Information Sharing Protocol for
Surrey Assault Data Sharing Programme
Title: Information Sharing Protocol for Surrey Assault Data Sharing Programme
Author: Gail Hughes, Public Health Lead, Surrey County Council
For review: 31st December 2014
Scope and Purpose
1. This information sharing protocol is a level 2, context specific Information Sharing
Protocol (ISP) within Surrey’s two‐tier information sharing. This ISP is compliant with
the general principles for information sharing set out in Surrey’s Multi‐Agency
Information Sharing Protocol (MAISP). Organisations that sign up to this information
sharing protocol are therefore bound by the principles of the Surrey MAISP, the level 1
over‐arching protocol, and are automatically signed up to the Surrey MAISP.
2. This ISP is supplementary to the SEC Health ISP, the Pan Hampshire ISP and Surrey
MAISP and has been agreed between the participating partner organisations to
support the regular sharing of anonymised information on violence‐related injury
(assault) for the purpose of informing health service commissioning and violence
prevention activity within the local community.
3. This ISP covers the exchange of information between:
SURREY
Surrey County Council Surrey Police
Ashford & St Peter’s Hospitals NHS Trust Surrey & Sussex Healthcare NHS Trust Frimley Park Hospital NHS Foundation Trust Royal Surrey County Hospital NHS Foundation Trust Epsom & St Helier University Hospitals NHS Trust Surrey Downs Clinical Commissioning Group (CCG) East Surrey CCG
Guildford & Waverley CCG Surrey Heath CCG
Elmbridge Borough Council Guildford Borough Council
Reigate and Banstead Borough Council
Runnymede Borough Council
Spelthorne Borough Council Surrey Heath Borough Council Tandridge District Council Waverley Borough Council Woking Borough Council
Mole Valley District Council Epsom & Ewell Borough Council
HAMPSHIRE
Hampshire County Council
Hampshire Constabulary
Hart District Council
Rushmoor Borough Council
North East Hampshire & Farnham CCG Basingstoke & Deane Borough Council
WEST SUSSEX
West Sussex County Council Sussex Police
Crawley CCG
BERKSHIRE
Bracknell Forest Council Thames Valley Police Bracknell & Ascot CCG
LONDON BOROUGH OF SUTTON
Sutton Council
Merton CCG
Sutton CCG
4. It supports the information sharing partner organisations involved. It details the
specific purposes for sharing and the data being shared, the required operational
procedures, consent processes, and legal justification that underpins the
disclosure/exchange of information.
5. Partners may only use the information disclosed to them under this ISP for the specific
purpose(s) set out in this document.
Reporting Requirements
7. Acute trusts are contractually obliged to collect and share certain key pieces of
information about patients attending Emergency Departments, Urgent Care and
2013/14 NHS standard contract for acute, ambulance, community and mental health
and learning disability services, Schedule 6C, Reporting Requirements, which states:
Report and provide monthly data and detailed information relating to violence‐
related injury resulting in treatment being sought from Staff in A&E departments, Urgent Care and Walk in Centres, and from Ambulance Services Paramedics (where the casualties do not require A&E department, Urgent Care and Walk in Centre attendance), to the local Community Safety Partnership (CSP) in accordance with
applicable Guidance (College of Emergency Medicine Clinical Guidance Information
Sharing to Reduce Community Violence (July 2009). Format and method of
delivery shall be in accordance with the applicable Guidance
As detailed under the terms of the contract the Acute Trusts are required to report
and provide anonymised data and information relating to violence‐related injury to
the local Community Safety Partnerships (CSPs) on a monthly basis. This should be
carried out in line with the minimum dataset approved by the College of Emergency
Medicine (2009) and in accordance with the Information Standards Board (ISB) for
Health and Social Care ‘Information Sharing to Tackle Violence Data Set’
Requirement Stage Submission (2013). This directive has been developed to
introduce a new national standard for patient administration systems (PAS) to
enable A&E departments to collect data on violent assault and make it available to
share with approved third party organization. The data collected will be in support of
the coalition government’s commitment to reduce violent crime.
