AGENDA
Executive Board meeting to be held on 20 July2016 at 4.00p.m.
(pre-meeting for Board Members from 3.30 p.m.)
Venue: Immingham Resource Centre, Margaret Street, Immingham, DN40 1LE
1Welcome and Apologies
2Questions from the public
To seek questions from the public and to determine whether
they can be covered within the agenda or whether a separate
response needs to bemade (10mins)
3Declarations of Interest
To record any declarations of interest by any Member of the
Healthwatch North East Lincolnshire Board in respect of
items on this agenda. All
4Action Notes from meeting held18 May2016
To note actions agreed and any progression of these points PG (5mins)
Volunteering
5HWNEL volunteering programme
To receive an update on recruitment and retentionTD (5mins)
6Enter and View Progress Report
To note progress and position with this programmeTD (10 mins)
Policies and Strategies
7Communications, Engagement & Marketing Strategy
and Action Plan
To receive an update on this Action PlanPG (10 mins)
8Procedure for Making Relevant Decision
To agree amendments to and an extension of this
procedurePG (5 mins)
9Monitoring & Delivery Plan
To receive anupdatesummary of this Plan and role of
Board in its delivery PG(15mins)
10Health Action Week 2016
To receive a report on the outcomes of this week KD (10 mins)
11Safeguarding Adults Board
Verbal reportSO (10 mins)
12Urgent Business
To consider any business which, in the opinion of the Chair, is urgent
by reason of special circumstances which must be stated and recorded.
The Next Board meeting is on 22 September2016 at 5.30 p.m.atthe Sports Development Centre, Bradley
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Item 4 – Action Points from Executive Board Meeting – 18/5/2016
Enterprise Village
Kelvin Dixon / HWNEL Team Member
Paul Glazebrook / HWNEL Team Member
Sam O’Brien / Executive Board Member
Jane Mansfield / Executive Board Member
No. / Item / Note / Update
1. / Welcome and Apologies / Emily Reseigh sent her apologies.
2. / Questions from public / None
3. / Declarations of Interest / None.
4. / Action points from meeting 24/3/2016 / 1. Board is keen for us to gather the voices of Young People. Alongside working with YMCA Humber to engage YP, the Board asked if we could work with Oasis Wintringham.
/ 1. JM put us in contact with Oasis Wintringham for Health Action Week. However after multiple messages, we received no response.
5. / Stakeholder Survey / 1. The Board have asked us to contact some of the organisations from the stakeholder survey to engage them in deeper conversation. In particular, they are keen for us to speak with groups who ‘Disagreed’ or ‘Did Not Know’ about HWNEL or our services.
2. The Board would like HWNEL to make sure that feedback is given to our informants. If an issue is raised further, questions are asked or items escalated, we should ensure that we make connections back to original contacts and let them know how their experiences are making a difference.
3. Board are happy to test the new scoring system and look at using this in the prioritisation of our work. / 1. Actioned. A number of `Did not knows’ are now signed up to e-bulletin.
2. We do maintain a dialogue with informants on ongoing issues.
3. See Work Plan items on today’s agenda
6. / Monitoring and Delivery Plan / 1. GP Access review – feedback going to CCG soon. The Board have asked us to ask the CCG “What’s to be done?”
2. Hospital Discharge – When this report is finalised, the Board have asked HWNEL to publicise and get it in to the public attention.
3. Healthy Lives/Healthy Futures – Board have asked HWNEL to investigate how HL/HF will work under the new STP. / 1. To raise in next quarterly meeting with CCG.
2. Finalisation delayed – meeting held 5.7.16.
3. Initial report compiled for 30.6.16 deadline but not yet in public domain.
7. / Volunteering Strategy & Action Plan / 1. HWNEL to look at organising an earlier meeting so that Tayo can be available to discuss volunteers / E&V / Today’s meeting rearranged to 4.00 p.m. start
8. / HWNEL Volunteering Programme / None
9. / Enter and View Progress Report / 1. Board Members pleased by positive comment about volunteers from Carisbrooke Care Home in response to our report. They wondered if feedback was sent to the volunteers? Especially those in the Enter & view team.
