RELATIVES ACCOMMODATION POLICY
Version / 5Name of responsible (ratifying) committee / Patient Experience Steering Group
Date ratified / 14 October 2016
Document Manager (job title) / Facilities Monitoring Manager
Date issued / 15 November 2016
Review date / 31 August 2019
Electronic location / Management Policies
Related Procedural Documents / Portsmouth Hospitals NHS Trust Physical Security Management Policy
Key Words (to aid with searching) / Southwick Lodge; Relatives Accommodation
Version Tracking
Version / Date Ratified / Brief Summary of Changes / Author7 / 14/10/2016 / · Reference to ‘Home Warden’ changed to ‘Accommodation Manager’
· Removed reference to bleep as a contact
· Changed accommodation specification to reflect current room set up
· Length of stay discussed with Accommodation Manager not Reception staff
· Reference to ‘Domestic’ changed to ‘Patient Services’ where required in line with Carillion titles / Nicky Hardman
CONTENTS
QUICK REFERENCE GUIDE 3
1. INTRODUCTION 4
2. PURPOSE 4
3. SCOPE 4
4. DEFINITIONS 4
5. DUTIES AND RESPONSIBILITIES 4
6. PROCESS 5
7. TRAINING REQUIREMENTS 6
8. REFERENCES AND ASSOCIATED DOCUMENTATION 6
9. EQUALITY IMPACT STATEMENT 6
10. MONITORING COMPLIANCE WITH PROCEDURAL DOCUMENTS 8
QUICK REFERENCE GUIDE
This policy must be followed in full when developing or reviewing and amending Trust procedural documents.
For quick reference the guide below is a summary of actions required. This does not negate the need for the document author and others involved in the process to be aware of and follow the detail of this policy. The quick reference can take the form of a list or a flow chart, if the latter would more easily explain the key issues within the body of the document
1. Patient relative/carer/friend is in a situation whereby they need to be in close proximity to the patient overnight.
2. Ward Manager to evaluate the requirement for overnight accommodation and assess against the criteria for Southwick Lodge use – see paragraph 4 of this document.
3. Ward Manager to arrange overnight accommodation in Southwick Lodge via Main Reception staff
4. Relative is directed to Main Reception to collect keys and be made aware of the rules regarding use of Southwick Lodge facilities and length of stay.
5. Main Reception to liaise with Accommodation Managers between 8am to 12 noon, and FM Helpdesk out of these hours, to ensure accommodation is cleaned and prepared for re-use.
1. INTRODUCTION
This policy was required by the Trust so that staff are aware of the process by which they can obtain hospital accommodation for patient’s relatives/friends.
2. PURPOSE
To ensure that Trust staff are aware of the Southwick Lodge facility and the rules and regulations regarding its use.
This document has been developed to outline the procedures for booking the Southwick Lodge accommodation and also detail the set criteria which must be considered before offering this facility to patient relatives.
All departments associated with this policy (Patient Services; Security and Telecommunications) have referred to their own BSI ISO 9001: 2000 Standard. For further information contact the Residences office ext. (7700) 6216
3. SCOPE
This document applies to any in patient department whereby a relative of a patient requires emergency overnight accommodation.
‘In the event of an infection outbreak, flu pandemic or major incident, the Trust recognises that it may not be possible to adhere to all aspects of this document. In such circumstances, staff should take advice from their manager and all possible action must be taken to maintain ongoing patient and staff safety’
4. DEFINITIONS
Criteria for booking:
Southwick Lodge is available for Patient’s relatives/friends who require overnight accommodation due to the following reasons:
· Patient has been brought in under emergency conditions
· Patient is in the Critical Care unit and is in a critical condition
· Patient is a Baby/Child and the parent accommodation within the hospital is full
· Patient is near end of life and relatives wish to remain close by
Southwick Lodge is not available for relatives of planned admissions
5. DUTIES AND RESPONSIBILITIES
It is the responsibility of the Ward/Department Managers to sanction the use of the facility i.e. the most senior person on the ward this could be a staff nurse
From Monday to Friday 8am to 12 noon, the Residences Patient Services Team Leader (in conjunction with the Accommodation Manager) will ensure beds are changed and the rooms cleaned between each stay. Main reception staff will inform Residences staff on ext. 6216 when rooms are vacated.
At all other times the Reception staff will inform the FM Helpdesk that a room has been vacated. The FM Helpdesk will raise a task sheet for the Patient Services Department to service the room. The master key is then collected by the Patient Services Department from Reception. No 186 – South Block key cupboard
The Residences Department will ensure adequate hospitality packs (tea, coffee, sugar & milk) are provided for Patient Services Assistants to replenish baskets and fridge.
6. PROCESS
6.1 Booking Southwick Lodge
Person in charge of the Ward should phone Main Reception (Ext. 5812) to check on room availability
Relatives/friend(s) must go to main reception to obtain and sign for the keys – the following information will be required:
· Date
· Name
· Home Address/Telephone number
· Patient’s name
· Signature
Security will escort the relative to Southwick Lodge if required. (Main reception to book through the FM Helpdesk – Ext. 6321)
If the cot is required the escort will provide the guests with this and any extra bedding.
Relatives must book in at Reception every day they stay – before 10.00 am
Main Reception QAH will hold allocation book and keys to the building and liaise with Residences, Patient Services and Security staff on usage.
