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In the June 2016
Northern Ireland Association
For
Mental Health
STATEMENT OF PURPOSE
House 12 Enterprise Court.24 HOUR SUPPORTED HOUSING
Index of Contents
Page No
1. Introduction 4-7 1.1 Service Provider 7 1.2 Scheme Manager 7 2. Quality Assurance 8-9 3. Responsible Person
10 3.1 Number of staff, their experience and relevant qualifications
11 4. Philosophy of Care
12 5. Aims and Objectives
13-14 6. Therapeutic Process
14-15 7. Restrictive Practice
16 8. Responsibilities 17 9. Referral Groups 18-1910. Status of the Housing Scheme 1911. Structure of the Organisation 1912. Volunteers 2013. Project Liaison Group 2014. Number of Service users to be accommodated
2115. Categories of Care
2116. Admissions Criteria
21-26- Referral and Allocation Procedure- Risk/Vulnerability
17. Completing Reviews with Service users26-28- Planning and Review Procedure
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18. Arrangements for Service users re social activities29-30
19. Arrangement in place for consultation with Service users30-31
20. Storage and Administration of Medication31
21. Fire Precautions and Emergency Procedures32
22. Arrangements for meeting Service users Spiritual Needs32
Page No.
23. Arrangements for dealing with Complaints 33-3524. The number and size of rooms in the Housing Scheme
3625. Details of specific techniques used in the Scheme
3626. Maintaining Privacy and Dignity of Service users
36-3727. Leaving Procedure
37-4028. Transfer Procedure
40-4129. Record Keeping 41-4530. Date Approved 4531. Review Date
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Appendices
Appendix 1 47
3
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1. INTRODUCTION
Beacon, (the Northern Ireland Association for Mental Health), is the largest and longest established independent charity focusing on mental health and wellbeing services in Northern Ireland. Beacon is structured as a group consisting of three elements, Beacon, Inspire and Carecall.
Beacon's Vision: Mental Health and Wellbeing for all
Our Values:
We provide high quality, professional and innovative services We enable positive outcomes for the people who use our services We act with integrity and compassion We engage with and inspire each other We influence policy and public opinion
Our Structure
Beacon provides support services to people with experience of mental illness through supported housing, day support and advocacy services. Beacon is the largest division in the group.
Carecall provides therapeutic support through employee assistance programmes, and specialist therapeutic services delivered in a wide variety of contexts.
Inspire provides support for approximately 90 people with learning disabilities in four service user locations in Northern Ireland – Armagh, Antrim, Lisburn and Omagh
Lady Margaret Wakehurst established Beacon in 1959. At the core of Beacon’s services is the community-based support it provides to people who have had experience of mental illness.
Since its inception, in response to emerging needs, Beacon has developed Beacon Support services in towns throughout Northern Ireland. Beacon now has fourteen Beacon Day Support Centres with approximately 1,000 members attending regularly. Over the years, Beacon has continued to develop innovative additional services in response to the emerging needs of its service users. Through listening attentively to what our service users need, Beacon has been able to develop two Beacon Support services
Beacon
Beacon
InspireCarecall
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with around 100 members, 10 twenty four hour Supported Housing Schemes with 100 Service users, 9 non twenty four hour Supported Housing Schemes with approximately 90 Service users as well as three Floating Support Schemes which provide support to 35 people. Alongside these schemes Beacon has also developed four Beacon Advocacy schemes which provided support to over 5,500 last year.
While continuing to develop services to support those with experience of mental illness, research shows that mental health is not achieved simply by treating mental illness, but also by promoting positive mental wellbeing. In response to this, Beacon has broadened its services to include support for the whole population through mental health promotion and research. Carecall, with its focus on mental health support through counselling and other therapeutic interventions was set up in 2000 and now has a potential user base of 500,000 people. Last year Carecall delivered over 18,500 support sessions to over 4,500 people.
Inspire joined the Beacon family in October 2013 providing care for 90 people with learning disabilities in Lisburn, Antrim, Armagh and Omagh. Inspire employs approximately 200 staff in 24 hour service user care settings.
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Beacon believe that Social Care is an essential public service that provides day-to-day care and support where needed, to enable people to live full and active lives. We believe that high levels of emotional, psychological and social wellbeing are essential components of flourishing mental health.
Our Mission
To work in partnership with individuals and systems to cultivate their capacity for creativity, care, compassion, realism and resilience. To promote and support the recovery of hope and ambition for flourishing mental health.
Our Values
Quality Providing a Mental Health and Social Care service that is based on personalisation and recovery. Providing comprehensive, innovative and evidence-based social care and quality professional
service delivery. Integrity Acknowledging the uniqueness of the individual. Promoting and sustaining independence, wellbeing and social inclusion. Supporting people to exercise choice and control over their lives, including focusing on safety and
risk-taking, not merely minimising risk. Understanding and valuing diversity and difference. Partnership Promoting honesty in all relationships internal and external. Promoting partnership with service users, carers, volunteers, staff, health professionals and other
external agencies in the planning, development, evaluation and monitoring of services.
Our Supported Housing Schemes within Beacon are aimed at helping people with mental health needs achieve independent living in the community. Our trained staff creates a sense of individual belonging with Service users contributing to all aspects of home life. They share responsibility for shopping, menu planning and preparation of meals for each other. Service users are involved in all the day-to-day decisions concerning them and their opinions are actively sought. This combined with good relationships between staff and Service users is essential in maintaining happiness and contentment for everyone within the scheme.
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This varies from single accommodation; group living and 24 hour support to purpose built registered schemes. The majority of all our schemes are provided in conjunction with a Housing Association.
Beacon principles of normalisation enable Service users to build confidence and self-esteem and develop the skills necessary to live productive and satisfying lives. As stated:
‘We want to build a flourishing society in which all people have access to services and support appropriate to their mental health and wellbeing needs.
To achieve this we will promote, support and explore flourishing mental wellbeing throughout society. We will be an exceptional organisation marked by excellence, efficiency and innovation.’
1.1 Service Provider
The provider is: - The Northern Ireland Association for Mental Health (Beacon)
Name: - Billy MurphyBusiness Address: 80 University Street Belfast BT7 1HE
Company Number: ni 25428Charity Number: xn 47885BEACON was founded in 1959
1.2 Home Manager
This is the name of the manager registered with the Northern Ireland Social Care Council (NISCC) and the Regulation Quality and Improvement Authority.
The Manager of House 12 is:
Name: Mrs Orla Quigley
Address of Establishment: House 12Enterprise CourtEnterprise RoadBangorCo DownBT19 7TU
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2. Quality Assurance
Beacon strive continually to maintain and improve on the requirements of the following quality assurance standards.
Chartermark was awarded to Beacon in 2003. The Northern Ireland Housing Executive’s (NIHE) Quality Assessment Framework standards have also been adopted and implemented within all supported housing schemes.
The EFQM excellence model (Gold award) was awarded in 2012.
All staff involved in supporting and caring for service users undertake the “Induction and Foundation Framework” (IFF) within their probationary period. This course has been developed with and accredited by the Open College Network (OCN). The Investors in People award (IIP) was awarded for contributions to staff development in 2013
A comprehensive essential training programme is in place for Beacon staff and volunteers. There are opportunities for service users to avail of specific training courses.Annual inspections and unannounced visits to the housing schemes are completed regularly by BEACON Service managers who are not in direct line management to the scheme. This is to ensure objectivity and transparency.
