NTW(HR)24 V01.2 The Use of Social Networking Sites and New Media Policy

Transcription

1 Dcument Title Reference Number Lead Officer Authr(s) (name and designatin) Ratified by Scial Media Plicy NTW(HR)24 Jhn Lawlr, Chief Executive Will Green, Head f Cmmunicatins Trust-wide Plicy Grup Date ratified August 2014 Implementatin Date August 2014 Date f full implementatin August 2014 Review Date August 2017 Versin number V02 Review and Amendment Lg Versin Type f Change Date V02 Review XXXX Descriptin f Change Cmplete re-write f Plicy Updated Standard Appendices This plicy supersedes the fllwing Plicy which must nw be destryed: Dcument Number Title NTW(HR)24 V01.2 The Use f Scial Netwrking Sites and New Media Plicy

2 Scial Media Plicy Sectin Cntents Page N. 1 Intrductin 1 2 Purpse 2 3 Duties, Accuntabilities and Respnsibilities 2 4 Definitin f Terms Used 3 5 Private Use f Scial Media 4 6 Prfessinal Use f Scial Media 5 7 Identificatin f Stakehlders 5 8 Training 6 9 Implementatin 6 10 Mnitring and Cmpliance 6 11 Fair Blame 7 12 Fraud, Bribery and Crruptin 7 13 Equality and Diversity Assessment 7 14 Assciated Dcuments 7 Standard Appendices attached t Plicy A Equality Analysis Screening Tlkit 8 B Training Checklist and Training Needs Analysis 10 C Audit Mnitring Tl 12 D Plicy Ntificatin Recrd Sheet 13

3 1 Intrductin 1.1 Nrthumberland, Tyne and Wear NHS Fundatin Trust (the Trust / NTW) is making increased use f Scial Media and Netwrking t engage with service users, staff and ther stakehlders. 1.2 These prfessinal nline digital interactins are encuraged by the Trust and their use is likely t be further extended as new cmmunicatins channels becme available. 1.3 Scial Media is the term cmmnly used fr web-based and ther mbile cmmunicatins technlgies that enable messages and pinins t be shared in dialgue with thers wh ften share the same cmmunity interests. Such technlgies can include blackberry messaging, instant messaging and ther similar services. 1.4 Scial Netwrking is the use f interactive web based sites r scial media sites, allwing individuals n-line interactins that mimic sme f the interactins between peple with similar interests that ccur in life. Ppular examples include Facebk, Twitter and LinkedIn. 1.5 This Plicy is necessary as many emplyees enjy sharing their prfessinal knwledge and experience with thers f similar rles and interests. The Trust encurages these prfessinal nline activities and acknwledges that staff can imprve their persnal skills and experience thrugh relevant interactins with clleagues utside the Trust. 1.6 Hwever, the Trust has a respnsibility t ensure the peratinal effectiveness f its business, including its public image, reputatin and fr the prtectin f its infrmatin assets f all kinds. This invlves ensuring cnfidentiality and maintaining security in accrdance with NHS Infrmatin Gvernance Plicy and Gd Practice. 1.7 As in all their cnduct, staff must be mindful f hw their behaviur n Scial Media reflects the values f the Trust: Care and Cmpassinate Put urselves in ther peple's shes; Listen and ffer hpe; Fcus n recvery; Be apprachable; Be sensitive and cnsiderate; Be helpful; G the extra mile. Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

4 Respectful Value the skill and cntributin f thers; Give respect t all peple; Respect and embrace difference; Encurage innvatin and be pen t new ideas; Wrk tgether and value ur partners. Hnest and Transparent Have n secrets; Be pen and truthful; Accept what is wrng and strive t put it right; Share infrmatin; Be accuntable fr ur actins. 2 Purpse 2.1 This Plicy is prvided s that members f staff f the Trust are aware f their persnal respnsibilities fr apprpriate use f scial media. 3 Duties, Accuntabilities and Respnsibilities 3.1 The Trust is cmmitted alng with its staff and staff side partners, t prviding and envirnment where staff are treated with dignity and respect in all areas f their wrk and that includes any activities that may be cnnected r be related t their place f wrk. 3.2 The Trust views any activity cmmitted by a NTW emplyee whilst using a scial netwrking site that may be viewed as discriminatin, harassment, bullying r victimisatin twards anther emplyee, patient r carer r family member f a service user f NTW, as a serius cntraventin f its cmmitment t equal pprtunities. 3.3 Any perpetratr f such actin may be subject t disciplinary actin up t and including dismissal in accrdance with the Trust s Disciplinary Plicy NTW(HR) The Trust als views any activity cmmitted by a NTW emplyee whilst using a scial netwrking site, that may bring the Trust in disrepute as a serius cntraventin f the standards f behaviur expected f all Trust emplyees. Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

