Visiting Celebrities, VIPs and other Official Visitors Who Should Read This Policy Target Audience Healthcare Professionals Executive Team Version 1.0 May 2016
Ref. Contents Page 1.0 Introduction 4 2.0 Purpose 4 3.0 Objectives 4 4.0 Process 4 4.1 Pre Visit 4 4.2 Arrival on Trust Premises 5 4.3 During Visit 6 4.4 Post Visit 7 4.5 Flowchart for Process for Pre-Arranged Visits 7 5.0 Procedures connected to this Policy 8 6.0 Links to Relevant Legislation 8 6.1 Links to Relevant National Standards 8 6.2 Links to other key policy/s 9 6.3 References 10 7.0 Roles and Responsibilities for this Policy 11 8.0 Training 12 9.0 Equality Impact Assessment 12 10.0 Data Protection and Freedom of Information 12 11.0 Monitoring this Policy is Working in Practice 13 Appendices 1.0 VIP/Celebrity Log Form 14 Version 1.0 May 2016
Explanation of terms used in this policy Visiting Celebrities, VIPs and other Official Visitors Policy Celebrity - A famous or high profile figure who might be well known to the public and therefore to patients and their families Very Important Person (VIP) - A key stakeholder including Members of Parliament or a member of the Royal Family Approved Visitor - An individual or groups who are invited or who have approval for an official purpose or for the benefit of patients, staff, the Trust or the NHS Chaperone - A designated representative of the Trust who will be responsible for: preparing the VIP/celebrity for the visit; accompanying them at all times; ensuring the VIP/celebrity adheres to Trust Policies and; challenging them if their behaviour is unusual or unacceptable Media - Representatives of local, national and international media including journalists, photographers and camera crews Public Areas - Any area of Trust property which is accessible to the general public such as reception, catering and retail areas Restricted Areas - Any area of Trust property which is not accessible to the general public, which requires a secure staff pass to gain entry, or in which clinical care is provided such as wards, clinics and theatres Version 1.0 May 2016 3
1.0 Introduction Black Country Partnership NHS Foundation Trust may arrange visits by celebrities and VIPs that may involve access to a range of services. These visitors will play a role in promoting our services, enhancing patients experience and motivating staff. In the context of the Savile Recommendations, the Trust recognises the need to ensure the protection of vulnerable adults and children from any forms of potential or actual assault, abuse or psychological grooming. The Savile recommendations came about through lessons learnt as a result of a 2012 investigation into the allegations that Savile committed sexual abuses on hospitals' premises. The Trust aims to support and accommodate VIP/celebrity visitors whenever possible, whilst recognising a responsibility to protect the safety, security, privacy and dignity of patients, families and staff. The Trust also has a requirement to ensure any visits do not have a detrimental effect on the running of clinical services. Practical measures are needed to organise and manage external visits safely and minimise disruption to patients, visitors and staff. 2.0 Purpose The purpose of this policy is to ensure there is no risk to the safety and security of patients and staff arising from visits to the Trust by celebrities, VIPs and other official visitors. The policy will set out a standard approach to organise and manage such visits. 3.0 Objectives The principle objectives of this policy are to: Ensure there is no risk to the safety and security of patients and staff arising from visits to the Trust Ensure that processes are in place to manage approved visitors to the Trust Ensure staff behave in a way which is consistent with the values of the Trust Protect the reputation of the Trust Protect the confidentiality of our staff and patients and approved visitors 4.0 Process 4.1 Pre Visit All requests from outside of the Trust for an approved visit must be made to Marketing and Communications Team. Any director and/or clinical lead, ward or department arranging a visit must also first liaise with Marketing and Communications Team before approving the visit. Marketing and Communications Team will check with the clinical service(s) that will be visited to ensure they feel the visit is appropriate and would not affect the smooth running of the ward or service. Version 1.0 May 2016 4
A central register of VIP/celebrity visits is held by Marketing and Communications and they are responsible for logging the details of the visit (see Appendix 1). A member of the team will then alert a relevant member of the Executive Team who will be responsible for approving the visit. Where possible the Trust would wish to ensure that one or more of the Executive Team are present at the visit. Supervision of visitors can be delegated to clinical teams if appropriate, with a recommendation that at least one person is responsible for supervision and chaperone. The designated Trust representative(s) will be agreed and informed of their role. For some people who use our services, VIP/celebrity visitors to the Trust may be threatening or confusing. Therefore a chaperone, who is trusted by the patients, should be considered as they may help the patients and the visitor through the process avoiding undue distress. The Trust has a responsibility for protecting and promoting privacy, dignity and respect. When details are confirmed patients and staff must be informed of the visit in advance; patients must be given the opportunity to choose not to interact with the