Methods
7. The methods of sharing the information covered by this agreement are as follows: Assault datai is collected electronically in Accident and Emergency (A&E) departments
using the hospital’s Patient Administration System (PAS) by A&E receptionists trained in
the data collection process. i Definition of assault: ‘the intentional use of physical force or power, threatened or actual, against oneself, another person, or against a group or community, that either results in or has a high likelihood of resulting in injury, death, psychological harm, maldevelopment, or deprivation’ (World Health Organisation, 1996)
The following Data Setii is collected from the patient:
Reporting period start date
Reporting period end date
Site code (of treatment) Arrival date time at A&E
department
Assault date time
Assault method Body part 01 Fist 02 Feet 03 Head 04 Other (specify)
05 Combination of body parts
06 Pushed Weapon 07 Glass 08 Bottle 09 Knife
10 Other bladed or sharp object
(specify)
11 Any blunt object (specify)
12 Firearm
13 Explosive
14 Other weapon (specify)
Other
15 Patient asked but does not
know/refuses to say
16 Unknown (e.g. unable to
collect data as patient died)
Assault location
01 Home or private address
02 Other location (specify)
Assault location description
Wherever possible the following additional data items should be captured, however
it is at the discretion of individual trusts as to whether this data is shared. This data
improves the intelligence available for use by responsible authorities in licensing
ii Data Set extract from Information Standards Board (ISB) for Health and Social Care ‘Information Sharing to Tackle Violence Data Set’ Requirement Stage Submission (2013)
reviews and representations against licensed premises who may be in breach of their
licensing conditions:
Town (freetext)
Approximate age of victim using the following age bands:
<18 18‐34 35‐54 55‐74 75+
Gender of victim
Last pub/bar/club victim was drinking in (freetext)iii
Where 01 is recorded, the ‘Assault location description’ must NOT be completed, as
this could identify the patient
In respect of the need for a free text option for ‘Assault method other description’
this is required to identify and capture those incidents of an unusual assault method
e.g. assault by biting or sword, and those occurrences of clustered assault method
e.g. a spate of assaults with brick or baseball bat.
In respect of the need for a free text option for ‘Assault location description’ this is
required to accurately identify the geographic location of the assault. The experience
of the Cardiff model has found that as most assaults are related to licensed premises
and due to the frequent nature by which these premises change licensee and trading
name and indeed the commonality of trading name e.g. The Red Lion, any codified
method of identifying the assault location as practically unworkable. The local
knowledge of the A&E department reception staff has proven to be a more reliable
and up to date form of local geographic intelligence. The free text field also allows
the data set to capture those assault locations which are not related to a private
residence or commercial premise e.g. an assault in the street.
It is not necessary to obtain informed consent from patients before collecting the
above data. However, to enable patients to make an informed decision on
disclosure, all patients should be made aware of the purpose of the data collection ‐
that the information they supply will be anonymised and shared with other
organisations to help prevent community violence, and of their right to opt out.
Surrey County Council encourages the use of materials (posters and leaflets) within
A&E Departments to communicate information on the purpose of the data collection
and sharing. It is the responsibility of hospital trusts to produce materials
The data will be shared in two ways. Anonymous assault data will be: Uploaded on an excel spreadsheet onto the Surreyi website
(www.surreyi.gov.uk)iv directly by acute trusts or;
Sent to the Public Health Team (gail.hughes@surreycc.gcsx.gov.uk) within
Surrey County Council who will upload the excel spreadsheet onto the
Surrey‐i website on behalf of the acute trust.
This will be done on a monthly basis during the first week of each month, using a
standard excel template provided by Surrey County Council (see example in
Appendix A). The data will be stored securely on the Surreyi portal and will only be
visible and accessible to key professionals with designated permissions. Once the
data is received by Public Health Team/uploaded onto Surreyi, it will be securely
emailed to Surrey Police for dissemination among Police Licensing Enforcement
Officers and Alcohol Enforcement Team Officers.
No patient identifiable information (PID) should be recorded by receptionists. In the
event that PID is entered in error (ie full address of victim/patient), then it is the
responsibility of the acute trust to remove the identifiable information prior to
sharing the data.
Individuals Impacted by this ISP
8. The service users and/or carers which this ISP relates to include:
Patients attending A&E departments at the NHS trusts listed within at point 3 above.
9. The benefits include:
i) A reduction in community violence
ii) A reduction in assault attendances to A&E departments.
Legal Justification for Sharing
Please note:
Staff should not hesitate to share personal information in order to prevent abuse or serious harm, in an emergency or in life‐or‐death situations. If there are concerns relating to child or adult protection issues, the relevant organisational procedures must be followed.
iv
For further information on the security of the Surreyi website, please see link below:
Information to be Shared
10. Only the minimum necessary anonymous information consistent with the purposes
set out in this document must be shared. The data set is outlined at point 7 above.
Fair Processing Information
11. The partners to this agreement recognise their duty under the Data Protection Act
(1998) to provide information to individuals about fair processing. The sharing of
information under this agreement is covered by existing fair processing notices
published by the partners to this agreement.
Operational Procedures for Sharing
12. See point 7 above.
Retention and Disposal
13. Information disclosed under this agreement will not be held for longer than
necessary to fulfil the purpose for which it was collected and will be disposed of
securely in accordance with national guidance and each organisation’s local
information retention and disposal policy.
