PM Worx 5th Annual User Conference

Sept. 21st to Sept. 23rd, 2010Doubletree Hotel - Chicago's North Shore

Risk Management Joe Zannini

Carolina Meadows

PM Worx 5th Annual User Conference

Sept. 21st to Sept. 23rd, 2010Doubletree Hotel - Chicago's North Shore

Risk Management Joe Zannini

Carolina Meadows

PM Worx 5th Annual User Conference

Sept. 21st to Sept. 23rd, 2010Doubletree Hotel - Chicago's North Shore

Risk Management Joe Zannini

Carolina Meadows

Limited view of Risk Management• Purpose: It is the goal of Carolina Meadows to provide a safe environment for residents, staff, and visitors. The

Risk Management Plan is designed to support that goal by preventing incidents and injuries as well as to manage incidents that do occur to minimize injury and other forms of loss, including business, operational, property and reputation.

• Areas of Risk: Falls, equipment failures (such as lifts, chairs), hot water, emergency response, restraints, contracts, vehicles, elopements, medication administration, infection/communicable disease, violence/weapons, suicides, abuse/neglect, fire, inclement weather (ice, cold, heat, high wind), employee injury.

• Roles: • CEO: Ultimate responsibility for having risk management program in place, appoints chair of Risk Management

Committee, selects and coordinates legal counsel, ultimate negotiator/decision maker for insurance coverage and other risk financing techniques.

• CFO: Manages liability insurance coverage, claims oversight for resident, non-medical claims, delegates or serves as representative to Risk Management Committee.

• HR: Manages workers compensation insurance, claims oversight for employees claims, collects and analyzes employee incident reports, delegates or serves as representative to Risk Management Committee.

• COO: Claims oversight for resident medical claims, serves as chair of Health Center CQI committee which collects and analyzes clinical data, delegates or serves as representative to Risk Management Committee.

• Director of Physical Plant: Oversees security and safety issues, oversight for property claims, liaison to resident safety and property committees.

• Supervisors: Ensure compliance with laws and regulations, develop safety procedures for their areas, enforce/promote safety in their areas, maintain/analyze statistics on incidents occurring in their areas, investigate incidents, report unsafe actions and conditions, identify training needs, facilitate implementation of new safety initiatives

• Insurer: Provides effective claim, loss control and audit service. Provides on-going information regarding risk related issues.

Limited view of Risk Management• Purpose: It is the goal of Carolina Meadows to provide a safe environment for residents, staff, and visitors. The

Risk Management Plan is designed to support that goal by preventing incidents and injuries as well as to manage incidents that do occur to minimize injury and other forms of loss, including business, operational, property and reputation.

• Areas of Risk: Falls, equipment failures (such as lifts, chairs), hot water, emergency response, restraints, contracts, vehicles, elopements, medication administration, infection/communicable disease, violence/weapons, suicides, abuse/neglect, fire, inclement weather (ice, cold, heat, high wind), employee injury.

• Roles: • CEO: Ultimate responsibility for having risk management program in place, appoints chair of Risk Management

Committee, selects and coordinates legal counsel, ultimate negotiator/decision maker for insurance coverage and other risk financing techniques.

• CFO: Manages liability insurance coverage, claims oversight for resident, non-medical claims, delegates or serves as representative to Risk Management Committee.

• HR: Manages workers compensation insurance, claims oversight for employees claims, collects and analyzes employee incident reports, delegates or serves as representative to Risk Management Committee.

• COO: Claims oversight for resident medical claims, serves as chair of Health Center CQI committee which collects and analyzes clinical data, delegates or serves as representative to Risk Management Committee.

• Director of Physical Plant: Oversees security and safety issues, oversight for property claims, liaison to resident safety and property committees.

• Supervisors: Ensure compliance with laws and regulations, develop safety procedures for their areas, enforce/promote safety in their areas, maintain/analyze statistics on incidents occurring in their areas, investigate incidents, report unsafe actions and conditions, identify training needs, facilitate implementation of new safety initiatives

• Insurer: Provides effective claim, loss control and audit service. Provides on-going information regarding risk related issues.

