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Health and Adult Social Care Overview and Scrutiny Committee 18 August

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Health and Adult Social Care Overview and Scrutiny Committee 18 August HEALTH AND ADULT SOCIAL CARE OVERVIEW AND SCRUTINY COMMITTEE 18 AUGUST 2011 LEGACY DOCUMENT FOR MEDWAY Report from: Rose Collinson, Director of Children and Adults Author: Rosie Gunstone, Democratic Services Officer Summary A report on a ‘handover document’ being produced by NHS West Kent, which will contain knowledge and information, accumulated through the years for use during the NHS transition. 1. Budget and Policy Framework 1.1 Under Chapter 4 – Rules, paragraph 22.2 (c) terms of reference for Health and Adult Social Care Overview and Scrutiny Committee has powers to review and scrutinise matters relating to the health service in the area including NHS Scrutiny. 2. Background 2.1. The attached report sets out the requirement, set out by the National Quality Board, for a legacy document to be produced for use during the NHS transition. 2.2. The legacy document needs to be produced by 5 September 2011 for first submission to the Strategic Health Authority. This Committee, along with Medway LINk, is being asked for comments on the format of the document and its contents and suggestions on any further information, which it would be beneficial to include. As the document relates to Kent and Medway it is also being submitted to Kent’s Health Overview and Scrutiny Committee. 3. Risk management 3.1. There are no risk implications at this stage. 4. Legal and Financial Implications 4.1. There are no legal and financial implications at this stage. 5. Recommendations 5.1. Members are asked to comment on the legacy document and suggest any further areas of information to be included in future revisions. Lead officer contact Rosie Gunstone, Democratic Services Officer Ext 2715 [email protected] Background papers - none NHS Primary Care Trusts - Legacy Documents This paper is for information and aims to: provide the background and context for legacy documents describe the legacy document preparation process and key stakeholders role in this Background The Government’s White Paper, Equity and excellence: Liberating the NHS set out the programme for change in the NHS aimed at: putting patients at the heart of all NHS care; delivering improved healthcare outcomes; and empowering local organisations and professionals to improve quality The transition to the new system architecture for the service will result in structural changes in how the NHS is organised and run. Subject to legislation, the following organisational changes will have been achieved by 2014:- a national commissioning board responsible for overseeing the commissioning of NHS services and allocation of the NHS budget will have been established strategic health authorities and primary care trusts will have been abolished clinical commissioning groups (previously referred to as GP commissioning consortia) responsible for commissioning the majority of local health services for their populations will have been established all NHS provider trusts will be foundation trusts HealthWatch, a new champion for the patient voice will have been created a number of arms length bodies will have been abolished Managing a smooth transition to the new system whilst ensuring the quality of NHS services is both maintained and improved is essential. Research in the NHS and elsewhere has demonstrated an increased potential risk to service during times of major change. In it’s document, Maintaining and improving quality during the transition: safety, effectiveness, experience the National Quality Board of the Department of Health proposed that outgoing organisations, i.e. strategic health authorities and primary care trusts developed ‘legacy documents’ as part of a robust system of handover that effectively captures and transfers organisational memory. Purpose of the Legacy Document The primary care trusts (PCTs) in the Kent and Medway cluster rely heavily upon the professional and organisation knowledge and corporate memory of its 1,000 employees. The reform of the NHS will remove several tiers of management. The legacy document, therefore, seeks to preserve the collective knowledge of the local service at a point in time during the transition to the new system architecture and to refresh the information contained in it in the light of experiences throughout the transition to organisational closure. As part of this process, the involvement of local key stakeholders is essential. The document will form part of the eventual handover process with both outgoing and incoming organisations having a responsibility for ensuring that the new organisations have a good understanding of the whole quality picture of the providers for whom they are taking on responsibility. This will be augmented by face-to-face processes involving the departing chief executive and all managers and clinicians, as part of their public sector duties. Content of the document As a minimum, for the PCTs in the Kent and Medway cluster, the legacy document will provide:- information on the services provided to the local population, a ‘pen portrait’ overview of the key information on the local population including key population facts and figures, geographical boundaries, assessment of strategic needs, population trends, etc. the current state of play with regard to quality, finance, performance, capacity, and people relevant organisational memory, i.e. financial trends, staff turnover, quality trends future challenges and risks, through the formal risk register detailing mitigating actions and ongoing monitoring, etc a library of knowledge/skills, i.e. strategic documentation, consultancy reports, public consultation reports, etc. a directory of services and skills such as information sources, skills available regionally, key contact information Development of the document Development of the legacy document is part of the cluster’s transition plan. Judy Clabby, Assistant Chief Executive, will lead this workstream with a small project team covering each of the three constituent PCTs. A common template is in use across the South East Coast region which will be augmented by further key information headings as these documents develop over the next two years The Cluster will ensure that the document is maintained until organisational closure PCTs’ legacy documents will be amalgamated at SHA level to ensure robust handovers between SHAs, the NHS Commissioning Board and the Provider Development Authority and are modelled on the practice of due diligence to ensure a transfer of both hard and soft intelligence from the outgoing to the incoming organisations. Public and stakeholder engagement The legacy document has been subject to a (public) board level discussion for assurance purposes and it is recommended by the National Quality Board that the documents are available publicly to enhance and ensure their vigour. The Kent and Medway draft legacy document is available on PCT websites. Click here to view the Legacy Document .We will be developing signposting to the sources of reference used in them, as part of our publication schemes. Due to the nature of some of the information to be provided ultimately there will also be a confidential section to the document including, for example contact details for key outgoing staff and details of patient-specific issues at the time of handover. The Care Quality Commission and Monitor are expected to have sight of the legacy documents at the SHA stage and will have the opportunity to flag any issues they may have and address any areas they feel should be in included in the documents. Proposal and/or Recommendation The Overview and Scrutiny Committee is asked to support the production and maintenance of the documents as appropriate and suggest any further areas of information to be included in revisions. Judy Clabby Assistant Chief Executive August 2011 LEGACY DOCUMENT – KENT AND MEDWAY PCT CLUSTER NHS EASTERN AND COASTAL KENT NHS MEDWAY NHS WEST KENT 09 appendix 2 legacy document.doc1 10/08/2011 1 of 91 Title Legacy Document Summary Associated Documents See Appendix 1 for document log Target Audience Successor authorities Document Version Version 1 Date of this Version June 2011 Date of Issue June 2011 Date of Next Review September 2011 Author Judith Clabby, Cluster Assistant Chief Executive Organisation Kent and Medway Cluster: NHS Eastern and Coastal Kent NHS Medway NHS West Kent Approved by Signature of Chief Executive 09 appendix 2 legacy document.doc1 10/08/2011 2 of 91 Contents PART 1 PUBLIC DOCUMENT 1 Introduction .............................................................................................. 6 1.1 Overview .......................................................................................6 1.2 Purpose of the Legacy Document ..............................................7 1.3 Content of the document.............................................................7 1.4 Development of the document....................................................7 2 Description of the Patch.......................................................................... 9 2.1 Geographic boundaries and local authorities ...........................9 2.2 Consortia profile within the geographical boundaries and potential gaps .......................................................................................10 2.3 Population demographics, socio-demographics considerations ......................................................................................12 2.4 Key health issues.......................................................................15 2.5 Projections
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