accreditation corporate services. introduction & welcome craig smith regional manager north

Accreditation

Corporate Services

Introduction & Welcome

Craig Smith

Regional Manager North

Overview

• Company limited by guarantee, not for profit, charitable, community based, non sectarian, non political• Voluntary board of directors• Committed to excellence in the provision of care and accommodation to elderly people for over 40 years• Expansion in care facilities and services - in response to invitation and identified need• Organisation strength = benefit to residents

Executive Leadership Team

OperationsRisk Performance &

ComplianceAsset Management

HR & Learning Development

Continence

Lifestyle

Infection Control

Medication

Education

OH&S

Hotel Services

In-Home Care

Care Centre

Wound

Operational Committees

Policy & Practice Reviews

• Board Governance Policies – reviewed 5 yearly or as required.• Operational Policies - reviewed every three (3) years, or as otherwise specified or determined, according to an established timetable and pre- determined process.• Notification of update – process in place notifying all staff of changes.• Available on intranet

Donna DarkManager – Internal Audit &

Risk

Regulatory Compliance

• IRT subscribes to ANSTAT, which is a subscription providing electronic

access to legislation relevant to aged care organisations.

• We also source other legislation relevant to our business and locate this under the ANSTAT page on the

intranet.

ANSTAT page

Compliance

There is also a page called “Compliance” under Work and Employee Resources which provides accreditation tools and information for care centres and in-home care.

This includes residential and community accreditation processes as well as Food Safety.

Continuous Improvement

Key points• CI is integral to all roles and

responsibilities• Our focus is on understanding and

exceeding customer expectations

• Maintaining regulatory compliance is the minimum acceptable standard

• Engagement of all stakeholders in identifying opportunities for

improvement.

Our CI System

Elements of the CI system:

1. Continuous Improvement (CI) tools and methods

2. Routine monitoring and maintenance

3. Analysis of qualitative and quantitative information

4. Identification of opportunities for improvement

Strategic Level: Balanced Scorecard

Strategic Plan

Lifestyle and Care

Management Systems Resident/

Client Care

Resident/

Client lifestyle

Physical Environment and Safe Systems

Peer Review

Moving on Audits and Clinical Indicators monthly and quarterly

Resident/Client survey , Staff survey

IRT conference

Senior Mgmt forum

Staff meetings

Committee meetings

Fireside chats

Policy review

Sick leave monitoring

EAP utilisation review

Performance appraisal review

Resident/Relative meetings

IRT site visits by Snr Mgmt

Budget review

Strategic Asset Management Plan

Comments/ Complaints mechanism

Risk registers

Quarter Strategic Plan update.

Medication Reviews external & internal reviews

Care plan review timeframe

Clinical Incident reviews and investigations

Medication Chart reviews

Case conference

Clinical competencies currency review

Resident Council consultation, resident/

Relative meetings

Welfare visit/assistance

Comments/ Complaints mechanism

Leisure and Lifestyle meetings with residents.

Activity program planning and consultation.

Evaluation of activity program.

Hazard ID and Analysis

OHS Environment inspections

WC Review

NSWFSA audit

Infection Control Audit

Catering Services QA Audit

NSWFSA Catering Audit

Cleaning Environment Rounds

Manual Handling assessment

HACCP recording daily, weekly menu consult, food comments book,

Incident/accident analysis

Tools and Methods - Summary

Strategic context

Capital budget and strategic

planning

Organisation-wide improvements

Service levelimprovements


When improvements are identified at a service level, they are initially recorded on a CI Log.

These Logs are discussed with staff and incorporated into the service’s CI plan, which is updated annually.

Risk

Management

Improvements identified at a service level if implemented may benefit others- when these are identified the CI Log is discussed at Senior Management Level and a decision may be made to implement further using project methodology.

Some improvements requiresignificant capital orresources-they may be thenmanaged by the servicesAnnual Operating Plan, witha cross reference to the CIPlan. Following prioritisationand risk analysis, they mayalso be referred to therelevant ELT member forinclusion in futurestrategic/budget planning.

All improvements are identifiedand assessed within the context ofthe Strategic Plan adopted for IRTto ensure fit with agreed directionand objectives.


