Self-monitoring plan

Service Provider

Erica's Animals & Experiences Ltd.

VAT number 3219508-4

Welfare Services Area 

Keski-Pohjanmaan hyvinvointialue Soite

Municipality name Kokkola

Operating Unit/Service

Erica's Animals & Experiences Ltd.        

Komosalontie 16, 68300 Kälviä        

The municipality of location is Kokkola.

Service Type

Green Care activities; client groups include adult social work clients, mental health and substance abuse rehabilitants, disability service clients. Max 10 Person/instructor/day. 

Supervisor: Erica Heikkilä

Phone number: 0401972424     Email: elaimet.elamykset(at)gmail.com

In addition, the farm also offers, among other things, Accommodation services year-round. In winter, there are In Total 7 Accommodation places, and in summer, there are 21 Accommodation places.

Private Service Provider's License Information

Registration of private social services requiring notification. 

Date of notification 23.11.2022.

Preparation of Self-monitoring plan

Erica & Jarmo Heikkilä have participated in the preparation of the Self-monitoring plan, which covers the entire current Staff. 

Quality Management Responsibilities and Practices for Monitoring and Evaluating the Quality of Operations

Quality Management Responsibilities
The quality management and supervision of our social services are based on close, Daily cooperation and open communication between two employees. Nature- and animal-assisted methods of Green Care activities are taken into account in all Security and quality management.

• Person in charge / Erica Heikkilä: Bears overall responsibility for the legality, quality, and client Security of the social service. She is responsible for ensuring that this Self-monitoring plan is up-to-date, that Staff adheres to it, and that statutory official notifications to the welfare services area are made without delay.
• Employees (both Persons): Are responsible for implementing high-quality and safe service in their own work and for the ethical and safe application of Green Care methods. Both employees have the duty and right to address areas for improvement immediately and to report all deviations.

Practices for Monitoring and Evaluating the Quality of Operations
We systematically monitor and evaluate the quality of Our services in daily operations using the following methods:

• Customer feedback: We continuously collect oral feedback from clients during daily interactions in connection with Green Care activities. In addition, we regularly collect written feedback using specially prepared Customer feedback forms at the end of activity periods or at regular intervals. The feedback is reviewed jointly, and the service content is developed based on it. This also allows us to engage our clients in the Actions. Customer feedback is also intended to be collected from the service buyer, i.e., the welfare services area. 
• Monitoring of Animals welfare and Security: Since Animals are used in the activities, their health, behavior, and suitability for client work are monitored Daily. Animals welfare directly ensures client Security as well. Potential risks or changes in behavior concerning Animals are assessed immediately, and activities are adapted if necessary.
• Handling deviations and reporting to authorities: All quality deviations, hazardous situations, jeopardizations of client Security, or "near-miss" situations occurring in the service are recorded without delay in the unit's internal Excel deviation system. Serious deviations, errors, or deficiencies in service quality are reported immediately to the relevant welfare services area in accordance with current agreements and the Social Welfare Act. If necessary, a notification is also made to the supervising licensing authority.
• Regular quality meetings: We arrange regular quality meetings between two people Monthly. In the meetings, we analyze the collected oral and form feedback, review the deviations recorded in Excel, and evaluate the Operating environment and the Security of the Animals.

Maintenance of the Self-monitoring plan
This Self-monitoring plan is reviewed and updated together every 4 months and additionally when necessary, i.e., if changes occur. Next time in January 2027. The plan is also updated immediately if significant changes occur in our operations, client structure, Animal population, Operating environment, or legislation.

Operations are monitored, the implementation of the Self-monitoring plan is evaluated, and necessary procedures are undertaken based on it, with changes documented and published. 

The Self-monitoring plan can be found in the social facilities on the notice board, which is a central space in the unit. In addition, the Self-monitoring plan is available on our company's website                   www.ericanelaimet.fi   

Mission Statement

Our mission is to provide social rehabilitation services and work activities for various client groups using Green Care methods. Client groups may include mental health and substance abuse rehabilitants, adult social work clients, and disability service clients. Disability service clients and adult social work clients enter the activities through a service voucher decision. Work activities are granted according to the Disability Services Act, and social rehabilitation is granted according to the Social Welfare Act. Mental health and substance abuse rehabilitants come under a separate purchased service agreement according to the Social Welfare Act. 

Values and Operating Principles

Our operations are guided by the values of happiness, encounter, trust, and caring. Our activities aim to produce experiences of happiness, and we consider clients' wishes and involve them in our operations. Client encounter is of utmost importance, and everyone is met as themselves, kindly and respectfully. Caring in our operations is evident, for example, by investing in Security matters. Our operations are confidential, and this is strongly linked to matters such as confidentiality and data Security.  

