Monthly Scheme Audit - Retirement Living +

• Site conducted

  Select

• Conducted on

  Date

• Prepared by

• Location
  Address

1. First Impression Extrernal

• 1.1 External First impression, are the grounds neat and tidy, is there litter or leaves lying in boarders, paths, have these been reported, is evidence available?

• 1.2 The Scheme is clear of any H&S Issues

  Yes

  No

  N/A

• 1.3 Is the Signage clear and undamaged

  Yes

  No

  N/A

• 1.4 The Scheme is clear of any Issues

  Yes

  No

  N/A

• 1.5 Clear pressence of Environmental Contracts taking place. GM & WC

  Yes

  No

  N/A

• 1.6 Customer opinions of environmental contracts? Is there evidence of these?

  Yes

  No

  N/A

2 First Impressions Internal visual

• Internal Audit of scheme, is the reception area tidy and welcoming, walk around service internal area, is all internal lighting working, are all areas clean, tidy, free from clutter, does the services have a buzz, what activities are taking place, are toilets clean, smell fresh and have adequate toilet rolls, soap etc., any broken, damaged equipment seen, Are notice boards tidy, relevant, in date, easy to read? Is signage appropriate, adequate and correct?

• 2.1 Are First Impressions Brillant

  Brilliant

  Good

  Need Improvement

• 2.2 Is the Scheme Cleanliness Brillant

  Brilliant

  Good

  Need Improvement

• 2.3 Is the State of repairs Good

  Brilliant

  Good

  Need Improvement

• 2.4 Does the scheme Smell Pleasant

  Yes

  No

  N/A

• 2.5 All H&S issues have been reported

  Yes

  No

  N/A

• 2.6 Housing Office sense check Is the housing office clean and tidy? Is there any breaches of GDPR? Are the workspaces well managed? Are notice boards relevant and in date?

  Compliant

  Non-Compliant

  N/A

3 Health & Safety

• 3.1. Are COSHH risk assessments and data sheets in place and have these been completed by a competent person, staff have an understanding of COSHH and follow control measures in place. Can you evidence this?

  Compliant

  Non-Compliant

  N/A

• 3.2. Records show how repair issues identified are appropriately addressed in a timely manner, is the repairs tracker being used correctly and gathering customer feedback

  Yes

  No

  N/A

• 3.3 Is the master key policy and procedure in place and being followed

  Compliant

  Non-Compliant

  N/A

• 3.4 Mobility scooter policy and procedure is in place and evidence is available that the relevant risk assessments have been completed, relevant insurance is in place and uploaded on to paperlight

  Compliant

  Non-Compliant

  N/A

• 3.5 H&S induction is completed with all Housing and Care staff and reviewed annually. Can this be evidenced

  Compliant

  Non-Compliant

  N/A

3.1 Health & Safety

ONCALL

• 3.1.1 Emergency and out of hours oncall procedures are in place and up to date information is readily available to staff

  Yes

  No

  N/A

• 2.1.2 Staff confirm they are aware of the arrangements and know when and how to use the oncall system

  Yes

  No

  N/A

3.2 Health & Safety

ARRANGEMENTS IN THE EVENT OF A FIRE/EMERGENCY

• 3.2.1 Customers during sign up are given a demonstration of all fire safety features of the building, and a copy of the fire procedure. Can this be evidenced. Evidence is available that refreshers are provided to customers on fire safety and the procedure, Customer Induction and customer memos

  Yes

  No

  N/A

• 3.2.2 Appropriate numbers of trained first aiders and fire marshals are available for all shifts Can you evidence this

  Yes

  No

  N/A

• 3.2.3 Emergency response plan and disaster box is in place, provides the required information and is up to date

  Compliant

  Non-Compliant

  N/A

• 3.2.4 Staff complete scenario training on emergency situations monthly, 6 monthly Fire evacuation has taken place. Can you evidence this

  Yes

  No

  N/A

• 3.2.5 Staff are aware and have received adequate training on the location of the emergency response plan and equipment, customer evacuation plans, information for the fire service (or other emergency services) and their role in an emergency. Can you evidence that staff have recieved training, Do you have a localised fire procedure in place and can you evidence that MH and care providers have read and understand this

  Yes

  No

  N/A

• 3.2.6 PEEP Questionnaires have been completed for all customers and PEEP Plans where applicable. Staff are aware and quick reference is available for all customers with a PEEP in place

  Yes

  No

  N/A

• 3.2.7 Area Manager Pull cord check whilst on site

3.3 Health & Safety

CONTRACTORS

• 3.3.1Records show contractors received an induction

  Yes

  No

  N/A

• 2.3.2The induction has been completed in the relevant amount of detail and signed by both parties

  Yes

  No

  N/A

• 3.3.3Contractor inductions are managed effectively and reviewed every 12 months or sooner if required

  Yes

  No

  N/A

3.4 Health & Safety

INCIDENTS/NEAR MISSES

• 3.4.1 All near misses and incidents are recorded and logged on C365 in accordance with policy and procedure

  Compliant

  Non-Compliant

  N/A

• 3.4.2 Detailed investigations have been conducted into incidents and lessons learnt shared where appropriate

  Yes

  No

  N/A

• 3.4.3 A log is in place to track all incidents and near missed to identify any trends

  Yes

  No

  N/A

• 3.4.4 Staff have an awareness of what constitutes a near miss or incident and understand how to report

  Yes

  No

  N/A

• 3.4.5 Lessons learnt have been shared with staff, customers, internal and external stakeholders where required

4. Finance

RECORDS

• 4.1 Is the service cashless?

