Missing Person Assessment

Guidance to Officers and Managers on completing the Missing Person Assessment

This tool is based on ‘the Herbert Protocol’ originally developed in by . It has been renamed and developed to suit the Northumberland, Tyne and Wear localities

The management of the Assessment tool will rest with the Hospital Liaison Officer and the Ward Manager.

They will jointly agree the terms of what parts of the Assessment they can use for each particular location. It is a bespoke plan. For example, some will not have CCTV, the patient population will differ and their needs and levels of security within the ward areas. This Assessment and plan will jointly be agreed and will be useful for both Police and clinical staff should a person go missing from the ward.

The two most important parts of the Assessment is the Patient Information Form at the rear and ensuring there are joint agreed processes in place so each agency knows their responsibilities in the event of a search. This should be read in conjunction with the Practice Guidance Note for Missing People. The main Assessment both Police and staff can take and hold a copy and must ensure it remains up to dated and reviewed annually. The Patient Information Form will be part of the patient’s electronic notes (RiO) and be part of the admission process to a ward. In the event a person is reported missing this form will be sent via secure email or secure fax to .

This will enhance the search process; ensuring information is available and circulated quickly ensuring a timely response and efficient use of resources.

Once the Assessment completed the following actions need to take place.

1. Both the ward and Liaison Officer hold a copy of the Assessment and ensure this is updated when changes are occurring and reviewed annually. It should be stored securely and centrally, and will not include the Patient’s Information Form.

2. The Liaison Officers visit the wards regularly and can ensure that they are aware of any changes and issues around missing people for their area. These can also be discussed as part of the Police and Partners Group Meetings.

3. Once established, a marker is placed on the premises address within the streets database. This will ensure it is clear on the system the type of ward / unit it is.

4. Details of the ward, confirmation of the “streets” history being updated, who has ownership within the Police (NBM) and who is the SPOC within the participating site, are kept on a central register. 1 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy The Joint Missing Person Assessment

A joint Missing Person Guidance has been developed between Northumbria Police and Northumberland, Tyne and Wear NHS Foundation Trust (The Trust / NTW). This Assessment should be completed once the guidance has been read. This Assessment will be completed for each ward / unit within NTW.

This Guidance and Assessment has been created to manage the relationships between the two organisations and to ensure effective communications and response to incidents arising at the NTW Wards / Units and Teams.

WARD / UNIT and HOSPITAL DETAILS

Ward Name and Full Address

Ward Contact Telephone Numbers

Ward Manager Name and contact Details (Include email address)

Clinical Manager and Service Manager Name and Contact Details (Include email address and numbers)

Background Information

Type of Ward

(E.g. General admission ward for males, or Medium secure unit for females etc.)

Detailed description of the Patient Population within ward including risks

Males whom have come to the ward from prison or high security for treatment, or children and young people requiring assessment and treatment in hospital from ages 4- 12years etc.)

2 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy

POLICE PRIMARY CONTACTS Police Hospital Liaison Officer:

Station Details of which the officer is based.

101 Ext : Contact Telephone Numbers Mobile : Email [email protected]

Officer Details, including any deputies.

Environment and Prevention measures

This will be agreed between the Officer and Manager; they will agree what will form part of this plan and how often they will meet. There will be regular visits at least once every (Time to be agreed) by the Liaison Officer to engage with staff and patients as appropriate. Issues can be raised by either organisation at these visits or, if more pressing, via telephone or email.

Feedback and Concerns can be raised via the Police and Partners Local Meetings.

The following areas should be considered and some suggestions of what may be included in each section are detailed beneath each heading:

Door access and egress to the Unit

This should be restricted where possible and controlled by a key pad.

These key pads should be covered by a shroud to prevent residents watching staff key in the number. Alternatively staff should be briefed to ensure they cover the number when entering it. The doors are easily damaged and kicked through by patients. Informal patients are allowed to leave the unit as they wish.

Emergency Exit Doors

These be controlled in a similar manner and also alarmed.

These will fail open in the event of fire alarm activation and would be unsecure.

These doors are not checked routinely.

3 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy Ward Checks

A daily ward environment check is in place to ensure that doors are working affectively and are not left open. Windows are checked throughout and ensured they are working.

Some windows are fitted with alarms fitted and activate if they are trying to damage. Some windows open and there has been issues with them being taken out of the frame.

