UNIVERSITY HOSPITALS OF MORECAMBE BAY NHS TRUST
TRUST BOARD MEETING
To be held on 21 July 2010 Agenda No 11b
Report of: / Security Management Director – Peter DyerPaper Prepared by: / Anna Smith – Head of Occupational Health and Safety/Local Security management Specialist
Date of Paper: / 11 June 2010
Subject: / Local Security Management Specialist Annual Report
Care Quality Commission Standards: / Outcomes 4,7,9,10,11,13,14,19 and 20
Assurance Framework Link:
Auditors Local Evaluation (ALE) Link:
Background Papers:
Item Considered at Earlier Committees
(pls detail mtgs):
Patient & Public Involvement:
In case of query, please contact: / Anna Smith – Ext 55343
Purpose of Paper:
To present a summary of the work carried out in the year 2009/10 around the nationally defined NHS Security management agenda.
The Board is asked to acknowledge the progress made and accept the report. The Board should be aware that submission of an annual report to the NHS Security Management Service is taken in to account at the annual CQC risk summit.
AGENDA ITEM NO
TRUST BOARD MEETING: 21 JULY 2010
ANNUAL SECURITY REPORT
2009-2010
1.0 Introduction
1.1 This report presents the Trust’s activity relating to the management of security and violence to staff for the year 2009/10
1.2 The safety and security of its staff, patients, visitors and physical assets including buildings is a priority for the Trust. Many of the people who use the Trust facilities experience high levels of stress and anxiety and their behaviour can be challenging. The Trust has a strong track record with regard to safety and security, and staff wellbeing is of paramount importance.
1.3 The Trust seeks to deter crime and provide a safe and secure environment; it is important, therefore, that staff report all security incidents, so that measures can be implemented to prevent similar occurrences happening.
1.4 It should be recognised and acknowledged that the majority of the work to safeguard staff and assets is undertaken by members of staff who participate actively in our security management arrangements, especially the Trust Security Strategy Group, Violent Patient Marker Group and Site Security Groups.
1.5 It should also be appreciated that effective security management relies on good quality information and reporting and those who have been active in doing this and sharing information should be commended.
2.0 Purpose
2.1 To advise the Trust Board of work undertaken during 2009/2010 by the Local Security Management Specialist (LSMS) and progress made in reducing criminal activity.
2.2 It is recommended that this report should be formally distributed to all Departmental Managers, Heads of Department and Managers following acceptance by the Trust Board.
3.0 The Trust’s security management obligations
The Trust’s obligations in respect of the management of security are set out in the following key documents:
3.1 Health and Safety legislation that requires the Trust to take steps to protect the welfare of its staff.
3.2 In April 2003, the NHS Security Management Service (NHS SMS) was established to develop and maintain national security standards within the health service – particularly the safety of health service staff. The aim of the NHS SMS is to protect the NHS so that it can better protect public health.
3.3 The NHS SMS has policy and operational responsibility for the management of security within the NHS in England. The strategy includes the introduction of Accredited Local Security Management Specialists (LSMS) within each Trust, to provide professional skills and expertise in tackling Security management issues. The LSMS for the Trust is Anna Smith, Head of Occupational Health and Safety
3.4 In line with the NHS Security Management Service strategy document “Protecting your NHS: A Professional Approach to Managing Security in the NHS”, this report will refer to the 7 generic actions for managing security:
§ Creating a pro-security culture
§ Deterring those who may attempt to breach security
§ Preventing security breaches from occurring
§ Detecting security incidents and breaches and ensuring these are reported
§ Investigating security incidents and breaches
§ Applying sanctions against those who breach security
§ Seeking redress through the criminal and civil justice systems
And the four priority actions for the protection of the following:
§ Patients and staff
§ NHS Property and assets
§ Drugs, prescription forms and hazardous materials
§ Violence & Aggression
3.5 For the year 20009/2010, the Healthcare Commission’s Standards for Better Health have contained a requirement to ensure that the Trust provides a safe and secure environment which protects patients, staff, visitors and their property and the physical assets of the organisation (Standard C20).
