HSCP participation and engagement

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Mapping Report

Acknowledgement

East Dunbartonshire Health and Social Care Partnership (HSCP) wishes to thank all of the staff and colleagues from East Dunbartonshire HSCP, NHS Greater Glasgow and Clyde and East Dunbartonshire Council (EDC), for their participation, assistance and contribution in the creation of this mapping report.

Introduction

East Dunbartonshire Health and Social Care Partnership (HSCP) was committed, from its establishment, to having robust arrangements that would support meaningful public, carer, patient, service user and stakeholder involvement. The HSCP and its teams regularly devise and implement a range of engagement, participation and community involvement programmes aimed at different stakeholders. The HSCP utilise various consultation tools and/or mechanisms to deliver these programmes.

Some of the programmes are ongoing. For example, the Public, Service User and Carer (PSUC) representatives group in East Dunbartonshire was formed in 2016 and is a network of local people with an interest in improving the services provided by the HSCP. Involving patients, service users, carers, their families and local residents and local communities is an important part of improving the quality of services provided by the HSCP. The PSUC group assist the HSCP to improve services and ensure it is person centred; they also assist the HSCP in the change or redesign of local health and social care services and to strengthen local knowledge and confidence in the HSCP. They do this by attending various HSCP committees and planning groups, such as:

  • East Dunbartonshire Integrated Joint Board (IJB)
  • East Dunbartonshire HSCP Strategic Planning Group (SPG), and
  • The Locality Planning Groups (LPG), East and West, East Dunbartonshire.

While this group consults and engages with a broad range of East Dunbartonshire residents and stakeholders, various other HSCP teams and colleagues also engage with their patients, carers, service users and stakeholders. Some of these may be on an ad hoc basis, or for one-off projects, such as consultations, service evaluations, engagements or events. While others are created to investigate stakeholder views on a specific health and social care issue, such as a proposed health and social care service redesign or a pilot project or even an NHS Greater Glasgow and Clyde (GGC) or Scottish Government health and social care consultation.

A partnership approach to participation, engagement and involvement is encouraged by the HSCP although an engagement ‘map’ or list or database has never been produced, especially one that details all of the ongoing and one-off consultations that take place by HSCP teams across East Dunbartonshire. The aim of this exercise is to have a patient, service user, carer and stakeholder consultation database, where details of all known, current and future consultations can be found. The database will only be available for HSCP staff to access and will not be a comprehensive list of all of the existing and/or ongoing engagement mechanisms across East Dunbartonshire.

To determine the scale of engagements undertaken by our services, the HSCP has carried out a review all of the existing HSCP consultation and community engagement activity. A further aspect of this exercise was to review the plethora of forms and published materials utilised for patient informing, engaging and/or evaluation purposes. Principally, those that are used for patient and stakeholder informing and evaluation purposes.

The mapping exercise considered:

  • the HSCP team responsible for the engagement
  • the key stakeholders
  • the number of clients involved
  • the methods of engagement
  • the timescale(s) of engagement
  • the level of engagement; was it:
    • informing
    • consulting
    • involving
    • collaborating
    • empowering, and:
  • who is responsible for the evaluation of the engagement activity

The conclusions of this exercise will be drawn up within an ‘engagement map’ or list, with recommendations which can be found on page 21 of this report, ensuring active and meaningful engagement and involvement is integral to our strategic planning and commissioning.

Summary and Purpose of Report

Executive Summary and Purpose of Report

East Dunbartonshire Health and Social Care Partnership (HSCP) has recently carried out an exercise aimed at ‘mapping’ or listing all of the current HSCP consultations, participation, engagement and involvement activities that are in place across East Dunbartonshire. These activities and mechanisms are those that are being implemented by the HSCP and its staff teams.

For some teams this is not a new exercise, for instance HSCP Social Work and Social Care teams have an annual responsibility to respond to East Dunbartonshire Council’s (EDC) reporting mechanism for their Business Improvement Plan (BIP). A key of this report identified effective engagement with our customers.

The overall aim of this project is to build a comprehensive ‘map’ of all of the HSCP engagement mechanisms and programmes that are in place in East Dunbartonshire. Putting the ‘map’ in the domain of all HSCP staff teams and, in the future, its partners and East Dunbartonshire residents will allow access and learn more about how to get involved in influencing decision-making and having their say.

This report explains the background to the creation of the ‘map’ and reviews which service teams undertook to engage; which groups or communities are consulted , which services users are consisted with regularly and which less frequently and recommendations on how the ‘map’ could be used and expanded to track community engagement practices across East Dunbartonshire. We also asked each HSCP service team to collate and send to us all of the forms and templates that they use for patient and stakeholder information and evaluation.

