Media and Public Relations Policy - nuhrise.org · Media and Public Relations Policy 3 Version 2...

Media and Public Relations Policy 1

Version 2

July 2010

MEDIA & PUBLIC RELATIONS POLICY

Document Control

Reference

GG/CM/022

Date Approved 1 July 2010

Approving Body Trust Board

Implementation date 1 July 2010

Version 2

Supersedes NUH Version 1(February 2008)

Consultation undertaken COMMUNICATIONS AND ENGAGEMENT

TEAM, CALDICOTT GUARDIAN, NUH

EMERGENCY PLANNING LEAD, DIRECTORS

GROUP, PATIENT & PUBLIC INVOLVEMENT

LEAD OFFICER.

Target Audience ALL STAFF

Supporting Procedure(s)

Review Date July 2013

Lead Executive DIRECTOR OF COMMUNICATIONS AND

ENGAGEMENT

Author / Lead Manager COMMUNICATIONS MANAGER (MEDIA)

Further Guidance /

Information

COMMUNICATIONS MANAGER (MEDIA) ext

61975


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Contents

Para Title Page

1.0 Introduction

1.1 Policy Statement

1.2 Communications Team

1.3 Contacts (during working hours and out-of-hours)

4

5

5

2.0

Reactive (unplanned) media enquiries

2.1 Handling the media

2.2 Identifying spokespeople

2.3 Signing off media statements

2.4 Patient condition checks for (a) Media and (b) Police

2.5 Media enquiries about prisoners receiving medical

care at NUH

6

6

7

7

7

9

3.0 Proactive (planned) media enquiries

3.1 Press releases

3.2 VIP (Very Important Person) and celebrity visits

3.3 Published article and papers

9

10

10

10

4.0 Interview requests

4.1 Media filming and photography requests

4.2 Requests from media to interview patients

4.3 Requests from Police for media to interview patients

4.4 Patient/next-of-kin requests for interviews on hospital

grounds

4.5 Request from local media for comment from NUH on

national issues

10

11

11

12

12

13


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5.0 Social Media and blogs 13

6.0 Incidents

6.1 Internal Incidents

6.2 Major Incidents

13

13

14

7.0 Complaints, litigation cases and internal investigations 14

8.0 Implementation and Monitoring Plans 15

9.0 Rights of Staff Side Representatives of Recognised

Trade Unions or Staff Associations

15

10.0 Communication of the Policy 15

11.0 ‘Here for you’ standards 15

12.0 Equality and Diversity Statement 16

13.0 Equality Impact Assessment Statement 17

Appendix A: Patient Media Consent Form 18

Appendix B: Equality Impact Assessment Report 19

Appendix C: Employee record of having read a policy 26

Appendix D: Employee record of having read a policy 32


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1.0 Introduction 1.1 Policy Statement

As a transparent organisation, Nottingham University Hospitals NHS Trust supports the fostering of strong, professional relationships with journalists. We recognise the significant role media coverage can play in people‟s perceptions of NHS services and their understanding of how to use them. This policy is designed to ensure that Nottingham University Hospitals NHS Trust (NUH) makes the most of its media coverage and public relations activities to help protect and boost its reputation and support the Trust in its goal of being the country‟s best acute teaching trust by 2016. The aim of this policy is:

- To raise local, national and international awareness of NUH in terms of its name and role.

- To be recognised as the local acute health provider and as a trustworthy, caring and open hospital trust which provides excellent quality patient care using the latest medical techniques and equipment.

- To be recognised as an organisation that values its staff and the role they

play. - To be recognised as a regional and national centre of excellence as well as

a leader in research and development and teaching and education in healthcare.

- To raise public confidence in the NHS.

- To support NUH staff and patients when they have any contact with the

media (which includes television, radio, print and online media). This policy covers areas including the use of Trust facilities and grounds for filming and interviews with staff (including honorary staff) and patients and patient consent issues for interviews and photography where NUH requires that strict protocols are followed by all Trust staff and honorary staff. This policy should be read in conjunction with other Trust policies, including the Major Incident Policy, Internal Incident Plan, the Policy for the Management of Prisoners at NUH, the VIP Procedure, Photography and Video Recordings of Patients: Confidentiality, Consent, Copyright and Storage,


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Influenza Pandemic Plan and the Policy for Dealing with Multiple Enquiries (Hotline Arrangements). 1.2 Communications Team at NUH

In addition to being responsible for providing 24-hour communications support, the Communications and Engagement Team is responsible for:

Identifying appropriate spokespeople for quotes and interviews and issuing responses to media which meet deadlines.

