Lien: “We have digitised DKS audits with Leviy in the hospital. We used to do this on paper, but due to the amount of administration, we switched to the digital tool. I think processing the audits and drawing up reports and analyses from them is an enormous help. To give you an idea: we have 100,000 square metres to be cleaned. In the Leviy Dashboard we can zoom in on each department so that we have a clear overview of which areas have or have not been cleaned.”
“We have 100,000 square metres to be cleaned.”
Daily cleaning in a patient room
“In a hospital, a patient room is rarely empty,” says Lien. “The chance of new contamination is always there, because the beds are immediately used again by new patients. A check must therefore be carried out within an hour. At the moment, we only check the daily cleaning and not the departing patients. This is a conscious choice, because we want to go through the process in small steps. We notice that employees have to get used to new systems and therefore prefer to hold on to a familiar work environment. The ‘new way of working’ takes time which is why we have decided to take small steps instead of doing everything at once.”
“The supervisors are guided by Alpheios and learn how to carry out a DKS audit. In addition, they are taught how to interpret errors. A perfect combination, because in this way we work according to the guidelines of, for example, the JCI.”
“In a hospital, a patient room is rarely empty,” says Lien. “The chance of new contamination is always there, because the beds are immediately used again by new patients.”
Lien continues: “In addition to the DKS, we also use checklists. In order to meet the quality standards of the JCI, we are obliged to inform employees of the guidelines for fire safety and quality of care, for example. We go through this information with the employees using the Checklist module.”
“In addition, we also use the module for coaching. New employees are evaluated on how they perform the cleaning and this way we can fill in the checklist in detail so that we can evaluate all elements,” says Lien.
Waste disposal checklists
“Recently, we started a checklist to register incorrectly disposed waste. Something that is not so much applicable to cleaning, but is very useful in the hospital. Sorting waste is a challenge in every department. The special bins for specific types of waste are also used for other waste. There is no proper consideration of which bin something should be thrown in with. Waste costs a lot of money to process and we can get fines from the Belgian authorities.
Lien continues: “With this checklist, we register when waste is disposed of in the wrong bin by means of a photo. This is sent directly to the relevant department. Handy, because we used to do this via Word, where the photo still had to be loaded and resized. That took so much time. Now they can directly report it remotely!
“You have everything at hand, all in one.”
Photos at hand
“We can also register the errors found by means of photos to show the employee what you discovered. In this way, you can discuss with the employee what went well and what went wrong,” Lien explains. “You have everything at hand, all in one.”
Measuring the amount of waste
Lien continues: “Another development in the field of waste are the sensors in the bins, which measure the amount of waste in the bins. When the waste reaches a certain height, an automatic message is sent to Leviy. The waste workers receive a message in Leviy and can follow it up immediately. It needs development but we are already well on our way!”
Working with Leviy in Ziekenhuis Oost Limburg
“The team has everything at their fingertips and enjoys working with Leviy. The possibility to log in directly and to carry out a Checklist or DKS audit per department shortens the lead time. A certain frequency is specified for each DKS audit and the weekly audits ensure repetition. It creates a routine and this leaves more time for other tasks. “
Lien: “We also do more audits than before because it is so easy to start one. We have chosen to audit at room level and not at employee level. This gives us more possibilities when for example a room changes. When a ‘Patient room’ changes to a ‘Storage room’, we can change the room type with one click and then immediately perform the audit.”
Insight from Leviy Analytics
“We recently started working with Leviy Analytics, where you can make some interesting observations”, says Lien excitedly. “For instance, you can find out the most common error per room category and zoom in on an element. Most deviations are methodical errors. The graphics are simple and are easily interpretable. With this data you can anticipate new insights and adjust where necessary.”
Lien continues: “Thanks to Leviy, we can provide the management of annual reports regarding the number of performed DKS’ and share the most common errors. With the help of these statistics we can set clear goals and resolve situations.”
“Leviy is a great application to work with. It offers a lot of possibilities, it is easy to work with and a lot of information can be shared with other stakeholders.”
Dreams about the annual cleaning
“We do an annual cleaning in the hospital, during which every room is completely audited,” Lien begins. “In the Dashboard, we have a visual overview of where we have been and where we have not been. We do this in collaboration with Alpheios. Our dream is to visualise this further and have a clear overview of how long it has been since we cleaned.”
Random sample auditing with RQMS
“In addition, we are going to carry out a test with the RQMS module in the autumn. This is an auditing system in which rooms are selected at random. A useful tool for a hospital, because you have to audit by means of random samples”, Lien says.
Lien: “For now, we have enough on our plate and can enthusiastically continue with our audits and checklists. Thanks to the perfect cooperation between Leviy and Alpheios we were introduced to this way of working and we are certainly looking forward to what the future will bring!”
More about Ziekenhuis Oost-Limburg
The Ziekenhuis Oost-Limburg is a hospital with four campuses, located in Genk, Lanaken and Maaseik. The ZOL is a non-academic hospital with 1,034 beds. In addition to its regional function, the East Limburg Hospital fulfils a number of important expert functions within a euregional context. The ZOL is a training centre for assistant physicians for various disciplines. The hospital employs 398 doctors and 3,909 staff.