PFD report

Sophie Jayne Wilson · Prevention of Future Deaths report

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Issued 2 Aug 2024•County Durham and Darlington

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.

View original report
Concerns
1

Raised in this report

Recipients
1

Named on the report

Responses found
1

Of 1 recipient

Stated actions
7

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 raised1

  1. Failure to make multi-agency familiar face plans easily accessible to ambulance first responders
    Part of recurring concern: Failure to provide emergency responders with readily accessible safety-critical patient information
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.5

  1. Action

    Progress supplier consultation and internal governance assessment of proposed technical changes for direct crew access to special patient notes and flags.

    Stated by North East Ambulance Service NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 9 August 2024.
  2. Action

    Cascade guidance to emergency ambulance crews on accessing additional patient information and using appropriate systems.

    Stated by North East Ambulance Service NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 9 August 2024.
  3. Action

    Require ambulance dispatch staff to verbally notify crews of flagged cases and obtain acknowledgement.

    Stated by North East Ambulance Service NHS Foundation TrustStated completedThe respondent said that this action was complete when they made their response on 9 August 2024.

Respondent positions A position is what a recipient says about a concern when it does not describe a specific action.3

  1. Position

    The vehicle MDT is unsuitable for receiving or displaying documents because of its purpose and technological limitations.

    Stated by North East Ambulance Service NHS Foundation TrustUnable to actThe respondent said that a constraint prevented them from taking the relevant action.

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 make multi-agency familiar face plans easily accessible to ambulance first responders

Wider context from the report

“(1) Although I received reassurance following the internal investigation that actions have been completed and lessons learnt in relation to this death, I remain concerned about the fact that the ambulance crew and paramedic were entirely unaware of the familiar faces plan in place for Sophie which contained crucially important information pertinent as to how best to assist her, secure her engagement and in relation to issues of both capacity and risk. I was told in evidence that the difficulty related to a data limit upon the electronic devices utilised by NEAS, and that therefore there should be a flag on electronic communications and that the control room would need to be contacted to obtain the additional information. NEAS were a signatory to the multi agency familiar face plan in this case which applies to them as well as a number of other agencies and was designed to assist in supporting the deceased and to reduce the risk of harm. (2) I am concerned that the information was not seen by the ambulance crew and paramedic who attended, and I am not reassured that it will be available to first responders on future occasions as it seems that the limits of the technology require the ambulance crew or paramedic to spot the flag and to contact the control room, presumably for a verbal account of the information only. I am concerned that in an emergency situation and when services are under such pressure that crucial information, such as a multi agency familiar face plan is not easily accessible to those attempting to offer assistance to some of the most vulnerable people in society. ”

Is this part of a recurring concern?

Yes — Failure to provide emergency responders with readily accessible safety-critical patient information.

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

Progress supplier consultation and internal governance assessment of proposed technical changes for direct crew access to special patient notes and flags.

Verbatim wording from the response

“Linked with these medium-term developments we have already commenced consultation with our software supplier in respect of the feasibility and timescales associated with this development. Initial engagement has been positive, and we have obtained a quote to undertake the technical development work, and a quote has now been obtained with funding identified internally. The changes are currently being considered via internal governance routes to assess potential risks and provide assurances in respect to the impact of the proposed changes. Once the NEAS subject matter expert groups, Change Approval Board and Operational Management Group, have granted approval the Executive Management Group will consider the combined expert opinions and approve the changes.”

Source location

Response from North East Ambulance Service
Page 4 · response
Published 9 August 2024

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

Cascade guidance to emergency ambulance crews on accessing additional patient information and using appropriate systems.

Verbatim wording from the response

“In respect to access to other clinical records, NEAS ambulance crews also have access to the GP summary information (via GP Connect) and the Great North Care Record, which is a region wide shared care record providing information associated with patients from all providers in the region. Linked with my response to your first concern, I have explained that we have instructed our ambulance dispatch teams to verbally notify staff of any ‘flags’ placed against each case. Alongside this process we will be cascading information to emergency ambulance crews in respect to the importance of accessing additional information and using the appropriate systems.”

Source location

Response from North East Ambulance Service
Page 5 · response
Published 9 August 2024

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

Require ambulance dispatch staff to verbally notify crews of flagged cases and obtain acknowledgement.

Verbatim wording from the response

“In considering the fact the ambulance crew were unaware of the familiar faces plan in this case, in respect to terminology we would classify a familiar faces plan within the wider context of a special patient note or a flag. As an interim solution we have instructed our ambulance dispatch team to verbally notify staff of any ‘flags’ placed against each case. This will enable an interaction and to seek an acknowledgement that ambulance crews have seen the ‘flag’ whilst providing an opportunity to share any additional information depending upon the type of ‘flag’.”

Source location

Response from North East Ambulance Service
Page 3 · response
Published 9 August 2024

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 an internal task and finish group to assess flag-access processes, explore improvements, and update the existing process.

