NHS Board 19 July 2018

Purpose of Meeting

NHS Orkney Board’s purpose is simple, as a Board we aim to optimise health, care and cost

Our vision is to 'Be the best remote and rural care provider in the UK'

Our Corporate Aims are:

 Improve the delivery of safe, effective patient centred care and our services;

 Optimise the health gain for the population through the best use of resources;

 Pioneer innovative ways of working to meet local health needs and reduce inequalities;

 Create an environment of service excellence and continuous improvement; and

 Be trusted at every level of engagement.

Quorum:

Five members of whom two are Non- Executive Members (one must be chair or vice-chair) and one Executive Member Orkney NHS Board

There will be a meeting of Orkney NHS Board in the Saltire Room, Balfour Hospital, on Thursday 19 July 2018 at 11.30 am

Ian Kinniburgh Chair

Agenda

Item Topic Lead Paper Purpose Person Number

1 Apologies Chair Tonote apologies

2 Declaration of Chair To update the Board interests on new general or specific declarations of interest

3 Naming convention Project OHB1819-22 To approve the for Departments Director recommendations in within the New respect of the naming Hospital and of Departmental Areas Healthcare Facility within the new hospital and the Clinical and healthcare facility Support Building and the Clinical Support Building and the spaces within it

4 Memorandum of Chief OHB1819-23 To consider report and Understanding Executive approve Chief Executive sign off

1 2 Declaring interests flowchart – Questions to ask yourself

What matters are being discussed at the meeting?

NO You can Do any relate to my participate in interests? the meeting Yes and vote Is a particular matter close to me?

Does it affect: Me

My partner NO My relatives My friends NO My job or my employer Companies where I am a director of where I have a shareholding of more than £25,000 (face value) or 1/100th

Personal Interest Personal of the capital My partnerships My entries in the register of interests

More than other people in the area?

YES You may Declare have a your personal interest in interest the matter

NO

Would a member of the public – if he or You may she knew all the facts – reasonably think have a that the personal interest was so prejudicial important that my decision on the matter

interest YES would be affected by it Prejudicial Interest Prejudicial YES

Withdraw from the meeting by leaving the room. Do not try to improperly influence the decision 3

Not Protectively Marked

NHS Orkney Board – 19 July 2018

Report Number: AHB1819-22

This report is for Decision

Naming Convention for Departments within the New Hospital and Healthcare Facility and the Clinical Support Building.

Lead Director Gerry O’Brien, Chief Executive Author Ann McCarlie, Project Director Action Required The Board is asked to. Key Points NHS Orkney is required to confirm departmental and room naming conventions as part of the development of the Wayfinding and Signage work strands for the new building.

The paper provides the outcome from the consultation process conducted with staff groups and the Patient and Public Reference Group (PPRG) on naming conventions. Timing Special meeting of the NHS Orkney Board 19 July 2019. Link to Corporate The Corporate Objectives this paper relates to are:- Objectives  Improve the Health and Wellbeing of the people of Orkney and reduce health inequities  Pioneer ways of working to meet local health needs and reduce inequality  Improve the delivery of safe, effective and person centred care and our services Contribution to the 2020 Integrated working between health and social care, and vision for Health and more effective working with other agencies and the Third Social Care and Independent Sectors Benefit to Patients Supports wayfinding for patients, carers and visitors within the new building. Equality and Diversity A copy of the full EQIA Impact Assessment for the NHS Orkney New Hospital and Healthcare Facilities Outline Business Case is attached.

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Not Protectively March

NHS Orkney Board

Departmental and Meeting Room Naming and the Naming of the Clinical Support Building for the New Hospital and Healthcare Facility

Author Ann McCarlie, Project Director

Section 1 Purpose

The purpose of this paper is to inform the Board on the outcome of the consultation with staff groups and the Patient and Public reference group on the naming of departments and areas within the new building, including the ward areas, the Clinical Support Building and the meeting rooms and spaces within it.

Section 2 Executive Summary

NHS Orkney is required to confirm departmental and room naming conventions as part of the development of the Wayfinding and Signage work strands for the new build project. The names for the various departments, wards and meeting rooms within the building, plus the name by which the Clinical Support Building is to be known, require to be confirmed by 17th August to meet timetables for the letting of design and signage packages.

At its meeting on 26th April 2018 the Board considered various factors to take into account in respect of developing a naming convention for internal spaces within the new hospital and healthcare facility. The Board agreed that the process to finalise names would include consultation with staff groups to seek suggestions and the Patient and Public Reference Group (PPRG) to seek feedback on those suggestions. This paper provides the outcome from that process.

