Corporate. Visitors & VIP s Standard Operating Procedure. Document Control Summary. Contents

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1 Corporate Visitors & VIP s Standard Operating Procedure Document Control Summary Status: Version: Author/Owner: Approved by: Ratified: Related Trust Strategy and/or Strategic Aims Implementation Date: Review Date: Key Words: Associated Policy or Standard Operating Procedures New e.g. v1.0 Date: March 2016 Security Management Specialist & Communications Manager Policy and Procedures Committee Date: Date approved Trust Board Date: Date ratified Risk Management Strategy March 2016 March 2019 VIP, Security, Safeguarding, Child Protection, Visitor Security Management Policy, Safeguarding Adults, Child Protection Contents 1. Introduction Purpose... Error! Bookmark not defined. 3. Scope Process Process For Monitoring Compliance And Effectiveness References... 5

2 Change Control Amendment History Version Dates Amendments Page 2 of 6

3 1. Introduction Celebrity and VIP visits to the Trust play a significant role in promoting our services, enhancing service user experience and sharing good practice. It is therefore in the interest of the Trust to accommodate such visits wherever possible for the benefit of service users, staff and the wider organisation. In doing so however it is important to recognise that the safety, security, privacy and dignity of patients and staff is always paramount. This Standard Operating Procedure sets out the approach and the associated arrangements that are in place to accommodate approved visitors with the minimum amount of disruption and no detrimental effect on service users or the ability of staff to deliver high-quality care. 2. Purpose The purpose of this Standard Operating Procedure is to ensure that there is no risk to the safety, wellbeing and security of service users or staff during visits Trust premises by approved or invited visitors such as VIPs, celebrities, or media representatives. The Standard Operating Procedure has been created to: Protect service users from the potential safeguarding risks of having external visitors on site Ensure visits and other on-going interactions with VIPs and celebrities are consistent with the values of the Trust Protect the reputation of the Trust Protect the confidentiality of our staff and patients and approved visitors This Standard Operating Procedure reflects the organisation s determination to ensure that all parts of our community have equality of access to services and that everyone receives a high standard of service as a service user, a carer or employee. This Standard Operating Procedure anticipates and encompasses the Trust s commitment to prevent discrimination on any illegal or inappropriate basis and recognise and respond to the needs of individuals based on good communication and best practice. We recognise that some groups of the population are more at risk of discrimination or less able to access to services than others and that services can often unintentionally put barriers in place that can limit or prevent access. The organisation is continually working to prevent this from happening. 3. Scope This Standard Operating Procedure applies to all health and social care staff working within South Staffordshire and Shropshire NHS Foundation Trust, including those employed on a bank, agency or locum basis. The Trust aims to support and accommodate such visits wherever possible, however, we recognise our responsibility to protect the safety and security as well as the privacy and dignity of service users, carers and staff. We also recognise the need to ensure any such visits do not have a detrimental effect on our clinical care. Therefore, the Trust will take practical measures to ensure robust arrangements are in place to organise and manage external visits safely and minimise disruption. Page 3 of 6