5 Any perpetratr f such actin may be subject t disciplinary actin up t and including dismissal in accrdance with the Trust s Disciplinary Plicy NTW(HR) All Managers have a respnsibility t ensure emplyees are infrmed f this Plicy and that inapprpriate activities carried ut by emplyees n scial netwrking site that have a negative r detrimental impact n the Trust, clleagues, patients r service users may be viewed as a disciplinary ffence. Managers made aware f any such activity shuld take immediate actin and seek the advice f Wrkfrce at the first pprtunity. 3.6 All Emplyees f the Trust have a persnal respnsibility fr their wn behaviur and are required fr ensuring their cnduct is in line with the standards set ut in this Plicy. Staff shuld: Be aware f this Plicy and cmply with it; Set a psitive example by treating thers with respect at all times; D nt make persnal r ffensive cmments; Be supprtive f clleagues wh may be subject t inapprpriate activities n scial netwrking sites. 3.7 The Cmmunicatins Department will have respnsibility fr mnitring the effectiveness f this plicy which will be regularly reviewed. 4 Definitin f Terms Used Lead Officer: The Directr accuntable fr the Plicy; Authr(s): The persn nminated by the Lead t prepare the Plicy; Develpment: A prcess by which smething passes by degrees t a different stage, prcess f clarificatin; Cnsultatin: An exchange f views, time limited perid during which the views / advice f thers are sught t further infrm the Plicy cntent; Ratify: Frmal agreement and acceptance; Implement: Put int practice / peratin; Embedded: Established; Review: Reassess. Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

6 5 Private Use f Scial Media 5.1 Staff f the Trust may use Scial Media fr private purpses during their wrk breaks. 5.2 Staff shuld be aware that the Trust reserves the right t mnitr the web, including scial netwrking sites, fr cntent that it finds inapprpriate. 5.3 The Trust als reserves the right t mnitr staff usage f scial netwrking sites in wrk time. 5.4 When using scial media, members f staff are encuraged t state that they are cmmunicating in a persnal capacity. 5.5 This can be dne by adding a disclaimer t private nline prfiles, such as All views are my wn and d nt necessarily reflect thse f my emplyer. 5.6 Members f staff are ultimately respnsible fr their wn nline behaviur. Hwever, they remain bund by the Trust s Disciplinary Plicy - NTW(HR) Scial media has blurred the bundaries between a persn s private and prfessinal lives. Members f staff wh use scial media in their persnal life shuld therefre be mindful that inapprpriate use culd damage their wn reputatin and that f the Trust, and culd lead t disciplinary actin being taken. 5.8 Many members f staff are als bligated by prfessinal cdes f cnduct which require apprpriate, cnfidential and respnsible behaviur in all cmmunicatins, private and prfessinal; nline r therwise. 5.9 The fllwing are the Scial Media Plicies f a number f prfessinal rganisatins f which staff may be members. The fllwing list is nt exhaustive and shuld nt be taken as such: Nursing & Midwifery Cuncil General Medical Cuncil Health and Care Prfessins Cuncil Ryal Cllege f General Practitiners British Medical Assciatin Ryal Cllege f Nursing Ryal Pharmaceutical Sciety British Assciatin f Occupatinal Therapists & Cllege f Occupatinal Therapists British Dietetic Assciatin Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

7 Chartered Sciety f Physitherapy 6 Prfessinal Use f Scial Media 6.1 Staff are nt authrised t use Scial Media t cmmunicate n behalf f the Trust as a whle. 6.2 This des nt mean that members f staff are prhibited frm stating that they wrk fr the Trust and frm making prfessinal statements, nly that they cannt imply that their views are the views f the Trust as a whle. 6.3 When a member f staff identifies their assciatin with the Trust fr example, by stating they wrk fr the Trust and / r discusses their wrk, they are expected t behave prfessinally, and in a way that is cnsistent with the rganisatin s values and plicies. 6.4 Staff may use Scial Media in wrk time s lng as there is a clear prfessinal purpse, such as viewing training material n YuTube r taking part in a prfessinal frum n Twitter. 6.5 Staff must nt disclse infrmatin abut the Trust that is r may be sensitive r cnfidential, such as infrmatin abut service users, ther staff and stakehlders, ther rganisatins, cmmercial suppliers and ther infrmatin abut the Trust and its business activities. 6.6 Crprate lgs r ther visible markings r identificatins assciated with the Trust may nly be used where prir permissin has been btained frm the Cmmunicatins Team. 6.7 All fficial scial media sites are managed by the Cmmunicatins Department. N ther teams / staff within the Trust shuld set up crprate sites withut the authrisatin f the Cmmunicatins Department. 6.8 Staff shuld nt set up sites that are made t resemble an fficial site. 7 Identificatin f Stakehlders 7.1 This Plicy applies t all Trust emplyees and fllwing the criteria set ut in NTW(O)01 Develpment and Management f Prcedural Dcuments, this Plicy was circulated Trust-wide fr a fur week cnsultatin t the standard distributin listed belw: Senir Management Team; Lcal Negtiating Cmmittee; Cnsultant Psychiatrists; Planned Care Grup; Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