IRT completes continuous improvement activities at a tactical level using project methodology. Current projects include:Records Management – Review and Upgrade of electronic document storage systemCustomer Service InitiativeCustomer Call centre projectRecently projects include:

Finance re-engineering projectRe-branding projectHR IT system upgrade

Consolidated Project Report

Continuous Improvement...

• In 2007-2008 we reviewed the eight year old CI system.

• Resulted in an updated CI Policy and structure and a program for

improving the system.• Now that the internal audit and

indicator program (Moving on Audits) is embedded in Lifestyle and Care, a

further review will occur in 2011 via the Risk and Compliance Committee.

Risk Management Program• Risk Management Program was introduced to IRT

in 2007.• IRT joined Risk Management Institute of

Australasia (RMIA) in April 2008.• Reporting mechanism to Executive and Board

commenced in September 2008.• From June 2010, all areas across IRT report

updates to their risk register on a quarterly basis.• The Risk Management Policy and risk assessment

form was reviewed in September 2010.• Risk management training for 2011 is focused on

management responsibilities.

Risk Registers

Risk Management Program

• Risk registers are reviewed when developing the Strategic and Tactical Risk Plans for IRT.

• All risks assessed as high and significant must be reported through to Senior Management immediately and status of tactical and strategic level risks are reported to the Executive and Board (Audit and Risk Committee) on a regular basis.

Risk Hierarchy & Reporting

STRATEGIC10*

All of IRT

TACTICAL30

Portfolio based

OPERATIONAL60

Local service/department

Annual Risk Plan(Strategic)

Annual Risk Plan(Tactical)

Local Risk Registers(Operational)

* IRT Central Register100+ risks updated as required

Reported at Board level

Reported atCEO/ELT level

Reported at SMT level

Craig SmithRegional Manager North

Comments and Complaints

• Encouragement of Feedback• A statement outlining IRT’s commitment to

inviting feedback, comments or complaints from Residents, Clients, Relatives, friends, Staff and other interested persons is clearly displayed in a public location.

• IRT documentation includes the name, address and telephone contact for the Aged Care Complaints Investigation Scheme.


• Suggestion Boxes• Comments are invited through the availability

of suggestion boxes for Residents, Relatives, others and Staff.

• A pamphlet entitled “Your Comments Please” is readily available for Residents/Clients, Relatives, Staff or others, to use.


• Surveys• Surveys are conducted of Residents / Clients /

Relatives / and/or significant others.

• These satisfaction surveys are forwarded to Residents / Clients / Relatives on an annual basis, with the opportunity for completion anonymously.


• Resident / Relative Meetings• Meetings are held on a regular basis.

• The meetings are minuted, minutes displayed and action taken on issues raised.


• Meal / Food Comments• A Comment Book to enable Residents, Staff

and visitors to comment on the meal of any one sitting is conveniently located in each dining area to enable comment if desired.

• The Food Comment Book is checked regularly and action taken as a result of any items raised and then to be noted in the book.


• Documentation• Documentation of communication to

Residents/Clients of progress and/or resolution of the comment, complaint or issue is evident. (e.g. Care Plan, Action Sheet, Minutes)

• The Comments and Complaints Register should be freely available at suitable locations (Nurses Stations) to enable verbal comments, complaints and suggestions to be documented.


• Elder Abuse Reporting• Reporting requirements detailed in policy &

practice (OP 1.05) include:– Awareness & recognition– Types of abuse– Internal & external reporting processes– Whistleblowers– Reportable offences flowchart & forms– Consolidated register

Peter CharkerManager – Learning & Development

Education & Staff Development

IRT is a Registered Training Organisation (RTO), originally attained in 1998 the RTO now complies with the Australian Quality Training Framework (AQTF)

Standards, 2010

AQTF 2010 Standards 1. The RTO provides quality training and assessment across all

it operations2. The RTO adheres to the principles of access and equity and

maximises outcomes for its clients3. Management systems are responsive to the needs of

clients, staff and stakeholders, and the environment in which the RTO operates

AQTF 2010 Quality Indicators • Employer satisfaction• Learner satisfaction• Competency completion rates


Learning Approach

• Competency Based Training and the AQTF 2010 standards underpin our approach to Learning and Development

• Competency based training provides knowledge, practice, understanding and assessment