  Compliant

  Non-Compliant

  N/A

If no why?

• 4.2 A full Safe audit is completed between RLM & Area Manager

  Yes

  No

  N/A

• 4.3 Finance risk assessment is in place and adequately manages any risks

  Yes

  No

  N/A

• 4.4 1b forms are completed in line with policy and procedure

  Yes

  No

  N/A

• 4.5 MLE is debt reducing what actions are you taking ?

  Yes

  No

  N/A

• 4.6 Rent arrears Monitoring and actions taken

  Yes

  No

  N/A

5. Voids

• 5.1 VOIDS are meeting or below KPI's

  Yes

  No

  N/A

• 5.2 VOIDS are discussed with care provider and collaborative working is conducted to manage any VOIDS

  Yes

  No

  N/A

• 5.3 Relationships with external stakeholders are in place to fill VOIDS

  Yes

  No

  N/A

• 5.4 Assessments of customers are completed in a time efficient manner

  Yes

  No

  N/A

• 5.5 Marketing of VOID properties is being completed

  Yes

  No

  N/A

• 5.6 Service has an expression of interest list in place which evidenced regular contact

  Yes

  No

  N/A

• 5.7 VOID procedures are followed and evidence is available

  Yes

  No

  N/A

6. Compliance Notice Boards

• 6.1 Midladnd Heart Employee liability insurance on the notice board

  Compliant

  Non-Compliant

  N/A

• 6.2 Both TV Licences are in place Communal and Concessionary

  Yes

  No

  N/A

• 6.3. Bar licence is Displayed

  Compliant

  Non-Compliant

  N/A

• 6.4. Care Provider CQC & Insurance Certificates

  Yes

  No

  N/A

• 6.5. Midland Heart corporate message notice board in place and up to date

  Yes

  No

  N/A

7. Complaints and Safeguarding

• 7.1 Complaints File – Are all records are up to date? Complaints are being managed effectively with Joint working and discussed at monthly joint working meeting. Are all actions from Joint meetings logged on action log and being actioned in timely manner. Quality check Acknowledgment and outcome letters

  Yes

  No

  N/A

• 7.2 Safeguarding File – Quality check and examine all records are up to date. Quality check how safeguarding is discussed, highlighted to customers

  Yes

  No

  N/A

• 7.3 Customer understanding of Safeguarding? do customers know who/how to report

  Yes

  No

  N/A

• 7.4 Staff understanding of Safeguarding? Staff are aware of the MH safeguarding lead officer

  Yes

  No

  N/A

• 7.5 Staff can describe signs of abuse, MH safeguarding policy and procedure and how to report potential concerns

  Yes

  No

  N/A

• 7.6 Staff understand the MH whistleblowing policy and procedure

  Yes

  No

  N/A

• 7.7 Safeguarding is discussed at staff meetings, Quality check how safeguarding is discussed, highlighted to staff

  Yes

  No

  N/A

• 7.8 is the STIC document up to date and being used effectively, to track and monitor, ensuring any trends are identifired and lessons learnt

  Yes

  No

  N/A

8 Staffing

RECORDS

• 8.1 Evidence is available that staff are having monthly supervisions and these are consistent with Midland Heart policy and procedure

  Yes

  No

  N/A

• 8.2 Evidence is available that staff MPD's are being conducted and that the level of detail is adequate to support ranking following the MPD guidance

  Yes

  No

  N/A

• 8.3 Staff have completed all mandatory training and this is managed effectively

  Yes

  No

  N/A

• 8.4 Evidence staff concerns/performance are managed following the correct procedures

  Yes

  No

  N/A

• 8.5 Evidence that sickness, competency and disciplinary issues are dealt with following the correct policy and procedure AWARENESS

  Yes

  No

  N/A

• 8.6 Staff have a clear understanding of their role and responsibilities

  Yes

  No

  N/A

• 8.7 Staff have an understanding of the MPD process and expectations

  Yes

  No

  N/A

• 8.8 Staff can discuss the last training they completed and how this is beneficial to their role

  Yes

  No

  N/A

• 8.9 Staff understand the sickness policy and procedure and are following this

  Yes

  No

  N/A

• 8.10 Staff inductions have all been completed and refreshers and are stored on shared drive

  Yes

  No

  N/A

9 Life style

ACTIVITIES

• 9.1 Are varied and inclusive activities taking place daily, weekly and monthly

  Yes

  No

  N/A

• 9.2 Do activities include wellbeing activities and how do these enhance the lives of our customers

  Yes

  No

  N/A

• 9.3 Is partnership working taking place with outside agencies and advocacy services

  Yes

  No

  N/A

• 9.4 Records are available of activities which have taken place, who took part and any feedback received

  Yes

  No

  N/A

• 9.5 Risk assessments are in place where required Activity notice boards are in place advertising all up and coming activities

  Yes

  No

  N/A

• 9.6 Customers receive monthly activity timetables

  Yes

  No

  N/A

• 9.7 Advocacy service information is available communal areas

  Yes

  No

  N/A

• 9.8 Customer feedback and input is sought in relation to the lifestyle offer

  Yes

  No

  N/A