Limited view of Risk Management• Purpose: It is the goal of Carolina Meadows to provide a safe environment for residents, staff, and visitors. The

Risk Management Plan is designed to support that goal by preventing incidents and injuries as well as to manage incidents that do occur to minimize injury and other forms of loss, including business, operational, property and reputation.

• Areas of Risk: Falls, equipment failures (such as lifts, chairs), hot water, emergency response, restraints, contracts, vehicles, elopements, medication administration, infection/communicable disease, violence/weapons, suicides, abuse/neglect, fire, inclement weather (ice, cold, heat, high wind), employee injury.

• Roles: • CEO: Ultimate responsibility for having risk management program in place, appoints chair of Risk Management

Committee, selects and coordinates legal counsel, ultimate negotiator/decision maker for insurance coverage and other risk financing techniques.

• CFO: Manages liability insurance coverage, claims oversight for resident, non-medical claims, delegates or serves as representative to Risk Management Committee.

• HR: Manages workers compensation insurance, claims oversight for employees claims, collects and analyzes employee incident reports, delegates or serves as representative to Risk Management Committee.

• COO: Claims oversight for resident medical claims, serves as chair of Health Center CQI committee which collects and analyzes clinical data, delegates or serves as representative to Risk Management Committee.

• Director of Physical Plant: Oversees security and safety issues, oversight for property claims, liaison to resident safety and property committees.

• Supervisors: Ensure compliance with laws and regulations, develop safety procedures for their areas, enforce/promote safety in their areas, maintain/analyze statistics on incidents occurring in their areas, investigate incidents, report unsafe actions and conditions, identify training needs, facilitate implementation of new safety initiatives

• Insurer: Provides effective claim, loss control and audit service. Provides on-going information regarding risk related issues.

Limited view of Risk Management• Purpose: It is the goal of Carolina Meadows to provide a safe environment for residents, staff, and visitors. The

Risk Management Plan is designed to support that goal by preventing incidents and injuries as well as to manage incidents that do occur to minimize injury and other forms of loss, including business, operational, property and reputation.

• Areas of Risk: Falls, equipment failures (such as lifts, chairs), hot water, emergency response, restraints, contracts, vehicles, elopements, medication administration, infection/communicable disease, violence/weapons, suicides, abuse/neglect, fire, inclement weather (ice, cold, heat, high wind), employee injury.

• Roles: • CEO: Ultimate responsibility for having risk management program in place, appoints chair of Risk Management

Committee, selects and coordinates legal counsel, ultimate negotiator/decision maker for insurance coverage and other risk financing techniques.

• CFO: Manages liability insurance coverage, claims oversight for resident, non-medical claims, delegates or serves as representative to Risk Management Committee.

• HR: Manages workers compensation insurance, claims oversight for employees claims, collects and analyzes employee incident reports, delegates or serves as representative to Risk Management Committee.

• COO: Claims oversight for resident medical claims, serves as chair of Health Center CQI committee which collects and analyzes clinical data, delegates or serves as representative to Risk Management Committee.

• Director of Physical Plant: Oversees security and safety issues, oversight for property claims, liaison to resident safety and property committees.

• Supervisors: Ensure compliance with laws and regulations, develop safety procedures for their areas, enforce/promote safety in their areas, maintain/analyze statistics on incidents occurring in their areas, investigate incidents, report unsafe actions and conditions, identify training needs, facilitate implementation of new safety initiatives

• Insurer: Provides effective claim, loss control and audit service. Provides on-going information regarding risk related issues.

Uneven sidewalks

• The Americans with Disabilities Act (ADA) of 1990 defines a ‘trip hazard’ as any vertical change of over 1/4 inch or more at any joint or crack. Slopes on sidewalks should have a slope of at least 1:8; slopes on wheelchair accessible ramps and access points should have a slope of 1:12.  Since the ADA demands strict compliance, trip hazards represent a legal liability to our clients. Cities, school districts, hospitals, churches, shopping malls, universities, apartment complexes, and other large buildings all have to comply

Limited view of Risk Management• Purpose: It is the goal of Carolina Meadows to provide a safe environment for residents, staff, and visitors. The

Risk Management Plan is designed to support that goal by preventing incidents and injuries as well as to manage incidents that do occur to minimize injury and other forms of loss, including business, operational, property and reputation.

