Information Sharing Protocol for Surrey Assault Data Sharing Programme

Transcription

1 Information Sharing Protocol for Surrey Assault Data Sharing Programme Title: Author: Information Sharing Protocol for Surrey Assault Data Sharing Programme Gail Hughes, Public Health Lead, Surrey County Council For review: 31 st December 2014

2 Scope and Purpose 1. This information sharing protocol is a level 2, context specific Information Sharing Protocol (ISP) within Surrey s two tier information sharing. This ISP is compliant with the general principles for information sharing set out in Surrey s Multi Agency Information Sharing Protocol (MAISP). Organisations that sign up to this information sharing protocol are therefore bound by the principles of the Surrey MAISP, the level 1 over arching protocol, and are automatically signed up to the Surrey MAISP. 2. This ISP is supplementary to the SEC Health ISP, the Pan Hampshire ISP and Surrey MAISP and has been agreed between the participating partner organisations to support the regular sharing of anonymised information on violence related injury (assault) for the purpose of informing health service commissioning and violence prevention activity within the local community. 3. This ISP covers the exchange of information between: SURREY Surrey County Council Surrey Police Ashford & St Peter s Hospitals NHS Trust Surrey & Sussex Healthcare NHS Trust Frimley Park Hospital NHS Foundation Trust Royal Surrey County Hospital NHS Foundation Trust Epsom & St Helier University Hospitals NHS Trust Surrey Downs Clinical Commissioning Group (CCG) East Surrey CCG Guildford & Waverley CCG Surrey Heath CCG Elmbridge Borough Council Guildford Borough Council Reigate and Banstead Borough Council Runnymede Borough Council Spelthorne Borough Council Surrey Heath Borough Council Tandridge District Council Waverley Borough Council Woking Borough Council 1

3 Mole Valley District Council Epsom & Ewell Borough Council HAMPSHIRE Hampshire County Council Hampshire Constabulary Hart District Council Rushmoor Borough Council North East Hampshire & Farnham CCG Basingstoke & Deane Borough Council WEST SUSSEX West Sussex County Council Sussex Police Crawley CCG BERKSHIRE Bracknell Forest Council Thames Valley Police Bracknell & Ascot CCG LONDON BOROUGH OF SUTTON Sutton Council Merton CCG Sutton CCG 4. It supports the information sharing partner organisations involved. It details the specific purposes for sharing and the data being shared, the required operational procedures, consent processes, and legal justification that underpins the disclosure/exchange of information. 5. Partners may only use the information disclosed to them under this ISP for the specific purpose(s) set out in this document. Reporting Requirements 7. Acute trusts are contractually obliged to collect and share certain key pieces of information about patients attending Emergency Departments, Urgent Care and Walk in Centres for violence related injury. This is nationally mandated as set out in 2

4 2013/14 NHS standard contract for acute, ambulance, community and mental health and learning disability services, Schedule 6C, Reporting Requirements, which states: Report and provide monthly data and detailed information relating to violencerelated injury resulting in treatment being sought from Staff in A&E departments, Urgent Care and Walk in Centres, and from Ambulance Services Paramedics (where the casualties do not require A&E department, Urgent Care and Walk in Centre attendance), to the local Community Safety Partnership (CSP) in accordance with applicable Guidance (College of Emergency Medicine Clinical Guidance Information Sharing to Reduce Community Violence (July 2009). Format and method of delivery shall be in accordance with the applicable Guidance As detailed under the terms of the contract the Acute Trusts are required to report and provide anonymised data and information relating to violence related injury to the local Community Safety Partnerships (CSPs) on a monthly basis. This should be carried out in line with the minimum dataset approved by the College of Emergency Medicine (2009) and in accordance with the Information Standards Board (ISB) for Health and Social Care Information Sharing to Tackle Violence Data Set Requirement Stage Submission (2013). This directive has been developed to introduce a new national standard for patient administration systems (PAS) to enable A&E departments to collect data on violent assault and make it available to share with approved third party organization. The data collected will be in support of the coalition government s commitment to reduce violent crime. Methods 7. The methods of sharing the information covered by this agreement are as follows: Assault data i is collected electronically in Accident and Emergency (A&E) departments using the hospital s Patient Administration System (PAS) by A&E receptionists trained in the data collection process. i Definition of assault: the intentional use of physical force or power, threatened or actual, against oneself, another person, or against a group or community, that either results in or has a high likelihood of resulting in injury, death, psychological harm, maldevelopment, or deprivation (World Health Organisation, 1996) 3

