Title Page
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Document No.
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Audit Title
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Client / Site
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Conducted on
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Prepared by
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Location
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Personnel
Blue Prints
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Get the blue prints for the building for SmartFacility software upload or by job costing.
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Get the floor types for the floor care program (carpet, no wax, wax, ceramic, etc.)
Building Integrations
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Send info to the entire building about cleaning vendor changes.
Access Database (M Drive)
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Request Database Coordinator creates building/team specific access database.
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Database Coordinator enters employee info as hired.
Info on Employee Spreadsheet
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Employee lockers - create a spreadsheet for the locker #s and lock combinations.
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Employee keys - create a spreadsheet for key sets and what each employee has.
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Employee communication devices - create a spreadsheet for any devices issued to employees.
Keys for staff/management
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Dispensers keys needed.
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Door keys needed.
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Trash compactor keys needed.
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Recycling compactor keys needed.
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Haz Waste and RMW room keys needed.
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Department lock box / key rack / or 1 set per person?
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Janitor closet key sets available?
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Master keys for management.
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Train staff to keep keys in lockers or turn in each shift
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Get badge access for all applicable doors.
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Get door codes for all applicable doors.
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Make a quick tip sheet for staff for the door codes.
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Parking for staff
Alarm Codes for Building Access
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Who is the alarm vendor? Contact name and phone number.
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Alarm card for ES staff with scripting
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How many alarms in the building and their coverage area?
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How are the alarms activated? (motion, door)
Communication tools
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Will we be using pagers?
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Will we be using Ascoms?
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Will we be using an iPhone?
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Personal cell with stipend?
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Will we be using walkie talkies?
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Gather list of contact names/numbers of building management.
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Find out the owners of the building meeting calendars and as for an invite to share that calendar for standing meetings..
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Get the email group for this building.
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Create communication log/binder for offsites.
Uniforms
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Roll out dress code policy
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Change to SHGR uniforms
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Who pays for the uniforms?
Department Specific - Meet with each department
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Find out what days/hours they are open
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Current services - desks, phones, computers?
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Explain any differences they may need to adapt to with switching cleaning services.
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What equipment do we clean can we integrate the SHGR process for patient rooms?
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What known past issues have they experienced or common complaints?
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IS - Do we clean communication closets?
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NS - Do we clean anything in the kitchen or dining area?
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FSS - Do we clean their work areas?
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FSS - Do we clean electrical closets?
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FSS - Who cleans the vents?
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FSS - Do we have a work order system?
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Morgue - how do we get notified of a case?
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Emergency Preparedness - codes for the building
Surgery
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Who cleans in between cases?
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What time does OR start and end?
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How many times is trash picked up in the OR area?
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Test current OR with ATP
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How do they handle the total joint cleanings?
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Does the OR need anything special in their area?
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How many surgeries per day average?
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How many admits per day?
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Who reports out the daily census?
Emergency Department
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Who cleans in between patients?
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What is the best time for terminal cleans in the ED?
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How many trash pulls are needed?
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Cleaning frequency of restrooms
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Cleaning frequency of exam rooms
Labor and Delivery
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Who cleans the C-section room?
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Who cleans the baby warmers?
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Who cleans the bassinets?
Patient/Residents
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Average census for the day?
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Average discharges for the day by time frames?
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Where do we get daily census report?
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Is there software to initiate a discharge call to ES when the patient is discharged from the nursing software?
Frequency for room cleaning
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Restrooms 3-5 times in 24 hours. Time study area.
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Lobby 3-5 times with 1 terminal clean on 2nd shift when they close.
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Waiting rooms - evaluate if they close and usage.
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Personal offices - 1 cleaning per week with 2nd trash pull (unless contract is paying ES to clean more)
Frequency of floor care
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Create a spreadsheet with each room and floor type.
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Complete time analysis on how long floor is good until we need to do again.
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Create floor care calendar.
Assignment Sheets
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Use SmartFacility software to load every room in the facility
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Create assignment sheets by time available
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Train staff on how to use as a roadmap and document on these
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Arrange files in office to house archived sheets for 3 months. Surgery and long term care for 1 year.
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Use standard D/C sheet for state run areas.