• Areas of Risk: Falls, equipment failures (such as lifts, chairs), hot water, emergency response, restraints, contracts, vehicles, elopements, medication administration, infection/communicable disease, violence/weapons, suicides, abuse/neglect, fire, inclement weather (ice, cold, heat, high wind), employee injury.

• Roles: • CEO: Ultimate responsibility for having risk management program in place, appoints chair of Risk Management

Committee, selects and coordinates legal counsel, ultimate negotiator/decision maker for insurance coverage and other risk financing techniques.

• CFO: Manages liability insurance coverage, claims oversight for resident, non-medical claims, delegates or serves as representative to Risk Management Committee.

• HR: Manages workers compensation insurance, claims oversight for employees claims, collects and analyzes employee incident reports, delegates or serves as representative to Risk Management Committee.

• COO: Claims oversight for resident medical claims, serves as chair of Health Center CQI committee which collects and analyzes clinical data, delegates or serves as representative to Risk Management Committee.

• Director of Physical Plant: Oversees security and safety issues, oversight for property claims, liaison to resident safety and property committees.

• Supervisors: Ensure compliance with laws and regulations, develop safety procedures for their areas, enforce/promote safety in their areas, maintain/analyze statistics on incidents occurring in their areas, investigate incidents, report unsafe actions and conditions, identify training needs, facilitate implementation of new safety initiatives

• Insurer: Provides effective claim, loss control and audit service. Provides on-going information regarding risk related issues.

Theft

• Resident Property

• Community Property

Risk Management Training

• Computerized staff instruction program

• Orientation

• Employee policies

• Resident handbook

• Departmental training and meetings

• Precinct Meetings

• Fire drills

USER-DEFINED FILTER:Category: Risk Management _> Risk ManagementSubcategory: Training -> TrainingCompleted date: Jan 14, 2010 --> Sep 14, 2010Category order

Block - Unit Source of WorkPrioritySource of Funds

Maintenance CategoriesMaintenance SubcategoryDescriptionLabor

Mat CostLabor CostLabor Time

Non-Inv CostInv CostTotal Cost

Call DateComplete Date

Work OrderNumber

Risk Management

P Carolina Meadows staff1 - Emergency

Risk ManagementTrainingPower Tool TrainingZANNINI, JOE

0.000.001.00

0.000.000.00

May 27, 2010May 27, 2010

52883

Carolina Meadows staff3 - Planned

Risk ManagementTrainingComplete Silverchair the first half of yeWHITTIMORE, MARCADAMS, ALVISGOLAT, BILLLLOYD, CHARLESTORRES, CARLOSCOLEY, DAVIDTONEY, DAVIDMAYETTE, DONSMALL, EDDYMOONEY, ELTONWILSON, GENELUGO, IVANPEACE, JAMESBURGESS, JOEZANNINI, JOEHINSON, JOHNREIDELL, JOHNBYRD, LARRYWATTA, LOUWARNAT, MARKBINKLEY, PHIL

0.0062.50356.25

0.000,0062.50

Jun 1, 2010Jun 1, 2010

56063

Risk Management Training

• Computerized staff instruction program

• Orientation

• Employee policies

• Resident handbook

• Departmental training and meetings

• Precinct Meetings

• Fire drills

Worker’s Compensation Claims

• Safety Bowl

• Accident Investigation

The Safety Investigation

This is a teachable moment – see the meeting as a staff training session– One in which both the investigator and the

staff member are trying to learn Create the right environment

– Why is safety important– How can we think outside the box – How

can we prevent this type of accident from happening in the future?

Carolina Meadows Accident Investigation

Staff Safety &Staff Behavior

Did you Know?

