PFD report

Gareth Michael Etchells-Heights · Prevention of Future Deaths report

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Issued 20 Nov 2023•South Yorkshire (Western)

Report record

Published report and response evidence

This page connects the concerns raised in this report with statements found in recipients’ published responses. A link shows a clear evidence connection; it does not assign responsibility.

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Concerns
5

Raised in this report

Recipients
1

Named on the report

Responses found
1

Of 1 recipient

Stated actions
25

Described in responses

Source document

Full report text

This is the full text from the original published report.

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Concerns and recipient responses

Select any concern, action or position to view the source wording.

Report evidence summary

Concerns raised5

  1. Failure to keep accurate and complete records of interactions
    Part of recurring concern: Incomplete, inaccurate or unavailable clinical and care records
  2. Failure to ensure consistent review of medical notes before appointments, assessments, and handovers
    Part of recurring concern: Failure to review relevant clinical records before care decisions
  3. Failure of discharge reports to provide sufficient diagnostic and risk-trigger information for accurate handover
    Part of recurring concern: Unreliable clinical handover processes
Responses linked to these concerns

Each statement is shown once, even when linked to more than one concern.

Actions described in response An action is something a recipient says it has done, is doing, or plans to do in response to a concern raised.23

  1. Action

    Incorporate discharge-quality compliance into biannual record-keeping audits and address results through ward governance.

    Stated by Sheffield Health Partnership University NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 12 December 2023.
  2. Action

    Develop a Standard Operating Procedure specifying how to prepare for clinical reviews, appointments and handovers, including required documentation review.

    Stated by Sheffield Health Partnership University NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 12 December 2023.
  3. Action

    Complete and launch a new electronic discharge template, supported by local best-practice training.

    Stated by Sheffield Health Partnership University NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 12 December 2023.

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Failure to keep accurate and complete records of interactions

Wider context from the report

“4. Record Keeping There was a failure generally to keep proper records. It became clear as the evidence progressed that many of the record entries did not accurately or fully reflect the interactions with Gareth. There is no audit system in place to check the records. ”

Is this part of a recurring concern?

Yes — Incomplete, inaccurate or unavailable clinical and care records.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Failure to ensure consistent review of medical notes before appointments, assessments, and handovers

Wider context from the report

“2. Review of the medical notes There was wholesale inconsistency in healthcare professionals reviewing medical notes before appointments, assessments, or handovers for Gareth. There was no written guidance on this issue and it lead to Gareth being seen by healthcare professionals who did not have an up-to-date understanding of Gareth’s condition and mental state. ”

Is this part of a recurring concern?

Yes — Failure to review relevant clinical records before care decisions.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Failure of discharge reports to provide sufficient diagnostic and risk-trigger information for accurate handover

Wider context from the report

“1. Discharge and safety netting The discharge report for Gareth did not contain details of his diagnosis or sufficient information about high-risk behaviours/triggers. The information within the discharge report was not fit for purpose and did not provide for an accurate or full handover to new healthcare professionals. ”

Is this part of a recurring concern?

Yes — Unreliable clinical handover processes.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Lack of an audit system to check records

Wider context from the report

“4. Record Keeping There was a failure generally to keep proper records. It became clear as the evidence progressed that many of the record entries did not accurately or fully reflect the interactions with Gareth. There is no audit system in place to check the records. ”

Is this part of a recurring concern?

Yes — Failure of care and safety auditing to identify deficiencies; Failure to assure the quality of clinical and care records.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Failure to routinely check and update risk assessments

Wider context from the report

“3. Failure to update risk assessment There was a failure to update Gareth’s risk assessment, which at the date of his death was last updated on 7 April 2022. Gareth’s psychotic state had materially changed since 7 April 2022, and so the risk assessment effectively became redundant by virtue of the failure to update it. This impacted upon the ability of those caring for Gareth to identify and recognise changes in his behaviour that were triggers for acute mental health crisis or suicidal behaviours. In evidence it became apparent that the Trust did not have a system in place for routinely checking and updating the risk assessments. ”

Is this part of a recurring concern?

Yes — Failure to update risk assessments after material changes or safety events.

