STAFF COUNCIL MEETING: Action Plan and Outcomes Summary

Transcription

1 STAFF COUNCIL MEETING: Action Plan and Outcomes Summary Date: Tuesday 9 th October 2012 Duration: pm Location: Training Rooms 3 & 4, St Cath s Health Centre Members: Debra Ollerhead Judy Fairbairn Kate Jones Linda Lowe Phillipa Compson Simon Gilby Yvonne Joyce Tom Meade Robbie Howard ( VICE JOINT CHAIR) Chief Executive ( JOINT CHAIR on behalf of JH) (JOINT CHAIR) In Attendance / Guests: Claire Patrick Snr Assistant to Director of HR & Corporate Affairs Apologies: Lisa Cooper Ewen Sim Jo Harvey Helen Norris Vicki Williams Elizabeth Ross Danielle Burton Frieda Rimmer John Lancaster Stephen Parry Steve Wilson Director of Quality and Governance/Director of Infection Prevention and Control Medical Director Director of Human Resources & Corporate Affairs (JOINT CHAIR) Head of Communications and Marketing Director of Operations & Performance Director of Finance No Topic Summary Outcomes / Actions Lead (Date) 1. Introductions/Apologies Apologies as noted above. SG updated that he would be joint chair on behalf of JH for today s Staff Council meeting with TM.

2 2. Minutes of the previous meeting The group accepted the minutes as a true record of the meeting. Matters Arising WHIS Update see main agenda item Clinical Handbook see main agenda item Lease Car Salary Sacrifice Scheme SG agreed speak to SW and provide the group with an update on this scheme as soon as possible Staff Awards see main agenda item Organisational Change Integrated Model of Care JL to provide an update on the Integrated Model of Care at the next Staff Council meeting Balanced Scorecard Month 4 SG provided more detail on the 6 Caldicott Incidents as requested by the group (as attached). SG added that he would ask LC to update on the action to update on other methods of transmitting patient information. SG also ask JL/SW to provide an update on raising the issue around IG with the CCG to develop more secure channels for transmitting sensitive information. Future Agenda Items TM asked Staff Council members to forward any future agenda items to either him, JH or CP as early as possible. Details of Caldicott Incidents Month 4.doc LC to provide information on other methods of transmitting patient information November Staff Council meeting JL/SW to provide an update on raising the issue around IG with the CCG to develop more secure channels for transmitting sensitive information. LC JL/SW 3. Clinical Handbook DO updated that the need for a clinical handbook had been identified during a training session when the suggestion was raised by a Community Matron to have access to a diary sized handbook that included key and useful information that could be used whilst visiting patients. It was noted that staff don t always have access to a Blackberry or PCs when out on patient visits and that having access to useful information clinical information and guidance such as care pathways, phone numbers, contact lists would help staff to prevent hospital admissions for patients especially in unplanned care episodes whilst in patient s homes. It was noted that this information would be useful for Bank Staff too. There is an IT system in development which will 2

3 provide this information but it was felt that a handbook would provide interim support to staff. SG added that the action from the last meeting was for Staff Council members to discuss to clinical colleagues about this to gain feedback. DO added that it was mainly community nursing staff who had requested this and it would be especially useful to the night service staff. SG proposed that a member of Staff Council could speak to representatives from the Community Nursing teams, Integrated Team and Night Service teams to find out what would be the minimum amount of information that would need to be included in the handbook and to find out what information would be useful to staff in these services to see if a proposal is feasible. DO volunteered to hold a one off meeting with representatives from each service to gather this information and agreed to feedback to JH. 4. Staff Awards Update SG updated that work was ongoing to progress with the Staff Awards and agreed to contact Helen Norris to obtain an update on the event for the group in the interim. The group specifically asked for information on the nomination process, short listing process, asked for the confirmed date of the event and suggested could the event have celebratory endorsement e.g. Tranmere Rovers as JF confirmed that Tranmere Rovers have always been supportive of community events. 5. WHIS Update RH updated that he has sent the information to Neil Perris to progress to the Divisional Managers. IH and RH have suggested that an IT User Group could be set up across the organisation to discuss and highlight any issues with WHIS. It is hoped that Divisional Managers could nominate staff to sit on the IT user group as it was felt that there needs to be the right mix of staff from different service areas to represent all areas of the organisation. RH agreed to speak to NP to see if this request had been progressed and SG also agreed to mention to NP. SG added that WHIS have recently merged with the Eastern Cheshire IT service and the need to understand how this DO to meet with representatives from Community Nursing, Integrated Team and Night Service to gain feedback on content for Clinical Handbook HN to provide an update on Staff Awards Events before the next Staff Council meeting in November Update on IT User group to be provided at the November meeting DO HN RH 3

