HRR m01d

Facility EmployeeHandbook - Part 2

Specific toSun Village Retirement Home

HRR m01d

R:\Human Resources\Employee Handbooks and Orientation check lists\Facility Emp Hbks Part 1 & 2\HRR m01d - Emp Hbk Part2 New Sun Village.doc / Approved by: PG
Released by: NS
Release Date: 02/29/2012

Page 1 of 28

TABLE OF CONTENTS

1.Introduction, Workplace Contact Information and Representatives

2.Occupational Health and Safety Committees

3.Union Representation

4.Staff Room

5.Coffee and Meal Breaks

6.Meal Tickets

7.Communication/Report at Shift Change/Reporting

8.Language of the Home

9.Assignments

10.Shift Routines

11.Call Bell, Bed and Door Alarms and Phone Systems

12.Battery Charging and Power Outages

13.Dining Areas, Meal and Snack Support

14.Laundry

15.Garbage Disposal

16.Areas Safe and Tidy

17.Temperature Control Records

18.Code White Violent Incident

19.Fire Drills, Exits and Procedures - Code Red!

Fire Safety Program Policies & Procedures

Fire Exits and Pull Stations

18.PPSL Code of Ethics

Our Code of Ethics Includes:

Ethics

Code of Ethics

Park Place Seniors Living Code of Ethics

1.Introduction, Workplace Contact Information and Representatives

Following is a variety of information which is specific to the home in which you will be working. Reviewing in advance of your onsite orientation will help you become familiar with the home and processes in a timely and organized manner. Be assured you will receive support from staff already familiar with the home, residents and routines. Welcome to the team and Sun Village Retirement Home. Sun Village is located at:

1147 Main Street, Penticton B.C.

The phone number is 250 492 2020.

Staff is to park at the rear of the building.Staff is advised to maintain awareness of surroundings – in and around the workplace. Staff should conduct a visual check of the area, park in a well lit area and secure your car. Report any concerns regarding walkways, lighting, door locks or strangers in the area. It is encouraged that staff exit & enter the home with others where possible.Some homes have de-icing product available near entrances and parking lots for your use (in between routine serving)

Please note Sun Village is owned and operated by Park Place Seniors Living. Their Mission Statement is:

“Park Place Seniors Living exists to provide enriched life experiences to seniors by pursuing strategies for innovation, creativity and long term growth in a manner that is sustainable.”

The Site Leader, who holds the license for the home and is employed by the operator, isIzy Pineda. The Site Leader is involved in virtually all aspects of the care and support services of the home. AdvoCare, as a contract partner, reports to the Site Leader which may include participating in investigations and subsequent reports.

The AdvoCare on site office is located in suite #88 on the ground floor. In addition to meeting with the management staff who work from that office, you are invited to leave documentation, memos etc. in the mailbox provided in staff room on 2nd floor. In your main AdvoCare Employee Handbook is a listing of “Who to Contact” for a variety of employment related needs. Please defer to this list and utilize the toll free number provided to call directly or, leave documents you would like brought or faxed to home office in the mailbox provided.

Our management staff for Sun Village is Hollie Greig who is a program manager and confers with AdvoCare owner John Manton and Food Services and Nutrition Manager Angie D’Aoust regarding emerging issues or opportunities and of course, the Site Leader who is an employee of the operator. Hollie Greig also conducts the New Employee Sessions.

2.Occupational Health and Safety Committees

Staff is encouraged to be an active participant in the joint occupational health and safety process. Employees may be assigned by their union as employee representatives however, all staff is encouraged to attend meetings as guests. Please see the calendar of meetings posted at the worksite and, the minutes of previous OH&S committee meetings.

Staff is also encouraged to make suggestions and submit via an Observation Memo which has a check box indicating is related to health and safety concerns or recommendations. These are then reviewed by the Program Manager and relayed in part or entirety to the OH&S committee.

3.Union Representation

Staff is supported by a polyparty which for Sun Village in Penticton is BCGEU. Their contact information is:

Debra Critchley Staff Representative @ 1-800-667-1132, Fax # 1-800-946-0252

#214 3001 Tutt Street

Kelowna BC V1Y 2H4

It is recommended that staff routinely check the union bulletin board located in the staff area for updates and notices.

4.Staff Room

The staff area is located on the second floor at the end of the hall (sun room). Please check your personal mailbox routinely for updates and miscellaneous correspondence and, routinely check staff bulletin boards for updates regarding OH&S, union, educational and miscellaneous staff information. Staff is reminded to keep the staff area tidy including cleaning up after oneself, including dishes, and, discarding or removing items/food after use.

5.Coffee and Meal Breaks

Please refer to your collective agreement regarding authorized break allotments. Staff is to collaborate with their team for timing of breaks unless, specific direction is given. Consideration is given to the meal times of tenants to ensure sufficient staffing levels and coverage at peak times ie: tenant meal times. The kitchen is not to be left unattended when stoves are operating. Staff on night shifts will plan the break that works best for them though will ensure they remain available for emergency calls. Staff is not permitted to leave early from any shift rather than take a break during the shift because the home must have full complement of staff on duty at any one time.

