SERVICES COMMITTEE MEETING - PART 1 Thursday 22 nd January 2015 at 11am in Epilepsy Society, Sir William Gowers Seminar Room Present: Mr Ian Garlington Mr Christopher Blue Mrs Sally Gomersall IG CB SG Chairman of Services Committee Trustee Trustee In attendance: Ms Angela Geer Ms Lynn Fearn Mr Adam Went Mr Nigel Lewis Mr Chris Pinchin Ms Annabel Heath LF NL CP AH Chief Executive Officer HCMS Managing Director HCMS Operational Project Manager Co-opted Member Co-opted Member Services Administrator Apologies: Deborah Wheeler (DW), Trustee and Peter Collins (PC), Finance & Administration Director 1. APOLOGIES Introduction Welcome to Lynn Fearn from Healthcare Management Solutions, Chris Pinchen and Nigel Lewis, co-opted members of the committee. ACTION Chris Pinchen is a retired GP and has a son living in Russell House. Nigel Lewis works for AbilityNet which is an organisation that exists to change the lives of disabled people by helping them to use digital technology and has a son living in QEH. Apologies from Deborah Wheeler (DW), Trustee, and Peter Collins (PC), Finance and Administration Director. 2. Declaration of Interest None 3. MINUTES OF LAST MEETING & MATTERS ARISING Meeting scheduled to be held on Thursday 27 th November 2014 was cancelled, previous meeting was held on 4th October 2014. All agreed. Page 1 Staff picture boards are in all houses and are updated regularly. Page 2 Tricia Buckle (TB) has reported that no themes are emerging as to why people are turning down employment with Epilepsy Society. Delays with the Disclosure & Baring Service (DBS) and references have sometimes prolonged the start date by 6-8 weeks. Changes have been made to induction so that core skills are run twice monthly. Page 1 of 6
Page 3 Page 4 Clarification received from CQC that Day Services for two external clients do not need to be registered with them. This is because it does not currently provide personal care to the clients as they both bring their own carers with them. If Epilepsy Society were to expand the service in the future, to include a "personal care" element, the registration would need to be considered. Community Impact regarding transport information hub run by Bucks CC. Still to be pursued as a possible option to use the service as part of transport strategy. Transport spontaneity for clients still an objective. currently looking at options for returning to a central activity team who would manage some transport services for regular trips/bus service for some activities i.e. shops/tesco etc. News Letter to friends and families using the SMT bulleting being looked into by the Communications Manager. 4. Care Services Update Committee members commented that the report content was very informative. Since September 2014, HCMS have introduced a range of audits within Care Services, including infection control, medication, Catering and Health and Safety. A new collection of up to date policy and procedures have also been introduced. Key Performance Indicators (KPIs) indicate that improvements have been made in all houses/services and in all areas. Through close supervision and regular visits to all houses, HCMS are proactively empowering managers to promote and maintain quality. Staff recruitment discussed, in September 2014 there were 66 vacancies within Services, and the latest statistics is currently 46 vacancies with 8 pending preemployment checks. Two recruitment days have been held, one during the day and one evening with sub-standard turn out. Next recruitment Open Day will be held at a weekend on Saturday 31st January. The Open Day will be informal with HR, two Service Managers and residents involvement and will be held within two of the houses. Interested applicants will then be invited back for formal interview. Advertisement for Open Day has been via local radio station, local paper and on Epilepsy Society website. Pay structure review ongoing with CB and Tricia Buckle (TB). TB working on a creative solution to attract and retain experienced staff. Improvements still needed with recognition that location is remote with regards to public transport. Epilepsy Society currently have a complicated pay structure and need to ensure we are competitive with other employers and offers a pay scale TB Page 2 of 6
with a career development programme. Shift rotation currently being used which includes days and nights but recognition that flexible working pattern required if people are unable to do full rotation. A report will be presented to the Board in March. reported that Epilepsy Society did have a capped overtime rate in place which meant that staff working any hours over and above their contracted hours would receive a pay rate less than their usual rate of pay. This cap was lifted to ensure consistency of staff and reduce use of agency staff. This has significantly reduced the use of agency across the site. David Morgan informed the Committee that one resident had expressed concerns regarding staffing levels and he will be delighted that Epilepsy Society is