4 affects the service we receive from WHIS in the future. 6. Future of Staff Council Meeting Arrangements The group discussed the frequency of Staff Council meetings going forward as originally when Staff Council began the meetings were bi-monthly but the group agreed to move to a monthly basis due to the quantity of agenda items. TM also asked if the group wished to continue holding a separate premeeting for Staff Members as these were set up to ensure that the Staff Council meetings ran smoothly but attendance figures for the pre-meetings were low due to members commitments of their day jobs and members were often coming in on days off to attend the meetings. PC suggested that the pre-meetings were useful in that some items brought to Staff Council could be remedied at the pre-meetings and be dealt with locally rather than bringing them to the main Staff Council meetings. A proposal was suggested to hold the pre-meetings ½ hr before the Staff Council meeting rather than hold a separate meeting from November onwards and TM asked the group to vote on this proposal. The group voted to move to a ½ hr pre-meeting before each Staff Council meeting and agreed to keep the Staff Council meeting monthly at present but would review this again when necessary. Staff Council pre-meeting to take place ½ hr before Staff Council meetings from November onwards SC members SG added that the Trust will continue to support Staff Council on a monthly basis and highlighted the importance of using Staff Council to exchange information with our staff working in our organisation and stressed how important input from staff council members and our staff is valued. SG asked members to bring ideas and suggestions to the meeting to be discussed. 7. Flu Campaign SG reported that this year s Flu Campaign was launched on Monday 8 th October and information regarding session times and venues has been released to staff. Vaccinating our frontline staff is priority and all clinical staff 4

5 are encouraged to attend to receive the flu jab. It is hoped that the Trust will achieve a 70% uptake rate for clinical staff this year. All Trust staff members can attend the sessions to receive the jab on a voluntary basis. The group commented that holding sessions on different sites will help in the uptake. 8. Membership Update SG reported that membership recruitment is going really well and the membership total, at the time of this meeting, is well over 2000 members. SG thanked all colleagues who have been actively recruiting members and our staff have really risen to this challenge. SG added that more men are needed as members and the membership team are looking to visit Tranmere Rovers and B&Q to reach this group. TM encouraged all Staff Council members and their colleagues to actively recruit more members in order to reach our target of 3600 and we are aiming for 3000 members by the end of November. Staff Council to recruit members and encourage colleagues to do so (ongoing) 9. Organisational Performance Sexual Health Tender SG updated that this tender process is going well and we are working in partnership with WUTH and Brook to deliver a robust bid. Wirral Community NHS Trust is the lead organisation on this tender bid and there is lots of work ongoing to ensure that we meet the needs of the commissioners. JF added that the submission date for the tender is mid November with presentations taking place at the end of November and a final decision on who has been awarded by mid Feb This is a quick turnaround as the new service needs to be in place by April There are project teams in place compiling the service model and the team have written a professional and strong bid. JF added that new service model will be integrated and will offer a full package for patients using our Sexual Health services and will bring together GUM at WUTH and services from Brook. The new service will offer a 7 day service with 2 weekend clinics run at APH on a Saturday and St Cath s on Sunday. 5

6 10. Organisational Performance Balanced Scorecard Month 5 SG provided an update on the Balanced Scorecard for Month 5. The key points were:- Local Induction was showing red against KPI in previous months but from month 6 this KPI is now green Sickness Absence still showing red against KPI but there has been improvement and this rate has decreased to 4.2% from 4.7%. SG added that we are seeing more support for managing attendance in general and individual services are now understanding sickness absence more. Sickness absence levels are also now discussed at the quarterly Divisional Managers meetings were the levels are discussed in detail. 11. Information Exchange Dealing with Aggressive Patients JF asked the group if anyone knew of any policies in relation to dealing with aggressive patients. There have been 3 incidents recently where our staff have asked aggressive patients to leave for being verbally abusive to our staff. JF asked if she could get hold of any posters to display in clinics to deter patients. The group advised JF to contact Phil Davies, Head of Security who will be able to provide some guidance and recommendations. SG added that he would also contact Phil Davies about this and suggested that if we do not have a formal policy around this then the Trust needs to consider this. JF to contact Phil Davies re policy and support for dealing with aggressive and abusive patients SG to also pick this up with Phil Davies JF SG Fire Safety Training at St Cath s DO asked for clarity around the fire procedures at St Cath s as some members of the team were unclear about this. TM reported that Fire Safety courses have been run for staff based within St Cath s and the majority of staff have attended. SG suggested that staff follow this up with their line managers and attend future Fire Training courses. DO to follow up with staff to encourage staff to attend Fire Training sessions at St Cath s DO 6