Our operating principles are based on Green Care ethical guidelines, which include individuality, responsibility, professionalism, and goal-orientation. All clients are individuals, and activities are considered according to each one's own goals. We operate responsibly, respecting nature, Animals, clients, and partners. Professionalism is reflected in adherence to laws, honesty, and commitment to work, also by developing ourselves and our operations.

https://www.gcfinland.fi/yhdistys/yhdistyksen-eettiset-ohjeet/

Risk Management and Identification

A separate Security document has been prepared concerning risk management, which is included as a separate attachment. Staff discusses identified shortcomings and risks. The unit's preparedness measures include initial fire extinguishing drills (every 5 years) and emergency first aid training (every 3 years). First aid equipment and a foam extinguisher are available in the unit. The unit has flashlights and battery-operated lanterns. There is a fireplace in the facility, and the grill hut offers opportunities for cooking and water heating. Water is kept in a canister purchased from the store and replaced periodically. 

Employees have instructions for fire, evacuation, resuscitation, and disturbance situations, as well as operating instructions for electricity, water, and telecommunication outages, and for accident and violence situations. 

Clients and relatives can raise matters orally directly or through their own instructors. Matters can also be raised by Phone number, message, and Email. 

If matters are to be raised anonymously, there is an option to do so via a feedback box.

All near-miss situations and, for example, accidents are recorded in a separate Excel spreadsheet, and notifications are made appropriately to Tukes as well. Matters are also addressed within the unit so that lessons can be learned and operations developed as needed. 

Handling Risks and Identified Shortcomings

Adverse events and near-miss situations are reported to Soite. Adverse events and near-miss situations are reported to Soite via the Laatuportti system https://soite.fi/asiointiopas/palaute-soitelle/ (hazard event notification – Soite's partner). Matters are discussed within the unit to consider possible improvements. Staff is informed as needed, and cooperation partners are also informed if necessary. 

Client Status and Rights

A service agreement and implementation plan are created together with clients. These are added with the client's consent to the Palse portal, where they are also visible to their own employees. Information about clients' participation in Actions is regularly recorded in Palse. 

Client Treatment 

Our unit has a small number of employees (1-2), and proper treatment of clients is of paramount importance. If improper treatment were observed, it would be addressed immediately. 

If a client has experienced improper treatment or a dangerous situation, the matter is discussed with the client and possibly their next of kin, and an external mediator is obtained if necessary.

Service Provider's Notification Obligation and Measures

Making a notification:

A notification is made immediately when Staff observes a shortcoming targeting a client or a threat thereof. The notification is made in the manner instructed by the service provider. The Person in charge of the service unit processes the notification and takes the necessary self-monitoring measures. If a shortcoming or an apparent threat of a shortcoming or other unlawfulness cannot be remedied without delay, the Person in charge must notify the welfare services area and the supervisory authority (License and Supervision Agency). The Person who made the notification can also notify the supervisory authority if the shortcoming is not remedied.

A notification to the welfare services area is made in the Laatuportti system at  https://soite.fi/asiointiopas/palaute-soitelle/ (hazard event notification – Soite's partner). The notification of a shortcoming and a threat of a shortcoming is made using Soite's hazard situation notification form, selecting the relevant menu item. The notification is processed by the supervisory unit of Keski-Pohjanmaan hyvinvointialue.

Ensuring Self-determination

Every client is met as an individual, listening to their own wishes and needs. Clients themselves state their goals for the activity. There is also freedom to choose suitable work tasks for oneself. 

Client Participation

Customer feedback is collected semi-annually. The received feedback is reviewed, and efforts are made to modify Activities using the feedback as much as possible.

Client Legal Protection

Recipient of the reminder, official position, and Contact information:

Erica Heikkilä, Person in charge of the operating unit, 0407011594

SOCIAL AND PATIENT OMBUDSMAN

ANNE-MARI FURU

IS REACHABLE BY PHONE NUMBER

044-723 2309 MON-THU 9 AM-1 PM

The statutory duties of the social and patient ombudsman are to advise and provide

information on the status and rights of the patient and client. If dissatisfied

with the care, service, or treatment received, the client can contact

the social and patient ombudsman and receive advice on how to resolve their issue.

selvitetty.

Consumer Advisory Services

029 505 3050

Consumer advisory services provide information and guidance on consumer law issues and dispute situations. An expert provides a legal assessment of the matter and operating instructions.

Reminders, complaints, and other supervisory decisions are handled with Staff, and activities are developed as needed.

The target time for handling reminders is Monthly. 

A reminder can also be made directly to the welfare services area's social director, Tarja Oikarinen-Nybacka. 

