centric Restorative Nursing Audit
al)
Resident Incident Reporting Codes
am)
Completion of Steam Diversion on New Steamer
an)
Delete Access to Care Care email
ao)
Montesorri Methods for Dementia
ap)
Restorative Care Policies
aq)
Flu Clinics for STaff
ar)
Foot Care Fee Changes
as)
Pathways Maintenance
at)
Detailing of Blue Van
au)
Budget Meeting
av)
Doors in Lounges
aw)
Schedule Bomb Threat & Missing Resident Exercises
Page 2 of 23
Page 6.
Business Arising out of Minutes ax)
Stock Checklist
ay)
Schedule Mandatory Training Days for Staff
New Business a)
18-23 b)
Resident Care – Compliance, Accreditation, Classification i)
Compliance
ii)
Accreditation
iii)
Residents’ Council Update
iv)
High Intensity Needs Changes
Support Services i)
Dietary Workflow
ii)
Landscaping - Old House
c)
Treasury
d)
Administration
e)
i)
Concerns
ii)
Risk ID’s
iii)
Work Plan
Human Resources i)
f)
Staffing
Health & Safety i)
Monthly Fire Drill
ii)
Management Inspections Schedule: Tom – June 13, 2012, November 7, 2012 Rosemarie – February 8, 2012, July 11, 2012, December 12, 2012 Gail – March 7, 2012, August 8, 2012, January 11, 2013 Mary – April 11, 2012, September 12, 2012 Julie – May 9, 2012, October 10, 2012
g)
Information Technology
h)
Communications
i)
Education Information Sharing (Staff Attendance at Conventions/Workshops)
Page 3 of 23
Page j)
Quality Improvements/Audits i)
Hazard Analysis Report (Quarterly-November)
ii)
Complaint Documentation Report (Quarterly-December)
iii)
Symptoms Report (Monthly-October report due in November)
iv)
Near Misses/Incident Reports (Quarterly-November)
v)
Restraint Audits (Monthly – done the 3rd week, report the 4th week)
Other Business
Confirmation of time, date and location of next meeting
- Adjournment
Page 4 of 23
AgendaItem#2a) Page 1 of 13
Fairmount Home Meeting Minutes Management Team Date: Time: Location:
October 4, 2012 9:30 AM. Fairmount Boardroom
Present:
Julie Shilington Rosemarie Christian Jones Mary Lake Deb Crawford Tom Mercer Gail Williams
Welcome and Introductions Mary welcomed everyone to the meeting as Julie was attending a teleconference.
Adoption of Minutes of the Previous Meeting The minutes from meeting dated September 27th, 2012 were approved as circulated.
Additions to Agenda under Other Business
Delegations The OHN student made a presentation on resident hand hygiene in the dining room.
Communications
Business Arising out of Minutes
a)
“We Love Your Opinion” Book There was one record in the book. The lobby elevator walls and carpet require cleaning. We also need brighter lights. Action: Tom to ensure lobby elevator cleaned.
b)
Finger Food Policy Action: To remain on the Agenda.
c)
Ferno Chair Instruction Sheet
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 5 of 23
AgendaItem#2a) Page 2 of 13
Action: Tom will ask a Housekeeper to review the instructions step-by-step to ensure they are clear. d)
Medical Equipment-Policies/Auditing/Cleaning Mary and the OHN have been reviewing the policies. The team discussed process for audits and indicators. Julie suggested that knowledge can be measured through asking staff, and observation. Mary advised that the new SPOT machines have arrived. Action: Tom to provide the baskets which need to be affixed to the machines to hold the disinfectant.
e)
Scent Awareness Policy The policy is in review at the County. Action: Julie to follow-up with the County to ensure working group has signed off.
f)
Care Carts with Doors Tom researched a new cart. The cost is approximately $1,082.00 each. The team reviewed the specifications and looked at a picture of the cart. Mary advised we need to ensure the measurements are suitable and, if so, purchase one to trial. If the cart suits our needs then order three more. Action: Tom to check the measurements and then order one cart if suitable.
