Quality AssuranceWeekly Assessment

House number:

Week Beginning: / /

Week ending: / /

Responsible for Completion-Senior staff on shift, Senior Support Workers, Team Leaders Reviewed by Deputy Manager with Team Leaders in planned meeting.Deputy Managers to participate in opposite house

If issues identified- Remedial Action taken must be documented. Report to ManagerInitial when any section audited.

Golden Rules(Guide copy)

,,,,,,,,,,,, Understood and able to carry out:

NameInitial

Daily Reports Complete and Accurate and represent residents’ lives accuratelyDate Comments Action Taken InitM Shift leader for A.M check and sign as complete on QA, pm shift leader complete same on pm

QATo be completed each shift by Senior on duty for previous day (fail safe in case missed on day)

Check all required information is present including dates, staff on shift, Sign off the week.Shift leader for any shift is responsible for ensuring documents are relevant and contain content that is a meaningful overview of residents’ day and timings are clear.Spot check reports and tracking documents.Check all is clear and legible, all areas complete.Ensure all entries signed by author. Be aware experience level of previous shift leaders, extra checks may be required.

Action TakenAny issues arising from checks- Address with individual staff if present

Address through Supervision/ Communication Book, log on H/ORecord action taken- Document on relevant section

Record who shift leader for shift where paperwork incomplete- Report to Management/ Team Leader

T

W

T

F

S

S

Understood and able to carry out:

NameInitial

Evaluation sheets completed- provide adequate feedback for key-workers.Date Comments Action Taken InitM

Shift leader for A.M check and sign as complete on QA, pm shift leader complete same on pm QATo be completed each shift by Senior on duty for previous day.(fail safe in case missed on day)

Check all required information is present including dates and staff on shift. All sections are completed with meaningful information which would help key-workers gather and collate information.

Any concerns noted will need to be addressed appropriately with relevant staff and reported. Record all action taken.

As necessary- notes in communication book or email to relevant staff to flag concerns.

Record who shift leader for shift where paperwork incomplete- Report to Management/ Team Leader

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W

T

F

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S

@17Reviewing Sunday- MJR/XX (on Monday)Reviewing Monday- XXX/XX (on Tuesday)Reviewing Tuesday- XX/XXM (on Wednesday)Reviewing Wed- XX/MJR (on Thursday)Reviewing Thurs- MJR/XX (on Friday)Reviewing Fri- XXX/XX (on Saturday)Reviewing Sat- XX/XX (on Sunday)

@41Reviewing Sunday- XX/XX (on Monday)Reviewing Monday- XXX (on Tuesday)Reviewing Tuesday- XX/XX (on Wednesday)Reviewing Wed- XX/XX/XX (on Thursday)Reviewing Thurs- XX (on Friday)Reviewing Fri- XX (on Saturday)Reviewing Sat- MJR/XX (on Sunday)

Tracking documents :- provide adequate feedback for key-workers (senior/TL to check previous days paperwork and action immediately)

Date Comments Action Taken Followed up by: Init

M

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S

Issues for keyworkers to be made aware of:Notes from daily reports/comms book

Checked/Actioned by

Understood and able to carry out:

NameInitial

Document totals of each below:

Res. Initials Incidents Accidents Restraints SAAR

TOTALS

Incident Reports clear and represent accurate portrayal of events.Check each resident’s incident folder and incidents in H/O. All Incident and injury reports must be read, signed off and filed in individual incident folders by the end of the week.Tiered system for review of incidents

1. QA check- Ensure quality of reporting, appropriate language, clear sequence to behaviours and support, clear picture presented, legible. Confirm all signed off – Completed by Senior on shift- every shift or for previous day

2. Incident review (Staff support- Pg 3)- Recommendations, improving practice, development issues with staff. Carried out by team members, Confirm majority carried out/ complete as necessaryCompleted by Senior on shift- every shift or for previous day

3. CPI review carried out on Tuesday, identifying development issues, training needs, action.CPI Trainers, meet Tuesday, Document action point, discuss in QA review.