CCTV System

This covers the following areas and is maintained to cover the doors of the premises recording the dates, time and comings and goings of all persons.

(Please see Ward / Unit / Site Map).

It is access in hours and out of hours by these means??

Safety of Patients on ward

A minimum of an hourly checking regime should be in place for all patients, where the nurse physically checks the patients’ location on the ward and records this. Some patients will be on more intensive levels of engagement and observation depending upon the risks identified and the management plan.

Smoking is not allowed on the ward and this occurs in the secure courtyard / outside the building. This is managed by???

Other Information of relevance

The ward sits within a unit and other wards may be access, or a shared space. There are areas that the ward team do not have access, or they share with another organisation.

All patients should have a Patient Information Sheet which includes the following: (Please see Appendix 2).

o A recent photograph of the patient (if they are consenting).

o Up-to-date medical details and diagnosis of any condition the resident may have.

o An up-to-date list of medication they require and the consequence of what happens if they do not take this medication.

o If a patient has previously gone missing then details of where they were previously found should be recorded. These can then be checked as a priority.

o Details of any cash and bank accounts the resident may have or have access to. Bank name, sort code, accounts held if possible);

4 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy o Details of mode of transport – Vehicle (including make and registration), Travel pass (bus, coach, metro, train)

o Telephone (number – preference of calls, or texts in communication, make of telephone, model, network provider, use of Apps – social media – such as Facebook, twitter, etc.)

The information above will assist in enabling a missing person trained Police Search Advisor to profile the missing person. This profiling will enable the Police Search Advisors to direct resources to areas the missing person is most likely to be found in.

5 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy Actions on the discovery of a missing resident Refer to the Joint NTW and Northumbria Police SM-PGN-06.1 – Joint Missing Persons Guidance in the event of a missing person for more detailed actions, below is brief of initial actions:

• When it is established that a patient is missing from the ward or department the nurse in charge will make an initial Risk Assessment. All those subject to the provisions of the Mental Health Act (MHA) will be reported Missing / AWOL to the Police;

• If the patient is informal and it is felt that the patient does not represent a risk to themselves or others this should be documented as such and the situation monitored by the Nurse in Charge at ward level;

• A search (by trained staff) is instigated as quickly as possible of all areas of the ward, adjacent areas and immediate surroundings; this must be documented fully on a map that can be given to the Police;

• If the patient has been observed leaving and it is obvious they have left the site / or absconded from community leave, then an immediate area and grounds search may not be necessary;

• Should the search of the immediate area fail to locate the patient the nurse in charge will inform the appropriate doctor that the patient is missing. A more detailed Risk Assessment should be undertaken taking account of any documented history and CPA Assessment if available;

• Northumbria Police should then be contacted by 101 phone systems, or if they are classified as a ‘Prisoner’ or an imminent risk is apparent a 999 emergency call should be made at the earliest opportunity reporting the person missing;

• The Missing Person Form should be emailed / faxed to Police after the phone conversation. Options are wards or all Point of Contact (POCs) has NHS net accounts to support this;

• A joint decision should then be made and an appropriate action plan formulated;

• Consideration should be given to notifying other wards / teams on the site to the missing person as they may have sightings / information to share of relevance. This could be done via Point of Contact phoning the wards and follow up email alert;

• In all case of a missing person the Trust’s Incident Policy - NTW(O)05 should be followed and an Electronic Incident Reporting Form completed;

6 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy • If the Risk Assessment indicates that there are specific people in the community who may be at risk from the patient (e.g. Domestic Violence concerns, MAPPA risks, or Children) then an urgent consideration should be given to their notification and protection. This information must also be given to the Police immediately, with as full as details as possible.

The safety and welfare of the patients must be the overriding consideration in all decisions and actions

7 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy Return of missing Patients

An officer will still need to visit the patient upon their return, to check their welfare. They will also conduct an interview with the patient or the nurse responsible for the patient to ascertain why the resident went missing and where they went. This information will then be used to update the MU 15 database (a Police Missing Person Database) and the patient’s individuals missing person form.

Agreed by (Name)

Position

Date

Signed by (Liaison Officer)

Date

8 Northumberland, Tyne and Wear NHS Foundation Trust Appendix 1 – Missing Person Assessment – V01 – Iss 2 – Sep 17 Part of NTW(O)21 – Security Management Policy