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Use standard complete sheet for state run areas - track in database to assure all rooms are completed each month.
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Assign break times for continuous floor coverage - what is building standard break time variations?
FTEs
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What are the average discharges per 24 hours? Per shift?
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Do you have enough people to cover discharges?
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Evaluate and consider extra staffing for the start-up and or construction clean up.
Budget
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What is our cost center and account lines?
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What are the current costs for the ES budget?
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Break down costs by vendor
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What are any offsite/dr offices costs? Who pays for consumables? Who delivers them?
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Who cleans leased spaces? Who pays for it and how?
Ordering
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Who places orders? cleaning supplies and offices supplies
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What are the delivery days? Is there a way to save on deliveries fees by going to once a week?
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What order system is being used?
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Does Supply Chain do par levels and ordering of standard supplies?
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If ES does ordering - make an inventory sheet with product name, numbers, and par levels and arrange in order of stockroom order.
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Make sure we have correct Lawson numbers so the order comes to the correct building.
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How do we get our supplies from the dock?
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Get previous supplies averages to base future orders from
Stock
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Who pays for the patient unit stock?
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What trash can liners do they use and par levels?
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What linen liners do they use and par levels?
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Who pays for small red bags?
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What size wax liners do they use for the women's RR and par levels?
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What paper toweling do they use and par levels?
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What toilet paper do they use and par levels?
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What soap do they use and par levels?
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What sanitizer do they use and what par levels? Who pays for sanitizer? Who stocks it?
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Count all dispensers and containers for new building opening order (soap, liners, sanitizer, toweling)
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Try to change all dispensers to one model if there is money to standardize.
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Where do sharps containers come from?
Cleaning Chemicals
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Audit chemicals in house
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Switch to SHGR standards
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Install 3M Twist N Fill system
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Get rubber hosing installed on the over fill valve so employees are not sprayed.
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Assure all chemicals are in the SDS Vault
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Remove spray triggers except window cleaner
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Get lids for the quat buckets
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Get yellow buckets for quat and blue buckets for bleach.
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Set up titration testing
Equipment
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Evaluate equipment needs. Find out storage space, measure and assure what you order will fit. Use the standard equipment checklist.
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Order equipment in advance (1-2 months) to a staging area.
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Assess how many cleaning carts/brutes you will need.
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6S the cleaning carts according to SW
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Eyewash bottle on every cart
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Where are the eyewash stations on the units? - educate staff
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Evaluate if flatbed carts are rusted or wooded. Replace with Rubbermaid for infection prevention purposes.
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Number each piece of powered or wheeled equipment.
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Create a spreadsheet for the numbered equipment that shows parking spot, asset tag number (if applicable) and repairs column.
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Order goggles for staff
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Washer and Dryers - what do we wash? Is it sufficient for infection prevention (c-diff, etc.)
Matting
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Matting - who owns/services/cost?
Wheelchair Cleaning
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Who cleans wheelchairs? If ES - use Fuller SW
Clinical Equipment
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Who cleans clinical equipment? Try to set up the same as the SHGR SW system
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Bed moving process - What is the process and when does cleaning occur?
Education/Training
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New hire training program the same as SHGR
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Have current mgmt. go to the entity specific orientation to learn the aspects of the new building
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Train all staff on cleaning using the SmartFacility steps and SW
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Train all techs to use brutes
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Do they use chutes or dumpsters in closets for waste?
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Cross train teams - Laundry/cleaning tech/floor care
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Train staff where to use chemicals for requirements and cost saving.
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Train all staff to lock and secure cleaning carts with chemicals for lunch/break times
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Freight elevator training
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Are the LARA signs posted updated?
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IV Room competency program - binder, employees trained, sign off sheets, designated equipment
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Create a quick tip tool for different styles of beds/stretchers to make
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Create an offsite mgt staff reference book for assignment sheets, time clock locations, and API codes.
Quality Program
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Use Smart Facility software system in conjunction with SW for qualities
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Train employees on the SW for qualities including reporting.
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Train mgt on SW expectations in the mdrive.
ES Handbook
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See if additions to the building specific page need adjusting before rolling out to the staff.
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Roll out to employees and train. Have them sign off on signature sheet.