Ensuring that statements and quotes which are sent to media in response to reactive (unplanned) and proactive (planned) enquiries are approved by any patients quoted, the member of staff concerned, his/her line manager (or shift manager) and where appropriate the relevant Director/Chief Executive. If a patient is unable to consent, approval should be sought from a parent, close family member or legal guardian.

Protecting patient confidentiality at all times (ensuring compliance with the Caldicott Report (1997) and the Data Protection Act (1998)).

Accompanying reporters, photographers and camera crews when on hospital grounds.

Providing advice and support to any staff or patients who are responding to a media enquiry or wish to initiate a story themselves (a good news story) and may need help with a press release, for instance.

Keeping a log of all media enquiries, responses and subsequent media coverage and preparing a weekly media report for the attention of Trust Board, clinical directors, general managers, clinical leads, MPs and Overview and Scrutiny Committee (OSC) and making this available for all staff on the intranet.

NOTE – The Communications Team keeps copies of all original press cuttings where NUH‟s name or one of its staff is mentioned in the report. Licensing laws prevent the distribution of photocopied articles from the press and therefore we are unable to photocopy, scan or circulate any such articles. 1.2 1.3 Contacting the Communications & Engagement Team Postal Address: Nottingham University Hospitals NHS Trust, Communications Team, E Floor, South Block, Queen‟s Medical Centre campus, Derby Road, Nottingham, NG7 2UH.


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On-call (out-of-hours) Communications mobile: 07976 190031 During normal working hours (9am-5pm), Monday to Friday (with the exception of Bank Holidays and other public holidays) all media enquiries should be referred to the Communications Team so that the enquiry can be logged and dealt with appropriately. If media contact the Trust out-of-hours (evenings, weekends or Bank Holidays) the Switchboard (0115 9249924) should refer the call to the on-call communications officer (Mobile number – 07976 190031).

Non-urgent out-of-hours media enquiries should be dealt with as above. The on-call communications officer will make a decision whether to deal with the enquiry out-of-hours or pick up during normal office hours depending on the nature of the enquiry.

2.0 Reactive (unplanned) media enquiries

All media enquiries should be referred to the Communications Team during normal office hours on 0115 9249924 ext 61975. Outside of these hours urgent media enquiries will be dealt with by the on-call communications officer (see above).

2.1 Handling the media

The Communications Team is the first point of contact for all media enquiries, including both proactive (planned) and reactive (unplanned) enquiries.

Should journalists approach NUH staff (or Honorary staff) directly on any issue that relates to the Trust, its staff or patients, or to ask for an opinion or comment from an expert on a medical issue, they should be referred to the Communications Team before responding.

The use of NUH clinicians, some of whom are nationally renowned in their field of expertise, is encouraged by the Trust and therefore the communications team, as this helps to raise NUH‟s profile on a regional, national and sometimes international level. It is suggested that enquiries such as this are referred to the Communications Team as they may be part of a bigger story that the Communications Team feel the Trust‟s Executive Team or Chief Executive needs to be aware of.

As a part of standard incident reporting routines, staff are asked to inform the Communications Team if they know of an incident or event that has happened which may result in negative publicity and therefore affect the Trust‟s


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reputation. This ensures the Communications Team has more time to look into the facts and prepare a suitable response in case any media enquiries are received.

The Communications Team will endeavour to keep staff informed about key media coverage that affects the Trust and also ensure stakeholders are fully briefed about any media enquiries/activity that could have an impact on them (or their members) directly or affect the reputation of the Trust. This includes MPs and Overview and Scrutiny Committee.

It is recognised that clinicians must prioritise their clinical commitments (patient care), but it is important that all staff respond as quickly as possible to media enquiries when asked. This will ensure media reports relating to NUH are balanced and give an opportunity for the Trust to put across its side of the story. The Communications Team will usually contact the General Manager of a directorate with any controversial media enquiries. However, if they are not contactable and a quick response is needed, the Communications Team may contact any appropriate member of staff to get the information required and ensure deadlines are met.

