LifeWays Operating Procedures

Transcription

1 BUILDING ACCESS, SAFETY AND SECURITY MANAGEMENT I. OVERVIEW A. PURPOSE: LifeWays shall provide a safe and clean environment for its consumers, staff and visitors. An organization-wide Facilities Safety Management Plan is developed, implemented and continuously monitored and evaluated to facilitate a hazard-free environment. II. III. RESPONSIBILITY A. The LifeWays Safety Officer and the Space Utilization/Safety Management Committee are responsible for the implementation and ongoing monitoring and evaluation of the Agency's "approved" Facilities Safety Management Plan. B. LifeWays Tenants shall be provided a copy of safety evaluations and be given a regular opportunity to make recommendations to LifeWays Facilities Director. C. All LifeWays employees shall review the Board s policies and procedures related to Facilities Safety Management upon hire and during annual training. This review is documented on the employee's orientation and by the employee's Team Leader(s) and is kept in the employee's personnel file. D. Organizational providers under contract with LifeWays and credentialed to provide direct service shall maintain a Safety Management Plan consistent with LifeWays Standards and Best Practice Guidelines. E. The Safety Management Plan shall include provisions for staff training in emergency procedures. F. The Network Contracts Team shall evaluate provider compliance with these standards through routine audit procedures. SAFETY MANAGEMENT PROGRAM A. The Safety Management Program is designed to maintain a safe physical environment and to minimize risk of injury. B. Procedures are developed to assure timely intervention, reporting and resolution of issues that may pose an immediate threat to life, health, or property within all direct or contractually operated Board programs. C. The reporting of injuries are documented on a LifeWays Critical Incident Report form (LW#237) (Policy: 2-04 Recipient Rights Reporting) and/or an Injury Report form (9- Page 1 of 5

2 04.07-A) (Operating Procedure: Health Injury/Wellness). D. The LifeWays Safety Officer reviews all injuries pertaining to safety and recommends appropriate action to correct the problems. E. The Safety Management Program is evaluated annually by the Space Utilization/Safety Management Committee, the LifeWays Safety Officer, and modified if necessary. Revisions to the plan shall be approved by the LifeWays Chief Executive Officer. IV. SECURITY MANAGEMENT PROGRAM A. The Security Management Program is designed to prevent unauthorized entry to Agency facilities and is intended to reduce the risk of workplace violence, theft or other unlawful activity. At no time shall any guest or unauthorized contractor or individual be unaccompanied in a LifeWays building: 1. Individuals presenting to the Access area shall be accompanied by an Access Team Member. 2. Consumers in the Medical Services area for appointments or injections shall be accompanied by a Medical Services employee. 3. Visitors to Recipient Rights shall be accompanied by a Recipient Rights employee. 4. Visitors to Business Services shall be accompanied by a Business Services employee. 5. Visitors to any Administrative Services or Operations areas shall be escorted by a member of the Team they are visiting. B. All Board operated facilities shall be armed with an electronic security system. A list shall be maintained by the LifeWays Safety Officer and the Governance Director for those having access by key, or alarm code. The Governance Director shall maintain records of key card access possession. A security on-call list of LifeWays personnel is maintained by the system provider (Safety Systems). Jackson County Facilities Department responds to any security emergency. C. The system shall be automatically armed by Safety Systems from 10:15 PM each evening (when the final employee has left the premises), until the Jackson County Facilities Department deactivates the system upon arrival to work at 6:00 AM each weekday. Only specifically authorized employees or contractors may enter the LifeWays building outside normal operating hours through the process outlined below. D. Any authorized person entering the building during non-scheduled periods must: 1. Call Safety Systems ( in Jackson and Hillsdale) to arrange Page 2 of 5

