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The Newcastle upon Tyne Hospitals NHS Foundation Trust

Celebrity, Very Important Persons (VIP) and non-VIP Visitors to the Trust

Version No.: 2

Effective From: 06 July 2017

Expiry Date: 06 July 2020

Date Ratified: 25 June 2017

Ratified By: Safeguarding Committee & Clinical Policy Group 1 Introduction

1.1 The purpose of this policy is to ensure there is a framework in place to manage visits or requests to visit The Newcastle upon Tyne Hospitals NHS Foundation Trust by approved or invited visitors such as Very Important People (VIP) and celebrities. The Policy also applies to other “non-VIPs” who request to visit the Trust (see Section 5 for Definitions). This is to ensure no risk to the safety and security of patients and staff arising from visits to The Trust.

1.2 Celebrity and VIP visits to the Trust play a significant role in promoting our

services, enhancing patient experience and raising staff morale. Positive media coverage of these visits is important in building and maintaining public confidence in the Trust and its services. We therefore attempt to accommodate such visits wherever possible for the benefit of patients, staff and the Trust.

1.3 The Trust aims to support and accommodate such visits wherever possible,

whilst recognising its responsibility to protect the safety and security, as well as the privacy and dignity of patients, families and staff. The Trust also recognises the need to ensure any such visits do not have a detrimental effect on clinical care.

1.4 The Trust will take practical measures to ensure robust arrangements are in

place to organise and safely manage external visits and minimise disruption. 1.5 The Trust cares for many vulnerable patients, both adults and children, and

must provide an appropriate environment for the delivery of high quality safe care. The Trust recognises that its first priority should always be to ensure safety, well-being and dignity, and that the safeguarding and protection of patients and staff is paramount.

1.6 The arrangements in this policy are in place to approve and accommodate

visitors with the minimum amount of disruption and ensure no detrimental effect on the clinical care, or safety of patients, or the ability of staff to deliver high-quality care. The Trust wants to prevent patients feeling uncomfortable

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due to unsuitable or large numbers of visitors in their clinical areas including wards, playrooms and cubicles.

1.7 The policy requires that official visits are always formally approved and

accompanied throughout the visit to the Trust, especially where there is a possibility of contact with lone staff or patients/visitors. As celebrities/VIP/non-VIP approved visitors are often accompanied by their own entourage, this entails supervising and chaperoning any accompanying persons they may bring with them. This policy applies without exception, in accordance with the report into the Savile Enquiry 2015.

1.8 The Savile Enquiry has demonstrated the need to have robust recording of

visits, which is securely stored and can be accessed on a historical basis beyond the normal time frames for clinical /departmentally held records. Records will be kept in line with the Trust policy which in this case requires them to be retained within the Trust for a period of 20 years and then archived by the Trust; this will ensure they will be available for 100 years.

1.9 The Savile Inquiry also recommends a robust safeguarding process, structure

and training, which the Trust actively addresses.

2 Scope This policy relates to visits by celebrities, VIPs and non- VIP approved visitors

2.1 All visits to the Trust by celebrities VIP’s and non-VIP “approved visitors” must

be organised and managed in accordance with this policy, this includes the Trust’s hospital sites and Trust’s community venues.

2.2 This policy recognises that many ‘approved’ visits are organised as ‘one-off’

events so that standard safeguarding arrangements such as DBS checks may not be appropriate. However, it also recognises there may be circumstances where certain groups or individuals have long term or on-going relationships with the Trust, such as dedicated fundraisers or campaigners, or charity patrons, or on-going documentary film makers. In these circumstances staff should consider following the Trust Volunteer policy or the clinical access process found in the policy “Work Experience (including Clinical access and Clinical Observer) and Honorary Contracts (including Letter of Access) policy. In such circumstances advice should be taken through consultation with HR.

2.3 This policy does not relate to:

Visits by officers of the Trust such as Trust Governors, or Non-Executive Directors.

Students on educational placements within the Trust.

Professional or clinical, assurance visits or inspections by educational staff, other healthcare providers, or commissioners or regulators.

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Guidance related to visiting clinicians, researchers; volunteers, work experience, and company representatives are detailed in the relevant polices listed in section x

Any individual person visiting or accompanying friends or family members who are in, or attending, hospital.