2.2 Identifying spokespeople

The Communications Team has a database of staff who have either undergone media-training and/or are nominated spokespeople who are able to speak confidently about their area of expertise. The Communications Team keeps an up-to-date list of staff who are happy to work with the media so that the Trust can maximise opportunities for media coverage and therefore raise its profile.

The Communications Team will decide who should speak to the media about reactive issues (which are sometimes about controversial issues). Nominated spokespeople about reactive issues are usually the Chief Executive, directors, senior clinicians or a member of staff who is an expert in their field.

2.3 Signing off media statements

Media statements are official responses from the Trust to negative or controversial media enquiries. Media statements are written by the Communications Team on behalf of the Trust and signed off by the relevant director, clinician or general manager. 2.4 Patient condition checks


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Police and media often request patient condition checks from NUH, usually for patients who have been admitted to hospital after a road traffic accident, violent attack or house fire. There are also occasions when the Communications Team receives condition checks for a celebrity/VIP who has been admitted after an illness/accident. The protocol outlined below should be followed.

a) Media condition checks During normal working hours (9am-5pm), Monday to Friday, all media condition checks should be referred to the Communications Team on ext 61975 or ext 67184. The Communications Team will contact the relevant ward/unit to get the information. Consent to provide this information needs to be sought by the Communications Team from the patient or from their next-of-kin/parent/legal guardian, via ward manager or nurse-in-charge. The Communications Team will only provide the condition check if the journalist has the name of the patient, address and/or date of birth. This is so the Communications Team can be sure they are giving out the condition check about the correct patient. When a request for a condition check is received and the journalist has provided the necessary information (name of patient, address and/or date of birth), the Communications Team will contact the ward manager or nurse-in-charge of the relevant ward or unit and request a condition check. The Communications Team will request very basic information about the patient‟s condition, such as „critical‟, „stable‟, „comfortable‟, „improving‟ or „patient has been discharged‟. If the patient has died, this information should only be given out if the relatives have been informed of the death. Before giving out any information to the Communications Team, the ward manager or nurse-in-charge must get consent from the patient or the next- of-kin.

The Communications Team encourages staff to call them back with the information to check the authenticity of the request, as occasionally journalists may try to contact wards/units directly for condition checks. If this happens, the ward should forward requests to the Communications Team so that the enquiry can be logged appropriately. The Communications Team keeps a record of all condition checks given to media and the police so that they can be consistent if any further enquiries are received, or with subsequent updates. Managing patient condition checks in this way minimises the risks to individual members of staff being placed in


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what can be difficult situations and therefore maximising the Trust‟s professional reputation. The same protocol applies if the condition check relates to a celebrity/VIP patient. As with other routine media enquiries, requests for condition checks from media out-of-hours should be referred to the on-call communications officer.

b) Police condition checks: During normal working hours (9am-5pm), Monday to Friday, all police condition checks should be referred to the Communications Team on ext 61975 or ext 67184. The Communications Team will contact the relevant ward/unit to get the information and give this detail to the Police with the necessary consent from the patient.

Requests for condition checks from Police out-of-hours should be referred to the on-call communications officer.

The Communications Team will request very basic information about the patient‟s condition, such as „critical‟, „stable‟, „comfortable‟, „improving‟ or „patient has been discharged‟. If the patient has died, this information should only be given out if the relatives have been informed of the death. Before giving out any information to the Communications Team, the ward manager or nurse-in-charge must get consent from the patient or the next- of-kin.

The Communications Team encourages staff to call them back with the information to check the authenticity of the request. 2.5 Media enquiries about prisoners receiving medical care at NUH

Occasionally the Trust may receive enquiries from media requesting details (either condition checks or other information) about a prisoner who is receiving medical care at NUH.

For security reasons, it is important that no identification information relating to prisoners or prison staff is disclosed by anybody except the Prison Service. Members of NUH staff must not talk to the media about prisoners without permission from the Prison Service Bronze Commander and the NUH Director of Communications and Marketing (refer to the Policy for the Management of Prisoners at NUH).

3.0 3.0 Proactive (planned) media relations


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One of the roles of the NUH Communications Team is to maximise publicity for good news stories, provide necessary information to the media and identify suitable members of staff and where appropriate patients for interviews. The Communications Team relies on staff to let the team know about any good news stories in their directorate that would be suitable to send to the media. If in doubt about the appeal of a story, please do check with the Communications Team.