Service users are also involved in inspection visits, recruitment and selection and have also input into policy review and development.
Training and ongoing support is provided to all who participate. The service is inspected by the Regulation Quality and Improvement Authority in line with the Domiciliary Care Regulations.
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The Regulation and Quality Improvement Authority
This service is registered with RQIA, who will regularly carry out inspections to ensure that high standards of care and support are maintained, to ensure that the service is appropriately managed and to ensure that staff are adequately trained and supported to provide high quality services.
The Regulation and Quality Improvement Authority (RQIA) is the independent body responsible for monitoring and inspecting the availability and quality of health and social care services in Northern Ireland, and encouraging improvements in the quality of those services. Their role is to ensure that health and social care services in Northern Ireland are accessible, well managed and meet the required standards.
RQIA was established in 2005 under The Health and Personal Social Services (Quality, Improvement and Regulation) (Northern Ireland) Order 2003. The Order also places a statutory duty of quality upon health and social care organisations, and requires the DHSSPS to develop standards against which the quality of services can be measured.
Since April 2009, under the Health and Social Care (Reform) Act (Northern Ireland) 2009, RQIA undertakes the functions previously carried out by of the Mental Health Commission.
What do they do?
RQIA registers and inspects a wide range of health and social care services. Inspections are based on minimum care standards which will ensure that both the public and the service providers know what quality of services is expected.
Inspectors will visit this service to examine all aspects of the care provided, to assure the comfort and dignity of those using the service, and ensure public confidence in the service.
RQIA also has a role in assuring the quality of services provided by Health and Social Care (HSC) Board, HSC trusts and other agencies, to ensure that every aspect of care reaches the standards laid down by the Department of Health, Social Services and Public Safety and expected by the public.
Under the Health and Social Care (Reform) Act (NI) 2009, RQIA undertakes a range of responsibilities for people with a mental illness and those with a learning disability (previously carried out by the Mental Health Commission). These include: preventing ill treatment; remedying any deficiency in care or
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treatment; terminating improper detention in a hospital or guardianship; and preventing or redressing loss or damage to a patient's property.
RQIA and the responsible person. Beacon has a delegated responsible person to oversee RQIA standards and compliance within the organisation.
Title MrFirst Name WilliamMiddle Names (if any) HenrySurname MurphyPosition in the Organisation Director of Mental Health Services
Billy is Director of Mental Health Services – Beacon. Billy studied Psychology at the University of Ulster then began his career with Extern in 1986 where he worked in various projects. He qualified in Social Work in 1991 and initially worked for Barnardos. In 1992 he took up post as a Social Worker with Older People in South and East Belfast Trust. He moved to Senior Social Worker, Care Manager then Senior Care Manager. In 2002 he became Programme Planner for Mental Health Services in South and East Belfast Trust and when the Belfast Trust was formed in 2007 he became part of the Senior Management Team in Mental Health as A Service Development Manager. This work involved the modernisation of the Trusts Mental Health Services.
Billy has continually addressed his own development needs obtaining relevant qualifications throughout his career;
Qualifications: BSc with Hons in Psychology & Sociology
Masters in Social Work
Certificate of Qualification in Social Work
Practice Teaching Award
Mental Health Social Work Award
Post Qualifying Award in Social Work
Diploma in Health & Social Services Management
Advanced Award in Social Work
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3. Number of staff, their experience and relevant qualifications.
The manager of the scheme possesses a professional qualification in social work and QCF level 5 in leadership and Management and is recognised by the Northern Ireland Social Care Council. The manager also has six years’ experience in a senior role prior to commencing post with experience of financial management and supervision of staff.
Qualifications of Home manager: Diploma in Social WorkBSc Social Administration and Policy MSc Social Administration and Policy Post Qualifying Part OneNVQ A1 AwardPQ Specific Award in social work.QCF 5 Leadership and Management
Two Senior Project Workers: BSc Social Work.
Five Project workers with qualifications ranging from the minimum 5 GCSE’s to NVQ 3 in health and social care.
Two Community Support workers qualified with BSc (Hons) Psychology
One permanent night cover staff.
All staff have experience in mental health or a caring setting prior to gaining employment.
There is one full time senior project worker, three part time senior project workers within House 12. Two of the senior project workers possess a social work qualification and one of them possesses a degree in psychology and NVQ 4.
There is currently one full time project worker and one project worker contracted to work 30 hours per week, two project workers 22.5hours and two community support worker 30hours per week and 25 hours per week. All project workers have two years’ experience of working in a caring setting and they also have qualifications applicable to the role ranging from a degree in psychology to NVQ 3 in Health and Social care.
The night cover staff have qualifications up to GCSE level and experience in a caring setting.
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The roles stipulated above require the staff team to be able to work under pressure due to the complexity of the service users’ needs and variable states of, health, risk and vulnerability. The staff team regularly liaise with the community mental health team and support the service users in attending the mental health out patients department.
4. Philosophy of Care
House 12, Enterprise Court will:
a) Work towards reducing the stigma felt by those with mental health needs
b) Promote user participation
c) Ensure our services are as integrated and as invisible as possible.
Adoption of these concepts will ensure good quality and good practice in our work. In practical terms we promote dignity, personal choice, integration and participation. The concept of self-help will be promoted at all levels within the Support Housing Scheme.
Home Manager
Senior Project Worker 37 hours
Project Worker 30hours
Community Support worker
37 hours
Project Worker 22.5 hours
Community Support Worker
25hours
Contracted Night support worker
Contracted Night support worker
Project Worker 37 hours
Senior Project Worker 37 hours
Project worker 37hours
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5. Aims and Objectives
House 12, Enterprise court as a supported housing scheme should aim to:
Offer another option in the spectrum of community care, catering for people who have a history of enduring mental illness. The overall aims of the Supported Housing Schemes are:
To provide long-term/supported accommodation while offering the opportunity of optimum levels of integration and independence.
To provide short-term accommodation which enables Service users to attain their full potential (and strive for independent living)
To contribute to the reduction of hospital admissions and the length of admissions in psychiatric hospital
To provide a home for as long as it is required.
b) The aims will be achieved through the following objectives:
I. To provide support as appropriate to the level of need of each service user.
II. To target and maximise the abilities and skills of the Service users while recognising the need to give help and Support
III. To encourage the Service users to take responsibility in household tasks and develop routines in day-to-day life. Also to encourage Service users to initiate new activities in daily living, provide a degree of variety and a range of choice
IV. To give Service users the opportunity to live in mixed facilities that reflect each person’s individual choice and needs.
V. To ensure that Service users have every opportunity to exercise choice in all aspects of daily living. Levels of choice and responsibility must be realistic, therapeutic and within the range of individual abilities.
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VI. To ensure that the facilities reflect each person’s individual choice and needs, and those Service users are encouraged to have their own personal possessions within the limits of the scheme.
VII. To ensure that residency is available to all people from all ethnic backgrounds and religious persuasions.
VIII. To ensure that the staff are trained to display attitudes which are in accordance with the Beacon philosophy and have completed the competency framework.
