The H.O.M.E Society Risk Management Plan

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Shana Elliott
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1 The H.O.M.E Society Risk Management Plan The purpose of the management plan is to minimize to The H.O.M.E Society, persons served, employees and all stakeholders. The overall goals of the management plan are: Protection of H.O.M.E. Society's people, reputation and assets Prevention of harmful events To ensure continuity of the H.O.M.E. Society Overview of H.O.M.E. Society's approach to H.O.M.E Society is operating in an environment that includes a community, regional and provincial context. Risk is part of everyday operations. To minimize, H.O.M.E Society is regulated by external authorities including Work Safe BC, Community Care Licensing, MNP Auditors, CLBC and CARF accreditation standards. Internally, we have an active and well regarded Health and Safety Committee, a senior management team, including the Executive Director(s) who reports directly to the Board of Directors. Ultimately, it is the Board of Directors who approves the Risk Management Plan and the senior management team reviews the plan on a bi-annual basis. The Board of Directors is aware of the Risk Management responsibilities and delegates the operational authority and responsibility to the Executive Director(s). Responsibility for Risk Management Plan The Executive Director(s) is delegated the responsibility to develop, manage and report on the plan. The Executive Director may involve additional individuals such as: Management Team, Health and Safety Committee, etc, in the development and implementation of the plan. The Executive Director shall report to the Board annually on the Risk Management Plan.

2 Definition of Risk Management Risk management often involves activities that deal with uncertainty and potentially harmful future events. The Risk Management Plan provides the opportunity to make responsible choices about how H.O.M.E. Society conducts business and responds to unexpected events. The basic definitions of management are to consider people first, be practical and use common sense. Risk Management Methods and Strategies to Address Areas of Risk Providing training, equipment and tools, policies and procedures, supervision, clear expectations and internal controls all contribute to minimizing at H.O.M.E Society. The following are some techniques to use in managing s: AVOIDANCE: Discontinue activity or do not offer the service. MODIFICATION: Change activities to reduce the level of to an acceptable level, e.g. implement policies/procedures/h&s guidelines and relevant training. RETENTION: Accept all or part of the and prepare for potential consequences by accepting deductable costs or self insuring. SHARING: Sharing responsibility with another organization, contracting the service to another business. Communicating and Reporting Results The Risk Management Plan will be communicated throughout H.O.M.E Society so employees, persons served and others involved in H.O.M.E Society can participate in reducing or removing s. The performance and results of the Risk Management Plan shall be reported to the Board of Directors at least annually. The Board of Directors, in consultation with the Executive Director(s) and Management Team, make adjustments and updates the Risk Management Plan as necessary.

3 Risk Management Plan Persons Served Risk Identified Strategy used to minimize the Injuries Missing Persons Report injuries/review to see any trends. OT training for caregivers. Updating H&S guidelines for individuals. Ensure missing persons pictures and posters are up to date. Ensure all individuals carry up to date identification. Caregivers are proactive in prevention Caregivers are trained for safe lifts and transfers of individuals. Caregivers are up to date on safety guidelines that can prevent injuries. While our injuries are slightly higher in 2011, this can be misleading because of serving new folks Fewer folks went missing for extended periods of time.

4 Persons Served Risk Identified Strategy used to minimize the Abuse and Neglect Service Breakdown Provide thorough orientation of relevant policies and procedures for new hires. Ongoing discussions at team meetings. Reviewing the Agency Wide Emergency Plan (AWEP) for up to date instructions. Ensuring all emergency supplies are stocked on a regular basis. Employees Risk Identified Strategy used to minimize the Turnover Provide opportunities for advancement To continually recognize the value of our employees. Annual gifts of appreciation. FC/HS opportunities for current employees. No reports of abuse/neglect AWEP is reviewed on a monthly basis to discuss various drills and procedures. Low turnover rates. Although HOMES turnover increased in 2011, it may be from employees shifting to a Family Care Operator role.

5 Employees Risk Identified Strategy used to minimize the Injuries/WorkSafeBC Ensure staff has the tools Board of Directors Claims and equipment they need. Promoting a healthy lifestyle. Ensuring caregivers have the training they require to perform their job in a safe manner. Bi-annual Health and Safety inspections Fewer injuries Fraud/Theft Internal controls Less theft/fraud Employment Practices Ensure regular communication with the Union Reps. No Grievances Liability Annual External Financial No Fraud/Theft Fraud/Theft Audit Less liability Board orientation Annual Code of Conduct signed Governance Policies Community Members Complaints Resolve complaints efficiently. Be proactive Invite community members to events. Positive partnerships

6 Volunteers/ Practicum Students Injury/harm to persons served Ensure proper screening is done. Ensure host agreements are signed. Very low Buildings Property damage Natural hazards Vandalism Annual insurance reviews Security lighting Alarm systems Up to date emergency supplies Reg Emerg drills Updated Agency Wide Lower Quick and knowledgeable Emergency responses. Emergency Plan Vehicles Liability Theft Damage Replacement costs Current insurance Proper licensing of drivers Annual drivers abstracts of drivers Pre trip safety inspections Security protocols in place Lower Less accidents Lower costs Regular vehicle maintenance Furnishings, supplies & equipment Damage Theft Insurance/warranties Replacement Funds Annual Asset Mgmt Lower theft Lower replacement costs Regular inventory checks Security Protocols: (warranties etc) alarms

7 Information Data Risk Identified Strategy used to minimize the Carry Forward Mgmt Security Password protected Secure information Privacy and Implement Confidentiality Policies/signage upon hire Theft Insurance Damage Backup practices Training Financial Risk Identified Strategy used to minimize the Financial Practice Fraud Loss of funding Legal Requirements to record, report and audit. Relevant Policies & Procedures Liability Insurance External Audit by recognized firm. No fraud Positive annual audits Contract Liability Failing to meet contract Implement regular data collection focused on Contract longevity requirements contractual outcomes Approved: May 29 th, 2012 by the Board of Directors Reviewed: Dec 2012 by the Management Team

Governance Process ENDS. Board- President Relationship. Executive Limitations

Governance Process ENDS. Board- President Relationship. Executive Limitations Monitoring Schedule Limitation Policies Policy Method Frequency EL-1 General Constraints Internal Report Annually, Oct EL-2 Board Duties and the Internal Report Annually, Sep EL-3 Staff Treatment Internal