Eliminating Barriers: MOUNT SINAI HOSPITAL Accessibility Plan

Transcription

1 Eliminating Barriers: MOUNT SINAI HOSPITAL Accessibility Plan

2 Accessibility Plan Table of Contents 1. Aim and Objectives of the Plan 3 2. Description of Mount Sinai Hospital 4 3. The Accessibility for Ontarians with Disabilities Planning Committee 5 4. Our Commitment to Accessibility Planning 6 5. Barrier Identification Methodologies Barrier Removal Initiatives Review and Monitoring Process Communication of the Plan 16 Appendix 1: Accessibility Committee: Terms of Reference and Membership Revised September 22, 2011 (revised September 30, 2013) PAGE 2

3 1. Aim and Objectives of the Plan This plan is intended to continue to move Mount Sinai Hospital toward its vision of accessibility. This vision represents the ideal, with each annual plan outlining realistic initiatives to be achieved in the 12-month period covered as well as the plan to meet mandatory requirements of the Integrated Accessibility Standard. Specifically, Mount Sinai Hospital will provide the opportunity for all patients and their family members, staff, potential staff, health-care practitioners, volunteers and members of the community to identify their needs related to disabilities and that those needs are accommodated in a manner that supports the dignity of the individual. This will be reflected in the Hospital by: People with disabilities being able to enter the Hospital and reach their destinations without encountering barriers. People with disabilities receiving the services they require without encountering barriers. People with disabilities working without encountering barriers. Accessibility being a thread that is woven throughout all policies and practices. Accessibility being accepted as everyone s responsibility. This plan describes: Measures that Mount Sinai Hospital will take to identify, remove and prevent barriers to people with disabilities, who live, work or use the Hospital, including patients and their family members, staff, potential staff, health-care practitioners, volunteers, vendors providing goods and services on behalf of MSH and members of the community. How Mount Sinai Hospital will make the plan available to the public. 3

4 Definition of a Barrier: For the purposes of this document, the term barrier refers to anything that prevents a person with a disability from fully participating in all aspects of society, including physical barriers, architectural barriers, information or communication barriers, attitudinal barriers, technological barriers, and policy or practice obstacles. 2. Description of Mount Sinai Hospital Mount Sinai Hospital is a 442 bed patient care and academic health sciences centre fully affiliated with the University of Toronto. The main site is located at 600 University Avenue. Mount Sinai Hospital has the following satellite sites: 1) Ontario Power Generation Building at 700 University Avenue (floor 3 and part of floor 8); 2) Joseph and Wolf Lebovic building at 60 Murray Street; 3) 522 University Avenue; 4) Toronto Centre of Phenogenomics; 6) Wellness Centre Scarborough at 3833 Midland Avenue; 7) 250 Dundas Street West; 8) 200 Elm Street; 9) 260 Spadina Avenue. 10) Sherman Health and Wellness Centre, 9600 Bathurst Street 9600 Bathurst St, The statistics for the year ending March 31, 2013 are available through the Mount Sinai Hospital Annual Report on the Mount Sinai Hospital website 4

5 3. The Accessibility for Ontarians with Disabilities Planning Committee Mount Sinai Hospital formally constituted the Accessibility Working Group in May The group was reconstituted and renamed in November The Committee is formally authorized to provide a forum to meet Mount Sinai Hospital s mandate as set out in the Accessibility for Ontarians with Disabilities Act, This includes: 1. Identifying, removing and preventing barriers to people with disabilities who live or work at, or use the Hospital including patients and their family members, health-care practitioners, volunteers, vendors providing goods and services on behalf of Mount Sinai Hospital and members of the community. 2. Creating an annual work plan identifying measures that Mount Sinai Hospital will take during the 12-month period to identify, remove and prevent barriers. 3. Ensuring that the work plan is available to the public. 4. Ensuring that the work plan is completed as per annual goals. 5. Respond to emerging accessibility concerns identified through various mechanisms including other committees as well as patient, employee, visitor concerns. 6. Monitoring changes to the legislation and adjusting the work of the committee appropriately as standards are developed. Chair: The Hospital s Senior Management group has appointed Sharon Currie, as the Chair for the Accessibility for Ontarians with Disabilities Planning Committee (contact information at the end of the report). Terms of Reference for the Committee, which is directly accountable to Senior Management, are attached in Appendix 1. Authority/Reporting Relationship: The Committee is accountable to MSH Senior Management 5