3 Aims

3.1 The aim of this policy is to ensure that the Trust has robust arrangements to safeguarding vulnerable patients (Adults and Children) whilst recognising the value of external visits to the Trust:

3.1.1 Ensure that staff are aware of the correct procedures for organising

visits at the hospital site. 3.1.2 Build awareness amongst all staff in the organisation of their

responsibilities in ensuring that visits are handled efficiently. 3.1.3 Prioritise full consideration of patients, families and staff when

arranging and undertaking visits. 4 Duties (Roles and responsibilities)

4.1 The Executive Team is accountable to the Trust Board for ensuring Trust-wide compliance with policy.

4.2 The Trust Secretary is responsible for retention of the records.

4.3 Directorate Managers/Matrons and Heads of Service are responsible to the Executive Team for ensuring policy implementation and ensuring visits are managed and organised as effectively as possible and that governance as described in this policy is followed.

4.4 Ward Managers and Departmental Managers are responsible for ensuring

policy implementation and compliance in their area(s).

4.5 Staff are responsible for complying with policy.

4.6 Visitors are required to comply with this policy as a condition of their visit. 5 Definitions

5.1 Approved visitor - individuals or groups who are invited or who have approval for an official purpose or for the benefit of patients, staff, the Trust or the NHS which may include VIP/non-VIP/Celebrity.

5.2 VIP - key stakeholders including Member of Parliament, elected

representative, overseas dignitary, member of the Royal Family.

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5.4 Celebrity – a famous/high profile figure, for example, from sport, television,

film or music who might be well known to the public and therefore to patients and their families; also includes costumed characters as these would be well known to children and young people.

5.5 Media – journalists or other representatives of print or broadcast media

organisations i.e. newspapers or television. This category will also include associated technical or creative people such as camera/sound crews, or photographers.

5.6 Fundraisers – people who are working in the Trust on a paid or voluntary

basis to support the business of the Trust or to generate financial support or present funds raised for the benefit of patients, staff or the Trust.

5.7 Non-VIP – a person who does not belong to any of the groups above and is

not visiting a friend or relative for personal reasons for example, a visitor from a charity or patient support group wanting to explore how they could support care/patients in the future.

5.7 Restricted areas - any area of Trust property which is not accessible to the

general public, which requires a secure staff pass to gain entry, or in which clinical care is provided such as wards, clinics and theatres.

5.8 Public areas: In this document public areas refer to any location in the

hospital that is accessible by the general public and does not have a secure door to gain entry. These would include for example, main reception areas, outpatients departments, and the Chapels

6 Guidance

A flow diagram is appended which illustrates the steps to be taken once requests for a visit are received (Appendix 1). The following steps/guidance are to be followed.

6.1 Request for Celebrity, VIP/non-VIP to Visit the Trust

6.1.1 Any requests for celebrity, VIP visits must be referred to the Corporate

Office or Communications lead. Whilst they may not be responsible for organising every visit they can advise on the arrangements staff must make and whether the Trust wishes to host the visit they can also ensure that the Executive Team are aware of, and have approved, the visit (??). Any non-VIP which may include or attract media cover must be treated as for VIP visits.

Non-VIP visits may be agreed by the Directorate Management Team

(Directorate Manager, Clinical Director or Matron) but must be formally documented in line with this Policy.

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6.1.2 If a Celebrity, VIP or non-VIP attends the Trust without any prior notice

and is not on a private visit to see a relative or friend who is a patient, the Corporate Office or Communication Lead must be notified immediately or out of hours the PSC should be informed. The visitor should be asked to wait in reception / nursing station until the PSC arrives to determine the nature of their visit and whether it is appropriate to go ahead. Out of hours the decision should be made after consultation with the Senior Manager on call for the Trust and/or Director on call, this is generally not acceptable and alternative arrangements should be offered. In these circumstances it is essential the appropriate supervision is in place.

6.1.3 The supervision of visits can be delegated to clinical teams if

appropriate, with a recommendation that at least one person is responsible for supervision and chaperoning; more chaperones may be required depending on the size of the visiting party.

6.1.4 The relevant clinical service(s) will be consulted prior to arranging or

approving a visit to the Trust by a Celebrity, VIP or non-VIP. The clinical service(s) to be visited will be consulted with by the relevant authorising individual as per 6.1.1. This will ensure they feel the visit is appropriate and would not affect the smooth running of the ward / service etc.

