ASSESSMENT & QUALITY ASSURANCE PROCESS
The moderation process focuses on assessment and quality assurance across the whole organisation and learner base. The Emma Hart Training Acadaemy is required to have an assessment process and system that is:
- Free from barriers which would restrict access and progression
- Free from overt or covert discriminatory practices with regard to gender, race or creed (Service Equal Opportunities Policy applies in full)
- Designed to pay due regard to the specific learning needs of individuals
- Based on assessments of outcomes of learning, arrived at independently of any particular mode, duration, location or learning
- Awarded based on valid and reliable assessments made in such a way as to ensure that performance to the national standards can be achieved at work
It is the responsibility of IQAs (Internal Quality Assurance) to ensure that assessors in their team are following the guidance set out in these standards. IQA should identify the areas giving concern or the candidate may use the appeals procedure. The moderation process is designed to support internal quality assurance, investigate any issues regarding assessment or quality assurance that cannot be resolved locally and provide opportunities to sample assessment decisions, and internal quality assurance practice, before claims for certification are made by the centre. The Quality Nominee and Support Officer will manage and administer the moderation process. If issues with an individual assessor or IQAs decisions are found at moderation stage, the IQA will summarise the issues and this will be recorded on the assessors Personal Development Plan. Where a significant shortfall has been found with regard to assessment practice, the relevant IQA will draw up an action plan with the assessor to complete additional/refresher training or development to improve the individual’s understanding of the process or standards to be applied. Until this action plan is completed an assessor will be marked as ‘at risk’ and an increase in IQA monitoring in line with the organisation sampling policy will occur.
RECORDS OF INTERNAL QUALITY ASSURANCE
IQAs must maintain a record of their activities relating to quality assurance and sampling. This process is facilitated within the electronic portfolio system which contains a sampling table and has reporting mechanisms built into the system.
SAMPLING POLICY AND PROCEDURE
The purpose of the internal quality assurance sampling strategy is to ensure there is a planned approach and methodology for checking the validity or accuracy of assessment decisions. Centres are required to have a sampling strategy which is approved by the awarding organisation. IQAs are expected to prepare a sampling plan which is designed in accordance with the agreed sampling strategy. The plan should show the sampling activities over a 12 month period from January to December. Over this 12 month period IQAs should ensure that their plan covers all units for a qualification and that they check the assessment decisions of all assessors in their team within this period.
A key principle of the sampling strategy is that sampling must take place at both interim (formative) and summative stages of the delivery and assessment of the qualification. It is not acceptable to carry out ‘end loaded’ sampling or to focus solely on examination of completed documentation. Neither should sampling be a process of ‘second assessing’. Instead, it must be focused on a ‘risk management’ approach.
The agreed centre sampling strategy states that internal verifiers will carry out 100% quality assurance of evidence, until such time as they are qualified and deemed to be experienced. Assessors are required to make judgements on all the evidence submitted for a unit and complete assessment decisions for all units for which they are responsible.
The higher level of sampling by IQAs is required under the following conditions:
- Where the IQA is not yet qualified
- Where the assessor is not yet qualified
- Where an IQA has not previously verified units assessed by the assessor
However, following consultation with the Quality Nominee it may be agreed that sampling of evidence can be reduced to 30% under the following conditions:
- Where the IQA is qualified and experienced and is verifying a qualified, experienced assessor
It is important to point out that the percentage figures regarding sampling are intended as guides. Where the strategy dictates 100% sampling; this means that the IQA must, as a minimum, check the assessment decisions of every assessed unit. This does not mean that the IQA must check every piece of evidence and every learning outcome and assessment criteria as this would result in second assessing. As well as checking assessment records and documentation the IQA should also be sampling all aspects of the assessment process, such as observing an assessment taking place, sitting in on an assessment planning or review meeting, observing the assessor giving feedback to a candidate or questioning the candidate, It is also good practice to align different processes as this will result in assessment and internal quality assurance practice that is cost effective and timely.
CLAIMS FOR CERTIFICATION
The Emma Hart Training Acadaemy is responsible for processing certification. Claims for completed units or full course completion will only be made once any assessment, internal quality assurance or moderation processes have been completed and there is confirmation that it is ‘safe’ to honour the claim. Replacement costs of any lost original certificates will be the sole responsibility of the candidate.
