PFD report

Robert Wright · Prevention of Future Deaths report

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Issued 4 Nov 2021•South Wales Central

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
5

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 raised2

  1. Delays in placing paper referrals in patient notes
    Part of recurring concern: Incomplete, inaccurate or unavailable clinical and care recordsPart of recurring concern: Unreliable access to relevant clinical records for safe carePart of recurring concern: Unreliable internal hospital referral processes
  2. Reliance on paper referrals for internal hospital referrals
    Part of recurring concern: Unreliable internal hospital referral 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.3

  1. Action

    Plan and develop online presentation, triage and vetting of hospital referrals for Consultant review.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 9 November 2021.
  2. Action

    Train staff to access patient information through the electronic record and related online systems.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 9 November 2021.
  3. Action

    Continue transitioning patient records to electronic access, reducing reliance on paper records.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 9 November 2021.

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

  1. Position

    The missing referral information probably would not have changed the patient’s outcome.

    Stated by Cwm Taf Morgannwg University Local Health BoardDisputes the concernThe respondent disagreed with part of the concern or the basis for it.

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

Delays in placing paper referrals in patient notes

Wider context from the report

“(1) While outpatient referrals from a GP would have been available to the surgeon via an IT system, his evidence was that referrals within the Hospital were made on paper (2) Those paper referrals were routinely not placed on the patient’s notes until 2-3 days prior to the clinic, in this case many weeks after being made. (3) In these circumstances there is clearly a risk that a clinician will not have available to them all of the relevant evidence regarding a patient’s referrals and condition (4) A busy consultant clinician should not in any event be placed in the position of having to look back through paper records to find a referral for a related condition which he had no reason to expect had been made. ”

Is this part of a recurring concern?

Yes — Incomplete, inaccurate or unavailable clinical and care records; Unreliable access to relevant clinical records for safe care; Unreliable internal hospital referral 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

Reliance on paper referrals for internal hospital referrals

Wider context from the report

“(1) While outpatient referrals from a GP would have been available to the surgeon via an IT system, his evidence was that referrals within the Hospital were made on paper (2) Those paper referrals were routinely not placed on the patient’s notes until 2-3 days prior to the clinic, in this case many weeks after being made. (3) In these circumstances there is clearly a risk that a clinician will not have available to them all of the relevant evidence regarding a patient’s referrals and condition (4) A busy consultant clinician should not in any event be placed in the position of having to look back through paper records to find a referral for a related condition which he had no reason to expect had been made. ”

Is this part of a recurring concern?

Yes — Unreliable internal hospital referral processes.

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

Plan and develop online presentation, triage and vetting of hospital referrals for Consultant review.

Verbatim wording from the response

“With regards to the first matter, referrals from General Practice are available on an IT system, however, these referrals are presented to the Consultant body for review on paper. The paper referrals are then triaged and patients are assigned to the appropriate clinics on an appropriate pathway.”

Source location

2021-0374-Response-from-Cwm-Taf-University-Health-Board_Published
Page 2 · response
Published 9 November 2021

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

Train staff to access patient information through the electronic record and related online systems.

Verbatim wording from the response

“The clinic letters, with the triage outcome, are placed in the patient’s notes and are available for the Consultant team prior to the patient’s appointment in clinic. However, if the referral letter were not actually present in the patient’s physical notes, the medical team would refer to the Welsh Clinical Portal where the referrals are evident. We wish to note that we have moved towards the electronic patient record and a large number of patient’s records are no longer available in clinics in a paper format as we recognise that relying on paper is a risk. These notes are available to medical staff online and our staff have received training onto how to access information as required.”

Source location

2021-0374-Response-from-Cwm-Taf-University-Health-Board_Published
Page 2 · response
Published 9 November 2021

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 transitioning patient records to electronic access, reducing reliance on paper records.

Verbatim wording from the response

“The clinic letters, with the triage outcome, are placed in the patient’s notes and are available for the Consultant team prior to the patient’s appointment in clinic. However, if the referral letter were not actually present in the patient’s physical notes, the medical team would refer to the Welsh Clinical Portal where the referrals are evident. We wish to note that we have moved towards the electronic patient record and a large number of patient’s records are no longer available in clinics in a paper format as we recognise that relying on paper is a risk. These notes are available to medical staff online and our staff have received training onto how to access information as required.”

Source location

2021-0374-Response-from-Cwm-Taf-University-Health-Board_Published
Page 2 · response
Published 9 November 2021

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 missing referral information probably would not have changed the patient’s outcome.

Verbatim wording from the response

“This is true and in this patient’s case, he was already on a waiting list for a cholecystectomy. Had this information been available, this would have probably not changed the outcome.”

Source location

2021-0374-Response-from-Cwm-Taf-University-Health-Board_Published
Page 2 · response
Published 9 November 2021

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

    Benchmark referral review and triage practice against a neighbouring Health Board.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 9 November 2021.
  2. 2

    Consider developing an electronic patient pathway digitally mapping patient care, timing and action plans.

    Stated by Cwm Taf Morgannwg University Local Health BoardStated plannedThe respondent said that this action was planned when they made their response on 9 November 2021.

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

Benchmark referral review and triage practice against a neighbouring Health Board.

Verbatim wording from the response

“This is an area that we are looking at and with the appointment of our new Chief Digital Officer, ████████, we are planning how we can possibly present the referrals to the Consultant body online and they would be triaged and vetted accordingly. We have also looked at benchmarking our practice within CTMUHB with a neighbouring Health Board where, currently, the referrals are reviewed and triaged online.”

Source location

2021-0374-Response-from-Cwm-Taf-University-Health-Board_Published
Page 2 · response
Published 9 November 2021

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

Consider developing an electronic patient pathway digitally mapping patient care, timing and action plans.

Verbatim wording from the response

“We agree with this matter of concern and the way forward is that all records will be available for all patients electronically. A future project would be to consider”

Source location

2021-0374-Response-from-Cwm-Taf-University-Health-Board_Published
Page 2 · response
Published 9 November 2021

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