	Administrative and Service Environment

Introduction

Administration and Management

Service Delivery Administration Standards

Service Standards

PA-ASE 4: Facility Maintenance*

All facilities in which the agency operates are properly maintained through:

regular inspections;
preventive maintenance by a qualified professional;
a monthly review of the physical plant’s heating, fire extinguishers, fire safety, lighting, and other systems;
a review of vehicle safety inspections;
installation of window guards, where necessary; and
quick responses to emergency maintenance issues and potentially hazardous conditions.

Interpretation: “Emergency maintenance issues” include: overflowing toilets, flooded basements, defective heating systems, and other situations that can damage property, pose a threat to clients, or interfere with service delivery.

Interpretation: “Hazardous conditions” include: uncovered electrical outlets, improper storage of cleaning supplies and other hazardous materials, unsecured floor coverings or equipment, walk-in freezers or refrigerators that do not open from the inside, stairs without handrails, harmful water temperatures, inadequate lighting, ventilation and temperature, unscreened areas or unmarked glass doors, and unsafe use of electrical appliances and objects, such as hair dryers, space heaters, and radios or toys that are used by children or others who may be vulnerable.

Interpretation: The monthly review is typically a facility walk-through with a check list to verify that systems are functional, fire extinguishers are charged, etc.

Interpretation: Some or all of the above activities may be conducted by the landlord if the agency is a tenant in all its facilities. In such instances, the agency must be able to demonstrate that it monitors and documents the completion of elements (a) through (f) to provide a safe environment for people to work and receive services.

Note: Please see Checklist: Facility Observation in the Tools Index for additional assistance with this standard.

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	PURPOSE: The agency’s administrative and service environments are respectful, caring, safe, and accessible, and contribute to agency productivity and effective service delivery.

RELATED FILES


	SERVICE One or more organization-operated programs or activities that have a common general objective and deploy the organization's material and human resources in a planned and systematic manner. An organization that publicly promotes or identifies itself in writing as offering a service, is licensed to deliver a service, assigns personnel and/or space to a service, or allocates financial resources to a service is considered to offer that service.


	QUALIFIED PROFESSIONAL An individual licensed by the state in which the organization operates to perform duties outlined in the regulation requirements. Similar terms include: qualified health practitioner, qualified clinician, and qualified medical practitioner.


	CLIENT See service recipient.