Special Measures Action Plan The Queen Elizabeth Hospital King’s Lynn NHS Foundation Trust 13th March 2015 KEY Delivered On Track to deliver Some issues – narrative disclosure Not on track to deliver 1 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan & our progress What are we doing? • The Trust entered the special measures programme in October 2013 by Monitor following the publication of two CQC reports in August 2013 and November 2013. The Trust was non-compliant with twelve of the sixteen CQC outcomes. In addition the Trust was also the subject of a Rapid Responsive Review (RRR) led by NHS Midlands and East with a site visit in August 2013, making a further 27 recommendations to improve patient care. The Trust was also served with four formal warning notice from the CQC (safeguarding people who use services from abuse, staffing, supporting workers, assessing and monitoring the quality of service provision). • This action plan has been divided into three sections as follows: 1) Outstanding actions from the original inspection in 2013 2) Concerns raised as part of the CQC press release (July 2014) • Medical Outliers • Elective Surgical patient cancellations • Physical Restraint training for staff • Embedding a robust governance structure 3) The ‘Must do’ and ‘Should do’ recommendations (16 were ‘Must do’ and 11 ‘should do’). These have been summarised and fall into four out of the five quality domains as follows: Safe - Storage and documentation of medicines in clinical areas - Medical and nursing access to education and training - Embedding nursing skill mix review - Emergency planning resilience - Review and audit of infection, prevention and control practices Effective - Review and improve the environment and storage arrangements for A&E and neonatal unit - Strategically plan to move to the National Early Warning System (NEWS) Responsive - Review cancellation rates and discharge processes - Review the mortuary environment - Review the investigations of incidents process - Ensure there are sufficient staff on duty at all times who are trained in restraint Well-led - Overall governance and risk management processes - Review the medical leadership for elective and emergency surgery - Ensure an Executive Director is appointed as End of Life Care Lead • Oversight and improvement arrangements are now in place to support the changes required at pace by the new Chief Executive and is being supported by the Programme Management Office. An Executive Director for each of the recommendations and a nominated Executive Director has been assigned to each core service to help support implementation and change at pace. • A new rapid progression group has now been established to inject pace and oversee / challenge the improvements plans. It will also provide a ‘check and challenge’ 2 to the evidence being collated to demonstrate changes have been made. The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan & our progress Who is responsible? • Our actions to address the recommendations made by the CQC have been agreed by the Trust Board. • Our Chief Executive, Dorothy Hosein, is ultimately responsible for implementing actions in this document. Other key staff are Dr Bev Watson, Medical Director and Patient Safety Lead, and Catherine Morgan, Director of Nursing, who will provide the executive leadership for quality, patient safety and patient experience. • The Improvement Director assigned to the Queen Elizabeth NHS Foundation Trust is David Hill, who will be acting on behalf of Monitor and in concert with the relevant Regional Team of Monitor to ensure delivery of the improvements and oversee the implementation of the action plan overleaf. Should you require any further information on this role please contact [email protected] • Dr Ian Hosein was appointed in October 2014 as the Associate Medical Director for Infection Prevention and Control and Quality Improvement. • Ultimately, our success in implementing the recommendations of the CQC improvement plan will be assessed by the Chief Inspector of Hospitals, upon re-inspection of our Trust. • For any initial questions you may have on how and what we are we’re doing, please feel free to contact Karen Hansed, Head of PMO by email on [email protected] or calling her on 01553 613613 Ext 4924 and she will take your concerns or queries to the appropriate person. How we will communicate our progress to you • We will update this progress report every month while we are in special measures. • There will be regular updates on NHS Choices and subsequent longer term actions may be included as part of a continuous process of improvement. Chair / Chief Executive Approval (on behalf of the Board): Chair Name: Edward Libbey Signature: Date:12 March 2015 Chief Executive Name: Dorothy Hosein Signature: Date: 12 March 2015 3 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns Outstanding July 2013 Summary