Ideas for positive stories include:

New services, procedures or ways of working

Award wins

Improvements to services

Research projects

Personal achievements

Positive patient experiences or feedback

Anything unusual or out of the ordinary

3.1 Press releases

Press releases are the main way in which good news stories are highlighted to the media. This includes stories on staff awards/achievements, fundraising events for NUH, opening of new medical equipment/department, groundbreaking developments in treatment/techniques and breakthroughs in medical research.

The Communications Team is responsible for writing press releases on behalf of NUH staff and can advise when is the best time to send out and to which media depending on the nature of the story to ensure maximum publicity is gained.

If an external agency, such as a supplier, wishes to issue a press release that involves the Trust or a part of the Trust, this press release must be submitted to the Communications Team for approval prior to being issued.

3.2 VIP (very important person) and celebrity visits to NUH

The Communications Team is responsible for managing all VIP/celebrity visits to the Trust (for example: Royal visits, MPs, celebrities and sports people). Staff intending to arrange such a visit should contact the Communications Team in the first instance so that the necessary guidance can be given. Please also refer to the VIP policy.


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3.3 Published articles and papers

Members of staff are requested to inform the Communications Team when they submit a paper or article which may generate national or international media interest if published. The Communications Team can then offer advice, and help authors and other relevant Trust staff prepare for enquiries and interest. The Communications Team will also, where appropriate, liaise with University of Nottingham‟s Communications Team to ensure consistent coverage is achieved. 4.0 Interview requests

Requests for interviews, filming and photographs can be received as a result of both proactive press releases and in reaction to an unplanned story. All requests for interviews, filming and photography should be forwarded to the Communications Team so that a member of the team can give approval for this to go ahead and give out any necessary advice to staff/patients taking part.

Staff should exercise caution if approached for an interview/comment while on duty in the event of reporters posing as others (undercover reporter) who are looking for a story. All requests for comments/interviews should be referred to the Communications Team who can offer the relevant advice. Media representatives usually have identification (for example ID badge from the BBC). However, they should never be unaccompanied when on Trust premises. If any media representatives or film crews are seen on site and are unaccompanied, please inform the Communications Team or contact Security (QMC campus ext 63335/City Hospital campus ext 56221).

4.1 Media filming and photography requests

All requests from media for filming or photography on hospital grounds must be approved and led by the Communications Team. Where possible, a member of the Communications Team will be present to oversee the filming or photography. On occasions when a member of the Communications Team is not available, a manager (such as general manager, service manager or ward manager) from the area involved may be asked to attend and will be given a full briefing from the Communications Team.

The Communications Team will ensure that written consent is obtained from any patients involved in interviews/filming/photography (Appendix A) and a record of this consent will be kept in the communications office. When a


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member of the Communications Team is not present during filming/photography sessions, the manager assisting should forward the consent form to the communications team (see address on page 7) so that the forms can be kept in one place. Media consent forms are available from the Communications Team on ext 61975 or ext 67184 or on NUHnet.

Verbal consent is accepted by the Communications Team by staff taking part in media interviews, filming or photography. It is not necessary for staff to complete consent forms.

Before any filming or photography takes place on Trust grounds, all patients and staff using the area must be asked for their consent. Accidental recording of people in the background who have not given consent must be avoided. If patients or staff do not wish to be included, the angle of the filming/photography or the location may need to be changed. Media crews and photographers who do not respect patients‟ and staff wishes will be asked to stop filming/photographing and leave the premises. Consent needs to be obtained from everyone in shot – even if they are just in the background.

For clinical and non-clinical photography contact the NUH Medical Photography team on ext 64685 at Queen‟s Medical Centre campus or ext 56493 at City Hospital campus.

4.2 Requests from the media to interview patients

All requests for interviews with patients should be directed to the Communications Team during normal working hours (Monday to Friday, 9am-5pm). The Communications Team will give permission for the interview to go ahead on hospital grounds only if:

- Appropriate written consent is obtained from the patient or a legal guardian/parent for children under the age of 16 (Appendix A).