Orientation Process - Central Induction

– The IRT Vision, Mission and Values– IRT policies and procedures– IRT organisation and structure– Employee services– Training and education– Standards of service required– Customer service– Elder abuse awareness


Site Orientation Form 41

• Certificate III in Aged Care • IRT entry level and trainee clinical staff undertake the

Certificate III in Aged Care. This provides an integrated approach to learning

– Qualification recognition for employees

– Knowledge Classroom based learning– Understanding Workbook review and completion– Application On job practice (supported) and

assessment – Validation Sign off by workplace specialists,

managers and qualified assessors


In service trainingDelivered on site in response to IRT Moving ON Audit schedule and specific site initiatives

Central trainingAn annual corporate calendar of clinical programs and professional development for staff

External trainingAccess to specialised training, education providers, industry networks, seminars and networks


Education & Staff DevelopmentTraining participation by category - January to December 2010

0

200

400

600

800

1000

1200

1400

Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10

Par

ticip

ants

People and Customers OHS Clinical

Record Keeping Records provide evidence of training undertaken to demonstrate IRT obligations to;

• provide training• report AQTF 2010 quality outcomes• promote a safe work environment• Support accreditation and work cover requirements compliance• Support collection of data to enhance performance improvement

Records include• Participant details• When and where training was undertaken• Competency progress/outcomes• Training activities• Manager sign off


Training Enrolments• Central and external training enrolments are reported to each

facility monthly


Training History: A site training history are available on request


• Coordination and Support Resources • IRT L&D specialists participate in aged care learning networks.

This ensures:– Resources are current– External Expertise is sourced where relevant – Learning resource content and delivery strategy reflect

best practices– Community Service & Health Industry Skills Council – Industry

Reference Group– ACS L&D Committee– Smith and Nephew support provision of Wound Care– Hartmann’s support our continence training


Summary• IRT’s recognition as a Registered Training Organisation provides

the framework for ongoing development of a quality training program that responds to the Aged Care industry and local training needs.

• Centralised training provides a consistent approach to key staff development programs

• On-the-job training provides service specific in-service programs relative to individual and site needs

• Training records are available on request for individual centres and individual staff


Leanne TaylorGeneral Manager – People & Culture

Planning & Leadership

• IRT policy is to demonstrate leadership in the care, services and accommodation of older people through clearly articulated:

• Mission –why we exist• Vision – supports the Mission and provides

a goal for all within IRT to strive towards

• Values – what’s important to us


Our mission

To create communities where seniors achieve their optimum quality of life

Our vision

To be the premier aged care and retirement living company in Australia

Our values

INTEGRITY we are open & honest

RESPECT we value each individual

TRUST we deliver on our promises


For our customers – the provider of choiceHolistic care: physical, emotional & environmentalCustomer choice: service flexibility & affordable optionsIndependence: each person is an individual

For our people – the place to beInspired leaders: visionary, accountable & talent managersDynamic culture: wellness, engagement & empowermentEmployer of choice: individual career development, leading benefit structure

For our company – built to lastAssurance: security of our companyBrand: strong reputation & imageBenevolence: ability to provide support to the disadvantaged


Our vision for 2015:

IRT – First Choice

10,000 lives

$10m benevolence

• Our Company Structure:


Community

General Committee

Board of Directors

Residents & Clients

Volunteers, Auxiliaries & Support Groups

Employees


Board of DirectorsCompany members who are elected in a voluntary capacity Board and its sub-committees involved in strategic planning and reviewing performance through scorecard reporting4 Sub-Committees of the Board:

Audit Risk and ComplianceStrategic InvestmentsRemunerationIRT Research Foundation

IRT’s Management:

• Executive Leadership Team (ELT)• Senior Management Team (SMT)• Local Leadership Team (LLT)• Operations Managers (OMs)



IRT Leadership Programs

• Emerging Leaders• Alumni• Mentor program• Leadership conference• 2 x Senior Management Forums

Leadership - internal:• Satisfaction Surveys – customer &

employee• Net Promotor Score – customer & employee• HRLD & other committees• Resident meetings• Staff meetings• Roadshows• Fireside Chats• Internal communications


Leadership – External• Aged care industry networking • Membership on peak body committees• Membership on community committees • Partnership arrangements eg MOUs