guest. Consent must also be obtained for any photographs that may be taken. Other pre-arrangements to be made by Marketing and Communications Team include: Alerting Security to the visit Ensuring the area is clean and tidy Sorting out parking arrangements Briefing the visiting VIP/celebrity regarding our infection control procedures Drafting a programme Conducting a risk assessment (together with Local Security Management Specialist) Arrange media activity (if appropriate) Internally communicate the visit 4.2 Arrival on Trust Premises Upon arrival any approved official visitor will be met by the designated Trust representative. Approved visitors should be met at a main reception and escorted to the pre-arranged area where the visit will take place. The designated chaperone must ensure that the VIP/celebrity has Trust authority for the visit to occur and has means of personal identification such as photographic identification card, driving licence or passport. If a VIP/celebrity attends without notice, and is not on a private visit to see and relative or friend who is a patient, Marketing and Communications Team must be informed and arrangements will be made to accompany them. The visitor should be held in the reception until a member of Marketing and Communications Team arrives (or Trust representative designated by Marketing and Communications Team). Any unexpected visits that occur out of hours should be reported to the Senior Manager and Executive Director on Call. It will be the responsibility of the Senior Manager on Call to determine the appropriateness of the visit going ahead and to ensure that arrangements for accompanying are made. Version 1.0 May 2016 5
4.3 During Visit The vast majority of VIP/celebrity visits to the Trust are one-off events, which means that standard safeguarding arrangements such as disclosure and barring service (DBS) checks may not be appropriate, therefore the approved visitor(s) must be accompanied by a Trust representative at all times. The Trust representative should remain with the VIP/celebrity visitor throughout the visit until they are escorted from the building. If it is necessary for another representative to take over, this fact must be logged as part of the formal record of the visit. During the visit the chaperone will ensure that an approved programme and security arrangements are adhered to. All VIP/celebrity visitors must also adhere to the appropriate ward protocols, including infection control, as directed by the clinical lead. VIP/celebrity visitors who will have more than one visit or an ongoing relationship with the Trust which results in multiple visits will have to undergo appropriate safeguarding checks. Human Resources Department will need to be contacted who will initiate and co-ordinate the appropriate checks. Only after appropriate checks have been made may VIPs/celebrities be left unaccompanied in public areas. This will be subject to the terms of a signed agreement relevant to the circumstances. 4.3.1 Staff Behaviour During approved visits staff are reminded that as employees they are representatives of the Trust and must therefore behave appropriately at all times. Staff should continue in their roles as normal while supporting delivery of the visit where necessary, treating all visitors respectfully at all times. Staff are expected to respect confidentiality of visitors as well as patients and colleagues. This includes obtaining appropriate consent for all images, still and moving, for use in all media, including social media, to protect patient, staff and approved visitor identity. Client information in any format must not normally be disclosed outside of the care team without the consent of the client (NHS Code of Confidentiality). The chaperone should explain this to the VIP/celebrity and remind them that they may be exposed to confidential conversations, which they have a duty not to disclose. 4.3.2 Breaches of Policy The chaperone must take responsibility for ensuring the VIP/celebrity adheres to Trust Policies and procedures at all times during the visit. They must adequately prepare the guest for the visit (for example, explaining how to keep themselves and patients and service users safe) and challenge them if their behaviour is unusual or unacceptable. Any incidence of inappropriate behaviour or breach of Policy should be escalated immediately to their line manager. 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 Marketing and Communications Team must be informed. If there is a breach of policy by the chaperone this should be formally investigated through the Trust s risk management and clinical governance arrangements and treated as a safeguarding concern. Version 1.0 May 2016 6
4.4 Post Visit Following an approved visit Marketing and Communications Team will ensure: The visit has been accurately logged Where appropriate internal and external promotion is undertaken Appropriate letter(s) of thanks are issued to VIP/celebrity visitor on behalf of the Trust 4.5 Flowchart for Process for Pre-Arranged Visits Pre-Visit All requests to be made to Marketing and Communications Team (MCT) MCT to check with Clinical Service that the visit is appropriate/ will not affect the running of the service MCT to add details to Trust register and log details (see Appendix 1) One-Off Visit MCT to inform relevant member of executive team who will approve the visit and together they designate a Trust representative who will act as a chaperone throughout the visit More than One Visit Planned Contact Human Resources who will initiate and coordinate appropriate checks MCT to inform chaperone and identify their duties Checks Successful VIP/celebrity to sign agreement chaperone will not be required in public areas Checks Un-Successful VIP/celebrity informed that they may not attend due to un-satisfactory checks MCT to ensure all pre-arrangement checks are in place (see 4.1 Pre Visit) MCT to inform staff and patients of the planned visit(s) patients given opportunity to not interact/ media consent requested On Arrival VIP/celebrity to be met at reception by Chaperone who will be responsible for confirming identity, they will then remain with VIP/celebrity throughout visit ensuring they adhere to Trust Policies Post Visit MCT to ensure visit is accurately logged/ promotion is undertaken and letter of thanks is used to VIP/celebrity Version 1.0 May 2016 7
