Management of Central Alert System (CAS) Alerts

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1 East Midlands Ambulance Service NHS Trust Management of Central Alert System (CAS) Alerts Links The following documents are closely associated with this procedure: Health and Safety Policy Learning from Incidents, Complaints and Claims Implementation of National Guidance Policy Document Owner : Document Lead: Document Type: For use by: Director of Nursing and Quality Head of Safety and Patient Experience Health and Safety Procedure All staff Equality Impact Assessment August 2014 This document has been published on the: Name Date Library (EMAS Public Drive) 10 September 2014 Intranet 10 September 2014 Management of Central Alert System (CAS) Procedure Page: Page 1 of 7

2 Version Control Document Location If using a printed version of this document ensure it is the latest published version. The latest version can be found on the Trust s Intranet site. Version Date Approved Publication Date Approved By Summary of Changes August 2014 September 2014 Operational Governance Group New procedure for the Trust Management of Central Alert System (CAS) Procedure Page: Page 2 of 7

3 Management of Central Alert System (CAS) Alerts Contents Page 1. Introduction 4 2. Objectives 4 3. Scope 4 4. Definitions 4 5. Responsibilities 4 6. Acknowledgement of CAS Alerts 5 7. Assessing Relevancy of CAS Alerts 5 8. Alerts Relevant to the Trust 6 9. Consultation References Monitoring Compliance and Effectiveness 7 Management of Central Alert System (CAS) Procedure Page: Page 3 of 7

4 1. Introduction 1.1 The Central Alert System (CAS) is an electronic web-based system developed by the Department of Health (DH). Patient safety alerts, emergency alerts, drug alerts, Dear Doctor letters and medical device alerts are sent through this IT system on behalf of the Medicines and Healthcare Products Regulatory Agency, the National Patient Safety Agency and the Department of Health. 1.2 Alerts circulated through the Central Alerting System (CAS) are developed through the Department of Health aggregated analysis of incidents and risk assessment in workplaces and healthcare providers around the UK. It is therefore essential the Trust ensures that learning from these safety alerts is effectively received, acknowledged, assessed for relevance to all or part of the Trusts operations, appropriately targeted within the Trust and acted upon to reduce the likelihood of the identified risk occurring or recurring. 2. Objectives 2.1. The objectives of this procedure are to: establish and promote an effective auditable approach to the management of all CAS notifications ensure staff receive relevant safety alerts and notifications in a timely manner for them to action as necessary ensure the right people, receive and assess the right alerts at the right time provide assurance to the Trust Board, through the Clinical Governance Group and Quality and Governance Committee any necessary action has been taken 3. Scope 3.1. This procedure applies to all Trust employees. 4. Definitions 4.1 Central Alert System (CAS) is the Department of Health s web based system used for sending important patient safety information and guidance to the NHS and independent healthcare and social care providers. CAS was created in 2008 from the merger of SABS (Safety Alert Broadcast System) and the Public Health Link. 5. Responsibilities 5.1. The Chief Executive has overall responsibility for health and safety within the Trust and this includes the management of CAS Alerts. This responsibility is devolved to the Director of Nursing and Quality The Head of Safety & Patient Experience is responsible for ensuring robust processes are in place within the Trust for the effective identification, dissemination and implementation of CAS Alerts. This responsibility is devolved on a day to day basis to the Health and Safety Coordinator. Management of Central Alert System (CAS) Procedure Page: Page 4 of 7

5 5.3. The Health and Safety Coordinator is the designated CAS Liaison Officer for the Trust and is responsible for ensuring all alerts are acknowledged, assessed for relevancy by the respective leads. Where alerts are deemed relevant to the Trust they are also responsible for coordinating the Trusts response and any resultant actions The assistant manager- Specialist Buyer is responsible to assessing all equipment related CAS Alerts for their relevancy to the Trust 5.5. The Consultant Paramedics are responsible for assessing the relevancy of all clinically related CAS Alerts for their relevancy to the Trust 5.6. The Estates Manager is responsible for assessing the relevancy of all estates/facilities related CAS Alerts for their relevancy to the Trust The Clinical Governance Group is responsible for monitoring compliance with this procedure and providing assurance to the Quality Governance Committee and Trust Board on the effectiveness of this procedure. 6. Acknowledgement of CAS Alerts 6.1. Acknowledgment of CAS Alerts is currently required to be provided to the Department of Health (DH) within 24 hours of receipt All alerts are received by the Trust via . They are sent to the group which consists of the Health and Safety Coordinator - the nominated lead responsible for the management of the alerts, Health and Safety Support Officer and the Nursing & Quality Administrators 6.3 All alerts are acknowledged within 24 hours by a member of the SABS EMAS group via the CAS website, with the required field assessing relevance being marked. 7. Assessing Relevancy of CAS Alerts 7.1 The alert is read and assessed for relevance to the Trust by the Health & Safety Coordinator. It is checked with the relevant expert leads within the Trust for confirmation of relevance to EMAS as follows: MHRA Alerts Assistant Manager - Specialist Buyer NPSA/Clinical Alerts Consultant Paramedics NHS Estates Alerts Estates Manager 7.2 When assessed, the Health and Safety Coordinator will access the CAS website to enter the response on behalf of the Trust. 7.3 If the alert is not relevant to EMAS it is closed down by entering the action not required field and submitting a The Trusts rationale for no action being required. An example of an appropriate rationale would be a piece of equipment not used by the Trust. Management of Central Alert System (CAS) Procedure Page: Page 5 of 7

6 8.0 Alerts Relevant to the Trust 8.1 If the alert is relevant to EMAS the alert will be marked as Action required-ongoing within the CAS website. Details will be provided on what actions are proposed to implement the alert as well as relevant timescales for completion. All timescales must be within the final completion date stipulated in the original CAS Alert. 8.2 It is the respective expert lead s responsibility to identify what action is necessary to implement the CAS Alert and where necessary develop appropriate actions. All identified actions will be added to the Clinical Governance Action Plan and monitored to completion by Clinical Governance Group. Actions related to equipment will also be monitored by the Supplies and Equipment Working Group. 8.3 On rare occasions, there may be exceptional circumstances which result in the Trust not being able to meeting the stipulated completion dates for CAS Alerts. In these situations the respective lead must highlight this to the Clinical Governance Group at the earliest opportunity detailing the rationale for not meeting the required deadline and requesting an extension. If such an extension is approved by the Group the Health and Safety Coordinator will update the CAS Alert website with the agreed rationale. 8.4 Once all identified actions are completed, evidence of completion should be sent to the Health and Safety Coordinator for filing. Examples of appropriate evidence would include a copy of a Safety Notice with evidence of its dissemination to relevant departments. 8.5 On receipt of the required evidence of completion the Health and safety Coordinator will close the alert within the CAS website by marking it as complete. 8.6 A central evidence database of decisions around relevancy and actions taken will be maintained by the Health and Safety Team. 9.0 Consultation 9.1 All persons with specific responsibilities within this procedure have been given an opportunity to comment its content prior to approval. 9.2 The procedure has also been circulated to members of both the Operational and Clinical Governance Groups for comments prior to approval. Management of Central Alert System (CAS) Procedure Page: Page 6 of 7

7 . 10. References Central Alert System (CAS) webpage guidance document (as of 29/08/14) 11. Monitoring Compliance and Effectiveness of the Procedure 11.1 The Clinical Governance Group monitors the effectiveness of this procedure via a quarterly CAS Alert Report The Head of Safety and Patient Experience will undertake a review of this procedure every two year to ensure it remains up to date and fit for purpose. Management of Central Alert System (CAS) Procedure Page: Page 7 of 7

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