NHS GRAMPIAN

Minute of Meeting of the Patient Focus and Public Involvement Committee held on Wednesday 22 Aug 2012 in the ConferenceRoom, Summerfield House, 2 Eday Road, Aberdeen at 10.00 am.

PRESENT:

Mr Raymond Bisset, Chairman

Ms Jane Adam, Lay Member

Ms Lynn Boyd, Planning Manager, Aberdeenshire CHP (on behalf of Mike Ogg)

Mr Richard Carey, Chief Executive

Ms Pamela Cornwallis, Clinical Manager, Speech and Language Therapy, representing Aberdeen City CHP

Ms Linda Duthie, Special Projects Manager, Public Health and Planning

Mr Nigel Firth, Equality and Diversity Manager

Mrs Wilma Forrest, Lay Member

Mrs Andrea Gray, PFPI Officer

Mrs Laura Gray, Director of Corporate Communications & Board Secretary

Mrs Jenny Greener, Non-Executive Board Member

Ms Linda Juroszek, Chair, Area Clinical Forum

Ms Anne Lindsay, Head of Podiatry (representing Allied Health Professionals)

Ms Jacqueline MacKintosh, Joint Training Co-ordinator, Learning & Development

Ms Eleanor Murray,Unit Nurse Manager, representing Acute Services

Ms Linda Oldroyd, Nurse Consultant,Patient Safety & Patient Experience

ATTENDING:

Lisa McCartney, Area Manager, Scottish Health Council

Helen Kerr, Scottish Health CouncilLocal Officer

Mr Keith Thomson, Head of Health & Safety

Mr Kenny Crosbie, Senior Charge Nurse (shadowing Eleanor Murray)