6.1.5 For planned Celebrity and VIP visits, a relevant member of the

Executive Team will be alerted as the Trust may wish to ensure that one or more of the Executive Team is present at the visit.

6.1.6 Whilst preparing for any visit, issues to be considered are: alerting

Security and Patient Services Co-ordinators to the visit, ensuring the area is clean and tidy, sorting out parking arrangements and briefing the visiting VIP / celebrity regarding our infection control procedures, e.g. hand washing, bare below elbows etc.

6.1.7 If a visit occurs outside normal working hours and especially at

weekends, the person leading the visit must notify the Patient Services Co coordinator (PSC) to assure them that the visit is approved, advise of the arrangements and confirm that they will be supervising the visit. The PSC must then notify the on-call Manager.

6.1.8 A central register of visitors will be maintained by the Trust Secretary.

The proforma (see Appendix 2) must be completed and forwarded by e-mail to the ‘Celebrity, VIP and non-VIP Visitors’ mailbox by the person responsible for supervising the visit.

Professional clinical or educational visits to the Trust by educational staff, students, other healthcare providers or company representatives

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in line with their professional duties or studies are not included within this Policy. Separate guidance is available within the following Policies:

Work Experience (including Clinical access and Clinical Observer) and Honorary Contracts (including Letter of Access) policy

.Code of Practice for Continence Company Representatives and Staff with whom they interact.

Code of Practice for Pharmaceutical Company Representatives and Staff with whom they Interact.

Code of Practice for Supplier Representatives (other than Pharmaceutical).

Code of Practice for Wound Care Company Representatives and Staff with whom they interact.

Separate arrangements are in place to manage the recruitment and allocation of Trust Volunteers, (see Trust Volunteer Policy) and work experience arrangements (see Trust Work Experience (including Clinical access and Clinical Observer) and Honorary Contracts (including Letter of Access) Policy).

6.2 Children and young people visiting the hospital:

6.2.1 Some celebrity visitors request to bring their own children with them on a visit but these requests are usually declined to protect all parties.

6.2.2 The Trust wants to protect any young visitor from witnessing any

potentially distressing occurrences during their visit.

6.2.3 If the celebrity is under 16 years of age, the visit would be at the discretion of an Executive Director.

6.3 During the Visit

6.3.1 Upon arrival at Trust premises, approved visitors will be met by a member of staff. This may be a local clinical leader /Manager or perhaps an Executive Director.

6.3.2 All approved visitors should be greeted at a main reception area when

they visit the hospital site or other Trust premises and then escorted to the pre-arranged clinical area where the visit will take place.

Briefing with regard to infection control, expected standards of behaviour and any particular concerns will be undertaken prior to entry to the clinical environment.

6.3.3 A Trust representative must remain with the approved visitor

throughout the visit until they are escorted from the building.

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6.3.4 A Trust representative will ensure that all appropriate ward protocols including infection prevention and control are observed by all visitors.

6.3.5 Any patients who may be involved in a Celebrity, VIP / non-VIP visit,

eg they are an in-patient on a ward being visited, will be asked in advance of the visit whether they mind being potentially approached by the visitor, only those who consent to being included will be involved.

6.3.6 During visits where there is filming or photography involvement there

must be written consent, signed and stored in the patient’s medical records (appendix 3). A list of individuals who have given consent needs to be completed (appendix 2) to be centrally stored.

6.3.7 As representatives of the Trust, staff are expected to behave in

accordance with Trust Core Professional Behaviours. During such visits staff should continue in their roles as usual while supporting the management of the visit where appropriate.

6.3.8 Staff must not approach celebrities on wards, corridors or other areas

of the hospital unless advised that they may do so by the member of staff who is supervising the visit.

6.4 Raising Concerns about a Visitor

6.4.1 If during an approved visit by a Celebrity / VIP / non-VIP visit, the

behaviour of the visitor or a member of their accompanying party gives cause for concern, then this should be raised at the time with the member of staff who is supervising them. If the behaviour is of a highly inappropriate nature, for example causing upset or distress to patients, then the person supervising the visit may, in conjunction with others present, take the decision to bring the visit to an end. Following this, follow up action may be required, for example, incident reporting.

7 Training This Policy will be circulated to Patient Services Co-ordinators, Directorate Managers and Senior Managers, and Directors on call and will be supported by an offer of training. Clarification or advice can be provided by the Trust’s Safeguarding Professionals. Awareness training will be incorporated into mandatory safeguarding training for all staff to be proactive in raising any concerns they may have. 8 Equality and Diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds. This document has been appropriately assessed.