M T W TH FR SA SU Action takenQA checks(Init)

Incident Reviews(Init)

CPI Review

(Init)

SAAR incidents documented and reported (also check for entries into accident book for reporting to HSE/RIDDOR)

Init Date reference/ Issues Identified Action Taken Inits

Senior staff on shift

Complete on Sunday

Review all paperwork and document any feedback. If no SAaR, document none

Understood and able to carry out:

NameInitial

Observations highlighted

This information will be gathered from all available sources including: handovers, daily reports, incidents and reportable events. Collating information in the section with regard to health issues, complaints, behavioural issues and areas of concerns will ensure quality monitoring with regard to all events over the last week.

This section will be the main focus for the QA meeting (on a Tues). All these areas must be monitored, discussed and actioned weekly.

Areas of concern? SENIOR STAFF TO DOCUMENT AS RELEVANT

Behavioural Patterns CPI, INFO FROM KEY WORKERS, SENIOR STAFF

Complaints? SENIOR STAFF- DOCUMENTED IN WEEKLY MEETING WITH DEPUTY MANAGERS

Health issues? SENIOR STAFF ON DUTY

Other Comments

Understood and able to carry out:

NameInitial

Daily QA: Completed and accurate.

Date Issues Identified Issues identified on task log Action Taken FUB Init.

MSenior/TL on shift check previous days paperwork as well as at end of each shift (am/pm)Check all required information is present, all QA tasks must be completed daily – the weekly QA is to ensure the quality is monitored. Spot check tasks on daily QA to ensure follow up and monitoring is evident. Take action to rectify any areas that need attention and report action taken.

Senior/TL to check task log, is it being used, are jobs signed off as completed and checked, follow up if not with W/N staff and shift leader who should have checked.

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S

TuesdayUnderstood and able to carry out:

NameInitial

Finances (checked and audited by admin) AuditedResident monies audited and correctIssues Identified

Senior/ Team Leader on shift (should be checked at beginning and end of each shift for H/O)

Confirm individual resident’s finances audited.(to their spend sheet not to previous H/O or QA)Ensure monies stored in the office against financial records. Spot check monies totals and audits in daily folders, Check against daily QA to ensure checks are accurate and completed daily.

Action takenAny discrepancies noted must be addressed immediately.Address any issues immediately. Report action taken- inform management.

Petty Cash audited and correctIssues Identified

Check and confirm date of last Admin audit.

Action takenDocument discrepancies

WednesdayUnderstood and able to carry out:

NameInitial

Medication Audit (to be completed by senior/TL) currently XX AuditedM.A.R. sheets completed accurately/correctly (checked at end of week on a Sunday by shiftleader)Medication order completed. (For Wednesday Week 2)Sufficient stock (including analgesics)Shortfall identified, replacements ordered and handed over to staff team.Control drug stock checkControl Drug book auditedOxygen check (reordered) Y / NIssues Identified/disrepencies

Senior staff members on shift

Can be completed whilst meds administered- ‘over the shoulder’ check of staff administering

Check all MARR charts have been completed accurately. Cross reference with daily QA as errors should be highlighted daily. Confirm if reorder needs completing – complete as necessary. Visual check of stock in both safes. Handover any noted shortfalls. XX takes the lead with regard to medication ordering.

Audit controlled drugs and controlled drugs book – any discrepancies must be addressed immediately. Reported action taken.

Phone call made to boots week 3 to check progress, delivery week 4?

(checks usually happen on a Wednesday and checked on a Thursday as completed) XX completes on Wednesday PM at XX + XX staff to complete Wednesday PM. XX/XX shift leaders to allocate to Wednesday AM/PM staff.