Mrs Marilyn Elmslie, Committee Clerk

Item No

/ Issue /

Action

1 / Welcome, introductions and apologies
Raymond Bissetwelcomed everyone to the meeting and thanked the Committee for the good wishes received during his recent illness.
Apologies were intimated on behalf ofElaine Brown, Roelf Dijkhuizen, Laura Dodds, Cllr Bill Howatson, Christine Lester, Pauline Somerville and Liz Tait.
2 / Minute of the meeting held on 2 May 2012
The minute was approved as a correct record of the discussions.
3 / Matters arising from previous minute
3.1 / Wheelchairs at ARI
An interim report on the progress with new wheelchairs had been previously distributed to the Committee by email.
Eleanor Murray confirmed that she could provide assurance to the public representatives that additional wheelchairs had been provided and a wheelchair docking station (similar to those found in supermarkets for trolleys) was being sourced.
3.2 / Consultation on Charter of Patient Rights and Responsibilities
Laura Gray confirmed that a response had been sent on behalf of NHS Grampian.
3.3 / Emergency fire drills at ARI
Keith Thomson had previously met with Jane Adam prior to the Committee meeting to update her on the situation with emergency fire drills at ARI, including the arrangements for the evacuation of patients and visitors in public areas. He confirmed to the Committee that the Fire Risk Assessment Policy had been refreshed and that new fire evacuation procedures have been implemented which provide clear guidance for fire wardens and evacuation personnel. He reported that regular fire alarm tests were set where everyone within the area being tested had to act accordingly to their fire plan.
Wilma Forrest enquired if there were variations to the scenarios set and Keith confirmed that this was so.
Keith explained the new sprinkler system which will be in use within the new Emergency Care Centre including the use of fire rooms and zones which allow smaller areas to be cordoned off to allow safe evacuation.
Jane thanked Keith for meeting with her and confirmed to the Committee that she felt reassured with the new evacuation and fire drill procedures.
4 / PFPI Assurance
4.1 / PFPI Framework 2012 and beyond
Laura confirmed that the workshop style meeting to work on the framework will be scheduled within the next couple of months. She noted that the existing framework was adequate.
4.2 / PFPI Action Plan 2012 – 2013
Laura noted that work on the 12/13 Action Plan was ongoing and would flow from the completed framework.
5 / Equality and Diversity
5.1 / Briefing Paper on the Equality Act 2010 (Specific Duties) (Scotland) Regulations 2012
Nigel Firth explained the main points of the Equality Act 2010 (Specific Duties) (Scotland) Regulations 2012 which came into force on 27th May 2012. The Regulations enabled the Scottish Parliament to put in place new equality and diversity monitoring arrangements for public bodies in Scotland.
These included:
  • Production of an Outcomes Report setting out what public bodies wished to achieve in the equality and diversity field over the next four years.
  • A Workforce Monitoring Report, covering all 9 “protected characteristics”, as defined by the Equality Act 2010.
  • A legal duty for public bodies to act on the results of any Equality and Diversity Impact Assessments carried out.
Richard Carey enquired whether employees were required to divulge their personal equality and diversity information. Nigel confirmed that any information provided by staff was on an entirely voluntary basis. Staff had the legal right not to disclose this information, if they so choose.
5.2 / Briefing Paper on the age related legislation contained in the Equality Act 2010 which will come into force on 1st October 2012, together with the (Age Exceptions) Order 2012
Nigel advised that the UK Government had not previously enacted the age discrimination legislation contained in the Equality Act 2010. The problem the UK Government faced was to ban harmful age discrimination, but to retain positive and beneficial age discrimination.
The Age discrimination legislation contained in the Equality Act 2010 would now be enacted from 1st October 2012, together with the (Age Exceptions) Order 2012 which allowed positive and beneficial age discrimination such as discounts in shops, free bus travel for the over 60s and low cost Saga holidays. The legislation applied to people 18 years of age and over.
It was noted that health and social care was not exempt from the legislation. Accordingly, NHS Grampian could face a legal challenge on any aspect of adult health care where there was an age restriction.
If NHS Grampian currently treated people differently because of their age, it could continue to do so provided it could be shown that:
  • There was a sufficient reason (“objective justification”) if challenged
  • Extra help to an age group with particular needs could be justified
  • The different treatment was allowed by law
If a Health Board or a Local Authority was challenged, they may also have to prove before a court that any age discrimination was a: “...proportionate means of achieving a legitimate aim.”
Nigel noted that there would probably be a number of test cases to clarifysome aspects of the law.
5.3 / Report from Bi-lingual Health Link Worker Mar – May 2012
Nigel gave a resume of the report and answered a number of questions.
It was noted that the Minority Ethnic Health Link Worker’s fixed term contract was due to finish at the end of November 2012.
