MINUTES OF THE ACUTE SERVICES DIVISION AND CORPORATE DIRECTORATES LOCAL PARTNERSHIP FORUM HELD ON THURSDAY 18 JANUARY 2018 AT 2.00 PM IN THE STAFF CLUB, VICTORIA HOSPITAL, KIRKCALDY. Present: Paul Hayter (PH), Unison (Chair) Kathryn Brechin (KB), Acting Associate Director of Nursing Tobias Tipper (TT), Service Manager Emergency Care (for V Hatch) Kevin Egan (KE), Unite Donna Galloway (DG), Laboratory Manager Clinical Support & Access Andrew Fairgrieve (AF), Director of Estates, Facilities & Capital Services In Attendance: Gillian McKinnon (GMcK), Personal Assistant to Chief Operating Officer 1 WELCOME & APOLOGIES PH opened the meeting by welcoming everyone. Apologies were received from Scott McLean, Andrew Verrecchia, Helen Wright, Louise Noble, Jeanette Burdock, Fiona Alexander, Craig Webster, Leigh Murray, Susan Young and Charles Leslie. 2 MINUTE OF PREVIOUS MEETING 21 SEPTEMBER 2017 The Minutes of the Meeting held on 21 September 2017, were accepted as an accurate record. It was noted the Meeting scheduled for 16 November 2017 had been cancelled. 3 ACTION LIST 3.1 Draft Staff Governance Action Plan 2017/18 Event for NHS Fife Staff Action KB advised as part of discussion around the Staff Governance Action Plan, the Group had been asked to provide suggestions and ideas on an event for our staff similar to the Cameron Ball. PH agreed to discuss this further with AV. PH/AV 4 STAFF GOVERNANCE 2017/18 Originator: G.McKinnon Page 1 of 7
A Well Informed 4.1 Chief Operating Officer s (ASD) Brief Operational Performance The November 2017 Acute Services Division Performance Pack was not available at this time. KB confirmed monthly Performance Reviews continued but the January 2018 Performance Reviews (reviewing November 2017 data) had been cancelled due to ongoing operational challenges. KB confirmed the preceding months had highlighted good performance against all 4 quadrants with confirmed trajectory towards the year end. KB advised the Acute Division continues to face challenges with some impact on community colleagues. Some elective and outpatient clinics have been cancelled to prioritise inpatient and unscheduled activity and this would be reflected in the performance review data for December and January. KB advised there were a couple of areas being supporting through Clinical Governance with actions plans in place. KB confirmed there were no exceptional issues to report. KB confirmed weekly reporting and escalation of all major harm Datix incidents to Executive colleagues continues. AF advised Estates colleagues had assisted in the preparation of Ward 6 and an additional bay in Ward 12 has also been prepared for use. KB advised as there was no infrastructure for core staff within Ward 6 the Emergency Care Assessment Suite (ECAS) had moved into Ward 6 from Ward 41. The space in Ward 41 occupied by ECAS will be used for inpatients with an increasing bed base. 4.2 Attendance Management Update The Attendance Management Update Report was noted, for information. In SY s absence PH was asked to advise the ECD absence is sitting below 5% and the lowest rate in NHS Fife. This is a great achievement and down to hard work in the area to manage absence consistently and effectively. The local figures are now being produced with the number of WTE posts the absence equates to and this can be shared if the group wishes to see this data regularly. In SY s absence PH was asked to advise a paper is going to EDG to increase cohort of Dismissing officers to ensure someone able to undertake hearings where dismissal a potential outcome in CS&A given Andrea Wilson s retirement from the General Manager role. Originator: G. McKinnon Page 2 of 7
4.3 Feedback from NHS Fife Board & Executive Directors AF confirmed messages regarding cost, bed pressures and flu cases continue. KB confirmed the flu vaccination plan has been extended and further clinics are being run. There has been an increase in the number of patients affected by flu but there had been no significant staff absences. Staff continue to be encouraged to have the flu vaccination and this appears to be working well. KB advised NHS Fife Board invited members of staff to attend the start of the recent Board Meeting as an opportunity to thank teams for their hard work during the recent challenges. DG advised CS&A teams had been omitted from the invitation. 5 B Appropriately Trained 5.4 Training Update KB confirmed training updates are presented at Performance Reviews and noted training compliance was good. KB advised there is a clear focus and action plans are in place for any areas requiring to push further to improve performance. 5.5 eksf Update KB confirmed Directorates are supporting staff through the transition from eksf to Turas with a further push to undertake any PDPs early before eksf is switched off and before the new system is implemented. KB advised all Directorates had confirmed this was in hand at the December Performance Review. TT advised there would be a dip in performance at the end of December/beginning of January as staff had not had the opportunity to focus on this due to ongoing daily capacity issues. 6 C Involved in Decisions which Affect Them 6.6 Staff Briefings & Internal Communications PH advised a Staff Briefing Session had taken place on 17 January 2018 and the December 2017 Staff Briefing Session had been well attended. PH advised a successful Pop-up Briefing Session to the Orthodontics/OMFS Service at VHK had taken place on 20 December 2017. An action is being considered and taken forward by Estates staff including the waiting area being Originator: G. McKinnon Page 3 of 7