5.0 Procedures connected to this Policy There are no procedures connected to this policy. 6.0 Links to Relevant Legislation Equality Act 2010 Equality Act came into force on 1 October 2010 and brought together over 116 separate pieces of legislation into one single Act to provide a legal framework to protect the rights of individuals and advance equality of opportunity for all. The Act simplifies, strengthens and harmonizes the current legislation to provide a new discrimination law which protects individuals from unfair treatment and promotes a fair and more equal society. Data Protection Act 1998 Data Protection Act came into force in March 2001, replacing the 1984 Act, to control the way information is handled and to give legal rights to people who have information stored about them. It sets out strict rules for people who use or store data about living people and gives rights to those people whose data has been collected. The law applies to data held on computers or any sort of storage system, including paper records. On 6 April 2010, the Information Commissioner s Office was given new powers to issue monetary penalties requiring organisations to pay up to 500,000 for serious breaches of the Data Protection Act. 6.1 Links to Relevant National Standards CQC Regulation 10: Respect and Dignity The intention of this regulation is to make sure that people using the service are treated with respect and dignity at all times while they are receiving care and treatment. To meet this regulation, providers must make sure that they provide care and treatment in a way that ensures people's dignity and treats them with respect at all times. This includes making sure that people have privacy when they need and want it, treating them as equals and providing any support they might need to be autonomous, independent and involved in their local community. Providers must have due regard to the protected characteristics as defined in the Equality Act 2010. CQC Regulation 13: Safeguarding Service Users from Abuse and Improper Treatment The intention of this regulation is to safeguard people who use services from suffering any form of abuse or improper treatment while receiving care and treatment. Improper treatment includes discrimination or unlawful restraint, which includes inappropriate deprivation of liberty under the terms of the Mental Capacity Act 2005. To meet the requirements of this regulation, providers must have a zero tolerance approach to abuse, unlawful discrimination and restraint. This includes: neglect subjecting people to degrading treatment unnecessary or disproportionate restraint deprivation of liberty Version 1.0 May 2016 8
Providers must have robust procedures and processes to prevent people using the service from being abused by staff or other people they may have contact with when using the service, including visitors. Abuse and improper treatment includes care or treatment that is degrading for people and care or treatment that significantly disregards their needs or that involves inappropriate recourse to restraint. For these purposes, 'restraint' includes the use or threat of force, and physical, chemical or mechanical methods of restricting liberty to overcome a person's resistance to the treatment in question. Where any form of abuse is suspected, occurs, is discovered, or reported by a third party, the provider must take appropriate action without delay. The action they must take includes investigation and/or referral to the appropriate body. This applies whether the third party reporting an occurrence is internal or external to the provider. Themes and lessons learnt from NHS investigations into matters relating to Jimmy Savile 2015 This report summarises the findings of the reports of the NHS Savile investigations. It describes and considers the themes and issues that emerge from those findings and the further evidence gathered. It identifies lessons to be drawn by the NHS as a whole from the Savile affair and makes relevant recommendations. 