Guidance for staff questionnaire - acute hospital sites

Guidance for staff questionnaire - acute hospital sites May 2016 HQIP 2016 1

Timeline for data collection The data collection period will be staggered as shown below. Overall guidance was sent out in March and any further detailed guidance required for individual tools two to four weeks in advance of the start of data collection. This is the guidance document for the Staff Questionnaire both versions (on paper and online). Organisational checklist Casenote audit Carer questionnaire Staff questionnaire Online staff questionnaire (see below) March Guidance issued April 18 April Data Collection opens Guidance issued May Guidance issued Guidance issued Guidance issued June 17 June deadline 1 June Data collection opens 1 June Data collection opens 1 June Paper distribution on 3 wards July 1 July Data collection opens August 31 August distribution end date 31 August distribution end date September 31 September deadline October 28 October deadline ii

Contacting the Project Team For further information please contact the project team: Chloë Hood, Programme Manager chloe.hood@rcpsych.ac.uk 020 3701 2682 Chloe Snowdon, Deputy PM chloe.snowdon@rcpsych.ac.uk 020 3701 2697 Sarah Keane, Project Worker sarah.keane@rcpsych.ac.uk 020 3701 2688 Rahena Khatun, Project Administrator rahena.khatun@rcpsych.ac.uk 020 7977 2681 For general queries, email: nad@rcpsych.ac.uk Website: www.nationalauditofdementia.org.uk Before you begin: IDENTIFY the key people you are going to work with. This is a complex audit which should not be carried out by a single lead. The guidance for each tool gives some suggestions of colleagues who could help you to collect and co-ordinate the return of the different types of data required. Let us know if we can help. We are available to answer queries within office hours, or you can email us and we will respond as soon as we can. We hope that the changes made to the audit will allow a better insight into the improvements that hospitals have carried out and further improvements for the future. We look forward to working with you. iii

Guidance for the Staff Questionnaire The staff questionnaire is a new audit tool developed for the third round of NAD and asks questions about support and training received for providing good dementia care. The questionnaire was developed by staff from a variety of job roles and seniority levels at the pilot sites in 2015 (see APPENDIX C). All clinical staff and ward-based administrative staff working at the hospital in a patientfacing role involving contact with people with dementia will be eligible to complete one. The questionnaire is anonymous but does ask staff to identify their job role. The staff questionnaire has two samples: 1) Paper based: This version should be distributed between 1 June and 31 August 2016. Each site should aim to return 45 to 60 paper questionnaires. 2) Online: This version should be distributed between 1 July and 31 October 2016. Each hospital site is expected to return 50 to 75 online staff questionnaires. Input will be required from: Your local audit lead Ward managers/questionnaire leads on your selected wards Your HR or payroll department Paper Staff Questionnaire To complete Q20 in the Organisational Checklist, you are asked to select three wards: The wards should be selected because you know that they have a high proportion of admissions of people with dementia (not mental health wards). You could establish this by: a) comparing admissions over a single month, e.g. March 2016, or b) holding a discussion with MDTs to get feedback on which wards have most patients of highest dependency due to cognitive impairment, c) a combination of the above Staff on these three wards will be asked to complete a paper staff questionnaire.

The paper questionnaire: Is anonymous. Has a pre-filled hospital code on the front (which means they are ready to be handed out as they are). The barcode at the bottom of the questionnaires relate only to the type of questionnaire and are not hospital specific. Has a pre-paid envelope attached to allow people to return the questionnaire directly to the NAD project team. Has a postcard attached which allows staff to be entered into a prize draw to win one of five 50 vouchers for a high street store of their choice. Will take approximately 10-15 minutes to complete. Timeline for staff questionnaire (paper version): May: Establish your three wards and identify a questionnaire lead(s) on each of these wards (this person will be responsible for handing out the questionnaires and following up at intervals) - 30 minutes. 1 June: Questionnaire leads should begin to hand out paper questionnaires to staff on the three identified wards (30-45 minutes). By 4 July: Audit lead to notify NAD project team if any further paper questionnaires are required. N.B. Paper questionnaires should only be handed out on the three identified wards and should not be used to supplement the online version of the questionnaire. 31 August: Finish handing out paper version of the staff questionnaire. 12 September: All questionnaires should have been posted back to the NAD project team. Role of the paper questionnaire lead The questionnaire leads will be required to: Hand out the questionnaires to all the eligible members of staff on the ward (see eligibility criteria on next page) and provide a brief explanation of the questionnaire. Draw people s attention to the fact that there are different sections to complete (based on job role) and so people should pay particular attention to Q5 in the Demographic information section. Direct any questions about the questionnaire to the NAD project team. Issue reminders (either in person e.g. at MDT meetings or on notice board etc.) at monthly intervals (or more frequently if appropriate) for people to complete the questionnaire and of the deadline date (all questionnaires should be posted by 12 September 2016). See APPENDIX D for staff questionnaire lead briefing.

