As the Interim Clinical Manager at Glenwood Home- a small, standalone facility in rural South Canterbury, I have been assisting the team to transition from one software application to HCSL.
I have used multiple different patient management systems during my many years in Aged Residential Care, some good, some not so good and I have been very impressed with HCSL:
The transition to HCSL was extremely smooth- the video guides were extremely helpful in providing the ‘how to’ information.
The support team at HCSL have been quick to answer questions and support us through this change
We have all found the system to be simple and easy to use, it intuitively guides you through each stage of documentation.
The viewing screens are clear, easy to read, not too busy and simple to move from one screen to another.
Integration with Medi-Map and interRAI are a huge bonus- and extremely helpful in streamlining documentation.
The Wound Management system is clear and easy to follow. All staff have found that creating an adverse event or infection event is straightforward.
The Quality & Auditing component for me as a Clinical Manager is fantastic!
The policies and procedures & Human Resources sections are also fantastic!
As a standalone facility it is reassuring to us that the system complies fully with the Ngā Paerewa Health and Disability Services Standard
Having worked in both standalone facilities and for Corporates in both NZ and Australia, and worked with many different systems, I can honestly recommend HCSL as a system that works extremely well in the Residential Aged Care Setting in NZ- thank you !
I am very happy to endorse your system as the information is invaluable for CNMs to analyse the data/information and make informed decisions on best practice and innovation to decrease hazards, improve outcomes, and mitigating factors for resident welfare. I’m pleased you are delving into the data to the level you are, as it’s time saving for sites in many respects, and so easy to dice and slice the information to get the trends.
CNM’s used to spend hours just writing up the collective information before the analysis, so this system is hugely time saving.
We are very pleased to have recently been granted 4 year MOH Certification! No corrective actions and three Continuous Improvements.
This follows on from a fully attained Partial Provisional Audit that was required prior to opening our two new wings earlier this year with no corrective actions.
Make no mistake! HCSL policies, software and support have played a major part in these accomplishments. The HCSL software we use means we have easy access to information in real time.
I started working with Gillian of HCSL shortly after I took on the role of Facility Nurse Manager at Bethsaida Retirement Village six years ago. The facility was not using Healthcare Compliance Solutions policies at the time and perhaps this was reflected in the previous audit results.
Gillian is always responsive to emails and phone calls which is critical when timely advice is required.
The HCSL regular newsletters are interesting with relevant and up to date information on issues affecting aged care.
Gillian is a lovely person to deal with. She is thoughtful, professional, pragmatic and I have always found her to be keen to help, with practical advice on any issues that might arise in the management of a retirement facility.
I thoroughly recommend HCSL to all aged care facilities.
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his New Zealand designed web based (on-line / in-the-cloud) Bench-marking and quality management system from Healthcare Compliance Solutionhttp://www.hcslqms.co.nz/s Ltd allows you to:
Bench-mark in real-time – specific to resident type, event type, date and time of day.
Have automated default reports to save you time analysing your data trends and patterns
Drill down into your data easily to identify opportunities for continuous improvement
Complete your internal audits online and have the corrective actions auto-populate into a corrective action log
Log and manage adverse events
Bench-marking of adverse events against other aged care providers
Support evidencing an active Health & Safety programme is in place
Log and manage infections – automatic outbreak registers
Bench-marking of infections against other aged care providers
Log and manage your complaints with time-frame, investigation and response prompts
Dashboard view options for level of care and any chosen 3 monthly time-frame review
Dashboard view option of adverse events or infections
Logs (event registers) appear with individual events in one colour when open and change to another colour when the event is closed. This allows you to see quickly the status of events.
Use in conjunction with your current policies / procedures or update to the HCSL site specific created policies and procedures.
Your organisation policies and procedures and related documents (if created by HCSL) are also accessible through the Facility Documents tab on the left of the screen for remote anytime, anywhere access. The keyword search option on the policies and procedures in addition to precise indexing and coding of documents makes it very quick and easy to locate information for staff to reference.
You can also upload your own documents for confidential safe storage.