- The consultant/nurse-in-charge/ward manager agrees that the patient is

medically fit enough to be interviewed and that it is appropriate to do the interview in hospital and is unlikely to cause any disturbance to other patients on the ward or interfere with the work of other staff on the ward.

- That note 4.1 of the Media and PR Policy is adhered to at all times.

Urgent requests from media for interviews with patients that are received out-of-hours should be referred to the on-call communications officer on 07976 190031.


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Non-urgent requests from media for interviews with patients received out-of-hours should be referred to the Communications Team (via e-mail or a message left on voicemail at 0115 9709975) and will be dealt with during normal office hours.

Staff should leave clear messages for the Communications Team about the deadline for any media enquiries to ensure that media deadlines can be met.

4.3 Requests from police for media to interview patients

When the police are looking for help from the public to progress a criminal investigation (for instance if they are appealing for witnesses to come forward), they might make a request to allow the media to be allowed to speak and film a patient in hospital. The police will usually have spoken to the patient in advance to get the necessary consent. The Communications Team should speak to the ward manager/nurse-in-charge on the ward/unit concerned to check that the patient is happy to go ahead with the interview and has given the necessary consent to the police. NUH will make every effort to assist the police with such requests, in accordance with guidelines outlined in 4.2 of the NUH Media and PR Policy.

4.4 Patients/next-of-kin requests for interviews on hospital grounds

Occasionally, patients, parents or next-of-kin contact the media directly and agree to be interviewed at the hospital. This can include stories where a patient is happy with the care they have received, wants to raise the profile of a fundraising campaign or medical condition, or stories when a complaint has been made against the Trust.

All requests for interviews from patients and next-of-kin should be referred to the Communications Team. They will ask the ward concerned if the interview can go ahead on the basis that it does not cause any disruption on the ward, the patient is considered medically fit to be interviewed and will not interfere with the work on the ward (such as mealtimes and drug rounds). The Communications Team will ensure that the guidelines set out in 4.2 are followed.

Outside office hours, urgent requests for interviews with patients/next-of-kin should be directed to the on-call Communications Officer, who will make a decision after speaking to Ward Manager/Nurse-in-Charge on the ward concerned whether to accommodate the interview request. Requests that are non-urgent will be dealt with by the Communications Team during normal working hours.


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4.5 Request from local media for comment from NUH on national issues

Local media regularly contact the Trust and ask for a comment from experts at NUH in response to issues raised by national media. The Communications Team will decide whether it is in the Trust‟s best interest to make a public comment on a national issue.

5.0 Social media and blogs

Responsibility for protecting and promoting privacy and dignity does not lie

with one individual or group, but with all staff at every level. Staff must always

be aware of actual and potential clinical risks of discussing patient care or

other confidential information in public, as outlined in the Patient/Client Privacy

and Dignity Policy.

Members of staff are free to use social media sites such as Facebook or

Twitter or blogging sites such as Wordpress or Blogger, providing this is done

in their own time and from a personal computer (i.e. not a Trust machine). No

information which may identify patients, or staff in a negative way, or otherwise

bring the Trust into disrepute is permitted to be discussed.

6.0 Incidents

6.1 Internal incidents

An internal incident is an incident which presents a significant danger to patients, staff and the public or which has the potential to significantly disrupt or harm the reputation of the Trust. Internal incidents occur for a wide number of reasons, for instance a power failure or explosion may cause an immediate disruption to services and may prompt the use of the Internal Incident Plan.

As with major incidents (see section 5.1), internal incidents could attract significant media interest. The role of the Communications Team in the case of an internal incident is to work with the Internal Incident Co-ordination Team (as outlined in the Internal Incident Plan) to manage both internal (staff) and external communications (keeping patients, the public and other stakeholders informed via the media) and if necessary set up a hotline facility (see Policy for Dealing with Multiple Enquiries (Hotline Arrangements)).

In the event of an internal incident occurring outside of normal working hours, the on-call Communications Officer will be contacted via the hospital switchboard.


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6.2 Major Incidents

A major incident will attract immediate and probably large-scale media interest, potentially on a national or even international scale depending on the nature of the incident or emergency the hospital is dealing with.

Dealing effectively with the media is therefore critical to the effective handling of the major incident. This is especially important as the public will turn to the media immediately for information during such an incident. It is therefore essential that information given out to media is accurate, timely and delivered through easily accessible channels to prevent the media from going elsewhere for information which may be from a less reliable source.

