NHS GREATER GLASGOW & CLYDE MENTAL HEALTH PARTNERSHIP Item No. 9(a) Minutes of the Performance Assurance Group (2007/2) Held in Meeting Room B, Dalian House at 9:30 am 31 st January 2008 PRESENT: Doug Adams Anne Bryce John Dearden Anne Hawkins (Chair) Leanne Law Calum MacLeod Colin McCormack Fiona McNeill Head of Planning and Performance Planning and Performance Manager Acting Head of Administration Director, MHP Assistant to Director MHP Head of Mental Health, South West Glasgow CHCP Head of Mental Health, South East Glasgow CHCP Head of Mental Health, Renfrewshire CHCP Frances Paton Business Intelligence Manager (Partnerships), Information Services Clive Travers Head of Mental Health, North Glasgow CHCP APOLOGIES:- Catriona Chambers Isla Hyslop Robert Davidson Linda Watt Head of Human Resources Head of Organisational Development Acting Nurse Director Medical Director 1. MINUTES The minutes of the meeting held on 12th November 2007 were approved as a correct record. 2. MATTERS ARISING In respect of the Performance Framework Progress Template the following were noted:- Pg 13 D&P 1.2 Reduce sickness absence rate by 4.0% Anne Hawkins highlighted that, as discussed at the Operational Managers' Meeting on 7th January 2008, the timescale for achievement of the national sickness absence rate target of 4% had been extended until March 2009. Within NHS GG&C, the intention was to achieve a percentage rate of below 5% by March 2008. Kath Stewart would present a progress report on achievement of the target to the next Operational Managers' Meeting. It was noted that for 2008/9 budgets were being top sliced to account for the assumed realisation of absence savings. This would equate to 200k for directly managed Mental Health services, 45k for Learning Disabilities and 4k for Addictions.
It was confirmed also that Anne Hawkins was arranging a meeting with Ian Reid to discuss provision of reliable absence statistics. L Law/ A Hawkins Pg 14 D&P 1.4 Delivery of Reduced ECR Activity It was previously agreed that data was required in respect of ECR activity. Clive would liaise with Linda Watt on how we report relevant details. L Watt Pg 39 D&P5.4 Effectiveness of Out of Hours Services It was noted that Fiona was to provide a paper. Mark Feinmann and Stephen McLeod to be invited to the April Operational Managers' meeting to discuss Out of Hours Services in relation to CAMHS. F McNeill 3. REVIEW OF PERFORMANCE CRISIS SERVICES Calum MacLeod gave an update on the development of Crisis Services. Development of Crisis Services continued to be overseen by the Service Redesign Group with most posts now filled. The local crisis services were identifying instances where patients were being admitted without following the agreed protocol for Crisis Services. It was agreed that the PAG should have more information on those admitted without reference to the Crisis Service. C MacLeod/ There have been a reduction in beds at the Southern General Hospital and Leverndale Hospital; an excess of 6 beds had been retained at Gartnavel Royal Hospital in the interim. A proposal for the appointment of a Bed Manager in the Clyde had been graded at a lower than expected level making it difficult to recruit into the post. Anne Hawkins suggested that the post be reviewed and that in the interim a secondment on existing terms and conditions be sought. F McNeill AGREED 1. That a further report be presented in three months to the PAG highlighting issues arising from implementation of the Crisis Services as part of implementation evaluation. C MacLeod 2. That in the interim, routine reports be presented to the Bed Management and Information Reference Groups to monitor progress on implementation. 4. DELIVERING FOR MENTAL HEALTH PROGRESS REVIEW MEETING THURSDAY 29 TH NOVEMBER 2007 FEEDBACK Anne Bryce submitted Paper 2007/10 summarising a letter received from the Healthcare Policy and Strategy Directorate following on from the November Progress Review Meeting. Anne has used the letter as a basis for producing an Plan of issues from the meeting on relevant HEAT Targets and Commitments. She highlighted that there are very few timescales allocated to the listed targets. A brief 2
discussion took place regarding the targets and the following was noted:- HEAT Targets 1 - Antidepressant Prescribing An Plan would be submitted to the SMT in April. 3 - Readmission Frances highlighted a two year backlog of SMR4 Data recording. Frances and Tom Eccles were to meet with Medical Records staff on 5 th February to discuss timescales for bringing recording up to date. There appeared to be a continuing problem over data validation. Frances advised some additional staff hours may be required for inputting data. It was noted that Tom Eccles was to bring an Plan to the Information Reference Group. This would subsequently be presented to the PAG. Calum would report on the Crisis Service as noted above (Minute 4). / T Eccles C MacLeod Delivering for Mental Health Commitments 3 - Depression It was agreed Anne will liaise with Colin McCormack and write back to the Healthcare Policy and Strategy Directorate advising that information on prescribing for those receiving low scores was not available. / 4 - Psychological Therapies Colin to provide timescales. 5 - Physical Health This is just about completed, however there was a need to link with Older People s Mental Health. It was agreed Colin would pick this up with Morag Brown. / M Brown 6 - Integrated Care Pathways There was a meeting due to take place in February of the Steering Group who would be asked to provide relevant timescales. 7 - Suicide Prevention Training This has been completed by Trevor Lakey. It was agreed this would be circulated to the group by Leanne. L Law 9 - Acute Inpatient Forums It was noted a National Review meeting will take place on 25 th February and Clive will attend this meeting and submit the MHP plan for establishment of an In-Patient Forum. 10 - Child and Adolescent Mental Health Services 3