4.0 Assurance against these standards
Standard / Assurance VerificationThe organisation identifies issues of security / ● Security Policy and Procedures
● Evidence of communication
● Risk registers
Takes appropriate and effective steps to address security issues / ● Local risk assessments and security policies
● Security capital improvement plan
● Governance and reporting arrangements and minutes from Site Security groups, Trust Security Strategy Group and Integrated Risk Committee
● LSMS work plan
Regularly reviews the effects of steps taken to tackle security issues / ● Documented crime pattern analyses examined at Trust Security Strategy Group (TSSG)
● Progress monitoring against Conflict resolution Training (CRT) target
Has management and planning arrangements in place with appropriate roles defined and allocated. / ● Job Descriptions
● Security Management Director and
Non-Exec identified
● Terms of Reference and Minutes of Security Meetings
● Information sharing agreements in place with police and other agencies
● Minutes of multi agency meetings
●The Security Management Director and Local Security Management Specialist have access to the NHS Security Management Service Security Manual and updated information by email.
Has arrangements in place for dealing with incidents of physical and non-physical assault / ● Training and induction logs
● Mandatory Conflict Resolution Training
to all front line Staff
● Emergency response procedures in
place including security guarding
● Supporting staff through traumatic incidents policy
● Trust Security Policy and procedures
Has arrangements in place for the reporting and recording of physical and non-physical incidents / ● Completed Risk Management incident report forms
● Copies of RIDDOR (Reporting of Incidents Diseases and Dangerous Occurrences Regulations) report forms
● Incident reporting policy and procedure
● Evidence that Physical Assaults are reported to the NHS Security Management Services
● Risk Registers detailing security issues
5.0 Local Security Management Specialist’s (LSMS) work plan for 2009/10
5.1 The following key areas of work have been completed during 2009/2010
5.2 Creating a Pro-Security Culture
5.2.1 The aim of creating a pro-security culture is to ensure that responsibility for security is accepted by all, and to demonstrate that the actions of the minority who breach security will not be tolerated. The Trust is continually developing and implementing security management initiatives in order to provide a safe and secure environment. These include:
§ Conflict Resolution Training sessions for all new Inductees to the Trust, giving including an overview of the measures taken to tackle violence & aggression within the Trust and crime prevention advice.
§ Trust Security Strategy Group – The group membership includes:
Security Management Director
Head of Occupational Health and Safety/LSMS – (Chair)
Divisional Manager Facilities
Staff-side Chair or Deputy
HR Business Partner
Matron Medical Division WGH/Medical Division rep
Core Clinical Divisional rep
Family Services Division rep
Surgical Division rep
Patient Services Manager RLI/RLI Site Security Group rep
Patient Services Manager FGH
North West Ambulance Service – Security Manager
Cumbria Police/Lancashire Police force reps
LSMSs from NHS Cumbria, Cumbria Partnership, North Lancashire PCT, Lancashire Care.
§ Site-specific Security Groups led by Facilities Divisional managers, continue to meet regularly at the three sites and are responsive to local security concerns. These groups identify and prioritise projects and improvements to which the year’s security budget of £30,000 has been allocated for all sites.
§ The Trust Security Policy is available on the intranet.
§ Security Awareness Month which is held annually in November within the Trust to promote a safe and secure environment for staff, patients, visitors and property. An additional campaign is normally held in the summer to keep up the profile of security awareness.
§ Staff are encouraged to report all incidents or breaches of security to the LSMS, Line Manager and where appropriate to the Police, in order to identify problem areas, and develop preventative measures. This year, the reporting procedure has been streamlined to ensure that security incidents of all types are reported through the online incident reporting system rather than non – violent incidents being reported through the Patient Services Managers, as has been the case historically. This has resulted in better quality data and easier analysis.
§ Inclusion of a violence and aggression section within the Mandatory Training Workbook emphasising the importance of reporting incidents and explaining the Violent Patient Marker system.
§ Local induction policy includes familiarisation with local security arrangements on a new employee’s first day in the workplace.
§ Encouragement of local police and Police Community Support Officers on to our premises as part of the normal beat and to use refreshment facilities to increase visibility and accessibility.
§ Departmental reviews of local security policies and risk assessments to ensure arrangements at the local ward and departmental level are under review within the divisions.
