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Programme Guide 2023

Please find the Health Check and Inspections Programme Guide for this year. This programme guide has been put together to help you complete your Health Check and Inspections on EcoOnline.


Practice Health Check & Inspection 2023 Programme Guide


All practices have to complete regular clinical and operational checks which are critical in maintaining the running of an effective optical business based on their regulatory obligations.


This year new operational checklists have been introduced.


Also, your practice Buddy will have scheduled a Health and Safety inspection that they must complete annually as part of a practice visit.


New Health Check and Inspections


New to the schedule this year:

• Infection Control Audit

• Contact Lens Audit


Prior to the release of the new Health Check and Inspections guidance and support material will be shared.


Below you will find an overview of the templates.



Health and Safety Checklists


The monthly, quarterly, biannual, and annual Health and Safety checklist were introduced to support practices maintain their operational excellence by providing a safe environment for Team members to work and patients to be treated. Each checklist allows practices to review and maintain Health and Safety measures within practice. The high frequency of completion of the checklists will support implement all of the controlled measures into the practice and allow the controls to become part of the day to day running of the practice. However, it is vital the checklists are completed according to the schedule as this demonstrates compliance and evidence the practice is proactively adhering to UK Health and Safety law.


Each checklist MUST be completed in within the scheduled time or else it is not a real time check. The checklist will be available on EcoOnline for it’s scheduled date and then removed.


The Health and Safety Checklists must be carried out by Health and Safety Champion or delegated Team member. Once the checklist is completed on EcoOnline through the Health Check and Inspection Module, the sign off will be the Practice Shark.


Every month 10% of the completed Health and Safety Checklists will be reviewed by the HGHQ Compliance Team, feedback will be shared with the practice Shark.


Clinical Record Audit/Contact Lens Audit


Following the Health Check and Inspection schedule for 2023 the Clinical Record Audit will be completed from October. This year we are introducing the Contact Lens Audit in June, prior to June new training and guidance will be provided to ensure the audits are carried out correctly. This guidance and training will be provided in the Spring before the new Contact Lens Audit template is released on EcoOnline, ready for practices to start in June.


Completing the audits will be Optometrist Sharks or Optometrists and Dispensing Opticians Sharks and Dispensing Opticians can complete Contact Lens Audits. Once a Clinical Record Card or Contact Lens Audit has been completed the Auditee will be given feedback on the findings and actions set through EcoOnline if needed. The ‘Sign off’ will be done by an Optometrist Shark, an optometrist, or Clinical Lead.


Once the Clinical Record Audits and Contact Lens Audits have been completed 10% will be reviewed by the HGHQ Compliance Team, feedback will be shared with the Shark and practice optometrists.


Marketing Survey


The Marketing and PR team require a bank of images, the information provided through EcoOnline will be used to build a database to assist you with what assets practices require to call out key messages and events in your practice and on your windows to communicate effectively to our patients and customers. The Marketing should be completed on acquisition or when the practice has been refurbished.


The survey should be completed by the practice Fish.


Infection Control Audit


In March we are introducing Infection Control Audit, this will weave into the Health and Safety audit. An infection control audit is good to way to ensure we have robust controlled measures in place. This bring the practice in line with GOC standard of practice for business owner, which practices should maintain an appropriate standard of hygiene and repair of the premises from which care is.


The Infections Control Audit must be carried out by Health and Safety Champion or delegated Team member. Once the checklist is completed on EcoOnline through the Health Check and Inspection Module, the sign off will be the Practice Shark.


Actions


When you are completing any checklist or inspection, you can assign actions to other people within the organisation or a practice and even outside of the group. The recipient will receive an email with the details of each specific action with a date for completion. You can also provide an option for the recipient to reject the action if they are not responsible and you can ask them to verify the completion of each action as an approver.

The person the action is assigned to is responsible to ensure it is completed by the deadline, but the Auditor is accountable to ensure the action is carried out by the assigned person with the deadline.


Actions should have a maximum deadline of 4 weeks, if an Action is still outstanding after the 4 weeks, a note should be added as to why the action is still outstanding and supporting documents should be attached.


To review the Health Check and Inspection Schedule for this year and other supporting material and guidance please go to Helphub https://www.hghelphub.com/ecoonline


To access resources to help you complete the Health and Safety checklist please CLICK HERE

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