Service Users Holiday Policy Policy Control sheet

Transcription

1 Ridgeway Partnership Service Users Holiday Policy Policy Control sheet Status new or review: Policy owner: New Clare Sollis, Team Manager Contact Details: Sponsoring Director: Jeremy Taylor, Director of Health & Social Care Contact Details: Date Revised: Approved By: N/A new policy Executive Board Date Approved: 16 September 2009 Next Due for Revision: March 2013 Date Policy Becomes Live: September 2009 Policy number: Equality Impact Assessment in place GOV/044/09/09 Yes Further comments to be considered at the time of ratification for this policy (i.e. National policy, Legislation and consultation across SHA). Compliance with Mental Health Act Equality and Diversity Human Rights Act CNST NHSLA CSCI National Service Frameworks Employment legislation Standards for Better Health Quality Accounts Freedom of Information Act Data Protection Act Health and Safety Act Equality and Diversity Trust Medication Policy Trust Alcohol and Illegal substances Policy Peoples Money Policy Employers Liability Policy Service Users Travel policy Compliance with Monitor expectations: Training needs analysis: Consultation process followed: None at this stage will be built in post authorisation if required Staff need to be meds. assessed. Policy will be cascaded via the line management route Developed in consultation with an organisation-wide policy review group established specifically to undertake 1

2 Is public or service user consultation required if so consult with Company Secretary for approach to be used: a review of policy procedures and process No. Version Information Version No. Updated By Updated On Description of Changes 1.0 N/A N/A New policy Table of contents Service User Holiday Policy Page 3 Page 3 Page 3 Page 6 Page 6 Page 6 Page 6 Page 6 Page 7 Page 7 Page 7 Page 8 Page 14 Page 15 Page 16 Page 18 1 Introduction 2 Fit with Trust s vision or strategic objectives 3 General Policy statements and monitoring arrangements 4 Fit with other key documents such as Quality Strategy 5 Links to national agenda/policy or legislation 6 Detail on any benchmarking 7 Background to development of the policy, detail on any collaboration or consultation 8 Communications and Training Plan 9 Supporting templates References APPENDICES Appendix 1 - Holiday Planner Appendix 2 - Holiday Escort re Charge Appendix 3 - Guidelines Appendix 4 - Notes on Re Charge Appendix 5 - EIA 2

3 Service User Holiday Policy 1. Introduction The Trust is committed to the development of Person-Centred Services, listening to the individuals we support their aspirations and how they want or need to live their lives. This includes supporting individuals with their leisure time and short or long holidays with an overnight stay. The procedure must be read in conjunction with this policy, as it clearly sets out responsibilities and expectations of staff. Overall responsibility for this policy is with the Director of Health & Social Care. 2 This Policy fits with the Trust s vision and Strategic objective. 2.1 The Policy is in line with the commitment of the Trust to deliver a person centred approach to provide support in the planning of a holiday and support to service users when on holiday. 3 General Policy statements 3.1 PLANNING THE HOLIDAY A Holiday Planner form must be completed (see Appendix 1). Holidays must be agreed, in line with the service user s choice, subject to any restrictions and as reflected in their ELP/Care Plan. This should also include where it is their wish NOT to take a holiday. In partnership with the individual s circle of support (which includes family, friends, advocates, appointees and support teams), the following points must be considered. 3.2 Service User(s) must have sufficient funds to pay for the holiday, their spending money and escort fees. Their bank account should not fall below a level sufficient to meet the individual s needs after paying for the holiday 3.3 Staff are covered by the Trust's Employer's liability policy whilst carrying out their normal duties. It is essential for staff who are travelling abroad to take out holiday insurance, the cost of which will be paid by the individual being supported. 3.5 It is not an expectation that staff will support people on holiday; the support is provided on a voluntary basis. 3