Section 3 Recommendations

The Board is asked to:

1) Note the contents of this paper and

2) Approve the naming conventions for the various areas set out in this paper as follows:

Departmental Names – Name to denote function as set out in Table 1 with the following exceptions:-

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 Estates and Hotel Services to be known as Estates and Facilities  Cancer and Palliative Care to be known as Macmillan  Inpatient Units 1 and 2 to be named using a convention based on Orkney uninhabited isles, Orkney beaches, Orkney Earls.

Clinical Support Building – The building itself to be named using a convention based on Orkney uninhabited isles, Orkney beaches, Orkney Earls.

The Conference Room and the 2 Main Meeting Rooms to be named using a convention based on Orkney uninhabited isles, Orkney beaches, Orkney Earls.

The remaining spaces within the Clinical Support Building to be known by their function i.e. Training Room. Where there are multiple spaces with the same function (Break Out Rooms, Small Meeting Rooms, etc) a suitable numbering scheme should be utilised.

Section 4 Background

At its meeting in April the Board noted that while there is no national guideline for allocating names to hospital departments there is a general acceptance that for a number of areas the function of the department will be reflected in the departmental name. The Board further noted the following criteria to take into account when considering departmental names:-

Will the name convey an appropriate level of meaning to:-

 Patients, visitors and others who will be attending or visiting the department?

 Staff and others (for example volunteers) working in the department?

 Patients, visitors and others using or providing other services within the building, including staff and the wider community?

 Other health systems and bodies with which the service and the Board interact?

Section 5 Discussion

5.1 Departmental Names

5.1.1 Table 1 below sets out the departmental names suggested by staff together with PPRG feedback.

2 3 Table 1 Department/Function Staff Suggestion PPRG Feedback Main entrance - Contains Comms Hub; Multifaith Area, health Main Entrance Main Entrance records, reception

Skerryvore Practice Skerryvore Practice Skerryvore Practice - plus Nordhaven Clinic plus Nordhaven Clinic plus Nordhaven Clinic (Sexual Health Clinic)

Heilendi Practice Heilendi Practice Heilendi Practice Outpatients A - Outpatients Outpatients or Outpatients Outpatients Department Outpatients B – Therapy area Outpatients or Outpatients Outpatients Department

Renal Dialysis Day Unit Dialysis Unit Dialysis Unit

Emergency Department. Emergency Department Emergency External signs to reflect the in line with national Department urgency of some presentations standard in terms of A&E Radiology Radiology Radiology including Xray; CT and With internal signage With internal signage Ultrasound scanning indicating the indicating the department contains department contains Xray; CT and Ultrasound Xray; CT and scanning. Ultrasound scanning. Dental Dental Health Dental Health or Department or Dental & Oral Health Dental Oral Health or (mixed views on Dental & Oral Health whether both “dental” Department or and “oral” needed). Balfour Dental Clinic Estates and Hotel Services Estates and Hotel Estates, Catering and Services Domestic Services. The use of “Hotel” in the title was commented on as confusing as it might be taken to mean “hotel” services that can be purchased. Information and Information Technology Information Communications Technology Department Technology (ICT) Department Unit 1 Inpatient beds Named after an Orkney PPRG comment was beach or Earl or in the main to keep Unit 1 current ward names i.e. Assessment & Rehab and Acute, however this is not reflective of the ethos

3 3 of flexibility with the inpatient area in the new building. . Unit 2 Inpatient beds Named after an Orkney beach or Earl or As above Unit 2 Maternity Maternity Unit Maternity Unit General comment that Cancer and Palliative Care Macmillan Macmillan should not be used, but see 5.1.2 below. Theatre and Day Unit or Theatre and Day Unit Operating Department Theatre and Day Unit and Day Case Unit

Laboratory Laboratory Laboratory

Pharmacy Department Pharmacy or Pharmacy Pharmacy and Prescribing Department

5.1.2 The conclusion of the above exercise is that with the exception of the departments set out below, staff and PPRG views on the naming of functional departments largely coincide. The exceptions are:-

 Estates and Hotel Services  Inpatient Units 1 and 2  Cancer and Palliative Care

Estates and Hotel Services

NHS Orkney will be responsible for Soft FM including catering, cleaning, laundry and portering services within the new building. i.e. “hotel” services. Robertson Facilities Management (RFM) will be responsible for Hard FM (building and system maintenance) services in the new building. NHS Orkney will continue to be responsible for the maintenance of all other clinical estate within Orkney including GP Practices (other than Skerryvore and Heilendi).