This is what Rhonda Sherriff, NZACA Clinical Advisor says about using the HCSL QA system:
“I am very happy to endorse your system as the information is invaluable for CNMs to analyse the data/information and make informed decisions on best practice and innovation to decrease hazards, improve outcomes, and mitigating factors for resident welfare.I’m pleased you are delving into the data to the level you are, as it’s time saving for sites in many respects, and so easy to dice and slice the information to get the trends. CNM’s used to spend hours just writing up the collective information before the analysis, so hugely time saving”
To view a brief video explanation of the system click here. This programme has been operating in NZ Aged Care since mid 2016 so now has many thousands of pieces of data to compare yourself against.
We asked a random group of clients for their responses in relation to using HCSL Aged Care Cloud based software.What do you like best about the HCSL software and your current use of it? Below is their responses:
I like the layout of the LTCP and being able to load and access documents in the one programme.
At the end of the month the stats are all there done without me having to calculate; the system does that itself, love it, I print off the bar graphs for the staff to see each months results with the related information written up to show the story behind the data
The advantage of having HCSL software in our facility means enabling quick access to residents records for more coordinated, efficient care and securely share information with residents and other clinicians. Holly Lea is in the process of having most of the documentations online. Moving to electronic significantly improved our archiving processes and the need for physical storage space for paper records is also significantly reduced. Being able to search for a file or document from the computer rather than manually dig through a filing cabinet saves time for all of us.
Know it is kiwi made and covers aged care in NZ requirements
Analysis of data and logs for complaints and incidents
Ease of access and user friendly
Log in pages are bright and cheerful.
Everything is in one spot and easy to access.
Audit system, ease of use, easy access to forms.
Its clear and easy to use.
The Long Term Care Plan (LTCP) is much more concise, great feedback from the care staff, easy to read and understand.
Able to compare to the average when reviewing falls or infection rates.
Ability to analyse present the information e.g falls.
I like the ease of use – the easy to generate reports – everything being in a logical order that ties in very well with the paper files
Used correctly the system does pass audit, meets all the requirements of the MOH Standards.
Receiving the continual updates we know we always have the most updated material available to meet our MOH requirements
This is a central point for data gathering. We have the potential to have most information on line.
The system is new to our team, it is still getting established here. We are finding it quite easy to use.
Its web based which means I can look at it anytime and am fully up-to date always with whats happening
The audits are detailed, and clear
The bench-marking is great and easy – saving time – great reporting
All of it, Everything on the website is easy to find and I like the bench-marking.
I don’t think we utilize enough of the paperwork some things I am discovering now after 5 years of using it!
I like the simplicity of the software.
I like that it is integrated with quality documentation.
I like that it is cloud based.
I like the flat fee for use, rather than a fee the number of devices (tablets).
The ease of uploading resident photo and easy layout
Ability to easily track trends in adverse events.
The straight forward user friendly interface, the data analysis, the way corrective actions populate straight to the corrective actions log,
https://agedcarecompliance.com/wp-content/uploads/2024/08/HCSL-Color-Logo.svg00Allionhttps://agedcarecompliance.com/wp-content/uploads/2024/08/HCSL-Color-Logo.svgAllion2020-01-05 17:20:002024-09-24 07:26:54HCSL Aged Care Software user feedback
HCSL Aged Care Software incorporates quality and risk, bench-marking, internal audit management systems as well as clinical functions) and how to use them. These systems have all been audited numerous times for ARC provider Certification with maximum four year outcomes being achieved where the system is fully implemented. Tried and testing; pre-approved audit compliant.
Please click on the following links (the blue words below) to watch videos which describe the functions of the HCSL Aged Care cloud-based aged care software.
The HCSL system functions are able to be used in their entirety or some care providers use only the policies and procedures with the dashboard for quality and risk management; while others use the full system including the care planning and progress notes.
We have several care provider sites currently who have become paperless using the HCSL system in conjunction with Time-target, Medimap or 1chart and InterRai. The mix of paper based and IT based depends on your site, the IT skills of your staff and their access to computers. There are a range of service options available depending on what suits your current circumstances. To find out more about the service level options available click here
We continue to add features to evolve the system in response to changes in clients and industry needs. This evolution is intended to be an ongoing process and we look forward to your feedback and ideas. Each change is considered on the basis of how it can be used by clients to ease their workload, streamline and save time while giving useful information.
HCSL Aged Care software systems are created by Healthcare Compliance Solutions Ltd through Version 1 or for version 2. Access codes are provided to clients with a current service agreement in place.