Subject Access and Freedom of Information
14. Participating partner organisations acknowledge a duty to assist one another in
meeting their individual responsibilities under the Data Protection Act 1998 and the
Freedom of Information Act 2000 to provide information subject to this agreement
in response to formal requests.
Breach of Agreement
15. Any breach of this agreement should be reported and investigated in line with each
partner organisation’s incident reporting and management procedure and any
relevant statutory guidance.
Complaints
16. Each partner organisation has a formal procedure by which individuals can direct
their complaints regarding the application of this ISP.
Review
17. This ISP will be subject to local approval and reviewed in 12 months or sooner if
appropriate.
Authorised Signatories
In signing the document each signature is an undertaking to adopt the Agreement on behalf
of their organisation. This Information Sharing Protocol is intended to facilitate the
exchange of information between signatories for any appropriate purpose. Signatories to
this protocol agree to the signatories’ commitments, and meet the standards outlined. They
commit to a positive and legal approach to information sharing, as defined in this
document. This protocol will be reviewed at least every 12 months. Organisation
Executive (signature and print name)
Information Sharing Lead (print name and job title)
DPA Registration number
ISO 27001 Registration number (if available)
Date
When completed, please send a signed electronic or hard copy of this form to: Gail Hughes: gail.hughes@surreycc.gcsx.gov.uk
Public Health NHS Surrey
Room G55 County Hall, Penrhyn Road
Kingston Upon Thames
KT1 2DN
Contacts
20. The primary contact for matters relating to the operation and management of this
OA are:
Information Sharing Partner Organisations
SURREY Responsible Persons
Surrey County Council Gail Hughes Public Health Lead gail.hughes@surreycc.gcsx.gov.uk 07881 328245 Richard Carpenter Community Safety Officer ‐ Surrey Community Safety Unit richard.carpenter@surreycc.gov.uk 0208 541 7334/7337 Surrey Police Jamie Goldrick Force Drugs & Alcohol Advisor goldrick11924@surrey.pnn.police.uk 01483 637919 Ashford & St Peter’s Hospitals NHS Trust Debbie Morgan A&E Head Receptionist Debbie.morgan@asph.nhs.uk Surrey & Sussex Healthcare NHS Trust Jackie Sandford A&E Admin Lead Jackie.sandford@sash.nhs,uk Dr Julian Webb Lead on Emergency Medicine Julian.webb@sash.nhs.uk Frimley Park Hospital NHS Foundation Trust Karen Eifflaender Head A&E Nurse Karen.eifflaender@fph‐tr.nhs.uk Linda Dawes Head A&E Receptionist linda.dawes@fph‐tr.nhs.uk Royal Surrey County Hospital NHS Foundation Trust Tamsin Grant A&E Senior clinical nurse manager Tamsin.grant@nhs.net Emily Lloyd A&E Specialty Manager Emily.lloyd1@nhs.net
Epsom & St Helier University Hospitals NHS Trust Charlotte O'Brien General Manager for Medicine Charlotte.obrien@esth.nhs.uk 07554 437176 EPSOM GENERAL HOSPITAL: Annali Lawrenson ED Consultant Annali.Lawrenson@esth.nhs.uk Julia McAlister Matron Julia.McAllister@esth.nhs.uk ST HELIER HOSPITAL: Amir Hassan ED Consultant Amir.Hassan@esth.nhs.uk Emma Payne Acting Service ED Service Manager Emma.Payne@esth.nhs.uk Surrey Downs Clinical Commissioning Group (CCG) Miles Freeman Chief Officer Miles.Freeman@surreydownsccg.nhs.uk East Surrey CCG Karen Devanny Director of Quality and Safety karen.devanny@eastsurreyccg.nhs.uk North East Hampshire & Farnham CCG Alison Huggett Nursing and Quality Director alison.huggett@hampshire.nhs.uk 01252 335080 / 07767648745 North West Surrey CCG n/a Guildford & Waverley CCG Lucy Botting Director of Quality and Governance (Executive Nurse) Lucy.Botting@GuildfordWaverleyCCG.nhs.uk 01483 243463 / 07710134426 Surrey Heath CCG n/a Elmbridge Borough Council Peter Kipps Community Safety Manager Elmbridge Borough Council pkipps@elmbridge.gov.uk Annabel Crouch Community Safety Officer Elmbridge Borough Council acrouch@elmbridge.gov.uk