8 Specialist Care Grup; Urgent Care Grup; Psychlgical Services; Clinical Gvernance and Medical Directrate; Safeguarding; Trust Allied Health Prfessin Service Steering Grup; Finance, IM&T, Estates and Perfrmance; Staff-Side; Trust Pharmacy; Wrkfrce; Cmmunicatins. 8 Training 8.1 New starters will be made aware f the Plicy thrugh Inductin Training. The Plicy will als be included in the Managers Reference Bk and cpies will be available via the Trust Intranet and Plicy Files kept n the ward. 8.2 A Rlling Prgramme f Scial Media Training will be cnducted acrss the Trust t intrduce staff t the new Plicy and give them general advice n the safe use f scial media. 9 Implementatin 9.1 Taking int cnsideratin all the implicatins assciated with this Plicy, it is cnsidered that this Plicy will be implemented with immediate effect. 10 Mnitring and Cmpliance 10.1 Plicy cmpliance will be the reprting f the number f disciplinary cases stemming frm inapprpriate activity by emplyees n scial netwrking r ther new media sites The Plicy will als be part f the Trust s Inductin Prgramme and the number f staff wh have cmpleted Crprate and Lcal Inductin will be recrded. Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

9 11 Fair Blame 11.1 In terms f reprting incidences relating t scial media use the Trust endrses the view that, wherever pssible, disciplinary actin will nt be taken against members f staff wh reprt near misses and adverse incidents, althugh there may be clearly defined ccasins where disciplinary actin will be taken. 12 Fraud, Bribery and Crruptin 12.1 In accrdance with the Trust s Plicy, NTW(O)23 Fraud, Bribery and Crruptin Plicy and Respnse Plan, all suspected cases f fraud and crruptin shuld be reprted immediately t the Trust s Lcal Cunter Fraud Specialist r t the Directr f Finance. 13 Equality and Diversity Assessment 13.1 In cnjunctin with the Trust s Equality and Diversity Officer this Plicy has undergne an Equality and Diversity Impact Assessment which has taken int accunt all human rights in relatin t disability, ethnicity, age and gender. The Trust undertakes t imprve the wrking experience f staff and t ensure everyne is treated in a fair and cnsistent manner. 14 Assciated Dcuments NTW(O)01 Develpment and Management f Prcedural Dcuments; NTW(O)23 Fraud, Bribery and Crruptin Plicy and Respnse Plan; NTW(HR)04 Disciplinary Plicy. Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

10 Appendix A Names f Individuals invlved in Review Equality Analysis Screening Tlkit Date f Initial Screening Review Date Christpher Rwlands April 2014 April 2017 Trust-wide Service Area / Directrate Plicy t be analysed NTW(HR)24 - Scial Media Plicy Is this plicy new r existing? Existing What are the intended utcmes f this wrk? Include utline f bjectives and functin aims Scial Netwrking is the use f interactive web based sites r scial media sites, allwing individuals n-line interactins that mimic sme f the interactins between peple with similar interests that ccur in life. Ppular examples include Facebk, Twitter and LinkedIn. This Plicy is necessary as many emplyees enjy sharing their prfessinal knwledge and experience with thers f similar rles and interests. The Trust encurages these prfessinal nline activities and acknwledges that staff can imprve their persnal skills and experience thrugh relevant interactins with clleagues utside the Trust. Wh will be affected? e.g. staff, service users, carers, wider public etc Staff Prtected Characteristics under the Equality Act The fllwing characteristics have prtectin under the Act and therefre require further analysis f the ptential impact that the plicy may have upn them Disability Sex Race Age Gender reassignment (including transgender) Sexual rientatin. Religin r belief Marriage and Civil Partnership Pregnancy and maternity N impact N impact N impact N impact N impact N impact N impact N impact N impact Carers Other identified grups N impact N impact Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