Estates and Hotel Services is the NHS Orkney staff suggestion for the name of the department. Estates and Facilities Services is an alternative title currently in use within NHS Orkney and NHS .

Inpatient Units 1 and 2

As an alternative to Units 1 and 2 staff have suggested the use of names based on the Orkney themes of Earls or beaches. This has the attraction of establishing a distinctive Orkney identity that can be reflected in other parts of the building. See 5.2 below.

4 3 Cancer and Palliative Care

The NHS Orkney Chair and Chief Executive recently met with representatives of the local Macmillan charity and following discussion it was agreed the name Macmillan will be retained.

5.2 Clinical Support Building

The term Clinical Support Building (CSB) was coined to denote that the functions within it support the delivery of clinical services. In terms of a name it is this accommodation which provides the greatest opportunity to devise an innovative naming convention.

Table 2 below sets out names suggested by staff for the CSB, together with PPRG feedback.

Area/ Staff Suggestions PPRG Feedback Function The actual Clinical Support Building Comments were mixed, building itself Clinical Support Services suggestions included:- Clinical Support Department The Groundwater Suite  The Balfour suite, Balfour Support Building (or Suite)  Clinical Support The Vardiquoy Building (or Suite) Services which means Beacon/Watch  Not giving it a particular Tower or Enclosure. name. The Conference room Conference Room was Conference The Orkney Room generally supported. Room The Bevan Room (after Aneurin Bevan) There was a consensus The Board Room against naming rooms Other famous Orcadian i.e. John after particular people. Rae It was suggested that All rooms named after islands – the using the names of bigger rooms being the bigger inhabited islands could be islands. problematic. 2 main Meeting room 1&2 Most comments meeting rooms The Kirkwall Room and The suggested simplicity, using Room numbers rather than Named after 2 of the smaller names. In particular using islands within Orkney Kirkwall and Stromness Cromarty Room & Muir Room (In did not find favour. Same recognition of Dr Jim Cromarty & comments as above in Mr John Muir) respect of island names. The Room and The Room E-library and Training room Again simplicity was training room E-Library & training room suggested with Training The Vardiquoy Room – which Room being the most means Beacon/Watch Tower or popular suggestion. Enclosure. Named after islands

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The - Room names based on inhabited island names with a single name based on size of population, largest first. A little shuffle to get all three "Break out rooms" beginning with S. All rooms named after islands – the bigger rooms being the bigger islands Staff Development Suite Staff Development Room.

3 break out Break out rooms 1-3 Simple numbering system rooms Rackwick, Grobust & Backaskaill suggested. (all isles beaches) Possible points of interest and beached in Orkney i.e Skara Brae, Maeshowe, Wideford, Inganess, Waulkmill Sanday, & 3 from north, east, south and west depending on location 8 Small rooms Small room 1-8 Simple numbering or Could be islands? alphabetical system 8 Uninhabited islands: Fara, Cava, Hunda, , , , Possible points of interest and beach in Orkney i.e Skara Brae, Maeshowe, Wideford, Inganess, Waulkmill Could these just have numbers or letters (1-8 or A-H) to make them easy to identify/book , , Papy, , Ronaldsay, Wyre, , . Westray, Sanday, Stronsay, Rousay, Shapinsay, Eday, Hoy and Flotta (not the double named islands) 13 parishes in Orkney – could use across the 8 small rooms and 6 pods 6 Pods Pod 1-6 As above. Whales i.e. Blue, Gray, Orca, Minke, Beluga and Bowhead as they live in a pods Pods 1-6 or A-F Colour and number eg: BLUE1,2&3 RED1,2&3. Possible points of interest and beach in Orkney i.e. Skara Brae,

6 3 Maeshowe, Wideford, Inganess, Waulkmill Cava, Copinsay, Damsay, Eynhallow, Faray, Hunda – uninhabited islands with a single name 50:50 split between North and South isles. 13 parishes in Orkney – could use across the 8 small rooms and 6 pods.

5.2.2 The conclusion from the above exercise is that staff have suggested a number of themes for naming the CSB building and the spaces within it. The themes are as follows:-

Orkney islands Orkney beaches Orkney Earls Orkney place names People with an NHS Orkney or NHS connection

PPRG have fed back that using the names of individuals with an NHS Orkney or NHS connection, names of inhabited islands and particular place names might be problematic. Eliminating these particular elements gives the following remaining themes:-

Orkney uninhabited islands Orkney beaches Orkney Earls

The PPRG also suggested simplicity in respect of identifying spaces within the CSB building, favouring simple numbering systems. Staff however favoured naming the meeting spaces.