6 Members of the Accessibility Committee: Inter-professional members are drawn from across the hospital from a variety of both patientcare and and non-clinical departments where accessibility issues may be identified. It is required that persons with disabilities be represented on the committee. The membership list is attached to the Terms of Reference, Appendix Mount Sinai Hospital s Commitment to Accessibility Planning Mount Sinai Hospital is committed to: The continual improvement of access to facilities, policies, programs, practices and services for patients and their family members, staff, health-care practitioners, volunteers and members of the community. The participation of people with disabilities in the development and review of its annual accessibility plans. Ensuring hospital by-laws and policies are consistent with the principles of accessibility, and; The continued operation of the Accessibility for Ontarians with Disabilities Planning Committee 6

7 5. Barrier Identification Methodologies The Accessibility Committee used the following barrier identification methodologies for Methodology Description Status Concerns expressed to Patient Relations Issues relating to accessibility were identified through the Patient Relations office. All complaints were forwarded to the Accessibility Committee for review and appropriate action. Issues identified through Risk Management Office Review of issues through Human Rights and Health Equity Accessibility Committee Issues relating to accessibility were identified through incident reports. Sources of information include: MSH review specifically related to harassment, and Made in Sinai Health Equity Competencies - a community consultation, and complaints. Participation of representatives from a variety of areas. Review of barrier elimination All issues were forwarded to the Accessibility Committee for review and appropriate action. Recommendations and information from these initiatives are forwarded to the Committee for review and inclusion as appropriate. Ongoing 7

8 Information desks Security Community /staff consultation Legislation changes Review of construction projects Occupational Health, Wellness and Safety Department Employee Applicant Consultation initiatives. Request for more information where appropriate. Feedback received from both staff and volunteers who work at various information desks. Feedback received from patients, visitors and staff to security and forwarded to the Committee. Creation of voice mail hotline and address: Legislation is monitored to ensure Hospital compliance. Construction projects reviewed by member of Committee with knowledge of accessibility. Issues related to staff and accessibility identified by OHW&S personnel. Issues related to accommodation for Concerns brought to the Committee for consideration. Concerns brought to the Committee for consideration. Concerns received through these two sources. Changes are regularly occurring to Mount Sinai Hospital processes as legislation changes. Concerns identified through new construction projects. Concerns identified through interventions with employees. Concerns managed through Work Force Planning and 8

9 applicants applying for employment at Mount Sinai Hospital collected through the voice mail line and designated for such concerns. brought to the Committee as appropriate. Barriers were identified using the above process. These were gathered and considered by the Committee. Decisions regarding barrier removal initiatives were made using a list of criteria. The criteria (in no specific order) are: Legislation requirements Patient/staff/visitor safety and risk Number of complaints about that issue Cost Patient/Visitor/Staff satisfaction Best Practice/Innovation The Committee identified the barriers which will be removed or addressed over a multi- year period. The Integrated Accessibility Standards Regulation is now in effect and the workplan includes plans to achieve compliance with the mandatory requirements as detailed in the regulation. Of note, the Hospital continues with a major capital redevelopment project entitled Renew Sinai. This committee will work with the re-development design teams to collaborate on the development of design standards that incorporate accessibility into design standards. Wherever possible, this will support the removal of barriers and will be incorporated into building redevelopment as opposed to high-cost renovations or retro-fitting. To that end, the 9