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9 Monitoring Compliance

Standard / process / issue

Monitoring and audit

Method By Committee Frequency

All forms detailing VIP/nonVIP/ Celebrity Visits to be forwarded to the Trust Corporate office and stored by the Trust Secretary. All forms will be collated on an annual basis

A report which details how many visits have taken place in the Trust and reference any Datix issues which have been reported as a result of, including the outcome of how they have been managed.

Head of Safeguarding

Safeguarding Committee

Annually

10 Consultation and review The consultation and review of this policy will be carried out by the Safeguarding Committee. 11 Implementation (including raising awareness) Staff will be informed of the new policy through Trust Policy Newsletter, Safeguarding Newsletter and Departmental Staff briefings. 12 References Lampard, K., Marsden, Ed. Themes and lessons learnt from NHS investigations into matters relating to Jimmy Savile - Independent report for the Secretary of State for Health, February 2015. 13 Associated documentation Appendix 1 - Request to visit Trust by VIP/non-VIP/Celebrity Appendix 2 - Proforma used to record details of visit Appendix 3 - Filming/photography/quote/parental consent form

Work Experience (including Clinical access and Clinical Observer) and Honorary Contracts (including Letter of Access) policy details arrangements for visiting clinicians and students

Media Policy

Safeguarding Children and Young People Policy

Safeguarding Adults policy

Volunteer Services Operational Policy

Infection Control Policy

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Social Media Policy

Codes of practice for Company Representatives

Safeguarding Adults – Guidance on Handling Allegations/Complaints of Abuse Made Against Employees

Appendix 1: Request to visit Trust by VIP/non-VIP/Celebrity

Request to Visit Trust by VIP/non-ViP/Celebrity

Visitors must be supervised at all times

In cases where filming or photography there must be written consent signed and stored in the patients’ medical records

In Hours

Out of hours short notice request - NB should only occur in

exceptional cases

The member of staff who receives the call will collate the information e.g. purpose of the visit, date time and who is requesting to visit

Information is passed to Matron or Directorate Manager who will:

VIP/Celebrity – contact Corporate Office (x26055)

Non-VIP – discuss with Directorate Management Team

Approved Not Approved

Matron to inform PSC, Directorate Manager (DM) and Security of details of the visit and of the area to be visited and a supervisor identified.

Proforma to be completed by supervisor when visitor(s) arrive, ensuring written consent is given for photographs and that the person is supervised at all times – supervisor to forward completed form to the Trust Secretary via the Corporate Office ‘Visitor Notification’ mailbox for retention

The member of staff who receives the call will collate information as “in hours” and contact Patient Services Coordinator (PSC ) Dect Number 24300 (RVI) or 26623 (Freeman Hospital). PSC collects details on the proforma (purpose, date, time and who is requesting to visit)

PSC or supervisor to complete proforma and ensure written consent is given for photographs and that the person/s is supervised at all times.

PSC to forward completed proforma to the Trust Secretary via Corporate Office ‘Visitor Notification’ mailbox and a copy to the DM’s office for retention on the next working day

Person asked to call back in working hours and speak to the Corporate Office (x26055)

Approved

PSC to contact the hospital manager on call via switchboard. The manager on call will contact the Director on call if necessary.

Not Approved

Appendix 2: Proforma used to record details of visit Trust Visitor Record

Name of Visitor

Date Area Visited Name of key contact person and number organising visit

Media Name/Type, i.e Tyne Tees reporter / Chronicle photographer if in attendance

Signature of Media Personnel if in attendance

Name and Title of Trust Staff in attendance responsible for supervision

Authorised by:

Name and MRN of individuals who have given consent for filming if applicable

Name of person giving consent for filming e.g. person with parental responsibility and relationship if applicable

PSC Matron Directorate Manager Senior On Call Manager Corporate Office/ Executive

PSC Matron Directorate Manager Senior On Call Manager Corporate Office/ Executive

PSC Matron Directorate Manager Senior On Call Manager Corporate Office/ Executive

PSC Matron Directorate Manager Senior On Call Manager Corporate Office/ Executive

Please forward completed forms to relevant Directorate Manager and a copy to the Trust Secretary via the “Visitor Notification” mailbox for retention.