IX. To encourage Service users to develop appropriate links within the community and to utilise relevant community facilities
X. The overall goal is to seek gradual and moderate improvement in levels of functioning. Such improvement, however, will still necessitate varieties of support to maintain the Service users in the scheme.
6. Therapeutic Process
In accordance with the overall principles of the scheme, the staff should encourage a social milieu which provides support, friendliness, care, appropriate independence etc within a homely environment. The goal is to enhance the quality of the Service users life and to:
i) maintain or improve self-careii) maintain or improve daily living skillsiii) maintain or improve social integrationiv) maintain a structure to their dayv) maintain or improve community integrationvi) encourage Service users to take on the optimum level of responsibility in as many life domains
as possiblevii) Encourage participation by the Service users of the planning and implementation of their
individual support plans.
This is achieved through:
A Safe Homely EnvironmentResident’s own homeIntegrated into the local communityNon-institutionalHigh standards in accommodation
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Promoting Social InclusionDevelop and maintain friendshipsLocal leisure facilitiesOutreach activitiesSocial activitiesRecreational activitiesEducational opportunitiesOpportunities for new experiences
Developing Life SkillsCooking skillsManagement of moniesEmotional wellbeingPhysical wellbeing
Supporting Residents in Maintenance of TenanciesMaintaining propertyRelationships with neighboursPromotes ownership and responsibilityHousehold and Domestic Payments
Providing a Range of SupportIndividual Support PlansSupport linked to individual needsBeacon Staff supportLinks with statutory mental health servicesDay SupportFamily and friendsEnsure receive appropriate community support
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7. Restrictive Practice
‘Restrictive practice in the mental health context is often perceived in terms of extremes and associated with violence/aggression and physical intervention. The scheme works with the service users in a holistic way which respects their individuality to avoid labelling and putting service users in behavioural or diagnostic pigeon holes.’
Careful needs assessments based on strengths, risk assessment and support planning is required to engage with service users positively when they present with challenging behaviour. Careful assessment should ensure staff are aware of why the service user presents in the way they do. This could include:
Socially inappropriate behaviourNon-compliance , withdrawal or passivityAggressive or destructive behaviourSelf-harm.
To support a service user with managing a behaviour. Careful consideration should be given to the reasons behind the presenting behaviour including illness, medication, acute or chronic pain, or other situational factors.
There are many forms of restrictive practice. These could include:
Blocking a passage Locked doors Seclusion Bed rails Setting restraints PRN medication Holding money or belongings.
Restrictive practice is only implemented as a last resort and only following discussion with the multi-disciplinary team. This is reviewed periodically to ensure decisions are based on a balanced risk assessment. The impact of restrictive practice will be closely monitored, recorded and reviewed at agreed time intervals.
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8. Responsibilities
Employ suitably experienced staff to meet the needs of the service users. Provide appropriate support to service users following assessment and joint identification of
their individual needs. Co-ordinate service user’s selection panel and regular review meetings. Liaise with statutory professionals and other key people involved in service users package of
care and support. Ensure accommodation is maintained to a high standards and within health and safety
requirements.
Refer clients to the scheme who meet the criteria Provide support to the project worker Attend six monthly reviews and selection panel meetings as required. Respond to emergencies as appropriate and required. Assist with the ongoing annual evaluation of the scheme.
Housing Association Complete repairs and maintenance as required. Liaise with the project worker as appropriate Employ suitably experienced and qualified staff to complete maintenance and housing
management duties. Address tenancy issues.
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9. Referral Groups S uitable Criteria
1. Aged 18 – 642. A mental illness diagnosed by a psychiatrist and is the primary condition3. Physical health needs manageable within the scheme4. The ability to move on from the supported housing scheme to less supported/more independent
living 5. A history of long-term hospitalisation, a number of admissions to hospital or a risk of becoming
institutionalised6. Unable to self-medicate7. Unable to manage finances8. Registered incapable with the office of Care and Protection9. Applicant has a desire to move into supported accommodation and avail of services provided10. A forensic history where the individual has had a period of stability and the level of risk can be
managed within supported housing
Unsuitable Criteria
a) Severe dementiab) Learning disability is the primary conditionc) Personality disorder is the primary conditiond) A physical disability which would require significant assistancee) Addiction is the primary conditionf) In need of a high level of supervision/nursing careG) A forensic history with high levels of risk around violence/aggression towards others which
would pose too much of a risk. This will include limited periods of stability, non-compliance and recent incidents
H) History of Sexual Offences/Inappropriate sexual behaviour which would pose too much of a risk to vulnerable adults/children. This will include legal restrictions, limited periods of stability, non-compliance and recent incidents.
I) Applicant does not wish to move into Supported Housing or avail of services providedJ) Applicant does not require support.
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Admissions Panel’s Assessment of Risk
When reviewing historical information the Panel will take the following into consideration:
Recency – When was the last incident of harm to self or others? Severity – How serious previous incidents have been? Frequency – How frequently do incidents of harm to self or others occur? Pattern – Is there a common pattern to the type of incident or the context in which it occurs? Likelihood – How likely is that the event will reoccur.
10. Status of the Housing Scheme
Voluntary
11. Structure of the Organisation
Chief Executive
Director
Assistant Director/Service Team Manager
Service Manager
Home Manager
Senior Project Worker/Assistant manager
Project worker
Community Suport worker
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12. Volunteers
Volunteers involvement in Beacon services continues to provide a pivotal dimension in its response to the wider community, to supporting individuals who are experiencing severe and enduring symptoms and challenges of mental ill health.
Currently there is one volunteer linked to the provision of support for the service users in House 12. However volunteers have proved beneficial for enhancing the quality service.
Steps to work placements have also been of benefit in providing those who require experience gain work placements. This is agreed in conjunction with the local college.
The scheme has also worked in partnership with the University of Ulster in the provision of work placements for nursing students.
The unique qualities, diversity, enthusiasm and responsiveness of Beacons volunteer base is very highly valued, firstly by the service users who can avail of their individual inputs, in the style of engagement and purpose, and secondly by the wider staff organisation.
13. Project Liaison Group (PLG)
A Project Liaison Group may be convened by the Service Manager where it is considered appropriate. In an advisory capacity the PLG will assist with the planning, monitoring and evaluation of the Supported Housing Scheme.
The PLG will also facilitate good communication between the Supported Housing Scheme and the Mental Health Team (community or hospital based). Service users input into the PLG can be by attendance at the meeting, by minutes of Service users meetings or by putting forward Service users views via the Home Manager.
Some examples of agenda items:
- Discussion on Referral and Review issues
- Voids and waiting list
- Community Mental Health Team input
- Analysis of Complaints or Untoward Incidents
- evaluating the Supported Housing Scheme and making recommendations.
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Membership of the PLG may consist of any of the following:
- Service users
- Beacon Staff
- Representatives of the Community Mental Health Team
There will be a maximum of two from any group represented
14. Number of Service users to be accommodated There are eight Service users in total within the scheme each requiring individual support to cater for their needs.
15. Categories of care Adult mental health is the primary diagnosis within the unit. However there are a limited number of Service users who have been diagnosed with a dual diagnosis of learning disability and mental illness.
