Rose Cottage is a 21-bed nursing home based in Swindon. A nursing home differs from a care home, in that a nursing home has qualified nurses available round the clock for any resident’s needs. All Nursing and Care homes are regulated by Care Quality Commission (CQC) who may carry out an inspection at any time, without giving prior warning. CQC will produce an inspection report which will rate the home as either Excellent, Good, Requires Improvement or Inadequate.
Rose Cottage is based in Haydon Wick in Swindon and employs 22 full-time staff, consisting of Management, Registered Nurses, Care Assistants, Activity Coordinator, Housekeepers, Catering staff, Domestic/Laundry Assistants and a Handyman. There are a further 4 Registered Nurses available as ‘bank’ i.e. they may be called in to cover for holidays/absences etc.
The home must maintain staff competencies in a number of areas in order to remain compliant.
There are 37 different courses that staff may need to be compliant with. With 22 staff, this gives a potential 814 combinations of staff/training course which need to be monitored. Most courses last for one year before retraining is needed. Of course, not every member of staff needs training in every course; Rose Cottage ‘only’ have 311 different combinations to monitor.
These courses include:
Rose Cottage must also keep all their patient care and nursing home equipment inspected, serviced, audited or calibrated. This gave them an additional 112 checks to keep on top of in any year, making a total of 423 items which needed to be checked and kept compliant annually.
This task has been managed by the Nursing Home owner, Mr Ally Seehootoorah, using several Excel spreadsheets. No one else had access to these spreadsheets, and they required constant checking to see where potential and actual non-compliance existed.
With healthcare regulations becoming ever more complex, and the potential for things to slip through the net unaudited, retrained or not serviced at the right time, there was a clear need for a system which would keep track of any part of the nursing home’s training and maintenance schedule, ensuring that anything needing attention was flagged and alerted at various intervals, all configured to suit the nursing home’s requirements. There was also a need to spread the work amongst other members of staff, such that there was no longer the reliance on the nursing home owner to maintain and constantly monitor records.
Compliance Systems worked with Rose Cottage Nursing Home to help identify all the data needed for Compliance Tracker. This data was loaded into the system by Compliance Systems, enabling Rose Cottage to start using the system immediately without having to load the data themselves, rendering their old compliance spreadsheets redundant.
Nursing home owner Mr Ally Seehootoorah said “Since we started using Compliance Tracker, we haven’t needed to look at our old spreadsheets or paper-based records once.” Following training and data load, the nursing home are now receiving advance warning of the due dates of non-compliances for all staff and equipment. The comprehensive dashboard highlights exactly where all non-compliance exists.
Once Rose Cottage’s data had been loaded into Compliance Tracker, almost 200 areas of non-compliance were identified, most of which they were unaware of, simply because they hadn’t had the time to check.
Emails now alert them to impending non-compliance, all configured to their requirements, so they don’t need to spend their time checking spreadsheets or wading through pages of notes about when something was last checked.
Mr. Ally Seehootoorah said “In the first 6 weeks of use, Compliance Tracker has enabled us to reduce our non-compliance by more than 40% and we now have proper training schedules in place for all staff members. The product is easy to use and saves us a lot of time by warning us about impending non-compliance, rather than us having to check all the time.”
In the first 6 weeks of use, Compliance Tracker has enabled us to reduce our non-compliance by more than 40% and we now have proper training schedules in place for all staff members. The product is easy to use and saves us a lot of time by warning us about impending non-compliance, rather than us having to check all the time.