Need to chase CMAMHS for information via East CHCP. 11 - CAMHS/Adult Beds Anne Bryce is currently pursuing this (links to 10 above also). It was agreed this would be put on the Agenda for the Operational Mangers meeting and that Mark Feinmann would be invited to attend (Minute 3 refers). 14 - Dementia It was agreed to remove Fiona McNeill s name from this target and attach Morag Brown to this target. Anne to liaise with Morag. AGREED That the report be submitted to the February meeting of the SMT updated to reflect timescales and an additional column for progress. 5. QUANTITATIVE PERFORMANCE INDICATORS Frances Paton submitted reports [Paper 2007/11] to the group relating to Quality Performance Indicators. Report 1: Mental Health Adult Short Stay Glasgow and Adult Mental Health Acute/Assessment Clyde Report 2(a): Adult Mental Health Short Stay by CHCP Report 2(b): Adult Mental Health Short Stay by Age Breakdown by CHCP Report 1, section 6 - Frances highlighted that she has been finding it difficult to gather data on numbers of appeals on entrapment at inappropriate security levels (Glasgow only). Frances was advised to contact Martin Montgomery for this information Report 2(a), section 3, It was noted that East Glasgow trends are very high pointing to the need to look at step down beds. This will be picked up through the revised Strategy process. Fiona advised the number of people in Clyde experiencing long episodes of care were waiting for low secure forensic beds. It was noted Gail Reid was due to bring a further paper to the SMT. Report 2(b), section Adolescent Admissions to Adult Mental Health Wards. Anne Hawkins asked where Child and Adolescent Services sat within the Performance Assurance Process with Tom Divers. Anne Bryce would discuss performance reporting for Child and Adolescent Services with Jo Quinn. Anne Hawkins would also discuss with Mark Feinmann. The group thanked Frances and her team along with Clive for all the hard work that has been put into producing the reports. Future reports would be submitted to the Information Reference Group and Bed Management Group prior to submission to the PAG. A Hawkins It was highlighted that a process should be put in place for the CHP/CHCPs to receive these reports. It was noted that the Heads of 4
Mental Health should all be receiving the PAG papers and should arrange local dissemination within their CH(C)P. Initially this would be arranged via Clive and Frances to add a suitable explanatory note to them and make available by mid February. Once the papers were produced on a regular basis the information would be circulated at the same time as it went to the PAG. John asked if the information could be presented in pdf format to aid circulation. Colin suggested that it would be useful to have gender and ethnicity data presented along with other statistical data. This would be looked at in due course. Frances advised she was working on a web site for managers to view these reports online. Managers will have a log in and password to access this site. It was agreed Clive would contact Iona Colvin to access data on Care First, this data would enable a full suite of reports to be produced. It was also agreed Frances will be given access to Care First It was noted that the Health Board were arranging a series of Performance Review Meetings. The Mental Health meeting was scheduled to take place on 5th March 2008 to review an agreed list of topics. Anne Bryce summarised these. This meeting would last for 1 ½ hours and required a focused presentation of relevant achievements and areas where performance had been less than anticipated. It was agreed Anne Bryce would circulate a paper containing the topics for discussion to Heads of Mental Health and link with Lead Officers to agree who will be present. A briefing note would also be required. / 6. PERFORMANCE FRAMEWORK PROGRESS TEMPLATE Anne Bryce submitted the following papers:- (a) Review of Risk Assessment (Delivering for Mental Health) Summary of Performance Indicators [Paper 2007/12] including summary sheet of abbreviations; and (b) 2008/9 Development and Performance Plan Draft Version 1 [Paper 2007/13]. Anne Hawkins thought that there was an intention to remove HEAT Target 2 and replace this with the revised target as summarised on page 19 of Paper 2007/13. It was agreed that this intention should be queried with the Healthcare Policy and Strategy Directorate. It was also noted CAMHS had not provided information for incorporation into the Performance Indicators and that this should form part of the reporting template. Anne Bryce had reviewed the Development and Performance Plan for 2008/9 Draft Version 1 and made any obvious changes to the document required from the current year plan. Anne advised there were no names being listed against the Lead Officers at the moment. It was agreed that the document should be populated with the current Lead Officers and circulated for comment to those officers with replies to be received by the end of next week. Lead Officers 5
Thereafter the document would be updated and submitted (still in draft form) to the SMT in February. Opportunity would be taken at the March OD Event to review the appropriateness of current Lead Officers given current commitments and the changes in staff that had occurred in recent months. There was also discussion on the topics for specific discussion at future meetings (minute 9 of 12th November 2007 refers). It was agreed that for the next meeting (April) a paper on Forensic Services should be requested from Martin Montgomery. The further review of bed management and evaluation of the Crisis Service should be programmed for the meeting after next (July). For November, a topic of Physical Health and Depression was proposed. I Hyslop M Montgomery/ C MacLeod 7. DELIVERING FOR MENTAL HEALTH BENCHMARKING REPORT 2 The Delivering for Mental Health Benchmarking Report 2 [Paper 2007/09] was circulated to the group. It was noted that Doug was analysing the content of the report. He would bring relevant comments back to the next meeting. Doug also advised he had been invited to join the National Group overseeing ongoing national benchmarking work. D Adams 8. NEXT MEETING The next meeting was scheduled for 3.00 p.m. on Wednesday 23 rd April 2008 in the Conference Room, Dalian House The timeline for production of papers was:- Notification of items for the Agenda by Friday, 11th April 2008 Completed papers to Pauline McLaren by Monday, 14th April 2008 (Pauline.mclaren@ggc.scot.nhs.uk Tel 0141 201 (6) 4416) Agenda and Papers issued by Wednesday, 16th April 2008 The meeting ended at 12:15 pm 6