If you would like more information on the services which are available click here.
If you would like to receive our HCSL Aged Care newsletter which is published every 6-8 weeks, email us on gill@agedcarecompliance.com with your contact details. This is also the email address if you have any further questions on HCSL software and services.
The question of whether mandated minimum nursing hours would work has been asked previously. The workload of care and nursing staff is frequently discussed with staff reporting they are pressured for time to complete all the necessary duties assigned. The Nursing staff have different but over-lapping functions to care staff. When reviewing your staffing, it’s important to include a number of factors into any review when looking at the productivity and efficiency of your team.
We suggest you look at not only leadership and skill-mix, which are vital for safe services but also consider other factors. These can include the location of high acuity needs residents within your service. With an increase in the use of dual beds, the mix between rest home and higher acuity hospital level of care are now intermingled and not specifically allocated to one area of the building. This means the Registered Nurses providing clinical monitoring and oversight may have to spread their attention to a much more fragmented and broader geographical area in your service than was previously the case.
The location of resources and time spent looking for items of use and equipment could be minimised if more thought was put into the design of new facilities and the locating and management of replenishing stores for ready access by staff as and where they need them. Who does the running and fetching could also be considered in work roles so staff with high end clinical skills are spending the bulk of their time on performing functions specific to their role and skill. Not doing tasks that could be better delegated to others.
One year on from Simon Wallace (NZACA CEO) reporting on staffing shortages, we haven’t seen any improvement it would seem! In New Zealand an increasing proportion of our Registered Nurses have come to New Zealand to practice with no prior working knowledge of aged care services. They frequently have limited aged care related experience to conduct the complex assessment and clinical management of high acuity residents in a residential care setting. This is not to diminish their value as we can’t provide the services needed otherwise.
What I’m trying to highlight in the current circumstances is, we’re frequently seeing nurses set up to fail or provide less than safe care as they simply don’t have the experience in this specialised field of nursing. I recall conversations in the early 1990’s predicting a massive nursing shortage. It appears that in the time-span between then and now, we haven’t addressed this issue.
We welcome comments and suggestions of how this could be addressed here in New Zealand before we end up in the depths of a staffing crisis which halts care.
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On the 25th April each year we remember those who went before us to fight for the protection of others. While emphasis is often on those who died in service to their country, it’s also a time to remember those who returned from war changed and altered forever by the experiences they’ve had. Not just for the soldiers going and returning to war but their family.
The mother who describes holding her son as he heads off to the front line. Embracing him, breathing in his smell which a mother knows so well. Holding her head against his chest hearing the beat of his heart wondering if she’ll ever be able to hold him and hear his heart beat again. Feeling the harshness of the fabric of his uniform and wondering what other harshness he’ll encounter.
The soldier as a member of a family, not only left grieving mothers behind but were sometimes already parents themselves going off to war leaving wives and children behind. All family members impacted in their own way from their own perspective of events. How does a wife or child accept the decision of the men in their life going to war, to do ones duty leaving children wondering why they were being deserted in favour of the uncertainty of battle? Those children then growing older day by day until the time they themselves are in their 80’s and find themselves still welling up in tears at the memory of the day their father left to go to battle. Not understanding but seeing the change in the father who returns, different, distant and ill from the effects of sand breathed into his lungs while stationed in Egypt. The soldier returning, having nightmares of horrors seen which cannot be unseen or forgotten. Limbs and body intact but emotional scars and ongoing adverse health issues. Not all wounds are visible.
I visited the Gallipoli exhibit at the Museum of New Zealand ‘Te Papa’ (our place) in Wellington with my mother and sister. I was mesmerized and deeply affected by the raw emotion depicted in the models created for the exhibit by Weta Workshop. The image of this nurse, Staff Nurse Lottie Le Gallais who was on board the hospital ship Maheno which set out from Wellington. She’d hoped to catch up with her brother but the model shows the anguish of the moment she receives her returned letters to him saying “killed, return to sender”. I can’t imagine the strength needed to sustain such pain amidst the anguish of war but still carry on to serve those needing care.
I live in Christchurch and after the recent terrorist attack resulting in the death of 50 people, we’re seeing and feeling the result of war-like destruction of life. You see it in the faces of those closely affected. The internal pain of senseless loss.