Neil LoganHealth / Wellness & Safety

Coordinator

Health / Wellness and Safety

Key responsibilities - Health/Wellness & Safety Team (Neil, Chi, Simone)

Develop & maintain OHS Management system (forms, policies, procedures etc)

Monitor performance and report to Board / ELT / SMT

Consult with employees / management in relation to changes to the OHS system

Provide advice and support in relation to safety / injury management

Coordinate workers compensation claims and rehabilitation programs

Maintain workers compensation files


Key Responsibilities - Managers / SupervisorsEnsure a safe place of workEnsure monthly OHS meetings are conductedEnsure regular inspections are carried outEnsure injuries and incidents are reported immediatelyMaintain and review a register of OHS risksAdequately supervise staffProvide instruction and training for staffManage risks

OHS info can be found –Intranet / Work & Employee Resources / Occupational Health & Safety


Committee StructureLocal levels meet monthly

Review incidents, inspections, hazard reports

Regional (North & South) meet twice per yearReview types of injuries / incidents and hazards

Combined meet twice per yearReview statistical trends and policy & procedures


Wellness ProgramConnect Newsletter

Pre-employment medicals for all new staff

IRT employee Christmas Hamper

Employee Assistance Program

Fresh Fruit Program


Auditors look for evidenceNoticeboards

Latest Minutes

Safety Alerts

WorkCover poster

Injury Management poster

List of emergency personnel (wardens, first aiders, OHS Reps)

EAP brochure

General OHS info (ergonomics / manual handling)


Auditors look for evidenceIncident reports

Risk Register / Hazard Log

Training records

Inspection reports

Corrective actions (including emails, memos, purchase orders etc)

Maintenance records


HOUSEKEEPING!!!Clean / Dry Floors (or wet floor signs)

Employees observe safety signs (eg wet floor)

Items stored neatly and safely

First impressions last!

Waste properly contained

Employees wearing appropriate PPE

Documentation (accessible & secure)

Occupational Health & Safety

IRT has a number of policies & practices specifically related to OH&S including:

PC 2.30 OH&S – Corporate

PC 2.31 OH&S – Sharps

PC 2.32 OH&S – Electrical Equipment

PC 2.33 OH&S – Accident/Incident Reporting

PC 2.34 OH&S – Wet Floors

PC 2.35 OH&S – Danger Do Not Use Tags

PC 2.36 OH&S – Chemical Handling

PC 2.37 OH&S – Manual Handling

PC 2.38 OH&S – Material Safety Data Sheets

PC 2.39 OH&S – Personal Protective Equipment

PC 2.40 OH&S – Workplace Inspections

PC 2.41 OH&S – Working of Roofs Height Safety

• Response to Legislative Change• Workplace inspections carried out on

site• Site OH&S Representatives• OH&S Risk Management Systems e.g.

Hazard logs in place, analysed and actioned

• Service managers trained rehabilitation coordinators


O ccupational Health & Safety Comm ittee Structure

S ite W o rkp la ce In sp e c tio n Te a m s

S e rv ice R e p rese n ta tives

O H & S C om m itte e S o u th

S ite W o rkp la ce In sp e c tio n Te a m s

S e rv ice R e p rese n ta tives

O H & S C o m m itte e N o rth

IR T O H & S C om m ittee

H u m a n R e sou rces & L e a rn in g a n d D eve lop m en t C o m m ittee


• Organisation provides a staff and family EAP (Employee Assistance Program)

• Equipment is assessed and tested prior to purchase

• Assessments are undertaken on new equipment and tasks prior to purchase

• Preventive maintenance program• Manual handling training• Manual handling audits• Workplace Inspections are conducted

regularly


• Staff induction includes Manual Handling training, OH&S overview, Fire & Emergency Procedures

• Periodic in-service education• MSDS and Chemical registers kept on site

– Relevant MSDS placed at strategic points within facilities

• Contractors Handbook


Mark WhalanManager – Facilities Management

External Services

• IRT provides a comprehensive maintenance service

• An afternoon shift / weekend shift is employed at Wollongong sites

• An after hours emergency service is available at all services

• A call centre service is used for after hours (Illawarra / Sydney and ACT)

• Other areas – site specific arrangements

External Services• IRT employs its own qualified

gardeners• In house staff are complemented

with external contractors. They include but are not limited to:– Lawn Mowing / Window Cleaning– Mixing Valves / Nurse Call– Fire Systems

External Services

• Contractors providing regular services on site are required to provide a safe work method statement and insurance details on an annual basis

• Contractors are to supply documentation of criminal history checks of staff when requested.

