PFD report

Lynsey Sarah Smalley · Prevention of Future Deaths report

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Issued 8 Sep 2023•North West Wales

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
5

Raised in this report

Recipients
2

Named on the report

Responses found
1

Of 2 recipients

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 raised5

  1. Investigation reports containing conflicting evidence
    Part of recurring concern: Inadequate safety incident investigationsPart of recurring concern: Unreliable safety investigation reports and disclosure
  2. Lack of strategic planning and collaboration in governance processes
  3. Risk of full or partial loss of paper medical notes during transfer
    Part of recurring concern: Failure to reliably transfer medical records between healthcare organisations
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.6

  1. Action

    Monitor evidence supporting completion of investigation and complaint actions through the divisional governance forum.

    Stated by Betsi Cadwaladr University LHBStated completedThe respondent said that this action was complete when they made their response on 14 September 2023.
  2. Action

    Work with the Chief Information Officer to consider options for a more timely MHLD digital-record solution.

    Stated by Betsi Cadwaladr University LHBStated in progressThe respondent said that this action was in progress when they made their response on 14 September 2023.
  3. Action

    Participate in regional and local-authority discussions to assess alternative digital patient-record options for North Wales.

    Stated by Betsi Cadwaladr University LHBStated in progressThe respondent said that this action was in progress when they made their response on 14 September 2023.

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

  1. Position

    Implementation of the planned MHLD digital records system cannot proceed as expected because national arrangements changed following a Welsh Government decision.

    Stated by Betsi Cadwaladr University LHBUnable 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

Investigation reports containing conflicting evidence

Wider context from the report

“a. The Health Board provided 3 investigation reports into the death, two of which contained conflicting evidence. One responded to Lynsey’s brother’s complaint. It is clear that there was no strategic plan or collaboration in governance processes. Furthermore, there were a number of proposed actions which took nearly two years to identify and complete. The time it took to identify and complete actions, together with governance processes are matters which I have raised previously with the Health Board in previous Prevention of future Death Reports. If there are such disjointed patient safety and governance processes learning will not be effective and deaths will continue to occur or will occur into the future. ”

Is this part of a recurring concern?

Yes — Inadequate safety incident investigations; Unreliable safety investigation reports and disclosure.

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 strategic planning and collaboration in governance processes

Wider context from the report

“a. The Health Board provided 3 investigation reports into the death, two of which contained conflicting evidence. One responded to Lynsey’s brother’s complaint. It is clear that there was no strategic plan or collaboration in governance processes. Furthermore, there were a number of proposed actions which took nearly two years to identify and complete. The time it took to identify and complete actions, together with governance processes are matters which I have raised previously with the Health Board in previous Prevention of future Death Reports. If there are such disjointed patient safety and governance processes learning will not be effective and deaths will continue to occur or will occur into the future. ”

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

Risk of full or partial loss of paper medical notes during transfer

Wider context from the report

“b. A number of individuals and organisations are involved in the care of those under mental health teams or at times have contact with patients e.g. CMHT, Home Treatment Teams, Psychiatrists, Occupational therapists, Care Coordinators, out of hours crisis service (local authority based in Gwynedd), Police, Ambulance Service etc. As medical records remain paper based not all individuals or organisations who need to understand a patient’s circumstances/care/treatment are privy to all aspects of care/treatment. In addition, where a CMHT patient is receiving in-patient mental heath treatment the paper notes are transferred to the hospital setting. There is a risk that notes will become lost in full / in part. Having medical records electronically will not only allow full access to all notes to those who require which will inform future care/treatment but will also ensure effective continuity of care, without the risk of missing or lost notes. I have previously issued a Prevention of Future Deaths Report on this point, a copy of which was also sent to ████████, Health Minister. ”

Is this part of a recurring concern?

Yes — Failure to reliably transfer medical records between healthcare organisations.

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 paper-based medical records to provide all relevant care information to involved individuals and organisations

Wider context from the report

“b. A number of individuals and organisations are involved in the care of those under mental health teams or at times have contact with patients e.g. CMHT, Home Treatment Teams, Psychiatrists, Occupational therapists, Care Coordinators, out of hours crisis service (local authority based in Gwynedd), Police, Ambulance Service etc. As medical records remain paper based not all individuals or organisations who need to understand a patient’s circumstances/care/treatment are privy to all aspects of care/treatment. In addition, where a CMHT patient is receiving in-patient mental heath treatment the paper notes are transferred to the hospital setting. There is a risk that notes will become lost in full / in part. Having medical records electronically will not only allow full access to all notes to those who require which will inform future care/treatment but will also ensure effective continuity of care, without the risk of missing or lost notes. I have previously issued a Prevention of Future Deaths Report on this point, a copy of which was also sent to ████████, Health Minister. ”

Is this part of a recurring concern?

Yes — Unreliable access to relevant clinical records for safe care; Unreliable inter-agency information sharing for coordinated care.