addressing that. NL asked about transportation for staff since the staff bus has been stopped especially when they finish late and that staff had reported that the shifts finished after the bus had gone. reported that there was a survey done regarding the usage of the staff transport bus that ran from Slough. The results were very much in favour of the bus being disbanded which then took place June 2014. Depending on recruitment day, it may need to be revisited. informed the Committee that Milton House currently has an outbreak of norovirus. Health and Safety Protection Agency have provided strict guidelines for staff to follow and confirmed that all processes were being followed in accordance with these guidelines. Staff and family members have been advised of outbreak and requested not to visit the house. reported that Croft Cottage had a CQC Inspection in December. Received excellent positive feedback on the day from the inspector and currently waiting for the official report. The delay in receiving the report is due to new process by CQC to ensure consistency which includes it being reviewed by a local and national panel. As all CQC inspections are unannounced, CP asked if there a central register to know when the inspections have been done? stated that Services has a matrix which is shared with Bucks CC. LF reported that HCMS have a system in place to keep track of any new processes which is then cascaded throughout HCMS. reported that transport is being looked at and how to manage it in a reactive way. Full discussion held in agenda item 6. reported that Services are currently rolling out Infection Control Lead and Champions for each house/service. The next phase is to have Dignity Champions in each house/service. 5. Residential Care Homes Development Plans HCMS have introduced Home Development Plans (HDPs) which is an essential part of the auditing and monitoring system to assist Managers to identify actions that need to be addressed. These include any actions required by the Fire Officer, H&S, any non compliant issues, utilising staff and processes. reviews the HDPS electronically and with each Manager as part of the Quality Monitoring Visits and is required to sign off actions. HDPs can be used during Page 3 of 6
an inspection to evidence that issues are being identified, and actions to implement improvements are being carried out. Recognition that this is a new way of working for the Managers which will improve efficiency once they have a full understanding of the tool and it embeds into their everyday working pattern. NL asked if there are any plans to share the HDPs with friends and family? NL understands that there is an issue of confidentiality but it would make family member feel more involved and could be used as an advocate and help with the process. to discuss with Managers to provide an overview of the actions on the HDP during the family meetings. is attending FFES meeting on Saturday. As part of the HCMS review to give overview and get feedback. Discussion to be held regarding how FFES can bring issues to the attention of Epilepsy Society. 6. Transport Paper Transport Paper regarding availability of vehicles and transport for residents. At the last meeting PC provided a comprehensive report but more information was requested as to if the houses were able to provide "on demand" transport. Key Performance Indicators show that "on demand" transport is being met for the majority of cases although there is still an issue around transport and drivers. PC has identified that there is a need for new vehicles in three residential homes and is meeting a supplier on 23 rd January to discuss options. CB noticed that the Renault Master conversions was for two houses and queried if one could be purchased and shared. to discuss with PC. CP asked if houses are sharing out access and utilising vehicles. responded that at present Epilepsy Society are reviewing the requirement for new vehicles. The long term plan is to review all vehicles across the site and for them to be utilised in a more reactive way. Discussion currently being held regarding if Activity Coordinators could run a transport service and have regular trips to various places. CB ask if Epilepsy Society have vehicles that aren't being used to their full potential, for example a Minibus is very different and information is needed regarding the usage of each vehicle. This will be reviewed as part of the Central Activity transport service. CB reported that at the Residents and Tenants Committee (RATC) it was noted that the residents have noticed an improvement. SG asked about volunteer drivers and reports from the RATC that they are not being maximised to the full potential and if this could be managed in a more resourceful way. This will be reviewed as part of the Central Activity transport service. 7. Complaints Report Report from September 2014 until 31st December 2014. All complaints for this period have been closed. Two complaints were not closed within the 28 day period. One was an internal complaint, investigated by. The other was a complicated complaint that Page 4 of 6
