CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT POLICY Type of document Please tick the relevant box: Policy (must do) Guidance (should do) □ Protocol/procedure (must do) □ Directorate Responsible for Policy: Quality Name of responsible board/committee: Clinical Management Board Post Holder Responsible for Policy: Head of Clinical Effectiveness Contact Details: Ext 2033 Date Written: September 2013 Approved By: Clinical Management Board Date Approved: 27 November 2013 Ratified by: Joint Board of Directors Date ratified: Not required Date Policy Becomes Live: Last Review: June 2016 Next Due for Review: June 2019 Version No. Updated By Updated On 1.0 1.1 Head of Clinical Effectiveness and Clinical Governance Administrator 17 June 2016 Description of Changes Policy developed as a separate document from the Procedural Document Development and Management Policy in order to distinguish between corporate and clinical documentation requirements. 4.3 Format – section removed. All formatting will be undertaken by ICID author. New section (5) and References – information added regarding the Accessible Information Standard. Remaining sections renumbered. ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 1 of 1 NEXT REVIEW DATE: JUNE 2019 Contents Section 1 Introduction 2 Purpose 3 Roles and Responsibilities 4 Style and Format of Clinical Documents 5 Accessible Information Standard 6 How to Develop a Clinical Procedural Document 7 Privacy Impact Assessment 8 Smartphone Apps 9 Approval and Ratification Process 10 Review and Revision Arrangements including Version Control 11 Dissemination and Implementation 12 Document Control including Archiving Arrangements 13 Monitoring and Compliance 14 References 15 Policy Privacy Impact Assessment 16 Appendices Appendix A Equality Analysis ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 2 of 2 NEXT REVIEW DATE: JUNE 2019 1. Introduction It is important to ensure that any new clinical procedural document developed within the Trust is based on sound evidence and follows an agreed process for approval and implementation. To reduce the risk of out-of-date clinical information being unintentionally used and to reduce printing costs, it is recommended that policies are not printed off and stored locally. 2. Purpose 2.1 Staff Groups Affected All clinical staff wishing to develop clinical procedural documents must adhere to this Policy. 2.2 Exceptions and Contraindications There are no exceptions to this guidance. An Equality Analysis has been completed (Appendix A). For advice and guidance on how to develop non-clinical procedural documentation, please refer to the Trust’s Procedural Document Development and Management Policy. 3. Roles and Responsibilities 3.1 Clinical Staff Clinical staff have a responsibility for ensuring that they adhere to this Policy in the development of new policies and maintenance of existing polices. 3.2 Local Committees, Forums or Groups Once written, the clinical procedural document will be presented to the relevant local committee, forum or peer group for approval. The relevant body must ensure that the document meets the requirements set out in this Policy and that the approval, or any amendment requested prior to publication, is recorded within the notes of the meeting. 3.3 ICID (Integrated Clinical Information Database) Author The ICID Author, based in the Quality Directorate, will ensure that the document ratified by CMB is put onto the ICID database and managed accordingly. 3.4 Head of Clinical Effectiveness The Head of Clinical Effectiveness will undertake pre-publication review of the policy document prior to submission to the Clinical Management Board and, where appropriate, make recommendations to the author for change to ensure compliance with legal and ethical guidelines. 3.5 Clinical Management Board The Clinical Management Board (CMB) has a duty to ensure that the appropriate steps have been followed before ratifying new clinical procedural document. Following this approval, the policy will be made ‘live’ on ICID. ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 3 of 3 NEXT REVIEW DATE: JUNE 2019 4. Style and Format of Clinical Documents 4.1 Language All clinical procedural documentation must be written in a style which is concise and clear, using unambiguous terms and language. If such documents are intended for use by the general public, consideration must be given to the appropriateness of producing them alternative formats (large print, easy read, brail) or in languages other than English, dependent on the population groups served by the Trust. Advice and guidance is available from Customer Care or email [email protected]. 