6.Meal Tickets

Staff may purchase meals at this home. Lunch is $3.00, Dinner is $5.00. Staff are to mark the applicable meal in a log book and sign it. The money is to be put into container in cupboard by the kitchen phone. This money is collected by the site leader. Please note: AdvoCare makes available meal tickets of funding in lieu of in specific situations ie: staff has been asked to extend their shift. Please ask about this option in such situations.

7.Communication/Report at Shift Change/Reporting

Should you observe concerns regarding a tenant, please report to the Site Leader (building manager). Staff is to contact emergency services for urgent medical interventions. The cook carries responsibility for checking (directly or through delegation) on the status of tenants missing from expected meal times and reporting concerns to Site Leader or, triggering emergency response call as required.

Shift routines are posted in your work area. Please advise the cook or Program Manager if any questions or challenges related to your role and responsibility throughout your shift. Staff is to read the communication book at start of each shift and we prefer staff initial that they have read new directives or memos posted there.

Complaints or concerns expressed by tenants or visitors are to be directed to the Site Leader.Should the matter be related to a performance deficit on the part of an AdvoCare employee, AdvoCare will investigate the matter and take the required action. Where performance or other matters impact care and service delivery, the reputation of the home or, legitimacy of the license, AdvoCare will report the concern and outcomes to the Site Leader who holds the license for Sun Village.

Equipment or building safety concerns are documented in the maintenance binder which is located on the shelf above the ice machine. Unresolved maintenance matters and, any safety related concerns are to be reported to the OH&S representative (via an Observation Memo noted in point 2).

Staff injuries are reported to the AdvoCare Management staff. Management staff may redirect staff to emergency or medical services and, initiating WSBC form 6a and, in house incident reports.

Employees who work alone at night are required to check in at least once per shift, with the night nurse at Mountain Lake Seniors Community (Nelson). Refer to Occupational Health and Safety Regulations 4.20.1-4.23.

Non urgent learning needs or, consultation regarding best practices, routines etc. are to be directed to Advocare’s Program Manager or, discussed at your three month or annual accomplishment reviews.Observation Memos are available for staff to utilize to record concerns, observations and suggestions. Observation memos are reviewed by the Program Manager and/or Program Coordinator and, depending on need, action may be taken or, a report to OH&S, COO or Director may be triggered. Please note all Observation Memos are reviewed and signed off on by a manager. Where indicated and not restricted by confidentiality or time constraints, staff will receive a response to their memos though, given the multiple steps that may be triggered, do expect some delay as matters are thoroughly reviewed.

Please refer to your “Who to Contact List” which provides the contact numbers for various departments ie: payroll, scheduling, benefits etc.

8.Language of the Home

Please refer to enclosed document “How do you say it?” Effective communication is key to your success as an employee and as an employee working in a health care environment. Please be mindful of how you word things and use language which represents the culture of a Resident Focused Model of Care.

Please also refer to attached document “Picture your-self in the dentist’s chair!” Staff is to ensure they speak English while in the presence of others unless they are on a break and away from the program area on a break or, are speaking with a resident in a language the resident understands.

9.Assignments

The scheduling representative will advise regarding your schedule and this may include regular “lines” or, casual assignments. You will be orientated to your role, the home and the shift routines. You may be assigned to one department ie: the kitchen or, a number of areas. AdvoCare avoids split shifts and gives preference to creating and assigning as many full time positions as possible which in the case of Sun Village, led to routines which combine a number of tasks. There may occasions which necessitate reassigning staff for a shift or portion thereof. This may be done at the discretion of the scheduling department or the Program Manager. Staff must adhere to this direction.

Postings of new lines becoming available are posted on the corresponding bulletin board in the staff area and, forms are available for those who would like to apply. Postings are awarded in keeping with requirements noted in the posting or corresponding job description and the collective agreement. The names of the successful candidates are subsequently posted.

Staff assigned on night shifts is responsible for laundry and cleaning tasks as noted in the “Night Duty Cleaning Binder”. Check the binder which is located on the shelf above the ice machine. On night shifts you may work to identify what is to be cleaned that night of the week.

10.Shift Routines

MSW 0000-0800 Shift Routine

0000Hairnet, read communication book, pick up key and portable phone from evening MSW, check phone for messages in kitchen. Check emergency system/fire alarm system.

Make first rounds to check building. (check all outside doors) ** Do not go outside, remain indoors.

0030 Monday – Friday Laundry Duties:

  • Begin by washing kitchen laundry
  • Collect residence laundry (check master schedule) only collect laundry assigned to the specific days unless it is a guest suites laundry, then please do as an additional load. Guest suites currently are 205, 211, 214, 82.
  • Wash, dry and fold residence laundry, place in cloth bags originally with laundry (easier if you wash bags with loads as to not mix them up).
  • *** please keep numbered laundry bags with correct laundry as not to mix up loads.
  • Return laundry to residence doorsteps
  • Dry, fold and return kitchen/dining room laundry.
  • Wash micro clothes and micro floor mops(no fabric softener) Return to utility closet on shelf
  • Wash out washing machines and dryers
  • Wash floor and wipe tables in laundry room

Saturday and Sunday laundry duties:

  • Wash, dry and fold laundry from Kitchen/Dining Room
  • Swap tablecloths with new ones found in dining room cupboards. Wash old ones and put in cupboards once folded. (This is done every two weeks, communicate to find out when this is necessary)
  • Wash out washing machines and dryers, mop floor in laundry room and wipe down tables.

