Item 14.1 for 1 Aug 14 GAPF 18 06 14

Approved NHS GRAMPIAN Minute of the Grampian Area Partnership Forum (GAPF) Wednesday 18 June 2014 at 2pm to 5pm in Conference Room, Summerfield House

Present:

Annie Ingram, Director of Workforce (Chairperson) Mike Adams, UCATT June Brown, Associate Director of Nursing ~ Modernisation Rebecca Clark, BDA Ian Francis, CSP Gary Mortimer, General Manager, Facilities Alistair Grant, RCN Alan Gray, Director of Finance Eileen Grant, GHP Laura Gray, Communications Director Gerry Lawrie, Head of Workforce and Development Martin McKay, UNISON Terry Mackie, Staff Governance Committee Deirdre McIntyre, SOCAP Judith McLenan, Business Manager, Mental Health and Learning Disabilities Liz Laing, BAOT (deputy for Sandra-Dee Masson) Mike Ogg, General Manager Judith Proctor, Interim General Manager. Moray CHP/Corporate Lead for Integration Anne Ross, Head of Performance and Quality Joan Anderson, Partnership Support Officer

In Attendance

Rachael Little, SOCAP – for item 4 Pauline Merchant, Clinical Governance Facilitator - for item 6a Susan Carr, Associate Director of AHPs - for item 7b Caron Fraser, Staff Experience Manager – for item 9a Lorna Watt, Area Manager, Buchan - for item 9b Marion Walker, Clinical Manager – for item 9b Elaine Holberry - Clinical Manager - For 9b Michael Coulthard, Datix and Quality Informatics Manager – for item 10a

Item Subject Action 1 Apologies

Apologies were received from Richard Carey, Chief Executive, Sharon Duncan, Staff Side Chair/Employee Director,Kirsten Sawers, RCM (no deputy), Lewis Ritchie (no deputy), Fergus McKiddie, HPA (no deputy), Steven Lindsay, Unite (no deputy available), Sandra-Dee Masson BAOT (Liz Laing deputised), George McLean, Interim Business Manager (Judith Proctor attended), Jim Clark, GMB (Jamie Labrum deputised), Mike Scott, Staff Governance Committee, Pauline Strachan, Deputy Chief Executive, Keith Thomson, Head of Health and Safety.

1 Item Subject Action 2 Minute of Last Meeting held on 24 April 2014

The minute of the last meeting held on 24 April 2014 was approved.

3 Matters Arising

a. Tobacco Policy

The May Team Brief regarding the launch of NHS Grampian Smoking Policy was not completely accurate. The statement suggested that staff were not permitted to smoke on site. Whilst this will be the position at 31 March 2015, LG/AI when the Scottish Government requirement for smoke free sites is required, it had been agreed that staff could use smoking shelters, if not identifiable as staff, until that date, except where a site has already moved towards smoke free status. It was agreed that Derek Petrie be asked to liaise with Kevin MacKinnon regarding wording for the June Team Brief. Annie Ingram chaired the Tobacco Control Strategy Group and offered her assistance if necessary.

4 Presentation from GAPF Learning and Development/ Workforce Sub-Group . Gerry Lawrie and Rachael Little presented the work of the Learning and Development/Workforce Sub-Group, highlighting four main areas: Work Experience; Induction; Statutory and Mandatory Training and Membership of the Group.

The Work Experience Policy focussed on three areas: school pupils; medical and dental observation; and mature persons (over 18 year olds). Linda McKerron led the group to review this policy. A website had been developed with assistance from school pupils and would be launched soon. Managers were encouraged to consider work experience placements as there were never enough places.

College and Universities request sandwich placements or dissertation work and these approaches tended to be students directly with departments. These types of placements were not covered in the policy. Priority should be given to local applicants, as applications were received from all over the world.

More work to be done on this to assist pupils, students and those wishing to return to work to receive employment experience.

The Board’s approach to Induction was also being updated. NHS Scotland requirements regarding trainee doctors meant a complete review of their induction and the work done for this would be rolled out to everyone eventually. It was based on iMatter, Patient Matters, NHS Grampian Matters.

A new Induction Handbook was being finalised. This would be available on the intranet, downloadable, with very few paper copies.

Statutory and mandatory training was being reviewed to establish what was statutory and mandatory for all staff. 2 Item Subject Action

Currently there were about 8-10 courses, which NHS Grampian had defined as mandatory for all staff, but nationally there are many requirements which are being badged as ‘mandatory’. The concern was that not all staff require all of these programmes and it was suggested during discussion that a risk assessment may be required to determine what induction requirements are truly mandatory for all staff and which need to be targeted at specific groups. Staff side highlighted that staff should not be completing these courses in their own time.