g)
Use of QUAT Cleaner in Norovirus Outbreak Mary and Tom attended a session on September 26th entitled Changing Habits: Best Practices Using Chemicals to Battle Microbes. There were many good topics such as bed bugs, urine dips, however, the presentation on cleaners was very technical. Tom advised that his cleaning supplies supplier has suggested that they may be going back to bleach-based products. Action: Tom will call the KFL&A Public Health Inspector to clarify the QUAT question during Norovirus outbreaks.
h)
Well Project Progress We are still awaiting pricing of the Genivar services. contacted Genivar.
Julie and Tom have
Action: Julie to follow up with John at Genivar. i)
Hot Cart Replacement
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 6 of 23
AgendaItem#2a) Page 3 of 13
There was discussion as whether the hot cart was ordered. Action: Tom will check to see if a hot cart was ordered. If not, he will order. j)
Fire Drill Scenarios OHN will attend the next meeting with RNs to speak to fire drill scenarios. Action: To remain on the Agenda.
k)
County Eye Wash Signs Action: Tom to obtain signs.
l)
Snoozelen Policy Gail has placed the policy in the draft policy folder for review. Action: Julie and Mary will review.
m)
Fire Plan Updates Julie advised the Fire Inspector clarified our question concerning volunteers leaving the building or not during a fire alarm and its recorded in previous meeting minutes . Action: Deb to update the fire plan and advise Julie once complete.
n)
Knee Height Tool Mary has placed the policy in the draft policy folder. Action: Julie to approve. Mary to take the draft policy to the next RN meeting for their feedback.
o)
Emergency Call Back List Action: Julie to advise the Administrative Clerk to monitor staff on the call back list and ensure it is kept up-to-date.
p)
Replacement Plan - Nursing Equipment Mary is working on the equipment replacement plan. She is meeting with the Rehab Assistant and OT to discuss as well. Action: To remain on the Agenda.
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 7 of 23
AgendaItem#2a) Page 4 of 13
q)
Cafe Cash Register Tom reported that he called Business Machines office but couldn’t reach anyone. Action: Tom to call once again.
r)
Single Linen Carts Maintenance staff advised they put two new carts together and took them to 1North. Mary reported that she feels two were thrown out but there might be one more around. Action: Tom to ask Housekeepers to search for the missing cart.
s)
Door Protection on Med Rooms Tom will order from Cindy and have our maintenance staff install. Action: Tom will follow-up with the supplier to order.
t)
Manual Maintenance - P&P This policy is complete.
u)
Shredder Action: To remain on the Agenda.
v)
Abuse Policy Updates Mary advised that she wishes to discuss the new abuse algorthm and incident reporting at the upcoming RN meeting. Action: Deb to distribute the updated Abuse policy to manual, mandatory orientation package, resident orientation package and the glass case in lobby.
w)
Hot Weather Guidelines Mary placed the updated draft policy in the draft policy folder. She reviewed the updates with the team. She advised that the appendices can be printed from the Ministry website to attach to the final, approved policy. The hydration piece must also be reviewed. Action: Managers to review the draft policy. hydration piece and advise.
x)
Rosemarie to review the
Orientation Evaluation
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 8 of 23
AgendaItem#2a) Page 5 of 13
This form is complete. y)
Replacement of Blue Sheets on 1North Tom compiled pricing to order 64 top and 64 fitted sheets - cost is approximately $1,371.00 plus tax. It was discussed that this order could wait now as the need isn’t urgent to replace linen on 1North as it wasn’t the sheets causing the rashes. As the order comes in the blue sheets will be removed from the unit. Action: Tom will order one new set per bed for 1North in the future.
z)
Emergency Plan Updates Action: Deb to make the updates to the emergency plan and advise Julie once complete.