Eligibility criteria for completing the paper questionnaire: All clinical staff (qualified and unqualified) based on/who work on one of the three wards identified should be included; All ward-based admin who work on one of the three wards identified should be included; Do not include any other staff (e.g. porters, catering staff). N.B. this is because the NAD project team did not receive any responses from these staffing groups during pilot phase of the audit. Online Staff Questionnaire This version of the questionnaire should be sent out to all clinical staff and ward based administrative staff working with adult inpatients (excluding maternity). The online questionnaire: Is anonymous. Will not require staff to log in to access the form. Will require staff to enter their hospital code (this should be publicised alongside the link to the questionnaire). Will have screening questions so that those who do not interact with people with dementia in the hospital or who have completed the paper questionnaire will not have to complete the form online. Will be directly submitted to the NAD project team. Will allow staff to proceed to another form after completing the questionnaire to enter the prize draw for a 50 voucher for a high street store of their choice. N.B. Staff will be asked to enter their email address in this form but the data will be held outside of the NAD project team so completed questionnaires cannot be linked to prize draw entries. Will take approximately 10-15 minutes. Timeline for staff questionnaire (online version): May: o o The audit lead should meet with HR to discuss distributing the online questionnaire to clinical staff (please see eligibility criteria below) and nominate a member of staff to do so (30 minutes). The audit lead should meet with IT/ ward managers/ Dementia champions/ other interested parties to discuss other possible ways of disseminating or providing a space for staff to complete the questionnaire online. Please see next page for ideas for advertising the questionnaire (30-45 minutes). End of June: Audit lead should arrange for posters to publicise the staff questionnaire to be displayed in the hospital (30-45 minutes).

1 July: o The nominated member of staff should distribute the online questionnaire link via email (30 minutes). These email addresses should be BCC d (and retained for sending the reminder emails). Please see APPENDIX A for email template. o Other methods of distributing questionnaire should be implemented (variable time consumption based on initiatives chosen). July - October: Nominated member of staff should issue reminder emails at monthly intervals (or more frequently if considered appropriate) (30 minutes). Please see APPENDIX B for reminder email template. Eligibility criteria for completing the online questionnaire: All clinical staff working with adult inpatients (qualified and unqualified, excluding those in maternity or paediatric services), plus ward administrators or ward clerks should be included in the emails relating to the questionnaire. Any staff outside of the above specifications (e.g. porters, catering staff or those working in maternity services only) should not be included in the emails relating to the questionnaire. Where possible, staff that are not eligible should not be included in other methods of publicising the questionnaire. The NAD project team understands that this will not always be possible. Ideas for encouraging the completion of the online questionnaire: Below are some suggestions hospitals have made which you may wish to consider to help increase the return online: Display posters with link to questionnaire online shown (to be by NAD project team in June). Hand out leaflets with link to questionnaire online and hospital code on (to be provided by NAD project team in June). N.B. Leaflets should only be given to staff as they contain your hospital code for the audit. Hold cyber café sessions where staff can spend the necessary 10-15 minutes online. Place link and hospital code on intranet page. Place link and hospital code onto staff payslip emails (for July, August and September only). Bring hand held devices (e.g. ipad) on to the ward for staff. The staff questionnaire could be used as the basis of a team discussion, during which people complete the questionnaire (see APPENDIX C).

APPENDIX A Template email to invite staff to complete a questionnaire Dear all You are invited to complete a staff questionnaire for the third round of the National Audit of Dementia (NAD). This is an audit which examines the care provided to people with dementia in acute hospital settings in England and Wales and includes a questionnaire to staff asking about the support and resources they can access to provide good care. Any member of staff completing the questionnaire will have the chance to enter a prize draw for one of five prizes of 50 in vouchers. Any information you provide will be fed back anonymously to our service in the form of a hospital-level report and used in national reporting. Clinical staff working with adult inpatients at this hospital, and ward administrative staff, will be asked to complete a questionnaire. You will also be able to comment and make a suggestion for improving care. Please complete the survey online at www.nadstaff.uk This should take no longer than 10-15 minutes. You will be asked to enter our unique hospital code at the start of the questionnaire. This is: X X X X The deadline for submitting a questionnaire is 28 October 2016. Please note that this is an anonymous questionnaire, and you will not be identifiable by your responses. Your feedback will help us to improve patient care, and help define the performance of hospitals in England and Wales, so I would be very grateful if you could take the time to complete it. Many thanks