16. Admission Criteria including procedure for emergency admissions.
“During the referral process all prospective individuals are encouraged to be involved in all aspects and stages of the referral.”
REFERRAL AND ALLOCATION PROCEDURE (Housing Services)
The referral process is arranged in such a way as to include the applicant, their referral agent and where applicable, their family and/or carer at every stage of the process.
1. Eligibility Criteria is outlined in the Statement of Purpose for each Scheme and will be cross referenced for each Applicant. This is reviewed and agreed at least annually by the Service Manager, Trust representative and a service user (where possible). The criteria will be reviewed in line with best practice, current service user needs and legislative requirements.
2. When a vacancy occurs, and a waiting list of applicants is not held by the Service Manager or Home Manager, Referral Agents, for example Care Managers or Community Mental Health Team, will be informed immediately.
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3. It is recommended that Applicants visit the accommodation along with the Referral Agent or Carer, before an application is made. The Referral Agent will make contact with the Service Manager or Home Manager requesting a visit to the scheme. The Manager or nominated staff member will agree a suitable time and date for the visit and inform the Referral Agent of the name of the staff member who will conduct the visit.
4. At the initial visit, the applicant will be shown the available accommodation which will be presented as clean, comfortable and inviting. In shared accommodation the applicant will be introduced to staff on duty and any Residents who are in the building at the time.
5. Appropriate information will be shared as follows:-
The Service User Guide The role of the key worker Charges relating to the accommodation The need for a bank account and breakdown for Scheme Contributions Personal responsibilities Two weeks deposit to be paid in advance (total amount may vary for each scheme).
6. A Prospective Application Visit Form (R0) will be completed by the Scheme.
7. The following forms should be completed by the Referral Agent with the applicant and forwarded to the Service Manager/Home Manager:
a. The Referral Form which includes the Assessment of Support/Care Need Form;b. A copy of the Risk Screening Tool and/or the Comprehensive Risk Assessment;c. A Complex Needs Housing Application form (available from NI Housing Executive Offices).
The applicant must be on the Complex needs list before a referral can be processed.d. A Health Assessment Form.
8. On receipt of the Health Assessment Form the Manager may require further information regarding the disclosure of a physical health problem. The Manager will provide the applicant with a letter and form to be given to their GP or specialist nurse for completion and return to the Manager.
Applicants will be made aware of the breakdown of the charges relating to their accommodation and will complete a form indicating that they understand and accept the scheme charges.
The applicant is made aware that they will be required to pay all monies due to Beacon by Standing Order.
All new referrals must have set up a Bank Account. If at the time of referral the applicant has no Bank Account they will be required to have one, to coincide with the first review after moving in.
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All applicants have the right to appeal decisions taken by the Admissions Panel and/or decisions taken at the Trial Period Review Meeting. Any Applicant wishing to appeal a decision may do so either verbally or by letter/e-mail in one of the following ways:
By contacting the Chairperson of the Admissions Panel; By contacting their referral agent; By a family member/carer advocating on behalf of the individual; By independent advocacy.
The Appeal will be dealt with in accordance with Niamh’s Complaints Procedure.
PROCESSING NEW REFERRALS
Referral Submitted
Referral form (R1), Assessment of Need Form (R2), Copy of Risk Screening Tool and/or a copy of the Comprehensive Risk Assessment, submitted by Referral Agent (Additional information may be requested if deemed necessary). Receipt of all documentation should be acknowledged by e-mail within five working days of receipt.
Referral Panel Meeting
A meeting should be arranged at a time suitable to the prospective applicant, carer (if appropriate) and their referral agent. It is expected that this should take place within ten working days following acknowledgement of the application. Additional representation may be sought from relevant agents at the discretion of the Service Manager for the Scheme and with the agreement of the referred party.The meeting will determine the potential suitability of a placement within this service. If deemed suitable a trial placement will be agreed and from day one a Generic Support Plan will be tailored to reflect individual support needs.If the Applicant's referral is unsuccessul and a copy of the Comprehensive Risk Assessment has been received this must be returned to the referral agent.
Trial Period
In Supported Housing the Trial Period allows the Applicant to experience the service and determine whether it is a suitable service for them. It also gives the Scheme an opportunity to evaluate if and how an appropriate service can be delivered and existing residents also have an opportunity to have their views considered.During the Trial Period the Applicant will agree with their designated Key Worker their Support Plan. Utilising an appropriate assessment tool, the Support Plan will specify identified need, areas of responsibility and timescales.Progress in achieving the action required to meet the identified need will be monitored and recorded in the Beacon member notes.
Trial Period Review / Periodic
Review Emergency
Review
At the end of a designated Trial Period or at a periodic review an assessment of the placement and impact of service will be undertaken. An emergency review may be convened to consider a particular issue or area of need.A revised Assessment of Need Form (R2) and Risk Management Plan will be completed and considered.Review meetings to be recorded on Form R8.An up to date Resident's Support plan will be agreed for implementation
Implementation & Monitoring
Each Resident's Support Plan will reflect their support/care needs and specify goals, expectations/responsibilities and review timeframe.Each Resident will have a designated Key Worker to assist in identifying need, areas of responsibility and timescales and encouraging their full and active participation within the support planning process to the best of their abilities.Support plans will be monitored on an ongoing basis, (progress reflected in Beacon Member Notes form R6), and periodically reviewed at review meetings.
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1. The Admissions Panel Report will be completed. A decision will be made on the most suitable applicant and accommodation offered. Other suitable Applicants may be placed on a waiting list which will be held by the Scheme Manager/Service Manager, and the list held by the Housing Executive and Housing Association. The Admissions Panel Report will include appropriate detail on the decisions taken and recommendations regarding alternative service for unsuitable Applicants and details of the appeals procedure as appropriate. A letter/email regarding the outcome of Panel will be sent to the Applicant and Referral Agent.
2. As Beacon has a range of accommodation a trial period is agreed to meet both the needs of the applicant and the scheme. For example:-
Resettlement from hospital into community will be a phased discharge. A two week trial period is appropriate for group living during which period other residents will
be asked for their opinion in relation to the suitability of the new resident. It is also an opportunity for the prospective resident to experience group living before they make a final decision to take out a tenancy.
Single person accommodation may not require a trial period but there must be an early review.
3. When a vacancy becomes available a waiting list of Applicants is held by the Service Manager/Scheme Manager. The Referral Agent will be contacted to confirm that they continue to require accommodation.
4. Appropriate documentation for Benefits, Housing Executive and Housing Association to be completed within the first week and all forms must have the same dates. Start dates will be a Monday and end date will be a Sunday.
5. The Resident’s file should be set up as required including a Support Plan completed and agreed with the resident on the first day of taking up tenancy. This will be reviewed at each subsequent review.
6. New Resident form to be completed and a copy sent to Finance Department. If the Resident is self-funding complete New Resident’s form (self- Funding) and send to Finance Department The Finance Department will then write to the new resident and provide details of the relevant charges for supported living.
