Serious Untoward Incident Policy - Health Partnerships Learning ...

The Chief Operating Officer will contact the Gold On Call Manager to set up thearrangements.The hotlines will be established in the Gold On Call room.A dedicated group of staff will work under the direction of the Gold On CallDirector.The decision as to how long the line will be set up will be taken by the ManagingDirector/Chief Operating Officer in association with partner organisations such asthe PCT and Strategic Health Authority. Systems and staffing will be available to provide access to the hotline over a 24hour, 7 day a week period. The decision to provide this level of capacity will bemade by the Managing Director/Chief Operating Officer taking into account: -i) Guidance from the PCT and/or Strategic Health Authorityii) Level of initial usageiii) Other support systems/hotlines availableiv) Level of media coveragev) Developments in relation to the management of the incident All calls will be logged – recording advice given and identifying individuals nameswho have used the line.7.11 Equipment providedMultiple phone lines and internal accessExtra mobile phones to allow immediate access to communication facilitiesDocumentation for logging calls in a specific and rigorous wayComputer terminals/fax machines will allow the hotline team to receive andprovide information to people making enquiries as well as statutory agencies.8. Documentation8.1 NCH should protect itself and their staff by initiating a record of events from the time aSUI is reported. The Designated Director will be responsible for setting up and maintainingadequate records. These records should be contemporaneous, legible, signed, time anddated. All records of the incident will be kept securely, meeting both Caldicott and DataProtection Act requirements by the person managing the incident.8.2 Relevant patient records must be secured as soon as the incident has been reported,together with any other relevant information such as duty rotas. Records may need to becopied if they are required for ongoing use. Documentation should include contemporaneouswritten records (witness statements) from all involved staff, which must be legible, dated,timed and signed. [See Appendix G]8.3 The Investigating Manager will ensure that comprehensive information is available forany further investigations, which may occur (e.g. inquests, criminal proceedings, civil claimsor disciplinary hearings) and maintain liaison with the Head of Governance & Compliance.9 Support for those involved with SUIs9.1 It is recognised that SUIs will cause distress to patients, family and carers and staff andas such support will be offered as soon as possible following a SUI.9.2 In the case of a SUI involving a patient, the patient or relatives will be notified by adoctor/nurse or by another appropriate person identified by the Designated Director for theincident as soon as possible referring to the NCH Being Open Policy (See guide AppendixB). This should be given prior to any anonymised information about the SUI being sharedwith the media (if appropriate) and recorded. Patient confidentiality will be maintained at all13