Verbatim wording from the response

“To progress the medium-term improvement work, we have created an internal task and finish group who are tasked with assessing the current process and exploring options to improve the systems and process relating to ‘special patient notes’ or simply ‘flags’ and the ability of ambulance crews to directly access this information. I can confirm that the group held the first meeting on 1st October 2024 with further meetings being scheduled to progress with the outputs from the group. It is important to note that other workstreams are linked with the task and finish group which will help triangulate the wider system improvements I have described.”

Source location

Response from North East Ambulance Service
Page 4 · response
Published 9 August 2024

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

Work with regional partners to develop more effective centralised systems for sharing flags and care plans.

Verbatim wording from the response

“It is important to mention that both information sharing platforms, GP Connect and Great North Care Record, do not presently have full patient details or care plan documents from all providers. The North East and North Cumbria Integrated Care Board is leading on a ‘levelling up’ project for all providers in our region. NEAS will continue to work with wider system partners to develop more effective centralised means of region wide flagging and care plan sharing.”

Source location

Response from North East Ambulance Service
Page 5 · response
Published 9 August 2024

Open published response

Source evidence

How this respondent position was interpreted

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

PFD Monitor interpretation

The vehicle MDT is unsuitable for receiving or displaying documents because of its purpose and technological limitations.

Verbatim wording from the response

“Whilst we are confident that this covers messaging requirements, an additional technical control will be introduced to split any messages into continuation messages should any exceed the specified character limit. In considering the above explanation the MDT within the vehicle is not suitable or an appropriate device to receive documents and/or for crews to use this for reading documentation, given the limitations even with the upgraded technology and software. The MDT serves a specific purpose which is predominately for satellite mapping/navigation and sending critical alerts to staff. We will go onto explain the rationale and our alternative solution to ensure staff have access to additional clinical records and information directly in the response to the second concern.”

Source location

Response from North East Ambulance Service
Page 3 · response
Published 9 August 2024

Open published response

Source evidence

How this respondent position was interpreted

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

PFD Monitor interpretation

The Integrated Care Board is leading regional work to improve centralised flagging and care-plan sharing across providers.

Verbatim wording from the response

“It is important to mention that both information sharing platforms, GP Connect and Great North Care Record, do not presently have full patient details or care plan documents from all providers. The North East and North Cumbria Integrated Care Board is leading on a ‘levelling up’ project for all providers in our region. NEAS will continue to work with wider system partners to develop more effective centralised means of region wide flagging and care plan sharing.”

Source location

Response from North East Ambulance Service
Page 5 · response
Published 9 August 2024

Open published response

Source evidence

How this respondent position was interpreted

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

PFD Monitor interpretation

Dispatch staff may be unable to contact crews about flags during periods of extreme pressure while balancing other priority communications.

Verbatim wording from the response

“It is however important to note that in times of extreme pressure our dispatch staff may not always be able make this contact, whilst balancing other priority contact with crews.”

Source location

Response from North East Ambulance Service
Page 4 · response
Published 9 August 2024

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

    Roll out personal-issue iPads to ambulance crews to improve access to patient information.

    Stated by North East Ambulance Service NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 9 August 2024.
  2. 2

    Introduce a technical control that splits messages exceeding device character limits into continuation messages.

    Stated by North East Ambulance Service NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 9 August 2024.

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 personal-issue iPads to ambulance crews to improve access to patient information.

Verbatim wording from the response

“The second relevant electronic device is an iPad which is used to access the electronic Patient Care Record (ePCR) which is the clinical record system used by emergency ambulance crews to document their contact with patient(s) as well as accessing other NHS systems to obtain additional patient information. The iPads used by emergency ambulance crews are now personal issue, following a successful trial, with the rollout of these devices commencing in August 2024, prior to this date the iPad (or previous electronic device) was part of the standard vehicle equipment. Personal issue iPads are aimed at improving and supporting the following areas:”

Source location

Response from North East Ambulance Service
Page 2 · response
Published 9 August 2024

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

Introduce a technical control that splits messages exceeding device character limits into continuation messages.

Verbatim wording from the response

“Whilst we are confident that this covers messaging requirements, an additional technical control will be introduced to split any messages into continuation messages should any exceed the specified character limit. In considering the above explanation the MDT within the vehicle is not suitable or an appropriate device to receive documents and/or for crews to use this for reading documentation, given the limitations even with the upgraded technology and software. The MDT serves a specific purpose which is predominately for satellite mapping/navigation and sending critical alerts to staff. We will go onto explain the rationale and our alternative solution to ensure staff have access to additional clinical records and information directly in the response to the second concern.”

Source location

Response from North East Ambulance Service
Page 3 · response
Published 9 August 2024

Open published response
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Information checked against the published report and official responses · Data reviewed 7 Sep 2026 · About data quality and limitations

Official responses located
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Data last updated 7 September 2026