Open source report

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Incorporate discharge-quality compliance into biannual record-keeping audits and address results through ward governance.

Verbatim wording from the response

“The new discharge template will be completed by the end of June 2024 and the launch of this will be supported by local best practice training by the Directorate Leadership Team. An audit of quality compliance will be incorporated into the existing cycle of biannual record keeping audits. Results from the audits will be reflected and acted through our local ward governance processes.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Develop a Standard Operating Procedure specifying how to prepare for clinical reviews, appointments and handovers, including required documentation review.

Verbatim wording from the response

“There is no established local guidance on how to prepare for a clinical review, appointment or handover with practice by and is largely being guided by local custom and practice and training. The Directorate Leadership Team will develop a Standard Operating Procedure covering ‘how to prepare for a clinical review’ which will include what documentation should be read as part of the preparation for this by 30 April 2024.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Complete and launch a new electronic discharge template, supported by local best-practice training.

Verbatim wording from the response

“We will complete and audit existing practice in relation to the completion of our discharge summaries and the process and documentation in support of safety netting. We will also review the format and function of our existing discharge templates. These tasks will be completed by the end of February 2024. Any deficiencies identified through these reviews and audits will be used to improve the discharge template in our new Electronic Patient Record System (RIO) and discharge planning practice in our clinical teams.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Include accurate, complete medical discharge-summary requirements in the medical staff rotation training programme.

Verbatim wording from the response

“The importance of accurate and full completion of the medical discharge summaries will be included in the rotation training programme for medical staff.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Complete and audit discharge-summary and safety-netting practice, and review existing discharge templates.

Verbatim wording from the response

“We will complete and audit existing practice in relation to the completion of our discharge summaries and the process and documentation in support of safety netting. We will also review the format and function of our existing discharge templates. These tasks will be completed by the end of February 2024. Any deficiencies identified through these reviews and audits will be used to improve the discharge template in our new Electronic Patient Record System (RIO) and discharge planning practice in our clinical teams.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Complete and roll out a Trustwide clinical record-keeping policy and associated staff training.

Verbatim wording from the response

“In addition to the positive impact of the electronic record implementation this year, we have also commissioned a new clinical record keeping policy and training, which aligned to the quality improvement programme we noted in our letter (3 November), will be rolled out to all staff teams. Built alongside this will be a robust audit programme which will include Trustwide clinical audit and team level audits through supervision and spot check audits as part of our Quality Assurance programme. We anticipate the policy will be completed by May 2024 and the training will commence roll out, alongside a clear communication plan from June 2024.”

Source location

Response from Sheffield Health and Social Care
Page 3 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Establish Trustwide, team-level supervision and spot-check audits within the clinical record-keeping quality-assurance programme.

Verbatim wording from the response

“In addition to the positive impact of the electronic record implementation this year, we have also commissioned a new clinical record keeping policy and training, which aligned to the quality improvement programme we noted in our letter (3 November), will be rolled out to all staff teams. Built alongside this will be a robust audit programme which will include Trustwide clinical audit and team level audits through supervision and spot check audits as part of our Quality Assurance programme. We anticipate the policy will be completed by May 2024 and the training will commence roll out, alongside a clear communication plan from June 2024.”

Source location

Response from Sheffield Health and Social Care
Page 3 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Implement the new electronic record system to deliver automated record-keeping improvements.

Verbatim wording from the response

“I will refer back to my letter dated 3 November 2023 where we outlined the move to our new record system (RIO). The implementation of the system has been delayed for some services in the Trust, however, the functionality of RIO will bring about significant automated improvements in record keeping.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Issue a Blue Light Learning Notice and cascade the requirement for timely, accurate recording of patient-facing interactions to clinical teams.

Verbatim wording from the response

“In the meantime, we will issue a Blue Light Learning Notice to all clinical teams and flag through our Trustwide cascade with the Executive Team the need to record accurately all patient facing interactions in a timely manner.”

Source location

Response from Sheffield Health and Social Care
Page 3 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Continue reinforcing risk-assessment review and updating through supervision, and monitor compliance through clinical and record-keeping audits.

