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Business Continuity Contingency Plan

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Business Continuity Contingency Plan GB 15/135 Business Continuity Contingency Plan Nottingham North and East Clinical Commissioning Group Page 1 of 26 Author(s) Hazel Buchanan, Director of Operations Date Approved Version 3.0 Approved Governing Body Meeting Original Plan Approved by: Executive Team Date Submitted to Execs 01.07.15 Document History This plan should be reviewed annually, or if the plan has been activated in a disruption, or if there have been any significant changes to service delivery, structure etc. Any amendments should be noted below. Date Version Changes Made Name Number 09.05.2014 2.0 Minor changes including author and BCP Bridget Meats lead details, document versions updated. 19.06.15 3.0 Annual review – minor amendments Bridget Meats Page 2 of 26 Plan Maintenance It is the responsibility of the lead for Business Continuity for the Nottingham North & East Clinical Commissioning Group (CCG) to undertake a full review of this plan annually, or if the plan has been activated following a disruption. As part of the review the Business Impact Analysis will also be reconsidered. Any suggested changes to this plan template should be provided to the Business Continuity Lead. Contact details will be reviewed quarterly by the Business Continuity Lead but all members of staff working for Nottingham North & East CCG have a responsibility to inform Nottingham North & East CCG Business Continuity Lead if their contact details change. Related Documents Any other documents Nottingham North & East CCG has that may be useful to support this plan. Document Document Location NHS England North Midlands On Call Currently being re-drafted Nick Waltz (NHS England) Pack to circulate as soon as approved Nottingham & Nottinghamshire Assurance, Strategy & Planning folder (electronic). CCGs On-Call Handbook v7.1 Room 3, Gedling Civic Centre (hardcopy). NHS Property Services on-call Assurance, Strategy & Planning folder (electronic). Handbook v5 Room 3, Gedling Civic Centre (hardcopy). NHS England North Midlands Incident Currently being re-drafted Nick Waltz (NHS England) Response Plan to circulate as soon as approved IT Systems Incident Plan Assurance, Strategy & Planning folder (electronic). Communications Plan for IT Related Room 3, Gedling Civic Centre (hardcopy). issues v8 January 2014 Nottinghamshire Health Informatics Assurance, Strategy & Planning folder (electronic). Service (Nhis) Business Continuity Room 3, Gedling Civic Centre (hardcopy). Contingency Plan v1.4 January 2014 NHS England Severe Weather & Flood http://www.england.nhs.uk/ourwork/eprr/sw/ Plans Pandemic Flu Plan Plan Distribution All Nottingham North & East CCG staff should receive a copy of this Business Continuity Plan. Central copy will be held in Room 3 at Gedling Civic Centre, Arnold, Nottingham, NG5 6LU Gedling Borough Council Directors and Emergency Planning department based at Gedling Civic Centre should also receive a copy of this Business Continuity Plan. [Page left blank] Page 3 of 26 [Page left blank] Page 4 of 26 Part 1 Introduction 1. 1 Purpose This plan is to be used to assist in the continuity and recovery of the business of NHS Nottingham North & East Clinical Commissioning Group (CCG) in the event of an unplanned disruption. A disruption could be any event, which threatens personnel, buildings or operational capacity and requires special measures to be taken to restore normal service. 1.2 Aim The aim of the plan is to set out the roles, responsibilities and actions to be taken by the Nottingham North & East CCG to enable continuity and recovery of the key parts of the service following a significant disruption. NNE CCG is designated Category 2 responders and their main role will be in support of Category 1 responders, under the direction of Public Health England and NHS England North Midlands, depending on the nature of the major incident/emergency. 1.3 Scope This plan applies to the functions provided by NHS Nottingham North & East CCG and functions provided on behalf of NHS Nottingham North & East CCG at the following site: Gedling Civic Centre, Arnot Hill Park, Arnold, Nottingham NG5 6LU Some staff work across: All three south CCGs and/ or 6 CCGs across Nottinghamshire A major disruption to the Nottinghamshire health economy will invoke the NHS England North Midlands Incident Response Plan and the relevant CCGs Business Continuity Contingency Plans. The details of the critical elements of NHS Nottingham North & East CCG have been included in this Business Continuity Contingency Plan. Dependant on the type of major disruption Gedling Borough Council Gold Command will be notified. 