guide community survey

8/8/2019 Guide Community Survey

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ICAA/ProMatura WellnessBenchmarks

V1.2010

GettingStarted TheCommunitySurvey


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3 How

the

term

wellness

is

used4 Howtobenchmark

Individualreports,nationalbenchmarks,bestpractices

8 Thebenchmarkssurveys

9 Thebenchmarkswebsite

Benchmarkshomepage,Communityhomepage

12 Createmultipleaccounts

17 Communitysurvey

Whatyou

need,

good

data

21 Completingthesurvey,steps18

32 Maintainingthesystem

www.icaa.cc www.promatura.com 2010InternationalCouncilonActiveAging 2

Wellness Benchmarks

Index

Gettingstarted

Communitysurvey


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Wellness Fitness

Residentlife Therapy

Activities Recreation

Regardlessofthedepartmentyouworkin,

wellnessisthetermwellusetorefertothe

program/classes/groupsyouoffertoresidents

withinthedimensionsofwellness.


Wellness Benchmarks

Howthetermwellnessisused

Thesameholdstrueforjobtitles.Insome

communities,thewellnessVP,directoror

coordinatorsupportsaunitthatmayinclude

fitness,activities,transportationandother

areas.

In

some

communities,

these

are

separate.Thinkintermsoftheworkstaff

membersdoratherthantheirtitles.

ThetermActivitiesisalsogeneric.Inthe

system,awellnessactivitycouldbeafitness

class,theater

group

or

cooking

demonstration.

Thebenchmarks

use

the

generic

termwellnessbecause

retirementcommunitieshave

manydifferentnamesfortheir

programs.Forexample,your

communityswellnessactivities

mightbein:

Ifyour

community

uses

wellness

tomeanonlyfitness,thinkabout

whattheActivitiesorResidentLife

departmentsoffer.Forthe

benchmarks,theseareincluded

underthewellnessumbrella.


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Forthebenchmarks,youwillgatherinformation

fromyourprogramrecords,fromother

departmentsandfromresidents.

Thereare

instructions

to

help

you

do

this.

It

is

importantthateveryoneenterthesamedatain

thesamewayfortheresultstobeaccurate.

YouwillinputthedataintotheICAA/ProMatura

database. Thissiteistotallysecure;anythingyou

inputis

strictly

confidential.


Wellness Benchmarks

Howto

Benchmark

Wellness

records

Residentinput

Businessrecords

Aggregated

Communityi.d. IndividualreportsNational

benchmarks

Bestpractices

Communitiesinputdata

ICAA/ProMatura

wellnessdatabase

Youwillbeabletoprintoutanindividual

reportoftheinformationthatyouinput.You

cando

this

at

no

extra

chargethanks

for

gatheringalltheinformationandinputtingit!

Theinputwillbeaggregatedwiththatofother

communitiesforareportontheindustry.You

willseewhatothersaredoing,andhowyour

organizationcompareswithothers.


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Wellness Benchmarks

Individual Dashboardofkeybusinessindicators

reports

Qualityimprovement

tool

Trackprogramovertime

Setwellnessgoals,measureresults

Relate

program

to

residents

satisfaction

Relateparticipationtoindependence

Relateresidentparticipationtolengthofstay



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Wellness Benchmarks

CreatessetofindustryaveragesNational Industry

data

to

drive

investment

and

resources

Competitiveanalysisonnationalscale

benchmarks

Guidesdecisionsforfacilitiesandprograms

Supportingfacts

for

funders,

bankers,

investors

Solidifiestheactiveagingindustryasanentity

Settargetgoalsforindividualcommunities

ent es

estpract ces



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Showresultsofthemosteffectiveprograms

Sourceofideas,methods,solutions

Identifyareasforimprovement

Tooltosetgoalsforwellness

Toptier

companies

have

marketing

advantage

Toptiercompaniesinfluencefundersandbanks

Reportcardoforganizationsmissionfulfillment

Showwhat

is

possible

Wellness Benchmarks

Bestpractices



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Wellness Benchmarks

TheBenchmarksSurveysWhen What Why

Onceayear Communitysurvey

Generalinformationaboutyour

community,thenumberof

residentsandwellnessactivities

thatareavailable.

