Service Center Self-Inspection Tool Arjo 2023

• Site conducted

  Select

• Conducted on

  Date

• Prepared by

• Location
  Address

• Yes

  No

  N/A

• Effective Date: 30-JUN-2022

  Date

1. Introduction:

• Document #: SOP-SVC-US-0050-A rev 4

• Arjo field leadership will use this form to assess how well their teams are in adherence with required processes. The criteria used is derived from Policies, Standard Operating Procedures and Work Instructions developed for use by

• Service Operations. Visual Work Instructions can be purchased from Bopi or found on Connect. This self-inspection activity is a semi-annual T-Card requirement

• After completing this form, submit the Service Center Self-Inspection Improvement Plan SOP-SVC-US-0050-B to your

• Facility name: Date:

• Location:

• Senior Service Consultant/Service Center Supervisor:

• Yes = meets standard

  Yes

  No

  N/A

• No = below standard

  Yes

  No

  N/A

• NA = not applicable

  Yes

  No

  N/A

2. Service Center Information:

• Territory Service Manager:

• Inspection completed by:

3. Organizational Checks: 3A. People

• Check with some or all team members to verify they are up to date on required Arjo training (review training report found on Connect as an added reference). Refer to SOP-SVC-US-0025 US Service

Training

• All team members completed their annual competency assessment (not applicable to employees who have worked for less than 12 months). Refer to SOP-SVC-US-0025 US Service Training

  Yes

  No

  N/A

• All team members participated in a building evacuation and fire drill within the last 12 months. Refer to SOP-SVC-US-0043 Health & Safety for Service Facilities, T-Card activity and SOP-SVC-US-50-F

  Yes

  No

  N/A

Service Center Document Retention Schedule

• All new team members have been instructed on building evacuation plans and a fire drill has been conducted within 30 days of employment. Refer to SOP-SVC-US-0043 Health & Safety for Service

  Yes

  No

  N/A

Facilities and T-Card activity

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

• All team members know how to access the Connect SharePoint site and navigate all areas of the site

  Yes

  No

  N/A

• All team members know what constitutes a product complaint and how to document and submit them. Extra question - do team members know what a non-conformity is? Refer to Visual Work

  Yes

  No

  N/A

Instruction Complaint Reporting Advantum #100071155

• All team members are up to date on required vaccination and TB Test. Refer to SOP-SVC-US-0043

  Yes

  No

  N/A

• Health & Safety for Service Facilities, T-Card activity and Vendor Credentialing Policy found on My

  Yes

  No

  N/A

• Employment US intranet site

  Yes

  No

  N/A

• Team members know how to use T-Card system. Are they completing and documenting properly the completion of T-card activities? Refer to WI-SVC-US-0082 Use of T-Cards and Gemba Walks, SOP-SVC-

  Yes

  No

  N/A

• Are all required team members up to date on vendor credentialing training modules (self-check direct with employee)? Refer to Human Resource Vendor Credentialing Policy

  Yes

  No

  N/A

• All Service Consultants have up to date Driver Qualification (DQ) files. Do they have current Med Cert and valid driver’s license with them when working? Refer to POL-SVC-US-0001 US Fleet Policy, SOP-

  Yes

  No

  N/A

• SVC-US-0039 US Regulated Driver US and Fleet Safety Program SOP-SVC-US-0047

  Yes

  No

  N/A

• Total Number of No response for follow up #

• Comments/Follow up:

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

3B. Document Retention and Review:

Asset Related Documents:

• For the purposes of this self-inspection form, all record retention checks are for ensuring proper documentation is available for internal and external audits. Unless otherwise indicated, refer to SOP-SVC-US-50-F Service Center

  Yes

  No

  N/A

Document Retention Schedule

• Asset Disposal Forms are available for review. Refer to WI-SVC-US-0091 Asset Disposal Process

  Yes

  No

  N/A

• Quality Checklists are available for review (Quality Checklists are created through the completion of a hygiene order in SAP). Hardcopy of RotoProne Quality Checklist can be found on Connect

  Yes

  No

  N/A

• Asset Preventative Maintenance files are available for review and up to date. Refer to WI-SVC-US-