6.2 Links to other key policy/s Safeguarding Adults at Risk Policy Black Country Partnership Foundation Trust has a duty to safeguard adults from abuse. The Purpose of this policy is to provide guidance for staff to assist them in identifying adults at risk and recognising abuse. The Policy applies to all staff employed by the Trust including students and volunteers and will provide information regarding their duties and responsibilities in relation to responding to any concerns. Child Protection Policy The policy sets out Black Country Partnership NHS Foundation Trust standards and expectations in respect of safeguarding children. The purpose of this Policy is to ensure that the interests and safety of children within the Trust are recognised by all staff and that as a result, these children are protected at all times. It provides guidance for staff on how to reach a decision regarding the appropriateness of such visits so that they have a clear understanding of their roles and responsibilities. Infection Control Assurance Policy The aim of the policy is to: Ensure that robust arrangements for the prevention and control of infection are in place within the Trust Ensure that infection prevention and control is embedded at all levels of the organisation from the Board to the Ward Ensure Standard operating procedures and policies for effective infection prevention and control are in place (See Manual of Infection Control Standard Operating Procedures) Dignity and Respect Policy The purpose of this policy is to identify best practice for maintaining a culture of dignity and respect for patients, carers, staff and members of the public in Version 1.0 May 2016 9
compliance with the Caring Counts Strategy 2013/2016. The strategic approach outlined in Caring Counts ensures integration of the 6Cs in the delivery of fundamental care through a process of cultural challenges and sustainable change. Volunteer Policy The purpose of this policy is to set out the roles and responsibilities of volunteers in order to ensure the volunteer system meets both the needs of the organisation and each individual volunteer whilst ensuring a safe environment. 6.3 References NHS Investigation into Jimmy Saville, 26 February 2015, Kate Lampard & Ed Marsden Version 1.0 May 2016 10
7.0 Roles and Responsibilities for this Policy Title Role Responsibilities Trust Staff Adherence - Comply with this policy and behave in an appropriate way in relation to VIP/celebrity visitors - Assist with pre-arrangements where necessary Chaperone (designated Trust Representative) - Continue in their roles as usual while supporting the management of the visit where appropriate Operational - Ensure that the VIP/celebrity has appropriate identification on arrival - Confirm that it is an approved visit - Prepare the VIP/celebrity for the visit - ensure they are aware of the approved programme, confidentiality and any appropriate ward protocols, including infection control - Ensure security arrangements are adhered to - Accompany VIP/celebrity at all times - Ensure VIP/celebrity adheres to Trust Policies - Challenge VIP/celebrity if their behaviour is unusual or unacceptable - Ensure they are aware of how to escalate if unusual or unacceptable behaviour is observed Service Managers Operational - Ensure that the visitor is supervised at all times by a named member of the Trust - Ensure employees are aware of this policy and that it is implemented in their areas - Take appropriate action if the policy has not been adhered to Marketing and Communications Team Local Security Management Specialist (LSMS) Implementation - Arrange and monitor the visit - Ensure all necessary pre-arrangements are in place prior to visit (see 4.1 Pre Visit) - Ensure that all media and VIP/celebrity visits are handled effectively and responsibly - Provide a briefing to the Executive Team as appropriate on media activity and VIP/celebrity visit - Alert Executive Team, Trust security and relevant teams to all media and VIP / celebrity visitors to the Trust - Ensure that any risks to brand or reputation are identified ahead of the visit and reported to the Executive Director responsible for the visit - Maintain the Trust Register of approved official visitors and is responsible for ensuring other relevant parts of the Trust are made aware of their responsibility to notify the Communications Team of any visits covered by this policy - Ensure patients are given the opportunity to not interact - Ensure media consent is requested - Inform chaperone and identify their duties - Ensure post visit that the visit is accurately logged, promotion is undertaken and a letter of thanks is used to VIP/celebrity - Monitor the use of this policy and make recommendations to the Executive Team on any amendments that may be required as a result of learning ahead of the renewal date of the policy if required Support - Provide support during visits as required and as agreed with Marketing and Communications Team - Carry out risk assessments prior to the visit together with the Communications Team if appropriate. Assessment will determine the appropriate level of additional resources or control measures, if required. Risk assessment should include the likelihood of uninvited photographers and followers or fans potentially attracted by the presence of VIP/celebrity Human Resources Specialist Advice - Advise on appropriate checks when VIP/celebrity is planning more than one visit - Co-ordinate process for appropriate checks - Ensure VIP/celebrity signs agreement Version 1.0 May 2016 11
Title Role Responsibilities Executive Director of Nursing, AHPs and Governance Executive Lead - Trust strategic direction for this policy - Agree action plans to address issues relating to this policy - Update the Trust Board when relevant on issues relating to visiting VIPs/celebrities Visiting Celebrities, VIPs and other Official Visitors Policy Executive Directors Responsible - Overall responsibility for the content of the visit. This will include the assessment of risk in relation to the assessment and management of the Trust s association with celebrities and VIPs - Ensure that Marketing and Communications Team are made aware of potential visits by celebrities or VIPs - Ensure the clinical or management lead in the service/s to be visited are aware of their role in accompanying or chaperoning the visitor/s - Ensure that any risks are