4 This Standard Operating Procedure sets out a standard approach to official visitors to the Trust. All visits must be organised and managed in accordance with this Standard Operating Procedure. This Standard Operating Procedure recognises that most visits by approved visitors will be one-off events which make standard safeguarding arrangements such as DBS checks inappropriate. However, it also covers circumstances where certain groups or individuals with an on-going relationship with the Trust, such as fundraisers, celebrities and campaigners visiting the Trust. All visits to the Trust must be organised and managed in accordance with this Standard Operating Procedure. This Standard Operating Procedure does not cover people visiting friends and/or family in hospital. It is required that one-off or short-term approved official visitors are always accompanied throughout their visit to the Trust where there is a possibility of contact with service users or carers. Where approved official visitors who are in the Trust for extended periods of time or on repeated occasions, such as documentary film crews or charity patrons who are likely to be unaccompanied, they must be appropriately DBS checked and authorised. All visits by media, VIPs or celebrities are to be overseen and managed by the Trust Communications Team. If a VIP or celebrity attends the Trust without any prior notice, the Trust Communications Team must be notified immediately and the VIP should remain accompanied in a public area. 4. Process for Visitors/VIP s 4.1 Pre-visit All requests from outside of the Trust for an approved visit must be made to the Trust s Communications and Marketing Team before accepting to host the visit. The Trust Communications Team will liaise with the relevant senior clinical lead and the Chief Executive (or a nominated deputy) to consider the appropriateness of the proposed visit considering: Proposed impact on wellbeing of service users, ability of staff to actively deliver their role during the visit, timing, venue, associated clinical issues, and infection control risks. Once a visit is approved the Trust Communications Team will work with the lead for the operational area to advise them on: Drafting a programme Conducting a risk assessment Liaising with relevant Trust colleagues and external and/or partner organisations on detailed arrangements Developing an invitation list (if appropriate) Arranging media activity (if appropriate) Internally communicating the visit If a visit is not approved, the Communications Team will inform the person (internal or external) making the request giving appropriate reasons for the declination. Page 4 of 6

5 All approved official visitors must be advised by the operational lead for the Trust site that service users and visitors are entitled to full confidentiality so unless specific written and signed consent is given by the service user or their clinician/carer if appropriate, information and identities should not be made public. The Trust Communications Team will alert relevant members of acute hospitals, Police, Fire and other services Communications & Engagement Teams of the visit if there is a possibility that the visitor will come into contact with their patients or colleagues (i.e. out on the road etc.). 4.2 During the Visit The operational lead for the Trust site will have overall responsibility in ensuring that the visitor is supervised at all times by a named appropriate member of the Trust. During the visit the approved programme should be adhered to and all visitors must adhere to the appropriate ward protocols, including infection control, as directed by the clinical lead. One-off or very short-term approved official (VIP, celebrity or media) visitors should always be accompanied throughout their visit to the Trust and should not be left unaccompanied within the Trust premises or at any time with service users or their carers. Where approved official visitors who are in the Trust for extended periods of time, such as documentary film crews, or who are here on repeated occasions, such as a charity patron or celebrity linked with a particular service and they are likely to be unaccompanied, they must be appropriately DBS checked and authorised, and specific arrangements documented. Prior to all approved visits, visitors will be informed by the operational lead of the appropriate confidentiality and consent requirements for patients and staff as well as themselves, and will be expected to abide by them during and after the visit. This includes obtaining appropriate consent for all images, still and moving, for use in all media, including social media, to protect service user, staff and approved visitor identity. During approved visits staff should continue in their roles as normal while supporting delivery of the visit where necessary. Not all visits are publicly announced and staff are expected to respect confidentiality of visitors where necessary. Any concerns raised during the visitor s time on Trust premises must be reported immediately and where possible appropriate action taken to terminate the visit. All incidents involving visitors must be formally reported in accordance with Trust policy. If a VIP, celebrity visitor or member of the media arrives unannounced at a Trust site, the operational lead for that site should immediately telephone the Communications Team. If this occurs out of hours the operational lead should immediately notify the on-call director. 4.3 Post visit Page 5 of 6

6 Following an approved visit the operational lead, in conjunction with the Trust Communications Team should ensure appropriate letter(s) of thanks are issued to visitors on behalf of the Trust and if necessary a debrief meeting is undertaken with all relevant stakeholders to consider any lessons learnt from the visit. 4.4 Breaches of Policy Staff who become aware of a breach of this policy are asked to raise thi issue with their line manager in the first instance. Line managers should seek to resolve the issue informally before escalating to Human Resources for further support if required. If the breach in policy could affect the reputation of the Trust the Trust Communications Team must be informed. 5. Process For Monitoring Compliance And Effectiveness Monitoring of the implementation of this policy will be through monitoring of and responding to exception reports including Safeguarding, Serious Incidents, incidents and near misses. 6. References Themes and lessons learnt from NHS investigations into matters relating to Jimmy Savile ssons_learned_report_final.pdf Page 6 of 6

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