5.3 Deterring Security Incidents or Breaches
5.3.1 Effective liaison with the Trust’s Communications Officer is essential for promoting security initiatives via the local and internal media. This includes the pro-active approach to enhancing security measures, and the efforts made in prosecuting offenders who commit offences against Trust staff or premises.
5.3.2 Notices displaying successful prosecutions and sanctions applied to the perpetrators of violence are produced on a 6 monthly basis and displayed in public areas.
5.3.3 All capital schemes consider security in both the design and build stages.
5.3.4 CCTV systems with digital recording capacity are in use at all three sites and notices are displayed to highlight their use. Systems at all three sites have been extended within the last year to improve quality of images and coverage.
5.3.5 Security guarding has been piloted at RLI and FGH and the impact has been favourable in terms of staff’s perception of safety and the capacity to deal efficiently with security incidents allowing clinical staff to concentrate on providing care. Options for the future provision on a permanent basis are under consideration and will be finalised in the coming year.
5.4 Preventing Security Incidents or Breaches
5.4.1 The key to preventative action is a profound understanding of how and why incidents occur and to learn from that understanding. In order to achieve this, the following action are taken:
§ Sharing best practice - The Trust’s LSMS attends quarterly meetings with other LSMS’s to share best practice and, where appropriate, share intelligence on security breaches.
§ Conflict Resolution Training – this is the largest training programme in NHS history. The national syllabus has been designed to help staff to avoid, prevent and deal with potentially violent and aggressive situations which may arise in the workplace. It is a Trust requirement for all front line to receive the training and, for this Trust, the Dept of Health estimates that to be just under 5000 staff. It was identified this year that an additional resource is required to ensure the Trust can meet the demand for initial training and subsequent refresher training and an additional LSMS will be appointed in 2010/11. The Trust has achieved 83% of the required target and aims to meet it’s target by April 2011 through an intensive programme of delivery. It should be recognised that some staff are now overdue for refresher training and this will addressed as a priority.
§ Access Control – Access control systemsaredual purpose in that they safeguard Trust assets, and are useful in helping toprotect Staff, Patients and visitors. Appropriateaccess controls, that staffcan easilyuse and have confidence in, can helpin the prevention ofa variety ofsecurity-related incidents. The access systems implemented within the Trustare designed to ensure that onlyauthorisedmembers of staffand bona-fidepatients/members of the publiccan gain access toclinics/departments etc.
5.5 Detecting Security Incidents and Breaches and Ensuring these are reported
5.5.1 Statistics are included within the appendix to this report. These statistics are used as a benchmark for future years. The results are used to determine whether security management initiatives have had any bearing on the number of reported incidents. Key to gathering statistical information is the promotion a pro-security culture amongst staff to encourage them to report all incidents.
5.5.2 The NHS Staff Survey indicates that staff at UHMBT have above average confidence in the fairness and effectiveness of the incident reporting mechanisms compared with staff in other Trusts. However, 5% of the sample indicates that they have experienced or seen an incident in the last 12 months but not reported it. We will seek to address this over the coming year.
5.6 Investigating Security Incidents and Breaches
5.6.1 If appropriate, the Police will be contacted as soon as reasonably practicable, and full co-operation given in any subsequent investigation.
5.6.2 The LSMS is trained to carry out investigative interviews in accordance with the Police & Criminal Evidence Act 1984 (PACE) and the use of the Police (PEACE – Prep/Planning, Engage/Explain, Account, Closure, Evaluate) interviewing model, if the Police decide not to pursue the investigation. However, capacity to do this has been limited and no such investigations have yet been carried out in this way.
5.6.3 Security-related incidents such as theft and criminal damage perpetrated by staff may be reported via the incident reporting system. The LSMS will liaise with Human Resources on investigation, prior to any disciplinary action being considered as a criminal prosecution may be required, along with action to recover any costs incurred by the Trust.
5.7 Seeking to Apply Sanctions
5.7.1 There are a range of legal sanctions which can be taken against individuals (or groups) who abuse NHS staff and professionals. These range from criminal prosecution and Anti Social Behaviour Order (ASBO) to civil injunctions.