7. A trial period review meeting with the Applicant and Referral Agent should be arranged as soon as the person moves in for their trial. At this meeting the trial period may be discontinued, extended or an offer of permanent accommodation made. If an Offer of Accommodation is made, objectives are clarified and recorded in the Support Plan. Applicants must be aware that they are applying for supported accommodation where Beacon is the support provider. Their application is recognition that they have support needs. The assessments will determine the most appropriate scheme to meet their support needs and the detail of their support plan. Further review arrangements should be agreed and documented. A Trial Period Review Form must be completed and signed by all parties.
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8. On the allocation of accommodation the Service Manager/Home Manager will ensure that the Resident understands and signs their Licence to Occupy S/A008/Tenancy Agreement, if appropriate this may be done at the Trial Period Review Meeting. Risk and Vulnerability should be discussed and a Risk Management Plan agreed if required. The Resident should receive a copy of the Residents Guide in a format which best suits their needs. A Provision of Information Form (Appendix 21) must be signed by the Resident to show that they have received and understood the information. All Residents will be given a folder containing relevant forms and documents required to commence a Tenancy/Licence. If any difficulty is highlighted then this must be noted in their notes and addressed through their Individual Support Plan.
9. If accommodation is not offered the Trial Period Review Form will include appropriate details and recommendations regarding potential alternative services. The Chairperson of the Panel should write to the unsuccessful applicant (copied to the referral agent) providing details of why the accommodation is not being provided.
10. The Service Manager will then go to the next Applicant on the waiting list or recommence this procedure
11. A Change of Resident details form will be completed when a Resident is admitted to hospital or moves to alternative accommodation on a temporary basis
SAFETY MANAGEMENT PLAN ASSESSMENT PROCEDURE
It is Beacon’s policy to ensure that all staff know which residents present as being a significant risk of self-harm or of being a danger to self or others, and which residents are vulnerable to abuse or exploitation. This is in order to protect the Health, Safety and Welfare of Residents, Staff, Volunteers and others.
A copy of the Risk Screening Tool and Lone Working form (R4A) or equivalent completed by the referral agent should accompany the referral form and must be received before the panel meeting. The Risk Screening Tool informs the Comprehensive Risk Assessment. Not all new applicants will have a Comprehensive Risk Assessment as it is agreed and drawn up by the multi-disciplinary team. If the manager receives a copy of the Comprehensive Risk Assessment, and the applicant is unsuccessful, the copy must be returned to the referral agent.
When the Admissions Panel is reviewing the Risk Screening tool and Comprehensive Risk Assessment, historical information will be considered according to:
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Recency – When was the last incident of harm to self or others?Severity – How serious previous incidents have been?Frequency – How frequently do incidents of harm to self or others occur?Pattern – Is there a common pattern to the type of incident or the context in which it occursLikelihood – How likely is that the event will recur
Safety Management Plans are used to identify issues in relation to safety and risk and to inform Recovery Support Plans (S-1-1-14). Not all Service Users will require a Safety Management Plan. Where issues are identified as part of the referral process, on receipt of a Risk Screening Tool or Comprehensive Risk Assessment, these are recorded in the Initial Support Plan, then built into the Recovery Support Plan following the 4 week review.
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Safety Management Plans will be completed for all Service Users receiving support with medication administration. Plans will identify any concerns in relation to capacity, compliance, abuse or overdose, and note any allergies, physical issues, transport or storage issues.
Safety Management Plans will be discussed and amended where necessary at all reviews, this will include contact with the referral agent to ensure the scheme retains an up-to-date Risk Screening Tool and/or Physical Health Assessment were necessary. Adjustments to the form, or the first use of a Safety Management Plan, will reflect any changes in safety and risk for service users, as a result of an accident or incident, a review, a change of circumstances or an assessment. Issues will be discussed as part of the review and recommendations will be made regarding ongoing support planning and service delivery.
Current risks identified either because of physical or mental health become part of the resident’s Support Plan. This will be a dynamic document that is adjusted throughout the year to reflect changes in Risk, for example as a result of a Review, an Incident, or to reflect a change in circumstances. Risk Management Plans should be revisited formally at least annually at Review and this includes the scheme manager liaising with the referral agent to ensure the scheme retains an up-to-date Risk Screening tool or health and wellbeing form. Risk management plans should be updated or a new plan put in place following receipt of this information.
In exceptional circumstances where no up-to-date Risk Screening Tool or Comprehensive Risk Assessment is available, the Risk Management Plan may be implemented.
Statistical information regarding the number of residents requiring support/care with Risk issues will be collated and submitted by the manager as part of the Monthly Monitoring Report and annually within the annual report.
Where a resident has a Forensic history, full and comprehensive information needs to be provided by the Referral Agent (Forensic Community Team) to the Manager before the resident takes up tenancy. This will include a copy of the Comprehensive Risk Assessment and Management Tool.
Principles for working with Risk – Positive-Risk Taking
Risk is a normal everyday experience; Risk is dynamic, currently changing in response to changing circumstances; Assessment of risk is enhanced by accessing multiple sources of information, but frequently
working with incomplete and possibly inaccurate information; Identification of risk carries a duty to do something about it – that is, risk management; Decision-making can be enhanced through positive collaborations; Risk can be minimised, but not eliminated.
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17. Arrangements for completing reviews with Service users
Service users of Beacon Housing schemes now have the opportunity and choice to participate in the completion of their files, all are actively encouraged to be involved in their monthly summaries, support plans and support plan reviews.
The review should be implemented as informally as possible. The Service users daily notes and support plan form an integral part of the review. The review report should be completed prior to the review with the service user Review of any risk vulnerability issues should be part of the review. Next review date should be agreed at the meeting.
PLANNING & REVIEW PROCEDURE (Housing Services)
The Review Procedure will be implemented by the Scheme Manager or nominated person in consultation with the resident. Invitations should be extended to the referral agent/ keyworker/carer to participate in agreement with the resident. If they are unable to do so, they should be invited to make comment.
Stages of the Review Process
Recovery Support Plans and Strengths Assessment
a) Recovery Support Plans (S-1-1-14):
Following the 6 week review the Initial Support Plan will be replaced with a Recovery Support Plan. The service user will be encouraged and enabled to participate in the support planning process along with any other significant others they may wish to involve. Recovery support planning is about establishing the mutual agenda of work between the person receiving services and the staff member. The Recovery Support Plan will be based on an individual’s strengths and preferences and include agreed outcomes.
b) Strengths Assessment (S-1-1-17):
The Strengths Assessment follows on from the Strengths Worksheet section of the Referral Form and is to be used at least annually, after a review or as required to enable further planning. For guidance for staff and service users on the use of the Strengths Assessment.
The Beacon Support service will respond flexibly to the changing needs of residents as required. The aim is to support the resident in their own home for as long as possible. Care services assessed and commissioned by the local Trust may also be provided.This documentation, where possible, should be completed electronically by or with the Resident.
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c) Review Meeting Form
First Review at six weeks:
The date for the Initial Review meeting is set at 6 weeks in advance of the start date. Attendees will be reminded one week in advance of the date. The Service User will be asked if there are any others they would wish to be involved.
The meeting will use the Initial Review (S-1-1-19) to discuss any matters arising and to make recommendations for the Recovery Support Plan. Anyone unable to attend the review may submit a comment for consideration prior to the review. A copy of the Initial Review Form may be sent to the referrer if required.
