Mid & West Wales Regional PPI Group

Mid & West Wales Regional PPI Group

Recruitment & Retention of Public & Patient Representatives

CONTENTS

Introduction4

Recruitment

Advice & guidance on how to target volunteers5

Draft article / poster 6

Suggested universal template7

Draft template for role description11

Induction

Induction pack contents12

Induction checklist13

Induction process15

Initial induction checklist17

Personal induction programme20

Induction process evaluation28

Retention

Retaining public and patient representatives31

Monitoring & Evaluation

Monitoring and evaluation of PPI32

INTRODUCTION

This pack has been developed by a working group of the Mid and West Wales Regional Public and Patient Involvement Network. Following discussions within the network, it was acknowledged that guidance was required for NHS organisations on how to undertake the process of recruiting a member of the public onto internal working groups or partnership forums. It is therefore hoped that this pack will help organisations overcome some of the barriers to recruiting members of the public, and lead to improved engagement with patients and the public across the NHS.

The national drivers for public engagement include:

NHS Plan for Wales – Chapter 3
Health & Social Care Review (Wanless)
Kennedy, Laming and Carlile Report’s
GMS Contract
Commission for health improvement
Health, Social Care and Well-being Strategy
Partnership working

ADVICE AND GUIDANCE ON HOW TO TARGET VOLUNTEERS

There are various methods to try and recruit volunteers (dependant upon the target group) as part of your PPI initiative/strategy. This may involve poster displays, promotional events, or even awareness sessions.

Health Care Settings:

GP Surgeries, Opticians, Pharmacies, A & E Departments, Outpatient Departments or any other Healthcare Service in your area

Community Services:

Supermarkets, Libraries, Health Clubs, Leisure Centres, Community Centres, Bus Stations, Amusement Arcades, Shopping Centres, Cafés, Bingo Halls, Crèche/Playgroups

Sensory Impairments:

Contact existing local groups which provide a service to the sensory impaired, e.g. Disability Forums. Go along to events to engage with public to promote your service/ organisation and recruit volunteers

Contact RNIB/RNID Cymru to seek guidance and to find out if there are any groups in your area

Race and Ethnicity:

Contact existing local groups which provide a service to ethnic minority communities.

Media/Press:

Regional Radio (depending on the different packages that are available, e.g. how many times per week/day and what time of day?)

Local Newsletters/Magazines from Voluntary Services (e.g. local CVA’s, Health Alliance Groups)

Television Adverts, Local Newspapers and news letters.

Insert Organisational Logo here.

Draft template newspaper advert / poster

Patient and Public representatives required

Are you interested?

Specified area provides health services for everyone in your area. We value your opinion and welcome your views on local healthcare provision.

Background. two sentences about the organisation / Trust/LHB/ Specified area

We are setting up a group of public representatives, would you like to be involved? Do you have something to say about specify area of interest?

To find out more, please contact:

Or visit our website at …………………….

“Help us make a difference, help us to help you”

TEMPLATE

Patient and Public Representative person check list for specified area of interest.

Are you keen to make a difference and help make changes to your local services?

Are you happy / confident communicating with people from a variety cultural and professional backgrounds?

Do you have knowledge of the specified community?

Have you had any experience of a representative role that you can share with us?

Would you be able to travel to meetings?

Or would you require support to travel?

Confidentiality:

You will need to maintain confidentiality at all times and you will be asked to sign a confidentiality agreement when you do attend meetings.

Criminal Records Bureau (CRB)

Depending upon the area involved, you may be required to complete a Criminal Records Bureau (CRB) form so that a CRB check can be carried out by specified organization.

Frequently Asked Questions

QWhat is expected from public and patient representatives?

QWho can become a representative?

QHow much time will I be expected to give?

QWould my involvement be for a set period of time?

QWho would I contact if I needed help?

QWhat are the ground rules for representatives?

QWill I receive any training?

QAre representatives expected to attend every meeting?

QWho do I contact if I cannot attend a meeting?

QWhere will meetings be held?

QWhat will venues be like?

QWill representatives receive a fee? If so, how will this be paid?

QWhat will meetings be like?

QWhat information will representatives receive before the meeting?

QWhat information will representatives receive after the meeting?

QWhat do interested individuals have to do to become a public and patient representative?

Draft Ground Rules

I will express my views and will respect the views of everyone on the group;

I will treat everyone on the group with respect;

I will not lose my temper or swear;

I will not use my involvement as a public / patient representative to influence my personal health care experiences;

I will respect the chair’s right to allow or ‘park’ discussion items;

I will not interrupt when someone else is speaking;

I will try to focus on solutions to problems rather than only focusing on the problem;

I will endeavor to make criticisms constructive;

I will come to meetings prepared;

I will stick to the point being discussed;

I will send my apologies if I am unable to attend a meeting.