CONTINUOUS PROFESSIONAL DEVELOPMENT
Continuous professional development (CPD) is the process by which all members of the assessment and internal quality assurance team keep up to date with current practice, develop their professional practice and progress into new roles. CPD helps individuals and teams stay interested in their work and motivated to take advantage of development opportunities. staff benefit from a wide range of training courses covering technical skills, management skills and specialist courses related to assessment and internal quality assurance of qualifications. Assessors and IQAs are responsible for ensuring that they maintain their professional practice in the occupational area they are assessing or quality assuring. They must in addition make sure that they are up to date with their assessment and/or internal quality assurance practice. CPD can cover a range of activities including attendance on training and development courses, contribution to local standardisation meetings and moderation processes, attendance at joint assessor and internal quality assurance meetings, self-study, shadowing another practitioner, preparing and delivering to others training and learning sessions on different aspects of the role, membership of relevant network organisations or forums and access to multimedia events. It is important that a record is kept of CPD activities and these should be available for inspection by authorised personnel. Assessors, invigilators and IQAs are reminded of their responsibilities for maintaining records and taking personal responsibility for their own training and development. Maintenance of CPD must be in line with requirement of the awarding organisation and Service needs. The performance review process provides an opportunity for individuals to reflect on their training and development with their line manager and to identify and agree future development and support needs. All formal training is evaluated and results from course evaluations recorded and analysed.
COVID-19, WHAT WE ARE DOING TO KEEP YOU SAFE
We are all looking forward to lighter lock-down measures and a time when we can resume services for our clients.
However, I cannot return to business as usual. I must take extra care to protect both clients and myself from contracting the virus and promote safe treatments in a safe environment.
Once government has determined services such as mine can resume, the decision to open or remain closed is ultimately one that I must personally take and will be dictated by my own risk and feasibility assessment.
It seems sensible to begin preparing and planning for reopening once national and/or devolved governments gives that permission.
As the course of the pandemic evolves, new evidence is likely to emerge and government advice may change.
This policy will not supersede government advice and thus must and will be reviewed and adapted accordingly.
This policy is in addition to routine infection control, health and safety measures and professional standards.
It should be made clear to my clients that these measures are intended to manage risk and cannot be assumed to completely eliminate any risk of contracting the virus.
THE NATIONAL GOAL REMAINS CLEAR, WE MUST AS A SOCIETY, SLOW THE SPREAD OF THE VIRUS AND PROTECT THE NHS FROM BEING OVERWHELMED.
Covid-19 infection prevention and control policy
1. Understanding transmission and principles of infection control
The transmission of COVID-19 is thought to occur mainly through respiratory droplets generated by coughing and sneezing, and through contact with contaminated surfaces.
The predominant modes of transmission are assumed to be droplet and contact.
The incubation period is from 1 to 14 days (median 5 days).
Assessment of the clinical and epidemiological characteristics of COVID-19 cases suggests that, similar to SARS, most patients will not be infectious until the onset of symptoms. In most cases, individuals are usually considered infectious while they have symptoms; how infectious individuals are, depends on the severity of their symptoms and stage of their illness.
The median time from symptom onset to clinical recovery for mild cases is approximately 2 weeks and is 3 to 6 weeks for severe or critical cases. There have been case reports that suggest possible infectivity prior to the onset of symptoms, with detection of SARS-CoV-2 RNA in some individuals before the onset of symptoms.
Further study is required to determine the frequency, importance and impact of asymptomatic and pre- symptomatic infection, in terms of transmission risks.
From international data, the balance of evidence is that most people will have sufficiently reduced infectivity 7 days after the onset of symptoms.
Guidance – Transmission characteristics and principles of infection prevention and control (accessed May 2020)
2. Risk assessment for patients and staff
This includes myself and my clients; I have to consider my personal circumstances, family circumstances and my own social behaviours and how those might impact risk to clients.
Reduce my own exposure and risks to clients as far as is possible.
I will begin to screen clients over the telephone, in addition to the usual medical, social and psychological history, specific risks for Covid-19 need to be identified.
Some exclusion criteria are common sense, some of you may decide upon yourself. Some risks I might appropriately address with additional precautions.
