built environment best practices projects to operations to compliance · 2017-11-22 · built...

Built Environment Best PracticesProjects to Operations to Compliance

Jim Inzeo & Anthony Younan

Agenda

Where do you begin?

Document Management

Owner Requirements

Best Practices

Industry Best Practices

Compliance Best Practices

Goals & Objectives

Begin with the end in mind

A safe and functional environment

Understand the process

Take control

Lower your risk

Do a better job with patient safety and HCAHPS

Different Documents in Different Places

Organization

A Mess!

Owner’s Requirements

What do you need for operations?

What do you need for compliance?

Electronic records vs. paper records

How is it organized?

Review your agreements

Agreement Between Owner and Architect

Agreement Between Owner and Contractor

General conditions

Changes Coming?

Let’s Start With Project Documents

Drawings

Specifications/Project Manuals

O&M Manuals

Product/Equipment Information

Vendor Reports

Compliance Documentation

Contract Documents

Bid/Construction Documents

Addenda

Bulletins

RFI/ASI

Submittals

What does this have to do with compliance?

*8 of the Top 10 Findings by TJC surveyors have to

do with the built environment.

Information created during projects is critical to

obtain and maintain compliance.

Wall Construction

Ceiling Assemblies

Door Hardware

Manufacturers’ Recommendations

* Joint Commission Perspectives September 2017

Best Practice: Step 1

Stop the madness!

• The best time to capture information is when it

is created.

• Take control by creating a document

management policy which puts you in control

• Capture Benchmarks

• Programming/Feasibility studies

• Schematic Design, Design Development

• Construction Documents and Revisions

• Closeout Information

Best Practice: Step 2

• Get your house in order

• Figure out what you have

• Paper drawings

• 3 Ring binders

• CD’s DVD’s

• Local copies

• Network drives

• Aggregate and organize paper and digital files

• Start with most recent and work backwards

Best Practice: Step 3

• Identify Compliance Specific Documents

• Equipment list

• PM Schedules

• Test & Balance

• Life Safety Drawings

• Inspection Reports

• Certifications

• Local AHJ Inspections

• Etc., Etc., Etc…

What do you want/need in the end?

Project Contact List

Asset information – Make, model, mfg, PM sched.

BIM/CADD Files

As Built and/or Record Drawings

Lien Waivers & Warranties

Reports/Certifications

Updated Life Safety Drawings

Typical Project Information

How do YOU want things organized?

Develop a Checklist

Folder Structure

File Naming Convention

Document Audit Process

Sample Closeout Organization

Maintaining Compliance

Project Closeout – Snapshot in time

What’s your model?

3 Year Episodic Cycle?

Continual Compliance?

Two components:

Documentation

Observations

Maintaining Compliance

How do you maintain?

How do you organize?

How do you know what you need?

How do you identify compliance gaps?

How do you know the state of compliance?

How do you measure compliance?

Compliance Best Practices

Documentation organized by Standards

Physical Environment

Life Safety

Emergency Management

Documentation Organized by Frequency

Weekly, Monthly, Quarterly, etc.

Compliance Best Practices

Adopt a system which is scalable and repeatable

Analog or digital?

Binders, filing cabinet, network or cloud drive

What’s Next?

Review your agreements

Are you asking for the right stuff?

How are you providing guidance on organization?

Insource or outsource?

When everyone is responsible for document

management, no one is responsible for document

management.

Someone needs to take ownership!

Big Picture

Succession planning…

A very large part of the patient experience is tied to

the facility.

How do you implement systems for document and

compliance management that define your legacy?

Jim Inzeo

jinzeo@landrco.com

615-250-9131

Anthony Younan

anthony.younan@siemens.com

614-956-6069

Go Ahead, Drive the Ultimate Patient Experience