Division Of Families, Young People And Children`s Services

Transcript

Division of Families, Young People and Children’s Services HEALTH, SAFETY & SECURITY ACTION GROUP Wednesday 3rd December 2014 10.00am – 12.00pm Bridge Park Plaza, Boardroom Meeting Notes Present: Helen Perfect (Chair) FYPC Head of Children and Families Services HP Harbinder Cheema Administration Support Manager, Universal HC Helen Robbins Specialist Children’s Physiotherapist (CAP rep) HR Julia Bolton OT & PT Service Manager JB Kevin Robotham Emergency Planning Manager KR Lynda Symonds Support Services Manager, Nutrition & Dietetics LS Samantha Roost Senior Health, Safety and Security Advisor SR Maureen Curley Locality Service Manager, Health Visiting & School Nursing MC Sue Manship FYPC Specialist Stop Smoking Advisor SM Una Willis UW Jo Fairhurst Modern Matron, Infection Control FYPC Health & Safety Administrator - Eating Disorders Cathy Bennett Senior Administrator, Leicester Recovery Partnership CB Avril Archibald Diana Service Team Leader AA Fran Crothers Administration Support Manager, Targeted FC Val Dawson Staff Side Lead, LPT VD Barbara Evans FYPC/Unite Staff Side Chair BE Gina Ellis Premises Assurance Officer GE Carol Wheatley FYPC Estates Transformation Project Manager CW John Eardley Speech and Language Therapy Team Leader JE Fran Guerra Team Manager, Oakham House FG Nilam Daji Human Resources Advisor ND FYPC Personal Assistant KP JF Apologies: Notes Kathryn Price Copies To Mo Bailey LPT Health & Safety Committee Kathryn Price Quality & Safety Kathryn Burt FYPC Joint Staff Side CC Sangeeta Parmar FYPC Youth & Communities Sub Divisional Caroline Johnson Senior HR Advisor (for JSCF) Item No. 01/12/14 Item Apologies & Introductions Apologies were received, noted as above and welcomes and introductions made. 02/12/14 Previous Minutes for Ratification dated November 2014 The minutes were agreed as a true and accurate record. 03/12/14 Matters Arising & Actions Notes From Previous Meeting The action log was reviewed and updated by the group. 202. GE and HP to pick up as part of their work regarding Tanglewood. Need to come to an arrangement as the name is now not appropriate. Ongoing. 221 Business Continuity Plans. KR has been attending sub divisional meetings. He is going to map continuity and will email service heads saying this is the plan he thinks they need. Will then talk to teams, 229. Terms of reference. On agenda. Action closed. 230. A&E Discharges. Working ongoing. 232. Site meeting to discuss first aider. Further meeting scheduled for 4pm today. Closed from action log. 250 Cold weather Plan. KR has re-jigged action cards and made them LPT specific which will go to heads of service. They will be put on E-source. Will have an item in next week’s newsletter. Closed from action log. HP raised concerns regarding BPP and the Valentine Centre’s car parks and access roads gritting. SR reported it is in the contract where Interserve staff are gritting and LPT staff do have access to gritting bins. CW said they had tried previously but the grit had solidified. SR will feed back as Interserve do need to check the gritting bins. SR to send a list of which areas will be gritted Action: KR to send out amended action plan to FYPC. 251. Access to volunteer 4x4 vehicles from Leicestershire & Rutland 4x4 Response Group. KR has issued protocol to Sam Shaw and Anne Mensforth. Action closed. 252 New Accommodation and space policy. Staff to be aware of this. Action Closed. 255 Incidents re loss of property/theft. Please remind staff to fill incident forms in. Ongoing. Closed from action log. 259 Defibrillators. Agreed not appropriate to have one on site. There is appropriate action with regard to contacting emergency services. Action closed. 04/12/14 Good News Stories Lead AA advised that the Diana admin team received a Celebrating Excellence award, as nominated by the leadership team. HP expressed her congratulations to the team. Policies and Procedures 05/12/14 CCTV Policy HP confirmed this had been tabled at the LPT HSS Committee. BE queried if there was a separate policy on how CCTV is used in terms of staff, e.g. evidence in a disciplinary? VD advised they are seeing it being used more and more in a disciplinary. SR confirmed there is very strict criteria about CCTV and what it can and can’t be used for. Actions:  SR to feedback to Human Resources about guidelines to follow.  HP to flag with Caroline Johnson. She can then take to Healthy Organisation Group which VD also attends. 06/12/14 SR HP SR confirmed the Trust is looking at the installation of new CCTV systems. Policies for Consultation HP drew the groups attention to 3 x policies currently out for consultation:  Medical Devices  Security  Working Alone in Safety All to note Reports & Action Plans 07/12/14 Quarter 2 Medical Devices Report Prepared by Kerry Palmer, MD lead for LPT. There is currently work going on around the asset register, central database, training & competency for medical devices. KP has been working with key reps from across the divisions in task and finish groups. Paper for information. 08/12/14 All to note Quarter 2 Manual Handling Report Paper E was prepared by Sue Deakin, the Trust moving & Handling Advisor. This went to the H&S Committee in November. Highlighted points:  9 x reported manual handling incidents. One of which was RIDDOR reportable.  LOLAR inspections took place.  