MID AND WEST WALES PATIENT AND PUBLIC INVOLVEMENT DRAFT TEMPLATE FOR ROLE DESCRIPTION AND ROLE SPECIFICATION.

1.0Introduction

…………………..is committed to engaging fully with patients and the wider public to ensure that the views of those using the service are valued and considered from the planning stage to its implementation.

In order to drive the Patient and Public agenda forward, ……………… are hoping to recruit…………. Members of the public to join them in this exciting role.

2.0Aims of recruitment of members of the public on to specified area of interest

2.1 The public perspective will be considered and will inform the service developments across the locality.

2.2 The working group will be better informed through working with members of the public.

2.3 The members of the public will have the ability to influence the direction that the organisation takes

3.0 Process

3.1 A person check-list has been developed outlining the characteristics required of the role and the measurement process.

3.2 Short listing will be undertaken if necessary by the PPI working group in accordance with the check-list.

3.3 The representatives will be provided with a more detailed outline of the role and expectations through either group exercise / presentation and be invited to meet with nominated link person (s).

INDUCTION PACK CONTENTS LIST

INDUCTION PACK

Pre enrolment check list
Induction Process
Initial induction check list
Personal induction programme
Induction Process evaluation

POLICIES AND PROCEDURES

GENERAL OFFICE PROCEDURES

HEALTH AND SAFETY POLICY

FIRE POLICY

CONFIDENTIALITY AGREEMENT

BOARD MEMBER CONTACT LIST

ORGANISATIONAL CHART

IT INDUCTION PACK

ANNUAL LEAVE CARD

MONITORING OF LEAVE/ABSENCE CARD

MILEAGE FORM and details of how to claim expenses.

…………………………………………………………….(name of organisation)

INDUCTION

COMMENCEMENT CHECK LIST

(To be completed by the Mentor / Buddy)

Name:………………………………………………………………….

Working Group:……………………………………………………………………

Link Person:………………………………………………………..

Commencement Date:……………………………………………..

Signed Confidentiality Agreement

Internal telephone list updated

Work station/computer organised and ready for use (including standard stationery requirements)(If

required)

Induction booklet completed and ready for arrival

Security Badge arranged 

Assign Buddy and/or mentor

Arrange IT Induction (if appropriate)

Signed:………………………………………….Date:…………………………………………….

………………………………………………………….(name of organisation)

INDUCTION PROCESS

Welcome to ………………………….. (name of organisation)

In order to help you settle in and feel part of the team, we have prepared this PPI Representative Induction Booklet, which, it is hoped, will make your introduction into the organisation as smooth and informative as possible.

The induction process begins during recruitment and selection, when the prospective PPI representative first begins to learn about the organisation and forms a first impression of the people who work here. A good induction programme avoids problems by positively helping the newcomer to settle in and find their place in the organisation. This process is equally as important, if not more so, for people who join us as volunteers with little background knowledge of the organisation. With this aim in mind we have arranged the following:

On your first day of your involvement, you will be met by ……………. (and/or the Buddy/Mentor assigned to you) who will ensure that your:

Enrolment process is completed

Initial Induction is undertaken

Following your initial induction, arrangements will be made for you to meet with your mentor/ buddy so that you can discuss and agree your personal ongoing induction programme, which will take place over an agreed period.

Once you have completed the agreed induction programme, you and your mentor/buddy should sign the form attached, a copy of which will be filed on your personal file.

An evaluation of the induction process is essential in assessing how quickly and effectively you have settled into the organisation. It will also help to highlight areas in which you may require further knowledge and training and will help us in improving our induction programme. With this in mind, we have included an evaluation form at the end of the pack, which you will need to complete six months after the date of your involvement.

………………………………. (name of organisation)

INITIAL INDUCTION CHECK LIST

SECTION ONE

(To be completed by designated person)

Name:……………………………………………………..

Title:……………………………………………………….

Mentor/Buddy:……………………………………………

Daily working hours:

from……………………………..to…………………………………..

Commencement Date:………………………………….

Time of arrival:…………………………………………...

Meeting arranged with mentor/ buddy YES/NO

Date:……………………………..

Time:…………………………….

Meeting arranged with specified other, if applicable: YES/NO

Date:…………………………….

Time:…………………………….

Induction with IMT (if applicable): YES/NO

Date:…………………………….

Time:…………………………….