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

Delays in identifying and completing proposed actions

Wider context from the report

“a. The Health Board provided 3 investigation reports into the death, two of which contained conflicting evidence. One responded to Lynsey’s brother’s complaint. It is clear that there was no strategic plan or collaboration in governance processes. Furthermore, there were a number of proposed actions which took nearly two years to identify and complete. The time it took to identify and complete actions, together with governance processes are matters which I have raised previously with the Health Board in previous Prevention of future Death Reports. If there are such disjointed patient safety and governance processes learning will not be effective and deaths will continue to occur or will occur into the future. ”

Is this part of a recurring concern?

Yes — Failure to implement identified safety actions.

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

Monitor evidence supporting completion of investigation and complaint actions through the divisional governance forum.

Verbatim wording from the response

“which is chaired by the deputy director of nursing, and any delays or breaches in timescales are highlighted. In June 2023, the Quality Governance team also began monitoring the receipt of evidence for completed actions via this forum. The Divisional PTR meeting reports to the Divisional SLT on a weekly basis and into the Divisional Quality Delivery Group on a monthly basis escalating any delays in the progress of reviews or actions. The expectation is that all complaints and incidents will be reviewed in line with the timescales set out by The National Health Service (Concerns, Complaints and Redress Arrangements) (Wales) Regulations 2011 and any delays are escalated each week to the Divisional SLT.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 3 · response
Published 14 September 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

Work with the Chief Information Officer to consider options for a more timely MHLD digital-record solution.

Verbatim wording from the response

“Whilst MHLD are keen to support and progress the processes outlined above, we are mindful of the scale of the task for agreeing a national solution and are therefore working with BCUHBs Chief Information Officer to consider options which may bring MHLD a more timely solution. This remains a major priority for the Division and is supported by the Health Board.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 3 · response
Published 14 September 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

Participate in regional and local-authority discussions to assess alternative digital patient-record options for North Wales.

Verbatim wording from the response

“Regional meetings are now taking place across Wales to discuss the options that have been presented to them by WG as alternative to WCCIS Care Direct Version 5. BCUHB has met with Local Authorities to discuss implications across health and social care services in order to come to an agreement on the preferred option for North Wales.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 3 · response
Published 14 September 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

Hold weekly coordination meetings between divisional nursing, governance and Healthcare Law leads to strengthen timely submission of reports and action evidence.

Verbatim wording from the response

“The MHLD Division has a close working relationship with the Healthcare Law Team who coordinate inquest activity for the Health Board. The Divisional Heads of Nursing meet each week with the Healthcare Law Team and the Head of Governance. This has further strengthened the timely submission of reports and evidence of completed actions.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 3 · response
Published 14 September 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

Revise and co-design a new incident investigation and action-planning process, including governance review, staff training and planned implementation.

Verbatim wording from the response

“The Health Board is now fully reviewing the incident process to identify where it can be improved and strengthened. A workshop was held on the 23rd October 2023 to identify current issues and to begin the work of revising our process. The concerns you have identified in this notice, and in other notices, are being directly fed into this work. We are working in co-designing the process with staff and patient representatives, such as the independent Llais organisation, to implement a completely new and improved approach where the focus is on learning and improvement. During November 2023 we are meeting with the IHCs and Divisions for their collaboration and engagement in developing the process.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 2 · response
Published 14 September 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 Health Board strategic outline case for electronic patient records, incorporating MHLD requirements to address fragmented care records.

Verbatim wording from the response

“In addition I am pleased to report that a Strategic Outline Case for an Electronic Patient Record system(s) is being developed on a Health Board wide level to address the issue of fragmented care records; the deadline for the strategic outline case is the end of January 2024. MHLD are taking a key role in shaping the outline case to ensure that the Division’s needs are considered as part of the Health Board wide proposal.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 3 · response
Published 14 September 2023

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

Implementation of the planned MHLD digital records system cannot proceed as expected because national arrangements changed following a Welsh Government decision.

Verbatim wording from the response

“Within the notice, you also raised your continued concerns about the implementation of digital patient records for MHLD. In previous correspondence with you, the Health Board has reported significant delays with the development and implementation of a suitable system at a national level. I understand that you have raised your concerns about the delays with the Health Minister directly. We now know that following a decision made by WG the national system will not be progressing in the way that was previously expected. This has significantly altered MHLD divisional plans for digital transformation as these were dependent upon the use of the WCCIS Care Director Version 5 product, with a pilot having been due to start in September 2023, and the expectation that a wider adoption across all applicable MHLD services would follow.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 3 · response
Published 14 September 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.1

  1. 1

    Operate a Learning and Action Group to embed learning from incidents, complaints and other sources.

    Stated by Betsi Cadwaladr University LHBStated completedThe respondent said that this action was complete when they made their response on 14 September 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

Operate a Learning and Action Group to embed learning from incidents, complaints and other sources.

Verbatim wording from the response

“In addition, the MHLD Division has implemented a Learning and Action Group, the function of which is to support the embedding of learning identified from a variety of sources, including incidents and complaints.”

Source location

Response from Betsi Cadwaladr University Health Board
Page 3 · response
Published 14 September 2023

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