0200 15 minute break

0215 continue above laundry duties

0300sign and call in to Nelson. Clip board in kitchen.250-352-2600, extension 200 or 216.

0315-0345 half hour break

0345set tables in dining room for breakfast. (chart book for settings is on shelf in kitchen) paper napkin, coffee mug with saucer, teaspoon, soup spoon, butter knife.

0400 security round, and sign log sheet.

0430 fill milk containers for breakfast half full (used for cereal), do jams for breakfast. 10 of each(teaspoon full), 10 honey. Place these items in fridge till later once prepped.

0500Begin common areas. Elevator, lobby area, front and rear entrance to lobby. Clean two bathrooms on main floor(check toilet supplies: toilet paper, paper towels), mop bathroom floor and clean mirror, sort recycling flyers and newspapers in lobby, dust tables, pictures, railings, clean windows in office and glass doors. Vacuum and or wet mop lobby, entrances, corridors and recreation room, storeroom, office, lift. Empty garbage cans (four in total).

054515 minute break

0600Make third round to check building (check all outside doors)

0630Open front doors and side door. Finish any jobs that are not completed (example: set tables)

0700 place milks on tables, jams on counter, fill butters and creamers on tables. Make coffee and teas for breakfast.

Serve coffee and tea until end of shift.

0755return master keys to office

0800end of shift, go home.

MSW 1400-0000 Shift

4:00 p.m.

  • Hairnet/read communication book
  • Refill sugar containers/creamers & butters filled
  • Set out condiments(ketchups etc.) On counter
  • Place teabags/honey for residents who require

4:30 p.m.

  • Obtain keys from office and sign out in book
  • Check and sign alarm board sheet
  • Do initial security round, lock the doors that allow access to building
  • Take out recycling to bin/ tomato tins to storage shed(lock after) white key on wall if locked by back door

5:00 p.m.-6:00 p.m.

  • Serve coffee/dinner
  • Clear dishes: plates, dessert, glasses, saucers, cutlery. Do coffee cups last in bin

6:00 p.m.

  • Collect napkins return to laundry room
  • Collect creamers/butters, condiments. Return to fridge
  • (leave creamer containers on tables, only remove butter containers and return to cupboard)
  • Wipe off tables and dry(use vinegar/joy/all purpose cleaner)
  • Wipe off counter(by hot h2o)
  • Fill glasses for cold h20 on tray
  • Check on any residents that are absent and not accounted for(very important)

7:00 p.m. 15 min break

7:15 p.m.

  • Lock back door in kitchen/lock window(use board) leave open a bit for air
  • Turn off fan from high to low

7:30 p.m.

  • Do first security check(take stairs not elevators) turn off air conditioners on south side(2nd floor staff room, 3rd floor puzzle room)
  • Make sure you have portable phone with you from office
  • Check all outside doors for keys
  • Check all exit doors to make sure secure
  • Check north side and sign security book as record time check

8:00 p.m.Half hour break

8:30 p.m.

  • Begin common areas: sweep, mop floors(kitchen, dining room. Vacuum carpet in dining room, disinfect handrails, door knobs, light switches, dust blinds, clean windows ( do what you can in time allowed) take kitchen laundry to laundry room on cart(presoak with detergent)
  • Wipe down menu boards in lobby

9:00 p.m.

  • security check repeat as instructed (do not go outside as it is dark) sign security book

9:30pm

  • continue cleaning common areas:

Monday has a cleaning job of cleaning woodwork on dining room chairs 1-12

Tuesday has a cleaning job of cleaning woodwork on dining room chairs 13-24

Wednesday has a cleaning job of cleaning rubber mats in kitchen.

Thursday has a cleaning job of defrosting two fridges in kitchen, rubber mats and wiping table pedestals.

Friday has a cleaning job of steam table in kitchen.

Saturday has a cleaning job of condiment cleaning for all containers on tables.

Sunday has a cleaning job of cleaning (see cleaning chart)

(substitute common area jobs to allow time for this)

  • sign cleaning chart: also check other jobs on sheet required for the shift. Wipe down coffee urns and rinse out. Feed fish. Sign and complete. Leave prepared ice jug in juice fridge for morning.

10:30 take coffee break

10:45 continue common areas cleaning

11:30 security check (do not go outside)sign security book

12:00 midnight hand over keys and portable phone to night shift

***** guidelines may be adjusted due to other cleaning or emergency calls*****

MSW 1600-2400 Shift Reminders

Coffee urns

  • Cleaner used needs to be done every two to three weeks.
  • **** Important*** please use goggles, mask and gloves.
  • One blue teabag is good for three large urns. Use as if making a pot of tea. Fill and leave for two hours by sink. Rinse out and wipe down well. Leave a note if used so morning crew can re-rinse before brewing.

Fish food