APPENDIX B Template email to remind staff to complete a questionnaire Dear all, Thanks to those of you who have already completed an online questionnaire for the National Audit of Dementia. The deadline for completing the questionnaire is approaching, and I would be very grateful if you could complete a questionnaire if you have not yet done so. Your feedback will help us identify what we are currently doing well to support staff to provide good quality care to patients with dementia, and what we can do better. Many thanks, The link to the questionnaire is www.nadstaff.uk You will also need the hospital code which is: X X X X

APPENDIX C Development of the Questionnaire The staff questionnaire was developed through a series of staff workshops held at the sites participating in the 2015 pilot: Chorley and South Ribble Hospital Kingston Hospital Queen Elizabeth Hospital Tyne and Wear Royal United Hospital Bath Sunderland Royal Hospital Southport and Formby Hospital Tunbridge Wells Hospital University College Hospital London Wrexham Maelor Hospital Ysbyty Ystrad Fawr Staff attending included healthcare and therapy assistants, staff nurses, matrons and senior nurses, allied healthcare professionals, consultants, patient and public representatives and quality leads. Staff at the workshops agreed on the broad themes of the questionnaire and made proposals for prioritising the questions and how best to word them so that they would be answered consistently. The questionnaire was then used during the pilot. The pilot demonstrated that the themes of the questionnaire were well received by staff. However, analysis showed that a section of questions could be answered by all clinical and ward based administrative staff, some only by nurses, doctors and allied healthcare professionals, but for some questions, only nursing staff consistently had the information needed to respond. The final version of the questionnaire was therefore divided and routed to appropriate staff groups. Questions maintained after pilot address the agreed broad themes of support, training, flexibility to respond to needs and preferences, nutrition, and communication: For all staff responding: Support, training, ability to respond to individual needs and preferences. For doctors, nursing staff and AHPs: Team discussion of dementia, carer visiting and generally meeting nutritional needs. For nursing staff (registered and unregistered): Responding to individual care needs on the ward, availability of additional staffing support, details of communicating and meeting nutritional needs and avoiding bed moves.

All staff are also asked to make a suggestion about one way in which the hospital might improve care for people with dementia. Using the staff questionnaire for team discussion: The staff questionnaire arose from staff discussions about the quality of dementia care and how to measure it. Some general questions discussed at the workshops were: What would you ask staff in another hospital to understand whether they were being well supported to provide good care for people with dementia? What do you think of the themes identified are these priorities for the care of people with dementia? What others would you suggest? Do these themes relate to your everyday work? Are there other themes or topics you would like to hear different staff viewpoints on?

APPENDIX D Briefing for Staff Questionnaire Leads (paper version) What is the staff questionnaire? The staff questionnaire is an important part of the audit. It collects views from staff about how well supported they feel by this hospital to provide good dementia care and support. The role of the questionnaire lead is to identify staff on their allocated ward (and only on that ward) who fit the criteria to complete a paper version of the staff questionnaire and to give this to them. Who should be given the questionnaire? The questionnaire should be given to: All clinical staff (qualified and unqualified) who work on the ward for which you have been identified as questionnaire lead; All ward-based admin who work on the ward for which you have been identified as questionnaire lead. The questionnaire should not be given to: Any other staff (e.g. porters, catering staff, domestic staff). N.B. this is because the NAD project team did not receive any responses from these staffing groups during pilot phase of the audit. When should the questionnaire be given out? You should aim to hand out all of the staff questionnaires you are given (or as many as possible until you have given one to every eligible member of staff on your ward) during June - August 2016. It may be advisable to hand them out in June and use July and August to issue reminders to staff to complete them, if they have not already done so. Please provide reminders at monthly intervals (e.g. at MDT meetings/huddles/using notice boards). What explanation should I give? You might want to include the following: Introduce yourself. The hospital is taking part in the National Audit of Dementia and want staff opinions on how well supported they are when providing care to people with dementia. Feedback staff provide will produce a score for each hospital on the quality of support they provide to staff. The questionnaire will take approximately 10-15 minutes. It is anonymous. A prepaid envelope is provided. This means it can be taken away or completed on the spot and sealed into its envelope for posting. There is a prize draw for one of five 50 vouchers for a high street store of your choice if you complete the questionnaire (postcard which is attached). Any questions, contact the NAD project team (020 3701 2697 or 020 3701 2688).

National Audit of Dementia Royal College of Psychiatrists 21 Prescot Street London E1 8BB www.nationalauditofdementia.org.uk