aa)
Cheat Sheet for RNs-Support Service Call-Ins This item is complete and can be removed from the Agenda.
ab)
Policy on Employee Incident Reporting Investigation Action: policies.
ac)
Julie to review the employee incident reporting and investigation
IP&C Nursing Audit Form The audit form has been revamped and is in use. Mary reviewed the new form with the team. Discussion was held regarding adding a medical equipment cleaning section. It was decided to keep this audit in the IP&C section of the manual. Mary and Gail each reviewed an audit they conducted using this new form. Action: Mary will update the title of the form, add an “action” column and then place in the DRAFT policy file.
ad)
Rechargeable Batteries for Pagers Action: Tom to follow-up with maintenance staff to ensure new batteries are charged and ready to go.
ae)
Humidity RFP Action: Julie will develop an RFP.
af)
Removal of Servery Hoods Action: Tom will organize the removal of the servery hoods.
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 9 of 23
AgendaItem#2a) Page 6 of 13
ag)
Food Donations Policy
Action: Tom to call KFL&A Public Health to obtain food donation guidelines. ah)
Sturdy Poles-Radiant Heat Paneled Ceilings No further issues of risk have been identified. Remove from the Agenda.
ai)
Equipment Inventory & Maintenance Policy Update The policy is complete.
aj)
HyFIBRE Costs Tom is reviewing the food budget to determine if the extra costs of the product are able to be absorbed. Action: To remain on the Agenda.
ak)
Roof Leak Upon speaking with the Lead Hand it has been determined that the rain only comes in when the wind is blowing a certain way. Hopes are that with the Auditorium rebuild this can be addressed at the same time.
al)
IP&C Program Goals Mary reported she reviewed the goals and has kept the same ones, however, reworded them. It was discussed about the possibliity of offering a pre-survey and then a post survey to family members understanding of the food donation policy at the Family Information session. Could also ask staff in general if they are aware of the IP&C policies. Mary developed a daily shift checklist to be completed during an outbreak. She will add “no shift or floor trades during an outbreak”. Action: Mary to take this information to the next RN meeting and she will place it in the DRAFT section on company directory. Julie to schedule the next Familiy Information session.
am)
Canned Soup Usage Action: Tom will speak with Dietary Aide to discontinue the trial and get the results.
an)
New Chart Rack Mary gathered pricing from different suppliers. $1,900.
Two prices were $1,000 and
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 10 of 23
AgendaItem#2a) Page 7 of 13
Action: Mary will obtain one more price. ao)
Review of Ethics Policy Julie reviewed the Long-Term ethics piece and tried to incorporate into our policy, however, she found it wasn’t eays to use She found a process fromTrillium which speaks to ethics in plain language. Action: Julie to provide the link.
ap)
PSW Conference Mary found the PSNO website very convoluted and by the time she located the conference information it was too late to register.
aq)
Research Project on Responsive Behaviours The Nurse Practitioner dialogued further with Queen’s and clarified the project. Researchers will come into the Home to observe responsive behaviours. Mary advised we will participate in the project.
ar)
Charge for Electrocardiograms Mary sent an email to staff asking if anyone had taken a call from Hom Cardiographics regarding a charge for their service. Action: Mary to follow-up with Amanda at Home Cardiographics to see who she spoke to.
as)
Centric Restorative Nursing Audit Gal has asked the Centric representative for the audit parameters several times. Action: Gail to follow up with Sarah from Centric to get the audit parameters.
at)
Resident Incident Reporting Codes Action: Julie to update the codes.
au)
Resident Identifiers on Chart Gail dialogued with the OT and provided her with our policy. The OT and Rehab Assistant have sorted out their signing protocols.
av)
Completion of Steam Diversion on New Steamer
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 11 of 23
AgendaItem#2a) Page 8 of 13
Action: Tom will follow up to see when this will be complete. aw)
Food Temperature Documentation/RD Updates in Diet Lists All are up-to-date and Sodexo staff are monitoring every Friday to ensure it stays that way.