5.3 Conclusion

The staff and PPRG consultation exercise has produced the following outcome:-

Departmental Names  Views on the naming of the functional departments largely coincide.  A decision on the name for the Cancer and Palliative Care Unit has been made and the name Macmillan will be retained.  PPRG commented in respect of Estates and Hotel Services that the use of “hotel” might be taken to mean hotel like services that can be purchased. The alternative term, Estates and Facilities Services, is used within NHS Scotland.  Staff have suggested names along the Orkney themes of Earls or beaches for Inpatient Units 1 and 2.

Clinical Support Building  Predominate themes which emerged from the consultation are based on Orkney uninhabited islands, beaches and Earls.

7 3  Staff suggested naming schemes for the various meeting spaces.  PPRG favour simple numbering systems within the building.

Based on the above a theme based on Orkney beaches, uninhabited islands and Earls has emerged for the naming of the following areas:-

 Inpatient Units 1 and 2.  The Clinical Support Building  The Conference Room  The 2 Main Meeting Rooms

A selection of names of Orkney beaches, uninhabited islands and Norse Earls is provided at Appendix 1 for information. Please note this selection is not definitive. The Appendix also provides a table for members to record preferred names should they wish to do so.

In the interests of simplicity it is suggested that the remaining spaces within the Clinical Support Building are known by their function i.e. Training Room. Where there are multiple spaces with the same function (Break Out Rooms, Small Meeting Rooms, etc) a suitable numbering scheme should be utilised. . Section 6 Consultation

Consultation has taken place with staff groups and the Patient and Public Reference Group (PPRG)

Appendices

 Appendix 1 Orkney Names (not definitive).

8 Appendix 1

Orkney Names All in alphabetical order Uninhabited Islands Beaches Norse Earls*

Cava Backaskaill Arnfinn Copinsay Dingieshowe Arnkel Eynhallow Grobut Brusi Fara Inganess Einar Hound Rackwick Erlend Switha Skaill Guthorm Swona Walkmill Hakon Windwick Hallad Warebeth Harald Havard Hlodivir Ljot Magnus Sigurd Thorfinn Rognvald Sumarlidi

*Due regard to be taken of historical fact in selecting from this list.

Department/Area Uninhabited Islands Beaches Norse Earls*

Inpatient Unit 1 In patient Unit 2 Clinical Support Building Conference Room Main Meeting Room 1 Main Meeting Room 2 4

Not Protectively Marked

NHS Orkney Board – 19 July 2018

Report Number: OHB1819-23

This report is for review and approval

Memorandum of Understanding

Lead Director Gerry O’Brien, Interim Chief Executive Author Action Required The Board is asked to:  Consider the initial Memorandum of Understanding (MoU) document in relation to staff working across the North of Scotland (NoS) Health Boards. This MOU will act as an interim arrangement between the Partners pending review of alternative national arrangements.  Approve Chief Executive sign off. Key Points This MOU has been written based on advice from Central Legal Office and is designed to facilitate mobile working by staff across the North of Scotland Health Boards, facilitating staff from one of the North of Scotland Boards to work in, or provide services for, any other of the North of Scotland Boards.

Board to note that the MoU is in initial format and agree sign off as this will enable an opportunity to test it and collectively support regional direction of travel. Boards will received further feedback once formally trialled. Timing The NoS Chief Executive meeting in February 2018 agreed, in principle, to support the development of an MoU (Appendix 1) to facilitate single system working, as this was one of the key priorities identified in the Regional Development Plan (RDP).

The Board received an update in March from Dr Annie Ingram, Director of Workforce, who is leading for NoS Region the Regional Workforce Programme, and also from Malcolm Wright, Chief Executive, NHS Grampian and NHS Tayside, who is also the Regional Implementation Lead on the RDP. Link to Corporate The corporate Objectives this paper relates to: Objectives  Improve the delivery of safe, effective patient centred care and our services;

1 4  Optimise the health gain for the population through the best use of resources;  Pioneer innovative ways of working to meet local health needs and reduce inequalities;  Create an environment of service excellence and continuous improvement; Contribution to the 2020 Regional Working will contribute to the achievement of the vision for Health and 2020 vision for health and social care through the North of Social Care Scotland Regional Development Plan and the North of Scotland Workforce Programme Objectives. Benefit to Patients Improved service delivery through sharing of staff across the region. Equality and Diversity The paper is written to ensure that staff governance is adhered to, this MoU should assure the Board that staff would be managed in line with staff governance standards.

