PFD report

Mrs Margaret Spencer · Prevention of Future Deaths report

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Issued 29 Mar 2018•Black Country

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
2

Raised in this report

Recipients
1

Named on the report

Responses found
1

Of 1 recipient

Stated actions
15

Described in responses

Recipients and published 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 raised2

  1. Failure to implement sufficient staff training during introduction of a new IT system
  2. Failure to conduct further reviews of patients' access plans
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

    Run monthly data-quality reports, take corrective action and refer staff for training or support when necessary.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  2. Action

    Implement electronic outcome recording with alerts and audit trails for required follow-up appointments and incomplete clinician outcome forms.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  3. Action

    Ensure outpatient clinics are cashed up and monitor completion of patient outcomes daily through a central team.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.

Respondent positions A position is what a recipient says about a concern when it does not describe a specific action.1

  1. Position

    All historical patient access-plan closures cannot be reviewed and validated because approximately 500 closures occur daily.

    Stated by Walsall Healthcare NHS 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 implement sufficient staff training during introduction of a new IT system

Wider context from the report

“1. Evidence emerged during the inquest that there were failures to properly implement sufficient training for staff during the introduction of a new IT system (Lorenzo). This resulted in the premature closing of her access plan and effectively no further review. This failure to conduct a review led to a number of patients including Mrs Spencer being placed at risk of harm. ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

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 conduct further reviews of patients' access plans

Wider context from the report

“1. Evidence emerged during the inquest that there were failures to properly implement sufficient training for staff during the introduction of a new IT system (Lorenzo). This resulted in the premature closing of her access plan and effectively no further review. This failure to conduct a review led to a number of patients including Mrs Spencer being placed at risk of harm. ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

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

Run monthly data-quality reports, take corrective action and refer staff for training or support when necessary.

Verbatim wording from the response

“Data Quality Metrics”

Source location

Margaret-Spencer-Response
Page 7 · response
Published 29 March 2018

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 electronic outcome recording with alerts and audit trails for required follow-up appointments and incomplete clinician outcome forms.

Verbatim wording from the response

“Outpatient processes have been improved across the Trust with the following measures being taken: –”

Source location

Margaret-Spencer-Response
Page 7 · response
Published 29 March 2018

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

Ensure outpatient clinics are cashed up and monitor completion of patient outcomes daily through a central team.

Verbatim wording from the response

“Outpatient processes Improvement”

Source location

Margaret-Spencer-Response
Page 7 · response
Published 29 March 2018

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

Validate overdue outpatient access plans and contact, discharge or arrange care for affected patients, continuing review of the remaining plans.

Verbatim wording from the response

“It was agreed that a program of work to improve outpatient processes and validate the patients recorded as needing a follow up appointment.”

Source location

Margaret-Spencer-Response
Page 6 · response
Published 29 March 2018

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

Deliver role-specific receptionist training and refresher sessions, retraining staff who fail the required assessment standard.

Verbatim wording from the response

“The outpatient receptionists have specific modules for their role based training. Refresher sessions have been regularly delivered to all receptionists since go live to ensure staff remain up to date with the system, receive the same messages and provide further assurances of the required competencies. The training team monitor assessments that were completed during training sessions designed to equip staff with the required competencies to use the system safely and effectively. Any staff that failed to reach an 80% pass mark are re-trained.”

Source location

Margaret-Spencer-Response
Page 8 · response
Published 29 March 2018

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

All historical patient access-plan closures cannot be reviewed and validated because approximately 500 closures occur daily.

Verbatim wording from the response

“The Trust closes on average 500 patient access plans per day when the patients care is concluded. The scale of these closures means that it is not possible to review and validate all historical access plan closures. Clinical Harm Group”

Source location

Margaret-Spencer-Response
Page 6 · response
Published 29 March 2018

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.10

  1. 1

    Introduce a multidisciplinary gynaecology team approach to support pessary-care system and process changes.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  2. 2

    Arrange consultant gynaecology reviews for the remaining identified patients awaiting assessment.

    Stated by Walsall Healthcare NHS TrustStated plannedThe respondent said that this action was planned when they made their response on 29 March 2018.
  3. 3

    Strengthen and validate patient waiting-time reports weekly to support timely treatment.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  4. 4

    Complete retrospective identification and clinical review of patients fitted with vaginal pessaries during the relevant periods.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  5. 5

    Improve appointment booking and patient communication, including introducing text reminders for patients who do not attend.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  6. 6

    Automatically send GPs confirmation and relevant pessary information, checking GP details with patients before discharge.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  7. 7

    Continue the clinical harm review process through incident reporting, multidisciplinary meetings and reporting to the Trust Board.

    Stated by Walsall Healthcare NHS TrustStated in progressThe respondent said that this action was in progress when they made their response on 29 March 2018.
  8. 8

    Provide patients with a pessary information leaflet describing the device and required follow-up care.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.
  9. 9

    Generate and dispense a patient passport recording the pessary, insertion date, identification code and expected follow-up date.

    Stated by Walsall Healthcare NHS TrustStated in progressThe respondent said that this action was in progress when they made their response on 29 March 2018.
  10. 10

    Implement regular audits and monitoring of pessary follow-up appointments to verify that revised processes function safely.

    Stated by Walsall Healthcare NHS TrustStated completedThe respondent said that this action was complete when they made their response on 29 March 2018.

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 multidisciplinary gynaecology team approach to support pessary-care system and process changes.

Verbatim wording from the response

“Since recognition of the incident at WHNHST there have been several processes reviewed to generate a safer system overall (and all patients across the Trust) are followed up accordingly to their individual requirements.”