All media enquiries in relation to a major incident will be dealt with by the Communications Team, in conjunction with the NUH Major Incident Plan. In the event of a major incident outside of normal working hours, members of the Communications Team will be contacted via the hospital switchboard.

7.0 Complaints, litigation cases and internal investigations

The Communications Team responds to all media enquiries relating to complaints, litigation cases (including court cases and inquests) and internal and external investigations. Once the media enquiry has been received the Communications Team will ensure it is brought to the attention of the relevant director and a response will be formulated with the assistance of the Complaints, Litigation and Human Resources departments. Communications will ensure the response for media (media statement) is signed off by those named above before issuing to the media.

8.0 Implementation and Monitoring Plans

The Communications Team is responsible for ensuring this policy is circulated and monitored and for recommending updates when necessary.

A record must be kept of incidents breaching this policy and recommendations/training offered to the relevant department/ward.

9.0 Rights of Staff Side Representatives of Recognised Trade Unions or Staff Associations

This policy does not restrict the right of representatives of recognised trade unions or staff associations to express their views through or to the media directly.


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Representatives of recognised trade unions or staff associations are entitled to make comment on behalf of their staff association or trade union. They are not able to make comment on behalf of, or represent, Nottingham University Hospitals NHS Trust. 10.0 Communication of the Policy

The policy will be distributed to the target audience as a link in an article in Trust Briefing. It will also be available via NUHnet and held in the policy library.

All healthcare professionals will be made aware of the policy as part of their induction day.

11.0 We are here for you’ mission statement

11.1 This Trust is committed to providing the highest quality of care to our patients, so we can pledge to them that „we are here for you‟. This Trust supports a patient centred culture of continuous improvement delivered by our staff. The Trust established the Values and Behaviours programme to enable Nottingham University Hospitals to continue to improve patient safety, outcomes and experiences. The set of twelve agreed values and behaviours explicitly describe to employees the required way of working and behaving, both to patients and each other, which would enable patients to have clear expectations as to their experience of our services.

12.0 Equality and Diversity Statement

All patients, employees and members of the public should be treated fairly and

with respect, regardless of age, disability, gender, marital status, membership

or non-membership of a trade union, race, religion, domestic circumstances,

sexual orientation, ethnic or national origin, social & employment status, HIV

status, or gender re-assignment.

All trust polices and trust wide procedures must comply with the relevant

legislation (non exhaustive list) where applicable:

Equal Pay Act (1970 and amended 1983)

Sex Discrimination Act (1975 amended 1986)


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Race Relations (Amendment) Act 2000

Disability Discrimination Act (1995)

Employment Relations Act (1999)

Rehabilitation of Offenders Act (1974)

Human Rights Act (1998)

Trade Union and Labour Relations (Consolidation) Act 1999

Code of Practice on Age Diversity in Employment (1999)

Part Time Workers - Prevention of Less Favourable Treatment Regulations

(2000)

Civil Partnership Act 2004

Fixed Term Employees - Prevention of Less Favourable Treatment

Regulations (2001)

Employment Equality (Sexual Orientation) Regulations 2003

Employment Equality (Religion or Belief) Regulations 2003

Employment Equality (Age) Regulations 2006

Equality Act (Sexual Orientation) Regulations 2007

11.1 The Communications Team will endeavour to engage a range of media to target all groups, including minority and ethnic radio stations and television (broadcast media) and programmes aimed at particular segments (for example, older people). The team will take account of the range of print media available to reach the community the Trust serves.

13.0 Equality Impact Assessment Statement

NUH is committed to ensuring that none of its policies, procedures, services,

projects or functions discriminate unlawfully. In order to ensure this

commitment all policies, procedures, services, projects or functions will

undergo an Equality Impact Assessment.


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APPENDIX A

MEDIA CONSENT FORM

I hereby give my consent to be interviewed/photographed/filmed by the media.

Directorate: ………………………………

Event: ………………………………

Name of publication/programme ……………………………………………………………

Date interviewed ……………………………………………………………………………….

Name of patient …………………………………………………………………………………

Name of guardian (if applicable) ………………………………………………………………

Home Address ……………………………………………………….……………………..

