CHS Health, Safety and Security Group Minutes of the Meeting Held on 21 st February 2013 held in Meeting Room 3, Bridge Park Plaza A University Teaching Trust Leicestershire County and Rutland Community Health Services PRESENT: Lorraine Austen Heather Darlow Diane Mallon (rep for: Kathryn Burt) Sue Farrow Elaine Lees Sherrie Gormley Bob Lovegrove Paul Dickens Sue Deakin Carolyn Jones Liam Whitelaw Kevin Robotham rep for Janina Smith Amin Pabani Samantha Roost Linda Wood Pat Dutton () HD) (DM) (SF) (EL) (SG) (BL) (PD) (SD) (CJ) (LW) () (AP) (SR) (LW) (PD) Head of CHS City (Chair) Divisional Governance Meeting HR Business Partner (CHS West) Governance Officer Governance Officer Governance Officer Local Security Management Specialist Bank Fire Safety Advisor Moving and Handling Advisor Community Nurse/Staff Side Rep Staff Side Health and Safety Lead Emergency Planning Officer Podiatry Professional Lead Health and Safety Advisor Service Manager OT and Physiotherapy Team Administrator IN ATTENDANCE APOLOGIES Linda Brookes (LBr) PA to Head of Service, City (minutes) Kathryn Burt Lynn Carruthers Deborah Moussous Mark Dewick Jane McCarron (KB) (DM) (DM) (MD) (JMc) City Head of HR Speech and Language Therapy Manager Infection Prevention & Control Nurse Locality Service Manager Locality Service Manager Kate McGregor (KMc) Staff Side Chair Bernadette Keavney (BK) Health and Safety Manager Wendy Ferguson (WF) MHSOP Inpatient Manager
01/02/13 Present and apologies opened and welcomed all to the meeting, introductions were made as there were a few new faces present. Apologies were recorded and are noted above. 02/02/13 Minutes of previous meeting The group reviewed the draft minutes from the meeting held on 20 December 2012. These were noted as being a full and accurate record of the meeting with the amendment below 04.12.12 this should be blue not orange 18.12.12 RIDDOR will need to be completed asap 03/02/12 Matters Arising s Sheet 12/04/12 Representation on the Security & Incident Management Group is still concerned about the representation of this Group. There will be a revision of TOR to reflect the LPT structure. ACTION: to pick up outside of this meeting Post Meeting Note: MD attending, highlight report attached Missing Persons meeting.docx 12/08/12 Equipment Tagging There was a long discussion around this item it was established that: Slings and hoists should not be used if the manufacturers information label cannot be read, penned instructions written on by inspectors is not acceptable Slings and hoists should be replaced if the labels cannot be read needs to understand the implications for CHS and the process in place to replace these. ACTION: to contact to LSM s for them to urgently review their areas to identify number of slings to be replaced ACTION: SR to issue Internal Alert setting out clear Guidance for staff SR SD S:\Health & Safety\LPT Health & Safety Committee\Confirmed minutes\confirmed Minutes - CHS\Confirmed - CHS Group - 21.02.13.docx Page 2 of 7
ACTION: SD to confirm with Andy Martin 17/10/12 Business Continuity and Lockdown Plans will meet with Directors and Heads of Service to find out their critical services and then revisit and refresh BC Plans. advised that the old County CHS plans were very robust, City and MHSOP have not had the same focus. advised that a new template was proposed but he had not seen the CHS template. advised there was a need to rollout lockdown to other CHS hospitals but he did not have a priority list. There was a long discussion around the process of actually organising a lockdown and the stakeholders needed to accomplish this. It was established that Estates are key to this process being successful; CHS are unable to take this forward until the Trust agree roll out plan. 15/12/12 Medical Devices Task and Finish Group Update contained in the minutes 10/12/12 Health and Safety Inspection report CHS specific report not received as yet, CHS is 50% compliant. does not have assurance at this time with reference to CHS progress. ACTION: SR to check with BK and send this to for distribution SR 18/12/12 Investigation Witness Document MS and JMc did not attend the meeting to update. Policies and Procedures and Guidance Documents 04/02/13 Ligature Policy SR advised that this policy was not ratified as there had been concerns from families, it was agreed to send this policy out to the divisions before going back to the next Health and Safety Committee in March, the owner of this policy will be the Patient Safety and Experience Group. LW asked that metal coat hangers be included in 3.1 of the policy 05/02/13 Waste Policy The Policy has not been approved, there are problems with the reporting arrangements, this will go back to the Health and Safety Committee in March. S:\Health & Safety\LPT Health & Safety Committee\Confirmed minutes\confirmed Minutes - CHS\Confirmed - CHS Group - 21.02.13.docx Page 3 of 7
