Before doing anything please click on the ‘KLOE evidence sources’ menu link to open up a new browser tab. This displays all the CQC’s recommended sources of evidence for each KLOE. This is further divided up for convenience by each of the five domains.
You can now switch between the KLOE Audit Tool page and the KLOE evidence sources page simply by clicking on the relevant tab at the top of your browser window.
If you want to look at the KLOEs for another domain simply click on the relevant tab at the top of the page (not the browser window!), i.e. ‘Safe’, ‘Effective’, ‘Caring’, ‘Responsive’, ‘Well-led’, and you will be presented with evidence sources for the each KLOE within that particular domain. Use the ‘page jump’ links at the top of the page (S1, S2, S3, etc) to jump straight to KLOE you are interested in gathering evidence for (to go back to the top either use the back arrow on your browser or click on the up arrow at the bottom right of the screen).
Now switch back to the KLOE Audit Tool window by clicking on the tab at the top of your browser screen. Please note: you can switch between windows even if you are in the middle of editing a record.
If this is the first time you are entering data into the table you will be see the row headings and a white empty row beneath it with the words ‘no data available in table’ displayed. Left click your mouse on any part of the grey row and a black ‘bubble’ will pop up with three icons: ‘New’, ‘Edit’ and ‘Delete’.
If you have already entered data into the table in a previous session just left click your mouse on any of the completed rows and again the black bubble will pop up.
Click on the ‘New’ icon and a new data entry window will appear.
Move your mouse to the top of the window and underneath the ‘Service ID’ heading enter either the name of the service or some other form of ID. If you only have one service you don’t especially need to worry about this but if you have two or more services this is very useful to help you identify which service you are entering data for.
Then move your mouse down to the ‘KLOE number and description field and click on the either of the arrow heads on the right-hand side of the field to display a list of KLOEs and their descriptions. Click on the one you with to collect evidence for.
Then move down to the next field ‘Evidence type’ and again click on either of the arrow heads to display a drop-down list of types of evidence, e.g. ‘policy’, ‘audit’, etc. Please choose the option that best describes the type of evidence you wish to use in the table.
Then move down to the next heading ‘Evidence description’ and type in details of the evidence. Please note: you may wish to switch to the KLOE evidence sources window to get some ideas regarding the type of evidence you want to record in this field. For example you might want to use the your latest resident satisfaction survey as evidence so you might type something like: “Results of the latest resident satisfaction survey show 90% of residents are very happy with the overall level of service”. Or you might want to enter evidence relating to training, so you might type something like: “Training matrix data show that 50% of staff have not attended safeguarding training in the last 3 years.”
It is strongly recommended that you use at least three different types of evidence for each KLOE from three different sources. In other words you will need to enter three separate evidence records for each KLOE.
Then move down to the ‘Date of Evidence’ field and enter the date (if you know it) when the evidence was last updated using the format month/year. For example, this might be a policy document that was last updated a year ago. With some evidence this might be being continually updated, for example, staffing rotas, but it would still be useful to note the most up-to-date version of the rota in the table. If you do not know the date then put ‘unknown’ in the field. Please note: this is not the date you enter the evidence into the table. Please also note: where it is clear that some of the dates are very old or unknown it is worth making a note of this as an issue to follow up (see 15).
In the ‘Evidence location’ field enter where the information is to be found, for example in the policy folder in the manager’s office, in a particular folder on the computer network, etc.
In the ‘Notes/issues to follow-up’ field enter any additional information that you think might be relevant, for example, where there are gaps in the training matrix, where policies need updating, etc.
Once you are happy with the data entry either click on the green ‘OK’ button at the bottom of the data entry screen or on the ‘Apply and add new button’. If you click on the latter you will be presented with a new record to complete as before.
Once you have completed your evidence gathering session for the day, you have the option to print the table as a PDF file, or export to an Excel file, if you want to do some more detailed data analysis and filtering. This is also a good option if you want to share the data with colleagues or other agencies, including the CQC. Please note: to ensure you export all the records in the table please set ‘Show * entries’ (where * is a number) to ‘All’.
If you want to come back and edit a particular record at a later date simply click on any part of the row that displays the record information and you will be given the option to edit or delete the record.
To save and print as a PDF file click on the PDF icon on the right-hand side of the screen above the table. You will then be given the option to save the file to your desktop or to open it in your preferred PDF program, and then print it from there if you wish. Please note: in some browsers the file is automatically saved first and then you are given the option to open it.
To export to Excel, click on the Excel icon and again you will be given the option to either save the file or open it using Excel or a compatible spreadsheet program. Please note: if you choose to export to Excel you will need to adjust the word wrap settings in Excel so you can read all the data in the columns. You may also wish to freeze the headings row and to set the data filters to enable more detailed analysis. If you are not sure how to do this please seek advice from your resident IT expert!