• An eight year external painting program is in place

Resident / StaffMaintenance

Request

Request documented in maintenance slip or letter

Request forwarded to

on site maintenance

Can this request be handled by on site staff

?

YES

Is an External

Contractor Required ?

NO

Work carried out and

completed by staff

NO

Request is forwarded to Maintenance

Office

YES

Purchase or Release Order is filled in

Is the request

within your purchasing

authority

YES

Completed work is signed of as completed

on work order or slip

Word carried out and

completed by contractor

Is an External Contractor Required ?

NO

Work carried out and completed by staff

YES

Is the request within your purchasing

authority levels ?

YES

Purchase or Release Order

is filled in

Work carried out and

completed by contractor

NO

Forward to appropriate Manager for

approval

Maintenance Request Procedures

External Services

• Allows on site staff to approve requests and in doing so reduces the waiting time in responding to and carrying out maintenance requests

External Services

External Services

• IRT has in place a comprehensive preventive maintenance program– Recorded centrally – implemented

locally– Quarterly preventative maintenance

program– IRT tags and tests electrical equipment

as per Work Cover requirements– Inspect beds, trolleys and chairs

External Services

• IRT has a capital budget process – undertaken annually with ongoing review

• The process is now based on a “Facilities Management” concept

• IRT look to retain certification and has processes to ensure continuous improvement through:– Preventive maintenance– Capital budgets– SAM plans– Internal audits

• Residents, staff and management have opportunity to provide suggestions

Security• Surveillance

• IRT monitors selected locations with CCTV systems. Images captured are stored either on hard drive or video tapes (depending on system).

• Security cameras operate 24 hours per day and appropriate signage is displayed.

• Contract security patrols with emergency call out to facilities.

• Security reviews regularly undertaken.• Security upgrades incorporated into Capital

Budget process involving input from stakeholders.

Security

• Reporting• Security patrol contractors provide

written monthly reports where required.• Where installed, security systems are

tested and maintained by external contractors or through the preventative maintenance program.

• Maintenance• Where personal security devices are

available, staff check the working order of such devices on a regular basis.

• If found to be faulty, devices are replaced immediately.

Security

Fire & Other Emergencies• Instructions

• Clearly labelled floor plans, indicating the position of all fire fighting equipment and emergency exits are displayed in a prominent position.

• Residents who may not recognise alarms or emergency situations are identified, via a resident listing, for prioritised assistance in the event of the evacuation being undertaken.

• Emergency Procedure Manuals, Flip Charts and COSOPS are located at designated points, at each Service/site, which include evacuation / floor plans.

• Fire Officers• Each residential care service manager is

required to ensure the ongoing provision of Fire Officer Level 1 training to selected staff members.

Fire & Other Emergencies

• Education & Staff Development• Compulsory education as it relates to fire and

evacuation, is conducted in accordance with a documented education program, which is regularly reviewed.

• Training reflects the requirements of the Emergency Procedures Manual for the facility.

• Education is provided by the site Senior Fire Officer / Fire Officer and an accredited Fire Trainer.


• Education & Staff Development…cont• The following training is compulsory:

• At all Residential Care Facilities– Staff must attend one (1) Annual Fire Training

Session held twice per year at each site.– Each session includes:

– Theoretical– Practical use of fire fighting equipment– Evacuation exercises


Stuart EdneyManager – ICT & Projects

Information Systems• IRT manages its information systems

centrally:– Centrally managed Citrix deployed network,– Centrally managed data backup.– A virtualised server farm infrastructure.– Secure IP based wide area network (WAN) solution,

• Record keeping systems include:– Central records– Resident/Client records– Registered Training Organisation (RTO) records– Employee records

Information Systems

• IT (Information Technology) systems include– Accounting & administrative systems (EPICOR)– HR systems (Preceda & RosterLive)– Databases (clinical indicators, Sales, Rostering),– Microsoft Office productivity suite (word, excel

etc).– Microsoft Outlook email,– Blackberry mobile PDA’s.