overran as the Manager who was investigating was unwell and the report was delayed by two weeks. However, the investigating Manager met with the relative concerned and kept them informed at every stage of the investigation. Houses are now logging complaints so that Epilepsy Society can look at trends. IG noted some themes emerging regarding families not being made aware. stated that this was isolated in two houses and he and Service Managers are working to ensure communication is improving. LF reported that part of 's Quality Monitoring Visits themes should feed into overall project and HDPs at house level to improve communication. stated that complaints are a standing agenda item at SMT and for any significant events that may fall under different categories. Recent norovirus in Milton House was addressed at SMT to ensure correct procedures were followed. Discussion held regarding the outcome section on the report and additional information required regarding outcome, action taken and lessons learnt. CP mentioned medication errors which are not a complaint but would have significant concern. stated that these are tracked in a different way via an Incident and Accidents form and are sent to pharmacy. The Pharmacist reports any concerns to and also reviews common trends and patterns. DM said that one of the concerns was that some residents have communication difficulties and how to capture non-verbal resident s complaints. reported that he has had a meeting with Head of Therapy and Speech and the Language Therapist to ensure that it is covered and a Pictorial complaint procedure is displayed in each house. He will ensure that this has been updated. 8. Update from Residents & Tenants Committee Meeting on January 13th 2015. Dentist onsite Committee members were able to inform residents that Epilepsy Society has employed a Chief Operating Officer for Medical Services who will be responsible for Sir William Gowers Unit and Therapy Centre. The review of the onsite dentist will come under her remit. Transport Assurance that transport issues are being looked at. Trips out of house and working towards ensuring all residents are able to go on trips out of the house when requested. Coffee Shop Will be Managed by Facilities & Estates Department Complaints System in place and pictorial complaint process displayed in each house. Activity Co-ordinators If there is no resident representation from a particular house, the Activity Co-ordinator will attend to ensure that information is cascaded to residents in all houses. Support Page 5 of 6
Activity Co-ordinators to provide support for the residents who attend the RATC. Activity Equipment This was discussed with the previous Director of Services. Karen Gear/ looking into planning permission and cost of purchase. KG/ 9. Questions from the public Coffee Shop update stated that the Coffee Shop used to be part of volunteer activity and was within the Care Services Directorate. As a result of changes within Care Services, the coffee shop will be managed by Facilities & Estates. There is every intention for the Coffee Shop to remain open. Wheelchair Path Some drivers are driving down the wheelchair paths to avoid the speed humps, so to request an email to be sent to everyone regarding no driving on the wheelchair path and a reminder of the onsite speed limits. Tesco delivery vans are parking on the wheelchair lane when delivering to Micholls House. has discussed with Micholls manager. Tesco have been contacted and have advised that staff record a Please do not park on the wheelchair / pedestrian lane at the front of the building but on the road at the side of the building under special requests when placing orders. DM stated that in the past he has supported residents to write to Tesco and got a positive response. One parent felt that a safe pathway and speed control was needed but that the humps are too aggressive and can do damage to vehicles. Could we reduce the humps so people do drive on them? to discuss with KG. Who interviews and appoints nurses at Epilepsy Society? responded that there are two different nursing recruitment processes, one for Sir William Gowers Unit (SWGU) and one for Queen Elizabeth House (QEH). Recruitment takes similar path but is based on skills. The interview panel for SWGU would include a senior nurse and Ward managers. For QEH, they would be interviewed by Service Manager and senior nurse/clinical lead. stated that as the QEH Manager is not a nurse, there is a Clinical Lead from whom the nurses can seek advice. Discussion held regarding the pay structure for nurses which is the same as the NHS but does not have the same benefits with regards to pension. Review currently undergoing to ensure retention of nurses with career development opportunities such as Specialist Epilepsy Nurses and links into the NHS structure. 10. NEXT Meeting Thursday 12th March 2015 at 11am in Sir William Gowers Unit, Seminar Room TB Page 6 of 6