Reduce Risk Through Prevention Strategies

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1 Reduce Risk Through Prevention Strategies Kathy Donahue, Catholic Charities, Archdiocese of Chicago Karen O Mara, Catholic Charities, Archdiocese of Chicago Amanda Weller, Gallagher Bassett

2 Kathy Donahue, LCSW Karen O Mara, ESQ Amanda Weller BS Engineering Technology Presenters Senior Vice President of Program Dev. & Evaluation Program Development Senior Attorney - Legal and Compliance Services Religious and Public Entity National Accounts Manager Loss Control

3 Key Points for the Presentation How to create a Risk Prevention Plan through committee work Organization of Catholic Charities Structure, Understanding the Involvement of Key persons, Legal, Insurance Rep, IT etc. Committee Transparency and Sharing creates the Risk Plan Communication Tools COA Standards (Council on Accreditation) Loss Control and Claims Management The Story Culture of Collaboration and Leadership

5 Members of the Risk Management Committee Vice Presidents Legal HR IT Board Vice President Monthly Meetings Finance Facilities Risk Management Committee Chair: SR. VP Prog Dev & Eval Safety Council GB Loss Control Collaboration

6 Risk Management Committee Standing Agenda Items

7 Safety Council Structure Other Sub Committees as Necessary Quarterly Meetings All Service Areas Facilities Fleet Sub Committees Staff Development HR Safety Council Chair: Sr. Attorney for Legal and Compliance Collaboration IT Communications Disaster / Community Response Sub Committee GB Loss Control Vice Presidents

8 Safety Council Standing Agenda Items

9 History of Working Together Began with convening people Reviewing incidents Adjusting report form Training topic adjustments Follow-up was needed Trending analysis Changes to committee representatives

10 Risk is Owned and Shared Administration President & CEO Board of Advisors Vice Presidents Risk Management Safety Council Quality Improvements

11 There are policies, forms and procedures to communicate Agency Policies Review and Updates (106) Incident Form Incident Review Summary Risk Management Committee Monthly Safety Checklists Turned into Facilities Damage Assessment Safety Council Bulletins Internal Audit

12 There are policies, forms and procedures to communicate HR Help Line Whistle Blower Hotline Gallagher Bassett Loss Control Visit Reports Follow-up procedure and tracking for GB Recommendations Training Committees reporting to each other

13 Incident Report Located on the intranet Fillable Sent to one person Many revisions

14 Incident Report Summary Monthly Incidents List Follow-up Included Past Incidents Reviewed Until closed Example Incidents

15 Laptop Theft Community Violence Both Incidents Created Changes on the Incident Form

16 RPM 1 Legal and Regulatory Compliance HIPAA Corporate compliance committee RPM 4 Insurance Protection RPM 9 Contracts and Service Agreements

17 RPM 2 Risk Prevention RPM 3 Medication control and Administration RPM 7 Case Records RPM8 Access to Case Records

18 RPM 10 Quality Monitoring of Purchased Services RPM 11 Technology-Based Service Delivery RPM 5 Technology and Information Management RPM6 Security of Information

19 Standards of excellence for organizational health Highest score given

20 Charities Locations are evaluated on a rotating basis Evaluations include but are not limited to the following: Describe Business Operations, New Construction/Alterations, Operational Changes Describe Property Loss Experience Review, Open Claims Discussed Describe Potentially Hazardous Property/Operational Exposures General Facility Information Security & Protection Emergency Planning Physical Conditions Physical hazard survey of location Provide recommendations based on findings Loss Control Service Plan Internal Follow-up Procedure: Recommendations are given 30 days to complete if a life safety issue, 90 days for all other hazards. Follow-up is complete with the Vice Presidents. They must respond to each recommendation.

21 Loss Control Service Plan A shift in the service plan Training and Emergency Preparedness Activities Vice Presidents and all supervisor training explained the importance and why we need Loss Control/Risk Management Individual location visits vs. training

22 Loss Control Service Plan Training Topics Home Care Training - Bloodborne Pathogens and Safety Concerns (Slip/Trip/Fall & Back) Forklift/Pallet Jack Training Warehouse and WIC centers Facilities Training - Training for the facilities employees includes Bloodborne Pathogens, MRSA, Slip/Trip/Fall Ladders and Back Injury Prevention. Bloodborne Pathogen Training - The Bloodborne Pathogens training reviews the OSHA standard, teaches universal precautions and proper hand washing and disinfection. MRSA Training: MRSA Awareness training has been added to the Bloodborne Pathogen training by request. Driver Awareness Training - The Driver Awareness program places emphasis on defensive driving, aggressive drivers, distraction and seatbelts. Car Seat Installation Training - A hands-on approach will be conducted that will include placement precautions and tools to use. Children's behavior will also be discussed. Emergency Preparation and Lockdown Training, site assessment, drills

23 Developed Due to Conversations in the Safety Council Meetings At the most basic level, preparing for disaster starts with preparedness at home and within the individual family unit. To help ensure that Catholic Charities can continue its mission of service during a crisis, it is essential for employees and volunteers to be prepared at home so they may be available to fulfill their workrelated responsibilities, as well as their personal responsibilities.

24 Claims Management, Reporting and Monitoring Workman s Compensation Committee (Quarterly Claims Reviews) Liability and Property Committee (Quarterly Claims Reviews) Trending Analysis of Claims by Frequency and Severity Claims - Lag Reporting

25 Claims Management, Reporting and Monitoring Claims - Lag Reporting Was an Area of Focus Year Claim Count Employee Lag Days Employer Lag Days Total # of Lag Days Average # of Days 07/01/ /30/ ,236 1,074 2, /01/ /30/ ,014 1,559 2, /01/ /30/ ,062 1, /01/ /30/ ,367 1,576 2, /01/ /30/ , /01/ /30/ , /01/ /30/

26 Many moving parts, not an overnight process Make Reporting Easy Promote Comfort with Legal Department Celebrate Reporting Congratulate for Managing Risk Well Identify and Follow Through on Educational Needs

27 Questions or Discussion? 27

28 Form 45 and the Gallagher Bassett/Liability/Auto Forms must also be completed when indicated below. INCIDENT REPORT The purpose of this report is to assure that incidents are consistently, accurately and uniformly recorded and reported. By reviewing information from the reports, the Agency will be able to identify security needs and develop appropriate remedies or programs to reduce future risks. Person(s) Involved: PLEASE CHECK: (EMP ID REQUIRED IF STAFF PERSON) Last Name: First Name: Emp ID # Staff Person Volunteer Client Other Last Name: First Name: Emp ID # Staff Person Volunteer Client Other Date of Report: Date of Incident: Time of Incident: Duration of Incident: Site Name/Location of Incident/Address, City: Contact Information For Person s Involved and Work Site: Position Title: (if applicable) Work Telephone #: Cell Phone #: Division: Program Name: Area #: Phone #: TYPE OF INCIDENT (CHECK ALL THAT APPLY) Verbal Assault-Threat By Client By Co-worker By Significant Other Other Physical Assault By Client By Co-worker By Significant Other Other Injury Illness Employee (Form 45 attached) Client (Copy to Legal) Volunteer (Form 45 attached) Other Employee Client Volunteer Other IL Form 45 Attached (Click Here) Auto Accident Personal Vehicle Agency Vehicle Vehicle Lic # Car Towed Estimate of Repair (Attached) Gallagher Bassett Auto Accident Form Attached (Click Here) Theft/ Lost or Mislaid Agency Property Employee Property Client Property Identity Theft Potential Identity Theft (include any electronic device i.e. ipad, blackberry, laptop, phone containing employee or client data) Contact ISG helpdesk and your supervisor immediately if any electronic device w/client or employee information is missing. OTHER: Employee Conduct Improper Conduct/Harassment Fraudulent Activity Suspicious Activity Alleged incidents of physical, verbal or sexual abuse By Client By Co-worker By Significant Other Other Client Behavioral Incident Damage to Property Vandalism Smoke, Fire Wind Damage Trespassing False Alarm Other Community Violence On Site Property Within Immediate Vicinity Staff Person Incident Reported to: Name Date: Position Title Name of Persons Involved: Staff Person: Volunteer: Client: Other: (If Applicable) Was the Police Department contacted Yes No POLICE INFORMATION Date of Report: Police Report Number (RD#) If yes copy of Police Report Attached Yes No (If Applicable) Is there an Order of Protection? Yes No (If Applicable) If yes does the Order of Protection or the relevant order include the workplace address? Yes No Created by: Web Management and MIS Support - Management Information Systems (721 N. LaSalle St. MC: 111-1) Modified on: Nov 4 th, 2010 Contact: Phone (312) MIS_Support_Desk@catholiccharities.net Copyright Catholic Charities of the Archdiocese of Chicago

29 INCIDENT REPORT (CON T) DETAILED DESCRIPTION OF THE INCIDENT AND ANY DESCRIPTION OF OFFENDER; (IF APPLICABLE) WHAT IS THE ACTION PLAN (IF APPLICABLE) (Attach additional information or documentation if appropriate) Print Reporter Name: Signature of Reporter: Date: Print Supervisor Name: Signature of Supervisor: Date: YOU MUST SEND THIS REPORT WITHIN 24 HOURS TO YOUR VICE-PRESIDENT AND: NAME ADDRESS FAX NUMBER MC ADDRESS Director of Programs, Kathy Donahue 721 N LaSalle St. Chicago, IL incidentreport@catholiccharities.net IF THE EMPLOYEE WAS INJURED DURING THE INCIDENT, YOU MUST SEND THIS REPORT TO: Human Resources 721 N LaSalle St. Chicago, IL srogers@catholiccharities.net Created by: Web Management and MIS Support - Management Information Systems (721 N. LaSalle St. MC: 111-1) Modified on: Nov 4 th, 2010 Contact: Phone (312) MIS_Support_Desk@catholiccharities.net Copyright Catholic Charities of the Archdiocese of Chicago

30 Incident Report Summary Follow up Date of Incident Person Reporting Date Received - PD Location Reported to Form 45 Div. Description Notes Action Taken Preliminary Follow-up Risk Management Recommendations Open/Close

GENERAL HOSPITAL ORIENTATION Revised: January 2013 EE Intl Hosp Ort

GENERAL HOSPITAL ORIENTATION Revised: January 2013 EE Intl Hosp Ort GENERAL HOSPITAL ORIENTATION 2013-2014 1 GOOD SAMARITAN HOSPITAL MANDATORY EDUCATION CLASSES ATTENDANCE OR SELF-LEARNING MODULE ACKNOWLEDGEMENT Organizational Mission, Vision, and Goals Cultural Diversity