11 Hw have yu engaged stakehlders in gathering evidence r testing the evidence available? Thrugh standard cnsultatin rutes Hw have yu engaged stakehlders in testing the plicy r prgramme prpsals? Grup set up t review the Plicy Fr each engagement activity, please state wh was invlved, hw and when they were engaged, and the key utputs: Plicy Review Grup engaged via meetings and crrespndence key utput revised Plicy Summary f Analysis N impact Nw cnsider and detail belw hw the prpsals impact n eliminatin f discriminatin, harassment and victimisatin, advance the equality f pprtunity and prmte gd relatins between grups. Where there is evidence, address each prtected characteristic Eliminate discriminatin, harassment and victimisatin Nt applicable Advance equality f pprtunity Prmte gd relatins between grups What is the verall impact? Nt applicable Nt applicable Nt applicable Addressing the impact n equalities Nt applicable Frm the utcme f this Screening, have negative impacts been identified fr any prtected characteristics as defined by the Equality Act 2010? NO If yes, has a Full Impact Assessment been recmmended? If nt, why nt? Manager s signature: Chris Rwlands Date: April 2014 Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

12 Appendix B Cmmunicatin and Training Check List fr Plicies Key Questins fr the accuntable cmmittees designing, reviewing r agreeing a new Trust plicy Is this a new plicy with new training requirements r a change t an existing plicy? If it is a change t an existing plicy are there changes t the existing mdel f training delivery? If yes specify belw. Existing Plicy N Are the awareness/training needs required t deliver the changes by law, natinal r lcal standards r best practice? Please give specific evidence that identifies the training need, e.g. Natinal Guidance, CQC, NHSLA etc. Please identify the risks if training des nt ccur. Please specify which staff grups need t undertake this awareness/training. Please be specific. It may well be the case that certain grups will require different levels e.g. staff grup A requires awareness and staff grup B requires training. Is there a staff grup that shuld be priritised fr this training / awareness? Please utline hw the training will be delivered. Include wh will deliver it and by what methd. The fllwing may be useful t cnsider: Team brief/e bulletin f summary Management cascade Newsletter/leaflets/payslip attachment Fcus grups fr thse cncerned Lcal Inductin Training Awareness sessins fr thse affected by the new plicy Lcal demnstratins f techniques/equipment with reference dcumentatin Staff Handbk Summary fr easy reference Taught Sessin E Learning Please identify a link persn wh will liaise with the training department t arrange details fr the Trust Training Prspectus, Administratin needs etc. All staff shuld have an awareness f the Plicy and understanding f their wn respnsibilities All staff A Rlling Awareness Training Prgramme will be prvided by the Cmmunicatins Team and will take place n an n-ging basis acrss a number f frmats which includes Wrkshps, Written Instructins and Other Mechanisms yet t be determined Trust Inductin and Team Brief Will Green Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

13 Appendix B cntinued Training Needs Analysis Staff / Prfessinal Grup Type f Training Duratin f Training Frequency f Training All Staff Rlling Awareness Prgramme On-ging basis On-ging basis Cpy f cmpleted frm t be sent t: Training and Develpment Department, St. Nichlas Hspital Shuld any advice be required, please cntact: (internal 32216) Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

14 Mnitring Tl Appendix C Statement The Trust is wrking twards effective clinical gvernance and gvernance systems. T demnstrate effective care delivery and cmpliance, plicy authrs are required t include hw mnitring f this Plicy is linked t auditable standards / key perfrmance indicatrs will be undertaken using this framewrk. NTW(HR)24 Scial Media Plicy - Mnitring Framewrk Auditable Standard / Key Perfrmance Indicatrs Frequency / Methd / Persn Respnsible Where results and any assciated actin plan will be reprted t, implemented and mnitred; (this will usually be via the relevant gvernance grup) 1. Breaches f this Plicy will be captured using the Precise Scial Media Mnitring Tl Weekly Scial Media Mnitring Reprt cmpiled and sent via e- mail frm the Cmmunicatins Department Six mnthly Scial Media Mnitring Reprt delivered by the Head f Cmmunicatins Senir Management Team Senir Management Team The Authr(s) f each Plicy is required t cmplete this mnitring template and ensure that these results are taken t the apprpriate Quality and Perfrmance Gvernance Grup in line with the frequency set ut. Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August

15 Plicy Ntificatin Recrd Sheet Plicy number NTW(HR)24 Plicy title Scial Media Plicy V02 Date issued August 2014 Date f full implementatin Immediate Directrate/Service/Ward/Department Received by Date received Date placed in plicy file I have read the abve plicy and understand its cntents. Appendix D Name (print) Signature Designatin Service/Ward/Dept. Date This frm is t be kept up t date at all times t act as a clear recrd that all relevant staff have received ntificatin f the existence f the abve Plicy, that they have read it and understd its cntents. Frm t be retained in the Plicy File in frnt f the Plicy specified. Plicies and Plicy Index Lists are available via Trust Intranet. Index Lists are cntinually updated and current Lists shuld be retained in the frnt f Plicy Files. Nrthumberland, Tyne and Wear NHS Fundatin Trust NTW(HR)24 - Scial Media Plicy V02 August