1.4 Critical Function Summary List As part of the Business Impact Analysis process a critical function analysis has been carried out to determine those parts of the service that are a priority to maintain or reinstate. This plan covers the following critical functions within Nottingham North & East CCG Critical Functions 1. First point of contact for commissioned services in event where continuity of care may be disrupted. The impact of disruption to this function could be immediate. 2. Implementation of the Business Continuity plan. The impact of disruption to this function could be immediate. Leadership - this is provided by the Chief Officer and the Senior Management Team Page 5 of 26 Risk Management – in some incidents this may be suspended Safeguarding Adults and Children Continuity of care for commissioned services Implementation of the Business Continuity Plan All of the above during certain incidents may be critical functions. Some of the above services would be critical to supporting the response in Pandemic Flu, an infectious diseases outbreak, serious Countywide flooding or prolonged severe weather incident. 1.4.1 Non-Critical Service Functions which may be suspended The critical function analysis also identifies those functions that are less critical and could be suspended for a period greater than 48 hours. Service Function Length of Time Function can be Suspended For (working days) Financial management including QIPP and financial 10 days recovery (month end needed to be complete) Planning services - preparing commissioning plans 30 days Commissioning services through pathway development 30 days and redesign Performance and data analysis 20 days Governance duties to ensure continuous compliance with 20 days statutory duties Integrated working to ensure on-going delivery of services 10 days Support and guidance to member practices 20days Quality & Patient Safety 5 days Administration 5 days If a disruption occurs and this plan is activated permission will be sought from Sam Walters, Chief Officer (if unavailable; Sharon Pickett, Deputy Chief Officer) to suspend the mainstream service functions detailed above and release the Nottingham North & East CCG staff who cover these functions, to provide support to critical functions provided by other areas, this could be another CCG. Page 6 of 26 1.4.2 Staffing Requirements to cover Critical Functions for Nottingham North & East CCG Function Staff Group e.g. Number Workstation needed Possibility of Director/Manager/ required (Inc. Desk, Phone, PC, working from Officer/Administrator Access to Printer) home on VPN Leadership Chief Officer 1 2 YES PA Support 1 YES Risk management Director 1 1 YES Quality and Patient Manager & Director 2 2 YES Safety Safeguarding Manager 1 1 YES Adults and Children Continuity of care Senior Manager 1 1 YES for commissioned services Implementation of Director 1 1 YES the Business Continuity Plan Information and updates will be communicated via the Chief Officer or the Deputy Chief Officer, to other Directors and senior managers and then to staff within their own teams. Please see the action plan for more information on the communications cascade process relevant to the type of incident. Out of Hours contact details - If the CCG on call manager is required please contact Central Nottinghamshire Clinical Service (CNCS), via their single point of access service on 0300 456 4957, Page 7 of 26 Part 2 Training, Testing and Exercising 2.1 Training All Nottingham North & East CCG staff will be provided with awareness training to familiarise themselves with the business continuity arrangements and recovery procedures. New members of staff will be made aware of this plan and their potential role during a disruption. Any staff with a specific role in the recovery from a disruption, or who may be asked to cover another suitable role will be given appropriate training. It is recommended that you make all staff in your team aware of your Business Continuity Plan and arrangements 2.2 Plan Testing / Exercising It is recommended that Nottingham North & East CCG exercise this plan annually, this will be facilitated by the Business Continuity Manager via a table top exercise Nottingham North & East CCG staff contact details will be reviewed annually and amended accordingly. Page 8 of 26 Appendix 1: Initial Response Checklist Task Completed Date/ Time/ By Whom Start a log of actions and expenses incurred (see Appendix 2) Identify which critical functions have been disrupted Consult with the Chief Officer of Nottingham North & East CCG (or nominated deputy if absent) about activating Business Continuity plan. Advise NHS England Midlands & East (North Midlands) Director that this plan has been activated. Out of Hours contact CNCS - 0300 456 4957 requesting they contact the Area Team and notify them that the plan has been activated Seek permission from the Chief Officer of Nottingham North & East CCG to suspend non-critical
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