5 The following Data Set ii is collected from the patient: Reporting period start date Reporting period end date Site code (of treatment) Arrival date time at A&E department Assault date time Assault method Body part 01 Fist 02 Feet 03 Head 04 Other (specify) 05 Combination of body parts 06 Pushed Weapon 07 Glass 08 Bottle 09 Knife 10 Other bladed or sharp object (specify) 11 Any blunt object (specify) 12 Firearm 13 Explosive 14 Other weapon (specify) Other 15 Patient asked but does not know/refuses to say 16 Unknown (e.g. unable to collect data as patient died) Assault location 01 Home or private address 02 Other location (specify) Assault location description Wherever possible the following additional data items should be captured, however it is at the discretion of individual trusts as to whether this data is shared. This data improves the intelligence available for use by responsible authorities in licensing ii Data Set extract from Information Standards Board (ISB) for Health and Social Care Information Sharing to Tackle Violence Data Set Requirement Stage Submission (2013) 4

6 reviews and representations against licensed premises who may be in breach of their licensing conditions: Town (freetext) Approximate age of victim using the following age bands: < Gender of victim Last pub/bar/club victim was drinking in (freetext) iii Where 01 is recorded, the Assault location description must NOT be completed, as this could identify the patient In respect of the need for a free text option for Assault method other description this is required to identify and capture those incidents of an unusual assault method e.g. assault by biting or sword, and those occurrences of clustered assault method e.g. a spate of assaults with brick or baseball bat. In respect of the need for a free text option for Assault location description this is required to accurately identify the geographic location of the assault. The experience of the Cardiff model has found that as most assaults are related to licensed premises and due to the frequent nature by which these premises change licensee and trading name and indeed the commonality of trading name e.g. The Red Lion, any codified method of identifying the assault location as practically unworkable. The local knowledge of the A&E department reception staff has proven to be a more reliable and up to date form of local geographic intelligence. The free text field also allows the data set to capture those assault locations which are not related to a private residence or commercial premise e.g. an assault in the street. It is not necessary to obtain informed consent from patients before collecting the above data. However, to enable patients to make an informed decision on disclosure, all patients should be made aware of the purpose of the data collection that the information they supply will be anonymised and shared with other organisations to help prevent community violence, and of their right to opt out. Surrey County Council encourages the use of materials (posters and leaflets) within A&E Departments to communicate information on the purpose of the data collection and sharing. It is the responsibility of hospital trusts to produce materials iii This is not included in ISB directive but is recommended as a requirement for data capture in Surrey 5

7 The data will be shared in two ways. Anonymous assault data will be: Uploaded on an excel spreadsheet onto the Surreyi website ( iv directly by acute trusts or; Sent to the Public Health Team within Surrey County Council who will upload the excel spreadsheet onto the Surrey i website on behalf of the acute trust. This will be done on a monthly basis during the first week of each month, using a standard excel template provided by Surrey County Council (see example in Appendix A). The data will be stored securely on the Surreyi portal and will only be visible and accessible to key professionals with designated permissions. Once the data is received by Public Health Team/uploaded onto Surreyi, it will be securely ed to Surrey Police for dissemination among Police Licensing Enforcement Officers and Alcohol Enforcement Team Officers. No patient identifiable information (PID) should be recorded by receptionists. In the event that PID is entered in error (ie full address of victim/patient), then it is the responsibility of the acute trust to remove the identifiable information prior to sharing the data. Individuals Impacted by this ISP 8. The service users and/or carers which this ISP relates to include: Patients attending A&E departments at the NHS trusts listed within at point 3 above. 9. The benefits include: i) A reduction in community violence ii) A reduction in assault attendances to A&E departments. Legal Justification for Sharing Please note: Staff should not hesitate to share personal information in order to prevent abuse or serious harm, in an emergency or in life or death situations. If there are concerns relating to child or adult protection issues, the relevant organisational procedures must be followed. iv For further information on the security of the Surreyi website, please see link below: 6