4 3.6 COSTS OF THE HOLIDAY The cost of the actual holiday (for example accommodation and any travel expenses for the individual and supporters) will be met by the individual. Travel costs The person going on holiday will bear the cost of all travel arrangements,. If they are using their own vehicle, a rented vehicle, or a staff member s car, the appropriate mileage forms must be completed. (Please refer to the Trust s "Client related Travel Policy) Consideration must be given to what is the most appropriate type of transport for the individual s holiday, and that this is best-value. If using public transport, then the cost, plus that of any supporter(s), should be paid for by the individual. When supporting a person to eat out, the staff s meal should not cost the service user more than 5 (In line with Para 2.2 of the policy for People s Personal Property and Money ), unless an alternative arrangement has been agreed with the individual, the line manager and the circle of support and in this agreement the maximum cost to the service user will be 20 in total for any 24 hour period. If an alternative arrangement has been agreed for supporting the individual with a meal out, this should be reflected in the Holiday checklist and Personcentred Risk assessment. However, the cost of the supporter s meal should not cost more than that of the individual taking the holiday The cost will be borne by the service user. Entrance fees: if escorting, then the cost will be met by the service user taking the holiday. Where there are changes made to the holiday (including change in supporter) or the holiday is cancelled, the team leader must be made aware, and must be consulted before any further action is taken. Please remember that cancellations can mean a loss of the deposit. PAYMENTS TO STAFF Payments for staff supporters will be 7.5 hours per day for each day of the holiday. Rates will be average from Monday-Friday, and usual enhancements will apply for Saturdays and Sundays. Additionally, there will be a payment to staff of per night for escort fees per member of staff. The cost of these payments are borne by the individual taking the holiday (unless they have a waking night or sleep-in specifically for their individual use), and will be invoiced to them directly upon return from the holiday. 4

5 Accrual of Time Off In Lieu is at management s discretion up to a maximum of hours per holiday. However If the holiday is for more than 5 days ( the normal working week) the staff supporting will be entitled to 1 day off if the holiday is 6 days or 2 days off in each 7 days holiday. PROCEDURE MANAGERS RESPONSIBILITIES/ SUPPORTERS ACCOMPANYING INDIVIDUALS Team leaders and team managers must authorise up to 1500 for individuals who are within their overall area of responsibility, in accordance with the policy and procedures for People s personal property and money. Where the service user s holiday costs exceed 1500, approval must be obtained from the Service Director. Submission for approval must include a copy of the Check List (see Appendix 1). Consideration should be given to work and rota planning to ensure that staff have adequate time off and rest before returning to work. Risk assessments should be in place for any health related or travel issues which may arise. The relevant Holiday Recharge forms (see Appendix 2) must be completed, by the Team leader/ Teams Manager, promptly upon return from the holiday. 3.5 Monitoring iii) Describe of how compliance with the policy will be: i) Measured via finance audits, discussion reflected in team minutes, activity indicators demonstrating delivery of policy, inclusion in quality visit assessment forms. Holiday planner (appendix 1). Holiday recharge forms. Risk Assessments and Accident and Incident forms. ii) Proactively Monitored All holidays will be monitored after the holiday at team meetings and recorded in the meeting minutes. Any issues arising from the discussion will be noted and appropriate action taken for future holidays. Successful holidays will be recorded in the person s ELP/Care Plan as guidance for future holidays. 5

6 iii) What the evaluation process(es) will be; The evaluation will be completed by qualitative feedback and the daily monitoring notes recorded during the holiday. Re- assessment of the risk assessments on return to evaluate if they were adequate. b) Where monitoring identifies deficiencies If deficiencies are identified they will be discussed and appropriate action taken to ensure this is corrected for future holidays. Corrective actions will be jointly implemented by the person who went on holiday, the team Leader and support circle. c) Specify where the monitoring will be reported and how often such reporting will occur The monitoring will be reported in the service user s diary notes, their ELP, and team meeting notes. A report to Senior Management by the team leader in supervision after each holiday and, if required, A&I forms, will be completed and procedures followed. 4 Fit with other key documents such as Quality Strategy N/A 5 Links to national agenda/policy or legislation 5.1 N/A 6 Detail on any benchmarking 6.1 N/A No other NHS support services support the service user s to go on holiday. 7 Background to development of the policy, detail on any collaboration or consultation 7.1 Consultation of the policy has been with the Trust Policy review group with representation from Social and Health Care Directorate, H.R. Directorate, and Unions. There was also consultation with finance dept and Senior Managers in Social Care Directorate. 8 Communications and Training Plan 8.1 The policy will be cascaded by Line Management and in the Managers Bulletin. 6

7 9 Supporting templates 9.1 Holiday Planner and Check List 9.2 Holiday Expenses and Holiday Escort Recharge REFERENCES APPENDICES Holiday Planner Holiday Escort re Charge Guidelines Notes on Re Charge EIA 7

