Body: Council Type: Document Meeting: Regular Date: December 20, 2012 Collection: Documents Municipality: Frontenac County
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Fairmount Home Meeting Minutes Management Team Date: Time: Location:
December 20, 2012 9:30 AM. Fairmount Boardroom
Present:
Julie Shilington Rosemarie Christian Jones Mary Lake Deb Crawford Gail Williams
Welcome and Introductions Julie welcomed the team to the meeting.
Adoption of Minutes of the Previous Meeting The minutes from meeting dated December 13, 2012 were reviewed at this meeting. Page 9, 7.a)vii) Remove “Staff are tracking when bags are missing from garbage cans.”
Additions to Agenda under Other Business
Delegations
Communications
Business Arising out of Minutes
a)
Dietary Workflow (LTS Consulting) Julie has reviewed the documents from LTS Consulting and will prepare a presentation to staff. Action: To remain on the Agenda.
b)
“We Love Your Opinion” Book Action: To remain on the Agenda.
c)
Finger Food Policy (third draft)
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The team agreed the policy looks good. Action: Julie will sign the policy and give to Deb for distribution. d)
Evacuation Chair Instruction Sheet/Numbered Labels Action: Mary to affix numbers and instructions.
e)
Scent Awareness Policy Julie sent an email to County EA to inquire the status of this policy. Action: To remain on the Agenda.
f)
Locking Doors for 1North Care Carts/Care Cart Curtain Repairs/Replacement Action: Tom to contact supplier and then determine which carts will be used on 1North and require locking doors. Gail will check cart curtains.
g)
Well Project The PTTW is now on file. Two bids were received for quote to pipe water into the building. References are being checked. Action: To remain on the Agenda.
h)
Fire Drill Scenarios Action: Fire Drill Scenarios will be discussed at the next RN meeting.
i)
Snoozelen Policy Gail has scheduled a meeting with programming staff to discuss the draft policy. Action: To remain on the Agenda.
j)
Fire Plan Updates New fire pulls to be added as well as the fire plan fire shutdown form. Action: Deb to place the fan shutdown form in the DRAFT folder. Tom to finalize the new fire pull drawings.
k)
Emergency Callback Exercise Action: Mary to attempt to schedule prior to year-end.
l)
Door/Door Frame Protection for Med Rooms
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Action: To remain on the Agenda. m)
External Partners re Evacuation due to Emergency The reply letter has been received from the Storrington Lions hall indicating they are willing to be an evacuation site. Deb received a call from Brenda Conway, Manager of the Emergency Management Crisis Centre for the hospitals. She advised that HDH can no longer accommodate us as it is an outpatient center only. After ten o’clock p.m. there aren’t any staff in the building. As well they no longer offer beds, food service, etc. Action: Julie will take this item to the next County Senior Management meeting for further discussion.
n)
1North Humidity RFP Action: Tom to speak with E.S. Fox to see if they do air balancing.
o)
Ethics Policy (NP to review) The NP provided suggestions to Julie and Julie updated the ethics plan. Action: Julie to sign the policy and give to Deb for distribution.
p)
Garbage Receptacle Lids (Pathways) Action: Tom to research suppliers.
q)
Bomb Threat Exercise Action: Julie will contact the police department to ask if someone could come in to go through this exercise with us.
r)
Missing Resident Exercise Julie reviewed the draft checklist. Mary will stay with RN and walk her through the steps during the exercise. Gail will provide education to staff on the affected unit. The team discussed the checklist to ensure all points are addressed. Must ensure RNs/Management team talk with staff to relay all pertinent points. Action: To remain on the Agenda.
s)
Resident Wall Unit Repairs Action: Tom to find a contractor to build the extra set of doors.
t)
Clinical Chart Policy Update re Sections
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Mary and Gail dialogued with all parties concerned. They have decided to change the laundry label to read laundry/electrical to include the electrical check lists. A diabetic section has also been added. Action: Mary will update the chart policy and Julie will update the electrical inspection policy. Tom to communicate to maintenance staff that the electrical checklists will now be filed on the resident charts. u)
Location of Evacuation Lists Action: The team and OHN will conduct a walkabout to determine where the evacuation lists should be posted.
v)
MSDS Binder Updates Julie clarified we would not be going with electronic MSDS binders. Action: Tom to update the MSDS binders.
w)
Scabies Checklists/Policy Draft Julie has revised the checklist. The NP is working on the draft policy Action: Julie will forward the revised checklist to Deb for distribution with the next agenda. Team members to bring feedback to the next meeting.
x)
2North Chart Room Set-Up for Documentation Assistants Rosemarie indicated she saw a brown counter down in the zero level. As the 1South counter has been installed this new counter must be for 2North chart room. Action: To remain on the Agenda.
y)
Removal of Black Marks on Resident Room Floors Action: Rosemarie will check with a contact from Good Year to inquire about a cleaning product.
z)
Storage Unit Action: Julie to follow-up with EMS.
aa)
Phone/Power Outage Communication Action: Julie to put on next County senior management agenda.