Currently work going on with regards to profiling bed slings (audits).  Looking at developing a training plan for April 2015.  Code of practice for electric profiling beds. SR commented on Item 3.2.1 regarding the new sling range. Sue Deakin said training is being provided for this as staff are required to be trained on these slings. Can members please remind colleagues. JB confirmed she had not seen the information on these training dates: Action: SR to ask SD to send email out. Post meeting note: Dates re-circulated 8th December 2014. SR KP 09/12/14 FYPC Health, Safety & Security Action Group – Terms of Reference – For Agreement – Paper F The group is required to review its terms of reference yearly. HP advised they have been amended to bring them in line with the LPT Health & Safety Committee. The following points were highlighted:      Required 75% attendance from members. Attendance is essential if you are presenting a paper. Attendance is monitored at the LPT Committee. If you cannot attend you need to nominate a representative. CAMHS representation will flag with Oakham House and LD. HP has re-invited Patsy Richards from the Health & Wellbeing team. Also noted there is no Safeguarding representative. MC thought that as Chris Buzzard is currently managing Safeguarding, MC volunteered to cover this as well. HP reiterated that everyone who is asked to be a representative would have to be IOSHH trained. After 3 years there is a one day update.    Quorum – 6 members Duties – in line with committee but more localised. HP now has to do a monthly highlight report to the new Quality & Safety meeting. HP asked the start time to be earlier. Group agreed to start at 9.30-12.00pm. Post meeting note: Confirmed room available 9.30-12pm. 10/12/14 Accepted as 2015 TOR. SystmOne Smartcard Authentication Software National Outage – Paper G On 6th October 2014 the system that checks the smartcards for S1 failed. KR detailed the background. This had never happened before and a large number of staff couldn’t access S1. On a positive a CHS and FYPC business continuity incident team was up and running very quickly. Unfortunately we did not get any information from HIS for a while and there was a contradiction in messages. KR has fed back that Comms was also not good. Lessons learned – link into HIS and Comms more smartly. Managed to maintain service provision at the time but realised we need a local plan for safeguarding and Diana maintaining service provision when we don’t have access to S1. There has been a meeting between HIS, information governance team and KR to look at potential failures and identify what contingency measures could be put in, with another meeting in a few weeks’ time. Action: KR to feedback after next meeting. Chris Buzzard took a paper to the FYPC Operational meeting. BE raised concern regarding from next year most staff will not have paper diaries so if the system goes down staff will not be able to see who they are meant to be seeing if this incident happens again. KR advised the meetings with HIS will KR include discussions re minimum data to maintain services, e.g. appointment information. Once this information received from HIS there will be a business continuity meeting with FYPC. BE said there needs to be clear guidance, e.g. an A4 sheet of paper. KR confirmed GC and CB were not involved in above meeting. 11/12/14 Work in progress. Development of Community Guidelines for the Management of Persistent Verbal Aggression As Head of Service HP receives a number of complaints from families. From reviewing past complaints, it is clear that we are dealing with a heightened level of persistent verbal aggression from some. We have looked at the complaints and the policy but realised it is weak on managing persistent verbal aggression. Particularly in Childrens Services, it is often the parent/carer who is the aggressor. HP asked the Group if they felt guidelines for the above is worth exploring. Example: Received another complaint this morning. Parents have been seen by most of our services. There is no evidence of ADHD. Mum is now phoning everyone and making threats to staff. We have done as much as we can. How do we stop? We do not have any guidance for this sort of issue. There are processes re excluding people from provision but difficult because it is the parent/carer not the young person. MC agreed it is very difficult. Especially when school nurses have made a safeguarding referral. She confirmed they sometimes send letters, however it can either work or exacerbate the situation. Current practice is reviewed case by case. VD said this is common in adult services. It was acknowledged admin staff take the brunt. Might be worth discussing with Learning & Development Team re deescalation training. JB commented that it is a lot of small comments/issues that build up. She advised Therapy leads are looking at a guideline. Action: If anyone does think of anything that could help with this guideline, please speak to Deanne Rennie. HP to advise DR re training as above. Summary: Group acknowledged this issue is becoming apparent across the division. It is difficult to maintain a balance with giving provision for the child/young person when the aggressor is the parent/carer. It needs further exploration. To ensure good supervision is available for everyone. 