8 APPENDIX 1 HOLIDAY PLANNER & CHECKLIST NAME AND ADDRESS OF INDIVIDUAL(S) GOING ON HOLIDAY NAME OF ORGANISER OF HOLIDAY & CONTACT NUMBER STAFF SUPPORTER STAFF SUPPORTER DATE OF HOLIDAY FROM TO HOLIDAY ADDRESS TELEPHONE NUMBER... PERSON WHO CAN BE CONTACTED AT HOME IF PROBLEM ARISES (AND TELEPHONE NUMBER). TYPE OF ACCOMMODATION HOTEL CHALET CARAVAN COTTAGE FLAT TYPE OF BOARD COST OF HOLIDAY FULL HALF SELF-CATERING 8

9 ACCOMMODATION... DEPOSIT OF PAID ON... CHEQUE NO... BALANCE OF HOLIDAY PAID ON.... CHEQUE NO

10 APPENDIX 1 HOLIDAY EXPENSES TO BE MET BY INDIVIDUAL(S) ACCOMMODATION FOR INDIVIDUAL(S) ACCOMMODATION FOR STAFF SUPPORTER(S) CATERING CAR HIRE PETROL FLIGHTS TAXI COACH TRAIN LAUNDRY ELECTRICITY PERSONAL FINANCE FEES OF STAFF PER NIGHT HOLIDAY INSURANCE 10

11 ANY OTHER EXPENSES NOT MENTIONED ABOVE TOTAL COST OF HOLIDAY Team Leader date Authorised by Team Manager....date If over 1500, approved by Supported Lifestyles Director date... 11

12 APPENDIX 1 (Copy to be kept by Team Manager) HOLIDAY CHECKLIST (to be submitted with holiday planner) 1. PLANNING THE HOLIDAY DETAILS Are the individual s holiday choices reflected in their Life Plan? Who from the individual s circle of support has been included in the planning of the holiday? Paid support? Other? How was the particular destination chosen? In what way is the holiday meaningful to the individual? 2. RESPONSIBILITIES How was the individual supported in choosing who escorted them on holiday? Have natural or other support options been considered? What Person-centred Risk Assessments have been completed for the holiday? When supporting a person to eat out, will the supporter s costs be no more than 5? (As detailed in policy for People s Personal property & Money Para 2.2) Or has a different arrangement been agreed? If yes, what is this agreement? How is the holiday best-value to meet the individual s requirements? Does the individual s GP need to be consulted? Does the individual require professionally qualified 12

13 support? Have the supporter(s) been reminded of the Trust s No Alcohol Policy? Is Holiday Insurance in place? Are passports required? If so, do all parties have valid passports? 3. COSTS Does the individual have sufficient funds to pay for the holiday and level of support (as calculated in the Holiday Planner)? 4. PAYMENTS TO STAFF Is Time Off In Lieu (TOIL) to be accrued? How much TOIL has been agreed (up to a maximum of hours per holiday? 13

14 Appendix 2 HOLIDAY ESCORT RECHARGE TO INDIVIDUAL INDIVIDUAL DETAILS NAME ADDRESS HOLIDAY DETAILS (must be completed) HOLIDAY DATES DESTINATION ESCORTS MEMBER OF STAFF PAYROLL NO NUMBER OF NIGHTS % RECHARGE AMOUNT TOTAL: LESS DEDUCTION FOR INDIVIDUAL S SHARE OF FUNDED SLEEP-IN * NOTE: % RECHARGE COLUMN SHOULD BE USED WHERE MORE THAN ONE INDIVIDUAL IS ESCORTED BY THE SAME MEMBER OF STAFF (IE IF THE COST IS TO BE SPLIT BETWEEN TWO OR MORE INDIVIDUALS) * DEDUCTION FOR FUNDED SLEEP-IN ONLY APPLIES WHERE SLEEP-IN IS INCLUDED IN SUMMARY OF NEEDS AND IS NOT NEEDED IN THE HOUSE FOR THE DURATION OF THE HOLIDAY (SEE NOTES RE COMPLETION OF THIS FORM) AUTHORISED BY: DATE (SIGNATURE) PRINT NAME: JOB TITLE: SEND ORIGINAL FORM TO FINANCE DEPARTMENT, SLADE HOUSE (Telephone number for any queries: ) SEND COPY TO: UNIT ADMIN OFFICE/ADMIN ASSISTANT FOR FINANCE USE ONLY ACCOUNT NUMBER INVOICE NUMBER COST CENTRE ACCOUNT CODE AMOUNT 14