06/02/13 Prevention and Management of Aggression Policy This policy was agreed and will be put on the intranet. Reports and Plans 07/02/13 Guidelines for the provision of Staff Welfare and Support advised there was a lot of discussion at Committee around what is meant by support and guidance. This has been returned for the Committee to include debriefing guidance. 08/02/13 Health and Safety Committee Verbal Report January 2012 All pertinent items from Health and Safety Committee are on the agenda. SR advised that the issue of CCTV had been discussed at this meeting. Changes will be phased with regards to issues of how CCTV is used, maintained and accessed. BL advised that a lot of the CCTV systems are quite old and no longer fit for purpose. EL asked if this function would be moving to Interserve? BL advised this is being reviewed by BK. SR advised that LPT have a identified and review to look at CCTV. ACTION: CCTV to be an Agenda item at the next meeting of the Group 09/02/13 LPT Staff Food Safety Guidance This is to raise staff awareness, guidance has been included in the Trust Newsletter. There will be provision in the guidance with regards to food made as a therapeutic activity. LBr 10/02/13 Post Employment Health Screening Report DM advised that changes to the pre-employment questionnaire have been made in light of the Equality Act. Only prospective employees for posts in one of the risk categories will be seen pre-employment. All other staff will be screened to ensure that specific advice is not required from OH prior to an offer being made to the applicant. All staff will be required to be seen in OH and this MUST be signed off within the local induction requirements that they have attended within the first month of employment. The local induction policy will need to be changed in line with this. 11/02/13 Moving and Handling Report SD advised this report was work in progress. 19 reports had been received in the quarter with 11 in CHS. There are no trends to advise with 1 RIDDOR received but this was not in CHS, there had been an increase in site visits unfortunately these had been all reactive work as S:\Health & Safety\LPT Health & Safety Committee\Confirmed minutes\confirmed Minutes - CHS\Confirmed - CHS Group - 21.02.13.docx Page 4 of 7
there is no availability at the moment to be proactive. All guidance and procedure are up for review this year and SD asked for a representative to attend the Steering Group from CHS. ACTION: to discuss representation from CHS again LW brought up the question of Therapeutic Handling training, the Academy only seem to provide Moving and Handling training. SD acknowledged Therapeutic Handling training was important and this will be discussed at the Steering Group meeting. 12/12/12 Violence and Aggression Pilot Adult Mental Health BL advised there is still a high level of violence and aggression throughout LPT but the two wards in this pilot have not reported any incidents to date. The group discussed the differences in violence and aggression and wondered whether sanctions against an individual who understands this behaviour is wrong would be beneficial. thought this was a very useful document as CHS also have cases of violence and aggression - it is not only an issue for MHSOP. BL advised that sometimes patients just behave badly and LPT should do more to protect staff and patients. Pertinent Items 13/02/13 Metal Coat Hangers in Patients Bedrooms LW said that several patients over the years have tried to kill themselves with metal coat hangers with deaths occurring and this lead to a blanket ban on metal coat hangers on acute functional wards in MHSOP. WF confirmed by email that wire coat hangers are not in situ but MHSOP will retain plastic ones and this will be reviewed on a case by case basis. 