New South Glasgow Hospital

New South Glasgow Hospital Community Engagement Advisory Group (CEAG)

Minute of meeting held on Thursday 12th March 2009 Walton Conference Centre, Southern General Hospital

Present Rory Farrelly, Acute Director of Nursing (Chair) Mark McAllister, Community Engagement Manager Bryan Bannerman, Voluntary Services Manager, Acute Services Division Kate Munro, Community Engagement Manager Heather Griffin, Project Manager, New South Glasgow Hospital Flora Muir, Quality Co-ordinator, Acute Services Division Jackie Logan, Youth Panel Nan McKenzie, Community Stakeholder Frank McFarlane, Community Stakeholder Jinty Mann, South East Carers Association Ann Ferguson, South East Carers Association Ann Purdie, Chaplain, Southern General Hospital Lisa Martin, Development and Enablement Worker, South West CHCP

Apologies Salma Jaffri, Community Stakeholder Jackie McIlwraith, Community Stakeholder Andrew Williams, Youth Panel Ronnie Clinton, Site Facilities Manager, Southern General Hospital

In Attendance Pamela Joannidis, Senior Infection Control Nurse Niall McGrogan, Head of Community Engagement and Transport Lorna Gray, Community Engagement PA (Minutes)

1. Welcome and Introductions 1.1 Rory Farrelly (Acute Services Division, Director of Nursing) welcomed everyone to the meeting. Introductions were made around the table as new members have joined the group. Ann Purdie will now be attending the group on behalf of Blair Robertson. Frank McFarlane is deputising for Robert Wright.

2. Apologies 2.1 Apologies were made on behalf of those noted above.

3. Minutes of meeting on 17th December 2008 3.1 The minutes of the previous meeting were agreed as an accurate record.

4. Matters Arising 4.1 All matters arising will be covered in the agenda. 5. Communications Plan 5.1 At the last meeting, it was agreed that there would be a brand and identity created for the group and that communications and briefings would be used to raise awareness of the group. Mark updated on the progress of the Communications Plan.

5.2 Brand/ Identity An example of the logo was shown to the group. This was decided upon after showing draft versions to members and other colleagues and will be used in conjunction with the NHS logo. Draft versions of posters and leaflets were presented as examples of communications materials that will be used, as well as how the logo would be used within them.

5.3 Newsletter The first newsletter will be an introduction to the group, showing the existing Southern General on the front to orientate people. The newsletter will be used to let people know what work is underway, what it will do in the future. Most importantly, the first issue will contain details of how to get involved and contact numbers for those that would like more information. The group were asked to feedback on any other suggestions for key areas to be included in the first edition.

5.4 Rory asked the group what they thought of the logo as a way to identify the group and link people’s ideas. Flora asked whether the wording on the logos would be in upper case or title case as both versions were shown. She advised that her preference would be for title case, therefore that will be adopted for the logo. With regards to number of newsletters, Rory wanted a plan to ensure that information is disseminated over time. As discussed at the last meeting, there will be no set dates for newsletters and instead they will be driven by information available. It is hoped, however, that there will be one produced at least every quarter. Content will also be driven by members of the group and issues that are being raised through their own networks.

5.5 Webpage The webpage has been drafted and will be online soon. Examples of the webpages were shown to the group. It will contain an introduction to the CEAG and the team running it; news updates on the New South Glasgow Hospital developments and related events and activities; and minutes of the meetings. It will also make use of the logo, as shown on the homepage.

5.6 Outlines for all of the Communications materials have been prepared, all that is required is to pick up on any individual contributions. These will be agreed and printed by the end of the month for distribution.

5.7 The newsletter will be sent out to an extensive range of groups as an introduction. There have been articles in the South West Press and the South West CHCP Staff Brief providing an introduction and Mark’s contact details for anybody who wants more information or is interested in attending the group. Adverts for the design workshops were broadcast on Victoria Radio and another will be done to inform of existing engagement structures. The focus at this stage is to encourage as many people as possible to give their details in order to receive information and updates on the new hospital through newsletters and e- bulletins.