Thursday (check that checks took place on a Wednesday)Understood and able to carry out:

NameInitial

Vehicles AuditedChecks carried out and documentedVehicles clean, in good condition

Senior staff on shift

Check paperwork and spot check against a vehicleCheck vehicle check folder to ensure weekly checks have been completed. Spot check vehicles to ensure paperwork is accurate. Complete visual check for any damage. Check mileage log to monitor mileage. check fuel

levels

FridayUnderstood and able to carry out:

NameInitial

(completed by night staff on a Friday/XXX)+ stock check forms to act as requisition forms for each house. XXX to lead and report to Deputies.

COSHH AuditedStorage appropriateStock Check undertaken

Senior staff member on shift

Visually check storage to ensure stock room is tidy and well stocked. Check COSHH paperwork to monitor stock. Check e-mail has been passed to XX for stock reorder.(pass to night staff/XXX to complete)

Understood and able to carry out:

NameInitial

Completed by XX/fire marshalls/shift leaders to allocate to Friday AM/PM staff to complete

Fire Safety AuditedFire safety checks- test sounders, monthly evacuationDocumentation accurate.Check fire folder to ensure all checks are up to date. Visual inspection of fire equipment. Carry out any outstanding fire checks for the week. Complete paperwork. Report action taken.

(Checks to be carried out throughout each week currently no specified day/time)Understood and able to carry out:

NameInitial

Could we get XXXXX to fill out this weekly ?) Completed by XXXX (after him completing Health & safety training) Note all staff responsible for H&S reporting.Health and Safety Audited

Maintenance Book in use and audited

Walk-around carried out

Senior staff on shift

Currently no allocated dayCheck daily QA for H&S issues, address and report as necessary. Check maintenance book to ensure it is being used appropriately – audit and highlight any issues. Document action taken. Complete a walk around, visually inspecting property inside and out. Address or allocate any issues that can be dealt with immediately.

Document action taken.

Understood and able to carry out:

NameInitial

(Senior to check all of daily QA to ensure this has been consistently completed for each shift and maintained)

Infection Control Audited

Walk-around

Issues Identified

Check daily QA for I/C issues.

Visually check property and staff throughout shifts. Is good hygiene being observed? Do staff have access to hand washing equipment? Are soaps, sanitizers and hand towels stocked? Are bodily fluid spills promptly and appropriately dealt with? Are residents supported to ensure IC? Address issues identified and document action taken.

Understood and able to carry out:

NameInitial

XX to monitor wastage/appropriate stock ordering at No 17

Food and Groceries Audited

Stored appropriately Y /N

Clean/ Hygienic Y /N

Sufficient stock for menus and choice Y /N

Stock rotated Y /N

Sufficient for Backup Y /N Any issues around food discarded/wastage? (over ordering?)Senior staff member on shift

Spot check food storage (including fridges and freezers). Check for stock and cleanliness. Check back up quantities. Report findings to appropriate people. Action any identified tasks (such as cupboards need tidying, freezer needs organising). Report action taken.

Understood and able to carry out:

NameInitial

Staffing Checked by admin/DM/TL/Seniors

Rota complete for next 7 days

Staffing issues from previous 7 days

Attendance issuesIssues Identified Spot Check- Senior staff memberThis will be monitored throughout the week, Staffing is a team concern. In regard to the weekly QA you will be quality monitoring and reporting necessary action taken. If rota is not complete then document action that is being taken – who is leading shift cover? How is this being communicated?Weekly QA in both houses must be completed by Sunday end of shift, This will then be reviewed on Monday at no.17 and Tuesday at No.41. This will be followed by the QA meeting on Tuesday to review weekly QA and complete an action plan for the following week/month etc.

Action Taken/ Any issues to take to supervision (make supervisors aware cc manager)

Understood and able to carry out:

NameInitial

Action addressed from Previous QA (needs to be reviewed)

Issues Identified Action Taken

Meeting booked with Deputy manager/ Team Leader Date:

Time:

SIGNED: _____________________________ Date _______________

Action Points from meeting with Team Leader/ Deputy Manager

Date of Meeting/ discussion:

Issue Action Point Responsibility Timescale

Signed : Date:

Signed: