Activity Department Survey Compliance Tools
The Comprehensive Activity Department Audit Tool provides the Director or consultant a valuable tool to identify area's within the Activity Department that are not compliant. The Comprehensive tool includes, Audit Tool (24 pages), Explanations and Objectives Form.

Along with the Survey Tools you should use...

Population and Calendar Analysis Tools

Volunteer Policy and Procedure Manual

www.activitytherapy.com
www.activitytherapy.makesparties.com - 10% corporate discount
activitytherapy@aol.com
973 729 6601 Office 973 729 1560 Fax

Creative Forecasting Contest

Congratulations to Creative Forecasting who will be celebrating their 20th anniversary in January 2008. In honor of all that Maryanne Clagett and Peggi Schilis have provided to this wonderful publication and the Activity Profession, we are hosting a contest. Maryanne and Peggi began Creative Forecasting out of their basement in 1988 when they sent out a sample publication. The first subscription went out in January 1989.

If you have the original January / February 1989 Subscription and can take a picture and email it to us, you might be the winner. The subscription address must be on the back of the magazine and we must have a picture of that as well.

If you do not have the subscription mailing address, you must have a signed notorized document by your Executive Director stating that the subscription is original. This must be emailed with your entry.

The winner will recieve a one year subscription to Creative Forecasting. I know we have never throw them out.

We will take the first two entries who can prove by photo that they have the January February 1989 Subscription. Additionally, your submission must include a brief statement of how Creative Forecasting has helped you plan your activity programs. If you are able to include an idea that you presented from the 1989 magazine that would be fun as well. A Walk Down Memory Lane...

You name and submission will be posted on the www.activitytherapy.com web site.

Deadline: January 5th 2008
Name:
Your Title:
Name of Facility:
Address:
City:
State:
Work Phone Number:
Cell:

Submit your entries to activitytherapy@aol.com by January 15th 2008

If you don't have a subscription to Creative Forecasting see their web site at www.creativeforecasting.net or call 719 633 7789

Corporate Activity Consultants Are a Plus for Health Care Organizations

Many health care organizations are utilizing Activity Consultants because long term care facilities have poor surveys, inexperienced directors (lack qualifications) or a department with major concerns in areas of programming and documentation. With the new guidelines it is imperative that corporations recognize the need for an Activity consultant who can pin point any areas that are of concern and fix those problems before your annual survey. Many corporations make the mistake of bringing in a consultant during the survey window. That is not recommended as Activity Directors and the Activity Consultant need adequate time to isolate the problems, make recommendations, and implement new systems.

Corporations that utilize an Activity Consultant will see immediate results in the following areas:

Competitive edge over their competition
Deficiency free survey’s
Continuity of Activity departments
Increase in customer satisfaction scores
Trained Activity Directors & staff
Strong programming to meet the individual needs of your clients
Documentation compliance
Strong volunteer programs & community involvement
Awareness of community resources
New systems implemented
Continuity among their facilities
Deadlines met because of training in time management

Some Activity Directors view the consultant as a threat to their job but on the contrary they should view the time and money the corporation is investing on the consultant as a “gift.” The Activity Consultants have years of experience and a wealth of knowledge. The Activity Director should utilize the time with the consultant to gather as much information and resources from the consultant as possible. As most consulting jobs are short term contracts the Activity Director has a limited time with the consultant. As long as the Activity Director is moving forward and implementing the recommendations, the Activity Director has no reason to be insecure about their job. In the long run, the Activity Director will have a better department and confidence in her performance. Activity Consultants want to see the Activity Director succeed.

Often times the consultant is called in by the Administrator or the corporation. Generally when the corporation calls in a Consultant it is to provide systems and programs that will offer continuity with their facilities. When the Administrator contracts with an Activity Consultant it’s generally because there are areas of concern. The Administrator needs to be open and forthright with the Activity Director about the reasons for hiring the consultant. This will insure that the relationship starts off on the right foot. Otherwise, the director will view the consultant as a threat and with a hidden agenda.

Additionally, Activity Directors who feel that there are areas that they need training, should be honest about their limitations and discuss with the Administrator. The Activity Director should discuss with the Administrator the reasons for bringing in a consultant, the benefits and how much time the Activity director will need with the consultant. Some times the Director may only need a few visits with the Consultant. In turn the Administrator must be willing to listen, acknowledge that the Director is seeking help and open to bringing in a consultant.

The Activity Director may know a consultant they feel comfortable with and may wish to recommend that consultant. But when this happens, remember, it does no one any good if you are hiring a “friend” consultant just to provide positive feed back. We all want that! But it’s more important to the director to hire a consultant who will be objective and provide information and guidance. If, the Activity Director feels that this can be accomplished than go forward with hiring the Consultant.

I am often asked, “once the consultant is hired, now what?” That is a great question. Often times this is the first time a facility or corporation has utilized an Activity Consultant. The Administrator should ask for references and feed back from previous corporations.

During the first visit, the Activity Consultant provides an initial comprehensive audit in the areas of documentation, observations, review of programs and compliancy with state and federal guidelines. Based on the initial audit, the Consultant will meet with the Administrator to discuss recommendations, systems to be implemented and the amount of time on site required to insure implementation. A comprehensive report is provided to the administrator that will state the area of concerns and specific recommendations. The Activity Director is provided with written objectives and time frames.

Some corporations or Administrators have requested from Consultants an initial audit and have never moved forward with the recommendations. This is a waste of the consultant and facility time. Once you have the comprehensive report, the Administrator should work with the consultant to implement a plan and determine how much time will be needed to accomplish this.

Alternative Solutions has provided consulting services for seven years with 100% deficiency free surveys for our clients. 100 % success to an Administrator might mean a positive outcome during survey. However, for the consultant it is the satisfaction of training an Activity Director to be top notch in all aspects of their job; management, program development, population and calendar analysis, documentation, community resources, room bound programs and volunteer programs.

For those facilities that are seeking other accreditation, implementing dementia and rehab units, the consultant can provide valuable information, resources, policies and training. The consultant can bring all kinds of programming ideas and systems which allow the facility to stay competitive as well as insuring a positive outcome during survey.

Additionally, consultants are used when the director does not meet state or federal regulations and lacks the qualifications. They can also be used to fill in for an activity director who is out on leave, vacant positions and oversight of a director who does not meet federal or state requirements.

Activity Consultants provide many services:
Training and in-services
Activity Courses (NCCAP 180 MEPAP REV 2)
Training for Activity Directors (Management, Documentation, Q/A, Calendar planning and implementation, Q/A, Resident Council, etc)
Calendar and Population Analysis Tools
Implement state and federal guidelines
Implement standard of practice protocols
Survey readiness –on site visit
Implement special programs for Alzheimer’s and dementia, low functioning, Sensory enrichment programs, bed bound, room bound, NPO, sensory rooms
High Functioning programs, committees, empowerment, self esteem, wellness, community involvement, spiritual, independent, etc
Documentation compliance – Initial assessments, progress notes, MDS, care plans, IDCP notes individual participation, group participation
Compliance for Quality Indicator Reports
Calendar review
Q/A Program
Activity Policy and Procedures
Volunteer Management Program which includes policy and procedures, recruitment, training, recognition, applications, welcome packet.
Referral of numerous resources
Recruitment

Companies may hire a consultant for a one day audit, weekly, monthly or even daily oversight of the activity departments. They provide on-site and off-site consulting and generally are available by email and phone should the situation arise. They are sometimes asked to be there during a survey.

I recently worked for one corporation who was honest enough to state, “activities were not an area they had invested in before.” They were unsure of what the consultant would provide and I think were amazed not only by what we could bring to the departments but the changes they saw in their activity program and quality of life for their residents. They saw how the investment paid off with deficiency free surveys and an increase in customer satisfaction scores. It’s never too late to begin working with an Activity Consultant as it can only be of benefit to the Activity Director, residents and the corporation.

So the most important question I would ask the owners of facilities, “is why you don’t have a corporate consultant?” A corporation can invest wisely now or pay penalties later. As there are a limited number of consultants it would be in the best interest of the company to contract with a consultant now and take the necessary steps to insure your activity department is in compliance.

If you are concerned about your department or just want an objective opinion of the Activity Department contact Sandra Stimson for information at activitytherapy@aol.com. All correspondence is held in the strictest of confidence.

Training Your Activity Staff the Right Way Has Big Pay Offs!

Once the new employee has completed the facility general orientation the Activity Assistant should than complete a Job Specific Orientation (Activities) with the Director or Assistant Activity Director. Once completed the Activity Assistant should sign off on the Job Specific Orientation form and the form should be placed in the employees file with the HR department. The form is available at www.activitytherapy.com web site.

The job specific orientation and form covers many aspects of the Activity Assistant job which includes: transporting, documentation, staff hours, types of programs, etc. The check list insures that the Activity Director covers all aspects of the department as well as having documented proof of the training.

When the new Activity Assistant begins, have the assistant shadow a seasoned staff member for one week. This will help train the new Activity Assistant on how things should be done at your facility, introductions of staff and residents, where products are located and documentation process.

The new Activity Assistant should be provided with the Activity Department policy and procedure manual, allowed one day for them to read the manual and to ask questions. Often times this is overlooked. This should be a very important aspect of the training process. We recommend that you place a form in the front of the manual for the new staff to sign once they have completed reading the policy manual.

Always assign a mentor within the department who can invite the new Activity Assistant to lunch and answer their questions and concerns related to the Activity position and department. Document on the Job Specific Orientation form who they shadowed and the dates they shadowed the mentor.

For the first 30 days meet with your new Activity Assistants daily to review their concerns and generally how their day went. That will help you address potential problems immediately. The Activity Director should hold a daily morning meeting with all your staff to go over new admissions, discharges, documentation, announcements, big events and calendar planning. The staff should sign in for daily staff meetings. Always ask if the activity staff have concerns or suggestions and document those on the sign in sheet. By documenting their input clearly shows that the Activity Director takes their input seriously and that you “heard” them. Always follow up on the concerns and suggestion immediately, otherwise the Activity Director will quickly loose credibility. The Activity Director should bullet what was discussed in the morning meetings and keep these forms in a notebook labeled, “Daily Staff Meeting.”

M.B.W.A. Manage by Walking Around. Every day, take the time to oversee your activity programs. The Activity Director should walk the floors at 10:00 and 2:00 and observe your Activity Staff during programs to insure the activity is starting on time, not ending too early, proper set up, safety concerns, participation and professionalism.

Take the time to meet privately with your activity staff and offer suggestions and concerns. Take the time to praise a successful program. You can never praise too much. As long as it’s sincere!

Observe your new activity staff in care plan meetings and when completing initial assessments. Until you are comfortable with the new activity staff, always ask to see the progress notes, care plans, MDS and initial assessments prior to placing in the chart. It’s better to correct mistakes now before you have to provide damage control once the document has become part of the permanent record. One suggestion is to copy the MDS Activity section, a sample progress note, sample care plan form and have the Activity Assistant complete the sample forms before inputting data on the facility computer or system. Once you sign off on the sample forms these can be filed or thrown out. Some Directors choose to keep their sample work and that is a personal preference.

Always make sure your staffs have supplies to complete their work. There should be a current MDS book, Care Plan Cook book, medical dictionary, approved abbreviation list, Creative Forecasting and a book on religions in your department. You can order the Care Plan Cook Book through www.activitytherapy.com. The MDS book, Long Term Care Survey book and medical dictionary book through Briggs.

You will build a very strong, educated and professional department if you take the time and invest in a strong training program.

Wellness Program

If you have not purchased a calendar analysis and population analysis these tools are available on our web site at www.activitytherapy.com as these tools will help guide you in planning programs as well as show the director what programs they are lacking. Some main categories you should now be including are spirituality, wellness, self esteem and empowerment groups. Wellness programs can be a variety of programs.

