SCOTTISH GOVERNMENT HEALTH DIRECTORATES IMPLEMENTATION OF CEL 23 (2010) MANDATORY STANDARDS AND CODES FOR HEALTHCARE SUPPORT WORKERS

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1 SCOTTISH GOVERNMENT HEALTH DIRECTORATES IMPLEMENTATION OF CEL 23 (2010) MANDATORY STANDARDS AND CODES FOR HEALTHCARE SUPPORT WORKERS Present: ACTION OFFICER S NETWORK MEETING MONDAY, 28 FEBRUARY 2011, SCOTTISH HEALTH SERVICE, CENTRE, CREWE ROAD SOUTH, EDINBURGH NOTES OF MEETING Audrey Cowie (Chair) (ACo), Scottish Government Stuart Baird (SB), National Services Scotland Margo Christie (MC), NHS Dumfries and Galloway Debbie Donald (DD), NHS Tayside Susan Dunne (SD), NHS Lanarkshire Liz Jamieson (LJ), NHS Education for Scotland Lorna Kenmuir (LK), NHS Ayrshire and Arran Shona MacMillan (SMacM), deputising for Elaine Barr, Golden Jubilee Hospital Morag McLaren, (MMcL), NHS Forth Valley Lynn Marsland (LM), NHS Grampian Laura McKie (LMcK), NHS Greater Glasgow and Clyde deputising for Lyndsay Lauder Val Mutch (VM), deputising for Linda Lynch, NHS24 Donald Shiach (DS), NHS Highland Liz Walker (LW), NHS Forth Valley- deputising for Morag McLaren Rhona Waugh (RW), NHS Fife Tony Wigram, Scottish Ambulance Service By video-link: Julie Nicol (JN), NHS Orkney Julie Roberts (JR), NHS Borders, deputising for Janice Laing Helen Wisdom (HW), deputising for Andrew Glen, NHS Shetland Apologies: Anne Campbell (ACa), KSF Lead - Scottish Government Deanne Gilbert, NHS Western Isles Andrew Glen, NHS Shetland Janice Laing, NHS Borders Lyndsay Lauder, NHS Greater Glasgow and Clyde Linda Lynch, NHS 24 Morag McLaren, NHS Forth Valley In attendance: Robert Girvan (RG) (secretariat) Item Topic Action By: 1. Welcome and Introductions ACo welcomed members to the third meeting of the Due Date: 1

2 Action Officer s Network and round table introductions took place. Apologies and substitutions were recorded as above. 2. Minutes of 16 August and Action Points Minutes from the last meeting were confirmed as a true record with the exception of two amendments: On p2 of the minutes it was noted that Sheena Wright was still the Executive Sponsor for NHS Borders. On p5, 2 nd para it was noted that this should read LJ would explore within NES and report back. Matters Arising Under matters arising, it was asked whether there was a definitive date for publication of the amended Facilities workbooks. LJ clarified that the workbooks were coming from Health Facilities Scotland. Karen Adams had said that the new HCSWs should complete the generic workbook first. There was to be a meeting about integrating the full workbook into the framework for facilities staff. Agreement had been reached that a single A4 sheet would be inserted in the front of every Health Facilities Scotland workbook acknowledging the link with the Standards and Codes and Health Facilities Scotland would publish this. It would not be fully integrated within the published framework as agreement could not be reached across areas. LJ said that she would clarify the timeframe with Karen Adams. LJ Action Points It was agreed that the papers relating to NES feedback on the five HCSW Workshops would be forwarded to Ann Pullar to distribute to Action Officers. There were no further outstanding action points from the previous meeting. On the FAQs, it was agreed that members would contact the secretariat with any further unique questions for inclusion in the latest version. LJ All 3 Update Membership List / Contact Details The contact s of the group were noted for future networking and information sharing. 4 SWISS - clarification of processes ACo introduced SW, who gave a presentation on the recording on the SWISS database of achievement of the Standards and Codes. He noted that all Boards with HR systems can populate SWISS and proceeded to demonstrate the various on-line SWISS screens. Following discussion, ACo confirmed that if there is cause to dismiss the HCSW from employment due to 2