5.8 Frank asked about working with Sunny Govan Radio. Mark has already been in contact with the station who are keen to work with him to produce something. The South West Press article will be included with the minutes for the group to see. Posters/ Newsletters etc will be cascaded through networks in the next month and by the next meeting all communications will be in motion. 6. Workplan Update 6.1 A key action from the workplan was to involve patients, families and carers in the design of the new hospital. From this, a series of workshops were held throughout February allowing patients an input into the briefing paper for potential designers of the New South Glasgow Hospitals. The workshops looked specifically at 10 key areas that were identified by previous work done for the Outline Business Case (OBC), for example, Access and Wayfinding; Wards and Single Rooms; External Areas; and the Bereavement Pathway. 16 workshops were carried out at various locations across Greater Glasgow at different times of the day. Overall there were 160 attendances, including representatives from Architecture and Design Scotland, Non-executive Directors from the Involving People Committee and the Scottish Health Council. Another workshop was also carried out in Lochgilphead, focusing on the issues experienced by more rural communities. Participants were drawn from many different networks and most people attending requested to be kept informed and to stay involved in the work.

6.2 The workshops used the IDEAS (Inspiring Design Excellence and Achievement) Framework to encourage participants to identify challenges experienced when using each of the areas identified and what design considerations could be adopted to overcome these challenges. Examples were given as to how other hospitals tackled these problems in their design.

6.3 These examples were provided through the use of photographs, which worked very well to encourage people to think differently about aspects of design and acted as triggers for discussion. They also showed that even when all important principles were considered, some but still didn’t work from a visual point of view. This broadens the participants’ ideas and encourages them to be more specific about their requirements.

6.4 Mark gave some details about the common themes that came out of the workshops, particularly the need for a positive presence for the NHS and local area, importance of toilet/ ablution facilities, connection to others; cleanliness (and particularly the management of cleanliness); and importance of family and carers needs

6.5 Next steps in the process are to produce the final report to distribute to participants and the project team. Consideration also has to be given to how feedback will be provided to Scottish Health Council and Involving People Committee. Monitoring the process is also important and there is a need to ensure the group keeps track of the process and keeps people engaged.

6.6 Frank asked about the listed buildings on site, car parking issues, and the entrance to the hospital site. There are currently 2 listed buildings which will be preserved, which are the medical and surgical blocks. Car parking is a key issue and the plan is to have three multi- storey car parks, one at the Adult Hospital, Children’s Hospital and at A&E. It was stressed however that car parking is dependent on discussions with the Council and their allocation to the hospitals. Entrances are a very important aspect which was the subject of a dedicated workshop. There is a plan for a new road to be built as an entrance to the site and using this to create a main boulevard through the site.

6.7 Once output has been formally fed back to the Project Team, Rory felt it was important to consider the process of moving forward and maintaining progress, which will be taken forward by Mark and Heather. There is a need for public involvement to be embedded in the work of the design of the new hospitals but this and other groups need to be kept informed. Ideas from the workshops have already been fed back to the Technical Advisors for inclusion in the design brief. Feedback from the workshops will be distributed with the minutes.

Action: Mark and Heather to meet re maintaining progress on patient input on design in the new hospitals. Workshop feedback to be distributed with minutes. 7. The Approach to Single Rooms in the New Hospital & New Hospitals Update 7.1 Agenda items 7 and 8 were discussed together by Heather. An advert has gone into the Online Journal of the European Union (OJEU) to invite bidders to design and build the new adult and children’s hospitals. Those that show an interest will be provided with a document detailing NHS GGC’s requirements (which will incorporate the suggestions provided at the design workshops). One bidder will be decided upon to take forward the design and build of the hospital by September this year and detailed design work will begin January 2010, with building starting end of 2010, and finishing in 2013 (Children’s Hospital) and 2015 (Adult Hospital).

7.2 Government guidance has stated that the Adult Hospital should contain 100% single rooms. Heather noted that she is aware of and understands the concerns about single rooms and therefore a Ward User Group has been established to look at existing single room wards and identify which aspects they like best. Information gathered at workshops has been taken into consideration.

7.3 Key considerations for ward areas are: o Layout – for example triangular, semi circle, hub and spoke. o Travel time – e.g. how long it takes nurses to get to one area of the ward and back. o Visibility – Patients and Nurses need to be able to see each other. This requires a large window with blinds for privacy when needed and a door with a visibility panel. o Natural Light and good views. o Social Space – areas within the ward to meet other patients in an informal setting. o Decentralised nursing bases – spread throughout the ward rather than 1 central base. o Entertainment o En-suites Once the detailed design is ready, the Project Team will be working with Community Engagement to involve patient groups.