This form is completed as part of the review meeting which involves a review of the resident’s notes, support plan, risk management plan, incidents and assessment of support/care and should include a review of the key working relationship. The form also helps to plan for the incoming period and should build on the strengths of the resident. Following consultation with the Resident this meeting is organised by the Scheme Manager and may include the Resident’s Key Worker, Statutory Key Worker/Referral Agent, Carer/s and other significant parties as appropriate.
Second Review at six months and Planned Reviews: Subsequent reviews will use the Recovery Outcome Review (S-1-1-20) the first page of which is an opportunity for the Service User and their Beacon Key Worker to summarise the individual’s recovery journey using the following headings/documents: Members Notes Recovery Support Plan (including outcomes) Strengths Assessment Safety Management Plan Any other changes/achievements/incidents/outcomes relevant to your recovery journey
3.10.2.2. The pre-review Service Questionnaire (bottom of page 1 S-1-1-20) will also be completed with any issue raised becoming part of the Review Meeting. The Review Meeting will be co-ordinated by the manager or nominated person who will liaise with the service user and extend a letter of invitation to the statutory key worker along with any others the service user may wish to be involved. (Sample Letter S-1-1-21)
3.10.2.3. Page 2 of the Recovery Outcome Review will record attendees, note their contributions and comments on the review process, list any recommendations agreed by those present and record the date of the next rev
d) Supplementary Review Form In response to changes, concerns, issues or incidents, a supplementary review may be arranged. Those present will receive a report on the relevant issues and agree appropriate changes to the Safety
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Management Plan and /or the Recovery Support Plan. The Scheme Manager will ensure the referrer/ statutory key worker and relevant others are informed and involved.
This form is used to facilitate an emergency review related to a specific incident, issue or concern.Information and Agreement Update (S-1-2-4)
3.11.1. To ensure accurate and up to date information is easily accessible the Information and Agreement Update will be completed and placed in Section 1 of the Service User File in front of the Referral Form when any of the relevant information changes and in particular following a review.
e) Psychiatric Review Form
This form is used to facilitate psychiatric reviews and for information for the completion of Support Plan Reviews and Resident Notes.
If any of the above forms or processes have not been completed, the reason/s must be clearly stated in the Resident’s File and further date/s agreed for completion of the forms/processes.
As the above documentation forms the basis of a Resident’s File it is important that information is recorded accurately and appropriately. In line with good practice requirements all Schemes should have a copy of “The Write Stuff” and staff are required to read it.
Resident’s RightsStaff must work with the residents in a courteous manner which respects their individuality, safeguards their rights and exemplify the core values of the service. This includes their rights as citizens including their Human Rights, welfare rights, tenancy rights and where necessary protection. This will be achieved through partnership working with the resident and the relevant statutory agencies.
While Residents are consulted at all stages of the planning and review process they retain the right to ask for a review at any time and/or to appeal any decisions taken at a review. To do this, they will in the first instance, make their wishes known to the Scheme Manager or they can initiate the Beacon Complaints Procedure.
If a resident is dissatisfied with the Beacon support service the Housing Manager should address this with the resident. The resident has redress to the complaints procedure at any stage. If a resident consistently wants to change support provider this should be referred to the statutory key worker to consider and facilitate this request. Changing to a different support provider will not impact on tenancy rights.
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18. Arrangements for Service users to engage in social Activities, Hobbies and Leisure.
Within the scheme the Service users are encouraged to plan and coordinate their daily living with the support from staff. A variety of activities are offered in the scheme to assist the development of skills required for maximising each individual’s independence.
Currently there are a number of groups being implemented in house by staff and Service users which include:
Cookery Gardening Art Social outings
Service users are actively encouraged to participate in these groups.
Trips are organised to local shopping centres on a regular basis although Service users are encouraged to undertake these as independently as possible. Within each Service users support plan contains a detailed section on community access and the capabilities of each individual in regards to their skills. Each service user has a detailed and structured activity schedule.
Service users are encouraged to utilise public transport for outings arranged. Staff do use their cars on occasion for transportation to appointments. This is at no cost to the service user.
Each service user is encouraged and empowered to take responsibility for the planning of their daily and weekly schedule.
There is currently one Service user who attends the local Beacon Centre. This provides the Service user with a group to facilitate activities and meet to undertake hobbies and form friendships.
Service users are encouraged to maintain contact with their families through telephone contact and also through the facilitation of visits to their families within the local community. Staff encourages the Service users to take responsibility for the planning and implementation of these visits. Service users are encouraged to welcome their families into their home and families are also encouraged to visit the unit.
Any concerns arising from these visits are documented and recorded and if necessary concerns are reported to other members of the multi-disciplinary team involved in the support of the Service users.
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19. Arrangements in place for consultation with Service users about the operation of the housing scheme
Regular Service users meetings take place normally on a monthly basis which provide the forum of consultation, sharing of ideas, suggestions and comments. Partnership meetings for the Service users take place monthly. The purpose of this is to discuss current issues relating to mental health and the service provision. This meeting provides the service users with a forum for discussion, information sharing and the service users are consulted over strategic and procedural issues
Service users are also encouraged to participate in user “Beacon Voice”; these are held quarterly with service users regionally who live in Beacon supported housing. Beacon has recently established Beacon Voice, an internal organisational forum of service users. The aim of Beacon Voice is to give service users a ‘voice’ within the organisation.
Beacon Voice enables people to:
Share views, experiences and opinions in order to influence the policy, direction and future planning of services within Beacon.
Enhance and develop communication between service users at all levels, between service users and staff, and between service users and the Beacon Board.
Monitor and review service user involvement within Beacon Monitor the implementation of the Beacon strategic objectives. Assist in the promotion of the Beacon Social Care Model for Flourishing Mental Health. Assist with the development of training initiatives for service users. Organise events to promote service user involvement Promote service user involvement within Beacon and in other organisations Influence policy and lobbying within Government and local areas.
Beacon Voice meetings are held quarterly and all Beacon service users are welcome to become involved in this new Forum
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20. Storage and Administration of Medication
All Service users are registered with a General Practitioner. He/she will prescribe the Service users medication. Medication may also be prescribed by the Service users’ psychiatrist.
The administration of medication is the responsibility of appropriately trained staff.Medication is stored in locked purpose made medicine cupboards. The keys are kept in a separate locked cabinet or in the custody of the person in charge.
Service users who are self-medicating will be provided with lockable cabinets or drawer for the safe storage of their medication. Before this is agreed a comprehensive assessment is undertaken in partnership with the service user, service users GP, Consultant Psychiatrist and named Key worker within the unit.
Further information on the safe handling, administration, storage and disposal of medication is available in the policy and Procedure manual. (MA/1)
21. Fire Precautions and associated emergency procedures
Beacon, so far as is reasonably practicable, will manage in compliance with Part 3 of the Fire and Rescue Services (NI) Order 2006.
The NI Fire and Rescue service will be the enforcing authority and will visit the premises to ensure compliance with Fire safety legislation. Under new legislation all premises will be required to have a current fire risk assessment.
A Fire Safety Record File will be held within each scheme. This file should contain sections for the following records:-
Fire risk assessment Sample fire notice Annual test certificates Fire drill Record of training Records of maintenance checks carried out by the scheme.