Verbatim wording from the response

“Our training currently focuses on the importance of reviewing and updating risk assessments, we will continue to deliver these key messages through supervision and monitor through clinical audit, recognising that clinical audit is a snapshot of overall caseloads. Audit will also take place through individual clinical supervision at team level as part of the record keeping requirements.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Request regular clinical record-keeping audit reports and monitor progress through Directorate Leadership Teams and the Clinical Quality and Safety Group.

Verbatim wording from the response

“We will request regular reporting on clinical record keeping audits and monitor progress via our Directorate Leadership Teams into the Clinical Quality and Safety Group.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Disseminate the clinical-review preparation procedure to relevant clinical staff through governance, supervision, training and the intranet.

Verbatim wording from the response

“On completion, the guide will be disseminated through local governance structures, via supervision and training arrangements to all clinical staff who utilise our electronic patient records and be available on our intranet.”

Source location

Response from Sheffield Health and Social Care
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Review the format and function of discharge summaries to include early warning signs of deterioration.

Verbatim wording from the response

“The Clinical Director for Acute and Community Services has provided instruction via email to all inpatient Responsible Clinicians that diagnoses must be captured in Insight (our electronic patient record system) to enable them to be pulled through onto the discharge summary. Discussions have taken place regarding the purpose of discharge summaries and the misunderstanding of their use. We commissioned 360 Assurance, our internal auditors, to undertake an audit of our clinical record keeping, including risk assessments and discharge summaries. This audit was completed in May 2024. From the findings of the audit and the new national guidance that was issued in January 2024, we have agreed to review the format and function of our discharge summaries to include early warning signs of deterioration.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 1 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Assess the feasibility of extending live risk-document dashboards to other services.

Verbatim wording from the response

“Live dashboards have been developed for use by our community teams. These dashboards show staff at any given point in time when key documents were updated and what requires their attention to review, revise or update. We are currently considering the feasibility of developing these dashboards for other services. The internal audit of record keeping highlighted the need to ensure that the ‘clinical risk and management of harm policy’ has a clear governance route for reviewing audits of compliance for risk assessments, which will take place biannually across the Trust. A formal report will be presented biannually on progress with clinical record keeping and clinical risk assessment improvements to the Quality Assurance Committee, a sub-committee of the Board of Directors.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Use live community-team dashboards to identify when key documents require review, revision or updating.

Verbatim wording from the response

“Live dashboards have been developed for use by our community teams. These dashboards show staff at any given point in time when key documents were updated and what requires their attention to review, revise or update. We are currently considering the feasibility of developing these dashboards for other services. The internal audit of record keeping highlighted the need to ensure that the ‘clinical risk and management of harm policy’ has a clear governance route for reviewing audits of compliance for risk assessments, which will take place biannually across the Trust. A formal report will be presented biannually on progress with clinical record keeping and clinical risk assessment improvements to the Quality Assurance Committee, a sub-committee of the Board of Directors.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Scope development of a new clinical risk-assessment tool within the electronic patient record programme.

Verbatim wording from the response

“In addition, as part of the new electronic patient record development, key clinical leaders will be scoping the development of a new clinical risk assessment tool.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Implement a clinical record keeping standards policy guiding clinicians to prepare for appointments using current issues, risks and concerns.

Verbatim wording from the response

“We developed a clinical record keeping standards policy earlier this year to provide clarity on the expected requirements to ensure high quality, person centred clinical documentation across the Trust. Incorporated within this is a section to guide clinicians around preparing for service user appointments, ensuring they are briefed on the current issues, risks and concerns. It is accepted that this will depend upon the relationship between the service user and their worker. This will enable staff to have an up-to-date understanding of the service user’s condition and mental state.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Incorporate the revised discharge-summary format into the new Rio electronic patient record system.

Verbatim wording from the response

“The revised format will be incorporated as we rollout our new electronic patient record system (Rio) in late 2024/early 2025.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 1 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Instruct inpatient Responsible Clinicians to record diagnoses in Insight for inclusion in discharge summaries.