This profileof the

size

of

the

community,

the

scope

of

programming,staffing,residentsparticipationandotherkey

indicatorsgivesthebigpictureoftheprogram,whichyoucan

trackovertime.Usethisinformationwhenevaluatingthe

programssuccessinmeetinggoals,forcompetitiveanalysisand

budgeting. This surveyiskeyforthenationalbenchmarks,

enablingdatatobesortedtocomparelikecommunities.

OnceayearResidentsatisfaction

survey

Asimple2pageformtogiveto

allthewellnessprogram

participants.

Residentswillreportontheirsatisfactionwiththeprogram,their

perceptionoftheirhealth,andhowlongtheyvebeenatthe

communityandinvolvedintheprogram.Inthelongterm,these

datawillenableyoutoseeifparticipationinwellnesshelps

residentsfeelhealthier,longer,andifthequalityorscopeofthe

programrelatestoresidentsatisfactionwiththecommunity.

OngoingResident

participationlog

Hereiswheretheactual

participationofresidentswillbe

tracked.

Thisimportanttrackingisthekeytodeterminingifwellness

impactsindependence,overallhealthandlengthofstay.Itmay

answerquestionslike,howmuchactivityisneededtostay

independent,longer?


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Wellness Benchmarks

TheBenchmarksWebsiteOnceyoucreateausernameandpasswordforthebenchmarkingsystem,youcanloginandjumptoyourownhomepage.Fromthere,usethemenutoeasilyfindthesectionsofthebenchmarkingsurvey.

http://icaa.promatura.net/wellness

ParticipantsCommunitysurvey ActivitiesHomepage

Residentsatisfaction Resident


survey


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BenchmarkshomepageOnceyouhaveenrolledinthesystem

andchosenaloginIDandapassword,

youwillenterthesystemthroughthe

boxon

the

right.

Thisisalsowherestaffmembersand

residentswhoareauthorizedtoenter

the

system

will

log

in.

Youwilljumptoyourcommunitys

homepage.


Wellness Benchmarks

Loginhere


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CommunityhomepageThisisthepagetheAdministratorwill

seeeachtimethatpersonlogsin.It

allowsyoutoaccessallsectionsofthe

benchmarkingsystem.

TheToolkitisavailableonthispageso

youcandownloadthesupporttoolsat

anytime.


Wellness Benchmarks


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CreatemultipleaccountsTheAdministratorcancreate3staff

accountsthatareauthorizedtoupdate

theParticipants

and

Activities

surveys.

(Theseaccountscannotaccessthe

CommunitySurvey.)

ClickonUpdatetheStafftoadd

authorizedstaff

members.

Thenextscreenallowsyoutoadda

staffmember.

PleaseDONOTDELETEastaff

member.Ifyoudo,thesystemcannot

tracktherelationshipofstaffingto

activitiesandparticipation.


Wellness Benchmarks

ClickonUpdatetheStaff


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CreatemultipleaccountsStep1.Enterinformationonthestaffmember

Enterinformation

on

the

staff

member

onthisscreen.

Onceyousavethisinformation,the

personisaddedtothestafflist.

Next,assignausername/passwordso

thestaffpersonmayenterthesystem.


Wellness Benchmarks


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CreatemultipleaccountsStep2.Assignausernameandpassword

Nextto

the

persons

name,

click

on

Createlogin.

Oncetheusernameandpasswordare

saved,thestaffmembercanenterinto

thesystematanytime.


Wellness Benchmarks


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CommunityhomepageTheAdministratorandstaffmembers

seedifferentversionsofthe

communityshomepagewhenthey

log

on.