2. MB would like to visit volunteer coffee morning to thank them for their hard work.
3. Discussing all volunteers (including Board Members) – the Board asked HWNEL to ensure that all positive feedback in shared and that we show our appreciation to our volunteers whenever possible. / 1. This is normal practice.
2. To be arranged.
3. Agreed/being actioned.
10. / Safeguarding Adults Board / 1. HWNEL will make sure that SO is kept in the loop whenever we share concerns with the CQC about a care home or hospital service following Enter & View Activity. / 1. Agreed/being actioned.
11. / Draft Annual Report / 1. HWNEL to incorporate Positive Feedback and Quotes/Comments from Public in to the report. / 1. KD and PG collated and incorporated these into final document.
12. / Health Action Week / 1. HWNEL to continue promotion of HAW.
2. HWNEL to make sure that Vegetarian food is available / 1. HWNEL continued promotion of event.
2. KD made sure a Vegetarian option was provided.
13. / Urgent Business / None
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EXECUTIVE BOARD -Agenda Item 5
Date: 20/07/16
Subject: Volunteering
Recommendations
1. To note the general position on volunteering and agree any actions.
Volunteering
Enter & View – We currently have 10 active Enter & View volunteers with an additional 3 currently awaiting training or a DBS check. 3 of the 10 active volunteers are yet to go on a visit and are waiting to attend one with more experienced volunteers to gain some valuable experience. We are still doing one E&V visit a month but we hope to extend this to 2 in the near future. As always with this time of year a lot of volunteers are on holiday or have other plans so visits are a lot harder to arrange.
General Volunteering – We have 5 active volunteers, that number has increased by 2 since our last report. One of the 5 has an interest in community engagement which is refreshing and an area which we were severely lacking in. They have already attended a couple of events with us and they look forward to attending future events. The admin side of volunteering is doing very well with various volunteers coming into the office almost weekly now helping out with various tasks around the office.
Our recent AGM/Taster Event was well supported by our volunteers which we could not have done without them and all their efforts were greatly appreciated.
Executive Board – The Board now stands at five volunteers which is an increase of 1 since our last report but still leaves one vacancy with the option to co-opt others. The team are grateful for the enthusiastic contribution of the Board. We will continue to advertise for volunteers in our usual ways but with board recruitment a priority in the near future.
Tayo Davenport - Communication and Engagement Worker 08/07/16
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Executive Board Meeting – Agenda Item 6
Date: 20/07/16
Draft Agenda Item:
Subject: Enter and View Progress Report
Since the last report to the Board, Enter and View work has been carried out as follows:
Latest recommendations:
Place of visit / Recommendations / Service Providers ResponseYarborough House Care Home / Overall we were satisfied with the standard of care seen within Yarborough House Care Home. There were some recommendations though around health & safety as mentioned below.
- There was an armchair directly under the television in the conservatory positioned in such a way that a resident could hit their head when standing up. This was mentioned by us and it was to be moved straight away but we would ask that this chair be permanently relocated to ensure safety.
- One of the downstairs toilets had a toilet seat that although it was secure it sat at a strange angle and again could be dangerous. We would ask that you speak to the handyman to see if he can have a look at this.
- There were a number of items and equipment stored under the stairs including a hoist that stuck out so far someone could injure themselves on it as well as wheel chairs stored in the dining room and bags of potatoes being stored in the hallway. Although the storage issue was already discussed with one staff member mentioning the possibility of an extension, we would suggest still speaking to the service provider still and exploring some short term storage options until that work is completed.
- An unattended mop and bucket was left out downstairs and other pieces of electrical cleaning equipment were a potential hazard upstairs. Please remind staff to put away equipment if left unattended.
- Various toiletries had been left in the downstairs wet-room and the floor was still very wet with tissues on it. The door was wide open without any warning signs. Please remove toiletries from the reach of residents when the room is unattended and ensure the floor is dried after use or a sign is put up warning residents of the wet floor.