Verbatim wording from the response

“The Clinical Director for Acute and Community Services has provided instruction via email to all inpatient Responsible Clinicians that diagnoses must be captured in Insight (our electronic patient record system) to enable them to be pulled through onto the discharge summary. Discussions have taken place regarding the purpose of discharge summaries and the misunderstanding of their use. We commissioned 360 Assurance, our internal auditors, to undertake an audit of our clinical record keeping, including risk assessments and discharge summaries. This audit was completed in May 2024. From the findings of the audit and the new national guidance that was issued in January 2024, we have agreed to review the format and function of our discharge summaries to include early warning signs of deterioration.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 1 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Roll out the clinical record keeping training package across the Trust following its development and pilot session.

Verbatim wording from the response

“Following the publication of the new clinical record keeping standards policy, a new training package has been developed to support the implementation of the policy and a pilot training session has already taken place with preceptee nurses. The feedback from this pilot session has been extremely positive. The training is now being rolled out across the Trust by the Clinical Risk and Patient Safety Advisor.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 3 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Audit clinical record keeping, including risk assessments and discharge summaries.

Verbatim wording from the response

“The Clinical Director for Acute and Community Services has provided instruction via email to all inpatient Responsible Clinicians that diagnoses must be captured in Insight (our electronic patient record system) to enable them to be pulled through onto the discharge summary. Discussions have taken place regarding the purpose of discharge summaries and the misunderstanding of their use. We commissioned 360 Assurance, our internal auditors, to undertake an audit of our clinical record keeping, including risk assessments and discharge summaries. This audit was completed in May 2024. From the findings of the audit and the new national guidance that was issued in January 2024, we have agreed to review the format and function of our discharge summaries to include early warning signs of deterioration.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 1 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Conduct biannual Trust-wide audits of compliance with risk-assessment requirements.

Verbatim wording from the response

“Live dashboards have been developed for use by our community teams. These dashboards show staff at any given point in time when key documents were updated and what requires their attention to review, revise or update. We are currently considering the feasibility of developing these dashboards for other services. The internal audit of record keeping highlighted the need to ensure that the ‘clinical risk and management of harm policy’ has a clear governance route for reviewing audits of compliance for risk assessments, which will take place biannually across the Trust. A formal report will be presented biannually on progress with clinical record keeping and clinical risk assessment improvements to the Quality Assurance Committee, a sub-committee of the Board of Directors.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 2 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Disseminate and publish a staff alert reminding all staff about good-quality record keeping.

Verbatim wording from the response

“All staff have been reminded about the importance of good quality record keeping through an alert cascade that was produced, disseminated and published on the staff intranet.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 2 · response
Published 12 December 2023

Open published response

Other statements in published responses

These actions and other statements could not be clearly connected to one concern in this report.

Recipient-stated actions An action is something a recipient says it has done, is doing, or plans to do in response to a concern raised.2

  1. 1

    Monitor and report progress on these actions to the Executive Team and Trust Board.

    Stated by Sheffield Health Partnership University NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 12 December 2023.
  2. 2

    Present biannual reports on clinical record keeping and risk-assessment improvements to the Quality Assurance Committee.

    Stated by Sheffield Health Partnership University NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 12 December 2023.

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Monitor and report progress on these actions to the Executive Team and Trust Board.

Verbatim wording from the response

“I trust that this addresses the issues raised to your satisfaction. These actions will be monitored and reported to the Executive Team and Trust Board. Please do not hesitate to contact us if you require any additional information regarding our actions.”

Source location

Response from Sheffield Health and Social Care
Page 3 · response
Published 12 December 2023

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Present biannual reports on clinical record keeping and risk-assessment improvements to the Quality Assurance Committee.

Verbatim wording from the response

“Live dashboards have been developed for use by our community teams. These dashboards show staff at any given point in time when key documents were updated and what requires their attention to review, revise or update. We are currently considering the feasibility of developing these dashboards for other services. The internal audit of record keeping highlighted the need to ensure that the ‘clinical risk and management of harm policy’ has a clear governance route for reviewing audits of compliance for risk assessments, which will take place biannually across the Trust. A formal report will be presented biannually on progress with clinical record keeping and clinical risk assessment improvements to the Quality Assurance Committee, a sub-committee of the Board of Directors.”

Source location

2023-0517 Response from Sheffield Health and Social Care - Update
Page 2 · response
Published 12 December 2023

Open published response
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