of action and progress to date Outcome 7 – Safeguarding Mandatory training on the Mental Capacity Act commenced in November 2013 with a people who use the target of 70% of staff trained. services from abuse Timescale for implementation External Support/ Assurance Progress against original timescale Revised deadline (if required) Ongoing and sustaining performance Green Outcome 13 – Nursing levels - staffing A large-scale skill mix review was undertaken in April 2014 which was presented to Board. The Trust Board approved investment of £3m to support nurse recruitment and this was reflected in the budgets from 1 April 2014. Ongoing and improving Each ward reviews their nursing levels three times a day and staffing is flexed accordingly to meet patient dependency/acuity. Nursing levels are also reported monthly to Board. Green Turnover rate in month 28 February 2015: 11.7% against target of <10%, a reduction of 1% from the previous month. Vacancy rate to current establishment 28 February 2015 : 9.7% Registered nurse against target of <6%. A transformation programme to establish a sustainable supply of nurses has been launched. This sets out the how the Trust will attract nursing staff from a number of sources including locally, nationally and internationally (Spain and the Philippines). Outcome 14 – Supporting Workers Outcome 5 – Meeting Nutritional Needs The Trust’s staff induction training now includes ‘Values and Behaviours’ which has been integrated throughout all of the sessions. This commenced in April 2014. The development of a Trust Organisational Development Strategy is also well underway. MUST accuracy is 95% for February 2015, an improvement of 2% on the previous month and is above the target of 90%. Compliance with fluid balance charts stands at 86%, slightly below the Trust’s target of 90%. Ongoing Green Ongoing and improving Green Ongoing Amber 4 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns External Support/ Assurance Progress against original timescale Summary of action taken to date Timescale for implementation Automatic, centralised drug fridge temperature monitoring system:- Installation commenced 6 October 2014. Equipment installation complete. By 31 October 2014 System calibration and validation date: December 2014. December 2014 Outcome 9 – Management of medicines An external review of the pharmacy structure and process has been completed. Detailed feedback received February 2015 and is being reviewed by senior managers. Matrons and Ward pharmacists buddying up to support wards in medicines management and security of medicines. To be incorporated into the medicines management action plan. Amber Outcome 21 – Record Keeping Positive feedback has been received on the new medical documentation. This has been substantiated by recent audit results. Work has now commenced to modify the emergency surgical pathway into the same format. OrderComms being implemented to enable all pathology results to be sent electronically. This will facilitate the switch-off of the current paper based system. Work commenced with Project Management Office, Business Intelligence and IM&T and on track for delivery. A&E performance for February 2015 – 89.65%. Revised date for completion 1 December 2014 Green Revised date for completion April 2015 Green Outcome 9 – Management of medicines Outcome 21 – Record Keeping Operational Delivery The Trust has recently developed a Non-elective flow transformation programme looking at all areas of the patient journey to improve flow and this includes, the front door (in A&E), the patient flow through the medical wards and effective discharge processes. In addition, the Trust is focused on improving its weekend discharge planning approach to further improve flow and help to improve the A&E performance on a sustainability basis. The Trust is working with the Commissioners on what is the appropriate community capacity required to improve flow and reduce delayed discharges. Revised deadline (if required) Green Green Red Monthly 5 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns Safe Urgent efforts are made to comply with the warning notice issued last year in regard to safeguarding people who use services from abuse, restraint of patients, staffing levels and staff training. Summary of actions undertaken to date • • • • • Safe Concerns around the management of medical outliers are addressed. The trust was not effectively tracking outliers, and therefore appropriate monitoring and follow-up care was not always being provided • • • • • • From 1 July 2013, two Security Guards trained in restraint are available during the day and one during the night. From 3 July 2014, two Security Guards trained in physical restraint on duty 24/7. Substantive Training Officer (violence and aggression) in post 22 September. 