SECTION TWO (to be undertaken by designated person)

Enrolment

-enrolment form completed

-copy of Birth Certificate obtained

-copy of Education/Training certificates obtained (if applicable)

-CRB check initiated or completed (if applicable)

Housekeeping

( if applicable)

fire policy explained (attached)

health & safety policy explained (attached)

incident reporting procedure

VDU assessment form (attached)

security policy

ID badge

confidentiality form (attached)

equal opportunities 

race relations 

occupational health

sickness and absence) as appropriate

annual leave)

smoking

alcohol

finance procedure 

welsh language scheme 

essential car user form completed

travel expenses claim procedure explained

Organisational staff phone book

board members contact list

tour of the building carried out 

door codes issued 

alarm code issued (if applicable) 

alarm training undertaken(if applicable)

location of first aid provisions 

location of fire exits

location of fire extinguishers 

general office routines explained (attached) 

telephone system explained 

meeting room bookings system 

location of relevant Policies and Procedures made known

Date completed:

Signed:…………………………. (Volunteer)

Signed:…………………………. (Inducting Officer)

…………………………… Organisation

PERSONAL INDUCTION PROGRAMME

(to be agreed jointly by buddy / mentor and Volunteer)

Name:……………………………………………………..

Title:……………………………………………………….

Buddy / Mentor……………………………………………

Daily working hours (if applicable)

from……………………………to………….……………..

Commencement Date:………………………………….

Recommended contacts within organisation:

Organisation

Name / Title / Contact Tel. No.

Recommended contacts in other Organisations:

Name / Title / Directorate / Contact Tel. No.

………………….. NHS Trust

Name / Title / Directorate / Contact Tel. No.

……………………….Local Authority

Name / Title / Directorate / Contact Tel. No.

Other

Name / Title / Directorate / Contact Tel. No.

Recommended useful meetings to attend as an observer

Meeting / Organisation / Date/Time/Venue

Training and Development Requirements as discussed with mentor / Buddy.

Useful reading
E.g minutes of previous minutes

Any other action agreed.

…………………………………………………………………………………………

Signed:……………………………………..(mentor / buddy)

Signed: …………………………………….(PPI representative)

Date:…………………………………………

…………………………………………..(ORGANISATION)

INDUCTION PROCESS EVALUATION

(to be completed by the PPI representative six months after commencement of involvement)

Name:…………………………………………………………………………..

Title:…………………………………………………………………………….

Commencement Date:………………………………………………………

Please complete the following questionnaire to enable us to evaluate the induction programme and to address any training and development needs highlighted.

1Before becoming a representative

Do you feel that you were given sufficient information? Please comment on anything else that would have been helpful to you.

………………………………………………………………………………………..

……………………………………………………………………………………….

1.0Were the instructions you were given prior to your commencement adequate to ensure you knew who and where to report to on your first day? YES/NO

If no, what further information would you have liked provided?

2Organisation Induction

2.0Were you happy with the induction process – if not, please let us know anything we should consider changing that may be more helpful or supportive?

2.2Did you feel that the induction pack was useful? YES/NO

If no, please comment on what you think could be added/deleted to improve the pack.

2.1Do you know where to find the following:

Emergency fire procedure

Fire exits
Fire extinguishers
Fire assembly point
Health & Safety Policy
First Aider
First Aid Box

3.0 Training and Development Requirements

3.1Please list any training and development required/agreed with your Mentor (including IT/computer training)

Thank you for completing this evaluation form.

Please sign and return the completed confidential questionnaire to your Mentor

Signed:…………………………… Date:………………………………

RETAINING PUBLIC AND PATIENT REPRESENTATIVES

Recruiting public and patient representatives can be challenging and retaining these representatives can be equally so. To retain representatives it is vital to consider their motivations for getting involved and understanding in essence, what is in it for them. While representatives feel valued, involved and are making a difference they are more likely to continue with their commitment to attend.

A brief checklist for retaining representatives would include addressing the key issues of motivation, valuing involvement and the purpose of representation

Purpose

What is the purpose of having a public / patient representative?

What is expected of the public / patient representative?

Is there an opportunity for public / patient representatives to make a difference?

If ideas etc are not taken forward is there an explanation / feedback as to why a particular decision has been made?

Motivation

Why do public / patient representatives attend?

What do public / patient representatives get out of attending?

Valuing involvement

Are public / patient representatives contributions valued?

Is there any recognition / reward for continued involvement?

Are there mechanisms in place to support for public / patient representatives?

Can any benefits be provided for public / patient representatives (e.g. access to in-house training opportunities, signposting to voluntary organisations etc who can offer additional training)?

How does the organisation show public / patient representatives are appreciated?

All PPI initiatives should be evaluated utilizing the toolkit within Signposts Two.

Contributors:

Joanne Lane, Swansea Local Health Board

Nicola O’Sullivan, Carmarthen Local Health Board

Norma Owen, Bro Morgannwg NHS Trust

Jane Poulter, NHS Direct Wales

Ruth Saele, NHS Direct Wales

August 2005