7 Allocation of Visitor Car Parking Spaces at OMH JF raised the issue with the allocation of visitor car parking spaces at OMH. CT Staff often attend meetings at OMH and when they try to book spaces via Reception are often advised that there are none available. There have been instances where staff have paid for parking but have seen free visitor car park spaces that are still free when leaving OMH. This is at a cost to the organisation, as staff then have to claim their parking fees back via expenses which could be avoided. SG agreed to follow this up. SG to follow up this issue to gain clarity on process for allocating visitor car parking spaces SG (21/11/2) Corporate T-Shirts for Social/Sports Events PC asked if staff could have access to a modest fund to purchase T-Shirts for events. During the recent NHS NW Games our teams wore the standard CT t-shirts but could we in future use opportunities like this to purchase more advanced, branded team uniform to showcase our services and our Trust as other teams in the event had done this. SG confirmed that he would be supportive of a small amount of money being available and highlighted that the Trust were keen to support social events involving the Trust. It was suggested that any requests for access to this funding should be made via the Social Committee. Funding to be made available via Social Committee to support staff who undertake social/sports events SW/SG Reception Area at St Caths SG asked the group for ideas on how to use the reception area at St Cath s to promote the services that we provide and use the full potential of this area e.g. exhibitions, signage, group stands etc. JF added that this is a great area to promote and reinforce the services that the Trust provide to our patients. JF updated that there has been the suggestion for local school to provide artwork to display in this area. Integrated Business Plan SG updated that the IBP continues to be developed and the details have now been shared with managers and staff as members of the Executive Team have attended service team meetings. A summary version will be produced as the Trust works towards the next submission date at the end of October. This version will link in downside scenario planning. Group to forward any ideas on how to best use the reception area at St Caths to promote our services and our Trust to SG or JH 7

8 SG added that as a Trust we need at look at possible growth areas to tap into future opportunities such as integrated model of care, providing more sexual health services and look at providing services outside our current boundaries. SG asked the group to let him know if there are any areas that we should be looking at. LL suggested looking at Bariatric patients and integrating the care package for patients to include more support such as Cognitive Behaviour Therapy services as well as physiotherapy and Weight & Lifestyle services. Group to look at areas of possible growth and feedback any suggestions or ideas to SG or JH Chief Executive Blog SG updated that a Chief Executive blog will be launched shortly. If Staff Council members have any ideas that could be incorporated into this blog, please let SG or the Communications team know. Forward any suggestions for Chief Executive blog to SG or Comms Team Nursing Times Award DO added that the Trust have been shortlisted for an award in the category of Continence Care and Promotion Children. DO has been sent promotional merchandise from the Nursing Times and if the nominated team members can tweet a photograph prior the Nursing Times Awards event on 31 st October they can win shopping vouchers. SG confirmed that he would discuss this with the Communications team. Promotional photograph to be arranged in support of Nursing Times nomination SG/HN 12. Future Agenda Items TM asked for any agenda items for the Staff Council to be sent to TM, JH or CP in advance of the meeting if possible. 13. Any Other Business RH queried if any members of Staff Council had experienced problems in using the Trust s Travel/Expenses claim form. The group suggested printing off the form and filling this in or saving a copy as a pre-populated template with your personal details to make the process easier and quicker every month. Agenda items for Staff Council agenda for November meeting to be ed to TM or CP before meeting 8

9 Date of November Staff Council meeting TM asked if the time of the next Staff Council meeting on 21 st November could be moved from pm to am instead. The group agreed and CP agreed to change the room booking at St Cath s. Thank You Kate TM updated that KJ will be stepping down from Staff Council as she is taking up a new post working for WUTH. TM thanked KJ for her valuable contribution to Staff Council and wished her well in her new post. 14. Date of next meeting: Staff Council Meeting Date: Wednesday 21 st November 2012 from am Venue: Training rooms 3 &4, St Cath s Health Centre Staff Council Pre-meeting Wednesday 21 st November 2012 from am, Training rooms 3 & 4 at St Caths Health Centre 9