3 day training in physical restraint techniques and relevant laws will commence 17 November 2014. Prioritised clinical staff group to be trained: - Site management team (7) 19 staff have been trained to date, with a further three staff members book on training during March 2015. All medical outlying patients reviewed every morning by dedicated Medical Consultant Monday – Friday from 1st July 2013. Reduction in total number of outlying medical patients as a result of Emergency Flow Programme. Daily monitoring held three times a day through the operations centre during the bed meetings. Frailty Ward model planned for Pentney ward (now named as Windsor ward) w/c 6th October. A reduction in length of stay has been seen. Patients moves are tracked and electronically recorded out of hours by the Hospital at Night Team and during the day by the Site Practitioner team. MAU to have 24 hour ward clerk cover to ensure a robust system for tracking going forward. Implementation of a new patient transfer documentation to track outlying patients. One copy remains within the patient case notes and another is held in the Operations Centre to ensure outlying patients are accurately tracked across the Trust. Agreed timescale for implementation By 31 December 2014 External Support/ Assurance Datix reports for each physical restraint incident from 30 January 2014 Progress against original timescale Revised deadline (if required) Green Mandatory training rates by staff group by month. On going Green On going Green On going Green On going Green 31 March 2015 Amber 6 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns Summary of actions undertaken to date Responsive • Improvements are made within the trust’s surgery service. Several elective surgeries were cancelled due to capacity and low availability of beds Effective Progress is made towards embedding a robust governance structure. The trust’s governance system must work more effectively to provide assurance to the board that the services being provided are safe and effective. This included ensuring that the trusts policies are up to date as during the inspection CQC inspectors found almost 200 polices were out of date. As a result of the Emergency Flow Programme commenced 31st July, cancelled operations did continue to reduce (see tables below). Further work being led by the COO and the surgical division to further minimise cancelled operations. • The Board receives a monthly Integrated Report with aggregated numbers of cancelled operations. • The monitoring of outlying patients and any impact on elective admissions is managed through the Divisional Managers who attend bed management meetings three times a day. All substantive Executive Directors, including the CEO and Non-Executive Director’s appointments, were made by 8 October 2014. The Medical Director, Director of Nursing, Chair and NEDs are already in post. The Chief Operating Officer joined the Trust on 1 November and the Director of Human Resources and Organisational Development joined on 1 December. The Head of Integrated Governance has been in post since June 2014. Two out of three Divisional Governance and Risk Managers have been in place since 1 October. Interview for the third post was appointed to in October 2014. The Deputy Head of Integrated Governance joined the Trust in February 2015. An internal policy prompt protocol management system has been implemented to ensure policies are updated on a timely basis. All Root Cause Analysis (RCA) investigation outcomes and action plans are being uploaded to the Patient Safety intranet site to enable shared learning. Revised Committee Structure agreed at the Audit Committee 8 April 2014. Terms of References of every committee reviewed. Chairs changed where requested and Clinical Chair numbers increased to 17. Work has commenced to review and implement a new Quality Strategy. There are now 147 staff trained in RCA, this includes 15 consultants. KPMG (appointed by Monitor) commenced a second review of the Trust’s Governance Framework (QGF) during September 2014. The second report was published in November 2014. A detailed action plan has been developed and is currently being implemented. This is on track for delivery with dedicated support from the Programme Management Office (PMO). • • • • • • • • • • • Agreed timescale for implementation External Support/ Assurance Progress against original timescale On going and improving Amber On going Green On going Green By 31 December 2014 Green By 31 December 2014 Green July 2015 Green Revised deadline (if required) 7 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Agreed timescale for implementation Summary of Main Concerns Summary of actions undertaken to date Musts The equipment on all resuscitation trolleys are now standard across the Trust and complies with current guidelines. The defibs have now been delivered to the Trust and are currently being checked/validated before use. 31 December 2014 Audits are currently undertaken to ensure compliance. Resus administrator joined the Trust in November 2014. 