8 Information to be Shared Version: 1.0 Final 10. Only the minimum necessary anonymous information consistent with the purposes set out in this document must be shared. The data set is outlined at point 7 above. Fair Processing Information 11. The partners to this agreement recognise their duty under the Data Protection Act (1998) to provide information to individuals about fair processing. The sharing of information under this agreement is covered by existing fair processing notices published by the partners to this agreement. Operational Procedures for Sharing 12. See point 7 above. Retention and Disposal 13. Information disclosed under this agreement will not be held for longer than necessary to fulfil the purpose for which it was collected and will be disposed of securely in accordance with national guidance and each organisation s local information retention and disposal policy. Subject Access and Freedom of Information 14. Participating partner organisations acknowledge a duty to assist one another in meeting their individual responsibilities under the Data Protection Act 1998 and the Freedom of Information Act 2000 to provide information subject to this agreement in response to formal requests. Breach of Agreement 15. Any breach of this agreement should be reported and investigated in line with each partner organisation s incident reporting and management procedure and any relevant statutory guidance. Complaints 16. Each partner organisation has a formal procedure by which individuals can direct their complaints regarding the application of this ISP. 7

9 Review 17. This ISP will be subject to local approval and reviewed in 12 months or sooner if appropriate. Authorised Signatories In signing the document each signature is an undertaking to adopt the Agreement on behalf of their organisation. This Information Sharing Protocol is intended to facilitate the exchange of information between signatories for any appropriate purpose. Signatories to this protocol agree to the signatories commitments, and meet the standards outlined. They commit to a positive and legal approach to information sharing, as defined in this document. This protocol will be reviewed at least every 12 months. Organisation Executive (signature and print name) Information Sharing Lead (print name and job title) DPA Registration number ISO Registration number (if available) Date When completed, please send a signed electronic or hard copy of this form to: Gail Hughes: [email protected] Public Health NHS Surrey Room G55 County Hall, Penrhyn Road Kingston Upon Thames KT1 2DN 8

10 Contacts 20. The primary contact for matters relating to the operation and management of this OA are: Information Sharing Partner Organisations SURREY Surrey County Council Responsible Persons Gail Hughes Public Health Lead Richard Carpenter Community Safety Officer Surrey Community Safety Unit /7337 Surrey Police Ashford & St Peter s Hospitals NHS Trust Surrey & Sussex Healthcare NHS Trust Jamie Goldrick Force Drugs & Alcohol Advisor [email protected] Debbie Morgan A&E Head Receptionist [email protected] Jackie Sandford A&E Admin Lead [email protected],uk Dr Julian Webb Lead on Emergency Medicine [email protected] Frimley Park Hospital NHS Foundation Trust Karen Eifflaender Head A&E Nurse Karen.eifflaender@fph tr.nhs.uk Linda Dawes Head A&E Receptionist linda.dawes@fph tr.nhs.uk Royal Surrey County Hospital NHS Foundation Trust Tamsin Grant A&E Senior clinical nurse manager [email protected] Emily Lloyd A&E Specialty Manager [email protected] 9

11 Epsom & St Helier University Hospitals NHS Trust Charlotte O'Brien General Manager for Medicine EPSOM GENERAL HOSPITAL: Annali Lawrenson ED Consultant Julia McAlister Matron ST HELIER HOSPITAL: Amir Hassan ED Consultant Emma Payne Acting Service ED Service Manager Surrey Downs Clinical Commissioning Group (CCG) East Surrey CCG North East Hampshire & Farnham CCG North West Surrey CCG Guildford & Waverley CCG Surrey Heath CCG Elmbridge Borough Council Miles Freeman Chief Officer Karen Devanny Director of Quality and Safety Alison Huggett Nursing and Quality Director / n/a Lucy Botting Director of Quality and Governance (Executive Nurse) [email protected] / n/a Peter Kipps Community Safety Manager Elmbridge Borough Council [email protected] Annabel Crouch Community Safety Officer Elmbridge Borough Council [email protected] 10