Risk factors to be included in the screening questionnaire are;
2.1 Medical History
• System diseases such as cardiac disease, respiratory disease, liver disease or kidney disease
• Currently being treated for cancer
• Age 65 or over
• Ethnicity (black and asian)
• Any client that has been advised to shield at home
• Any seasonal allergies which cause spontaneous coughing or sneezing
2.2 Recent symptoms
Fever or cough
Additionally any symptoms that are not ‘normal’ such as (but not limited to);
fatigue, body aches, headache, sore throat, loss of smell or taste, nausea or diarrhoea.
2.3 Social factors
• Living with vulnerable family members (elderly or shielding).
• Recent contact (within 14 days) with someone diagnosed with Covid-19.
• Current employment and social distancing measures at work.
• Living with family who continue to work without adequate social distancing.
• Uses public transport to work.
3. Infection control measures
3.1 The environment I practice in;
• Removal of all non-essential clutter, decoration, magazines or brochures
• Removal of soft furnishings out of reception and treatment room
• Decommission of door knockers or buzzers. Clients will be sent a text when they are allowed to enter the clinic, this is to ensure clients do not meet.
• Appropriate signage may be necessary to support the new systems
• Client ‘journey’ through the clinic will differ, I will be asking you to avoid touching any surfaces, I will open doors etc for you, and invite you to wash your hands on arrival
3.2.1 Common Areas
All common areas will be cleaned daily. All hard surfaces, including door handles, light switches etc. will be wiped using household bleach diluted as per brand instructions, or detergents which confirm they are effective against Covid-19. Once wiped with detergent, surfaces should be left for 10-15 minutes (or as per instructions).
70% alcohol wipes, sprays or gels are known to be effective within 30 seconds. For additional guidance please read: Persistence of coronaviruses on inanimate surfaces and their inactivation with biocidal agents.
3.2.2 In treatment rooms
Clinical work surfaces, treatment couches and anything used or touched during the treatment episode should be wiped with a detergent effective against covid-19 e.g. bleach solution, diluted as per brand instructions, or 70% alcohol, after each client treatment.
Rooms will be well ventilated, the quality of ventilation will be risk assessed according to the size of the room and what measures are possible to ventilate it between procedures.
To avoid myself and clients being irritated by cleaning fluids, time following cleaning should be allowed for any fumes to disperse and surfaces to dry. If windows can be opened, they should be. Appointments will now have a 15 min break between each client to allow for this to be implemented
3.4 Personal Hygiene
My scrubs will only be worn at work. These will not be worn to or from work and will be taken away in a specific bag and washed at 60 degrees between clinics.
My hair will be kept clean and tied up as per infection control policy.
My scrubs will not feature sleeves, I will not wear any jewellery (except a wedding band) and keep nails naked and short, as per infection control policy.
I will wash hands as per infection control policy. For additional information please read: My 5 Moments for Hand Hygiene
Avoid touching eyes or face.
Alcohol hand gels are not more effective than proper hand washing procedure and should not be substituted in a clinical environment.
Clients will be invited to wash their hands on arrival. Alcohol hand gel will be offered on departure, and only dispensed by staff wearing masks or from a hands free dispenser. *Alcohol is not as
effective on soiled hands- they should be socially clean.
3.5 Additional infection control
Staff must bring in their own food (not go out to the supermarket for breaks), bring in their own utensils and mugs and take them home at the end of the day.
Clients will not be served refreshments.
4. Use of PPE
• Disposable gloves
• Disposable aprons and
• Fluid resistant surgical face masks (as per government guidelines). Please refer to: Recommended PPE for primary, outpatient, community and social care by setting, NHS and independent sector
(accessed May 2020) Fluid-resistant (Type IIR) surgical masks (FRSM) provide barrier protection against respiratory droplets reaching the mucosa of the mouth and nose. FRSMs are for single use or single session use and then must be discarded. The FRSM should be discarded and replaced and NOT be subject to continued use if they become soiled or damaged.
The protective effect of masks against severe acute respiratory syndrome (SARS) and other respiratory viral infections has been well established. There is no evidence that respirators add value over FRSMs for droplet protection when both are used with recommended wider PPE measures in clinical care, except in the context of AGPs.
Surgical masks should:
Cover both nose and mouth
Be worn once and then discarded – hand hygiene must be performed after disposal
Be changed when they become moist or damaged
Not be allowed to dangle around the neck after or between each use
Not be touched once put on
A single face mask can be worn for a single task or session where you are going to be within a metre of the patients face. A single session refers to ‘a period of time where a client is being treated in an exposure environment.
