Cleaning Services Update

Subject: Proposed Plans to Improve Cleaning Services at Buckland Aged Care

I write to inform you of the upcoming improvements to the cleaning services here at Buckland Aged Care Services. These changes have been driven by feedback we have received, and we are committed to making Buckland a cleaner, safer, and more comfortable environment for everyone.

Based on the feedback, we have developed an action plan that will focus on the following:

• New Audit System: We will be implementing a weekly audit system to monitor cleaning performance and ensure compliance with the updated cleaning standards. This will help us consistently maintain high standards throughout the home.
• Supervision: A dedicated supervisor has been assigned to oversee the cleaning staff. They will ensure all areas meet cleanliness standards and that staff are supported in meeting these expectations. Oversight will be provided by the Quality and Compliance Manager.
• Recruitment and Training: We are currently recruiting more cleaning staff to ensure flexibility within the roster, and training has already been arranged for all cleaning staff to ensure they are fully prepared for the updated protocols.
• HCS PRO System: To support these changes, we will be using HCS PRO, a web-based application that maintains cleaning schedules and instructions, keeps track of daily cleaning duties, and manages maintenance reports. HCS PRO offers a digitised messaging platform that allows prompt communication with staff while keeping records of all communication between staff and management. Staff will also complete cleaning audits on HCS PRO, which will keep records of all corrective actions, digitised copies of cleaning schedules, and sign-off sheets.
• Trial Run: As part of this implementation, we have five tablets in place, and a trial run will be conducted on Tuesday, 15th October 2024. Both the General Manager and the Project Manager will oversee this trial to ensure everything runs smoothly and meets our objectives.
• Cleaning as a Standing Agenda Item: Going forward, cleaning will be a standing agenda item in our staff, residents, and relatives’ meetings. This will allow us to keep everyone informed and address any concerns promptly. This arrangement will be reviewed in January 2025.

This project has been a necessary response to the concerns raised, and we appreciate your patience and ongoing feedback as we work to resolve these issues. We aim to roll out these improvements starting on 28th October 2024.

We are confident that these changes, supported by the HCS PRO system, will lead to significant improvements in our overall cleaning services and create a healthier, more comfortable environment for all.

Thank you for your continued support. Should you have any questions, please do not hesitate to contact us.

Warm regards,
Pearson Kasawaya

General Manager
Buckland Aged Care Services