4.2 Style Any clinical document to be published on ICID should be forwarded to [email protected],uk who will put it in the right template for ICID. A Clinical Management Information template http://icid/HowTo/pages/ICID_Help_v5/ICID%20Help.html 5. form is available on ICID at Accessible Information Standard The Accessible Information Standard has been published under section 250 of the Health and Social Care Act 2012 to instruct organisations on how they should ensure that disabled patients receive information in formats that they can understand, and that they receive appropriate support to help them communicate. All organisations that provide NHS or publicly funded adult social care must have fully implemented and conform to the Standard by 31 July 2016. If Trust staff are developing resources for patients they must ensure that these resources meet the new Standard. Further information can be obtained from the Trust’s Accessible Communication Policy which will be available by autumn 2016. 6. How to Develop a Clinical Procedural Document 6.1 The Process A flow chart setting out the process to follow http://icid/HowTo/pages/ICID_Help_v5/ICID%20Help.html. is available on ICID at Step 1 – Produce the draft Document Write the document, in consultation with key stakeholders, using evidence-based research and adopting the language, style and format set out in 4 above. Step 2 - Responsibility Determine who will be responsible for implementing the document and the risk of poor implementation. Discuss and add this risk, where identified, to the relevant directorate’s risk register. Step 3 - Method Decide the most appropriate method of implementation. ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 4 of 4 NEXT REVIEW DATE: JUNE 2019 Step 4 - Action Plan Develop an action plan for implementation. Step 5 - Local Approval Obtain approval of the document, including action plan for implementation, from appropriate local committee, forum or group. If the document involves drugs, it must also be presented to the Drugs and Therapeutic Committee for approval before proceeding to Step 6. Step 6 - Submission to ICID Submit the document via email to the ICID Author, based in the Quality Directorate, together with a completed ‘New Clinical Management Information Approval Form’ available on ICID at http://icid/HowTo/pages/ICID_Help_v5/ICID%20Help.html The ICID Author will put the document into a format suitable for ICID and agree content prior to step 7. Step 7 - Initial Review The Trust’s Head of Clinical Effectiveness will review the draft document. If they have any concerns or require amendments to the document, they will refer it back to the author (step 1 above). Step 8 - Ratification When the Head of Clinical Effectiveness is happy with the document, it will be submitted to the Clinical Management Board for ratification. Step 9 - Publication Once approved, the author of the document will be responsible for circulating it to all relevant parties and publicising the action plan for implementation. The ICID Author will publish the document on ICID. If the document replaces an existing one, the ICID Author will archive the old document on ICID in line with the Trust’s information governance policies and procedures. The author will receive automatic reminders when their document is due for review. Step 10 - Implementation and audit The author of the document will be responsible for monitoring and auditing implementation, the results of which will be fed back to the Trust’s 3:3 performance management meeting. If the audit results show compliance, a re-audit will be undertaken at the time the document is due for review (maximum 3 years from implementation). If the audit results show non-compliance, the author will need to amend the document accordingly, starting at step 1 above. ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 5 of 5 NEXT REVIEW DATE: JUNE 2019 6.2 Library of Clinical Procedural Documents As outlined on step 9 above, the ICID Author will publish the document on ICID. The ICID Author is responsible for the maintenance and archiving any clinical procedural documents in line with the Trust’s information governance policies and procedures. Ownership of the original document (together with any supporting documents such as implementation action plans) will remain with the author. 7. Privacy Impact Assessment (PIA) When developing clinical information it must be established whether the personal information aspects comply with the Principles in Schedule 1 of the Data Protection Act (DPA). Authors are encouraged to seek guidance from the Information Governance Department and must complete the relevant PIA documentation or gain formal confirmation that one is not required. 8. Smartphone Apps When developing clinical information for patients, it may be useful to provide a QR code linking to additional information and/or the hospital website. Further advice can be sought from the relevant Informatics team leader. 9. Approval and Ratification Process This Policy will be submitted to the Clinical Management Board for ratification. 10. Review and Revision Arrangements including Version Control This overarching Policy will be reviewed every three years or sooner should significant changes in processes, external legislation or NHS central guidance arise. Version control will be undertaken in line with ICID version control. 11. Dissemination and Implementation Staff will be advised of this Policy and any subsequent revisions via the Trust’s cascade brief process. The Policy will be available on ICID. 12. Document Control including Archiving Arrangements This Policy will be held on ICID. Previous versions will be archived on ICID. 13. Process for Monitoring Compliance and Effectiveness The Head of Clinical Effectiveness will monitor compliance of this Policy and will report any exceptions to the Clinical Management Board to agree further action. 