7.4 Ann wanted to know what consideration has been given to the emotional and psychological needs of patients. Rory advised that while this point has been taken on board, there are a number of challenges that will have to be met by this decision by the Scottish Government, which has been taken for a number of reasons including Infection Control. Frank pointed out the importance of visitors, social spaces and the voluntary sector in reducing this loneliness. Bryan advised that while the voluntary sector will be able to provide some support, they won’t be able to provide all of the time that people may need. Rory agreed that there will be a difference in the ways of working to adapt to this change.

7.5 There was some discussion about public perceptions of single rooms and their experiences of using the hospitals as they are now. It is important to remember that some issues can be resolved at design stage but at a later stage the provision of services will need to be looked at and necessary changes considered, however a lot of the issues will be overcome in the design.

8. Infection Control in the New Hospital 8.1 Pamela Joannidis is a Senior Infection Control Nurse who has been involved in Infection Control for 15 years and noted that it has not always been considered in planning and refurbishing hospitals.

8.2 From 2000, Infection Control was included in planning and refurbishment and in 2007 a framework was developed for Scottish Health Boards to follow and allowing Infection Control teams to advise on how hospitals/ wards/ bed spaces should be planned. Pamela wanted to update the group on how Infection Control engages with planning teams to ensure that they are involved at every stage of the process.

8.3 Infection Control are involved in the following stages: o Planning – discussions about the type of layout which is required. o Procurement – what equipment/ furnishings are most suitable for Infection Control purposes. o Commissioning – detailed planning, e.g. where hand wash should go in relation to sinks etc. o Maintenance – how easy is it to keep clean and can we afford to look after the building? o The only stage infection control are not involved in is the tender and build stage.

8.4 From an Infection Control point of view, single rooms are favoured as a way of addressing the serious issue of Healthcare Associated Infections (HAIs), particularly as some vulnerable people can be put at risk through sharing a room with people who have masked symptoms. This has to be managed effectively to reduce the risk.

8.5 Many other aspects need to be considered, for example: o space for storage and equipment o area for body fluids (as well as shortest routes for transporting these) o arts – need to factor in how the designs are maintained and cleaned with the products already available. o sinks and taps – styles, sizes and position all need to be considered. o balancing risk – allowing staff to optimise care and future proofing for things we don’t yet know about.

8.6 Jinty asked about the management and organisation of cleaning staff e.g. whether there will be a Sister in charge and whether cleaners have their own areas that they are responsible for. Rory advised that there is a service level agreement with facilities to ensure that the correct amount of time from dedicated person/s is in place for all wards/departments for the cleaning across NHSGGC Acute Division. These individuals are part of the team from a ward/department level and the Senior Charge Nurse works closely with facilities to ensure that the role is carried out to meet the service level agreement (SLA). Pamela also advised that the idea of a dedicated housekeeper is also being trialled at the moment.

8.7 Nan asked whether consideration had been given to infection spread by visitors. Pamela advised that this was not a concern as long as visitors are generally healthy and use the hand gel provided. Niall asked whether there were any measurements on the correct use of gel and if it is being used. Pamela advised that there were no numbers on this but it has been noted that there are no notices and information readily available to encourage its use. Senior Charge Nurses will have the responsibility for ensuring the correct use of gel, but it is also up to everyone, including patients, to remind others to use it. Blunt messages are required as usually people do not deliberately avoid using hand gel but have other things on their mind. There is a zero tolerance policy to hand hygiene and there needs to be an assurance that it will become part of the hospital culture. Ann wanted to add that she finds the staff at the Southern General to be exemplary in their hand hygiene and use of gels. 9. AOCB Mark will be preparing the agenda for the next meeting so any suggestions for items should be fed back to him. He suggested that he may include an item on some of the design workshops, e.g. bereavement, if the group agrees. Frank raised the point that staff shouldn’t be charged for using the car parks. Car parking is an important issue and is dependant on planning permission to determine how many spaces can be provided. Niall will attend the group again to talk on transport and access planning for the New South Glasgow Hospitals. Rory asked if the group felt comfortable with the content and actions for the meetings and the way that it is organised. He is keen not to lose track of the remit that the group is steered by community representatives and therefore if anyone would like it to be organised in another way they should feed this back. Ann raised the issue of security in hospitals and particularly on wards. This will be added to the agenda for the next meeting.

Action Mark to organise future agenda items on: Safety and Security Transport and Access Planning Bereavement Pathway

10. D.O.N.M 10.1 The next meeting will be on the 18th June 2009. The venue has yet to be confirmed but it will be in a location in South Glasgow.