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As detailed in our policy and procedure manual
HS06– Fire safety policy and procedure – the aims of this policy is to:- Prevent the incidents of fire occurring To initiate prompt and effective action in the event of an incident. To enable staff to manage any incident of fire until the arrival of the fire service. To ensure service users, visitors and members of staff can be safely and quickly evacuated.
(Please refer to complete policy document)
22. Arrangement for meeting Service users spiritual needs
Information should be on display in a communal area within the scheme of all the local religious establishments and services. Information is also contained in the 24hour handbook on how to locate religious services of the Service users choice.
If Service users require to be accompanied to their service of choice this should be facilitated and form part of the Service users support plan.
23. Arrangements for Dealing with Complaints.
As detailed in our policy and procedure manual QG/3 – Complaints Procedure. This procedure is intended to cover all persons involved in the work of BEACON (it pertains to any Service users, Volunteers, Staff or general public) the complaints procedure is in accordance with the Quality Assessment Framework and Chartermark.
1.1 A concern relates to a minor issue raised or a minor concern expressed and should be recorded as a ‘low risk concern’ . A low risk concern can be resolved to the person’s satisfaction within 24 hours. The person with operational responsibility will use their discretion to assess the appropriate classification. A register of low risk concerns (Appendix 2) will be maintained within the scheme and will be reviewed as part of ongoing monthly monitoring. A Service Improvement Plan (SIP) may or may not be completed following a low risk concern.
1.2 A complaint relates to ‘any expression of dissatisfaction requiring a response’ about the service. This Complaints Procedure does not deal with complaints about services that are not provided by Beacon or Beacon. These should be referred on to the appropriate organisation and the complainant should be supported with this.
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Complaint Received Part A Completed
Complaint forwarded to Senior/Service Manager
Complaint forwarded to AD/DirectorPart B Completed
Risk Rating / Investigation Team / Terms of Reference / Timescales
Complaint InvestigationPart C completed
Outcome provided to AD/DirectorPart D completed
Outcome and learning shared / SIP monitored
All documentation centrally filedQuality Manager issues questionnaire to complainant
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24. The number and size of rooms in the Housing scheme
(See Appendix One)
25. Details of specific techniques used in the scheme and arrangements made for their supervision.
Service users are encouraged to participate in activities and appointments within the local community and this facilitates inclusion and normalisation
Service users are encouraged to be involved in all aspects of their care and support and House 12 embraces Beacon’s ethos placing considerable value on service user participation and believes this to be the core to delivering high quality innovative services in partnership with the service users.
Each person comes to Beacon with their own skills, strengths, abilities and attributes. There is a commitments to supporting individual to realise their own potential by providing them with the opportunities to utilise these skills, strengths and abilities. This is achieved through the concept of recovery within each person.
1. Finding and maintaining hope.2. Re-establishing a positive identity3. Taking responsibility and control4. Building a meaningful life
26. Maintaining the Privacy and Dignity of Service users.
The core values of Beacon include dignity, choice, integration and respect. Dignity and respect are maintained and upheld by ensuring the service user is involved in every aspect of his/her care and support.
Ensuring service user preferences in relation to name, menus, activities, personalising their room are some examples.
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Providing a homely environment where the service user can welcome friends and family to visit, flexible meal times and being able to go to bed when they wish.
All Service users have a key worker who will spend specified time with the service user looking at their individual support issues and also being able to spend some social time together. House 12 also has their own individualised service user charter which was compiled in conjunction with the service users.
27. Leaving Procedure
It is recognised that residents in supported accommodation have rights as a Tennant/Licensee. Moving accommodation is a normal part of everyday life and this will be the same for residents depending on their plans, aspirations and their changing needs, support requirements.
A Resident will move on from Supported Accommodation when more support or less support is required or when there is a Breach of Tenancy/Licence to Occupy.
The decision to move from the scheme must be considered in the context of the Joint Management Agreement (JMA) or Service Level Agreement (SLA) which will outline the protocols for termination of Tenancy/Licence to Occupy.
The resident as a tenant or licensee must be involved in the decisions about their future care as far as possible. Where they do not have capacity independent advocacy should be considered. The local Trust will be involved in any alternative placement. This will usually be on the basis of a comprehensive multi-disciplinary assessment of the residents needs and how best these can be met currently and in the future. The decision does not compromise the residents housing rights as a tenant/licensee.
Residents will be encouraged to move on to independent living either within Beacon, Housing Executive or a Private Landlord. Where possible residents should be provided with a leaving/discharge pack – supplying contact numbers for relevant local agencies.
Residents moving on must give four weeks’ notice, in writing, to the Scheme Manager. Scheme Charges must be paid in full to the final date of notice. Should the Resident be seeking or have found alternative accommodation a Member of the Community Mental
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Health Team, involved in the Resident’s care, will be responsible for co-ordinating their resettlement.
a) A Resident may be asked to leave if they are not complying with the conditions of their Tenancy/Licence to Occupy. This is in conjunction with the appropriate Housing Association personnel. The Assistant Director for Accommodation & Governance must be kept fully informed.
b) A letter of termination giving 4 weeks’ notice will be sent to the Resident by the Service Manager if the resident has a Licence to Occupy.
c) The Resident’s Key Worker in the Community Mental Health Team will be involved and kept informed at all stages.
d) The Resident should have suitable, alternative, accommodation to go to before their departure.
e) The Scheme Manager will notify Beacon Finance Department of Leavers, in order that rent/arrears are co-ordinated, and for Supporting People to be informed. The Scheme Manager must update SPOCC. All rent/arrears should be paid in full and all keys returned.
f) Deposits will be returned following an uneventful tenancy with Beacon. Any expense incurred by Beacon during their tenancy will be deducted from the deposit.
g) If a Resident has not been using their accommodation for a period of time the Scheme Manager must inform the relevant Housing Association to enable the Abandonment process to be initiated.
h) If a Resident is moving to a service outside Beacon, or within Beacon, a copy of the Resident’s Support Plan, if deemed appropriate, and with the Resident’s consent, may be given to the organisation. An up-to-date Personal Data Sheet and a resume of the Resident’s personal history should also be sent.
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A moving on check list must be completed to ensure all relevant processes are completed and recorded. Other items to be included may be:
- A list of the Resident’s personal belongings – signed and dated- Any appropriate correspondence- The Resident’s purse/wallet with a signed and dated copy of the Resident’s
financial record- All prescribed medication and a copy of the prescription sheet.- Relevant insurance policies- Funeral plans.
The following people need to be informed of the Resident’s change of address:
- Next of Kin- GP- Minister- Psychiatrist- Benefits Office- Bank- Office of Care and Protection if Resident is registered incapable- Day Care/Support Facilities Resident attended- Resident’s Solicitor- Beacon Finance Department.
A Resident’s Leaving Form should be completed once a resident is leaving or has left the scheme. This Form must be retained by the scheme manager in a ring binder/folder as this information will be required for Supporting People returns on an annual basis.
Death
In the event of the death of a resident, ensure all relevant people are made aware in accordance with the Beacon Policy & Procedure Manual. Files should be closed and held for a period of 8 years.The date for shredding the file should be clearly recorded on the front of the file and a record kept.