Southwick Lodge master keys are held in Main Reception: No. 186.
Room 1 - Key no. 33
Room 2 - Key no. 34
Room 3 - Key no. 35
Accommodation Specification:
· 3 rooms with twin beds
· Kitchen - (Refrigerator, Washing Machine, Microwave etc.)
· Tea/Coffee/Milk is provided
· Garden area with shed. Tumble dryer in shed for guest use.
(Rooms are allocated as 1 per family)
6.2 Length of Stay:
The maximum stay is for five nights, although there maybe some leeway depending on circumstances and accommodation pressures. Requests for an extension to the maximum length of stay should be discussed between the Accommodation Managers and the clinical care teams of the guests’ relative/friend.
Guests need to be informed that they must return keys to Main Reception on vacation and keys must be signed in by reception staff, logging the date, and the number of nights stayed.
6.3 Funding:
The Trust makes no charge for this facility however if anyone wishes to make a donation this will be gratefully received and used to maintain the facility to a high standard. Donations can be made via the Cashiers Office on C Level (within the North Entrance waiting area), all donors will be provided with a formal receipt.
7. TRAINING REQUIREMENTS
No specific training is required; however the relevant department managers will be fully responsible for ensuring compliance with this policy by all their staff. All new staff will be made aware of their all requirements and responsibilities regarding this policy, as applicable
8. REFERENCES AND ASSOCIATED DOCUMENTATION
Portsmouth Hospitals NHS Trust Physical Security Management Policy
PHT Intranet – Management Policies
http://www.porthosp.nhs.uk/Downloads/Policies-And-Guidelines/Management-Policies/Physical_Security_Managment_Policy.docx
9. EQUALITY IMPACT STATEMENT
Portsmouth Hospitals NHS Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds.
This policy has been assessed accordingly
Our valuesare the core of what Portsmouth Hospitals NHS Trust is and what we cherish. They are beliefs that manifest in the behaviours our employees display in the workplace.
Our Values were developed after listening to our staff. They bring the Trust closer to its vision to be the best hospital, providing the best care by the best people and ensure that our patients are at the centre of all we do.
We are committed to promoting a culture founded on these values which form the ‘heart’ of our Trust:
Respect and dignity
Quality of care
Working together
Efficiency
This policy should be read and implemented with the Trust Values in mind at all times.
Relatives Accommodation Policy
Version: 5
Issue Date: 15 November 2016
Review Date: 30 August 2019 (unless requirements change) Page 2 of 10
10. MONITORING COMPLIANCE WITH PROCEDURAL DOCUMENTS
Minimum requirement to be monitored / Lead / Tool / Frequency of Report of Compliance / Reporting arrangements / Lead(s) for acting on RecommendationsChecks with main reception staff on frequency of Southwick Lodge use / Accommodation Manager
(PHT) / Continuous communication / N/A / Policy audit report to:
· N/A / Facilities Monitoring Manager
Checks on Carillion Services Ltd (CSL) will take place to ensure that domestic services are carried out in line with agreed standards / Contract Monitoring Team (PHT) / Audit/spot check against NPSA standards / 6 monthly / Policy audit report to:
· Patient Experience Steering Group / Contract Monitoring Team (PHT)/CSL Patient Services
Security breaches or untoward incidents affecting this policy / Accommodation Manager
(PHT)/CSL Security / Continuous monitoring as per security processes for the Trust / By exception / Policy audit report to:
· Patient Experience Steering Group / Facilities Monitoring Manager
This document will be monitored to ensure it is effective and to assurance compliance.
Equality Impact Screening Tool
To be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval for service and policy changes/amendments.
Stage 1 - ScreeningTitle of Procedural Document: Relatives Accommodation Policy
Date of Assessment
/ 10/08/2016 / Responsible Department / Development TeamName of person completing assessment / Nicky Hardman / Job Title / Facilities Monitoring Manager
Does the policy/function affect one group less or more favourably than another on the basis of :
Yes/No / Comments
· Age / No / Persons need to be 18 years of age or above unless accompanied by a responsible adult
· Disability
Learning disability; physical disability; sensory impairment and/or mental health problems e.g. dementia / No / Persons for their own safety and of others using the facility would need to be accompanied by a Relative/Carer or Friend
· Ethnic Origin (including gypsies and travellers) / No
· Gender reassignment / No
· Pregnancy or Maternity / No
· Race / No
· Sex / No
· Religion and Belief / No
· Sexual Orientation / No
If the answer to all of the above questions is NO, the EIA is complete. If YES, a full impact assessment is required: go on to stage 2, page 2
More Information can be found be following the link below
www.legislation.gov.uk/ukpga/2010/15/contents
Stage 2 – Full Impact Assessment
What is the impact / Level of Impact / Mitigating Actions
(what needs to be done to minimise / remove the impact) / Responsible Officer
Monitoring of Actions
The monitoring of actions to mitigate any impact will be undertaken at the appropriate level
Specialty Procedural Document: Specialty Governance Committee
Clinical Service Centre Procedural Document: Clinical Service Centre Governance Committee
Corporate Procedural Document: Relevant Corporate Committee
All actions will be further monitored as part of reporting schedule to the Equality and Diversity Committee
Relatives Accommodation Policy
Version: 5
Issue Date: 15 November 2016
Review Date: 30 August 2019 (unless requirements change) Page 2 of 10