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Not Protectively Marked

NHS Orkney Board

Memorandum of Understanding

Author Gerry O’Brien, Interim Director of Finance

Section 1 Purpose

The Board is asked to:

 Consider the initial Memorandum of Understanding (MoU) document in relation to staff working across the North of Scotland (NoS) Health Boards. This MOU will act as an interim arrangement between the Partners pending review of alternative national arrangements.  Approve Chief Executive sign off

Section 2 Executive Summary

The NoS Chief Executive meeting in February 2018 agreed, in principle, to support the development of an MoU (Appendix 1) to facilitate single system working, as this was one of the key priorities identified in the Regional Development Plan (RDP).

The Board received an update in March from Dr Annie Ingram, Director of Workforce, who is leading for NoS Region the Regional Workforce Programme, and also from Malcolm Wright, Chief Executive, NHS Grampian and NHS Tayside, who is also the Regional Implementation Lead on the RDP.

This MOU has been written based on advice from Central Legal Office and is designed to facilitate mobile working by staff across the North of Scotland Health Boards, facilitating staff from one of the North of Scotland Boards to work in, or provide services for, any other of the North of Scotland Boards.

Section 3 Recommendations

Board to note that the MoU is in initial format and agree sign off as this will enable an opportunity to test it and collectively support regional direction of travel. Boards will received further feedback once formally trialled.

1 4 Appendices

 Memorandum of Understanding

2 Appendix 1

MEMORANDUM of UNDERSTANDING NORTH Between NHS Grampian, NHS Highland, NHS Orkney, NHS , NHS Tayside and NHS Western Isles (known as “North of Scotland Boards”) to facilitate single system working

This Memorandum of Understanding (“MOU”) sets the terms of understanding between NHS Grampian, NHS Highland, NHS Orkney, NHS Shetland, NHS Tayside and NHS Western Isles (“the Partners”) in relation to staff working across the North of Scotland (NoS) Health Boards. This MOU will act as an interim arrangement between the Partners pending review of alternative national arrangements.

This MOU is designed to facilitate mobile working by staff across the North of Scotland Boards, facilitating staff from one of the North of Scotland Boards to work in, or provide services for, any other of the North of Scotland Boards.

The Partners agree that the free movement of certain staff will be required for the delivery of a sustainable and resilient service across the North of Scotland Boards. The free movement of these staff is intended to facilitate effective regional working, allowing staff from one of the North of Scotland Boards to have access to the required systems and information held by another North of Scotland Board in order to provide services on behalf of that Board.

This MOU sets out the agreement of the Partners and the underpinning principles by which free movement of certain staff will be achieved.

Principles

Where specific services need to be provided across two or more of the North of Scotland Boards, the Partners will agree the scope of the shared responsibilities and ensure that the requirements are appropriately risk assessed so that the impact on staff and services is fully understood and agreed.

Staff will be fully involved and engaged in the process of any required service redesign and a Service Level Agreement (“SLA”) will be agreed that clearly specifies the working requirements and the manner in which services will be shared. Any such SLA will specify the liabilities of the Partners and their responsibilities to staff within the redesigned service. The SLA will also ensure that the staff and their appropriate line managers are made fully aware of the requirements of the redesigned service.

The Partners agree that there will be no change to staff members’ employment status. Partners will cooperate in respect of redeployment of staff who work regionally.

In order to facilitate ease of staff working across the North of Scotland Boards in the future, the Partners intend that future employees are appointed on a contract of employment which includes regional working across the North of Scotland Boards as a requirement of their role.

The Partners agree that this MOU is not a commitment of funds. Duration

This MOU shall become effective upon signature by the authorised officials from the North of Scotland Boards and will remain in effect until the national recommendations are reviewed by the Partners and alternative arrangements are agreed.

The Health Boards, undersigned are each constituted under the National Health Service (Scotland) Act 1978 (together the “parties”, individually a “party”) and therefore agree:

NHS Grampian NHS Highland

Malcolm Wright Elaine Mead Chief Executive Chief Executive

Date Date: NHS Orkney NHS Shetland

Gerry O’Brien Ralph Roberts Interim Chief Executive Chief Executive

Date Date NHS Tayside NHS Western Isles

Malcolm Wright Gordon Jamieson Chief Executive Chief Executive

Date Date

June 2018