Source location

Margaret-Spencer-Response
Page 5 · response
Published 29 March 2018

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

Arrange consultant gynaecology reviews for the remaining identified patients awaiting assessment.

Verbatim wording from the response

“Out of these twenty (20) patients without a follow up appointment; one (1) patient has declined a follow up appointment: due to fragility with age (96) and history of dementia, this has been agreed with the patient’s next of kin. One (1) other patient chose to attend a private consultation, the pessary (inserted in 2015) was removed under GA and further follow up arrangements will be within WHNHST; this patient was incident reported within WHNHST and moderate harm was acknowledged, with no long term sequelae, DoC has been enacted for this patient. Out of the eighteen (18) patients remaining, sixteen (16) have had follow up appointments with no harm determined; the remaining two (2) patients will be reviewed by a consultant gynaecologist, one by the end of May 2018, and the final patient in early June as per patient request.”

Source location

Margaret-Spencer-Response
Page 4 · response
Published 29 March 2018

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

Strengthen and validate patient waiting-time reports weekly to support timely treatment.

Verbatim wording from the response

“Patient waiting time reports have been strengthened and validated on a weekly basis by the operational teams to ensure patient receive timely treatment.”

Source location

Margaret-Spencer-Response
Page 7 · response
Published 29 March 2018

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 retrospective identification and clinical review of patients fitted with vaginal pessaries during the relevant periods.

Verbatim wording from the response

“A report was generated via the Performance and Information Team which identified all the patients that had a pessary fitted during the calendar year of 2014. This report identified 602 patients having a vaginal pessary (ring and shelf) fitted during 2014. Out of these 602 patients, 7 had a shelf pessary fitted and had not received a follow up appointment. All 7 patients were reviewed by a consultant gynaecologist within a short time frame; none of the other 7 patients have been harmed.”

Source location

Margaret-Spencer-Response
Page 4 · response
Published 29 March 2018

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

Improve appointment booking and patient communication, including introducing text reminders for patients who do not attend.

Verbatim wording from the response

“Booking procedures and communication with patients has been improved including introducing a DNA text reminder clinic which has seen an increase in patients attending their appointments.”

Source location

Margaret-Spencer-Response
Page 7 · response
Published 29 March 2018

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

Automatically send GPs confirmation and relevant pessary information, checking GP details with patients before discharge.

Verbatim wording from the response

“The three main changes within the gynaecology department include: the generation of a patient leaflet, which informs the patient in detail as to the expectations of the device they have insitu and relevant follow up care that is required. A patient passport is being generated: this is dispensed to the patient, along with the leaflet, before they leave the hospital. The passport contains the type of device inserted, the individual identification code of the device, the date of insertion and the expected follow up date/pre-generated appointment date (if this is available at the time of leaving). And, in addition to this, a letter of confirmation of insertion of device and relevant information is automatically distributed to the patients GP; GP information is checked with the patient before they leave the hospital to maintain an updated system.”

Source location

Margaret-Spencer-Response
Page 5 · response
Published 29 March 2018

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 the clinical harm review process through incident reporting, multidisciplinary meetings and reporting to the Trust Board.

Verbatim wording from the response

“The clinical review and assessment of harm was managed along with the Trust incident reporting system Safeguard with a monthly combined WHNHST and WCCG Clinical Harm meeting which reported to Trust Board. The cases were discussed with both Trust and primary care doctors and the level of harm agreed. These patients were then dealt with by the Trust RCA process. As of 23rd May:”

Source location

Margaret-Spencer-Response
Page 6 · response
Published 29 March 2018

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

Provide patients with a pessary information leaflet describing the device and required follow-up care.

Verbatim wording from the response

“The three main changes within the gynaecology department include: the generation of a patient leaflet, which informs the patient in detail as to the expectations of the device they have insitu and relevant follow up care that is required. A patient passport is being generated: this is dispensed to the patient, along with the leaflet, before they leave the hospital. The passport contains the type of device inserted, the individual identification code of the device, the date of insertion and the expected follow up date/pre-generated appointment date (if this is available at the time of leaving). And, in addition to this, a letter of confirmation of insertion of device and relevant information is automatically distributed to the patients GP; GP information is checked with the patient before they leave the hospital to maintain an updated system.”

Source location

Margaret-Spencer-Response
Page 5 · response
Published 29 March 2018

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

Generate and dispense a patient passport recording the pessary, insertion date, identification code and expected follow-up date.

Verbatim wording from the response

“The three main changes within the gynaecology department include: the generation of a patient leaflet, which informs the patient in detail as to the expectations of the device they have insitu and relevant follow up care that is required. A patient passport is being generated: this is dispensed to the patient, along with the leaflet, before they leave the hospital. The passport contains the type of device inserted, the individual identification code of the device, the date of insertion and the expected follow up date/pre-generated appointment date (if this is available at the time of leaving). And, in addition to this, a letter of confirmation of insertion of device and relevant information is automatically distributed to the patients GP; GP information is checked with the patient before they leave the hospital to maintain an updated system.”

Source location

Margaret-Spencer-Response
Page 5 · response
Published 29 March 2018

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 regular audits and monitoring of pessary follow-up appointments to verify that revised processes function safely.

Verbatim wording from the response

“From a gynaecological perspective a Multi-Disciplinary Team (MDT) approach has been introduced to support the changes in systems and processes. The MDT has not only reviewed the patients that were not assessed in a timely manner, following insertion of their pessary, but also new systems have been implemented, with regular audits and monitoring of follow up appointments arranged to ensure the revised systems and processes are functional.”

Source location

Margaret-Spencer-Response
Page 5 · response
Published 29 March 2018

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