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ab)
Lift/Repositioning Policies Mary has scheduled a focus group meeting for January. Action: Julie to follow-up with OHN regarding sample generica lift policies.
ac)
New Performance Appraisal Format Action: This item is on the next County Senior Management meeting agenda.
ad)
Role of Maintenance Staff in Fire Plan Julie has added “maintenance staff to bring panel keys” when reporting to a fire.
ae)
Staff List of Fire Drill Attendance Mary reviewed the listing and discovered that only seven staff members are outstanding. Only two of the seven do not work the rest of the year. Mary will catch three herself and go over the fire plan with them. The RN will catch the other two. This item can now be removed from the Agenda.
af)
Clean Linen Cart Cover Action: Tom to advise Laundry staff that the cover must remain on the cart at all times when it is in the hallway.
ag)
Accreditation Report (due January 10, 2013) Action: Julie will complete the report today.
ah)
Pole/Entrapment Policy This policy is now complete.
ai)
BSO Meeting in January A meeting is scheduled for January. This item can be removed from the Agenda.
aj)
Cleaning of 1st and 2nd Floor Servery Sinks Action: Rosemarie will check to see if this item has been added to the PM schedule.
ak)
Annual Cleaning and Sanitizing of Cambro Ice Unit and Ice Machines (PM
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schedule) Rosemarie advised the cleaning is done. Some parts had to be removed and flushed. Action: Rosemarie will check to see if this item was added to the PM schedule. al)
Chair Count for Resident/Family Christmas Dinner Action: Tom to ensure there are enough chairs for the dinner.
am)
Auditorium Roof Repairs The repairs have been completed.
an)
Staff Body Mechanics when Doing Dishes Action: OHN to assess.
ao)
2North Tub Room - Remove Hard Water Scale Action: Tom to address.
ap)
2South Refrigerator Interior Cleaning Action: Tom to ensure the interior refrigerator cleaning is scheduled.
aq)
Management Inspection Schedule for 2013 Action: Deb to update the 2013 management inspection schedule. She will also provide Rosemarie and Gail a copy of the new inspection form.
ar)
Fire Pull Cover (2North - End of North Hallway) Action: Tom to source a supplier for fire pull covers.
as)
Dirty Linen Pick-Up by Laundry Staff Gail and Tom met with Nursing and Laundry staff to discuss pick-up of dirty linen.
at)
Breakfast Purees This item is resolved and can be removed from the Agenda.
au)
File Storage
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The files have been moved to the Records room. av)
Staff Survey Mary emailed the Accreditation representative asking for access to the worklife pulse survey so we can print it off. Action: The survey will be sent to staff in January.
aw)
Swipe Verification Form Action: Julie will update the form which will require going through the County’s policy on policies.
New Business a)
Resident Care – Compliance, Accreditation, Classification i)
Compliance
ii)
Accreditation
iii)
Residents’ Council Update
iv)
11-7 Duties for PSW
Discussion was held regarding how do PSWs know if weights are in the computer or not. Gail advised there is a filing folder amd she will clarify what is placed in this file. Action: Mary will clarify with PSWs regarding adding weights to the duty list. v)
Palliative Care Meeting
Gail reported that the team has broached the idea of using a butterfly symbol to place on resident doors when the resident is approaching/is palliative. This would alert staff and visitors that the resident’s situation has changed. The team will bring the butterfly pictures forward to management team. Action: To remain on the Agenda. vi)
Incontinent Supplies Order
Gail has been working to get the incontinence budget in line. She has suggesed we identify some products used by residents so they can be labeled. Gail will ask staff to do a list. Gail will then set-up the labeling.