Human Resources
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Policies on attendance, professional conduct
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Integrated disability management contact name
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Generalist contact
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Payroll contact
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Recruiter contact
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Progression on performance correction path - Who needs to approve? / Who needs to attend?
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Requisition submitting format - Who fills out? Who approves? Non competes? Stagger large groups.
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Verification of driver license process for driving SH owned vehicles.
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Liability of having staff clocked in when traveling.
Work orders for ES
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Use 1-help if possible with monitor in break room - use ES email system if not available
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Set up TMS work order pager
Transfer of patient/resident process
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Treat like a D/C - clinical staff moves all personal items and furniture - ES cleans
Dirty Briefs
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Placed in trash can liner holder in each room with a bag of liners for nursing to use. Educate clinical on proper procedure to place brief in bag. Tie off and bring to soiled utility.
30 Day Complete Cleaning Process
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Employees use SW sheet for 30 day clean and turn into Supervisor
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Mgt to track on spreadsheet each month to assure all beds are being cleaned every 30 days.
Pyxis
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Create a spreadsheet with each room with a pyxis on a weekly schedule
Fans
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Who cleans fans? If ES, put on assignment sheet for once a week.
Lost and Found
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Lost and Found - Who is the owner? What is the process? If ES, follow Pennock SW
Windows
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Who is the vendor? How often do they clean? What is the cost? Can we get it for a better cost?
Pest Control
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Who is the vendor? What are the costs? When do they service? Is ES or FSS the contact for them?
FFAMP
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Evaluate all public waiting spaces and patient areas for needs.
Policies
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What are the current ES Policies? Laundry policies? What can we integrate for the SH ES policies? What are the current Haz Mat/RMW policies?
RMW / Haz Waste / Recycling
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RMW - Who is the vendor? What is the pricing? When is the contract up? What is the pick-up frequency? What's included in the price? (liners) Are there minimum fees or location fees?
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Who packages and transports the RMW to the storage areas? Are they trained?
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Who orders and stocks new sharps containers?
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Haz Waste / Rx Waste - Is there a program? Who is the vendor? Who pays for this program?
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Who packages/transports the Haz Waste / Rx waste? Are they trained?
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Who packages/transports Universal waste?
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Who is in charge of record keeping for waste?
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Who is the vendor for recycling? Shredding?
Storage Areas
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Waste Room meets requirements? - Proper signage on all rooms? No open floor drain? All containers are dated properly? 6S storage area.
Licenses/Manifest/Record Keeping
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Get the RMW DEQ certificate. Make sure it is current and accurate. Large Quantity Generator or Small Quantity Generator? Send copy to SHGR Safety Officer.
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Organize all manifests for past 3 years following the SW in the mdrive.
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Send in hazardous waste copies to the DEQ for the past 1.5 years if they haven't already been sent in.
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Train all employees that will sign and those that have signed manifests for the past 3 years using the DOT training on the mdrive.
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Get all room numbers for waste storage for the transporters task sheet.
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Nursing and RMW - Evaluate storage areas (signs, locked, no drain) , train nursing if needed.
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Batteries - Room numbers, frequency, green buckets, training, memo, signage, Vendor.
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Spent Oil - location, labeling, date, documentation
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Spent Lightbulbs - location, labeling, date, documentation
Trash Waste
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Who is the vendor? Who pays for it? What is the frequency?
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Are there any other waste streams such as electronics? Metal? Grease? Composting?
Office Set-Up
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Where is the ES office? Set up paper/pen products needed. If furniture needed, get ahold of ES project manager for warehouse furniture.
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Create employee files in locked cabinet. Create payroll adjustment binder in locked area. Create employee log for concerns in locked area.
ES Storage Set-up
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Identify all ES space. Do we need shelving? 6S the spaces - heaviest stock on bottom.
Laundry
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Who runs the laundry program? Who is the vendor? What are the costs? What is the frequency?
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Are there extended cart use fees? Are gait belts owned by the facility? Can we eliminate any laundry items?
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If switching to WMSHL, give 2 months heads-up with pars.
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6S laundry areas
Personal Laundry
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Place bins on each unit. Wash and return articles daily. Label all clothes. Lost article slips reviewed and closed out in 24-48 hours. Follow RNCK SW.