identified and mitigated prior to the visit taking place - Approve, in consultation with Marketing and Communications Team and clinical leads, visit requests 8.0 Training What aspect(s) of this policy will require staff training? Chaperone Duties Which staff groups require this training? Designated Trust Representatives who will act as Chaperones Is this training covered in the Trust s Mandatory and Risk Management Training Needs Analysis document? No, staff will receive specific training in relation to this policy where it is identified in their individual training needs analysis as part of their development for their particular role and responsibilities If no, how will the training be delivered? Internally Who will deliver the training? Marketing and Communications Team How often will staff require training As and When Required Who will ensure and monitor that staff have this training? Marketing and Communications Team 9.0 Equality Impact Assessment Black Country Partnership NHS Foundation Trust is committed to ensuring that the way we provide services and the way we recruit and treat staff reflects individual needs, promotes equality and does not discriminate unfairly against any particular individual or group. The Equality Impact Assessment for this policy has been completed and is readily available on the Intranet. If you require this in a different format e.g. larger print, Braille, different languages or audio tape, please contact the Equality & Diversity Team on Ext. 8067 or email EqualityImpact.assessment@bcpft.nhs.uk 10.0 Data Protection and Freedom of Information This statement reflects legal requirements incorporated within the Data Protection Act and Freedom of Information Act that apply to staff who work within the public sector. All staff have a responsibility to ensure that they do not disclose information about the Trust s activities in respect of service users in its care to unauthorised individuals. This responsibility applies whether you are currently employed or after your employment ends and in certain aspects of your personal life e.g. use of social networking sites etc. The Trust seeks to ensure a high level of transparency in all its business activities but reserves the right not to disclose information where relevant legislation applies. Version 1.0 May 2016 12
11.0 Monitoring this Policy is Working in Practice Visiting Celebrities, VIPs and other Official Visitors Policy What key elements will be monitored? (measurable policy objectives) Where described in policy? How will they be monitored? (method + sample size) Who will undertake this monitoring? How Frequently? Group/Committee that will receive and review results Group/Committee to ensure actions are completed Evidence this has happened Maintenance of Trust Register of approved official visitors 4.1 Pre Visit Audit of official visits recorded Head of Marketing and Communications Annually Children and Adult Safeguarding Steering Group Children and Adult Safeguarding Steering Group Minutes of meetings/ action plans signed off Review of untoward incidents 4.3.2 Breaches of Policy All reported incidents to be considered Head of Marketing and Communications Annually unless a serious untoward incident is reported Children and Adult Safeguarding Steering Group Children and Adult Safeguarding Steering Group Minutes of meetings/ action plans signed off Version 1.0 May 2016 13
Appendix 1 VIP/Celebrity Log Form Part A Pre Visit Name of department/ward name of department/ward Location of visit Specialty of department Date of event Authorisation DD/MM/YYYY Name and job of person authorising visit Trust representative (Chaperone) Approved Visitor(s) Name and job title of person accompanying approved visitor Name of visitors Purpose to event Summary details Time of event Details of visit Itinerary or schedule Risk assessment Unmitigated risks Supplementary sheet if appropriate Please list any Incident reporting List and reference reports of any incident occurring Sign off Form should be signed by authorising person or by Trust representative who accompanied or approved visitor Part B - Post Visit Names of patients the visitor spent time with Did the patients consent to photography? Were consent forms completed? Version 1.0 May 2016 14
Policy Details Title of Policy Unique Identifier for this policy State if policy is New or Revised Visiting Celebrities, VIPs and other Official Visitors Policy BCPFT-SAFE-POL-07 New Previous Policy Title where applicable Policy Category Clinical, HR, H&S, Infection Control etc. Executive Director whose portfolio this policy comes under Policy Lead/Author Job titles only Committee/Group responsible for the approval of this policy Month/year consultation process completed * n/a Safeguarding Executive Director of Nursing, AHPs and Governance Associate Director for Safeguarding Children and Adult Safeguarding Steering Group March 2016 Month/year policy approved April 2016 Month/year policy ratified and issued May 2016 Next review date May 2019 Implementation Plan completed * Equality Impact Assessment completed * Previous version(s) archived * Disclosure status Key Words for this policy Yes Yes n/a B can be disclosed to patients and the public Chaperone, VIP/Celebrity Log Form, Flowchart for Process for Pre-Arranged Visits, Approved Visitor, Very Important Person * For more information on the consultation process, implementation plan, equality impact assessment, or archiving arrangements, please contact Corporate Governance Review and Amendment History Version Date Details of Change 1.0 May 2016 New policy for BCPFT Version 1.0 May 2016 15