15 Appendix 3 Guidelines The accountable line manager must ensure the following steps are recorded on the Holiday Checklist (see appendix 1): taken and The level of support required on holiday meets the individual s needs, and is also in line with their Life Plan The service user has been supported to choose who escorts them on holiday consideration has been given to the use of natural support and volunteers (for example: family, friends, volunteers, holiday centres which include a support element) The compatibility of the individual and supporter(s) has been considered the service user has been supported to source a holiday which meets their requirements and is best-value. Person-centred Risk Assessments have been completed with the individual and their circle of support, and in accordance with the organisation s Risk management policies and procedures The Risk Assessment has taken into consideration all aspects of the holiday, for example: activities which may take place on the holiday, medication, transport, general safety and the suitability of accommodation. If fitness to travel is in doubt or inoculations are required, then the individual must be supported in obtaining advice from their GP. Individuals must have sufficient funds to pay for the holiday, their spending money and escort fees. Their bank account should not fall below a level sufficient to meet the individual s needs after paying for the holiday. 15

16 Appendix 4 NOTES ON HOLIDAY ESCORT RECHARGE FORMS 1. This form should be completed along with timesheet/turnaround documents on return from holiday. 2. For staff to receive payment for escort duties, a claim on the timesheet and turnaround document is required, and sent to Payroll. 3. This form must be signed by an authorised signatory, and sent to the Finance department promptly. Invoices will then be sent to the individuals. 4. A copy of the form should be sent to your Administration assistant. 5. Please do not delay sending in these forms, because: (a) the individual should pay for expenditure as soon as possible after the holiday (not months later when they may not have the funds) (b) the expenditure will show as an overspend on your budgets until the invoices are raised (c) it is much harder to remember who went on holiday with whom when a considerable amount of time has elapsed (d) the individual may have moved away before being invoiced 6. Details of the holiday are an Audit requirement and will be shown on the invoice. 7. The current holiday escort rate is per night. 8. A separate form must be completed for each individual and for each holiday. 9. Please list the supporters who escorted the individual (with payroll numbers). Finance department will code appropriately, and match off payments to staff with invoices raised. Finance do not raise invoices until payments to staff can be matched off against requests for recharges. 10. If a supporter escorts more than one individual, then fill in the percentage to be charged to the individual in the % recharge box. (E.g. if one supporter escorts two individuals for one night then there should be a 50% recharge to each individual = each) 16

17 11. If a sleep-in ( 25 per night) is already covered by a Summary of Need (and therefore included in the budget), AND all tenants in a house are going on holiday, a percentage for each individual can be deducted from the holiday recharge: 1 tenant living alone Deduction = 100% tenants sharing 50% each tenants sharing 33.3% each tenants sharing 25% each tenants sharing 20% each tenants sharing 16.6 % each 4.16 Then the individual will pay less the appropriate deduction as above. This only applies where no sleep-in is needed at the house while the holiday takes place. 12. Invoices will be sent to Admin assistants for distribution. Please arrange for payments to be made promptly and send cheques (payable to the Trust) to Finance Department, Slade House. 17

18 Equality Impact Assessment Policy/Function Name: Service User Holiday Policy Names of persons completing Assessment: Sally Harding (Please print names Lead Director for Policy/Function: Claire Mackie_ Date of Policy/ Function: July 09 Date Policy/Function assessed: July 09 Policy/Function review date July 09 When completed this Assessment should be attached to the policy/function and distributed accordingly. The main aims and impacts of the policy/function Brief description/explanation 1. What is the purpose of the policy/function/development? To provide detailed information regarding the planning and support to service users who wish to go on holiday. 2. Who is intended to benefit from the policy/ function/ development? (Who are the target group? Who will benefit directly or indirectly?) Service users and staff Managers will benefit from having a robust document process in place. 3. Is there any adverse impact(s) from 18