It was agreed that this item be discussed further by the Learning and Development/Workforce Sub-Group. L&D Sub Group Membership of the group had been dropping and at times the group had struggled to be quorate. More staff side reps had recently volunteered and all were asked to encourage management reps from the Sectors to join the ALL group.

5 Staff Governance Committee Report

Terry Mackie had circulated the approved minute of the March 2014 Staff Governance Committee so that everyone could see the full discussions and how they linked with the work of GAPF and other committees.

He reported that there were further discussions on the hospital chaplains access to information to allow them to carry out their duties.

6 Appropriately Trained and Developed

a. Patient Admission Assessment Document (PAAD)

Pauline Merchant reported that a new PAAD was being rolled out across Grampian, developed by a wide group of stakeholders, including Partnership input and following a wide consultation of the revised documentation. It was now much more user friendly and the tick/check boxes had been replaced with text boxes, which were more useful to staff. This was a most important document as it was the first one completed on entry to hospital. If a patient was admitted as an emergency and the form not fully completed, time must be taken to complete the form within a short period of time.

A working group was reviewing care plans as these were to be used more widely than currently. There was a shared folder to allow access to care plan templates, guidance etc.

The PAAD would be implemented around end of August, with supporting guidance and training. A review would take place in a year and an audit would be undertaken during that year to check it is working well. The communication, training, cascade plan would be shared with Staff Side and the Senior Charge Nurse Group at an early stage for comments.

Senior Charge Nurses and Practice Education Facilitators would be trained and then cascade this training to all relevant staff. 3 Item Subject Action

b. Learning and Development Reports

Gerry Lawrie explained that NHS Grampian had increased its completion rate for eKSF outlines from 42% last year to 43% this year, although it was noted that this remained unsatisfactory as all Agenda for Change staff should have annual objectives and Personal Development Plan (PDPs). Managers and staff were encouraged to improve compliance. A new system to take over from eKSF was being sought and should be able to transfer the information already on the system so it was important for all to keep working on eKSF. Work was ongoing to standardise and reduce the overall number of post outlines to make matching easier, as there were currently over 2000 in the organisation. The approval system was also being reviewed.

Work was ongoing on the Coaching and Mentoring as this was a key requirement for staff identified within Workforce 2020.

Discussion around how to increase the importance of eKSF and objectives took place.

7 Well Informed

a. Quarterly Workforce Information Report

Gerry Lawrie reported that long term absence remained lower than any other territorial board, other than Orkney and the way this was managed was seen as good by the Scottish Government. NHS Grampian was performing well with short-term absence and was in the top two or three Boards.

Bank and Agency use was going up for all types of staff.

Work was done on return to work interviews and absence levels. It was thought that a lot of interviews were not recorded.

Vacancy levels were reducing but still high levels recorded. There were a lot more applicants for posts in the last year than previous year but supply remained an issue.

b. AHP Whiteboarding Update

* Susan Carr discussed a paper (attached). AHP Whiteboarding is continuing but was complex and complicated when considered at an NHS Grampian level. A workshop took place on 8 May and another due on 10 July. Information had been shared with AHP staff and a briefing would be sent following the workshop in July. A Challenge meeting was expected to take place in August or September 2014.

c. Finance Report

Alan Gray explained that the current report would not be ready until the end of June therefore there was nothing to report meantime.

4 Item Subject Action d. Partnership Reports from Sectors

Judith Proctor reported that work at Forres Project/Leanchoil Hospital was ongoing. Health Visitor supply remained an issue and an approach to ‘grow our own’ in local areas was key. Roll-out of iAMS in Moray was under discussion. The Health and Social Care Integration legislation had been passed and work was ongoing between Moray CHP and the local authority to develop the local health and social care partnerhsip. The re-advert for the Chief Officer was expected soon.

The GAPF Sector Away Day was planned for 20 August in the Alexander Graham Bell Centre, Moray. The morning would be a workshop held by Moray Partnership Forum and the afternoon would be the usual GAPF business meeting. All members of the group were encouraged to attend. ALL Mental Health and Learning Disabilities

Judith McLenan reported that 18 student nurses had been appointed and would begin work in September, once registered. The nurse bank use had increased directly linked to current activity and vacancies.

Car parking permit applications would be considered soon and communication would be sent to staff.

Staff catering/rest facility was being developed but there was no funding for domestic services for the area. Gary Mortimer agreed to take this back and discuss with the relevant managers to find a way forward.