This oversight of patient, carer and stakeholder engagement templates, forms and guides was a good starting point for a resource inventory and in future can act as a guide to the content development of a HSCP engagement resource ‘toolkit’, which can be used by HSCP teams to inform, engage and evaluate with patients, carers and stakeholders.

East Dunbartonshire HSCP has also recently completed the draft Communications Strategy (2019-22)*1 and Participation and Engagement Strategy (2019-22)*2. Once finalised there will be a suite of policies and guidance supporting the HSCP in achieving meaningful public, carer, patient and service user information and engagement pathway.

[*1 East Dunbartonshire HSCP Communications Strategy (2019-22) IN DRAFT ; *2 East Dunbartonshire HSCP Participation and Engagement Strategy (2019-22) IN DRAFT]

Policy Context

Legislation and policy drivers

The ‘Commission on the Future Delivery of Public Services’*3 (the ‘Christie Report’), chaired by Dr Campbell Christie (June 2011) had as two of its underlying principles:

  • Reforms must aim to empower individuals and communities receiving public services by involving them in the design and delivery of the services they use.
  • Public service providers must be required to work much more closely in partnership, to integrate service provision and thus improve the outcomes they achieve.

The Scottish Government’s response to the ‘Commission on the Future of Public Service Delivery’ sets out a vision of how Scotland’s public services need to change:

‘We will empower local communities and local service providers to work together to develop practical solutions that make best use of all the resources available’.

‘The focus of public spending and action must build on the assets and potential of the individual, the family and the community rather than being dictated by organisational structures and boundaries’.

‘Public services must work harder to involve people everywhere in the redesign and reshaping of their activities’.

Over the past few years the Scottish Government have introduced a number of key policy drivers relevant to the way public services involve and engage with communities. All of these emphasise the importance of designing and delivering public services in partnership with our communities.

The Public Bodies (Joint Working) (Scotland) Act 2014 (The Act) set out a legislative requirement to involve and engage a range of people in developing East Dunbartonshire’s Health and Social Care Partnership Strategic Plan (2018-21).

[*3 Christie Commission on the Future Delivery of Public Services - 2011]

The East Dunbartonshire Strategic Planning Group (SPG) has a wide range of stakeholders and partners and also reflects a locality planning approach to service delivery.

The Public Bodies (Joint Working) (Scotland) Act (2014) (The Act)*4 also sets out a framework within which Local Authorities, NHS Boards and Health & Social Care Partnerships (HSCPs) integrate health and social care service planning and provision.

The Community Empowerment (Scotland) Act, 2015*5 empowers local communities and individuals in a number of different ways, but particularly by strengthening their voices in the decision making process. New participation requests will allow local communities with an identified need to request that action is taken or to request involvement in improving a service. In addition, through the Community Planning Partnership (CPP), partners are required to engage with local communities, identified as living with deprivation to produce an action plan to address inequalities in the area.

In 2006, Patient Focus Public Involvement*6 was launched nationally. Patient focus, public involvement, often referred to as PFPI, emphasises two different ways in which people can participate in healthcare. Patient Focus means the provision of treatments and services which put the needs of the person at the centre to improve their experiences and outcomes of care and treatment. Public Involvement means involving people in decisions about how their health service is designed and provided.

East Dunbartonshire HSCP has responsibility for the strategic planning and the operational oversight of a range of health and social care services whilst East Dunbartonshire Council and NHSGGC retain responsibility for direct service delivery of social work and health services respectively, as well as remaining the employer of social care and health staff.

Services which are strategically planned for, by the HSCP Board include:

  • Adult Community Health Services
  • Adult Social Care Services
  • NHS Community Children’s Services
  • Children’s Social Work Services; and
  • Criminal Justice Social Work Services

[*4 Public Bodies (Joint Working) (Scotland) Act (2014); *5 Community Empowerment (Scotland) Act 2015;
*6 Patient Focus Public Involvement]

Strategic Planning Arrangements

Strategic Plan

The Act places a duty on Integrated Joint Boards (IJB) to create a Strategic Plan for the integrated functions and budgets. The Strategic Plan sets out the priorities and improvements to be delivered over three years; focussing on the most vulnerable adults, including those with disabilities, long term conditions, mental health disorders, community care needs, palliative care needs, need of care and protection and also the health and social care planning and delivery of children and young people’s services.

The Strategic Plan has been designed to meet the outcomes and performance measures for integration set within the Scottish Government’s National Performance Framework, focussing on the nine national health and wellbeing outcomes*7.

The HSCP, East Dunbartonshire Council and NHSGGC aim to work together to strategically plan and provide high quality social work services that protect children and adults from harm, promote independence and deliver positive outcomes for our residents. The HSCP’s vision is described in the Strategic Plan as:

‘Caring together to make a positive difference’.