Closing the File
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When a resident leaves a scheme the reasons must be clearly recorded by the Manager/key worker in the resident’s notes, including relevant dates/times etc. All documentation associated with the resident must be secured and sealed in a large envelope. On the outside of the envelope the following information should be recorded:
- Name/Address of scheme- Resident’s name- Resident’s date of birth- Reason for leaving- Date file closed- Date file to be shredded (8 years).
The file should be securely stored with the most recent files placed at the back and Appendix 28 should be completed.
28. Transfer procedure
In the event of a decision being made for a transfer to another Supported Housing Scheme, within our organisation, or to a service outside the organisation, all written documentation to the Scheme Manager should be hand delivered and a handover meeting arranged to discuss the Resident’s history/current support plans etc, contained within the file.
(i) If a service user is being transferred to another BEACON scheme as much information as possible should be sent to the scheme prior to transfer. The Service users file, monies, medication etc. should go with the service user.
(ii) Staff will seek the Service users consent to pass on relevant information if requested by the transfer organisation i.e. where appropriate and with the approval of the Service Manager. Staff will liaise with the referral agent/key worker/GP/carer or other support services as requested.
(ii) Staff will provide support to the service user during the transfer process.
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29. Record Keeping
Good record keeping is an integral part of professional practice and is essential to the provision of safe and effective support/care. It is not an optional extra to be fitted in if circumstances allow. As well as individual Professional Codes of Practice there are also national standards and regulations that must be met to ensure good record keeping practice
Record-keeping will ensure that requirements of Beacon standards are met. There will be a separate book or files on the following:
a) Finance
E.g. Petty cash bookFile for monthly statementsLodgement bookIndividual records for Service users moniesSafe Contents ledger
b) Service User’s
SERVICE USER’S PERSONAL FILE
Each service user will have a personal record file which is marked “Private and Confidential”. Service users have open access to their file and may request copies of relevant documentation.
In accordance with the Data Protection Policy (C-11) the Service User file will be kept in a locked cabinet to which there is restricted access i.e. to Beacon staff and senior managers, relevant stakeholders and regulators.
3.5.3. Each file will be identified with the Beacon service user’s name clearly displayed on the outer cover both on the front and side, and as required, a passport size photo attached to the inside of the file divider for section 1.
3.5.4. The outside front cover of the file will also include the name of the Beacon key worker.
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3.5.5. The Health Alert Form will be located on the inside front cover and a Health Alert Red Sticker positioned beside the service user’s name on both the outside spine and front of the service user’s file.
3.5.6. A passport size photo will be attached to the inside of the file divider for section 1, where applicable.
3.5.7. Using ten part dividers the file is then divided into the following sections with all information securely fastened in the appropriate section as follows:
The file will be kept confidentially in a locked cabinet to which there is restricted access. Each file will be identified with the Resident’s name clearly displayed on the outer cover both on the front and side.
Files when closed should be retained for a period of eight years after which they will be shredded. The date for shredding should be recorded on the front of the file. A record should be maintained of when files need to be shredded.
Access restricted to: Beacon Housing Support StaffPerson authorised by Housing ManagerBeacon Senior ManagersExternal Audit – with letter of authorisation from ResidentThe Regulation and Quality Improvement AuthoritySupporting People (NIHE, Northern Ireland Housing Executive)
Requests from legal personnel for access to or copies of Resident’s files must be submitted in writing to the Director of Mental Health Services, Beacon.
Files for Residents should include the following documentation (as appropriate):
Contents Page Health and Wellbeing (R5) – Inside Cover (if applicable) and informed consent Resident’s Personal Data Form, Induction Checklist for New Referrals and
Consent for access to file signed by Resident Referral Form with photograph and Assessment of Support and Care Needs Health Assessment Form (which may include completed form by GP/specialist
nurse along with Physical Risk Management Plan) Risk Screening Tool/Comprehensive Risk Assessment/Risk Management
Plan/Lone Working Assessment
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Prospective Applicant’s Visit Form/Admission Panel Report Form/Trial Period Review Form Resident’s Notes Support Plan Review Reports Correspondence Psychiatric Reviews Health Appointments Tenancy Agreement/Licence to Occupy Incidents table.
All information kept in the file should be clearly marked with the Resident’s name.
Any written documentation must be completed in black ink. (A person with a diagnosis of Dyslexia is permitted to use an alternative colour of ink which is appropriate for them (eg red, green or blue). All extra entries must be signed (not initialled) and dated.
All documentation must be securely fastened into the file in the correct section in line with Beacon specifications.
' ALERT' notification - A red sticker placed on the outside of the Resident’s file to ensure that specific physical health needs are immediately noticeable.
TIPPEX must not be used on any written documentation in relation to Residents.
RESIDENT’S GUIDE
Each new Resident must have access to a Resident’s Guide in a format most appropriate to their needs. Staff must ensure that the Resident has clear understanding of its contents. If this is in doubt the referrer/applicants key worker should be involved and independent advocacy should be considered. Any evidence which shows that the Resident has any difficulties, eg literacy skills, should be recorded in the Resident’s Notes and addressed on the Resident’s Support Plan. Evidence that the Resident has discussed and understood the Guide should be recorded on the Provision of Information form.
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In addition, the Resident’s Guide should be discussed at the Partnership meetings and House meetings.
c) Card Index and General Office
The card index will be kept in the office and will be accessible to the relevant staff.
- Desk Diary - to include information- File for correspondence- Visitors Book- Suggestion Book- Rota- Duties Book
d) Other Records
Health and Safety - It is a policy of Beacon to ensure that Supported Housing Schemes provide a safe and secure environment for Service users and staff. See Policy and Procedure Manual for Supported Housing Schemes for more detailed policies.
Incident/Accident reporting procedure (To record all accidents) First-aid box - All staff receive training in basic resuscitation. A First Aid Box is
maintained and checked every month by a designated member of staff - NB Number of First Aid Boxes.
COSHH: All substances categorised as hazardous to health will be stored in keeping with the health and safety regulations of 1990.
e) Other Policy and Procedures
All Service users receive a copy of the Complaints Procedure
- Complaint Procedures are displayed in the Supported Housing Scheme; completed forms are kept in a file in the Home Manager's office.
- Area Board's complaints procedure - leaflets will be available within the Scheme
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- Procedure for Untoward Incidents - all staff should be familiar with this, records should be kept (using forms provided), locked in office using separate folder
- Statement of purpose should always be available- Policy and Procedures Manual for Supported Housing
Schemes
f) Volunteers File to include (if appropriate):
- List of Volunteers- Volunteers supervision- Volunteer forms
g) Staff File to include:
- PMS/HR records- Individual staff supervision- Record of staff sick leave- Record of staff training- Record of evidence forms
h) Training File to include:
- Personal Development- In-house staff training programme attendances- Attendance at Central Office Training- Attendance at other external training- Trainer profiles
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29. Date approved and implemented
This statement of purpose has been implemented for the _____________ and has been ratified by Peter McBride the Chief Executive on the ____________.
30. Review Date
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Statement of Purpose’ are usually reviewed every two years the date of review should be noted within the updated version circulated to all relevant parties. The next date of review will be _____________.
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