14. References The process for implementing clinical procedural documents has been adapted from “Implementing NICE Guidance, National Prescribing Centre 2001”. ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 6 of 6 NEXT REVIEW DATE: JUNE 2019 SCCI1605 Accessible Information – the ‘Accessible Information Standard’ (Health & Social Care Information Centre – 3 July 2015) https://www.england.nhs.uk/ourwork/patients/accessibleinfo/ 15. Privacy Impact Assessment (PIA) This policy has been assessed against the Trust's PIA Policy Appendix C and as no fundamental changes have been made to the processing of personal data, the Information Governance Manager has determined that a PIA is not required. 16. Appendices Appendix A Equality Analysis (see next page) ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 7 of 7 NEXT REVIEW DATE: JUNE 2019 APPENDIX A Equality Analysis (EA’s) 1.Title of policy, programme, framework or organisational change being analysed. Clinical Procedural Document Development Policy 2. Please state the aims and objectives of this work and the intended equality outcomes. How does this proposal link to the organisation’s business plan or Values and Beliefs? The Clinical Procedural Document Development Policy sets out the process for staff to follow for the production, approval and implementation of clinical procedural documentation within Salisbury NHS Foundation Trust. The Policy does not link to the organisation’s business plan. It does reflect the Trust’s values and beliefs particularly in relation to the safety and wellbeing of patients. 3. Who is likely to be affected? Eg: staff, patients, service users (please refer to appendix 1) This Policy is primarily for the use of clinical staff although other staff groups may be involved when a clinical procedural document is being initiated or reviewed. 4. Using the ‘Equality Definitions’ template - What evidence do you have of the potential impact (positive or negative)? Include any supporting evidence eg: research, data or feedback from engagement activities 4.1 Disability The Policy has no positive or negative impact on people with disabilities. ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 8 of 8 NEXT REVIEW DATE: JUNE 2019 4.2 Sex (Male or Female) The Policy relates to any gender. 4.3 Race The Policy highlights the need for staff to consider whether their clinical procedural documentation is intended for use by the general public and, if so, to consider the appropriateness of producing the document in languages other than English, dependent on the population groups served by the Trust. Section 5 of the Policy highlights the importance of complying with the Health & Social Care Accessible Information Standard by 31 July 2016, and the Trust’s Accessible Communication Policy which will be available from autumn 2016. 4.4 Age The Policy relates to staff of any age. 4.5 Transgender The Policy has no positive or negative impact on transgender. 4.6 Sexual Orientation (this will include lesbian, gay and bi sexual as well as heterosexual people) The Policy has no positive or negative impact on the various sexual orientations. 4.7 Religion or belief (includes religion, beliefs or no religion or belief) The Policy has no positive or negative impact on staff’s religion or beliefs. ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 9 of 9 NEXT REVIEW DATE: JUNE 2019 4.8 Marriage and civil partnership The Policy has no positive or negative impact relating to marriage and civil partnership. 4.9 Pregnancy and maternity (this can include impact on working arrangements and infant caring responsibilities) The Policy has no positive or negative impact on staff relating to pregnancy and maternity. 5.0 This table should be completed with all actions identified to mitigate any negative effects Action Plan Target Date Review Date Person Responsible List of Actions: No actions required. are 6.0 Sign off Name and signature of person who carried out this analysis: Gill Sheppard, Clinical Governance Administrator ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 10 of 10 NEXT REVIEW DATE: JUNE 2019 Date analysis completed: 22 August 2013 Reviewed June 2016 – reference made to the Health and Social Care Accessible Information Standard and Trust’s Accessible Communication Policy Name and signature of line manager: Claire Gorzanski, Head of Clinical Effectiveness Date analysis approved by line manager: 21 November 2013 Amendments approved 30 June 2016 Copy forwarded to Equality and Diversity Department: 21 November 2013 Revised version 30 June 2016 ________________________________________________________________________________________ CLINICAL PROCEDURAL DOCUMENT DEVELOPMENT AND MANAGEMENT POLICY VERSION 1.1 AUTHOR: CLINICAL GOVERNANCE ADMINISTRATOR WRITTEN: SEPTEMBER 2013 REVIEWED: JUNE 2016 Page 11 of 11 NEXT REVIEW DATE: JUNE 2019
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