One program we recommend is guest speakers from inside your facility and your community. The nurse could present on stress, the dietitian could do a presentation on salt and high blood pressure, and rehabilitation director might discuss exercise and strengthening. Outside resources are numerous and generally free. Every organization has free resources on their web site. Print a hand out to give to your residents for the specific topic being presented. Keep a master copy in your file cabinets for the next time you present this topic.

Begin building a database of available resources within your community. Every hospital has a speaker’s bureau and a wide range of topics. Call and have them fax over the topics and speakers who can present. Support groups leaders within your community present on a variety of topics. Every community has a wide range of support groups. Association such as Alzheimer’s Association and American Heart Association, etc all offer speakers and generally there a free service.

Every month you should plan at least one presentation and speaker. Try to pick a topic that would be of interest to the majority of the residents. We can keep our residents well physically and mentally if we present information, services and exercise programs.

To find information on support groups available in your community, when looking for a speaker see these web sites; New Jersey Self Help Group Clearing House (order the book) www.medhelp.org/njgroups or The National Clearing House at www.selfhelpweb.org

The Activity Director should be implementing daily exercise as part of the wellness programs, such as walking programs, swimming, tai chi, yoga, arm chair exercise, etc.
Be sure to verify that the physician has cleared your resident for exercise programs.
Know the residents limitations and precautions. Typically your hair salon is under utilized and you could contract to bring in licensed massage therapist, aroma therapist and manicurist which are all important components of Wellness.

For those who have a facility van, reach out to your local YMCA for a special group swim rate. This is a great program for those residents who are able to get in and out of the pool. Add out door walks as soon as the weather is nice. Don’t forget to purchase hats and sun screen as you don’t want to see your residents sun burned. Inexpensive hats can be purchased in bulk at www.activitytherapy.makesparties.com web site. Always have refreshments at all your exercise programs.

You may wish to give a presentation to your residents on the word Wellness and what that means so they understand why you might eliminate one of the bingo programs to have a wellness program instead. Ok, maybe not Bingo, but you get the idea.

Links and Resources:

Planning your calendar can take half the time if you begin collecting resources and especially the internet has information that is literally at your finger tips. Begin saving web sites to “your favorites” so that these resources are quickly available when you are planning your calendar. Our web site has resources but here are some great ones we have found. A quick tip is to place a blank calendar on your desk and every time you sit down at your desk, plan one event. This will take the stress off of you when trying to plan the calendar in one day. If you follow this tip, by the end of the month, the calendar will be complete.

Tea Events-very classy tea bags. www.teaforte.com
www.healinglandscapes.org Dementia Gardens
www.cfv.org Free catalogue and videos. They even pay for postage.
www.todayinhistory/thosewerethedays.com
www.brownielocks.com
www.history.com
www.famousbirthdays.com
www.fotosearch.com If you are doing Timeslips, this is the site for you.
www.blm.gov
www.lifestorywriting.com
www.greatoutdoorsmonth.org
www.americancanals.org Take a barge trip, its a lot of fun
http://en.wikipedia.org
www.whalesounds.com
www.habitatmedia.org
www.oceanproject.org
www.religioustolerance.org Great for your cultural programs
www.puzzlemaker.com Create your own word puzzles. pretty cool!
www.poemhunter.com for songs and poems
www.holiday.net
www.marthastewart.com for tons of recipes and craft ideas
www.hgtv.com
www.americantowns.com for garden clubs in your area

If you know of a great link, email us and we will add to our web site.

Ocean luxury rental

Vacation Rental Ocean City MD
Gorgeous Town House Ocean Block
Sleeps 8
10% off for Activity Professionals !!!!
contact Sandra Stimson at activitytherapy@aol.com

Click here!

ELDERSVOICE.com

New Senior Social Network at www.eldersvoice.com This is a free service for health care professionals and seniors living in long term care or home setting.