A session ends when the client leaves the exposure environment’.
Sessional use should always be risk assessed. PPE should be disposed of after each session or earlier if damaged, soiled, or uncomfortable.
It may not be necessary for me to change the mask between clients, providing I do not need to adjust it or remove it. If I need to take it off, I will remove it completely and dispose of it.
Avoid touching it, or my face.
Eye protection or full-face visors.
Eye and face protection provides protection against contamination to the eyes from respiratory droplets, aerosols arising from AGPs, from plume generating procedures and from splashing of secretions (including respiratory secretions), blood, body fluids or excretions.
Eye and face protection can be achieved by the use of any one of the following:
• Surgical mask with integrated visor
• Full-face shield or visor
• Polycarbonate safety spectacles or equivalent
• Regular corrective spectacles are not considered adequate eye protection.
Since we are not treating confirmed, suspected cases or symptomatic clients (though we cannot know), I may or may not choose to wear based on risk assessment.
Such protection should be worn if there is a risk of splashing with blood, respiratory or bodily fluids or you are performing plume generating procedures which include laser and ablative plasma.
I am trained how to don, doff and dispose of PPE safely.
Wash hands after removing and disposing of PPE as per policy
I will be taking regular regular breaks and maintain hydration whilst wearing the correct PPE
For additional information please refer to the Government Guidelines on COVID-19 personal protective equipment (PPE)
When requiring signatures, risk assess and use alternative methods.
• Consent forms are all electronic and completed via a tablet device which is cleaned in accordance with the Covid-19 policy between each client treatment.
• Stylus will be disinfected between use with alcohol wipes and used immediately following hand washing.
No hugging, hand shaking, keep talking to a minimum and no laughing.
Clients (and staff) with seasonal allergies who are prone to sneezing or coughing should take antihistamines and if symptoms are not managed, wear masks which may limit the treatment options. (This risk should be identified at pre appointment screening). It is important to minimise the dispersal of respiratory secretions, reduce both direct transmission risk and environmental contamination.
If either a myself or a client does need to cough or sneeze, then the ,’Catch it, bin it, kill it’ process must be applied.
Disposable tissues will be available, used covering nose and mouth, then disposed of promptly in a lined, pedal operated bin and hands washed immediately.
Client’s skin will be disinfected with either hypochlorous products such as Clinisept+ or Natrasan or 70% alcohol.
No cash payments will be accepted in the clinic – alternative contactless methods of payment will be implemented.
Clients will be asked not to bring unnecessary belongings with them, essentials must be placed on a surface or in a container which can be disinfected or disposed of between clients.
5. Social distancing
Minimise contact time.
I will conduct consultations, assessments, consent and routine follow up by video call, or meeting apps to avoid unnecessary visits and keep ‘exposure’ time in the clinic to an absolute minimum.
Appointments will be scheduled to ensure only one patient in and out at a time.
The reception waiting area will be decommission, clients will be taken straight to the treatment room, maintaining a 2 metre distance from any staff until the treatment commences.
When seating is necessary, furniture will be moved to ensure a distance of 2 metres or more between myself and clients except during treatments.
Payments will be taken remotely via a text payment link to avoid the use of a card machine.
6. Risk assessing procedures
Some treatments present a higher degree of risk than others, either because of the site (close to the nose or mouth) or because they may generate aerosol, splash or plume.
I will assess the risk and determine which treatments require specific and additional measures and which treatments cannot be offered.
6.1 Dermal fillers
Whilst dermal fillers do not impact risk of contracting or recovery from any viral infection, there is some evidence to suggest viral or bacterial infections can trigger immunogenic reactions in the implants, which may be delayed.
This risk will be specifically addressed in my consents form and documented. Should this complication arise, management may be challenging as steroids cannot be used, and should lock down recur, face to face treatment such as Hyaluronidase cannot be administered.
The symptoms may be inconvenient, but will not be life threatening and may settle spontaneously.
6.2 Treatments requiring prolonged contact time
Subject to client specific risk assessment, aim to plan procedures to minimise contact time. Multiple procedures in one session should be avoided.
6.3 Lip treatments and non-surgical rhinoplasty
In infected patients a viral load is present in the nose and throat.
The decision to include lip and nose treatments on my menu will be subject to my own and client specific risk assessment.