………………………………………………………………………………

………………………………………………………………………………

Daytime telephone number ……………………

Signature of patient/guardian ………………………………………………………………

Date …………………………….

Signature of NUH staff member ………………………………………………………………

Date ………………………………

Use of interviews/photographs/films:

Please be aware that Nottingham University Hospitals NHS Trust has no control over the use of material taken by external agencies, such as newspapers, TV and radio companies either now or in the future. All copyright belongs to the external agency, which retains the right to re-use, broadcast, publish and re-distribute the material worldwide in the future, without seeking further consent. Contact NUH Communications Team: 0115 9709975


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APPENDIX B

Equality Impact Assessment Report Outline

1. Name of Policy or Service

Media and Public Relations Policy Version 2

2. Responsible Manager

Communications Manager

3. Name of Person Completing Assessment

Antonia Kingaby

4. Date EIA Completed

22 January 2010

5. Description and Aims of Policy/Service (including relevance to

equalities)

This policy is designed to ensure that Nottingham University Hospitals

NHS Trust (NUH) makes the most of its media coverage and public

relations activities to help protect and boost its reputation and support

the Trust in its goal of being the country‟s best acute teaching trust by

2016.

This policy covers areas including the use of Trust facilities and grounds

for filming and interviews with staff and patients and patient consent

issues for interviews and photography where NUH requires that strict

protocols are followed by all Trust staff.

6. Brief Summary of Research and Relevant Data

7. Methods and Outcome of Consultation

Communications and Engagement Team

Caldicott Guardian

NUH Emergency Planning Lead

Directors Group


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Patient and Public Involvement Lead

8. Results of Initial Screening or Full Equality Impact Assessment:

Equality Group

Assessment of Impact

Age

Possible Negative/Positive

Impact

Gender


Impact

Race


Impact

Sexual Orientation


Impact

Religion or belief


Impact

Disability


Impact

Dignity and Human Rights


Impact



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Working Patterns Impact

Social Deprivation


Impact

9. Decisions and/or Recommendations (including supporting rationale)

Following the initial screening of the policy, it is possible that it could have an impact on all strands of equality. The potential for either a positive or negative impact cannot be determined at this time as it would depend on the nature of the topic and level of interest.

In relation to communicating with groups and the type of information available, the policy states in point 11.1

“The Communications Team will endeavour to engage a range of media to

target all groups, including minority and ethnic radio stations and television

(broadcast media) and programmes aimed at particular segments (for

example, older people). The team will take account of the range of print media

available to reach the community the Trust serves.” Thus ensuring that NUH is

aware of the diverse community it serves and will where possible engage

those specific groups/communities in order to ensure that information is

available.

10. Equality Action Plan (if required)

N/A

11. Monitoring and Review Arrangements (including date of next full

review)

It is recommended that this policy is reviewed in line with NUH

guidelines unless there is a change in any relevant legislation or

following a media coverage incident


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Screening Grid

Equality

Area

Key Equalities

Legislation / Policy

(See summary

sheet)

Is this policy

or service

RELEVANT to

this equality

area?

YES / NO

Assessment of Potential

Impact:

HIGH

MEDIUM

LOW

NOT KNOWN

Reasons

positive (+) negative (-)

Age

Age Regulations

2006

Yes Not Known Not Known

Please refer to point 9:

Decisions and/or

Recommendations

Gender

Sex Discrimination Yes Not Known Not Known


Decisions and/or


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Act 1975

Equal Pay Act 1970

Equalities Act 2006

Gender Recognition

Act 2004

Recommendations

Screening Grid

Equality Area

Key Equalities


(See summary sheet)

Is this policy

or service

RELEVANT to

this equality

area?

YES / NO


Impact:

HIGH

MEDIUM

LOW

NOT KNOWN

Reasons



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Race

Race Relations Act

1976

Race Relations

(Amendment) Act 2000

Yes

Not Known

Not Known


Decisions and/or

Recommendations

Sexual

orientation

Equalities Act 2006

Relevant employment

legislation

Yes

Not Known

Not Known


Decisions and/or

Recommendations

Religion and

beliefs

Equalities Act 2006

Relevant employment

legislation

Yes

Not Known

Not Known


Decisions and/or

Recommendations

Screening Grid


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Equality Area

Key Equalities


(See summary sheet)

Is this policy

or service

RELEVANT to

this equality

area?

