In the latest episode of our podcast, Amanda Odom engages in a compelling conversation with the administrator of Siskin Subacute West, a transitional care facility in Tennessee. The episode delves into the significant challenges faced by the facility during their first annual survey post-COVID-19 and how their collaboration with Qsource helped them navigate the hurdles. This blog post will break down the key themes and actionable insights from the episode, providing valuable guidance for healthcare facilities facing similar regulatory pressures.
One of the primary challenges highlighted by Ariel Bellamy (LNHA, RHIA, CHPC, Administrator) was the inadequacy of their EMR system, which was not tailored for a post-acute care setting. This limitation created significant barriers for staff in accessing necessary documentation tools and accurately recording the high-quality care being provided.
Actionable Advice:
Evaluate Your EMR System: Ensure that your EMR system is designed to meet the specific needs of your care setting. Engage with vendors to customize features that support comprehensive documentation.
Training and Support: Provide ongoing training for staff to effectively use the EMR system. Regularly update training materials to reflect any system upgrades or changes.
Feedback Mechanism: Establish a feedback loop where staff can report issues or suggest improvements for the EMR system. This can help in identifying and addressing usability problems promptly.
Ariel noted that the absence of a structured education plan contributed to confusion and inconsistency in staff performance. This was exacerbated by leadership changes during the pandemic, which added to the complexity of the situation.
Actionable Advice:
Develop a Comprehensive Education Plan: Create a detailed education plan that includes regular training sessions, competency assessments, and continuing education opportunities for all staff members.
Leadership Training: Invest in leadership development programs to ensure that new leaders are well-prepared to guide their teams effectively.
Mentorship Programs: Implement mentorship programs where experienced staff can support and guide newer employees, fostering a culture of continuous learning and improvement.
Learn about Our Consulting Services
The stress associated with immediate jeopardy citations can be overwhelming for both administrators and floor staff. Qsource played a crucial role in helping Siskin Subacute West address these citations and develop a robust plan of correction.
Actionable Advice:
Proactive Engagement: Engage with consulting services like Qsource early on to identify potential compliance issues before they escalate to immediate jeopardy.
Comprehensive Documentation: Ensure that all care provided is thoroughly documented. Train staff on the importance of accurate and timely documentation.
Mock Surveys: Conduct regular mock surveys to identify and address compliance gaps. This can help in preparing staff for actual surveys and reducing anxiety.
Qsource's support was instrumental in building confidence among the staff at Siskin Subacute West. This was achieved through targeted education and the provision of valuable tools and resources.
Actionable Advice:
Empower Staff: Provide staff with the tools and resources they need to perform their duties confidently. This includes access to up-to-date policies, procedures, and best practices.
Regular Training: Conduct regular training sessions to keep staff informed about regulatory changes and best practices in care delivery.
Positive Reinforcement: Recognize and reward staff for their efforts and achievements. Positive reinforcement can boost morale and encourage a culture of excellence.
Ariel emphasized the significance of root cause analysis in the improvement process. Understanding the underlying issues, rather than just addressing surface-level symptoms, is crucial for sustainable change.
Actionable Advice:
Conduct Thorough Analysis: When issues arise, conduct a thorough root cause analysis to identify the true underlying problems. This involves gathering data, interviewing staff, and analyzing processes.
Implement Effective Solutions: Based on the findings of the root cause analysis, implement targeted solutions that address the root causes. Monitor the effectiveness of these solutions and make adjustments as needed.
Continuous Improvement: Foster a culture of continuous improvement where staff are encouraged to identify and address issues proactively.
Ariel expressed confidence in the sustainability of the improvements made at Siskin Subacute West. The leadership team's commitment to ongoing education and development is key to maintaining these improvements.
Actionable Advice:
Regular In-Service Training: Schedule regular in-service training sessions for all staff disciplines to keep them updated on best practices and regulatory requirements.
Dedicated Educator: Consider adding a dedicated educator to the leadership team to focus on staff training and development.
Proactive Approach: Adopt a proactive approach to compliance and improvement. Regularly review and update policies, procedures, and training materials to reflect current standards.
Ariel's advice to other nursing and rehabilitation facilities facing similar regulatory pressures is straightforward: "Make the call." Being proactive and seeking assistance before reaching a crisis point can make a significant difference.
Actionable Advice:
Early Engagement: Engage with consulting services like Qsource early on to identify and address potential compliance issues.
Collaborative Approach: Foster a collaborative environment where staff feel comfortable asking questions and seeking guidance.
Continuous Monitoring: Implement continuous monitoring and quality improvement processes to ensure ongoing compliance and improvement.
The collaboration between Siskin Subacute West and Qsource highlights the transformative impact of proactive measures, effective communication, and a commitment to continuous improvement in the face of regulatory challenges. By addressing key issues such as inadequate EMR systems, lack of structured education plans, and immediate jeopardy citations, healthcare facilities can build a confident and competent workforce capable of providing high-quality care.
For facilities facing similar challenges, the insights and actionable advice shared in this episode provide a valuable roadmap for navigating regulatory pressures and achieving sustainable improvement. Remember, being proactive and seeking assistance early on can make all the difference in creating a culture of compliance and excellence.