31 December 2014 Training is currently at 75% which is below the Trust target of 85%. A second Resus officer was appointed in October 2014 and joined the Trust on 2 March 2015 with a key focus to improve training and support compliance. 2 February 2015 A weekly temperature tool has given to ward Sisters 13th October 2014 with a communication from the Director of Nursing to launch the tool. 13 October 2014 The importance of daily fridge temperature checks to be reiterated by Director of Nursing in a newsletter. Centralised monitoring system being introduced. 18 new fridges have been delivered and our now in situ. 31 January 2015 Baseline medicines management and security audits undertaken by the Matrons in Feb 2015. Results due in March 2015. End of March 2015 A manual back-up to monitor the temperature of the fridges on a daily basis has been in place; however this will be enhanced. Mid March 2015 The Trust is to be involved in a pilot of the regional drug chart. Pilot commenced on West Raynham Ward in January 2015. The Trust will also adopt the medicines safety thermometer. On going SM1 –Ensure that resuscitation support, equipment and training is consistent throughout the trust, and compliance with Resuscitation Council guidance is achieved. We found several examples of different equipment on resuscitation trolleys, lack of training and audit especially in A&E and outpatients. SM2 – Ensure that the management of medicines, including storage and recording of temperatures, is done in accordance with national guidelines. SM3 – Ensure that patients are protected from the risks associated with the unsafe use and management of medicines, by means of ensuring that appropriate arrangements for the recording and use of medicines are in place. External Support/ Assurance Progress against original timescale Revised deadline (if required) Amber Green Amber Green Amber Green Amber Green 8 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns SM4 – Review and improve medical staffing levels, education and training to ensure patient safety. Summary of actions undertaken to date Agreed timescale for implementation Acute medicine Consultant and junior establishment, inpatient consultant staffing establishment and job planning is being reviewed as part of the Emergency Flow Improvement Plan. Educational supervisors and clinical supervisors have undertaken a training day 1 October2014, to improve the support for trainees accessing study leave. Simulation Suite – space has been identified, funding agreed, faculty established and programme for courses being developed. 31 December 2014 SM5 – Embed skill mix assessments for nursing staff and review nursing establishments and adjust as required to ensure patient safety. Establishments are now reported monthly to the Board. Staffing at ward level are reviewed three times a day. A sustainable nursing programme has been developed with the support of HR to help increased level of recruitment and help to retain nursing staff. On track with trajectory for recruiting and retaining nursing staff. On going and improving SM6 – Review nursing staffing levels in both the neonatal and paediatric units to ensure patient safety. The skill mix review was presented to the Board in October 2014. Increased funding agreed for 2.75 WTE nurses in both areas. Posts have been offered and accepted by four nurses. Two join the Trust in February, one in March and one in April 2015. 28 February 2014 SM8 – Improve access to training both mandatory and required to undertake the role to ensure that the staff have the knowledge to care for patients for example those at the end of their life February compliance of mandatory training is 80% against the target of 85%. “Hot spot” wards identified for additional support. The Trust is continuing to improve access to e-learning for all clinical staff. On going All enhanced skills training information available on the Practice Development intranet site. All Ward sisters are aware of dates. On going All Ward Sisters to undertake a training needs analysis for all trained staff. 31 January 2015 The Trust appointed an Interim Medical Director of Infection Prevention and Control (IPC) in October 2014 to provide expert advice and guidance in this area. A detailed IPC plan has been developed with an active steering group to monitor delivery. Progress to date includes: one case of C.diff reported in Jan15 and zero in Feb15, compared to 13 Jan/Feb for the previous year. Educational campaign underway with the ‘be effective, not infected’ strapline focusing on staff behaviours. The Trust has also undertaken a number of IPC awareness events for staff to attend. Ongoing SM9 – The Trust must ensure patients are protected from infections by appropriate infection prevention and control practices, especially within the outpatients department External Support/ Assurance Progress against original timescale Revised deadline (if required) Green Green Green Amber Green Green Amber 9 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns Summary of actions undertaken to date EM3 – Improve the environment in the emergency department, including paediatric A&E, and Outpatients (OPD); the mortuary also required improvement. Estates have reviewed the footprint of the plans which have been approved. Agreed timescale for implementation 31 March 2015 Mortuary refurbishment design completed, construction work to commence 20 April 2015. 