Two new nurse practitioners had been appointed to the unscheduled care GM service and the facility had been open 9am to 9pm Monday to Friday from 31 March 2014. The out of hours Community Psychiatric Nursing Staff were moving back to the Royal Cornhill Hospital Site.

There were connections being made with Mental Health and Learning Disabilities for Integration and discussions going on regarding what would or would not be included.

The GAPF Sector Away Day was planned for 30 October in the Clerkseat Building at Royal Cornhill Hospital.

Facilities

Gary Mortimer reported that Facilities ended the year with a slight underspend position. The plan for the next year had been agreed. All involved in the Sector were thanked for their input.

The Recruitment and Retention Premia (RRP) application had been submitted for the staff currently in receipt of RRP to maintain the payments and the staff. It was thought this had been approved nationally.

5 Item Subject Action There had been challenges in some areas regarding sickness absence. There had been difficulty in recruiting to the bed busting team so this had not yet been set up.

Facilities Sector GAPF Away Day would be held on 18 February 2015.

Aberdeen City

Sandy Reid explained that the Woodend Partnership Group and Aberdeen City Partnership Forum were discussing the possibility of merging. There was some concern expressed at this proposal and City CHP were encouraged to have further discussion with Employee Director and Full-time partnership representatives before this was concluded.

There were still some security challenges at Woodend for staff with school children going through the hospital, although things had improved slightly.

Planning for European Health and Safety Week was ongoing. The Aberdeen City day would be 8 October and events for staff would be at the Aberdeen Health and Care Village.

A lot of preparation was taking place for a joint children’s inspection to take place in September.

The Aberdeen Health and Care Village was hosting a version of chaplaincy services called the Listening Service for staff and patients. It was an opt in service and staff would book a session if wished. It was confidential supportive for staff.

Monthly updates were taking place on Integration and workshops continuing, with next one on 9 July.

A paper was going to the Board on 24th June and Full Council on 25th June 2014 proposing to move to appointment process for Chief Officer and timeline for this. It was hoped that the advert would be out week commencing 7 July, with interviews in August and appointment by October 2014.

Aberdeenshire

The paper which comes to GAPF is made up of three items selected by Aberdeenshire Partnership Forum for the Team Brief. The Sector have been discussing the GAPF Away Day held in May and the sector discussions on staff experience and all managers had been encouraged to share this information.

Fiona Francey explained that the Acute Sector Partnership Forum meeting had taken place the day before, where the workplan for the year was discussed. Meetings now monthly and attendance was improving. There are also active Partnership Groups at Obstetrics and Gynae and Child Health and other areas were setting up Partnership Groups. 6 Item Subject Action It had been recognised that information on Integration needed to be tailored for Acute Staff.

The group had agreed to investigate a car parking issue for staff starting at 9am as there were no spaces left by then and the late car park did not open until 9.30am.

There was a proposal to hold the Acute Sector GAPF Away Day in November. This would be further discussed before confirmed.

Discussion took place regarding redesigns and other services. Communication would go to staff on the Health Improvement Scotland (HIS) review.

8 Involved in Decisions

a. Integration Update

This had been covered under Sector Updates.

b. Policies for Approval:

i. Use of Mobile Devices in Healthcare Premises Policy

This policy was approved.

ii. Retirement, Planning and Administration Policy

iii. Adoption and Fostering policy

c. Nursing Resource Implementation Group Update

Annie Ingram reported that the Nursing Resource Utilisation Implementation Group, chaired by Cllr Anne Robertson, Non-Executive Director had been established to implement the recommendations of the Short Life Working Group (SLWG), which had reported in August 2013. The main work had been around establishing a. what the establishment actually was. b. what numbers were in post. c. bank and agency use v substantive posts and d. what the gap between establishment and need was, using the national workload tools, where available.

A Challenge Workshop had taken place on 30 April 2014 and the outcome of this discussed at a meeting with the Lead Nurses on 6th June 2014. The outcome, which was to be discussed with the Implementation Group on 26th June 2014, would include areas for immediate investment; areas where further information is required to allow agreement of priorities and longer term work.

7 Item Subject Action Assurance was given that this work would progress during the HIS Review. It was agreed to keep this item on the agenda for the next few meetings.

d. Feedback on Health Improvement Scotland (HIS) Activity

Healthcare Improvement Scotland had been invited by NHS Grampian to undertake a review of safety and quality of healthcare at ARI. This review would cover performance, clinical engagement, communications and involvement.

A communications strategy was being developed to ensure staff were kept regularly updated. An action log would be collated and available for staff to access on the Board’s internet site. A report is expected to be published in November 2014 and this would be a public document. The terms of reference had been circulated by global email and were available on both the NHS Grampian and HIS websites.