10 Hospital has consulted significantly with experts in the area of accessibility. Issues will be regularly re-assessed to ensure the appropriate balance is achieved 6. Barrier Removal Initiatives PLAN to MEET MANDATORY REQUIREMENTS OF INTEGRATED ACCESSIBILITY STANDARD Mandatory Requirement Policies Develop and Implement policies governing how MSH will achieve accessibility through meeting requirements in the Regulation Procurement Incorporate accessibility criteria and feature when procuring or acquiring goods, services or facilities Plan to Meet Requirement a. Establish task force for policy review and development b. Review current policies c. Revise policies to meet requirements d. Inform/educate MSH and stakeholders a. Establish task force b. Review current procurement policies c. Revise procurement policies/framewo rk d. Inform/education MSH and stakeholders Responsibility Chair of AODA and selected members Chaired by Procuremen t and selected members of AODA Timeframe for Completion a. Fall 2011 b. Fall 2011 c. Spring 2012 d. Fall 2012 a. Fall 2011 b. Fall 2011 c. Spring 2012 d. Fall 2012 Legislated Compliance Date Jan. 1, 2013 Jan. 1, 2013 MSH Demonstrated Leadership Posted to MSH Access Website for public viewing Disseminated broadly through GTA Region 3 Accessibility Group Statement from PLEXXUS incorporated into MSH policy Status Sept Completed Completed 10

11 Self-service kiosks Incorporate accessibility features when designing, procuring or acquiring selfservice kiosks. Training Provide training on requirements of accessibility standards referred to in the Regulation a. Determine who is responsible at MSH for selfservice kiosks. b. Create process for kiosk procurement that ensure incorporation of accessibility features. a. Establish task force b. Review current training practices and materials c. Revise materials to meet regulations d. Roll-out training to i. employees ii. physicians iii. volunteers iv. 3 rd party employees who provide goods/service s for MSH CIO Chaired by OD member of AODA and selected member of AODA Completion by December, 2013 Completion by December, 2013 Jan 1, 2014 January 1, 2014 Satisfaction from Patient Experience with kiosks Training plan utilizing a variety of methods. Training materials posted to Accessibility website Training materials shared with GTA Region 3 Accessibility Group No kiosks purchased or planned Will continue to monitor this and ensure that accessibility features included in kiosks purchased Revised e-learning package launched April 1, Mandatory for all clinical staff All users sent May 2013 informing all of requirements Third party vendor letter sent Spring 2013 Volunteer and student package revised New resident orientation July 2013 Accountabilities around intent of AODA covered in Service With Heart Workshop. Goal is that over 3 years all employees will be trained. To date: 1,400 trained by Sept

12 Feedback Provide information to public on processes for receiving and responding to feedback. Ensure processes are accessible to persons with disability. a. Establish task force b. Review current processes c. Revise current processes d. Educate/Inform MSH and public of process Chaired by Patient Relations facilitator and selected members of AODA a. Fall 2011 b. Fall 2011 c. Spring 2012 d. Spring 2013 Jan Policy posted to website Volunteers notified Posters rotated regularly through sites in hospital Completed Accessible Formats and Communication Supports Provide or arrange for the provision of accessible formats and communication supports for persons with disabilities. -in a timely manner -take into account the a. Establish task force b. Review current processes c. Revise current processes d. Education/inform MSH and public of the process Chaired by Director of Volunteers/ Interpreter Services and selected members of AODA. a. Fall 2011 b. Fall 2011 c. Spring 2012 d. Fall 2012 Jan Employees policies in accessible formats Interpreter policy Assistive devices policy Technology in place for some accessible formats. Work ongoing over the next year to complete a process to provide supports as required in the legislation 12

13 person s accessibility needs due to disability. Emergency Procedures, Plans and Public Safety Information If MSH prepares emergency procedures, plans or public safety information, and makes the information available to the public, provide the information in an accessibility format upon request Accessible Website Conform to Internet requirements of WWW Consortium Web Content Accessibility Guidelines a. Inventory current emergency procedures plans and public safety information that is made available to the public. b. Establish policy and process for creating accessible formats. c. Establish process for informing the public. a. Inform individuals responsible for MSH internet sites. b. Establish process of ensuring sites meet requirements. Chair Emergency Committee with selected members of AODA Chair AODA and selected member of Informatics a. Fall 2011 b. Fall 2011 Dec for new internet websites Dec 2020 for all internet content Jan Jan 1, 2014 for new internet websites WCAG 2.0 Level A Jan All internet and web content WCAG 2.0 Policy posted Web compliance plan attached Completed Ongoing work by IT to meet compliance deadlines 13

