Community Pharmacy South Eastern HSC TrustCarers Support Service

Service Guide

Introduction

The above service is a new scheme being launched across the South Eastern H&SC Trust. It is a partnership initiative between the Trust and all community pharmacies within the Trust area. It is hoped that pharmacists will promote the support service to carers by providing appropriate advice, signposting and refer carers to the South Eastern HSC Trust Carers Support Service who will be able to discuss services available for the carer. (Appendix 1)

1Aim and intended service outcomes

The aim of the service is to identify those carers who are not currently in touch with services who remain “unidentified” and also to support carers already known to service providers.

The intended outcomes are to:

a Promote identification of carers of people of all ages and types of illness particularly those with long term conditions,

bPromote the Carers Support Service and enable carers presenting at pharmacies to avail of services provided by them,

cPromote the uptake of Carer Assessments and carer short breaks through referral by pharmacists to the Trust Carers Support Service,

d Facilitate carer access to Trust health and social care servicesfor ongoing support and information as appropriate.

2Background

2.1Who is a carer?

A carer is someone who regularly provides a substantial amount of care to a family member, friend or neighbour who is ill, disabled or is an older person.

•It is estimated that in Northern Ireland there are 213,980 carers who provide unpaid care for relatives and friends. It is estimated that there are 44,460 carers in the South Eastern HSC Trust area.

•Many become isolated through the demands of their caring responsibilities.

•Carers providing high levels of care are more than twice as likely to have poor health.

A carer could be:

•a young person under 18 looking after a parent /brother/sister

•looking after a relative with a disability

•the parent of a child with special needs

•an older person who is frail

•they may or may not be a relative

•they may or may not live with the person they care for

3Service outline

3.1Provision of service

  • The service must be carried out face to face with the carer in the community pharmacy
  • The part of the pharmacy used for the provision of this service must meet the following requirements for consultation areas:
  • the consultation area should be where both the carerand the pharmacist can sit down together,
  • the carerand pharmacist should be able to talk at normal speaking volumes without being overheard by any other person (including pharmacy staff),
  • The consultation area should be clearly designated as an area for confidential consultations, distinct from the general public areas of the pharmacy.
  • The pharmacy must advertise the service and display the Carer support Service cards within the pharmacy.
  • The pharmacist must provide a full explanation of the service to the carer; explain the role of the Carer Support Service and the nature of the Carer’s assessment.
  • The pharmacist must deal with any queries from potential users of the service arising from the display material available in the pharmacy.
  • The pharmacist will signpost carers to appropriate services, provide appropriate written information and give any appropriate lifestyle advice.
  • The pharmacist will refer interested carers to the Carers Support Service.
  • The pharmacy must be able to provide the service during the contracted hours and arrange to see the carer at a mutually agreed time.
  • The pharmacy must have a SOP in place to cover delivery of the carers support service.
  • The pharmacy must have a signed contract in place before service delivery can commence.
  • The service will commence in October 2016

3.2Eligibility for the service

All people who provide care within the carer’s definition are eligible for the service i.e.A carer is someone who regularly provides a substantial amount of care to a family member, friend or neighbour who is ill, disabled or is an older person. Particular attention should be paid to carers of people with long-term conditions.

4 Obtaining consent

All carers receiving the service must sign the serviceConsent/ Referral form (C1) which allows the pharmacist to make a referral to the Carers Support Service and to share anonymised information with the HSCB as part of clinical audit and Corporate Governance.

5Training

All pharmacists are expected to attend one of the organised training events on the service. Pharmacists will be notified of any mop-up training sessions. In the event that none of the dates are suitable the pharmacist should contact the Carers Support Service to arrange individual training.

6Documentation

  • The pharmacist should complete the face to face interview with the carer for every carer referred to the Carers Support Service
  • The consent/referral form (C1) is completed and a unique patient identifier added, the form is faxed to the Carers support team and the original copy retained in the pharmacy
  • The compliance form (C3) is then annotated with the unique identifier number and completed
  • The monthly claim form (C2) is sent to the HSCB monthly
  • All recordsshould be retained in the pharmacy for eight years from the date the service is provided.
  • All records will be made available to HSCB upon request.

7Monitoring and evaluation

The South Eastern HSC TrustCarers Support Service will evaluate the service at the end of the financial year. This evaluation will examinecarer demographic information, referral patterns,outcomes for carers and feedback from pharmacists. Patients will have given consent on the forms to be contacted by telephone.

8Payment

  • Payment will be made at £15 for the first 20 referrals made from 1st October 2016, followed by £10 for each referral made thereafter. Payment will only be made upon receipt of the claim form.
  • Payment will be made when a referral to the Carers Support Service has been made and a monthly claim form is forwarded to the HSCB by pharmacists.
  • HSCB will inform the South Eastern HSC Trust Carer Support Service on a monthly basis of payments to pharmacists using the Unique Identifiers.
  • The number of referrals may be capped dependent on service uptake. Pharmacists will be notified of this eventuality by the ICP Business Support Team.