Richard Carey stated that the Health Link Worker was a very valuable resource who was doing excellent work in linking up members of our local ethnic communities in the North Aberdeenshire and Moray areas with health care, Local Authority, carer and other services. He enquired if funding could be secured to extend the contract for a further 12 months. Nigel confirmed that he had submitted various bids to several stakeholders. Richard advised that he would meet with Nigel and Laura outwith the meeting to discuss ongoing funding..
Raymond Bisset noted that the update report provided by Karolina had many examples of cases which required the input of health, social care services and other agencies. Raymond inquired how this was provided. Nigel advised that while Karolina’s primary role was health care issues, she did involve Local Authority social care colleagues, the GREC Senior Case Worker, the Carer Centres and the Ethnic Minority Law Centre staff, as appropriate.
It was noted that most of Karolina’s workload involved recent migrant workers from Eastern Europe. Raymond inquired if there were any unmet needs of any other specific ethnics groups. Nigel confirmed that the biggest single ethnic community in the Buchan coast area was the Polish community. However, Karolina was equipped with the “Language Line” telephone interpretation service, which gave her access to expert interpreters, on the telephone, in 60-90 seconds, for over 170 different languages. Accordingly, Karolina was able to help people from any ethnic community, language was not a barrier.
There was a full discussion on the differing expectations held by recent migrant workers and their families, especially those who came from countries where there was no GP service. Nigel advised that there was an ongoing sustained campaign to encourage GP registration. Information and literature in a wide range of local ethnic languages had been provided to explain the UK health care system and the pivotal role of the GP. Karolina had also been pro-active by providing literature and advice on this topic.
Regular involvement and consultation events held with our local ethnic communities in the Peterhead and Fraserburgh areas had also been used explain the role of GPs and to encourage registration.
5.4 / Equality and Diversity Training
Nigel confirmed that over 800 staff hadattended a training Seminar since January 2012. The Seminars provided met the KSF Level Four and Level Two requirements.
5.5 / Language Line update
Nigel stated that there are now over 800 live Language Line points throughout NHS Grampian.
The Committee noted the updates and reports
6 / Patient Experience
6.1 / Better Together Innovation Fund Report
Linda Oldroyd summarised the report submitted to the Committee. She provided detail on the successful bid of £4k awarded to improve the experiences of patients with sensory impairment. A steering group was set up to lead the work which included surveys with patients with sensory impairment, observations of noise nuisance, signage for the identification of patients with sensory impairment and guidance for staff using signage. As a result of this work eight recommendations were produced and are continuing to be worked on. Linda will provide further updates at future meetings.
The Committee noted the report.
6.2 / Evaluation of training session for patient/carer story facilitation
Linda noted that allowing patients and carers to tell us their experiences of care in their own words is a very powerful way of gathering feedback and is an excellent resource for good practice and education.
She confirmed that a training session on story facilitation was held in July and had 8 participants including 5 staff from the Feedback Service and 3 public representatives. The training session was fully evaluated and a record of the responses submitted were included in the document provided to the Committee. The majority of the attendees felt that the training had made them feel more confident about their role as a volunteer story facilitator.
Linda noted that the stories were being gathered from patients at ARI and the plan would be to spread across NHS Grampian recognising the resource implications this brings. She is hoping to increase capacity to continue this valuable work.
6.3 / Virtual Visiting
Laura noted that information gathering on the use of Virtual Visiting has not yet concluded but that support has been received from colleagues within E-Health and IM&T. There has been raised awareness of the potential to use in the future. Further updates will be provided at future Committee meetings.
6.4 / Apologies (Scotland) Bill June 2012
Laura made the Committee aware of the consultation which is a proposal for a bill to provide that an expression of apology does not amount to an admission of liability and is inadmissible as evidence, for the purposes of certain legal proceedings. She encouraged Committee members to read and comment during the consultation period.
7 / Patient, Public and Carer Information
7.1 / Carers Information Strategy Action Plan 2012 – 2013
Laura summarised the action plan provided for the Committee. She highlighted the wide range of initiatives. Wilma enquired what the next steps would be. Laura confirmed that a workshop was being arranged and that the action plan will be implemented and fully audited. Updates will continue to be provided to the Committee. Richard was keen to raise the profile of the Action Plan and suggested that the matter be brought to the attention of the NHS Grampian Board at a future Board seminar
The Committee recommended the Action Plan.
7.2 / Policy on business use of social media and guidelines on personal use of social media
