Seniors' Facilities Documentation Checklist



Seniors’ Facilities Documentation ChecklistThe following is intended to assist you in collecting documentation in preparation for an accreditation site visit. This will augment the Seniors’ Facilities Self-Assessment Tool. It may be helpful in identifying the source of policies/procedures/minutes or related documentation. A.Mission StatementLocation/SourceCopy of mission statementBoard minutes indicating when the mission statement was last reviewedB.Theological Values and StandardsAnnual report, organization chart, policy, reference in bylawsOrganization chart of United Church court structuresC.AccountabilityRefer to Section 429 Guidelines for Incorporated Ministries: united-church.ca/ernanceCorporate bylawsCopies of annual reports, financial statements, board member lists, insurance statements from previous 2–3 yearsExample of evaluation of administratorPolicies regarding business practicesE.Leadership and PartnershipsPolicy regarding signing contractsReview process of external providersF.InsuranceInsurance policyActual vehicle(s)Physical inspection of vehicles, documented rmation ManagementCopy of privacy policy and related proceduresPolicy re health record auditPolicy/procedure re accessing resident filesPolicy/procedure re accessing personnel filesPolicy/procedure re disposal of electronic devicesH.Resident Quality of LifeBrochure, programming, handbooks, website informationAdmission policies, applicationResident/family council, complaint process, hotlinePolicy/procedure regarding aggressive/violent behaviourPolicy regarding uses of restraintsI.Food ServiceActual public health inspection reports and follow-up as requiredCurrent menuDocumentation of recorded fridge temperaturesJ.Human ResourcesSamples of managerial, nursing, and service-related job descriptionsOrientation manual, agenda, sign-off formPolicy/process/events re employee recognition and performance evaluationOrganization chartK.Physical Building, Environment, and EquipmentAnnual inspection schedule, completed safety inspections, maintenance schedules/checks—actual documentsEvidence of WHMIS trainingWHMIS manualsL.Emergency PreparednessCopies of emergency manuals/plansFire inspection/fire marshal reportsDocumentation of drills and follow-upMinutes of health and safety meetingAnnual testing records of fire systems: alarm, suppression, etc.M.Infection ControlPolicy and procedures related to:Isolation/precaution techniquesCleaning/disinfecting/sterilizingHazardous and infectious materialPersonal hygieneBuilding maintenance logs for HVACPolicy/procedure regarding handling of laundry/linenPolicy/procedure re outbreaks ................
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