Documents in appendix 1

Service Pathway

Consent and Referral form (C1)

Monthly Claim form (C2)

Monthly monitoring form (C3)

Checklist

Pharmacist Contract

Service Pathway
Carer identified (self/pharmacy team) re the service
Pharmacist arranges to meet the carer at a mutually agreed time
Pharmacist discusses the scheme and informs the carer of the role of the Carers Support Service
Pharmacist discusses health advice offered within the pharmacy
Pharmacist and carer complete the Consent / Referral Form(C1)
Pharmacist forwards the Consent / Referral Form (C1) to the Carers Support Service
Pharmacist completes the claim form (C2) and sends to HSCB and fill in monthly monitoring form for retention in pharmacy (C3)
Carers Support Service contacts the Carer and discusses services available
With the carers agreement the Carers Support Service staffforward a referral to local team for ongoing support

Appendix 1

C2

Carers Support Service
Pharmacist’s Claim Form
Contractor Number: ......
Contractor Name/Address: ......
......
......
MONTH ...... YEAR ......
Unique Patient Reference Number / DATE REFERRED TO CARERS SUPPORT SERVICE

Payment will be made at £15 for the first 20 referrals made from 1st October 2016, followed by £10 for each referral made thereafter.

Number of referrals @ £15 per referral

Number of referrals @£10 per referral

Total Claim

Return to:

Louise Knocker, SE Integrated Care Dept, HSCB, 12-22 Linenhall Street, Belfast, BT2 8BS.

Pharmacy Stamp

I/we declare to the best of my/our belief the information on this form is correct.

I/we claim the appropriate payment for the Carers Support Service

An audit trail is available at the Pharmacy for inspection by the HSCB’s authorised officers or officers acting on its behalf by BSO.

Pharmacist Signature ______

Please PRINT
NAME______

Carers Support Service

MONTHLY MONITORING FORM C3

Use the space below to transfer information from the Individual Carer Record Form.

Unique Patient Reference Number / How did they find out about service / Consent given date / Referral to SET date / Additional Services provided by pharmacist / Additional comments
Leaflet or poster in pharmacy / Other agency or healthcare professional / Other
(please detail) / Smoking Cessation / Medicines Management / Weight Management / Blood Pressure Check / Diabetes Check / Cholesterol Check / General Health advice / Other (please list)

To be retained in pharmacy for audit

Carers Support Service

Checklist

Face to face with carer-

Have conversation with person to let them know about service

Check that they meet the inclusion criteria for the service

Check that they are willing to provide consent to be part of the service

For those not willing to give consent or those that do not meet the inclusion criteria give the South Eastern Trust (SET) Carers Information Booklet and use this to refer onwards

Note on the Monthly Monitoring Form anyone who presents for the service but does not meet the criteria and the referral (if any) you suggest for this person

For those who are willing to provide consent and do meet the inclusion criteria

Complete the consent form face to face with carer fax copy to Carers Support team and retain original copy in pharmacy. Allocate a unique reference number for each patient and annotate compliance form with reference

Complete compliance form attached to consent form and retain in pharmacy

Explain the service in more detail;

Discuss the steps in the service and what the service involves

Discuss the role of the Carers Support Team and that a Carers Assessment may be carried out

Explain the Carers Assessment and be prepared to reassure about this

Explain the benefits of being referred through to the Carers Support Team

Explain that the Carers Support team will be in touch with the carer to arrange a meeting

Complete the consent and referral form face to face with the carer for every carer referred through to the Carers Support Team

allocate a unique patient reference number

Signpost carer to any other relevant services, agencies or groups by giving the carer a SET Carer Information Booklet and using this note any referrals in the compliance form

Signpost carer to any relevant services provided by the pharmacy e.g. MURs, Smoking Cessation Service and note this on the compliance form

If you give any lifestyle advice at this stage e.g. diet, physical activity, alcohol note this on the compliance form

After carer leaves pharmacy-

Complete the Consent/ Referral Form and allocate an unique identifier number to each patient and keep original in the pharmacy

Fax copy of the Referral Form to the Carers Support team

Annotate compliance form with patients unique

Complete the Monthly Monitoring Form on a monthly basis and keep a copy in the pharmacy

Complete and send the Claim Form to the HSCB local office on a monthly basis

CARERS SUPPORT SERVICE CONTRACT

Please note:

Contractors must ensure that the service is provided in accordance with the service specification and operate in accordance with all relevant Acts of Parliament, statutory regulations or other laws. As the service is developed, contractors will be expected to comply with guidance that has been formulated in consultation with the Community Pharmacy Northern Ireland.

Information Requests

The information gathered will be used to evaluate the scheme. All documentation is open to evaluation at any point.

Period of contract

This contract may be terminated by either the purchaser or provider by giving notice of 1 week.

Payment

  • The funding available means that a limited number of referrals can be commissioned from each community pharmacy in any HSC financial year, which runs from 1 April to 31 March.
  • Payment will be made at £15 for the first 20 referrals made from 1st October 2016, followed by £10 for each referral made thereafter. Payment will only be made upon receipt of the claim form.
  • The number of referrals may be capped dependent on service uptake. Pharmacists will be notified of this eventuality by the ICP Business Support Team.

Claim forms should be forwarded to HSCB on a monthly basis after a copy of the Consent/Referral form has been sent to the Carers Support Service. The South Eastern HSC Trust will reimburse HSCB for the payments made.

Carers Support Service

Signing of the Agreement

This document comprises the agreement between the Health and Social Care Board (purchaser) and the pharmacy contractor (provider).

I would like to participate in the above service. I confirm that the pharmacist(s) and pharmacy team providing the service have achieved the agreed competencies for the service and will maintain competence on a continuous basis.

Name of pharmacy contractor provider: ______

Contact person(s) for queries in respect of the service (please print)

______

______

Contractor number______

E-mail contact______

Pharmacist’s Signature______

Date______

Pharmacy Stamp

Please return to the address:Louise Knocker, South Eastern Health and Social Services Board, 12 -22 Linenhall Street,BELFAST BT2 8BS

Local Directorate of Integrated care office

Signed on behalf of the HSCB:______

Date:______