Activities Supporting Wellbeing, Rehabilitation, and Growth

The basic idea of Green Care activities is to promote the wellbeing of its clients. 

Service activities mostly take place outdoors, involving various Actions and performing them, thus strengthening/promoting physical functional capacity. 

Being with Animals and enjoying the wellbeing effects of nature are scientifically proven to promote psychological functional capacity. 

Cognitive functional capacity is promoted by, for example, activities related to caring for and feeding Animals, as well as working in the vegetable garden, because they require memory and observation. Through doing, thinking and reasoning skills can also be strengthened. 

Being part of a group and community strengthens and promotes social functional capacity. These matters also contribute to promoting participation, and at best, a person gets the feeling of belonging. Interacting with Animals also promotes social functional capacity. In the service, the client can influence which farm tasks they perform and in which Actions they participate, thus ensuring that the client is heard. Here, everyone is accepted just as they are.

The achievement of clients' goals is monitored together with the client and the client's employee. 

Nutrition

In the unit's Green Care activities, lunch and morning and afternoon coffees, etc., are offered. Lunch is mostly prepared in-house. Both employees working in the unit have hygiene passports. 

Special diets and restrictions are taken into account. The Person in charge of the unit has a practical nurse education and understanding of the matter. 

Hygiene Practices and Infection Control

The general level of hygiene is influenced by general hand washing and hand sanitizer. Clients are encouraged to wash their hands as needed. 

Participation in activities is only for those who are healthy. 

Employees handle cleaning and laundry services appropriately. Daily emphasis is placed on general order, tidiness, and cleanliness. All facilities have easy-to-clean surfaces, and the cleaning plan is known to the employees. Surfaces are disinfected as needed.

Jarmo Heikkilä is responsible for the maintenance plan. This includes, for example, regular cleaning of chimneys and ventilation systems, as well as necessary repairs and functionality. Jarmo also ensures the functionality and possible renewal of equipment used in the activities.  

Medical treatment is not provided in the unit, nor are medical devices used. 

Multidisciplinary Cooperation

Cooperation and information flow occur partly through the Palse portal.

We are aware of the clients' own employees at Soite and contact them if necessary. 

Cooperation with Authorities and Operators Responsible for Security 

Fire and rescue authorities and the health inspector have checked the social facilities, and the Security instructions and equipment comply with the guidelines. The facility has a foam extinguisher (next service 9/2027), a fire blanket, and illuminated exit signs. 

Staff

Currently, only two employees, Erica and Jarmo, work regularly for us. Erica has a degree as a social worker (UAS), practical nurse, and nature instructor. Jarmo has a basic degree in construction, a basic degree in food industry, and is also an Animal caretaker. Both of their job descriptions include guiding clients in activities. Jarmo's task is more about practical matters, and Erica acts as the contact Person in providing social services. 

If there is a short-term need for an employee, we have a Person from our inner circle who is currently studying to become a nurse, as well as a retired practical nurse. Both are familiar with the farm's operations and Animals, and they have been thoroughly inducted into the operating methods.  

For us, in potential recruitments, the right way of interacting with people and trustworthiness are paramount. The employee must also fit into our small team. Interview situations provide information about the Person's suitability. 

Students and new employees are inducted into client work and the work and operating methods on our farm in accordance with our brand. Employees are responsible for this.

We do not use subcontractors in our operations.

Facilities

Our unit has social facilities for all service users. The facility was built in 2023 and is designed to be suitable for operations. 

At other times, the facility serves, for example, as a service building for Accommodation guests. The facility includes, among other things, a kitchen, and a toilet and shower area. During the summer, another toilet is also available, which also has handwashing facilities and a water heater. 

Technological Solutions 

Recording camera surveillance is in the yard area. An informative sign about this is located upon arrival at the area. 

Recording Client Work

Operations are based on professionalism, so data protection matters are important and handled appropriately. 

Currently, only the Person in charge records client work, and this is done via the Palse portal. 

The Palse portal specifies a time limit within which recordings must be made. 

The Palse portal is double-protected with a Password and an authentication code sent to the phone. Documents related to personal data are stored in a locked cabinet in a separate room. 

Data protection matters are reviewed with Students and new employees right from the start. 

Data Protection Officer's Name and Contact information:

Erica Heikkilä 0407011594

A statement regarding the processing of confidential personal data has been prepared for the unit.

Identified Development Needs in Operations 

Improvement work on the walkways in the yard areas.

Soite's self-monitoring program was approved by the regional board on 13.2.2023. 

The Self-monitoring plan is approved and 

Confirmed by the responsible manager of the operating unit.

Place and Date

Kälviä 24.9.2026.

Signature Erica Heikkilä