Qualaris Toolkits

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This toolkit provides you with the tools to address many of the requirements of Leapfrog for hand hygiene including all data collection and reporting requirements.

It includes:

• Hand Hygiene auditing & reporting solution
• Infrastructure auditing & reporting solution

It addresses the following requirements:

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Hand hygiene auditing and reporting solution

Setting up your audit form

Qualaris offers an evidence-based auditing template for observation-based hand hygiene compliance monitoring called the Hand Hygiene Leapfrog Audit. The template can be accessed in our audit library for viewing, customization, and launching. Remember that audit forms can be continually edited after launch, so don’t stress about getting everything perfect. Some testing of your tool can quickly reveal adjustments you need to make.

Here are some details on each field to reference as you customize your audit form:

• Observed Date - use this required field to track the date of each audit observation.
• Unit - use this field to add all desired locations for auditing. Leapfrog requires that observations are carried out in all units. For large scale implementations, consider adding another layer of hierarchy above Unit with another choice field (e.g. “Location” with options “Inpt”, “Outpt”, “Periop”, and “Clinics”).
• Occupation - use this field to specify the roles of observed individuals. Leapfrog requires that observations capture a representative sample of the different roles of individuals who touch patients or who touch items that will be used by patients.
• Shift - Leapfrog requires observations across all shifts. One way to ensure this occurs and to get helpful insights in your compliance data is to track the shift for observations. One popular approach is to simplify shifts to ‘Day’ and ‘Night’. Another popular approach is to break out shifts into finer time windows (e.g. ‘7a to 3p’,  ‘3p to 11p’, ‘11p to 3a’).‍
• HH Opportunity - use this field to specify the opportunities you’ll be evaluating. One approach is to use the 5 Moments of Hand Hygiene from WHO (and delete ‘Entry’ and ‘Exit’). Another approach that Leapfrog says is acceptable is to focus on entry and exit from patient rooms (and delete the 5 Moments).‍
• Hand hygiene performed? - this checklist field is used to record HH performance. No customization suggested.‍
• Correct HH technique? - this checklist field is used to evaluate correct HH technique. Leapfrog requires that observations evaluate whether HH technique is correctly practiced. One approach is to include this second question. Edit the label of this question to add more detail like “Correct HH technique (>15 sec, correct use of sanitizer or S/W)?”. Or, edit the field’s help text to add additional details for what staff should evaluate. Add conditional logic to only show this question when “Hand hygiene performed?” is marked “Yes”. Another approach is to remove this checklist field and train staff to evaluate correct HH technique as a part of marking “Hand hygiene performed?” as “Yes”.‍
• Hygiene Method - use this field to track how hand hygiene was performed. Add conditional logic to only show this question when “Hand hygiene performed?” is marked “Yes”. ‍
• Feedback Provided - use this field to track whether the observer gave feedback to the staff they evaluated. Leapfrog requires that hand hygiene coaches or compliance observers provide feedback both when they are and are not compliant. One approach is to involve observers in providing feedback and then tracking participation using this field or alternatively, adding a free text field for feedback related notes. Another approach is to not involve observers in providing feedback and removing this question from the audit form.‍
• Comments (optional) - use this field to capture whatever additional information observers want to record. This field can be removed if desired.

Setting up your reports

By default, Qualaris’ Analyze will automatically generate dashboards and reports based on the design of your audit form. For many users, this configuration serves their needs well.

• Analyze Dashboards - Provide you with real-time charts for your project that will allow you to trend compliance and counts and see breakdowns by unit, occupation, shift, and opportunity. Charts can be edited to build a custom project summary that even better meets your needs.
• Analyze Reports - Provide you with trending reports and improvement guide reports housewide, by unit, and by occupation that can be automatically distributed by email to the right stakeholders each weekly or monthly reporting period.
• Analyze Explore - it provides you with tools to build customized charts that allow you to segment and drill down into your data in a variety of visual formats that can be copied onto your Dashboards for easy future reference. Explore also provides raw data exports for custom analysis in spreadsheets and other software.

While our defaults allow you to get started quickly with common needs addressed, we also offer customization. Here are some popular custom charts you can build in Explore and add to your Dashboards.

Track overall data collection with a table showing counts by month

Ensure data collection coverage for all days with a bar chart showing counts by Day of Week

Create useful unit subsets for mid-level leaders with a bar chart showing compliance by unit set to specific subsets for each mid-level leader

Track how many times coaching feedback is provided with a line chart showing count by ‘Feedback provided?”