3 July 2015 The Transformation plan includes space utilisation within the OPD programme, standardised clinic rooms and new signage. 31 March 2015 RM3 - Review the elective surgery cancellation rates, and review the elective surgery service demand As a result of the Emergency Flow Programme commenced 31st July, cancelled operations continue to reduce – see page 7 for a detailed breakdown. On going and improving RM4 – Ensure that patients are discharged in a timely manner across all wards and, in particular, at the end of their life. Monitoring discharges before midday continues weekly. Twice daily consultant led boards rounds are being undertaken to ensure discharges are planned in a timely manner. On going RM 6 – Ensure there are sufficient staff on duty at all times who are trained to restrain patients. Revised deadline (if required) Green Green Green Green Amber Fast track process in place with Marie Curie to ensure timely discharge for palliative patients. RM1 - Ensure that outpatient clinics are not overbooked, and cancellations are minimalized Progress against original timescale Green Plan agreed to incorporate new waiting areas for under 16’s, High Acuity area and outside play space. RM5 – Review and improve cancellation rates within outpatients External Support/ Assurance Green A Transformation programme on outpatients has been established with support from the PMO to ensure the right patient is seen in the correct place to meet best practice guidelines and enhance the patient journey. Phase 1 to be initiated 19 January 2015 and is due to be delivered by 12 June 2015. 12 June 2015 Substantive Violence and Aggression Training Officer in post 22 September. 3 day training in physical restraint techniques and relevant laws will commence mid October. Staff group to be trained:- Site management team (7) 3 members of staff still to be trained and are booked for March 2015. Training of other groups has commenced, 19 people currently trained. March 2015 Green Amber 10 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Agreed timescale for implementation Summary of Main Concerns Summary of actions undertaken to date WLM1 – Review medical leadership for elective and emergency surgery. Clinical Director structure discussed at ED’s meeting on 11 November. Effective leadership in the elective and emergency surgery is in place. 31 December 2014 WLM2 – Ensure an Executive Director is appointed to champion End of Life Care as directed by Norman Lamb in his letter to NHS chief executives. Dr Watson, Medical Director, appointed to role. End of Life Care Strategy Task and Finish group has been developed. Strategy has been written and was presented to Board January 2015. 31 October 2014 Completed Should do recommendations Work has been undertaken to move some equipment and stores to a more appropriate area to ensure only necessary equipment is available in resuscitation. 31 December 2014 ES1 – Ensure that equipment storage, within A&E resuscitation areas, is improved. ES2 –Ensure that the environment and storage of equipment in the neonatal unit is more organised. Ward stock has been reduced and a housekeeper has commenced in post to manage stock levels and storage. 31 October 2014 ES4 – Review the equipment used to transport the deceased from the wards to the mortuary to ensure it respects people’s privacy and dignity. Company to supply trial unit 12 November. Plan to purchase two new concealment trollies. Part funding secured from Macmillan. 31 December 2014 Order placed for five new trollies (two standard sized concealment trollies, one paediatric trolley and one bariatric trolley). Trollies now delivered and are in use. 28 February 2015 SS1 – Ensure that there are sufficient numbers of staff who are CBRN trained. (CBRN refers to chemical, biological, radiological and nuclear equipment and policies.) For Feb15, the total percentage of A&E staff currently trained is 43%. A rolling programme of MAJAX, mask fit and suit training has been developed and a dedicated MAJAX team has been set up. 31 March 2015 ES3 – Ensure that plans to strategically move over to the National Early Warning System (NEWS) are agreed and implemented. (The NEWS system relates to the management of deteriorating patients). The Trust always had an modified early warning system (MEWS) in place, which