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Appendix 3: Filming/photography/quote/parental consent form

Filming / Photography / Quote Individual or Parental Consent Form Name of person(s) in filming / photography / providing a quote:

Date taken:

Photographer / Interviewer name and details:

I give my consent for filming / photography and / or quotes given by: Myself: Signature and date: My child: Name of child: Relationship to child: Signature and date: to be used by the Newcastle upon Tyne Hospitals NHS Foundation Trust and/or its employees for training and/or publicity in all media (newspapers, leaflets, website, social media etc). I also give my consent that any photography or filming undertaken by third parties, ie. BBC, Tyne Tees, NCJ Media may also be used by the Trust on its website. I hereby waive any right that I may have to inspect and approve the finished product or copy that may have been used in connection with any image(s) that the cameraman / photographer has taken of me or the use to which my images or quote may be applied. Contact address:

Contact telephone:

This form will be retained in the medical notes. Name and MRN number of patients to be entered onto Visit Record Sheet

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The Newcastle upon Tyne Hospitals NHS Foundation Trust

Equality Analysis Form A

This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval.

PART 1 1. Assessment Date: 2. Name of policy / strategy / service:

Celebrity, VIP and non-VIP Visitors to the Trust

3. Name and designation of Author:

Frances Blackburn

4. Names & designations of those involved in the impact analysis screening process:

Frances Blackburn

5. Is this a: Policy Strategy Service

Is this: New Revised

Who is affected Employees Service Users Wider Community

6. What are the main aims, objectives of the policy, strategy, or service and the intended outcomes? (These can be cut and pasted from your policy)

To ensure robust systems are in place to manage visits to the Trust by VIPs/Celebrities/non-VIPs to ensure no risk to the safety

and security of patients or staff.

7. Does this policy, strategy, or service have any equality implications? Yes No

If No, state reasons and the information used to make this decision, please refer to paragraph 2.3 of the Equality Analysis Guidance before providing reasons:

12th November 2015

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8. Summary of evidence related to protected characteristics

Protected Characteristic Evidence, i.e. What evidence do you have that the Trust is meeting the needs of people in various protected Groups

Does evidence/engagement highlight areas of direct or indirect discrimination? If yes describe steps to be taken to address (by whom, completion date and review date)

Does the evidence highlight any areas to advance opportunities or foster good relations. If yes what steps will be taken? (by whom, completion date and review date)

Race / Ethnic origin (including gypsies and travellers)

Requests from all visitors would be considered and the controls applied are universal to all requests.

Requests to visit from any protected group to raise awareness or build relationships would be considered and supported in line with this guidance.

Sex (male/ female) Requests from all visitors would be considered and the controls applied are universal to all requests.

Religion and Belief Requests from all visitors would be considered and the controls applied are universal to all requests.

Sexual orientation including lesbian, gay and bisexual people

Requests from all visitors would be considered and the controls applied are universal to all requests.

Age Requests from all visitors would be considered and the controls applied are universal to all requests.

Disability – learning difficulties, physical disability, sensory impairment and mental health. Consider the needs of carers in this section

Requests from all visitors would be considered and the controls applied are universal to all requests.

Gender Re-assignment Requests from all visitors would be considered and the controls applied are universal to all requests.

Marriage and Civil Partnership Requests from all visitors would be considered and the controls applied are universal to all requests.

Maternity / Pregnancy Requests from all visitors would be considered and the controls applied are universal to all requests.

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9. Are there any gaps in the evidence outlined above? If ‘yes’ how will these be rectified?

No

10. Engagement has taken place with people who have protected characteristics and will continue through the Equality Delivery

System and the Equality Diversity and Human Rights Group. Please note you may require further engagement in respect of any significant changes to policies, new developments and or changes to service delivery. In such circumstances please contact the Equality and Diversity Lead or the Involvement and Equalities Officer.

Do you require further engagement? Yes No

11. Could the policy, strategy or service have a negative impact on human rights? (E.g. the right to respect for private and family

life, the right to a fair hearing and the right to education?

This Policy enforces patients’ rights to privacy and allows them to not participate in visits.

PART 2 Name:

Frances Blackburn

Date of completion:

12/11/2015

(If any reader of this procedural document identifies a potential discriminatory impact that has not been identified, please refer to the Policy Author identified above, together with any suggestions for action required to avoid/reduce the impact.)