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Action: Gail will communicate to staff that booster contour product will not be ordered as of January 1st. vii)
LTC Protocols re Antibiotic Stewardship
Mary advised there are LTC protocols for antibiotic stewardship. Action: Mary will take the protocols to the March PAC meeting. viii)
Bed Alarms
Gail reported that the bed pads are wearing out. We have some monitors withbut pads. The RN is to assess and decide which resident is most in need. Action: Gail will follow-up with supplier and ask if he can deliver three beds pads by year-end. ix)
Pilot Study re Volunteer Adding Life in Dementia -VALID
Mary and NP met with the above group. Five homes, including Fairmount, will be participating in the study - 3 homes will be selected as intervention groups. . x)
Just Clean Your Hands
Mary has set a meeting to meet with the coach for the Just Clean Your Hands program. xi)
LTC Quarterly Meeting
Julie and the NP attended the LTC quarterly meeting on Monday. Discussion was held on the changes implemented in Homes regarding high intensity needs as well as the NP programs in the area. xii)
Outbreak Update
We currently have three residents on precauthions as well as three staff members. xiii)
Resident Bathing
Staff are having difficulty bathing a particular resident. The family insist that the resident be bathed so staff are doing their best. Gail and NP discussed the difficulties with the daughter. Psychogeriatrics have been brought into the discussion and dialogue is ongoing. xiv)
Wound Care
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NP has noticed a decline in the wound care knowledge since she has returned to the Home. Further education will be provided to registered staff. Gail will watch for education sessions locally. xv)
2North Digital Pen
A digital pen was not working. Pharmacy is sending us another one. xvi)
Restorative Care - Stroke Strategy
Gail inquired if we should send the current restorative care nurse for stroke strategy training. Julie agreed we should. Gail also reported that Sarah Emery, Centric, advised she will be providing a practical education piece on January 18th - 8 to 4 at Motion Specialties and invited our restorative care nurse to participate. xvii)
2South Nursing Audit
Some personal products were found unlabelled and were discarded. The nail clipper solution date was one day over. A verbal audit of proper hand hygiene was conducted by asking questions of staff and staff were quite knowledgable. Two of three poles checked were found to be compliant. Gail completed a work order to have the one pole rectified. b)
Support Services i)
Deep Cleaning
Extra staff were scheduled to deep clean and during their cleaning they also completed an audit. They identified a few items that required attention. Both floor were similar as to cleanliness. The cook completed a food safety audit as well. Rosemarie noticed the numbers were down over the last quarter due to lack of documentation - and the cook agreeded documentation was an issue. ii)
Christmas Day Dinner
The resident Christmas Day menu is set. Rosemarie will send a reminder email to staff advising meals are not to be provided to family members on the 25th. iii)
Hot Water Dispenser
The hot water dispenser on 2nd floor had the motherboard replaced. The 1st floor dispenser required a new thermometer. Anything Electric will come in to look at the Cafe coffeemaker. iv)
1South Residents re Dining
A 1South resident is concerned about food wastage and he noticed that we have changed bread suppliers. The new bread is more dense and the toast is Fairmount Home Management Team December 20, 2012
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drier. Rosemarie will chat with this resident’s table mates. Another resident at the same table indicates the food is awful. Her son is trying to get specifics from her in order to rectify if possible. This lady does receive a menu. Rosemarie suggested she may set-up a resident tour of the main kitchen so residents can see how the food is prepared. Shredded lettuce will be ordered in future and was found to be more economical than the regular lettuce and less work to prepare. v)
Sysco
Rosemarie advised that Sysco has been sending food unavailability alerts and that the substitute food is higher in cost. c)
Treasury i)
d)
Julie has received the November finanicials and advised they look good. Mary to order pandemic supplies by year-end.
Administration i)
Concerns
Food Trays - a staff member came forward to advise there aren’t enough trays and covers during outbreaks - seventeen residents required tray service. She indicated the servery toaster is too slow - could we move the industrial one out to front? Dietary aide would not prepare trays until all dining room residents were served. Julie reiterated this is our policy, however, further discussion will be held on this topic. ii)
Risk ID’s
iii)
Work Plan
iv)
Blue Van Replacement
The treasurer inquired if the Home was planning to replace the bllue van when it wears out. The team agreed that it would not be feasible for the Home to purchase a new handicap van. v)
TV in 1South Activity Room
A 1South resident family member has offered to purchase a flatscreen TV for the activity room as she noticed the lounge was very crowded. The team discussed and it was noted the lounge was full because of the outbreak - not a usual occurrence. As residents and families use the activity room for meals it is not feasible to place a TV there. Action: Julie will communicate the decision to the family member. vi)
Nursing Supplies for Residents
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Julie advised that she has been approached to participate in some data analysis regarding the cost of nursing supplies in LTC. The analysis would focus on diagnosis and the types of supplies that could be anticipated to be required. Finance has agreed to participate. Action: Julie to reply to him via email to advise we accept his offer. e)
Human Resources i)
Staffing
Two PSWs were interviewed last week - Gail is checking references. She did note that staff references are available for both interviewees. An RN interview is set for January. Mary is checking for other RN applications as we have several PT positions available. The scheduler is working on coverage over the holidays - she is down to one shift to cover. f)
Health & Safety All drills have been set. 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)
j)
Quality Improvements/Audits i)
Hazard Analysis Report (Quarterly-Feb)
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ii)
Complaint Documentation Report (Quarterly-March)
iii)
Symptoms Report (Monthly-Dec. due in Jan.)
iv)
Near Misses/Incident Reports (Quarterly-Feb)
v)
Restraint Audits (Monthly – done the 3rd week, report the 4th week)
Other Business
Confirmation of time, date and location of next meeting The next meeting will be held on Thursday, January 3, 2013 at 9:30 a.m. in the boardroom.
Adjournment The meeting adjourned at 11:35 a.m.
Fairmount Home Management Team December 20, 2012