Information Systems• Security

– All IRT computers run antivirus software.– All Internet access is monitored and

screened.– All emails are scanned for viruses and

inappropriate content.– All file access (open, copy, delete, rename)

is monitored.

Information Systems• Security

– All access to network is via secure login and password.

(users are strongly encouraged to not disclose password codes to fellow employees.)

– Access to shared folders and network drives varies depending on work requirements.

– Extensive use of thin-client (dumb) terminals on-site improves data security.

Information SystemsInformation Backup• All data is backed up nightly to tape.• Daily, Weekly, once-Monthly tapes are stored.• Weekly off-site tape storage (rotating tapes).• All servers run “imaging” software. Allows live

recovery of files(s) and applications.

Disaster Recovery• Monthly server images stored off-site. Allow re-

building on spare servers in event of disaster.

Information SystemsSustainabilityIRT utilises a virtualised server back-end

infrastructure.• Reduced power consumption,• Reduced air-conditioning requirements,• Significantly reduced space requirements,• Centralised storage,• Rapid deployment of new servers.

Information Systems• Current projects being undertaken that

involve IT include:– In Home Care Project: introduction of electronic

rostering, client management, and point-of-care solution to the In Home Care business unit.

– Document Scanning: introduction of document scanners at IRT sites for electronic transfer of paper documents, to improve work flows and reduce lost documentation.

– Customer Relations Management (CRM) : Review and recommendation of replacement Sales customer database with business grade CRM solution.

– Video Conferencing: to develop usable and functional video conferencing facilities across sites.

Terry LackenbyManager – Procurement

Inventory & Equipment• Centralised purchasing function with flexibility for

sites to order direct from supplier• The raising of a requisition and/or subsequent

purchase order• The establishment of a service agreement for

long term or ongoing service provision. This may be satisfied through an exchange of correspondence. Copies of contracts are held by Area managers and original documents held by Central Records.

• All purchasing requisitions / releases are approved within delegated authority levels.

• Authority levels are regularly reviewed.

Inventory & EquipmentCopies of contracts, period orders and purchase orders are available on the intranet.

• Formal Procurement & Procedures Manual for the whole of the organisation which includes procedures for disposal of assets – located on IRT Intranet and reviewed every 3 years.

• Formal Capital Budget process allowing input from all stakeholders

• Contract specifications prepared and reviewed with input from stakeholders

• Asset Register in place and audited annually

Inventory & Equipment

• Contract non performance recorded and actioned either immediately if urgent or at contract review

• In-service training provided annually to services

• Invoice processing procedure including price verification, goods receipt and authorisation

• Trials of new equipment and products arranged

• Risk assessments carried out on new equipment


• Register of contractors’ insurance policies maintained

• Contractor staff who are reasonably likely to have unsupervised access to Clients, must provide a current Federal Criminal History Check. A database of contractor’s employees is maintained.

• Contractor’s Handbook incorporating a Code of Conduct outlining protocols for contractors whilst on site

• Peer review audits of facilities conducted regularly


Gail O’ConnorSales Manager – Sales & Customer

Service

Resident Security of Tenure

• IRT Policy 3.10.000 covers our Security of Tenure responsibilities

• Accommodation & Customer Services is the first point of contact for all intending residents

• Assist new residents from enquiry to admission

• Specialist staff located at the service or visit as required

• Liaise with service as required


• On initial enquiry a RCF high or low care information package is provided and fully explained. The package includes:– An IRT RCF brochure plus specific service information– Contact information for Accommodation & Customer Services– Application form – Information on waiting list– Price list if accommodation bond or accommodation charge is

applicable– Explanation of how fees are calculated and the payment methods– Any other specific information as requested– Schedule of services for high & low care– Schedule of fixtures and fittings– General Responsibilities of Occupancy– IRT privacy brochure– Newsletter– Accommodation & financial arrangements information– Prudential Arrangements


• A site visit to view the available accommodation is undertaken (where possible)

• Once accommodation is being considered, a copy of the residence agreement is provided.