- Upstairs the boiler room had the key left in it. This was removed and hung out of reach once mentioned. Please remind staff to remove the key when the room is unattended.
- We followed up on the issue covered by CQC regarding the use of CCTV but the senior member of staff seemed unaware of this or the need to gain permission. The manager, Marion Bourn, who was not there at the time of our visit was contacted and said it had been mentioned at a relatives meeting and verbal agreements given. Minutes to be forwarded to Healthwatch to confirm this.
- We would like to recommend offering refresher training for staff around Deprivation of Liberty Safeguards (DoLS) and The Mental and Capacity Act (MCA).
-The armchairs are sometimes moved around during activities, every effort will be made to ensure the area underneath the TV is avoided.
-The toilet seat has a fitting lose, this has been replaced.
-An additional storage unit has been purchased and we are in the process of moving redundant items across. Consideration should however be given to the use of equipment. Namely a number of service users regularly require the use of wheelchairs and hoists, as such must be kept to hand.
-The cleaning team have been advised to ensure that no products are left unattended.
-A wet-floor sign is generally used in the wet-room. Toiletries are also stored correctly once the service user has been assisted back into their room. We will however ensure this is done immediately.
-The boiler room key would have been an oversight and staff will be reminded.
-CCTV has been a matter of careful consideration. It should be noted, signage is around the home to make everyone aware of the presence. Furthermore, there are only four internal cameras, which cover offices, entrances and the kitchen. There are four external cameras which cover the grounds. No communal lounges or private areas / rooms are covered by CCTV cameras. The purpose of the cameras are for safety and security purposes only.
Once again our thanks to the team for offering their time for the visit and indeed assisting in our strive for excellence.
In addition, a follow up visit to Diana Princess of Wales Hospital was carried out on 1 June 2016 in respect of previous visits to C1 Holles, C5 and Out-patients. Generally, there were no major Issues of concern that needed further follow-up.
C1 Holles:
Issue / Action Required / Deadline / UpdateSome staff not wearing yellow name badges / Ward Sisters to remind all staff in Team newsletters. Name badges ordered for all staff who are not in possession of one / 31/10/15 / Some Healthcare Assistants not wearing yellow name badges (senior staff indicated that these were on order).
Suitable and appropriate meals for Diabetics / Ensure suitable meals are provided / Immediate / Lists shown us clearly included diabetic and vegetarian options with understanding that alternatives not on list can be checked with catering – Actioned.
Privacy and dignity concerns re toileting / Ensure patients are afforded privacy and dignity / 31/10/15 / Context of previous recommendation about staff not keeping a toilet door open when toileting was clarified = staff member was seeking assistance - Actioned.
Clutter on corridors / Ensure ward remains tidy and a safe place to be work and cared for in / Immediate & Ongoing / Looked at storage at end of corridor. Explore whether any items not in regular use can go into store room.
C5:
Issue / Action Required / Deadline / UpdateSome staff not wearing yellow name badges / Ward Sisters to remind all staff in Team newsletters. Name badges ordered for all staff who are not in possession of one / 31/10/15 / No issues - Actioned.
Staff wearing appropriate PPE for isolation patients / Ensure infection prevention and control policies are adhered to / Ongoingmonthly / No further similar incidents reported - Actioned.
Avoidance of delayed discharges / Ensure admission and discharge pathways are embedded.
Consider use of private room to aid privacy in conversations. / 31/10/15
January 2016 / Relative’s room can be used for confidential discussions with patients - Actioned.
Out-patients:
Issue / Action Required / Timescale / UpdateDoctors and nurses to introduce themselves to patients. / To remind all Outpatients staff about the ‘Hello my name is…’ campaign that the Trust have committed to supporting to ensure all staff introduce themselves to patients.
A re-audit to take place around patient identification within Outpatients. A standard within that audit is to check if the clinician/nurse has introduced themselves to the patient. / February 2016 / No direct information available at this point.