3 serious conduct issues, the end-date field is important. This end-date signifies that they either could not meet the Standards, could not comply with the Code or were dismissed as above. Reporting the end-date is only by exception, if the HCSW failed to comply with the Code due to a performance issue. Further discussion on recording compliance with the Code of Conduct took place. ACo confirmed that the KSF / PDP reviewer would ensure that there was evidence that the HCSW was still compliant with the Code of Conduct. Once the Induction Standards are achieved it is assumed that the HCSW will continue to comply with the Code throughout their employment. It was agreed that SW would the SWISS guidance paper to secretariat for circulation to the AON. It was also agreed that SW would investigate whether a new field could be integrated into SWISS to indicate that a person meets the CEL definition of a HCSW. SW was also to investigate whether the field terminology could be changed to reflect the terms: Compliance Date and Withdrawal Date. Withdrawal Date should be flagged to say that it cannot be changed, and if possible should indicate which Board made the HCSW non-compliant however whether this is feasible needed to be checked out by SW, given that personnel information on the SWISS database cannot be legally shared across Boards. Both the Induction Standards and Code of Conduct should be represented in the drop down menu. SW/AP SW SW ACo noted that there was read across to the PIN guidelines and the requirement for compliance with the Standards and Codes had been submitted to the PIN review team. 5 Engagement with Bank Managers in Boards ACo gave a brief update on this item. The Chair of the Bank Managers Group had asked for information on the CEL and had been sent information on AOs, Executive Sponsors, national communications materials, etc. ACo advised members to make every effort to incorporate bank managers into local communications. 6 Patient Rights Bill / Quality Strategy / Care Governance Agenda ACo gave an update on this item, noting a clear read across from the CEL to the Safe Ambition of the Quality Strategy and to the associated policies. 7. Six month evaluation report template Regarding the draft evaluation template, at Q8 it was agreed that the time period should be amended from 6 months to 3 months. A further question should also be entered around the participation of HCSWs employed by RG/AP 3

4 a third party, volunteers and the integration of health and social care in joint care teams. The revised version would be circulated to AOs for completion and submission by the end of July. 8. Verbal Updates on Early Progress ACo asked if members had any comments to make regarding difficulties or positive aspects experienced during implementation to date. MC and LK commented that the process had been smoother than envisaged. The question of how to retain and store completed workbooks onto eksf was asked. LJ noted that this was a local decision and NES had no locus. DD said that the collection of evidence of good practice was valuable in establishing robust career frameworks and encouraging a sense of belonging and value in HCSWs. She noted that a further mop-up meeting would be valuable to monitor progress. It was agreed that another AON meeting would be arranged for the end of August. 9. National Communications Materials It was agreed that LJ would check the NES webpage link on the leaflet for managers to ensure it was correct, then inform Ann Pullar if it was not. It was agreed that the monitoring of the Code of Practice paragraph in the leaflet for managers would be amended to read will be monitored through. 10. Application of CEL 23 to Existing Staff Application of CEL 23 to New Volunteers Certification for Staff Achieving Mandatory Induction Standards AP LJ/AP AP DS asked that members share good practice with regard to implementation for existing staff and volunteers. He also asked whether achievement would be certified, given that managers and HCSWs value certification as a positive measure. LJ had investigated this matter in terms of NES, KSF and SWISS. A paper certificate would be problematic to police if HCSWs were non-compliant. Certification would be embedded within KSF instead. LJ noted that paper certification could happen locally. National certification would require robust quality assurance and consistency, adding another layer of complexity. Ongoing compliance would be monitored based on the SWISS record and through normal governance arrangements. It was agreed that any useful ideas or evaluations regarding implementation for bank staff, existing staff and volunteers should be shared with the network using the e- mail contacts provided. The supervision and time challenges for bank staff were highlighted as particularly problematic. It was noted that the approach for bank staff in Lothian was for them to do an initial shift to identify the standards they used during that shift. Bank staff took around 350 working hours to achieve total compliance. All 4

5 10 Any other business There was no other business. 11 Next meeting: Wednesday 31 August 2011, from hours at the Scottish Health Service Centre. 5