Part C Compliance and Continuous Improvement
1. Which systems can you use to ensure consistent evaluation of operational non-compliance?
The lack of written and well structured policies and/or procedures that correlate to the audit
When reviewing existing audit programs we often see audits that ask questions pertaining to policies and procedures that are: not outlined in any policy or procedure documentation, documented once in an email or documented but not consistent with the audit question.
For associates to properly understand the expectation policies and procedures must be written, accessible and updated accordingly. Best Practice includes;
2. How can these systems assist you to implement any modifications that may be required?
You have now identified the type of admin system you need, received quotes, reported to management who have approved and now you are ready to implement the system. There are a number of ways you can do this:
There are no hard and fast steps to an administration system implementation. One suggestion from an IT project manager is the following eight steps to success:
3. How will you ensure you stay up to date with changes in legislation and regulatory requirements to ensure compliance?
Nowadays, a serious breach in compliance matters cannot be left without being penalized and sometimes it gets published in the media, causing reputational and economic damage to companies and to individuals. It is the right time to start paying attention to the regulations and to use all the possible resources that a company allows to comply with the requirements of the law.
Here are some tips which will facilitate the process of knowing the legislation and implementing it internally:
4. How can you ensure your staff at the relevant levels of responsibility will be consistently up to date with relevant information for changes as these occur?
Establishing effective policies and procedures does not begin and end with regulations. It takes the right amount of collaboration, the right types of distributive mediums, and the right methods to measure understanding. All of these things take an enormous amount of time and energy, but automating them with a software solution can increase efficiency, and ensure compliance with your policies and procedures. Here are 5 steps to ensure compliance, and what software features to look for to choose the best possible solution.
5 Steps: Automate
5. Which type of documentation can you use to assist you to manage compliance and continuous improvement? How should this be managed effectively?
Continuous improvement is a systematic, ongoing effort to improve the quality of care and services and:
takes into account the needs of your care recipients and may involve them in improvement activities,
is part of an overall quality system to assess how well your systems are working and the standard of care and services achieved, and
is a results-focused activity demonstrated through outputs and outcomes.
To be effective, continuous improvement must be a central focus of your organisation, is understood at all levels and accepted by all management and staff.
Key elements of continuous improvement:
achievement of improvement through planned steps
driven by involvement and accountability of key stakeholders:
involves regular monitoring and evaluation of progress; linking evaluation to strategic planning.
Benefits of continuous improvement:
improve care and services to care recipients,
improve stakeholder input and ownership,
identify changes in care and service needs,
enhance systems to monitor and track change,
demonstrate sustainable results.
Continuous improvement cycle:
The model shown below is the four phase, Plan-Do-Check-Act cycle
Plan the improvement
Analyse the current situation of your organisation, gather information and research different ways to make improvements. Seek input and feedback from stakeholders.
Establish goals and identify actions to implement the plan.
Implement the improvement
Test the suggested alternatives to identify the preferred improvement.
Allocate resources to ensure the improvement is a success.
Keep your stakeholders informed and involve those with a direct benefit from the outcome.
Document the decisions made during the implementation phase.
Evaluate the improvement activity
Evaluate if the improvement is delivering what you intended; are changes required or should an alternative improvement be used.
Measure the improvements for example, audits, assessments and surveys. Document the evaluation methods and results.
Take your time; incremental steps may deliver better results.
Take action to standardise the process
There are two possible situations in this step:
If the improvement isn’t successful, analyse what can be done differently next time and go through the cycle again with a different plan.
If successful, ensure all stakeholders are informed of the new process, all necessary staff are trained and educated, policies and procedures are implemented and change within the organisation is managed.
Keep track of your improvements
This will show progress of your improvement initiatives. You can review, plan and identify what worked and what didn’t work.
Review and update your plan for continuous improvement today; keep it current to show what you want to achieve today, tomorrow and in the future.
You can use a plan that is best for your organisation or you may use our sample template. Make sure the template you choose covers the key areas included in our template.
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