TheAdministratorwillsee:

Communityprofile

Stafflist

alltheActivities

allthe

Participants

Toolkit

Astaffmembercansee:

alltheActivities

alltheParticipants

Toolkit


Wellness Benchmarks

Staffmembersseetheseoptions.

Administratorseestheseoptions.


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CommunitySurvey

The Community Survey is the cornerstone of

the benchmarking system.

Thissurveycollectsinformationaboutyour

communityandthesizeandscopeofallthe

activitiesthat

are

offered.

The Community Survey is a useful tool for you

to evaluate the program offerings and set goals.

For the national benchmarks, this information

is critical so you can compare your community

with others.


Wellness Benchmarks


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CommunitySurveyWhatyouneed:

Total

number

of

residents

in

independentlivingandassistedliving

Numberofresidentsinindependent

livingyoucountaswellness

participants:participate12

times/yearormore

Averagelength

of

stay

for

residents

in

independentlivingandassistedliving

Incidentreportsforfallsthatresultin

aninjury

Wellnessstaff: Name,title,

educationaldegree,

date

of

hire


0

20

40

60

80

100

Year1 Year2 Year3 Year4 Year5

Participationinwellness

IL

AL

Wellness Benchmarks

Toolkit

Manager'sGuidetoImplementingthe

Benchmarks

StaffGuidetoImplementingWellness

Benchmarks

StepbyStepGuide:GettingStartedand

CommunitySurvey(PDF)

CommunitySurveyICAAProMatura

WellnessBenchmarks(PDF)

HowtoFigureAverageLengthofStay

(PDF)

Allthequestionsare includedintheprintable

CommunitySurveyICAAProMatura WellnessBenchmarks

(PDF)onyourhomepage. Thatwayyoucangatherthe

informationbefore

you

begin

entering

the

data.


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GooddataAsthesayinggoes,gooddatainmeans

gooddataout.

Foranapplestoapplescomparison,the

definitionsandcountingmethodsusedin

yourcommunitymustmatchthe

methodsusedbyothers.

Pleaseclosely

follow

the

definitions.

ThroughoutthisGuide,youwillfind

instructionstohelp.


Definitions

Awellnessprogram isacomprehensivehealthprogramdesignedtomaintaina

highlevel

of

well

being.

The

program

mayincludeclasses,activitiesorgroups

thatarescheduledandareledor

managedbyapaidstaffmemberthat

encompassanyoftheelementsofthe

dimensionsof

wellness

(social,

emotional,spiritual,environmental,

occupational,intellectualandphysical).

Awellnessprogramparticipant isanindividual

whose

attendance

in

planned

andscheduledactivitiescanbeidentified

andcounted.Theindividualparticipates

12timesayearormore.

Wellness Benchmarks


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CommunitySurveyWhenyoufirstenrollinthesystem,

youwillbepromptedtocompletethe

CommunitySurvey.

Thissurveyasksforgeneral

informationyouwillknowoffthetop

ofyourheadaswellasinformation

youwillgatherfromyourprogram

records andotherdepartments.

Ifyouhavealreadystartedthe

CommunitySurveyandneedtofinish

it,thenyoucandosohere.


Wellness Benchmarks

Intheblueboxatthetop

rightofthepage,youwill

seethereminderto

completetheCommunity

Survey. Oncethe

CommunitySurvey

is

completed,thisreminder

willdisappear,andreappear

inaboutoneyear.


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CommunitySurveyStep1.DemographicsThefirstportionofthesurveyis

demographicinformation.Thiswillbe

usedfor

the

national

benchmarks

to

aggregatedatafromcommunitiesthat

aresimilar. Thedatawillbesortedby

thesecommunitycharacteristics.

Allthis

information

is

confidential

and

proprietary.Itwillbeseenonlybythe

wellnessdatabaseadministrator.


Wellness Benchmarks

Freestanding

meansonly

onelevelof

careisoffered.

Ifyourcommunity

isoperatedbya

government

agencythat

uses

taxdollarstofund

thecommunity,

markNotfor

profit.