12 Guildford Borough Council Reigate and Banstead Borough Council Marie Clarke Community Safety Officer Guildford Borough Council Debbie Stitt Community Safety Manager Reigate & Banstead Borough Council banstead.gov.uk Ben Murray Licensing Team Leader banstead.gov.uk Runnymede Borough Council Spelthorne Borough Council Surrey Heath Borough Council Tandridge District Council Waverley Borough Council Wendy Roberts Community Safety Manager Runnymede Borough Council Keith McGroary Senior Community Safety Officer Spelthorne Borough Council Jayne Boitoult Community Safety Officer Surrey Heath Borough Council Hilary New Community Safety Manager Tandridge District Council Eve Bartlett Community Safety Officer Waverley Borough Council Rosie Dray Community Safety Officer Waverley Borough Council Woking Borough Council Mole Valley District Council Camilla Edmiston Community Safety Officer Woking Borough Council Patrick McCord Partnerships & Community Development Manager Mole Valley District Council 11

13 Stella Keen Senior Partnerships & Community Safety Officer Mole Valley District Council Version: 1.0 Final Epsom & Ewell Borough Council Kelvin Shooter Community Safety Officer Epsom & Ewell Borough Council ewell.gov.uk Andrew Eperson Head of Policy and Partnerships Epsom & Ewell Borough Council ewell.gov.uk HAMPSHIRE Hampshire County Council Hampshire Constabulary Hart District Council Responsible Persons Christine Jackson* Deputy Director of Public Health Terry Cuss Partnership Inspector Caroline Ryan Community Safety Manager Samantha Charlton Community Safety Analyst (Safer North Hampshire) Rushmoor Borough Council Caroline Ryan Community Safety Manager Samantha Charlton Community Safety Analyst (Safer North Hampshire) Basingstoke & Deane Borough Council North East Hampshire & Farnham CCG Samantha Charlton Community Safety Analyst (Safer North Hampshire) Alison Huggett Nursing and Quality Director /

14 WEST SUSSEX West Sussex County Council Sussex Police Crawley CCG Responsible Persons Holly Margetts* Quality and Development Manager Alcohol Misuse / Jean Irving Force Licensing & Public Safety Manager Licensing Unit, Operations Dept [email protected] Ext: / n/a BERKSHIRE Bracknell Forest Council Responsible Persons Lisa McNally Public Health Consultant Lisa.McNally@bracknell forest.gov.uk Gill Biddle* Community Safety Information Officer Gill.biddle@bracknell forest.gov.uk Ian Boswell Community Safety Manager ian.boswell@bracknell forest.gov.uk / Thames Valley Police Chief Inspector Simon Bowden Local Police Area Commander (Bracknell Forest) [email protected] Peter Owen Smith Project Support Officer Neighbourhood Policing and Partnerships Peter.Owen [email protected] Bracknell & Ascot CCG Mary Purnell Head of Operations [email protected] LONDON BOROUGH OF SUTTON Sutton Council Responsible Persons Sue Tree Senior Public Health Commissioner [email protected]

15 Ian Kershaw Head of Planning and Performance Sutton Safer Partnership (police plus community) Chris Lyons Performance & Information Manager Version: 1.0 Final Sutton CCG Merton CCG Megan Milmine QIPP Programme Director Dr. Kay W Eilbert Director of Public Health London Borough of Merton [email protected] *Area Lead 14

16 APPENDIX A Surrey Hospital Assault Data Submission template (extracted from excel) Reporting Hospital Date & time of assault Assault type Which body part or weapon was used? Assault location Name of Town/Village Exact location Last pub/bar/club victim was drinking in Approx age of victim Gender of victim