A specific request had been made to HIS to meet with the fulltime Partnership Representatives, who were keen to reinforce the strength of Partnership arrangements in NHS Grampian.

9 Treated Fairly and Consistently, with Dignity and Respect, in an environment where Diversity is Valued

a. National Staff Survey 2014/National Staff Experience Roll Out/Dignified Workplace Update

Caron Fraser explained that the National Staff Survey timetable had been shared and the priority was agreement on the three local questions for the survey. A paper had been circulated which included the National Staff Survey FT Pship questions and as there wasn’t time to discuss it was deferred to the next Reps meeting. It was agreed that the fulltime Partnership Representatives would identify the three questions and send to Annie Ingram and Caron Fraser by Friday 20 June. CF

Further discussion and possibly a workshop would be held on Dignified Workplace.

b. Grampian Weighting Update

A meeting took place with 26 employers and staff side organisations across sectors. All the organisations had produced similar pieces of work and agreed to task an independent evaluator to do research to see if there is anything that had not been taken into account. The joint group could not be political. There would be further discussion with MP’s and MSP’s.

All who attended the meeting were in agreement with the principle of Grampian Weighting and this would be kept high on the agenda.

c. Scottish Prison Service (SPS)

Lorna Watt and two colleagues attended GAPF to update on the prison 8 Item Subject Action service. There had been good response to nursing and health care support worker posts and staffing would be almost at 100% in a few weeks.

The number of prisoners had been reduced following an incident and agreement reached that no young offenders would be placed there until January. Issues over command and control were being dealt with. LW Meetings with Partnership Representatives were being held regularly. SPS managers would be reminded, in writing, that any situation involving NHS Grampian staff had to be dealt with using NHS Grampian policies.

NHS Grampian staff had access to Datix in the prison and more support would be offered.

Weekly meetings with SPF and NHS Grampian managers took place and relationships were being built.

10 Provided with a Continuously Improving and Safe Working Environment, Promoting the Health and Wellbeing of Staff, Patients and Wider Community

a. PALS

Michael Coulthard explained that PALS was a section on the Datix system for patient and staff experience to be recorded. There was a pilot ongoing to see how this worked. The reason for PALS to be chosen was that staff had familiarity with the system and it was the same login and password to access as Datix and as it was an electronic system it could give immediate reports. Any serious issues reported were followed up quickly and people could stay anonymous if they wished when reporting.

There were more than 375 staff experience questionnaires recorded on PALS to date. Feedback was given to wards and departments. High level reports were received at Board level. The questions were being reviewed to link them with Staff Governance Standards. Caron Fraser would link into this review. CF

Other ways to be able to record staff and patient experience had to be available for those not able to access a computer.

A pilot for exit interviews was almost ready to move forward. This would give staff an option to electronically record their reasons for leaving the organisation and an opportunity to ask for someone to contact them to discuss.

Further updates to come to GAPF and possibly could be a workshop session.

b. Nursing and Midwifery Workforce Tools

June Brown explained that there had been a need for a structure around workforce tools for nursing and midwifery to support the application of the tool and clear information about where it fits with other tools. This was discussed at the Nursing Resource Implementation Group and work had taken place on 9 Item Subject Action this. The first meeting would be held in July and a Partnership Representative had been requested. All Sectors were represented on the group.

c. Uniform Policy

Fiona Francey reported that the Divisional Lead Nurses had reverted back to the national uniform. If there was a need for a different uniform, this would be taken through the agreed national process.

11 Any Other Competent Business

12 Communication to Organisation from GAPF

a. Further management support sought for Learning and Development/Workforce Sub-Group.

b. Continued concern about levels of activity and recruitment and assurance that Nursing Resource Utilisation Implementation Group would remain a significant priority for NHS Grampian was given

c. Each CHP was working with Local Authority partners to establish integrated partnerships.

d. AHP Whiteboarding was continuing but is complex and complicated when considered at an NHS Grampian level. A Challenge meeting is expected to take place in August or September 2014.

e. There was an early briefing on the Health Improvement Scotland (HIS) Review. Timely and regular communication was agreed as important. It was confirmed that a microsite would be established in support of other face to face sessions. The importance of Partnership working and involvement was stressed.

13 Date and Time of Next Meeting

The next GAPF will be held on Wednesday 16 July 2014 at 2pm to 5pm in the Conference Room, Summerfield House.

The 20 August GAPF Meeting will be held in the Alexander Graham Bell Centre, Moray. The day will begin at 9.30am with Moray Sector Partnership Forum GAPF Away Day followed by a GAPF meeting from 2pm to 4pm in the same venue.

Email: [email protected] Telephone: (01224) 558459