Further the HSCP has an agreed a set of values; these were developed in association with staff, patients, carers, service users and stakeholders. The values which are listed below (page 12) in which everyone in a governance role, or who delivers a service (s) on behalf of the HSCP is expected to adhere to.

[*7 The National Health and Wellbeing Outcomes]

Table 1 - East Dunbartonshire HSCP- Values (select to enlarge)

List of HSCP Operational values

Governance

Governance Arrangements

The East Dunbartonshire Health & Social Care Partnership Board is required to govern its business effectively and in so doing build public and stakeholder confidence that health and social care services are in safe hands. This accountability requires the HSCP to establish mechanisms to:

  • ensure resources are invested in a way that delivers optimal outcomes
  • engage the public in shaping services
  • engage with staff as an important means by which the organisation shapes and drives positive culture change
  • ensure the HSCP Board adheres to the probity principles required of public organisations, and;
  • It is important that all elements of the HSCP’s work are subject to scrutiny to ensure that it is appropriately carried out and managed. This applies equally to all participation and involvement activity.

The HSCP has established a number of governance arrangements visually described in the following diagram.

Diagram 1. HSCP Governance Arrangements (select to enlarge)

HSCP Governance Arrangements tree

Aims and Objectives

Aims and Objectives of the HSCP Mapping Exercise

Over the course of 12 weeks, between September and December 2019, East Dunbartonshire HSCP has undertaken an investigation into identifying the breadth and depth of consultation and engagement activity carried out by HSCP staff teams with patients, service users, carers, their families, local residents and stakeholders in East Dunbartonshire.

Aims:

  • To understand the reach of the HSCP’s previous and current participation and engagement practices with patients, service users, carers, stakeholders and local residents and the local communities of East Dunbartonshire.
  •  To understand the various mechanisms and gather all of the published materials that are in place and used by the HSCP and its staff teams to engage with patients, service users, carers, stakeholders and local residents and local communities of East Dunbartonshire.
  • To identify clear recommendations to take forward to the HSCP’s Senior Management Team (SMT).

Objectives:

  • To devise and implement an East Dunbartonshire HSCP - wide consultation and engagement ‘map’ to ascertain the breadth and depth of involvement and participation in our area.
  • To carry out a desktop analysis of the HSCP’s database / case management system to map public, service users, carers, patients and their families’ involvement and participation in HSCP’s consultations and engagements in East Dunbartonshire.

Research Methodology

Methodology

To implement this investigation, a qualitative approach was applied, this consisted of a range of interviews, meetings and group discussions with HSCP colleagues and HSCP team leads.

In addition a desktop exercise and an evidence review across the HSCP teams was conducted, in so doing, providing baseline selection of current consultation and engagement activity. The review also drew on the evidence collected from previous engagement and consultation exercises as well as the wider national policy context.

In October 2018 a ‘Working Together’ group session with HSCP team leads was held to identify and review, the benefits and barriers to patient and public engagement and also the attitudes and assumptions of service providers and the public in working together.

Following this a template to review the existing consultation and community engagement programmes was designed, and shared with all HSCP staff teams for them to return.

Findings and Analysis

Findings

The following findings are formulated from the returns received and does not reference every process that is understood to be in place. Nonetheless, the ‘map’ will prove a useful reference tool for finding out what types of consultation and community engagements are currently taking place in East Dunbartonshire by HSCP staff teams and the current forms and templates that are used to inform and educate stakeholders and evaluate services, and;

  • who is responsible for running them, and;
  • who the engagement is aimed at

The Engagement ‘mapping’ exercise highlighted that a large number of consultation and community engagement activities and mechanisms are in place. Some of these are ongoing, for example, user group forums to hear the views of patients and carers on a regular basis. Others undertake ad hoc or one-off consultations, arising out of a specific issue, such as a pilot project or proposed new service or re-design of an existing one.

Also, both the rate and the variety of consultation activity that takes place means that the ‘map’ could quickly become out of date as old consultations finish and new ones begin, or as specific forums/groups used for consultation are abolished or re-invented as new forums.

Furthermore, teams use a range of forms and templates, many that are out of date, poorly designed and in some cases have no identifiable logos or art work to let stakeholders know which service or even organisation has produced them (see Appendix 2).

Appendices

1. East Dunbartonshire HSCP involvement and participation ‘Map’ list
2. East Dunbartonshire HSCP templates and forms
3. Participation and Engagement framework
4. Ladder of participation
5. Patient and Public Involvement - Project planning and involvement checklist
6. Consultation and Engagement Checklist
7. Publicity checklist – Leaflet, posters etc (Managers, Teams Pathway)
8. References
9. Glossary of Terms

The above appendices are available to read