19 The main aims and impacts of the policy/function Brief description/explanation the policy/ function/ development on individuals from the following groups - service users, staff, carers, members of the public - in relation to need, equal treatment, inclusion/ exclusion - based on: a) Age No There is no age discrimination. Anyone can go on holiday and be supported by any age group provide d they are the choice of the service user. The group discussed and checked any implications of insurances and were advised that the Trusts relevant insurance would cover all employees. b) Gender (male/female) Provided consideration has been given to preference stated in the service users PCP/ELP there are no Gender impacts c) Learning Disability No The policy is intended to enable people with a learning disability to go on holiday and can be supported by any member of staff and reasonable adjustments will be made. d) Mental Health need Not anticipated. Staff may have additional stress while supporting service users on holiday but this is addressed by giving lieu time where appropriate. Staff will have the choice as to whether they wish to support people on holiday. e) Sensory Impairment No. Reasonable adjustments will be made for Staff with a degree of sensory impairment. f) Physical Disability No. The policy is intended to enable people with a physical disability to support service users to go on holiday. Risk assessments would be in place. Staff who have a disability would be risk assessed, advice sought and reasonable adjustments 19

20 The main aims and impacts of the policy/function Brief description/explanation made to enable them to support. g) Race, Ethnicity, Religion, Spiritual belief (including other belief), Language or Culture No. All staff and service users regardless of Race, Ethnicity, Culture and language would be able to participate in the holiday. However, staff with specific requirement relating to their Race, Ethnicity, and Culture should make line managers aware at the holiday planning stage. This must be recorded on the holiday planner (Appendix 1). h) Sexual Orientation No. However, consideration should be given to the choice of the service user. The member of staff has the right to decline. i) Any Long Term condition No, each person whether staff or service user would be risk assessed and advice sought and reasonable adjustments made if necessary. 4. Is responsibility shared with another department to deliver the policy/ function/ development? How is this managed? The policy is shared across the whole organisation. It is managed by cascading through line management. 5. Has anyone been involved in the development of the policy/ function/ development? If so, who, e.g. service users, staff, professional groups, H&S Executive, stakeholders, partners? The Trust Policy Group. H.R. Lynne Edwards, Arlene Meredith, Silvia Brierley. Health and Social Care Directorate Sally Harding Health and Social Care Directorate Eddy Hyde Unison Representatives Gail Hill 20

21 The main aims and impacts of the policy/function Brief description/explanation Ray Fazey R.C.N. Julian Hill How were they involved? Should anyone else have been involved if so how will they now be consulted? Developing and agreeing the terms of the policy. Input from Finance Department. Consultation with the Social Care Directorate Senior Management Team. 6. What information has helped towards the Equality Impact Assessment? E.g. Audit reports, feedback from groups/ committees, surveys etc. Information from other Trust policies: Peoples Money Policy Trust Policy Alcohol and Illegal Substance policy Information discussions Equality legislation Feedback from Policy group Feedback from staff who have supported on Holidays Feedback from service users who have been on holiday 7. Which groups of service users, staff, carers, members of the public, stakeholders, partners, have been consulted with during this assessment? Policy Group Service users who have been on a holiday Families of service users Staff who have supported on holiday Finance Dept 21

22 The main aims and impacts of the policy/function Brief description/explanation What information have they provided? Service users and their families have provided information on what they would like to see in the policy. Finance Dept with financial arrangements information. Staff contributed previous knowledge. 8. Is there any evidence that some people may have different expectations of the policy/ function/ development? E.g. different racial groups, people with a disability, people with different religious beliefs, or on the grounds of age, gender, or sexuality. Some service users may expect that their choices will be available but service demands may mean we cannot always meet these requests e.g. specific staff to accompany them. Some staff may assume they have the right to accompany a service user on holiday, but the individual s choice will override the staff expectation. 9. Is more information required? If so, what information and how will you get it? No 10. Action Plan What Action is required as Who is responsible for When will the action be When will the policy/ 22

23 result of this assessment? implementing this action? implemented by? function be re- assessed for any adverse impact? Review procedures, risk assessments and audits of finances All team leaders On return from each holiday July 2011 Please send this form to Deborah Lawrenson, Company Secretary, for signing off and publishing on the Trust website. This Assessment is completed and any adverse impacts have been identified and action agreed. Name Sally Harding Date_Sept 09 23