Accidents come from 2 main sources– 20% Conditions– 80% Behaviors

Conditions are Easy to Recognize Frayed electrical wire Steps & slippery spots Ice and snow on roads Heavy items that need more

than 1 person to lift Spots of water or grease on the floor Worn tire on a golf cart

Unsafe Behaviors are sometimes more difficult to recognize

At risk behaviors– Use a chair as a stool

Marginal behaviors– Not looking where you are going

Safety mindset – Beginning each task with safety in mind– Our failure to have this mind set can be the

unsafe behavior that we need to address.

The Goal of the Investigation is to improve campus safety; ours is not to find fault Basic questions that the we will be asking:

– Are there inherent safety issues with the task under investigation?

– Were staff taking unnecessary risks, and if so why?

– How could this accident be avoided? Factor that the we are looking for

– Conditions– Behaviors

Sometimes unsafe behavior seems OK Shortcuts sometimes appear to save

time Personal comfort is use as rationale No negative consequences (?)

Examples

Not wearing PPE Bypassing guards or

lockout tag out procedures Not requesting help you

know you need

What are the potential consequences? Accidents Injuries Not reaching your goals Disciplinary action Death

VERY NEGATIVE CONSEQUENCES

ZERO employee injuries.

To get there, Everyone must be involved. That means changing behavior -

Yours, Your Co-workers &

Supervisors!

Carolina Meadows Goal

The Committee believes that “Everyone’s Behavior Counts”

Everyone is important Accidents DO happen Safe behavior = Less accidents Everyone is a role model Positive role models needed

“We are asking for your help in finding ways to eliminate your accident”

The Invitation

To: From: Joe Zannini Date:

RE: Accident Investigation

One of the best ways to avoid further accidents is to understand how an accident occurred and how to avoid that type of accident in the future. Accident investigation is a tool. The goal is not to lay blame.

The goal in an accident investigation is to: · Find out what happened and determine immediate and underlying or root causes. · Rethink the safety hazard. · Introduce ways to prevent a reoccurrence · Establish training needs.

A Meeting has be set for February 31, at 2:30 to investigate the accident that occurred on January 32. Please report to Ms. Core in Human Resources at that time.

Memo to the direct supervisor

To: From: Investigator Risk Mangement Committee Date: RE: Employee Name An Accident Investigation sub committee of the Risk Mangement Committee will

be conducting an investigation of the Workers Compensation accident in which Employee Name was involved. Your help is needed in the investigation. I will be part of team conducting the interview. Could you please answer the following questions and return them to me in 3 work days.

Was any type of training conducted in your department regarding this accident?– If yes:– Did this employee attend?– Describe the training.– Do you feel that the training was adequate?

How could this accident have been avoided? Has this individual been involved in other accidents? What policies are in-place that focus on this type of accident

The Investigation Findings

List Factors– Conditions and behaviors– Accidents are predictable– Each accident has a root cause– There was a mind set behind each accident.

List recommendations– Don’t be shy– Think outside of the box

Lack of safety leadership

Lack of supervision

Lack of Training

Missing guard

Rules not enforced

Poor work proceduresPurchasing unsafe equipment

No follow-up/feedback

Poor safety management Poor safety leadership

Didn’t follow procedures

Poor housekeeping

Horseplay

Ignored safety rules

Defective tools

Don’t know howNo MSDS’s

The “Accident Weed”

Hazardous Conditions

Hazardous Practices

Did not report hazardEquipment failure

Root Causes

The Investigation

List Factors– Conditions and behaviors– Accidents are predictable– Each accident has a root cause– There was a mind set behind each accident.

List recommendations– Don’t be shy– Think outside of the box

Suggestions to arrive at concrete implementable suggestions:

It takes no more than 5 follow-up questions to arrive at an implementable suggestion; so don’t stop at one.

Stay local:– What could the individual have done.– What could the team have done– What could the Department have done.

After thinking locally then think about policy recommendations

Validate Recommendations

Before submitting recommendations call the appropriated Department Head.

Discuss the issue and the proposed recommendations.

Make changes if appropriate If Department Head disagrees with

recommendations note the nature of the Department Head’s concerns in your recommendation.