identifies patients who are deteriorating. The benefits of the MEWS is the patient’s urine outputs are picked up. In addition all Acute Trusts (with the exception of one) use the MEWS version in the Eastern region. A paper is currently being prepared with the associated literature evidence, to demonstrate the MEWS should continued to be used by the Trust rather than introducing the NEWS. April 2015 External Support/ Assurance Progress against original timescale Revised deadline (if required) Green Green Green Green Green Green Amber Green 11 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns SS2 – Review the availability of hydration on Pentney (now called Windsor ward), Oxborough and Necton Wards. Summary of actions undertaken to date The senior nurse in charge on all wards is responsible for co-ordinating nutrition and hydration. Eight new patient comfort and support workers have been appointed to work on the high priority wards (Windsor, Oxborough, Necton, West Raynham and Gayton wards). These new staff are helping to support the nutrition and hydration of patients together with being an escort for procedures or tests and other requests made by the patients e.g. help to read the newspaper etc. Agreed timescale for implementation External Support/ Assurance Progress against original timescale Revised deadline (if required) On going and improving Green Bottled water has been made available in all inpatient areas. RS1 – Ensure that all serious incident investigations are undertaken by trained investigators Funding has been identified for external training of key divisional teams on investigation training. A further 22 staff were trained on 4 & 5 March. There will be further training sessions rolled out throughout the year. 147 staff now trained to undertake RCA investigations. December 2014 All RCA investigation outcomes and action plans to be uploaded to the Patient Safety intranet site to enable shared learning. January 2015 WLS3 - Ensure that all Executive Board members have received training in emergency planning, business continuity and local security specialists All Executive Directors have undertaken the relevant training. January 2015, complete ES4 - Ensure that all staff work together effectively to enhance the experience of the patients, ensuring effective communication at all levels. Substantive Board will continue to drive forward the Trust’s Values and Behaviours. New Head of Communication joined in January 2015. A Trust-wide Communications Strategy has been approved by the Trust’s Executive Committee (TEC) in February 2015. Leading the way, presented by the CEO, now happening on a monthly basis together with a number of other methods of communication to all staff. On going Green Green Green Amber 12 The Queen Elizabeth King’s Lynn NHS Foundation Trust - Our improvement plan Summary of Main Concerns WLS1- Ensure that its governance systems, including committee structures, divisional structures, shared learning and incident investigation, are improved and embedded. WLS2 - Ensure that there are clear reporting processes and risk monitoring in place for the emergency planning and local security work, including the testing of resilience plans. Summary of actions undertaken to date Agreed timescale for implementation KPMG QGF review conducted in November 2013 resulted in 25 actions. November 2013 Second KPMG QGF review commended in November 2014. November 2014 Divisional Structure consultation commenced on 12th September with 3 appointments made. September 2014 Detailed action plan developed to address KPMG’s recommendations and support by the PMO. July 2015 Head of Emergency Planning monitors risk locally, regionally and nationally. On going Table–top and live emergency preparedness exercises carried out as planned throughout the year including: Viral Haemorrhagic Fever; Child Abduction; Loss of IT and Loss of electric supply. On going External Support/ Assurance Progress against original timescale Revised deadline (if required) Green Green Green Green Green Green 13 The Queen Elizabeth King’s Lynn NHS Foundation Trust - How our progress is being monitored and supported Oversight and improvement action Agreed Timescale for Implementation Monitor appointed Improvement Director, David Hill. Appointed 6th January 2014 Guys and St Thomas NHS Foundation Trust appointed as ‘Buddy’ Trust. Action owner Progress Monitor Completed Commenced December 2013. QEHKL Green Interim Medical Director for Quality Improvement appointed. October 2014 QEHKL Green A review of our support from a number of different Trusts as appropriate is currently under review to enable support going forward. CEO and Chairs discussions already underway with Norfolk and Norwich University Foundation NHS Trust and the James Paget University Foundation Hospitals NHS Trust. End February 2015 QEHKL Green 14
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