Our Analyze Reports tool supports automatic email distribution.

• Use this feature to address the Leapfrog requirement that units receive unit-level compliance data at least monthly by signing each unit leader up using the administrative tool Report Subscriptions found in Manage.
• Optionally, use this feature to address the Leapfrog requirement that leaders receive reports of compliance data with trending by signing leaders up for housewide reports using the administrative tool Report Subscriptions found in Manage.

Leapfrog also requires that units use their data in unit-level action plans. One convenient way to accomplish this is to coach unit leaders to print their Qualaris reports, review them at staff meetings or huddles, write in an action plan, and then pin it on your unit board.

Roll-out to staff

• Access - Qualaris is internet-based and can be accessed at https://app.qualaris.com. In order to give staff access, they need to be invited using their work email by an administrative user in Manage. Invited staff will receive an email prompting them to set a password that they’ll use with their email to access Qualaris. Qualaris supports unlimited users. Normal users will be able to collect data and view reports. Optionally, Qualaris also offers integration with Single Sign On.

• Devices - Qualaris works well on all internet-connected devices including workstations, laptops, workstations-on-wheels, smartphones, and tablets. One popular enhancement is to provide a link to the product’s URL on your intranet in an easily located place. The help center provides simple instructions for setting up access on iOS and Android mobile devices.
• Training - Qualaris offers training videos on how to use the product are available in our help center.
• Support - We offer support via email, in-app chat, and on demand video calls and webinars. One popular approach is for project leaders to ask for a video call to provide consultation and hands on help with setting up a new project. Another popular approach is to schedule a webinar training session to engage many staff at once.

Managing data collection

When it comes to data collection, Leapfrog requires your hospital collect hand hygiene compliance data on:

• at least 200 hand hygiene opportunities each month OR
• at least the number outlined based on the unit type in the table below

Here’s how Qualaris can help you manage data collection:

• Collection Goal - is a feature for assigning collection targets to staff, tracking their progress, and sending email reminders. Assignees can see their assigned data collection targets and track their progress as they submit observations.
• Explore - offers a variety of customizable ways to view your count data by unit, shift, Day of Week, user and more. Use these charts to ensure adequate collection each month. Optionally, save customized charts in Explore to your Dashboards for easy future access.

Infrastructure auditing & reporting solution

Supplies & Battery refills

Leapfrog requires that a process be in place to:

• Refill paper towels, soap dispensers, and alcohol-based hand sanitizer dispensers when they are empty or near empty
• Replace batteries in automated paper towel dispensers, soap dispensers, and  alcohol-based hand sanitizer dispensers (if automated dispensers are used in the patient care units)
  

This process must be audited quarterly on a sample of dispensers. Leapfrog an example of auditing 5% of the dispensers in 20% of the patient care units as a reasonable goal.

Qualaris offers a customer-tested auditing template for auditing supply refills and batteries called the Supply & Battery Leapfrog Audit. The template can be accessed in our audit library for viewing, customization, and launching. Remember that audit forms can be continually edited after launch, so don’t stress about getting everything perfect. Some testing of your tool can quickly reveal adjustments you need to make.

• Tip - use the audit form feature Email a Submission to send uncovered issues directly to the right department for follow up as you complete your audits.
  

Qualaris default Analyze tools will provide you with commonly needed information for reviewing your audits.

Dispenser volume

Leapfrog requires that all audited dispensers deliver, with on activation, a volume of  alcohol-based hand sanitizer that covers the hands completely and requires 15 or more seconds for hands to dry (on average).

Below you can find details on how Leapfrog advises these audits be carried out.

Qualaris offers a customer-tested auditing template for auditing dispenser volumes called the Sanitizer Dispense Volume Leapfrog Audit. The template can be accessed in our audit library for viewing, customization, and launching. Remember that audit forms can be continually edited after launch, so don’t stress about getting everything perfect. Some testing of your tool can quickly reveal adjustments you need to make.

• Tip - use the audit form feature Email a Submission to send uncovered issues directly to the right department for follow up as you complete your audits.

Qualaris default Analyze tools will provide you with commonly needed information for reviewing your audits.

References

HH Supply Refill audit

Dispenser volume audit

HH audit