3 the building opening, giving them the following information: a. Your name. b. Areas (Partitions) to be disarmed. c. Your employer d. The time frame the building will be disarmed/armed. e. If possible, the phone number of the office you will be working in. f. Your personal I.D. code number on your access card. 2. Or, if you discover you will be either leaving earlier or working later than you had originally arranged with Safety Systems, call them and let them know. 3. If you fail to arm/secure the building at the prearranged time the following will occur: a. Safety Systems will call you at the contact number you have given them to ascertain if you are there and alright. b. If Safety Systems is unable to reach you they will call the LifeWays On-Call contact person and report that they have been unable to contact you. c. The On-Call person will provide follow-up. E. All doors shall remain locked during non-service hours. Personnel/visitors seeking entry prior to service hours shall make appropriate arrangements. The person scheduling an appointment prior to regular service hours is responsible to meet his or her guest/consumer at the designated entry. F. All guests and visitors are required to sign-in upon entry on the LifeWays Sign-in Sheet form, Form #148, indicating their name, company, person visiting, arrival time and departure time. Personnel entering or remaining in the building during non-traditional work hours (prior to 7:00 a.m. and after 6:00 p.m., Monday through Friday and any other time when there is not a full contingency of employees) shall notify the LifeWays Security Guard ( ) of their presence in the building and their expected time of departure. G. If a security problem arises beyond the scope of this policy, the LifeWays Chief Executive Officer and the Safety Officer/Facilities Director shall meet within twentyfour (24) hours to develop a temporary security plan. The plan shall include a description of the security risk, a process for communication and a plan of action to resolve. H. All security incidents shall be documented on the Security Incident Report form (LW A #146), and forward it to the LifeWays Safety Officer (through the Governance Director) within twenty-four (24) hours of the incident, or the next business day. Page 3 of 5

4 V. WEAPONS A. LifeWays prohibits employees from carrying pistols, firearms, or any other type of weapon while performing job duties. VI. VII. VIII. ACCESSIBILITY MANAGEMENT PROGRAM A. LifeWays shall furnish accessible environments to its consumers and providers of services by maintaining scheduled hours of operation, providing entry, and offering reasonable accommodation to persons with handicaps. B. LifeWays is fully committed to the removal of barriers that in any way limit access to persons served, personnel, and stakeholders. LifeWays Accessibility Plan identifies barriers in the following areas: architectural or physical; external environment; internal environment; attitudinal; employment; financial; communication; transportation, and community integration barriers. An Accessibility Plan Log addresses identified barriers, the status of which is addressed quarterly by the Quality Improvement Council. C. When identifying potential barriers to services, LifeWays looks at barriers within its provider network and in the community. ACCESSIBILITY FOR HANDICAPPED PERSONS: A. No handicapped person shall, on the basis of handicap, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination in employment or in accessing services. B. Every effort is made to insure that handicapped consumers may be seen in the most appropriate LifeWays site. C. The Safety Officer/Facilities Director is responsible for seeing that reasonable accommodation is made to make facilities accessible to handicapped persons. D. The Chief Executive Officer, in conjunction with the Human Resources Department, shall insure that equality of employment opportunity is afforded to all persons regardless of handicap. E. The Safety Officer/Facilities Director shall ensure that an annual assessment of accessibility concerns (including any physical or environmental accessibility issues) is conducted and shared with the agency s leadership. USE OF BUILDING FACILITIES Page 4 of 5

5 A. The use of the buildings at 1200 N. West (Jackson) and 25 Care Drive (Hillsdale) for nonagency activities require the prior written approval of the Chief Executive Officer/designee. Prior authorization for use is required in the following situations: 1. Use of the facility outside of regular business hours for specific mental health purpose by LifeWays staff. 2. Use of the facility for a mental health purpose by non-lifeways staff regardless of hours, i.e., conference, provider meetings, Association for Retarded Citizens, or Association for the Mentally Ill. 3. Use of the facility regardless of hours for non-mental health reason, but related to County government, other human service agency, or local civic organization. B. Authorization must be requested in writing to the Space Utilization/Safety Management Committee. Authorization by this committee may be granted for use by LifeWays staff/organizations only if the following conditions are met: 1. The purpose/content of the meeting is not contrary to the values and principles of LifeWays. 2. The requesting organization submits proof of minimal liability insurance in the amount of $1,000,000 per occurrence/$1,000,000 aggregate. 3. A certificate of insurance naming the Agency, Board, and landlord as additional insured must be provided. 4. The requesting organization agrees to pay wages of employees to oversee the building when it is occupied and housekeeping expenses as well as rental as designated. REFERENCES Audience: LifeWays Staff LifeWays Provider Network Americans With Disabilities Act of 1990 Federal Register, 28 CFR, Parts 35 and 36 dated July 26, 1991 CARF Standard: Accessibility (Behavioral Health Standards Manual) HISTORY * Formerly incorporated into Facility Safety Management Effective 07/15/2015 Reviewed/Revised: 11/15, 5/17 Page 5 of 5