A time to ponder on the Anzac values of courage, compassion, commitment and comradeship and see if they are reflected in our own organisations as relevant to care services. This Thursday, 25th April, Anzac day is a time to reflect and be grateful – lest we forget.
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Mattresses aren’t just something to lie on but if not maintained and cared for appropriately, also have the potential for causing harm.
As I travel a lot for work, I have the opportunity to test many different mattresses, all with varying degrees of comfort. This reminds me how difficult it must be for those who may be suffering painful joints to get a good night’s sleep. Appropriate mattresses are not only required to reduce pain from positioning discomfort but also reducing risk to residents. This include ensuring the mattresses are of a suitable standard and fit for purpose.
I’ve seen a number of mattresses which had hardened and torn linings and were well past being able to provide much comfort or an appropriate degree of pressure support. Some had masking tape used in an attempt to cover splits in the mattress cover. Others had holes in and were badly stained from exposure to body substances. As the residents in care are becoming frailer, with increasing acuity, the need for ensuring appropriate pressure support is crucial to preventing pressure injuries, maintaining comfort and maximizing the opportunity for good sleep.
There is the potential for old and in poor condition mattresses to be a potential source for infection transmission. For those of you operating newer facilities, this may not yet be an issue. For older facilities, part of stock and resource control should include mattress stock checks to verify they are in fact still fit for use. When conducting checks, determine the mix of mattress types you have and speak with your supplier about a replacement programme should this be necessary. As mattresses differ, so do beds and it’s important to make sure the mattress you use is appropriate for the particular bed type and size.
When reviewing your mattress stocks and purchasing new mattresses you might like to think about the following factors:
Only purchase from reputable suppliers. Review the manufacturer’s instructions for use to ensure they include verification of cleaning instructions and ask about preventative maintenance. This may include staffing training e.g. via the use of online training videos or instruction booklets.
Make sure you record the date of purchase and do your best to track each mattress and pillow to maximize warranties and make plans for replacement. Add the item to the facility cleaning schedules for regular cleaning and drying of exterior surfaces which should be durable, water-repellent and quick drying. They should also be seamless, if possible. When there are seams or edges, much sure these are situated away from resident skin contact to prevent absorption of liquid into interior and increased friction.
All seams must be tightly closed and sealed. Masking or packaging tape is not appropriate for sealing. When mattresses become worn and tear, you might like to have a supplier representative review to see what options are available for repair or replacement.
When reviewing the condition of mattresses, inspect all mattress surfaces, covers, seams and zippers for proper function and damage including wear, tears, splits, cracks, punctures, permanent odours and stains. If visible contamination from body substances are present, determine appropriate steps (eg. replacement or repair).
To support longevity of mattresses, remind staff not to place any furniture or sharp objects on mattresses. Protect the mattress with mattress protectors only if advised by the supplier this is appropriate. A number of pressure support functions in mattresses may be adversely impacted by the use of additional mattress coverings to do check.
Cleaning and disinfection must be considered in relation to mattresses, covers, wedges, cushions and pillows which are all classified as non-critical medical devices. Clean and low-level disinfect according to the manufacturer’s instructions between different resident use and when visibly soiled. Some mattress covers are removable for laundering so remember to verify which ones can be cleaned separately.
Remove damaged or stained items from service and report these in your maintenance book or to the Manager. Follow manufacturer’s instructions for use and disposal of damaged mattresses, covers, and pillows, and in accordance with infection prevention and control guidelines.
Ensure when using alternating therapy type mattresses that there is a process in place for a shift by shift verification that the pressure is maintained at the current level for the individual resident utilizing that mattress. If you plan to use an air alternating topper pad on a mattress, ensure it’s suitable for the mattress as depending on heights and size, it may not be appropriate.
Harm prevention can also be supported with advances in technology such as Pressure Monitoring sensing devices to ensure appropriate pressure distribution. I’m not aware of anyone who can rent or lease out Pressure Mappers in NZ. However Cubro have one that they can bring onsite to facilities for training and education. Make contact with your supplier to see if they can assist if this could be useful for you.
Also remember that other devices used in beds should be checked as well to ensure they are still safe and appropriate for use eg; wedges, rolls, pillows, seat cushions, mattress covers (where these are appropriate for use),bed sensor monitoring pads. For reading on how to choose the best mattress option for your needs go here.
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