12/12/14 Management of Violence and aggression in under 16 years – patients in community settings As another discussion point HP advised there was recently an incident in a community clinic where a young boy was waiting with his mum for his appointment and he turned and grabbed his mum and wrestled her to the floor. Unfortunately nobody did anything to help. Staff went to get the paediatrician from clinic and asked her to intervene. Nobody telephoned the police because it was a child. Paediatrician and HCW were also attacked. It was not clear for anybody what they were supposed to do. People felt they weren’t able to restrain the child. HP and Steve Walls are meeting with staff this week to debrief. They are going to pick up that the Health Centre staff should have known to telephone the police. ALL HP has contacted colleagues in CAMHS LD. Again – does the group think we need a local guideline? KR mentioned if it has happened once, suggests it will happen again. Community staff are not trained in de-escalation. GE noted in Syston there are no reception staff. Action: To progress local guidelines. HP to update at next meeting. Please let HP know any ideas/advice. 13/12/14 Water Management Paper H for information. Bernadette Keavney has formed a water management group to advise about and monitor water safety. 14/12/14 VD said was this was discussed at the AMH H&S last week. Noted there are no devices available for staff escorting patients. VD will be raising in correct forums. HP to flag up to Oakham House and LW to be cited on this and that we are linking with AMH. 360 assurance medical devices review final report and Action Plan Paper J for information. It is an external audit report. Action plan supported at Trust H&S Committee. 16/12/14 12 month Review: Enhanced Security at the Bradgate Unit – Paper K This was a review by Steve Wall following a recommendation to enhance security inc. fencing at the Bradgate Unit. For information. 17/12/14 Update on Pilot Scheme of Emergency Response Equipment Paper L for information. 18/12/14 Compliance with New Guidance on Decontamination of Self Presenters KR advised the Trust is required to have a plan in the event that someone turns up covered in a hazardous material. This has happened elsewhere in the country when someone involved in an accident and turned up at nearest health centre. KR in process of amending guidance within the business continuity plans. Guidance is focussed on CHS but all staff working in health centres should be cited on it. 19/12/14 All to note Update on the management of staff personal safety transmitters in mental health inpatient units Paper I is an update report. Steve Walls conducting an audit. Identified all areas have a risk assessment. Identified there are not enough alarms for staff on duty. He is currently looking at a proposal for a more robust system. Led by AMH but does impact re Oakham House and Langley. Full report is expected in in January. Update at this group in February. 15/12/14 HP/ALL Update on the Use of Indenticom Lone Worker Devices Feb Agenda Paper in is an update report to H&S committee on the above. Sufficient to meet the needs of staff that use them. Recommended retaining current devices and advisors work with the service. Managers to receive monthly reports re use of devices. A letter will go to staff if they have not used it for 4 weeks. 20/12/14 CCTV Risk Assessment Paper O for information. SR asked if anyone has any risks identified where CCTV is a requirement please send to Steve Walls. Also any suggestions where CCTV is useful or any that require checking. Discussion around the table of various areas. Action: To advise SR as above. 21/12/14 Implementation of the Use of Safer Sharps 22/12/14 UW advised there was a sub group formed out of the Infection Control Committee. Neil Hemstock represents FYPC. UW has also met with Katie Willetts. Just starting a new phlebotomy service which needs to be linked in. UW advised currently within FYPC we are not using safer sharps, and you must be trained in their use. Action: UW to contact Suzanne Leatherland and update in February. Staff Seasonal Flu Update HP acknowledged the good work of the peer vaccinators in the Division. FYPC has vaccinated 38% of front line staff. Overall LPT is 45%. KR said the Trust would like more peer vaccinators for next year. Occ Health can train for staff to be peer vaccinator. Discussion re maximum number in real terms the Trust will vaccinate as some staff actively don’t want it. Acknowledged peer pressure to have it if at a team meeting for example. For those that do want it, there are plenty of opportunities as it is available on site. Message to teams is that drop in sessions still available and peer vaccinators are still around. 23/12/14 Fire Strike Paper P re-circulated. Guidance from Paul Dickens about what we need to do in preparation. There will be another strike from Tuesday 9th to Wednesday 10th. For Information 24/12/14 Standard Operating Procedure for Handling an Inanimate Load Paper Q for information and sharing as appropriate. 25/12/14 Health and Safety Training Compliance Report Noted Paper R was now out of date. Our figures do look better. Staff Side Issues 26/12/14 No issues discussed. Any Other Business 27/12/14 VD advised there are going to be health and safety inspections across the Trust. If ALL UW anyone has any requests, please send via herself. Date and Time of Next meeting 26/12/14 Wednesday 4th February 2015, 9.30-12.00pm, Boardroom, Bridge Park Plaza.