Submit final recommendations to the Chair of the Risk Management Committee and a send a copy to the Director of Human Resources

The follow up

The Chair of the Risk Management Committee will evaluate the recommendations and forward them for implementation.

Disaster Preparedness

CCRC Sanctioned

Power Tool Racing

COOP

Continuity Of Operations Program

Event Probability Risk PreparednessTotal

 

HighMediu

m

Low

None

Life Threat

Health/

Safety

High Disruptio

n

Moderate Disruption

Low Disrupti

on

PoorFair

Good

 

Score 3 2 1 0 5 4 3 2 1 3 2 1  

NATURAL EVENTS                          

Hurricane   X         X         X 6

Tornado     X   X         X     15

Severe thunderstorm X             X     X 3

Snow fall     X         X       X 2

Blizzard       X     X       X 0

Ice storm X           X         X 9

Earthquake       X     X       X 0

Tidal wave/tsunami       X X           X 0

Temperature extremes       X   X       X 0

Drought X               X     X 3

Flood, external       X       X     X 0

Wild fire       X   X         X 0

Landslide       X     X       X 0

Volcano       X X           X 0

Epidemic/pandemic   X     X         X   30

Dam failure       X   X         X 0

Explosion/munitions       X     X       X 0

Event Probability Risk Preparedness Total

 

High

Medium

LowNone

Life Threat

Health/Safety

High

Disrupti

on

Moderate

Disruption

Low Disruptio

nPoor Fair Good

 

Score 3 2 1 0 5 4 3 2 1 3 2 1  

HUMAN EVENTS                          

Elopement X       X             X 15

Work place violence   X     X             X 10

Security threat   X             X   X   4

Hazmat exposure Internal     X     X           X 4

Hazmat exposure external       X   X         X 0

Terrorism, chemical       X   X         X 0

Terrorism, biological       X   X         X 0

Hostage situation       X   X         X 0

Civil disturbance/Community violence       X         X   X 0

Labor action       X         X   X 0

Bomb threat     X           X   X 2

TECHNOLOGICAL EVENTS                          

Electrical failure X           X         X 9

Generator failure     X       X     X     9

Transportation failure       X         X   X 0

Fuel shortage     X       X         X 3

Natural gas failure     X       X     X     9

Water failure     X         X     X   4

Sewer failure   X             X     X 2

Steam failure       X         X     X 0

Fire alarm failure   X           X       X 4

Communications failure

X           X       X 18

Medical gas failure       X X             X 0

Medical vacuum failure       X X             X 0

HVAC failure

  X       X   X 2

Information systems Failure   X         X       X   12

Fire, internal     X   X             X 5

Flood, internal X               X     X 3

Hazmat exposure, internal     X     X           X 4

Unavailability of supplies     X       X         X 3

Structural damage     X   X           X 5

A Time to ga ther

A Time to ponder

A Time to tra in

A Time to dri l l

When Safety Emphasis Disaster Training

1st Quarter Fire Equipment Code Green

2nd Quarter Evacuation Code Pink

3rd Quarter Facility safety issues

Code Black and Yellow

4th Quarter Communication materials and procedures

Code Gray

A time to meet, reflect, and train

Fir e Dr ill C h e c k L is t a n d S u m m a r y Re c o m m e n d a t io n s T im e Y e s No

Time Ch a th a m Co u n ty Eme r g e n c y Ma n a g e me n t c a lle d b e f o r e f ir e a la r m te s t o r f ir e d r ill?

Time Dr ill in itia te d

Time Ch a th a m Co u n ty r e c e iv e d c a ll f ro m mo n ito r in g Co mp a n y

Fir e Do o r s c lo s e d p r o p e r ly

A ll Fir e Ho r n a n d s tr o b e s w o rke d p r o p e r lyFir e a la rm s y s te m te s te d o n s e c o n d a ry s o u r c e o f p o w e r (B a t te r y o r G e n e r a to r a sa p p lic a b le )?

Fir e a la rm s y s te m a c tiv a te d c o r r e c tly ?