moved and additional office space/reception area. 6.7 Staff Governance Action Plan 2017/18 KB confirmed a detailed review of the Staff Governance Action Plan 2017/18 had taken place at the November 2017 ASD Staff Governance Board. The Action Plan reflects these discussions and is now ready for submission and sign-off by the Area Partnership Forum. 6.8 imatters There was no update available. 7 D Treated Fairly & Consistently 7.9 Current/Future Change Programmes KB confirmed the bed remodelling discussions had been suspended during the winter period but would resume around March 2018. KB advised lessons learned over the winter period would be incorporated into the bed remodelling work. 8 E Provided with an Improved & Safe Working Environment 8.10 Well at Work Update The Well at Work Update was noted, for information. It was noted there were a number of local activities ongoing. 8.11 ASD & CD Well at Work Minutes The ASD & CD Well at Work Minutes of 4 September and 30 October 2017 were noted, for information. 8.12 Staff Wellbeing & Safety Update The Staff Wellbeing & Safety Update was noted, for information. KB advised the HSE had visited VHK on 6 and 7 November 2017 with additional visits on 16 and 23 November 2017. KB advised she has not as yet seen the final report but positive verbal feedback had been received regarding staff engagement and staff positively taking on board the HSE suggestions. KB confirmed the visit had resulted in 2 formal improvement notices and further areas for action. Although the improvement notices were directed at the Maternity Unit, VHK Originator: G. McKinnon Page 4 of 7
the notices are applicable Fife-wide. KB advised the issues identified by HSE related to the risk assessment and procurement of safe and non-safe medical sharps devices; investigation and management of sharps incidents; medical staff training related to sharps devices; review of skin health surveillance and management processes; review of skin health awareness training and; review of EPP management processes. DG added MSK management for Sonographers. All issues are being actively managed and progressed by Staff Health and Wellbeing. 8.13 Capital Projects Report The Capital Projects Report was noted, for information. AF advised NHS Fife was on target to spend all capital money. AF advised AW has confirmed NHS Fife will receive an additional 630k funding from the Scottish Government for energy projects. AF advised the Staff Club refurbishment and the building of additional meeting rooms within the staff restaurant project would now run in parallel. KB and PH raised concerns regarding the reduced number of meeting rooms now available and the unavailability to book the Staff Club for some members of staff. AF confirmed Hayfield Clinic would reopen as decant space while the refurbishment works are ongoing and Staff Club bookings would transfer over to Hayfield Clinic with all staff having equal access to bookings. 8.14 Adverse Events Report The Adverse Events Report for the period January December 2017 was noted, for information. KB confirmed the data is collated and broken down quarterly with infrastructure incidents showing a rise in December 2017, reflecting the clinical activity at the time. KB advised there were 2 sharps incidents in December 2017, which was the lowest in year. KB confirmed unwanted behaviours remains the top category affecting staff. This issue is discussed at each of the Performance Reviews and support continues to be provided by Stuart Armstrong with increased challenges recognised in particular ward areas. 8.15 Catering Services Satisfaction Report The Catering Services Satisfaction Report for the period April June 2017 was noted, for information. Originator: G. McKinnon Page 5 of 7
8.16 Annual Overall Catering Survey Results The Annual Overall Catering Survey Results for the period April 2016 March 2017 was noted, for information. 8.17 Catering Services Satisfaction Report The Catering Services Satisfaction Report for the period July September 2017 was noted, for information. AF asked the Group to review the Agenda and to consider which Catering and Estates Reports were submitted to meetings, and perhaps it would be more useful to submit an annual report which provided a snapshot of the year. ALL 9 ISSUES FROM STAFF-SIDE 9.1 Update on Bed Remodelling within ASD KB confirmed the bed remodelling discussions had been suspended during the winter period but would resume around March 2018. 9.2 Update on Progress of Pool Cars Policy AF confirmed the pool cars were going well and the Policy was being submitted to the Policy Group for approval. AF advised there were a couple of contractual issues to be resolved but staff uptake was positive with 800 staff registered. AF advised the anticipated mileage required to be reached before we could move to Phase 2 with an additional 30 vehicles. AF confirmed car parking issues between VHK and Whyteman s Brae have been resolved. 9.3 Update on Changes to Car Parking within VHK Site AF advised things seem to have settled down following the changes to car parking. AF advised contact was made prior to Christmas with Miller Homes to enquire about the possibility of a short term lease or to purchase a piece of their land to extend car parking further at South Labs. PH advised there were still some staff concerns regarding the staff car park at South labs and asked when the barrier would be lowered. AF confirmed a data cleansing exercise had taken place but would ascertain with Kenny Green when the AF Originator: G. McKinnon Page 6 of 7
barrier would be in operation. 9.4 Update on Ward 15 Bed Capacity KB advised following previous changes in bed occupancy levels Ward 15 was now running at full occupancy and with an agreed establishment. Ward 12 bed occupancy is being flexed accordingly. 10 MINUTES FOR NOTING 10.1 Capital Equipment Management Group Minutes: 11 May 2017 The Capital Equipment Management Group Minutes of 11 May, 15 June, 7 September and 5 October 2017 were noted, for information. 11 HOW WAS TODAY S MEETING? 11.1 Issues for Next Meeting There were no issues raised for the next meeting. 11.2 Issues for Escalation to Area Partnership Forum The Staff Governance Action Plan 2017/18 is now ready for submission and sign-off by the Area Partnership Forum. AV 12 2018 MEETING DATES The 2018 meeting dates were noted, for information. 13 ANY OTHER COMPETENT BUSINESS There was no other competent business. 14 DATE OF NEXT MEETING Thursday 15 March 2018 at 2.00 pm in the Staff Club, Victoria Hospital, Kirkcaldy. GMcK/ASD & Corporate Directorates Local Partnership Forum Minutes 2018/180118 Originator: G. McKinnon Page 7 of 7