Guildford Borough Council Marie Clarke Community Safety Officer Guildford Borough Council Marie.Clarke@guildford.gov.uk Reigate and Banstead Borough Council Debbie Stitt Community Safety Manager Reigate & Banstead Borough Council debbie.stitt@reigate‐banstead.gov.uk Ben Murray Licensing Team Leader Ben.Murray@reigate‐banstead.gov.uk 01737 276672 Runnymede Borough Council Wendy Roberts Community Safety Manager Runnymede Borough Council wendy.roberts@runnymede.gov.uk Spelthorne Borough Council Keith McGroary Senior Community Safety Officer Spelthorne Borough Council k.mcgroary@spelthorne.gov.uk Surrey Heath Borough Council Jayne Boitoult Community Safety Officer Surrey Heath Borough Council Jayne.Boitoult@surreyheath.gov.uk Tandridge District Council Hilary New Community Safety Manager Tandridge District Council hnew@tandridge.gov.uk Waverley Borough Council Eve Bartlett Community Safety Officer Waverley Borough Council eve.bartlett@waverley.gov.uk Rosie Dray Community Safety Officer Waverley Borough Council Rosie.Dray@waverley.gov.uk Woking Borough Council Camilla Edmiston Community Safety Officer Woking Borough Council camilla.edmiston@woking.gov.uk Mole Valley District Council Patrick McCord Partnerships & Community Development Manager Mole Valley District Council patrick.mccord@molevalley.gov.uk
Stella Keen Senior Partnerships & Community Safety Officer Mole Valley District Council stella.keen@molevalley.gov.uk Epsom & Ewell Borough Council Kelvin Shooter Community Safety Officer Epsom & Ewell Borough Council kshooter@epsom‐ewell.gov.uk Andrew Eperson Head of Policy and Partnerships Epsom & Ewell Borough Council aeperson@epsom‐ewell.gov.uk HAMPSHIRE Responsible Persons Hampshire County Council Christine Jackson* Deputy Director of Public Health 02380 383330 Christine.jackson2@hants.gov.uk Hampshire Constabulary Terry Cuss Partnership Inspector terry.cuss@hampshire.pnn.police.uk 01962 871382 Hart District Council Caroline Ryan Community Safety Manager Caroline.ryan@hart.gov.uk 01252 774476 Samantha Charlton Community Safety Analyst (Safer North Hampshire) Samantha.Charlton@communitysafetynh.org Rushmoor Borough Council Caroline Ryan Community Safety Manager Caroline.ryan@hart.gov.uk 01252 774476 Samantha Charlton Community Safety Analyst (Safer North Hampshire) Samantha.Charlton@communitysafetynh.org Basingstoke & Deane Borough Council Samantha Charlton Community Safety Analyst (Safer North Hampshire) Samantha.Charlton@communitysafetynh.org North East Hampshire & Farnham CCG Alison Huggett Nursing and Quality Director alison.huggett@hampshire.nhs.uk 01252 335080 / 07767648745
WEST SUSSEX Responsible Persons West Sussex County Council Holly Margetts* Quality and Development Manager ‐ Alcohol Misuse holly.margetts@westsussex.gcsx.gov.uk 01243 815393 / 07920 542658 Sussex Police Jean Irving Force Licensing & Public Safety Manager Licensing Unit, Operations Dept Jean.Irving@sussex.pnn.police.uk 01273 404221 Ext: 45268 / 07909 893682 Crawley CCG n/a BERKSHIRE Responsible Persons Bracknell Forest Council Lisa McNally Public Health Consultant Lisa.McNally@bracknell‐forest.gov.uk Gill Biddle* Community Safety Information Officer Gill.biddle@bracknell‐forest.gov.uk 01344 352268 Ian Boswell Community Safety Manager ian.boswell@bracknell‐forest.gov.uk 01344 352121 / 07795 968536 Thames Valley Police Chief Inspector Simon Bowden Local Police Area Commander (Bracknell Forest) simon.bowden@thamesvalley.pnn.police.uk 01344 823410 Peter Owen‐Smith Project Support Officer Neighbourhood Policing and Partnerships Peter.Owen‐Smith@thamesvalley.pnn.police.uk 01865 846187 Bracknell & Ascot CCG Mary Purnell Head of Operations Mary.purnell@nhs.net
LONDON BOROUGH OF SUTTON
Responsible Persons Sutton Council Sue Tree Senior Public Health Commissioner Sue.Tree@sutton.gov.uk 0208 770 4564
Ian Kershaw Head of Planning and Performance‐ Sutton Safer Partnership (police plus community) Ian.kershaw@sutton.gov.uk Chris Lyons Performance & Information Manager Chris.lyons@sutton.gov.uk Sutton CCG Megan Milmine QIPP Programme Director Megan.milmine@nhs.net 0208 2510145 Merton CCG Dr. Kay W Eilbert Director of Public Health London Borough of Merton Kay.eilbert@merton.gov.uk *Area Lead
APPENDIX
A
Surrey Hospital Assault Data ‐ Submission template (extracted from excel)
Reporting
Hospital
Date & time of assault Assault type Which body part or weapon was used? Assault location Name of Town/Village Exact location Last pub/bar/club victim was drinking in Approx age of victim Gender of victim 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20