ax)
Access to Care Care Email Account to be Deleted Julie sent a help desk work order asking access to this account be deleted from the unit computers. Action: Julie to follow-up with IT.
ay)
Investigation re Deboning of Chicken and Detailing Shrimp Tom spoke with the main Cook to inquire if they could de-bone the chicken for 1North only. She advised that she wouldn’t have time to do this. Boneless chicken is an option, however, is it more expensive. It was decided that for the time being boneless chicken will be ordered for 1North only.
az)
Recruitment for Support Service Aides Julie asked HR to place an ad in this weekend’s paper.
ba)
Montessori Methods of Dementia Gail met with the staff who attended the workshop to discuss procedure and evaluation of the program. They expressed their feelings that the two-day workshop needs to be provided to other staff in order for them to fully understand the method. Julie asked if we could have someone come in to educate staff. Action: Gail will explore education options on the website
bb)
Nursing Restorative Team Gail advised that ROM is at 75% on 1South and they are now shooting for 80%. Restorative policies needs to be developed/reviewed. Action: The development/review of restorative care policies to be kept on the agenda.
bc)
Nursing Wound Care Team The wound care team have determined that more, basic education is required for staff. Discussion was held regarding incorporating more training in the mandatory training days. Action: Julie to schedule final mandatory training days for staff.
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 12 of 23
AgendaItem#2a) Page 9 of 13
bd)
Pleasurable Dining Committee Gail reported the weekly meetings are progressing.
be)
Staff Sick Note Tom attempted to contact the Doctor’s office to confirm the staff member indicated in the note however he was not successful reaching anyone. Julie advised him to write the staff member’s name on the note as we know who brought it in.
New Business a)
Resident Care – Compliance, Accreditation, Classification i)
Compliance
100 staff members have been educated on pole entrapment. Julie addressed pole entrapment at the recent Residents’ Council meeting. Mary shared our experience and education at the LTC Quarterly meeting. ii)
Accreditation
iii)
Residents’ Council Update
Julie attended the meeting where no issues were raised. iv)
Thank You
Mary shared a compliment from family concerning their private dining experience in the Family room. The room was set-up with tablecloths, plates and cutlery, etc. The family was very appreciative. v)
High Intensity Needs
Mary noted that the Vicopaste won’t be covered anymore and that Stacey is looking at other options. vi)
Flu Vaccine
Mary advised the flu vaccine for staff has arrived without us knowing that it was coming. There has been no direction given from Public Health on when to immunize staff. Mary will book the staff clinics and advertise a draw for $50 restaurant gift certificate for those who get immunized. Action: Mary to book staff flu clinics. Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 13 of 23
AgendaItem#2a) Page 10 of 13
vii)
2N Floor Meeting
Gail advised the staff are happy with the lifts. She reviewed the nursing goals and spoke to staff regarding the use of the single laundry carts. viii)
Foot Care
Gail advised that We Care has advised that there will be a change in the cost of foot care. Gail will call to ensure this does not take affect before November 15th. She will also find out who is receiving foot care as they will need to be provided with written notice. Action: Gail to identify residents who are receiving foot care so they can be notified of the change in fees. Julie to put in the Gazette and inform Finance so the admission agreement can be amended. ix)
Coffee Break
Programming staff asked if the float PSW could come down to the ASK Coffee Break and help with the distribution of snacks and drinks given the number of reisdents with special diets. The team thought this was a good idea. x)
Falls Team
Gail reviewed the minutes of the last falls meeting. Julie suggested that she look at the Falls Inspection Protocol as some of the homes use this protocol when there is a fall. b)
Support Services null i)
Air Conditioner
A resident has an air conditioner that is taken from storage for the summer and then put back in storage for the winter. As long as it can be stored on the unit we can keep it here, however, we must ensure that if the resident storage is full is must only contain resident belongings, not Fairmount’s. ii)