  Yes

  No

  N/A

0108 Asset Preventative Maintenance (PM) Requirements

• Previous cushion testing logs are available for review. Refer WI-SVC-US-0099 Universal Mattress and

  Yes

  No

  N/A

Cushion Testing and WI-SVC-US-0099-B Universal Mattress and Cushion Testing

• Steri-Fab Treatment Logs are available for review, if required by state, county or city. Refer to SOP-

  Yes

  No

  N/A

SVC-US-0044 Infection Control for Service Facilities and Visual Work Instruction Steri-Fab Application

• Advantum #100071074

  Yes

  No

  N/A

• Monthly Asset Inventory Reports are posted on Connect. Refer to SOP-SVC-US-0048 US Service

  Yes

  No

  N/A

Center Asset Inventory Management

• Complete monthly parts cycle counts as directed by operations group. Refer to SOP-SVC-US-0035

  Yes

  No

  N/A

Inventory Control

• Complete quarterly service order documentation review in SAP (ZCRE, ZSR-PM, ZSR-RTR, ZSR-UPG)

  Yes

  No

  N/A

• Refer to WI-SVC-US-0141 Serial Number Audit Process

• Environmental Documents (Refer to SOP-SVC-US-50-F Service Center Document Retention Schedule):

  Yes

  No

  N/A

• Quarterly Ecolab reports are available for review

  Yes

  No

  N/A

• Quarterly Terminix visit reports available for review

  Yes

  No

  N/A

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

General Administrative Documents (Refer to SOP-SVC-US-50-F Service Center Document Retention Schedule):

• Facilities – OSHA 300A Logs

  Yes

  No

  N/A

• Post Disaster Evaluation forms completed for actual drill/evacuation within last 12 months

  Yes

  No

  N/A

• Additionally, refer to Connect for completed drills

  Yes

  No

  N/A

• Third Party Audits – External audit/assessment report with “finding” – copy sent to the local Quality

  Yes

  No

  N/A

• Manager and filed on-site until next third party audit. No findings file on-site. Refer to SOP-SVC-US-

  Yes

  No

  N/A

0050 US Service Center Requirements

• Completed SOP-SVC-US-101-A Employee Signatures for every employee (found on CareView)

• Up to date facility local supplier list (washer/dryer repair, HVAC, janitorial). Refer to SOP-SVC-US-

  Yes

  No

  N/A

0054 Order & Invoice Process Field Service & Rental

• Up to date facility equipment list (all current fixed assets)

  Yes

  No

  N/A

• Most recent self-inspection documents available for review

  Yes

  No

  N/A

• Recent audit report and associated documents

  Yes

  No

  N/A

• Total Number of No response for follow up #

• Comments/Follow up:

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

3C. Facility Posting:

• The postings listed below are required unless listed as recommended. Any additional postings are at the discretion of field leadership

• Required Postings visible to public (Refer to SOP-SVC-US-0050 US Service Center Requirements):

  Yes

  No

  N/A

• Current Business Licenses / Permits (City and State)

• Regulatory licenses as required by state (e.g. Bedding/Sanitation permits/licenses)

  Yes

  No

  N/A

• POL-001 Quality Policy & POL-002 Environmental Policy (signed and on CareView)

  Yes

  No

  N/A

• Service Center Organizational Chart (check with Territory Service Manager)

  Yes

  No

  N/A

• Proof of Liability Insurance (current - verify date in every section)

  Yes

  No

  N/A

• Locally developed Emergency Evacuation Route/Map

  Yes

  No

  N/A

• Posted in Employee Common Area (Refer to SOP-SVC-US-0050 US Service Center Requirements):

  Yes

  No

  N/A

• Federal Labor Law Posters (5 in 1 OSHA Poster)

  Yes

  No

  N/A

• State Labor Law Posters, as required by State

  Yes

  No

  N/A

• E-Verify Posting / EEO Poster Supplement

  Yes

  No

  N/A

• Right to Work (English/Spanish)

  Yes

  No

  N/A

• Pay Day Notice (US Only), if required by State

  Yes

  No

  N/A

• Notice of Workers’ Compensation Carrier by State (may be included in State Labor Law)