Reduce the length of waits on the day and timings of appointments for patients. / The Group’s to review all booking rules to ensure patients have sufficient times for their appointment / December 2016 / Waiting boards are only filled in if there are delays. Some clinics appear to be overbooked as they assume a level of doctor staffing which may not be realised on the day.
Acoustics in Zone 2 and Zone 3 are checked for background noise. / Departmental manager to undertake a risk assessment. A PALS and Complaints report to be run to understand if there have been any acoustic issues raised in the last 12 months. / End of November 2016 / Acoustics in Zones 2/3 are still impaired by background noise (? ventilation system).
Staff members to raise voices when calling for patients. / Staff to be team briefed that all notices boards within the zones should be accurate and up to date and all patients should be verbally updated where noticeboards are not visible. If staff are too busy to update patients to then ask the reception staff to update when patients check-in at the reception / End of November 2016 / Not able to assess on day.
Up to date information e.g. waiting times is provided for patients on noticeboards and for staff to verbally update patients. / To review purchasing televisions in all zones and to ensure magazines and toy facilities are available in all zones. / End of November 2016 / Better information is needed for patients = standard letter plus anything specific to the particular clinic.
Magazines or televisions to be introduced in all areas. If young children present in area then toy facilities to be made. / To review purchasing televisions in all zones and to ensure magazines and toy facilities are available in all zones. / End of December 2015 / Monitors in Zone 1 are not in use and could be converted with aerials to provide TV screens.
Zone 4 waiting area to be reviewed so it is less claustrophobic for patients. / COMPLETED
In addition, the board is asked to note that a response from NLaG on our report on hospital discharge was delayed pending a meeting with them on 5 July 2016 and that, as a result, some recommendations where clarification was sought from the Trust on issues will now be removed from the recommendations and placed into the narrative section before the report is finalised and published.
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Executive Board held 20 July 2016
Agenda Item 7
Subject:Communications, Engagement & Marketing Strategy & Action Plan
Recommendation
To agree the update of this strategy
Summary
The appended strategy and action plan was last considered by the Board in May 2015. The report includes a new section 4 (in bold italics) for agreement. This strategy will need to be revisited in the light of decisions to be taken about some centralisation of communications functions within NBF which is being discussed on 22 July 2016.
The Board is invited to note the update provided and agree the actions outlined.
Appendix 1
Communications, Engagement & Marketing Strategy Summary
1Effective communications and engagement lie at the heart of the agreed key strategic objectives for Healthwatch North East Lincolnshire (HWNEL). This strategy aims to position HWNEL as the independent consumer champion for users of health and social care services and to show how our engagement with commissioners and service providers will make a difference for local people.
2This strategy is underpinned by principles which include openness and transparency in our dealings with others, inclusiveness in our engagement, accountability for the actions we take and consistency in our approach.
3The strategy will be delivered through a variety of means and structures
- providing information through a range of leaflets and other literature about the role and work of HWNEL.
- offering information and signposting services at points of contact.
- engaging with the main commissioners and providers of health and social care and ensuring that the voice of local people is heard in local planning and provision.
- monitoring local media to identify issues where a public voice needs to be secured and using the local media to promote matters of concern.
- holding public meetings and consulting on particular issues identified within the HWNEL work plan or newly emerging concerns.
- listening to people’s experiences of health and social care services, especially the `seldom heard voices’, and logging issues for monitoring and trend analysis.
- surveys on specific matters and involving local people in investigation, development and co-production of recommendations for change and improvement.
- our own newsletters and email circulations to subscribers, web-based information and twitter feeds seeking responses on issues raised.
- engaging with partner organisations and accessing the views of their service users.
4A particular focus through engagement will be to ensure that `seldom heard voices’ are heard and reflected in the evidence and representations that HWNEL makes on their behalf. Engagement with partner organisations will be a priority. We will use the local media, our newsletters, website and twitter account to promote the activities of HWNEL including volunteering effort and to seek responses accordingly. We will look to opportunities to develop the work of HWNEL through identifying ways of attracting new custom and contractual arrangements.