14 (WCAG) 2.0 at Level AA Educational and Training Resources Provide educational or training resources or materials in an accessible format that takes into account the accessibility needs due to a disability of the person with a disability Libraries Provide, procure or acquire an accessible or conversion ready format of print, digital or multimedia resources for a person with a disability upon request a. Scan affiliated educational institutions and review best practices. b. Establish process for ensuring education providers provide materials in accessible formal as required Chair AODA in collaboratio n with OD and VP Education Chaired by Director of Library December, 2012 December 2014 Level AA (with specific exceptions) January 1, 2013 Jan. 1, 2015 for print based resources Jan 1, 2020 for digital, multimedia Policy and process statements completed and posted. Revised policy completed and posted Library is working on sourcing appropriate technology to meet compliance requirements Employment a. Review current Chaired by December Jan 1, 2014 Policies in place 14

15 Achieve compliance with requirements as set out in Employment section of legislation Recruitment Notice to successful employees Informing employees of support Accessible formats and communicatio n supports Workplace Emergency response Information Documented Individual Accommodati on Plans Return to Work Process Performance management Career Development policies and processes. b. Revise policies to meet requirements c. Inform/education MSH employees and public member of HR in collaboratio n with Occ. Health, and other appropriate members Workplan in place (see attached Appendix) 15

16 and Advancement Redeployment 7. Review and Monitoring Process The Accessibility Committee will meet a minimum of five times during the year to review and monitor progress in identifying, reviewing and removing barriers. The Committee will implement an ongoing strategy to engage and ensure accountability of staff in disseminating and implementing initiatives. 8. Communication of the Plan The Accessibility Work Plan will be posted on the Mount Sinai Hospital internal and external websites. Hard copies will be available upon request. The link to this document is available via the Mount Sinai Hospital intranet and the Mount Sinai Hospital website using the accessibility tab on the Mount Sinai Hospital page. In addition, Mount Sinai Hospital is taking a leadership role by serving as an expert resource to other facilities. Upon request, the Plan will also be available in large print, which can be accessed by selecting the change font option on the on-line document as well as audiotape. 16

17 After posting the Plan on the Mount Sinai Hospital website, Communications and Marketing will develop an internal communication plan for an announcement reiterating our commitment to a barrier-free environment and informing staff about how to send their concerns regarding barriers to the Committee. Additions may be made to the Plan as the Accessibility Committee receives and responds to new and emerging information. If you are aware of a barrier, physical, technical, communication, attitudinal or other, please contact: Sharon Currie Chair, Accessibility Committee Mount Sinai Hospital ext scurrie@mtsinai.on.ca Access@mtsinai.on.ca X

18 APPENDIX 1 Terms of Reference Committee Name: Accessibility for Ontarians with Disabilities Committee Purpose: The committee exists to provide a forum to meet Mount Sinai Hospital s mandate as set out in the Accessibility for Ontarians with Disabilities Act, 2005 and subsequent standards. This includes 1. Identify, remove and prevent barriers to people with disabilities who live, work or use the Hospital including all staff, hospital patients, volunteers, students, foundation staff, researchers, physicians and contractors; and to members of the public. 2. Create an annual work plan identifying measures that Mount Sinai Hospital will endeavour to implement during the 12 month period to identify, remove and prevent barriers. 3. Ensure that the work plan is available to the public. 4. Respond to emerging accessibility concerns identified through various mechanisms such as other committees as well as staff, hospital patients, volunteers, students, foundation staff, researchers, physicians and contractors; and to members of the public. 5. Monitor changes to the legislation and adjust work of the committee appropriately as standards are developed. 18