  Yes

  No

  N/A

• Emergency Procedures Flip Chart - completed with current management information

  Yes

  No

  N/A

• OSHA Form 300A (post between February 1st and April 30th)

  Yes

  No

  N/A

• Labor Relations Act (NLRA) Posting (may be included in the 5 in 1 OSHA poster)

  Yes

  No

  N/A

• Federal Motor Carrier Safety Administration HOS Poster (HOS Regulations)

  Yes

  No

  N/A

• HR Contact Sheet – found on General Resource/ADP

  Yes

  No

  N/A

General Building and Warehouse Postings (Refer to SOP-SVC-US-0050 US Service Center Requirements and SOP-SVC- US-0071 Prioritizing Product Failures):

• Building Exit Signs (1-C-138 or equivalent)

  Yes

  No

  N/A

• Post identifying signage on doorway or room (e.g. “Office”, “Conference Room” or can use Not an Exit Sign 1-C-139). Restrooms must be clearly identified and labeled

  Yes

  No

  N/A

• Emergency Lighting (Sign 1-C-137 or acceptable substitute) Post by emergency lighting

  Yes

  No

  N/A

• Fire Extinguisher (1-C-141 or acceptable sub) Post by fire extinguishers

  Yes

  No

  N/A

• No Smoking Facility (1-C-123 or equivalent) Post by each entrance

  Yes

  No

  N/A

• Infection Control / Hand Hygiene Procedures (MED.054 posted at each sink)

  Yes

  No

  N/A

• First Aid (1-C-124 or equivalent) Post by First Aid Kits

  Yes

  No

  N/A

SOP-SVC-US-0046 Hazard Communication Program – Service

• Appropriate Product Failure page displayed in Service Center areas

  Yes

  No

  N/A

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

• Recommended Postings – Not required at this time:

•  Arjo Privacy Policy (posted on the company website)

  Yes

  No

  N/A

•  System One Certificate (sent with 5 in 1 posters)

  Yes

  No

  N/A

•  Reporting Abuse & Neglect (local contact information)

  Yes

  No

  N/A

• Total Number of No response for follow up #

• Comments/Follow up:

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

4. General Facility Requirements (Refer to WI-SVC-US-0095 US Service Center Designated Area Requirements):

• In Process = Yellow

  Yes

  No

  N/A

• Branch Ready = Green

  Yes

  No

  N/A

• Repair = Black

  Yes

  No

  N/A

• Capital = Black

  Yes

  No

  N/A

• Dirty Product Parking = Red

  Yes

  No

  N/A

Environmental Controls (Refer to WI-SVC-US-0095 US Service Center Designated Area Requirements, SOP-SVC-US-0043 Health & Safety for Service Facilities, and SOP-SVC-US-0046 Hazard Communication Program - Service):

• Warehouse is clean and organized. Clear evidence of daily/bi-monthly mopping and trash bins regularly emptied in all areas of warehouse, in particular the “In-Processing” area

  Yes

  No

  N/A

• Breakroom and bathrooms are clean and orderly

  Yes

  No

  N/A

• Service center has appropriate and functioning lighting in all areas

  Yes

  No

  N/A

• All storage locations/shelving labeled

  Yes

  No

  N/A

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

General Facility (Refer to WI-SVC-US-0095 US Service Center Designated Area Requirements, SOP-SVC-US-0043 Health & Safety for Service Facilities and SOP-SVC-US-0030 Calibration Process):

• Quality Processing area tools are available and stored appropriately

  Yes

  No

  N/A

• All required calibrated test equipment, including weights, are available for use

  Yes

  No

  N/A

• IT room/area is free of debris and is readily accessible

  Yes

  No

  N/A

• Evidence of visual management tools in use (e.g. shelf labels, Kanban squares, signage)

  Yes

  No

  N/A

• Emergency lights & radio are operational; employees know how to tune radio to local emergency station

  Yes

  No

  N/A

• Designated shipping and receiving area with proper signage and postings:

  Yes

  No

  N/A

 Chemical and Battery Shipping Visual Work Instruction Advantum #100076683

•  Blower Box and Mattress Shipping Visual Work Instruction Advantum #100076684

  Yes

  No

  N/A

• Total Number of No response for follow up #

• Comments/Follow up:

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

4A. Quality Processing Area:

• Quality Processing Area Postings (Visual Work Instructions can be purchased from Bopi or found on Connect where noted):

Hand Hygiene Visual Work Instruction Advantum #100071064

PPE Visual Work Instruction Advantum #100071065

• How to Prevent Infection / Did You Wash Your Hands (TSSInfectPrev_poster)

  Yes

  No

  N/A

Chemical Testing and Hand Mixing Process Visual Work Instruction Advantum #100071066

Pre-Laundry Checks Visual Work Instruction Advantum #100071823

• Visual Work Instructions appropriate for each Service Center (e.g. Steri-Fab Application or RotoProne Visual Standards). Visual Work Instruction Steri-Fab Application Advantum #100071074 and

  Yes

  No

  N/A

RotoProne Visual Standards Advantum #100074971

• Slippery Floor 1-C-125 or equivalent must be posted in areas where there is a potential for wet or slippery floors, such as the Fluid Air processing area. Found on Connect

  Yes

  No

  N/A

• Eye Wash Station - Eye Wash Fountain Sign 1-C-121 or equivalent must be posted. Found on Connect

  Yes

  No

  N/A

General Area Requirements (Refer to WI-SVC-US-0095 US Service Center Designated Area Requirements, SOP-SVC- US-0046 Hazard Communication Program – Service):

• Dirty hold area taped and parking spots labeled

  Yes

  No

  N/A

• All dirty products are covered with blue covers or bags

  Yes

  No

  N/A

• Approved Sharps container; a mail back regulated medical waste container and/or a red plastic bag are available for use

  Yes

  No

  N/A

• If required by local/state laws the Regulated Waste log is maintained. Refer to SOP-SVC-US-0043-B

  Yes

  No

  N/A

Regulated Waste Log

• If required by local/state laws, a Safety Data Sheets (SDS) Binder available on site

  Yes

  No

  N/A

• All employees know how to access and use on-line SDS site. Access SDS site via Connect

  Yes

  No

  N/A

• Employees have access to appropriate PPE and know how and when to use it

  Yes

  No

  N/A

• Chemical spill kit is available and employees know how to use it

  Yes

  No

  N/A

• Eyewash station drains properly, covers are clean both underneath and top, unit is clean and calcium free

  Yes

  No

  N/A

• Steri-Fab sprayers have marbles for proper disbursement:

  Yes

  No

  N/A

•  Correct log being used for Steri-Fab

  Yes

  No

  N/A

•  Correct Sanitation (Law) Labels are attached to assets

  Yes

  No

  N/A

•  Oklahoma: Revenue Stamp is attached Sanitation Label

  Yes

  No

  N/A

• Quality processing bays taped and parking spots are labeled

  Yes

  No

  N/A

• Processing carts are available with all necessary supplies. Secondary containers have correct

  Yes

  No

  N/A

• HMIS/WHMIS labels

  Yes

  No

  N/A

• Clean assets are covered/bagged in clear plastic

  Yes

  No

  N/A

• Assets are covered/bagged in clear plastic when not being actively being worked on

  Yes

  No

  N/A

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

• Employees know process for missing/expired calibration dates or test equipment failure

  Yes

  No

  N/A

• Refer to SOP-SVC-US-0030 Calibration Process and WI-SVC-US-0011 Out of Tolerance & Scheduled

  Yes

  No

  N/A

• Calibrated Equipment Exchange

  Yes

  No

  N/A

• Weights are verified and labeled correctly (100g weight available if needed)

  Yes

  No

  N/A

• Refer to SOP-SVC-US-0030 Calibration Process and WI-SVC-US-0012 Verification of Weights

  Yes

  No

  N/A

• Cushion tester is labeled correctly including a current PM sticker. Refer to WI-SVC-US-0099 Universal

  Yes

  No

  N/A

Mattress and Cushion Testing

• All employees know how to use and test cushion tester, logging results correctly