S e c o n d s ta g e a la r m s ig n a l a c tiv a te d c o r r e c tly ( Pa g e r ) ?

A n n u n c ia to r ( s ) in d ic a te d th e c o rr e c t f ir e a la rm z o n e o f a la r m o r ig in ?

Fir e a la rm a n c illa ry d e v ic e s r e s e t a n d c h e c ke d :

Ele c tr o - ma g n e tic lo c k in g d e v ic e s ( n o t a p p lic a b le a t th is time )

Ele v a to r s (n o t a p p lic a b le a t th is time )

HV A C (n o t a p p lic a b le a t th is t ime )

S mo ke d e te c to r s

Pu ll S ta tio n s

Ho ld - o p e n f e a tu r e s o n f ir e d o o rs

Fir e a la rm s y s te m c le a r o f a n y “ tr o u b le ” a n d re s e t?

S t a ff C o m m e n t s

S t a ff S ig n a t u re s D a t e

Nu m b e r w h o p a r t ic ip a t e d in d r ill

A ll Fir e Ex tin g u is h e r s Pro p e r ly ta g g e d a n d Ch a r g e d

A ll S ta ir w e ll lig h ts o n

A ll S ta ir w e lls f r e e o f c o mb u s tib le s a n d s to r e d ma te r ia l

Ex it d o o rs f r e e o f o b s tr u c tio n s

A ll Ex it S ig n s f u n c tio n in g

Na m e s o f S t a f f C o n d u c t in g Dr ill

Na m e s o f C lu b C e n t e r S a f e t y O f f ic e r s A s s is t in g

(F irs t Q u a rte r)

Da t e :

Adventure Works: The ultimate source for outdoor equipment

Campus Evacuation Plan

Developed by the COOP Team

Plan is subject to change without notice

Role of Muster Coordinators• Data Collection

Who is going Who is not going How are they

getting there Special Needs Names and tel.

number of contact Pets Identification of

those unaccounted

• Communication Provide residents

with up to the minute information

• Where are we going?

• How will we get there?

Provide management with information regarding resident needs

Provide assistance for those wishing to go elsewhere.

Resident Data Sheet• Name• Precinct• Cell Phone Number• Car Make • Car Model• Car Year• Car Tag Number• Emergency Contact• Emergency Contact Telephone number• Emergency Contact e-mail address• Mobility

Ambulatory Scooter Walker Wheel chair bedfast

Required Reports

• Precinct Detail: Provides information about every

resident in the precinct: Check-in status – (no check-in equals

unaccounted for status) Destination of residents Contact (family member, for example) Special Needs Tracking information Current status

Required Reports

• Precinct Summary: Number ready for transport. Number needing special transportation Number of residents that have left on their

ownto the evacuation site.

Number of residents that have gone to an alternate site

Number unaccounted for Confirmation of totals Tracking information

Required Reports

• Community Summary: Number at Evacuation site Number assigned to suites Number assigned to ballrooms Number of residents that have gone to an

alternate site Number unaccounted for Number of dogs at CM Number of cats at CM Confirmation of totals

How will residents be notified?

• Reverse 911• If time allows, search for those not reporting

to muster• Communication of names of residents who

did not report for muster to local authorities

What will residents need to bring in a hand- held bag?

Personal clothing, gowns/pajamas, shoes, slippers, socks, underclothes for three to four days, incontinence supplies, personal grooming items, dental supplies, dentures, hearing aides, eyeglasses, and medical supplies.

• Drugs and Prescription information.• Condensed address book with telephone

numbers and e-mail addresses of those to be contacted.

Muster Locations

M u s te r S ta t io n s

5 6

1

8

2 3

4

Dining Room Auditorium

Board Room

7

9 10

11 12 15

Conditions at Evacuation Site

• Available rooms will be assigned on the basis of medical need and the ability of residents to share a suite.

• Residents not assigned a room will be given a cot that will be housed in large ballrooms.

• Pets will not be transported to evacuation site.

• Room service will not be paid for by Carolina Meadows.

• Carolina Meadows will attempt to provide food and medical supplies in the manner that will be announced at the hotel.