19 Authority/Reporting Relationship: Senior Management Composition: Executive Sponsor Senior Management Senior Director Allied Health Director of Occupational Health, Wellness and Safety Representative from Informatics Patient Relations Facilitator Manager of Dentistry or delegate Ad Hoc Director of Volunteer Services/Interpreter Services Representative from Building Services Representative from Human Rights and Health Equity Office Risk Manager - Ad Hoc Representative from Human Resources/Workforce Planning Nursing representative Director of Community Development and Integration Ad Hoc Representative from Communications and Marketing Security representative Social Work representative Representative from the Library Representative from the Organizational Development Department Member from Re-development Member of the community who has a disability Member from Audiology Representative from the Office of the Patient Experience 19

20 Meeting Frequency The committee will meet quarterly and more on an as needed basis Responsibilities of Members: 1. Review the agenda and previous minutes, and come prepared to participate 2. Bring forward any relevant outstanding issues to the chair 3. Critically review circulation materials 4. Participate in the fulfillment of the committee s objectives 5. Assume responsibilities of the Chair when requested 6. Disseminate information to appropriate forums Meeting Schedule: Meetings will be booked a month in advance Reviewed and Approved September

21 MOUNT SINAI HOSPITAL Integrated Accessibility Standard AODA Training Plan Compliance Date: January 1, 2014 Standard Method Responsibility Compliance Indicator Every obligated organization shall Orientation Organizational Document completed and ensure that training is provided on the 2 page summary included Development in orientation booklet. requirements of the accessibility in orientation booklet. Completed standards referred to in the Integrated e-learning Mark Ewaschuck 1) completed e- Accessibility Standard and on the Refresh e-learning on LMS learning module Human Right Code as it pertains to system to include updated 2) records from LMS persons with disabilities to: information Completed and launched Employees Volunteers All employees Service with Heart Mark Ewaschuck 1,400 employees trained by September, 2013 All persons who participate in Intent of AODA covered developing the organization s policies All person who provide goods, MNET all users sent informing all of responsibilities for AODA committee with Communications and Marketing Completed sent to all users MSH. Completed services or facilities on behalf of vendors and third parties the organization providing goods and services on behalf of MSH orientation for students to Mike Healey Manager Contract Administration reminding him to send to all vendors Student/Volunteers Documentrefreshed Physicians detailing responsibilities Sharon Currie and Mike Healey Joanne Fine-Schwebel Dana Parker Dr. Maureen Shandling Completed Will be completed by December, 2013 Will be completed by December,

22 AODA-Employment Standard Compliance Plan Regulations to Be Implemented by January 1, 2014 Responsible Work Force Planning (WFP) Article Legislation Number 22 Shall notify its employees and the public about the availability of accommodation for applicants with disabilities in its recruitment process WFP 23 (1) During recruitment an employer shall notify applicants when they are selected to participate in an assessment or selection processes that accommodations are available upon request in relation to the materials or processes to be used Plan Include wording re: accommodation on career website, on postings, posting boards and in any other relevant communications/policies. Include in Fair Employment Opportunity training Include in AODA e-learning module content WFP planning is the contact for all queries. Language added to volunteer website and volunteer application forms. Include working on website and postings. Revise FEO Policy and training to include this information Include in AODA e-learning module content Include messaging and document throughout recruitment process. 22

23 WFP 23(2) If a selected applicant requests an accommodation, the employer shall consult with the applicant and provide or arrange for the provision of a suitable accommodation in a manner that takes into account the applicant s accessibility needs due to disability. WFP 24 When making offers of employment, notify the successful applicant of its policies for accommodating employees with disabilities WFP 25 (1) Inform employees of its policies used to support its employees with disabilities, including but not limited to, policies on the provision of job accommodations that take into account employee needs due to disabilities WFP 25 (2) Provide information required under this section to new employees as soon as practicable after they begin employment WFP 25 (3) Provide updated information to employees whenever there is a change to existing policies on the provision of job accommodations. Revise FEO Policy and training. Wording in offer letters Included in on-boarding content As above As above plus during Occupational Health review and orientation As above WFP/Org. 26 (1) Every employer shall consult with Include in FEO training and AODA 23