  Yes

  No

  N/A

Refer to WI-SVC-US-0099 Universal Mattress and Cushion Testing

• All paint and approved chemicals are labeled correctly and not expired

  Yes

  No

  N/A

• Any parts used in quality processing, including replacement cushions, are covered or placed in containers with correct labeling

  Yes

  No

  N/A

• Process for accessories/non-serialized assets is followed (Lift Poles, IV Poles, O2 Holders, Trapeze etc). Quality Checklist found on Connect

  Yes

  No

  N/A

• Quality Checklist Processing Cards are attached to all assets that do not have a Quality Checklist sheet attached (accessories, MRS pads, etc)

  Yes

  No

  N/A

• All used batteries are stored properly in closed plastic container with vented lid

  Yes

  No

  N/A

• Evidence that quality-processing area mops and rags cleaned and maintained correctly. Refer to T-Card activity

  Yes

  No

  N/A

• Team members know how to access all product related information on the Connect SharePoint site and the NA Documentation SharePoint site

  Yes

  No

  N/A

• Team members can access all necessary documents for appropriate quality processing on service center iPad or desktop computers

  Yes

  No

  N/A

• Team members demonstrate knowledge and skill with all required SAP transactions required in their daily work

  Yes

  No

  N/A

• All employees know how to access, complete and file paper Quality Checklist sheets in case of SAP outage. Refer to WI-SVC-US-0021 Document Rental Service Orders Manually when SAP is Inoperable

  Yes

  No

  N/A

• All quality processing requirements are being completed and documented correctly. Refer to SOP-

  Yes

  No

  N/A

SVC-US-0042 Product Handling Requirements for Service and Rental and WI-SVC-US-0085 Rental

Quality Processing

• Total Number of No response for follow up #

• Comments/Follow up:

• Check assets in the designated “Ready” and “Repair” areas. Refer to WI-SVC-US-0095 US Service Center Designated Area

  Yes

  No

  N/A

Requirements and WI-SVC-US-0085 Rental Quality Processing

• Proper product disposal procedures are used. Any destroyed products are removed from the Service

  Yes

  No

  N/A

• Center or labeled appropriately

  Yes

  No

  N/A

• Customer owned products stored in appropriate hold location and labeled correctly

  Yes

  No

  N/A

• Assets used for customer demo and/trials are stored in appropriate location and labeled correctly

  Yes

  No

  N/A

• Products located in “Ready” have a completed Quality Checklist displayed which contains signature and dates as indicated by checklist

  Yes

  No

  N/A

• If Server Center has excess or overflow “Ready” inventory it should be located in a green “Ready” area with “Excess” or “Overflow” signage

  Yes

  No

  N/A

• All products in “Ready” meet quality and infection control standards, which includes appearance of expired/past due)?

  Yes

  No

  N/A

• All assets in “Ready” have all required manufacture labels and are legible

  Yes

  No

  N/A

• Employees know where to find and how to use product specific label guides

  Yes

  No

  N/A

• Pumps must be in an individual bag with Quality Checklist sheet visible inside bag and stored correctly (not on bed frame)

  Yes

  No

  N/A

• Skin IQ on a Citadel frame are placed on the bed and rolled; fan should be visible and unplugged

  Yes

  No

  N/A

• Assets requiring repair are properly identified (in a visible place) with a company approved down tag and found in correct ERP system location. Refer to WI-SVC-US-0069 How to Complete a Down Unit Tag

  Yes

  No

  N/A

• Assets in “Repair” have appropriate Quality Checklists on them

  Yes

  No

  N/A

• All parts are stored and labeled appropriately

  Yes

  No

  N/A

• Chemicals, lubricants and paint is not expired, labeled and stored appropriately

  Yes

  No

  N/A

• Repair area has all necessary equipment, and calibrated instruments have stickers displaying current calibration dates

  Yes

  No

  N/A

• Tools and equipment used in “Repair” area are labeled and stored appropriately

  Yes

  No

  N/A

• Total Number of No response for follow up #

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

5. Assets

5A. Ready Area:

5B. Repair Area:

• Comments/Follow up:

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

• 6. Vehicles (Refer to POL-SVC-US-0001 US Fleet Policy, WI-SVC-US-0070 US Vehicle Pre & Post Trip, WI-SVC-US-0083 US Aids):

  Yes

  No

  N/A

• Truck cab/exterior is clean and trash/debris removed from vehicles

  Yes

  No

  N/A

• Truck cargo area is cleaned regularly; all equipment inspected and cleaned as necessary

  Yes

  No

  N/A

•  Straps and Ratchets

  Yes

  No

  N/A

•  Truck side foam and loading foam

  Yes

  No

  N/A

• Required equipment to secure frames is available, including foam for truck sides

  Yes

  No

  N/A

• Product is loaded appropriately. Dirty/clean product is clearly distinguishable and separated

  Yes

  No

  N/A

• Appropriate PPE located in vehicle along with First Aid Kit

  Yes

  No

  N/A

• Fire Extinguishers are in cab and fully charged; emergency triangles are available

  Yes

  No

  N/A

• Annual DOT Inspection Report (submit to arjo@arifleet.com). State inspections may replace the annual DOT requirement. Check with Fleet Coordinator

  Yes

  No

  N/A

• Preventive Maintenance Receipts –submit to arjo@arifleet.com

• Repair Receipts – submit to arjo@arifleet.com

  Yes

  No

  N/A

• TRUCE beacon is in truck cab

  Yes

  No

  N/A

• All Service Employees who operate rental trucks or van are using TRUCE

  Yes

  No

  N/A

• Geotab telematics device installed and working

  Yes

  No

  N/A

• Service Consultants know how to view previous Driver Vehicle Inspection Report DVIR in Geotab

  Yes

  No

  N/A

• Drive

  Yes

  No

  N/A

• Required paperwork in vehicle, if using hard copy:

  Yes

  No

  N/A

•  Previous driver DVIR

  Yes

  No

  N/A

•  Current days trip log

  Yes

  No

  N/A

• Required paperwork in vehicle or in vehicle binder:

  Yes

  No

  N/A

•  Valid insurance and registration

  Yes

  No

  N/A

•  Valid and correct fuel card

  Yes

  No

  N/A

•  HOS Public Safety Letter (CA has own letter)

  Yes

  No

  N/A

•  150 Air mile map and CA requires 100 Air mile map

  Yes

  No

  N/A

•  Blank copies of DVIR

  Yes

  No

  N/A

Vehicle Postings - BOX Truck Only

Loading Inventory Diagram VA-19-04-AH

• Wall Position Loading Diagram Advantum # 1000076149

  Yes

  No

  N/A

• Proper Use of Ratchet Poster VA-19-06-AH

  Yes

  No

  N/A

• Comments/Follow up:

• Total Number of No response for follow up #

• SOP-SVC-US-0050-A rev 4

  Yes

  No

  N/A

• Revision Effective date

  Yes

  No

  N/A

• (DD-MMM- YYYY)

• Change Description

• 28-Oct-2020 Original document

  Yes

  No

  N/A

• 01-MAY-2020 Updated postings and vendor credentialing

  Yes

  No

  N/A

• 18-Oct-2021 Update vehicle information due to Geotab required

  Yes

  No

  N/A

• changes

  Yes

  No

  N/A

• 30-JUN-2022 Documents to reference added either at section level

  Yes

  No

  N/A

• or item level, where needed for additional resource

  Yes

  No

  N/A

• Vehicle Section & Quality Process Section updated

  Yes

  No

  N/A

• Author &

• Approver

  Yes

  No

  N/A

• Kristi Lloyd

  Yes

  No

  N/A

• James Ponder

  Yes

  No

  N/A

• Kristi Lloyd

  Yes

  No

  N/A

• James Ponder

  Yes

  No

  N/A

• Anissa Lloyd

  Yes

  No

  N/A

• Deborah Quador

  Yes

  No

  N/A

• Anissa Lloyd

  Yes

  No

  N/A

• Kristi Lloyd

  Yes

  No

  N/A

• Deborah Quador

  Yes

  No

  N/A

• Kristi Lloyd

  Yes

  No

  N/A