Hypochlorus solutions such as Clinisept+ or Natrasan may be used as a mouth wash and gargle (15 mls for 30 seconds) and also as a nasal spray. I may consider this as a sensible additional precaution for all facial dermal filler treatments where the patient cannot wear a facial covering.
If mouth washes are provided then single use medicine cups will be used, clients instructed not to spit out, but to gently expel back into the cup. Cardboard receivers may be helpful to prevent spillage. The cup and contents can be disposed of in the clinical waste bin.
The client should not be talking during the procedure.
6.4 Treatments requiring a staged course or more than one treatment at intervals
Circumstances may change rapidly.
Consider deferring such treatments to ensure clients can comply and achieve optimum results should lock down measures shift back.
6.5 Plume generating procedures (laser, ablative plasma or diathermy)
With particular reference and consideration of section 5.13 of the following guidance: Lasers, intense light source systems and LEDs
For further information please review: The UK Council for Surgical Plumes
7. Adverse events and outcome dissatisfaction
All treatments carry some risk of adverse reaction or complications.
Employ a higher risk versus benefit threshold and discuss the implications with my clients.
Risk assess each client and treatment myself and decide upon your strategy for managing, worse case scenario. If I cannot employ a strategy to support my client, I will not proceed but defer the treatment.
8. Complaints and concerns management strategy and terms will be clear about your strategy and terms should an adverse outcome occur.
Generally, clients must be advised in advance and in writing that should a complication (any complication described in consent) arise and a lock down is enforced, face to face consultations will not be possible and any assessment, management and support can only be provided by telephone or video call, remotely.
Corrective procedures will not be possible until lockdown is released.
If this risk is unacceptable to the client, you should not proceed.
No refunds or financial compensation can be offered for circumstances beyond my control.
By booking a treatment you are accepting these risks and terms.
9. Reassuring and educating patients
Clients will be anxious.
As part of pre-appointment screening and consultation, I will explain all the steps I am taking to manage risk.
Identify and address any specific concerns a patient might have. If a client seems especially anxious, I will avoid persuading you, but rather reassure you that you can defer treatment until you feel safer.
Provide written advice and instructions electronically, to support the verbal explanation.
Include an explanation of how payment will be taken.
Identify and risk assess any individual issues or concerns that may compromise safety.
Hey there, we miss you! Firstly, we would like to thank you for your continued support during this time. Your kind messages are much appreciated and we hope you are all keeping safe and well! Many of you have been in touch regarding your appointments so we thought it would be helpful to let you know how we are managing our future bookings.
What if I have missed an appointment due to COVID-19?
Oh, it’s a pain right? Of course we know everyone’s health and safety is most important so it’s for the best. We are sorry your appointment was missed but we are committed to make sure you are prioritised when we do get a reopening date. I have dedicated time to contact clients who had an appointment with us during the closure. Your booked appointment will remain in our system and we will be working in date order as to prioritise those who have been waiting the longest.
What if I want to postpone or cancel my current appointment?
We understand this is a difficult time and will affect everyone differently. You may feel you wish to be as safe as possible and want to push back or even cancel your appointment. This is ok, we kindly ask you let us know in advance. You can contact us here
How can I book a future appointment?
Until a reopening date is confirmed we will be temporarily postponing taking any future appointments and disabling online bookings other than our virtual consultations.
We appreciate this may be frustrating however, it ensures we do not have to keep contacting you regarding your appointments as the situation changes. It allows us to put the fairest system in place for clients who have missed their appointments.
If you are keen to secure an appointment we encourage you to download our app ready for when we do reopen. You can then be one of the first to choose from the available dates, time and stylist/therapist that suits you as well as adjust at your leisure! You can easily download our app for FREE below by searching ’emma hart aesthetics’ in Google Play or the App Store.
We are made up that so many of you can’t wait to come see us again and understand you may be anxious to secure an appointment. If you did not miss an appointment but wish to book please fill out the form at the bottom of this page to request a call back when we are back in the clinic.
All clients who have missed an appointment will automatically be added to our priority list. You will be contacted first once we know our reopening date. There is no obligation to take an appointment but we want to give you first refusal.
We can not wait to welcome back through the clinic doors! In the meantime, please stay safe at home, relax and browse our suggestions for self care and ways to enjoy being at home.
Emma Hart x