14/02/13 RIDDOR SR advised that there was 2 RIDDORS in CHS in the last quarter. ACTION: SR to circulate RIDDOR Report - attached The RIDDOR report has been broken down and anomolised. SR advised that sometimes patient incidents are also RIDDOR reportable especially if this results in a fall or fracture. Please familiarise yourself with the RIDDOR process through the leaflet on the Health and Safety Website, if you are unsure if an incident is reportable please contact the Health and Safety Department for guidance. RIDDOR reportable incidents should be reported on-line to the HSE asap from the date of knowledge that RIDDOR is applicable to the incident. Any RIDDOR incident that falls under the over 7 day absenteeism category must be reported to the HSE within 15 days of the date of the incident. Health and Safety Executive want to be assured we have a robust SR RIDDOR HSE Info Sheet Revision 2 Heal Enclosure N - Non Clinical Incident Repor S:\Health & Safety\LPT Health & Safety Committee\Confirmed minutes\confirmed Minutes - CHS\Confirmed - CHS Group - 21.02.13.docx Page 5 of 7
system in place, asked that at the initial scoping of an incident health and safety department and any other relevant service should be considered. 15/02/13 Medical Devices Update gave some background to this item, there are two risks, Equipment Maintenance and Competencies which are on the Corporate risk register. CHS organised a meeting to discuss competency assessment. AP was involved in the Task and Finish Group to review competencies and he gave the Group an update of progress so far which is: Collated competencies from all organisation Review and eliminated duplicates Standard operating procedure written Data Collection Form included Form to collect individual staff information Database created and placed on E Source Health and Safety Risks A further meeting will then be organised to agree implementation, we will then be compliant as a Division. Equipment inventory will be an Estates function but there will be an overlap as the policy request this to show compliance. HD asked if this should be shared with other divisions as best practice. 16/02/13 Moving and Handling Steering Group This was discussed under 11/02/13. 17/02/13 Development and Implementation of arrangements to comply with the HSE s WF was unable to attend the meeting. ACTION: to clarify outside of this meeting 18/02/13 EU Sharps Directive update It was advised that Emma Spencer had now taken over this item. Items of Note ACTION: LBr to ask for update from ES for next meeting of the Group 19/02/13 Confirmed Health and Safety Committee Minutes September 2012 These notes were noted. LBr 20/02/13 Missing Persons and Violence Risk Reduction Group S:\Health & Safety\LPT Health & Safety Committee\Confirmed minutes\confirmed Minutes - CHS\Confirmed - CHS Group - 21.02.13.docx Page 6 of 7
These notes were received and distributed after the meeting. 21/02/13 CHS East Leicestershire Locality Group Items have been covered through the agenda. 22/02/13 CHS West Leicestershire Locality Group Items have been covered through the agenda 23/02/13 CHS City Locality Groups Items have been covered through the agenda. Any Other Business 24/02/13 Update from Kevin Rowbotham Coronavirus - the HPA has circulated an algorithm with regards to early protection. asked if this was something CHS would benefit from receiving. ACTION: to send algorithms for distribution Vulnerable People BC Exercise this will take place next week. HISS produced this information at Christmas but they were concerned that this did not go as well as they would have liked. advised that if a BC incident occurred we would need information on vulnerable patients in that area only not the whole of LPT, postcodes can pick this information up very easily. DNs would be able to let us know the vulnerable patients in their area, in hours getting this information should not present a problem, OoHs would be more of a challenge. Raj Bhatt may be able to help obtaining information from Systmone. ACTION: to discuss Business Continuity with JMc Stress and Wellbeing Levels CJ asked for the above to be placed on the next agenda Date, time and venue of next meeting Date: 11 April 2013 Time: 10.00 am Venue: Meeting Room 3, Bridge Park Plaza thanked all present for their attendance. LBr S:\Health & Safety\LPT Health & Safety Committee\Confirmed minutes\confirmed Minutes - CHS\Confirmed - CHS Group - 21.02.13.docx Page 7 of 7