7.2a / Social Media Sites – cover paper
Laura Gray noted that the cover paper provided the Committee with the background and assessment on the use of Social media in a professional capacity. The Committee was asked to approve the draft policy and guidance.
7.2b / NHS Grampian business use of social media (draft)
The draft policy set out the benefits, challenges and limitations of the use of social media. It was noted that the policy sets out a process for the limited and authorised use of social media for professional purposes whilst ensuring the risks are appropriately assessed and managed. The enabling of the policy will ensure that the appropriate process will be followed.
7.2c / NHS Grampian personal use of social media
NHS Grampian recognises the need to provide clear guidelines for all of its employees on the appropriate personal use of social media. The guidance is clear and concise with 9 recommendations. It will be the responsibility of staff and line managers to ensure that they have read and understood the guidance in addition to the relevant policies and professional guidelines.
Pamela Cornwallis highlighted the speech and language therapists noted that several of their clients utilise ipads/iphones as methods of communication and that the guidance would not allow the therapists to respond accordingly. Laura confirmed that certain criteria could be enabled to allow this.
Laura noted that the policy and guidance documents will also be included in the agenda of the GAPF and Information Governance Steering Group meetings for approval.
The Committee approved the policy and guidance.
8 / Public Involvement and Consultation
8.1 / Public Involvement Team Quarterly Update
Andrea Gray summarised the development and support activities within the template. She confirmed that the information is updated quarterly and displayed on the PFPI section of the public website.
8.2 / Maternity Review Formal Consultation Update (newsletter)
The newsletter provided an update to July 2012.
Richard Carey confirmed that he had recently received a letter from the Cabinet Secretary formally approving the strategy and gave due recommendation to the hard work of everyone who contributed and was involved in the process. Laura Gray confirmed that an implementation group will take forward the process.
The Committee noted the approval.
8.3 / CHP, Acute, Public Health & Mental Health Service Updates
Written updates were provided for each sector.
The Committee noted the updates
9 / Advocacy and Volunteering
9.1 / Implementation of volunteers at mealtimes and befriending (Pilot NHS Grampian and WRVS)
Laura Gray summarised the pilot projects being led by George Reid, Head of Catering Services and Jane Ewen, NutritionChampion for NHS Grampian. The driver document was discussed in detail. Wilma enquired why > 95% of patients who are identified as requiring assistance, get the help they need to eat and drink. She felt that the figure should be 100% of patients get the help they need. Richard agreed and Laura noted that she would feedback the comment to the NHSG Volunteering Steering Group.
9.2 / Level of assistance identification (clinic)
Flowchart document.
9.3 / Level of assistance identification (ward)
Flowchart document
The Committee noted the update on the pilot
10 / Learning, Development and Assessment
10.1 / PFPI e-learning package update
Jacqui Mackintosh explained that the implementation of the e-learning package had been delayed as the content had not yet been agreed. It is expected that the package should be up and running by early next year.
10.2 / Presentation by Scottish Health Council
Lisa McCartney and Helen Kerr delivered a powerpoint presentation (copies of slides available) which provided background on the role of the Scottish Health Council and in particular the work of the local officers in Aberdeen. Helen highlighted the work of the Dedicated Service Change team in supporting NHS Grampian during the recent Maternity Review. She made the Committee aware of a participative event being held in November on involving maternity service users which will include Laura Dodds, Public Involvement Manager, NHS Grampian as a speaker.
Committee members enquired whether the local office produced a specific report on the particular projects they were involved with which could be submitted to the PFPI Committee. Lisa agreed that a monthly update report could be produced and provided for future Committee meetings.
The Committee noted the presentation.
10.3 / Participation Standard 2012 – 2013 (letter)
A copy of the letter from Richard Norris, Director Scottish Health Council, was provided. The letter sets out the guidance for the Participation Standard self assessment. This year’s process asks for two supporting examples of patient and public engagement, which can be used to showcase best practice. A shortlist of 4-6 examples need to be sent by 16 November to the SHC who will select two examples for inclusion in the final assessment. The completed framework and supporting evidence should be returned by 18 March 2013.
11 / Items for information
11.1 / Minutes of Acute Sector PFPI Group 8 March 2012
11.2 / Minutes of HAI PFPI Co-ordinating Group 2 December 2011
11.3 / Note of NHS Grampian Disability Discrimination Act Review Group 14 May 2012
11.4 / NHS Grampian Public Forum Report 13 June 2012
12 / Any other Competent Business
The Chair thanked everyone for their attendance and closed the meeting.
13 / Date of next meeting:
10am on Wednesday 14 November 2012

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