1. Guidelines Best Practice 2023

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Best Practice. What to take to the meeting Blank Current monthly registration forms – take each month, send to the charity via the SAE. Do not keep these or copy them as this is against GDPR regulations. Blank Current Membership forms - take each month, send to the charity via the SAE. Do not keep these or copy them as this is against GDPR regulations. Blank Suggestion forms - take each month and if there are any suggestions send to the charity via the SAE. Details of Key people like *Hospital Contacts *Trustees *Charity personnel. Details of Annual Conference Reference copy of each current leaflet and Patient and Caregiver Book. Retain at for your records and copy in Head Office Correspondence with the Venue – i.e., signed contract for the booking, details of the Venue contact person. Venue invoices for payment Correspondence with Patients/Caregivers – in case of further queries, don’t keep anything which might contravene Data Protection Legislation Guest Speaker correspondence Leading the Meeting Everyone is different and will lead in different ways which is the joy of each support group that is part of the charity, however, The Swallows Support Group Meetings have a basic layout requirement which is intrinsic to the success of the groups and should be adhered to, the meetings happen at the same time and with the same format across the country on the second Wednesday of every month at Set Up 18:30, Start the Meeting at 19:00 and finish around 20:30/21:00. 18:45/19:00: Welcome at the door complete attendee registration. Tea, Coffee, Biscuits on arrival Raffle Tickets if applicable 19:00 – 19:15: Welcome, Health & Safety, Announcements 19:15 – 19:45: Guest Speaker 19:45 – 19:15: Spilt group Patients from Caregivers (30minutes) 19:15 – 19:30: Comeback together for open discussion 19:30 – 19:35: Remind about next meeting date 19:35 – 19:45: Q&A and general networking Close Best Practice As a volunteer group lead you will be expected to arrive at the meeting location at 6.30pm to direct/assist with set up. The meeting will be conducted in an appropriate and respectful manner taking into consideration all group members and guest speakers, you set the mood of the night – relaxed, welcoming, friendly and understanding – an atmosphere of safety, confidentiality and acceptance. Doc 1 *Updated: 12 th January 2023 cc 11
Welcome • As the members arrive the monthly registration form will need to be completed by each person attending the meeting – a volunteer can be at a table to assist with this. New members will have the membership form to fill in on the first meeting they attend, one form for each person - there may be time at the beginning for this or it can be finished later in the evening as is appropriate on the night. • As the meeting is opened give a welcome and aims of the meeting for that evening if needed, introduce yourself. • Reiterate the aim of the charity. *To support anyone who has been affected by Head and Neck Cancer. We are here to listen and maybe answer all those unanswered questions you still have. We cannot give you medical advice, but we can tell you where to find it. • If there are new members explain how the meeting will run to allay and fears and concerns. • The atmosphere in the meeting should be positive and fun whilst showing genuine concern for their needs and challenges. Laughter is the best medicine. Health & Safety • Check if everyone has signed the register-it will be needed if there is a fire alarm, and the building needs to be evacuated as group led you will need to check that everyone has made it to the assembly point • Run through the fire evacuation procedure for the venue. • Give/remind of directions to drinks and toilet facilities. • Remind people to be respect other guests in the venue when leaving. Announcements • Remind guests to sign up for the mobile phone App, Community Platform, Whats App Group. • Highlight the display table and offer samples to take as they need. • Quick summary of past events especially fundraising totals. • Upcoming events if any, have leaflets and ask the attendees to spread the word - if volunteers are needed for the event someone may offer. • Promote the Annual Head and Neck Cancer Conference at every meeting. • Remind attendees to fill out the suggestion form if they have any ideas. Guest Speaker • Introduce the speaker and invite them to take the floor. • If the speaker will take questions advise that that will happen after the presentation r in open session at the end Split Discussion (Patients & Caregivers) • Introduce the split discussion if needed to help new members understand the reason behind it. • This should begin at approximately 19:45 to allow 30mins of time for the group to split into patients and caregivers separately, this is to allow the freedom of speech and the flow of honest discussion in the two groups. • If there is only one caregiver at the meeting clearly this will not be possible – if there are two caregiverx from separate patients still offer the split discussion session. Doc 1 *Updated: 12 th January 2023 cc 12
Page 1 and 2: 2023 Support Group BEST PRACTICE GU
Page 3 and 4: Welcome to the family! It is great
Page 5 and 6: Communication problems. There are a
Page 7 and 8: SELF-CARE • The patient/caregiver
Page 9 and 10: Complaints Procedure The Charity is
Page 11: Speakers You will have lots of idea
Page 15 and 16: Volunteers will receive the same gu
Page 17 and 18: • Diarrhoea and constipation •
Page 19 and 20: Contact details. The Swallows Head
Page 21: Hard Copies of Paperwork Reorder co

1. Guidelines Best Practice 2023

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