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CommunitySurveyStep2.LifestyleopportunitiesThisquestionasksabouttheentire

community,notonlytheactivities

includedin

the

wellness

program

as

definedbyICAA/ProMatura.

InthecolumnCurrentlyofferedby

yourcommunity,pleasemark

everythingthe

community

offers,

whetheritismanagedbypaidstaff,

residentsorvolunteers.


Wellness Benchmarks


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CommunitySurveyStep3.ActivitiesandleadershipThesequestionsrefertoeverythingofferedinyourcommunityfor

independentliving

and

assisted

living

residents.

Inthefirstcolumn,mark everythingthatisoffered.Foreachthatisoffered,pleaseindicatewhetherornotatleast

oneactivity

is

led

by

apaid

staff

personorindependentcontractor.

Forthebenchmarks,theprograms/activitiesthatareofferedANDledormanagedbyapaidstaff

memberswho

will

count

participants

areconsideredthewellnessprogram.

(continued)


Wellness Benchmarks

Ifastaffmemberhiresaspeakerorteacher,reservesaroomand

assignssomeone

to

track

attendance,

then

that

activity

is

being

led

by

apaidstafforindependentcontractorevenifthestaffmemberisnot

present.

Ifanactivity,e.g.,aquiltingclub,isorganizedbyresidentsanda

staffmemberdropsinbutdoesnottakeattendancethenYes,clubs

andcraft

groups

are

offered

at

the

community,

and

No,

not

led

by

apaidstaffmemberori.c.


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CommunitySurveyStep3.IdentifywellnessprogramsforthesurveyWhenyouarecountingthenumberof

residentswho

are

wellness

participants,countthosepeoplein

theactivitiesinthesecondcolumn

thatareYes,ledbyapaidstaffperson

orindependentcontractor.

Thiswayyouaresurewhoiscomingto

activities,becauseyou,otherstaff

membersandindependentcontractors

areresponsibleforidentifying

individualresidents.

Thattakestheguessworkoutofhow

manyresidentsparticipate12timesa

yearormore.


Wellness Benchmarks


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CommunitySurveyStep4.ResidentdemographicsThesequestionsaskabouttheresidents

inthecommunity:

1. totalnumberofresidentsbylevelof

care

2. residentswhoparticipate12timesa

yearormore

3. averagelengthofstayofall

residents.

Dependingonhowyourcommunityis

organized,youcanfindthisinformation

bycontactingtheexecutivedirector,

business/accounting

office,

office

managerormarketingdirector.

Thesenumberstheywillbeusedtoshow

yourcommunitysprogressaswellas

profiletheentireindustry.

(continued)


Wellness Benchmarks


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CommunitySurveyStep4.ResidentdemographicsWhenaresidentfallsandthereisan

injury,thisinjurymaybecapturedon

anincident

report

or

similar

document.Wewanttoknowif

participationinwellnessimpactsthe

numberoftimesaresidentisinjured

byafall.

Dependingonhowyourcommunityis

organized,thesenumbersmightbe

availablethrough:

Healthcareorsafety

AdministrationUnitmanagers

Residentservices


Wellness Benchmarks


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CommunitySurveyStep5.ThepropertyWheredowellnessactivitiestakeplace?

Forthisquestion,thinkabouttheentire

community,

not

only

the

wellness

center

orroom.

Indicatealltheareasavailablewithinthe

property.

Donotincludeadjacentareasthe

residentsmayuse,suchasapublicparknextdoororalibraryacrossthestreet,

thatarenotwithintheboundariesof

yourcommunitysproperty.


Wellness Benchmarks


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CommunitySurveyStep6.ListwellnessstaffThinkaboutstaffmemberswhose

responsibilitiesareprimarilytoplanand

leadthe

activities

included

in

the

wellnessprogram.Thejobtitleisnot

important,noristhedepartmentwhere

apersonworks.Whatmattersisthat

eachpersonspendsmostorallofthe

timeproviding

wellness

activities.