YES / NO


Impact:

HIGH

MEDIUM

LOW

NOT KNOWN

Reasons

positive

(+)

negative (-)

Disability

Disability

Discrimination Act

1995 and 2005

Yes

Not Known

Not Known


Decisions and/or

Recommendations

Dignity and

Human Rights

Human Rights Act

1998 (relevant articles) Yes

Not Known

Not Known


Decisions and/or

Recommendations


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Working

Patterns

The Part-time Workers

(Prevention of Less

Favourable Treatment)

Regulations 2000

Yes

Not Known

Not Known


Decisions and/or

Recommendations

Screening Grid

Equality Area

Key Equalities


(See summary sheet)

Is this policy

or service

RELEVANT to

this equality

area?

YES / NO


Impact:

HIGH

MEDIUM

LOW

NOT KNOWN

Reasons



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Social

Deprivation

Neighbourhood

Renewal Strategy

Tackling Health

Inequalities

Local Area Agreement

Yes

Not Known

Not Known


Decisions and/or

Recommendations


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Appendix C

We Are Here For You Policy and Trust-wide Procedure Compliance

Toolkit

The We Are Here For You service standards have been developed together with more than 1,000 staff and patients. They can help us to be more consistent in what we do and say to help people to feel cared for, safe and confident in their treatment. The standards apply to how we behave not only with patients and visitors, but with all of our colleagues too. They apply to all of us, every day, in everything that we do. Therefore, their inclusion in Policies and Trust-wide Procedures is essential to embed them in our organization. This toolkit has been designed for Policy Owners to assess the compliance of their Policy or Trust-wide Procedure in light of the We Are Here For You values. It is now mandatory for all Policies and Trust-wide Procedures to incorporate the We Are Here For You Values and undergo this compliance assessment. Please complete the grid below to assess your Policy or Trust-wide Procedure. The toolkit will then advise Policy-owners on the steps they need to take to become We Are Here For You compliant. To what extent is your Policy or Trust-wide Procedure affected by the following We Are Here For You values? Please rate each value from 1 – 3 (1 being not at all, 2 being affected and 3 being very affected)

1. Polite and Respectful

Whatever our role we are polite, welcoming and positive in the face of adversity, and are always respectful of people‟s individuality, privacy and dignity.

2


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2. Communicate and Listen We take the time to listen, asking open questions, to hear what people say; and keep people informed of what‟s happening; providing smooth handovers.

2

3. Helpful and Kind All of us keep our „eyes open‟ for (and don‟t „avoid‟) people who need help; we take ownership of delivering the help and can be relied on.

1

4. Vigilant (patients are safe) Every one of us is vigilant across all aspects of safety, practices hand hygiene and demonstrates attention to detail for a clean and tidy environment everywhere.

1

5. On Stage (patients feel safe)

We imagine anywhere that patients could see or hear us as a „stage‟. Whenever we are „on stage‟ we look and behave professionally, acting as an ambassador for the Trust, so patients, families and carers feel safe, and are never unduly worried.

3

6. Speak Up (patients stay safe) We are confident to speak up if colleagues don‟t meet these standards, we are appreciative when they do, and are open to „positive challenge‟ by colleagues.

1


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7. Informative We involve people as partners in their own care, helping them to be clear about their condition, choices, care plan and how they might feel. We answer their questions without jargon. We do the same when delivering services to colleagues.

1

8. Timely We appreciate that other people‟s time is valuable, and offer a responsive service, to keep waiting to a minimum, with convenient appointments, helping patients get better quicker and spend only appropriate time in hospital.

1

9. Compassionate We understand the important role that patients‟ and family‟s feelings play in helping them feel better. We are considerate of patients‟ pain, and compassionate, gentle and reassuring with patients and colleagues.

2

10. Accountable Take responsibility for our own actions and results

3

11. Best Use of Time and Resources

Simplify processes and eliminate waste,

2


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while improving quality

12. Improve Our best gets better. Working in teams to innovate and to solve patient frustrations

3

TOTAL

22


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APPENDIX D

EMPLOYEE RECORD OF HAVING READ THE POLICY

Title of Policy/Procedure:- Media & Public Relations Policy

I have read and understood the principles contained in the named policy.

PRINT FULL NAME SIGNATURE DATE

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