24 Dev the employee to provide or arrange for the provisions of accessible formats and communication supports for, a) Information that is needed in order to perform the employee s job b) Information that is generally available to employees in the workplace WFP/OD 26 (2) The employer shall consult with the employee making the request in determining the suitability of an accessible format or communication support OHWS 28 (1) Employers shall develop and have in place a written process for the development of documented individual accommodation plans for employees with disabilities e-learning content Policy to address this As above A well established Disability management Program is in place. Individual plans are incorporated into all transitional modified work and permanent accommodation programs. There is ongoing communication to all employees to contact OHWS if any unmet needs regarding disabilities accommodation at any time during the employment. The DM. program document is reviewed 24

25 OHWS 28 (2) The process for the development of documented individual accommodation plans shall include the following elements. 1) The manner on which an employee requesting accommodation can participate in the development of the individual accommodation plan. 2) The means by which the employees is assessed on an individual basis. 3) The manner in which the employer can request an evaluation by an outside medical or other expert, at the employer s expense, to assist the employer in determine if accommodation can be achieved and how 4) The manner in which the employee can request the participation of a representative from their bargaining agent, where the annually. All elements are place as per the MSH Disability Management Program Policy and Procedure which outlines the following: Roles and responsibilities for employees, manager, unions, human resources and occupational health. Outlines how employees should bring forward any disabilities accommodation needs (in alignment with the overarching MSH Accommodation Policy and Procedures) Disability Case Coordinators (DCC) in the Occupational Health team are assigned to manage each individual case. The process for how medical documentation to support each case is required and then reviewed analyzed by the DCC in relation to the demands of the job. Modified work or accommodation meetings are held with employee, 25

26 employee is presented by a bargaining agent, or other representative from the workplace where the employee is not represented by a bargaining agent in the development of the accommodation plan. 5) The steps taken to protect the privacy of the employee s personal information. 6) The frequency with which the individual accommodation plan will be reviewed and updated and the manner in which it will be done. 7) If an individual accommodation plan is denied, the manner in which the reasons for the denial will be provided to the employee 8) The means of providing the individual accommodation plan in a format that take into account the employee s accessibility needs due to disability. union ( if application ), manager, DCC and human resources advisor (of applicable ) to plan, discuss, document and track progress of MW/accommodation plans. Independent medical evaluations are requested with employee consent, and paid for by the employer if further medical information is required to asses the employee s functional abilities. Permanent accommodation plans are reviewed annually or as required if conditions change The Confidentiality of Employee Information policy addresses the protection of employee s personal information. 26

27 OHWS 28 (3) The individual accommodation plan shall, a) If requested, include any information regarding accessible formats and communication supports provided as described in section 26 b) If required, include individualised workplace emergency response information, as described in section 27 c) Indentify any other accommodation that is to be provided OHWS 29 (1) a) Develop and have in place a return to work process for its employees who have been absent from work due to a disability and require disability related accommodation in order to return to work b) Shall document the process OHWS 29 (2) Return to work process shall a) Outline the steps the Processes in place for employees to access information in accessible formats, as per the providing Access to People with Disabilities Policy. OHWS will review MW/Accommodation plan documentation to ensure accessible format is offered and noted on the plan Policy and procedures in place for Emergency Response Planning for Employees with Disabilities. Individual emergency response plans are incorporated into all Modified Work/Permanent accommodation plans as required. RTW process and documents in place as per the Disability Management program Policy and Procedures. RTW plans development process and individual plan 27

28 employer will take to facilitate the return to work of employees who were absent because their disability required them to be away from work b) use document individual accommodation plans, (section 28) as part of the process WFP/OD 30 (1) An employer that uses performance management in respect of its employees shall take into account the accessibility needs of employees with disabilities, as well as individual accommodation plans, when using its performance management process in respect of employees with disabilities WFP/OD 31 (1) Shall take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans, when providing career development and advancement to its employees with disabilities documentation in place as per above Ongoing performance management during disability management processes. Expectations are determined and performance is managed to those expectations. The MSH performance management system is competency based with clear expectations. FEO policies re: job competition includes accommodation principles 28

29 WFP 32 (1) An employer that uses redeployment shall take into account the accessibility needs of its employees with disabilities, as well as individual accommodation plans, when redeploying. Accommodation and redeployment processes in place. 29