Pleaseaddtheinformationforeachstaff

personhere.

Thepurpose

is

to

relate

staffing

levels

to

thescopeoftheprogramandtoresident

satisfaction.

(continued)


Wellness Benchmarks

Clickheretoaddastaffmember.

Astaffmembercanbeanemployeeoranindependent

contractorwhoisregularlyinvolvedinwellness.

Isthere

only

one

person

who

is

primarily

responsible

forplanningandleadingactivitiesincludedinthe

wellnessprogram? Ifyes,enterthatpersonhere.

Ifthatsyou,enteryourowninformation.


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CommunitySurveyStep6.UpdatestaffOnceyouaddtheinformationforeach

staffperson,itstaysinthesystem. You

onlyneed

to

return

to

update

it

ifthere

arestaffchanges.

Youdonothavetoremoveanystaff

person,butifapersonleavesorassumes

anotherposition,

do

enter

an

end

date.

Ifyouhavealreadycompletedthisscreen

whenauthorizingupto3staffmembers

toenterthesystem,thentheir

informationshould

be

here.

Save,andcontinueaddingstaff.


Wellness Benchmarks

Thisinformationisconfidential.

OnlytheAdministratorcanseeit.

StaffmemberswithloginsCANNOTseethestafflist.


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CommunitySurveyStep7.ResidentassessmentsTheseassessmentsarelistedbecause

theyarefree,readilyavailableand

administeringthem

is

generally

within

thescopeofpracticeofalllevelsof

wellnessstaff.Thereisalistbecause

someareusedwithmorefrailadults,

andothersaremoresuitedtopeople

with

higher

levels

of

function.

Indicateifyouuseanyofthese

assessments.

Ifyou

use

one

or

more

of

these

as

part

ofalargergroup,e.g.,theTUGorarm

curlwithintheSeniorFitnessTest,

thenclickYes.


Wellness Benchmarks

Thinkaboutthepercentageofallwellness

residentswhohavebeenassessedoverthe

courseoftheprioryear.


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CommunitySurveyStep8.FinishNowthattheCommunityProfileisfinished,youautomaticallyjumpback

tothe

community

home

page.

Theremindertocompletethesurveyintheupperrightboxhasdisappeared.

Anew

text

link

has

appeared

so

you

canreturntoupdatethesurveyifthingschange. Thebenchmarkingsystemwillpullnationalreportsonceayear.

Nextstep:

TheParticipantandActivitiesLogs


Wellness Benchmarks

Theupdatelinkappears.


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BenchmarkingtoolsMaintainingthesystemAvalueofthebenchmarkingsystemis

thatitrequiresyoutogather

informationand

prepare

reports

for

thewellnessprogram.Formany

communities,thisrequireslookingat

theprograminadifferentway.

Oncethe

development

work

is

done,

youwillhaveacollectionofuseful

toolstoevaluatetheprogram.

Thegreatestvalueforthecommunity,

theprogram

and

the

residents

will

be

afewyearsdowntheroad,whenyou

canseeprogressandtheresultsof

yourinformedprogrammanagement.

www.icaa.cc www.promatura.com 2010 International Council on Active Aging 32

Wellness Benchmarks

Toolkit

Manager'sGuidetoImplementingthe

Benchmarks

StaffGuide

to

Implementing

Wellness

Benchmarks

StepbyStepGuide:HowtoEnrollinthe

BenchmarkingSystem(PDF)

StepbyStepGuide:GettingStartedand

CommunitySurvey

(PDF)

CommunitySurveyICAAProMatura Wellness

Benchmarks(PDF)

HowtoFigureAverageLengthofStay(PDF)

StepbyStepGuide:Participantsand

Activities

(PDF)ActivitiestoTrack(Word)(Excel)

ResidentGuidetotheOnlineBenchmarking

System(Word)

ResidentSatisfactionSurvey(Word)(PDF)

ResidentActivitiesLog(Word)

guide community survey

Documents