Stock Checklist
Tom provided a copy of the stock checklist for the serveries to be taken to the Pleasurable Dining meeting. He will take a copy to Dietary staff to see if anything is missing. Action: Tom to take a copy of the stock checklist for the serveries to the dietary staff. iii)
Pathways
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 14 of 23
AgendaItem#2a) Page 11 of 13
Action: Tom will ensure the lids are on the garbage cans in the Pathways and that the preventative maintenance review is scheduled before winter. iv)
Microfit Program
Julie advised the County is looking at the possibility of putting solar panels on the roof at Fairmount. There are no concerns from the Ministry of Health and we are just waiting to see if this will be a Microfit (small) project or a Fit (large) project. v)
Doors in Resident Lounges
There was discussion around the need for the lounge doors to automatically close as staff are always propping them open for residents to have access. Action: Tom to ensure the autoclosing hardware is removed from the lounge doors. vi)
Blue Van
Programming staff reported that there is a strange smell in the blue van and that it needs a good cleaning. Action: Tom to ensure maintenance schedule the van for detailing. c)
Treasury i)
Budget
Julie has reviewed the budget but would like to meet with the team. She also is following up with Finance regarding some concerns with the August financial reports. Action: Julie to set meeting to discuss final budget. d)
Administration i)
Concerns
ii)
Risk ID’s
iii)
Work Plan-
Action: Team to schedule Missing Resident exercise for October and the Bomb Threat exercise for November. e)
Human Resources
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 15 of 23
AgendaItem#2a) Page 12 of 13
i) f)
Staffing
Health & Safety i)
Monthly Fire Drill
October drills have been scheduled. ii)
Management Inspections Schedule: Tom – June 13, 2012, November 7, 2012 Rosemarie – February 8, 2012, July 11, 2012, December 12, 2012 Gail – March 7, 2012, August 8, 2012, January 11, 2013 Mary – April 11, 2012, September 12, 2012 Julie – May 9, 2012, October 10, 2012 .
Due to time constraints, September’s management inspection will be reviewed at the next meeting. Julie will conduct the October inspection iii)
Fire Systems Inspection
Tom advised the inspection is complete as are the identified deficiencies. g)
Information Technology
h)
Communications
i)
Education Information Sharing (Staff Attendance at Conventions/Workshops)
j)
Quality Improvements/Audits i)
Hazard Analysis Report (Quarterly-Nov)
Action: The next quarterly report is due in November. ii)
Complaint Documentation Report (Quarterly-Dec)
The quarterly report was reviewed by the team. There were twelve complaints in total - all verbal. It was identified that four “types” require changing. No trends were identified. Action: The next quarterly report is due in December. iii)
Symptoms Report (Monthly-October report due in Nov)
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 16 of 23
AgendaItem#2a) Page 13 of 13
The team reviewed the September symptom report. No trends were identified. Action: The October report is due the first of November. iv)
Near Misses/Incident Reports (Quarterly-Nov)
Action: The next report is due in November. Deb to develop a spreadsheet. v)
Restraint Audits (Monthly – done the 3rd week, report the 4th week)
Action: To remain on the Agenda. 8.
Other Business
Confirmation of time, date and location of next meeting The next meeting will be held on Thursday, October 11th, 2012 at 9:30 a.m. in the Fairmount boardroom.
Adjournment The meeting adjourned at 12:30 p.m.
Fairmount Home Management Team October 4, 2012
Adoption of the minutes dated October 4, 2012
Page 17 of 23
AgendaItem#7aiv)
High Intensity Needs Changes
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AgendaItem#7aiv)
High Intensity Needs Changes
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AgendaItem#7aiv)
High Intensity Needs Changes
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AgendaItem#7aiv)
High Intensity Needs Changes
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AgendaItem#7aiv)
High Intensity Needs Changes
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AgendaItem#7aiv)
High Intensity Needs Changes
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