• Residence Agreements and Annexures include:– Schedule of fixtures and fittings– Schedule of services– General responsibilities of occupancy– Charter of resident’s rights and responsibilities– Price list (if applicable)– Method of calculation of ongoing fees– Prudential arrangements (if applicable)– Dispute resolution


• IRT have Residence Agreements for:– High care– Low care– Respite care– Transfer from low to high care– Transfer from low to low care– Transfer from high to high care


• Accommodation Services staff visit new low care residents to ensure settling in

• Welfare personnel advised of new residents


Richard WalshManager – Employee Services

Employee ServicesRecruitment and Selection• Position Descriptions are available for each classification

detailing duties, functions and responsibilities. • Common Law Contract position descriptions reviewed in late

2010.

• Recruitment and Selection policies, procedures and forms surrounding advertising and engagement have been reviewed and are available on the IRT intranet.

• New employees undertake an orientation program at the site and a central induction at organisational level (Corporate/Sarah Claydon/Kangara Waters).

• All staff are involved in performance review, planning and development sessions on at least an annual basis. Goals are aligned to the relevant annual operating and strategic plan.

Employee ServicesComplianace & Legislation• Elder Abuse

• 2010 training not compulsory however part of central induction for new employees

• 2011 training will be compulsory, conducted by CNEs (central induction training will continue)

• Privacy and Confidentiality• Confidentiality Agreement signed by all employees

• Employment Checks• Police checks undertaken for all new employees. • Existing staff reviewed every three years.• Pre employment medical checks• Referee checks

Employee Services

Complianace & Legislation Cont….• OHS

• Workplace safety, consultation, workers compensation and injury management.

• EEO• Ensure policies, procedures and practices ensure

compliance• Education and training to ensure the workplace is free

from all forms of unlawful discrimination and harassment.

• Payroll• Ensure all taxation and superannuation requirements

are adhered to.

Employee Services

Human Resources & Learning and Development Committee:• Purpose is to review People and Culture

issues (recruitment and selection, industrial relations, employment matters, Human Resource Information Systems, salary packaging, EAP, statistics etc)

• Legislative, policy, procedure and form updates/changes

• Training, development and education• Health, Safety and Wellness

Employee Services

Policies• A substantial range of policies and procedures

come under the umbrella of People and Culture to ensure:

– All employees have available to them information and guidelines covering all aspects of employee services.

– Conditions of employment align to the relevant industrial instruments and legislation e.g. Fair Work Act and National Employee Standards.

– The behaviours of all employees while undertaking their duties align to IRT’s Vision, Mission and Values.

Employee Services

• Human Resources Information System (HRIS)• The Preceda software generates the fortnightly payroll

for IRT, supported by RosterLive (time and attendance).• Assists EPAC in processing employee Salary Packaging

arrangements.• Employee Self Service allows employees to access

employee related information via a Kiosk on site or the internet.

• Preceda reports data to all levels including the Board on issues such as OHS, turnover, leave entitlements, demographics etc

• Manager Self Service is the next module to be implemented.

Employee Services

•Communication

•Strategic Direction Presentations•Fire Side Chats - all

facilities/services•Learning and Development

opportunities

Malcolm HurdingGeneral Manager - Catering

Catering

• IRT Catering Services Centre provides main meal content meeting the requirements of a Hazard Analysis Critical Control Point (HACCP) system for each process.

• Each facility must adhere to the cook chill guidelines for each process of the catering service.

• Audited annually by NCS International and we have an A grade pass with NSW Food Authority.

Catering

• A four (4) week rotating menu is utilised to provide a range of meals that allows choice. Menus are changed for summer and winter with new recipes introduced into each menu.

• Menus are provided for individual’s special requirements or where requested by villages to signify special festive or cultural days.

• Resident input into menu planning is encouraged and opportunity is provided for individual comments or group input.

• Prepared meals from the Catering Services Centre are delivered, ensuring that all IRT food safety and quality controls are adhered to and documented. Meals are received and stored on sites in accordance with cook-chill guidelines.

• Meals are regenerated as per cook-chill and food safety guidelines for serving to residents.

Catering

Catering• Menus and standard recipes are reviewed in

consultation with dieticians to ensure both high quality nutritious food and the meals are identified to be suitable for specific special diets required by the residents.

• Residents are encouraged to visit Catering Centre.

• Management from Catering conduct service visits regularly.

• Hotel Services Committee meetings held at the Catering Services Centre.

Thank You

Questions?

A copy of this presentation is available to view at any time on the intranet

Go to: Sites & Departments Operations

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